ACKNOWLEDGMENT OF RECEIPT [1]

AND UNDERSTANDING OF EMPLOYEE GUIDE

I hereby acknowledge that I have received a copy of (company name's) Employee Guide.  I understand that I am responsible for reading the Employee Guide.  I also understand that statements contained in the Employee Guide do not constitute a contract[2] and that my employment is not for a fixed term with (company name) and can be terminated at any time by either (company name) or me, for any reason[3]. 

I also understand that the Employee Guide may be changed by (company name) at any time, and that this Employee Guide supersedes any and all prior Employee Guides issued by (company name).

Employee Name (print):

Employee Signature:

Date:

 1.       General 

We want to welcome you to (company name), hereinafter referred to as “(Company name)”.  This guide is intended to be used as a handbook and to advise you of policies, working rules and general employment information. 

The information contained herein is intended to be a guide.  These policies are applicable in most situations, but the (“Company name”) reserves the right to evaluate and make decisions as it sees fit.  This guide is therefore not intended to be (nor should it be considered by you to be) a contract of employment.[4] 

At times it may be necessary to add, modify or delete a policy.  We will try to give you advance notice of any such change. 

If you have any questions about the application of (company name) policies or anything involved in your employment, you are encouraged to contact your supervisor. 

2.        (Company name) Vision/Mission/Values/Guiding Principles  

VISION:             (Company name) is the voice and choice of the construction industry. 

MISSION:          To use our collective strength to provide our members competitive business advantages and opportunities to better serve the community. 

VALUES:            Skill, Integrity, and Responsibility, with a commitment to continuous improvement. 

GUIDING PRINCIPLES: 

•  Wisdom:     The knowledge and experience of our members and staff, about the Industry and the environment in
                which we operate.

• Strength:     The financial resources, size of membership and connections of the (company name).
  
  

• Opportunity:  Create exposure, publicity and connections for member firms.
  
  

• Advantage:    Provide members competitive advantages that improve their businesses.

3.       (Company name) Philosophy

The (company name) has the first and foremost interest in quality.  That’s why you have been hired.  We feel you will make an impact on (company name) that will be positive, and we are looking forward to having you on the team. 

You have been hired for the skills you possess and your interest in improving your skills.  (Company name) is interested in providing its members with quality, service and diversity.  To do this, all members of the (company name) team, work together to enable the (company name) to operate safely, effectively and efficiently. 

1.       Policy Statement[5] 

It is the policy of (company name) to afford equal employment opportunity to all qualified individuals without regard to race, color, religion, national origin, citizenship, age, sex, sexual orientation, veteran status, physical or mental disability/handicap, or any other basis prohibited by local, state or federal law.  

Our commitment to equal employment opportunity applies to every aspect of the employment relationship, including recruitment; selection, placement, transfer, promotion or demotion, compensation, training, layoff, termination or (company name) provided benefits. 

Any employee or applicant who feels they have been discriminated against should report this fact promptly to (company name)'s Equal Employment Opportunity Officer  (Human Resources Manager) 

A team effort is required to ensure success in this important endeavor.  All employees at (company name) are responsible for ensuring compliance with our policy and commitment regarding an equal opportunity environment. 

2.       Affirmative Action Program[6]  

To ensure the success of our commitment, we have implemented an Affirmative Action Program that is a positive, continuing program of specific practices designed to ensure full realization of equal employment opportunity for all qualified individuals. 

Our program requires the following: 

• All tests and/or standards for employment or promotion shall be strictly job-related and applied uniformly. 

• All employee benefits shall be applied uniformly and without bias against women and minorities. 

• All facilities shall be non-segregated, except that separate rest rooms may be provided for each sex. 

• All advertisements for employment and recruitment letters shall state that the (company name) is an Equal Employment Opportunity employer. 

• All advertisements for employment shall be placed in a variety of media to encourage applications by women and minorities. 

3.  Annual Review of Program  

Management shall review the Affirmative Action Program at least annually to assure that it is being fully implemented. 

 1.       New Employees [7]  

During the first 180 days, new employees will receive their performance expectations during orientation, a 90-day review and a 180-day review.  

2.       Employee Classifications 

All employees at (company name) are classified by category. 

a)      New Employee: An employee who has worked less than 180 days. 

b)      Full Time Regular Employee: An employee who is employed to work at least 32 hours per week on a regular and customary basis and has been employed more than 180 days. 

c)      Part Time Regular Employee: An employee who is employed to work 20 to 32 hours per week on a regular and customary basis and has been employed more than 180 days. 

d)      Temporary Employee: An employee who is employed for a limited period of time, usually not exceeding six months, or who works less than 20 hour per week. 

3.       Overtime Classifications 

In addition to the previous employee classifications, employees are also classified in accordance with the Fair Labor Standards Act as either exempt or non-exempt employees. 

a)      Non-Exempt Employee: An employee who performs work that is not of a managerial, supervisory or executive nature.  Non-exempt employees receive overtime for hours worked over forty hours in any workweek.[8] 

b)      Exempt Employee: An employee who performs work of a managerial, supervisory or executive nature.  Exempt employees are always salaried and exempt from overtime requirements.[9] 

4.       Work Hours  

It is the policy of (company name) to establish working hours as required by workload, customer service needs and the efficient management of personnel resources. 

Our office is regularly open from 8:00am until 5:00pm, Monday through Friday.   Most employees will be expected to have regular core office hours between 9am and 4pm at least 4 days a week.  Flexible schedules which maintain these core hours, and a full time work schedule, and continue to meet member needs can be worked out with an employee’s supervisor. 

Non-exempt employees are expected to generally work no more than 8 hours a day, excluding their lunch time which is unpaid, and no more than 40 hours a week, without the express consent of their supervisor. 

5.       Breaks and Meal Times[10]  

It is important to take time out during your work to rest, relax and refresh.  You are entitled to a 15-minute break for every four hours worked.  You should attempt to schedule your break as close to the middle of the morning and afternoon as possible.   Rest breaks are paid time. 

You are also entitled to a one (1) hour meal break to be taken as close as possible to the middle of the day.  Meal breaks are unpaid time.   A one-half hour lunch break may be established with mutual agreement between the employee and their supervisor. 

6.       Attendance  

Regular attendance is expected and required at (company name).  Punctuality and regular attendance are an essential part of your total job performance and have a direct influence on salary increases, promotions, demotions, and continued employment. 

If you are unable to report to work, you must call your supervisor as far in advance as possible. You are responsible for keeping your supervisor aware of your status on a daily basis.  Failure to do so may result in disciplinary action up to and including termination of employment. 

Unexcused absences, late arrivals or early departures from work shall result in disciplinary action up to and including termination of employment. 

Children should only be brought to work during regular business hours very briefly.  If you need to be absent due to a child’s illness or injury contact your supervisor as soon as possible as with any other leave request.  Federal and state childcare provisions are referenced in IV Benefits.

7.       Inclement Weather policy

The Executive Director may determine that the weather conditions dictate that the office will open late, or be closed for the entire day.  The Executive Director and the Human Resources Manager will notify employees when the office will open late, close early, or be closed for the entire day.  In the alternative, employees may call the main office number when they are uncertain and hear whether the office will be closed or not.  All employees at work will be paid their regular work hours when (company name) opens or closes early.  All employees scheduled to work will be paid when the office is close for the entire day. 

All employees will be given some flexibility in reporting times when weather makes commuting difficult.  All non-exempt employees will be given up to an hour of paid time to be late to work due to weather delays.  All exempt employees will be paid their regular salary for any day they arrive at work. 

8.       Training and Development  

a.         Policy Statement 

(Company name) emphasizes the importance of individual development and growth through formal and informal job training programs.  Your training and continuing development begin as soon as you start working for (company name).  You should make your supervisor aware of your interest in training or educational programs.

Your attitude toward learning, development and growth will be a factor in performance appraisals. 

b.         In-house Training 

Much in-house training will be through hands-on experience with supervisory or peer guidance, rather than formal instruction.  The success of such a program depends largely upon your initiative and attitude toward the desirability of learning and growth. In addition, mandatory formal in-house training will be scheduled from time to time. 

c.         External Training - Mandated 

Occasionally your supervisor may mandate that you attend a seminar, class or other outside training course. This may be held during or outside working hours, locally or at some remote location. Such training will be selected because of its value to you and (company name); consequently, attendance will be mandatory. 

Tuition, regular work hours, and related expenses (such as travel and lodging) for mandatory training will be paid by (company name). 

d.         External Training - Voluntary 

If you want to attend a seminar, class or other outside training course that you believe will enhance your job performance, a request for reimbursement of the associated costs from (company name) may be made.  Such request should be written and presented to (company name) through your supervisor for approval and should include: 

• A description of the course

• An analysis of how it will improve job performance, and

• A summary of costs and expenses.

Payment of regular work hours for time in the training and approval of expenses are purely discretionary, and expense reimbursement may be made contingent upon your receiving a passing grade. 

9.       Medical Examinations  

To help ensure that you are able to perform your duties safely, for certain positions or under certain circumstances and after an offer of employment, a pre-employment medical examination may be required.  When a medical examination is requested, the medical examination will be conducted by an (company name) appointed physician at (company name) expense.  

Employment and assignment will be conditional pending the receipt of a satisfactory physician’s report. 

Current employees may also be required to undergo medical examinations.  When necessary, these exams will evaluate your ability to perform the essential functions of your position or need for possible accommodation.  A physician chosen by (company name) at (company name) expense will conduct the exams. 

10.     Expense Reimbursement  

All requests for expense reimbursement should be submitted to your supervisor for approval on the forms provided by and according to the schedules determined by the accounting department at the start of each calendar year. 

11.     Travel  

Your position may require travel and you may be required to undertake all or part of the travel time outside regular office hours.  All travel arrangements should secure the lowest possible cost, consistent with convenience and productivity.  You will be reimbursed for business related use of your automobile according to the current IRS allowable rate of reimbursement. 

All requests for travel expense reimbursement should be submitted according to the expense reimbursement policy.

12.     (Company name) Credit  & Phone Cards

Managers who report directly to the Executive Director are eligible for an company credit card and phone card for company related expenses.   Credit cards and phone cards may also be issued to other company employees based on the request of their manager. 

 1.       Insurance  

(Company name) maintains employee benefit plans that provide:

• Full-Time employees: medical, dental and vision coverage for employee and dependents

• Part-Time employees: medical, dental and vision coverage for employee only

• Life insurance, ($10,000 through the medical plan, and one times annual salary up to $40,000 separately)

• Long-term disability insurance, and

• Short-term disability.

You are eligible to participate in our insurance programs on the first day of the month following employment.  Participation in the insurance program cease the first day of the month after employment terminates. 

Booklets describing the plans are issued to all employees who are eligible to receive the benefits. 

2.       Retirement Benefit    

(Insert Company’s Plan) 

3.       Worker’s Compensation 

(Company name) maintains workers’ compensation coverage for all employees.  The coverage provides medical benefits and disability income payments for employees who suffer from work-related injuries or illnesses. 

4.       Holidays  

(Company Name) observes the following days as holidays:

New Year's Day (January 1)

Memorial Day (Last Monday in May)

Independence Day (July 4)

Labor Day (First Monday in September)

Thanksgiving Day & Day after Thanksgiving Day (Fourth Thursday & Friday in November)

Christmas Day (December 25) 

You will be paid for these holidays based upon your employment status. If a holiday falls on a Saturday, the proceeding Friday will be the observed holiday.  If a holiday falls on a Sunday, the following Monday will be the observed holiday.  A holiday, which falls during a vacation, will not be counted as a vacation day.

5.       Consolidated Annual Leave [11] 

In the interest of health, morale and efficiency, (company Name)  wants you to take full advantage of your paid time off.  You are allowed to manage your paid time off to best accommodate your personal needs. * 

Paid time off is accrued and deposited to your Paid Time Off (PTO) based on your length of service:

 *  Paid Time Off is not available for an employee to use during the first 90 days of employment. 

Part-time employee's PTO accrual will be prorated based on the number of hours worked on a regular and customary basis.

You may carry forward up to 200 hours or your annual accrual rate, which ever is greater, of paid time off in your account on the 31^st of December each year. 

You must provide advance notice if the leave is foreseeable by submitting to your supervisor a completed “Absence Report” form.  If the leave was unforeseeable, you must submit the “Absence Report” form immediately upon your return.  For absences in excess of three (3) consecutive working days or more due to illness, a doctor’s release must be provided upon returning to work.

6.       Family Medical Leave[12] 

Note:  Use Oregon Family Leave law if 25 or more employees; use both Oregon and Federal Family Leave laws for 50 or more employees). 

a.         Length of Leave 

In any one-year calculation period, eligible employees are entitled to the following amounts of family medical leave: 

12 weeks of family medical leave for serious health condition of self or family member; 

            12 weeks of  additional leave for an illness, injury or condition related to pregnancy or childbirth that disables the employee (Oregon Family Leave only); 

            12 weeks of leave to care for a sick child, with a non-serious health condition. (Oregon Family Leave only) 

Sometimes more than one type of leave may apply to a situation.  Where allowed by the federal or state law, leaves will run concurrently.  This means that workers' compensation leave, leave for a non-industrial injury or illness, leave as a reasonable accommodation for a qualified individual with a disability, state family medical leave may all run concurrently and be counted against your family medical leave entitlement for a one-year calculation period. 

b.         Medical Verification 

You must provide verification from your health care provider to support a family medical leave.  Where the need for the leave is anticipated, you must provide the verification in advance of the leave, when possible (verification is not required for parental leave although you may be required to provide documents evidencing birth, adoption or foster placement).  

Where the need for leave is not anticipated, you must provide medical verification within 15 days of (company name's request for such verification.  In some cases, (company name) may require a second or third opinion (not for leave to care for a sick child), at (company name's expense. 

If your family medical leave is for your own serious health condition, you will also be required to furnish a "medical release certification"  (fitness-for-duty certification) from your health care provider at least three work days before returning to work. 

If you have used three days of leave within a one-year period to care for a sick child, you may be required to provide medical verification.  In this case, (company name) will pay the cost of obtaining the medical verification if it is not covered by your health insurance plan. 

c.         Benefits Continuation 

While you are on family medical leave required under state or federal law, and if you are otherwise qualified, (company name) will continue your employee benefits, including group medical insurance, for up to 12 weeks.  You will be asked to authorize payroll deductions for any employee contributions for your benefits while you are on leave. 

In certain situations, (company name) reserves the right to recover any premiums paid on your behalf for group medical insurance during your leave.  For example, if after a leave you decide not to return to work for reasons other than a serious medical condition of yourself or a family member or other circumstances beyond your control, (company name) reserves the right to recover those premiums paid on your behalf for medical insurance during your unpaid leave. 

If the law gives you a right to take leave intermittently, i.e., if you qualify for leave for your own or a family member's serious health condition, you may take intermittent leave or work a reduced schedule. 

(Company name) approval is required to take intermittent leave or work a reduced schedule for any other type of leave. 

d.         Leave Request 

To apply for a family leave of absence, notify your supervisor by submitting a completed "Request for Family Medical Leave" form.  You must provide 30 days advance notice if the leave is foreseeable.  If the leave is not foreseeable, you must submit the “Request for Family Medical Leave” form as soon as possible. 

e.         Benefit Status and Accrual 

Generally, family medical leave will be unpaid.  However, you must use accrued paid time-off. Where accrued paid time-off is available, it must be substituted for unpaid family medical leave before unpaid leave is taken. 

You will retain credit for seniority, retirement plan and paid time off earned prior to your leave, except for the amount of paid time off you use during the leave.  You will not accrue paid time off during any part of your leave in which you are absent without pay. 

f.          Reinstatement 

When you return to work, you will be reinstated to your former job.  If your former job has been eliminated, you will be reinstated to an available equivalent job. 

g.         Parental Leave 

You may be eligible for parental leave to care for your child (the birth of a child or for placement of a child less than 18 years of age for adoption or foster care). 

To qualify you must have been employed by (company name) for at least 180 days (under Oregon Law) or have worked 1250 hours in the last 12 months (under Federal Law). 

Leave must be taken within 12 months of the event.  

If both parents work for (company name), they are not entitled to take concurrent leave except in limited situations.  You will only be allowed to take leave in two or more non-consecutive periods with (company name) prior approval. 

Parental leave is unpaid.  However, you will be required to use your accrued paid time off during your parental leave. 

h.         Serious Health Condition Leave 

You may be eligible for the following Serious Health Condition Leaves: 

            Family Member Serious Health Condition Leave - leave to care for a family member with a serious health condition (family member is defined to include spouse, parent, parent-in-law** and/or child). (** parent-in-law is covered under Oregon Leave law only). 

            Serious Health Condition Leave - To recover from or seek treatment for a serious health condition of the employee; and/or 

            Sick Child Leave - To care for a child who suffers from an illness or injury that does not qualify as a serious health condition but that requires home care.  (Allowed under Oregon Law only) 

i.          Pregnancy Leave 

Oregon law provides female employees with an additional 12 weeks of leave for an employee's illness, injury or conditions related to pregnancy or childbirth that disables the eligible employee from performing her job. 

As a pregnant employee you have the right to take a medically necessary leave of absence in addition to any right you may have for your own serious health condition under federal and state law. 

You must provide 30 days advance notice when the leave is foreseeable. 

You must use accrued paid time off before going on unpaid leave during the pregnancy disability leave. 

7.       Other Leaves of Absence  

a.         Funeral Leave 

In the event of a death in your family (a spouse, child, parent, parent-in-law, siblings, immediate household member, grandparent, or grandparent-in-law) paid funeral leave may be granted by your supervisor for up to 3 workdays. 

b.         Jury Duty 

Serving on a jury is a fundamental responsibility of citizenship.   (Company name) will grant jury duty, with pay, unless business necessity prevents it. You must notify your supervisor directly before jury duty leave is approved. 

You must provide a receipt and/or attendance slip from the court and return to work if you are released from jury duty 4 hours or more before the end of your regular work day. 

c.         Expert Testimony or Witness Leave for Legal Proceedings 

You are encouraged to cooperate with requests for providing “expert testimony” at legal proceedings within the limits of the law, (company name) policies and any other controlling contracts, such as reimbursement contracts with insurance carriers. 

If the request to supply testimony comes from a company entity, or their counsel, and the req