Harrell’s Employee Handbook, September 2023
Planned Time Off • If employees wish to use their vacation or sick hours for planned time off, a Time Off Request Form must be submitted to their supervisor for approval as far in advance as possible. Approved Time Off Request Forms must be submitted to Human Resources as soon as the supervisor approves it but no later than the last Friday of the pay period in which the time off falls. Unplanned Time Off • If employees take unplanned time off, such as illness, injury, family emergencies, or bereavement, they must contact their supervisor as soon as possible but no later than an hour before their scheduled shift starts, except in the case of emergencies. If the supervisor is not available, employees should notify Human Resources. When the employee returns to work, they must complete and have their manager sign a Time Off Request Form to use vacation or sick time. This form should be submitted to Human Resources as soon as it is completed but no later than the last Friday of the pay period in which the time off falls. • Vacation or sick time may be used for unplanned time off in one-hour increments . For instance, if an employee leaves for a doctor’s appointment and is gone from 10:00 AM to 12:00 PM and wishes to get paid for those hours, they will record 2 hours on a Time Off Request Form. Supervisors should round to the nearest hour where quarter or half hours are used. • Vacation or sick time must be used for any unplanned time off, whether the unplanned time off is for a whole or partial day if the employee has vacation or sick hours available to make the work week whole. This rule applies to all employees who accrue vacation time regardless of how an employee is paid (hourly vs. salary). Time off must be taken in one-hour increments. For example, if an employee works 8 a.m. to 12 p.m. and has to leave for the day due to an unforeseen circumstance, the employee will record 4 vacation or sick time hours on the Time Off Request Form. Employees are not allowed to carry a negative vacation balance. Supervisors should round to the nearest hour where quarter or half hours are used. Rolling Over Time • Unused vacation time may be rolled over not to exceed a bank of 500 hours. Any hours accrued over 500 will be lost at the beginning of each year. • Unused sick time is not rolled over. Sick Time Accrual Newly hired employees begin accruing sick time upon hire. Sick time is accrued at 1.54 hours per pay for a total of 40.04 hours (5 days). Employees actively employed on January 1 st have immediate access to 40.04 hours of sick time because sick time does NOT have to be accrued in advance for existing employees. Cashing Out Time Eligible employees, defined as drivers and non-supervisory hourly employees, may cash out up to 40 hours of sick time each year . The time does not have to be accrued IF the employee was hired before January 1 st . Employees hired after January 1 st must have sick time accrued to be eligible for cash out. • January is our blackout period, meaning no time may be cashed out in January. • Sick time may be cashed out in a minimum of 1-hour increments. • All cash-out requests must be approved by the department’s supervisor on a Time Off Request Form.
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