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602 Holidays
The City of Grapevine will grant paid time off to regular full-time, regular part-time (if
scheduled to work on a holiday) and probationary employees for nine designated
holidays or five fire shifts per annum, according to the following criteria.
.01 Regular full-time, regular part-time, and probationary employees in pay status shall
be compensated at their regular hourly rate and for the number of hours they would
have worked had it not been a holiday.
(a) Holidays are earned according to the schedule listed below in section .08 (1)
through (8).
(b) Employees cannot use a holiday prior to earning the holiday.
(c) Holiday Saved and Holiday Taken cannot be taken within the same week for
regular employees or within the same pay period for Police on 80-hour shifts.
(d) The maximum accrual of holidays is 80 hours.
.02 Regular Day Off falls on Holiday: Employees whose regular day off falls on a City
designated holiday may receive pay for the holiday based on the number of hours
the employee was scheduled to work that day. Subject to Department Head
approval, the employee may elect to take paid time off at a later time. Employees
who elect to take paid time off at a later time will receive holiday pay based on the
number of hours they are scheduled to work on the day they take off; however, in no
event will an employee be paid more hours than they have accrued.
.03 Working on a Holiday: Employees who are scheduled to work on a City designated
holiday will receive straight-time pay for the hours worked on the holiday, plus
holiday pay for the number of hours they are scheduled to work but in no case less
than eight hours of holiday pay for regular full-time employees. Or, based on
department operations and subject to Department Head approval, an employee
may elect to save their holiday and take paid time off at a later time. Employees
who elect to take paid time off at a later time will receive holiday pay based on the
number of hours they are scheduled to work on the day they take off; however, in no
event will an employee be paid more hours than they have accrued.
.04 If a City department, division or unit is open for business and the employee is required
to work on a City designated holiday and the holiday falls during an eligible
employee's paid absence (i.e. vacation, sick leave), holiday pay shall be paid as well
as charging vacation or sick leave accruals.
.05 If a City department, division or unit is closed or an employee is not required to work
on a City designated holiday and the holiday falls during an eligible employee's paid
absence (i.e. vacation, sick leave), holiday pay shall take precedence and the leave
period shall not be extended because of the holiday.
.06 If a City designated holiday falls within a week that is taken as FMLA leave, the entire
week will be counted as a week of FMLA leave. However, if an employee is using
FMLA leave in increments of less than one week, the City designated holiday will not
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count against the employee’s FMLA entitlement unless the employee was otherwise
scheduled and expected to work on the holiday. Holiday pay shall take precedence
over paid leave accruals the employee is using during FMLA leave.
.07 To receive holiday pay, non-exempt employees must be in pay status on their
scheduled workday preceding and following the designated holiday. Exempt
employees will receive holiday pay pursuant to the Fair Labor Standards Act
regarding the docking of pay for exempt employees.
.08 The City shall observe nine official holidays per year which shall normally include the
following:
(1) Thanksgiving Day in November
(2) Friday after Thanksgiving in November
(3) Christmas Eve, December 24th*
(4) Christmas Day, December 25th
(5) New Year’s Day, January 1st
(6) Memorial Day, May
(7) Independence Day, July 4th
(8) Labor Day, 1st Monday of September
(9) Personal Holiday (excludes sworn Firefighters except Fire Chief) –
· regular full-time, regular part-time and probationary employees are eligible
to use their Personal Holiday October 1 of each year; however, a newly
hired employee must be employed on August 1 to receive such benefit.
· Sworn Police personnel assigned to 12-hour shifts are given 12 hours
of personal holiday.
· Personal Holiday must be taken in one complete day/shift and is lost if not
used before September 30th during the fiscal year it is earned.
· Employees will receive Personal Holiday pay based on the number of
hours they are scheduled to work on the day they take off.
· Payment shall be made for the Personal Holiday upon reclassification to
part-time, seasonal, or casual, separation, retirement or death of the
employee if not taken during the year, providing the employee has not
been discharged as a result of criminal or civil misconduct involving City
property, personnel, or official position.
· Payment at separation for the unused Personal Holiday will be based on
an 8-hour work day for regular full-time employees and a 4-hour work day
for regular part-time employees. Payment for Personal Holiday for sworn
police assigned to 12-hour shifts shall be 12 hours.
September 11 Holiday (Personal Holiday) Effective September 1, 2009 the Personal
Holiday for sworn Firefighters who are regularly assigned to work eight hour shifts
will be abolished and September 11th shall be added as a designated holiday. The
September 11th holiday shall be scheduled and taken beginning October 1 of each
year through August 31. The September 11th holiday must be taken in one complete
day/shift and is lost if not used beginning October 1 of each year through August 31.
Payment shall be made for the September 11th holiday upon separation, retirement
or death of the employee if not taken during the year, providing the employee has
not been discharged as a result of criminal or civil misconduct involving City property,
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personnel, or official position. Payment at separation for the unused September 11th
holiday will be based on an 8- hour work day.
* In the event that this date is not going to be observed as a normally scheduled
holiday, an alternate date shall be posted no later than October 1.
Note: Holidays that fall on SATURDAY shall normally be observed on the preceding
FRIDAY and holidays that fall on SUNDAY shall normally be observed on the
following MONDAY.
.09 Employees desiring to observe religious, federal, or state holidays not coinciding with
official holidays of the City, may be granted time-off without pay or may be authorized
to use accrued vacation or compensatory time.
.10 Firefighters working 24-hour shifts do not observe the City’s nine designated
holidays. They are eligible for five floating holidays to be scheduled and taken
beginning October 1 of each year through August 31 of the next year. Effective
September 1, 2009 the number of floating holidays shall be reduced to four and
September 11th shall be added as a designated holiday. The September 11th holiday
shall be scheduled and taken beginning October 1 of each year through August 31.
Firefighters who are employed for a portion of the fiscal year (whether first or last
year of employment) shall earn holidays pursuant to the following schedule, if they
are in pay status any portion of the quarter:
· first quarter of the fiscal year will earn two holidays
· second quarter of the fiscal year will earn one holiday
· third quarter of the fiscal year will earn one holiday
· fourth quarter of the fiscal year will earn September 11th holiday
Firefighters who are employed throughout the entire fiscal year are eligible to use all
five holidays listed above at the beginning of each fiscal year. However, they cannot
use holidays to be earned in a future fiscal year. Additionally, if a firefighter’s
employment ends during the fiscal year and they have taken more holidays than
earned by the quarter in which employment ends, they shall re-pay the City for the
unearned holiday(s) on their final check.
The hourly rate of Firefighters assigned to 24 hour shifts is based on a 56-hour work
week (annual salary ÷ 2912 hours/year). However, when Firefighters are temporarily
assigned to 8 hour shifts they will have their hourly rate converted to a 40-hour work
week (annual salary ÷ 2080 hours/ year). Firefighters temporarily assigned to 8 hour
shifts will continue to accrue holiday pay the same as firefighters assigned to 24 hour
shifts. If firefighters are temporarily assigned to 8 hour shifts and one of the City’s
designated holidays fall during this period, they have the option of being paid eight
hours of vacation, comp time or holiday pay. If vacation pay is used their accruals will
be charged 12 hours, if comp time is used their accruals will be charged 8 hours and
if holiday pay is used, their accruals will be charged 13.33 hours (5 City designated
holidays x 24 hours = 120 hours ÷ 9 holidays for general employees = 13.333 hours
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for firefighters). Additionally, holidays must be taken in 24 hour increments unless
holiday accruals are less than 24 hours as a result of working a temporary
assignment as mentioned above.
Firefighters who have not used all of their accrued holiday hours by August 31 shall
be compensated for up to but not exceeding 72 hours on the last paycheck in
September. Any additional unused holiday hours will be lost.
Firefighters may be paid at their current rate of pay for accrued unused holiday hours
upon separation, retirement or death of the employee, provided however the
employee is not being discharged as a result of criminal or civil misconduct involving
City property, personnel or official position.
Revised 04/03/2015
Revised 02/19/2016
Revised 08/10/2018
Revised 06/09/2019
Revised 03/01/2020
Revised 06/16/2021