EMPLOYEE HANDBOOK
2009
P.O. Box 99 • Bladensburg, MD 20710 • 240.396.7518 www.pharicebrownandassociates.com
PHARICE BROWN & ASSOCIATES, LLC
EMPLOYEE MANUAL
This document is a reference guide to provide answers to frequently asked questions concerning employment at PB&A (PB&A) and it subsidiary companies; Space & Time – Errand and Cleaning Service, Word of Mouth Events & Planning, and EB Interior Design. Each section includes a summary of policies or operating procedures. Moreover, the existence of these policies and procedures in no way modifies the at-will employment relationship between the employee and PB&A or its subsidiaries, nor do these policies give rise to any contractual obligations. For more complete information on a particular subject, an employee should contact his or her supervisor, the Human Resources Administrator or the designated individual listed in the policy or procedure. This manual is designed as a guide, subject to the terms and conditions of other standard operating procedures, insurance polices and government regulations. These policies, practices and benefits are continuously reviewed and may be modified and/or deleted at any time at PB&A full discretion. Nothing in this Employee Manual creates an implied or expressed contract of employment. The employment relationship may end at any time by PB&A or the employee in accordance with the “at-will” employment doctrine common in the State of Maryland. This edition of the Employee Manual replaces previous personnel policy manuals, employee handbooks and related memos or notices. Since our business and our organization are subject to change, PB&A reserves 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. All employees will be notified of these changes. Changes will be effective on the dates determined by PB&A , and after those dates all superseded policies will be null.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 policy or procedure, speak with your direct supervisor.
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ACKNOWLEDGEMENT OF RECEIPT AND UNDERSTANDING OF PB&A EMPLOYEE MANUAL
This Employee Manual is your guide to the employment policies and practices of PB&A and its subsidiaries. It offers general information regarding your relationship with PB&A, however, any of the policies; benefits or procedures may be revised, supplemented or eliminates at any time at the sole discretion of PB&A. You may periodically receive supplements and revisions to this Manual, and should update your copy accordingly. The individual terms and policies contained in the Manual are not to be read as a contractual commitment between you and PB&A, nor do they modify the employment-at-will relationship. No representative of PB&A or its subsidiary companies has any authority to enter into any employment agreement or make any binding representation or agreement contrary to the proceeding statement. Any use of the words “he,” “him,” and “himself” are used as generic terms only and are not intended to be discriminatory in any way. You should read this Manual and become familiar with its contents. If you have any questions regarding these policies and procedures, please speak with your supervisor and/or Director of Human Resources. Your acknowledgment of receipt of this Manual will be placed in your personnel file.
I have read this statement and understand the purpose of the Employee Manual.
________________________________________ Employee’s Signature
________________________________________ Employee’s Name (Please print)
________________________________________ Date
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WELCOME!
OUR MISSION STATEMENT Making dreams a reality, by providing professional event planning and reorganization services; top quality job placement assistance and an understanding of organizational strategies to help meet corporate objectives, with a competitive advantage in the global marketplace. About Our Business PB&A Not just another Temp Agency, but a professional Staffing service. We offer the following services at affordable rates: Reception, Office Assistant, Administrative Assistant, Executive Assistant; equipped with the following skills: Applications: Microsoft Office Suite (Word, PowerPoint, Excel, Publisher, and Outlook) WordPerfect, Time Matters, Abicus, QuickBooks, Internet Explorer, Access, Lexis/Nexis, WestLaw, Lotus Notes, ACT, and desk top publishing. We also specialize in electronic file storage and maintenance. Converting paper to electronic files; transferring documents to CDs, local networks, database and document transcription and preparation services. Please contact us and inquire about our virtual assistants. Space & Time Errand and Cleaning Service An errand and cleaning services for everyday people and businesses that don’t have the time or the ability to run their daily errands but have a desire or need for the service. Offering low and competitive rates and a multitude of services from washing your laundry, ironing, handling your dry cleaning, detailing your home/business, assemble your furniture and even grocery shopping to name a few. There’s no job too big or small. Our professional services, allow us to get your business reorganized, minimize unsightly clutter, increase workspace productivity and even redesign your office with the latest, affordable trends; all within your budget. Word of Mouth Events & Planning Word of Mouth Events and Planning is not your ordinary event planning organization, rather a professional service where your vision is our passion. With over 10 years of experience coordinating and planning events, Pharice Brown and her staff have successfully climbed the ladder with referrals spread by word of mouth. Having built a reputation in this industry to plan events for all occasions; such as: Family Reunions · Corporate Retreats · Networking Events · Fundraisers · Corporate Functions · Weddings · Board Meetings · Conferences· Conventions · Charity Fundraisers · Speaking Engagements · Marketing Promotions · Receptions · Special Occasions · Inaugurals ~ Mayoral ~ Senatorial ~ Gubernatorial Celebrations; you are guaranteed to have an event that is sure to keep people talking. Whether it’s a three day retreat for 500 or a special celebration for 10, Word of Mouth Events & 5
Planning will successfully execute every aspect of event planning from location to your dining experience. As a member of the PB&A family, your job is central to PB&A’s success in shoring up our valuable resources and in assisting PB&A in not only thriving, but also flourishing and expanding upon their important missions. You, and the job you do, are important parts of this organization and its critical mission. Our continued success and progress depends on the dedication and loyalty of each employee. We intend to provide a positive working environment, recognition for individual achievement, respect for each other, fair compensation, good benefits, and an atmosphere of trust and open communications. We believe that a well-informed employee is the best employee, so this Employee Manual has been prepared especially for you. We look forward to your success with this fine organization!
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TABLE OF CONTENTS
1.0 PB&A HIRING AND CONDUCT POLICIES 1.1 1.2 1.3 1.4 Policy Against Discrimination Equal Employment Opportunity Immigration Law Compliance Policy Against Inappropriate Conduct, Including Sexual and Other Harassment 1.4.1 1.4.2 1.4.3 1.4.4 1.4.5 1.5 Sexual Harassment Inappropriate Conduct Other Forms of Harassment Responsibilities and Investigation No Retaliation
Personal and Professional Conduct 1.5.1 1.5.2 Drug-Free Workplace Policy Personal Information
1.6
Code of Ethics 1.6.1 1.6.2 1.6.3 1.6.4 1.6.5 1.6.6 1.6.7 1.6.8 Conflicts of Interest Reporting Conflicts of Interest Acceptance of Gifts Outside Employment Copyrights and Software Patents and Inventions Proprietary Information Financial Interests in Other Businesses
1.7 1.8 1.9 1.10 1.11 2.0
Computer Use Policy Telephone Use Privacy Open Door Policy Grievance Procedure
PHARICE BROWN & ASSOCIATES, LLC EMPLOYMENT POLICIES 2.1 2.2 Orientation Probationary Period 7
2.3 2.4
Employment Status/Classification Rules of Employee Conduct 2.4.1 2.4.2 2.4.3 Personal Appearance Discipline Performance Appraisal
2.5
Attendance 2.5.1 2.5.2 2.5.3 Business Hours Inclement Weather Excessive Absenteeism and Tardiness
2.6
Compensation 2.6.1 2.6.2 2.6.3 Paychecks Overtime Pay Direct Deposit
2.7 2.8
Accidents Use of Company Property
3.0
PHARICE BROWN & ASSOCIATES, LLC BENEFITS (SOME NOT CURRENTLY AVAILABLE) 3.1 Insurance Plans 3.1.1 3.1.2 3.2 3.3 Plan Eligibility Plan Administrative and Alterations
Retirement Leave Benefits 3.3.1 3.3.2 3.3.3 3.3.4 3.3.5 Paid Vacation (Annual Leave) Sick Leave Holidays Voting Leave Family and Medical Leave 3.3.5.1 Family Leave 3.3.5.2 Medical Leave 3.3.5.3 Benefits While on Family or Medical Leave 3.3.5.4 Reinstatement Rights 3.3.6 Military Leave 8
3.3.7 3.3.8 4.0
Bereavement/Funeral Leave Jury Duty
OTHER POLICIES 4.1 Facilities Policies 4.1.1 4.1.2 4.2 4.3 4.4 4.5 4.6 Visitors Security Systems and Policies
Travel Policies Bulletin Board Non-Solicitation Policy Employee Suggestions Smoking Policy
5.0
SEPARATIONS AND TERMINATION 5.1 5.2 5.3 Separation Exit Interview Termination of Benefits and COBRA
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1.0
1.1
PHARICE BROWN & ASSOCIATES, LLC HIRING AND CONDUCT POLICIES
Policy Against Discrimination
It has been and will continue to be a fundamental policy of PB&A not to discriminate against any individual with respect to recruitment, hiring, training, promotion, and other terms and conditions of employment on the basis of that person’s race, color, religion, sex, sexual orientation, national origin, age, disability, status as a Vietnam era or special disabled veteran, or any other protected status as determined by applicable federal, state or local law. 1.2 Equal Employment Opportunity Policy
It is PB&A’s policy to provide equal employment opportunity for all current and prospective employees and to ensure that employment, training, compensation, transfers, promotions and all other employment opportunities are provided without discrimination or harassment based on race, color, religion, national origin, sex, age, disability, or any other protected status. Our policies are intended to reflect and comply with the Equal Pay Act of 1963, Title VII of the Civil Rights Act of 1964, the Age Discrimination In Employment Act of 1978, the Immigration Reform and Control Act of 1986, the Older Workers Benefit Protection Act of 1990, the Americans with Disabilities Act of 1990, the Civil Rights Act of 1991, the Family and Medical Leave Act of 1993, and other applicable federal and state laws, with their implementing regulations. Additionally, PB&A is committed to prohibiting discrimination based on sexual orientation, marital status and personal appearance. PB&A will provide reasonable accommodations to the known disabilities of applicants and employees. Equal Employment Opportunity means that all personnel decisions are to be made without considering a person’s membership in one of the above groups. This policy applies to all actions, conditions and privileges of employment, including selection, compensation, benefits, promotions, training, social activities and discipline. 1.3 Immigration Law Compliance
PB&A LLC employs only persons legally authorized to work in the United States. This is in compliance with the Immigration Reform and Control Act of 1986 and all other applicable federal and state laws. At the time of acceptance of a position with PB&A , each employee must complete and sign INS Form I-9, which will be maintained on file. 1.4 Policy Against Inappropriate Conduct, Including Sexual and Other Harassment
PB&A is committed to promoting and providing a work environment that is free of discrimination of all types and in which all employees are treated with respect and decency. In accordance with this commitment, PB&A maintains a strict policy that prohibits inappropriate, unprofessional or disrespectful conduct, including any kind of harassment. Furthermore, this policy prohibits inappropriate, unprofessional or disrespectful behavior, including harassment, in any form, including verbal, physical, visual, and/or electronically communicated. Employees who violate this policy will be subject to 10
discipline, including immediate suspension or termination of employment, as necessary and appropriate. 1.4.1 Sexual Harassment
Sexual harassment includes, but not limited to, making unwanted sexual advances, requests for sexual favors, and all other verbal or physical conduct of a sexual or otherwise offensive nature, especially where: (a) Submission to such conduct is made an explicit or implicit term or condition of employment; (b) Submission to or rejection of such conduct by an individual is used as the basis for employment decisions affecting such individual; or (c) Such conduct has the purpose or effect of substantially interfering with an individual’s work performance or creating an intimidating, hostile or offensive working environment. PB&A’s sexual harassment policy prohibits sexual harassment, whether committed by supervisory or nonsupervisory personnel, guests, clients or vendors. Specifically, no supervisor shall threaten or insinuate, either explicitly or implicitly, that an employee’s submission to or rejection of sexual advances will in any way influence any personnel decision regarding that employee’s employment, wages, advancement, assignment, duties, shifts, or any other condition of employment or career development. 1.4.2 Sexual Harassment
Furthermore, this policy prohibits inappropriate, unprofessional conduct that may create an offensive work environment, regardless of whether committed by supervisory or nonsupervisory personnel, guests, clients or vendors, and regardless of whether such conduct include, but are not limited to: leering or staring telling/distributing lewd or off-color jokes using foul or profane language slanderous statements about one’s character threatening statements writing/sending unwanted letters or poems writing obscene letters or comments displaying sexually suggestive and/or racially/ethically offensive objects, pictures, posters or calendars offensive touching, such as placing a hand on a person’s shoulder or stroking someone’s hair; or otherwise touching in a sexually suggestive manner sitting or gesturing sexually asking offensive questions about personal life violating personal space offensive whistling or “catcalling” repeated offensive or unwelcome comments and/or sexual flirtations sexual advances and/or propositions (including repeated requests for dates) 11
1.4.3
verbal abuse of a sexual nature speaking in a sexually explicit manner making graphic verbal commentaries about an individual’s body using degrading words to describe an individual offensive grabbing, kissing, or fondling in a forcible manner sexual assault or rape.
Other Forms of Harassment
Harassment based upon race, color, ethnic background, religious belief, national origin, age, gender, marital status, pregnancy, childbirth-related conditions, sexual orientation, political affiliation, personal appearance, veteran status, physical or mental disability, or history of disability, likewise may take the form of verbal or physical conduct that has the purpose or effect of substantially interfering with an individual’s work performance or creating an intimidating, hostile or offensive work environment. Again, such conduct will not be tolerated by PB&A. 1.4.4 Responsibilities of Investigation
If you believe you have experienced any job-related harassment or inappropriate conduct, promptly report the matter to your supervisor or to Human Resources. PB&A will take any necessary action to remedy the situation and stop any harassment or inappropriate conduct. Confidentiality regarding a claim of harassment, and the facts of the incident(s) giving rise to the claim, will be maintained to the fullest extent permitted by the circumstances. 1.4.5 No Retaliation
PB&A prohibits any form of retaliation against any employee for opposing inappropriate and/or unprofessional workplace conduct or harassment, filing a bona fide complaint under this policy, or for assisting in a complaint investigation. Employees should feel free to report violations of PB&A’s policy against inappropriate conduct, including harassment, to their supervisor of Human Resources without fear of reprisal. If you believe that you have been retaliated against in violation of this policy, report this to your supervisor or to Human Resources. 1.5 Personal Professional Conduct 1.5.1 Drug-Free Workplace Policy
PB&A has a commitment to provide and maintain a drug-free workplace as required by the Drug-Free Workplace Act of 1988. The unlawful manufacture, distribution, dispensation, possession or use of a “controlled substance” as defined by this Act is prohibited on the premises of any PB&A workplace or when representing PB&A off-site. The violation of this policy is a serious offense subject to disciplinary action that may include termination of employment and legal prosecution. 1.5.2 Personnel Information
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PB&A maintains information on all employees in order to keep individual personnel data as current as possible, to ensure participation in applicable employee benefits, including family medical and dental coverage, to ensure that pertinent information in available in case of an emergency or sudden illness and as required by law. Employees should keep the Human Resources Administrator advised of changes in any of the following: name, address, phone number, marital status, number or dependents, beneficiary for life insurance and emergency contact information. Changes to some of these items may also affect insurance coverage, pay or other benefits. Employees are encouraged to complete any relevant change of status forms promptly. 1.6 Code of Ethics 1.6.1 Conflicts of Interest
Staff members may not engage in any dealings with other parties that might place them in a situation of an actual or potential conflict of interest that is either real or apparent. An actual or potential conflict of interest exists whenever an employee is in a position to influence a decision that may result in a personal gain for the employee or for an immediate family member as a result the organization’s business dealings. 1.6.2 Reporting Conflicts of Interest
In order to preserve PB&A’s competitive position, it is important for all staff members to report actual or potential conflicts of interest in writing to his supervisor or the supervisor’s superior promptly. 1.6.3 Acceptance of Gifts
No staff member may solicit or accept gifts, entertainment, or other benefits (other than personal hospitality of an individual) with a fair market value of $250 or more per year from a giver who is engaged in business with or desirous of doing business with PB&A or any of its member institutions. Without regard to the value of the gift, employees are required to refuse gifts and/or gratuities where the gift or gratuity may appear to affect the employee’s business objectivity or present and actual or potential conflict of interest. 1.6.4 Outside Employment
Outside employment, whether for another organization or self-employment, is permitted provided job performance at PB&A is not adversely affected as a result. However, an employee may not engage in employment or other activities if that employment or activity is or appears to be an actual or potential conflict of interest, or competes with or is contrary to PB&A’s interest. PB&A reserves the right to demand that an employee terminate any outside employment it deems to be a conflict of interest, or to take any disciplinary action it deems appropriate. Outside employment may not be performed at PB&A facilities, during regular PB&A business hours or with the use of PB&A’s equipment, supplies or other resources. All outside employment must be approved in advance by the Chief of Staff. 13
1.6.5
Copyrights & Software
Any copyrightable works made, designed, devised, or otherwise created by an employee with the scope of any employee’s employment for PB&A shall be considered Work Made for Hire for the benefit of PB&A and the exclusive property of PB&A. The ease with which software, periodicals, and other documents can be reproduced sometimes makes it easy to forget that such items can be lawful property of others. It is the policy of PB&A to respect copyrights. Employees may not “re-write,” duplicate or distribute any copyrighted materials beyond the scope of the “Fair Use Doctrine” without prior authorization from the General Counsel. 1.6.6 Patents & Inventions
All ideas, writings, and patents made, invented, devised or otherwise created within the scope of an employee’s employment shall be considered Work Made for Hire for the benefit of PB&A and the exclusive property of PB&A. 1.6.7 Proprietary information
In order to preserve PB&A’s competitive position, it is important for all employees to protect propriety information from unauthorized disclosure or use. Accordingly, confidentiality must be maintained. Proprietary information is any information, in any form, that PB&A uses in its business and is not generally known outside of PB&A. Examples of proprietary information include membership data, research data and other information relating to proposed of unannounced new programs or initiatives, new ventures, marketing plans, unpublished financial data, business strategies, research data, legal memoranda or advice as well as information relating to operations, personnel, organization and membership. The proper protection of proprietary information is essential. At a minimum, all such information should be stored in a locked file cabinet. Questions regarding this information and employee responsibility for protecting it should be directed to the CFO or Human Resources Administrator. Improper handling or disclosure of proprietary information may result in appropriate disciplinary action, including but not limited to termination of employment.
1.6.8
Financial Interest in Other Businesses
1.7
A staff member and his or her immediate family may not own or hold any interest in a supplier, customer, of competitor PB&A, except where such ownership or interest consists of securities in a publically owned company and those securities are traded on the open market. Computer Use
PB&A relies on its computer network to conduct its business. To ensure that its computer resources are used properly by its employees, independent contractors, agents, and other computer users, PB&A has 14
created this Computer Use Policy (“Computer Policy”). “Network Computer(s)” refers to PB&A entire computer network, including but not limited to: host computers, file servers, application servers, communication servers, mail servers, fax servers, Web servers, workstations, stand-alone computers, personal digital assistants, laptops, software, data files, and all internal and external computer and communications networks (for example, Internet, commercial online services, value-added networks, and e-mail systems) that may be accessed directly or indirectly from our computer network. “Users” refers to all users, independent contractors, consultants, temporary workers, interns and other persons or entities who use our Computer Resources. The rules and obligations described in this Computer Policy apply to all users (the “Users”) of PB&A’s computer network. Violations may result in disciplinary action, including termination and legal prosecution. The Network Computers are the property of PB&A and may be used for legitimate business purposes and limited and incidental personal use which does not interfere with a User’s work performance. In using or accessing the Network Computers, Users comply with the following provisions. No expectation of privacy. The computers and computer accounts given to Users are to assist them in performance of their jobs. Users do not have an expectation of privacy in anything they create, store, send, or receive via the Network Computers. Any information on the Network Computers may be accessed by PB&A at any time without notice. Wavier of privacy rights. Users expressly waive any right of privacy in anything they create, store, send, or receive on the computer or through the Internet or any other computer network. Users consent to allowing personnel of PB&A to access and review all materials users create, store, send, or receive on a Network Computer or through the Internet or any other computer network. Users acknowledge that PB&A may randomly monitor use of its Network Computers by human or automated means. Inappropriate or unlawful material. The Network Computers shall not be used to externally or internally create, send or receive electronic communications that are fraudulent, harassing, highly offensive, sexually explicit, obscene, defamatory, or otherwise inappropriate for the workplace. Telephone Use PB&A’s telephones are intended for the use of serving its customers and in conducting PB&A business. Personal usage during business hours is discouraged except for extreme emergencies. All personal telephone calls should be kept brief to avoid congestion on the telephone line. To respect the rights of all employees and avoid miscommunication in the office, employees must inform family members and friends to limit personal telephone calls during work hours. 1.9 Privacy PB&A protects employee privacy regarding the use and dissemination of personnel data. Employees are permitted, upon reasonable request to examine certain portions of his/her personnel file.
1.8
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Generally, in the absences of written authorization by the employee, responses to requests for compensation information and/or business and credit references will include only the dates of employment and job title. Verification of salary and other personal information is not released to anyone outside PB&A without written authorization, unless required by law. Legal requests, such as subpoenas and court orders, will be honored, and PB&A will attempt to notify employees of such requests as soon as practical. If employees are contacts for employment references or verification of employment for current or former employees, they should refer the caller to the Human Resources Administrator. 1.10 Open Door Policy From time to time, problems or complaints may arise that affect staff relationships or work. Employees may feel they have not been treated fairly or that a mistake was made in the administration of a policy or procedure that affects them. To maintain an open and productive working environment and one that is responsive to employee problems and concerns, employees are encouraged to discuss these matters with their immediate supervisor. If the immediate supervisor is unable to find a solution that is satisfactory, the employee can discuss the situation with the immediate supervisor’s manager. If necessary, further discussions can be arranged with the Human Resources Administrator of high-level management. If an employee feels he or she is the victim of harassment, discrimination or unfair treatment of any kind, he or she should use the Open Door Policy. 1.11 Grievance Procedure PB&A’s intent is to be equitable in devising its personnel policies and fair in administering them. However, there maybe situations in which an employee feels that he has not been treated fairly or that a mistake has been made in the administration of a policy or rule. An employee may employ the following procedure to appeal a personnel action that he believes to be inequitable, unfounded or unjust; and PB&A will make a sincere effort to resolve the matter: Step 1. The employee should discuss the matter with his immediate supervisor. If the employee and his supervisor are unable to resolve the matter satisfactory, then the employee may go to Step 2. If the employee is not comfortable disclosing his concerns to his supervisor, he may go directly to Step 2. Step 2. The employee may request that the Human Resources Administrator assist in resolving the matter. If the matter is not resolved with the assistance of the Human Resources Administrator, then the employee may go to Step 3. Step 3. The Human Resource Administrator will make the final decision resolving the matter.
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2.0
2.1
PHARICE BROWN & ASSOCIATES, LLC EMPLOYMENT POLICY
Orientation When an employee joins PB&A, one of the first activities will be an orientation session. In addition to general information about PB&A and its history, employees should include in their schedule an orientation meeting with the Human Resource as soon after their start date as possible.
2.2
Probationary Period The employee’s initial ninety (90) days of employment will be a “probationary period” during which an employee may evaluate his or her experience at PB&A and PB&A may evaluate the employee’s performing and fit within the organization. However, because all PB&A employees are “at will” employees, meaning that they can be terminated at any time with or without cause or reason, PB&A may terminate an employee with or without cause at any time during or after the probationary period.
2.3
Employment Status/Classification Employment status is determined by the number of regularly scheduled hours and the expected duration of employment. All regular employees are required to complete a 90-day probationary period. A regular employee is one who is hired for an unspecified period of time, on either a full or part time basis. A temporary employee is one who is hired for a specific length of time, usually a short period of time. A temporary employee may be hired on a full-time or part-time basis. A full-time employee is one who is schedules to work at least 40 hours per week. A part-time employee is one who regularly works an average of fewer than 40 hours per week. A part-time employee may occasionally work more hours, but this does not change his or her employment status.
2.4
Rules of Employee Conduct All employees are expected to conduct PB&A business with honesty and integrity, in accordance with high moral and ethical standards, the Rules of Employee Conduct and all laws and regulations. Any employee involved in a violation of this policy will be subject to disciplinary action that may include termination of employment and possible legal prosecution. PB&A has established “Rules of Employee Conduct” to promote the safety and welfare of all employees and to protect PB&A and its employees’ interests. There are certain actions that may result in corrective action and possibly immediate discharge. The following are some of the 17
situations that may result in counseling and/or disciplinary action up to and including dismissal with the possibility of legal actions: Unsatisfactory work performance for any reason The unauthorized use of alcoholic beverages on the premises The possession, use or sale of firearms or illegal drugs on the premises Gambling on the premises Abusive language Harassment Theft Falsification of any record, report or company document Insubordination Violation of any law, regulation or rights of any person or entity, including but not limited to, the copyright rights of any third party by way of plagiarism or any other form of infringement Violence in the workplace
This list not intended to be all-inclusive but is meant to serve as a guide. Performance and professionalism are critical to the integrity of the PB&A workplace. 2.4.1 Personal Appearance Neatness, cleanliness, and appropriate attire are important to maintaining a professional image. Employees are expected to maintain their personal appearance and hygiene accordingly. 2.4.2 Discipline Disciplinary action is not only intended to deter unprofessional behavior but also to provide opportunities for improvement and development. Progressive discipline can include any or all of the following, depending upon the situation: Verbal warning Written warning Suspension without pay Termination
PB&A will handle behavioral problems on an individual basis and specifically reserves the right to take any and all appropriate disciplinary action. An employee’s previous work history may be taken into account in determining which type of disciplinary action is to be taken. The department head, the supervisor, the Human Resources Administrator or Chief of Staff may review all terminations. 18
2.4.3. Performance Appraisal PB&A, supervisors formally evaluation and record each employee’s performance each year, as well as to offer informal counseling and review on an on-going basis through the year. During the annual appraisal, the employee and the supervisor will have an opportunity to share an understanding of job requirements and performance. Strengths and areas for development and improvement will be identified, and career goals discussed. Employees are invited to include written comments, and asked to sign the form to indicate their review. The results of an employee performance appraisal are an overall assessment of employee success in his or her current position. The first performance discussion will be conducted at or near the end of the probationary period. The next appraisal is usually conducted after one-year of employment. Thereafter, performance appraisals may be conducted annually unless there is a significant change in responsibilities, performance or position. 2.5 Attendance 2.5.1 Business hours PB&A is open fro business from 8:30 a.m. to 5:00 p.m., Monday through Friday. Unless special arrangements have been approved in writing by the Chief of Staff, employees are expected to arrive at the office at 8:30 a.m., and to depart no earlier than 5:00 p.m. The standard workweek is 40 hours, and all full-time PB&A employees are expected to work 8 hours per day, Monday through Friday. Modified work schedules and work performed off site must be approved in writing by the Chief of Staff or Human Resources Administrator. When an employee is absent from work due to illness or for any reason, he/she must notify his supervisor as soon as possible but in no event later than his/her scheduled start time without exception. 2.5.2 Inclement Weather Should inclement weather affect travel conditions during the business week, PB&A will follow the procedure outlined by the Federal Government with respect to closure, early dismissal and late arrival. Should inclement weather affect travel conditions, employees may be allowed to take unscheduled annual leave, the employee’s supervisor must be notified. Detailed information on the federal government’s inclement weather policy can be found at www.opm.gov/oca.
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2.5.3
Excessive Absenteeism and Tardiness PB&A expects its employee to be responsible for getting to work as scheduled and to follow the appropriate procedures for notifying supervisors of absences and/or tardiness. An employee whose absences or tardiness is deemed by the Human Resources Administrator to be excessive may be subject to disciplinary action, up to and including termination. Excessive absences or tardiness is among those performance factors considered in employee performance evaluations. Additionally, any employee who fails to contact PB&A management regarding an absence for any reason for two consecutive days will be considered to have abandoned his or her job and to have voluntarily terminated his or her employment with PB&A.
2.6
Compensation 2.6.1 Paychecks All employees of PB&A are paid bi-weekly. If a payday falls on a holiday or a weekend, paychecks will be distributed on the preceding workday whenever possible. 2.6.2 Overtime Pay Non-exempt employees who work more than 40 hours a week are eligible for overtime to be paid at time and one half. Employees are notified upon hire whether they are non-exempt and thus eligible for overtime pay. Employees must obtain approval in writing from a supervisor prior to working overtime. Failure to obtain such approval in violation of this policy may be grounds for disciplinary action which may also include termination. 2.6.3 Direct Deposit For the convenience of employees, PB&A offers a Direct Deposit payroll service. Paychecks are automatically deposited to a designated account and the employee receives a deposit conformation with an earnings statement. To enroll, employee needs to fill in a “Direct Deposit Authorization,” available from the human Resources Administrator. Once the authorization is processed, finds are electronically transferred and credited to the employee’s account at their selected bank/credit union on payday. Direct Deposit will become effective approximately two pay periods from the date the authorization form is processed. Funds may be available sooner to employees with Direct Deposit. All employees are required encouraged to use Direct Deposit.
2.7
Accidents
All accidents that occur on PB&A premises or outside the office while on PB&A business should be reported in writing to the employee’s supervisor and the Human resources Administrator within two days of the accident. The appropriate forms are available from the Human Resources Administrator. A drug and alcohol screen will be required within 2 hours of the accident by the admitting hospital or 20
PB&A approved medical facility. Failure to comply these guidelines will result in disciplinary action up to termination. If it is found that the employee was found to be under the influence of a controlled substance, tobacco or alcohol; employee will be held liable for all damages and terminated. 2.8 Use of Company Property
Personal use of PB&A property including equipment, computers, software, tools, supplies, company vehicle or anything else is not permitted without the express written approval of the Human Resources Administrator. Employees are not permitted to remove Company property from the premises without written authorization. Employees using or borrowing equipment without approval will be subject to disciplinary action, up to and including termination of employment and legal prosecution. If an employee violates this policy they may be subject to suspension without pay or termination.
3.0
3.1 Insurance 3.1.1 Plans and Eligibility
PB&A BENEFITS
All regular employees are eligible to participate in benefit plans offered by PB&A. These benefit plans include medical, dental, short-term disability, long-term disability, life and accidental death and dismemberment insurance coverage. If the proper enrollment forms have been submitted to the Human Resources Administrator on a timely basis, medical, dental, short-term disability, life and accidental death dismemberment insurance coverage for new employees will begin immediately after successful completion of their 90 days probationary period. Newly hired employees maybe required to wait until the next annual open enrollment period. Employees are permitted to change/add benefits during open enrollment only. Employees who experience a change in status that make them newly eligible for benefits or changes to an existing plan must submit an enrollment form to the Human Resources Administrator with in 10 days of the change, i.e. death, marriage, birth, change of beneficiaries. 3.1.2 Plan Administration and Alterations
PB&A reserves the right to terminate any plan and to amend or modify the provisions of any Plan at any time. Each Plan gives the Administrator the sole and absolute final discretion to determine eligibility for plan benefits, to construe the terms of the Plan, and to resolve any factual issues relevant to the benefit eligibility or benefit enrollment. 3.2 Retirement
PB&A offers a retirement plan to all regular employees. Retirement benefits begin on the 1st day of the month immediately following the successful completion of the probationary period. Employees may 21
elect to contribute through pre-tax payroll deductions. For enrollment materials and more information about the plans, see the Human Resources Administrator. 3.3 Leave Benefits 3.3.1 Paid Vacation (Annual Leave)
All regular employees are eligible for paid vacation depending on their length of service and whether they are a full-time or part-time employee. An employee’s length of service is calculated from the date of the employee’s successful completion of their probationary period. Regular employees accrue paid vacation leave based on years of service in accordance with the following schedules, except that part-time employees accrue such leave in proportion to hours worked: Years of Service 0 through 5 6 through 10 11 through 15 Maximum Accumulation 10 vacation days per year 15 vacation days per year 20 vacation days per year (3.33 hours/pay period) (5.00 hours/pay period) (6.67 hours/pay period)
Employees are encouraged to use their annual accrued vacation leave within the twelve-month period in which it is earned. However, at the end of the calendar year, an employee may carry forward a maximum of eighty (80) hours of vacation. Vacation leave in excess of eighty (80) hours at the end of the fiscal year, will be lost. An employee may take accumulated vacation at any time during the year subject to supervisor’s approval. Pay is not granted in lieu of vacation time except at termination. When a holiday falls within an employee’s vacation period, the day is charged as a holiday and not a vacation day. 3.3.2 Sick Leave
Full time employees are eligible to receive paid sick leave when absent from work due to illness, doctor visits, and to care for members of the immediate family. When possible, since leave should be requested in writing and approved in advance by an employee’s supervisor the employee’s supervisor should be notified no later than 9:30 a.m. on the first day unscheduled sick leave is used, and the leave taken must be documented upon the employee’s return to work. An employee who fails to comply with this procedure and does not come to work is absent without leave. Failure to comply with this procedure will result in leave without pay and/or termination. A doctor’s certificate is required to support the following: sick leave taken for 3 or more consecutive days; sick leave taken the business day before or following a scheduled holiday; and sick leave taken for 4 or more days in any four-week period.
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3.3.3
Holidays
PB&A observes ten national holidays each year: New Year’s Day Martin Luther King, Jr.’s Birthday President’s Day Memorial Day Independence Day Labor Day Columbus Day Veteran’s Day Thanksgiving Day Christmas Day
Holidays falling on a Saturday will be observed on the preceding Friday. Holidays falling on a Sunday will be observed the following Monday. Due to the nature of PB&A business, an employee maybe required to work on observed holidays. Full-time non-exempt employees who are required to work on such holidays will be paid for eight (8) additional hours. If an employee wishes time off to observe a religious holiday not observed by PB&A, such leave may be granted upon approval by the department head. This time off may be charged to either vacation leave or leave without pay. PB&A also allows employees to observe their birthday after one year of successful service upon supervisory approval. 3.3.4 Voting Leave
Citizens have the right and the civic responsibility to vote. Polling locations are usually open between 7:00 a.m. and 7:00 p.m. Therefore, it is expected that employees will be able to cast their votes outside of their scheduled work day. However, time off for voting will be granted in unusual circumstances in order to allow all employees to vote. Voting leave must be approved in advance. Such absences will not be charged against accumulated sick or vacation time. 3.3.5 Family & Medical Leave
While PB&A will grant unpaid leaves of absence to eligible employees for the following reasons consistent with the Family and Medical Leave Acts (FMLA): to care for a child after birth, adoption or placement with the employee for foster care; to care for a covered family member (spouse, child, or parent) with a serious health condition; or in the event of an employee’s own serious health condition. 23
Wile the leave granted under this policy is unpaid, employees are encouraged to exhaust and/or utilize all available paid leave benefits (e.g., accrued vacation and/or sick leave, short-term disability, or donated leave etc.) in conjunction with taking leave under this policy. Eligibility: To be eligible for this leave, an employee must be a “regular employee,” must have completed at least twelve (12) months of service with PB&A and must have worked a minimum of 1,250 hours in the twelve-month period preceding the leave. Duration of Leave: Leaves will be granted for a period of up to eight weeks in any twelve-month period, or otherwise in accordance with state law. Notice Requirements: If leave requested under this policy is planned, the employee must provide at least thirty (30) days written notice prior to the anticipated leave date. If the leave is unexpected, the employee should notify his/her supervisor as far in advance of the anticipated leave as possible in writing. Normally, this should be within two business days of when the need for the leave becomes known to the employee. If leave is required prior to official application for and approval of such leave, the employee should notify his/her supervisor as soon as is practical after the event triggering the need for leave occurs. In any event, any employee requesting Family or Medical Leave must submit a Leave Request form to the Human Resources Administrator. These forms are available from the Human Resources Department. 3.3.5.1 Family Leave Leave taken to care for a child after birth, adoption, or placement must be completed within the twelve months following that event and must be taken in consecutive work weeks unless written permission otherwise is granted by the Human resources Administrator. If spouses are both employed by PB&A and are eligible for Family Leave under this section may be limited to a combined total of eight weeks of leave during any twelvemonth period. Employees on leave to care for a family member with a serious health condition may be required to provide certification from the family member’s physician attesting to the nature of the illness, length of time treatment will be required, and the reasons that the employee is required to care for this family member. (Medical certification forms are to be obtained from the member’s/their physician.) Employees also may be required to provide additional physician’s statements at PB&A request at reasonable intervals. Leave for the care of a family member with a serious health condition may be taken intermittently or on a reduced leave schedule if medically necessary and if certification of such medical necessity is provided. 3.3.5.2 Medical Leave At PB&A or its insurance carrier’s request, an employee may be required to provide additional information regarding continued illness and inability to return to work and may be required to submit to a medical examination at PB&A’s expense. 24
If leave is required prior to official application for and approval of such leave, the employee should notify his/her supervisor as soon as it is practical after the event triggering the need for leave occurs. In any event, any employee requesting Family or Medical Leave must submit a Leave Request form to the Human resources Administrator. These forms are available from the Human Resources Department. Before an employee is permitted to return from medical leave, he or she must present a note from a physician indicating that he or she is capable of returning to work and performing the essential functions of the position, with or without reasonable accommodation. In accordance with applicable federal, state, and/or local laws, PB&A will make reasonable accommodation for any disability. Leave for a serious health condition may be taken intermittently or on a reduced leave schedule when certified medically necessary. 3.3.5.3 Benefits While on Family or Medical Leave All group health benefits, including medical and dental insurance will continue during family and/or medical leave as long as the employee continues making regular employee contributions to these plans. Failure to make such payments will result in termination/suspension of converge. Other benefits will be governed in accordance with the terms of each benefit plan as well as any other governing regulations. Any employee who does not return to work upon the expiration of leave under this policy may be held responsible for reimbursing PB&A for the cost of any group benefits maintained by PB&A during the leave period. All benefits that operate on an accrual basis (e.g., vacation (annual) and sick leave) will cease to accrue during the leave period. 3.3.5.4 Reinstatement Rights Employees returning from Family and/or Medical Leave under this policy will be reinstated to their former position or an equivalent position with equivalent benefits, pay, and or other terms and conditions of employment. Exceptions to this provision may apply; (1) if business circumstances have changed) e.g., if the employee’s position is no longer available due to job elimination) or (2) for certain highly compensated employee under certain conditions. (Employees who are not sure whether they would fall under this exception should consult with the Human Resources Administrator prior to taking leave). Employees who are granted leave in excess of that allowed by this policy may not be guaranteed reinstatement. 3.3.6 Military Leave
Employees who are called to active duty for training or service in the United States Armed Forces or the National Guard will be granted the necessary leave of absence. Employees taking military leave for an 25
extended period of time (up to 5 years) should consult with the Human Resources Administrator regarding procedures for returning to work at the end of the tour or duty. Each calendar year, regular full-time employees who have one year or more service with PB&A , may receive up to ten days of supplemental pay (the difference between regular pay and military pay) if they are called for military duty. Insurance and benefit programs remain in effect. To receive payment under this policy, employees should notify their supervisor as far in advance as possible and give the Controller their military pay vouchers upon return to work. 3.3.7 Bereavement/Funeral Leave
Should a death occur in an employee’s immediate family, a leave of up to three (3) days with pay will be granted. Immediate family members include the employee’s spouse, child, father, mother, brother, sister, grandparents, and corresponding in-law relationships. 3.3.8 Jury Duty
Employees summoned for jury duty will be paid for the hours they are regularly scheduled to work while they are required to sit for jury duty. Employees are expected to report for work during normal working hours when jury duty hours and the rules of the court permit. In order to be eligible for jury duty pay, employees must notify their supervisor as soon as they are summoned for jury duty and provide appropriate proof of required service.
4.0
4.1 Facilities Policies 4.1.2 Visitors
OTHER POLICIES
All visitors to any PB&A facility must register at the receptionist desk. The receptionist will notify the PB&A employee that their guest has arrived. Visitors must be escorted at all times with on exception. 4.1.3 Security System and Policies (NOT AVAILABLE AT THIS TIME)
All PB&A employees will be given an electronic pass that allow them to enter the front door of the office suite 24 hours a day/seven days a week. It is important to report any lost or stolen cards to the Human Resources Administrator immediately so that they may be deactivated and replaced. The following actions will be a violation of PB&A’s security policies: giving or transferring PB&A identification material to any person not employed at PB&A ; attempting to enter or assisting any person(s) in entering Company premises or restricted areas without proper authorization; or 26
removing or attempting to remove Company material (documents, equipment, tools, supplies, etc.) from Company premises without written authorization.
If an employee violates this policy they may be subject to suspension without pay or termination. 4.2 Travel Policies
If required by work to travel, employee must complete travel request form and secure approval of his supervisor. Approved travel requests are to be presented by the employee to the Office Manager, who makes all travel arrangements (air, hotel and car). So that PB&A can control travel expenses and take advantage of volume purchasing and other discounts and early reservations, employees are required to present approved travel requests to the Office Manager at the earliest point possible and all travel arrangements are to be made by the Office Manager at the lowest price possible, usually through PB&A’s corporate travel agent.
4.3
Procurement Policies
If required by work to procure goods or services, employee must complete procurement request form and secure approval of his supervisor. Approved procurement requests are to be presented by the employee to the Office Manger, who makes all procurement arrangements. So that PB&A can control expenses and take advantage of volume purchasing and other discounts, employees are required to present approved procurement request forms to the Office Manager at the earliest point possible and all procurement arrangements are to be made by the Office Manager at the lowest price possible. 4.4 Bulletin Boards
Federal and state laws require that certain information be posted on employee bulletin boards. These and other notices of interest to employees are posted on bulletin boards in the main kitchen area. 4.5 Non-Solicitation Policy
It is PB&A’s policy not to permit solicitations during office hours. Accordingly, the distribution of any literature or other written material within the work area or during work time is prohibited. Moreover, employees may not solicit for contributions or engage in fundraising activities during work hours. 4.6 Employee Suggestions
Employee suggestions on how to improve performance, to save time, money and effort and to cut down on waste are always welcomed and appreciated. Employees should share these ideas with their supervisors.
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4.7
No Smoking Policy
In an effort to provide a healthy and productive work environment at all PB&A locations, no smoking is permitted in the workplace at PB&A. Smoke breaks will not be allowed or honored.
5.0
5.1 Separation
TERMINATION AND SEPARATION
Both the employee and PB&A have an equal right to terminate employment at any time for any reason. As PB&A deems appropriate, employees may be given the courtesy of advance notice of employment termination. In the event of a layoff, the employee will be given the first consideration to return to work if the position is later reinstated. Employees who resign are requested to give PB&A the courtesy of at least 14 days prior written notice. Normally, employees are expected to continue to work during the notice period. If an employee is asked to stop working immediately, he or she may receive up to one weekend pay through the notice period at the discretion of PB&A. Terminated employees must return all materials belonging to PB&A, including but not limited to keys, identification and security cards, phones, pagers and credit cards. Employees who owe PB&A money or property will be required to make payment in full. PB&A reserves the right to withhold any reimbursements/payments owed to the employee pending such terminated employee’s satisfactory repayment to PB&A and in accordance with Federal and state laws. Any vacation leave accrued but not take, up to a maximum of 80 hours, will be paid out in the employee’s final paycheck. It is important that all separating employees provide a forwarding address so PB&A can provide W-2 forms and other information as necessary. 5.2 Exit Interview
Terminated employees will be asked by the Human Resources Administrator to schedule an exit interview in order to discuss various aspects of his or her job and PB&A. The exit interview gives PB&A an opportunity to provide the separating employee with information regarding the status of Company benefits and also provides an opportunity for the employee to provide information pertaining to the employee’s particular position. This will give PB&A a chance to gain knowledge that will help us in the future. 5.3 Termination of Benefits and COBRA
Benefits for an employee and his or her eligible dependent(s) will cease when the following occur: the employee terminates employment with PB&A; employees dies; or employee ceases to be a “regular employee”. After the termination of employment, an employee (and his or her dependents(s)) enrolled in medical and dental plans, may elect to continue those benefits in accordance with COBRA. If the employee 28
and/or his or her dependents(s) elect to continue coverage, they would be responsible for the entire cost of the plan premiums, plus a 5% administrative fee. (See Human Resources Administrator for additional information.)
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