Revised: June 18, 2019

[Pages:50]Employee Handbook

Revised: June 18, 2019

ACA Employee Handbook

Overview of Employee Handbook

Welcome to the American College of Apothecaries and the American College of Veterinary Pharmacists (Association)! The Association is dedicated to high standards of excellence and quality, and it values its employees.

This Employee Handbook (Handbook) describes in general terms the policies and procedures that govern employment at the Association. Employees are expected to read and be familiar with the contents of this Handbook and to execute an acknowledgment form.

The Handbook is not intended to provide fixed rules for dealing with all issues that may arise in the workplace; rather, it sets forth general guidelines, subject to modification or departure by the Association as circumstances may require. This Handbook supersedes any prior written statements, including prior handbooks, manuals and offer letters, as well as any oral statements, that may be contrary to the provisions in this Handbook.

This Handbook does not constitute an employment agreement or contract with any employee or group of employees. Employees of the Association are at-will employees, which means that the Association or the employee may end the employment relationship at any time for any lawful reason or no reason at all.

The Association reserves the right to amend, change, or discontinue any policy or procedure contained in this Handbook in its sole and absolute discretion.

Employees who have questions about any of the provisions in this Handbook should consult the Vice President of Operations. The highlights of the benefits contained in the Handbook are not intended to take the place of more detailed benefit plan documents.

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ACA Employee Handbook

Revised: June 18, 2019

ACA Employee Handbook

TABLE OF CONTENTS

1. PURPOSE OF THE EMPLOYEE HANDBOOK ................................................................................

2

2. GENERAL EMPLOYMENT POLICIES & PROCEDURE ..................................................................

6

a. EMPLOYMENT AT WILL ....................................................................................................... 6

b. IMMIGRATION LAW COMPLIANCE ...................................................................................

6

c. CORPORATE OFFICE HOURS AND HOURS OF WORK ....................................................

6

d. PUNCTUALITY........................................................................................................................

7

e. JOB ABANDONMENT ..........................................................................................................

7

f. INCLEMENT WEATHER .......................................................................................................

7

g. CONDITION OF OFFICE .......................................................................................................

7

h. LACTATION ACCOMMODATION .......................................................................................

7

i. PERSONAL APPEARANCE ...................................................................................................

8

j. BEHAVIOR ............................................................................................................................

8

k. SMOKE FREE ENVIRONMENT ........................................................................................

8

l. OUTSIDE EMPLOYMENT AND ACTIVITIES .......................................................................

9

m. DATING AND ANTI-NEPOTISM POLICY ..........................................................................

9

n. PERFORMANCE REVIEWS ................................................................................................

9

o. SUGGESTIONS ...................................................................................................................

9

p. SERVICE TO MEMBERS ....................................................................................................

9

q. OPEN DOOR POLICY ........................................................................................................

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3. EQUAL EMPLOYMENT OPPORTUNITY POLICIES ...................................................................... 10 a. EQUAL EMPLOYMENT OPPORTUNITY ........................................................................... 10 b. DISCRIMINATION AND HARASSMENT POLICY ................................................................ 10 c. WORKPLACE BULLYING ...................................................................................................... 11 d. COMPLAINT PROCEDURE ................................................................................................. 11 e. ANTI-RETALIATION. ............................................................................................................. 11 f. AMERICANS WITH DISABILITIES ACT ............................................................................ 12

4. CATEGORIES OF EMPLOYMENT AND COMPENSATION POLICIES ......................................... 12 a. TYPES OF POSITIONS ........................................................................................................ 12 b. FULL"TIME AND PART"TIME EMPLOYEES ..................................................................... 13 c. EXEMPT AND NON-EXEMPT EMPLOYEES .................................................................... 13 d. OVERTIME. ....................................................................................................................... 14 e. DEDUCTIONS FROM EXEMPT EMPLOYEES ..................................................................... 14 f. TIMEKEEPING ................................................................................................................... 15 g. PAYMENT OF WAGES ....................................................................................................... 16 h. ABSENCE WITHOUT PAY ................................................................................................. 16 i. WHEN LEAVE TIME IS USED ............................................................................................. 16

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ACA Employee Handbook

Revised: June 18, 2019

ACA Employee Handbook

5. EMPLOYEE BENEFITS ............................................................................................................... 17 a. HOLIDAYS ........................................................................................................................... 17 b. VACATION ......................................................................................................................... 17 c. SICK LEAVE ......................................................................................................................... 19 d. JURY DUTY/WITNESS LEAVE ........................................................................................... 19 e. BEREAVEMENT LEAVE ...................................................................................................... 20 f. WORKERS' COMPENSATION ............................................................................................ 20 g. MILITARY LEAVE ................................................................................................................. 20 h. SEMINARS .......................................................................................................................... 21

6. INFORMATION TECHNOLOGY POLICIES ................................................................................. 21 a. TELEPHONE USAGE ........................................................................................................... 21 b. COMPUTER INFORMATION SYSTEMS USAGE AND GUIDELINES ............................... 21 c. EMAIL ETIQUETTE ............................................................................................................ 25

7. TRAVEL ....................................................................................................................................... 27 a. GENERAL TRAVEL POLICY ................................................................................................... 27 b. TRAVEL, EXPENSE REPORTS, AND REIMBURSABLE EXPENSES .................................. 27 c. TRAVEL ............................................................................................................................... 28 d. MEALS ................................................................................................................................ 28 e. ENTERTAINMENT ............................................................................................................... 28 f. ALCOHOL POLICY ............................................................................................................... 29 g. USE OF ASSOCIATION CREDIT CARDS .............................................................................. 29

8. SAFETY AND SECURITY ............................................................................................................ 30 a. SECURITY ............................................................................................................................ 30 b. VIOLENCE IN THE WORKPLACE ....................................................................................... 30 c. DRIVER SAFETY .................................................................................................................. 31

9. STANDARDS OF CONDUCT ...................................................................................................... 32

a. COMPLIANCE WITH LAW .................................................................................................................

32

b. ETHICS ...............................................................................................................................................

32

c. WHISTLEBLOWING ..........................................................................................................................

34

10. TERMINATION OF EMPLOYMENT .............................................................................................. 34

a. REFERENCES .....................................................................................................................................

34

b. RE-HIRE .............................................................................................................................................

35

11. HARASSMENT POLICY & EQUAL RIGHTS PUBLICATION ....................................................... 35

12. EMPLOYEE PROTECTION (WHISTLEBLOWER) POLICY .......................................................... 37

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ACA Employee Handbook

Revised: June 18, 2019

ACA Employee Handbook

13. Appendix .......................................................................................................................................... 38

a. New Employee Personal Data Form ......................................................................... 39

b. Performance Review Form ................................................................................................ 40

c. Grievance Form ................................................................................................................... 41

d. Online Time Sheets

........................................................................................... 42

e. Online Time Off Form ...................................................................................................... 43

f. Online Overtime Approval Form .................................................................................... 44

g. Leave of Absence Form .................................................................................................... 45

h. Confidentiality Agreement .............................................................................................. 46

i. Employee Handbook Acknowledgement ........................................................................ 49

14. NOTES ........................................................................................................................................ 50

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ACA Employee Handbook

Revised: June 18, 2019

ACA Employee Handbook

GENERAL EMPLOYMENT POLICIES & PROCEDURES

Employment At Will All Association employees are at-will employees, unless the Association has expressly entered into a written contract of employment with a particular employee. Only the Vice President of Operations, the Chairman of the Board or his/her designee has the authority to enter into an agreement for employment for any specific period of time, and such agreement must be in writing and signed by the Chairman of the Board. At-will employment means that the Association or the employee may end the employment relationship at any time for any lawful reason or no reason at all.

Immigration Law Compliance In compliance with the Immigration Reform and Control Act of 1986, each new employee, as a condition of employment, must complete the Employment Eligibility Verification Form I-9 and present documentation establishing identity and employment eligibility within three business days of commencing employment. Former employees who are rehired must also complete the form if they have not completed an I-9 with the Association within the past three years, or if their previous I-9 is no longer retained or valid. If an employee produces a receipt instead of a document, the required document must be produced within ninety (90) calendar days of the start of employment. If any employment document indicates a future expiration date of the employee's eligibility to work, the employee must produce new documents evidencing renewed or new employment authorization on or before the expiration date.

Corporate Office Hours and Hours of Work The Association is open Monday through Friday with the workday beginning at 8:00 a.m. and ending at 5:00 p.m. Monday thru Thursday, 8:00 a.m. until 12:00 noon on Friday. A half-hour is allowed for lunch. Employees should share and stagger lunch breaks to assure that phone coverage during lunch breaks is adequate and that adequate personnel are in the office at all times to assist members and partners.

Any exceptions need to be approved by the Vice President of Operations. The Association office is closed on Saturdays, Sundays, Holidays and daily after 5:00 p.m. on weekdays. If an employee finds it necessary to be in the office at a time when the office is normally closed, it is his/her responsibility to see that all doors are locked, all lights and machines are turned off before he/she leaves, and security system is armed.

Hours for part-time employees are set on an individual basis by the employee's supervisor. Exceptions to the above work schedule may be required by the needs of the Association. Salaried- exempt employees may be asked to work overtime and will be allowed compensatory time for hours worked in excess of 40 hours per week upon authorization of the VP of Operations. Non-exempt employees who work more than 40 hours per week will be paid at a rate of one and one half (1-1/2) of their hourly rate. All compensatory or overtime hours must be approved by employee's supervisor in advance.

All non-exempt employees are required to fill out the Overtime Approval Form. Overtime must be approved in advance.

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ACA Employee Handbook

Revised: June 18, 2019

ACA Employee Handbook

Punctuality In order for the Association to run smoothly and provide the best service to our members, it is important that all employees be present and ready to work during appointed work times. Non-observance of work hours is unfair to fellow employees.

An employee who is late to work or absent from work due to emergency or illness must notify their supervisor and fellow workers, via phone, as soon as possible, before the start of the employee's shift. While text messages can be used, they should also be followed by a phone call. The work of all depends on individual cooperation, and this is also a safety consideration, should an employee not report for work.

It is expected that all employees will report promptly for work in the morning, will not abuse lunch hour provisions and will not rush the clock at quitting time. Occasional unavoidable tardiness of a few minutes can be made up by working later than the usually scheduled hours, by hourly employees.

A pattern of tardiness and/or chronic, unexcused absenteeism may be subject to disciplinary action including having the late time charged to earned vacation hours or deducted from the individuals next paycheck.

Job Abandonment When an employee is absent from work for three (3) or more consecutive days and does not supply an explanation, the employee will be considered to have abandoned his or her job and to have voluntarily resigned.

Inclement Weather During inclement weather the employee is expected to make every attempt to come to work. If this is impossible, employees should telephone their supervisor at either the office or at his or her home as soon as possible. The time missed will not be charged against annual leave. Full-time employees will be paid for this time. It is the decision of the Vice President of Operations on how much time will be granted as paid time. A message should be placed on the phone, email and other usual communication channels to alert members and those wishing to contact the Association that we are closed due to inclement weather. The Association will follow the City of Bartlett inclement weather policy for cancelations.

Condition of Office All employees must cooperate in keeping their office neat and orderly at all times. Tabletops, files, bookcases, etc., should be kept clear of unnecessary books, papers, etc.

All food should be kept in the areas provided within break rooms or in the refrigerator. Dishes should be washed and put away as soon as possible after use.

At the end of the work shift, all employees are expected to tidy their desk and put away all office papers.

On each Friday (or Saturday) all garbage should be taken out and the refrigerator cleaned of any leftovers.

Lactation Accommodation The Association will provide a reasonable amount of break time to accommodate an employee desiring to express breast milk for the employee's child. The break time should, if possible, run concurrently with any paid break time that is already provided to the employee. If additional break time is required, it will be unpaid. The Association will provide the employee with the use of a private space to express breast milk.

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ACA Employee Handbook

Revised: June 18, 2019

ACA Employee Handbook

Personal Appearance It is the policy of the Association that each employee's dress, grooming, and personal hygiene be appropriate to the work situation. Employees are expected at all times to present a professional image to vendors, members, prospects and to the public. Professional appearance, like proper maintenance of the office environment, is an ongoing requirement of employment with the Association. It is recognized that no policy can replace or substitute for good judgment; therefore, it is not the intent of this policy to cover each and every dress and grooming possibility, but rather to establish general guidelines for appropriate attire and grooming. Employees should use the following guidelines:

? Each and every employee is expected to maintain a clean and neat business appearance. ? Employees should use conservative choices of dress appropriate to a business office, and whether or not

visitors are to be present. They have the choice of wearing either "casual," "business casual" attire or "business attire" to work, depending on the individual requirements of the day. Casual attire includes: (see also the description below for Friday dress) jeans that are clean and not excessively worn along with appropriate tops that fit the office environment. Business casual attire includes collared sport shirt, polo or golf shirt and casual pants; casual skirt or pants (including capri pants) and blouse; casual dress or jumper; sweater; city shorts or career shorts if worn as a suit with matching jacket; and casual shoes. Business attire is represented by jackets and ties for men; a business suit (slacks or skirt), dress, or blouse and skirt combination for women. ? Employees should not wear suggestive attire, or see-through clothing. ? Fridays will be a "casual jeans and sneakers" day (if formal meetings are not scheduled at the office) in which employees may elect to wear jeans or denim clothing and may elect to wear athletic shoes or sneakers. On these occasions, employees are still expected to present a neat appearance and are not permitted to wear ripped and disheveled clothing. ? Sideburns, moustaches, and beards should be neatly trimmed. ? When at client sites, all employees must conform to the client's dress code. When business conditions and/or client presence dictates "business casual or business attire," it is expected that appropriate (traditional) business clothing be worn. ? When meeting prospective members, vendors, etc., for the first time, business casual attire is required, unless otherwise agreed upon with the prospect.

The Association reserves the right to make the final decision with regard to an employee's attire. Any employee who does not meet the standards of this policy will be required to take corrective action, which may include returning home to change into more suitable attire. Violations of this policy may result in disciplinary action, up to and including termination. Any employee who seeks a religious accommodation relating to this policy should contact the Vice President of Operations.

Behavior Orderly business conduct and courtesy toward the public, Association members and fellow employees should be observed at all times. It is important that each employee represent the Association to the best of his or her ability.

Smoke Free Environment For the health and well-being of our employees and visitors, the Association follows a nonsmoking rule. Employees or visitors who desire to smoke should do so in a designated area outside the building. Employees who are working at a partner site must adhere to the partner's policy.

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ACA Employee Handbook

Revised: June 18, 2019

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