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8 <br /> <br />City of Little Canada Personnel Policy <br />period of the year. All PTO/ESST hours in excess of 240 on January 1 each year will be moved into a <br />sick bank to be used for the employee’s health or medical leaves. <br /> <br />If an employee prefers to carry over the additional hours as PTO/ESST instead of converting them to <br />sick time, a written request must be submitted to and approved by the City Administrator prior to <br />December 31. The written request should include an estimate of the number of hours being carried- <br />over, the reason the employee was unable to use the hours, and the employee’s plan to use the excess <br />hours in the near future. <br /> <br />Exceptions <br /> <br />The City Administrator has the authority to establish beginning levels of PTO/ESST balances and <br />placement on the accrual schedule for newly hired employees. In making such a determination, the <br />City Administrator will consider the prospective employee’s qualifications, education, prior <br />experience, and length of service in the same or similar jobs. <br /> <br />Procedures <br /> <br />PTO/ESST or ESST is requested and approved through leave slips available in each department. <br />Leave slips are approved by the immediate supervisor and/or department head. Approval of requests is <br />based on timeliness of the request, authorization by the appropriate supervisor, and the needs of the <br />department. Approval is not guaranteed based on the needs of the City unless the leave is for an ESST <br />qualifying reason. <br /> <br />Non-exempt employees must complete a PTO/ESST or ESST leave request slip for all regularly <br />scheduled hours that the employee does not work, unless the employee’s supervisor has given prior <br />written approval for the employee to work those hours on a different day or days within the same pay <br />period. <br /> <br />Exempt employees must complete a PTO/ESST leave request slip for any time needed to account for a <br />40-hour work week and/or if an exempt employee works less than 4 hours during the normal business <br />hours of 8:00 a.m. to 4:30 p.m., Monday through Friday. Exempt staff cannot create schedules outside <br />of normal business hours without the consent of their supervisor and the City Administrator. Exempt <br />employees have some occasional flexibility to work less than eight (8) hours in a day, but not less than <br />four (4) without using PTO/ESST to account for their time away providing that they work no less than <br />40 hours in any given week. If an exempt employee is regularly absent from work under this policy <br />and it is found there is excessive time away from work that is not justified, the situation will be handled <br />as a performance issue. <br /> <br />PTO/ESST and ESST may consist of the following two forms: <br /> <br />1. Planned leave which is scheduled in advance with departmental approval. <br /> <br />2. Unplanned leave requires the employee to notify their supervisor within one-half hour of <br /> the beginning of the employee’s scheduled work day. In situations where the use of <br /> unplanned leave would jeopardize the operations of a department, the supervisor must