Page 41 - Employee Handbook 4-1-2021

Re-Scheduling Paid Time Off (PTO)
If an employee becomes ill or has an off-the-job accident or injury immediately prior to
or during approved PTO, the PTO can be cancelled and rescheduled. The employee
can use his/her available sick time for payroll purposes. The employee will be asked to
provide documentation from his/her health care provider.

If a holiday falls within the employee’s scheduled PTO, the time will be counted as a
holiday and will not be charged against the employee’s PTO. If the employee is
scheduled to work on a holiday, and a request for time off is approved, the employee
must use his/her available PTO time to record the absence.
Extended Absences

A leave of absence for a non-occupational disability may be granted to an employee in
accordance with the leave policy.

Resignations and Other Terminations
It is expected that a retiring employee will have taken all eligible Paid Time Off days
prior to the effective retirement date.
An employee who resigns or is dismissed will receive payment for unused and accrued
PTO days for which he or she is eligible. Jones-Hamilton Co. reserves the right not to
pay unused PTO to any employee who is dismissed for misconduct. An employee
whose employment is terminated for any other reason will be paid unused PTO not to
exceed two years’ accrual. The rate of pay at the date of termination will be used in
computing PTO pay for terminating employees.

Death
Payment will be made to the estate of a deceased employee for the number of PTO
days for which the employee was eligible on the day of his/her death.

Roles and Responsibilities- PTO

Employee should:

1. Obtain his/her supervisor’s approval prior to scheduling or taking PTO
2. Provide sufficient notification to his/her supervisor of changes in scheduled
PTO
3. Complete accurate and timely company records by submitting an Absence
Reporting Form (ARF) for each absence.

Supervisors should:
1. Ensure there is adequate work coverage during vacation periods
2. Maintain accurate records
3. Approve carry-over PTO as appropriate
4. Ensure accuracy and timeliness of Absence Reporting Form
5. Approve PTO where appropriate
6. Submit an Absence Reporting Form immediately following an absence, either
of the supervisor or one of his/her direct reports.

All employees will be required to turn in an Absence Reporting Form for each bi-weekly
pay period for the following absences:

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