TIMEKEEPING
Accurately recording time worked is the responsibility of every employee. Federal
and state laws require _____ to keep an accurate record of time worked in order
to calculate employee pay and benefits. Time worked is all the time actually
spent on the job performing assigned duties.
All employees should accurately record the time they begin and end their work. They should also record the beginning and ending time of any split shift or departure from work for personal reasons. __________ Employees work forty (40) hour weeks. (See section on work schedules for further definition). Comp Time for non-exempt employees is accumulated at the rate of 1-1/2 hours for every overtime hour you work over forty (40) hours.
Altering, falsifying, tampering with time records, or recording time on another employee's time record may result in disciplinary action, up to and including termination of employment.
The employee and supervisor will review and then initial the time record before submitting it for payroll processing. In addition, if corrections or modifications are made to the time record, both the employee and the supervisor must verify the accuracy of the changes by initialing the time record.
ATTENDANCE AND PUNCTUALITY
To maintain a safe and productive work environment, _____ expects employees
to be reliable and to be punctual in reporting for scheduled work. Absenteeism
and tardiness place a burden on other employees and on _____. In the rare instances
when employees cannot avoid being late to work or are unable to work as scheduled,
they should notify their supervisor as soon as possible in advance of the anticipated
tardiness or absence.
Poor attendance and excessive tardiness are disruptive. Either may lead to disciplinary action, up to and including termination of employment.
EMERGENCY CLOSINGS
At times, emergencies such as severe weather, fires, power failures, or earthquakes,
can disrupt company operations. In extreme cases, these circumstances may require
the closing of a work facility. In the event that such an emergency occurs during
non-working hours, local radio and/or television stations will be asked to broadcast
notification of the closing, and the designated supervisor will notify employees
by telephone.
When operations are officially closed due to emergency conditions, the time off from scheduled work will be paid. Full-time employees in essential operations may be asked to work on a day when operations are officially closed. In these circumstances, employees who work will receive regular pay.
BUSINESS TRAVEL EXPENSES
_____ will reimburse employees for reasonable business travel expenses incurred
while on assignments away from the normal work location. The District Manager
must approve all business travel in advance.
Employees whose travel plans have been approved should make all travel arrangements through the Assistant District Manager. When approved, the actual costs of travel, meals, lodging, and other expenses directly related to accomplishing business travel objectives would be reimbursed by _____.
Employees are expected to limit expenses to reasonable amounts. Employees who are involved in an accident while traveling on business must promptly report the incident to the Assistant District Manager. Vehicles owned, leased, or rented by _____ may not be used for personal use without prior approval.
Cash advances to cover reasonable anticipated expenses may be made to employees after travel has been approved. Employees should submit a written request to the Assistant District Manager when travel advances are needed.
When travel is completed, employees should submit completed travel expense reports within five (5) days. Receipts for all individual expenses should accompany reports. The mileage reimbursement rate will be the rate set by the __________ County Commissioners during their budget sessions.
Employees should contact the assistant district manager for guidance and assistance procedures related to travel arrangements, travel advances, expense reports, reimbursement for specific expenses, or any other business travel issues.
Abuse of this business travel expenses policy, including falsifying expense reports to reflect costs not incurred by the employee, can be grounds for disciplinary action, up to and including termination of employment.
USE OF EQUIPMENT AND VEHICLES
Equipment and vehicles essential in accomplishing job duties are expense and
may be difficult to replace. When using property, employees are expected to
exercise care, perform required maintenance, and follow all operating instructions,
safety standards, and guidelines.
Please notify the assistant district manager if any equipment, machines, tools, or vehicles appear to be damaged, defective, or in need of repair. Prompt reporting of damages, defects, and the need for repairs could prevent deterioration of equipment and possible injury to employees and others. The supervisor can answer any questions about an employee's responsibility for maintenance and care of equipment or vehicles used on the job.
The improper, careless, negligent, destructive, or unsafe use or operation of equipment or vehicles, as well as excessive or avoidable traffic and parking violations, can result in disciplinary action, up to and including termination of employment.
ELECTRONIC COMMUNICATIONS
Electronic Communications, including electronic mail, mailboxes, voicemail,
systems, and the contents created or stored on any District computer related
equipment, are the sole property of _____. District computer equipment should
not be altered, dismantled or reconfigured without the consent of the Assistant
District Manager. Employee use of District e-mail, voicemail, and electronic
communications systems indicate your consent to the District's monitoring of
these systems for legitimate business reasons. Legitimate business reasons include
systems' checks, review of employee productivity, review of inappropriate or
excessive personal use, investigations into possible claims of wrongdoing, etc.
The District for business purposes may review e-mail or voicemail messages,
even those marked personal or accessed through personal identification or password.
The District reserves the right to access all messages in its communications
systems within it sole discretion. No computer related equipment should be removed
from District premises for personal use. The District reserves the right to
monitor the usage of such electronic equipment and will provide or deny access
to certain uses, files, and databases as is deemed appropriate.
District Internet usage should be limited to seeking job-related information only. Any other use of the Internet access during work hours is prohibited. Use of District Internet access for personal reasons (i.e., stock quotes, investing, sports, shopping, etc.) during breaks or after working hours should be kept to a minimum. The use of e-mail, voicemail, electronic bulletin board or any other communications systems to set up or run a personal business, transmit offensive or derogatory material, or download such material from the Internet, is strictly prohibited.
When formulating e-mail messages, we urge you to use restraint. Employees should exercise the same caution in drafting and transmitting e-mail/voicemail messages as they would when writing a formal memorandum. Always assume that your messages will be saved and reviewed by someone other than the original addressee. When using the District's communications systems, employees are specifically prohibited from indicating their association with the Company or that they are speaking on behalf of the Company unless they have received express written permission to do so in advance.
Other electronic devices, including cellular phones, pagers, laptops, etc., may be necessary in the scope of certain positions. Any employee, who is issued an electronic device, accepts it with the understanding that it is solely the property of the District. The employee agrees to surrender these devices at the District's request and/or upon termination of employment. Use of these electronic devices for personal reasons is discouraged and employees may be held responsible for payment of costs incurred during personal use.
This policy will be strictly enforced. Failure to comply with the provisions of this policy may result in discipline up to and including discharge.
PROBLEM RESOLUTION
_____ is committed to providing the best possible working conditions for its
employees. Part of this commitment is encouraging an open and frank atmosphere
in which any problem, complaint, suggestion, or question receives a timely response
from _____ supervisors and management.
_____ strives to ensure fair and honest treatment of all employees. Supervisors, managers, and employees are expected to treat each other with mutual respect. Employees are encouraged to offer positive and constructive criticism.
If employees disagree with established rules of conduct, policies, or practices, they can express their concern through the problem resolution procedure. No employee will be penalized, formally or informally, for voicing a complaint with _____in a reasonable, business-like manner, or for using the problem resolution procedure.
If a situation occurs where employees believe that a condition of employment
or a decision affecting them is unjust or inequitable, they are encouraged to
make use of the following step.
· Employee presents problem to immediate supervisor after incident occurs. If
supervisor is unavailable or employee believes it would be inappropriate to
contact that person, employee may present problem to the district manager.
· Supervisor responds to problem during discussion or after consulting with
appropriate management, when necessary. Supervisor documents discussion.
· Employee presents problem to Board of Directors if problem is unresolved.
· District Manager counsels and advises employee, assists in putting problem
in writing, visits with employee's manager(s), if necessary, and directs employee
to Chairman for review of problem.
· Employee presents problem to District Manager in writing.
· District Manager reviews and considers problem. He then informs employee of
decision and forwards copy of written response to assistant district manager
for employee's file. The District Manager has full authority to make any adjustment
deemed appropriate to resolve the problem.
Not every problem can be resolved to everyone's total satisfaction, but only through understanding and discussion of mutual problems can employees and management develop confidence in each other. This confidence is important to the operation of an efficient and harmonious work environment, and helps to ensure everyone's job security.
EMPLOYMENT TERMINATION
Termination of employment is an inevitable part of personnel activity within
any organization, and many of the reasons for termination are routine. Below
are examples of some of the most common circumstances under which employment
is terminated:
RESIGNATION - voluntary employment termination initiated by an employee.
DISCHARGE - involuntary employment termination initiated by the organization.
LAYOFF - involuntary termination of employment initiated by the organization for nondisciplinary reasons.
RETIREMENT - voluntary employment termination initiated by the employee meeting
age, length of service, and any other criteria for retirement from the organization.
_____ will generally schedule exit interviews at the time of employment termination.
The exit interview will afford an opportunity to discuss such issues as employee
benefits, conversion privileges, repayment of outstanding debts to _____, or
return of _____-owned property. Suggestions, complaints, and questions can also
be voiced.
Since employment with _____ is based on mutual consent, both the employee and _____ have the right to terminate employment at will, with or without cause, at any time. Employees will receive their final pay in accordance with applicable state law.
Employee benefits will be affected by employment termination in the following manner. All accrued, vested benefits that are due and payable at termination will be paid. Some benefits may be continued at the employee's expense if the employee so chooses. The employee will be notified in writing of the benefits that may be continued and of the terms, conditions, and limitations of such continuance.
STATUS OF BENEFITS UPON TERMINATION
· EARNED VACATION TIME: Earned vacation time, plus allowable carry-over, will
be paid in full upon proper resignation, layoff, and/or termination and/or retirement
for employees who have completed six (6) months of continuous service. Employees
who are discharged, or who terminate without two (2) week's notice, will not
be eligible for this reimbursement
· EARNED SICK LEAVE: Upon voluntary termination or retirement, employees are entitled to receive payment for one-half of accumulated sick leave (maximum payment- thirty (30) days) up to and including the last day worked. Employees terminating without notice, or being discharged, will not be eligible for this payment. Employees, after one year of continuous service, will be eligible for reimbursement of accumulated sick leave.
· HOSPITALIZATION: Group hospitalization insurance will terminate on the employee's last day of work, unless arrangements have been made to continue with our group hospitalization coverage with the payment of a monthly premium.
· LIFE INSURANCE: Insurance under the District's plan will terminate thirty (30) days after the employee's last day of work. During this thirty (30) day period, the employee may apply to convert the Life Insurance to an individual policy issued by the District's insurance carrier.
· PENSION PLAN: Upon voluntary termination or retirement, employees may elect the type of retirement plan available under the District pension plan. Several options exist including direct cash reimbursement, rollover of funds, etc. Contact the Assistant District Manager for further information regarding your options.
An exit interview will be scheduled prior to termination at which time the status of employee benefits will be addressed, including unused Vacation and Sick leave days, ________'s keys and property, and completion of appropriate forms for refund or vesting of pension plan account.
PERFORMANCE EVALUATION
Supervisors and employees are strongly encouraged to discuss job performance
and goals on an informal, day-to-day basis. A formal written performance evaluation
will be conducted at the end of an employee's initial period of hire, known
as the introductory period. Additional formal performance evaluations are conducted
to provide both supervisors and employees the opportunity to discuss job tasks,
identify and correct weaknesses, encourage and recognize strengths, and discuss
positive, purposeful approaches for meeting goals.
The performance of all employees is generally evaluated according to an ongoing twelve (12) month cycle, scheduled in September of each year to coincide with the budget-year analysis.
Two persons will conduct the annual review as follows:
· For E&S Employees - District Manager and the Program Specialist
· For clerical staff - District Manager and the Assistant District Manager
· For District Manager - District Board Chairman and one additional board member
· For Assistant District Manager and Program Specialist - District Manager and
District Board Chairman
Merit-based pay adjustments and/or bonus checks are awarded by _____ in an effort to recognize truly superior employee performance. The decision to award such an adjustment is dependent upon numerous factors, including employee objectives and the information documented by this formal performance evaluation process.
Longevity increases in the amount of five percent of an employee's salary are presented to _____ staff upon reaching their tenth year of employment. Subsequent increases will follow in five (5) year increments (unless the increase would go over the salary classification cap, then refer to evaluation/bonus check condition). Additional increases are based on performance and awarded at the discretion of the Board of Directors.
EMPLOYEE CONDUCT AND WORK RULES
To ensure orderly operations and provide the best possible work environment,
_____ expects employees to follow rules of conduct that will protect the interests
and safety of all employees and the organization.
It is not possible to list all the forms of behavior that are considered unacceptable
in the workplace. The following are examples of infractions of rules of conduct
that may result in disciplinary action, up to and including termination of employment:
· Theft or inappropriate removal or possession of property
· Falsification of timekeeping records
· Working under the influence of alcohol or illegal drugs
· Possession, distribution, sale, transfer, or use of alcohol or illegal drugs
in the workplace, while on duty, or while operating employer-owned or customer-owned
equipment
· Improper conduct leading to damage of employer-owned or customer-owned property
· Insubordination or other disrespectful conduct
· Violation of safety or health rules · Sexual or other unlawful or unwelcome
harassment
· Possession of dangerous or unauthorized materials, such as explosives or firearms,
in the workplace
· Excessive absenteeism or any absence without notice
· Unauthorized disclosure of confidential information
· Unsatisfactory performance or conduct
Employment with _____ is at the mutual consent of _____ and the employee, and Either party may terminate that relationship at any time, with or without cause, and with or without advance notice.
HARASSMENT
It is the policy of _____ to treat all employees fairly and equitably.
As part of this commitment, the District will make every effort to provide each
employee with a working environment free from all forms of unlawful discriminatory
harassment and intimidation.
All employees, supervisors, and members of management, both male and female, are strictly prohibited from harassing other employees, supervisors or members of management on the basis of their race, color, religion, sex, national origin, age, disability or any other characterized protected by law. In addition, the District strictly prohibits any employee, supervisor or member of management from encouraging, condoning or otherwise permitting any form of sexual harassment.
Definition of Sexual Harassment
Harassment on the basis of sex is a violation of both federal and state laws.
The following behaviors may constitute sexual harassment:
· Unwelcome sexual advances
· Requests for sexual favors
· Other verbal or physical conduct of a sexual nature, such as: sexual slurs,
insults or innuendoes; sexual propositions or intimidation; gender-based animosity;
the presence of sexually explicit graffiti or materials in the work place.
Such conduct is unlawful if:
· Submission is made, either explicitly or implicitly, a term and condition
of an individual's employment
· The response to the conduct is used as a basis for employment decisions affecting
the individual
· The conduct has the purpose or effect of unreasonably interfering with an
individual's work environment or creating an intimidating, hostile or offensive
work environment.
TREATMENT OF HARASSMENT ALLEGATIONS
· Discriminatory harassment is prohibited under all circumstances and will not
be tolerated.
· Each member of supervision and management must monitor his/her work area for
potential harassment. Should a manager or supervisor become aware of a possible
incident of harassment, he/she must immediately report it directly to _____(select
contact) · Individuals who believe they have experienced any form of harassment
with superiors, co-workers, or others are encouraged to submit a complaint in
accordance with the Reporting Procedure covered below.
· The District will promptly investigate all allegations of harassment.
· Violation of this Harassment Policy will result in the imposition of appropriate
discipline, up to and including termination of employment.
· Employees who make complaints of harassment, or who cooperate in an investigation
of such complaints, shall not be subject to retaliation or reprisals as a result
of their participation. Anyone who attempts to retaliate against such individual
will be subject to disciplinary action, up to and including termination of employment
REPORTING PROCEDURE
Any employee who believes that he/she has been the subject of harassment should
report the alleged act immediately to his/her supervisor/manager. If the alleged
act of harassment involves an individual's supervisor or manager, a report should
be made to the Assistant District Manager or District Manager.
When an individual submits a claim of harassment, he/she will be asked to provide detailed information regarding the incident(s), including the identity of the harasser, the date(s) of the infraction, the conduct being referenced, and witnesses, if any, to the conduct. This is necessary to conduct a proper investigation. The Board Personnel Committee will conduct a prompt and thorough investigation of the claim, which may include interviews of the alleged harasser and witnesses as well as a review of relevant recourse. The Board Personnel Committee will warn any employee accused of harassment that any form of retaliation taken against an individual submitting such a claim would be ground for immediate termination of employment.
When the Committee completes its investigation, it will take remedial action consistent with its determination regarding the merits of the claim. In all cases, the employee submitting the claim will be advised of the outcome of its investigation.
Employees are required to participate in any harassment investigation in which they are requested to do so. Failure to cooperate may result in discipline, up to and including termination from employment.
LIFE-THREATENING ILLNESS IN THE WORKPLACE
Employees with life-threatening illness, such as cancer, heart disease, and
AIDS, often wish to continue their normal pursuits, including work, to the extent
allowed by their condition. _____ supports these endeavors as long as employees
are able to meet acceptable performance standards.
Medical information on individual employees is treated confidentially. _____ will take reasonable precautions to protect such information from inappropriate disclosure. Managers and other employees have a responsibility to respect and maintain the confidentiality of employee medical information. Anyone inappropriately disclosing such information is subject to disciplinary action, up to and including termination of employment.
RECYCLING
_____ supports environmental awareness by encouraging recycling and waste management
in its business practices and operating procedures. This support includes a
commitment to the purchase, use, and disposal of products and materials in a
manner that will best utilize natural resources and minimize any negative impact
on the earth's environment.
Special recycling receptacles have been set up to promote the separation and
collection of the following recyclable materials at _____.
· Computer paper
· White high grade or bond paper
· Ledger paper · Mixed and colored paper
· Newspaper
· Corrugated cardboard
· Brown paper bags
· Aluminum
· Glass The simple act of placing a piece of paper, can, or bottle in a recycling
container is The first step in reducing demand on the earth's limited resources.
Success of this program depends on active participation by all of us. Employees
are encouraged to make a commitment to recycle and be a part of this solution.
By recycling, _____ is helping to solve trash disposal and control problems facing all of us today.
POLITICAL ACTIVITY
_____ will not authorize any federal funds to be used for partisan political
purposes of any kind by any person or organization involved in the administration
of federally assisted programs.
CIVIL RIGHTS COMPLIANCE
The following persons have been designated to oversee civil rights (non- discriminatory
compliance: ___(male)______________and ___(female_________ Resolution of civil
rights complaints will be handled using the District's complaint procedure policy.
If someone in the hierarchy of this policy is involved in the complaint, that
person may be circumvented by contacting the Chairperson of the Personnel Committee
or the Chairman of the District Board.
CONFLICT OF INTEREST
Employees who are in a position of trust shall not be related to each other.
Employees are prohibited from having a financial interest in companies affiliated
with, or suppliers of the ______________.
SOLICITATION
Employees are not permitted to engage in any solicitation, including the solicitation
of funds or membership in any organization, during work time or in work areas
of the District. Solicitation of other employees on District property during
work time unacceptably interferes with the efficiency of operations. The only
exception to this is the solicitation among employees, that may occur in defined
break areas or other non- work areas, when both employees are on break.
Employees are not permitted to distribute literature, flyers or advertisements during work time or in work areas of the District. Distribution of literature creates a litter problem and is a distraction from work. Except in the performance of his/her job, an employee may not distribute literature, unless both the distributor and the recipient of the literature are off duty, or on an authorized break in a break area, or off the District's premises.
Note: "Work time," as used in this policy, is defined as any period of time when employees are required to perform work-related tasks. "Work areas" are defined as those areas of the District where employees perform work-related tasks, including, but not limited to, tasks performed for customers. Non-employees are altogether prohibited from soliciting or distributing literature on District property.