Paid Time Off (PTO) Policy
Overview ๐
PTO Benefits
25 days PTO annually (24 days + 1 birthday) + public holidays + unlimited sick leave
Full allocation available from day one - no waiting period!
All time off requests are submitted and approved through Rippling.
Policy Effective Dates:
- PTO Salaried policy: Active from 01/01/2024
- Paid Sick Leave: Active from 07/01/2025
PTO Entitlement ๐
Annual Allocation
-
24 Flexible Days
Use for vacation, personal time, or any reason
-
1 Birthday Day
Your birthday off as a paid day
-
Public Holidays
All official holidays in your country
-
Sick Leave
Unlimited sick days as needed
Full allocation available immediately upon hire - use your PTO from day one!
Balance Limits
graph LR
A[25 Days Annual] --> B{Year End}
B -->|Use It| C[Refresh to 25]
B -->|Save It| D[Rollover Up to 15 Days]
D --> E[Max Balance: 40 Days]
style A fill:#e1f5ff
style E fill:#fff3cd| Limit Type | Amount |
|---|---|
| Maximum balance | 40 days total |
| Annual carryover | Up to 15 days |
| Excess days | Forfeited (use it or lose it!) |
Tenure Milestones ๐
Employees earn additional PTO days based on length of service:
| Years of Service | Additional Days | Total Annual PTO |
|---|---|---|
| 0-2 years | +0 | 25 days |
| 2-4 years | +1 | 26 days |
| 4-6 years | +2 | 27 days |
| 6-8 years | +3 | 28 days |
| 8-10 years | +4 | 29 days |
| 10+ years | +5 | 30 days |
Automatic Increase
Additional days are automatically added to your annual allocation and accrue monthly along with your base PTO.
Prorated Allocations
Mid-Year Hires
Mid-year hires receive prorated PTO for the 24 flexible days based on start date.
Birthday day is always included regardless of start date!
Types of Leave ๐๏ธ
For planned time off
- Submit requests 2 weeks in advance
- Coordinate with your team for coverage
- Update calendar and Slack status
Longer Trips
Provide 1 month notice for vacations exceeding 2 weeks
When you're feeling unwell
- Notify your manager ASAP
- Update Rippling when able
- No medical documentation required for short absences
Unlimited Policy
Take the time you need to recover - no tracking or limits
Official holidays in your country
- All official government holidays
- Holiday calendar published annually
- Automatically included in PTO system
Celebrate your special day!
- Schedule on or near your birthday
- No formal approval needed
- Just inform your team
Official Holiday Calendars
Country-Specific Holiday Calendars
GOV.UK Bank Holidays - Official government bank holidays
BOE Calendar - Official State Gazette (Boletรญn Official del Estado)
Madrid: City Holidays - Official Madrid city holidays
State Council Public Holidays - Official government announcement
OPM Federal Holidays - Office of Personnel Management
Requesting Time Off ๐
flowchart TD
A[Submit in Rippling] --> B[Manager Reviews]
B --> C{Approved?}
C -->|Yes| D[Notify Team]
D --> E[Update Calendar]
E --> F[Update Slack Status]
F --> G[Set Email Auto-Responder]
C -->|No| H[Discuss with Manager]
H --> A
style A fill:#e1f5ff
style G fill:#d4eddaRequest Process
- Submit in Rippling - All requests go through Rippling
- Manager approval - Your direct manager approves in Rippling
- Update team - Notify colleagues and update calendar/Slack
Minimum Notice Requirements
| Leave Type | Notice Required | Example |
|---|---|---|
| Planned vacation | 2 weeks | Submit by May 1 for May 15 trip |
| Short breaks | 1 week | Submit by Monday for next Monday |
| Sick leave | ASAP | Same-day notification |
| Birthday leave | 1 week | Casual team notification |
Longer Vacations
Provide 1 month notice for vacations exceeding 2 weeks to ensure proper coverage planning.
Coordination and Coverage ๐ค
Before taking PTO:
-
Notify Your Team
Give advance notice and discuss coverage
-
Document Work
Record ongoing tasks and handoffs
-
Update Systems
Calendar, Slack status, email auto-responder
-
Identify Backup
Designate backup contacts for urgent issues
Pro Tips for Smooth PTO
- Set up email auto-responder with backup contact
- Document all in-progress work before leaving
- Have a handoff meeting with your backup
- Turn on Slack "away" status with return date
- Set calendar as "Out of Office"
Unused PTO ๐
Use It or Lose It (Partially)
- Up to 15 days roll over to next calendar year
- Days beyond 15 are forfeited
- Maximum balance cannot exceed 40 days
- PTO does not pay out upon termination
- Use your time throughout the year!
Exceptions to Rollover Limits
Exceptions may be considered for:
Special Circumstances
- Extended illness preventing PTO use
- Business-critical projects requiring deferral
- Other exceptional situations
Manager pre-approval required - discuss with your manager if you anticipate needing an exception.
International Considerations ๐
Local Labor Laws
Some countries require additional leave benefits beyond this policy.
When local law provides greater benefits, those requirements apply.
Contact HR if you have questions about your specific location.
PTO Examples ๐ก
Standard Vacation Request
Scenario: 2-week vacation in August
Sick Day
Scenario: Wake up feeling ill
Birthday Leave
Scenario: Birthday on Thursday, July 10
Year-End Rollover
Scenario: 30 unused days at year-end
Starting balance: 30 days
Rollover limit: 15 days
Forfeited: 15 days
Jan 1 balance: 15 (rollover) + 25 (new allocation) = 40 days
Use Your Time
This employee lost 15 days! Plan vacations throughout the year.
Questions?
Need Help with PTO?
| Question Type | Contact |
|---|---|
| Policy questions | Your manager or HR team |
| Rippling issues | IT Support: helpdesk@ultralytics.com |
| Special requests | Your direct manager |
| Country-specific rules | HR team |
