Holidays

Each eligible employee will receive holiday pay for those days designated as holidays by his or her location’s General Manager. Each General Manager shall, with the prior approval of his Senior Vice President, designate the recognized holidays for his or her location within the Corporate-set maximum established and distributed each year, in advance, by the Corporate Human Resources Department. The General Manager has discretion to designate up to, but no more than, such amount and should issue the list of recognized holidays for his or her employees at the beginning of each calendar year, with a copy to his or her Vice President and/or Regional Vice President and Senior Vice President and the Corporate Human Resources Department.

To receive holiday pay, full-time employees must (i) be at work, or on an authorized/excused absence (e.g., vacation), on the workdays immediately before and immediately after the holiday; and (ii) have completed thirty (30) days of employment. If an employee does not meet such criteria, contact the Corporate Human Resources Department for approval before you withhold pay. The Corporate Human Resources Department reserves the right to verify the reason for the absence before approving holiday pay.

Full-time exempt employees receive their regular salary on holidays. Full-time non-exempt employees receive their regular rates of pay for each holiday multiplied by the number of hours they would normally be scheduled to work, up to a maximum of eight (8) hours.

Part-time employees receive holiday pay only for holidays on which they actually work, and only for the number of hours they actually work, at their regular rate of pay.

Temporary employees, and employees on leave of absence, such as FMLA, or on layoff, are not eligible for holiday pay.

You may schedule employees to work on an observed holiday. In addition to receiving holiday pay, employees also will be paid for the hours worked as if the day were a regularly scheduled workday.

If a recognized holiday falls within an employee’s vacation, the holiday is not counted as a vacation day for that employee.

To view the Holiday Schedule, please click here: Holiday Schedule

Vacation

Vacation Accrual

To provide employees with a period of relaxation away from the job each year, Sodexo Live! allows employees to earn vacation time with vacation pay. Vacation hours are earned based on hours worked (and tenure) in a vacation eligible status (Full Time, non-Union).  If for example, you were hired on as a Part Time employee, any hours worked in that Part Time status will not count towards your “years of service” for vacation accrual purposes.

*It is important to note that for vacation accrual purposes, “1 year of service” = 2080 hours worked in a vacation eligible status.  Overtime hours are not counted in calculations for vacation accrual purposes.

Employees begin to accrue vacation time in their first month of employment with the Company in which they are in a vacation eligible status.

An employee who has a break in service of 6 months or more is recognized as a “new hire” for vacation accrual purposes.

If a recognized holiday (i.e. statutory holiday or holiday recognized by Company policy) falls within the employee’s vacation, the holiday is not counted as a vacation day.

Sodexo Live! provides paid vacation for employees to take time for rest and recuperation.  Sodexo Live! encourages employees to use their available vacation time in a timely manner each fiscal year as accrued vacation does not roll over year over year, unless required by state or local law.

Vacation time does not accrue during periods of layoff of 30 days or more, leaves of absence, FMLA leave and non-work related disability, unless applicable law requires otherwise. If a recognized holiday falls within the employee’s vacation, the holiday is not counted as a vacation day.

Vacation Policy

 

Vacation Request Form

All vacation eligible employees, including SVPs, VPs, GMs, Regional Executive Chefs, Directors and Regional or Area Controllers, must use the revised Vacation Request Form to make vacation requests and submit the form to their manager for approval and processing. The vacation requests must be pre-approved by the respective manager, generally three weeks before the requested vacation. The manager may deny vacation requests if he or she determines that they interfere with the business of Sodexo Live! or are untimely submitted.  Managers also may cancel an employee’s previously approved vacation due to business demands. Employees must designate on the Vacation Request Form a company contact who will respond to business inquiries during their absence. Contact the Corporate Human Resources Department if you have any questions.

Employees involved with seasonal operations should schedule vacations during off-season periods.

Approved Vacation Request Forms must be filed in the employee’s personnel file.  Vacation requests of SMT members and employees on an Overhead account must be sent to Corporate HR and Corporate Payroll.

For the fillable fields to fit within the lines, please download the form to your PC first.

Vacation Request Form

 

Sick Days

This policy applies only to full-time employees, except those covered under a collective bargaining agreement

Covered employees are entitled to paid incidental days off because of legitimate, non-occupational illness or injury or for medical and dental appointments (“sick days”). Abuse of the incidental sick day privilege (including taking sick days in excess of those allowed under this policy) will result in disciplinary action, up to and including termination.

Covered employees are eligible to accrue a maximum bank of six (6) sick days at the rate of one-half (1/2) day per month commencing on an employee’s date of hire. Once the Maximum Accumulation is reached, the employee may not earn any further sick days until the employee uses sick days and brings his or her total below the Maximum Accumulation. Under no circumstances will exceptions to this rule be permitted. At Sodexo Live!’s request, employees must provide satisfactory medical proof of the reason for a sick day absence of two (2) consecutive working days or more, and non-exempt full-time employees must provide satisfactory medical proof of the reason for a sick day absence of three (3) consecutive working days or more before returning to work.

An exempt full-time employee who is absent from work due to illness or injury must notify his or her immediate manager as soon as possible. A non-exempt full-time employee must notify his or her immediate manager as soon as possible and at least two (2) hours prior to his or her scheduled start time. Employees taking sick days should indicate the nature of the illness or injury. In all cases, as an employee’s immediate manager, you have the discretion to treat the failure to call in as an unauthorized absence, subject to disciplinary action.

Non-exempt full-time employees who work part of their shift and are excused for the remainder of their shift by their manager because of sudden or serious illness are paid only for time actually worked, unless the employee requests the use of one of his paid sick days. If requested, the remaining number of hours to complete the work day will be deducted from the employee’s accrued sick days.

It is the responsibility of your employee to keep you informed of the progress of his or her recovery.

As a manager, you should consider whether an employee’s absence due to illness triggers the provisions of the Family and Medical Leave Act (FMLA). Contact the Corporate Human Resources Department if you have questions regarding FMLA.

Under no circumstance may covered employees receive payment for accrued, but unused, sick days.

If an employee has a pattern of sick day absences, medical proof reasonably satisfactory to the Company may be requested by the General Manager. The General Manager should contact the Corporate Human Resources Department for guidance.

 

Short Term Disability Pay

Full-Time (non-Union) employees with 1 year of service or more are eligible for company provided Short Term Disability pay at 60% of pay.

• Full-Time (non-Union) employees with under 1 year of service may enroll in Short Term Disability coverage at 60% of pay. In this case, the STD coverage is deducted from each paycheck until the employee reaches 1 year of service.
• “1 year of service” for Short Term Disability purposes includes all service time (not just service time in a Full-Time status).

Short Term Disability (STD) pay is handled by third party New York Life and employees receive STD pay directly from New York Life.  For additional information regarding STD pay, please reach out to the Corporate Human Resources team at HR.SodexoLive.Noram@sodexo.com.

 

Bereavement

Full-time employees are allowed to take paid time-off up to three consecutively scheduled workdays in connection with the death of an immediate family member (“bereavement leave”). For purposes of bereavement leave, “immediate family member” is defined as the employee’s spouse, child, parents, siblings, grandparents, grandchildren, mother or father-in-law, or brothers and sisters–in-law.

Full-time exempt employees receive their regular salary as bereavement pay. Full-time non-exempt employees receive their regular rates of pay for each bereavement day multiplied by the number of hours they are normally scheduled to work, up to a maximum of eight (8) hours per day, excluding overtime, differentials, or other types of extra compensation. You must indicate “bereavement leave” on a non-exempt employee’s time sheet.

Bereavement leave by your employees must be pre-approved by you. Employees should notify you as soon as the need for bereavement leave is known. You may request proof of death.

Full-time employees may take more than three days bereavement leave with your prior approval. Extra bereavement days should be treated as unpaid leave. You always have the discretion to deny requests for additional bereavement leave. 

A manager may approve, in his or her discretion, unpaid bereavement leave for part-time or temporary employees.

 

Jury Duty

By law in most states, the Company must grant employees time off for jury duty. Employees on jury duty may not be treated adversely because of their jury duty.

The Company will compensate full-time employees serving jury duty by paying the difference between the employee’s base pay and any compensation received from the Court for jury duty for a period of up to 30 days.

Travel, meals, parking and other expenses associated with jury duty are not reimbursed by the Company.

The employee must present the subpoena, jury notice, or “Call to Jury Duty” notification to you as soon as possible so that you can schedule coverage during the employee’s absence.

The covered employee must complete and sign the Jury Duty Acknowledgment form and return it to you, together with a statement of amounts paid by the Court for jury duty.

Jury Duty Pay Acknowledgement Form