Vacation Audit

Vacation Audit

Starting May 12, 2025 the Telestaff work codes VACATION BANK and VACATION will be merged and the Vacation Bank will be eliminated. Going forward all vacation time will be in “one bucket”.  

All 400 series employees (firefighters in combat or days and non-sworn that aren’t in the comp plan) will follow these instructions to conduct a personal audit of all vacation hours. 

WHY THE CHANGE?  

With the recent MOU changes you are now allowed to accumulate and use all vacation time without the Fire Chief’s approval. This means you can schedule additional vacation shifts (if available) beyond the hours you were awarded during Vacation Draw.  

This gives employees more flexibility with their vacation usage but also comes with more responsibility. Each employee now needs to be aware of their time, used and unused, to prevent unintended forfeiture or unintended overuse of their vacation.  

MOVING FORWARD:  

The annual Vacation Draw process will remain the same—you’ll continue to draw the hours awarded from the Vacation Draw documents. 

After the Draw, but no sooner than January 1, you may also schedule additional vacation shifts (beyond your awarded hours), up to the daily maximum number of personnel allowed off.  

 

To audit and calculate your vacation time: 

  1. If needed, download and fill out the VacationMergeWorksheet.pdf or print and fill out manually (attached at the bottom of this article). This will help determine your remaining available vacation hours for the year.  
  2. Run the Telestaff report as guided. 
  3. Calculate your hours and make any necessary adjustments to your vacation in Telestaff.  

Guide 1:  Workday Instructions (how to find your years of service) 
Log into Workday > select Profile icon () in the top right corner > click on > locate your Length of Service. 

  

 
Guide 2:  Local 81 MOU Vacation Chart (how many hours can I accumulate?) 

Text, letter AI-generated content may be incorrect. 

 
Guide 3:  Telestaff Instructions (How to find current vacation balance/scheduled vacation) 
Log into Telestaff  >  select ‘My Info’ tab at the top  >  select ‘Reports’ 

 

 
Under the ‘Available Reports’ dropdown, select ‘Accruals’ > verify dates are for current year. i.e. 1/1/25 - 12/31/25.   

 
Under ‘Accrual Group’ dropdown > select ‘Vacation Audit’ > click ‘View Report’ in upper right corner.  

This report shows the results relating to the date range of the report (from and through). Note the columns REMAINING and IN PERIOD. Remaining hours will show equally across Dayworker, Combat, Fitness reimbursement, & BC regardless of the position you are currently assigned. 

  • Vacation Accrual = Vacation hours allocated to you on January 1, based on years of service and the MOU. 

  • Vacation Balance Forward = Vacation hours earned but unused from prior years that are carried forward. 

  • Vacation Combat, Dayworker, Fitness Reimbursement, & BC Only = The number under the remaining column must be at or below the maximum in the MOU Chart by Dec. 31. Hours above that limit will be forfeited. Red numbers = hours used or scheduled in the year. 

  • Vacation Forfeit – Hours forfeited that exceeded max carry forward from the MOU (previous year).   

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