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Paid-Time-Off Policy Templates Free Download

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Below is the Paid-Time-Off Policytemplate body. If necessary, please put the personal information, company information, such as text to replace the specific content you need. you can download the .doc template file on the end of the article by click download link.

[YOUR COMPANY NAME] PAID TIME OFF POLICY


This company does not believe it is good business practice to pay employees for being sick. Very often sick days are abused or are the result of poor health habits. Instead, we provide regular full-time employees, who have completed their introductory period, with [NUMBER] days of personal leave for every [NUMBER] months of continuous employment without absence. This wellness day may be used by you at any time, for any reason, with reasonable notice to your supervisor. Accumulation of personal wellness days will be capped at [NUMBER] days per year and are not an accrued benefit. Personal wellness leave benefits do not accrue during extended leaves of absence or during vacation.

PTO banking provides you with more flexibility to use your time off to meet personal needs, while recognizing your individual responsibility to manage your paid time off.

With PTO banking, you will accumulate a specified amount of time each pay period, and you will determine how you will use it C for vacation, illness, attendance of children, school activities, medical/dental appointments, personal business or emergencies. The amount of time earned will depend on the length of your service with the company.

PTO banking does not replace the company holiday schedule; we will continue to have compensated holidays each year.


ELIGIBILITY

You are eligible to participate in the PTO banking program if you are a regular status employee scheduled to work at least [Number] hours per week. Part-time employees working more than [Number] hours per week accrue PTO on a prorated basis, depending on the number of hours worked.


DEPOSITS INTO YOUR LEAVE ACCOUNT

The amount of PTO you accrue each year is based on your length of service and accrues according to the Accrual Schedule for Full Time Employees chart below. PTO is accrued as you work. You will not accrue PTO time while you are on an unpaid leave of absence or long term disability.


ACCRUAL SCHEDULE FOR FULL TIME EMPLOYEES

Years of Service
Days Accrued   
Hours Accrued
Maximum Annual Accrual (Hours)


















MAXIMUM TIME ACCUMUALTED

Although you may carry over unused PTO time from year to year, there is a maximum, or cap amount of PTO time you can accumulate. This encourages you to use your PTO and allows the company to manage its financial obligations responsibly. Once you reach your cap, you will not accumulate any more PTO until you use some of the time in your account. After your balance goes below your maximum, you begin accruing PTO again. Maximum accrual is equal to one and one half times the annual PTO allotment.
TERMINATION

You will be paid for all accrued and unused PTO when you leave the company.


MANAGEMENT OF PTO

You are responsible for managing your paid time off. It is important that you plan ahead for how you will use your PTO account. This means developing a plan for taking your vacations, as well as doctor's appointments and personal business. It also means holding some time in "reserve" for the unexpected, such as emergencies and illnesses. The amount you reserve for illness should depend on your personal health and sick leave history.


MINIMUM INCREMENTS OF PTO

The minimum amount of PTO you can take at one time depends on whether you are an exempt or non-exempt status employee. If you are non-exempt, you may not take less than [NUMBER] hours off at a time. If you are an exempt status employee you must take PTO in increments of not less than one full day.


TYPES OF LEAVE TIME OFF NOT DEDUCTED

Time off taken for certain leaves of absence such as jury duty, bereavement and workers compensation, according to the company policy, will not be charged against your PTO account. Please check with your immediate supervisor regarding these circumstances.


NOTICE AND SCHEDULING

Unless you are ill, you are required to notify your supervisor in advance of your intent to take PTO and get approval for the time off. This allows for you and your manager/supervisor to prepare for your time off and assure our staffing needs are met.

There may be occasions, such as sudden illness, when you can not notify your supervisor in advance. In those situations, you should inform your supervisor of your circumstances as soon as possible.


RECORDING PAID TIME OFF

The company has instituted the use of a PTO tracking system to keep a record of your account balance and the amount of time taken off each pay period. This system requires the completion of an Absence Report for all time taken off from your regular work schedule. We are required to track absence for time off for illness, work related illness/injury, or the attendance of school related activities for legal compliance reasons. The amount of leave time accrued, used and available will appear on your paycheck stub.


TRANSITION PROVISIONS

Most employees will start the new PTO banking system with an account balance consisting of all accrued old sick, personal, and vacation time. You will not lose any days if you come into the plan with a balance greater that your PTO cap. Employees who have hours over the maximum will continue to accrue PTO time and have one year to use time in excess of the maximum accrual.

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