01-14-2026 Council Packet - Laserfiche WebLink

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28 City of Little Canada Personnel Policy Exceptions The City Administrator has the authority to establish beginning levels of PTO/ESST balances and placement on the accrual schedule for newly hired employees. 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. Procedures PTO/ESST or ESST is requested and approved by the immediate supervisor and/or department head through leave slips available in each department the electronic timesheet system. Leave slips are approved by the immediate supervisor and/or department head. Approval of PTO requests is based on timeliness of the request, authorization by the appropriate supervisor, and the needs of the department. Approval of PTO is not guaranteed based on the needs of the City, unless the leave is for an ESST qualifying reason. Non-exempt employees must complete a request PTO/ESST or ESST leave request slip through the electronic timesheet system 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 request PTO/ESST leave request slip through the electronic timesheet system 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 business hours of 8:00 a.m. to 4:30 p.m., Monday through Friday. Exempt staff cannot create schedules outside of normal business hours without the consent of their supervisor and the City Administrator. Exempt employees have some occasional flexibility to work less than eight (8) hours in a day, but not less than four (4) without using PTO/ESST to account for their time away providing that they work no less than 40 hours in any given week. If an exempt employee is regularly absent from work under this policy and it is found there is excessive time away from work that is not justified, the situation will be handled as a performance issue. PTO/ESST and ESST may consist of the following two forms: 1. Planned leave which is scheduled in advance with departmental approval. 2. Unplanned leave requires the employee to notify their supervisor within one-half hour of the beginning of the employee’s scheduled workday if the employee is using PTO. Unplanned leave for an ESST qualifying reasons requires the employee to notify their supervisor as soon as practicable. In situations where the use of unplanned PTO would jeopardize the operations of a department, the supervisor must approve unplanned PTO. If unplanned absences for PTO show a pattern suggesting abuse, the supervisor will proceed with progressive discipline. Good attendance is an essential job function for all employees. If absences for an ESST qualifying reason are in excess of two consecutive days, a doctor’s notice may be required. The doctor’s notice shall state the nature and duration of the employee’s illness or injury and verify that the employee is unable to perform the duties and responsibilities of the position. Any documentation will be kept confidential.