Employee Handbook & Policies

Advanced Living Care LLC

 Revised: January, 2014

Employee Handbook

A Non-Medical Home Care Provider that provides personal care services to clients at the comfort of their own home.

Advanced Living Care LLCEmployee Handbook

For a Non-Medical Home Care Provider that provides personal care services to clients at the comfort of their own home.

Copyright © 2011 by Advanced Living Care LLC

First Edition,

First Printing, 2011

903 Bongey Drive

Menomonie, WI 54751

Phone: 715-505-2812

Fax:  855-486-9323

Email:  advancedlivingcare@gmail.com

EMPLOYEE HANDBOOK TABLE OF CONTENTS 

Introduction................................................................................................................ page 1

Mission Statement...................................................................................................... page 2

Employment Policies................................................................................................. page 3

Drug-Free Workplace..................................................................................... page 3

Employment Authorization............................................................................ page 3

Employee With Disabilities........................................................................... page 4

Religious Accommodation............................................................................. page 4

Policy Against Harassment......................................................................... page 4-5

Equal Employment Opportunity.................................................................... page 5

Life Threatening Illnesses.............................................................................. page 5

No-Solicitation/No-Distribution................................................................. page 5-6

Open-Door Policy........................................................................................... page 6

Introductory Period/Probation Period............................................................ page 6

Sexual Harassment Policy.......................................................................... page 6-7

Leaves From Work And Other Benefits.................................................................... page 7

Benefits Overview.......................................................................................... page 7

Cobra Continuation Coverage........................................................................ page 8

Pay Period/Deductions................................................................................... page 9

 Military Leave............................................................................................... page 9

Training Reimbursement................................................................................ page 9

Bereavement Leave........................................................................................ page 9

Family and Medical Leave....................................................................... page 9-11

General Policies on Absences...................................................................... page 11

Jury Duty...................................................................................................... page 11

Holidays........................................................................................................ page 12

Leave Without Pay....................................................................................... page 12

Paid Time Off/Vacation.......................................................................... page 12-13

Conditions of Employment...................................................................................... page 13

Workplace Violence..................................................................................... page 13

Business Equipment and Electronic Privacy............................................... page 14

E-Mail Policy.......................................................................................... page 13-14

Confidentiality of Employer Information.................................................... page 15

Exposure Control Plan.................................................................................. page 15

Fraternization Policy.................................................................................... page 15

Harassment Policy.................................................................................. page 15-16

Personal Conduct Policy......................................................................... page 16-17

Discipline...................................................................................................... page 17

Resignation................................................................................................... page 17

Standards of Professionalism....................................................................... page 18

Termination.................................................................................................. page 18

Compensation and Other Administrative Matters................................................... page 18

Snow Emergency Policies............................................................................ page 18

Employee Information.................................................................................. page 18

Employee Departure Procedure................................................................... page 18

Reference Checks......................................................................................... page 19

Employee Privacy......................................................................................... page 19

Office Hours................................................................................................. page 19

Break/Lunch................................................................................................. page 19

Overtime....................................................................................................... page 19

Performance Appraisals............................................................................... page 20

Personal Telephone Calls............................................................................. page 20

Punctuality and Attendance.......................................................................... page 20

Smoking........................................................................................................ page 20

Worker’s Compensation............................................................................... page 20

Professional Appearance.............................................................................. page 21

Employee Acknowledgement....................................................................... page 21

Employee Reporting..................................................................................... page 21

Introduction

We would like to take this opportunity to welcome you to the Advanced Living Care LLC. Your employment is very important to us. We look forward to working with you as we continue to serve our mission at Advanced Living Care LLC while also providing a rewarding and supportive environment to our employees. As part of our team, we encourage all employees to continue our tradition of excellence and integrity. Furthermore, we value our employee's loyalty and honesty and encourage open communication. We are confident that we will provide you with a rewarding employment environment and we welcome you once again to the Advanced Living Care LLC team.

This Handbook is intended as a means of communicating our policies and procedures to you in order for you to better understand how we, your employer, operate. It is presented as a matter of information only and its contents should not be interpreted, and are not intended, as a written employment contract between Advanced Living Care LLC and any of its employees or a guarantee of continued employment. The information contained in this Handbook applies to all employees of Advanced Living Care LLC uniformly and supersedes all prior policies and procedures. Employees should be aware that at all times you are employed by Advanced Living Care LLC, your employment is at-will. Just as employees can terminate their employment at any time, Advanced Living Care LLC retains the right to terminate employees at any time, with or without cause. Advanced Living Care LLC reserves the right to suspend, modify or amend any policy or procedure at any time, even without notice, with the sole exception of the “at-will” employment policy, which may be amended only by a written document signed by the Executive Director of the Advanced Living Care LLC.

After reading the following material, we urge you to discuss any questions and comments you may have with your immediate supervisor. We strongly believe in an “open-door, open-communication” philosophy and expect every employee to give us their input to achieve our mutual goals.

Finally, this handbook supersedes all previous handbooks, as well as management memos that may have been issued on the subjects covered.

We wish you a rewarding career.

MISSION, VISION & VALUES STATEMENT

MISSION 

We are committed to providing high quality, client-centered and affordable Home Care services to our clients to assist them to lead dignified and independent lives in the comfort and safety of their own homes.  Their individual needs are carefully assessed, understood and met through the selective assignment of qualified, trustworthy and compassionate personnel.

VISION 

·       To be known and valued for providing the highest standard of in-home care services.

·       To be the provider of choice in the community.

·       To be the employer of choice in the community.

·       To be a financially viable agency.

VALUES

Our mission and vision will be achieved through the application of our core values, which include:

• keeping our client’s health, quality of life and well-being central in the design and delivery of services;

• treating and interacting with our clients with respect, dignity, compassion, empathy, honesty, and integrity while recognizing and maintaining confidentiality of client information;

• showing respect for all cultures, religions, ethnicities; sexual orientation, ages, gender and disabilities;

• recruiting, training and retaining competent staff;

• valuing, supporting, recognizing and appreciating our staff who are our greatest asset;

• nurturing a work environment that encourages personal enjoyment and enhances job satisfaction and performance through recognition and reward;

• developing and maintaining positive relationships with the community, including local Home Care and Health Care personnel/organizations;

• conducting our business in an accountable and responsible manner;

• adhering to the professional code of ethics of the Home Care industry; and,

• applying continuous quality improvement measures throughout our Agency.

I. EMPLOYMENT POLICIES

Drug-Free Workplace (4.200)

Employees must report to work in a fit condition to work. Advanced Living Care LLC believes that alcohol and drug abuse greatly affect job performance, the work environment and confidence in the agency. We will take immediate action, up to and including immediate discharge, against employees who use, distribute or possess controlled substances while on Advanced Living Care LLC premises and/or at the client’s premises, or who violate Agency rules that prohibit usage of alcohol on the job or at such times prior to working hours as to impair job performance. Any employee who violates this alcohol and drug policy will be subject to disciplinary action up to and including immediate discharge.

Employment Authorization

The Immigration Reform and Control Act of 1986 require that Advanced Living Care LLC ensure that employees are authorized for employment in the United States. Therefore, only individuals lawfully authorized for employment in the United States will be employed by Advanced Living Care LLC.

In connection with the Immigration Reform and Control Act of 1986, Advanced Living Care LLC must collect certain information and review certain documentation concerning the employment authorization of individuals hired after November 6, 1986. This information and documentation will be used only for compliance with the Immigration Reform and Control Act of 1986 and not for any unlawful purpose. If your employment authorization changes or terminates after the start date of your employment, please inform Advanced Living Care LLC immediately.

OR

EMPLOYMENT ELIGIBILITY AND VERFICATION (I-9 FORM)

Federal Law requires that every employee hired by the EMPLOYER after November 6, 1986, complete Section 1 of the Employment Eligibility Verification Form (commonly called the I-9) on the first day of work and Section 2 within three workdays of the start of work. The I-9 provides proof of eligibility of work in the United States and at the EMPLOYER. You must complete Section 1 and present documentation of your identify and work eligibility, as described on the back of the back of the I-9 form, to staff Human Resource Services for verification and completion of Section 2. Completion of the I-9 process within three workdays of the start of work is a condition of employment.

Upon presentation of documentation and completion of Section 2 of the I-9 form, Human Resource Services will provide you with copies of a receipt to retain and to provide to your department hiring officials to verify that the I-9 process is complete.

Department hiring officials are responsible for ensuring that you complete Section 1 of the I-9 Form on the first day of work and that you give them a copy of the receipt for Section 2 within three workdays of the first day of work. If you do not provide the receipt in this time frame, Human Resources will suspend you without pay. If you do not complete the I-9 form within five business days following your suspension, Human Resources will notify your department and terminate your employment. If your status documents expire on a particular date, you must come to Human Resources Services with appropriate documentation before the expiration date of the documents. If you do not provide the required documentation by the expiration date, the suspension and termination procedures described above will apply. Please contact the Advanced Living Care LLC office if you have any questions about the employment eligibility and verification process.

Employees With Disabilities (4.90-4.140)

Advanced Living Care LLC is firmly committed to complying with the Americans With Disabilities Act (ADA) and other federal and state legislation designed to ensure equal employment opportunities to persons with disabilities. Advanced Living Care LLC prohibits discrimination on the basis of disability in regard to all employment practices or terms, conditions and privileges of employment. Consistent with this policy and applicable law, the Advanced Living Care LLC will make reasonable accommodation to the known physical or mental limitations of qualified applicants or employees, unless to do so would cause an undue hardship on the operation of its business.

Religious Accommodation (4.90-4.140)

Advanced Living Care LLC will make reasonable efforts to accommodate the religious practices of our Employees. Whenever an Employee requests an accommodation, Advanced Living Care LLC will consider such possibilities as time off or change in job assignment. The requested accommodation, however, must be reasonable. We will not make any accommodation that would create an undue hardship on the conduct of Advanced Living Care LLC. Based on the particular facts in each case, we will determine whether a requested accommodation would create an undue hardship.

Policy Against Harassment (4.90-4.140)

Advanced Living Care LLC expects that all employees will treat each other with fairness and respect. Harassment on the basis of race, religion, color, gender, age, national origin or disability or as otherwise provided under state or local law, will not be tolerated and is strictly prohibited. Harassment of this type is illegal and contrary to the policy of Advanced Living Care LLC. The agency strives to foster a work environment free of harassment, discrimination, intimidation and insult. Harassment is a form of misconduct that undermines both personal and professional relationships in the workplace. Every staff member must be assured that he or she can work in an environment that is free from unwanted and unwelcome harassment and discrimination.

Harassment creates unacceptable stress for the entire organization, adversely affecting morale, demeans the individual so treated, and could cause potentially devastating costs to the Agency. Advanced Living Care LLC believes that courteous, mutually respectful, pleasant, non-coercive interactions between employees will best serve the well-being of each individual and Advanced Living Care LLC.

Any person who believes that he/she is the victim of any type of discriminatory conduct, should bring that conduct to the immediate attention of his/her supervisor, the Human Resources Director or any member of management. The agency will conduct a prompt and thorough investigation of all the circumstances surrounding the alleged incident in a confidential nature. If the investigation discloses that an individual has committed an act of discrimination, that individual will be subject to appropriate disciplinary action, up to and including termination.

Retaliation in any form against an employee who complains of discrimination or harassment is strictly prohibited and will result in appropriate disciplinary action. Any supervisory employee to whom an employee brings a complaint of harassment but who fails to take appropriate action to resolve it will also be disciplined.

Equal Employment Opportunity (4.90-4.140)

It has been and will continue to be the policy of Advanced Living Care LLC to be fair and impartial in all of its relations with its employees and applicants for employment and to make all employment-related decisions without regard to race, religion, color, national origin, age, sex, disability, or any other categories protected by federal, state, or local law. This policy applies to recruitment, hiring, training, promotion, and all other personnel actions and conditions of employment such as compensation, benefits, layoffs and reinstatements, training, tuition assistance, and disciplinary measures. Decisions regarding employment and promotion will be based solely only upon valid job-related factors.

Any employees with questions or concerns about any type of discrimination in the workplace are encouraged to bring these issues to the attention of their immediate supervisor or the Human Resources Department. Employees can raise concerns and make reports without fear of reprisal. Anyone found to be engaging in any type of unlawful discrimination will be subject to disciplinary action, up to and including termination of employment.

Life Threatening Illnesses (4.90-4.140)

Advanced Living Care LLC recognizes that employees with life threatening illnesses, such as cancer, heart disease and AIDS, may wish to continue their normal pursuits, including work, to the extent possible. The decision regarding the employee continuing to work will be made in accordance with applicable law (on a case-by-case basis) and according to the ability of the individual with a life threatening disease to perform job related duties.

No-Solicitation/No-Distribution (4.90-4.140)

The conducting of non-Agency business, such as canvassing, collection of funds, pledges, circulation of petitions, solicitation of memberships, or any other similar types of activity is not permitted during the working time of either the employee doing the soliciting or being solicited or at any time in working areas.

The distribution of non-Agency literature, such as leaflets, letters, or other written materials by an employee is not permitted during the working time of either the employee doing the distributing or the employee to whom the non-Agency literature is being distributed, or at any time in working areas.

Open-Door Policy (4.90-4.140)

We strongly believe in an open-door, open-communication policy and feel it is an important benefit to us, as well as to other employees. This policy, we believe, will allow employees to come forward and discuss their problems with their manager or direct supervisor, in order to resolve the issues quickly and efficiently. However, if your immediate supervisor is not able to satisfy your questions regarding the interpretation or application of this Handbook or any other work place issue, then you are free to contact the next higher level of supervision. If an employee has or foresees a problem which may interfere with that employee's ability to adequately perform his/her responsibilities, the employee should discuss the matter with his/her supervisor or with the Executive Director.

Introductory Period (4.70-4.250.10)

All employees are hired on a ninety (90) day introductory period. During this time you have the opportunity to determine whether you are suited for the job and Advanced Living Care LLC has the opportunity to determine whether you are satisfying the job requirements and responsibilities. During this period employees will earn but cannot use annual and sick leave, vacation leave or other paid leave. In addition, employees are not entitled to health insurance. It is the policy of Advanced Living Care LLC to maintain an at-will employment relationship with all employees at all times during and after the introductory period.

During this introductory period, as well as at all other times, both employees and Advanced Living Care LLC have the right to terminate employment without advance notice and without cause. Successful completion of the introductory period is not a guarantee of continued employment or of any set term of employment. Continued employment is always subject to our business needs and discretion, as well as your performance. Both during and after the introductory period, your employment with Advanced Living Care LLC remains an at-will relationship at all times.

Sexual Harassment Policy (4.90-4.140)

Sexual harassment as well as gender based discrimination is illegal and contrary to the policy of Advanced Living Care LLC.  The agency strives to foster a work environment free of sexual harassment, gender based discrimination, intimidation and insult. Advanced Living Care LLC prohibits any employee from making unwelcome and unsolicited sexual advances, unwelcome, offensive or inappropriate comments regarding an employee‘s gender or engaging in other verbal or physical conduct of a sexual or gender-offensive nature, when an individual‘s submission to that conduct is made explicitly or implicitly a term or condition of that individual‘s employment, or when that conduct creates an intimidating, hostile, or offensive working environment. Harassment based on gender is a form of misconduct that undermines both personal and professional relationships in the workplace. Every staff member must be assured that he or she can work in an environment that is free from unwanted and unwelcome harassment and discrimination.

Sexual harassment creates unacceptable stress for the entire organization, adversely affecting morale, demeans the individual so treated, and could cause potentially devastating costs to the agency. Advanced Living Care LLC believes that courteous, mutually respectful, pleasant, non-coercive interactions between employees will best serve the well-being of each individual and the Advanced Living Care LLC.

All employees, both male and female, are strictly prohibited from sexually harassing or making improper advances toward other employees or harassing other employees as a result of their gender. Sexual harassment includes unwelcome or unsolicited verbal, physical or sexual conduct, that is made a term or condition of employment, or is used as the basis of employment or advancement decisions. Sexual harassment also includes conduct that has the purpose or effect of unreasonably interfering with work or creating an intimidating, hostile or offensive work environment.

Sexual harassment includes but is not necessarily limited to:

• Unwelcome or unwanted sexual advances.

• Requests or demands for sexual favors.

• Verbal abuse, kidding, or physical contact that is sexually oriented and considered unacceptable by the target of the abuse.

• Any type of sexually oriented conduct that interferes with another's work performance.

• Sexually oriented conversations or activities that create a work environment that is intimidating, hostile or offensive to any staff member.

• Verbal abuse, kidding, remarks or comments that intimidate, ridicule, and maliciously demean the status of an individual‘s gender.

Any person who believes that he/she is the victim of any type of discriminatory conduct, including sexual harassment, should bring that conduct to the immediate attention of his/her supervisor, the Executive Director or any member of management. The organization will conduct a prompt and thorough investigation of all the circumstances surrounding the alleged incident in a confidential nature. If the investigation discloses that an individual has committed an act of discrimination, that individual will be subject to appropriate disciplinary action, up to and including termination. Retaliation in any form against an employee who complains of discrimination or harassment is strictly prohibited and will result in appropriate disciplinary action. Any supervisory employee to whom an employee brings a complaint of sexual harassment but who fails to take appropriate action to resolve it will also be disciplined.

II. LEAVES FROM WORK AND OTHER BENEFITS  (4.150)

Benefits Overview

Advanced Living Care LLC prides itself in providing a high level of excellent benefits to eligible employees. Eligible employees will receive a benefits information packet and may elect to be enrolled in the various group plans. The terms, conditions, and eligibility requirements for fringe benefits are set forth in formal plans and policies for the specific fringe benefits, and those documents control in the event of any inconsistencies with this manual. All fringe benefits are subject to change or termination, and employees may be responsible for premium payments. Advanced Living Care LLC and its benefit plan administrators reserve the right to determine eligibility, interpretation, and administration with respect to benefit plans.

The group plan and other fringe benefits available to full-time employees are:

• Group health insurance, including dental coverage and prescription drug card;

• Flexible benefits plan;

• Life insurance;

• Liability insurance;

• Worker’s compensation.

Please refer to the ―Summary of Benefits found in the office of human resources for further details.

Cobra Continuation Coverage

Under applicable law known as "COBRA," Advanced Living Care LLC provides you with certain rights to continue health care coverage at your expense for a specified period upon the occurrence of certain qualifying events such as termination or reduction of hours to part-time status. You are not eligible for COBRA benefits if you are terminated for gross misconduct.

Under certain circumstances (e.g., divorce, legal separation), your spouse and dependents may also have rights to continue health care coverage. You are responsible for informing us of changes in your marital status and/or number of dependents so that we may notify dependents of their rights under COBRA. If at any time your employment status changes or there is a change in your marital status or number of dependents, please notify your supervisor so that you can be more fully informed as to your rights under COBRA.

Pay Period/Deductions

Advanced Living Care LLC maintains two-week pay periods. If the payday should fall on a holiday or weekend, checks will be distributed on the previous working day, if possible. All appropriate wage and payroll deductions for Social Security, Medicare and Unemployment Insurance, Worker’s Compensation, and/or Health Insurance Premium shall be taken out of each paycheck as required by law. Each employee is required to complete his/her time and attendance record promptly in accordance with established procedures.

Military Leave

If you are a member of the Reserve Corps of the U.S. Armed Forces or the state National Guard, you may take a military leave of absence without pay if you are required to go on active duty or active duty training. To help us cover your position while you are on leave, please notify your supervisor and the Human Resources Department of the expected date of your departure and, where possible, your return as soon as you receive your orders. If you are returning from initial active duty for training, you must apply for reinstatement within thirty-one days after being released from military duty.

If you resign to enter the U.S. Armed Forces on active duty for no more than four years (plus any involuntary extension for up to a fifth year), you will also be eligible for unpaid military leave. Upon the satisfactory completion of your military service and timely notice of your intent to return to Advanced Living Care LLC, you will be reinstated to your same or a substantially equivalent position, provided you are qualified and business conditions so permit. You must reapply for your job within ninety days after being released from active duty.

Training Reimbursement

Advanced Living Care LLC is firmly committed to continuing education of training for its employees and has instituted a program of tuition reimbursement. Please contact the Human Resources Office for details regarding the requirements.

Bereavement Leave

A bereavement period is a time when you need to know that the people you work with care about you and your family. We will make every effort to meet your needs for time off during this period. In addition, as part of our commitment to you, we will provide bereavement pay for salary full-time employees who have been employed with Advanced Living Care LLC for at least one year up to 2 days (maximum of 16 hours). This benefit covers death in the employee‘s immediate family as follows: spouse, child, stepchild, brother, sister, parent, grandparent, grandchild, and spouse‘s parent.

Hourly employees who work 30 hours or more and have been with Advanced Living Care LLC for more than one year will receive one day (maximum of 8 hours) for paid bereavement leave.  This benefit covers death in the employee‘s immediate family as follows: spouse, child, stepchild, brother, sister, parent, grandparent, grandchild, and spouse‘s parent.

To receive paid bereavement leave, employee must bring proof from the funeral home service of death of immediate family member.

All employees are eligible for unpaid leave of up to 3 days off of working schedule.  Any unpaid leave of more than 3 days, employees should obtain advance authorization of absence.

Family and Medical Leave Act ("FMLA")

An employee who has been employed for at least twelve (12) months and working at least 1250 hours during the previous twelve (12) month period is entitled to a total of twelve (12) weeks of unpaid leave during any twelve (12) month period. The twelve (12) month period will be calculated on a calendar year basis.

Nothing in the FMLA supersedes any provision of state or local law that affords greater family or medical leave rights than those provided by the FMLA. If leave qualifies under the FMLA and under state law, the leave used counts against the employee's entitlement under both laws.

Family and Medical Leave may be taken for one or more of the following reasons:

• The birth of a child of the employee and to care for the child;

• Placement of a child with the employee for adoption or foster care;

• To care for a parent, spouse or child with a serious health condition; or

• A serious health condition that makes the employee unable to perform his/her job functions

An employee who takes leave for a birth or adoption of a child must take the leave within a year of the birth or adoption.

An employee must first use any accrued vacation, sick or personal leave as part of their leave period.

When leave is foreseeable, an employee is expected to give at least thirty (30) days notice in writing of their plan to take leave (or as much notice as is possible under the circumstances).

If both husband and wife work for Advanced Living Care LLC and If both husband and wife work for Advanced Living Care LLC, and both are eligible for leave, they are limited to twelve (12) weeks leave per year combined for the birth of a child, adoption, or care of a family member. But if either spouse develops a serious health condition and is unable to perform the essential functions of the job, each would be entitled to the full twelve (12) weeks of unpaid leave per year for personal illness.

Employees on Family and Medical Leave will be restored to their previous position or an equivalent position with equivalent benefits, pay or other terms and conditions of employment. However, an employee on FMLA leave has no greater right to employment than if the employee had not taken leave; if employment would have been terminated anyway; the employee has no right to reinstatement. For example, if an employee's position was terminated due to lack of funding, and the employee would have been terminated even if he/she had been continuously employed, the employee would not have a right to reinstatement.

Medical coverage for an employee enrolled under our group health plan will continue while on Family or Medical Leave under the same terms and conditions as when the employee was working. To keep the policy active, employee must continue to pay the premiums.  In the case when an employee is ill, the employee will be covered through the agency’s premium for up to three months.

Employees returning to work from Family and Medical Leave must give at least one week's notice to Human Resources Office prior to returning from leave. Those employees not intending to return after the completion of leave must also provide the Human Resources Office at least one week notice of their intent not to return after leave. Failure to return to work on the scheduled date of return will indicate that the employee has resigned his/her employment with Advanced Living Care LLC.

Annual, Sick and Personal Leave do not accrue during Family and Medical Leave.

A medical certification may be required from a health care provider for Family and Medical Leave to care for a seriously ill parent, spouse, or child, or for an employee's own medical leave. Advanced Living Care LLC reserves the right to require a second opinion from another health care provider, (at Advanced Living Care LLC’s expense), and periodic re-certification as permitted by law.

An employee may be required to obtain a medical certification from his/her health care provider stating that the employee is able (or unable) to return to work (i.e., a "fitness-for-duty" report).

Intermittent Leave to care for a new child is not permitted. Intermittent Leave is permitted for serious illness when it is medically necessary. Medical certification is required prior to granting intermittent leave. If leave is required on an intermittent basis or reduced leave basis, Advanced Living Care LLC may require the employee to transfer temporarily to an alternative position that better accommodates the intermittent leave or a part-time schedule, provided the position has equivalent pay and benefits. The employee must discuss the proposed intermittent leave schedule with his/her supervisor before leave begins.

General Policies on Absences

If you are unable to report for work, or if you will be late coming to work or have to leave early, notify the manager for whom you work as soon as you are aware of the situation so that alternative plans can be made.

Regular attendance is required for all employees. Continued occurrences of lateness or absenteeism will result in dismissal.

Jury Duty

Advanced Living Care LLC recognizes that serving on jury duty is a civic responsibility for every U.S. citizen. Advanced Living Care LLC does reserve the right to ask the court to excuse the employee if it causes undue hardship on the agency. Advanced Living Care LLC also recognizes that employees may at times be summoned or subpoenaed for a court appearance as a witness. Advanced Living Care LLC will grant employees paid leave (maximum of 36 hours) for time spent on jury duty and for attendance as a nonparty witness in court, except that the agency reserves the right to limit the duration of paid leave. As a result of receiving paid leave, all jury and witness fees, except transportation reimbursement, must be turned over to the agency. Copies of all summons and court documentation for time spent out of the office must be turned in to the Office of Human Resources. Employees should give their supervisors as much notice as possible of their need for leave under this policy.

Holidays

The agency does not have paid Holidays; however, employees may request for unpaid Holiday day off.   Employees work during Holidays will receive regular pay rate.  Employees who do not work during Holidays will not receive pay for his/her absence.  A schedule is given at the beginning of each year stating the specific holidays. New Year’s Day, Memorial Day, 4th of July, Labor Day, Thanksgiving Eve, Thanksgiving Day, Christmas Eve, and Christmas Day.

Leave Without Pay

Advanced Living Care LLC will grant leave without pay for medical problems or other personal reasons. Employees should request the leave in writing and/or inform to Advanced Living Care LLC manager verbally. While employees are on leave without pay, they shall not be entitled to paid benefits or salary. Insurance benefits may be continued during the leave at the expense to the employee.

Employees returning from leave without pay are not guaranteed the same position and shift they had when leave was taken. However, reasonable effort will be made to reinstate employees to the first available position of equivalent classification and pay. Employees who do not accept the position offered on return from leave of absence will be considered to have voluntarily resigned from employment.

Paid Time Off /Vacation

Paid time off (PTO) is a system of providing vacation time, personal and sick leave for eligible employees. This system is more flexible than personal and sick leave time because you can decide for yourself how many of your paid days off you will use for vacation and how many days you will need to save in case you become ill.

Full-time and salary employees are eligible for PTO. You earn paid time off from the beginning of your employment with Advanced Living Care LLC up to 40 hours per year; however you cannot utilize paid time off until you have completed your first ninety (90) days of employment. Eligible employees receive one week paid time off.  Employees who resign and/or being terminated prior to the 90 days grace period may not receive paid time off.

PTO is credited to you at the beginning of the calendar year. You receive a pro-rated portion of PTO in your first year of employment depending upon your start date. PTO taken for duration of one or more weeks must be requested and approved at least two weeks in advance. PTO will only be granted in extenuating circumstances for periods over two weeks. (i.e.: marriage, birth or adoption of a child). Advanced Living Care LLC retains the right to schedule PTO leaves; however, every effort will be made to comply with an employee's requested leave dates, as business and scheduling demands permit.

Each employee is encouraged to use the PTO leave to which he/she is entitled. PTO accrued but not taken may not be accumulated. All unused PTO will be forfeited at the end of the calendar year. Upon separation of employment for any reason, unused PTO is forfeited.

Employees have the option to use paid time off/vacation time and be paid for the time they are not working or employees may have the option of using their paid time off/vacation dollar compensation to be divided over a one year period and be added to their wage. 

III. CONDITIONS OF EMPLOYMENT

Workplace Violence (4.130, 5.30)

Advanced Living Care LLC is concerned about the increased violence in society, which has also filtered into many workplaces throughout the United States, and has taken steps to help prevent incidents of violence from occurring at Advanced Living Care LLC.  In this connection, it is the policy of Advanced Living Care LLC to expressly prohibit any acts or threats of violence by any Advanced Living Care LLC employee or former employee against any other employee in or about Advanced Living Care LLC facilities or elsewhere at any time. Advanced Living Care LLC also will not condone any acts or threats of violence against Advanced Living Care LLC or our clients. Affiliates, employees, patients, or visitors on Advanced Living Care LLC premises at any time or while they are engaged in business with or on behalf of Advanced Living Care LLC, on or Advanced Living Care LLC‘s premises. Any reports of violence or threats will be promptly and thoroughly investigated and, where warranted, ensure that appropriate action will be taken.

Business Equipment and Electronic Privacy (4.250)

All of Advanced Living Care LLC’s business equipment, such as copiers, facsimile machines, computer systems (including E-mail, internet systems and electronic storage), and telephone equipment (including voicemail) are the agency's property and are to be used solely for business related purposes. There is a cost to the firm associated with the use of all of its business equipment, and the equipment must therefore be used only for business reasons. Please note that you should not expect that the firm‘s business equipment will afford to you any privacy with respect to personal matters; all of our systems are accessible by firm management and may be monitored from time to time.

The agency strictly prohibits non-job-related uses of its software and business equipment, including but not limited to facsimiles, computers and copy machines. If you do not wish personal information, such as that which may be contained in E-mails computer storage, or voicemail, to be subject to monitoring, you should not employ these systems for personal use.

Employees who violate this policy or who abuse the use of Advanced Living Care LLC 's business equipment are subject to discipline, up to and including termination from employment.

E-Mail Policy (4.250)

The Advanced Living Care LLC has established the following policy to govern employee usage of the Advanced Living Care LLC’s electronic mail (e-mail) system. This policy covers access and disclosure of e-mail messages created, sent or received by Advanced Living Care LLC employees, and establishes the proper and permissible uses of the e-mail system by employees.

Advanced Living Care LLC intends to honor the policies set forth below, but must reserve the right to change them at any time as may be required under the circumstances.

• Advanced Living Care LLC’s e-mail system, and all messages created, sent or received using the system, are and remain the property of the Advanced Living Care LLC.  They are not the private or personal property of any employee.

Advanced Living Care LLC maintains its e-mail system to assist in the conduct of its business. The use of the e-mail system is reserved solely for business purposes. It may not be used for personal business, including but not limited to the following:

• There shall be no display or transmission of sexually explicit images, messages or cartoons in e-mails. Transmission or use of e-mail communications that contain ethnic slurs, racial epithets, or anything that may be construed as harassment or disparagement of others based on their race, national origin, sex, sexual orientation, marital status, age, disability, or religious or political beliefs is prohibited. Communications that violate the personal privacy of, or are disrespectful of, any individual are also prohibited. Advanced Living Care LLC’s nondiscrimination policy extends to all e-mail communications.

• The electronic mail system may not be used to solicit or proselytize for commercial ventures, religious or political causes, outside organizations, or other non-job-related solicitations. Advanced Living Care LLC’s non-solicitation policy extends to e-mail communications.

• E-mail may not be used for communications in furtherance of any illegal activity, including but not limited to ―football pools‖ and other forms of illegal gambling.

• E-mail may not be used in a way that is disruptive, offensive to others, or harmful to morale. All e-mail messages should be businesslike and professional in tone and content.

• The e-mail system shall not be used to send or receive copyrighted materials, trade secrets, proprietary financial information, or similar materials without prior authorization.

• Advanced Living Care LLC reserves, and intends the right to exercise Advanced Living Care LLC’s right to access, review and disclose all messages sent over its electronic mail system. Employees should be aware that even deleted e-mail messages can and will be accessed and reviewed by Advanced Living Care LLC.  The confidentiality of any message should not be assumed. Furthermore, the use of passwords does not guarantee confidentiality. All passwords must be disclosed to Advanced Living Care LLC or they are invalid and cannot be used.

• Notwithstanding Advanced Living Care LLC’s right to retrieve and read electronic mail messages, such messages should be treated as confidential by other employees and accessed only by the intended recipient. Employees are not authorized to retrieve or read any e-mail messages that are not sent to them without the specific permission of  Advanced Living Care LLC representative.

Any employee who violates this policy or uses the e-mail system for improper purposes shall be subject to discipline, up to and including discharge.

Confidentiality of Employer Information (4.250.10)

All employees of Advanced Living Care LLC are required to respect and maintain the confidentiality of all information, including but not limited to, business documents, reports, records, files, correspondence and communications, to which the employee has access in carrying out responsibilities and duties both during and after employment with Advanced Living Care LLC. None of the aforementioned may be copied or removed from the premises of Advanced Living Care LLC.  All employees are expected to show the highest regard for the privacy of each client and will strictly observe the confidentiality of records and other information associated with a client. Confidentiality is essential to the sound relationship with our clients; it is also a legal and ethical matter of the utmost importance. All personnel will be careful to discuss confidential information only when necessary and appropriate in the context of business operations. Care should be taken to prevent confidential discussions from being overheard by other clients or staff members who are not involved (ie: discussing problems in the hall or reception area). Any discussion of confidential information outside the property or similar violation of these standards will result in immediate dismissal.

Exposure Control Plan (5.60-5.60.20)

Advanced Living Care LLC has developed a Blood borne Pathogens Exposure Control Plan in accordance with federal health and safety regulations. This exposure control plan is designed to assist all of us in maintaining a safe working environment. Please see your supervisor or the Human Resources Office if you have any questions about the plan or would like a complete copy of the plan.

Any employee who is exposed to Blood borne must report to the supervisor and/or manager immediately.

Fraternization Policy (4.90-4.140)

It is contrary to Advanced Living Care LLC's policy to employ supervisors who initiate or develop romantic relationships with agency employees, whether the employees be other supervisors or subordinates, and whether the subordinates be under the direct supervision of the supervisor or not. If a supervisor should become romantically involved with another employee who is also employed by Advanced Living Care LLC, it shall be agency policy to discharge the supervisor.

Any other personal relationship between a supervisor and another employee which adversely effects employee performance and/or efficiency may likewise result in termination. This policy shall be enforced uniformly against all supervisors, without regard to any discriminatory criteria.

Harassment Policy (4.90-4.140)

Advanced Living Care LLC expects that all employees will treat each other with fairness and respect. Harassment on the basis of race, religion, color, gender, age, disability or national origin, or as provided under state or local law, will not be tolerated and is strictly prohibited. Offensive language is viewed as harassment and will also not be tolerated and is strictly prohibited.

Any person who believes that he/she is the victim of any type of discriminatory conduct should bring that conduct to the immediate attention of his/her supervisor, the Human Resources Director or any member of management. The agency will conduct a prompt and thorough investigation of all the circumstances surrounding the alleged incident in a confidential nature. If the investigation discloses that an individual has committed an act of discrimination, that individual will be subject to appropriate disciplinary action, up to and including termination. Retaliation in any form against an employee who complains of discrimination or harassment is strictly prohibited and will result in appropriate disciplinary action. Any supervisory employee to whom an employee brings a complaint of harassment but who fails to take appropriate action to resolve it will also be disciplined.

Personal Conduct Policy (4.90-4.140)

The orderly and efficient operation of Advanced Living Care LLC requires that employees maintain proper standards of personal conduct. Fortunately, the vast majority of our employees have the desire and self-discipline to follow common sense rules. These rules are necessary to protect Advanced Living Care LLC and our employees, as well as provide a high quality of service.

While every situation cannot be anticipated, the following regulations specify impermissible conduct which may result in disciplinary action including immediate discharge. In all instances, Management will determine the appropriate discipline to be imposed. Commission of any of the following or similar acts is considered serious and provides grounds for disciplinary action, which may include dismissal. Without limiting Advanced Living Care LLC's right to discharge an employee at any time, with or without cause, the following acts of misconduct are provided as nonexclusive examples of unacceptable activity:

·       Supplying false or misleading information when applying for employment, or at any time during your employment.

·       Altering, destroying, willfully misplacing, discarding or falsifying Advanced Living Care LLC records.

·       Failure to maintain any privilege and the confidentiality of information of Advanced Living Care LLC, including but not limited to, documents, reports, records, files, correspondence and communications.

·       Theft or unlawful possession of stolen, lost or mislaid property of Advanced Living Care LLC or its employees. Destruction or defacing of property of Advanced Living Care LLC or fellow employees. Theft or unauthorized removal of machinery, tools, equipment, records, or other Agency property or the property of employees, customers, or visitors.

·       The possession of weapons, firearms or ammunition on Agency property.

·       Failure to follow safety rules.

·       Engaging in any unethical conduct.

·       Committing illegal, immoral or indecent conduct, soliciting persons for these purposes, or aiding and/or abetting any of the above.

·       Possession, use, distribution or being under the influence of illegal drugs at any time while conducting Advanced Living Care LLC business or while on Advanced Living Care LLC property, or possessing, consuming or being under the influence of alcoholic beverages while conducting Advanced Living Care LLC business.

·       Refusal or failure to perform assigned work, to follow a supervisor's instructions, or any act of insubordination.

• Refusal or failure to perform assigned work, to follow a supervisor's instructions, or any act of insubordination.

• Violation of Advanced Living Care LLC 's equal employment opportunity rules.

• Engaging in any act of discourteous conduct, using abusive language, rudeness, or similar acts, to Advanced Living Care LLC or fellow employees.

• Engaging in horseplay, throwing objects, wrestling or scuffling on plant property.

• Deliberately or through gross negligence causing injury to another person.

• Failing to give a high degree of service.

• Gross negligence or carelessness.

• Gambling on Agency property.

• Soliciting or receiving cash, gifts, special accommodations, favors or other gratuities related to employment.

• Misusing sick leave or other leave programs.

• Excessive tardiness, failure to report to your supervisor, or absence from work without proper permission or notification is prohibited.

• Uttering, publishing, or distributing false, vicious, or malicious statements concerning Advanced Living Care LLC or any of its employees.

• Excessive personal telephone calls.

• Fighting on plant property or surrounding premises or in connection with circumstances out of work in the plant.

Discipline (4.220)

Advanced Living Care LLC expects employees to comply with its policies and standards of behavior and performance. Noncompliance with policies and standards of behavior or performance, including poor performance, may result in disciplinary action, including, but not limited to: informal counseling, oral warnings, written warnings, suspension, and termination. The need for discipline and the type of discipline will be determined by the agency.

Resignation (4.230)

In the event of resignation, an employee is required to give Advanced Living Care LLC two weeks' notice. Provided Advanced Living Care LLC is given prior notice, an employee shall be entitled to receive payment for up to a maximum of ten days of accrued or accumulated annual leave earned. Upon resignation, an employee can be required to leave the premises at once or at any time prior to the expiration of the two weeks' notice.

Standards of Professionalism (4.130)

The manner in which you conduct yourself should create a favorable and lasting impression of Advanced Living Care LLC.  The continued success of Advanced Living Care LLC depends on the quality, integrity, expertise and professionalism of our staff.

Written communications must meet the highest standards of accuracy and neatness. Individuals who telephone the Advanced Living Care LLC must receive prompt and courteous attention and a helpful and meaningful response. Individuals who visit Advanced Living Care LLC must always be treated with deference, tact and courtesy.

All employees should present themselves in a professional and efficient manner. Respect and thoughtfulness towards your fellow workers will always be expected.

Termination (4.230)

Advanced Living Care LLC may terminate an employee's service at any time without notice. Upon termination, an employee shall receive payment for any accrued or accumulated annual leave. An employee shall not, however, receive payment upon termination for any accrued or accumulated sick leave.

IV. COMPENSATION AND OTHER ADMINISTRATIVE MATTERS

Snow Emergency Policies (3.100)

Employees are expected to make an effort to get to work during periods of inclement weather, but it is not the intention of Advanced Living Care LLC to require employees to take risks which may endanger their safety. In general, Advanced Living Care LLC will abide by the federal government‘s weather emergency schedules. However, employees should call their voice mail system in the event of a snow emergency as Advanced Living Care LLC will communicate with employees by leaving messages on the system. If the office is closed, employees should not report to work and will be paid their normal pay for the day. If the office is open, employees should report to work. If the employee cannot report to work, he or she should notify his or her supervisor immediately.

Employee Information (4.250)

Advanced Living Care LLC maintains a personnel file on every employee. It is important that all information in the file is up to date, such as: employee‘s name, address, telephone number, beneficiary designation, etc. Please note that Employee Information will not be used as the basis of any employment related decision at Advanced Living Care LLC.

Employee Departure Procedure (4.230)

All employees at Advanced Living Care LLC are employees at-will. Upon termination or departure, an employee is expected to do the following:

• Return to his/her immediate supervisor any and all properties of Advanced Living Care LLC (i.e. credit cards, security access cards, computers, laptops, keys, car phones, pagers, manuals, software, or any other agency-related property in employee's possession).

• Settle all accounting of any cash funds in the employee's possession.

• Provide payment of any outstanding bill.

Reference Checks (4.20)

Employment information about the past or present staff members of the Advanced Living Care LLC is confidential and should not be communicated to anyone who does not have a legitimate interest in the information. Therefore, all employment reference inquiries regarding past or present staff members must be directed to the Executive Director. No one other than the Executive Director or his/her designee of the Advanced Living Care LLC is authorized to respond to such requests. In response to a request for employment information, the information furnished by the Advanced Living Care LLC will be limited to the staff member‘s name, job title, employment dates and confirmation of salary data.

Employee Privacy (4.250.10)

For your protection, employees are discouraged from bringing personal luggage, parcels or bags to work, and advised to keep the personal belongings you carry with you to a minimum. Remember to exercise good common sense, and always take steps to safeguard purses and wallets at all times. Advanced Living Care LLC cannot be responsible for items which you may leave unsecured or overnight at our offices. The firm reserves the right to look through its own premises, including premises and property issued to employees for their use, such as desks, regardless of whether those premises or property are issued for any employee‘s sole use.

Office Hours (1.50)

Advanced Living Care LLC's normal working hours are Monday through Friday from 9:00 a.m. to 4:00 p.m. Unless specifically instructed other wise, employees should work the hours they are scheduled to work.

Breaks/Lunch  (4.160)

Each employee is authorized one paid break period for each four-hour work period.  Each break period may be up to fifteen minutes in length.  Supervisor and individual employee shall work out suitable break schedules, depending on job assignments.  Breaks shall be scheduled in a manner, which does not interrupt services to the client.  Breaks may not be combined with lunch times.  No breaks may be taken at the end of the day.  Employees shall not accumulate or save paid break time.  Employees who work 6 or more hours shall be assigned a one hour or one-half hour unpaid meal break about mid-point during their shift.  Employees shall take a meal break, regardless of shift worked.

Overtime (4.170)

Work performed in excess of forty (40) hours in a worked week will be paid at the rate of time one and one-half (1 1/2) of the employee's regular rate of pay. Employees must receive authorization by a supervisor prior to working overtime. Failure to receive authorization prior to working overtime will result in discipline with possible termination. Failure to receive authorization prior to working overtime will result in payment denial.  Employees exempt from overtime under law (i.e., executive, administrative and professional employees) shall not receive overtime compensation.

Performance Appraisals (4.80)

Performance appraisals allow us formally to recognize and evaluate your performance. While work load and other circumstances may prevent regular reviews, in general you will receive a written performance appraisal at the end of your introductory period and thereafter. In addition, we will conduct a periodic evaluation of your skills in serving our customers and working with your fellow employees. The appraisal process will take into account the quality and quantity of your work, demonstrated job skills, initiative, attendance, personal conduct and general attitude towards your job, fellow employees and our guests. While Advanced Living Care LLC will try to assist employees in their work performance, the ultimate responsibility for improving performance rests with the employee.

Personal Telephone Calls

Because our telephone system is of vital importance to our business, all personal calls must be of short duration and held to an absolute minimum. All personal long distance calls are to be charged to your home telephone number. Abuse of the phone system through personal telephone calls is grounds for discipline including termination.

Punctuality and Attendance

Punctuality and regular attendance is an important part of every employee's job. You are expected to come to work on a regular and timely basis and to be on time. You are also expected to stay in your work place until your scheduled time to leave. You will be paid only for the time you actually work, which includes your rest period but not meal breaks. If you are late or leave early, you will only be paid for the time you actually worked, not your whole shift. Continued occurrences of lateness or absenteeism will result in discipline up to and including termination.

Smoking

Advanced Living Care LLC maintains a smoke-free work place. There is no smoking in any area of the office.

Workers' Compensation Policy (4.150)

Advanced Living Care LLC provides each employee with Workers‘ Compensation insurance at no cost to the employee. This insurance provides for your medical expenses and a percentage of your income if you are injured as a result of your employment.

You should report any job-related injury or illness immediately to your supervisor and the Director of Human Resources, no matter how minor the injury or illness may seem. You should seek medical treatment promptly.

While Advanced Living Care LLC encourages the reporting of any valid job related injury or illness, abuse of the Workers‘ Compensations benefit will not be tolerated. Advanced Living Care LLC reserves the right to investigate the legitimacy of any claim for Workers‘ Compensation and will take appropriate disciplinary action where an employee is found to have deliberately filed a false claim.

Accident Report

Employees must report of any accident within 24 hours of occurrence.

Professional Appearance

Immaculate grooming and personal cleanliness is expected of all employees. As a representative of the Advanced Living Care LLC it is essential that each employee present a professional and well-groomed appearance at all times.

Employee Acknowledgment

The contents of this Handbook are presented as a matter of information only. The plans, policies, and procedures described are not conditions of employment. Advanced Living Care LLC reserves the right to modify, revoke, suspend, terminate, or change any or all such plans, policies, or procedures, in whole or in part, at any time with or without notice. The language in this booklet is not intended to create, nor is it to be construed to constitute, a contract between Advanced Living Care LLC and any one or all of its employees. That is, employment can be terminated at any time at the will of either the Advanced Living Care LLC or the employee.

Employee Reporting

Employee must report changes such as employee’s schedule, contact phone number, address, and emergency contacts to Advanced Living Care LLC personnel.

Employee must report at the event that employee is ill or is exposed to contagious diseases or blood fluid.  Employee who is exposed to contagious disease will need a physical check and physician approval stating that employee is free of the disease prior to returning to work.

Employee who is pregnant must have authorization from the physician that employee has good health to work.  Employee who just gave birth to a new born must remain in maternity leave for two weeks or obtain a physician approval for good health prior to returning to work.