Promotions and bonuses are always a welcome note for the employees. It is the answer to their sheer hard work that has been put in the work procedures to add growth blocks to the company. The information of bonuses or incentives calculated for the employees is communicated to them through official company bonus letter that has the detailed information about reasons for incentive or bonuses and the amount. Certainly, giving bonus to the company from time to time will keep the employees motivated for enhanced performance in every sector. It is not about giving money to the employees; rather, the purpose of bonuses is to appreciate the work done by the employees and adding to the overall progress of the company. Under mentioned is the performance incentive letter format, which will allow you to draft a valuable message to employees.
Head of Marketing and Finance Department,
Creative Info Solutions Pvt Ltd
Sector 63, Noida, Uttar Pradesh
Dated: November 30th, 2017
Subject: Informing about the incentives for team members
We would like to inform you that the Marketing as well as Finance departments of our company have performed exceedingly well in the last quarter of their work. Apart from completing targets well on time, all of the team members have exceeded the targets too. Of course, the credit goes to effectual team management skills of the Head of the Departments and sheer hard work of employees. It is their willingness to excel on the work front that has made it essential for the company to reward them with valuable incentives. The calculated incentives are on the flat 20 percent of the total monthly salary. The incentives decided for each team member of these two departments is as per Bonus or Incentive Plan Payment Letter template are:
Karan: Rs. 4000 (20000 PM)
Sheetal: Rs. 3200 (16000 PM)
Rajesh: Rs. 3200 (16000 PM)
Manisha: Rs. 3000 (15000 PM)
Neha: Rs. 6000 (30000 PM)
Mehar: Rs. 5000 (25000 PM)
Mehul: Rs. 5000 (25000 PM)
In the end, I would like to congratulate all of them on behalf of the company authorities for excelling in their performance. We wish that they keep up with the progressive nature at work front and strive to excel always.
Thanks and Regards,
Senior HR Manager
Tips to Earn Fame in Your Company
The road to success has never been easy. It is an uphill battle. However, in today’s competitive field the hardship has multiplied even more. Talking about business ventures, the work environment remains tough and quite influencing. They are filled with highly spirited minds and hence to top them becomes a highly daunting task.
However, it is not as difficult as it sounds. Today, I am up with a few tips to help you earn fame at your work place and be respected by all.
- The key to promotion is to keep yourself updated. Upgrade your skills by infusing latest information and technologies. Be open to new ideas and come up with your own innovations. Train yourself to be able to mould into any situation required.
- You cannot work all alone in a company. You need help and so do others. Since success of a company is a group work you will have to understand the meaning of collaboration. Help your coworkers whenever they approach you. This way you become favorite personnel in your company.
- Treat the company as your own. Understand its morals and value and work up to its expectations. If you haven’t been good at this, does not mean you cannot break the present stereotype. Give some extra time for background research of your company and work accordingly.
- You must not let your mistakes undermine you. Rather learn from them. People make mistakes and it is totally natural. Correct those and turn them into your strengths. And most importantly, never put blame on others. You can never create a good impression that way.
- At the end of the day, it is your boss that you seek recognition from. Maintain a good relationship with him. Let your work report speak on your behalf. Approach him with new ideas and innovations and make him aware of your hardship and contribution from time to time.
- You get deadlines for the work assigned to you. Work passionately and try to finish it before time. This is another best way to gain your boss’s attention. Focus on your responsibilities plus take initiative in others too, if you think you know the job well and good. Talk about productivity and think of ways how you can provide a helping hand.
- Be open to feed back and accept criticizes with a positive attitude. They are actually stepping stones to success and fame in your company. Resolve misunderstanding with a colleague directly and apologize if you go wrong. This way you can earn more respect at your work place.
Impact of Sexual Harassment on Company Work Culture
Any kind of discrimination on the basis of sex is considered sexual harassment, no matter how minor or severe the intensity might be. In work places such attitude might break down the moral of the victim which directly affects office productivity. The offended, humiliated or intimidated act might escalate to violent behavior if not properly checked it time.
A few of such upsetting behavior includes requests for sexual favors, unwelcome sexual advances, unwelcomed sexual advances, verbal or physical harassment and so on.
Different nature of sexual harassment
Sexual harassment against people of the same or opposite sex is seen in a number of ways. Below are the top most common ones:
- Staring or leering with unnecessary insults and taunts sexually
- Unwelcoming touches or premeditated brushing up
- Intuitive comments or jokes of sexual manner
- Intrusion in personal life and passing judgment on the same
- Inappropriate sexually explicit emails or text messages
- Inappropriate displaying of matter with sexual motive on social networking sites
- Unwanted date requests for sex
- Physical attack, sexual assault, stalking, impolite exposure or obscene interactions
Impact of sexual harassment at workplaces
Sexual harassment directly affects the work environment. People need peace of mind for productivity and when that element disappears, the graph falls down in no time. It affects the company’s credibility too as none would like to be a part of such work environment.
Employees waste their time gossiping about the issue. It definitely has no positive impact on the employee’s moral and lead to loss in productivity.
Prevention of sexual harassment at workplaces
You can prevent such moral damaging acts before it damages the company’s work culture and image. Come up with sexual harassment policies in your company. It should include topics like definition of sexual harassment, step wise procedure for filing sexual harassment complaints, consequences of sexual harassment and punishments, etc.
Adopt orientation program once every year for employees to explain their rights and how to proceed with complaints. Also conduct training sessions for supervisors and managers separately and explain them how to deal with complaints.
Be responsive to complaints instantly. Deal with it carefully by taking proactive steps without being biased.
10 HR Tips to Improve Collaboration in a Company
Collaboration is the key to success in every organization. This is important because businesses run on symbiotic relationships – one cannot function without the other. They are conventional. They openly depend on one another be it globally, regionally, in countries, between countries, in teams and in project works. Thus, the role of an HR in this aspect is very important. He has the responsible on his shoulder to make sure that the company’s collaboration is increasing tenfold.
We recently experimented with around 20 multinational companies to get an idea to this behavior where we came up with an interesting irony: The driving power that helps in running a company such as diversity and educated employees quite adversely make a tough work environment to survive too. This should not be happening. It is high time these big shots understand the value of collaboration as working together hand in hand is the key to every small big blow faced by an organization.
Today, I have come up with some of the best ideas to help you in the collaboration process. Have a look.
- You being an HR should be able to come up with new ideas to feed into the employee selection process. Try to be innovative and explore your thoughts.
- Another interesting and fruitful idea will be to search for a team rather than single individuals while hiring. It saves the initial awkward days of orientation and speed up the production process.
- You must keep your priorities straight. Look out for people with international network linked ins in the past.
- The market is full of collaboration tools like Yammer for effective helping hand in the hiring process. Make use of such tools to fasten up projects and programs.
- Make a diagram of all the relevant networks in your organization. Later detect your natural collaborators and talk it out with them to move to strategic nodes in the network. This way impact of your company enhances.
- Adopt the virtual teaming phenomenon as most companies go for today. In this phenomenon, participants are asked to collaborate in a virtual team that is given a certain strategic assignment before meeting in person. This way they understand the potentials of the participants while comes handy in the selection process later on.
- Use manipulation. Reward teams and individuals who could enhance collaboration and bring profit.
- Set up a Community Facilitator and invest in it. These facilitators normally stimulate communities and drive an urge to learn in the same.
- Never underestimate the young generations. Include them in your projects. Because their way of looking at a particular frame is totally different from the baby boomers which directly benefit the collaboration process.
- Try changing job title. May be from CHRO to CCO (Chief Collaboration Officer). This makes the position more dignified and brings out more potential.
I have attached Employee Company Car Sample Policy.
Company Car Policy
The new Company Car Policy has been formulated in order to introduce an employee friendly and easy to administer car scheme in the company with effect from April 1, 2006. With the introduction of this scheme all previous car schemes stand withdrawn.
- 2. Scope
Employees in Grade M1 and above are entitled to participate in this scheme. These employees have been assigned Management Allowance / Car Kitty as part of their remuneration package. Their Management Allowance / Annual Car Kitty amount is given in the table included herein below.
Car Kitty Amt (p.a.)*
Mgmt. Allow. (p.m.)
Addnl. Car Kitty(p.a.)*
Max. Car Kitty Amt (p.a.)*
In the case of employees joining the Company Car Scheme post July 1, 2006, actual Car Kitty amount shall be net of Fringe Benefit Tax (FBT) as applicable.
- 3. General
3.1. Under this scheme eligible employee can avail of a leased car for both official duties as well as personal use. For this purpose, the company has entered into an agreement with a lease finance company. The details of the same have been provided in the Annexure I.
3.2. Eligible employees would be entitled to a car with a per annum cap on lease rent equivalent to their annual car kitty entitlement included in their remuneration package.
3.3. Employees can select any car of their choice within their lease rent entitlement limit.
3.4. Full finance is available without any margin money requirement. The amount that can be rentalized includes the following:
3.4.1. Ex-Showroom Cost of the car
3.4.2. Registration Fees
3.4.4. Cost of Accessories
3.4.5. Octroi and other taxes.
However, the minimum amount that would need to be rentalized is the Ex-Showroom cost of the vehicle.
3.5. In case accessories are bought from some other dealer, the VAT Invoice from that dealer will be required.
3.6. At the end of the Lease Term, the car will be returned to the leasing company.
- 4. Standard Operating Procedure:
4.1. The process starts with the employee getting an “In principle” approval of his/her respective HOD vide e-mail on a model that falls within his/her car kitty entitlement limit.
4.2. Employee negotiates with the dealer to get the best deal possible and gets a formal quotation in the form of Proforma Invoice.
4.3. Employee then submits to the Admin Department. an application for joining the company car scheme in the prescribed format as per Annexure II enclosing the Proforma Invoice and the e-mail approval from HOD.
4.4. Employee also executes an Undertaking on Rs. 20 Stamp Paper (refer Annexure III) and submits the same to Admin Department.
4.5. Admin gets the approvals from Finance on the Application Letter and retains the original Application Letter and Proforma Invoice for their records.
4.6. Admin intimates the Lease Finance Company vide Authorization Letter as per Annexure IV enclosing a copy of Proforma Invoice.
4.7. The Lease Finance Company then sends the following to the Admin Department.:
4.7.1. Cheque in the name of the Dealer
4.7.2. Covering Letter to the Dealer
4.7.3. Letter for Endorsement to the RTO
4.7.4. Form 20 for signature of Authorized Signatory
4.8. Commencement date for the lease period under the scheme shall be the date on which cheque is drawn in favor of the dealer by the Lease Finance Company.
4.9. Admin gets the required signature on Form 20. Admin hand over the following to the employee to take the delivery of the car:
4.9.1. Cheque in the name of the Dealer
4.9.2. Covering Letter to the Dealer
4.9.3. Letter for Endorsement to the RTO
4.9.4. Form 20 with approval from Authorized Signatory (CFO)
4.9.5. Copy of ABC’s PAN Card
4.9.6. Company’s Address Proof
4.9.7. Letter of Authority to take the delivery of the car (Refer Annexure V).
Admin retains a copy of all the above documents.
4.10. Based on these documents employee can take delivery of the car.
4.11. On receiving the delivery of the car, the employee needs to forward the following docs to the Admin Department.
4.11.1. Original Invoice
4.11.2. Copy of Insurance Cover Note
4.11.3. Copy of R C Book
4.11.4. Copy of Insurance Policy
4.12. Admin Department retains a copy of all the above documents and sends the Original Invoice and copy of the other three docs to the Lease Finance Company.
4.13. The Lease Finance Company then sends the following to the Admin Department:
4.13.1. Lease Agreement drawn in triplicate (One Original and two copies).
4.13.2. First Debit note
4.14. Admin takes required signatures on the Lease Agreements, sends original to Lease Finance Company, handover one copy to employee and retains the other copy for their records.
4.15. Admin then intimates the payment schedule included in the Agreement to the HR Department and forwards the First Debit Note to the Accounts Department. for making payment to the Lease Finance Company
4.16. On receiving the Payment Schedule, the HR Department provides the necessary inputs to the Payrolls Department vide the monthly salary input.
4.17. Second year onwards, the employee gets the insurance done himself, retains the original insurance policy and submits two copies of it to Admin Department. Admin Department retains a copy and sends a copy to Lease Finance Company
4.18. The Lease Finance Company will raise a single rental bill by 20th of every month reflecting all the on-going agreements and sends it to the Admin Department who will forward the same to Accounts Department for payments.
- 5. Maintenance / Repairs / Normal Running / Insurance
The employee will be required to maintain the Car in good condition & incur all running costs including costs of fuel, spares, tubes, tyres, repairs, maintenance, servicing etc., as required from time to time.
As stated above, the employee will also bear the insurance cost 2nd year onwards.
All these expenditures can be claimed against reimbursement entitlement included as part of the compensation package.
- 6. Foreclosure:
6.1. Premature exiting from the car scheme by returning the car at any point of time has been provided for under the scheme. However, where premature exit from the scheme is not at the behest of the company, the foreclosure charges / expenses shall be borne by the employee in totality. Instances of premature exit not at the behest of the company are foreseen as, but not limited to the following:
6.1.2. Retirements (including Voluntary Early Retirement)
6.1.3. Personal Reasons
6.1.4. Dismissals from service will be treated on the same footing as cases, which are not at the behest of the Company.
6.2. The working of the foreclosure charges would be as agreed with the Lease Finance Company. The details of the same are in Annexure I.
6.3. In case the employee is joining a new organization, there is a possibility of assigning the car to the new organization by the Lease Finance Company. This will need to be mutually decided by the Lease Finance Company and the concerned employee’s new organization.
- 7. Promotions
If the employee’s car kitty entitlement changes due to promotion, the difference between the new monthly car kitty entitlement and monthly car lease rent would be added to his/her Personal allowance and paid out with salary on monthly basis. This would be treated as income and taxed accordingly.
- 8. Transfers
In case of inter-location transfers, within the company, the leasing company will organize all the necessary formalities. The concerned employee will be required to contact the Administration Department at HO to initiate necessary processes.
In case of transfers to a subsidiary / affiliate / sister company, the car can be assigned to the new company wherever the new company also has an agreement with the said Lease Finance Company.
The transfer charges will be borne by the company if the transfer is company initiated and by the employee if the transfer is employee initiated.
- 9. Rejoining the Car Scheme
On completion of the tenure and on returning of the car to the Leasing Company, the employee will be entitled to rejoin the car scheme immediately thereafter.
10. Overall Co-ordination/Clarification/Suggestions
10.1. Car Scheme will be co-ordinated on an all India bases by the Administration Department in Head Office. The department shall maintain an MIS pertaining to the scheme.
10.2. All clarifications with regard to the scheme can be obtained from Administration Department.
10.3. All suggestions for improvement of the scheme should be addressed to the Administration Department.
- The company has entered into an agreement with M/s Sundaram Finance Ltd., a Lease Finance Company to make available a leased car to the eligible employees of the company.
- Employee has an option to choose tenure ranging from 3 yrs to 5 yrs. Current Lease rentals for the same are indicated in the table below:
Rental per lac per month (plpm)*
* Please contact the Admin Department. for the latest Lease Rentals applicable.
- The above rentals are based on the current SBI PLR. There could be a variation in the rentals due to variation in any of the following:
- SBI PLR ( In this regard please note that, there has been no increase in this benchmark interest rate in the past 5 Yrs)
- Change in the Corporate Taxes / Depreciation Rates as prescribed in the Union Budget
Kindly refer to the variation tables included herein below:
3.1. Given below is the variation table for the 3 year option:
Tenure : 3 years
Rent (per month per lac) : Rs.2,705/-
Pattern of payment : Monthly in advance
Change taking place at the Quantum of change in rent per month
end of the month per lac for 0.5% p.a. change in cost of funds
3.2. Given below is the variation table for the 4 year option:
Tenure : 4 years
Rent (per month per lac) : Rs.2,230/-
Pattern of payment : Monthly in advance
Change taking place at the Quantum of change in rent per month
end of the month per lac for 0.5% p.a. change in cost of funds
3.3. Given below is the variation table for the 5 year option:
Tenure : 5 years
Rent (per month per lac) : Rs.1,930/-
Pattern of payment : Monthly in advance
Change taking place at the Quantum of change in rent per month
end of the month per lac for 0.5% p.a. change in cost of funds
3.4. The quantum of change in rentals indicated above is for every half percentage point change in the cost of funds to the lessor keeping the other parameters of the lease at the present level.
3.5. In the 3 year option, the variation in rental for any 0.5% p.a. change taking place after the 24th month shall remain Rs.19/- per month per lac till the end of the lease period.
3.6. In the 4 year option, the variation in rental for any 0.5% p.a. change taking place after the 36th month shall remain Rs.13/- per month per lac till the end of the lease period.
3.7. In the 5 year option, the variation in rental for any 0.5% p.a. change taking place after the 48th month shall remain Rs.13/- per month per lac till the end of the lease period.
3.8. Any change in cost of funds to the lessor taking place between two periods indicated in the table above will entail change in rentals to the extent of change in rentals indicated at the beginning or at the end of the said periods or any magnitude falling in between depending on the exact point in time the change takes place.
3.9. The magnitude of change in rentals indicated above shall be applicable from the immediate rental next falling due and shall be applicable on all the future instalments of the rentals.
- Stamp Duty
4.1. Stamp Duty cost is also applicable on the Lease Rent Agreement. This amount varies as per the rates applicable from state to state.
4.2. The current Stamp Duty rates in various states are listed below:
|Karnataka||1% of average annual rentals|
|Maharashtra||1% of average annual rentals|
|Gujarat||2% of average annual rentals|
4.3. The same will be recovered from the employee’s salary on receiving delivery of the car.
- Once lease rentals exceed the car cost, 12.5% VAT will be applicable on the lease rentals and EMI would be enhanced to that effect
5.1. Second year onwards, Insurance will be done by the employee. In case the employee opts for insurance cover by Royal Sundaram or Oriental, the Sundaram Finance can take care of renewals, but the cost has to be borne by the employee.
- 6. Foreclosure
6.1. In case of foreclosure, value would be arrived at by discounting the balance rentals and the resale value considered in the package. The discount factor would be the prevailing SBI-PLR (Current PLR is 10.25% p.a.)
6.2. However, if the leasing company obtains the sale proceeds of the vehicle, the employee will be liable to pay only to the extent the net sale proceeds are less than the foreclosure charges.
Application to join Company Car Scheme
Name: _____________________ Department: _________________
Designation: ________________ E-Mail Id: ___________________ _
Mobile No: __________________ Date: ________________________
The Administration Department.
Kind Attn: Mr. R K Attal
Sub: Request for a car under Company Car Lease Scheme
I request you to provide me a car as per the following details. I have read the rules governing the scheme and agree to abide by the same and amendments, if any, to the same.
Name and Signature of the employee
|DETAILS OF CAR|
|Car Make/ Model|
|Car Kitty Eligibility per annum|
|Desired Date of Delivery|
|Option||¨ Option 1||¨ Option 2||¨ Option 3|
|Tenure /Resale Value||3 Yrs / 25%||4 Yrs / 20%||5 Yrs / 15%|
|Current Lease Rental plpm (A)|
|Heads||Cost||To be Rentalized (Y/N)||Cost to be Rentalized|
|Ex-Showroom Cost of Car|
|Octroi / Other Taxes|
|Cost of Accessories|
|Total Cost to be Rentalized (B)|
|Monthly Lease Rental [(A*B)/100,000]|
Copy of e-mail having HOD’s approval attached herewith
(To Be Executed on Rs. 20/- Stamp Paper)
Name of the Employee : __________________ _____
Residential Address : _______________________
ABC India Ltd.
Attn: Mr. R.K.Attal
Plot No. 5, Off BKC Road,
Off CST Road,
Santacruz (E), Mumbai – 98
In consideration of your having admitted me to the company’s car scheme and provided me with car ( No.,________________ Make __________________ ) hereinafter called “the car” with effect from ______________ on the terms and conditions of the said scheme, I undertake to the Company as follows :-
1) I have read all terms and conditions of the scheme and I agree to, accept and abide by all the terms and conditions laid down by the Company in the Car Scheme and amendment if any, thereof.
2) The car is registered in the name of the Company, but shall remain the property of the Leasing Company.
3) In case of any dispute, which may arise between the Company and me, the Leasing Company will have the right to re-posses the car any time during the leasing period.
4) I shall use the car only for my personal and official use. I shall not put the car to use on hire or reward and shall not use the car for any unlawful purpose.
5) In case of my separation from the Company for any reason whatsoever including resignation, retirement, VRS, dismissal, etc., I hereby agree to bear the foreclosure charges and hereby authorize the company to adjust the said charges from my terminal dues and in case of shortfall if any I shall forthwith make good the same to the Company.
6) Not withstanding the aforesaid, I / my legal heirs shall be personally liable to pay to the Company all amounts due from me under this scheme and to pay the same to you on demand and without demur and notwithstanding any dispute/ difference that may be subsisting between me/ my legal heirs and the Company.
7) The agreement shall bind in all respect heirs executors legal representatives and myself. I further agree that the Company shall have the same rights against my heirs, executors and legal representatives, as it has against me under this agreement.
8) I understand that on execution of this Undertaking, monthly pay out to me out of my annual car kitty entitlement will stop.
9) I had been given two salary structures viz. “With Car” and “Without Car” in my initial offer letter / at the time of my salary review. I understand that once I join this scheme, the “With Car” structure will come into effect from the month in which the car lease period starts and same shall be applicable during the period that I am part of the scheme.
10) However, in case the monthly lease rent is less than the one twelfth of the annual car kitty entitlement, the differential amount would be added to the Personal Allowance and paid out to the employee through salary on a monthly basis. The said amount would be taxable.
11) The scheme would be governed by the tax regime as applicable from time to time, and any implications thereof would be to my account.
Signature of the Employee
Authorization Letter to Lease Finance Company to make the payment to the dealer
Sundaram Finance Limited
95, 9th Floor,
Maker Chambers III,
Mumbai – 400 021
Subject: Car for <Employee Name>
With reference to our leasing arrangement for cars, please find enclosed the proforma invoice dated ___________ raised by <Dealer’s Name>, amounting to ______________. The terms of the transactions are as follows:
Nature of Asset :
Cost of Asset :
Lease Tenure :
Lease Rentals :
Lease Management Fee :
You are requested to arrange for the insurance, which may also be capitalized.
You are requested to issue a cheque favoring <Name of Dealer> payable at <Location> for Rs ___________ and also forward the necessary documents for registration of the vehicle.
For ABC (India) Ltd.
Letter of Authority to take the delivery of Car
Reg: Supply of one _______ Car leased to us by M/s Sundaram Finance Limited
Ref: Your proforma invoice dated ___________
Dear Sir/ Madam,
We hereby authorize <Employee’s Name & Designation> of M/s ABC (India) Limited, whose signature is attested below, to collect the ______________ Model which is leased out to us by < Name of Lease Finance Co.>.
All documents signed by <Employee’s Name & Designation> in this regard shall be binding on the Company.
…………………………………..(Signature of authorized representative)
For ABC (INDIA) LTD.,
Search Sample Formats:
I have attached sample company profile format in Power Point.
I have attached sample payslip for a small company.
SALARY SLIP FOR THE MONTH/YEAR _____________________
Date of Joining:
FOR THE MONTHS (In Rs.)
FOR THE MONTHS (In Rs.)
|Gross Salary||Total Deductions|
Remarks: Salary for ______ days
Signature (OF EMPLOYER)
I have Attached PaySlip For a Small Company
SALARY SLIP FOR THE MONTH/YEAR _____________________
Date of Joining:
FOR THE MONTHS (In Rs.)
FOR THE MONTHS (In Rs.)
|Gross Salary||Total Deductions||
Remarks: Salary for ______ days
Signature (OF EMPLOYER)
I have Attached Company Employee Handbook
Issue Date: ____________
Version Number: __________
TO __________ COMPANY EMPLOYEES:
This is our new Employee Handbook. Please review it and sign the attached acknowledgment and drop the acknowledgment in __________________________’s in box.
You may keep a copy of the Handbook if you wish, but a copy will always be available to you through the HR department. If you do not wish to keep a copy, please return the Handbook to HR.
This Employee Handbook (the “Handbook”) was developed to describe some of the expectations of our employees and to outline the policies, programs, and benefits available to eligible employees. Employees should familiarize themselves with the contents of the Handbook as soon as possible, for it will answer many questions about employment with __________ Company.
This Handbook is designed to acquaint you with __________ Company and provide you with information about working conditions, employee benefits, and some of the policies affecting your employment. This Handbook is not a contract and is not intended to create any contractual or legal obligations. You should read, understand, and comply with all provisions of the Handbook. It describes many of your responsibilities as an employee and outlines the programs developed by __________ Company to benefit employees. One of our objectives is to provide a work environment that is conducive to both personal and professional growth.
No Handbook can anticipate every circumstance or question about policy. As __________ Company continues to grow, the need may arise and __________ Company reserves the right to revise, supplement, or rescind any policies or portion of the Handbook from time to time as it deems appropriate, in its sole and absolute discretion. The only exception is our employment-at-will policy permitting you or __________ Company to end our relationship for any reason at any time. The employment-at-will policy cannot be changed except in a written agreement signed by both you and the President of the Company. Employees will, of course, be notified of such changes to the Handbook as they occur.
Customers are among our organization’s most valuable assets. Every employee represents __________ Company to our customers and the public. The way we do our jobs presents an image of our entire organization. Customers judge all of us by how they are treated with each employee contact. Therefore, one of our first business priorities is to assist any customer or potential customer. Nothing is more important than being courteous, friendly, helpful, and prompt in the attention you give to customers.
__________ Company will provide customer relations and services training to all employees with extensive customer contact. Our personal contact with the public, our manners on the telephone, and the communications we send to customers are a reflection not only of ourselves, but also of the professionalism of __________ Company. Positive customer relations not only enhance the public’s perception or image of __________ Company, but also pay off in greater customer loyalty and increased sales and profit.
1-01 Nature of Employment
Employment with __________ Company is voluntarily entered into and is “at-will,” which means that the employee is free to resign at will at any time, with or without notice or cause. Similarly, __________ Company may terminate the employment relationship at any time, with or without notice or cause, so long as there is no violation of applicable federal or state law. No one has the authority to make verbal statements that change the at-will nature of employment, and the at-will relationship cannot be changed or modified for any employee except in a written agreement signed by that employee and the President of __________ Company.
Policies set forth in this Handbook are not intended to create a contract, nor are they to be construed to constitute contractual obligations of any kind or a contract of employment between __________ Company and any of its employees. The provisions of the Handbook have been developed at the discretion of management and, except for its policy of employment-at-will, may be amended or cancelled at any time, at __________ Company’s sole discretion.
These provisions supersede all existing policies and practices and may not be amended or added to without the express written approval of the CEO or person designated by the CEO of __________ Company.
1-02 Employee Relations
__________ Company believes that the work conditions, wages, and benefits it offers to its employees are competitive with those offered by other employers in this area and in this industry. If employees have concerns about work conditions or compensation, they are strongly encouraged to voice these concerns openly and directly to their supervisors.
Our experience has shown that when employees deal openly and directly with supervisors, the work environment can be excellent, communications can be clear, and attitudes can be positive. We believe that __________ Company amply demonstrates its commitment to employees by responding effectively to employee concerns.
1-03 Equal Employment Opportunity
In order to provide equal employment and advancement opportunities to all individuals, employment decisions at __________ Company will be based on merit, qualifications, and the needs of the company. __________ Company does not unlawfully discriminate in employment opportunities or practices on the basis of race, color, religion, sex, national origin, age, disability, ancestry, medical conditions, family care status, sexual orientation, or any other basis prohibited by law.
__________ Company will make reasonable accommodations for qualified individuals with known disabilities unless doing so would result in an undue hardship to the extent required by law. This policy governs all aspects of employment, including selection, job assignment, compensation, discipline, termination, and access to benefits and training.
Any employees with questions or concerns about any type of discrimination in the workplace are encouraged to bring these issues to the attention of their immediate supervisor or the Human Resources Department. Employees can raise concerns and make reports without fear of reprisal. Anyone found to be engaging in any type of unlawful discrimination will be subject to disciplinary action, up to and including termination of employment.
1-04 Business Ethics and Conduct
The successful business operation and reputation of __________ Company are built upon the principles of fair dealing and ethical conduct of our employees. Our reputation for integrity and excellence requires careful observance of the spirit and the letter of all applicable laws and regulations, as well as a scrupulous regard for the highest standards of conduct and personal integrity.
The continued success of __________ Company is dependent upon our customers’ trust and we are dedicated to preserving that trust. Employees owe a duty to __________ Company, its customers, and its shareholders to act in a way that will merit the continued trust and confidence of the public.
__________ Company will comply with all applicable laws and regulations and expects its directors, officers, and employees to conduct business in accordance with the letter, spirit, and intent of all relevant laws and to refrain from any illegal, dishonest, or unethical conduct.
In general, the use of good judgment, based on high ethical principles, will guide you with respect to lines of acceptable conduct. If a situation arises where it is difficult to determine the proper course of action, the matter should be discussed openly with your immediate supervisor and, if necessary, with the Human Resources Department for advice and consultation.
Compliance with this policy of business ethics and conduct is the responsibility of every __________ Company employee. Disregarding or failing to comply with this standard of business ethics and conduct could lead to disciplinary action, up to and including possible termination of employment.
1-05 Personal Relationships in the Workplace
The employment of relatives or individuals involved in a dating relationship in the same area of an organization may cause serious conflicts and problems with favoritism and employee morale. In addition to claims of partiality in treatment at work, personal conflicts from outside the work environment can be carried over into day-to-day working relationships.
For purposes of this policy, relatives are any persons who are related to each other by blood or marriage or whose relationship is similar to that of persons who are related by blood or marriage. A dating relationship is defined as a relationship that may be reasonably expected to lead to the formation of a consensual “romantic” or sexual relationship. This policy applies to all employees without regard to the gender or sexual orientation of the individuals involved.
Relatives of current employees may not occupy a position that will be working directly for or supervising their relative except as required by law. Individuals involved in a dating relationship with a current employee may also not occupy a position that will be working directly for or supervising the employee with whom they are involved in a dating relationship. __________ Company also reserves the right to take prompt action if an actual or potential conflict of interest arises involving relatives or individuals involved in a dating relationship who occupy positions at any level (higher or lower) in the same line of authority that may affect the review of employment decisions.
If a relative relationship or dating relationship is established after employment between employees who are in a reporting situation described above, it is the responsibility and obligation of the supervisor involved in the relationship to disclose the existence of the relationship to management.
In other cases where a conflict or the potential for conflict arises because of the relationship between employees, even if there is no line of authority or reporting involved, the employees may be separated by reassignment or terminated from employment. Employees in a close personal relationship should refrain from public workplace displays of affection or excessive personal conversation.
1-07 Immigration Law Compliance
__________ Company is committed to employing only United States citizens and aliens who are authorized to work in the United States and does not unlawfully discriminate on the basis of citizenship or national origin.
In compliance with the Immigration Reform and Control Act of 1986, each new employee, as a condition of employment, must complete the Employment Eligibility Verification Form I-9 and present documentation establishing identity and employment eligibility. Former employees who are rehired must also complete the form if they have not completed an I-9 with __________ Company within the past three years or if their previous I-9 is no longer retained or valid.
Employees with questions or seeking more information on immigration law issues are encouraged to contact the Human Resources Department. Employees may raise questions or complaints about immigration law compliance without fear of reprisal.
1-08 Conflicts of Interest
Employees have an obligation to conduct business within guidelines that prohibit actual or potential conflicts of interest. This policy establishes only the framework within which __________ Company wishes the business to operate. The purpose of these guidelines is to provide general direction so that employees can seek further clarification on issues related to the subject of acceptable standards of operation. Contact the Human Resources Department for more information or questions about conflicts of interest.
An actual or potential conflict of interest occurs when an employee is in a position to influence a decision that may result in a personal gain for that employee or for a relative as a result of __________ Company’s business dealings. For the purposes of this policy, a relative is any person who is related by blood or marriage or whose relationship with the employee is similar to that of persons who are related by blood or marriage.
No “presumption of guilt” is created by the mere existence of a relationship with outside firms. However, if employees have any influence on transactions involving purchases, contracts, or leases, it is imperative that they disclose to an officer of __________ Company as soon as possible the existence of any actual or potential conflict of interest so that safeguards can be established to protect all parties.
Personal gain may result not only in cases where an employee or relative has a significant ownership in a firm with which __________ Company does business, but also when an employee or relative receives any kickback, bribe, substantial gift, or special consideration as a result of any transaction or business dealings involving __________ Company.
The protection of confidential business information and trade secrets is vital to the interests and the success of __________ Company. Such confidential information includes, but is not limited to, the following examples:
- compensation data
- computer processes
- computer programs and codes
- customer lists
- customer preferences
- financial information
- labor relations strategies
- marketing strategies
- new materials research
- pending projects and proposals
- proprietary production processes
- research and development strategies
- scientific data
- scientific formulae
- scientific prototypes
- technological data
- technological prototypes
All employees may be required to sign a non-disclosure agreement as a condition of employment. Employees who improperly use or disclose trade secrets or confidential business information will be subject to disciplinary action, up to and including termination of employment and legal action, even if they do not actually benefit from the disclosed information.
1-14 Disability Accommodation
__________ Company is committed to complying fully with applicable disability laws and ensuring equal opportunity in employment for qualified persons with disabilities.
Hiring procedures have been reviewed and provide persons with disabilities meaningful employment opportunities. Pre-employment inquiries are made regarding only an applicant’s ability to perform the duties of the position.
Reasonable accommodation is available to all disabled employees, where their disability affects the performance of job functions to the extent required by law. All employment decisions are based on the merits of the situation and the needs of the company, not the disability of the individual.
__________ Company is also committed to not unlawfully discriminating against any qualified employees or applicants because they are related to or associated with a person with a disability.
This policy is neither exhaustive nor exclusive. __________ Company is committed to taking all other actions necessary to ensure equal employment opportunity for persons with disabilities in accordance with the ADA and all other applicable federal, state, and local laws.
2-01 Employment Categories
It is the intent of __________ Company to clarify the definitions of employment classifications so that employees understand their employment status and benefit eligibility. These classifications do not guarantee employment for any specified period of time. Accordingly, the right to terminate the employment relationship at will at any time is retained by both the employee and __________ Company.
Each employee is designated as either NONEXEMPT or EXEMPT from federal and state wage and hour laws. NONEXEMPT employees are entitled to overtime pay under the specific provisions of federal and state laws. EXEMPT employees are excluded from specific provisions of federal and state wage and hour laws. An employee’s EXEMPT or NONEXEMPT classification may be changed only upon written notification by __________ Company management.
In addition to the above categories, each employee will belong to one other employment category:
REGULAR FULL-TIME employees are those who are not in a temporary or introductory status and who are regularly scheduled to work __________ Company’s full-time schedule. Generally, they are eligible for __________ Company’s benefit package, subject to the terms, conditions, and limitations of each benefit program.
INTRODUCTORY employees are those whose performance is being evaluated to determine whether further employment in a specific position or with __________ Company is appropriate. Employees who satisfactorily complete the introductory period will be notified of their new employment classification.
TEMPORARY employees are those who are hired as interim replacements, to temporarily supplement the work force, or to assist in the completion of a specific project. Employment assignments in this category are of a limited duration. Employment beyond any initially stated period does not in any way imply a change in employment status. Temporary employees retain that status unless and until notified of a change. While temporary employees receive all legally mandated benefits (such as workers’ compensation insurance and Social Security), they are ineligible for all of __________ Company’s other benefit programs.
2-02 Access to Personnel Files
__________ Company maintains a personnel file on each employee. The personnel file includes such information as the employee’s job application, résumé, records of training, documentation of performance appraisals and salary increases, and other employment records.
Personnel files are the property of __________ Company and access to the information they contain is restricted. Generally, only supervisors and management personnel of __________ Company who have a legitimate reason to review information in a file are allowed to do so.
Employees who wish to review their own file should contact the Human Resources Department. With reasonable advance notice, employees may review their own personnel files in __________ Company’s offices and in the presence of an individual appointed by __________ Company to maintain the files.
2-04 Personal Data Changes
It is the responsibility of each employee to promptly notify __________ Company of any changes in personal data. Personal mailing addresses, telephone numbers, number and names of dependents, individuals to be contacted in the event of an emergency, educational accomplishments, and other such status reports should be accurate and current at all times. If any personal data has changed, notify the Human Resources Department.
2-05 Introductory Period
The introductory period is intended to give new employees the opportunity to demonstrate their ability to achieve a satisfactory level of performance and to determine whether the new position meets their expectations. __________ Company uses this period to evaluate employee capabilities, work habits, and overall performance. Either the employee or __________ Company may end the employment relationship at will at any time during or after the introductory period, with or without cause or advance notice.
All new and rehired employees work on an introductory basis for the first 90 calendar days after their date of hire. Any significant absence will automatically extend an introductory period by the length of the absence. If __________ Company determines that the designated introductory period does not allow sufficient time to thoroughly evaluate the employee’s performance, the introductory period may be extended for a specified period.
2-08 Employment Applications
__________ Company relies upon the accuracy of information contained in the employment application, as well as the accuracy of other data presented throughout the hiring process and employment. Any misrepresentations, falsifications, or material omissions in any of this information or data may result in the exclusion of the individual from further consideration for employment or, if the person has been hired, termination of employment.
In processing employment applications, __________ Company may obtain a consumer credit report or background check for employment. If __________ Company takes an adverse employment action based in whole or in part on any report caused by the Fair Credit Reporting Act, a copy of the report and a summary of your rights under the Fair Credit Reporting Act will be provided as well as any other documents required by law.
2-09 Performance Evaluation
Supervisors and employees are strongly encouraged to discuss job performance and goals on an informal, day-to-day basis. A formal written performance evaluation will be conducted following an employee’s introductory period. Additional formal performance evaluations are conducted to provide both supervisors and employees the opportunity to discuss job tasks, identify and correct weaknesses, encourage and recognize strengths, and discuss positive, purposeful approaches for meeting goals.
2-10 Job Descriptions
__________ Company maintains job descriptions to aid in orienting new employees to their jobs, identifying the requirements of each position, establishing hiring criteria, setting standards for employee performance evaluations, and establishing a basis for making reasonable accommodations for individuals with disabilities.
The Human Resources Department and the hiring manager prepare job descriptions when new positions are created. Existing job descriptions are also reviewed and revised in order to ensure that they are up to date. Job descriptions may also be rewritten periodically to reflect any changes in position duties and responsibilities. All employees will be expected to help ensure that their job descriptions are accurate and current, reflecting the work being done.
Employees should remember that job descriptions do not necessarily cover every task or duty that might be assigned, and that additional responsibilities may be assigned as necessary. Contact the Human Resources Department if you have any questions or concerns about your job description.
3-01 Employee Benefits
Eligible employees at __________ Company are provided a wide range of benefits. A number of the programs (such as Social Security, workers’ compensation, state disability, and unemployment insurance) cover all employees in the manner prescribed by law.
Benefits eligibility is dependent upon a variety of factors, including employee classification. Your supervisor can identify the programs for which you are eligible. Details of many of these programs can be found elsewhere in the Handbook.
The following benefit programs are available to eligible employees:
- auto mileage
- bereavement leave
- dental insurance
- medical insurance
- stock options
- vacation benefits
Some benefit programs require contributions from the employee, but most are fully paid by __________ Company. Many benefits are described in separate Summary Plan Descriptions, or Plans, which may change from time to time. The Summary Plan Description will have control over any policy in this Handbook. You will receive a copy of each Summary Plan Description applicable to you. Contact the Human Resources Department if you need a Summary Plan Description or have any questions.
3-03 Vacation Benefits
Vacation time off with pay is available to eligible employees to provide opportunities for rest, relaxation, and personal pursuits. Employees in the following employment classification(s) are eligible to earn and use vacation time as described in this policy:
Regular full-time employees
The amount of paid vacation time employees receive each year increases with the length of their employment, as shown in the following schedule:
- Upon initial eligibility, the employee is entitled to 10 vacation days each year, accrued monthly at the rate of 0.833 days.
- After four years of eligible service, the employee is entitled to 15 vacation days each year, accrued monthly at the rate of 1.250 days.
The length of eligible service is calculated on the basis of a “benefit year.” This is the 12-month period that begins when the employee starts to earn vacation time. An employee’s benefit year may be extended for any significant leave of absence except military leave of absence. Military leave has no effect on this calculation. (See individual leave of absence policies for more information.)
Once employees enter an eligible employment classification, they begin to earn paid vacation time according to the schedule. They can request use of vacation time after it is earned.
Paid vacation time can be used in minimum increments of one day. To take vacation, employees should request advance approval from their supervisors. Requests will be reviewed based on a number of factors, including business needs and staffing requirements.
Vacation time off is paid at the employee’s base pay rate at the time of vacation. It does not include overtime or any special forms of compensation such as incentives, commissions, bonuses, or shift differentials.
As stated above, employees are encouraged to use available paid vacation time for rest, relaxation, and personal pursuits. In the event that available vacation is not used by the end of the benefit year, employees may carry unused time forward to the next benefit year. If the total amount of unused vacation time reaches a “cap” equal to two times the annual vacation amount, further vacation accrual will stop. When the employee uses paid vacation time and brings the available amount below the cap, vacation accrual will begin again.
Upon termination of employment, employees will be paid for unused vacation time that has been earned through the last day of work.
__________ Company will grant holiday time off to all employees on the holidays listed below:
- New Year’s Day (January 1)
- Martin Luther King, Jr. Day (third Monday in January)
- Presidents’ Day (third Monday in February)
- Memorial Day (last Monday in May)
- Independence Day (July 4)
- Labor Day (first Monday in September)
- Thanksgiving (fourth Thursday in November)
- Christmas (December 25)
- New Year’s Eve (December 31)
__________ Company will grant paid holiday time off to all eligible employees immediately upon assignment to an eligible employment classification. Holiday pay will be calculated based on the employee’s straight-time pay rate (as of the date of the holiday) times the number of hours the employee would otherwise have worked on that day. Eligible employee classification(s):
Regular full-time employees
If a recognized holiday falls during an eligible employee’s paid absence (e.g., vacation, sick leave), the employee will be ineligible for holiday pay. If eligible nonexempt employees work on a recognized holiday, they will receive holiday pay plus wages at their straight-time rate for the hours worked on the holiday. In addition to the recognized holidays previously listed, eligible employees will receive two floating holidays in each anniversary year. To be eligible, employees must complete three calendar days of service in an eligible employment classification. These holidays must be scheduled with the prior approval of the employee’s supervisor.
Paid time off for holidays will be counted as hours worked for the purposes of determining whether overtime pay is owed.
3-06 Workers’ Compensation Insurance
__________ Company provides a comprehensive workers’ compensation insurance program at no cost to employees, pursuant to law. This program covers any injury or illness sustained in the course of employment that requires medical, surgical, or hospital treatment. Subject to applicable legal requirements, workers’ compensation insurance provides benefits after a short waiting period or, if the employee is hospitalized, immediately.
Employees who sustain work-related injuries or illnesses should inform their supervisor immediately. No matter how minor an on-the-job injury may appear, it is important that it be reported immediately. This will enable an eligible employee to qualify for coverage as quickly as possible.
3-07 Sick Leave Benefits
__________ Company provides paid sick leave benefits to all eligible employees for periods of temporary absence due to illnesses or injuries. Eligible employee classification(s):
Regular full-time employees
Eligible employees will accrue sick leave benefits at the rate of 10 days per year (.83 of a day for every full month of service). Sick leave benefits are calculated on the basis of a “benefit year,” the 12-month period that begins when the employee starts to earn sick leave benefits.
Paid sick leave can be used in minimum increments of one day. An eligible employee may use sick leave benefits for an absence due to his or her own illness or injury, or that of a child, parent, or spouse of the employee.
Employees who are unable to report to work due to illness or injury should notify their direct supervisor before the scheduled start of their workday if possible. The direct supervisor must also be contacted on each additional day of absence. If an employee is absent for three or more consecutive days due to illness or injury, the company may require a physician’s statement verifying the illness or injury and its beginning and expected ending dates. Such verification may be requested for other sick leave absences as well and may be required as a condition to receiving sick leave benefits.
Sick leave benefits will be calculated based on the employee’s base pay rate at the time of absence and will not include any special forms of compensation, such as incentives, commissions, bonuses, or shift differentials.
Sick leave benefits are intended solely to provide income protection in the event of illness or injury, and may not be used for any other absence. Unused sick leave benefits will not be paid to employees while they are employed or upon termination of employment.
3-08 Time Off to Vote
__________ Company encourages employees to fulfill their civic responsibilities by participating in elections. Generally, employees are able to find time to vote either before or after their regular work schedule. If employees are unable to vote in an election during their nonworking hours, __________ Company will grant up to two hours of paid time off to vote.
Employees should request time off to vote from their supervisor at least two working days prior to the Election Day. Advance notice is required so that the necessary time off can be scheduled at the beginning or end of the work shift, whichever causes less disruption to the normal work schedule.
Employees must submit a voter’s receipt on the first working day following the election to qualify for paid time off.
3-09 Bereavement Leave
Employees who wish to take time off due to the death of an immediate family member should notify their supervisor immediately.
Up to three days of paid bereavement leave will be provided to eligible employees in the following classification(s):
Regular full-time employees
Bereavement pay is calculated based on the base pay rate at the time of absence and will not include any special forms of compensation, such as incentives, commissions, bonuses, or shift differentials.
Bereavement leave will normally be granted unless there are unusual business needs or staffing requirements. Employees may, with their supervisors’ approval, use any available paid leave for additional time off as necessary.
__________ Company defines “immediate family” as the employee’s spouse, parent, child, or sibling.
3-11 Jury Duty
__________ Company encourages employees to fulfill their civic responsibilities by serving jury duty when required. Employees may request unpaid jury duty leave for the length of absence. If desired, employees may use any available paid time off (for example, vacation benefits).
Employees must show the jury duty summons to their supervisor as soon as possible so that the supervisor may make arrangements to accommodate their absence. Of course, employees are expected to report for work whenever the court schedule permits.
Either __________ Company or the employee may request an excuse from jury duty if, in __________ Company’s judgment, the employee’s absence would create serious operational difficulties.
__________ Company will continue to provide health insurance benefits for the full term of the jury duty absence.
Vacation, sick leave, and holiday benefits will continue to accrue during unpaid jury duty leave.
3-13 Benefits Continuation (COBRA)
The federal Consolidated Omnibus Budget Reconciliation Act (COBRA) gives employees and their qualified beneficiaries the opportunity to continue health insurance coverage under __________ Company’s health plan when a “qualifying event” would normally result in the loss of eligibility. Some common qualifying events are resignation, termination of employment, or death of an employee; a reduction in an employee’s hours or a leave of absence; an employee’s divorce or legal separation; and a dependent child no longer meeting eligibility requirements.
Under COBRA, the employee or beneficiary pays the full cost of coverage at __________ Company’s group rates plus an administration fee. __________ Company provides each eligible employee with a written notice describing rights granted under COBRA when the employee becomes eligible for coverage under __________ Company’s health insurance plan. The notice contains important information about the employee’s rights and obligations. Contact the Human Resources Department for more information about COBRA.
3-16 Health Insurance
__________ Company’s health insurance plan provides employees access to medical and dental insurance benefits. Employees in the following employment classification(s) are eligible to participate in the health insurance plan:
Regular full-time employees
Eligible employees may participate in the health insurance plan subject to all terms and conditions of the agreement between __________ Company and the insurance carrier.
A change in employment classification that would result in loss of eligibility to participate in the health insurance plan may qualify an employee for benefits continuation under the Consolidated Omnibus Budget Reconciliation Act (COBRA). Refer to the “Benefits Continuation (COBRA)” policy section 3-13 for more information.
Details of the health insurance plan are described in the Summary Plan Description (SPD). An SPD and information on cost of coverage will be provided in advance of enrollment to eligible employees. Contact the Human Resources Department for more information about health insurance benefits.
All employees are paid monthly on the first day of the month. Each paycheck will include earnings for all work performed through the end of the previous payroll period.
In the event that a regularly scheduled payday falls on a day off, such as a weekend or holiday, employees will receive pay on the last day of work before the regularly scheduled payday.
If a regular payday falls during an employee’s vacation, the employee may receive his or her earned wages before departing for vacation if a written request is submitted at least one week prior to departing for vacation.
4-05 Employment Termination
Termination of employment is an inevitable part of personnel activity within any organization and many of the reasons for termination are routine. Below are examples of some of the most common circumstances under which employment is terminated:
• resignation—voluntary employment termination initiated by an employee.
• discharge—involuntary employment termination initiated by the organization.
• layoff—involuntary employment termination initiated by the organization because of an organizational change.
• retirement—voluntary employment termination initiated by the employee meeting age, length of service, and any other criteria for retirement from the organization.
__________ Company will generally schedule exit interviews at the time of employment termination. The exit interview will afford an opportunity to discuss such issues as employee benefits, conversion privileges, repayment of outstanding debts to __________ Company, or return of __________ Company-owned property. Suggestions, complaints, and questions can also be voiced.
Nothing in this policy is intended to change the company’s at-will employment policy. Since employment with __________ Company is based on mutual consent, both the employee and __________ Company have the right to terminate employment at will, with or without cause, at any time. Employees will receive their final pay in accordance with applicable state law.
Employee benefits will be affected by employment termination in the following manner. All accrued, vested benefits that are due and payable at termination will be paid. Some benefits may be continued at the employee’s expense if the employee so chooses. The employee will be notified in writing of the benefits that may be continued and of the terms, conditions, and limitations of such continuance. See the “Benefits Continuation (COBRA)” policy section 3-13.
4-09 Administrative Pay Corrections
__________ Company takes all reasonable steps to ensure that employees receive the correct amount of pay in each paycheck and that employees are paid promptly on the scheduled payday.
In the unlikely event that there is an error in the amount of pay, the employee should promptly bring the discrepancy to the attention of the Human Resources Department so that corrections can be made as quickly as possible.
4-10 Pay Deductions and Setoffs
The law requires that __________ Company make certain deductions from every employee’s compensation. Among these are applicable federal, state, and local income taxes. __________ Company also must deduct Social Security taxes on each employee’s earnings up to a specified limit that is called the Social Security “wage base.” __________ Company matches the amount of Social Security taxes paid by each employee.
__________ Company offers programs and benefits beyond those required by law. Eligible employees may voluntarily authorize deductions from their paychecks to cover the costs of participation in these programs. Pay setoffs are pay deductions taken by __________ Company, usually to help pay off a debt or obligation to __________ Company or others. If you have questions concerning why deductions were made from your paycheck or how they were calculated, the Human Resources Department can assist in having your questions answered.
To assist in providing a safe and healthful work environment for employees, customers, and visitors, __________ Company has established a workplace safety program. This program is a top priority for __________ Company. The Human Resources Department has responsibility for implementing, administering, monitoring, and evaluating the safety program. Its success depends on the alertness and personal commitment of all.
__________ Company provides information to employees about workplace safety and health issues through regular internal communication channels such as supervisor-employee meetings, bulletin board postings, e-mail, memos, or other written communications.
Some of the best safety improvement ideas come from employees. Those with ideas, concerns, or suggestions for improved safety in the workplace are encouraged to raise them with their supervisor, or with another supervisor or manager, or bring them to the attention of the Human Resources Department. Reports and concerns about workplace safety issues may be made anonymously if the employee wishes. All reports can be made without fear of reprisal.
Each employee is expected to obey safety rules and to exercise caution in all work activities. Employees must immediately report any unsafe condition to the appropriate 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 of employment.
In the case of accidents that result in injury, regardless of how insignificant the injury may appear, employees should immediately notify the Human Resources Department or the appropriate supervisor. Such reports are necessary to comply with laws and initiate insurance and workers’ compensation benefits procedures.
5-02 Work Schedules
Work schedules for employees vary throughout our organization. 9:00 a.m.-6:00 p.m. is a standard workday. Supervisors will advise employees of their individual work schedules. Staffing needs and operational demands may necessitate variations in starting and ending times, as well as variations in the total hours that may be scheduled each day and week.
5-04 Use of Phone and Mail Systems
Personal use of the telephone for long-distance and toll calls is not permitted. Employees should practice discretion when making local personal calls and may be required to reimburse __________ Company for any charges resulting from their personal use of the telephone. To ensure effective telephone communications, employees should always use the approved greeting (“Good Morning, __________ Company” or “Good Afternoon, __________ Company,” as applicable) and speak in a courteous and professional manner. Please confirm information received from the caller and hang up only after the caller has done so.
The mail system is reserved for business purposes only. Employees should refrain from sending or receiving personal mail at the workplace. The e-mail system is the property of __________ Company. Occasional use of the e-mail system for personal messages is permitted, within reasonable limits. __________ Company will not guarantee the privacy of the e-mail system except to the extent required by law.
Smoking is prohibited throughout the workplace, as required by law. This policy applies equally to all employees, customers, and visitors.
5-06 Rest and Meal Periods
All employees are provided with one one-hour meal period each workday. Supervisors will schedule meal periods to accommodate operating requirements. Employees will be relieved of all active responsibilities and restrictions during meal periods and will not be compensated for that time. Brief rest periods will be allowed, as required by California law.
5-10 Emergency Closings
At times, emergencies such as severe weather, fires, power failures, or earthquakes can disrupt company operations. In extreme cases, these circumstances may require the closing of a work facility.
In cases where an emergency closing is not authorized, employees who fail to report for work will not be paid for the time off. Employees may request available paid leave time such as unused vacation benefits.
5-12 Business Travel Expenses
__________ Company will reimburse employees for reasonable business travel expenses incurred while on assignments away from the normal work location. All business travel must be approved in advance by the President. Employees whose travel plans have been approved should make all travel arrangements through __________ Company’s designated travel agency.
When approved, the actual costs of travel, meals, lodging, and other expenses directly related to accomplishing business travel objectives will be reimbursed by __________ Company. Employees are expected to limit expenses to reasonable amounts.
Expenses that generally will be reimbursed include the following:
- airfare or train fare for travel in coach or economy class or the lowest available fare
- car rental fees, only for compact or mid-sized cars
- fares for shuttle or airport bus service, where available; costs of public transportation for other ground travel
- taxi fares, only when there is no less expensive alternative
- mileage costs for use of personal cars, only when less expensive transportation is not available
- cost of standard accommodations in low- to mid-priced hotels, motels, or similar lodgings
- cost of meals, no more than $30.00 a day
- tips not exceeding 15% of the total cost of a meal or 10% of a taxi fare
- charges for telephone calls, fax, and similar services required for business purposes
Employees who are involved in an accident while traveling on business must promptly report the incident to their immediate supervisor. Vehicles owned, leased, or rented by __________ Company may not be used for personal use without prior approval. When travel is completed, employees should submit completed travel expense reports within 30 days. Reports should be accompanied by receipts for all individual expenses. Employees should contact their supervisor for guidance and assistance on procedures related to travel arrangements, expense reports, reimbursement for specific expenses, or any other business travel issues. Abuse of this business travel expenses policy, including falsifying expense reports to reflect costs not incurred by the employee, can be grounds for disciplinary action, up to and including termination of employment.
5-14 Visitors in the Workplace
To provide for the safety and security of employees and the facilities at __________ Company, only authorized visitors are allowed in the workplace. Restricting unauthorized visitors helps maintain safety standards, protects against theft, ensures security of equipment, protects confidential information, safeguards employee welfare, and avoids potential distractions and disturbances. All visitors should enter __________ Company at the main entrance. Authorized visitors will receive directions or be escorted to their destination. Employees are responsible for the conduct and safety of their visitors. If an unauthorized individual is observed on __________ Company’s premises, employees should immediately notify their supervisor or, if necessary, direct the individual to the main entrance.
5-16 Computer and E-mail Usage
Computers, computer files, the e-mail system, and software furnished to employees are __________ Company property intended for business use. Employees should not use a password, access a file, or retrieve any stored communication without authorization.
__________ Company strives to maintain a workplace free of harassment and is sensitive to the diversity of its employees. Therefore, __________ Company prohibits the use of computers and the e-mail system in ways that are disruptive, offensive to others, or harmful to morale.
For example, the display or transmission of sexually explicit images, messages, and cartoons is not allowed. Other such misuse includes, but is not limited to, ethnic slurs, racial comments, off-color jokes, or anything that may be construed as harassment or showing disrespect for others. Employees should notify their immediate supervisor, the Human Resourcs Department, or any member of management upon learning of violations of this policy. Employees who violate this policy will be subject to disciplinary action, up to and including termination of employment.
5-17 Internet Usage
Internet access to global electronic information resources on the World Wide Web is provided by __________ Company to assist employees in obtaining work-related data and technology. The following guidelines have been established to help ensure responsible and productive Internet usage. While Internet usage is intended for job-related activities, incidental and occasional brief personal use of e-mail and the Internet is permitted within reasonable limits.
All Internet data that is composed, transmitted, or received via our computer communications systems is considered to be part of the official records of __________ Company and, as such, is subject to disclosure to law enforcement or other third parties. Employees should expect only the level of privacy that is warranted by existing law and no more. Consequently, employees should always ensure that the business information contained in Internet e-mail messages and other transmissions is accurate, appropriate, ethical, and lawful. Any questions regarding the legal effect of a message or transmission should be brought to our General Counsel.
Data that is composed, transmitted, accessed, or received via the Internet must not contain content that could be considered discriminatory, offensive, obscene, threatening, harassing, intimidating, or disruptive to any employee or other person. Examples of unacceptable content may include, but are not limited to, sexual comments or images, racial slurs, gender-specific comments, or any other comments or images that could reasonably offend someone on the basis of race, age, sex, religious or political beliefs, national origin, disability, sexual orientation, or any other characteristic protected by law.
The unauthorized use, installation, copying, or distribution of copyrighted, trademarked, or patented material on the Internet is expressly prohibited. As a general rule, if an employee did not create material, does not own the rights to it, or has not gotten authorization for its use, it should not be put on the Internet. Employees are also responsible for ensuring that the person sending any material over the Internet has the appropriate distribution rights. Any questions regarding the use of such information should be brought to our General Counsel.
Internet users should take the necessary anti-virus precautions before downloading or copying any file from the Internet. All downloaded files are to be checked for viruses; all compressed files are to be checked before and after decompression.
Abuse of the Internet access provided by __________ Company in violation of the law or __________ Company policies will result in disciplinary action, up to and including termination of employment. Employees may also be held personally liable for any violations of this policy. The following behaviors are examples of previously stated or additional actions and activities that are prohibited and can result in disciplinary action:
- Sending or posting discriminatory, harassing, or threatening messages or images
- Using the organization’s time and resources for personal gain
- Stealing, using, or disclosing someone else’s code or password without authorization
- Copying, pirating, or downloading software and electronic files without permission
- Sending or posting confidential material, trade secrets, or proprietary information outside of the organization
- Violating copyright law
- Failing to observe licensing agreements
- Engaging in unauthorized transactions that may incur a cost to the organization or initiate unwanted Internet services and transmissions
- Sending or posting messages or material that could damage the organization’s image or reputation
- Participating in the viewing or exchange of pornography or obscene materials
- Sending or posting messages that defame or slander other individuals
- Attempting to break into the computer system of another organization or person
- Refusing to cooperate with a security investigation
- Sending or posting chain letters, solicitations, or advertisements not related to business purposes or activities
- Using the Internet for political causes or activities, religious activities, or any sort of gambling
- Jeopardizing the security of the organization’s electronic communications systems
- Sending or posting messages that disparage another organization’s products or services
- Passing off personal views as representing those of the organization
- Sending anonymous e-mail messages
- Engaging in any other illegal activities
5-22 Workplace Violence Prevention
__________ Company is committed to preventing workplace violence and to maintaining a safe work environment. Given the increasing violence in society in general, __________ Company has adopted the following guidelines to deal with intimidation, harassment, or other threats of (or actual) violence that may occur during business hours or on its premises.
All employees, including supervisors and temporary employees, should be treated with courtesy and respect at all times. Employees are expected to refrain from fighting, “horseplay,” or other conduct that may be dangerous to others. Firearms, weapons, and other dangerous or hazardous devices or substances are prohibited from the premises of __________ Company without proper authorization.
Conduct that threatens, intimidates, or coerces another employee, a customer, or a member of the public at any time, including off-duty periods, will not be tolerated. This prohibition includes all acts of harassment, including harassment that is based on an individual’s sex, race, age, or any characteristic protected by federal, state, or local law.
All threats of (or actual) violence, both direct and indirect, should be reported as soon as possible to your immediate supervisor or any other member of management. This includes threats by employees, as well as threats by customers, vendors, solicitors, or other members of the public. When reporting a threat of violence, you should be as specific and detailed as possible.
All suspicious individuals or activities should also be reported as soon as possible to a supervisor. Do not place yourself in peril. If you see or hear a commotion or disturbance near your workstation, do not try to intercede or see what is happening. __________ Company will promptly and thoroughly investigate all reports of threats of (or actual) violence and of suspicious individuals or activities. The identity of the individual making a report will be protected as much as is practical.
Anyone determined to be responsible for threats of (or actual) violence or other conduct that is in violation of these guidelines will be subject to prompt disciplinary action, up to and including termination of employment.
__________ Company encourages employees to bring their disputes or differences with other employees to the attention of their supervisors or the Human Resources Department before the situation escalates into potential violence. __________ Company is eager to assist in the resolution of employee disputes and will not discipline employees for raising such concerns.
6-01 Medical Leave
__________ Company provides medical leaves of absence without pay to eligible employees who are temporarily unable to work due to a serious health condition or disability. For purposes of this policy, serious health conditions or disabilities include inpatient care in a hospital, hospice, or residential medical care facility and continuing treatment by a health care provider.
Employees in the following employment classifications are eligible to request medical leave as described in this policy:
Regular full-time employees
Eligible employees should make requests for medical leave to their supervisors at least 30 days in advance of foreseeable events and as soon as possible for unforeseeable events.
A health care provider’s statement must be submitted verifying the need for medical leave and its beginning and expected ending dates. Any changes in this information should be promptly reported to __________ Company. Employees returning from medical leave must submit a health care provider’s verification of their fitness to return to work.
Eligible employees are normally granted leave for the period of the disability, up to a maximum of 12 weeks within any 12-month period. Any combination of medical leave and family leave may not exceed this maximum limit. If the initial period of approved absence proves insufficient, consideration will be given to a request for an extension.
Employees who sustain work-related injuries are eligible for a medical leave of absence for the period of the disability, in accordance with all applicable laws covering occupational disabilities.
Subject to the terms, conditions, and limitations of the applicable plans, __________ Company will continue to provide health insurance benefits for the full period of the approved medical leave.
Benefit accruals, such as vacation, sick leave, and holiday benefits, will continue during the approved medical leave period.
So that an employee’s return to work can be properly scheduled, an employee on medical leave is requested to provide __________ Company with at least two weeks’ advance notice of the date the employee intends to return to work. When a medical leave ends, the employee will be reinstated to the same position, if it is available, or to an equivalent position for which the employee is qualified.
If an employee fails to return to work on the agreed-upon return date, __________ Company will assume that the employee has resigned.
6-02 Family Leave
__________ Company provides family leaves of absence without pay to eligible employees who wish to take time off from work duties to fulfill family obligations relating directly to childbirth, adoption, or placement of a foster child or to care for a child, spouse, or parent with a serious health condition. A “serious health condition” means an illness, injury, impairment, or physical or mental condition that involves inpatient care in a hospital, hospice, or residential medical care facility or continuing treatment by a health care provider.
Employees in the following employment classifications are eligible to request family leave as described in this policy:
Regular full-time employees
Eligible employees should make requests for family leave to their supervisors at least 30 days in advance of foreseeable events and as soon as possible for unforeseeable events. Employees requesting family leave related to the serious health condition of a child, spouse, or parent may be required to submit a health care provider’s statement verifying the need for family leave to provide care, its beginning and expected ending dates, and the estimated time required.
Eligible employees may request up to a maximum of 12 weeks of family leave within any 12-month period. Any combination of family leave and medical leave may not exceed this maximum. Married employee couples may be restricted to a combined total of 12 weeks leave within any 12-month period for childbirth, adoption, or placement of a foster child or to care for a parent with a serious health condition.
Subject to the terms, conditions, and limitations of the applicable plans, __________ Company will continue to provide health insurance benefits for the full period of the approved family leave. Benefit accruals, such as vacation, sick leave, and holiday benefits, will continue during the approved family leave period.
So that an employee’s return to work can be properly scheduled, an employee on family leave is requested to provide __________ Company with at least two weeks’ advance notice of the date the employee intends to return to work. When a family leave ends, the employee will be reinstated to the same position, if it is available, or to an equivalent position for which the employee is qualified. If an employee fails to return to work on the agreed-upon return date, __________ Company will assume that the employee has resigned.
6-07 Pregnancy Disability Leave
__________ Company provides pregnancy disability leaves of absence without pay to eligible employees who are temporarily unable to work due to a disability related to pregnancy, childbirth, or related medical conditions. Any employee is eligible to request pregnancy disability leave as described in this policy. Employees should make requests for pregnancy disability leave to their supervisors at least 30 days in advance of foreseeable events and as soon as possible for unforeseeable events. A health care provider’s statement must be submitted verifying the need for pregnancy disability leave and its beginning and expected ending dates. Any changes in this information should be promptly reported to __________ Company. Employees returning from pregnancy disability leave must submit a health care provider’s verification of their fitness to return to work.
Employees are normally granted unpaid leave for the period of the disability, up to a maximum of four months. Employees may substitute any accrued paid leave time for unpaid leave as part of the pregnancy disability leave period. Subject to the terms, conditions, and limitations of the applicable plans, __________ Company will continue to provide health insurance benefits for the full period of the approved pregnancy disability leave. So that an employee’s return to work can be properly scheduled, an employee on pregnancy disability leave is requested to provide __________ Company with at least two weeks’ advance notice of the date she intends to return to work.
When a pregnancy disability leave ends, the employee will be reinstated to the same position, unless either the employee would not otherwise have been employed for legitimate business reasons or each means of preserving the job would substantially undermine the ability to operate __________ Company safely and efficiently. If the same position is not available, the employee will be offered a comparable position in terms of such issues as pay, location, job content, and promotional opportunities.
If an employee fails to report to work promptly at the end of the pregnancy disability leave, __________ Company will assume that the employee has resigned.
7-01 Employee Conduct and Work Rules
To ensure orderly operations and provide the best possible work environment, __________ Company expects employees to follow rules of conduct that will protect the interests and safety of all employees and the organization.
It is not possible to list all the forms of behavior that are considered unacceptable in the workplace. The following are examples of infractions of rules of conduct that may result in disciplinary action, up to and including termination of employment:
- Theft or inappropriate removal or possession of property
- Falsification of timekeeping records
- Working under the influence of alcohol or illegal drugs
- Possession, distribution, sale, transfer, or use of alcohol or illegal drugs in the workplace, while on duty or while operating employer-owned vehicles or equipment
- Fighting or threatening violence in the workplace
- Boisterous or disruptive activity in the workplace
- Negligence or improper conduct leading to damage of employer-owned or customer-owned property
- Insubordination or other disrespectful conduct
- Violation of safety or health rules
- Smoking in the workplace
- Sexual or other unlawful or unwelcome harassment
- Possession of dangerous or unauthorized materials, such as explosives or firearms, in the workplace
- Excessive absenteeism or any absence without notice
- Unauthorized disclosure of business “secrets” or confidential information
- Violation of personnel policies
- Unsatisfactory performance or conduct
Nothing is this policy is intended to change the company’s at-will employment policy. Employment with __________ Company is at the mutual consent of __________ Company and the employee, and either party may terminate that relationship at any time, with or without cause, and with or without advance notice.
7-02 Drug and Alcohol Use
It is __________ Company’s desire to provide a drug-free, healthful, and safe workplace. To promote this goal, employees are required to report to work in appropriate mental and physical condition to perform their jobs in a satisfactory manner.
While on __________ Company premises and while conducting business-related activities off __________ Company premises, no employee may use, possess, distribute, sell, or be under the influence of alcohol or illegal drugs. The legal use of prescribed drugs is permitted on the job only if it does not impair an employee’s ability to perform the essential functions of the job effectively and in a safe manner that does not endanger other individuals in the workplace.
Violations of this policy may lead to disciplinary action, up to and including immediate termination of employment, and/or required participation in a substance abuse rehabilitation or treatment program. Such violations may also have legal consequences.
Employees with questions or concerns about substance dependency or abuse are encouraged to discuss these matters with their supervisor or the Human Resources Department to receive assistance or referrals to appropriate resources in the community.
Employees with problems with alcohol and certain drugs that have not resulted in, and are not the immediate subject of, disciplinary action may request approval to take unpaid time off to participate in a rehabilitation or treatment program through __________ Company’s health insurance benefit coverage. Leave may be granted if the employee agrees to abstain from use of the problem substance and abides by all __________ Company policies, rules, and prohibitions relating to conduct in the workplace; and if granting the leave will not cause __________ Company any undue hardship.
Employees with questions on this policy or issues related to drug or alcohol use in the workplace should raise their concerns with their supervisor or the Human Resources Department without fear of reprisal.
7-03 Sexual and Other Unlawful Harassment
__________ Company is committed to providing a work environment that is free from all forms of discrimination and conduct that can be considered harassing, coercive, or disruptive, including sexual harassment. Actions, words, jokes, or comments based on an individual’s sex, race, color, national origin, age, religion, disability, sexual orientation, or any other legally protected characteristic will not be tolerated.
Sexual harassment is defined as unwanted sexual advances, or visual, verbal, or physical conduct of a sexual nature. This definition includes many forms of offensive behavior and includes gender-based harassment of a person of the same sex as the harasser. The following is a partial list of sexual harassment examples:
• Unwanted sexual advances
• Offering employment benefits in exchange for sexual favors
• Making or threatening reprisals after a negative response to sexual advances
• Visual conduct that includes leering, making sexual gestures, or displaying of sexually suggestive objects or pictures, cartoons, or posters
• Verbal conduct that includes making or using derogatory comments, epithets, slurs, or jokes
• Verbal sexual advances or propositions
• Verbal abuse of a sexual nature, graphic verbal commentaries about an individual’s body, sexually degrading words used to describe an individual, or suggestive or obscene letters, notes, or invitations
• Physical conduct that includes touching, assaulting, or impeding or blocking movements
Unwelcome sexual advances (either verbal or physical), requests for sexual favors, and other verbal or physical conduct of a sexual nature constitute sexual harassment when: (1) submission to such conduct is made either explicitly or implicitly a term or condition of employment; (2) submission to or rejection of the conduct is used as a basis for making employment decisions; or (3) the conduct has the purpose or effect of interfering with work performance or creating an intimidating, hostile, or offensive work environment.
If you experience or witness sexual or other unlawful harassment in the workplace, report it immediately to your supervisor. If the supervisor is unavailable or you believe it would be inappropriate to contact that person, you should immediately contact the Human Resources Department or any other member of management. You can raise concerns and make reports without fear of reprisal or retaliation.
All allegations of sexual harassment will be quickly and discreetly investigated. To the extent possible, your confidentiality and that of any witnesses and the alleged harasser will be protected against unnecessary disclosure. When the investigation is completed, you will be informed of the outcome of the investigation.
Any supervisor or manager who becomes aware of possible sexual or other unlawful harassment must immediately advise the Human Resources Department or the President of the company so it can be investigated in a timely and confidential manner. Anyone engaging in sexual or other unlawful behavior will be subject to disciplinary action, up to and including termination of employment.
7-04 Attendance and Punctuality
To maintain a safe and productive work environment, __________ Company expects employees to be reliable and to be punctual in reporting for scheduled work. Absenteeism and tardiness place a burden on other employees and on __________ Company. In the rare instances when employees cannot avoid being late to work or are unable to work as scheduled, they should notify their supervisor or the Human Resources Department as soon as possible in advance of the anticipated tardiness or absence.
Poor attendance and excessive tardiness are disruptive. Either may lead to disciplinary action, up to and including termination of employment.
7-05 Personal Appearance
Dress, grooming, and personal cleanliness standards contribute to the morale of all employees and affect the business image that __________ Company presents to the community.
During business hours or when representing __________ Company, you are expected to present a clean, neat, and tasteful appearance. You should dress and groom yourself according to the requirements of your position and accepted social standards.
Your supervisor or department head is responsible for establishing a reasonable dress code appropriate to the job you perform. If your supervisor feels that your personal appearance is inappropriate, you may be asked to leave the workplace until you are properly dressed or groomed. Under such circumstances, you will not be compensated for the time away from work. Consult your supervisor if you have questions as to what constitutes appropriate appearance. Where necessary, reasonable accommodation may be made to a person with a disability.
7-06 Return of Property
Employees are responsible for all __________ Company property, materials, or written information issued to them or in their possession or control. Employees must return all __________ Company property immediately upon request or upon termination of employment. Where permitted by applicable laws, __________ Company may withhold from the employee’s check or final paycheck the cost of any items that are not returned when required. __________ Company may also take all action deemed appropriate to recover or protect its property.
Resignation is a voluntary act initiated by the employee to terminate employment with __________ Company. Although advance notice is not required, __________ Company requests at least two weeks’ written notice of resignation from nonexempt employees and two weeks’ written notice of resignation from exempt employees.
Prior to an employee’s departure, an exit interview will be scheduled to discuss the reasons for resignation and the effect of the resignation on benefits.
7-10 Security Inspections
__________ Company wishes to maintain a work environment that is free of illegal drugs, alcohol, firearms, explosives, or other improper materials. To this end, __________ Company prohibits the possession, transfer, sale, or use of such materials on its premises. __________ Company requires the cooperation of all employees in administering this policy.
Desks, lockers, and other storage devices may be provided for the convenience of employees but remain the sole property of __________ Company. Accordingly, they, as well as any articles found within them, can be inspected by any agent or representative of __________ Company at any time, either with or without prior notice.
In an effort to ensure a productive and harmonious work environment, persons not employed by __________ Company may not solicit or distribute literature in the workplace at any time for any purpose.
__________ Company recognizes that employees may have interests in events and organizations outside the workplace. However, employees may not solicit or distribute literature concerning these activities during working time. (Working time does not include lunch periods, work breaks, or any other periods in which employees are not on duty.)
Examples of impermissible forms of solicitation include:
- The collection of money, goods, or gifts for community groups
- The collection of money, goods, or gifts for religious groups
- The collection of money, goods, or gifts for political groups
- The collection of money, goods, or gifts for charitable groups
- The sale of goods, services, or subscriptions outside the scope of official organization business
- The circulation of petitions
- The distribution of literature in working areas at any time
- The solicitation of memberships, fees, or dues
In addition, the posting of written solicitations on company bulletin boards and solicitations by e-mail are restricted. Company bulletin boards display important information; employees should consult them frequently for:
- Affirmative Action statement
- Employee announcements
- Workers’ compensation insurance information
- State disability insurance/unemployment insurance information
If employees have a message of interest to the workplace, they may submit it to the Human Resources Director for approval. All approved messages will be posted by the Human Resources Director.
7-16 Progressive Discipline
The purpose of this policy is to state __________ Company’s position on administering equitable and consistent discipline for unsatisfactory conduct in the workplace. The best disciplinary measure is the one that does not have to be enforced and comes from good leadership and fair supervision at all employment levels.
__________ Company’s own best interest lies in ensuring fair treatment of all employees and in making certain that disciplinary actions are prompt, uniform, and impartial. The major purpose of any disciplinary action is to correct the problem, prevent recurrence, and prepare the employee for satisfactory service in the future.
Although employment with __________ Company is based on mutual consent and both the employee and __________ Company have the right to terminate employment at will, with or without cause or advance notice, __________ Company may use progressive discipline at its discretion.
Disciplinary action may call for any of four steps—verbal warning, written warning, suspension with or without pay, or termination of employment—depending on the severity of the problem and the number of occurrences.
Progressive discipline means that, with respect to many disciplinary problems, these four steps will normally be followed. However, there may be circumstances when one or more steps are bypassed.
__________ Company recognizes that there are certain types of employee problems that are serious enough to justify either a suspension or, in extreme situations, termination of employment, without going through the usual progressive discipline steps.
While it is impossible to list every type of behavior that may be deemed a serious offense, the Employee Conduct and Work Rules policy includes examples of problems that may result in immediate suspension or termination of employment. However, the problems listed are not all necessarily serious offenses, but may be examples of unsatisfactory conduct that will trigger progressive discipline.
By using progressive discipline, we hope that most employee problems can be corrected at an early stage, benefiting both the employee and __________ Company.
7-18 Problem Resolution
__________ Company is committed to providing the best possible working conditions for its employees. Part of this commitment is encouraging an open and frank atmosphere in which any problem, complaint, suggestion, or question receives a timely response from __________ Company supervisors and management.
__________ Company strives to ensure fair and honest treatment of all employees. Supervisors, managers, and employees are expected to treat each other with respect. Employees are encouraged to offer positive and constructive criticism.
If employees disagree with established rules of conduct, policies, or practices, they can express their concern through the problem resolution procedure. No employee will be penalized, formally or informally, for voicing a complaint with __________ Company in a reasonable, business-like manner, or for using the problem resolution procedure.
If a situation occurs when employees believe that a condition of employment or a decision affecting them is unjust or inequitable, they are encouraged to make use of the following steps. The employee may discontinue the procedure at any step.
1. The employee presents the problem to his or her immediate supervisor after the incident occurs. If the supervisor is unavailable or the employee believes it would be inappropriate to contact that person, the employee may present the problem to the Human Resources Department or the CEO.
2. The supervisor responds to the problem during discussion or after consulting with appropriate management, when necessary. The supervisor documents this discussion.
3. The employee presents the problem to the Human Resources Department if the problem is unresolved.
4. The Human Resources Department counsels and advises the employee, assists in putting the problem in writing, and visits with the employee’s manager(s).
Not every problem can be resolved to everyone’s total satisfaction, but only through understanding and discussing mutual problems can employees and management develop confidence in each other. This confidence is important to the operation of an efficient and harmonious work environment.
8-00 Life-Threatening Illnesses in the Workplace
Employees with life-threatening illnesses, such as cancer, heart disease, and AIDS, often wish to continue their normal pursuits, including work, to the extent allowed by their condition. __________ Company supports these endeavors as long as the employees are able to meet acceptable performance standards. As in the case of other disabilities, __________ Company will make reasonable accommodations in accordance with all legal requirements, to allow qualified employees with life-threatening illnesses to perform the essential functions of their jobs.
Medical information on individual employees is treated confidentially. __________ Company will take reasonable precautions to protect such information from inappropriate disclosure. Managers and other employees have a responsibility to respect and maintain the confidentiality of employee medical information. Anyone inappropriately disclosing such information is subject to disciplinary action, up to and including termination of employment.
Employees with questions or concerns about life-threatening illnesses are encouraged to contact the Human Resources Department for information and referral to appropriate services and resources.
As employees of __________ Company, you have the opportunity to contribute to our future success and growth by submitting suggestions for practical work-improvement or cost-savings ideas.
All regular employees are eligible to participate in the suggestion program.
A suggestion is an idea that will benefit __________ Company by solving a problem, reducing costs, improving operations or procedures, enhancing customer service, eliminating waste or spoilage, or making __________ Company a better or safer place to work. All suggestions should contain a description of the problem or condition to be improved, a detailed explanation of the solution or improvement, and the reasons why it should be implemented. Statements of problems without accompanying solutions or recommendations concerning co-workers and management are not appropriate suggestions. If you have questions or need advice about your idea, contact your supervisor for help.
Submit suggestions to the Human Resources Department and, after review, they will be forwarded to the Suggestion Committee. As soon as possible, you will be notified of the adoption or rejection of your suggestion. Special recognition and, optionally, a cash award will be given to employees who submit a suggestion that is implemented.
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