Run: Voting Leave Policy

This policy explains when employees may take leave to vote, how to request voting leave, how scheduling will be handled, and what documentation may be required. The company will comply with applicable state voting leave statutes and will administer this policy consistently and without discrimination. This policy is intended to support employee participation in elections while maintaining business operations and compliance with wage-and-hour, anti-retaliation, and equal employment laws.

This policy applies to all employees, including full-time, part-time, temporary, and seasonal employees, unless a more generous state law, local ordinance, or collective bargaining agreement applies. **State-specific carve-outs:** - **California employees:** Follow applicable California election leave requirements under the California Elections Code. - **New York employees:** Follow applicable New York voting leave requirements under the New York Election Law. - **Illinois employees:** Follow applicable Illinois voting leave requirements under the Illinois Election Code. - **Washington employees:** Follow applicable Washington voting leave requirements under state law. If a state law provides greater rights than this policy, the state law controls.

**Voting leave** means paid or unpaid time off provided for an employee to vote in a public election, as required or permitted by applicable law. **Work shift** means the employee's regularly scheduled hours for the day on which voting leave is requested. **Documentation** means any lawful proof of voting or election-related absence that may be requested under applicable state law or company procedure.

Employees may request time off to vote when they do not have sufficient time outside of working hours to vote, or when state law otherwise requires voting leave to be provided. The company will determine whether voting leave is paid or unpaid based on applicable law and the employee's jurisdiction. Exempt employees will not have salary deductions made for partial-day absences that are treated as paid leave under applicable law and company policy, consistent with FLSA requirements. The company will not retaliate against any employee for requesting, using, or discussing voting leave, and will not interfere with protected concerted activity under the NLRA or discriminate on the basis of a protected characteristic under Title VII or the ADA.

1. **Submit a request:** Employees should submit a voting leave request to their manager or HR as soon as they know they need time off, and no later than the deadline required by applicable state law or, if no deadline is specified, at least 2 business days in advance when practicable. 2. **Include required details:** The request should include the date of the election, the expected time away from work, and whether the employee expects to need leave at the beginning, middle, or end of the shift. 3. **Scheduling expectations:** Employees should make a good-faith effort to vote outside of scheduled working hours when possible. Managers may adjust schedules, where permitted by law, to provide time for voting without undue disruption to operations. 4. **Approval and confirmation:** HR or the manager will confirm whether the leave is paid or unpaid, the amount of time approved, and any required documentation. 5. **Documentation:** Where permitted by law, the company may request reasonable documentation such as a voter receipt, poll confirmation, or self-certification. Documentation requirements will not be imposed where prohibited by law. 6. **Timekeeping:** Non-exempt employees must accurately record voting leave time in the timekeeping system. Exempt employees must report absences in accordance with company leave procedures, but their salary treatment will comply with applicable wage-and-hour law.

**Employees** must submit requests on time, provide accurate information, and follow timekeeping requirements. **Managers** must review requests promptly, apply scheduling expectations consistently, and escalate questions about state-specific requirements to HR. **HR** must maintain state-by-state voting leave guidance, determine whether leave is paid or unpaid, ensure compliance with applicable law, and retain records in accordance with the company's record retention policy. **Payroll** must process pay correctly for exempt and non-exempt employees and ensure no improper deductions are made.

Failure to follow the request procedure, timekeeping rules, or documentation requirements may result in a documented warning and, if repeated or serious, a performance improvement plan (PIP) or other corrective action, up to and including termination, consistent with applicable law. No employee will be disciplined for exercising rights protected by state voting leave laws, the FLSA, Title VII, the ADA, or the NLRA. Any complaint of retaliation or discrimination will be reviewed through the company's complaint process.

Exceptions may be approved by HR when required by law, when an employee has an approved reasonable accommodation under the ADA, or when operational needs can be met without violating applicable voting leave rights. Any exception must be documented and reviewed for consistency with state law and company policy.

This policy will be reviewed at least annually and whenever voting leave laws change in a jurisdiction where the company operates. HR is responsible for updating state-specific requirements, notice deadlines, pay rules, and documentation standards. Version: 1.0 Effective date: 2026-01-01