Purpose



Ensure all contractor time off is handled in a way that protects project timelines, client communication, and revenue, while still allowing flexibility.





Core Principle



Contractors do not have PTO. They manage their own availability.


They are responsible for:


  • Meeting deadlines

  • Communicating availability in advance

  • Ensuring coverage for their work






1. Notice Requirements




Planned Time Off



  • 1–3 days → minimum 1 week notice

  • 4–7 days → minimum 2 weeks notice

  • 5+ business days → minimum 3–4 weeks notice




Emergency Time Off



  • Notify immediately via Slack + tag PM

  • Provide update as soon as possible






2. Submission Process



All contractors must post in:

👉 #CORE and britecode shared Calendar


Using this format:


  • Dates unavailable:

  • Affected projects:

  • Current task status:

  • Coverage plan:

  • Risks/blockers:






3. Pre-Time-Off Requirements (Mandatory)



Before time off begins, contractors must:



✅ Update Tasks



  • All tasks in Teamwork/ClickUp are:


    • Up to date

    • Clearly documented

    • Assigned correctly if needed





✅ Log Time



  • All time must be logged for completed work

  • No “backfilling” after time off




✅ Coverage Plan



  • Assign backup OR

  • Align with PM on adjusted timelines






4. Coverage System



Each project must have:


  • A primary owner

  • A backup resource (if applicable)



If no backup exists:


  • Contractor must flag this early

  • PM will assign coverage or adjust timeline






5. PM Responsibilities (Marvin / Debbie / Team Leads)



When time off is submitted:


  • Review impact on:


    • Deadlines

    • Budget

    • Client deliverables


  • Approve or request adjustments

  • Ensure coverage is assigned

  • Communicate with client if needed






6. Client Communication



If time off impacts delivery:


  • PM must proactively notify the client

  • Set clear expectations on:


    • Timeline shifts OR

    • Temporary coverage







7. Non-Compliance



Failure to follow this SOP may result in:


  • Reassignment of work

  • Reduced hours allocation

  • Removal from active projects






8. Goal



This process exists to:


  • Prevent missed deadlines

  • Maintain client trust

  • Protect billable time and budgets