Child Care/Dependent Care Policy
March 08, 2008
The Child Care/Dependent Care policy states that the Company seeks to provide an environment that allows an employee to enjoy work and not be distracted by concerns about dependents. The Company expects all employees to be at work unless the employee or a dependent is ill. This policy outlines the employees’ options for dealing with a dependent that is ill or other child/dependent emergencies. Several options are available that enable the employee to continue to do his/her job concurrently. Lists for alternative care are provided, but final decision is up to the employee. Sometimes, a healthy child may be able to come to the workplace with the employee. This option varies from workplace to workplace.
Subject: Child Care/Dependent Care
Example of: Standard Policy
The Company seeks to provide an environment that allows an employee to enjoy work and not be distracted by concerns about dependents.
The Company expects all employees to be at work unless the employee or a dependent is ill. If a child or other dependent is ill, and another adult is available to care for the dependent, the employee is expected to be at work. Otherwise, the employee should either remain home with the ill dependent or arrange for care by one of the facilities that will provide day care for ill dependents. The Human Resources Department has a list of such facilities. Employees are encouraged to obtain this information prior to the illness and to make such arrangements ahead of time. (You are responsible for determining the qualifications of the facility you want to use. The fact that the facility is listed is not an endorsement by the Company. The Company has only obtained a listing from the state licensing agency.) The Human Resources Department also has a list of licensed agencies that will arrange for a licensed, trained individual to come to your home on an emergency basis. (You are responsible for determining the qualifications of the agency you want to use. The fact that the agency is listed is not an endorsement by the Company. The Company has only obtained a listing from the state licensing agency.)
Employees who have worked full-time for 6 months or longer may sign up for the Company’s on-site, licensed daycare service for children ages 1 to 6 years. Employees may visit their children during breaks. Because of limitations on space and services, facilities are not available for ill children. The charge for this service equals the Company’s actual costs to provide it. Please refer to the description of daycare services for more details.
As part of its daycare services, the Company has reserved some space, available on a first-call, first-serve basis, in an emergency. For example, your usual sitter becomes ill and is unable to care for your child ages 1 to 6, or your spouse must go out of town to care for an ill relative. This service is generally limited to a total of 2 days a month in an effort to make it as widely available as possible. Please refer to the description of daycare services for more details.
Under limited circumstances, the Company will permit employees to bring healthy dependents to the workplace. For example, if your sitter is ill, your child is healthy, and you work in an office environment that permits you to watch your child, do your work, not disrupt the workplace, and not create a safety issue, you may be permitted to bring a child who is 1 to 6 years old. Please contact your supervisor before doing so. Permission may be refused for safety reasons (e.g., a new computer cable is being installed that day), disruption of the workplace (e.g., two other employees that day are each bringing in a child, and a third child will be too disruptive, or an all-day training seminar is scheduled), the age of the child, behavior of the child, and similar reasons.
If an emergency requires you to stay home or leave work early to take care of a dependent, please notify your supervisor, a manager, or the Human Resources Department and refer to the attendance policy for details regarding notice.
Depending on the Company’s needs, you may be permitted to make up 4 hours of work missed due to such absences. You may be permitted to use sick leave or vacation time for these absences. Please refer to the attendance policy for details.
The general attendance policy will apply with respect to absences due to the illness of your dependents. Please refer to that policy to learn when you need to provide notice of your absence and when you will need a written statement from a physician or daycare center in order to apply for paid sick leave or vacation and other details.
If you anticipate an absence in excess of 5 days due to the need to care for a dependent, you will need to apply for a personal leave. Please refer to the leave policy for details.
If your absences exceed the number of days allowed by the attendance policy, you may be replaced. However, if you qualify, you may be placed on a preferred hiring list when you are able to return to work. Moreover, before you exceed the amount of leave you have available, you may request that you be placed on a part-time schedule, a flexible schedule, a job-sharing schedule, or similar arrangement. Please refer to the policies concerning each of these arrangements for details.
It is the responsibility of the employee to be familiar with the attendance standard and related policies. Failure to follow this policy may be grounds for discipline up to and including termination.
If you have a health problem, you should speak with your supervisor concerning your eligibility for Family and Medical Leave. Employees who have worked 1,250 hours during the past 12 months and have worked for the Company for at least 12 months may request personal time off with or without pay to care for ill dependents. Ill dependents may include a spouse, child, or parent.
The Company will provide reasonable accommodations for parents with children with a disability in accordance with the Americans with Disabilities Act as long as such accommodation does not create an undue burden for the Company. Such accommodations may include flextime, job sharing, or intermittent leave.
Employees may take advantage of the dependent care assistance benefit available through the flexible benefit plan. Through the Company’s flexible benefit plan, employees who have worked full-time for 6 months or longer may select daycare assistance as a benefit. Again, this assistance is available for any dependent as described in the daycare assistance plan. Furthermore, the benefit can be used at any qualified daycare center.
Flexible Spending Accounts enable you to use pre-tax dollars to pay for dependent care and medical expenses. A dollar amount you determine at the time you enroll is withheld from your pay before calculation of taxes, lowering your taxable income. You may then submit receipts for reimbursement for payments you have made for dependent care and⁄or medical expenses to the program administrator, who will refund you an amount equal to your receipts. It is important to carefully calculate the amount you wish to have withheld from your paycheck; any monies remaining in your account, or for which you have not incurred medical or dependent care expenses, are nonrefundable. Information about the Flexible Spending Accounts Program and enrollment in the program are available from the Human Resources Department. Please refer to the plan for more details.
As part of their planning for emergencies, employees are encouraged to exchange information about available daycare services in the community. For example, if you want to organize an emergency daycare service through spouses who work at home, the Human Resources Department will refer you to local agencies that can help you do so.
If your particular situation is not covered by this or related policies, please suggest other solutions to your supervisor or the Human Resources Department. If you do not have a proposed solution, please ask for help.
This policy may be varied in order to comply with applicable law.