PTO
Paid time off (PTO) is a system of providing vacation time, personal leave, and sick leave for eligible employees. This system is more flexible than separate vacation, personal and sick leave time because you can decide for yourself how many of your paid days off you will use for vacation and how many days you will need to save in case you become ill. Holidays and days when Madison House is closed for business are not counted against your PTO balance.
Full-time employees are eligible for PTO according to the table below. Part-time employees are eligible on a pro-rated basis. You receive a pro-rated portion of PTO in your first year of employment depending upon your start date. PTO is earned as follows:
Years of Employment Number of Hours Max. PTO Carry-over/Cash out
<2 years 176 Hours 176 Hours
2-4 years 192 Hours 192 Hours
4-6 years 208 Hours 208 Hours
6-8 years 224 Hours 224 Hours
8+ years 240 Hours 240 Hours
PTO is tracked on your paystub. This can be viewed through the Paychex Flex website or app.
For each employee, the entire annual accrual will be available for use at the start of each fiscal year, prior to actually accruing the hours. This provides employees with maximum flexibility in their use of leave time. If an employee leaves Madison House during the course of the year, the time used and time accrued are reconciled. PTO accrued, but not used, is paid to the employee in the pay period following the last day of employment in an amount not to exceed the maximum PTO cash out amount stated in the table above. PTO used but not accrued is either subtracted from the employee’s final paycheck, or billed to the employee if the amount owed to Madison House exceeds the net amount of the final paycheck.
PTO taken for a duration of one or more weeks should be requested and approved at least one month in advance. Madison House retains the right to deny PTO leave requests; however, every effort will be made to comply with an employee’s requested leave dates as business and scheduling demands permit.
Each employee is encouraged to use the PTO leave to which he/she is entitled. At the end of the fiscal year, each employee may opt to carry-over up to one year’s accrual amount of PTO. All other PTO will be forfeited at the end of the fiscal year.
Holidays
Madison House observes the following holidays:
New Year’s Day
Martin Luther King, Jr. Day
Memorial Day
Juneteenth
Independence Day
Labor Day
Day before Thanksgiving
Thanksgiving Day
Day after Thanksgiving
Winter Break
If a particular holiday falls on a Sunday, Madison House will honor that holiday on Monday. If a particular holiday falls on a Saturday, Madison House will honor that holiday on the preceding Friday. Additional paid holidays may be awarded at the discretion of the Executive Director.
Winter Break
Madison House will be closed for winter break for the coming calendars as of following:
Winter Break 2023: December 18 - January 1
Winter Break 2024: December 23 - January 3
Bereavement Leave
It is Madison House’s policy to provide eligible employees with paid bereavement leave following the death of a loved one. An employee is allowed up to three paid days of bereavement leave per year. Madison House recognizes that bereavement is a difficult life event, requiring time to grieve and fulfill family obligations.
Madison House further recognizes that failure to take this time may negatively impact work and the employee’s transition back to a normal routine. At the Executive Director’s discretion, paid time off and leave without pay are options that may be used to extend the period of bereavement leave. Bereavement leave cannot be accrued.
Military Leave
A full-time employee who is a member of an organized reserve unit of the Armed Forces of the United States or the National Guard and who attends a regular military camp will be granted the time necessary to meet his/her obligation. A full-time employee who is a member of an organized reserve unit of the Armed Forces of the United States or the National Guard who is called into active duty shall be granted a military leave of absence for the period for which they are called. An employee must give the Executive Director immediate notice of the dates of intended absence. In the case of active duty, the employee shall report for work at Madison House no later than five days following discharge from active duty. Madison House cannot guarantee that any employee will return to the same position which they filled prior to the active duty, but will make every effort to provide an equivalent position.
Military leave will not be counted against PTO days, but will instead be considered to be a leave of absence without pay.
Jury Duty
If you are called for jury duty, Madison House will continue to pay you during the time you are away from work to fulfill your jury obligations. No employee will face discipline or retaliation for jury service.
You must immediately inform your supervisor when you receive your jury duty summons. If you are chosen to sit on a jury, you must inform your supervisor how long the trial is expected to last. You must also check in with your supervisor periodically during your jury service, so Madison House knows when to expect you back at work.
Parental Leave
Madison House is a family-friendly workplace, and we celebrate the arrival of new members of the Madison House family. You are entitled to take up to a total of twelve weeks of parental leave following the birth or adoption of a child under the age of five into your family. If you have been an employee of Madison House for at least one year at the time of the addition to your family, six weeks of this leave will be paid by Madison House. Parental leave can be taken at any time up to six months after your child’s birth or adoption into your family, and may be scheduled in any manner that best accommodates the needs of your family.
For the first six months after your child’s birth or adoption into your family, you have the option of working a reduced schedule. Compensation and leave accrual will be reduced accordingly. Full-time employees must be employed for at least 30 hours per week to maintain insurance and retirement benefits, and will be expected to resume a full-time schedule at the conclusion of the six month period. This reduced 30-hour schedule may be achieved using a combination of work and PTO if available.
In addition to the parental leave described above, Madison House offers short-term disability insurance that may pay a benefit equivalent to 60% of a pregnant or new mother’s salary for between six and twelve weeks following a seven day exclusion period. Consult the short-term disability policy for details, as the policy takes precedence over any statements in this handbook.
Your direct supervisor and the Executive Director will work with you to develop a transition plan for before and after your parental leave. We are giving you this parental leave benefit with the expectation that you will use it to enjoy this special bonding time with your family.
Unpaid Leave of Absence
At the discretion of the Executive Director, an employee may be granted up to twelve weeks of unpaid leave within a twelve month period. Unpaid leave may include parental leave, leave to care for a newly-adopted child or leave to care for an immediate family member, defined as an employee’s parent, spouse, or child, who is ill. Madison House will consider, on a case-by-case basis, requests for unpaid leave to care for someone who is ill who does not qualify as an immediate family member under this policy. During an unpaid leave of absence, the employee will not accrue additional leave.