PAID TIME OFF DEFINITION AND PURPOSE

Transcription

1 PAID TIME OFF DEFINITION AND PURPOSE Enle Medical Center recgnizes that tday's health care wrker desires a flexible plan t allw fr time ff frm wrk. T accmplish this gal, Enle Medical Center prvides a Paid Time Off (PTO) prgram. Enle Medical Center believes that a perid f cntinuus time ff each year is beneficial t ur emplyees well-being and it is therefre encuraged. The PTO prgram is integrated with an Extended Sick Leave (ESL) prgram, designed t prvide incme prtectin during extended illness r injury. This plicy utlines the apprpriate prcedure fr the use f PTO benefits. (See the plicy n Extended Sick Leave fr infrmatin n that benefit.) POLICY AND PROCEDURE Eligibility fr PTO accrual: All full time and part time emplyees regularly scheduled t wrk 48 r mre hurs per pay perid are eligible fr PTO. Per diem and casual emplyees are nt eligible t participate in the PTO prgram. Accrual f PTO hurs: PTO accrual is based n all regular time wrked, PTO paid, and ESL paid in each pay perid, up t a maximum f 80 hurs. In additin, PTO accrues n jury duty, bereavement leave, class time, and lw census. PTO will nly accrue n lw census time if it is indicated n the emplyee's time sheet. N adjustment will be made if the emplyee fails t dcument lw census n the timesheet. All vertime, n-call, n-call hurs wrked, and unpaid leaves f absence are excluded frm PTO accrual. The PTO hurly accrual rate is based n years f service at Enle Medical Center and begins t accrue n the first day f emplyment. A year fr all emplyees is 2,080 regular (includes jury, bereavement, class and lw census time), PTO, and ESL hurs. The accrual rate will change when the apprpriate years f service have been cmpleted, based n actual hurs nt n date f hire. Emplyees will cntinue t accrue PTO benefits, up t a maximum f 320 hurs, as lng as they cntinue t receive a paycheck frm the medical center. Managers may accrue a maximum f 350 hurs f PTO. The fllwing is the accrual rate fr part time r full time nn-exempt emplyees. The annual accrual rate shwn is fr full time emplyees (2,080 hurs), and is prrated fr part time emplyees, based n hurs wrked.

2 PAID TIME OFF Page 2 f 5 Years f Service Hurs Equivalent Hurly Accrual Rate *Annual Accrual Rate , hurs 5-6 8,320 12, hurs ,480-20, hurs ,800-31, hurs Greater than 15 31, hurs The fllwing is the accrual rate fr full time exempt emplyees. Years f Service Hurs Equivalent Annual Accrual Rate , days/232 hurs 5-6 8,320 12, days/272 hurs ,480-20, days/312 hurs ,800-31, days/320 hurs Greater than 15 31, days/328 hurs PTO Accrual "Bank": Each emplyee establishes a bank f PTO hurs, up t a maximum f 320 hurs. When time is used fr paid leave frm wrk, it is subtracted frm that bank. Payment fr that time is made at the emplyee's base hurly rate f pay, including shift differential. Managers may bank a maximum f 350 hurs f PTO. Use f Accrued PTO Hurs: Scheduled Absences: PTO shall be used fr any time ff, apprved in advance frm regularly scheduled wrk, such as vacatin, hliday, religius bservance, preventive health r dental care, and persnal business. It may be used, in additin t regular time wrked, up t, but nt t exceed 80 hurs per pay perid. All full days scheduled ff will be paid based n the emplyee s apprved schedule (e.g., eight hurs; ten hurs; twelve hurs). Exempt emplyees may use partial PTO days in fur hur increments nly. If less than fur hurs f wrk is missed, the emplyee will be paid his r her nrmal salary. Emplyees may begin t use accrued PTO frm their date f hire, as it is available. N negative balances will ccur. As with any scheduled time ff, the manager's apprval is required in advance. Requests are subject t adjustment by the department

3 PAID TIME OFF Page 3 f 5 manager, accrding t the needs f the Medical Center. Time ff shuld generally nt be granted t an emplyee if he r she des nt have PTO available. Any exceptin t this is at the discretin f the supervisr/manager. In mst cases, three weeks ntice is required t request PTO; hwever, departmental plicy varies, and emplyees shuld familiarize themselves with departmental prcedure. Hlidays: If a nn-exempt emplyee des nt wrk n an bserved hliday and is nt able t meet his/her schedule f recrd fr the pay perid because f the hliday, the emplyee may chse t use PTO fr the hliday r g unpaid. PTO and ESL will nt accrue n the unpaid hurs. If there are n hurs in the emplyee's PTO bank, n payment will be made. If an emplyee is n call n a hliday, and is called back t wrk, the emplyee may chse whether r nt t use PTO fr the hliday. Due t the scheduling needs f the Medical Center, the Medical Center cannt guarantee that all emplyees will receive the hliday ff n the actual day f the hliday. Every effrt will be made by managers t schedule as many emplyees ff n the hliday as pssible. Enle Medical Center bserves the fllwing hlidays: - New Year's Day - Independence Day - Martin Luther King, Jr. Birthday - Labr Day - President's Day - Thanksgiving Day - Easter Sunday - Christmas Day - Memrial Day Nn-exempt emplyees receive time-and-ne-half fr wrking n these recgnized hlidays. If the emplyee is nt needed t wrk n the hliday, but requests t wrk in rder t have anther day ff, the emplyee will nt receive vertime pay. Unscheduled Absences: In cases invlving emergency r illness, it may nt be pssible t schedule PTO in advance. In such instances, the emplyee is t call in as sn as pssible in accrdance with departmental prcedures. PTO will be used fr the first twenty-fur scheduled wrk hurs f any absence. (See ESL and Leave f Absence plicies fr absences due t illness lasting lnger than twenty-fur hurs, and absences fr which ESL may be used immediately.)

4 PAID TIME OFF Page 4 f 5 Cases in which an emplyee has excessive unscheduled absences shuld be treated in accrdance with the apprpriate disciplinary prcedure, as utlined in Enle Medical Center's attendance plicy. Other PTO Payments: All accrued PTO will be paid upn retirement r separatin f emplyment, at the rate f pay in effect at that time, including shift differential if applicable. If the emplyee returns t full r part time emplyment within ne year, the emplyee s accrual rate will be at the level it was prir t separatin. All accrued PTO will be paid t the emplyee upn changing t per diem r casual status. If the emplyee cnverts back t a full r part time status within ne year, the emplyee s accrual rate will be at the level it was prir t cnversin t casual r per diem status. Emplyees may request t be paid fr a prtin f PTO, at the straight time rate f pay under the fllwing circumstances: Emplyees may cash ut Paid Time Off hurs tw times in a fiscal year (July 1 June 30). A minimum f 40 hurs and a maximum f 60 hurs may be cashed ut per request. All Paid Time Off hurs cashed ut will be paid at 95 percent f the value f the request, cnsistent with the cnstructive receipt requirements f the Internal Revenue Service. A minimum balance f PTO must be maintained depending n the emplyee s schedule status. Cntact the Human Resurces Department fr specific infrmatin. PTO hurs used in this manner will nt accrue additinal PTO r ESL hurs. Emplyees may request t be paid fr a prtin f PTO at the straight time rate f pay at 100 percent f the value t prvide fr an unexpected catastrphic event which causes a financial hardship, subject t the apprval f Human Resurces. The amunt shall nt exceed the amunt required t defray the actual expense f the event. The restrictins n PTO cash ut as described abve shall nt apply t apprved hardship payments. PTO hurs used in this manner will nt accrue additinal PTO r ESL hurs. Payments must cmply with the guidelines issued by the IRS (Internal Revenue Service). PTO Dnatin: On apprval f Human Resurces, emplyees may dnate unused PTO hurs fr the benefit f emplyees wh have exhausted all available PTO, and have experienced an unfreseeable medical emergency as defined by the IRS. All such requests shall be submitted in writing, n a PTO Dnatin frm. Emplyees must maintain a minimum PTO balance f frty hurs after the dnatin.

5 PAID TIME OFF Page 5 f 5 PTO Mnitring: It is the manager's respnsibility t mnitr and encurage the apprpriate use f PTO. N negative balances will ccur. Emplyees are required t accunt fr their regularly scheduled hurs, and PTO must be used fr all absences, except lw census time, military leave, r pregnancy disability leave, in which case the use f PTO is ptinal. Original Dates: 07/97 Revised/Reviewed: 6/99, 6/02, 9/04, 11/04, 7/05, 12/06, 12/08, 9/12, 5/13