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Leitchfield adopts 50-hour cap on vacation buyback after personnel-policy change
Summary
On Sept. 15, 2025, the council approved a change to the personnel policy that limits annual carryover eligible for buyback to 50 hours to simplify accounting after an accrual change increased some employees' balances.
On Monday, Sept. 15, 2025, the council adopted a revision to the city personnel policy that caps the amount of vacation time eligible for annual buyback at 50 hours, council members said.
The change applies to hours carried over under the personnel-policy accrual adjustment earlier this year; staff said the cap is intended to limit unusually large carryovers and ease payroll accounting. "We would like to go ahead and cap that at 50 hours per year," said Laura (staff member), who presented the proposal and explained the payroll implications.
Nut graf: The personnel policy change earlier this year accelerated vacation accrual so some long-tenured employees received larger balances than under the previous schedule. Council and staff said the buyback-cap governs only the carryover created by that personnel-policy change, rather than regular annual accrual going forward.
Laura told the council the old buyback maximum had been 40 hours and that, because the updated accrual gives some employees up to five weeks of annual vacation, a 25% calculation could produce carryovers of 80 or more hours. "When you do 25% of that, that's gonna be 80 plus hours for some people," Laura said. She added that the city had been allowing those affected employees to carry that time indefinitely; the approved revision limits the amount that may be cashed out or carried for buyback accounting purposes to 50 hours.
Council members asked for implementation timing. A council member asked, "When will this go into effect?" Laura answered that if the council approved the change on Sept. 15 it would go into effect that night and be reflected in upcoming paychecks if payroll had not yet been processed.
The council approved the revision by voice vote. The motion text recorded in the meeting packet was to adopt the revision to the vacation buyback program as included in the personnel policy; the motion was seconded. The record shows the motion passed on a voice vote with all members answering "Aye." The council directed staff to distribute the updated policy language to employees.
Ending: The policy change affects city employees eligible for vacation buyback and takes effect immediately upon adoption. Staff said payroll and human-resources staff would implement the cap and notify affected employees.
