Extenteam Team Members - FAQs and Support
      Back to home
      1. Help Center
      2. Extenteam Team Members - FAQs and Support

      Paid Time Off (PTO) Policy

      Extenteam supports team members by providing clear leave guidelines that balance business needs with individual well-being, ensuring time off can be taken without compromising operations. This applies to all PH full-time team members of Extenteam.

      Policy Guidelines

      1. PTO Accrual 

        • Dedicated Team Members earn 6.66 hours of Paid Time Off (PTO) for every 166 hours worked. PTO accrual starts after 90 days of engagement with Extenteam and is calculated on a pro-rated basis, with a maximum of 80 hours per fiscal year (April to March).

          Example:
          To earn 1 full day (8 hours) of PTO, you need to work around 199 hours.
          (Since 166 hours = 6.66 PTO hours, 199 hours earns you roughly 8 hours.)

        • Accrual is updated in Hubstaff after every cutoff, so team members must submit their timesheets on time to avoid delays in PTO crediting.

      2. PTO Usage

        • After 1 year of successful tenure, team members may use up to 2 days of PTO for Emergency Leave (EL) or 2 days of Sick Leave (SL) as long as both are backed by valid documentation. Unverified or minor issues won’t qualify.

          • Emergency Leave may include the following situations:

            • Bereavement – In the event of a death in the immediate family (parents, children, spouse/partner, siblings, or grandparents).

            • Natural disasters – Situations such as typhoons, floods, fires, or earthquakes that directly affect the team member’s safety or home.

            • Accidents or medical emergencies – Serious incidents involving the team member or a direct dependent requiring immediate attention.

          • Sick Leave refers to health-related absences of the team member due to illness or medical conditions requiring rest, treatment, or observation.
        • Taking PTO credits in advance, beyond the amount accrued at any given time, is strictly prohibited
        • Unused PTO accruals will not be converted to cash and will not carry over to the next fiscal year. However, any PTO earned in March may still be used until the end of June.
        • If no PTO credits are available, approved time off may be considered unpaid.
      3. PTO Request

        • Dedicated Team Members must submit paid time-off requests via Hubstaff with the appropriate notice based on the duration of the leave. Refer to the table below for the required timelines:

          Leave Duration Required Notice Period
          Up to 1 week (6 days) At least 14 days in advance
          More than 1 week  At least 30 days in advance
        • Requests for valid Sick Leave or Emergency Leave must be supported by appropriate documentation. Sample supporting documents include (but are not limited to):

            • For Emergency Leave:

                • Death certificate or details of funeral or memorial service (with date)

                • Barangay or LGU certification (for natural disasters, with date of event)

                • Police or incident reports (dated)

            • For Sick Leave:

                • Medical certificate (with consultation/examination date)

                • Hospital discharge summary

                • Prescription or doctor's note indicating required recovery period

      All documents must clearly show the date and/or time to confirm they align with the leave request.

        • Time-off requests are approved on a first-come, first-served basis, depending on partner approval and staffing needs. 
        • Extenteam may decline PTO requests based on documentation validity, timing, or operational needs. Partners may also deny requests that affect service continuity or fail to meet the required notice period.

      Frequently Asked Questions (FAQs)

      • What can PTO be used for?

      PTO (Paid Time Off) is primarily intended for planned leaves, such as vacations or personal time off. However, after completing 1 year of successful tenure, team members may also use a maximum of 2 PTO days per year for either:

          • Sick Leave (SL):
            For legitimate health-related absences. Must be supported by valid medical documentation (e.g., a medical certificate).

            OR

          • Emergency Leave (EL):
            For urgent, unforeseen personal matters. Must be supported by valid proof of emergency.

      Important: The 2-day allowance applies in total, not 2 days for SL plus 2 days for EL. Any undocumented absences will not be covered under this policy and may be considered unexcused or unpaid.

      • What if I fail to submit my PTO request 14 days in advance, but my partner approves it?

      Even if your partner approves the leave, PTO will not be applied if the 14-day advance notice requirement is not met.

      In this case, the leave will be considered unpaid, even if the team member has PTO credits. To avoid issues with your pay or scheduling, always file PTO requests within the required notice period.

      • What Happens to My PTO If I Resign, Am Offboarded, or Reprofiled?

        • Unused PTO will not be paid out upon resignation or offboarding. Final pay will be based solely on actual work hours rendered.

        • If a team member is reprofiled (moved to a different partner), PTO cannot be applied or used during the floating period.

        • PTO may be used once assigned to a new partner, although it is strongly encouraged to maintain full attendance during the first 3 months with the new partner.

      • When can we start using our PTO credits for emergency or sick leave?
        You can start using your PTO credits for Emergency Leave (EL) or Sick Leave (SL) beginning August 1, after completing 1 year of successful tenure with Extenteam and as long as you have available PTO credits and valid documentation to support your request.

      • I no longer have PTO credits remaining but I would like to file for emergency or sick leave, am I still required to provide valid supporting documents?

         

        For Sick Leave:

        • A medical certificate is required for sick leave of 2 days or more.

        • For 1-day sick leave, documentation is not required but strongly encouraged, especially if absences become frequent or patterned. 

        For Emergency Leave:

        • Documentation is not required for 1-day emergency leave, but it is highly recommended. 

      Note: Providing documentation helps verify the legitimacy of the absence, regardless of whether the leave is paid or unpaid. It also ensures transparency, protects your attendance record, and allows proper classification of the leave in our system.

       

      For any other questions, feel free to reach out to the HR Team by emailing hrteam@extenteam.com.