Part 2 — Workweek and Overtime

Daylight Savings Time. Employees scheduled to work a shift in which Daylight Savings Time either takes effect or reverts to Standard Time, shall be paid for hours worked. Employees scheduled to work a shift when Daylight Savings Time is in effect, shall have the option to use one hour of vacation or CTO time. Employees scheduled to work a shift when Daylight Savings Time reverts shall be compensated for hours worked.

(Prior code § 14.200; Ord. 5006-B, 1999; Ord. 5029-B, 2000; Ord. 5058-B, 2000; Ord. 5478-B, 2007; Ord. 5531-B, 2008; Ord. 5572-B § 2, 2009)

• A. PPEO, DSA, PPOA, and DDAA Represented Employees. Except as may otherwise be provided, an employee who occupies a full-time, permanent position shall work 40 hours in each workweek.

• B. PPEO General Unit Employees Subject to FLSA 7J Exemption. Employees subject to the FLSA 7J exemption shall be on an eight-hour day, 80-hour work period for purposes of overtime.

• C. PPEO General Unit Employees Subject to FLSA 7K Exemption. Employees subject to the FLSA 7K exemption shall work on a 28-day work period for purposes of overtime.

• D. PPEO. Employees subject to the provisions of 207(k) of the Fair Labor Standards Act (FLSA) shall work a regularly recurring 14-day work period, consistent with the county's pay period schedule. Time worked in excess of 80 hours during the work period shall be compensated at time and one-half of the regular rate of pay or compensatory time earned at time and one-half of the regular rate of pay, pursuant to the PPEO MOU. Within such work period are work schedules and shift assignments, as determined by the sheriff's office and district attorney's office.

• E. Deputy Sheriffs' Association. Employees subject to the provisions of 207(k) of the Fair Labor Standards Act (FLSA) shall work a regularly recurring 14-day work period, consistent with the county's pay period schedule. Time worked in excess of an employee's regularly scheduled shift or in excess of 80 hours during the work period shall be compensated at time and one-half of the regular rate of pay or compensatory time earned at time and one-half of the regular rate of pay, pursuant to the PPEO MOU. Within such work period are work schedules and shift assignments, as determined by the sheriff's office and district attorney's office.

• F. Deputy Sheriffs Unit Employees Subject to FLSA 7K Exemption. Employees subject to the FLSA 7K exemption shall work on a 28-day work period for purposes of overtime when working voluntary shifts. Mandatory overtime in excess of the 40 hour workweek shall be compensated at time and one-half.

Sworn personnel assigned to the corrections division may be assigned rotating workweeks of 36 hours and 44 hours. This would be accomplished by working three 12-hour days with four days off, followed by three 12-hour days and one eight-hour day with three days off, which would result in 160 hours of scheduled work in a 28-day cycle.

Officers assigned to this shift shall not be entitled to overtime for the hours worked in excess of 40 per week which are used to complete the work cycle.

For purposes of implementing the "3-12" shift, personnel shall only be assigned to the permanent 12-hour shift at the start of a pay period and transferred off the "3-12" at the close of a pay period.

• G. Each employee shall be entitled to take one 15-minute rest period for each four hours of work performed by such employee in a work day (i.e., two 15-minute breaks for work days that consist of eight-, nine- or 10-hour shifts, and three 15-minute breaks for employees on 12-hour shifts). If not taken, such rest period is waived by such employee.

• H. PPEO Represented, PPOA Represented and Confidential Employees—Extended Work Assignments. Except for a declared emergency, an employee who has worked 16 consecutive hours must be allowed a minimum of eight hours off before being required to return to work. An employee shall suffer no loss of pay nor shall there be a deduction from the employee's leave balances if this eight-hour period overlaps with the employee's normal shift.

(Prior code § 14.201; Ord. 5478-B, 2007; Ord. 5531-B, 2008; Ord. 5683-B § 3, 2012; Ord. 5991-B § 1, 2019; Ord. 6104-B § 1, 2021; Ord. 6246-B, 1/23/2024; Ord. 6303-B, 3/18/2025; Ord. 6334-B, 8/5/2025)

• A. It is the general policy of the county to avoid the necessity for overtime work whenever possible. Overtime shall be held to a minimum consistent with efficient operation, and shall only be used to cover emergencies or where working employees overtime is more economical than adding regular or extra help employees. Extra help shall be used to cover seasonal peak work loads, emergency work loads of limited duration, necessary vacation relief, paid sick leave, and situations involving a fluctuating staff.

• B. PPEO Represented, PPOA Represented, and Deputy Sheriffs Unit Employees. An appointing authority shall have the right, subject to the provisions of Sections 3.04.200, 3.04.230 and 3.04.240(A), to require that an employee work overtime.

A change in an employee's work schedule shall be deemed overtime unless the appointing authority shall provide the employee concerned with at least seven calendar days' advance written notice of the change in work schedule.

1. For PPEO and PPOA represented employees, the appointing authority shall have the ability to change an employee's work schedule for jury duty without giving that employee seven calendar days' advance written notice.

• A change in an employee's work schedule shall be in effect for not less than 14 calendar days unless the employee, in writing, consents to a lesser period. Failure to give such notice shall entitle the employee to overtime pay during the hours worked over and above the hours which were included in the employee's work schedule (for example: a change from eight a.m. to five p.m. to one p.m. to nine p.m. without seven days' advance notice shall entitle the employee to overtime during the period from five p.m. to nine p.m.).

(Prior code § 14.204; Ord. 5478-B (Attach. A), 2007; Ord. 5740-B § 1, 2014; Ord. 6303-B, 3/ 18/2025)

Subject to the provisions of Section 3.04.230, no unclassified employee, or elected official, shall be allowed overtime compensation in the form of pay or equivalent time off. (Prior code § 14.208; Ord. 5478-B (Attach. A), 2007)

• A. Management, Safety Management, DDAA, and LEMA Represented. Employees shall not be allowed overtime compensation in the form of pay at a time and one-half rate. Nothing herein shall be deemed to preclude adjustment of working hours at a straight time rate for such persons called on to work in excess of normal working hours.

• B. Confidential Employees. Employees designated as confidential shall be entitled to overtime compensation in the form of pay or CTO at a time and one-half rate.

(Prior code § 14.209; Ord. 5058-B (Attach. 25), 2000; Ord. 5478-B (Attach. A), 2007; Ord. 5683-B § 5, 2012; Ord. 6246-B, 1/23/2024)

• A. When overtime necessary to provide essential county service has been authorized by the department head, each employee working overtime shall submit to their department head a written statement within one working day, stating:

  1. Their name;

  2. The date and hours overtime worked; and

  3. The nature of the service performed during such overtime.

• B. Deputy Sheriffs Unit. Overtime shall be compensated for in pay or compensatory time off at one and one-half time such employee's regular rate.

  1. Required Overtime. Overtime required to be worked by the appointing authority or his or her authorized representative shall be compensated for at one and one-half time such employee's regular rate. The hours shall be compensated for in pay or compensatory time off at the discretion of the appointing authority.

  2. Compensatory Time Cash Out. Compensatory time earned (CTE) and not used by the last day of the pay period that results in the last paycheck of the calendar year shall be carried forward into the next calendar year up to a maximum of 80 hours. All CTE accumulated within the county's calendar year in excess of 80 hours must be taken as time off or cashed out within the calendar year that it is earned or it shall be paid in cash on the last pay date of the calendar year (which is the same as the IRS tax year). CTE carry-over (up to the 80 hour maximum) will be transferred to a restricted CTE account. Bargaining unit members will be allowed to use the hours in the restricted CTE account as time off only. The restricted CTE account may never have a balance greater than 80 hours.

• C. PPEO Represented, PPOA Represented, and Confidential Employees. Overtime earned shall be paid at one and one-half times the employee's regular rate of pay or, in lieu of overtime pay can be received as compensatory time earned (CTE) at one and one-half times the number of overtime hours worked.

1. The appointing authority or designee shall approve overtime prior to the time worked. CTE balances will comply with FLSA legal limits.

2. Subject to the provisions of this subsection, overtime earned may be paid in cash or taken in the form of compensatory time off at the option of the employee. CTE may be taken at any time as compensatory time off (CTO) with the prior approval of the appointing authority or designee; however, if the requested time off is denied, the employee may request payment in cash in lieu of CTO at the employee's current rate of pay.

3. Employees shall submit requests to use CTE as time off within a reasonable time period prior to the requested date(s). In keeping with FLSA requirements, approval of this request may be permitted unless the supervisor determines that use of CTE would unduly disrupt the operations of the department.

4. Compensatory time earned and not used by the last day of the pay period that results in the last paycheck of the calendar year shall be carried forward into the next calendar year up to a maximum of 80 hours. All CTE accumulated within the county's calendar year in excess of 80 hours must be taken as time off or cashed out within the calendar year that it is earned or it shall be paid in cash on the last pay date of the calendar year (which is the same as the IRS tax year). CTE carry-over (up to the 80 hour maximum) will be transferred to a restricted CTE account. Bargaining unit members will be allowed to use the hours in the restricted CTE account as time off only. The restricted CTE account may never have a balance greater than 80 hours.

5. While on a leave of absence, employees will be required to use all CTE balances prior to going into an unpaid status. If integrating with State Disability Insurance (SDI), Paid Family Leave (PFL) or Workers' Compensation benefits, unpaid hours will be authorized for only the amount of time required for integration purposes.

(Prior code § 14.210; Ord. 5058-B (Attach. 13), 2000; Ord. 5421-B, 2006; Ord. 5442-B, 2007; Ord. 5443-B, 2007; Ord. 5478-B (Attach. A), 2007; Ord. 5531-B, 2008; Ord. 5572-B § 3, 2009; Ord. 5658-B § 1, 2011; Ord. 5660-B § 1, 2011; Ord. 5561-B § 1, 2011; Ord. 5700-B § 6, 2013; Ord. 5740-B § 2, 2014; Ord. 5991-B § 1, 2019; Ord. 6159-B § 1, 2022; Ord. 6303-B, 3/18/ 2025)

• A. PPEO Represented Employees.

  1. Effective August 9, 2025, correctional officers and correctional sergeants assigned to work in the Placer County jails shall receive 0.3 hours (18 minutes) paid at one and one-half times the employee’s regular rate of pay for required donning, doffing, and briefing at the county facility. This provision shall apply to all regular shifts worked in the jail, including “short day” shifts.

  2. Shift briefings include updates on operational priorities, safety concerns, and other critical information necessary for staff to perform their duties. Shift briefing time also includes walking to the assigned post and receiving the pass down of information from the off-going employee being relieved. Shift briefing schedules and times are determined by and at the discretion of the sheriff. Employees are expected to report for briefing at the designated time unless excused, reassigned, or already working (e.g., short day, held over/in early).

Pay under this section does not apply to shifts designated for Standards and Training for Corrections (STC) training days, or to administrative or modified duty assignments where neither safety gear nor briefings are required.

(Ord. 6334-B, 8/5/2025)

• A. It shall be the duty of each department head to arrange the work of the department so that employees normally shall work no more than 40 hours in any workweek or, in the case of employees on a 9/80 program, 80 hours in each two-week pay period.

• B. Each department head shall draw up a schedule of days off for all full-time employees under his or her jurisdiction and it shall be posted in a conspicuous place and also filed with the county executive.

• C. Each department head shall make a reasonable effort to distribute overtime work equally among all employees capable of performing the work.

• (Prior code § 14.212; Ord. 5478-B (Attach. A), 2007)

Disallowance by the county executive of any overtime request may be appealed by filing a written notice of appeal with the clerk of the board within five working days of notice of such disallowance.

(Prior code § 14.214; Ord. 5478-B (Attach. A), 2007)

The department head shall not authorize overtime for any employee subsequent to the time that his or her resignation is accepted or subsequent to the time that cause for dismissal under civil service Part 12 of Article 3.08 arose. Any employee leaving county service shall be entitled to compensation for accumulated overtime in accordance with these rules. (Prior code § 14.216; Ord. 5478-B (Attach. A), 2007)

• A. PPEO Represented, PPOA Represented, and Confidential Employees.

  1. When an employee is called back to work after they have completed an assigned shift, the employee shall receive a minimum of two hours of call-back pay at one and onehalf times the employee's hourly rate. Time worked for which the employee is entitled compensation shall include reasonable travel to the worksite.

  2. Call-back pay shall not apply to situations where the employee has been retained on duty by the employee's supervisor beyond the end of the employee's shift.

  3. Call-back pay at the minimum rate of one hour at one and one-half times the employee's hourly rate shall apply to those situations where an employee performs authorized work on behalf of the county without being required to physically return to work.

  4. Multiple calls to the employee within a 60 minute period beginning with the first call, in the same hour, shall be paid as a single call-back pay period.

• B. DSA and PPEO Represented Employees—Court Appearances.

  1. When an employee is required to appear in court in connection with their job duties on their regular day off, such employee shall be entitled to overtime. The minimum overtime to which such employee is entitled shall be four hours at time and one-half.

  2. When an employee is scheduled for a court appearance on their day off and the court appearance is cancelled after six p.m. the day prior to the scheduled appearance, they shall receive two hours' pay at their overtime rate.

(Prior code § 14.218; Ord. 5442-B, 2007; Ord. 5443-B, 2007; Ord. 5478-B, 2007; Ord. 5531-B, 2008; Ord. 5740-B § 3, 2014; Ord. 6068-B § 1, 2021; Ord. 6104-B § 1, 2021; Ord. 6303-B, 3/ 18/2025; Ord. 6334-B, 8/5/2025)

• A. Stand-by duty requires the employee so assigned:

  1. To be ready to respond to calls for service;

  2. To be reachable by telephone or radio; and

  3. To refrain from activities which might impair their ability to perform their assigned duties.

• B. Stand-by duty may only be assigned by a department head, or designated representative.

• C. For confidential employees, stand-by duty shall be compensated at a flat rate of $33 for weekdays and $38 for weekends and holidays, for eight hours (one normal shift) of standby duty, or any portion thereof, and shall be paid in the pay period it is earned.

Weekdays are defined as Monday 12:01 a.m. through Friday midnight. Holidays are defined as the county declared holiday from 12:01 a.m. to midnight.

• D. For employees represented by Placer County Deputy Sheriff’s Association (DSA), Placer Public Employees Organization (PPEO), Placer County Deputy District Attorneys' Association (DDAA), and Placer County Probation Peace Officers Association (PPOA), stand-by duty shall be compensated as set forth in the Memorandum of Understanding between the county and the respective bargaining units.

• E. Stand-by duty and stand-by compensation shall not be deemed overtime compensation for purposes of Section 3.04.230.

(Prior code § 14.220; Ord. 5309-B, 2004; Ord. 5478-B (Attach. A), 2007; Ord. 5683-B § 6, 2012; Ord. 5700-B § 7, 2013; Ord. 5740-B § 4, 2014; Ord. 5747-B § 1, 2014; Ord. 5749-B § 1, 2014; Ord. 5835-B § 2, 2016; Ord. 5879-B § 1, 2017; Ord. 6096-B § 1, 2021; Ord. 6104-B § 1, 2021; Ord. 6246-B, 1/23/2024; Ord. 6303-B, 3/18/2025; Ord. 6334-B, 8/5/2025)

PPEO Represented. Placer County Transit (PCT) and Tahoe Area Regional Transit (TART) Bus Drivers assigned to work a split shift will be paid a split shift stand-by pay for each split shift worked:

• A. A split shift is a work schedule that is interrupted by non-paid and non-working time periods established by the department head or designated representative. The time period between shifts needs to be longer than a bona fide meal period and needs to be within the same workday.

• B. Split shift stand-by duty requires the employee so assigned:

  1. To be ready to respond to calls for service; and

  2. To be reachable by telephone or radio; and

  3. To refrain from activities which might impair their ability to perform the assigned duties.

• C. Split shift stand-by duty may only be assigned by a department head or designated representative.

• D. Stand-by duty shall be compensated at a flat rate of $35 per split shift worked.

• E. Stand-by duty and stand-by compensation shall not be deemed overtime compensation.

• F. Split shifts are limited to Bus Driver I/II/Senior in PCT and TART only. (Ord. 6159-B § 1, 2022; Ord. 6161-B § 1, 2022)

PPEO and PPOA represented employees. Any employee required to work consecutive full-time shifts in addition to a regular shift, separated by less than eight hours of time off, shall be compensated at overtime rates for each consecutive additional shift worked. (Prior code § 14.221; Ord. 5478-B (Attach. A), 2007; Ord. 5683-B § 7, 2012; Ord. 6303-B, 3/ 18/2025)

It shall be the duty of the county to establish and administer a centralized compensatory time off record-keeping system, and to prepare and distribute appropriate forms for the reporting thereof. (Prior code § 14.222; Ord. 5478-B (Attach. A), 2007; Ord. 5658-B § 2, 2011)

If a county employee travels on official county business, and if the travel time is to be charged to the county as part of the employee's regular workweek, such employees shall use the least expensive and least time-consuming mode of transportation. If the employee wishes to use a more time- consuming method, e.g., use of a private vehicle rather than air travel when available, then for the amount of travel time used in excess of the least time-consuming method, such employee shall use vacation time or compensatory time off or shall be considered to be using his or her own time.

PPEO, PPOA, and Confidential Employees. Travel time in excess of that traveled to the employee's customary work site shall be compensable where the employee is required to work, attend training, or travel to a location different than the employee's customary work location whether or not the hours are traveled within the employee's customary work hours. The above notwithstanding, travel time occurring on an overnight trip outside the employee's normal work hours (including outside those hours on Saturday and Sunday) may, in the discretion of the appointing authority, not be compensable if the employee is a passenger rather than a driver of a vehicle, airplane, boat, etc., and compensating the employee for said hours would entitle the employee to overtime. In implementing this policy, it is expected that managers will make every effort to utilize flextime in order to avoid placing the employee in an overtime situation. Nothing contained herein shall limit the entitlement to overtime pay for an employee if any federal or state law, including the Fair Labor Standards Act, requires such pay.

(Prior code § 14.225; Ord. 5442-B, 2007; Ord. 5443-B, 2007; Ord. 5478-B (Attach. A), 2007; Ord. 5531-B, 2008; Ord. 6303-B, 3/18/2025)

PPEO, PPOA, DDAA, Management, Confidential and Unclassified Nonmanagement Employees. Where the weather conditions are of such severity that an employee is not able to reach a work assignment location, or an employee requests to leave a work assignment location early to be able to return home, such absence shall be charged, at the option of the employee, either to vacation time, compensatory time off (if applicable), or other appropriate paid leave, or, where the employer and employee agree, such work may be made up no later than the end of the work week in which the absence occurred. An employee who does not have available paid leave will be on unpaid leave status.

(Prior code § 14.230; Ord. 5478-B (Attach. A), 2007; Ord. 5683-B § 8, 2012; Ord. 6246-B, 1/ 23/2024; Ord. 6303-B, 3/18/2025)

Part 3 Sick Leave

"Sick leave" is defined to mean absence from duty by any employee:

• A. Because of their own illness or medical or dental examinations, or injury or exposure to contagious diseases which incapacitates such employee from performing their duties; or

• B. For attendance upon a spouse/domestic partner, child, sibling, parent, grandparent, spouse/ domestic partner's parent, or grandchild, because of illness, injury, death, or exposure to contagious disease and where attendance is definitely required.

• (Prior code § 14.300; Ord. 5442-B, 2007; Ord. 5443-B, 2007; Ord. 5478-B (Attach. A), 2007; Ord. 5531-B, 2008; Ord. 5572-B § 4, 2009; Ord. 6195-B § 1, 2023)

• A. Each full-time county employee shall be entitled to sick leave with pay which shall accrue on the basis of .0462 hours for each paid regularly scheduled working hour of full-time employment. Part-time permanent employees shall be entitled to sick leave with pay which shall accrue in the same proportion to one day for each full month's continuous service that their work time bears to the normal workday for a full-time employee. These provisions for permanent part-time employees shall not be applicable to permanent part-time employees not having definite hours of employment.

• B. Unused sick leave with pay may be accumulated from year to year. PPEO, DDAA, PPOA, and Unclassified Nonmanagement Employees. Effective pay period 8, September 22, 2012, employees shall not accrue more than 750 hours of sick leave. Employees who have a sick leave balance in excess of 750 hours shall not have sick leave hours accrue until such time as that sick leave balance falls below 750 hours.

  1. Beginning 8/19/17 the sick leave accrual cap will be 850 hours.

  2. Beginning pay period 1 2018/19 (6/9/18—6/22/18), the sick leave accrual cap will be 1,000 hours.

• C. Probationary Employees. All permanent full-time and part-time employees shall be allowed to use accrued sick leave as earned whether or not on probationary status.

• D. Management, Safety Management, PCLEMA, Unclassified Nonmanagement, and Confidential Employees. The appointing authority, upon approval of the county executive officer, may offer a beginning balance of sick leave upon hire to an eligible candidate.

• E. DDAA Employees. The appointing authority, upon approval of the county executive officer, may offer a beginning balance of sick leave upon hire to an eligible candidate, up to a maximum of 80 hours. Consideration shall be given to the labor market conditions, recruiting needs, education and experience of the eligible proposed as compared to the minimum qualifications for the class.

(Prior code § 14.310; Ord. 5371-B, 2005; Ord. 5478-B (Attach. A), 2007; Ord. 5608-B § 1, 2010; Ord. 5683-B § 9, 2012; Ord. 5883-B § 1, 2017; Ord. 6161-B § 1, 2022; Ord. 6246-B, 1/ 23/2024; Ord. 6303-B, 3/18/2025)

Employees regardless of length of employment are eligible for Bereavement and Reproductive Loss Leave as provided below.

• A. Bereavement Leave.

  1. Effective January 1, 2023, employees may take up to five days of bereavement leave upon the death of a spouse/domestic partner, child, sibling, parent, parent-in-law, grandparent, or grandchild.

  2. The bereavement leave days do not need to be taken consecutively and must be completed within three months of the date of death.

  3. An employee granted bereavement leave shall be required to utilize all leave balances for the duration of the leave or until their leave balances have been exhausted. Once such leave balances have been exhausted, the employee will be placed on approved unpaid bereavement leave for the remainder of the five day bereavement leave.

  4. If requested, within 30 days of the first day of the leave, the employee shall provide documentation of the death of the family member, such as a death certificate, published obituary, written verification of death, burial, or memorial from a mortuary, funeral home, burial society, crematorium, religious institution, or governmental agency.

  5. Any requests for bereavement leave or information provided by the employee shall be maintained as confidential and only disclosed as necessary or required by law.

• B.

• Reproductive Loss Leave.

1. Effective January 1, 2024, employees may take up to five days of reproductive loss leave following a reproductive loss event that would have resulted in the employee being a parent, including a failed surrogacy or adoption, miscarriage, stillbirth, or unsuccessful assisted reproduction.

2. The reproductive loss leave days do not need to be taken consecutively and must be completed within three months of the reproductive loss event. If the employee is on leave at the time of the reproductive loss event or utilizes a state or federal leave entitlement immediately following a reproductive loss event, they shall complete their reproductive loss leave within three months of the end date of the other leave.

3. An employee granted reproductive loss leave shall be required to utilize all leave balances for the duration of the leave or until their leave balances have been exhausted. Once such leave balances have been exhausted, the employee will be placed on approved unpaid reproductive loss leave for the remainder of the five day reproductive loss leave.

4. If an employee experiences more than one reproductive loss in a 12-month period, they may take up to five days of reproductive loss leave for each reproductive loss event up to a maximum of 20 days in a 12-month period.

5. An employee is not required to provide documentation of a reproductive loss event to be eligible for reproductive loss leave.

6. Any requests for reproductive loss leave or information provided by the employee shall be maintained as confidential and only disclosed as necessary or as required by law.

(Prior code § 14.320; Ord. 5442-B, 2007; Ord. 5443-B, 2007; Ord. 5478-B (Attach. A), 2007; Ord. 5531-B, 2008; Ord. 5627-B § 1, 2010; Ord. 5683-B § 10, 2012; Ord. 5700-B § 8, 2013; Ord. 6195-B § 1, 2023; Ord. 6249-B, 2/27/2024)

• A. Pregnancy, in and of itself, shall not be grounds for granting sick leave with pay. Illness accompanying pregnancy, but not a normal condition thereof, and supported by a physician's certificate, shall be considered grounds for sick leave with pay.

• B. The provisions of Section 3.04.350 et seq., notwithstanding, if an employee receives workers' compensation benefits representing payment for wages, such employee shall only be entitled to utilize accumulated sick leave to the extent that sick leave compensation there under represents the difference between such workers' compensation benefits and such employee's normal wage.

(Prior code § 14.321; Ord. 5478-B (Attach. A), 2007; Ord. 6195-B § 1, 2023)

• A. For those employees who are on a medical leave of absence in a paid status and covered by the Family Medical Leave Act/California Family Rights Act (FMLA/CFRA), Section 3.04.540, the county will pay its normal contribution for all insurance programs for the FMLA/CFRA period. The employee will be responsible for their share of the insurance premiums.

• B. For those employees who are on a medical leave of absence in an unpaid status and covered by FMLA/CFRA, Section 3.04.540, the county will pay its normal contribution for health, dental and vision insurance for the FMLA/CFRA period. The employee will be responsible for their share of health, dental and vision premiums. The employee will be responsible for any premium payments (both county and employee share) associated with any other insurance programs in which they are enrolled. If the employee fails to return to work from medical leave, the employee will reimburse the county for premiums paid on the employee's behalf.

• C. If the medical leave of absence under the FMLA/CFRA, Section 3.04.540, extends beyond the FMLA/CFRA period, the county will continue to pay its normal contribution for group insurance premiums while the employee is in a paid status and the employee will be responsible for their share of insurance premiums. Health insurance premiums will continue to be paid by the employer during the first three months of leave after leave balances are exhausted. Three months following the exhaustion of all paid leave balances or FMLA/CFRA leave (whichever is later) the employee will be responsible for both the county share and the employee share of all the group insurance premiums for the remainder of the approved leave. This includes payment for health, dental, vision, life, accidental death insurance or other county insurance programs.

• D. For those employees on a medical leave and not eligible for the FMLA/CFRA leave under Section 3.04.540, the county will pay its normal contribution for group insurance premiums while the employee is in a paid status. Once the employee exhausts all leave balances, the employee will be responsible for the entire group medical premiums (county share and employee share).

• E. Management and Confidential Employees. Provisions related to county paid health insurance premiums as outlined in subsections C and D above may be extended, at the recommendation of the appointing authority and approval of the county executive officer, in increments up to a total of an additional nine months.

(Prior code § 14.325; Ord. 5058-B (Attach. 14), 2000; Ord. 5478-B (Attach. A), 2007; Ord. 5572-B § 5, 2009; Ord. 5683-B § 11, 2012; Ord. 5700-B § 9, 2013; Ord. 5740-B § 5, 2014; Ord. 5879-B § 2, 2017; Ord. 6068-B § 1, 2021; Ord. 6246-B, 1/23/2024)

• A. It shall not be allowed, or taken, until earned.

• B. It may only be granted upon the approval of the appointing authority.

• C. In the event an employee is on authorized sick leave and a county holiday falls on any regularly scheduled workday of an employee working a 9/80 pay period involving more than an eight hour workday, an additional one hour sick leave shall be charged against such employee's accrued sick leave time. In the case of a 4/10 work week schedule, an additional two hours' sick leave shall be charged against such employee's accrued sick leave time. For PPEO, PPOA, DSA, confidential and non-FSLA exempt management employees, the appropriate number of hours shall be charged against an employee's sick leave balance for any other workday alternative; for example, an additional four hours' sick leave shall be charged for full-time employees on 12 hour shifts.

(Prior code § 14.330; Ord. 5478-B (Attach. A), 2007; Ord. 5531-B, 2008; Ord. 5572-B § 6, 2009; Ord. 5683-B § 13, 2012; Ord. 5700-B § 11, 2013; Ord. 6303-B, 3/18/2025)

• A. For absences of four to nine days, the department head may require satisfactory evidence of the employee's or family member's incapacity for such period and may, in the sound exercise of their discretion, require a certificate of a physician attesting to the employee's or family member's incapacity.

• B. For absences of 10 days or more, the director of human resources shall require a certificate of a physician attesting to the employee's or family member's incapacity for such period.

• C. In cases of suspected sick leave misuse, the appointing authority or designate shall advise and counsel the employee as to the nature of the suspected misuse. The employee shall be notified that a physician's certificate substantiating illness or injury may be required should the alleged misuse continue. Failure to submit or substantiate support of illness or injury may result in sick leave being denied.

• D. For DSA represented employees, evidence of illness shall include patient's prognosis, employee dates of absence, expected date of return to work, restrictions if any, and/or successive periods of absence if applicable.

(Prior code § 14.340; Ord. 5478-B (Attach. A), 2007; Ord. 5572-B § 7, 2009; Ord. 5700-B § 12, 2013; Ord. 5991-B § 1, 2019; Ord. 6068-B § 1, 2021)

• A. Employees leaving the county service in good standing with more than one year of continuous service may, upon request, be paid the monetary value of the earned sick leave, subject to the following provisions.

• B. "Good standing," as used in this section, means employees who gave the required minimum two weeks notice and who have not been discharged for cause under Part 12 of Article 3.08. It shall also mean employees who have been laid off.

• C. PPEO General and Professional Units, DSA, DDAA, PPOA, Management, Confidential and Unclassified (Nonmanagement) Employees. No pay shall be given for the first 24 days of sick leave in the employee's account; the remaining time shall be paid for at a rate of 50% of the hourly pay rate of such employee at the time of their termination. No employee shall receive more than $2,000 for such unused sick leave. Part-time employees shall receive pay for the days of sick leave that is represented by the proportion of their scheduled hours to a 40 hour position. For example, a half-time employee would receive no pay for the first 12 days of sick leave in the employee's account.

• D. PPEO General and Professional Units, DDAA, PPOA, Classified Management and Confidential Employees. Upon return from lay-off, an employee shall have the right to "buy back" the total hours of accrued sick leave by reimbursing the county in full for the proceeds received by the employee at the time of layoff. In addition, all hours lost under any subsection of this section shall be restored at the time of reemployment. In any event, an employee laid off with 24 days or less of accumulated sick leave shall be credited with those hours upon reemployment within two years.

• E. The benefits granted hereunder shall not become a vested right of any employee, but rather are subject to amendment in the same manner as all other provisions relating to compensation.

• F. The provisions of this section shall apply to all accrued sick leave whether earned before or after February 8, 1969.

• G. Employees receiving compensation under this section shall not be eligible for reinstatement within 30 days after effective date of termination.

• H. Notwithstanding any other provisions of this section, if an employee dies prior to discharge for cause and prior to layoff, 100% of the employee's accrued sick leave shall be payable to that person(s) who was dependent upon the deceased employee at the time of the illness or injury resulting in the employee's death.

• I. PPEO General and Professional Units, DDAA, Unclassified (Nonmanagement) Employees.

  1. Effective July 2, 2011 any employee in the PPEO General and Professional Units, DDAA, or Unclassified (Nonmanagement) group retiring from county service and eligible to receive California Employees' Retirement System (CalPERS) miscellaneous plan benefits at the time of such retirement shall receive the following:

• a. One month of paid CalPERS group health insurance premium reimbursement for each day (eight hours) of the employee's unused accrued sick leave up to a maximum of 1,500 hours. If the retiree's base hourly rate times eight exceeds the retiree's share of the cost of one month of retiree's health insurance premium, then the actual dollar value of the retiree's hourly rate will be applied to the premium reimbursement. This benefit does not apply to any other county sponsored plans, such as, but not limited to, the life, vision, or dental programs. The base hourly rate is defined as the hourly rate from the salary schedule plus longevity if applicable; and

  • b. Unused accrued sick leave in excess of 1,500 hours will be applied to CalPERS service credit only pursuant to Government Code Section 20965.

  2. Effective plan year January 2023, all employees (including current retirees) in the PPEO General and Professional Units, DDAA, or Unclassified (Nonmanagement) group retiring from county service and eligible to receive California Employees' Retirement System (CalPERS) Miscellaneous Plan benefits at the time of such retirement shall receive the following:

     • a. Reimbursement for monthly group health insurance premiums utilizing the dollar value of the employee's sick leave balance, up to a maximum of 1,500 hours, at the time of retirement. The value of the employee's sick leave is the hourly rate on the salary schedule at time of retirement, plus longevity if applicable, multiplied by their remaining sick leave balance. The monthly premium reimbursement will be deducted from the employee's retiree sick leave account until depleted. This benefit does not apply to any other county sponsored plans, such as, but not limited to, the life, vision, or dental programs.

     • b. Unused accrued sick leave in excess of 1,500 hours will be applied to CalPERS service credit only pursuant to Government Code Section 20965.

• J. Management (classified and unclassified) and confidential employees, excluding elected officials, LEMA represented, and safety management employees, retiring from county service and receiving CalPERS miscellaneous plan benefits at the time of retirement, will receive an amount placed in the retirement health savings plan trust for the employee equal to the value of the employee's unused sick leave accrual at retirement for the purposes of reimbursement of premiums and expenses incurred for health care expenditures as allowable under the Internal Revenue Code Section 213. The value of the sick leave accrual will be determined by the number of unused sick leave hours available paid at the employee's base hourly rate on the salary schedule at the time of retirement, plus confidential pay and/or longevity pay if applicable.

  1. Employees who retired on or after July 2, 2011, prior to the effective date of the retirement health savings plan trust, and who are eligible to receive reimbursement under the retirees paid health program will have the remaining account balance transferred to the retiree health savings plan trust.

  2. Employees who retired on or before July 1, 2011, will receive reimbursement for the CalPERS retiree group health insurance premium based upon the value of the unused sick leave hours available paid at the employee's base hourly rate on the salary schedule at the time of retirement, plus confidential pay and/or longevity pay if applicable. This benefit does not apply to any other county sponsored plans such as, but not limited to, the life, vision, or dental programs.

• K. Effective July 2, 2011, for elected officials, excluding elected safety, retiring from county service and eligible to receive California Employees' Retirement System (CalPERS)

miscellaneous plan benefits at the time of retirement shall receive:

1. One month of paid CalPERS group health insurance for each two months of elected service. This benefit does not apply to any other county sponsored plans, such as, but not limited to, the life, vision, or dental programs; and if applicable

2. Any employee elected or appointed to an elective office, who has a current sick leave balance in excess of 192 hours at the date they assume elective office, shall not lose their accrued sick leave hours. At the date the employee assumes elective office such hours shall be placed in inactive status, without further accrual, until such time as the employee leaves elective office and is eligible to receive retirement benefits provided below based upon the last classification held prior to assuming elective office.

   • a. Previously designated management employees retiring from county service and receiving CalPERS miscellaneous plan benefits at the time of retirement, will receive an amount placed in the retirement health savings plan trust for the employee equal to the value of the employee's unused sick leave on account for the purposes of reimbursement of premiums and expenses incurred for health care expenditures as allowable under the Internal Revenue Code Section 213. The value of the sick leave will be determined by the number of unused sick leave hours in the employee’s account paid at the current rate of the last classification held prior to assuming elective office. If said classification no longer exists, then compensation will be paid at the last established salary rate for that classification.

   • b. If the prior classification was not designated Management, reimbursement for monthly group health insurance premiums will be utilized for the dollar value of the employee's sick leave balance on account, up to a maximum of 1,500 hours. The value of the employee's sick leave is the current rate of the last classification held prior to assuming elective office, multiplied by their remaining sick leave balance. If said classification no longer exists, then compensation will be paid at the last established salary rate for that classification.

     • i. The monthly premium reimbursement will be deducted from the employee's retiree sick leave account until depleted. This benefit does not apply to any other county sponsored plans, such as, but not limited to, the life, vision, or dental programs.

     • ii. Unused accrued sick leave in the account in excess of 1,500 hours will be applied to CalPERS service credit only pursuant to Government Code Section 20965.

3. If the employee leaves elective office prior to becoming eligible to receive retirement benefits under this section, the eligible sick leave shall be paid in accordance with subsection C of this section, and the sick leave hours shall be compensated at the current rate of the last classification held prior to assuming elective office. If said classification no longer exists, then compensation will be paid at the last established salary rate for that classification.

• L. Deputy Sheriffs' Association Employees. Any employee represented by the DSA retiring from county service and eligible to receive California Public Employees' Retirement System (CalPERS) benefits at the time of such retirement may select one or more of the following options; however, the selection must be made prior to retiring from county service and once the selection is made it is irrevocable:

1. If requested by the retiree, all or part of the employee's accumulated sick leave balance on record at the end of pay period 3, July 23, 2004 at 5:00 p.m., may be used to apply toward an early retirement on a day-for-day basis (e.g., an employee retiring at 65 on December 31st, and having 10 days of accumulated sick leave may leave 10 working days before December 31st, and draw full compensation until December 31st), however, sick leave used to apply toward an early retirement, under this subsection, shall not be subject to any additional vacation or sick leave accruals. No sick leave earned beyond pay period 3, July 23, 2004 at 5:00 p.m., may be used to apply toward the early retirement benefit. However, if an employee's balance falls below the accumulated sick leave balance on record at the end of pay period 3, July 23, 2004 at 5:00 p.m., any additional hours earned after that date, up to the previous balance, may be used for the early retirement benefit.

   2. All sick leave accrued prior to July 23, 2004 at 5:01 p.m. may be cashed out at the employee's option, in accordance with the following sick leave cash out provisions, and all sick leave earned beyond the balance on record of the first day of pay period 4, beginning July 23, 2004 at 5:01 p.m., will be cashed out as follows:

      • a. Only upon completion of 10 years of full time and continuous employment with Placer County (20,800 paid hours exclusive of overtime), employees are eligible for a 50% cash out,

      • b. After the initial 10-year period, employees are eligible for an additional five percent cash out for each additional year of full time and continuous employment (2,080 paid hours exclusive of overtime) with Placer County up to a maximum of 100% of the accrued balance at completion of 41,600 paid hours exclusive of overtime (20 years).

   3. The employee may choose to have the cash value of their eligible sick leave hours (in accordance with the percentage provisions identified in this section) deposited into their 401(k) and/or 457(b) deferred compensation account(s); if the employees' sick leave hours balance value, plus any prior contributions, is greater than the IRS annual deferred compensation limitations, the excess over the limitations will be cashed out in accordance with this section and subject to the annual IRS limitations.

      • a. One hundred percent of the accumulated sick leave balance that was on record at the end of pay period 3, July 23, 2004.

• M. Safety Management Employees and Elected Safety Management. Any safety management employee, excluding LEMA represented employees, retiring from county service and eligible to receive State Employee Retirement System benefits at the time of such retirement, may select from one or more of the following options; however, the selection must be made prior to retiring from county service and once the selection is made it is irrevocable:

  1. If requested by the employee, all of the employee's accumulated sick leave balance on record may be used to apply towards an early retirement on a day-for-day basis (e.g., an employee retiring at 65 on December 31st, and having 10 days of accumulated sick leave may leave 10 working days before December 31st, and draw full compensation until December 31st); however, sick leave used to apply toward an early retirement, under this subsection, shall not be subject to any additional vacation or sick leave accruals. No sick leave earned beyond pay period 3, July 23, 2004 at 5:00 p.m., may be used to apply toward the early retirement benefit. However, if an employee's balance falls below the accumulated sick leave balance on record at the end of pay period 3, July 23, 2004 at 5:00 p.m., any additional hours earned after that date, up to the previous balance, may be used for the early retirement benefit; or

  2. All sick leave accrued prior to July 23, 2004 at 5:01 p.m. may be cashed out at the employee's option, in accordance with the following sick leave cash out provision, and all sick leave earned beyond the balance on record of the first day of pay period 4, beginning July 23, 2004 at 5:01 p.m., will be cashed out as follows:

     • a. Only upon completion of 10 years of full-time and continuous employment (20,800 paid hours exclusive of overtime) with Placer County, employees are eligible for 50% cash out,

     • b. After the initial 10-year period, employees are eligible for an additional five percent cash out for each additional year of full-time and continuous employment (2,080 paid hours exclusive of overtime) with Placer County up to a maximum of 100% of the accrued balance at completion of 41,600 paid hours exclusive of overtime (20 years).

  3. The cash value of all eligible sick leave hours may be deposited into their deferred compensation account(s) (401(k) and 457) subject to the annual IRS limitations. The sick leave value will be in accordance with the percentage provisions identified in this section. If the employee chooses the option of having the cash value of their sick leave hours deposited into their deferred compensation account(s), and if their sick leave value, plus any prior contributions, is greater than the IRS annual deferred compensation limitations, the excess over the limitations will be cashed out in accordance with this section.

• N. LEMA Represented Employees. Any LEMA employee retiring from county service and eligible to receive State Employee Retirement System benefits at the time of such retirement, may select from one or more of the following options; however, the selection must be made prior to retiring from county service and once the selection is made it is irrevocable:

  1. If requested by the employee, all of the employee's accumulated sick leave balance on record may be used to apply towards an early retirement on a day-for-day basis (e.g., an employee retiring at 65 on December 31st, and having 10 days of accumulated sick leave may leave 10 working days before December 31st, and draw full compensation until December 31st); however, sick leave used to apply toward an early retirement, under this subsection, shall not be subject to any additional vacation or sick leave accruals. No sick leave earned beyond pay period 3, July 23, 2004 at 5:00 p.m., may be used to apply toward the early retirement benefit. However, if an employee's balance falls below the accumulated sick leave balance on record at the end of pay period 3, July 23, 2004 at 5:00 p.m., any additional hours earned after that date, up to the previous balance, may be used for the early retirement benefit; or

  2. All sick leave accrued prior to July 23, 2004 at 5:01 p.m. may be cashed out at the employee's option, in accordance with the following sick leave cash out schedule, and all sick leave earned beyond the balance on record of the first day of pay period 4, beginning July 23, 2004 at 5:01 p.m., will be cashed out as follows:

     • a. Ten years of full-time and continuous employment with Placer County equals a 50% cash out,

     • b. Each additional year of full-time and continuous employment with Placer County equals an additional five percent cash out up to a maximum of 100% of the accrued balance (20 years); or

  3. The cash value of all eligible sick leave may be deposited into their deferred compensation account(s) (401(k) and 457) subject to the annual IRS limitations. The sick leave value will be based on the same cash out schedule as listed in subsection (2) above. If the employee chooses the option of having the cash value of their sick leave hours deposited into their deferred compensation account, and their sick leave value, plus any prior contributions, is greater than the IRS annual deferred compensation limitations, the excess over the limitations will be cashed out in accordance with subsection (2) above.

• O. PPEO Correctional Officers and Correctional Sergeants. Any PPEO correctional officer or correctional sergeant retiring from county service and eligible to receive CalPERS Employee Retirement System benefits at the time of such retirement may select one or more of the following options; however, the selection must be made prior to retiring from county service and once the selection is made it is irrevocable:

  1. If requested by the employee all or part of the employee's accumulated sick leave balance on record at the end of pay period 12, November 24, 2006 at 5:00 p.m., may be used to apply toward an early retirement on a day-for-day basis (e.g., an employee retiring at 65 on December 31st, and having 10 days of accumulated sick leave may leave 10 working days before December 31st, and draw full compensation until December 31st); however, sick leave used to apply toward an early retirement, under this subsection, shall not be subject to any additional vacation or sick leave accruals. No sick leave earned beyond pay period 12, November 24, 2006, at 5:00 p.m., may be used to apply toward the early retirement benefit. Effective pay period 13, November 20, 2010, if an employee's balance falls below the accumulated sick leave balance on record as of pay period 12, November 24, 2006, at 5:00 p.m., any additional hours earned after that date, up to the maximum sick leave accrual limit of 750 hours or the previous balance, whichever is less, may be used for the early retirement benefit.

  2. If requested, correctional officers or correctional sergeants may either cash out their accumulated sick leave or have the cash value of sick leave deposited into their deferred compensation account(s) subject to the annual IRS limitations. The sick leave cash out provision is as follows:

     • a. Only upon completion of 10 years of full-time and continuous employment (20,800 paid hours exclusive of overtime) with Placer County, employees are eligible for a 50% cash out;

     • b. After the initial 10-year period, employees are eligible for an additional five percent cash out for each additional year of full-time and continuous employment (2,080 paid hours exclusive of overtime) with Placer County, up to a maximum of 100% of the accrued balance at completion of 41,600 paid hours exclusive of overtime (20 years). If the employee chooses the option of having the cash value of their sick leave hours (in accordance with the percentage provisions identified in this section) deposited into their 401(k) and/ or 457(b) deferred compensation account(s), and if the employee's sick leave hours balance value, plus any prior contributions, is greater than the IRS annual deferred compensation limitations, the excess over the limitations will be cashed out in accordance with this section.

• P. PPOA Represented Employees. Any employee represented by PPOA retiring from county service and eligible to receive California Public Employees' Retirement System (CalPERS) benefits at the time of such retirement may select one or more of the following options; however, the selection must be made prior to retiring from county service and once the selection is made it is irrevocable:

  1. If requested by an eligible employee, all or part of the employee's accumulated sick leave balance on record at the end of pay period 3, July 23, 2004, at five p.m., may be used to apply toward an early retirement on a day-for-day basis. No sick leave earned beyond pay period 3, July 23, 2004, at five p.m. may be used to apply toward the early retirement benefit. Under this subsection, sick leave used to apply toward an early retirement shall not be subject to any additional vacation or sick leave accruals. Effective pay period 13, November 20, 2010, if an employee's balance falls below the accumulated sick leave balance on record at the end of pay period 3, July 23, 2004, at five p.m., any additional hours earned after that date, up to the maximum sick leave accrual limit of 750 hours or the previous balance, whichever is less, may be used for the early retirement benefit.

     • a. All sick leave accrued prior to July 23, 2004, at 5:01 p.m. may be cashed out at the employee's option, in accordance with the following sick leave cash out provisions, and all sick leave earned beyond the balance on record of the first day of pay period 4, beginning July 23, 2004, at 5:01 p.m., will be cashed out as follows:

     • b. Only upon completion of 10 years of full-time and continuous employment (20,800 paid hours exclusive of overtime) with Placer County, employees are eligible for a 50% cash out;

     • c. After the initial 10 year period, employees are eligible for an additional five percent cash out for each additional year of full-time and continuous employment (2,080 paid hours exclusive of overtime) with Placer County up to a maximum of 100% of the accrued balance at completion of 41,600 paid hours exclusive of overtime (20 years).

• d. The employee may choose to have the cash value of their sick leave hours (in accordance with the percentage provisions identified in this section) deposited into their 401(k) and/or 457(b) deferred compensation account(s); if the employee's sick leave hours balance value, plus any prior contributions, is greater than the IRS annual deferred compensation limitations, the excess over the limitations will be cashed out in accordance with this section.

• (Prior code § 14.350; Ord. 5230-B, 2003; Ord. 5309-B, 2004; Ord. 5442-B, 2007; Ord. 5443-B, 2007; Ord. 5478-B (Attach. A), 2007; Ord. 5529-B, § 1, 2008; Ord. 5531-B, 2008; Ord. 5572-B

• § 8, 2009; Ord. 5608-B § 2, 2010; Ord. 5627-B § 3, 2010; Ord. 5644-B § 1, 2011; Ord. 5657-B § 1, 2011; Ord. 5700-B § 13, 2013; Ord. 6068-B § 1, 2021; Ord. 6159-B § 1, 2022; Ord. 6246-B, 1/23/2024; Ord. 6303-B, 3/18/2025; Ord. 6306-B, 4/15/2025; Ord. 6334-B, 8/5/2025)

• A. Management, Safety Management, and Confidential Employees. Effective January 1, 2023, active management, safety management, and confidential employees shall be eligible for salary protection benefits when on an extended qualifying leave of absence as outlined in this section. Plan participation is voluntary on the part of the employee.

• B. PCLEMA Represented Employees. Effective July 15, 2023, PCLEMA employees shall be eligible for salary protection benefits when on an extended qualifying leave of absence as outlined in this section. Plan participation is voluntary on the part of the employee.

• C. Safety Protection Plan.

  1. Eligibility. Employees must be employed by the County for at least six months (1,040 paid hours) at the beginning of the continuous leave of absence.

  2. Rolling Period. A 12 month period measured backward from the day employees use the plan. Plan hours shall be pro-rated accordingly for part-time employees based on regularly scheduled hours.

  3. Qualifying Reasons. Salary protection benefits may be granted for extended approved leaves for the following qualifying reasons:

     • a. The employee's own serious health condition that makes the employee unable to perform the functions of their position.

     • b. To care for the employee's qualifying family member as defined in 3.04.350(B), who has a serious health condition.

     • c. To bond with the employee's newborn child, or newly adopted child, or newly placed foster care child. Bonding must be concluded within one year of the child's birth or placement.

  4. Certification. As a condition of granting this benefit, the county will require certification prior to approving use of the salary protection benefit.

     • a. For a medical leave of absence for their own serious health condition, employees must submit certification from a qualified physician which includes the medical necessity for the leave of absence due to a serious health condition; the beginning date of the disability; the probable duration; and that the employee can reasonably be expected to recover sufficiently to return to work.

     • b. For a leave of absence to care for a qualifying family member with a serious health condition, employees must provide certification from the family member's health care provider which includes the name of individual requiring care; the need for the employee by name to provide care; the relationship of the employee to the person needing care; the beginning date; and the expected end date.

  • c. To bond with their newborn child, or newly adopted child, or newly placed foster care child, employees must submit in writing at least 30 days prior to the start of the leave their request for leave and the salary protection benefit.

• Waiting Period.

• a. After a waiting period of 10 consecutive work days (which could include working a consecutive work day reduced work schedule), employees shall be eligible to receive the salary protection benefit.

• b. Employees shall only be required to observe one waiting period per illness or other qualifying reason, per rolling benefit year, and any consecutive time period spent absent from work for the same illness or other qualifying reason will be eligible to count towards the waiting period.

  • c. Employees must use leave balances during the waiting period prior to going into an unpaid status with the exception of sick leave which may not be used for bonding purposes.

• Benefit Amount.

• a. After the waiting period, employees shall receive 80% of their regular pay up to a maximum of 13 pay periods.

• b. Employees must integrate their leave balances with the salary protection benefit beginning with sick leave (with the exception of bonding) to continue to receive 100% of their regular pay. Once leave balances are exhausted, the employee will be unpaid for all hours not covered by the salary protection benefit.

• c. Regular pay is that gross amount received by the employee for their regularly scheduled hours at their established base hourly rate of pay which shall be defined as the hourly rate on the salary schedule, plus confidential pay, additional pays that are percentage based, and/or longevity pay if applicable. For example, a full-time employee would receive their established hourly rate of pay multiplied by 80 hours for a single pay period.

• d. Holidays are included in the salary protection benefit.

• Benefit Coverage.

• a. In no event may employees receive more than 832 plan benefit hours or 13 pay periods of coverage (whichever comes first) of plan participation in a rolling 12 month period measured backward from the day employees begin to use the plan. These plan hours shall be pro-rated accordingly for part-time employees based on regularly scheduled hours.

• b. The annual salary protection benefit pay shall not exceed 13 pay periods for a single leave and/or a combination of multiple leaves within a rolling year.

  • i. For a medical leave of absence for their own serious health condition, employees may receive up to a maximum of 13 pay periods.

  • ii. For a leave of absence to care for a qualifying family member with a serious health condition, employees may receive up to a maximum of four pay periods.

    • iii. To bond with their newborn child, or newly adopted child, or newly placed foster care child, employees may receive up to a maximum of four pay periods.

  • c. Employees must be on a continuous full-time leave of absence or working a reduced work schedule, not taking time off on an intermittent basis.

  • d. Salary protection benefits are not provided in conjunction with other wage replacement or temporary disability benefits including Workers' Compensation and Unemployment Insurance benefits.

8. Service Hours. Employees who utilize the salary protection benefits do not accrue service hours which will affect all service hours related pay and benefits including computing probationary periods, seniority, merit increases, longevity pay, vacation and sick leave accrual rates, supplemental compensation, cafeteria plan benefits, and/ or any other service hours related pay or benefits which will be prorated based upon the number of salary protection benefit hours used. Salary protection benefit hours do not apply towards FMLA/CFRA leave entitlement eligibility for the next eligibility period.

(Prior code § 14.370; Ord. 4988-B, 1999; Ord. 5443-B, 2007; Ord. 5478-B (Attach. A), 2007; Ord. 5531-B, 2008; Ord. 6161-B § 1, 2022; Ord. 6213-B § 1, 2023)

• A. Confidential Employees. Permanent employees shall be entitled to voluntarily donate vacation hours to another employee, based on the following criteria:

  1. To be eligible, an employee or immediate family member, as defined in Section 3.04.350(B), must have a verifiable long-term illness or injury of at least 30 days and the employee must have exhausted all paid leave time, or soon will have exhausted such leave, resulting in the employee being in an unpaid status.

  2. Donations to be made to specified individuals only.

  3. The receipt of donated hours shall not count as time worked for the purpose of fulfilling the required probationary service period.

  4. Donated vacation hours must be in increments of one hour. Hours donated will be converted at the donor's hourly rate and credited to the sick leave balance of the donee by converting the dollar amount donated to the donee's hourly rate. Example: Employee A is at $10 per hour and donates one hour to Employee B who is making five dollars per hour. Employee B would be credited with two hours of sick leave.

  5. Once donated to an individual, vacation hours cannot be reclaimed by donor. Example: A donates five vacation days to B. B needs to use only four days, and then returns to work. That remaining day is B's to keep—it does not revert to A's vacation account.

  6. When an employee is utilizing donated hours, they will not accrue additional vacation or sick leave time. Employees will receive the donated hours incrementally, based upon the duration of the leave and the number of hours needed to receive their regular pay, less any State Disability Insurance (SDI), paid family leave (PFL) benefits, worker's compensation benefits or salary protection plan benefits, as applicable.

  7. Maximum Donated Hours. The maximum time that may be donated into an employee's account is 1,040 hours.

  8. In no event shall donated time have the effect of altering the employment rights of the county or the recipient employee, nor shall it extend or alter the limitations otherwise applicable to leaves of absence or sick leave.

  9. Confidential employees may only make donations to eligible employees who are also designated as confidential and may only receive donations from other confidential employees.

  10. The confidential employee's department will be responsible for securing donations to the sick leave accounts.

  11. The employee must provide certification from a health care provider of the medical need, for either the employee or their immediate family member, that requires the employee's prolonged absence from work. The employee will also certify they have, or will soon, exhaust all of their paid leave time available, which will result in a substantial loss of income to the employee.

• B. For employees represented by the Placer County Deputy Sheriff's Association, sick leave contributions shall be as set forth in the Memorandum of Understanding between the county and the PCDSA.

• C. For employees represented by the Placer County Deputy District Attorneys' Association, sick leave contributions shall be as set forth in the Memorandum of Understanding between the county and the DDAA.

• D. For employees represented by the Placer County Probation Peace Officers Association, sick leave contributions shall be as set forth in the Memorandum of Understanding between the county and the PPOA.

• E. For employees represented by the Placer Public Employees Organization, sick leave contributions shall be as set forth in the Memorandum of Understanding between the county and the PPEO.

(Prior code § 14.375; Ord. 5383-B, 2005; Ord. 5478-B (Attach. A), 2007; Ord. 5572-B § 9, 2009; Ord. 5683-B § 14, 2012; Ord. 5700-B § 14, 2013; Ord. 5719-B § 1, 2013; Ord. 5740-B § 7, 2014; Ord. 5879-B § 4, 2017; Ord. 6068-B § 1, 2021; Ord. 6246-B, 1/23/2024; Ord. 6303-B, 3/18/2025)

Part 4 Vacations

• A. Each permanent employee having the following service hours shall accrue at the following vacation rate for each hour in paid status, not including overtime, and not to exceed credit for more than 80 hours in paid status in any one pay period.

Text read from an image; its layout may differ:
Hours of Service Earned Per Hour*
0—4,160 .0385
4,161—8,320 .0461
8,321—18,720 .0577
18,721—39,520 .0769
39,521 or more .0962

Note:

• Per year equivalents are:

.0385 = 10 days .0461 = 12 days .0577 = 15 days .0769 = 20 days .0962 = 25 days

2,080 hours = one year of full-time equivalent service

New vacation accrual rates begin within the pay period where the required hours in paid status are completed.

• B. Vacation earned shall be added to the employee's vacation account upon the completion of the pay period, with no credit to be applied during progress of the pay period. For DSA and PCLEMA employees, no vacation credit shall be given until a new employee has completed 1,040 paid hours, excluding overtime. At the completion of 1,040 paid hours (excluding overtime), the employee will be credited for the prorated vacation hours based upon the hours in paid status.

  1. An employee with less than 20,800 paid regular hours (10 continuous years of county service) shall not have in his or her vacation account more than 400 hours.

  2. An employee with more than 20,800 paid regular hours (10 continuous years of county service) shall not have in his or her vacation account more than 520 hours.

• C. DSA and PCLEMA Represented. Military Leave Accrual Cap Exception. Any employee on active military leave qualifying under Section 3.04.560(B) and reaching the maximum vacation accrual limit as of the time specified in subsection B of this section will, upon his or her return to work be paid in cash, the salary equivalent of hours that would have accrued while on leave in excess of the maximum vacation accrual limit.

• D. Management, Safety Management, PCLEMA, Unclassified Nonmanagement and Confidential Employees.

  1. All employees designated as management or confidential by the board of supervisors shall not have in a vacation account more than 520 vacation hours.

  2. The county executive officer may adjust the vacation accrual rate of management and unclassified nonmanagement employees.

  3. The appointing authority, upon approval of the county executive officer, may offer a beginning balance of vacation leave upon hire to an eligible candidate.

• E. DDAA Employees. Upon initial hire of an eligible DDAA candidate, the appointing authority, upon approval of the county executive officer, may offer either or both additional vacation as provided below. Consideration shall be given to labor market conditions, recruiting needs, education, and experience of the eligible candidate as compared to the minimum qualifications for the class.

1. Beginning balance of vacation up to a maximum of 80 hours.

   2. Adjustment of the vacation accrual rate to the equivalent of 12 days or 15 days per year.

(Ord. 5683-B § 16, 2012; Ord. 5700-B § 16, 2013; Ord. 5719-B § 2, 2013; Ord. 6159-B § 1, 2022; Ord. 6161-B § 1, 2022; Ord. 6246-B, 1/23/2024)

• A. Permanent part-time county employees shall be entitled to vacation leave with pay. Vacation leave shall be earned in the same manner as specified in Section 3.04.475(A).

• B. The provisions of Section 3.04.475(B), (C) and (D) shall also apply to part-time permanent employees.

• C. The provisions of Section 3.04.475 and this section shall not be applicable to permanent part-time employees not having definite, fixed hours of employment and whose positions have not been allocated to any department.

(Prior code § 14.410; Ord. 5478-B (Attach. A), 2007; Ord. 5683-B § 17, 2012)

• A. The time at which vacation leave shall be taken shall be determined by the appointing authority.

  1. DSA Represented, Management, Confidential and Unclassified Nonmanagement. If such authority does not provide a specific time for vacation leave, an employee may take, as a matter of right, by giving oral notice, the accumulated vacation to his or her credit during the last month of the year following the year in which the vacation credit was earned. An employee on a leave of absence shall be required to use accrued vacation after sick leave has been exhausted for his or her regular work schedule prior to taking unpaid leave.

  2. PPEO and PPOA Represented Employees. If the appointing authority does not provide a specific time for vacation leave, an employee may take, as a matter of right, by giving written notice, the accumulated vacation to his or her credit during the last month of the year following the year in which the vacation credit was earned. The department head or designee shall approve, disapprove or modify a vacation request within 10 days of the receipt of the request.

• B. During the last month of the calendar year seniority shall be the criteria used to determine vacations for the following calendar year. After the one-month sign up period, vacations shall be granted on a first-come first-served basis. For PPEO and PPOA represented employees, revised written vacation scheduling procedures may be applied as agreed to by a majority of affected employees and the department head.

• C. An employee on a medical leave of absence shall be required to use accrued vacation hours after sick leave hours have been exhausted prior to going into an unpaid status, with the exception of leave covered by Pregnancy Disability Leave.

  1. Employees on a medical leave of absence who are at the vacation cap may request to use their vacation hours, in lieu of accumulated sick leave to bring the vacation balance under the cap. Employees who request vacation hours under this section will be permitted to apply the amount of vacation hours needed to prevent the loss of vacation accrual only.

  2. An employee granted a personal or educational leave of absence shall be required to utilize all leave balances for the duration of the leave, or until his or her leave balances have been exhausted. Once such leave balances have been exhausted, the employee will be placed in an unpaid status for the duration of the approved leave.

     • a. Management and Confidential Employees. For good cause, the county executive officer may approve unpaid leave for employees on a personal or education leave.

• D. PPEO, PPOA, DDAA, Placer County Deputy Sheriffs Association Represented, and Unclassified Nonmanagement Employees. Vacation Cash Out. Any employee with a vacation balance of 300 hours or more may request once per calendar year to cash out up to 40 vacation hours of his or her annual vacation accrual in the following calendar year at his or her base hourly rate which shall be defined as the hourly rate on the salary schedule plus any longevity pay if applicable, subject to the following:

  1. Any employee utilizing this provision will be required to submit an irrevocable election by December 31st of the calendar year prior to the calendar year in which the vacation hours to be cashed out are earned.

  2. The cash out will coincide with the applicable IRS tax year based upon the check dates.

  3. The actual payment of the requested hours cannot occur until the hours to be cashed out for that calendar year have accrued. Cash-outs for hours accrued in prior years are not allowed.

  4. Requested vacation cash outs will be cashed out by the last paycheck of the calendar year in which the vacation hours are earned.

• E. Management, Safety Management and Confidential Employee—Vacation Cash Out. Any employee may request once per calendar year to cash out up to 100% of their annual vacation accrual in the following year at their base hourly rate which shall be defined as the hourly rate on the salary schedule plus confidential pay; additional pays that are percentage based; the hourly proration of any POST, Special Teams, and Wellness monthly incentive allowances based on 2,080 hours annually; and/or longevity pay if applicable. Any employee utilizing this provision will be required to submit an irrevocable election by December 31st of the calendar year prior to the calendar year in which the vacation hours to be cashed out are earned. The cash out will coincide with the applicable IRS tax year based upon the check dates and will be cashed out by the last paycheck of the calendar year in which the vacation hours are accrued. Cash outs for hours accrued in prior years are not allowed.

(Prior code § 14.420; Ord. 5442-B, 2007; Ord. 5443-B, 2007; Ord. 5478-B (Attach. A), 2007; Ord. 5531-B, 2008; Ord. 5627-B § 4, 2010; Ord. 5644-B § 2, 2011; Ord. 5658-B § 3, 2011; Ord. 5683-B § 18, 2012; Ord. 5700-B § 17, 2013; Ord. 5835-B § 5, 2016; Ord. 5903-B § 1, 2018; Ord. 6068-B § 1, 2021; Ord. 6246-B, 1/23/2024; Ord. 6303-B, 3/18/2025; Ord. 6306-B, 4/15/2025)

• A. Vacation Cash Out at Termination.

  1. PPEO, PPOA, DDAA, Management, Safety Management, Unclassified Nonmanagement and Confidential Employees. Employees leaving the county service will be paid the monetary value of their earned vacation leave.

  2. DSA and PCLEMA Represented Employees. Employees leaving the county service after having been paid more than 1,040 hours, excluding overtime, will be paid the monetary value of their earned vacation leave.

• B. If terminating employees take accrued vacation leave immediately prior to the effective day of their termination, it shall not be necessary to keep the position vacant for the equivalent time of the vacation period.

• C. Any employee retiring from Placer County service and eligible to receive California Employees' Retirement System (CalPERS) benefits at the time of such retirement may have the full cash value of their vacation deposited into their deferred compensation account(s) (401(k) and 457) subject to the annual IRS limitations. If the employee chooses the option of having the vacation cash value deposited into their deferred compensation account(s), and this value, plus any prior contributions, exceed the IRS annual deferred compensation limits, the excess over the limitations will be cashed out to the employee.

(Prior code § 14.430; Ord. 5478-B (Attach. A), 2007; Ord. 5529-B § 2, 2008; Ord. 5608-B § 3, 2010; Ord. 5627-B § 5, 2010; Ord. 5683-B § 19, 2012; Ord. 5700-B § 18, 2013; Ord. 6218-B, 9/26/2023; Ord. 6246-B, 1/23/2024; Ord. 6303-B, 3/18/2025)

• A. Management, Safety Management, and PCLEMA Represented Employees. Full-time employees in an active status on or after January 1st of that calendar year shall receive an allotment of management leave hours accrued on January 1st of that calendar year as follows:

  1. Employees hired, or initially promoted or transferred into a management position classification, prior to December 14, 2013.

     • a. Department heads shall receive 80 hours of management leave each calendar year.

     • b. Management, PCLEMA represented, and safety management employees shall receive 72 hours of management leave each calendar year.

     • c. Management employees are eligible to receive additional hours if four percent of the employee's annual salary exceeds $1,500. The amount of additional hours will be determined by subtracting $1,500 from the four percent amount and dividing the difference by the hourly wage in effect on January 1st of the new calendar year. The annual salary used for this calculation will be the employee's hourly rate on the salary schedule plus longevity if applicable.

  2. Employees hired, or initially promoted or transferred into a management position classification, on or after December 14, 2013 shall receive a flat amount allotment of 100 hours of management leave each calendar year.

     • a. Employees hired, or initially promoted, or transferred into a management position classification, on or after September 1st of the calendar year shall receive a partial allotment in the amount of 50 hours in the year they are hired unless their start date is after the annual cash out, in which case the employee would not receive an allotment until January 1st of the subsequent calendar year.

  3. Part-time employees shall receive a prorated allotment based on the ratio of their standard/scheduled hours to a 40-hour week.

  4. Employees may elect to utilize their management leave hours on payroll as paid leave and/or may receive cash payment for such management leave hours.

     • a. Use of management leave hours for paid leave shall be subject to the same limitations as the use of vacation leave; useable in one-half hour increments, except that no minimum period of employment shall be required before management leave hours may be so utilized.

     • b. Cash payment for such management leave hours will be at the employee's hourly rate from the salary schedule, including additional pays that are percentage based; the hourly proration of any POST, and Hazard Premium pay monthly allowances based on 2,080 hours annually; and longevity if applicable.

     • c. All management leave hours shall be taken as paid time off or paid in cash by the last paycheck of the calendar year (coinciding with the applicable IRS tax year based upon paycheck dates) in which the management leave hours are earned.

5. While on a leave of absence, employees will be required to use all management leave balances prior to going into an unpaid status.

• B. DDAA Represented Employees. Deputy District Attorney/Child Support Attorney Leave shall be provided as set forth in the Memorandum of Understanding between the county and the DDAA.

(Prior code § 14.450; Ord. 5058-B (Attach. 25), 2000; Ord. 5478-B (Attach. A), 2007; Ord. 5644-B § 3, 2011; Ord. 5658-B § 4, 2011; Ord. 5683-B § 20, 2012; Ord. 5725-B § 1, 2013; Ord. 5740-B § 8, 2014; Ord. 6068-B § 1, 2021; Ord. 6161-B § 1, 2022; Ord. 6213-B § 1, 2023; Ord. 6246-B, 1/23/2024)