Paid Time Off

Eligibility

Full-time and part-time staff 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. In these instances, employees should notify their supervisor as soon as possible. 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 Type	Calendar years beginning prior to completion of 5 years of full-time status	Calendar years beginning after completion of 5 years of full-time status*
Executive	31 days per year	31 days per year
Full Time 12 Month Employee	24 days per year	31 days per year
Full Time 10 Month Employee	20 days per year	26 days per year
Full Time 10 Month, Half time 2 (10 and 2)	22 days per year	26 days per year
Full Time 9 Month Employee	18 days per year	24 days per year

Part Time Staff Employees

Effective January 1, 2024, Part-Time, hourly staff employees will accrue PTO  at a rate of .0923 hours for each hour worked.

Employees are permitted to take more PTO than they have earned, if approved by their supervisor.  An employee who does so will be considered to have a “negative PTO balance.”  Employees cannot borrow PTO from future years.

Full Time Staff Employees

On January 1st of each year, Full time staff employees will have their PTO entitlement for the entire 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 month.

For example, a 12-month Full Time employee who has worked for CCS less than five years will have 24 days of PTO deposited into their PTO bank on January 1. The employee can begin using this immediately. Employees are permitted to take more PTO than they have earned, if approved by their supervisor. An employee who does so will be considered to have a “negative PTO balance.” Employees cannot borrow PTO from future years.

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 carry over 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 in the case of emergent situations only.

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 Workers’ Compensation

1. A seven calendar day waiting period is required before short term disability begins to pay any benefits. Employees are required to use their PTO during the seven day waiting period. Employees will not accrue PTO while on Short Term Disability, but they will accrue PTO during the seven day waiting period when PTO is used. If the seven day waiting period when PTO is used ends on or after the 15th of the month, PTO will be accrued for that month. If the seven day waiting period 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. They may use PTO if there is a waiting period before income replacement benefits begin.

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 paycheck will be reduced by this amount (subject to compliance with applicable state law). The employee’s Timeclock Plus record will need to be up to date before any PTO payout is issued. PTO payouts are generally paid on the pay date after the employee’s last paycheck.