Vacation & PTO: Approvals and Tracking

This memo provides clarification on the vacation and PTO policies as outlined in the Employee Manual (page 4, ¶5-8, and page 5 ¶7-9).

Vacation Requests:

• Advance Notice: Vacations must be requested at least 30 days in advance, in writing, and should be approved by the Service Center General Manager.
• Approval Process: Supervisors must forward vacation requests to the General Manager via email, copying the HR Supervisor. Once approved, the HR Supervisor will log the request on the Vacation Calendar and notify the employee and supervisor of the approval.

PTO (Paid Time Off):

• Nature of PTO: PTO is distinct from vacation time and can be taken as needed without prior scheduling.
• Notification: Employees should notify their supervisor when taking PTO, even if it’s last minute, and the supervisor must inform the HR Supervisor, who will log it on the calendar.

HR Responsibilities:

• The HR Supervisor ensures that all PTO and vacation time are accurately logged into the payroll system for proper accruals.

Additional Considerations:

• Adherence to Policy: Emphasize the importance of following these procedures to maintain accurate records and support branch operations.
• Communication: Encourage clear communication between employees, supervisors, and HR to prevent scheduling conflicts and ensure smooth operations.