Yorktown policies

This document includes data that shall not be disclosed outside Yorktown and shall not be duplicated, used, or

disclosed - in whole or in part - for any purpose other than to comply with the policies detailed within.

Yorktown Systems Group, Inc. 2905 Westcorp Boulevard, Suite 116

Huntsville, AL 35805

Phone/Fax: 877-406-0262

[email protected]

www.ysginc.com

POLICIES & PROCEDURES

HANDBOOK

Version 6.0

January 2014

Yorktown Systems Group, Inc.


Policies and Procedures

January 2014, Version 6.0

January 2014 Yorktown Systems Group, Inc. Proprietary Page i

Use or disclosure of data contained on this sheet is subject to signed Non-Disclosure Agreement (NDA).

Serving America’s Warfighters,

with America’s Veterans

TABLE OF CONTENTS

Section Description Page 1.0 CODE OF BUSINESS CONDUCT .............................................................................................1

1.1 Introduction .............................................................................................................................1

1.2 Individual Conduct..................................................................................................................1

1.3 Gratuities, Gifts, and Entertainment for or from Government Employees .............................1

1.4 Gratuities, Gifts, and Entertainment for/from Non-Government Vendor/Supplier Contacts .2

1.5 Outside (Supplemental) Employment .....................................................................................2

1.6 Procurement Integrity .............................................................................................................2

1.7 Recruitment/Employment of Current/Former Government Personnel Restrictions ...............2

1.8 Maintenance of Accurate Records ..........................................................................................3

1.9 Conflict of Interest ..................................................................................................................3

1.10 Contracting with Responsible Parties .....................................................................................3

1.12 Reporting Perceived Code of Business Conduct Violations...................................................3

2.0 GENERAL POLICY ....................................................................................................................4

2.1 Employment – General ...........................................................................................................4

2.2 Consulting and Other Professional Services by Yorktown Personnel ....................................4

2.3 Recording of Time ..................................................................................................................4

2.4 Security Clearance ..................................................................................................................4

2.5 Internal Transfers ....................................................................................................................4

2.6 Termination of Employment ...................................................................................................5

2.7 Hours of Operation .................................................................................................................5

2.8 Office Security ........................................................................................................................5

2.9 Inclement Weather Operations ...............................................................................................5

2.10 Federal Holiday Observance ...................................................................................................5

2.11 Long Distance Telephone/ Reproduction/ Postage Usage ......................................................6

2.12 Telecommunications Usage Policy .........................................................................................6

2.13 Email Signature Block Guidelines/Standard Email Signature Block .....................................7

2.14 Substance Abuse .....................................................................................................................7

2.16 Sexual Harassment & Harassment-Free Workplace ...............................................................8

3.0 PAY & BENEFITS .......................................................................................................................9

3.1 Work Hours and Overtime ......................................................................................................9

3.2 Paycheck .................................................................................................................................9

3.3 Performance Review ...............................................................................................................9

3.4 Employee Referral Program ...................................................................................................9

3.5 Leave/Personal Time/Sick Leave Accrual ..............................................................................9

3.6 Leave (Vacation) Approval Requirements and Process .......................................................10

3.9 Administrative Leave ............................................................................................................10

3.10 Leave Without Pay ................................................................................................................10

3.11 Leave of Absence ..................................................................................................................10

3.7 Reserve Duty Deployment ....................................................................................................11

3.12 401(k) Plan ............................................................................................................................11

3.13 Identification (ID) Badges ....................................................................................................11




January 2014 Yorktown Systems Group, Inc. Proprietary Page ii




4.0 TRAVEL POLICY .....................................................................................................................12

4.1 Remote Travel Arrangements and Subsistence ....................................................................12

4.2 Travel Advances ...................................................................................................................12

4.3 Expense Report .....................................................................................................................13

4.4 Trip Reports ..........................................................................................................................13

4.5 Use of Privately Owned Vehicles (POV) and Rental Cars ...................................................13

5.0 PERSONNEL SECURITY CLEARANCES AND GOVERNMENT BUILDING PASSES ...14

5.1 Policy ....................................................................................................................................14

5.2 Procedure ..............................................................................................................................14

5.4 Reference ..............................................................................................................................15

6.0 PROPRIETARY INFORMATION/CONFLICT OF INTEREST .............................................16

6.1 Policy ....................................................................................................................................16

6.2 Procedure ..............................................................................................................................16

6.3 Reference ..............................................................................................................................16

7.0 EQUAL EMPLOYMENT OPPORTUNITY, HARASSMENT-FREE WORKPLACE ...........17

7.1 Policy ....................................................................................................................................17

7.2 Procedure ..............................................................................................................................17

7.3 Reference ..............................................................................................................................18

8.0 AFFIRMATIVE ACTION PROGRAM .....................................................................................19

8.1 Policy ....................................................................................................................................19

8.2 Procedure ..............................................................................................................................19

8.3 Reference ..............................................................................................................................19

Attachment 1: ACRONYM LIST ..............................................................................................................1

Attachment 2: FACTS ABOUT SEXUAL HARASSMENT ....................................................................2

Attachment 3: VACATION REQUEST FORM ........................................................................................3

Attachment 4: TRAVEL ADVANCE REQUEST FORM ........................................................................4

Attachment 5: RESERVE DUTY NOTIFICATION FORM……………………………………………5




January 2014 Yorktown Systems Group, Inc. Proprietary Page 1




1.0 CODE OF BUSINESS CONDUCT

1.1 Introduction

Yorktown Systems Group, Inc. (Yorktown) is committed to providing our customers, business partners,

and employees with a company centered on ethical business practices, openness, and honesty. In doing

so, we adhere to key principles, which continue to guide us since our founding.

Ethical Leadership: We operate uncompromisingly with the highest professional standards and

business ethics.

Achieve Demonstrable Success: We consistently deliver timely and quality products and

services that meet our customers’ needs at competitive prices.

Customer First: We place the mission of the customer ahead of corporate goals. Our business

model is based on a personal commitment from our leaders to maintain contact with our

customers to consistently gauge our performance.

Continuous Growth: We are an ever-growing company, capitalizing on new and expanded

opportunities individually and corporately. We adjust rapidly to changes and challenges in the

marketplace.

Yorktown employees will maintain the highest ethical standards in the conduct of company affairs. We

believe that this is not only imperative, but an exceptional business model. This includes any activity

with the US Government, other customers, suppliers, the general public, and our employees. Each

employee will conduct the company's business with integrity, honesty, and fairness, with no

consideration for personal advantage or gain.

The baseline for all of our conduct is compliance. All employees will conform to the letter and spirit of

all applicable laws, regulations, policies, and procedures. Conformance is justified not simply by the

desire to avoid penalties, but also by the desire to enhance Yorktown as a business while maintaining an

exceptional working environment. Any questions or violations of the Code of Business Conduct should

be directed to the employee’s supervisor, site manager, or any Corporate Officer.

1.2 Individual Conduct

Yorktown is committed to providing each employee a work environment that encourages professional

growth. Employees must support the organization’s principles and our expectations for business

conduct at all times and in all circumstances. Yorktown is committed to offering equal employment

opportunity without discrimination based on race, color, religion, creed, national origin, gender, sexual

orientation, age or disability (protected categories). Harassment, intimidation, or violence towards any

person is unacceptable and will not be condoned, and retaliation against any victim will not be tolerated.

Please see Policy and Procedure (P&P) paragraph 7.0 Equal Employment Opportunity and Harassment

Free Workplace.

1.3 Gratuities, Gifts, and Entertainment for or from Government Employees

Federal law prohibits the offering, soliciting, or accepting of any “kickback” or the inclusion of any

amount of a kickback in a contract with the US Government. No Yorktown employee may give, offer,

ask for, or accept any money, gift, gratuity, favor, commission, compensation, entertainment, loan, or

any other item of value to a federal, state, or local government employee, other than exceptions allowed

by the Code of Federal Regulations which permit government employees to accept gifts of $20.00 or

less and gifts based upon personal relationships.* Additionally, Yorktown strictly prohibits the payment

of bribes, kickbacks, or corrupt and otherwise unauthorized payments to US or foreign officials.








* 5 C.F.R. Part 2635.204 Exceptions

a) Gifts of $20 or less. An employee may accept unsolicited gifts having an aggregate market value

of $20 or less per source per occasion, provided that the aggregate market value of individual

gifts received from any one person under the authority of this paragraph shall not exceed $50 in a

calendar year.

b) Gifts based on a personal relationship. An employee may accept a gift given under circumstances

which make it clear that the gift is motivated by a family relationship or personal friendship

rather than the position of the employee. Relevant factors in making such a determination

include the history of the relationship and whether the family member or friend personally pays

for the gift.

1.4 Gratuities, Gifts, and Entertainment for/from Non-Government Vendor/Supplier Contacts

When dealing with non-government vendors or suppliers, Yorktown employees must act fairly,

objectively, and carefully so that their words or conduct do not unintentionally obligate either

themselves or Yorktown to a vendor or supplier.

Employees may accept advertising gifts, token gifts of appreciation, or business meals from non-

government business contacts if the gifts are of reasonable value or cost. These items must be available

to all involved with the non-government business and not specifically directed to the Yorktown

employee to garner favor. Employees may not claim or accept reimbursement for meals provided by

others. An employee should immediately discuss acceptance of any gift with his or her direct supervisor

or a Corporate Officer to avoid any impropriety or appearance thereof.

Yorktown employees may not accept, under any circumstances, compensation or gratuities from Non-

government Vendors/Suppliers competing for government contracts (material or support related) that the

Yorktown employee has either direct or indirect involvement with as part of their normal scope of

duties. Violation of this constitutes grounds for immediate dismissal from Yorktown employment.

1.5 Outside (Supplemental) Employment

There are a number of legitimate reasons for seeking outside employment, and Yorktown does not wish

to interfere with such decisions. Outside employment must not interfere with Yorktown duties, and

must not be in direct competition to Yorktown programs. Prior to participating in or accepting outside

employment, the employee’s immediate supervisor at Yorktown must be notified.

1.6 Procurement Integrity

Yorktown employees are prohibited from asking for or attempting to obtain "procurement-sensitive,"

"source selection-sensitive," or classified information without having received written authorization

from the government. Employees must not try to obtain information concerning competitors’ bids or

proposals when there is reason to believe release of such information is unauthorized. Other prohibitions

can include offering or discussing post-government employment or business opportunities.

1.7 Recruitment/Employment of Current/Former Government Personnel Restrictions

Specific rules and regulations restrict the recruitment, employment, and duties that former government

employees (military or civilian) may perform as employees of Yorktown. As a general rule, former

government employees may not “represent” Yorktown in dealings with the government on: (1) any

procurement or program in which they were personally and substantially involved while in government

service; or (2) any project for which they had direct or indirect administrative operating responsibility

during the two year period before they left government service.








1.8 Maintenance of Accurate Records

Any type of fraud, deception, or misrepresentation is a violation of company policy. This includes

omission, falsification, or misrepresentation of certain information, as well as waste, fraud, abuse, and

mismanagement of taxpayers’ resources. Yorktown will ensure that its financial accounts and business

records accurately reflect all transactions of the company that are complete and free from any efforts to

mislead or deceive.

1.9 Conflict of Interest

A conflict of interest occurs when the interests of an individual working for an organization compete or

conflict with the interests of the organization. An Organizational Conflict of Interest (OCI) occurs when

the organization is biased because of its financial, contractual, organizational, or other interests related

to potential work under a contract, or the organization obtains an unfair advantage over other parties by

virtue of its performance on a contract. Conflicts of interest go against our basic value of compliance,

and may be explicitly prohibited by law, regulation, and/or policies. Should a potential conflict of

interest situation arise, Yorktown employees should contact their direct supervisor, or a Corporate

Officer.

1.10 Contracting with Responsible Parties

Yorktown employees are prohibited from knowingly employing or contracting with any individual or

corporation listed on the General Services Administration’s (GSA) List of Parties Excluded from

Federal Contracting. Violation constitutes grounds for immediate termination of employment.

1.11 Contract Support Time

Employee(s) shall not use any Government-furnished computers, equipment or material to work on

projects other than those directly in support of the contract work effort. While working on tasks in

support of the contract work effort, whether on or off Government site, Employees shall not work on

any personal or Employer tasks that are not directly in support of the contract work effort. If working on

the contract effort, recording time in the timecard system against the specified contract charge code (as

opposed to vacation, sick leave, etc.), and/or on Government site, the Employee is not authorized to

work on anything other than the contract work effort. Use of Government site, materials, equipment or

time for non- contract work effort tasks is unethical and will not be tolerated; Yorktown reserves the

right to terminate employment immediately if Employee does not comply with this clause.

1.12 Reporting Perceived Code of Business Conduct Violations

Each employee has the right to report illegal or unethical activity to any Yorktown Corporate Officer.

Furthermore, no adverse action will be taken against that employee for making such a report. Every

perceived or actual violation of this Code of Business Conduct will be investigated, and the individual

rights of the reporting employee (including confidentiality, if requested) will be protected. If violations

are found to involve federal criminal law associated with the award or performance of federal contracts,

Yorktown will report the violations to the Agency Procurement Officer and the Inspector General.








2.0 GENERAL POLICY

2.1 Employment – General

Employees are expected to present and conduct themselves in a positive and professional manner at all

times. High standards for professional actions and appearance are expected as an ongoing requirement

of employment with Yorktown. In order to ensure open communications throughout the company, each

employee has the right to communicate directly with any member of the Corporate Management Team.

All employees are expected to comply fully with the policies and procedures outlined in this handbook.

Failure to do so is cause for discipline or termination.

2.2 Consulting and Other Professional Services by Yorktown Personnel

All Yorktown personnel, whether full-time or part-time, are to avoid any outside activities, whether

compensated or not, that may be in conflict or in competition with Yorktown.

2.3 Recording of Time

Time accounting is one of the most important daily activities for each employee. Accurate accounting

of time is essential for our compliance with government regulations and is the basis for compensation

and benefits. Each employee is personally responsible for the accurate and complete preparation of his

or her electronic timesheet. It must be filled out at the end of each day or immediately upon arrival the

subsequent workday. When flexing time (See Section 3.1), the timesheet must record the hours on the

day they are actually worked; no hours should be entered in expectation of work. All flex time must be

accounted for in the same pay period unless specifically approved by a Corporate Officer.

Timecards are to be completed and signed online via the Deltek online timekeeping system, accessible

by using your employee number and unique password. Each employee must record every hour worked

based on the nature of the task. Employees will record all hours worked by project or category, rounded

to the nearest one-half hour at the end of the each day. Timecards are to be completed each day and

signed on the 15th

day of each month and on the last day of each month. You should receive a link to the

timekeeping system, a logon ID and password via email shortly after starting employment with

Yorktown. Contact your direct supervisor or Human Resources (HR) Department via email

([email protected]) with any questions or concerns. All employees must ensure that hours are being

charged to the correct Deltek time code, contact the HR Department if you are not certain which charge

code to use. Time spent traveling should be charged to the applicable labor code, only travel expenses

should be charged to the associated expense charge code.

2.4 Security Clearance

A request for a personnel security clearance must be approved by your supervisor and formally

requested by the supported client as a part of the position requirement on a contract requiring a DD 254.

The Yorktown Facility Security Officer (FSO) will then begin the paperwork process to obtain a TOP

SECRET or SECRET clearance. This process may take up to one (1) year for a US citizen. Additional

time may be required in some cases. Building Passes are controlled by the appropriate government or

commercial contract Security Officer. Building pass requests (e.g., Pentagon, National Capital Region

(NCR), etc.) will be submitted to the Yorktown FSO by the applicable Project Manager when a bona

fide need under a contract exists. Please contact [email protected] for more information.

2.5 Internal Transfers

Current employees may apply for internal job openings if they have been employed by Yorktown for at

least six (6) months and fully meet the job qualifications, as specified in the job posting.

mailto:[email protected]








2.6 Termination of Employment

Employees are required to submit written notice of voluntary termination to their direct supervisor, at

least ten (10) working days before the effective date of their resignation. The supervisor will

immediately notify his/her manager and the Yorktown Human Resources department of the impending

resignation. All terminating employees are to return all Yorktown owned equipment, publications, files;

undergo a security debriefing; and clear all fiscal accounts prior to their departure. All employees are

required to complete and return Yorktown out-processing paperwork to their direct supervisor. Failure

to complete paperwork and return equipment will result in a delay in the employee’s final paycheck.

Any employee who is absent from work without notice or authorization and who fails to contact their

Yorktown direct supervisor or Corporate Officer within a reasonable amount of time is considered to

have voluntarily terminated their employment with Yorktown. A “reasonable amount of time” will be

determined on a case by case basis but shall not exceed one (1) working day unless there are

documented extenuating circumstances.

2.7 Hours of Operation

Yorktown Corporate Headquarters is located in Huntsville, AL; business hours of operations are

Monday through Friday from 8:00 AM to 5:00 PM (Central Standard Time). Front Desk: 877-406-

0262, FAX: 877-406-0262. Employees working at client sites should follow the supported client’s

hours of operation or the hours specified in the official contract. Employees working at customer sites

should follow customer security procedures in regard to work area access before and after specified

work hours.

2.8 Office Security

The Yorktown Headquarters office is a controlled access facility because of the business we do with the

Department of Defense (DOD) and because of security and safety considerations for our staff.

Employees working at customer sites should follow customer security procedures.

2.9 Inclement Weather Operations

Yorktown normally will not close for inclement weather or other acts of God. When appropriate,

Yorktown will declare liberal leave. When their normal work site is closed, employees who work at a

customer site (government or contractor) are encouraged to complete contract required work at home or

at an alternate site. If a work site is officially closed or has a delayed opening the employee will follow

the reporting procedures as directed by the client. Please contact your direct supervisor or a Corporate

Officer for guidance if you are unsure when a specific inclement weather situation arises. Always

remain vigilant of severe weather and do not put yourself in harm’s way. If you are in a dangerous,

inclement weather situation and cannot travel to your normal work site, notify your direct supervisor as

soon as possible.

2.10 Federal Holiday Observance

Yorktown will recognize most Federal Government holidays by being closed for normal operations. We

follow the Federal Government official days of observances of these holidays. The ten (10) Federal

Holidays Yorktown recognizes are identified below:

New Year's Day

Martin Luther King, Jr. Day

Presidents’ Day

Memorial Day

Independence Day

Labor Day

Columbus Day

Veterans Day

Thanksgiving (Thursday)

Christmas Day








All employees of Yorktown are eligible to observe Federal Holidays as specified by the US Office of

Personnel Management (OPM). These dates may be viewed for each calendar year at the OPM web

site, www.opm.gov. Should the mission in support of a Yorktown client require work on a Federal

Holiday, full time Department of Labor (DOL) Service Contract Act (SCA) exempt (salaried)

employees will be entitled to compensatory time on a date mutually agreed upon with the supported

client. SCA non-exempt personnel must have permission in writing from a Corporate Officer,

coordinated through their direct supervisor, prior to working on a federal Holiday.

2.11 Long Distance Telephone/ Reproduction/ Postage Usage

Yorktown’s policy is to charge business-related long distance telephone/fax calls, reprographics, and/or

postage (stamps, metered postage, or special mailing) to specific projects or an overhead account. Long

distance/fax calls, reprographics, and or postage for personal use should not occur on Yorktown’s

property/accounts unless they can be charged to the employee's personal account. Long distance/fax

calls, reprographics, and or postage for personal use should never occur on the Government/Client’s

property/accounts.

2.12 Telecommunications Usage Policy

While our direct connection to the Internet offers multiple potential benefits, it can also open the door to

some significant risks to our data and systems if appropriate security discipline is not followed. The

cyber threat to protected Government and Corporate information is real and significant. Yorktown

expects employees to use their Internet access for business-related purposes (e.g., to communicate with

customers and suppliers, to research relevant topics and obtain useful business information) and be

aware of potential cyber threats to protected information. We insist that employees conduct themselves

honestly and appropriately on the Internet and NIPRNet, and respect the copyrights, software licensing

rules, property rights, privacy and prerogatives of others, just as they would in any other business

dealings. Surfing the public Internet for project related purposes is allowed in this context. The display

of any kind of sexually explicit image or document on any company system is a violation of our policy

on sexual harassment.

Unlike the Yorktown provided Internet, the NIPRNet must be used solely for the support of our military

customers’ projects.

No corporate or customer information will be transmitted electronically with anything but Yorktown’s

email system or government provided email accounts. No corporate or customer information will be

posted on any commercial or public website, Wiki, or blog site; posting corporate or customer

information in direct disregard to this policy will be grounds for immediate dismissal.

Yorktown employees should not use corporate/Government/Client telecommunications facilities to

participate in the origination or forwarding of chain letters. This includes forwarding warnings of

potentially dangerous viruses. Many such warnings are mere hoaxes aimed at crippling

telecommunications through the high volume of traffic generated to forward all the warnings. Any

software or files downloaded via the Internet into the Yorktown Local Area Network (LAN) become the

property of Yorktown. Yorktown reserves the right to inspect any and all files stored in private areas of

our network in order to assure compliance with policy.

The viewing of any kind of sexually explicit image or document on any company system is a violation

of our policy on sexual harassment. Yorktown employees shall not visit pornographic websites or any

sites displaying any kind of sexually explicit images or documents while using any

company/Government/Client system or while on company time. In addition, sexually explicit material








may not be archived, stored, distributed, edited or recorded using corporate/Government/Client network

or computing resources.

Yorktown employees shall not visit online gambling or online gaming sites while using any

company/Government/Client system or while on company time.

2.13 Email Signature Block Guidelines/Standard Email Signature Block

The signature block format that follows is a sample for all internal and external professional level email

correspondence. Employees supporting a Government contract are required to use signature blocks at

all times, and may have specific signature block requirements based on contract language – such as

identifying yourself as a contractor as opposed to Government employee; please contact your immediate

Yorktown supervisor for contract details.

Sample signature block for individuals directly supporting a Government contract:

Ms. Jane D. Doe

Title/Position (i.e. Training Analyst)

Yorktown Systems Group, Inc. [Contractor]

Supported Organization (i.e. TCM-Live, ATSC)

Phone Number: xxx-xxx-xxxx

Cell Phone: xxx-xxx-xxxx [list the number if you have a Government or company paid/reimbursed cell phone]

Email Address: [email protected]

Sample signature block for individuals not supporting Government contract:

Ms. Jane D. Doe

Title (i.e. Contracts Manager)


Phone Number: xxx-xxx-xxxx

Cell Phone: xxx-xxx-xxxx

Email Address: [email protected]

Website: www.ysginc.com

A Service Disabled Veteran Owned Small Business (SDVOSB)

Serving America’s Warfighters, with America’s Veterans

2.14 Substance Abuse

Yorktown is committed to providing employees with a safe, healthy and productive work environment,

free from the effects of substance (drug and alcohol) abuse. It is each employee's responsibility to abide

strictly by the terms of this policy. Employees shall not use alcohol when performing their jobs in

support of, or representing, Yorktown. No illegal drugs or alcoholic beverages shall be stored or

consumed in any client site/work area. The use of alcohol in a manner that impacts the employee’s

work performance and the reputation of Yorktown will not be tolerated. Customer complaints of alcohol

use by Yorktown employees will be reviewed immediately and appropriate action taken. Criminal

conviction of improper use of alcohol (i.e. Driving While Intoxicated (DWI)/Driving Under the

Influence (DUI)) is also grounds for review of one’s employment status. Possession and use of illegal

drugs (including the misuse and abuse of prescription medication, prescribed or not), whether at the

place of employment or not, is considered grounds for employment termination. Apprehension and

conviction for use or possession of illegal drugs is grounds for termination of employment after review

by the President/CEO and Chief Administrative Officer (CAO).









2.16 Sexual Harassment & Harassment-Free Workplace

Yorktown is an Equal Employment Opportunity Employer (EEO). In keeping with this EEO policy

(See Section 7.0), Yorktown prohibits sexual harassment or harassment based on any other protected

category. This prohibition means that employees are not permitted to harass each other, Yorktown’s

customers or Yorktown’s suppliers/vendors in the workplace, based on protected category. Yorktown

employees also should not suffer harassment at the hands of suppliers/vendors or customers. Please

review the Facts About Sexual Harassment handout created by the Equal Employment Opportunity

Commission (EEOC), included as Attachment 2. Yorktown employees are expected to conduct

themselves in a professional manner at all times and treat others with respect and professional courtesy.








3.0 PAY & BENEFITS

3.1 Work Hours and Overtime

Yorktown's normal work week is forty (40) hours. With prior approval, Yorktown will compensate SCA

non-exempt (hourly) employees with premium pay at a rate consistent with DoL requirements for hours

worked over 40 hours in a week. SCA non-exempt personnel must have permission in writing from a

Corporate Officer, coordinated through their direct supervisor, prior to working over 40 hours in the

contract specified 7 day work week. With prior direct supervisor approval, an SCA exempt employee

may vary his or her work hours and the number of hours worked per day and per week (Flex Time) as

long as his or her total hours equal or exceed the available monthly total. Flex Time at supported client

sites is not normally approved. Any Flex Time or Compensatory Time accrued by employees should be

used within the pay period in which it is accumulated. Hours of work at supported client sites are

mandated by the contract for support at that site. Any temporary modification of contract specified work

hours must be coordinated with and approved by the supported client.

3.2 Paycheck

All employees of Yorktown will be paid semi-monthly on the 7th and 22nd of the month based on the

receipt by Accounting of an approved time sheet for the employee for the appropriate semi-monthly pay

period. All employees will receive their pay and preapproved expense reimbursements via electronic

funds transfer (EFT). If a payday falls on a Saturday, Sunday, or Federal government holiday,

paychecks or direct deposit pay stubs will be dated for the business day preceding the holiday or

weekend. Please contact the [email protected] if you have questions.

Employees can access pay stub and W-2 data via the Paychex website, contact the HR Department for

assistance as needed. At the website, each employee creates a new account by entering some basic

information. This is a fairly easy set up and very easy to view or download your check stub.

3.3 Performance Review

Performance review and feedback have two primary functions; counseling and development. The

performance review session must communicate to the staff member what he or she must start, continue,

or stop doing to be successful at Yorktown. Staff members participate in setting performance

expectations with their supervisors. Staff members may request a review at any time. New employees

are evaluated after 90 days of employment. Existing employees are evaluated annually in January,

within 90 days of internal transfer, or when the quality of performance (good or bad) warrants a review.

3.4 Employee Referral Program

Yorktown employees are encouraged to recommend qualified friends or acquaintances for consideration

for employment. If the person recommended by a Yorktown employee is hired as a full-time employee,

the employee who made the referral will receive a recruiting bonus after the new employee has

completed 90 days (three (3) months) of satisfactory service with Yorktown. Bonus schedule is as

follows: Junior/entry level – $50, Intermediate/Career level – $150, Senior/Expert level – $500.

3.5 Leave/Personal Time/Sick Leave Accrual

Leave (Vacation) and Personal Time/Sick Leave Accrual begins at the start of the Yorktown fiscal year

(calendar year). Each full-time, benefit eligible SCA Exempt employee of Yorktown earns regular leave

time at a rate of not less than 80 hours (10 days) for the first full Yorktown fiscal year, prorated for new

employees who start during the year. SCA non-exempt employees leave time accrual rate is as detailed

in the applicable register of wage determination. Employees may carry over no more than 40 hours (5









days) of regular leave to the next year. Any vacation accrued in excess of 40 hours (5 days) will be lost

if not used within the Yorktown fiscal year.

Personal Time/Sick Leave is earned at the rate of 40 hours (5 days) for the first full Yorktown fiscal year

(calendar year), prorated for new employees who start during the year. Personal Time/Sick Leave will

not be allowed to be carried over to the next year. Employees must use it or lose it in regards to Personal

Time/Sick Leave. SCA non-exempt employees do not earn personal time/sick leave.

Leave accrual information is available via the Deltek online timekeeping system. Employees should

refer to their Employee Agreement for an exact number of vacation hours they are eligible to accrue per

year. Yorktown follows DoL vacation guidelines for SCA non-exempt employees. Part-time

employees, who work less than 36 hours per week, do not earn paid vacation.

3.6 Leave (Vacation) Approval Requirements and Process

Leave time must be approved in writing in advance; in order to coordinate preapproval of leave time,

follow these three (3) steps:

Step 1: If you are supporting a Government customer on contract, verify in writing (via email)

with your customer that your requested vacation timeframe/duration works with their schedule;

(if you are not supporting a Government contract, please skip to Step 2)

Step 2: complete, sign and submit the Vacation Request Form (included as Attachment 3) via

email to your direct supervisor for approval and signature, preferably 2-weeks prior to any

requested vacation time – or as soon as possible within the 2-week window;

Step 3: your supervisor will sign and submit the form via email to the HR Department

([email protected]), and will courtesy copy you on the message for your records.

3.9 Administrative Leave

For extremely extenuating circumstances, Administrative leave with pay will be authorized. The

President/CEO is the approving authority of Administrative Leave.

3.10 Leave Without Pay

Leave without pay provides for short absences of five (5) days or less for which the employee does not

have or does not wish to use another form of leave. Leave without pay is recorded on the time sheet in

eight (8) hour blocks for exempt employees (i.e., a full day of work). Employees who must use Leave

Without Pay must record time off in Deltek using the appropriate time code. Leave without pay for

short absences must be approved in advance by the President/CEO or CAO.

3.11 Leave of Absence

Leave of absence without pay pertains to absences greater than five (5) consecutive work days granted

by the President/CEO for personal emergency (at the discretion of management) or military service.

Yorktown fully supports and complies with the Uniformed Service Employment and Reemployment

Rights Act (USERRA), which provides job protection to service members called to active duty. During

a leave of absence, all Yorktown benefits to the employee are suspended, unless an employee is in a

period of military service for 30 days or less. It is the responsibility of the employee to safeguard

employment rights by requesting a leave of absence, or providing notice in the case of USERRA

protected leave, in writing. Leave of absence may not be extended beyond one year or a period equal to

the employee's length of service, whichever is shorter. Employees who must take a Leave of Absence

must record time off in Deltek using the appropriate time code.









3.7 Reserve Duty Deployment

Yorktown fully supports all Reserve Armed Forces members. Employees receiving orders for duty

should complete, sign and submit the Reserve Duty Notification Form (included as Attachment 5) via

email to your direct supervisor prior to deployment. Your supervisor will sign and submit the form via

email to the HR Department ([email protected]), and will courtesy copy you on the message for your

records.

Yorktown does not pay regular hours for time served while on Reserve Duty Deployment. Employees

called to Reserve Duty should record the appropriate amount of hours in the Deltek Timekeeping

System as Personal Leave, Leave With Out Pay or Leave of Absence depending on length of service.

3.12 401(k) Plan

All SCA Exempt employees are eligible to defer income in accordance with Federal law into the

company’s 401(k) Plan. Yorktown may match an employee’s contributions, based on our profit sharing

plan, at a rate to be determined each December. Employees are vested with the plan after ninety (90)

days of employment.

3.13 Identification (ID) Badges

All Yorktown staff members will receive a Yorktown photo identification (ID) badge upon employment.

As a condition of employment/access each employee, associate, or visitor shall wear the ID badge in a

conspicuous place on the front of exterior clothing at or above the waist except when safety or health

reasons prohibit such placement. Employees supporting a contract on Government site must wear their

Yorktown ID Badge at all times, unless the contract dictates differently.









4.0 TRAVEL POLICY

4.1 Remote Travel Arrangements and Subsistence

Yorktown expects staff members to travel to the extent necessary to fulfill the Company's business

obligations and contract requirements. Yorktown does not expect employees to lose or gain money due

to travel. Yorktown expects employees to choose lodging accommodations that are safe, reasonably

convenient, clean, comfortable, and pleasant. Employees are not authorized to make their own flight,

hotel or rental car reservations independently using an online service (e.g.-Travelocity, Hotwire,

Expedia, etc.). The Yorktown online travel arrangement system (Concur) or travel coordinator must be

utilized. Once travel requirements are established in writing by the applicable authority (based on

contract supported), Employee will initiate travel arrangement coordination. Based on personal

preference, the Employee shall make travel arrangements using one of the following methods (specific

travel policies/procedures for contract supported override the general travel policy noted here, please

contact your direct supervisor or the Corporate Travel Coordinator for clarification/guidance as needed):

(a) Employees may utilize the Yorktown online travel arrangement system to choose preferred

flight, rental car, hotel, etc. for each authorized trip. The travel coordinator must be notified

immediately so that travel is tracked accordingly; or

(b) Employees may contact the designated Corporate Travel Coordinator via email

([email protected]) or phone (877-406-0262 Ext 4) with travel request in order for flight,

rental car, hotel, etc. arrangements to be made.

Each Employee will receive an email providing User Identification/Password information to access

Concur (https://www.concursolutions.com/Default.asp). Utilizing this system, each employee is able to

choose their preferred flight, hotel, rental car arrangements out of a list of choices that meet Joint Travel

Regulation (JTR) regulations for each approved trip. Once each employee submits trip preferences, the

system will notify the applicable supervisor that an Itinerary is ready for review and approval. After the

Itinerary is approved by the Employee’s supervisor, travel arrangements will be finalized and

itinerary/reservation information will be provided to the traveler via email. All travelers must access the

system initially to add personal data, add frequent flyer and/or hotel chain club numbers, and set up

preferences; details will be sent with logon information.

Each contract may have a specific travel policy, please contact your direct supervisor for

clarification; contract specific travel policies override this general corporate policy.

4.2 Travel Advances

For Administrative ease, Yorktown prefers Employees to incur costs for incidentals upfront and request

reimbursement utilizing an Expense Report upon completion of the trip, but it is the Company’s policy

not to require an employee to travel on their own expense unless by personal preference. Yorktown will

advance funds to employees for authorized expenses anticipated while traveling on behalf of Yorktown

to save the employee from using personal funds; please complete Travel Advance Form (provided in

Attachment 4) and submit as soon as possible prior to travel, preferably ten (10) to fourteen (14) full

calendar days.

Flights are paid for by the company through the online travel system. Normally, employees will pay for

hotels and rental cars and submit receipts with Expense Report (see paragraph 4.3) upon return from

trip for reimbursement. If you prefer not to incur rental car costs, utilize Yorktown’s corporate account

with Enterprise/National and Avis Rental Car set up with direct billing in the online travel system. If









you prefer not to incur the hotel costs, please contact the Travel Coordinator with your hotel information

to request coordination of direct payment by Yorktown. Additionally, given sufficient notice, Yorktown

will provide the employee with an advance of 75% of the total anticipated cost for Per Diem (meals and

incidentals); upon completion and submission of the Travel Advance Form. However, employees at

customer sites rarely have sufficient planning time prior to contract required travel to allow for

processing of advances.

4.3 Expense Report

Yorktown’s policy is to reimburse employees for approved and allowable expenses incurred IAW the

Federal Travel Regulation (FTR), JTR and all contract specific requirements and clauses that may apply.

Each Employee that is anticipated to travel will receive an email providing User Identification/Password

information to access the online Expense Report system.

The system is accessible via https://tcg3.hostedaccess.com/DeltekTC/welcome.msv. Employee will

complete the Expense Report using the online Deltek system, and upload a scanned copy of all receipts

over $25.00 in one (1) PDF file, and, if available, a copy of the flight cost screen shot, within three (3)

business days of completion of trip (contract specific travel policy regarding timeframe to complete

expense reports supersedes this overall corporate policy). Employee must retain original receipts for

their records.

Yorktown will reimburse Employees directly for all approved travel costs, per diem lodging, meals and

incidental expenses, as well as gas, privately owned vehicle (POV) mileage, etc.; refer to the web site

www.gsa.gov for applicable reimbursable rates. Reimbursement for travel will be paid by electronic

funds transfer to the same account as set up to receive paychecks. Should an employee have a question

regarding travel and subsistence, they should contact the Program Manager or Travel Coordinator. Note:

Contract specific travel policies supersede this overall corporate travel policy.

4.4 Trip Reports

Trip reports may be required upon return from travel in support of a contract, dependent on the

organization and/or contract you support; please contact your supervisor for specific format.

4.5 Use of Privately Owned Vehicles (POV) and Rental Cars

Employees are authorized use of a private vehicle for Yorktown business or if allowed as part of travel

in conjunction with contract support, however, the most cost effective mode of transportation is

preferred. Should the cost of a rental car and estimated fuel be less than the reimbursable cost of round

trip mileage, then use of a rental car will be required. Employees should not accept the Rental Car

Company option to refuel the rental car upon return; employees are to refuel rental cars just prior to

returning them since this is the less expensive option. Gas receipts are to be included with the applicable

expense report. When personal cars are used on Company business, Yorktown will reimburse at the rate

per mile permitted by the government's FTR and/or JTR and can be referenced at the www.gsa.gov web

site. Yorktown’s corporate Insurance policy does not cover POVs used in performance of company

business so employees should have their own coverage for accident, liability, comprehensive and

collision.

The Yorktown corporate Insurance policy covers all employees in rental cars on official company

business. Therefore, employees should never accept Rental Car company insurance coverage for

rental cars used in support of company business. Employees will not be reimbursed for insurance

charged for rental car usage.

http://www.gsa.gov/








5.0 PERSONNEL SECURITY CLEARANCES AND GOVERNMENT BUILDING PASSES

5.1 Policy

The Yorktown FSO will handle all security clearance certifications as well as:

Visit Authorization Request

Building Passes

Courier Letters and Cards

As noted in Section 2.4, a request for a personnel security clearance must be approved by your

supervisor and formally requested by the supported client as a part of the position requirement. If a

Security Clearance is required for your position, your supervisor will notify the Yorktown FSO to begin

the paperwork process to obtain the appropriate clearance level (Secret, Top Secret, etc.). This process

may take up to one (1) year for a US citizen. Additional time may be required in some cases.

An individual may be processed for a security clearance after they are processed as a Yorktown

employee.

In certain circumstances, consultants may require a security clearance to work on a Yorktown project.

When this situation arises, the direct supervisor should contact the FSO for processing instructions.

Employees will receive Security Awareness Training upon employment, receipt of their clearance, and

at least annually thereafter depending upon their access to classified material.

Employees will receive a Security Debriefing by the FSO upon termination of employment and/or upon

administrative downgrading of their clearance.

Employees will return government building passes and/or Common Access Cards (CAC) upon

termination of employment. These must be returned to the appropriate government issuing office.

Failure to return the CAC and all government issued passes/badges to the appropriate government

representative will result in a delay in the employee's final paycheck.

5.2 Procedure

Upon employment at Yorktown, your supervisor will determine if a clearance is needed. The Yorktown

FSO will determine if the individual has ever held a personnel security clearance.

If an employee has a civilian contractor clearance at another facility and is terminating

employment from that facility, a pre-employment clearance can usually take effect when filed

within 180 days. A transfer form with proof of update must be completed if an employee

clearance was terminated within the past two (2) years.

If an employee holds or has held a clearance with a government activity they must perform the

following:

o US Civilian employee, must complete Standard Form (SF) 86 Questionnaire for National

Security Positions, and furnish copy of SF 50 unless still employed by US Government.

o US Military personnel, must complete SF 86, and furnish a copy of Defense Department

(DD) Form 214 (Certificate of Release or Discharge from Active Duty) unless on active

duty.

o US Reserve personnel, or if transferred to standby or retired reserve, must complete SF 86,

and a copy of the transfer orders.








If an employee has never had a clearance, SF 86 must be completed. This is a detailed form that

must be prepared accurately. Processing time with the government may take up to one (1) year.

Government Building Pass eligibility will be determined by your direct supervisor and coordinated with

the Yorktown FSO and the Contract DOD Security Officer. The employee must have a requirement to

access a controlled facility at least three (3) or more times a week. The following process will be

followed to complete the Building Pass request form:

when a bona fide need is determined, the supervisor notifies the Yorktown FSO with the

employee name, contract number and delivery order number, government point of contract,

address and telephone number;

the Yorktown FSO will submit the request to the Government Contract Officer or Security

Officer for approval;

when approved, the Yorktown FSO will notify and provide the employee with the approved

request to acquire a Building Pass;

when received, the employee will provide the Yorktown FSO with the Building Pass number and

a photo copy front and back of the pass; and

when the contract or delivery order ends or the employee terminates employment, the pass must

be returned to the Contract DOD Security Officer.

5.3 Graduated Scale of Discipline

Disciplinary action for security violations will be based on the severity of the violation and number of

violations. One minor violation will result in mandatory review of Yorktown security requirements and

procedures. A second minor violation will result in a complete review of all NISPOM security

requirements with the employee’s direct supervisor and/or the FSO. A third minor violation will

constitute gross negligence. An Adverse Information Report will be filed with Defense Industrial

Security Clearance Office (DISCO). Any employee receiving three minor violations will be denied

access to classified materials. If an employee’s contract requires access to classified information, this

may lead to termination of employment.

Major violations include any loss, compromise or suspected compromise of classified information. Any

classified information that is not in direct control of the custodian shall be considered lost until an

investigation proves otherwise. Any employee suspected of a major violation will be immediately

denied access to classified information, which will likely result in termination of employment. All

major violations are reported to DISCO.

Individual Culpability Reports will be submitted to DISCO for the following reasons:

Deliberate Disregard for Security Requirements

Pattern of Negligence (three minor violations)

Gross Negligence in Handling of Classified Materials

5.4 Reference

DOD 5220.22-M National Industrial Security Program Operating Manual (NISPOM)








6.0 PROPRIETARY INFORMATION/CONFLICT OF INTEREST

6.1 Policy

It may be necessary for Yorktown to acquire or access data which is proprietary to other persons,

Government agencies, or corporations for the purpose of contract performance.

When a contract awarded to Yorktown contains a Conflict of Interest Clause, it is the policy of

Yorktown to follow the procedures outlined in FAR 9.500.

Contracts will not be negotiated or executed if the interests of the particular customer are of such a

nature as to compromise or threaten Yorktown's ability to maintain unbiased objectivity in serving its

other customers. In instances where potentially conflicting situations may be created, agreements may

be entered into if the parties involved have full knowledge of the potential conflict and consent to the

arrangements in advance. The contract file should contain a statement documenting that the responsible

Yorktown employee has made the disclosures and obtained the consents which are necessary.

For the purpose of this policy and related procedures, data shall be construed to include data, methods,

processes, computer software, or such other data which is determined to be of a proprietary nature by

Yorktown.

Yorktown and its employees will not use proprietary data or computer software for any purpose other

than that for which it was furnished.

This policy and related procedures are not intended to apply to information furnished voluntarily without

limitations on use, or data available to the government or Yorktown from unrestricted sources.

6.2 Procedure

Yorktown employees may be required to sign a Non-Disclosure Agreement (NDA) stating they will not

disclose to others or use for their own benefit any trade secrets, confidential information or proprietary

data received in connection with a specific contract; based on position and contract requirements.

The CAO is responsible for all Requests for Proposal (RFPs) and contracts which contain OCI or Non-

Disclosure provisions.

If required, a Corporate Officer will enter into agreement with those persons, government agencies or

corporations having ownership of proprietary data or computer software. Use or access to such data or

software for contract performance must be protected from unauthorized use or disclosure so long as such

data remains proprietary.

6.3 Reference

Federal Acquisition Regulation (FAR) 9.500








7.0 EQUAL EMPLOYMENT OPPORTUNITY, HARASSMENT-FREE WORKPLACE

7.1 Policy

Yorktown is an equal employment opportunity employer. Employment opportunities, including terms

and conditions of employment, are based solely upon qualifications and ability to do the work for which

an employee is hired without regard to race, color, religion, creed, national origin, gender, sexual

orientation, age or disability (protected categories).

In keeping with this EEO policy, Yorktown prohibits sexual harassment or harassment based on any

other protected category. This prohibition means that employees are not permitted to harass each other,

Yorktown customers or Yorktown's suppliers/vendors in the workplace, based on protected category.

Yorktown employees also should not suffer harassment at the hands of suppliers/vendors or customers.

Sexual harassment has been defined by the EEOC to include unwelcome sexual advances, requests or

demands for sexual favors and other unwanted verbal or physical conduct of a sexual nature when:

submission to such conduct or communication is made an explicit or implicit term or condition

to obtain or continue employment;

submission to or rejection of such conduct or communication by an employee is used as a factor

in decisions affecting the employee’s employment; or

such conduct or communication has the purpose or effect of substantially interfering with an

employee’s employment or creating an intimidating, hostile or offensive employment

environment for a reasonable person.

Harassment based on other categories that create a hostile, intimidating or offensive working

environment is also prohibited.

All employees are required to attend/participate in Sexual Harassment Sensitivity and Awareness

Training every two (2) years. Yorktown supervisors are required to complete and pass anti-sexual

harassment training. Supervisors that have not completed training should contact Human Resources

([email protected]) to receive the required information to complete the training.

Employees who violate this policy are subject to appropriate disciplinary action.

7.2 Procedure

All employees are responsible for complying with this policy and ensuring Yorktown has a harassment-

free workplace. If employees would like more detailed information on the policy or the complaint

policy, they should contact their supervisor or a Corporate Officer.

If an employee feels as if he or she is being harassed, the first step, should be to inform the offending

person that his or her conduct is inappropriate and ask the person to discontinue that conduct.

Frequently, but not always, problems arise due to an honest misunderstanding that can be resolved by

open communication.

If the offensive conduct continues, or if the employee does not feel comfortable addressing the problem

directly with the offending person, the employee must contact their supervisor or Corporate Officer.

The complaint will be promptly investigated and the appropriate corrective action will be taken to

address the problem.









The company will maintain records of employees who attend training, and will schedule training needed

to ensure all employees attend and participate in Sexual Harassment Sensitivity and Awareness Training

every two (2) years.

Employees who violate Yorktown Harassment-Free Workplace Policy are subject to discipline, up to

and including termination of employment.

7.3 Reference

Civil Rights Act of 1964

Executive Order No. 11246

The Americans with Disabilities Act








8.0 AFFIRMATIVE ACTION PROGRAM

8.1 Policy

Yorktown is an equal opportunity and affirmative action employer. All employees that possess the

authority to hire, or make recommendations to hire personnel, shall support our non-discriminatory

policies by hiring for any vacancy a qualified applicant without regard to race, color, religion, creed,

ethnicity, gender, sexual orientation, age or disability (protected categories). In addition, Yorktown does

not discriminate based on gender, gender identity or sexual orientation.

Yorktown will take affirmative action to ensure that all other personnel actions such as compensation,

benefits, transfers, lay-offs, return from lay-offs, Yorktown-sponsored training, education, tuition

assistance, recruiting, hiring, promotion to all job classifications, social and recreational programs will

be administered in the same manner.

Yorktown does not discriminate or retaliate against individuals for filing a complaint of discrimination,

encouraging an individual to file a complaint of discrimination, participating in investigations of

discrimination, or opposing discrimination. Retaliation is considered any act of revenge or adverse

employment action taken against an employee or applicant.

In line with Yorktown's equal opportunity employment policy and to ensure compliance with Federal

regulations, the HR Department will maintain written "Affirmative Action Program (AAP)" in

accordance with Executive Order 11246, The Rehabilitation Act, and The Vietnam Era Veterans’

Readjustment Assistance Act. The written program concerning Veterans and the disabled will be

available for any employee who wishes to review them.

8.2 Procedure

Each supervisor is responsible for complying with this policy. Further, they must develop a strong

commitment to maintaining an equal opportunity environment throughout Yorktown.

Monitoring compliance with this policy throughout Yorktown is the responsibility of CAO. Any

suspected acts of discrimination should be brought to the immediate attention of the CEO, CAO, or

immediate supervisor. Yorktown will accept, investigate and, if necessary, resolve any issues in a

timely manner.

The CAO and HR Department are responsible for annually reviewing and updating this policy,

maintaining a written program, and complying with any Federal reporting regulations.

Any employee who wishes to review Yorktown's written AAP concerning Veterans and the disabled

may contact the CEO/CAO at any time.

8.3 Reference

60 CFR 41 FAR 52.222-25

Executive Order 11246

The Rehabilitation Act

The Vietnam Era Veteran’s Readjustment Assists Act








9.0 PERSONALLY IDENTIFIABLE INFORMATION

9.1 Policy

It is necessary during in-processing of employees for Yorktown to use an individual’s personal

identifiers (e.g.-social security numbers, phone numbers, addresses, etc.) for I-9 Employment

Verification, Security Clearances and enrollment in Health and Retirement programs.

Yorktown will ensure that each employee’s personal identifiers are protected in accordance with the

Privacy Act of 1974 and DOD 5400.11-R.

9.2 Procedure

The Yorktown Human Resources Department ensures the confidentiality of each employee’s personal

identifiers through DOD compliant processes and procedures. All personnel files are stored in a locked

file cabinet and handled only by authorized personnel.

Information containing employee’s personal identifiers are only disclosed to other agencies for purposes

of initiating company benefits including health care, retirement options, and payroll, and are transmitted

securely on a limited basis only to specific points of contact within that agency. Personal identifiers

required to complete security clearances are protected through the Joint Personnel Adjudication System

(JPAS).

In the event that any information containing an employee’s personal identifier’s is lost, stolen or

comprised, Yorktown complies with regulations set forth to notify that person of the following

information: specific personal identifiers involved in that incident, detailed description of the incident,

what actions were taken by Yorktown to mitigate any risk or vulnerability on their behalf, and

counseling to the employee on any actions they could have taken to protect their personal identifiers.

Employees may request a copy of the Privacy Act of 1974 from the Human Resources Department at

any time. In addition, employees may request a copy of the file containing their personal identifiers

during normal business hours (0900 – 1700 Central Time) with proof of identity, 24-hour notice

preferred in order to ensure Human Resources representative is available. Requests can be made by in

person at Yorktown Corporate Headquarters, by phone or in a secured e-mail to [email protected].

Requests to amend information containing personal identifiers are required to be completed by Human

Resources within 10 working days. Any issues regarding the timely completion of requests should be

reported to the Chief Administrative Officer.

9.3 Reference

Privacy Act of 1974

DoD 5400.11-R




January 2014 Yorktown Systems Group, Inc. Proprietary Attachments - Page 1




ATTACHMENT 1: ACRONYM LIST

A

AAP - Affirmative Action Program

B

C

CAC - Common Access Cards

CEO - Chief Executive Officer

CAO - Chief Operating Officer

D

DD – Defense Department

DOD - Department of Defense

DoL – Department of Labor

DWI - Driving While Intoxicated

DUI - Driving Under the Influence

E

EEO - Equal Employment Opportunity

EEOC - Equal Employment Opportunity

Commission

EFT - electronic funds transfer

F

FAR – Federal Acquisition Regulation

FSO - Facility Security Officer

FTR - Federal Travel Regulation

G

GSA - General Services Administration

H

HR - Human Resources

I

IAW – In Accordance With

ID – Identification

J

JTR – Joint Travel Regulation

K

L

LAN - Local Area Network

M

N

NCR – National Capitol Region

O

OCI - Organizational Conflict of Interest

OPM - Office of Personnel Management

P

POV - privately owned vehicle

Q

R

S

SF - Standard Form

T

U

USERRA - Uniformed Services Employment

and Reemployment Rights Act

V

W

X

Y

Z








ATTACHMENT 2: FACTS ABOUT SEXUAL HARASSMENT

FACTS ABOUT

SEXUAL HARASSMENT

Sexual harassment is a form of sex discrimination that violates Title VII of the Civil Rights Act

of 1964.

Unwelcome sexual advances, requests for sexual favors, and other verbal or physical conduct of

a sexual nature constitutes sexual harassment when submission to or rejection of this conduct

explicitly or implicitly affects an individual's employment, unreasonably interferes with an

individual's work performance or creates an intimidating, hostile or offensive work environment.

Sexual harassment can occur in a variety of circumstances, including but not limited to the

following:

The victim as well as the harasser may be a woman or a man. The victim does not have to

be of the opposite sex.

The harasser can be the victim's supervisor, an agent of the employer, a supervisor in

another area, a co-worker, or a non-employee.

The victim does not have to be the person harassed but could be anyone affected by the

offensive conduct.

Unlawful sexual harassment may occur without economic injury to or discharge of the

victim.

The harasser's conduct must be unwelcome.

It is helpful for the victim to directly inform the harasser that the conduct is unwelcome and must

stop. The victim should use any employer complaint mechanism or grievance system available.

When investigating allegations of sexual harassment, EEOC looks at the whole record: the

circumstances, such as the nature of the sexual advances, and the context in which the alleged

incidents occurred. A determination on the allegations is made from the facts on a case-by-case

basis.

Prevention is the best tool to eliminate sexual harassment in the workplace. Employers are

encouraged to take steps necessary to prevent sexual harassment from occurring. They should

clearly communicate to employees that sexual harassment will not be tolerated. They can do so

by establishing an effective complaint or grievance process and taking immediate and

appropriate action when an employee complains.

http://www.eeoc.gov/policy/vii.html

http://www.eeoc.gov/policy/vii.html








ATTACHMENT 3: VACATION REQUEST FORM

Yorktown Systems Group, Inc. Vacation Request

2905 Westcorp Boulevard, Suite 116, Huntsville, AL 35805 January 2013

Phone/Fax: 877-406-0262 * Email: [email protected] * Web: www.ysginc.com



Personal Commitment to our Customers Focus on the Mission

Ethical Business Practices

EMPLOYEE VACATION/LEAVE REQUEST FORM

Date:

Name:

Department/Location:

Title:

Dates Requested:

From [ ] through [ ], Returning [ ]

Total Quantity of Hours Requested:

Employee Signature:

______________________________________________________________________________

Approval:

Date:

Manager Name:

Manager Signature:








ATTACHMENT 4: TRAVEL ADVANCE REQUEST FORM

Name: Date Submitted:

Trip Duration: Submitted by:

Destination: Employee Signature:

Purpose: Supervisor Signature:

Description Unit Cost Quantity Subtotal

Daily Lodging Per Diem Rate: $0.00 0 $0.00

Daily Meals and Incidental Expenses (M&IE) Per Diem Rate: $0.00 0 $0.00

Total $0.00

75% of Total / Amount of Advance to Employee $0.00

Notes:

1. Please only enter data into the yellow highlighted cells, the spreadsheet will automatically calculate the remainder of the data.

3. Specific daily lodging and M&IE Per Diem rates for the location of travel can be researched at the following website: www.gsa.gov.

Form Dated: January 2013

Phone/Fax: 877-406-0262 * Email: [email protected]

7. If employee is advanced money for anticipated travel costs, and the employee misses the trip for extenuating personal circumstances, the employee

will owe Yorktown all advances, unless expenses can be substantiated on a case by case basis.

8. If employee is advanced money for anticipated travel costs, and the employee misses the trip for personal reasons that cannot be substantiated, the

employee will owe Yorktown all advances, and may be terminated as circumstances dictate.

Yorktown Systems Group, Inc. Travel Advance Request Form

Employee Anticipated Travel Expenses

4. Yorktown will advance an employee 75% of anticipated lodging and M&IE Per Diem costs; the remainder will be paid upon completion and approval

of an Expense Report and associated receipts.

2. Enter the daily Per Diem Lodging rate and M&IE rate in the appropriate cell in COLUMN G and the total quantity of nights/days in COLUMN H.

5. In accordance with Joint Travel Regulations (JTR) and Federal Travel Regulations (FTR), employees will be reimbursed 75% of Per Diem M&IE Rates

for the first and last day of travel. Any difference between anticipated expenses advanced and final reimbursable costs will be compensated for in the

final Expense Report and final reimbursement.

6. If employee is advanced money for anticipated travel costs, and the trip is cancelled by the Government, the employee will owe Yorktown all

advances, unless expenses can be substantiated on a case by case basis.

2905 Westcorp Boulevard, Suite 116, Huntsville, AL 35805








ATTACHMENT 5: RESERVE DUTY NOTIFICATION


2905 Westcorp Blvd., Suite 116, Huntsville, AL 35805

Phone/Fax: 877-406-0262 * Email: [email protected] * Web: www.ysginc.com

Personal Commitment to our Customers Focus on the Mission

Ethical Business Practices

EMPLOYEE RESERVE DUTY NOTIFICATION FORM

Date:

Name:

Department/Location:

Title:

Dates on Duty: From [ ] Through [ ] Returning [ ]

Total Hours:

Date:

Manager Name:

Manager Signature:
