Time Away from Work

Paid Time Off (PTO)

Office Depot provides PTO so you can take time away from work to rest, recharge, and take care of personal needs. Your initial PTO balance is pro-rated based on your hire date, and full-time United States Coworkers become eligible to use PTO after completing 90 days of service.

How it Works

PTO is administered in two different ways depending on your work state:

• PTO Front-Load: Your full annual PTO amount is provided at the start of the year. You must use any unused time by December 31, or it will be forfeited.
• PTO Accrual: PTO is earned throughout the year based on hours worked. Any unused balance rolls over to the next year, up to established limits.

For full details, refer to the U.S. Policies SharePoint or email HR4U@theodpgroup.com with questions.

Leaves of Absence

We recognize that extended time away from work is important and sometimes necessary due to illness, injury, or other personal circumstances that may require a leave of absence (LOA). Whether you take extended time off for military service, to stay at home and bond with a newborn, or to care for yourself or a loved one, we provide eligible Coworkers with various LOA options.

How it Works

• Paying for Time Off: Most leaves are unpaid, but you can usually use available PTO or Sick hours to stay paid while you’re out.
• Keeping Your Benefits: Your health and welfare benefits continue for up to 6 months while you’re on an approved leave. Premiums switch to direct billing through Office Depot Benefits Hub, so pay by the due date to keep your coverage.
• Accruing PTO: PTO and Sick hours don’t accrue while you’re on leave.
• Returning to Work: If you were out 4 or more consecutive workdays for your own health condition, you’ll need a Return-to-Work Form from your provider before you come back.

Types of Leave

• ‍Family & Medical Leave (FMLA) — Up to 12 weeks of unpaid, job-protected leave in a rolling 12-month period. FMLA covers your own serious health condition, caring for a spouse, child, or parent with a serious health condition, the birth or placement of a child, and certain military family needs. Caring for a covered service member qualifies for up to 26 weeks. You’re eligible after 12 months of service and 1,250 hours worked.
• ‍Medical Leave of Absence — Unpaid leave for your own serious health condition, available from your first day. You can take up to 120 calendar days in a rolling 12-month period, and this limit includes any FMLA leave.
• ‍Paid Parental Bonding Leave — Up to 6 weeks at 100% of your base pay to bond with a new child through birth, adoption, foster care, or legal guardianship. The leave must be taken all at once and within 12 months of the event. United States full-time Coworkers scheduled 30+ hours per week are eligible after 12 months of service.
• ‍Military Leave of Absence — Job-protected leave for active duty and reserve training, as required by USERRA. If you’ve been with ODP at least 90 days, you may be eligible for differential pay. That pays the difference between your ODP base pay and your military pay.
• ‍Personal Leave of Absence — Unpaid leave for needs not covered by another policy, such as family matters or extended travel. It’s also available for situations involving domestic, sexual, or gender violence. Personal Leave lasts at least 14 days and up to 12 weeks in a rolling 12-month period. You’re eligible after 90 days of service, though this requirement is waived in certain situations.‍
• State-Specific Paid Leave:
  
  • Illinois, Maine, and Nevada — 40 hours of Paid Leave each year, which you can use for any reason after 90 days of employment.
  • New York — 20 hours of paid Prenatal Leave each year for prenatal appointments and care.

How to Request Leave

FMLA, Medical, and Military Leave
Call Voya at 888-973-3652.

• If your leave is planned, give at least 30 days’ notice.
• If it’s unexpected, call as soon as you can, and no later than your 4th day out. Also let your manager know before your shift starts.
• For medical leave, you’ll have 15 calendar days to return your health care provider certification.

Personal Leave

1. Complete the Personal Leave of Absence Request Form and get your manager’s approval.
2. Call Voya at 888-973-3652.
3. Upload the signed form to the LOA portal within 15 business days. If you don’t, your claim will close.

Paid Parental Bonding Leave
Call Voya at 888-973-3652 before your leave begins, or visit mybenefitshub.voya.com. If you work in a state with paid family leave, you must also apply for that state benefit.

State Paid Leave and Prenatal Leave
Submit your request through your timekeeping system.

• Ask in advance when you can. For Paid Leave, that means at least 7 days ahead.
• If the need is unexpected, contact your manager at least 60 minutes before your shift.

Questions?

Call 888-954-4636 (select option 1) or send an email to HR4U@theodpgroup.com. Spanish-speaking representatives are available.

How to Pay for Benefits on LOA

Invoicing of Benefits While on LOA‍

Benefit deductions stop at the start of the first full pay cycle after your LOA begins. Once they stop, you’ll receive a “Paying Your Premiums While on LOA” notice and monthly payment coupons based on your communication preferences in Office Depot Benefits Hub.

Premiums are due on the 1st of each month. If payment isn’t received by the Grace Period due date, your coverage will terminate retroactive to the last paid‑through date. You’ll have no coverage during the terminated period and cannot re‑enroll until you return to active employment and meet eligibility requirements. If supplemental life, LTD, or voluntary AD&D coverage ends (voluntarily or for non‑payment), future enrollment may require Evidence of Insurability.

Paying Invoices While on LOA‍

View invoices, your account, and payment options anytime at myBenefitsHub. You may set up automatic withdrawals or make one‑time electronic payments.

When You Return to Active Employment‍

You’ll have a life‑event enrollment window that allows certain changes based on your LOA reason. If coverage was terminated for non‑payment, you may re‑enroll prospectively once you return.

Payroll deductions usually restart at the beginning of the next pay period after your Return from Leave (RFL) is entered in mycloud, though timing depends on your RFL date and the bi‑weekly payroll cycle. It may take up to two pay periods for deductions to resume.

If you return to active employment with unpaid premiums — and only if you were not previously terminated for non‑payment — any arrears will be automatically set up and deducted from future paychecks until fully paid.

Life Insurance Coverage

If you increase your life insurance coverage while on a leave of absence, the increase will not take effect until you're actively back at work.