This policy outlines the procedure for employees who wish to work part-time while on a personal vacation / or work remote for a short period of time. The goal is to ensure that work-related responsibilities are balanced with the employee’s personal time, while maintaining organizational efficiency.
Scope:
This policy applies to all employees who wish to request an exception to work during a scheduled vacation. It does not apply to all vacation requests, but only to those where an employee seeks to engage in work activities while away.
Examples:
- Staff member is accompanying their children to a livestock show or sporting event and feel that they can work part of the day from a hotel room.
- Staff member who is on vacation but wants to devote a few hours each to working.
- Staff member who is hospitalized for an extended stay and may be able to work partial time.
Policy:
- Request for Exception:
- Employees who want to work part-time during a vacation must submit a written request at least two weeks before the planned vacation. This request should specify the dates, expected hours of work, and nature of the tasks they plan to complete while away.
- Requests are submitted to the leader of the employee’s division, typically the VP or equivalent level in their department.
- Approval Process:
- The division leader is responsible for reviewing the request, considering factors such as the employee’s workload, departmental needs, and any potential impact on project timelines.
- If approved, the employee will receive written confirmation of the decision, including any specific guidelines or expectations regarding availability and communication during the period.
- Conditions for Approval:
- Approval is not guaranteed and is subject to the discretion of the division leader based on business needs and workflow during that time.
- The employee must maintain regular communication with their department during approved work periods and adhere to the agreed-upon schedule.
- Any work completed during the vacation must align with company expectations regarding quality and timeliness.
- Compensation & Time Off:
- Employees approved to work while on vacation will be compensated for the time worked based on their standard pay rate.
- Employee will use vacation time when not working.
- Time will be calculated based on Toggl.
- The division leader may require employees to take an equivalent amount of full vacation time within a specified period if working during a vacation significantly reduces their time off.
- Accountability:
- The division leader is responsible for monitoring the employee’s work progress during the vacation period.
- Employees are expected to deliver on work commitments made during the vacation period, and failure to do so may affect future approvals for similar requests.
Exceptions:
- This policy does not apply to routine or standard vacation requests where no work is planned during the time off.
- Emergency work situations requiring an employee to interrupt their vacation will be handled on a case-by-case basis by the division leader.