Paid Time Off

Eligibility

Full-time and part-time employees who work at least ten hours per week are eligible to accrue Paid Time Off (PTO) according to the schedule below. PTO must be scheduled and approved in advance by the employee’s supervisor, except for last minute illnesses, injury or emergencies. Part-time staff that work less than 10 hours per week and temporary employees or contractors are not eligible for PTO.

Accruals

PTO is accrued at the following rates for full-time employees:

Employee TypeCalendar years
beginning prior to
completion of 5
years of full-time
status
Calendar years
beginning after
completion of 5 years of
full-time status
Full Time 12 Month Employee24 days per year31 days per year
Full Time 10 Month Employee20 days per year26 days per year
Full Time 9 Month Employee18 days per year24 days per year

Part-Time employees accrue 1 PTO day for every month worked. For example, a part-time 12 month employee will accrue 12 workdays per year and a part-time 9 month employee will accrue 9 workdays per year. Exceptions apply for part-time employees that work intermittently.

New Hires During First Partial Calendar Year of Employment

At the time of hire, employees will have zero hours of PTO in their PTO bank, and they will begin accruing hours in every paycheck.  They may use it as soon as it as soon as it is deposited into their bank, but they cannot use more PTO than they will accrue in a year.

Existing Employees

On the first and each subsequent January 1 after hire, employees will have their PTO entitlement for the entire upcoming calendar year deposited into their PTO bank and available for immediate use.  Although it will be available for immediate use, it will be earned on a pro-rated basis each paycheck.

For example, a 12-month employee who has worked for CCS less than five years will have 24 days of PTO depositing into their PTO bank on January 1.  The employee can begin using this immediately, even before it is earned.  On February 1, the employee will have earned two days of PTO; on March 1, the employee will have earned another two days of PTO, etc.  Except in the first partial year of employment, employees are permitted to take more PTO than they have earned at the time they take the PTO only in an emergency situation, as approved by the Director of HR.  An employee who does so will be considered to have a “negative PTO balance.”

PTO will be prorated accordingly when an employee is hired or terminates mid-month. When hired on or before or terminated on or after the 15th of the month, a full month’s accrual will be credited. If hired after the 15th of the month or terminated before the 15th of the month, no PTO will be accrued for the month. An employee may carryover a maximum of 1 year of PTO into the new calendar year. Excess PTO that is not taken and cannot be carried over will be forfeited.

Using PTO

Employees should follow their department procedures when requesting time off. Non-exempt employees may take PTO in increments as small as 1 hour. Exempt employees may take PTO in increments as small as one-half day. All PTO is to be used before time is taken without pay. If an employee has a negative PTO balance at the end of the year due to borrowing from the following year, the negative balance will be pulled from the PTO the employee receives in their bank as of January 1.  An employee’s PTO balance may not be more than two weeks in the negative.

Please note that even if an employee has PTO available, excessive use of unscheduled time off is disruptive and may lead to disciplinary action.  See Attendance and Timeliness policy. CCS’s PTO policy is intended to and will be interpreted to comply with the provisions of Michigan’s Paid Medical Leave Act.

PTO in Conjunction with STD and Worker’s Compensation

  1. A six working days waiting period is required before short term disability begins to pay any benefits. Employees are required to use their PTO during the six day waiting period. Employees will not accrue PTO while on Short Term Disability, but they will accrue PTO during the six working day waiting period when PTO is used. If the six working days waiting period when PTO is used ends on or after the 15th of the month, PTO will be accrued for that month. If the six working days waiting period when PTO is used ends before the 15th of the month, PTO will not be accrued for the month.  An employee cannot use PTO to bring their pay up to 100% if they are receiving less than 100% of their pay through the Short-Term Disability program.
  2. An employee receiving benefits under workers’ compensation will not be paid from both PTO and workers’ compensation for the same hours. However, an employee can supplement workers’ compensation pay with PTO to meet their full salary.

Payout of PTO

Payment of earned, unused PTO time will be made at the employee’s regular rate of pay when employment terminates. If a negative PTO balance exists at the time of termination, the employee’s last pay will be reduced by this amount (subject to compliance with applicable state law).

EFFECTIVE DATE
August 23, 2017

LAST UPDATED DATE
June 3, 2020

APPROVING OFFICE
Administration and Finance