Mars Inc.
Timekeeping Policy (US)
(effective March 2020)
PURPOSE
Mars, Incorporated complies with its obligations to accurately record and maintain records of Associates’ time worked and to pay for hours worked as required by applicable wage and hour laws.
Applicable laws governing timekeeping apply differently to Exempt and Non-Exempt Associates and therefore require Mars policy to make distinctions between these categories of Associates. Exempt Associates are Line Managers and Associates who are not eligible for overtime. Non-Exempt Associates are Associates who are paid hourly and are eligible for overtime.
RESPONSIBILITY
Line Managers are responsible for:
- reviewing staffing requirements
- scheduling and authorizing overtime
- ensuring that overtime is offered on an equitable basis
- monitoring Associates’ time worked as recorded by punches compared to schedules
- reviewing Associates’ timecards weekly
- approving Associates’ timecards once a pay period
Non-Exempt Associates are responsible for:
- ensuring their timecard accurately reflects time worked or time away from work.
- updating their timecard on a weekly basis or, if unable, requesting their Line Manager to update it
- working overtime when requested
- informing the Line Manager of any potential conflicts that would prevent them from working the overtime
- obtaining authorization from the Line Manager prior to working any overtime
- recording and approving all time worked (including overtime) accurately
PROCEDURE
Exempt Associates
Exempt Associates are paid based on an 80-hour pay period (two-week pay period).
Exempt Associates must report exceptions from scheduled workdays (e.g. vacation, sick time, etc.) in the Timekeeping System Workforce Management tool, and updating their timecard on a weekly basis. If the Associate is unable, he/she should request Line Manager assistance in updating it on his/her behalf.
Non-Exempt Associates
All Non-Exempt Associate are assigned a base schedule. Non-Exempt Associates who wish to permanently change their base schedule must provide proper notice and obtain approval from their Line Manager.
Deviations from the Associate’s schedule are called “Exceptions.” It is the responsibility of Non-Exempt Associates and their Line Managers to ensure that all exceptions are reviewed.
All Non-Exempt Associates must report all time away from scheduled workdays, such as vacation, sick time, etc. Time off may be granted, with proper approval obtained from Line Managers and any required documentation provided. (See Attendance Policy (US) for more information).
Time worked that varies from the Associate’s base schedule, such as vacation coverage or extra shifts, must be scheduled, reviewed and approved by the Line Managers. Associates will be paid for all time worked; however, working without authorization may be subject to disciplinary action.
Associates are paid according to their start and end time clock punches recorded on their timecard.
- Non-Exempt Time Recording:
- Clocking at Start/End Time: All Non-Exempt Associates are required to clock-in/out correctly and on time at the start/end of their workday.
- Clocking in greater than 3 minutes prior to the scheduled start time or clocking out greater than 2 minutes past the scheduled end time will round to the nearest 6 minutes (1/10th of an hour) increment and may generate overtime.
- Clocking in early or out late will generate an exception, which must be reviewed by the Line Manager.
- Leaving Company Premises: All Non-Exempt Associates are required to clock out if they leave Company premises during the workday and clock back in when they return unless they were on Company business or are on a rest break.
- Approving Timecards: All Non-Exempt Associates must ensure their timecard reflects their actual hours worked or time away from work and approve their time worked every pay period. Line Managers must review and approve timecards for their Non-Exempt direct reports every pay period regardless of whether or not there are exceptions.
Associates are expected to use the timekeeping system during their regular working time to clock in and out, review their timecards, check or change schedules, review FAQs, or use training features. Any time spent using the timekeeping system during non-working time is voluntary and unpaid time. Mars provides associates access to the timekeeping system through Company equipment. Associates can also access the timekeeping system through web browsers on their personal mobile devices for their convenience.
Pay Codes in the Timekeeping System for All Associates (subject to change)
|
Pay Code |
Kronos Code |
Definition |
Attendance Impact |
|
|
Bereavement Leave |
BEREAVE |
Bereavement leave. See Policies website for a list of qualifying family members. |
No |
|
|
CA Lunch |
CA LUNCH or BREAK |
Paid time for Non-Exempt Associates working in the state of California that have worked through lunch. This is to be used in combination with a Regular Hours pay code, which has an approved no lunch comment attached. |
No |
|
|
Call-in Hours |
CALL IN |
Only used for non-worked hours necessary to bring the total paid hours to the minimum number when a Non-Exempt Associate is called into work for emergency reasons. A minimum of 4 hours of straight time pay is guaranteed. Only hours actually worked count towards overtime. |
No |
|
|
Company Business |
COMP BUS |
Hours an Associate works off-site. |
No |
|
|
Emergency Late Start |
Emer Start |
Used when an Associate arrives at work within 2 hours or less of scheduled start time; maximum of 5 in a calendar year. |
No |
|
|
Flexible Holiday – Current Year |
FLXHOL CY |
Current year Flexible Holiday hours. May be taken in 1-hour increments. |
No |
|
|
Flexible Holiday – Prior Year |
FLXHOL PY |
Only used in conjunction with time off in prior year. |
No |
|
|
|
||||
|
Holiday Current Year |
HOL CY |
System generated based on calendar year. DO NOT USE FOR FLEXIBLE HOLIDAY. |
No |
|
|
Holiday Prior Year |
HOL PY |
System generated based on prior year. DO NOT USE FOR FLEXIBLE HOLIDAY. |
|
|
|
Intermittent Leave |
INTER LEAVE |
Unpaid time used with an approved leave case. This code will notify Regional Nurse Case Manager that intermittent leave time must be communicated. This code is not tied to one leave type. |
|
|
|
Jury Duty |
JURY DUTY |
Jury duty or when an Associate is subpoenaed as a witness for a case in which there is no personal interest. |
No |
|
Pay Code |
Kronos Code |
Definition |
Attendance Impact |
|
Regular Hours |
REGULAR |
Scheduled work time |
No |
|
Ride |
RIDE |
Paid amount entered by California Associates, which are entitled to State Qualified Ride Sharing Program. This is entered at the time clock and passed to the Associate’s timecard. |
No |
|
Paid Sick Time Current Year |
PDSICKTIME CY |
When an Associate is absent due to their own illness/doctor’s appointment or to care for qualified family members. |
No |
|
Paid Sick Time Prior Year |
PDSICKTIME PY |
When an Associate is absent due to their own illness/doctor’s appointment or to care for qualified family members. Used when the last pay period carries over into the new calendar year. |
No |
|
Sick Leave Pay – Non-FMLA |
SICKLEAVE PAY |
Used for non-FMLA time away from work due to personal injury or illness up to 26 weeks. |
Yes |
|
Time Off – Unpaid |
TIMEOFF UNPD |
Used for time that an Associate is not scheduled to work due to plant work schedules (ex. Winter/emergency shutdowns). Also used for time away from work approved by Line Manager and P&O. |
No |
|
Vacation Current Year |
VAC CY |
Vacation hours taken. Vacation can only be taken during scheduled working hours and not beyond the base schedule. |
No |
|
Vacation Prior Year |
VAC PY |
Used when vacation hours are taken that were carried over from a previous year. Must be taken by April 30th of the following year. |
No |
Line Manager and above:
|
Pay Code |
Kronos Code |
Definition |
Attendance Impact |
|
Absent – Paid |
ABSNT PD |
Approved time away from work due to personal non-medical circumstances. |
No |
|
Absent – Unpaid |
ABSNT UNPD |
Unapproved time away from work due to personal non-medical circumstances. |
Yes |
|
Leave – Paid |
LOA PD |
Critical illness, surgery or accident in the Associate's immediate family. Generally, a maximum of 1 day per incident. Also used for approved Parental, Maternity, and Adoption Leave. |
No |
|
Leave – Unpaid |
LOA UNPD |
Leave of Absence approved by Line Manager and P&O to take care of personal matters or an unforeseen emergency that requires the Associate's immediate attention. |
No |
|
Military – Paid |
MILTRY |
Associate participating in an annual encampment or training duty. |
No |
|
Military – Unpaid |
MILTRY UNPD |
If an Associate is called to active duty. |
No |
|
No Call No Show – Absent Unpaid |
NCNS-ABSNT UNPD |
Unpaid time used for no-call no-show or for agreed overtime that the Non-Exempt Associate fails to work. |
Yes |
|
For additional information, refer to the following policy documents: Overtime Policy (PR) Meal Periods and Breaks Policy (US) |