Paid Time Off Policy
Section Name: Employee Relations Effective Date: January 1, 2023
Section Number: 400 Date of Revision:
Policy Number: 26
Page: 1 of 3
Subject: Paid Time Off (PTO)
1. Purpose: The purpose of this policy is to convert all vacation, sick and personal
leave time to PTO hours for all non-bargaining unit employees.
2. Statement of Policy:
2.1 Eligibility: All full-time employees are eligible for paid time off. Newly
hired employees become eligible for PTO after six months of service.
2.2 Leave Amount: PTO is given in the following amounts unless modified by
an Employment Agreement and/or the written terms of appointment:
Years of Service PTO Days
0-6 20 days
7-14 25 days
15-24 30 days
25 and above 33 days
PTO is awarded annually to all eligible employees on January 1 based on
the employee’s full years of service completed the previous year unless the
employee is a new hire. New hires are awarded PTO days after six months
of service, or as specified in an employment agreement and/or written terms
of appointment. Paid time off can be taken in increments of one hour or
more.
2.3 Leave Carryover: PTO can be accrued over two years to the following
maximum amounts:
Years of Service Maximum PTO Bank
0-6 40 days
7-14 50 days
15-24 60 days
25 and above 66 days
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2.4 PTO Leave Bonus: In January of each calendar year, regular full time non-
bargaining unit employees shall receive up to a maximum of six (6) unused
PTO days as a PTO Leave Bonus. Such unused days shall be deducted
from the employee’s bank as of December 31st of the preceding calendar
year. The PTO Leave Bonus shall be determined by using the employee’s
regular rate of pay as of December 31st of each year. Employees who have
less than their maximum two year accrual may elect to have the unused
PTO days remain in their PTO bank. Employees shall inform the Finance
Department of their election to have unused PTO days applied to their leave
bank by December 31 of each year. Time so applied will not be eligible
for the PTO Annual Leave Bonus hereinafter provided.
2.5 Reasons for Leave: Eligible employees may take PTO for vacations, sick
leave, and personal leave. Other types of leave, including holidays, short
term disability and long term disability are addressed in separate leave
policies.
2.6 Family and Medical Leave Act Leave: An employee who is taking FMLA
leave because of the employee’s own serious health condition or the serious
health condition of a family member must use all PTO concurrently with
the FMLA leave.
2.7 Termination: Employees with at least one year of service whose
employment is terminated through resignation, separation, reduction in
force, or retirement are paid for all PTO hours accumulated but not used.
Employees who voluntarily terminate their employment without providing
two weeks’ notice forfeit payment of their unused PTO. If employees are
rehired within one year of separation, their previous years of service are
counted in determining the amount of PTO they receive.
2.8 Notification Requirements: When the need for leave is foreseeable,
employees must contact their supervisors to request and schedule PTO in
advance. When such needs are not foreseeable, employees must notify
their supervisors as soon as practicable. Unless approved by the City
Manager, employees may not take more than two consecutive weeks of
paid leave at a given time for vacation.
2.9 Interaction with Other Leave Mandates: The City complies with all
applicable federal, state and local leave laws and regulations that require
employers to provide time off for certain purposes, including family and
medical leave, jury duty leave, and military leave. If the City’s PTO policy
conflicts with those legal mandates, the federal, state and local
requirements apply.
2.10 Transition:
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Sick Leave – Employees will still be eligible for a sick pay bonus under the
former sick leave policy until January of 2023. Sick leave banks will be
frozen except for use for short-term disability, long-term disability leaves,
and FMLA leaves.
Vacation Leave - Employees may transfer unused vacation time to their
PTO bank up to the maximum allowed above. For amounts that exceed the
maximum PTO bank amount, employees can cash out up to two weeks,
payment to be made in February 2023.
Personal Leave - Personal leave banks will expire as normal on January 1,
2023.
3. Definitions: None.
4. Application: This policy shall apply to all full-time non-union employees and
appointed officials of the City of Monroe, unless modified by an employment
agreement and/or the written terms of appointment.
5. Responsibility: The Human Resources Director will have the responsibility of
implementing and overseeing this policy.
6. Administrative Procedure: None
7. Legislative History of Authority for Creation or Revision:
Adopted pursuant to action of the Monroe City Council, dated July 5,
2022.