OBJECTIVE: This article provides information about Paid Time Off (PTO) and Holidays for non-union Caregivers.
Union Caregivers should refer to the applicable collective bargaining agreement (CBA) for PTO and holiday information pertaining to them.
Table of Contents:
- Holiday Pay
- Paid Time Off (PTO)
Holiday Pay
Help at Home reserves the right to amend the holiday policy or cancel holidays based upon business necessity.
Holiday Eligibility
Caregivers who work on a company holiday are eligible for holiday pay. Holiday pay is dependent upon eligibility in each market:
Illinois Holiday Pay Eligibility
| HOURS WORKED ELIGIBILITY | |
| Length of Service Criteria | To be eligible for Holiday Pay (Worked), a Caregiver must be employed at Help at Home for at least 3 months (90 days) |
| Hour Criteria |
|
| Holiday Payment | If the above eligibility is met, the Caregiver will be paid double time (2x) their base pay rate for the hours they work on a recognized Help at Home holiday. |
| HOURS NOT WORKED ELIGIBILITY | |
| Length of Service Criteria | To be eligible for Holiday Pay (Not Worked), a Caregiver must be employed at Help at Home for at least 3 months (90 days) |
| Hour Criteria |
|
| Holiday Payment | If the above eligibility is met, the caregiver will be paid their average daily hours worked over the last 90 days at their base pay rate on a recognized Help at Home holiday. |
Indiana (HAH Union) Holiday Pay Eligibility
| HOURS WORKED ELIGIBILITY | |
| Length of Service Criteria | To be eligible for Holiday Pay, a caregiver must be employed at Help at Home for at least 6 months (180 days) and work an average of 30 hours a week for the 90 days prior to the holiday. |
| Holiday Payment | If the above eligibility is met, the caregiver will be paid 1.5x their base pay rate for the hours they work on a recognized Help at Home holiday (New Years Day, Memorial Day, Independance Day, Labor Day, Thanksgiving, Christmas) |
| HOURS NOT WORKED ELIGIBILITY | |
| Length of Service Criteria | To be eligible for Holiday Pay, a caregiver must be employed at Help at Home for at least 6 months (180 days) |
| Hour Criteria |
|
| Holiday Payment | If the above eligibility is met, the caregiver will be paid either 5 or 8 hours at their base pay rate on a recognized Help at Home holiday. |
Holidays Observed
NOTE: Other markets include PA, DE, GA, OH, MI, MO, MS, and non-union IN (Adaptive).
Holidays that will be paid in these markets are: New Years Day, Memorial Day, Independance Day, Labor Day, Thanksgiving, and Christmas Day.
Holiday Pay
- For Caregivers that worked the holiday: Caregivers get paid 1.5x regular rate of pay.
- For Caregivers that did not work the holiday: Caregivers do not receive Holiday pay.
Paid Time Off (PTO)
Policy for Caregivers in GA, MO, MS, and IN (non-union Adaptive only)
PTO Eligibility
- After one (1) full year of employment
- Caregivers must have actively worked an average of thirty (30) hours or more per week during the one-year review (first-year or previous calendar year review)
- Caregivers must be an active employee at the time of the request
PTO Hours
First-Year Review: Employees who have reached one year of service will have their PTO eligibility determined based on their hours worked during their first year of service.
- The employee will be eligible for one week of PTO, equal to average hours worked during the first-year review, up to 40 hours. PTO hours are prorated based on the month the employee becomes eligible.
- PTO hours are loaded on the 1st of the month after reaching one year of service and must be used within the calendar year.
- Example: Janet was hired on June 15, 2023. She worked 40 hours per week. She will be eligible for PTO on July 1, 2024. She will be eligible for 20 hours of PTO (which is 40 hours prorated for half of the year). She has until December 31, 2024 to use the 20 hours.
Previous Calendar Year Review: Employees who have been with the Company for over a year will have their PTO eligibility determined based on their hours worked during the previous calendar year.
- The employee will be eligible for one week of PTO, equal to the average hours worked in the previous calendar year, up to 40 hours.
- PTO hours are loaded beginning of the calendar year and must be used within the calendar year.
- Example: Jacob was hired on June 15, 2019. He worked 40 hours per week. At the beginning of January 2024, a review of his hours worked in 2023 determined that he worked an average of 33 hours per week. Therefore, he is eligible for 33 hours of PTO in 2024. He has until December 31, 2024 to use the 33 hours.
NOTE: PTO must be used in the calendar year it is awarded. PTO hours do not roll over into the following calendar year.
Increments of Use
PTO may be used in 1-hour increments.
PTO Rate of Pay
The employee will be paid at their current compensation rate per hour. PTO is not included in calculations for overtime.
Requesting PTO
When foreseeable, employees must request their PTO in writing to the Branch Manager at least two (2) full weeks before the first day of the requested PTO time.
Carryover of PTO
Caregivers are encouraged to use PTO within the calendar year it is accrued. PTO will not carry over to the following calendar year.
Termination
PTO hours are forfeited upon voluntary or involuntary termination.
Policy for Caregivers in DE, MI, OH, and PA
PTO Eligibility
All caregivers are eligible to accrue PTO. Caregivers in DE, MI, and PA begin to accrue PTO upon hire. Caregivers in OH begin to accrue PTO after 60 days of employment.
PTO Hours
PTO accrues at a rate of one (1) hour for every 35 hours worked up to 40 hours per calendar year
Increments of Use
PTO may be used in 1-hour increments.
PTO Rate of Pay
The employee will be paid at their current compensation rate per hour.
Requesting PTO
When foreseeable, employees must request their PTO in writing to the Branch Manager at least two (2) full weeks before the first day of the requested PTO time.
Carryover of PTO
Caregivers in MI and PA may carry over up to 40 hours of PTO from one calendar year to the next.
Caregivers in DE and OH are encouraged to use PTO within the calendar year it is accrued; it will not carry over to the following calendar year.
Termination
PTO hours will be paid out at termination of employment or upon resignation if 2-week notice is provided and fulfilled.
FAQ for IN PTO (Union HAH Only)
Has Workday been updated on the new CBA logic?
Yes. The CBA logic is updated to calculate based on the anniversary date of eligibility.
How can I check in Workday if the caregiver will receive PTO on their Anniversary if Time Off balance is showing zero.
All Branch Manager and Care Supervisors have access to view the employees Time Off Results by Period report. To access to this report:
- Navigate to the Caregiver’s profile > Actions > Time and Absence > View Time Off Results by Period.
- Select PTO Current Year from the Time Off Plan drop down menu.
- Select as many Periods as applicable; however, if an employee's work anniversary is 11/14, select the period where the anniversary date falls.
For example: "11/10/2024 - 11/16/2024" because the Anniversary falls during this pay period. - Click OK. The report will generate and show the updated period of 11/10/2024 - 11/16/2024 (anniversary date is 11/14/2013). If the Caregiver is eligible, the hours will automatically calculate. Since this individual has been with the company for 5* years, they are eligible for up to 80 hours of PTO.
NOTE: Caregivers are eligible for PTO after 1 year of service and averaging 21+ hrs/week. Employees with 1-5 yrs get 1 week of PTO, 5+ yrs get 2 weeks. You can also roll over vacation into the next year.
What if a Caregiver's anniversary is prior to 7/7/2024 of the new CBA going live?
If the anniversary is prior to 7/7/2024 the caregiver balance should reflect correctly. Anyone who has an anniversary date after 7/7/2024 will not see their new balance till they hit their anniversary date later this year.
How is PTO eligibility now reviewed?
PTO is now reviewed based on anniversary-to-anniversary date and not yearly.
What is the difference between the two buckets under Time Off for PTO (Carryover PTO and Current PTO).
-
Carryover PTO – if any PTO is not used by their anniversary date, it will be moved from the current PTO bucket to their carryover PTO bucket and then they have one additional year to use that balance, if not use it will be forfeited.
- PTO will be deducted from this bucket first.
- Current PTO – is the PTO balance you receive on the anniversary date if eligible.
For example:
The below balance is listed for the Caregiver.
The Care Supervisor submits a PTO request – for September 12th and 13th for a total of 16 hours. The system will automatically take from the PTO Carryover balance and then from the PTO Current Year.
What happens if I review all the steps above and I still feel like the balance is incorrect?
Please submit a ticket to the HR-Services team. Navigate to Submit a request – Help at Home Knowledge Center and select I have a question about my Time Off/PTO Problem Statement.
Source: Benefits Team