Policy - Paid Time Off (PTO)
Section: Human Resource Policies
Policy Owner: Ignition633 Ministries Nigeria Human Resources
Policy Name: Paid Time Off Policy
Origination Date: September, 2024
Purpose
The Paid Time Off (PTO) Policy ensures that all employees of Ignition633 Ministries Nigeria understand they're entitled paid time off, including vacation, sick leave, personal days, and maternity leave. This policy outlines the process for requesting and approving time off and the consequences for exceeding or improperly taking leave.
Scope
This policy applies to all full-time and part-time employees of Ignition633 Ministries Nigeria. The PTO benefits outlined in this policy support employees' health, personal matters, and family life while ensuring ministry operations run smoothly.
Types of Paid Time Off
1. Sick Days
Entitlement: 4 paid sick days per calendar year.
Conditions: Employees should fill out a Time off request form online or on paper and submit it to their supervisor as soon as they become aware of their illness or as early as possible before the start of their workday. A medical certificate may be required in cases of extended illness (more than two consecutive days).
2. Personal Days
Entitlement: 2 paid personal days per calendar year.
Conditions: Personal days can be used for appointments, emergencies, or significant personal matters that cannot be addressed outside working hours. Employees must request personal days in advance using the Ministry-approved Time off request method.
3. Annual Leave
Following the Nigerian Labour Act, Section 18, all employees are entitled to six (6) days of annual leave after completing 12 months of continuous service. Annual leave allows employees to:
- Rest,
- Recover, and
- Attend to personal matters, promoting well-being.
Entitlement: 6 paid annual days per calendar year.
Conditions: Annual days must be requested at least two weeks in advance and are subject to supervisor approval. Vacation days do not carry over into the following year.
- Supervisors will ensure that leave schedules are organized to maintain workflow continuity and avoid a situation where all staff are absent simultaneously.
4. Maternity Leave
Entitlement: 12 weeks of paid maternity leave.
- 6 weeks before the expected date of childbirth.
- 6 weeks after childbirth.
Conditions: Employees must inform their supervisor and HR in writing at least two months before their expected delivery date to plan for maternity leave. Any extensions due to complications must be discussed with the supervisor and will require medical documentation.
PTO Request and Approval Process
Advance Notice: Employees are expected to inform their supervisors as soon as they know they need to take time off.
- A minimum of 2 weeks' notice is required for personal and vacation days.
- Employees should notify their supervisors as soon as possible for sick leave.
Approval: All paid time off requests must be submitted in writing using the appropriate PTO request form or on the Bento website. Approved paper time off must include the supervisor's signature. Requests without the supervisor's approval will not be considered valid, and employees will not be authorized to take the time off.
Emergency Time Off: In case of emergencies where prior notice is not possible, employees must inform their supervisor by the end of the first missed workday.
Record Keeping: HR will maintain accurate records of all PTO days used by each employee. Employees should regularly check their remaining leave balance to avoid exceeding their limits.
Exceeding PTO Allowance
Unpaid Leave: If employees exceed their allotted paid time off days and need additional days, the extra time will be taken as unpaid leave. The time off must still be approved by the supervisor, and the missed days will be deducted from the employee’s paycheck.
Unapproved Absences: Employees who take time off without informing their supervisor or without approval and are absent for more than two consecutive working days will be considered to have voluntarily resigned.
Carry-Over and Accrual
Carry-Over: Unused sick, personal, and vacation days are not carried over into a new year.
Accrual: PTO days do not accrue beyond the annual entitlement. Employees are granted a fresh set of PTO days each year.
Disciplinary Action for Policy Violations
Failure to follow the PTO policy, including failure to obtain proper approvals or unauthorized absences, may result in corrective actions, which may include:
Unpaid Leave: Deduction from paycheck for any unapproved time off.
Termination: If an employee is absent without notice or approval for more than two consecutive working days, it will be treated as job abandonment, and the employee will be considered to have resigned.
Final Pay upon Termination
Upon termination of employment, whether voluntary or involuntary, any unused vacation or personal days will not be paid. Maternity leave and sick leave are also not paid upon termination.
------------------------------------------------------------------------------------------------------------------------------
This policy will be reviewed annually and is subject to change. Any changes will be communicated to all employees promptly.
For any questions or further assistance regarding this policy, employees should contact the HR department at hr.nigeria@ignition633.org.