Run: Workplace Smoking and Cessation Policy

This policy establishes expectations for a smoke-free workplace, identifies any designated smoking areas, and describes available cessation support resources. It is intended to promote employee health, reduce exposure to secondhand smoke, support a safe work environment, and ensure compliance with applicable federal, state, and local requirements.

This policy applies to all employees, interns, temporary workers, contractors, vendors, and visitors while on company premises, in company vehicles, and during company-sponsored events or business travel where smoking restrictions apply. **Applicable jurisdictions:** This policy is intended for U.S. operations and must be applied consistent with state and local smoke-free workplace laws, including any stricter local ordinance. **California employees:** Follow all local and state smoke-free workplace requirements, including restrictions on smoking in enclosed workplaces and near entrances, operable windows, and ventilation intakes where applicable. **Other state-specific overlays:** Where state law provides greater protection or stricter limits, the stricter rule controls.

For purposes of this policy: - **Smoking** means inhaling, exhaling, burning, or carrying any lighted or heated cigar, cigarette, pipe, e-cigarette, vape device, or other tobacco/nicotine product. - **Designated smoking area** means an outdoor location approved by the company for smoking, if any, that is separated from work areas and complies with applicable law. - **Company premises** means all owned, leased, or controlled buildings, grounds, parking areas, and vehicles. - **Cessation support** means resources intended to help employees stop using tobacco or nicotine products, such as EAP referrals, counseling, or health plan benefits. - **Interactive process** means the good-faith, individualized discussion used to evaluate a request for reasonable accommodation under the ADA.

1. **Smoke-free workplace.** Smoking is prohibited in all indoor company spaces, including offices, restrooms, break rooms, conference rooms, hallways, stairwells, loading areas, and company vehicles. 2. **Outdoor restrictions.** Smoking is prohibited within any distance required by applicable law from entrances, exits, windows, air intakes, or other restricted areas. 3. **Designated smoking areas.** If the company designates an outdoor smoking area, employees may smoke only in that location and only during approved break periods. The company may change or remove designated smoking areas at any time. 4. **No littering or fire hazards.** Cigarette butts, ash, vaping materials, and related waste must be disposed of only in approved receptacles. Open flames, unsafe disposal, and tampering with smoke detectors or fire safety equipment are prohibited. 5. **No retaliation or interference.** Employees may raise concerns about smoke exposure, safety, or accommodation needs without retaliation. Nothing in this policy is intended to interfere with rights protected by the NLRA Section 7, including protected concerted activity.

1. **Observe posted restrictions.** Employees must follow all posted no-smoking signs and any site-specific instructions. 2. **Use only approved areas.** If a designated smoking area exists, employees must use only that area and must return to work on time. 3. **Follow break and timekeeping rules.** Smoking breaks are unpaid or paid only as permitted by company break policy, applicable wage-and-hour law, and supervisor approval. Non-exempt employees must accurately record all working time and break time in accordance with the FLSA. 4. **Request cessation support.** Employees may contact HR or the benefits team for information about cessation resources, including EAP services, nicotine replacement support, or health plan programs if available. 5. **Request accommodation if needed.** If an employee has a medical condition or disability-related need related to nicotine dependence or another covered condition, the employee should contact HR to begin the ADA interactive process. The company will evaluate requests for reasonable accommodation on an individualized basis and may request supporting documentation where permitted by law. 6. **Report violations.** Employees should report repeated smoking violations, unsafe disposal, or smoke exposure concerns to their supervisor, HR, or Safety.

- **Employees:** Follow smoke-free rules, use designated areas only if provided, accurately record time, and respect posted restrictions. - **Managers and supervisors:** Enforce the policy consistently, address violations promptly, and escalate repeated issues to HR. - **HR / Benefits:** Communicate cessation resources, coordinate accommodation requests through the interactive process, and maintain related records. - **Safety / Facilities:** Post signage, maintain designated smoking areas where approved, and ensure receptacles and fire-safety controls are properly managed. - **Policy holder:** The company is responsible for maintaining and updating this policy in response to legal changes and site-specific requirements.

Violations of this policy may result in corrective action up to and including a documented warning, final warning, removal of smoking privileges, a PIP where conduct affects performance or attendance, or termination of employment, depending on the severity and frequency of the violation. The company will apply discipline in a good-faith, consistent, and non-discriminatory manner. Nothing in this policy limits rights under the ADA, FMLA, NLRA, or any applicable state or local law.

Exceptions must be approved in writing by HR or Legal and must comply with applicable law. The company will consider reasonable accommodation requests through the ADA interactive process where required. No exception may permit smoking in prohibited areas or create a conflict with fire code, health, or local smoke-free workplace requirements.

This policy will be reviewed at least annually and updated as needed to reflect changes in law, workplace layout, safety requirements, or cessation resources. The policy holder is responsible for maintaining the current version, documenting revisions, and communicating material changes to affected employees.