Paid Time Off (PTO)

Paid Time Off (PTO) is an all-purpose time-off policy for eligible employees to use for vacation, illness or injury, and personal business. It combines traditional vacation and sick leave plans into one flexible, paid time-off policy. Employees in the following employment classification(s) are eligible to earn and use PTO as described in this policy:

Regular full-time employees

Introductory employees

Once employees enter an eligible employment classification, they begin to earn PTO according to the schedule below. They can request use of PTO after it is earned.

The amount of PTO employees receive each year increases with the length of their employment as shown in the following schedule:

Upon initial eligibility the employee is entitled to 27 PTO days each year, accrued biweekly at the rate of 8.31 hours.

After 5 years of eligible service the employee is entitled to 33 PTO days each year, accrued biweekly at the rate of 10.15 hours.

After 10 years of eligible service the employee is entitled to 39 PTO days each year, accrued biweekly at the rate of 12 hours.

The length of eligible service is calculated on the basis of a "benefit year." This is the 12-month period that begins when the employee starts to earn PTO. An employee's benefit year may be extended for any significant leave of absence except military leave of absence. Military leave has no effect on this calculation. (See individual leave of absence policies for more information.)

PTO can be used in minimum increments of one-half day. Employees who have an unexpected need to be absent from work should notify their direct supervisor before the scheduled start of their workday, if possible. The direct supervisor must also be contacted on each additional day of unexpected absence.

All paid time off must be prearranged with your supervisor’s approval. We request that you schedule your vacation at least two weeks prior to the desired time off. Insofar as possible, your supervisor will honor your request for vacation days preferred. When the vacation request of one employee conflicts with the request of another, vacation is granted to the employee with the earlier submission date, provided the vacation has been approved. If the submission dates are identical, the request of the senior employee will be honored, provided vacation leave has been approved.

Prior approval is required to take more than two consecutive days of PTO. To schedule planned PTO, employees should request advance approval from their supervisors. Requests will be reviewed based on a number of factors, including business needs and staffing requirements.

PTO is paid at the employee's base pay rate at the time of absence. It does not include overtime or any special forms of compensation.

All full-time employees must take at least two weeks (80 hours) of PTO per fiscal year. Employees are encouraged to take at least one full week (five consecutive work days) during each fiscal year.

In the event that available PTO is not used by the end of the benefit year, employees may carry unused time forward to the next benefit year. If the total amount of unused PTO reaches a "cap" of 600 hours, further accrual will stop. When the employee uses PTO and brings the available amount below the cap, accrual will begin again.

Upon voluntary termination of employment with at least two weeks’ notice, employees will be paid for unused PTO that has been earned through the last day of work, not to exceed 200 hours. However, if WVEMS, in its sole discretion, terminates employment for cause, forfeiture of unused PTO may result.

For Contractual and Temporary Employees: PTO policies shall be in accordance with the employment agreement, or contract between the employee and WVEMS.

CASHING IN PAID TIME OFF (PTO):

Regular full-time employees are encouraged to save at least 200 hours of PTO for emergencies. Current regular full-time employees who have accrued PTO in excess of 200 hours may request the EMS Council to cash in up to 200 accrued hours per fiscal year in excess of a 200 hour reserve. An employee may receive no more than two PTO cash-ins during each fiscal year. Requests to cash in accrued PTO will be evaluated on a case-by-case basis. Written request is made to the Executive Director on the appropriate form, who shall then forward such request with recommendation to the President. The President shall approve, deny or modify the request based on the availability of funds and other pertinent circumstances.

Policy No.  3.15  Issued  1/1/2019  Applicable  12/13/2018