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Paid Time Off (PTO) Policy 

 

PURPOSE 

 

The purpose of PTO is to provide you with paid time off to use as you’d like. We think flexibility is the key to work-life balance, and we’ve selected PTO as our paid leave program because we want you to have the autonomy to manage your time away from the workplace as you see fit.  

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PTO is offered in place of vacation days, sick days, and personal days. Rather than separate categories, PTO provides a single pool of paid time off to use for all of your personal needs — vacation time; child, pet, and elder care; medical and dental appointments; personal business or emergencies; etc. 

 

PTO does not need to be used for parental leave or sick leave, which are offered separately and in compliance with FMLA.  

Effective Date

 

This policy is effective as of January 1, 2022 and supersedes any policies previously in place at GFM, LLC.  

Eligibility

 

All GFM employees are eligible for PTO including part-time and full-time crew, Director of Operations, Supervisor, Office Manager, Restaurant Manager, Assistant Manager, Certified Swing Manager and Maintenance. 

PTO Guidelines 

     PTO Scheduling 

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  1. To the extent possible, PTO is to be requested and approved by the supervisor in advance.  

  2. Supervisors are responsible for scheduling PTO in a manner which balances the operational and service needs of the restaurant with the time off preferences of the employee.  GFM, LLC reserves the right to deny PTO requests which may have an adverse affect on its operations or cancel previously approved PTO requests if unexpected circumstances arise which require the employee’s attendance at work. 

  3. In the event of illness or emergency preventing the employee from requesting PTO in advance, the employee must notify their supervisor as soon as possible, but no later than the start of the shift and explain the need for unscheduled time off. In such cases, the supervisor will assess the need and urgency for unscheduled time off in relation to staffing needs and either approve the time off or direct the staff member to report for work.  In the event of illness or emergency exceeding one (1) day, the employee must contact the supervisor each subsequent day no later than the start of the shift.  Employees who miss more than three consecutive unscheduled days, may be required to present a doctor’s release that permits them to return to work. Those employees who do not adhere to these guidelines or who are directed to report for work and fail to do so will not be paid and may be subject to disciplinary action.  

  4. Regardless of the reason, should an employee’s unscheduled absences occur with such frequency so as to adversely affect operations and prevent the employee from meeting their employment obligation of regular and reasonable attendance, GFM, LLC may take corrective action up to and including termination of employment. 

  5. Final approval of PTO lies with the Operations Supervisors and with the Payroll Department upon verifying available PTO.  

PTO Tracking

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  1. GFM, LLC will maintain a PTO account for each eligible employee and will track the beginning balance, current balance and usage. 

PTO Reporting

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  1. The supervisor must report to the Payroll Department an employee’s PTO hours at the conclusion of the semi-monthly pay period during which it was taken.  PTO hours will be charged against the employee’s PTO account. Under no circumstances will an employee be allowed to take time off in excess of their PTO balance. 

  2. General Managers must enter PTO into the ISP and the request must be followed up via email to the Payroll Department and the Operations Supervisors.  

Break in Service

  1. An employee who has a break in service from an approved leave of absence of 12 weeks or more will forfeit any unused PTO and eligibility. Upon return to work, PTO credits will be calculated as if the employee were a new hire. The Break in Service clause may not be exercised if the employee voluntarily or involuntarily terminates their employment.  

PTO Accrual Schedules 

 

Employees will begin accruing PTO upon their date of hire and will be available for use after 90 days of service. PTO will be credited each scheduled pay period and will accrue according to the schedules below: 

Crew – Full and Part Time Hourly Employees 

# of hours worked   X   .01923 

At no time may the PTO balance exceed 48 hours. 

Certified Swing Manager and Primary Maintenance (Hourly) 

Hire date through 1 year of service:     # of hours worked   X   .01923 

2 – 5 years of service:                        # of hours worked   X   .03846 

6+ years of service:                           # of hours worked    X   .05769 

At no time may the PTO balance exceed 160 hours. 

Exempt (Salaried) Employees 

Hire date to 1 year of service: 45 hours (1.875 hours per pay period) 

2-5 years of service:               90 hours (3.75 hours per pay period) 

6+ years of service:              135 hours (5.625 hours per pay period) 

At no time may the PTO balance exceed 180 hours. 

PTO Payout 

 

GFM will allow for an end of year PTO payout request. This request cannot exceed 40 hours (45 hours for salaried employees) and may not exceed the current PTO balance. This request must be submitted to your supervisor no later than December 1st. 

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Any emergency payout needs will be considered on a case-by-case basis.  

Separation from GFM, LLC 

 

Unused PTO will be forfeited upon termination from GFM, LLC.  

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