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PTO Scheduling

Paid Time Off :: DORIS Guidelines for Scheduling PTO


What: 

  • This document will detail the requirements for scheduling PTO.


Who:

  • Any DORIS employee or regular part-time contract employee


When:

  • Request all planned PTO two weeks before any non-emergency or non-illness-related absence.

  • Personal emergencies and illnesses are exempt from the two-week requirement.

  • We understand that last-minute vacation opportunities may arise, and we will do our best to accommodate those requests whenever possible.


Definition of Done: 

  • Management has approved your vacation request in Worksmart Systems, and your Google Calendar and Ops Logistics reflect the time off.

How: It’s not a “No” it’s a “Whoa.”

  • Questions to ask before requesting planned PTO:

    • Check the Ops Logistics calendar: Is this a good time based on the team's current workload?

    • Check your calendar: Do I have any scheduled meetings that I must attend or reschedule to accommodate my request? If rescheduling is required, is it up to the requestee to get with the attendees to reschedule any meetings with suggestions for an alternate day/time?

    • Is anyone else on the team on PTO at the same time? Try to avoid duplicating PTO with other members so as to avoid capacity issues for others and for the business.

  • Once you’ve determined the PTO dates, you can submit your request on Worksmart's DORIS Employee Portal. 

    • Worksmart

    • Login to Worksmart and select Paid Time Off

    • Click on Request Time Off

    • PTO Type  Required: Select Paid Time Off 

    • Select the days you intend to take off

    • In the Comments Field, list the following information for Meghan and or Sam to review:

      • Who else is off during that time

      • If the workload supports it, let Meghan know that you have alerted team members to any meetings and workload that must be rescheduled or covered by the team.

    • Once Meghan approves your PTO request in Worksmart, you will update your Google and Ops Logistics calendars to reflect that you will be out of the office.

  • PTO Ops Team Update Template

    • Here is a template to fill in before you go on PTO so that the DORIS team knows where you are on project work, who needs to cover you, etc.

    • Once you have filled in the template, send a link to it in Slack in the #pto-update channel.


  • Final Note: we want you to take your PTO when you wish to, and we also want to ensure the team can support any absence. Preplanning will enable us to do that effectively.

 

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