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HomeMy WebLinkAbout081 03 (;ì, ll¿lr.;! , j"U;ic-V IJ,-IÒ·Ô;L etU ¡')¡)lr~fâl() fh1fJ, STATE OF WASHINGTON County of Jefferson In the Matter of Establishing a } Paid Time Off (PTO) System and } Offering that Alternative System to } Non-Represented Employees } RESOLUTION NO 81-03 WHEREAS, Jefferson County provides certain paid time off benefits to employees, such as vacation, sick leave and floating holidays; and WHEREAS, there are restrictions and limits on an employee's accrual, use, carry over and payout at separation for each of these specific benefits; and WHEREAS, the County desires to provide greater flexibility to employees in managing their time off benefits, to allow greater accumulation of paid time off, and to reduce employer exposure to ultimate benefit utilization. NOW, THEREFORE, BE IT RESOL VED, by the Board of County Commissioners that a Paid Time Off (PTO) system as prescribed in Exhibit A of this Resolution is hereby adopted and may be offered to County employees as an alternative benefit accrual/use system. BE IT FURTHER RESOL VED, that this system is hereby offered as an individual choice basis to all non-represented employees. BE IT FINALLY RESOL VED, that once an employee enrolls in the PTO System, the standard system of vacation and sick leave accrual/use will no longer be available to them. The PTO System is mandatory for all non-represented employees hired on or after January I, 2004. ...>' --- APlmOflfl:!iIJ,Â/ìlD ADOPTED this '.' "'1. fj "', ('At . :~'-~,.;? \ \ ~ · "~ f /" ...' , t .;' ñ~' . ¡; day o£lf¿.ti:lltdk,?, 2003. /' í (t \, ,~ " . .... ~ l\. JEFFERSON COUNTY BO . OMMISSIONERS ) IIr,J ...J ,t ':~ SEAL: \-;: '<';, "-,,,,¡; '! . ; ATTEST: '. . JNu Î'f1~/;J)If:!} Cl.<itIU ~lie Matthes, CMC Deputy Clerk of the Board ) } , " "\ '-.I _~ EXHIBIT A Policy & Procedures for the Paid Time Off (PTO) Personal Leave Benefit System Section 1.0 - Subject Paid Time Off (PTO) is a time-off policy for eligible employees to use for vacation, illness or injury, and personal business. It combines traditional vacation, sick leave and possibly other leave accrual (i.e., traditional holidays or floating holidays) plans into one flexible, paid time-off policy. Employees will be eligible to earn and use PTO as described in this policy. Section 2.0 - Purpose The PTO system is established to provide greater flexibility to employees in managing their time off benefits, to allow greater accumulation of paid time off, and to reduce employer exposure to ultimate benefit utilization. Section 30 - Affected Parties All regular full time and part time County employees who are eligible to accrue paid leave and have voluntarily, though their own action if offered, or through the action of their bargaining representative if negotiated, agreed to enroll in this alternative paid time off benefit accrual/use system. Section 4.0 - References Resolution No. 20-93 Jefferson County Personnel Manual, amended by Resolution No. 133-92Federal Family Medical Leave Act Washington Family Care Act Section 5.0 - Def"mitions The following definitions will be used for the purposes of these policies and procedures. Accrual: The amount of time earned and then added to an employee's PTO bank based on their length of eligible employment with Jefferson County Bank: The amount of accrued PTO an employee has to a specific maximum (See Maximum PTO Bank) Standard Paid Leave Accrual System: The system identified in the Jefferson County Personnel Policy Manual for accrual of vacation, sick leave and floating holiday benefits before the establishment of the PTO accrual system Minimum Increment: The smallest amount ofPTO that an employee can take at one time Policy for the Paid Time Off (PTO) Personal Leave Benefit System Adopted as Exhibit A to Resolution No.8l-03 Page 2 Section 6.0 - Policy The PTO system for paid time off benefits is offered as an alternative benefit accrual/use system. Section 6.1 - PTO Accrual The amount ofPTO an employee receives each year increases with the length oftheir employment as shown in the following schedule (PTO calculation equals an employee's annual vacation accruals plus: one (1) floating holiday, two (2) additional days, and six (6) sick leave days): Months of Months * PTO Yearly Maximum hours earned PTO Bank Employment (converted to Accrual Max- per straight time hour of Maximum years) imum Hours employment. (PTO is Hours/(days) /(days) earned hourly and posted monthly.) 0-36** 0-3 152/(19) 0.0731 240/(30) 37-60 4-5 168/(21) 0.0808 280/ (35) 61-120 6-10 192/(24) 0.0923 320/(40) 121-180 11-15 208/(26) 0.1000 360/(45) 181-240 16-20 232/(29) 0.1115 400/(50) 241-300 21-25 Same Same 440/(55) 301+ 26+ Same Same 480/(60) * Calculated based on a standard scheduled work week of 40 hours, maximum 2,080 hours yearly. No PTO may be used until successful completion of the probationary period, except for a documented medical condition. ** Section 7.0 - Procedures The following procedures will be used in implementing the system for those employees who enroll in the PTO system. Section 7.1 - PTO Use and Minimum Increment PTO shall be used for all authorized leave provisions pursuant to the Jefferson County Personnel Policy. The Minimum increment ofPTO use is four (4) hours for all FLSA exempt personnel. Section 7.2 - PTO Use During an Employee's Trial Period & Scheduling Use ofPTO No PTO may be used until successful completion of the probationary period, except for a documented medical condition. PTO shall be scheduled pursuant to the sick/vacation leave provisions ofthe Jefferson County Personnel Policy. Section 7.3 - PTO Banking and Cash Out The employee may bank and carry forward any accrued PTO up to the Maximum PTO Bank (see the schedule in Section 6.1.) Upon separation of employment for any reason, the employee will Policy for the Paid Time Off (PTO) Personal Leave Benefit System Adopted as Exhibit A to Resolution No.8 1-03 Page 3 be cashed out for unused PTO. Section 7.4 - Maximum PTO Bank Accrued PTO shall be credited to the employee's PTO bank up to the maximum allowed. Any accrued PTO which exceeds this authorized bank limit will be credited to the employee's Catastrophic Sick Leave Bank (see also Section 7.5.) When the employee uses accrued PTO and brings the available amount below the cap, accrual to the PTO bank will begin again. Section 7.5 - Catastrophic Sick Leave Bank The employee's Catastrophic Sick Leave Bank shall only be accessible to the employee accruing the bank, and access shall only be allowed when all other paid leave, compensatory time or other Employer provided financial benefits are exhausted. 7.5.1 Maximum Accrual: The maximum accrual in the catastrophic sick leave bank is 960 hours (120 days.) 7.5.2 County Sick Leave Bank: Days accrued in the catastrophic sick leave bank may be donated to the County sick leave bank per Resolution 79-94. 7.5.3 Separation from Employment: Upon separation from employment any accrual left in the employee's catastrophic sick leave bank is forfeited. Section 7.6 - PTO Cash Out PTO is paid at the employee's base pay rate (computed as an hourly rate) at the time of use or cash out. Section 7.7 - PTO Use During Illness or Injury or Workplace Injury The use ofPTO due to illness, injury or workplace injury shall follow the sick leave provisions of the personnel policy. Section 7.8 - Conversion from Standard Paid Leave Accrual System to PTO When an employee elects to enroll in the PTO System their paid leave balances will be handled as follows: 7.8.1 Unused Sick Leave: Any sick leave an employee accrued under the standard sick leave system before enrolling in the PTO system will be banked in a separate account for the employee's benefit and maybe used and/or cashed out under the sick leave provisions of the personnel policy. The employee will used the S/L designation on their time sheet if the time is to be taken from their sick leave bank. 7.8.2 Unused Vacation Leave: Any vacation leave an employee accrued under the standard system will be converted to PTO when the employee chooses to enter the PTO system. 7.8.3 Unused Floating Holidays: Any unused floating holiday for an employee will be credited to their PTO bank. Section 7.9 - PTO Choice for Current Employees PTO is being offered as an alternate to the standard paid leave accrual system. Once an employee chooses to enter into the PTO system the employee will not be authorized to return to the Policy for the Paid Time Off (PTO) Personal Leave Benefit System Adopted as Exhibit A to Resolution No.81-03 Page 4 standard paid leave accrual/use system unless the PTO system is not longer offered. 7.9.1 Open Enrollment Period: Employees who are eligible but chose not to enroll in the PTO System upon implementation will have another opportunity to make that choice during an open enrollment period the first week of December each year for implementation the following January. 7.9.2 Leave Accruals from the Standard Paid Leave Accrual System: Once an employee enrolls in PTO any accrued leave over the limits established in the standard paid leave accrual system will be included in the amount rolled into their PTO bank. Section 7.10 - PTO for New Employees The PTO system shall be applied to all non-represented employees hired following the implementation date of this policy. Section 8.0 - Responsibilities Employees under the PTO System will be responsible for managing the use of their PTO accrual to ensure that they have paid leave time available for all appropriate time off uses. Employees will need to be mindful of their PTO balance to assure that they have a balance available to cover traditional sick leave uses including their own illness/injury, medical or dental care, as well as the same uses for their dependents and certain family members (see Personnel Policy for eligible family members.) Section 8.1 - Provisions of the Personnel Policy Apply All of the provisions of the currently adopted Personnel Policy Manual or any future version of the Personnel Policy that is adopted by the County regarding the use of accrued sick leave and Family Medical Leave, shall apply to the use ofPTO when it is used for illness, injury or medical reasons. 8.1.1 Employees and their Supervisors: Must identify and report in a timely manner the nature of the use of any PTO hours to be designated as FMLA for a qualified illness, injury, maternity leave, or other qualified use. 8.1.2 Time Sheets: The designation of"P" will be used for time to be used from a PTO Bank and "FMLA" for time that is eligible to be Family Medical Leave on County time sheets. Section 8.2 - Catastrophic Sick Leave Bank Balances When an employee's accrued PTO hours reach the maximum allowed, further accrual will be credited to the employee's Catastrophic Sick Leave Bank at the end of the month. The Payroll/Benefits Coordinator in the Auditor's Office will be responsible for oversight of the accrual, use, and tracking all individual employee Catastrophic Sick Leave Bank balances.