Paid Time Off - Salaried and Hourly Employees

Submitted by TMHopkins on Thu, 05/06/2021 - 20:33
Policy: 

Personal Time Off (PTO)

Salaried and full time hourly employees of Mains’l are eligible to utilize accumulated Personal Time Off (PTO) as an employment benefit. PTO provides flexibility and greater opportunity for employees to manage their time off according to their own lifestyle and needs. Part-time employees do not earn or accrue PTO.

Personal Time Off is important for the physical and mental health of employees and every effort is made to accommodate PTO requests. However, consideration must also be given to the needs of the people supported by the agency and to maintaining the prescribed staffing schedules at the work site. For this reason, supervisor approval is required for all PTO requests.

Employees are expected to find replacements for their personal time off.

Employees begin to earn PTO on their first day of full time employment status. Employees earn PTO based on the actual number of hours worked. Earned PTO hours can be taken once accrued with supervisor approval.

The schedule for the maximum PTO hours per year and the accumulation per hour are:

Accumulation by Year Eligible to Take Max PTO Hours/Year PTO Accumulated/Hour Worked
0 -1st year of full time   1st year of full time and beyond 48 .0230769
2nd year of full time 2nd year of full time and beyond 80 .0384615
3rd  year of full time 3rd  year of full time and beyond 80 .0384615
4th  year of full time 4th year of full time and beyond 96 .0461538
5th  year of full time 5th year of full time and beyond 96  .0461538
6th  year of full time  6th year of full time and beyond  120 .0576923
7th  year of full time 7th year of full time and beyond 120 .0576923
8th  year of full time 8th year of full time and beyond 144 .0692307
9th  year of full time  9th year of full time and beyond 144  .0692307
10th year and beyond  10th year of full time and beyond  160  .07693

The maximum of PTO an employee can have accrued in their PTO account at any time is 150% of the Max PTO Hours/Year as referred in the schedule above.

Bereavement Leave

Paid leave up to three (3) days is granted to full time hourly employees in the event of the death, pregnancy loss, funeral or estate settlement of an immediate family member. Immediate family member includes spouse, parents, children (including unborn children), siblings, grandparents, grandchildren, step-children, parents-in-law, sister-in-law, brother-in-law, daughter-in-law, and son-in-law and common law domestic partners as defined by law.

Jury Leave

Mains’l supports the civic responsibility of employees when called for jury duty. Mains’l supplements jury pay to full time hourly employees, up to a maximum of two (2) weeks, with the amount necessary so the employee’s take home pay is unchanged.

Parental Leave

Mains’l recognizes the importance of parental involvement, support, and nurturing following the birth or adoption of a child. In support of this commitment to parenting, eligible employees, upon request, are granted four (4) weeks of paid leave. For eligible employees, additional unpaid leave, up to eight (8) more weeks, can be requested under the Family and Medical Leave Policy.

Upon return to work, the employee is guaranteed the same rate of pay as prior to the leave. Every effort is made to return the employee to the same position or a position of comparable responsibility.

Bone Marrow and Organ Donor Leave

Mains’l will provide employees with a paid leave of absence for the purpose of donating organs or bone marrow. When donating an organ, you may take up to 30 paid business days in any one-year period. When donating bone marrow, you may take up to five paid business days in any one-year period. The one-year period for both leaves is measured from the date leave begins.

Mains’l will also provide an additional unpaid leave of absence of up to 30 business days in a one-year period when donating an organ. The one-year period is measured from the date leave begins.

Interpretation

The designated human resources personnel is responsible for interpreting this policy, if needed.

Procedure: 

Personal Time Off (PTO)

All full time employees are eligible for Personal Time Off (PTO) according to policy. Full time employees receive PTO according to the schedule in the Paid Time Off – Salaried and Hourly Employees policy.

  1. How can I request to use PTO?
    1. Notify the supervisor, verbally or in writing, and submit an online request in the time tracking system.
    2. All PTO requests must be given two (2) weeks in advance.
    3. The employee is expected to find replacements for their personal time off.
    4. Replacement employees must not incur overtime by working the replacement shift.
    5. When staffing schedules dictate, the immediate supervisor after consulting with Human Resources may cancel or postpone previously approved PTO requests. When this is necessary, as much notice as possible is given.
    6. Advances on PTO are not permitted
    7. PTO must be used for all time off that is not covered by another paid time off account.
  2. What are the limitations?
    1. If overtime is worked during a week in which PTO has been used, the employee will not be paid time and one-half for overtime until the actual hours worked exceed forty (40) hours.
    2. The PTO balance is carried over from one service year to another up to 150% of the accrual rate.
  3. What happens if I leave Mains’l?
    1. PTO is paid to the employee at the time of resignation or termination.
  4. How is PTO administered?
    1. PTO balances are recorded on the online platform or payroll check stub.

Bereavement Leave

  1. How can I request to use bereavement leave?
    1. If the bereavement leave is anticipated, notify the supervisor, verbally or in writing, and submit an online request in the time tracking system with as much notice as possible.
  2. In what situations can I use bereavement leave?
    1. All full time employees are eligible for bereavement leave.
    2. Up to three (3) days can be used in the event of the death, funeral or estate settlement of an immediate family member.
    3. Immediate family member includes spouse, parents, children (including unborn children), siblings, grandparents, grandchildren, step-children, parents-in-law, sister-in-law, brother-in-law, daughter-in-law, and son-in-law and common law domestic partners as defined by law.
  3. What happens if I leave Mains’l?
    1. Bereavement leave benefits do not accrue and no payment is made for unused bereavement leave benefits upon termination.

Jury Leave

  1. How can I request to use Jury leave?
    1. Notice of Jury Duty from the Country, District or Federal court must be submitted accompanied by an online request in the time tracking system with as much notice as possible.
  2. In what situations can I use Jury leave?
    1. All full time employees are eligible for paid time off while serving on a jury.
    2. Employees are eligible to receive up to a maximum of two (2) weeks of pay to supplement jury pay.
  3. What are the limitations?
    1. The employee and the supervisor determine the extent of the employee’s job responsibilities while on jury duty.
  4. What happens if I leave Mains’l?
    1. Jury leave benefits do not accrue and no payment is made for unused jury leave benefits upon termination.

Parental Leave

  1. How can I request to use parental leave?
    1. The employee completes the “Parental Leave Request,” with approximate dates of the leave, and an online request in the time tracking system to the immediate supervisor.
    2. The hours of parental leave taken per pay period must correspond to the regular schedule of the employee. (For example, if an employee is scheduled to work 37 hours per week, that is the amount of parental leave paid per week.)
  2. In what situations can I use parental leave?
    1. Parental leave is available following the birth or adoption of a child.
    2. All full time hourly employees, who have been employed for a minimum of one consecutive year prior to the leave request, and have been full time during that year, are eligible for paid time off following the birth or adoption of a child.
  3. What are the limitations?
    1. The paid leave is equivalent to the regular schedule of the employee. If an employee works 37 hours per week, the employee is eligible for 4 weeks at 37 hours of paid parental leave or 148 total hours. 160 hours is the maximum available.
    2. The leave must be taken within the first six (6) months of the birth or adoption.
    3. The cost of medical, life, and dental benefits must be assumed by the employee effective on the first of the month following four (4) weeks of leave. For employees who are eligible for Family and Medical Leave benefits, other arrangements may apply. (See policy Family and Medical Leave)
    4. If the employee requests a leave in excess of four (4) weeks, the Family and Medical Leave policy or the Unpaid Leave of Absence policy must be followed.
    5. In cases where both parents are employed by the Company and are eligible for leave, the maximum amount of total leave for both parents is 12 weeks. The Company may, but is not required to, grant simultaneous leave to both parents.
  4. What happens if I leave Mains’l?
    1. Parental leave benefits do not accrue and no payment is made for unused parental leave benefits upon termination.

Bone Marrow and Organ Donor Leave

  1. How can I request to use Bone Marrow and Organ Donor leave?
    1. Notify the supervisor, verbally or in writing, and submit an online request in the time tracking system.
    2. You are required to provide as much advance notice as possible if you wish to take leave to donate an organ or bone marrow.
    3. Provide Human Resources with verification from a physician that the donation will take place and that there is a medical necessity for the donation.
  2. In what situations can I use Bone Marrow and Organ Donor leave?
    1. All employees are eligible for Bone Marrow and Organ Donor leave.
    2. Employees may take up to 30 paid business days in any one-year period. When donating bone marrow, you may take up to five paid business days in any one-year period
  3. What are the limitations?
    1. Before taking paid leave under this policy, you must first use two weeks of accrued sick or vacation time when donating an organ, or five days accrued sick or vacation time when donating bone marrow.
    2. Leave taken under this policy does not constitute a break in service for health insurance coverage, accrual of vacation or sick pay, or seniority; however, the leave may not run concurrently with federal Family and Medical Leave Act or California Family Rights Act leave.
  4. What happens if I leave Mains’l?
    1. Bone Marrow and Organ Donor benefits do not accrue and no payment is made for unused leave benefits upon termination.