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28 <br /> <br />City of Little Canada Personnel Policy <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 PTO <br />requests is based on timeliness of the request, authorization by the appropriate supervisor, and the <br />needs of the department. Approval of PTO is not guaranteed based on the needs of the City , unless the <br />leave is for an ESST 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 <br />handled 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 if the employee is using PTO. Unplanned <br />leave for an ESST qualifying reasons requires the employee to notify their supervisor as soon <br />as practicable. In situations where the use of unplanned leave PTO would jeopardize the <br />operations of a department, the supervisor must approve unplanned leavePTO. Unplanned <br />leave is intended for unexpected use such as illness or emergencies. <br /> <br />If unplanned absences for PTO show a pattern suggesting abuse, the supervisor will proceed with <br />progressive discipline. Good attendance is an essential job function for all employees. If unplanned <br />absences for an ESST qualifying reason are determined to be excessive or in excess of three two <br />consecutive days, a doctor’s notice may be required. The doctor’s notice shall state the nature and <br />duration of the employee’s illness or injury and verify that the employee is unable to perform the <br />duties and responsibilities of the position. Any documentation will be keep confidential.A statement <br />attesting to the employee’s ability to return to work and perform the essential functions of the job and a <br />description of any work restrictions may also be required before the employee returns to work. <br /> <br />Use of Deferred Sick Leave Hours <br /> <br />Prior to the City’s current system of PTO/ESST, the City had vacation and sick leave. In 2014 , the