Paid time off (PTO) is a benefit that the company employee can earn through time employed with the company. A lot of questions arise and we would like to try to answer some of the questions here. This information can be found in your employee handbook along with other valuable information but since this is quite a large sensitive topic we have decided to place some of this information here as well:


The purpose of  paid time off (PTO) is to provide employees with flexible paid time off from work that can be used for such needs as vacation, personal or family illness, doctor appointments, school, volunteerism, and other activities of the employee's choice. It is HIES goal  to reduce unscheduled absenteeism and the need for supervisory oversight. The PTO days you accrue, may transfer to the following year 15 days of unused PTO hours used in half day increments.


How can I check my earned PTO?

You can check your earned PTO by logging into your Timesheet, Click on Employee > Leave Balance.  If you are planning a trip it is highly recommended that you check in with HR to make sure these numbers are the most current to date.


When do I start to acquire PTO?

You will start to earn PTO as soon as your 90 day probation employment period is over and you have began employment with HIES as a full time employee.

Full time employees (as defined in Section II-A, Employee Classifications).  Full time employees shall start accumulating PTO starting after the 90 day probation period.

Full time employees (as defined in Section II-A, Employee Classifications) who have been continuously employed for at least 1 year, will be entitled to Paid Time Off.  Full time employees that meet these qualifications shall start accumulating Paid time off for each fully worked bi-weekly pay period after their probationary employment period has expired and are concidered a full time employee.

Years of Service

Vacation request for PTO:

Whenever possible, vacations will be given on a seniority basis and at the time requested, but HIES reserves the right to establish a vacation period, to limit the number of employees going on vacation at any one time, and to refuse dates if these dates conflict with the operations of the Company.  The time for taking vacations shall be arranged between the employees and his or her supervisor. Requests for vacation time off must be made in writing and should be submitted to your supervisor for approval at least 30 working days in advance. Please use the PTO request form HERE

What if I do not use all my PTO:

Paid Time Off will only be earned up to the maximum amount of 30 days in any given year.  The carry over accrual of Paid Time Off shall not exceed 15 days.  Any unused accumulated PTO in excess of the 15 PTO days at the end of the year will be lost if not used under our "use it or lose it" policy.

Employees who terminate (either voluntarily or involuntarily) will not be paid for earned, unused PTO.

All other employee shall not receive PTO benefits.

Guidelines for PTO Use:

Each full time employee will accrue PTO bi-weekly in hourly increments based on their length of service as defined above. PTO is added to the employee's PTO bank when the bi-weekly paycheck is issued. PTO taken will be subtracted from the employee's accrued time bank in one hour increments. Temporary employees, contract employees, and interns are not eligible to accrue PTO.

Eligibility to accrue PTO is contingent on the employee either working or utilizing accrued PTO for the entire bi-weekly pay period. PTO is not earned in pay periods during which unpaid leave, short or long term disability leave or workers' compensation leave are taken. Employees may use time from their PTO bank in half day increments. Time that is not covered by the PTO policy, and for which separate guidelines and policies exist, include company paid holidays, bereavement time off, required jury duty, and military service leave.

To take PTO requires two days of notice to the supervisor and Human Resources unless the PTO is used for legitimate, unexpected illness or emergencies. (Use the Paid Time Off form to request PTO.) In all instances, PTO must be approved by the employee's supervisor in advance.  HIES appreciates as much notice as possible when you know you expect to miss work for a scheduled absence.

Paid Time Off (PTO) Exceptions: 

Employees who miss more than three consecutive unscheduled days, may be required to present a doctor's release to the Human Resources department that permits them to return to work.

PTO taken in excess of the PTO accrued can result in progressive disciplinary action up to and including employment termination. This time will be unpaid. The only possible exception to this policy must be granted by the company president.

PTO accrued prior to the start of a requested and approved unpaid leave of absence must be used to cover hours missed before the start of the unpaid leave.

Under the company's Family and Medical Leave Act (FMLA) policy, all accrued PTO time is taken before the start of the unpaid FMLA time.

Unscheduled absences, due to illnesses of four hours or more, that result in consecutive days absent from work, are considered one absence incident in relationship to potential disciplinary action.

Progressive disciplinary absenteeism: 

Progressive disciplinary action relative to incidents of absenteeism is administered on a rolling 12 month calendar as follows:

One - three incidents: No disciplinary action - Supervisory coaching
Fourth incident: Verbal warning with a documented coaching session
Fifth incident: Written warning in the employee's file
Sixth incident: Employment termination

An employee who receives a second written warning in a rolling 24 month time period will have his or her employment terminated.

An employee who has used all of his or her FMLA and Short Term Disability benefits, and is still unable to return to work, will have his or her employment terminated.

Any employee who misses two consecutive days of work without notice to their supervisor may be considered to have voluntarily quit their job.

Specific Eligibility for Paid Time Off (PTO):

PTO is earned on the following schedule based on a 40 hour work week. PTO is prorated based on the number of hours worked on an employee's regular schedule.

Paid Holidays:

HIES observes the legal holidays listed below for Full time employees that are not concidered probationary employees.

Employees who have completed at least 90 days of continuous service, are not probationary status and are concidered full time employees will be eligible to receive paid holidays on the following days:

Dedicated Full time employees working at DoD or other agency facilities may receive days off other than the above dates from their assigned work locations, but may be required to work at the home office or other HIES locations during those times.

The following general provisions apply to paid holidays for Full time employees:

  An employee that has worked for HIES more than 90 days and is considered a full time employee is elligible for paid holidays listed above.

  Holidays will be observed on the calendar day designated by HIES for observance.

  To be eligible for paid holidays, employees must be available to work their last scheduled workday before the holiday and their first scheduled workday after the holiday.

  Employees will not normally be scheduled to work on a holiday.

  Holiday pay is equal to the hourly rate of pay for a period of eight (8) hours.

  If a holiday falls during an employee's approved vacation period, the employee will not be charged for a vacation day on the day the holiday is observed.

  Should a holiday fall on Saturday, an extra day off is on Friday. Should a holiday fall on Sunday, an extra day off is on Monday.

  For only who are Part Time or Non-Exempt Employees (See Sec. II, A (4)): Employees on a leave of absence for any reason are not eligible for holiday pay on holidays that are observed during the period they are on leave.