Picnic Time knowledge base

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====== Hours and Schedules ======

===== Lunch and Break Schedules =====
The office is open at 7am. This is the earliest shift start time. Management will open the doors 10-15 minutes prior to 7am to allow people to get in, get coffee etc. The only exceptions will be when there is an operational need to work overtime before normal hours which needs to be approved in advance.

Thanks for your cooperation.

The schedule is as follows:

First Shift:
|Start|7:15am|
|Break 1|10:00 am-10:15am|
|Lunch|12:00pm-12:45pm|
|Break 2|2:50pm-3pm|
|End|4:00pm|

Second Shift:
|Start|8:15am|
|Break 1|10:15 am-10:30am|
|Lunch|12:45pm-1:30pm|
|Break 2|3:00pm-3:10pm|
|End|5:00pm|

Please do not leave before 4PM without approval from your supervisor through ADP.

===== Time Card Punches =====
The ADP system works on a 7 minute rounding rule. This means that punches will round up or down to the next fifteen minutes. If you arrive more than 7.5 minutes late your pay will start at the next quarter hour.

If you clock out 7.5 minutes after the end of your shift it will be recorded as 15 minutes overtime if you already worked 8 hours. This type of accidental overtime is not approved and is unnecessary.

At lunch times, if you are unable to take lunch at your scheduled time, you should go on the next quarter hour (unless you are leaving no later than seven minutes late and returning within your scheduled 30 or 45 minutes). This will avoid manual adjustments or possibly shorting you of paid working time.

The best practice is to show up on time, take lunch on time, and leave on time.

The seven minute rule is there to simplify payroll processing and does not affect the attendance policy outlined in the Employee Handbook.

Being on time to work is essential to the performance of the company.

Thank you for your cooperation.

===== Mandatory Lunch Breaks =====
We have added a new Exceptions feature to our ADP software this week which will advise us when an employee does not take their lunch break prior to the mandatory 6-hour window or when the lunch break is for a period less than 23 minutes.  We noticed several staff members taking lunch periods which did not follow the law.

It is very important that you all follow these state regulations and our meal/break guidelines in our handbook, so keep this in mind.  If you follow the schedule you have been assigned, this won’t come up as an issue.  But if you have been given permission to follow a modified work schedule on a given day, you still must follow these laws.

From [[http://ca.gov|CA.gov]]: 

//In general, when an employee works for a work period of more than five hours, a meal period must be provided no later than the end of the employee’s fifth hour of work (in other words, no later than the start of the employee’s sixth hour of work).//

Effective immediately, we will be monitoring this closely and advising your supervisor if this regulation has not been followed.

Thanks for your attention to this.

===== Attendance Requirements (effective 10/16/17) =====
To be successful, our organization requires the active contribution of all employees. Accordingly, attendance is essential for all positions with Picnic Time.\\ 
You are expected to:\\ 
•	be ready to work each scheduled workday at the assigned time and place,\\ 
•	remain on duty during scheduled work hours (except for authorized breaks), and\\ 
•	report hours worked and leave taken.\\ 
**If you're going to be absent or can't report at your assigned time, you must contact your immediate supervisor before your shift begins and leave a message on the general voicemail at 888-742-6429 x 0, or email notify@picnictime.com.** You're expected to call before every scheduled shift that you will miss, or for which you will be late, unless approval for an absence was given in advance.\\ 
The following are examples of violations of this policy, which may result in discipline, up to and including termination:
  * Tardiness;
  * Reporting to work unfit for duty;
  * Failing to give advance notice of absences.
  * Failing to remain on duty during your shift;
  * Unauthorized absences;
  * Excessive absences;
  * Failure to take mandatory lunch periods,
  * Falsifying time and attendance records.
**Point System:** Records will be kept using a point system based on payroll records.
  * **Zero points** are issued for bereavement leave, leave covered under the The Family and Medical Leave Act, military leave, paid sick days, vacation or personal leave (using accrued vacation or unpaid time off with approved advance scheduling) , jury duty, and reasonable leave approved by management. (all points excused by supervisors must have a note in ADP explaining why the points were excused)
  * **2 points** are issued for each absence. The absence can be multi-day and any additional points for the same absence will be excused by accounting. Employee must call in and report an absence within 60 minutes of the start of the scheduled shift or the occurrence will be reported as a no-show.
  * **4 points** are issued for each no-show for work (3 days no-show may be cause for immediate termination –refer to job abandonment policy)
  * **1 point** is issued for each late in (tardy), late back from lunch, or early out (Over 7 minutes ) 
  * **1 point** is issued for each mandatory lunch break missed or taken beyond 6 hours into an 8 hour shift. 
Any absence of three or more consecutive days requires either a medical release form or documentation to justify absence and approval of management.
Your attendance records are reviewed regularly by Accounting. Corrective action warnings per policy will be issued bi-weekly. If you do not receive any points for 90 consecutive days, all accrued points will be excused.\\ 
\\ 
Disciplinary Action:
  * 8 points = First Written Warning
  * 12 points = Second Written Warning
  * 16 points = Third Written Warning
  * 20 points = 3 day un-paid suspension and Final Written Warning
  * 28 points = Termination
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