Lesson 20: Paid Time Off (PTO), Vacation, and Sick Time Policies

Objective:
Technicians will learn the guidelines and procedures for requesting PTO, vacation days, and sick time. By the end of this training, they will understand their entitlements, how to request time off, and the consequences of policy violations.

Overview:

Paid Time Off (PTO) and sick time are essential for work-life balance and ensuring technicians can recover from illness or take personal time without risking their job security. This lesson focuses on the process of requesting PTO, the importance of following company policies, and the distinction between PTO, sick time, and unpaid time off.

Paid Time Off (PTO) for Technicians

At Clements Pest Control, technicians have access to Paid Time Off (PTO) and are responsible for following the policies and procedures for requesting time off. This ensures that coverage for customer service is maintained while allowing technicians the time they need for personal or health reasons.

Key Responsibilities:

1. PTO Accrual and Requests:

• Lawn & Ornamental Technicians:

• Receive 5 PTO days at a rate of $140 a day paid time off per year after completing a 90-day probationary period.

• Additional PTO is accrued each year, with a cap of 15 days.

• Missed work due to PTO must be made up within 14 days of returning to work.

• Requests: must be submitted via Paychex Flex and approved by your supervisor. Technicians must submit vacation requests to their immediate supervisor at least 21 days in advance. 

• Pest Control Technicians:

• Receive 5 days of PTO per year after completing a 90-day probationary period.

• PTO is capped at 15 days total.

• Additional PTO: Extra days beyond the allotted 5 can be taken as a cash bonus.

2. Sick Days:

• Reporting: Technicians must notify their supervisor via phone call if they need to take a sick day. Texting is not permitted.

• If absent for more than 2 consecutive days, a doctor's note is required.

• Customer Notification: Technicians must inform customers of their absence and reschedule work within 7 days of the missed service.

• Monitoring: Sick days are tracked, and misuse (e.g., taking sick days on Mondays or Fridays) may result in disciplinary action, including termination.

3. Unpaid Time Off:

• Technicians are allowed 3 unpaid days per calendar year.

• Exceeding 3 unpaid days may lead to disciplinary action, including a written warning on day 4 and possible termination on day 5.

Sick Days

Reporting Sick Days:

• Phone Call Required: Technicians must notify their supervisor via phone call if they are unable to work due to illness. Texting your supervisor will not be accepted.

• Doctor's Note: If absent for more than 2 consecutive days, a doctor's note is required upon return. Additionally, a doctor’s note is required if calling out before or after a holiday.

Customer Notification:

• Technicians are responsible for contacting customers to inform them of their absence and reschedule missed work. This must be done immediately, and all missed work should be made up within 7 days of the original service date.

Monitoring and Misuse:

• Sick days are tracked and monitored. Any sick days taken on Mondays or Fridays may receive additional scrutiny. Misuse of sick days, such as frequent or unjustified absences, may result in disciplinary actions, including termination.

Compliance and Documentation

PTO Carryover Policy:

• PTO days do not roll over into the next calendar year. Any unused PTO will not be carried into the next year.

Documentation Requirements:

• Ensure you follow the procedure for documenting sick days, including obtaining a doctor’s note if necessary.

• Accurate reporting and follow-ups are critical for maintaining professional standards and complying with company policies.

Importance of Timely Requests

• Ensuring Route Coverage: PTO requests should be made in advance to allow the office to assign another technician to your route.

• Managing Workload: Missed work due to PTO or sick days must be made up within the required timeframes to ensure customer satisfaction.

Key Standards & Expectations:

1. Timely PTO Requests: Submit through Paychex Flex with at least 21 days' notice.

2. Sick Day Reporting: Always call your supervisor when reporting a sick day, and provide a doctor’s note if required.

3. Make-Up Work: Ensure that any missed work is rescheduled within 14 days for PTO and 7 days for sick days.

4. Accurate Documentation: Follow up on phone calls with written documentation when necessary, especially for sick days.

Paychex Flex: General Walkthrough (Mobile) 1:02 - 2:43 (PTO requests)