The purpose of Paid Time Off (PTO) is to provide time off from work with pay due to illness or disability, vacation, appointments, emergencies, or personal convenience. PTO may also be used for the purpose of safety leave in order to provide or receive assistance because of sexual assault, domestic abuse, or stalking.

PTO begins to accrue at the start of employment and may be used after 60 days of employment (the pay period after it becomes available on the pay statement). If an employee requests to use PTO before 60 days, hours taken will be considered unpaid time off.

Employees are accountable and responsible for managing their own PTO hours to allow for adequate reserves to cover time off from work. Employees must use available PTO before they can take any unpaid leave.  Requests are to be submitted for advanced approval from the employee’s supervisor. Requests will be reviewed based on a number of factors, including business needs and staffing requirements.  Upon review, requests are honored based on the date submitted.  Employees may be asked to schedule alternate time off if, in the opinion of management, the request does not allow for the continued day-to-day operation of business.

Employees who are unable to report to work due to illness, injury, or a critical safety issue should notify their direct supervisor before the scheduled start of their workday, or as soon thereafter as practicable. The direct supervisor must also be contacted on each additional day of absence. Absence due to illness in excess of three consecutive days requires reasonable documentation from a diagnosing professional that the employee is ready to return to work.

Unscheduled absences are defined as time away from work that is reported after the start of a shift or with insufficient time to cover the duties and responsibilities of the absent employee.  Unscheduled absences will be monitored and an employee will be counseled when the frequency of unscheduled absences adversely affects the operations of the department. The supervisor may request the employee to provide a statement from his or her health care provider at any time concerning the justification for an unscheduled absence.

PTO is specific to an individual employee and is not eligible to be transferred to others.

Full-time staff (exempt and non-exempt) (Effective 07/01/2010)

Maximum 200 hours in bank (5 weeks) (Effective June 30, 2011)

0-72 months of eligible service (<6 years approx.) – Accrues 15 days or 120 hours per year, calculated as
4.6 hours per pay period

73-144 months of eligible service (6 years approx.) – Accrues 20 days or 160 hours per year, calculated as
6.15 hours per pay period

145-216 months of eligible service (12 years approx.) – Accrues 25 days or 200 hours per year, calculated as
7.69 hours per pay period

217-300 months of eligible service (18 years approx.) – Accrues 30 days or 240 hours per year, calculated as
9.23 hours per pay period

Part-time staff

Maximum 100 hours in bank

Accrue as above, pro-rated for full time equivalency over 50%

Part-time regular staff members normally scheduled for 20 hours or more per week and more than 5 months per year accrue Paid Time Off according to their FTE percentage during the months worked.

Last modified: April 13, 2018