Daily Time and Travel Policies for Full-Time Employees
This document applies only to full-time employees, not to part-time employees.
Lunch Breaks
Full-time employees are expected to work the same seven hours per day Monday through Friday ("Normal Work Hours") plus a one-hour unpaid lunch break.
There may be times when work needs to be performed midday to accommodate a client's schedule. Therefore, some flexibility in lunchtime/break scheduling is expected of full-time employees.
For onsite work, if the employee is not required to be onsite all day, it is preferable that the employee limit break times, and/or try to coordinate breaks with time that would otherwise be idle (for example, while data is migrating). Any unused break time may be taken either after work has been completed, or on another day of the employee's choosing. Before taking such time off, the employee should confirm with the office admin that the scheduling of the time off is compatible with the needs of the Company and its customers.
In general, it is preferred that you do not take a full lunch break during onsite appointments because it inconveniences the customer if you stop work for an extended period in the middle of an assignment. You are entitled to take lunch either before or after the appointment. If the appointment goes over 2.5 hours, you may take a fifteen or twenty-minute paid break. Please add this as break time on the OSSR form.
Evening and Weekend Work
Occasionally, a full-time employee may be asked to begin work before their regular start time or to continue work past their regular end time, particularly in the case of a large onsite project. In very rare cases, a full-time employee may be asked to work on a weekend. All work time will be compensated.
Overtime
As per federal and state law, overtime is paid when the total time worked for the week exceeds 40 hours, whether the excess time occurs during the week or on a weekend. Overtime will be paid on an hourly basis and will be calculated as follows:
1.5 x regular hourly rate
Overtime is also paid for any work that must be and is authorized by management to be performed on Saturdays, Sundays or GGIT holidays.
Overtime hours must be approved by management. If Roberta is not available, then office admin and senior tech are authorized to approve overtime.
Paid holidays, paid time off (PTO), vacation, personal and sick leave hours taken by an employee, or any other form of paid time off, do not count toward the calculation of overtime, because these hours are not actually "worked" and are therefore not considered as hours counted toward overtime under the FLSA. The time employees spend working is the only time that will count towards overtime.Travel Time
For "first stop" onsite assignments, when the range of arrival begins at the start of the business day, the tech is expected to make every effort to arrive at the start of the range.
If the onsite assignment is scheduled so that the range of arrival begins within 45 minutes of the employee's normal work start time or the onsite assignment is the employee's first work of the day ("first stop"), then a full-time employee is not entitled to paid travel time for the arrival portion of travel.
If the onsite assignment ends within 45 minutes before or any time after the employee's normal work end time or the onsite assignment is the employee's last work of the day ("last stop"), then a full-time employee is not entitled to paid travel time for the return portion of travel.
Travel time is limited to travel from a reasonable distance from the Company's main office. Travel to a customer site that begins from a point outside of a 25-mile range of the Company's main office is excluded from time compensation until the employee is within 25 miles of the Company's main office. Travel from a customer site that ends at a point outside of a 25-mile range of the Company's main office is excluded from time compensation once the employee reaches a point outside of 25 miles from the Company's main office.
Mileage, Tolls and Parking
Employees receive mileage reimbursement if they travel to a customer site in their own vehicle. The amount of mileage reimbursed is based on the round-trip distance between the Company's main office and the location of the customer site. The rate per mile is 62.5 cents per mile as of September 1st, 2022.
Employees will be reimbursed for all tolls while travelling to and from the customer site. Alternatively, employee may be provided with a Company EZ Pass for use while travelling to and from customer sites. Please request one if you travel regularly for the Company.
Employees will be reimbursed for any public transportation expenses while travelling to and from the customer site.
Employees will be reimbursed for parking expenses while travelling to and from the customer site. Alternatively, employee may be provided with prepaid parking, in which case employee is expected to use the assigned pre-paid parking location. Employees should be prepared to walk up to 12 minutes from the parking location to the customer site, weather permitting."
Travel expenses are limited to travel from a reasonable distance from the Company's main office. Travel that takes place beyond a 25-mile range of the Company's main office i is excluded from mileage and toll reimbursement.
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