Please read the policies and fill out the form at the bottom of this page.
Paid Time-Off (PTO) Policies for Full-Time Employees
Paid Time-off (PTO) for eligible employees is awarded on a calendar year basis as described below. There is no paid time off for part time employees. PTO for new full time employees in the first 12 months, and the remaining calendar year in which their 12 month anniversary occurs, is explained later in this section.* Incremental increases of awards of PTO are based on years of employment as noted in the chart below. The increase is effective January 1 of the calendar year in which the employment anniversary date occurs.
Years of Employment | Paid Time-Off Per Calendar Year | Paid Time-off Calendar Year Accrual |
1-6 years | 14 days | 2 days on Jan.1, Feb.1, then 1 day per month |
7-11 years | +2 days=16 days | 2 days on Jan.1, Feb.1, Mar.1, Apr 1, then 1 day per month |
12-16 years | +2 days=18 days | 2 days on Jan.1, Feb.1, Mar.1, Apr 1, May 1, June 1, then 1 day per month |
17 years+ | +3 days=21 days | 2 days on Jan.1, Feb.1, Mar.1, Apr 1, May 1, June 1, July 1, Aug. 1, Sept. 1 then 1 day per month |
PTO Accrual and Use Information
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To request paid time off, employees discuss their PTO request with their supervisor at least 30 days in advance of their planned PTO and then submit an Absence Request Form to their supervisor with their requested PTO dates. We will try to accommodate employees requested dates for PTO. Requests will be evaluated by supervisors based on various factors, including anticipated work load and staffing considerations. Employees should not plan their vacation time at exceptionally busy periods or deadline times in their department.
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If an employee needs to take an unplanned paid day off, they must notify their supervisor as soon as possible on the absent day, and submit the PTO Request Form on return to work.
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PTO accrues on a calendar year basis, and does not carry over to the next calendar year.
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Early use of PTO within the calendar year will be permitted. However, if employment is terminated before the PTO used has been accrued, those days will be deducted from the final paycheck.
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PTO may be taken in half or full day increments. We do not calculate PTO in smaller increments.
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Occasional short times of 1-3 hours away from work to tend to personal matters can be arranged with the approval of the employee’s supervisor; this time may be made up within the pay period.
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There are no paid days off or paid holidays for part time employees.
* NEW FULL TIME EMPLOYEE PAID TIME OFF POLICY
New Full Time Employees in the first 12 months of full-time employment:
In the first 3 months of employment, there is no PTO. Beginning in the 4th month after hire, paid time off is earned 1 day per month, on the first day of the month, through the first year of employment. This gives the employee 9 days of PTO in the first 12 months of full-time employment. PTO must be used in the calendar year it is earned.
New Full Time Employees in the remaining calendar year, after 12 months of employment:
After employees complete 12 months of employment, PTO days accrued in that calendar year are tallied. On the first day of the 13th month of employment, additional paid time off is given to equal 14 total paid days off available to use in that calendar year, accrued evenly for the remaining months in the calendar year.
In the following calendar year, employees receive 14 paid days off, accrued as described in the chart above, and so on in subsequent years, according to the chart above.
New Employee Paid Time-off examples:
Hired Jan 27, 2015:
January, February, March no PTO. Beginning with April 1, accrue 1 day on the first day of the month for the remainder of calendar year. All accrued days to be used before Jan 1, 2016. Beginning January 1, 2016, employee has 14 days to be used in that calendar year.
Hired June 5, 2015
June, July, August, no PTO. Beginning September 1, accrue 1 day on the first day of the month for the remainder of the calendar year. All 4 accrued days are to be used before January 1, 2016. Employee continues to accrue 1 day on the first day of the month through May 2016 (5 total days).
On June 1, 2016 an additional 9 paid days off are added, totaling 14 paid days off to be taken before January 1, 2017. Beginning January 1, 2017, employee is granted 14 days of PTO per calendar year.
Paid Holidays
The Institute provides paid holidays for full-time employees. The holiday schedule is published annually.
If a paid holiday falls on an employee’s regular day off, an alternate day off will be scheduled by the employee’s supervisor.
If a paid holiday falls at a particularly busy time for the Institute, employees may be required to work on the holiday. If that occurs, the supervisor will schedule an alternative paid day off.
There are no paid holidays for part-time employees.
Bereavement Leave
If a death occurs in a full time employee’s immediate family, the Institute will grant 3 days of paid leave to attend to the family and funeral arrangements. Additional time away may be taken using PTO if available, or if no PTO is available, an unpaid leave of specified time period may be granted.
An employee’s immediate family is defined as the employee’s spouse, parents, siblings, children, grandparents, grandchildren, mother-in-law, father-in-law, sister-in-law, brother-in-law, son-in-law, and daughter-in-law.
Jury Duty
The Himalayan Institute encourages employees to accept their civic obligation when called for jury duty. While on jury duty, full-time employees and part time employees will receive their normal pay for up to two weeks. Because the organization pays an employee’s salary for up to two weeks of the employee’s jury duty, the amount the employee receives from the Court for up to two weeks of service is to be endorsed to the Himalayan Institute.
If you are called to jury duty, inform your supervisor as soon as possible, and provide them with a copy of your jury duty summons. If you are chosen to sit on a jury, inform your supervisor how long the trial is expected to last. Check in with your supervisor periodically during your jury service, so the organization knows when to expect you back at work. On any day when your jury service ends before the end of your usual workday, you must check in with your supervisor to find out whether you need to return to work for that day