Non-Exempt Employee Attendance Policy

Purpose: This policy outlines the attendance expectations for Non-exempt employees at Norfolk GM Auto Center (aka Norfolk Motor Company, NMC). Attendance is critical to the success of the dealership and employees are expected to work as scheduled and to be on time. However, in the unforeseen circumstances where an employee is required to miss work, NMC will hold employees accountable per this policy.

Scope: This policy applies to all employees who are classified as hourly or commissioned. This policy does not apply to absences that are covered by FMLA or other State or Federal Law.

Definitions:

  • Time Clock: Refers to the time on the employee time clock. This clock shall be the clock time of record for all attendance considerations
  • Tardy: indicates arrival at work between 3 and 59 minutes past the scheduled start time of a shift. Tardies can apply at the beginning of a shift and can apply to lunch hours.
  • Partial Day Absence: Any absence from work for one hour up to one full day. Partial day absences can apply at the beginning of a shift and can apply to lunch hours.
  • Unscheduled Absence: An absence in which limited notice is given to NMC that the employee will not be present.
  • No Call No Show: NCNS occurs when an employee fails to contact his or her direct manager within 1 hour of the start of their shift when they will be absent.
  • Scheduled Absence: an absence with a minimum of 24 hours advanced notice where approved time off can be given to the employee. Vacation is included as a schedule
  • Occurrence: Multiple missed days for the same reason (i.e. illness). Consecutive day’s absence will be looked at as one unscheduled occurrence.

Communication:

Employees are required to speak to their direct manager if calling in absent and may not relay the message through another employee. In the event that the employee’s direct Manager is not present, the employee must continue attempting to reach their direct manager or that person’s manager or leave a detailed voice message on the Manager’s phone.

Allowances:

NMC allows no more than 8 attendance points in any given 12 month period. Points are accrued as follows:

Occurrence type / Point Value
Tardy / ½ Point
Partial day absence / ¾ point
Full Day Unscheduled Absence / 1 point
Subsequent full day absences in one occurrence / ½ point
No Call No Show – NCNS / 7 points

After three months of perfect attendance without the accrual of any attendance points, the oldest point on the attendance calendar or the employee point balance if that balance is less than one point, will roll off of the attendance calendar. Otherwise points roll off one year from the accrual of that point.

Flexible Schedules

Department Managers can adapt an employee’s schedule to accommodate situations that result in attendance infractions to allow the employee to work an adjusted schedule without accruing attendance points. Such changes should be documented.

Flexible scheduling must not interfere with the staff requirements to meet our customer expectations.

Coaching and Correction

Managers will document each occurrence and coach the employee so that the employee is aware of the occurrence. This documentation will take place on the employee attendance calendar.

Typical Corrective Action:

  • First Formal Written warning will be issued to the employee after 2 points are accrued without benefit of any roll-off.
  • Final written warning will be issued after accrual of 6 attendance points
  • Separation occurs after the employee accrues 8 points in any given year.
  • Accrual of 2 or more points in any 30 day period will result in the escalation of the corrective action process and will result in a Final warning, with one more point resulting in discharge.
  • NCNS – An employee will immediately be placed on a Final warning.
  • 2 Consecutive NCNS – NMC will consider the employee to have abandoned his or her job and a voluntary separation will be processed as a Job Abandonment.

Exceptions:

The Dealer has the ability to make point exceptions to this policy based on human need or other extenuating circumstances. All exceptions shall be documented. Management reserves the right to change or alter this policy in any way.

Norfolk Motor Company (NMC)

Non-Exempt Employee Acknowledgement Form

I have read the NMC Attendance Policy and have had an opportunity to ask any questions I may have. I further understand that if I have any questions about the interpretation or application of any policies contained in the Handbook, I should direct these questions to the Department Manager, Dealer, or other designated member of management.

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Employee SignatureDate

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Manager SignatureDate