7R - Paid Time Off (PTO)_FINAL.pdf

VCSB Policies & Procedures Section: Human Resources

Category: Leave & Time Management Enacted: 1/1/2015 Subject: 7R - Paid Time Off (PTO) Reviewed: 10/16/2023

Revision Dates: 9/28/2016, 10/26/2016, 1/22/2018, 5/30/2018, 10/26/2021, 11/2/2022

Eligibility All regular full-time and regular part-time employees who work at least 20 hours per week are eligible to accrue and use paid time off (PTO). Contracted, PRN and temporary employees are not eligible for PTO.

Accrual Rate

Years of Service Hours Accrued Per Month Maximum Annual

Carry-Over Designated Non-Designated 0 to 4.9 Years 13.33 14.67 240

5 – 9.9 years 15.33 16.67 276 10 – 14.9 Years 17.33 18.67 312 15 – 19.9 Years 19.33 20.67 348

20+ Years 21.33 22.67 384 MD/PA/NP n/a 22.67 384

1. Accrual will increase on the first pay period following an employee’s milestone anniversary. If the milestone anniversary falls on the first or the fifteenth of a month, the accrual will increase on the anniversary date.

2. PTO accrual is prorated in the following circumstances:

a. Both the accrual and maximum annual carry-over amounts will be prorated for an employee who works less than 40 hours per week. For example, an employee with 5 years of service who works 20 hours per week will accrue 7.67 hours per month and have a maximum annual carry-over of 138 hours.

b. Accrual will be prorated for any employee with more than 8 hours of leave without pay included in a timecard.

c. Employees are not eligible for accrual in any pay period containing fewer than 3 paid hours. Short-term disability insurance payments provided through VCSB and paid administrative leave do not count as paid hours for this purpose.

Use of Paid Time Off (PTO) Leave

1. PTO leave may be used for:

a. Vacation and other personal purposes.

b. Authorized Inclement Weather days.

c. Personal illness.

d. Illness or death of relatives.

e. Scheduled medical, dental, or other health related appointments unable to be accomplished outside normal work hours. Such appointments shall be scheduled to accommodate business needs when possible.

DocuSign Envelope ID: AF0A0A38-282D-4421-9DA2-C77AD0B35E74

f. Employees approved to receive short term disability benefits for non-work-related disabilities through the agency’s employer paid Short Term Disability plan may use PTO hours to bring their combined gross compensation to 100% of their regular base pay.

2. Use of PTO is subject to supervisory authorization.

3. When accessing PTO for personal illness or illness or death of relatives, it is the employee’s responsibility to notify their supervisor prior to the start of their shift so appropriate coverage can be arranged. The employee may be required to provide a physician’s statement containing the following:

a. Description of disability or illness.

b. Legitimacy of the employee’s absence.

c. Probability of extended illness or disability.

4. Employees with on-going health related appointments should work with their supervisors to implement an alternate work schedule as much as possible. Appointments should be scheduled during non-work hours if possible.

5. When accessing PTO for vacation or other personal purposes:

a. Employee must have prior approval from their supervisor.

b. PTO will be approved contingent on program needs.

6. The use of PTO shall not be used to generate more than 40 hours of paid time when combined with regular work hours or paid holidays in a Sunday through Saturday period.

7. No PTO shall be approved when the absence was a result of unauthorized leave from the agency.

PTO Cash-Out

1. An employee terminating employment with VCSB is to be paid for unused PTO up to the maximum annual carry-over amount. Employees who are terminated for a group offense, fail to provide the required notice of resignation, or fail to work their full notice period are ineligible for PTO cash-out upon separation from the agency. Employees in their probationary period are not eligible for a PTO cash-out upon separation for any reason.

2. Accrued PTO may be cashed out twice during the calendar year. A Spring cash-out will be available for payment May 15, and a Fall cash-out will be available for payment November 15.

a. Cash-out will be calculated based on the employee’s rate of pay at the time of the cash-out request.

b. If an employee elects to cash-out PTO, the minimum amount to be requested is 1 hour and the maximum amount to be requested is 20 hours for employees with 1 to less than 10 years of service and 30 hours for employees with more than 10 years of service per cash-out opportunity.

c. Employees must have at least 80 hours remaining in their PTO bank as of the end of the pay period preceding the cash-out date, excluding the hours requested for cash-out.

d. Employees may not receive a cash-out of PTO during their resignation period if doing so would provide total payment of PTO greater than the amount they would otherwise be eligible to receive at the end of employment based on their maximum accrual limit and required notice period.

3. Employees may elect one of two options for PTO hours beyond the maximum accrual:

a. Roll all excess hours into a sick leave bank. No employee action is required for excess PTO to convert to sick leave, or

b. Cash out excess hours for 50% of the total cash value. Employees must notify Human Resources of their desire to cash out excess PTO before December 31.

DocuSign Envelope ID: AF0A0A38-282D-4421-9DA2-C77AD0B35E74

Exceptions Exceptions to any component of this policy must be approved by the Executive Director.

Approval

Human Resources Director Date

Executive Director Date

DocuSign Envelope ID: AF0A0A38-282D-4421-9DA2-C77AD0B35E74

10/16/2023

10/16/2023