[OPLINLIST] Paid time off responses

Tue Sep 27 16:47:01 EDT 2011

Please share with the list.
Thanks,
Cinda Bretz Wallace, MLIS
Director
EXTENSION LIBRARY DISTRICT OF HURON COUNTY
With Branches In Willard, Greenwich, North Fairfield, and Wakeman
419-933-2544
bretzci at oplin.org

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  ----- Original Message ----- 
  From: Cass Owens 
  To: oplinlist at oplin.org 
  Sent: Tuesday, September 27, 2011 4:16 PM
  Subject: Re: [OPLINLIST] Paid time off responses

  In 2010 the question was posed to our list soliciting personnel policies for Paid Time Off (PTO), which sometimes has other nomenclature.  As we are considering a change in 2012, we are looking for examples of PTO which encompass the traditional vacation time, sick time, personal time, floating holiday and bereavement time.  

  I believe that larger employers are moving to this model for a number of reasons.

  I have some samples (as summarized nicely in 2010) but I'm wondering if there are more out there.  These samples don't necessary cover the traditional "vacation time" and/or "sick time".

  Thank you in advance for any responses.

  Cass Owens

  CASS OWENS, DIRECTOR
  Reed Memorial Library
  167 E. Main St.
  Ravenna, OH 44266

  phone: 330-296-2827, ext 101
  fax: 339-296-3870

  www.reedlibrary.org

  If you have received this email in error please notify the system manager.
  Please note that any views or opinions presented in this email are solely those
  of the author and do not necessarily represent those of Reed Memorial Library.

  On Thu, Apr 8, 2010 at 2:15 PM, Marsha Wagner <mwagner at canalfultonlibrary.org> wrote:

          Thanks to all who responded to my request for paid time off polices.  I attached policies and smaller responses are cut & pasted to this e-mail below.  As you can see I had a little trouble with formatting.  Not interested, just hit the delete key.

          Henderson PL-Policy Attached above 
                policy-personnel-8.4pto.doc (39KB),  policy-personnel-8.3.doc (40KB), 

          We are a very small library also. We have 6.25 FTEs. An employee could take as much time off as he had banked, as long as I approve it. I would certainly do that for a serious situation. After his leave is exhausted, he could request a leave of absence, which must be approved by the board. We've never had a situation where a full timer wanted to work part time and retain benefits. I would assume our policies would kick in which says if he works less than 40 hours but more than 25, insurance is paid at 25% and the PTO would accrue accordingly. PTO can be used for anything here--sickness, extra vacation, personal, etc.

          Carnegie Public Library
          We have a union and talked about it in our last negotiations but ended up not going that direction. 

          Cleveland Heights-University Heights Public Library

          We have ETO and sick time, so it is not in one account. 

          Norwalk Public Library

          NPL is a Union library. Each employee has several accounts for paid time off.

          Employees earn “Sick” time at different accrual rates depending on how many hours worked weekly. There’s no limit on how much sick time an employee can earn. 

          “Vacation” time is earned according to hours worked weekly, the length of time employed and starts with two weeks after the first year of employment. They cannot carry more than one work week’s worth of hours over the allowed total per year.  

          At retirement or resignation an employee can receive payment for one fourth of their accrued sick time and all of their earned vacation time.

          According to the contract we have twelve “Paid Holidays” yearly (negotiations are pending for a contract that ends 12-31-2010).

          Paid “Emergency/Personal” time depends on how many hours regularly worked. Full time employees (30 hours or more a week) may use 15 hours P/E per year and part time (less than 30 hours per week) may use 12.5 P/E hours per year. They do not have to use all these hours but usually do, especially in winter.

          NORWALK Contract:

          ARTICLE 15  

          SICK LEAVE AND RELATED ABSENCES

          Section 15.2.  Use of Sick Leave

          Section 15.2 B reads as follows:

          B.    For absence of the employee due to illness of a member of the employee’s immediate family. 

          For the purposes of this section, “immediate family” is defined as the father, mother, brother, sister, son, daughter, spouse, grandmother, grandfather, grandson, granddaughter, aunt, uncle, father-in-law, mother-in-law, brother-in-law, sister-in-law, or stepchild of the said employee and any other resident in the household of the employee.

          1.     If any employee is absent not more than five (5) consecutive workdays because of the illness of a member of the employee’s immediate family, the employee need only make the report of absence required by this agreement in order to be eligible for sick leave with pay for such absence.

          2.     If an employee is absent in excess of five (5) consecutive scheduled workdays for this reason, the employee must provide the Director with a doctor’s certificate setting forth the identity of the patient, the nature of the illness involved, and the need for the absence of the employee, in order for the employee to be eligible for sick leave with pay for such absence.

          Columbus Public Library 

          For what it's worth, Columbus Metro used PTO when I was there, and I believe that they still do.  I think that Mark Millwater (mmillwater at columbuslibrary.org) would be a good contact for more info.

          Marysville Public Library

          See attachment  PTO policy309update-1.txt (10KB) 

          Mary Lou Johnson Hardin County District Library see attachment:  Paid Time Off.docx (11KB) 

          Akron  Summit County PL

          3.106           Sick Leave              

          All regular full-time employees shall be entitled to 135.20 hours of sick leave with pay for each 52-week period of service, which is earned at the rate of 2.60 hours per week or 5.20 hours per bi-weekly pay period.  All regular part-time employees shall be entitled to pro-rated sick leave based upon the hours authorized for the employee’s position.  For instance, regular part-time employees who are authorized to work 22.5 hours per week, or 45 hours per bi-weekly pay period, shall be entitled to 81.12 hours of sick leave with pay for each 52-week period of service, which is earned at a rate of 1.56 hours per week or 3.12 hours per bi-weekly pay period.

          Employees are expected to be regular in their attendance; however, they are eligible to use sick leave as it is earned in cases of personal or family illness, and medical, dental, or optical examinations or treatment of an employee or a member of the employee’s immediate family.  Excessive use of sick leave is discouraged.  An employee will not be paid for sick leave in excess of the sick leave earned.  An employee who has exhausted all earned sick leave may request in writing to use earned vacation leave to cover time lost due to illness.

          The total accumulation of sick leave allowed for regular full-time employees is 1200.00 hours.  Employees who have accumulated the maximum sick leave may, during any given year, earn and use up to 135.20 hours of sick leave without affecting their maximum accumulation.

          The total accumulation of sick leave allowed for regular part-time employees authorized to work 22.5 hours per week is 720.00 hours.  Employees who have accumulated the maximum sick leave may, during any given year, earn and use up to 81.12 hours of sick leave without affecting their maximum accumulation.

          The total accumulation of sick leave allowed for regular part-time employees authorized to work other than 22.5 hours per week will be a pro-rated number of hours of sick leave as determined by the Human Resources Department.  A maximum number of accumulated sick leave hours shall also be determined by the Human Resources Department.

          Direct compensation for unused sick leave at the time of retirement cannot be paid to an employee; however, a portion of the unused sick leave may be credited towards retirement pay.  (See Section 3.210  Retirement Pay.)

          An employee shall be charged for sick leave only for days upon which he or she would otherwise have been scheduled to work.  Sick leave payment shall not exceed the normal scheduled workday or workweek.  

          When unable to report for work, an employee is expected to follow the procedure for reporting off work found in Section 2.200 of the Employee Handbook.

          To document the use of sick leave, the employee is required to attach a signed sick leave affidavit to their time card.  Use of sick leave for five or more consecutive

          Page 55                             3/31/96

          working days due to the illness of an employee or a member of their immediate family shall require written certification from a health care provider.  The certificate must state the date upon which the employee will be able to return to work.  This certificate must be submitted to the employee’s immediate supervisor before the employee will be permitted to return to work.  The certificate must also specify any work-related restrictions placed upon the employee by the health care provider, along with a date upon which the employee is expected to return to regular duty.

          Employees failing to comply with sick leave rules and regulations shall not be paid for time lost.  An employee who willfully and knowingly falsifies sick leave on a time card will be subject to disciplinary action up to and including termination of employment.

              Immediate Family:  Spouse; unmarried individual serving in the role of a spouse; mother, father, grandmother, grandfather, sister, brother, daughter, son, and equivalent ‘in-law’; granddaughter, grandson; stepmother, stepfather, stepdaughter, stepson, stepsister, stepbrother; ward; legal guardian, or other person serving in the role of a parent.  (For Compassionate Leave only, aunts, uncles, nieces, and nephews shall also be considered ‘Immediate Family’.)

          Marsha Wagner 
          Director 
          Canal Fulton Public Library 
          154 Market St. NE 
          Canal Fulton, OH 44708 
          330 854-4148; fax 330 8549520 

          "All that mankind has done, thought, gained or been; it is lying as in magic preservation in the pages of books."  Thomas Carlyle 

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