Paid Time Off (PTO)
Policy Area: Human Resources
Policy Title: Paid Time Off (PTO)
Submitted Date: March 4, 2024
Effective Date: July 1, 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.
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