TABLE OF CONTENTS

 

                                                                                                                                 Page

 

YOUR HANDBOOK............................................................................................................. 1

 

PERSONNEL POLICY MANUAL........................................................................................ 1

 

MISSION STATEMENT........................................................................................................ 2

 

WHAT YOU CAN EXPECT FROM [YOUR COMPANY].................................................. 3

 

WHAT [YOUR COMPANY] EXPECTS FROM YOU.......................................................... 4

 

EMPLOYMENT POLICIES................................................................................................... 5

 

EQUAL EMPLOYMENT OPPORTUNITY........................................................................... 5

 

CUSTOMER RELATIONS.................................................................................................... 6

 

ORIENTATION...................................................................................................................... 7

 

IMMIGRATION LAW COMPLIANCE................................................................................. 7

 

EMPLOYEE RECORDS......................................................................................................... 7

 

OPPORTUNITIES FOR ADVANCEMENT.......................................................................... 8

 

NON-HARASSMENT POLICY............................................................................................ 8

 

            1.      What is Harassment............................................................................................. 8

 

            2.      Responsibility...................................................................................................... 9

 

            3.      Reporting............................................................................................................ 9

 

SEXUAL HARASSMENT POLICY...................................................................................... 9

 

            1.      Statement of Purpose and Scope......................................................................... 9

 

            2.      Definition........................................................................................................... 10

 

            3.      Examples of Conduct Constituting Sexual Harassment........................................ 10

 

            4.      Applicability of Policy........................................................................................ 10

 

            5.      Reporting Sexual Harassment............................................................................. 11

 

            6.      Confidentiality.................................................................................................... 11

 

            7.      Discipline for Engaging in Sexual Harassment...................................................... 11

 

            8.      Protection Against Retaliation............................................................................. 11

 

EMPLOYEE ABSENTEEISM POLICY............................................................................... 12

 

SMOKING POLICY............................................................................................................ 13

 

ALCOHOL AND SUBSTANCE ABUSE............................................................................. 14

 

HOURS OF WORK & COMPENSATION ISSUES........................................................... 15

 

EMPLOYMENT CLASSIFICATION.................................................................................. 15

 

WORK SCHEDULE............................................................................................................. 15

 

TIMEKEEPING PROCEDURES.......................................................................................... 16

 

OVERTIME PAY.................................................................................................................. 16

 

ANNIVERSARY DATE....................................................................................................... 17

 

PERFORMANCE APPRAISALS......................................................................................... 17

 

PAY DAY AND YOUR CHECK......................................................................................... 18

 

TIME OFF & LEAVES OF ABSENCE................................................................................ 20

 

TRAINING PERIOD............................................................................................................ 20

 

HOLIDAYS ......................................................................................................................... 20

 

PAID TIME OFF (PTO)....................................................................................................... 20

 

MEDICAL LEAVES OF ABSENCE.................................................................................... 21

 

BEREAVEMENT LEAVE..................................................................................................... 24

 

JURY DUTY......................................................................................................................... 25

 

NATIONAL GUARD OR MILITARY LEAVE.................................................................... 25

 

YOUR BENEFIT PACKAGE............................................................................................... 27

 

MEDICAL INSURANCE..................................................................................................... 27

 

DISABILITY INSURANCE................................................................................................. 27

 

GOVERNMENT REQUIREMENT COVERAGE................................................................ 28

 

COBRA NOTIFICATION.................................................................................................... 29

 

            A.     Qualified Person................................................................................................ 29

 

            B.      Continuation Period........................................................................................... 30

 

            C.     Termination of Continued Coverage................................................................... 30

 

            D.     Monthly Cost.................................................................................................... 31

 

            E.      Election Requirement......................................................................................... 31

 

            F.      Grace Period..................................................................................................... 31

 

            G.     Plan Changes..................................................................................................... 31

 

            H.     Disabled Continuee Extension............................................................................ 32

 

            I.       Acquired Dependents........................................................................................ 32

 

            J.       Other Group Health Coverage or Medicare....................................................... 32

 

            K.     Other Purchase (Conversion)............................................................................. 32

 

            L.      Employee, Spouse and Dependent Notifications................................................. 33

 

RULES & REGULATIONS.................................................................................................. 34

 

TEAMWORK AND SERVICE TO THE CUSTOMER........................................................ 34

                                                                                        

ETHICAL STANDARDS...................................................................................................... 34

 

GUIDELINES FOR CONDUCT.......................................................................................... 34

 

ATTENDANCE AND PUNCTUALITY............................................................................... 36

 

NON-DISCLOSURE OF CONFIDENTIAL INFORMATION........................................... 37

 

SOLICITATION OR DISTRIBUTION OF LITERATURE.................................................. 37

 

CREDIT AND INVESTIGATIVE REPORTS....................................................................... 37

 

CRIMINAL BACKGROUND CHECKS............................................................................. 38

 

DRESS CODE...................................................................................................................... 39

 

USE OF PHONE AND MAIL SYSTEMS............................................................................ 39

 

TELEPHONE USAGE POLICY........................................................................................... 40

 

USE OF [YOUR COMPANY] EQUIPMENT...................................................................... 40

 

SAFETY................................................................................................................................ 40

 

GENERAL HOUSEKEEPING.............................................................................................. 41

 

SEPARATION OF EMPLOYMENT.................................................................................... 41

 

CLOSING STATEMENT..................................................................................................... 43

 

 

 

COBRA NOTIFICATION

 

Under federal law, [YOUR COMPANY] is required to offer covered employees and covered family members the opportunity for a temporary extension of health coverage (called COBRA) at group rates when coverage under the plan would otherwise end, due to certain qualifying events.  This notice is simply intended to inform you (and your covered dependent(s) if any), in a summary fashion of your potential future options and obligations under the continued coverage provisions of the law.  Should an actual qualifying event occur in the future, the plan administrator will send you the appropriate notification.  Please take special note, however, of your notification obligations (See item L for details).

 

A.        Qualified Person.  Persons who qualify for Continuation:

 

(1)     An employee (and any covered dependents) whose coverage ends due to:

 

(a)     termination of employment for a reason other than gross misconduct, or

(b)     a reduction in work hours; and

 

(2)    An employee's spouse (and any children) whose coverage ends due to divorce or legal separation; and

 

(3)    An employee's surviving spouse and/or children, whose coverage ends due to the employee's death; and

 

(4)    An employee's spouse and/or children whose coverage ends due to the employee's entitlement to Medicare; and

 

(5)    An employee's child whose coverage ends due to ceasing to be a dependent child under the terms of the plan; and

 

(6)     Under certain circumstances, an employee whose coverage ends due to the sale or business reorganization of the employer.

 

Exception:         Continuation is not available to any employee or dependent who after the qualifying event becomes covered under another group health plan which does not contain any exclusion or limitation with respect to a preexisting condition.  Persons covered by Medicare are not eligible for COBRA Continuation.

 

B.      Continuation Period.  Health coverage can continue up to the maximum continuation period.  The following are the maximum continuation periods.

 

(1)       18 months following a termination of employment or reduction in work hours for all qualified persons (qualified employees and their qualified dependents).

 

Exception:       Qualified persons who are determined to have been disabled by the Social Security Administration at any time during the first 60 days of COBRA continuation coverage may request an 11 month extension of continuation for a maximum continuation period for 29 months. (See item H. for details)

 

(2)      36 months from the qualifying event for dependents following the death of the member, a loss of dependent status under the plan, and a divorce or legal separation.

 

(3)      36 months for qualified spouses and children following the date of a member entitlement to Medicare.

 

(4)       Second qualifying events.  If any of the qualifying events described in A(2) through A(5) above occur during the 18 month continuation period, described in B(l) above, such period will be extended for the affected dependents to 36 months dating from the beginning of the original 18 month period.

 

Exception:     The maximum COBRA period for dependents following an employee's entitlement to Medicare is 36 months regardless of time period already satisfied under COBRA.  Requests for such extended continuation must be sent to [YOUR COMPANY] within 60 days after the occurrence of any qualifying event.

 

You will be notified of applicable continuation periods in the event of loss of coverage due to employer bankruptcy or sale or reorganization of the employer's business.

 

C.     Termination of Continued Coverage.  Continuation ends the earliest of the following:

 

(1)       The date maximum continuation period expires; or

 

(2)       The date the qualified person becomes covered by Medicare, or

 

(3)      The date the qualified person becomes covered by another group health plan, which does not contain any limitation or exclusions with respect to any preexisting condition; or

 

(4)       If the required amount is not paid on a timely basis, the end of the last coverage period for which timely payment was made (see grace period below.); or

 

(5)      The date the employer's group health plan is terminated. (The continuation period may be completed under the replacement plan, if any); or

 

(6)      A qualified beneficiary extended continuation coverage to 29 months due to a Social Security disability and a final determination has been made that the qualified beneficiary is no longer disabled; or

 

(7)      A qualified beneficiary notifies the Management that they wish to cancel continuation of coverage.

 

D.       Monthly Cost.

 

If you elect COBRA Continuation, you can be required to pay all of the applicable premium plus a 2% administrative fee.  If you qualify for the 11 month extension due to disability, [YOUR COMPANY] can charge up to 150% of the applicable premium, during the extended coverage period.

 

E.       Election Requirement.

 

You or your qualified dependents must make written election within 60 days after the later of, (1) date coverage would otherwise end, or (2) the date of the employer's notice.  The election form must be returned to [YOUR COMPANY] within the 60-day period; otherwise, the continuation option expires.  COBRA continuers must have 45 days after the initial election of COBRA to remit the first payment.  All other payments must be received no later than 30 days following the first day of each month of continued coverage or within the [YOUR COMPANY]'s Grace Period.

 

F.       Grace Period.

 

The payment of the required plan contribution (with exception of any re-election charges, which have been deferred, see item E) will be considered to be timely if it is made within 30 days of the due date (date of Statement) or within the grace Period of the plan, if it is longer than 30 days.  Benefits will still be paid during the grace period, provided payment is made prior to the end of the grace period.

 

G.       Plan Changes.

 

Your continued coverage(s) will be subject to the same benefit and rate changes as the Group Plan.

 

H.       Disabled Continuee Extension.         

 

Qualified persons who are determined by the Social Security Administration to have been disabled at any time during the first 60 days of COBRA continuation coverage or a reduction in work hours can request an extension of continuation coverage from 18 months to 29 months.  The disabled person must provide a copy of the Social Security determination to [YOUR COMPANY] within 60 days after receiving the determination.  If the determination is not received before the 18 month continuation ends, the right to extension ends.  The continuer must be continuously disabled.  The extension of continuation will end 30 days after the person is no longer determined to be disabled.

 

I.        Acquired Dependents.

 

Any qualified person may elect coverage for a dependent, spouse, new born child, adopted child, etc. acquired during a continuation period.  The acquired dependent must be a person who would have been an eligible dependent had she or he been acquired by an active employee under the normal terms of the plan.  A qualified person must apply for the coverage of acquired dependents within the same time limits that pertain to enrollment of like dependents acquired by active employees. Applications that are not made on a timely basis may be subject to medical evidence depending upon plan provisions.  Coverage, provided an acquired dependent will end on the same date as described for qualified person in C above, except that, in no event, will coverage be provided beyond the end of the continuation period in effect for the qualified person on the date the dependent is acquired.  That is, if continuation is extended for a qualified person as described in B(4) above, such extension will not apply to acquired dependents.

 

J.     Other Group Health Coverage or Medicare.

 

If during the continuation period you become covered by Medicare or another group health plan which does not contain any provision which excludes or limits preexisting conditions, your continuation coverage will terminate.  Any payment of benefits after your coverage should have otherwise been terminated due to other coverage through another group plan or coverage through Medicare, will be considered to be benefits overpayment.  You are required to repay any benefit overpayment.

 

K.     Other Purchase (Conversion).

 

When the maximum continued group coverage period ends, you and/or your dependents) may apply for individual coverage, provided you/they are not then eligible for similar benefits, which would result in over-insurance.  Application for individual coverage and payment of the required premium, must be made within 31 days after the continued group coverage ends.  Dental and Prescription Drug coverages are not included with the individual coverage conversion option.

 

L.      Employee, Spouse and Dependent Notifications.

 

Under the law, the employee, spouse or other family member has the responsibility to notify Management of a divorce, legal separation, or child(ren) losing dependent status under [YOUR COMPANY]'s Health Plan.  This notification must be made within 60 days from whichever date is later, (1) the date of the event, or (2) the date on which coverage would be lost under the terms of the insurance contract because of the event.  Carefully read the dependent eligibility rules contained in the (summary plan description) so you are familiar with when a dependent ceases to be a dependent under terms of the plan.

 

 

 

 

 

  GUIDELINES FOR CONDUCT

 

Every organization requires a set of rules so that the group as a whole may operate smoothly and safely to accomplish its goals. This is particularly so at [YOUR COMPANY], where any failure to adhere to high standards of conduct may affect the well being of residents and customers.  Because the safety and comfort of everyone depends on these rules, violators may be subject to discipline up to and including discharge, unless otherwise provided in a valid and enforceable collective bargaining agreement. We ask the cooperation of all employees of [YOUR COMPANY] in the observance of these policies.

 

Additional standards of conduct are contained elsewhere in this Employee Handbook.  Obviously, it is not possible to list every type of conduct which may result in disciplinary action.  You should, therefore, talk to your supervisor if you are unsure of what to do in a given situation.  The following kinds of conduct are absolutely prohibited: