Effective January 1, 2016, we are combining vacation, sick days and “Summer Fridays” into a single category called Paid Time Off (PTO), that is separate from our company holidays. One of our Summer Days will go to our observance of Martin Luther King Day as a company holiday and the other will become a PTO day. If you need to work on a company holiday (MLK Day or otherwise), you will be able to take a replacement day off (or receive holiday pay if you are an hourly team member). Below is the policy:
It is the policy of the Company to provide annual PTO for adequate rest and relaxation.
All Year Round Team Members are eligible for Paid Time Off (“PTO”) according to their years of service. PTO can be used by a Team Member to take a vacation, personal time off or in the event an employee is ill. The PTO calendar year is January 1st through December 31st.
Full-Time Team Members:
Full-time Year-Round Team Members accrue PTO on the following schedule:
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*Date of Hire until December 31, accrue up to the equivalent of
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20 days
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1st Jan 1 after hire accrue
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21 days
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2nd Jan 1 accrue
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23 days
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3rd Jan 1 accrue
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26 days
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4th Jan 1 accrue
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27 days
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5th Jan 1 accrue
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28 days
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6th Jan 1 accrue
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29 days
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7th Jan 1 and thereafter accrue
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30 days
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*Example : Tom joins Uncommon Goods on August 1. Tom will be employed for 5 months of the year. He is therefore eligible to accrue 5/12 (or .42) of the full year accrual. The calculation to determine his PTO accrual during his first year of employment is .42 x 21= 8.4. This number will be rounded to 8 PTO days to be used between August 1 and December 31 (with prior approval from his manager).
Part-Time Team Members:
Part-time Year-Round Team Members accrue PTO on the following schedule:
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Date of Hire – December 31, accrue up to the equivalent of
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11 days
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1st Jan 1 after hire accrue
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13 days
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2nd Jan 1accrue
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15 days
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3rd Jan 1 and thereafter accrue
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17 days
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Team Members are encouraged to take their PTO in the year in which it is earned.
Team Members accrue 1/26 of their PTO each pay period. Team members may borrow up to a maximum of 80 hours of future vacation accrual. Time off in excess of the above borrowed accrued vacation time off will be considered as time off without pay.
If a recognized holiday falls during a Team Member’s scheduled vacation period, it will not be considered a vacation day.
Non-exempt team members may take time off in full-hour increments only. Exempt Team Members may take time off in full-day or half day increments in accordance with state and federal laws.
Vacation does not accrue during unpaid leaves of absence. Accrual will begin when a Team Member returns. Years of service is adjusted for any leave of absence lasting longer than 3 months.
Accrued but unused vacation will be paid out upon termination of employment, per adherence to the termination process.
Any exceptions to this PTO benefits earning schedule must be approved in writing by the CEO or Human Resources.
PTO scheduling is at the sole discretion of the manager and should be requested as far in advance as possible prior to the beginning of the time off. All PTO requests should be pre-approved by the employee’s manager and requests will be granted based on business needs and available staffing. In order for business to continue to run efficiently and effectively, management reserves the right approve or deny time off requests. Managers may black out certain peak business periods. All time off use/scheduling is subject to manager approval. Vacation must be submitted through the designated system, and requires a supervisors’ approval prior to payroll processing.
PTO for the purposes of vacation must be requested at least 4 weeks prior to the beginning of the time off.
When unable to report to work due to illness or an emergency, Team Members must contact their direct manager and give as much notice as possible before the start of their scheduled shift.
The above policy shall be interpreted in accordance with applicable law and in coordination with other benefit policies.
Change in Employment Category during Employment
For Team Members who transition to a full-time role and thus become eligible for additional PTO on a date later than their start date, the date of transition to full-time will be used to calculate PTO eligibility and accrual amount. The accrual will be based on their total years of service. For example, if a Team Member is in their 3rd year of employment as a Part-time Team Member and on April 1 of that year they transition to a Full-time Team Member, their total vacation accrual for the year will be calculated as follows:
.25x17 + .75x23 =21.5 days
For Team Members who transition to a Part-time role, the date of transition to part-time will be used to calculate PTO eligibility and accrual amount. The accrual will be based on their total years of service.
Accrued, Unused PTO at Year-End
In the event a Team Member has accrued unused PTO at the end of the calendar year, a request can be sent to his/her manager to defer up to a maximum of 5 days (4o hours) of accrued, unused PTO. The request must be approved and submitted to the function head no later than December 15th each year. In the event the request is approved, the accrued, unused PTO must be used by March 31st of the following year. Deferred PTO days that are accrued and unused by March 31st will be forfeited to the extent allowed by applicable law.
