SECTION 2 – Our Company - NCA i



XYZ Cleaners, Inc.Employee Handbook EMPLOYEE HANDBOOKTABLE OF CONTENTSSECTION 1 – Welcome1-100President’s Message - About Us, Our Philosophy, Goals and Mission StatementSECTION 2 – Our Company2-100Employee Handbook2-101Equal Employment Opportunity2-102At-Will Employment2-103Discrimination and Harassment Policy2-104Americans With Disabilities Act2-105 Employee Relations Philosophy2-106Employment Classifications2-107Orientation Program/Period2-108Licenses, certifications and Training2-109Wage Theft Prevention Act (WTPA) – New York Employees2-110Employee Records2-111Standards of Conduct2-112Talk To Us2-113Fraud/Theft Policy2-114Customer and Public RelationsSECTION 3 – Employee Pay Policies3-100Payroll Period3-101Payroll Deductions3-102Hours of Operation – Work Week3-103 Final Pay3-104Pay Advances3-105Time Records3-106Meal Breaks3-107Rest Breaks3-108Pay Raises, Performance Reviews and Transfers3-109Overtime Compensation3-110Garnishment of Employee WagesSECTION 4 – Attendance4-100 AttendanceSECTION 5 – Paid Time Off Benefits5-100Holidays5-101Vacation Pay and NYC Sick Time Benefit5-102BereavementSECTION 6 – Benefits and Employment Services6-100 Medical and AFLAC Insurance6-101 Disability Benefits (New York Employees)6-102Workers’ Compensation Insurance (New York Employees)6-103Section 125 Plan (Cafeteria Plan)6-104COBRA6-105Rehire EligibilitySECTION 7 – Leaves of Absence7-100Military Leave7-101 Jury Duty7-102Voting Leave7-103Additional Miscellaneous Leave ProvisionsSECTION 8 – Workplace Safety8-100Fire Prevention8-101Safety8-102Drug and Alcohol Prohibition8-103Smoke Free Workplace8-104Employee Safety ResponsibilitiesSECTION 9 – Problem Resolution9-100Grievance ProcedureSECTION 10 – Other Important Information/Policies10-100 Appearance10-101 Bulletin Boards10-102 Computer and Internet Use10-103 Social Networking Media10-104 Personal Telephone Calls and Cell Phone Use10-105 Confidentiality10-106 Solicitation and Distribution10-107 Care of Equipment10-108 Severe Weather Procedures10-109 Fraternization and Nepotism10-110 Company Vehicle Use10-111 Violence in the WorkplaceSECTION 11 – If You Need Us11-100 ResignationSECTION 12 – Receipt for Employee Handbook12-100 Receipt for Employee Handbook WELCOME1-100 President’s MessageWelcome to XYZ Cleaners, Inc.!Starting a new job is exciting, but at times can be overwhelming. This employee handbook has been developed to help you get acquainted and answer many of your initial questions. This handbook should prove to be a useful reference.Above all, I hope it will promote consistency, fairness and understanding throughout XYZ Cleaners, Inc. As an employee of XYZ Cleaners, Inc., the importance of your contribution cannot be overstated. Our goal is to provide the finest quality products and services to customers and to do this more efficiently and economically than our competitors. By satisfying our customer’ needs, they will continue with us and will recommend us to others.You are an important part of this process as your work directly influences our company’s reputation.I am glad that you have joined our team, and I hope that you will find your work with us to both challenging and rewarding.Sincerely,Owner Name and SignaturePresidentAbout Us – Our Philosophy(Use this space to put in your company history: e.g. date you started the business, your goals, your philosophy, your mission statement, etc.)OUR COMPANY2-100 - Employee HandbookThis handbook is intended to be an employee’s guide to the actual policies and procedures of XYZ Cleaners, Inc. (sometimes referred to herein as the “Company”). The contents of this handbook is presented as information only. This employee handbook is not all-inclusive. Therefore, this employee handbook should not be interpreted as forming an expresses or implies contract of employment.XYZ Cleaners, Inc. reserves the right to modify, suspend, terminate or change any or all such policies and procedures in whole or in part, with or without notice. However, it is XYZ Cleaners, Inc.’s intent to notify all employees of changes that are made. This handbook supersedes and replaces any previous employee handbook. If any Federal, State or Local regulation conflicts with any provision stated in this handbook the regulation shall prevail and the handbook provision will be considered amended to the extent necessary to duly comply with said regulation.This Employee handbook is not an employment agreement nor does it create any vested or enforceable employee right. All jobs remain terminable at the will of the employer. This means that any employee may b terminated for any reason and at any time.2-101 - Equal Employment OpportunityXYZ Cleaners, Inc. is an Equal Opportunity Employer. It is the policy of XYZ Cleaners, Inc. to provide equal opportunity in employment to all applicants and employees including but not limited to race, religion, color, age, sex, veteran or military status, national origin, sexual orientation, marital status, domestic, violence victim status and physical or mental disability or any other characteristic protected by law.2-102 - At-Will Employment XYZ Cleaners, Inc. is an at-will employer. This means that regardless of any provision in this employee handbook, either you or the Company may terminate the employment relationship at any time, for any reason, with or without cause or notice. Nothing in this employment handbook or in any document or statement, written or oral, shall limit the Company’s right to terminate employment at-will. 2-103- Discrimination and Harassment PolicyPOLICY STATEMENTXYZ Cleaners, Inc. has established the following policy concerning workplace2-103- Discrimination and Harassment Policy (continued)discrimination and harassment. The Company is committed to a policy of Equal Employment Opportunity and strives to create and maintain a work environment in which people are treated with dignity, decency and respect. The environment of the Company should be characterized by mutual trust and the absence of discrimination, harassment, intimidation, oppression and exploitation. Employees should be able to work and learn in a safe, yet stimulating atmosphere. The accomplishment of this goal is essential to the Company’s mission and, for that reason, the Company will not tolerate unlawful discrimination and/or harassment of any kind. Through enforcement of this policy and by education of employees, the Company will seek to prevent, correct and discipline behavior that violates this policy.This policy applies to all employees (regardless of their positions), applicants, volunteers, and other individuals who may have a direct connection to the Company, and encompasses all conduct and actions during normal working hours, on Company property, and at any work-related setting outside the workplace. Off-duty conduct that violates this policy and affects the work environment is also prohibited.Appropriate disciplinary action will be taken against any employee who violates this policy. Based upon the seriousness of the offense, disciplinary action may include verbal or written reprimand, suspension or termination of employment. PROHIBITED CONDUCT UNDER THIS POLICYDiscriminationIt is a violation of this policy to discriminate in the provision of employment opportunities, benefits or privileges to create discriminatory work conditions, or to use discriminatory evaluative standards in employment, if the basis of that discriminatory treatment is, in whole or in part, the person’s race, color, creed, national origin, age, religion disability, gender, sexual orientation, gender identity, predisposing genetic information, ancestry, military status or status as a victim of domestic violence, marital status, or any other status or characteristic protected by law.HarassmentThe Company is committed to maintaining a work environment free from all forms of harassment, whether sexual, physical, verbal or written in nature and will take appropriate action swiftly to address any violations of this policy. The Company prohibits harassment for any reason, including but not limited to, race, color, creed, national origin, age, religion, disability, gender, sexual orientation, gender identity, predisposing genetic information, ancestry, military status or veteran status, status as a victim of domestic violence, marital status or any other status or characteristic protected by law.2-103- Discrimination and Harassment Policy (continued)DefinitionsHarassment: refers to actions, whether physical, verbal, or written in nature that create an intimidating, offensive or hostile working environment, and other acts which have the purpose or effect of unreasonably interfering with an individual’s work performance. Although the Company prohibits all forms of harassment, the law prohibits harassment when harassing acts are bases on race, color, creed, national origin, age, religion, disability, gender, sexual orientation, gender identity, predisposing genetic information, ancestry, military status or veteran status, status as a victim of domestic violence, marital status or any other status or characteristic protected by Law.Sexual Harassment: refers to sexually oriented behavior that is not welcome, that is personally offensive and that interferes with work effectiveness. Sexual harassment includes but is not limited to: unwelcome sexual advances; requests sexual favors and/or other verbal or physical conduct of a sexual nature where submission to such conduct is made either explicitly or implicitly a term or condition of an individual’s employment; situations where submission to or rejection of such conduct by an individual is used as the basis for employment decisions affecting such individual; and situations where such conduct has the purpose or effect of unreasonably interfering with an individual’s work performance or creating an intimidating and/or hostile environment.Sexual harassment does not refer to behavior or occasional compliments of a socially acceptable nature. It refers to behavior that is unwelcome, that is personally offensive, that lowers morale and, therefore, interferes with work effectiveness. Sexual harassment may take different forms.Normal, courteous, mutually respectful, pleasant, non-coercive interactions between employees that are acceptable to, and welcomed by both parties, are not considered to be harassment.THE COMPAINT PROCESSIndividuals who believe that they are a victim of prohibited discrimination and/or harassment in violation of this policy or that they have witnessed discrimination and/or harassment that violates this policy should promptly report this behavior, preferably in writing, to his/her supervisor/manager. If a supervisor or manager becomes aware that harassment or discrimination is occurring, either from personal observation or as a result of an employee coming forward, the supervisor or manager should immediately report it to the President/Owner. 2-103- Discrimination and Harassment Policy (continued)All allegations or reports of harassment and/or discrimination received by the Company will be reported to the appropriate designated management member immediately for purpose of an investigation.Although some individuals may choose to confront an individual who they believe is committing prohibited discrimination or harassment in order to voice their disagreement with his or her actions, reports of such conduct for purposes of an investigation and possible corrective action should not be made to the person who is allegedly committing the prohibited discrimination or harassment. If the person allegedly committing the prohibited behavior is a supervisor, manager or a member of management, then reports of such behavior should be made to a different supervisor, manager or to the President/Owner.The individual submitting or making a complaint under this policy should provide, or be prepared specific incidents and supporting details of the misconduct at issue to ensure that the Company will be able to conduct a thorough investigation. If possible, witnesses who may be able to assist in the investigation should be named.All complaints will be investigated and handled in a timely and, to the extent practicable, confidential matter. Care will be taken to protect the identity of the person making the complaint and of the accused party or parties, except as may be reasonably necessary to successfully complete the investigation.If an allegation of discrimination or harassment is found to have merit, the Company will take appropriate corrective action. The Company will inform the complaining employee and the accused person of the results of the investigation and actions will be taken to ensure the discrimination and/or harassment will cease and that no retaliation will occur. Any employee who has been found by the Company to have discriminated against or harassed another employee (or other person covered by this policy) in violation of this policy will be subject to disciplinary action up and including discharge.False and malicious complaints of discrimination, harassment or retaliation, as opposed to complaints which, even if erroneous, are made in good faith, may be subject to appropriate disciplinary action.2-103- Discrimination and Harassment Policy (continued)RETALIATIONRetaliation against an individual for reporting discrimination and/or harassment or for participating in an investigation of a discrimination or harassment itself, will result in disciplinary action. Acts of retaliation should be reported immediately and will be promptly investigated and addressed under the same Complaint Process outlined above.Any employee who, in good faith, reports an alleged incident of harassment and/or discrimination will not be subject to reprisal or retaliation of any kind. Any employee who feels that he or she has been subjected to adverse retaliatory actions should notify the appropriate member of management immediately.EXAMPLES OF PROHIBITED CONDUCTThe Company considers the following conduct to represent some of the types of acts which violate this Policy. This is not an exhaustive list. Prohibited behaviors include, but are not limited to the following examples.Sexual harassment may include a range of subtle and not so subtle behaviors and may involve individuals of the same or different gender. Depending on the circumstances, these behaviors may include, but are not limited to:unwanted sexual advances or requests for sexual favors, sexual jokes and innuendo; verbal abuse of a sexual nature; commentary about an individual’s body, sexual prowess or sexual deficiencies; leering. whistling or touching; insulting or obscene comments or gestures;displaying pictures, posters, calendars, graffiti, objects or promotional materials, reading materials or other materials that are sexually suggestive or demeaning;inappropriate touching or any physical contact or attempts at such contact (such as touching, pinching, patting, grabbing, brushing against another person or poking another person’s body;preferential treatment or promise of preferential treatment in exchange for sexual activity;a tangible employment decision made because of an individual’s compliance with or failure to comply with sexual demands.2-103- Discrimination and Harassment Policy (continued)Other harassing conduct includes but is not limited to:physical conduct such as pushing, hitting or other offensive behavior of a physical nature;verbal harassment such as derogatory or degrading verbal comments – examples include but are not limited to: unwelcome jokes. Gestures, epithets and teasing.Written harassment such as derogatory or degrading written comments – examples include but are limited to: e-mail, memos, notes, graffiti and other visual depictions.SUMMARYAny employee who has any question or concerns about this policy should talk with their supervisor/manager. 2-104- Americans with Disabilities ActXYZ Cleaners, Inc. fully supports The Americans with Disabilities Act (ADA) and any applicable state or local laws that make it unlawful to discriminate against a qualified individual with a disability. XYZ Cleaners, Inc. prohibits discrimination against qualified individuals with disabilities in all aspects of employment including but not limited to, recruitment, hiring, compensation, promotion, job assignments, transfers, demotions, training, leave of absence, layoff, benefits, termination and employment-sponsored activities. Our commitment to this policy includes making reasonable accommodations to persons with disabilities unless doing so poses an undue hardship on XYZ Cleaners, Inc.It is the responsibility of the employee to request an accommodation for any physical or mental disability that substantially limits a major life activity of the employee or applicant. In accordance with the ADA and the New York State and City Human Rights Laws, XYZ Cleaners, Inc. will take such requests seriously and engage in an interactive process with the employee to determine what actions are available that can be taken by XYZ Cleaners, Inc. to reasonably accommodate the disability. A reasonable accommodation is defined as any change or adjustment to a job, the work environment or the way things are usually done that enables a qualified individual with a disability to enjoy an equal employment opportunity.Frequently, when a qualified individual with a disability requests a reasonable accommodation, the appropriate accommodation is obvious. The individual may 2-104- Americans with Disabilities Act (continued)recommend an accommodation bases on his/her life or work experience. The ultimate decision as to whether a particular accommodation will be made rests with the Company.2-105 – Employee Relations PhilosophyIt is the policy of XYZ Cleaners, Inc. to create a work environment that fosters the development of each individual employee. We have always sought to develop a spirit if teamwork; individuals working together to attain a common goal. XYZ Cleaners, Inc. encourages each employee to communicate openly with his or her supervisor and management and believes that most problems can be resolved through meaningful discussion. We at XYZ Cleaners, Inc. are committed to an atmosphere of on communication with each individual employee.2-106 – Employment ClassificationsZYX Cleaners, Inc. notifies each team member of their employment classification and exempt/non-exempt status with respect to statutory overtime compensation at the start of their employment. Employees are generally classified as Full or Part-time.Full time employees regularly work at least 30 hours per week and may be eligible for a “fringe benefits package” in accordance with their position and length of employment. Part-time employees work less than 40 hours per week and are eligible for statutory benefits only.Each employee must complete a 90-day probation period when first hired or promoted to a new position. The probation period serves as a trial period for both XYZ Cleaners, Inc. and the employee to determine suitability and interest in the work.An exempt employee is one who qualifies for an exemption from Federal and State Overtime requirements. An exempt employee is not legally entitled to receive overtime pay for hours worked in excess of 40 hours in a work weekA non-exempt employee is any employee that does not qualify for one of the exemptions set forth in the applicable Federal and State wage and hour laws. A non-exempt employee is entitled to be paid one and one half times their regular hourly rate for all hours worked in excess of 40 hours in a work week.2-107 – Orientation Program/PeriodAll new employees will undergo an orientation to acquaint themselves with XYZ Cleaners, Inc. policies and procedures, employee fringe benefits (if applicable), and their job duties. You will be given a copy of this employee handbook and you will be required to sign a receipt confirming that you indeed did receive a copy of this handbook. If you lose your handbook, please notify your supervisor/manager of your need for a new one.2-108 – Licenses, Certifications, TrainingThe Company provides all necessary training pertaining to the nature of the business. All employees whose job requires a license, registrations or certifications must keep their status current, as required by law or regulation (as referenced by the State of New York Department of Environmental Conservation- NYCRR Part 232). Each employee is required to notify his or her supervisor/manager of any renewals.For employees using Company vehicles, if any violations are incurred or restrictions put on a license, the employee must notify their supervisor/manager immediately.2-109 – Wage Theft Prevention Act (WTPA) – New York EmployeesNotice of Rates of Pay and Regular PaydayEffective April 9,2011 Section 195 of the Labor Law, requires all employers, other than governmental agencies, to give employees at the time of hire (before work is performed) and/or before February 1st of each year, notice of the following:the employee’s rate or rates of paythe overtime rate of pay, if the employee is subject to overtime regulationsthe basis of wage payment (per hour, per shift, per week, piece rate, commission, etc.)allowances the employer intends to claim as part of the minimum wage, including tip, meal and lodging allowances the regular pay daythe employer’s name and any names under which the employer does business (DBA)the physical address of the employer’s main office or principal place of business and, if different, the employer’s mailing addressthe employer’s telephone numberYour supervisor/manager will provide you with the appropriate notice in English and in your primary language prior to work being performed.2-109 – Wage Theft Prevention Act (WTPA) – New York Employees (continued)You must sign a statement acknowledging receipt of the written notice. You must also acknowledge that we have properly identified your primary language. The signed and dated notice and acknowledgement will be kept on file for six years and you will be provided a copy.2-110 – Employee RecordsIt is the policy of XYZ Cleaners, Inc. to establish and maintain a human resource file on each employee that contains the records and documents relevant to your employment and as required by Federal Law. All employee files are the property of XYZ Cleaners, Inc. It ia important for employees to notify XYZ Cleaners, Inc. of any changes to their name, address, telephone number, marital status and number of dependents, beneficiary designations and persons to be notified in case of an emergency. Unless required by law, no employee information will be released to any agency or person unless prior written authorization is received from you.2-111 – Standards of ConductIn order for our Company to operate efficiently and safely, it is necessary for all personnel to observe the policies and procedures governing our work environment. The reputation of the Company is dependent upon the good judgment, ethical standards and personal integrity of every individual in our company. As our Company continues to grow, it is very important that we always conduct our day to day activities in an ethical and responsible manner.Employees must refrain from participating in any activity or business venture which could conflict with the interests of our business. Specifically, you may not accept personal payment or other benefits from people affiliated with the Company, nor should you take any action as a representative of the Company for personal gain.Substantial gifts, favors or excessive business entertainment from customers or vendors are strictly prohibited. A gift, favor, or entertainment is considered substantial or excessive if it might influence your business relationship with the donor.If an employee's conduct interferes with the orderly and efficient operations of adepartment, disciplinary measures will be taken . Before taking corrective action,the supervisor/manager will meet with the employee to explain why the need forcorrective action is warranted.Grounds for corrective discipline, up to and including immediate discharge, mayinclude but is not limited to: violation of XYZ Cleaners Inc. policies or safetyrules; insubordination; poor performance; excessive absenteeism and/ortardiness; theft or dishonesty; willful destruction of property; physical, verbal or2-111 – Standards of Conduct (continued)sexual harassment of employees or suppliers; possession, use, or sale of illicitdrugs or alcohol on XYZ Cleaners, Inc. property; reporting to work under theinfluence of drugs or alcohol; or other misconduct.Depending upon the severity of the matter, disciplinary measures may include averbal warning, written warning, suspension, or discharge' The, appropriatecorrective action will be determined solely by XYZ Cleaners Inc. XYZ Cleaners Inc. does not guarantee that one form of action will necessarily precede the other.2-112– Talk To UsWe encourage you to bring your questions, suggestions and complaints to our attention. Careful consideration will be given to each of these in our continuing effort to improve operations.If you feel you have a problem, you should present the situation to the supervisor/manager so the problem can be settled by examination and discussion of the facts. We hope that the supervisor/manager will be able to satisfactorily resolve most matters.If you find that you still have questions after meeting with the supervisor/manager or that you would like further clarification on the matter, you may request a meeting with the President. The President will review the issues and meet with you to discuss possible solutions.Your suggestions and comments on any subject are important to us. so we encourage you to take every opportunity to discuss them with us. 2-113 – Fraud/Theft PolicyWe believe that a high standard of personal integrity is a requirement for every individual associated with this Company. Our word and our actions are two of the most significant assets that we possess. To that end, we will all pledge ourselves to maintain our high standards and resist any fraudulent opportunities.This policy is applicable to all employees of the Company.Specifically, fraudulent activities (incidences of fraud) include, but are not limited to:Taking possession of assets, which are not ours to possess. Whether it issubmitting invoices for reimbursements that are erroneous, using company postage without reimbursing petty cash, using company fuel for your personal vehicle or taking funds from the corporate accounts, it is all the same kind of 2-113 – Fraud/Theft Policy (continued) offense. The only difference is the size of the fraud.B.Accepting gifts from vendors or customers, which are intended to reward the individual recipient for a business transaction. We are not concerned with the receipt of a legitimate gift from a friend. However, we are concerned if the gifts are substantial in nature and frequent. Your individual ethics are expected to mirror those, which the Company expounds. A general guideline should be nothing in excess of a $25.00 value.C. Committing an act of forgery against a Company account, or any other account, is expressly forbiddenD. The use of Company assets and equipment to enable non-Company activities are not appropriate. If an individual feels the need to work outside the company structure, the work must not be performed on Company time or with Company assets'E. The intentional use of Company time for personal items or gains is expressly forbidden, When you report to work, you are expected to be performing Company duties for the whole time that you are here. Theft of time is not significantly different from theft of inventory.F. The intentional destruction of Company assets or records is a fraudulent act. By damaging Company assets, you are directly impacting the ability of the Companyto perform its duties to our customers. Our customers deserve the best that we can provide for them. Anything that stands in our way is dishonest to them.G. Any other dishonest or fraudulent acts must also be included in these examples.All employees of XYZ Cleaners Inc. have a responsibility and right to report any unethical issue that they may discover. You should be aware of everything in Your area and report what is not right. Do not conduct an investigation on your own. Please report the issue to your immediate supervisor/manager and allow management to conduct the investigation.In addition, please refrain from making any comment about your suspicions to others. No member of this Company should make any statement regarding the alleged guilt of the suspected perpetrator.You have the pledge of management that confidentiality will be upheld to the extent practicable and retribution will not be allowed. The investigation will be conducted in confidence and without great fanfare. Evidence will be collected and will only be disclosed to others when it is complete and ready for prosecution.2-113 – Fraud/Theft Policy (continued)In fairness to the customers, employees, and owners of the Company, those who break the rules are punished. If an employee commits a theft or fraudulent act, their punishment will be termination. Although this may be to be a harsh remedy, it is the only remedy available if we are to maintain our high standards within the community and, more importantly, within our own walls.2-114 – Customer and Public RelationsXYZ Cleaners Inc.'s reputation has been built on excellent service and quality work. To maintain this reputation, it requires the active participation of every employee.The opinions and attitudes that customers have toward XYZ Cleaners Inc. may be determined for a long period of time by the actions, of one employee. It is sometimes easy to take a customer for granted but, when we do, we run the risk of losing not only that customer, but his or her associates, friends or family who may also be customers or prospective customers.EMPLOYEE PAY POLICIES3-100 – Payroll PeriodEnter your information here: This is an exampleThe pay period begins on Thursday and ends on Wednesday. You will be paid weekly onFriday for the hours worked during the previous pay period' If a payday falls on a holiday, paychecks are normally distributed on the preceding workday.Every effort is made to avoid errors in your paycheck. Any employee who believes:(1) they failed to receive a paycheck on a scheduled payday; (2) there was an errorin the direct payroll deposit process; (3) they were not paid in accordance with a salary increase communicated to them by the Company; (4) they were not paid properly for all hours worked or; (5) there was any other type of error or issue regarding XYZ Cleaners Inc.'s pay practices should contact their supervisor/manager immediately. The supervisor/manager will promptly investigate all such complaints and make necessary adjustments when required3-101– Payroll DeductionsXYZ Cleaners Inc. is required to withhold from your paycheck Federal, State, Local, and Social Security/Medicare taxes. Also XYZ Cleaners Inc. will withhold any mandated judicial or administrative order deductions.3-102– Hours of Operation – Work WeekInsert your hours of operation hereThis is an exampleBecause of the nature of our business, your work schedule may vary dependingon your job. Our normal store hours are:Monday through Friday from 7:30 AM- 6:30 PM & Saturday 8:00 AM - 4:00 PMIf your regular work schedule includes Saturday and you are off during the week'you may be asked to work on your regular day off. Check with your supervisor/manager if you have questions on your hours of work.3-103 – Final PayAlthough we hope your employment with XYZ Cleaners, Inc. will be a mutually rewarding experience, we understand that varying circumstances do cause employees to voluntarily resign from employment. Should this time come, you are asked to follow the guidelines below regarding notice and exit procedures.We expect all employees to provide a two-week notice to facilitate a smooth transition out of the organization. 3-103 – Final Pay (continued)Resignations should be confirmed in writing including the reason for leaving and the effective date.XYZ Cleaners Inc. reserves the right to waive notice if it is believed to be in the best interest of the Company to do so. Such a decision should not be perceived as reflecting negatively on the employee since it may be due to a variety of reasons not known to the individual or other employees.Employees will not be allowed to rescind a resignation whether given orally or in writing once the employer has confirmed the resignation.Resigning employees will be scheduled for an exit interview to ensure that all equipment is returned and to provide an opportunity to discuss any questions or concerns related to employment with XYZ Cleaners Inc. Employees who fail to return any company property and/or equipment will be deemed ineligible for rehire and may be subject to legal proceedings on behalf of XYZ Cleaners Inc.Once notice of resignation has been given, employees are not eligible to take vacation time.Contract and Non-compete agreements must be honored.Termination PayYour final paycheck will be processed at the next regularly scheduled pay period or in compliance with applicable state and local laws. We ask that you pick up your final paycheck at the office.Employees will also be sent W-2 tax forms (usually in January) in accordancewith federal and state regulations to the address we have on file. Therefore, it isimportant for employees to provide XYZ Cleaners Inc. with their current mailing address.3-104 – Pay AdvancesThere are no advances of pay to any employee.3-105– Time RecordingNon-exempt employees, including employees categorized as regular full-time and part-time are required to accurately and completely track and report their hours worked each week and submit the information in the required format to their supervisor/manager. When tracking and reporting their hours worked, employees must accurately note there: (1) start time;(2) end time; (3) meal breaks; (4) other non-paid breaks; and (5) any and all absences, whether due to the use of PTO or any other reason. Employees should not generalize, guess, or "round" their hours worked. All time must be reported in accordance with this established policy. XYZ Cleaners Inc. may also require exempt employees to accurately and completely track and report their hours worked. If complete and accurate time recording is not required, exempt employees must still report variations in their scheduled workweek to their supervisors/managers.Employees who do not accurately record and report their hours worked in a timely manner may be subject to disciplinary action. It is against XYZ Cleaners Inc. policy to alter, falsify, or tamper with time records, or to make entries to another employee's time records. Any violation of these policies will lead to disciplinary action up to and including discharge.Any employee who believes: (1) their time records were altered; (2) they worked more hours than they were credited for; (3) there was an error in the calculation of their pay; or (4) there was any other error regarding their time records and/or paycheck should contact their supervisor/manager immediately. The supervisor/manager will promptly investigate all such complaints and make necessary adjustments when required.All employees requesting additional vacation time are required to submit requests 90 days prior in writing wherever possible. Supervisors/Managers will approve vacation requests. No employee can record another employee's time. Such action will result in disciplinary action, which may include termination of employment3-106– Meal BreaksEmployees who work more than six hours in a given day must receive a 30 minute unpaid meal period halfway through their work shift. The supervisor/manager is responsible for the scheduling of this time3-107– Rest BreaksWith the approval of their supervisor/manager, employees may be permitted to take short, periodic breaks during the workday for periods of rest and other reasons of a personal nature.Nursing Mother's Law - XYZ Cleaners Inc. will allow an employee who is a nursing mother to use paid break time or meal time or reasonable unpaid break time each day express breast milk for her nursing child for up to three years following a child's birth.3-107– Rest Breaks (continued)XYZ Cleaners Inc. will provide a room in close proximity to the work area, other than a bathroom, that is shielded from view and free from intrusion by coworkers and the public, where the employee can express milk in privacy. No employee shall be discriminated against in any manner for choosing to exercise their rights under this policy3-108– Pay Raises, Performance Reviews and TransfersXYZ Cleaners Inc. has instituted an annual performance appraisal program based on calendar year to evaluate each individual employee’s t job performance. The purpose is to recognize the employee's job achievements, set new goals, or identify and correct any performance problems. This is an opportunity to review and update the employee's job description and to address any concerns or suggestions from the employee.Merit-based pay raises may be granted by XYZ Cleaners Inc. in an effort to recognize excellent job performance. An employee's annual performance appraisal is generally considered in determining if the employee is eligible for a pay raise. All pay raises are based on achievement and on XYZ Cleaners, Inc.'s ability to pay.XYZ Cleaners Inc. attempts to promote internal qualified employees to any new or vacant positions whenever possible. If you are interested in a new or vacant position, please notify your supervisor/manager immediately. 3-109– Overtime CompensationTo meet the operational needs of XYZ Cleaners Inc., an employee may be required to work beyond the employee's normally scheduled work shift or work on a normally scheduled day off. The supervisor/manager must approve all overtime in advance.A non-exempt employee must receive authorization from their supervisor or manager before working beyond their scheduled work hours. Non-exempt employees shall be paid at the rate of time and one-half their regular hourly rate for any hours worked over 40 hours in a week. Only actual hours that the employee works are used in the computing of weekly eligibility for overtime. Vacation pay or holidays do not count towards the eligibility for overtime3-110 Garnishment of Employee WagesGarnishments are court orders or administrative notices requiring an employer to withhold specified amounts from an employee's wages for payment of a debt owed by the employee to a third party. State law requires the Company to honor garnishments of employee wages (including child support) as a court or other legal judgment or notice may instruct.ATTENDANCE4-100 AttendanceIn order to maintain a productive work environment, employees are expected to work all scheduled work hours and to keep unscheduled absences to a minimum. Employees who are absent or late put an extra burden on their fellow employees and affect our customer's expectations. So, in fairness to all employees, you are expected to be at your job at your assigned time.If you cannot report on time because of illness or other personal reasons, we ask that you call and speak with your supervisor/manager as soon as possible prior to the start of your work shift.Repeated unapproved tardiness may result in one or more of the following: verbal warning, written warning, schedule change, demotion, suspension or termination. Each instance of tardiness will be documented in your employee file.If you are absent without notifying the Company. unless there is a compelling reason for your failure to provide notice of your absence, it is assumed that you have voluntarily abandoned your position with the Company,Abuse of our attendance policy can result in disciplinary action, up to and including termination of employment. Unscheduled absences may affect any future scheduled vacation time.Unscheduled AbsencesUnscheduled absences will be monitored. An employee will be counseled when the frequency of unscheduled absences adversely affects the operations of the Company.The supervisor/manager may request that the employee provide a statement from his or her health care provider at any time concerning the justification for an unscheduled absence.If an employee is absent for three or more consecutive days due to illness or injury, a physician's statement must be provided verifying the illness or injury and its beginning and expected ending dates.Paid Time Off Benefits5-100 HolidaysXYZ Cleaner, Inc. is closed for business to observe the following holidays:INSERT YOUR HOLIDAYS HERENew Year’s EvePresident’s Day (unpaid)Labor DayThanksgiving DayChristmas DayAll employees are eligible, upon hire, for the following paid holidays should the holiday fall on an employee's normally scheduled work day:New Year’s DayMemorial DayIndependence DayLabor DayThanksgiving DayChristmas DayIf any of the above holidays should fall on a Saturday, management will inform all employees as to which day it will be observed on.In addition to the above listed holidays, XYZ Cleaners, Inc. reserves the right to declare any additional holidays and/or extend holidays based on the day of the week the holiday falls. Extended holidays are not paid (for example, if a holiday falls on a Thursday and an extended holiday is declared on Friday, Friday would not be paid). You will be notified if any additional holidays are declared.All Non-Exempt employees must work their last scheduled day before and after the holiday in order to be paid for the holiday. The only exception to this rule is if the employee has obtained written prior approval from their supervisor/manager to take time off around the holiday. An Exempt employee will receive the employee’s regular salary for each weekly pay periods that include any of the above listed holidays.5-101 Vacation Pay and NYC Sick Time BenefitThis is an example of your vacation time.Vacation pay is granted to all employee based on their standard work hours when the facility closes the last week in July and the first week in August each year. Specific dates will be provided in January of each year.Vacation pay is paid at the employee’s straight time rate. Vacation pay is not part of any overtime calculation and not paid in advance.Years of ServiceRate of Vacation Pay When Facility ClosesNew Hire to 6 Months5 days of vacation based on regularly scheduled hours.5 days of unpaid vacation time based on regularly scheduled hours.6 months +10 days of vacation based on regularly scheduled hours.Payment Upon TerminationEmployees who provide a two week notice will receive any outstanding vacation time onA prorated basis based on the amount of months worked for the year.Employees whose positions are eliminated through a reduction in work force reorganization or those hose hours drop to part-time as a result of a reorganization of the work force or alteration to their position are paid their allotted vacation time on the effective date of the termination or change in their employment status.Rehire EligibilityA former employee who left the Company in good standing and is rehired at XYZ Cleaners, Inc. will be considered a new employee from the date of rehire unless the break in service is less than one year.Unused Vacation TimeEmployees may not carry over vacation time into thwe next year. Any unused vacation time at the end of the year is forfeited.NYC Sick Time BenefitEffective April 1, 2014, under the New York City Earned Sick Time Act (Paid Sick Leave Law), certain employers with five or more employees who are hired to work more than 80 hours a calendar year in New York City must provide paid sick leave which employees can use for the care and treatment of themselves or a family member. Employers with less than five employees must provide unpaid sick leave. Upon hire, employees will be provided with a written notice of this law. For additional information, please refer to the Department of Consumer Affairs website at: paidsickleave5-101 Vacation Pay and NYC Sick Time Benefit (continued)NYC Sick Leave Law Summary:Calendar year will run from January 1st to December 31st.All employees are given The Notice of Employee Rights.Accumulated sick time is not paid out if an employee is terminated or voluntarily leaves the company.Eligible new employees have sick time available 120 days after first day of employment.A maximum of 40 hours of sick time benefits can be taken per year.If you have additional questions regarding sick time benefits, please see your supervisor/manager.5-102 BereavementEmployees may, in the discretion of the Company, be granted reasonable paidbereavement leave for the death of an immediate family member. This paid leave would be subject to prior approval by their supervisor/manager. Please see your supervisor/manager for details.Immediate family is defined as spouse, children, parents, brothers, sisters, parents-in-law, grandparents and grandchildren. The supervisor/manager may require proof of relationship.EMPLOYEE BENEFITS & EMPLOYEE SERVICES6-100 Medical and AFLAC InsuranceAll employees are eligible to participate in the medical insurance plans offered through the National Cleaners Association on a pre-tax basis upon completion 90 days, The cost of the premium is paid for by the employee.Upon the completion of 90 days, AFLAC insurance is available for employees to be able to purchase on a pre-tax basis at their own expense.XYZ Cleaners Inc. does not currently have an employer sponsored dental insurance rmation pertaining to the medical and AFLAC plans that we offer, enrollment forms, and the cost of the plans are available at the office.The federal Consolidated Omnibus Budget Reconciliation Act (COBRA), as well as similar New York law, gives employees and their qualified beneficiaries the opportunity to continue insurance coverage under XYZ Cleaners Inc.’s insurance plans when a "qualifying event" would normally result in the loss of eligibility. Some common qualifying events are resignation, termination, death of an employee, reduction in an employee’s hours, or leave of absence, divorce or legal separation and a dependentchild no longer meeting eligibility requirements.Under COBRA, the employee or beneficiary pays the full cost of coverage at XYZ Cleaners Inc.'s group rates, plus an administrative fee, unless otherwise specified by federal or state law. XYZ Cleaners, Inc. provides each eligible employee with a written notice describing rights granted under COBRA when the employee becomes eligible for coverage under XYZ Cleaners Inc.’s insurance.6-101 Disability Benefits (NY State Employees)Our employees are eligible for New York State Disability after they have worked four consecutive weeks of full-time employment or 25 days of regular part-time employment in accordance with the New York State Law. If you are absent from work for more than seven calendar days due to a non-job related injury or illness, New York State Disability may cover you.If you are out on disability, you need to submit a doctor's certificate stating the nature of the disability. You are required by XYZ Cleaners Inc. to submit a doctor's certificate stating that you are able to return to work at the completion of your disability. The benefits are calculated as a percentage of salary, up to a maximum each week as specified by law, for duration of 26 weeks.We will continue to provide full-time employees on an authorized disability leave medical insurance coverage at their own expense for the remainder of the monthduring which the leave begins. When the above period expires, you may continue your medical insurance coverage by making arrangements with the supervisor/manager to pay the appropriate monthly premium in advance each month.You must inform us when you are able to return to work. Upon return, you must bring a doctor's certificate stating that you are medically able to return to your normal duties. We reserve the right to require a physical examination by a physician of our own choosing prior to your resumption of duties. We will make reasonable efforts to return you to the same or similar job as held prior to the leave of absence, subject to our staffing and business requirements. Your continued absence from work beyond the conclusion of your disability, as determined by your physician, will be deemed a voluntary termination of your employment.6-102 Workers’ Compensation Insurance (New York State Employees)Workers’ Compensation benefits are provided to eligible employees who suffer a job-related injury or illness. This insurance is fully paid for by XYZ Cleaners Inc. and does not cost the employee anything. If you are injured on the job, no matter how slightly, report the injury immediately to your supervisor/manager. Failure to report the injury within a reasonable timeframe could jeopardize the validity of your claim. The New York State Workers’ Compensation Board has sole responsibility for determining your eligibility to collect benefits and the amount of those payments. Workers’ Compensation also pays for all medical costs related to the injury or illness based on the plan policy.6-102 Workers’ Compensation Insurance (NYS Employees) [Continued]Employees will be expected to use the following steps:Notify your supervisor/manager of the injury as soon as possible and no later than 24 hours after the injury or illness.After you have received medical attention, please file an accident report with your supervisor/manager. A signed release from your physician will be required in order for you to return to work if you have sustained an on-the-job injury that required medical care.If you encounter an unsafe working condition, please alert your supervisor/manager as soon as possible.6-103 Section 125 Plan (Cafeteria Plan)XYZ Cleaners Inc. offers a pre-tax contribution option for employees. This employee benefit is known as a Section 125 plan.A Section125 Plan is a benefit plan that allows you to make contributions toward premiums for medical insurance, dental insurance and health savings accountcontributions or dependent care expenses on a pre-tax rather than an after-tax basis. This means your qualified expenses are deducted from your gross pay before income taxes and social security taxes are calculated.Please refer to your company summary plan description for additional detailed benefit information.6-104 COBRAThe Consolidated Omnibus Budget Reconciliation Act of 1985 (COBRA) allowsemployees, their spouses, and dependents who would otherwise lose their insurance coverage, the right to continue existing coverage at group rates under certain qualifying conditions.See XYZ Cleaners Inc. policy pertaining to the rules and conditions required to qualify as a COBRA participant.6-105 Rehire EligibilityThis policy sets forth the Company's philosophy governing eligibility for rehire and associated bridging of service (service recognition), where appropriate.Eligible for Rehire: Where business needs dictate, and in the Company's solediscretion, it is the policy of XYZ Cleaners Inc. to seek to rehire former employees that possessed a satisfactory record of service who:Voluntarily left Company employment; orWere laid off due to business slowdown(s).Not Eligible for Rehire: Former employees who had a less than satisfactory work record appropriately noted at termination as not being eligible for rehire are excluded from rehire consideration.Employees who were involuntarily terminated by XYZ Cleaners Inc. or who were laid off (with a less than satisfactory work record) will not be considered for rehire.Benefits reinstatement will be determined by the supervisor/manager at the time of rehire based on the position and needs of the Company.LEAVES OF ABSENCE7-100 Military LeaveXYZ Cleaners Inc. recognizes the importance of military service and fully complies with all Federal and State regulations relating to military leaves of absence.An unpaid leave will be granted to an employee who enters, or voluntarily or involuntarily reports or is called to service with (including mandated or voluntary training duty or attendance at a military training school), with the armed forces of the United States, to include the active-duty elements of any branch of the Armed Forces or the United States Coast Guard; elements of the Armed Forces reserves; and/or elements of a state National Guard activated pursuant to an applicable Federal order; or to the military service of New york State, including service with the National Guard and/or any other organized militia of the State or in the division of military and naval affairs of the executive department of the State. Such leave will be provided in accordance with all applicable state and federal laws, including the Uniformed Services Employment and Reemployment Rights Act (“USERRA”).Actual Military Orders showing the date of active military service are required.7-101 Jury Duty Employees at, XYZ Cleaners Inc. are encouraged to fulfill their civic responsibilities and will be granted reasonable time off to serve on a jury. When the employee receives notice to serve, they must immediately submit this to their supervisor/manager.XYZ Cleaners Inc. expects you to return to work if you are released during your normally scheduled work hours.XYZ Cleaners Inc. will comply with all federal, state and local laws and regulations. In some instances local or state laws may take precedence over federal law.Employers are not required to pay an employee's full daily wages for time spent on jury duty. However, employers of 10 or more employees may not withhold the first $40 of an employee's wages for each of the first 3 days the employee serves on jury duty for the state.7-102 Voting LeaveXYZ Cleaners Inc. believes that each employee should have the opportunity to exercise his/her right to vote in a state or Federal election or primary, general or special. Generally, employees are able to find time to vote either before or after their regular work schedule. In compliance with New York State law, if an employee has less than 4 hours of non-working time between the time the polls open and the start of shift or between the end of shift and the time the polls close, the Company will grant up to 2 hours of paid time off to vote at the beginning or end of his shift. The amount of paid time off granted will be equal to the amount of time needed to equal 4 hours of non-working time as defined above.Employees should request time off to vote from their supervisor no more than 10 and no fewer than 2 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 provides the least disruption to the normal work schedule.7-103 Additional Miscellaneous Leave ProvisionBone Marrow Donor LeaveEmployees who regularly work at least 20 hours per week may request leave to serve as a bone marrow donor. Employees should notify their supervisor that they need to take leave at least 14 days prior to the procedure (or as soon as you are aware of the need to take leave). Written medical certification of the need for leave will be required. Bone marrow leave will be unpaid and may last up to 3 days, including any time that may be required for testing or other medical appointments before the procedure. Additional unpaid leave may be considered based upon a medical certification. You may use any available accrued unused PTO benefits as part of the Bone Marrow Donor Leave.Blood Donor LeaveThe Company will grant employees who are regularly scheduled to work 20 or more hours a week up to 3 hours of unpaid leave in any 12-month period to donate blood. Employees may use available accrued unused PTO for blood donor leave. Please contact your supervisor to schedule Blood Donor Leave.WORKPLACE SAFETY8-100 Fire PreventionEvery precaution has been taken by XYZ Cleaners Inc. for the prevention of fire in our workplace. It is the responsibility of each and every employee to actively participate in the prevention of fire.8-101 SafetyXYZ Cleaners Inc. is seriously committed to providing a safe and healthy workplace for our employees and customers. The objective of the XYZ Cleaners Inc. safety program is to reduce the number of workplace injuries and illnesses to zero. Accidents can be prevented through the use of reasonable precautions and safe working habits.Please observe the following precautions: Notify your supervisor/manager of any emergency situation. If you are injured or become sick at work, no matter how slightly, you must inform your supervisor/manager immediately.The use of alcoholic beverages or illegal drug substances, or the abuse of legal prescription drugs during working hours will not be tolerated. The possession of alcoholic beverages or illegal drug substances on the Company's property is forbidden.Use, adjust and repair machines and equipment only if you are trained and qualified.Get help when lifting or moving heavy objects.Understand your job fully and follow instructions. If you are not sure of the safe procedure, don't guess... ask your supervisor/manager.Know the locations, contents and use of first aid and fire-fighting equipment.Wear personal protective equipment in accordance with the job you are performing.A violation of a safety precaution is in itself an unsafe act. A violation may lead to disciplinary action, up to and including termination.8-102 Drug and Alcohol ProhibitionIt is XYZ Cleaners Inc.'s policy to provide a drug and alcohol free environment for all employees. All employees are prohibited from possessing, using, selling, purchasing, storing, distributing alcoholic beverages, illegal drugs, controlled substances or narcotics when reporting for work, during work hours, or at any time while conducting business-related activities, These same rules apply to XYZ Cleaners Inc. and personal vehicles being used for business.XYZ Cleaners Inc. prohibits off-premises possession, use, and sale of illegal drugs or alcohol when these activities adversely affect job performance, job safety, or XYZ Cleaners Inc.'s reputation in our community.Prescription drugs must be in the possession of the person to whom the prescription was written.In accordance with the Drug-Free Workplace Act of 1988, employees are required to immediately notify their supervisor/manager of any violations of the above stated policy. An employee convicted of any criminal drug statute violation, which occurred in the workplace, must notify their supervisor/manager within five days of such conviction.Failure to comply with any of the above stated rules would result in immediate disciplinary action, up to and including termination of employment.8-103 Smoke Free WorkplaceXYZ Cleaners Inc. is committed to providing a healthy, comfortable, and productive work environment. The smoking of tobacco products is prohibited inside any XYZ Cleaners Inc. facility and in any XYZ Cleaners Inc. vehicles. Smokers have an obligation to properly extinguish all cigars, cigarettes and matches and to properly discard their trash. Smoking is only permitted in designated areas.Violations of this policy and/or the local smoking laws may result in disciplinary action, up to and including termination of employment.8-104 Employee Safety ResponsibilitiesEmployees are required to follow XYZ Cleaners Inc.'s policies and procedures at all times. All employees driving or riding in company or personal vehicles on company business must adhere to all laws and must have a seat belt on at all times.PROBLEM RESOLUTION9-100 Grievance ProcedureIt is the policy of XYZ Cleaners Inc. to respond to any employee complaint about work in a fair and timely manner.Any employee who has a concern over a workplace issue should talk to their supervisor/manager about it immediately. If they don't receive a timely response, or they receive a response that is not acceptable, or the supervisor/manager is the problem, the employee should address the issue with the next appropriate supervisor/manager or owner of the Company. In addition, our Company has an Open Door philosophy that says that any employee who has a concern over a workplace issue has the right to personally address the issue with the President/Owner of the Company.It is also the policy of XYZ Cleaners Inc. that there will be no retaliation against any employee because they present an issue of concern.OTHER IMPORTANT INFORMATION & POLICIES10-100 AppearanceOur employees are expected to present a neat, professional appearance at all times so as to promote a professional, safe, and positive work environment. Good personal hygiene and grooming are expected.Store employees have regular contact with our customers and the general public. Dress attire is business casual with no jeans or athletic clothing allowed. Clothing must not be suggestive, ripped, faded or stained and must be red, black, and/or white in color.Delivery employees are required to wear company provided uniforms. These uniforms are maintained by the company at no additional charge.Employees reporting to work dressed or groomed inappropriately may be prevented from working until they return to work well groomed and wearing proper attire.The Company will make reasonable accommodation to an employee's disabilityor observance of a sincerely held religious practice in regards to the above uponnotice by the employee to the employee's supervisor/manager.10-101 Bulletin BoardsThese boards are the property of XYZ Cleaners Inc. and contain required information related to federal and state laws. Management will periodically post items of importance or of interest to you on these boards. Employees must not post or remove items from these boards unless they have prior approval from management.10-102 Computer and Internet UseXYZ Cleaners Inc. computer/internet use must be business related. XYZ Cleaners, Inc.places certain restrictions on the workplace use of computers and requests that the use of Company computers be related to Company business and that it remains the property of XYZ Cleaners Inc.XYZ Cleaners Inc. reserves the right to retrieve and review any use of the Company computer. Therefore, ultimate privacy when using the computer cannot be assured to anyone.We ask that employee use of the internet be restricted to the following:To communicate with employees, vendors, or customers regarding matters withinan employee's assigned duties;To acquire information related to, or designed to facilitate the performance ofregular assigned duties; and To facilitate performance of any task or project in a manner approved by an employee's supervisor/manager.The content of Company e-mails and voice mail messages may not contain anythingthat would reasonably be considered offensive or disruptive to any employee.Offensive content would include, but is not limited to, sexual comments or images,racial slurs, gender specific comments or any comments that would offend someoneon the basis of their age, sex, sexual orientation, religious or political beliefs, national origin, or disability.Be advised that use of the internet and computers provided by XYZ CleanersInc. expressly prohibits the following:Dissemination or printing of copyrighted materials, including articles and software, in violation of copyright laws.Sending, receiving, printing or otherwise disseminating proprietary data, tradesecrets or other confidential information of XYZ Cleaners Inc. in violation ofCompany policy or proprietary agreements.Offensive or harassing statements or language including disparagement of others based on their race, national origin, sex, sexual orientation, age, disability,religious or political beliefs. Sending or soliciting sexually oriented messages or images.Operating a business, usurping business opportunities or soliciting money for personal gain, or searching for jobs outside XYZ Cleaners Inc.Gambling or engaging in any other activity in violation of local, state or federal law. The circulating of jokes, comics or non-job related computer graphics.Violations of this policy will be subject to disciplinary action, up to and including, termination.10-103 Social Networking/MediaIn the rapidly expanding world of electronic communication, social media can mean many things. Social Media includes all means of communicating or posting information or content of any sort on the Internet, including to your own or someone else's web log or blog, journal, diary, personal website, social networking or affinity web site, web bulletin board or chat room, whether or not associated or affiliated with the Company, as well as any other form of electronic communication.We understand that social media can be a fun and rewarding way to share and communicate with others. However, use of social media also presents certain risks and carries with it certain responsibilities. To assist you in making responsible decisions about your use of social media, we have established these guidelines for appropriate use of social media.This policy applies to all Company employees.Nothing in this Social Media Policy is intended to interfere with, restrain or prohibit employees from complying with or exercising their rights under any applicable federal, state, or local law, or from communicating about wages, hours, or other terms and conditions of their or their co-workers' employment. This policy will not be applied or construed in a manner that violates or improperly interferes with employee rights under Section 7 of the National Labor Relations Act.Personal Social Media Use GuidelinesThe same principles and guidelines found in the Company's employment policiesapply to your online activity. You are solely responsible for what you post online.Before creating online content, consider some of the risks and rewards that are involved. Keep in mind that your conduct that adversely affects your jobperformance, the performance of fellow staff or otherwise adversely affects theCompany's legitimate business interests may result in disciplinary action up toand including termination.Know and Follow the Company’s RulesCarefully read these guidelines and all of the Company's employment related policies. Ensure your postings are consistent with these policies. Inappropriate postings that may include discriminatory remarks, harassment that violates these policies, threats of violence, or similar inappropriate or unlawful conduct will not be tolerated and may subject you to disciplinary action up to and including termination.10-103 Social Networking/Media (continued)Be Fair to OthersIt is best to be fair and respectful to fellow employees, and those who work on behalf of the Company or the Company's legitimate business interests. Also, keep in mind that you are more likely to resolve work-related complaints by speaking directly with your co-workers or by utilizing the Open Door Policy than by posting complaints to a social media site. Nevertheless, if you decide to post complaints or criticism, avoid using statements, photographs, videos, or audio that reasonably could be viewed as malicious, obscene, threatening or intimidating or that might constitute bullying, discrimination or harassment on the basis of race, sex, disability, religion or any other status protected by law or Company policy. Examples of such conduct might include offensive posts meant to intentionally harm someone's reputation or posts that could contribute to a hostile work environment on the basis of race, sex, disability, religion or any other status protected by law or Company policy.Be Honest and AccurateMake sure you are always honest and accurate when posting information or news, and if you make a mistake, correct it quickly. Be open about any previous posts you have altered. Remember that the Internet archives almost everything; therefore, even deleted postings can be searched. Never post any information or rumors that you know to be false about the Company, fellow employees, customers, potential employees, and those who work on behalf of the Company or the Company's legitimate business interests.Post Appropriate and Respectful ContentMaintain the confidentiality of financial and other personal information relating to our business and clients. Do not disclose the Company's confidential business or proprietary information that is purposefully kept confidential internally and/or externally, such as but not limited to, internal reports, revenue and cost reports, internal policies and procedures, or other internal business-related confidential communications.Do not create a link from your blog, website, or other social networking site to a Company website without identifying yourself as a Company employee.Express only your personal opinions. Never represent yourself as a spokesperson for the company. If the company is a subject of the content you are creating, be clear and open about the fact that you are an employee and make it are an clear that your views do not represent those of fellow employees or those who work on behalf of the Company or the Company's legitimate business interests. If you do publish a blog or post online related to the work you do or subjects associated with the company, make it clear that you are not speaking on behalf of the company. It is best to include a disclaimer such as “the postings on this site are my own and do not necessarily reflect the views of XYZ Cleaners Inc.”10-103 Social Networking/Media (continued)Using Social Media at WorkRefrain from using social media while on working hours or on equipment we provide, unless it is work-related as authorized by your manager or consistent with the Company's computer usage policies. "Working hours” includes all time that you are paid to perform Company’s duties and does not include breaks, lunch periods, and time prior to and after working hours.Retaliation is ProhibitedThe company prohibits taking negative action against any employee for reporting a possible deviation from this policy or for cooperating in an investigation. Any employee who retaliates against another employee will be subject to disciplinary action, up to and including termination.For More InformationIf you have questions or need further guidance on personal social media use, please contact your supervisor/manager.10-104 Personal Telephone Calls and Cell Phone UseIt is important to keep our telephone lines free for customer calls. Although theoccasional use of the Company's telephones for a personal emergency may benecessary, routine personal phone calls are discouraged.Cellular phone use while on work time is not allowed. If someone needs to get ahold of you for an emergency, please have them contact the main office numberat (XXX) XXX-XXXX. Personal cellular phones should only be used during break times. Excessivepersonal calls during the work day, regardless of the phone used, can interferewith employee productivity and can be distracting to others. Employees aretherefore, asked to make any other personal calls on non-work time, whenpossible, and to ensure that friends and family members are aware of XYZCleaners Inc.'s policy regarding personal telephone calls.The Company will not be liable for the loss of personal cellular phones or anyelectronic equipment that is brought into the workplace.10-105 ConfidentialityAll Company employee and customer information is to be treated with the utmost discretion and confidentiality. All records and files maintained by XYZ Cleaners Inc. are proprietary and confidential. During employment and after separation, there can be no discussion, photocopying, or duplication of customer information. Also, removal of company records and information from the premises is prohibited.The information distributed and/or discussed at group meetings is of a confidential nature and should under NO circumstances be divulged to any family member or to any other party outside the Company. As part of the orientation Process, employees may be asked to sign a Confidentiality Agreement specific to XYZ Cleaners Inc.Violations of Company confidentiality could result in disciplinary action, up to andincluding termination of employment and civil/criminal proceedings.10-106 Solicitation and DistributionIt is the policy of the Company to maintain a secure, efficient work environment and to avoid disruptions in the workplace caused by solicitation and distribution by employees or non-employees. The following represents XYZ Cleaners, Inc.'s policy on Non-Solicitation and Distribution.Generally, the Company does not allow selling, solicitation, distribution ofliterature, or political activities by our employees during work time in work areas. Employees may solicit each other and distribute literature during non-work time in non-work areas.Employees are not permitted to sell goods or services for personal gain on Company property. Our customers also may have rules and restrictions related to these subjects.For the purpose of this policy, "work time" means the work time of both the employee doing the solicitation and the employee being solicited. An employee who is not on work time should not distribute literature to an employee who is on work time. It does not include the employees break periods or mealtimes.Employees are not allowed to use Company property or facilities such as: stationery copiers, messenger services, computers, facsimile machines, or telephones to solicit or conduct business on behalf of non-work related organizations, associations, individuals or groups.It is the responsibility of each Company employee to advise any outside solicitor of our policy. All violations of this policy must be reported to your immediate supervisor. These guidelines are interpreted and enforced in a manner consistent with all applicable laws and regulations.10-107 Care Of EquipmentXYZ Cleaners Inc. provides its property and equipment for business use by its employees. No XYZ Cleaners Inc. property or equipment can be removed from the premises without the proper written permission of management.If you lose, damage, or break any XYZ Cleaners Inc. property, it should be reported to your supervisor/manager immediately.10-108 Severe Weather ConditionsInclement weather is normal during winter months. Unless roads are legally closed, employees are expected to be at work when scheduled. In the event that the Company will not be open for business for the day due to weather related issues, this time will not be paid to non-exempt employees.Employees will be notified via phone, text, or email by 6:00 AM if the Company is not opening. Please make sure your supervisor/manager has all of your current updated contact information. If you have not been contacted, please call your supervisor/manager before leaving for work.Supervisor/Manager’s cell phone number is: (XXX) XXX-XXXXPresident/Owner’s cell phone number is: (XXX) XXX-XXXXIn any case, if you aren't coming to work, you must notify your supervisor/manager immediately.10-109 Fraternization and NepotismXYZ Cleaners Inc., in order to avoid an actual or perceived conflict of interest, prohibits dating between a supervisor/manager and one of their direct report employees.A supervisor/manager may not hire a person to work under their supervision if that person is a member of the supervisor/manager's immediate family. Spouse, parents, grandparents, in-laws, children, sisters, brothers, nieces, and nephews are considered immediate family for purposes of this policy. Only under special circumstances, and at the discretion of the President/Owner, can this be waived. Company Vehicle UseThe following are the rules relative to the use of Company provided vehicles:Vehicles are to be kept clean both interior and exterior and will be washed when necessary to convey a positive image of the company. Smoking is prohibited in Company vehicles.Only employees of XYZ Cleaners Inc. will be permitted to use a XYZ Cleaners Inc. vehicle.All employees using an XYZ Cleaners Inc. vehicle must have a valid New York State driver’s license.Vehicles are to be used primarily for company purposes but for any personal use the employee will be charged the standard mileage rate for each mile of personal use. Receive rates from the supervisor/ManagerThe privilege to use a Company vehicle may be immediately withdrawn for any reason, including if the employee violates any of the rules set forth above or if any of the following conditions occur:If the employee loses his/her driver's license for any cause whatsoever. If the employee is guilty of alcohol or drug abuse, whether in connection with the use of the vehicle or otherwise.Disproportionate personal use of the vehicle as related to company use. If the employee, as a result of his/her negligence, causes a motor vehicle accident which would cause an increase in the Company’s insurance rates.Any acts which could be considered detrimental to the reputation of the Company.If the employee fails to meet the objectives set forth by the Company in which the in vehicle is being used.10-111 Violence in the WorkplaceXYZ Cleaners Inc. has zero tolerance for any employee who intimidates, threatens, or infers violence against any employee of XYZ Cleaners, Inc. XYZ Cleaners Inc. will take immediate action, which could include the involvement of law enforcement. Therefore, provoking a fight, fighting, or serious horseplay is prohibited at all times. Any employee witnessing such activity has an obligation to report such activity to their supervisor/ manager. Violation of this policy could result in immediate termination of employment.Employees of XYZ Cleaners Inc. are prohibited from possessing firearms, weapons, or explosives of any kind while on XYZ Cleaners, Inc. premises. No employee shall be allowed to bring and store such items either in their personal vehicle on XYZ Cleaners Inc. premises or in any XYZ Cleaners Inc. vehicle.The above is also a zero tolerance policy and besides termination of employment, it could lead to legal action by local authorities.IF YOU LEAVE US11-100 ResignationIf you must voluntarily leave our Company, we require that you give us at least two weeks of written notice of your intent to leave.Such thoughtfulness will be noted in your personnel file for future references. We do not give out letters of reference to departing employees, but we will confirm for prospective employers your dates of employment, and job title.If you do not comply as noted above, any unused prorated vacation time that isowed to you, will not be paid out. In addition, any Company identification badges, computer security codes, Company keys, Company equipment, and Company materials must be returned upon termination.You should notify XYZ Cleaners Inc. if your address changes during the calendar year in which termination occurs so that your tax information will be sent to the proper address.RECEIPT FOR EMPLOYEE HANDBOOK12-100 Receipt for Employee Handbook (Employee Copy)I hereby acknowledge that I have received a copy of XYZ Cleaners Inc.'sEmployee Handbook that outlines the policies, procedures, rules, and regulationsof the Company. I further acknowledge that I will read the contents of thisemployee handbook and agree to abide by the policies contained within.I understand that XYZ Cleaners Inc. reserves the right to interpret, add, modify or revoke any provision in this handbook at any time, with or without notice. I also understand that this handbook supersedes any previous employee handbook or policy issued by XYZ Cleaners Inc.Employment at XYZ Cleaners Inc. is employment at-will. Accordingly, this Employee Handbook is not intended to be a contract of employment, a warranty of benefits, or a limitation on the Company's ability to terminate an employee for any lawful reason. Nothing in this handbook can be used to establish a cause of action or claim against XYZ Cleaners Inc._______________________________EMPLOYEE'S NAME (PLEASE PRINT)________________________________EMPLOYEE'S SIGNATURE_________________________________DATE OF SIGNATURE AND RECEIPTRECEIPT FOR EMPLOYEE HANDBOOK12-100 Receipt for Employee Handbook (Employer Copy)I hereby acknowledge that I have received a copy of XYZ Cleaners Inc.'sEmployee Handbook that outlines the policies, procedures, rules, and regulationsof the Company. I further acknowledge that I will read the contents of thisemployee handbook and agree to abide by the policies contained within.I understand that XYZ Cleaners Inc. reserves the right to interpret, add, modify or revoke any provision in this handbook at any time, with or without notice. I also understand that this handbook supersedes any previous employee handbook or policy issued by XYZ Cleaners Inc.Employment at XYZ Cleaners Inc. is employment at-will. Accordingly, this Employee Handbook is not intended to be a contract of employment, a warranty of benefits, or a limitation on the Company's ability to terminate an employee for any lawful reason. Nothing in this handbook can be used to establish a cause of action or claim against XYZ Cleaners Inc._______________________________EMPLOYEE'S NAME (PLEASE PRINT)________________________________EMPLOYEE'S SIGNATURE_________________________________DATE OF SIGNATURE AND RECEIPT ................
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