Time Off / Vacation Pay effective 1/1/2011 Updated 2017 **************************************REVISED 4/1/18 **************************************Paid Time Off (PTO) Policy
1.0 PURPOSE & SCOPEThe 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 GUIDELINESPTO for Full Time employees is earned as follows:Position Hours Earned When Time is Earned, and is AvailableHourly Field and Office 40 hours At the 1-year Anniversary of hireHourly Field and Office 80 hours At the 2-year Anniversary of hireHourly Field and Office 120 hours At the 7-year Anniversary of hireForemen & Superintendents 40 hours At the 1-year Anniversary of hireForemen & Superintendents 80 hours At the 2-year Anniversary of hireForemen & Superintendents 120 hours At the 5-year Anniversary of hireForemen & Superintendents 160 hours At the 10-year Anniversary of hireProfessional / Salary Positions 40 hours At the 1-year Anniversary of hireProfessional / Salary Positions 80 hours At the 2-year Anniversary of hireProfessional / Salary Positions 120 hours At the 5-year Anniversary of hireProfessional / 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 TIMEEmployees 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 TIMEEmployees 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 hours40 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 TIMEAll employees are required to submit their time off / PTO requests through the online link.https://goo.gl/forms/Utj0Oy5lVZTqlocM2Requests 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 TIMEAny 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 EARNEDEmployees 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.