abcd BI Roxane Inc. Local Document Type Document Number: Version: 046-Policy-01010 Status: Effective Document Status History: Date : 01 Jan 2014 00:01:14 GMT -05:00 Document Title: Time and Attendance Policy Lifecycle State : Effective Information Protection Classification: Internal use only This document may not - in full or in part - be passed on, reproduced, published or otherwise used without prior written permission. SIGNATURES (ELECTRONICALLY OBTAINED): Signed By : Harmon,Cindy (charmon) Decision : Approved Decision Date : 23 Oct 2013 16:55:32 GMT -05:00 Role : BI-RI Signatory Purpose : Revision Meaning Of Signature : Approval Signed By : Kochensparger,Andrea (akochens) Decision : Approved Decision Date : 12 Nov 2013 12:15:38 GMT -05:00 Role : BI-RI Signatory Purpose : Revision Meaning Of Signature : Approval Signed By : Marina,Glenn (gmarina) Decision : Approved Decision Date : 13 Nov 2013 09:14:28 GMT -05:00 Role : BI-RI Signatory Purpose : Revision Meaning Of Signature : Approval 3.0 Printed By: sdkvwr_046_ric (rdgsdk01) Printed On: 02 Jan 2014 @ 6:02:26 AM GMT -05:00 046-Policy-01010 (3.0) Signature Page 1 of 1
Page 1 of 7 Time and Attendance INTRODUCTION AND PHILOSOPHY This policy is written to assist employees in maintaining good attendance and reducing business problems associated with absenteeism and tardiness. All employees are expected to report to work on time and as scheduled. Good attendance and punctuality are essential job functions/qualification standards for employment. Poor attendance or frequent tardiness not otherwise protected by Company policy or federal, state or local law, may result in any number of actions by Boehringer Ingelheim Roxane, Inc. and Roxane Laboratories, Inc. (hereafter referred to as the Company ) including, but not limited to, disciplinary action, withholding of salary increases or termination. The Company is committed to complying with all federal, state and local laws providing you a legal right to be absent from or late to work. All aspects of this attendance policy will be interpreted and applied to ensure compliance with these laws. Specifically, any unscheduled absence, tardiness or early departure that is protected by federal, state or local law will not count against an employee under this attendance policy. For example, while employees are expected to report to work on time as scheduled, with proper notice, an employee eligible for Family Medical Leave Act (FMLA) leave and needing time off to receive planned medical treatment, would be excused from reporting to work late. Consistent with this policy, the Company is prepared to consider whether absences should be excused and/or additional time off provided, beyond the number of incidences listed in this attendance policy, as a reasonable accommodation under federal, state, or local disability discrimination laws including but not limited to the Americans with Disabilities Act (ADA). If you believe an absence, late arrival or early departure is entitled to legal protection, please inform your Human Resources Business Partner. APPLICABILITY All employees of Boehringer Ingelheim Roxane, Inc. and Roxane Laboratories, Inc. POLICY It is the responsibility of each employee to budget their Paid Time Off (PTO). See policy 046-Policy-01025 on RIC. Excessive absenteeism and tardiness will be dealt with in accordance with policy 046-Policy-01005 on RIC. With the understanding that, as necessary, the Company will modify these guidelines to comply with all legal requirements, the following guidelines will be applied to employees covered by this policy: 1. POINTS SYSTEM: Points will be earned as an employee accumulates unexcused absences according to the following chart. (See also the example graphic below.) DESCRIPTION TIME POINTS Unexcused Absence Absent more than two hours during a scheduled work time. Clocks in between 1 minute 2 hours after scheduled start time. 1.00 Tardy (Note: you can still clock in 7 minutes before your scheduled start time but it will be a tardy if you clock in after your scheduled start time.) 0.75
Page 2 of 7 Clocks out between 2 hours 1 minute before schedule end time. Leave Early (Note: you can still clock out 7 minutes after your scheduled end time but it will be a leave early if you clock out before your scheduled end time.) Example graphic: An employee who has a scheduled work time of 7 a.m. to 3:30 p.m. should clock in/clock out during the times shown as marked OK. 2. POINTS CALCULATION: For employees with no active written warnings: Only points accumulated within the previous rolling 12-month period will be counted. (i.e., Points will drop off one year after the absence.) However, once an employee is placed on an active written warning for excessive absenteeism, their accumulated points will remain on their record, regardless of the rolling 12-month period, until all written warnings for excessive absenteeism expire. When all written warnings for excessive absenteeism expire, the employee s accumulation of points reverts back to a rolling 12-month count. (See also the examples in the next section.) 3. DISCIPLINARY ACTION: 0.75 Disciplinary action will be taken based on the following schedule. The Company reserves the right to take disciplinary action up to and including termination or skip steps in the corrective action procedure for any attendance issues. 6 points Written Warning or next step in the corrective action procedure. 7 points (including the 6 points above) will move to the next step in the corrective action procedure. 8 points (including the 7 points above) will move to the next step in the corrective action procedure.
Page 3 of 7 Attendance is a performance measurement. Therefore, if an employee has a previous active warning in their file at the time a new attendance warning occurs, the attendance warning will advance them to the next step in the corrective action procedure. (See policy 046-Policy-01005 on RIC ) Example 1: As of October 12, 2010, and 12 months prior, the employee has had no previous active written warnings and no previous attendance points. The employee incurred an unexcused absence on October 13, 2010. The employee was 1 minute late on February 6, 2011. Nine months later, the employee incurred another unexcused absence on November 24, 2011. See the accumulation of points: Total Accumulation of Points on October 12, 2010 = 0. October 13, 2010, employee received 1 point for an unexcused absence. o Total Accumulation of Points on October 13, 2010 = 1.00. February 6, 2011, employee received.75 points for being tardy. o Total Accumulation of Points on February 6, 2011 = 1.75. October 13, 2011, 1 point was subtracted from the employee s record due to the 1-year anniversary of the attendance occurrence. o Total Accumulation of Points on October 13, 2011 = 0.75. November 24, 2011, employee received 1 point for an unexcused absence. o Total Accumulation of Points on November 24, 2011 = 1.75. Example 2: As of October 5, 2010, and 12 months prior, the employee has had no previous active written warnings for excessive absenteeism or performance, but the employee has 5.50 previous attendance points. The employee incurred an unexcused absence on October 6, 2010. Then, the employee arrives to work 30 minutes late on February 2, 2011. See the accumulation of points: Total Accumulation of Points on October 5, 2010 = 5.50. October 6, 2010, the employee received 1 attendance point for an unexcused absence. o Total Accumulation of Points on October 6, 2010 = 6.50. o October 7, 2010, the employee is issued their first written warning for excessive absenteeism, which will remain active for 12-months. (Note: Employees with active written warnings for excessive absenteeism will continue to accumulate points, and points will not drop off the employee s record until all active written warnings for excessive absenteeism expire. Then, the accumulation of points reverts back to a rolling 12-month count.) February 2, 2011, the employee received 0.75 points for being tardy. o Total Accumulation of Points on February 2, 2011 = 7.25. o February 2, 2011, employee moves to the next step of the corrective action procedure and receives their Final Written Warning for excessive absenteeism, which will remain active for 12-months. o Employee now cannot have any unexcused absences, tardies, or unexcused early leaves for 12 consecutive months, or they risk
Page 4 of 7 termination. February 2, 2012, all active Written Warnings fall off the employee s record. o Total Accumulation of Points on February 2, 2012 = 0 4. DEPARTMENTAL UNIFORM CHANGING SCHEDULE All employees must clock in before changing into their uniforms and clock out after changing out of their uniforms. If uniforms and/or personal protective equipment (PPE) are necessary for your job, your department will have an allotted time for changing into and out of uniforms and PPE. This time period will vary depending on the requirements of each department, and your department supervisor can communicate how much time you will have. Departmental uniform changing will occur after an employee s scheduled start time. For example, if an employee s scheduled start time is 7:00 am, and the Departmental Uniform Changing Schedule for their department is 7 minutes, then the employee must clock in between 6:53-7 am, change, and arrive at their designated work station by 7:07 am. In addition, departmental uniform changing will occur prior to an employee s scheduled end time. For example, if an employee s scheduled end time is 3:30 pm and their Departmental Uniform Changing schedule is 7 minutes, then the employee should leave their workstation at 3:23 pm, change, and clock out between 3:30-3:37 pm. Failure to adhere to the Departmental Uniform Changing schedule will not result in a tardy/leave early penalty, and attendance points will not be assessed; rather, it will be considered a performance issue, and policy 046-Policy-01005 on RIC may be followed. 5. USE OF PTO FOR EXCESSIVE ABSENTEEISM PTO will be used for all absences including unexcused absences. This includes any unexcused absences of more than two hours as long as the employee has a PTO balance. If the employee has no remaining PTO time, then they will not be paid for the hours they were absent. PTO hours count toward the base of 40 hours when calculating overtime. Any absence not approved by management will be recorded as an unexcused paid absence, even if documentation is provided, unless it falls under a qualified leave program such as FMLA, ADA, Worker s Compensation, Short Term Disability (STD) (see Occupational Health for appropriate forms and procedures), or is otherwise protected under federal, state or local law. The first five (5) PTO days taken at the beginning of STD are not considered unexcused absences. A series of unexcused absences may be counted separately. 6. OVERTIME GUIDELINES Non-exempt employees will be paid time and one-half of their regular rate for all hours worked in excess of 40 hours in a seven-day work week. Refusal to work the mandatory overtime may result in corrective action or termination. The work week begins on Monday at 12 am (it begins Sunday at 9 pm for 3 rd Shift). Mandatory overtime will be handled as regularly scheduled work time. In the event an employee is absent when he or she is scheduled for mandatory overtime, all policies and guidelines will apply, as they do with any other regularly scheduled work time. Any absence from an overtime shift not approved by management will be recorded as an unexcused absence, unless such absence is protected by FMLA, ADA, or other federal, state, or local law or falls under a qualified leave program. An employee will not be required to use PTO/Floating Holiday for an overtime situation if:
Page 5 of 7 o o The employee has approved for time off either the day prior to or day after a mandatory overtime workday, and The request was made prior to the mandatory overtime being scheduled. When calculating an employee s hours for overtime, paid time off, holidays, jury duty, bereavement, and/or other paid leave are included. Mandatory overtime will be handled on a case-by-case basis for employees on various types of leaves, but will be pursuant to all applicable regulations and laws (i.e. intermittent FMLA, ADA, etc.) 7. LUNCHES AND BREAKS Lunch and break schedules will be determined by department management. Failure to adhere to the department lunch and break schedules will be considered a performance issue and policy 046-Policy- 01005 may be followed. Non-exempt (hourly) employees must clock out for all lunch breaks and clock back in upon returning to work. There will be no automatic time deduction for lunch breaks. Non-exempt employees who have a combined lunch and break schedule and are unable to clock back in following their lunch break (e.g. because they left the facility), will have their compensated breaks added back into their pay by their Supervisors. Non-exempt employees should not perform any work during an uncompensated lunch break. 8. OTHER In the event of a pandemic, the Company will follow protocol for such events. EMPLOYEE RESPONSIBILITIES: 1. CLOCKING IN/OUT Non-exempt employees are required to clock in and out immediately before beginning their work and immediately after ending their work. Non-exempt employees will be paid for all hours worked, and must not perform any work unless clocked in. Employees will clock in by his/her scheduled start time and not leave his/her work station prior to the scheduled end time, including overtime, or Departmental Uniform Changing Schedule. As an example, an employee will be considered to have a late start if he/she clocks in one minute after the scheduled start time, or considered to have a leave early if he/she clocks out one minute before the scheduled end time. Regardless of whether they leave the building or dine in the cafeteria, non-exempt (hourly) employees must clock out for all lunch breaks and clock back in upon returning to work. Employees will not clock in or start work any earlier than seven minutes before their designated start time or clock out later than seven minutes past their scheduled end time unless given permission by management. Employees must never clock in or out for another employee or ask another employee to clock in or out for them. If this occurs, all involved employees may be terminated. Employees will not interfere in any way with the work of others, loiter in the building/parking lots after work hours or enter the building/parking lots at times other than work hours without permission. 2. CALLING OFF WORK/REPORTING ABSENCES Employees will provide advance notice with contact information to his/her supervisor or to the dedicated call-off line (if applicable) if it is not possible to report to work as scheduled. Calling in pursuant to this
Page 6 of 7 process does not excuse the employee s absence, which is subject to standards and requirements of the Attendance Policy. Employees unable to come to work due to an unplanned absence, such as illness or emergency must follow the call-off procedure outlined by their department management. Calls should be made daily. In the case of a long-term illness or injury, employees can make other call-off arrangements with their Supervisor. Employees who do not come to work and do not call in for two (2) consecutive scheduled work days are subject to termination, unless circumstances are protected under federal, state or local law. 3. ABSENCES DUE TO ILLNESS, INJURY, HEALTH, ETC. Employees absent due to illness for five (5) or more consecutive days, must submit a doctor s release before returning to work. You may be asked to provide a doctor s statement at any time to substantiate medical absences. Employees will follow the defined approvals process for approved excused absences such as Family and Medical Leave (FMLA and STD). All such Leaves of Absence require approval and will be evaluated on an individual basis. 4. MONITORING TIME WORKED Employees will ensure that the hours worked each week are correctly entered and exception time is coded correctly into the Company s time system. Employees that believe a deduction or time record is not accurate must immediately notify their Supervisor of the problem and contact HR Direct. HR Direct can also answer questions regarding the Company s time system and can be contacted at 1-800-558-5064 or extension 4200. Supervisors must approve overtime work in advance; however, as an employee you have the responsibility to record all hours worked, review time records for accuracy and report any overtime hours worked to your supervisor, even if they were not approved in advance. Non-Exempt (hourly) employees must not take work home or work outside of their regular working hours without approval of their Supervisor. Taking work home, working outside of regular working hours, or working hours without reporting them can result in discipline up to and including termination. It is a violation of the Company s policy for any employee to falsify their own or another employee s time card. It is also a serious violation of Company policy for any employee or manager to instruct another employee to incorrectly or falsely report hours worked or alter another employee s time card to under- or over-report hours worked. Instead, report any such conduct immediately to the Human Resources Department. If any employee has questions about the Time and Attendance Policy, time cards or pay, please contact Human Resources immediately. If you believe your wages have been subject to any improper deductions or your pay does not accurately reflect all hours worked, you should report your concerns to a supervisor immediately. If a supervisor is unavailable or if you believe it would be inappropriate to contact that person or if you have not received a satisfactory response within three business days, you should immediately contact your Human Resources Business Partner (HRBP). If you have not received a satisfactory response from your HRBP within five business days after reporting your concern, please immediately contact the Compliance Help Line at 1-800-958-9704. The Company will not allow any form of retaliation against individuals who report alleged violations of this policy or who cooperate in the Company s investigation of such reports. DEFINITIONS Every report will be fully investigated and the Company may initiate disciplinary action up to and including employment upon employees who violate this policy.
Page 7 of 7 1. Unexcused Absence: a) Not being present at work during an employee s scheduled hours. b) Absence taken following the exhaustion of the employee s PTO availability (see also Paid Time Off policy 046-Policy-01025). c) Unscheduled time off (time off not scheduled with at least 24 hours advance notice). d) Tardy / Leaving Early: clocking in one minute or later after an employee s scheduled start time (tardy), or clocking out 1 minute or more before the employee s scheduled end time (leave early) without the authorization of a manager. 2. Excused Absence: Approved time off such as approved PTO and/or floating holidays (requested at least 24 hours in advance and/or approved by management) (See also policy 046-Policy-01025), company shutdowns, STD, FMLA, ADA, jury duty, bereavement, occupational injury, time off granted as a reasonable accommodation for a disability under the ADA or local law, and Military Leave, and in the event the President, the Vice President of Operations, and the Executive Director of Human Resources decide to limit or cancel work schedules due to inclement weather and/or Level 3 Emergencies (call 614-276-4000, ext. 5200, to determine if work schedules have been affected). 3. Points System: Accumulation of points for unexcused absences, tardiness, and early leaves. REFERENCE MATERIAL (optional) 046-Policy-01025 Paid Time Off and Floating Holiday Policy. 046-Policy-01005 Employee Accountability Policy. Compliance Helpline A phone number where anyone can report possible violations of this or other policies: 1-800-958-9704. HR Direct HR Direct is available to assist employees with inquiries regarding this and other company human resources policies. They can be reached by phone at x4200 (internally), 1-800-558-5064 (externally), or emailed at hrdirect.rdg@boehringeringelheim.com. REVISION HISTORY Revision Date Author Summary of Changes 2.0 07/20/2010 Cindy Harmon Added reference to pandemics. Clarification of the number of points accumulated for 2 or more hours of missed work. The policy isn t changing just made it more understandable to the reader. 3.0 09/30/13 Rick Tarantelli Changed the tardy/leave early policy so that a 1 minute tardy or leave early will constitute a violation. Defined the Departmental Uniform Changing Schedule process. Removed automatic 30-minute deduction for meal breaks. Clarification of the attendance examples. Transferred over sections of the Employee Handbook. Added headings and organized subjects. Added reference material.