Attendance

Dow Aero ("Company") maintains regular business hours of 8 am-5 pm on Monday through Friday, except for Company holidays; employee shift(s) may extend beyond this window. The following provides some general attendance policies set by the Company. Management can strengthen their department's attendance policy within reasonable limits.

Work Schedule

An employee's work schedule, or better known as shift, will vary depending on location and job responsibilities. However, all employee shifts shall be documented, and employees are expected to keep to their scheduled shift(s) as much as possible.

Employees are expected to be ready for work at the start of every scheduled shift. Any employee who will be late to or absent from work should notify a direct superior in advance or as soon as practicable in the event of an emergency, generally no later than the employee's scheduled start time. Employees shall also notify a direct superior anytime they leave before the scheduled shift ends; this includes departing for scheduled time off. Unauthorized arrivals or departures may result in disciplinary action, up to and including termination of employment.

If an employee chooses to make up time missed during a shift, a request must be submitted to their manager providing the following details: total time to make up and expected day and time to be used to make up missing time. Missing time is to be made up outside of the employee’s normal work schedule (ie: before work, after work, during lunch-must still take at minimum a 30 minute lunch each day). Break times are not to be used to make up missing time.

Employees are also not permitted to be on Company premises earlier than thirty (30) minutes before or later than thirty (30) minutes after a scheduled shift unless prior approval from a direct or indirect superior has been provided. Non-exempt employees arriving earlier than five (5) minutes before the start of their scheduled shift shall receive approval from a direct superior before starting the shift. Likewise, employees working later than five (5) minutes after their scheduled shift shall obtain permission from an immediate superior before working later. Although a five (5) minute window is available before and after a shift, employees cannot exceed this window to regularly reach overtime status.

The Company and its management, on occasion, may require an individual employee or department to work an extra shift or before/past a scheduled shift. Generally, the employee's direct superior should notify at least two (2) days in advance; shorter notice may occur when absolutely necessary. If a reasonable exception is not provided and an employee fails to arrive ready for work when needed, their action can result in disciplinary action, up to and including termination of employment.

Employees who fail to report to work for three (3) consecutive business days without notifying the Company of the absence will be considered to have voluntarily resigned due to job abandonment. Failure to notify the Company of any absence after the minimum notice requirement window has been reached, as identified in the Company's Time Off policies, can result in disciplinary action, up to termination of employment.

Employees can find their shift information under their Job tab on the Company's Human Resources Information System (HRIS), currently BambooHR. For any questions regarding your shift(s) or to request a change, please consult with your direct superior.

Time Tracking

Any employee required to track their attendance (time) shall accurately record this information appropriately when performing approved work for the Company. Many of these Non-Exempt classified employees shall track their time worked each shift using the Company's time tracking system, currently BambooHR. An app for the time tracking system is available for iOS or Android devices. To track time worked, employees can use an internet-connected device while on or outside the Company's premises as appropriate.

Select here for assistance on getting started with BambooHR Time Tracking >

Timesheets can be viewed by employees, their immediate superior, and other appropriate management from the system's web portal or the mobile app.

Individuals with the employment status of Contractor, and sometimes Temporary, shall either use the time tracking solution(s) provided by their actual employer or temporary employment agency or Dow’s time tracking system. If use of the employment agency is used, then these employees shall follow their organization's time tracking policies as appropriate. Any employee who must track their time with an unapproved method shall receive permission from their direct superior before proceeding.

Notice when timesheets will be due for a particular pay schedule will be submitted via an automated email within twenty-four (24) hours from the time tracking system before required. In addition, management can institute a written mandate, at their discretion, requiring the need for their employee(s) to confirm the accuracy and completeness of timesheets before this previously mentioned deadline. This optional written mandate can preferably be incorporated into department- / team- specific policy or procedure, though an email or other written communication may also suffice; this mandate can be assigned on a good-faith individual or group basis.

Errors and Missing Data

If an electronic time tracking error occurs (e.g., forgot to clock out for lunch), employees shall promptly notify either their direct supervisor/manager or HR and request an edit/correction of their timesheet in writing (Email or Teams). If electronic time tracking is unavailable before or within a shift, employees shall then appropriately maintain and complete the Backup Time Tracking Record throughout the remainder of their shift. Copies of this form will generally be kept in common facility areas, as supplies last; employees can otherwise print this document from the link above or retrieve the matching file stored within the Company's Human Resources Information System (HRIS), currently BambooHR. Employees shall return this handwritten record to their direct superior by the end of the shift. An employees immediate superior shall then promptly:

Record this information manually within the time tracking solution;
Upload a copy of the Backup Time Tracking Record within the employee's Time Tracking Supplemental Records folder, located within the Documents tab of their HRIS profile; and
- The filename for this document SHALL BE formatted as YYYYMMDD Backup Time Tracking Record.pdf
Responsibly destroy the Backup Time Tracking Record's hardcopy.

If an error or missing data is not reported by this time, an employee may experience issues with their payroll, including compensation and paid time off (PTO) accrual discrepancies. Inaccurate timesheets that are not reported or inadequately processed can result in disciplinary action for either the employee or their direct superior as appropriate. Employees that fail to add or report missing time before timesheets are due may not receive payment for this time until a subsequent payroll date.

Breaks

When working conditions permit, non-exempt employees working a full day (around 8 hours) are eligible for a paid fifteen (15) minute break during the first half of the shift and a fifteen (15) minute break during the second half of the shift. Non-exempt employees working a half-day (around 4 hours) will generally be eligible for only one paid fifteen (15) minute break during the shift. All paid breaks shall be scheduled, and employees should keep to the planned break(s) as much as possible; however, exceptions may apply on a case-by-case basis. Paid breaks are a benefit offered by the Company and are neither entitled nor guaranteed unless following federal or state law.

Employees should consult with a direct superior to determine when permitted to take breaks. Any employee seeking an additional break shall receive prior approval from an immediate superior before proceeding. Extra breaks are only allowed on an unpaid basis. Employees are not permitted to leave the Company premises on break unless previously approved by a direct superior. If permitted to leave the premises, non-exempt employees are required to go on unpaid breaks.

Employees may only engage in personal activities during break or a meal period. This includes but is not limited to excessive personal discussions with off-the-clock coworkers, non-work-related communications via phone call, text message, or any other communication services, and personal internet usage on employee-owned equipment.

Meal Period

A meal period is required by Dow for non-exempt employees working a full day (around 8 hours). Meal periods shall last a minimum of thirty (30) minutes and up to a maximum of ninety (90) minutes. All meal periods shall be scheduled, and employees should keep to the scheduled meal period as much as possible. When requesting a shorter or longer meal period than planned, all employees shall receive prior approval from a direct superior before taking a shorter or longer meal period. If the extended meal period is over fifteen (15) minutes longer than scheduled, the employee shall submit a time off request as soon as practicable. In situations where an employee cannot keep to the scheduled meal period due to unavoidable circumstances (e.g., late due to bad traffic), they shall notify a direct superior immediately. Upon arriving, the employee can then retroactively submit a time off request if their arrival was fifteen (15) minutes after the scheduled end of the meal period.

Overtime

Non-exempt employees are entitled to their regular pay rate and one-half (1.5) for each hour of approved overtime worked beyond forty (40) hours in a given week. For example, an employee with a regular rate of $10.00/hour would have an overtime rate of $15.00/hour. Exempt employees are not entitled to overtime pay. The Fair Labor Standards Act (FLSA) determines employees' exempt versus non-exempt employment classification and mandates the overtime rate.

No overtime work is to be performed, except in case of business need and only when approved by the employee's direct superior within one (1) day in advance; employees are generally expected to work no more than eight (8) hours a day unless necessary. Non-exempt employees are responsible for keeping up with their timesheets from their BambooHR mobile app for iOS or Android devices or from the web portal. Employees with the employment status of Contractor, and occasionally Temporary, which do not use the Company's time tracking solution shall use the time tracking tools provided by the actual employer or temporary employment agency to determine when approaching overtime.

Upon an employee's notice of impending overtime, a direct superior will determine whether to approve of overtime or make a temporary/permanent change in the employee's upcoming shift(s) to prevent overtime from being reached. Non-exempt employees with a Full-Time employment status that exceeds overtime, whether approved or not, will be compensated for overtime worked. Meanwhile, non-exempt employees with an employment classification of Contractor and some Temporary are paid according to their actual employer or temporary employment agency policies and procedures.

All non-exempt employees can expect a reduced paid break for the subsequent week(s) in which unapproved overtime was obtained. For every minute of unapproved overtime, an employee will lose one and one half (1.5) minutes of paid break for the following week(s). For example, if a Full-Time employee working five (5) days a week gathers sixty (60) minutes of unapproved overtime, then that employee will lose ninety (90) minutes of paid break for the following week. Employees will also be denied Paid Time Off (PTO) accrual for the amount of unapproved overtime. If unapproved overtime occurs during both weeks of a bi-weekly pay cycle, the employee may lose all PTO accrued for that cycle (both for regular hours and unapproved overtime worked).

Repeated occurrences where an employee fails to report their exceeding overtime status promptly or when management is regularly forced to adjust an employee's shift to prevent overtime shall result in disciplinary action, up to and including termination of employment.

Tardiness

Any employee not ready for work fifteen (15) minutes after their scheduled shift begins is considered tardy. However, employees are not permitted to repeatedly be late to work within the fifteen (15) minute window without consequences.

The Company recognizes that situations arise which hinder punctuality. Regardless, excessive instances of being late to work, tardiness, or absenteeism are not permitted and may result in disciplinary action, up to and including termination of employment.

Excessive or Repeated Tardiness (outside of the 15 minute window after your scheduled start time) is defined as more than an average of 3 tardy events per a 30 day period.
Excessive or Repeated Tardiness (inside of the 15 minute window after your scheduled start time) is defined as more than an average of 6 events per a 30 day period.

Job Abandonment

The Company expects employees to report to work on time for every scheduled shift. An employee who cannot appear to work at the designated time is required to notify their direct superior generally one (1) hour before the start of the shift but no later than their scheduled start time. Employees who fail to report to work for three (3) consecutive business days without notifying the Company shall be considered a voluntary resignation due to job abandonment.

If the employee cannot contact the Company for any absence, they should ask a representative (such as a family member or friend) to do so on their behalf. For example, suppose the employee or their representative cannot contact the Company due to extreme circumstances (such as a medical emergency or natural disaster that prohibits the employee or their representative from notifying the Company within three (3) days). In this case, they should contact the Company when practicable to explain. The employer can consider the explanation and timing in extreme circumstances to determine whether the voluntary resignation is upheld.

Telecommuting

Telecommuting allows employees to work from home, on the road, or in a satellite location for all or part of their workweek. The Company considers telecommuting a viable, flexible work option when both the employee and the job are suited to such an arrangement. Telecommuting may be appropriate for some employees and positions, but not for others and is by no means an entitlement; it is not a Company-wide benefit and does not change the terms and conditions of employment with the Company, including at-will.

Procedures

Telecommuting can be:

Informal
- Such as temporarily working from home due to inclement weather or natural disaster, public health emergency, or special projects.
Formal
- Such as a set schedule of working away from the workplace as further described below.

Either an employee or their direct superior can suggest telecommuting as a possible work arrangement.

A formal telecommuting arrangement will be trial-based for up to the first three (3) months and could be discontinued for any reason and during any time per the telecommuter or the Company. Every effort should be made to provide at least thirty (30) days' notice of such change to accommodate commuting, child care, and other issues that may arise from the termination of a telecommuting arrangement. However, there may be instances when at least thirty (30) days' notice is neither possible nor appropriate.

Expectations

When telecommuting, employees shall:

Work their full, typical schedule;
Attend all required meetings in a virtual capacity;
Achieve the same level of production as within the Company facility or job site;
Maintain equivalent availability for a colleague and client communications, manager or supervisor questions, etc.;
Be available online and by phone for the duration of their usual workday, minus meal and break periods;
Respond promptly to interactions from clients, colleagues, or manager/supervisor via the Company's unified communication and collaboration platform (e.g., Teams), text message, email, or phone;
Remain within working space(s) that are suitable for their job responsibilities;
- e.g., office positions would generally require sedentary, quiet environments with stable connectivity to the internet.
Take all required meal periods as if they were in the office;
Communicate consistently regarding their workload and status (break, lunch, working on a project, etc.);
Follow all Company policies and procedures; and
Refrain from using alcohol or illegal drugs.

Eligibility

Employees requesting a formal telecommuting arrangement shall be employed with the Company for a minimum of twelve (12) months of continuous employment and have a satisfactory performance record.

Before entering into any telecommuting agreement, the employee and their manager or supervisor, with the assistance of the Company's Human Resources (“HR”) department, will evaluate the suitability of such an arrangement and review the following areas:

Employee Suitability

An employee's direct superior will assess the needs and work habits, compared to customarily recognized traits appropriate for successful telecommuting.

Job Responsibilities

The employee and their direct superior must discuss the job responsibilities and determine the appropriate telecommuting arrangement.

Equipment Needs, Workspace Design Considerations, and Scheduling Issues

The employee and their manager or supervisor will review the physical workspace needs and the appropriate location for telecommuting.

Tax and Other Legal Implications

The employee must determine any tax or legal implications under Internal Revenue Service (IRS) regulations and statutory laws, along with restrictions of working out of a home-based office.
- Responsibility for fulfilling all obligations in this area rests solely with the employee.

If the employee and their direct superior agree, and the Company's Human Resources ("HR") department concurs, all parties will sign a telecommuting agreement. A three (3) month trial period will then commence.

Evaluation of telecommuter performance during the trial period should include:

Routine interaction between the employee and their direct superior via the Company's internal electronic communication system (i.e., Microsoft Teams), email, or phone;
Weekly online conferencing or face-to-face meetings shall also occur to discuss work progress and problems.

At the end of the trial period, the employee and their direct superior shall each complete an evaluation of the arrangement and make recommendations for continuance or modifications. Evaluation of telecommuter performance beyond the trial period will be consistent with that received by employees working at the office in both content and frequency. Still, it will focus on work output and completion of objectives rather than on time-based performance.

An appropriate level of communication between the telecommuter and their direct superior will be agreed to as part of the discussion process and more formal during the trial period. As the trial period is due to end, the telecommuter and their direct superior will communicate at a level consistent with employees working at the office or in an appropriate manner and frequency for the job.

Equipment

The telecommuter and Company management shall determine the appropriate equipment needs for each agreement (including hardware, software, modems, phone and data lines, and other office equipment). The Company's Human Resources ("HR") and Information Technology ("IT") departments can serve as resources in this matter. Equipment provided by the organization will be maintained by the Company, while equipment supplied by the employee, if deemed appropriate by the Company, will be supported by the employee. The Company accepts no responsibility for damage or repairs to employee-owned equipment. However, the Company reserves the right to make determinations as to appropriate equipment, subject to change at any time. Equipment supplied by the Company is to be used for business purposes only. The telecommuter shall verify their loaned assets inventory remains up-to-date within the Company's Human Resources Information System (HRIS), currently BambooHR, and also agrees to take appropriate action to protect the items from damage or theft. Upon termination of employment, all Company property shall be returned to the company unless other arrangements have been made.

The Company will supply the employee with appropriate office supplies (pens, paper, etc.) as deemed necessary. The Company will also reimburse the employee for business-related expenses, such as shipping costs, that are reasonably incurred for carrying out the employee's responsibilities.

The employee will establish an appropriate work environment within their home for work purposes. The Company will not be responsible for costs associated with the employee's home office setup, such as remodeling, furniture, lighting, and repairs or modifications to the home office space.

Security

Consistent with the Company's information security expectations for employees working at the office, telecommuting employees will be expected to protect the proprietary organization and customer information accessible from their home office. Steps include using locked file cabinets and desks, regular password maintenance, and other measures appropriate for the job and the environment.

Safety

Employees are expected to maintain their home workspace safely, free from safety hazards. The Company will provide each telecommuter with a safety checklist that must be completed at least twice per year. Injuries sustained by the employee in a home office location due to their regular work duties may be covered by the Company's workers compensation policy. Telecommuting employees are responsible for notifying the employer of such injuries as soon as practicable. In addition, the employee is liable for any injuries sustained by visitors to their home worksite.

Telecommuting is not designed to be a replacement for appropriate child care. While an individual employee's schedule may be modified to accommodate child care needs, the focus of the arrangement must remain on job performance and meeting business demands. Prospective telecommuters are encouraged to discuss their expectations with family members before entering a trial period.

Time Worked

Telecommuting employees who are not exempt from the Fair Labor Standards Act (FLSA) overtime requirements will be required to record all hours accurately worked using the Company's approved time tracking system, currently BambooHR. Hours worked more than scheduled per day or workweek requires the advance approval of the telecommuter's direct superior. Failure to comply with this requirement may result in the immediate termination of the telecommuting agreement, along with additional disciplinary action.

Ad Hoc Arrangements

Temporary telecommuting arrangements may be immediately approved and processed for circumstances such as inclement weather or natural disasters, public health emergencies, special projects, or business travel. These arrangements are supported on an as-needed basis only, with no expectation of ongoing continuance.

Other informal, short-term arrangements may be made for employees on family leave to the extent practical for the employee and the organization and with the consent of the employee's health care provider as appropriate.

All informal telecommuting arrangements are made on a case-by-case basis, focusing first on the Company's business needs.

Traveling

The Company shall pay Non-Exempt employees for their travel time when:

Traveling to different worksites during a scheduled shift;
Traveling to a different city and returning the same day;
- Time spent traveling during the workday is eligible for compensation, regardless of an employee's scheduled shift; the Company may deduct time for a home-to-work commute.
Traveling requires an overnight stay during a scheduled shift; and
Driving is required by the employer.
- Employees opting to drive versus using other means of public transportation (i.e., airplane, train, bus, etc.) when offered by the employer are not eligible for payment.

The Company shall not pay Non-Exempt employees for their travel time when:

On an employee's home-to-work commute; and
Traveling requires an overnight stay outside of a scheduled shift.

Non-Exempt employees performing work for the Company at any time shall be eligible for compensation (i.e., preparing Keynote/PowerPoint presentation, reviewing emails, etc.). Employees are to receive prior approval from their direct or indirect superior before performing work duties outside their scheduled shift.

When traveling, Non-Exempt employees shall track their time worked and eligible travel time using the Company's time tracking system on their personal or Company-owned mobile device, currently BambooHR. When pay is provided, suitable time spent traveling is considered time worked and shall be included when determining overtime pay obligations.

Religious Accommodation

The Company respects all employees' religious beliefs and practices and will consider, on request, observances when a reasonable accommodation is available that does not create an undue hardship on the organization's business functions.

Requesting a Religious Accommodation

An employee who seeks a religious accommodation must submit a written request to the Company's Human Resources (“HR”) department. The written request shall include the type of religious conflict (e.g., job, shit(s), dress code, etc. ) and the employee's suggested accommodation. A considered accommodation is not limited to a change in job responsibilities, using paid leave or leave without pay, or allowing an exception to Company or department-specific dress codes that otherwise do not affect safety requirements.

Providing Religious Accommodation

The Company's Human Resources ("HR") department will evaluate the request and consider whether:

Work conflict exists due to a sincerely held religious belief or practice; and
Accommodation is available and reasonable, which would not create an undue hardship on the organization's business functions.

The Company's Human Resources ("HR") department will provide notice regarding the decision and provide instruction on when the reasonable accommodation may take effect if accepted by the employee and Company.

Low-Need Scheduling

The Company appreciates the great value of its employees (i.e., its human capital). However, to retain human capital through economic downturns, and in an attempt to soften the impact of such downturns on employees, the Company has adopted this policy to address scheduling during low-need periods for non-exempt hourly employees.

If scheduled staff exceeds staffing needs, a direct superior may need to reduce hours temporarily. These temporary reductions in hours (low-need time) will be used in blocks of one hour or more based on seniority and will not result in the loss of benefits. Low-need time is typically unpaid time unless payment is required by state or law.

Procedures for Low-Need Time

If the direct superior is aware far enough in advance of the diminished need for staff, or the reduction involves a shift currently being worked, they will first request volunteers to relinquish their shift(s).
If no volunteers are forthcoming or the situation does not lend itself to asking volunteers, the direct superior will assign low-need time based on seniority within the same job classification unless specific skills are needed.
- The least senior employee scheduled on a shift may be required to take low-need hours unless they possess a necessary skill level that others cannot match.
- If more low-need hours are necessary, the reduced schedule can be assigned to the next least senior person scheduled for that shift as long as they unless they possess a fundamental skill level that cannot be matched.
Low-need time can also be used for shifts currently being worked when staffing needs decrease during the shift.
- Such low-need time will also be assigned based on seniority.
Before assignment of low-need time, the direct manager will explore the possibility of floating the employee to another unit or area for which the employee is oriented and qualified.
Employees who are assigned low-need time before the commencement of a shift will be given a minimum of two hours' notice.
Employees who have reported for a shift and are assigned low-need time will be paid a minimum of two hours or the time worked, whichever is greater.
- If a state or local law has other requirements, the Company will follow state or local law guidelines.
Low-need hours are to be noted on an employee's digital timesheet to give appropriate credit for benefit purposes.
Employees are encouraged to use available paid time off (PTO) for low-need hours.

Use of Company Facility or Location for Non-Work Related Functions

Company facilities and locations are intended primarily for use by employees in conjunction with business purposes. However, some exceptions will be allowed as defined below.

Facilities may be requested for birthdays, baby and wedding showers, retirement parties, and other similar events if they are given for the benefit of current employees.
In all cases, requests for use of a Company facility(s)/location(s) should be submitted to Human Resources.
- Requests will be approved or denied within five (5) business days.
- Where use of facilities creates conflict among other employees, such use may be prohibited.
Employees using a Company facility(s)/location(s) are expected to abide by general housekeeping rules.
Employees who misuse or damage a Company facility(s)/location(s) will be held responsible under the Company's disciplinary policy.

Workplace Gambling

The Company prohibits most forms of gambling in the workplace, including professional or organized gambling activities. Where federal, state, or local laws allow, the Company may allow exceptions to this policy for organization-sponsored events supporting charitable or fundraising causes.

Employees must seek the approval of the Company's Human Resource department before engaging in any gambling activities. Failure to comply with this policy may result in disciplinary action, including possible termination of employment.

The Company's Human Resource ("HR") department ensures that the organization complies with all applicable federal, state, and local gambling laws.

Political Activities

The Company encourages employees to participate in political activities. However, participating in these activities is expected to be conducted outside the workplace. Therefore, the following political activities are prohibited from being performed while on duty:

Demonstrating;
Counting or recounting votes;
Circulating petitions;
Soliciting votes or contributions at any time in any working area;
Conducting or participating in opinion polls;
Fundraising; and
All other activities that are not considered part of the employee's regular duties.

Employees may request a paid or unpaid time off event to conduct such activities.

Select here to view the Company’s time off policies and procedures >

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