Employee Handbook

Welcome to the company

 

The Company has prepared this handbook to provide you with an overview of the Company’s policies, benefits, and rules. It is intended to familiarize you with important information about the company, as well as provide guidelines for your employment experience with us in an effort to foster a safe and healthy work environment. Please understand that this booklet only highlights company policies, practices, and benefits for your personal understanding and cannot, therefore, be construed as a legal document. It is intended to provide general information about the policies, benefits, and regulations governing the employees of the company, and is not intended to be an express or implied contract. The guidelines presented in this handbook are not intended to be a substitute for sound management, judgment, and discretion.

It is obviously not possible to anticipate every situation that may arise in the workplace or to provide information that answers every possible question. In addition, circumstances will undoubtedly require that policies, practices, and benefits described in this handbook change from time to time. Accordingly, the company reserves the right to modify, supplement, rescind, or revise any provision of this handbook from time to time as it deems necessary or appropriate in its sole discretion with or without notice to you.

No business is free from day-to-day problems, but we believe our personnel policies and practices will help resolve such problems. All of us must work together to make the company a viable, healthy, and profitable organization. This is the only way we can provide a satisfactory working environment that promotes genuine concern and respect for others including all employees and our customers. If any statements in this handbook are not clear to you, please contact the company president or his designated representative for clarification. This handbook supersedes any and all prior policies, procedures, and handbooks of the company.

Company Philosophy

In keeping with the company’s philosophy of open communication, all employees have the right and are encouraged to speak freely with management about their job-related concerns. 

We urge you to go directly to your supervisor to discuss your job-related ideas, recommendations, concerns and other issues which are important to you.  If, after talking with your supervisor, you feel the need for additional discussion, you are encouraged to speak with the company president.

The most important relationship you will develop at the Company will be between you and your supervisor.  However, should you need support from someone other than your supervisor, the entire management team, including the company president,  is committed to resolving your individual concerns in a timely and appropriate manner. 

Equal Employment Opportunity

It is the policy of the Company to provide equal employment opportunity to all employees and applicants for employment and not to discriminate on any basis prohibited by law, including race, color, sex, age, religion, national origin, disability, marital status or veteran status.  It is our intent and desire that equal employment opportunities will be provided in employment, recruitment, selection, compensation, benefits, promotion, demotion, layoff, termination and all other terms and conditions of employment.  The President of the Company and all managerial personnel are committed to this policy and its enforcement.

Employees are directed to bring any violation of this policy to the immediate attention of their supervisor or the company president.  Any employee who violates this policy or knowingly retaliates against an employee reporting or complaining of a violation of this policy shall be subject to immediate disciplinary action, up to and including discharge.  Complaints brought under this policy will be promptly investigated and handled with due regard for the privacy and respect of all involved.

Harassment Policy

The Company will not tolerate harassment or intimidation of our employees on any basis prohibited by law, including race, color, sex, age, religion, national origin, handicap, disability, marital status, or veteran status.  Moreover, any suggestions made to any employee that sexual favors will affect any term or condition of employment with the Company will not be tolerated.  It is the policy of the Company that any harassment, including acts creating a hostile work environment or any other discriminatory acts directed against our employees, will result in discipline, up to and including discharge.  The Company also will not tolerate any such harassment of our employees by our clients or vendors.

For purposes of this policy, sexual harassment is defined as any type of sexually-oriented conduct, whether intentional or not, that is unwelcome and has the purpose or effect of creating a work environment that is hostile, offensive or coercive.  The following are examples of conduct that, depending upon the circumstances, may constitute sexual harassment:

§     Unwelcome sexual jokes, language, epithets, advances or propositions;

§     Written or oral abuse of a sexual nature, sexually degrading or vulgar words to describe an individual;

§     The display of sexually suggestive objects, pictures, posters or cartoons;

§     Unwelcome comments about an individual’s body;

§     Asking questions about sexual conduct;

§     Unwelcome touching, leering, whistling, brushing against the body, or suggestive, insulting or obscene comments or gestures;

§     Demanding sexual favors in exchange for favorable reviews, assignments, promotions, or continued employment, or promises of the same.

 

Employees must bring any violation of this policy to the immediate attention of their supervisor or the company president.  The Company will thoroughly investigate all such claims with due regard for the privacy of the individuals involved.  Any employee who knowingly retaliates against an employee who has reported workplace harassment or discrimination shall be subject to immediate disciplinary action, up to and including discharge.

Working and Compensation

Employment on an At-Will Basis

All employees of the company, regardless of their classification or position, are employed on an at-will basis.  This means that each employee’s employment is terminable at the will of the employee or the company at any time, with or without cause and with or without notice.  No officer, agent, representative, or employee of the company has any authority to enter into any agreement with any employee or applicant for employment on other than on an at-will basis.  Furthermore, nothing contained in the policies, procedures, handbooks, manuals, job descriptions, application for employment, or any other document of the company shall in any way create an express or implied contract of employment or an employment relationship on other than an at-will basis.

Attendance and Reporting to Work

Each employee is important to the overall success of our operation. When you are not here, someone else must do your job. Consequently, you are expected to report to work on time at the scheduled start of the workday. Reporting to work on time means that you are ready to start work, not just arriving at work, at your scheduled starting time.

The company depends on its employees to be at work at the times and locations scheduled. Excessive absenteeism and/or tardiness will lead to disciplinary action, up to and including termination. The determination of excessive absenteeism will be made at the discretion of the company. Absence from work for three consecutive days without properly notifying your supervisor will be considered a voluntary resignation. After two days’ absence, you may be required to provide documentation from your physician to support an injury- or illness-related absence, and to ensure that you may safely return to work.

If you expect to be absent from the job for an approved reason (e.g., paid time off or a leave of absence), you should notify your supervisor of your upcoming absence as far in advance as possible.  If you unexpectedly need to be absent from or late to work, you must notify your supervisor prior to the start of your scheduled workday that you will be late or absent and provide the reason for that absence or tardiness.  If your supervisor is not available, you should contact the company’s main office prior to the start of your scheduled workday.  Leave your number so that your supervisor can return your call. Failure to properly contact us will result in an unexcused absence for disciplinary purposes. Your attendance record is a part of your overall performance rating. Your attendance may be included during your review and may be considered for other disciplinary action up to and including termination.

Where possible, medical and dental appointments should be scheduled around your assigned work hours; otherwise, they may be considered absences without pay. If you are unable to schedule an appointment before or after your shift, you are required to talk to your supervisor to make special arrangements.

Workday Hours and Scheduling

The regularly scheduled workday for our business office is: Monday through Friday, 7:30-8:00 a.m. to 4:30-5:00 p.m.  The usual expected workday at jobsites is 8:00 a.m. to 4:30 p.m.  These start and end times are only guidelines, however, and employees are required to be present for work during the workday established for them by their supervisors or by the company president.

Particularly at jobsites, this regular schedule may vary depending on such factors as weather, materials supply, permit approval, etc. If you are unsure about expected starting times on any particular job assignment, ask your supervisor for clarification.

In case of unplanned conditions, such as bad weather, that may force a schedule change at the last minute, you should contact your supervisor or call the office directly.

The company does not generally schedule rest periods or breaks, other than meal breaks, during the workday.  However, if the company does schedule such rest periods or breaks, they will be paid breaks and will usually be for 15 minutes.  For lunch or meals, our policy is:

§     Field employee meals will be 30 minutes.

§     Office employee meals will be 1 hour.

§     The meal period is unpaid.

§     All employees are required to take a lunch break and no employee is authorized, without prior supervisory approval, to perform work during the lunch period.

 

Recording Hours Worked

All hourly employees are required to keep a time sheet.  On your time sheet, you must correctly record the job number, job code, and time spent on each job number or code for each day worked. The company will provide you with a time sheet for reporting your hours.  Only you are authorized to record your own time.

Completed time sheets are due in the office no later than 8:00 a.m. on the Wednesday following the end of a pay period.  Failure to turn in time sheets by this deadline may delay your paycheck for that week.

Pay Period and Payday

The company issues paychecks each Friday, on a weekly basis.  Pay periods start on Wednesday morning and end on Tuesday afternoon.  Therefore, each Friday, you will receive a paycheck for all hours worked in the pay period ending the previous Tuesday afternoon.  If an employee uses direct deposit, the employee’s pay may not be available for withdrawal from his or her bank account until the following Monday.

Workweek & Overtime

The company’s workweek begins on Wednesday at 12:01 a.m. and ends on Tuesday at 12:00 midnight. 

Occasionally it may be necessary for an employee to work beyond his or her normal workday hours. Overtime pay is paid only when work is scheduled, approved, and made known to you in advance by your supervisor. Under no circumstances shall an employee work overtime without the prior approval of his or her supervisor.

Hourly employees will receive overtime pay at a rate of one-and-one-half times their regular hourly rate for all hours worked in excess of 40 in a workweek.

To the extent possible, overtime will be distributed equally among all employees in the same classification and position, provided that the employees concerned are equally capable of performing the available work. Decisions regarding overtime work will be made by the Production Coordinator or his/her representative. Any employee asked to work overtime will be expected to rearrange his/her personal schedule to work the requested overtime.

Holidays

The company observes the following holidays:

§     New Year's Day

§     Memorial Day

§     Fourth of July

§     Labor Day

§     Thanksgiving

§     Christmas

 

Full-time employees will be paid for these holidays as long as the employee was present for work on the workdays immediately before and after that holiday, or had an acceptable excuse for being absent on any such days.  If a paid holiday falls within an employee's vacation period, the holiday will not be counted as a vacation day.

Part-time employees are not eligible for holiday pay.

Employment Classifications

Upon being hired by the Company, all new employees must serve a ninety (90) calendar day introductory period.  It is especially important that you make your supervisor aware of any questions or problems you may encounter during this period.  Your performance will be carefully monitored during this period.  At the end of the introductory period, your performance will be reviewed, and if it has been satisfactory, you will become a Regular Full-Time or Regular Part-Time Employee.  Satisfactory completion of the introductory period does not entitle you to employment for any specific term, but does entitle you to participation in many of the Company's employee benefits programs.

For the sole purpose of determining the allowance of certain employee benefits, employees are classified as:

1.                  Regular Full-Time Employees - An employee who has satisfactorily completed the introductory period and is scheduled to work an average of forty (40) hours per week on a regular and continuous basis.

2.                  Regular Part-Time Employees - An employee who has satisfactorily completed the introductory period and is usually scheduled to work less than an average of forty (40) hours per week but not less than ten (10) hours per week on a regular and continuous basis.

3.                  Temporary Employees - An employee whose services are anticipated to be of limited duration falls into this classification.  Temporary employees are not eligible for participation in those employee benefits programs made available for the Company Regular Full-Time and Regular Part-Time Employees, although separate benefit plans may be available for certain temporary employees assigned to work at the Company.  Any such employees will be separately notified of any such programs.  Service as a temporary does not count as service as a Regular Employee for benefit eligibility purposes.

For payroll purposes, employees will be classified as one of the following:

1.                  Exempt Employees - Certain employees such as executive, administrative, professional and outside sales employees are paid on a salary basis for all hours worked each week.  Certain computer professionals may also be exempt, regardless of whether they are paid on a salary or hourly basis.  These employees are expected to work whatever hours are required to accomplish their duties, even if it exceeds their normal workweek.  No overtime premium pay will be paid to exempt employees in most circumstances.

2.                  Non-Exempt Employees - All employees who are not identified as exempt employees are considered non-exempt employees.  Non-exempt employees are eligible for payment of overtime premium pay.

Maintaining Your Personnel Records

It is your responsibility to provide current information regarding your address, telephone number, insurance beneficiaries, change in dependents, marital status, etc. Please use the personnel records form to note any changes in your address, phone number, emergency contact information, marital status, number of dependents, etc. Changes in exemptions for tax purposes will only be made upon the receipt of a completed W-4 form.

Personnel Files

Employee personnel files are the property of the company, and do not belong to the employee.  However, upon request, the company will provide employees with copies of performance evaluations and other performance-related documents that the employee has previously received. 

Performance Evaluations

Employees may have their job performance reviewed on an annual basis by either their supervisor or by the president of the company.

Standards and Expectations for the Workplace

Safety

The company believes in maintaining safe and healthy working conditions for our employees. However, to achieve our goal of providing a safe workplace, each employee must be safety conscious. We have established the following policies and procedures that allow us to provide safe and healthy working conditions. We expect each employee to follow these policies and procedures, to act safely, and to report unsafe conditions to his or her supervisor in a timely manner.

Reporting Unsafe Conditions or Practices

Employees are expected to continually be on the lookout for unsafe working conditions or practices. If you observe an unsafe condition, you should warn others, if possible, and report that condition to your supervisor immediately. If you have a question regarding the safety of your workplace and practices, ask your supervisor for clarification.

If you observe a coworker using an unsafe practice, you are expected to mention this to the coworker and to your supervisor. Likewise, if a coworker brings to your attention an unsafe practice you may be using, please thank the coworker and make any necessary adjustments to what you are doing. Safety at work is a team effort.

Maintaining a Safe Worksite

We expect employees to establish and maintain a safe worksite. This includes but is not limited to the following applications:

§     Maintaining proper fall-protection systems.

§     Building and maintaining walkways, handrails, and guardrails.

§     Properly lifting and lowering heavy objects.

§     Inspecting tools and equipment for defects before use.

§     Keeping walkways clear of debris.

§     Construction and use of safe scaffolding.

§     Inspecting, cleaning, and properly storing tools and equipment after use.

§     Following established safety rules.

 

Using Safety Equipment

Where needed, the company provides its employees with appropriate safety equipment and devices. You are required to use the equipment provided in the manner designated as proper and safe by the manufacturer. Failure to properly use safety equipment may lead to disciplinary action, up to and including termination.

If you require safety equipment that has not been provided, contact your supervisor before performing the job duty for which you need the safety equipment.

Reporting an Injury

Employees are required to report any injury, accident, or safety hazard immediately to their supervisor(s). Minor cuts or abrasions must be treated on the spot. More serious injuries or accidents will be treated accordingly. Serious injuries must be reported on the injury or accident report form available in the office.

Hazard Communications

If you believe that you are dealing with a hazardous material and lack the appropriate information and/or safety equipment, contact your supervisor immediately.

Care of Equipment and Supplies

All employees are expected to take care of all equipment and supplies provided to them. You are responsible for maintaining this material in proper working condition and for promptly reporting any unsafe or improper functioning of this material to your supervisor.

Neglect, theft, and/or destruction of the company’s materials are grounds for disciplinary action, up to and including termination.

Responding to Customer Inquiries and Problems  

At the company, client satisfaction is the measure of our success.  It is the responsibility of each employee, within reason, to interact with the client to achieve this goal. 

Appearance and Dress

To present a business-like, professional image to our customers and the public, all employees are required to wear appropriate clothing on the job. By necessity, the dress standards for the business office are somewhat different than for jobsites.

 

§     For the business office, casual to business-style dress is appropriate. Employees should be neatly groomed and clothes should be clean and in good repair. Leisure clothes such as cut-offs or halter tops are not acceptable attire for the business office.  The company will provide employees with shirts bearing the Company’s logo, which employees are expected to wear as appropriate in the business office.

 

§     For jobsites, employees are expected to wear work clothes appropriate for work to be done. Employees should be sensitive to the location and context of their work and should be ready to adjust their dress if the circumstances so warrant. Employees at a jobsite should wear clothing that protects their safety (steel-toed shoes, for example) and wear clothing in such a way as to be safe (e.g., shirts tucked in when working around machinery).  The company will provide employees with shirts bearing the Company’s logo, which employees are expected to wear on the jobsite.

 

Conflicts of Interest

You should avoid external business, financial, or employment interests that conflict with the company’s business interests or with your ability to perform your job duties.  This applies to your possible relationships with any other employer, consultant, contractor, customer, or supplier.

Violations of this rule may lead to disciplinary action, up to and including termination.

Code of Ethical Conduct

In order to avoid any appearance of a conflict of interest, employees are expected to abide by the following code of ethical conduct. Please consult your supervisor or an official of the company if you have any questions.

Employees of the company should not solicit anything of value from any person or organization with whom the company has a current or potential business relationship.

Employees of the company should not accept any item of value from any party in exchange for or in connection with a business transaction between the company and that other party.

Employees may accept items of incidental value (generally, no more than $25) from customers, suppliers, or others as long as the gift is not given in response to solicitation on your part and as long as it implies no exchange for business purposes. Items may include gifts, gratuities, food, drink and entertainment.

If you are faced with and are unsure how to handle a situation that you believe has the potential to violate this code of ethical conduct, notify your supervisor or the company president.

Violations of this code may lead to disciplinary action, up to and including termination.

 

Acknowledgement of Receipt of Employee Handbook

I have received the current company employee handbook and have read and understand the material covered. I have had the opportunity to ask questions about the policies in this handbook, and I understand that any future questions that I may have about the handbook or its contents will be answered by the Office Manager or his or her designated representative upon request. I agree to and will comply with the policies, procedures, and other guidelines set forth in the handbook. I understand that the company reserves the right to change, modify, or abolish any or all of the policies, benefits, rules, and regulations contained or described in the handbook as it deems appropriate at any time, with or without notice. I acknowledge that neither the handbook nor its contents are an express or implied contract regarding my employment.

 

I further understand that all employees of the company, regardless of their classification or position, are employed on an at-will basis, and their employment is terminable at the will of the employee or the company at any time, with or without cause, and with or without notice. I have also been informed and understand that no officer, agent, representative, or employee of the company has any authority to enter into any agreement with any applicant for employment or employee for an employment arrangement or relationship other than on an at-will basis and nothing contained in the policies, procedures, handbooks, or any other documents of the company shall in any way create an express or implied contract of employment or an employment relationship other than one on an at-will basis.

 

This handbook is the company property and must be returned upon separation.

 

 

                                                    

Signature                                                                                 Date

 

 

                                  

Employee Name: Printed

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