Sample Employee manual by xusuqin


									     ABC Auto Body

Table of Contents
Introduction                                       3

Welcome Letter                                     3
Continuity of Policies                             3
Changes in Policy…………………………………………………………………………………...3
Equal Opportunity Policy                           4
Employment Applications…………………………………………………………………………4
Sexual Harassment                                  4
Substance Abuse                                    4
Smoking                                            6
Probationary Period…………………………………………………………………………………6
Employment Classifications                         7
Employee Safety                                    7
Return to Work after Serious Injury or Illness     7
Termination                                        8
Corrective Actions…………………………………………………………………………………..9
Prohibited Conduct………………………………………………………………………………….9
Grievance Procedure                                9

Compensation                                      10

Equal Pay                                         10
Job Descriptions                                  10
Workday                                           11
Payday                                            11
Pay Advances                                      11
Overtime Compensation                             11
Breaks                                            11
Performance Review                                11
Payroll Deductions                                12

Employee Benefits                                 13

Insurance                                         13
Vacation                                          13
Holidays                                          14
Personal Days                                     14
Leave of Absence and Military Leave              15
Medical/Family Leave                             16
Bereavement Leave                                18
Jury Duty                                        18
Voting                                           19

Miscellaneous Policies                           19

Confidentiality of Company Information           19
Confidentiality of Company Information- E-Mail   19
Computer Usage Policy                            19
Employee Privacy                                 20
Telephone                                        20
Dress Code                                       20
Break Room                                       21
Visitors                                         21
Emergency Closings                               21
 Welcome Letter
 Welcome to ABC Auto Body! We are pleased to have you with us and hope that you find
 your position rewarding and challenging. ABC Auto Body is a growing company, and we
 feel that all of us have the opportunity to benefit. We want to maintain the benefits of
 our current environment as we expand and grow the Company over the coming years.
  To reach our goal we must provide superior service to our customers and this means
 employing the best people. As a member of the ABC Auto Body team, you are critical to
 our success. Through your success we can reach our goals.
  Once again, welcome to ABC Auto Body and our best wishes for success. We appreciate
 your confidence in our future. Let’s grow together.

 Continuity of Policies

 The policies and procedures in this Manual are not intended to be contractual
 commitments by ABC Auto Body and employees shall not construe them as such. They
 are intended to be guides to management and merely descriptive of suggested
 procedures to be followed. No policy is intended as a guarantee of continuity of benefits
 or rights. No permanent employment or employment for any term is intended or can be
 implied by statements in this Manual.
 We hope that our association will be a long and pleasant one, but it should be
 understood that as you have the right to terminate your employment at any time ABC
 Auto Body also reserves the right to terminate your employment for any reason at any
 time. While this “Manual” is intended to clarify matters relating to your employment it is
 not a contract or guarantee of employment.

 Changes in Policy
 This Manual supersedes all previous employee manuals and memos that may have been
 issued from time to time on subjects covered in this Manual.

 However, since our business and our organization are subject to change, we reserve the
 right to interpret, change, suspend, cancel or dispute with or without notice all or any
 part of our policies, procedures and benefits at any time. We will notify all employees of
 these changes. Changes will be effective on the dates determined by
 ABC Auto Body, and after those dates all superseded policies will be null.

 No individual supervisor or manager has the authority to change policies at any time. If
 you are uncertain about any policy or procedure, speak with your direct supervisor.

 Equal Opportunity Policy
ABC Auto Body is an Equal Opportunity employer.
No employee of the Company will discriminate against an applicant for employment or a
fellow employee because of race, creed, color, religion, sex, national origin, ancestry,
age or any physical or mental disability. No employee of the Company will discriminate
against any applicant or fellow employee because of the person’s veteran status.
ABC Auto Body employs only United States citizens and those non-United States citizens
authorized to work in the United States in compliance with the Immigration Reform and
Control Act of 1986.
This policy applies to all employment practices and personnel actions including
advertising, recruitment, testing, screening, hiring, selection for training, upgrading,
transfer, demotion, layoff, termination, rates of pay and other forms of compensation or

Employment Applications

ABC Auto Body relies on the accuracy of information contained in the employment
application and the accuracy of other data presented throughout the hiring process and
employment. Any misrepresentations, falsifications or material omissions in any of this
information or data may result in exclusion of the individual from further consideration
for employment or, if the person has been hired, termination of employment.

Sexual Harassment
ABC Auto Body will not allow any form of sexual harassment within the work
Sexual harassment interferes with work performance and creates an intimidating, hostile
or offensive work environment. Sexual harassment influences or tends to affect the
career, salary, working conditions, responsibilities, duties or other aspects of career
development of an employee or prospective employee; or creates an explicit or implicit
term or condition of an individual’s employment. It will not be tolerated.
Sexual harassment, as defined in this policy, includes, but is not limited to, sexual
advances, verbal or physical conduct of a sexual nature, visual forms of a sexual or
offensive nature (e.g., signs and posters) or requests for sexual favors.
Any intentional sexual harassment is considered to be a major violation of company
policy and will be dealt with accordingly by corrective counseling and/or suspension or
termination, depending upon the severity of the violation.

Substance Abuse
ABC Auto Body is committed to providing a safe and productive workplace for its
employees. In keeping with this commitment, the following rules regarding alcohol and
drugs of abuse have been established for all staff members, regardless of rank or
position, including both regular and temporary employees. The rules apply during
working hours to all employees of the Company while they are on Company premises or
elsewhere on Company business.
       The manufacture, distribution, possession, sale or purchase of controlled
       substances of abuse on Company property is prohibited.

       Being under the influence of illegal drugs, alcohol or substances of abuse on
       Company property is prohibited.

       Working while under the influence of prescription drugs that impair performance
       is prohibited.

       So that there is no question about what these rules signify, please note the
       following definitions:

       Company property: All Company owned or leased property used by employees.

       Controlled substance of abuse: Any substance listed in Schedules I-V of Section
       202 of the Controlled Substance Act, as amended.

       Drug: Any chemical substance that produces physical, mental, emotional or
       behavioral change in the user.

       Drug paraphernalia: Equipment, a product or material that is used or intended
       for use in concealing an illegal drug, or otherwise introducing into the human
       body an illegal drug or controlled substance.

       Illegal Drug:
            a. Any drug or derivative thereof whose use, possession, sale, transfer,
               attempted sale or transfer, manufacture or storage is illegal or regulated
               under any federal, state or local law or regulation.

           b. Any drug, including-but not limited to-a prescription drug, used for any
              reason other than that prescribed by a physician.

           c. Inhalants used illegally.

       Under the Influence: A state of not having the normal use of mental or physical
       faculties resulting from the voluntary introduction into the body of an alcoholic
       beverage, drug or substance of abuse.

Consistent with the rules listed above, any of the following actions constitutes a violation
of the Company’s policy on drugs and may subject an employee to disciplinary action,
up to and including immediate termination.

       Using, selling, purchasing, transferring, manufacturing or storing an illegal drug
       or drug paraphernalia, or attempting to or assisting another to do so, while in
       the course of employment.

       Working or reporting to work, conducting Company business or being on
       Company property while under the influence of an illegal drug or alcohol, or in
       an impaired condition.

       Giving another employee any medication unless the medication has been
       prescribed for the recipient.

ABC Auto Body reserves the right to report any substance abuse to the appropriate
government enforcement agencies.

ABC Auto Body reserves the right to screen for drugs and alcohol at any time on any
employee or prospective employee.

Smoking and the use of smokeless tobacco products are permitted in designated
locations only. Employees may not take longer or more frequent breaks to smoke or
use smokeless tobacco. No smoking or use of smokeless tobacco products will be
allowed inside any facility owned by ABC Auto Body at any time. This policy is for the
health and safety of all employees.

Probationary Period
For the first (60) days of his or her employment, each employee of ABC Auto Body will
be considered to be completing a period of introduction and training. During this (60)
day period the employee will be monitored and evaluated on a regular basis to
determine suitability for the position in which he or she was hired. If during the (60)
days the Company decides for any reason that the employee’s performance, attendance
and/or conduct are unsatisfactory, the employee may be terminated by the Company
without any advance notice.

Upon completion of the (60) day period and provided the employee’s job performance,
attendance and conduct meet all Company standards and requirements, the employee
shall be granted regular employee status with benefits if the employee is full time.

Completion of the probationary period is not a contract or guarantee of employment.
An employee’s employment can be terminated at any time for any reason, with or
without cause.

Employment Classifications
There are three classifications of employees:
   Regular Full-time — An employee who works a minimum 30-hour workweek on a
   regularly scheduled basis.
   Regular Part-time — An employee who works less than a normal workweek on
   either a regularly scheduled basis or on an irregular basis.
     Temporary — An employee hired for a position required for only a specific, known
     duration, usually less than six months, and who is not entitled to regular benefits. A
     temporary employee may be full-time or part-time. In addition to the use of this
     classification for secretarial or clerical positions, it applies to students working part-
     time and those who work during the summer.
All employees are classified as exempt and nonexempt according to these definitions:
     Salaried Exempt — Positions of a managerial, administrative or professional
     nature, as prescribed by federal and state labor statutes, which are exempt from
     mandatory overtime payments.
     Salaried Nonexempt (hourly) — Positions defined by statute, which are
     covered by provisions for overtime payments.
If you are uncertain as to your status, please contact your supervisor/manager.

Employee Safety
ABC Auto Body strives to provide its employees with a safe and healthful workplace
environment. To accomplish this goal, both management and employees must diligently
undertake efforts to promote safety. Always keep your work area clean so it does not
create a safety hazard to you or to others. You should report any unsafe conditions to
your manager/supervisor immediately.
All job-related injuries or illnesses are to be reported to your manager/supervisor
immediately, regardless of severity. In the case of serious injury, an employee’s
reporting obligation will be deferred until circumstances reasonably permit a report to be
made. Failure to report an injury or illness may preclude or delay the payment of any
benefits to the employee and could subject ABC Auto Body to fines and penalties.

All employees will be expected to follow safety guidelines as presented to them in the
company annual safety video. Further safety information will be covered upon hire.

Return to Work After Serious Injury or Illness
As a joint protection to the employee and the Company, employees who have been
absent from work because of serious illness or injury are required to obtain a doctor’s
release specifically stating that the employee is capable of performing his or her normal
duties or assignments. A serious injury or illness is defined as one that results in the
employee being absent from work for more than two (2) consecutive weeks or one
which may limit the employee’s future performance of regular duties or assignments.
(Also see Medical/Family Leave policy.)
ABC Auto Body management shall ensure that employees who return to work after a
serious injury or illness are physically capable of performing their duties or assignments
without risk of re-injury or relapse.
If the cause of the employee’s illness or injury was job-related, the employee’s
supervisor/manager will make every reasonable effort to assign the returning employee
to assignments consistent with the instructions of the employee’s doctor until the
employee is fully recovered. A doctor’s written release is required before recovery can
be assumed.
Terminations are to be treated in a confidential and professional manner by all
concerned. The supervisor/department manager must assure thorough and consistent
termination procedures. This policy and its administration will be implemented in
accordance with the Company equal opportunity statement.

Terminated employees are entitled to receive all earned pay, including vacation pay.

Employment with the Company is normally terminated through one of the following

Resignation — voluntary termination by the employee;
Dismissal — involuntary termination; or
Layoff — termination due to reduction of the work force or elimination of a position

Resignation — An employee who wants to terminate employment, regardless of
employee classification, is expected to give as much advance notice as possible. Two
weeks or ten working days is generally considered to be sufficient notice time.

Dismissal — ABC Auto Body is under no obligation to continue any person’s
employment. An employee may be terminated with or without cause, for any reason
not prohibited by law.
Misconduct — An employee found to be engaged in activities such as, but not limited
to, theft of company property, insubordination, conflict of interest, gambling, conducting
any illegal trade in any merchandise, kickbacks, receiving or paying any gratuity without
the written approval of management or any other activities showing willful disregard of
company interests or policies will be terminated immediately without further notice.

An employee who brings any weapons or firearms into the workplace will be terminated
immediately without further notice.

Termination resulting from misconduct shall be entered into the employee’s personnel
file. The employee shall be provided with a written summary of the reason for
termination. No salary continuance or severance pay will be allowed.

Corrective Actions

The usual sequence of corrective actions includes an oral warning, a written warning,
probation and finally termination of employment. In deciding which initial corrective
action would be appropriate, a supervisor will consider the seriousness of the infraction,
the circumstances surrounding the matter and the employee’s previous record.

Prohibited Conduct
While not intended to list all forms of behavior that are considered unacceptable in the
workplace, the following are examples of the rule infractions or misconduct that may
result in disciplinary action, including termination of employment.

      Theft or inappropriate removal or possession of property;
             Falsification of timekeeping records;
             Working under the influence of alcohol or illegal drugs;
             Possession, distribution, sale, transfer, or use of alcohol or illegal drugs in
       the workplace;
             Fighting or threatening violence in the workplace;
             Boisterous or disruptive activity in the workplace;
             Negligence or improper conduct leading to damage of company-owned or
       customer-owned property;
             Insubordination or other disrespectful conduct;
             Violation of safety or health rules;
             Smoking in undesignated areas;
             Sexual or other unlawful or unwelcome harassment;
             Excessive absenteeism or any absence without notice
             Unauthorized use of telephones or other company-owned equipment;
             Using company equipment for purposes other than business (i.e. playing
       games on computers or personal Internet usage);
             Unauthorized disclosure of business “secrets” or confidential information;
             Violation of personnel policies; and
             Unsatisfactory performance or conduct.

Actions, words, jokes or comments based on an individual’s sex, race, ethnicity, age,
religion or any other legally protected characteristic will not be tolerated.

   Grievance Procedure
ABC Auto Body recognizes the value of a grievance procedure that provides for the
timely review of employee grievances in a fair yet workable manner. A grievance is
considered to be any dispute between an employee and the Company which impacts on
an employee’s ability to perform his or her job.
Although purely personal matters between employees would not ordinarily give rise to a
grievance subject to this grievance procedure, any matter that adversely affects an
employee’s ability to perform his or her job could be the subject of a grievance. Use
good individual judgment and common sense as your guide.
An employee may express a verbal grievance to his or her immediate
supervisor/manager. If the concern is not resolved to the employee’s satisfaction within
a timely manner, the employee may put in writing the details of his or her grievance and
submit the grievance to the Company. The Company will deal with the matter as it
deems appropriate in its sole discretion.
The decision will be reduced to writing, a copy given to the employee and
supervisor/manager, with the original kept by the Company. A copy will be filed in the
employee’s personnel file when appropriate.
Equal Pay
ABC Auto Body will not pay wages to any employee at a rate less than the Company
pays employees of the opposite gender for work that is substantially equivalent requiring
comparable skills. Gender discrimination is against company policy.
This policy is to be construed in accordance with applicable federal and state laws and

Job Descriptions
Job descriptions are available in the Human Resource department for all positions in the
Company. The items included in each position description are the following:
       1. Title of position;
                2. Department;
                3. Position qualifications (essential qualifications including job experience,
       skills, and education); and
                4. Job summary or overview;
                5. Assigned duties and responsibilities;
                6. Supervisor or manager.

Position descriptions are used to determine employee selection, job requirements,
performance criteria, organizational structure, and the relative worth of jobs in relation
to each other. Company management annually reviews all company positions to ensure
equity and consistency in our Personnel system.

Office hours at ABC Auto Body are 7:30 a.m. – 5:30 p.m. Monday thru Friday.
However the nature of our business sometimes demands workday or workweek hours
different than those set forth above. Variation to the schedule will be made or approved
by department managers.

Employees are paid on a bi-weekly basis. The workweek begins on Monday and ends
on the following Sunday. The regular payday is Friday. If the payday falls on a holiday,
the payday will be on Thursday.

Pay Advances
It is our policy to decline all requests for early paychecks or pay advances for personal
Overtime Compensation
Nonexempt salaried (hourly) employees will be paid at the rate of one and one-half
times their regular hourly rate of pay for all time worked in excess of 40 hours in any
one workweek.
Overtime is never at the employee’s discretion. It shall only be incurred and paid at the
request of the Company through the employee’s supervisor/manager.
Supervisors/managers shall ensure that no unauthorized overtime hours are worked.

Nonexempt employees are permitted two paid 10-minute rest periods. Rest periods are
to be scheduled as near the middle of the morning and afternoon as possible.
Employees must “clock out” for a scheduled 1 hour lunch break.

Employees that do not adhere to the break policy will be subject to disciplinary action,
including termination.

Performance Review
ABC Auto Body has adopted a management by objective approach to performance
appraisal. It is the supervisor’s/manager’s responsibility to develop and maintain a work
environment in which employees can openly discuss performance, develop plans for
improvement and discuss mutual goals for the upcoming year. The employee will have
a performance appraisal at least but not limited to once every twelve months.

The supervisor/manager is responsible for establishing a relaxed atmosphere at the
performance review and encouraging two-way communication. The discussion should be
conducted in a positive manner, in complete privacy and with no interruptions. The
supervisor/manager shall verify that the employee is familiar with his or her job duties,
determine the progress made in meeting employment goals, discuss future goals,
identify areas the employee demonstrates great strengths and where additional training
may be needed. At the conclusion of the performance appraisal, the employee will be
requested to sign the appraisal verifying that he or she participated in the evaluation.
The employee should be encouraged to submit comments about the appraisal that will
become part of the record. The employee must be given a signed copy of the appraisal.
The appraisal is then submitted for review by the next level of management.
ABC Auto Body believes that pay increases should be related to an employee’s
performance. Following performance reviews, the supervisor/manager will rank the
employee’s performance according to his or her relative level of contribution to the
A decision relating to the employee’s merit increase in pay will be made by the
supervisor/manager after the review has been completed. The supervisor/manager will
forward a merit increase recommendation with the appraisal to the next level of
management. Merit increases in pay are neither automatic nor periodic. They are
reserved for employees who show skills improvement and higher than average
performance. Information about rates of pay and merit increases in pay, if any, are
deemed to be confidential matters between the Company and each employee and are
not to be discussed among employees.
Payroll Deductions
The following mandatory deductions will be made from every employee’s gross wages:
federal income tax, Social Security FICA tax and applicable state taxes.
Every employee must fill out and sign a federal withholding allowance certificate, IRS
Form W-4, on or before his or her first day on the job. This form must be completed in
accordance with federal regulations. The employee may fill out a new W-4 at anytime
when his or her circumstances change. Employees who paid no federal income tax for
the preceding year and who expect to pay no income tax for the current year may fill
out an Exemption from Withholding Certificate, IRS Form W-4E. Employees are expected
to comply with the instructions on Form W-4. Questions regarding the propriety of
claimed deductions may be referred to the IRS in certain circumstances.
Other optional deductions include the portion of group health insurance and misc
benefits not paid by the company, which shall be deducted from each payroll check.

Employee Benefits
 ABC Auto Body offers all full-time employees a group medical and dental insurance
plan. Each employee in the plan will receive a booklet completely detailing its policies,
procedures and benefits. Each full-time employee will have the option to join or waive
participation. The employee shall select the range of coverage when enrolling in the
plan, e.g. employee only, full family, medical, dental, etc. The employee shall pay 30%
percent of the medical coverage and 1% percent of the dental coverage– to be
deducted on a pre-tax basis at each pay period - and the Company shall pay 70%
percent of the medical and 99% percent of the dental. Note that coverage rates are
reevaluated and adjusted by the insurance company on an annual basis.

The employee is a full-time employee.
   The employee is eligible for coverage effective on the first day of the month
   following 60 days of employment.
Changes to the employee’s health insurance benefits can be made at any time for
reasons of life-event changes such as the birth of a child, divorce, loss of coverage
through the spouse’s employer, etc. All other changes can only take place during the
open enrollment period which is the month prior to the Company’s insurance
anniversary date of April 1.
In addition, ABC Auto Body offers disability, accident, cancer and group life insurance
coverage to all full time employees. Premiums shall be paid 100% percent by the
employee and are to be deducted each pay period.
ABC Auto Body has the right to change insurance companies or to modify or terminate
eligibility requirements, benefits, or coverage at any time.


All full-time employees are entitled to 1 week (40 hours) vacation after 1 year of
employment and 2 weeks (80 hours) after 3 years of employment to be accrued
evenly over the course of the year. Employees who begin after January 1st will accrue
vacation time on a pro rated basis. An employee will not be permitted to take his or her
vacation money in lieu of vacation. Vacation not taken during the calendar year is

Employees who are not entitled to paid vacation may request permission from their
supervisor/manager to take unpaid time off.

All vacations must be scheduled in advance with the employee’s supervisor/manager.
Employees are responsible for planning ahead for vacation and working out a complete
schedule with their supervisor/manager.
Upon termination, the employee’s accrued, but not taken, vacation hours will be added
to the final paycheck using the employee’s then-current straight-time hourly rate for

 ABC Auto Body provides six (6) paid holidays each year. The Company is officially
closed on these days:
New Year’s Day-January
Memorial Day-May
Independence Day-July
Labor Day-September
Thanksgiving Day-November
Christmas Day-December

* If these holidays fall on a Saturday or Sunday, eligible employees will be paid for the
Only regular full-time and part-time employees are eligible for full holiday pay.
Temporary employees are not eligible for holiday pay.
If a designated holiday falls within an employee’s vacation period, the holiday is not
considered a vacation day.

Personal Days
In the event that an employee needs time off due to illness or personal business, ABC
Auto Body provides all full-time employees with three (3) personal days per year
effective after 30 consecutive days of employment. Part-time and temporary employees
are not eligible for sick or personal leave.
An employee is expected to notify his or her supervisor/manager at the beginning of
each work day during illness or injury. Exceptions to this include a serious accidental
injury or hospitalization, or when it is known in advance that the employee will be
absent for a certain period of time. A medical statement from the employee’s doctor
may be requested by the Company when an employee is absent from work for more
than five working days.
Personal business should be conducted on the employee’s own time. Employees are
encouraged to make their routine doctor or dentist appointments before arriving for
work or after leaving work for the day. If time off is required for such appointments,
arrangements should be made in advance with the employee’s supervisor.

If an employee has unexpected personal business to take care of, they must notify their
supervisor to discuss time away from work and make provisions as necessary.

Leave of Absence and Military Leave
A leave of absence is time off in a non-pay status. Upon receipt of a formal written
request for leave of absence from regular full-time employees, management will
determine whether a leave of absence will be granted. (Also see Medical/Family Leave
The employee is expected to request a leave of absence with as much advance notice as
possible. Leaves of absence will not be granted for periods less than two weeks in
duration. Vacation or sick leave should be used for such absences.
The reason for leave should fall into one of the following categories:
         1. Military
                  2. Personal

The leave classifications are defined as follows:
Military — To protect the employment rights of employees entering the armed forces
of the United States and to ensure conformance with the applicable federal laws, a leave
of absence must be granted to all employees, except temporary, who enter military
service for active duty as a result of the following:
Initial enlistment in the armed services of the United States;
Initial training period in the National Guard;
Being ordered to active military service as a member of the Reserves or National Guard
for an indefinite period or for a periodic training period up to ten working days; and
Any service requirements under the Selective Service Act.
Personal — Except for those situations covered under the Medical/Family Leave policy,
personal leaves may be granted to employees having special nonmedical personal needs
for an extended period of absence. Each case will be evaluated on its own merits, and
the following will be taken into consideration:
     1. The reason for the request;
         2. The amount of time required; and
         3. The employee’s length of service and past record.
Normally personal leaves are granted for periods of up to 90 days.
Return to Work
See Medical/Family Leave policy paragraph 3.5 and paragraph 6 for details on reporting
during leave and return from leave. Exceptions to this policy are for those employees
who are granted military leave of absence. They are entitled to full re-employment
rights subject to the governing federal and state laws.
Employees who do not return to work after any leave of absence will be terminated
effective on the last day of work or paid leave, whichever is later.
Benefits during Approved Leave of Absence
Holidays — To be paid for a holiday, an employee must be in active pay status the day
before and the day after the holiday. Employees are not eligible to receive pay for any
holiday during the leave period.
Vacation — No vacation hours are earned during the leave period. Employees
requesting a leave of absence for medical or military reasons may choose to use all
earned vacation before beginning leave of absence. Employees requesting personal
leave of absence must use all earned vacation before beginning leave of absence.
Sick or Personal — No sick or personal hours are accumulated during the leave period.
Insurance — The Company will continue the employee’s insurance benefits on a leave
of absence approved only under the Medical/Family Policy described below, provided
that the employee continues to pay his or her portion of the premiums. In the case of
military leaves, insurance benefits will be continued for up to ten working days per year
starting with the day military leave begins.

Medical/Family Leave

ABC Auto Body understands that its employees on occasion will have the need to take
an extended period of time away from work to care for their child after birth or adoption
or foster care placement, to care for their spouse, child or parent with a serious health
condition, or because of a serious health condition of their own. In recognition of this
need, the Company has voluntarily adopted the following Medical and Family Leave
Policy as a benefit of employment.

       1. Eligibility Requirements. To qualify for leave under this policy, you must
       have been employed by ABC Auto Body for at least 12 months and you must
       have worked 1250 or more hours in the previous 12 months.

       1.1 Up to 12 weeks of unpaid medical and family leave is allowed under the
       conditions described in paragraph 4.

2. Reasons for Leave. Leave under this policy may be taken:

       2.1 to care for your child after birth or adoption or after state placement of a
               child with you for foster care;
               2.2 to care for your spouse, child or parent who has a serious health
               condition; or
       2.3 for a serious health condition that makes you unable to perform the essential
               functions of your job.
3. Procedures

       3.1 Notice. You must provide ABC Auto Body with thirty days’ notice if the
             absence is foreseeable. If the leave of absence is not reasonably
             foreseeable you must notify ABC Auto Body as soon as practicable. Any
             failure to give a timely notice may cause your leave to be delayed.
             3.2 Request. To request family/medical leave, you should obtain,
             complete, and sign a Medical/Family Leave Request Form (“Request
             Form”) and submit it to Personnel or your supervisor.
             3.3 Doctor’s Certification. If the reason for the leave request involves
             a serious health condition (either yours or your family member’s), you
             must also obtain and submit a completed and signed Certification of
             Health Care Provider (“Certification Form”) within 15 days of submitting
             the Request Form.

              3.3.1 Second Opinion. Should ABC Auto Body disagree with the opinion
                     given by your health care provider, ABC Auto Body reserves its
                     right to require opinions from second or third health care
                     providers at the Company’s expense.

              3.3.2 Third Opinion. If the two doctors disagree about your condition, a
                     third health care provider, agreed upon by you and the Company,
                     will render a binding decision.

              3.4 Notice of Designation. After receiving the completed forms,
              Personnel will designate the leave as either Medical/Family Leave or non-
              Medical/Family Leave, and provide you with a Notice of Medical/Family
              Leave Rights and Responsibilities (“Medical/Family Leave Notice”)
              reflecting that designation.
                       3.5 Reporting During Leave. You will be required to furnish
              ABC Auto Body reports on your status, intent to return and recertification
              of the serious health condition every 30 days.

4. Substitution of Other Kinds of Leave. ABC Auto Body requires that you use all
      available paid leave time, such as sick leave, vacation or personal time before
      your twelve weeks on unpaid Medical/Family leave takes effect.
      5. Benefits during Leave

       5.1 Health Insurance. ABC Auto Body will maintain any health insurance
             coverage that you have at the time of your Medical/Family Leave for the
             duration of the leave. You will be required to pay your normal health
             insurance premium during Medical/Family Leave.
             5.2 Accrual of Other Benefits. You will not accrue sick leave or annual
             leave while on Medical or Family leave. In addition, all other benefits
             provided by ABC Auto Body may cease during the leave. You will be
             reinstated to your current position or to an equivalent position as
               described in paragraph 6.3 without any need for requalification upon your

6. Return from Leave

       6.1 Failure to Return. When Medical/Family Leave expires, your failure to
              return to work will be grounds for immediate termination unless a written
              extension is obtained from your supervisor.
              6.2 Fitness for Duty Certificate. Where your leave was taken because
              of your own illness or injury, you must provide a fitness-for-duty
              certification from a health care provider before your return. A failure to
              do so may cause a delay or denial in your reinstatement.
              6.3 Reinstatement. Upon your return, you will be entitled to
              reinstatement to your current position or to an equivalent position with
              the same pay and benefits, subject to the Company’s business needs.

               6.3.1 Exception. If you are a salaried exempt employee paid in the top
                      10 percent of ABC Auto Body employees within 75 miles of your
                      facility you may forfeit your right to reinstatement under certain
                      conditions. You will be informed of this possibility when notice is
                      given or as soon thereafter as practical under the circumstances.

7. False Claims. An employee who fraudulently obtains Medical/Family Leave from ABC
       Auto Body is not protected by this policy’s restoration or maintenance of health
       benefits provisions and will be subject to appropriate disciplinary action including

Bereavement Leave
ABC Auto Body will grant time off without pay in the event of the death of a spouse,
parent or child of the employee.

The employee and supervisor/manager will determine the amount of time the employee
will be absent from work.
Time off to attend the funeral of a nonimmediate family member or person with an
especially close relationship may be granted without pay. The employee’s supervisor will
make determination after consultation with management.

Jury Duty
ABC Auto Body will grant an employee unpaid time off for mandatory jury duty or court
appearances as a witness when the employee must serve or is required to appear as a
result of a court order or subpoena. A copy of the court order or subpoena must be
supplied to the employee’s supervisor/manager when requesting time off.

On Election Days, the employee should make arrangements to vote before or after
normal working hours.
Miscellaneous Policies
Confidentiality of Company Information
It is the responsibility of all ABC Auto Body employees to safeguard sensitive company
In consideration of their employment with ABC Auto Body, employees will be exposed to
information and materials which are confidential and proprietary and of vital importance
to the economic well-being of the Company. Employees will not at any time disclose or
use, either during or subsequent to their employment, any information, knowledge or
data which they receive or develop during their employment which is considered
proprietary by ABC Auto Body or which relates to the trade secrets of the Company.
Such information, knowledge or data includes the following which is by example only:
processes, know-how, designs, drawings, diagrams, formulas, test data, accounting or
financial data, pricing or salary data, marketing data, business plans and strategies,
negotiations and contracts, research, customer or vendor lists, inventions and
Upon termination of their employment with ABC Auto Body they must promptly return
any and all documents containing the above information, knowledge or data, or
anything relating thereto, to the Company.

Confidentiality of Company Information — E-Mail
Company computers and e-mail system are company property.
All employees are expected to use good judgment in using electronic mail and to avoid
indiscretions such as offensive or inappropriate messages or any other message the
Company deems inappropriate. E-mail messages should be used for business and not
for soliciting outside business ventures or other matters unrelated to the Company’s
affairs. Misuse of e-mail may result in disciplinary action up to and including termination.

Computer Usage Policy
Computers are to be used for office work only. They may not be used for personal use.
This also applies to Internet access and chat software. It is against the policies of ABC
Auto Body for any employee to visit or view any Internet site that is not directly related
to their day to day work practices. Pornography in the use of computers or other media
is strictly prohibited and may be grounds for immediate dismissal. Internet sites may be
monitored by management.
This policy has been established to restrict the installation of unauthorized software and
reduce the legal exposure to the Company of unlicensed software and reduce the effort
required to operate and troubleshoot employee’s machines.
This policy covers all desktop and laptop computers owned or operated by ABC Auto
Body. Any employee found in violation of this policy may be subject to disciplinary
Employee Privacy
ABC Auto Body recognizes our employees’ rights to privacy. In achieving this goal, the
Company adopts these basic principles:
1. The collection of employee information will be limited to that which the Company
needs for business and legal purposes;
2. The confidentiality of all personal information in our records will be protected;
3. All in-house employees involved in record keeping will be required to adhere to these
policies and practices. Violations of this policy will result in disciplinary action;
4. Internal access to employee records will be limited to those employees having an
authorized, business-related, need-to-know basis. Access may also be given to third
parties, including government agencies, pursuant to court order or subpoena;
5. The Company will refuse to release personal information to outside sources without
the employee’s written approval, unless legally required to do so;
6. Employees are permitted to see the personal information maintained about them in
the Company records. They may correct inaccurate factual information or submit written
comments in disagreement with any material contained in their company records.

Office telephones may be used for personal calls during work hours on an emergency
basis only. Personal calls can, however, be made during the employee’s “clocked out”
lunch break.
Cellular telephones and pagers are not to be used during working hours except during
the employee’s lunch or break times. At all times personal cell phones and pagers
should be placed on “silent” mode to minimize disturbances.

Dress Code
Employee dress should be neat in appearance. ABC Auto Body employees not required
to wear company uniforms are invited to dress “business casual” in a manner consistent
with a professional atmosphere. The use of protective clothing, goggles, hard hats or
the like is mandatory in all designated areas. The impression made on customers,
visitors and other employees and the need to promote company and employee safety
should be kept in mind.
Inappropriate dress or refusal to wear protective apparel will result in being sent home
without pay and if persistent, dismissal.

Break Room
ABC Auto Body provides a break room for the benefit of its employees. Employees shall
be responsible to keep the area clean. All trash should be disposed of in the trash
container. Any empty aluminum cans or glass bottles shall be disposed of in the trash
container marked “Aluminum Cans Only” or “Glass Bottles Only,” if applicable.

The safety regulations for visitors should be established in accordance with the building
safety regulations.
Law enforcement or government officials, including health or fire inspectors, shall be
directed immediately to management who shall determine proper governmental
authority, review court orders or subpoenas, and assist the law enforcement or
government officials in a manner which provides full cooperation with minimal disruption
to company operations.

Emergency Closings
Except for regularly scheduled holidays, ABC Auto Body will be open for business during
normal business hours. The Company recognizes that circumstances beyond its control,
such as inclement weather, national crisis or other emergencies do occur. On such
occasions the Company may close for all or part of a regularly scheduled workday.
In such event the Company will endeavor to notify all supervisory personnel for the
purpose of contacting employees. Any closing longer than one full work shift shall be
assessed against employee’s sick leave or vacation time, whichever may be applicable
and, if none, the closing shall be regarded as unpaid personal leave.

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