VACATIONS

SEA-MC tit. 4, ch. 4.34

in effect

Seattle Mun. Code § 4.34.005 Definitions

4.34.005 - Definitions As used in this Chapter 4.34, the following terms shall have the meanings indicated unless another meaning is clearly indicated from the context: "Employee" means an individual who works for wages or a salary in the service of the City other than (1) a person elected or appointed to a term of office, or (2) a person who, individually or with others, is the head of an employing unit. It includes full-time and part-time personnel, and temporary workers who receive fringe benefits in lieu of premium pay, but not temporary workers who receive premium pay. "Employing unit" means any department of the City, and within the Executive Department, any office created by ordinance; and any City board or commission that is an appointing authority. "Regular pay status" means regular straight-time hours of work and includes paid time off such as vacation time, holiday time off, and sick leave. It excludes hours of work outside regular straight-time hours for overtime pay. "Service year" means the period of time between an employee's date of hire and the one year anniversary date of the employee's date of hire, and thereafter, the period of time between any two consecutive anniversaries of the employee's date of hire. "Temporary worker" has the meaning given in Section 4.04.030. (Ord. 122063, § 7, 2006; Ord. 121771, § 10, 2005; Ord. 111757, § 1, 1984.)

Seattle Mun. Code § 4.34.010 Annual vacations provided—Exemptions

4.34.010 - Annual vacations provided—Exemptions Annual vacations with pay or premium pay in lieu of paid vacation shall be provided to City employees in accordance with the provisions of this Chapter 4.34, except as otherwise provided in authorized collective bargaining agreements. (Ord. 111757, § 2, 1984; Ord. 110195, § 2, 1981.)

Seattle Mun. Code § 4.34.020 Vacation credit accrual rate

4.34.020 - Vacation credit accrual rate A. Basic structure. Except as provided in subsections 4.34.055.D and 4.34.055.E, City employees shall accrue annual vacation credit at the rate and up to the maximum vacation balance shown in Table A for 4.34.020 for each hour worked on regular pay status as shown on the payroll. B. Accrual rate and maximum accumulation table. The vacation accrual rate shall be determined in accordance with rates set forth in the Accrual Years/Hours Column of Table A for 4.34.020. The Vacation Days and Hours Per Year Columns depict the corresponding equivalent annual vacation creditable to a full-time employee. The Maximum Hours Column depicts the normal maximum number of hours of vacation credit that can be accrued and accumulated at any time. C. Maximum accrual. No employee may accrue credit for annual vacation time for more than 80 hours per pay period except employees in the Health Department paid through the King County payroll system, who may accrue credit for annual vacation time up to 87 hours per pay period. Except as provided in subsections 4.34.055.D and 4.34.055.E, accrual and accumulation of vacation time shall cease at the time an employee's vacation credit balance reaches the normal maximum balance and shall not resume until the employee's vacation credit balance is below the normal maximum balance. Table A for 4.34.020 Accrual Years/Hours | Vacation Days | Hours Per Year | Maximum Hours Year 0—3/0—6,240 | 12 | 96 | 192 Year 4—7/6,241—14,560 | 16 | 128 | 256 Year 8—13/14,561—27,040 | 20 | 160 | 320 Year 14—18/27,041—37,440 | 23 | 184 | 368 Year 19/37,440—39,520 | 24 | 192 | 384 Year 20/39,521—41,600 | 25 | 200 | 400 Year 21/41,601—43,680 | 26 | 208 | 416 Year 22/43,681—45,760 | 27 | 216 | 432 Year 23/45,761—47,840 | 28 | 224 | 448 Year 24/47,841—49,920 | 29 | 232 | 464 Year 25+/49,921+ | 30 | 240 | 480 (Ord. 127006, § 9, 2024; Ord. 111757, § 3, 1984; Ord. 111621, § 1, 1984; Ord. 110195, § 2, 1981.)

Seattle Mun. Code § 4.34.030 Vacation allowance for department heads

4.34.030 - Vacation allowance for department heads For department heads, the annual vacation allowance will be 30 days in each calendar year. Except as provided below, unused days may not be carried over into subsequent years. With the approval of the Mayor, persons appointed to the positions of Fire Chief and Police Chief who, because of job-related obligations, are unable to use at least 15 days of vacation per year may carry over up to five days per year with no maximum accumulation, and may cash out up to ten days per year at their primary rate of pay in effect on December 31 of the year in which the vacation was awarded. (Ord. 121856, § 1, 2005; Ord. 110195, § 2, 1981.)

Seattle Mun. Code § 4.34.035 Vacation allowance for certain City positions

4.34.035 - Vacation allowance for certain City positions For the Executive Director of the Seattle City Employees Retirement System and for the Court Administrator of the Seattle Municipal Court, the annual vacation allowance will be 30 days in each calendar year. Unused days may not be carried over into subsequent years. (Ord. 125065, § 5, 2016; Ord. 122636, § 4, 2008)

Seattle Mun. Code § 4.34.040 Fire Department employees' vacation allowance

4.34.040 - Fire Department employees' vacation allowance For uniformed Fire Department employees, annual vacation allowances shall be as follows: A. Uniformed Fire Department employees who work an average workweek of 45.7 hours and are working on a 24 hour shift schedule shall accrue vacation allowances as follows: 1 through 6 years' service | 5 shifts | (24-hour shifts) 7 through 14 years' service | 6 shifts | (24-hour shifts) 15 through 19 years' service | 7 shifts | (24-hour shifts) 19 through 20 years' service | 8 shifts | (24-hour shifts) 21 through 24 years' service | 9 shifts | (24-hour shifts) 25 years' service | 10 shifts | (24-hour shifts) 26 or more years' service | 11 shifts | (24-hour shifts) Uniformed Fire Department employees who work an average workweek of 45.7 hours and are working on a schedule of ten hour day shifts and 14 hour night shifts, shall accrue vacation as follows: 1 to 7 years' service | 10 shifts | (12 hours average shift) 7 to 15 years' service | 12 shifts | (12 hours average shift) 15 to 20 years' service | 14 shifts | (12 hours average shift) 20 to 21 years' service | 16 shifts | (12 hours average shift) 21 to 22 years' service | 18 shifts | (12 hours average shift) 22 to 23 years' service | 18 shifts | (12 hours average shift) 23 to 24 years' service | 18 shifts | (12 hours average shift) 24 to 25 years' service | 18 shifts | (12 hours average shift) 25 to 26 years' service | 20 shifts | (12 hours average shift) 26 years and over | 22 shifts | (12 hours average shift) B. Uniformed Fire Department employees who work an average workweek of less than 45.7 hours shall receive vacation allowances based on service in proportion to the equivalent hours of vacation allowance provided herein for uniformed fire personnel who work an average workweek of 45.7 hours. C. Uniformed Fire Department employees may, following one full calendar year of employment, carry over and/or accumulate two shifts of vacation annually, provided, the number of vacation days carried over and/or accumulated shall not exceed the number of annual vacation days for which such employee is currently eligible. D. Increased vacation allowance for uniformed Fire Department employees who have seven or more years of service shall accrue on January 1 of the year in which the service requirement is met. (Ord. 110195, § 2, 1981.)

Seattle Mun. Code § 4.34.055 Use and scheduling of vacations

4.34.055 - Use and scheduling of vacations A. The minimum vacation allowance to be used by an employee shall be no more than 1/2 day or, at the discretion of the appointing authority or his or her designated management representative, such lesser amount as may be deemed appropriate, but no less than 15 minutes. B. The appointing authority shall arrange vacation time for employees on such schedules as shall least interfere with the functions of the employing unit. C. 1. An employee may, with the prior approval of the appointing authority or his or her designated management representative, go on unpaid leave of absence for a period of no more than 12 months, without first using accrued vacation credit or compensatory time off. The appointing authority or his or her designated management representative may deny the use of vacation to an employee who has exhausted his or her sick leave balance and requests further paid leave for medical reasons. 2. However, if an employee has City-provided long-term disability benefits and has accumulated a vacation, compensatory time, or sick leave balance in excess of that necessary to cover the long-term disability plan elimination period, he/she can choose either to receive the long-term disability benefits after the elimination period or to remain on vacation, compensatory time, or sick leave (with approval of the appointing authority or his or her designated management representative) until all such paid leave is exhausted and receive the appropriate long-term disability benefit. D. In the event that the City cancels an employee's already scheduled and approved vacation, leaving no time to reschedule such vacation before the employee's maximum balance will be reached, the appointing authority or his or her designated management representative may allow the employee to exceed the normal maximum vacation balance and to continue to accrue vacation credit above the normal maximum credit balance for three months after such maximum has been reached. No similar exception shall be authorized for such employee until 12 months after the appointing authority's authorization. E. Any employee receiving disability compensation pursuant to Chapter 4.44 may exceed the normal maximum vacation balance until such time as the employee ceases to receive such disability compensation. If the employee returns to regular pay status upon discontinuance or exhaustion of such disability compensation, such employee's vacation balance may exceed the normal maximum vacation balance specified in subsection 4.34.020.B for three months after the date of such employee's return; otherwise, the employee shall be paid in a lump sum for any unused vacation credit balance. F. Upon transfer, the employing unit receiving the employee shall grant any earned vacation due such employee at its expense, subject to the provisions set forth in this Chapter 4.34. G. Employees who are eligible under the Fair Labor Standards Act to take breaks to express breast milk may do so without deduction of pay or paid leave balances, provided that such breaks are necessary to express milk and are of reasonable length and frequency. (Ord. 123703, § 1, 2011; Ord. 118685, § 1, 1997; Ord. 118265, § 1, 1996; Ord. 115797, § 2, 1991; Ord. 111757, § 5, 1984.)

Seattle Mun. Code § 4.34.065 Payment in lieu of use of vacation credit.

4.34.065 - Payment in lieu of use of vacation credit. A. An employee who assumes an elective office in the City, accepts appointment as a head of an employing unit, or transfers from a position in which the employee receives vacation benefits to a position in City employment in which the employee is not entitled to accrue annual vacation credit, shall be paid in a lump sum for any unused vacation credit balance upon leaving or transferring from the employee's regular position. B. Except as provided in subsection 4.34.065.C, an employee who is separated from the payroll shall be paid in a lump sum for all of the employee's accrued vacation credit. C. Any accumulated and unused vacation balance remaining at the end of an assignment in which a temporary worker receives fringe benefits in lieu of premium pay shall be cashed out by the employing unit at the straight-time rate of pay received by the worker on his or her last work day in the assignment; provided, that if the worker is appointed to a regularly budgeted position eligible for vacation accrual and use within one pay period of the last day worked in the assignment, the worker may carry forward unused vacation balance. (Ord. 126010, § 8, 2019; Ord. 121771, § 12, 2005; Ord. 111757, § 6, 1984.)

Seattle Mun. Code § 4.34.075 Donation of vacation leave for natural disaster relief efforts

4.34.075 - Donation of vacation leave for natural disaster relief efforts A. Any employee who earns vacation under Chapter 4.34 and who is otherwise eligible to use vacation may voluntarily authorize the conversion of accumulated and unused vacation balances to cash for transmission by the City to a designated agency for the purposes of funding natural disaster relief. An employee may not convert more than 20 hours of his or her vacation time over the course of a calendar year, and must convert vacation time in one-hour increments. An employee may only convert vacation time for donation of funds to an agency designated under the process and consistent with the criteria provided in subsection 4.34.075.C and for a natural disaster or disasters designated under the process and consistent with the criteria provided in subsection 4.34.075.B. 1. The Seattle Human Resources Director shall provide and the donating employee shall sign a form stating the employee's consent to and approval of conversion of vacation hours. The employee shall state the number of vacation hours to be converted to cash for donation, and shall identify the relief agency that shall receive the funds. 2. The amount of vacation donated by any employee shall be converted to cash at the straight-time base rate of pay in effect for the employee's regular position title, exclusive of premium, shift differential, or longevity payment at the time of donation. 3. The cash resulting from the converted vacation hours shall be transmitted by the Seattle Human Resources Director to the designated agency or agencies specifically for use in the relief efforts related to natural disasters authorized by Section 4.34.075. 4. Participating employees' accumulated and unused vacation balances shall be reduced by the number of hours designated for conversion to cash. The Director of Finance and Administrative Services will adjust the accumulated and unused vacation balances for employees who select to participate in the natural disaster giving opportunities. The Seattle Department of Human Resources working with the Department of Finance and Administrative Services may execute, deliver, and perform program and administrative duties to complete the transfers of cash donations from vacation leaves to relief agencies. B. For the purposes of administering Section 4.34.075, a natural disaster is defined as the effect of a natural hazard (e.g. earthquake, flood, or landslide) on human populations. The Seattle Human Resources Director in consultation with the Director of Emergency Management shall designate which natural disasters qualify for employee donations via vacation conversion under subsection 4.34.075.A, consistent with the following criteria: 1. The natural disaster affects a significant portion of the country or region's population and/or results in significant damage to the affected country or region's infrastructure; and 2. The natural disaster affects a country or region that lacks the ability and/or resources to effectively respond to the disaster; and 3. The natural disaster is of a magnitude that only two to three such disasters occur in a typical year. C. The Seattle Human Resources Director in consultation with the Director of Emergency Management shall designate which agencies qualify for employee donations via vacation conversion under 4.34.075.A, consistent with the following criteria: 1. The agency is internationally recognized as a leader in disaster relief and as an effective responder to natural disasters; and 2. The agency is a non-partisan, non-governmental entity. D. The Seattle Human Resources Director shall provide a report each year by December 31 to the Chair of the Finance and Budget Committee listing the relief agencies and natural disasters that qualified and received donations under subsection 4.34.075.A, as well as the number of hours converted and total dollars donated for natural disaster relief. (Ord. 124567, § 66, 2014 [department head name change and other cleanup]; Ord. 123788, § 1, 2011.)

Seattle Mun. Code § 4.34.100 Accrual rate—Temporary employees acquiring permanent status

4.34.100 - Accrual rate—Temporary employees acquiring permanent status A. Settlement agreement. This Section 4.34.100 implements the Settlement Agreement dated June 5, 1989, in the case of Scannell v. The City of Seattle, King County Superior Court Cause No. 844600, and should be interpreted and applied accordingly. B. Transition from temporary to permanent status. For temporary employees who acquire permanent employee status the vacation accrual rate will be determined as follows: 1. Those becoming permanent employees before January 1, 1982. The vacation accrual rate for former temporary employees who became permanent employees before January 1, 1982, is based on calendar years of service until January 1, 1982 (effective date of 1982 amended vacation ordinance). Temporary employees who became permanent employees retained their vacation accrual rate earned in temporary service and continued to earn credit toward higher vacation accrual rates based on years of service until January 1, 1982. After January 1, 1982, they are entitled to receive subsequent increases in accrual rates based on cumulative hours worked from date of hire, as provided in Chapter 4.34. 2. Those becoming permanent January 1, 1982 and August 1, 1984. The vacation accrual rate for former temporary employees who became permanent employees between January 1, 1982, and August 1, 1984 (the effective date of the 1984 amended vacation ordinance), is based on calendar years of service until the date they became permanent. After the date they became permanent, they retained their accrual rates earned in temporary service and are entitled to receive subsequent increases in accrual rates based on cumulative hours worked from date of hire, as provided in Chapter 4.34. 3. Those becoming permanent on or after August 1, 1984. Temporary employees who did not become permanent employees before August 1, 1984 accrued credit toward higher vacation accrual rates based on calendar years of service until August 1, 1984. On August 1, 1984, and thereafter, temporary employees and former temporary employees who became permanent employees after August 1, 1984, retain their vacation accrual rates earned in temporary service. After August 1, 1984, they are entitled to receive subsequent increases in accrual rates based on cumulative hours worked from date of hire, as provided in Chapter 4.34. C. Accrual rate. Employees within subsection 4.34.100.B retain any accrual rate attained based on calendar years of service and there will be no reduction in their accrual rate as a result of this transition from calculating vacation accrual based on calendar years to accrual based on cumulative hours worked. Cumulative hours worked for accrual purposes will be based on total hours from last hire date, times a multiplier of 1.135 to account for paid leave that the employee did not receive and paid leave for which premium pay may be substituted. D. Transitional adjustment. Temporary employees and permanent employees who were formerly temporaries whose vacation premium pay or vacation credits were calculated without including the employees' previous temporary service, or were not increased in accordance with the vacation accrual rates specified herein, shall receive additional vacation pay or vacation credits based on the accrual rates set forth in subsection 4.34.100.B. The City shall receive credit for the actual amount of vacation premium pay or vacation previously received by the employee. E. Break in service. The accrual rate increases in this Section 4.34.100 are based on employment with the City without a voluntary break in service. For vacation accrual purposes, "voluntary break in service" must be greater than 30 days and is defined as a quit, resignation, service retirement, separation of temporary employee as shown in the employee's record, or failure to return from unpaid leave of absence. If an employee has not worked for at least one calendar year, a voluntary break in service is presumed. (Ord. 124567, § 67, 2014; Ord. 117301, § 3, 1994.)

Source: City of Seattle, Seattle Municipal Code and City Charter (Municode Library, library.municode.com)URL: https://library.municode.com/wa/seattle/codes/municipal_code?nodeId=TIT4PE_CH4.34VAFetched: 11/1/2026