HomeMy WebLinkAboutResolution 2018 (21) Resolution No. 21 (2018)
S �R0l `' T RESOLUTION UPDATING PTO PERSONNEL POLICY
1 WHEREAS, on September 2, 2014 St. Croix County adopted the current version of the
2 St. Croix County Personnel Policies and Procedures Handbook; and
3
4 WHEREAS, the handbook was further amended in 2015-2017; and
5
6 WHEREAS, the Staff Advisory Committee and Department Heads have been provided
7 copies of the updated policies for review; and
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9 WHEREAS, on July 9, 2018 the Administration Committee has reviewed the
10 amendments and recommends approval to the St. Croix County Board of Supervisors;
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12 NOW, THEREFORE, BE IT RESOLVED by the St. Croix County Board of
13 Supervisors that the St. Croix County Personnel Policies and Procedures Handbook is hereby
14 amended as follows:
15
16 Create Section 2.40 PTO -per attached.
17
18
19 Delete Article 10 - Section -Personal Time Off(PTO)
Legal—Fiscal—Administrative Approvals:
Legal Note:
Fiscal Impact: PTO policy change will have no measurable fiscal impact.
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5-CORT. Cox, Corporate n o unsel 7 5/2018
,�o " ernLLFi �n e Cdr 7/3/201.8
Patr cIt Th16nipsor),Cot,unty Adriiriustrator 7/5/2018
07/09/18 Administration Committee RECOMMENDED
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RESULT: RECOMMENDED [UNANIMOUS]
MOVER: Shaela Leibfried, Supervisor
SECONDER: Roy Sjoberg, Vice-Chair
AYES: Roy Sjoberg, Dan Fosterling, David Peterson, Shaela Leibfried
EXCUSED: Tammy Moothedan
Vote Confirmation.
David Pefe 'On Adn,6rwl'W'a'tnon',' hairnien 7/1.0/2018
SL Croix County Board of Supervisors Action:
Roll Call -Vote Requirement— Majority of Supervisors Present
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RESULT: ADOPTED [UNANIMOUS]
MOVER: David Peterson, Supervisor
SECONDER: Tammy Moothedan, Supervisor
AYES: Schachtner, Nordstrand, Miller, Coulter, Long, Moothedan, Fosterling, Feidler,
Ostness, Larson, Hansen, Brinkman, Peterson, Anderson, Achterhof, Leibfried,
Peavey
ABSENT: Roy Sjoberg, District 13
This Resolution was Adopted by the St. Croix County Board of Supervisors on August 7, 2018
Cindy Campbell, County Clerk
2.4 Paid Time Off and Long-Term Sick Bank
(This is a revised section of Article 10--Personal Time Off(PTO)in the current HR Policies and
Procedures Handbook pages 10-9 through 10-13.)
2.4.1 Policy
The County offers a leave package consisting of Paid Time Off(PTO) and a Long-Term Sick Bank
(LTSB).
2.4.2 Purpose
To provide for effective planning of work hours and time away from work.
2.4.3 Definitions
Paid Time Off(PTO): An account that combines traditional sick leave and vacation time into a
singular package.
Long-Term Sick Bank(LTSB): A bank of hours to which the employee has either voluntarily
contributed their PTO or had their PTO hours in excess of the max rolled into annually. The
employee may use LTSB hours anytime a single occurrence illness/injury results in the loss of
more than three days'time.
Full-Time Employment Status: Any employee working an average of 30-40 hours per week.
Full-Time employees should have an FTE of 0.75 or greater.
Part-Time Employment Status: Any employee working an average of 20-29.9 hours per week.
Part-Time employees should have an FTE between 0.5—0.74.
2.4.4 Usage
PTO and LTSB hours are for the personal use of the employee only; unless hours are donated
per the PTO Donation Program.
An employee may not be paid for time at work and also receive PTO pay simultaneously.
PTO may not be used in the same pay period in which it was earned.
When missing work due to an illness/injury totaling three days or less, PTO should be used for
the missed time. After the third day the employee may begin deducting time from their LTSB.
Once this option is selected, the total deduction of hours will revert back to the first day of
absence and all hours will be deducted from the LTSB account.
When utilizing the LTSB hours the employee may be asked to submit documentation from a
physician to verify illness or injury. The county reserves the right to have a second medical
opinion at its own expense.
An employee requesting unpaid leave must have exhausted all paid leave options available
before the request will be considered. This includes LTSB (when applicable), PTO account, and
any compensatory time.
PTO hours may be taken in increments not less than one-quarter (1/4) hour; although some
Department Heads or supervisors may stipulate that PTO be used in increments substantially
greater. Employees should review any applicable departmental rules to determine specific
restrictions.
2.4.5 Multiplier
The total number of PTO hours earned each pay period is based on the number of regular hours
paid to the employee that same pay period. Payroll hours are tied to a multiplier that is based
upon years of service (noted below). **
Years of Service Multiplier Used Grandfather Rate
0-4 .0885 .08846
5-9 .1077 .11923
10-14 .1173 .12500
15-19 .1269 .13077
20+ .1384 .14230
** Employees in non-represented status prior to May 1, 1995 shall increase according to the
"grandfathered" multiplier rate.
2.4.6 Approval and Documentation
All PTO/LTSB requests are dependent on the employee's supervisor or Department Head's
approval.
If an employee is requesting PTO for an illness or injury, the employee must report the need at
least one (1) hour before the start of the work day or shift (except in cases of emergency or
development of the illness during work hours).
Employees designated as providing uninterruptible services (Emergency Support Services, Direct
Patient Care, etc.) should report an illness or injury at least two (2) hours prior to the start of the
work day or shift (except in cases of emergency or development of the illness during work
hours).
When PTO/LTSB is taken due to illness without prior approval,the Supervisor or Department
Head may request for physician's documentation to be provided.
In the event that an employee is aware in advance that illness or injury will result in time away
from work it is the employee's responsibility to notify their supervisor as far in advance as
possible. Notice should include:
• Anticipated dates of the time away from work.
• Duration of the time away from work.
Employee should also review the Family Medical Leave Act (FMLA) Policy (Section 2.10 ) as
FMLA and PTO/LTSB often are used concurrently when leave is taken due to illness or injury.
An employee on medical leave for forty (40) hours or more due to their own condition, shall be
required to present a physician's statement in order to return to work. The County reserves the
right to have a second medical opinion at its own expense.
2.4.7 Accumulation Limits
PTO: PTO cannot exceed 320 hours for a full-time employee and 240 hours for a part-time
employee.
All PTO hours that are in excess of the permitted maximums will be transferred to the
employees' long-term sick bank at year end or at separation.
LTSB: There is no cap on the Long Term Sick Bank accruals.
2.4.8 Annual Options
PTO Transfer Option: At the end of each calendar year employees may elect to transfer hours
from their PTO account into their LTSB account.
• Full-time employees: Up to ninety-six(96) hours
• Part-time employees: Up to forty-eight (48) hours
All hours not elected to be transferred into the LTSB account will remain as PTO and will
automatically be carried into the new calendar year.
PTO Cash Payout Option: An election period will be offered each year, during the last ten (10)
business days of December, during which time an employee will have the opportunity to make
an irrevocable election to cash-out PTO hours that are scheduled to accrue in the next calendar
year:
• An employee may not elect to cash-out PTO hours previously accrued during the current
year or any prior year at the time of the employee's election.
• Due to IRS regulations, this cash-out benefit option requires an annual election each year.
Elections will not carry over from one calendar year to the next calendar year.
• Full-Time employees may elect to cash-out up to forty-eight (48) PTO hours.
• Part-Time employees may elect to cash-out up to twenty-four(24) PTO hours.
• A minimum of 120 hours must be in the employee's PTO bank as of December 31"in the
year that the election is made.
• An employee should allow enough PTO hours in their bank in order to cover vacation, sick
days, and emergencies.
• If an employee's PTO accrual rate changes, and there are insufficient hours accrued during
the plan year to cover the total election amount, an employee will receive only the balance
of the elected PTO cash-out that is available at the time of the cash-out.
• The PTO Cash-Out will be a separate direct deposit.
2.4.9 Termination in Good Standin&
2.4.9.1 PTO: Employees will be paid up to 320 hours of PTO in the pay period following their
final check containing regular hours worked.
2.4.9.2 LTSB: There is no pay-out of the long-term sick bank account unless termination is a
retirement or an active employee death.
• Retirement: When an employee retires from the County, the LTSB accrued time is
converted into a cash-equivalent to be deposited into a Retirement Health Savings Account
(RHSA).
o The money may be used to pay for qualified medical expenses as defined under
Section 213 (d) of the Internal Revenue Code on a tax-free basis. Deposit made to
the account shall be tax free to the employee. The RHSA will allow employees at
retirement to self-direct their funds into a variety of investment vehicles.
o Withdrawals from the account shall be limited to qualified medical expenses only.
o Accounts will be 100%vested at time of deposit.
o Upon the retired employee's death,the account balance can be used by a surviving
spouse or eligible dependent.
• Active Employee Death: If an employee dies while in active employment status with the
County,the employee's spouse may be eligible for the "retirement" health insurance option
as outlined directly above if:
o The deceased employee meets the retirement criteria as defined in the 1997
Wisconsin Act 58, Wisconsin Retirement System.
o The deceased employee must be age 55 or older (age 50 for protective service) and
have a spouse.
2.4.9.3 Probation Period: Employees that terminate from the County while serving an initial
probationary period are not eligible for the PTO payout.
2.4.10 On-Call Employees and Elected Officials
2.4.10.1 On-Call Employees: On-Call status employees are not eligible for PTO. If a regular
County employee changes to an On-Call employment status, any accumulated PTO is paid out
prior to the job change and LTSB hours are forfeited.
2.4.10.2 Elected Officials: Elected Officials are not eligible for PTO.
If a regular County employee becomes an Elected Official in the County, any accumulated PTO is
paid to the employee prior to the job change.
The LTSB account is"frozen". That is, any earned time the employee has accrued into the LTSB
is placed into holding at the number of hours and the rate of pay in effect prior to the date the
employee takes office. If the employee returns to a regular County position immediately after
serving as an elected official, the LTSB is restored and the employee begins a new accrual into
the PTO account.
If the employee retires (under terms of the Wisconsin Retirement System as defined in section
3.7) immediately after leaving the elected position,the employee converts the "frozen" LTSB as
outlined in section 2.4.9.2 of this policy. Any conversion to cash or health insurance premiums
would be at the frozen rate of pay.