HomeMy WebLinkAboutPTO Policy_ESTA Compliant 1. Purpose : The purpose of this policy is to set forth PTO hours for all non-bargaining
unit employees.
2. Definitions : None.
3. Statement of Policy :
3.1. Eligibility: All employees are eligible for paid time subject to the
following provisions.
3.2. Leave Amount for Full-Time Employees: 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 full-time 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’ PTO time will be prorated based on their hire date.
3.3. Leave Amount for Other Employees: Part-time, temporary, and seasonal
employees will receive one (1) hour of PTO time for every thirty (30) hours
worked, not including paid time off.
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Section Name: Employee Relations Effective Date: February 21, 2025
Section Number: 400 Policy Number: 008
3.4. New Hires: Newly hired full-time employees shall receive PTO
benefits upon hire. Part-time, temporary, and seasonal employees begin to
accrue PTO immediately but are required to work for one hundred and twenty
(120) calendar days before using PTO time.
3.5. Leave Increments: PTO must be taken in increments of one hour.
3.6. Leave Carryover: Part-time, temporary, and seasonal employees are
permitted to carry over three (3) days of unused PTO time from one year to
the next. Full-time employees can accrue PTO over two years to the
following maximum amounts:
Years of Service PTO Days
0-6 40 days
7-14 50 days
15-24 60 days
25 and above 66 days
3.7. 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 31 st of the preceding calendar year.
The PTO Leave Bonus shall be determined by using the employee’s regular
rate of pay as of December 31 st 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.
3.8. Reasons for Leave: Eligible employees may take PTO for vacations,
sick leave as set forth in Michigan’s Earned Sick Time Act, and personal
leave. Other types of leave, including holidays, short-term disability, and
long-term disability are addressed in separate leave policies.
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3.9. 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.
3.10. 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.
3.11. Notification Requirements: When the need for leave is foreseeable,
employees must contact their supervisors to request and schedule PTO seven
(7) days 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.
3.12. 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.
4. Application : This policy shall apply to all non-bargaining unit employees 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 18, 2022
Revised pursuant to action of the Monroe City Council, dated March 17, 2025
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