EMPLOYEE HANDBOOK - Pixis€¦ · should read the Employee Handbook for more information. Page Effective Date – June 1, 2006 Page - 9 - EQUAL OPPORTUNITY EMPLOYER . This companyis

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EMPLOYEE HANDBOOK

Page Effective Date – June 1, 2006 Page - 3 -

EMPLOYEE HANDBOOK

TABLE OF CONTENTS General Policy

Page

Effective Date Preface ................................................................................................... 5 04/15/18 Important Notice ...................................................................................... 6 04/15/18 Approved Leaves .................................................................................... 7 04/15/18 Employee Meetings ................................................................................ 7 06/01/06 Holidays .................................................................................................. 8 04/15/18 Inclement Weather Policy ....................................................................... 8 04/15/18 New Employees ...................................................................................... 8 04/15/18 Temporary Employees ............................................................................ 8 04/15/18 Equal Opportunity Employer ................................................................... 9 04/15/18 Payroll Classifications ............................................................................. 9 04/15/18 Payroll Period .......................................................................................... 10 04/15/18 Payroll Deductions .................................................................................. 11 04/15/18 Separation of Employment ...................................................................... 12 04/15/18 Expense Accounts .................................................................................. 12 04/15/18 Sexual Harassment ................................................................................. 12 04/15/18 Suggestions ............................................................................................ 15 04/15/18 Solicitations ............................................................................................. 15 04/15/18

Personnel Benefits Accident Coverage .................................................................................. 16 04/15/18 Group Hospitalization and Medical Plans ............................................... 16 04/15/18 Paid Time Off .......................................................................................... 17 04/15/18 Major Illness Leave ................................................................................. 17 04/15/18 Breaks ..................................................................................................... 18 04/15/18 Tuition Policy ........................................................................................... 18 04/15/18

Your Job and The Company

Attendance .............................................................................................. 19 04/15/18 Handling Complaints ............................................................................... 19 04/15/18 Appearance ............................................................................................. 19 04/15/18 Courtesy.................................................................................................. 19 04/15/18 Neatness (Personal) ............................................................................... 20 04/15/18 Outside Employment ............................................................................... 20 04/15/18 Personal Telephone Calls ....................................................................... 20 04/15/18 Smoking Policy ....................................................................................... 20 04/15/18 Personnel Records ................................................................................. 20 04/15/18 Promptness ............................................................................................. 21 04/15/18


Telephone Courtesy ................................................................................ 21 04/15/18 Employee Responsibility and Conduct .................................................... 21 04/15/18 Lesser Offenses (Listed) ......................................................................... 21 04/15/18 Major Offenses (Listed) ........................................................................... 22 04/15/18 Employee Responsibility for Equipment Damages ................................. 22 04/15/18 E-Mail, Internet and Computer Policy ..................................................... 23 04/15/18 Request for Reimbursement for Tuition (Form)....................................... 27 04/15/18 Notes ...................................................................................................... 28 04/15/18 Employee Signature Page ...................................................................... 29 04/15/18 Ten Standards ........................................................................................ 30 04/15/18

Page Effective Date – June 1, 2006 Page 5-


TERM OF EMPLOYMENT

IMPORTANT NOTICE TO EMPLOYEES.

YOU MUST CAREFULLY READ THIS NOTICE This manual does not constitute a contract for employment. It does not contract, represent, or guarantee in any way the length or term of your employment. ALL employees are “at-will”1 and the company reserves the right to terminate the employment of any employee without cause or reason at any time. The company also reserves the right to unilaterally modify the terms of this manual at its sole discretion. You, as an “at-will”1 employee, should not view this manual as a contract for employment. If you do not understand this notice, please ask the person who hired you for clarification.

1 An employee who is considered “at-will” is one who may be fired by the company for any reason (without cause) and at any time. The company may fire (terminate employment) any employee even though that employee has not broken any policy in this manual.


SECTION I

GENERAL POLICY

Approved Leaves

Time off will be approved only for emergencies, important personal needs or the following: Death in Family: Any death occurring in your immediate family (mother, father, brother, sister, husband, wife, son or daughter) should be reported immediately to your immediate supervisor. Three days off will be granted without loss of pay. Jury Duty: You are urged to fulfill your civic obligation and report for jury duty if you are called. If you are a full-time employee your pay will continue during the time that you are on jury; however, the amount you receive for serving on the jury will be deducted from the amount you are paid during a forty (40) hour work week in order that your salary received will be the same as if you had worked a forty (40) hour work week for us during that time (this does not apply to part-time employees). If you receive a call for jury duty, please notify your immediate supervisor immediately and keep them informed as to the probable length of time of your service. Should you have any free time, you will be expected to report for work. Military or Alternative Service: If you are called into active service to fulfill your obligation to your country, you will be placed on leave without pay. On your return to civilian life, you will be entitled to your former or similar position without loss of tenure.

Reserve Military Duty: If you are in the reserves, or National Guard,

you will be allowed a leave to fulfill your reserve military service. Reserve military duty is not considered as Paid Time Off; however, if you

choose, your Paid Time Off can be taken during this time and you will be paid for those Paid Time Off hours. Your reserve duty will be considered a

leave of absence and you will not be paid during this time, except as noted in the preceding sentence.

EMPLOYEE MEETINGS

Regular meetings of employees will be held on a periodic basis (during normal working hours). All employees are required to attend these meetings.


HOLIDAYS

The Company will be closed in observance of holidays determined at the beginning of each new year. Any full-time employee who has been on the company’s payroll for at least 90 days is eligible for the designated paid holidays per year. Your ability to take these

days off will depend on our workload and the discretion of your immediate supervisor. The holidays normally observed by our Company are: New Year’s Day Memorial Day Independence Day Labor Day Thanksgiving Day Friday after Thanksgiving Christmas Eve Christmas Day

INCLEMENT WEATHER POLICY

Occasionally, weather conditions may make it impossible or inadvisable for employees to report for work or report for work late. If such is the case,

you are required to contact your immediate supervisor as soon as possible. Inclement weather may also cause the offices to close

and to send all employees home. Hourly employees will be paid ONLY for the actual hours worked.

FULL-TIME NEW EMPLOYEES All new full-time employees (work 40 hours or more per week) of the company are subject to a 90 day probationary period. During the probationary period, the employee is not entitled to any company benefits such as holidays, health insurance, or tuition reimbursement; however, the exception to this is Paid Time Off which is effective from the first date of hire. After 90 days, an employee can be assigned a regular employee status, remain on probation or their employment with the company terminated.

PART-TIME EMPLOYEES All part-time employees (scheduled to work less than 40 hours per week), REGARDLESS OF LENGTH OF SERVICE WITH THE COMPANY are not entitled to any company benefits. Depending on the number of hours worked per week, some exceptions to this may include Group Hospitalization and Medical Plan. The employee should read the Employee Handbook for more information.


EQUAL OPPORTUNITY EMPLOYER

This company is committed to the principle of equal employment opportunity for all employees and to providing employees with a work environment free of discrimination and harassment. It is our policy not to discriminate against any employee or applicant for employment because of race, color, religion, national origin, sex (including pregnancy), age, disability, sexual orientation, gender identity and/or expression, protected veteran status, genetic information, or any other characteristic protected by Federal, State or local law.

It is also our policy to take affirmative action to employ and to advance in employment, all persons regardless of their race, color, religion, national origin, sex (including pregnancy), age, disability, sexual orientation, gender identity and/or expression, protected veteran status, genetic information, or any other characteristic protected by Federal, State or local law. All our employment decisions are based on business needs, valid job requirements and individual qualifications. This policy shall apply to all employment actions, including but not limited to recruitment, hiring, upgrading, promotion, transfer, demotion, layoff, recall, termination, rates of pay or other forms of compensation, and selection for training, including apprenticeship, at all levels of employment. In addition, we will provide reasonable accommodations for qualified individuals with disabilities.

Employees and applicants will not be subject to harassment, intimidation, threats, coercion or discrimination on the basis of race, color, religion, national origin, sex (including pregnancy), age, disability, sexual orientation, gender identity and/or expression, protected veteran status, genetic information, or any other characteristic protected by Federal, State or local law.

Retaliation including intimidation, threats or coercion, because an employee has objected to discrimination, engaged or may engage in filing a complaint, assisted or participated in a review, investigation, or hearing or have otherwise sought to obtain their legal rights under any Federal, State, or local laws requiring equal opportunity for minorities, women, individuals with disabilities, or protected veterans is strictly prohibited.

We are committed to the principles of Affirmative Action and Equal Employment Opportunity.


PAYROLL CLASSIFICATIONS

1. Hourly Personnel – will be paid on an hourly basis only for the approved time they worked, including overtime. Overtime pay is one and a half times your regular pay rate for hours worked in excess of 40 hours per work week. Only actual hours worked are included in computing overtime. As a result, paid time off, approved leaves and holiday hours do not count when computing overtime. Overtime must be approved in advance by your immediate supervisor.

2. Exempt Personnel (not subject to overtime) – will be paid on a monthly based

salary with no overtime and 24-hour call.

PAYROLL PERIODS

1. There are twenty-six (26) pay periods per year (bi-weekly). Payroll checks are distributed every other Friday for the two week period ending on the Friday preceding the payroll week. Each payroll period week begins on Saturday and ends on Friday. All

paychecks are in arrears. That means that your first paycheck could be from one day’s pay to two weeks pay, depending on the day of the two-week period you began work. If you do not understand, please see your supervisor for complete details.

2. Timecards – Federal and state laws require that accurate

records be kept of the time you work. All employees are responsible for completion of a timecard each week. All timecards must be signed by the employee, then completed and signed by the designated supervisor.

3. Requests for pay during Paid Time Off, for hourly employees,

must be reported on and requested via the timecard. 4. Working hours – The most common office schedule is Monday through Friday and

normally consists of 40 hours, excluding unpaid lunch breaks. All employees are REQUIRED to take lunch each day. Generally, the basic work day for regular full-time employees will be from 8:00 a.m. to 5:00 p.m. with one unpaid hour for lunch. Employees receive two 15-minute break periods each full workday, one in the AM and one in the PM, which cannot be combined with their arrival or departure for the day, or with lunch breaks.

Part-time employees normally receive a lunch break only if their workday exceeds five (5) hours.


5. All employees’ pay adjustments will be made on the next available pay period.

NO SPECIAL PAY CHECKS WILL BE ISSUED BETWEEN PAYROLL PERIODS.

6. Discussing salaries and wages can be disruptive to the workflow and in most

cases serves no other purpose than to upset those who are doing the discussing. The company requests that you discuss your salary or wages only with your immediate supervisor during your performance review. The company’s position is that discussing your salary or wages with other employees is not conducive to a positive work environment.

7. If you are a sales person, your commissions are considered earned at the time

the company is paid by the client. If your employment with the company is terminated, voluntarily or involuntarily, regardless of the reason, all commissions are forfeited and you will not receive pay for any commission not paid prior to the time of your termination UNLESS STATED SPECIFICALLY OTHERWISE IN YOUR WRITTEN CONTRACT WITH THE COMPANY.

8. If you receive a commission or bonus at the end of each month for your work, and

your employment is terminated for any reason, you must work through the end of the month in order to receive any commission pay for that month. (e.g. If you terminate on June 1, you will receive all of May’s commissions; if, however, you terminate employment on May 30, you will not receive any commissions for the month of May. Likewise, if you work until June 15, you will receive May commissions, but none of June’s commissions).

PAYROLL DEDUCTIONS

Federal and state laws require the following deductions from each paycheck: 1. FICA – A specific percentage of gross earnings is withheld for Social Security and

Medicare. Your company makes an equal contribution to your account for these taxes. These payments fund Medicare and also will eventually determine your Social Security Benefits.

2. Federal and State Withholding – The amount of tax withheld is based on the

number of exemptions declared on your W-4 withholding form and the level of your income. The number of exemptions declared may be changed at any

time by simply completing a new withholding form and submitting it to the Personnel Department. It is important not to claim more

exemptions than are actually available to you without professional help or personal knowledge, as you can be subject to an IRS penalty and/or interest on yearly income tax returns for underpayment of estimated taxes.


Other, optional deductions which may be withheld upon request or when legally required are: 3. Health Insurance Premiums. 4. Miscellaneous Pre-Approved Deductions. 5. Garnishments or Levies. Deductions are itemized on each stub of the paycheck you receive every two weeks giving you the amount withheld for the current period, as well as the amount withheld to date for the current calendar year. In addition, yearly statements of total taxes withheld from your paycheck are furnished shortly after the end of the calendar year (by January 31st each year). These annual statements (W-2’s), and in some cases 1099’s, must be filed with your state and federal income tax returns. The information furnished to you is also furnished to the IRS and state tax commissions as required by federal and state laws.

SEPARATION OF EMPLOYMENT

Two weeks notice, or more, of a planned separation is appreciated so we have the opportunity to fill your vacated position without interruption of service or operation. Contact your supervisor for final pay, benefit information, and an exit interview. For tax purposes, please notify your supervisor if your address changes after separation of employment. Be sure to return all credit cards, keys and equipment.

EXPENSE ACCOUNTS (SEE ADDENDUM BACK OF MANUAL)

On occasion, you may conduct company business for which you incur expenses. Generally, you should receive reimbursement unless specifically excluded in your compensation agreement. Reimbursement can cover lodging, meal expenses and the use of your personal vehicle or a leased vehicle. You should obtain and submit receipts for expenses and record your mileage on an Expense Report Form. Your supervisor can provide you with this form. If you have any questions as to what expenses are appropriate, check with your supervisor BEFORE they are incurred.

SEXUAL HARASSMENT

This company provides a work environment free from sexual harassment or intimidation. Sexual harassment is not tolerated from any employee, including supervisors and managers, or from any client, vendor or contract labor personnel. Each employee is responsible for his/her own actions. The company is responsible for providing working conditions free of sexual harassment and for enforcing this policy. Management and supervisory personnel are responsible for implementing this policy.


Sexual harassment is any suggestion (expressed or implied) that any promotion, employment, compensation or treatment is in any way contingent upon, or related to, an employee’s participation in, or rejection of, conduct of a sexual nature. Harassment also includes unwelcome advances, suggestive comments, or physical contact, which create an intimidating, hostile or offensive working environment. Harassment on the basis of sex is a violation of various state and federal laws, which subject not only the Company but also the individual harasser to liability for any such unlawful conduct. Our policy prohibits sexual harassment in any form, including verbal, physical, and visual harassment. A hostile environment can result from the unwelcome conduct of supervisors, co-workers, customers, contractors, or anyone else with whom the victim interacts on the job, and the unwelcome conduct renders the workplace atmosphere intimidating, hostile, or offensive. Examples of behaviors that may contribute to an unlawful hostile environment include:

• discussing sexual activities; • telling off-color jokes concerning race, sex, disability, or other protected bases; • unnecessary touching; • commenting on physical attributes; • displaying sexually suggestive or racially insensitive pictures; • using demeaning or inappropriate terms or epithets; • using indecent gestures; • using crude language; • sabotaging the victim's work; • engaging in hostile physical conduct.

When harassing conduct violates the law

First, unlawful harassing conduct must be unwelcome. Second, the conduct must be:

1. subjectively abusive to the person affected; and 2. objectively severe and pervasive enough to create a work environment that a

reasonable person would find hostile or abusive.

Whether an instance or a pattern of harassing conduct is severe or pervasive is determined on a case-by-case basis, with consideration paid to the following factors:

1. the frequency of the unwelcome discriminatory conduct; 2. the severity of the conduct; 3. whether the conduct was physically threatening or humiliating, or a mere

offensive utterance; 4. whether the conduct unreasonably interfered with work performance;


5. the effect on the employee's psychological well-being; and 6. whether the harasser was a superior within the organization.

Each factor is considered. Hostile work environment cases are often difficult to recognize, because the particular facts of each situation determine whether offensive conduct has crossed the line from "ordinary tribulations of the workplace, such as the sporadic use of abusive language and occasional teasing, "to unlawful harassment.”

However, the intent of the company’s policy is to provide a process for addressing incidents of unwelcome conduct long before they become severe and pervasive enough to create a hostile work environment under the law.

Resources and Responsibilities - What to do if you witness or are subjected to harassment

Harassing Conduct Policy – The company has determined that the most effective way to limit harassing conduct is to treat it as misconduct, even if it does not rise to the level of harassment actionable under the law. The goal of this policy is to eliminate harassment before it becomes severe and pervasive enough to violate the law.

Management must take prompt, remedial action to investigate and eliminate any harassing conduct. All information will be maintained on a confidential basis to the greatest extent possible. Sexual harassment is considered to exist whenever there are unwelcome sexual advances, request for sexual favors, or any other verbal, physical or visual conduct of sexual nature when:

1. Submission to the conduct is made either implicitly or explicitly a condition of the individual’s employment;

2. Submission to or rejection of the conduct is used as the basis for an employment decision affecting the harassed employee;

3. The harassment has the purpose or effect of unreasonably interfering with the employee’s work performance or creating an environment that is intimidating, hostile, or offensive to the employee.

If you have been subject to, have observed, or become aware of such objectionable conduct, immediately inform your supervisor. If you are unable to discuss with your supervisor, please contact another supervisor or HR. What constitutes unwelcome sexual harassment and how is it recognized? This policy is not intended to govern relationships that people establish freely and mutually. However, if one person in the relationship does not welcome the attentions placed upon him or her, then the potential for sexual harassment may exist. An actual determination as to whether sexual harassment has actually occurred can only be made on a case-by-case basis after management examines the circumstances surrounding the incident.


STOPNO

SOLICITING

How does one distinguish sexual harassment from idle chatter (e.g. jokes and remarks)? Sexual harassment to one person may not be sexual harassment to another. Personnel will investigate any complaints that are expressed whether verbally or in writing. If you feel uncomfortable with a set of circumstances or your work environment in general, discuss it with your immediate supervisor or your manager. What should a harassed employee do? Talk with the offender. He or she may not realize the behavior is offensive. If you are uncomfortable for any reason talking with the offender, or if the behavior continues after you have talked with him or her, you should report the conduct to your supervisor, manager or Personnel. Anyone found to be engaging in sexual harassment is subject to appropriate corrective action. The extent of the sanction may vary from counseling to discharge, depending upon the circumstances. The company cannot correct harassing conduct if a supervisor or manager does not become aware of it.

SUGGESTIONS

Suggestions should be made in writing to your supervisor. Suggestions that will materially add to the operating efficiency of the company are encouraged and appreciated.

SOLICITATIONS

1. No employee may engage in the solicitation to other employees or customers on company premises during working hours without their supervisor’s approval.

2. Cards, literature, notices or other papers of any kind may not be

posted on bulletin boards or distributed on company premises at any time without their supervisor’s approval.

3. Persons who are not employees of the company will not be permitted to come

upon or remain on the premises for the purpose of making solicitations, selling insurance, posting or distributing cards, literature, notices or other papers of any kind.


SECTION II

PERSONNEL BENEFITS

ACCIDENT COVERAGE

This company does not knowingly place any employee in a situation

which may endanger the safety of that employee. All employees are encouraged to take every precaution available when doing their work. Worker’s Compensation Insurance is

provided covering the injuries which may occur in the course of your employment. It does not, however, include injuries going to or from work, or during the lunch break.

The Worker’s Compensation Law requires the employer to report to its insurance carrier all accidental injuries to employees. It is mandatory that you furnish your supervisor immediately with complete information about any accident which occurs on the job in which you are involved, within 24 hours of the accident. Also, Public Liability Insurance is provided against claims of the general public for injuries suffered while on our premises. Please report immediately to your supervisor any accidents you observe which occur on or about company property so that the necessary information can be obtained to protect the company and the persons concerned.

GROUP HOSPITALIZATION AND MEDICAL PLAN

It is the company’s policy to make available to its employees, group hospital and medical insurance after 90 days of employment. It will be the employee’s responsibility to notify the supervisor or department head in writing when and how the coverage should be initiated. The plan consists of major medical coverage (hospitalization, surgical expense and supplemental medical coverage.) This plan is available to all employees, who qualify and meet the

requirements. Typically, spouses, and unmarried children through age 25 (exclusions start on the dependents 26 birthday), all in accordance with applicable law, can be provided at the employee’s expense. The plan has a deductible provision, which may change from time to time. Full details of the plan are included in a separate booklet provided by the insurance company.


PAID TIME OFF (PTO)

The company has adopted a Paid Time Off (PTO) policy for full-time employees to replace Vacation, Illness and Floating Holiday policies. This should be fairer to all employees. By implementing the PTO policy, employees will be able to use ALL PTO time afforded them for time off from work, with pay, to be used for whatever reason, whether it be illness, snow days, vacation or just relaxation. All Paid Time Off must be approved by your supervisor prior to your taking your PTO. The only exception is if you are taking Paid Time Off because of illness. You must, however, notify your supervisor if you are ill as soon as possible. Failing to call your supervisor could result in disciplinary action being taken against you. PTO is earned as follows: 1. Employees, during their first year of full-time uninterrupted employment with the

company, will have 32 annual PTO hours beginning on their date of hire. 2. Employees who have completed more than one (1) but less than five (5) years of

full-time uninterrupted employment with the company will have 112 annual PTO hours available.

3. Employees who have completed five (5) or more years of full-time uninterrupted

service will have 152 hours available for PTO. 4. All annual PTO available must be taken during the employee’s anniversary year.

Any time remaining will be forfeited at the end of the employee’s anniversary year or termination from the company. PAY WILL NOT BE GIVEN IN LIEU OF PAID TIME OFF.

5. No more than five (5) consecutive working days (40 hours) may be taken at a time

UNLESS PRIOR WRITTEN AUTHORIZATION HAS BEEN GRANTED FROM THE CORPORATE OFFICE. WRITTEN AUTHORIZATION IS SUBJECT TO CHANGE DEPENDING UPON ANY UNFORESEEN CIRCUMSTANCE(S) WHICH COULD REQUIRE YOUR PRESENCE AT THE COMPANY ON YOUR SCHEDULED PAID TIME OFF DAYS.

6. PTO must be taken in one (1) hour increments. You should give 30 days notice to

your supervisor when you are taking 5 or more consecutive days off; otherwise you should give at least 3 days notice. In case of illness, you may call that morning. Exceptions may be made in the event of death or family emergency.

MAJOR ILLNESS LEAVE

Up to an additional ten (10) days will be permitted with pay for major illnesses where the employee is hospitalized. Written documentation of hospitalization and release


Class Of:

R ecipient:

Dated:

back to work will be required. If the hospital stay is less than 3 days, the additional 10 days leave for hospitalization will not be applied. Maternity leave will be treated as any other Paid Time Off.

BREAKS 1. All employees will be given two 15-minute breaks per working day – one in the

morning prior to noon and one in the afternoon. These breaks will replace the sometimes numerous breaks that are being taken for smoking and other purposes. Taking these breaks is subject to change depending upon any unforeseen circumstance(s), which could require your presence at the company during your anticipated break time.

2. Breaks are on a “use it or lose it” basis. If you do not take your morning break, it

is gone. You may not take it that afternoon or the next day, etc. If you do not take your afternoon break, it is gone. You may not take it the next morning, or take off 15 minutes early, etc. Breaks cannot be deferred or combined with other breaks.

3. Breaks cannot be combined with lunch, or the beginning or the ending of the

workday. 4. Pay will not be given in lieu of not taking breaks.

TUITION POLICY

The company will reimburse tuition for any regular employee who makes a passing grade of “C” or better in an approved course. All classes must be of benefit to the company. All courses must be approved in advance by the manager and by the corporate office to be eligible for reimbursement. Proof of enrollment and a passing grade must be submitted or tuition will not be reimbursed. (SEE PAGE 27 FOR “REQUEST FOR REIMBURSEMENT” FORM)


SECTION III

YOUR JOB AND THE COMPANY

ATTENDANCE

Since absences create an additional burden on your associates, excessive absenteeism may result in you being placed on leave without pay or dismissal. Your attendance record is considered each time your salary and performance is reviewed.

HANDLING COMPLAINTS

The moment you sense a complaint, remember, the next few minutes may determine whether we will retain or lose a customer, perhaps a number of customers. Many complaints result from the customer’s mistake or a misunderstanding of company policy and procedures. Whether the basis for the complaint is real or imagined, it is, nonetheless, important to the customer. Never treat the

complaint lightly – listen attentively to the customer. Delays and interruptions may make the complainant even angrier. Your job is to straighten things out. If, however, it is too complex for you to handle, or outside your responsibilities, tactfully explain that the complaint can better be handled by your supervisor or one of the officers.

APPEARANCE

Since we are a public service institution, your personal appearance is of the utmost importance. Dress neatly and conservatively and refrain from personal habits that may give the impression of untidiness or carelessness. Customers often form their opinions of the company by the appearance and attitude of the people who serve them. Any employee whose attire is not considered appropriate, may be requested to return home and change their attire. Short shorts, open shirts or tank tops are considered inappropriate.

COURTESY

Personnel who come in contact with customers are placed in a position of meeting with and talking to the public. You are expected to show the utmost courtesy and render all possible assistance to all customers

all of the time. Always say “Good Morning” or “Good Afternoon” or “Hello” with a smile and when the conversation or the transaction is completed, always say “Thank You” or “Good-Bye” or “Come Again”

WITH A SMILE.


NEATNESS (PERSONAL)

We are continually striving to make the conditions under which we work as pleasant as possible. Your work area must be kept neat and orderly, with equipment in good working order. Needed repairs or adjustments on mechanical equipment should be reported immediately to your supervisor. Personnel in the public areas are reminded to be doubly conscious of neatness in their areas as this reflects the company’s image to the public.

OUTSIDE EMPLOYMENT

It is the company’s policy to discourage outside employment. Personnel must receive written permission from the your manager before accepting any outside employment, which, IN NO CASE, may conflict with your work for the company.

PERSONAL TELEPHONE CALLS

Our company is a service organization and our facilities must be available to our customers at all times. Making or receiving personal calls should be done only when absolutely necessary. Limit your conversation as much as possible. Only in emergencies or with your manager’s permission, are toll calls to be made. If a toll call is made, make a record of the call and give it to your supervisor. The company must be reimbursed for all personal toll calls. If your personal call is to be an extended conversation, it is recommended that you make or take personal calls at your allocated break periods.

SMOKING POLICY

The company maintains a tobacco and smoke free environment. Smoking of any product including “vapes,” electronic cigarettes, or any other device that puts out anything into the air, or chewing tobacco, or substitutes for chewing tobacco or anything that requires a “spit cup,” is

not permitted inside any company facility, including lobbies, bathroom, storage closets, etc.

PERSONAL RECORDS

For your protection in case of emergency, and to keep our records current, your supervisor and the Personnel Department or Accounting, must be informed of any changes in name, marital status, address, telephone number, number of dependents, beneficiaries and whom to notify in case of an emergency.


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PROMPTNESS

We must operate on a definite schedule and it is important that you carefully observe your department’s scheduled hours of work. Regardless of where you live, it is important to be at work ON TIME. It is equally as important that you be prompt returning from your designated lunch time. Should you find you will be delayed, inform your supervisor.

TELEPHONE COURTESY

Proper use of the telephone is important to both our customers and employee relations. Therefore, manners play an important part in your job

description. You should answer your phone promptly by COMPANY NAME and then YOUR NAME. If using a land

line, when your associates are not present, answer their phone as well. If possible, take a message. Speak distinctly

and make your voice friendly. Get the caller’s name and use it. Be sure to get the purpose of their call, get the information the

caller wants promptly, and end the call with a courteous “good-bye.”

EMPLOYEE RESPONSIBILITY AND CONDUCT

The best working conditions prevail where employees conduct themselves with respect and consideration for themselves, their fellow employees and their employer. In order to provide guidelines concerning inappropriate behavior or action, the company has summarized the following as being in violation of acceptable employee conduct. This list is not exhaustive and is subject to change. LESSER OFFENSES: The infraction of these rules may result in an oral or a written warning for the first offense, followed by progressive disciplinary action for repeated violations. These lesser offenses include: 1. Unacceptable work performance. 2. Failure to report absence to supervisor. 3. Excessive absenteeism and/or tardiness. 4. Parking in unauthorized areas. 5. Willful violation of safety rules. 6. Leaving during working hours without notifying your supervisor. 7. Solicitation for any purpose during working time. 8. Repeated inappropriate or disheveled appearance for type and level of job. 9. Improper care, maintenance, and operation of company property or equipment.


MAJOR OFFENSES: The following are considered serious offenses and will likely result in suspension (not normally to exceed three (3) days) without pay, or discharge: 1. Continued unacceptable work performance. 2. Fighting on company property or at company sponsored functions or while on the

job even though you are away from company property. 3. Theft of property belonging to the company or another employee. 4. Falsification of company records. 5. Intentional destruction or defacing of company property. 6. Possession of dangerous weapons or substances on company property, in a

company vehicle and/or at company sponsored functions. 7. Horseplay resulting in an injury to yourself or others. 8. Repeated absence without notifying management. 9. Three (3) or more violations of lesser offenses within a twelve month period. 10. In the possession of or under the influence of alcohol or illegal drugs while on

company premises or in a company vehicle. 11. Insubordination toward a person in a position of authority. 12. Knowingly filling out another employee’s time card. 13. Unauthorized use of company property, equipment or vehicles. 14. Harassment to another employee of any kind (sexual, race, color, religion, or

national origin).

EMPLOYEE RESPONSIBILITY FOR EQUIPMENT DAMAGES AND REPLACEMENT OF LOST EQUIPMENT

If you handle company equipment and tools, whether it is a company vehicle, mobile phone, printer, tablet, laptop or desktop computer, or any property that belongs to the company or is an asset of the company’s, or has been leased or rented by the company, you are responsible for the safekeeping of that equipment, whether handling of such equipment is of a permanent or temporary nature. The company believes that holding employees responsible for equipment helps maintain uninterrupted service to our clients by not having downtime caused by equipment failure or lack of equipment or tools. This keeps our clients happy and helps you maintain job security. It also helps keep costs down by not having to repair or replace equipment and tools as often. In the case of vehicles, not only does it help with unnecessary repair costs, it helps maintain an atmosphere of safety. An employee is less likely to have an accident driving recklessly if that employee is to be held accountable for paying the damages he or she causes.


If you are responsible for damages to equipment (including vehicles), or for lost tools or equipment, you will be required to pay all amounts not covered by insurance (in many cases insurance may not pay anything) to repair the damages or replace lost tools or equipment. In some cases, the company, at its sole discretion, may try to help you avoid undue hardship caused by you having to reimburse for damages, by withholding only a portion (instead of the entire amount at one time) from your paycheck each payday until the damages or costs have been repaid to the company in full.

E-MAIL, INTERNET, AND COMPUTER POLICY

SCOPE OF POLICY: This policy covers the entire corporate e-mail, internet connection, and computer systems, including tablets, laptops, and desktop computers, terminals and networks, messages, drafts, records, documents and other information on the system including backup media and storage (all this hereinafter referred to as the “System”). COMPANY PROPERTY: All computers and communications equipment and facilities, including the data and information stored on them are and remain at all times business property of the company and are to be used for business purposes only. NO ABUSE AND DISCRIMINATION: It is the goal of the company to maintain a work environment for all its employees that is absent disparate treatment; the company will not tolerate abuse or discrimination against candidates or existing employees. RESPECT RIGHTS: All employees must respect the copyrights, software licensing rules, property rights, and privacy of the company and others. No employee may use the company’s System and facilities to disable or overload any computer system or network, or to circumvent any system intended to protect the privacy or security of another user. COMPANY OVERSIGHT OF ALL SYSTEM ACTIVITIES: The company owns and has authority and oversight of the System including any message that goes out or is received at the company. The company reserves the right to monitor all internet use and e-mail messages content and can at any time read company e-mail in order to identify messages that might compromise the company’s legal or business interests. The employee should explicitly understand that all his or her communications and activities on the company’s System are subject to review by others within the company, and the review of these activities may be used for disciplinary purposes against the employee if violations of policy are discovered. USE OF PASSWORDS: The company devises and maintains the security of its System. The use of all passwords and other identification and verification security devices used for the System must be made known to the company.


NO OFFENSIVE LANGUAGE AND IMAGES: The company’s System may not contain language or images that may be reasonably considered offensive, demeaning, or disruptive to any employee, or creates a discriminatory hostile or abusive work environment. Such content would include, but would not be limited to: sexually-explicit comments or images, gender-specific comments, racial epithets and slurs, or any comments or images that would offend someone based on their race, color, sex, religion, national origin, age, physical or mental disability, status as a veteran, or sexual orientation. The display or storing of any kind of sexually explicit image or document on any company system is a violation of our policy and may be construed as sexual harassment. BLOCKED SITES: The company uses independently supplied software and data to identify inappropriate or sexually explicit internet sites. We may block access from within our networks to all such sites that we know of. If you find yourself connected accidentally to a site that contains sexually explicit or offensive material, you must disconnect immediately. BUSINESS TOOL: The company’s System connection to the Internet and e-mail is primarily to be used as a business tool. Employees may use the System’s facilities for non-business research or browsing during mealtime or other breaks, or outside of work hours, provided that all other usage policies are adhered to. COMPANY MONITORING OF SYSTEM USAGE: The company will monitor each computer for unauthorized internet or e-mail usage. Unlawful internet and e-mail usage may also garner unfavorable publicity for the company and expose the firm to significant legal and business liabilities. The company has software and systems in place that monitors and records all System usage. Our security systems are capable of recording (for each and every user) each World Wide Web visit, each chat, newsgroup or e-mail message, and each file transfer into and out of our internal networks. LIMIT SYSTEM USE: Unnecessary or unauthorized internet and e-mail usage causes network and server congestion. It slows other users, takes away from work time, consumes supplies, and ties up printers and other shared resources. Employees must limit the time they are logged onto the Internet to only the time needed to complete their tasks and log off once the task is finished. No employee will log onto the Internet and minimize on task-bar for later use. DO NOT VIOLATE LAWS: This company’s System, internet facilities, and computing resources must not be used to violate the laws and regulations of the United States, or the laws and regulations of any state, city, province or other local jurisdiction in any material way. Use of any company resources for illegal activity is grounds for immediate dismissal.


NO PIRATED SOFTWARE: No employee may use company System facilities to download or distribute pirated software or data. NO VIRUSES: No employee may use the company’s System facility to intentionally propagate any virus, Trojan horse, or trap door program. DEADLY VIRUS WARNING: This is a warning to all employees about computer viruses. These viruses are very harmful to the individual workstations and the servers to which they are connected. These viruses will not only destroy all software on the individual computer systems that open it, but it will also destroy the individual computer’s hardware along with all the software and hardware on the server. This translates to days, possibly weeks, that the company will be unable to do business efficiently due to the rebuilding of the effected equipment. If you receive e-mail with a .vbs file extension, DO NOT OPEN IT, even if it comes from a trusted source. Immediately call the IT Manager and follow instructions to delete the e-mail from your system. Viruses come in many forms and represent a very real danger to the company. Use extreme caution when opening all e-mail and in particular any attachments. Do not open any attachments or files that are not company related. Call the IT Manager and the sender of the e-mail, if you have any doubts about what it may contain. Failure to adhere to this warning may result in immediate termination. PROPER STORAGE AND BACKUP OF FILES: Each employee must store files on the system as directed so that they can be backed up on a regular basis. This is to prevent the permanent loss of important files and information, in the event you lose your data. If your hard drive crashes, and the data has not been backed up, it can cost thousands of dollars to retrieve files – and there are no guarantees of success. REPRESENTING THE COMPANY: Only those employees or officials who are authorized by the Owner, to speak to the media, to analysts, or at public gatherings on behalf of the company may speak/write in the name of the company to any authorized newsgroup or chat room. Any views expressed by individual employees in e-mail or other messages are not necessarily those of the company. COMPANY COPYRIGHTED AND CONFIDENTIAL MATERIAL: The company retains the copyright to any material posted to any forum in which it would be inappropriate to reveal confidential company information, customer data, trade secrets, and any other such material. Employees releasing such confidential information via a newsgroup or chat room, whether or not the release is inadvertent, will be subject to the penalties provided in existing company policies and procedures. Files containing sensitive company data that are transferred in any way across the Internet or via e-mail must be kept confidential. RESPECTING COPYRIGHTED MATERIAL AND RIGHTS OF OTHERS: Employees with internet and e-mail access must always be aware of the possibility of infringing on copyright, trademark, libel, slander and public speech control laws of all countries in which this company maintains a business presence and take the reasonable steps to avoid such actions.


MISUSE OF SYSTEM: Use of the company’s System access facilities to commit infractions such as misuse of company assets or resources, sexual harassment, unauthorized public speaking and misappropriate of intellectual property are also prohibited by general company policy and will be sanctioned under relevant provisions of the employee handbook. OBTAIN PERMISSION TO DOWNLOAD SOFTWARE: Employees with internet and e-mail access can not download any software for business or non-business use without first notifying and obtaining approval of the IT Manager who will then evaluate whether the need or version is acceptable and compatible with the OS (computer operating system). Any downloaded software must be used only under the terms of its license. OBTAIN PERMISSION TO UPLOAD SOFTWARE: Employees with internet and e-mail access may not upload any software licensed to the company or data owned or licensed by the company without the express authorization of the IT Manager and the manager responsible for the software or data. PASSWORD CONFIDENTIALITY: Any employee who obtains a password for the company’s server or the internet must keep that password confidential and are not to reveal the username or password to anyone within or outside of the company, unless authorized by the IT Manager. APPROVAL FOR LARGE SCALE SYSTEM USE: Employees should schedule communications-intensive operations such as large file transfers, video downloads, mass e-mailings and the like for off-peak times, after receiving operation approval from the IT Manager and responsible Department Manager. Coordinate with IT Manager for off-peak hours. DO NOT CIRCUMVENT FIREWALLS: The company installed an internet and e-mail firewall (protective hardware and software) to assure the safety of the company’s networks. Any employee who attempts to disable, defeat or circumvent any company security protocols will be subject to immediate dismissal. POLICY UPDATED PERIODICALLY: These policies will be reviewed periodically and updated in light of new legal developments and the company’s experiences.


REQUEST FOR REIMBURSEMENT FOR SCHOOL EXPENSES

Company:________________________ Date: ___________________________ Employee Name: ____________________________________________________ Employee Position: __________________________________________________ School Name: ______________________________________________________ Class(es) Taken: ____________________________________________________ Seminar:___________________________________________________________ Reason(s) for Taking Course(s): ________________________________________ __________________________________________________________________ __________________________________________________________________ __________________________________________________________________ Cost of course(s) or seminar: $ _____________________________________ Amount to be paid by Company: $ _____________________________________ Beginning Date: __________________ Ending Date: ____________________ Manager’s Approval _________________________________ Date: _________ Owner’s Approval __________________________________ Date: _________

ACCOUNTING USE ONLY Amount Reimbursed: $ _____________________ Date: _____________________ Check Number: ___________________________ (File in Employee’s Personnel File)


NOTES ____________________________________________________________________ ____________________________________________________________________ ____________________________________________________________________ ____________________________________________________________________ ____________________________________________________________________ ____________________________________________________________________ ____________________________________________________________________ ____________________________________________________________________ ____________________________________________________________________ ____________________________________________________________________ ____________________________________________________________________ ____________________________________________________________________ ____________________________________________________________________ ____________________________________________________________________ ____________________________________________________________________ ____________________________________________________________________ ____________________________________________________________________ ____________________________________________________________________ ____________________________________________________________________

Page Effective Date – May 10, 2018 Page - 29 -

EMPLOYEE SIGNATURE PAGE

If you do not understand something in this Employee Handbook, it is your responsibility to ask the person who hired you for assistance so that you DO understand everything before signing. By signing on the line below, I certify that I have read the official company Employee Handbook. I further certify that I fully understand this Employee Handbook and also understand that it is not a contract for employment. I understand that I am classified as an “at-will” employee and my employment with this company may be terminated by the company or by myself at any time and without cause. Further, I understand this manual may be modified from time to time by the company at the sole discretion of the company. I also acknowledge that I have read the E-mail, internet, and Computer Policy as contained in this Employee Handbook. I understand the terms of this policy and agree to abide by them. I realize that the company’s security software may record and store for management use the electronic e-mail messages I send and receive, the Internet address of any site that I visit, each chat, newsgroup, or file transfer into and out of our internal networks, and any network activity in which I transmit or receive any kind of file. I understand that any violation of this policy could lead to my dismissal from employment or even criminal prosecution. Employee’s Signature: ______________________________________ Employee’s Printed Name: ___________________________________ Date: __________________________________________ Manager’s Signature: _____________________________ Date: __________________________________________

(THIS PAGE IS TO BE SIGNED BY THE EMPLOYEE, AND THE MANAGER, REMOVED FROM THE HANDBOOK AND SENT TO THE HOME OFFICE AS PART OF THE NEW

EMPLOYEE’S PACKAGE)

(A copy must be made for the employee’s records)

Page Effective Date – May 10, 2018 Page - 30 -

Ten Standards

1. Regular scheduled staff meetings involving all employees 2. Professional Quality Services

a. No clerical errors b. No contract errors c. No unanswered messages

3. Marketing Program

a. Recorded visitation of customers and potential customers b. Customer recognition of birthdays & special events c. A list of customers at order desk d. A monthly update of potential customers list

4. Increase our volume of business 5. Respectable dress and appearance for all employees 6. Quarterly comparison of pricing and quality of products 7. Orders always completed and delivered on or before due date 8. Notify involved parties within one hour of any problems or discrepancies 9. Increase production per employee 10. Each office minimum acceptable profit.

The nice thing about teamwork is that you always have others on your side

Documents

EMPLOYEE HANDBOOK - Pixis€¦ · should read the Employee Handbook for more information. Page Effective Date – June 1, 2006 Page - 9 - EQUAL OPPORTUNITY EMPLOYER . This companyis