Paid Time Off (PTO)

Paid Time Off (PTO) is an all purpose time-off policy for eligible employees to use for vacation, illness or injury, and personal business. It combines traditional vacation and sick leave plans into one flexible, paid time-off policy. Employees in the following employment classification(s) are eligible to earn and use PTO as described in this policy:

* Regular full-time employees

* Introductory employees

Once employees enter an eligible employment classification, they begin to earn PTO according to the schedule below. However, before PTO can be used, a waiting period of 90 calendar days must be completed. After that time, employees can request use of earned PTO including that accrued during the waiting period.

The amount of PTO employees receive each year increases with the length of their employment as shown in the following schedule:

*Upon initial eligibility the employee is entitled to a maximum of 22 PTO days each year, accrued monthly at the rate of 1.833 days.

*After 3 years of eligible service the employee is entitled to 27 PTO days each year, accrued monthly at the rate of 2.25 days.

*After 5 years of eligible service the employee is entitled to 32 PTO days each year, accrued monthly at the rate of 2.667 days.

*After 10 years of eligible service the employee is entitled to 37 PTO days each year, accrued monthly at the rate of 3.083 days.

The length of eligible service is calculated on the basis of a "benefit year." This is the 12-month period that begins when the employee starts to earn PTO. An employee's benefit year may be extended for any significant leave of absence except military leave of absence. Military leave has no effect on this calculation. (See individual leave of absence policies for more information.)

As a courtesy to employees, any employee who is required to work more than 40 hours in a given week may earn additional PTO at an hour-for-hour rate with advance approval by their Supervisor or the Executive Director. It is preferred that employees use flexible scheduling to limit PTO earned in this manner. In the event that schedule adjustments cannot be made and such accrual is approved, PTO will be earned at a rate of one hour for each hour worked in excess of 40 hours in a given week.

PTO can be used in minimum increments of two hours. Employees who have an unexpected need to be absent from work should notify their direct supervisor before the scheduled start of their workday, if possible. The direct supervisor must also be contacted on each additional day of unexpected absence.

To schedule planned PTO, employees should request advance approval from their supervisors. Requests will be reviewed based on a number of factors, including business needs and staffing requirements.

PTO is paid at the employee's base pay rate at the time of absence. It does not include overtime or any special forms of compensation such as incentives, commissions, bonuses, or shift differentials.

In the event that available PTO is not used by the end of the benefit year, employees may carry unused time forward to the next benefit year. If the total amount of unused PTO reaches a "cap" equal to 500 hours, further accrual will stop. When the employee uses PTO and brings the available amount below the cap, accrual will begin again.

Employees are encouraged to maintain at least 200 hours of PTO for emergencies. Current employees who have accrued PTO in excess of a 200 hour reserve may request to cash in up to 200 hours per fiscal year provided a reserve of PTO of at least 200 hours is maintained. Requests to cash in PTO will be reviewed individually by the Council's governing body at a regularly-scheduled meeting. A determination to approve, deny, or modify the request will be made based on the availability of funds and other factors upon recommendation of the Executive Director.

Upon termination of employment, employees will be paid for unused PTO that has been earned through the last day of work up to a maximum of 200 hours. However, if SWVEMS, in its sole discretion, terminates employment for cause, forfeiture of unused PTO may result.

Policy No.  315  Issued  5/1/2007  Applicable  5/1/2007