(A) Full-time employees. All full-time employees shall receive P.T.O. time according to Appendix A set out below.
(1) Accrual.
(a) Employees who have not completed a full calendar year of employment from the date of most recent hire start accumulating Paid Time Off hours the month of hire in accordance with Appendix A below. Such credited time, however, may not be used until six months of employment have been completed from the date of most recent hire. Partial months shall be credited as a whole month.
(b) For the purpose of this section, the term of employment begins from the date of most recent hire. Prior periods of employment are not considered, and there is no accumulation of P.T.O. hours from such prior employment.
(c) On January 1, all other employees shall receive the amount of P.T.O. hours specified in Appendix A corresponding to the respective calendar years of employment.
(2) Scheduling of P.T.O. hours. All P.T.O. time off shall be approved by the supervisor in accordance of the needs of the department. Supervisors shall make every effort to respect the requests of employees consistent with the need of the department. Supervisors shall not deny a P.T.O. request as a disciplinary measure or rescind a P.T.O. request for disciplinary reasons.
(a) Minimum usage after a one hour notice. The minimum amount of P.T.O. time taken at any one time shall be no less than one hour and no more than seven hours after a one hour notice has been given to the supervisor for approval.
APPENDIX A: 40-HOUR A WEEK EMPLOYEES
Benefit Time Converted into P.T.O. Hours | P.T.O. Hours credited through December 31st of year of hire | P.T.O. Hours credited the first full calendar year through 5th calendar year | P.T.O. Hours credited 6th calendar year through 10th calendar year | P.T.O. Hours credited 11th calendar year through 15th calendar year | P.T.O. Hours credited 16th calendar year and thereafter |
Total P.T.O. Hours | 9 hours per month | 108 per year | 144 per year | 184 per year | 224 per year |
(b) Maximum usage after a 24 notice. The maximum amount of P.T.O. time taken at any one time shall be eight hours after a 24-hour notice has been given to the supervisor for approval.
(c) Notice required for all other requests. All other requests for P.T.O. hours taken shall require a two-week notice. Unless the Town Council approves such extended period in advance of the time it is taken, no more than two consecutive weeks can be taken at one time and no two consecutive week periods may be taken within 90 days of each other. This means that the last day of one consecutive two-week P.T.O. period may not occur within 90 days of the first day of another consecutive two-week P.T.O. period. These limitations also apply to supervisors.
(d) Exceptions. No allowance will be made for sickness during scheduled P.T.O. unless a doctor’s statement is provided. No employee will be required to charge P.T.O. for a holiday observed by the town that falls during the employee’s scheduled P.T.O.
(3) Payroll check. Up to two weeks of P.T.O. pay may be paid to an employee before the start of P.T.O. to receive advance P.T.O. hours pay. An employee must request it on the time sheet that would result in the warrant being issued on a regular payroll date prior to the P.T.O. leave.
(4) Carryover and banking of P.T.O.hours. Unused paid time off hours that were credited and earned during the year and remaining at the end of a year may be carried over into the next year with the approval of the Supervisor subject to the following:
(a) No more than 50% of the employee's total P.T.O. hours credited and earned for a year may be carried over as P.T.O. for the following year.
(b) Carry over requests must be submitted to the supervisor during December of the year in which the time was earned on the form provided by the supervisor.
(c) Any unused P.T.O. hours which are carried over into the next year and which are not used during that year will automatically be placed into the employee's sick bank.
(d) Unused P.T.O. hours may be converted to the employee's sick bank provided the supervisor approves the conversion. There is no maximum number of hours that may be converted to the employee's sick bank. The conversion request must be submitted to the supervisor on the form provided by the supervisor, and the conversion request may be made at any time of the year during which the P.T.O. hours were earned.
(5) Pay for unused P.T.O. upon written notification of intent to separate (resign or retire) from employment. If an employee who is vested in the town’s retirement plan should separate and leave in good standing after giving proper notice, the employee shall be paid for unused P.T.O. up to a maximum of 336 hours. If the employee terminates employment before June 30 of a given year, P.T.O. hours shall be prorated for the first six months. To calculate: take the total earned P.T.O. hours for the year and divide by 12 to get the monthly rate, take that rate times the number of months or portion of months employed to determine the number of P.T.O. hours paid to the employee less any P.T.O. hours that have been taken off prior to June 30. If more P.T.O. hours were taken before June 30 than earned, the employee shall owe the difference to the town. After June 30 all remaining credited P.T.O. hours and unused holidays shall be paid to the employee in a lump sum payment. One check shall be provided to the employee after the last day of paid status on the next regular payroll day.
(B) Regular part-time. All part-time employees shall receive one hour P.T.O. for every 24 hours worked.
(1) Scheduling and payroll check. Part-time employees shall comply with § 36.121(A)(1)(a), (A)(2) and (A)(3) listed above.
(2) Carryover. Employees do not have the option to carryover P.T.O. hours into the next year. However, supervisors may credit employees for accumulated P.T.O. hours that are earned in the last quarter of the year.
(3) Pay for unused P.T.O. upon separation from employment. No pay will be received for any unused P.T.O. hours.
(Ord. 05-04, passed 2-28-2005; Am. Ord. 05-27, passed 1-9-2006; Am. Ord. 06-01, passed 2-27- 2006; Am. Ord. 06-30, passed 12-27-2006; Am. Ord. 07-17, passed 1-14-2008; Am. Ord. 2012-01, passed 1-9-2012; Am. Ord. 2015-05, passed 5-26-2015)