PTO, CSW for Time Off

All Employees

Taking Personal Time Off is not a right; it is a privilege. The company has no legal requirement to grant paid time off. I am in favor of rewarding a job well done and granting paid time off to all full time employees, but it cannot be to the detriment of our continued success.

Our system allows employees to request time off and gives their manager a chance to determine if there will be any detriment to the company before the time off is approved. There may be times when your request for time off will not be approved. It is in your best interests not to make any travel plans before your CSW has been approved. We cannot be responsible for the cost of non-refundable tickets or deposits if you make your plans before getting approval and your CSW is disapproved.

ALLOW SUFFICIENT TIME

Please allow enough time for approval to go through regular channels. We ask for a minimum of 1 week of lead-time to get your request approved.

If you are taking an extended leave of absence (more than 2 weeks) or taking leave under CFRA, please get your CSW in at least 30 days ahead of time. The company needs time to get your clients covered before you leave.

ALL JOBS MUST BE COVERED AT ALL TIMES

Every trainer’s clients must be covered at all times. No matter who is out on vacation, payments need to be taken, and clients trained.

PROCEDURE

To ensure that we are not left floundering during vacation times, the following procedure is required for all PTO requests:

Use the form located at K:\FORMS\CSW for PTO Form Template.doc.  Your written request is to contain proposed date of departure and return, how much accrued PTO you have available, who is going to cover your clients while you are gone.

This written request (CSW) is submitted directly to your manager.  The manager verifies that you have sufficient PTO accrued to take time off and that we don’t have other trainers scheduled to be off at that same time. If there are no scheduling or policy conflicts, the manager forwards the CSW to HR so they are aware of the absence.

HR will give final approval, schedule the time off on the public calendar, put the original CSW in the employee’s file, and give an approved copy back the employee.

Your time off is not approved until you get the approved copy back from HR.

Your manager will then arrange for another trainer to meet with your clients during your absence. Your clients are NOT asked to skip any sessions just because you won’t be there.

CSWs for PTO are not submitted via email, they are always printed and signed.

DISAPPROVED REQUESTS

If your time off is not approved, you cannot take the time off anyway and just “take the incident.”  Incidents are not exchangeable for time off.  Anyone taking time off that was disapproved is insubordinate and subject to disciplinary actions ranging from earning additional incidents to suspension without pay and up to and including termination.

RETURNING LATE

An employee who does not report to work on their scheduled day back from PTO leave automatically earns 1 incident per the Tardiness and Absenteeism policy, even if the employee calls to tell someone that they are not coming back on time.  It is not permitted to call in on your last day of time off and announce that you are not coming back as scheduled.  Doing so may result in disciplinary actions ranging from earning additional incidents to suspension without pay and up to and including termination. 

However, if during your time off you want to request additional time off by submitting a complete CSW and waiting for approval before changing your travel plans, if you have sufficient accrued PTO to cover the additional time off, that is permitted.  Your CSW to extend your time off may still be disapproved if there is a business reason for doing so.

SUMMARY

The health and continued growth of our gym depends on all of us. If we fail to handle absences with forethought, and just drop all the balls, we all pay the price in lowered income and maybe losing clients. I am concerned for your welfare; I want you all to survive well in life and achieve your goals. One important aspect of your well-being is the sustained strength of the company for which you work. So please follow this policy and all will run smoothly and we will continue to expand.