[Logo Goes Here]
Welcome to [Company Name]
Welcome to the [COMPANY NAME] [DEPARTMENT/DIVISION NAME] Department and thank you
for choosing our team. You are joining an organization that has a long and proud history in
___________________________________. Founded in ______________, [COMPANY NAME]
offers world-class _________________ across __________________________________. Our
award-winning team has been recognized by _____________________________________.
As you familiarize yourself with [COMPANY NAME], you will find:
A depth of incredible talent and expertise throughout a variety of functional
areas.
Great breadth of opportunity.
A team of people that rise to the challenge of inventing new solutions,
meeting new demands and creating the most desirable brand in our
industry.
We have a reputation as a business partner that can deliver today as well as help guide
the vision and strategy for tomorrow. We do this by bringing the best-and-brightest
talent to our team … people like you!
In your new role, we encourage you to be curious, to ask questions, and to learn all you
can about how we operate and where we may have opportunities to become better.
Focus both on your role / team as well as the company in its entirety.
I look forward to formally meeting with you soon; however, do not hesitate to introduce
yourself to the rest of the team.
Again, welcome to the team.
Sincerely,
[Name Goes Here]
[Title Goes Here]
POLICY & PROCEDURE HANDBOOK 2 [COMPANY NAME/DIVISION NAME]
Revision Date ____ /_____/ ______
TABLE OF CONTENTS _____________________________
Diversity and Equal Opportunity ……………………………………………………………………. Page. 00
Diversity ……………………………………………………………………………………………..…………........ 00
Equal Opportunity …………………………………………………………………………………..……......... 00
Persons with Disabilities …………………………………………………………………………..………….. 00
Policy Against Discrimination, Harassment & Retaliation ….……………………….………… 00
Workplace Violence …………………………………………………………………………………………..... 00
Problem Solving …………………………………………………………………………………….……….….... 00
The Network …………………………………………………………………………………………………..……. 00
SOX Ethics and Compliance………………………………………………………………………………...... 00
Your Pay ………………………………………………………………………………………………………………….. 00
Pay Periods ………………………………………………………………………………..……………………..... 00
Direct Deposit …………………………………………………………………………………………………...... 00
Clocking In and Clocking Out ………………………………..…………………………………………...... 00
Overtime ………………………………………………………………………………………..………………...... 00
Errors & Adjustments ………………………………………………..……………………………………...... 00
Early Check …………………………………………………………………………………..…………………...... 00
Time and Attendance …………………………………………………………………………..………………….. 00
Position Classifications ………………………………………………………………………………............ 00
Breaks .……………………………………………………………………………….................................... 00
Part Time Employees ………………………………………………………………………………………...... 00
Attendance ……………………………………………………………………………….…………….……........ 00
Employment Policy and Scheduling …………………………………………………….………………….. 00
Introductory Period …………………………………………………………………………………….…....... 00
Career Advancement ………………………………………………………………………………………..... 00
Job Opportunities …………………………………………………………………………………………........ 00
Reinstatement and Rehire Eligibility ………………………………………………………………....... 00
Outside Employment ………………………………………………………………………………………...... 00
Employment of Relatives ………………………………………………………………………………........ 00
Union Free Philosophy ……………………………………………………………………………………...... 00
Your Benefits ……………………………………………………………………………………………….............. 00
Benefit Service Center ……………………………………………………………………………………....... 00
Health Plan ………………………………………………………………………………………..................... 00
Healthy Living ………………………………………………………………………………………................. 00
Nurse line ………………………………………………………………………………………….…................ 00
Domestic Partners Health Benefits ………………………………………………………................ 00
POLICY & PROCEDURE HANDBOOK 3 [COMPANY NAME/DIVISION NAME]
Revision Date ____ /_____/ ______
Health Plan Privacy Notice …………………………………………………………….…........ Page. 00
Additional Voluntary Benefits ……………………………………………………………………………. 00
Life Insurance ………………………………………………………………………………………................ 00
Disability Insurance …………………………………………………………………………………….…...... 00
Flexible Spending Accounts ……………………………………………………………………………..... 00
Holidays and Holiday Pay ………………………………………………………………………………...... 00
Wellness Floating Holiday ………………………………………………………………………………..... 00
Perfect Attendance Bonus Day ………………………………………………………………………...... 00
Vacation ………………………………………………………………………………………......................... 00
Vacation Scheduling ………………………………………………………………………………………...... 00
Vacation Pay ……………………………………………………………………………………….................. 00
Jury Duty ……………………………………………………………………………………………………………. 00
Leave of Absence ……………………………………………………………………………………..……..... 00
Funeral Leave / Bereavement Leave ………………………………………………………………...... 00
Family Medical Leave Act (FMLA) …………………………………………………………..………..... 00
Military Leave ………………………………………………………………………………………………........ 00
401K savings Plan ………………………………………………………………………………….………...... 00
Training ………………………………………………………………………………………......................... 00
Educational and Seminar Assistance ……………………………………………………...………..... 00
Athletic Sponsorship …………………………………………………………………………………..…...... 00
Recognition Program …………………………………………………………………………………..…..... 00
Child Care Centers ……………………………………………………………………………………..…...... 00
Adoption Benefit Program ………………………………………………………………………….…...... 00
Employee Assistance Program ………………………………………………………………………...... 00
Emergency Relief Fund …………………………………………………………………………………....... 00
General Corporate Policy …………………………………………………………………..………………….. 00
Photo ID ………………………………………………………………………………….……………………....... 00
Drug and Alcohol Policy …………………………………………………………………………………...... 00
Prescription Medicine ……………………………………………………………………………….…....... 00
Arrest, Conviction and Incarceration ……………………………………………………………....... 00
Investigations and Inspections ………………………………………………………………….…........ 00
Vehicle Utilization ……………………………………………………………………………………..…....... 00
Lost and Found ……………………………………………………………………………………………........ 00
Cell Phone Noise Policy ………………………………………………………………………………………. 00
Blackberry Security …………………………………………………………………………………………….. 00
Solicitation and Distribution ……………………………………………………………………..…........ 00
Parking ……………………………………………………………………………………..……………………..... 00
Smoking ……………………………………………………………………………………..………………......... 00
Standards and Expectations ………………………………………………………………..………………… 00
Appearance & Dress ……………………………………….………………………………………...…....... 00
POLICY & PROCEDURE HANDBOOK 4 [COMPANY NAME/DIVISION NAME]
Revision Date ____ /_____/ ______
Chewing Gum ……………………………………………………………………………………….….. Page. 00
New Property Construction …………………………………………………………….….……..…....... 00
Personal Conduct Standards ……………………………………………………………..……….………….. 00
Conduct Standards ……………………………………….………………………………………...……...... 00
Employee Discipline ……………………………………….……………………………………...….......... 00
Confidentiality and Conflict of Interest …………………………………………………………………. 00
Confidentiality ……………………………………….………………………………………...………..…...... 00
Confidential Information ……………………………………….…………………………………………... 00
Request for Information ……………………………………….…………………………………….…...... 00
Social Media ……………………………………….………………………………………...……................. 00
Conflict of Interest ……………………………………….………………………………………...……....... 00
Building Access, Security and Visitor Policy …………………………………….…………………….. 00
Building Access Policy ……………………………………….………………………………………..….….. 00
Property, Equipment and Computer Use ………………………………………………………………. 00
Property and Equipment ……………………………………….………………………………………...... 00
Computer Use …………………………………….………………………………………...…………........... 00
Passwords ……………………………………….………………………………………...…….................... 00
Systems Security ……………………………………….………………………………………...….……...... 00
E-Mail ……………………………………….………………………………………...……........................... 00
Internet Access ……………………………………….………………………………………...…………….... 00
Rights and Responsibilities ……………………………………….…………………………...……........ 00
Workstations ……………………………………….………………………………………...……................ 00
Safety Procedures …………………………………………………………………………….…………………… 00
Life Safety Program Handbook …………………………….………………………………..……........ 00
First Aid ……………………………………….………………………………………...……………………....... 00
General Safety Standards ……………………………………………………………………...……........ 00
Job Related Injuries and Accidents …………….………………………………………...……......... 00
Phone Book ………………………………………………………………………….…………..…………………… 00
About Us ..........…………………………………………………………………………………….……………….. 00
Our Mission ……………………………………….…………….…………………………..............……...... 00
The Company ……………………………………….………………………………………...……………....... 00
At a Glance ……………………………………….………………………………………...…………………..... 00
Our History ……………………………………….………………………………………...…………………..... 00
Acknowledgments and Accolades……………….………………………………………...……......... 00
Our Locations ……………………………………….……………….………………………...……….…....... 00
POLICY & PROCEDURE HANDBOOK 5 [COMPANY NAME/DIVISION NAME]
Revision Date ____ /_____/ ______
DISCLOSURE ___________________________________
Please take the time to carefully read through this handbook and familiarize yourself with
its contents. [COMPANY NAME] [DEPARTMENT/DIVISION NAME] provides this handbook
to employees “only” as a general reference to the division’s policies, procedures, benefits,
and safety requirements. Please direct any questions about items not covered in this
handbook to your Manager or the Human Resource Department.
From time to time, it may become necessary to revise policies and procedures. If this
does arise, the management of [COMPANY NAME] reserves the rights to change,
supplement, or eliminate any or all of the information contained in this handbook.
Additions and/or revisions to this handbook will be communicated to employees through
any of the following: email notification, employee meetings, display boards, or corrections
to the handbook itself. Employees are expected to be aware of changes and abide by
them.
This handbook is not, and should not be, construed as an expressed or implied contract
of employment. Except as may be restricted by an expressed contract applicable to you,
you have the right to terminate your employment for any reason, with or without cause,
and [COMPANY NAME] reserves the right to do the same. This handbook is meant only
to provide general policy statements and is not intended to provide you with any
guarantee whatsoever regarding the duration of your employment or procedures that
[COMPANY NAME] may utilize during your employment. No one, other than the
[EXECUTIVE TITLE] of [COMPANY NAME], in writing, has the authority to bind
[COMPANY NAME] [DEPARTMENT/DIVISION NAME] to any agreement with you that is
contrary to this handbook or which deals with matters not covered herein.
POLICY & PROCEDURE HANDBOOK 6 [COMPANY NAME/DIVISION NAME]
Revision Date ____ /_____/ ______
DIVERSITY, EQUAL OPPORTUNITY AND ENVIRONMENT______
Diversity
At [COMPANY NAME], all employees are respected and valued. Our commitment to
diversity fosters a culture that appreciates the differences and similarities in each individual
– their personal attributes, values and their work and life experiences. Our goal at
[COMPANY NAME] is to be the employer of choice.
Diversity is about celebrating the contributions of each individual. As a [COMPANY NAME]
employee, we hope that you will join us in practicing the following principles to achieve our
diversity mission.
Equal Opportunity
[COMPANY NAME] is committed to a policy of equal employment opportunity for all of its
employees. This Equal Employment Opportunity Policy (“Policy”) shall apply to each of its
domestic and foreign subsidiaries and affiliated companies (referred to collectively in this
Policy as the “Company”). All Company personnel (including hourly, salaried, supervisory,
managerial and executive, regardless of title or position) shall adhere to the principles of this
Policy in compliance with all applicable federal, state and local laws, rules and regulations
governing fair employment.
Company employment opportunities shall be open to all qualified applicants. Employment
decisions and actions shall be made solely on the basis of individual merit and achievement,
job performance, training, experience and qualifications – without regard to sex, race, color,
national origin, ancestry, age, religion, veteran status, disability, perceived disability, sexual
orientation, union affiliation, or any other status or classification protected by law. This
Policy applies to all employees – including hourly, salaried, supervisory, managerial and
executive, regardless of title or position, and to all employment policies, practices, decisions
and actions concerning the terms and conditions of employment at [COMPANY NAME]
companies – including recruitment, interviewing, hiring, job/shift assignment, training and
development, pay, benefits, promotion, transfer, discipline, demotion, layoff, and
termination.
Any employee who believes he/she has been discriminated against in our workplace is
expected to report or make a complaint about the matter immediately to one of the
following in his/her company’s [DEPARTMENT] or [JOB TITLE] (where applicable); or Vice
President of Human Resources. If the employee or individual is uncomfortable reporting the
conduct to the Human Resources Department, he/she may report the matter to any member
of senior management (Vice President and above) of the company at which he/she is
POLICY & PROCEDURE HANDBOOK 7 [COMPANY NAME/DIVISION NAME]
Revision Date ____ /_____/ ______
employed. An employee who believes that he/she is being discriminated against or harassed
may also but is not obligated to notify the offender that his/her behavior is unwelcome and
should stop, although such a confrontation is not always appropriate or advisable.
All Supervisors and Managers are required to immediately report any complaint (formal or
informal) he/she receives of discrimination, or any such incidents the Supervisor/Manager
witnesses, to the [DEPARTMENT] [JOB TITLE].
The Company shall promptly investigate all reported incidents which may be a violation of
this policy. The Company will keep reported complaints and related investigations
confidential to the maximum extent possible and appropriate. Employees who submit
discrimination, harassment or retaliation complaints are urged to themselves maintain the
confidentiality of such matters. The Company will be the sole and final decision maker as to
whether the conduct complained of violates this Policy. Any employee found to have
engaged in unlawful discrimination will be subject to appropriate disciplinary action, up to
and including termination of employment. The Company will advise the complainant
(employee who submitted the complaint) of the conclusion and results of the investigation,
to the extent appropriate to any remedial or corrective action and any other information
that the Company deems relevant.
The Company prohibits any form of retaliation against an employee who brings a complaint
of discrimination, or who cooperates in the Company’s investigation of such a complaint.
If an investigation results in a finding that the complaining employee falsely accused another
of discrimination knowingly or in a malicious manner, the complainant will be subject to
appropriate sanctions, up to and including termination of employment.
Employees who have questions or concerns about the Equal Employment Opportunity Policy
should address them to their Supervisors or Human Resources Department.
Persons with Disabilities
[COMPANY NAME] is committed to comply with all legal requirements prohibiting
discrimination in the employment of and provision of services to persons who have
disabilities. This policy of non-discrimination against individuals with disabilities (“Policy”)
shall apply to each of its domestic and foreign subsidiaries and affiliated companies (referred
to collectively in this Policy as the “Company”). All Company personnel (including hourly,
salaried, supervisory, managerial and executive, regardless of title or position) shall adhere
to the principles of this Policy in compliance with all applicable federal, state and local laws,
rules and regulations governing fair employment of individuals with disabilities, including the
Americans with Disabilities Act of 1990 (“ADA”).
POLICY & PROCEDURE HANDBOOK 8 [COMPANY NAME/DIVISION NAME]
Revision Date ____ /_____/ ______
Consistent with governing laws, the Company shall not discriminate against, harass or
retaliate against a qualified individual with a disability in regard to job application
procedures, hiring, advancement, discharge, compensation, job training and development,
and any other terms, conditions and privileges of employment. An individual with a
disability who otherwise meets the qualifications of the position that he/she seeks or holds is
deemed qualified if he/she can perform the essential functions of the job with or without
reasonable accommodation.
In determining what constitutes a disability, the Company follows the definitions and
guidance provided by the ADA and other relevant rules and regulations. Thus, the Company
regards an individual with a disability as a person who actually and currently has a physical or
mental impairment that substantially limits one or more of the major life activities of the
individual; has a record of such an impairment; is regarded as having such an impairment; or
has a known association or relationship with a disabled person.
The Company will make reasonable accommodation to the known physical or mental
limitation(s) of an otherwise qualified applicant or employee with a covered disability where
such accommodation is necessary to and will enable the employee to perform the essential
functions of the job at issue, unless a proposed accommodation would impose an undue
hardship on the operation of the Company’s business.
An applicant or employee who wishes to seek accommodation for a disability should submit
such a request to Company management and/or the Human Resources Department. In
general, a reasonable accommodation refers to changes in a job or work environment that
will permit the qualified applicant or employee with a disability to perform the essential
functions of the job at issue. Because of the complexity of applicable employment laws and
regulations, all Supervisors and Managers who receive disability accommodation requests,
whether formal or informal, must consult with the Human Resources Department in
considering such requests.
Where appropriate, the Company will engage in an interactive process with the requesting
employee about potential reasonable accommodation measures suitable for the job
circumstances, and where necessary, the Company will seek appropriate medical
examination and consultation. The requesting employee has a duty to cooperate with and to
supply all essential and relevant information to the Company in the interactive process. The
Company reserves the ultimate discretion to determine the most appropriate
accommodation it can provide to the requesting employee without undue business hardship.
Employees who have questions or concerns about this Policy of Non-discrimination Against
Persons with Disabilities should address them to their Supervisors or Human Resources
Department.
POLICY & PROCEDURE HANDBOOK 9 [COMPANY NAME/DIVISION NAME]
Revision Date ____ /_____/ ______
Policy Against Discrimination, Harassment and Retaliation
[COMPANY NAME] is committed to a lawful and harmonious work environment that fosters
respect for the humanity and dignity of all persons. [COMPANY NAME] therefore prohibits
workplace discrimination, harassment or retaliation based on any classification or condition
that is protected by law. This Policy Against Discrimination, Harassment and Retaliation
("Policy") shall apply to each of its domestic and foreign subsidiaries and affiliated companies
(referred to collectively in this Policy as the "Company"), and all Company personnel
(including hourly, salaried, Supervisory, managerial and executive regardless of title or
position) shall adhere to the principles of this Policy in compliance with all applicable federal,
state and local laws, rules and regulations.
Employees shall not subject other employees, company guests, customers, or vendors, or
their employees or representatives, to any form of discrimination or harassment based on
sex, race, color, national origin, ancestry, age, religion, veteran status, disability, perceived
disability, sexual orientation, union affiliation, or any other status or classification protected
by law. All employees are required at all times to exhibit respect, professionalism and
reasonable judgment in their communications with and conduct toward all other persons in
our workplace.
Employees likewise shall not retaliate against another employee or individual based on
his/her good faith exercise of the legal right to complain through established methods about
discrimination or harassment, or an employee's cooperation in the investigation of a
complaint of discrimination or harassment.
The principles underlying this Policy against discrimination, harassment and retaliation are
explained more fully below.
Harassment: Harassment based on a person's sex, race, color, national origin, ancestry, age,
religion, veteran status, disability, perceived disability, sexual orientation, union affiliation, or
any other status, classification or condition protected by law is an unlawful form of
discrimination that will not be tolerated. Harassment is any unwelcome or unsolicited verbal
or written statement or physical act that ridicules, disparages, or shows hostility toward an
individual because he/she is a member of a group protected by law, or he/she has a
characteristic protected by law. When repeated, harassment can create an intimidating,
hostile, offensive or abusive working environment; can unreasonably interfere with an
employee's job performance; or can unreasonably interfere with employee job
opportunities.
Discriminatory harassment which degrades or shows hostility toward an individual or group
because of a protected status or condition may consist of, but is not limited to:
POLICY & PROCEDURE HANDBOOK 10 [COMPANY NAME/DIVISION NAME]
Revision Date ____ /_____/ ______
verbal conduct [such as derogatory remarks, insults or slurs, degrading nicknames,
statements, stories or jokes, negative stereotyping, or hostile threats of physical
harm];
non-verbal or physical conduct [such as the display, circulation or use of derogatory
notes, letters or other written documents, pictures, cartoons, posters, objects, e-
mail messages, voicemail messages, obscene or discriminatory gestures, physical
threats or physical assault].
Sexual Harassment: Sexual harassment is another unlawful form of discrimination. Any form
of sexual harassment of employees or other persons in our workplace, whether between
members of the same gender and/or different genders, is unacceptable conduct that will not
be tolerated.
Sexual harassment is unwelcome sexual conduct, whether verbal, non-verbal or physical
conduct - such as unwelcome sexual advances, requests for sexual favors, or other conduct
of a sexual nature - where: 1) submission to such conduct is made in an expressed or implied
term or condition of employment; 2) submission to or rejection of such conduct is used as
the basis for employment decisions; or 3) such repeated conduct has the purpose or effect of
substantially interfering with an individual's employment, or creating an intimidating, hostile
or offensive working environment.
No employee shall engage in sexual harassment in our workplace. No employee shall
threaten or insinuate, either explicitly or implicitly, that an applicant's or other employee's
refusal to submit to sexual advances will adversely affect the latter's employment, work
status, assigned duties, shift, performance evaluation, pay, advancement or any other
condition of employment or career development. No employee shall, by unwelcome sexual
conduct, create a hostile work environment for any employee.
Sexual harassment may include, but is not limited to:
quid pro quo harassment [offering employment benefits (such as favorable
assignments, performance evaluations, promotions, pay raises, bonuses, etc.) in
exchange for sexual favors; or denying or threatening to deny employment benefits
for rejecting sexual advances or propositions];
unwelcome verbal conduct [requests for dates; sexual flirtations; sexual jokes;
offensive or lewd sexual remarks, suggestions, insults or threats; comments about
an individual's appearance, body or sexual habits; discussing sexual activity or
experiences; or sexually suggestive remarks or innuendo];
unwelcome non-verbal conduct [offensive or obscene gestures; whistling; staring;
leering; suggestive noises; graffiti; or display or distribution of objects or sexually
POLICY & PROCEDURE HANDBOOK 11 [COMPANY NAME/DIVISION NAME]
Revision Date ____ /_____/ ______
oriented material through notes, letters, e-mail messages, voicemail messages, gifts,
invitations, photographs, posters, cartoons, pictures, web pages or electronic
transmissions];
unwelcome physical conduct [touching; patting; pinching; hugging; kissing;
massaging or brushing against a person's body; blocking a person's movement;
physical assault or coercive sexual activity].
Retaliation: It is unlawful for any employee to retaliate against another employee because
he/she has submitted through established procedures a good faith internal or external
complaint against discrimination, harassment or sexual harassment, or has cooperated in
good faith in an investigation of such a complaint. Employees are prohibited from engaging
in any behavior that constitutes retaliation, as punishment of another employee for the
above-stated reasons or as a deterrent to an employee from complaining about
discrimination or any form of harassment.
Prohibited retaliation may take many forms, including but not limited to: unwarranted
discipline or job termination; adverse shift or schedule changes; change in job duties; job
transfers; demotions; ridicule of the employee; threats; pay reductions; or interference with
employee benefits.
Complaint Procedure
Any employee or other individual, regardless of position, who believes that he/she has been
subjected to discrimination, harassment, sexual harassment or retaliation, or who has
witnessed another employee or person in the workplace being subjected to such prohibited
conduct, is expected to report the matter to the following persons in the Human Resources
Department: Employee Relations; Human Resource Department(where applicable) or the
Vice President of Human Resources. If the employee or individual is uncomfortable reporting
the conduct to the Human Resources Department, he/she may report the matter to any
member of management or senior management of the company at which he/she is
employed. An employee who believes that he/she is being discriminated against or harassed
may also but is not obligated to notify the offender that his/her behavior is unwelcome and
should stop, although such a confrontation is not always appropriate or advisable.
All Supervisors and Managers are required to report immediately any complaint (formal or
informal) he/she receives of discrimination, harassment or retaliation, or any such incidents
the Supervisor/Manager witnesses, to their [DEPARTMENT] [JOB TITLE].
The [DEPARTMENT] [JOB TITLE], or another individual or entity designated by it, shall
promptly investigate a reported claim of discrimination, harassment and/or retaliation. The
investigation may include meeting with the individuals involved, including any witnesses or
other persons who may have relevant information. The Human Resources Department and
POLICY & PROCEDURE HANDBOOK 12 [COMPANY NAME/DIVISION NAME]
Revision Date ____ /_____/ ______
designated investigators will attempt to maintain the confidentiality of the complaint and
investigation to the greatest extent possible and appropriate, but cannot guarantee absolute
confidentiality. Employees who submit discrimination, harassment or retaliation complaints
are urged to themselves maintain the confidentiality of such matters.
The Company will be the sole and final decision maker as to whether the conduct
complained of violates this Policy. If an investigation confirms that an employee has
committed discrimination, harassment or retaliation, the Company will take corrective
action, including the imposition of appropriate discipline, up to and including immediate
termination of the offending employee(s).
The Company will advise the complainant (employee who submitted the complaint) of the
conclusion and results of the investigation, to the extent appropriate to any remedial or
corrective action, and any other information that the Company deems relevant.
The Company prohibits any form of retaliation against an employee who brings a complaint
of discrimination, harassment or retaliation, or who cooperates in the Company's
investigation of such a complaint. If after the conclusion of a complaint matter, the
complainant or anyone involved in the matter believes that he/she has been retaliated
against as a result of the complaint or investigation, the employee or individual should
immediately report the concern to the Human Resources Department.
If an investigation results in a finding that the complainant falsely accused another person of
discrimination, harassment or retaliation knowingly or in a malicious manner, the
complainant will be subject to appropriate sanctions, up to and including termination of
employment.
Employees who have questions or concerns about this Discrimination, Harassment and
Retaliation Policy should address them to their Supervisors or Human Resources
Department.
Workplace Violence
[COMPANY NAME] is committed to providing its employees with a safe work environment
free of any acts or threats of violence. Workplace violence includes any act that threatens
employee or customer safety, or results in damage to a person, company or property. If you
believe you have been threatened in any way or have been the subject of workplace
violence, immediately report the incident to the Director of Human Resources. Lack of
intent to carry out a threat will not spare an employee from disciplinary action.
[COMPANY NAME] strives to maintain a safe environment for its employees and Customers
and has zero tolerance for any form of violence in the workplace.
POLICY & PROCEDURE HANDBOOK 13 [COMPANY NAME/DIVISION NAME]
Revision Date ____ /_____/ ______
Definition
1. Workplace violence is any act of physical violence, threats of physical violence,
harassment, intimidation, or other threatening, disruptive behavior, including but not
limited to:
Injuring another person.
Engaging in behavior that creates a reasonable fear of injury in another
person.
Engaging in behavior that subjects another person to extreme emotional
distress, e.g., stalking.
Making harassing or intimidating statements, phone calls, voice mails or e-
mail messages.
Possessing, brandishing or using a weapon. Weapons include guns, knives,
explosives and other items with the potential to inflict harm.
Damaging property.
Threatening to injure an individual or damage property.
Communicating racial or cultural epithets or other derogatory remarks
associated with hate crimes.
2. Workplace violence can affect or involve management, employees, guests, contractors
or vendors whether on property or traveling on company business.
3. Acts of violence are prohibited in the workplace, while engaged in business on behalf of
the company off-property, while operating any vehicle or equipment owned or leased
by the company, or while in uniform on or off duty.
Responsibilities
1. Managers are required to maintain a safe work environment and take incidents or
threats of violence seriously.
2. Employees who either experience, observe or become aware of acts of violence must
report it immediately, as follows:
Emergencies Call
[Department Name] # _______
Non-Emergencies Call
[Job Title] # _______
[Job Title] # _______
POLICY & PROCEDURE HANDBOOK 14 [COMPANY NAME/DIVISION NAME]
Revision Date ____ /_____/ ______
3. Employees are not required to follow a chain of command to report violence.
Investigations and Disciplinary Action
1. All threats and/or incidents of violence will be thoroughly investigated by Corporate
Employee Relations and/or Security.
2. Investigations are handled in a confidential manner, involving others on a “need to
know” basis only.
3. Employees are expected to cooperate fully with Corporate Employee Relations and/or
Security throughout the investigation.
4. Any form of retaliation against an employee or a witness for reporting a threat or act of
violence is strictly prohibited.
5. Employees who violate this policy are subject to immediate termination and, if
appropriate, criminal prosecution.
Security
1. In order to prevent violence in the workplace:
[COMPANY NAME] reserves the right to search all bags and packages
entering/exiting the building, employees’ garment bags, lockers, desk or other
work areas.
Unauthorized visitors are not permitted in the back-of-the-house.
Vendors/contractors are required to sign in with Security and obtain a
vendors/contracts badge to access the back-of-the-house.
Employees are required to present their photo ID badges and cooperate with
Security if asked for identification.
Problem Solving
Even under the best conditions, problems may occur at work because of a misunderstanding
or lack of communication. [COMPANY NAME] is committed to working directly with
employees to solve problems in a timely and fair manner. You are encouraged to bring your
concerns, suggestions, and questions to management.
One way to solve a problem that affects your ability to do your job is to discuss it with your
Supervisor. In most cases, your Supervisor will have the knowledge and insight to help you
resolve the matter quickly. If you are unable to resolve the problem with your Supervisor,
POLICY & PROCEDURE HANDBOOK 15 [COMPANY NAME/DIVISION NAME]
Revision Date ____ /_____/ ______
speak with your [DEPARTMENT] [JOB TITLE]. We are confident that open communication
will solve problems that arise in the workplace.
You are responsible for adhering to all company standards, including customer service,
appearance, personal conduct, and safety. We expect you to know and follow company
policy and standards. You are accountable for your actions.
The Network
If you are aware of a situation in which you believe that our Company’s ethical, legal, or
safety procedures have been violated, it is important to immediately report your concerns.
The best way to take action is to talk to your Supervisor, your Department [TITLE], or the
Director of Human Resources.
Our policies prohibit any form of retaliation against employees when they bring problems to
our attention. However, there are some circumstances when you may not always feel
comfortable coming forward. [COMPANY NAME] employs an independent company, “The
Network”, to operate an employee ethics and compliance hot line. This service provides you
with an additional way to voice your concerns and help the company identify serious issues
early.
You can call the hot line toll-free at 1-000-000-0000 to report any type of illegal, unethical, or
unsafe behavior at work, for example, theft, discrimination, workplace violence, or fraud.
The service is available 24 hours a day, 7 days a week and you are not required to give your
name when you call.
Remember, it’s important to speak up when you know things are wrong. We all share the
responsibility of ensuring that our Company continues to be an honest, safe, and productive
place to work.
Sarbanes-Oxley (SOX) Ethics and Compliance Hotline
[COMPANY NAME] is committed to providing employees access to a confidential third-party
ethics hotline to report illegal or unethical activity. [COMPANY NAME] has chosen to provide
that access via a toll free number. Ethics Hotline Communication Standards have been
established to ensure that the toll-free number (1-000-000-000) is communicated to
employees on a regular and consistent basis.
Sarbanes-Oxley Act: Enacted in 2002 by Congress, the Act requires publicly traded
companies to establish internal procedures to permit employees, customers, vendors, and
shareholders to anonymously report information about illegal or unethical activity.
POLICY & PROCEDURE HANDBOOK 16 [COMPANY NAME/DIVISION NAME]
Revision Date ____ /_____/ ______
Ethics Hotline: The Ethics Hotline, accessible 24 hours, 7 days a week, is designed to deter or
report unethical, illegal, or improper behavior that may hurt employees, the company, and
its customers. The Ethics Hotline will help reduce losses associated with illegal or unethical
activity and further demonstrate the company's commitment to ethical business practices.
The Ethics Hotline will handle the following types of calls:
Accounting/audit irregularities
Improper loans to executives
Ethics violations
Retaliation against whistleblowers
Insider trading
Other illegal acts
The Ethics Hotline is not intended to be a substitute for open communication between
management and employees. Its purpose is to strengthen the company's ability to identify
serious issues early and take action.
Information reported by employees may be provided directly to the Audit Committee of the
Board of Directors.
Ethics Hotline Communication Standards
1. Once a year, each property/corporate division will communicate to employees the
Ethics Hot Line number and its purpose. The method of communication can be in
any format as long as it reaches all employees and provides a detailed explanation.
The following are some examples:
Newsletter article
E-mail
Employee letters
2. New hire orientations will include a verbal and visual communication of the Ethics
Hot Line.
3. Employee handbooks will include a description of the Ethics Hot Line.
4. On-going visual communications (e.g., posters, flyers, TV monitors) are to be
available in the following areas:
Employee high traffic areas (e.g. main employee entrance, employee services
office; employee diner)
Accounting/Finance offices
Internal Audit offices
Corporate office buildings
POLICY & PROCEDURE HANDBOOK 17 [COMPANY NAME/DIVISION NAME]
Revision Date ____ /_____/ ______
5. Ethics Hot Line communications are to be provided in English and Spanish.
6. Each property's PBX department will have the Ethics Hot Line number available in
their directories for employee and Customer inquiries.
7. The Ethics Hot Line information will be available on the [COMPANY NAME] website.
8. The [COMPANY NAME] [DEPARTMENT] will be auditing property/corporate divisions
periodically to ensure adherence to these standards.
POLICY & PROCEDURE HANDBOOK 18 [COMPANY NAME/DIVISION NAME]
Revision Date ____ /_____/ ______
YOUR PAY ____________________________________
Pay Periods
Paydays are on Fridays and you are paid bi-weekly. The workweek for payroll purposes
begins Monday morning on graveyard shift and ends Sunday night on swing shift. Check
with your Supervisor to find out when you get paid.
Direct Deposit / Paycard
Save time by having your paycheck deposited directly into your bank account or PayCard
account.
Direct Deposit:
Electronically deposits your paycheck into your bank account.
Can be set up with any bank or financial institution.
You must have an existing bank account to sign up.
Service is provided at no charge.
Paycard:
Personal payroll account funded directly by your paycheck.
Administered by Skylight Financial in partnership with U.S. Bank. Paycard accounts
are FDIC-insured.
All employees are eligible for a Paycard account. Checking or savings account not
required.
No monthly maintenance fee - other fees apply after a limited number of
transactions.
Clocking In and Clocking Out
Hourly paid employees; the time and attendance system is easy to use and accurately
records your work hours. Employees must clock in before and clock out after assigned shifts
using their own photo ID card. Moreover, the clock will be “opened” and “closed” by a
Supervisor. It is only possible to clock in or out when the clock is open.
POLICY & PROCEDURE HANDBOOK 19 [COMPANY NAME/DIVISION NAME]
Revision Date ____ /_____/ ______
POLICIES
Clocking in and out using another employee’s photo ID card or clocking in and out
for another employee is not allowed.
Employees may only clock in a maximum of 6 minutes before the start of a shift and
clock out no earlier than 6 minutes before the end of a shift.
Employees must be at their workstation, prepared to work, at the start of the shift.
Employees must have their photo ID badge with them at all times at work. Excessive
use of the "No Badge" function on the time clock may result in disciplinary action.
A Supervisor must approve overtime and/or shift changes prior to the overtime
and/or shift change occurring.
Note: Violations of these policies may result in disciplinary action. Please see your Supervisor
for additional information.
Overtime - (Hourly Employees)
Overtime must be pre-approved by your Supervisor. Overtime pay is equal to 1 ½ times your
regular rate of pay. Overtime is defined as hours worked more than 40 hours per calendar
workweek, as well as hours worked more than eight hours in one day. This policy is
applicable to hourly, non-union employees.
Procedure
1. [COMPANY NAME] uses a calendar workweek, which begins Monday morning
(graveyard shift) and ends Sunday night (swing shift). A workday is a 24-hour period,
which begins when the employee initially starts work on any given day.
2. Overtime is paid as follows:
Employees are paid 1 ½ times their regular rate of pay for hours worked in
excess of eight or ten (if applicable).
Employees are paid 1 ½ times their regular rate of pay for any hours worked
in this period that exceed 40.
Paid time off (i.e. holidays, perfect attendance days, vacation) does not count
toward the 40-hour workweek.
3. Overtime is calculated and paid to the nearest tenth of an hour.
4. Employees working in positions classified as Industry Standard are paid overtime in
accordance with Payroll Industry Standard Overtime Guidelines.
POLICY & PROCEDURE HANDBOOK 20 [COMPANY NAME/DIVISION NAME]
Revision Date ____ /_____/ ______
5. All overtime must be pre-approved by the employee's Supervisor.
6. [COMPANY NAME] is legally obligated to pay overtime premiums even when the
overtime is caused by a scheduling error.
7. Employees may not make agreements to waive any legally mandated overtime
premium.
8. [COMPANY NAME] employees, working at another [COMPANY NAME] property, who
have already worked 40 hours during a calendar week or eight hours during the day
of the event, are paid 1 ½ times their regular rate of pay for working at the other
property.
Errors/Adjustments
If you feel that there is an error on your paycheck, please discuss this with your Supervisor.
Your Supervisor will communicate with Payroll to correct the error. Generally, adjustments
will be paid within the next scheduled paycheck and distributed on the next scheduled
payday.
Early Check
Early checks may be issued to employees in the event of a serious financial emergency. This
policy is applicable to all full and part-time, hourly and salaried employees. Directors and
above are ineligible for this program.
Procedure
A serious financial emergency is defined as:
Medical reasons
Repossession
Foreclosure
Eviction
Disconnection of utilities
Documentation supporting the need for an early check, such as an eviction notice, is
required for approval.
Requests will be processed for current worked and earned hours that are unpaid to
date.
Requests for the following are not permitted:
POLICY & PROCEDURE HANDBOOK 21 [COMPANY NAME/DIVISION NAME]
Revision Date ____ /_____/ ______
Flat dollar amounts
Early payment of hours not earned
Employees must complete an early check request form and attach supporting
documentation.
Request forms must be approved by the following:
[DEPARTMENT] [JOB TITLE]
[DEPARTMENT] [JOB TITLE]
[DEPARTMENT] [JOB TITLE]
Requests are processed as follows:
Submitted by 10 a.m. - Check available for pick-up at end of same business
day
Submitted after 10 a.m. - Check available for pick-up by end of next business
day
Early check requests are recorded and tracked by Payroll.
Employees are limited to two early checks per calendar year.
Note: The “Early Check Request Form” can be obtained via the following link:
[www.LinkGoesHere.com]
POLICY & PROCEDURE HANDBOOK 22 [COMPANY NAME/DIVISION NAME]
Revision Date ____ /_____/ ______
TIME AND ATTENDANCE ____________________________
Position Classifications
This policy describes the various classifications of positions in terms of employment
designation (exempt or non exempt) and employee definition (full-time, part-time, term
appointment, contract, temporary, and on-call). This policy addresses staff employees, only.
For information on independent contractors refer to [COMPANY NAME] Corporate Sourcing
Solutions and reference “Master Staffing Service Agreement – Staffing”
2. Employee Fair Labor Standards Act Designation
The Fair Labor Standards Act, as amended, classifies employee positions as either "exempt"
or "non exempt." The classification of a position determines how an employee may be paid,
among other things, for hours worked in excess of forty (40) hours per week and whether or
not they are subject to the minimum wage and overtime provisions of the Fair Labor
Standards Act. The [COMPANY NAME] Corporate Human Resources Department determines
which positions will be exempt or non exempt.
2.1. Exempt Employee
Exempt employees are salaried employees and are paid on bi-weekly payroll and are
exempt from the minimum wage and overtime provisions of the Fair Labor Standards
Act. Exempt employee positions include such positions as directors, managers, and
professional staff, such as engineers, and attorneys. This list is for illustrative purposes
only, and is not meant to be all inclusive. See your Human Resource department for
additional information.
2.2. Non Exempt Employee
Non exempt employees are employees paid on an hourly basis and are subject to the
minimum wage and overtime provisions of the Fair Labor Standards Act. Non exempt
staff employees are paid on the bi-weekly payroll and hours worked are reported on a
time clock or time sheet. They are entitled to premium compensation for overtime
work. Non exempt employee positions include such positions as secretarial, clerical,
maintenance, support and service workers. This list is for illustrative purposes only, and
is not meant to be all inclusive. See your Human Resource department for additional
information.
POLICY & PROCEDURE HANDBOOK 23 [COMPANY NAME/DIVISION NAME]
Revision Date ____ /_____/ ______
3. Employee Appointment Status Distinction
3.1. Regular Full-Time Employee
A regular full-time employee is hired for an indefinite period of time and is normally
scheduled to work forty (40) hours per week. Appointment is continuous, subject to
satisfactory performance and availability of funding.
3.2. Regular Part-Time Employee
A regular part-time employee is hired for an indefinite period of time and is scheduled
to work less than forty (40) hours per week. Employees in this category are classified
either as three-quarter time (3/4), normally scheduled to work 30-39 hours per week;
half-time (1/2), normally scheduled to work 20-29 hours per week; or less than half-
time, normally scheduled to work 1-19 hours per week. Appointment is continuous,
subject to satisfactory performance and availability of funding.
3.3. Term Appointment Employee
A term appointment employee is hired (full-time or part-time) into a position that is
designated to run for a defined period of time. This may happen for various reasons;
such as, the position is funded from non-recurring sources (e.g. contracts and grants) or
the position is needed to complete a special project. Term employees are normally hired
for periods greater than six (6) months and less than three (3) years.
Employees hired for a term appointment will be separated from the [COMPANY NAME]
[DEPARTMENT/DIVISION NAME] as of the specified date unless the supervisor notifies
the employee that the appointment will be extended. For the specified period of
appointment, term employees are entitled to all other rights and privileges as regular
status employees, except the right to grieve separation at the end of the appointment.
Term appointment employees are not placed on layoff status at the end of the
appointment. See your Human Resource department for additional information.
3.4. Contract Employee
Contract employees are hired into certain senior positions designated by
[DEPARTMENT/DIVISION NAME] Management to serve for a specific period of time. The
responsibility associated with the position is judged to be such that [COMPANY NAME]
must reserve the right to renew or not renew the contract of the incumbent in the
position when such contract expires. Contracts are normally written for one (1) year
terms. Except for [COMPANY NAME]’s right either to renew or not renew an
vendors/suppliers/consultants contract, and except for matters specifically set forth in
POLICY & PROCEDURE HANDBOOK 24 [COMPANY NAME/DIVISION NAME]
Revision Date ____ /_____/ ______
such contract (including duties and salary), the benefits, terms, and conditions of
employment of an vendor/supplier/consultant on contract shall be governed by
[COMPANY NAME] personnel policies and procedures, found by means of [COMPANY
NAME] “Master Staffing Service Agreement”.
3.5. Temporary Employee
A temporary employee is hired to work a reasonably predictable schedule, full-time or
part-time, for a period not to exceed six (6) months. Temporary positions are normally
not renewable; however, extensions may be granted with the approval by
[DEPARTMENT/DIVISION NAME] Senior Management, and the Human Resources
Department. Individuals hired on six (6) month professional service appointments are
classified as temporary employees. See your Human Resource department for additional
information.
3.6. On-Call Employee
An on-call employee is employed on an intermittent basis to work special events, during
peak work periods, to fill in for an absent employee, and in other similar circumstances.
An on-call position may be renewed by submitting a request to [COMPANY NAME]
[DEPARTMENT/DIVISION NAME] Management, and the Human Resources Department
for approval.
4. Eligibility for Benefits
4.1. Eligible Positions
Regular employees scheduled to work thirty (30) or more hours per week are eligible to
receive benefits, providing the employee has successfully completed the 90 day
introductory period. These benefits include annual leave, sick leave, personal leave,
leave without pay, retirement contributions, unemployment compensation, workers'
compensation, and participation in programs such as health, life, and other types of
insurance, tuition remission, and tax-deferred annuities. Full-time regular employees are
eligible for education benefits as well.
4.2. Ineligible Positions
Part-time employees scheduled to work less than thirty (30) hours per week, temporary
employees, and on-call employees are covered by unemployment compensation and
workers' compensation insurance, but are not eligible for other [COMPANY NAME]
approved benefits. Employees will be subject to payroll tax deductions, such as income
tax and social security tax withholding, and may be subject to retirement contributions
depending on number of hours worked.
POLICY & PROCEDURE HANDBOOK 25 [COMPANY NAME/DIVISION NAME]
Revision Date ____ /_____/ ______
Breaks - (Hourly and Salary Employees)
Employee lunch breaks are scheduled according to business demands, as follows:
8 hour shift = One (1) hour
7 hour shift = Forty-five (45) minutes
6 hour shift = Forty-five (45) minutes
5 hour shift = Thirty (30) minutes
4 hour shift = Fifteen (15) minutes
Note: If the length of a shift falls between the shifts listed above, the designated break will
be that of the lesser shift.
Paid 10-minute rest period for each 4 hours worked or major fraction thereof; as practicable,
in middle of each work period. Not required for employees whose total daily work time is
less than 3 and ½ hours.
[DEPARTMENT/DIVISION NAME] employees are advised to synchronize their watches with
the time clock. Extending a lunch without prior approval will be subject to disciplinary action.
Returning from breaks any later than the allotted time is considered a rule violation and will
be subject to discipline.
You are given additional time during your shift to attend to personal needs. All personal
duties such as applying makeup, styling of hair, using the restroom, making phone calls,
smoking, etc. are to be done within the allotted break period. [DEPARTMENT/DIVISION
NAME] employees returning from a break should be prepared to return to their assigned
area.
Part-time Employees - (Hourly Employees)
Part-time employees may work full or short shifts to cover business demands, vacations,
leaves of absence and personal days off. Part-time employees are not guaranteed a
minimum number of hours, any specific shift, or any specific days off.
Part-time employees are eligible for:
Overtime pay on holidays worked.
Overtime pay for working over 8 hours in one day and/or over 40 hours in
one week.
Extra days off upon completion of the Extra Day(s) off Request form.
POLICY & PROCEDURE HANDBOOK 26 [COMPANY NAME/DIVISION NAME]
Revision Date ____ /_____/ ______
Insurance and benefits once the employee has received a full time shift and
has worked for a minimum of three months.
An opportunity to apply for a full time position at the
[DEPARTMENT/DIVISION NAME] when a shift posting is open to all
employees.
Part-time employees are required to:
Know and follow all [DEPARTMENT/DIVISION NAME] policies and
procedures.
Comply with established [DEPARTMENT/DIVISION NAME] attendance
policies.
Read and follow the schedule.
Check the posted schedule weekly.
Part-time employees are not guaranteed:
Specific days off every week.
A minimum number of hours per week.
Insurance benefits until full time work is offered.
A specific period of time when the opportunity to become a Full-time
employee will be available.
Shifts or days off will not be scheduled around regular outside activities such
as other employment.
That the next available full time shift opening will be filled by a Part-time
employee who applied for that shift and has the most seniority.
POLICY & PROCEDURE HANDBOOK 27 [COMPANY NAME/DIVISION NAME]
Revision Date ____ /_____/ ______
Attendance - Hourly Paid Employees
Attendance is an important part of your overall job performance and your department’s
success. Being absent or late to work negatively affects your coworkers and Supervisors.
Make it your personal goal to report to work on time for all of your shifts.
Your Manager will keep your attendance record for each calendar year, starting January 1
and ending December 31. Each absence and tardy will be recorded by your Supervisor and
will result in attendance violation points, as follows:
Number of Points
Tardy - Reporting late without prior approval
1/2
Employee requested early out - for sickness or emergency
after mid-shift 1/2
Employee requested early out - for sickness or emergency
prior to mid-shift 1
Absence - Absent for 1 to 4 consecutive days
1
Absence - Absent for 5 or more days without a request for
leave. (Absences of 5 or more days are considered a medical
1
leave and require a medical certification to return to work.)
No Call/No Show - Absent for an entire shift without 1st Offense 1-day
notification prior to mid-shift. No Call/No Show are suspension and 1
handled separately as follows: attendance point
2nd no call/no show in a
calendar year results in
termination.
Note: Employees may accumulate 5 points in the calendar year with no discipline. Each
additional point within the calendar year results in the following progressive discipline:
POLICY & PROCEDURE HANDBOOK 28 [COMPANY NAME/DIVISION NAME]
Revision Date ____ /_____/ ______
Point Number Disciplinary Step
6 Verbal counseling
7 Written counseling
8 One-Day suspension
9 Three-Day suspension
10 Termination
1. All attendance violations are considered active for 1 year beginning January 1 and
ending December 31. On January 1st of each year all points and discipline is removed
from an employee's record unless:
The employee is at 8 or more points. Discipline for employees with 8 or more
points remains in effect and continues to accumulate until the employee has
reached 6 months of perfect attendance.
2. Six consecutive months of perfect attendance eliminates any existing attendance
discipline in an employee's file.
The [DEPARTMENT] will automatically adjust the employee's points to zero.
3. The following are not considered attendance standard violations:
Scheduled days off
Vacations
Holidays (which an employee is not scheduled to work)
On-the-job injury/illness
Jury duty
Approved leaves of absences, either continuous or intermittent
Layoff
Department offered early out
Other approved time off
Termination
Terminations for violations of attendance standards require the prior approval of the
Director of Human Resources.
POLICY & PROCEDURE HANDBOOK 29 [COMPANY NAME/DIVISION NAME]
Revision Date ____ /_____/ ______
Call-In Procedures
1. Employees are required to notify their Supervisor of an expected tardiness or
absence in compliance with department policy.
Violations of call-in procedures will result in discipline, in addition to the
points given, for the tardiness or absence.
Peak Attendance
1. Peak Attendance days must be posted by department 30 days in advance.
Please check with department for details.
Responsibilities
1. Department Managers are responsible for:
Communicating this policy to employees.
Developing and communicating department specific call-in procedures.
Maintaining attendance records for each employee, beginning on the
employee's hire date.
Informing employees of their eligibility for a leave of absence if they have
reason to believe that an absence would qualify for continuous or
intermittent leave.
POLICY & PROCEDURE HANDBOOK 30 [COMPANY NAME/DIVISION NAME]
Revision Date ____ /_____/ ______
EMPLOYMENT POLICY AND SCHEDULING ________________
Introductory Period
The first 90 days of employment with [COMPANY NAME] is called an “introductory period.”
During this introductory period, our organization and your Manager will carefully consider
your work abilities and performance. This introductory period also allows you to consider
whether [COMPANY NAME] [DEPARTMENT/DIVISION NAME] and your particular job is right
for you. Under certain circumstances, your introductory period may be extended by
Management. Likewise, during this period of time if you or management decides the work
relationship is not compatible, it is understood that the relationship may be ended without a
stated reason.
Career Advancement
[COMPANY NAME] [DEPARTMENT/DIVISION NAME] maintains a ‘promote from within’
policy as long as there are employees who are qualified for available positions. This means
that current [DEPARTMENT/DIVISION NAME] employees are considered for promotion
before candidates from other departments or from outside the company. See your
Manager for more information about applying for open positions by means of the corporate
Information Station and/or Momentum intranet page.
All employees are strongly encouraged to sit down with their Manager at any time to discuss
what steps they need to take, or areas they need to develop, to prepare themselves for
possible promotion or transfer in the future.
Job Opportunities
This policy provides an opportunity for eligible, qualified employees of one [COMPANY
NAME] company (as defined below) to obtain employment with another [COMPANY NAME]
company and maintain certain benefits as specified in this policy.
An employee currently employed at an [COMPANY NAME] company who obtains a new job
at another [COMPANY NAME] company under this policy will be treated as a new employee
at the new company, except that for benefits purposes only he/she will be credited for
employment service at prior [COMPANY NAME] companies. This policy summarizes how
such benefits will be credited. In all cases, however, the terms of the actual benefits plans
are controlling.
POLICY & PROCEDURE HANDBOOK 31 [COMPANY NAME/DIVISION NAME]
Revision Date ____ /_____/ ______
After the effective date of this policy, if an employee at an [COMPANY NAME] company is
hired by another [COMPANY NAME] company without using the procedures set forth in this
policy, he or she may not be credited for prior service at [COMPANY NAME] companies, but
rather will be provided benefits based on the employee's Company Hire Date (as defined
below) at the new company.
Definitions
1. [COMPANY NAME] company - A company or other business entity that is owned
directly or indirectly by the [COMPANY NAME] Corporation (referred to as
"[COMPANY NAME] company" within this policy). An [COMPANY NAME] company
that __________________ is sometimes referred to in common everyday speech as a
"property."
2. Corporate Hire Date - The date an employee was first hired at any [COMPANY NAME]
company. This date is used to calculate certain benefits relating to length of service.
3. Company Hire Date - The date an employee was hired at the [COMPANY NAME]
company where he/she is currently employed.
Eligibility
1. A regular full-time or a regular part-time employee at an [COMPANY NAME] company
is eligible to apply for an open position with another [COMPANY NAME] company
after the employee has met the criteria set by the hiring company. Each [COMPANY
NAME] company (property) requires that an employee have a minimum of six
months service in his/her current job and be discipline-free for six months before
moving to another [COMPANY NAME] company. The hiring company may also
establish other eligibility requirements.
2. Exceptions to the eligibility requirements set by the hiring [COMPANY NAME]
company require the approval of the Vice President of Human Resources at that
company and the VP HR at the company of origin.
3. An employee who accepts new employment under this policy is not eligible to apply
for another inter-company job opening (i.e., to move from employment at one
[COMPANY NAME] company to employment at another [COMPANY NAME] company)
for six (6) months.
4. Hiring under this policy must comply with the [COMPANY NAME] Employment of
Relatives Policy.
5. An employee who obtains a new job at another [COMPANY NAME] company under
this policy will not be provided with relocation assistance. Exceptions require the
POLICY & PROCEDURE HANDBOOK 32 [COMPANY NAME/DIVISION NAME]
Revision Date ____ /_____/ ______
approval of the Vice President of Human Resources and the President of the hiring
company.
6. Special procedures may be developed outside the scope of this policy for situations
requiring a high volume of open positions to be filled.
Job Postings
1. Job openings subject to this Inter-company Job Opportunities Policy will be posted on
the [COMPANY NAME] Information Station.
2. Applicants will be considered in the following order:
First priority: Qualified employees who work in the department that has the
open job at the hiring [COMPANY NAME] company.
Second priority: Qualified employees who work in other departments at the
hiring [COMPANY NAME] company.
Third priority: Qualified employees from other [COMPANY NAME] companies.
Fourth priority: External applicants who do not work at an [COMPANY NAME]
company.
3. Postings for available job positions will remain open for a minimum of three (3) days.
4. The job posting procedure shall apply to any position within the Company of Director
and below.
Application Process
1. To apply for an inter-company job opportunity (i.e., to move from employment at
one [COMPANY NAME] company to employment at another [COMPANY NAME]
company), an eligible employee must fill out a Job Interest Form. The employee must
state his/her qualifications based on the posted requirements for the position. As
part of this process, the employee will be required to authorize release of
information from his/her personnel records at the employee's current company to
allow the hiring company to verify that the employee meets the minimum eligibility
requirements for the position.
2. The Job Interest Form will be transmitted to the Employment Center or other
designated Human Resources location at the hiring [COMPANY NAME] company.
3. The Employment Center or other designated Human Resources location at the hiring
[COMPANY NAME] company will verify that the employee meets the eligibility
POLICY & PROCEDURE HANDBOOK 33 [COMPANY NAME/DIVISION NAME]
Revision Date ____ /_____/ ______
requirements and qualifications for the position. The employee may be required to
update his/her application to include current information.
4. If the employee does not meet the eligibility requirements or qualifications for the
open position, the Employment Center or the hiring department at the hiring
[COMPANY NAME] company will notify the applicant.
5. The Employment Center at each [COMPANY NAME] company will consider each
employee applicant in accordance with that company's regular background checks,
drug testing and other hiring policies and procedures.
6. If the employee is selected for the open position, the separation date from the
employee's current [COMPANY NAME] company and the hire date at the hiring
[COMPANY NAME] company must be mutually agreed upon by each company. The
start date of the new job should not be delayed more than fourteen (14) days after
the offer date for the new job.
7. All personnel hiring forms must be completed prior to the employee beginning
employment with the hiring [COMPANY NAME] company.
Benefit Transfer
1. When an employee moves from employment at one [COMPANY NAME] company to
another [COMPANY NAME] company under this policy, vacation, paid time off (PTO)
and flextime will be paid and/or credited as follows:
Vacation Policy to Vacation Policy. The hiring company will credit the
employee for all time earned and accrued at the previous company.
Vacation Policy to PTO/Flextime Policy. The previous company will pay the
employee for all earned time at the time of the employee's separation. The
hiring company will convert all accrued time to PTO/flextime if the employee
is hired into a benefits-eligible position and the corporate hire date occurs six
or more months from the start date in the new position. If the employee's
corporate hire date occurs within six months of the start date in the benefits
eligible position, the previous company will pay the employee for accrued
vacation time at the time of separation.
PTO/Flextime to PTO/Flextime Policy. The previous company will pay for
PTO/flextime in excess of 80 hours at the time of the employee's separation.
The hiring company will credit the employee any PTO/flextime up to 80 hours.
POLICY & PROCEDURE HANDBOOK 34 [COMPANY NAME/DIVISION NAME]
Revision Date ____ /_____/ ______
PTO/Flextime to Vacation Policy. The previous company will pay for
PTO/flextime in excess of 80 hours at the time of the employee's separation.
The hiring company will convert any remaining time to vacation time if the
employee is hired into a benefits-eligible position and the corporate hire date
occurs six or more months from the date of the start date in the new position.
If the employee's corporate hire date occurs within six months of the start
date in the new benefits eligible position, the previous company will pay the
employee for all PTO/flextime at the time of separation. If the employee is
hired into a non-benefits eligible position, he/she will be paid out for all
PTO/flextime at the time of separation.
2. Vacation, PTO and flextime accruals: will begin immediately at the hiring [COMPANY
NAME] company and will be based on the employee's corporate hire date. Employees
will participate in the time-off program in effect at the hiring company (Vacation or
PTO/Flextime).
3. Seniority: Calculation of seniority will be as follows: An employee who is hired by
another [COMPANY NAME] company will retain his/her corporate hire date for
benefits purposes. The employee's start date at the hiring company will be used for
company, departmental, and classification seniority.
4. Medical Insurance: The employee will have immediate medical coverage when
he/she starts work in the new position under the hiring [COMPANY NAME]
company's benefit plan and conditions, if the employee is enrolled in a [COMPANY
NAME] medical coverage plan at the time of separation from the previous [COMPANY
NAME] company. If the employee did not meet the waiting period at his/her previous
company required for medical coverage, he/she must complete that waiting period,
with credit given for the length of time the employee was employed at the previous
company, before medical coverage will begin.
5. Base Pay Rate: When an employee moves from employment at one [COMPANY
NAME] company to another [COMPANY NAME] company under this policy, the
employee will be paid the base wage rate established by the hiring company.
POLICY & PROCEDURE HANDBOOK 35 [COMPANY NAME/DIVISION NAME]
Revision Date ____ /_____/ ______
Reinstatement and Rehire Eligibility Policy
If a former employee is re-employed with the Company after being separated from
employment, he or she will be identified as either "rehired" or "reinstated" to employment,
depending upon the circumstances of his/her separation from employment and the length
of time since separation from employment with the Company.
Rehire
1. A separated employee who is re-employed by the Company will be classified as a
"Rehire" if the employee is re-employed more than six (6) months after the
employee's separation from the Company.
2. An employee who is rehired will be issued a new date of hire and that new date of
hire will be utilized for all employment purposes.
3. An employee who is rehired will be required to successfully complete a new drug
test, background investigation and introductory period.
4. A former employee is eligible to be considered for rehire for a vacant position for
which he/she is qualified under the following circumstances:
An approved job position is vacant and a new employment application has been
completed, and
The former employee is a qualified candidate for the vacant position and the
department head recommends rehiring the candidate.
Reinstatement
1. An employee who is re-employed by the Company is eligible for "Reinstatement" to
employment if:
The employee is re-employed within six (6) months after the employee's
separation date and the employee successfully completed his/her introductory
period in the last position held with the Company; or
The employee is re-emp