PTO

Purpose: The purpose of this policy is to establish guidelines for self-managed Paid Time Off (PTO) for full-time staff. This policy outlines the parameters under which employees may request and utilize PTO for various purposes, including vacation, illness, holidays, incidents, and personal days.

Eligibility: All employees of Barnabas Foundation are eligible to participate in the self-managed PTO program after 90 days of employment. 

Allocation and Accrual: Employees will not accrue PTO in the traditional sense. Instead, employees will have access to self-managed PTO, which is not unlimited. The availability of PTO will depend on workload, department needs, seasonal demands, and manager approval.

Utilization of PTO: PTO may be used for various purposes, including but not limited to:

• Vacation: Planned time off for rest, relaxation, and personal activities.

• Illness: Absences due to personal illness or medical appointments.

• Holidays: Observance of designated company holidays.

• Incidents: Unforeseen emergencies or occurrences requiring time off.

• Personal Days: Scheduled time off for personal reasons not covered by other categories.

Approval Process:

1. Employees are responsible for requesting PTO in advance whenever possible, except in cases of emergency or sudden illness.

2. PTO requests must be submitted to the employee's immediate supervisor or manager for approval.

3. Managers will consider workload, departmental needs, and seasonal demands when evaluating PTO requests.

4. Managers will communicate approval or denial of PTO requests to employees in a timely manner.

Communication and Documentation:

1. Employees are encouraged to communicate their PTO plans with their manager and team members to ensure proper coverage and continuity of work.

2. Any changes or revisions to approved PTO must be communicated promptly to the manager.

Responsibilities:

1. Employees are responsible for managing their PTO usage in accordance with this policy and company guidelines.

2. Managers are responsible for administering and enforcing this policy consistently and fairly across all departments.

Exceptions: In exceptional circumstances, exceptions to this policy may be granted at the discretion of senior management or human resources.

Holidays

Holidays

Only full-time staff are eligible for holiday pay. The following are holidays that Barnabas gives time off:

• New Year’s Day

• Good Friday *

• Memorial Day

• Independence Day

• Labor Day

• Thanksgiving

• Friday following Thanksgiving

• Christmas Eve

• Christmas Day

• Day after Christmas

• New Year’s Eve

If these holidays fall on a Saturday, the preceding Friday will be a holiday. If they fall on a Sunday, the following Monday will be a holiday.

Full-time camp residential staff are not able to take Memorial Day as a holiday because it falls in the midst of the Camp Season. 

If a designated holiday falls within a staff member’s vacation period, the holiday is not considered a vacation day. Staff members may take religious holidays not designated as a Barnabas holiday either as a vacation day or day without pay. Prior approval in advance must be obtained from the supervisor.

*These holidays are required working days for Prep (unless Independence Day falls on a weekend).

Prep Staff are required to maintain their normal work schedule during Prep school breaks and holidays.

Other Time Off

Bereavement Leave

In the event of a death in the family of a full-time regular staff who has completed their 90-day orientation period, he or she will be allowed the following consecutive days paid leave:

• 5 days for death of spouse or child

• 3 days for death of parent, sibling, grandparent, or grandchild

• 2 days for death of a relative of a spouse

• 1 day for extended family - aunt, uncle, niece, nephew, or cousin

A staff member who is requesting bereavement leave is required to discuss with his/her supervisor the amount of time off he/she will actually need and date of expected return. A staff member may use his/her accrued PTO to attend the funeral of an individual that is not included in the list above.

Jury Duty

It is the policy of Barnabas to enable its staff to fulfill their civic obligations. If a staff member is called upon to serve on jury duty, the staff is requested to notify his/her supervisor immediately and present their jury duty summons. Full-time staff will be paid their full regular salary (normal work schedule) for time spent on jury duty for the maximum duration of one week. Staff are expected to spend time away from the office only as absolutely required. In addition, a staff member who is required by law to appear in court as a witness may take time off for such purpose provided he/she gives reasonable advance notice and copies of the subpoena or jury summons.

Staff may keep any jury duty pay. Any time off above one week will be considered “Leave of Absence” and subject to the same policies. Staff is eligible for paid jury leave, after completion of the orientation period of 90-days continuous employment.

Maternity Leave

Maternity/Adoption Leave is paid leave associated with the birth of a staff member’s own child or the placement of a child with the staff in connection with adoption or foster care. This benefit is for full-time staff. Maternity/adoption leave is not charged against the staff’s other paid leave credits. A staff member will receive up to 8 weeks of paid maternity leave or 2 weeks of paid paternity leave.

FAQ's

Will my unused PTO roll over to the next year? PTO will reset at the beginning of the calendar year. Staff members are allowed to carry forward a maximum of 40 hours of unused PTO. The time given to each staff member includes any time away from work - vacation, sick leave, paid time off, etc.

Do I have to get PTO approved? Vacation time or scheduled time off must be approved by your supervisor then the request and approval need to be sent to the Director of Finance for record keeping. Each staff member’s PTO will be tracked through FingerCheck and will show both days available and used so you are fully aware of your time.

Can I start using PTO immediately upon hire? New hires must be employed for 3 full months prior to using their PTO unless they have approval from their supervisor.

What if I work a half day? If you work a half day you should enter 4 hours of PTO if you are on the 5 day work schedule, and 5 hours if you are on the 4 day work schedule.

Do I use my PTO if I am out due to illness? Yes.

Do I use my PTO for holidays? No. Barnabas pays you for: New Year’s Day • Good Friday • Memorial Day • Independence Day • Labor Day • Thanksgiving • Friday following Thanksgiving • Christmas Eve • Christmas Day • Day after Christmas • New Year’s Eve