180.001 – Paid Time Off Policy (PTO)

Updated: December 2020

The purpose of Paid Time Off (PTO) is to provide Maine Media Workshops + College’s employees with flexible paid time off from work. PTO can be used for holidays, vacation, personal or family illness, doctor appointments, school, volunteerism, and other activities of the employee’s choice. Maine Media’s goal is to provide more flexibility for time off.

The PTO policy will take effect January 1, 2021.

Guidelines for PTO Use
Each full-time, year-round employee will accrue PTO weekly in hourly increments based on their length of service as defined below. PTO is added to the employee’s PTO bank when the weekly paycheck is issued. PTO taken will be subtracted from the employee’s accrued time bank in one-hour increments.

Each part-time; year-round employees working more than 20 hours per week accrue PTO on a prorated basis, depending on the number of hours worked.

For new hires, PTO accruals are available for use in the pay period following completion of 30 days of employment. All hours thereafter are available for use in the pay period following the pay period in which they are accrued.

Temporary or seasonal employees, contract employees, and interns are not eligible to accrue PTO.

PTO does not accrue for additional teaching, mentoring, TAing or any other work paid outside of an employee’s regular position.

PTO will continue to accrue while taking PTO.

In an effort to accommodate employees that choose to take time off early in the year, employees will be permitted to “borrow” up to 5 days against their PTO they expect to accrue over the course of the year.

Eligibility to accrue PTO is contingent on the employee either working or utilizing accrued PTO for the weekly pay period. PTO is not earned in pay periods during which unpaid leave, short or long-term disability leave, or workers’ compensation leave are taken.

The time that may be covered by the PTO policy, and for which separate guidelines and policies exist, include Christmas break, bereavement time off required jury duty, and military service leave.

To take more than 2 consecutive days PTO, requires two weeks of notice to the supervisor and Human Resources unless the PTO is used for legitimate, unexpected illness or emergencies. (Use the Paid Time Off form to request PTO.) In all instances, PTO must be approved by the employee’s supervisor in advance.

Maine Media appreciates as much notice as possible when you know you expect to miss work for a scheduled absence.

Paid Time Off (PTO) Exceptions

  • Employees who miss more than three consecutive unscheduled days due to illness or injury may be required to present a doctor’s release to the Human Resources department that permits them to return to work.
  • PTO accrued prior to the start of a requested and approved unpaid leave of absence must be used to cover hours missed before the start of the unpaid leave.
  • Under Maine Media’s Family and Medical Leave Act (FMLA) policy, all accrued PTO time is taken before the start of the unpaid FMLA time.

 Specific Eligibility for Paid Time Off (PTO)
PTO is earned on the following schedule based on a 40 hour work week including exempt employees. PTO is prorated based on the number of hours worked on an employee’s regular schedule.

  • Less than 1 year: prorated based on date of hire.
  • 1 year: 152 working hours per year, earned at a rate of 2.92 hours for each full work week in a calendar year.
  • 2 years: 192 working hours per year, earned at a rate of 3.69 hours for each full work week in a calendar year.
  • 3 years: 232 working hours per year, earned at a rate of 4.46 hours for each full work week in a calendar year.
  • 4 years or more (cap): 272 working hours per year, earned at a rate of 5.23 hours for each full work week in a calendar year.

 Each employee may roll over 5 days of accrued PTO per calendar year with a maximum cap of 20 days. (See “Maximum Time Accumulated” below for further information.)

Christmas Break
Maine Media is closed Christmas Eve Day thru New Years Day. This PTO is not included in annual allotment. All PTO eligible employees will receive this time off paid, based on average hours worked throughout the year.

Management of PTO
Employees are responsible for monitoring and taking their PTO over the course of a year so that they do not lose time accrued when the current calendar year ends. (PTO is subject to supervisory approval and not every employee can take accumulated time in December; Maine Media must continue to serve customers.)

Maximum Time Accumulated
Although you may carry over unused PTO time from year to year, there is a cap on the amount of PTO time you can accumulate. This encourages you to use your PTO and allows Maine Media to manage its financial obligations responsibly.

Once you reach your carry over cap, you will not be allowed to carry over any more PTO until you use some of the time in your account and drop below the cap. After your balance goes below the cap, you will begin accruing PTO again. However, you will not receive retroactive credit for time worked while you were at the cap limit. PTO carry over is capped at twenty (20) days.

Employees are paid for the PTO they have accrued at employment end. If an employee has used PTO time not yet accrued, and employment terminates, the PTO taken is deducted from the final paycheck. Employees who give two weeks notice of employment termination must work the two weeks without utilizing PTO.

Maine Media Workshops + College Closure
In the event of a Maine Media closure due to a holiday or other event, employees may choose to work a regular day or use allotted PTO.