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Paid Time Off

Time Off

Holidays

The company observes and allows time off with pay for the following holidays:

• New Year’s Day
• Martin Luther King Day
• Presidents’ Day
• Patriots’ Day
• Memorial Day
• Independence Day
• Labor Day
• Veterans’ Day
• Thanksgiving Day
• Day after Thanksgiving
• Christmas

Any additional holidays will be designated by the company at the start of each calendar year. If one of these holidays falls on a Sunday, it will be observed on the following Monday. If the holiday falls on a Saturday, the company will select either the following Monday or the preceding Friday as a substitute holiday.

All hourly GMS employees must complete 3 full months of employment before holiday time becomes effective.
Holiday Pay for Hourly Employees. All hourly employees are eligible for holiday pay. Holiday pay shall be at straight-time and a half (not to exceed 8 hours). Any hours worked beyond 8 hours shall be paid at straight-time.

Floating Holidays

Martin Luther King Day, Presidents’ Day, Patriots’ Day, Veterans’ Day and the day after Thanksgiving are floating holidays. With approval, floating holidays may only be taken on or after the actual holiday. You may only use one floating holiday per pay week. No carry over is allowed for floating holidays beyond January 31st of the next calendar year and therefore any unused will be lost as of February 1st. This is a benefit for full-time (35 hours or more) hourly program employees who have completed 90 days of employment.

Holiday Pay for Salaried Employees

Salaried employees shall be scheduled off on the above holidays and receive 8 hours of pay. If a salaried employee must work on a holiday, he/she shall be paid their regular wage.

Religious Observances

Employees who need time off to observe religious practices or holidays not already scheduled by GMS should speak with their supervisor. Depending upon program needs, the employee may be able to work on a day that is normally observed as a holiday and then take time off for another religious day. Employees may also be able to switch a scheduled day with another employee, use EBT, or take off unpaid days. With adequate notice, GMS will seek to reasonably accommodate individuals’ religious observances.

Earned Benefit Time

GMS recognizes the importance of time off from work to relax, spend time with family, and enjoy leisure activities. GMS provides paid earned benefit time (EBT) to all employees for these purposes and employees are encouraged to take vacation during the year. Additionally, EBT must be used for days off due to sickness or other personal time.

Full-time employees will accrue EBT according to the following schedule:

  • First Calendar Year (0-12 months) 10 Hours
  • Calendar Years 2 – 3 (13-36 months) 12 Hours
  • Calendar Years 4 – 7 (37-84 months) 14 Hours
  • Calendar Years 8 – 10 (85-120 months) 17 Hours
  • Calendar Years 11 – 14 (121-168 months) 21 Hours
  • Calendar Years 15+ (169+ months) 23 Hours

Part-time employees who are regularly scheduled to work 20 to 34 hours per week will be eligible for paid EBT at half the accrual rate of full-time.

Other part-time (<20 hours) or relief employees shall accrue EBT at a rate of 1 hour for every 40 hours worked, not to exceed 40 hours in one year. A year is based on the employee’s anniversary date.

For relief and part-time (<20 hours) employees, EBT accumulation is capped at 40 hours per year, based on hire date. When the employee earns 40 hours they will accrue no more until the next year begins and the first 40 hours has been used.

Employees may not take paid EBT until they have earned or accrued the time. New employees accrue paid EBT at the start of employment but may not use it until they have completed  90 days of employment. After 3 calendar months of employment, a full-time employee will have 30 hours of EBT available and a part-time (20-34 hours) employee will have 15 hours available.

Employees will be permitted to carry-over up to 120 hours of accrued EBT to the following year, based on anniversary date. A manager of an employee with an EBT balance exceeding 120 hours should make proactive efforts to schedule time off for that employee.

Advancing EBT will be at the discretion of the Executive Director.

EBT will not accrue during leaves of absence, including FMLA, military leave, jury duty, or other approved leave.

Time off Requests. GMS encourages employees to take time off for vacations and self-care, however it is important to be planful and communicate with your supervisor as far in advance as possible. Requesting time off does not guarantee it will be approved. A supervisor or Department Director may deny time off due to staffing shortages or if the length of time creates a significant burden to a program or department. In most cases, a residential program may not have more than one employee off at the same time.

Employees should submit time off requests to their supervisor for plans of 1 week or more at least 2 months in advance of the requested time off date. A time off request that exceeds 2 weeks must be submitted 6 months in advance and approved by the employee’s supervisor, Department Director, and Director of Human Resources.

EBT use must be requested by the employee and approved by the supervisor through Paylocity.

Use of EBT in combination of worked hours may not put the employee over their normally scheduled number of hours.

EBT Sell Back. After 12 months of continuous employment, employees will be eligible to sell back, two times per year, a maximum of 40 hours. The employee must have a minimum remainder of 40 hours. The selling of EBT is done during the first 3 payrolls in June and the first 3 payrolls in November. To receive payment, employees must submit written requests to the Director of Human Resources.

EBT and Status Change. Status changes occur on the first day of the month following the receipt of the request by Human Resources.

For full-time or part-time (20+ hours) employees who change status to relief or part-time (<20 hours), EBT balances over 40 hours will be paid out in half. Example:  A full-time employee who has 60 hours of EBT changes status to relief. The first paycheck following the status change will include 10 hours of EBT paid out, leaving the employee with a balance of 40 hours to be used later.  

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