Paid Time Off (PTO)

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When it is necessary for an employee in the Teachers’ Unit to be absent, except in emergency situations, the employee will notify the principal or building administrator at least seventy-two (72) hours before he/she is to be absent by completing a PTO form. In emergency/unforeseen situations, the employee shall notify the principal by 6:00 am the day the employee is to be gone by putting the absence on the sub system and contacting the principal. If an emergency occurs during the workday or the morning of the workday, the teacher contacts the principal/designee to report the absence and call the sub system office to inform them of a need for a sub.


Each employee in the Teachers’ Unit shall be given thirteen (13) PTO days at the beginning of the school year. These thirteen (13) PTO days will be preloaded at the beginning of the school year. If an employee separates from KCPS early and if they have used more than earned, the days will revert to “No Pay” and be deducted from the final calculation of pay owed.


PTO that is used for personal business is intended to cover matters that the employee could not schedule at another time. Examples: Closing on a home, flooding of a basement, house fire, need to meet with an attorney, enrolling in graduate school, taking your child to a college visit, attending your child’s performance at a play during the school day, etc.


PTO days not used by the end of the current school year will accumulate each year.


Night school teachers shall be allowed one (1) night of PTO per semester.


PTO to which an employee becomes entitled but does not use during each school year shall accumulate to the maximum identified in Article XII.G. for purposes of computation of the formula for compensation upon separation from employment with the KCPS and/or time off


Paid Time Off (PTO) may be used in hourly increments, but can only be used for:

·       Illness and medical conditions,

·       Bereavement day, not covered by Bereavement Policy,

·       Religious holiday,

·       FMLA leave, and

·       Short-term personal business



PTO is not intended for:

·       Vacation leave

·       To facilitate other employment opportunities

·       Mission trips

·       Just taking the day off


Other guidelines for PTO use

·       PTO cannot be used on the first or last day of school unless the employee is ill, in which case a doctor’s excuse may be requested.

·       PTO cannot be used on the day before or after a school holiday unless the employee is ill, in which case a doctor’s excuse may be requested.

·       PTO cannot be used on scheduled state assessment days in which the employee is scheduled to administer or proctor an exam or portion of an exam.

·       If an employee misses any of the above black out days for reasons not related to illness or an approved emergency, the employee will not be paid for the day. Disciplinary action may follow for failure to report for work.

·       PTO days may not be retroactively designated, unless the conditions for an emergency are met.

·       PTO days are subject to exhaustion as part of FMLA leave.


Emergencies/Extenuating Circumstances

·       If there are extenuating circumstances necessitating an absence on any of these specific black out days which is not due to illness, the employee will be required to put the request in writing to the attention of the building administrator and/or the Superintendent.

·       If an emergency arises necessitating the use of PTO which could not be foreseen, the employee may request use of PTO through Human Resources.


Employee is required to complete and submit a PTO form identifying whether the absence was for PTO, Bereavement, District PD, Out-of-District PD, or Other (i.e. jury duty).


An employee may be required to provide a doctor’s certificate or other documentation to the principal or building administrator(s):

1.     If he or she is absent more than three (3) consecutive days for personal illness or injury; or

2.     In the event that misuse of PTO days is reasonably suspected.


Failure to provide requested confirmation of illness may result in non-certification of time for duration of absence and/or disciplinary action, up to and including termination, unauthorized absence.