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Table Of Contents

 1. Purpose

 2. Definitions

 3. Preparation, Adoption and Revision of Regulations

 4. Exemptions from Civil Service

 5. Classification Plan

 6. Pay Plan

 7. General Requirements for Applicants

 8. Applications

 9. Examinations

10. Eligible Lists

11. Requisitions, Certification and Appointment

12. Limited-Term Appointments

13. Assignments and Transfers

14. Probationary Period

15. Resignation, Reinstatement, Restoration and Retirement

16. Layoffs

17. Dismissals, Demotions, Suspensions and Appeals

18. Hours of Work and City Service

19. Holidays

20. Vacation Leave

21. Sick Leave

22. Leaves of Absence

23. Performance Reports

24. Working Conditions

25. Records and Reports

26. Training of Employees

27. Safety, Health, Welfare and Recreation

28. Labor Relations

29. Political Activity

30. Residence Requirement

31. Interim Regulations

32. Injury and Disability

33. Miscellaneous Regulations


Alphabetical Index

A  B  C  D  E  F  G  H  I  J  K  L  M  N  O  P  Q  R  S  T  U  V  W  X  Y  Z




20. VACATION LEAVE


 
20.011 - CONTINUOUS SERVICE  see Regulation 18.04
20.02 - ELIGIBILITY FOR VACATION LEAVE. 
20.021 - FULL-TIME EMPLOYEES.  Each full-time employee in the Civil Service shall be entitled to earn and accrue vacation leave with pay.  (Refer to Section 6.151)
20.022 - PART-TIME EMPLOYEES.  Part-time employees who are regularly employed and whose normal work week averages or exceeds twenty (20) hours shall earn vacation leave in proportion to their actual time worked, consistent with Section 20.03 of this Regulation.  Part-time employees whose normal work week is less than twenty (20) hours shall not be entitled to earn vacation leave.  (Refer to Sections 6.153 and 6.155)
20.023 - REQUISITE EMPLOYMENT PERIOD FOR VACATION LEAVE.  Vacation leave shall be earned from the commencement of employment but may not be used or paid until an employee shall have completed six (6) months of continuous service.
20.024 - POSITIONS EXCLUDED FROM VACATION LEAVE BENEFITS.  (Refer to Section 6.151 and 6.153)
20.03 - ALLOWANCE. 
20.031 - FIVE-DAY WORK WEEK EMPLOYEES.
  1. Employees in Classes Represented by District Council 33 and Employees in the Deputy Sheriff Pay Plan. Vacation leave shall be earned by each such permanent, full time, five (5) day week employee with five (5) full years or less of continuous service at the rate of five-sixths (5/6) working days for each calendar month of service and by each such employee with more than five (5) but less than ten (10) full years of continuous service at the rate of one and a quarter (1_1/4) working days for each calendar month of service, and by each such employee with more than ten (10) but less than twenty (20) full years of continuous service at the rate of one and two-thirds (1_2/3) working days for each calendar month of service and by each such employee with more than twenty (20) full years of continuous service at the rate of two and one-twelfth (2_1/12) working days for each calendar month of service.

  2. Employees in Classes Represented by District Council 47 and Non-Represented Employees in the Executive and Professional Category. Vacation leave shall be earned by each such permanent, full-time, five (5) day week employee with five (5) full years or less of continuous service at the rate of five-sixths (5/6) working days for each calendar month of service, by each such employee with more than five (5) but less than ten (10) full years of continuous service at the rate of one and a quarter (1_1/4) working days for each calendar month of service, and by each such employee with more than ten (10) but less than sixteen (16) full years of continuous service at the rate of one and two-thirds (1_2/3) working days for each calendar month of service, by each such employee with more than sixteen (16) but less than seventeen (17) full years of continuous service at the rate of one and three-quarters (1_3/4) working days for each calendar month of service, by each such employee with more than seventeen (17) but less than eighteen (18) full years continuous service at the rate of one and five-sixths (1_5/6) working days for each calendar month of service, by each such employee with more than eighteen (18) but less than nineteen (19) full years of continuous service at the rate of one and eleven-twelfths (1_11/12) working days for each calendar month of service, by each such employee with more than nineteen (19) but less than twenty (20) full years of continuous service at the rate of two (2) working days for each calendar month of service, and by each such employee with more than twenty (20) full years of continuous service at the rate of two and one-twelfth (2_1/12) working days for each calendar month of service.

20.032 - FIVE-DAY WORK WEEK FOR UNIFORMED AND INVESTIGATORY EMPLOYEES OF THE POLICE DEPARTMENT AND DISTRICT ATTORNEY'S OFFICE.  Vacation leave shall be earned by each permanent, full-time, five (5) day week uniformed and investigatory employee in the Police Department and District Attorney's Office with five (5) full years or less of continuous service at the rate of five-sixths (5/6) working days for each calendar month of service and by each such employee with more than five (5) years of service but less than nine (9) years of service at the rate of one (1) working day for each calendar month of service and by each such employee with more than nine (9) but less than fourteen (14) full years of continuous service at the rate of one and five-twelfths (1_5/12) working days for each calendar month of service, and by each such employee with more than fourteen (14) full years of continuous service at the rate of one and five-sixths (1_5/6) working days for each calendar month of service.
20.033 - FIVE AND ONE-QUARTER DAY WORK WEEK UNIFORMED FIRE EMPLOYEES.  Vacation shall be earned by each permanent full-time five and one-quarter day work week Fire uniformed employee with nine (9) full years or less of continuous service at the rate of one (1) work day for each calendar month of service and by each such employee with more than nine (9) but less than fourteen (14) full years of continuous service at the rate of one and one-half (1_1/2) work days for each calendar month of service, and by each such employee with fourteen (14) or more full years of continuous service at the rate of two (2) work days for each calendar month of service.
20.034 - EMPLOYEES OF THE FIRST JUDICIAL DISTRICT OF PENNSYLVANIA WHO ARE APPOINTED TO A CIVIL SERVICE POSITION IMMEDIATELY AFTER TERMINATION OF EMPLOYMENT WITH THE FIRST JUDICIAL DISTRICT.  An employee holding a regular, full time position with the First Judicial District of Pennsylvania who terminates employment with the First Judicial District and who is immediately appointed to a Civil Service position shall be entitled to transfer accrued vacation leave that was accumulated with the First Judicial District.  Such employees will be granted City credit for time worked for the First Judicial District for the purpose of calculating the amount of vacation leave to be earned with the City.
Transfer of vacation leave is subject to the maximum accumulation limits as defined by Regulation 20.04.  An employee shall not be entitled to any terminal leave payment from the First Judicial District for any leave transferred to the City of Philadelphia.  An employee who receives a terminal leave payment from the First Judicial District is not entitled to transfer the same leave to the City.
All other provisions of Regulation 20 shall apply to employees who are appointed to a Civil Service position immediately after termination of employment with the First Judicial District.
20.036 - DUAL AND RELIEF CLASSIFICATIONS.  An employee working in two or more classes of employment shall have time worked in the two or more classes combined for the purpose of computing credits for vacation leave.
20.037 - OVERTIME OR COMPENSATORY TIME.  No credit for vacation leave shall be granted for time worked by an employee in excess of his normal work week.
20.038 - VACATION LEAVE EARNED DURING LEAVES WITH PAY.  Vacation leave shall continue to accrue during leaves of absence with pay and during the time an employee is on authorized sick and vacation leave.
20.039 - LEAVE NOT EARNED BY EMPLOYEES IN NON-PAY STATUS.  Vacation leave shall not be earned by an employee during a leave of absence without pay, a suspension without pay, or when the employee is otherwise not in pay status, should such period without pay exceed the majority of days in a month or fifteen (15) consecutive calendar days.  Consecutive, non-pay status days covering portions of two months, where the time lost in each month is less than fifteen (15) consecutive calendar days shall be added together for purposes of this section and where such total is fifteen (15) consecutive calendar days or more the total shall serve to bar the earning of vacation leave in either of the two (2) months but not in both.
20.04 - ACCUMULATION OF UNUSED VACATION DAYS. 
20.041 - DISTRICT COUNCIL 33 REPRESENTATION CLASSES.  An employee in a class of position represented by District Council 33 may not have to his/her credit at the end of each calendar year unused vacation leave in excess of seventy (70) working days.
20.042 - DISTRICT COUNCIL 47 REPRESENTATION CLASSES.  An employee in a class of position represented by District Council 47 may not have to his/her credit at the end of each calendar year unused vacation leave in excess of seventy (70) working days.
20.043 - EXECUTIVE AND PROFESSIONAL CLASSES.  An employee in a class of position represented by the Executive and Professional category may not have to his/her credit at the end of each calendar year unused vacation leave in excess of seventy (70) working days.
20.044 - UNIFORMED OR INVESTIGATORY EMPLOYEES OF THE POLICE DEPARTMENT OR DISTRICT ATTORNEY'S OFFICE.  Except as authorized by the sub-section of this regulation, a uniformed or investigatory employee of the Police Department or District Attorney's Office may not have to his/her credit at the end of the calendar year unused vacation leave in excess of seventy (70) working days.
20.044-1 - Accumulation Of Vacation And Annual Administrative Leave Balances Beyond December 31st Of Any Calendar Year.  Any uniformed employees of the Police Department and Prosecution Detectives of the District Attorney's Office who, because of the staffing requirements of the department, were unable to use all accrued vacation leave and Annual Administrative Leave and had, on December 31st of any year, an accrued vacation and Annual Administrative Leave balance in excess of five hundred ninety-two (592) hours, will be permitted to use the excess leave until March 31st of the following year.  As of March 31st of the following year, each such employee may have to his/her credit a maximum accumulation of five hundred ninety-two (592) hours of vacation and Annual Administrative Leave, in addition to any vacation time accrued between January 1 and March 31 of that same year.  Any leave balances in excess of these amounts will be forfeited effective April 1.  The effective date of this regulation will be December 31, 2011.
20.046 - TRANSFERS, PROMOTIONS AND DEMOTIONS.  An employee who moves from one position to another in the City service, by transfer, promotion, or demotion, shall be credited in his new position with his unused vacation leave accrued in his prior position.
20.047 - DEPUTY SHERIFF CLASSES.  An employee in a class in the Deputy Sheriff Pay Plan may not have to his/her credit at the end of each calendar year unused vacation leave in excess of seventy (70) working days.
20.048 - UNIFORMED EMPLOYEES OF THE FIRE DEPARTMENT.  A uniformed Fire Department employee may not have to his/her credit at the end of the calendar year unused vacation leave in excess of seventy-four (74) working days.
20.05 - PERMITTING VACATION IN ADVANCE OF BEING EARNED.  An employee with twelve (12) or more months of service may be permitted to take vacation leave in advance of its being earned by service where his accumulated vacation leave at the time of his scheduled vacation is insufficient to permit a full year's vacation allowance provided for in Section 20.03 of this Regulation, provided however, that:
20.051 - Anticipated leave under this section shall not exceed the amount required, when added to the unused balance available, to permit the employee a full year's vacation allowance as provided in Section 20.03 of this Regulation.
20.052 - The amount of anticipated leave shall not in any event exceed one year's vacation allowance set forth in Section 20.03 of this Regulation.
20.06 - CHARGES AGAINST VACATION LEAVE ACCUMULATION.  There shall be charged against accrued vacation leave only those days on which an employee normally would have received pay and during which normally he would have been required to work for pay.
20.061 - HOLIDAY FALLING WITHIN VACATION PERIOD. 
20.0611 - Employees Whose Annual Rate of pay Does Not Exceed the Maximum Pay Rate of Pay Range 24 in the Pay Plan for Mandatory Classes or Pay Range 21 in the Executive and Professional Pay Plan.  In the event that one of the enumerated holidays provided for in the Regulations falls within the vacation period of an employee whose annual pay rate is not higher than the maximum rate of pay of Pay Range 24 in the Pay Plan for Mandatory Classes or Pay Range 21 in the Executive and Professional Pay Plan he may elect to receive the pay for the holiday in addition to his vacation grant or to be charged one day less of vacation leave.
20.0612 - Employees Whose Annual Pay Rate is More Than the Maximum Pay Rate of Pay Range 24 in the Pay Plan for Mandatory Classes or Pay Range 21 in the Executive and Professional Pay Plan.  In the event that one of the enumerated holidays provided for in the Regulations falls within the vacation period of an employee whose annual pay rate is more than the maximum pay rate of Pay Range 24 in the Pay Plan for Mandatory Classes or Pay Range 21 in the Executive and Professional Pay Plan, he shall be charged one day less of vacation leave.  He may not elect to receive the pay for the holiday in addition to his vacation grant.
20.062 - FIRE DEPARTMENT UNIFORMED PERSONNEL.  For purposes of vacation leave for uniformed personnel in the Fire Department, a vacation week shall continue to run from Monday through Sunday, and for a week's vacation an employee shall not be charged for more than five and one-quarter (5_1/4) days of vacation leave.
20.063 - FLEXIBLE BENEFITS PLAN - CONVERSION OF VACATION.  Each full-time non-represented Executive and Professional category employee may elect to convert vacation to either cash payment or benefits credits, in accordance with the provisions of the City's Flexible Benefits Plan, in lieu of time off.  Such employee must have completed his/her initial probationary period at least six (6) months prior to the beginning of the plan period for which election is made.
This vacation conversion privilege shall supersede the conversion privilege previously available to non-represented employees.
20.07 - VACATION SCHEDULES.  Vacation schedules shall be developed by the appointing authority or his designated representative.  It shall be the policy of each department to schedule vacations over as wide a period as possible to avoid the necessity of extra help or overtime.  To the maximum extent possible the appointing authority should grant each year to each employee the full amount of vacation leave earnable during a full calendar year.  The time of taking vacations shall be determined by the appointing authority in accordance with existing practice.
20.071 - RIGHT TO VACATION.  In the event the appointing authority or his designated representative does not grant a vacation to an employee for twelve (12) consecutive months, the employee shall be granted a vacation during the regular vacation period in the following twelve (12) consecutive months of at least the number of days vacation leave he earned in a twelve (12) month period.
20.072 - USE OF VACATION LEAVE ON EXPIRATION OF SICK LEAVE.  In the event an employee is on authorized sick leave and has insufficient sick leave credits to cover the period of his absence, earned vacation leave may be used for this purpose if the employee so elects.
20.073 - PAYMENT IN LIEU OF TIME OFF - NON-REPRESENTED EMPLOYEES.  Once a year, during a period of time specified by the Director, each full-time non-represented Executive and Professional category employee who will have completed his/her initial probationary period by the end of the same calendar year, shall be given the opportunity to elect payment in lieu of time off for five (5) days of the following year's vacation earnings.  During the election period, each eligible employee must submit an irrevocable decision, in writing, to his/her designated departmental representative.  Payment to eligible employees shall be made at the end of the fiscal period falling within the calendar year in which the vacation was earned.
20.08 - TERMINAL VACATION PAY ADJUSTMENTS.  An employee who leaves the City service on or after May 1, 1954 shall, upon termination of his employment, have his vacation account adjusted as follows:
20.081 - TERMINAL VACATION PAY RATE.  Terminal vacation pay adjustments, where such pay adjustments are involved, shall be calculated at the employee's regular rate of pay at the time of termination.
20.082 - MAXIMUM NUMBER OF ALLOWABLE WORKING DAYS.  Terminal vacation pay shall not exceed the maximum number of working days permitted for various classes of positions as provided in Sections 20.041 to 20.044 inclusive of the Regulations.
20.083 - PAYROLL DEDUCTION FOR ADVANCES OF VACATION LEAVE.  An employee who leaves the City service before vacation leave advanced to him pursuant to Section 20.05 of this Regulation has been earned and repaid shall have the overpayment for such unearned vacation leave deducted from his final pay.
20.084 - TERMINAL VACATION PAY.  An employee who has completed six (6) months of continuous service shall, upon separation, receive pay for his unused balance of earned vacation leave. (Refer to Section 20.045)
20.085 - METHOD OF PAYMENT OF TERMINAL LEAVE FOR RETIRING EMPLOYEES. 
20.0851 - Uniformed Fire Employees.  A uniformed Fire employee who leaves the City service in order to retire under the Municipal Retirement System shall have the option of being continued on the payroll after his/her last day of work for the period representing his/her earned vacation leave, or of receiving a lump sum cash payment for the balance of his/her earned and unused vacation leave in accordance with Section 20.0441.
20.0852 - Uniformed and Investigatory Police Classes of the Police Department or District Attorney's Office.  A uniformed or investigatory employee of the Police Department or District Attorney's Office who leaves the City service in order to retire under the Municipal Retirement System shall receive a lump sum cash payment for the balance of his earned and unused vacation leave within thirty (30) days of retirement, in accordance with Section 20.044.
20.0853 - Employees in Classes Represented by District Council 33, District Council 47 or in the Non-Represented Category.  An employee in a class represented by District Council 33, District Council 47 or in the Non-Represented Category who leaves the City service in order to retire under the Municipal Retirement System shall have the option of being continued on the Payroll after his last day of work for the period representing his earned vacation leave, or of receiving a lump sum cash payment for the balance of his earned and unused vacation leave in accordance with Section 20.041, 20.042, and 20.043.
20.086 - METHOD OF PAYMENT OF TERMINAL LEAVE FOR EMPLOYEES OTHER THAN FOR RETIRING EMPLOYEES.  An employee who leaves the City service for any reason other than to retire under the Municipal Retirement System shall receive payment in a lump sum for the period representing the balance of his earned vacation leave, if any, and in lieu of such vacation leave.  (Refer to Section 6.1114 and 6.117)
20.087 - CREDIT FOR UNUSED COMPENSATORY TIME ON RE-EMPLOYMENT FOLLOWING LAYOFF.  An employee who is re-employed from a layoff list shall be credited on the date of re-employment with the earned but unused compensatory time to his credit as of the date of his separation by layoff.
20.09 - EFFECT OF SEPARATION OF MORE THAN FIFTEEN (15) WORKING DAYS.  If a person has been separated from City service for reasons other than layoff for more than fifteen (15) consecutive working days, he shall upon re-employment earn vacation leave as a new employee under the provisions of subsection 20.023 of this Regulation.  If such person, however, is re-employed following layoff from the City service, he shall receive full credit for service prior to the layoff in determining his allowance under Section 20.03 of this Regulation.
20.10 - RECORDS.  The appointing authority shall keep proper records and schedules of vacation accumulated and granted and shall make such reports thereof to the Personnel Director as may from time to time be required.  Vacation leave shall be requested on forms prescribed by the respective departments.  Records of vacation leave accumulated and taken shall be available to the employee or his representative.
20.12 - PAYMENT FOR TIME WORKED IN LIEU OF VACATION LEAVE FOR UNIFORMED AND INVESTIGATORY PERSONNEL OF THE POLICE DEPARTMENT.  To permit the maximum availability of police personnel of the Police Department during the summer vacation period and to meet any anticipated emergency needs for additional scheduling of such personnel, uniformed and investigatory personnel of the Police Department, regardless of rank, shall have the option, with the approval of the appointing authority, of working part of their scheduled vacation leave.  Payment for such service shall be at the regular rate of pay.  In addition, while so working, they shall also receive their normal vacation pay.
20.121 - OPTIONAL WORKING-VACATION PERIODS. 
  1. Employees who earn vacation leave at the rate of one hundred twenty-six (126) hours per year may elect to work for periods of either forty-eight (48) or ninety-six (96) hours.
  2. Employees who earn vacation leave at the rate of eighty-four (84) hours per year may elect to work for a period of forty-eight (48) hours.
20.122 - ELIGIBILITY FOR WORKING DURING VACATION.  An employee must have a minimum of ninety-six (96) hours of vacation and/or holiday leave accrued to him as of July 1 of any year to be eligible to work during part of his scheduled vacation leave.  No portion of time worked in lieu of vacation leave shall be chargeable against holiday compensatory time.
20.123 - PAYMENT FOR TIME WORKED IN LIEU OF VACATION LEAVE.  Payment for vacation leave to be worked, notwithstanding the provisions of Section 6.06 and 20.05 of the Regulations, shall be made on or after June 1 but prior to the employee's scheduled vacation period.  In the event that after payment has been made to an employee he is unavailable, for any reason whatsoever, including illness, for all or any part of the portion of the vacation period he was to have worked, the payments made to the employee for work in lieu of vacation which he did not actually perform shall be repaid by him, either by payroll deduction or by cash, at the employee's election, and the unworked vacation time shall be returned to his accrued vacation leave credit.  Such repayments shall be in such amounts and at such times within the calendar year within which the time was to have been worked, as agreed to between the appointing authority and the employee, and in absence of such agreement, shall be deducted from the first pay or benefit in lieu thereof payable to the employee after November 1 of such year.
20.124 - TOURS OF DUTY ASSIGNMENT.  Tours of duty for employees who elect work in lieu of vacation leave shall be designated by the appointing authority.
20.13 - VACATION LEAVE FOR SCHOOL CROSSING GUARDS.  Vacation leave shall be earned by each School Crossing Guard with five (5) years or less of continuous service at the rate of one (1) working day for each calendar month of service and by each such employee with more than five (5) years of continuous service at the rate of one and one-half (1_1/2) working days for each calendar month of service and by each such employee with more than ten (10) years of continuous service at the rate of two (2) working days for each calendar month of service and by each such employee with more than twenty (20) years of continuous service at the rate of two and one-half (2_1/2) working days for each calendar month of service.
Such vacation is to be taken as five (5) consecutive days during the Christmas holiday period when schools are closed, and the balance immediately following the closing of the schools for summer vacation, or if an employee has at such times less than nine (9) days to her credit, she shall then utilize the number of vacation days to her credit.
School Crossing Guards who earn vacation at the rate of one and one-half (1_1/2) or more days per calendar month may accumulate up to five (5) days of vacation per School Crossing Guard work year to a maximum of thirty (30) days.
20.14 - VACATION LEAVE EARNED DURING LEAVE OF ABSENCE IN EXEMPT POSITIONS.  Employees appointed to exempt positions while on leave of absence from a Civil Service position shall, upon reinstatement to Civil Service, be credited with all accumulated vacation leave which has been earned but unused up to the maximum allowed in these Regulations.
20.15 - PAYMENT FOR TIME WORKED IN LIEU OF VACATION LEAVE FOR UNIFORMED EMPLOYEES OF THE FIRE DEPARTMENT.  To permit the maximum availability of uniformed Fire employees during periods of high vacation usage, the Fire Commissioner may offer to re-purchase vacation leave from employees who are scheduled to be off on vacation leave.  The number of tours and the time period to be covered shall be set by the Commissioner.  Employees shall receive full pay for the vacation sold, as well as, regular pay for hours actually worked.  In the event that an employee is unable to work for all or any part of the vacation period that has been purchased by the Department, he shall repay the Department for the amount of time not worked by either payroll deduction, or by cash at the employee's option, and the unworked vacation leave shall be restored to the employee's accrued vacation leave credit.
20.16 - PAYMENT FOR TIME WORKED IN LIEU OF VACATION LEAVE FOR UNIFORMED EMPLOYEES OF THE POLICE DEPARTMENT.  The Police Department may offer to purchase vacation periods from employees in the classes of Police Officer and Detective who are scheduled for vacation.  The Police Commissioner shall determine the number of tours to be purchased and the time period covered.  Employees shall receive full pay for the vacation period purchased and shall have their vacation leave balances reduced accordingly.  An employee whose vacation period has been purchased shall work during the period purchased.  No other employee shall be permitted to utilize a vacation slot vacated by an employee whose vacation has been repurchased by the department.


END OF REGULATION 20.

Philadelphia Civil Service Regulations
Transmittal no.342 (Sept-15-2014)