LAWRENCE COUNTY MEMORIAL HOSPITAL
Lawrenceville, IL
Originating Department: Administration
Effective Date: 3/25/07
Revision Dates: 3/26/08; 3/25/09; 2/24/10;
9/28/11; 4/4/12; 12/12/12; 4/3/13
Executive Approval: Original on File
Title: Paid Time Off Plan
Distribution: All Departments
Board Approval: 2/28/07
Page: 1 of 4
POLICY
It is the policy of Lawrence County Memorial Hospital to grant time off with pay to full-time
and .5 employees. Advance planning of time off is necessary in order to properly staff the
hospital for patient care.
PURPOSE
To provide employees with flexibility in scheduling their paid time off.
PROCEDURE
The PTO Plan replaces what was previously classified as sick days, vacation days, holidays, and
personal day, and it:
1.
Rewards for good attendance,
2.
Provides more control by the individual employee in planning his or her personal time off
to fit particular needs and lifestyles,
3.
May be used to extend a holiday or vacation,
4.
Makes staffing easier due to fewer unexpected absences,
5.
Is used as an advantage in recruiting, because it adapts to the potential employees needs,
6.
May be used as a retention tool to retain good employees, and
7.
Simplification of tracking and recording time off.
Full-time and part time (.5 FTE) employees are eligible to earn PTO based on hours worked per
pay period. PTO accruals may accumulate to a total of 350 hours.
PTO hours are earned based on the number of hours worked and years of service with the
hospital. The following schedule for non-exempt and exempt employees’ show how many hours
of PTO are earned for each eligible hour paid.
Originating Department: Administration
Title: Paid Time Off Plan
Years of Service
0-5 years
6-8 years
9-11 years
12 or more years
Effective Date: 3/25/07
Revision Dates: 3/26/08; 3/25/09; 2/24/10;
9/28/11; 4/4/12; 12/12/12; 4/3/13
Page: 2 of 4
Accrual Rate for Non-Exempt
Full and Part Time ( .5 FTE) Employees
.085 =
.0923 =
.104 =
.123 =
22 days (full time)
24 days (full time)
27 days (full time)
32 days (full time)
Maximum
PTO Accrual
225 hours
250 hours
275 hours
350 hours
Accrual Rate for Department Heads
0-8 years
9 or more years
.104 = 27 days (full time)
.123 = 32 days (full time)
250 hours
350 hours
Using Paid Time Off
1.
Employees are expected to request their PTO in advance according to departmental
scheduling procedures. The supervisor has the discretion to approve or disapprove the
request depending upon staffing needs, but is encouraged to make every attempt to
accommodate the employee’s request.
2.
Unscheduled absences due to personal and family emergencies and illnesses will occur.
Employees are expected to follow departmental call in procedures and complete the
Employee Illness Report in those events. An excessive number of unscheduled absences
over a period of time will result in disciplinary action, up to, and including termination
(refer to the Attendance / Punctuality Policy).
It is the responsibility of the employee to keep their Department Leader informed of their
status of illness or an extended leave of absence. Personnel absent due to any
communicable disease may return to work only after release from the physician with
written statement of freedom from the condition and permission that he/she may return to
work.
3.
All accrued paid time off, in excess of the maximum annual PTO accrual, will be
considered forfeited by the employee with no additional paid time off being accrued until
the number of paid time off hours falls below the maximum annual PTO accrual.
4.
PTO cannot be used to make up for lost time due to tardiness.
5.
PTO is paid at the base rate and does not include shift differential.
6.
Employees earn PTO hours from the first day of employment and are eligible to use PTO
for holidays; however, they are not eligible to use PTO hours for vacation or sick until
the completion of the 90-day probationary period.
Originating Department: Administration
Title: Paid Time Off Plan
Effective Date: 3/25/07
Revision Dates: 3/26/08; 3/25/09; 2/24/10;
9/28/11; 4/4/12; 12/12/12; 4/3/13
Page: 3 of 4
7.
If an employee transfers to a .5 FTE status or higher, has over six months seniority, and
has been regularly scheduled, the 90-day waiting period may be waived.
8.
Any employee that changes job classification below a .5, then changes back to a .5 or
F.T., will accrue benefits effective with the new job classification date.
9.
Should an employee be asked by the Hospital to take time off due to a low patient census,
facility failures, or weather problems, the employee may request PTO or take the time off
without pay. Any time off without pay for this reason will not be counted as an
unscheduled absence.
10.
Employees may not be allowed to take time off if the PTO hours have not been accrued;
any exception must be approved by Administration. Otherwise, PTO must be used in the
event of employee absence, including holidays.
11.
If employee changes status from a .5 or full time to part time no benefits, PTO will be
paid out.
12.
When an employee moves up in pay grade significantly, as determined by
Administration, the employee has the option of having their PTO paid out at time of pay
grade change using current rate, or convert their current PTO hours based on the new pay
grade to result in equal cost for the hours earned at the lower pay grade.
13.
Upon retirement or termination of employment, any unused PTO hours will be paid on
the employee’s last paycheck with applicable taxes withheld.
14.
An employee who retires may elect to have their PTO paid out in 80 hour increments
until exhausted. The employee will not have 401(k) deferrals withdrawn from their
extended PTO checks; however, if the employee chooses to remain part time no benefits,
they can continue their 401(k) deferrals, which will include the extended PTO checks.
15.
Employee may not use PTO for vacation after notice of resignation is given.
16.
Department Leaders may request to take time off without pay for holiday’s pending
Administrative approval.
17.
Any employee who is called to military service, training, reserve duty, etc., may choose
to use their PTO while on leave.
Extended Illness Account (EIA)
1.
This account is maintained separately from the employee’s PTO account. It is funded by
any unused sick time transferred at the time of conversion to the PTO Plan.
Originating Department: Administration
Title: Paid Time Off Plan
Effective Date: 3/25/07
Revision Dates: 3/26/08; 3/25/09; 2/24/10;
9/28/11; 4/4/12; 12/12/12; 4/3/13
Page: 4 of 4
Any amounts remaining in the EIA upon transfer from full time status to part time status
no benefits or at termination of employment will be forfeited by the employee.
2.
The following procedure will be observed for employees who accumulated sick time
under the former benefit accrual program and who transferred their unused sick time to
their EIA account under the new Paid Time Off Plan:
a.
The employee may use his/her EIA beginning with the first day of an illness or
injury. Employee may use his/her EIA for a family illness in place of PTO.
b.
In the case of workman’s compensation, family medical leave and/or disability
benefits, EIA hours will be used to cover their scheduled work day and PTO
hours will be used for the remainder of the specified waiting period.
Records of PTO and EIA
The employee’s pay stub will indicate the number of PTO and EIA hours available.