ERLANGER HEALTH SYSTEM POLICY Origination 9/93. Approval: Reviewed Revised Approval: 11/11 1/1/14 Index Title: Paid Time Off Originating Department: Human Resources Number: 8327.0701 Description for EHS Intranet: Paid annual leave; PAL; vacation; holidays; sick leave; paid time off; PTO Policy statement: The purpose of this policy is to establish guidelines by which employees of Erlanger Health System ("EHS") may accrue and schedule paid time off ("PTO"). EHS has the right and authority to interpret the provisions of this policy, and its decisions shall be final and binding. Scope: All full-time and part-time EHS employees. This policy does not apply to PRN/temporary employees. Policy: PTO includes vacation, holidays, personal days, and up to 30 hours of sick leave. PTO begins to accrue on the first day of employment. PTO is available for use by hourly employees at the completion of their six-month entry probationary period. At EHS s discretion, PTO may be used during the entry probationary period for absences caused by low census or department closure. Whenever possible, EHS will grant an employee s request for time off; however, to ensure the efficient and orderly management of the hospital, EHS management reserves the right to determine when or if time off may be taken. PTO is available for use by salaried employees as soon as it is accrued. An eligible employee accrues on no more than seventy-five eligible hours of PTO per pay period. PTO does not accrue on time spent on-call or on unpaid leave of absence. Once an employee has reached the maximum balance, the employee will not accrue PTO until the employee drops below the maximum balance by using or selling his/her available PTO. Pay during periods when PTO is being used will be calculated based on the employee's base pay rate (in effect when PTO is used) times the number of hours the employee would otherwise have worked on the day(s) of absence. Base pay during periods when PTO is being used will not include shift differentials, call back premiums, clinical differentials, holiday premiums, incentive pay, bonuses, overtime, or any other forms of compensation.
8327.0701 Page 2 of 4 PTO (or short-term disability leave (STD), if appropriate) must be used for any otherwise unpaid absence from work, except absences due to military service or low census. PRN/temporary employees are not eligible for PTO. If a regular employee who has completed their probationary period transfers into PRN/temporary status, his or her PTO will be paid out at 100%. A regular employee who transfers to PRN/temporary status during their probationary period will not be entitled to any pay out of PTO. Although the accrual of PTO may be stated in terms of partial days or hours, the accrual or taking of PTO does not convert an exempt employee to a nonexempt employee. Any vested unused PTO at the time of termination of employment will be paid to the employee at 100%.
8327.0701 Page 3 of 4 PTO Accrual Tables PTO accrues for hourly and most salaried employees ("EEs") as shown below. Years of Service Accrual of PTO (in hours) Hourly EEs (per hour) Salaried EEs (per pay period) Maximum Possible Annual Accrual Hours 0 5.0846 6.34 165.0 5 10.1038 7.78 202.5 10 20.1231 9.23 240.0 20+.1423 10.67 277.5 PTO accrues for Key Managers and above, physicians and dentists employed by EHS as shown below. Accrual of PTO (in hours) Maximum Possible Annual Accrual Years of Service Per Pay Period Hours 0 5 7.78 202.5 5 10 9.23 240.0 10 20 10.67 277.5 20+ 12.12 315.0 Beginning April 1, 2014 the maximum allowed total accrual will be 400 hours, regardless of years of service. Selling Unused PTO hours (PTO Buyback) Employees may sell unused PTO up to 150 hours per calendar year on any of the 26 pay periods at a per hour rate equal to 90% of the employee s current base pay rate.
8327.0701 Page 4 of 4 Committee Approval/Date Personnel Committee 10/11/11 Policy and Procedure Committee 11/9/11 Board of Trustees 10/24/13 Medical Director Approval/Date References: Paid Time Off Procedure
ERLANGER HEALTH SYSTEM PROCEDURE Origination 9/93. Approval: Reviewed Revised Approval: 11/11 1/1/14 Index Title: Paid Time Off Originating Department: Human Resources Description for EHS Intranet: Paid annual leave; PAL; vacation; holidays; sick leave; paid time off; PTO Policy statement: The purpose of this policy is to establish guidelines by which employees of Erlanger Health System ("EHS") may accrue and schedule paid time off ("PTO"). EHS has the right and authority to interpret the provisions of this policy, and its decisions shall be final and binding. Scope: All full-time and part-time EHS employees. This policy does not apply to PRN/temporary employees. Procedure: 1. PTO accrues only for Eligible Hours. Eligible Hours are defined as: (i) hours actually worked; (ii) approved conference hours; (iii) hours spent on approved jury duty or bereavement leave; (iv) PTO and Short-Term Disability Bank ("STD Bank") hours taken; and (v) regular work hours not worked due to low census or lack of work (collectively "eligible hours"). 2. As stated above, PTO for hourly employees vests after the completion of the entry probationary period. 3. Unless related to an unexpected illness or other emergency, use of PTO must be requested in advance and approved by an employee's department head or supervisor. In the event of an unexpected illness or other emergency, an employee must notify his or her supervisor and FMLA administrator in accordance with established departmental and hospital policies. 4. The amount of an employee's accrued PTO is listed on the employee's pay stub. It is the employee's ultimate responsibility to keep track of his or her leave balances and to use or sell back the leave before reaching the maximum balance.
Procedure Page 2 of 2 5. Employees who are on Decision Making Leave ("DML") in conjunction with the Discipline Policy may be suspended without pay for a period of up to 5 consecutive work days. Employees may not use accrued PTO or PTO buyback while on DML in the pay period in which the DML was administered. 6. Employees are not generally allowed to use or take more PTO per year than the maximum possible annual accrual described above for his/her level of seniority. This does not apply to PTO Buyback. References: Paid Time Off Policy - #8327.0701