2024-08-08_alina.evans_The Key Employee Handbook - CANADA - Corporate Field - DRAFT July 2024.docx

2024 Canada Corporate and Field Handbook

Table of Contents

(all section titles are linked to provide quick access)

Welcome to The Key

We are thrilled to welcome you to TheKey! As a employee of TheKey (or “the Company”), your contribution cannot be overstated. Every employee has an important role in realizing our mission and vision. We value your unique abilities, experience and background and know that you will influence the Company's brand, culture and future.

We are here to support your success. If, at any time, you need assistance or guidance, please do not hesitate to ask your direct supervisor or the leadership team.

Each of us is responsible for upholding the Company brand for excellence. We expect you to give your best effort and to act with integrity and professionalism at all times. We are happy that you have joined us and we look forward to achieving success together.

About TheKey

TheKey is the comprehensive care solution for seniors who wish to age with dignity and independence in their home. The Company offers concierge-level care management and in-home support for seniors and their families throughout the United States and Canada.

As a mission-driven organization, the Company’s dedicated experts are passionate about caring for clients as they “age in place” in the comfort of their home. TheKey’s holistic approach to care is based on the lifestyles of the longest-living people in the world and promotes a healthy mind, body, and spirit through the proprietary Balanced Care Method™. By hiring the most experienced, fully vetted team members and a full-time team of experts, TheKey consistently provides exceptional service as a standard practice. Building on a legacy of excellence in customer service, innovation, and care management, TheKey is a valued partner in communities providing peace of mind for clients and their loved ones

Mission

Be the most trusted source of long-term care for aging at home.

Vision

Change how the world lives and ages at home.

Values

Passion

Let caring for others inspire us every day.

Compassion

Show kindness and respect to all clients, team members, and co-workers.

Innovation

Find innovative solutions to improve our service—and our company.

Above & Beyond

Go the extra distance and always do the right thing.

TheKey Principles

“The Principles” serve as a guide to acting ethically, legally, and responsibly towards our clients, partners, stakeholders, and communities. TheKey strives to provide high-quality services in compliance with all applicable laws, regulations, and guidelines, as well as our internal policies and procedures. 

The Principles contain the following four (4) elements:

Excellence

Client Focused

Integrity

Partnership

By aligning with these Principles, team members not only create a more respectful and ethical workplace but also contribute to the long-term success and sustainability of TheKey. Team members may address any questions to compliance@thekey.com.

About This Handbook

This Handbook is designed to familiarize team members with the guidelines and practices of TheKey (the “Company” or “TheKey”) as it relates to their employment. The Handbook contains general information and is not intended to be comprehensive or to address all the possible applications of, or exceptions to, the general policies and procedures described. It is every employee’s responsibility to read, understand and comply with the policies and procedures as outlined in this Handbook.

This Handbook supersedes all previously issued team member manuals and handbooks, with the exception of any jurisdiction-specific supplement, which may accompany and supplement this Handbook in operation. The practices, policies and benefits described here may be modified from time to time or discontinued at the Company’s sole discretion. All such revisions, deletions, or additions must be in writing. No oral statements or representations can change the provisions of this Handbook. We will take reasonable steps to inform team members in a timely manner of any material changes of the Handbook. Subjects in the Handbook are summarized and team members should refer to specific subject documents for additional details.

This Handbook does not constitute an express or implied contract guaranteeing continued employment for any team member. No Company manager or supervisor has any authority to enter into or alter a contract of employment express or implied.

This Handbook, along with any other documents or policies, is not intended to contravene any municipal, provincial, or federal laws of Canada.   If, at any time, a Company policy is inconsistent with an applicable local, provincial or federal law, the applicable law will prevail to the extent it offers a greater right or benefit.

This Handbook may apply to employees who are subject to an employment agreement signed by the employee (or the employee’s representative) and the Company. In the event of a conflict between a binding employment agreement and this Handbook, the employment agreement will supersede and take precedence over the Handbook.

It is every team member’s responsibility to read, understand and comply with the policies and procedures as outlined in this Handbook, and any subsequent version of the Handbook that is released during your employment with the Company.

Team members may address specific questions concerning eligibility of particular benefits or policies or applications to leadership or the Human Resources team by contacting HRServiceCenter@TheKey.com or (888) 874-8088. Policies and supplemental documents are available to all corporate team members electronically through Workplace, which is the company’s intranet site.

Section 1: Employment Practices

If you have any questions regarding the information contained in this section, contact the Human Resources Service Center at (888) 874-8088 or HRServiceCenter@TheKey.com.

Respect in the Workplace

Policy is with TheKey for review.  It covers workplace harassment, sexual harassment, psychological harassment, domestic violence, workplace violence and discrimination.  It also covers how to raise a concern and investigation process.  All of this content if required.

Employee Privacy

TheKey’s Employee Privacy Policy describes how the Company will collect, access, use, or disclose your personal information. The policy can be found [insert location].

Proprietary and Confidential Information

During employment with the Company, team members will receive and have access to the Company’s Proprietary Information. Because of the nature of the Company’s business, the protection of such Proprietary Information is of vital concern to the Company. As this information is not generally known outside the Company and would be valuable to competitors, it is the valuable, confidential, and exclusive intellectual property of the Company. It is important to remember that all information gathered by, retained, or generated by the Company regarding its clients and their families is confidential. Team members will not disclose any Confidential Information to anyone outside the Company without the appropriate authorization.

Both during and after employment all team members are strictly prohibited from using, disclosing, or disseminating in any manner, without the Company’s prior authorization, any documents or information containing or relating to Proprietary Information. This prohibition includes, but is not limited to the requirement that team members may not use Proprietary Information to solicit Company clients, team members or referral sources during or after a team member’s employment, including recruiting or encouraging any Company clients to reduce, change, alter or otherwise change their existing relationship, course of dealing or level of business with Company.

No one is permitted to download, remove, or make copies of any Company Proprietary Information without prior written approval of the Chief Executive Officer. A violation of this rule may result in corrective action, up to, and including termination.

Additional policy information can be referenced in the policy you acknowledged during your onboarding. If someone outside of the Company or your department requests information and you are concerned about the appropriateness of giving them certain information because it might be Proprietary Information, do not provide the information without first consulting with the Human Resources Team.

Integrated Accessibility

Statement of Commitment

TheKey is committed to ensuring equal access and participation for people with disabilities. We are committed to treating people with disabilities in a way that allows them to maintain their dignity and independence. We believe in integration and are committed to promptly meeting the needs of people with disabilities. We will do so by removing and preventing barriers to accessibility and meeting our accessibility requirements under the accessibility laws.

Purpose

This policy aims to provide a framework through which TheKey can meet the needs of people with disabilities following provincial and federal legislation.

Scope

The scope of this policy includes our commitment to accessibility in our customer service and employment standards.

Customer Service Standard

TheKey is committed to providing inclusive customer service experiences for our customers/clients and others seeking our services. All team members are expected to comply with the spirit and intent of this policy when providing services to our community or otherwise representing or conducting business on behalf of TheKey.

Employment Standard

TheKey is committed to providing a welcoming, respectful, and inclusive environment to our eteam members and community members with disabilities. Our employment standard will incorporate regulatory requirements and best practices throughout the employment relationship.

Definitions

TheKey has adopted the following definitions for key terms related to accessibility policies:

Accessibility

The term accessibility means giving people of all abilities opportunities to participate fully in everyday life. It describes how widely a service, product, device, or environment is available. Accessibility can be seen as accessing and benefiting from a system, service, product, or environment.

Barrier

Barriers are obstacles that limit access and prevent people with disabilities from fully participating in society. Most barriers are not intentional. Barriers usually arise because the needs of people with disabilities are not considered.

Disability

TheKey has adopted the definition of a disability in the Ontario Human Rights Code. It defines disability broadly:

Any degree of physical disability, infirmity, malformation or disfigurement that is caused by bodily injury, birth defect or illness and, without limiting the generality of the foregoing, includes diabetes mellitus, epilepsy, a brain injury, any degree of paralysis, amputation, lack of physical coordination, blindness or visual impediment, deafness or hearing impediment, muteness or speech impediment, or physical reliance on a guide dog or other animal or a wheelchair or other remedial appliance or device.

A condition of mental impairment or a developmental disability.

A learning disability or a dysfunction in one or more processes involved in understanding or using symbols or spoken language.

A mental disorder, or

An injury or disability for which benefits were claimed or received under the insurance plan established under the Workplace Safety and Insurance Act, 1997.

Employee/ Team Member

Employee or team member refer to any person TheKey pays wages or salary, has control over their assigned work and has the right to control their work. This includes full-time, part-time, seasonal, casual/ contract employees and interns.

Service Animal

An animal is a service animal for a person with a disability if:

It is readily identifiable that the animal is used for reasons related to the person’s disability (such as a guide dog or other animal wearing a vest or harness); or

The person with the service animal provides documentation from a regulated health professional confirming the need for the animal because of a disability.

Support Person

Support Persons are any person, whether a paid professional, volunteer, family member, or friend, who accompanies a person with a disability to help with communications, personal care, or medical needs while accessing goods or services.

Policy Statement – Communication Standard

TheKey is committed to ensuring that communications are available in a format that is accessible, readable, or comprehensible for people with disabilities.

Accessible Formats and Communication Supports

The company will, upon request, provide any communication in an accessible format or provide communication support in a timely manner that considers the person’s accessibility needs due to disability. The company will further advise the public about accessible formats and communication support availability.

Emergency Procedure, Plans or Public Safety Information

The company will, upon request, provide any emergency procedures, plans or public safety information in an accessible format or with appropriate communication support.

Policy Statement – Customer Service Standard

TheKey is committed to meeting its current and ongoing obligations under the Human Rights legislation, respecting non-discrimination. TheKey understands that accessibility laws and accessibility standards do not substitute or limit its obligations under Human Rights legislation or to people with disabilities under any other law. TheKey is committed to complying with provincial human rights legislation and provincial accessibility laws and excellently serving all customers, including people with disabilities. This means that we will provide goods and services to people with disabilities with high quality and timeliness.

Our accessible customer service policies are consistent with independence, dignity, integration, and equality of opportunity for people with disabilities.

Assistive Devices

People with disabilities may use their assistive devices when accessing our goods, services, or facilities.

In cases where the assistive device presents a significant and unavoidable health or safety concern or may not be permitted for other reasons, other measures will be used to ensure the person with a disability can access our goods, services, or facilities upon request.

We will ensure that our team members are trained and familiar with various assistive devices we have on-site or will provide devices that may be used by customers with disabilities while accessing our goods, services, or facilities.

Communications

We will communicate with people with disabilities in ways that consider their disability upon request. We will work with the person with a disability to determine what method of communication works for them, including communicating via email instead of the phone.

Service Animals

We welcome people with disabilities and their service animals. Service animals are allowed on the parts of our premises that are open to the public. If a service animal is excluded by law, we will suggest appropriate alternatives and ensure that the person can access, obtain, use, or benefit from our goods, services, or facilities where possible.

Support Persons

A person with a disability whom a support person accompanies will be allowed to have that person accompany them on our premises.

Notice of Temporary Disruptions

TheKey will notify customers promptly if there is a planned or unexpected disruption to services or facilities for customers with disabilities. This posted notice will include information about the reason for the disruption, its anticipated length, and a description of alternative facilities or services, if available.

Training

Where required, TheKey will provide accessible customer service training, upon hire, to:

All employees and independent contractors.

Anyone involved in developing our policies.

Anyone who provides customers goods, services, or facilities on our behalf.

Training will include:

Purpose of the accessibility laws and the customer service standard requirements.

TheKey’s policies related to the customer service standard.

How to interact and communicate with people with several types of disabilities.

How to interact with people with disabilities who use an assistive device or require the assistance of a service animal or a support person.

How to use the equipment or devices available on-site or otherwise that may help provide goods, services, or facilities to people with disabilities.

What to do if a person with a disability has difficulty accessing TheKey ‘s goods, services, or facilities.

Team members will be trained when changes are made to our accessible customer service policies.

Policy Statement – Employment Standard

TheKey is committed to fair and accessible employment practices consistent with dignity, independence, integration, and equal opportunity principles.

Hiring

We will notify employees, potential hires, and the public that accommodations can be made during recruitment and hiring.

Workplace Information

We will notify team members that support is available for those with disabilities. We will develop a process to develop individual accommodation plans for employees.

Where needed, we will also provide customized emergency information to help a team member with a disability during an emergency.

Talent and Performance Management

Any performance management, career development, and redeployment processes shall consider the accessibility needs of all employees.

Communicate Accessibility Policies

When requested by a team member with a disability, we will consult with the team member and arrange for an accessible format and communication support for information required to perform their job and for data readily available to employees in the workplace.

Feedback Process on Accessibility Practices

TheKey welcomes feedback on how we provide accessible services to people with disabilities. Feedback will help us identify barriers and respond to concerns.

Clients and team members can submit feedback in the following ways:

Contact Name:

Email:

Phone:

All feedback concerning the delivery of services or employment practices to people with disabilities, including complaints, will be responded to promptly.

Notice of Availability of Documents

TheKey will notify the public that accessible customer service and employment documents are available upon request by emailing [accessibility@...].

TheKey will provide this document in an accessible format or with communication support on request. We will consult with the person requesting to determine the suitability of the format or communication support. We will provide the accessible format promptly and at no additional cost.

Modifications to This or Other Policies

Any policies of TheKey that do not respect and promote dignity, independence, integration and equal opportunity for people with disabilities will be modified or removed.

Disability Accommodation

TheKey is dedicated to promoting equal employment opportunities for all individuals, including those with disabilities or perceived disabilities. In accordance with local, provincial, and federal laws, we provide reasonable accommodations to qualified applicants and team members who face physical or mental limitations due to a disability, unless undue hardship and/or a direct threat to the health and/or safety of the individual or others would result on the Company.

As a part of this commitment, the Company will engage in the interactive process to determine reasonable accommodations for qualifying team members. Any team member who is requesting an accommodation in order to perform the essential functions of their job should contact the Human Resources team to request such an accommodation. The team member requesting an accommodation must specify in writing what barriers or limitations are prompting the request. Human Resources and the team member will engage in an interactive process to determine the nature of the issue and what, if any, reasonable accommodation(s) may be appropriate.

In some cases, this interactive process may be triggered without a request from the team member, such as when the Company receives notice from its own observation or another source that a medical impairment may be impacting the team member’s ability to perform essential job functions.

TheKey will evaluate information obtained from the team member, their healthcare provider, and work with the team member to identify possible accommodations that are reasonable and will not impose an undue hardship on the Company. Team Members are required to cooperate with this process by providing all necessary documentation supporting the need for accommodation and be willing to consider alternative accommodations, when applicable. Applicants and team members who have disabilities are required to inform the Company of their need for an accommodation. In many cases, the Company will have no way of knowing whether an individual needs an accommodation unless it is brought to the Company’s attention.

If an identified accommodation is reasonable and will not impose an undue hardship on the Company and/or a direct threat to the health and/or safety of the individual or others, the Company will generally make the accommodation, or it may propose another reasonable accommodation which may also be effective. Team members are required to cooperate with this process by providing all necessary documentation supporting the need for accommodation, and being willing to consider alternative accommodations when applicable.

Team members who wish to request unpaid time away from work to accommodate a disability should speak to the Company’s Human Resources team.

TheKey will not retaliate or otherwise discriminate against a team member or applicant who requests an accommodation in accordance with this policy.

Reasonable Accommodation for Pregnancy, Childbirth, and Related Medical Conditions

Any team member affected by pregnancy, childbirth, or a related medical condition who requires an accommodation to perform the essential functions of their job, enjoy an equal employment opportunity, and/or obtain equal job benefits should contact the Company’s Human Resources team to request such an accommodation. Human Resources will communicate with the team member and engage in an interactive process to determine the nature of the issue and what, if any, reasonable accommodation(s) may be appropriate. In some cases, this interactive process may be triggered without a request from the team member, such as when the Company receives notice from its own observation or another source that a medical impairment may be impacting the team member’s ability to perform essential job functions.

Team members who believe they need an accommodation related to pregnancy, childbirth, or a related medical condition must specify, preferably in writing, what barriers or limitations prompted the request. The Company will evaluate information obtained from the team member, and possibly the team member’s health care provider or another appropriate health care provider, regarding any reported or apparent barriers or limitations, and will then work with the team member to identify possible accommodations, if any, that will help to eliminate or otherwise address the barrier(s) or limitation(s). If an identified accommodation is reasonable and will not impose an undue hardship on the Company and/or a direct threat to the health and/or safety of the individual or others, the Company will generally make the accommodation, or it may propose another reasonable accommodation which may also be effective. Team members are required to cooperate with this process by providing all necessary documentation supporting the need for accommodation, and being willing to consider alternative accommodations when applicable.

For team members working in a jurisdiction that has a pregnancy, childbirth or related medical condition accommodation law, the Company will comply with all legal requirements, including providing greater or different benefits than those indicated here.

The Company will not require any eligible team member to accept an accommodation other than any reasonable accommodation arrived at through the interactive process outlined above or require such team member to utilize paid or unpaid leave when another reasonable accommodation can be provided. The Company will further take no action to discriminate or retaliate against a team member affected by pregnancy, childbirth, or related medical condition with respect to the terms, conditions, or privileges of employment for requesting an accommodation pr making a charge, testifying, assisting, or participating in any manner in an investigation, proceeding, or hearing provided under applicable law.

Religious Accommodation

The Company will provide reasonable accommodation for team members’ religious beliefs, observances, and practices when a need for such accommodation is identified and reasonable accommodation is possible. A reasonable accommodation is an accommodation that eliminates the conflict between a team member’s religious beliefs, observances, or practices and the team member’s job requirements, without causing undue hardship to the Company.

The Company has developed an accommodation process to assist team members, Company management, and Human Resources. Through this process, the Company establishes a system of open communication between team members and the Company to discuss conflicts between religion and work and to take action to provide reasonable accommodation for team members’ needs. The intent of this process is to ensure a consistent approach when addressing religious accommodation requests. Any team member who perceives a conflict between job requirements and religious belief, observance, or practice should bring the conflict and request for accommodation to the attention of Human Resources to initiate the accommodation process. The Company requests that accommodation requests be made in writing, and in the case of schedule adjustments, as far in advance as possible.

Lactation Accommodation

The Company provides lactation accommodations for team members desiring to express breast milk for the team member’s infant child each time the team member has a need to express milk as required by law. The team member should work with their supervisor in regard to accommodation scheduling and to arrange a private location for the accommodation.  When possible, expression time(s) should align with other planned breaks for overtime eligible team members. All questions or support needs should be directed to a direct supervisor or the HR Service Center.

Section 2: You And The Key

If you have any questions regarding information contained in this section, contact the Human Resources Service Center at (888) 874-8088 or HRServiceCenter@TheKey.com.

Office Access and Security

Team members and office security is an important priority for TheKey. Building access badges/keys may be provided to team members on their first day of work based on their role with the Company. If a team member is issued an access badge, it should be worn and visible at all times.

Upon separation from the Company, all security/access badges and/or keys must be returned to a supervisor or the Human Resources team.

Some offices may utilize guest passes. Team members should work with their direct supervisor to understand the requirements for having a pre-approved visitor in a field office (example: vendor on-site support). The behaviour of the approved visitor is the team member’s responsibility.

Children & Pets In the Workplace

Our worksites are considered a place of business. Children are not allowed in the workplace except for pre-approved Company sponsored events (example: holiday party, etc.). Service animals are allowed in the workplace in accordance with our Disability Accomodation policy. TheKey will make reasonable accommodations for individuals with disabilities who require the assistance of a service animal. However, it's important to note that emotional support animals, therapy animals, and pets may not considered service animals under applicable laws and may not be allowed in the workplace. TheKey will ensure compliance with applicable laws and regulations. To request an accommodation, please contact the HRServiceCenter@TheKey.com.

Team Member Employment Status

Team Members of the Company are classified based on their overtime eligibility and are further classified for administrative purposes. The following designations are used throughout this Handbook.

Not Overtime Eligible Team Member:  Team members who are not eligible for overtime pay are team members whose job assignments meet specific tests established by legislation deeming them ineligible for overtime pay. They are compensated on a salary basis. Team members should consult their employment agreements or contact the HR Service Centre to understand their overtime eligibility.

Overtime Eligible Team Member: Overtime eligible team members are team members whose jobs are eligible for overtime pay based on legislative tests. Overtime eligible team members are eligible to receive overtime pay for hours worked in excess of a prescribed number of hours in a given week, as defined by provincial law. Team members should consult their employment agreements or contact the HR Service Centre to understand their overtime eligibility.

Full-Time Regular Team Member: A full-time regular team member is one who consistently works at least 30 or more hours per week. Full-time team members are eligible for all Company sponsored benefits. Please consult the “Benefits” section of this Handbook for information regarding benefits available for full-time team members.

Part-Time Regular Team Member: A part-time regular team member is one who works at least 20 hours per week on a regular basis. Please consult the “Benefits” section of this Handbook for information regarding benefits available to part-time team members.

Casual/Contract Team Member: A Casual/Contract team member is one who does not have a regular work schedule but instead works hours as assigned. Casual/Contract team members are not eligible for any Company sponsored benefits or bonuses regardless of the nature of their work or length of time they provide services.

Background Checks

The Company recognizes the importance of maintaining a safe, secure workplace with team members who are qualified, reliable, and non-violent, and who do not present a risk of serious harm to their co-workers or others. To promote these concerns and interests, the Company reserves the right to investigate an individual’s prior employment history, personal references, and educational background, as well as other relevant information. Consistent with legal or contractual requirements, the Company also reserves the right to obtain and to review an applicant’s or a team member’s criminal conviction record, and related information, and to use such information when making employment decisions, but only to the extent permissible under applicable law.

A pending criminal matter may be considered in appropriate circumstances for business-related reasons, consistent with applicable law. All background checks will be conducted in strict conformity with the federal, provincial and local laws and the Company will comply with applicable laws relating to the use of background checks for employment purposes.

Third-party services may be hired to perform these checks and the Company will ensure that all background checks are conducted and held in compliance with applicable laws. The Company reserves the right to make the sole determination concerning information or any employment decision arising out of the background check.

Post-Hire Background Checks

Post-hiring background checks will be conducted on current team members as needed to verify their continued eligibility for employment.

By accepting or continuing employment with TheKey, team members are deemed to have consented to the conduct of post-hiring background checks.

The Office of Human Resources shall recommend appropriate action if a post-hiring background check indicates that a current team member may be unsuitable for continued employment.

Self-Reporting

All Team Members are expected to disclose any arrests, criminal charges, complaints, or allegations of abuse within five (5) calendar days of the occurrence, provided this is permissible under applicable law. This disclosure is not to be interpreted as an admission of guilt or as proof of any wrongdoing.

In response to such disclosures, team members may be temporarily reassigned or placed on administrative leave with pay, in accordance with provincial or territorial employment standards, while the matter is being investigated. This action is not a disciplinary measure and does not imply any pre-judgment of the situation.

The Company will review each situation on a case-by-case basis, taking into account the nature of the allegations, the team member’s work history, and the potential impact on the business. Any decisions regarding employment will be made in accordance with labour laws and employment standards, ensuring fairness and respect for the rights of the team member.

Failure to disclose such incidents may result in corrective action, up to and including termination, in line with the Company’s policies and applicable laws. However, any action taken will respect the team member’s rights under labour laws and employment standards.

Team Member Eligibility and Work Authorization

In compliance with the law, TheKey will verify the legal working status of all Team Members employed in Canada. It is unlawful to employ anyone who does not have the legal right to work in Canada. All team members will be required to provide current and valid documentation to prove their eligibility to work, as mandated by Canadian law.

Team Members who are unable to provide satisfactory evidence of their right to work may face employment termination, in accordance with Canadian employment standards.

Bridging of Services for Rehired Employees

When recognition of prior service is granted, a rehired team member’s service date will be adjusted in accordance with the service restoration rule.

“Bridging of Service” allows benefits eligibility under specific circumstances for team members who have worked with TheKey as a regular team member in the past and are later rehired. If a temporary team member is converted to a regular full-time team member, bridging of benefits will not be calculated for the temporary period. Leaders may obtain specific information related to this policy on the Workplace Intranet under HR Policies.

Work Week

For overtime pay calculation purposes, the workday begins at 12:00 a.m. and ends at 11:59 p.m. The workweek begins on Monday at 12:00 a.m. and ends on Sunday at 11:59 p.m.

Work Schedules

The work schedule for regular full-time team members is 40 hours each workweek with an eight-hour workday, exclusive of the meal period. Business hours vary by location or department.

The work schedule is established by the supervisor based on the needs of the department. Flexible scheduling may be available to vary the start and end times of the regular work day within established limits. Any change to a team member’s schedule must be authorized by the supervisor.

We expect team members to be at work as scheduled to ensure that we fulfill our commitments to our clients and colleagues. Team members should notify their supervisor as early as possible if they expect to be absent or tardy. Team members should report to their work location ready to work at the beginning of their arranged schedule.

If you arrive at work and your shift is cancelled, you may be eligible for pay based on provincial legislation.

The Company has discretion to modify the work schedule, when necessary. Advance notice will be provided when possible.

Overtime eligible team members are not expected to review emails, accept, or make work-related calls or text messages, connect to the Company’s network, or do any other work outside of normal working hours, except as provided in this policy, or as otherwise authorized by Company management. All time spent working outside a team member’s previously scheduled work time must be previously authorized by Company management and reported by the team member as working time.

Overtime eligible team members will be compensated for all time worked and will be paid overtime where required by applicable law. Team members are considered to be working while responding to a call or email. If an overtime eligible team member, outside of normal work hours, responds to or initiates work-related emails or phone calls, works on Company matters on a computer, or connects to the Company’s computer network, the team member will be compensated for the time spent doing so and that time must be recorded using the standard method for recording time work.

Overtime Hours Worked

All Team Members are eligible for overtime pay. Compensation for all overtime hours worked will be paid by the Company in accordance with provincial and federal law. Overtime is based on actual hours worked as required by law. Paid time off, such as sick pay, holiday hours paid but not worked, bereavement leave, paid time off, and floating holidays, will not count toward hours worked for the purpose of determining overtime pay, with the exception of periods of time during these categories of time when the overtime eligible team member performed actual work on behalf of the Company.

Overtime work must be approved in advance by the team member’s supervisor. Team members must submit all hours worked through the required timekeeping process. Working overtime without prior authorization may result in corrective action, up to, and including termination of employment. This is in accordance with the Local, provincial, and federal legislation and respective provincial employment standards. Please consult with the Human Resources department for more specific information related to your province.

Overtime work should be approved in advance by a supervisor. Overtime eligible team members must submit all hours worked following the timekeeping process within Workday. Working overtime without prior authorization may result in corrective action, up to and including termination of employment.

When operating requirements or other needs cannot be met during regular working hours, team members may be scheduled to work overtime. When this occurs, their supervisor will attempt to provide as much advance notice as possible; however, this may not always be possible. Overtime is a condition of employment and team members are expected to work overtime when requested.

Team members who are not eligible for overtime are expected to work as much of each workday as is necessary to complete their job responsibilities. No overtime or additional compensation is provided to these team members as they are paid a salary covering all hours worked.

Minimum Wage

TheKey is committed to fair compensation practices and adheres to the minimum wage requirements as established by provincial law. It is our policy to compensate team members at a rate equal to or greater than the established provincial minimum wage standards.

Time Records

To ensure that team members are compensated for all hours worked, all team members are required to accurately report all hours of work in Workday by clocking in immediately before beginning work and clocking out immediately after completing all work, including before and after taking a meal break. No team member is authorized to record a start or stop time before beginning or completing work. Time worked must be reported on the same day on which the work was actually performed.

Workday is the system of recording hours worked to calculate pay. All worked time must be entered and submitted in Workday by no later than 11:59 p.m. of the pay period due date. All submitted time worked must be approved and submitted by your supervisor in Workday by the pay period due date.

It is essential that all time worked be accurately and timely recorded and reported for payroll processing. All overtime eligible team members are responsible for reporting all time worked and failure to do so may result in corrective action, up to, and including termination.

Altering, falsifying, tampering with time records, or recording time on another team member’s time record is forbidden.

It is a violation of Company policy for anyone to instruct or encourage another team member to work off-the-clock, to incorrectly report hours worked or to alter another team member’s time records. If anyone instructs or encourages a team member to incorrectly report hours worked, work off-the-clock, or to alter another team member’s time records, or if a team member is aware of any other possible deviations from this policy, that team member is required to immediately report such conduct to the HR Service Center by emailing HRServiceCenter@thekey.com or calling (888) 874-8088.

Adjustments in pay due to errors in recording time worked, in neglecting to record time worked, or in neglecting to record other paid time off will be made on the following payday or as otherwise required by law.

If team members have other questions or concerns related to pay, hours, or similar issues, team members must follow the reporting procedure set forth in the section titled “Reviewing Your Pay Stub, Reporting Errors, and Obtaining More Information.”

Off-the-Clock Work Prohibited

The Company is committed to compensating every team member for all work performed in accordance with all applicable laws. Team Members are required to accurately record all hours worked and supervisors may not request, require, or permit any overtime eligible team members work without compensation. Overtime eligible team members are prohibited from performing any “off-the-clock” work. “Off-the-clock” work is defined as time worked, but not reported on your time records. Team Members may not perform any work without compensation.

Team Members must promptly notify the HR Service Center immediately if they are advised not to report all time worked or are otherwise prevented or discouraged from accurately reporting all time worked.

Reviewing Your Pay Stub, Reporting Errors, and Obtaining More Information

Team members are required to carefully review their timecards prior to the end of each pay period to ensure all hours are accurate and reflect all hours worked. It is each team member’s responsibility to review their paycheque upon receipt of each pay period to ensure that they have been properly paid for all hours of work (i.e., correct rate, no improper deductions, accurate number of hours, including any overtime, etc.).

All paycheque errors must be reported immediately to the HR Service Center who will engage the appropriate member of the Payroll Department. The Payroll Department will adjust the error no later than the team member’s next regular pay period following the reporting of the error. If any team member, overtime eligible or not, has questions about deductions from their pay, believes they have been subjected to improper deductions, or believes that the amount paid does not accurately reflect the team member’s total hours worked or salary, that team member should promptly contact the HR Service Center.

Lost paycheques must be reported to the Human Resource Service Center immediately. The Company will attempt to put a stop-payment on the cheque and reissue a new one. However, the team member is solely responsible for the monetary loss and the Company cannot be responsible for the loss or theft of a cheque if a stop payment cannot be placed on the cheque prior to it being cashed.

Meal & Rest Periods

The Company complies with all applicable federal and provincial meal and rest period laws. Meal and rest periods provide team members an opportunity during the workday for time away from work responsibilities. Access the provincial digital posters on Workplace (intranet site) and physical posters in offices for additional information related to any applicable meal and rest period requirements.

Any rest breaks of short duration, meaning a rest break lasting between five and 20 minutes in duration will be counted as “hours worked” and paid accordingly. Meal breaks lasting 30 minutes or more are not considered hours worked under the legislation and will not be paid for overtime eligible team members.

Overtime eligible team members must be completely relieved from work duties during any unpaid meal break.

Holiday Pay

All employees will receive holiday pay in accordance with the laws of the province in which they work.  Generally speaking, holiday pay is equal to an average day’s pay.  Specific calculations vary by province.

Overtime eligible employees who work on a company recognized holiday will be paid a premium for working on a holiday, in addition to receiving holiday pay.  For example, a full-time over time eligible team member in Ontario who worked six (6) hours on a company-recognized holiday would be paid eight (8) hours at regular pay plus six (6) hours at time and a half (1.5).

Team members not eligible for overtime will not receive a premium if they work on a company recognized holiday.

All team members who work on a holiday may choose to decline holiday pay and take a different day off with pay.  Supervisory approval is required in advance.  Overtime eligible employees will still receive the premium for hours worked on that holiday.   For example, if an overtime eligible team member in BC works 5 hours on Canada Day, and is approved to take a different day off with pay, the team member will receive 5 hours of premium pay at 1.5 x hourly rate for working on the holiday and will receive a different day off with pay instead of holiday pay for the holiday.

Payday & Paycheques

Team members are paid on a bi-weekly pay frequency, every other Friday. Each paycheque covers work completed in the previous two work weeks. Team members are encouraged to confirm their pay calendars with their supervisor because not all offices have the same schedule.

When a payday falls on a banking holiday, payments made via direct deposit will usually be issued the day before the holiday. However, team members who are paid via live cheque may experience a delay due to the holiday.

Team members are encouraged to sign up for direct deposit in Workday. Cheques and pay slips are mailed via Canada Post to the address listed in the team member’s Workday profile. There may be a delay in mail delivery if a federal holiday is on or after the Wednesday of a pay week.

Team members should review their pay stubs each pay period and refer to the section “Reviewing Your Pay Stub, Reporting Errors, and Obtaining More Information” if they have any questions.

Withholdings

The Company is required by law to make certain deductions from your paycheque each pay period. Such deductions typically include federal and provincial incomes taxes, employment insurance (EI) and Canadian Pension Plan (CPP)/ Quebec Pension Plan (QPP) contributions.  Depending on the province in which you are employed and the benefits you choose, there may be additional deductions. All deductions and the amount of the deductions are listed on your pay stub. Detailed breakdowns of all deductions are provided on the pay stubs, and annual totals are furnished in the T4, Statement of Remuneration Paid. Electronic access to T4 forms is available to all team members, with the option to opt-out of electronic records in writing during the onboarding process.

If questions or concerns about any pay deductions arise, team members may discuss and resolve them with your supervisor or the Payroll department.

Direct Deposit

The Company offers and encourages team members to have their paychecue deposited directly into the bank/credit union account(s) of their choice. Team members must enter their direct deposit information in Workday.

Expense Reimbursements

Business Travel Expenses

The Company reimburses team members for all business expenses necessary to perform their job, in accordance with applicable law. Business expenses as defined by CRA guidelines are ordinary and necessary expenses of traveling away from home for business, profession, or job. Team members are prohibited from incurring expenses that are unreasonably high, lavish or extravagant, or that are for personal purposes. Expense reports for approved business expenses must be completed in the Coupa expense reporting software in accordance with the process outlined by the Finance Department.

Mileage Reimbursement

The Company does not issue gas cards and does not reimburse for direct fuel costs. Instead, team members will be reimbursed for vehicle and fuel-related expenses by submitting a mileage reimbursement request in Coupa. The purchase (or approval of the purchase) of gasoline for reimbursement is not permitted.

Mileage reimbursement requests must be submitted in the Coupa expense reporting system in accordance with the process outlined by the Finance Department and will be paid at the CRA standard mileage rate for Canada.

Additional policy information and the required expense reimbursement process is available by viewing the Finance and Analytics section of Workplace, the Company intranet site.

Team members should report any supervisor that discourages or takes any action to prevent a team member from requesting reimbursement. Team members may contact the Human Resources Department or utilize any of the other avenues outlined in the Handbook to report team member concerns.

Travel Time

The Company will compensate overtime eligible team members for time spent traveling for purposes of conducting the Company’s business in compliance with applicable provincial law. Travel time is defined as time spent traveling as part of the team member’s regular job duties, such as travel from jobsite to jobsite during the workday. Travel time does not include a team member’s normal commute to and from work, which includes travel from home to the first work site at the beginning of the workday and travel from the last work site to home at the end of the workday, unless applicable law requires otherwise. When required by applicable law, overtime eligible team members are compensated at their regular hourly rate of pay for travel time.

Overtime eligible team members are not expected to accept or make calls or complete any paperwork before they begin their commute or after they finish their commute. Any work that is approved for overtime eligible team members to do at home can be done on their own schedules. There is no work that overtime eigible team members will be asked to do immediately before or immediately after their commute.

Overtime eligible team members asked to return to a worksite will be compensated for all time spent traveling to work and returning to the place where they were alerted of the need for their work.

Team members must record all other time spent traveling as time worked, when that travel is required by the team members’ work duties.

Failure to adhere to this policy, including failure to record all compensable travel time and failure to record all work will be addressed as a performance issue and the team member will be subject to corrective action, up to and including employment termination.

Travel Between Work Sites

Overtime eligible team members must accurately record as time worked all time spent traveling between work sites during the workday. For overtime eligible team members, time spent traveling between work sites during the workday is counted as hours worked for purposes of calculating hours of work and overtime premiums and will be paid overtime in accordance with applicable provincial law.

Special Commute to Work Sites

If traveling to a particular work site at the start of the workday or from a work site at the end of the workday extends an overtime eligible team member’s day past the team member’s normal commute time, the additional travel time will be compensated. On these occasions, overtime eligible team members must report the extraordinary commuting time to their immediate supervisor and record as time worked the extra time spent commuting to and from a client site that exceeds their regular commute time.

Contact your supervisor if your actual travel time exceeds the estimated travel time to ensure payment for all hours worked.

Employment of Relatives

The Company understands that family members can be a good source for hiring quality team members. However, having relatives working at the same Company may result in conflicts of interest, the appearance of impropriety, and/or may adversely affect colleague morale.

The Company has established guidelines for the hiring of relatives of current team members. For purposes of this policy, relatives are defined as a spouse, domestic partner, parent/stepparent, child/stepchild, sibling, grandparent cousin, aunt/uncle, nephew/niece, and in-law.

Relatives of currently employed team members are required to disclose their relationship during the application process. Failure of the applicant to disclose the existence of a relative relationship with any currently employed team member during the application process may result in the applicant being ineligible for hire and/or subject to corrective action up to and including termination after the applicant is hired. The hiring of any relative must be approved by Human Resources prior to the applicant’s hire.

Relatives may be hired into the Company if:

They are fully qualified for the position

They will not work under the same direct supervisor and/or team

There will be no direct or indirect reporting relationship

There is no potential for a conflict of interest or harm to the Company

If a relative relationship is established after employment between two team members, it is the responsibility and obligation of the individuals involved in the relationship to disclose the existence of the relationship to management. Failure to disclose the relationship by the team members may result in corrective action up to and including termination. After disclosure, if the Company determines in its sole discretion that an actual or potential conflict of interest exists, the Company reserves the right to transfer, terminate or take any other action it deems appropriate against one or both team members. For any questions related to this policy, contact the Human Resources team.

Personal Relationships

When team members who work in the same department of the Company are romantically involved, it may cause misunderstandings, actual or potential conflicts of interest, complaints of favoritism, and possible claims of sexual harassment. A romantic relationship is defined as a relationship that may be reasonably expected to lead to the formation of a consensual intimate or sexual relationship. Individuals who are involved or become involved in a romantic relationship with a team member may not occupy a position that will be working directly for, or supervising the team members with whom they are involved. This policy applies to all team members without regard to gender or sexual orientation of the individuals involved.

If a romantic relationship is formed at any time between two team members where one team member involved in the relationship is, or will be, working directly for or supervising the other, each team member involved in such a relationship is responsible to disclose the existence of the relationship to management. Failure to disclose the relationship by the team members may result in corrective action up to and including termination. The team members may be given the opportunity to decide who is to be transferred to another position, if available. If a prompt decision is not made by the team members, or at the Company’s discretion, the Company will decide who is to be transferred or, if necessary, terminated from employment.

In other cases where the Company, based on its judgment, perceives there to be a conflict or potential for conflict because of a romantic relationship between two team members, even if there is no line of authority or reporting involved, the Company reserves the right to take prompt remedial action, including by way of reassignment or termination of one or both team members.

Contact with the Media

To ensure that the Company communicates with the media in a consistent, timely, and professional manner about matters related to the Company, team members should notify Human Resources that they have been contacted by the media whenever team members are asked to speak on behalf of the Company so that the Company knows that a media inquiry has been made. Team members should not respond to media inquiries on the Company’s behalf without authorization. This rule does not prevent team members from speaking with the media, but team members should not attempt to speak on behalf of the Company unless the team member has specifically been authorized to do so by an officer of the Company.

No Solicitation/Distribution of Literature

The Company has established the following rules applicable to all team members and non-team members that govern solicitation, distribution of written material and access to Company property:

Team members may engage in solicitation activities only during non-working times. No team member may engage in solicitation during their own working time or during the working time of the team member or the team members at whom such activity is directed;

Team members may distribute or circulate any written or printed material only in non-work areas, during non-working times. No team member may distribute or circulate any written or printed material in work areas at any time, or during their own working time or the working time of the team member or team members at whom such activity is directed;

Any material that is distributed or used to solicit must comply with all company policies, including Respect In The Workplace and our Standards of Conduct.

Non-team members are not permitted to solicit or to distribute written material for any purpose on Company property; and

Off-duty team members are not permitted in work areas.

Strict compliance with these rules is required.  Failure to comply may result in disciplinary action up to and including termination of employment.

As used in this policy, “working time” includes all time for which a team member is paid and/or is scheduled to be performing services for the Company; it does not include break periods, meal periods, or periods in which a team member is not performing and is not scheduled to be performing services or work for the Company.

Section 3: Performance and Conduct

Team Member Information

Name/Address/Emergency Contact

TheKey is required to keep current records of team member names, addresses, marital status, dependents and emergency contact information. Team members can update their contact information by logging into Workday and entering the new information.

Team members are responsible for updating Workday promptly to make changes as well notifying the human resources department in the event name, address, marital status and dependent changes. This ensures accurate deduction filings and reporting as well as benefit coverage.

Team Member References and Employment Verifications

All requests for team member references on behalf of the Company and employment verifications should be directed to the HR Service Center. Leaders and team members are not authorized to act on behalf of the Company in connection with references for current or former team members, nor to confirm employment or otherwise comment on another team member’s employment to a third party. By policy, TheKey discloses only the dates of employment and the title of the last position held of former team members for employment verifications. Written authorization is required for release of any requested information.

Access to Personnel Files

Personnel records are maintained by the human resources department. As required by law, some records relating to medical issues and internal investigations are maintained in separate files. For purposes of this policy, a personnel file includes records related to performance and training as well as other records used for hiring, promotion and corrective action decisions.

Team members, or their representative, may request access to their personnel file by submitting a request to human resources in writing to the HR Service Center at HRServiceCenter@TheKey.com. Team members may also request copies of documents in their personnel file. Requests for copies must be made in writing to human resources. TheKey will adhere to provincial and federal regulations regarding team member access to personnel files.

Corrections to Employee Records

If a team member or former team member believes that there is an error or discrepancy in a document in their employee record, or disagrees with something in their record, which they would like to be addressed, they may contact the HR Service Center, in writing, requesting correction.  The error must be clearly stated along with an explanation of why the information is erroneous and the remedy sought.

Within two weeks, HR Service Center will respond in writing of the actions taken or to be taken, if any, to address the request.  The team member or former team member may appeal the decision by contacting [appropriate escalation person], in writing, within 2 weeks.  If a suitable resolution cannot be reached, the [2nd level escalation person] shall make the final determination.

Open Communication

The Company is committed to maintaining an open and direct working relationship with team members and welcomes team members to raise any issues or concerns related to their employment. It is up to the team member whether a concern is brought to management; however, discussing these concerns with a supervisor not only gives management an opportunity to respond to issues or concerns, but it also gives leadership the opportunity to improve the Company for all team members.

When an immediate supervisor is not available, or a team member feels more comfortable approaching another member of the leadership team, they are welcome to bring the issue or concern to another member of the leadership team, the Human Resources team, or via any of the other avenues outlined in this Handbook.

This procedure, which we believe is important for both team members and the Company, cannot guarantee that every problem will be resolved to the team member’s satisfaction. However, the Company values the observations of its team members and the opportunity to raise issues of concern, in good faith, without the fear of retaliation.

Standards of Conduct

Proper behavior and conduct is critical to a collaborative work environment and a high performing team. Although it is not possible to provide an exhaustive list of all types of impermissible conduct and performance, the following are some examples of conduct that may lead to corrective action, including immediate termination:

Falsifying or making a material omission on an employment application, new hire information and/or other Company documents or records, including but not limited to time records.

Insubordination, including, but not limited to, failure or refusal to comply with the instructions of a supervisor or failure to perform reasonable duties that are assigned.

The use of abusive or threatening language toward another team member, client or third party.

Performing non-work matters or personal business during work time or while utilizing Company property, including the Company’s computer equipment, business telephone, email systems, or other Company property not in accordance with Company policy.

Abusive, disruptive or harassing behavior, including but not limited to threatening, intimidating, coercing, or otherwise interfering with the performance of other team members.

Fighting, throwing things, horseplay, practical jokes, undesirable or other abusive physical contact or other disorderly conduct which may endanger the well-being of any individual on Company premises.

Sleeping while on duty.

Failure to maintain satisfactory attendance and punctuality.

Unplanned absences without notice to a supervisor or department head except in the Company’s discretion where a reasonable justification is provided.

Failure to abide by health and safety practices, policies, procedures and reporting standards.

Engaging in acts of dishonesty or fraud.

Theft, unauthorized removal or possession, misuse or damage of Company property or property belonging to other team members, clients, vendors, etc. This includes all materials kept on the premises by the Company, including but not limited to both manual and digital reports and other documents, and all personal property kept on the premises in individual work areas and in common areas such as an office break room/kitchen.

Damaging or destroying Company or client property due to careless or willful acts.

Bringing dangerous or unauthorized materials, such as explosives, firearms, or weapons onto the Company premises, including the parking lot, lobby areas, or into any event sponsored by the Company unless expressly permitted by law. Team members are not permitted to bring firearms, or weapons of any sort, into the workplace.

Possession, distribution, sale, manufacture or use of illegal drugs, alcohol or paraphernalia associated with either while on Company premises, while on duty or while operating a vehicle while on Company business, or at an event sponsored by the Company.

The use of alcohol or illicit narcotics off TheKey’s premises that adversely affects work performance, personal safety or the safety of others at work, or TheKey’s reputation in the community.

Conduct, which may reflect adversely on the Company, its reputation and/or goodwill

Performance that does not meet the minimum performance or behavioral expectations of the team member’s position.

Failure to cooperate in a reasonable investigation.

Failure to abide by any Company policy, including but not limited to the Respect in the Workplace policy.

Engaging in criminal conduct whether or not related to job performance.

Excessive and/or inappropriate use of personal cell phones or other media devices during work hours.

Failure to comply with any applicable federal, provincial, or local laws.

Failure to follow the Standards of Conduct may result in corrective action, up to, and including termination of employment.

Attendance and Punctuality

Punctual and regular attendance is an essential job responsibility of each team member. Team members are expected to report to work as scheduled, on time and prepared to start their job. Team members also are expected to remain at work for their entire work schedule. Late arrival, early departure or other absences from scheduled hours are disruptive to our clients and colleagues and must be avoided. Team members are expected to discuss expectations as it relates to attendance with their direct supervisor.

Any exceptions are described in separate policies.

TheKey recognizes that occasional emergencies, illness, or personal business may make it necessary to be unexpectedly absent or tardy. If a team member is unable to report to work or will arrive late, they must contact their supervisor on or before their start time. Reporting tardiness or an absence to a peer is not acceptable; the team member should speak directly with their supervisor. If a team member is scheduled to be at work before their supervisor, a voicemail message may be left and should include a telephone number and any applicable contact information to ensure work is handled appropriately.

Team members are to call daily if the absence is of short duration (3 days or less) unless other arrangements have been made. When a team member is absent for more than five (5) days, they should contact the HR Service Center to discuss whether a leave of absence is appropriate. Please also see the section on Leaves of Absence in this Handbook.

Failure to adhere to this attendance and punctuality policy and to follow the procedures outlined above for tardiness and absences may result in corrective action, up to, and including immediate termination of employment. Team members should contact their supervisor to review the attendance policy and see if any other department specific policies apply.

Outside Employment

Team members are free to have outside employment and activities so long as they do not affect attendance and/or job efficiency at TheKey and do not violate the Company’s Conflict of Interest Policy found on the Company Workplace Intranet under HR Policies. When considering an additional job outside of TheKey, team members should seriously consider the effects that such extra work or opportunities may have on the limits of a team member’s endurance, overall personal health, and effectiveness with the Company. Team members are required to discuss the acceptance of any outside job with their supervisor. If the outside employment is deemed to violate the Company’s Conflict of Interest or other Company policy, it may be prohibited as permitted by applicable law.

After Hours Using Computers Or Communication Devices

This policy applies to overtime eligible team members who have been granted remote network access by the Company. These team members are given remote access to the Company’s computer network in order to conduct work and/or provide services while out of the office or outside of normal working hours.

During normal working hours, team members are permitted to use communications devices on a regular and frequent basis and in accordance with their immediate supervisor’s instructions to stay in contact and stay informed of any work assignments or needs of the Company.

Connecting to the Company’s computer network for specifically authorized business purposes and performing authorized computer-based tasks for the Company is also working time. Overtime eligible team members are not otherwise expected to work outside of normal working hours, except for authorized overtime.

Failure to adhere to this policy, including the performance of unauthorized overtime work or work outside of a scheduled shift, failure to record all work-related communications and failure to record all work (whether authorized or unauthorized), will be addressed as a performance issue and could lead to corrective action, up to and including employment termination.

Office Delayed Opening or Closing

Team members are generally expected to report for work during times of rain, snow, wind, and other weather conditions. However, the safety of team members is of the utmost concern to the Company. The Company encourages team members to exercise their judgment in determining whether inclement weather presents a hazardous condition. If the office is open, but a team member does not report for work, the time off will be taken as Paid Time Off (PTO), if available, or as unpaid time.

If the Company declares an emergency office closing, steps will be taken to notify all team members. Team members who are late because of weather conditions will be given a chance to make up their missed time contingent upon work schedules and weather conditions permitting.

Gifts, Gratuities and Business Courtesies

TheKey is committed to competing solely on the merit of our products and services. Team members may not give or accept business courtesies that constitute, or could reasonably be perceived as constituting, unfair business inducements that would violate law, regulation, or policies of TheKey, or would cause embarrassment or reflect negatively on the reputation of the Company.

Team Members may accept unsolicited gifts, other than money, that conform to the reasonable ethical practices of the marketplace, including, flowers, fruit baskets and other modest presents that commemorate a special occasion, and other gifts of nominal value, such as calendars, pens, mugs, caps and t-shirts (or other novelty, advertising or promotional items).

Generally, team members may not accept compensation, honoraria, or money of any amount from entities with whom TheKey does or may do business. Tangible gifts (including tickets to a sporting or entertainment event) that have a market value greater than $100 may not be accepted unless approval is obtained from management.

Team members with questions about accepting business courtesies should talk to their supervisor or the Human Resources team.

Smoke-Free workplace

The Company provides a work environment that is smoke-free. TheKey prohibits smoking and vaping on all Company premises and in or near a client’s premises or client homes. Smoking is defined as the “act of lighting, smoking or carrying a lighted or smoldering cigar, cigarette or pipe of any kind.” Vaping refers to the use of electronic nicotine delivery systems or electronic smoking devices such as e-cigarettes, e-pipes, e-hookahs, and e-cigars.

The Company does not discriminate against individuals on the basis of their use of legal products, such as tobacco. However, such use must occur during non-working time and not in a Company building or designated smoke free premises near a client premise or client home. Team members who violate this policy or who tamper with no-smoking signs will be subject to corrective action, up to, and including termination of employment. Team members that observe other individuals smoking in the workplace or in the presence of a client have a right to object and should report the violation to their supervisor, the Company’s Human Resources team, or to another member of Company management. Team members will not receive corrective action or retaliated against for reporting smoking that violates this policy.

Drug & Alcohol-Free Workplace

TheKey has a longstanding commitment to provide a safe, quality-oriented and productive work environment. Alcohol and drug misuse poses a threat to the health and safety of team members and clients of TheKey and to the security of Company and client equipment and facilities. For these reasons, TheKey is committed to zero drug and alcohol use and misuse in the workplace. Celebratory and limited alcohol consumption in the workplace may be considered with pre-approval by your Division executive.

The Company prohibits any use, sale, purchase, transfer, or possession of any illegal or non-legally prescribed drug by its team members at any time. Canada has laws in which marijuana is no longer illegal; however, the Company continues to enforce the zero-tolerance policy in the workplace. This means the use, possession, sale, or growth of marijuana in the workplace is strictly prohibited. TheKey will endeavor to accommodate individuals with disabilities, but will not accommodate the use of medical marijuana at work or excuse other policy violations related to medical marijuana.

Team members are prohibited from being under the influence of alcohol or any drug (such as marijuana) while performing Company business. Legally prescribed medications and over the counter drugs are excluded from this rule and permitted only to the extent that the use of such medications does not adversely affect the team member’s work ability, job performance or the safety of that team member or others, and in accordance with local, provincial and federal laws.

Drug Testing

A team member may be asked or required to submit to testing procedures designed to detect the presence of drugs and/or alcohol if that team member’s actions, based on objective factors such as the team member’s appearance, speech, behaviour or other conduct and facts that the team member possesses or is under the influence of drugs or alcohol, lead to a reasonable suspicion that they possess or are under the influence of drugs or alcohol. Any team member who does not cooperate fully with any such investigation is subject to corrective action, up to, and including immediate termination of employment. Pre-employment drug screenings are conducted based on provincial requirements.

Employee Assistance

TheKey will assist and support team members who voluntarily seek help for drug or alcohol addiction before becoming subject to corrective action or termination under this or other Company policies. Such team members will be allowed to use accrued Paid Time Off (PTO), placed on a leave of absence, referred to treatment providers and otherwise accommodated as required by law. Team Members may be required to document that they are successfully following prescribed treatment and to take and pass follow-up tests if they hold jobs that are safety-sensitive, require driving, or if they have violated this policy previously.

Company's Right to Search

The Company wishes to maintain a work environment that is free of illegal drugs, alcohol, firearms, explosives, or other improper materials. To this end, the Company prohibits the control, possession, transfer, sale, or use of such materials on its premises to the extent permitted by applicable law. The Company requires the cooperation of all team members in administering this policy.

Desks, lockers, and other storage devices are provided for the convenience of team members but remain the sole property of the Company. Accordingly, they, as well as any articles found within them, can be inspected by any agent or representative of the Company at any time, either with or without prior notice.

In addition, to ensure the safety and security of team members and customers, and to protect the Company’s legitimate business interests, the Company reserves the right to question and inspect or search any team member or other individual entering or leaving Company premises or job sites. The inspection or search may include any packages or items that the individual may be carrying, including briefcases, handbags, knapsacks, shopping bags, etc. If an overtime eligible team member is present during any search or inspection, the team member must report the time spent during the search or inspection as working time.

These items are subject to inspection and search at any time, with or without prior notice. The Company also may require team members to agree to reasonable inspection of their personal property and/or person while on the job or on the Company’s premises. The individual may be requested to self-inspect their personal property or person by displaying the contents of any packages and/or turning out their pockets, etc., in the presence of a representative of the Company, typically a management team member of the same gender. The Company will not tolerate any team member’s refusal to submit to a search.

Business Casual Dress Guidelines

Team member appearance contributes to the culture and reputation of TheKey. Team members are expected to present themselves in a professional manner that results in a favorable impression by clients and partners. The Company requires team members to maintain a neat and clean appearance that is appropriate for the workplace setting and for the work being performed.

Performance Evaluations

At TheKey, we believe feedback is a two-way street, and we value the input of every team member. By fostering a culture of continuous feedback, we aim to create a supportive environment where everyone can thrive and contribute to our collective success. Team members can expect to receive regular feedback from their leaders and are also encouraged to seek feedback. Leaders are encouraged to provide timely, specific, and actionable feedback to help team members understand their performance and areas for development.

Leadership at TheKey is committed to ensuring that our feedback processes are not just about evaluation, but also about growth and development. Together, we can cultivate a culture where feedback is not only given but also received openly and constructively, enhancing our individual and collective effectiveness.

Progressive Discipline

TheKey embraces progressive discipline to foster 2-way dialogue between team members and the Management Team.  It engages team members by providing team members the opportunity to correct performance issues that may arise.  TheKey works to ensure that all team members have been provided with appropriate training, coaching and assistance through formal, informal and ad hoc conversations.

All team members are responsible for performing their work in a competent manner and displaying conduct and behaviour that is consistent with our values, policies and practices.

Members of our management team are responsible for training, counselling and coaching team members to understand the expectations of TheKey, your responsibilities, and the improvements that are necessary to achieve the desired level of performance and/or behaviour.

In all circumstances, the form of feedback or discipline will be directly related to the situation it addresses.  TheKey reserves the right to implement feedback and discipline appropriate to the situation, including escalating prior forms.

Progressive Discipline Stages

Verbal warning

A verbal warning is the first step and it usually occurs when informal coaching has not produced the required results.  A verbal warning will be documented in the employee’s file.

Written warning

A written warning is the second step in progressive discipline.  A written warning is usually issued after a verbal warning has failed to correct a concern.  A written warning may also be issued when a situation warrants discipline that is more severe than informal counselling or a verbal warning.

In some circumstances a written warning may include a performance improvement plan.   A performance improvement plan clearly outlines responsibilities, where the employee is not meeting expectations, and a plan to help the employee improve to meet expectations.

Written warnings, related documentation (including performance improvement plans, if needed) will be documented in the employee’s file.

Suspension

Suspension from employment may occur after written warnings fail to correct a situation and the employee has been properly advised that a suspension may occur if the shortcomings are not corrected.  Suspensions may also occur, without warning, if employee conduct or behaviour warrants it.  Suspensions require approval of both the employee’s immediate manager and Human Resources.  Suspensions are typically without pay and will be documented in the employee’s personnel file.

Termination

Termination of employment typically occurs after other formal discipline steps have been exhausted. Specific circumstances may justify termination without exhausting the disciplinary steps. The decision to discharge a team member member is given serious consideration.

Voluntary Resignation

Resigning team members are requested to submit a letter of resignation to their supervisor indicating their decision to leave the Company, the effective date and provide at least two weeks’ notice; less notice may result in ineligibility for rehire. Also, failure to report to work for three (3) consecutively scheduled workdays without notice to, or approval by, their supervisor or failure to return upon the conclusion of an approved leave of absence is considered a voluntary resignation. A team member’s end date will be associated with the last day worked. Paid Time Off (PTO) cannot be taken as the final work day. Any accrued and unused PTO will be paid to you. Generally, team members will not be entitled to commissions or other incentive pay that becomes payable after separation unless otherwise required by law or provided in a specific commission/incentive plan document.

Return of Company Property

All Company-owned property, including laptops, cell phones keys and key cards, identification badges, credit cards, Company-owned documents containing Company, Client, or personnel information, must be returned on the last day of employment. No information belonging to the Company can be copied for the team member’s use. The Company may also take all action deemed appropriate to recover or protect Company property, including but not limited to legal action.

Termination of Benefits

Medical, dental, and vision benefits will terminate at the end of the month in which the separation was effective. Further details on benefit end dates will be provided upon departure.

Exit Interviews

Exit surveys will be emailed to team members who voluntarily separate from employment in an effort to gather valuable feedback on the member’s work experience. Follow-up exit interviews may be conducted by Human Resources.

Involuntary Terminations

Failure to meet the Company’s minimum performance and behavioural expectations and/or violation of Company policies and rules may lead to termination. The Company has established a number of performance management practices that are intended to give employees an opportunity to improve their conduct and/or performance where appropriate and possible.

While leaders are encouraged to utilize these practices where appropriate, the Company maintains the discretion to terminate employment without any prior warning, in accordance with the local, provincial, and federal legislation. Nothing in this Handbook or in the Company’s policies or practices shall be construed as granting employees a right to employment or to a progressive corrective action process.

Medical, dental, and vision benefits will terminate at the end of the month in which the separation was effective. Further details on benefit end dates will be provided upon departure. Any accrued and unused PTO will be paid to you. Generally, team members will not be entitled to commissions or other incentive pay that becomes payable after separation unless otherwise required by law or provided in a specific commission/incentive plan document.

Use of Company Premises

Any use of the Company premises for private social gatherings without prior leadership approval is strictly prohibited. With specific permission and prior scheduling of the desired room/space by the leader of the department, team member-related gatherings such as birthday parties or baby showers may be held after business hours. Any attendance at such events is voluntary and on the attendee’s, own time. The authorizing leader is responsible for designating all individual(s) to clean up the room and return it to its “business” condition immediately following the event.

Use of the Company’s Office Equipment

Equipment provided on Company premises is for the express use of team members in the fulfillment of their job responsibilities. Company postage, copiers, and overnight delivery service accounts are not to be used for personal purposes.

Team Member Property

The Company assumes no responsibility for the security of team members’ personal items and property brought onto Company premises. Such personal property, including but not limited to lockers, packages, purses, and backpacks, may be inspected upon reasonable suspicion of unauthorized possession of TheKey property, illegal substances, or articles and/or as otherwise permitted by law.

Use of Company Equipment, Email, and Telephone Systems

Telephone Use and Monitoring

The Company’s telephone lines are intended for business use. Team members should seek approval from a team leader or manager for all long-distance calls prior to making the call. The Company may monitor telephone calls between team members and customers or other business partners for training, quality control purposes, and other business purposes as permitted by law. Team members should have no expectation of privacy in telephone calls made using Company equipment. Telephone monitoring will be done on a case-by-case basis. Leaders should partner with the Service Desk to discuss their needs.  Team members should refer to the Electronic Monitoring Policy for more information.

To protect the interests of the Company’s network and our fellow team members, TheKey reserves the right to monitor or review all data and information contained on a team member’s company-issued computer or electronic device, the use of the internet, or the Company’s intranet.  Team members should refer to the Electronic Monitoring Policy for more information. We will not tolerate the use of company resources to create, access, store, print, solicit, or send any materials that are harassing, threatening, abusive, sexually explicit, or otherwise offensive or inappropriate. Questions about the proper use of company resources should be directed to your supervisor.

It is each team member’s responsibility to comply with this policy. Violation of this policy may result in corrective action, up to and including termination. All team members with network access must comply with the following important guidelines:

Systems Use Guidelines

Do not share your password with anyone and keep it secure.

Do not use Company computers to gain unauthorized access to networks, computers, systems, data, or documents inside or outside the Company.

Do not download or install any software on a Company computer without prior written consent from the Service Desk.

Do not store personal files on any computer or the network. Do not transfer from or store outside the network any Company files or data except for temporary use to perform authorized work. Prohibited storage devices include: Laptops, hard drives, removable drives, CDs, DVDs, USB drives, etc.

Do not abuse email. Do not send emails relating to personal business ventures or forward large emails (exceeding 5 MB or more).

Do not display, store, or email any obscene or pornographic material on any computer. Do not visit any internet sites that are obscene or pornographic.

Home or Remote Use Guidelines

If you access the TheKey network from a remote computer, including personal or Company-owned laptops, you are required to comply with the following guidelines:

Do not store your password in any of the connection windows; if you are asked whether you would like to save your password, select “No”.

Do not store any data that is Company property at home or on any type of local medium unless prior approval is obtained for temporary use. If you are working in a disconnected state that requires storage of a temporary copy on the computer, you must move the file back to the corporate network upon reconnection.

Do not share corporate-supplied equipment, your computer, or your password with family members.

Company-Issued Equipment

Team members should utilize Company-issued equipment, including laptops, computers, and cell phones to conduct all Company business. Team members should refrain from utilizing personal devices to conduct business. Likewise, team members should refrain from using Company-issued equipment to conduct personal business. Company information shall not be forwarded to personal emails or personal devices.

Team members are responsible for all company equipment issued to them to complete their work duties, including laptops, computers, and cell phone devices, as applicable to their role, and are expected to return company-issued equipment within ten (10) business days of separating from the company for any reason. Failure to return company-issued equipment may result in legal action to recuperate the equipment and/or a charge of $1,000 CAD per company-issued laptop/tablet and $400 CAD per company-issued mobile device.

Generally, team members may not use Company equipment such as computers, copiers, and fax machines in the conduct of an outside business or support of any religious, political, or other outside daily activity, except for company-requested support to nonprofit organizations. Team members must also not solicit contributions nor distribute non-work-related materials during work hours.

Laptop Use Regulations

Each team member who is provided a laptop is responsible for the physical security of the laptop. All laptops acquired for or on behalf of TheKey are Company property. The laptop must be locked and stored in a secure location when it is not in the immediate possession of the authorized user. In addition, the user must return the laptop immediately upon request of the Company.

Team members must notify their supervisor immediately if the laptop is lost, stolen, misplaced, or damaged. All work created or performed on the laptop is Company property. The laptop is subject to inspection by the Company at any time without further advance notice. The laptop must be used in a manner that complies with all Company policies, including the Acceptable Use of Electronic Communications, Respect in the Workplace, Confidentiality of Client Matters, Care of Client Records, Protecting Company Information, and Solicitation and Distribution. Violations of this policy may be grounds for corrective action up to and including termination.

Team members are to not leave any documents on the laptop. Store documents on the laptop temporarily when working in disconnected status but be sure to return them to the network when reconnected. Do not leave a laptop unattended in a public place (hotel lobby, airport, coffee shop, etc.) for any period of time. If your laptop is stolen, contact the Service Desk immediately.

Personal Smartphone

Team members should avoid using personal smartphones for work purposes. In limited circumstances and with approval from their supervisor using a personal smartphone for business purposes may be permitted. Such use should be during regular working hours only. Work done using personal devices, regardless of whether during regular working hours, must be reported as time worked.

In general, personal smartphones may be used away from the team member’s workstation for personal calls during authorized meal or rest periods and at workstations in emergency situations only. Team members must follow applicable laws regarding cell phone use while driving an automobile in the course and scope of employment including laws prohibiting use or requiring hands-free devices. Use of cell phones in violation of any applicable laws is expressly prohibited by the Company. Failure to abide by such laws may result in corrective action, up to and including immediate termination.

Mobility Privileges

Obtaining corporate mobility technology is a privilege that allows team members to access their corporate email on a smartphone and/or tablet. All team members are expected to maintain the same level of professionalism when communicating using a smartphone and/or tablet.

Electronic Monitoring Policy

TheKey is committed to abiding by all its obligations under provincial and federal privacy laws, specifically those which apply to electronic monitoring. As such, the company is committed to transparency and informing its employees about the presence of workplace electronic monitoring software, equipment, and its business use.

The Company has the following electronic monitoring equipment in place in the workplace:

Email Software

All email communications sent using company-owned networks, equipment, or user accounts are housed within monitoring software. This may include personal email accounts accessed through company-owned IT assets or personal cell phones accessing company-owned networks. The Company does not monitor emails daily but will use this system to reset passwords or access email content if someone is terminated to ensure a seamless business transition.

Video Cameras and Recording Equipment for Public Areas

Video surveillance technology is used on company premises to deter theft and vandalism and to ensure employee safety. Should illegal conduct be uncovered, video surveillance footage may be disclosed to approved third parties. Video surveillance data is stored (Insert Method). Bathrooms, changing rooms, and other private spaces do not have video surveillance. Video surveillance equipment will be visible and marked with notices. Surveillance does not include audio.

Internet, Software, and App Activity Monitoring, Including Downloaded Documents, Accessed Websites, etc.

The company does not regularly monitor employee networks, software, and computer activities to verify that company-owned IT resources are used only for work-related or professional activities. The company does utilize this monitoring equipment to satisfy Government security protocols to detect malicious or high-risk behaviours, monitor network performance, and avoid security incidents.

Recording Equipment on all Phones Used for External Calls

The company records all external calls to ensure optimal customer service and satisfaction. These records also help to improve internal processes.

Key Card Monitoring for Access to the Building and/or Restricted Areas

Key card access is monitored. The monitoring system will locate a lost or stolen key card to ensure that no security access is breached. Key card data will be used to record when the employee enters and exits the company’s facilities.

Keystroke Trackers for Keyboards

TheKey uses keystroke trackers to monitor employee activity while working remotely. Keystroke trackers will be recorded by [Job Title] and used for performance management and to monitor employee use of Company hardware.

GPS Monitoring in Company Vehicles

TheKey has GPS monitors in company vehicles to ensure employee safety and security and send help if an employee is in danger. These records may also be accessed in the event of an accident.

Biometric Technology

TheKey uses biometric technology as part of its time-tracking processes. This technology records employees’ arrival and departure for attendance and payroll processing purposes.

In certain situations, or in response to changes in business/operational needs or the law, the company may engage in other forms of electronic monitoring other than in the form and manner outlined below or for purposes not listed herein.

The company may also use all the below electronic monitoring equipment in the workplace in accordance with the Performance Evaluations Policy.

All data obtained by workplace monitoring will be retained digitally on the main server OR and secured on a company cloud location, password protected and only accessible by the [insert title] and will be retained for no longer than 14 days up to 12 months depending on the equipment, as per privacy law. Personal information will only be held longer in extraordinary circumstances or by law.

Disconnecting From Work Policy (Ontario only)

TheKey values the health and well-being of team members. Disconnecting from work at appropriate times is vital for a person’s well-being and sustaining a healthy work-life balance. Disconnecting at appropriate times also enables team members to work more productively during their actual working hours.

This Disconnecting from Work Policy supports team members in disconnecting from work outside their regular working hours, subject to reasonable exceptions.

This policy is governed by and interpreted in accordance with all applicable legislation, including (but not limited to) Ontario’s Employment Standards Act, 2000 (the “ESA”) and Occupational Health and Safety Act.

This policy aims to demonstrate the company’s support for team members to disconnect from work when appropriate to achieve a healthy work-life balance, regardless of whether team members work in the workplace, remotely or in a flexible working arrangement.

Due to the evolving nature of the company’s business, TheKey may amend this policy as it deems appropriate.

This policy applies to all team members unless otherwise specified in writing by the Company.

Disconnecting from Work

“Disconnecting from work” under this policy means not engaging in work or work-related communications, including emails, telephone calls, video calls or sending or reviewing other messages such that team members are free from working outside of their normal working hours in accordance with the ESA and this policy, including the exceptions detailed below.

Employer, Management and Team member Obligations

TheKey, its management and its team members must work together to ensure that everyone can disconnect from work outside of regular working hours in accordance with this policy.

Employer Obligations

To provide new team members with a copy of this policy within 30 days of the team member’s start date.

To review and amend this policy as often as may be required.

To provide existing team members with a copy of any amended versions of the policy within 30 days of the amendment.

To provide team members with information regarding their regular work hours given the nature of their work and any other information required to assist team members with complying with this policy.

To take all reasonable steps to ensure that management and team members are able to disconnect from the workplace at appropriate times as detailed in this policy; and

To refrain from penalizing or taking any other reprisal action against team members who have questions regarding this policy or request compliance with it. Legitimate employer direction and/or corrective action towards team members is not considered “reprisal action.”

Management Obligations

To take all reasonable steps to ensure that the team members under their management can disconnect from work outside of their regular hours of work in accordance with this policy.

To try to resolve any team member concerns about this policy.

To advise team members of the limited instances in which they may be expected to perform work outside of their regular hours of work; and

To refrain from penalizing or taking any other reprisal action against team members who have questions regarding this policy or request compliance with it. Legitimate management direction and/or corrective action towards team members is not considered “reprisal action.”

Team member Obligations

To take all reasonable steps to ensure they effectively manage their work and work-related communications during regular working hours.

To fully cooperate with any time recording methods the company uses to track work hours.

To take all reasonable steps to ensure that their colleagues can disconnect from work in accordance with this policy; and

To notify their manager if they feel undue pressure to work or respond to work-related communications outside their regular working hours or if they cannot comply with this policy.

Working Hours

While team member working hours will varu, their work hours are defined by past practice, employment contracts, and/or agreements with their manager.

Team members should consult your manager if you have any questions regarding your regular work hours.

It is generally expected that all team member can complete their work, including reviewing and responding to any work-related communications, during their regular hours of work. The company does not expect team members to engage in work-related communications outside their regular hours, subject to the below-mentioned exceptions.

Please notify your manager if you regularly cannot complete your work or attend to work-related communications within regular hours.

Exceptions

There are situations when it is necessary for team members to perform work or communicate with colleagues outside of their regular hours of work, including, but not limited to, the following:

Where an emergency or exigent circumstances arise, with or without notice.

To assist or fill in at short notice for a colleague.

Where the nature of the team member’s duties requires work and/or work-related communications outside of their regular hours of work.

Unforeseeable business or operational reasons.

An team member’s request or agreement to work certain hours or have flexible working hours.

Other unusual circumstances, as your manager may advise or are inherent to your position.

Meetings, Calls, and Work-Related Communications

Team members should make all reasonable efforts to book meetings and calls during the attendees’ regular work hours, subject to the abovementioned exceptions.

Similarly, team members should only review and send work-related communications during regular hours, subject to the abovementioned exceptions.

Work-related communications should not be sent to or from team members’ personal mobile phones, personal email addresses, personal telephone numbers or other personal devices, subject to the exceptions detailed above or an agreement to communicate in this manner.

Team members may use various other means of communication for work, such as Slack, Google Chat, Social Media platforms, Zoom, etc. Team members are only expected to respond to work-related messages on these platforms during their designated working hours. TheKey does not expect team members to respond to messages, comments, meeting invitations, etc., during their off-work time. Team members will not be penalized for only replying to them during their working hours.

Some team members’ hours of work may differ within the Company. As a result, certain team members may attend to work-related communications outside other team members’ regular work hours. Where this is the case, the sender should consider the timing of their communications and understand that the recipient will not be expected to respond until their return to work at the earliest. The sender should also consider all appropriate safeguards on other team members’ regular hours of work, including but not limited to the following:

Using the “Delay Delivery” function for email messages in Microsoft Outlook so that their message is sent during regular working hours; and

Including a line in their email signature as follows: “I am sending you this email now because it is convenient for me. I do not expect you to respond to it outside your normal work hours.”

Automatic Replies

Team members must activate an automatic email reply when taking a vacation or a leave from work. The automatic reply should be sent to all email communications and advise the sender that the recipient is absent from work. The reply should include the start and end date of the recipient’s absence and provide an alternative contact’s information. The automatic reply should be active for at least the duration of the team member’s absence from work.

Team members may also be required to activate an automatic email reply at the end of their typical working day. This automatic reply should advise the sender of the recipient’s regular work hours and other relevant information, if applicable.

Handheld and Remote Work Devices

TheKey may provide some team members with handheld devices, such as a mobile phone, a laptop, a tablet, or other devices to assist with working. These devices are provided to team members to encourage flexibility in completing their work. Possession of these devices does not mean that team members are expected to make themselves available for work or work-related communications outside their regular working hours.

Questions and Concerns

Team members should consult their manager or the HR Service Center if they have any questions or concerns about this Policy.

Section 4: Time Off

Office Closings -Weather

In the event that hazardous weather conditions such as snow or ice or a natural disaster occur, team members should call their respective office to determine if it is closed. If the office is officially closed due to hazardous weather conditions or a natural disaster, team members do not need to report to work unless they are directed by their supervisor informing them that they are specifically requested to attempt to come to work for an emergency purpose or to work from home.

If telephone services are out, team members should listen to their local radio station, use their best judgment, and proceed accordingly. Senior leadership at each site shall decide if hazardous weather conditions warrant the closing of the office.

Holidays

The Company recognizes paid statutory holidays legistlated by each province.  Statutory holidays vary by province and are listed below.  A calendar will be circulated each year indicating the specific days each holiday will be observed.

Team members should refer to the Holiday Pay Policy for information on holiday pay and eligibility.

Floating Holiday

Paid Time Off (PTO)

The Company has established a program of Paid Time Off (PTO) for the benefit of regular full and part time team member.  Eligible team members may use PTO for vacation, sick leave, and other time away from work for personal reasons. All PTO time must be pre-approved by your supervisor unless you experience an unforeseen circumstance. Connect with your Supervisor to understand all attendance and time off request policies that apply to your role. See below for PTO entitlements per province.

Eligibility and Accrual

Team members are encouraged to consult their employment agreements to understand their entitlements.  Team members will accrue PTO on a monthly basis based on active service and per the table below, unless specified differently in your employment contract.  Team members will only be entitled to carry over accrued and unused PTO from one year to the next as permitted by provincial legislation.  Unused accrued PTO in excess of the minimum legislated carry over amounts shall be forfeited. PTO cannot be taken before it is accrued. Team members who took more PTO than accrued up to their last day of employment will have the overpayment amount deducted from their final pay.  Likewise, accrued and unused PTO will be paid out upon termination.

Sick Leave

When sickness happens, due to illness or injury, TheKey expects team members to take time away from the workplace to care for themselves. Team members have a responsibility to return to work in a state of health and well-being; which will enable them to perform their jobs to the best of their abilities, and to avoid passing sickness to others.

NOTE: CHOOSE THE PAID OR UNPAID OPTION.

PAID SICK DAY WORDING

Team members are entitled to [insert # ] of paid days each calendar year, prorated based on active service.  Sick days may be taken in half-day increments.  Sick days may be used for yourself or an immediate family member’s illness, injury, or medical appointment. Team members are expected to notify their manager when taking a sick day. If you cannot contact your manager, have a family member or friend do so.

TheKey may require team members to provide evidence reasonable in the circumstances that the team member is entitled to take sick leave.  TheKey also may require team members to provide documentation certifying the team member is able to return to work.

Sick days are not to be used as additional vacation time.  Abuse of sick days may result in corrective action, up to and including termination.

Sick days have no cash value and no cash payment will be provided, at any time, for any unused days.

UNPAID SICK DAY WORDING

Team members are entitled to [insert #] unpaid, job-protected sick days each calendar year, which can be used in half-day or full-day increments. Sick days may be used for yourself or an immediate family member’s illness, injury, or medical appointment. Team members are expected to notify their manager when taking a sick day. If you cannot contact your manager, have a family member or friend do so. If you need to take a sick day and do not have any paid days left, these additional days will be unpaid and not job-protected.

Bereavement Leave

Regular full-time and part-time team members are eligible immediately upon hire for up to three (3) consecutive paid non-worked days and 2 (two) consecutive unpaid non-worked days in the event of the death of an immediate family member unless additional time is granted under provincial law. Part-time team members are eligible for bereavement pay in proportion to the number of hours they normally are scheduled to work.

Immediate family is defined as spouse, common law spouse, or domestic partner; a parent (including legal guardian, step, or in-law), grand-and great-grandparent (including step or in-law), child (including step), or sibling (including step or in-law) of the team member, spouse, common law spouse or domestic partner; and the spouse, common law spouse or domestic partner of the team member’s parents, grand and great-grandparents, children, or siblings.

Team members should use their Paid Time Off in the event of the death of a non-immediate family member. If a request is outside the above guidelines and considered a special circumstance, it must be reviewed and approved in advance by the Human Resources team before Bereavement Leave is paid.

Time off without pay in excess of this bereavement time may be made available with the approval of the team member’s supervisor. The Company reserves the right to request written verification of a team member’s familial relationship to the deceased.

Time Off for Voting

The Company encourages all team members to fulfill their civic responsibilities and to vote in official public elections. Generally, working hours are such that a team member will have ample time to cast a vote before or after the work shift.

If a team member does not have sufficient time outside of working hours to vote in a public election, they will be permitted to take time off, with pay, to vote in advanced voting or on election day.

Team members are entitled to take up to three (3) consecutive hours (AB, MB, ON) or four (4) consecutive hours (BC, QC), with pay, for this purpose, provided that the team member’s working hours begin less than three (3)/ four (4) hours after the opening of the polls and end less than three (3)/ four (4) hours before the closing of the polls. This time off should be taken at the beginning or the end of the regular working shift, whichever allows for more free time, and the time taken off shall be combined with the voting time available outside of working hours to a maximum of three (3)/ four (4) hours combined.

To receive time off for voting, team members must notify their supervisor in advance. If provincial law provides for greater or different leave benefits, the Company will comply with applicable law.

Jury Duty/Witness Service

The Company encourages all regular full-time and part-time team members to fulfill their civic responsibilities and to respond to jury service summons or subpoenas, attend court for prospective jury service, or serve as a juror, or appear pursuant to a subpoena. The Company will pay its team members their routine salary or hourly rate up to the equivalent hours of their typically scheduled work week for up to one (1) week once every two (2) years, provided that proof of duty is verified by the team member's supervisor.

Team members are required to inform their supervisor upon receiving a notice or summons from the court. Team members may be asked to provide verification of jury duty or witness service from the court clerk.

Team members on jury duty service longer than 5 days in duration or more often than once every two years will need to use PTO unless otherwise required by law. Team members on jury duty are expected to report to work on those days when jury service is not required for at least half of the regular workday. For example, if a team member is discharged from jury service at 11:30 am, and not required to report for jury service until the following day, the team member would be required to report to work for the remainder of the regular work day unless granted PTO for the remainder of the day. Team members need to clock in and out using the time sheet provided by the jury service agency and submit it to their supervisor upon completion of their service.

Additional unpaid leaves of absence for jury duty or service as a witness as required by law may be granted upon written request regardless of the length of service, provided the team members give their supervisor reasonable notice of such required service or testimony. Upon request, the Company will provide a letter describing Company policy to enable team members summoned for jury duty to limit their service to one (1) week in a two (2) year period or otherwise as appropriate. If the law provides for greater or different leave benefits, the Company will comply with applicable law.

Team members attending court as a plaintiff or defendant in a personal matter are expected to PTO or to make arrangements for an unpaid personal leave of absence in accordance with TheKey policies as Jury Duty/ Witness Service pay does not apply.

Time Off for Other Purposes

The Company complies with all applicable laws regarding time off for various activities/situations including, but not limited to, Reservist Leave, Victims of Domestic Violence, Organ Donation, Compassionate Care, etc. in accordance with local, provincial and federal law.  For more information, contact the HR Service Center.

Leaves of Absence

Leaves of absence are considered for all eligible team members on a non-discriminatory basis in cases of medical illness, disability, personal emergency, certain family care responsibilities, work-related injury or illness, and military duty. Unless otherwise required by local, provincial, or federal law, the granting of a leave of absence is at the Company’s sole discretion. All leaves of absence are available only on an unpaid basis unless the team member is using PTO or as otherwise required by law. If a team member works in a province with additional leave policies, the HR team will provide further instruction.

Manager's Responsibility

During a team member's approved leave of absence, it is the responsibility of the manager to respect the team member’s privacy and refrain from contacting them unless explicitly permitted by the team member. Managers should ensure that team members are also aware of this policy and refrain from contacting the absent team member, except as necessary for business purposes and with the team member’s prior consent. Violation of this policy may result in disciplinary action in accordance with Company policy and procedures. By adhering to these guidelines, TheKey upholds our commitment to maintaining a supportive and respectful work environment for all team members.

Pregnancy & Parental Leave

Team members are encouraged to review the legislation provisions concerning pregnancy and parental leaves of absence for their province or call the HR Service Center for information.

Pregnancy Leave is available to all birth mothers.  Depending on the province, it ranges from up to 16 – 18 weeks.

Parental Leave is available for all parents (ie, adoptive, non-birth), and, if birth mothers choose to take parental leave, it must be taken immediately after pregnancy leave.  Parental leave may be taken by one or both parents.  Depending on the province, it ranges from up to 60 – 65 weeks.

Team members are not required to take the entire pregnancy or parental leave available to them.  Team members are required to advise their manager of the expected start and return dates of their leaves, and provide 2 – 4 weeks written notice of the start and return date based on the province.

Each province has eligibility criteria that team members should refer to.

Government Benefits

Employment Insurance benefits may be available to team members. Please refer to www.esdc.gc.ca for more information regarding the Employment Insurance program.

Benefits Continuation During Pregnancy/Parental Leave

TheKey will continue to make its contributions to the benefits program on behalf of an team member who is eligible pursuant to provincial legislation for the duration of the pregnancy or parental leave unless it receives written notice from a team member that they do not intend to pay their portion of the premium cost, where applicable.

To continue participating in the benefits program, team members on pregnancy or parental leave must make appropriate arrangements to ensure payment of their portion of the benefits program premium cost for the duration of the leave, where applicable.

If the team member does not intend to pay their portion of the premium cost, the applicable benefits will be suspended, and the insurance carrier may require further evidence of insurability prior to reinstating the team member’s benefits coverage upon the expiry of the leave.

Benefits for Dependents

Growing your family is an exciting time. Any team member who wishing to enroll their new born as a dependent on their benefits plan must do so within 30 days of the birth.

Section 5: Benefits

TheKey offers corporate team members valuable benefits plans to support their physical, emotional, social, and financial well-being.

New hire benefit elections must be processed in Workday within 30 days of a team member’s date of hire. Benefit elections will become effective as of the first of the month after the date of hire. Team members working at least 18 hours per week will be eligible for all Company benefit plans with the exception of medical.

Please refer to www.thekeybenefits.com or the Benefits Hub on the Workplace intranet for detailed information.

Any questions should be directed to the HR Service Center by emailing hrservicecenter@thekey.com or call (888) 874-8088.

Employee Assistance Plan (EAP)

TheKey provides an team member assistance program (“EAP”) at no cost to team members and their families. This counseling program is available 24 hours a day, seven days a week. It is a confidential, safe, and easy-to-use resource. EAP counselors will help team members clarify their concerns, assess their situation, and identify options to help them resolve problems.

Workers Compensation

Our focus on team member health, safety, and wellness means we take workplace safety seriously. When a team member is injured on the job, our goal is to get that team member healthy and back to their usual work as quickly as possible. If the team member sustained a work-related injury, illness, or exposure that requires treatment beyond minor first aid, they must open a workers’ compensation claim which is separate from their health insurance. It is critical that team members immediately notify their supervisor of any work-related injury, illness, or exposure regardless of severity.

Any on-the-job injuries, exposures to disease, or illnesses that require medical treatment (other than minor first aid) must also be reported as a workers’ compensation claim to ensure timely care and payment of related expenses. To open a claim, contact the Workers Compensation team, a team representative will assist in finding an authorized workers’ compensation medical provider. Treatment should only be sought in an emergency room for incidents that are truly emergencies. External appointments for treatment of a work-related injury, illness, or exposure must be coordinated during personal time or team members may use Sick time or PTO if they must miss work for an appointment.

Team members who are ill or injured as a result of a work-related incident, and who are eligible for leave under the local, provincial, and federal legislation, will be placed on leave during the time they are considered to be totally temporarily disabled by their treating provider as permitted by applicable law. Please refer to the Leave of Absence section above for eligibility requirements.

Unless otherwise required by law, the Company is not liable for the payment of workers’ compensation benefits for any injury which arises out of a team member’s voluntary participation in any off-duty recreational, social, or athletic activity which is not part of the team member’s work-related duties.

All new hire employees are required to complete workplace safety training upon their hire date. This training is key to ensure a safe and secure working environment for both employees and the clients we serve.  In addition to the initial training, caregivers are also mandated to participate in the training on an annual basis to stay informed about industry best practices, safety protocols, etc.

Summary of Benefits

Descriptions of team member benefits can be found by going to www.TheKeyBenefits.com. Team members can obtain benefits information including the benefits guide, videos, Summary Plan Documents (“SPD”), 401(k) information, and more. After reviewing the website and benefits guide, if a team member has any questions, they may contact the HR Service Center at HRServiceCenter@TheKey.com.

Section 6: Health & Safety

Summary information about TheKey’s Health & Safety program is below.  TheKey’s comprehensive Health & Safety Program can be found in the Health & Safety Manual.  It can be found in the Injury and Illness Program documents located in the HR Policy section of Workplace (Intranet). Contact the Human Resources Service Center at (888) 874-8088 or HRServiceCenter@TheKey.com with questions.

Health & Safety Statement

TheKey is vitally interested in the health and safety of our team. Protection from injury or occupational disease is a primary continuing objective.

We will make every effort to provide a safe, healthy work environment. All employees, managers, casual workers, and contractors must be dedicated to reducing the risk of injury.

TheKey is responsible for employee health and safety. We give you our commitment to comply with our duties under the local and provincial laws, such as taking every reasonable precaution to protect employees in the workplace.

We must protect our health and safety by complying with the law and safe work practices and procedures established by TheKey. Team Members will receive information and training to protect their health and safety.

All visitors to our locations, including casual workers, contractors, and sub-contractors, must comply with our policies, procedures, and rules, which are in place to prevent occupational injuries and illnesses. Commitment to health and safety must form a vital part of TheKey. We encourage all employees to speak up and ask questions regarding maintaining a safe and healthy environment.

It is in the best interest of all parties to consider health and safety in every activity. Commitment to health and safety must form an integral part of life at TheKey. Together we can work safely!

Health & Safety Representatives/JH&SC

TheKey Joint Health and Safety Committee comprised of Health and Safety Representatives as required by law to:

Identify potential hazards.

Evaluate these potential hazards.

Recommend corrective action.

Follow-up on implemented recommendations.

The Health and Safety Representatives and/or the Joint Health and Safety Committee are responsible for assisting management in developing and implementing safety programs, education, and training and providing all departments with advice to correct unsafe features in existing facilities.

In addition to assisting team members on safety and health concerns, the Health and Safety Representatives and/or Joint Health and Safety Committee are responsible for auditing safety programs, inspecting premises, developing standards of safety performance, and recommending to management those actions or improvements necessary for safe conditions within all areas of the .

Emergencies & Emergency Preparedness

The Company complies with all applicable laws, regulations, and standards ensuring a safe work environment. Team members are responsible for reporting hazardous or unsafe conditions to leadership, and the HR Service Center. Team members should also be vigilant and report any unusual, suspicious, or inappropriate conduct on Company property and make reports to leadership immediately.

Emergencies

In any emergency situation, Team Members are to call 911 immediately. It’s critical that Team Members use their best judgment to call 911. After calling 911, team members should notify leadership immediately to get further instructions. When the emergency has been handled, the Team Member must complete and submit an Incident Report.

Emergency Preparedness and Response

In addition to maintaining a safe day-to-day workplace, team members must be prepared to appropriately respond in the event of an emergency. Emergency preparedness and cooperation remains the most critical element in a successful plan. We recommend team members become familiar with evacuation routes, safe locations, and other emergency resources such as fire extinguishers, fire alarms, and AED equipment in the workplace before an emergency occurs. Additional information can be found in the Injury and Illness Program documents located in the HR Policy section of Workplace (Intranet).

TheKey is committed to supporting the welfare of Team Members and visitors to our premises. Our Emergency Response Plan aims to ensure human safety, minimize property damage, and assure rapid and responsive communication with all parties involved. The plan summarized below has been created to address, in a coordinated and systematic manner, all types of emergencies affecting the company.

INSERT FINAL VERSION USED FOR ALBERTA ORDER OR ADD SUMMARY AND DIRECT TO H&S MANUAL FOR FULL POLICY

Should include at a minimum:

First Aiders

Medical Emergency

Weather, natural disasters and infrastructure

Fire

Work-Related Injuries

A team member who sustains a work-related injury or illness should inform their immediate supervisor or Human Resources. No matter how minor an on-the-job injury may appear, it is important that it be reported immediately.

Team members who sustain work-related injuries may receive workers’ compensation benefits. See the Company’s Workers’ Compensation Insurance policy for more information. Team members who need to take time off from work due to a workers’ compensation illness or injury may also be eligible for a leave of absence under the Company’s leaves of absence or reasonable accommodation policies. Team members should consult with Human Resources for additional information.

Safety On The Job

The Company complies with all applicable laws, regulations, and standards ensuring a safe work environment. Team members are responsible for reporting hazardous or unsafe conditions to leadership, and the HR Service Center. Team members should also be vigilant and report any unusual, suspicious, or inappropriate conduct on Company property and make reports to leadership immediately.

In addition to maintaining a safe day-to-day workplace, team members must be prepared to appropriately respond in the event of an emergency. Emergency preparedness and cooperation remains the most critical element in a successful plan. We recommend team members become familiar with evacuation routes, safe locations, and other emergency resources such as fire extinguishers, fire alarms, and AED equipment in the workplace before an emergency occurs. Additional information can be found in the Injury and Illness Program documents located in the HR Policy section of Workplace (Intranet).

Workplace Hazardous Material Information System (WHMIS)

TheKey will provide appropriate WHMIS training and education for employees who are exposed or are likely to be exposed to hazardous materials in the workplace.

A virtual WHMIS Binder is located [Insert link or instructions to digital location]. The binder contains information on all hazardous materials used or sold by the company. The [Insert Title] is responsible for ensuring an SDS (Safety Data Sheet) is filed in the binder.

Team members must obey all safety symbols on products. Team members unsure of what a symbol means must speak to their manager before handling the material. Materials should be in their original containers. Never put materials in a container that is labelled for another material. If items are in the wrong container or mislabeled, employees report this to the department manager to ensure that this is corrected.

COVID-19

The Company strives to keep team members and clients safe and mitigate the risks of COVID-19 exposure and follows local, provincial and federal guideline. For the most up-to-date information, refer to the COVID-19 Hub on the Intranet. Team members can access companywide and province-specific policies and resources, along with step-by-step instructions on reporting COVID-19 cases.

For any questions, contact COVID19hr@thekey.com.

Fleet Safety

To ensure the safe operation of Company owned vehicles, personally owned vehicles used for Company business, and vehicles rented at Company expense, team members are to adhere to the following policy. Failure to do so may result in immediate employment termination.

Compliance with Applicable Laws. All team members operating a motor vehicle while on Company business are expected to comply with all traffic laws. Further, all team members operating a vehicle or Company owned vehicle or vehicle rented at Company expense, while off or on duty, must comply with all traffic laws. Team members should drive in a courteous manner and at speeds appropriate to the road, traffic, and weather conditions.

Cell Phone Use/Texting While Driving. As set forth in this Handbook, and to the extent permitted by applicable law, the Company prohibits team members from using cellular phones for business reasons while driving or for any reason while driving for work-related purposes or driving a Company-owned vehicle. Team members should also be aware that using an interactive wireless communications device to send, read, or write a text-based communication while driving is a violation of Company policy.

Unauthorized Use of Company Vehicle. A team member, while off or on duty, shall not permit a Company vehicle to be operated by any person not authorized by the Company to operate the Company vehicle.

Safety Belts. All vehicles used for Company business will be equipped with a shoulder and seatbelt combination. The seat belt/shoulder harness shall be worn by all occupants of the vehicles at all times. All occupants in the vehicle must be asked to wear the seat belt/shoulder harness.

Inspection of Vehicles/Maintenance. Team members are to conduct visual inspections of the Company vehicles, before operation. Any premature replacement of vehicles due to neglect causes an unnecessary cost burden. Cooperation is expected in maintenance of all Company vehicles and team members are expected to report any maintenance problems promptly so that repairs can be arranged.

Intoxication. All team members are expected to be medically and physically fit when operating any vehicle for Company business and any Company vehicle, whether off or on duty. Specifically, no team member may be under the influence of drugs or alcohol while operating any vehicle on Company business, while operating any Company owned vehicle (whether off or on duty), or while operating any vehicle rented at the Company’s expense (whether off or on duty).

Insurance. Team members are to obtain auto insurance to cover the operation of their private vehicles while on Company business. The auto insurance policy should include liability coverage that meets or exceeds the required minimums. The Company may increase the minimum required amounts from time to time in its discretion. Proof of insurance must be submitted at the time of each policy renewal and upon request at any other time. Team members must inform the Company if there is a change of insurance coverage or carrier. Team members may not cancel their automobile insurance or lower coverage limits below the required minimums, in whole or in part, while employed by the Company in a position requiring the team member to drive their private motor vehicle. Team members who fail to provide the minimum coverage required are subject to immediate termination. The auto liability insurance limits are the minimum the Company requires team members to maintain, however these limits of protection may or may not be adequate to cover the full extent of auto liability claims made against a team member. The Company encourages team members to consult with their agent or insurer about adequate liability protection and physical damage protection for their vehicle. Also, the Company prohibits team members from excluding the Company from their personal vehicle insurance and requires team members to notify their vehicle insurance providers of the use of their personal vehicle for business purposes.

Valid Operator’s License. All team members operating a vehicle on Company business or operating a vehicle owned by the Company or rented on behalf of the Company are to have a current, valid operator’s license at all times.

Accident Report. Any team member involved in an accident as the driver or passenger in a motor vehicle used on Company business or in a Company owned vehicle or vehicle rented at Company expense, while off or on duty, must submit an accurate, written report within 24 hours of the accident or at the beginning of the team member’s next scheduled shift.

In-the-event of an automobile accident during the course of conducting business, this process should be followed:

If there are potential injuries, call 911.

Obtain information from other parties involved in the accident:

Driver’s name

Address

Telephone number

Name of Insurance Company

Vehicle registration number

Vehicle license plate number

If applicable, obtain a copy of the police report number.

Inform an immediate supervisor.

For any suspected injuries that occur while completing work for the Company, team members are to report the injury to their supervisor and/or the Workers’ Compensation team immediately. If the suspected injuries occur outside of normal office hours, the team member should contact their local office on-call team immediately.

Reporting Traffic Violations. All team members who operate a Company vehicle on Company business, while off or on duty, shall report all traffic violations to the Company within 24 hours of being issued a ticket or citation.

Team members are never permitted to ride as passengers in a vehicle with a client.

Team members are prohibited from the transportation of hitchhikers or any stranger in a Company vehicle or while driving on Company business. This includes operating as a rideshare vehicle.

Driver’s License History. At any time, in its discretion, the Company reserves the right to review the motor vehicle records of each team member driving a Company vehicle or any vehicle on Company business. Depending on the results of the review of the team member’s driving record, their job duties may be changed, or they may be barred from driving a Company vehicle or be terminated from employment.

Coordination with Other Policies. This Fleet Safety Policy will be coordinated with other Company policies including, but not limited to, the Company’s drug and alcohol policy and health and safety policy.

Policy Compliance with Applicable Law. This policy will be interpreted and applied in accordance with applicable law. If at any time, any provision of it is at variance with applicable law, applicable law will govern.

Department owner: | Human Resources

Distribute to: | Canada Corporate and Field Team Members

Applicable divisions: | TheKey including all divisions and subsidiaries

Version | XX 2024

British Columbia
11 holidays | Alberta
9 holidays | Manitoba
9 holidays | Ontario
9 holidays | Quebec
8 holidays

New Years Day
Family Day
Good Friday 
Victoria Day
Canada Day
BC Day/ Civic Holiday
Labour Day
Truth & Reconciliation Day
Thanksgiving Day
Remembrance Day
Christmas Day | New Years Day
Family Day
Good Friday
Victoria Day
Canada Day
Labour Day
Thanksgiving Day
Remembrance Day
Christmas Day | New Years Day
Louis Riel Day
Good Friday
Victoria Day
July 1
Labour Day
Orange Shirt Day
Thanksgiving Day
Christmas Day | New Years Day
Family Day
Good Friday
Victoria Day
Canada Day
Labour Day
Thanksgiving Day
Christmas Day
Boxing Day | New Years Day 
Good Friday OR Easter Monday
National Patriot’s Day/ Victoria Day
National Holiday/ St.Jean Baptiste Day
Canada Day
Labour Day
Thanksgiving Day
Christmas Day

Province | Years of service | Annual Entitlement | Monthly Accrual

British Columbia | 1 – 4 years | 2 weeks (4% of gross earnings); | 0.84 days

British Columbia | 5 years + | 3 weeks (6% of gross earnings) | 1.25 days

Alberta | 1 – 4 years | 2 weeks (4% of gross earnings); | 0.84 days

Alberta | 5 years + | 3 weeks (6% of gross earnings) | 1.25 days

Manitoba | 1 – 4 years | 2 weeks (4% of gross earnings); | 0.84 days

Manitoba | 5 years + | 3 weeks (6% of gross earnings) | 1.25 days

Ontario | 1 – 4 years | 2 weeks (4% of gross earnings); | 0.84 days

Ontario | 5 years + | 3 weeks (6% of gross earnings) | 1.25 days

Quebec | Hire date to end of vacation year | 1 day per fully completed month up to a max of 10 days | To be calculated upon hire

Quebec | 1 – 2 years | 2 weeks (4% of gross earnings); | 0.84 days

Quebec | 3 years + | 3 weeks (6% of gross earnings) | 1.25 days