11-28-2018 Council Packet - Laserfiche WebLink

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One day of PTO shall equal eight (8) hours for full-time employees. PTO accruals are pro-rated for eligible regular part-time employees. When an employee moves to a new accrual level based on years of service, the new accrual rate will begin with the first full pay period after the employee’s anniversary date. Department heads will earn an additional 5 days of PTO each year subject to satisfactory performance. Maximum Accumulation An employee may not have more than 30 45 days of PTO accrued as of the last day of the last pay period of the year, unless a written request has been submitted to and approved by the City Administrator prior to that time. The written request should include an estimate of the number of hours being carried-over, the reason the employee was unable to use the hours, and the employee’s plan to use the excess hours in the near future. Exceptions The City Administrator has the authority to establish beginning levels of PTO balances and placement on the accrual schedule for newly hired department heads. In making such a determination, the City Administrator will consider the prospective employee’s qualifications, education, prior experience, and length of service in the same or similar jobs. PTO Conversion An employee who has a PTO balance of more than the maximum accumulation of 45 days by the last payroll of the year, may opt to convert up to 5 days (40 hours) of PTO to cash or deferred compensation. The amount of PTO an employee is able to convert is limited to the amount that will bring their balance down to 45 days (360 hours), with a maximum of 5 days (40 hours) converted. This conversion may only take place one time per year in December. Employees must notify the payroll department by December 10 to process the conversion within that calendar year’s payroll. Procedures PTO is requested and approved through leave slips available in each department. Leave slips are approved by the immediate supervisor and/or department head. Approval of requests is based on timeliness of the request, authorization by the appropriate supervisor, and the needs of the department. Approval is not guaranteed based on the needs of the City. Non-exempt employees must complete a PTO leave request slip for all regularly scheduled hours that the employee does not work, unless the employee’s supervisor has given prior written approval for the employee to work those hours on a different day or days within the same pay period. Exempt employees must complete a PTO leave request slip for any time needed to account for a 40-hour work week and/or if an exempt employee works less than 4 hours during the normal