1. Time Management & Key Policies
Webclock Users

2. Time Management & Key Policies
Company Goals
All associates continue to demonstrate the highest ethical standards
All associates continue to comply with all applicable federal, state and Scotts policy requirements for reporting and tracking time
The timely completion of payroll activities
Associate responsibilities
Providing accurate records of our work and/or leave time
Being aware of, and fully understanding, the company policies that relate to timekeeping
The company wants to ensure that all associates are demonstrating the highest ethical standards and are complying with all applicable federal, state and Scotts policy requirements for reporting and tracking time as well as the timely completion of payroll activities.
As associates, we are all accountable for providing accurate records of our work and/or leave time. As technology training proceeds, you will be informed what your exact reporting requirements are.
We are also accountable for being aware of and fully understanding the company policies that relate to timekeeping.
Today, we are going to review some of the key timekeeping policy areas with the understanding that there will be future efforts to review our practices and additional training provided. Today’s policy overview is not an all inclusive HR policy overview. We have selected key policies that are important from a time management perspective to review today.
This training is an important first step for us to review some of our basic timekeeping obligations and also to provide you with context for your training on the new timekeeping technology. Please keep in mind however, that there is an ongoing effort to review our policies and practices that relate to timekeeping and some answers may be deferred until that work is completed.

3. Time Management & Key Policies
This training is an important first step to review some basic timekeeping obligations
This is not an all inclusive HR policy overview therefore you must visit The Garden to review all HR Policies
Policies as they relate to time management are outlined later in this presentation.

4. Roles & Responsibilities
There are two components of the timekeeping system
Time Entry – Where an associate clocks in and clocks out of the system
Leave Request – Vacation and Personal Days
Next you will review your role and responsibilities as it relates to time management

5. Roles & Responsibilities
Key Areas of Accountability
Associate
As it relates to time entry:
Enter your time accurately into the new system
View your time statements for accuracy
Confirm that your time entries are accurate
Communicate with your manager immediately concerning any discrepancies/corrections/inability to submit time
Be familiar with Scotts’ timekeeping policies that impact time and how those policies impact you
Before we begin the policy overview, we are going to review your role and responsibilities.
There are two components of the system:
Time Entry – Meaning, where you would clock in and out (including unpaid meal periods) via the Webclock. You’ll see a demo in a few moments.
Leave Request – Where vacation and personal day requests are processed (paperless!)
This particular slide is your role as an associate as it relates to the entry of time:
[PRESENTER – REVIEW SLIDE]

6. Roles & Responsibilities
Key Areas of Accountability
Associate
As it relates to leave requests (vacation/personal day):
Enter your vacation/personal day requests in new time keeping system
Ensure that approval or denial by manager has been obtained via prior to requested time off
Review your vacation/personal day information on-line to ensure accuracy

7. Timekeeping Policy Applies to: Salaried Non-Exempt, Hourly
Associates record their start / stop times
including meal periods
All associates will record exception-based absences (i.e. bereavement, jury duty)
Tampering with, altering, or falsifying time records, or recording time on another associate’s behalf is a policy violation
Associates must accurately record their start / stop times, including meal periods
All associates will record exception-based absences (bereavement, jury duty)
Off-the-clock work is strictly prohibited.
This means that if, before or after your regular work day, you are spending more than a de minimis amount of time working (e.g., 6 minutes or more), then you MUST report that time.  If you work time, you are required to report all of your work time and do not report all of your work time, you will be paid for the time you spent working, but you may also be disciplined for failing to report your work time. If anyone tells you not to report that time, you must push back by citing to the Company’s timekeeping policy. If that person continues to prevent you from reporting that time you should report the issue to Human Resources, the Ethics Hotline, the Legal Department, Chris Schemk the Chief Ethics and Compliance Officer etc. The company’s policy is that if you worked the time, you should be paid for it. At the same time, if you are told not to work the time, or if it is overtime and you do not have permission to work the time, and you work it anyway, that is a different issue and can lead to disciplinary action (even if you are still paid for the time you spent working).
Tampering with, altering, or falsifying time records, or recording time on another associate’s behalf is a violation
Failure to comply with any section of the policy may result in disciplinary action, up to and including termination.

8. Timekeeping Policy Applies to: Salaried Non-Exempt, Hourly
Company policy is aimed at paying overtime in compliance with all applicable state and federal wage and hour regulations
Associates are permitted to work overtime with prior authorization
Rounding Rules Apply
System will round clock in/out times to the nearest one-tenth (six minutes) of an hour
Refer to the policy for details
Overtime compensation is paid to associates in accordance with federal and state wage and hour regulations.
Associates are permitted to work OT with prior authorization
THIS IS CRITICAL: THE COMPANY WILL PAY FOR ALL HOURS WORKED WHETHER AUTHORIZED OR NOT. ASSOCIATES MAY BE SUBJECT TO DISCIPLINE IF THEY WORK OT WITHOUT AUTHORIZATION, BUT THAT DOES NOT MEAN THEY WILL NOT BE PAID FOR THE TIME.
Overtime must be authorized in advance by the manager. Should an associate work unauthorized overtime, contact your Human Resources representative immediately to determine next steps.
Rounding Rules Apply
System will round clock in/out times to the nearest one-tenth (six minutes) of an hour
Refer to the schedule in policy for details

9. Timekeeping Policy Applies to: Salaried Non-Exempt, Hourly
Off-the-clock work is strictly prohibited
Associates must obtain approval from their manager to work time outside of their normal schedule, failure to do so may result in disciplinary action
If time is worked outside of an associates regular work hours it must be reported and the associate will be paid – regardless of whether or not it was approved
If someone tells you NOT to report time, the issue should be reported to Human Resources, Ethics Hotline, Legal Department, or the Chief Ethics and Compliance Officer
Associates must accurately record their start / stop times, including meal periods
All associates will record exception-based absences (bereavement, jury duty)
Off-the-clock work is strictly prohibited.
This means that if, before or after your regular work day, you are spending more than a de minimis amount of time working (e.g., 6 minutes or more), then you MUST report that time.  If you work time, you are required to report all of your work time and do not report all of your work time, you will be paid for the time you spent working, but you may also be disciplined for failing to report your work time. If anyone tells you not to report that time, you must push back by citing to the Company’s timekeeping policy. If that person continues to prevent you from reporting that time you should report the issue to Human Resources, the Ethics Hotline, the Legal Department, Chris Schemk the Chief Ethics and Compliance Officer etc. The company’s policy is that if you worked the time, you should be paid for it. At the same time, if you are told not to work the time, or if it is overtime and you do not have permission to work the time, and you work it anyway, that is a different issue and can lead to disciplinary action (even if you are still paid for the time you spent working).
Tampering with, altering, or falsifying time records, or recording time on another associate’s behalf is a violation
Failure to comply with any section of the policy may result in disciplinary action, up to and including termination.

10. Meal & Rest Periods Policy Applies to: Salaried Non-Exempt, Hourly, M&Cs, & SLS Flux
Under Scotts’ policy, requirements for lunch/meal periods vary by state
Scotts policy allows all associates (regardless of state) to take an unpaid lunch/meal period, in some states, associates are REQUIRED to take a meal break
Managers must be aware of the requirements for their state
Length of meal breaks vary by state
Meal break must be uninterrupted by work or direction from the associate’s manager
The company’s preferred practice is to strongly suggest that associates take their meal break away from their desks or work locations
Rest period requirements vary by state
Rest periods are not reflected on a timesheet, however managers must know whether a rest break is required under Scotts’ policy in your state.
Rest periods are paid – lunch periods are not

11. Lunch/Meal Periods and Rest Periods
Meal & Rest Periods Policy Applies to: Salaried Non-Exempt, Hourly, M&Cs, & SLS Flux
Lunch/Meal Periods and Rest Periods
Track lunch/meal periods (not rest periods)
Associates are required to accurately record any unpaid meal periods
Lunch/meal periods are unpaid and work should not be performed during this time
Lunch/Meal Periods and Rest Periods
See state reference chart – Under Scotts policy, requirements for lunch/meal periods vary by state; therefore, we have created a state reference chart for your review and reference. While our policy allows all associates (regardless of state) to take an unpaid meal period, in some states, associates are REQUIRED to take a meal break. Managers need to know if their state requires lunch breaks.
The length of a meal break also varies by state – in some states a meal break need only be 20 minutes long, in other states a meal break must be 30 minutes long – in either case, the meal break must be uninterrupted by work or direction from the associate’s manager. For this reason, the company’s preferred practice to is strongly suggest that associates take their meal break away from their desks or work locations.
Rest period requirements also vary by state. Managers need to be familiar with respective state requirement as it relates to rest periods. While rest periods do not need to be reflected on the timesheet – you need to know whether a rest break is required under Scotts policy in your state. Rest periods are paid – lunch period are not.

12. Jury Duty/Bereavement Policies
Jury Duty Policy (All associates)
Provides paid time off to allow associates to fulfill their civic obligations
Associates receive their regular day’s pay; may keep any expense monies / witness fee allotted to them
Associate required to provide copy of the subpoena or jury summons to manager
Bereavement Policy (All regular FT associates)
3 or 5 days pay per occurrence in the event of a death in the immediate family (see policy for specific details)
Additional days off may be requested and approved at manager’s discretion
Bereavement
5 days includes: spouse, child, stepchild, parent, parent-in-law, or sibling.
3 days includes: grandparent, stepsibling, grandchild, stepparent, son-in-law, and daughter-in-law
Additional days off may be requested at manager’s discretion. Scotts reserves the right to require documentation of the death.

13. Holiday Policy Applies to: All regular FT & PT associates
Eligible associates are given a day off with pay for each scheduled holiday and one personal day
Associate must be active and at work on the workdays immediately preceding and following the day on which the holiday is observed (unless a previously scheduled and approved vacation)
Based on business requirements, some departments may be required to work a holiday to better serve customers
An alternative day may be given to those associates based on manager’s discretion and approval
Holidays and Personal Day are based on calendar year
Eligible associates are given a day off with pay for each scheduled holiday and one personal day – Associate must be active to receive pay. Must be at work on the workdays immediately preceding and immediately following the day on which the holiday is observed (unless a previously scheduled and approved vacation).
Based on business requirements, some departments may be required to work a holiday to better serve customers. An alternative day may be given to those associates based on manager’s discretion and approval.
Holidays and Personal Day are based on calendar year

14. Inclement Weather Applies to: All hourly (excluding SLS Flux & M&Cs)
Associates will receive up to 24 hours at regular rate of pay (fiscal year)
12 hours for part-time associates
Applies when office is officially closed based on management decision and associate is notified by a manager or public media
Applies to hourly associates

15. Vacation (a.k.a. Leave Request) Applies to: All associates (excludes M&Cs, SLS non-exempt, SLS Hourly, SLS Flux)
Computed, scheduled and taken on a fiscal year basis (10/1 – 9/30)
Use it or lose it policy (where applicable by law)
Time must be taken in full or half day increments
Unless vacation is running concurrently with FMLA in which it can be used in 1-hour increments
Upon termination, accrued unused time paid out
Refer to vacation accrual schedule, which is based on months of service for additional details

16. Sick Time Applies to: All hourly (excluding M&Cs)
24 hours (per fiscal year) for hourly associates
After 24 hours is used, additional absences will not qualify for paid sick time
Unused sick time cannot be carried over from one fiscal year to the next
Managers enter sick time on behalf of hourly WebClock users

17. Personal Leave Applies to: All associates (excludes M&Cs and SLS Flux)
Unpaid leave to associates who are unable to work due to extraordinary circumstances and do not qualify for another type of leave
All other leave (i.e. Vacation, FMLA and Personal Day) must be exhausted first
No guarantee of reinstatement to former position
Requires written request from associate and HR advance approval
Personal leave is not managed by the Office of Disability Management (ODM)
Unpaid leave to associates who are unable to work due to extraordinary circumstances and do not qualify for another type of leave
All other leave (i.e. Vacation, FMLA and Personal Day) must be exhausted first
No guarantee of reinstatement to former position
Not managed by the ODM. Requires request in writing and HR approval. See policy for details.

18. Office of Disability Management (ODM)
In the event of an illness or injury, notify the ODM as soon as possible via the Leave Notification Form. ODM will reach out to the associate to gather additional details.
ODM will work directly with you and the associate in regards to the following types of leaves:
- WC
- FMLA
- STD/LTD
- Military Leave
There will likely be occasions where you enter time on behalf of your direct reports during waiting periods.

19. Contact your HR Representative with any questions
Summary
Paying our dedicated associates timely and accurately is critical to the company as well as the Manager’s role
Scotts is committed to complying with the law and adhering to company policies
Ensure that you review the policies on The Garden under Human Resources/Policies for additional details
Contact your HR Representative with any questions
Paying our dedicated associates timely and accurately is a critical component of every manager’s role
Scotts is committed to upholding the highest Ethical standards and as a result wants to ensure you have all the tools you need to adhere to the laws that govern Timekeeping and Payroll Requirements
The presentation is intended to be a reference / quick overview. As mentioned, it is the expectation that all associates (especially managers like yourself), are familiar with company policies. Please refer to the actual policies for additional details. Policies are located on The Garden under Human Resources / Policies.
If you have any questions regarding policies contact an HR representative.
Thank you for your time today.
Thank you!