Employee Policy Manual


 

 

 

EMPLOYEE MANUAL

“ We embrace a culture of
excellence and thrive on a passion for the extraordinary.
Welcome to the Family.”

 

 

 

Prepared on:

Prepared for:   

Effective Date: 


This Manual is not intended as legal or contractual rights. We reserve the right to update, revise, and or modify as needed or required. This Manual does not constitute any conditions of employment.  Employees without a written fixed term contract can either resign or be terminated-at-will. This Manual is not a part of/or intended as an employment contract.

Employee Policy Manual Table of Contents

Table of Contents - Pages 2-3

Forward - Page 4

Mission Statement & Goals - Page 5

Confidentiality Policy - Page 6

Conflict of Interest/Code of Conduct - Page 7

Computer Usage - Page 8

Cell PhoneElectronic Devices - Page 9

Dress Code Personal Appearance - Page 10

Business Conduct - Page 11

Employee Referrals Program - Pages 12-13

Access to Personnel Files - Page 13

Attendance & Punctuality - Page 13

Employment of Relatives - Page 14

Equal Employment Opportunity - Page 14

Classifications of Employment - Pages 15-16

Overtime - Page 16

Military Leave of Absence - Pages 17-18

Break/Lunch Periods - Page 19

Harassment & Discrimination - Pages 19-21

Consumer Reporting Information - Pages 21-22

Safety Policy - Pages 22-23

Lost & Found - Page 23

Workers Compensation - Pages 23-24

Workplace Violence - Page 24

Termination - Pages 24-25

Cobra Coverage - Pages 26-27

HIPPA Rights - Pages 28-29

Code Red - Page 30

Emergency & Weather Closings - Pages 30-31

Open Door Policy - Page 31

Smoking Rules - Page 31

Company Vehicle Usage - Page 31

Using Credit & Background Checks - Page 32

Bereavement (Funeral) Leave - Page 33

Bone MarrowOrgan Donation Leave - Page 33

Family Leave (FMLA) - Pages 34-36

Holiday Policy - Page 37

Vacation - Page 38

Jury Duty - Page 38

Parental Leave (Minnesota) - Pages 39-40

Leave of Absence (LOA) - Pages 40-41

Acknowledgment - Page 42

Signature Certificate - Page 43

 

Employee Policy Manual

FORWARD

Standard rules of conduct and procedure are necessary for the efficient and safe operation of any business.  The contents of this policy manual have been prepared with the objective of meeting the requirements of our operation.  These rules and procedures found herein provide for a standard of conduct which should be acceptable to our customers and to give the employee a basis of pride in his or her chosen vocation.

Each employee will find it beneficial to learn the basic rules and make it a matter of personal interest to observe them.

In addition to these rules and regulations, special instructions to operators are issued from time to time either verbally by members of the supervisory staff or written in the form of bulletins or posted notices at the dispatcher's desk.  All such verbal instructions or written special orders must be observed by the employee while they are in force.  Operators must consult the dispatcher's desk daily

Whenever a situation arises that is not covered by the rules of procedures here; and no supervisor is present, the employee should use his/her best judgment in selecting the safest and wisest course of action to follow.

Employees must remember that we are engaged in public service.  The most important part of our business are the people we serve.  Our product is service, and our obligation must be to make that service as attractive as possible.  As such, the bus operator is a major factor in the creation of the company's public image.  There is no substitute for the application of genuine courtesy and a friendly, helpful approach, coupled with good judgment.  Public relations, good or bad, do not come from what we SAY about ourselves, it comes from what we DO.  We are in a "highly visible" position throughout our area.

Most people are patient, understanding and cooperative, and if an operator is doing their very best under the circumstances, the public generally senses this fact and is appreciative.  Operators also must exercise patience and self-control.  Anger at the wheel interferes with safe operation; but self-control and a good attitude win the respect, admiration and cooperation of all concerned.  Operators must never forget that they are professionals and, as such, must make allowances for the lack of skill, or improper attitude on the part of others, no matter how trying the circumstances seem to be.  Passengers and pedestrians, as well as operators of other vehicles, must be treated with courtesy and respect.  If following the COMPANY rules causes a complaint to be made to the operator, the complaint should be referred in a polite manner to the office.  Courteous, friendly treatment of people helps build good public relations.  It is far easier to be courteous, considerate and cooperative than to be indifferent, inconsiderate and uncooperative.    Among the great dividends payable directly to the operator by efforts toward improved treatment of the public, is that it will make the job more pleasant.

This manual is intended to represent the policies and procedures of Richfield Bus Company and Rochester City Lines. It is not a contract of employment.  Policies which are stated in this handbook are intended to revoke previous contrary policies, both written and oral.  The company may change or revoke these policies at any time.  Nothing which is stated in these policies is intended to abrogate both the employer's and the employee's ability to terminate their employment relationship at will.

Mission Statement: "Meet the growing needs of the community through innovative service delivery. We will excel in all areas to meet the customer’s needs."

 

Goals

Strive to be recognized as America’s best small urban transportation system.

To achieve this objective, we will attain these five goals:

1. High customer satisfaction

2. A modern fleet with optimum safety features and comfort

3. Employees who are highly skilled in their areas of expertise

4. A system that adjusts to the changing needs of the community

5. Increased ridership

2003 Minnesota “Transit System of the Year”

In October 2003, Rochester City Lines received the elite award for “Transit System of the Year.” The award was presented to Dan Holter at the annual Minnesota Public Transit Conference in Duluth, Minnesota. The award is presented each year to a Minnesota transit system that has excelled in serving the people of its community.

In 2017 Rochester City Lines was presented the “Business of the Year Award” by the Rochester Area Chamber of Commerce.

On August 29th, 2009 Richfield Bus Company celebrated its 50th year anniversary of when George & Marilyn Holter start in business. It was a great day for the Holter’s in honoring their parents for their hard work and achievements dedicated to the industry to reach such a rare milestone. On August 1st, 2016 Rochester City Lines celebrated its 50th year in business.

CONFIDENTIALITY POLICY

Statement

It is the policy of the Company that the general internal business affairs of the organization are not to be discussed with anyone outside the organization except as may be required in the normal course of business. Information designated as confidential is to be discussed with no one outside the organization and only discussed within the organization on a “need to know” basis.

As the result of employment with the Company, an employee will acquire and have access to confidential information belonging to the company of a special and unique nature and value, relating to such matters as the company’s customers and accounts; trade secrets; procedures; manuals; financial cost and sales data; supply sources and resources; contracts; price lists; accounting and bookkeeping practices; office policies and practices; financial information, data, records, and reports; sales data and expense information; prospect names and lists; existing and potential business opportunities; confidential reports; customer lists and contracts; as well as information specific to the company’s products.

The Company prohibits disclosure of confidential information except as described above. No employee may disclose confidential or proprietary information regarding the Company or its customers to anyone not employed by the Company, or to anyone employed by the Company who is not authorized to receive such information. An employee’s inappropriate disclosure of confidential or proprietary information may result in discipline up to and including discharge and appropriate legal action. In addition, as a condition of employment, employees agree not to divulge or disclose to anyone, except in the responsible exercise of his/her job, any such confidential information, whether or not it has been designated specifically as “confidential.”

Description

Employees are responsible for avoiding the unnecessary disclosure of non-confidential internal information about the Company, its customers and suppliers. This responsibility is not intended to impede normal business communications and relationships but is intended to alert employees to their obligation to use discretion to safeguard the business operations of the Company.

Not all employees may have access to certain confidential information. Those employees authorized to have access to confidential information are responsible for its security and for not disclosing it to employees who do not have the authority to receive the information. Employees who are not authorized to have access to confidential information are prohibited from attempting to obtain and/or communicate such confidential information.

Employees are prohibited from disclosing confidential information that might affect the Company’s financial position to anyone outside the organization unless an officer of the Company has previously made such information available to the public.

Any employee who violates this policy will be subject to disciplinary action, up to and including termination of employment as well as subject to appropriate legal action.

CONFLICT OF INTEREST AND CODE OF CONDUCT POLICY

Statement

All employees are expected to regulate their business conduct and business knowledge so as to avoid loss (either monetary or informational) to the company, which might arise from their influence on company decisions or their knowledge of company business and plans. This policy is designed to: Foster business conduct that reflects credit on the company and its employees. Protect the company from financial loss.

Description

Relations with Suppliers, Customers, or Competitors

There must be no unreported business relationship with any enterprise that supplies, buys from, or competes with the company. These relationships may include receipts from such an enterprise of gifts of money or other gifts or favors of more than nominal value, particularly in situations where business judgment may be influenced.

Employees may not use a business opportunity in which the company has or might be expected to have an interest for an individual’s personal benefit.

Responsibility for conduct rests with each individual. Thus, each individual is responsible for reporting any questionable activity.

Transfer of Knowledge

Unrestricted operational knowledge (day to day business activities) shall be available to all employees of the company. Operational knowledge shall be screened and approved before communication outside the company.

Managerial knowledge (long-term plans, strategies, and financial, sales, and cost reports) shall be screened and approved before communication outside the company.

An employee’s personnel file and data shall be available only to authorized office personnel and to relevant supervisors. Employee salary and personal data may not be communicated outside the company unless authorized by the employee.

Computer Usage Policy

Use of the network (including remote access services and internet access), computers, and related infrastructure is primarily for business-related activity or professional development. Based on work unit guidelines, limited personal use may be acceptable, however, all usage is subject to the security standards and policies. Discretion is necessary to ensure that individuals do not negatively impact work unit productivity, do not degrade public image through their activities, adversely affect the availability of network resources, or disrespect the rights of other individuals. The company reserves the right to examine, confiscate or surveil any company computer or device connected or linked to the company network and any e- mail activity or information stored on or transmitted through any computer or connected/linked device.

The computing environment is part of the workplace and carries with it the same expectation of mutual respect and confidentiality that applies to all other activities. When using e-mail or the internet via the network, users should adhere to the Company Code of ConductUsers may not access or store material that would be considered inappropriate, offensive, or disrespectful to others. The Company reserves the right to block access to the following categories of, but not limited to, information based on verified content: sexually explicit, illegal drugs, hate speech, gross and/or offensive in nature, criminal skills content. Items posted to internet bulletin boards, mailing lists, and online forums identify users as employees by e-mail address or by the company domain name. Posting anything that could be construed as an endorsement or that reflects negatively on the organization is prohibited.

The following activities and uses of network/computing resources are prohibited:

  • personal business or gain
  • solicitation of company employees
  • providing information about, or lists of, employees to individuals outside the company
  • sending any form of a chain letter to other individuals
  • inappropriate use of distribution lists
  • installing or accessing any non-work-related software
  • sending or downloading any form of non-work-related videos, movie clips, sound files or streaming audio/video
  • use of chat rooms, non-business-related instant messaging
  • unauthorized access to system/network accounts (i.e., LAN, electronic mail)
  • interferences with the work of any employee at the company

Infractions will be addressed through the company's corrective action policy and may result in corrective action up to and including immediate suspension or termination of employment.

CELL PHONE ELECTRONIC DEVICE POLICY

The Company acknowledges the need for communication with our drivers, but also recognizes that Federal Laws prohibit the use of hand held devices while driving. The safety of our employees, customers, other vehicles & pedestrians will not be compromised in any manner.

Motor Coach Operators:

Commercial drivers are prohibited by Law from texting, holding, dialing or reaching for all hand-held devices. (Texting means manually entering text into, or reading text from, an electronic device) This does not include a two-way radio. The use of a hand-held mobile telephone means:

  • Using at least one hand to hold a mobile phone to make a call; Dialing a mobile phone by pressing more than a single button; or

Reaching for a mobile phone in a manner that requires a driver to maneuver so that he or she is no longer in a seated driving position, restrained by a seat belt.

Compliance:

  • Use voice-activated dialing.
  • Use the hands-free feature. To comply, a driver must have his or her mobile telephone located where he or she is able to initiate, answer, or terminate a call by touching a single button. The driver must be in the seated driving position and properly restrained by a seat belt. Drivers are not in compliance if they unsafely reach for a mobile phone, even if they intend to use the hands-free function.
  1. Drivers/Operators will be permitted to use “Bluetooth” technology to communicate with an RCL official while driving if it is for official business use only.
  2. Drivers/Operators may carry their personal devices provided they are not being used while driving. Personal Calls must go to a voice mail and be answered while on the employees “official break period”.

Infractions will be addressed through the company's corrective action policy and may result in corrective action up to and including immediate suspension or termination of employment.

DRESS CODE AND PERSONAL APPEARANCE POLICY

Standards for Dress and Personal Appearance

All employees will have frequent or occasional contact with the public and therefore must consistently represent the Company in appearance as well as actions. Properly attired employees help to create an image of confidence and professionalism for the Company. Hair should be clean, combed, and neatly trimmed or arranged.

Uniform Policy

Company uniform policy for the following areas consists of:

Charter Drivers:

  • Light Blue Dress Shirt……Black or Blue Tie required on all trips (shirts tucked in always)
  • Navy Blue or Black Uniform or Dress Pants (no shorts, parachute/pocket pants or jeans)
  • Dark Colored Black/Brown Dress or Casual Shoes/Boots
  • Dark Colored Socks

Commuter Drivers:

  • “Business Casual” or General Office Attire or Charter Driver Attire (no Tie required)
    • OR
  • Company Polo Shirt
  • Navy Blue or Black Uniform or Dress Pants (no shorts, parachute/pocket pants or jeans)
  • Dark Colored Black/Brown Dress or Casual Shoes/Boots
  • Dark Colored Socks

General/Office:

  • Employees are expected to dress in a manner that is conservative and normally acceptable in business establishments.

Uniform Allowance: The company has the following uniform allowance. *Will be reimbursed after the 120-day probation period (Must turn in all receipts).

  • Newly Hired Driver                                               Driver Hired as Full Time (Annually)
    • 2 Trouser Maximum of $65 each             1 Trouser Maximum of $65
    • 2 Shirts Maximum of $30 each                2 Shirts Maximum of $30 each

Enforcement

If an employee reports for work improperly dressed or groomed, the supervisor or manager will instruct the employee to return home to change clothes or take other appropriate corrective action. Employees will not be compensated during such time away from work, and repeated violations of this policy will be cause for disciplinary action up to and including termination of employment.

BUSINESS CONDUCT

    1. Company personnel are prohibited from making a direct or indirect contribution from corporate funds either to or on behalf of a political party, committee, candidate or official.
    2. Individual compensation shall not reflect bribes, and/or other payment, which such individual made or may make to improperly influence actions by any supplier, customer, or governmental official in the performance of their duties.
    3. Any payment or services substantially in excess of usual or customary charges, is suspect of being a pay-off, kickback, bribe, or otherwise illegal and is in violation of this policy.
    4. The following are examples of practices that are acceptable under this policy.
      • Payment of minor gratuities for services which the company is entitled to receive, such as gratuities to clerks, or similar personnel to expedite paperwork, miscellaneous permits or similar functions, the delay in performance of which could adversely affect normal business operations.
      • Business oriented courtesies in the form of “tips”, petty gifts or similar favors, of a usual and customary nature.
      • Business courtesies such as usual and customary payments for meals or similar accommodation in connection with a business meeting.
    5. It is the responsibility of everyone in the company to practice good business conduct. Officers and Managers have the responsibility to interpret this policy and make it known to all personnel within their span of management.

Some key employees may be asked to sign an Acknowledgment of the Conflict of Interest and Code of Conduct Policy.

EMPLOYEE REFERRALS PROGRAM

Purpose

To provide a comprehensive and effective means of hiring new employees by offering an incentive to present employees for referrals of qualified candidates for open positions.

Eligibility

All full-time and part-time regular employees are eligible to participate in the Employee Referrals program.

Temporary Employees, Contract Workers, Independent Contractors are not eligible to participate in the Employee Referrals program. (See #9 below for other requirements)

Program

The Company encourages employees to refer candidates who qualify for current job openings. If the referral candidate is hired for an open position, the referring employee will be paid a cash award after the new employee has successfully performed in their job for 180 days.

Procedure

  1. The Company will maintain a list of all positions open within the Company. The list will be updated periodically and available for review by current employees.
  2. All referrals must be brought to the Human Resources Manager for approval.
  3. If an employee knows of a person who may qualify for a posted position, he/she should obtain an application for employment with the Company. This application should be completed by the referred candidate and returned to the Company. If the candidate has a current resume, this may be submitted together with the application for employment. The application and/or resume should indicate the name of the referring employee.
  4. If it is determined that the applicant meets the qualifications for the position, the referral application will be considered through the Company’s normal interviewing and selection process.
  5. Referral applications should be for a specific opening and will remain active up to six (6) months after receipt by the Company. For any other posted positions, or after six (6) months, a new referral will be necessary.
  6. The candidate cannot have been sourced through previous Company recruitment efforts (such as received from or through a professional employment agency or similar organization, or through a want ad), or be a past employee of the Company. If the Company receives multiple referrals of the same candidate, the first employee to make the referral will be eligible for the award. In the case of simultaneous referrals, the award will be split between the referring parties
  7. If the referred individual is hired, the employee who referred the candidate is eligible to receive a referral award provided that all referral procedures have been followed. The referring employee is issued a check for the award amount (before-taxes) after the referred employee has been employed at the Company for 180 days.
  8. If a referred candidate is hired for a full-time temporary position, the referring employee is not eligible for a referral award. However, if the referred employee is subsequently converted to regular full-time status, the referring employee will receive a referral award (provided that the referred employee completes the required 180-day period from the date of regular full-time hire).
  9. Award amounts for each successful hire will be $250 for Hourly, Non-Exempt, or Overtime Eligible employees and $500 for Salaried or Exempt employees, subject to taxes at the employee’s regular withholding rate. Exceptions to this eligibility are personnel where the referral would be employed within their department, and/or individuals who have participated in the interviewing process and may have a direct influence on the hiring decision unless approved by management.

     

EMPLOYEE ACCESS TO PERSONNEL FILES

Employees will have the opportunity to review their personnel file upon written request, once every six months, unless the employee is separated from the Company. The Company will comply within seven days if the personnel record is located within the state and within 14 days if the file is located out of state. A former employee may review the record only once, within one year, after the separation.

Materials may not be removed by employees from his/her personnel record. After review, an employee may request in writing a copy of his/her record, and he/she may request information be added to their personnel record. The Company may charge employees an administrative fee for making a photocopy of an entire personnel file. The record will be made available during the Company’s normal hours of operation and at the employee’s place of employment or other nearby location in the presence of your supervisor or Human Resources.

For more information, or to request to review your personnel file contact your supervisor or Human Resources.

ATTENDANCE AND PUNCTUALITY

All employees are expected to be at the Company ready to begin work at their designated workstation on time as scheduled. The importance of employee attendance and punctuality is extremely important. If an employee is absent or tardy, this creates a hardship on other employees who are required to handle the additional workload to maintain productivity. A stable, consistent and dependable workforce is essential to customer satisfaction and the success of the Company.

Rules

The Company has established the following rules for acceptable attendance and punctuality:

  1. All employees are expected to report for work and be ready to work at their designated workstations at the start of their shift as scheduled.
  2. When an employee shall be absent, he/she must contact his/her supervisor or the manager on-call at least two hours before the start of his/her scheduled shift.
  3. When an employee will be tardy, he/she must report what time he/she will be to work.
  4. Jury duty, military leave, authorized leave of absence, on-the-job injury or illness, funeral leave, pre-approved vacations, holidays, and hospital admittance will not be counted as an absence.
  5. Absence for a period of three (3) days or more requires a doctor’s note to return to work.

 

EMPLOYMENT OF RELATIVES

Statement

It is the policy of the Company to allow immediate family members to work together subject to certain limitations and exceptions, including situations in which the employment would or could:

• Create either an actual conflict of interest or the appearance of a conflict of interest.

For purposes of this policy, “immediate family” includes the person’s spouse, brother, sister, parents, children, stepchildren, grandparents, grandchildren, father-in-law, mother-in-law, brother-in-law, sister-in-law, daughter-in-law, son-in-law and any other member of the person’s household.

Description

If the above-stated situations do not exist, an immediate family member of a current Company employee may be hired with the approval of Human Resources and the General Manager prior to extending an offer of employment.

Staff members who marry or become members of the same household may continue employment as long as the above situations are not created. Should one of the above-stated situations occur, the Company would attempt to find a suitable position within the organization to which one of the affected employees may transfer. If accommodations of this nature are not feasible, the affected individuals will be permitted to determine which of them will resign. This decision must be made within thirty (30) days of such occurrence. In the event that the individuals do not make this decision within thirty (30) days, the decision will then be made by the General Manager.

 

EQUAL EMPLOYMENT OPPORTUNITY

Statement

The Company is committed to prohibiting discrimination in employment on the basis of race, color, creed, sex, pregnancy, age, religion, ancestry, national origin, marital status, disability including those related to pregnancy or childbirth, status with regard to public assistance, or any other protected class as established by law. This Equal Employment Opportunity policy is designed to ensure equal treatment for all employees, including in hiring or any decision affecting job status or pay. All employees, including supervisors and managers, are responsible for adhering to this policy.

Description

If you become aware of a complaint or incident of possible discrimination, or if you believe you have been subjected to discrimination, you should immediately contact Human Resources or an officer of the Company.

 

CLASSIFICATIONS OF EMPLOYMENT

At the time of hire, every worker is classified to ensure compliance with all applicable laws and regulations. An “employee” of Richfield Bus Company or Rochester City Lines is a person who regularly works for RBC/RCL on a wage or salary basis. “Employees” may include exempt, non-exempt, full-time, part-time, charter or commuter drivers and supplemental staff.

Employment classifications at the Company include:

Probation Period for New Employees

    All employees must meet the company’s 120-day probation period before being eligible as a regular employee.

Regular Full-time Employee

   Employees who have completed the 120-day probation period and who are scheduled to work (40) or more hours per week. Generally, they are eligible for the Company’s benefits package, subject to the terms, conditions and limitations of each benefit program.   

Full-time Charter Driver

   Drivers that work 40 or more hours per week and must be available to any hour the company is open including weekend and holidays. A full-time driver is not allowed to pick and choose a trip. Trips are assigned by the company. These employees are exempt from        overtime according to 29 CFR 782.2 & Section 13 (b)(1) FMCSA.

Regular Part-time Employee

   Employees who have completed the 120-day probation period and who are scheduled to work less than 40 hours per week. (Regular part-time employees may be eligible for some benefits sponsored by the company, subject to terms and conditions).

Part- time Driver

  Drivers that are not assigned to trips by the company and may pick and choose the hours or days per month worked and generally qualify for limited benefits. These employees are exempt from overtime according to 29 CFR 782.2 & Section 13 (b)(1) FMCSA.

Supplemental

  Employees working less than 15 hours monthly as either fill-in, on-call or seasonal.  

 Exempt Employees

  Employees whose positions meet the criteria established by the Fair Labor Standards Act (FLSA) and who are exempt from overtime.

Non-Exempt Employees

  Employees whose positions do not meet FLSA criteria and who are paid one & one-half their regular rate of pay for hours worked in excess of 40 hours per week.

Note:  Persons from temporary employment agencies or payroll service companies are employees of their respective agency and not that of the Company.

Independent contractors are essentially vendors of the Company.  They are not employees of the Company.

If you have any questions on your classification, please contact your immediate supervisor or Human Resources.

 

OVERTIME

There will be times when employees will need to work over 40 hours a week so that the Company may successfully meet the needs of our customers.

Hourly/Non-Exempt employees must obtain approval from their supervisor prior to working any overtime hours. Hourly/Overtime-eligible employees will be paid at a rate of time and one-half their regular hourly rate for hours worked over 40 in one week.

The Company reserves the right to schedule mandatory overtime when necessary to meet business demands and the needs of customers or clients.

Sick time, if applicable, will not count as hours worked for purposes of overtime.

Vacation and/or holiday hours, if applicable, will not count as hours worked for purposes of calculating overtime.

MILITARY LEAVES OF ABSENCE

Statement

The Company will grant military leave in compliance with all applicable state and federal regulations. The company will also post a notice outlining all rights of employees in military service described in the Uniformed Services Employment and Reemployment Rights Act of 1994 (USERRA).

Employees who engage in active service in time of war or other emergency declared by proper authority in any of the military or naval forces of the state or of the United States for which leave is not otherwise allowed by law shall be entitled to leave of absence from the employee's employment without pay during such service, with right of reinstatement as hereinafter discussed.

Description

Military Leave of Absence

Military Leave of Absence will be granted to employees ordered to active service with any military branch of the Unites States. This leave will be unpaid. (Employees may use available Vacation Time)

A military leave of absence shall commence on the date on which the full-time employee is ordered to active duty or enlistment.

Following the military obligation service period, employees are eligible for re-employment rights under applicable Federal and State regulations.

Upon the completion of such service, the employee shall be reinstated in the position which was held at the time of entry into such service, or a position of like seniority, status, and pay if such is available at the same salary which the employee would have received if the leave had not been taken upon the following conditions:

That the position has not been abolished or that the term thereof, if limited, has not expired;

That the employee is not physically or mentally disabled from performing the duties of such position;

That the employee has not been absent from employment for more than 5 years;

That the employee submits an official order of release signed by proper authority indicating that the employee's military service was satisfactory;

At the first scheduled work period of the first scheduled work day, 8 hours after returning home from service, (unless this is impossible or unreasonable through no fault of the returning employee) for leaves of absence less than 31 days or for leaves of absence of any length for an examination to determine the employee’s fitness to serve.

No more than 90 days after completion of service or after discharge from hospitalization or medical treatment that immediately follows the termination of, and results from, such service.

Upon such reinstatement the employee shall have the same rights with respect to applicable accrued and future seniority status, vacation, sick leave, performance rating, and other benefits as if that employee had been actually employed during the time of such leave.

No employee so reinstated shall be removed or discharged within one year thereafter except for cause, after notice and hearing; but this shall not operate to extend a term of service limited by law.

The original hire date of full-time status will be maintained for the purpose of determining length of service with the Company.

The employee’s employment record will reflect a Military Leave of Absence for the duration of active military service.

Military Reserves or National Guard Temporary Leaves of Absence

Employees of the Company who are members of a military reserve unit that requires two- weeks training annually, will be allowed unpaid time off. (Employees may use available Vacation Time)

Upon return from an “Emergency Call Up” the employee must submit proof to Human Resources of his/her service. The employee is also expected to notify his/her supervisor promptly (within eight hours of an “Emergency Call Up” notification) by telephone prior to reporting for active military duty.

More than twenty (20) days on Emergency Call Up will be classified as a Military Leave of Absence.

Administrative Procedures

To request Military Leave, the employee must submit a copy of the official orders from the military unit to the Human Resources department.

An employee may elect to use any available paid Vacation.

Insurance benefits, if applicable, will continue for an employee on paid Military Leave of Absence for the 10 days of annual duty or up to 24 months during times of war. The employee will be responsible for his or her portion of the group health premiums during that period. Coverage will terminate at the end of 24 months, after which the employee (and the employee’s family) may continue coverage through COBRA.

All inquiries regarding reinstatement of employment should be directed to Human Resources.

BREAK PERIODS

Hourly/Non-exempt employees are allowed to take two 15-minute breaks during a full eight- hour workday, one in the morning and one in the afternoon, to be scheduled at the most appropriate times depending on work load, staff levels, etc. These break periods are considered paid time and do not have to be recorded on your time card.

Please see your immediate supervisor for questions on the schedule of breaks for your work area.

Lunch/Meal Periods

The lunch period is typically taken once in a workday. During this time, employees are completely relieved from duty. This is an unpaid break.

Employees are not allowed to use the lunch/meal period break to make up missed time, to vary their regular workday hours (i.e., to skip lunch/meal period and leave early), or to carry them over from one day to the next unless pre-approved by their immediate supervisor.

Lunch periods may not be split into multiple break periods throughout the day without the approval of your supervisor.

Please see your immediate supervisor for questions regarding the schedule for a lunch/meal period break for your work area.

 

PROHIBITED HARASSMENT AND NON- DISCRIMINATION POLICY

The Company is committed to providing a work environment that is free from discrimination and disrespectful and offensive behavior. Disrespectful and offensive behavior, including inappropriate or degrading remarks and conduct, has the potential of being perceived as harassment or discrimination. Harassment and discrimination are prohibited and will not be tolerated by the Company.

Definition of Harassment

Disrespectful and offensive behavior includes unwelcome remarks and physical conduct that denigrates or shows hostility toward an individual’s race, color, creed, religion, ancestry, national origin, sex, disability, age, marital status, and status with regard to public assistance.

Sexual harassment includes unwelcome sexual advances, requests for sexual favors, and other verbal or physical conduct of a sexual nature when:

Submission to this conduct is made either explicitly or implicitly a term or condition of an individual’s employment;

Submission to or rejection of this conduct is used as a component or basis for employment decisions affecting an individual; or

The conduct has the purpose or effect of substantially interfering with an individual’s work performance or of creating an intimidating or hostile environment.

Workplace harassment can take many forms. It may be verbal, physical, written or visual. Conduct that may constitute harassment includes, but is not limited to, words, signs, offensive jokes, cartoons, pictures, posters, e-mail jokes or statements, practical jokes, horseplay or pranks, intimidation, physical assaults or contact, or violence. Harassment is not necessarily sexual in nature. It may also take the form of other vocal activity including derogatory statements not directed to the targeted individual but taking place within their hearing. Other prohibited conduct includes written material such as notes, photographs, articles of a harassing or offensive nature, and taking retaliatory action against an employee for discussing or making a harassment complaint.

What Is Sexual Harassment?

Sexual harassment may include unwelcome sexual advances, requests for sexual favors, or other verbal or physical contact of a sexual nature when such conduct creates an offensive, hostile and intimidating working environment and prevents an individual from effectively performing the duties of their position. It also encompasses such conduct when it is made a term or condition of employment or compensation, either implicitly or explicitly and when an employment decision is based on an individual's acceptance or rejection of such conduct.

It is important to note that sexual harassment crosses age and gender boundaries and cannot be stereotyped. Among other perceived unconventional situations, sexual harassment may even involve two women or two men.

Sexual harassment may exist on a continuum of behavior. For instance, one example of sexual harassment may be that of an employee showing offensive pictures to another employee.

Generally, two categories of sexual harassment exist. The first, "quid pro quo," may be defined as an exchange of sexual favors for keeping your job, and/or improvement in your working conditions and/or compensation.

The second category, "hostile, intimidating, offensive working environment," can be described as a situation in which unwelcome sexual advances, requests for sexual favors, or other verbal or physical contact of a sexual nature when such conduct creates an intimidating or offensive environment. Conduct that may have the effect of creating a hostile, intimidating, and offensive work environment includes, but is not limited to, sexual or suggestive comments or jokes, sexual propositions, sexist remarks, unwanted sexual advances, patting or unnecessary touching, unwanted staring or leering, pressure for sexual favors in return for special treatment on the job, or unfavorable treatment or harassment not of a sexual nature directed toward an individual because of his or her sex, race, religion, or other protected characteristic. It is also against Company policy to download inappropriate pictures or materials from computer systems.

Responsibility

All Company employees, and managers, have a responsibility for keeping our work environment free of harassment. Any employee, who becomes aware of an incident of harassment, whether by witnessing the incident or being told of it, are encouraged to bring it to the attention of the human resources department. When management becomes aware of the existence of harassment, it is obligated by law to take prompt and appropriate action, whether or not the victim wants the company to do so.

All employees are advised that no member of management, regardless of their title, is authorized to condition tangible employment actions – e.g., promotion, demotion, etc., upon submission or opposition to harassment of any kind. A threat or attempt by any supervisor or member of management to take such actions should be reported immediately, if possible, before any tangible employment action takes place.

Any person who violates this non-retaliation policy may be subject to discipline, up to and including termination of employment.

 

SAFEGUARDING CONSUMER REPORT INFORMATION POLICY

The Fair Credit Reporting Act (FCRA) requires that we properly safeguard any “consumer information” (information from third party credit or background check reports) while it is in our possession. This includes information in any form or media, including written or electronic. In

addition, the Fair and Accurate Credit Transactions Act of 2003 (FACTA) amendments to FCRA requires us to properly dispose of this information when it is no longer needed. To that end, all staff in our office shall follow the following polices:

Protecting Consumer Information:

  • Employees must not leave files containing consumer information unattended in public areas of the office.
  • Employees may only access files containing consumer information for which they have a legitimate, assigned business need.
  • Employees may not remove files or copies of files containing consumer information from the office.
  • Any uncompleted work containing consumer information must be locked in a desk, file cabinet, or secure file room at the close of business each day.

Storage and access to Consumer Information:

  • To ensure that paper files containing consumer information will be reasonably safeguarded from unauthorized public view we will store them in locked filing cabinets or in a locking file room. Only employees with a legitimate need and authorized access for the information may have access to the locked area. While unattended, the file system will not be left open.
  • We will make sure that archived paper files will also be secured and reasonably safeguarded which means we may, as necessary, store them in locked filing cabinets, within a locked storage area, or in a separate locked archive room. Only employees with a legitimate need may have access to these files. Archived paper files containing consumer information will not reside in a general storage area except in locked file cabinets.
  • Consumer information stored on our computers will be password protected. Only those employees with a need and authorized access to see this information will have access to the files. Any consumer information copied onto removable media will be protected in the same manner as paper files, as outlined above.
  • Backup media that contain consumer information will be handled as described above for paper files.
  • Virus protection software will be installed on all computers, regardless of network connectivity, and maintained with current virus definitions. Also, firewall software and/or hardware will be installed on all computers with a connection to the Internet or other open computer network or installed on the server or other routing device rather than on each workstation. The firewall will also be kept up-to-date.
  • Any consumer information that we maintain will, while in use, be protected from deliberate or casual oversight by passers-by. Computer screens displaying consumer information will be turned away from public areas so as not to be visible to passers-by. Files containing consumer information waiting to be updated or filed will be secured in a locked storage cabinet or file room until the work is complete.

Disposal of Consumer Information:

  • All unwanted or duplicate papers containing consumer information will be shredded after it is determined that they are no longer needed.
  • Due diligence will be used before hiring a document shredding service to be sure that they follow the rules of FACTA (Fair and Accurate Credit Transactions Act). This might include reviewing an independent audit of the company, acquiring several independent references, requiring that a trade association certify the company and/or reviewing the company’s policies and procedures. Also, policies will be in place to monitor on-going compliance with FACTA.
  • Diskettes, Zip Disks, tapes, re-writable CD-ROMs or any other reusable data or recording medium containing consumer information must be reformatted or destroyed when the data is no longer required.
  • Hard drives must be reformatted when an office computer or the hard-drive is sold.
  • If they contain consumer information, CDs must be destroyed when the data is no longer required.
  • Employees must be trained to follow all proper FACTA guidelines for the proper disposal of consumer information.
  • Violation of this policy can carry serious consequences for the company. Disciplinary actions for anyone violating these policies may include suspension without pay or termination.

SAFETY POLICY

Statement

It is the goal of the Company to provide a safe and healthy work environment and to attempt to prevent employee workplace injuries.

Description

Safety is critically important in the Company and can only be achieved through teamwork. Each employee, supervisor, and manager must practice safety awareness by thinking defensively, anticipating unsafe situations and reporting unsafe conditions immediately. Your coworkers depend on you to use safe practices and good judgment in every phase of your work. Good housekeeping is an important part of maintaining a safe workplace.

Each employee is expected to use safe work procedures and to exercise caution in all work activities. You must immediately report any unsafe condition to your supervisor. Employees who violate safety standards, who cause hazardous or dangerous situations, or who fail to report or, where appropriate, remedy such situations, may be subject to disciplinary action, up to and including termination.

Often, some of the best safety improvement ideas come from employees. If you have ideas, concerns, or suggestions for improved safety in the workplace you are encouraged to raise them with your immediate supervisor or Human Resources.

Visitors

The Company is interested in providing for the security of Company property and confidential information as well as employees' personal possessions. For this reason, visitor access is limited.

Visitors for purposes of these guidelines include applicants, customers, service personnel, delivery personnel, vendors and any other Individuals not employed by the Company

It is important that Company facilities present a clean, professional appearance at all times. The Company may conduct tours for customers, suppliers and other people. All employees are expected to keep the facility clean and free from safety hazards.

MISSING PROPERTY or PERSONAL ITEMS

If an employee discovers a personal item or Company property missing, he/she should report it to a Supervisor immediately. However, all personal property, inside or outside of the Company’s building(s), will be the employee’s responsibility. Although damage to or loss of personal property is regrettable, the Company will not assume responsibility for this loss or damage. Moreover, personal items are not covered under the Company's insurance policy.

WORKERS COMPENSATION POLICY

Statement

It is the goal of the Company to provide a safe and healthy work environment and to attempt to prevent employee workplace injuries. If a workplace injury or illness occurs, the workers’ compensation claim must be handled in compliance with Federal and State regulations and the insurance carrier’s procedures.

Description

The Company is required by law to keep detailed records of all occupational injuries and illnesses. Therefore, it is MANDATORY that all occupational injuries and/or illnesses are reported to the supervisor immediately when they occur. Employees are fully protected by Worker’s Compensation Insurance. Wages and benefits will be paid in accordance with Federal and State regulations.

Procedure

    1. When an employee has an occupational injury and/or illness that requires medical treatment from a physician the employee should be referred to a designated company clinic or physician.
    2. All information pertaining to an occupational injury and/or illness must be reported immediately to Human Resources.
    3. A physician report of any restrictions or lost time must be submitted to the employee’s supervisor and Human Resources.
    4. A First Report of Injury will be completed by the employee by calling the Hotline phone number provided by the workman’s compensation insurance company with the immediate supervisor as soon as practical. Human Resources must be notified immediately thereafter.
    5. Human Resources determine if the injury illness is recordable per Occupational Safety and Health Administration (OSHA) record keeping guidelines, if applicable. If the injury or illness is determined to be recordable, it is then logged on the OSHA 300 Report or its equivalent.
    6. When an employee’s occupational injury or illness causes restrictions or lost time from work, Human Resources and the employee’s supervisor may arrange light duty for the employee until the physician approves his/her return to regular job duties without restrictions.

WORKPLACE VIOLENCE POLICY

Scope

This policy covers to all Company employees, temporary employees employed by an outside agency, employees of contractors retained by the Company, independent contractors and visitors.

Zero Tolerance

The Company has a policy of zero tolerance for violence. If you engage in any violence in the workplace, or threaten violence in the workplace, your employment will be terminated immediately for cause. No talk of violence or joking about violence will be tolerated.

Inspections

Lockers, desks, telephones, pagers, and computers are the property of the Company and are intended for business use only. We reserve the right to enter or inspect your work area including, but not limited to, lockers, desks, and computer storage disks, with or without notice.

Reporting Violence

It is everyone’s business to prevent violence in the workplace. You can help by reporting what you see in the workplace that could indicate that a co-worker is at risk. You are in a better position than management to know what is happening with those you work with. You are encouraged and expected to report any incident that may involve a violation of any of the company’s policies that are designed to provide a safe and comfortable workplace environment. Concerns may be presented to your supervisor, manager, director or member of the Human Resources. All reports will be investigated, and information will be kept confidential. Appropriate legal and disciplinary action, up to and including termination, will be taken against any employee who violates this policy.

 

TERMINATION POLICY

Statement

Notwithstanding any of the information contained in this policy, employment at the Company is at-will, meaning that all employees have the right to terminate their employment at any time, with or without notice, for any reason not prohibited by law, and that the Company has the same right. Reasonable written notice of termination of employment is expected, but not required.

End of Tenure Vacation Policy

Any employee retiring or leaving their employment, in good standings and with proper notice, will be entitled to use, as terminal vacation or to be paid for any amount of vacation remaining that they would have expected to receive during that calendar year. Any employee not in good standing at the time of departure will be paid any unused, earned vacation based on a prorated number of hours based on the length of service during the year in which their employment was terminated.

Description

Termination Notice

If an employee plans to resign from employment with the Company, he/she should submit a written notice of resignation to the immediate supervisor at least two weeks in advance of the anticipated last day to be worked. A written resignation notice should include the date the employee plans to terminate as well as the reasons for leaving.

Company Property

All Company property must be returned upon termination. In the event that an employee does not turn in Company property at that time, the Company may take further action to recoup any replacement costs and/or seek the return of Company property through appropriate legal action.

Involuntary Termination

The immediate supervisor and Human Resources are responsible for ensuring that all steps necessary for the termination are properly completed, including compliance with all Federal, state, and local laws and regulations.

Continuation of Benefits

Upon termination of employment, an employee and/or his/her qualified dependents may be eligible to continue their healthcare insurance coverage for a limited period of time at their own expense as provided by Federal COBRA legislation or applicable State law. In addition, under the Health Insurance Portability and Accountability Act (HIPAA), a terminated employee covered under your health plan must be given a Certificate of Creditable Coverage which may be used to help reduce or eliminate any pre-existing exclusion period when applying for health care. Immediate supervisors should notify Human Resources of the termination as soon as possible so specific details can be provided to the employee regarding eligibility for these programs.

Election of COBRA notice and form

COBRA continuation coverage will be offered to any employee or their dependants when any of the following ‘qualifying events’ occur:

  1. End of employment (other than for gross misconduct)
  2. Reduction in hours of employment
  3. Death of the employee
  4. Divorce or legal separation
  5. The employee becomes disabled
  6. Loss of dependent child status

We will send notice of COBRA election rights in a timely manner.

  1. When a qualifying event occurs, we will notify the Plan administrator, or our COBRA administer within 30 days of the event.
  2. We will require our Plan administrator or COBRA administrator to send the notice of COBRA rights and an election form within 14 days of being notified of the qualifying event.
  3. If we are internally administering the Plan and/or COBRA, we will send notice of COBRA rights and an election form within 44 days of the qualifying event.

We will notify all appropriate parties (qualified beneficiaries) of their COBRA election rights. These includes:

  1. The employee
  2. Their spouse or former spouse
  3. Dependent children covered under the Plan on the day before the event that caused the loss of coverage
  4. A child who is losing coverage under the Plan because he or she is no longer a dependent under the Plan

The COBRA election rights notice will include a detailed description, a summary page and an election form. This package will be mailed to all qualified beneficiaries (not just the employee or former employee). If all qualified beneficiaries reside at the same address we may send a single package to that address.

Denial of COBRA

If an employee or one of their dependants applies for COBRA but are not qualified we will send a notice in writing denying COBRA and list the specific reason(s) why it is denied.

We will send this notice no later than 14 days after receiving an election notice request.

We will send a notice to each person denied COBRA coverage. If everyone being denied COBRA resides at the same address, we may send a single notice to that address.

Notices that a qualified beneficiary must provide to us

It is the employee’s responsibility to notify us within 60 days in any of the following events occur which may change or extend their COBRA status:

  1. Divorce or legal separation
  2. A covered dependent child ceasing to qualify as eligible
  3. Notice of a second qualifying event
  4. The qualified beneficiary becomes entitled to Social Security disability benefits
  5. The qualified beneficiary’s Social Security disability benefits have terminated We may require this notice to be in writing, but if so, this must be specified in our plan’s

Summary Plan Description (SPD) that is given to each employee during benefits enrollment. Otherwise we will accept either a written or a verbal notice.

Payment for COBRA

Payment for the first month of COBRA is due 45 days after a given qualified beneficiary chooses to elect COBRA.

Other than the first payment, payments for COBRA are due on the first day of each month (or other date), as outlined in the COBRA election rights notice.

Other than the first payment, a 30-day grace period will be allowed for receipt of any COBRA payment (that is, timely payment means that we receive the payment at any time within 30 days of when payment is initially due).

We will not send periodic notices of payments due.

Notice that COBRA is being terminated

When the qualified beneficiary’s COBRA is terminated for any reason, we will send them a written notice of the termination. These reasons include:

  1. The end of the maximum COBRA benefits period has been reached
  2. We have not received payment in a timely manner
  3. The beneficiary has reached eligibility for Medicare benefits
  4. The company has ceased offering group health benefits
  5. The beneficiary has become covered under another health plan aa. A change occurred in the beneficiary’s disability status
  6. A change occurred in the beneficiary’s disability status
  7. The beneficiary has requested to be removed from COBRA

We will send this termination notice along with the HIPAA Certificate of Creditable Coverage to each qualified beneficiary in a timely manner.

It is the policy of this company that with regards to our group health plan (the Plan):

HIPPA PORTABILITY RIGHTS

Initial Notice

We will distribute to each new employee a copy of their HIPAA portability rights. This will be done during their benefit enrollment orientation.

Special enrollment periods

We will offer special enrollment as required by HIPAA. This special enrollment will be offered when:

cc. An employee or one of their dependants loses coverage under another health plan (their spouses’ plan for example).

i. The employee must have previously declined coverage for themselves or a dependant due to being covered under the other health plan

ii. The employee must apply for coverage within 30 days from when they or their dependant lose coverage.

iii. Coverage will start no later than the first of the month following the enrollment request.

dd. An employee has a new dependant through marriage.

i. The employee must apply for coverage within 30 days from the date of the marriage.

ii. Coverage will start no later than the first of the month following the enrollment request.

ee. An employee has a new dependant through birth, adoption or placement for adoption.

i. The employee must apply for coverage within 30 days from the date of the birth, adoption or placement for adoption.

ii. Coverage will start as of the date of birth or the date of adoption or placement for adoption.

Non-Discrimination

We will not establish any rule for eligibility in the Plan that discriminates against any individual based on any health condition including:

  • Health status;
  • Medical condition (including both physical and mental illnesses);
  • Claims experience (past treatment);
  • Current treatment;
  • Medical history;
  • Genetic information;
  • Evidence of insurability; and
  • Disability.

We will not require any individual to pay a premium for health care coverage in the Plan higher than that paid by any other member in the group based on any health condition.

We will treat all Plan members and potential enrollees equally and will not discriminate against any individual or dependant in the Plan.

We may limit or exclude benefits for a specific disease or health condition, may impose annual, lifetime, or other limits on benefits and may require a deductible, co-payment, coinsurance, or other cost-sharing requirements, provided that these apply equally to everyone in the Plan.

Automatic issuance of Certificate of Creditable Coverage

We will automatically issue a Certificate of Creditable Coverage within a reasonable time after any Plan member loses coverage:

  • No later than the time a notice is required for a qualifying event under COBRA to any member who is qualified to elect COBRA.
  • Within a reasonable time after coverage terminates for a member who loses coverage and who is not qualified to elect COBRA.
  • No later than the time a notice is required under a state program similar to COBRA. It will be provided promptly in states that do not have such a law.
  • After COBRA continuation coverage terminates for any reason to a member who has elected COBRA continuation coverage.

This certificate will reflect the most recent period of continuous coverage.

We will make reasonable efforts to collect the necessary information for dependents and include it on the certificate. However, we are not required to issue an automatic certificate until we know (or, making reasonable efforts, should know) of the dependent's cessation of coverage.

Issuance of Certificate of Creditable Coverage on request

We will provide a certificate at the request of, or on behalf of, a member or former member within the 24-month period after the member loses coverage.

This certificate will reflect each period of coverage in the Plan within the past 24 months.

This certificate will be provided free of charge at the earliest possible time that we can provide it.

Issuance of Certificate of Creditable Coverage from our carrier

If we use our carrier to issue the Certificate of Creditable Coverage, we shall ensure that the certificate includes the entire period that the member was covered under our health plan, not just the period covered by our current carrier.

That is, if we have changed carriers in the last 24 months, we will ensure that the certificate reflects not only the coverage from our current carrier, but also from the previous carrier(s).

EMERGENCY AND SEVERE WEATHER CLOSING PROCEDURES

Statement

Company management and/or Human Resources may decide to announce a Company closing in emergency situations or in situations where severe weather conditions pose an extreme hazard to employees traveling to and/or from work.

Description

Company closing announcements before the start of a regularly scheduled workday will be made on the company web site. In addition, employees may call in to find out whether or not the Company will be closed for all or part of a day.

If the employee is given the option to go home because of an emergency or severe weather, the employee must use accumulated vacation time to be paid for the hours missed from work. For purposes of compensation, hours paid due to company closing will not be counted as hours worked for overtime compensation.

CODE RED TERROR ALERT STATUS

The Department of Homeland Security has described the Terror Alert Status of Code Red as follows:

Severe Condition” (Red). A Severe Condition reflects a severe risk of terrorist attacks. Under most circumstances, the Protective Measures for a Severe Condition are not intended to be sustained for substantial periods of time. In addition to the Protective Measures in previous Threat Conditions, Federal departments and agencies also should consider the following general measures …that they will develop and implement:

  • Increasing or redirecting personnel to address critical emergency needs;
  • Assigning emergency response personnel and pre-positioning and mobilizing specially trained teams or resources;
  • Monitoring, redirecting, or constraining transportation systems; and
  • Closing public and government facilities.”

If the public schools close due to a “Code Red” Terror Alert Status, the Company employees who desire to do so will be allowed to leave work to go home. Employees will be allowed to take the time unpaid or (if applicable to use available Paid Time-Off (PTO), Sick, or Vacation time.)

Employees should listen to the local radio station for information and announcements on how long the Company will remain closed.

SEVERE WEATHER DURING WORK HOURS

To minimize the risk of injury during severe weather (tornadoes and severe thunderstorms), the Company has identified safe areas inside the building where employees should go during periods of severe weather. During severe weather, the local community tornado siren will sound. At that time, ALL EMPLOYEES AND VISITORS MUST REPORT TO THE DESIGNATED SEVERE WEATHER SHELTER.

Safety Shelter Locations

Check with your management for the correct location. The manager or designated backup will ensure that employees seek shelter during severe weather and will also communicate when it is safe to return to work.

OPEN DOOR PROCEDURE

The Company encourages employees to bring questions, suggestions and complaints to our attention. This feedback and input will be carefully considered in our continuing effort to improve operations.

Employees who feel there is a problem should present the situation to their immediate supervisor so the problem can be settled by examination and discussion of the facts. Generally, the supervisor will be able to satisfactorily resolve most matters.

If an employee still has questions after meeting with the immediate supervisor or if he/she would like further clarification on the matter, he/she should request a meeting with Human Resources.

Employee suggestions and comments on any subject are important and we encourage all employees to take every opportunity to discuss them with us. An employee’s job will not be adversely affected in any way because you choose to use this procedure.

SMOKING RULES

Smoking will not be permitted on company property or in any company building or in company vehicles. Smoking will be permitted while on authorized break periods but only if you are off site or within your personal vehicle.

No additional breaks will be granted for the purposes of using tobacco products. Any violations of this policy may result in disciplinary action up to and including discharge.

Company Vehicles

When using a company vehicle for a commuter route the vehicle must be parked in the garage in the city in which they are returning. Vehicles returning to the company must be brought directly back to the company and cannot be used for personal use unless prior authorization from a manager is granted.

USING CREDIT AND BACKGROUND CHECKS IN EMPLOYEE DECISIONS POLICY

All staff of our office making employment decisions based on information obtained from background or credit checks on employees or prospective employees shall follow the following policy:

Adverse Employment Decisions Using Background or Credit Check Information

The Fair Credit Reporting Act (FCRA) requires that we notify employees or prospective employees that an adverse employment decision (not hiring the applicant, denying a promotion, reassigning or terminating an employee) will be based wholly or in part on information obtained on a credit or background report. This notification has two parts:

  • Pre-adverse Action Disclosure. Before we choose to make an adverse employment decision based wholly or in part on information obtained on a credit or background report we will notify the employee or applicant with a Pre-adverse Action Disclosure. This disclosure will include:

A copy of the credit or background report, and A summary of the individual’s rights under FCRA (provided by the credit or background reporting agency).

  • Adverse Action Notice. Once we have decided to make an adverse employment decision based wholly or in part on information obtained on a credit or background report we will notify the employee or applicant with an Adverse Action Notice. This notice will include:

The name, address and phone number of the credit or background reporting agency; A statement that the credit or background reporting agency that supplied the report did not make the adverse decision and cannot give specific reasons for it; and

Give notice of the individual’s rights to dispute the accuracy or completeness of the information on the report, and their right to obtain an additional copy of the report within 60 days free of charge.

FUNERAL-BEREAVEMENT LEAVE POLICY

Statement

When a member of an employee’s immediate family dies, the employee will be allowed designated time off with pay as follows:

An employee will receive three (3) days of Funeral Leave for the death of an immediate 

family member. An employee’s immediate family includes spouse, children, stepchildren,

parent, mother-in law and father-in-law, brother, sister, brother-in-law and sister in-law.

An employee will receive one (1) day of Funeral Leave for the death of other family

members to include aunts, uncles, nieces, nephews, grandparents, and grandchildren.

Time off for funeral leave other than for family members listed above may be approved by

the immediate supervisor but will be unpaid time.

All full-time employees are eligible for paid funeral leave. Part-time employees will be allowed the unpaid time off unless granted by the General Manager.

Eligible employees may use available vacation time for additional paid time off for Funeral Leave. The employee must notify the immediate supervisor in advance of time off for funeral leave. The Company reserves the right to request that the employee provide a copy of the memorial notice for the funeral leave.

BONE MARROW-ORGAN DONATION LEAVE POLICY

Statement

The Company will provide employees (after completion of 120-day probation) with a paid leave of absence of up to forty- (40) hours to undergo a medical procedure for bone marrow/organ donation.

Description

All permanent employees of the Company are eligible to take Bone Marrow Donation leave.

Employees must submit a written request for Bone Marrow/Organ Donation leave including a doctor’s statement verifying the purpose and length of the leave to their supervisor or Human Resources.

If there is a medical determination that the employee does not qualify as a bone marrow/organ donor, paid leave granted prior to the medical determination is not forfeited.

FAMILY LEAVE & FMLA

The Company understands that balancing the demands of work and family obligations can be difficult. The Company believes that having additional flexibility at certain times, such as the birth of a child or during a serious illness of a family member, can allow its employees to meet family obligations and the demands of our business more fully and effectively.

Program Description Eligibility for Family Leave

To qualify for Family Leave, employees must satisfy the following conditions:

    • Have been employed by the Company for at least 12 months as of the date the leave is to commence; and
    • Have worked at least 1250 hours during the rolling 12-month period immediately preceding the commencement of the leave.

Employees with less than 12 months of service and less than 1250 hours or work are not eligible for Family Leave unless granted by the General Manager.

Family Leave Defined

Family Leaves available under this policy are defined as leaves for the following: Pregnancy and related medical conditions, birth and care of a new born child;

Adoption of a child who is either under 18 years of age or is an adult dependent child;

Care for an employees spouse, child, or parent who has a serious health condition which is an illness, injury, impairment, or physical or mental condition which warrants the participation of a family member to provide care during a period of treatment, involves either inpatient care in a hospital, hospice or residential health care facility, or continuing treatment and/or continuing supervision by a health care provider;

A serious health condition that causes the employee to be unable to perform the essential functions of his/her position.

Leave Request Procedure

Leave requests should be made in writing and should set forth the reasons for the requested leave, the anticipated duration of the leave and the anticipated start date of the leave. All employees requesting a leave extension should also do so in writing, two weeks prior to the end of their scheduled leave, if possible.

When planning medical treatment, an employee should make a reasonable effort to schedule leave so as not to unduly disrupt the Company’s operations.

Medical Certification

Employees who request a family leave for their own serious health condition or to care for a family member with a serious health condition must submit a written medical certification from a health care provider to support the leave request. The medical certification should include at least the following information:

The date on which the serious health condition commenced; The probable duration of the condition;

An estimate of the amount of time that the health care provider believes the employee needs to care for the individual requiring care; and

A statement that the condition warrants the participation of the family member to provide care during a period of treatment or supervision of the individual requiring care.

If there is a dispute about the initial medical opinion as to the employee’s own serious health condition, the Company may require a second opinion by a health care provider of its choice at its own expense. If a third opinion is necessary, a third health care provider may be selected, also at the expense of the Company.

All employees returning from a medical leave must provide medical certification of their fitness to return to work. The Company also requires periodic updates to support leaves in excess of 30 days and requests to extend leaves.

Duration of Family Medical Leave

Eligible employees will be entitled to a cumulative maximum of twelve (12) weeks. Any employee requesting leave that is determined to qualify under FMLA, will be required to use any “paid leave they have available to them prior to using unpaid time” to complete the 12 weeks allowed under FMLA. The 12-month period is measured backwards from the beginning date of an employee’s current or requested family or medical leave. Paid Family Medical Leave will include any period of actual disability.

Employees on a worker’s compensation leave of absence will be granted leave consistent with workers compensation laws. If the employee’s work-related injury also meets the criteria of a serious health condition for family medical leave purposes, the leave for a work-related injury will be counted against an employee’s family medical leave entitlement. However, the benefits provided under this policy will only be extended for the first twelve (12) weeks of leave. Additional benefits may be available under applicable workers compensation law.

Intermittent and Reduced Schedule Leave

The Company generally requires that a Family Medical Leave be taken in one consecutive period of time. Under certain circumstances, and subject to the prior approval of the immediate supervisor and Human Resources, an employee may take leave intermittently or on a reduced work schedule. If an employee takes an intermittent or reduced work schedule leave, the Company may temporarily transfer him/her to another position with equivalent pay and benefits to better accommodate the leave. If an employee requests such a leave due to medical necessity, he/she is required to submit certification from a health care provider stating the basis for the medical necessity and, if applicable, the anticipated schedule for treatment.

Return to Work

An employee returning to work from a medical leave must provide medical certification of their fitness to safely perform all of the essential functions of his/her position. Upon return to work from medical leaves of twelve (12) weeks or less the employee will be returned to the

same position held prior to the leave, or one that is equivalent in responsibilities, pay, and benefits and the terms and conditions of employment.

Continuation of Benefits during Family Medical Leave

Employees will be allowed a 30-day grace period after the agreed upon date for payment within which the employee may pay premiums without affecting health benefit coverage. Failure to pay timely premium contributions may result in termination of coverage, at which time the employee would receive notice of eligibility of continuation of benefits (COBRA).

The Company may recover premiums it paid for maintaining group health plan coverage while an employee is on unpaid Family Medical Leave if the employee fails to return to work after the employee’s leave entitlement has expired, unless the reason the employee does not return to work is due to the continuation, recurrence or onset of a serious health condition that would entitle the employee to leave or some other circumstances beyond the control of the employee.

Employees on FMLA will not be eligible for holiday pay.

Disability Insurance Payments

The Family Leave policy does not affect an employee’s entitlement, if any, to disability payments under any disability policy.

Promotion, Job Assignment and Seniority-related Benefits During Family Leave

During Family Leave, an employee will retain his/her status within the Company. Family Leave will not be considered a break in service for purposes of determining longevity or seniority or any benefit program. For purposes of promotion, job assignment and seniority- related benefits Family Leave shall have no effect.

Reemployment Privileges

Upon the expiration of an approved Family Leave, an eligible employee will be returned to the same position held prior to the leave or one that is equivalent in responsibilities, pay, benefits and the terms and conditions of employment where possible. If this is not possible, the Company will seek to provide the employee with an available job for which they are qualified.

Employees who do not return to (show up for) work upon the expiration of their approved leave shall be considered to have voluntarily resigned.

The Company is not required to guarantee a job beyond 12 weeks. If, after 12 cumulative weeks of Family Leave for an employee’s own serious illness or disability, the employee is unable to return to work, he/she may be considered to have resigned and employment will be terminated subject to applicable workers compensation law, the Americans with Disabilities Act, and all relevant state and federal regulations.

HOLIDAY POLICY

Statement

It is the policy of the Company to provide six designated holidays to qualifying employees each calendar year as follows:

New Years, July 4th, Labor Day, Memorial Day, Thanksgiving & Christmas

Eligibility

      The following employees are eligible for holiday pay, full-time office/shop staff. Employees must be in active employment status or on a paid leave at the time the holiday is observed. Part-time employees, temporary employees, commuter or full-time charter            drivers are not eligible. Part-time employees will be allowed to flex their schedule to work another day during the week if the holiday falls on their normal off day and they receive permission from their supervisor. New employees are eligible for recognized holidays after their 120-day probationary period.

The Company will be closed on the above-designated holidays.

Holiday Pay

Employees will receive their regular straight-time base pay rate each holiday. All paid holiday hours will not count as hours worked for purposes of overtime computation for overtime- eligible employees.

Weekend & Vacation Week Holidays

Holidays that fall on Saturday or Sunday will normally be observed on the preceding Friday or following Monday respectively. A holiday that occurs during an employee’s vacation can be observed by extending the vacation by the same number of hours as the holiday or by scheduling additional vacation at a later date with the approval of the immediate supervisor.

Termination

Terminated employees will not be paid for any holidays that were not taken prior to the date of termination. If an employee’s last day of work falls on the day before a company-paid holiday, holiday pay will not be paid.

VACATION POLICY

Statement

      The purpose of this statement is to provide a consistent approach to managing vacation time.  

Eligibility

      The following employees are eligible for vacation benefits:

  • Full-time office/shop staff, full-time
  • Charter drivers and regular commuter drivers that work five days per week either am or pm runs.
  • Employees must have met the 120-day probation period.  
  • Office/Shop Staff: 1-2 Years -1 Week, 3-6 Years - 2 Weeks, 7-9 Years – 3 Weeks, 10+ – 4 Weeks
  • *Full-time Charter Drivers: 1-2 Years – 1 Week, 3+ - 2 Weeks
  • Commuter Drivers a with Regular 5 day a week AM or PM Run: 1-2 Years – 1 Week, 3+ - 2 Weeks  

*FT Charter Drivers will also receive 1 Float Holiday for 1-4 years of service & 2 Float days for 5+ years of service.                                                                         

 

JURY DUTY-WITNESS LEAVE POLICY

Statement

The Company will grant employees time off of work when summoned to serve on jury duty or when subpoenaed or requested by a prosecutor to be a witness in court. When a full-time employee is called for jury duty, the Company will pay the difference between jury pay and normal salary or hourly wages upon proof of payment by the court. Note that exempt executive, administrative, or professional employees serving on a federal jury or grand jury must continue to be paid their full salary (minus any jury stipend) or risk losing their exempt status.)

Employees on Jury Duty or Witness Leave are expected to continue their work responsibilities to the extent possible considering their Jury Duty schedule. Employees excused from Jury Duty or Witness Leave during regular working hours are expected to return to work.

Description

The employee must provide a copy of the summons, subpoena, or prosecutor’s request to his or her supervisor in order to be eligible for time off under this Policy. Employees are required to report to work whenever they are excused from Jury Duty or Witness service or when they are not otherwise required to report to court for Jury Duty or Witness service.

PARENTAL LEAVE OF ABSENCE POLICY

Statement

The Company understands that balancing the demands of work and family obligations can be difficult. The Company believes that having additional flexibility at certain times, such as the birth or adoption of a child, can allow its employees to meet family obligations and the demands of our business more fully and effectively.

Eligibility for Parental Leave

To qualify for Parental Leave, employees must satisfy the following conditions:

Have been employed by the Company for at least 12 months as of the date the leave is to commence; and

Have worked at least 1040 hours during the rolling 12-month period immediately preceding the commencement of the leave.

Employees with less than 12 months of service and less than 1040 hours of work are not eligible for Parental Leave unless approved by the General Manager.

Parental Leave Defined

Parental Leaves available under this policy is defined by the Minnesota Parental Leave Act.

Leave Request Procedure

Requests for Parental Leave must be approved in advance by the immediate supervisor. The supervisor will bring it to the attention of Human Resources for the appropriate documentation.

To request a Parental Leave, an employee must submit a written request to the immediate supervisor. Leave requests should set forth the reasons for the requested leave, the anticipated duration of the leave and the anticipated start date of the leave

Duration of Parental Leave

Eligible employees will be entitled to a cumulative maximum of twelve (12) weeks of Parental Leave within a 12 month leave period. The 12-month period is measured backward from the beginning date of an employee’s current or requested Parental Leave. Minnesota Parental Leave will be used under the FMLA regulations stated under the FMLA rules.

Return to Work

Upon return to work from Parental Leaves of twelve (12) weeks or less the employee will be returned to the same position held prior to the leave, or one that is equivalent in responsibilities, pay, and benefits and the terms and conditions of employment.

Continuation of Benefits During Parental Leave

While on Parental Leave, the employee will be responsible for continuing health, dental and other applicable benefits at his/her own expense for the duration of the leave. Failure to pay premiums may result in a written notice to the employee and possible termination of coverage at which time the employee would receive notice of eligibility of continuation of Benefits (COBRA).

Employees on unpaid Parental Leave will not be eligible for holiday pay.

Disability Insurance Payments

The Parental Leave policy does not affect an employee’s entitlement, if any, to disability payments under any disability policy.

Promotion, Job Assignment and Seniority-related Benefits During Parental Leave

During Parental Leave, an employee will retain his/her status within the Company. Parental Leave will not be considered a break in service for purposes of determining longevity or seniority or any benefit program. For purposes of promotion, job assignment and seniority-related benefits Parental Leave shall have no effect.

Reemployment Privileges

Upon the expiration of an approved Parental Leave, an eligible employee will be returned to the same position held prior to the leave or one that is equivalent in responsibilities, pay, benefits and the terms and conditions of employment where possible.

Employees who do not return to (show up for) work upon the expiration of their approved leave shall be considered to have voluntarily resigned.

 

LEAVE of ABSENCE (LOA)

A Manager may grant an employee a leave of absence without pay for good reason when the employee’s services can be spared without detriment to the interest of the company. Such leave shall not exceed thirty (30) days unless unusual circumstances are evident.  The use of applicable paid leave in conjunction with leaves of absence for family and medical reasons will be administered in accordance with applicable State and Federal Law.

This provision does not affect or preclude the employee from electing or declining to receive disability benefits under any private or group disability plan. Leave taken without pay may result in a pro-rated vacation accrual for the following year. It is understood that pro-ration shall take into consideration “total hours” paid in the previous calendar year, i.e. 2080 equals (1) full year.

Continuing Benefit Plan Coverage

While on a leave of absence an employee must continue all medical, dental, life and disability and other applicable benefits at his/her own expense.

Holidays and Time Off Benefits

Holiday pay will not be paid for company-paid holidays that occur during a leave of absence. Other time off benefits will not be granted for the period of time an employee is on leave of absence. Unused vacation time off must be used before a leave of absence without pay will be granted.

Performance Appraisal and Salary Action

The normal performance appraisal date of an employee on a leave of absence without pay will be extended by the length of the leave. Any planned salary increases for an employee returning from a leave of absence without pay will be deferred by the length of the leave.

Return to Work After a Leave of Absence

Upon the expiration of the leave, the employee may be returned to his/her former position if available. If the employee’s position is not available, the employee may be offered another position, if available, for which she/he is qualified. If no position is available when the employee is able to return to work, the employee may apply for the next available position.

An employee who returns to work following a leave of absence will be considered as having continuous service. If an employee does not return from a leave of absence without pay, the termination date is the last day work prior to the start of the leave.

If an employee does not show up for work upon expiration of the leave of absence without pay, the employee will be considered to have voluntarily quit.

Upon termination of employment, eligible employees will have the option to continue applicable benefits at their own expense up to a maximum of 18 months in accordance with Continuation of Benefits (COBRA) regulations.

Acknowledgment

I have received and reviewed this policy manual, and I acknowledge that it is my responsibility to print or save a copy for myself and to review this document regularly for reference and in case of changes.

 

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Document name: Employee Policy Manual
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09/04/2018 7:31 pm MDTEmployee Policy Manual Uploaded by Jake Jacobson - emejake@gmail.com IP 68.77.254.152
10/17/2019 9:08 am MDT Document owner admin@togethersafety.com has handed over this document to emejake@gmail.com 2019-10-17 09:08:06 - 174.216.13.99