Paid Time Off (PTO)

Policy Area: Human Resources

Policy Title: Paid Time Off (PTO)

Submitted Date: March 4, 2024

Effective Date: March, 2024

Submitted By: Human Resources

Approved By: Cabinet

Policy Owner: Human Resources

Rationale:

Albion College strives to deliver a competitive and progressive benefits package to employees including generous leave policies. This policy ensures employees have the time to take care of their non-work selves, destress, maintain their health/wellness, and connect with those they care about. When employees have the Paid Time Off days available to promote a healthy work-life balance, pursuing other interests that are as/more meaningful to their life as their work, we believe it leads to greater job satisfaction and increased work efficiency. Therefore it is the intent of the College that paid time off is to be used rather than banked or paid out.

Policy Statement:

 Full-time administrative employees who work 12 months of the year are allocated twenty (20) days of Paid Time Off per fiscal/academic year. After twelve (12) years of service, they  receive twenty-five (25) days of Paid Time Off per fiscal year.

 

Paid Time Off time will be prorated for employees who work less than twelve (12) months in a fiscal year (For example, an  employee who works 10 months of the fiscal/academic year (due to date of hire, date of termination or due to an academic year work schedule)  would receive 16.5 days). The total amount of Paid Time Off to which an employee is allocated for a fiscal/academic year is received in advance at the beginning of each fiscal year and should be used by the end of the fiscal year (July 1 – June 30).  In the event an employee is not able to use their full allocation, they may rollover up to 10 days that were not used.

 

Paid Time Off should be used in increments of full or half days.

 

Supervisors will determine when Paid Time Offs may be taken, and may allow the employee to use Paid Time Off time as soon as it is received. Departments are expected to schedule Paid Time Offs in a manner that promotes efficient operations while attempting to accommodate the needs and preferences of employees. Use of Paid Time Off is strongly encouraged; supervisors should work with employees to ensure they are taking their allocated Paid Time Off days.

Procedure:

Allocation of Time:

At the start of a fiscal/academic year or upon hire, Paid Time Off allocation will be allocated based on the expected number of months an employee is expected to work For example, an employee who is hired on March 1 will receive 6.5 days (20/12*4) to be used by June 30.

 

Requesting Time:

Employees should submit via email time off requests to their supervisor no less than two weeks in advance of time off date(s). Supervisors should reply back to the employee within two to three business days of receiving the request indicating approval or denial of the request. It is expected that supervisors ensure that time off requests do not conflict with departmental/operational needs. Supervisors are expected to create a culture in which staff are expected to use all of their Paid Time Off days each year. In the event of extenuating circumstances, an employee may submit a request with less than two weeks’ notice and the supervisor will consider the request based on the impact on the department/College. Note: Supervisors may have additional protocols in place, such as blackout dates at the start of the academic year. These should be communicated to all in the department in writing.

Accrued but Unused PTO:
End of fiscal/academic year: In the event an employee is not able to use their full allocation, they may rollover up to 10 days that were not used. No more than 10 days vacation earned and unused will be paid out upon departure/termination

End of employment or eligibility of benefit: When an employee leaves the College or leaves a benefit eligible position a maximum of 10 PTO days accrued but unused may be paid out provided the employee gives a minimum of 2 weeks notice of the separation. Furthermore, separating employees are expected to be actively working during the last two weeks of employment. In the event an employee’s position is eliminated and results in termination of employment, that employee may also be paid out for up to 10 days of accrued but unused Paid Time Off. Any accrued but unused PTO will be paid out on a prorated basis based on the number of months worked in the fiscal year. For example, an employee who receives 20 days of Paid Time Off and leaves September 30 will have worked three months and is entitled to five Paid Time Off days (20/12*3), if only three days were used, the employee will be paid out for the remaining two days. In addition, employees will not receive a payout for more time than they are able to take within the fiscal year at the time of separation from the College.

It is the responsibility of the following administrators to designate a person in their area to maintain vacation records for their employees:

President

Provost

Vice President of Institutional Advancement

Vice President for Student Development and Dean of Students

Vice President of Enrollment Management

Vice President for Marketing and Communications

Vice President and Chief Financial Officer

Athletic Director

Primary Impact On:

Full-time administrative employees. Faculty members are not eligible for paid time off (PTO). Union members should refer to their Collective Bargaining Agreement