Purpose

The Company recognizes the importance of time away from work for rest, personal matters, and illness. The Company makes every reasonable effort to approve Paid Time Off (PTO) requests while balancing operational needs, staffing requirements, and fairness across teams. This policy establishes consistent guidelines for requesting and using PTO in compliance with Wisconsin law.

PTO Eligibility & Use
  •    PTO is available to eligible employees in accordance with the Company’s PTO accrual schedule.
  •    PTO is used for vacation, personal time, and sick time.
  •    PTO must be approved in advance whenever possible.
  •    Having an available PTO balance does not guarantee approval for requested dates.

PTO Request Process
  •    All PTO requests must be submitted at least 30 days in advance using the Company’s Cognito PTO Request Form.
  •    PTO requests submitted fewer than 30 days in advance may be denied due to staffing or operational needs.
  •    Management will make every reasonable effort to approve PTO requests that meet policy guidelines and allow for adequate coverage.

Sick Time Use
  •    PTO is used to cover absences due to illness or medical needs.
  •    When illness is foreseeable (such as scheduled medical appointments), PTO should be requested in advance through the Cognito form.
  •    Unexpected illness should be reported to the employee’s manager as soon as practicable and will be recorded as PTO.
  •    When PTO is used for unscheduled sick time, a doctor’s note may be required when:
  •    An employee is absent due to illness for more than two (2) consecutive workdays, or
  •    An employee uses unscheduled sick time more than once within a rolling 90-day period.
  •    A rolling 90-day period means the 90 calendar days immediately preceding the most recent sick-time absence.
  •    Failure to provide required documentation may result in the absence being treated as unapproved.

Peak PTO Periods
The months of July, November, and December are designated as peak operational periods.
  •    During peak periods, no more than 20% of a department or team may be approved for PTO at the same time.
  •    PTO requests for peak periods must be submitted at least 45 days in advance to be considered for early approval.
  •    Requests submitted after the 45-day deadline will be reviewed based on availability and manager discretion.
  •    Late submissions may be denied regardless of available PTO balance.

PTO Approval Prioritization
When multiple PTO requests are received for the same dates and staffing limitations apply, approval may be prioritized based on factors including, but not limited to:
  •    Date the request was submitted
  •    Operational and coverage needs
  •    Employee performance and attendance reliability
  •    Accumulated hours worked year-to-date

PTO Usage & No Unpaid Time Off
  •    Approved time away from work must be covered by available PTO, including sick time.
  •    Unpaid time off is not permitted, except where required by applicable law.
  •    Employees must have sufficient PTO available at the time the request is approved.

PTO Around Paid Holidays
Paid holidays are provided to eligible employees in accordance with the Company’s holiday schedule and Wisconsin law.
  •    Employees are expected to work their regularly scheduled workdays immediately before and after a paid holiday, unless PTO has been requested and approved in advance.
  •    Absences on scheduled workdays before or after a paid holiday without approved PTO may affect eligibility for holiday pay, consistent with Wisconsin regulations.

Management Discretion & Legal Compliance
  •    Management will make every reasonable effort to approve PTO requests whenever operationally feasible.
  •    The Company reserves the right to approve or deny PTO requests based on business needs, staffing levels, and policy criteria.
  •    This policy will be administered in compliance with Wisconsin wage and hour laws and applicable federal regulations.

PTO FAQ’s