Do part-time workers earn PTO?

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When it comes to building a competitive benefits package, paid time off (PTO) is often at the very top of the priority list for employees. After all, we can all benefit from a little vacation time–not to mention the occasional paid holiday. Unexpected events do arise from time to time in the lives of your employees. However, as an employer, you may have wondered if or how you should be extending PTO benefits to your part-time staff as well. 

The answer isn’t always straightforward, as PTO policies for part-timers vary based on company choices, hours worked, and even local laws.  

Here’s what you should know about offering PTO to part-time employees—and how doing so might even benefit your company to boot. 

Do part-time employees qualify for PTO? 

When it comes to offering paid time off (PTO) to part-time employees, there’s a lot of variation. Whether part-time team members receive PTO often depends on company policies, hours worked, tenure, and relevant state or local laws. 

Understanding these factors can give you a clearer picture of your options and the many considerations that shape them. 

• Company policies. Some companies offer PTO to all employees, whether full-time or part-time, while others restrict it to full-time staff only. Typically, companies dream up their benefits based on budget, team size, and employee satisfaction goals. If your organization’s current policy doesn’t extend PTO to part-time employees, it may be worth revisiting. Many companies find that offering PTO to part-time staff is a beneficial investment that helps with recruitment and retention. 
  
  
• Hours of work. In many workplaces, PTO eligibility and accrual for part-time employees are linked to hours clocked. While some companies set a minimum hours threshold (i.e., 20+ hours a week) for PTO eligibility, others calculate PTO on a prorated basis. In the latter scenario, part-time staff accrue PTO relative to their weekly or monthly hours worked. This approach can be seen as more flexible and ensures that PTO benefits are fairly distributed.  
  
  
• Length of employment. After a certain period of service, many organizations reward employee loyalty and longevity with increased PTO. This can apply to both full and part-time employees. Including this kind of milestone-based PTO can encourage long-term commitment from part-time employees and enhance their overall morale. 
  
  
• State or local laws. The US does not have federal mandates for PTO for part-time employees. That being said, state or local laws sometimes require it, often in the form of paid sick leave. Since regulations vary, checking the specific requirements in your region is essential to ensuring compliance, as well as providing eligible employees with any mandated benefits. 
  
  

The regulations governing PTO for part-time employees  

The United States doesn’t have a federal law mandating PTO. One federal regulation, the Family and Medical Leave Act (FMLA), does require certain companies to provide unpaid leave. But this usually applies to larger employers and has minimum requirements for hours worked—meaning it doesn’t cover most part-time staff.  

That being said, states and municipalities have developed their own regulations. In other words, the PTO landscape for part-time employees can vary widely from state to state. 

Some states with PTO requirements for part-time employees include: 

• New Jersey: requires that employers provide paid sick leave to part-time employees, with accrual at a rate of one hour for every 30 hours worked, up to 40 hours per year. 
  
  
• California mandates paid sick leave for part-time workers who work at least 30 days in a year. 
  
  
• New York: requires paid sick leave for part-timers, with specifics varying by company size. 
  
  
• Massachusetts grants paid sick leave for part-time employees if the company has 11 or more employees. 
  
  
• Washington: requires paid sick leave for part-timers, with one hour of paid sick leave accrued for every 40 hours worked. 

How part-time workers can accrue PTO 

There are different methods that allow part-time workers to accrue paid time off steadily, keeping things fair for employees across various schedules. 

Here are some common ways companies offer PTO to part-timers: 

• Hourly accrual based on hours of work: many companies base PTO accrual on hours worked, meaning part-timers earn a certain amount of PTO for every hour they work. For instance, if a full-time employee earns 120 hours of PTO per year, a part-time employee working half the hours might earn around 60 hours. 
  
  
• Proportional days off: some companies take a simpler approach by giving part-time employees a proportionate number of days off based on the hours they work each week. For example, if full-time employees receive five days of PTO per year, a part-timer working half the hours might earn about 2.5 days. This method keeps things straightforward and fair. 
  
  
• Monthly accrual rates: in some workplaces, PTO accrual is monthly, so each month you work, you earn a specific amount of paid leave. For instance, a full-time employee might earn 10 hours of PTO per month. A part-time employee working 30 hours per week might earn 75% of that or around 7.5 hours per month. You might opt for this approach if you want to provide consistent time-off benefits for part-time employees regardless of weekly fluctuations in hours. 

PTO for part-time workers: best practices for employers  

Employers who choose to offer PTO to part-time staff often see a boost in morale, satisfaction, and retention.  

Here are some best practices for companies looking to build fair and effective PTO policies for part-time employees: 

Clarity and transparency 

Very clearly outline how PTO is earned, how it can be used, and any restrictions that may apply, such as accrual caps or carryover rules. Make sure employees understand how their part-time status impacts their eligibility, so there are no surprises. 

Proportional accrual 

Basing PTO on hours of work ensures that part-time employees receive an amount of leave that reflects their actual work schedule. This creates a sense of fairness and satisfaction for employees who may not be able to work full-time. 

Compliance with local laws 

With PTO requirements differing from state to state, it’s crucial to check local regulations to ensure your policy meets any legal obligations, especially for part-time workers. 

Flexibility 

Allowing part-time employees to take PTO in smaller increments (such as by the hour) can make it easier for them to use their earned leave as needed. Flexibility can also help them fit their PTO into their unique schedules. 

Accurate PTO records 

It’s helpful to track PTO accrual and usage for all employees, including part-time staff, to avoid confusion and ensure compliance with policies and regulations. 

Regular policy reviews and adjustments 

Fact: employee needs evolve, and so do legal requirements, so it’s important to periodically assess your PTO policy. Make sure it’s competitive, compliant, and aligned with the needs of your part-time workforce. 

At the end of the day, part-time workers can absolutely earn PTO, but eligibility depends on a combination of company policies, state laws, and employment terms. Many states mandate paid sick leave or PTO for part-time workers, while some companies choose to offer it voluntarily. As an employer, it’s worth understanding the ins and outs of PTO for part-time staff, as it can make a big difference in employee satisfaction and overall well-being. 

If managing PTO policies sounds complicated or overwhelming, know that tools like PurelyHR were literally designed to help streamline the process. With our 21-day free trial, you can see how PurelyHR makes tracking PTO, managing employee data, and staying compliant a veritable breeze.  

Start your trial today and experience a much smoother approach to PTO management!