PWT Employee Guidelines



Pacific Western Technologies2011PWT Employee GuidelinesEmployment HandbookTable of Contents TOC \o "1-3" \h \z \u Welcome to PWT! PAGEREF _Toc311621161 \h 6Introduction to the Company PAGEREF _Toc311621162 \h 6The PWT Mission PAGEREF _Toc311621163 \h 6The PWT Vision PAGEREF _Toc311621164 \h 6PWT Core Values PAGEREF _Toc311621165 \h 6Purpose of This Handbook PAGEREF _Toc311621166 \h 6Employment at PWT PAGEREF _Toc311621167 \h 7Equal Employment Opportunity PAGEREF _Toc311621168 \h 7Harassment Will Not Be Tolerated PAGEREF _Toc311621169 \h 7Harassment PAGEREF _Toc311621170 \h 7Sexual Harassment PAGEREF _Toc311621171 \h 7ADA and Religious Accommodation PAGEREF _Toc311621172 \h 8Dating PAGEREF _Toc311621173 \h 8Complaint Procedure PAGEREF _Toc311621174 \h 9Employment of Relatives PAGEREF _Toc311621175 \h 9Client Agreements PAGEREF _Toc311621176 \h 9Quality PAGEREF _Toc311621177 \h 9Hiring at PWT PAGEREF _Toc311621178 \h 10PWT Bulletin Board PAGEREF _Toc311621179 \h 10Recruitment PAGEREF _Toc311621180 \h 10Internal Application Procedures PAGEREF _Toc311621181 \h 10Refer a New Hire; Get a Bonus! PAGEREF _Toc311621182 \h 10Employee Classifications PAGEREF _Toc311621183 \h 11Exempt Employees PAGEREF _Toc311621184 \h 11Non-Exempt Employees PAGEREF _Toc311621185 \h 11Temporary Employees PAGEREF _Toc311621186 \h 11Part-Time and Full-Time Employees PAGEREF _Toc311621187 \h 12Overtime Compensation Work Week PAGEREF _Toc311621188 \h 12Performance Reviews PAGEREF _Toc311621189 \h 12Hours of Work PAGEREF _Toc311621190 \h 12Flexible Scheduling PAGEREF _Toc311621191 \h 12Notification of Absences PAGEREF _Toc311621192 \h 12Pay Policies PAGEREF _Toc311621193 \h 13Payday PAGEREF _Toc311621194 \h 13Payroll Deductions PAGEREF _Toc311621195 \h 13Pay for Exempt Employees PAGEREF _Toc311621196 \h 13Expense Reimbursement PAGEREF _Toc311621197 \h 13Procedures for Travel Expenses PAGEREF _Toc311621198 \h 13Air Travel PAGEREF _Toc311621199 \h 14Lowest Logical Fare PAGEREF _Toc311621200 \h 14Web Fares PAGEREF _Toc311621201 \h 14Downgrading/Upgrading Travel Class PAGEREF _Toc311621202 \h 15Flight Cancellation / Unused Tickets PAGEREF _Toc311621203 \h 15Airline Promotions and Memberships PAGEREF _Toc311621204 \h 15Personal Travel Combined with Business PAGEREF _Toc311621205 \h 15Mileage Reimbursement PAGEREF _Toc311621206 \h 15Employee Benefits PAGEREF _Toc311621207 \h 16Employee Benefit Plans PAGEREF _Toc311621208 \h 16Health and Welfare Benefits PAGEREF _Toc311621209 \h 16Rehabilitation and the EAP PAGEREF _Toc311621210 \h 16Benefit Eligibility PAGEREF _Toc311621211 \h 16Retirement Benefits PAGEREF _Toc311621212 \h 16401K Plan PAGEREF _Toc311621213 \h 16Workers’ Compensation Insurance PAGEREF _Toc311621214 \h 17Tuition Reimbursement PAGEREF _Toc311621215 \h 17Corporate Matching Charity Contribution Program PAGEREF _Toc311621216 \h 17Use of Company Property PAGEREF _Toc311621217 \h 18Company Property PAGEREF _Toc311621218 \h 18Company Cars PAGEREF _Toc311621219 \h 18Telephone System PAGEREF _Toc311621220 \h 18Return of Company Property PAGEREF _Toc311621221 \h 18Paid and Time Off PAGEREF _Toc311621222 \h 19Paid Time Off (PTO) PAGEREF _Toc311621223 \h 19PTO accrues as follows: PAGEREF _Toc311621224 \h 19PWT Hardship Leave Bank PAGEREF _Toc311621225 \h 19Guidelines PAGEREF _Toc311621226 \h 19Holidays PAGEREF _Toc311621227 \h 20Family and Medical Leave PAGEREF _Toc311621228 \h 20Military Family Leave Entitlements PAGEREF _Toc311621229 \h 20Benefits and Protections PAGEREF _Toc311621230 \h 20Eligibility Requirements PAGEREF _Toc311621231 \h 21Definition of Serious Health Condition PAGEREF _Toc311621232 \h 21Use of Leave PAGEREF _Toc311621233 \h 21Substitution of Paid Leave for Unpaid Leave PAGEREF _Toc311621234 \h 21Employee Responsibilities PAGEREF _Toc311621235 \h 22PWT’s Responsibilities PAGEREF _Toc311621236 \h 22Unlawful Acts PAGEREF _Toc311621237 \h 22Enforcement PAGEREF _Toc311621238 \h 22Bereavement Leave PAGEREF _Toc311621239 \h 22Medical Leave (For EMPLOYEES Pre- and Post-FMLA) PAGEREF _Toc311621240 \h 22Accommodations for Nursing Mothers PAGEREF _Toc311621241 \h 23Military Leave PAGEREF _Toc311621242 \h 23Parental Involvement Leave (Paid Leave Substitution) PAGEREF _Toc311621243 \h 23Use of Leave PAGEREF _Toc311621244 \h 23Paid Leave Substitution PAGEREF _Toc311621245 \h 23Notice Requirements PAGEREF _Toc311621246 \h 24Limitations on Leave PAGEREF _Toc311621247 \h 24Personal Leave PAGEREF _Toc311621248 \h 24Voting PAGEREF _Toc311621249 \h 24Jury Duty PAGEREF _Toc311621250 \h 24Disaster Leave PAGEREF _Toc311621251 \h 24Telecommuting PAGEREF _Toc311621252 \h 25Eligibility PAGEREF _Toc311621253 \h 25Job Responsibilities PAGEREF _Toc311621254 \h 25Alternate Work Area PAGEREF _Toc311621255 \h 25Equipment PAGEREF _Toc311621256 \h 25Professional Registrations and Organizations PAGEREF _Toc311621257 \h 26Professional Registrations PAGEREF _Toc311621258 \h 26Terms for reimbursement PAGEREF _Toc311621259 \h 26Related Items PAGEREF _Toc311621260 \h 26Professional Organizations PAGEREF _Toc311621261 \h 26Membership Dues PAGEREF _Toc311621262 \h 26Meals PAGEREF _Toc311621263 \h 27Organizational Conventions or Conferences PAGEREF _Toc311621264 \h 27Performance PAGEREF _Toc311621265 \h 27Job Performance PAGEREF _Toc311621266 \h 27Performance Reviews PAGEREF _Toc311621267 \h 27Workplace Behavior PAGEREF _Toc311621268 \h 27Please Act Professionally PAGEREF _Toc311621269 \h 27Punctuality and Attendance PAGEREF _Toc311621270 \h 27Employee Appearance and Dress PAGEREF _Toc311621271 \h 28Dress Code for Travel, Client Interaction, and Trade Shows PAGEREF _Toc311621272 \h 28Insubordination PAGEREF _Toc311621273 \h 28Discipline PAGEREF _Toc311621274 \h 28Discipline/Discharge PAGEREF _Toc311621275 \h 28Safety PAGEREF _Toc311621276 \h 29Workplace Security PAGEREF _Toc311621277 \h 29Keys, Credit Cards, and Other Restricted Access Items PAGEREF _Toc311621278 \h 29Smoking and Use of Tobacco PAGEREF _Toc311621279 \h 30Violence PAGEREF _Toc311621280 \h 30Searches PAGEREF _Toc311621281 \h 30What to Do in Case of Violence PAGEREF _Toc311621282 \h 30Inclement Weather Policy PAGEREF _Toc311621283 \h 30Computers, Email and the Internet PAGEREF _Toc311621284 \h 31Email PAGEREF _Toc311621285 \h 31Deleting Emails PAGEREF _Toc311621286 \h 31Internet Use PAGEREF _Toc311621287 \h 31Software Use PAGEREF _Toc311621288 \h 31Personnel Files PAGEREF _Toc311621289 \h 32Work Eligibility Records PAGEREF _Toc311621290 \h 32Drugs and Alcohol PAGEREF _Toc311621291 \h 32Drug and Alcohol Use PAGEREF _Toc311621292 \h 32Inspection and Search PAGEREF _Toc311621293 \h 33Drug Testing PAGEREF _Toc311621294 \h 33Trade Secrets and Conflicts of Interest PAGEREF _Toc311621295 \h 33Confidentiality and Trade Secrets PAGEREF _Toc311621296 \h 33Confidentiality Procedures PAGEREF _Toc311621297 \h 33Conflicts of Interest PAGEREF _Toc311621298 \h 34Code of Ethics PAGEREF _Toc311621299 \h 34Ending Employment PAGEREF _Toc311621300 \h 34Final Paychecks PAGEREF _Toc311621301 \h 34Exit Interviews PAGEREF _Toc311621302 \h 34References PAGEREF _Toc311621303 \h 34Re-employment PAGEREF _Toc311621304 \h 35Welcome to PWT!It is a pleasure to welcome employees to Pacific Western Technologies, Ltd. PWT is an energetic and creative company dedicated to high standards of excellence and quality. Great value is placed on each employee with the hope that every employee finds work at PWT rewarding and satisfying. This section introduces the Company’s history, purpose and goals to assist employees with a better understanding of the company and what it does. PWT is a special place—made all the more so by the hard work and dedication of its employees.Introduction to the CompanyPWT has over 20 years of experience providing environmental, geospatial, facility management, and information technology services to clients nationwide.?The PWT MissionCreating successful partnerships with our customers through our commitment to quality, innovation, and sustainability that guide our engineering and management solutions.The PWT VisionTo create lasting value for our clients by delivering innovative, sustainable solutions. PWT Core Values Passion for our Customers -We offer real solutions that fill our customer's needs and provide lasting value. We are passionately interested in our customers and maintain the highest level of ethics without compromise.Achievement - Our customer's success is our success.?We are a high performance culture setting the highest level of standards. Our culture of achievement is contagious and raises the level of performance for all those who interact with PWT employees.Positive Social Contribution-We contribute to the success of our clients through efficient delivery of services. We provide solutions that are sustainable, green, and heal the environment. ?We make the world a better place to live.?Innovation -We are a technology company that creates customized solutions to exceed our client's needs. We differentiate ourselves by solving new problems in an ever-changing world and developing new approaches to common services. Our internal innovations lead to efficiencies and a high return on our investment. Technology is in our name.Our Greatest Resource -Our employees have a personal commitment that is above the standard for our industry. Employees drive our company and are our greatest resource. Each employee makes a difference and our team settle for nothing less.The Team -It takes all of us to win. We communicate, engage, and support each other to achieve our goals. With enthusiasm, we work together to provide the highest level of service to our clients and to each other. ?Teamwork is essential to PWT's success. ?Excellence -We care about what we do. PWT delivers a level of quality, performance, and value that earns the respect and loyalty of our customers. Quality, Health, and Safety management is critical to our continued success.Ethics and Integrity-We embody honesty, professionalism, ethical behavior, and integrity with our staff and clients in everything we do. Our reputation is paramount to our success.?Purpose of This HandbookPWT thinks that employees are happier and more valuable if they know what they can expect from the Company and what the Company expects from them. In the preceding sections, the Company’s history, values, culture and goals were introduced. Employees are expected to incorporate that information into their day-to-day job performance, striving to meet the Company’s values in everything they do. The remainder of this Handbook will outline the privileges, benefits and responsibilities of being an employee at PWT. This Handbook can only highlight and summarize the Company’s guidelines. Detailed information may be found with the Human Resources Department. In the Company, as in the rest of the world, circumstances are constantly changing. As a result, PWT may have to revise, rescind or supplement these guidelines from time to time. Nothing in this Handbook is a contract or a promise. NOR ARE THEY A GUARANTEE OF EMPLOYMENT FOR A SPECIFIC DURATION. NO REPRESENTATIVE OF PWT, OTHER THAN THE COO or CEO OF THE COMPANY, HAS THE AUTHORITY TO ENTER INTO AN AGREEMENT OF EMPLOYMENT FOR ANY SPECIFIED PERIOD AND SUCH AGREEMENT MUST BE IN WRITING, SIGNED BY THE COO or CEO AND THE EMPLOYEE.The guidelines can change at any time, for any reason, without warning. PWT is always looking for ways to improve communications with employees. Employees are encouraged to forward suggestions for ways to improve this Handbook in particular or employee relations in general, to their Division Director or Human Resources Representative.Employment at PWTEqual Employment OpportunityIt is the policy of PWT not to discriminate and to provide equal employment opportunity to all qualified persons regardless of race, creed, color, sex, national origin, age (40 and over), disability, veteran status, marital status, sexual orientation, citizenship, genetic information, or other basis prohibited by federal, state or local laws or regulations. This policy is applied to all employment actions including but not limited to recruitment, hiring, promotion, transfer, demotion, layoff, termination, rates of pay or other forms of compensation and selection for training including apprenticeship. This policy applies to all employees, including management, co-workers, and non-employees such as customers, clients and vendors.Harassment Will Not Be ToleratedHarassmentThe Company strives to maintain a work environment free of unlawful harassment. In doing so, the Company prohibits unlawful harassment because of age 40 and over, race, sex, color, religion, national origin, disability, genetic information, or any other applicable status protected by state or local law.Unlawful harassment includes verbal or physical conduct that has the purpose or effect of substantially interfering with an individual’s work performance or creating an intimidating, hostile, or offensive work environment. Actions based on an individual’s age 40 and over, race, sex, color, religion, national origin, disability, genetic information, or any other applicable status protected by state or local law will not be tolerated. Prohibited behavior may include but is not limited to the following:Written form such as cartoons, e-mail, posters, drawings, or photographsVerbal conduct such as epithets, derogatory comments, slurs, or jokesPhysical conduct such as assault, or blocking an individual’s movementsThis policy applies to all employees including management, co-workers and non-employees such as customers, clients, vendors, consultants, etc.Sexual HarassmentBecause sexual harassment raises issues that are to some extent unique in comparison to other harassment, the Company believes it warrants separate emphasis. Accordingly, harassment will not be tolerated at PWT and the Company strongly opposes sexual harassment and inappropriate sexual conduct. Sexual harassment is defined as unwelcome sexual advances, requests for sexual favors, and other verbal or physical conduct of a sexual nature, when:Submission to such conduct is made explicitly or implicitly a term or condition of employment.Submission to or rejection of such conduct is used as the basis for decisions affecting an individual’s employment.Such conduct has the purpose or effect of substantially interfering with an individual’s work performance or creating an intimidating, hostile, or offensive work environment.All employees are expected to conduct themselves in a professional and businesslike manner at all times. Conduct which may violate this policy includes, but is not limited to, sexually implicit or explicit communications whether in:Written form, such as cartoons, posters, calendars, notes, letters, e-mails.Verbal form, such as comments, jokes, foul or obscene language of a sexual nature, gossiping or questions about another’s sex life, or repeated unwanted requests for dates.Physical gestures and other nonverbal behavior, such as unwelcome touching, grabbing, fondling, kissing, massaging, and brushing up against another’s body.If an employee experiences or witnesses any form of harassment in the workplace, they should immediately notify the Company by following the steps outlined in the Complaint Policy If there are any questions about behavior possible constituting harassment, the employee should contact their Human Resources Representative. PWT will not retaliate, or allow retaliation, against anyone who complains of harassment, assists in a harassment investigation or files an administrative charge or lawsuit alleging harassment. All employees in a management function are required to immediately report any incidents of harassment to the CEO of PWT, the COO of PWT, or the Human Resources Department, as set forth in PWT’s Complaint Policy.PWT will investigate any complaint thoroughly and impartially. Employees are subject to appropriate disciplinary action, up to and including termination, for violation of this policy. ADA and Religious AccommodationThe Company will make reasonable accommodation for qualified individuals with known disabilities and employee whose work requirements interfere with a religious belief unless doing so would result in an undue hardship to the Company or a direct threat. Employees needing such accommodations are instructed to contact their supervisor or Human Resources immediately.In support of our equal employment principle the Company has developed written affirmative action plans for women, minorities, individuals with disabilities, and covered veterans. The Company’s EEO/AA coordinator is The COO of the Company, at the Company’s facility located at 11049 W 44th Avenue, Wheat Ridge, Colorado. The EEO/AA coordinator is responsible for compliance with state and federal EEO laws and affirmative action regulations and is also responsible for implementing the Company’s Affirmative Action Plan (AAP), including equal employment practices, monitoring, and internal reporting. If you believe you have not been treated in accordance with this policy, please contact the EEO Officer. Our AAP for Veterans and the Disabled is available to you in their office during regular office hours or by appointment. All employees and applicants for employment are protected, by both company policy and equal employment opportunity/affirmative action regulations and law, from coercion, intimidation, interference, or discrimination for filing a complaint or assisting in an investigation. Any employee or applicant who believes that he or she has been discriminated against in violation of this policy or has been the subject of harassment should immediately file a complaint with the Human Resources Department, as explained in PWT’s Complaint Policy.Employees are encouraged to come forward if they believe that they have suffered or witnessed discrimination. PWT will not retaliate, or allow retaliation, against any employee or applicant who complains of discrimination, assists in an investigation of possible discrimination or files an administrative charge or lawsuit alleging discrimination. All employees in a management function (as defined in PWT's Harassment Policy) are required to report any discriminatory conduct or incidents in accordance with PWT’s Complaint Policy.PWT will not tolerate discrimination against any employee or applicant and will take immediate and appropriate disciplinary action against any employee who violates this policy up to an including termination.Dating PWT strongly believes that an environment where employees maintain clear boundaries between personal and business interactions is most effective for conducting business. Although this policy does not prevent the development of friendships or romantic relationships, it does establish very clear boundaries as to how relationships will progress during working hours and within the working environment. Individuals in managerial relationships or other influential roles are subject to more stringent requirements under this policy due to the greater trust and responsibility inherent in their positions, their access to sensitive information and their ability to influence others.Employees are strictly prohibited from engaging in physical contact that would in any way be deemed inappropriate by a reasonable person while on Company premises at anytime. Employee off-duty conduct is generally regarded as private, as long as such conduct does not create problems within the workplace. An exception to this principle, however, is romantic or sexual relationships between managers and subordinates that create a conflict of interest for the Company. Employees in a managerial function (as defined in PWT’s Harassment Policy) or anyone else in sensitive or influential positions must disclose the existence of any relationship with a subordinate or other person under their direction. Disclosure may be made to the Division Director, COO of PWT, CEO of PWT or to the Human Resources Department. This disclosure will enable PWT to determine whether any conflict of interest exists because of the relative positions of the individuals involved. Where problems or potential risks are identified, PWT will work with the parties involved to consider options for resolving the conflict. The initial solution will be to remove the parties from a direct manager-subordinate relationship. Matters such as hiring, firing, promotions, performance management, compensation decisions, financial transactions, are examples of situations that may require reallocation of responsibilities to avoid any actual or perceived conflict of interest or appearance of favoritism. In some cases, the Company will transfer an employee to another position or department. Complaint ProcedureIf an employee believes there has been a violation of the EEO policy or harassment based on the protected classes outlined above, including sexual harassment, they are asked to please use the following complaint procedure. The Company expects employees to make a timely complaint to enable the Company to investigate and correct any behavior that may be in violation of this policy.They may report the incident to the COO of the Company, he Human Resources Department or the CEO of the Company who will investigate the matter and take corrective action. The complaint will be kept as confidential as practical. Employees who prefer not to go to either of these individuals with their complaint should report the incident to their Division Director.The Company prohibits retaliation against an employee for filing a complaint under this policy or for assisting in a complaint investigation. If an employee perceives retaliation for making a complaint for their participation in the investigation, they are asked to follow the complaint procedure above. The situation will be investigated.Employment of RelativesUsually, this Company will not refuse to hire someone simply because he or she is related to one of the current employees of PWT. If the employee has a relative whom they think would be perfect to fill an open position in the Company, they should not hesitate to refer this person to PWT. There are times, however, when employing relatives is inappropriate and has the potential to affect the morale of other employees and to create conflicts of interest for the relatives involved. Therefore, PWT will not hire relatives of current employees where one relative would be in a supervisory position over the other, have access to confidential personnel information and have financial decision making within the Company.If two employees become related while working for the Company, and if one of them is in a position of supervision over the other, only one of the employees will be allowed to keep his or her current position. The other will either have to transfer to another position or leave the Company. The employees will be able to work with the Company in deciding who will transfer to another position or leave the Company. The term “relatives” refers to husbands, wives, live-in partners, parents, children, siblings, in-laws, cousins, aunts and uncles. This policy covers biological relationships, marriage relationships, step relationships and anyone living in the same household as an employee. Client AgreementsSome client agreements may require that employees performing services undergo a background investigation. Accordingly, employees may be required to provide a written authorization to the Company to perform a background investigation. Failure to provide written consent in this situation may result in a reassignment or even disciplinary action. Quality PWT is committed to achieving total customer satisfaction through vigorous innovation and constant improvement of its business processes. The company values its customers and strives to successfully deliver high quality services on time, every time. To fulfill the mission, PWT maintains a practical but comprehensive Quality Policy based on its stated commitment to customer satisfaction and continuous improvement. Hiring at PWTPWT Bulletin BoardEmployees can find important information about the Company and employment opportunities posted on the bulletin board located in the employee break room and/or area. This is also the place where the Company posts important information regarding l employee rights, including information about equal employment opportunity laws and wage and hour laws. Employees are expected to periodically read the information on the bulletin board. RecruitmentPWT knows that the Company is only as good as the PWT employees, so the Company searches as widely as possible for talented and motivated individuals to fill vacant positions in the Company. In addition to looking outside the Company for new hires, The Company also looks within. After all, the value and quality of the PWT’s current employees is widely known. The Company strives to post internal job openings on the employee bulletin boards wherever feasible. Employees are encouraged to apply for jobs that they see posted that interest them by following the Internal Application Procedures (see below). Employees are also encouraged to recruit and refer external applicants for open positions. If an employee refers someone whom the Company eventually hires, PWT may thank the employee for their efforts with a referral bonus when it is appropriate and if the Company is in a position to do so. See section “Refer a New Hire; Get a Bonus!” below, for details. Internal Application ProceduresSometimes, the best person for a job is right under the Company’s nose. As a result, employees are encouraged to apply for vacant positions that interest them. All internal job openings are posted on the employee bulletin boards. To apply for a position, an employee should give a cover letter, current resume and copy of the job posting to the Human Resources Department.Refer a New Hire; Get a Bonus!The Company recognizes the key role which existing staff may play in identifying and actively recruiting candidates for employment. To further encourage and reward this activity, the Company has established a New Employee Referral Bonus Program. Employees are currently eligible for a bonus for regular full-time new hires; however, the parameters for the bonus may be amended from time to time based on the Company's needs and the availability of applicants. The schedule of gross bonus payments is as follows: Level of New HireBonus Amount AwardedEntry Level $ 300Exempt Professional Level$ 500Exempt Senior/Management Level $ 700Questions regarding the New Employee Referral Bonus Program may be referred to the employee’s Division Director. To be eligible to receive a bonus, an employee must have been actively involved in the recruitment of the new hire and the new hire must have been employed successfully with PWT for at least 6 months. Active involvement must have included direct contact with the individual, taking such actions as: Informing the individual about the Company and of professional employment opportunities,Encouraging the individual to become a candidate for employment, Referring the individual to the Human Resources Department or other Company officials, Positively influencing the individual to accept an offer of employment once it is made. If more than one employee contributes significantly to the recruitment of a new hire, the bonus may be divided among them. To be eligible for a bonus, an employee's referral must be hired as a regular full-time employee. A request for a New Employee Referral Bonus should be made as soon as the new hire begins work and no later than thirty (30) days after the date of hire. It is the responsibility of the hiring manager to send a brief memo or electronic mail to the Human Resources Department, requesting payment of the referral bonus. (Example: "Please pay a New Employee Referral Bonus to John R. Smith for the recruiting/referral of Judy M. Jones who I have hired as a Senior Engineer.") All employees are eligible to participate in this program with the exception of: Human Resources. Division Directors where the referral is hired within their respective business unit or another business unit over which they have a hiring influence. Executive level employees. Any employee who is assigned to a recruitment activity (e.g., working at a job fair, or recruiting at a college) would not be eligible to receive a bonus for any new hire resulting from that assignment. Any employee hiring a staff member directly under their supervision, or assisting a Division Director in recruiting for a position. Employee ClassificationsEach employee receives a Payroll status. Exempt EmployeesExempt employees are not entitled to overtime.Non-Exempt EmployeesAn employee who is eligible for overtime pay after working 40 hours in a work week. The Company does not permit employees to take time off in lieu of receiving overtime pay.Non-exempt employees may be entitled to overtime pay for all overtime worked, as defined by state and/or federal law. Overtime work should be performed only with pre-authorization from the Employee’s Division Director. Failure to obtain pre-authorization for overtime work is prohibited. Employees should not request and the Division Director should not grant the opportunity to make up time for time missed if the make-up time will result in overtime work. Any time off that is scheduled or approved by a non-exempt employee's Division Director will be without pay, unless the employee elects to use accrued leave such as paid time off (PTO). Under appropriate circumstances, time off may also be paid in the form of bereavement leave, or if the employee is performing jury or military service.Overtime for non-exempt employees will be compensated as follows: In Colorado, non-exempt employees will be paid at the rate of one and one-half times their regular rate of pay for all hours worked in excess of 40 hours in a workweek and for all hours worked in excess of twelve hours in a workday. In locations outside of Colorado, unless state laws dictate otherwise, non-exempt employees will be paid at the rate of one and one half times their regular rate of pay for all hours worked in excess of 40 hours in a workweek. Minor employees shall not work in excess of 8 hours per day or 48 hours per week. Temporary EmployeesPeriodically, it becomes necessary for PWT to hire temporary individuals to perform a job or to work on a project that has a limited duration. Temporary employees are not eligible to participate in any of the PWT Company benefit programs, nor can they earn or accrue any leave, such as vacation leave or sick leave. PWT will provide to temporary employees any and all benefits mandated by law. Temporary employees cannot change from temporary status to any other employment status by such informal means as remaining in the employ of PWT for a long period of time or through oral promises made to them by coworkers, members of management or Division Directors. The only way a temporary employee’s status can change is through a written notification signed by the Human Resources Representative, the COO of PWT, or the CEO of PWT. Part-Time and Full-Time EmployeesDepending on the number of hours per week the employee is regularly scheduled to work, will determine whether or not an employee is either a part-time or a full-time employee. It is necessary that employees understand which of these classifications they fit into, because it will be important in determining whether they are currently entitled to benefits and leave. (See Sections 8 and 10 of this Handbook for information about who is entitled to benefits and leave.)Part-time employees: Employees who are regularly scheduled to work fewer than 32 hours per week are part-time employees.Full-time employees: Employees who are regularly scheduled to work at least 32 hours per week are full-time employees.Overtime Compensation Work Week For purposes of determining overtime, the work week begins at 12:01 a.m. Monday and ends at midnight Sunday.Employees may be asked to work beyond their normally scheduled hours when necessary to fulfill key business requirements. All overtime approval for non-exempt employees must be approved in advance by their Division Director. For the purposes of determining overtime pay, paid time off (such as; PTO, bereavement leave, holiday pay or jury duty) will not be used in calculating the hours worked in excess of twelve hours per workday or 40 hours per workweek. Performance ReviewsThe Company reviews the compensation and classifications of all full time and part time employees on an on-going basis. During that time a review of their compensation and classification may take place. Recommendations for employee compensation and classification changes outside of the normal performance review period are initiated by the employee's Division Director and approved by the Human Resources Representative. Administration of changes and job classifications are processed by the Human Resources Department contingent on receipt of the required personnel action form. Hours of WorkIt is PWT policy to provide regular working schedules. A typical workweek consists of 40 hours. The typical work schedule consists of eight hours per day for five consecutive days, Monday through Friday. A workweek begins at 12:01 a.m. Monday and ends at 12:00 midnight Sunday.A workday is usually from 8:00 a.m. to 5:00 p.m. with minor variations at some locations: subject to management approval. One hour is normally allowed for lunch, to be taken on the employee's own time. Each employee is also allowed one 10-minute break in the morning and another in the afternoon. Flexible SchedulingThe Company understands that many employees have to balance the demands of their job with the needs of their families and other outside commitments. Therefore, PWT offers its employees the opportunity to work a flexible schedule.If an employee would like to change their work schedule(for example, to come in and leave a couple of hours earlier or to work more hours on some days and fewer on others) they may talk to their Division Director. The Company will try to accommodate the request, to the extent practical. Because not all jobs are suitable to flexible scheduling, and because PWT must ensure that its staffing needs are met, the Company cannot guarantee that all requests will be granted. The typical work schedule consists of eight hours per day for five consecutive days, Monday through Friday.Notification of AbsencesPWT asks that employees notify their Division Director prior to the start of their normally scheduled shift (if possible), should they have to be out of the office because of illness or for personal reasons. It is the employee’s responsibility to personally inform their Division Director of their absence prior to their shift starting on each day of their absence. Failure to provide proper notification (i.e., to their Division Director) when absent from work for three (3) consecutive work days may result in termination. Additionally, in order for employees to be reached immediately in the event of family and business emergencies, and to ensure proper scheduling and coordination, the Company asks the following:When PWT Headquarters employees are to be away from the office during regularly scheduled working hours, they should update the scheduling board as to where they may be reached and when they expect to return. Employees should update the scheduling board upon returning. If an employee finds they will be unable to return at the scheduled time, they should advise their Division Director or receptionist by phone to assist with updating their scheduling board if one exists in their immediate area . Employees should update their email out of office assistant indicating who will be their back up when leaving on an approved vacation day and when their return is expected.Pay PoliciesPaydayEmployees are paid bi-weekly. Employees will receive their paycheck on Fridays. If payday falls on a holiday, employees will receive their paycheck on the last workday immediately before payday. Timesheets are due to Division Director by 9:00 a.m. every Monday. Payroll DeductionsEmployee’s paycheck reflects their total earnings for the pay period, as well as any mandatory or voluntary deductions from their paycheck. Mandatory deductions are deductions that PWT is legally required to withhold. Such deductions include federal income tax, Social Security tax (FICA) and any applicable state taxes. Voluntary deductions are deductions that employees have authorized. Such deductions might include benefit deductions, 401 (k) deductions, etc.If an employee has any questions about their payroll deductions, or wish to change their federal withholding form (Form W-4), they should contact the Payroll Department.Pay for Exempt Employees Exempt employees must be paid on a salary basis. This means exempt employees will regularly receive a predetermined amount of compensation each pay period on a weekly basis. The Company is committed to complying with salary basis requirements which allows properly authorized deductions. If you believe an improper deduction has been made to your salary, you should immediately report this information to Payroll. Reports of improper deductions will be promptly investigated. If it is determined that an improper deduction has occurred, you will be promptly reimbursed.Expense ReimbursementFrom time to time, employees may incur expenses on behalf of PWT. PWT will reimburse employees for actual work-related expenses incurred, as long as those expenses are reasonable. Employees must follow these procedures to get reimbursed:Get permission from their Division Director or immediate manager before incurring an expense. Keep a receipt or some other proof of payment for every expense. Submit receipts, along with an expense report, to the immediate manager for approval within 30 days of incurring an expense. The Division Director or immediate manager is responsible for submitting expense reports to the accounting department.Procedures for Travel ExpensesThe Company will reimburse employees for necessary and reasonable travel, business entertainment and non-travel business expenses incurred while conducting authorized company business. All expenditures must stand the test of reasonableness within the confines of appropriate corporate policies and procedures. The company will not reimburse any unreasonable claims.This policy outlines allowable expense reimbursement related to business travel that does not exceed 30 days within their region or 90 days outside of it. For business travel that does exceed these limits, a separate approval containing an expense estimate must be obtained from the CEO of the Company. The following should be considered during corporate business travel:Business travel will be used only when other business communication methods (e.g. teleconference, videoconference, telephone, email, letter, etc.) are not sufficient to effectively accomplish the necessary business.At a minimum,?for all business trips, employees must obtain their?Division Director’s "written" approval and contract workers must obtain "written" approval from their PWT sponsor.?? ?All travel reservations must be arranged centrally or monitored through PWT’s Designated Travel Agency where such designation exists. Travelers must submit a Traveler Profile to the Designated Travel Agency before any reservations are made.When the actual expenses are reimbursed, receipts should be submitted for all expenditures, regardless of cost. In the event that receipts are lost or not obtained, maximum reimbursement is $25 USD (or local currency equivalent) per expense item unless substantial justification and documentation are submitted with Division Director approval. Responsibility of the TravelerTravel and entertainment related expenses will be paid by the Company if they are deemed to be reasonable, appropriately documented, properly authorized and within the guidelines of these policies.Travelers are expected to neither lose nor gain financially when traveling on official Company business.Travelers are expected to take reasonable precautions prior to and during business travel to ensure their personal safety and health, especially while traveling outside their home country. It is the responsibility of the traveler to comply with all appropriate Company policies governing travel.Responsibility of the Authorized ApproverThe authorized approver must verify that expenses and expense reports meet the following criteria:The expense was incurred while conducting approved Company business,The expense was necessary and consistent with appropriate Company policies,The information contained on the expense report and in the attached documentation is accurate, andThe expenditure is charged to the proper account(s).Air TravelTravel shall be at the lowest logical fare of PWT’s regionally selected preferred carriers when designated and only Coach Class is authorized. Lowest Logical FareFor travel within and between the United States, the lowest logical airfare is determined using all of the following criteria:Use of Company preferred carriers.Non preferred carriers if the airfare difference versus the preferred carrier exceeds $100USD (or local currency equivalent) each way.A maximum of one stop each way.Routing does not increase the one-way total elapsed trip time (origin to destination) by more than two (2) hours.Departure and arrival must be no more than two (2) hours before or after requested time.Savings resulting from a stop must be at least $100USD (or local currency equivalent) each way to offset schedule inconvenience.Web FaresTravelers’ use of the Internet rather than the Company sponsored online travel booking tool to procure travel reservations directly is acceptable as long as the cost differential between the rates offered by the Designated Travel Agency and the Internet is greater than $200USD (or local currency equivalent), as long as the traveler submits proper documentation indicating that the Designated Travel Agency could not match or beat the rates. The following guidelines apply: Obtain an itinerary with a quote from Designated Travel Agency. The quote must be for the identical itinerary, i.e.: the same day, flight numbers, times, class of service, departure city and arrival city. A complete itinerary for the alternative flight must be submitted to the Travel department 3 working days prior to departure. A Travel Authorization with all pertinent information must be completed and approved prior to the departure of the trip. A copy of the Web Fare itinerary, passenger receipt and the Designated Travel Agency quote must be submitted with the expense report for reimbursement. If any of the required documentation is not provided, the Web ticket will not be reimbursed.Downgrading/Upgrading Travel Class PWT pays only for travel class actually used. A traveler may not downgrade the travel class he/she is entitled to in order to receive reimbursement for the difference or to use that reimbursement for personal companion(s) or personal travel. PWT will not pay to upgrade to next class of service when the travel class the traveler is entitled to is not available; an alternate flight must be used. A class of service upgrade is allowed if the ticket cost does not exceed the lowest logical airfare. PWT will not reimburse for the purchase of airline upgrades.Flight Cancellation / Unused TicketsCancellations to domestic electronic tickets must be made prior to flight departure. Traveler must provide adequate notice to the Designated Travel Agency in order to receive possible credit and to avoid lost credit.Any unused paper airline tickets must be returned immediately to the PWT Designated Travel Agency to obtain a credit; these tickets must not be attached to the expense report. The costs for unused airline tickets that are not returned to PWT are subject to payroll deduction at the discretion of the CEO and the COO or the Human Resources Department.Airline Promotions and MembershipsTravelers may retain any frequent flyer benefits that accrue as a result of Company paid business travel. However, the selection of a particular flight, carrier, or routing must be made with the Company’s best interest in mind and not to enhance a personal frequent flyer program or to upgrade to a higher class of service. Travelers will not be reimbursed for personal airline tickets, promotional frequent flyer coupons, etc. Membership fees for frequent flyer clubs are not reimbursable business expenses.Personal Travel Combined with BusinessIf elective personal travel is combined with business travel, only the business portion will be paid by PWT. Travelers must indicate any personal travel when booking a trip and make arrangements to pay in accordance with local procedures if it is reported and appropriately approved in advance. Mileage ReimbursementEmployees who use their own vehicle for Company business will be reimbursed at the current GSA (CONUS) published rate. Employees are not entitled to separate reimbursement for gas, maintenance, insurance or other vehicle-related expenses; the reimbursement rate, above, is intended to encompass all of these expenses. Before using a personal vehicle for work-related purposes, employees must demonstrate that they have a valid driver’s license and adequate insurance coverage. The Company does not reimburse employees for their commute to and from the workplace. To claim mileage reimbursement employees must follow these procedures:Keep a written record of all business-related travel, including the total mileage of each business trip, the date of travel, the location to which they traveled and the purpose of the trip.If the employee anticipates having to travel an unusually long distance, the employee should obtain their Division Director’s approval before making the trip.Employees must submit their expense record to their Director for approval on or before the last day of the month.Division Directors are responsible for submitting the employee’s record to the accounting department. If the expense record is approved, the employee will receive reimbursement payment with their next paycheck.Travel advances may be authorized when it is expected an employee may be incurring significant cash expenses. Employee BenefitsEmployee Benefit PlansAs part of its commitment to PWT employees and their well-being, PWT currently provides employees with a variety of Health and Welfare Benefit plans: Medical PlanDental PlanVision Care PlanEmployee Assistance PlanShort Term DisabilityLong Term DisabilityVoluntary Life Insurance PlansFlexible Spending AccountsAlthough PWT introduces these plans in this section, the Company cannot provide the details of each plan here Official plan documents for each of the benefit plans that PWT offers can be located through the Human Resources Department. Those documents (along with any updates) should be the primary resource for information about the PWT benefit plans. If there is any conflict between those documents and the information in this Handbook, the official plan documents will take precedence over the Handbook.The Human Resources Department can be contacted regarding any questions related to the information within the plan documents or about the benefits PWT offers. Health and Welfare BenefitsPWT Health and Welfare benefits are designed to assist employees in finding resources for a healthier living and to perhaps lower their health care expenses while offering guidance when employees need it the most. For details please see the PWT Intranet Site. Rehabilitation and the EAPBecause PWT cares about the health and welfare of its employees, the Company benefits package includes an Employee Assistance Program (EAP) that currently includes providing assistance to employees who suffer from substance abuse problems, personal problems or emotional problems.Benefit EligibilityEmployees working 32 hours a week or more are eligible for all health and welfare benefits and share the cost of the premiums for the benefits. For Medical, Dental and Vision eligible employees may elect to cover a spouse, domestic partner and/or children who are under 26 years of age at the employee’s expense. Medical, dental and vision benefits are effective on date of hire. Retirement Benefits401K Plan PWT currently provides a 401(k) Retirement Savings Plan to help employees accumulate financial resources for retirement. Subject to statutory limits on tax deductibility, the Plan allows employees to elect how much of their salary they want to contribute to the Plan and to direct the investment of their funds into professionally managed investment funds. An employee is fully vested in his/her own contributions and entitled to those contributions upon termination of employment regardless of the length of employment. The company may, but is not required under the Plan to make a matching contribution to employees’ contributions at plan year end. At the end of five years of employment, an employee is fully vested in the company’s matching contributions. To be eligible to join the 401(k) Plan, an employee must complete 30 days of service and be 21 years of age or older. The employee may join the Plan the first of the month following completion of the first 30 days of service. Prior to eligibility, the employee will be given the Plan’s Summary Plan Description for review and all necessary forms to complete to participate in the Plan.As with other benefits provided by the company, this policy is not a binding agreement. ?Company reserves the right to terminate the Plan at any time. The Summary Plan Description and the Plan itself govern. To encourage participation in PWT’s 401(k) plan and to assist in ensuring a secure retirement all employees who meet the eligibility requirements of the Company’s 401(k) plan will be automatically enrolled in the 401(k) plan upon obtaining eligibility. This will result in 3% of each bi-weekly paycheck being deducted and contributed on a pre-tax basis into the 401(k) plan. PWT may provide matching contributions in accordance with plan provisions. Employees may increase, decrease or eliminate employee contributions to the plan by filling out a 401(k) Election Change Form. Employees may contact the Human Resources Department for information on the current IRS limits and for information about other plans subject to these limitations.Workers’ Compensation InsuranceIf an employee suffers from an illness or injury that is related to work, they may be eligible for workers’ compensation benefits. Workers’ compensation may pay for medical care and lost wages resulting from job-related illnesses or injuries. If an employee is injured or becomes ill through work, they should inform their Division Director immediately regardless of how minor the injury or illness might be. To find out more about workers’ compensation coverage, the Human Resources Department should be contacted. If the employee is unable to work because of an illness or injury that is not related to work, then the employee might be eligible for state disability insurance instead of workers’ compensation. The Human Resources Department should be contacted if more information is needed.Tuition Reimbursement Full-time employees who have worked for the Company at least three (3) months, may be eligible to participate in the Company's tuition reimbursement program for job-related courses. Costs for textbooks and materials will not be reimbursed. The amount an employee receives will depend on the Company's approval and upon the grade received and will not exceed an annual reimbursement of $500.00. No reimbursement is provided for a grade below a “C”.To receive tuition reimbursement, an employee must apply and be approved before the course begins. This is how the program works:Employee must complete a Tuition Reimbursement Form. See the Division Director or Human Resources Department for the form.If PWT Management approves the form, the signed form should be returned to the Human Resources Department. The employee pays the initial course fees. Once the employee receives his or her grades, the employee should attach the tuition bill and the final grades to a copy of the initial Tuition Reimbursement Form and send them to Human Resources Department along with the proof of payment for the class within thirty days of the class completion date.Within thirty (30) days, the employee will receive a reimbursement provided that their grade is high enough. Corporate Matching Charity Contribution Program PWT desires to help improve and enrich the quality of life in the communities where it has operations. The Company believes that employee contributions to charities are an important vehicle for achieving individual, community and corporate goals. Therefore, PWT has established and is funding a Corporate Charity Contribution Program that helps employees provide financial support to charitable organizations. The Company encourages all eligible employees to participate in the Corporate Charity Contribution Program through their support of their chosen charity. A full description of the program is outlined on the Corporate Charity Contribution Plan.Use of Company PropertyCompany PropertyPWT requires all employees to take care of Company property and to report any problems to their Division Director. If a piece of equipment or property is unsafe for use, please report it immediately. Please consider the following points regarding the proper use of Company Property:Please use property only in the manner intended and as instructed.PWT does not allow personal use of Company property unless specifically authorized through the employee’s Division Director or the COO of the Company.Failure to use Company property appropriately and failure to report problems or unsafe conditions is prohibited. Company CarsPWT has invested in Company vehicles so that its employees can use them on Company business in place of their own vehicle. This saves wear and tear on personal vehicles. The Company needs their help in keeping Company cars in the best condition possible. Employees are asked to keep the vehicles clean and to remove any trash or personal items when they are finished using the vehicles. Any accidents, mechanical problems or other problems must be immediately reported to the employee’s Division Director and to the Director of Administration immediately and if in an accident, employees must follow the procedures established and required by our insurance carrier. If the accident is determined to be preventable, the employee may be required to reimburse the company all or a portion of the insurance deductible to help cover the cost of repairs to the vehicle. Employees are asked to consider the following points regarding the proper use of the Company Vehicles:Only authorized employees may use Company cars, and they may do so only on Company pany vehicles may not be used by employees while they are under the influence of drugs or alcohol or while otherwise impaired.Employees must possess a valid driver's license to use Company cars, and PWT expects that employees will drive in a safe and courteous manner. If the employees receive any tickets for parking violations or moving violations, they are responsible for taking care of them.Employees, who have been assigned a Company car or vehicle, have the responsibility to keep the car in good condition and repair. At a minimum, this means keeping the car clean, bringing it in for scheduled maintenance by an authorized service department and checking and changing the oil on schedule. Periodically, PWT may inform employees of other ways in which the vehicle must be cared for. PWT will, of course, reimburse employees for any ordinary expenses associated with maintaining the vehicle. Telephone SystemThe Company's telephone system is intended for business use only so employees are expected to keep personal calls to a minimum. If an employee must make or receive a personal call, please keep the conversation brief. Extensive personal use of Company phones is prohibited. Return of Company PropertyWhen employment with PWT ends, the Company expects the return of Company property in clean and in good repair. This includes all manuals and guides, documents, phones, computers, equipment, charge cards, keys and tools. PWT reserves the right to take any lawful action to recover or protect Company property. Paid and Time OffThe Company recognizes that its employees need to take time off occasionally, to rest and relax, to enjoy a vacation or to attend to personal matters. That’s why PWT offers the following paid time off policies and programs:Paid Time Off (PTO) PTO can be used for any reason by employees, including vacations, paid time off time, volunteering, school events, personal illness, health needs of a family member, personal appointments, religious observations, and any other circumstances whether foreseen or unforeseen, that may cause an Employee to need time off from work. PTO accrues as follows:Length of ServiceAccrual RateAnnual AccrualOne to five years4.00 hrs/pay period13 days Five to Ten Years5.53846 hrs/pay period18 daysTen to Fifteen Years7.07692 hrs/pay period23 daysFifteen to Twenty Years8.6153 hrs/pay period28 daysTwenty Years and Beyond10.15384 hrs/pay period33 daysEmployees begin to accrue PTO effective on their date of hire. Employees do not accrue PTO while out on leave of absence.PTO time may be used as soon as it is accrued with management’s approval. Employees may not use PTO before it is accrued. If time off is needed before the employee has earned any PTO, they may request unpaid time off. Unpaid time off may not be used until all paid time off has been exhausted. Exempt Employees may take and charge PTO in half-day or full-day increments (depending on employee’s regular work schedule). PTO should be prearranged with employees’ Division Director except in the case of an illness as far in advance as possible.At the end of the year, all PTO balances will be adjusted to the PTO cap. The PTO is capped at 180 hours.Employees will be paid for any accrued and unused PTO when their employment terminates. Employees scheduled to work 24 or more hours a week are eligible for PTO on a prorated basis as follows: Scheduled Workweek (hours)Benefit Rate40100%36-39.990%32-35.980%28-31.970%24-27.960%Less than 240PWT Hardship Leave BankOccasionally employees encounter hardships beyond their control. These hardships have both an emotional and monetary effect on their personal lives. In an effort to assist with a qualifying hardship that an employee may encounter, PWT employee hardship leave program.Guidelines Employees may directly request a hardship leave donation or make a request through their Division Director.All requests should be submitted to the human resources department.All requests for donated leave will be evaluated on a case-by-case basis.Recipients of the PWT Hardship Leave Bank must have exhausted all paid leave balances.PWT Recipients of the PWT Hardship Leave Bank must not have the ability to utilize funds from short term disability or long term disability programs. All donations from the PWT Hardship Leave Bank will be treated as taxable income.HolidaysFull time employees currently receive 10 paid holidays per year. Schedules for PWT Headquarters, and all other PWT Employees located at government facilities may be a different and will be published annually by the PWT Payroll and Human Resources Department. Part-time employees receive holiday pay according to the PTO schedule.All eligible employees receive holiday pay of their normally scheduled work day at their regular rate, provided they meet the following conditions:Work or receive pay for a full shift on the employee's last scheduled work shift prior to the paid holiday. Work or receive pay for a full shift on the employee's first scheduled work shift following the holiday. Employees are not entitled to holiday pay while on a leave of absence when the holiday occurs.Non-exempt employees who are requested to work during a paid holiday will receive holiday pay plus regular pay for that day. Exempt employees will not receive extra compensation for working on a holiday unless they are working on a government contract that specifies a different pay schedule.If a holiday occurs during the employee's vacation, the employee's vacation will be extended by the number of holidays occurring during the vacation period. Should a company-recognized paid holiday fall on a Saturday, the holiday will usually be observed on the preceding Friday. If the holiday falls on a Sunday, the following Monday will usually be observed as the holiday.Holidays are not considered a day worked for purposes of calculating overtime unless work is actually performed.If a company holiday occurs on an eligible employee's vacation day, it will be paid as a holiday.Family and Medical LeavePWT provides up to 12 weeks of unpaid, job-protected leave to eligible employees for the following reasons: Incapacity due to pregnancy, prenatal medical care, or child birth. To care for the employee’s child after birth, or placement for adoption, or foster care. To care for the employee’s spouse, son or daughter, or parent, who has a serious health condition. Serious health condition that makes the employee unable to perform the employee’s job. Military Family Leave Entitlements Eligible employees with a spouse, son, daughter, or parent on active duty or called to active duty status in the National Guard or Reserves may use their 12-week leave entitlement to address certain qualifying exigencies. Qualifying exigencies may include attending certain military events, arranging for alternative childcare, addressing certain financial and legal arrangements, attending certain counseling sessions, and attending post-deployment reintegration briefings. Eligible employees may also take up to 26 weeks of leave to care for a covered service member during a single 12-month period. A covered service member is a current member of the Armed Forces, including a member of the National Guard or Reserves, who has a serious injury or illness incurred or aggravated in the line of duty on active duty. Covered service members also includes veterans who were members of the Armed Forces, National Guard, or Reserves at any time during the period of five years preceding the start of treatment, recuperation, or therapy. The injury or illness must make the service member medically unfit to perform his or her duties for which the service member is undergoing medical treatment, recuperation, or therapy, or is in outpatient status, or is on the temporary disability retired list. In the case of a veteran, the qualifying illness or injury must be incurred or aggravated in the line of duty and manifest itself before or after the service member becomes a veteran. Benefits and Protections During FMLA leave, PWT maintains the employee’s health coverage under any group health plan on the same terms as if the employee had continued to work. Employees must continue to pay their portion of any insurance premium while on leave. If the employee is able but does not return to work after the expiration of the leave, the employee will be required to reimburse PWT for payment of insurance premiums during leave. Upon return from FMLA leave, most employees are restored to their original or equivalent positions with equivalent pay, benefits, and other employment terms. Certain highly compensated employees (key employees) may have limited reinstatement rights. Use of FMLA leave cannot result in the loss of any employment benefit that accrued prior to the start of an employee’s leave. As with other types of unpaid leaves, paid leave will not accrue during the unpaid leave. Holidays, funeral leave, or employer’s jury duty pay are not granted on unpaid leave. Eligibility Requirements Employees are eligible if they have worked for PWT for at least 12 months, for 1,250 hours over the previous 12 months, and if they work at a work site with at least 50 employees within 75 milesDefinition of Serious Health Condition A serious health condition is an illness, injury, impairment, or physical or mental condition that involves either an overnight stay in a medical care facility, or continuing treatment by a health care provider for a condition that either prevents the employee from performing the functions of the employee’s job, or prevents a qualified family member from participating in school or other daily activities. Subject to certain conditions, the continuing treatment requirement may be met by a period of incapacity of more than three consecutive full calendar days combined with at least two visits to a health care provider or one visit and a regimen of continuing treatment, or incapacity due to pregnancy, or incapacity due to a chronic condition. Other conditions may meet the definition of continuing treatment. Use of Leave The maximum time allowed for FMLA leave is either 12 weeks in the 12-month period as defined by PWT, or 26 weeks as explained above. PWT will measure the 12-month period as a rolling 12-month period measured backward from the date an employee uses any leave under the policy.An employee does not need to use this leave entitlement in one block. Leave can be taken intermittently or on a reduced leave schedule when medically necessary. Employees must make reasonable efforts to schedule leave for planned medical treatment so as not to unduly disrupt PWT’s operations. Leave due to qualifying exigencies may also be taken on an intermittent basis. Employees taking intermittent or reduced schedule leave based on planned medical treatment and those taking intermittent or reduced schedule family leave with PWT’s agreement may be required to temporarily transfer to another job with equivalent pay and benefits that better accommodates that type of leave.Substitution of Paid Leave for Unpaid Leave PWT requires employees to use accrued paid leave while taking FMLA leave. In order to use paid leave for FMLA leave, employees must comply with PWT’s normal paid leave policies. If an employee fails to follow PWT’s policies, the employee cannot use accrued paid leave, but can take unpaid leave. FMLA leave is without pay when paid leave benefits are exhausted. An employee who is taking FMLA leave because of the employee's own serious health condition or the serious health condition of a family member must use all paid PTO prior to being eligible for unpaid leave. PTO may be run concurrently with FMLA leave. Medical leave for the birth of the child and for an employee's serious health condition, including workers' compensation leave (to the extent that it qualifies), will be designated as FMLA leave and will run concurrently with FMLA. An employee who is taking leave for the adoption or foster care of a child must use all paid PTO prior to being eligible for unpaid leave. An employee who is using military FMLA leave for a qualifying exigency must use all paid PTO prior to being eligible for unpaid leave. An employee using FMLA military caregiver leave must also use all paid PTO or sick leave prior to being eligible for unpaid leave. Employee Responsibilities Employees must provide 30 days advance notice of the need to take FMLA leave when the need is foreseeable. When 30 days notice is not possible, the employee must provide notice as soon as practicable and generally must comply with PWT’s normal call-in procedures. Employees must provide sufficient information for PWT to determine if the leave may qualify for FMLA protection and the anticipated timing and duration of the leave. Sufficient information may include that the employee is unable to perform job functions; the family member is unable to perform daily activities, the need for hospitalization or continuing treatment by a health care provider, or circumstances supporting the need for military family leave. Employees also must inform PWT if the requested leave is for a reason for which FMLA leave was previously taken or certified. Employees also may be required to provide a certification and periodic recertification supporting the need for leave. PWT may require second and third medical opinions at PWT’s expense. Documentation confirming family relationship, adoption, or foster care may be required. If notification and appropriate certification are not provided in a timely manner, approval for leave may be denied. Continued absence after denial of leave may result in disciplinary action in accordance with PWT’s attendance guideline. Employees on leave must contact the Human Resource Director at least two days before their first day of return. PWT’s Responsibilities PWT will inform employees requesting leave whether they are eligible under FMLA. If they are, the notice will specify any additional information required as well as the employees’ rights and responsibilities. PWT will provide a reason for the ineligibility if they are not eligible. PWT will inform employees if leave will be designated as FMLA-protected and the amount of leave counted against the employee’s leave entitlement. If PWT determines that the leave is not FMLA-protected, PWT will notify the employee. Unlawful Acts FMLA makes it unlawful for PWT to: Interfere with, restrain, or deny the exercise of any right provided under FMLA. Discharge or discriminate against any person for opposing any practice made unlawful by FMLA or for involvement in any proceeding under or relating to FMLA. Enforcement An employee may file a complaint with the U.S. Department of Labor or may bring a private lawsuit against PWT. FMLA does not affect any federal or state law prohibiting discrimination, or supersede any state or local law or collective bargaining agreement which provides greater family or medical leave rights. Bereavement LeaveEmployees who suffer the death of an immediate family member may be granted up to 3 days of paid bereavement leave. Immediate family is defined as a spouse, child, parent, brother, brother-in-law, sister, sister-in-law, grandparent, grandchild, stepfather, stepmother, stepchild, mother-in-law, father-in-law or legal guardian. Immediate family also includes a registered domestic partner, or the child, parent, brother, sister of the domestic partner. The Company will consider, on a case-by-case basis, requests for bereavement leave for the death of someone who does not qualify as an immediate family member under this guideline.Medical Leave (For EMPLOYEES Pre- and Post-FMLA) A medical leave of absence may be granted to full-time employees for absences arising from the employee’s illness, injury, or pregnancy. This leave may be approved under the following circumstances: the employee is not eligible for FMLA leave or has exhausted all available FMLA leave. For a medical leave to be granted, the following conditions must be met: The employee has completed ninety (90) days of employment with PWT. The employee notifies the immediate supervisor as soon as possible of the need for medical leave. All available sick leave and earned vacation are used at the beginning of the leave of absence. The employee submits to the supervisor a written statement from the attending medical provider outlining the reason for leave and the estimated time needed. (The Company may require the employee to obtain an opinion from a medical provider selected by the Company.) The immediate supervisor and Human Resource Director approve the leave before the leave is taken. Medical leaves, and any extension of leaves, will generally be limited to no longer than 12 weeks. An employee ready to return to work from leave must present a medical provider’s statement indicating ability to return to work. If an employee is unable to return to work at the end of FMLA /extended leave, the employee may be entitled to additional accommodation under the Americans with Disabilities Act or other law. The employee must supply sufficient information from their medical provider indicating that they are unable to return due to a disability and the likely date the employee will be able to return to work with or without reasonable accommodation. The employee must qualify for coverage under the Act and any accommodation provided must be reasonable and not result in any undue hardship to the employer. The scope and duration of the potential accommodation will be determined after an interactive dialogue between the employee and the Company. The Company may reinstate an employee ready to return from a medical leave of absence, when in the opinion of the Company, it is practical to do so or as a reasonable accommodation under the ADA. The Company currently continues medical and life insurance benefits for an employee on leave for a maximum of 12 weeks as long as the employee continues to pay the employee’s portion of the premium. Vacation and sick leave will not accrue during a medical leave of absence. Holidays, funeral pay, or employer’s jury duty pay will not be granted during the leave. Part-time employees are not eligible for a leave of absence under these guidelines except as may be required by the ADA. Also see guidelines for Family and Medical Leave (FMLA Leave.) Accommodations for Nursing MothersA private space will be provided, and time will be permitted, for nursing mothers to express milk during the workday. The time permitted typically will not exceed the normal time allowed for lunch and breaksMilitary Leave Employees granted a military leave of absence are re-instated and paid in accordance with the laws governing veterans’ re-employment rights. Parental Involvement Leave (Paid Leave Substitution) Eligible employees may be granted parental involvement leave to attend academic activities for school aged children. To be eligible, an employee must work in a nonexecutive or nonsupervisory capacity and be the parent or legal guardian of a child enrolled in either public or private school grades K-12 or certain nonpublic home-based educational programs. Employees can take leave for the following academic activities: Parent-teacher conferences and meetings about special education services, response to intervention, dropout prevention, attendance, truancy, or disciplinary issues. Use of Leave Full-time employees may take up to a maximum of 18 hours in an academic year to attend such activities. Part-time employees may take leave on a prorated basis. Employees may not take more than six hours of leave in any one-month period and leave may not be taken in increments of longer than three hours.Paid Leave Substitution PWT requires employees to use accrued PTO while taking Parental Involvement Leave. Further leave may not be provided where an employee has exhausted accrued PTO, however the time may be allowed to be taken as leave without pay. Notice Requirements Except in emergencies, employees are required to provide at least one calendar week’s advance notice of the need for leave. Employees must provide written verification of the academic activity from the school or school district. In emergencies, employees are required to provide notice and written verification from the school as soon as possible after learning of the need for leave. Employees are required to make a reasonable attempt to schedule academic activities outside regular work hours. Limitations on Leave PWT may limit the ability of an employee to take Parental Involvement Leave in cases of emergency or in other situations where the employee taking leave may endanger a person's health or safety or in a situation where the absence of the employee would result in a halt of service or production. Personal Leave Normally, personal leaves of absence are not granted. If, on rare occasions, management deems the circumstances warrant approval, an unpaid leave for non-medical reasons would be granted for not more than 30 days. Voting Voting is an important responsibility we all assume as citizens. We encourage employees to exercise their voting rights in all municipal, state, and federal elections. Under most circumstances, it is possible for employees to vote either before or after work. If it is necessary for employees to arrive late or leave work early to vote in any election, employees should arrange with their supervisor/director no later than the day prior to Election Day.Jury DutyEmployees who receive a court summons for jury duty may be eligible to be paid for time off, as a result of these events. Written verification of the jury summons must be given to their supervisor/director with the date(s) and times of court as soon as they are established. Directors are responsible for notifying their Human Resources Department of these absences. Employees should report to work when their presence is not required by the Court unless distance or time makes this impractical. Payment for jury duty requiring more than two weeks will be reviewed by management on a case-by-case basis. All Employees will be paid their normal wage or salary if required by a subpoena to appear in court on Company business. Non-exempt Employees will not be paid for their time if summoned to appear in court on matters not pertaining to Company business or on personal matters. Disaster LeaveIn the event of a natural or man-made disaster, it may be unsafe for employees to report to work, and has therefore established certain guidelines to follow in case of such an occurrence. “Disaster” refers to fires, floods, extreme weather, earthquakes, riots, bombings, terrorist activities or other actual or threatened activity that, in the opinion of management, could pose a safety risk to employees.Because of the unique nature of any disaster, or other emergency situation, the Company will evaluate each case on its own merits. A particular office may be closed as a result of physical damage to the premises, malfunction of utilities, lack of accessibility caused by extreme weather conditions, or other threat to the personal safety of employees, as determined by local management.In the event of office closure, employees will be excused from work with pay for a duration to be determined by management. It will be the responsibility of each Division Director to notify his/her employees of the closure. It is the responsibility of the employee to contact his/her Division Director if s/he is unable to report to work.Telecommuting The Company strives to actively support telecommuting where it is reasonable and practical to do so and where operational needs will not be adversely affected. Telecommuting is defined as working at home or at other off-site locations that are linked electronically (via computer, fax, etc.) to a central office or principal place of employment. Telecommuting is a cooperative arrangement between the Company and an employee, based upon the needs of the job, work group, and the Company. This policy may also be applicable to situations where a Division Director occasionally allows an employee to work at home on a temporary, irregular basis.EligibilityTo be eligible for consideration of a telecommuting arrangement, an employee must have no record of performance problems or disciplinary actions within their personnel file and must have the ability to work independently. Their job must be able to sustain an employee working alone or with equipment that can be kept or used at the alternate work site and require little face-to-face communication. Job ResponsibilitiesEmployee job responsibilities will not change due to telecommuting.? Professionalism in terms of job responsibilities, work output, and customer orientation will continue to follow the standards set by the Company.? The amount of time an employee is expected to work will not change due to telecommuting.? In the event that business conditions require the telecommuting employee's presence at a central work location function, meeting, or other event, the employee is expected to report to the central work location, even if such occurs during normally scheduled home-work area hours. Once a telecommuting arrangement has been approved, the telecommuting employee is responsible for maintaining regular contact with his or her Division Director.Alternate Work AreaThe Company assumes no responsibility for any activity, damages, or injury which is not directly associated or resulting from the official job duties for which the Company has no ability to exercise control.? The Company assumes no responsibility for the employee's personal property. In addition, the following must be adhered to:A designated workspace should be maintained by the employee in a clean, professional, and safe condition.Any change in the approved job assignment, location or defined work schedule must be reviewed and approved by the Division Director in advance.As liability may extend to accidents which could occur in the alternative work location; the Company retains the right to make on-site inspections of this work area, at a mutually agreed upon time, to ensure that safe work conditions exist.Employee tax implications related to alternate work locations are the responsibility of the employee.Employees who work at home will manage dependent care and personal responsibilities in a way that allows them to successfully meet job responsibilities.Telecommuting employees who are eligible for overtime will be required to record all hours worked in a manner designated by the Company. Hours worked in excess of those specified per day and per work week, in accordance with state and federal requirements will require the advance approval of the supervisor. Failure to comply with this requirement can result in the immediate cessation of the telecommuting agreement.EquipmentAny hardware or software purchased by the Company remains the property of the Company and will be returned to the Company should the alternative work arrangement be terminated.Software owned by the Company may not be duplicated except as formally authorized by policy.Employees using Company software must adhere to the manufacturer's licensing agreements.The availability of telecommuting as a flexible work arrangement for employees of PWT can be discontinued at any time at the discretion of the Company. Every effort will be made to provide 30 days notice of such a change to accommodate commuting, child care and other problems that may arise from such a change. There may be instances, however, where no notice is possible. Professional Registrations and OrganizationsProfessional RegistrationsThe Company encourages and expects qualified professionals (engineers, geologists, accountants, etc.) to seek and obtain professional registration in the states where they regularly work. Application fees for professional registration will be at the employee's own expense. Once registered, however, the Company may reimburse the employee for the cost of annual fees for professional registration as set out in this policy.Terms for reimbursement Company officers may be reimbursed for registration fees for up to ten (10) states or disciplines. Division Directors may be reimbursed for registration fees for up to eight (8) states and/or disciplines. All other professionals may be reimbursed for registration fees for up to five (5) states and/or disciplines as approved by their DivisionDirector. The Company may reimburse annual dues for additional states and/or disciplines when the employee is required to do business in a particular state and it is approved by their Division Director. Only dues paid during employment by the Company will be reimbursed. Upon successful completion (passing) the professional registration examination, the employee may be eligible for reimbursement for all fees. To obtain reimbursement, the employee should either itemize the expense on an Employee Expense Statement and all supporting documentation, or submit the fee bill and the supporting documentation to Accounting for payment after receiving approval from their Division Director. Related ItemsWhen an employee becomes registered for the first time as a Professional Engineer in any U.S. state, s/he may be given a $150.00 per month salary increase. This $150 per month salary increase will be given only once per employee. Equivalent professional registrations granted by state agencies for Land Surveyors, Geologists, Architects, Certified Public Accountants, Attorneys, Human Resource Professionals, and other titles approved by the Human Resources Department, as may be appropriate, will be treated the same as registration for a Professional Engineer.Professional registration certificates may be framed at the Company's expense for the purpose of being displayed in an employee's office. Professional OrganizationsThe Company encourages the employee to participate in professional organizations where there is benefit to both the Company and to the employee.The Company encourages membership and active participation in professional organizations by its eligible employees. Typical organizations include the following: Water Environmental Federation (WEF), Society of American Military Engineers (SAME), Society of Women Engineers (SWE), American Waterworks Association (AWWA), American Society of Civil Engineers (ASCE), American Society of Mechanical Engineers (ASME), Association of Engineering Geologists (AEG), National Contract Management Association (NCMA), various state societies of CPA's, various state and city societies of Human Resources, etc.Membership DuesThe Company will pay for membership in up to two organizations where the employee can clearly demonstrate the value to the Company of his/her participation. In order to obtain reimbursement for membership fees, the employee must obtain prior approval from his/her Division Director. Reimbursement for membership fees in more than two professional organizations requires approval by the employee’s Division Director and may be approved only if there is a demonstrated business need for such membership. MealsThe costs of meals served at organizational meetings where employee membership has been previously approved, may also be submitted for reimbursement. Organizational Conventions or ConferencesIf an employee's Division Director authorizes his/her attendance at an organizational convention or conference, certain costs associated with the attendance may be paid by the Company. These include registration, transportation, lodging and meals. If an employee elects to take another individual to a convention, the additional costs associated with the individual’s attendance will normally be the responsibility of the employee. PerformanceJob PerformanceEach and every employee at PWT contributes to the success or failure of the Company. If one employee allows his or her performance to slip, then the Company and their team also suffers. PWT expects everyone to perform to the highest level possible. Poor job performance can lead to discipline, up to and including termination.Performance ReviewsBecause employees’ performance is vital to the success of the Company, PWT conducts periodic reviews of individual employee performance. The hope is that, through these reviews, employees will learn what is expected of them and PWT will learn what employees expect of the Company. PWT requires all employees to participate in the review process. To learn more about the performance review system, contact the Human Resources Department.Workplace BehaviorPlease Act ProfessionallyPeople who work together have an impact on each other’s performance, productivity and personal satisfaction in their jobs. In addition, how employees act toward customers and vendors will influence whether those relationships are successful for the Company. Because employee’s conduct affects many more people than just themselves, PWT expects employees to act in a professional manner whenever on Company property, conducting Company business or representing the Company at business or social functions.Occasionally performance or other behavior falls short of our standards and/or expectations. When this occurs, management takes action, which, in its opinion, seems appropriate. Disciplinary actions can range from an informal discussion with the employee about the matter to immediate discharge. Action taken by management in an individual case does not establish a precedent in other circumstances.Punctuality and AttendanceEmployees are important to the effective operation of this business. When employees are not present at expected times or on expected days, someone else must do their job or delay doing his or her own job while he or she waits for the employee to arrive. Customers or vendors may grow frustrated if they can’t complete their business with PWT due to absences of an employee. As a result, PWT expects employees to keep regular attendance and to be on time and ready to work at the beginning of each scheduled workday. Of course, things will sometimes happen that will prevent an employee from showing up to work on time. If an employee is going to be more than 20 minutes late, they must call their Division Director. If the director cannot be reached, employees should leave them a message indicating how, when and where they can be reached. Notice should be given as far in advance as possible. If an employee is late for work or fails to appear without calling in, they may face disciplinary action, up to and including termination.Employee Appearance and DressBecause all casual clothing is not suitable for the office, these guidelines will help determine what is appropriate to wear to work. Clothing that works well for the beach, yard work, dance clubs, exercise sessions, and sports contests may not be appropriate for a professional, casual appearance at work. Clothing that reveals too much cleavage, back, chest, stomach or underwear is not appropriate for a place of business. Torn and dirty clothing is unacceptable.Dress Code for Travel, Client Interaction, and Trade ShowsWhile the office setting can be casual, traveling to see customers, exhibiting at or attending trade shows, and representing the company in the business community, requires different decisions about attire. Business casual dress is the minimum standard that must be observed when employees are representing the company or interacting with customers or potential customers. Before visiting a customer or potential customer employees should ascertain the accepted dress code and match it in their attire. Additionally, some community events might require formal dress. These might include professional societal meetings and other civic or business development meetings, luncheons, and dinners. Certainly, if an employee is a speaker at a business event, they should consider wearing formal dress. Finally, on the occasions when a customer or a business partner does visit the office, the employee groups with whom the visitor is interacting should adhere to business casual standards. InsubordinationThis workplace operates on a system of mutual respect between management and employees. Management must treat their employees with dignity and understanding, and employees must show due regard for their managements’ authority. Insubordination occurs when an employee unreasonably refuses to obey the orders or follow the instructions of their immediate manager. It also occurs when an employee, through his or her actions or words, shows disrespect toward their immediate manager. PWT understands, however, that there will be times when an employee may have valid reasons for refusing to do as their immediate manager says. Perhaps the employee fears for his or her safety or the safety of others, believes that following instructions will violate the law or pose some other problem for the Company, or maybe the employee thinks that there is a better way to accomplish a goal or perform a task. When these issues arise, PWT does not require employees to blindly follow orders. Instead, employees should explain the situation to their immediate manager. If, after hearing the employee’s side, the immediate manager continues to give the same order or rule, the employee must either obey or use the complaint procedures described in this Handbook.DisciplineDiscipline/Discharge Occasionally performance or other behavior falls short of our standards and/or expectations. When this occurs, management takes action, which in its opinion, seems appropriate. Disciplinary actions can range from a formal discussion with the employee about the matter to immediate discharge. Action taken by management in an individual case does not establish a precedent in other circumstances.Some conduct may result in immediate termination. Here are some examples:unlawful discrimination and harassment.theft of Company propertymaking false statements on a job applicationexcessive tardiness or absenteeismthreatening the safety of customers, coworkers, or members of managementassaulting someone at workany illegal conduct at workusing or possessing alcohol or illegal drugs at workinsubordination, andviolating Company rules and regulationsOf course, it is impossible to compile an exhaustive list of the types of conduct that will result in immediate termination. The ones listed above are merely illustrations. Employees should remember that their employment is at the mutual consent of themselves and the Company. This policy does not change this fact. This means that the employee or PWT can terminate the employment relationship at will, at any time, with or without cause, and with or without advance noticeHealth and SafetySafety The Company takes employee safety very seriously. In order to provide a safe workplace for everyone, every employee must follow these safety rules and all others outlined in the PWT Corporate Safety Manual: Horseplay, rough-housing and other physical acts that may endanger employees or cause accidents are prohibited.Employees must follow their immediate managers’ safety instructions.Employees in certain positions may be required to wear protective equipment, such as hard hats, safety glasses, work boots, ear plugs or masks. PWT Division Directors will inform their employees if their position requires protective gear.Employees in certain positions may be prohibited from wearing dangling jewelry or apparel, or may be required to pull back or cover their hair, for safety purposes. PWT Division Directors will inform their employees if they fall into one of these categories.All equipment and machinery must be used properly. This means all guards, restraints and other safety devices must be used at all times. Employees should not use equipment for other than its intended purpose.All employees must immediately report any workplace accident or injury to their Division Director. Workplace SecurityIt is every employee’s responsibility to help keep the PWT workplace secure from unauthorized intruders. Every employee must comply with certain security precautions. The last person to leave the company premises should ensure that all electrical items such as coffee pot burners, space heaters and lights are turned off, second floor access doors are locked and that the main entry door is securely shut and locked. After-hours access to the workplace is limited to those employees who need to work late. Employees should inform their Division Director if they are going to be working past the Company’s usual closing time. Employees are allowed to have an occasional visitor in the workplace, but workplace visits should be the exception rather than the rule. Employees who are anticipating a visitor should let the person at the front desk know. When the visitor arrives, the employee will be notified.Visitors at PWT government contracting sites must wear an identification badge at all times when they are in the workplace. Visitors must get a badge at the security guard sites at the entrance of the buildings. They must return the badge before they leave the government premises. Visitors must be accompanied at all times, including escorting visitors to and from the entrance to the Company.Keys, Credit Cards, and Other Restricted Access ItemsIn order to provide as much protection as possible for the security of PWT employees, as well as Company property, certain items such as credit cards, keys to the building and designated rooms will be issued only to those employees whose responsibilities require them. Provisions: The designation of what is included under restricted items, depending on the items will be made by the Human Resources Department or the Accounting Department, as appropriate. Examples of such items include: security keys, office or room keys, file, desk and cabinet keys, company sponsored credit cards, telephone credit cards, policy and procedures manuals and employee handbooks. All restricted access items will be controlled and issued by the Human Resources Department or the Accounting Department. In most cases, employees will be responsible for signing a form indicating that they have received a particular item and understand that it is the property of the Company. Duplication of any restricted access item is prohibited. Loss of any restricted access item should be reported to the issuing party as soon as the loss is discovered. The employee will be charged an appropriate fee for the replacement of any lost restricted access item. Upon leaving employment with PWT for any reason, all restricted access items will be returned prior to final processing. The employee exit form must be completed by all parties involved prior to the release of final pay, in accordance with the PWT Termination policy. Smoking and Use of TobaccoIn the interest of the health and safety of all PWT employees and visitors, the Company strongly supports a policy of having a smoke and tobacco-free workplace. All employees and visitors shall abide by the following: Smoking and tobacco use is prohibited in all Company offices and workstations as well as any area within 15 feet outside of the entry ways to the PWT building(s). No smoking and tobacco use applies also to Clients and visitors. Smoking and tobacco use is not permitted in company leased "pool" vehicles. The Company encourages those who wish to quit smoking or tobacco use. The PWT health insurance provider currently offers a program to help employees stop smoking and using tobacco. Any employee who is interested in this program should ask the Human Resources Representative for more details or the employee may contact the PWT insurance carrier directly.Violence Employees must not engage in intimidation, threats or hostile behaviors, physical abuse, vandalism, arson, sabotage, use of weapons, carrying weapons on to Company property, or any other act, which, in management’s opinion, is inappropriate to the workplace. In addition, employees must refrain from making bizarre or offensive comments regarding violent events and/or behavior. Employees are expected to report any prohibited conduct to management. Employees should directly contact proper law enforcement authorities if they believe there is a serious threat to the safety and health of themselves or others.SearchesWe reserve the right to conduct at any time, without notice, searches and inspections of employees, employees’ personal effects or employer-provided material. This may include, but is not limited to: Lunch pails, boxes, thermoses, purses, lockers, desks, personal computer files, cabinets, file drawers, packages, or vehicles. Your supervisor may specify a storage location for personal belongings.Any illegal and unauthorized articles discovered may be taken into custody and will be turned over to law enforcement representatives. Any employee who refuses to submit to a search will be subject to disciplinary action up to and including termination.What to Do in Case of ViolenceIf an employee observes or is threatened by an incident or threat of violence that is immediate and serious, they should IMMEDIATELY DIAL 9-1-1 and report it to the police. If the incident or threat does not appear to require immediate police intervention, the employee may contact their Division Director and report it as soon as possible, using the Company’s complaint procedure. All complaints will be investigated and appropriate action will be taken. Employees will not face retaliation for making a complaint. Inclement Weather PolicyExcept in extraordinary circumstances, PWT remains open during periods of inclement weather. Employees must call their Division Director during periods of adverse weather before the beginning of the work day to find out if the facility is open or closed. PWT makes a decision before the beginning of the work day whether or not their facilities will be open or closed during periods of such inclement weather and communicates this to their local management staff. Regardless of whether the facility stays open or is closed, it is each employee’s decision as to whether they will show up for work during such weather. If an employee elects not to work on a given day, they must contact their Division Director advising as to their status for the day. If the facility is announced to be closed on a given day, all exempt level staff receive their regular pay for the day of closure and non-exempt (hourly) staff will be paid for any time they are able to work remotely from home. If the facility remains open on an adverse weather day, employee’s who report to work will receive their normal pay for the day. If an employee does not report to work on a facility open day, the employee can elect to) use any accrued PTO for the missed day or not be paid for the puters, Email and the InternetEmailPWT provides employees with computer equipment, including an Internet connection and access to an electronic communications system, to enable them to perform their jobs successfully. Email SystemThe email system is to be used for official Company business and only for limited personal use.Email messages sent using Company communications equipment are the property of the Company. PWT reserves the right to access, monitor, read and/or copy email messages at any time, for any reason. Employees should not expect that any email message sent using Company equipmentincluding messages they might consider to be, or labeled as, personalwill be private.All of PWT policies and rules of conduct apply to employee use of the email system. This means, for example, that employees may not use the email system to send harassing or discriminatory messages, including messages with explicit sexual content or pornographic images; to send threatening messages; or to solicit others to purchase items for non-Company purposes. PWT expects employees to exercise discretion in using electronic communications equipment. When employees send email using the Company’s communications equipment, they are representing the Company. Messages should be professional and appropriate, in tone and content. Although email may seem like a private conversation, email can be printed, saved and forwarded to unintended recipients. Deleting EmailsBecause of the large volume of emails the Company sends and receives, PWT discourages employees from storing large numbers of email messages. A regular practice of deleting emails once they have been read and/or responded to should be employed unless they contain important information that will need to be saved and archived. If a particular email needs to be saved, it may be archived or saved to a hard disk. Internet UsePWT may provide employees with computer equipment and capabilities, including Internet access, to help them perform their job. This policy governs their use of that equipment to access the Internet. The Company network and Internet access are for official Company business only and only limited personal use is allowed.Email, Cell Phones, Voice Mail, Internet and Social Media Use is Not Private PWT reserves the right to monitor employee use of email, cell phones, voice mails, the Internet and any Social Media at any time, to ensure compliance with this policy. Employees should not expect that their use of any company propertyincluding but not limited to the where calls are made, internet sites visited, the amount of time spent online and the communications heldwill be private.Software UseIt is the Company’s policy to use licensed software only in accordance with the terms of its license agreement. Violating a license agreement is not only unethicalit is also illegal and can subject the Company to criminal prosecution and substantial monetary penalties.To help PWT adhere to this policy, employees may not do any of the following without permission from their Division Director:Make a copy of any Company software program, for any reason.Install a Company software program on a home computer.Install a personal software program (that is, software owned by the employee) on any Company computer.Download any software program from the Internet to a Company computer.The Company may audit Company-owned computers at any time to ensure compliance with this policy.Employee RecordsPersonnel FilesThis Company maintains a personnel file on each employee. The purpose of this file is to allow PWT to make decisions and take actions that are personally important to employees, including notifying family in case of an emergency, calculating income tax deductions and withholdings and paying for appropriate insurance coverage. Personnel files are physically kept by the Human Resources Department and they should be contacted regarding any questions related to the employee personnel files. Access to the files is allowed only on a need-to-know basis.Iit is important that the information in that file be accurate. Employees should notify their Human Resources Department whenever any of the following changes occur:namemailing addressphone numberdependentsthe number of dependents designated for income tax withholdingmarital statusthe name and phone number of the individual whom PWT should notify in case of an emergencydriver’s license restrictions.Work Eligibility RecordsAll newly hired employees must present proof that they are legally eligible to work in the United States. By law, PWT must keep records related to that proof, including a copy of the Form I-9 that each employee completes for the Company. Those forms are kept as confidential as possible. PWT does not keep them with the personnel files.Drugs and AlcoholDrug and Alcohol UseThe Company is committed to a safe, healthy, and productive work environment for all employees, free from the effects of illegal or non-prescribed drugs and alcoholic beverages. Use of drugs and alcohol alters employee judgment resulting in increased safety risks, employee injuries, and faulty decision-making. Therefore, the possession, use, sale, of controlled substances or alcohol on Company premises or during Company time is strictly prohibited. Furthermore, working after the use of alcohol, a controlled substance or abuse of any other substance is prohibited.This policy does not prohibit employees from consuming alcohol while entertaining clients or prospective clients. However, employees may not consume alcohol to the point of intoxication, nor may they consume alcohol if they are going to drive. In addition, employees must always conduct themselves professionally and appropriately while on Company business.Testing is an important element in the Company’s efforts to ensure a safe and productive work environment. The Company has issued a separate statement for this testing program. Please refer to this separate statement, the Human Resource Department, or your supervisor if you have specific questions.PWT does not prohibit employees from consuming alcohol at social or business functions that the Company sponsors and where alcohol is served. Even at these functions, however, employees may not consume alcohol to the point of intoxication or to the point where they endanger their own safety or the safety of others. Employees who violate this policy may face disciplinary action, up to and including termination.Inspection and Search The Company reserves the right to search Company property or any item brought on to company property at any time, without warning. Company property includes, but is not limited to, lockers, desks, file cabinets, storage areas and workspaces. Employees who use a lock on any item of Company property (a locker or file cabinet, for example), must give a copy of the key or combination to their Division Director. A Company initiated search does not necessarily imply an accusation of theft or that an employee has broken a rule. Employees refusing to cooperate with or submit to a search will be subject to terminationDrug TestingPre-employment: All applicants may be asked to take and pass a drug test before beginning work or receiving an offer of employment. Refusal to submit to testing will result in disqualification of further employment consideration. Reasonable Suspicion: Employees are subject to testing based upon (but not limited to) observations by PWT Management of apparent workplace use, possession or impairment. The Human Resources Department, the Division Director may be consulted before sending an employee for testing. All levels of management making this decision must utilize the “Observation Checklist” to document specific observations and behaviors that create a reasonable suspicion that the person is under the influence of illegal drugs and/or alcohol. If the results of the “Observation Checklist” indicate further action is justified, the Division Director or the Human Resources Representative will confront the employee with the documentation and/or with another member of management. Under no circumstances will the employee be allowed to drive himself or herself to the testing facility. A member of PWT management must escort the employee; the PWT director will make arrangements for the employee to be transported home. Post-accident: Employees are subject to testing when they cause or contribute to a work-related accident or injury to themselves or another employee requiring off-site medical attention. A probable belief circumstance will be presumed to arise in any instance involving a work-related accident or injury in which an employee is found to be responsible for causing the accident. Under no circumstances will the employee be allowed to drive himself or herself to the testing facility. Follow-up: Employees who have tested positive, or otherwise violated this policy, are subject to discipline, up to and including discharge. Depending upon the circumstances and the employee’s work history/record, PWT may offer an employee who violates this policy or tests positive the opportunity to return to work on a last chance basis pursuant to or requirements, which could include entering into a rehabilitation program, follow-up drug testing at times and frequencies determined by PWT for a minimum of one (1) year but not more than two (2) years as well as a waiver of the right to contest any termination resulting from a subsequent positive test. If the employee either does not complete their rehabilitation program or tests positive after completing the rehabilitation program, they will be subject to immediate discharge from employment.Trade Secrets and Conflicts of InterestConfidentiality and Trade SecretsInformation is part of what makes this Company competitive. During employment at PWT, employees may periodically learn sensitive information, either because the employee helps to develop that information or because they need that information to do their job. It is important for the health of this business—and for the well-being of employees who depend on this business for their livelihood—that information learned through their employment is kept confidential. Employees are prohibited from improperly disclosing sensitive information, confidential information, proprietary information or trade secret information to anyone outside the Company. Therefore, PWT encourages employees with further questions related to this policy to contact their Division Director.After employees have left the Company, they are still legally prohibited from disclosing sensitive, proprietary, trade secret or confidential information. If such information is disclosed, PWT will seek legal remedies.Confidentiality Procedures Employees of the Company will have access to confidential information of the Company and our clients. Disclosure of confidential information might seriously damage the Company’s or client’s competitive position and therefore such action will not be tolerated. This non-disclosure applies during and after an employee’s employment. Any copying, reproducing, or distributing of confidential information in any manner must be authorized by management. Confidential information remains the property of the employer and must be returned to the Company on demand. In addition, employees are prohibited from purchasing or selling securities based on information not generally available to the public.Conflicts of InterestThe Company’s success depends on the hard work, dedication and integrity of everyone who works at PWT. In turn, employees’ livelihood depends on the success of the Company.Because PWT depends so much on their employees, and because they depend so much on PWT, employees are expected to devote their energies and loyalties to the Company. Employees are not allowed to engage in any activities or relationships that create either an actual conflict of interest or the potential for a conflict of interest to the Company.Although PWT cannot list every activity or relationship that would create either an actual or potential conflict of interest, examples of activities that violate this policy include the following:working for a competitor or customer or vendor as a part-time employee, full-time employee, consultant, independent contractor or in any other capacityowning an interest in a competitor, customer, vendor or anyone else who seeks to do business with PWTusing the resources of the Company for personal gainuse of employment or a position in the Company for personal gain.Questions about this policy may be directed to the Division Director.Code of EthicsIt is the policy of the Company to always conduct its affairs ethically and to be in compliance with the letter and spirit of the law. Employees of the Company are required to understand and comply fully with both the rules and approved procedures established by our Code of Ethics. Specific questions concerning activities relative to this set of issues may be directed to the Human Resources Department to assist employees to comply with the Company's business conduct policies and the law.Ending EmploymentFinal PaychecksEmployees who quit will receive their last paycheck on the next regularly scheduled pay date after their separation from PWT. Employees who are terminated involuntarily will receive their final paycheck at the time of their termination. Final paychecks will include all compensation earned but not paid through the date of termination. Exit InterviewsThe Company may hold an exit interview with employees who leave the Company voluntarily. During the interview, the employee will have the opportunity to talk about their employment experience herewhat they liked, what they didn’t like and areas where PWT can improve. The Company greatly values these comments.The exit interview also gives PWT a chance to handle some practical matters relating to the end of the employee’s employment. The employee will be expected to return all Company property at the interview and will also have an opportunity to ask any questions regarding insurance, benefits, final paychecks, references or any other matter relating to employment.ReferencesEmployees must direct all reference requests to the Human Resources Department.Re-employmentEmployees may be considered for re-employment provided they qualify for the position of interest and while they were employed with the Company maintained satisfactory performance and attendance. PWT will not honor an employee’s original date of hire if they have a break in service greater than 6 months in duration. ................
................

In order to avoid copyright disputes, this page is only a partial summary.

Google Online Preview   Download