Time Away From Work

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As an AFFILIATE, you will have PTO available to be used for vacations, sick days, emergencies, etc.   You will accrue PTO based on your authorized work schedule.  You are encouraged to keep in mind that PTO covers sick days, and you should not come to work if you are ill. 

          Accrual of PTO will begin with your first paycheck as follows:

                Full-time (40-hour week) 5.6 hours per paycheck

                Full-time Plus* (40-hour week) 7.1 hours per paycheck

                Part-time-1 (32-39 hours per week) 4.2 hours per paycheck

                Part-time-2 (24 - 31 hours per week) 2.8 hours per paycheck

                Part-time-3 (20-23 hours per week) 2.0 hours per paycheck

*Plus: Full-time (40 hours per week) AFFILIATES, after five years of service,  will receive an additional 1.5 hours of PTO per paycheck for a total of 7.1 hours per paycheck.

It is understood that  any full-time AFFILIATE, who takes unpaid time off during a pay period, will accrue PTO at the lower part-time rate for that pay period.  Please use the above figures to determine the lower rate.

 In addition, no AFFILIATE can take unpaid time off if they have PTO available for use. 

AFFILIATES are encouraged to advise your supervisor of the use of PTO at least five days in advance if possible.   It is understood that emergencies and sick days are not always plannable. 

PTO may be used in 15-minute increments.

PTO must be accrued before it is available for use. No PTO may be taken in advance of its accrual. PTO carryover into the next fiscal year (9/30 year end), with prior approval, is limited to a maximum of 80 hours. There will not be a payout for unused PTO. 

Please remember to use Workforce to help keep track of your PTO.

AFFILIATES will observe the following Federal Holidays:

New Year's Day

Martin Luther King Day

Presidents Day

Memorial Day

Juneteenth

Independence Day

Labor Day

Columbus Day

Veterans Day

Thanksgiving Day

Christmas Day

Please note that Part-time AFFILIATES will only be paid for holidays that fall on one of their normal work days.

Associated with some holidays, AFFILIATES may be awarded Administrative Leave to be taken at your discretion, and under current guidelines must be used within five (5) working days of issuance. Day One is the day this leave is issued, and all must be taken within the next four (4) work days. 

Affiliates that do not work full-time are authorized to use Administrative Leave that is provided, but it must be proportional to the percentage of time they work VS a full-time Affiliate.  For example, if you work only 20 hours (which is 50% of full-time) you may take 50% of the Administrative Leave.  If you work only 16 hours (which is 40% of full-time) you may take 40% of the Administrative Leave.

Any Administrative Leave not taken within those five (five) days will be forfeited. 

It is understood that our AFFILIATES work at various locations, either local USDA Service Centers or from other locations. Because these locations vary, there is no “cover all” policy for unscheduled closing. These closings will be handled as follows:  

At times, emergencies such as severe weather, fire, or power failures, can disrupt operations. In extreme cases, these circumstances may require the closing of a work facility. When operations are officially closed due to emergency conditions at the AFFILIATE’S work location, the time off from scheduled work will be paid. We urge our AFFILIATES to consider their safety when traveling in weather conditions. If the location office remains open, but AFFILIATE feels it is not safe for travel, they may use PTO to cover their time. 

Participation in juries is an important part of our democratic function. When called to serve on jury duty, a copy of the summons must be presented to the Director of Operations (sue@pnercd.org) for PNE AFFILIATES and (vburkholder@capitalrcd.org) for CAPITAL AFFILIATES.   AFFILIATES will be paid the difference between their normal hourly rate and the jury pay they receive. Those AFFILIATES, who do not work a five-day week, will only be reimbursed for their scheduled days. 

AFFILIATES may take Maternity/Paternity Leave for either the birth or adoption of a child, subject to the following: 

     A. Length of time:   Full-Time AFFILIATE may take up to 240 hours or thirty (30) working days of 

          unpaid leave.  Part-Time AFFILIATE may take a proportion of the 240 hours based on their 

          official work schedule.  

     B. Use of PTO during leave: AFFILIATE may use any accumulated PTO either before, during, or 

          after this unpaid leave.

     C.  Holidays occurring during leave: If a holiday occurs during leave period, the holiday day will 

          not count as one of the thirty days of leave. 

     D. Accruing of PTO: AFFILIATE will not accrue PTO during their unpaid leave.

     E. In accordance with In Lieu of Benefit Stipend above, AFFILIATE will not receive this during

         their unpaid leave.   

Post maternity accommodation can be requested in writing to the Affiliate's supervisor. For lactation support, each NRCS office has an existing identified area. The affiliate will work with the supervisor to develop a schedule as appropriate. For a period not to exceed 6 months, affiliates are authorized for up to 30 minutes of official work time for lactation support. Affiliate staff will document this time. 

AFFILIATES, who are required to fulfil military obligations in any branch of the Armed Forces of the United States or in-state military service, will be given the necessary time off and reinstated in accordance with federal and state law. The time off will be unpaid, except where state law dictates otherwise. 

Military orders should be presented to the Executive Director and arrangements for leave made as early as possible before departure. AFFILIATES are required to give advance notice of their service obligations to Capital or PNE unless military necessity makes this impossible. You must notify the Executive Director of your intent to return to employment based on requirements of the law. 

Except in the case of an emergency, all unpaid leave should have prior approval from both the RC&D and the NRCS Supervisor.