EMPLOYEE’S HANDBOOK
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TABLE OF CONTENTS
A. INTRODUCTION Paragraph Page
Welcome A.1.1 6
Scope of the Handbook A.2.1 6
B. ABOUT LIFE SENIOR SERVICES
Mission Statement B.1.1 7
Long-Range Goals B.2.1 7
Code of Conduct B.3.1 7
History of the Agency B.4.1 8
Organization Structure B.5.1 9
Client Base B.6.1 9
C. EMPLOYMENT PRACTICES
No Employment Contract and No Guaranteed Privileges
and Benefits C.1.1 9
Fair Treatment of Employees C.2.1 10
Job Postings and Identifying Prospective Employees C.3.1 10
Equal Employment Opportunity C.4.1 11
Reporting Job-Related Discrimination and Harassment C.5.1 11
Classification of Employment C.6.1 13
Employment of Relatives C.7.1 14
Orientation Program C.8.1 14
Personnel Records and Forms C.9.1 14
Job Descriptions C.10.1 15
Introductory Period C.11.1 16
Days and Hours of Work C.12.1 16
Recording Time and Payment of Wages C.13.1 16
Lunch Breaks C.14.1 17
Rest Periods C.15.1 17
Paragraph Page
Absenteeism C.16.1 17
Tardiness C.17.1 17
Inclement Weather C.18.1 18
Length of Service C.19.1 19
Other Employment C.20.1 19
Ending Employment C.21.1 19
Exit Interviews C.22.1 20
Political Activities C.23.1 20
Reasonable Accommodations for Qualified Disabled
Employees C.24.1 20
D. LEAVES AND OTHER TIME-OFF BENEFITS
Vacation D.1.1 23
Holidays D.2.1 24
Bereavement Leave D.3.1 25
Jury Duty D.4.1 26
Service of a Subpoena and Court Leave D.5.1 26
Sick Leave D.6.1 26
Family and Medical Leave D.7.1 27
Military Leave D.8.1 30
Unpaid/Personal Leave D.9.1 30
Voting D.10.1 32
E. PERSONAL AND CAREER DEVELOPMENT
Performance Reviews E.1.1 32
Promotion and Transfer E.2.1 32
Training and Employee Development E.3.1 33
Licensed and Certified Personnel E.4.1 34
F. COMPENSATION
Compensation Philosophy………………………………………….F.1.1…….34
Payroll Periods and Payment of Wages F.2.1 34
Overtime F.3.1 35
Payroll Deductions F.4.1 35
Compensation Administration F.5.1 35
G. EMPLOYMENT BENEFITS
Plan Documents G.1.1 36
Employee Flexible Compensation Plan G.2.1 37
Medical Benefits G.3.1 37
Dental Benefits G.4.1 38
Life Insurance G.5.1 38
Long-Term Disability Insurance G.6.1 38
Retirement Plan G.7.1 39
Workers’ Compensation Insurance G.8.1 39
State Unemployment Insurance G.9.1 39
Social Security G.10.1 40
COBRA (Consolidated Omnibus Budget Reconciliation Act) G.11.1 40
Employee Assistance Program G.13.1 41
H. SAFETY AND HEALTH
General Safety Guidelines H.1.1 41
Work-Related Injury H.2.1 41
Employee Health Records H.3.1 42
Emergency Medical Procedures H.4.1 42
Other Emergencies H.5.1 42
I. USE OF LIFE SENIOR SERVICES' FACILITIES AND EQUIPMENT
Security I.1.1 43
Housekeeping I.2.1 43
Lunch Room I.3.1 44
Parking I.4.1 44
Bulletin Boards I.5.1 44
Employee Newsletter I.6.1 44
Safeguarding Agency Property I.7.1 44
J. ADDITIONAL OPERATING POLICIES AND PRACTICES
Confidentiality J.1.1 46
Conflicts of Interest J.2.1 46
Record Keeping J.3.1 48
Dress Code and Appearance J.4.1 48
Smoking J.5.1 48
Alcohol and Drug Abuse J.6.1 48
Drug-Free Workplace J.7.1 49
Workplace Violence J.8.1 51
Other Rules of Conduct J.9.1 53
Problem Resolution Process J.10.1 54
Consent to Agency Use of Audio and Visual Data J.11.1 55
Employee Suggestions J.12.1 56
Staff Meetings J.13.1 56
Reimbursement of Business Expenses J.14.1 56
APPENDIX
Acknowledgment - Employee Handbook
Employee Request for Accommodation
Consent to Use of Audio and Visual Data
Client Confidentiality Agreement
Accident or Unusual Occurrence Memorandum
Accident or Unusual Occurrence Report
Corporate Organization Chart
Ethical Business Practices
Fundraising Practices
Marketing Practices
Internal/External Threat Procedures
Power Failure Policy
Emergency Medical Procedures
Fire Policy and Procedure
Tornado/Severe Weather Emergency Procedure
Disaster Policy
Drug-Free Workplace (41 U.S.C. §§ 701-707)
EMPLOYEE HANDBOOK
A. INTRODUCTION
Welcome
A.1.1 LIFE Senior Services has been successful because of the dedicated work of employees like you, who are willing to ensure that needed services reach seniors and their families in northeastern Oklahoma. Your contribution to this effort is highly valued.
Scope of the Handbook
A.2.1 This Handbook provides an overview of employee policies, procedures, practices, and benefits at LIFE Senior Services. As such, you should keep it for future reference. It comprises paragraphs A.1.1 through J.14.4.
A.2.2 LIFE Senior Services must change constantly to provide the types of services expected by our clients, and management must have flexibility in dealing with employment-related matters. Accordingly, the matters set out in this Handbook (1) are guidelines only and are not intended to address all situations or matters that may arise in the course of your employment, and (2) are subject to change in the sole discretion of LIFE Senior Services, as are all of LIFE Senior Services’ policies, procedures, practices, and benefits. In addition, specific programs within LIFE Senior Services may have requirements that differ from those discussed in this Handbook. These differences can be explained by your supervisor.
A.2.3 At the time of your employment, you must sign an “Acknowledgment – Employee Handbook” stating that you have been given access to a copy of this Handbook, that you have read the Handbook, and that you agree to abide by the policies and procedures set out in the Handbook. If you have questions about any matter discussed in this Handbook or your employment with LIFE Senior Services, ask your supervisor.
B. ABOUT LIFE SENIOR SERVICES
Mission Statement
B.1.1 The mission of LIFE Senior Services is to provide information, education, and services that promote independence, quality of life, and dignity for seniors in northeastern Oklahoma. For LIFE Senior Services to remain successful, you must perform your job in a manner that best supports this mission statement. Should you have questions about its meaning, ask your supervisor.
Long-Range Goals
B.2.1 LIFE Senior Services’ long-range goals include:
• Providing appropriate services to seniors, their families, and care-givers,
• Providing space and equipment needed for LIFE Senior Services to carry out its services and programs,
• Providing adequate resources for LIFE Senior Services’ operations, including funding, volunteers, and in-kind goods and services,
• Providing an information system designed to support planning, implementation, and evaluation of the services and programs offered by LIFE Senior Services,
• Providing structure and policy for proper implementation of LIFE Senior Services’ programs and services, and
• Promoting public awareness, understanding, and support of LIFE Senior Services.
Code of Conduct
B.3.1 LIFE Senior Services’ Code of Conduct is intended to ensure
that, in carrying out our daily activities, we adhere to LIFE Senior Services’ fundamental commitments:
• To our clients – We are committed to providing quality services that are promptly delivered in a cost-effective and compassionate manner.
• To our colleagues – We are committed to maintaining a work environment in which all employees are treated with fairness, dignity, and respect.
• To our volunteers – We are committed to ensuring that our volunteers recognize the meaningful nature of their work and that they receive appropriate recognition for their efforts.
• To our third-party payors – We are committed to dealing with governmental and private insurance payors in ways that demonstrate our shared concern for quality, cost-effective services.
• To community agencies and other funding sources – We are committed to implementation of sound business practices and the highest standards of professional management.
History of the Agency
B.4.1 LIFE Senior Services began in 1973 as part of the Tulsa Metropolitan Ministry, and was originally called Tulsa Senior Citizens Centers. In 1978, the agency was incorporated as Tulsa Senior Services, Inc., and in 2002 changed its corporate name to LIFE Senior Services, with LIFE being an acronym for love, independence, and family enrichment.
B.4.2 LIFE Senior Services’ current programs are: SeniorLine Information Services, Adult Day Services, Eldercare Case Management Services, Senior Peer Counseling, Caregiver Support Services, Vintage Housing, Senior Centers and The Vintage Newsmagazine.
B.4.3 LIFE Senior Services has its primary office at 5950 East 31st Street, with additional offices at 902 East Pine Street in Tulsa, and at 3106 South Juniper in Broken Arrow.
B.4.4 The staff of LIFE Senior Services is headed by an Executive Director who reports to a 24-member volunteer Board of Directors.
Organization Structure
B.5.1 LIFE Senior Services’ organizational structure is similar to that of other public service agencies. An organization chart is included in the Appendix to this Handbook.
Client Base
B.6.1 LIFE Senior Services has become the preeminent provider of services to the elderly and their families in northeastern Oklahoma. In the City of Tulsa alone, an estimated 12,000 frail elderly must cope with decreasing physical and mental functioning while facing rising health care costs and vulnerability due to disease, loneliness, depression, and loss of independence. Another 100,000 elderly are currently in need of one or more support services. Our continued success depends on our ability to provide cost-effective services of the highest quality to these individuals.
C. EMPLOYMENT PRACTICES
No Employment Contract and No
Guaranteed Privileges and Benefits
C. 1.1 NOTHING IN THIS HANDBOOK OR IN ANY PERSONNEL POLICY, GUARANTEES EMPLOYMENT WITH LIFE SENIOR SERVICES, CREATES AN EMPLOYMENT CONTRACT WITH LIFE SENIOR SERVICES, OR A RIGHT TO CONTINUED EMPLOYMENT, PRIVILEGE, OR BENEFIT AT LIFE SENIOR SERVICES.
C.1.2 ONLY THE EXECUTIVE DIRECTOR HAS THE AUTHORITY TO ENTER INTO AN AGREEMENT WITH AN EMPLOYEE THAT DEVIATES FROM THIS HANDBOOK, AND ANY SUCH AGREEMENT MUST BE IN WRITING SIGNED BY THE EXECUTIVE DIRECTOR.
C.1.3 LIFE SENIOR SERVICES MAY AT ANY TIME CHANGE THE TERMS OR CONDITIONS OF YOUR EMPLOYMENT, REGARDLESS OF WHETHER THEY ARE STATED IN THIS HANDBOOK, IN YOUR JOB DESCRIPTION, OR ESTABLISHED THROUGH EMPLOYMENT PRACTICES.
Fair Treatment of Employees
C.2.1 LIFE Senior Services strives in all of its employment actions to be completely fair to its employees, but in the event you believe you have been treated unfairly, (i) tell your supervisor, Human Resources, or (ii) initiate the Problem Resolution Process discussed at paragraphs J.10.1. through J.10.6.
Job Postings and Identifying Prospective
Employees
C.3.1 When LIFE Senior Services has an employment opportunity, a notice will be posted on LIFE Senior Services website (); and if you believe you are qualified, you are encouraged to apply on-line. (The interview process is discussed at paragraph E.2.2.) Job openings are normally posted one week before the hiring Program Manager or his or her designee offers the position to the public. You are also encouraged to recommend individuals you know who do not work for LIFE Senior Services, and who may be qualified for the job. Recommendations should be made to the hiring Program Manager or Human Resources.
C.3.2 Applicants for employment will be recruited from all appropriate sources representing all segments of the Tulsa-area labor force, which include, but are not limited to, newspaper advertising and employment agencies. Evaluation of applicants will normally be the responsibility of the hiring Program Manager or of his or her designee. All applicants, before being hired, must complete an application form and provide proof of employment eligibility in accordance with U.S. immigration law.
C.3.3 Applicants for employment (1) may be asked to provide a list of professional references, and (2) after receiving a conditional offer of employment, may be asked to take a physical examination at LIFE Senior Services’ expense prior to beginning work. The hiring Program Manager or designee, Human Resources and the Executive Director make final hiring decisions.
Equal Employment Opportunity
C.4.1 LIFE Senior Services provides equal employment opportunities to all employees and applicants for employment without regard to race, color, religion, gender, age, national origin, sexual orientation, disability/handicap, or status as a Vietnam-era or special disabled veteran in accordance with applicable federal and state laws. This policy applies to all of LIFE Senior Services’ policies, procedures, and practices, including, but not limited to, terms and conditions of employment that govern recruitment, hiring, placement, promotion, transfer, benefits, leaves of absence, compensation, training, job elimination and layoffs, and termination. To further the principle of equal employment for all, LIFE Senior Services has developed an affirmative action plan for minorities and women, individuals with disabilities, and Vietnam-era and special disabled veterans. These plans, or relevant portions of them, are available for your inspection upon request.
C.4.2 If you have equal employment opportunity questions, contact your supervisor. If you have equal employment opportunity concerns or complaints, follow the formal Problem Resolution Process discussed at paragraphs J.10.1 through J.10.6.
Reporting Job-Related Discrimination
and Harassment
C.5.1 LIFE Senior Services has adopted a policy of zero tolerance with respect to unlawful employee discrimination and harassment, and will take all steps necessary to prevent any form of unlawful discrimination against any employee or harassment of any employee based on race, color, religion, gender, age, national origin, sexual orientation, disability/handicap, or status as a Vietnam-era or special disabled veteran.
C.5.2 Sexual harassment on the job constitutes sex discrimination and is prohibited by law. Sexual harassment includes:
• Any unwelcome sexual advances or requests for sexual favors, or any verbal or physical conduct of a sexual nature when
-- submission to such conduct is made either explicitly or implicitly a term or condition of an individual’s employment,
-- submission to or rejection of such conduct by an individual is used as the basis for employment decisions affecting such individual, or
-- such conduct has the purpose or effect of (i) substantially interfering with an employee’s individual work performance or (ii) creating an intimidating, hostile, or offensive working environment.
• Offensive comments, jokes, innuendoes, and other sexually oriented statements or conduct.
C.5.3 Job-related discrimination and harassment based on considerations of national origin are illegal, which considerations include, but are not limited to, (i) the employee’s birthplace, (ii) the birthplace of one or more of the employee’s ancestors, (iii) the birthplace of the employee’s spouse, (iv) the employee’s physical, cultural, or linguistic characteristics if associated with a national origin group, (v) the employee’s membership in an association or organization identified with the interests of a national origin group, (vi) the employee’s association with schools, churches, temples, or mosques, which are generally used by persons of a particular national origin group, and (vii) the employee’s name or his or her spouse’s name is associated with a national origin group.
C.5.4 Because LIFE Senior Services strives to maintain a working environment free from all forms of discrimination and harassment, you are expected at all times to respect the rights of your co-workers.
C.5.5 If you are subjected to conduct you believe represents job-related discrimination or harassment based on your race, color, religion, gender, age, national origin, sexual orientation, disability/handicap, or status as a Vietnam-era or special disabled veteran race, follow the Problem Resolution Process discussed at paragraphs J.10.1 through J.10.6. This policy applies to all incidents of alleged discrimination or harassment where the alleged offender is a supervisor, co-worker, or even a non-employee who has a business or potential business relationship with LIFE Senior Services.
C.5.6 Should the alleged discrimination or harassment occur at a time
other than normal working hours, promptly report your complaint on the next workday.
C.5.7 All complaints of discrimination and harassment will be promptly investigated. All complaints will be kept confidential to the extent possible while still allowing the agency to investigate, and if necessary, take appropriate action.
C.5.8 If LIFE Senior Services determines that an employee has engaged in unlawful discrimination or harassment, the employee will be subject to discipline, up to and including termination.
C.5.9 LIFE Senior Services prohibits all forms of retaliation against any employee (1) who voices opposition to any agency policy or practice on grounds that it constitutes unlawful discrimination or harassment, or (2) who files a complaint or participates in an investigation, hearing, or other legal proceeding in which charges or allegations of unlawful discrimination or harassment are at issue.
Classification of Employment
C.6.1 Employees of LIFE Senior Services are classified based on the number of hours they work per week and number of weeks they are expected to work during the year:
• Regular full-time employees work at least 30 hours per week and are expected to work at least 48 weeks during the year. These employees are eligible for benefits following the appropriate waiting period for each benefit plan.
• Regular part-time employees work less than 30 hours per week and are expected to work at least 48 weeks during the year. These employees are eligible for certain benefits on a prorated basis following the appropriate waiting period for each benefit plan.
• Temporary employees are expected to have a total service of less than six months without regard to the number of hours the employee works per week.
• On-call employees are contacted to work on “as needed” basis.
C.6.2 Employees are also classified as either “exempt” or “non-exempt” as defined in the Fair Labor Standards Act:
• Exempt employees are exempt from the overtime provisions of the Fair Labor Standards Act. Accordingly, exempt employees are not compensated for any hours worked over 40 during the week. In special circumstances, exempt employees may receive pay or compensatory time off for work they perform on pre-approved projects.
• Non-exempt employees are not exempt from the overtime provisions of the Fair Labor Standards Act. Accordingly, non-exempt employees must be paid at one-and-a-half times their regular pay rate for all hours worked over 40 during the week.
Employment of Relatives
C.7.1 LIFE Senior Services does not permit the employment of any member of your immediate family because of the potential conflicts of interest that might arise from such employment. The term “immediate family” means your spouse, parents, grandparents, children, grandchildren, brothers, sisters, mother-in-law, and father-in-law.
Orientation Program
C.8.1 Each new employee will receive an orientation by members of the LIFE Senior Services staff and by the employee’s supervisor. This orientation will serve to explain job responsibilities, compensation, and other employee-related policies. You will receive a separate orientation regarding employee benefits.
Personnel Records and Forms
C.9.1 It is important that your personnel records contain accurate and up-to-date information about you, your spouse, and any dependent children. Therefore, promptly notify your Program Manager of any change in your address, telephone number, marital status, and number of dependents.
C.9.2 You have the right to review and copy information contained in your personnel file. If you wish to see information in your file, contact the Executive Director and establish a mutually convenient time for the review. Your file should include: your application for employment and/or resume, job description, performance reviews, copies of certificates and licenses needed to perform your job, IRS Form W-4, Department of Labor Form I-9, group insurance application forms, the Handbook acknowledgement, and “Consent to Use of Audio and Visual Data.” Certain highly sensitive information, such as third-party references, confidential management documents or plans, information on security or criminal background investigations, or other confidential and sensitive materials may be restricted from the review if allowed by law.
C.9.3 If you dispute the accuracy of any information in your personnel file, you can ask the Executive Director to have it removed or corrected. If the material is not removed or corrected to your satisfaction, you may place your own statement in the file identifying with specificity the information you believe is inaccurate.
C.9.4 No personnel information about you will be disclosed by LIFE Senior Services to anyone outside the agency unless (1) you consent in writing to the release of such information, or (2) in connection with a judicial or administrative agency proceeding, LIFE Senior Services is served with a subpoena, document production request, interrogatories, or an order from a court or administrative agency calling for production of such information. However, nothing in the preceding sentence limits LIFE Senior Services from verifying certain information about you, such as your prior employment status or job title without your consent.
Job Descriptions
C.10.1 A written job description exists for each position. It defines the essential functions of your job, in other words the functions that you and every other employee holding that position must be able to perform. Although every effort has been made to insure the accuracy of job descriptions, there may be duties assigned that are not set forth in the job description. FURTHERMORE, ALL JOB DESCRIPTIONS ARE SUBJECT TO MODIFICATION AT ANY TIME WITHOUT PRIOR NOTICE.
Introductory Period
C.11.1 The first three months of employment constitute an introductory period during which you and your supervisor will engage in an ongoing evaluation of your capabilities and performance. Your supervisor will likewise be interested in your assessment of LIFE Senior Services. You will also receive a formal evaluation of your work from your Program Manager or his or her designee and from your supervisor at the end of the introductory period, at which time a determination will be made whether the employment relationship should continue. The introductory period may be extended beyond the first three months of your employment at the discretion of your Program Manager.
C.11.2 COMPLETION OF THE INTRODUCTORY PERIOD CANNOT BE CONSTRUED AS (1) CREATING A CONTRACT OF EMPLOYMENT WITH LIFE SENIOR SERVICES, OR (2) OTHERWISE GIVING RISE TO A RIGHT TO CONTINUED EMPLOYENT, PRIVILEGE, OR BENEFIT AT LIFE SENIOR SERVICES.
Days and Hours of Work
C.12.1 LIFE Senior Services’ success in providing quality client services requires your attendance and punctuality. Regular hours of work vary depending on program and client needs. Some positions within the agency lend themselves to flexible work hours. Individual schedule variations may be arranged with your supervisor.
Recording Time and Payment of Wages
C.13.1 If you are a non-exempt employee, you are expected to record the time you work using Paycom. The times you begin and end work and the times you begin and end your lunch break must be recorded. Exempt employees also record their hours worked in Paycom.
Lunch Breaks
C.14.1 You may take a 30-minute or 60-minute lunch break, depending on the needs of the agency. Your supervisor may schedule your lunch break at different times to insure adequate phone coverage or to meet client requirements. If you stay in the building for lunch, you are encouraged to eat in the lunchroom.
Rest Periods
C.15.1 When your work schedule permits, you may take a 15-minute rest period in the morning and again in the afternoon. Because a rest period is considered work time, it must be scheduled with your supervisor. A rest period cannot be taken in conjunction with a lunch break or at the beginning or end of the day, and must be taken away from your workstation.
Absenteeism
C.16.1 If you are absent, notify your supervisor as soon as possible. Your supervisor will need to know why you are absent, and how long you anticipate being away from work. You should call your supervisor during the morning of each day you are absent. In addition, some programs may have additional requirements. Excessive absenteeism will be subject to disciplinary action, up to and including termination.
Tardiness
C.17.1 Once your work schedule has been established by your supervisor, you are expected to be at your workstation ready to work at the beginning of your scheduled work period, and to remain at work except for scheduled lunch breaks, rest periods, or other absences approved by your supervisor. Otherwise, you will be subject to disciplinary action, up to and including termination.
Inclement Weather
C.18.1 On days when there is inclement weather, including, but not limited to, a significant accumulation of snow or ice, LIFE Senior Services will be open if most Tulsa-area businesses are open in order to provide Adult Day Services. School closings are not necessarily determinative of whether LIFE Senior Services will be open. You should, of course, exercise caution and good judgment in traveling to and from work, taking extra time if warranted.
C.18.2 If you are an exempt employee and due to inclement weather you do not work on a day or part of a day that LIFE Senior Services is open for business, you will be expected to use earned vacation for the number of hours during which the agency was open for business.
C.18.3 If you are a non-exempt employee, and
-- the office is closed for an entire day due to inclement weather, you will be paid for the number of hours in your regular workday.
-- the office is closed for part of a day due to inclement weather, you will be paid from (i) the time you arrive or the beginning of your regular workday whichever is later, to (ii) the end of your workday.
-- you arrive late due to inclement weather, you will be paid from the time you begin work, and the time prior to your arrival will not be counted against your attendance record.
-- due to inclement weather your supervisor authorizes you to leave early, the time lost will be without pay or can be made up with the approval of the supervisor.
-- due to inclement weather the Executive Director authorizes everyone to leave early, you will be paid from the time you arrive at work through the end of your regular workday.
Length of Service
C.19.1 Your length of service with LIFE Senior Services is defined as your period of uninterrupted employment beginning with your latest date of employment and ending when your employment comes to an end. It includes any periods of absence due to illness, accident, and military service.
Other Employment
C.20.1 If you have another job while working at LIFE Senior Services, it must be discontinued if it (i) has an adverse effect on your performance at LIFE Senior Services, (ii) creates, or appears to create, a conflict of interest, or (iii) is otherwise determined not to be in LIFE Senior Services’ best interests.
Ending Employment
C.21.1 There are several ways in which your employment may come to an end:
• Resignation – You voluntarily sever the employment relationship.
• Medical – You are unable to work for medical reasons and are not expected to be able to return to work.
• Termination – The Executive Director severs the employment relationship.
• Job Elimination – The need for your position no longer exists or funding for the position is unavailable.
C.21.2 If you plan to leave LIFE Senior Services, you are expected to give your supervisor at least two weeks written notice. If you hold a supervisory position, you are expected to give the Executive Director additional notice commensurate with your position.
C.21.3 If your job is eliminated due to lack of funding by a third-party, you will be given two weeks notice or pay in lieu thereof, at the discretion of the Executive Director.
C.21.4 Regardless of the manner in which your employment comes to an end, you will be paid for any earned vacation. You will not be paid for any accrued vacation or for any earned or accrued sick leave.
Exit Interviews
C.22.1 If your employment with LIFE Senior Services comes to an end, you may request an “exit interview” with Human Resources. The exit interview is designed to determine how LIFE Senior Services’ employee relations could be improved. The matters discussed will remain confidential, if you so request.
Political Activities
C.23.1 Because LIFE Senior Services is a nonprofit corporation, its participation in the political process is restricted by law. For example, during the workday you are precluded from soliciting support for a political party or a candidate for public office. You are also precluded from using the agency’s resources (such as PCs, including laptop computers, telephones, photocopiers, FAX machines, and office supplies) for such purposes.
C.23.2 You may participate in the political process on your own time and at your own expense. While doing so, however, it is important not to state, or give the impression, that you are representing LIFE Senior Services.
Reasonable Accommodation for
Qualified Employees
C.24.1 State and federal law require that LIFE Senior Services provide its employees (i) who are “qualified disabled individuals” (ii) with “reasonable accommodations” concerning their job (iii) unless it would cause “undue hardship” for the Agency.
C.24.2 A “disabled individual” is defined as (1) a person with a physical or mental impairment which substantially limits one or more major life activities, or (2) a person with a record of such an impairment, or (3) a person who is regarded as having such an impairment. A “qualified disabled individual” is defined as a person who satisfies the requisite skills, experience, education, and other job-related requirements of a job and who, with or without reasonable accommodation, is able to perform the essential functions of the job. An employee who is not a “qualified disabled individual” is not covered by this policy.
C.24.3 The term “disability” is defined to include, but not necessarily be limited to major life activities and major bodily functions as defined in ADA Amendment Act 2008.
C.24.4 A “reasonable accommodation” is defined as any change in the work environment or in the way a job is performed that enables an employee with a disability to enjoy equal employment opportunities.
C.24.5 A “reasonable accommodation” that would cause “undue hardship” to the Agency is defined as one that would give rise to significant difficulty or expense. Thus, “undue hardship” refers not only to financial difficulty, but to “reasonable accommodations” that are unduly extensive or disruptive, or that would fundamentally alter the nature or operation of LIFE Senior Services’ business. Accordingly, in determining whether the proposed accommodation would impose “undue hardship,” the following factors will be considered by the Executive Director:
• the nature and cost of the accommodation in question
• LIFE Senior Services’ overall financial resources, the number of persons employed by LIFE Senior Services, and the effect on LIFE Senior Services’ expenses and resources
• the impact of the proposed accommodation on LIFE Senior Services’ business
C.24.6 If you believe you require a “reasonable accommodation,” complete an “Employee Request for Accommodation” form (a copy of which is included in the Appendix to this Handbook) and give it to your supervisor who will, in turn, provide it to Human Resources. LIFE Senior Services considers such requests on a case-by-case basis. If the need for an accommodation arises following a leave due to illness or injury, you must maintain contact with your supervisor, and your written request must include the date you expect to return to work.
C.24.7 Following receipt of your “Employee Request for Accommodation” form, your supervisor or Human Resources may ask you for documentation, including medical records, concerning your disability. Such documentation may be from a doctor, psychologist, rehabilitation counselor, or other professional with knowledge of your limitations. In addition, you may be asked to undergo testing or evaluation by medical personnel retained by LIFE Senior Services to establish the extent of your disability and your ability to perform job-related functions with or without reasonable accommodation. Your request and all medical information received by LIFE Senior Services will be treated as confidential to the extent required by law.
C.24.8 Human Resources will respond to your request within 20 business days following receipt of all requested documentation. The Executive Director will consider the following categories of accommodation actions:
• “Reasonable accommodation” in the employee’s current position
• “Reasonable accommodation” in a vacant position in the same job classification in the same LIFE Senior Services program
• Placement in a vacant position in a job classification outside the LIFE Senior Services’ program for which the employee is qualified, if no “reasonable accommodation” within the original program is possible.
In considering a particular job as the basis for an accommodation, the Executive Director shall review the following factors in determining the reasonableness of an accommodation:
• The essential functions of the job under consideration
• Whether there is more than one acceptable way for the essential functions of the job to be performed
• Whether architectural or other structural modifications would be required
• Whether furniture and/or work areas could be rearranged
• Any suggestions offered by the employee
• Whether the proposed accommodation would be temporary or permanent
In considering a request for accommodation, LIFE is not required to, among other things, (1) eliminate a primary job responsibility, (2) reduce employee performance standards, or (3) provide an employee with personal use items, e.g., prosthetic limbs, a wheelchair, eyeglasses, hearing aids, or similar devices. In addition, as noted above, LIFE Senior Services need not implement a “reasonable accommodation” that causes “undue hardship” to its business.
C.24.9 If an accommodation is warranted, Human Resources will ensure that it is promptly implemented. If a request for accommodation is denied, Human Resources will inform the employee of the basis for the decision and the employee’s right to file a complaint with the Oklahoma Department of Human Rights and/or the Equal Employment Opportunity Commission.
D. LEAVES AND OTHER TIME-OFF BENEFITS
Vacation
D.1.1 If you are a regular full-time or regular part-time employee and have completed one year of service including your introductory period, you are eligible to receive a paid vacation. Vacation benefits accrue from your date of employment, and are earned on the anniversary of your date of employment. In other words, vacation days accrue throughout the twelve months immediately preceding your anniversary date, but are not earned until you reach your anniversary date.
D.1.2 If necessary, and if not prohibited by a third-party funding source, you may take vacation after six months of service by borrowing up to 40 hours of vacation from the vacation you will have earned upon the completion of your first year of employment. If your employment ends before the completion of your first year of service, however, any amount you were paid while taking borrowed vacation must be repaid to LIFE Senior Services.
D.1.3 Vacation benefits accrue during your first four years of employment at a rate of .04 hours per hour worked up to 40 hours a week. For example, if you worked 40 hours each week during the year, you would accrue 83.2 hours of vacation.
D.1.4 Vacation benefits accrue during your fifth through eleventh years of employment at a rate of .06 hours per hour worked up to 40 hours a week. For example, if you worked 40 hours each week during the year, you would accrue 124.8 hours of vacation.
D.1.5 Vacation benefits accrue during your twelfth year of employment and each year thereafter at a rate of .08 hours per hour worked up to 40 hours a week. For example, if you worked 40 hours each week during the year, you would accrue 166.4 hours of vacation.
D.1.6 The scheduling of a vacation must be coordinated with and approved by your supervisor. You make a request to take vacation by submitting a Leave and Time-Off Benefit Request Form to your supervisor at least two weeks in advance of the requested vacation.
D.1.7 You are encouraged to use all of your vacation each year. Only one week of unused vacation may be carried over following the anniversary date of your employment, provided it is approved in advance by the Executive Director.
D.1.8 If a holiday occurs during your vacation, you will receive an additional eight hours of vacation that can be taken at the beginning or the end of your vacation, or at another time during the year that is mutually convenient for you and your supervisor.
Holidays
D.2.1 If you are a regular full-time or a regular part-time employee, you will receive time off with pay for the following six regular holidays at LIFE Senior Services: New Year’s Day, Memorial Day, Independence Day, Labor Day, Thanksgiving, and Christmas.
D.2.2 If you are a regular full-time or a regular part-time employee, you will also receive time off with pay on (1) a “floating” holiday, meaning a day you select, (2) Martin Luther King’s birthday, (3) the day after Thanksgiving, and (4) Christmas Eve, unless you work in Adult Day Services in which case you will receive four “floating” holidays. Because the scheduling of “floating” holidays must be coordinated with and approved by your supervisor, submit a Leave and Time-Off Benefit Request Form to your supervisor at least two weeks in advance of the day you select. All floating holidays must be taken during the fiscal year in which they occur.
D.2.3 If a regular holiday listed in paragraph D.2.1 falls on a Saturday, the holiday will normally be observed on the preceding Friday. If the holiday falls on a Sunday, the holiday will normally be observed on the following Monday.
D.2.4 If you are a regular full-time employee who typically works less than the normal 40-hour work week, your holiday pay will be based on the ratio of the number of hours you work a week to 40 hours. If you are a regular part-time employee, your holiday pay will be based on the average number of hours worked per day during the month in which the holiday falls.
D.2.5 When a holiday falls on a day in which a regular full-time employee working less than the normal 40-hour work week or a regular part-time employee is not scheduled to work, such employee is entitled to time off during the workday immediately preceding or following the holiday. The number of hours such an employee receives shall be calculated by multiplying eight hours by the ratio of the number of hours such an employee typically works a week to the normal 40-hour work week. For example, an employee who works 30 hours a week will receive six hours of time off, calculated as follows: eight hours multiplied by .75 (30 hours divided by 40 hours).
D.2.6 A schedule of the dates designated as regular holidays will be posted at the beginning of the fiscal year.
Bereavement Leave
D.3.1 If you are a regular full-time employee or regular part-time employee, you may take up to three days off with pay to attend the funeral, and take care of the personal affairs associated with the death, of a member of your immediate family (defined in paragraph C.7.1). You may also take up to 16 hours of paid leave per year to attend funerals of other persons.
D.3.2 To request bereavement leave, you must submit a Leave and Time-Off Benefit Request Form to your supervisor within two business days of returning to work.
Jury Duty
D.4.1 If you are summoned to jury duty, notify your supervisor and submit a Leave and Time-Off Benefit Request Form to your supervisor as soon as possible. LIFE Senior Services will continue your regular pay based on the number of hours you typically work per week. You may keep whatever compensation you receive for jury duty. You are expected to report to work on any day, or part of a day, that you have been excused from jury duty.
Service of a Subpoena and Court Leave
D.5.1 If you are served with a subpoena that relates, or may relate, in any way to LIFE Senior Services, (1) do not discuss the legal proceeding or answer any questions posed by the person serving the subpoena or court order other than to identify yourself, and (2) immediately notify your supervisor, or in his or her absence, the Chief Financial Officer.
D.5.2 If you are subpoenaed or ordered to appear in any legal proceeding on behalf of LIFE Senior Services or in your capacity as its employee, you will be paid for the duration of your appearance. If for any other reason you are subpoenaed or ordered to appear in any legal proceeding, you will be given time off without pay for the duration of your appearance.
D.5.3 Regardless of whether your appearance relates to LIFE Senior Services, you must request court leave by submitting a Leave and Time-Off Benefit Request form to your supervisor as far in advance of your appearance as possible.
Sick Leave
D.6.1 Sick leave is paid leave when you are unable to work due to (1) your illness or injury that is unrelated to your employment with LIFE Senior Services, or (2) an illness or injury to your spouse, your parents, your minor children, or any other person you claim as a dependant on your tax return.
D.6.2 Sick leave benefits accrue from the date of your employment at a rate of .05 hours per hour worked up to 40 hours a week. For example, if you worked 40 hours each week during the year, you would accrue 104 hours of sick leave. Sick leave benefits are earned per pay period. The maximum amount of sick leave you may earn is 480 hours. Sick leave does not accrue during an unpaid/personal leave of absence (discussed at paragraphs D.9.1 through D.9.7), but does accrue during Family and Medical Leave (discussed at paragraphs D.7.1 through D.7.13) and vacations.
D.6.3 You are eligible to use earned sick leave after completing your first 60 days of employment.
D.6.4 You may also use sick leave for medical and dental appointments.
D.6.5 If you anticipate being absent for three or more days due to illness or injury that is unrelated to your employment, notify your supervisor at your earliest opportunity. If you are absent for three or more days due to your illness or injury, you may be asked to bring a doctor’s statement releasing you to return to work. Leave requested due to pregnancy will be treated as any other requested sick leave.
D.6.6 You must submit a Leave and Time-Off Benefit Request Form to your supervisor within two business days of returning to work from sick leave.
Family and Medical Leave
D.7.1 If you are a regular full-time or regular part-time employee, you are eligible to take up to 12 weeks of unpaid leave pursuant to the Family and Medical Leave Act (“FMLA”), provided you have worked for LIFE Senior Services a total of twelve months (which need not be consecutive) and completed at least 1,250 hours of service during the 12-month period immediately preceding an FMLA leave. The leave must be for one of the following reasons: (1) for the birth of your child and to care for the newborn child, (2) for the placement of a child with you for adoption or foster care, and to care for the newly placed child, (3) to care for an immediate family member (your spouse, child or parent) who has a serious health condition, or (4) for your own serious health condition that prevents you from working, (5) “Qualifying exigency leave” is one of the two new military family leave provisions. It may be taken for any qualifying exigency arising out of the fact that a covered military member (National Guard or Reservist only) is on active duty or call to active duty status or (6) planned medical treatment for a serious injury of a covered military service member.
D.7.2 The 1,250-hour requirement includes only those hours you actually worked. Accordingly, hours spent on vacation and sick leave are not counted.
D.7.3 The “12-month period” during which the entitlement to 12 weeks of FMLA leave occurs is determined by a “rolling” 12-month period measured backward from the date you use any such leave. In other words, each time you take FMLA leave, the remaining leave entitlement will be the balance of the 12 weeks that has not been used during the immediately preceding 12 months. For example, if you have taken a total of eight weeks of FMLA leave during the past 12 months, you are eligible to take up to four additional weeks of FMLA leave.
D.7.4 FMLA leave may be taken on an intermittent basis, except to care for a newborn child or a newly placed adopted child or foster child in which case the leave must be continuous unless the Executive Director authorizes intermittent leave. If you have unused vacation and/or sick leave, it must be used prior to taking FMLA leave. Leave to care for a newborn child or a newly placed adopted child or foster child must conclude within 12 months of the birth or placement.
D.7.5 To request FMLA leave, submit a Leave and Time-Off Benefit Request to your supervisor 30 days in advance of the requested leave when the need is foreseeable and such notice is practicable. (To obtain the Request form, contact your supervisor.) The form requires, among other things, that you explain why FMLA leave is needed and when you anticipate returning to work.
D.7.6 If you are requesting leave due to your serious health condition or that of an eligible family member, and if the leave will continue for five days or more, you must also provide your supervisor with a Medical Leave Certification. (To obtain the Certification form, contact your supervisor.) The certification form must be completed by the attending health care professional indicating the individual primarily responsible for treating the serious health condition. This form must be returned to Human Resources within 15 days. If you fail to do so and your need for leave was foreseeable, LIFE Senior Services has the right to delay FMLA leave until such time as the certification is received. LIFE Senior Services will notify you in writing within 5 days whether the requested leave has been granted pursuant to the FMLA, and if so, what additional requirements (if any) you must satisfy.
D.7.7 If your need for FMLA leave is unforeseeable, you must provide both the Request and Certification within 15 days after the leave commences, or as soon as reasonably possible under the particular facts and circumstances of your case.
D.7.8 During your FMLA leave, LIFE Senior Services may (1) periodically require recertification of the continued necessity of your leave by the attending health care professional, and/or (2) require that you obtain, at LIFE Senior Service’s expense, the medical opinion of a second health care professional concerning the continued necessity of your leave. If the two health care professionals disagree, a third health care professional will be retained, at LIFE Senior Services’ expense, whose medical opinion shall be determinative.
D.7.9 During your FMLA leave, you will be allowed to maintain employee medical and dental insurance as long as you pay LIFE Senior Services the amount that would have been deducted from your paycheck for such insurance. All payments for medical and dental insurance must be made monthly and must be received on or before the first day of the month.
D.7.10 During your FMLA leave, you will not accrue seniority or employment benefits that would have accrued were it not for taking such leave. You will not, however, lose any seniority or employment benefits that accrued prior to your leave.
D.7.11 Should you wish to return to work prior to the expiration of the period of requested FMLA leave, you must notify your supervisor at least 10 business days prior to the date you propose to return.
D.7.12 You will be able to return from FMLA leave to the position you left or to a comparable position in terms of responsibility, compensation, and benefits. If you took leave due to your own serious medical condition, as a prerequisite to returning to work LIFE Senior Services may request that your attending health care professional certify your fitness to return to work by signing a Release to Return to Work. (To obtain the Return to Work form, contact your supervisor.)
D.7.13 If you do not return to work at the end of your FMLA leave, you will no longer have job restoration protections under the FMLA. In addition, you may be required to reimburse LIFE Senior Services for all of the employee medical and dental insurance premiums it paid during your FMLA leave, unless the reason you do not return to work is due to (1) the continuation, recurrence, or onset of a serious health condition that would entitle you to leave under the FMLA, or (2) other circumstances beyond your control.
Military Leave
D.8.1 If you are a member of a military Reserve Component required to attend an annual two-week training session, you may attend that session without loss of income. LIFE Senior Services will pay you the difference between your normal pay and the amount you receive in military pay, up to two weeks per year. Your military pay voucher will be required to compute the differential in pay. To request military leave, submit a Leave and Time-Off Benefit Request Form to your supervisor at least four weeks in advance of the date your training is scheduled to commence.
D.8.2 If you are a member of a Reserve Component called to active duty, you will be allowed to return to your position or a comparable position at LIFE Senior Services without loss of status or seniority, and the service and benefit eligibility will be granted according to the provisions of the Universal Military Training and Service Act.
Unpaid/Personal Leave
D.9.1 If you are a regular full-time or regular part-time employee, you may request an unpaid/personal leave of absence of up to six months, which may be extended for up to six additional months if necessary. To request unpaid/personal leave, submit a Leave and Time-Off Benefit Request Form to your supervisor at least 30 days prior to the date the requested leave is to commence. Your supervisor will, in turn, deliver the request to the Executive Director who has sole discretion whether to approve requests for unpaid/personal leave. If you are unable to submit the request prior to leaving work, you or a member of your immediate family (defined at paragraph C.7.1) must notify the Executive Director and verbally request unpaid/personal leave as soon as possible.
D.9.2 You must use all earned vacation before requesting unpaid/personal leave for any purpose. If you request unpaid/personal leave due to your illness or injury (other than a work-related illness or injury), you must also use earned sick leave and any entitlement to long-term disability benefits before requesting unpaid/personal leave.
D.9.3 If you are on Family Medical Leave, are receiving long-term disability payments, or are receiving Workers’ Compensation payments, you are ineligible for an unpaid/personal leave of absence.
D.9.4 You will not accrue vacation or sick leave during an unpaid/personal leave, and all contributions to your 401(k) plan will be discontinued during unpaid/personal leave.
D.9.5 During an unpaid/personal leave, you will be allowed to maintain medical and dental insurance as long as you pay LIFE Senior Services the amount that would have been deducted from your paychecks for such insurance. All payments for medical and dental insurance must be made monthly and must be received on or before the first day of the month. Thereafter, you may maintain medical and dental insurance pursuant to COBRA provisions (discussed at paragraphs G.11.1 through G.11.3).
D.9.6 You are not guaranteed reinstatement upon returning from unpaid/personal leave. LIFE Senior Services will, however, attempt to place you in your former position or a comparable position in terms of responsibility, compensation, and benefits, subject to LIFE Senior Services’ employment needs.
D.9.7 If you do not return to work upon the expiration of your
unpaid/personal leave, you will be terminated and will be ineligible to receive benefits of any kind other than those available pursuant to COBRA provisions.
Voting
D.10.1 On election days, you are requested to vote before or after your regular workday. If this is impossible, you may request paid time off to vote by submitting a Leave and Time-Off Benefit Request Form to your supervisor at least two business days prior to election day. Your supervisor will specify the time you can take to vote, which can be no more than two hours in duration.
E. PERSONAL AND CAREER DEVELOPMENT
Performance Reviews
E.1.1 Annual performance reviews provide an opportunity for you to discuss with your supervisor how well you have performed your job and how to correct any aspect of your performance that needs improvement.
E.1.2 Your performance will be reviewed at the end of the introductory period (discussed at paragraph C.11.1). Subsequent performance reviews will be held annually during the month of your anniversary date or during the month you began your current job. Performance reviews will not necessarily result in a change in your compensation.
E.1.3 If you are unable to meet performance expectations, you will be informed of the deficiency through a formal or informal performance review, and you will be given an opportunity to improve your performance to an acceptable level. You will not be terminated unless it is determined that you cannot or will not meet the desired performance standards.
E.1.4 Performance reviews are confidential and become a part of your personnel file.
Promotion and Transfer
E.2.1 LIFE Senior Services will evaluate your career growth and
increased responsibility based solely on your ability and after fair and open competition that assures equal opportunity for all employees.
E.2.2 If you have more than three months of service in your present position and a satisfactory work record, your may apply for a posted job. Inform your supervisor of your interest in the posted job. Your supervisor will schedule a time for you to discuss the position with the hiring Program Manager. If following that meeting you wish to be considered for the position, notify both the hiring Program Manager and your supervisor in writing. Your supervisor will schedule a formal interview with the hiring Program Manager.
Training and Employee Development
E.3.1 You and LIFE Senior Services share a joint responsibility to insure that your skills, knowledge, and abilities are fully developed in order to maximize your performance and prepare you for advancement. Accordingly, LIFE Senior Services will educate and train you when it will enhance organizational or individual performance. There are several ways this is accomplished:
• New Employee Orientation – When you begin work, you will participate in a formal orientation program that provides a broad overview of LIFE Senior Services and the policies and practices that guide its daily activities.
• Agency Sponsored Internal Training – Periodically, LIFE Senior Services sponsors group training designed to meet specific educational needs of a number of employees. This training is generally provided on-site and at no cost to you. Such training may involve the development of management or supervisory skills, or provide an introduction to new technology of relevance to your job. Normally, you will be personally invited to attend such training sessions. If, however, you learn of agency sponsored training that you would like to receive, contact your supervisor.
• Agency Sponsored External Training – Certain courses, seminars, workshops, and conferences may qualify for payment by the agency. If there is one you wish to attend, notify your supervisor who, along with the Executive Director, will determine whether agency funds should be used for such training.
• Non-Agency Sponsored External Training – Occasionally you may
wish to attend courses, seminars, workshops, and conferences that do not qualify for reimbursement as agency sponsored training but would benefit your individual growth. If the training is offered only during working hours, ask your supervisor whether you can take the necessary time off and whether you will be expected to make up lost work time.
Licensed and Certified Personnel
E.4.1 If you are required to be licensed or certified by governmental agencies and/or professional associations to do your job at LIFE Senior Services, you are responsible for maintaining your license or certification in an active status. Each time you receive a new or updated license or certificate, give a copy to your Program Manager or his or her designee for inclusion in your personnel file.
F. COMPENSATION
Compensation Philosophy
F.1.1 The Board of Directors of LIFE Senior Services recognizes that a competitive compensation package of salary and benefits is essential to attract and retain quality employees. For this reason, the Board has directed the Executive Director to maintain current information on compensation packages at similar nonprofit agencies, and to set competitive compensation levels for all jobs at LIFE Senior Services.
F.1.2 Salary levels are established by the Executive Director or pursuant to contracts with third-party funding agencies, and in any event, you will be compensated based on the principle of equal pay for work of equal value.
Payroll Periods and Payment of Wages
F.2.1 A payroll period begins at 12:01 a.m. on Sunday and ends at
midnight the second Saturday thereafter. Paydays are scheduled on the first Thursday after the payroll period ends.
F.2.2 If you cannot personally accept your paycheck, inform the
Accounting Department in writing who you have authorized to pick it up for you.
F.2.3 If you wish to have your paycheck deposited directly to a bank or another financial institution of your choice, or if you wish to terminate a direct deposit arrangement, complete an updated Direct Deposit form and interoffice to the Accounting Department.
F.2.4 Carefully review your paycheck. If you believe an error has been made in the amount of your compensation, the amount and type of payroll deductions (discussed at paragraph F.4.1), or the status of your benefits, immediately contact the Accounting Department.
F.2.5 LIFE Senior Services is not responsible for lost or stolen paychecks.
Overtime
F.3.1 If you are a nonexempt employee, you will receive additional pay for any hours you work over 40 in a week. Pay for overtime is computed at one and one-half times your normal pay rate, except that nonexempt Adult Day Services personnel who work on weekends are paid an additional fifty cents per hour. Overtime must be authorized in advance by your supervisor.
F.3.2 If you are an exempt employee, you will be paid a monthly salary that does not vary, even if you work more than 40 hours in any week.
Payroll Deductions
F.4.1 The voucher portion of your paycheck reflects your gross compensation and the number, amount, and type of deductions made before arriving at the amount of your net compensation. Deductions include (1) mandatory withholding for federal and state income tax, Social Security (FICA), and Medicare, and (2) any discretionary deductions you have authorized in writing for employee benefit programs and/or a United Way pledge.
Compensation Administration
F.5.1 You will receive equal consideration for an increase in compensation with other employees through a systematic approach to performance and rate reviews. These periodic performance and rate reviews will provide the basis for determining compensation adjustments. Such reviews do not, however, guarantee an increase in your compensation.
F.5.2 Compensation adjustments are based on a number of factors, including:
• your performance.
• the date of your last increase.
• your compensation in relation to that of other employees performing (i) the same or similar jobs (ii) with comparable experience.
• compensation levels for services performed pursuant to contractual agreements with third-party funding agencies.
• amounts budgeted annually by LIFE Senior Services for increased compensation.
F.5.3 If you change jobs within LIFE Senior Services, it may result in an associated change in pay, which will normally become effective when you assume the responsibilities of your new job.
G. EMPLOYEE BENEFITS
Plan Documents
G.1.1 Although this Handbook provides a general description of the
employee benefits offered by LIFE Senior Services, to the extent the description conflicts with the formal benefit plan document, the benefit plan document is controlling.
G.1.2 If you are a regular full-time employee who has completed the requisite eligibility period, you are entitled to participate in LIFE Senior Services’ benefit plans according to the terms and conditions of each plan. The cost of these benefits to you has been minimized with much of the expense being paid by LIFE Senior Services.
G.1.3 Information describing the details of each plan’s eligibility requirements and benefits is available to every employee.
G.1.4 LIFE SENIOR SERVICES RESERVES THE RIGHT TO TERMINATE OR AMEND ANY EMPLOYEE BENEFIT PLAN AT ANY TIME.
Employee Flexible Compensation Plan
G.2.1 The Employee Flexible Compensation Plan, often referred to as the “Flex-Comp” plan, is a voluntary plan available to all employees. It allows you to designate a portion of your compensation for (1) the payment of your employee medical and dental plan premiums, (2) reimbursement of certain medical expenses not paid by your medical and dental plans, such as co-payments, deductibles, exclusions from coverage, and non-covered prescriptions and medical supplies, and (3) reimbursement of dependent care expenses for a child up to the age of 12 and/or any other relative for whom you claim a tax deduction as a dependent.
G.2.2 By designating once a year a portion of your compensation to pay for such expenditures, you are able to pay them on a pre-tax basis. You must complete a new FlexComp plan enrollment agreement at the beginning of each calendar year.
G.2.3 If you have money in your FlexComp account at the end of the calendar year, you have 31 additional days, i.e., until January 31 of the next year, within which to spend money in the account. This can include expenses you incur during the 31-day grace period itself. If, however, at the end of the grace period money remains in your account, it cannot be returned to you.
Medical Benefits
G.3.1 If you are a regular full-time employee, you may elect to participate in a LIFE Senior Services medical benefit plan. Coverage can also include your spouse, your minor children, and under certain circumstances, older children. You may change your enrollment option during an “open enrollment” period each December. You must pay a portion of the premium in an amount determined by the Executive Director.
Dental Benefits
G.4.1. If you are a regular full-time employee, you may elect to participate in LIFE Senior Services’ dental benefit plan. Coverage can also include your spouse, minor children, and under certain circumstances, older children. “Open enrollment” is held annually in December. You must pay a portion of the premium in an amount determined by the Executive Director.
Life Insurance
G.5.1 If you are a regular full-time employee, LIFE Senior Services provides you with a non-transferable term life insurance policy having a death benefit of $10,000 at no cost to you.
Long-Term Disability Insurance
G.6.1 If you are a regular full-time employee and become disabled and are unable to work, you are eligible to receive long-term disability benefits after you have been disabled for a specified period of time. The cost of this benefit is paid entirely by LIFE Senior Services. You will also be allowed to maintain medical and dental insurance coverage as long as you pay LIFE Senior Services the amount that would have been deducted from your paycheck for such insurance. All payments for medical and dental insurance must be made monthly and must be received on or before the first day of the month.
G.6.2 If your long-term disability is due to your “serious health condition” as defined in the Family and Medical Leave Act, your disability leave will be counted toward your FMLA leave entitlement (discussed at paragraphs D.7.1 through D.7.13).
G.6.3 Your employment with LIFE Senior Services shall terminate at such time as you (i) have received long-term disability payments covering a period of 12 months, or you (ii) are determined to be permanently unable to return to work, whichever occurs first. Thereafter, you may be eligible to maintain medical and dental insurance pursuant to COBRA continuation coverage provisions (discussed at paragraphs G.11.1 through G.11.3).
Retirement Plan
G.7.1 LIFE Senior Services offers you an opportunity to save for your retirement through its 401k Retirement Plan based on government regulations. If you are a regular full-time employee or a regular part-time employee who works at least 1040 hours per year, you are immediately eligible to participate in this plan. After you have been employed for one year and are at least 21 years old, LIFE Senior Services will match your annual contributions up to a maximum of 5% of your gross compensation. Your maximum annual contribution is 25% of your gross compensation up to an amount specified by law. The contributions are invested based on your personal investment criteria in one or more mutual funds offered by the designated money management firm.
Workers’ Compensation Insurance
G.8.1 LIFE Senior Services carries Workers’ Compensation Insurance your duties at LIFE Senior Services, follow the procedures discussed at paragraph H.2.1.
G.8.2 If it is determined that your injury or illness is due to your employment at LIFE Senior Services, your compensation will be governed by, and will be subject to the terms and conditions of, the Workers’ Compensation Act.
G.8.3 If you receive Workers’ Compensation payments, you will be allowed to maintain medical and dental insurance coverage as long as you pay LIFE Senior Services the amount that would have been deducted from your paychecks for such insurance. All payments for medical and dental insurance must be made monthly and must be received on or before the first day of the month.
G.8.4 If your injury or illness constitutes a “serious health condition” as defined in the Family and Medical Leave Act, your workers’ compensation absence will be counted toward your FMLA leave entitlement (discussed at paragraphs D.7.1 through D.7.13).
State Unemployment Insurance
G.9.1 If your employment with LIFE Senior Services ends by termination or job elimination, you may be entitled to State unemployment insurance benefits. If you have questions about, or wish to apply for, unemployment compensation insurance, contact the Chief Financial Officer.
Social Security
G.10.1 Old Age and Survivors’ Insurance, commonly called Social Security, provides benefits for you after you retire or otherwise qualify for benefits. Mandatory contributions are deducted each pay period from your earnings. LIFE Senior Services contributes an equal amount to your account. The Social Security Administration recommends that you check your account with them at least once every four years. If you wish to do so, contact the Accounting Department.
COBRA (Consolidated Omnibus Budget
Reconciliation Act)
G.11.1 Pursuant to the federal Consolidated Omnibus Budget Reconciliation Act, typically referred to by its acronym COBRA, you and/or members of your family are allowed to maintain medical and dental insurance under certain circumstances that would otherwise result in a loss of insurance coverage, such as (1) at the end of your employment with LIFE Senior Services, or (2) when you and your spouse are divorced.
G.11.2 If you elect COBRA continuation coverage, you must pay LIFE Senior Services the full cost for medical and dental insurance, and all payments for such insurance must be made monthly and must be received on or before the first day of the month.
G.11.3 If you have questions about, or wish to apply for, COBRA continuation coverage, contact Human Resources.
Employee Assistance Program
G.12.1 LIFE Senior Services offers an employee assistance program (“EAP”), which is available to (i) all employees and (ii) their immediate dependents. The EAP offers a voluntary, confidential assessment for problems related to, e.g., marital conflict, misuse of drugs and alcohol, job stress, legal matters, mental or emotional issues, sexual harassment, eating problems, domestic violence, and any other subject about which an employee or immediate dependent has concerns.
G.12.2 If requested, an employee’s supervisor will help arrange an EAP assessment interview. Employee and their immediate family members can, however, “self-refer,” i.e., make their own arrangements for an EAP interview.
G.12.3 Regardless of how arrangements for an initial interview are made, the employee and immediate dependent’s right to privacy under federal and state law will be respected. No reference of a personal nature will be placed in an employee’s file, and participation in the EAP will not jeopardize job security or advancement.
G.12.4 There is no charge for an assessment interview. If additional services are needed, the employee or immediate dependent will be referred to the appropriate service provider.
H. SAFETY AND HEALTH
General Safety Guidelines
H.1.1 It is vital that you be safety conscious at all times and immediately report conditions or activities you believe are unsafe.
Work-Related Injury
H.2.1 If you are injured while on LIFE Senior Services’ premises, during your workday, or while otherwise carrying out your duties for LIFE Senior Services, report the accident, no matter how slight, to your supervisor, or in his or her absence to Human Resources. Follow his or her instructions for first aid, if applicable.
You must also complete an Accident or Unusual Occurrence report and submit it to Human Resources, and may be asked to be evaluated by a physician designated by LIFE Senior Services. If you are sent home following the injury, you will be paid for the number of hours you normally work on that day.
H.2.2 LIFE Senior Services must report all such injuries to the proper State authorities and to LIFE Senior Services’ insurance carrier.
Employee Health Records
H.3.1 You have a health record at LIFE Senior Services that includes,
but is not limited to, physical exams taken at the agency’s request, vaccinations, and information pertaining to any work- related injuries and illnesses. The information in your health record is confidential and cannot be released to anyone outside the agency unless (1) you consent in writing to the disclosure of such information, or (2) LIFE Senior Services is served with a subpoena, document production request, interrogatories, or an order from a court or administrative agency requiring disclosure of such information.
Emergency Medical Procedures
H.4.1 You are responsible for reading at least annually the Emergency Medical Procedures found in the Appendix to this Handbook. This Plan identifies the location of emergency equipment and discusses your responsibilities in the event of a medical emergency.
H.4.2 If a client is injured or becomes ill while on the premises, notify LIFE Senior Services’ receptionist or any supervisor, and follow the emergency procedures until help arrives.
Other Emergencies
H.5.1 You are responsible for reading at least annually the following LIFE Senior Services policies and procedures which are included in the Appendix to this Handbook:
• Fire Policy and Procedure
• Disaster Policy
• Tornado/Severe Weather Emergency Procedure
• Power Failure Policy
Although the policies and procedures have been prepared by Adult Day Service
personnel, they are applicable to all employees. You must also attend an annual presentation by a member of the Tulsa Fire Department.
I. USE OF LIFE SENIOR SERVICES’
FACILITIES AND EQUIPMENT
Security
I.1.1 LIFE Senior Services makes every effort to provide you with a secure working environment, and expects you to (1) assist in protecting agency property, and (2) prevent the theft, loss, damage, or misuse of agency property. Immediately report any theft, loss, damage, or misuse of agency property to your supervisor, or in his or her absence, to the Chief Financial Officer.
I.1.2 If you bring personal property to the office, you are responsible for seeing that it is secure and cannot be taken without your authorization. Because there are multiple entrances to our buildings and many people pass through our doors daily, keep purses and other valuables out of sight.
I.1.3 LIFE Senior Services is not responsible for the theft, loss, damage, or misuse of your personal property.
Housekeeping
I.2.1 Good housekeeping is an integral part of providing a safe and healthy workplace. You are therefore responsible for (1) keeping your immediate work area neat, clean, and orderly, and for (2) taking a proportional responsibility to see that the common areas used by the public and by all employees, such as lunch rooms and reception areas, are kept neat, clean, and orderly, and that materials left in public view are appropriate and in good taste.
I.2.2 If you take food to your workstation, it must be properly stored and disposed of so as not to attract pests or distract other employees. Adult Day Services has special limitations on food in the program area.
Lunch Room
I.3.1 A lunch room is provided for your use when not leaving the building for lunch. It has a soft drink vending machine.
Parking
I.4.1 Free parking is provided for your vehicle. LIFE Senior Services does not, however, assume any responsibility or liability in connection with your use of the parking lot. Accordingly, you should lock your vehicle, and insure your vehicle against fire, theft, collision, personal injury, and associated risks.
Bulletin Boards
I.5.1 Bulletin boards are located in designated areas to provide you with information concerning LIFE Senior Services’ activities, policies, promotional opportunities, and organizational announcements. You should check them periodically. If you need something placed on the bulletin boards, give it to your supervisor.
Employee Newsletter
I.6.1. You are expected to read each issue of LIFE Senior Services’ employee newsletter, which contains current information about the agency, its programs and its staff.
Safeguarding Agency Property
I.7.1 No agency property may be removed from the premises without prior authorization from your supervisor.
I.7.2 Personal use of copiers and fax machines is prohibited without
reimbursement. Personal use of other agency equipment, including telephones, is strongly discouraged.
I.7.3 INFORMATION OF ANY KIND RECEIVED OR STORED ON PROPERTY BELONGING TO LIFE SENIOR SERVICES BECOMES THE PROPERTY OF THE AGENCY, AND IS THEREFORE SUBJECT TO MONITORING AND REVIEW BY THE AGENCY. ACCORDINGLY, THERE CAN BE NO EXPECTATION OF PRIVACY WITH RESPECT TO SUCH INFORMATION.
I.7.4 Employees of LIFE Senior Services, have access to a wide variety of Agency communication equipment and systems, including, but not
limited to: telephones, voice-mail, fax machines, computer hardware and software, e-mail, external electronic bulletin boards, and the Internet. While employees are encouraged to use such equipment and systems to improve your efficiency as an employee, keep in mind that they are the property of LIFE Senior Services, and are intended to facilitate its business. For this reason, (1) employees must not transmit, retrieve, or maintain information that is obscene, defamatory, discriminatory, harassing in nature, or contrary to agency policies, and (2) LIFE Senior Services has the right to review your electronic files and messages to ensure that its communications equipment and systems are being used in compliance with federal and state law, as well as with LIFE Senior Services’ policies.
I.7.5 You must exercise reasonable care when using agency communication equipment, particularly laptop computers. Keep such equipment in a secure place whenever it is not in use. If it is determined that the loss of, or damage to, agency communication equipment is due to an employee’s intentional or negligent act, the employee may be required to pay the cost of repairing or replacing the equipment.
I.7.6 When your employment at LIFE Senior Services comes to an end, you may not take any hardware, software, or other equipment or information you created or compiled pursuant to your job responsibilities.
I.7.7 In the event you become aware that an employee, volunteer, or client has (1) taken Agency property without authorization for personal use or otherwise defrauded the Agency (e.g., submitting a false or misleading timesheet or check request) or (2) has impermissibly wasted Agency property, you should immediately report the matter to your supervisor or to the Executive Director. The matter will be promptly investigated by the Agency. LIFE prohibits all forms of retaliation against an employee who makes such a report, or who participates in an investigation, hearing, or other legal proceeding pertaining to fraud or waste.
J. ADDITIONAL OPERATING
POLICIES AND PRACTICES
Confidentiality
J.1.1 The term “confidential information” includes, but is not limited to, information concerning LIFE Senior Services’ (i) individual clients and other persons to whom services are rendered, (ii) individual volunteers, (iii) individual vendors of goods and services, (iv) individual employees, (v) individual officers and directors, (vi) individual donors and contributors, and (vii) business practices that are not available through public sources.
J.1.2 Federal and state laws as well as professional ethics require that you safeguard confidential information at all times, and that it be disclosed only to those LIFE Senior Services employees and/or people outside the agency who have a specific “need to know,” that is to say, a legitimate need for information in order to carry out their job responsibilities. Accordingly, for purposes of this Handbook, the term “unauthorized release” of confidential information means divulging such information to anyone who does not have a “need to know.” This requirement remains in effect and binding on employees even after they no longer work for LIFE Senior Services.
J.1.3 The unauthorized release of confidential information is grounds for discipline, up to and including termination. LIFE Senior Services may also be compelled to take legal action against an employee for the unauthorized release of confidential information.
Conflicts of Interest
J.2.1 You are prohibited from engaging in (1) any activity that constitutes, or may constitute, a conflict of interest with your responsibilities at LIFE Senior Services, or in (2) any activity that is otherwise detrimental to the interests of LIFE Senior Services.
J.2.2 To avoid a conflict of interest or the appearance of a conflict of interest:
• You should not manage the financial affairs of any client of LIFE Senior Services unless (1) you are related to the client by blood or marriage, or (2) prior to the time the client first began receiving services from LIFE Senior Services, you were appointed the client’s guardian, conservator, attorney-in-fact, or otherwise began managing the client’s financial affairs. Exceptions to these prohibitions may be granted in writing by the Executive Director on a case-by-case basis.
• With the exceptions noted in the preceding paragraph, you should not be employed by a client of LIFE Senior Services while you are employed by the agency. Exceptions to this prohibition may be granted in writing by the Executive Director on a case-by-case basis.
• You should not become an officer, director, employee, partner, attorney-in-fact, legal representative, or agent of any person or entity that does or may do business, whether directly or indirectly, with LIFE Senior Services. Exceptions to this prohibition may be granted in writing by the Executive Director.
• You should not engage in any activity that compromises, or appears to compromise, your independence when conducting business on behalf of LIFE Senior Services. Consequently, you are prohibited from:
-- borrowing money from a client, an employee you supervise, or a vendor of goods or services to LIFE Senior Services.
-- accepting special terms or price concessions from a vendor of goods or services to LIFE Senior Services in any transaction of a personal nature you may have with the vendor.
-- accepting cash, fees, or commissions in any amount in connection with a LIFE Senior Services-related business transaction or relationship.
-- accepting a gift having a value in excess of $10.00 in connection with a LIFE Senior Service-related business transaction or relationship.
• If you believe your actions might give rise to a conflict of interest, contact your supervisor or the Executive Director before engaging in such activity.
Record Keeping
J.3.1 All agency-related business records you create must be accurate and complete. The intentional creation or attempted creation of false or misleading records is grounds for discipline, up to and including termination.
Dress Code and Appearance
J.4.1 Your appearance can make a positive impression on clients and visitors. You are therefore expected to present a neat, clean, and professional appearance. Certain jobs may require that you wear a uniform or dress in a certain way. Your supervisor will inform you of any such requirements.
Smoking
J.5.1 Because LIFE Senior Services is a Tobacco-Free organization, employees are prohibited from smoking on the property. *Effective date for Tobacco-Free policy is 6/1/09
Alcohol and Drug Abuse
J.6.1 An employee’s use or possession of alcohol or illegal drugs
during the workday or at any time while on agency property is prohibited. Any employee who is determined to be under the influence of alcohol or illegal drugs while on the job will be subject to discipline, up to and including termination.
J.6.2 If an employee appears to be impaired while on the job, or sustains a job-related injury, the employee may be asked by his or her supervisor to submit to a test to determine whether the employee is in fact under the influence of alcohol or illegal drugs.
J.6.3 Any sale of alcohol or illegal drugs by an employee during the workday or at any time while on agency property is punishable by immediate
termination. An employee convicted of selling illegal drugs, regardless of the time and place, will be immediately terminated.
J.6.4 If you take a physician-prescribed drug or medication that can have adverse side effects (such as severe drowsiness, or impaired reflexes or reaction time), (1) tell your supervisor the name of the drug or medication, (2) describe the adverse side affects, and (3) state how long you expect to be taking the drug or medication.
Drug-Free Workplace
J.7.1 The following drug-free workplace policy is intended in part to satisfy the requirements of the federal Drug-Free Workplace Act of 1988, Public Law 100-690 (referred to below as the “Act”). The Act is supplemented by Sections 5151 through 5157 of the Act, which sections are included in the Appendix to this Handbook.
J.7.2 The Act and this policy operate to make it unlawful for an employee or any other person to manufacture, possess, distribute, dispense, or use a “controlled substance” (as that term is defined in Schedules “I” through “V” of Section 202 of the Controlled Substances Act, 21 U.S.C. § 812) in a LIFE Senior Services workplace.
J.7.3 As a condition of employment, employees must abide by the terms of this policy and the provisions of the Act.
J.7.4 An employee must notify the Executive Director of the employee’s criminal drug statute conviction for a violation in the workplace no later than five (5) days after such conviction.
J.7.5 Within ten (10) days after receiving (i) the employee’s notice of conviction pursuant to paragraph J.7.4, or (ii) actual notice of the conviction from any other source, LIFE Senior Services must notify its federal granting agencies. If LIFE Senior Services learns of the conviction from any source other than the employee, it shall not be deemed to have “actual notice” of the conviction until such time as the employee confirms such conviction in writing or LIFE Senior Services receives written confirmation of the conviction from the judicial authorities who are responsible for convicting the employee.
J.7.6 Within thirty (30) days after (i) the employee informs LIFE Senior Services of the conviction or (ii) LIFE Senior Services has actual notice of the conviction, the agency shall
-- take appropriate personnel action against the employee, up to and including termination (lesser penalties may include, but are not limited to, placement on probation, reduction in pay, and random laboratory testing for substance abuse) and/or
-- require the employee to satisfactorily complete a drug abuse assistance or rehabilitation program approved for such purposes by a federal, state, or local law enforcement agency, health care provider, or other appropriate agency.
As noted in paragraph J.6.3, however, if an employee is convicted of selling illegal drugs, regardless of the time and place, the employee will be immediately terminated.
J.7.7 You are encouraged to discuss with your supervisor any questions or concerns you may have about this policy and the Act. Upon request, LIFE Senior Services will endeavor to assist employees in availing themselves of publicly available drug counseling, rehabilitation, or other assistance programs.
J.7.8 If any provision of this policy is determined to conflict with the Act, the policy shall be interpreted to conform to the Act.
Workplace Violence
J.8.1 LIFE Senior Services prohibits violence of any kind on its property at all times. This includes violence originated by, or directed to, its employees, clients, vendors, and other visitors.
J.8.2 For purposes of this policy, the “property” of LIFE Senior Services includes, without limitation, all LIFE Senior Services-owned or -leased buildings and adjacent areas, such as sidewalks, walkways, driveways, and parking lots. Vehicles owned or leased by LIFE Senior Services are also “property” covered by this policy at all times, regardless of their use and location. LIFE Senior Service’s “property” does not include an employee’s vehicle.
J.8.3. LIFE Senior Services will take every reasonable precaution to provide a safe working environment which is free from any form of workplace violence for its employees, clients, vendors, and other visitors, which include the following:
• Employee Screening – LIFE Senior Services conducts background checks on applicants for regular full-time and regular part-time positions in order to identify and eliminate applicants with a history of violent behavior, criminal activity, or drug abuse.
• Employee Family and Other Problems – Employees are encouraged to report to their program manager any family or other difficulties that may result in violence at work. This will help LIFE Senior Services prevent access to the facility of persons who may be capable of violent behavior. At-risk employees can also be temporarily assigned to non-public areas, and their incoming telephone calls may be screened to prevent harassment.
• Violent and Potentially Violent Persons – Employees should not confront other employees, clients, and visitors who exhibit hostile or combative behavior and may become violent. Instead, follow the procedures set out in the “Internal/External Threat” procedures, which are included in the Appendix to this Handbook. Although the policy has been prepared by Adult Day Service personnel, it is applicable to all employees.
• Possession of Prohibited Weapons – LIFE Senior Services prohibits all persons—with two exceptions noted below—who enter its property, from carrying a prohibited weapon of any kind, regardless of whether the person is licensed to carry the weapon. LIFE Senior Services shall post signs disclosing this prohibition. The only exceptions to this policy are:
-- law enforcement personnel, security guards, and persons who have been authorized in writing by the Executive Director to carry a weapon on agency property, and
-- an employee who keeps a prohibited weapon in his or her locked vehicle and who is properly licensed to carry such a concealed weapon. For purposes of this policy, the term “prohibited weapons” includes any form of weapon or explosive the possession of which is forbidden or restricted under federal, state, or local law, such as, all firearms and certain knives. Chemical dispensing devices, such as pepper spray, commercially for personal protection are not covered by this policy. Employees are personally responsible for ensuring that items they carry are not prohibited by this policy. Questions about whether an item is covered by this policy should be referred to the Executive Director.
An employee who observes that another employee or other person is, or may be, carrying a prohibited weapon while on the property of LIFE Senior Services must immediately report this to his or her supervisor or a Program Manager. Management must take whatever action is necessary, including calling law enforcement personnel, to determine if a prohibited weapon is present, and if so, to request that it be removed immediately.
Employees are prohibited from carrying weapons covered by this policy while in the course and scope of their employment, regardless of whether they are on agency property and are licensed to carry such a weapon. Employees are also prohibited from carrying weapons covered by this policy at LIFE Senior Services-sponsored functions, such as fundraisers, parties, and picnics.
• Searches – In order to ensure the safety and security of LIFE Senior Services’ employees, clients, vendors, and other visitors, LIFE Senior Services reserves the right to search any person, vehicle or other object on its property. Accordingly, LIFE Senior Services is authorized to search lockers, desks, purses, briefcases, baggage, tool boxes, lunch sacks, clothing, vehicles parked on its property, and any other item in which a weapon covered by this policy may be found.
LIFE Senior Services may also search (i) a vehicle owned or leased by it and used by an employee and (ii) a vehicle owned by an employee that is being used to conduct business on behalf of the agency, regardless of whether at that time the vehicle is on agency property. Prior to conducting a search on an employee’s vehicle, however, LIFE Senior Services (1) must have reasonable cause to believe that the employee intends to injure another employee, client, vendor, or other visitor using a weapon covered by this policy which is located in the vehicle, and (2) should engage law enforcement personnel to assist in the conduct of the search. If a search is requested by LIFE Senior Services and the employee is present, the employee may refuse to consent to the search; provided, however, that such refusal can result in disciplinary action, up to and including termination. LIFE Senior Services reserves the right to conduct searches on agency property or authorize searches by law enforcement personnel on agency property without the employee being present.
• Employee Name Tags and Disclosure of Personal Information – Employee name tags shall only contain the employee’s first name unless the first and last name are required by the program, and an employee should not divulge personal information, such as the employee’s home address and telephone number, to clients, vendors, and other visitors.
Other Rules of Conduct
J.9.1 No solicitation of clients to purchase raffle tickets and the like is permitted without prior approval of the Executive Director. Solicitation of co-workers should be restricted to lunch breaks. LIFE Senior Services assumes no responsibility of any kind in connection with such matters.
J.9.2 Falsification of information on any employment application will be grounds for rejecting the applicant or terminating the employee who provided the false information. Similarly, an employee who falsifies information in (i) a time sheet, (ii) an expense account, (iii) a mileage reimbursement statement, (iv) an insurance claim submitted under the agency’s medical plan, dental plan, or long-term disability plan, or (v) a request for reimbursement from a flexible compensation account, will be subject to discipline, up to and including termination.
J.9.3 Gambling of any kind is prohibited on agency property. Gambling includes, but is not limited to, playing cards or other games for money, or the placing or taking of bets. Employees who gamble while on agency property will be subject to discipline, up to and including termination.
J.9.4 You are expected to act with maturity and professionalism during the workday. Accordingly, horseplay, practical jokes, and pranks may be cause for discipline.
J.9.5 You are expected to maintain the highest standards of integrity, conduct, and concern for the public interest.
J.9.6 THESE AND OTHER GUIDELINES FOR PERFORMANCE AND CONDUCT MENTIONED IN THIS HANDBOOK ARE NOT MEANT TO BE ALL INCLUSIVE. DISCIPLINARY ACTION, UP TO AND INCLUDING TERMINATION, MAY BE IMPOSED FOR ANY ACT OF MISCONDUCT OR WRONGDOING.
Problem Resolution Process
J.10.1 Open communication among employees is essential if the success LIFE Senior Services has achieved is to continue. LIFE Senior Services strives to protect employees against any arbitrary action, favoritism, and reprisal by other employees and by management. Differences of opinion may nevertheless arise on any number of subjects, including by way of example, work assignments, promotions, and policy interpretation. If you believe you have been treated unfairly, you are urged to follow the problem resolution process described below. If the individual you believe to be acting unfairly is included in the problem resolution process, however—by virtue of paragraph J.10.2 or J.10.3—you may confer with that individual or initiate the process at the next level. For example, if you believe your supervisor has acted unfairly, you may go directly to the individual at the level of management immediately above your supervisor or Human Resources.
J.10.2 Speak to your supervisor, and provide your supervisor with as much pertinent factual information as possible. You may also recommend a solution. Your supervisor will thoroughly review the matter, and give you a verbal response within three business days.
J.10.3 If you believe your supervisor’s response pursuant to paragraph J.10.2. is unsatisfactory, you may submit a written statement to the next level of
management immediately above your supervisor. The statement should provide as much pertinent factual information as possible and summarize your supervisor’s verbal response. Here, too, you may recommend a solution. The matter will be thoroughly reviewed, and you will receive a written response within three business days.
J.10.4 If in your judgment the written response referenced in paragraph J.10.3 is unsatisfactory, you may submit your written statement to the Executive Director, who will thoroughly review the matter and render a decision. (Your report should be updated to include a summary of the response you received from the individual contacted pursuant to paragraph J.10.3.) The Executive Director’s decision shall be final, with the exceptions stated in paragraphs J.10.5 and J.10.6.
J.10.5 If the matter at issue is employment-related, after receiving the Executive Director’s decision, you may submit the matter to the President of the Board of Directors. The President will thoroughly review the matter, and make a recommendation to the Board, which shall render a final decision.
J.10.6 If you are terminated for cause, you have the right to appeal the decision directly to the Board of Directors through its President, and to request a review of the pertinent facts relating to your termination. The Board will thoroughly review the matter, and render a final decision.
Consent to Agency Use of Audio
and Visual Data
J.11.1 At the time of your employment, you must sign a “Consent for Use of Audio and Visual Data by LIFE Senior Services,” which is found in the Appendix to this Handbook.
Employee Suggestions
J.12.1 You are encouraged to submit suggestions on ways employees can save time, improve productivity, reduce costs, and better serve our clients.
Staff Meetings
J.13.1 You must attend the staff meetings scheduled by your supervisor, unless excused by your supervisor.
Reimbursement of Business Expenses
J.14.1 If you are asked to travel for LIFE Senior and are required to use your own vehicle, you will be reimbursed for your mileage based on the number authorized annually by IRS regulations, which rate will be communicated to you prior to January 1 of each year.
J.14.2 Use the following rules to determine what mileage is reimbursable:
• “Commuting miles” (travel from home to office and office to home) – The term “commuting miles” is defined as the number of miles from an employee’s home to the employee’s office at LIFE Senior Services and back home. “Commuting miles” are not reimbursable.
• All other travel – Employees will be reimbursed for all other work-related miles traveled by automobile, regardless of the employee’s destination. Thus, reimbursement will equal (i) the employee’s actual job-related miles traveled per day less (ii) the employee’s “commuting miles”—regardless of whether the employee actually commuted to and/or from the office on that day. The examples below demonstrate how reimbursable mileage is calculated.
-- Example #1. Assume an employee has 22 “commuting miles.” The employee drives from home to Bixby, a distance of 13 miles, for a work-related conference. The employee then drives directly home at the end of the workday. The employee has 4 reimbursable miles, calculated as follows: 13 miles (home to Bixby), plus 13 miles (home from Bixby) minus 22 “commuting miles.”
-- Example #2. Assume the same employee drives from home to the office, and then drives to Bixby for a work-related conference. The employee returns to the office before driving home at the end of the workday. The employee has 20 reimbursable miles, calculated as follows: 11 miles (from home to the office), plus 10 miles (from the office to Bixby, plus 10 miles (from Bixby to the office), plus 11 miles (from the office to home), minus 22 “commuting miles.”
• Tolls – Turnpike tolls paid while traveling on work-related trips are also reimbursable.
J.14.3 If you are asked to travel by LIFE Senior Services and you incur reasonable expenses on behalf of the agency (such as meals, lodging, and office supplies) while on a trip, you will be reimbursed for these expenses, provided (1) the expenditures have been authorized by your supervisor and (2) you have submitted receipts and such other information as may be required by LIFE Senior Services and/or by a third-party funding source. Your supervisor has the forms you will need to request reimbursement.
J.14.4 Actual expenses will be reimbursed for out-of-city meetings unless a third-party funding source limits per diem allowances. If you need assistance in determining the per diem allowance, contact the Accounting Department.
J.14.5 Alcoholic beverage purchases are not reimbursable. In the event that alcoholic beverages are included with a meal, these beverages must be segregated from the meal expense prior to submission for reimbursement.
J.14.6 All reimbursement requests MUST be made within 90 days of occurrence.
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