HR 235AP Attendance Procedure PDF - Choctaw Nation of Oklahoma

Here is the converted markdown output of the document: # TW HR 235AP Attendance Procedure Choctaw Nation of Oklahoma - Tribal Wide ## 1. PURPOSE 1.1 The purpose of this procedure is to provide the process for administering the TW HR 235A Attendance Policy. ## 2. SCOPE 2.1 This procedure applies...

Here is the converted markdown output of the document: # TW HR 235AP Attendance Procedure Choctaw Nation of Oklahoma - Tribal Wide ## 1. PURPOSE 1.1 The purpose of this procedure is to provide the process for administering the TW HR 235A Attendance Policy. ## 2. SCOPE 2.1 This procedure applies to all Choctaw Nation of Oklahoma (CNO) Associates involved in the attendance process for hourly non-exempt associates in Head Start, Child Care, Gaming, Hospitality, Travel Plaza, Country Marketplace, Food and Beverage (F&B), Dispatch, and any other hourly non-exempt associates who are stationed/officed at a casino location regardless of division. ## 3. EXCLUSIONS 3.1 The following associates are excluded from the requirements of this procedure and shall comply with TW HR 235 Attendance Policy: 3.1.1 Temporary and Per Required Need (PRN); 3.1.2 Human Resources (HR); 3.1.3 Information Technology (IT); 3.1.4 Back of House (BOH) associates as designated and approved in writing by the associate's Senior Director; and 3.1.4.1 Written approval will be provided to the HR Department, the associate, and the associate's immediate supervisor. 3.1.5 Exempt associates. 3.1.5.1 Exempt associates will work a regular schedule as determined by their area/division. 3.1.5.2 Exempt associates will call in following their department's procedures and be at their workstations on time. ## 4. PARENT POLICY 4.1 TW HR 235A Attendance Policy ## 5. RESPONSIBILITIES 5.1 The Choctaw Nation of Oklahoma has established clear lines of responsibility in relation to the use of this procedure. These responsibilities are as follows: 5.1.1 All associates shall comply with this procedure and any other applicable policies, procedures, laws, and/or regulations of the Choctaw Nation of Oklahoma. All associates shall report observed instances of material noncompliance to the proper channels in accordance with applicable policies, procedures, laws, and/or regulations. Violation of these responsibilities shall result in disciplinary action up to and including termination of employment and/or legal/criminal actions as deemed necessary. 5.2 All associates and vendors are responsible for reviewing and complying with all laws, rules, regulations, and compacts related to tribal gaming including, but not limited to, the National Indian Gaming Commission (NIGC) Minimum Internal Control Standards (MICS), the Choctaw Nation Gaming Commission (CNGC) Tribal Internal Control Standards (TICS), and the Choctaw Nation Division of Commerce System of Internal Control Standards (SICS). 5. 3 Records Management 6. 3. 1 Records relevant to this procedure must be stored either electronically or manually with availability upon request to authorized individuals. ## 6. PROCEDURE 6.1 General 6. 1. 1 Associates are responsible for being at work on time every day they are scheduled to work including their regular shift and any mandatory meetings/trainings. 7. 1. 1. 1 If an associate is required to attend a mandatory meeting/training outside of his/her regular work hours, management will give the associate reasonable notice of no less than seven (7) days. 8. 1. 1. 1. 1 If an associate has a scheduling conflict, they will notify management as soon as possible. 9. 1. 1. 1. 1. 1 Management will work with the associate to find another date for the associate to attend the mandatory meeting/training. 10. 1. 1. 1. 1. 1. 1 The new date will occur no later than ten (10) days from the original date. 11. 1. 1. 2 Time spent attending mandatory meetings/trainings is considered time worked, and management will ensure the time is reflected on the associate's timecard. 6.1.2 Paid and Unpaid Leave are benefits provided to associates, and associates will submit time off requests in accordance with applicable policies, procedures, laws, and/or regulations. 6.1.2.1 Supervisors/managers will make an attempt to accommodate time off requests; however, there will be instances when it is not possible. 6.1.2.2 Associates who are denied time off and still miss work may be subject to disciplinary action. 6. 1. 2. 3 Refer to TW HR 209 Paid and Unpaid Leave of Absence Policy and applicable procedures for further information. 7. 1. 3 Unless physically unable to do so, associates will personally notify their supervisor/manager as soon as possible, but no later than the start of their shift or as required by their department, if they unexpectedly miss work. 8. 1. 1 When associates are going to be late or absent, they are expected to speak directly to his/her supervisor/manager via a phone call. 9. 1. 1. 1 With department approval, texting the supervisor/manager is allowed rather than a phone call, but a response/text from the supervisor/manager is required acknowledging receipt of the text. 10. 1. 1. 2 If an acknowledgement response/text is not received from the supervisor/manager, associates will need to speak directly to their supervisor/manager via a phone call. 11. 1. 2 When an associate fails to report to work and does not provide notice to his/her supervisor/manager as required by the department, the associate is considered to have a No Call - No Show (NCNS). 12. 1. 1. 1 Two (2) consecutive NCNS are considered job abandonment and a voluntary resignation of employment. 13. 2 Blackout Dates 14. 1 Blackout Dates are predesignated dates, often inclusive of major holidays and/or events resulting in high business demands. 15. 2 Associates are scheduled on Blackout Dates to ensure business needs and Guest service standards are met during high-volume events as determined by the General Manager (GM), Senior Director, and/or equivalent at each location. 16. 1. 1 Management will communicate each Blackout Date throughout the applicable location no less than two (2) weeks prior to such Blackout Date. 17. 1. 2 Blackout Dates will be designated for the day in its entirety and cannot be limited to a specified timeframe/block of hours within the applicable date. 18. 1. 3 Blackout Dates apply to the entire property for which it is designated and cannot be limited to specified departments. 19. 1. 4 With the applicable supervisor's/manager's approval, preapproved time off is permitted on designated Blackout Dates. 16. 3 Attendance Classification 17. 1 Absences and tardies will be classified as No-Fault or At-Fault. 18. 1. 1 No-Fault absences/tardies occur when an associate misses work due to pre- approved paid/unpaid leave or for a reason set forth in the No-Fault Circumstances section below. 1. 1. 1 If the first day of an absence is determined to be No-Fault, sequential absences for the same reason will be classified as No-Fault. 2. 1. 2 Example: Associate is taken to the hospital by ambulance due to a medical emergency. The associate is admitted into the hospital for three (3) days and is absent from work for those three (3) days. The associate calls in and informs management of the situation. 3. 1. 1 The day the associate was taken to the hospital is a No- Fault absence because it was a medical emergency and as the first day of an absence was determined to be No-Fault, the subsequent three (3) absences are also No-Fault. 4. 1. 2 The associate calling in has no bearing on the classification of the absence. 19. 1. 2 At-Fault absences/tardies occur when an associate misses work for any other reason. 20. 2 No-Fault Circumstances 21. 1 Although an attendance occurrence may be classified as No-Fault, the associate may be disqualified from a Perfect Attendance Incentive Program for the corresponding quarter. 22. 1. 1 Perfect Attendance Incentive Programs will be approved or denied by the division's top-ranking executive or officer. 22. 2 No-Fault Circumstances are when an associate is absent/tardy due to: 23. 1. 1 Pre-approved paid and/or unpaid leave; 24. 2. 2 Associate or a qualifying family member involved in an emergency (including a medical emergency) as defined by this procedure; 25. 1. 1 Documentation is required regarding the emergency. 26. 1. 2 Associates will submit a note explaining the emergency with any supporting documentation to the HR Department within one (1) calendar week of the incident. 27. 3 An assigned HR Representative will: * 6. 1. 1 Forward the documentation to Central Timekeeping (CTK); and * 6. 1. 2 Work in collaboration with CTK to review the circumstances of the incident and determine whether the attendance occurrence is No- Fault or At-Fault. * 6. 1. 1 If the decision of the Timekeeping Department is disputed, the Executive Officer (EO) of the HR Department will make the final determination. 28. 3 Suspension; 29. 4 Choctaw Family Medical Leave (CFML); 1. 1 Associate eligibility for CFML will be determined according to TW HR 206 Choctaw Family Medical Leave (CFML) Policy. 2. 2 CFML documentation will be completed within a timely manner, as identified in the TW HR 206P Choctaw Family Medical Leave (CFML) Procedure. 3. 3 Requests to adjust any attendance points issued by the timekeeping system related to CFML will be submitted to the HR Department by the associate's supervisor/manager within two (2) weeks of CFML designation via TW HR 234F Attendance Corrections for Previous Pay Periods Form. 4. 4 An assigned HR Representative will forward the pertinent information to CTK within two (2) weeks. 30. 5 Worker's Compensation absences; and/or \ 31. 6 Associate sent home by management and/or the HR Department. 32. 3 If an associate is absent/tardy due to a No-Fault Circumstance, the associate's supervisor/manager will reclassify the associate attendance occurrence to remove any points incurred for the absence/tardy. 33. 1. 1 No-Fault attendance occurrences are determined by the reason for the absence/tardy not on whether an associate calls-in. 6.2. 3 At-Fault Circumstances * If an associate has a non-emergency injury or illness requiring him/her to miss work and provides verifiable documentation from a medical provider to his/her supervisor/manager of the same as soon as possible but no later than immediately upon return to work: * Associates will receive: * 1 One (1) point for the first day of the absence; and * 2 Zero (0) points for second and sequential days immediately following the first day of the absence. * Receipt of the verifiable documentation will result in the second and sequential days immediately following the first day of the absence being entered as "Attendance Medical" in Kronos. * Failure to provide the required documentation for the second and sequential days immediately following the first day of the absence will be entered as "Attendance Consecutive Absence" in Kronos. * If an associate has a non-emergency injury or illness requiring him/her to miss work and does not provide verifiable documentation from a medical provider of the same as soon as possible but no later than immediately upon return to work: * 1 Associate will receive: * 2 One (1) point for the first day of the absence; and * 3 One-half (0.5) point for second and sequential days immediately following the first day of the absence. * The first day of the absence is entered as "Attendance Absence" in Kronos, and the second and sequential days immediately following the first day of the absence are entered as "Attendance Consecutive Absence". * If an associate's qualifying family member(s) has a non-emergency injury or illness requiring the associate to miss work to care for the family member, and the associate provides verifiable documentation from a medical provider of the same as soon as possible but no later than immediately upon return to work: * 1 Associate will receive: ○ One (1) point for the first day of the absence; and ○ One-half (0.5) point for second and sequential days immediately following the first day of the absence. * 2 Receipt of the verifiable documentation will result in the second and sequential days immediately following the first day of the absence being entered as "Attendance Medical" in Kronos. ○ Failure to provide the required documentation for the second and sequential days immediately following the first day of the absence will be entered as "Attendance Consecutive Absence" in Kronos. * If an associate's qualifying family member(s) has a non-emergency injury or illness requiring the associate to miss work to care for the family member, and the associate does not provide verifiable documentation from a medical provider of the same as soon as possible but no later than immediately upon return to work: * 1 Associate will receive: * One (1) point for the first day of the absence; and * One-half (0.5) point for second and sequential days immediately following the first day of the absence. * 2 The first day of the absence is entered as "Attendance Absence" in Kronos, and the second and sequential days immediately following the first day of the absence are entered as "Attendance Consecutive Absence". * Absences/tardies due to circumstances beyond the associate's control could still be considered At-Fault Circumstances, including but not limited to absences/tardies due to: * 1Train stopping traffic; * 2 Vehicle issues (dead battery, flat tire, etc.); * 3Traffic; *4 Traffic violation; *5 Utility outages (electricity, water, etc.); and 6. 6 Being arrested and/or in jail. 1. 4 Attendance Corrections * All attendance corrections, including any due to a shift bid, will be submitted to CTK within thirty-five (35) days of the date of the absence. * Associates have the ability to dispute an attendance occurrence being classified as At-Fault. * 1 Associates will submit attendance corrections via the TW HR 234F Attendance Corrections for Previous Pay Periods Form to their supervisor/manager or the HR Department within thirty (30) days of the applicable incident date. * 1 Management will submit the completed TW HR 234F Attendance Corrections for Previous Pay Periods Form to CTK within five (5) days from receipt of the form. * In order to remove attendance points for situations not otherwise addressed by the TW HR 235A Attendance Policy or this procedure, the Executive Director (ED) of the HR Department is permitted to approve attendance corrections. * Management will notify the associate of any submitted corrections. * 1 Upon receiving notice, associates who wish to have a copy of the submitted TW HR 234F Attendance Corrections for Previous Pay Periods Form will inform management. * 1 Management will provide the associate with a copy upon request. 2. 5 Shift Swap * If an associate finds someone to cover his/her shift prior to the beginning of the shift (typically referred to as a "shift swap"), the associate will ensure the following: * Approval of the "shift swap" is obtained from the supervisor/manager prior to the shift; and *Supervisors/managers will not approve "shift swaps" which would result in overtime (OT), unless the swapped OT would be incurred by swapping associate. * The "shift swap" is documented properly on a completed TW HR 234F Timekeeping Form. * Supervisors/managers may require the signed TW HR 234F Timekeeping Form prior to approving the change. * Once a "shift swap" has been approved, the associate agreeing to work the shift will be held accountable for any attendance issues. 3. 6 Fraudulent Documentation * Submitting fake, false, or altered documentation to support an attendance occurrence will be subject to discipline for behavior and conduct and may result in immediate termination. * Refer to the TW HR 202 Associate Behavior and Conduct Policy for further information. 4. 7 Timekeeping System Points * The timekeeping system issues and records attendance points for absences and tardies but does not issue points when an associate is not at work because they are out on approved leave. * Supervisors/managers will reclassify attendance occurrences in the timekeeping system if an associate was absent/tardy due to a No-Fault Circumstance to remove any attendance points. * 1 Associates have a zero (0) point balance in the timekeeping system at the beginning of their employment with CNO. *. 2 Attendance points "roll off" or expire in the timekeeping system one hundred and eighty days (180) after the incident date. *. 3 Once any point expires, it is no longer reflected in the associate's current total point balance. 5. 1 The number of attendance points recorded by the timekeeping system for At-Fault absences/tardies is outlined in Appendix #11.1: Attendance Occurrences. 6. 8 Attendance Credits * Associates with points for At-Fault absences and tardies may have the opportunity to earn point credits to off-set their attendance points by working extra hours/shifts within their department. * Any associate who works a full, regular unscheduled day or shift (double) will receive one (1) point credit. * 1 Shift and/or day swaps approved by completing TW HR 234F Timekeeping Form do not qualify. * 1 A shift swap requested by management due to business needs must have completion of the TW HR 235AF Attendance Credit Approval Form in order for the associate to receive credit for working a regular unscheduled shift. *Associates earning a credit will not be eligible for OT if given a different day off to counteract the credit. 6. 2 Shift(s) picked up through Virtual Roster (VR) must have completion of the TW HR 235AF Attendance Credit Approval Form. * A full, regular unscheduled shift would be for the shift the associate is working. **Example:** Jeffery normally works a ten (10) hour shift but fills in for Julie whose shift is only eight (8) hours. Jeffery receives one (1) point *credit.* * Any shift worked to earn a point credit must be approved by department managers, or their designees, prior to the start of the shift. * Any associate who works at least two (2) hours but less than a full, regular unscheduled shift will receive one-half (½) point credit. 6. 1 When business needs require associates to stay a few hours later, they will earn one-half (½) point credit. *Example: *Julius is scheduled to work from 7:00am to 3:30pm and leaves at 6:30pm. He receives one-half (½) point credit. * Associates who come in late and stay over to make up work or time do not earn the credit. *Example: *Jill is scheduled to work from 10am to 4pm but comes in at 12pm and leaves at 6pm. She does not qualify for a credit. * Associates who come in early and are allowed to leave early do not earn the credit. *Example: *James is scheduled to work from 10am to 4pm but comes in at 8am and leaves at 2pm. He does not qualify for a credit. * Associates cannot bank credits for future use. * Kronos will not allow an associate to have a negative point balance. 7. 9 Attendance Notification Process * Supervisors/managers will: * Use the progressive attendance notification process to address an associate’s attendance issues when the associate reaches certain point levels (as set forth below); and * Complete all steps and requirements of the progressive Attendance Notification Process as outlined below before terminating an associate. * Attendance notifications are provided by the timekeeping system and will be used by supervisors/managers to identify when an attendance conversation is necessary. * Supervisors/managers will document each step of the process. * **Step One – Verbal Warning*** * When an associate reaches three (3) points, Kronos automatically generates an Attendance Performance Notification. * Supervisors/managers will issue the Verbal Warning and complete the TW HR 235AF Attendance Points Meeting Form. * Supervisors/Managers will: * Issue the Verbal Warning; *Use the opportunity to remind the associate of CNOS TW HR 235A Attendance Policy, TW HR 206 Choctaw Family Medical Leave (CFML) Policy, and the TW HR 209 Paid and Unpaid Leave of Absence Policy; * Coach their associates and help identify any underlying issues negatively affecting their attendance pattern; and * Offer help and/or solutions to help associates meet their work schedule if possible. * Supervisors/managers will have the associate sign the Attendance Notification Form and the TW HR 235AF Attendance Points Meeting Form and take it to their assigned HR Representative. * The HR Representative will scan/upload the documented verbal into the associate’s personnel file. * **Step Two – Written Warning*** * When an associate reaches six (6) points, Kronos automatically generates an Attendance Performance Notification. * Supervisors/managers will issue the Written Warning and complete the TW HR 235AF Attendance Points Meeting Form. * Supervisors/managers will inform the associate he/she is trending in a negative direction and his/her attendance is becoming a serious concern. * Supervisors/managers will have the associate sign both the Attendance Notification Forms and the TW HR 235AF Attendance Points Meeting Form and take them to their assigned HR Representative. *. The HR Representative will scan the write up and the TW HR 235AF Attendance Points Meeting Form into the associate’s personnel file. * **Step Three** – Final Warning *When an associate reaches nine (9) points, Kronos automatically generates an Attendance Performance Notification. Supervisors/managers will issue the Final Written Warning and complete the TW HR 235AF Attendance Points Meeting Form. When issuing a Final Warning, the supervisor/manager and the supervisor’s manager (or their designee) will participate in the discussion with the associate. Supervisors/managers will notify the associate his/her attendance has reached an unacceptable level, and the importance of it being corrected immediately. :Supervisors/managers will have the associate sign both the Attendance Notification Forms and the TW HR 235AFAttendance Points Meeting Form and take them to their assigned HR Representative. *.The HR Representative will scan the write up and the TW HR 235AFAttendance Points Meeting Form into the associate’s personnel file. * Step Four – Termination * This step occurs after the Verbal Warning, Written Warning, and Final Warning have all been issued, and the associate’s attendance continues to be unacceptable. * When an associate’s point balance in the timekeeping system meets or exceeds ten (10) points, Kronos automatically generates a Termination Request. * Termination requests will be submitted by department management and reviewed by an assigned HR Representative before the termination of the associate. * Department management, working in conjunction with the HR Department, has some discretion when extenuating circumstances occur. *:Supervisors/managers will complete the TW HR 235AF Justification for 10/10+Attendance Points Form for associates not termed at ten (10) or more points and send the form to the HR Department to become a permanent part of the associate’s HR file. 7. Example: Associates’ points accelerated so quickly the manager didn’t have time to issue all the required warnings/disciplinary actions before the associate reached ten (10) points. 8. Example: Something going on in the associate’s personal life (i.e., marriage, divorce, spouse changed shifts) affecting their current schedule. Designated HR Associate and manager working to get associate transferred to a different position because the current job cannot accommodate his/her new needs. 9. Example: Any of the previous disciplinary notices not signed by the associate or witnessed by another manager when a designated HR Associate reviews for final termination. * *Attendance Notification Action Time Frame* * The progressive steps in the Attendance Notification Process will be completed within one- hundred eighty (180) days. This means a total of four (4) notification actions will occur within this period. * An Attendance Notification Action can be taken up to fourteen (14) days after the attendance incident unless there are extenuating circumstances, and the Regional Human Resource Manager (HRM) approves an extension. * Example: Jackson has been repeatedly late, and he is coached by his manager about correcting this behavior. The next week, on January 1st, he is forty-five (45) minutes late. His manager decides to issue a Verbal Warning. Jackson’s manager has fourteen (14) days, until January 15th, to issue the action. If the Attendance Notification Process has begun with an associate and a step is no longer within the required time frame, the last valid step will need to be repeated to continue the process. * **Example:** Jane’s attendance continues to be an issue. She has been late several more times and now has a couple of At-Fault absences. Jane’s manager decides to continue the disciplinary process. * January 1st – Jane received a Verbal Warning. Her attendance issues did not improve, * February 2nd – Jane receives a Written Warning. Her attendance issues did not improve, * March 1st – Jane receives a Final Warning. Jane’s attendance gets better for a little while, and she has no issues for a couple of months. She is late to work again in July. The Verbal Warning was issued over one hundred and eighty (180) days ago, so Jane’s manager issues another Final Warning on August 1st. August 15th – Jane leaves work early without approval, and her manager decides they have no other option but to issue a termination notice. Jane’s manager issues the termination notice on the same day. All steps have now been completed within a one hundred and eighty (180) day period, and Jane is terminated from the CNO. * Exceptions to the `Attendance Notification Action Time Frame`