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 AND PROCEDURE:

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 leaves are found 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.

Using FTO

FTO may be used in increments as short as one hour for hourly (non-exempt) employees and no less
than 1⁄2-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, currently
Paylocity, 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.

PRIMARY POLICY OWNER:

VP of Human Resources & Organizational Development

CROSS REFERENCE AND SUPPORTING DOCUMENTS:

BOARD APPROVAL:

Effective: 7/1/18

Last Reviewed: 1/25/24

Review Requirement: 5 Years