Macy’s Credit and Customer Services Policy Addendum · include employees of both Macy’s Credit...

Macy’s Credit and Customer Services Policy Addendum

Revised 02/01/2015

TABLE OF CONTENTS DATE OF REVISION

ATTENDANCE 02/01/2015

BREAKS AND MEAL PERIODS 09/22/2013

CALL OUT PROCEDURE 02/01/2009

DRESS STANDARDS 10/01/2012

JOB OPPORTUNITY PROGRAM 08/01/2013

NO WEAPONS POLICY 05/02/2004

PERFORMANCE EVALUATION GUIDELINES 08/01/2013

TIME IN ATTENDANCE (TIA) RECORD GUIDELINES 06/23/2013

WORK RULES AND REGULATIONS 02/01/2015

Please note: Macy’s Unified Policies are located on the My Macy’s Portal. Click on the Human Resources tab, then select the ‘Policies and Procedures’ icon.

This policy manual addendum is subject to revision. Macy’s Credit and Customer Services reserves the right to unilaterally modify in any way, or eliminate, or depart from any policy or practice in whole or part, in individual cases or in general application without prior notice. Nothing herein should be construed as an express, implied, or inferred contract of employment between any individual and Macy’s Credit and Customer Services, or as a right of any Associate to be continued in the employment of Macy’s Credit and Customer Services, or as limitation on the right of either the Company or any employee to at any time terminate the employment relationship, with or without cause and with or without notice. The reference to the term “MCCS” is intended to include employees of both Macy’s Credit and Customer Services and FDS Bank.

Date Issued: 02/01/2015 Page 1 of 6

ATTENDANCE POLICY STATEMENT It is each Associate’s responsibility to meet Macy’s Credit and Customer Services’ attendance standards as outlined in this policy. The following policy provides a means of tracking attendance to ensure all Associates are complying with our company policy. I. NEW HIRE ATTENDANCE STANDARDS DURING FIRST 28 DAYS

A. Associates will be given 3 attendance credits on the Sunday prior to new hire orientation. B. Credits will be deducted from the Associate’s allotment for any unapproved absence(s), late

arrival(s), or leave early(s) (as described in Section IV). C. During the first 28 consecutive days from the Sunday prior to new hire orientation, the consecutive

absence rule does not apply (as described in Section V). Each absent/tardy/leave early will result in the deduction of an attendance credit based on the credit deduction guidelines.

D. Newly hired Associates are eligible to earn attendance credits in 2 week increments, starting the

Sunday prior to new hire orientation (as described in Section III). In addition, if an associate earns attendance credits while in training, he/she is also permitted to use the earned credits during training or anytime thereafter.

E. Any associate who reaches 0 attendance credits at anytime will be reviewed for termination.

Associates who reach 0 attendance credits are not eligible to earn credits. If in fact, the associate has reached 0 attendance credits, the associate will be subject to termination. All involuntary terminations must be approved and conducted by Human Resources. Exceptions will be made for the death of a relative (as defined by the Bereavement Leave policy), military leave, hospitalization or other extenuating circumstances. MCCS reserves the right to request documentation for the above circumstances before making an exception to the New Hire Attendance policy.

F. If training is rescheduled, the Associate will re-enter training with the loss of the appropriate

attendance credit(s) for the unapproved absence(s), late arrival(s) or leave early(s). The Associate will continue to be held to the new hire attendance training standard stated above.

G. Associates receive 6 attendance credits on their 28th consecutive day of employment. The 28 Day

count begins on the Sunday prior to their first day in orientation (example: Orientation is Wednesday, September 4, the 28 consecutive day count begins on Sunday, September 1 and they would receive 6 additional credits on Saturday, September 28).

H. Pre-approved time off may be granted to associates in training for extenuating circumstances based on business needs. To qualify as approved time off, the associate must make the request and receive approval by his/her Manager at least one day in advance. Any pre-approved time off will not result in a credit being deducted from the Associate’s allotment.

II. ATTENDANCE CREDIT SYSTEM

A. Credits may be added to or deducted from the Associate’s allotment (as explained in Section III and IV of this policy).


ATTENDANCE III. EARNING ADDITIONAL CREDITS

A. Associates have the opportunity to earn ½ attendance credit per 2 week cycle if they did not have an unapproved absence or tardy / leave early in excess of 120 minutes (excluding FMLA) during the time period. Therefore, a tardy / leave early (less than 121 minutes) will not prevent an Associate from earning credits.

The only exceptions are as follows:

1. Associate is protected by the Family and Medical Leave Act (FMLA), or 2. Associate is on an approved Military Leave of Absence, or 3. The absence was due to the death of a relative (as defined in the Bereavement Leave

Policy)

Example 1: The 2 week earning cycle begins on Sunday, June 23rd. The Associate does not have any unapproved absences/tardies/leaves early during that 2 week earning cycle, therefore earning ½ credit for the 2 week earning cycle from Sunday, June 23rd through Saturday, July 6th. The Associate had a unapproved absence during the next 2 week earning cycle, therefore a ½ credit is not earned during that 2 week earning cycle from Sunday, July 7th through Saturday, July 20th.

Example 2: New Hire Associate begins orientation on Monday, September 9th. The 2 week earning cycle begins on Sunday, September 8th. The Associate does not have any unapproved absences/tardies/leaves early during that 2 week earning cycle, therefore earning ½ credit for the 2 week earning cycle from Sunday, September 8th through Saturday, September 21st. The Associate had an unapproved absence during the next 2 week earning cycle, therefore a ½ credit is not earned during that 2 week earning cycle from Sunday, September 22nd through Saturday, October 5th.

IV. CREDIT DEDUCTIONS

A. Credits will be deducted from the Associate’s allotment, as follows:

1. One attendance credit is deducted from the Associate’s allotment: a. When an Associate does not work any part of his/her scheduled work hours on any day

and the absence was not pre-approved. b. When an Associate arrives late for or leaves early from his/her work shift and/or meal

period for a period of time in excess of 120 minutes, and the absence was not pre-approved.

c. When an Associate uses any paid benefit time that was not pre-approved. d. Note: When an Associate exceeds three consecutive absences, please refer to the

Consecutive Absences section of this policy. 2. Half credit is deducted:

a. When an Associate arrives late for his/her work shift, between and including 10 minutes and 120 minutes, and the tardy was not approved in advance.

b. When an Associate leaves early from his/her work shift for a period of time less than 121 minutes and the leave early was not approved in advance. There is not a 9-minute grace period prior to the end of a scheduled work shift.

c. When an Associate arrives late from his/her meal period, between and including 10 minutes and 120 minutes, and the tardy was not approved in advance.

3. The maximum number of credits that can be deducted in one day is 1 credit.


ATTENDANCE

B. Approved Time Off

Any time off approved in advance by the Associate’s Manager, based on business needs, will not result in a credit being deducted from the Associate’s allotment. Associates are expected to notify their Manager to request time off at least 2 weeks in advance. In the event a situation occurs where the Associate may not be able to give 2 weeks notice, time off may be approved if he/she made the request, and it was approved, at least 1 day in advance.

C. Unapproved Time Off

1. If an associate arrives to work late, he/she is not permitted to extend or change his/her

work, lunch or break schedule in an effort to make-up the time missed without prior approval. Approval will be based on the business and staffing needs of the department.

2. There is a 9 minute grace period allowed in which the associate will not have a credit

deducted for arriving late for the start of their scheduled work shift or when returning late from a lunch period. Associate’s who excessively use the grace period may be addressed through Responsibility Based Performance.

V. CONSECUTIVE ABSENCES (AFTER INITIAL 28 DAY PERIOD)

A. A maximum of 1 attendance credit may be deducted for each period of three consecutively scheduled days absent from work unapproved, regardless if the absences were for the same or different reasons. (Example: If an Associate calls out on 2/14 and calls out on 2/15, 2/16 and 2/17, they would lose a credit on 2/14, no credit loss for 2/15 and 2/16 and would lose another credit on 2/17)

B. If the consecutive absences are retroactively covered by an approved Medical, Personal, or Adoption Leave of Absence, the Associate would not lose an attendance credit.

C. If the associate calls out one day and arrives late their next scheduled day this would only result in the loss of the initial credit.

D. If an Associate leaves early resulting in the loss of ½ credit and calls out for their next scheduled

work shift, it will result in the loss of only 1 full credit being deducted for the 2 days.

E. If an Associate returns to work after being ill or injured and leaves work before the end of his/her scheduled shift on his/her first day back to work, the absence will be considered consecutive. The loss of an attendance credit will depend on total number of consecutive absences. Please refer to Consecutive Absences point 1.

F. If an Associate returns to work after being ill and is absent again for the same illness within 7

calendar days of his/her return to work date, as verified by an attending healthcare provider’s statement, the absence will be considered consecutive. The loss of an attendance credit will depend on total number of consecutive absences. Please refer to Consecutive Absences point 1.


ATTENDANCE

G. If an Associate is absent 7 calendar days or more due to a Family Medical Leave Act qualifying event, he/she must submit FMLA paperwork based on his/her eligibility (please refer to the Family Medical Leave Act policy for further details regarding this process).

H. If an Associate is absent 7 calendar days or more due to his/her own personal illness or injury,

he/she must submit Medical Leave of Absence (MLOA) paperwork based on his/her eligibility (please refer to the Company Medical Leave of Absence policy for further details regarding this process).

I. If an Associate is absent 7 calendar days or more for reasons other than his/her own personal

illness or injury, and has exhausted all eligible benefit days, the Associate must submit Personal Leave of Absence (PLOA), based on his/her eligibility (please refer to the Personal Leave of Absence policy for further details regarding this process).

VI. FAMILY AND MEDICAL LEAVE ACT

An Associate eligible for an approved leave under the Family and Medical Leave Act (FMLA) may not, under any circumstances, be recorded as having a ½ credit or full credit deducted for the attendance occurrence covered by FMLA. In addition, the Associate will be eligible to earn a ½ credit for that earning cycle. Contact HR Services for eligibility.

VII. HEALTH EMERGENCY / WORK RELATED INJURY

A. Health Emergency

1. An attendance credit will not be deducted if the absence/tardy/leave early is resulting from an Associate being taken from work in an emergency vehicle. The Associate will have the ability to earn ½ credit if no additional unapproved absences/tardy/leaves early occur during that earning cycle.

2. We reserve the right to request medical certification if necessary.

B. Work Related Injury

1. If an Associate leaves work due to a work related injury (whether it is in an emergency vehicle or not) and seeks medical attention, as verified by an attending healthcare provider’s statement, an attendance credit will not be deducted and they will have the ability to earn ½ credit if no additional unapproved absences/tardies/leaves early occur during that earning cycle.

VIII. BEREAVEMENT DAY

An attendance credit will not be deducted for any Associate if the absence/tardy/leave early is due to the death of a relative as defined by the Bereavement Leave Policy. In addition, the Associate will have the ability to earn ½ credit if no unapproved absence/tardy/leave early occurs during that earning cycle. MCCS reserves the right to request documentation if necessary (see Bereavement Leave Policy for further details).


ATTENDANCE

IX. SUBPOENA/COURT PROCEEDINGS

See Time Off for Jury Duty and Court Appearances Policy for further details. X. COMMUNICATION OF GUIDELINES

If associates desire to make up missed time, they should partner with their manager/scheduling team to reschedule any missed time from work. These requests may be approved based on business needs and must be made up within the same pay period. If an Associate misses a weekend schedule, he/she may be required to make up the missed shift on another weekend, based on business needs.

XI. RESIGNATION PERIOD

When an Associate has submitted their resignation, the Associate will be expected to work their remaining scheduled shifts during the 2-week notice period to be eligible for re-hire. Therefore, Associates who call out and use attendance credits during the majority of the 2-week notice will not be eligible for rehire.

XII. PERFECT ATTENDANCE

All Associates who have perfect attendance from the first day of the fiscal year through the last day of the fiscal year (and are in good standing) will be recognized at an annual Perfect Attendance celebration. “Perfect Attendance” means the Associate did not have any unapproved absence / tardy / leave early, which resulted in a deduction of a half or whole credit loss.

XIII. NO CALL/NO SHOW

A. A No Call/No Show is defined as an Associate who does not work any portion of his/her scheduled day AND fails to notify an appropriate supervisor within 2 hours after his/her scheduled start time. One attendance credit will be deducted for each day of a no call/no show AND the Associate should be coached regarding the seriousness of the situation. The following is the process to handle a No Call/No Show:

• First No Call/No Show - Documented

• Second No Call/No Show in a six month period – Reviewed for termination of employment by Human Resources


ATTENDANCE

B. If an Associate fails to notify an appropriate supervisor within 2 hours after his/her scheduled start time BUT WORKS any portion of his/her schedule on that day, 1 credit will be deducted from the Associate’s allotment of credits, however, it will not be considered a No Call/No Show.

• A No Call/No Show is processed separately from absences or tardies. The first No Call/No Show will result in the occurrence being recorded and acknowledged by the Associate. In addition to the documentation, the associate will be ineligible to post for another position for 6 months.

• The effective date of a No Call/No Show acknowledgement is the date the No Call/No Show occurred.

• If an Associate has 2 consecutive NC/NS and then calls out on the third day, it would result in a loss of 3 credits (Ex. Associate NC/NS on Monday and Tuesday, then calls out Wednesday. Credit losses occur for Monday and Tuesday due to NC/NS – and Wednesday due to call out. An additional absence and call out on the 4th or 5th day would not result in credit loss based on the consecutive absence policy.)

• Absences of 3 consecutively scheduled workdays in which no notification is given or permission obtained (No Call/No Show) is considered job abandonment, and as such, an involuntary resignation.

XIV. SEASONAL ASSOCIATES Seasonal Associates will be held to the same attendance standards as Regular Associates. XV. TRANSFER ASSOCIATE FROM STORE LOCATION A store associate transferring to MCCS should receive the “better of” the current credits from the

store policy or the new hire MCCS standard when starting training. XVI. TERMINATION

Any Associate, who reaches 0 attendance credits at any time will be, reviewed for termination of his/her employment by Human Resources. Associates who reach 0 attendance credits are not eligible to earn credits.


BREAKS AND MEAL PERIODS POLICY STATEMENT MCCS Associates are to be provided paid breaks and unpaid meal periods as follows: I. BREAKS*

A. Hourly Associates are eligible for 15 minute paid breaks according to the following schedule:

If an Associate is scheduled to work: Paid break period is: Less than 2.0 Hours No Break 2.0 Hours to 6.0 Hours One 15 Min. Break 6.1 Hours to 9.9 Hours Two 15 Min. Breaks 10 Hours to 12 Hours Three 15 Min. Breaks

12.1 Hours to 13.9 Hours Four 15 Min. Breaks

B. Breaks should be scheduled no sooner than one hour after the start of the Associate’s scheduled shift and no later than one hour before the end of the Associate’s scheduled shift.

C. Associates are expected to adhere to the department schedule for break periods. D. Associates working a five or six hour shift without a meal period must have their break scheduled

within an hour of the midpoint of their work schedule. E. Associates do not have to utilize the TIA system for paid break periods. However, the department

may require Associates to sign in and out on a break log sheet within the department. II. MEAL PERIODS

A. Meal periods are unpaid time scheduled within an Associates workday. Associates must clock out when they leave for their meal period and clock in upon returning from their meal period at the designated location within their department.

B. Associates scheduled for a work shift of 6.1 hours or more are required to take an unpaid meal

period of at least 30 minutes. C. Associates scheduled for a work shift of six (6.0) hours or less:

1. may take an unpaid meal period with prior management approval if they actually work seven (7.0) hours or less in a day.

2. are required to take an unpaid meal period of at least 30 minutes if they actually work more than seven (7.0) hours in a day.

D. Unpaid meal periods must be at least 30 minutes long. Longer meal periods may be scheduled (e.g.

45 or 60 minutes), depending on the department and the length of the shift E. Meal periods generally should be scheduled as close to the middle of the Associate’s work shift as

possible. F. Associates must adhere to their department's meal period schedule. G. Meal periods may not be combined with paid breaks to give an Associate a longer period and may

not be “held” until the end of the day so that the Associate may leave early.


CALL OUT PROCEDURE POLICY STATEMENT Associates who are unable to report for a scheduled work shift must “call out” as follows:

A. The Associate (not a family member or friend) must contact an appropriate supervisor in his/her department. Appropriate supervisors, in priority order, are:

1. Department Command Center 2. Lead 3. Department Manager 4. Director

B. This notification should be made during department business hours unless extenuating

circumstances and must be made no later than 2 hours after the beginning of the Associate’s scheduled start time, or it will be considered a No Call/No Show. (See Attendance Policy under No Call/No Show for further details).

C. Calling out to any non-supervisory Associate is not acceptable. D. If the Associate is unable to reach an appropriate supervisor and leaves a voice mail message, the

Associate must continue to call back within the 2-hour guideline until he/she speaks to an appropriate supervisor. Failure to do so may lead to a No Call/No Show (please refer to the Attendance Policy).

E. Associates must call out each day they are unable to report to work as scheduled, unless:

a. Pre-approved time off has been granted by a lead or manager. b. The Associate is on an approved leave of absence.


DRESS STANDARDS POLICY STATEMENT The following “business casual” dress standards apply to all MCCS exempt and non-exempt Associates. I. BASIC REQUIREMENTS

Our dress standards are designed to reflect a casual, yet professional atmosphere within our organization. Inappropriate apparel includes: shorts, tank tops, tee shirts, sweatshirts, mini-skirts, camouflage apparel, fleece apparel, athletic wear, beach flip-flops, hats and do-rags. Blue denim and blue jeans are permitted on Fridays, Saturdays, Sundays and company paid holidays only. Tattered, frayed ripped or torn clothing is not permitted.

A. Dresses and Skirts

Hemlines must be finished and be no more than 3” above the knee. Blue denim skirts and dresses are permitted Fridays, Saturdays, Sundays and company paid holidays only.

B. Slacks Dress or khaki pants and capris pants (below the knee), are appropriate business casual attire. Blue denim and blue jeans may be worn on Fridays, Saturdays, Sundays and company paid holidays only. Tattered, frayed, ripped or torn slacks may not be worn. Athletic wear and slacks made of any form-fitting fabric may not be worn. Leggings are permitted, however, they must be worn under a dress, skirt, or top that falls below the buttock. Slacks must be worn at the waist.

C. Shorts Shorts and skorts are not appropriate and may not be worn.

D. Blouses, Shirts and Sweaters

Women may wear business professional blouses and “dress” tops. Men may wear dress crew neck non-collared shirts. Mock dress shirts, turtlenecks and sweaters are also permitted for both men and women. Tee shirts, sweatshirts, athletic wear, and fleece apparel with /without logos, team names, team mascots, school names or school mascots, cartoons, caricatures, slogans, product advertisements (alcohol, cigarettes, etc.), or business advertisements may not be worn.

Low-cut blouses/shirts, midriffs, halters, tube tops, strapless or spaghetti-strap styles may not be worn. Tops must cover the midriff and abdomen area of the body. Tank tops for women and men may not be worn. Blouses or shirts made of sheer or see-through fabrics or any form-fitting fabric may not be worn. Women’s sleeveless dress shirts/blouses or sweaters may be worn.

E. Shoes and Hosiery

Shoes must be a business-casual style in good condition and neat in appearance. Athletic shoes may be worn. “Dress” sandals are permitted. Beach shoes (flip-flops, Crocs), house shoes and slippers must not be worn. Hosiery/socks are recommended, but not required.


DRESS STANDARDS II. OTHER REQUIREMENTS

A. Accessories Men’s and women’s accessories and jewelry must be professional and suitable for our business setting. Sunglasses are not permitted to be worn inside the building (except when needed for medical reasons, as verified by a healthcare provider’s statement).

B. Name Badges Name badges must be worn at all times on the front upper torso. In order to maintain a professional appearance, only the following attachments will be permitted on the name badge: MCCS Make Magic Recognition Awards, the current year United Way pin or other items as approved by MCCS Human Resources.

C. Hats Hats, of any kind, are not suitable in our business setting (except for religious, cultural or medical purposes).

D. Personal Hygiene Grooming, cleanliness and personal hygiene are essential to a good appearance. This includes keeping clothing clean, bathing regularly, using deodorant, keeping hair clean and choosing hair styles that are professional in appearance.

E. Body Piercing

Is acceptable as long as it does not disrupt the business setting or pose potential health risks.

F. Undergarments Proper undergarments are required for both men and women in our business setting. Undergarments are not to be exposed.

III. ENFORCEMENT

Violation of the Dress Code Policy will be treated with the standard Responsibility Based Performance process. Associates in violation of the dress code may be sent home (without pay) for appropriate attire, subject to Human Resource approval. It is impossible to fully list all of the appropriate and inappropriate items with dress standards; however, the basic points have been described. MCCS management reserves the right to make final decisions on dress standard violations. MCCS management also reserves the right to make exceptions to this policy for special events or occasions i.e. MS walk tee shirt day, United Way tee shirt day, etc.

IV. MEDIA

If an Associate is employed at the Media Center, he/she is permitted to wear blue jeans/blue denim, t-shirts, sweatshirts on any day throughout the week due to the environment of the facility. Hats may be worn during the winter season. Media Center associates are not permitted to wear open-toed shoes for safety reasons.


JOB OPPORTUNITY PROGRAM POLICY STATEMENT The Job Opportunity Program is designed to offer associates the chance to express an interest in new opportunities within the MCCS organization. We are committed to providing ample growth opportunities for each Associate. The Job Opportunity Program gives Associates the opportunity to develop themselves at a pace that suits their individual needs. I. ELIGIBILITY REQUIREMENTS

To be eligible to post for a new position, the Associate: A. Must have completed at minimum 120 days of service in his/her current position.

B. Must have acceptable performance in his/her current position. This includes having scored an

overall score of at least 200 and have a score of 1 or above in all performance categories on the last Quarterly Performance Evaluation.

C. Must be in good standing and meet the requirements for consideration as indicated on the posting. To be in good standing means that the employee is not currently on any level of Responsibility Based Performance through the entire process, up to and including the time of the job offer.

D. Must not have a NO CALL/ NO SHOW in the last six consecutive months.

E. Must be recommended for the position by his/her Manager and Director.

II. NON-SUPERVISORY POSITIONS

A. Job opportunities will be posted on the MCCS Intranet site, in Human Resources, and on job posting boards each week. In some cases, due to unusual circumstances, a position may not be posted. This would require the prior approval of the Vice President/Managing Director of Human Resources or Managing Director.

B. Seasonal positions will not be posted.

C. The Associate submits a completed Job Opportunity Form to Human Resources by the deadline

on the posting. Forms can be accessed on the MCCS Intranet Site or in Human Resources.

D. The Manager with the open position interviews the recommended Associate within 2 weeks of the posted deadline for all applications received.


JOB OPPORTUNITY PROGRAM

III. OFFERING A POSITION TO A SELECTED ASSOCIATE

A. If a position is to be offered to the Associate:

1. A Change Authorization Form will be completed in the Assessment Portal. This will not occur

until all Associates who will not be offered the position have been informed. 2. The Associate’s Manager extends the offer within two working days of the Change Authorization

Form being approved. The offer will only be made after all other applicants have been notified that they are not being offered the job.

3. The transfer will generally take place within two weeks of the offer.

B. Postings may be retracted at any time based on business needs. Managers must notify Human Resources as soon as possible when postings are to be retracted.

IV. TALENT CORE SELECTION PROCESS / ADDITIONAL REQUIREMENTS

To be eligible to apply, the Associate A. Must have at least 6 months of service with MCCS.

B. Must have acceptable performance in his/her current position. This includes having an overall score

of at least 200 and have a score of 1 or above in all performance categories on the last Quarterly Performance Evaluation .

C. Must be in good standing and meet the requirements for consideration as indicated on the posting. To be in good standing means that the employee is not currently on any level of Responsibility Based Performance through the entire process, up to and including the time of the job offer.

D. Must not have a NO CALL/ NO SHOW in the last six consecutive months.

E. Must be recommended for the position by his/her Manager and Director.

F. The Associate must submit the completed Talent Core Selection Process Application and Personal History Record to their Manager.

G. The Manager and Director complete the appropriate sections of the Talent Core Selection Process Application(s) and submit to Human Resources.

H. The Associate is notified by his/her Manager if they are recommended to interview for the Talent Core.


JOB OPPORTUNITY PROGRAM

TALENT CORE SELECTION INTERVIEW PROCESS I. Each Talent Core applicant will be interviewed by 2 Directors and 1 Vice President/Managing

Director during the Talent Core Selection Process.

J. Human Resources review all recommendations and prepare all feedback for distribution.

LEAD PLACEMENT

K. When a Lead position becomes available:

1. It will be posted on the Lead posting each week. 2. Interested Talent Core Associates must complete a Job Opportunity form and submit to Human

Resources. PLEASE NOTE: A Talent Core Associate may express interest in one open Lead position at a time. However, he/she is not guaranteed an interview based on the qualifications of all who apply.

3. All Job Opportunity forms are forwarded to Management for recommendation (the

policies/procedures for recommending or not recommending Associates for a position has been discussed previously. Please refer back to the appropriate sections).

L. When a Lead Equivalent position becomes available:

1. It will be posted on the Lead posting each week. 2. Interested Associates must complete a Job Opportunity form and submit to Human Resources.

Associates do not need to be accepted into Talent Core to apply for Lead Equivalent position. PLEASE NOTE: Any Associate may express interest in one open Lead position at a time. However, he/she is not guaranteed an interview based on the qualifications of all who apply.

3. All Job Opportunity forms are forwarded to Management for recommendation (the

policies/procedures for recommending or not recommending Associates for a position has been discussed previously. Please refer back to the appropriate sections).

RETRACTIONS

Postings may be retracted at any time based on business needs.


NO WEAPONS POLICY * Employees of Macy’s Credit and Customer Services, Inc., including those licensed to carry concealed weapons, are prohibited from carrying, storing or threatening to bring weapons, firearms, explosives, or other dangerous ordnances on the Company’s premise, which includes Company-owned or Company-provided parking lots, Company-owned or Company-provided vehicles or possessing a weapon or dangerous ordnance while performing work away from the Company’s premise or at Company-sponsored events. * This policy verbiage as it pertains to Ohio Law. For No Weapons Policy as it pertains to MCCS South and MCCS West please see Work Rules and Regulations.


PERFORMANCE EVALUATION GUIDELINES (NON-EXEMPT) POLICY STATEMENT

The Performance Evaluation process is designed to provide regular and scheduled feedback to Associates regarding their job performance. MCCS is committed to ensuring that all Associates receive their performance feedback on or before the designated due date.

A. QUARTERLY PERFORMANCE EVALUATIONS (hereafter “QPEs”)

1. QPEs will be administered to all non-exempt Associates, including Leads, as a common

reporting mechanism for assessing quarterly performance.

a. A QPE will be administered to each non-exempt Associate by the 20th of the month following the end of the quarter. QPEs are to be administered by the next business day if the 20th falls on a Saturday, Sunday or Holiday.

b. A QPE should not be completed, scored or administered if one of the following conditions are met:

o The Associate worked less than 50% of his/her scheduled hours during the quarter (i.e.

Associates who are on a Leave of Absence).

o The Associate has measurable performance for a time period that is less than 50% of the quarter (i.e. Associates who are hired from the middle to the end of the quarter). Please note: The time an Associate spends in training is not considered measurable; therefore this time should not be evaluated on a QPE.

o If a QPE is not completed due to one of the above conditions, the QPE should be

marked as Not Applicable in the Assessment Portal.

c. Each performance category of the QPE has specific standards or actions which define an exceeds, meets, acceptable and below level of performance as described below:

Rating Definition 3 Exceeds. Objectives and expectations are consistently surpassed by a

recognizable margin. 2 Consistently Meets. Objectives and expectations are fully met and occasionally

exceeded. 1 Acceptable/Meets. Objectives and expectations are usually met and overall

accomplishment is considered acceptable. 0 Below. Performance does not meet job requirements. The quality and/or

quantity of achievement is inconsistent or often ineffective. d. The overall rating for each category will default to the lowest rating given in that

category. For example, if an Associate is evaluated in a particular category as having performed at a consistently meets and an acceptable level of performance, he/she will default to the lower rating of acceptable for that category. However, to receive an exceeds rating (in all categories except Quantity), the Associate must meet all of the qualifications of a consistently meets plus all of the applicable qualifications of an exceeds rating for that quarter.


PERFORMANCE EVALUATION GUIDELINES (NON-EXEMPT)

e. If an Associate receives a Below Expectations (score = 0) rating on one or more QPEs in the

Customer Service category during his/her review period, he/she will receive an overall

rating of Below Expectations (score ≤ 149) on his/her QPE as well as on his/her Annual Performance Appraisal. (A zero in Customer Service during the Associate’s review period defaults to a review rating of 149 for the annual review unless the score actually calculates to be less than 149, in which case the score should default to the actual score.)

f. If an Associate receives an overall rating score ≤149 on his/her QPE, he/she should be placed on Responsibility Based Performance, Reminder.

g. If an Associate receives a zero in a category on his/her QPE, he/she should be placed on

Responsibility Based Performance, Reminder.

h. Once placed on Responsibility Based Performance, Reminder, if after 30 days the associate

is trending to receive ≤149 or a zero in any individual category, he/she should be placed on Responsibility Based Performance, Decision Making Leave. In addition, if the associate

receives ≤149 or a zero in any individual category within 6 months of the Responsibility Based Performance, Reminder, he/she should be placed on Responsibility Based Performance, Decision Making Leave.

i. Once placed on Responsibility Based Performance, Decision Making Leave, if after 30 days

the associate is trending to receive ≤149 or a zero in any individual category, he/she should be reviewed for termination. In addition, if an Associate receives an overall rating

score ≤149 on his/her QPE or a zero in any individual category on his/her QPE within 12 months, he /she should be reviewed for termination.

j. QPE’s must be completed in the QPE Assessment Portal and electronically signed by each Associate by the 20th of the month following the end of the quarter. If the 20th falls on a Saturday, Sunday or Holiday, QPEs can be completed on the next business day.


PERFORMANCE EVALUATION GUIDELINES (NON-EXEMPT)

2. Statistical Review If communicating statistical performance to Associates on a monthly basis, the following guidelines will apply (any exceptions to the guidelines below must be approved in advance by Human Resources):

a. Scoring on the statistical summary should be consistent with the QPE standards in effect

for the current quarter. A summary of the scoring grid should be given for each QPE category being presented stating the qualifications necessary for each score level.

b. The statistical summary should indicate, in a clear manner, the timeframe that the statistics represent.

c. The following statement should appear on all statistical summaries as a footnote: “This

information is not a complete evaluation of the Associate’s performance and is only intended as a summary of the statistical portion of the Associate’s performance during the time period identified above. Any subjective portion of the Associate’s performance is not reflected in the above information.”

d. There should be no reference to credit performance of the Associate on the statistical

summary. This information is to be communicated to the Associate using the monthly credit log.

e. Signatures or initials of the Associate should not be required on the statistical summary.

f. Comments about the Associate’s performance should not be included on the statistical

summary. Subjective aspects of the Associate’s performance should be discussed in one-on-one sessions with either the Lead and/or Manager.

3. Record Keeping prior to creation of QPE Assessment Portal in February 2010

a. All completed original QPEs will be stored separately in alphabetical order under lock and

key within the department with access limited to the Executives of that area. b. All QPEs must be retained for at least 2 years and the front page only for QPEs older than

2 years. c. Lead QPEs should be stored separately from Associate files to ensure confidentiality of

these files. B. ANNUAL PERFORMANCE REVIEWS

1. All Associates are eligible for a performance review and merit increase on the first Sunday of fiscal May. Newly hired associates are eligible if hired prior to November 1st.

2. Annual merit increases are determined by the average score of the Associate’s QPEs.

3. Annual merit increases will not extend the Associate’s compensation beyond the maximum of his/her salary range.


PERFORMANCE EVALUATION GUIDELINES (NON-EXEMPT) 4. If an Associate is currently at the maximum of his/her salary range, any eligible merit increase

will be paid in the form of a lump sum payment. Please refer any question concerning this calculation or process to the Compensation Manager.

5. If an Associate receives a Consistently Meets Expectation’s rating or higher on his/her annual

review, he/she will be eligible to receive a merit increase on his/her next annual review. 6. Reviews for Associates on LOA should be completed by the Manager if they have two scored

QPEs (not including Training) for an annual review.

a. The reviews for Associates on LOA at the time of the Associate’s review effective date should be administered by the Manager within one week of the date the Associate actively returns to work from LOA.

7. A zero in Customer Service during the Associate’s review period defaults to a review rating of

149 for the annual review unless the score actually calculates to be less than 149, in which case the score should default to the actual score.

8. If the Associate is on Decision Making Leave during the fiscal year, he/she will not be eligible for an annual increase.

9. Review Process

a. Human Resources will notify Manager(s) when reviews are available in the Assessment Portal to complete. The Manager(s) will complete the review in the QPE Assessment Portal and submit for Human Resources approval.

b. Human Resources will check the information on the review for reasonability and accuracy.

c. Once approved, the review will be available in the QPE Assessment Portal. d. The Manager will discuss the performance review with the Associate on or before the

effective date.

e. The Associate will electronically sign the review on the day the feedback was given to the Associate. The Associate will be able to access the review history online in the QPE Assessment Portal.

f. The annual performance review will become part of the Associate’s Human Resource file.

g. Due to the confidentiality of compensation information, Leads should not be responsible

for composing or administering annual reviews.

1. The comments section must be completed on all reviews for the purpose of the Associate’s personnel file.

2. At no time should a performance review be administered to an Associate without an

electronic signature from Human Resources.


TIMEKEEPING(KRONOS) RECORD GUIDELINES GENERAL GUIDELINES

An Associate’s weekly pay is determined based on the entries into his/her Time In Attendance record. It is the Associate’s responsibility to ensure that entries made into TIA are an accurate reflection of his/her hours worked for the week.

A. Associate’s Responsibility

1. Each Associate is responsible for recording his/her start work time and stop work time, including

meal periods. In addition, each Associate is expected to record their start/stop time within their department. Repeated failures to clock or clocking adjustments may result in disciplinary action, up to and including termination.

2. Each Associate must personally record his/her own time. Under no circumstances should another

Associate access, view, change, monitor or record time for another Macy’s Associate. The only exception would be for a Lead accessing, viewing, changing, monitoring or reporting time for a subordinate Associate within his/her area of responsibility. At no time should another Lead or Lead Equivalent access, view, change, monitor or record time for another Lead/Lead Equivalent. Violations of this guideline are strictly prohibited and could result in disciplinary action, up to and including termination.

3. Each Associate is responsible for monitoring the accuracy of his/her daily work record in TIA. If

the TIA or Kronos record is incorrect, it is the Associate’s responsibility to perform self-clocking adjustment or to communicate to his/her Manager/Lead so that corrections can be made.

4. If a manual check is requested by an Associate due to a clocking error by the Associate, this

request will be granted provided that the Associate has had less than 3 clocking errors resulting in a manual check within a 30 day period. On the 3rd clocking error within a 30 day time period, any pay adjustments will be reflected on the pay period following the clocking error.

B. Manager’s/Lead’s Responsibility

1. Each Manager/Lead is responsible for maintaining the Time In Attendance entries made by his/her subordinate Associates to ensure accuracy of the Associate’s record. All Time In Attendance entries from the previous week should be reviewed for accuracy and corrections made by the Lead/Manager before the payroll processing deadline each week.

2. Each Manager/Attendance Lead (Coordinator) is responsible for inputting into MTO any eligible

Paid Time Off earned or requested by his/her subordinate Associates from the previous week before the payroll-processing deadline each week.

3. It is the Manager/ Attendance Lead (Coordinator) responsibility to audit Kronos adjustments,

clockings and to run self-clocking report to ensure compliance to company policy and address any issues.


WORK RULES AND REGULATIONS Macy’s Credit and Customer Services has the responsibility to inform you of what is expected of you in your job, including the rules and regulations, which you must observe. It is each Associate’s responsibility to be aware of company rules and regulations and to conduct themselves in adherence to them. Although the following list is not all-inclusive, it will serve as a general guideline. Violations, which are normally considered correctable, will usually be handled through the Responsibility Based Performance process. (Please note, however, if performance violations develop during your first 90 days of employment, you may be addressed utilizing the Responsibility Based Performance guidelines or your employment may be terminated pending a thorough review.) These include:

• Unsatisfactory work performance.

• Leaving your department or job during working hours without permission; including extending your scheduled break period and/or not adhering to the department break schedule.

• Disregard of safety rules or established safety practices, which creates or contributes to unsanitary or unsafe conditions.

• Unauthorized use of company facilities or equipment.

• Horseplay, loitering or wasting time during working hours; including sleeping on the job.

• Violation of systems policy or procedures; including violation of policy/rules governing electronic technologies.

• Violation of No Solicitation Policy/Distribution of Literature Policy.

• Failure to meet attendance expectations and/or use of Paid Time Off (PTO) outside of policy guidelines.

• Dress standards violation.

• Smoking in unauthorized areas.

• Disturbing the work of other Associates, in any manner, while other, Associates are on working time.

• Conduct, employment or actions that create a conflict of interest.

• Aiding or assisting any person in gaining unauthorized entrance to or exit from company premises.

• Repeated violations of company policies and regulations that by themselves might not be cause for termination.

• Repeated violations of any one or more of these work rules may result in immediate termination.


WORK RULES AND REGULATIONS Although Macy’s Credit and Customer Services may exercise its discretion to administer discipline that is less severe than termination under certain circumstances, the employment relationship may nevertheless be terminated at will at any time, by Macy’s Credit and Customer Services or the Associate, without following any formal system of discipline or warnings. Examples of less severe disciplinary measures include verbal warnings, written warnings, demotion, suspension, and/or ineligibility for a salary increase. Although less severe disciplinary actions may be taken under particular circumstances, no formal steps of counseling or any type of progressive discipline is required before Macy’s Credit and Customer Services may impose any form of discipline, including immediate termination. Violations of a more serious nature may result in fewer Responsibility Based Performance steps before discharge, or may, in fact, result in immediate termination pending a thorough investigation of all the facts. (Please note, however, if performance violations develop during your first 90 days of employment, you may be addressed utilizing the Responsibility Based Performance guidelines or your employment may be terminated pending a thorough review.) Included* in this category are:

• Harassment of any kind.

• Theft of any nature.

• Falsification of any company document, including employment application or work related documents.

• Tampering with time records, clocking for another Associate, or allowing another Associate to clock for your time.

• Carrying, storing or threatening to bring firearms, weapons, explosives or other dangerous items on company property.

• Misuse, removal from the premises, or disclosure without proper authorization of Associate lists, company records, or confidential information of any nature.

• Abuse, misuse, or destruction of company and/or associate property.

• The making or publishing of false, vicious or malicious statements concerning any Associate, supervisor, the company, or its merchandise or service.

• Threats, verbal abuse or attempt to inflict direct/indirect physical, psychological or emotional harm to another associate, customer or self.

• Violations of policy or procedures regarding the Privacy Policy guidelines.

• No Call/No Show.

• Behavior resulting in customer or Associate complaints.


WORK RULES AND REGULATIONS

• Conversion to own use of company property, company funds, or funds belonging to or assigned to Associates’ clubs or activities.

• The use, possession, solicitation, dispensing and/or sale of illegal drugs or alcohol on company property are prohibited. Associates should also be free of the effects of illegal drugs, alcohol or abuse of legal substances on company property at any time.

• Immoral or indecent conduct including sexual harassment of coworkers, customers, vendors and Associates from other divisions.

• Refusal to cooperate with an investigation of any kind.

• Gross or willful negligence in job performance.

• Conduct endangering an associate, associates’ property or property of the company.

• Displaying any rude and/or discourteous behavior to Associates, customers and/or third parties in any manner. This includes, but is not limited to, the use of abusive, profane, or obscene language.

• Failure to adhere to the Telephone Usage policy or the use of a cellular phone in an unauthorized area.

• Disconnecting a customer, associate, third party call or live chat under any circumstances, or acts, which result in the disconnection of a customer, associate, third party call or live chat.

• Failure to carry out the reasonable request of an appropriate supervisor.

• Abuse of Associate privileges, including violations of policy/rules governing discounts.

• Extending unauthorized credit to any Associate or non-Associate.

• Writing personal bank checks to any Macy’s stores, which are returned non-sufficient funds or closed account.

• Failure to keep any Macy’s store charge account current as agreed.

• Entering or leaving your area during scheduled work time through an entrance or exit other than the designated Associate’s entrance.

• Examining, viewing, changing, authorizing, or obtaining credit information or Credit Bureau reports on coworkers, relatives, friends, your own account, or any Associate related information without a legitimate business reason is strictly prohibited. All requests for information, sales checks, statements, credit applications, additional account types, or authorizations on the account of a coworker, relative, or friend must be handled according to your department’s procedure for such accounts. Any account actions on your own account, including view-only, is strictly prohibited under any circumstance.


WORK RULES AND REGULATIONS

• Examining, viewing, changing, authorizing, or obtaining payroll, benefit, personnel, company systems/files, vendor or any Associate related information without a legitimate business reason is strictly prohibited. All requests for information on a coworker, relative, friend, or yourself must be directed to and handled by a Manager or supervisor.

• Any credit, payroll, benefit, personnel, vendor or Associate related information obtained solely for a business reason, may be used only in the performance of your job, within Macy’s Credit and Customer Services. No information may be disclosed and it must be kept highly confidential.

• Viewing, accessing or placing your own personal Macy's/Bloomingdale's.com order, or the Macy's/Bloomingdale's.com order of a family member, friend or an associate of MCCS who does not call through the Customer Service toll-free number. All personal Macy's/Bloomingdale's .com orders must be directed to and handled by a Retail Services Manager.

• Unauthorized covert tape-recording (or the use of any recording devise) of any Macy’s Credit and Customer Services Associate, supervisor or third party.

• Flagrant poor performance or conduct indicating an irresponsible lack of knowledge or decision-making process, resulting in a measurable loss to the company, whether it be monetary, in customer confidence, or in Associate relations issues.

• Any act which questions one’s integrity such as: engaging in activity involving acts of dishonesty, money laundering, drug offenses, violence, breach of trust or engaging in any criminal conduct which may affect the company or its reputation.

• Insubordination.

• Unprofessional and inappropriate behavior.

• Performance or conduct that negatively impacts the work environment.

* List includes, but is not limited to, violations noted.

Macy’s Credit and Customer Services Policy Addendum · include employees of both Macy’s Credit...

Documents

Transcript of Macy’s Credit and Customer Services Policy Addendum · include employees of both Macy’s Credit...