Academy Solutions Group, LLC Employee Handbook
Employee Handbook
April 2010
Table Of Contents
SECTION 1: INTRODUCTION 3
1.1 WELCOME 3
1.2 CHANGES IN POLICY 3
1.3 POLICY COMPLIANCE 3
1.4 EMPLOYMENT RELATIONSHIP 4
SECTION 2: WORKPLACE POLICIES 5
2.1 EQUAL EMPLOYMENT OPPORTUNITY POLICY 5
2.2 AMERICANS WITH DISABILITIES ACT (ADA) 5
2.3 EMPLOYMENT CATEGORIES 5
2.3a Classifications of Employment 5
2.3b Fair Labor Standards Act 6
2.3c Non-Employees 6
2.4 PERSONNEL AND SECURITY FILES 6
2.5 PERSONNEL DATA CHANGES 6
2.6 EMPLOYMENT REFERENCES 7
2.7 EMPLOYMENT OF RELATIVES 7
2.8 OUTSIDE EMPLOYMENT 8
2.9 CONFLICTS OF INTEREST 8
2.10 NON-COMPETE PROVISION 8
2.11 CONFIDENTIALITY OF INFORMATION 9
2.12 SECURITY CLEARANCES 9
2.13 BUSINESS ETHICS 9
2.14 SMOKING IN THE WORKPLACE 10
2.15 SAFETY AND WORKPLACE ACCIDENTS 10
2.16 DRUG FREE WORKPLACE POLICY 10
SECTION 3: HOURS AND COMPENSATION POLICIES 11
3.1 ABSENTEEISM AND TARDINESS 11
3.2 EMERGENCY OFFICE CLOSING 11
3.3 TIMEKEEPING 12
3.3a General Policy 12
3.3b Time Record Preparation 12
3.3c Time Record Corrections 13
3.4 EXPENSE REIMBURSEMENT 13
3.5 PAY METHOD 13
3.6 PROCEDURE FOR ADDRESSING PAYROLL CONCERNS 13
3.7 OVERTIME FOR NON-EXEMPT EMPLOYEES 14
3.8 CREDIT HOURS 14
3.9 JOB PERFORMANCE EVALUATIONS 14
3.10 ADVANCEMENT AND PROMOTION 14
3.11 EMPLOYEE REFERRAL BONUS 15
SECTION 4: EMPLOYEE BENEFITS AND SERVICES 16
4.1 PERSONAL TIME OFF (PTO) 16
4.1a PTO Accrual Rates 16
4.1b PTO Usage 16
4.1c PTO Carry Over 16
4.1d PTO Borrowing 16
4.2 LEAVES OF ABSENCE AND LEAVE WITHOUT PAY 16
4.3 HOLIDAYS AND FLOATING HOLIDAYS 17
4.4 BEREAVEMENT LEAVE 18
4.5 JURY DUTY AND WITNESS LEAVE 19
4.6 MILITARY LEAVE 19
4.7 FAMILY AND MEDICAL LEAVE ACT LEAVE 19
4.8 EDUCATIONAL ASSISTANCE 20
4.9 GROUP INSURANCE 21
4.9a Eligibility and Enrollment 21
4.9b Worker’s Compensation Insurance 21
4.9c Medical/Dental/Vision Insurance 22
4.9d Long and Short Term Disability Insurance 22
4.9e 401(k) Plan 22
4.9f Profit Sharing 22
SECTION 5: SEPARATION FROM EMPLOYMENT 23
5.1 SEPARATION CIRCUMSTANCES 23
5.2 NOTICE OF TERMINATION 23
5.3 COMPANY PROPERTY AND FINANCIAL OBLIGATIONS 23
5.4 BENEFITS AT TERMINATION 24
5.5 EXIT INTERVIEWS 24
5.6 RE-HIRES 24
Employee Handbook Acknowledgment Form 25
SECTION 1: INTRODUCTION
1.1 WELCOME
An interesting and challenging experience awaits you as an employee of Academy Solutions Group, LLC (ASG). This Handbook is designed to acquaint you with ASG and provide you with information about working conditions, benefits, and policies affecting your employment.
The information contained in this Handbook applies to all employees of ASG. Following the policies described in this Manual is considered a condition of continued employment. However, nothing in this Handbook alters an employee’s status. The contents of this Handbook shall not constitute nor be construed as a promise of employment or as a contract between the Company and any of its employees. The Handbook is a summary of our policies, which are presented here only as a matter of information.
You are responsible for reading, understanding, and complying with the provisions of this Handbook. Our objective is to provide you with a work environment that is conducive to both personal and professional growth.
1.2 CHANGES IN POLICY
This Handbook supersedes all previous employee handbooks and memos that may have been issued from time to time on subjects covered in this Handbook.
However, since our business and our organization are subject to change, we reserve the right to interpret, change, suspend, cancel, or dispute with or without notice all or any part of our policies, procedures, and benefits at any time. We will notify all employees of these changes. Changes will be effective on the dates determined by the Company, and after those dates all superseded policies will be null.
No individual supervisor or manager has the authority to change policies at any time. If you are uncertain about any policy or procedure, speak with your direct supervisor or the business office.
1.3 POLICY COMPLIANCE
Our employment policies should act as a general guide to help you understand how to handle most situations. If you are unsure how a policy applies to your particular situation, please contact the Business Office for further guidance. Employees are expected to understand and abide by the policies outlined. Employees who violate ASG policies will be subject to disciplinary action up to and including termination of employment.
1.4 EMPLOYMENT RELATIONSHIP
We hope to have a long term relationship with you; however we recognize that you have choices when it comes to employment. You enter into employment voluntarily, and you are free to resign at any time for any reason or no reason. Similarly, ASG is free to conclude its relationship with any employee at any time for any reason or no reason. Employees who choose to depart are required to follow our Separation from Employment policy appearing in a later section in this Handbook.
SECTION 2: WORKPLACE POLICIES
2.1 EQUAL EMPLOYMENT OPPORTUNITY POLICY
ASG supports the policy and principles of Equal Employment Opportunity and we value the diversity of our workforce. Our employment decisions and practices, including recruitment, selection, job assignment, transfer, promotion/demotion, discipline (including termination), training, education, tuition, social/recreational programs, compensation and benefits will be made on the basis of merit, competence and qualifications, without regard to race, color, religion, national origin, citizenship, marital status, sex, age, sexual orientation, disability, and/or U.S. veteran status, or any other characteristic protected by law.
2.2 AMERICANS WITH DISABILITIES ACT (ADA)
We fully comply with the Americans with Disabilities Act (ADA), and provide reasonable accommodation to qualified persons with disabilities except in cases where it would cause undue hardship. Any employee who would like to request an accommodation should contact their supervisor. We will respond promptly and to the best of our ability to accommodate the needs of all qualified persons with disabilities.
2.3 EMPLOYMENT CATEGORIES
An “employee” of ASG is a person who regularly works for ASG on a wage or salary basis. “Employees” may include exempt, non-exempt, regular full-time, regular part-time, and temporary persons, and others employed with the Company who are subject to the control and direction of ASG in the performance of their duties.
2.3a Classifications of Employment
For purposes of salary administration and eligibility for overtime payments and employment benefits, ASG classifies its employees as follows:
· Full-Time Regular Employees: Employees who are regularly scheduled to work thirty two (32) or more hours per week. Generally they are eligible for ASG’s benefits package, subject to the terms, conditions, and limitations of each benefit program. Such employees may be "exempt" or "non-exempt" as defined below.
· Part-Time Regular Employees: Employees who are regularly scheduled to work less than thirty two (32) hours per week. Regular part-time employees are eligible for some benefits sponsored by ASG, subject to the terms, conditions, and limitations of each program. Such employees may be "exempt" or "non-exempt" as defined below.
· Temporary Employees (Full-Time or Part-Time): Employees who are engaged to work full time or part time on ASG's payroll on an interim basis to assist in completion of a specific assignment or for a specific duration of time (i.e. seasonal). Interns and co-op students are considered temporary employees. Temporary employees retain that status until they are notified of a change. (Note that a temporary employee may be offered, and may accept, a new temporary assignment with ASG.) Temporary employees are not eligible for any of ASG’s benefit programs. Such employees may be “exempt” or “non-exempt” as defined below.
2.3b Fair Labor Standards Act
In compliance with the Fair Labor Standards Act (FLSA), jobs are classified as “exempt” or “non-exempt” based on applicable laws and other applicable state and local statutes and/or ordinances.
· Non-Exempt Employees: Employees who are required to be paid minimum wage and overtime at the federal or state prescribed wage rate, whichever is higher.
· Exempt Employees: Employees who are not required to be paid minimum wage and 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, certain computer programmers and employees in some administrative positions are typically exempt.
2.3c Non-Employees
Some individuals may work for ASG via a temporary employment agency or as an independent consultant or contractor. These individuals are typically hired on an hourly or fee for service basis for their particular expertise. They are not considered employees of the Company and are not eligible to participate in any of ASG’s benefit programs.
2.4 PERSONNEL AND SECURITY FILES
ASG maintains two separate files on each employee. The Business Office maintains a personnel file that contains documents related to your professional life, such as your résumé, education and training activities, awards, and professional certifications and memberships. The Contractor Special Security Officer (CSSO) maintains a second file, if applicable, that contains documents related to your clearance. It may include copies of security forms that you have executed and any other pertinent security records.
Employee files are the property of ASG and access to the information is restricted. Management personnel of ASG who have a legitimate reason to review the file are allowed to do so.
Employees who wish to review their own file should contact their supervisor, the Business Office, or the CSSO respectively. With reasonable advance notice, the employee may review his/her file in Company’s office and in the presence of an authorized ASG representative
2.5 PERSONNEL DATA CHANGES
It is your responsibility to ensure that your personnel and security files are up-to-date at all times. Notify your supervisor or the business office of any changes in your name, telephone number, home address, marital status, number of dependents, beneficiary designations, scholastic achievements, emergency contacts, and so forth.
2.6 EMPLOYMENT REFERENCES
ASG will respond to reference check inquiries from other employers. Responses to such inquiries will confirm only dates of employment and positions(s) held.
Requests for employment verification for credit or mortgage purposes should be referred to the business office. Certain information will be provided only if the employee has executed a release.
2.7 EMPLOYMENT OF RELATIVES
This policy applies to all categories of employment at ASG including regular, temporary, and part-time classifications. ASG permits the employment of qualified relatives of employees so long as such employment does not, in the opinion of ASG, create actual or perceived conflicts of interest. Applications for employment from family relatives will be considered with other qualified applications when personnel vacancies occur. Some restrictions may apply in job placement in order to prevent conflicts of interest, favoritism, supervision problems and similar issues.
For purposes of this policy, "relative" is defined as a spouse, child, parent, sibling, grandparent, grandchild, aunt, uncle, first cousin, or corresponding in-law or "step" relation. ASG will exercise sound business judgment in the placement of related employees in accordance with the following guidelines:
· Individuals who are related by blood or marriage are permitted to work in the same ASG 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 the work responsibilities, salary, or career progress of either of the related employees could be influenced by the actions of the other.
· No relatives are permitted to work in any positions in which ASG believes an inherent conflict of interest may exist.
· If employees become related after employment, it is the responsibility of the employees involved to disclose such relationship to their supervisor, their manager, and to Human Resources. If it is determined, at the sole discretion of the Company, that there is a resulting conflict of interest or management problem of supervision, safety, security or morale; or, if reorganization creates such a conflict, reasonable time may be provided to resolve the matter. If resolution is not possible, the Company may require one or both of those employees to transfer to another department or resign from the Company.
2.8 OUTSIDE EMPLOYMENT
An employee may hold an outside job so long as: (1) he can satisfactorily perform his ASG responsibilities; (2) the outside activities do not place the individual in competition with ASG for customers or contracts; and (3) issues of conflict of interest or confidentiality do not arise. ASG’s office space, equipment, and materials may not be used for outside employment. All employees will be judged by the same performance standards and will be subject to scheduling demands, regardless of any existing outside work requirements.
If it is determined that an employee’s outside work conflicts or interferes with performance, safety or the ability to meet the requirements of ASG as they are modified from time to time, the employee may be asked to terminate the outside employment if he desires to remain with ASG.
Employees should notify the Business Office in writing when considering outside employment so that these matters may be fully discussed.
2.9 CONFLICTS OF INTEREST
Employees are obligated to conduct business within the parameters that prohibit actual or potential conflicts of interest and prevent the perception of conflict of interest. An actual or potential conflict of interest occurs when an employee is in a position to influence a decision that may result in a personal gain for that employee or for a relative as a result of ASG business dealings. For the purpose of this policy, a relative is any person who is related by blood or marriage, or whose relationship with the employee is similar to that of persons who are related by blood or marriage. Personal gain may result not only where an employee or relative has a significant ownership in a firm that has a business relationship with ASG, but also when an employee or relative receives any kickback, bribe, substantial gift, or special consideration as a result of any transaction or business dealings involving ASG.
Employees can accept occasional unsolicited courtesy gifts or favors (such as business lunches, tickets to sporting events or cultural events, holiday baskets, flowers, etc.) so long as the gifts or favors have a market value under $25, are customary in the industry, and do not influence or appear to influence the judgment or conduct of the employee. Please discuss any exceptions to this amount with your supervisor.