Workplace Policies Overview 2018
Review of key policies for new hires, evaluations, time clock and payment procedures, overtime rules, calling off work protocols, and attendance requirements. Covers aspects such as unpaid time off requests, minimum wage, evaluations process, payroll schedule, overtime calculations, and attendance form submission guidelines.
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2018 POLICY REVIEW
New Hire Unpaid time off request Part of the new hire packet, make sure you ask new employee about any needed time off. Biometric consent form Part of the new hire packet TMG Minimum Wage is 13.00 per hour Don t forget to mention the benefits at interview. For new-hires offer to setup a call with HR with any questions about benefits!
Evaluations Manager should be aware of upcoming anniversaries of their employees and communicate any input with Regional Manager. Employees are evaluated daily, salary evaluations occur annually and go into effect the first pay period following employees anniversary month. Ex: Anniversary is June 10th, pay adjustment will be on first pay period in July. Employees will receive a letter from the HR department with wage information that has changed.
Time Clock & Payment NO PUNCH, NO PAY Employees are responsible for clocking in and/or out Lunch is required and will be deducted without prior approval Lunch should be taken between 11-2 pm PAY PERIOD Starts on Friday, ends on Thursday. Bi-weekly every other Friday via electronic deposit 5 MINUTE RULE Employees should not clock in and/or out more than 5 minutes before/after their scheduled hours . This does not imply employees can clock in late. We expect employees to be present at the time clock at scheduled work time. WHEN IS PAYROLL DUE & WHERE DO I SEND IT Every Monday by 10:00 AM to payroll@medve.com
Overtime APPROVAL REQUIRED RM approval needed prior scheduled OT, unless emergency. WHEN DOES OT APPLY After forty (40) hours worked in the scheduled pay period HOW IS IT COMPUTED 1.5 times the employees pay rate once employee has worked a full 40 hour pay period. HOW DOES ON-CALL OT WORK Tech is paid a minimum of 1 hour for emergency calls, any hours worked over 40 will be paid 1.5 times the employees pay rate. Does Vacation/PTO/Holiday time count towards work week No, only actual time worked applies.
Calling off work, or late NO TEXT WHO DO SITE EMPLOYEES CALL The on-site Property Manager HOW DO MANAGERS & MAINTENANCE MANAGERS CALL OFF? Email PMT and HR TIMELY At least one (1) hour prior to scheduled start time
Attendance WHERE CAN YOU FIND FORM Near Time Clock ADP Portal WHEN TO COMPLETE A FORM Missed punch Any time late, or leaving early. All PTO and Vacations should be scheduled and approved using ADP Portal, no form is needed. WHEN TO SUBMIT FORM With payroll every Monday by 10:00am for pay period.
PTO-Personal Time Off WHO IS ELIGIBILE Full-time employees New employees may use PTO after (90) days of employment. Employees will accrue 1.54 hours per pay period. HOW MANY PTO DAYS WILL ACCRUE PER YEAR Five (5) days per calendar year, WHAT IF YOU DON T USE IT Accumulate up to thirty (30) days Unused PTO will not paid out upon separation of employment. CAN YOU USE PARTIAL DAYS PTO can be used in four (4) hour increments.
Vacation MUST BE A FULL-TIME EMPLOYEE WHEN IS IT GIVEN, AND HOW MUCH Five (5) days after six (6) months of full-time employment. Five (5) days on the employee s one (1) year anniversary of full-time employment. Ten (10) days on the employee s second (2nd) through fourth (4th) anniversaries of full-time employment. Fifteen (15) days on the employee s fifth (5th) through eleventh (10th) anniversaries of full- time employment. Twenty (20) days on the employee s eleventh (11th) and additional following anniversaries of full-time employment. WHAT IF YOU DON T USE IT You will be allowed to roll-over and bank up a maximum of two (2) weeks. Once you have two (2) weeks of vacation in the bank all additional unused time will be lost on anniversary date.
Vacation PTO Requests Request for PTO or Vacation Use ADP Portal WHEN TO SUBMIT Thirty (30) days in advance, but no less than two (2) weeks Last minute requests should be limited to emergencies. Login to ADP Verify You have Remind Manager of Scheduled Time off WHO APPROVES Site Employees on-site Property Manager Managers & Maintenance President, Karen Pepper at kpepper@medve.com Available Time IS THE TIME REQUESTED OFF GUARANTEED-No Wait for Approval Enter Time off in ADP
Unpaid time off / Leave Policy UNPAID TIME OFF Must use all accumulated Vacation and PTO time off first Must enter unpaid time off in ADP portal and include detail for why unpaid time off is needed. HR will review and either approve or deny unpaid time off. Excessive unpaid time off may result in disciplinary action up to termination. EXTENDED LEAVES OF ABSENCE Must request in writing to HR for approval Maximum length (45) Forty Five business days
3 Day Absence Policy What should a Manager do if an employee is out 3 days in a row? Contact HR Email PMT Let employee know they will need a release before returning to work. Follow up with HR once employee returns to work. Also contact HR anytime an employee no call/no shows.
Paid Holidays WHO IS ELIGIBILE Full-time hourly employees after ninety (90) days of full-time employment Salaried employees are eligible at hire HOW MANY & WHAT HOLIDAYS Eight (8) paid holidays New Years Day, Martin Luther King Day, Memorial Day, Fourth of July, Labor Day, Thanksgiving Day, Day after Thanksgiving and Christmas Day Offices will close at 3:00 pm on Christmas Eve and New Year s Eve when they fall on weekdays Monday-Saturday. MUST WORK THE FULL SCHEDULED DAY BEFORE & AFTER THE HOLIDAY Except if on a PRE-APPROVED SCHEDULED vacation or PTO WHAT IF YOU HAVE TO WORK ON THE HOLIDAY First, that MUST be approved by PMT (unless an emergency) You will be given a floating holiday to use at a later date Floating holidays MUST be used by the end of the calendar year that you received them in
Bereavement WHO IS ELIGIBILE Full-time employees, after ninety (90) days of full-time employment HOW MANY PAID DAYS Three (3) IMMEDIATE FAMILY ONLY Spouse, Children, Parents, Siblings, In-Laws, Grandparents, and Grandchildren
Jury Duty MUST PROVIDE WRITTEN NOTICE, SUMMONS TO MANAGER & HR DOES THE COMPANY PAY Yes, up to a maximum of forty (40) hours per year HOW WILL YOU BE PAID Just as you normally would, as the compensation is based on your regular daily wage WHAT IF DISMISSED EARLY Return to work immediately
Other New Benefits Voting Leave-We encourage our employees to fulfill their civic duty by participating in elections. If for some reason you are not able to vote prior to or after business hours due to polls not open at least 3 successive hours before or after work you can request a day prior to the voting day and be paid up to a maximum of 3 hours. Inclement Weather-Freezing rain, hurricane, blizzards, etc. Require communication with supervisor at least 30 minutes prior to start time. Unless offices are officially closed, employee should enter time off into ADP using PTO or Vacation time.
Parental Leave Policy We will now offer two weeks of Parental Leave following the birth or adoption of a child for eligible employees. To be eligible employee must have worked for the Company for at least one year prior to the date Parental Leave would begin. Females who give birth to a child, the two weeks of paid leave will run concurrent, or part of the existing medical leave. Male whose partner has delivered a child, or male or female who have adopted a child, leave can be requested any time during the first three months following birth or adoption. Please refer to the employee handbook for details.
Wellworks! As a company we want to promote good health, studies show the best way to do that is through preventative care, annual physical check ups. Participants in the wellness program are eligible to receive a premium discount on health insurance. New hires eligible for benefits on or before June 1, 2018 will need to complete the wellness packet and submit prior by September 15, 2018 to receive discount. New hires eligible for benefits after June 1, 2018 will automatically receive the premium discount for 2019. Current employees enrolled in health insurance will need to complete the wellness packet and submit prior to September 15, 2018 to receive discount in 2019 or pay a higher rate for coverage.
ADP PORTAL EMPLOYEES ARE RESPONSIBILITY TO REVIEW AND UPDATE THE ADP PORTAL WITH CURRENT AND ACCURATE CONTACT INFORMATION. Important information is communicated via mail such as W2 s, pay evaluation, health insurance, and other benefits. ANY QUESTIONS REGARDING CHANGES SHOULD ALSO BE DIRECTED TO The HR Manager, Brianna Rhodes at ext. 232 or HR@MEDVE.COM
Accidents, Property Damage and injuries All accidents, property damage, and on-the-job injuries, no matter how minor, must be reported immediately to HR Department by calling (972)827-2292 x232. Injuries not reported within 48 hours, absent extenuating circumstances, may result in disciplinary action up to and including termination. Employees are expected to immediately report any injury, necessary repairs, or safety hazard to their immediate supervisor and or HR.
Internet, Email, & Voicemail The company provides employees with internet access, email capabilities (internal and external), and voicemail as a privilege to assist in the employee s day to day job functions. Employees should not send confidential information via email that has not been properly encrypted. Employees MUST get prior approval from the IT Department or PMT before downloading and installing any applications and/or programs on any Company computer and/or device. Copying or illegally using software products is strictly prohibited. Emails, and voicemails should be kept very professional, and should never contain anything that could be considered inappropriate, offensive, discriminatory, defamatory, disparaging, or threatening in any way. When accessing the internet, employees should only go to professional sites that pertain to their day to day job functions, and should not go to sites that could contain obscene, indecent, offensive, or otherwise inappropriate material. Employees should have no expectation of privacy when using internet access, email, or voicemail on Company computers and devices. The Company reserves the right to monitor all employee s internet, email, and/or voicemail usage. Employee s use of the company provided internet access, email, and voicemail for incidental personal reasons should be kept to an extreme minimum. The Company reserves the right to revoke or restrict the use of these systems by any employee deemed using them inappropriately or excessively.
