Monday, April 11th, 2022

More Clarity About PTO & Remote Workers

“The best way to find out if you can trust somebody is to trust them.” – Ernest Hemingway

Recently, there was a discussion on the CPAFMA discussion board. Someone wanted guidance on how firms are managing PTO as it relates to remote and flexible schedules for team members.

I thought a great reply was provided by my friend, Donna Marlarkey, Firm Administrator for KWC in Alexandria, Virginia. Her comments and answers to questions follow:

We do not have required days in the office, yet, we make it known that the ability to work remotely is not a right; rather it is a privilege, and if they are not getting their work done, or there are performance issues those will be dealt with, even if that means requiring them to come into the office for more supervision. Also, having the privilege of a private office requires a commitment to come into the office at least 3 days a week. We have some office sharing and use a calendar reservation system for offices designated as a hotel, which has worked out well. Here are answers to your specific questions:

  • Have you updated any PTO policies regarding sick time?  Do you allow employees to simply be remote now where in the past they would have had to take a PTO day? ANS:  We have not updated our PTO policies.  People use PTO when they are unable to work due to sickness or need to take care of personal stuff.  
  • Do you allow employees to flex their time (e.g. take time off for a midday appointment and make it up at a later time that same week) or do you require PTO?  ANS:  We allow employees to flex their time as long as they keep their supervisor in the loop; we also put notes in our electronic EIO board which reflect our schedules for when we expect to be in the office or not… it’s all about communication and letting people know when you are available.  Some people do their best work after 10:00 pm… or at 4:00 am… so far we’ve not had trouble allowing them to choose the schedule that works best for them as long as they get their work done. 
  • Have you changed your PTO policy or adjusted the number of PTO hours available since moving to a hybrid model? ANS:  No.
  • Do you allow employees to pick and choose remote days or do you require a consistent schedule?  ANS:  They pick and choose. We do, however, have certain days of the week where certain teams are encouraged to be in the office for collaboration purposes. Also, we moved our staff meetings to completely remote – we conduct them once a month using Zoom Webinar.  We use Microsoft Teams a LOT to stay in touch both for video calling and for screen sharing for training and supervision.  

It is important to hold onto your staff any way you can, but also get work done. One last thought is that we have an AMAZING admin team, and for the most part they need to come into the office to do their tasks, but even with the admin team, as long as they have work they can do remotely (e.g. billing, electronic tax return assembly or organizing scanned materials), we do not have heartburn if they do some of that work from home. We’ve had one administrative person who has been fully remote since 2008!

  • "Trust is the glue of life. It’s the most essential ingredient in effective communication. It’s the foundational principle that holds all relationships."
  • Stephen Covey

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