Employee Leave Purchase Program

The Employee Leave Purchase Program offers for the purchase of additional leave by eligible City employees. The program provides flexibility in managing work–life balance while ensuring City services continue to function effectively and efficiently.

This program applies to all full-time and permanent part-time City employees who are eligible to purchase additional leave under the terms outlined herein. Employees must adhere to the guidelines and procedures specified with this program.

Eligibility

Must be a full-time or permanent part-time employee.
Employees who have been placed on unpaid suspension in the previous year are not eligible.

Leave Purchase Limits

How Much Leave Can Be Purchased?

Full-time employees may purchase up to 40 hours of additional leave per fiscal year.
Permanent part-time employees may purchase up to 20 hours per fiscal year.
Purchases must be in increments of 8 hours (full-time) or 4 hours (permanent part-time).
During initial and subsequent open enrollment, employees may purchase up to 100% of the purchase limit.

Quarter-Based Purchase Limits (for new hires or purchases after open enrollment)

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For Fiscal Year 2026, the prorated purchase amounts are:

Full-time: up to 32 hours in Q2, up to 24 hours in Q3, and up to 16 hours in Q4.
Part-time: up to 16 hours in Q2, up to 12 hours in Q3, and up to 8 hours in Q4.

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Fiscal Quarter of Purchase	Full-time Max	Permanent Part-time Max
Q1	40 hours	20 hours
Q2	32 hours	16 hours
Q3	24 hours	12 hours
Q4	16 hours	8 hours

Employees may not purchase leave in excess of vacation leave limits.

How to Purchase Leave

Find Form

All requests require approval by the employee’s director and departmental financial officer, based on departmental needs and operational coverage.
Only one purchase request may be submitted per fiscal year.
Provide approved requests to departmental payroll and human resources coordinators.
The cost of purchased leave will be deducted in equal amounts from the employee’s salary throughout the remainder of the fiscal year.

Usage of Purchased Leave

Purchased leave will be coded as Vacation Leave Buy (VCBUY) upon purchase for tracking and reporting.
Use Vacation Purchase Taken (VPT) when submitting payroll after using purchased leave.
Request and schedule leave per departmental policy; supervisors must ensure sufficient balance.
Purchased leave may be used in conjunction with other types of leave (e.g., vacation or sick leave), subject to supervisor approval.
If an employee has a remaining balance of purchased leave at the end of the enrollment period, the cash value of the purchased leave balance shall be refunded to the employee during the first full pay-period after the enrollment period ends. The amount refunded shall not exceed the amount actually deducted from the employee’s pay during the enrollment cycle.

Leave Balance Upon Separation

If an employee owes a remaining balance for leave taken but not repaid, the full amount shall be deducted from the final paycheck.
If an employee leaves City employment before using all purchased leave, the remaining balance of the leave purchase will be credited on the final paycheck.

Special Circumstances

Transfers: Unused purchased leave transfers to the new department; any additional requested purchased leave is at the new department’s discretion.
Promotions & Demotions: Purchased leave is paid at the rate of pay in effect when the leave is taken.
With Other Leave Programs: Using purchased leave does not alter or extend eligibility for other leave entitlements under relevant personnel rules and labor laws.
FMLA: Employees who are actively on FMLA and have exhausted paid leave should consult with their department director and the Employee Relations Division of Human Resources to determine eligibility of purchasing leave.

Recordkeeping

Payroll and the employee’s department will maintain records of purchase requests, repayment schedules, and any balance adjustments.
Employees are responsible for staying aware of their remaining purchased leave balance and repayment status.

Compliance

Employees must comply with all relevant laws, regulations, and employment agreements. Violations may result in disciplinary action, including denial of future leave purchase requests.