Employee Handbook Template



(Insert your company name here)

EMPLOYEE HANDBOOK

[pic]

January 17, 2010

Welcome to (Company Name)!

Thank you for joining (Company Name)! We hope you agree that you have a great contribution to make to the (your market) industry by way of (Company Name), and that you will find your employment at (Company Name) a rewarding experience. We look forward to the opportunity of working together to create a more successful Company. We also want you to feel that your employment with (Company Name) will be a mutually beneficial and gratifying one.

You have joined an organization that has established an outstanding reputation for quality. Credit for this goes to everyone in the organization. We hope that you, too, will find satisfaction and take pride in your work here. As a member of (Company Name)’s team, you will be expected to contribute your talents and energies to further improve the environment and quality of (Company Name) and its products.

This Employee Handbook should provide answers to most of the questions you may have about (Company Name)’s benefit programs, as well as Company policies and procedures. You are responsible for reading and understanding this Employee Handbook. If anything is unclear, please discuss the matter with your manager, Human Resources, or anyone of us on the management team.

We extend to you our personal best wishes for your success and professional fulfillment at (Company Name).

Sincerely,

(Insert Appropriate Name)

President & CEO

ABOUT THIS HANDBOOK

The following pages contain information regarding many of the policies and procedures of (Company Name) LLC. This is not an employment contract and is not intended to create contractual obligations of any kind. This handbook is also not a strict interpretation of the policies and procedures that are described, but rather, a summary of general information that will serve as a helpful guide to your employment at (Company Name).

(Company Name) recognizes the fact that changing times and the composition of our workforce may require modifications, additions, and/or deletions to our policies and procedures. The policies and procedures outlined in this handbook will be applied at the discretion of (Company Name), and (Company Name) reserves the right to amend, modify, and terminate the policies and procedures of this handbook, at its sole discretion, at any time. We will notify you in writing when an official change in policy or procedure has been made. To the best of our knowledge, (Company Name) believes that these policies and procedures are appropriate and reasonable.

(Company Name) values the many talents and abilities of its employees and seeks to foster an open, cooperative, and dynamic environment where employees and the company alike can thrive. It is impossible to list every policy and procedure that we follow here at (Company Name). Nor can we anticipate all questions that might arise during the course of your employment. If you are in doubt, or if you would like further information or have questions about any of the policies and procedures outlined in this handbook, please feel free to bring them to the attention of your manager or the HR department.

While it is not possible to list all standards of conduct in the workplace, and understanding that every work situation and project may have its own unique standards of performance, behavior, and rules of conduct, in general, (Company Name) expects you to refrain from the following:

■ Creating conflict with coworkers, supervisors, customers, subcontractors, suppliers, or the general public

■ Failure to follow site-specific practices as needed for the job assignment

■ Disregarding safety procedures or contributing to an unsafe work environment

■ Smoking in nonsmoking areas

■ Leaving the assigned work area or facility without the supervisor's permission

■ Loitering or loafing while on duty

■ Failing to abide by the organization's dress code and safety apparel rules

■ Using organization-owned equipment without authorization

■ Not adhering to lunch and break periods

■ Removing, posting, or altering notices on any bulletin board on company property or at work sites without permission by the company’s executive management

■ Eating food and/or drinking beverages in nondesignated areas

■ Sleeping on the job site

■ Gross misconduct, insubordination, and failure to follow supervisor’s directions and work assignments

■ Carrying a weapon on company property or onto a company work site

■ Concealing defective work

■ Engaging in indecent behavior or harassing coworkers, supervisors, customers, subcontractors, suppliers, or the general public

■ Falsifying company records, such as employment applications and time cards, safety reports, or construction reports, in any way

■ Sabotaging the facility, work site, or equipment

■ Being dishonest, including but not limited to deception, fraud, lying, cheating, or theft

Contents:

STANDARD EMPLOYMENT PRACTICES

← At-Will Employment

← Equal Opportunity Employment

← Sexual and Other Unlawful Harassment

← Immigration Law Compliance

← Evaluation Period

GENERAL POLICIES AND PROCEDURES

← Orientation

← Reporting Changes

← Job Classifications

← Pay Periods

← Performance Reviews

← Time and Expense Management Policy

← Time Reporting

← Drugs and Alcohol

← Workplace Attire

← Use of Company Property, E-mail, and Software

← Inventions, Creative Works, and Developments

← Confidential Information

← Conflicts of Interest

← Nonsolicitation

← Competing Employment

TIME OFF AND LEAVE POLICIES

← Paid Time Off (PTO)

← Holidays

← Jury Duty

← Military Duty

← Bereavement Leave

EMPLOYEE BENEFITS

← Benefits Eligibility

← Medical Insurance

← Dental Insurance

← 401(k) Plan

← Basic Term Life Insurance

← Voluntary Term Life Insurance

← Vision Insurance

← Short-Term Disability Leave

← Supplemental Short-Term Disability

← Long-Term Disability

← Educational Assistance

← Employee Assistance Program

← Workers’ Compensation

← COBRA

← Employee Referral Bonus Program

COMMUNICATIONS AND EMPLOYEE ADVISORY BOARD (EAB)

← Open Communications

← Suggestion Box

← EAB Mission and Objectives

← EAB Role

← EAB Membership

DISCIPLINARY AND SEPARATION POLICIES

← Disciplinary Actions and Separation

← Disciplinary Procedures

← Separation Procedures

← Return of Property

← Employment References

← Final Pay

APPENDICES

← Exhibit A: Acknowledgement of Receipt and Understanding—Return to HR

STANDARD EMPLOYMENT PRACTICES

At-Will Employment

(Company Name) does not offer tenured or guaranteed employment. Unless you and (Company Name) have expressly agreed otherwise in writing, your employment is at will and may be terminated by you or by (Company Name) for any reason and at any time, including during and after any relevant evaluation period.

Equal Opportunity Employment

(Company Name) is an Equal Opportunity/Affirmative Action employer. (Company Name) will not discriminate, nor will (Company Name) tolerate any discrimination, against any employee or coworker because of race, color, national origin or ancestry, gender, age, religious convictions, or disability.

(Company Name) is committed to providing equal employment opportunities to all individuals without regard to race, color, religion, sex, national origin, age, disability, marital status, sexual orientation, or any other characteristic protected by law.

(Company Name) does not discriminate on the basis of gender in compensation or benefits for women and men who work in the same establishment and perform jobs that require equal skill, effort, and responsibility and that are performed under similar conditions.

(Company Name) will make reasonable accommodations for qualified individuals with known disabilities unless doing so would result in an undue hardship. An employee with a disability for which reasonable accommodation is needed should contact the Resource Director to discuss possible solutions.

Employees with questions or concerns about any type of discrimination in the workplace are encouraged to bring these issues to the attention of the Resource Director. Employees can raise legitimate concerns and make good faith reports without fear of reprisal. Anyone found to be engaging in any type of unlawful discrimination will be subject to disciplinary action, up to and including discharge.

Sexual and Other Unlawful Harassment

It is against the policies of (Company Name) for an employee to harass another person because of the person's sex, race, color, religion, national origin, age, disability, sexual orientation, marital status, or other characteristic protected by law. “Sexual harassment” includes any sexually offensive physical, verbal, or nonverbal conduct that is solicited and unwelcome. This includes, but is not limited to, sexual comments that offend or degrade an employee or another person based on his or her gender, as well as passive activity such as displaying sexually suggestive pictures, accessing sexually explicit web sites, or telling or e-mailing sexually offensive jokes, whether viewed or not viewed by the protected person. “General harassment” includes, but is not limited to, threats, intimidation, or disparaging remarks or behavior.

Any employee who believes that he or she is being unlawfully harassed should immediately contact his or her supervisor or the HR department. All complaints of harassment will be promptly, thoroughly, and confidentially investigated, and, where necessary, appropriate disciplinary action will be taken. In addition, there will be no reprisal or retaliation against an individual raising a good faith complaint. Any person found to have unlawfully harassed another person will be subject to appropriate disciplinary action, which may include discharge.

STANDARD EMPLOYMENT PRACTICES CONT’D

Immigration Law Compliance

(Company Name) is committed to employing only United States citizens and aliens who are authorized to work in the United States and does not unlawfully discriminate on the basis of citizenship or national origin.

In compliance with the Immigration Reform and Control Act of 1986, each new employee, as a condition of employment, must complete the Employment Eligibility Verification Form I-9 (Exhibit H) and present documentation establishing his or her identity and employment eligibility. Former employees who are rehired must also complete the form if they have not completed an I-9 with (Company Name) within the past three (3) years, or if their previous I-9 is no longer retained or valid.

Employees with questions or seeking more information on immigration law issues are encouraged to contact the HR department. Employees may raise questions or complaints about immigration law compliance without fear of reprisal.

Evaluation Period

It is expected that all new employees will go through an initial period of adjustment in order to learn about our company and its operating procedures and about their individual job. Additionally, an initial employment period gives your manager a reasonable period of time to evaluate your performance.

Where used, evaluation periods are intended to give you the opportunity to demonstrate your ability to achieve a satisfactory level of performance and to determine whether the new position meets your expectations. Also, (Company Name) uses this period to evaluate your capabilities, work habits, and overall performance. Either you or (Company Name) may end the employment relationship at any time during or after the introductory period, with or without cause or advance notice.

All new and rehired employees are on a 90-day calendar evaluation period when hired. Any significant absence will automatically extend an additional evaluation period by the length of the absence. If (Company Name) determines that the designated evaluation period does not allow sufficient time to thoroughly evaluate the employee's performance, it may be extended. Upon satisfactory completion of the evaluation period, you will enter the "regular" employment classification.

GENERAL POLICIES AND PROCEDURES

Orientation

All new employees and rehires will be required to provide documentation of identity and eligibility to work in the United States. The I-9 form will be used for this purpose.

You will also receive a copy of the Employee Handbook and will be given the time to read it and ask any clarifying questions. The signed copy of the “Acknowledgement of Receipt and Understanding” (Exhibit A) will be placed in your personnel file.

Reporting Changes

You are responsible for promptly notifying the HR Department of any change in your name, address, telephone number, marital status, citizenship, tax withholding allowances, emergency contact information, insurance beneficiary, or dependent insurance coverage. Accurate and correct information is vital for benefits and insurance records and other Company files.

GENERAL POLICIES AND PROCEDURES CONT’D

Job Classifications

Under the Fair Labor Standards Act (FLSA), employees are classified into two major categories: "Exempt" and "Nonexempt." This handbook applies to both exempt and nonexempt employees.

■ Exempt employees are generally salaried and fall into one or more of the following four classifications: executive, professional, administrative, or sales. These employees are exempt from the applicable provisions of state and federal wage and hour laws (FLSA).

■ Nonexempt employees are eligible to receive overtime pay in accordance with state and federal wage and hour laws (FLSA). These employees are required to submit a time record for each pay period, approved by the appropriate supervisor, for the purpose of tracking hours worked and calculating compensation.

Employees are also classified within one of the following three (3) categories:

■ Full-time: any employee that is regularly scheduled to work 35 hours a week or more. Full-time employees are eligible for standard company benefits.

■ Part-time: any employee that is regularly scheduled to work less than 35 hours per week. Part-time employees are not eligible for standard company benefits.

■ Temporary: any temporary work that has a predetermined start and end date of employment. Temporary employees are not eligible for standard company benefits.

Pay Periods

Pay will be made monthly according to published schedules. Please refer to the published annual pay date calendar for exact dates. The monthly payday may be changed periodically by (Company Name) to facilitate cash management needs, and the Company will work with the employees affected by such changes to minimize the personal impact of the changes.

Your monthly pay may be directly deposited into your bank accounts if you provide advance written authorization and account information to (Company Name) to make such direct deposits. Employees will be mailed an itemized statement of wages when (Company Name) makes direct deposits.

Individual compensation is a personal and confidential matter. It is a direct violation of this policy for employees to share this information with employees other than their management and Human Resources.

Performance Reviews

(Company Name) strongly encourages you and your supervisor(s) to discuss your job performance and goals on an informal, day-to-day basis. A formal written performance evaluation and/or a Personal Development Plan will be conducted on an annual basis. Additional formal performance evaluations are conducted to provide both you and your supervisor(s) with the opportunity to discuss job tasks, identify and correct weaknesses, encourage and recognize strengths, and discuss positive, purposeful approaches for meeting goals.

Personal Development Plans are scheduled approximately every 12 to 24 months.

Time and Expense Management Policy

Time and Expense Management

It is incumbent upon all (Company Name) personnel to balance the company’s need for cost effectiveness and the employee’s need for quality services and support when traveling on company business. Employee travel should be via the lowest-cost alternative, consistent with good business practices. Neither luxury nor substandard modes of transportation and accommodations will be used.

Employee travel and the expenses associated with it will be authorized only in circumstances that are clearly consistent with the mission of the company. It will be the responsibility of each company manager to ensure that all employee travel meets this objective and that reimbursement is made only for actual, reasonable business expenses in connection with authorized travel as defined in this document. In order to maintain control over expenditures, any expense submitted that does not comply with the guidelines of this procedure will not be reimbursed, unless accompanied by a valid exception by management.

All questions about time and expense management should be directed to your direct supervisor.

Consultants: When on engagements where expenses are billable to the customer, (Company Name)’s Travel and Expense Policy will be followed. If the commercial structure of the engagement is fixed fee with expenses included, (Company Name)’s policies are followed. If the customer has specific preferences on vendors (e.g., rental car company, local hotel), these details are covered in the hand-off call at the beginning of every engagement.

General

1. Receipts are required for all expense submissions, regardless of amount. If a receipt is not available, be sure to note why in the expense notes.

2. “Extra day” stays are permitted (either before or after) if the combined cost of the allowable expenses is less than the cost of the lowest available airfare. In determining the portion of the total airline cost that is business-related, determine the cost on the itinerary for the business portions of the trip using the same fare basis as actually flown. (Company Name) will reimburse amounts expended for airfare, hotel, and meals costs only up to a maximum amount equal to the airfare to travel home.

3. A traveling employee can fly in a guest instead of returning home for the weekend, reimbursable up to the amount the employee would have paid in airfare to return home and back to the client. No other expenses are reimbursed in this situation (hotel, meals, and miscellaneous expenses).

4. Employees retain all benefits from frequent flyer/hotel club memberships for all travel when rewards are available. All dues for such clubs must be paid by employee.

5. In billable situations where (Company Name)’s policy is governing the delivery, “local” is defined as less than 25 miles from the client site. Consultants can get reimbursed for personal mileage, rental car, and parking if they fall outside the definition of “local.”

6. Home office reimbursements are paid monthly by role and require no expense receipt submission. This covers all communication (cell phone and broadband card minimum) and normal operating expenses. Special project expenses should be submitted and preapproved by the employee’s supervisor. (Company Name) recommends that each employee keep actual receipts in case of audit.

Air Travel

1. Use of nonrefundable airfares is recommended. These fares are usually considerably less expensive than refundable unrestricted fares. In most cases, if the travel must change or the trip is canceled altogether, the funds can be used as a credit toward future travel, less a service charge imposed by the airline.

2. (Company Name) will not pay for higher upgradable airfares. You are free to use your own rewards points to upgrade flights, if you desire to do so. (Company Name) will not reimburse for any type of cabin upgrade.

3. (Company Name) will reimburse employees for checked baggage fees.

4. Any nonbillable round-trip air travel over $1,000 or one-way air travel over $500 requires Vice President approval prior to booking.

Auto Rental

1. As you set up preferences for rental car companies, leverage the (Company Name) codes to create your membership with Hertz and Budget, as the company receives benefits for renting from these two companies. If you find cheaper rates with other vendors, please book the cheapest, but in the event that they are equal or close, use Hertz or Budget.

2. The CDP number for Hertz is 1094765.

3. The BCD number for Budget is Z054523.

4. Car size default is “Intermediate” unless a larger car is needed because three or more passengers will be traveling during the trip. Luxury, Premium, and Specialty car rentals will be reimbursed only at the Intermediate rate.

5. The company insurance policy covers employees while traveling. Therefore, decline the optional insurance coverage. In the event of an accident while traveling, you must notify your manager immediately. You must, AT ALL TIMES, carry the (Company Name) insurance card with you.

6. Employees must refill gasoline prior to returning a rental car for drop-off. Gas charges at the rental locations average 50% more than independent filling stations. If this is not possible, an explanation must be listed on the expense report.

7. Add-on GPS systems can be rented at your discretion. (Company Name) will reimburse the cost, but you may be asked to provide an explanation as to why the situation warranted the rental. As an example, if you travel from Point A to Point B every week, a GPS should not be necessary after a few trips have been taken.

8. The employee assumes the responsibility for all parking fines and traffic fines.

Personal Auto Reimbursement

1. Employees are authorized to use their automobile only if they have both a valid driver’s license and current comprehensive auto insurance, including liability. If not, the employee is not authorized to travel for the company.

2. When an employee uses his or her personal automobile on approved company business, the company will pay the current IRS rate. (Company Name) will also reimburse all actual auto tolls and parking fees.

3. The employee assumes the responsibility for all parking fines and traffic fines.

4. Airport parking AND mileage/mileage equivalents are reimbursed. If you take a taxi, train, or bus to the airport from your residence, that is reimbursable. If you drive and park at the airport, mileage and parking are reimbursable. Short-term parking fees will be questioned, as the fees are not reasonable; provide an explanation in the expense report if short-term parking had to be used.

Lodging

1. The (Company Name) standard for lodging is a Courtyard Marriott or equivalent hotel in the three-star rating range.

2. Internet services are not reimbursable, as the monthly communication allowance covers broadband cards for all employees. Provide an explanation in the expense report if there is a reason that a connection had to be purchased.

3. All hotel reservations will be guaranteed to your credit card. It is the employee’s responsibility to cancel hotel reservations within the hotel cancellation policy time frame. This can be done by contacting the travel agency or the hotel directly. You must obtain a cancellation number when canceling a reservation. The company will not reimburse hotel “no-show” fees, unless approved by a manager.

Meals and Entertainment

1. Actual, reasonable, and necessary costs for meals will be reimbursed. Reimbursement may include a gratuity of up to 20% of the bill, before sales tax. Detailed receipts are required for any meal in excess of $30.00 including gratuity and sales tax. Reasonable is dependent on geography, but in general, be prepared to provide an explanation if individual meals (including gratuity and sales tax) are above the following general guidelines:

a. Breakfast: $15

b. Lunch: $20

c. Dinner: $30

NOTE: A cumulative daily allowance of $65 is acceptable if certain meals are skipped (e.g., you skip breakfast and lunch and have dinner for $65).

2. Consultants do not have a budget for entertaining clients. All entertaining of clients paid for by (Company Name) must be done by Sales, Presales, or Management employees. All exceptions to this require preapproval from the employee’s Manager.

3. Advance approval is needed from your sales supervisor for entertainment expenses expected to be over $500.

4. Alcoholic beverages are reimbursable if customers and/or partners are being entertained by Sales or consultants preapproved to do so, or if (Company Name) Management is hosting team-building activities. While entertaining customers/partners, a two-drink-per-person maximum is reimbursable.

5. When leaving any work function where alcohol was consumed, if driving safely is at all in question, (Company Name) will reimburse alternative transportation arrangements necessary so that personal autos or rented automobiles are not used.

6. Nonreimbursable expenses include, but are not limited to, tabs (not permitted), airline club dues, rental car club membership fees, airline headset rental, in-room movies, annual credit card fees, travel insurance, theft of personal property, fines for traffic violations, insurance on life or personal property while traveling, purchase of clothing and/or other personal items, or expenses for family, child, pet, home, and property care while on a trip.

7. In a group meal setting with billable people, each billable person should retain a separate receipt for his or her portion and submit for reimbursement appropriately. If there is a mix of billable and nonbillable people, each billable person should get a separate receipt for his or her part and the most senior nonbillable person is required to pick up the balance.

8. In a group meal setting with nonbillable people, the most senior (Company Name) person is required to pay the bill.

Laundry Service

1. Actual and reasonable laundry expenses will be reimbursed; receipts must be provided. This applies only after the employee has been away from home for six (6) consecutive days, or if the trip has been unexpectedly extended.

Miscellaneous Expenses

1. Luggage gratuity at $1 per bag.

2. Shuttle gratuity at $2 per trip.

3. Taxi gratuity at up to 10%.

4. Business phone calls (use cell phones rather than hotel phones), fax charges, and overnight shipment fees will be reimbursed. Receipts must be submitted.

5. Housekeeping gratuity is not reimbursed.

Expense Reporting

1. Actual and reasonable expenses are reimbursed in accordance with the provisions of this policy.

2. Receipts are required for all expenses. If a receipt is not available, provide an explanation with your submission.

3. All expenses are required to be submitted weekly in the expense tracking system, and receipts submitted to Accounting AS WELL AS the employee’s supervisor by 8 a.m. the following Tuesday. If scanning as a PDF is often not convenient, subscribe to an electronic fax service to fax to yourself so that you can forward the PDF to Accounting and your supervisor.

4. Expenses will be reimbursed in separate direct deposits twice a month. Submission cutoff is 8 a.m. EST on the 15th and the last business day of each month.

5. Disciplinary action up to and including termination will be taken for the submission of fraudulent reimbursement requests.

6. Expenses will be approved/questioned/rejected by line item.

7. If you are submitting an “out of policy” request for reimbursement, note the reasoning when you submit the expense so that the Approver and Accounting see it up front.

8. Detailed receipts are required for rental car reimbursements.

9. Lodging expense entries should include only lodging fees. Separate receipts should be kept and submitted for all food and beverage services purchased during the stay at the hotel, including room service.

10. Two receipts are required for meals and entertainment over $30: (1) the detailed breakdown and (2) the final credit card receipt. If a group meal, include the business purpose of the event and the attendee’s name, title, and organization (on the receipt or in the notes of the expense item).

11. An airline itinerary with proof of payment (purchase date and amount) is equal to an airline receipt for reimbursement purposes, because we want to book airfare as far in advance as possible to get better fares. Employees should retain all actual airline receipts in the event that a customer or (Company Name) has a question on that receipt at a later date.

12. Separate expense reports are required for nonbillable expenses AND for each billable project. Expense reports cannot be pooled for receipt management reasons.

.

Time Reporting

1. Billable time reporting is required weekly by 8 a.m. the following Tuesday. If the end of month falls midweek, a special time sheet needs to be submitted at month-end.

2. All PTO needs to be submitted as taken.

GENERAL POLICIES AND PROCEDURES CONT’D

Drugs and Alcohol

It is (Company Name)’s desire to provide a drug-free and safe workplace. To promote this goal, you are required to report to work in appropriate mental and physical condition to perform your job in a satisfactory manner.

While conducting business-related activities off (Company Name)’s premises, you may not use, possess, distribute, sell, or be under the influence of alcohol or illegal drugs. The legal use of prescribed drugs is permitted on the job only if it does not impair an employee's ability to perform the essential functions of the job effectively and in a safe manner that does not endanger other individuals in the workplace.

Violations of this policy may lead to disciplinary action, up to and including immediate termination of employment, and/or required participation in a substance abuse rehabilitation or treatment program. Such violations may also have criminal consequences.

Should you have questions or concerns about substance dependency or abuse, (Company Name) encourages you to discuss these matters with the HR department to receive assistance or referrals to appropriate resources in the community.

Employees with drug or alcohol problems that have not resulted in, and are not the immediate subject of, disciplinary action may request approval to take unpaid time off to participate in a rehabilitation or treatment program through (Company Name)’s health insurance benefit coverage. Leave may be granted if the employee agrees to successfully complete any rehabilitation or treatment program; abstain from use of the problem substance; and abide by all (Company Name) policies, rules, and prohibitions relating to conduct in the workplace; and if granting the leave will not cause (Company Name) any undue hardship.

Under the Drug-Free Workplace Act, an employee who performs work for a government contract or grant must notify (Company Name) of a criminal conviction for drug-related activity occurring in the workplace. The report must be made within five (5) days of the conviction.

Workplace Attire

Dress, grooming, and personal cleanliness standards contribute to the morale of all employees and tremendously affect the business image that (Company Name) presents to customers.

During business hours, you are expected to present a clean and neat appearance and to dress according to the requirements of your position. You are expected to adapt to the work environment at the customer site where you are working. At a minimum, employees should be attired in "business casual" clothing. This would exclude jeans, tennis shoes, and other types of dress not typically associated with a business environment.

At no time are you permitted to wear any attire that has imprinted on it any words, slogans, or pictures that would be considered offensive to another person or that are meant to incite turmoil or make a political statement. Consult the Account Manager(s) or the manager to whom you are currently reporting if you have questions as to what constitutes appropriate attire.

GENERAL POLICIES AND PROCEDURES CONT’D

Use of Company Property, E-mail, and Software

Computers, computer files, the e-mail system, and software furnished to employees are (Company Name) property intended for (Company Name) business use only. (Company Name) provides a computer and printer to employees when necessary. Cell phones and PDAs are not provided; however, usage reimbursement may fall under the Telecommunications plan. You should not use a password, access a file, or retrieve any stored communication without prior authorization from your supervisor. To ensure compliance with this policy, computer and e-mail usage may be monitored by (Company Name) at any time and without prior notice to you.

(Company Name) strives to maintain a workplace free of harassment and sensitive to the diversity of its employees. Therefore, (Company Name) prohibits the use of computers and the e-mail system in ways that are disruptive, offensive to others, or harmful to morale, or that violate (Company Name)’s policy regarding harassment of any nature.

For example, the display or transmission of sexually explicit images, messages, and cartoons is not allowed. Other such misuse includes, but is not limited to, ethnic slurs, racial comments, off-color jokes, or anything that may be construed as harassment or showing disrespect for others.

E-mail may not be used to solicit others for commercial ventures, religious or political causes, outside organizations, or other nonbusiness matters.

(Company Name) purchases and licenses the use of various computer software for business purposes and does not own the copyright to this software or its related documentation. Unless authorized by the software developer, (Company Name) does not have the right to reproduce such software for use on more than one computer. Therefore, you may use software on local area networks or on multiple machines only according to the software license agreement. (Company Name) prohibits the illegal duplication of software and its related documentation.

Employees who violate this policy will be subject to disciplinary action, up to and including termination of employment.

Inventions, Creative Works, and Developments

You agree that all inventions, creative works, and developments (as herein collectively defined as “Inventions”) shall be and remain the property of (Company Name). “Inventions” shall mean all ideas, potential marketing and sales relationships, inventions, research, plans for products or services, marketing plans, computer software (including, without limitation, source code and object code), computer programs, original works of authorship, characters, know-how, trade secrets, information, data, developments, discoveries, improvements, modifications, technology, algorithms, and designs, whether or not subject to patent or copyright protection, made, conceived, expressed, developed, or actually or constructively reduced to practice by you solely or jointly with others in connection with or relating to any work performed by you for (Company Name). You acknowledge that all of said Inventions shall be considered as “work made for hire” belonging to (Company Name).

To the extent that any such inventions, under applicable law, may not be considered work made for hire by you for (Company Name), you agree to assign and, upon its creation, automatically assign to (Company Name) the ownership of such material, including any copyright or other intellectual property rights in such materials, without the necessity of any further consideration. (Company Name) shall have the exclusive right to use the inventions, whether original or derivative, for all purposes. You shall promptly disclose in writing to (Company Name) complete information

GENERAL POLICIES AND PROCEDURES CONT’D

Inventions, Creative Works, and Developments Cont’d

concerning each and every Invention during the term of your employment with (Company Name), or within twelve (12) months thereafter. At (Company Name)’s expense, you will assist (Company Name) in every proper way to protect the inventions throughout the world, including, without limitation, executing in favor of (Company Name) or any affiliate of (Company Name) patent, copyright, and other applications and assignments relating to the inventions.

Confidential Information

The protection of confidential business information and trade secrets is vital to the interests and the success of (Company Name). Such confidential information includes, but is not limited to, the following examples:

← Compensation data

← Computer processes

← Computer programs and codes

← Customer lists

← Customer preferences

← Financial information

← Technological data

← Technological prototypes

← Pricing and/or pricing strategies

← Client data

You will be required to sign a nondisclosure agreement as a condition of employment. Should you improperly use or disclose trade secrets or confidential business information, you will be subject to disciplinary action, up to and including termination of employment, even if the party to whom you disclosed the information does not actually benefit from the disclosed information.

As part of the new-hire paperwork, all employees are required to sign the (Company Name) Restricted Practices Agreement. This document is located in the HR Library in SharePoint.

Conflicts of Interest

You have an obligation to conduct business within guidelines that prohibit actual or potential conflicts of interest, either within (Company Name) or with our clients. This policy establishes only the framework within which (Company Name) wishes the business to operate. The purpose of these guidelines is to provide general direction so that you can seek further clarification on issues related to the subject of acceptable standards of operation. Contact Human Resources for more information or questions about conflicts of interest.

Transactions with outside companies must be conducted within a framework established and controlled by the executive management of (Company Name). Business dealings with outside companies should not result in unusual gains for those firms. Unusual gain refers to bribes, product bonuses, special fringe benefits, unusual price breaks, and other windfalls designed to ultimately benefit the other firm, you, or both. Promotional plans that could be interpreted to involve unusual gain require specific manager approval.

An actual or potential conflict of interest occurs when you are in a position to influence a decision that may result in a personal gain to you or for a relative as a result of (Company Name)’s business dealings. For the purposes of this policy, a “relative” is any person who is related by blood or marriage, or whose relationship with you is similar to that of persons who are related by blood or marriage.

GENERAL POLICIES AND PROCEDURES CONT’D

Conflicts of Interest Cont’d

No "presumption of guilt" is created by the mere existence of a personal or business relationship with outside firms. However, if you have any influence on transactions involving purchases, contracts, or leases, it is imperative that you disclose to an officer of (Company Name) the existence of any actual or potential conflict of interest as soon as possible so that safeguards can be established to protect all parties.

Personal gain may result not only in cases where you or a relative have a significant ownership in a firm with which (Company Name) does business, but also when you or a relative receives any kickback, bribe, substantial gift, or special consideration as a result of any transaction or business dealings involving (Company Name).

Nonsolicitation

During the period of your employment and for a period of twelve (12) months after the termination of your employment with (Company Name), you shall not, directly or indirectly, (i) solicit for employment or employ any person who was employed by (Company Name) during your employment with (Company Name); or (ii) call on, solicit, or take away for yourself or for any other person or entity any person or entity who or which was a customer of (Company Name) during your employment with (Company Name).

All new employees have signed nonsolicitation agreements, referenced in the HR Documents folder on the (Company Name) SharePoint web site.

Competing Employment

Due to the highly competitive nature of the industry in which (Company Name) is involved, you could be restricted from certain associations or working arrangements with competing or conflicting firms. Subject to (Company Name)’s prior written approval, you may work for other businesses during the course of your employment with (Company Name); provided, however, that you may not (i) accept or perform work of a nature that conflicts or competes in any way with the business or services of (Company Name); (ii) use any (Company Name) resources, including, but not limited to, computer hardware and software, telephones, facsimile machines, and copiers, for or in connection with any non-(Company Name) work; (iii) perform any non-(Company Name) work on (Company Name) premises; or (iv) perform any non-(Company Name) work during normal business hours.

You will be required to sign a Noncompete Agreement, referenced in the HR Documents folder on the (Company Name) SharePoint web site.

TIME OFF AND LEAVE POLICIES

Paid Time Off (PTO)

(Company Name) grants paid time away from work under its annual PTO Policy. You may use this leave for any purpose you wish, including vacations, unpaid holidays, illness, or time away from work for personal or family matters. Absences should be scheduled in advance with supervisory approval. Unscheduled absences are strongly discouraged except in emergency situations.

Effective January 1, 2008, (Company Name) adopted a PTO Policy. PTO combines vacation, sick time off, and personal holidays. The intent of PTO is to reduce the compliance efforts regarding time away from work and allow employees the flexibility to use their time off as they need.

(Company Name) employees are encouraged to use available PTO for rest, relaxation, and personal pursuits. Time spent in training or on the bench will not be counted against PTO.

Schedule

Years Employed

1–3 15 days of PTO (accrued following probation at 1.25 days/month—10 hours)

4–7 20 days of PTO (accrued at 1.67 days/month—13.36 hours)

8–15 25 days of PTO (accrued at 2.09 days/month—16.72 hours)

15+ 30 days of PTO (accrued at 2.5 days/month—20 hours)

PTO time is earned on a daily basis regardless of the Company’s accrual methodology.

Eligibility

Employees are eligible to accrue PTO on their first day of employment. If an employee takes PTO in excess of his or her PTO accrual and leaves the firm, PTO excess pay will be deducted from the final paycheck. Employees may not go more than 40 hours in arrears.

Anniversary Date

Employees start accruing on their date of hire (DOH). Your date of hire is your anniversary date and will be used to calculate your accrual rate and accrual schedule. PTO is not calculated on a January to December calendar, but on each employee’s actual date of hire.

The Definition of Day

A day is considered to be 8 hours. Therefore, if an employee takes a day of PTO, he or she will be charged for 8 hours of PTO. PTO may be taken in 4-hour increments (½ day).

The Definition of Week

A week is considered to be 40 hours. If an employee takes a week of PTO, he or she will be charged for 40 hours of PTO.

TIME OFF AND LEAVE POLICIES CONT’D

Notice to Supervisor

All employees are requested to give at least one month’s notice to their supervisor of their Paid Time Off (formerly vacation) plans, if possible. Employees will not be eligible to receive pay in lieu of PTO at any point. 

Exceptions: Leave of Absence, Short-Term Disability, Long-Term Disability

(Company Name) understands that there may be instances where extended time off may be requested. When this exceeds your PTO, the additional time off will be a nonpaid personal leave of absence, and must be approved by management. Extended sick leave beyond PTO will be considered on a case-by-case basis and covered under the Short-Term Disability and Long-Term Disability Policies as covered by the Family and Medical Leave Act.

Accrual of PTO

In the event that available PTO is not used by the end of the benefit year, employees may carry unused time forward to the next benefit year. Unused PTO continues to accrue until an employee accumulates 1.5 times the annual amount granted. At this point, accrual stops until the unused PTO is used.

Payment of PTO

Employees will be paid for accrued and unused PTO upon separation of employment. If an employee is separated for cause, payment of accrued and unused PTO may be withheld.

Holidays

Paid national holidays that do not count toward PTO are:

← New Year’s Day (January 1)

← Presidents’ Day

← Memorial Day (last Monday in May)

← Independence Day (July 4)

← Labor Day (first Monday in September)

← Thanksgiving (fourth Thursday in November)

← Day after Thanksgiving

← Christmas Eve (December 24) (or the Friday prior if 12/24 falls on a weekend)

← Christmas Day (December 25) (or the Monday after if 12/25 falls on a weekend)

← New Year’s Eve (or the Friday prior if 12/31 falls on a weekend)

Please note: If an employee is at a client’s site where a (Company Name) Holiday is not observed, the employee may take that day as a floating holiday at some other date within the same calendar year. If it is not used in the same calendar year, that day will be lost. Notice must be given and approved by the employee’s supervisor prior to this change.

TIME OFF AND LEAVE POLICIES CONT’D

Jury Duty

(Company Name) encourages employees to fulfill their civic responsibilities by serving jury duty when required. Employees who are paid a percentage of their billable rate may request unpaid jury duty leave for the length of absence. Employees who are on a fixed salary will be paid during the length of their jury duty.

If called for jury duty, you must show the jury duty summons to your supervisor as soon as possible so that the supervisor may make arrangements to accommodate your absence. Of course, you are expected to report for work whenever the court schedule permits.

Either you or (Company Name) may request an excuse from jury duty if, in (Company Name)’s judgment, your absence would create serious operational difficulties.

(Company Name) will continue to provide health insurance benefits for the full term of the jury duty absence.

Military Duty

Employees who are absent from work in order to attend an annual encampment in a recognized reserve branch of the armed forces of the United States will receive a paid leave of absence of up to a maximum of two (2) weeks per year. Leaves for military service and reinstatement after performing military service will be provided in accordance with the requirements of law.

Bereavement Leave

Full-time, regular employees may be granted up to three (3) consecutive working days of bereavement leave (not charged to other leave time) for the death of an immediate family member. For the purposes of this policy, family includes: employee’s spouse, domestic partner, child, parent, sibling, stepparent, grandchild, grandparent, parent-in-law, grandparent-in-law, daughter-in-law, son-in-law, brother-in-law, sister-in-law, child of employee’s spouse or domestic partner, and any relative living in the household of the employee. If a holiday or part of your vacation occurs on any of the days of absence, you may not receive holiday or vacation pay in addition to bereavement leave.

EMPLOYEE BENEFITS

The following is a list of benefits that (Company Name) makes available to its employees. The descriptions in this Handbook are a summary only. The separate plan documents explain each benefit in more detail, and the language of the plans’ documents controls the various plans. Benefits may be modified, added, or terminated at any time by the insurance company or benefit provider, per the terms of the plan, or by (Company Name), at its sole discretion.

This information can be found in the HR Library in SharePoint.

Benefits Eligibility

Full-time employees who have successfully completed the evaluation period are eligible for the benefits outlined below. Part-time employees (less than 30 hours per week) are not eligible for these benefits.

Medical Insurance

Medical insurance is available for Eligible Employees and their qualified dependents. Refer to the plan summary for details regarding coverage, eligibility, and cost.

Dental Insurance

Eligible Employees will be given the option to enroll in the (Company Name) dental insurance program immediately upon their first day of employment.

EMPLOYEE BENEFITS CONT’D

401(k) Plan

Eligible Employees will be given the option to enroll in the (Company Name) 401(k) program immediately following the 90-day evaluation period.

Basic Term Life Insurance

(Company Name) will continue to provide a basic term life insurance benefit of $25,000 per employee.

Accidental Death and Dismemberment (AD&D)—100% of life benefit up to $25,000

Portable—You can take your coverage with you!

Waiver of Premium—If you are disabled, your insurance continues until you are age 65 or no longer disabled.

Voluntary Term Life Insurance

(Company Name) is making available the opportunity to purchase additional term life insurance for you, your spouse, and eligible dependents

Vision Insurance

Eligible Employees will be given the option to enroll in the (Company Name) Vision Insurance program immediately upon their first day of employment.

Short-Term Disability Leave

Paid short-term disability leave is available for an absence due to your illness or disability, including pregnancy-related disability, that extends for six (6) or more consecutive scheduled working days. Full-time employees are allowed ten (10) days of short-term disability leave per calendar year. Unused short-term disability days may not be cashed out or carried over into subsequent years.

If you are seeking short-term disability leave benefits, you must submit a statement from a doctor demonstrating that you are unable, due to illness or injury, to perform your job and stating the expected duration of your inability to work. If the medical information submitted is not, in the sole discretion of (Company Name), sufficient to establish an inability to perform your job duties, you may be required to submit to an examination by a doctor selected and paid for by (Company Name).

Supplemental Short-Term Disability

The supplemental short-term disability benefit provided by (Company Name) is a self-funded plan for income replacement for employees unable to work due to illness, pregnancy or injury.

Eligibility

A regular, full-time employee who has completed six months of continuous employment and who is unable to work due to illness, pregnancy or injury (other than a self-inflicted injury) is eligible. The employee must have exhausted all paid leave, including vacation and personal days (PTO) as well as sick leave (STD). An employee receiving workers’ compensation or disability pay under any state or federal plan or private insurance policy is ineligible for this benefit. To be eligible for continued disability benefits, the employee must not engage in outside employment and is expected to avoid activities that may delay recovery and a return to work.

Medical certification

The employee must provide medical certification of the disability that includes the starting and expected ending date of the disability. This certification must be submitted to the Senior Vice President of Human Resources, who will review the certification and make a determination on benefit qualification.

Benefit payment

The short-term disability benefit payment is 60 percent of the employee’s base weekly wages or salary calculated on average earnings in the previous six months, to a maximum of $2,500 per week. The benefit may be paid for a maximum of 90 days per calendar year. Payments are made on regularly scheduled paydays. The benefit is taxable income.

EMPLOYEE BENEFITS CONT’D

Supplemental Short Term Disability Cont’d

Return to work

The employee must return to work as soon as permitted by his or her health-care provider. The employee must submit a fitness-to-return-to-duty clearance to the Senior Vice President of Human Resources. An employee whose absence has been designated as FMLA (Family and Medical Leave Act) leave is eligible for reinstatement as provided by the FMLA.

Employees with any questions regarding this policy should contact the SVP of Human Resources.

Long-Term Disability

(Company Name) provides a very rich Long-Term Disability benefit to employees through Assurant. (Company Name)’s plan provides critical income protection should you be unable to work due to disability. The coverage amount is 60% of monthly pay subject to a maximum of $10,000 per month with a 90-day qualifying period.

Educational Assistance

(Company Name) will provide, at its sole discretion, educational assistance to any employees requesting such assistance.

(Company Name) recognizes that the skills and knowledge of its employees are critical to the success of the organization. The educational assistance program encourages personal development through formal education so that employees can maintain and improve job-related skills or enhance their ability to compete for reasonably attainable jobs within (Company Name).

Individual courses or courses that are part of a degree, licensing, or certification program must be related to your current job duties or a foreseeable future position at (Company Name) in order to be eligible for educational assistance. (Company Name) has the sole discretion to determine whether a course relates to your current job duties or a foreseeable future position. You should contact your manager or the HR department for more information.

Employee Assistance Program

The WorkLife Matters Employee Assistance Program (EAP) is provided by Guardian. This is a resource to help you balance work and home life that includes such services as:

← Telephonic counseling services. A toll-free phone number is available for employees to connect to a counselor.

← Each member has up to three face-to-face visits with a behavioral health professional per year.

← Legal advice is available by phone for topics such as help in finding an attorney or guidance with developing a will.

← 24/7 access to a dedicated EAP web site.

← Monthly “Frontline” newsletter.

Workers’ Compensation

(Company Name) requires that you report job-related accidents or injuries to a supervisor immediately, whether the accident occurred on or off company premises. Failure to report an injury, regardless of how minor, could result in difficulty with your claim.

All workers’ compensation claims will be paid directly to you, and you are expected to return to work immediately upon release by a doctor.

EMPLOYEE BENEFITS CONT’D

COBRA

The Consolidated Omnibus Budget Reconciliation Act (COBRA) gives employees and their qualified beneficiaries the opportunity to continue their health coverage under (Company Name)’s health plan, should they lose their eligibility (e.g., upon termination). Under COBRA, you pay the full cost of coverage at (Company Name)’s group rate, plus an administrative fee. Details of COBRA coverage and how to apply for it will be provided by Human Resources at the time eligibility is lost.

California

(Company Name) will provide additional coverage after the federal continuation period ends and until Medicare entitlement (spouses get a maximum of five (5) years of continuation) for no more than 213% of applicable current group premium.

Employee Referral Bonus Program

All nonmanagement (Company Name) employees are eligible to earn up to a $5,000 bonus for finding a new (Company Name) employee!

NOTE: All positions that are eligible for this program must be approved in advance by the Executive Team.

The (Company Name) Employee Referral Bonus Program was designed not only as a means of recruiting new team members and increasing the workforce, but also as a way of rewarding our employees for adding top-tier talent to our company.

Guidelines:

Eligibility

■ All active nonmanagement (Company Name) employees are eligible to participate in the (Company Name) Employee Referral Bonus Program.

■ To be eligible to receive a referral award under the (Company Name) Employee Referral Bonus Program, both the referring employee and the hired candidate must be active employees at the time of payment.

■ (Company Name) will pay up to a $2,500 referral award to eligible employees 90 days from the hired candidate's official start date.

■ (Company Name) will pay up to an additional $2,500 on the six-month anniversary.

■ Eligible referrals remain valid for one year from the date they enter the recruiting database.

Instructions for Submitting Referrals

Employees who make award-eligible referrals must submit the candidate’s information, , and the corresponding résumé, if available, for each candidate referred via e-mail to hr@(COMPANY NAME).com. The referring employee should keep a copy of the résumé and the e-mail receipt as a record of having submitted the candidate.

The Recruiting Process and Referral Candidates

Each properly submitted candidate referral enters (Company Name)’s applicant tracking database. The candidate will be contacted to determine his or her eligibility for the position, and the candidate’s résumé will be forwarded to the hiring manager and interviews scheduled.

An acknowledgement will be sent to the employee for every candidate properly referred to (Company Name). However, whether referred candidates are interviewed is determined by the hiring needs, the candidate's skills relative to open requisitions, and a variety of related factors.

Previous Award Programs

This program supersedes any and all prior programs.

COMMUNICATIONS AND THE EMPLOYEE ADVISORY BOARD

Open Communications

(Company Name) encourages open and frequent communication among employees in each area of the Company. We hold meetings with each department and the senior management team as well as more informal lunches to encourage discussions and invite new ideas. Feel free to call or stop in to see any member of the management team. Your ideas and recommendations for improvement in all areas are welcome!

Suggestion Box

Mission and Objectives

The (Company Name) Employee Advisory Board has created a Suggestion Box vehicle for employees to submit ideas for consideration and review. Any idea can be submitted in an anonymous manner.

Role of the Suggestion Box

The Suggestion Box is meant to address particular issues or concerns that employees may have that they may not feel comfortable discussing openly for one reason or another. Certain issues may be directed to and answered by members of the management team. Others may be addressed to and discussed by the EAB.

Suggestions may be made to bring attention to specific areas of concern that need to be addressed. Some suggestions may be made to recommend areas for improvement to the way things are done within the organization.

The intent is to make regular and constant improvements to the way we run our business.

Rules

No personal attacks on another individual will be tolerated.

If you make a suggestion, we’d like a recommendation on how to address it. Even if a solution is not accepted, it always helps to start with a solution in mind.

Most suggestions will be addressed in the Newsletter via this column.

Suggestions deemed to be sensitive or confidential may be addressed privately.

EAB Mission and Objectives

The (Company Name) Employee Advisory Board is made up of current employees from across the entire company who have volunteered to help advise management on issues of importance. The members will provide objective, outside-in thinking and continuous focus on core company issues specific to their own team members and the company. The advisory board will discuss items that concern all employees, such as policies, processes, procedures, and the most effective means of communicating them. This board will serve in an advisory capacity to the (Company Name) management team.

COMMUNICATIONS AND THE EMPLOYEE ADVISORY BOARD CONT’D

EAB Role

The Employee Advisory Board will meet regularly to discuss current (Company Name) issues that concern all employees. The board will also be asked for feedback outside of the regular meeting to address any real-time needs that arise.

The specific objectives for the board are:

■ To be a voice of the employees and give input on decisions that need to be made that affect the entire company

■ To provide opinions and honest views to the (Company Name) management team

■ To pose questions or bring issues to the (Company Name) management team

EAB Board

■ The board will include approximately two members from each line of business of (Company Name).

■ The board will meet once a month via conference call, with e-mail communications as needed.

■ Appointments to the board are for a calendar year.

■ Information discussed at the board level should not be shared outside of the board until the appropriate time. All information is considered for internal board use only, until the formal communication plan has been defined.

DISCIPLINARY AND SEPARATION POLICIES

Disciplinary Actions and Separation

At (Company Name)’s discretion, the company will handle disciplinary actions and involuntary separations in a consistent, timely, and equitable manner. All employees are expected to meet (Company Name)’s standards of work performance. Work performance encompasses many factors, including attendance, punctuality, personal conduct, job proficiency, and general compliance with (Company Name)’s policies and procedures. If an employee does not meet these standards, (Company Name) may take corrective action.

This practice applies to all employees of (Company Name). The intent of corrective action is to advise the employee of a deviation from a policy or procedure and to change the employee’s behavior going forward. The process is designed to encourage development by providing employees with guidance in areas that need improvement, such as poor performance, attendance problems, personal conduct, general compliance with (Company Name)’s policies and procedures, or other disciplinary problems.

DISCIPLINARY AND SEPARATION POLICIES CONT’D

Disciplinary Procedures

In order for (Company Name) to have a consistent and fair disciplinary procedure, the following guidelines have been adopted. Examples of unacceptable conduct are lack of good work effort, failing to report to work on a consistent basis, improper dress, and other such issues.

Barring extenuating circumstances, any employee whose employment is terminated for noneconomic reasons will have gone through the following steps:

Step 1:

Verbal warning and/or counseling of the employee

Step 2:

Formal written warning, which could be accompanied by a 30-day probationary period during which performance is closely monitored

Step 3:

Formal written notice of termination of employment

Whether these steps are used or whether one or more steps are bypassed in any particular circumstances is a decision that rests solely within the discretion of (Company Name). Certain types of employee problems are serious enough to justify either a suspension or termination of employment without going through any of the above steps, including but not limited to the following violations that may cause immediate termination:

← Poor performance at a customer engagement that results in your removal from a project or contract, or the necessity for your replacement at the customer’s request.

← Possessing, carrying, displaying, or using firearms, weapons, explosives, explosive ingredients or mechanisms, or hazardous chemicals in the workplace or at work sites not authorized by (Company Name).

← Committing an assault or any criminal act in the workplace or at work sites.

← Theft or vandalism, or any act of dishonesty.

← Distributing, possessing, carrying, using, or being under the influence of illegal drugs.

← Violations of (Company Name)’s sexual harassment policy.

← Insubordination, willful misconduct, or any intentional act that damages (Company Name)’s reputation, its property, or other employees.

← Any other act or omission that (Company Name) deems serious in nature and detrimental to its business or customers’ interests.

Nothing in this policy should be construed to alter the at-will employment status. An employee may be terminated with or without cause, and without prior notice, at any time for any reason.

Separation Procedures

■ A supervisor will review each violation and the facts, and may recommend implementation of any of the steps set forth above. Any recommendation of termination will be reviewed by (Company Name)’s Senior Vice President of Human Resources along with the applicable facts and documentation. If termination is viewed as the appropriate next step, the supervisor will schedule the appropriate actions outlined below.

■ The termination action will generally be recommended at the conclusion of a Performance/Misconduct/Counseling meeting in which the employee's supervisor and a member of (Company Name)’s management will participate. Because of the virtual nature of (Company Name)’s business, any or all such meetings may be conducted by conference call at (Company Name)’s discretion.

■ (Company Name) will:

← Schedule the termination meeting with the employee;

DISCIPLINARY AND SEPARATION POLICIES CONT’D

← Notify the employee of the termination;

← Arrange for return of the employee's laptop, printer, and any/all other company property;

← Arrange for the employee to receive his or her personal belongings; and

← Initiate internal controls to remove the employee from the payroll and access to all other company systems.

■ (Company Name)’s Human Resource Department will:

← Summarize the separation details;

← Review the employee’s personnel file for completeness;

← Inform the appropriate benefits administrator of the termination and details; and

← Prepare the appropriate documentation and/or exit interview forms.

■ (Company Name) retains the right to change or delete this practice at any time.

Return of Property

Any (Company Name) property issued to you, or paid for by the Company, such as lab and computer equipment, cellular phones, fax/copy machines, keys, etc., must be returned to (Company Name) at the time of your separation. You will be responsible for any lost or damaged items.

Employment References

Due to confidentiality considerations, (Company Name) does not provide employment references for former employees. The HR Department will provide dates of employment and positions held only.

Final Pay

(Company Name) complies with state law in each of the states in which we have employees. State law determines the timing of payment of an employee’s final paycheck. Upon resignation of employment, employees who give two weeks’ notice and who work throughout the notice period (if requested to do so by the employee’s manager) will be paid for all accrued and unused PTO. An employee’s termination date is the last day actually worked. Employees may not use PTO during their notice period. (Company Name) reserves the right to withhold accrued PTO if termination is “for cause.”

APPENDIXES

EXHIBIT A

EMPLOYEE ACKNOWLEDGEMENT OF RECEIPT AND UNDERSTANDING

The Employee Handbook describes important information about (Company Name), and I understand that I should consult Human Resources regarding any questions not answered in the handbook. I have entered into my employment relationship with (Company Name) voluntarily and acknowledge that there is no specified length of employment. Accordingly, either I or (Company Name) can terminate the relationship at will, with or without cause, at any time, so long as there is no violation of applicable federal or state law.

Since the information, policies, and benefits described here are necessarily subject to change, I acknowledge that revisions to the handbook may occur, except to (Company Name)’s policy of employment at will. All such changes will be communicated through official notices, and I understand that revised information may supersede, modify, or eliminate existing policies.

Furthermore, I acknowledge that this handbook is neither a contract of employment nor a legal document. I have received the handbook, and I understand that it is my responsibility to read and comply with the policies contained in this handbook and any revisions made to it.

EMPLOYEE'S NAME (printed): _______________________________________________

EMPLOYEE'S SIGNATURE: _________________________________________________

DATE: __________________________________

Please print, sign, and return a scanned version of this page via e-mail to:

Lynn Smith

Project Manager-Human Resources

724-321-9876

lynn.smith@(COMPANY NAME).com

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