Cinnaminson DC Handbook

Flowers Baking Company of Oxford, Inc. Hourly and Salary Non-Exempt PTO and Attendance Policy PAID TIME OFF (PTO) POLICY Effective January 1, 2020, the Company transitioned from a traditional vacation plan to a Paid Time Off (PTO) plan. Every absence - except for absences under other Company provided benefits - will be subtracted from your available PTO bank. While we still want you to have flexibility under the PTO policy, it is necessary to make slight tweaks going forward. This revised PTO and attendance policy is effective June 1, 2023. ACCRUAL RATES You accrue PTO hours every week. Your available PTO hours will be printed on your pay stub each week. New employees accrue PTO from their first day of employment and are eligible to use accrued PTO as soon as they become eligible for other benefits (generally, after 30 days of employment). Below is your weekly accrual schedule and allowable time away from work based on years of service.

Years of Service

Annual Days

Annual Hours

Weekly Accrual Rate

0 - 2

12

96

1.846154

3 - 4

15

120

2.307692

5 - 9

18

144

2.769231

10 - 14

20

160

3.076923

15+

23

184

3.538462

PTO Accrual Maximum Your maximum accrual is 1x your annual accrual rate. Once you have accrued the maximum number of hours for your length of service (referenced in the chart above), your accrual will stop until you take enough PTO to restart your accrual.

Page 1 of 11

Flowers Baking Company of Oxford, Inc. Hourly and Salary Non-Exempt PTO and Attendance Policy

Effective: June 1, 2023

PTO USE

The use of PTO is NOT required for the Company al, jury duty, or bereavement leaves. These benefits are separate from the PTO policy; however, acceptable documentation may be required to receive pay under these benefits. PTO is also not required but may be requested for USERRA conforming military leaves.

The use of PTO is required for any other time away from work such as time for rest and relaxation, absences to

ury. The use of PTO is also required for absences during any benefit waiting period

such as short-term disability and absences relating to FMLA, whether intermittent or continuous.

There are 2 ways to use your PTO:

1) Scheduled PTO 2) Unscheduled PTO (FLEX-Days)

Both ways are discussed in the following pages.

Scheduled PTO . If scheduled, PTO can be used in blocks of time or in individual days according to your accrual allotment. If scheduled, you may elect to use your PTO in 8, 10, or 12 hour increments, depending on your normal work schedule. Unscheduled PTO. Each employee will be allowed to use up to 40 hours of their annual PTO accrual as unscheduled PTO (FLEX-Days). You may elect to use your PTO in 4, 6, 8, 10, or 12 hour increments, depending on your normal work schedule. You may use partial FLEX-Days a maximum of two times each year. The remainder of your 40 hours of FLEX time must be used as full FLEX-Days.

No employee will be allowed to use more PTO hours than they have available in their PTO bank.

If your employment ends for any reason, any accrued, unused PTO time will be paid out to you one week after termination.

PTO MEANS MORE FLEXIBILITY TO YOU

Our desire is to provide you the flexibility you need and want while curbing unplanned/unscheduled absences.

Under this PTO policy and our revised attendance policy, communication is a key component of making this increased flexibility work for you and for the Company. Generally, time away from work will be considered as scheduled schedule being finalized and posted. Existing rules about the number of people per shift/line who can be away from the bakery at one time will apply and you are expected to comply with them.

Page 2 of 11

Flowers Baking Company of Oxford, Inc. Hourly and Salary Non-Exempt PTO and Attendance Policy

Effective: June 1, 2023

Q. How is this attendance policy work?

A. You will have a bank of Paid Time Off that you will be responsible for managing to meet your needs. As long as you meet the notice and/or call-in procedures and do not exceed your allotment for either scheduled or unscheduled PTO, you will have paid time away from work with no penalty.

The key to this PTO policy is that YOU must responsibly manage your time away from work.

Q.

me when I am out sick?

A. No, a your being out sick. There is no need to excuse an absence if you are properly managing your unscheduled PTO. You are allowed 40 hours of your annual accrual to use on an unscheduled or emergency basis (see the discussion regarding FLEX-Days in the next section).

Q. If I have PTO, why do I have an attendance policy?

A. You are subject to the attendance policy under the following circumstances: 1. -in requirements; 2) exceeding the number of hours you can be away from work on an unscheduled basis; and/or 3) exceeding your accrued PTO. Good attendance is a requirement of continued employment and employees are expected to manage their attendance record accordingly. Your available PTO is shown on your pay stub each week. FLEX-DAYS The Company instituted FLEX-Days as a way of recognizing that you have lives outside of work. We need you to work when you are scheduled to work; however, we realize that things sometimes happen beyond your control. We want to ensure that as long as you meet certain guidelines, you will not be penalized for those absences. Each employee will be allowed to use up to 40 hours of their annual PTO accrual as unscheduled PTO (FLEX-Days). You may elect to use your PTO in 4, 6, 8, 10, or 12 hour increments, depending on your normal work schedule. You may use partial FLEX-Days a maximum of two times each year. The remainder of your 40 hours of FLEX time must be used as full FLEX-Days. RULES AROUND THE USE OF FLEX-DAYS When missing a full day, you may elect to use a minimum of 8 hours of FLEX time. If you normally work 10 or 12 hour shifts, you may elect to use up to the maximum number of hours that you are regularly scheduled to work. For example, if you regularly work a 10 hour schedule, you may elect to use either 8 or 10 hours of FLEX time. If your use of FLEX-Days exceeds the number of hours available in your FLEX bank, you will receive points under the attendance policy. You must still follow call-in procedures. Failure to follow call-in procedures will result in the use of PTO time AND the assignment of points.

Page 3 of 11

Flowers Baking Company of Oxford, Inc. Hourly and Salary Non-Exempt PTO and Attendance Policy

Effective: June 1, 2023

If you use a FLEX-Day, upon your return to work, you are responsible for completing a PTO Request Form, recording the date that you were absent, selecting the number of hours that you are requesting (8, 10, or 12 hours). As described in other sections, partial FLEX-Days can only be used twice per year. You will receive a copy of this form, your supervisor will keep a copy, and HR will retain a copy with payroll records.

Q. How will I know my available FLEX-Days?

A. Your available total PTO accrual will be reflected on your pay stub each week. Scheduled PTO shows on the Unscheduled PTO (FLEX-Days) shows the total number of FLEX hours used and shows as You will need to subtract the number of FLEX hours from 40 to determine how much time you have available for the year and then compare that number to your total PTO accrual. Example: Your paystub shows that you have used 24 hours of PTO as FLEX-Days YTD (Unscheduled PTO). Subtracting 24 from 40, you have 16 hours to use as FLEX-Days for the rest of the calendar year. You will then compare the 16 hours to your total PTO accrual. Your total PTO accrual shows as 20 hours. As long as you have no PTO already scheduled, you can use 16 of your 20 hours of PTO accrual as FLEX-Days FLEX-Days for the calendar year.

ATTENDANCE BONUS

As stated, our PTO policy is designed to give you flexibility to attend to your personal and family needs. We want you to take your time off; but

Overtime is expensive.

Not being able to leave when you had

hurts morale.

For employees that do not take ANY unscheduled PTO (FLEX-Days) in a 6-month period (Jan 1 to June 30 and July 1 st to December 31), the Company will pay employees a $500 net check by the 3 rd pay period after the end of each 6-month period.

1,000 per year that you can earn just by coming to work.

SCHEDULED PTO

using a PTO Request Form, and approved by management, before the weekly schedule for the week you are requesting PTO has been finalized and posted. Once a schedule has been posted, or the allowed number of people per shift/line have been approved for PTO, no more scheduled absences will be approved, and any missed time will be un LEX-Days.

TIP: Communication is key to this policy. You should let your supervisor know your request AS SOON AS POSSIBLE. Again, existing rules about the number of people per shift or line that can be absent do apply.

Example 1: Your child is starting first grade in 1 month. You want to take him or her to school on their first day, but it is a normally scheduled work day for you. As soon as you can, you need to complete a PTO request form

Page 4 of 11

Flowers Baking Company of Oxford, Inc. Hourly and Salary Non-Exempt PTO and Attendance Policy

Effective: June 1, 2023

asking for the day off and then give it to your supervisor for approval. If approved, PTO will cover the hours of your shift that you miss.

No points will be assigned.

Example 2: You have a week of PTO scheduled and approved for a family cruise in 2 months. You have 60 hours of PTO left. One month before you leave, you get the flu and are out for 5 days, reducing your available PTO to 20 hours. You will not be able to accrue enough time over the next 30 days to gain the 20 hours needed to be paid for your scheduled week off.

It is important that you manage your time. You may have to weigh the importance of what you want to do today with what you have scheduled later on in the year.

Example 3: Your favorite sporting event is coming to town on a regularly scheduled work night for you. You put in your request for PTO in as soon as you know about it and your request is approved. Enjoy your paid night out! Short-Term Disability (STD) WAITING PERIOD There is a 5-working day waiting period before disability benefits are paid. Employees that are on approved medical leave will be required to use PTO for the 5-working day disability benefits waiting period. This waiting period will NOT count toward FLEX-Days, even if your absence was unexpected. Best practice is to be aware of your PTO availability and budget your accrual (save some) in case you get sick. If you are a newer employee, you could also save your personal holidays until later in the year to assist you financially if you become unexpectedly ill. If you are sick and your absence is not FMLA qualifying (for example a stomach bug, dental issues, or the flu in most cases), you will accrue points if you have no PTO available. Absences are NOT excused/unexcused; however, if you have no PTO available the entire period of your absence. Only then, will we count the entire period as one absence and assign you two points. If you are out longer than 5 days, you will need to contact The ReedGroup to establish a short-term disability claim and certify your absence as FMLA qualifying. If you have questions on whether or not FMLA may apply, please see Human Resources for additional information. You are accruing a bank of paid time away from work to manage as you see fit, within certain guidelines. We have increased every accrual so that you accrue more PTO and you accrue it faster. But you still need to be aware of your PTO accrual. Under our Attendance Policy you will be assigned points if you exceed your PTO accrual or exceed your allotment of unscheduled PTO. The Company is allowing you to use 5 days of your total PTO accrual as unscheduled FLEX-Days, BUT FLEX Days are not automatically set aside for your use. FLEX-Days are carved out of your total PTO accrual. You cannot carry over FLEX-Days from a previous year. You are never allowed more than 40 hours of FLEX-Days per calendar year. A WORD OF CAUTION

Page 5 of 11

Flowers Baking Company of Oxford, Inc. Hourly and Salary Non-Exempt PTO and Attendance Policy

Effective: June 1, 2023

Example1: You were hired December 18, 2021. On January 2, 2022, you call in and say that you are using a FLEX-Day and are not coming in to work today. When you return to work on January 3, you will receive 2 points for the absence. But, I thought I had FLEX-Days? If you are a new employee, you accrue 1.8461053 hours of PTO per week, meaning it will take you five weeks to accrue eight hours of PTO. Plus, you are not allowed to use your PTO until you have been employed for 30 days.

Example 2: It is March and you have already used your 5 FLEX-Days. You wake up feeling very sick. You call in to

You will be charged any accrued PTO for the absence; and you will receive 2 points for the absence. But, I thought I had FLEX-Days? You had 40 hours of FLEX-Days for your use throughout the whole year. You used them by March and did not have them when you needed them. Example 3: You have 8 hours of PTO accrual. You decide that you want to take one of your pre-scheduled days off. Your request was approved, and you take the time off. The next week, you wake up with a stomach virus and t come to work saying that you want to use one of your FLEX to the attendance policy and will receive 2 points.

But, I thought I had FLEX-Days? Your Flex-Days are a carve out of your total PTO accrual. You used your total PTO accrual as soon as you got it, leaving you no PTO hours in your bank to use as a FLEX-Day.

Example 4: You are a 4-year employee, earning 15 days of PTO throughout each year. You accrue 2.307692 hours of PTO per week, meaning it takes you almost 4 weeks to earn a day of PTO. You carried over 32 hours of PTO from 2021. In mid-January, you get the flu and are out 5 days. But, I thought I had FLEX-Days? You are required to use PTO for all time away from work. The 32 hours of PTO that you carried over plus the first 2 weeks accrual from January will be deducted from your PTO accrual for the 5 days that you were out. At the end of January, you will only have 4.6154 hours of PTO available. If you call in on February 1, requesting a FLEX-Day, you will not have enough PTO time available and will be subject to the attendance policy.

*************************************

Your total PTO availability changes every week and you are responsible for knowing what PTO you have available. Your total accrued (available) PTO is on your paystub each week. Hours are made available to you and it is up to you to manage them. Points can and will be assigned if you exhaust your available PTO and then need it for unforeseen circumstances.

Page 6 of 11

Flowers Baking Company of Oxford, Inc. Hourly and Salary Non-Exempt PTO and Attendance Policy

Effective: June 1, 2023

RECAP If you do not properly manage your PTO, you may find yourself without any PTO for prescheduled absences. Once your accrual is either exhausted or reduced to the point that there is not enough to cover your absence, you are subject to the attendance policy for any absences, even if they were scheduled in advance. All of your PTO is one accrual. We are carving 5 days (maximum of 40 hours) out of your annual accrual that you may elect to use as unscheduled FLEX-Days. THESE DAYS ARE NOT AUTOMATICALLY SET ASIDE FOR YOUR USE.

Unused FLEX-Days not used in a prior year are not carried over to the new year. However, all unused PTO from a previous year is carried over to the new year.

Your available total PTO accrual is reflected on your pay stub each week. The number of hours used as FLEX Days YTD reflect on your pay stub each week and are shown as Unscheduled PTO. You will need to subtract that number from 40 (total hours available as FLEX-Days in a year) to determine how many hours of FLEX-Days you have available and then compare that number to your total PTO accrual.

Since you must use PTO for any time away from work, it is possible for you to exhaust your PTO availability without ever taking any FLEX-Days.

o Once you have either exhausted those 5 days (or 40 hours) or exhausted any PTO time that you COULD HAVE USED AS FLEX-DAYS, you will still be charged PTO for any unscheduled absence, but you will also be subject to the attendance policy below for unscheduled absences in excess of your 5 allowable unscheduled days (40 hours) of Flex-Time. TIP: These days should be saved for when you truly need them. Your PTO Time is yours to use so you CAN burn through your PTO time need them at some point. Hours are being made available to you for flexibility when you need it. If you mismanage them and need them later, you will receive points and the appropriate level of discipline up to and including termination of employment. Absences for Company-recognized holidays, paid personal holidays, medical Leaves of absence extending beyond the 5-working day waiting period, and time away from work for parental, jury duty, or covered bereavement leaves and from the disciplinary procedures below. Acceptable documentation will be required to receive pay under these separate benefits policies.

Documented, approved military leave (including Guard or Training Duty) is excluded from the points system. Use of PTO is not required but may be requested in writing on a PTO request form.

Absences for approved FMLA leave are excluded from the point system but will require the use of PTO to the

full accrual for other qualifying FMLA absences. Proper notice is still required.

Know and understand the rules around FLEX-Days.

Your PTO is a benefit to you and you are entitled to use your full accrual every year. This attendance policy allows you to manage your PTO the way that best fits your needs. You are expected to manage your PTO in a responsible manner.

Page 7 of 11

Flowers Baking Company of Oxford, Inc. Hourly and Salary Non-Exempt PTO and Attendance Policy

Effective: June 1, 2023

ATTENDANCE POLICY

POINT SYSTEM

EACH TARDY

=

1/2 POINT

EACH LEAVING EARLY

=

1/2 POINT

EACH INCOMPLETE SHIFT

=

1 POINT

EACH UNSCHEDULED ABSENCE

=

2 POINTS

IN EXCESS OF FLEX DAYS OR IN EXCESS OF ACCRUED PTO

EACH NO CALL/NO SHOW 3 POINTS Absences covered by any legally protected leave, such as the Family and Medical Leave Act, are not counted or otherwise considered for disciplinary or any other adverse action; however, if you fail to meet proper call-in procedures, leave may be delayed or denied which MAY result in the assignment of points. Points are assigned per the following chart. After a point becomes 12 months old, it will drop from your attendance record. =

NUMBER OF ACCUMULATED POINTS

DISCIPLINARY ACTION

1

Documented Verbal Warning

2

Documented Verbal Warning

3

Documented Verbal Warning

4

Written Warning

5

Written Warning

6

Written Warning

7

Last and Final Warning

8

Subject to Termination

Page 8 of 11

Flowers Baking Company of Oxford, Inc. Hourly and Salary Non-Exempt PTO and Attendance Policy

Effective: June 1, 2023

DEFINITIONS

No Call/No Show is defined as not calling by the mid-point of the scheduled shift. Tardy is defined as clocking in between 4 minutes and 1 hour late for your scheduled shift. Leaving Early is defined as leaving work between 1 minute and 1 hour early at the end of your scheduled shift requires approval from your supervisor. Incomplete Shift is defined as arriving more than 1 hour late or leaving more than 1 hour early. Proper Notice is defined as calling in at least 2 hours prior to the start of your scheduled shift. 1. Good attendance is a requirement of continued employment and employees are expected to manage their PTO and their attendance record accordingly. Remember, ANY absence from work not covered under a separate benefit requires the use of PTO. 2. Once an attendance point becomes 12 months old, it drops from your attendance record and is no longer considered in the next step of the attendance point system. 3. Any employee who will be absent from work must notify his/her supervisor (or other designated management official) at least two (2) hours The employee must be the one giving the notice unless it is not possible to do so due to his/her illness or injury. Employees failing to provide such notice will not be eligible to use FLEX-Days for their call out and points will be assigned. 4. To allow adequate time for changing into Company provided uniforms, employees may clock in up to 15 minutes before the scheduled start time. If you clock in earlier than 15 minutes before your scheduled , you will be paid for all time worked but you may be subject to disciplinary action for clocking in early. 5. No employee will be terminated under this attendance policy unless they have received a Last and Final Warning at least once in their career with the Company (unless for violations of rule number 9 below). 6. Absences of more than three (3) consecutive days require the Company to determine whether or not you are entitled to job protected leave. If the need for leave is foreseeable (e.g., a scheduled surgery or appointment for which you must travel), you are required by federal law to provide the Company with appropriate notice as well as providing proper medical documentation to certify your need for leave. If the need for leave is not foreseeable (e.g., a medical emergency), you are required by federal law to provide proper medical documentation to certify your need for leave as soon as you return to work. Please see Human Resources for additional details. You may clock in up to 3 minutes after the scheduled start time without being considered tardy.

GUIDELINES

The use of accrued, available PTO will be required in either situation.

7. Employees on reasonable accommodation medical leave (up to 26 weeks), are required to report to management by the 10 th of each month in order to advise us of your intention to remain on medical

Page 9 of 11

Flowers Baking Company of Oxford, Inc. Hourly and Salary Non-Exempt PTO and Attendance Policy

Effective: June 1, 2023

leave. Failure to do so will be deemed as a voluntary resignation of employment. Additionally, under this policy you are required to notify The ReedGroup that you have been or will be absent from work so that your short-term disability benefits are properly initiated and tracked. 8. M anagement may require an employee to provide medical evidence or undergo a fitness for duty examination and engage in an interactive process with the Company if there is a question concerning your ability to perform essential functions of your job safely and on a regular basis, with or without a reasonable accommodation. 9. Any employee who fails to report or call in for two (2) consecutive scheduled working days, and who is not otherwise on an approved leave of absence, will be deemed to have voluntarily quit.

Page 10 of 11

Flowers Baking Company of Oxford, Inc. Hourly and Salary Non-Exempt PTO and Attendance Policy

Effective: June 1, 2023

Flowers Baking Company of Oxford, Inc. Hourly and Salary Non-Exempt Paid Time Off Policy

I have received a copy of the Paid Time Off and Attendance Policy for Flowers Baking Company of Oxford, Inc. with an effective date of June 1, 2023.

I have read and understand this policy and agree to abide by all of the provisions therein.

I understand that this PTO and Attendance Policy supersedes all prior revisions, and the Company reserves the right to change or alter the policy at any time.

Printed Employee Name

Employee Signature

________________________________

Date

Page 11 of 11

Flowers Baking Company of Oxford, Inc. Hourly and Salary Non-Exempt PTO and Attendance Policy

Effective: June 1, 2023

Made with FlippingBook Digital Proposal Maker