Extended Stay America

A Subject: Hours and Attendance

Release Date: 2014 Associate
Handbook Revision
SOP Owner: Human Resources

Duties and Hours

Although an Associate has been hired for a particular position, he/she may be asked to perform any
duties deemed necessary by his/her Manager(s). The Company job descriptions are not intended to
limit the duties an Associate is required to perform. They are simply a summary of the most common
duties. An Associate may also be asked to work any hours and any days to meet Operational needs.
Although ESA will attempt to accommodate an Associate’s needs, the needs of the business will be
given priority in determining work assignments and scheduling.

Working Hours

The hotel business is a twenty-four (24) hour, seven (7) days a week business. An Associate’s work
schedule is determined by the Manager and is based on the needs of the Company. Changes to the
work schedule and/or working hours may occur at any time. Managers may require Associates to work
additional hours beyond their normally scheduled work day. Associates will be paid for all hours
worked in accordance with the Company’s Compensation Policy and applicable laws.

Meals and Rest Periods

Associates will be provided meal and rest periods in accordance with applicable law. If an Associate is
required to take meal and rest periods, the Associate must comply with these requirements.

Scheduling of meal and rest periods is to be determined by the Manager. Excessive or extended meal
or rest periods may result in disciplinary action up to and including termination. Any questions regarding
meals and rest periods should be directed to the Hotel Management.

All food and beverage items should be eaten in the break room or other Company designated area
only. Associates may be required to remain on premises during their meal and rest periods.

If for any reason, the Associate is unable to take the full 30 minute meal period, he/she will be paid for
the whole meal period or as otherwise required by applicable law.

Absenteeism and Tardiness

Regular and punctual attendance is expected of every Associate. An Associate will be considered late
if he/she clocks in five (5) minutes or more past his/her scheduled start time. If an Associate is unable

Human Resources Page 1 of 3

 Extended Stay America
A Subject: Hours and Attendance
Release Date: 2014 Associate
Handbook Revision
SOP Owner: Human Resources

to report to work or will arrive late, he/she must contact the Manager immediately. The Associate
should call his/her Manager at least two (2) hours before the scheduled start of the shift. For a planned
absence, when the Associate knows in advance that he/she will need to be absent, he/she is required
to request the time off directly from his/her Manager. The Manager will determine the most suitable
time for the Associate to be absent from work.

When an Associate calls in to inform the Company of an unexpected absence or late arrival, the
Associate must speak directly with his/her Manager. If the Manager is not available and a message is
left, the Associate must continue to attempt to reach the Manager directly.

Text messages are not permitted when reporting unscheduled absences or tardies. E-mails are
permitted if approved in advance by the respective Manager. Associates should speak to their
Managers to learn the preferred method for notifications of absences and late arrivals.

If the absence is for more than one (1) day, the Associate must keep his/her Manager advised of
his/her intent to return to work on a daily basis. At the discretion of the Manager, a doctor’s note may be
required upon the Associates’ return to work.

Except for absences under the Leaves of Absence Policy, if an Associate accumulates a total of three
(3) or more excused or unexcused absences, or three (3) or more instances of being tardy within a six
(6) month period, it may be considered excessive and may result in disciplinary action. Individual
circumstances may dictate that even fewer absences or late arrivals will be considered excessive.

If an Associate is absent from work for a period of two (2) consecutive scheduled work days without
notifying his/her Manager appropriately, the Associate will be considered as having voluntarily resigned
his/her position, unless the Associate’s absence is covered by the Company’s Family and Medical
Leave Act policy. If an Associate is hospitalized or encounters an emergency situation that prevents
him/her from making daily contact with the Manager, the Associate must have a family member (or
other reliable person if family is not available) call to update the Manager as soon as possible.

Record of Absence or Tardiness

If an Associate is absent due to medical treatment or a doctor’s appointment, the Manager may request
that the Associate submit written documentation from his/her doctor. The Associate may also be
required to provide written documentation from a doctor that he/she is able to resume work duties
before being allowed to return to work. The Associate will be responsible for any charges made by the
doctor for this documentation. Failure to provide a doctor’s release when returning to work from an
illness/injury may lead to corrective action up to and including termination.

Human Resources Page 2 of 3

 Extended Stay America
A Subject: Hours and Attendance
Release Date: 2014 Associate
Handbook Revision
SOP Owner: Human Resources

Time Cards/Records – For Non-Exempt Associates

A non-exempt Associate is required to maintain accurate, complete and truthful records of hours
worked.

 An Associate is required to record his/her starting time, time in and out for lunch or other unpaid
breaks and quitting time for each workday.
 An Associate cannot have another Associate clock him/her in or out and cannot clock another
associate in or out.
 An Associate should not clock in early or clock out late without Manager approval. An
associate is not permitted to work any period of time before or after scheduled starting or
quitting times for the purpose of making up time lost due to tardiness, absence or any other
reason, without the prior approval of his/her Manager.
 An Associate may not work off the clock. If an Associate is requested by anyone to perform
work related duties and not record the time, he/she must report this to Human Resources and/or
the Concerned Associate Program Hotline immediately.
 If an Associate falsifies his/her time, he/she may be terminated.
 Changes to time records may be made by the Manager with the acknowledgment of the
Associate. There is no rounding of an Associate’s time records. All hours worked will be paid
exactly as per the Associate’s time record. Intentional modification of any associate’s time
without the Associate’s written permission may be cause for disciplinary action, up to and
including termination.

Note: Any Associate who leaves the Company property during the course of their scheduled work day
is required to receive prior approval from the Manager. Failure to clock-in or out, or to adhere to these
procedures, may lead to disciplinary action up to and including termination.

Severe Weather and Other Catastrophic Events

Based on the nature of Extended Stay America’s business and the Company’s requirements to serve
the Guests, it is necessary that Associates be at work even during periods of severe weather or
catastrophic events. An Associate is expected to exercise caution and good judgment as required by
conditions and make every reasonable effort to report to work. Time taken off due to poor weather
conditions or other catastrophic events is subject to be unpaid, unless the Associate wishes to use
vacation or sick time available. If an Associate is unable to report to work due to weather conditions or
other catastrophic situations, he/she must follow the Company’s call-in procedures as outlined in the
“Call-In” section of the Absenteeism and Tardiness policy.

Human Resources Page 3 of 3