PAID TIME OFF (PTO) REGIONAL MEDICAL CENTER & NORTHPORT MEDICAL CENTER

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1 PAID TIME OFF (PTO) REGIONAL MEDICAL CENTER & NORTHPORT MEDICAL CENTER PTO provides paid time away from the job for regular full-time and regular part-time employees. This program is designed to provide maximum flexibility in scheduling time off while ensuring adequate staffing. PTO is an account of accrued hours to be used for absences such as vacation, holidays or personal absences. Eligibility A regular full-time or regular part-time employee becomes eligible for PTO the first full pay period following successful completion of his/her initial six (6) month employment period or the six month period following a change of status from a non-benefit-eligible to benefit-eligible position. If an employee is directed by his Supervisor to be off on a DCH recognized holiday, PTO may be borrowed for payment and the hours will be deducted from the accumulated PTO at the end of the initial employment period (See Holidays under this section for details). If the employee does not complete the initial six (6) month employment period and has already taken PTO, payment for this time will be deducted from his/her last check. Regular full-time employees accrue PTO based on years of service with DCH and eligible paid hours per pay period. Regular part-time employees accrue PTO based on his/her assigned FTE and eligible paid hours per pay period. A benefit-eligible employee must have at least 40 eligible paid hours in a pay period to earn an accrual. Regular full-time employees will accrue PTO at the following rate: Paid Hour Accrual Maximum Accrual Years Service per Pay Period per Pay Period hrs hrs hrs hrs hrs hrs hrs The maximum accrual balance for full-time employees is 750 hours. Accruals increase at the beginning of the service year and will not continue beyond the maximum 750 hours until the PTO balance drops below the maximum. Paid Time Off Policy December 18, 2011 Page 1

2 Regular part-time employees will accrue PTO at the following rate: Paid Hour Accrual Maximum Accrual FTE per Pay Period per Pay Period hrs hrs hrs hrs.9** hrs The maximum PTO accrual balance for regular part-time employees is 400 hours. Accruals will not continue beyond the maximum 400 hours until the PTO balance drops below the maximum. **Effective October 11, 2009, a regular part-time employee who is classified as an ET16 (0.9 FTE and works 12 hour shifts or greater) accrues PTO at the full-time rates. Accruals for 0.9 FTE employees who work 12 hour shifts: Paid Hour Accrual Maximum Accrual Years Service per Pay Period per Pay Period hrs hrs hrs hrs hrs hrs hrs Using Time Off PTO must be earned before it can be used. It will be used for all approved absences from work except for jury duty, military duty, bereavement leave and excused absences for work-related programs. All employees are required to use available PTO hours for absences before absent days may be approved. If a non-exempt employee is directed by management to take time off because of reduced staffing needs or other economic factors, the employee may take the time as PTO or as a low census absence without pay. Low census absences used for reduced staffing will not count as an incident of absence but will count as eligible paid hours for accrual purposes. A non-exempt employee who reports to work for his scheduled shift and requests approval to leave prior to completing his normal shift will be paid actual hours worked plus the remainder in PTO, if available and approved. An exempt employee who reports to work and requests approval to leave prior to completing his normal workday will be paid wages for that normal workday. Paid Time Off Policy December 18, 2011 Page 2

3 Requesting PTO PTO requests are considered in a fair and equitable manner on the basis of staffing requirements within the employee's department. An employee should submit PTO requests to his supervisor as far in advance as possible to allow ample time for the supervisor to obtain coverage and maintain a smooth, efficient operation. Sufficient time for notice shall be defined within each Department; however, PTO requested for any absence less than two (2) hours prior to the start of an employee's shift, may be considered an incident of absence and payment for PTO may be denied. PTO/S may be requested for an absence due to illness/injury of self, spouse, dependent children and parents. PTO/S will count as an incident of absence according to the Attendance Policy. Approval for PTO/S due to illness/injury of employee, spouse, dependent children or parent may require a physician's certificate. Approval by Employee Health is required when an employee is released to return to work with restrictions. A supervisor may ask for a doctor's release to return to work at any time. A doctor's release to return to work will be required for an absence of illness that is five (5) days or more. PTO/WC should be used for scheduled workdays during the three (3) day waiting period for workers compensation due to a reported injury. PTO/WC will not be counted as an incident of absence. PTO/FMLA should be used for an approved Family Medical Leave or intermittent leave. Employees requesting Family Medical Leave should contact the Employee Health Department. PTO/FMLA will not be counted as an incident of absence. PTO, PTO/S, PTO/WC, and PTO/FMLA all subtract from the employee's available PTO balance and will count as eligible paid hours for accrual purposes. Administrative Closing Some days may not be listed as a DCH Health System recognized holiday, but the supervisor may determine that the department will not operate (such as the day after Thanksgiving). Such days will be considered to be an Administrative Closing. An exempt employee may choose to receive pay for an Administrative Closing (AC) day; PTO hours will be applied to such. If the exempt employee has not accrued any PTO time or has exhausted all PTO hours on an Administrative Closing day, the hours will be unpaid in a full day increment. A non-exempt employee will be paid PTO for an Administrative Closing. If PTO hours are not available, the employee will be coded for an unpaid Administrative Closing (AC) day. An administrative closing will not count as an incident of absence but will count for PTO accrual purposes. Paid Time Off Policy December 18, 2011 Page 3

4 Options for PTO If a regular full-time employee has taken off eighty (80) hours and still has PTO remaining at his /her anniversary date, the employee has two (2) options to avoid forfeiting the unused time: 1. Carry Forward. A regular full-time employee can automatically carry forward the balance of his unused PTO to next year. The maximum amount to carry forward is seven hundred fifty (750) hours. 2. PTO Cash Out. A regular full-time employee must have a minimum remaining PTO balance of 80 hours at the time of cash out. An employee should complete and turn in the PTO Cash Out Form to the Payroll Department a month before or after his anniversary date. The cash out will be paid with the next pay period, as able, based on the following schedule: Years of Service (months) Maximum PTO Cash Out 2 5 (24 60) 40 hours 6 9 (72 108) 80 hours ( ) 100 hours 15+ (180 +) 120 hours If a regular part-time employee has taken off forty (40) hours and still has PTO remaining at his /her anniversary date, the employee has two (2) options to avoid forfeiting the unused time: 1. Carry Forward. A regular part-time employee can automatically carry forward the balance of his/her unused PTO to next year. The maximum amount to carry forward is four hundred (400) hours. 2. PTO Cash Out. A regular part-time employee must have a minimum remaining PTO balance of 40 hours at the time of cash out. An employee should complete and turn in the PTO Cash Out Form to the Payroll Department a month before or after his anniversary date. The cash out will be paid with the next pay period, as able, based on the following schedule: Years of Service (months) Maximum PTO Cash Out 2 5 (24 60) 20 hours 61+ months 40 hours Payment for PTO at Termination, DCH Leave, Change to Per Diem/Flexi or to a Non-Benefit-Eligible Position An employee will receive payment for unused PTO at the time of termination, at the time of an approved leave of absence or when the employee changes to a status which is not eligible to accrue PTO. The payment will be based on the following percentages: Paid Time Off Policy December 18, 2011 Page 4

5 YRS SERVICE PERCENTAGE 6 months - less than 6 full years 50% 6 years or more 100% Employees approved for FMLA will be required to use all available PTO during the twelve (12) week (or 26 week period to care for an injured or ill service member) or intermittent leave period. Status change from regular full-time to regular part-time. If an employee changes status from regular full-time to regular part-time, he will be paid for all available PTO in excess of the maximum four hundred (400) hours based on the same years of service and percentage. (This does not apply to ET16 s as noted previously). Personal Illness Bank (PIB) Effective December 18, 2011, full-time and regular part-time employees hired before November 30, 1999 who have an accumulated PIB hours balance will have the PIB hours combined with Banked Sick hours, if any, to create one balance of sick hours called PIB. PIB hours may be used in the event of illness/injury of the employee, spouse, dependent children or parents. PIB use will count as an incident of absence according to the Attendance Policy. Approval for PIB hours may require a physician s certificate. PIB hours may be accessed only when the employee has used 40 consecutive PTO hours per sick incident. An employee who does not have 40 PTO hours available must use unpaid Absent/Sick hours until 40 hours per sick incident has been met. PIB hours will not accrue. The maximum amount for PIB hours will be based on the employee s PIB and Banked Sick balances as of December 17, Once PIB hours are used, the hours will not replenish. PIB hours will be forfeited at the time of transfer from a benefit-eligible to non-benefit-eligible position. PIB will not be paid out at the time of termination. However, PIB hours will be paid as a death benefit (100%) to the beneficiary(s) designated. In addition, if an employee retires under the provisions of the DCH Healthcare Authority Pension Plan, 50% of available PIB hours will be paid to the retiree and a credit equivalent to 50% will be posted in the Business Office. This credit will be used to offset any hospitalization balance after all insurance monies have been received. It cannot be used to make payments to third parties. Once the credited dollar account has been depleted, the retired employee will be responsible for all future monies owed DCH. PIB/FMLA may be used for the extended illness of the employee and/or eligible family member once 40 hours of PTO/S or PTO/FMLA or a combination of paid and unpaid PTO hours has been met. PIB/FMLA will not be counted as an incident of absence. Paid Time Off Policy December 18, 2011 Page 5

6 PIB/WC may be used by the employee for the three-day waiting period for workers compensation benefits once 40 hours of PTO/S, PTO/WC, PTO/FMLA or a combination of paid and unpaid PTO hours has been met. PIB/WC will not be counted as an incident of absence. PIB/FMLA and PIB/WC all subtract from the employee's available PIB balance and will count as paid hours for accrual purposes. Banked Sick Pay Effective December 18, 2011, banked sick hours will be combined with PIB hours to create one balance. (See criteria for PIB above). Revision Effective Date 12/18/2011 Paid Time Off Policy December 18, 2011 Page 6

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