White background, black text Sally Ploof Hunter Memorial Library The connection point of choice for our community's information, entertainment and social needs. Image: Round seal includes library name and basic image of female holding a book.

Paid Time Off (PTO) Policy

Paid Time Off (PTO) Policy

Description

The purpose of Paid Time Off (PTO) is to provide employees with flexible paid time off from work which may be used for such needs as vacation, personal time, family illness, doctor appointments, schooling, volunteerism, and other activities of the employee’s choice.

Accrual

The amount of time granted will be determined by the employee’s position and hours worked, using the following PTO accrual rates:

Director/Assistant Director 0.07 hours of PTO accrued per hour worked.

All Other Staff 0.05 hours of PTO accrued per hour worked.

Accruals will be updated with each regular pay period, and will be capped at a maximum of 500 hours.

How to Use Accured PTO

For unexpected short-term absences, such as illness or family needs, employees will inform the Director if they wish to use their PTO hours, or take unpaid leave for each instance. For longer PTO absences, (an absence of a week or longer) employees will seek the approval of the Director.

The Director will seek the approval of the Trustee President for PTO absences that are longer than 2 weeks, or would significantly change the operations of the library. For longer PTO absences, the Director will seek the approval of the Board of Trustees.

Payment of Unused PTO If a staff member voluntarily terminates their employment, any PTO accrued will be paid to the employee at half their regular rate of pay.

Example:

· Employee “ABCDE” has earned 105 hours of PTO over their time at the Sally Ploof Hunter Memorial Library.

· Their current rate of pay is $20/hour.

· (105 Hours X $20) / 2 = $1,050 payout

All PTO paid out is subject to all taxes that normal payroll would fall under.

When can PTO be Cashed In?

PTO can be cashed in by any employee who has been in employment for 1 Year.

Employees are allowed to use their PTO at any time, but in order to “cash in” on PTO upon leaving the library, they must have been employed at the library for 1 year.

Transfer of PTO

In the case of long-term illness or other significant need, staff may transfer some or all of their accrued PTO to the fellow staff member in need.

All transfers of PTO must be approved by the Library Director.

A complete record of all Transfers of PTO will be recorded and held for a minimum of Five (5) years.

Approved by Board of Trustees: 26 May 2026