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SKYLINE
Ultd Inc.
Personnel Handbook
16333 South Great Oaks Drive, Suite 121
Round Rock, Texas 78681
427 N. Lee St.
Alexandria, VA 22314
703-671-9200
5 June 2012
The information contained in this handbook is intended for the sole use of Skyline Ultd Inc.
personnel and employees only. The material written in this handbook is proprietary in nature and
shall not be altered, reproduced, distributed, or released to other parties without the written consent
of Skyline Ultd Inc.
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Table of Contents
1. Employment Policies
1.1 Equal Employment Opportunity
1.2 Drug Free Workplace
1.3 Communicable Diseases/Life Threatening Illness
1.4 Harassment
1.5 Business Ethics and Organizational Conflicts of Interest (OCI)
1.5.1 Intent
1.5.2 Accountability
1.5.3 Conflicts of Interest
1.5.3.1 Holding a Significant Interest in Suppliers, Customers, or Competitors
1.5.3.2 Outside Work
1.5.4 Conduct with Customers and Vendors - Gifts and Gratuities
1.5.5 Conduct of Employees Involved in the Business Development
Process: Unlawful Use of Company Funds
1.5.6 Discussions and Exchange of Information with Competitors
1.5.7 Violations of the Business Ethics and Organizational Conflicts of Interest Policy
1.6 Open Door Policy
1.7 Reference Inquiries
1.8 Outside Employment
1.9 Basic Standards of Conduct
1.10 Dress Code
1.10.1 Hair
1.10.2 Cosmetics
1.10.3 Fingernails
1.10.4 Tattoos and Brands
1.10.5 Jewelry and Piercings
1.10.6 Hygiene and Body Grooming
1.10.7 Exceptions to Appearance Standards
1.10.8 Casual Dress Day
1.11 Food in the Workplace
1.12 Salary
1.13 Attendance/Tardiness/Time Reporting
1.13.1 Flexible Work Schedules
1.13.2 Occasional Tardiness
1.13.3 Excessive Illness
1.13.4 Time Reporting
1.13.5 Scheduled Breaks
1.14 Teleworking
1.14.1 Eligibility
1.14.2 Criteria for Consideration of Teleworking Arrangement
1.14.3 Job Responsibilities
1.14.4 Contact with the Central Work Office
1.14.5 Alternate Work Area
1.14.6 Equipment
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8.2
Appendix A
Appendix B
Appendix C
Appendix D
Appendix E
Appendix F
Appendix G
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Teleworking Agreement
Tuition Reimbursement Request
Acceptance and Acknowledgement of Policies and Procedures
Agreement for Utilization of Government and Rental Vehicles
Passenger Release of Liability
Business Ethics and Organizational Conflicts of Interest Poster
Health, Dental & Other Insurance Cost
iv
1. Employment Policies
Each member of the management team is responsible for creating a work environment free of
discrimination and harassment, sexual or otherwise. Further, employees are responsible for
respecting the rights of their co-workers.
1.1 COMPANY EQUAL EMPLOYMENT OPPORTUNITY Statement:
It is company policy to provide EQUAL EMPLOYMENT OPPORTUNITY for all personnel
and to applicants for employment in accordance with laws, directives and regulations of federal,
state and local governing bodies, or agencies thereof.
We will recruit, hire, train and promote persons in all positions without regard to race, color,
religion, gender, sexual orientation, national origin, age, disability, or veteran status except
where age, sex or physical status is a bona fide occupational qualification.
We will ensure all other Human Resources actions such as: compensation, benefits, promotions,
transfers, layoffs, returns from layoff, company-sponsored training, educational assistance, social
and recreational programs, will be administered without regard to race, color, religion, genders,
sexual orientation, national origin, age, disability or veteran status.
Any employee who believes these principles have not been supported and/or that he or she has
been harassed or been the subject of discrimination, should immediately contact his/her manager.
If you believe it would be inappropriate to discuss the matter with your manager, report it
directly to your company President or Human Resources Manager.
Management will continue to base employment decisions on principles that further Equal
Employment Opportunity.
1.2 Drug-Free Workplace
Company management is committed to protecting the safety, health and well-being of all
employees and other individuals in our workplace. We recognize that alcohol abuse and drug use
negatively affect our company goals. In this regard, management has adopted a drug-free
workplace policy.
Covered Employees and Applicability Any employee conducting company business, applying
for a position, or is representing the company on contract is covered by our policy. Our policy
includes, but is not limited to, managers, full-time employees, part-time employees, temporary
employees and off-site employees and applies during all working hours.
Prohibited Behavior and Notification Requirements It is a violation of our drug-free workplace
policy to use, possess, sell, trade, and/or offer for sale alcohol, illegal drugs or intoxicants. Any
employee who is convicted of a criminal drug violation in the workplace must notify the
organization in writing within five calendar days of the conviction. The organization will take
appropriate action within 30 days of notification. Federal contracting agencies will be notified
when appropriate.
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Consequences If applicants for employment violate the drug-free workplace policy, the offer of
employment can be withdrawn. The applicant may be prohibited to reapply for the position. If
an employee violates the policy, he or she will be subject to disciplinary action and may be
required to enter rehabilitation. An employee required to enter rehabilitation that fails to
successfully complete it and/or repeatedly violates the policy will be terminated from
employment. Nothing in this policy prohibits the employee from being disciplined or discharged
for other violations and/or performance problems.
Assistance Alcohol and drug abuse are recognized as addictions and treatable illnesses. One of
the goals of our drug-free workplace program is to encourage employees to voluntarily seek help
with alcohol and/or drug problems. We realize that early intervention and support improve the
success of rehabilitation. To support our employees, we encourage the use of the services of
qualified professionals in the community to assess the seriousness of suspected drug or alcohol
problems and identify appropriate sources of help. Treatment for alcoholism and/or other drug
use disorders may be covered by the employee benefit plan. Call the Human Resources Manager
for further details.
Confidentiality All information received through the drug-free workplace program is confidential
communication. Access to this information is limited to only those who have a legitimate need to
know in compliance with relevant laws and management policies.
1.3 Communicable Disease/Life-Threatening Illness
We believe it is our legal and humanitarian right to provide equal employment opportunity to
chronically ill and other disabled individuals who are capable of performing their jobs properly
and safely. The company recognizes that employees with a life threatening illness, may wish to
continue their employment and, in fact, continued employment may be therapeutically important
to their recovery process. Management also recognizes it must satisfy its legal obligation to
provide a safe work environment for all personnel, customers, and other visitors to our premises.
As long as employees who have a life-threatening illness are able to maintain acceptable
performance standards in accordance with established company policies and procedures, and the
weight of medical evidence continues to indicate that the illness cannot be transmitted by casual
contact, those personnel will be permitted to continue to work. In determining such an
employees ability to begin or continue in employment, a doctors statement of the individuals
fitness for duty may be requested in order to explore the types of reasonable accommodations,
consistent with the business needs of the department, established company policy and applicable
federal, state, and local laws. Further, management will take all reasonable precautions, to the
maximum extent possible, to ensure information about the individuals condition remains
confidential.
1.4 Harassment
Consistent with the companys respect for the rights and dignity of each employee and in
accordance with federal, state and local laws, harassment based on race, color, religion, and
physical or mental disability or any other characteristic protected by law will not be sanctioned
or tolerated.
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This policy covers conduct in the business workplace and at company sponsored social
functions.
Unwelcome or repetitive sexual advances, requests for sexual favors, leering or staring,
using foul language and/or sexually degrading words to describe an individual,
suggestive objects or pictures, sexual flirtations, touching, advances or propositions, and
all other verbal, written (including the use of information systems) and/or physical
conduct of a sexual or otherwise offensive nature are prohibited, especially where:
Submission to such conduct is made either explicitly a term or condition of employment;
Submission to or rejection of such conduct is used as the basis for decisions affecting an
individuals employment; or
Such conduct has the purpose or effect of creating an intimidating, hostile, or offensive
working environment.
Harassment on the basis of any other protected characteristic is also strictly prohibited.
Under this policy, harassment is verbal or physical conduct that belittles or shows
hostility or aversion toward an individual because of his or her race, color, religion,
gender, sexual orientation, national origin, age, disability, marital status, citizenship or
any other characteristic protected by law or that of their relatives, friends or associates.
Has the purpose or effect of creating an intimidating, hostile, or offensive work
environment;
Has the purpose or effect of unreasonably interfering with an individuals work
performance; or otherwise adversely affects an individuals employment.
Harassing conduct includes, but is not limited to name calling, slurs, or negative
stereotyping; threatening or hostile acts; statements and attempts at what the speaker believes
is humor which is racial or sexual in nature, which comments upon ones race, color,
religion, gender, sexual orientation, national origin, age, disability, marital status, citizenship
or any other characteristic protected by law; and written or graphic material that belittles or
shows hostility or aversion toward an individual or group and that is placed on walls or
elsewhere on the employers premises or circulated in the work place.
If you believe you have been the subject of sexual or any other form of harassment you
are encouraged to directly respond by informing the offending person or persons that
such conduct is offensive and must stop. (It is advisable for you to record the date and
specifics of the event(s), and names of witnesses, if applicable). If you do not wish to
communicate directly with the offending individual, or if direct communication has been
ineffective, then you are encouraged to report the matter to the attention of the Human
Resources Manager to report a claim of harassment.
A prompt and thorough investigation of the alleged incident will be conducted to the
extent possible and appropriate corrective action will be taken if warranted. To the extent
consistent with adequate investigation, the companys legal obligations and appropriate
corrective action, any complaints of harassment will be treated as confidential.
Management reserves the right to transfer, re-assign, or suspend until such time as an
investigation has been completed. Any individual found to have engaged in sexual or
any other form of harassment will be disciplined as appropriate, up to and including
discharge.
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Management will not in any way retaliate or tolerate any form of retaliation against an
employee, potential employee, or former employee who, in good faith, makes a
complaint or report of harassment, or participates in the investigation of such a complaint
or report.
In furtherance of this policy, supervisors and managers are prohibited from dating any
subordinate. Such relationships can be disruptive to the work environment, create a
conflict of or appearance of a conflict of interest and lead to charges of favoritism,
discrimination and indirect sexual harassment. While there is no desire to interfere with
the private lives of its personnel, where such conduct effects the work environment in a
negative manner, management reserves the right to take whatever action is appropriate in
its discretion to protect company interest.
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activities create a conflict, each employee is required to provide a list to their supervisor
and HR of any outside businesses and ownership interests which relate to government
contracting before the proposed work begins. The list should include investments and
activities involving like companies, any of our vendors, suppliers, contractors, agencies
or customers. If an employees activities change, it is required that this list be updated
and management will determine if such activities or investments are not consistent with
the company policies. Any activities or investments which relate to government
contracting, but are determined not to conflict with the companys policies, will be
verified by the company in writing.
1.5.4 Conduct with Customers and Vendors - Gifts and Gratuities
1.5.4.1 To ensure the highest level of objectivity in dealing with vendors, suppliers,
contractors and agencies and to avoid the appearance of impropriety, employees and
their immediate family are not permitted to offer or accept personal benefits, solicited or
unsolicited, of any kind. This includes gifts, free services, discounts, loans, lavish
entertainment or other special favors. Infrequent gifts valued at not more than $25 may
be offered or accepted when they have not been solicited and are not being made in
return for a special consideration or decision.
1.5.4.2 All company employees must disclose and obtain advance approval from their
company supervisor of any activity that could, will or possibly appear to benefit the
employee or any of the employees family members personally at the company or the
government expense; doing so could be construed as preferential treatment or depriving
the government personnel or members of the community whom we serve. This includes
any form of entertainment, travel, or gifts of more than nominal value, from any
individual or organization. If this type of gift/promotion is offered to or solicited by an
employee in the course of their jobs, then it must be approved in advance and used
primarily for the benefit of the community that we serve.
1.5.5 Conduct of Employees Involved in the Business Development Process: Unlawful
Use of Company Funds
Employees may not use the company assets or funds for any unlawful or improper purpose.
The company does not authorize and will not condone any payment by any employee that is
in the nature of a bribe, kickback, or disclosed commission or a commission in excess of
those required in ordinary course of business to a third party for obtaining any business or
otherwise bestowing a special favor on the company or employee. Gifts or payments may
not be offered or given to foreign officials, political parties or candidates. While certain
nominal payments or gifts to administrative personnel, who do not exercise discretionary
authority, may be customary, any such payments or gifts must be disclosed to senior
management in advance to ensure that they are appropriate. Records of any such payment or
gift must also be maintained.
1.5.6 Discussions and Exchange of Information with Competitors
No employee shall discuss with a competitor or any third party acting for a competitor, or
otherwise furnish to or accept from a competitor or any third party acting for a competitor,
information on any subject as to which an understanding with the competitor is prohibited.
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This does not preclude obtaining competitive information from independent third party
sources who are not acting for a competitor in transmitting this information.
1.5.7 Violations of the Business Ethics and Organizational Conflicts of Interest Policy
Violations of this policy are grounds for termination or other disciplinary actions.
Disciplinary action will be taken, not only against individuals who authorize or participate
directly in a violation of this policy, but also against, any employee who fails to report a
violation of this policy, or any employee who may have deliberately withheld information
concerning a violation of this policy. Violations that result in illegal actions or behavior may
be referred to the appropriate law enforcement agencies by management. A Business Ethics
and Organizational Conflicts of Interest Poster is at Appendix G.
1.6 Open Door Policy
Employees are encouraged to discuss any work-related issue directly and promptly with their
manager. He or she will be very helpful to the employees in providing support, encouragement
and challenging assignments for their personal growth and success while at the company. If after
discussing their situation with their manger, and if they are not satisfied with his or her
assistance, an open door policy exists to give employees complete freedom to involve a higher
level of management, without fear of reprisal.
1.7 Reference Inquiries
All information submitted by an employee or prospective employee pertaining to employment
must be factual. Business and/or personal references will be checked prior to employment. If it
is found an applicant has misrepresented or omitted essential facts on an application, he or she
will not be considered for employment. If, after employment has begun, it is discovered
essential facts were omitted or misrepresented in the application, the employee is subject to
disciplinary action, up to and including immediate discharge.
Under no circumstances should any employee release information (verbal/written) about any
current or former employee. In all cases of employment verification, the Human Resources
Department will furnish or verify only an employees name, dates of employment, job title and
department. No other information will be released unless the employee authorizes the company
to release such information in writing or as required by law.
1.8 Outside Employment
Outside employment is permitted provided it does not divide or appear to divide an employees
work performance. It cannot be competitive with the company, or present a conflict of interest.
For clarification, employees should discuss with their supervisor or contact the Human
Resources Manager.
1.9 Basic Standards of Conduct
While it is preferable to keep rules and regulations to a minimum, there are some which are
necessary for efficient operation and to ensure all employees are provided rewarding and
personal growth opportunities. The following examples, although not exhaustive, illustrate types
of conduct which are not in the best interest of the company, its employees or customers and are
not permitted.
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Participating in such conduct may result in disciplinary action, up to and including immediate
discharge and reporting and collaborating with law enforcement authorities, where applicable.
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compliance with standards in this policy. Employees should remember that the following
guidelines are general in nature and cannot possibly cover every situation. If you question the
suitability of a garment or accessory in the workplace, it may not be appropriate.
Generally Unacceptable Office Attire/Appearance
T-shirts, tank tops, cutoff shorts, beachwear, thongs/flip-flops and, except on Casual Day,
deck shoes or athletic shoes.
Ripped, torn or worn-out jeans (designer jeans without these characteristics are
acceptable on Casual Day).
Athletic wear such as spandex/Lycra, biker shorts, or other form-fitting stretch clothing.
1.10.1 Hair
Groomed hair is necessary to maintain a professional appearance. However, it is not possible to
address every acceptable hairstyle, or what constitutes eccentric or conservative grooming. Many
hairstyles are acceptable as long as they are neat and conservative. Extreme, eccentric, or trendy
haircuts or hairstyles are not appropriate. If employees use dyes, tints, or bleaches, they must
choose those that result in natural hair colors. Colors that detract from a professional appearance
are not permitted; employees should avoid using colors that result in an extreme appearance.
Applied hair colors that are not permitted include, but are not limited to: purple, blue, pink,
green, orange, bright red (fire-engine), and fluorescent or neon colors.
1.10.2 Cosmetics
Cosmetics must be applied conservatively and in good taste. Eccentric, exaggerated, or trendy
cosmetic styles and colors are inappropriate. Permanent makeup, such as eyebrow or eyeliner, is
permissible as long as the makeup conforms to the standards outlined above.
1.10.3 Fingernails
All personnel will keep fingernails clean and neatly trimmed. Length should never present a
safety concern or interfere with the performance of duties.
1.10.4 Tattoos and Brands
Tattoos or brands that are excessive or, tattoos or brands that are extremist, indecent, sexist, or
racist, or tattoos or brands that are visible anywhere on the head, face, and neck are not
acceptable and may be grounds for termination with cause.
Extremist tattoos or brands are those affiliated with, depicting, or symbolizing extremist
philosophies, organizations, or activities.
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Extremist philosophies, organizations, and activities are those which advocate racial,
gender or ethnic hatred or intolerance; advocate, create, or engage in illegal
discrimination based on race, color, gender, ethnicity, religion, or national origin; or
advocate violence or other unlawful means of depriving individual rights under the U.S.
Constitution, Federal, or State law.
Indecent tattoos or brands are those that are grossly offensive to modesty, decency, or
propriety.
Sexist tattoos or brands are those that advocate a philosophy that degrades or demeans a
person based on gender, but that may not meet the same definition of indecent.
Racist tattoos or brands are those that advocate a philosophy that degrades or demeans a person
based on race, ethnicity, or national origin. If an employee is not in compliance, the company
supervisor has complete and final authority to counsel the employee and afford an opportunity to
seek medical advice about removal or alteration of the tattoo or brand or to cover the tattoos or
brand with appropriate concealer. The counseling should be in writing and state that failure to
comply with the counseling may result in further disciplinary action, up to and including
termination of employment.
1.10.5 Jewelry and Piercings
Company policy bars employees from having any visible piercing other than for earrings, but
other jewelry is permitted if the items are neat, conservative and discreet.
1.10.6 Hygiene and Body Grooming
Employees will maintain good personal hygiene and grooming on a daily basis.
1.10.7 Exceptions to Appearance Standards
The company will make reasonable accommodation for employees who request such
accommodation due to religion or other concerns. The employee should make an express
request to the employees company supervisor, who will assess whether the accommodation
would unreasonably interfere with job performance or safety.
1.10.8 Casual Dress Day
Friday is Casual Day in the corporate offices, but may not be appropriate at a client work site. If
the client site observes Friday or another day as casual day by a written policy, the employee
may dress appropriate for the work site by client standards. Casual clothing generally is less
formal than professional clothing, but casual clothing must also be neat and clean. Blue jeans and
athletic shoes are not appropriate office attire for management personnel on Casual Day.
1.11 Food in the Workplace
Employees who bring in brown bag lunches or eat-in will use designated dining areas and will
not eat at the desk or workspace. However, if no dining area is available, supervisors or local
on-site government managers may approve exceptions to this policy. Those who choose to eat
breakfast after arrival at the workplace may do so (in a dining area), but arrival time at work
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must permit breakfast to be consumed before start of the work day. Lunchtime and breaks are
intended to provide employees an opportunity to refresh and rejuvenate mentally and physically.
This policy is not intended to be punitive. It is based, in part, upon a study by the American
Dietetic Association that found, that seventy-five (75) percent of office workers eat lunch at their
desks as often as two to three times a week, and some employees skip the midday meal entirely.
The habit of mixing work and lunch can lead to stress-type illnesses, which might otherwise be
avoided. If an employee does not step away from the issues of the day, it becomes more difficult
to deal with stress. It is also based upon managements opinion that eating meal type foods at
a personal work area can be offensive to others (smell), appears unprofessional and it can be
unsanitary.
1.12 Salary
Employees salary information is confidential. The Company requests that employees not discuss
their salary information with anyone other than their immediate supervisor and/or manager,
Human Resources Manager or Payroll Manager.
1.13 Attendance/Tardiness/Time Reporting
Successful operations of the company depend in large part upon the attendance and adherence to
established office hours by each of our employees. Each employee has an important job that
either supports corporate office functions or supports a client in their offices. Unnecessary and
unexcused absences hinder productivity and may affect the way in which fellow employees are
able to perform their work.
1.13.1 Flexible Work Schedules
Supervisors may approve a flexible schedule, but employees are required to work regular office
hours according to an established schedule. Office hours will normally be a nine hour day
consisting of eight work hours with one hour for lunch. Recognizing that some employees
choose to brown bag lunch, it may be permissible to modify the lunch period. For example, if
an employees lunch is one-half hour; they would work an 8 hour day. However, if lunch is
not consumed on-site, time requirements will dictate at least a one-hour lunch period.
Employees who brown bag may schedule shorter lunch periods; but when an employee takes a
longer lunch break, the work day will be extended accordingly with an early arrival or late
departure.
Special situations may require a modified schedule. For example, a deviation to five eight-hour
days might be appropriate for an employee who is a geographic bachelor, working a longer day
Tuesday through Thursday and a shorter day on Monday or Friday, maintaining a forty hour
week. Another example could be an employee working at a client site and the client has a four
day work week policy.
1.13.2 Occasional Tardiness
It is also reality that an employee may occasionally (not habitually) be detained by traffic and
arrive at work late. In that event, the employee will correctly record the arrival time and plan
their end of day departure accordingly adjusting for the late arrival. It is important for employees
to be at their designated work area and ready to begin work at the proper time. If an employee
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knows in advance they will be unavoidably detained or absent, they are expected to notify their
manager prior to their assigned shift preferably one hour minimum in advance. Employees are
required to call in each scheduled workday of an unplanned absence.
1.13.3 Excessive Illness
If an employee is absent from work because of illness or incapacity for a cumulative period of
more than one (1) month in any year, the company may terminate the employee due to the
inability to perform their assigned duties. If the absences are due to excessive cumulative days
off work and not documented by a medical doctor, the employee may be terminated without
notice.
1.13.4 Time Reporting
The company is committed to meeting internal objectives as well as all of its obligations as a
government contractor. Accurate reporting of time is a critical component in accomplishing these
objectives. Every staff member is expected to contribute to the efforts of the organization in this
regard, exhibiting extreme diligence in accurately recording hours worked. The Time Reporting
Procedures Manual reflects the ongoing commitment for accurate time recording. All employees
are required to read, understand, and become familiar with the Time and Expense system and the
contents of this Manual. Each employee is responsible for full compliance with the contents of
the Manual.
1.13.5 Scheduled Breaks
The company does not require scheduled breaks unless a local law or policy requires employees
to take breaks. In the absences of a requirement by law or policy, employees may choose to take
regular scheduled breaks. If breaks are scheduled, the work day is extended to account for the
breaks. An occasional break does not require the employee to extend the work day.
1.14 Teleworking
Telework is working at home or at another off-site location linked electronically (via computer,
fax, etc.) to your normal work place. Teleworking is a cooperative arrangement between the
company and the employee, based upon the needs of the job, work group, and the company (see
Appendix A for Teleworking Agreement). Telework may be authorized for an employee for the
full workweek or may be authorized for select days per week, e.g., Tuesday and Thursday at the
remote work site and the other days in the office.
For employees working on government sites, approval of telework will be subject to approval of
the government contracting officer, and Government policy may supersede certain aspects of
company policy for those employees due to security and other needs. Company management
always retains final approval of all telework requests whether in corporate offices or at
Government sites.
This policy does not apply to situations where a supervisor occasionally allows an employee to
work at home on a temporary, irregular basis.
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1.14.1 Eligibility
To be eligible for consideration of a telework arrangement, an employee must have no record of
performance problems or disciplinary actions. New hires will normally not be offered the option
of telework for a minimum of six months on the job.
1.14.2 Criteria for consideration of Teleworking Arrangement
a) Is the employee a good candidate for teleworking?
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c) As a general guide, if the employee requests telework for employee convenience, the
company will provide the same equipment as would be provided in the office and the employee
will pay the additional cost.
1.15 Personnel Files
The Human Resources Office maintains personnel files on each employee. These files contain
documentation relative to an employees employment with the organization, such as performance
appraisals, beneficiary designation forms, and letters of commendation, scholastic achievements,
and disciplinary warnings.
Coverage or benefits that the employee and their family may receive under the companys
benefits package could be negatively impacted if the information in their personnel file is
inaccurate. To ensure an employees personnel file is up-to-date at all times, the employee
should notify HR as soon as possible, should there be any changes in the following:
the employees share of the premiums for the companys group medical/dental plan;
any contributions an employee may make into a retirement or pension plan sponsored,
controlled, or managed by the company;
any funds the employee owes the company;
unauthorized use of a company credit card;
the cost to the company of personal long-distance calls an employee may make on
company phones or on company accounts, of personal faxes sent by me using company
equipment or company accounts, or of non-work related access to the internet or other
computer networks by me using company equipment or company accounts;
the cost of repairing or replacing any company supplies, materials, equipment, money, or
other property that an employee may damage (other than normal wear and tear), lose, fail
to return, or take without appropriate authorization from the company during an
employees employment (except in the case of misappropriation of money, the employee
understands that no such deduction will take the employees pay below minimum wage,
or, if he or she is a salaried exempt employee, reduce his or her salary below its
predetermined amount);
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2. Safety Policies
It is the companys policy to provide its employees a safe and healthy workplace and to follow
procedures aimed at safeguarding all employees. Accident prevention and efficiency in
production go together; neither should be given priority over the other. Safety is everyones
responsibility.
Responsibilities of the employee include:
3. Employment/Worker Classification
It is managements intent to clarify the definitions of employment classifications so all personnel
understand their employment status and benefit eligibility. These classifications do not
constitute an employment agreement or guarantee employment of any specified period of time.
Accordingly, the right to terminate the employment relationship at will at any time is retained by
both the employee and the company.
Workers are assigned to one of the following categories: (eligibility for benefits is based upon
the agreement between management and the employee).
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Salaried employees are eligible for short-term flexible work schedules as approved by their
supervisors. For example, if the normal work day is 8:00 am to 4:30 pm employees may come in
late and work late for example 1:00 pm until 9:00 pm. Immediate supervisors may approve
short-term flexible schedules, but a senior manager must approve long-term flexible schedules.
It should be noted that not all positions can be granted flexible work schedules due to the nature
of the work. For example, if an employee is expected to work on a weekend, or in the evening,
he/she may take time off during the normal work day without charging time, if approved by the
supervisor. There is no compensatory time for salaried exempt employees and therefore this is
not an hour for hour exchange. It is not unusual for salaried employees to have to work evenings
or weekends in addition to the normal office hours.
3.5 Hourly Employees
Hourly employees are also required to fulfill the responsibilities of their position. This, too, does
not prevent the supervisor from inquiring about scheduling or assuring that the employee is
meeting the expectations of the position either from an attendance or productivity perspective.
Hourly employees are required to record and track all work time on their time sheet. They must
notate the time they arrived at work, the time they leave work, and their lunch time. They must
also record all leave time (i.e. if an hourly employee is gone for one hour for a dentist
appointment).
Employees are authorized to work and be paid for 40 hours a week; unless approved by their
direct company manager, overtime is rarely approved. Company managers/supervisors will
schedule work flow in order to avoid overtime; most government contracts do not provide for
overtime compensation. In certain circumstances hourly employees may be required to work
nonstandard hours to meet mission requirements. In that event, compensatory time off is
appropriate.
3.6 Orientation Period
Every new employee is expected to go through an adjustment period in learning the requirements
of the position and the organization. The first three (3) months of employment are effective in
evaluating if the person, the job, and the organization are well matched. During this time, they
will be provided with the training and guidance from their manager. Under certain
circumstances, the orientation period may be extended at the request of the manager. At the end
of 90 days, if the relationship is agreeable to the employee and the employer, the employee may
be considered for regular employee status.
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All employees should strive to remain productive by eliminating or minimizing non-work related
activities on company time. Use of company and government machines for unauthorized
personal use is grounds for dismissal.
Employees are prohibited from forwarding e-mails with irrelevant information that is not
permitted to the job (i.e. pictures, videos, website links and others). Using personal web based or
other personal e-mail accounts from your office machine is a policy violation. The same
guidance applies to Instant Messaging (IM) accounts for personal contacts. Company or
government information technology personnel may remove such accounts without notice.
Employees working on government sites and using government equipment will be required to
adhere to all applicable government rules and regulations as a condition of employment.
5.2 Office Phones
Supervisors have the ability to monitor calls made from company business telephones.
Managers are able to see who is on the phone, and to listen to conversations for training
purposes. Checking to see who a person is speaking with may be done by any supervisor at any
time, but approval to listen to a conversation will be personally approved by the company
President or above and will require justification by the supervisor in advance of the action.
5.3 Cell Phones
Employees on Government Contract. If a company employee is employed at a government
location, all equipment to include cell phones (if a cell phone is a job requirement) is usually the
responsibility of the government office that the employee is supporting. If the cell phone cost is
authorized in the contract, the company will provide the employee with a cell phone or authorize
reimbursement for use of a personal cell phone.
Employees not on Government Contract. If a cell phone is required to accomplish job
requirements, or for urgent business contact then a company cell phone or reimbursement for use
of a personal cell for business will be authorized. Reimbursement will vary based upon the cost
to the organization, but based upon the current cost; the reimbursement rate will be $30.00 for
the base cost and an additional $10.00 for usage. If the employee believes that he or she should
occasionally be reimbursed at a higher rate and can justify the increase in business use then a
claim may be submitted with justification. Approval of the increased rate will depend on what
the company would have been required to pay if the employee had been using a company
provided telephone. If the employee uses his or her own personal cell phone for work-related
business, the Company Direct-In-Dial (DID) telephone number will be issued for the employee
to use as a cell number and the company telephone system will be programmed to forward all
company cell calls to the employees personal cell phone. Under no circumstance will a
customer be given a personal cell telephone number only the company DID number (703-373XXXX) may be given to customers, or anyone else for business use. The company DID number
will also be used on business cards.
Contract or Non-Contract Occasional Business use. Employees who are not authorized a cell
phone for business use may claim reimbursement for occasional business use of a personal phone
in some circumstances. For example, a person in travel status may claim reimbursement on the
travel claim for an estimated and reasonable amount if the travel requires use of a personal cell
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phone for company business. The charge will be reflected on the travel voucher as
Business/Government Use of a Personal Cell Phone
6. Travel Policies
There are two types of travel required by employees, official government and official company
business. The following guidance will be used by all employees when conducting either type of
travel.
6.1 Budget/Joint Travel Regulation (JTR)
Employees making reimbursed travel reservations must strive to stay within budgeted amounts
and/or accepted government Joint Travel Regulations (JTR) authorized rates. Many companies
will honor the government rate on request if a person is traveling related to a government
contract. However, it is often less expensive to accept a commercial rate especially with
airlines. If the travel cost exceeds the government rate, the employee must document the effort
to stay within the government rate and obtain management approval to exceed the rate. First
class flights, luxury cars, or luxury hotel rooms at company or government expense are not
authorized, but an employee may choose more expensive options and pay the difference from
personal funds.
6.2 Per Diem
For official government travel, the JTR is the basis for reimbursement. Per Diem is for meals
and incidentals (laundry, dry cleaning, personal phone calls, etc.) when in a travel status. For
official travel information, including geographic locations and per diem rates, visit GSAs Per
Diem Rates webpage.
Example: If you look on the website example below at Little Rock Arkansas, Pulaski County:
$71.00 is your lodging limit for your hotel and $54 is your Meals and Incidentals (tips and other
incidentals are factored into this amount). Your max hotel per diem then, is $71.00. You cannot
exceed this dollar amount, so insure that your hotel does not exceed the authorized rate. Little
Rock is used to illustrate a point the cost for Little Rock is much higher than the National
Guard Professional Education Center (PEC), also in Little Rock, because billets and rations are
available; ensure you use the correct location for computing JTR rate when traveling to a
military post or base.
State
AR
Destination
Little Rock
Location
(usually
Counties
Pulaski
Season
Begin
Date
Season
End Date
FY06
Lodging
Rate
$71
FY06 M&IE
$54
Maximum
Per Diem
Rate
$125
Per Diem claims for day of departure and day of return is computed at 75% of the per Diem rate;
the first day and last day of your trip you receive 75% of the Meals and Incidentals Expenses
(M&IE) rate. So in our example above: 75% X $54 = $40.5 (for the first and last day of trip). It
does not make a difference if you travel after or before the duty day; the rate on a travel date is
75% of the M&IE rate.
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Receipts for travel expenses such as airfare, rental cars and hotel costs are required and must be
submitted with the travel claim. Receipts will not be submitted for meals and incidentals
because a daily per diem amount is paid as compensation rather than actual cost; incidental
expenses include items such as a haircut, shoe shine, or employee personal calls. Miscellaneous
work related expense such as business phone calls, copy or fax service are reimbursable and may
be claimed. Expenses of twenty-five dollars ($25.00) or less normally do not require a receipt,
but if required due to a specific contract requirement, affected employees will be notified.
6.6.3 Personal Expense While in Travel Status
Personal credit cards or cash should be used for personal charges, such as food and other
incidentals, as these are not reimbursable as itemized expense to the traveler. These expenses are
provided for in the daily per diem rate.
6.7 Company Credit/Travel Cards
6.7.1 General The Company provides employees with an American Express (AMEX) card for
business use when required by the position. Company policy limits the company provided card
use to business purposes and not for personal expense, except in emergency situations in a travel
status. Receipts are required for all expenses not claimed on a travel claim form (1351-2) with
the exception of parking. Charges under $25.01- receipts are not required; other specific policy
on receipts and card use is outlined below.
6.7.2 Meals and Entertainment
When used for business meals or entertainment, the receipt that is turned in must include the
meeting purpose, names, and business association of individuals in attendance regardless of the
amount.
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Most personal individual automobile liability insurance policies provide coverage for an insured
person in non-owned vehicles to include rental cars and government vehicles. Employees must
provide the company confirmation from their insurance carrier of the coverage. Also, the
insurance must be transferable to cover any vehicle the insured individual drives. Examples of
typical coverage from a personal policy typically include:
d. Driving Records and Verification to HR All employees who drive a vehicle (including
personally owned, rental cars or government vehicles) are required to maintain good driving
records and carry the minimum insurance coverage as stated above. The following items must
be submitted to the company HR Department and receipt confirmed before an employee is
authorized to operate or ride in any vehicle in performance of their duties.
Proof from their insurance carrier confirming coverage and transferability.
A copy of a valid state drivers license.
A state Department of Motor Vehicles driving record check.
e. Safe Driving Driving may frequently be necessary as a part of conducting business. All
employees are expected to meet the following safety criteria at all times:
NO use of handheld cell phones while driving.
Seatbelts shall be worn by driver and all passengers.
Use of alcohol, drugs or other harmful substances, including certain over the counter
drugs that may interfere with driving is strictly prohibited.
Drive in a defensive, non-aggressive fashion.
Report any accidents first to local authorities then to their immediate supervisor and the
Company HR Department.
Use of tobacco products in any vehicle is prohibited.
6.9 Automobile Insurance
Many personal individual automobile insurance policies cover the insured in non-owned vehicles
to include rental cars and government vehicles. Examples of coverage from a personal policy
typically include:
Extension of liability and physical damage coverage to non-owned vehicles.
Personal injury protection/medical payments
Uninsured motorist coverage, in such cases where the coverage extends even if the
operator is not legally liable for damage.
Costs typically not covered on personal insurance policies include loss of use or administrative
fees typically found with rental companies, but these charges are often covered by a credit card
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issuer like Visa or AMX. It is incumbent upon the traveler to know rights and responsible for
insurance coverage or lack thereof.
7. Compensation Policies
7.1 Pay Days
Pay checks are electronically deposited on the eighth (8th) and twenty-third (23rd) day of the
month unless the eighth (8th) and twenty-third (23rd) is a non-banking day. In that event, pay will
be deposited the following banking day. Hourly employees will be paid actual hours worked
from the time sheet. For salaried employees, the annual salary is divided by twenty-four (24)
periods so that the pay is the same each pay period regardless of number of days in the period.
The payroll processing period should be adequate to avoid last minute adjustments. However, if
adjustments are necessary (hourly or salaried) because of absence after a payroll is submitted, the
adjustments are made the next pay period. Contractor and Commissioned personnel are paid on
the same pay periods as employees.
7.2 Overtime Payment
The standard workweek for full-time employees is 40 hours, including approved absences.
Normally, employees will not be expected to work overtime. If overtime is required, prior
approval of the Account/ Program or company manager must be obtained before an employee
works the overtime. If a government manager requests that an employee work overtime, the
employee should advise the government manager that they are not authorized to work the
overtime without prior company approval. All employees are to record all hours authorized and
worked, whether or not the total hours for the workweek are less than, equal to, or more than 40
hours. Non-productive time (lunch, vacation, holidays, sick time/bereavement, etc.) does not
count as hours worked for calculating overtime.
7.3 Professional Employees Uncompensated Overtime Policy
Full-time professional employees may find it necessary to work more than 40 hours in a week.
Such overtime will not be compensated (i.e., there will be no change in the paycheck). For fixed
labor-rate contracts, Accounting bills the customer at the rate specified in the contract for every
hour worked, which is in accordance with the terms of the contract. However, as many contracts
require prior customer approval before working beyond the standard workweek, such overtime
work is not to be performed without prior approval of management.
7.4 Hourly and Non-Exempt Employees (Full or Part-time)
Hourly and non-exempt employees are paid for approved overtime at the rate of one and one half
the hourly rate; non-exempt salary rate is based upon the hourly rate equivalent. Part-time
professional employees are classified as non-exempt employees by the Federal Wage and Hour
Law and will also be paid for authorized time worked beyond 40 hours in a single week, but
overtime work will not be performed without prior approval of management.
8. Paid Leave
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Vacation. A maximum total of forty 40 hours vacation time may be carried forward
from one year to the next; the employee anniversary date is the annual adjustment
date. Vacation time is a use or lose benefit and employees who do not use their
vacation time will not be paid for lost time. However, an employee submitting their
resignation under amicable conditions with at least ten working days notice will be
paid for any vacation balance reflected on their current employee record to a
maximum of 80 hours. Employees terminated for cause forfeit any right to unused
vacation benefit or for cash payment.
b. Sick Leave. May be carried forward without limitation, but Employees are never
permitted to cash-in sick hours.
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c. Personal Time Off (PTO). PTO stops accruing at eight (8) hours and then resumes
accrual as PTO time is used; the PTO balance never exceeds eight (8) hours. PTO
cannot be cashed-in.
8.5 Rehired Former Employees
Employees who are terminated through no fault of their own and then rehired (normally because
of a new contract) within 30 days of termination will retain their original hire date for an
anniversary date, but leave will not accrue during the unpaid period.
8.6 Accrual Table
VACATION
1st Anniversary Date vacation is earned at the first year based upon the number of
hours paid during the first year and then hours immediately begin accruing per pay
period at 0.038462 hours for each hour paid (80 hours maximum earned annually)
4th Anniversary Date (after 4 years of current employment) accrue 0.057692 per
hour (120 hours maximum earned annually)
10th Anniversary (after 10 years of current employment) accrue 0.076923 hours per
hour (160 hours maximum earned annually)
SICK LEAVE
Beginning at the first anniversary date, earned time is based upon the number of hours
paid during the first year and then hours begin accruing per pay period at 0.015385
hours for each hour paid (32 hours maximum annually)
PERSONAL TIME OFF (PTO)
Personal Time Off (PTO) is earned for the first anniversary date based upon the
number of hours paid during the first year and then hours begin accruing per pay
period at 0.003846 hours for each hour paid (8 hours maximum annually)
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time off due to a death will notify their employer supervisor immediately. With approval from
their employer supervisor, employees will be allowed up to three days paid absence from work in
the event of the death of a family member depending on the location of the funeral and the need
for direct participation with funeral arrangements. In unusual circumstances, if additional time is
needed, the employee may use accrued vacation or may request an unpaid leave of absence.
Bereavement leave will almost always be granted unless there are unusual business needs or
special staffing requirements. A notice from the funeral home or a newspaper announcement
may be requested.
Bereavement leave does not accrue from year to year. It is an employee benefit if and when
needed, has a maximum value of three paid days per year. Family members are defined as
spouse/significant other, children/step children, siblings, parents, grandparents, grandchildren or
other members of the employee's household residing with the employee. Extended Family
Member such as father-in-law, mother-in-law, brother-in-law, sister-in-law, aunts, uncles, nieces
and nephews of the employee are also included. In addition, if an employee feels that
bereavement benefits should apply because a special relationship existed with a deceased friend,
then the employee may request bereavement benefits beyond the family members described
above.
8.8 Grandfather Clause
Employees who join this company from an incumbent contractor company (not government
employees) will usually receive a grandfathered anniversary date for purposes of vacation and
sick leave earnings. The employee will be required to provide documentation (e.g. pay voucher
or timesheet) from the incumbent company to establish the grandfathered hire date. The voucher
should be submitted at hiring, but it must be submitted to HR Department section within 10
calendar days of the hire date.
Grandfathering permits an employee to earn vacation and sick time at the hourly accrual rate as
if they had been with this company since the original hire date with the incumbent company.
The tenure for vacation and sick leave earnings is based upon the grandfathered hire date, but all
employees begin their career with a zero balance for vacation and sick leave. The previous
employer/incumbent contractor will normally settle any earned, but unused vacation at
termination. However, if the previous employer did not settle with the employee before
termination, the employee may apply for credit with this company by providing written proof of
nonpayment to the HR Department.
If the employee has been working at the government site for one year or more as of the first day
of employment with this company, the new employee will begin earning vacation and sick leave
immediately and will be eligible to take their vacation time as it is earned. If the employee has
less than one year prior to employment with this company, he/she will not be eligible to take paid
vacation or sick leave until the combined current company and incumbent time is equal to one
year same as all other employees. As stated in the Vacation/Paid Leave section, company
supervisors may approve exceptions and permit employees to use paid vacation and or sick leave
before one year, but if the employee terminates for any reason prior to earning the time, the
employee is required to reimburse the company. This exception policy is applicable for
grandfathered employees as well.
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8.9 Holidays
Holiday pay for federal holidays is indicated below. Full-time employees are paid a full days
pay up to eight (8) hours of holiday pay if the full-time employee is entitled to receive pay for
any day during the same work week (i.e. actual worked days, vacation days or sick days paid
during that work week.). Part-time employees will receive a percentage of the holiday benefit
based on the number of hours the employee worked in the work week prior to the work week in
which the holiday occurs. They must also work any day during the same work week. (i.e. actual
worked days, vacation days or sick days paid during that work week.) to be eligible for holiday
pay. The general rule is that if the government and banks are closed (except for Columbus Day)
it will be a company holiday. The company reserves the right to amend or cancel holidays
based upon business necessity, but all Federal Holidays except Columbus Day are the general
rule*.
Holidays include:
New Years Day (Jan 1st or federally declared holiday)
Martin Luther King, Jr. Birthday, 3rd Monday in January
Washingtons Birthday/Presidents Day, 3rd Monday in February
Memorial Day, Last Monday in May
Independence Day (July 4th)
Labor Day, 1st Monday in September
Columbus Day is not a company holiday except for employees at a Government site*
Veterans Day, November 11th
Thanksgiving Day, (4th Thursday in November) & Friday following*
Christmas Day (December 25th)
* Employees working in government facilities will usually be required to take Columbus Day off
and work the Friday after Thanksgiving, but exceptions are permissible with government
approval. The Friday following Thanksgiving Day is not a federally recognized holiday, but
employees working in the company offices are granted that day as a substitute for Columbus
Day.
8.10 Military Leave Of Absence Policy
Because the importance of military service as a Reservist or National Guard member is valued,
the company will pay the difference in the employee salary and military compensation for up to
thirty days per year; the period may be extended for special circumstances. Employees are
required to reimburse the company for time taken if employment is voluntarily terminated prior
to the first anniversary date with the company, but as an exception, reimbursement by an
employee entering active military service will not usually be required.
In accordance with federal and state requirements, you will be granted leave should you enter
uniformed military service of the Armed Forces of the United States for active duty or training.
When returning from military leave, you are afforded reemployment rights and benefits in
accordance with the Uniformed Services Employment and Reemployment Rights Act of 1994 as
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well as any applicable state law. As a regular salaried or hourly employee, you are eligible for
military leave regardless of the length of your employment.
8.10.1 Salary Continuation during Military Leave of Absence
If you require a leave in order to participate in military training as a reservist, you will receive
the difference between your regular pay and your military base pay for a period of training duty
up to thirty calendar days per year, including time involved in traveling to and from this duty.
This leave is not counted against your accrued vacation benefits.
If you are a reservist called to active duty (as opposed to regular reserve training), you will
continue to receive the difference between regular pay and military base pay for a period of thirty
calendar days. You may request the extension of your salary differential by using your vacation
and sick leave accounts, or by a request for special consideration for differential pay to the
company. The accrued vacation extension will be at the regular rate of pay. However, after thirty
days of military duty, vacation and sick leave will cease to accrue.
In order to calculate a differential between the employees current pay and military base pay, all
pay is converted to an hourly rate. Only military base pay is considered for differential pay.
The first example below illustrates a situation with a higher military pay and consequently no
differential pay. The second example illustrates differential pay.
Example 1. No Differential Pay
Monthly
Annual
Hourly Rate
Military Base Pay
$3,133.50 $37,602.00 $18.081
Company Hourly Employee
$17.002
Company Salary Employee $3,000.00 $36,000.00 $17.313
1. Converting Military Pay to Hourly Rates. To convert military base pay to an hourly rate,
multiply the monthly base pay on the current year DOD pay chart by twelve (12) and then divide
by 2080. Number of years service is factored. A copy of the pay voucher should be attached to
the timesheet for the payment period when the employee submits to payroll.
2. Hourly Employee Rate. Use actual rate.
3. Converting Salaried Employees to Hourly Rates. To convert salaried pay to hourly,
multiple the bi-monthly pay by twenty-four (24) and then divide by
2080.
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Upon satisfactory completion of the above conditions, the company will reinstate eligible
employees according to the reemployment requirements governed by USERRA.
There are certain exceptions to the requirement to re-employ a returning service member which
include:
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If the federal government does not close or announce liberal leave, but the employees believes it
is unsafe to report to work, supervisory approval will be required and the same policy regarding
pay as outlined above for liberal leave will apply.
8.16 Government Shutdown
Government shutdowns are often a cause of confusion, but in the rare event that a government
shutdown occurs, employees should report to their normal work place as usual unless company
management or the government office manager has advised otherwise. If the employee report to
work and their office work place is closed, they will depart and immediately report to their
company manager preferably by email.
Our company policy is simple by necessity, except for employees that are permitted to work
because the government office remains open, employees supporting government office closed by
a Government shutdown must either take vacation/personal leave, or leave without pay. All
employees will be permitted to take paid leave even when the leave results in payment for
unearned leave, but the duration of advance paid leave may be limited depending on the duration
of the government shutdown.
Past history has shown that the few times the government has shut down it has usually only been
for a few days. As more information is known, every effort will be made to keep all employees
informed during these situations.
9. Employee Evaluations
9.1 Corporate Staff
Employee reviews will be performed at calendar year end for all corporate staff employees who
have been with the company at least six (6) months; employees with less than six (6) months on
the job will receive their first review the following year end. Employees will be notified by their
company supervisor prior to their evaluation to complete the employee portion of the Evaluation
Form. Once an evaluation is complete, the employees manager may submit an Employee Status
Change form to HR recommending an increase in pay, if appropriate. If approved, HR will
notify the supervisor, who will in turn, notify the employee.
9.2 Staff Working at Government Sites
Employee reviews will be performed at contract renewal. If an employee has been with the
company less than one year at contract end, they will receive an exit review, rather than an
annual evaluation. Employees will be notified by their Account or Program Manager prior to
their evaluation to complete the employee portion of the Evaluation Form. Pay increases (if
appropriate) will normally be in accordance with performance, contract clauses, and if applicable
Department of Labor Service Contract Act guidelines.
9.3 Employee Evaluation Forms
Employee Evaluation forms are located on the company Employee webpage. The support form is
to be used by the employee for a narrative summary of the individuals performance during the
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rating period. As appropriate, the following areas are recommended for possible inclusion in the
narrative and for discussion during the required counseling session. The Evaluation Form is used
by the employer supervisor to use during the counseling session. Neither the narrative nor the
counseling session is limited to these areas. Bullet statements may be used at the discretion of the
rater. Be specific; avoid abstract or vague words. The use of a supplemental sheet is limited to
referral reports or when the reviewing official no concurs with the rating; it must be signed by
the initiator and rate. Professional Factors: Job knowledge, job performance.
Personal Traits: Initiative and Reliability. Assessment of Growth Potential Based On:
Leadership (including directing and counseling), communicative skills (speaking, listening, and
writing), and education.
10. Benefits
10.1 Employee Insurance Benefits
Healthcare insurance is required for all regular full-time employees as a condition of
employment, but the company pays a Health and Welfare (H&W) payment each pay period to
help offset the cost of health insurance. However, the employee must first enroll in the company
health care plan, or provide proof of coverage such as Tricare or a spousal plan to HR before
becoming eligible for the H&W payment. Part-time employees receive the hourly H&W credit
for each hour worked, and those working at least twenty hours per week are eligible to
participate in the company health insurance plan; costs for part-time employees is the same cost
as full-time employees. Health and Welfare payment questions should be addressed to HR.
Company healthcare premium cost is a payroll pretax deduction.
10.2 Financial Planning
A 401(k) plan is available to active employees. Key components of the plan are outlined below.
Employees do not have a waiting period before they are eligible to initiate 401(k) contributions.
Contributions are pre-taxed: Employee contributions decrease taxable income.
Employee Increases/Decreases: The frequency of change in employee contribution to the plan is
determined by the rules of the companys plan provider.
Company Contribution: Every payroll period, the company will contribute one dollar for each
dollar the employee contributes up to 4% of the total gross of the employees last payroll check.
When Available: Contributions to the 401(k) are available to the employee when leaving the
company or retiring. If employees terminate employment prior to retirement, they may roll their
money over to an IRA account or into another 401(k) plan.
Loans on the 401(k): Loans are available, however, there are special limitations on the amount
you may borrow and required schedules. For more detailed information about the current 401(k)
plan, see the Human Resources Manager or go to our website under Employees and click on
Employee 401(k) site.
See following website for 401(k) tax guidance:
http://www.irs.gov/retirement/participant/article/0,,id=151786,00.html
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d. Nominations Nominations can be presented by any employee to their company manager. For
individual longevity awards, Human Resources (HR) will coordinate with Program Managers
and Department Heads to identify employees who are eligible. Nominations must be submitted
in a timely manner to allow for review and if warranted, preparation of the awards. Program
Managers and Department Heads may also make determinations on appropriate certificates
or awards based on specific information and job performance that they already monitor. All
nominations will be made in a letter format e-mail and will include the following:
Individual/s names
Work location
Specific dates of performance
Reason for recommendation
Desired comments
Certificate of Retirement
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Employees may be eligible to continue health insurance after leaving the company under the
Consolidated Omnibus Budget Reconciliation Act (COBRA). If so, the employee will receive
information regarding the coverage within 14 days of termination. Please contact the HR office
for further details. If an employee has a change of address after termination, HR should be
notified so tax information can be sent to the proper address
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Appendix A
TELEWORKING AGREEMENT
1. This establishes the terms and conditions of the agreement between
______________________ COMPANY and _____________________ EMPLOYEE
and shall be in effect until terminated by the COMPANY or the EMPLOYEE.
EMPLOYEE volunteers to participate in the teleworking program and to follow the
applicable guidelines and policies. The COMPANY agrees with the EMPLOYEE's
participation. Teleworking work location is as indicated below.2. Work Hours: Pay and
Attendance: All pay, leave and travel entitlement will be based on the EMPLOYEE's
official duty station. The EMPLOYEE's time and attendance will be recorded in the same
manner as all other employees. EMPLOYEE agrees to work at the office or teleworking
location and not from another unapproved site. Failure to comply with this provision may
result in termination of the agreement and/or other appropriate disciplinary action.
The following are the working hours and locations which are agreed to as a part of the
Teleworking Agreement:
Official Work Location: {Place name and
location}
Teleworking Location: {Place name and location}
General Work Hours:
*(Location)
O=Official Office
(Day)
(Hours)
T=Teleworking
Monday
Tuesday:
Wednesday:
Thursday:
Friday:
Saturday:
Sunday
Daily Lunch:
3. Equipment: The COMPANY supervisor and the EMPLOYEE must agree upon the
equipment to be used in teleworking. The COMPANY is not required to provide
equipment for the home office; however, with the approval of the COMPANY
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10. Work Assignments: The EMPLOYEE will meet with the supervisor to receive
assignments and to review completed work. The EMPLOYEE will complete all assigned
work according to procedures mutually agreed upon with the supervisor.
11. Evaluation: The evaluation of the EMPLOYEE's job performance will be based on
established standards. Performance must remain satisfactory to remain a teleworker.
EMPLOYEEs will not be allowed to telework while on a performance improvement plan
(PIP). EMPLOYEE and supervisor agree to promptly complete and submit teleworking
evaluation materials and to attend periodic group meetings for the teleworking program.
12. Records: The EMPLOYEE will apply safeguards which are approved by the
employer to protect records from unauthorized disclosure or damage. All records, papers
and correspondence must be safeguarded for their return to the office.
13. Participation: The Curtailment of the Agreement: The EMPLOYEE may stop
participating in this program at any time. Management has the right to remove the
EMPLOYEE from the program if participation fails to benefit organizational needs.
14. Teleworking Work Plan: (Include a description of duties, how work output will be
reviewed and monitored, and how supervision will be provided.)
We agree to abide by the terms and conditions of this agreement.
EMPLOYEE: ____________________________________
COMPANY
Supervisor:____________________________________
Approving Authority: __________________________
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Date:
Date:
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Appendix B
Manager:
Amount Requested $
Contract Number #
Please attach receipt of Payment and Passing Grade for Reimbursement.
After one year with the company, employees may claim reimbursement for out-of-pocket tuition costs
for job related or accredited degree training up to one-thousand ($1000) per year or a total reimbursement
not to exceed five-thousand ($5000) per employee for life. Out-of-pocket means the employee is actually
paying for the training or course from their personal funds. A successful grade of C or equivalent is
required for reimbursement and a diploma or completion certificate along with proof of payment must be
submitted to claim reimbursement. The claim must be submitted while the claimant is an employee for
the company and payment will be with a regular payroll check or direct deposit. Supervisors may
approve reimbursed tuition during the first year, but if the employee is terminated (voluntary or
involuntary) or for any reason during the first year of employment the employee will be required to
reimburse the company for the cost of the tuition assistance.
I have read the above and agree to the terms of reimbursement should my employment terminate
with the company.
____________________________________________
Employee Signature
_________________
Date
____________________________________________
Manager Approval
__________________
Date
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Date
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Appendix C
Acceptance and Acknowledgement of Policies and Procedures
I acknowledge that I have read and fully understand the company policies and procedures, and the entitlements as outlined
in the Personnel Handbook. I fully understand the policy of non-disclosure of sensitive/private company and client
information. I also understand that the company will change entitlements and policies from time-to-time and that my
choice to remain in my position indicates my agreement to the policy changes. I understand that changes will be
distributed by company e-mail and that it is my responsibility to periodically review the Handbook on the official website
to ensure my understanding. If company policies conflict with the laws of the state of employment, the company will
adhere to the applicable law. If I do not wish to continue my employment following a change in company policy or
entitlement, I understand that I may terminate my position within fifteen (15) calendar days of the policy change and end
my association with the company under the previously published Personnel Handbook.
I understand that discussing my salary with anyone other than my immediate supervisor and/or manager, Human
Resources Manager or Payroll Manager is a policy violation and grounds for termination.
I understand that my tenure with the company may be subject to a government contract, and my assigned place of work
may be at a government office or location. If my employment is as described above, my employment is for the term of the
contact period unless otherwise agreed upon or extended in writing by the company. I understand that at the contract-end
date, or upon notice by the government to the company that the work under the contract performed by me has resulted in
unsatisfactory contract performance, my employment with the company is terminated without further notice. Upon
termination or resignation, I acknowledge my responsibility to return all company or government issued equipment and I
understand that I may be placed in a leave without pay status pending verification of such action. I understand that I will
not receive my final pay until all of the property is returned. I also agree that for a minimum of a one-year period or the
duration of a government contract (whichever is less), I will not solicit or accept employment from another company, or
from a government agency where my job would be in the same general business area as the position which I am accepting
with this employer.
I also understand that although the company may try to place me in another job, it is my responsibility to inquire about
other opportunities by contacting Human Resources Department and company managers. In some cases, the company
may attempt to help place me as an employee with other companies. My status is:
Full-Time Employee: (FTE)
I plan to satisfactorily complete a ninety day orientation period and become a Regular employee
Non-exempt or Exempt (Paid Actual Hours Worked or Salary)
Normally scheduled to work forty (40) hours per week
Eligible for company benefits for employee
Part-Time Employees (PT):
Paid Actual Hours Worked
Usually Non-exempt employee but could also be Exempt
Scheduled to work less than 30 hour week (Working 30 hours or more per week does not automatically change status)
Requires management approval to change status from PT to Full-time
Eligible for health insurance but at employee expense
Temporary Employees (TE):
Paid Actual Hours Worked
Usually non-exempt employee but could also be Exempt
Not eligible for health insurance
I understand that my status with this company is as (initial in correct block):
[___] Full-time Employee
[___] Part-Time Employee
[___] Temporary Employee
Signature: _____________________________________________________ Date: _______________________
Printed Name________________________________________________________________________
Company Acknowledgement: Signature: __________________________________ Date: _________________
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Appendix D
PARTIES
The parties to this agreement are as follows: Company Name:
, (hereinafter
designated as COMPANY); any Federal and State Governments, (hereinafter designated as GOVERNMENT);
and a vehicle operator or driver ____________________________________, (hereinafter designated as
DRIVER). The above-mentioned parties shall be collectively known as THE PARTIES.
Automobile Insurance
In accordance with the Federal Acquisition Regulation (FAR) paragraph 52.228-8 Liability and Insurance Leased
Motor Vehicle, DRIVER is required to carry a minimum amount of insurance to drive government vehicles.
COMPANYs policy requires any employee operating any government owned or leased vehicle in the performance
of duties to maintain the minimum liability insurance required by their state, territory, or jurisdiction. If necessary,
COMPANY insurance will cover the difference in DRIVERs personal insurance coverage and the required
government coverage.
DRIVER agrees that personal liability insurance is required as a condition of employment if a vehicle is required for
job performance. Most personal individual automobile liability insurance policies provide coverage for an insured
person in non-owned vehicles to include rental cars and government vehicles. DRIVER must provide the company
confirmation from the insurance carrier of the coverage. DRIVER also agrees to ensure DRIVERs insurance must
be transferable to cover any vehicle DRIVER drives. Examples of typical coverage from a personal policy typically
include:
Extension of liability and physical damage coverage to non-owned vehicles.
Personal injury protection/medical payments
Uninsured motorist coverage, in such cases where the coverage extends even if the operator is not
legally liable for damage.
Costs typically not covered on personal insurance policies include loss of use or administrative fees
typically found with rental companies, but these charges are often covered by a credit card issuer like
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Visa or AMX. It is incumbent upon the traveler to know their rights and responsibilities for insurance
coverage or lack thereof.
Required Documents
DRIVER agrees to maintain good driving records and carry the minimum insurance coverage as stated above.
DRIVER agrees to submit the following items to COMPANYs HR Department and receipt confirmed before
DRIVER is authorized to operate or ride in any vehicle in performance of their duties:
Proof from their insurance carrier confirming coverage and transferability.
A copy of a valid state drivers license.
A state Department of Motor Vehicles driving record check.
A valid drivers license.
Safety Requirements
DRIVER agrees to meet the following safety criteria at all times:
There shall be NO use of handheld cell phones while driving.
Seatbelts shall be worn by driver and all passengers at all times.
Use of alcohol, drugs or other harmful substances, including certain over the counter drugs that may
interfere with driving is strictly prohibited.
DRIVER will drive in a defensive, non-aggressive fashion.
DRIVER must report any accidents first to local authorities then to their immediate supervisor and the
Corporate HR Department.
Use of tobacco products in any rented or government vehicles are prohibited.
ENTIRE AGREEMENT
This agreement is non-assignable and non-transferable and is made and entered into the state where travel
originated, and shall be enforced and interpreted under the laws of this state. When DRIVER signs this agreement
they will be expressing their intent and free will to be bound by all the terms and conditions stated above.
Furthermore, by placing their signature on this document, DRIVER agrees that the terms and conditions of this
agreement will be immediately binding unless and until all parties agree in writing to the contrary.
This agreement contains the entire agreement of the parties with respect to the matters covered by its terms. No
other agreement, statement, or promise made by any party, or to any employee, officer, or agent of any party that is
not contained in this agreement shall be any force or effect.
IN WITNESS WHEREOF, DRIVER has caused this Agreement to be executed as of the last date of execution
written below. DRIVER acknowledges that they have read this Agreement, understand it and agree to be bound by
its terms.
Signature
Date
______________________________________________
Signature
Date
______________________________________________
Signature
Date
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Appendix E
PARTIES
The
parties
to
this
release
of
liability
are
as
follows:
(Company(s)
Name)_____________________________________ and
__________________________________________,
(hereinafter designated as COMPANY(s)); any Federal, State, or Local Governments of the United States of
America,
(hereinafter
designated
as
Government);
and
(Drivers
Full
Name)
___________________________________________________, (hereinafter designated as DRIVER), and any
passengers, or if any passenger is a minor, Parents or Legal Guardians to the passenger(s), (hereinafter designated as
PASSENGER(s)), The above-mentioned parties shall be collectively known as PARTIES or THE PARTIES.
RELEASE OF LIABILITY
In return for travel and commuting provided, on ___________ day of__________________________,
20__________, and on all future dates, PASSENGER(s) agrees and affirms to assume all risks associated or arising
from any provided travel or commute. PASSENGER(s) further agrees to release, hold harmless and forever
discharge GOVERNMENT (if vehicle is GOVERNMENT property), COMPANY(s) and DRIVER and each and
every officer, agent, employee, and representative of each from all claims, causes of action, damages, or demands of
any kind by myself, heirs, executors, administrators and assigns for personal injuries and property damage which
may have been caused or sustained from the arranged travel whether known or unknown, foreseen or unforeseen.
Furthermore, PASSENGER(s) agrees to indemnify all of the other PARTIES from and against all claims, damages,
losses, and expenses, including attorney fees, arising out of the arranged travel and hereby expressly agree to the
following:
1.
2.
3.
4.
5.
6.
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It is the responsibility of the PASSENGER(s) to carry full and complete insurance coverage on,
personal property and person.
PASSENGER(s) agrees to assume any and all risks involving or arising from the PASSENGERs
travel or commuting provided by THE PARTIES by way of private owned, Government Owned or
rental vehicle, without limitation, the risks of death, bodily injury, property damage, collisions with
vehicles, fire or explosion, the unavailability of emergency medical care, or the negligence or
deliberate act of another person.
PASSENGER(s) agrees to hold all of the other PARTIES and all successors, assigns, subsidiaries,
affiliates, officers, directors, employees and agents completely harmless, not liable, and release them
from all liability whatsoever. PASSENGER(s) agrees not to pursue legal action against them on
account of, or in connection with, any claims, causes of action, injuries, damages, cost or expenses
arising out of PASSENGERs travel or commuting provided by other PARTIES by way of private
owned, Government Owned or rental vehicle, including without limitation, those based on death,
bodily injury, and property damage, including consequential damages.
PASSENGER(s) agrees to waive the protection afforded by any state of federal statute or law in any
jurisdiction whose purpose, substance, and/or effect is to provide that a general release shall not extend
to claims, material or otherwise, which the person giving the release does not know or suspect to exist
at the time of executing the release.
PASSENGER(s) agrees to indemnify and defend the other PARTIES against, and hold them harmless
from, any and all claims, causes of action, damages, judgments, costs or expenses, including attorneys
fees, which in any way arise from the PASSENGERs travel or commuting provided by the other
PARTIES by way of private owned, Government Owned or rental vehicle.
PASSENGER(s) agrees to abide by the following safety criteria:
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7.
This agreement contains the entire agreement of the parties with respect to the matters covered by its terms.
No other agreement, statement, or promise made by any party, or to any employee, officer, or agent of any
party that is not contained in this agreement shall be any force or effect.
IN WITNESS WHEREOF, DRIVER and PASSENGER have caused this Release of Liability to be executed
as of the last date of execution written below. Each Party acknowledges that they have read this Release of
Liability, understand it and agree to be bound by its terms.
FOR: DRIVER
Signature
FOR: PASSENGER or
PARENT/GUARDIAN
Date
Date
Date
Date
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***If additional signatures are required then attach an additional signature page. All additional signature
pages are incorporated herein by reference. ***
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Appendix F
Business Ethics and Organizational Conflicts of Interest Poster
Service Provider
SKYLINE
Ultd Inc.
REPORT FRAUD
CALL THE SKYLINE OPERATIONS OFFICE TO REPORT FRAUD
Report Fraud or Misconduct Relating to the Receipt or
Expenditure of Contract Funds.
Phone: 866-671-9200
During working hours ask the receptionist to connect you to the
Skyline Operations Officer.
After working hours, the automated menu will give you the option
to connect to the Skyline Operations Officer. You will then be
connected to the Skyline Operations Officer voice mail.
E-mail fraudhotline@skyline-ultd.com
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Appendix G
Skyline Health, Dental & Other Insurance Cost
Description of Coverage
Rounded to Nearest $
Monthly
Employee Approximate OutPremium - Deduction per of Pocket Cost
Per Pay Period
HC, Dental,
Pay Period
STD & Life
(24 Periods) after H&W Pay1 & 2
Package Coverage - Health Care (HC), Dental, 10K Life Ins, & Short Term Disability (STD)
Employee Only - No Other Coverage
$638
Employee w/Children Only
$780
Employee & Spouse Only
$780
Employee & Family
$1,135
$319
$390
$390
$568
$8
$79
$79
$256
Optional Dental and Short Term Disability & Life without Complete Health Care Package 4
Dental Only
Employee Only - No Other Coverage
Employee w/Children Only
Employee & Spouse Only
Employee & Family
Short Term Disability (STD) & 10K Life (Employee Only)
$10
Notes:
1. Health and Welfare (H&W) Pay is paid with proof of insurance, or when the employee enrolls in the company plan.
2. Health & Welfare Pay Rate is as follows: Hourly Pay 3.59 Per Hour, or Approximate Monthly: $622.00, or Per Pay Period: $311.00
3. Employee only health Insurance is required as a condition of employment, but may be provided by a source other than the company.
4. Employees with health insurance through another source may purchase Dental, STD or Life insurance at the above premiums.
5. Premium rates are based upon the plan in effect at the time of employment and may change with revisions to the plan.
Effective: 1 Jan 2012
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