Creating Good Vacation Policies

Pam Morton • April 11, 2025

How much vacation time do your employees get?

Start with the idea that 30 days of leave are the bare minimum for staff. These days of leave include vacation days, sick days, holidays and other personal days.


Typically, U.S. employers grant 10 days of paid vacation time — two full weeks — per year to each full-time employee. Holidays, roughly 10 per year, are defined as national or state holidays that everyone takes off.


For private industry workers, paid vacation time is allocated by experience — the more time someone spends with a company, the more vacation days they're given. On average, a person who has been with a company for one to five years receives 10 days. Employees who have been with the business for five to 10 years receive an average of 15 days for vacation. Employees who have worked at a business between 10 and 20 years receive, on average, 17 days, while a tenure of 20 or more years comes with an average of 20 vacation days.


When creating your vacation policy, you may want to establish rules based on answers to the following questions:


  • Should employees give you a certain number of days of notice before taking paid vacation?
  • Should employees be limited to a specific number of days off at one time?
  • Should there be a limit to how many employees can take the same day off?
  • Should employees be allowed to "cash in" a specific number of unused vacation days for money at the end of the year?
  • Should employees be restricted in the number of days they can carry over from year to year?


Holidays are treated differently than vacation days. According to the Bureau of Labor Statistics, 79% of all private industry workers have paid holidays; 83% of workers in service occupations receive paid holidays; and 96% of management, business and financial occupations receive paid holidays.


Rethink PTO policy


Instead of giving separate allocations for vacation, sick and personal days, you may instead choose a paid time off policy. With a PTO policy, your employees have a fixed number of days that they can use for any personal reason.


Under a PTO policy, an employee might accrue four hours of PTO for every 40 hours worked (meaning one day is accrued every two weeks worked). The accrual rate may change the longer the employee is with the company. This policy motivates employees to work to earn their PTO and results in a sense of accomplishment when they do. But it also can encourage workers to come into the office when they are sick because they don't want to "waste" their hard-earned PTO on illness but would prefer to save it for vacation. Similarly, the policy can feel discouraging to new employees, who start with zero days.


An alternative to this traditional PTO is an open or unlimited PTO policy. It allows employees to take as much PTO as they want; there's no cap on PTO as long as work gets done and the policy isn't abused. Unless the employee is taking several days off in a row, an open PTO policy doesn't require that the employee provide a reason for taking the days. Such a policy shows that work–life balance is a priority for your company. Still, many employers worry that the policy will be taken advantage of.


One difference between PTO and traditional vacation/sick/holiday plans is how unused PTO is paid. When an employee quits or is laid off, you're not required to pay out any unused PTO; this is different from the requirement under traditional plans to pay unused vacation days. If an employee doesn't use all their PTO by the end of the year, you have to consider state law. Most states have a use-it-or-lose-it policy in place saying that employees need to take PTO days or forfeit them.


On average, paid leave accounts for $2.59 of the average cost of an employee per hour or 7% of a business's total employee costs. It's important to consider what you can afford when deciding which type of time-off policy is right for your business. Still, when a time-off policy is comprehensive, generous and flexible, employees feel valued and cared for, which increases their loyalty to your company and can increase productivity.


Copyright 2025 Industry Newsletters


By Pam Morton April 1, 2026
When people sign up for a new health insurance plan—whether it’s an employer-sponsored plan or one purchased through the Affordable Care Act (ACA) exchange—they are often confused about when coverage starts, what services are covered, and how much they will need to share in the cost of care. The Kaiser Family Foundation recently compiled a list of seven takeaways from stories about people who ended up paying large out-of-pocket expenses for medical care. Reviewing these tips can help health plan enrollees better understand their coverage and avoid unexpected financial surprises. 1. Most insurance coverage doesn’t start immediately Many new plans include waiting periods, so it’s important to maintain continuous coverage until your new plan takes effect. Usually, health insurance starts on the first of the month and ends on the last day of the month. There are special circumstances when someone loses job-based health coverage. In that case, they may elect COBRA or purchase a plan through the ACA marketplace. With COBRA, once payment is made, coverage applies retroactively—even for care received while someone was temporarily uninsured. Losing employer coverage qualifies someone for an ACA Special Enrollment Period , which generally allows them to enroll in a Marketplace plan up to 60 days before or 60 days after their employer coverage ends. If someone enrolls before their job-based coverage ends, their new plan can usually begin right away and help prevent a gap in coverage. If someone enrolls after their job-based coverage ends, Marketplace coverage usually begins on the first day of the month after enrollment, so they could experience a short coverage gap before the new plan starts. 2. Check coverage before checking in Some health plans include restrictions that may not be obvious at first. These restrictions can affect coverage for services such as contraception, immunizations, and cancer screenings. Before receiving care, enrollees should contact their insurance company (or for job-based insurance, their human resources or retiree benefits office) to confirm coverage. Ask whether there are exclusions for the care you need, whether there are limits per day or per policy period, and what out-of-pocket costs you should expect. 3. “Covered” doesn’t always mean insurance will pay right away It’s important to read the fine print about network gap exceptions, prior authorizations, and other insurance approvals. These requirements may apply only to certain doctors, services, or dates. In addition, even if a service is covered, the insurance company may not pay for it until you have met your deductible or other cost-sharing requirements. 4. Get estimates for non-emergency procedures Before scheduling a non-emergency procedure, patients may be able to compare prices among different providers. Request written estimates whenever possible. If the cost seems too high, it may be possible to negotiate the price before receiving care, or find an alternate provider. 5. Location matters The cost of care can vary significantly depending on where services are performed. For example, if blood work is required, ask your doctor to send the order to an in-network lab. Sometimes a doctor’s office affiliated with a hospital system will automatically send samples to a hospital lab, which may result in higher charges if the lab is out of network. 6. When hospitalized, contact the billing office early If you or a loved one is admitted to the hospital, speaking with a billing representative early in the process can help prevent confusion later. Consider asking questions such as: Has the patient been fully admitted, or are they under observation status? Has the care been classified as “medically necessary”? If a transfer to another facility is recommended, is the ambulance service in-network—or can one be selected? 7. Ask for a discount Medical charges are often higher than the rates insurers typically pay, and providers frequently expect some level of negotiation. Patients may also be able to negotiate their own bills. In addition, uninsured or underinsured patients may qualify for self-pay discounts or financial assistance programs such as charity care. If you need assistance with your health insurance in California, contact Benefits By Design Insurance Services in San Diego. www.benefitsbydesignca.com or email admin@benefitsbydesignca.com.
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