Leave Policy Generator

YOUR COMPANY
PAID TIME OFF POLICY
Effective Date: February 4, 2026

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1. PURPOSE

This policy establishes guidelines for paid time off (PTO) for all eligible employees of Your Company. The company recognizes the importance of time away from work for rest, personal matters, and health needs.

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2. ELIGIBILITY

All regular full-time employees are eligible for PTO benefits. Part-time employees working 20 or more hours per week are eligible for prorated PTO benefits based on their scheduled hours.

Eligibility begins after a 90-day waiting period from the date of hire.

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3. PTO ALLOWANCE

Your Company provides a combined Paid Time Off (PTO) bank:

• Annual PTO Allowance: 20 days (160 hours) per year
• Purpose: Vacation, sick time, personal time, or any other reason
• Accrual Method: Accrued at 0.77 hours per bi-weekly pay period (approximately 1.7 days per month)

This combined PTO approach gives employees flexibility in how they use their time off without requiring specific categorization.

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4. REQUESTING TIME OFF

All PTO requests require supervisor approval before time off is taken.

Advance Notice Requirements:
• 14+ days off: Submit request at least 14 days in advance
• 3-13 days off: Submit request at least 1 week in advance
• 1-2 days off: Submit request at least 48 hours in advance
• Emergencies/illness: Notify supervisor as soon as possible, preferably before shift start

Requests should be submitted through Your Company's leave management system or directly to your supervisor.

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5. APPROVAL PROCESS

Supervisors will respond to PTO requests within 3 business days. Approval is based on:
• Available PTO balance (for traditional and PTO bank policies)
• Business needs and operational requirements
• Team coverage and scheduling conflicts
• Advance notice provided


Requests submitted with appropriate notice will generally be approved unless business needs prevent it.

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6. CARRYOVER POLICY

Unused PTO may be carried over to the following year, subject to these limits:

• Maximum Carryover: 5 days (40 hours)
• Carryover days must be used within the first quarter (Q1) of the new year
• Any unused carryover days beyond the limit will be forfeited

Employees are encouraged to use their full PTO allocation each year for health and well-being.

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7. PTO UPON TERMINATION

Upon voluntary resignation or involuntary termination, employees will receive payment for all accrued, unused PTO at their regular rate of pay.

Payout Calculation:
• Accrued PTO balance × hourly rate = Final PTO payout
• Payout will be included in the final paycheck

Note: Employees who resign should provide at least 2 weeks notice. PTO may not be used during the notice period without supervisor approval.

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8. HOLIDAYS

Your Company observes the following paid holidays in addition to PTO:
• New Year's Day
• Martin Luther King Jr. Day
• Presidents' Day
• Memorial Day
• Independence Day
• Labor Day
• Thanksgiving Day
• Day after Thanksgiving
• Christmas Eve
• Christmas Day

When a holiday falls on a weekend, it will be observed on the nearest weekday.

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9. ADDITIONAL LEAVE TYPES

Beyond standard PTO, Your Company also provides:
• Bereavement Leave: Up to 5 days for immediate family members
• Jury Duty: Paid time for jury service (documentation required)
• Voting Leave: Up to 2 hours on election days
• Military Leave: In accordance with USERRA requirements
• FMLA Leave: Eligible employees may take up to 12 weeks unpaid (see separate FMLA policy)

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10. POLICY ADMINISTRATION

This policy is administered by the Human Resources department. Questions regarding this policy should be directed to HR.

Your Company reserves the right to modify, suspend, or terminate this policy at any time with reasonable notice to employees.

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ACKNOWLEDGMENT

By continuing employment with Your Company, employees acknowledge receipt and understanding of this PTO policy. This policy supersedes any previous PTO policies or practices.

Last Updated: February 4, 2026

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Generated by LeavePlan Pro - leaveplan.com