Advancing the potential of our communities, customers and ...



Advancing the potential of our communities, customers and ourselves through exceptional service ---------------------------------------------------------------------------------------------------------------------- TRAC AssociatesCOMMERCE PROGRAMS EMPLOYEE INTERNSHIP HANDBOOK Effective 7/1/21 Funding for the Commerce Programs Initiative project is provided by: Washington State Department of CommerceThe TRAC Associates Commerce Programs Employee Internship Handbook was created 2/12/01, revisions listed below: The grid below represents a Table of Contents of all of the sections maintained within the Employee Handbook. This information is maintained for historical record keeping purposes. The columns to the right show which sections of the Handbook have been previously revised as well as the sections that have current revisions. Table of Contents SECTION NUMBER EMPLOYEE HANDBOOK SECTIONS ESTAB. REVISION 6/03, 1/17 EMPLOYMENT AT-WILL STATEMENT1/171. ESTABLISHMENT AND ADMINISTRATION OF Commerce PROGRAMS HANDBOOK 2/1/01 1/17, 7/212. NON-DISCRIMINATION 2/1/01 1/173. HARASSMENT 2/1/01 5/04 02/06 1/174. MINIMUM EXPECTATIONS FOR EMPLOYMENT IN THE Commerce PROGRAMS PROGRAM 2/1/01 2/15/03, 01/07, 02/07, 7/14, 1/175. PROFESSIONALISM / SAFE WORKING ENVIRONMENT 2/1/01 1/176. EVALUATIONS 2/1/01 1/177. Commerce PROGRAMS PAY, PAY PERIOD AND BENEFITS 2/1/01 2/4/04 2/15/03 2/15/02; 02/06, 01/07, 02/07, 7/14, 4/15, 1/178. LEAVE 2/1/01 2/15/03 9/5/03 2/4/04.02/07, 1/17, 2/17, 7/21 9. WORK HOURS 2/1/01 02/06, 11/06, 01/07, 02/07, 7/14, 1/1710. HOLIDAY PAY 2/1/01 1/17, 7/2111. PROBLEM RESOLUTION 2/1/01 5/04 02/06, 7/14, 1/17 12. TERMINATION/RESIGNATION 2/1/01 1/1713. CONFIDENTIALITY / ACCESS TO PERSONNEL RECORDS 2/1/01 7/14, 1/1714. HIV / AIDS CONFIDENTIALITY 2/1/01 1/1715. A DRUG FREE WORKPLACE 2/1/01 1/1716. LUNCH AND REST BREAKS 2/1/01 1/1717. STANDARD WORKWEEK 2/1/01 02/06, 7/14, 1/1718. JURY DUTY 2/1/01 1/17TRAC ASSOCIATES COMMERCE PROGRAMS EMPLOYEE HANDBOOK PROGRAM OVERVIEW Commerce Programs provides subsidized employment and training opportunities for WorkFirst participants with current barriers to traditional employment. Through working, participants gain confidence, job skills, and a way to get a job. Employment with TRAC Associates (TRAC) is At-Will. Administrators may terminate employee’s employment at any time. Similarly, employees have the right to terminate their employment with TRAC Associates at any time. You are considered an employee of TRAC Associates during your period of enrollment. 1. ESTABLISHMENT AND ADMINISTRATION OF COMMERCE HANDBOOK This handbook has been developed to define the roles and responsibilities between TRAC Associates and Commerce Participants. It is understood that all Commerce Program Participants enrolled in this program participate in an internship lasting up to 9 months at various worksites and TRAC Associates is the Employer of Record. All of the following policies are designed to either meet labor laws, or contractual requirements, or to ensure that the values of TRAC Associates are maintained through our relationships with our employees. Although these policies address all foreseeable future personnel issues, many unforeseeable circumstances will surely require exceptions to these policies. Requests for exceptions to these policies should be forwarded to the TRAC Associates Director at 215 Sixth Avenue North, Suite 100 Seattle, WA 98109. You will be notified in writing whether your request is granted. TRAC Associates is committed to supporting you in reaching your employment goals. 2. NON-DISCRIMINATION TRAC Associates is an equal opportunity employer and supports workforce diversity. Eligibility for employment, shall be without regard to race, color, national origin, ethnicity, sex, age (except as mandated by law), religious beliefs, creed, marital status, sexual orientation, veteran status, or disability. A disability is defined as a physical or mental impairment that substantially limits one or more major life activities, a record of such disability, or being regarded as having such a disability. In the same manner, services provided by TRAC Associates shall be extended to people without regard to race, color, national origin, ethnicity, sex, age (except as mandated by law), religious beliefs, creed, marital status, sexual orientation, disabled or Vietnam Era Veteran status, or disability. TRAC Associates shall make every effort to reasonably accommodate employees with disabilities and qualified applicants with disabilities who request such accommodation. Reasonable accommodation shall be defined operationally. In addition, TRAC Associates does not discriminate in employment practices or delivery of services against persons with HIV infection, persons perceived to have HIV infection/AIDS, persons related to or who are residing with someone with HIV infection/AIDS, persons perceived to be related to or residing with someone with HIV infection/AIDS, persons who have tested positive for HIV antibodies or persons perceived to be at high risk for contracting HIV. Employees who are aggrieved under the provisions of this policy may utilize the TRAC Associates’ Grievance policy or file a claim with the Human Rights Commission, Equal Employment Opportunity Commission or Office of Civil Rights. Complainants have 180 days to file a grievance after the last act of discrimination. Retaliation against employees who file complaints or internal grievances is strictly prohibited. TRAC Associates practices affirmative action. Affirmative action practices are outlined in our Affirmative Action plan. 3. HARASSMENT TRAC Associates is committed to providing a harassment-free workplace. In keeping with that commitment, any harassment based on an individual’s race, color, national origin, ethnicity, age (except as mandated by law), religious beliefs, creed, marital status, sexual orientation, veteran status, disability, or any other basis prohibited by local, state or federal laws is prohibited. This policy applies to the behavior of employees, clients, contractors, or visitors. TRAC Associates defines harassment as any unwelcome, inappropriate conduct, including retaliation that causes a TRAC Associates employee, participant, contractor or visitor to feel threatened, intimidated or uncomfortable in the workplace. It includes, but is not limited to, unwelcome verbal or physical conduct based on an individual’s protected class membership. Sexual harassment is defined as any unwelcome sexual advances, requests for sexual favors or other verbal or physical conduct of a sexual nature when: ? submission to such conduct is made either explicitly or implicitly a term or condition of employment; or ? submission to or rejection of such conduct is used as the basis for employment decisions; or ? such conduct has the purpose of effect of unreasonably interfering with an individual’s performance or of creating an intimidating, hostile or offensive working environment. Examples of behaviors that constitute sexual harassment may include, but are not limited to: ? unwelcome sexual flirtations, advances or proposition; ? derogatory, vulgar or graphic statements regarding an individual; ? physical assault; ? unwanted sexual compliments, innuendoes, suggestions or jokes; ? the display of sexually suggestive material. Individuals who believe that they are being harassed or retaliated against should, if they feel comfortable, confront the harasser and tell him/her to stop the offensive conduct. In addition, or if the individual does not feel comfortable confronting the harasser, the individual must immediately report the incident to their Commerce Employment Specialist. If an employee is uncomfortable reporting the harassment to their Commerce Employment Specialist, the employee must immediately contact the TRAC Program Manager, Sherry Falk @ 206-443-9999. If the employee is uncomfortable reporting the harassment to the Program Manager, the employee must contact the Director, Seth Klein @ 206-443-9999. Once an allegation of harassment is received, TRAC Associates will investigate the complaint promptly and thoroughly. All information relating to a harassment complaint or to information revealed during the investigation or resolution process will be kept confidential to the extent practical and appropriate. Any employee who has been found to have engaged in prohibited harassment will be subject to corrective action up to and including termination. No individual who reports a harassment complaint or participates in the investigation of a complaint will suffer retaliation or discrimination. 4. MINIMUM EXPECTATIONS FOR EMPLOYMENT IN COMMERCE PROGRAMS PROGRAM ? Prior to starting work at a community Internship site, you must provide 2 types of identification to satisfy the Federal I-9 Employment Eligibility requirements. The most common forms of ID accepted are a valid driver’s license or state ID card with picture and a Social Security card or a current Alien Resident Card. If you need information on other forms of ID accepted, contact the TRAC Associates Program Manager. Age. All employees must be 18 years of age of older. Driver’s License/ID. All employees must have a valid Washington State driver’s license, Washington State ID card or other appropriate picture identification card. Non-citizens must have an authorized alien card stating eligibility to be employed in the U.S. To receive support services for gas, a valid Washington State driver’s license and copy of valid liability insurance certificate must be presented to your Commerce Employment Specialist. Criminal History Background Check. Employees may be asked to complete a criminal background check. This check reveals any convictions on your record since the age of eighteen. The results of a criminal background check may keep you from working in your chosen field. Certifications. In some cases internship worksites may require certifications such as CPR/First Aid, HIV/Hepatitis B training. Confidentiality Policy. Commerce Program staff and TRAC Associates employees may review participant information for administrative purposes on a need-to-know basis. Information about Commerce participants and employees will not be released without written permission except as required by law. Attendance. You have been referred by your DSHS WorkFirst Program Specialist for participation in this program. Participation in this program satisfies the WorkFirst requirements for participation. Full time participation in CJ is 20 hours per week of subsidized work (internship), 10-12 hours of ESL classes, education or job search, and 8-10 hours of working on your barriers.Employees are expected to be on time and work their entire work schedule. Late arrival, early departure and other unapproved times you miss work causes work problems. Being late or not showing to work often, regardless of the reason(s) is not okay and may lead to being fired from your site and possible sanction of your TANF grant. You get up to 2 EXCUSED ABSENCES per month and a total of 10 per year. Excused absences are because of illness, death, DSHS appointments or employment interviews. Excused absences must be talked about with your Employment Specialist. More than 2 absences per month will make us call your DSHS case manager. This may impact your TANF grant. It is your responsibility to contact both your worksite supervisor and your Commerce Employment Specialist if you are unable to go to work on a particular day. At least two hours before your shift is to begin you should call. If you do not show for work and do not tell your supervisor or Employment Specialist, you may be fired from that worksite and from the Commerce program. 5. PROFESSIONALISM / SAFE WORKING ENVIRONMENT As you will be working at different worksites that we have a good relationship with, you should act in a mature and professional manner. Your worksite will be your main reference when you begin looking for a regular job. It is expected that you get to work on time, do your job at the site, and get along well with your supervisor and other staff at the site. Please do not speak badly about other people at the site. You should never bring any weapon to work (gun, knife, or anything that can hurt someone). 6. EVALUATIONS Evaluations of your work performance and participation in the program will be done at least monthly in the Commerce Programs program. These reviews will let you know how you are doing at work. Copies of monthly evaluations will be given to you. 7. Commerce PROGRAMS PAY, PAY PERIOD AND BENEFITS For you get paid on time, timesheets must be turned in on time and be complete. Timesheets must be filled out completely and have signatures from you and your Worksite Supervisor. If the timesheet is not filled out well, we will be return it to you. A. Pay Commerce Programs employees are paid at the current state or city minimum wage level. B. Pay Period The Commerce Programs program pay period begins on the 21st of a given month and ends on the 20th day of the following month. Timesheets are due to your Commerce Employment Specialist by 5pm on the 7th and the first workday after the 20th of the month. Timesheets can be faxed from worksites, but originals must be submitted. Paychecks are available the last day of each month. You are paid once per month. C. Benefits Medical benefits will continue to be provided through DSHS. 8. LEAVE A. Personal Time Off / Emergency Leave Personal leave is to be used in the event of an emergency, such as serious illness, death of a family member, natural disaster, etc. The Program Manager or Commerce Employment Specialist may require a doctor’s note. Transportation and childcare issues should have a back-up plan, and are not considered good reasons for missing work. You must get first get approval from your assigned Employment Specialist to take personal leave. You must also notify your Worksite. Time off from regularly scheduled work hours is not paid. Arrangements to make up hours in the same week will be considered by your Employment Specialist on a case-by-case basis. Please note: your TANF grant will remain the same regardless of the number of hours/days missed in a pay period. If a significant medical issue prevents you from working, speak to your Employment Specialist immediately regarding options. B. Sick LeaveYou will get 1 hour of sick time for every 40 hours worked, after your first 90 days of work. If you are sick, you need to let your worksite supervisor and TRAC case manager know immediately. You will be paid for the time off (up to the amount of sick time you have available).C. Unauthorized Leave Any employee who does not go to work without a good reason may be fired from TRAC Associates and the Commerce Programs program, and/or may be required to go to a non-participation meeting, which includes your DSHS Program Specialist. Any unexcused absences from work will make us send a note to your DSHS case manager, which may affect your TANF grant. 9. WORK HOURS You cannot work more than your assigned Commerce hours per month. If you work more than 20 hours per week on a Community Job (not Career Jump), including “make up hours” without approval, you may not be able to continue in the Commerce program. 10. HOLIDAY PAY As a Commerce Programs participant, you are paid for any holiday that your worksite is closed due to observance of the holiday. For example, if your worksite is closed on Thanksgiving and the Friday after, you will be paid your regularly scheduled hours for those days. You cannot work on any National or State holiday although you will be paid regularly scheduled hours.11. PROBLEM RESOLUTION If you have any problems, please speak with your TRAC Employment Specialist. If the Employment Specialist can’t help you, or if the problem is with your Employment Specialist, do the following: 1. Send in your grievance in writing to the Program Manager, Sherry Falk @ (215 Sixth Avenue North, Suite 100 Seattle, WA 98109) within ten business days of the problem. Generally, you should receive an answer within ten working days or when we get your grievance. 2. If the Program Manager does not answer the grievance the way you want, within 10 days of the Program Manager’s response, you may ask for a review by the TRAC Associates Director, Seth Klein @ (215 Sixth Avenue North, Suite 100 Seattle, WA 98109) 12. TERMINATION/RESIGNATION Employees wanting to quit should tell us at least two weeks before you want to stop working. Quitting your job without approval by your DSHS WorkFirst Program Specialist will be considered non-participation and may result in sanction of your TANF grant. 13. CONFIDENTIALITY / ACCESS TO PERSONNEL RECORDS TRAC Associates will protect and keep the privacy of employees and program participants. Personal information about you and your program will only be released on a need to know basis with your written approval. An employee may look at his/her personnel file, and receive a copy of any documents in it, but may not take the file from the filing area. Management may ask that another person is with you when you look at the file so we can make sure that nothing is being removed from the file. TRAC Associates will limit the information given about a past or current employee to the following: 1. Acknowledgment of employment and length of employment. 2. Job classification and current or last salary level. 3. Reason for termination. 4. Other information authorized by you in writing. 14. HIV/AIDS CONFIDENTIALITY It is TRAC Associates policy to maintain strict confidentiality of information about clients and employees diagnosed with HIV infection or having AIDS since such information is medical information. A breach of confidentiality is considered a violation of the laws against discrimination and the laws relating to HIV/AIDS (RCW 70.24.105). 16. LUNCH AND REST BREAKS By law, you have the right to a meal period lasting 30 minutes when you work five hours or more in a day.It is expected that you take this break every day, although the time during which it is taken may change. You can take a paid rest period lasting 15 minutes for each four hours worked. Neither lunch breaks nor rest periods can be saved in order to combine for a longer break or to leave work early. 17. STANDARD WORKWEEK TRAC Associates uses the standard workweek companywide that begins at 12:01 a.m. Sunday morning and ends at 12:00 midnight the following Saturday night. All time sheets will reflect this workweek, and will have a place to show the actual time the employee’s work started and ended. 18. JURY DUTY Time off for mandatory jury duty or court appearances as a result of a valid subpoena or court order is excused when it directly effects your work schedule. Commerce employees will be paid for up to ten regularly scheduled workdays at their regular hourly rate. Proof of duty must be verified by the employee’s Commerce Employment Specialist. There will be an equivalent reduction in the employee’s wages for receipt of jury pay, witness fees, or expenses. The employee is expected to report to work when it does not conflict with court obligations. ................
................

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

Google Online Preview   Download