Link to this sectionPaid Time Off (PTO) Policy#
Link to this sectionOverview ๐#
25 days PTO annually (24 days + 1 birthday) + public holidays + unlimited sick leave
Full allocation available from day one; vacation usage begins after 30 days of employment.
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
Link to this sectionPTO Entitlement ๐ #
Link to this sectionAnnual Allocation#
Use for vacation, personal time, or any reason
Your birthday off as a paid day
All official holidays in your country
Unlimited sick days as needed
Full allocation granted on day one; vacation days can be taken after 30 days of employment.
Link to this sectionBalance Limits#
graph LR
A[25 Days Annual] --> B{Year End}
B -->|Use It| C[Refresh to 25]
B -->|Save It| D[Rollover Up to 10 Days]
D --> E[Max Balance: 35 Days]
style A fill:#e1f5ff
style E fill:#fff3cd| Limit Type | Amount |
|---|---|
| Maximum balance | 35 days total |
| Annual carryover | Up to 10 days |
| Rollover usage window | 12 months (no mid-year expiry) |
| Longest single vacation | 35 days (subject to balance/approval) |
| Negative balance | Up to 5 days (manager approval) |
| Vacation waiting period | 30 days after start date |
| Excess days | Forfeited (use it or lose it) |
Rollover usage: Carried-over days can be used at any time during the following calendar year (12 months).
Link to this sectionTenure 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 |
Additional days are automatically added to your annual allocation and accrue monthly along with your base PTO.
Link to this sectionProrated Allocations#
Mid-year hires receive prorated PTO for the 24 flexible days based on start date.
Birthday day is always included regardless of start date!
Link to this sectionTypes 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
- Vacation available after 30 days of employment
- Maximum single vacation: 35 days
- Up to 5 days negative balance allowed with manager approval
Provide 1 month notice for vacations exceeding 2 weeks
Link to this sectionOfficial Holiday Calendars#
GOV.UK Bank Holidays - Official government bank holidays
Link to this sectionRequesting 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:#d4eddaLink to this sectionRequest 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
Link to this sectionMinimum 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 |
Provide 1 month notice for vacations exceeding 2 weeks to ensure proper coverage planning.
Link to this sectionCoordination and Coverage ๐ค#
Before taking PTO:
Give advance notice and discuss coverage
Record ongoing tasks and handoffs
Calendar, Slack status, email auto-responder
Designate backup contacts for urgent issues
- 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"
Link to this sectionUnused PTO ๐#
- Up to 10 days roll over to next calendar year
- Rollover days can be used anytime during the following year (no mid-year expiry)
- Days beyond 10 are forfeited (use it or lose it)
- Maximum balance cannot exceed 35 days
Link to this sectionExceptions to Rollover Limits#
Exceptions may be considered for:
- 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.
Link to this sectionInternational Considerations ๐#
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.
Link to this sectionPTO Examples ๐ก#
Standard Vacation Request
Scenario: 2-week vacation in August
1. June 15: Submit request in Rippling for Aug 1-14
2. June 16: Manager approves in Rippling
3. June 20: Notify team in standup
4. July 25: Document handoffs and set up coverage
5. July 31: Enable auto-responder, update Slack/calendar
6. Aug 1-14: Enjoy vacation! ๐๏ธSick Day
Scenario: Wake up feeling ill
1. 8:00 AM: Slack/email manager: "Feeling unwell, taking sick day"
2. When able: Submit sick day in Rippling
3. Next day: Return to work or extend sick leaveBirthday Leave
Scenario: Birthday on Thursday, July 10
1. July 3: Mention to team: "Taking July 10 off for birthday"
2. July 8: Submit in Rippling for July 10
3. July 9: Set auto-responder, update status
4. July 10: Enjoy your day! ๐Year-End Rollover
Scenario: 30 unused days at year-end
Starting balance: 30 days
Rollover limit: 10 days
Forfeited: 20 days
Jan 1 balance: 10 (rollover) + 25 (new allocation) = 35 daysThis employee lost 20 days! Plan vacations throughout the year.
Link to this sectionQuestions?#
| Question Type | Contact |
|---|---|
| Policy questions | Your manager or HR team (#hr on Slack) |
| Rippling issues | Post in #it-support on Slack |
| Special requests | Your direct manager |
| Country-specific rules | HR team in #hr |