1. Scheduling & Posting Requirements

📌 Advance Schedule Posting
✅ Store Management is responsible for publishing employee schedules on the HR platform (Paylocity) at least two weeks in advance (preferably one month in advance).
✅ Schedules will be accessible via each employee’s portal to ensure clarity and awareness of assigned shifts.

🚨 Employees must regularly check the HR platform for schedule updates and changes.

2. Vacation Request Submission Process

📌 Mandatory Submission via Paylocity Portal
✅ All vacation requests (paid or unpaid) must be submitted through the HR Portal (Paylocity).
✅ This applies to employees at all levels, including:

• Sales Associates
• Maintenance Team
• Store Managers
• Assistant Managers
• Administration Team
• Operations Manager 

📌 Store Manager Requests
✅ Store Managers requesting vacation must submit their request to the Operations Manager for approval.

🚨 Vacation requests made via text, email, or verbal communication will NOT be considered unless submitted and approved within Paylocity.

3. Minimum Notice Period for Vacation Requests

📌 Advance Planning Requirement
✅ Employees must submit vacation requests at least two weeks in advance.
✅ Employees are encouraged to plan vacations early to ensure better accommodation of their requests.

🚨 Failure to submit within the required timeframe may result in denial due to staffing limitations.

4. Emergency Time Off Requests

📌 Handling Urgent PTO Requests
✅ Employees experiencing a personal emergency requiring immediate time off may request to use their Paid Time Off (PTO).
✅ Approval of emergency time off is at the discretion of Store Management.

📌 Emergency Communication Procedure
✅ Employees should notify Store Management as soon as possible if an emergency arises.
✅ Emergency PTO requests will be evaluated based on business needs and staffing availability.

🚨 Emergency time off does not guarantee automatic approval and is subject to operational requirements.

5. Approval & Monitoring of Vacation Requests

📌 Vacation Request Approval Process
✅ Store Management will review and approve/deny vacation requests based on:

• Staffing levels
• Business operational needs
• Fairness and rotation of time-off approvals

✅ Store Managers must submit their own vacation requests to the Operations Manager for approval.

📌 Employee Responsibility for Tracking Requests
✅ Employees are responsible for checking the status of their vacation requests in the Paylocity Portal.
✅ No vacation request is considered approved until it is officially processed in Paylocity.

🚨 Employees should NOT assume approval unless confirmation is received through Paylocity.

6. Accommodation of Vacation Requests

📌 Approval Based on Business Needs
✅ Store Management will make every effort to accommodate vacation requests, but approval is subject to:

• Business demands
• Seasonal workload
• Staffing coverage availability

🚨 Vacation requests are not guaranteed and may be denied based on operational requirements.

📌 Escalation for Scheduling Conflicts
✅ If Store Management is unable to accommodate staffing needs, they must contact the Operations Manager for guidance and support.

7. Communication of Approved Vacation Requests

📌 Confirmation Through Paylocity
✅ Once a vacation request is approved, employees will receive official confirmation through the Paylocity Portal.
✅ Approved vacation time will be automatically reflected in the employee’s schedule on Paylocity.

🚨 If an employee does not receive an approval notification, their request is NOT considered granted.

8. Revisions or Changes to Approved Vacation Requests

📌 Process for Modifying Requests
✅ If an employee needs to revise or cancel an approved vacation request:

• They must promptly inform Store Management.
• Update the request in the Paylocity Portal for re-approval.

📌 Approval of Modifications
✅ Revised vacation requests will be reviewed based on:

• Staffing levels at the updated time.
• The impact on business operations.

🚨 Changing an approved vacation request does not guarantee automatic approval of new dates.

9. Compliance & Accountability

📌 Employee Responsibilities
✅ Employees must:

• Submit vacation requests properly through Paylocity.
• Plan in advance and follow the required two-week notice period.
• Monitor the approval status of their requests.

📌 Manager Responsibilities
✅ Store Managers must:

• Approve or deny requests based on business needs.
• Ensure fair scheduling among employees.
• Submit their own vacation requests to the Operations Manager for approval.

📌 Consequences of Non-Compliance
❌ Failure to follow vacation request procedures may result in denial of time off.
❌ Repeated scheduling conflicts or last-minute call-outs may lead to disciplinary action.
❌ Vacation taken without official approval may result in an unexcused absence.

🚨 Westside Market is committed to a fair and structured approach to scheduling, ensuring a balanced work environment for all employees.

10. Summary: Key Takeaways

✔ Schedules are posted on Paylocity at least two weeks in advance.
✔ Vacation requests must be submitted through Paylocity—verbal or email requests will not be considered.
✔ Employees must request vacation at least two weeks in advance.
✔ Emergency time-off requests must be communicated immediately and are subject to Store Management approval.
✔ Approved vacation requests will be reflected in Paylocity—employees must check for confirmation.
✔ Store Managers must escalate staffing conflicts to the Operations Manager.
✔ Unauthorized time off may result in disciplinary action.

By adhering to this Scheduling & Vacation Request Policy, Westside Market ensures fairness, efficiency, and proper staffing coverage while respecting employees' time-off needs.