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A. Accruals

1. The City credits all PTO leave to the employee’s account at the end of each pay period. Employees may not use PTO in the same pay period that it is earned.

2. All full-time, benefited employees earn PTO at the rates indicated below:

0-4 years of service

4 hours per pay period

5-9 years of service

5 hours per pay period

10-14 years of service

6 hours per pay period

15-19 years of service

7 hours per pay period

20+ years of service

8 hours per pay period

3. Part-time, benefited employees accrue PTO in proportion to hours worked but no greater than:

20-29 hours per week

50% of full time accrual

30-39 hours per week

75% of full time accrual

4. Fire Department 24-hour employees accrue PTO leave at the rate indicated below:

0-4 years of service

6 hours per pay period

5-9 years of service

7.5 hours per pay period

10-14 years of service

9 hours per pay period

15-19 years of service

10.5 hours per pay period

20+ years of service

12 hours per pay period

5. Full-time benefited employees, excluding probationary employees, receive an additional 80 hours of paid time off at the beginning of pay period 24. Fire Department 24-hour employees will receive 120 hours of PTO. Part-time benefited employees receive this lump sum of PTO in proportion to hours worked at the rates above.

a. Upon successful completion of the probation period, benefited employees will receive a pro-rated lump sum hours of PTO based on the number of pay periods remaining through pay period 23.

B. Using PTO

West Valley City has a system of paid time off which can be used for any purpose.

C. General principles of scheduled absences:

1. PTO must be scheduled in advance for time off.

2. PTO is subject to supervisory approval, departmental staffing needs, and established departmental procedures.

D. General principles of an unscheduled absences:

1. Unscheduled absences will be monitored for patterns of abuse.

2. If an employee is ill they must report the absence at least one hour prior to the beginning of their shift regardless of the duration of the illness. As per City policy and to determine eligibility for other city benefits, Human Resources may require a physician statement.

3. An employee who is absent because of an illness for three consecutive days is required to present a physician statement to Human Resources when he or she returns to work.

4. If an employee is denied the use of PTO and then calls in sick, Human Resources requires a physician statement in order for the employee to return to work.

5. An absent without just cause may result in discipline up to and including termination of employment.

6. When unable to report to work due to something unexpected an employee must contact his or her supervisor as soon as possible. This is necessary to determine if the employee qualifies for other benefits. The employee must include in their report when he or she expects to return to work.

7. An employee’s failure to report to his or her supervisor or provide an acceptable explanation, or doctor’s excuse if necessary, may be disciplined up to and including termination of employment.

E. Maximum PTO Accruals

1. An employee may carry over up to 320 hours of paid time off (415 Fire 24 hour employee). Any hours over 320 hours (415 Fire Department 24-hour employees) will be forfeited at the end of pay period 23 of each year.

F. PTO Cash In

1. PTO Cash In per Fiscal Year Upon City’s Approved Budget

2. A full time or part time benefited employee may cash in PTO hours equivalent to one pay period.

3. Employees must cash in at least 20 hours (28 for Fire Department 24-hour employees).

4. In order to cash in paid time off the employee must maintain a minimum accrual of one pay period worth of leave.

5. Employees who are on probation or involved in any current or pending disciplinary action may not participate in the PTO cash in without the City Managers approval.