1 Personnel Manual or Employment Handbook WELCOME TO ________________________________________ (Name of
Company) COMPANY An interesting and challenging experience awaits you as an employee of
______________________________________ (Name of Company) Company . To
answer some of the questions you may have concerning the Company and its policies,
we have written this handbook. Please read it thoroughly and retain it for future
reference. The policies stated in this handbook are subject to change at the sole
discretion of _____________________________________________ (Name of
Company). From time to time, you may receive updated information concerning
changes in policy. If you have any questions regarding any policies, please ask your
supervisor or a member of our human resources department for assistance.This handbook is not a contract, express or implied, guaranteeing
employment for any specific duration. Although we hope that your employment
relationship with us will be long term, either you or _________________________
____________________ (Name of Company) may terminate this relationship at
any time, for any reason, with or without cause or notice. Please understand that
no supervisor, manager, or representative of _______________________________
_______________ (Name of Company) other than the president, the general
counsel, or the vice president of human resources has the authority to enter into
any agreement with you for employment for any specified period or to make any
promises or commitments contrary to the foregoing. Further, any employment
agreement entered into by the president, the general counsel, or the vice
president of human resources shall not be enforceable unless it is in writing.We wish you the best of luck and success in your position and hope that your
employment relationship with ______________________________________________
(Name of Company) will be a rewarding experience. ABOUT OUR COMPANY--THE XYZ STORY (Sample History) XYZ was founded in 1975 by Dr . John Doe, a pathologist in Pell City, Alabama.
From the time he was a young boy, Dr. Doe dreamed of finding a cure for the world's
most deadly diseases. He went to medical school and after he graduated, he received
a grant from the Acme Corporation. With the funds from this grant, Dr. Doe started the
XYZ Company, a nonprofit research corporation, with a staff of one professional
researcher and two volunteers.Several months later, Dr. Doe hired a staff of fund-raisers, who were able to
increase significantly the amount of funds available for XYZ's research. Over the next
eleven years, XYZ expanded its research staff to over 500 employees. XYZ also
2purchased several buildings in Pell City for use as corporate and research headquarters
and procured some of the world's most sophisticated research equipment. With funds from additional grants, XYZ was able to acquire ABC, Inc., a small
company headquartered in Eden, Alabama, with facilities also in Montana and Nevada
and a total professional staff of 500. The XYZ-ABC Research merger was completed in
1990. Since that date, the newly formed XYZ Company has been continually expanding
its research activities and is now conducting research into cures for various types of
cancer, multiple sclerosis (MS), and AIDS, among other serious illnesses. In fact, in
1987, XYZ received a grant form the federal government of $50 million to further its
efforts to find a cure for MS.In total, XYZ employs over 5,000 professional and technical workers as well as a
highly effective support staff, all devoted to finding cures for the world's most complex
and troublesome illnesses.We proudly welcome you to the XYZ team. We are confident that through your
efforts and dedication, XYZ will continue to make advances in finding cures for the most
dreaded diseases known to humankind.I. EQUAL EMPLOYMENT OPPORTUNITYA.________________________________________ (Name of Company)
provides equal employment opportunities to all employees and applicants for
employment without regard to race, color, religion, sex, national origin, age,
disability, military or veteran status in accordance with applicable federal laws. In
addition, _____________________________________ (Name of Company)
complies with applicable state and local laws governing nondiscrimination in
employment in every location in which _________________________________
______________ (Name of Company) has facilities. This policy applies to all
terms and conditions of employment, including but not limited to, hiring,
placement, promotion, termination, layoff, recall, transfer, leaves of absence,
compensation, and training.B. ______________________________________ (Name of Company)
expressly prohibits any form of unlawful employee harassment based on race,
color, religion, sex, national origin, age, disability, military or veteran status, or
status in any group protected by state or local law. Improper interference with
the ability of ______________________________________'s (Name of
Company) employees to perform their expected job duties is not tolerated.C. With respect to sexual harassment, ______________________________
____________________ (Name of Company) prohibits the following:1. Unwelcome sexual advances; requests for sexual favors; and all
other verbal or physical conduct of a sexual or otherwise offensive nature,
especially where:
3 a.Submission to such conduct is made either explicitly or
implicitly a term or condition of employment; b. Submission to or rejection of such conduct is used as the
basis for decisions affecting an individual's employment; or c.Such conduct has the purpose or effect of creating an intimidating, hostile, or offensive working environment. 2. Offensive comments, jokes, innuendos, and other sexually oriented
statements.D.Complaint Procedure1.Each member of management is responsible for creating an
atmosphere free of discrimination and harassment, sexual or otherwise.
Further, employees are responsible for respecting the rights of their co-
workers.2.If you experience any job-related harassment based on your sex,
race, national origin, disability, or another factor, or believe that you have been
treated in an unlawful, discriminatory manner, promptly report the incident
to your supervisor, who will investigate the matter and take appropriate
action, including reporting it to the director of human resources. If you
believe it would be inappropriate to discuss the matter with your
supervisor, you may bypass your supervisor and report it directly to the
head of your department or to the director of human resources, who will
undertake an investigation. Your complaint will be kept confidential to the
maximum extent possible. E. If _____________________________________________ (Name of
Company) determines that an employee is guilty of harassing another individual,
appropriate disciplinary action will be taken against the offending employee, up to
and including termination of employment.F. ______________________________________________ (Name of
Company) prohibits any form of retaliation against any employee for filing a bona
fide complaint under this policy or for assisting in a complaint investigation.
However, if, after investigating any complaint of harassment or unlawful
discrimination, _____________________________________________ (Name of
Company) determines that the complaint is not bona fide or that an employee has
provided false information regarding the complaint, disciplinary action may be
taken against the individual who filed the complaint or who gave the false
information.
4II.EMPLOYMENT OF RELATIVES______________________________________________ (Name of Company)
permits the employment of qualified relatives of employees as long as such employment
does not, in the opinion of ______________________________________________
(Name of Company) , create actual or perceived conflicts of interest. For purposes of
this policy, relative is a spouse, child, parent, sibling, grandparent, grandchild, aunt,
uncle, first cousin, or corresponding in-law or step relation. _______________________
________________________________ (Name of Company) will exercise sound
business judgment in the placement of related employees in accordance with the
following guidelines:A.Individuals who are related by blood or marriage are permitted to work in
the same ________________________________________________ (Name of
Company) facility, provided no direct reporting or supervisory/management
relationship exists. That is, no employee is permitted to work within the chain of
command of a relative such that one relative's work responsibilities, salary, or
career progress could be influenced by the other relative.B. No relatives are permitted to work in the same department or in any other
positions in which ______________________________________________
(Name of Company) believes an inherent conflict of interest may exist.C. Employees who marry while employed are treated in accordance with
these guidelines. That is, if, in the opinion of _____________________________
__________________________ (Name of Company), a conflict or apparent
conflict arises as a result of the marriage, one of the employees will be transferred
at the earliest practicable time.D.This policy applies to all categories of employment at ________________
________________________________ (Name of Company), including regular,
temporary, and part-time classifications.III. ORIENTATION PROGRAMA.During your first few days of employment, you will participate in an
orientation program conducted by human resources and various members of your
department, including your supervisor. During this program, you will receive
important information regarding the performance requirements of your position,
basic _____________________________________________ (Name of
Company) policies, affirmative action plans, your compensation, and benefits
programs, plus other information necessary to acquaint you with your job and
________________________________________________ (Name of
Company). You will also be asked to complete all necessary paperwork at this
time, such as medical benefits plan enrollment forms, beneficiary designation
forms, and appropriate federal, state, and local tax forms. At this time, you will be
required to present the ___________________________________________
5(Name of Company) with information establishing your identity and your eligibility
to work in the United States in accordance with applicable federal law.B. Please use this orientation program to familiarize yourself with _________
______________________________ (Name of Company) and our policies and
benefits. We encourage you to ask any questions you may have during this
program so that you will understand all the guidelines that affect and govern your
employment relationship with us.IV. JOB POSTINGA. ___________________________________________ (Name of
Company) believes in promoting employees from within and has established a
job-posting program to give all employees an opportunity to apply for positions
that they are interested in and qualified for. Vacancies below the senior
management level are normally posted on designated bulletin boards at all
__________________________ ___________________________ (Name of
Company) locations. Postings generally include the title, the salary range, the
minimum hiring specifications, the essential functions of the job, and the closing
date for filing applications. Positions are normally posted for ten workdays.B. To be eligible to apply for a posted position, you must meet the minimum
hiring specifications for the position, be capable of performing the essential
functions of the job, with or without a reasonable accommodation, be an
employee in good standing in terms of your overall work record, and generally
have been in your current position for a minimum of six months.C. You are responsible for monitoring job vacancy notices and for completing
and filing an in-house application form with the human resources department
during the posting period for a specific opening.D. You are not required to notify your supervisor when submitting an
application for a posted position. However, if you are a finalist for the position,
your supervisor will be notified prior to the completion of the application process
for, among other things, a recommendation. A member of the human resources
department will contact you regarding your application and the status of your
candidacy.V. PERSONNEL FILESA._______________________________________________ (Name of
Company) maintains personnel files on each employee. These files contain
documentation regarding all aspects of the employee's tenure with ___________
_____________________________________ (Name of Company), such as
performance appraisals, beneficiary designation forms, disciplinary warning
notices, and letters of commendation. You may review your personnel file on an
6annual basis. If you are interested in reviewing your file, contact the human
resources department to schedule an appointment. These files are the property of
_____________________________________________ (Name of Company).B.To ensure that your personnel file is up-to-date at all times, notify your
supervisor or the human resources department of any changes in your name,
telephone number, home address, marital status, number of dependents,
beneficiary designations, scholastic achievements, the individuals to notify in case
of an emergency, etc.VI.NONDISCRIMINATION AGAINST AND ACCOMMODATION OF INDIVIDUALS
WITH DISABILITIESA.______________________________________________ (Name of
Company) complies with the Americans with Disabilities Act and applicable state
and local laws providing for nondiscrimination in employment against qualified
individuals with disabilities. __________________________________________
(Name of Company) also provides reasonable accommodation for such
individuals in accordance with these laws. In this connection, _______________
_________________________________ (Name of Company) evaluates the
feasibility of requested accommodations in light of the ADA's guidelines, and
determines whether such accommodations will create an undue hardship on
__________________________________________ (Name of Company). It is
_________________________________________’s (Name of Company) policy
to, without limitation:1.Ensure that qualified individuals with disabilities are treated in a
nondiscriminatory manner in the pre-employment process and that
employees with disabilities are treated in a nondiscriminatory manner in all
terms, conditions, and privileges of employment.2. Administer medical examinations (a) to applicants only after
conditional offers of employment have been extended, and (b) to
employees only when justified by business necessity or as part of
____________________________________________'s (Name of
Company) voluntary annual physical examination program.3. Keep all medical-related information confidential in accordance with
the requirements of the ADA and retain such information in separate
confidential files.4. Provide applicants and employees with disabilities with reasonable
accommodation, except where such an accommodation would create an
undue hardship on _________________________________________
(Name of Company) .
75.Notify individuals with disabilities that ________________________
________________________________ (Name of Company) provides
reasonable accommodation to qualified individuals with disabilities, by
including this policy in ________________________________________'s
(Name of Company) employee handbook and in its corporate policies and
procedures manual and by posting the Equal Employment Opportunity
Commission's poster on not discriminating against individuals with
disabilities and other protected groups conspicuously throughout
_________________________________________'s (Name of Company)
facilities. B.Procedure for Requesting an AccommodationQualified individuals with disabilities may make requests for reasonable
accommodation to _____________________________________________'s
(Name of Company) equal opportunity/affirmative action officer (EEO officer).
On receipt of an accommodation request, the EEO officer will meet with the
requesting individual to discuss and identify the precise limitations resulting from
the disability and the potential accommodation that ________________________
______________________ (Name of Company) might make to help overcome
those limitations.C. The EEO officer, in conjunction with the vice president of human resources,
the medical review officer and, if necessary, appropriate management
representatives identified as having a need to know (e.g., the individual's
supervisor/department head), will determine the feasibility of the requested
accommodation, considering various factors, including, but not limited to, the
nature and cost of the accommodation, the availability of tax credits and
deductions, outside funding, the facility's overall financial resources and
organization, and the accommodation's impact on the operation of the facility,
including its impact on the ability of other employees to perform their duties and
on the facility's ability to conduct business.D.The EEO officer will inform the requesting individual of ______________
_______________________________'s (Name of Company) decision on the
accommodation request or on how to make the accommodation. If the
accommodation request is denied, the individual will be advised of their right to
appeal _____________________________________________'s (Name of
Company) decision to the President of
_______________________________________________ (Name of Company)
by submitting a written statement to the EEO officer along with the reasons for the
request.E. The President will appoint an executive committee to review all such
appeals. After reviewing an employee's appeal, the committee will notify the EEO
officer of its decision. The EEO officer will, in turn notify the individual making the
8appeal of the decision, which will be final.VII. CLASSIFICATIONS OF EMPLOYMENTA. For purposes of salary administration and eligibility for overtime payments
and employee benefits,
___________________________________________________ (Name of
Company) classifies its employees as follows:B. Full time regular employees. Employees hired to work _____________________________________
______________'s (Name of Company) normal, full-time, thirty-five hour
workweek on a regular basis. Such employees may be exempt or nonexempt as
defined below.C. Part-time regular employees. Employees hired to work fewer than thirty-five per week on a regular basis.
Such employees may be exempt or nonexempt as defined below.D.Temporary employees. Employees engaged to work full time or part time on
___________________ ___________________________'s (Name of Company)
payroll with the understanding that their employment will be terminated no later
than on completion of a specific assignment. (Note that a temporary employee
may be offered and may accept a new temporary assignment with
___________________________________________________ (Name of
Company) and thus still retain temporary status.) Such employees may be
exempt or nonexempt as defined below. (Note that employees hired from
temporary employment agencies for specific assignments are employees of the
respective agency and not of _________________________________________
_____________ (Name of Company).)E. Leased Workers. Workers assigned to work at
______________________________________ ____________ (Name of
Company) through a leasing organization. Leased workers are similar to contract
temporary workers assigned to work at ___________
________________________________ (Name of Company) through temporary
employment agencies. Leased workers differ from contract temporaries,
however, in that leased workers are normally engaged for extended periods of
time as opposed to the brief periods for which temporary agency workers are
engaged. Leased workers may be exempt or nonexempt as defined below.
Leased workers are employees of the leasing organization and not of
___________________________ _______________________ (Name of
Company).
9F.Nonexempt employees. Employees who are required to be paid overtime at the rate of time and
one half (i.e., one and one-half times) their regular rate of pay for all hours worked
beyond forty hours in a workweek, in accordance with applicable federal wage
and law hours, or more frequently, such as for all hours worked beyond eight on a
given day in accordance with certain state wage and hour laws.G.Exempt employees. Employees who are not required to be paid overtime, in accordance with
applicable federal wage and hour laws, for work performed beyond forty hours in
a workweek. Executives, professional employees, outside sales representatives,
and certain employees in administrative positions are typically exempt.H. You will be informed of your initial employment classification as an exempt
or nonexempt employee during your orientation session. If you change positions
during your employment as a result of a promotion, transfer, or otherwise, you will
be informed by the human resources department of any change in your exemption
status.I. Please direct any questions regarding your employment classification or
exemption status to the human resources department.VIII. WORK HOURSA. The regular workweek for all full-time employees is forty hours, divided into
five days, Monday Through Friday, with employees regularly scheduled to work
eight hours per day.B. The normal work hours for full-time employees are 8:00 A.M. to 5:00 P.M.,
with a one-hour unpaid meal period, normally taken between and 12:00 P.M. and
2:00 P.M. The time of your meal period will be designated by your supervisor. If
you are a part-time employee, your working hours and schedule will be arranged
by your supervisor.C. Daily and weekly work schedules may be changed from time to time at the
discretion of ______________________________________________ (Name of
Company) to meet the varying conditions of our business. Changes in work
schedules will be announced as far in advance as practicable.IX. RECORDING WORK HOURSA.It is the policy of _____________________________________________
(Name of Company) to comply with applicable laws that require records to be
maintained of the hours worked by our employees. To ensure that accurate
records are kept of the hours you actually work (including overtime where
applicable) and of the accrued leave time you have taken, and to ensure that you
are paid in a timely manner, you will be required to record your time worked and
your absences on ___________________________________________'s (Name
10of Company) official time record form. This form should be completed daily and
signed and forwarded to your supervisor on a weekly basis. After reviewing the
form and resolving any discrepancies, your supervisor will sign the form and
forward it to payroll for processing.B. Please ensure that your actual hours worked and leave time taken are
recorded accurately. Falsification of a time record is a breach of company policy
and is grounds for disciplinary action, including the possibility of discharge.X. REGULAR PAY PROCEDURESA. All __________________________________________ (Name of
Company) employees are normally paid by check on a semi-monthly basis,
usually on the fifteenth and on the last days of each month. If a scheduled
payday falls on a Saturday, Sunday, or company-observed holiday, you will
usually be paid on the day preceding the weekend or holiday. All required
deductions, such as for federal, state, and local taxes, and all authorized voluntary
deductions, such as for health insurance contributions, will be withheld
automatically from your paychecks.B. Please review your paycheck for errors. If you find a mistake, report it to
your supervisor immediately. Your supervisor will assist you in taking the steps
necessary to correct the error.C. In the event that your paycheck is lost or stolen, please notify your
supervisor immediately. Your supervisor will, in turn, notify our payroll supervisor
who will attempt to put a stop-payment notice on your check. If we are unable to
do so, you will be issued another check. Unfortunately, however,
________________________ _________________________________ (Name
of Company) is unable to take responsibility for lost or stolen paychecks, and if
we are unable to stop payment on your check, you alone will be responsible for
such loss.XI.OVERTIME PAY PROCEDURESA. If you are classified as a nonexempt employee (see the classifications of
employment policy section for the definition of nonexempt employee), you will
receive compensation for approved overtime work as follows:1. You will be paid one and one-half times your regular hourly rate of
pay for all hours worked beyond the fortieth hour in any given
workweek.2. You will be paid one and one-half times your regular hourly rate of
pay for all hours actually worked on Saturdays or Sundays regardless of
the number of hours worked during the regular workweek.
113. You will be paid one and one-half times your regular hourly rate of
pay for all hours worked on a company-observed holiday in addition to
receiving your regular holiday pay. B. Your supervisor will attempt to provide you with reasonable notice when
the need for overtime work arises. Please remember, however, that advance
notice may not always be possible.C. You will normally receive payment for overtime in the pay period following
the period in which such overtime is worked, providing that your time record has
been properly prepared, approved by your supervisor, and forwarded to payroll for
processing in a timely manner.XII. SALARY ADMINISTRATION PROGRAMSA. To attract and retain above-average employees,
_______________________ _______________________ (Name of Company)
endeavors to pay salaries competitive with those paid by other employers in our
industry and in the applicable labor markets in which we maintain facilities. In line
with this objective, __________ ________________________________ (Name
of Company) monitors its wage scales to ensure that they are kept in line with
local as well as national economic conditions.B.Each position at ___________________________________________
(Name of Company) has been studied and assigned a salary grade. Each grade
has been assigned a corresponding salary range. Periodically,
_________________ _____________________________ (Name of Company)
may revise its job descriptions, evaluate individual jobs to ensure that they are
rated and paid appropriately, and review job specifications to ensure that they are
job related.C.Your salary will be reviewed on an annual basis, and if you are granted a
salary increase, it will normally be effective on your anniversary date.D. Your total compensation at
________________________________________ (Name of Company) consists
not only of the salary you are paid but also of the various benefits you are offered,
such as group health and life insurance and your retirement plan, as described in
a later section of this handbook. E. Questions regarding our salary administration program or your individual
salary should be directed to your supervisor or the human resources department.XIII.PERFORMANCE REVIEWSA.To ensure that you perform your job to the best of your abilities, it is
important that you be recognized for good performance and that you receive
12appropriate suggestions for improvement when necessary. Consistent with this
goal, your performance will be evaluated by your supervisor on an ongoing basis.
You will also receive periodic written evaluations of your performance. If you are
a nonexempt employee (as defined under classifications of employment earlier in
this section of the handbook), such evaluations will normally occur after you have
been employed for six months, on your first anniversary date, and annually
thereafter. In addition, if you are promoted or transferred to a new position, your
performance will normally be evaluated in writing after you have been in your new
job for six months.
__________________________________________________ (Name of
Company) endeavors to conduct written performance reviews of each exempt
employee's performance annually.B.All written performance reviews will be based on your overall performance
in relation to your job responsibilities and will also take into account your conduct,
demeanor, and record of attendance and tardiness.C. In addition to the regular performance evaluations described above, special
written performance evaluations may be conducted by your supervisor at any time
to advise you of the existence of performance or disciplinary problems.XIV. FAMILY AND MEDICAL LEAVES OF ABSENCEA. ____________________________________________ (Name of
Company) will grant a leave of absence to regular full-time and regular part-time
employees (who meet the requirements described below) for the care of a child
after birth or adoption or placement with the employee for foster care, the care of
a family member (spouse, child, or parent) with a serious health condition, or in
the event of an employee's own serious health condition. Leaves will be granted
for a period of up to twelve weeks in any twelve-month period.B. An employee must have completed at least one full year of service with
__________________________________________ (Name of Company) and
have worked a minimum of 1,250 hours in the twelve-month period preceding the
leave to be eligible for such leave. In addition, to be eligible for leave, an
employee must work at ______ (a/an)
_________________________________________________ (Name of
Company) facility that employs at least fifty employees at that facility or within
seventy-five miles of that facility.
C.Child/Family Care LeaveIf you request a leave of absence to care for a child after birth, adoption, or
placement in your home for foster care or to care for a covered family member
with a serious health condition, you will be granted unpaid leave under the
following conditions:
131.If the leave is planned in advance, you must provide us with at least
thirty days' notice prior to the anticipated leave date, using
________________________________________________’s (Name of
Company) official Leave-of-Absence Request Form.2.If the leave is unexpected, you should notify your supervisor and the
human resources department by filing the Leave-of-Absence Request
Form as far in advance of the anticipated leave date as is practicable.
(Normally, this should be within two business days of when you become
aware of your need for the leave.)3. All benefits of
_____________________________________________ (Name of
Company) that operate on an accrual basis (e.g., vacation, sick, and
personal days) will cease to accrue during the leave period. You will be
required to use all accrued, unused vacation and personal days during the
leave period. Once such benefits are exhausted, the balance of the leave
will be without pay.4. All group health benefits (e.g., major medical, hospitalization, and
dental insurance) will continue during the leave provided you continue
regular employee contributions to these plans. (Other benefits, such as
pension, 401(k), life insurance, and long-term disability will be governed in
accordance with the terms of each benefits plan.)5. Employees requesting a leave to care for a covered family member
with a serious health condition may be required to provide medical
certification from the family member's physician attesting to the nature of
the serious health condition, probable length of time treatment will be
required, and the reasons that the employee is required to care for this
family member. Employees may also be required to provide additional
physician's statements at _______________________________________
______________’s (Name of Company) request. Further, the family
member may be required to submit to medical examination by physicians
designated by _______________________________________________
(Name of Company) at its discretion and at _______________________
_____________________________’s (Name of Company) expense.XV. Leave for Employee's Serious Health ConditionA. If you request a leave of absence for your own serious health condition,
you will be granted leave under the following conditions:1.If the leave is planned in advance, you must provide us with at least
thirty days' notice prior to the anticipated leave date, using ____________
___________________________________’s (Name of Company) official
14Leave-of-Absence Form.2. If the leave is unexpected, you should notify your supervisor and the
human resources department by filing the Leave-of-Absence Request
Form as in advance of the anticipated leave date as is practicable.
(Normally, this should be within two business days of when you become
aware of your need for the leave.)3. Any time that you expect to be or are absent for more than five
consecutive work days as a result of your own serious health condition
(including pregnancy), you will be required to submit appropriate medical
certification from your physician. Such certification must include at a
minimum, the date the disability began, a diagnosis, and the probable date
of your return to work.4. All of _____________________________________________’s
(Name of Company) benefits that operate on an accrual basis (e.g.,
vacation, sick, and personal days) will cease to accrue during your leave
period.5.You will be required to use all accrued, unused sick, vacation, and
personal days during your leave, prior to being eligible for any benefits
under _________________________________________________
(Name of Company) salary continuation plan. Once such accrued benefits
are exhausted, the balance of your leave will be without pay, unless you
are eligible for short-term disability benefits in accordance with applicable
state law or salary continuation in accordance with the terms of
______________________________________________’s (Name of
Company) salary continuation plan.6.All group health benefits will continue during the leave provided you
continue regular employee contributions to these plans. (Other benefits,
such as pension, 401(k), life insurance, and long-term disability will be
governed in accordance with the terms of each benefits plan.)7. During your leave, you may also be required to provide __________
___________________________________ (Name of Company) with
additional physician's statements on request from ___________________
___________________________ (Name of Company) or ___________
____________________________________’s (Name of Company)
insurance carriers, attesting to your continued disability and inability to
work. You may also be required to submit to medical examinations by
physicians designated by _______________________________________
__________ (Name of Company) at its discretion and at _____________
_____________________________’s (Name of Company) expense, at
15the beginning of, during, or at the end of your leave period, and to provide
with access to your medical records as required.8. Before you will be permitted to return from medical leave, you will be
required to present ____________________________________________
(Name of Company) with a note from your physician indicating that you
are capable of returning to work and performing the essential functions of
your position with or without reasonable accommodation. Where required,
__________________________________________ (Name of Company)
will consider making reasonable accommodation for any disability you may
have in accordance with applicable laws.B.Leave Entitlement1.Eligible employees are entitled to leave for up to twelve weeks in
any twelve-month period (or longer if required by applicable state or local
law or, in the case of a leave for an employee's serious health condition,
where a leave extension is requested and approved).2. Leave taken to care for a child after birth, adoption, or placement in
your home for foster care must be taken in consecutive workweeks. Leave
taken for the employee's or a covered family member's serious health
condition may be taken consecutively, intermittently, or on a reduced
work/leave schedule based on certified medical necessity. In such
instances, _____________________________________________ (Name
of Company) will follow applicable federal and state laws in reviewing and
approving such leave requests.C. Reinstatement RightsEligible employees are entitled on return from leave to be reinstated to their
former position or an equivalent position with equivalent employment benefits,
pay, and other terms and conditions of employment. Exceptions to this provision
may apply if business circumstances have changed (e.g., if the employee's
position is no longer available due to a job elimination). Exceptions may also
apply for certain highly compensated employees under certain conditions. In
addition, employees on a leave extension are not guaranteed reinstatement. XVI.Leaves for Employees Who Do Not Meet the Minimum Service RequirementsFull-time regular and part-time regular employees who have less than one year of
service and/or who have not worked a minimum of 1,250 hours during the twelve-month
period prior to their leave or who work at a facility that employs fewer than fifty
employees at or within seventy-five miles of the facility may also request leaves of
absence for the care of a child after birth or adoption or placement with the employee for
foster care, the care of a family member (spouse, child, or parent) with a serious health
condition, or in the event of an employee's own serious health condition, subject to the
following terms and conditions:
16A.Leave requests must be made at least thirty days in advance of the date
the employee would like the leave to begin or, in emergency situations, with as
much advance notice as is practicable, using ____________________________
_________________________'s (Name of Company) official Leave-of Absence
Request Form. (Normally, this should be within two business days of when the
need for the leave becomes known to the employee.)B. The certification requirements and the conditions for required use of
accrued time off, benefits accrual, and continuation of group health insurance
during leave set forth in XIV and XV apply to all leave requests.C. Unless applicable state or local law requires otherwise, leaves will be
limited to a thirty-day maximum duration, except leaves for the employee's own
serious health condition, which may be granted for up to a twelve-week period
and which may be taken intermittently.D. Unless applicable state or local law requires otherwise, reinstatement will
not be guaranteed to any employee requesting a leave under this Section XVII.
However, _______________________________________ (Name of Company)
will endeavor to place employees returning from leave in their former position or a
position comparable in status and pay, subject to budgetary restrictions and
_______________________________________'s (Name of Company) need to
fill vacancies its ability to find qualified temporary replacements.E.All questions regarding leaves of absence should be directed to
____________________________________________'s (Name of Company)
human resources department. Leave-of-Absence Request Forms are also
available from the human resources department.XVII.MILITARY LEAVES OF ABSENCELeaves of absence without pay for military or Reserve duty are granted to full-time
regular and part-time regular employees. If you are called to active military duty or to
Reserve or National Guard training, or if you volunteer for the same, you should submit
copies of your military orders to your supervisor as soon as is practicable. You will be
granted a military leave of absence without pay for the period of military service, in
accordance with applicable federal and state laws. If you are a reservist or a member of
the National Guard, you are granted time off without pay for required military training.
Your eligibility for reinstatement after your military duty or training is completed is
determined in accordance with applicable federal and state laws.XVIII. BEREAVEMENT LEAVEIf you are a full-time regular or part-time regular employee and a death occurs in
your family, you will be compensated for time lost from your regular work schedule in
accordance with the following guidelines.
17A.You will be granted up to five days off from work with pay in the event of
the death of your spouse, child, parent, or sibling; up to three days in the event of
the death of your grandparents, father-in-law, mother-in-law, son-in-law, or
daughter-in-law; and one day in the event of the death of a relative not a member
of your immediate family as defined above.B.Requests for bereavement leave should be made to your immediate
supervisor.XIX. JURY AND WITNESS DUTY LEAVEA.If you are a full-time regular employee who is summoned to jury duty,
_______________________________________________ (Name of Company)
continues your salary during your active period of jury duty for up to a maximum of
fifteen working days per calendar year. You are also permitted to retain the
allowance you receive from the court for such service. If you are not a full-time
regular employee, you are given time off without pay while serving jury duty.B. All employees are allowed unpaid time off if summoned to appear in court
as a witness.C. To qualify for jury or witness duty leave, you must submit to your supervisor
a copy of the summons to serve as soon as it is received. In addition, proof of
service must be submitted to your supervisor when your period of jury or witness
duty is completed.D. _____________________________________________ (Name of
Company) will make no attempt to have your service on a jury postponed except
when business actions necessitate such action.XX. VACATIONSBecause we recognize the importance of vacation time in providing the
opportunity for rest, recreation, and personal activities,
______________________________________ _____________ (Name of Company)
grants annual, paid vacations to its full-time regular and part-time regular employees.
The amount of vacation to which you are entitled depends on your status as an exempt
or nonexempt employee (as defined earlier in this handbook) and on your length of
service as of your anniversary date, as follows:A. Full-Time Regular Nonexempt Employees Years of Service as Annual Vacation Allowance Monthly Accrual
Scheduleof Anniversary Date
181 through 4 10 days 5/6 day5 through 9 15 days 1 1/4 days10 or more 20 days 1 2/3 daysB. Full-Time Regular Exempt EmployeesYears of Service as Annual Vacation Allowance Monthly Accrual
Scheduleof Anniversary Date 1 through 4 15 days 1 1/4 days5 or more 20 days 1 2/3 daysC.Part-time regular employees accrue vacation on schedules proportionate to
these but are paid only for the number of hours they would normally be scheduled
to work during the vacation period. For example, after completing three years of
service, a nonexempt part-time regular employee who is regularly scheduled to
work twenty hours per week is entitled to ten days or two weeks of vacation time,
and based on the employee's regular schedule of twenty hours per week is paid
for twenty hours for each week of vacation.D. Newly hired full-time regular and part-time regular employees may take one
half of their first year's vacation entitlement after completing six months of
employment. E.VACATION CARRYOVER Vacation may be taken as time accrues at any point during the year.
However, you may not carry over any vacation time beyond your next anniversary
date. For example, if you are eligible for ten days of vacation on your first
anniversary date of service with
_________________________________________ _______________ (Name of
Company), you must use this vacation time before your second anniversary
dated, and so on.F. PAY IN LIEU OF VACATIONEmployees are required to take their earned vacation. No payments will be
made in lieu of taking vacation, except for accrued unused vacation at the time of
termination.G. HOLIDAY WITHIN VACATION PERIODIn the event that a holiday observed by
______________________________ ____________________ (Name of
19Company) falls within a scheduled vacation period, you will be granted an
alternate day of vacation at a later date.H. VACATION SCHEDULINGVacations may be taken as weekly period or as individual days as long as
the periods chosen meet departmental approval. You should submit a vacation
request form to your supervisor at least two weeks before the date you wish your
vacation to begin.I. VACATION PAY ADVANCESIf you wish to receive vacation pay before a scheduled vacation, you must
indicate this in the appropriate section of the vacation request form when you
submit this form to your supervisor at least two weeks before the start of your
scheduled vacation.J. VACATION FOR TERMINATING EMPLOYEESEmployees terminating employment for any reason are entitled to payment
for all accrued unused vacation time, calculated on a pro rata basis.XXI. HOLIDAYSA.______________________________________________ (Name of
Company) usually provides paid time off to all full-time regular and part-time
regular employees on the following holidays:New Year's Day Labor Day Martin Luther King's Birthday Veterans Day Presidents DayThanksgiving DayMemorial Day Day after Thanksgiving DayIndependence Day Christmas DayB.Holidays falling on a Saturday are normally observed on the preceding
Friday. Holidays falling on a Sunday are normally observed on the following
Monday. You are notified prior to the beginning of each calendar year of the
actual dates on which each of these holidays is observed.C. In order to be eligible to receive holiday pay, you are required to work your
regularly scheduled hours the workday preceding and workday following the
holiday. In accordance with
______________________________________________ (Name of Company)
policy, an approved vacation day or any other excused and pay day off is
considered a day worked for purposes of holiday pay eligibility.XXII.PERSONAL DAYS
20A.In addition to providing paid time off for company-designated holidays,
________________________________________________ (Name of
Company) permits full-time regular employees to take up to three paid personal
days annually for personal business that cannot be taken care of outside regular
business hours and for religious observances, ethnic holidays, and other events of
personal significance. Personal days may also be used by employees with
disabilities for the purpose of securing necessary treatment. Note that personal
days may not be used to extend scheduled vacations. At the discretion of their
supervisor, part-time regular and temporary employees may also be granted time
off for personal reasons without pay.B.Full-time regular employees accrue one personal day for every four months
actually worked during the calendar year. Newly hired full-time regular employees
are eligible for personal days during the calendar year in which they were hired in
accordance with the following schedule: Date Employed Personal Day EntitlementJanuary 1 -- March 31 3 daysApril 1 -- June 30 2 daysJuly 1 -- September 30 1 dayC.You must give your immediate supervisor written notice of intent to use a
personal day at least one week before taking that day off except in emergency
situations. Your supervisor considers workload priorities in determining whether
to approve such requests; however, full consideration is given to requests for
holidays of religious significance where reasonable accommodation is possible.D. Personal days may be taken only after they have been accrued, and they
must be used during the calendar year. There shall be no carryover of personal
days from year to year, and there shall be no payment for unused personal days
at the end of any calendar year or in the event of termination.XXIII. SICK DAYSA. ________________________________________________ (Name of
Company) recognizes that inability to work because of illness or injury may cause
economic hardship.
_________________________________________________ (Name of
Company) also recognizes that employees may require time off to secure
necessary treatment for disabilities. For these reasons,
______________________ ______________________ (Name of Company)
provides paid sick days to full-time regular employees.B.Eligible employees accrue sick days at the rate of one-half day per month
to a maximum of six days per calendar year.
21C.Sick days may not be carried over from one calendar year to the next, and
no payments are made for accrued unused sick days at the end of any calendar
year or in the event of termination.D. The procedure to follow when you are absent and other important
guidelines are set forth in the discussion of absenteeism and tardiness earlier in
this handbook. Please familiarize yourself with these guidelines.E. In certain states, employees may also be eligible for short-term disability
benefits if they are ill or injured and unable to work. In such states,
______________ __________________________________ (Name of
Company) maintains short-term disability plans in accordance with applicable
state law. Please check with our human resources department to ascertain
whether you are eligible for short-term disability benefits.F.Long-term illnesses are covered under
_____________________________ _____________________'s (Name of
Company) salary continuation and long-term disability plans. Please consult the
appropriate sections of this handbook for further details regarding these plans.XXIV.SALARY CONTINUATION PLANA. __________________________________________ (Name of Company)
has established a salary continuation plan to supplement the company's paid sick
day policy, short-term disability insurance program (where applicable), and
workers' compensation program. Under this plan, full-time regular employees
who have completed at least six months of continuous service may be eligible for
salary continuation benefits for the period of an absence resulting from illness or
injury that extends beyond five consecutive workdays.B. Accrual of benefits is based on the following schedule:Length of Employment Weeks of Full Pay in any12-Month PeriodLess than 6 months 06 months to 1 year 21 but less than 2 years 42 but less than 3 years 83 but less than 4 years 124 but less than 5 years 18Over 5 years 26C.Any payments you may be entitled to receive under this program are offset
by any amounts received from our short-term disability or workers' compensation
insurance programs.D.To qualify for benefits, you must apply for and be granted a formal medical
22eave of absence (see ______________________________________________'s
(Name of Company) family and medical leave of absence policy for details) and
provide your supervisor with a statement from your physician verifying the
disability and your expected date of return. In addition,
______________________________ ____________________ (Name of
Company) reserves the right to require that you be examined by a company-
designated physician at any time at its discretion. To be eligible for continued
benefits under this policy, you must provide additional physician's statements
once every thirty days, or more frequently if requested, attesting to your continued
disability and inability to work.E. No benefits are payable under this program if your illness or injury is
connected to work you do for another employer.F. The receipt of benefits under this program is not to be construed as a
guarantee of employment for any specific duration.G.The cost to provide salary continuation benefits is currently paid completely
by ______________________________________________ (Name of
Company).XXV.EMPLOYEE BENEFITS PROGRAMA.________________________________________________ (Name of
Company) has established a variety of employee benefits programs designed to
assist you and your eligible dependents in meeting the financial burdens that can
result from illness, disability, and death, and to help you plan for retirement, deal
with job-related or personal problems, and enhance your job-related skills.B.This following sections of the handbook highlights some features of our
benefits program. Our group health and life insurance and retirement-related
programs are described more fully in summary plan description booklets, with
which you are provided once you are eligible to participate in these programs.
Complete descriptions of our group health insurance programs are also in
___________________________________________'s (Name of Company)
master insurance contracts with insurance carriers, which are maintained in the
employee benefits section of the human resources department; complete
descriptions of our retirement-related programs are in the appropriate master plan
documents, which are likewise maintained in the employee benefits section. If
information in this handbook and our summary plan descriptions contradicts
information in these master contracts or master plan documents, the master
contracts/documents shall govern in all cases.C. _______________________________________________ (Name of
Company) reserves the right to amend or terminate any of these programs or to
require or increase employee premium contributions toward any benefits with or
23without advance notice at its discretion. This reserved right may be exercised in
the absence of financial necessity. Whenever an amendment is made to any of
___________________________________________'s (Name of Company)
benefits programs, the respective plan administrator will draft and submit the
amendment to _______________________________________________'s
(Name of Company) policy committee for review and approval. The respective
plan administrator will notify plan participants of all approved amendments or plan
terminations.D. For more complete information regarding any of our benefits programs,
please contact our human resources department.XXVI. BASIC SURGICAL AND MAJOR MEDICAL INSURANCEA.All full-time and part-time regular employees and their eligible dependents
are eligible to participate in
_____________________________________________'s (Name of Company)
group basic surgical and major medical insurance program. Coverage for eligible
employees is effective on the first day of employment.B. After a deductible of (e.g., $100) _________ per individual (e.g., $300)
__________ per family per calendar year is satisfied, our plan pays (e.g., 80)
_____ percent of reasonable and customary charges for the first (e.g., $2,000)
__________ of covered expenses incurred for medical care and treatment,
including surgery and prescriptions, and (e.g., 100) _________ percent of
reasonable and customary charges for the balance of covered expenses incurred
in that calendar year. Expenses incurred in a calendar year for, or in connection
with, mental illness on an outpatient basis (e.g., visits to a psychiatrist) are
reimbursed at the rate of (e.g., 50) ______ percent of actual expenses incurred to
a maximum of (e.g., $40) _______ per visit.C. The annual benefit maximum payable under our major medical plan for
outpatient mental illness coverage is (e.g., $1,000) _________________ per
person. The lifetime benefits maximum payable under our major medical plan for
all covered services - with the exception of outpatient mental illness benefits - is
unlimited.D. The cost to provide basic surgical and major medical benefits for you and
your eligible dependents is currently shared by you and
__________________________ ________________ (Name of Company).E. Benefits under this plan terminate on the date your employment with
______________________________________________ (Name of Company)
terminates. (Please review _________________________________________'s
(Name of Company) policy, set forth in this handbook, regarding continuing
group health insurance benefits after termination of employment.)
24F.For further details regarding basic surgical and major medical benefits
coverage, consult the summary plan description booklet titled "You Basic Surgical
and Major Medical Benefits" or contact the human resources department.XVII.DENTAL INSURANCEA.All full-time regular and part-time regular employees and their eligible
dependents are eligible to participate in _________________________________
_____________'s (Name of Company) group dental insurance program.
Coverage for eligible employees is effective on the first day of employment.B. After a deductible of (e.g., $100) ___________ per individual (i.e., $300)
_________ per family per calendar year is satisfied, our plan pays (e.g., 80)
______ percent of reasonable and customary charges for covered diagnostic and
preventive services, including oral examinations, X rays, and cleaning and scaling
of teeth and fillings, and (e.g., 50) ________ percent of reasonable and
customary charges for covered major dental services, such as root canal therapy,
crowns, bridges, and orthodontics.C. The annual benefit maximum payable under our dental plan is (e.g.,
$1,000) ___________ per person.D. The cost to provide dental benefits for you and your eligible dependents is
currently shared by you and
____________________________________________ (Name of Company).E. Benefits under this plan terminate on the date your employment with
______________________________________________ (Name of Company)
terminates. (Please review
____________________________________________'s (Name of Company)
policy, set forth in this handbook, regarding continuing group health insurance
benefits after termination of employment.)For further details regarding dental coverage, consult the summary plan
description booklet titled "Your Dental Insurance Benefits" or contact the human
resources department.XXVIII. LIFE INSURANCEA. All full-time regular employees are eligible to participate in ____________
_____________________________'s (Name of Company) life insurance
program. Coverage under this program is available for employees only;
dependent coverage is not available. Coverage for eligible employees is effective
on the first day of employment.B. Under this program, you are covered by a life insurance benefit of twice
25your annual base salary. Additional coverage for the same amount is provided in
the event of accidental death or dismemberment.C. The cost to provide this benefit is currently paid completely by
_________________________________________________ (Name of
Company).D.Life insurance benefits terminate on the date your employment with
______________________________________________ (Name of Company)
terminates.E.For further details regarding life insurance benefits, consult the summary
plan description booklet titled "Your Life Insurance Benefits" or contact the human
resources department.XXIX.LONG-TERM DISABILITY INSURANCEA. __________________________________________ (Name of Company)
provides all full-time regular employees with long-term disability insurance
benefits. Coverage for eligible employees is effective in the first day of
employment.B. Under this program, employees who are disabled for more than 180 days
because of injury or sickness (in accordance with the definition of "disability"
specified in our summary plan description booklet on long-term disability benefits
and in our master insurance contract) are eligible to receive a benefit equivalent to
60 percent of their basic monthly earnings to a maximum benefit of (e.g., $5,000)
_______________ per month (less other income benefits). Benefits continue for
as long as your qualifying disability continues in accordance with the maximum
benefits periods specified in our summary plan description booklet and in our
master insurance contract.C.The cost to provide long-term disability benefits is currently paid completely
by _____________________________________________ (Name of Company).D. Cov
