QMS STANDARDS
CONTROLLED DOCUMENT: WI-FSG-1051
BUSINESS UNIT:
ABM Facility Solutions Group 152 Technology, Irvine, CA 92618
STANDARD TYPE:
Work Instruction
PROCEDURE TITLE: Attendance and Time Off Policy
AREA: Human Resources TYPE OF PROCEDURE: Transition and Validation
DOCUMENT NUMBER: WI-FSG-1051 REVISION: 2.3
PROCEDURE STATUS IMPLEMENTED DATE REVISION DATE
Released 06/11/13 06/11/13
UNLOCK DOCUMENT TO EDIT BEYOND THIS POINT
1.0 PURPOSE/SCOPE ABM Facility Solutions Group (FSG) values all its employees and is committed to providing everyone with a benefits package that is comparable with today’s industry standards. We believe in providing all employees with adequate time to rest, relax, and enjoy personal pursuits. This Work Instruction (WI) provides employees with the policies relative to absence management, specific to vacation time only. This WI supports the Transition and Validation Phase (SOP-0055) of our Master Business Process. 2.0 RESPONSIBILITIES 2.1 TASK RESPONSIBILITIES It is the responsibility of all the employees of FSG and its divisions and operating units to understand and abide by all provisions of this policy. It is the responsibility of all hiring supervisors and managers to review this policy with their new hires. All existing FSG employees at the time of this policy’s release will be provided an electronic copy of this policy through a policy release announcement. 2.2 APPROVAL / ESCALATION RESPONSIBILITIES The Senior Director of Human Resources is the point of escalation for all matters contested in this Work Instruction. 3.0 PROCEDURE (SOP OR WI STEPS) The Company grants paid vacation time to all regular, full-time, staff and management employees. Temporary employees do not accrue vacation benefits, nor do employees who work less than 30 hours per week. Employees are encouraged to schedule sufficient time off for relaxation to promote physical and mental health. Vacation may be taken by employees at times that best meet the requirements of the Company and the employee. Absences are to be scheduled in advance with supervisory approval. The supervisor will
Procedure Title: Attendance and Time Off Policy
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QMS STANDARDS
CONTROLLED DOCUMENT: WI-FSG-1051
resolve any conflicts that arise in requests for vacation time based on operating need. Unscheduled absences are strongly discouraged except in emergency situations. 3.1 Eligibility 1. Vacation accrual will begin on the first day of employment. 2. Regular, part-time office staff and management employees working less than thirty (30) hours per week shall not be eligible to earn paid vacation. Full-time, office staff and management employees working thirty (30) or more hours per week shall accrue prorated vacation on the same basis as their regularly weekly scheduled hours. 3. Vacation time shall be taken in half day or full day increments, subject to the business needs of the Company. 4. Union Employees will be bound by terms of the specific Collective Bargaining Agreement associated with applicable bargaining unit. 5. Employees covered by Service Contract Act or Davis-Bacon Act will follow the applicable guidelines established in that contract.** 3.2 Absence Management It is the responsibility of all management personnel to be familiar with the provisions of this WI and to accurately track and report all vacation time taken by themselves and their staff members. For the offices and/or departments that are using an Absence Management solution on the Portal, it is the responsibility of the HR director for the respective division or operating unit to ensure that the relevant employees are using the solution for all absence requests and manager approvals. To view a list of current users of the Absence Management solution on the Portal, please visit this link: https://portalexternal.thelincgroup.com/abmfs/HR/default.aspx
3.3 Vacation Allowance The following table details the standard vacation allowance based on tenure with ABM. In certain instances, vacation allowance can be adjusted for business need, with approval of the Divisional Human Resources Leader. Length of Service
Maximum Annual Allowance
Monthly Accrual
Less than 5 years
10 Days
.83
5 – 14 Years
15 Days
1.25
15+ Years
20 Days
1.67
3.3.1
Post-Acquisition Exceptions After the acquisition of The Linc Group (now known as ABMFSG) on December 1, 2010, exceptions to the consumption of accrued vacation will be accepted within three years of acquisition, subject to business needs. The following exceptions will be allowed based on this policy: 
An employee who resides in a state other than those allowed to rollover unused vacation (see Section 3.6 below) will be allowed to rollover his/her unused vacation up to three years after the acquisition, with prior approval from his/her direct supervisor.
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QMS STANDARDS
After December 1, 2013, any further exceptions to ABM’s policy must be approved by the FSG Senior Director of HR.
3.4 Early Vacation Access To enable employees to schedule and take their vacations, ABM permits employees to use their annual vacation allowance before it is actually accrued. For example, if an employee’s annual vacation allowance is 10 days per year, the employee can, with supervisor approval, take a week’s vacation in January and a week off in April, even though that time is not yet fully accrued. This is called “Early Vacation Access.” In the event of employee termination from ABM, any time taken before it was accrued will be reconciled on the employee’s final check, where allowable by state law. 3.5 Full Utilization Policy For employees living in states other than California, Maryland, Montana, Nebraska and Puerto Rico To promote and support employees’ ability to take full advantage of their annual vacation time, employees under the Full Utilization policy must use all of their annual accrued vacation in the calendar year in which it is earned. Accrued vacation will not be carried over into the following calendar year. 3.6 Vacation Carry-over and Accrual Policy For employees living in California, Maryland, Montana, Nebraska and Puerto Rico The Company provides vacation to employees with the expectation that they will take time off for relaxation and return to work refreshed and energized. As such, the Company expects all vacation allowances to be used in the year earned. Notwithstanding this policy, employees may accrue a maximum total of five (5) days more than their Annual Vacation Allowance. Upon reaching the maximum annual vacation allowance plus five (5) days, employees will stop accruing vacation time until their accrual falls below the maximum accrual. 3.7 Exceptions to Vacation Allowance 1. Vacation allowance will only accrue for each calendar month in which the employee actively works for at least one-half of their regularly scheduled hours. (any extended leave of absence time will not be credited toward vacation accrual). However, employees will continue to accrue vacation time when they are off due to vacation or on sick leave. 2. Employees joining the Company as a result of an acquisition may receive service credit for their years of service with the acquired organization, subject to the conditions of the asset purchase agreement. 3. Employees rehired within three (3) years of their separation from the Company will be given full service credit for the purpose of determining their vacation accrual allowance. 4. If there is an increase or decrease in the scheduled hours of an employee, his/her vacation accrual will be calculated proportionately. The employee may still take the same number of days’ vacation based on their years of employment (providing that they have not dropped
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QMS STANDARDS
below thirty (30) hours per week); however, their vacation pay will be adjusted to reflect their normal hours currently worked. 3.8 Pay in Lieu of Vacation Employees will not receive pay in lieu of taking vacation, except in the event of termination, subject to state law. 3.9 Records Responsibility Both exempt and non-exempt employees should report, within five (5) days of the close of the payroll period vacation taken in that pay period. Each Department Head or Branch Manager will be responsible for assuring that vacation taken is reported in a timely manner and shall maintain accurate records of the vacation taken. See Section 3.2 to review the use of an Absence Management solution to track vacation requests and approvals. The Payroll Department or local business operation will be responsible for maintaining vacation balance records based on the most recent report of time taken. This record keeping varies based on business line.
*A paid vacation policy of ABM subsidiaries, regions and branches within subsidiaries may vary subject to the specific needs of the lines of business, thus part-time, temporary or hourly employees may not be eligible for this benefit. Applicable collective bargaining agreements may also supersede existing policy. **On any government contracts to which the labor standards of the SCA apply, holiday and/or vacation fringe benefit requirements are stated in the SCA wage determinations. On any government contracts to which the labor standards of the Davis-Bacon and Related Acts apply, holiday pay and/or vacation pay is required for specific classifications of workers only if the Davis-Bacon wage determination in the covered contract specifies such requirements for workers employed in those classifications. Company will comply with all provisions of the SCA and the Davis-Bacon Acts. 3.10
Voting Time Off
If an employee does not have sufficient time outside of working hours to vote in an official government-sanctioned election, the employee may take off sufficient working time to vote. Such time off shall be taken at the beginning or at the end of the regular working day, whichever allows for more time when combined with voting time available outside of working hours. Under these circumstances, an employee will be allowed a maximum of two (2) hours on the Election Day without loss of pay. The employee shall give his or her supervisor at least two (2) days’ notice that time off to vote is needed.
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3.11
QMS STANDARDS
Workers’ Compensation Leave
A workers’ compensation leave of absence may be granted to an employee who is temporarily totally disabled from working due to “work-related” injury or illness. The term “work-related” injury is defined by state law. REPORT CLAIMS BY TELEPHONE WITHIN ONE (1) BUSINESS DAY TO THE CLAIM HOTLINE, 1888-840-4148. For further information, contact the ABM Risk Management Department. The start date for a workers’ compensation leave is always the first day of temporary total disability, and the end date is the last day authorized by the treating physician or the calendar day prior to the date the employee returns to work. After ninety (90) days of continuous workers' compensation leave, an employee will be placed on inactive leave. Workers’ compensation leaves of absence will run concurrently with Family & Medical Leave Act ("FMLA") leaves of absence for employees with a FMLA qualifying health condition (refer to Family & Medical Leave of Absence Policy). The Company is not liable for workers’ compensation payments for any injuries arising out of voluntary participation in any off-duty recreational, social or athletic activity not constituting part of the employee's work-related duties. Benefits While on Concurrent Workers’ Compensation/FMLA Leave Company-paid health and welfare benefits will be continued for up to three (3) months during a workers’ compensation/FMLA leave as long as the employee continues to pay the employee portion of the premium (the employee's contribution). Return to Work A return to work from a workers’ compensation leave requires a written release signed by the treating physician, specifying the date the employee can return to work. The employee should notify the Company as soon as the return date is known. Modified-duty assignments may be available to employees who have been injured on the job. ABM's Branch Claim Coordinators, Regional Risk Managers, Human Resources Department, or Corporate Risk Management Department will help coordinate an employee's efforts to facilitate modified duty. An employee may elect to use any available FMLA leave in lieu of taking a modified-duty assignment, providing that the employee “is unable to return to the same or equivalent job” (29 CFR Part 825, Family and Medical Leave Act of 1993; Final Rule, Section 825.207(d)(2) ). For additional information on workers' compensation, refer to Workers' Compensation Claim
Management Manual available from your Regional Risk Manager. 3.12
Changes to this Policy:
FSG reserves the right to make changes to this policy at any time for any reason and will communicate any changes in advance of the change.
Procedure Title: Attendance and Time Off Policy
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QMS STANDARDS
CONTROLLED DOCUMENT: WI-FSG-1051
3.11 Inquiries If any questions or requests for information arise, please contact your divisional HR Manager or Director. 4.0 SPECIAL DEFINITIONS THE FOLLOWING TERMS ARE REFERRED TO IN THIS STANDARD; TO VIEW THE DEFINITION OF EACH TERM PLEASE CLICK ON THE TLG LEXICON LIBRARY LINK: LEXICON LIBRARY TERM Accrual Collective Bargaining Agreement FMLA, Family & Medical Leave of Absence Full Time Employees Master Business Process Regular Part Time Employees Standard Operating Procedure FSG, Facility Solutions Group Work Instruction 5.0 ASSOCIATED REFERENCE DOCUMENTS THE FOLLOWING DOCUMENTS PROVIDE ADDITIONAL INFORMATION: DOCUMENT NAME SOP-0055 Transition and Validation
LOCATION QMS Links: QMS Released Library: SOP’s
6.0 ASSOCIATED KNOWLEDGE DATABASE THE FOLLOWING KNOWLEDGE DATABASES PROVIDE ADDITIONAL INFORMATION: KNOWLEDGE DATABASE Labor Standards Enforcement: State of California
LOCATION
Labor Standards Enforcement: State of Texas Labor Standards Enforcement: State of Virginia
http://www.twc.state.tx.us/ui/lablaw/paydaylaw_faq.pdf
Procedure Title: Attendance and Time Off Policy
http://www.dir.ca.gov/dlse/FAQ_Vacation.htm
http://www.doli.virginia.gov/whatwedo/labor_law/lla_p2.ht ml
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CONTROLLED DOCUMENT: WI-FSG-1051
7.0 ASSOCIATED TOOLS THE FOLLOWING TOOLS MAY BE REQUIRED FOR COMPLIANCE TO THIS STANDARD: ASSOCIATED TOOLS Absence Management Solution
LOCATION https://portalexternal.thelincgroup.com/abmfs/HR/default.aspx
8.0 REVISION HISTORY REVISION (X.X) DATE OF LAST REVISION
2.3 06/11/13
LAST APPROVAL DATE
06/04/13
(MM/DD/YY) (MM/DD/YY)
DOCUMENT AUTHORS: Guy Barron
DOCUMENT MANAGERS: Melissa Cipriani
REASON FOR CHANGE:
SECTION / PARAGRAPH CHANGED
Revision
CHANGE MADE
DATE OF REVISION MM/DD/YY
1.0 1.1
All 3.1, 9.0
Initial Entry Revisions based on Elizabeth Moran’s review: 3.1: Corrected spelling of “etc.” 9.0: Corrected notification to include TLG HR representatives only
03/12/07 03/13/07
1.2
3.11, 7.0
Added section 3.11 Added link to HR issues log Revisions based on Mike Atkins’s review: Changed VP to Senior VP to be consistent with Section 3.8 Revisions based on David Whaley’s review; see review and approval record for details. Modified version, and release and approval dates Modifications to WI in accordance with ABM policy Review by Guy Barron Added section to clarify exceptions, per Ross Thompson’s request Prepare for release after final approval
03/13/07
2.2 1.3 1.4 1.5 2.0 2.1 2.2 2.3
1.0, 2.1, 3.1 8.0, 10.0 All Section 3.0 Section 3.3.1 All
03/15/07
03/20/07 03/28/07 04/18/13 04/30/13 05/28/13 06/11/13
9.0 ELECTRONIC NOTIFICATION LIST:
Procedure Title: Attendance and Time Off Policy
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CONTROLLED DOCUMENT: WI-FSG-1051
ELECTRONIC NOTIFICATIONS PLEASE CLICK HERE TO VIEW THE NAMES OF PERSONNEL CURRENTLY HOLDING THESE POSITIONS. FSG Senior VP of Human Resources FSG Chief Operating Officer Divisional HR Managers and Directors FSG Hiring Supervisors and Managers FSG General Counsel
10.0
APPROVALS
PLEASE GO TO THE LINK BELOW FOR THE ELECTRONIC RECORD OF THE REVIEW AND APPROVAL OF THIS POLICY. QMS RELEASED LIBRARY: REVIEW AND APPROVAL RECORD FIRST APPROVER NAME: GREG LUSH BUSINESS UNIT: FSG
SECOND APPROVER NAME: GUY BARRON BUSINESS UNIT: FSG
TITLE: SENIOR VP, LEARNING & QUALITY TITLE: VP, HUMAN RESOURCES SIGNATURE: ELECTRONIC APPROVAL SIGNATURE: ELECTRONIC APPROVAL
THIRD APPROVER NAME: ROSS THOMPSON BUSINESS UNIT: COO
TITLE: CHIEF OPERATING OFFICER SIGNATURE: ELECTRONIC APPROVAL
DOCUMENT HISTORY SECTION: Document Created on 03/12/07 by Melissa Cipriani Document Revised on 03/13/07 by Melissa Cipriani Document Revised on 03/15/07 by Melissa Cipriani Document Revised on 03/20/07 by Melissa Cipriani Document Modified on 03/28/07 by Melissa Cipriani Document Modified on 04/25/13 by Melissa Cipriani Document Modified on 04/30/13 by Guy Barron Document Modified on 05/28/13 by Melissa Cipriani Document Modified on 06/11/13 by Melissa Cipriani
Procedure Title: Attendance and Time Off Policy
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