Earned Time Off (ETO)

St. Charles believes that a balance between work, rest, community and social life is essential to maintain quality performance. With this in mind, St. Charles is committed to providing compensated time off to eligible caregivers in recognition of continued service. ETO is designed to allow caregivers the flexibility to use their time off to meet personal needs, while recognizing their responsibility to manage their paid time off. St. Charles ETO Policy exceeds the requirements of Oregon’s paid sick leave (PSL).

ETO guidelines

  • ETO is defined as a period of time when a caregiver can be free from his or her normal job activities for rest and relaxation, personal or family illness, holidays, leaves of absence, or other reasons

  • Time off without pay should be kept to a minimum and may be granted at the supervisor’s discretion. When requests for scheduled time off conflict with staffing requirements in a department, preference will be given to paid ETO requests. Time off without pay will not be granted until all ETO is exhausted

  • All regular part/full-time caregivers are eligible to earn ETO. Relief and temporary caregivers do not accrue ETO, but do accrue paid sick leave (PSL)

  • ETO will be compensated at the caregiver's regular hourly rate of pay, including applicable differentials (but excluding weekend differentials)

  • ETO will start accruing on the caregivers first day of employment at St. Charles. Accrual is based on all hours worked or paid, excluding standby hours, and including all regularly scheduled hours called off, to a maximum 2,080 hours per year

  • ETO is not accrued while a caregiver is receiving disability income replacement, workers’ compensation benefits, or is on leave without pay

Use of ETO

  • ETO schedules will be established by St. Charles after taking into consideration caregivers’ preferences, the needs of the hospital or clinic, and other relevant factors. Each department has different needs; therefore, ETO requests will be granted or denied at the discretion of the department’s management, based on requests/approvals per department guidelines

  • A caregiver may request ETO without prior approval and on short notice due to an emergency or illness in his or her immediate family or absence protected by FMLA/OFLA/PSL by contacting the department in accordance with departmental procedures

  • If a department chooses to close on a particular day (i.e.; Christmas Eve), caregivers are required to use ETO for the day of the closure

  • ETO can be used in any increments for non-exempt caregivers and exempt caregivers on FMLA/OFLA/PSL

  • ETO may be used to supplement loss of scheduled work time because of low census

  • Caregivers must work and not use ETO to finish out their employment

  • Caregivers may not use ETO while receiving short-term disability or workers’ compensation benefits ​

Pay out of ETO

  • When a caregiver's employment terminates, accrued ETO will be paid to the caregiver in conjunction with his or her final paycheck

  • ETO will always be paid at the caregivers primary position hourly rate  

  • When a caregiver transfers to a relief position, ccrued but unused ETO hours will be paid to the caregiver. The rate will be paid using the caregiver's regular base rate of pay (the base rate excludes the 15 percent relief differential) on the next payday

  • A caregiver transferring from one ETO accrual maximum tier to a lower ETO accrual maximum tier will have a one-time opportunity to cash out their ETO in order to reduce the size of his or her ETO bank below the maximum size

ETO banks

  • It is important that caregivers use their ETO to rest and renew

  • All ETO eligible caregivers – exempt and non-exempt – may donate ETO to the St. Charles Foundation at any time. The donation form can be found on CaregiverNet under the HR/Payroll tab

  • All ETO eligible caregivers – exempt and non-exempt – may donate ETO to fellow caregivers, when approved and applicable. Donations are reserved for those caregivers who are undergoing hardships, have exhausted all of their ETO, and are not eligible for short-term disability or other benefits. Caregivers may contact the Benefits team in Human Resources for this form

  • Non-exempt caregivers may cash out up to 80 hours once a year. ETO Cash out forms are available on CaregiverNet under the HR/Payroll tab. Caregivers need to have a minimum of 112 hours before being able to cash out hours 

  • Exempt caregivers may not cash out their ETO

Eligibility and accrual for non-exempt caregivers

Years of employment ETO Maximum accrual
0-36 months (0-3 years) (0-78 pay periods) .0923 hours (24 days)* 384 hours (48 days)
37-108 months (3-9 years or 79-234 pay periods) .1115 hours (29 days)* 464 hours (58 days)
109 + months (9+ years) (235 + pay periods) .1385 hours (36 days)* 576 hours (72 days)
*Based on a full-time, 80-hour position and includes sick days, holidays and vacation days.

Eligibility and accrual for exempt caregivers

Years of employment ETO Maximum accrual
0-36 months (0-3 years) (0-78 pay periods) .0923 hours (24 days)* 192 hours (24 days)
37-108 months (3-9 years or 79-234 pay periods) .1115 hours (29 days)* 232 hours (29 days)
109 + months (9+ years) (235 + pay periods) .1385 hours (36 days)* 288 hours (36 days)
*Based on a full-time, 80-hour position and includes sick days, holidays and vacation days.