PTO (Paid Time Off) Policy

Note: This policy reflects the new accrual schedule for Paid Time Off. This policy supersedes the vacation, personal day and floating day policies. The vacation, personal and floating day policies have been combined into this revised policy.

Paid Time Off is provided for the purpose of rest, relaxation and a planned interruption from the workplace or to attend to personal affairs. Paid Time Off is to be taken within the year accrued in order to receive the personal replenishment value intended. Supervisors and staff have the responsibility to plan schedules that meet operating requirements of departments and time off needs of staff. In order to balance and meet service and staffing requirements, staff members and supervisors should plan time off schedules well in advance.

ELIGIBILITY

All regular part and full time staff members are eligible to request the use of accrued Paid Time Off upon the completion of the Introductory Period.

ACCRUAL

Staff members accrue Paid Time Off based on their years of service beginning on the date when they began continuous employment with DD&D. Time served in temporary or contract positions is not counted in calculating a staff member's Paid Time Off accrual rate.

ACCRUAL OF PAID TIME OFF: 

Years of Service	Monthly Accrual Rate
Less than 2	6.6667
2-5	10
5-10	13.3333
10-15	16.6667
More than 15	20

Paid Time Off is accrued monthly and is available for use by the staff member the month following the month of accrual.

MAXIMUM BALANCE

Effective January 1, 2022 a staff member may not have a balance of more than twenty (20) Paid Time Off days at any time. If a staff member's balance is at twenty (20) days, the staff member will not accrue any additional days. Days will not be retroactively accrued and credited to the staff member's Paid Time Off balance.

INTRODUCTORY PERIOD

During the Introductory Period staff members do not accrue Paid Time Off. A staff member whose employment is terminated during this period will not receive payment for Paid Time Off days. However, upon completion of the Introductory Period, accrued Paid Time Off will be credited retroactively to the initial date of employment. Upon completion of the Introductory Period, a staff member may request Paid Time Off.

PART TIME STAFF MEMBERS

Regular part time staff members accrue Paid Time Off based on the percentage of a full time schedule worked. Paid Time Off is calculated by determining the number of days which such a staff member would be eligible if the staff member were full-time. That number is divided by the number of hours per week established for the full-time positions in the same department and multiplied by the number of hours the part-time staff member works per week.

USE OF PAID TIME OFF

Staff members and supervisors should plan and schedule each fiscal year to allow the staff member to take Paid Time Off. Arrangements for Paid Time Off should be requested and approved in advance by a staff member's immediate supervisor. The staff member's immediate supervisor maintains the discretion to grant Paid Time Off without advance notice. In such cases, the supervisor may or may not grant Paid Time Off based on the business and operational needs of the unit.

PAYMENT OF UNUSED PAID TIME OFF

Upon the voluntary or involuntary termination of employment, all regular staff members who have successfully completed their Introductory Period must be paid for their accrued and unused Paid Time Off based on the date of separation.