Heading 1 - Allied Finance Adjusters
LETTER OF WELCOME
I am pleased to welcome you, a new employee of MY COMPANY, to our company.
I say “OUR” because together we will form the future of MY COMPANY.
We will create our future daily through our commitment and vision; our enhanced level of generating customer satisfaction; our ability to clearly communicate the bottom line so that others understand our position; and our ability to work together as a team to reach our goals.
You are an important member of our organization, our most vital asset. Without you something critical would not happen, some opportunity would not open up or a solution to a problem would not be found. You are the key to our future. Step into that role and meet the challenge.
I look forward to working with you as we continue to improve our company.
__________________________________
Name
Owner/Manager
MY COMPANY, Inc.
TABLE OF CONTENTS
INTRODUCTION TO THIS HANDBOOK 5
OUR MISSION AND PHILOSOPHY 6
OUR GOALS 6
EXPECTATIONS 7
TERMS YOU SHOULD KNOW 8
CUSTOMER RELATIONS 9
EQUAL EMPLOYMENT OPPORTUNITY 9
HARASSMENT / SEXUAL HARASSMENT 9
EMPLOYEES WITH DISABILITIES 10
PHYSICAL EXAMINATIONS 11
CONTROLLED SUBSTANCE/ALCOHOL USE 11
TRAINING PERIOD 11
OUTSIDE EMPLOYMENT 12
COMMUNICATIONS 12
BULLETIN BOARDS 12
MEETINGS 12
PROOF OF EMPLOYMENT ELIGIBILITY / AUTHORIZATION 12
REFERENCE CHECKS 13
BACKGROUND CHECKS 13
CONFIDENTIALITY 13
PROPRIETARY INFORMATION 13
ANTITRUST 14
CONFLICT OF INTEREST 14
EMPLOYMENT OF RELATIVES 14
PERSONAL PHONE CALLS 14
PERSONAL TIME OFF FROM WORK 14
DRESS WHILE AT WORK 14
WORK HOURS AND PAY 16
WAGE AND SALARY REVIEWS 16
PERFORMANCE APPRAISALS 16
JOB OPPORTUNITIES 16
HOURS OF WORK 16
LUNCH AND BREAKS 17
TIMECARDS 17
PAYDAY 17
DIRECT DEPOSIT 17
PAYROLL DEDUCTIONS 18
OVERTIME 18
INCLEMENT WEATHER OR WORK CANCELLATION 18
UPDATING YOUR PERSONNEL FILE 18
EMPLOYEE BENEFITS 19
HOLIDAYS 19
VACATION 19
DISABILITY INSURANCE 20
GROUP MEDICAL, DENTAL AND LIFE INSURANCE 20
INSURANCE CONTINUATION (COBRA) 20
RETIREMENT SAVINGS PLAN -- 401(k) 20
RETIREMENT PENSION PLAN 21
SICK LEAVE PAY 21
EMPLOYEE ASSISTANCE PLAN (EAP) 22
TUITION REIMBURSEMENT PROGRAM/EDUCATION REFUND 22
LEAVE OF ABSENCE 22
SICK LEAVE 23
DISABILITY LEAVE 23
PERSONAL LEAVE 23
FUNERAL LEAVE 24
JURY DUTY SERVICE 24
TIME OFF TO VOTE 24
MILITARY SERVICE 24
SOCIAL SECURITY 25
WORKER’S COMPENSATION 25
UNEMPLOYMENT INSURANCE 25
PROBLEM RESOLUTION AND SEPARATION OF EMPLOYMENT 26
PROBLEM RESOLUTION PROCESS 26
CORRECTIVE ACTION 26
SEPARATION 27
RESIGNATION 27
TERMINATION OF EMPLOYMENT 27
HEALTH, SAFETY AND ENVIRONMENTAL CONCERNS 28
HEALTH 28
SMOKING 28
SAFETY 28
ENVIRONMENTAL COMMITMENT 28
PERSONAL ETHICS, SECURITY AND CONDUCT 29
ETHICS AND SECURITY 29
PERSONAL INTEGRITY AND ETHICS 29
EMPLOYMENT APPLICATION FORM INTEGRITY 29
PROPERTY ACCESS AND VISITOR CONTROL 29
COMPANY MAIL AND PHONES 29
CELL PHONE / MOBILE USE 30
E-MAIL POLICY 31
COMPUTER / INTERNET SECURITY 31
SOCIAL NETWORKING POLICY 31
GENERAL SECURITY 32
EXPENSE REIMBURSEMENT 32
GIFTS 32
DISTRIBUTION OF PERSONAL MATERIAL OR SOLICITATION 32
PERSONAL CONDUCT 33
ATTENDANCE AND PUNCTUALITY 33
OFFENSIVE ITEMS 33
WEAPONS 33
PRINCIPLES OF APPROPRIATE CONDUCT 33
APPENDIX A - COBRA 36
APPENDIX B - GRAMM-LEACH-BLILEY COMPLIANCE AGREEMENT 45
RECEIPT FOR EMPLOYEE HANDBOOK 46
INTRODUCTION TO THIS HANDBOOK
Quality communication is the key ingredient in any organization. We have prepared this handbook as a guide for policy and general information to assist you during your employment. In it you will find the answers to many of your questions. It describes policies that may apply to you, and benefits that may be available to you as an employee here at MY COMPANY. We hope you will find the booklet a handy and useful source of information. In the event you have any questions, please consult with your Supervisor, Manager or Owner/Manager.
This page includes some important legal points for you to understand. If you would like to discuss them, please do so with the Owner/Manager, who is best able to assist you.
The subjects covered in this handbook are, in most cases, summary statements of policies, benefits and/or procedures. However, neither this handbook nor any other communications or practices create an expressed or implied employment contract for any period of time between MY COMPANY and any of its employees. It merely sets forth policies, benefits and procedures in effect on the date it was issued. These statements may be changed, revoked or modified from time to time when appropriate. MY COMPANY reserves the right to change these policies and also to deviate and make exceptions to the policies as circumstances may warrant without prior notice to employees. Progressive disciplinary procedures and other termination procedures in the handbook are not all-inclusive, and management reserves the right to dismiss employees for any legitimate business reason. Any reference to one gender applies to both genders.
Nothing in this handbook or any other policy or communication changes the fact that employment at MY COMPANY is for an indefinite period of time and that employment is at-will, which means that both MY COMPANY and you have the right to terminate the employment relationship at any time, for any reason or no reason, with or without advance notice. Please understand that no Supervisor, Manager or representative of the company other than the President has the authority to enter into any agreement with you for employment for any specified period of time or make any promises or commitments contrary to the above paragraphs. Further, any employment agreement entered into by you and the President will not be enforceable unless the agreement is in writing, including both of your signatures.
The contents of this handbook are intended to be a general overview of information and policies for all employees of MY COMPANY. Plan documents and corporate policies and procedures will serve as the final authority on any matters contained in this handbook. However, when differences occur, we ask that you verify this with your Supervisor, Manager or the Owner/Manager before assuming one to be correct.
OUR MISSION AND PHILOSOPHY
OUR GOALS
TO BE THE PREFERRED SERVICES PROVIDER OF OUR CUSTOMERS
TO HAVE OUR CUSTOMERS BE FULLY SATISFIED WITH OUR STAFF AND OUR SERVICES
TO PROVIDE THE HIGHEST VALUE AND SERVICE WITHIN OUR COST LIMITATIONS
TO HAVE OUR EMPLOYEES FEEL AND KNOW THAT THEY ARE APPRECIATED AND VALUED
TO HAVE THE NECESSARY EQUIPMENT AND SUPPLIES AVAILABLE TO THE STAFF TO DO THEIR JOB EFFECTIVELY
TO BE PROFITABLE ENOUGH TO MAKE THE BUSINESS STRONG AND RESILIENT TO BUSINESS OR REGULATORY CHANGES AND PROVIDE SECURITY FOR EMPLOYEES
TO HAVE EMPLOYEES LEARN AND GROW IN THEIR SKILL AND EXPERTISE WHILE WITH US
TO BE PROUD EACH DAY WHEN WE GO HOME
EXPECTATIONS
What MY COMPANY Expects From You
MY COMPANY needs your help in making each working day enjoyable and rewarding. Your first responsibility is to know your own duties and how to do them promptly, correctly and pleasantly. Secondly, you are expected to cooperate with management and your fellow employees to maintain a good team.
How you interact with employees and customers, as well as how you accept direction from your Supervisor and Manager can affect the success of your department. In turn, the performance of one department can affect the services offered to our customers. Consequently, whatever your position, you have an important assignment: perform every task to the very best of your ability.
You are encouraged to grasp opportunities for personal development offered to you. This manual offers insight on how you can perform positively and to the best of your ability to meet and exceed the company’s expectations.
We strongly believe you should be able to make your opinion heard in matters that concern and control your life. We believe in direct access to management. We are dedicated to making MY COMPANY a company where you can approach your Supervisor or any member of management to discuss any problem or question. We expect you to voice your opinions and contribute your suggestions to improve the quality of our services and of our time together.
Remember, you help create pleasant and rewarding working conditions. This will result in better performance for the company and personal satisfaction for you.
TERMS YOU SHOULD KNOW
To help you better understand our policies, we have summarized a few definitions you will need to know. However, each job is unique. When you were hired, you’re Supervisor or the Owner/Manager may have told you your job status as defined below. If you change positions, your job status may also change. Please direct any question you have on your job status to the Owner/Manager.
Hourly Employee
This is an employee that is paid an hourly wage for hours worked. Employees in this category may include a Repossessor, Tow Truck Driver, Lot Supervisor, Transportation Clerk, Customer Service Assistant or Receptionist. These employees will be paid for all hours actually worked.
Salaried Employee
A salaried employee is an employee who is quoted their pay on an annual, monthly or per pay period basis. Salaried employees are generally not entitled to overtime.
Commission-Only employee
An employee paid a specific amount for a sale or other outcome. May be a percentage or flat rate.
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Exempt Employee
This is an employee who is paid on an hourly, salary and/or commission basis and is not entitled to overtime pay. These may be employees who hold executive, managerial, supervisory, administrative, professional, computer or field sales representative positions.
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Full-time Regular
An employee whose work schedule corresponds to the normal, daily schedule of the company, generally 40 hours per week.
Part-time Regular
An employee who, on a regularly scheduled basis, is scheduled to work and works less than 40 hours per week. Part-time employees must regularly be scheduled to work at least 30 hours per week to be eligible for benefits.
Temporary Employment
Temporaries
This is an employee hired or retained only for a short or limited time and may be either full-time or part-time. Generally temporary employees are retained to temporarily meet an emergency or non-recurring need and their employment would be terminated at the end of the project, situation, or need of the company. temporary employees are only eligible for legally required benefits.
Agency Temporaries/Outside Contractors
Temporaries from an agency and outside contractors are not employees. Agency temporaries and outside contractors are not eligible for any benefits. If an agency-provided temporary is subsequently hired, their employment and the service date begin on the date the temporary is hired by the company and begins on MY COMPANY’s payroll.
NOTE: Independent Contractors are not employees.
YOU AND YOUR JOB
CUSTOMER RELATIONS
MY COMPANY is in the business to serve our customers, and our success depends upon our ability to respond to and meet their needs. We need to do this better than our competition does it, or they may no longer be our customers!
As a representative of MY COMPANY, you are expected to provide prompt and courteous service. This includes positive communications and demeanor. If a situation arises where you are unable to work positively with a customer or their representative, you are to turn the matter over to your Supervisor.
Only make promises or offer services to customers which are pre-approved by your Supervisor.
Also realize that not all customers are outside of the company. Many jobs or tasks are performed as a service to another department or group within the organization. You have the responsibility to treat your internal customers with the same consideration you would treat an external customer.
EQUAL EMPLOYMENT OPPORTUNITY
Equal employment opportunity is our moral as well as legal responsibility. While the law defines employment regulations and prohibits all forms of employment discrimination, MY COMPANY’s operating policy is that discrimination practices are unjust, poor decisions and economically wasteful.
It is the policy of the that we will not unlawfully discriminate against or permit harassment of any employee or applicant for employment because of race, color, age, sex, national origin, religion, disability, , genetic information, (add state-specific protected classes).
Maintaining the effectiveness of this policy is a responsibility. However, in a broader sense, it is the responsibility of each of us to treat each other with the courtesy and dignity to which we are all entitled. MY COMPANY considers this to be a serious responsibility. Any questions or concerns you have regarding equal employment opportunity should be brought to the attention of the Owner/Manager.
HARASSMENT / SEXUAL HARASSMENT
Harassment in any form, at any time, of any employee, customer or visitor to MY COMPANY’s premises or our customer’s premises by an employee, supervisor, manager, customer or other external person is strictly prohibited. This includes harassment related to race, color, age, sex, national origin, religion, disability, genetic information, (add state-specific protected classes). Further, the company will not tolerate sexual harassment of its employees by outside visitors such as salespersons or suppliers.
Harassment:
Includes, but is not limited to, name calling, letters, jokes, e-mail, cartoons, graffiti, pictures, posters, gestures, ethnic slurs, racial epithets, and other conduct, which is aimed at a particular employee or group of employees based on their race, color, national origin, disability, religion, sex, age, marital status, ancestry, citizenship status, military discharge status, sexual orientation or gender identity.
Sexual Harassment:
Is a wide range of unwanted, sexually directed behavior that includes:
o unwelcomed sexual advances
o requests for sexual favors
o and other verbal or physical conduct of a sexual nature
when:
1. Submission to such conduct is made either explicitly or implicitly a term or condition of an individual’s employment:
2. Submission to or rejection of such conduct by an individual is used as the basis for employment decisions affecting such individual; or
3. Such conduct has the purpose or effect of unreasonably interfering with an individual’s work performance or creating an intimidating, hostile, or offensive working environment.
As an example, harassment may apply to the conduct of a supervisor toward a subordinate, an employee toward another employee, a non-employee toward an employee, or by any employee toward an applicant for employment. Harassment may also apply to conduct outside the workplace. All harassment is unacceptable.
Complaint Procedures / Requesting Assistance
The company wants to know if you have been or are being harassed here at MY COMPANY. Please let us know about it so that we can assist you. You can discuss it with your immediate Supervisor, or contact any member of management you feel comfortable discussing the situation with, knowing that all members of management should pay attention to your request for assistance.
These are the complaint and investigation procedures for complaints and requests for assistance involving incidence of harassment, including sexual harassment.
1. Complaints about harassment should be quickly reported to your immediate Supervisor or other member of management you feel comfortable with. Because the subject is particularly sensitive and potentially damaging, any allegation or complaint may be reported directly to your Manager, to the Owner/Manager at (000) 000-0000.
2. Complaints will be thoroughly investigated.
3. All information regarding any specific incident will be kept confidential within the necessary boundaries of the fact-finding process.
4. After the investigation has been completed, a determination will be made regarding the resolution of the complaint. If warranted, corrective action will be taken.
Employees are expected to communicate any concerns in this area to any of the above representatives and cooperate in an investigation so that the situation can be understood and resolved. The will ensure that employees accurately alleging sexual harassment will not be subject to retaliation by any member of management. It is also the policy of MY COMPANY that accusations of sexual harassment, which are made without full truth or actual fact will not be condoned. It should be remembered that accusations of sexual harassment are indeed grievous and can have far reaching effects on careers and lives of individuals.
Any employee, supervisor or manager who becomes aware of possible sexual harassment or other unlawful harassment must promptly advise the Owner/Manager of the concern. They should not take action to investigate or confront the harasser.
EMPLOYEES WITH DISABILITIES
It is the policy of MY COMPANY to comply with all relevant and applicable provisions of the American with Disabilities Act (ADA). We will not discriminate against any qualified employee or job applicant with respect to any terms, privileges, or conditions of employment because of a person’s physical or mental disability, including any blood borne pathogens. We will make reasonable accommodation wherever necessary for all employees and applicants with disabilities, provided that the individual is otherwise qualified to safely and properly perform the duties and assignments connected with the job and also provided that the accommodations would not impose an undue hardship on our operations. Subject to our obligation of reasonable accommodation, employees with disabilities will be required to meet the performance standards and expectations required of other company employees.
Any employee or job applicant who believes that he or she has been discriminated against because of a disability or who needs an accommodation should bring the matter promptly to the attention of the Owner/Manager. No applicant or employee will be subject to discrimination or retaliation for discussing this matter with us.
PHYSICAL EXAMINATIONS
Under circumstances determined to be appropriate by management, physical examinations, including drug/alcohol screens may be required to satisfy concern in pre-employment, post injury or incident, return to work, or post-employment circumstances. Confidentiality will be maintained. You may be subject to a job related physical examination as required by the Department of Transportation to assess your ability for returning to work following an injury related absence, a serious illness or injury, or other work related reason.
CONTROLLED SUBSTANCE/ALCOHOL USE
Employees may not report to work and perform their duties with alcohol or illegal mind-altering substances (drugs) in their system. We also will not tolerate employees using, possessing, concealing, selling, transferring, manufacturing, distributing, making arrangements to distribute, or being under the influence of illegal drugs, improperly used drugs or unauthorized alcohol while at work, working, or on property. Further, outside conduct which is unlawful or otherwise affects your work, our relationship with the government or our customers, or reflects badly on the company is prohibited. Although using medication is not prohibited, you must consult your Supervisor when you are legitimately taking medication which may affect your work so that you may avoid creating safety or customer problems.
In order to enforce these rules, we reserve the right to require all employees and applicants to submit to controlled substance and alcohol tests to determine the presence of prohibited substances. All employees will be subject to controlled substance and alcohol testing when involved in a job related accident, where the has reasonable cause to believe that an employee has violated its Controlled Substance and Alcohol Policy, and as part of a “random” system of testing without advance notice. MY COMPANY will also require testing on occasions required by client contracts or the DOT. Anyone who needs help for controlled substance or alcohol problems must immediately seek assistance through our Employee Assistance Program and stop abusing controlled substances and alcohol before he or she is found to be in violation of the policy. Contact your Supervisor for clarification of questions you may have on the Controlled Substance and Alcohol Policy.
If you find drugs or alcohol in a repossessed vehicle……
TRAINING PERIOD
The training period is intended to give new employees the opportunity to demonstrate their ability to achieve a satisfactory level of performance and to determine whether the new position meets their expectations. MY COMPANY uses this period to evaluate employee capabilities, work habits and overall performance. Either the employee or MY COMPANY may end the employment relationship at will at any time during or after the training period, with or without reason or advance notice.
All new and rehired employees have a training period for the first 90 calendar days after their date of hire. Any significant absence will automatically extend a training period by the length of the absence. If MY COMPANY determines that the designated training period does not allow sufficient time to thoroughly evaluate the employee’s performance, the training period may be extended for thirty days.
During the training period, new employees are eligible for those benefits that are required by law, such as worker’s compensation and Social Security. Employees may become eligible at a later date for other MY COMPANY provided benefits subject to the terms and conditions of each benefit program. These are explained later in the handbook.
OUTSIDE EMPLOYMENT
While minor outside business interests that do not conflict directly or indirectly with our business may be permitted, it would be unfair to MY COMPANY for you to engage in an outside business which would compete with our business, or make more than minor demands on your time and interest. We need your primary focus to be on your full-time job with us. Therefore, if you are engaged in or considering outside employment or a business undertaking that might conceivably be in conflict with this policy, talk to your Supervisor so an assessment can be made.
Employees are cautioned to consider carefully the demands that additional work activity will create before seeking or accepting outside employment. Outside employment will not be considered an excuse for poor job performance, absenteeism, tardiness, leaving early, refusal to travel, or refusal to work overtime or different hours. If outside work activity causes or contributes to job-related problems, you should consider how to resolve this.
COMMUNICATIONS
Communication is a two-way process. MY COMPANY will make efforts to communicate with you through its Supervisors, special notices, publications and bulletin boards. You are urged to communicate with us by offering suggestions, asking questions about your work objectives or obstacles, getting problems off your shoulders and simply letting us know what you are thinking. All of us will greatly benefit from a very open communication policy.
BULLETIN BOARDS
Notices of interest that should be brought to your attention will be posted on the bulletin boards. Check the boards regularly so that you are aware of new announcements. The bulletin boards are for posting -related material only and anyone wishing to post notices must receive authorization from the facility Manager or Owner/Manager.
MEETINGS
Meetings will be held periodically to discuss new procedures or problems. Employees are encouraged to contribute to discussions in these office meetings. Suggestions and criticism about procedures, policies and systems are always welcomed. Please always be tactful and considerate when making negative comments. Consider whether the comment is best made in a meeting or in a private discussion.
PROOF OF EMPLOYMENT ELIGIBILITY / AUTHORIZATION
In accordance with applicable Federal laws and regulations it is the policy of MY COMPANY to hire only those individuals who are authorized to work in the United States. To comply with this law, all individuals who are offered employment with the will be required to submit true and accurate documented proof of their identity and employment authorization at the time of hiring. You will be required to complete and sign an I-9 Employment Eligibility Verification Form on your first day of work here, and will be required to have provided to us necessary documentation to prove this within your first three (3) days of employment.
Violation of this policy, either by a new employee or by management, is unacceptable. MY COMPANY takes its I-9 duties seriously. Any employee who violates this policy is not authorized to do so by management. Hiring undocumented workers is contrary to management’s policies, and any such hiring would not be undertaken for the benefit of the company.
REFERENCE CHECKS
It is our policy to check the employment references and other qualifications of applicants before a job offer is made. When this is not possible, offers of employment may be contingent upon satisfactory reference checks. Documentation relating to all reference checks is maintained in your personnel file. Falsification of any information is not acceptable and may affect continued employment.
Neither employees, Managers or Supervisors are authorized to respond to employment verification or reference check inquiries for current or former employees. All such inquiries must be referred to Owner/Manager. Under no circumstances should you release any information about any past or present employees.
BACKGROUND CHECKS
Applicants or employees applying for promotions may have their background checked for a history of criminal convictions.
CONFIDENTIALITY
It is our policy that the operations of our company should not be discussed with outsiders, and particularly not with competitors. Information concerning our pricing, profits, financial statement, sales techniques, and similar subjects should be regarded as trade secrets, and the disclosure to unauthorized persons would be harmful to our business. Access to certain secret or sensitive information and operating procedures will be limited to those employees who need to know the information.
Even if you no longer work for MY COMPANY, you are obligated by law to maintain confidential information as such, and not share it with any other individual.
PROPRIETARY INFORMATION
MY COMPANY has developed certain proprietary products and processes that are unique to the company. Keeping such information from competitors plays an important part in our success. MY COMPANY protects proprietary information in a number of ways, including restricting documents to only those who have business reasons, requiring employees to return all business materials upon leaving the ’s employment, and restricting visitor access to certain designated areas. This requirement to keep information confidential continues beyond employment with the company, and prohibits disclosures made years later.
ANTITRUST
All MY COMPANY employees are to compete aggressively and independently of competitors and avoid engaging in price fixing, market allocation and other illegal, restrictive trading practices and agreements. If you have any questions regarding this policy, please address them immediately with the President.
CONFLICT OF INTEREST
All MY COMPANY employees are expected to disclose any possible conflicts of interest they have which might interfere with their proper independent judgment in making decisions in the best interest of MY COMPANY.
EMPLOYMENT OF RELATIVES
The employment of a close relative of an employee may be permitted when the relative is the most suitable candidate, except when management determines that an inappropriate job relationship would be created.
Because MY COMPANY is a family-owned business, family members of the Owner of the company are excluded from this policy.
PERSONAL PHONE CALLS
Everyone has phone calls they occasionally need to make during work hours. We ask that you PLEASE limit your personal phone calls, either incoming or outgoing, to emergency calls only. If you must make or receive a personal call, limit it to two (2) minutes or shorter. Extended calls may result in you not being paid for the time on the phone. It is suggested that all personal calls be made during your lunch period each day.
While working, personal cell phones are only to be used with the authorization of your Supervisor. Employees must never take a photo with a camera phone, or other camera, while working, while on property, at a customer’s property, or of any work related item, document or person that may be of a confidential matter, related to working, or of a personal matter, without explicit and specific pre-authorization.
Texting personal communications are not allowed at work. Do not use your cell phone for any personal text messaging while working.
PERSONAL TIME OFF FROM WORK
We understand that occasionally you may need to be off from work for a personal appointment or errand. We require that you provide us with advanced notice of these requests for time-off and that the time be approved in advance. It is suggested that you schedule these at the beginning or end of your shift to limit your travel time and disruption at work.
DRESS WHILE AT WORK
MY COMPANY has a policy of casual dress. This is a great benefit to employees and we trust employees to be responsible for wearing appropriate clothing to work. However, employees are never to wear clothing to work which is sexually suggestive, excessively revealing, has inappropriate wording or symbols or is unsafe, in the sole opinion of management.
You represent our company at all times while you are working. It is critical that you represent us positively in both your actions and the perceptions others have of you.
To support this, you are required to come to work every day in neat, clean clothes which are appropriate to this industry.
It is suggested that you bring a change of clothing to work and change into them after work hours, if you will be socializing and prefer less conservative clothing.
Each employee is responsible to only wear appropriate clothing and related attire to work. If you question whether it is appropriate, it probably is not. Ask your Supervisor before wearing it. Each Supervisor has the responsibility to monitor their employees’ compliance with this policy and should take corrective action as necessary, which may include being sent home without pay to change into suitable attire. We urge your cooperation in adhering to the dress code.
For safety purposes, employees should wear closed-toes shoes at all times on property.
WORK HOURS AND PAY
WAGE AND SALARY REVIEWS
Wage and salary levels are reviewed each year. Your wage or salary will be reviewed relative to your work performance in your assigned job and established pay guidelines. When this review indicates that a higher pay level is appropriate, your Supervisor or Manager may recommend that you receive an increase in pay and would contribute to discussion on the amount of the increase. The company’s ability to make pay adjustments is based on its profit performance. Wage reviews are generally performed in December with the effective date of changes occurring on January 1st of the following year.
PERFORMANCE APPRAISALS
MY COMPANY employees will generally receive a written performance appraisal on a regular basis, and usually no less frequently than once per year.
Employees who complete their Training Period may have a verbal or written performance discussion or appraisal. Pay is not increased at the end of the Training Period.
Performance appraisals focus on results and the way results are achieved based on established goals and objectives where applicable. Your Supervisor assesses your performance informally day by day. Although your Supervisor will normally initiate a formal performance discussion, you should feel free to ask for such a discussion whenever appropriate.
JOB OPPORTUNITIES
MY COMPANY believes in developing employees as a valuable resource and providing advancement opportunities from within the company whenever possible. The company offers opportunities to satisfy individual goals and at the same time meet the company’s business objectives. Potential opportunities are competitive - individuals are compared to each other to determine the most suitable candidate.
The company has a policy to notify employees of applicable job openings. Management reserves the right to determine appropriate positions to be communicated.
HOURS OF WORK
Office work hours and schedules are as follows:
Yard hours are as follows:
Our Repossessors work unique and varying hours. Your Manager will communicate to you your expected schedule and working hours. Please report whenever you are at work to your Manager so that we are always aware that you are working.
Employees not assigned to work at the main office must work each assigned workday Monday through Friday unless approved for absence by their Manager.
LUNCH AND BREAKS
All lunch periods are unpaid periods of 30 minutes. Breaks are paid periods of 5 - 15 minutes. Formal break periods are not provided and employees are to self-manage their use of breaks. Excessive breaks are a performance issue and will be limited by management if necessary.
Breaks and lunch periods are to be coordinated based on work and customer service needs.
TIMECARDS
Accurately recording time worked is the responsibility of every nonexempt employee. Federal and state laws require MY COMPANY to keep an accurate record of time worked in order to calculate employee pay and benefits. Time “worked” is all the time actually spent on the job performing assigned duties.
Nonexempt employees should accurately record the time they begin and end their work, as well as the beginning and ending time of each meal period. They should also record the beginning and ending time of any split shift or departure from work for personal reasons. Overtime work must always be approved before it is performed.
Nonexempt employees should begin work no more than five minutes prior to their neither scheduled starting time nor stay more than five minutes after their scheduled shift ends without prior direct authorization from their Supervisor.
Worked time is rounded to the nearest quarter of an hour.
It is the employee’s responsibility to sign their time records to certify the accuracy of all time recorded. The Supervisor will review and then initial the time record before submitting it for payroll processing. In addition, if corrections or modifications are made to the time record, both the employee and the Supervisor must verify the accuracy of the changes by initialing the time record.
PAYDAY
Payday for all salaried employees is the 15th and last day of each month. Hourly employees will be paid every Friday, one week in arrears.
Examine your paycheck when you receive it. If an error has been made, or you have any questions concerning your paycheck, contact the Payroll Department prior to cashing, if applicable. If an error was made, it will be corrected. If you require a member of your immediate family or individual to pick up your pay check, we require written permission from you to release your paycheck.
DIRECT DEPOSIT
Employees are strongly encouraged to participate in the direct deposit program.
Benefits to utilizing direct deposit are:
9. Time saving
10. Timely deposits
11. Can’t lose or damage paycheck
12. Can divide paycheck between checking and saving accounts
13. Pay stub still provided for verification of accuracy
14. Saves money for the
Please see Payroll for further information.
PAYROLL DEDUCTIONS
Your paycheck stub will identify the legally required and voluntary deductions made from your pay, such as Federal, state and local (if applicable) income taxes, Social Security (FICA), group insurance or 401(k) contributions, or other voluntary deductions. You must authorize and be notified of all non-tax deductions from your paycheck, with the exception of court ordered child support or garnishment deductions.
OVERTIME
Your State non-exempt employees will be paid overtime at one and one/half times their hourly rate for all hours worked in excess of forty in a pay week.
For a variety of reasons, it may be necessary for you to work overtime. It is hoped that such situations are kept within manageable levels. However, you will be required to work overtime on certain occasions. To the extent possible, your Supervisor will distribute overtime equitably and, when possible, try to give advance notice when overtime is required.
Non-exempt employees should never work more than their scheduled hours without having been requested to do so or having obtained permission from their Supervisor.
INCLEMENT WEATHER OR WORK CANCELLATION
In the event of inclement weather, employees are expected to take all reasonable efforts to report to work. If an employee is unable to report to work, the Supervisor must be contacted immediately. Employees may use any available vacation time for time missed due to inclement weather or work cancellation.
UPDATING YOUR PERSONNEL FILE
When you entered your employment, you completed a form supplying us with various facts we must know about you. This information was transferred to a permanent and confidential file which is part of your employee file. Keeping this record correct and up-to-date is important to you because it enables us to reach you in an emergency, forward your mail, properly maintain your insurance and other benefits, and compute your payroll deductions. You should notify your Supervisor or the Owner/Manager promptly of any change in:
• Address
• Telephone or cell phone number / contact number
• Marital Status/Legal Name
• Exemptions on W-4 form
• Beneficiary or dependents listed in your insurance policies
• Number of dependents for insurance
• Person to notify in case of emergency
• Immigration status
• Changes in banking institutions for direct deposit of your paycheck
• Status of driving record if you operate company vehicles, or are required to drive as a part of your job.
EMPLOYEE BENEFITS
HOLIDAYS
MY COMPANY is pleased to provide regular full-time employees six (6) holidays off work per year with pay. The specific assignment of these days or eligibility may vary by geographic area or other reason.
What days if assigned?
Regular full-time employees receive their normally scheduled hours at straight time pay for each holiday. Non-authorized absences preceding or following a holiday may result in the employee not being paid for the holiday.
Holidays which fall on a Saturday or Sunday will be observed on the preceding Friday or following Monday.
Employees requesting additional holidays off may do so with approval provided in advance using any available vacation or PTO time to cover the day off. Additional holidays will not be approved if the employee lacks sufficient vacation or PTO time.
If a holiday occurs during your scheduled vacation, you are eligible for the holiday pay. Employees on approved leaves of absence over a holiday are not eligible for holiday pay.
VACATION
Vacation time is an important aspect of your benefits at MY COMPANY. We strongly suggest using vacation time wisely for you and your family’s happiness and fulfillment.
Vacation time eligibility for full-time regular status employees is based on the following schedule:
Years of Service Vacation Time Earned/Calendar Year
1 - 4 years 2 weeks (10 days) (80 hours)
5 - 14 years 3 weeks (15 days) (120 hours)
15 years - over 4 weeks (20 days) (160 hours)
When you have completed one year of service, you become eligible for earned vacation time as of January 1st each year. (When can the first take the vacation?)
You are permitted reasonable latitude in scheduling your vacation time within work requirement limitations. Only scheduled work days may be scheduled for vacation time. Any conflicts between work requirements and vacation time preferences should be discussed with your Supervisor. Should there be a conflict in the choice of vacation time, employees who request the vacation time first will generally be given first preference. Vacation time should generally be taken in weekly increments or in increments of eight hours. Vacation time will not be approved for less than one hour increments. When scheduling or rescheduling vacation time, necessary approval must be obtained as far in advance as possible, but generally no later than one week prior to the requested vacation time. Business needs may take priority over requested vacation time and affect the length of time authorized.
Only in situations resulting from legitimate business emergencies would an employee be unable to use vacation time. If this situation occurs, talk to your Supervisor. With the authorization of the Vice President of Owner/Manager, the company may provide pay in lieu of time off.
If a holiday falls within an authorized vacation period, the holiday will be paid and one less vacation day would be needed to complete the vacation period. If an employee is absent from work on approved leave of absence, vacation time will continue to accrue during the approved absence.
If an employee leaves MY COMPANY’s employment, unused earned vacation time (State Requirements) will be paid at the employee’s base pay rate on the next regular pay day.
DISABILITY INSURANCE
If an employee becomes unable to work due to a temporary disability, MY COMPANY provides for continuation of a reasonable income level for the employee during the disability period.
Under normal circumstances, an employee will not be removed from employment status during a period of approved and documented short-term disability. However, if an employee was to have otherwise been terminated from employment, this termination will not be stopped due to the disability. Repeated absences that become excessive in the opinion of your Supervisor and management will affect an employee’s continued employment. If an employee becomes permanently disabled he/she should contact the Owner/Manager.
GROUP MEDICAL, DENTAL AND LIFE INSURANCE
Insurance may not seem important to you until you really need to use it. The company is pleased to provide this insurance for its employees, feels that it is critical to your financial security and makes good sense. Therefore, we strongly recommend that you participate in a group health insurance plan, either through MY COMPANY or a spouse’s plan.
MY COMPANY provides regular full-time employees following ninety (90) days of employment with group medical and dental insurance eligibility for the employee and their dependents. The actual effective date of the insurance is the first day of the month following the month the employee attains ninety (90) days of employment. The premiums for the insurance are shared between the employee and the company. The plans are selected in an attempt to maintain employee costs at an affordable level after benefits have been paid.
Details and full coverage explanations will be given to you upon your enrollment eligibility. A thorough explanation of our insurance program will be provided during your initial training period. Plan descriptions will be provided then, but feel free to inquire about the plans, coverage’s and costs at any time with the Owner/Manager.
INSURANCE CONTINUATION (COBRA)
See Appendix A for a summary of COBRA provisions.
RETIREMENT SAVINGS PLAN -- 401(k)
MY COMPANY provides eligible employees with a strong incentive to enhance their long term retirement savings through a qualified retirement plan, as provided by IRS section 401(k). The plan provides for eligible employees to save and invest some of their earnings on a tax deferred basis in a plan that includes the company matching all or a portion of their deferred income. The plan is summarized as follows:
Eligibility is the first day of the month following the month the employee attains ninety (90) days of employment.
Employees may contribute between 1 - 15% of their salary.
The contributed salary is tax deferred.
The company matches $.50 for each $1.00 you contribute to a maximum of 6% of your salary.
Withdrawals and loan options are included in the plan.
Contributions are yours to keep after a “vesting” period that is explained in the plan document.
Multiple investment options are available for the money in your account.
Complete details of the 401(k) savings plan are described in the Summary Plan Description provided to eligible employees.
RETIREMENT PENSION PLAN
In addition to the 401(k) Retirement Savings Plan, MY COMPANY further assists in your retirement security planning with a Retirement Pension Plan. This plan is fully funded by the company. Specific information and eligibility requirements for your Retirement Pension Plan will be provided to you at the time you may become eligible.
SICK LEAVE PAY
While good attendance is required of all employees, our company recognizes that employees may occasionally become ill and/or unable to work or to attend wellness activities such as medical or dental appointments. Employees are considered disabled when they are unable to perform their regular job duties because of illness or injury.
Regular full-time employees who have completed one year (12 months) of continuous employment, earn five (5) days of paid sick leave effective January 1 of each calendar year. Any sick leave taken prior to this time, or in excess of the days allowed, or by employees in non-eligible job classifications will be considered to be leave without pay (LWOP).
The following general guidelines apply to the use of sick leave benefits:
Paid sick leave will be charged in a unit not smaller than one (1) hour.
Pregnancy is treated the same as any other form of temporary disability.
Any employee found to be using sick leave for reasons other than disabling sickness or injury would receive corrective action.
Sick leave is for the employee’s PERSONAL illness or injury and is not provided to pay for absences resulting from a family member’s illness or injury.
Unused paid sick leave will not carry over to the next calendar year.
Compensation for unused paid sick leave is not reimbursable to the employee at the time of termination or resignation.
To receive sick pay, an employee must fully return to work following the period of absence and be employed at the end of the pay week in which the sick pay would be received in the paycheck.
Sick leave should not be regarded as “earned” time off with pay, but instead offers health protection for an employee by enabling him/her to be paid while remaining at home to recover from a legitimate illness and/or injury. If it becomes necessary for an employee to take sick leave, the employee will notify his/her immediate Supervisor at least one hour before the start of the employee’s shift and on each day that the employee is out on sick leave.
Any employee, regardless of job classification, taking sick leave the day immediately before or after a company observed holiday will NOT be paid for the holiday without a physician’s statement of disability. Additionally, if an illness and/or injury exceeds three (3) working days, a physician’s certificate of disability may be required, which will indicate the reason for the absence, that the employee was disabled, and whether or not the employee has any work limitations.
Any employee who exceeds his/her sick leave balance may be notified by their immediate Supervisor, and if any additional leave time is needed, it must be drawn from the employee’s vacation paid leave. Should vacation leave become exhausted, an employee may then be placed on unpaid leave status. Employees must use any earned sick/personal or vacation pay available before unpaid days will be authorized.
EMPLOYEE ASSISTANCE PLAN (EAP)
The provides a confidential, no cost method of seeking and acquiring assistance for resolving personal issues that often affect performance at work. Assistance is provided in areas such as financial counseling, crisis intervention and assistance, depression, stress, alcohol or drug abuse, legal proceedings and family and marriage counseling to employees and their dependents. The service is provided for you by the company without your need to contribute to the cost. A limited number of visits for each type of problem are provided free of cost.
The telephone number for the local Employee Assistance Plan office is posted on bulletin boards or is available from Owner/Manager. Medical insurance coverage may become applicable beyond the care provided at the EAP.
TUITION REIMBURSEMENT PROGRAM/EDUCATION REFUND
MY COMPANY provides 100% payment refund for authorized formal education that could directly apply to your job or career. See the Owner/Manager to learn the specifics of the benefit prior to enrolling in any class or certification program.
LEAVE OF ABSENCE
Occasionally, it may be necessary for you to be absent from work for an extended period of time. However, such absences can cause confusion in work scheduling and the need for replacements. Therefore, you are urged to request such a leave of absence only when they are clearly necessary. All leaves of absence are unpaid.
Employees who are absent or expect to be absent from work for more than three (3) consecutive workdays (other than designated vacation time) will need to request a leave of absence. All requests for a leave of absence must be submitted to your manager in writing at least thirty (30) days in advance of the start of the leave (except when the leave is due to an emergency or is otherwise not foreseeable). Your manager will forward the request to the Owner/Manager for approval.
An employee will not be granted a leave of absence for the purpose of seeking or taking employment elsewhere or operating a private business. Should this occur while on a leave of absence, it will result in disciplinary action, up to and including discharge.
Any extension of time for your leave of absence must be requested in writing prior to your scheduled date of return to work, together with written documentation to support the extension. Your failure to either return to work on the scheduled date of return or to apply in writing for an extension prior to that date will be considered to be a resignation of employment effective as of the last date of the approved leave. Employees on leave for their own serious health condition must provide fitness-for-duty releases from their health care provider before they will be permitted to return to work.
A leave of absence will not affect the continuity of your employment. Your original date of employment remains the same for seniority purposes. However, you will not accrue any benefits during the period you are on leave. If you have health insurance, you may continue this under COBRA.
Regular full time employees may be eligible for any leave of absence described below.
SICK LEAVE
(See sick leave pay policy)
DISABILITY LEAVE
Occasionally you may not be able to work due to a serious health condition. Under such circumstances, regular full-time employees may apply for an unpaid Disability Leave.
To qualify for a Disability Leave you must submit certification from your health care provider verifying your medical condition, the need for the leave and the length of time you will be unable to work. Also, as a condition of your Disability Leave, you grant the company the right to require verification of your medical condition on a periodic basis during the leave of absence.
In granting a Disability Leave, you should understand that it is not possible for the company to guarantee that a job will be available when you wish to return. At the end of a Disability Leave, you will be reinstated if you submit a fitness-for-duty certificate from your doctor for release to work, there is a job available for which you are qualified to perform at that time, and management approves, at its sole discretion.
While on Disability Leave, you will be eligible to continue your group health insurance coverage in accordance with the terms of COBRA by paying the entire premium. You must make arrangements for the continuation and payment of insurance premiums before you go on leave status. Failure to pay your portion of the insurance premium on time could result in cancellation of coverage. If your insurance is cancelled either because you chose not to continue coverage during the leave or because of non-payment of premium, the insurance company may require that you provide proof of insurability and/or a waiting period before it will reinstate your coverage after your return from leave.
PERSONAL LEAVE
Employees may request and may be granted a leave of absence without pay to manage personal affairs or direct full attention to extraordinary situations. Any paid time off, such as vacation, which the employee is eligible to receive must be used prior to unpaid leave. Upon returning to work, an employee may return to the same position held prior to the leave, when business situations allow. Employees are not allowed to work elsewhere during a period of leave of absence.
Your maximum time on a personal leave of absence, including all extensions, cannot exceed a total of 26 weeks in a rolling 12-month period.
While on Personal Leave, you will be eligible to continue your group health insurance coverage in accordance with the terms of COBRA by paying the entire premium. You must make arrangements for the continuation and payment of insurance premiums before you go on leave status. Failure to pay your portion of the insurance premium on time could result in cancellation of coverage. If your insurance is cancelled either because you chose not to continue coverage during the leave or because of non-payment of premium, the insurance company may require that you provide proof of insurability and/or a waiting period before it will reinstate your coverage after your return from leave.
See the Owner/Manager for leave of absence requests and application procedure.
FUNERAL LEAVE
MY COMPANY provides up to three (3) consecutive days paid leave upon the death of an immediate family member for the purpose of attending the funeral. Paid leave is eight (8) hours per day. Additional unpaid time may be available if this is not sufficient to attend the funeral, with prior approval from the Supervisor.
Immediate family consists of the following:
Spouse Brother Grandmother-in-law
Son Sister Father-in-law
Daughter Grandfather Mother-in-law
Mother Grandmother Legal Guardian
Father Grandfather-in-law
You must notify your Supervisor as soon as possible following the death to inform them of your period of absence and learn the full requirements of the benefit.
JURY DUTY SERVICE
MY COMPANY encourages you to provide service to your community. One form of civic service is to be available for jury service. If you are called to report for jury service, you will be excused from work and paid the difference between your jury service payment and your normal salary for the period of time you are required to be absent from work. Total amount of pay will not exceed your normal straight time hours for a forty hour week.
TIME OFF TO VOTE
MY COMPANY encourages employees to fulfill their civic responsibilities by participating in elections. Generally, employees are able to find time to vote either before or after their regular work schedule. MY COMPANY will, however, provide employees time off to vote if they do not have two consecutive unscheduled employment hours to vote while polls are open. If this is the case, MY COMPANY will grant up to two hours of paid time off to vote.
Employees should request time off to vote from their Supervisor at least two working days prior to Election Day. Advance notice is required so that the necessary time off can be scheduled at the beginning or end of the work shift, whichever provides the least disruption to the normal work schedule. Paid time off in lieu of voting is not provided.
MILITARY SERVICE
If you are a full-time regular employee and belong to, or join, a United States Military Reserve or a state National Guard unit requiring your participation in a training program, you will be granted a leave of absence for the days covered by your military orders. You will be paid the difference between your normal salary or straight time pay rate and your military pay. The total of both will not exceed the amount normally paid at straight time during a pay week. This pay benefit will be provided for a maximum of ____________ weeks, __________ hours per year. You must contact your Supervisor, Manager or the Owner/Manager in advance of the training date to receive authorization for missed work days.
A military leave of absence will be granted to employees who are absent from work because of service in the U.S. uniformed services in accordance with the Uniformed Services Employment and Reemployment Rights Act (USERRA). Advance notice of military service is required, unless military necessity prevents such notice or it is otherwise impossible or unreasonable. An employee’s service will not be broken due to an absence resulting from induction or enlistment for active duty in the Armed Forces of the United States. Upon reemployment, an employee’s military service time will be credited for eligibility and vesting in all MY COMPANY benefit plans. As above, specific limits apply, so see your Supervisor and the Owner/Manager prior to enlistment or induction for a clear understanding of the policy.
Persons with family members in the military may also be eligible for Family Military Leave. Such leave allows family members to spend time with their relatives prior to deployment. The maximum amount of this unpaid leave is thirty days. To be eligible, employees must have worked for the for twelve consecutive months prior to the request for leave and have worked for at least 1250 hours during the preceding twelve months. Please contact for more information.
SOCIAL SECURITY
MY COMPANY matches employee contributions to the Social Security Administration as required by law.
WORKER’S COMPENSATION
Worker’s compensation is provided for you should you suffer from a work related injury or illness. The benefit will pay medical, hospital and surgical expenses as well an appropriate compensation if disability from work is required. The company pays the entire cost of this benefit.
All injuries or illnesses arising out of the scope of your employment must be reported to your Supervisor and/or Manager immediately. Prompt reporting is the key to prompt benefits. Employees that fail to promptly report an injury/illness, conceal a work related/workers’ compensation injury/illness or that receive ongoing medical treatment from a personal physician without notifying management of the injury/illness, may be disciplined up to and including termination.
Employees returning to work after being absent due to a work-related injury must report to their Supervisor and/or Manager prior to returning to work and must bring a doctor's clearance for returning to full work duties or indicating work restrictions.
UNEMPLOYMENT INSURANCE
MY COMPANY provides money to the Federal and state unemployment insurance funds as provided by tax legislation.
PROBLEM RESOLUTION AND SEPARATION OF EMPLOYMENT
MY COMPANY recognizes the need for good employee relations. If you have a problem either large or small, it is important that it be resolved in an atmosphere of trust and respect.
PROBLEM RESOLUTION PROCESS
The relationship between you and your Supervisor is the basic link in our communication and problem resolution effort.
Discuss your work problems, concerns, complaints, ideas, questions or suggestions frankly with your Supervisor.
Should you not satisfactorily resolve an issue with your Supervisor, the employee may take the issue to each successive level of management until the issue is resolved. Each successive level of management includes all levels of management.
If an employee has a problem with their Supervisor, the employee may request a meeting with the Supervisor’s Supervisor. Both you and your Supervisor should be present at this meeting.
Any employee may seek advice and counsel from the Owner/Manager.
Your Supervisor will frequently discuss matters with you related to your job and your job performance. In addition to informal day-to-day contact, you may also have discussions regarding the planning of your work, your performance, personal objectives and pay. You are encouraged to openly discuss these matters with your Supervisor.
CORRECTIVE ACTION
Corrective action is intended to correct a situation. Most corrections, hopefully, can take place by informal counseling or warnings. However, suspension or termination is possible when management determines in its sole discretion that such action is in the best interest of the company.
Where an employee has violated rules, policies or procedures, taken some action against the best interest of the company, or any other action or non-action management determines should be corrected, corrective action may be taken. At-will employees may terminate their employment at any time if they disagree with decisions regarding corrective action or discipline. A resignation under these circumstances, however, will be documented as a voluntary resignation.
Employees will be subject to corrective action or discipline for any act or omission in disregard of the 's interests, in violation of any provision of this manual or any other rule, policy or procedure, or any other action or non-action management determines should be corrected, regardless of whether corrective action or discipline is specified. Note that not all rules specifically require discipline upon a violation, based on the circumstances of each case.
Where corrective action or discipline is performed, these measures may include outcomes such as informal discussion, counseling, verbal or written warning, suspension, probation or discharge as each specific case and/or record of the employee warrants. The level or method of discipline, including discharge, is within the sole discretion of management, whether or not specified elsewhere.
SEPARATION
Separation of employment may occur for resignation, job elimination, termination, retirement, layoff, disability, death or other reason. All employees separating from MY COMPANY will be paid any wages due for hours worked on the next regularly scheduled payday. Any payment of unused benefits or any other moneys due the employee will also be paid in accordance with MY COMPANY policies.
An exit interview may be conducted to obtain feedback from the employee. This exit interview is for our mutual benefit to ensure that the reasons for your separation are not based on some misunderstanding or condition which could be remedied by the company or by other employees. This interview record will become part of your personnel record.
RESIGNATION
Although we hope you will remain with MY COMPANY for a long time, sometimes personal affairs force a change of jobs. If you plan to resign, please talk it over with your Supervisor first. Should you find it necessary to resign your position with MY COMPANY, we request that you provide at least ten working days advance written notice. This notice provision is recorded in your personnel file and can be reflected in future references. Those employees who leave our in good standing by providing the consideration mentioned above will be given consideration should they choose to reapply to the at some time in the future.
If an employee is absent from work and fails to properly contact their Supervisor or other authorized management representative for three consecutive work days, the employee will have abandoned their job voiding the employment relationship and will be removed from payroll as having resigned.
TERMINATION OF EMPLOYMENT
Just as you may resign from employment at any time for any reason, the company also reserves the right to separate you from employment at any time for any reason or no reason. We do not expect to exercise this right, but may do so. If your performance is unsatisfactory due to lack of ability, lack of learning, poor performance or failure to fulfill the requirements of the job, your Supervisor may notify you of this and try to help you remedy the situation. If this does not succeed, it may result in your termination of employment. Other reasons for termination of employment may include that your services are no longer needed due to business changes, for misconduct at work including violation of company rules, requirements or expectations, or other situation.
As previously stated, should you disagree with your termination, you may bring this concern to management’s attention at all levels. If you are terminated for misconduct or other serious reason, you will not be given notice in advance.
The severance policy may apply to some separations. The provisions of that policy are available from the Owner/Manager.
HEALTH, SAFETY AND ENVIRONMENTAL CONCERNS
HEALTH
MY COMPANY is committed to your health and wellness, both on and off the job. We must all take care of our health, including getting the appropriate level of exercise, eating a well-balanced diet, using preventive coverage provided in our medical and dental insurance plans, having some money in savings to cover unexpected events, using good judgment in our recreational activities and in driving our automobiles. MY COMPANY provides affordable and comprehensive health insurance coverage for you and your family and recommends that you make full use of the preventive care benefits. Providing these benefits is a clear indication of our commitment to your continued health.
SMOKING
(State requirement) Smoking is not allowed within any of our facilities. Smoking must be performed outside of the facility, at least 15 feet from an entrance, and in no way appearing to be loitering to our customers. Use a door other than the main entrance when possible. Cigarette receptacles are placed outside to eliminate smoking trash to litter the ground and for fire prevention. Extensive smoking breaks which negatively affect an employee’s work performance will not be allowed. If you are providing services or working at a client’s facility, home or other outside location, you are not to smoke on their property, including being banned from smoking in your vehicle if your vehicle is parked on their property.
SAFETY
It is the policy of MY COMPANY that the overall safety of our employees is considered the most vital aspect of our operations. As a majority of our work force is required to perform vigorous work activities, it is imperative that they be physically fit to perform their specific tasks. The company policy on safety includes hiring and training safety conscious workers and drivers, providing adequate training to employees and properly maintaining equipment for operational safety and personal protection. The company expects you to follow all applicable safety and driving rules while at work. You will never be expected to risk injury in the performance of your job. MY COMPANY takes seriously its responsibility to provide a safe work environment and expects you to work safely.
Employees who fail to promptly report injuries/illnesses, conceal a work related/workers’ compensation injury/illness or receive ongoing medical treatment from a personal physician without notifying management of the injury may be disciplined up to and including termination.
Safety includes following all traffic and driving regulations while driving on company business, and driving in a safe and responsible manner.
ENVIRONMENTAL COMMITMENT
It is the policy of MY COMPANY to observe and comply with all proper Federal, state and local environmental laws, regulations, ordinances and procedures and to avoid incurring liability for environmental pollution.
PERSONAL ETHICS, SECURITY AND CONDUCT
ETHICS AND SECURITY
PERSONAL INTEGRITY AND ETHICS
Employees can never act in a way that is or could be reasonably construed as dishonest or fraudulent. In some cases, the failure to act or failure to provide required information would also be dishonest or fraudulent. Dishonest or fraudulent acts are too broad an area to define. They would include not only the misappropriation of money or other assets, but any manipulation or falsification of records that distort financial reporting or operational control, whether such acts were for financial or personal gain, or to avoid scrutiny of work or records.
Included in the requirement of personal integrity is timecard accuracy, only punching your own timecard, accurate production records, accurate weights and measures, no theft, destruction or vandalism of property or another individual’s possessions, no use of telephones or other equipment for inappropriate purposes or to avoid personal costs, accepting favors or items of monetary value from customers, vendors, contractors, etc. or other inappropriate actions.
Included in personal integrity is properly documenting items found in repossessed vehicles and never taking any item from a repossessed vehicle for personal use.
Breach of these standards can result in employment termination and may result in prosecution or notification to the appropriate law enforcement agency.
EMPLOYMENT APPLICATION FORM INTEGRITY
It is required that all information completed by an applicant on the application form or other form be entirely complete and accurate. Falsifying or omitting employment eligibility information or other employment information on forms or records may result in your employment offer being rescinded or your employment terminated.
PROPERTY ACCESS AND VISITOR CONTROL
Employees are not permitted access to property after normal business hours unless it is work related and approved by management. Employee guests are not permitted on company property at any time unless it is with prior management approval. All visitors must receive management authorization before entering beyond a reception area or accessing controlled areas.
Those employees given keys to the property must make sure to secure the facility at all times and follow the policy as stated above.
COMPANY MAIL AND PHONES
All mail, fax, voice mail, cell phone, electronic mail (email) or other accesses on smart phones is provided and intended for conducting business. Only work-related use of the company’s computer or phone systems is permitted, unless specifically authorized in advance by management. Regular mail, fax, electronic mail, phones, cell phone messages and voice mail are the property of the and the employees of the do not have any personal privacy rights in any matter created, received, or sent from or to the ’s regular mail, fax, electronic or voice mail systems or cell phone. Even if the employee has password protected email, there should be no expectation of privacy with this email. The company reserves the right to monitor or delete all electronic or voice mail or cell phone usage, and all electronic or voice mail or cell phone usage is subject to monitoring without notice. No mail, fax, electronic or voice mail, or cell phone messages should be created, sent or accessed which may constitute intimidating, hostile, or offensive material on the basis of sex, race, color, religion, national origin, age, sexual orientation or disability. The company’s policy against sexual or other harassment applies fully to the electronic and voice mail system and cell phones. This clearly includes the prohibition of forwarding jokes or other messages which violate the above listed rules.
Mail systems and cell phones may not be used to solicit for your personal commercial ventures, religious or political causes, outside organizations, or other non-job related solicitations. The company mail systems, cell phones, or personal cell phones and smart phones including camera phones, may not be used to send or receive copyrighted materials, trade secrets, proprietary information, or similar information or materials without prior authorization by the Owner/Manager.
Employees must never take a photo with a camera or smart phone, or other camera, while working, while on property, at a customer’s property, or of any work related item, document or person that may be of a confidential matter, related to working, or of a personal matter, without explicit and specific pre-authorization by the Owner/Manager.
CELL PHONE / MOBILE USE
Employees should be aware that the company does not promote the use of cell phones while operating a vehicle. Mobile use includes, but is not limited to, verbal phone calls, texting, instant messaging, using the Internet, emailing, etc. Safety must come before all concerns; under no circumstances should employees place themselves or others at risk to fulfill business needs.
Employees whose job responsibilities include driving, and who may use a cell phone for business purposes, are expected to refrain from using their cell phone while driving. Employees should plan calls to allow placement either prior to driving or while on rest breaks. Employees are expected to pull off to the side of the road and safely stop their vehicle before using a cell phone. If acceptance of a call while driving is unavoidable, and pulling over is not an option, employees are expected to keep the call short and use a hands-free device, so that their eyes remain focused on the road, and both hands remain on the steering wheel, at all times. Employees are prohibited from using a cell phone (State Requirements) in a school zone or construction even with a hands free device.
Employees are prohibited from using a cell phone to compose, send and/or read electronic messages while driving. Electronic messages include, but are not limited to, email, text messages, instant messages, and commands or requests to access email sites. Employees that perform such actions are subject to disciplinary action, up to and including termination and are solely responsible for all fines, fees, and traffic violations resulting from the use of a cell phone or electronic device while driving.
Personal use of cell phones during working time is not permitted unless it is an emergency (for example, when a school is trying to reach a parent about their child) or as approved by their Manager. As technological advances continue to expand the functions of cell phones and similar personal equipment, employees are advised that any unauthorized use of such devices at work to record, take pictures or videos, and/or to transmit same may well be a violation of federal and state criminal laws and, regardless, will not be tolerated. Anyone determined to have engaged in such activity will be immediately disciplined as well as reported to the authorities.
Employees should also be aware that communications over cell phone are not necessarily confidential; it is possible that outside parties could tap into those communications. If you need to communicate about a highly confidential matter, please try to use a more secure method of communication.
Employees should not connect with social media sites on company computers, phones or other means of internet access. Employees should also never access these sites on their personal phone during work time.
E-MAIL POLICY
E-mail is a company asset and critical component of our communications system. The E-mail system is provided by the company for employees to facilitate the performance of company work. MY COMPANY’s E-mail policy ensures that the company’s resources serve that purpose. Although the does not make a practice of monitoring these systems, management reserves the right to retrieve the contents for legitimate reasons, such as to find lost messages, to comply with an investigation of wrongful acts or to recover from systems failure, to name a few.
E-mail is subject to subpoena and discovery by outsiders and out of necessity the company needs to search files on occasion. Even if you delete E-mail, it does not necessarily disappear from the system. Other companies have had lawsuits and dismissals because of lewd or offensive E-mails. MY COMPANY has established this policy to clarify the use of the E-mail system. All employees are required to fully comply with it.
COMPUTER / INTERNET SECURITY
It is expected that each user will be personally accountable for his or her appropriate use of the Internet and email. Your passwords should not be written down or revealed to anyone.
Employees may not download or install computer programs or software, including screensavers, without prior authorization. Employees with Internet access may not use the Internet for personal use while at work, and may only access sites appropriate as work-related topics or viewing. Downloading of information from Internet sites should be carefully protected from virus or other security exposure.
SOCIAL NETWORKING POLICY
The following is the company’s social media and social networking policy. The absence of, or lack of explicit reference to a specific site does not limit the extent of the application of this policy. Where no policy or guideline exists, employees should use their professional judgment and take the most prudent action possible. Consult with your manager or supervisor if you are uncertain.
1. Employees should not connect with social media sites on company computers, phones, smart phones or other means of internet access. Employees should also never access these sites on their personal phone or smart phone during work time.
2. Personal blogs should have clear disclaimers that the views expressed by the author in the blog is the author’s alone and do not represent the views of the company. Be clear and write in first person. Make your writing clear that you are speaking for yourself and not on behalf of the company.
3. Information published on your blogs should comply with the company’s confidentiality and disclosure of proprietary data policies. This also applies to comments posted on other blogs, forums, and social networking sites.
4. Be respectful to the company, other employees, customers, partners, and competitors.
5. Your online presence reflects the company. Be aware that your actions captured via images, posts, or comments can reflect that of our company.
6. Do not reference or site company clients, partners, or customers without their express consent. In all cases, do not publish any information regarding a client, repossessed item, insurer or other customer.
7. Logos and trademarks may not be used without written consent.
Employees must also be aware of and abide by the Federal Trade Commission guidelines regarding the use of endorsements and testimonials. Under these guidelines, employees who use social media to make statements about the company’s services may create unintended legal liability for the company if a consumer later claims to have been misled into purchasing a service by such a posting. In an effort to avoid such liability, the company strictly prohibits illegal endorsements by any employee.
An “endorsement” is an advertising message that consumers are likely to believe reflects the opinions beliefs, findings, or experiences of a party other than a sponsoring advertiser. Consequently, company employees must ensure that an endorsement does not include any representation that would be deceptive or misleading. Further, employees may not make false or unsubstantiated statements through endorsements and employees are always required to disclose their relationship with the company in endorsement postings.
GENERAL SECURITY
It is the intent of MY COMPANY to provide a safe business environment which includes personal as well as company security. The level of security measures will vary from location to location based on the scope of business and the level of risk to assets, vehicles, and other property. The protection of assets, in terms of people, property and information is the responsibility of each and every employee.
Remember security is also your responsibility. Protect this facility and the item protected here as you would your own and report conduct that is detrimental to all of our interests.
EXPENSE REIMBURSEMENT
To be reimbursed for pre-approved company work related expenses, you must submit an expense report accompanied by receipts as required, to be approved by your Supervisor or designated management employee. It is critical that only valid, accurate, required expenses be submitted for payment. Submitting other items would be fraudulent.
If you are asked or required to conduct company business using your personal vehicle, you will be reimbursed at the approved IRS rate for all miles driven. Please include this on an expense report form.
GIFTS
Advanced approval from management is required before an employee may accept or solicit a gift of any kind from a customer, client or client family member, supplier, vendor representative or other person at all related to your work at MY COMPANY. Never accept a gift as trade for a request for a favor or special privilege. Also, do not give gifts to employees or any of the above listed persons, especially any gifts which may be interpreted as a “come-on,” sexual in nature, or to offset a request for a favor. Holiday gifts must be provided only within common practice parameters.
DISTRIBUTION OF PERSONAL MATERIAL OR SOLICITATION
Although we wish we could promote all enterprises supported by our employees, it is difficult to select some from others, and we must ensure that our customers, clients and vendors are not put in an uncomfortable or awkward position.
It is therefore not acceptable to distribute to employees, customers, clients, vendors or other persons on company property or while working, any materials or literature, including, but not limited to those of a religious, political, or personal organization. Also, it is not appropriate to solicit employees, customers, clients, vendors or other persons on company property or while working for any products or services you or your family member may provide, even a charitable concern. This includes Girl Scout cookies, school money-making novelties and food, personal or family member products or services, or any other solicitation not approved in advance by top management.
PERSONAL CONDUCT
ATTENDANCE AND PUNCTUALITY
You are expected to attend work as regularly scheduled and be on-time. Consistent, on-time attendance is required of all employees. Attendance and punctuality are factors upon which your overall performance is evaluated. If you are going to be late or absent, you must contact your Supervisor as soon as possible before the start of your shift. If an employee is absent from work and fails to properly contact their Supervisor or other authorized management representative for three consecutive work days, the employee will have abandoned their job voiding the employment relationship and will be removed from payroll as having resigned. Absences of less than three consecutive calendar days without proper notification may result in corrective action. Absences of over three consecutive work days without medical documentation of disability or approved leave of absence may result in termination of employment.
OFFENSIVE ITEMS
Items of an offensive nature such as pictures, posters and other similar materials which are offensive and derogatory to persons of a religious, racial, ethnic or gender group are prohibited from MY COMPANY’s property.
WEAPONS
Weapons of any sort which are manufactured for the expressed purpose of inflicting injury and are capable of causing bodily harm, such as firearms, knives or bludgeons are prohibited on property, on an employee’s person, or in the vehicle they are using while on company business. Also included is any item used or commonly perceived as a weapon. Even though you may possess a license to carry the weapon by statute, its presence must be personally specifically authorized by the Owner/Manager and be for a specific, expressed purpose. It is your responsibility to ensure compliance. This policy is not intended for law enforcement personnel.
PRINCIPLES OF APPROPRIATE CONDUCT
Our company provides employment and a means of livelihood for many people. To protect the safety and welfare of employees, to preserve their means of livelihood and to provide for the orderly conduct of the company’s operations and assets, rules governing employee conduct have been established. All employees are required to follow, comply and cooperate with company policies and procedures and/or legal requirements.
Misconduct includes any conduct, on the job or off the job, which disregards the standards of behavior that an employer has the right to expect of the employee or disregards the employee’s duties and obligations to the employer. All employees are required to follow the policies, procedures and/or instructions provided by any company document, including this handbook, as well as the instructions, either verbally or in writing, from a Supervisor, any other employee or person assigned by management to provide instruction, or member of management. For violations of a rule, an employee may be counseled, receive a correction action notice and/or be disciplined, as appropriate, up to and including discharge, even if it is the employee’s first violation. The circumstances of the event(s), employee history and other business related considerations will be used by management to determine what action, if any, is appropriate. It is not intended that these rules be all inclusive. They are intended to serve as a guide for the treatment of all employees, and the orderly conduct of the company’s business.
Following are examples of acts that are of such a serious nature as to generally warrant corrective action up to and possibly including termination of employment:
1. Continued substandard performance.
2. Violation of safety rules or instructions.
3. Inappropriate interaction with a client or customer.
4. Violation of vehicle, yard or office maintenance and housekeeping requirements.
5. Unauthorized, excessive or chronic absenteeism and/or tardiness.
6. Failure to wear and use proper protective safety equipment as required by law or in the areas specifically designated.
7. Carrying or use of a weapon or anything else used or commonly perceived as a weapon on property, on an employee’s person, or in the vehicle they are using while on business. This would include a concealed weapon in a vehicle on company property.
8. Stealing or theft of property from the company, our customers or vendors, repossessed vehicles, other employees or another person.
9. Obtaining confidential information, privileges, products, materials, tools or equipment subversively, with fraudulent paperwork, by misrepresentation or any other method.
10. Falsification of company records, paperwork, documentation, production records, sales receipts, or other miscommunication or non-communication of information, including falsifying employment eligibility information or other employment information on company forms or records.
11. Punching a timecard or completing a time sheet for another employee, or providing false information on a timecard or time sheet.
12. Being in a fight, assaulting, taunting, challenging or contributing to a fight or altercation. This includes attempting or threatening bodily harm to or intimidation of another person on company property or during company business. This includes stalking or laying-in-wait for an employee before or after work. This includes actions based on work related issues which are incurred external to company property.
13. Reporting to work intoxicated, under the influence of or with the presence of illegal drugs or improperly used prescription drugs in one’s system. Introducing, possessing, selling or soliciting, storing, transporting or using drugs, intoxicating liquors, or the improper use of prescription drugs, or drugs not prescribed to the employee by a physician, while at work, working or on property. Legal alcoholic beverage use is not allowed while at work, working or on company property.
14. Vandalism, including the willful destruction defacement of company property, repossessed vehicles or other items in our custody.
15. Sleeping, dozing or inattention while on duty.
16. Insubordination, including failure or refusal to perform work assigned or to follow oral or written instructions.
17. Dereliction of duty.
18. Loafing or malingering.
19. Borrowing or lending employee identification badges.
20. Sabotage, or deliberately damaging or destroying company equipment, repossessed vehicles, or other items in our custody.
21. Negligence of duty in performing one’s job, the care or use of company property or endangering the life or safety of a fellow employee, person on company property, or while working.
22. Horseplay or disorderly conduct.
23. Unauthorized gambling during work hours or on company property.
24. Repetition or accumulation of less serious violations which taken singularly are less significant, but taken as a whole indicate a larger disregard for the principles of appropriate conduct. Violations in different areas which are taken as cumulatively more significant.
25. Violations of confidentiality, proprietary information, conflict of interest, anti-trust policies
26. Misuse of the mail, fax, e-mail, voice mail or other electric equipment for personal (non-work related) use without authorization, improper use, inappropriate use, illegal use, or other use which violates polices, such as sexual harassment, EEO, confidentiality or security. Accessing or downloading inappropriate or sexually explicit information, jokes or photos from the internet, or from another source. Copying software in violation of copyright.
27. Providing confidential or proprietary business related information about the company, our employees, a client or customer, or other confidential relationship to another person, company, entity or insecure location.
28. Failing to secure and protect confidential information about our clients or customers, which includes failure to protect social security numbers and other confidential information.
29. Unauthorized solicitation for contributions.
30. Conviction of a felony.
31. Loss of driver’s license, if required for performance of the job
32. Obscene or indecent language, gestures or other behavior.
33. Violations of the Equal Employment Opportunity policy
34. Sexual harassment or other harassment.
35. Driving a company vehicle or personal vehicles on company business while under the influence of illegal drugs, alcohol or prescription drugs used inappropriately.
36. Claiming medical treatment or compensation for injuries not received on the job (medical fraud) or other insurance related deception, fraud or abuse.
37. Repeated garnishments or liens.
38. Soliciting to accept gratuities from customers, clients, vendors, or other work-related contact.
39. Excessive, unnecessary, or unauthorized use of company supplies, including use for personal purposes.
40. Loaning money to employees for which you charge interest.
41. Dishonesty.
42. Failure to notify the company of an industrial injury as soon as possible, if not immediately, or other accident, such as vehicular or to company property.
43. Concealing a work related/workers’ compensation injury/illness or receive ongoing medical treatment from a personal physician without notifying management of the injury.
44. Use of any camera, photography, video or related equipment on property, while working or while on our client/customer’s premises is prohibited, unless specifically approved in advance by the Owner/Manager. All use must be for company related purposes and not contain confidential or proprietary information. This includes camera phone use.
45. Smoking in an unauthorized area or while at a customer’s premises.
46. Improper or lack of notification of absence from work.
47. Improper use of social networking sites or other similar improper communications.
48. AWOL - leaving the work premises or failing to show up for work external to the premises when required and without permission to leave/be absent during working hours.
49. AWOL - absence from work for three days without notification to the designated or directly-supervising Manager or Supervisor. (Resignation)
APPENDIX A - COBRA
CONTINUATION COVERAGE RIGHTS UNDER COBRA
NOTE: Certain employees may not be covered by con-tinuation of coverage after Termination (COBRA). And some smaller companies may have a lesser benefit under their State Continuation requirements. See your employer or Group Administrator should you have any questions about COBRA.
INTRODUCTION
You are receiving this notice because you have recently become
covered under your employer’s group health plan (the Plan).
This notice contains important information about your right to
COBRA continuation coverage, which is a temporary extension
of company coverage under the Plan. This notice generally explains
COBRA continuation coverage, when it may become
available to you and your family, and what you need to do
to protect the right to receive it.
The right to COBRA continuation coverage was created by a
Federal law, the Consolidated Omnibus Budget Reconciliation
Act of 1985 (COBRA). COBRA continuation coverage may be
available to you when you would otherwise lose your group
health coverage. It can also become available to other members
of your family who are covered under the Plan when they would
otherwise lose their group health coverage.
For additional information about your rights and obligations
under the Plan and under federal law, you should review the
Plan’s Summary Plan Description or contact the Plan
Administrator.
WHAT IS COBRA CONTINUATION COVERAGE?
COBRA continuation coverage is a continuation of Plan
coverage when coverage would otherwise end because of a life
event known as a “qualifying event.” Specific qualifying events
are listed later in this notice. After a qualifying event, COBRA
continuation coverage must be offered to each person who is a
“qualified beneficiary.” You, your spouse, and your dependent
children could become qualified beneficiaries if coverage under
the Plan is lost because of the qualifying event. Under the Plan,
qualified beneficiaries who elect COBRA continuation coverage
must pay for COBRA continuation coverage.
If you are an employee, you will become a qualified
beneficiary if you lose your coverage under the Plan because
either one of the following qualifying events happens:
• Your hours of employment are reduced; or
• Your employment ends for any reason other than your
gross misconduct.
If you are the spouse of an employee, you will become a
qualified beneficiary if you lose your coverage under the Plan
because any of the following qualifying events happens:
• Your spouse dies;
• Your spouse’s hours of employment are reduced;
• Your spouse’s employment ends for any reason other than
his or her gross misconduct;
• Your spouse becomes enrolled in Medicare benefits (under
Part A, Part B, or both); or
• You become divorced or legally separated from your
spouse.
Your dependent children will become qualified beneficiaries
if they will lose coverage under the Plan because any of the
following qualifying events happens:
• The parent-employee dies;
• The parent-employee’s hours of employment are reduced;
• The parent-employee’s employment ends for any reason
other than his or her gross misconduct;
• The parent-employee becomes enrolled in Medicare (Part
A, Part B, or both);
• The parents become divorced or legally separated; or
• The child stops being eligible for coverage under the Plan
as a “dependent child.”
If the Plan provides health care coverage to retired
employees, the following applies: Sometimes, filing a
proceeding in bankruptcy under title 11 of the United States
Code can be a qualifying event. If a proceeding in bankruptcy
is filed with respect to your employer, and that bankruptcy
results in the loss of coverage of any retired employee covered
under the Plan, the retired employee will become a qualified
beneficiary with respect to the bankruptcy. The retired
employee’s spouse, surviving spouse, and dependent children
will also become qualified beneficiaries if bankruptcy results in
the loss of their coverage under the Plan.
WHEN IS COBRA COVERAGE AVAILABLE?
The Plan will offer COBRA continuation coverage to qualified
beneficiaries only after the Plan Administrator has been notified
that a qualifying event has occurred. When the qualifying event
is the end of employment or reduction of hours of employment,
death of the employee, in the event of retired employee health
coverage, commencement of a proceeding in bankruptcy with
respect to the employer, or the employee’s becoming entitled to
Medicare benefits (under Part A, Part B, or both), the employer
must notify the Plan Administrator of the qualifying event.
YOU MUST GIVE NOTICE OF SOME
QUALIFYING EVENTS
For the other qualifying events (divorce or legal separation of
the employee and spouse or a dependent child’s losing
eligibility for coverage as a dependent child), you must notify
the Plan Administrator within 60 days after the qualifying event
occurs. Contact your employer and/or COBRA Administrator
for procedures for this notice, including a description of any
required information or documentation.
HOW IS COBRA COVERAGE PROVIDED?
Once the Plan Administrator receives notice that a qualifying
event has occurred, COBRA continuation coverage will be
offered to each of the qualified beneficiaries. Each qualified
beneficiary will have an independent right to elect COBRA
continuation coverage. Covered employees may elect COBRA
continuation coverage on behalf of their spouses, and parents
may elect COBRA continuation coverage on behalf of their
children.
COBRA continuation coverage is a temporary continuation of
coverage. When the qualifying event is the death of the
employee, the employee’s becoming entitled to Medicare
benefits (under Part A, Part B, or both), your divorce or legal
separation, or a dependent child’s losing eligibility as a
dependent child, COBRA continuation coverage lasts for up to
36 months.
When the qualifying event is the end of employment or
reduction of the employee’s hours of employment, and the
employee became entitle to Medicare benefits less than 18
months before the qualifying event, COBRA continuation
coverage for qualified beneficiaries other than the employee
lasts until 36 months after the date of Medicare entitlement. For
example, if a covered employee becomes entitled to Medicare 8
months before the date on which his employment terminates,
COBRA continuation coverage for his spouse and children can
last up to 36 months after the date of Medicare entitlement,
which is equal to 28 months after the date of the qualifying
event (36 months minus 8 months). Otherwise, when the
qualifying event is the end of employment or reduction of the
employee’s hours of employment, COBRA continuation
coverage generally lasts for only up to a total of 18 months.
There are two ways in which this 18-month period of COBRA
continuation coverage can be extended.
DISABILITY EXTENSION OF 18-MONTH PERIOD OF CONTINUATION COVERAGE
If you or anyone in your family covered under the Plan is
determined by the Social Security Administration to be disabled
and you notify the Plan Administrator in a timely fashion, you
and your entire family may be entitled to receive up to an
additional 11 months of COBRA continuation coverage, for a
total maximum of 29 months. The disability would have to have
started at some time before the 60th day of COBRA
continuation coverage and must last at least until the end of the
18–month period of continuation coverage. Contact your
employer and/or the COBRA Administrator for procedures for
this notice, including a description of any required information
or documentation.
SECOND QUALIFYING EVENT EXTENSION OF
18-MONTH PERIOD OF CONTINUATION
COVERAGE
If your family experiences another qualifying event while
receiving 18 months of COBRA continuation coverage, the
spouse and dependent children in your family can get up to 18
additional months of COBRA continuation coverage, for a
maximum of 36 months if notice of the second qualifying event
is properly given to the Plan. This extension may be available
to the spouse and dependent children receiving continuation
coverage if the employee or former employee dies, becomes
entitled to Medicare benefits (under Part A, Part B, or both), or
gets divorced or legally separated or if the dependent child stops
being eligible under the Plan as a dependent child, but only if
the event would have caused the spouse or dependent child to
lose coverage under the Plan had the first qualifying event not
occurred.
IF YOU HAVE QUESTIONS
Questions concerning your Plan or your COBRA continuation
coverage rights, should be addressed to your Plan
Administrator. For more information about your rights under
ERISA, including COBRA, the Health Insurance Portability and
Accountability Act (HIPAA), and other laws affecting group
health plans, contact the nearest Regional or District Office of
the U. S. Department of Labor’s Employee Benefits Security
Administration (EBSA) in your area or visit the EBSA website
at ebsa. (Addresses and phone numbers of
Regional and District EBSA Offices are available through
EBSA’s website.)
KEEP YOUR PLAN INFORMED OF ADDRESS
CHANGES
In order to protect your family’s rights, you should keep the
Plan Administrator informed of any changes in the addresses of
family members. You should also keep a copy, for your
records, of any notices you send to the Plan Administrator.
PLAN CONTACT INFORMATION
Contact your employer for the name, address and telephone
number of the party responsible for administering your COBRA
continuation coverage.
APPENDIX B - GRAMM-LEACH-BLILEY COMPLIANCE AGREEMENT
RECEIPT FOR EMPLOYEE HANDBOOK
_______________________________________ __________________________ ______
(Last Name) (First Name) (M.I.)
I acknowledge that I have received a copy of the company’s employee handbook and understand that I am obliged to read and familiarize myself with its content, as well as abide by its terms.
I understand and agree;
□ That nothing in this handbook in any way creates an expressed or implied contract of employment and that the does not intend to create a contract of employment by placing these matters in writing;
□ That, if employed, I must comply with all policies and rules found in any policy manual, employment handbook, procedure manual, safety manual, or other written or verbal communications from the ;
□ That the reserves the right to make changes in content or application of its policies as it deems appropriate, that these changes may be implemented even if they have not been communicated to employees or, reprinted or submitted in this or another handbook;
□ That I will not use or disclose outside my employment with the , either during or after my employment, any confidential information, trade secret, or proprietary information, whatever its form, obtained in connection with my employment with the ;
□ That any employment that may be offered is of an indefinite duration, and that either I or the can terminate this employment at-will at any time, for any reason or no reason, with or without notice;
□ That no person other than the Owner/Manager of MY COMPANY has any authority to enter into an agreement of employment on behalf of the company.
As part of this handbook, I have received a copy of the:
• Confidentiality Policy
• Harassment Policy
• Drug and Alcohol Policy
• COBRA Notice
• Gramm-Leach-Bliley Compliance Agreement
_______________________ __________________________________________
Date Employee Signature
__________________________________________
Employee’s Name (Please Print)
Two copies of this receipt are enclosed. Complete BOTH. One is to be returned to the Owner/Manager, the other is for you to keep with this manual.
Handbook Dated _________________________
RECEIPT FOR EMPLOYEE HANDBOOK
_______________________________________ __________________________ ______
(Last Name) (First Name) (M.I.)
I acknowledge that I have received a copy of the company’s employee handbook and understand that I am obliged to read and familiarize myself with its content, as well as abide by its terms.
I understand and agree;
□ That nothing in this handbook in any way creates an expressed or implied contract of employment and that the does not intend to create a contract of employment by placing these matters in writing;
□ That, if employed, I must comply with all policies and rules found in any policy manual, employment handbook, procedure manual, safety manual, or other written or verbal communications from the ;
□ That the reserves the right to make changes in content or application of its policies as it deems appropriate, that these changes may be implemented even if they have not been communicated to employees or, reprinted or submitted in this or another handbook;
□ That I will not use or disclose outside my employment with the , either during or after my employment, any confidential information, trade secret, or proprietary information, whatever its form, obtained in connection with my employment with the ;
□ That any employment that may be offered is of an indefinite duration, and that either I or the can terminate this employment at-will at any time, for any reason or no reason, with or without notice;
□ That no person other than the President of MY COMPANY has any authority to enter into an agreement of employment on behalf of the company.
As part of this handbook, I have received a copy of the:
• Confidentiality Policy
• Harassment Policy
• Drug and Alcohol Policy
• COBRA Notice
• Gramm-Leach-Bliley Compliance Agreement
_______________________ __________________________________________
Date Employee Signature
__________________________________________
Employee’s Name (Please Print)
Two copies of this receipt are enclosed. Complete BOTH. One is to be returned to the Owner/Manager, the other is for you to keep with this manual.
Handbook Dated _________________________________
-----------------------
logo
MY COMPANY
COMPANY,
INC.
An Informative Guide for
Employees of MY COMPANY, Inc.
Effective: October, 2012
................
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