GCD-O Paid Time Off. CEC Network Schools - Paid Time Off (PTO) and Holiday Pay Policy

Transcription

1 GCD-O Paid Time Off CEC Network Schools - Paid Time Off (PTO) and Holiday Pay Policy Full-Time Regular* Exempt Salaried and n-exempt Hourly Employees *Defined as: employees who are regularly scheduled to work 30 or more hours a week on an ongoing basis. Instructional staff/academic assistants who are employed by a CEC network school on a full-time basis will receive a beginning balance of paid time off (PTO) of six days (equivalent to 48 hours) at the start of the school year. The school year typically begins the first full week in August. Support staff, advisors and school leadership who are employed by a CEC network school on a full-time basis will receive a beginning balance of paid time off (PTO) of eight days (equivalent to 64 hours) at the start of the school year. The school year typically begins the first full week in August. PTO at all Colorado Early Colleges locations is not accrued, so in the event of termination of employment there is no payout of any unused balance of PTO time to the exiting employee, unless the employee has completed five or more years of service to CEC (see below). Use of PTO must be approved in advance and in writing by the Head of School or his or her designee, unless there is an unforeseen emergency where no advance notice and/or approval is possible. te that emergency PTO time use must still be documented, even though it is after the absence has occurred. Employees Who Are t Eligible to Receive Holiday Pay or Paid Time Off (PTO) The following employees are not eligible for holiday pay or paid time off (PTO). Any absence from work will not be paid time for these categories of employees: 1) Temporary employees (those whose assignment with a CEC school is for a specific, limited period of time) that work any amount of hours per week or days per month. Revised: 8/9/2016 GCD-O Paid Time Off Page 1 of 6

2 2) Regular part-time employees (those whose assignment with a CEC school is ongoing through the school year) who are scheduled to work less than 30 hours per week on an ongoing basis Requests to Make Up Missed Work Time - Hourly Employees Only In the event the employee is out of PTO and asks to make up hours during the same work week an absence occurs or is anticipated to occur that same work week, it is at the Head of School s discretion to grant or deny the request for an altered work schedule during the same work week. Our seven-day work week is defined as midnight on Sunday through midnight the following Saturday, with potential work days being any of those seven calendar days. Missed hours of work in one week may only be made up in that same seven day work week and if no overtime will result from rescheduling the employee s hours of work during that seven day work week. Hours may not be worked ahead by an hourly employee in one week to cover their anticipated absence in a subsequent week. Calculation of Overtime for Hourly Employees (Temporary and Full-Time) The CEC work week at all CEC schools is from midnight Sunday through midnight the following Saturday. Employees are entitled to be paid time and a half for any hours worked in excess of 40 hours per work week, under the Department of Labor s Wage and Hour laws. Paid time such as holiday pay or use of paid time off (PTO) does not count toward the 40 hours worked for purposes of determining whether the employee is entitled to overtime pay for any given work week. PTO Proration If employment begins at a time other than the first week of the school year, the employee will receive a prorated amount of PTO based on the number of full months remaining in the school year. The proration for CEC school employees is calculated using the following formula: Divide the number of days of the PTO annual allotment by 12 months = # of days/hours per full month of employment, times the number of full months of employment that remain in the school year = prorated amount of PTO. Example of PTO Proration Late Start: A full-time employee joins a CEC school on October 10, If they had started work at the beginning of the school year (typically the first week in August), their PTO bank would have been either six days (instructional staff/academic assistants) or eight days (advisors, educational support staff and school administration). Because they did not work August or September and only worked a partial month in October, they would have nine (9) months prorated PTO for that school year. Example of PTO Proration - Reduced Fixed Schedule: An administrative hourly employee s annual contract states that they work a regular schedule of six hours per day, five days a week, for a total of 30 hours per week. They have been Revised: 8/9/2016 GCD-O Paid Time Off Page 2 of 6

3 allotted a PTO bank of eight days times six hours (not eight days times 8 hours). When they use a full day of PTO, it is deducted from the PTO bank for six hours, not eight hours. PTO Allowable Carryover Year to Year PTO Allowable Carryover Year to Year Employees may carry over up to one full year s unused allotment of PTO into the new school year. Example: A teacher receives an allotment of six days (48 hours) of PTO for school year They use none of the 6 days. They receive a new allotment for of 6 six days (48 hours) of PTO. Their total available PTO bank is 12 days of PTO to use during the year. If they use none of the 12 days of PTO in 16 17, then they could only carry over the previous year s allotment into 17 18, never to exceed 12 days in the bank. Service Recognition Award of Additional PTO Days To acknowledge and express appreciation for employees who stay continuously employed by a CEC school or the CEC Network Administration Office, the following additional days of PTO will be added to their annual allotment. After four years of continuous service, at the beginning of the fifth year of service, two more days will be added to the annual allotment of PTO days. This becomes the employee s annual allotment through the ninth year of continuous service. Example: An employee works continuously for four years with an allotment of six days of PTO in each of those four years. At the beginning of their fifth year of service, two additional days are added to this employee s annual allotment, bringing their annual allotment to eight days of PTO for service years five through nine. The allowable carryover from year to year for this employee changes from six days in years one to two, two to three, and three to four, to eight days allowable carryover from year five into year six, six into seven, seven into eight, eight into nine. After nine years of continuous service, at the beginning of the tenth year of service, two more PTO days will be added to the annual allotment of PTO days. This becomes the employees annual allotment for service year ten and subsequent years of service. Example of Second Addition to PTO Bank After Completing Nine Years of Service: An employee works continuously from year one through four, receives an additional two days of PTO for years five, six, seven, eight, and nine. At the beginning of the tenth year of service, two more additional days of PTO are added to this employee s annual allotment, bringing their annual allotment to ten days of PTO for service year ten and subsequent years of service. The allowable carryover from year to year for this employee changes from eight days to ten days. Here is an example of how the annual allotment of PTO would increase over time, based on completed years of fulltime service. This example shows the progression for an instructional staff member who does not use ANY PTO during any year. Revised: 8/9/2016 GCD-O Paid Time Off Page 3 of 6

4 Completed Years of Service This Year s Annual Allotment Any Service Recognition Award? New Annual Allotment Carryover of Last Year s Unused Time Total Bank for The Year 4 years 5 years 6 years 7 years 8 years 9 years 10 years 11 years 6 days 6 days 10 days 0 2 days days 0 change= 6 days New= change= change = change = change = New= 10 days New= 10 days 6 days 6 days 10 days 12 days 14 days 16 days 1 20 days Retroactive Service Award of PTO Additional Days through the end of school year 16-17: For employees who will or have already completed their fourth year of service or their ninth year of service at some time during the school year, the service award of additional PTO days for the applicable service increment will be added to their PTO bank in the month following their current service year anniversary. For those employees who receive the four years service award of two additional days of PTO retroactively in school year 16 17, this new annual total allotment will become the maximum allotment that they can carry over until they have completed their ninth year of service, at which time they will be allotted two more days of PTO at the beginning of their tenth year of service, creating a new annual allotment that can be carried forward into the foreseeable future. Likewise, those employees who receive the nine years service award of two more additional days of PTO retroactively in school year 16 17, this new annual total allotment will become the maximum allotment that they can carry over for the foreseeable future. Service Recognition One-Time Payout of Unused PTO - Separation of Employment for Employees in Good Standing at the Time of Separation When an employee has completed at least five years of service AND they voluntarily resign, retire, or are laid off from employment at a CEC school or the CEC Network Administration Office (i.e., separate from employment in while in good standing as an employee), the exiting employee will receive a cash payout equal to 50% of their available unused PTO time on record as of their last day of employment. This payment will be calculated using the employee s hourly or daily rate as shown in their contract for the year in which they separate employment in good standing, multiplied by.5, resulting in a 50% dollar figure for the PTO payout. A paper check for this PTO payout will be mailed to the former employee concurrent with the monthly payroll cycle in the month following the month in which their last day of active employment occurs. Revised: 8/9/2016 GCD-O Paid Time Off Page 4 of 6

5 Example of Calculation-Daily Rate: A full-time instructional staff member is on a school year contract, with twelve pay periods. Their daily rate is derived by dividing their annual twelve month salary by 260 available work days. The employee resigns on May 1st, with an effective final day on payroll of May 31st. They will be sent a PTO payout check concurrent with the end of June payroll. Example of Calculation-Hourly Rate: A full-time hourly administrative employee is on a school year contract, with twelve pay periods. Their hourly rate is shown in their annual contract. If they have 23 hours of unused PTO, then their PTO payout would be 23 hours times the hourly rate, divided by.5, less their applicable PERA contribution and mandated payroll taxes. If the individual who would otherwise be eligible for a PTO payout is terminated for cause, such as but not limited to poor job performance, unacceptable conduct or other disciplinary issue, they are not eligible for this PTO payout. PTO Record-Keeping Each CEC Head of School and the CEC Network Administrator will designate an employee in their organization to record and track PTO usage for all employees in that organization. These records should be audited periodically by each CEC Head of School and the CEC Network Administrator. Employees are encouraged to keep their own records of PTO availability and usage for reference. On an annual basis, each Head of School is responsible to report to the CEC CFO and CEC HR Director the total number of unused PTO days, by employee, for the school s entire workforce who have been eligible for PTO. Holidays - CEC Network Schools In addition to the PTO days, CEC school employees are granted several days off that are not counted toward their agreed upon contact hours/days for the school year. Instructional staff and some other employees at the schools do not report to work on the following days, and do not receive any additional pay above what their contracted hours/days of pay are for the school year. 1. Labor Day 2. Veteran s Day 3. Thanksgiving Day 4. Day After Thanksgiving 5. Christmas Eve Day 6. Christmas Day 7. New Year s Day 8. Memorial Day 9. Fourth of July 10. School-specific paid holidays, if available, at the discretion of the Head of School. 11. CEC network-specific holidays, if available, at the discretion of the CEC Administrator and/or the CEC Governing Board. Revised: 8/9/2016 GCD-O Paid Time Off Page 5 of 6

6 Observance of Holidays That Occur on a Weekend For the CEC days off for holidays #1 through #9 as listed above, observance will occur on the work day when the holiday occurs unless the holiday falls on a Saturday, in which case it will be observed on the preceding Friday. Likewise, if the holiday falls on a Sunday, it will be observed on the following Monday. The CEC Administrator may choose to change the observance date from the Friday before or Monday after a holiday when a holiday falls on a weekend. Disclaimer: Any modifications to this policy or in the time off with pay described herein are at the sole discretion of the CEC Administrator. Revised: 8/9/2016 GCD-O Paid Time Off Page 6 of 6