What is PTO?

What is PTO? | Definition, Examples & Tips | Resume.com

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Having a general understanding of PTO, or Paid Time Off, and how it works can better prepare you to make a request for time off to take care of personal matters, sick days, or vacation. Not all companies offer PTO, and some companies have different rules regarding their policies for PTO. Explore some of the most frequently asked questions pertaining to PTO and discover how to make a request.

What is PTO?

Paid Time Off (PTO) is a system in which employees can ask for time off for vacation, sick days, and other personal reasons and still get paid. It’s an accrued storage of hours built up over the course of employment. Employees use a certain amount of built-up hours to take personal time.

What are the types of PTO?

The following list defines some of the various types of PTO that companies offer:

Vacation time

Vacation time or vacation days give employees a guilt-free opportunity to take time off work. Employees use vacation time for several reasons, such as travel or simply taking time off of work. With vacation days, employees can take a necessary amount of time off and come back to work refreshed. Vacation time is often negotiable as well. Employees can ask for more time as needed.

Sick days

When employees are sick, they should be at home resting. This is especially true if they’re contagious, posing a health risk to everyone in the workplace. Sick days discourage employees from coming to work when they’re sick and provide them with time for rest, healing, and rejuvenation.

Personal time

Employers offer personal days to use for any reason their employees want time off. In most cases, employers offer around two to three personal days throughout the year. Personal time is paid on the same scale as other types of PTO.

Are employers required to provide PTO?

No, employers are not required to provide PTO. However, most companies do provide it to attract and retain good employees. The same is true for paid holidays as well since employers choose to pay for them at their discretion.

What is the purpose of PTO?

Providing PTO is an effective recruitment tool as good vacation policies garner more interest in open positions. Additionally, it benefits both employers and employees by offering an opportunity for short breaks, increasing productivity, and reducing employee burnout. All organizational staff deserve time away from the office throughout the year so that they don’t become overworked.

How does PTO work?

PTO accrues over a period of time. How much it accrues and to what extent it accrues is at an employer’s discretion. It often caps at a certain point, allowing no more accrual. Some companies don’t let it roll over to the following year, encouraging employees to use it while they have it. When you decide to use some of your built-up hours, you apply for PTO. If your manager approves your request for the hours and dates requested, you’re free to take your time off and get paid for it. After you use your hours, your manager deducts them from your total built-up hours for the year.

How to apply for PTO

The following steps outline how to apply for PTO at most organizations:

1. First, review your company’s PTO policy

Different organizations have varied requirements for PTO and how to ask for it. Before asking for time off, review the policy and ensure you’re asking for the appropriate amount of time off and following any other regulations about PTO. Managers prohibit you from the deviation of agreed-upon terms, but it’s best to address those concerns before asking for time off. Additionally, if you’re out of PTO, you may have the opportunity for unpaid time off.

2. Second, consider upcoming projects or deadlines

If your time off has a degree of flexibility, check the company calendar and consider upcoming projects, deadlines, or any other events. Ensure your time off doesn’t conflict with important events. It can reduce your chances of getting your PTO request approved and places a strain on other employees to compensate. If you’re unsure, your employer can provide you with better dates for PTO.

3. Third, choose an appropriate time to ask

For your greatest chance at approval, consider a time that works best for your manager. For example, asking first thing in the morning or at the beginning of the workweek is a reasonable option to allow your manager the opportunity to address your request with sufficient time to respond.

4. Fourth, offer what details you can

While it’s not required to give specific details on why you’re taking time off, it can be helpful for management. Letting them know your general plans, such as if you’re taking a flight out, allows them to better prepare for your absence. For example, if you’re returning to work the same morning your flight lands back in town, your manager knows to expect a late appearance that day and can make appropriate accommodations.

5. Fifth, ask or send your request in the correct format

Some organizations have specific rules and regulations regarding your request. For example, telling your manager the days you want isn’t always enough. The business may want it in writing. Many companies now have an online portal in which employees make PTO requests. This sends a notification to your manager and allows them to confirm or deny your request. Consider how far in advance you’re asking as well. Many policies require a certain amount of weeks or months to request in advance so that management has time to make necessary arrangements.

6. Finally, inform necessary parties of your absence

If you communicate with clients regularly or work as part of a team, it’s best to let them know the dates on which you are out of the office. For example, you can inform clients by sending a mass update email and providing an away message for those that contact you during your absence. Communicate with in-house employees in person and make arrangements for them to handle your work as needed. However, only inform others after gaining approval from your manager. It’s also good business etiquette to let your manager announce your vacation first unless stated otherwise.

Following these steps increases your chance of PTO request approval and allows the office to prepare for your departure. Consider how your time off impacts the business and do your part to help your team manage workloads or other tasks during your absence. Make arrangements when and where necessary, or take extra time to complete your tasks before your PTO begins. Managers, coworkers, and clients appreciate being communicated to on these matters.

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