Table of Contents

Section 4: On the Job

Attendance and Punctuality..........................................................91
Employee Conduct........................................................................94

Discipline Procedure......................................97
Job Abandonment.........................................................................102
Workweek.....................................................................................103
Mandatory Meetings.....................................................................104
Telecommuting.............................................................................105
Flex-Time......................................................................................106
Job-Sharing...................................................................................106
Meal Time.....................................................................................107
Breaks...........................................................................................107

Access to Personnel Files...............................108

Changes in Personal Data.............................................................109
Protecting Organization Information............................................110
Customer Relations ......................................................................112
Care of Equipment........................................................................112
Organization Vehicles...................................................................113
Use of Communications...............................................................114
Electronic Mail Monitoring (e-mail)............................................114
Computer Use Guidelines.............................................................115
Voicemail & Electronic Mail........................................................118
Personal Phone Calls....................................................................119
Personal Hygiene..........................................................................120
Dress Code....................................................................................120
Outside Employment....................................................................122
Parking..........................................................................................123
Lunchroom....................................................................................123
If You Must Leave Us...................................................................123
Travel & Entertainment................................................................125
NOTE: In many cases you will have the opportunity to select one of multiple options
provided for a specific policy area. Some policies are designed for hourly employees
and others for salaried employees. Careful consideration should be given as to

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whether to include all policies into one handbook or separate into two different
handbooks.
It is also recommended to have your firms legal counsel review all documents
included in your employee handbook.

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ATTENDANCE AND PUNCTUALITY (Option #1)

Regular attendance and punctuality are essential to the smooth operation of the
organization, so we ask that all employees be at their work areas at the start of each
scheduled workday. Consistent and on-time attendance is a measure of dependability.
Habitual UNSCHEDULED attendance problems are cause for disciplinary action. After
an employee has incurred six UNSCHEDULED occurrences during a 12-month time
period the following actions will be taken:
1. On the 7th occurrence, the employee will receive a verbal warning
(documented in writing).
2. On the 8th occurrence, the employee will receive a written warning.
3. On the 9th occurrence, the employee may be terminated.
Absences under federal, state, and local family and medical leave laws will not be
counted as an unscheduled occurrence.
The above schedule regarding occurrences and disciplinary actions are to serve as
guidelines. Managers and supervisors, with the assistance of Human Resources, may
determine that an employee is abusing the attendance policy, even though the employee
has not accrued 7 occurrences, and have the discretion to discipline the employee up to
and including termination. Examples of abusing the policy are: an employee always
calls off work on Mondays, Fridays, or paydays; and/or an employee is regularly 5
minutes late every morning, etc.
A scheduled absence involves prior departmental approval, usually a week in advance.
Any absence not approved in advance is considered an unscheduled absence (including
illness).
An OCCURRENCE is defined as an unscheduled or unplanned absence (including
illness) of more than 1 hour in any one day. For example, if an employee calls in sick
with the flu and is out of work for three days, this is 1 occurrence. If an employee tries to
return to work after being out sick, and is unable to complete a full days work and goes
home sick early and/or is out the following day, this may be treated as the same
occurrence (not an additional occurrence). Another example of an occurrence is if an
employee leaves work 2 hours early or comes in 3 hours late. Emergency situations are
excluded from being counted as an occurrence. For example, a car accident, or a child or
family member being involved in an accident, etc. would be considered an emergency.
The supervisor or manager and Human Resources will determine other emergency
situations. An employee may be asked to provide documentation regarding the
emergency.
If you are sick or need to take an unscheduled day off, you need to telephone your
supervisor personally within one half hour of your scheduled starting time. If you leave
a voice mail message, you must call back during the day to speak personally with your
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supervisor. Please note that if you are out sick for more than one consecutive day, you
must either call in and speak to your supervisor every day or provide a doctors excuse,
which estimates the number of days you will be out. Absences of three or more days
related to the same illness require a doctors statement indicating that you are unable to
work. Upon returning to work, you are required to produce a return-to-work release
statement from the doctor.
Unscheduled lost time from any scheduled shift is defined as any time that an employee
does not work part of his/her scheduled shift by 1 hour or less. Examples include but are
not limited to, being late to work or back from lunch by 6 minutes to 60 minutes, and
leaving work early by 1 minute to 60 minutes. This unscheduled lost time will be
counted as 1/2 of an occurrence. The 1/2 occurrence for unscheduled lost time under 1
hour will be combined with the occurrences from the unscheduled absences mentioned
above to arrive at an employees total occurrences for a 12-month period.
Occurrences will be accrued on a rolling 12-month time period. For example, if an
employee has an occurrence on November 12, 1998, the supervisor will take into account
the prior twelve months (December 12, 1997 - November 11, 1998) to determine the
number of occurrences the employee will have including the occurrence of November 12.
This rolling 12-month period for tracking the number of occurrences will be applicable
for full-time, part-time, and temporary/seasonal employees.

ATTENDANCE POLICY (Option #2)

Regular attendance is essential to the Companys efficient operation and is a necessary
condition of employment. When employees are absent, schedules and customer
commitments fall behind, and other employees must assume added workloads.
Employees are expected to report to work as scheduled and on time. If it is impossible to
report for work as scheduled, employees must call their manager before their starting
time. If your manager is unavailable, a voice message should be left. If the absence is to
continue beyond the first day, the employee must notify their manager on a daily basis
unless otherwise arranged. Calling in is the responsibility of every employee who is
absent. Absence for three consecutive workdays without notifying the manager is
considered a voluntary termination.

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ATTENDANCE AND PUNCTUALITY (Option #3)

Punctuality and regular attendance are important to the smooth operation of [Company
name]. If you are consistently late or excessively absent, [Company name] ability to
perform work is affected and an unfair burden is placed on your coworkers. Therefore,
unless your absence is permitted or excused under [Company name] holiday, vacation,
sick or other policies, you are responsible for being at work and arriving on time. If you
are going to be absent or late, it is your responsibility to call your supervisor as soon as
possible, preferably in advance of lateness and no later than one hour after the start of the
workday. If you are absent for 5 or more days, you must notify your supervisor each day
and provide a doctors note to return to work. An employee who is absent for reasons
other than those permitted or excused by [Company name] holiday, vacation, or leave
policies, or who repeatedly fails to provide notice as required, will be subject to
appropriate disciplinary action, up to and including discharge.

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EMPLOYEE CONDUCT (Option #1)

Each employee has an obligation to observe and follow the organizations policies and to
maintain proper standards of conduct at all times. Behavior that interferes with the
orderly and efficient operations of the organization, discredits the company, or is
offensive to customers, members, or co-workers will not be tolerated. Inappropriate
behavior will result in corrective and disciplinary action up to and including termination.
Disciplinary action may include a verbal warning, written warning, and suspension
without pay, and termination. The appropriate disciplinary action imposed will be
determined by the organization. The organization does not guarantee that one form of
action will necessarily precede another. We do emphasize that termination decisions will
be made on an assessment of all the relevant facts. (See Discipline Procedure)
Examples of inappropriate behavior include but are not limited to: violation of company
policies or safety rules; insubordination; poor attendance; unauthorized possession, use,
or sale of alcohol or controlled substances on work premises or during work hours;
unauthorized possession, use, or sale of weapons, firearms or explosives on work
premises; poor performance; theft or dishonesty; physical harassment; sexual harassment
or disrespect toward fellow employees, visitors, or other members of the public.
Nothing in this policy is designed to modify our employment-at-will policy.

PROFESSIONAL STANDARDS OF CONDUCT

(Option #2)
[Company name] is committed to the highest standards of ethical and professional
conduct. Accordingly, the Company has adopted the following Standards of Conduct that
are applicable to all of its employees.
1. [Company name] is an equal opportunity employer and is firmly
committed to promoting equal opportunities in the work place. No
employee shall discriminate, nor tolerate any discrimination, against any
employee or application based on an employees or applicants race, color,
ancestry, religion, sex, pregnancy, sexual orientation, age, physical or
mental disability, medical condition, national origin, veteran status, or any
other status protected by federal, state and/or local laws.
2. Employees shall not take any action, either personally or on behalf of the
Company, which violates any law or regulation affecting our business.
3. Employees shall perform their duties to the best of their abilities, and in
the best interest of the Company.

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4. Employees shall exercise complete candor in providing facts and

information to auditors, regulators, and other authorized individuals.
5. Employees shall protect and maintain the confidentiality of private
information pertaining to clients and other employees of the Company.
6. Employees shall not accept gifts, gratuities, or business expense payments
with a value in excess of $150 during any 12-month period from any
current or potential customer, vendor, supplier or other person doing
business, or desiring to do business with the Company, without express
prior approval of his/her supervisor.
7. Employees are obligated at all times to abide by the Drug and Alcohol
Policies in effect for the organization.

STANDARDS OF CONDUCT (Option #3)

[Company name] expects that all employees conduct themselves in a professional and
ethical manner. An employee should not conduct business that is unethical in any way,
nor should an employee influence other employees to act unethically. Furthermore, an
employee should report any dishonest activities or damaging conduct to an appropriate
supervisor.
In the event that you become aware of another employees behavior or actions, which you
believe are inappropriate, illegal, problematic, or in any way inhibit or affect your job
performance or the [Company name] work environment, you should discuss such
behavior or actions with the President or other appropriate management personnel.
All reasonable concerns will be promptly, thoroughly and confidentially investigated by
[Company name] and, where necessary, appropriate corrective action will be taken. You
should not discuss such actions or behavior with other employees. Your discussing such
matters with other employees may, in and of itself, create an unacceptable work
environment for which you will be held responsible and for which you may be
disciplined in accordance with the disciplinary policy.

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GRIEVANCES (Option #1)

[Company name] provides a means for you to appeal any disciplinary action, including
termination or suspension that you feel is unjust. The following steps must be used to file
a grievance.
a. First Step
Discuss your grievance with your supervisor. State your case in writing and
the desired corrective action within five days of the occurrence.
b. Second Step
If you do not receive a response within five days or your grievance is not
handled to your satisfaction in step one, you may appeal your grievance to the
department manager. The appeal must be made within five days.
c. Third Step
If you do not receive a response within five days or your grievance is still not
handled to your satisfaction, you may appeal your case to the Human
Resources Manager. Again, your appeal must be made within five days and a
response will be given within five days.
d. Final Step
Your final course of action is to appeal to the Executive Officers for an
ultimate decision.

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DISCIPLINE PROCEDURE (Option #2)

Discipline procedures are aimed at correcting problems with an employees behavior or
performance.
Employees are expected to comply with standards of behavior and performance and any
noncompliance with these standards must be corrected. If an employee is performing
below standards/expectations, the manager may use a progressive discipline process. The
progressive discipline process is endorsed under normal circumstances. A progressive
discipline process provides the employee with notice of deficiencies and gives him/her
the opportunity to improve. Management retains the right to administer discipline in a
manner it sees fit.
Employees may be dismissed for severe violations without a discipline process, but
dismissal will only take place after an interview with a representative of the Human
Resources Department. Severe violations or gross misconduct include a major breach of
policy or violation of the law, i.e., fighting or physical assault of another employee; gross
insubordination; sexual harassment; theft of company property (or another employees
property) including embezzlement; use or sale of illegal drugs on company premises, etc.
(See Employee Conduct)
The three-step progressive discipline process includes:
1. Step 1 - Verbal Contact:
Your manager will meet with you to discuss where you are not meeting the
standards of behavior or performance and suggest how to correct the situation.
Your manager will outline the conversation in writing. You should
acknowledge having read it by signing it. This document will be placed in
your personnel file for future reference.
2. Step 2 Written Warning:
If the unacceptable performance continues, your supervisor will schedule a
second meeting to discuss the issue. A third party (most likely a
representative from the Human Resources Department) may be present. Your
manager will discuss the severity of the unacceptable performance, and
complete an improvement plan.
The improvement plan will include examples of the unacceptable performance
and ways to improve, with specific deadlines. Once reviewed together, the
improvement plan may be extended or modified. When completed
satisfactorily the improvement plan will be signed by both parties and placed
in the employees personnel file.
3. Final Stage Termination:
If efforts to modify unacceptable performance or behavior have not been
successful, or actions and deadlines in the improvement plan are not met, you
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may be terminated.
Prior to the final stage, your manager will meet with a representative of the
Human Resources Department to review all paperwork and information
before deciding upon termination.
The progressive discipline process described above may also be applied to an employee
who is experiencing a series of unrelated problems involving job performance or
behavior.
Nothing in this policy is designed to modify our employment-at-will policy and we
reserve the right to bypass the disciplinary procedures suggested.

DISCIPLINE PROCEDURE (Option #3)

[Company name] seeks to deal openly and directly with its employees and believes
that communication between employees and management is critical to solving
problems.
Co-workers that may have a problem with one another should attempt to resolve the
problem themselves. If a resolution cannot be agreed upon, both employees should
approach their supervisor(s), who will work with the employees to determine a
resolution. In these instances, the decision of the supervisor is final.
Employees that have a problem with a supervisor should first go to the supervisor and
state the problem. If a resolution cannot be agreed upon, the employee should present his
or her problem to the company President. The decision of the President will be final.
Discipline
[Company name] policy is to attempt to deal constructively with employee performance
problems and employee errors. The disciplinary process will be determined by
[Company name] in light of the facts and circumstances of each case. Depending upon
the facts and circumstances, the discipline applied may include, among other things, oral
or written warnings, probation, suspension without pay, or immediate discharge. Each
situation will be considered in light of a variety of factors including, but not limited to,
the seriousness of the situation, the employees past conduct and length of service, and
the nature of the employees previous performance or incidents involving the employee.
Details of this process are outlined further in the Corrective Action section below. If the
infraction is deemed as gross negligence or a reoccurring mistake resulting in a monetary
loss to [Company name], the employee may be held responsible for reimbursing
[Company name] for any monetary loss and/or loss of labor.

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Corrective Action
Corrective Action is taken against an employee in response to a rule infraction or a
violation of company policies. Corrective action will continue until the violation or
infraction is corrected.
Correction Action usually begins with a verbal warning, followed by a written warning
that is placed in the employees personnel folder. If more serious corrective action is
required, the employee may be put on probation, or have his/her employment terminated.
[Company name] considers some violations as grounds for immediate dismissal,
including, but not limited to: insubordinate behavior, theft, destruction of company
property, breach of confidentiality agreement, untruthfulness about personal background,
drug or alcohol abuse, or threats of violence.
Employees charged with some infraction and subject to corrective action may appeal that
corrective action. An appeal must be submitted to the Company President. If, after
reviewing the corrective action, the President determines that the supervisor followed
procedures accordingly, the corrective action will stand. If the supervisor has failed to
follow company policy, the action may be reversed. The decision of the President is
final.

DISCIPLINARY GUIDELINES (Option #4)

The following chart outlines [Company name] progressive discipline guidelines. Your
supervisor has the authority to determine any appropriate corrective measure through
disciplinary action for any violation that is not listed in these guidelines. Any
documented disciplinary action that is utilized will become a part of your personnel file.
Offense
Absent without
approval
Misuse or
abuse of
[Company
name] property
Unauthorized
use or
possession of a
fellow
employees
property
Unauthorized

First
Offense
Written
warning

Second
Offense
Up to 3-day
suspension

Written
warning

Up to and
including
termination

Written
warning

Up to and
including
termination

Third
Offense
Up to and
including
termination

Fourth
Offense

Up to and
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consumption of
alcoholic
beverages or
abuse of drugs
or other
intoxicating
agents on
Company
property
Making a false
statement or
dishonesty
Falsification of
records, i.e.,
application,
payroll, etc.
Fighting

Stealing
Unauthorized
possession of
fire arms or
explosives
Failure to
observe safety
rules or
regulations
Conviction or a
felony or
equivalent
Insubordination

Unauthorized
gambling on
company
property
Tardiness
Sexual

including
termination

Up to and
including
termination
Up to and
including
termination
Suspension up
to and
including
termination
Up to and
including
termination
Up to and
including
termination

Up to and
including
termination

Verbal warning

Written
warning or
suspension

Up to and
including
termination
Suspension up
to and
including
termination
Suspension

Suspension up
to and
including
termination

Up to and
including
termination

1-5 Day
suspension

Up to and
including
termination

Up to and
including
termination
Up to and
including
termination

Verbal warning

Written
warning

Up to and

Up to and
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harassment
Leaving work
station without
permission
Falsification of
attendance
records
Sleeping on
duty

including
suspension
Written
warning
Suspension
Written
warning

including
termination
Suspension up
to and
including
termination
Up to and
including
termination
Suspension up
to and
including
termination

Up to and
including
termination

Up to and
including
termination

DISCIPLINE (Option #5)

Occasionally it becomes necessary to reprimand, suspend, or terminate an employee if
job performance, attitude, or behavior is not to acceptable levels. When appropriate,
management may give the employee the opportunity to explain the actions. Whether
disciplinary action is appropriate is within the sole discretion of management. Any
disciplinary action taken should be noted in the employee file.
Serious offenses can result in immediate termination. Repeated offenses, even if
considered minor, may also result in termination. Notwithstanding the foregoing, the
employment relationship is at-will and can be terminated at any time for any reason with
our without cause or advance notice.

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JOB ABANDONMENT (Option #1)

If you are absent from work without notification (no-call, no-show) for two consecutive
days, we will consider you to have voluntarily terminated your employment.
One day absent with no notification may result in loss of pay for that day and you may be
placed on written warning. If this type of incident occurs a second time, it may result in
termination.

JOB ABANDONMENT (Option #2)

Employees of [Company name] that are absent for more than two consecutive days
without notifying a direct supervisor is considered to have voluntarily abandoned their
employment with the company. The effective date of termination will be the last day the
employee reported to work. If an employee abandons a job, he/she will not be entitled to
accrued vacation days, unless required by law.

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WORKWEEK (Option #1)

Because of the nature of our business, your work schedule may vary depending on your
job and your shift. Our regular business hours are 8:00 am to 5:00 pm, Monday through
Friday. Check with your supervisor if you have any questions on your hours of work.

HOURS OF WORK (Option #2)

[Company name] standard workweek for full-time employees is five days. Schedules
vary based on the company needs. Employees may not deviate from the companys
hours of work, unless a manager or supervisor specifically approves a request.
The office is open from 9:00 a.m. to 5:00 p.m. Shop hours are from 8:00 a.m. to 5:00
p.m., Mondays through Fridays. [Company name] is for employees to work within this
schedule. However, it is understood that some employees may be required to work extra
hours to accommodate certain deadlines. If such extended hours are required, [Company
name] will allow some flexibility with the expectation that employees will make every
effort to align their hours with office hours, but will arrive for work no later than 10:00
a.m. This is in order to facilitate consistent and reliable availability for meetings and
other interactions, which are elemental to the smooth operation of this business.

WORK SCHEDULES (Option #3)

Office hours are from 8:00 a.m. to 5:00 p.m., Monday through Friday.

HOURS OF OPERATION/WORK SCHEDULES

(Option #4)
The office is normally open from 8:30 a.m. until 5:00 p.m. Central time. Certain
employees may be assigned to different work schedules and/or shifts outside of normal
office hours. If an employee must be outside of the office for non-business related
reasons during their normal work schedule, they should inform their manager.

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MANDATORY MEETINGS
Employees may be required to attend mandatory team meetings. In the event that a
mandatory meeting interferes with an employees regular schedule, no overtime will be
paid for attendance. This includes employees who may be telecommuting or job-sharing.

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TELECOMMUTING (Option #1)

The Company is committed to creating a work environment where the needs of our
customers, employees and the Company are balanced. Therefore, the Company tries to
be flexible in its approach to work styles and location. Telecommuting arrangements
may be made on an as needed basis or set up on a regular work schedule. In either
case, employees are encouraged to spend time working in the office whenever possible.
This allows employees to be accessible to customers and creates a sense of consistency
and collaboration among work teams. When employees desire to work at home, the
Company asks that they do so in a manner that is in keeping with a work style of
accessibility, communication, and productivity. All telecommuting arrangements are
subject to approval by the employees manager. In general, the following principles
should be used in telecommuting:

Employees should make arrangements with their manager at least one

week in advance of telecommuting.
Employees should check in with the office regularly.
Employees should inform their manager of their whereabouts so they may
be reached easily.
Working at home means working, not taking time off.
Employees should not routinely work at home on days prior to or
following vacations or holidays if at all avoidable.
Under regular circumstances, telecommuting should not comprise more
than one day in a given week, or more than 3 days a month.

TELECOMMUTING (Option #2)

Employees may be approved for telecommuting under [Company name] offsite
workforce program. Telecommuting is generally discouraged, but may be allowed if it
can be shown that it will improve the employees performance or productivity.
Telecommuting arrangements must not disrupt the daily activities of a group or workflow.
Both a supervisor and the President of the company must approve all employee
telecommuting arrangements. No telecommuting arrangement will be considered
permanent and the policies may be reviewed and altered at any time.

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FLEXTIME
Our organization offers a flextime plan to most employees. This plan allows you to set
your own working hours within certain constraints.
Some departments are not eligible to participate in the flextime plan because of the nature
of their work. Your supervisor can discuss a flexible schedule program with you if
applicable. Once you have selected a starting time, it cannot be changed without your
supervisors approval.
The following is an example to be used in determining a flextime schedule:
Flexible Arrival Time:
7:00 am - 9:00 am
Core Hours:
9:00 am - 3:30 pm
Flexible Departure Time:
3:30 pm - 6:00 pm

JOB-SHARING
Employees seeking to reduce their workload or hours may submit a proposal for a
job-sharing arrangement to their supervisor. The employee asking for the jobsharing arrangement will be expected to assist management in finding and
training a job-sharing partner. Job-sharing arrangements must not disrupt the
daily activities of a group or workflow. Both the supervisor and the President of
the company must approve all employee job-sharing arrangements. No jobsharing arrangement will be considered permanent and the policies may be
reviewed and altered at any time.

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MEAL TIME
Depending upon your department and number of hours worked, usually a 30-minute or a
60-minute, unpaid meal break should be taken each day. Your supervisor is responsible
for approving the scheduling of this time.

BREAKS (Option #1)

Two 15-minute breaks should be taken each day and will be scheduled for most
employees with their supervisor.

BREAKS (Option #2)

[Company name] managers determine appropriate lunch and dinner breaks per their
needs. Typically, employees working for more than four consecutive hours are provided
with a meal break of between 30 and 60 minutes. Breaks are scheduled throughout the
workday, so as not to disrupt the business processes.

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ACCESS TO PERSONNEL FILES (Option #1)

Upon written request, employees may inspect their personnel files. Inspections will be
held on organization premises in the presence of an organization official. Contact the
Human Resources Department to arrange a time to view these records. You will be
permitted to review records related to your qualification for employment, compensation
and disciplinary action with the exception of any letters of reference maintained by the
organization. If you disagree with the accuracy of any statement in the records and no
correction can be agreed upon, you may submit an explanatory statement that will be
attached to the records.

PERSONNEL RECORDS (Option #2)

The information contained in your personnel record is confidential. The contents of your
fill will be made known only to you, your supervisor, and other appropriate individuals
within the company. Your record may be used for evaluating your work performance,
consideration for promotion or transfer, etc.

PERSONNEL FILE (Option #3)

[Company name] keeps personnel files on each of its employees. These files are
confidential in nature and are managed by the Office Manager. They will not be copied
or be removed from the premises unless there is a legitimate business reason to do so.
All employees may view their personnel file by contacting the Office Manager during
normal business hours. No employee may alter or remove any document in his/her
personnel file.

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CHANGES IN PERSONAL DATA (Option #1)

We need to maintain up-to-date information about you to update insurance information
and be able to aid you and/or your family in matters of personal emergency.
Changes in name, address, telephone number, marital status, number of dependents or
changes in emergency contacts and/or beneficiaries should be given to a member of the
Human Resources Department promptly. In the event of marriages and births, changes in
personal data must be provided to the insurance companies within 30 days of the date of
the event.

REPORTING CHANGES IN PERSONAL DATA

(Option #2)
Please report any changes in your status such as name, address, telephone number,
marital status, number of dependants, etc., to the Human Resources Department.

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PROTECTING ORGANIZATION INFORMATION

(Option #1)
Protecting our organizations information is the responsibility of every employee and we
all share a common interest in making sure it is not improperly or accidentally disclosed.
Do not discuss the organizations confidential business with anyone who does not work
for us. Financial information, sales records, payment histories, and program participation
are examples of the types of information considered confidential. Unauthorized
distribution of this type of information or removal from the premises is cause for
disciplinary action.
All telephone calls regarding a current or former employees position/compensation with
our organization must be forwarded to the Human Resources Department. All requests for
references should also be forwarded to the Human Resources Department.

CONFIDENTIAL INFORMATION (Option #2)

[Company name] requires that employees do not disclose information held to be
confidential by [Company name] and also requires new employees to sign a nondisclosure agreement. Any questions about this policy should be addressed to a
supervisor.

CONFIDENTIAL INFORMATION/TRADE SECRETS

(Option #3)
As an employee of [Company name], you may have occasion to deal with or become
familiar with certain trade secrets and/or confidential information. This information is
proprietary to [Company name] and will not be disclosed or used to benefit the employee.
Should you have any doubts as to what is confidential or a trade secret, ask your
supervisor for guidance.

INVENTIONS AND CREATIVE WORKS (Option #4)

You agree that all inventions (as herein defined) shall be and remain the property of
[Company name]. Inventions shall mean all ideas, potential marketing and sales
relationships, inventions, research, plans for products or services, marketing plans,

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computer software (including, without limitation, source code and object code), computer
programs, original works of authorship, characters, know-how, trade secrets, information,
data, developments, discoveries, improvements, modifications, technology, algorithms
and designs, whether or not subject to patent or copyright protection, made, conceived,
expressed, developed, or actually or constructively reduced to practice by you solely or
jointly with others in connection with or relating to any work performed by you for
[Company name]. You acknowledge that all of said inventions shall be considered as
work made for hire belonging to [Company name].
To the extend that any such inventions, under applicable law, may not be considered work
made for hire by you for [Company name], you agree to assign and, upon its creation,
automatically assigns to [Company name] the ownership of such material, including any
copyright or other intellectual property rights in such materials, without the necessity of
any further consideration. [Company name] shall have the exclusive right to use the
inventions, whether original or derivative, for all purposes. At [Company name] expense,
you will assist [Company name] in every proper way to protect the inventions throughout
the world, including, without limitation, executing in favor of [Company name] or any
affiliate of [Company name] patent, copyright and other applications and assignments
relating to the inventions.

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CUSTOMER RELATIONS
Our reputation has been built on excellent service and quality work. To maintain this
reputation requires the active participation of every employee.
The opinions and attitudes that customers have towards our organization may be
influenced for a long period of time by the actions of one employee. It is sometimes easy
to take a customer for granted, but when we do, we run the risk of losing not only that
customer, but his or her associates, friends, and family who may also be customers or
prospective customers.
Each employee must be sensitive to the importance of providing courteous treatment in
all working relationships as well as maintaining the confidentiality of our customers
business information.
Our professional ethic requires that each employee maintain the highest degree of
confidentiality when handling customer matters. In order to maintain this professional
confidence, no employee shall disclose customer information to outsiders, including other
customers or third parties and members of ones own family.

CARE OF EQUIPMENT
You are expected to use proper care when using the organizations property and
equipment. No property may be removed from the premises without the proper
authorization of management. If you lose, break, or damage any property, report it to your
supervisor at once.

USE OF COMPANY PROPERTY

All company workspace, including file cabinets and lockers are the property of
[Company name] and must be available to management at all times. The use of personal
locks on any company property is strictly forbidden. No company property may be used
to house personal files or items. No company equipment, including computers,
photocopiers or printers may be used for personal business.
Postage, shipping and office supplies paid for by the company are for business purposes
and are not to be used for an employees personal purposes.

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ORGANIZATION VEHICLES (Option #1)

Operators of organization vehicles are responsible for the safe operation and cleanliness
of the vehicle.
Organization vehicles may only be used for business-related travel and employees must
have a valid drivers license to use such vehicle. The use of seat belts is mandatory for
operators and passengers of organization vehicles.
Employees are responsible for any moving and parking violations including fines that
may result when operating an organization vehicle. Accidents involving an organization
vehicle must be reported to your supervisor or a member of the Human Resources
Department immediately.

USE OF COMPANY VEHICLES (Option #2)

All company vehicles are to be used for business purposes only. Employees using an
assigned vehicle for personal purposes must receive written authorization from a
supervisor to do so. Employees should not rent a vehicle, nor use their own car when a
company vehicle is readily available.

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USE OF COMMUNICATIONS
Communications equipment and services include: mail, e-mail, computer, Internet,
intranet, fax and voice mail systems. Employee communications will be held to our high
standards of conducting business. This includes compliance with our anti-discrimination
and anti-harassment policies (i.e., no offensive material, no racial or ethnic slurs, no offtaste comments, no illegal, defamatory, or obscene material). In general, employees
should use good judgment when sending out communications. Management should be
notified of unsolicited, offensive materials received by any employee through any of
these communication channels.
On-line services and the Internet should only be used for work-related activities. In
addition, employees should not duplicate or download any software or materials that are
copyrighted, patented, or trademarked. When appropriate Internet material is
downloaded, it should be scanned using our antivirus software. The Internet has been
provided so that employees can connect to information resources around the world.
Websurfing, similar to personal telephone calls, should only be conducted when
necessary. Also, the viewing of inappropriate web sites is not acceptable and may lead to
disciplinary action up to and including termination.
All employees have a responsibility to maintain and enhance our public image; therefore
it is important that all employees be mindful when communicating inside and outside the
organization. All company communications services and equipment, including the
messages transmitted or stored by them, are the sole property of the company.
Management may monitor employee communications under certain, appropriate business
and legal circumstances.

ELECTRONIC MAIL MONITORING

We recognize your need to be able to communicate efficiently with fellow employees,
customers and members. We encourage the use of the e-mail system as a tool to help
accomplish legitimate business objectives. E-mail can greatly enhance the quality and
efficiency of communications among employees, customers, members, and others
involved in our business. However, e-mail may also be misused. This policy is intended
to provide some guidelines for the appropriate use of e-mail for all employees.
As a general rule, it is expected that all employees will use common sense and sound
judgment when utilizing the e-mail system. In addition, employees are prohibited from
sending any messages or materials containing obscene, profane, lewd, derogatory, or
otherwise potentially offensive language or images. The use of material containing
racial, sexual, or similar comments or jokes is forbidden. Harassment by e-mail is just as

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wrong as other forms of harassment. Users should respect the rights and sensitivities of
recipients and potential recipients or views, and should ensure that all e-mail messages
reflect the professional image of our organization. Employees should refrain from
utilizing e-mail for personal messages, such as classified advertisements. Our weekly
newsletter, as well as bulletin boards, is appropriate vehicles for personal
communications.
Employees shall not use unauthorized codes or passwords to gain access to others files.
Users should be aware that e-mail messages cannot be considered private and may be
monitored by management. Such messages also may be subject to disclosure to outside
third parties, including the court system and law enforcement agencies, under certain
circumstances.

COMPUTER USE GUIDELINES (Option #1)

The computers provided by [Company name] are corporate assets and critical
components of communication systems. These systems are provided by the company for
employees to facilitate the performance of company work and their contents are the
property of [Company name]. [Company name] encourages the use of these media and
associated services because they can make communication more efficient and effective
and because they are valuable sources of information about vendors, customers,
technology, and new products and services. Although the company does not make a
practice of monitoring these systems, management reserves the right to monitor and/or
retrieve the contents for legitimate reasons, such as to recover from system failure, to
comply with investigations of wrongful acts or violations of company policy.
Employees are responsible to maintain the security of their account and their password.
They should take precautions to prevent unauthorized access to their computer by logging
off when possible if their terminal is unattended.
Misuses of Computer System
Examples of misuse include the following:
Obscene, profane or offensive material being transmitted over any
company communication system;
Messages, jokes or forms that create an intimidating or hostile work
environment;
Use of company communications systems to set up personal businesses;
Broadcasting unsolicited personal views on social, political, religious or
other non-business related matters;
Knowingly performing an act that will interfere with the normal operation
of computers, terminals, peripherals or networks;

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Transmission of electronic chain letters or other requests for money;

Distribution or circulation of media known to contain computer viruses;
Attempting to circumvent data protection schemes or uncover security
loopholes;
Violating terms of applicable software licensing agreements or copyright
laws;
Unauthorized acquisition, attempts to acquire and/or use of passwords of
other employees;
Unauthorized use or attempts to use the computer accounts of other
employees;
Altering the content of a message originating from another employee or
computer with the intent to deceive;
Unauthorized modification of or deletion of another employees files,
emails or account;
Intentionally or recklessly compromising the privacy or security of
electronic information;
Revealing passwords or otherwise permitting the use by others (by intent
or negligence) of company accounts for computer and network access
without authorization.

Viewing/Retrieving Files
In the event it becomes necessary to access an employees computer for a reason
stated above, prior approval must be obtained from an officer of the company. If
approved, the manager of the affected employee will witness the viewing/retrieval
of the files.
Responsibility for this Policy
The Human Resources Manager is responsible to ensure the efficient use of
systems according to this policy. Where issues arise, he will deal directly with the
employee (and notify their manager were appropriate). The interpretation of
appropriate use and future revisions of this policy are also the responsibility of the
Human Resources Manager.
Any employee who is in violation of this policy will be subject to corrective action, up to
and including possible termination of employment, legal action and/or criminal liability.

TECHNOLOGY RESOURCES USE AND PRIVACY

(Option #2)

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[Company name] provides various technology resources to authorized employees to

assist them in performing their job duties. Each employee has a responsibility to use the
technology resources in a manner that increases productivity, enhances the public image,
and is respectful of other employees. Failure to follow company policies regarding its
technology resources may lead to disciplinary measures, up to and including immediate
termination of employment.
Technology resources consist of all electronic devices, software, and means of
communication including, but not limited to personal computers; lap-top computers; disk
drives and tape drives; printers; modems; fax machines; and copiers; the Internet (the
World Wide Web); electronic mail; telephones; cellular phones; pagers; and voicemail
systems.
[Company name] technology resources are to be used only for the purpose of conducting
employees business. Employees may, however, use the companys technology resources
for incidental personal uses so long as such use does not interfere with the employees
duties, is not done for pecuniary gain, does not conflict with company business, and does
not violate any company policy. [Company name] assumes no liability for loss, damage,
destruction, alteration, disclosure, or misuse of any personal data or communications
transmitted over or stored on [Company name] technology resources.
[Company name] does not tolerate discrimination or harassment based on race, color,
ancestry, religion, national origin, sex, pregnancy, sexual orientation, age, physical or
mental disability, medical condition, veteran status, or any other status protected by
federal, state, and/or local laws. Under no circumstances may employees use [Company
name] technology resources to transmit, or store any information that is discriminatory,
harassing, degrading, or defamatory in any way (e.g., sexually-explicit or racial
messages, jokes, cartoons or images).
Employees must not use the companys technology resources to copy, retrieve, forward or
send copyrighted materials unless the employee has the authors permission or is
accessing a single copy only for the employees reference.
Employees may not use any of the companys technology resources for any illegal
purpose, violation of any employee policy, or in any way that discloses confidential or
proprietary information of company or third parties, or for personal or pecuniary gain.
All messages sent and received, including personal non-work-related messages, and all
data and information stored on the companys technology resources are company
property regardless of the content. Employees have no right of privacy with respect to
any messages or information created or maintained on [Company name] technology
resources, including personal information or messages. [Company name] may, at its
discretion, inspect all files or messages on its technology resources at any time for any
reason. [Company name] may also monitor its technology resources at any time in order
to determine compliance with its policies, for purposes of legal proceedings, to
investigate misconduct, to locate information, or for any other business purpose.

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All employees should understand that any information kept on [Company name]
technology resources may be electronically recalled or recreated regardless of whether it
may have been deleted or erased by an employee. [Because Company periodically
backs up all files and messages, and because of the way in which computers re-use file
storage space, files and messages may exist that are thought to have been deleted or
erased. Therefore, employees who delete or erase information or messages should not
assume that such information or messages are confidential.]
License restrictions: All software in use of the [Company name] technology resources is
officially licensed software. No software is to be installed or used that has not been duly
paid for and licensed appropriately for the use to which it is being put. No employee may
load any software on the company computers, by any means of transmission, unless
authorized in advance. Authorization for loading software onto company computers
should not be given until the software to be loaded has been thoroughly scanned for
viruses.

VOICE MAIL AND ELECTRONIC MAIL

All electronic and telephone communication systems and all communications and
information transmitted by, received from, or stored in these systems are the property of
[Company name] and as such are intended for job-related purposes. Personal use should
be kept to a minimum. Electronic or telephone communication systems may not be used
to transmit messages that may be considered inappropriate under [Company name]
policies, including those prohibiting harassment. Employees are not permitted to use a
code, access a file, or retrieve any stored communication unless authorized to do so or
unless they have received prior clearance from an authorized company representative.
All pass codes are the property of [Company name] and may be used by [Company
name] to access electronic and telephone communications at any time. [Company name]
reserves the right to monitor any electronic, telephone, or other communications made
using [Company name] systems or property.

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PERSONAL TELEPHONE CALLS (Option #1)

It is important to keep our telephone lines free for customer calls. Although the
occasional use of the organizations telephones for a personal emergency may be
necessary, routine personal calls should be kept to a minimum.

TELEPHONE USE (Option #2)

Telephones are provided to enable employees to carry out work assignments in an
efficient manner. Personal telephone calls are only permitted in the case of an emergency
or any otherwise approved situation and personal toll calls should not be made at
company expense.

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PERSONAL HYGIENE
Proper hygiene promotes professionalism within our organization and a favorable image
to our customers.
Employees are expected to maintain the highest standards of personal cleanliness and
present a neat, professional appearance at all times.

DRESS CODE (Option #1)

Our office environment has a business casual dress code. It is impossible to establish
precise rules for proper dress for either men or women in the work environment. There is
a range of acceptable limits that offers ample opportunity for individual preferences
without violating good taste expected on the job. All employees dress and grooming
should be appropriate to the work situation. If you have outside guests (i.e., members,
vendors, etc.) visiting our facilities, please modify your dress to match theirs. If you are
attending outside functions or appointments, please dress professionally since you are
representing the organization.
Employees are expected to dress in a manner that is generally acceptable in business
establishments. Business casual includes clothing such as dress slacks, khakis, collared
shirts, skirts, and skorts; business casual does not include blue jeans, short-shorts, t-shirts,
sneakers/athletic shoes, or sweat suits.
Given the nature of the work in our warehouse, there is a different set of dress code
standards for employees who work in the warehouse. The dress and grooming of
warehouse employees need to be within the guidelines of OSHA safety standards and
comfort. Employees in the warehouse are working with or near moving equipment on a
daily basis. As a matter of good safety practice, loose-fitting, baggy or torn clothing
should not be worn, long hair that hangs around the head and shoulders, and dangling
jewelry is not appropriate or safe. Hair must be tied back at the nape of the neck and
shirts and shoes must be worn at all times. Footwear must cover the whole foot, no opentoed shoes, sandals, or clogs are permitted. During the summer months, shorts are
acceptable, provided that the inseam measures at least four inches.
All employees should use good judgment in the selection of their work attire. We have
frequently been complimented from visitors, customers, and the general public on the
industriousness and attractive appearance of our staff. Lets keep it that way! If you have
any questions about the appropriateness of dress please ask your supervisor. Supervisors
have the discretion to discipline employees regarding the dress code.

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ATTIRE CODE (Option #2)

Employees are expected to maintain an appropriate appearance that is businesslike, neat
and clean.
If you have any questions about what is and is not acceptable, please see your supervisor.

WORKPLACE ATTIRE (Option #3)

Office Employees Are to wear grey or maroon [Company name] t-shirts with khaki
shorts, pants or skirts that are at an appropriate length.
Shop and Field Employees Are to wear grey [Company name] t-shirts with presentable
pants or shorts.
Sales Are to be dressed appropriately and to have a clean and hygienic appearance in
accordance with the days scheduled itinerary.

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OUTSIDE EMPLOYMENT (Option #1)

Our organization hopes that you will not find it necessary to seek additional outside
employment.
Outside employment must not conflict in any way with your responsibilities within our
organization. You may not work for competitors nor may you take an ownership position
with a competitor.
Employees may not conduct outside work or use organization property, equipment, or
facilities in connection with outside work while on organization time.

OUTSIDE EMPLOYMENT (Option #2)

You may work at another job outside of [Company name], provided that your outside
employment does not interfere with the performance of your job with [Company name]
or cause an unsafe condition resulting from your outside employment.
Additionally, prior approval must be obtained from your supervisor to accept
employment with any individual or business that in turn does business with [Company
name] or is a competitor of [Company name].

COMPETING EMPLOYMENT
Due to the highly competitive nature of the industry in which we work, employees are
restricted from certain associations or working arrangements with competing or
conflicting organizations. Subject to [Company name] prior written approval, you may
work for other businesses during the course of your employment with [Company name];
provided, however, you may not (i) accept or perform work of a nature that conflicts or
competes in any way with the business or services of [Company name]; (ii) use any
[Company name] resources including, but not limited to, computer hardware and
software, telephones, facsimile machines, and copiers, for or in connection with any noncompany work; (iii) perform any non-company work on company premises; or (iv)
perform and non-company work during normal business hours.

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PARKING
Free parking facilities are available to employees. You are required to park within
designated areas. The organization is not responsible for loss, damage, or theft of your
vehicle. Therefore, we suggest that you lock your car doors.

LUNCHROOM
A lunchroom is available for your use. Although general custodial care is provided by the
organization, you are expected to clean up after eating in this room. The room,
microwaves, and refrigerators should be kept clean for the next persons use.

IF YOU MUST LEAVE US (Option #1)

Should you decide to leave your employment with us, we ask you that you provide your
supervisor with at least two weeks advance notice and that you either work that two
week time period of have approved time off agreed to at the time notice is given. A copy
of your resignation should also be forwarded to the Human Resources Department. If you
do not provide and/or work at least two weeks notice, you will not be compensated for
your unused vacation or personal time. Executive/senior staff members (defined as
directors, vice presidents and presidents) are asked to give a four-week notice of
resignation and work that four week time period unless you have approved time off
agreed to at the time notice is given. Your thoughtfulness will be appreciated and will be
noted favorably if you reapply for employment with the organization.
Employees who are rehired following a break in service in excess of 12 months, other
than an approved leave of absence, must serve a new initial introductory period, whether
or not such a period was previously completed. Employees who return to work following
a six-month or longer break in service must serve a new initial introductory period for
enrollment of benefits.

RESIGNATION (Option #2)

If you wish to resign, you are expected to provide at least two weeks of notice to your
supervisor.

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EMPLOYMENT TERMINATION (Option #3)

Exempt employees are requested to give three (3) weeks notice of termination. NonExempt employees are requested to give two (2) weeks notice of termination. The
resigning employee is also requested to document his/her resignation in writing to their
supervisor, and to meet with their supervisor for an exit interview.
If any employee is absent from the workplace for three (3) or more consecutive days
without notifying the supervisor, that absence constitutes abandonment of the
employment position and the employees employment may be terminated.
All employees of [Company name] are considered at-will employees. The Company can
terminate employment at any time for any reason with or without cause or advance
notice.

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TRAVEL & ENTERTAINMENT

Approval
Your immediate supervisor must approve all business travel plans. Airline tickets, car
rental, and hotel reservations should be arranged through Expedia.com or other approved
agency.
Credit Cards
Company credit cards will be issued to employees who are required to travel or entertain
customers in the performance of their job duties. All charges much be supported with
receipts. The job number, purpose of the expense, business relationship, etc. should be
indicated on the companys copy of any receipts and turned into the appropriate
supervisor for approval.
Receipts that are not accounted for will be deducted from the employees next paycheck.
Employees should make every effort to charge all company-related expenses to their
company credit card.
Air Travel
All domestic air travel will be booked in coach class. Travel arrangements should be
made as far in advance as possible to secure the lowest rate. Discounts are generally
available when the purchase is made 21 days in advance.
Rental Car
Cars rented on business travel are limited to midsize vehicles.
Expense Reports
An expense report form must be used to report all company related travel or
entertainment expenses for reimbursement. The report should be filed within one week
after completing a trip and submitted to the appropriate supervisor for approval.
Entertainment
Meals are a company expense if the employee has traveled more than 50 miles from the
office on company business.
If the employee entertains a customer for a meal, this is a company expense. The cost
guidelines are $15.00 per person for lunch and $25.00 per person for dinner.
Hotels
The company is responsible for expenses related to a hotel room with the exception of
laundry or dry cleaning service, movie rental, purchase of personal/sundry items and/or
bar tabs.

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TRAVEL/EXPENSE ACCOUNTS
The organization will reimburse employees for reasonable expenses incurred through
business travel or entertainment. All cash advances must be accounted for, and expense
receipts are required.
For specific details regarding business travel expenses see the Business Travel, Meals,
and Entertainment Policy published by the Finance Department. This document can be
found on the intranet or obtained from the Finance Department.

EXPENSE REIMBURSEMENT
[Company name] will reimburse employees for reasonable pre-approved business
expenses. Reasonable expenses while traveling on company business include travel
fares, accommodation, meals, tips, telephone and fax charges, entertainment of clients
and purchases on behalf of the company. Local expenses include company purchases,
taxi or public transportation fares when on company business and entertainment of
clients.
All expenses must be submitted via the required expense form and approved by the
employees supervisor prior to submission for reimbursement. Whenever possible and in
situations where the employee may question the reasonableness of an expense, the
employee should secure approval in advance of incurring the expense. Unreasonable or
excessive expenses will not be reimbursed. Any questions should be directed to the
employees supervisor.

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