Paid Time Off (PTO) Policy¶

Policy Status: "Draft"

This policy is currently "draft".

Policy ID: HR-003 Version: 1.0 Status: Draft Effective Date: January 15, 2025 Last Reviewed: January 9, 2025

Purpose¶

This policy establishes guidelines for paid time off (PTO) accrual, usage, and administration for Acme Corp employees.

Scope¶

This policy applies to all full-time and eligible part-time employees.

Policy Statement¶

Acme Corp provides paid time off to support work-life balance and allow employees time for rest, personal matters, and illness.

PTO Accrual¶

Full-Time Employees: - Years 0-2: 40 hours per pay period (15 days per year) - Years 3-5: 40 hours per pay period (15 days per year) - Years 6+: 40 hours per pay period (15 days per year)

Part-Time Employees: - Prorated based on hours worked

Accrual Details: - PTO begins accruing on date of hire - Accrues each pay period - Maximum accrual cap: 40 hours

PTO Usage¶

Requesting Time Off: 1. Submit request through Workday 2. Provide advance notice: - 1-3 days: [2 weeks] notice - 4+ days: [30 days] notice 3. Manager approval required 4. Blackout periods may apply during peak business periods

Minimum Increments: - [4 hours] or [1 day]

Carryover¶

Up to 40 hours may carry over to next calendar year
Hours over cap are forfeited on January 1, 2025
No payout for forfeited hours

Payout Upon Termination¶

Per Tennessee state law, accrued PTO is paid out upon termination.
Typically 100% of accrued PTO paid out
Requires 40 days notice for voluntary resignation

Responsibilities¶

Employees¶

Submit PTO requests in advance
Ensure adequate coverage during absence
Update out-of-office notifications

Managers¶

Review and approve/deny requests within [3] business days
Ensure adequate team coverage
Monitor PTO balances

HR¶

Administer PTO tracking system
Process PTO payouts upon termination
Answer policy questions

Compliance¶

This policy complies with: - Federal and state wage and hour laws - Tennessee paid sick leave requirements (if applicable)

Revision History¶

Version	Date	Author	Description
1.0	2025-01-09	HR Team	Initial draft policy

Policy Owner: HR Team Contact: hr@acmecorp.com