Time Off
As a further benefit to employees, Dow Aero (“Company”) offers a comprehensive time off policy that accounts for an abundance of situations that its employees may encounter. The following can assist you in identifying the requirements for requesting time off and the types available, along with accrual and holiday schedules.
Requesting Time Off
Requests for paid or unpaid time off are to be submitted by employees via the Company’s Human Resources Information System (HRIS), currently BambooHR. Any submission of a time off request is to include the date(s) and the appropriate amount of hours/workdays for time off, with an included brief explanation on the reasoning for requesting time off (e.g. vacation, physician appointment, inclement weather, early closure, etc.). Additionally, for partial day time off events, employees shall include a time-range in which they are expected to be away from work.
Select here for support on submitting a time off request in BambooHR >
Upon receiving a time off request submission, an employee’s direct manager or supervisor, or acceptable designee, is responsible for impartially reviewing and making a determination within forty-eight (48) hours. Time off requests may be approved or denied due to numerous circumstances that include Company resources and workforce requirements, individual or departmental job tasks or responsibilities, along with volume of previous time off taken by a specific employee.
In the event a direct manager or supervisor, or acceptable designee, has not made a determination on a time off request after forty-eight (48) hours of a request being submitted by an employee, appropriate personnel within the Company’s Human Resources (“HR”) department are automatically alerted to an outstanding time off request by the Company’s HRIS. These HR department personnel may:
Attempt to reach out to the employee’s direct manager or supervisor, or acceptable designee, to gather or advise of a determination being required;
Notify an employee’s indirect manager to receive a determination; or
Process the request with their own determination.
Employees are expected to receive approval for leave before partaking in any time off event. In situations where limited notice for a time off request is necessary, an employee may use additional means of written communication (e.g. text message, instant message, etc.) to receive a prompt determination from a direct manager or supervisor, or acceptable designee; verbal determinations for time off may be gathered (i.e. face-to-face communication or a phone call), but only when absolutely necessary. Regardless, employees are responsible for ensuring that their time off records are accurate within the Company’s HRIS, which may include retroactively requesting time off for events that occurred before the actual date and time of the submission.
In the event a previously approved time off request needs to be changed or cancelled, employees can generally perform this task on their own before the date of leave arrives. However, if the previously approved time off request for the date has arrived or passed, then employees shall notify a member of the Company’s HR department to request a change or cancellation be made to the time off event.
Employees that take time off for requests that have not received prior approval may have their leave treated as an unexcused absence. Unexcused absences are considered attendance issues and may be subject to disciplinary action, up to termination of employment. In any situation where an unexcused absence has occurred for a time off event that was not previously approved, an employee’s direct manager or supervisor, or acceptable designee, are to approve the appropriate time off requests and include a comment of an “Unexcused Absence”.
Select here to view attendance policies and procedures for additional details >
Minimum Notice
Employee time off requests shall be submitted as soon as it’s known that time away from work will need to be taken, but generally before:
One (1) hour from the start of a scheduled shift for medical or childcare complications, along with transportation issues.
Employees should request time off within the Company’s HRIS and notify their direct manager or supervisor, or acceptable designee, through other means of written communication.
e.g. text message, instant message, etc.
A physician’s note may be required for this type of absence to be excused.
One (1) week from the day of a scheduled appointment.
A physician’s note may be required for this type of absence to be excused.
Two (2) weeks from the start of a leave event which is five (5) business days or less.
One (1) month from the start of a leave event which is above six (6) business days.
While the Company makes every effort to be flexible in approving time off requests that comply with these requirements, meeting the minimum notice does not guarantee each request can be approved. Documentation may be required from employees prior to or after an absence occurs in order for the event to be considered an excused absence.
Be aware, specific time off types below may have different minimum notice requirements if identified. Company Holidays do not count as business days.
Time Off Blackout Periods
Situations that arise where the Company is required to blackout periods that prevent time off request from being approved are to be kept to an absolute, as-needed basis only, and shall be promptly announced once determined a necessity. Time off blackout periods can be instituted on a per team or departmental basis, up to an organization-wide event. Employees that previously requested and were approved for time off prior to a time off blackout period being announced will be exempt from the required working period. Modifications to previously approved time off requests that occur after a time off blackout period has been announced and that interferes with this period are not to be accepted by the Company.
Delays and Closures
The Company attempts to remain open for the entirety of normal business days, however, where extraordinary circumstances require, the Company reserves the right to close a facility or job site with limited notice. In situations where a delay or closure has been determined by appropriate management, employees are notified as soon as possible via a pre-recorded phone call and/or text message from the Company’s Emergency Notification System. Notice of a delayed start of a shift or a full-business day closure will generally be provided two (2) hours in advance of the start of a shift. Notice of an early closure will generally be provided thirty (30) minutes in advance.
Closed
If the facility or job site is closed for a partial or full day:
Exempt employees shall receive their regular pay for the date of the closure.
Expected to request available paid time off (PTO), or make up for time lost either from home or by working additional time at the facility or job site.
Exempt employees may be required to receive prior approval from their manager or supervisor regarding the desired method for making up time lost.
Non-Exempt employees shall not receive their regular pay for the date of the closure unless capable and approved to work from home by a manager or supervisor.
Employees may request paid time off (PTO) for the date of the closure or reclaim hours missed by working from home or working additional time at the facility or job site when prior approval is granted by their manager or supervisor.
Employees wishing to work during any full or partial day closure shall request and receive prior approval from their manager or supervisor before traveling to a Company facility or job site.
Open
If the facility or job site remains open during events such as adverse weather:
Employees may be provided an excused absence if notice is provided in the Company’s Emergency Notification System.
Exempt employees shall receive their regular pay, but:
Are required to request paid time off (PTO), or make up time lost later within the next seven (7) calendar days by working additional time at the facility or job site.
Non-Exempt employees shall not receive their regular pay.
May request available paid time off (PTO).
If no excused absence notice is provided, then employees are otherwise expected to report to work at the beginning, and throughout, their schedule shifts.
Paid Time Off (PTO) Types
Paid Leave for Exempt Employees
The Company provides a Paid Leave time off type for Exempt employees that maintain an employment status of Full-Time.
Paid Leave for Exempt employees is provided at a committed rate per pay period that is determined by the length of employment; accrual adjustments may occur during extended periods of leave. These amounts are determined by levels, which are pictured below.
Paid Leave for Exempt employees is transferable to other employees upon review by personnel within the Company’s Human Resources (HR) department. Exempt employees must use all available Paid Leave accruals before most unpaid time off types may be used; exemptions for this requirement include unpaid, but protected Jury Duty Leave and Military Leave upon request from the employee, to the Company’s Human Resources (HR) department. In the event of an employment termination, for any reason, compensation for unused Exempt Paid Leave will be added to the final payroll up to the employee’s current Paid Leave accrual or one-hundred twenty (120) hours, whichever is less.
Paid Leave for Non-Exempt Employees
The Company provides a Paid Leave time off type for non-exempt employees that maintain an employment status of Full-Time.
Non-Exempt Paid Leave is accrued for every eligible hour worked, with the accrual rate dependent on the length of employment. These amounts are determined by levels, which are pictured below.
Non-Exempt Paid Leave is transferable to other employees upon review by personnel within the Company’s Human Resources (HR) department. In the event of an employment termination, for any reason, compensation for unused Non-Exempt Paid Leave will be added to the final payroll up to the employee’s current Paid Leave accrual or one-hundred twenty (120) hours, whichever is less.
When Paid Leave Does Accrue for Non-Exempt Employees
When Paid Leave Does Not Accrue for Non-Exempt Employees
Wellness Leave
Employees that maintain an employment status of Full-Time and that have at least three (3) months of continuous service with the Company are entitled to receive a committed rate per year (prorated for new employees) that is determined by the length of employment. These amounts are determined by levels, which are pictured below.
Wellness Leave for Exempt Employees
Wellness Leave for Non-Exempt Employees
Employees may request this leave type to attend to a physician visit or injury/illness care for themselves, their partner, or any family member (including in-laws and adopted family members). A physician’s note may be required for a Wellness Leave absence to be excused.
Wellness Leave is not transferable to other employees, nor does it carryover to the following calendar year. Additionally, Wellness Leave may not incur a negative balance. In the event of an employment termination, for any reason, accruals for unused Wellness Leave will not be added as compensation to the final payroll.
Employees shall submit time off requests for this type of leave as soon as possible, but generally no later than at least one (1) hour in advance of their shift, via the Company’s Human Resources Information System, currently BambooHR.
Volunteering Leave
Starting delayed indefinitely due to COVID-19. Come back later for more information…
Employees that maintain an employment status of Full-Time or Part-Time and that have at least six (6) months of continuous service with the Company are entitled to receive a committed rate per calendar year of Volunteering Leave. This committed rate is up to:
Eight (8) hours if maintaining an employment status of Full-Time.
Four (4) hours if maintaining an employment status of Part-Time
The Company will have a selection of approved charitable organization partners that employees may choose from. To request a partner you’d like to have available, send a request via email to hr@dowaero.com.
Volunteering Leave is not transferable to other employees, nor does it carryover to the following calendar year. In the event of an employment termination, for any reason, accruals for unused Volunteering Leave will not be added as compensation to the final payroll.
Employees shall submit time off requests for this type of leave a minimum of two (2) weeks in advance via the Company’s Human Resources Information System, currently BambooHR.
Floating Holiday Leave
Employees that maintain an employment status of Full-Time and that have at least six (6) months of continuous service with the Company are entitled to receive eight (8) hours (prorated amount for new employees) of Floating Holiday Leave each calendar year.
This leave type may only be used for the following:
Supplement to Company Holiday;
i.e. day before/after a holiday or weekday before/after a holiday.
National Holiday or Observation (U.S. or Non-U.S);
e.g. Martin Luther King Day, Indigenous Peoples Day, Veterans Day, Chinese New Year, etc.
Religious Holiday;
Religious Observance; or
Work Anniversary.
Floating Holiday Leave is not transferable to other employees, nor does it carryover to the following calendar year. Additionally, Wellness Leave may not incur a negative balance. In the event of an employment termination, for any reason, accruals for unused Floating Holiday Leave will not be added as compensation to the final payroll.
Employees shall submit time off requests for this type of leave a minimum of two (2) weeks in advance via the Company’s Human Resources Information System, currently BambooHR.
Voting Leave
The Company believes that it is the responsibility and duty of employees to exercise the privilege of voting in elections. In accordance with this philosophy, the Company will grant its employees approved time off to vote if necessary due to work schedules and for periods of service as an election official.
Time Off for Voting
Full-Time employees who meet all of the following requirements are elegible to receive up to two (2) hours of paid time off (PTO) for voting in an election:
Begin work less than three (3) hours after the polls open; and
End work less than three (3) hours before the polls close.
Any employee requesting leave for voting shall submit their request within the Company’s Human Resources Information System, currently BambooHR, no later than twenty-four (24) hours before the start of an election. The Voting time off request shall include:
Desired time to vote; and
Polling location’s address.
Although the provided desired time to vote shall be considered, the employee’s direct manager may ultimately determine the exact time an employee is permitted to vote, upon requesting and receiving council from Human Resources department personnel. Should extenuating circumstances arise while voting, that will result in any employee going beyond their scheduled voting time off period, the employee shall notify their direct manager as soon as possible.
Proof must be provided in order for time off to be paid; employees may simply show their “I Voted” sticker to Human Resources personnel to fulfill this requirement.
Time Off for Election Service
Employees who are chosen to serve as election officials at polling sites will be permitted to take time off to serve in this capacity. Employees shall submit their requests a minimum of two (2) weeks in advance of an election via the Company’s Human Resources Information System, currently BambooHR. Leave is granted on an unpaid basis unless as in accordance with federal, state, and local laws.
Unpaid Time Off Types
Family Leave
Employees that maintain an employment status of Full-Time and that have at least twelve (12) months of continuous service with the Company are to be provided leave that they may use to spend time:
Bonding and adjusting to the birth, or adoption, of a child;
Recovering from a serious injury or illness; or
Caring for a family member who suffered a serious injury or illness.
The types of Family Leave available to employees are:
Maternal Birth
Mothers are granted up to thirty (30) business days of unpaid Family Leave after the birth of their child.
Paternal Birth
Fathers are granted up to fifteen (15) business days of unpaid Family Leave after the birth of their child.
Child Adoption
Employees are granted up to fifteen (15) business days of unpaid Family Leave upon beginning to care for a newly adopted child.
Serious Injury or Illness
Employees are granted up to thirty (30) business days of unpaid Family Leave in the event themselves or a family member suffers a serious injury or illness, including:
Amputation or dismemberment.
Diagnosis of cancer, dementia, etc.
Heart attack, stroke, etc.
Loss of fetus.
Organ failure or transplant.
The Human Resources (“HR”) department may extend available Family Leave accruals for reasonable amounts of time where appropriate.
Employees are to consult with the Company’s HR department before requesting this type of leave. Upon approval, an employee’s Family Leave accrual will be manually adjusted to reflect the appropriate amount of Family Leave available within the Company’s Human Resources Information System (HRIS), currently BambooHR. Upon an appropriate accrual amount being added to their HRIS profile, the employee may request time off using the Family Leave time off type or this may be completed by the Company’s HR department.
Employees may choose to use their Exempt or Non-Exempt Paid Leave accrual, as available, in combination with Family Leave. If chosen, the leave request shall be noted that the leave event is for Family Leave.
Elected employee benefits, if any, shall continue during this type of leave. If an extended period of leave were to occur and where an employee’s payroll can no longer adequately cover the cost of the premiums they are to pay, then the premiums that were to be paid by the employee shall be deducted from their subsequent payroll(s) upon their return until the outstanding premium balance is paid in-full.
Requests for this type of leave should be made at least one (1) month before the start of Maternal or Paternal Birth, along with Child Adoption leave. Serious injury or illness leave should be requested as soon as possible. Family Leave may only be provided for one (1) occurrence per calendar year.
Jury Duty Leave
The Company understands that employees may occasionally be ordered to serve on a jury.
This leave is to be granted on an unpaid basis, unless in accordance with federal, state, and local laws. Employees may use their Exempt or Non-Exempt Paid Leave accrual, if available and desired, in combination with Jury Duty Leave. If chosen, the leave request shall be noted that the leave event is for Jury Duty Leave.
Elected employee benefits, if any, shall continue during this type of leave. If an extended period of leave were to occur and where an employee’s payroll can no longer adequately cover the cost of the premiums they are to pay, then the premiums that were to be paid by the employee shall be deducted from their subsequent payroll(s) upon their return until the outstanding premium balance is paid in-full.
Upon being summoned for jury duty, employees shall request leave as soon as possible (preferably within two (2) weeks) within the Company’s Human Resources Information System (HRIS), currently BambooHR. A copy of jury summons and/or orders shall be provided to the Company’s Human Resources department.
Military Leave
Employees called to active military duty, military reserve, or National Guard service are eligible to be approved for time off under the Uniformed Services Employment and Reemployment Rights Act of 1994.
This leave is to be granted on an unpaid basis, unless in accordance with federal, state, and local laws. Employees may use their Exempt or Non-Exempt Paid Leave accrual, if available and desired, in combination with Military Leave. If chosen, the leave request shall be noted that the leave event is for Military Leave.
Elected employee benefits, if any, shall continue during this type of leave. If an extended period of leave were to occur and where an employee’s payroll can no longer adequately cover the cost of the premiums they are to pay, then the premiums that were to be paid by the employee shall be deducted from their subsequent payroll(s) upon their return until the outstanding premium balance is paid in-full.
Requests for Military Leave are to be submitted within the Company’s Human Resources Information System, currently BambooHR, as soon as possible once employees have received their report to duty orders. A copy of report to duty orders shall be provided to the Company’s Human Resources department.
Family Medical Leave Act (FMLA)
Dow Aero provides eligible employees a leave of absence in compliance with the provisions of the Family and Medical Leave Act (FMLA) 29 C.F.R. § 825. FMLA is designed to enable employees to balance their work responsibilities with the demands of caring for family members or in the event of serious personal illness or injury. FMLA leave is classified as unpaid leave by federal statutory definition. However, Wellness/Sick and Paid Time Off leave can and will be used concurrently with FMLA leave. With proper documentation, eligible employees may receive up to 12 weeks of unpaid leave in a 12-month period.
Non-FMLA Leave of Absence
Non-FMLA Leave of Absence, a.k.a Non-FMLA Leave, may be requested by employees or initiated by the Company’s Human Resources department upon the necessity of a time off event that requires an extended period of leave for an employee of over thirty (30) business days in combination of any other paid or unpaid time off type identified above.
Upon initiation of a Non-FMLA Leave event, an employee’s Paid Leave and Wellness Leave accrual shall be exhausted. Employee benefits elected during the calendar year (if available) shall be withdrawn and coverage terminated on the last day of the month, five (5) business days after an Non-FMLA Leave event began and when in accordance with applicable federal, state, or local laws, along with regulatory requirements. Combined leave events may continue for a maximum of twelve (12) continuous weeks. Employment with the Company shall be terminated upon reaching twelve (12) continuous weeks of leave or earlier (as necessary), whether temporarily or permanently.
Any request for Non-FLMA Leave shall be submitted within the Company’s Human Resources Information System, currently BambooHR, as soon as possible, but generally within thirty (30) days before this type of leave is necessary.
Paid Time Off Rewards
The Company offers an option for management and supervisors to reward eligible employees with additional Paid Leave when requested fairly and within reason. For example, instances in which this reward may be offered could result from an employee having to work excessive hours on a project or when maintaining a suburb performance. This option may also be used as a hiring incentive for new hires and reinstated employees.
Management may request Paid Time Off Rewards within the Request a Change button on their employee’s Human Resources Information System (HRIS) profile, currently BambooHR. Submitted requests will be reviewed and discussed as appropriate before status is determined for a request. Approved requests shall generally have the updated number of hours added to the employee’s Paid Leave accrual within one (1) week.
Company Holidays
The Company observes the following holidays on a paid basis for employees that maintain an employment status of Full-Time.
Select to view the Company calendar >
Remote Work / Business Travel
All employees working away from Dow Aero premises during the normal work week are required to log their remote work hours via Bamboo. If you are an hourly (non-exempt) employee, you will still need to clock in/out via Bamboo as well as log any remote work time via this method. This includes business travel as well as working from home. This is to more clearly communicate to the whole Dow Aero team who is onsite at any given time.
The following criteria must be met before participating in this type of work:
You must enter your Work Offsite time (for any time worked outside of Dow premises) in Bamboo. The request will route to your direct supervisor/manager in Bamboo. You must wait for their approval before working remotely. Approvals can also be made by HR as warranted.
You MUST place a note on your request in Bamboo stating:
Where you will be working.
What days/hours you are working.
If this is a business trip, please list which project/trade show/etc. you are working on.
Once you have followed the criteria above, your request will load onto the Dow Aero “Who’s Out” calendar and on the home page of Bamboo.
(Within the regular timeframe it takes for Bamboo to communicate with Dow’s calendar.)
Entering Work Offsite time in Bamboo
You will enter this time in the same manner you would enter any other leave request (ie: PTO, Wellness, or Unpaid leave.) This is accomplished by either using the Request Time Off button on your Bamboo Home Page or by going to your Time Off tab in Bamboo.
Enter the date(s) you will be working offsite.
Enter the Time of type of Work Offsite
Enter the number of hours you will be working offsite.
Enter your Note
Click Save