Van Horn Gives Volunteer Program

All full time Van Horn Automotive employees (scheduled to work 37 .5 clock hours or more per week and who have completed their 90 day probation period) are eligible for 16 hours of paid time each calendar year. Hours can be taken in one hour increments during the calendar year.

All part time Van Horn Automotive employees (scheduled less than 37.5 clock hours per week and who have completed their 90 day probation period) are eligible for 8 hours of paid time each calendar year. Hours can be taken in one hour increments during the calendar year.

Guidelines: Volunteer time must be requested in advance, not conflict with the peak work schedules and other work-related responsibilities, create the need for overtime or cause conflicts with other employees’ schedules.

Organizations and Activities: Charitable organizations classified by the IRS as 501(c)(3) non-profit, public charities and municipalities (i.e. public schools) or any other worthwhile cause, effort, or organization as approved by your Manager are eligible. Volunteer activities that benefit the local community are eligible, including, but not limited to serving meals at a soup kitchen; helping to build houses; mentoring area youths; leading a scout troop; assisting students with reading or writing; chaperoning field trips.

Not eligible: Political activities that attempt to influence legislation or the outcome of any public
election. Volunteer activities should not reflect negatively on the company.

To Participate: The employee selects a volunteer activity and confirms dates and times with the
organization. Consult with your supervisor at least 7 days in advance of the requested time off. Your
supervisor will approve your request or inform you if the specific duties of your job require an alternate schedule. Interoffice mail or email a copy of approved request form the Human Resources Department.

Frequently Asked Questions

1. How do I know if an organization or activity is eligible?
   Ask your contact at the organization if it is a tax-exempt S0l(c) (3) public charity. Public schools and
   other government entities are automatically tax-exempt and qualify. If you have questions about a
   specific organization or activity, you may email the Human Resources Department for assistance.
2. Can I use the hours to volunteer for an activity outside my local community?
   The intent of the program is to make a difference in local communities where Van Horn employees live and work. Therefore, volunteering in other locations is not eligible for this program.
3. How do I record my hours?
   You must punch out of the ADP timeclock system while performing your volunteer hours. Your hours should be recorded on the Van Horn Gives -Volunteer Participation Request form. The form should be approved by your supervisor and then turned into the HR Department for payment. Request forms are available on ADP.
4. Do volunteer hours carry over from year to year?
   No. Volunteer hours are based on the calendar year (January 1-December 31). If the hours are not
   used, they do not carry over to the next year.
5. When am I eligible to take advantage of volunteering?
   You may volunteer at any time that is convenient for you. If you chose to volunteer during your work hours, you need to provide sufficient notice to your supervisor to ensure there is coverage during your shift. If you would prefer to volunteer outside of your work day, you need to make sure the organization/charity is approved by your manager and have a representative of the organization you are volunteering at sign your participation form to verify your volunteer time.
6. Where do I need to turn the form in once I have completed the volunteer time?
   Turn in the Participation Request form to the Human Resources Department
7. Do Van Horn events qualify for volunteer pay?
   No. Employees that volunteer to work at a Van Horn events are considered regular working hours.
   Employees must be punched in to ADP and record those as regular work time on their timecard.
   Supervisors need to be informed and approve of your participation in these events. Should you
   participation exceed 40 hours of regular work hours on a Sunday-Saturday basis that results in
   overtime, your Supervisor must approve the overtime in advance.

Volunteer Pay

Hourly Employees
Hourly or flat rate paid employees will be paid their regular hourly wage for volunteering. Volunteer
hours will NOT count towards overtime. (Ex: 40 hours worked for the week, 2 hours volunteered for the week, you will be paid for 42 hours at your regular hourly rate.)

Salary Employees
Your base salary will be averaged out to find an hourly rate, and this rate will be used to pay you for your hours of volunteer time in addition to your regular compensation. (Ex: You volunteered 8 hours. Your monthly salary is $2000.00 divided by 24 work days in the month = $83.33 daily. You would be paid $2083 for your monthly salary.

Sales Consultants
Sales Consultants will receive a ½ deal credit for 4 to 7.5 hours of volunteer time and a full deal credit for 8.00 or more hours of volunteer time in addition to their regular salary.

Management – Sales Manager, Service Manager, GM and Directors
Once you’ve completed 16 hours of volunteer time, a donation of $300 will be donated to a charity of your choice. The donation can be divided between different charities.