PTO / TIME OFF REQUEST FORM
Please complete this form to request time off or vacation. All time off / vacation request should be submitted at least 2 weeks in advance to make arrangements for your absence. All employees (both hourly & salary) are required to submit requests anytime they wish to be off. For questions or concerns, please see Keri or your Division Manager.

Time Off / Vacation Pay effective 1/1/2011 Updated 2017
**************************************REVISED 4/1/18 **************************************
Paid Time Off (PTO) Policy

1.0 PURPOSE & SCOPE
The purpose of this policy is to clearly establish the amount of PTO that employees can earn, when the time is available to use and if a “cash out” of PTO is available, when and how much time can be cashed out rather than used.

2.0 GUIDELINES
PTO for Full Time employees is earned as follows:
Position Hours Earned When Time is Earned, and is Available
Hourly Field and Office 40 hours At the 1-year Anniversary of hire
Hourly Field and Office 80 hours At the 2-year Anniversary of hire
Hourly Field and Office 120 hours At the 7-year Anniversary of hire
Foremen & Superintendents 40 hours At the 1-year Anniversary of hire
Foremen & Superintendents 80 hours At the 2-year Anniversary of hire
Foremen & Superintendents 120 hours At the 5-year Anniversary of hire
Foremen & Superintendents 160 hours At the 10-year Anniversary of hire
Professional / Salary Positions 40 hours At the 1-year Anniversary of hire
Professional / Salary Positions 80 hours At the 2-year Anniversary of hire
Professional / Salary Positions 120 hours At the 5-year Anniversary of hire
Professional / Salary Positions 160 hours At the 10-year Anniversary of hire

Any and all deviations from the hours earned guideline above (i.e., PTO granted at hire) must be approved in writing by the Division Manager or by a Board Member. Part-time and/or Seasonal employees are not eligible to earn PTO.
PTO time is not earned during lengthy periods of absence. If absent from work for a consecutive month or more earned time will be reduced at the next anniversary prorated for the time missed (months).
Re-hires will earn PTO based on their re-hire date. If they have been gone 3 months or less the original hire date will be reinstated for purposes of earning PTO.

3.0 USE OF PTO TIME
Employees can use PTO once it is earned, however, it must be requested 2 weeks in advance whenever possible and use is granted by the supervisor/manager based on business needs.

4.0 ELIGIBILITY FOR CASH OUT OF PTO TIME
Employees regardless of position would be required to use and/or be eligible for cash out of PTO time based on the number of hours earned as outlined in the table below. All hours earned that must be used will be available to the employee until the next anniversary date plus 60 days. All hours earned that are eligible for cash out may be cashed out at anytime after they are earned.
Hours Earned Hours Eligible for Cash Out If “Cash Out” hours are not requested by anniversary date what happens to the hours Hours that MUST be Used If “MUST be Used” hours are not used by anniversary date what happens to the hours
40 0 Available balance cashed out at anniversary. 40 Must be used by 60 days after anniversary or the hours are lost.
80 40 Balance up to 40 eligible hours cashed out at anniversary. 40 Must be used by 60 days after anniversary or the hours are lost.
120 60 Balance up to 60 eligible hours cashed out at anniversary. 60 Must be used by 60 days after anniversary or the hours are lost.
160 80 Balance up to 80 eligible hours cashed out at anniversary. 80 Must be used by 60 days after anniversary or the hours are lost.

5.0 REQUESTING PTO TIME
All employees are required to submit their time off / PTO requests through the online link.
https://goo.gl/forms/Utj0Oy5lVZTqlocM2
Requests submitted are routed weekly to the management team for approval. In the case of emergencies, employees should contact their management team directly.
HR must receive approval of time off requests no later than end of day on Monday for payment to be included in the same weeks pay. If not received by end of day on Monday the payment will be processed with the following weeks payroll.

6.0 PAYMENT OF PTO TIME
Any PTO that is considered a “Cash Out” will be paid in a separate check from the normal payroll run.
Any PTO time requested that would result in the employee having more than 40 hours for the pay period will be paid in a separate check.
If the employee does NOT want a separate check they must request so in writing via email to HR no later than end of day on Monday.
If an employee leaves the organization on good terms and provides a 2 week notice any hours eligible for cash out that are still available on the employee’s last day will be paid.
If an employee is terminated for cause no PTO will be paid out at termination.

7.0 ADDITIONAL TIME EARNED
Employees that work on jobs that fall under the Davis Bacon Act will be awarded 1 hour of paid time for every 30 hours of work on that job. Employees may request to use the time 7 days in advance, if an emergency request directly through supervisor. Employees will not be eligible for payout of time at termination. If not used a maximum bank of 56 hours will be allowed, if not used no additional time will accrue until time is used.

Employee ID #: *
Your answer
Employee Name: *
Your answer
Division *
Request Type: *
First date away from work:
***IF requesting a Cash Out : List FDA as the week ending date of the week you want to be paid. Example: IF you want the Cash Out to be paid 4/6/18, you would enter 4/1/18.
MM
/
DD
/
YYYY
Date returning to work:
This is the date you wish to return to work. If your vac is m-f and you want the weekend off; you should list the following Monday as your date returning to work. Otherwise, you may be scheduled to work the weekend. ***IF requesting a Cash Out : List Date Returning as the week ending date of the week you want to be paid. For example: If you want the Cash Out to be paid 4/6/18, you would enter 4/1/18
MM
/
DD
/
YYYY
Amount of vacation HOURS requested TO USE or Cash Out: *
Specify how many hours per day you are requesting. (Ex. Mon 10, Tues 5, etc). If you are taking time off as unpaid; record the amount to use a ZERO. {SALARY EE'S: 40 Hour Work Week is paid per : 9 hrs M-Th, 4 hrs Fri} ** See above policy on Cash Outs
Your answer
Reason for absence / Notes:
Your answer
Submit
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