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5.10 Required App/Platforms

Purpose & Scope

To perform job duties, Team Members may need access to certain employer-approved apps/platforms (“Required Apps”). This policy applies to all Team Members, whether they use a personal device (BYOD) or a THE COMPANY-issued device.

 

Definitions

  • Required Apps/Platforms: THE COMPANY-approved mobile/online tools needed to perform work.
  • Work Time: Any time a non-exempt Team Member is suffered or permitted to work, including required training or required app activity. Pay must cover all hours worked. 
  • BYOD: “Bring Your Own Device”—using a personal smartphone/device for work purposes.

 

Current Required Apps/Platforms

THE COMPANY may update this list as operations evolve. Team Members will be notified of changes.

  • SUBWAY Labor App (scheduling/notifications)
    • Managers build schedules by end of day Friday; the Director of Operations posts final schedules by end of day Sunday. The app notifies you when posted/updated.
    • Team Members must review schedules and acknowledge changes inside the app when prompted.
  • University of SUBWAY (training & certifications)
    • Used during onboarding and periodically thereafter for job-related learning.
    • Time spent on required training is compensable for non-exempt Team Members unless it meets all four federal criteria for non-compensable training (outside regular hours, truly voluntary, not job-related, and no productive work). 
  • Harri (hiring/onboarding & certain HR workflows)
  • Paradox “Subrina” (candidate communications/automations/hiring/onboarding & certain HR workflows)
  • SignNow (or equivalent) (e-sign for employment docs and written acknowledgments)
  • Cognito Forms (forms for day to day tasks and forms for reporting and other forms)
  • Company Phone System (QUO / OpenPhone) (work calls/texts; where assigned)

Note: Only THE COMPANY-approved apps may be used for these functions.

 

Device Options & Costs

  • Option A – THE COMPANY Device (where issued): THE COMPANY provides, maintains, and secures the device/service for work tasks.
  • Option B – BYOD: If you use your own smartphone for Required Apps, you must keep the apps updated, enable security settings, and use them solely as directed for work.

 

Expense & Wage-Hour Protections

THE COMPANY’s policy is to ensure that any required out-of-pocket costs for work (e.g., required app fees or required accessories) do not reduce pay below applicable minimum wage or cut into overtime. If a required cost would cause your pay to fall below minimum wage/overtime due, THE COMPANY will reimburse to keep wages “free and clear.” Request reimbursement promptly and provide receipts as instructed. 

 

Accessibility, Accommodations & Alternatives

  • No Smartphone? If you do not own a compatible device or prefer not to use a personal device for work, inform management. THE COMPANY will provide a reasonable alternative at work (e.g., in-store terminal/kiosk access, links to access on a desktop or laptop computer, or a THE COMPANY device where operationally feasible).
  • Disability/Religious Accommodations: THE COMPANY will provide reasonable accommodations absent undue hardship.
  • Minor Team Members: THE COMPANY will comply with all federal and Georgia youth-employment restrictions for scheduling, training, and duties. 

 

Work Time, Off-the-Clock Use & Notifications

  • No Off-the-Clock Work: Non-exempt Team Members must not perform work in Required Apps (responding to messages, completing tasks/training, schedule changes, etc.) outside scheduled/approved hours unless specifically authorized. If work occurs, it must be recorded and will be paid. 
  • Pay for Training: Required training time is paid unless it satisfies all four non-compensable criteria under 29 C.F.R. §785.27. When in doubt, record the time. 
  • Notifications: App notifications do not require an immediate response outside of scheduled hours unless you are on an approved on-call assignment.

 

Acceptable Use, Privacy & NLRA-Safe Statement

  • Use Required Apps only for work purposes and in line with THE COMPANY policies (confidentiality, anti-harassment, data security).
  • Do not use Required Apps while driving or performing safety-sensitive tasks.
  • Protected Concerted Activity: Nothing in this policy limits your rights to discuss wages, hours, or working conditions or to engage in other protected concerted activity under the National Labor Relations Act. 

 

Security Requirements (BYOD or THE COMPANY Device)

  • Minimum Security: Screen lock enabled; device OS and app updates applied; unique passwords; multi-factor authentication where available; no password sharing.
  • THE COMPANY Data: THE COMPANY information created or stored in Required Apps remains THE COMPANY property. Upon separation or when directed, you must delete THE COMPANY data and log out of all THE COMPANY systems.
  • Lost/Stolen Device: Report immediately so we can protect THE COMPANY information (including remote logout or wipe of THE COMPANY app data where supported).

 

Records, E-Signatures & Deductions

  • E-Sign: You may be asked to review/acknowledge policies and sign forms via SignNow (or similar). Electronic signatures carry the same weight as paper signatures.
  • Deductions: Any wage deductions must follow law and THE COMPANY policy and, where applicable, require written authorization. 

 

Reimbursement Process (if needed)

If you incur a required work expense (e.g., a mandatory paid app or accessory uniquely required for your job) and no THE COMPANY-provided alternative was available:

  1. Submit a request within 30 days with receipts using the Expense Reimbursement Request;
  2. Explain why the expense was required;
  3. THE COMPANY will review and, if approved, reimburse consistent with federal “free and clear” rules and THE COMPANY policy. 

 

Changes & Enforcement

THE COMPANY may update Required Apps or procedures with notice. Failure to follow this policy (including security or timekeeping requirements) may result in coaching or discipline, consistent with applicable law.

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