Vacation Policies
Agile Lab strongly encourages people to take vacation because it is important to the health and well-being of our employees. Every employee should really care about her/his health, joy and serenity and take some days off to clear stress out and spend a good time with the family and friends.
In Agile Lab, the rule is as follows: all vacation days, former public holiday hours and ROL hours accrued during the year must be used within the same year, without carrying any balance over to the next one.
Accrual
Vacation days are accrued according to the type of contract (see Benefits).
0–2 years of company seniority:
176 hours vacation
32 hours former public holidays
0 hours ROL
Total 208 hours
2–4 years of company seniority:
176 hours vacation
32 hours former public holidays
36 hours ROL
Total 244 hours
More than 4 years of company seniority:
176 hours vacation
32 hours former public holidays
72 hours ROL
Total 280 hours
Allocation
If the default vacation allocation exceeds the number of vacation days that can be accrued during the year, employees are not required to take extra vacation days, but they can request to do so. (see Approval).
If an employee wishes to take a continuous vacation of two or more weeks outside the default period, they must notify and schedule these days at least three months in advance. Failure to provide this notification may result in the vacation not being approved.
Additional Provisions for Employees EMP1
Employees can go into negative vacation hours up to -60 hours
Regarding permits (ROL), employees can go into negative hours up to -48 hours
Default allocation
Every employee has a default allocation of vacation to make sure they consume a minimum amount of days off before the end of the year in case they don't plan any vacation.
The default allocation roughly follows these slots:
- A certain number of days decided by Agile Lab and communicated at the start of the year. These days are allocated for everyone, no exceptions, the company is officially "closed". Every year People will decide how many days to allocate for everyone based on how good we have been in consuming holidays the previous year.
- The two central weeks of August
- Two weeks between December and January
Additionally, if the amount of days of the default allocation exceeds the vacation days accumulable during the year, employees are not forced to take extra vacation but they can ask for (see Approval).
Planning and Approval
People requires the full vacation planning to be done in the first half of the year. Vacations can be moved later if necessary, but they must be planned. All vacations and leave requests must be agreed with the BU Lead/Lead Link, entered in Elapseit and shared with People Circle. To allow proper tracking, all planned vacation must be entered in Elapseit, otherwise it cannot be considered approved.
Please note: if the planning is not submitted by the end of June, the company will assign mandatory closure days ( according with defaut allocation: two weeks in August and December/January ) only to those who have not planned, to ensure full use of the accrued time
Leader duties
Leaders generate awareness. A leader is accountable for ensuring that people are fine or not with the default holiday. She/he periodically (with a period up to the leader) reminds employees to allocate holidays.
A leader has the responsibility to negotiate vacation periods across all the team members to guarantee a fair distribution of days off (if possible).
She/he has also the responsibility to inform the customer about vacation periods and plan for them.
Leaders talk to one another when people move across different circles/projects to make sure about their availability.
Employee duties
Employees should always plan for vacation and double-check with their manager how to handle the vacation period. We trust our employees and we expect everyone to collaborate to help the manager to fit everyone's needs with the planned schedule.
Collaboration means making sure that, for instance, not all project members take a vacation at the same time in the middle of a delivery.
Every employee should have visibility about all the others in order to agree on a plan.
Saint Patron's feast days
The employee is required to use the feast of the Patron Saint of the place where he/she is currently hired. Below is the list of Patron Saints by location:
- Bologna: October 4th
- Catania: February 5th
- Milano: December 7th
- Padova: June 13th
- Rende: February 20th
- Torino: June 24th
The employee should not insert hours in the Timesheet or Leave because the payroll program knows that the people on site are on holiday on that day.
Exceptionally, it is possible to use the Patron Saint of one's place of residence, replacing it with that of the place of employment, giving ample notice to peopleadmin@agilelab.it to properly manage the payroll. Only in this case is it necessary to use the Leave Type SP - Santo Patrono, because the Feast Day is not on the list.
Blood Donation
Employees are entitled to take 1 day off on the day of blood donation. It is mandatory to send the donation certificate to peopleadmin@agilelab.it.
To log the absence in Elapseit, select the leave type DS-Donazione_sangue.
Sick Leave Certificate
In case of illness, employees must submit a medical certificate starting from the first day of absence by:
- Sending the certificate via email to peopleadmin@agilelab.it, or
- Writing the protocol number in the leave request notes in Elapseit
Make sure that the date of the medical certificate matches the date of the starting of the illness.
The absence must be recorded in Elapseit by selecting the leave type M1-Malattia or Sick Leave.