/Institutions/Donnelly-College/json/2024-2025/Employee-Handbook-local.json

/Institutions/Donnelly-College/json/2024-2025/Employee-Handbook.json

PTO Paid Time Off and Leave

This policy applies to 12-month regular full-time and regular part-time staff employees only. Faculty and Adjunct contract faculty are not PTO eligible but are eligible for emergency leave.

PTO Accrual 
• Paid Time Off (PTO) combines vacation days, personal days, and sick days and can be viewed and tracked through Paylocity, Donnelly’s payroll system.
• The accrual of PTO hours is per pay period and starts with the employee’s first paycheck. There are 26 paychecks each year. PTO can accrue to a maximum of 240 hours. 
• After 240 hours have accrued, PTO accrual per pay period stops and resumes after the employee’s total PTO hours drop below 240. 
• Previous years for Staff Positions - Previous service within the Archdiocese of Kansas City, KS is transferable to Donnelly when calculating newly hired staff employee’s seniority dates and PTO/Paid Time Off accruals.
• Previous years for Faculty Positions - The number of years of service accumulated within the Archdiocese of Kansas City, KS locations for new Donnelly full-time faculty and faculty directors is eligible for FMLA leave per federal regulation. PTO/Paid Time Off accruals and any other faculty seniority considerations will be considered by the Dean of the college when the employee is hired.
• All exempt and non-exempt employees will accrue PTO according to years of service based on the schedule below: 
 
Years. of Service - PTO Accrual Per Paycheck 
0-2 years - 17 days per year - 5.23 hours
3-5 years - 21 days per year - 6.46 hours 
6-10 years - 25 days per year - 7.69 hours 
11 years+ - 30 days per year - 9.23 hours 

Part-time Employee PTO
12-month, regularly scheduled, part-time staff employees earn PTO according to years of service. Hours are prorated based on a 40-hour week and the number of regular scheduled hours the employee is assigned to work per week.
For example -
* If a new part-time person was assigned to work 20 hours a week as their regular schedule, 50% of a 40-hour week, their prorated PTO would be 50% of 5.23 or 2.62 hours per paycheck.
* If a new part-time person was assigned to work 15 hours a week, which is 37.5% of a 40-hour week, their prorated PTO would be 37.5% of 5.23 or 1.96 hours per paycheck.
Part-time employees must use PTO in hourly increments up to a maximum of the same number of hours per day that they would normally work on that day.

Employees transferring into Donnelly from other Archdiocese locations cannot transfer time off balances to Donnelly College; however, their Archdiocese seniority date will apply to their PTO accrual rate.
 
 PTO Usage 
* PTO is required to be approved by the employee’s supervisor with advanced notice from the employee. Two weeks advance notice is a recommended minimum for vacation PTO. 
* The supervisor can deny approving PTO requests due to work requirements in the department. An alternative PTO leave should be considered at this time. 
* The employee should try to notify the supervisor within 24 hours of the illness or accident that requires time off. The employee should indicate they are taking a medical leave; medical details are not required.
* A supervisor is required to grant medical leave to an employee.
o The supervisor can request a doctor’s excuse after a one-week absence.
* Non-exempt, Hourly employees may take PTO in hourly increments. 
* Exempt, Salary employees may take PTO in either half day/4-hour or full day/8-hour increments. 
* Employees should not go negative with their PTO available balance, except new employees during their 90-day introductory period, or with the supervisor's approval. 
o During a new hire’s 90-day introductory period, PTO can be approved on a case-by-case basis by the supervisor. 
* Employees are required to request Jury Duty and Bereavement leave in Paylocity as Time Off and inform their supervisor. A copy of the letter from the county or the obituary or death notice should be sent to Human Resources. Jury duty and Bereavement leave will not be charged against the PTO. 
* Upon departure from Donnelly, employees will be paid 50% of their total remaining PTO hours through their last day of work if they have given at least 2 weeks advanced written resignation notice, (excluding holidays), to their supervisor. The PTO payout will be 30% if the employee worked less than a year and/or did not give 2 weeks (excluding holidays) written notice to their supervisor. Employees are not allowed to use more than 2 days of PTO leave after giving resignation notice to their supervisor.
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Medical Documentation of Illness or Injury 
Employees who have more than five consecutive workdays of excused absences because of illness or injury can be required to give the Human Resources Coordinator proof of physician care. If an illness or injury prevents an employee from performing his or her regularly scheduled duties, a physician’s (or other qualified medical professional) statement must be provided verifying: 
• Existence of a medical condition that impacts scheduled work, 
• When the employee will be able to return to work, if applicable 
• Whether the employee can perform his or her regularly scheduled duties, whether accommodation is needed, and how many hours per day and week can be worked.