Agenda Item
1. Ready For Action: Approve Amendment to Board Policy GBRI: Professional Personnel Leaves of Absences
Summary: Presented by Mr. Aaron Webb, Legal Counsel, Hall Booth Smith, PC Attorneys at Law.
Request: It is requested that the Board of Education amend Board Policy GBRI: Professional Personnel Leaves of Absences.
Why: Board Policy GBRI: Professional Personnel Leaves of Absences Section C. Vacation Leave is confusing and needs to be simplified in order to administer it properly.
Details: When the Georgia Department of Education audited the District, it was determined that the District's vacation leave policy is unclear and possibly results in vacation accrual errors. The District is also in the process of implementing new personnel management software (MUNIS) which is being populated so that time off calculations will be more accurately tracked and communicated to employees. It is being requested that the District clarify the vacation leave policy to cap accrued but unused vacation time at fifty (50) days.
Financial impact: There is no financial impact to the District.
Contact: Ms. Melanie Slaton, General Counsel, Hall Booth Smith, PC, Attorneys at Law, (404)954-5000.
Effective: Upon Board Approval
Status: Approved by the General Counsel
Policy GBRI – Professional
Personnel Personal Leaves and
Absences
1
C. Vacation Leave
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Vacation Leave Accrual Rates
(no change)
Service Date/ Tenor Accrual Days / Year Accrual Hours / Year Hours Per Pay Period
1 10 80 3.33
2 10 80 3.33
3 10 80 3.33
4 10 80 3.33
5 10 80 3.33
6 11 88 3.67
7 12 96 4.00
8 13 104 4.33
9 14 112 4.67
10 15 120 5.00
11 16 128 5.33
12 17 136 5.67
13 18 144 6.00
14 19 152 6.33
15+ 20 160 6.67
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Vacation Leave Bank
Unused vacation days may be accumulated up to a maximum of thirty days in addition to vacation earned
during the current year of service, but no more than one-half of the earned but unused vacation of the
previous year may be accumulated.
Employees are encouraged to take vacation annually. The maximum amount of unused vacation that may be
accrued at any point is fifty(50) days. Any leave balance more than fifty (50) days is forfeited at the end of each pay
period. Upon retirement/resignation, employees will be paid for no more than fifty (50) days of unused vacation.
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Vacation Policy Comparison
VCF Current Year VAC Rollover VCR Lifetime Bank New Policy
70.00
60.00
50.00
40.00
30.00
20.00
10.00
0.00
Jan-25 Feb-25 Mar-25 Apr-25 May-25 Jun-25 Jul-25 Aug-25 Sep-25 Oct-25 Nov-25 Dec-25 Jan-26 Feb-26 Mar-26 Apr-26 May-26 Jun-26 Jul-26 Aug-26 Sep-26 Oct-26 Nov-26 5Dec-26 Jan-27
Why?
• Misapplication of policy noted as part of FY22 and FY23 audit.
• Vacation Rollover
• Part of the FY23 Corrective Action Plan submitted to GaDOE
• Simplify policy and increase employee understanding
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Implementation Recommendation
• Current practice allows employees to use accrued leave from current fiscal year through 12/31
• Implementation Recommendation:
• Implement the new policy over the next six months. Allow employees that may have
planned on taking vacation earned this fiscal year (from Vacation Roll) before 12/31.
• Cap of 50 will be enforced on January 1st, 2025
• Financial Impact:
• N/A – Employees can use leave earned in FY24 through 12/31/2024.
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NEXT STEPS
May 6th First Read
June 10th Board Approval
By June 30th Consolidate Buckets
July 15th through Dec 31st Allow employees to use leave rolled over from
FY24
January 1st 2025 New policy is in FULL effect (cap at 50 for each
payroll)
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QUESTIONS
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