PTO FAQ

1. What is PTO?

Paid Time Off (PTO) is your time-off bank for vacations, personal time, or when you're unwell. It's a flexible way to take time off from work. PTO accrues based on your length of service and gradually accumulates throughout the year as you work.

2. How do I earn PTO?

You accumulate PTO with each pay period, and the amount you receive depends on how long you've worked here. The longer you work, the more PTO you accrue. 

3. When does PTO start accruing?

If you're a new employee, your PTO accrual starts with your first pay period. 

For current employees, your PTO accrual begins on January 1st, 2024 and is based on your years of service on that date.

4. Can I use PTO before I've earned enough hours?

Yes, with a minimum service and a maximum borrow limit.

If you leave with an advanced balance, it's deducted from your final pay.

5. How do I take advantage of this plan? It is hard for me to take time away because I am always needed at the branch.

Taking time off can be challenging, especially when you play a vital role in our mission. 

Time off is more than a benefit; it's a fundamental part of maintaining your well-being and ensuring you can continue to make a positive impact in your role. It allows you to reduce stress, recharge, and come back to work with renewed energy.

We are all committed to supporting one another. We recognize that we share the responsibility of ensuring our colleagues have the opportunity to enjoy well-deserved time off. By working collaboratively and communicating effectively, we can maintain operations while providing our staff with the chance to relax and rejuvenate. 

Providing training and coaching on how to take time off is essential for both the supervisor and the employee. As part of our organizational improvements,  we will make this a part of our training focus. 

6. How much PTO can I keep for next year?

Up to 40 hours. Hours beyond 40 that are accrued and not used will go into the ELB. 

7. What is the Extended Leave Bank (ELB)? 

The Extended Leave Bank (ELB) is designed to handle situations where you have more than 40 hours of PTO carryover at the end of the year. When you exceed this carryover limit, the excess PTO hours are transferred to the ELB. The ELB serves as a reserve and can be used exclusively during approved Family Medical Leaves and Short Term Disability/Long Term Disability situations. This ensures that you have additional PTO available when you need it most.

8.  What happens to unused PTO from 2025?

Up to 40 hours of unused, accrued time will be rolled over to 2026.

11. What happens to unused PTO if I leave the organization?

You will be paid for unused PTO. 

12. What is the smallest amount of PTO I can request at once?

You may request PTO in a minimum of 4-hour increments.

13. What is the process for requesting and using PTO?

Requests should be made through Paycom, and your managers will approve or reject them as soon as possible. It's recommended to schedule PTO well in advance, especially for planned time off. 

14. What should I do if I wake up feeling unwell and can't come to work?

Contact your supervisor as early as possible to inform them of your circumstances. After informing your supervisor, access Paycom to submit a PTO request.  

Your supervisor will guide you through the process and may request documentation if your leave extends beyond a specific duration.

Once your request is approved, your PTO hours will be deducted from your balance for that day.

15. Can I request more than 80 hours off?

Yes, with 60 days' notice and COO approval.

16. What is holiday pay, and how does it work?

Full-time employees will receive 8 hours of pay for any of the holidays on our recognized holiday list. This holiday pay is separate from your PTO.

17. What if I am a full-time employee and I work on a recognized holiday?

For exempt staff, you will receive 1 ½ days off at a later date, with the approval of your supervisor. For non-exempt staff, you will receive holiday pay at the rate of time and a half for hours worked on designated holidays.

18. Am I eligible for PFMLA (Paid Family and Medical Leave)?

Full-time employees are eligible for PFMLA after completing 12 months of service and working a minimum of 1,250 hours in the 12-month period preceding the leave request. If you have at least 6 months but less than 12 months of service, a separate 6 weeks of paid leave is available. Please consult the PFMLA policy and reach out to HR for specific eligibility details and assistance.

19. Am I eligible for time off when a close family member passes away?

Full-time employees are eligible for a 1-week leave of absence following the death of a close family member, such as a spouse, child, parent, grandparent, sibling, or legal guardian.

20. How does jury duty impact my employment?

Full-time employees serving as jurors will receive their regular pay.

21. Can you explain the military leave policy?

Military leave of absence is granted to full-time, exempt employees serving active duty, active duty for training, and other military service. 

Definitions for Easy Understanding

PTO: Your leave bank for time off (includes vacation and sick)

PTO Accrual: PTO growth based on service and work.

Advanced PTO: Using PTO before earning it.

Carry Over: Keeping unused PTO.

Extended Leave Bank: Additional PTO hours banked for specific needs such as FMLA

Payout at Termination: Employees are paid 100% of accrued but unused PTO.  ELB does not get paid out.

Parental Leave: Time off for new parents.

Bereavement Leave: Time off for the death of close family members.

Years of Service: How long you have been employed with the YMCA

Exempt Employee: Not eligible for overtime.

Non-Exempt Employee: Eligible for overtime.