Sara Companion Time Off Policy – Updated 12-23-25
Please read the following before completing and submitting a time off request to siahn@saracompanions.com. Thank you.
Section 1: Vacation Time Policy
Eligibility
Employees become eligible to request vacation time after completing nine hundred sixty (960) hours of service. This service threshold is equivalent to approximately six (6) months of full-time employment.
Request Procedure
- Vacation requests must be submitted using the official Vacation Request Form.
- All forms must be completed and submitted to the HR/Compliance Manager at least three (3) weeks prior to the requested vacation dates.
- Requests submitted with less than three (3) weeks’ notice may not be approved and are subject to denial based on operational needs.
Approval
Vacation time is granted at the sole discretion of management and based on staffing requirements, workload, and overall business needs. Approval is not guaranteed, even if the employee meets the eligibility criteria.
Forfeiture Upon Separation
In the event of resignation, termination, or other separation from employment, employees will not be entitled to payment for any unused or accrued vacation time.
Section 2: Sick Leave Policy
Accrual and Use
In compliance with New York State Labor Law, eligible employees accrue paid sick leave at the rate of one (1) hour for every thirty (30) hours worked.
Maximum Accrual
Employees may accrue up to fifty-six (56) hours of paid sick time per calendar year, defined as January 1 through December 31.
Use of Sick Leave
Sick leave may be used for:
- Personal or family illness or injury
- Preventive medical care
- Diagnosis or treatment of physical or mental illness
- Absences related to domestic violence, sexual assault, stalking, or human trafficking
Employees must notify their Scheduling Coordinator as soon as possible when using sick leave. Documentation may be required in accordance with applicable law and agency policy.
Rollover and Payout
- Unused sick time does not roll over into the following calendar year.
- Unused sick time will not be paid out upon termination, resignation, or other separation from employment unless otherwise required by law.
Please note: Caregivers can only receive sick pay if:
- They were scheduled to work and due to an illness was not able to work.
- They must call the agency 2 or more hours before their scheduled shift to inform of their inability to work due to an illness or other health related emergency.
- Have accrued sick time hours
Medical Documentation Requirement
If an employee is absent due to illness or injury for three (3) or more consecutive scheduled workdays, a note from a licensed medical provider is required upon return to work.
The medical note must:
- Confirm that the employee was under the provider’s care,
- State the dates of the illness or injury, and
- Confirm the employee is medically cleared to return to work (if applicable).
Failure to provide appropriate documentation may result in the absence being classified as unexcused and may lead to disciplinary action, up to and including termination, in accordance with agency policies.
Please download and submit the completed form below by emailing it to siahn@saracompanions.com or bringing it to the SARA office.