Manager Vacation Policy and Request Form

Request Information

Store *

Manager Name *

Manager Email *

Date Submitted *

Vacation Policy

After having been employed as a restaurant Manager for a period of one year, the Manager becomes eligible for an annual paid vacation of two weeks. The vacation is not earned; rather, it is granted for the purpose of rest and relaxation. The Employer reserves the right to approve the scheduling of all vacation. Vacation must be requested in writing no less than thirty (30) days in advance of such vacation.

Unless expressly agreed to in writing:

Vacation time shall be granted on a full-week basis only.
Vacation time will not carry over from one anniversary year to another.
Vacation pay cannot be taken instead of vacation time.
Unused vacation will not be compensated should employment be terminated for any reason.

Vacation eligibility occurs annually on the employment anniversary. The Manager has one year, until the next year’s vacation eligibility date, to take the vacation.

First-Year Vacation Options for Managers Promoted From Within

Vacation eligibility is based on the employment start date after a promotion date is established. If, in the first year of management employment, the Manager has a period of vacation remaining from prior to the promotion, the Manager will have the following options:

Take the remaining vacation pay as extra pay with no time off; or
Take the full remaining vacation time and receive the remaining vacation pay.

Vacation Pay in Lieu of Time Off

The Company wants its Managers to take vacations. Therefore, vacation pay cannot be taken in lieu of time off. However, exceptions may be allowed:

As indicated in the paragraph above for first-year Managers; or
Under circumstances approved in advance in writing by Tom Aldridge.

Use of Vacation During FMLA Leave

If a Manager is on FMLA leave, the Company may require available vacation time to run concurrently with unpaid FMLA leave. Managers may not elect to use vacation time during FMLA unless approved by the Company.

All normal vacation rules—including advance notice, scheduling requirements, blackout dates, and the requirement that vacations be taken in full weeks beginning Tuesday and ending Monday—apply during FMLA leave.

Vacation time cannot be used to extend FMLA leave beyond the maximum leave entitlement.

Vacation Taking Rules

Vacations shall be for not less than one full week at a time.
Vacations shall begin on Tuesday and end on Monday. This allows the Manager to complete the Monday work before vacation and the Assistant to complete it the following Monday.
Blackout Dates: Vacations typically shall not be scheduled over:
- The weekends and day of Memorial Day and Labor Day
- During Summerfest
- The several days before, during, and after July 4th
- The week of Thanksgiving
- The week of Christmas
- The week between Christmas and New Year’s
- New Year’s Eve and Day
- Other weeks or days during which a significant event is occurring (e.g., a large convention at Third Street)
Exceptions to Rules #1–3 above will be considered only on a case-by-case basis depending on circumstances.

Requesting Vacation

Vacation requests shall be submitted in writing using this form only.
Requests must be submitted not less than 30 days in advance.
Submit this form online. The completed request will be assigned a Request ID, saved as Pending Review, and emailed to Corporate, the selected store manager address, and the Manager email entered above.
Do not confirm vacation plans until a complete discussion of the particulars is had with Tom Aldridge and this request has been approved in writing.

I have read and understand the Vacation Policy above before completing the request fields.

Vacation Readiness Checklist

Date rule: Standard manager vacations begin with the first day not working on Tuesday and end on the following Monday for one full week, or the second following Monday for two full weeks. If an exception is requested, the vacation period should still be exactly 7 or 14 calendar days, counting both the first day not working and the last vacation date.

First date not working *

Day: Select a date

Last vacation date *

Day: Select a date

Exception option: Standard requests should be Tuesday through Monday. If a different start or end day is requested, check the box below and explain why. The request must still cover exactly 7 or 14 calendar days, counting both the first day not working and the last vacation date.

Request an exception to the normal Tuesday-through-Monday vacation date rule

Reason for date exception request

Who will be “on-call” while on vacation (“Assistant”)? * Assistant initials confirming on-call is 24/7 and they must come in for any shift they cannot arrange a replacement for *

1st commissary order - assistant initials *

2nd commissary order - assistant initials *

Does the Assistant drive? *

Yes No

If no, what transportation will they use? Assistant initials confirming they understand product borrowing / commissary pickup procedure *

DCR Clearance

Photos on file

Fingerprints on file

DCR agreement signed

Has the Assistant been cleared to do the DCR? *

Who will do the Monday work with you the Monday before you leave? *

Who will do the Monday work when you are on vacation? *

Assistant initials confirming they understand they must present materials to the office on Monday and remain for the meeting *

Important Instructions for Assistant Access to Manager Fund

The Assistant will need access to the Manager Fund to restock the Assistant Fund, the Change Fund, and to do the DCR on Monday. DO NOT GIVE YOUR CODE TO THE MANAGER FUND. The office will issue a temporary code to the Assistant and erase the temporary code when you return.

Before leaving for vacation, work with the office on taking an inventory of the Manager Fund and changing the code, and the opposite when you return.

Additional notes

Sign Off

Manager submitted by - print name *

Assistant submitted by - print name *

Manager acknowledges this request and understands that vacation is not approved until approved in writing by Corporate.

Assistant acknowledges the responsibilities described in this form.

Reviewed and Approved by Corporate

This section remains for Corporate after submission. The online submission does not by itself approve the vacation.