FTO (Flexible Time Off)

PURPOSE / SCOPE:

ICOM recognizes the need for employees to take time away from work to address their personal and family health needs, as well as to mourn the loss of their family member (bereavement).  ICOM offers employees a Flex Time Off (FTO) option to address such needs.

POLICY:

FTO is intended to provide available hours for an employee’s personal or immediate family member’s health needs.  Immediate family typically includes individuals residing in the same household.  FTO may be used for sick days, doctor’s appointments, hospital stays or for other health-related absences.  Personal or family member illnesses requiring more than 3 days absent may require a doctor’s note.  FTO may also be used for bereavement leave for immediate and extended family members.  Personal Time (PTO), Holidays, Continuing Education, Jury & Civil Service, and FMLA leave are addressed in separate policies.

Eligibility and Accruals

All full-time employees are eligible to accrue FTO at a rate of 4 hours per pay period, which equates to 12 days per year if working 8-hour days.  Accruals begin with an employee’s first pay period, and there is no waiting period for accrual or utilization.  Employees on an unpaid leave of absence do not accrue FTO.

The maximum amount of FTO that may be accrued is 320 hours. 

Pro-rated Accruals:

The amount of FTO accrued will be pro-rated based on the number of hours an employee works on a consistent weekly basis. Employees who work fewer than 40 hours per week will accrue FTO at a proportionate rate relative to their regular weekly hours. Accruals begin with an employee’s first pay period, and there is no waiting period for accrual or utilization. Employees who work variable or fluctuating schedules may have their accruals adjusted based on average hours worked over a set period. Employees on an unpaid leave of absence will not accrue FTO during their leave.

Using FTO

FTO may be used in increments as short as one hour for hourly (non-exempt) employees and no less than ½-day increments (typically 4 hours) for salaried (exempt) employees.  FTO may not be used before it is earned.  Employees will submit a request through the HR/Payroll system to request the time away as far in advance as possible to allow for adequate planning.  Supervisors may require additional notification processes.

FTO is used to restore an employee to their regularly scheduled work week hours, it cannot be used to exceed the normally scheduled hours in a week.  If FTO is exhausted, PTO will be used in its place.  FTO cannot be used to extend an employee’s vacation.

Employees are required to use FTO (and PTO) while on leave under the Family Medical Leave Act (FMLA).  If the employee is eligible for disability benefits, FTO and then PTO will be used during the waiting period to make up the remaining amount of an employee’s compensation not covered by the disability benefit.  At no time shall an employee earn more than 100% of their income.

Donating Sick Time

ICOM’s FTO donation program from one employee to another is addressed in the PTO policy.

Separation from Employment

At the time of separation, ICOM does not pay out any accrued, unused FTO balances.  

POLICY OWNER:

Assistant Vice President of Human Resources

CROSS REFERENCE AND SUPPORTING DOCUMENTS:

APPROVAL:

Effective: 07/01/2018

Last Reviewed: 01/06/2026

Review Requirement: 5 Years