413 Paid Time Off (PTO)

PURPOSE: To establish a paid time off benefit that will provide compensation during periods of absence that could be used for personal business, trips, rest or other activity not covered under other policies such as sick leave, jury leave, bereavement, etc. and to support the College’s goals to attract and retain quality employees.

PTO days for regular full-time employees (those who maintain a regular schedule of 35 or more hours per week) are accrued in accordance with the table below, at the end of each month worked. PTO does not accrue during periods of unpaid leave.

Maximum “banked” days = 40 days at end of calendar year.

Part-time employees who work at least 17 ½ hours per week are eligible for PTO on a prorated basis. Employees working less than 17 ½ hours per week, as well as, temporary and seasonal employees shall not be eligible for paid time off benefits. Part-time staff employees will earn PTO at the following rates:

Maximum “banked” days = 40 days at end of calendar year.

Regular full-time salaried employees – Regular base salaries are continued during periods of approved paid time off.

Regular full-time hourly employees – Weekly approved paid time off is determined by multiplying the straight-time hourly rate by the numbers of hours normally scheduled in a regular workweek up to a maximum of 40 hours.

It is the responsibility of each department head to schedule both the timing and length of PTO in an orderly manner so as not to interfere with the function (s) of a particular work area. An employee is encouraged to schedule their PTO well in advance with their department head. All attempts will be made to grant PTO requests. However, the College reserves the right to approve or disapprove PTO requests depending upon the needs of the department.

The College strongly discourages an individual to utilize any PTO days off prior to accruing those days. A request made would require the supervisors advanced approval. The supervisor may approve or deny the request based upon the needs of the department, the employee’s work performance, and the length of service. Maintaining a negative balance on PTO days or being “off” without time available should not be a regular practice and will lead to disciplinary action. At no time, should an employee have a negative balance at the end of the calendar year.

An employee is expected and encouraged to take their earned paid time off each calendar year. A maximum of 40 days may be “banked” at the end of each calendar year. Paid Time Off that is “banked” may be scheduled at a later date or paid upon separation from Centre College employment, at the discretion of the College. The maximum days to be paid at termination will be 25 days for all employees.

Paid time off (PTO) and holiday pay will not be paid for the same day. If a college holiday falls during a period of PTO, that day will be charged to holiday pay.

Any PTO days that were approved by the supervisor and taken, but not earned or “banked,” will be deducted from a terminating employee’s final pay.

If employment ends, you or your beneficiary will be paid for any earned unused PTO time up to a maximum of 25 days. When determining payment for PTO at termination, fractional days will be rounded to the nearest whole number (example: 12.49 days = 12.50 days).

At a minimum, PTO may be taken in ½ day units.

Hourly staff PTO must be noted on the bi-weekly timecard and approved by the supervisor. Salaried staff should submit their PTO through CentreNet, behind the Staff tab and then via the Time Entry/Approval link.