Timekeeping Policy (CN) PDF

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Timekeeping Policy (Canada) Operations Overview The timekeeping policy is designed so that all information pertaining to breaks, meals, scheduling, time off, pay rules, and other information that affects employee hours and pay is included in one location for easy reference. Managers are encouraged to review labor law posters in the store in the event there is an update to the law prior to a new policy being issued. The information can be found in the following order: 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. 14. 15. 16. 17.

Employee Status Active Employee Requirements Timekeeping Records Rest Breaks and Meal Periods Nursing Mothers Requirements Day of Rest / Time Off Overtime Rules by Province Holiday Pay Deferred Days Off Jury Duty Travel Time Lateness / Sick Reporting Emergency Closing Payment for Minimum Hours Worked Unscheduled Shifts Shift Changes – Alberta Kronos Mobile App

1. Employee Status Employee status is based on job responsibilities and will fall into 1 of 4 categories: •

Full Full-- Tim Timee Sa Salar lar laried ied ied/Exe /Exe /Exemp mp mpt: t: o Full-time, salaried status is based on the requirements of the position. o Refer to the MSS guide/Job Code list on the intranet for the Exempt/Non-Exempt status by each position. o An exempt/salaried position may not be hourly and an hourly position may not be exempt. o Salaried, full-time employees are eligible for supplemental benefits offered by the Company.

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Full- Tim Timee Hourly/Non- Exem Exempt: pt: o Full-time hourly employees are scheduled and regularly work over 30 hours a week on average.

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Timekeeping Policy (Canada) Operations o o

Full-time hourly employees may not work less than 30 hours per week for 8 consecutive weeks or 4 consecutive pay periods without being changed to part-time status. Employee is eligible for supplemental benefits offered by the Company.

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Part Part-- Tim Timee Hourly/Non- Exempt: o Part-time hourly employees are scheduled and regularly work less than 30 hours a week on average. o Generally, the employee is not eligible for medical benefits and paid time off, except as required by law. Please see the applicable benefits and paid time off policies for further information. o Part-time employees may not work more than 30 hours for 8 consecutive weeks or 4 consecutive pay periods without being offered full-time status.

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Part Part-- Time or Full- Ti Time me Temporary: o Seasonal or temporary employees are hired for a defined time period (not to exceed 90 days) for peak periods such as holiday, back to school, or resort season, to cover a leave of absence, or for some other short-term assignment. o Temporary employees may be either part-time (working less than 30 hours per week) or fulltime (working greater than 30 hours per week). o Temporary employees are not eligible for vacation time but are eligible for vacation pay according to the terms of applicable provincial employment standards legislation. o Temporary employees are not eligible for accrued sick time under the Company’s Vacation and Sick Leave Policy but may be eligible for other paid or unpaid leaves of absence, as required under applicable provincial law. Refer to the Canadian Leave of Absence Policy for more information. o The employee status may be changed to “regular” at any time, but in any event, a temporary employee must be reclassified or terminated by the end of the 90-day time period. o If a temporary employee’s status changes to “regular”, the hours or time worked as a temporary employee count toward benefit eligibility requirements for vacation time, medical benefits, holiday pay, etc. to the extent the temporary employee was not already afforded these benefits as required under applicable provincial law.

2. Activ Activee Emplo Employe ye yeee R Requirem equirem equirements ents • • •

An employee must normally be scheduled to work a minimum of one 4 -hour shift per pay period. Due to business trends, vacations or holiday, the store may not be able to meet this requirement. An employee MUST work a minimum of one, 4-hour shift within a 30-day period. Employees who do not meet these requirements must be terminated.

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Timekeeping Policy (Canada) Operations 3. Tim Timekeep ekeep ekeeping ing R ecords Clocking In and Out Urban Outfitters, Inc. is committed to ensuring that employees are paid for all compensable time worked, and as such has a zero-tolerance policy for timecard fraud. • • • •

Employees must accurately record all hours worked in our timekeeping system, Kronos Timekeeper. Employees are not permitted to clock in or out for a co- worker, or to falsify timekeeping records in any way. Salaried/ Salaried/Exempt Exempt Employe ployees es are required to clock in at the start of their shift each day. Hourly/Non Hourly/Non-- Exem Exempt pt E Empl mpl mployees oyees are required to clock in when they begin working and to clock out when they stop working. As outlined in the Rest Breaks and Meal Periods section below, Hourly/Non-Exempt Employees must also clock out at the beginning of a meal period and clock in when the meal period is over.

If Timekeeper is not working or you forget to clock in or out, alert a Manager as soon as the error is realized. Consistent failure to clock in or out may result in corrective action, up to and including termination of employment. Working Of Offf - the - Clock All Urban Outfitters, Inc. Hourly/Non-Exempt Employees must be compensated for all time worked. Managers and supervisors are prohibited from directing Hourly/Non-Exempt Employees to perform any offthe-clock work; this includes working before clocking in for your scheduled shift, working after clocking out for your scheduled shift, or working during a meal or rest period. Prior Manager approval is required for an Hourly/Non-Exempt Employee to work outside of his/her regularly scheduled shift (for example, contributing to Brand social media, completing performance reviews). All hours worked outside of an employee’s regularly scheduled shift must be accurately recorded in Timekeeper and, depending on provincial overtime regulations, must be paid at the appropriate overtime rate.

4. Rest Breaks aand nd Mea Meall P er eriods iods Recognizing that it is important for employees to take time during their shifts to rest and recharge, the Company provides meal periods and rest breaks to all employees in accordance with provincial law. Specific provincial break policies are listed below the Company guidelines. Provincial laws supersede the Company guidelines. It is management’s responsibility to ensure that the appropriate breaks are offered to employees and that breaks are not interrupted.

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Timekeeping Policy (Canada) Operations • • • • •

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Under no circumstances can employees choose to work through their meal periods. Meal periods must be taken; an employee cannot skip a meal period to shorten their workday. Meal periods must always be taken in a timely manner. For direction on when meal periods must be taken, read the specific requirements listed below and consult the labor law posters in your store. Employees must be relieved of all duties during meal periods. Meal periods are unpaid unless otherwise required by law. Employees must remember to clock out for meal periods at the time they take any meal period, and to clock back in on time at the end of any meal period. Employees must take their rest breaks. Rest breaks are paid breaks, so employees must not clock out for their rest breaks. Meal periods a nd r est breaks c ann annot ot bbee combin combined. ed.

Rest Break and Meal Period Requirements All non-exempt (hourly) employees will be provided with meal periods and rest breaks based on the chart and requirements below. Total Shift Length (including meal periods & rest

Meal Period (Unpaid)

Rest Break (Paid)

0 to 3.5 hours

No Meal Period

No Rest Break

3.6 to 5.0 hours

No Meal Period

One 10-minute Rest Break

5.1 to 6.0 hours *

One 30-minute Meal Period *

One 10-minute Rest Break

6.1 to 8.0 hours

One 30-minute Meal Period

Two 10-minute Rest Breaks

8.1 to 10 hours

One 60-minute Meal Period

Two 10-minute Rest Breaks

breaks)

No Notes tes tes:: • Employees entitled to 10-minute rest breaks should take their first rest break approximately 2 hours into their shift. Subsequent rest breaks should be taken approximately every 4 hours thereafter. • Employees are entitled to an unpaid meal period for every period of more than 5 consecutive hours worked. As a result, some employees may be entitled to a second meal period. This second meal period must begin no later than 5 hours after the end of their previous meal period, and must be at least 30 minutes in length.

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Timekeeping Policy (Canada) Operations * Alb lbee rta s t o res res:: employees must receive their 30-minute unpaid meal period by the end of their fifth hour of work. Employees are not permitted to waive their 30-minute unpaid meal period. Sample S hifts Managers may use the sample shifts listed below to assist in generally interpreting the Rest Break and Meal Period requirements. However, managers are encouraged to confirm that these examples comport with provincial law by reviewing the labor law notices posted in their store.

Rest Breaks Employees do NOT clock out for rest breaks Shift Length

Time

All Provinces (10mins)

4 hours

3-7pm

5:00 – 5:10pm

5 hours

3-8pm

5:00 – 5:10pm

6 hours

3-9pm

5:00 – 5:10pm

7 hours

2-9pm

4:30 – 4:40pm

8 hours

1-9 pm

1st 3:00 – 3:10pm 2nd 7:00 – 7:10pm

10 hours

12-10 pm

1st 3:00 – 3:10pm 2nd 7:00 – 7:10pm

Meal Periods Employees clock out for meal periods Shift Length

Time

All Provinces

4 hours

3-7pm

None

5 hours

3-8pm

None

6 hours

3-9pm

6:00 – 6:30pm

7 hours

2-9pm

6:00 – 6:30pm

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Timekeeping Policy (Canada) Operations 8 hours

1-9 pm

5:30 – 6:00pm

10 hours

12-10 pm

5:00 – 6:00pm

5. N ursin g Mothers R Requirement equirement equirementss Urban Outfitters, Inc. encourages all stores to provide a reasonable amount of paid or unpaid break time during each work day to permit an employee to express breast milk for her nursing infant.

6. D a y of Rest Rest/Tim /Tim e O Off ff Urban Outfitters, Inc. tries to schedule full-time employees for a 5-day work week. Due to the nature of the business, there may be time throughout the year where an employee may be requested to work 6 days during a single week. Because many of the stores are open seven days a week, certain provinces recognize an employee’s right to choose a day for religious observation. The Company complies with all provincial laws regarding days off. It is management’s responsibility to ensure that employees are scheduled according to individual provincial guidelines. Province Alberta

Employees are entitled to at least 1 day of rest each workweek. Work weeks can be combined so the employee receives the following days of rest: • 2 consecutive days of rest in each period of 2 consecutive work weeks • 3 consecutive days of rest in each period of 3 consecutive work weeks • 4 consecutive days of rest in each period of 4 consecutive work weeks Every employer must allow each employee at least 4 consecutive days of rest after each period of 24 consecutive work days.

7. Overtime R egulations Urban Outfitters, Inc. adheres to all provincial requirements for overtime and double-time regulations. • Unless specific province rules apply, overtime will be calculated as time worked over 40 hours in a single week for all overtime eligible positions. • Employees will not be provided with paid time off in lieu of overtime pay. • Actual hours worked are used for overtime calculation; benefit hours such as vacation, sick days and holidays do not count as “hours worked” for overtime, unless required under applicable provincial employment standards legislation. • Hours cannot be adjusted from week to week or averaged within the pay period to avoid overtime. • For Non Non-- Managem Management ent Emp mployee loyee loyeess , overtime should be approved in advance by a Manager. Hours Revised 02/15/2018

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Timekeeping Policy (Canada) Operations

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worked must always be paid regardless of whether an employee was authorized to work. However, repeated failure to obtain prior approval for unscheduled work may result in disciplinary action. Hourly Man Managem agem agement ent Empl mployees oyees should use their best judgment in determining how best to support the business with respect to overtime and scheduling

The following chart sets out the minimum provincial thresholds for statutory overtime pay: Province Ontario

Overt Overtim im imee TTyp yp ypee Weekly Weekly

British Columbia Daily

Weekly

1.5 times the hourly rate for hours worked in excess of 44 per week

Daily

1.5 times the hourly rate after 8 hours per day

Alberta

Quebec

Weekly

Weekly Manitoba

Nova Scotia

Calculation 1.5 times the hourly rate for hours worked over 44 in a week 1.5 times the hourly rate for hours in excess of 40 per week 1.5 times in excess of 8 per day Double time after 12 hours per day

1.5 times the hourly rate, computed on the basis of the employee’s prevailing hourly wage, except premiums computed on an hourly basis for hours worked over 40 hours in a week 1.5 times the hourly rate for hours in excess of 40 per week

Daily

1.5 times the hourly rate after 8 hours per day

Weekly

1.5 times the hourly rate for hours in excess of 48 per week

8. Holi Holiday day The following 7 holidays are observed by Urban Outfitters, Inc.: New Year’s Day

Canada Day

Good Friday

Labour Day

Thanksgiving

Christmas

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Victoria Day

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Timekeeping Policy (Canada) Operations In addition, Urban Outfitters, Inc. observes the following province-specific holidays: • Alberta: Family Day and Remembrance Day • British Columbia: British Columbia Day, Family Day and Remembrance Day • Ontario: Family Day and Boxing Day • Quebec: Quebec National Holiday • Manitoba: Louis Riel Day, Remembrance Day • Nova Scotia: Nova Scotia Heritage Day and Remembrance Day Employees who wish to observe holidays not recognized by the Company may use vacation time. The Director of Retail or Regional Brand Director together with the District Brand Leader and store management will determine if business conditions and local customs dictate that a store is open or closed on a particular holiday. Holiday Pay Urban Outfitters, Inc. adheres to all provincial requirements for holiday pay. Refer to your province’s chart below to determine holiday pay eligibility requirements for salaried and hourly employees.

Alberta Status Salaried

Hourly

Works the ho liday Paid regular hours and receives another day off that week or a deferred holiday day to be used on the actual holiday or 60 days after the holiday. Receives time-and-a-half for hours worked, plus is eligible for holiday pay* as determined by the province (see below)

Does n ot w work ork the h oliday Paid 8 hours of holiday pay for the day, and receives their regularly scheduled days off that week. Is eligible for holiday pay* as determined by the province (see below)

* Holiday pay is equal to the “average daily wage” which is 5% of an employee’s wages, vacation pay, and general holiday pay earned in the 4 weeks immediately preceding a general holiday. Eligibility for holiday pay: • Salaried employees are eligible for holiday pay upon hire. • Hourly employees, including temporary employees, are eligible for holiday pay upon hire and if they meet the following: Revised 02/15/2018

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Timekeeping Policy (Canada) Operations o o

The employee must have worked on their last scheduled shift before, and the first scheduled shift after, the holiday, unless the employee was absent with the consent of the employer. The employee must not have refused to work on the general holiday when asked to do so.

Britis h Co lu lumbia mbia Status Salaried

Hourly

Works the ho liday

Does n ot w work ork the h oliday

Paid one-and-a-half times regular wage Paid 8 hours of holiday pay for the day, and for all hours worked up to 12 hours, and receives their regularly scheduled days off 2 times regular wage for time worked in that week. excess of 12 hours, plus holiday pay. NOTE NOTE:: salaried managers must clock in and clock out o n the actual holiday. Paid time-and-a-half for hours worked Is eligible for holiday pay* as determined by and 2 times regular wage for time the province (see below). worked in excess of 12 hours, plus is eligible for holiday pay* as determined by the province (see below).

* Holiday pay is based on an average day’s pay over the last 30 days, excluding overtime, determined by the formula: amount paid divided by days worked. For example: if an employee worked 73.1 hours in the last 30 days and actually worked 17 days, the employee would be paid 4.3 hours of holiday pay (73.1 / 17 = 4.3). Vacation pay that is paid or payable for vacation taken during the 30-day period is included in the calculation. Eligibility for holiday pay: • Salaried employees are eligible for holiday pay upon hire. • Hourly employees, including temporary employees, are eligible for holiday pay after 30 days of employment and if they worked or earned wages on 15 of the 30 days** immediately before the statutory holiday. ** An employee may be eligible for holiday pay when the employee earned wages or received pay but did not work on those days, such as when the employee is on paid vacation, paid sick leave, or receiving jury duty pay from Urban Outfitters, Inc. This does not include days when the employee is on unpaid vacation, unpaid leave of absence, or on jury duty but receiving pay from the court and not from Urban Outfitters, Inc.

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Timekeeping Policy (Canada) Operations Manitoba Status Salaried

Hourly

Works the ho liday Does n ot w work ork the h oliday Paid one-and-a-half times regular wage Paid 8 hours of holiday pay for the day, and for all hours worked plus holiday pay. receives their regularly scheduled days off that week. NOTE: salaried managers must clock in and clock out o n the actual holiday. Receives time-and-a-half for hours Receives 1/20 of the hours worked in the last worked, plus is eligible for holiday pay 4 weeks preceding the holiday week (hours as noted to the right. worked do not include overtime).

Status

Works o n Remembrance Day

Salaried

Receives time-and-a-half for hours worked or for half of the employee’s normal hours of work on a regular work day, whichever is greater. Plus holiday pay, which is a regular d...