Rekrow Construction Company
7:30 am – 5:00 pm are the normal operating
hours at the office. Also, please visit
our web site, http://www.Rekrow-construction.com, to examine a full directory
of the firm.
Rekrow Construction Company (TCC)
is dedicated to helping our clients and employees reach their full potential
through safety, teamwork, integrity and dedication.
TCC will continue to grow through:
By meeting these goals, TCC will
move to the forefront of the
Jungus McDoogle brought the wife and the fifteen children to
The management structure of TCC is
as follows:
CEO, President
VP Operations VP Human
Resources VP Finance Sr. Safety Officer
This manual shall provide an
overview of company policy in order to assist employees in understanding their
rights and responsibilities.
If there is an apparent conflict between policies set forth in this
manual, the safest or most conservative prescription shall take precedence
until clarification can be obtained through the appropriate authority, i.e.
President or Vice President.
Rekrow Construction Company
Main Office: Ph (352)345-6789
Human Resources: Ph
(352)234-5678
Fax
(352)456-7890
Employee Programs: Ph
(352)123-4567
Fax
(352)123-6789
Safety Department: Ph
(352)321-0987
Pre-Construction Ph
(352)335-2975
Performance Evaluation
At Rekrow Construction Company, we seek
excellence through employee development. Employee performance feedback shall be
an ongoing process to be undertaken by supervisors. Formal written employee
performance evaluations must be prepared every six months using an approved
process. Also, performance evaluations could be done whenever warranted on
employees.
Conditions of Employment
Employment at Will Policy
Unless otherwise stated in a
written hiring agreement, no definite duration is implied in employment. An
employee has the right to discontinue employment at any time, with or without
cause or reason, but the employee needs to provide a written two weeks notice. Continued employment is subject to satisfactory job
performance and to the availability of funds and work. When specific terms
and/or durations of employment are necessary, the Human Resources Department
will arrange the terms.
Hiring Policies
Affirmative
Action
Rekrow Construction
Company is an equal opportunity employer in all phases of employment. As such, the Company has a moral and legal
obligation to provide a work environment in which employment opportunities are
open to all qualified individuals without discrimination on the basis of race,
color, sex, age, religion, national origin, disability, or veteran status. These conditions will be maintained for
initial employment as well as continuing employment and individual advancement.
Day Labor
There are two types of general day labor that are typically utilized by construction companies:
A labor agency provides a service by maintaining lists of eligible workers and when needed, a request is made, and workers are then dispatched as needed. Furthermore, payment is made to the agency and the agency pays the workers. Here at Rekrow Construction Company, only workers from labor agencies are employed.
In general industry terms, day labor from the street usually are paid low, offer scarce employment possibilities, and workers usually experience minimal benefits. In addition, there have been many reports of exploitation by labor agencies and contractor. Moreover, these kinds of workers are NOT allowed by this company or by our subcontractor.
Employees
will be responsible for seeking clarification on their responsibilities and
expectations. They should also seek input and improvement in their own
performance and would be responsible for their own development.
Supervisors will ensure
that each employee is provided a current job description, and that the employee
fully understands their responsibilities. They should provide regular feedback
on employee performance to highlight where improvement is needed to the
employee and be available for dialogue. Supervisors should also prepare a
formal written evaluation of the employee’s performance twice annually
and should maintain an open-door environment to
employees concerning progress and performance issues.
The Human
Resource Department will oversee the performance evaluation process to ensure
its effectiveness and shall make recommendations to management of any needed
changes. The Human Resource Department will update and administer the
employee-training program to ensure employee knowledge and skills are in Rekrow
Construction’s accordance with the job requirements.
Promotions and Reclassification
of Position
At Rekrow
Construction, we will attempt to fill vacancies from within. It is our policy
to promote employees in all job classifications in Rekrow Construction’s
accordance with our equal employment opportunity policy, meaning we shall do so
without regard to race, color, religion, age, sex, national origin, sexual orientation or
handicap.
Applicants
for promotion shall be evaluated based on:
The
respective department managers and the Human Resource department shall handle
promotion within a department or between departments and the individual
informed of the outcome.
Employment Application Form
Personal
Information
First
Name: _____________________________
Middle
Name: ___________________________
Last
Name: _____________________________
Social
Security Number: __________________
Street
Address: ______________________________
City:
Home
Phone: _________________
Business
Phone: ______________
Have
you ever applied for employment with us?
Yes:
_______ No: _______ If yes, when? ____________________________
Position
Desired
Title:
_______________________________________
Desired
Salary: $_______
Work
Eligibility
Are you
eligible to work in the
Are you
available to work holidays? Yes: _______ No: _______
When
will you be available to begin work? ______/______ (Month/Year)
Are you
15 or older? Yes: _______ No: _______
Have
you been convicted of or pleaded no contest to a felony within the last six
months? Yes: _______ No: _______
If yes,
please explain: _________________________________________
___________________________________________________________
Have you been convicted of,
pleaded guilty to, or pleaded no contest to, an act of dishonesty, or breach of
trust or moral turpitude, such as misdemeanor petty theft, burglary, fraud,
writing bad checks, and other related crimes within the last five (5)
years? (Conviction of a crime, or
pleading guilty to a criminal charge, will not necessarily disqualify you from
the job for which you are applying. Each conviction or plea will be considered
with respect to time, job relatedness, and other relevant factors.)
Yes:
_______ No: _______
If yes,
please explain: _________________________________________
___________________________________________________________
Do you
have other special training or skills (additional spoken or written languages,
computer software knowledge, machine operation experience, etc.)?
_________________________________________________________
_________________________________________________________
How did
you hear of our organization?
___________________________________________________________
___________________________________________________________
Availability
Days
Available
Sun.
____ Mon. ____ Tues. ____ Wed. ____ Th. ____ Fri. ____ Sat. ____
Total
Hours Available: _______ Hours Available: from _______ to ______
Education
High
School:
Did You
Graduate? Yes: _______ No: _______ Degree: _________________________
College:
Course
of Study: ________________________________ # of Years Completed: _______
Did You
Graduate? Yes: _______ No: _______ Degree: _________________________
Employment
History
Please
give accurate and complete full-time employment record. Start with present or
most recent employer. Include military experience if applicable.
Position
#1
Company
Name:
Company
Phone Number: ________________________
Job
Title: _____________________________________
Name of
Supervisor: ____________________________
Employed
(Month and Year) From: _______ To: _______
Hourly
Pay Rate: _______
Describe
your work: __________________________________________
__________________________________________________________
May we
contact this employer? Yes: _______ No: _______
If not,
why not? _______________________________________________
Reason
for leaving: ____________________________________________
Position
#2
Company
Name:
Company
Phone Number: ________________________
Job
Title: _____________________________________
Name of
Supervisor: ____________________________
Employed
(Month and Year) From: _______ To: _______
Hourly
Pay Rate: _______
Describe
your work: __________________________________________
__________________________________________________________
May we
contact this employer? Yes: _______ No: _______
If not,
why not? _______________________________________________
Reason
for leaving: ____________________________________________
Position
#3
Company
Name:
Company
Phone Number: ________________________
Job
Title: _____________________________________
Name of
Supervisor: ____________________________
Employed
(Month and Year) From: _______ To: _______
Hourly
Pay Rate: _______
Describe
your work: __________________________________________
__________________________________________________________
May we
contact this employer? Yes: _______ No: _______
If not,
why not? _______________________________________________
Reason
for leaving: ____________________________________________
Agreement of the Transfer of Information
I
declare the information provided by me in this application is true, correct,
and complete to the best of my knowledge. I understand that if employed, any
falsification, misstatement, or omission of fact in connection with my
application, whether on this document or not, may result in immediate
termination of employment. I authorize you to verify any and all information
provided above.
I
acknowledge that employment may be conditional upon successful completion of a
substance abuse screening test as part of the Company's pre-employment policy.
I acknowledge that if I become
employed, I will be free to terminate my employment at any time, for any
reason, and that Rekrow Construction retains the same rights. No Rekrow
Construction Company representative has the authority to make any contrary
agreement.
Signature:
________________________________________Date: __________
Printed
Name: _________________________________________
Recruitment, Interviewing, Hiring
Procedures
All
recruitment processes begin with the identification of open positions. All
recruiting activities of applicants must be conducted in light of company
policies on Equal Opportunity Employment. All willing applicants are required
to sign a release permitting a criminal background check, which will be
completed before any interviews are conducted. Information collected about
candidates shall be considered private and confidential.
Supervisory
field personnel in coordination with the Human Resources Department may conduct
recruitment for short-term field positions.
For
long term or career positions, applications from current employees will be
considered first. Applications from the public will generally be considered if
a current employee is not selected to fill the position. A representative from
Human Resources will interview potential candidates. The immediate supervisor over the open
position will make the final decision before any offer of employment is made.
Additional interviews with other personnel are optional at the discretion of
management over the position and of the Human Resources department. Human
Resources and the appropriate management personnel concerning the applicant’s
suitability for the position may make offers of employment to a candidate only
after agreement.
All
information on a candidate’s application should be checked prior to a job offer
being made. Falsification of data on an application or on a resume is
sufficient grounds for rejecting a candidate. If falsification of application
data is discovered after the applicant has been hired, that is sufficient
grounds to terminate the employment, irrespective of the employee’s
probationary status or other contractual agreements.
Medical
Examinations
Medical examinations will
be required for all field personnel to insure personal safety and safety for
fellow workers on site. All employees
will be required to show proof of a recent physical exam in the form of a
letter from an approved physician. The
insurance company of Rekrow Construction Company requires proof of physical
exam conducted by a licensed physician.
If it proves necessary or if an incident occurs where a mental
examination would be required, one must be completed by license professional to
ensure stability and safety in the workplace.
If an individual exhibits behavior that would deem the employee a danger
to themselves or other co-workers a mental examination may be required.
Background Checks
The Company is committed to providing a safe
workplace. A criminal background check
is required for all new hires that will be assigned to positions of
responsibility. Any past infractions of
the law may eliminate the potential for future employment depending on the
severity of the infraction itself.
Probationary Period
All
new employees must serve a probationary period of not less than 90 days, during which their performance and general suitability
for employment are evaluated. Individuals hired into term appointments for one
year or less are not required to serve a probationary period. Employees who are
rehired after a break in service, whether or not they previously completed a
probationary period, must serve a new probationary period unless they are hired
in a position which they previously held and for which they previously
completed a probationary period. The
probation period may be extended for medical/maternal leave.
The
supervisor is responsible for monitoring the progress and performance of any
probationary employee throughout the probation period and providing written
documentation to that employee in a proper manner. This progress report will
normally take place close to the midpoint of the probation period. However, if at any point in the probationary
period, the employee is not meeting expectations, the supervisor must advise
the employee, and confirm this advice in writing, that the employee is not
meeting expectations. If the employee does not show improvement, the supervisor
will release the employee, with the concurrence of the appropriate Manager, in
accordance with company policy.
An
employee who satisfactorily completes the probationary period will be notified
in writing by the supervisor that regular-employee status has been attained.
Under
unusual circumstances, the employee's probationary period may be extended with
the concurrence of the appropriate Manager. Such an extension will be for a specific
time not to exceed three years. The employee will be informed in writing of the
reasons for and the period of extension.
Rehires
Any rehiring of field personnel will depend on the
conditions in which the individual initially left the previous employment
period. Rehiring will also depend on
past work performance. A higher priority
may be given to individuals who have previously worked for the company
regarding eligibility of rehiring.
Nepotism
Rekrow Construction Company will
not allow employees who are relatives to hold supervisory positions over one
another. Relatives must be in separate
departments within the company, unless they are of equal stature within the
company (i.e. each relative is at the vice-president level).
Referrals
Rekrow Construction Company will
offer a referral bonus to an employee for each salaried referral hired. Referrals can reduce recruitment costs and
fees incurred by the company. For employees
at the Project Manager or Estimator level, a bonus of $500 will be paid. For all other salaried employees, a bonus of
$250 will be paid.
Rekrow Construction
Company will not offer a referral bonus for referrals classified as the
following:
·
Former employees
·
Agency referrals
·
Applicants from the
past 90 days
·
Employees at the
vice-president level and above
Raises/Pay Adjustments
Based on
our bi-annual performance evaluations, an employee could be eligible for pay
adjustment. Management will consider an employee’s professional skills, years
of experience with the company and external factors such as the CPI (Consumer
Price Index) in deciding on the amount of pay increase.
Field Managers
Worker Orientation
Use this guide to assure consistent communication about key
information new employees needs to enter into work with Rekrow Construction
Company and be successful. The
New Employee Orientation Tool is useful at the conclusion of new employee
orientation to validate their understanding of
pertinent information. If you need help,
the Human Resource Department can answer questions or get materials for you.
Day One
Rekrow Construction Company Employee Handbook
The handbook should be
given to the employee on their first day of work. The new employee will be allowed time during
the next week to review the information.
The Rekrow Construction Company Employee Handbook is available from the
Office of Human Resources.
Information Security
The
employee will be informed about password security and related Rekrow
Construction Company Information Security policies and how to access current
versions on the company’s website.
New Employee Payroll Packet
This
packet contains the insurance and benefits information as well as payroll forms
(e.g. W-2). This information should be given to employee on their first day of
work with time to review and complete forms.
Payroll provides a monthly statement for new employees regarding
insurance benefits, payroll and time reporting.
Insurance Programs
It
is very important that employees receive insurance information
immediately. Filling out and submitting
Insurance enrollment information may affect the starting date of their
benefits.
Salary/Benefit Information
Employees
need to know their starting wages, when pay raises occur (merit increases and
cost of living increases), and pay dates.
Employees must be assured of receiving
information regarding Worker’s Compensation, Profit Sharing Program, Dental and
Vision Plans, Paid Vacation, 401K, and Life Insurance.
Accrual and Leave Usage
Review
vacation and sick days, comp time and personal
business leave. Make sure employees understand the process for using vacation,
sick, comp time, and personal business leave.
Emphasize the need to request time off in advance for vacation, comp
time, personal business, and when possible sick leave. This is also a good time to discuss
requirements around tardiness, and absenteeism.
Union Information
Union
Stewards are to be granted reasonable time to orient new employees to the
Work Schedule/Breaks/Overtime
Managers
should discuss with employees their work schedule, when they should take and
length of breaks, and prior approval needed for any overtime worked. There should be a discussion with employees
about schedule changes, meetings or trainings that are out of the office and
making sure the manager is knowledgeable about where the employee is.
Parking
Insure
the employee is given information about where to park their personal car and
any rules related to parking.
Week One
Rekrow Construction Company
Rekrow
Construction Company has developed a video message from the Chief Executive
Officer, welcoming the new employee, covering mission, goals, values, valuing
diversity, and a brief overview of the department. This video is approximately
10 minutes in length.
Office Communication
The
new employee is informed of how information is communicated in the office and
how information is shared with them and others.
Equipment Usage
Review policy on use of company property/equipment. For employees working in the jobsite trailer, provide training on use of fax machine, copy machine, and any other equipment the employee will be operating. For field employees, provide requisite training for any tools they will be working with on the job.
Personal Telephone Calls
Telephones in the jobsite trailer
are necessary in the day-to-day operations in the construction industry. Lines
must be kept open at all times for the convenience of customers and clients. A
phone will be set up at each jobsite for limited use for emergency calls. Personal use of
the phone is limited and shall be held to a minimum.
Voice Mail
Field
Personnel who are provided cell phones or jobsite office telephones must follow company guidelines when setting up their voice mail message.
An employee outgoing voice message must include or ask for: your name, company
name, their name, their number, and a brief message. All individual greetings will end with instructions on how
to revert to a back-up person. Example: Hello, this is (your name); it is
Wednesday, February 12th. I am not in the office today, so if you would like to
leave me your name, number, and a brief message, I will get back to you
shortly. If you need immediate assistance, please dial XXX-XXXX.
Voice messages must be changed to
accommodate for employee changes and leave. Messages must be changed within 3
days of any permanent change and 1 day prior to any temporary leave.
Emergency Procedures
Insure
employee reviews the Emergency Action Handbook.
Making sure the employee knows the evacuation route. The Emergency Action
Handbook is at the Human Resource Department.
Position Description
The
manager needs to review the duties and purpose of the position with the
employee. The employee and manager need to sign the position description and
submit to Human Resources within one week.
Performance Appraisal
The
manager informs the employee how often (at the end of trial service and every six
months thereafter) a performance appraisal is done, cover how feedback is
given, and if you have regular confers with the employee. Let the employee know
what areas are covered in the performance appraisal (teamwork, communication,
attendance, etc).
Policies that govern your work
Insure
employees have received appropriate policy manuals, how to access policies
on-line when possible, and office policies that may impact the employee.
Diversity
Managers should have a
discussion about diversity. The department strives to create a work environment
that values, respects, fosters and celebrates differences for employees,
clients, patients, and customers.
Confidentiality
Managers
are responsible to insure employees understand the privacy policies and their
responsibility for keeping client information safe and confidential.
Conflict of Interest Policy
Managers
are responsible to ensure employees understand the policy and their
responsibilities in reporting potential conflicts of interest.
Safety and Health
Ensure
employee is informed of local procedures for reporting incidents, threats or
violence. It is important for employees to identify potential safety issues on
the job and report these to their manager.
Harassment
Inform
employee that Discrimination, Harassment, and Work Place Violence are
unacceptable and will not be tolerated. Ensure employee understands how to
report Discrimination, Harassment, and Work Place Violence and reviews the
policy in the employee handbook.
Drug Free Workplace
Inform
employee that coming to work under the influence or drugs or alcohol at work
can be grounds for dismissal. Ensure employee reviews the policy in the
employee handbook.
Reasonable Accommodations
The
workplace provides equal access to all employees and applicants regardless of a
disability. Reasonable accommodations
may be provided if appropriate. Further,
alternate formats are available to persons with a physical or mental impairment
that substantially limit their ability to communicate in regular formats.
Employees need to request accommodation and may be asked to provide medical
documentation.
Ethical and Appropriate Conduct
Compliance with the Law
Rekrow Construction Company complies
with all federal and state employment laws, and expects all employees to comply
with all federal and state laws. It is essential condition of employment
that each employee represents the Company to the best of their ability at all
times.
Employee Conduct
It is
the policy of Rekrow Construction Company to foster an environment in which
employees feel comfortable raising issues and complaints relating to
wrongdoing, misconduct, or performance issues.
When
more serious conflicts arise, the Company may conduct an internal investigation
of these matters.
Sexual Harassment
Sexual Harassment is a serious and on-going problem in the construction industry and Rekrow Construction Company takes every effort to work against this practice. Sexual harassment in any form will be considered grounds for disciplinary action and possible termination.
Sexual harassment is harassment of a sexual nature, typically in the workplace or other
setting where raising objections or refusing may have negative consequences. In
American employment law, it
is any unwelcome sexual advance or conduct on the job, having the effect of
making the workplace intimidating,
hostile or offensive. Similar definitions have been established for academic
environments. Sexual harassment is considered a form of illegal discrimination and a mild
form of sexual and psychological abuse. Sexual Harassment includes but is not limited to:
·
Whistling at another
person in an intimidating manor
·
Conversing in
inappropriate dialogue including sexual issues
·
Displaying, by
accident or intentionally, material of a graphic nature
Dress Code
The dress code policy pertains to
all employees within all positions and departments of Rekrow Construction
Company and should be in accordance to the following standards:
When dressing, employees should exercise discretion, keeping in mind all appointments with customers. Employees are prohibited from wearing clothing that may offend or cause someone to feel uncomfortable.
Jobsite attire must adhere to
company safety policies and OSHA standards. Long pants, boots, hardhats &
safety glasses, and shirts with a minimum 3” sleeve are standard articles of
clothing required on all Rekrow Construction Company jobsites. Once again,
employees are prohibited from wearing clothing that may offend or cause someone
to feel uncomfortable.
Ethical Conduct
Code of Ethics
Rekrow
Construction Company observes a strict code of ethics, which is expected to be
followed by all of its employees. This
code includes all of the following:
Gift Acceptance
Rule
Rekrow
Construction Company employees may not, directly or indirectly, solicit or
accept a gift unless it is of nominal value (less than $20) or it is for the
benefit of all field personnel with the permission of the Project Manager.
A gift is
defined as a gratuity, favor, discount, entertainment, hospitality, loan,
forbearance, or other item having monetary value. It includes services as well as gifts of
training, transportation, local travel, lodgings and meals, whether provided
in-kind, by purchase of a ticket, payment in advance, or reimbursement after
the expense has been incurred.
Procedures to
Report Unethical Behaviors
The company is committed to providing a workplace free of
unethical conduct and shall take proper measures to maintain its ethical
environment. Any employee that suspects
a co-worker of unethical behavior should file a complaint to the Human
Resources Department, where a panel shall be assembled to judge the unethical
concern in question. If the behavior is
deemed unethical, a cease and desist order shall be issued and the unethical
employee dealt with in the appropriate fashion.
All forms must be signed and will be kept confidential.
Employment Conduct
Theft Incidents
Rekrow Construction
Company is a company that provides a safe environment for all of the
workers. As such, the Company and its
employees make the commitment that no employee or applicant for employment will
display inappropriate conduct involving theft.
Rekrow Construction Company will take immediate action to ensure that
employees are secure and that employees witnessing theft incidents will have
the ability to report them with full anonymity.
Policy on
Theft
Rekrow Construction Company is committed to providing a
workplace free of misconduct involving theft.
Those caught in the act of theft or viewed by other individuals will be
subject to suspension or termination as to the discretion of the company. Authorities may be contacted by the company
and charged to the fullest extent.
Theft
includes conscience misplacing of company items. Items that are of higher
nominal value (e.g. dozer) may not be removed.
It is the discretion of the company as to the severity of the
theft. Items taken may only be of small
nominal value (i.e. paper clips) being taken for reasonable personal use. It is the discretion of the company as to the
proper amount allowed for personal use.
Actions deemed unacceptable by the company might be subject to
suspension, termination of employment, or criminal prosecution..
Those witnessing
theft of expensive items are encouraged to report the incident to the proper
management. Rekrow Construction Company
will secure full anonymity to all parties involved after witnessing theft
incidents.
If
a theft incident is clearly witnessed (not assumed or accepted by word of
mouth), contact authorities immediately.
Contact company officials with accurate descriptions of the theft
incidents including items taken, amounts, sizes, colors or any other important
information that could be used to recover the items.
Copyright Policy
Company Name
Rekrow Construction Company is a company that
provides a secure environment for all of the workers. As such, the Company and its employees make
the commitment that no employee or applicant for employment will display the company
name or symbol without the consent of the company. Rekrow Construction Company will take
immediate action to ensure that employees are secure and that employees
violating these rules will be suspended or terminated.
Policy on
Misuse of Company Name and Symbol
Rekrow Construction Company is committed to providing a
workplace free of misconduct involving copyright. Those caught in the act of copyright use not
deemed acceptable by the company will be subject to suspension or termination
as to the discretion of the company.
Authorities may be contacted by the company and the individuals will be charged
to the fullest extent.
The company name is under the
Smoking Policy
A copy of
the Rekrow Construction Company Smoking Policy is made available in the
employee orientation pack provided to new employees at the time of hire. Copies
are available in the field offices and could also be obtained from the Human
Resources Department of the home office.
No-Smoking Areas
In
accordance with State Laws, smoking is prohibited in areas shared by the
public. In addition, Rekrow Construction Company prohibits smoking in:
Certain
common areas shall be no-smoking areas, including[1]:
“No-smoking”
signs shall be posted at appropriate areas. If no signs are posted on a
construction site, as owners would sometimes require, smokers should use their
discretion. In the event of conflicts, the preferences of non-smoking employees
shall prevail. Managers should seek quick resolution to such conflicts.
Disciplinary action will only be necessary if an employee continually violates
this policy or does not heed to requests to stop smoking, if in a non-smoking
area.
Designated Smoking Areas
Where
possible, appropriate designated smoking areas will be identified in office
buildings or in the field and made available to smokers. Such smoking areas
should be ideal and should have adequate ventilation.
Cigarette Disposal
Smokers
should ensure cigarette butts are completely extinguished and disposed off in
appropriate receptacles where available or into common disposal unit.
Implementation
Department
Managers and Project Managers shall ensure the strict implementation of this
policy in their respective departments and on projects.
Rekrow
Construction Company requires all visitors to our offices to report first to
the front desk to meet the receptionist. In the event the receptionist is
unavailable, visitors would wait until any available employee attends to them.
Visitors
to the field must first report to the field office. Visitors needing site tours
must:
In
addition, visitors on tour of the field shall be informed of safety hazards,
emergency procedures and location of exits in work areas.
The
company shall not be liable for any injury to visitors on any Rekrow
Construction Company site. Visitors are therefore reminded that their decision
to tour will be at their own risk.
Strictly
no minors (below 15) will be tolerated on any Rekrow Construction Company site.
Minors in our offices must be constantly supervised and should not be allowed
to toy with equipment/materials.
No open
food will be acceptable in work areas, and this applies to both office and
field employees. Food shall be eaten only at designated break areas, or away
from work areas.
In
offices, use only beverage containers with tight lids to avoid spills. In case
of any spill, wipe clean immediately with appropriate aids and if necessary,
place caution signs and arrange for mop up.
Ensure
waste is cleared after eating and dispose off in appropriate receptacle. At Rekrow
Construction Company, we strive to maintain a clean work environment.
Disciplinary Policy
A. Rekrow Construction Company has established a disciplinary action policy to provide for employees a fair, clear and useful tool for correcting and improving performance problems, as well as to provide a process to assist management in handling cases of unacceptable personal conduct.
B. This policy is administered in a manner that is equitable and free of unlawful discrimination throughout the Department.
Applicability
This policy applies to employees who have attained career status as follows:
Career status will be accorded every current employee who has a permanent appointment and has been continuously employed by the Company in a position subject to the Personnel Act for the immediately preceding 3 months.
General Provisions
New employees will be informed of the disciplinary policy and procedure during employee orientation sessions. Complete policies are available upon request from the Personnel Office.
In order to ensure
the fair and consistent treatment of employees committing similar infractions
throughout the department, supervisors and managers shall discuss any
disciplinary action with the Personnel Director or their representative before
action is taken.
Additionally, the
Personnel Director or their representative must review the draft of the written
disciplinary action before it is delivered to the employee.
Guidelines
A. Verbal Warning
In cases of unsatisfactory job performance, a verbal warning is the first type of disciplinary action that an employee may receive.
B. Written Warning
1. After giving a verbal warning (that must be documented), if unsatisfactory job performance continues, a written warning is the type of disciplinary action that an employee may receive. After the first unsatisfactory job performance warning, a supervisor may give additional written warnings or a higher level of disciplinary action.
2. The supervisor may give a written warning for inefficient job performance or unacceptable personal conduct. However, this policy does not require a written warning before management takes other disciplinary action in these types of cases.
3. All written warnings shall include the following information:
(a) State that it is a warning.
(b) Tell the specific conduct or performance that is the reason for the warning.
(c) Tell the specific performance or conduct improvements that must be made.
(d) Tell the time within which the employee must show improved performance or conduct. If the warning does not include an improvement or correction time frame, the time frame is 6 months for unacceptable job performance and two weeks for grossly inefficient job performance or unacceptable personal conduct.
(e) Tell the consequences of failing to make the required improvements/corrections.
(f) Tell the employee that the warning is not able to be appealed.
C. Disciplinary Suspension
without Pay
Time periods to be used for disciplinary suspension without pay are as follows:
1. Employees subject to overtime compensation provisions of FLSA must be suspended for a minimum of 1 workday and a maximum of 2 workweeks.
2. Employees exempt from overtime compensation provisions of FLSA must be suspended for a minimum of 1 workweek and a maximum of 2 workweeks.
D. Inactive Disciplinary
Action
A disciplinary action becomes inactive when one of the following occurs:
1. The manager or supervisor documents in the employee’s file that the reason for the disciplinary action has been resolved or corrected.
2. For performance related disciplinary actions, the performance evaluation process documents a summary rating that reflects an acceptable level of performance overall and satisfactory performance in the area cited in the warning or other disciplinary action.
3. Six months have passed since issuance of the warning or disciplinary action, the employee does not have another active warning or disciplinary action which occurred within the last six months and the supervisor has not issued to the employee an extension of the period.
Following any one of the above, an employee may request that the disciplinary action be removed from the personnel file. This request must be submitted to the appropriate supervisor.
Training Policy
Purpose
Rekrow Construction Company
has established requirements and procedures to fulfill its statutory training
requirements, as well as enable the company to focus training efforts for the
purpose of reducing accidents, occupational injuries and occupational
illnesses.
General Requirements
A. Rekrow Construction
Company shall develop and maintain a safety and health training plan for each
OSHA operation, as required by each of the respective parts of 29 CFR and as
defined in each respective section of the most current Safety and Health
Compliance Advisory.
B. The site manager of
each operation shall ensure that the training plan for the site is strictly
adhered to and that all training is documented.
C. All OSHA safety and
health training provided by Rekrow Construction Company shall conform to the
company’s safety and health training plan as defined in each respective section
of the most current Safety and Health Compliance Advisory.
D. Information
contained in the Safety and Health Employee Handbook shall be used as a
resource for safety and health training.
Training
E. Employee training shall be provided for field employees in:
Blood
borne Pathogens
Emergency Action Plan
Hazard Assessment and
Personal Protection Equipment
Hazard Assessment and
Respiratory Protection
Hazard Assessment and
Hearing Protection
Hazard Communication –
MSDS
Incident Communications
Lifting Device Inspection
Lockout/Tagout
Machine Guarding
Mobile Equipment – Brake
Repairs and Testing
Pre-operation Inspections
Proper Lifting Techniques
Silicosis
Walking/Working Surfaces
Monitoring and
Enforcement
Safety personnel will
monitor and enforce the training of employees. Supervisors and/or employees who
refuse to adhere to training requirements shall be subject to disciplinary
action.
Record Keeping
A. The
site manager or a designee shall maintain all training records.
B.
Training shall be documented by means of Rekrow “Training Documentation Forms”
and/or Rekrow “Safety Meeting Forms” and a copy shall be placed in each
employee’s file (see Part II, Training). Training records shall be retained for
a period of five years from the date of the training and shall include the
following information:
Employee’s
name
Date of training
Outline describing the
training material
Signature of trainer
documenting that training was provided
Signature of employee
documenting that training was received
Structured
Training
Structured
Training is a program through which:
A. Competencies to be
acquired are specified,
B. Learning is
planned, organized and sequenced in order to assist the
apprentice/trainee/cadet achieve workplace competence
C. Methods of training
delivery appropriate to the achievement of competence are chosen
D. Quality training
resources are used to assist the apprentice/trainee/cadet learn
E. Assessment events
are planned and undertaken at appropriate points throughout the training
Upskilling
Upskilling is defined as
the training of existing workers engaged in on-site building and construction
work where it culminates in a nationally endorsed building and construction
competency and/or qualification. The training must be provided by a training
organization that is registered with a state/territory Training Authority.
Employee Satisfaction Evaluations
Employee satisfaction with the
company’s operations and policies are extremely important in order for
operations to run smoothly. In depth
evaluations will be given every other month with each form created to ask
specific questions from the different areas of employees in the firm. There will also be an area to write in
comments or complaints about the job.
These forms will be reviewed and the answers to the complaints or
changes in company policy will be posted on the web site. Evaluations will be taken very seriously and
be answered in order to increase work satisfaction and efficiency.
Leisure Time Activities for Employees
The employee’s teamwork is important
for the company to succeed and thrive. A
good way to increase the quality of the teamwork is through leisure activities
in which the employees work together. No
leisure activities will happen during work hours but the company will sponsor
teams on weekends and weeknights including basketball, football, baseball, and
soccer. Any of the company’s employees
can join as few or as many of these teams as they like. All of the events for these sports teams will
not conflict with company operations.
These teams should increase unity and team work among the different
employees in this company.
Public Relations Policy
Under no circumstance shall an
employee not specifically designated talk about private company operations or
internal matters. There will be a
specific company spokesman hired in order to disseminate information to the
press. All official company information
shall be delivered through the spokesman.
The decision for what information is released should be left to the
mangers of the different areas on what the news is about. Public relations are important to the
company’s public perception and all information must go through the spokesman.
Leaving the Firm (Voluntary or Involuntary)
When employees leave the firm many times there can be a lot
of tension and hurt feelings involved so the policies on leaving the company
are very strict. All Voluntary decisions
by the employees to leave the firm need at least 2 weeks notice in order to
find a replacement for the job that individual was doing. The more notice of the resignation by the
employee, the better. All firing by the
firm will be effective immediately. Leaving the firm will be peaceful or the
police will be called in order to ensure order.
Employees leaving from the firm whether it is voluntary or involuntary,
it is extremely important to make it as smooth as possible.
Company Surveys to get suggestions for
Improvements
Improvement surveys are a critical part of this firm’s process because they can help to make the company more efficient and increase profits. The forms will be given out in the front of the company’s office at the employee’s convenience. These forms will be turned in at remote location on company grounds, which will have easy driving access. Upon implementation the employee that gave the suggestion will be notified, but the other employees of the firm will still have no idea who gave the suggestion. If the suggestion is implemented and is successful at saving the company money, 40% of the saved money will go directly to the person who gave the suggestion. The incentives of making more money personally and no disincentives of the other employees getting mad at you for your suggestion the system should work smoothly. This process should be the most successful at making everyone at the company the most money.
Payroll and Benefits
Contributions to Family Medical Expense Accounts
Rekrow
Construction Company will match any pre-tax earning contribution from an
employee for family medical expenses up to $200 per year. These contributions go toward medical and
dental coverage for an individual or entire family.
Contributions for Commuting Expenses
Rekrow
Construction Company will reimburse any employee for commuting expenses when
job related activities are involved.
These expenses include commutes from the main office to jobsites or any
office related to a past, current, or future job. Rekrow Construction Company will not
reimburse employees for normal commutes from their home to the main office.
Stock Options
Rekrow
Construction Company offers employees the option to buy into a stock option
plan that includes the company’s stock.
Employees that have been with Rekrow Construction Company a minimum of
one year may opt for this program. These
employees are also eligible for stock bonuses during the performance evaluation
period.
Full and Partial Vesting
Rekrow Construction Company offers vesting to an employee
that has been with the firm for a period of no less than two years. No partial vesting is provided. After two years, employee is fully vested and
any Company contributions are owned by the employee.
General Policy
Company Information
Rekrow Construction Company
is a company that provides a secure environment for all of the workers. As such, the Company and its employees make
the commitment that no employee or applicant for employment will display the
company name or symbol without the consent of the company. Rekrow Construction Company will take
immediate action to ensure that employees are secure and that employees
violating these rules will be suspended or terminated.
Restrictions
on sharing of company information and records
Confidentiality
of information in personnel files and company records
Those caught in the act of misuse not deemed acceptable by
the company will be subject to suspension or termination as to the discretion
of the company. Authorities may be
contacted by the company and charged to the fullest extent.
Company
information and records may not be distributed in any matter and must remain
confidential. Upper management handles
the proper use of company confidential information and records. Personnel files may only be handled by proper
management officials and may only be viewed by employees requesting their own
personal files in writing to upper management who may decline the request. It is the discretion of the company as to the
improper use of the company name and symbol.
Actions deemed unacceptable by the company might be subject to
suspension or termination of employment.
Union
Work Rules
Rekrow
Construction Company is an open shop employer. However, there may be union
Subcontractors on some of the projects completed by Rekrow Construction
Company. The opportunity to join a union is given to all employees of Rekrow
Construction Company given they follow the guidelines set forth by the NLRB. Election of representatives for the unions formed
must also follow guidelines given by the NLRB.
Procedures
To Follow When Establishing A Dual Gate System
Rekrow Construction Company requires on any given project
where there will be a Union subcontractor that a dual gate system must be
provided. Employees of Rekrow Construction Company must enter and exit through
the primary gate and not interfere with the union gate.
Dual Gate, Reserve Gate, or Two Gate System is a procedure under the National Labor Relations Act
which isolates a disputing union and employer, thereby allowing other neutral
contractors to continue working.
Union Gate
is the entrance used by the union members who are employers, employees or
material suppliers.
Primary Gate
is the entrance used by non-union employees of Rekrow Construction Company and
any non-union subcontractors on the jobsite. This is the gate that their
material non-union suppliers will also be required to use.
Gate Contamination is when a non-union employee enters the jobsite through
the union gate. The gate is considered to be contaminated.
Setting
up a Dual Gate System
A. Plan
ahead for gate locations, which are wide enough and easily accessible for
employees and suppliers to use the gates.
Generally, gates should be widely separated with the primary gate
(used by primary employer and other non-union subcontractors) in a prominent
location.
B. Have
the gate signs printed ahead of time.
The language used on the Primary Gate ─ that is, the
one which will be used by the non-union employer, should read as follows:
PRIMARY GATE
This
gate is the sole and exclusive entrance of (non-union companies’ names), their
employees, agents and suppliers. Only
union companies’ employees, agents and suppliers are permitted to use the other
gate/gates located at (insert street or other identifying location).
The “primary gate” heading and message below should be in
large letters which can be easily read from a distance.
The language used on the Union Gate ─ that is, the
one which will be used by union subcontractors, should read as follows.
UNION GATE
This
gate is to be used exclusively by (union companies’ names), its agents and
suppliers only. No other persons may use
this entrance.
C. Install
primary gate and union gate. Set up
directional information if necessary.
D. Take
pictures of both gates in place and note the time and date in the daily log.
E. Immediately
notify the union representative that neutral gate has been established and send
a diagram with the location of gates.
This should be sent by certified mail or email.
F. Maintain
the dual-gate system properly.
1. Make
sure union gate remains “uncontaminated.”
2. If union
claims that union gate is “contaminated”, contact the union representative to
determine nature of “contamination.”
Either deny gate violation or take steps to ensure that it will not
happen again. Notify the union by
certified letter that neutral gate is now “clean".
G. Arrange a preconstruction meeting to inform all parties of the dual gate
system and the proper use of each gate.
General Preparation For Any Job
Site Incident
A. Have
this manual available.
B. Record
incidents with a digital camera.
C. Have
an updated daily log on site.
D. Have
a job site diagram available, which defines the job site and all methods of
ingress and egress.
Field Supervision Procedures To
Follow When Establishing A Dual Gate System After Picketing Occurs
When picketing occurs on the job site, the following steps
should be taken by field supervision to assure that the Union Contractor(s) not
directly involved in the dispute can continue working.
First
Day of Dispute – Picketers Arrive Before Starting Time
1.
Question the picketers
as to “Why are you picketing?
2.
Inform the Rekrow
Construction Company main office and the NLRB of the picketing.
3.
Document in the daily
log of the picketing time of all conversations and events with the Union
representatives with respect to the picketing.
Specifically record what is written on the picket sign.
4.
Take pictures of the
picket sign, if possible.
5.
If the picketing
involves a subcontractor, check with the subcontractor to determine the nature
of the dispute.
6.
Contact the Unions by
phones that are responsible for manning the project. Indicate that a neutral gate will be
established prior to starting time the following morning. State the location of the neutral gate. Further, request that the business agent
appear at the job site at the starting time the following morning. State to the business agent that, “Your
7.
Send an email or fax
to Unions of General Contractor.
8.
Send an email or fax
to
9.
Send an email or fax
to
10.
Send an email or fax
to picketed subcontractor.
11.
Prepare signs for the primary
gate (Gate “A”) and the union gate (Gate “B”).
12.
Prior to starting time
on the second day, pictures should be taken of the gates and signs. A diagram of the project gates should be
prepared.
13.
A Company representative
or security guard should be selected to monitor the gates to insure that the
gates do not become “contaminated,” especially at shift starting times and
during deliveries.
Work Schedule
Starting Time
Employees
of Rekrow Construction Company are expected to arrive at work five to ten
minutes before they are scheduled to prepare for the work day. The starting
time for field personnel is at 7:30 in the morning.
Regular Work Hours
The
normal workday is eight (8) hours for non-exempt, with 40 hours being a normal
work week. Rekrow Construction Company work hours are from 7:30 a.m. to 4:00
p.m. for field personnel daily, Monday through Friday. Supervisors may require
or approve alternative schedules. Exempt employees generally work the same hours, but may be
required to work more hours as the work dictates. While you are generally
expected to work the number of hours stated above, Rekrow Construction Company
does not guarantee that you will actually work that many hours in any given day
or week (or to be paid for such hours if you do not work that many hours).
Breaks and Meal Period
Two
fifteen minute breaks will be provided to all employees during each work day.
The tentative times for these breaks will be approximately 9:00 a.m. and 2:30
p.m. Crews are expected to take their
breaks approximately at these times, but work conditions will dictate the exact
times. There will be no job-wide signal regarding the break times as these will
be taken as deemed appropriate by the individual crew foremen. These break times that are given are subject
to change due to the importance of the work being performed at that time. (i.e.
if concrete is being poured the break will be scheduled before or after the
given time above.)
·
Break time may not be
added to the lunch hour or other off-duty time.
·
Break time cannot be
accumulated to provide for a prolonged time-off period.
·
Break periods should
not occur at the beginning or conclusion of the work day.
One
thirty minute unpaid lunch period will be provided to all employees of Rekrow
Construction Company. This meal period will require the employees to provide
their own lunch on the jobsite. Also there will be no tolerance of ordering
food to be delivered to the jobsite.
Unexcused Absences And Tardiness
Rekrow
Construction Company views attendance as one of the most important aspects of
the employee’s job performance review. All unexcused absences will be noted in
the employee's personnel file. Excessive absences including sick leave will
result in disciplinary action, up to and including termination.
An
employee who must be late for or absent from work is expected to notify their
supervisor as soon as possible and at least 30 minutes before the start of
work, and to keep the supervisor regularly informed if the absence continues
for two days or more.
Where
applicable, Rekrow Construction Company employees must punch in or notify their
foreman before beginning their work shift and punch out or check out with their
foreman at the end of their shift. All such employees are expected to work
their entire shift. Any such employee punching five (5) minutes late, or
punches out later than the time their scheduled shift ends, without prior
authorization, will be subject to disciplinary actions.
Rekrow
Construction Company observes the following federal holidays: Thanksgiving,
Christmas, New Years Day, and Dr. Martin Luther King Jr.’s Birthday,
President’s Day, Memorial Day, Independence Day, Labor Day, Columbus Day and
Veterans Day. These days constitute a grand total of 10 calendar days off of
work for employees. Rekrow Construction Company salaried employees receive
these days off with pay along with hourly personnel who have completed a
ninety-day probationary period.
Inclement
Weather
Rekrow Construction Company is
committed to protecting its employees in times of emergency or natural
disaster. It follows all state, local and federal directions in times of
emergency and severe weather, such as hurricanes or fire. All employees are to
follow these directions implicitly.
Rekrow Construction Company strives
to maintain a professional and safe working environment. In the event that bad
weather should occur, field personnel under the direction of their foreman or
superintendent are to promptly discontinue work and proceed to a safe
environment in an orderly fashion.
Bad weather is defined as any state
of the atmosphere with respect to wind, temperature, lightning and
precipitation that produces unsafe working conditions, as determined by a
foreman or superintendent.
In the event of bad weather, employees will remain under
hourly payroll until a management official makes a determination to halt work
for the day, at which time they will no longer be deemed on the clock.
Rekrow Construction
Company reserves the right to request make-up days from field personnel due to
work stoppages from bad weather. Make-up days are mandatory when requested and
will be conducted on the first available Saturday following a lost workday.
Exceptions may be permitted in the case of federal holidays or other
considerations only after management approval.
Make-up days are days
when employees attend work on a day other than the normal Monday to Friday
workweek. Rekrow Construction Company tries to limit make-up work to Saturdays,
but reserves the right to request Sundays as well should circumstances require.
Maintaining healthy employee relations is important to the Rekrow
Construction Company, so all field personnel will be contacted at least 18
hours prior to being requested to report
to work for a make-up day.
Make-up days constitute
normal wages, and field personnel will not receive overtime pay, unless they
accrue more than the specified hours under company overtime policy.
Rekrow Construction
Company believes in the proper compensation of its employees for their effort
on behalf of the company. For this reason, any hourly employee who works more
than a 40-hour workweek will receive overtime compensation. Overtime
constitutes any hours accrued above the 40-hour limit, with compensation for
this time at the rate of time and a half of the hourly wage per hour.
Hourly employees must notify their
managers and receive approval before being authorized to accrue overtime wages.
Salaried employees do not receive overtime.
When conducting off-hour work, Rekrow
Construction Company increases hourly employees’ wages by $0.50/hour in order
to compensate them for working outside of peak work hours. Salaried employees
do not receive extra compensation for night shift work.
In order to qualify for night shift
work, hourly employees must complete their probationary period.
Rekrow Construction Company is
committed to its employees and maintains a progressive sick leave policy for
them after their probationary period ends with the company. All employees,
salaried and hourly, are entitled to two days of sick leave immediately
following their probationary period, gaining an additional day per month, up to
a maximum total of 12 per year. For illnesses that result in greater absences
than the allotted 12 days, please refer to Rekrow Construction Company policy
on health coverage. Unused sick days
roll over into the following year up to a maximum limit of 24 sick days.
Salary and hourly employees will
receive paid sick leave for the days that are missed due to illness. If the
sick days are not taken then the hourly employee can have the wages that would
have been paid if they were sick added to their normal paycheck at the normal
hourly wage. Sick leave cannot be paid as overtime.
All employees who are going to be
absent from work should report their illness to their immediate supervisor by
the time they would normally report to work. Failure to do so will initially
result in a warning, with repeated offenses incurring intervention by human
resources to address the problems.
Rekrow Construction Company permits
its salaried employees to accrue personal days at the rate of one personal day
per six months, up to a maximum of two per year. After their probationary
period has ended, salaried personnel are entitled to one personal day.
Employees may use these days at
their discretion but must notify their supervisors one week in advance.
Personal days are considered eight hours, and may not be taken in portions.
Medical and Family Leave
Jury Duty
The Fair Labor Standards Act does not require payment for
time not worked, including jury duty.
This type of benefit is generally a matter of agreement between an
employer and an employee. Rekrow
Construction Company will pay up to 30 days of payment for jury duty with
proper documentation of civil service.
Maternity Leave
The Newborns’
and Mothers’ Health Protection Act of 1996 signed into law on September 26,
1996, requires plans that offer maternity coverage to pay for at least a
48-hour hospital stay following childbirth.
Rekrow Construction Company will provide 48-hour hospital coverage and
Maternity disability or medical leave for two days for a normal vaginal
delivery and eight weeks for an uncomplicated cesarean delivery after the
birth, during which you are medically unable to work as you recuperate,
separate from you normal Medical Leave.
Family Leave
Family leave refers to the time you spend caring for your baby after recuperating. The Family and Medical Leave Act (FMLA) of 1993 grants all parents the same 12 weeks (mothers, fathers, and adopting parents of an infant are included). You can begin the 12 weeks before you give birth, but then you will have less time afterward, the 12 weeks will be taken from your normal Medical Leave.
The
policies and procedures contained in this manual reflect the requirements of
the Rekrow Construction Company, state and federal statutes and good business
practices. These guidelines cover most,
if not all, cases involving payroll policies for Rekrow Construction Company. For further assistance, employees should
contact Payroll. Rekrow Construction
Company reserves the right to add, amend or revoke any of the contained rules,
policies, regulations, and instructions or incorporate additional items when
required.
Weekly Time Rosters
showing the employee s names, job codes, and hourly rates are generated from
information recorded on required forms.
Weekly payroll is based on positive reporting. Employees will be paid based on hours/units
entered in timesheet. Rekrow
Construction Company is responsible for recording the total number of hours
(regular, overtime, shift differential and so on) for which each employee is to
be paid for the payroll period. Time
records are required in support of all time paid for nonexempt employees. The total hours paid include the hours
actually worked and any hours not actually worked but paid as vacation, sick
leave, personal day(s) or absence with pay in accordance with provisions of Rekrow
Construction Company policy. The
department manager or other authorized representative is responsible for
reviewing and approving all amounts paid, and for verifying that the services
required or effort provided has been rendered.
Adjustments
to the weekly salary roster are recorded on the Weekly Change Roster or
Additional Pay Form, and returned to the Payroll Office for processing. Cutoff dates for submitting adjustments may
be obtained from the Payroll Office.
Appropriate
documentation must be kept as to the disbursement of all checks. When a check is mailed, initial, date, and
record the mailing address on the Employee Paycheck Signature List. Any memos or other instructions related to
the transaction should also be attached.
All staff employees are paid weekly, with paydays occurring on
Friday. Employees are paid by check
and/or deposited directly with a banking institution – refer to Direct Deposit
Options for further information on alternative payroll checks. The Check Distribution Policy describes Rekrow
Construction Company policy and procedure on distribution of payroll
checks.
a.)
Payroll checks are
distributed on designated paydays by departmental
superintendents/representatives.
b.)
Payroll checks for
employees who have been terminated or placed on leave without pay are held at
the Payroll Office. Payroll checks for
employees on vacation leave are located at the employee’s usual pay location
unless the Employee is notified of other arrangements. Terminated employees will have their last
check mailed to their current address or direct deposited.
c.)
All payroll checks not
picked up by the employee at the usual place and time are returned to the
Payroll Office the same day. Holding
checks for later distribution is not permitted.
The check is kept in a safe until the employee or supervisor claims it
and/or it is mailed to the employee.
d.)
Advance distribution
of individual payroll checks is only executed in the case of an emergency, such
as death in the family. In such cases,
requests must be made to the Payroll Office for approval. For more information on policies on advance
distribution of paychecks, refer to Policies on Advances and Loans.
e.)
Departmental personnel
that distribute employee paychecks should preserve the confidentiality of the
employee. Paychecks, earnings statements
and direct deposit statements should be individually handed out in a sealed
envelope. They should also be kept in a
secure place so that only the supervisor has access to them.
In
order to receive payment on time, the designated dates and times listed on the
deadline notice must receive all authorizations and/or timesheets in the
Payroll Office. If a payroll deadline is
missed, documentation must be submitted for payment on the next supplemental
payroll. Supplemental dates and times
are also listed on the deadline notice.
Two
supplemental payrolls are run each month.
This enables the Payroll Office to pay persons whose authorizations
and/or timesheets were not received by the designated deadlines, or for other
reasons requiring late payment.
Electronic Funds Transfer (EFT) is not available for supplemental
checks; instead, checks are released to the department for distribution to the
employee. (See Direct Deposit for more
details)
Paychecks that are not picked up by an employee on the designated time
should be returned to the Payroll Office with an Unclaimed Employee Paychecks
Returned to Payroll note attached. The Payroll
Office mails lump sum vacation checks, returned checks, and various other
checks as required or as deemed necessary.
Rekrow
Construction Company is required to withhold federal and state taxes from
employee wages using pre-defined withholding tables and tax rates mandated by
the various governmental units noted above.
This policy is presented to communicate the laws and regulations
regarding the withholding of taxes from employee wages for the purposes of both
informing employees, and providing adequate information for departments for
budgeting purposes.
Rekrow
Construction Company shall withhold required taxes from employee wages in
accordance with the provisions of federal and state regulations. Withholding of taxes will be subject to the
special provisions outlined below:
a.)
Non-Wage Items. There are certain
items of non-wage compensation that are defined as taxable income under current
tax laws and regulations. These include
the value of employer provided automobiles, housing allowances, moving expenses
and other personal expenses that are paid for the employee’s benefit. The fair market value of any non-wage
compensation, as defined by IRS valuation methods, will be added to the
employee’s gross wages, and tax will be withheld accordingly.
b.)
Social Security. All employees of Rekrow
Construction Company are subject to social security tax withholding, based on
the earning levels and tax rates prescribed by the IRS. Two categories of employees are exempt from
social security tax withholding:
students being paid during the academic year, and nonresident aliens who
hold F-1 or J-1 visas.
c.)
Supplemental Pay. Supplemental pay is
a payment to an employee that is not part of their ordinary pay. All supplemental payments that are not
combined with a regular wage payment and are not related to the current period
will be subject to a flat rate of tax withholding as provided by the Internal
Revenue Service and the Florida Department of Revenue. Supplemental payments may include retroactive
pay, contingency pay, awards, severance or dismissal pay and other irregular
payments. (Refer to Payroll for more
information).
The Levy System is required to
withhold payment to any employee who is indebted to the Federal Government for
past due income taxes. The Payroll
Office should receive the Levy Notice and contact the employee to inform them
that their wages will be garnished. (For
more information, refer to Wage Garnishment of the policy manual).
Refunds
of voluntary payroll deductions will be made to employees when it is determined
that such deductions were made in error.
Refunds will be added to the net pay of the next payroll check to be
issued to the employee. Any payroll
deductions already committed to the purchase of company stocks cannot be
refunded. Refunds of required taxes and
social security deductions cannot be made except as provided for in federal and
state regulations.
To
account for the recording of hours worked, benefit hours, absent hours and
minimum wage requirements Fair Labor Standards Act (FLSA) covered employees
(nonexempt weekly paid staff) shall record hours worked each week by completing
a time card or turning in a timesheet electronically through the Time Sheet
Management System. The hours worked are
to be reported to the nearest tenth, (e.g. 61.5 not 61.54). Task payments must be paid in full, partial
task payments cannot be made. The hours
reported should be substantiated by the employee’s time card and retained in
the department along with a copy of the timesheet. Nonexempt weekly paid employees shall also
record the use of benefit hours used and all absent hours, whether with or
without the accrual of benefit hours.
Timesheets and time cards must be signed by the employee and approved
and signed by a supervisor having direct knowledge of the work of the employee.
A
supplemental timesheet must be prepared in order to pay persons omitted from
the electronic submission of the timesheet.
These pre-formatted sheets may be obtained from the Time Management
System or the Payroll Office. They
should be filled out with all the departmental information, hours worked when
worked, and so on, just like the regular timesheet. Once a supplemental timesheet is turned in, do
not turn in any additional timesheets for these same hours. If the Payroll Office does not issue a check,
it is because there is some documentation missing. Sending in a duplicate timesheet could result
in duplication of checks. Employees
should notify payroll of duplicate checks immediately for correction.
In
order to comply with Internal Revenue Service Regulations and the Fair Labor
Standards Act (FLSA), it is the policy of Rekrow Construction Company to
properly classify individuals as employees or non-employee independent
contractors. In general, if at any time
a person is considered an employee, they must be paid as an employee for any activity,
unless they can be seen as doing business as a separate legal entity. If Rekrow Construction Company normally pays
an employee to work for services rendered, anyone who substitutes for that
employee is also an employee, unless they can be seen as doing business as a
separate legal entity. The Senior
Project Manger is authorized to determine how an individual is to be treated
under this policy to comply with relevant laws.
Any employee that has not been hired as a salaried employee would be defined as Hourly. The paperwork and procedures for employment are the same, but individual departments may have additional requirements.
The following items in the policy manual address the issue of hourly employment:
a.) Regular Work Hours
b.) Breaks and Lunch
c.) Holidays
d.) Overtime
e.) Sick Leave Policy
f.) Personal Days off
g.) Profit Sharing Plan
h.) Health Insurance – Benefits
i.) Paid Vacation
j.) 401K Plan
Any Employee hired as salaried, would be defined as a salaried employee. The paperwork and procedures for employment are the same, but individual departments may have additional requirements.
The following items in the policy manual address the issue of salary employment:
a.) Holidays
b.) Family Medical Leave
c.) Maternity Leave
d.) Sick Leave Policy
e.) Personal Days off
f.) Leave of Absence
g.) Profit Sharing Plan
h.) Health Insurance – Benefits
i.) Paid Vacation
j.) 401K Plan
k.) Stock Option/Vesting in Firm
l.) Life Insurance/Long Term Disability
Bonus
Pay
Bonuses are special one-time, lump-sum payments made to
employees. Rekrow Construction Company has three kinds of bonus pay.
Performance Bonus: A
performance bonus may be used to reward an employee’s special efforts and high
performance on projects or special assignments. This type of bonus payment is
used at the discretion of management to recognize high performance, which
results in significant and documented cost reductions, savings, or income to the
company. It may be used to recognize unexpected, self-starting, extraordinary
individual accomplishments in support of organizational performance
effectiveness occurring outside the boundaries of the expected performance of
the employee’s job.
Incentive Bonus: An
incentive bonus is reserved for bonuses established as part of a formal,
documented and approved Incentive Bonus Plan. Payments of these bonuses are
based on performance measured against the goals and objectives of the Plan.
Merit Bonus: The Annual
Merit Increase Program typically allows for a one-time, non-recurring merit
payment of up to 10% of base pay to be awarded to a limited number of
exceptional performers. These payments should be awarded judiciously and will
be reserved for productive and meritorious performance. The decision to include
a merit bonus in the annual program is reviewed each year and is subject to
change. The board of directors will make this decision as well as the final
percentage of Merit Bonus.
The
company will not make pay advances, unless there is a delay in regular payment.
Employees are eligible to get advances and loans
for explicit use for company related activities such as relocation and/or
travel expenses, and other company related expenses where regular billing
procedures are not applicable. A direct supervisor and an officer of the
company will approve these activities and corresponding advances or loans.
Hourly, part-time, and those who receive overtime as well as other non-exempt
employees are not eligible.
With regards to wage
garnishment, the company complies with any and all court orders, and any other
applicable laws. It is carried out by the company only, or as directed by law.
Wage garnishment is occurred
by the failure to repay advances and/or loans received from the company. It also may refer to a court order issued to the company, ordering the company to withhold a portion of an
employee’s paycheck to satisfy a debt the employee owes to a third party. A
judge issues such an order when the employee’s creditor sues the employee and
obtains a court judgment saying that the employee does, in fact, owe the money.
When the company receives a court order, the company will
notify the employee immediately, begin withholding the specified portion of the
employee’s wages, and give the employee information on how the employee can
protest the garnishment in court.
The amount may be garnished to either 25% of the employee’s
weekly disposable (net) income or the amount by which the employee’s weekly
disposable income is more than 30 times the federal minimum wage, whichever is
less.
Rekrow
Construction Company will not terminate any
employees who have been subject to garnishment for one debt, regardless of the
number of court orders or other proceedings undertaken to collect for that one
debt. The company will not fire anyone because they are subject to wage garnishment due to child support, regardless of
the number of child support garnishments.
Severance pay is compensation that is paid to a
qualified employee who has their employment severed. It compensates an employee
for loss of seniority and job-related benefits through no fault of the
personnel’s own. Rekrow Construction Company will pay at the rate of one hour’s
pay for each year of employment by the employee in that establishment. The
severance pay to eligible employees will be in addition to any final wage
payment to the employee and will be paid within one regular pay period after
the employee’s last full day of work, notwithstanding any other provisions of
law.
Benefits
Profit Sharing
Rekrow Construction Company employees have the opportunity to participate in a retirement plan, which allows employees to save a portion of their compensation for retirement. After one year of service, employees are eligible to participate in the plan. Contributions to this plan are pre-tax dollars, which means the amount specified by the employee is taken from their salary before federal income is taken out. The employee is then taxed on the remaining salary, resulting in additional savings. It should be noted that any distribution from the 401(k) plan will be subject to tax, whether that be early or qualified distribution. Early distribution may also carry a monetary penalty. See your personnel representative for more details and a copy of the Rekrow Construction Company Employee Savings Plan.
Contributions by the company are
based on the amount contributed by the employee, with Rekrow Construction
Company matching 50% of the employee's contribution. As with employee
contributions, taxes on company contributions and their related earnings are
deferred until distribution from the plan. Company contributions are not fully
vested to the employee until after a five year period; employee contributions
are fully vested from the time of contribution.
Employees are urged to seek
advice from a financial expert prior to any distribution from the 401(k) plan. Rekrow
Construction Company also contributes to the 401(k) for employees participating
in this plan.
Health Insurance
As
a Rekrow Construction Company employee, you are eligible to enroll in Health
Maintenance Organization (HMO) Plan.
Each HMO is a self-administered, prepaid, direct-service health plan
that provides services to people who live or work within the HMO’s service
area. Health insurance premiums are payroll deductions on a pre-tax basis,
unless the employee makes a request each year during the open enrollment period
for after-tax status.
|
Biweekly |
Employee:
$24.34 |
Family:
$87.57 |
|
|
Deductible |
None |
||
|
Co-Pay |
PCP
Office visit: $15 |
Specialist: $25 |
Inpatient
hospital charge: $250 |
|
Coverage |
Regional
coverage area. If outside of coverage area, must be life or limb threatening.
See summary below. |
||
|
Comment |
No
pre-existing condition provision. Review our list of participating HMO’s,
which includes phone numbers and co-payment schedule. |
||
Most
HMOs provide limited or no coverage for services outside their service areas
except in the case of life or limb threatening emergencies. It is important to
understand the HMO’s policy, especially if any covered dependents do not live
in the service area. However, HMOs serving employees in more than one service
area will provide coverage to dependents residing in a different county if it
is part of the HMO’s service area.
Since
HMOs emphasize early detection and treatment of illness to reduce expensive and
inconvenient hospital stays, they tend to offer a range of benefits that may
include preventive health care and additional services.
When
choosing an HMO, participants select a primary care physician, or PCP, from
those in the HMO’s provider network. The PCP will authorize all medical care
including referrals to specialists and hospital admissions. Participants will
not be allowed to refer themselves to a specialist or hospital.
PCPs
and other medical service providers will vary among HMOs. Employees may contact
the HMO and request a provider list to review the contracted physicians. When
selecting a plan, employees should remember that the selection should not be
made because of a particular physician. If the physician decides to discontinue
association with the plan or the contract is not renewed, participants will
need to choose a new PCP from the provider network.
Workers’ Compensation
Worker’s Compensation Insurance covers employees who are injured on the job at Rekrow Construction Company. It is the employee’s responsibility to immediately notify their immediate supervisor - or in the absence of a particular supervisor, the next available supervisor - of any injuries you sustain while employed by Rekrow Construction Company.
This
supervisor will notify the employee’s personnel representative. Rekrow
Construction Company encourages injured employees to seek immediate medical
attention. All medical expenses related to the treatment of an injury,
sustained on the job, are paid in full direct to the medical providers. After a
specified waiting period, employees are also eligible for disability payments
set forth by state law, where necessary.
A
separate insurance company who will be notified by your personnel
representative administers the Worker’s Compensation plan. A representative of
the administering company will contact you. Your personnel representative will
provide information on the current company administering this plan to you and
is available on posters displayed in your work area. Additional information on
Worker's Compensation Insurance is available through the Personnel office.
Rekrow
Construction Company offers an optional dental plan to all of its full time
employees. The plan grants employees
affordable dental care at competitive wages. Eligibility for the dental plan
begins after the probationary period described earlier in the policy manual.
Costs of the plan range from $10 to $40 a month.
Cleanings
Major Dental
$20 deductible for in network
dentists
70% reimbursement for out of network
dentists
Employee only - $10 a month
Employee + Child - $20 a month
Employee + Children - $30 a month
Employee + Spouse - $30 a month
Family -$40 a month
Paid
vacation is earned for time of service in the company. The more time an
employee is employed with the company the more paid vacation is earned. After
one year of employment, an employee earns their first paid vacation. One’s
immediate supervisor and two weeks notice is required for more than three
consecutive workdays taken off must authorize all vacations. Vacation time does
not roll over from year to year. Any unused paid vacation during the fiscal
year shall be paid in lieu of the time not taken and shall be paid on the next
pay period. An employee may be advanced paid vacation time up to one additional
year and time will be deducted from the next fiscal year.
1 year of employment – earns one
week paid vacation
2-5 years of employment – earns two
weeks paid vacation
5 years or more of employment –
earns three weeks paid vacation
401(k)
The
401(k) offered Rekrow Construction Company offers a voluntary retirement plan
to its employees after one year of employment. The company encourages its
employees to save for their financial future and believes the 401(k) is a good
way for employees to reach their financial goals.
When an employee contributes to the plan, Rekrow Construction Company will
contribute 30% of the employee’s contribution.
Education
Training on Company Goals, Missions, Values, Culture
and Procedures
In furthering our commitment to the Rekrow Construction
Company’s goals, missions, and values, all employees will attend orientation on
the first day of employment. The
Corporate Trainer will conduct orientation.
The four-hour orientation session will include the issuance of the
employee handbook. The employee will
become aware of the company’s goals, missions, values and culture. Mandatory annual training will be conducted
to ensure all staff members are updated and refreshed on the company dynamics.
Procedures will be conducted after orientation and tailored
to the specific job description.
Following procedure training, pursuant legal requirements will be
discussed.
Mentoring/Guidance Policy
All supervisors that oversee more than 2 employees will be required to attend a Management Meeting held on the first Tuesday of every month. The meeting will discuss upcoming projects and current company wide issues. The one hour meeting will be held at 9:00 am and shall be overseen by the President of the Company.
Ongoing managerial training will be conducted every two
months. The mandatory training will
review and build supervisory skills to ensure mentoring/guidance resources are
available and dispensed to all employees.
Personnel Training and
Development
PURPOSE
To
develop, between manager and employee, a plan for developing advancement
opportunities and other mutual interests.
A minimum of one annual meeting with these parties during the third
quarter of each year is required. Follow
up meetings will be held throughout the year.
Training and development encouragement will be a large focus of these
meetings. The employee is responsible
for developing a desired career plan.
Our
employees must complete a minimum of 2 hours of training each calendar
year. The course lists include some of
the following:
People First
CPR/First Aid
OSHA 10hr certification
Spanish Speaking Skills
Polish Literature
Rekrow
Construction Company Culture
Facilitator Training
Project Quality Control
Team Leader
New Employee Orientation
Learning MS Word and Excel
Technical
Services Systems
Timberline
Scheduling
Systems
Suretrak
Increase Profit
Cost Analysis Worksheet
Construction Law
Risk Management Skills
Employment Laws
The
following forms represent what is required to be completed by an employee and
supervisor. The purpose of these
documents is to make sure that goals are specific, measurable, attainable,
rewarding, and timed. These should allow
for employee growth while meeting company goals.
SAMPLE AGREEMENT
BETWEEN EMPLOYEE AND SUPERVISOR
PERSONAL
DEVELOPMENT PLAN WIN-WIN AGREEMENT
Employee Name______________
Office______________________
Date_______________________
Employee’s Final Comments on PDP
__________________________________________________________________
Employee Needs From Manager
__________________________________________________________________
Manager’s Final Comments on PDP
__________________________________________________________________
Manager Needs From Employee
__________________________________________________________________
Comments From Employee
__________________________________________________________________
Comments From Reviewer’s Manager
__________________________________________________________________
Signatures
Employee’s Signature______________________ Date___________________
Manager’s Signature_______________________ Date___________________
Review Manager’s Signature________________ Date___________________
SAMPLE AGREEMENT
BETWEEN EMPLOYEE AND SUPERVISOR
GOALS ACTION PLAN
Prepared By_____________________
Date___________________________
Goal___________________________
Desired Outcome_________________
Instructions: List the steps or actions required to accomplish
the desired outcome listed above. The
steps should be small enough to be manageable and measurable. Each step should have a person who is
responsible for it with a due date and an actual completion date. In the section at the bottom of the page, include
all of the tools, cost, staffing support, and other resources necessary to
accomplish the goal successfully.
Step/Activity
Person Responsible Due Date Completion Date
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
Resources Required (People,
Equipment, Budget, Etc.): __________________________________________________
Training Required (What Type and
Cost): _____________________________________________________________
Quality Indicator:
________________________________________________________________________
Goal (Long-Term):
________________________________________________________________________
Target (Short-Term):
________________________________________________________________________
Educational Assistance
PHILOSOPHY
The purpose of the Rekrow Construction Company Educational
Assistance Program is to assist regular full-time employees with on-going
learning and the opportunity to continue their education. Rekrow Construction Company Educational
Assistance Program gives employees the opportunity to attend external courses
that support the business goals, add value to the organization, and correspond
with the Employee’s Development Plan.
Coursework and external courses should enhance competencies for a
current job, enhance their role within their current job, or provide the
employee the skills to take on another position within Rekrow Construction
Company that requires those skills.
While
successful completion of a course of study improves educational background, it
does not obligate the company to reward such completion with job promotion,
transfer, or wage or salary increase.
SCOPE
This Plan is a voluntary program and employees are expected to attend
classes and complete homework outside of the normal work schedule. Courses or coursework cannot conflict with
normal work assignments. Normally, no
more than 2 courses per semester would be recommended or approved.
ELIGIBILITY
All regular full-time employees who have been employed for
at least one year are eligible to participate in the Educational Assistance
Program. Coursework initiated prior to
this one-year period is not eligible for reimbursement. To be eligible, employees must be on the payroll
at the beginning and ending of the course.
Employees affected by a reduction in force, and who are not terminated
for cause, are still eligible for reimbursement upon course completion, for
courses that have prior approval and are currently being attended. Employees terminated for cause are not
eligible for reimbursement upon course completion. Part-time, Interns, Co-ops and temporary
employees are not eligible for the program.
DEFINITIONS
Accrediting
Institutions: All courses must be taken at
an educational institution that has been accredited by one of the U.S.
Department of Education’s recognized accrediting bodies. The commission recognized by the U.S.
Secretary of Education’s Accrediting Agency Evaluation Branch is the provider
of this service.
Approved
Courses: Rekrow Construction Company Educational Assistance Program
covers external courses that are part of continuing education programs in
Business, Engineering, Trade Schools, and Certifications; Courses leading to
undergraduate degrees (Associates, Bachelors); and Courses leading to advanced
degrees (Masters, Ph.D., MBAs). Courses
must relate to the Employee’s current job or to a future role at Rekrow
Construction Company provided that future role requires the knowledge or skills
within the coursework. All coursework
should align with an employee’s Development Plan. Correspondence or Distance Learning courses,
and degree programs, may be taken as long as a recognized and accredited
institution offers them. In some cases,
the program can also be used to cover single, academic credit courses taken at
an accredited college or university, which improve an employee’s effectiveness
on the job (e.g. foreign language courses, writing courses, accounting courses,
etc.).
Non-approved
courses: Dale Carnegie courses are neither
covered, nor eligible for reimbursement, under the Educational Assistance
Program. Non-job related classes,
courses, seminars, training programs, etc., are also not reimbursable. Courses taken at institutions that are not
accredited are not reimbursable under the program.
CERTIFICATION PROGRAMS
“Certificate”
programs at both the undergraduate and graduate levels, that are conducted by
accredited colleges and universities, and are based on continuing education
units (CEU) credits instead of the traditional academic credit hours, are also
covered under the program. Review
courses to prepare an employee for professional certification exams, as well
as, the certification exam itself, are covered under this program. Successful completion of the review class and
successful passing of the exam are required for reimbursement under the
plan. Where multiple parts of the exam
may be taken individually, Rekrow Construction Company will not reimburse more
than once per calendar year for exam fees.
If an employee wants to be reimbursed during a series of courses for one
certification, then the employee must submit a separate application for each
course. A certification and/or a letter
grade will be required for each course in order for reimbursement. If one certification is given for a complete
series of courses, then the employee must have the accredited institution
provide a letter to the employee indicating a passing recommendation in order
for documentation to be accepted and reimbursement approved.
APPROVAL PROCESS
Before enrolling in any course of study, the employee
should ensure that it is approved for reimbursement. To obtain approval, the employee should:
¨
Complete and submit an
“Application For Educational Assistance” form to their immediate supervisor.
¨
After reviewing and
approving, the immediate supervisor should then secure at least a director
level signature, as well as, signoff by the designated Human Resources
Educational Assistance Coordinator.
¨
These approvals should
be completed at least 2 weeks prior to the commencement of the course or
program.
If changes occur to the coursework undertaken, additional
approval is necessary. If any level of
approval is not secured prior to course commencement, the courses will not be
eligible for reimbursement. If
coursework is not approved the supervisor will communicate this to the
employee.
REIMBURSEMENT PROCEDURE
1. Upon receiving all approvals necessary for
Educational Assistance reimbursement the employee will receive 50% percent of
the eligible reimbursable fees upon completion of the course(s). Employees must submit official receipts of
payment to the institution (photocopies, or faxed copies will not be accepted)
for eligible expenses.
2.
Rekrow Construction
Company will reimburse the eligible reimbursable fees associated with the
course after successful completion of the course. This means an employee must:
¨
Receive at least a 2.0
GPA on a 4 point scale for undergraduate courses, and a minimum 3.0 GPA for
graduate courses
¨
Receive a certificate
of completion for a non-credit course, or,
¨
Pass the professional
certification exam for which they were taking the review course
To apply for reimbursement, the employee will need to
submit the prior approved “Application For Educational Assistance” form to the
Human Resources Department. In addition,
an official copy from the institution showing all sources of funding (e.g.
Scholarships, Grants, VA assistance, etc.) will be required. Proof of successful course completion must be
provided. Reimbursement requests
submitted without proper documentation will be denied.
Program Limits
Educational reimbursements are limited to $2,000 during the
calendar year for full-time employees. Rekrow
Construction Company will supplement other sources of funding (e.g.,
Scholarships, Grants, and other sources not having to be repaid) provided that
the employee does not receive monetary support above the total amount of the
coursework. Where other sources of
funding provide support, Rekrow Construction Company will only reimburse up to
the total cost of the coursework.
Experience has shown that more than two courses per term or
semester, or the associated time commitment, may interfere with job
performance. Unless otherwise agreed
upon by the company, courses should be attended during non-working hours (e.g.,
evenings, weekends, etc.) If a program
requires “time away from work,” the Employee must get support from their
supervisor/manager in advance, as part of the approval process.
The
following are Eligible Expenses for reimbursement:
¨
Tuition
¨
Books, and related
reading materials
¨
CLEP exams
¨
Pre-requisite classes
¨
Laboratory and
Educational Resource fees which are required for taking and completing a
particular course
The
following are examples of Ineligible Expenses for reimbursement:
¨
Library, Facility fees
and Research fees (no late book charges)
¨
Application fees or
mandatory registration fees
¨
Entrance test fees
(e.g. SAT, ACT, GMAT, LSAT, etc.)
¨
School health
insurance charges
¨
Student ID, athletic
fees, gym usage fees of any kind, activity fees, recreation fees, term fees,
student assessment fees, student center fees, transportation fees, school
support fees, student union fees, general undergraduate fees, technology fees,
and any other fee not specifically designated as tuition, books, laboratory or
materials
¨
Special payment plan
charges, finance charges, late payment charges or fees (including deferred
payment plan fees and interest charges)
¨
Late registration fees
¨
Transcript fees
¨
All Graduation fees
and associated costs
¨
Parking fees
¨
Computer equipment and
connection charges
¨
Software
¨
Travel and Lodging
expenses as part of coursework
¨
Tuition charges
covered by grants or by the state
¨
Audited courses, or
those not taken for a grade
¨
Institutions or
programs of study not approved by the company
¨
Other expenses deemed
not necessary for completion of the program of study
¨
Calculators
DEFERRALS AND OTHER PAYMENT PLANS
Rekrow
Construction Company does not sponsor deferred payments, promissory notes, or
other payment plans in association with this program. Any agreements entered into by the employee
with the college or university, or another lending institution are solely the
responsibility of the employee, and do not create any direct liability for Rekrow
Construction Company.
OVERPAYMENTS
Any
mistaken reimbursements or reimbursements that were paid out in excess of the
employee’s maximum participation level under this program must be repaid by the
employee to Rekrow Construction Company.
The employee will be responsible for repayment and will not be eligible
to participate in the program until the overpayment is repaid. Failure to repay may also lead to
disciplinary action, up to and including termination.
TAXABILITY OF REIMBURSEMENTS
The taxation of educational reimbursements will be handled
in accordance with applicable tax law at the time a reimbursement check is
issued. Generally speaking, all courses
reimbursed under the Plan will not be considered taxable; however, Congress has
in the past allowed this income exclusion provision to expire. If at any time, it appears that educational
reimbursements will be taxable, employees will be notified.
REVISION AND REPLACEMENT OF POLICY
Rekrow
Construction Company reserves the right to modify, discontinue or replace this
policy at any time. Employees using this
program will be managed by the policy in effect at the time of course or
semester commencement. Upon course or
semester completion, the updated and revised policy will take effect.
RESPONSIBILITIES
Employees:
¨
Take the lead and
initiate request for using Educational Assistance
¨
Ensure that coursework
creates value for the company through their professional development and that
new learning is applied to the workplace
¨
Furnish information as
the accreditation of the institution
¨
Ensure coursework does
not interfere with work
¨
Ensure that
applications and the approval process is completed at least two weeks prior to
the beginning of coursework to allow adequate processing time
¨
Retain itemized receipts
and submit all necessary documentation at the completion of the coursework
¨
Submit receipts and
payment records associated with educational benefits from non-A.C.C. sources
(e.g., Veterans Benefits, scholarships, grants, School loans, state or federally
supported aid, etc.)
¨
Document
and provide certificates of completion (e.g., examination results, original
grades, etc.), original invoice with receipts when applying for reimbursement
Supervisor/Manager:
¨
Review and approve
employees’ “Application for Educational Assistance” and maintain the integrity
and fairness of the approval process
¨
Ensure employee
eligibility for participation in this program
¨
Leadership is
responsible for ensuring that requests are evaluated with attention to the
potential value to the company
¨
Ensure that Employee
follows Employee Development process for identifying and documenting priorities
and Employee Development Plans
¨
Provide
consultation and coaching to Employee
¨
Manage
Employee’s expectations
¨
Support
and approve justified requests for educational assistance; obtain 2nd
level approval
¨
Monitor
progress
¨
Ensure
that primary focus is on the current role and focus is placed on developing and
enhancing an Employee’s contribution in the current role
¨
Provide
support and guidance on skill development, role development (enhancing role for
current job) and on future opportunities
Human Resources Educational Assistance Coordinator:
¨
Provide
consultation to managers upon request (primarily on exceptions)
¨
Maintain
personnel records
¨
Final approval of requests for Educational Assistance
reimbursement
Finance:
¨
Disburse
and process funds as outlined by the Educational Assistance Policy.
¨
Maintain
financial records
Sustainability Policy
Rekrow Construction Company supports economic progress,
environmental stewardship, and social responsibility moving on the path toward
sustainability. It supports
environmental progress, a safe work environment, and policies and practices
that fully embody the responsibility, integrity, and decency required of free
enterprise if it is to merit and maintain the confidence of our society.
Rekrow Construction Company has developed Standards of Business Conduct to help employees live up to the terms of the Pledge in daily business life. The standards also help employees comply with various laws and regulations pertaining to corporate ethics and responsibilities. The company's Business Conduct Guidelines are incorporated in the standards and cover issues such as marketing practices, antitrust compliance, and the prohibition of payments to government officials.
Our company fosters an ethic of promoting social and economic progress. From fair wages and equitable treatment for employees to ethical practices with our contractors and suppliers, we address a full range of sustainability issues.
We developed a worldwide environmental protection policy in 1983 and have periodically reviewed and improved the policy to take into account changes in stakeholder expectations. In 1995, we integrated health and safety into the policy. We clarified and simplified our EHS policy in 1997 and translated it into the languages of the countries in which we operate.
We published an updated EHS policy in 2005. Among the key enhancements to the policy is the addition of new language on working with stakeholders to promote progress, setting and communicating progress on leadership goals, and promoting dialogue and responsiveness to stakeholder concerns. We actively distribute the policy so that employees at every level and function within the company clearly understand their responsibilities in its implementation.
Rekrow Construction Company believes that doing business in a sustainable manner encourages innovative approaches to government regulation and is essential in developing and maintaining a competitive advantage in the marketplace. We also believe that open markets and real economic growth are necessary for creating the capacity to meet environmental challenges. We recognize that the integrity of natural systems – land, water, air, and biodiversity – is critical to both economic and environmental vitality. Scientific uncertainty alone should not preclude efforts to address serious environmental, health, and safety threats.
Rekrow Construction Company endorses the Business Charter for Sustainable Development, a voluntary international code of environmental management. Its 16 principles address policy setting, systems and procedures, education and implementation, and monitoring and reporting. Rekrow Construction Company was an early signatory of the business charter, announcing our company wide support shortly after the International Chamber of Commerce (ICC) published it in April 1991. More than 2,000 companies, labor groups, environmental organizations, and intergovernmental agencies also have endorsed it.
Rekrow Construction Company is a member of many business associations, whose activities foster sustainable development, including:
× Business for Social Responsibility, a nonprofit membership organization that helps companies be commercially successful in ways that demonstrate respect for ethical values, people, communities, and the environment.
× International Safety Council, an organization that provides training, expertise, products, and services related to all areas of safety, health, and the environment.
× EHS group of the Organization Resources Counselors, a forum for corporate managers with environmental, health, and safety (EHS) responsibilities to examine issues and to help shape policies.
×
× Global Environmental Management Initiative (GEMI), a group of leading companies dedicated to fostering EHS excellence among businesses worldwide.
×
Iniciativa GEMI (IGEMI), a sister organization
to GEMI, based in
× Resources for the Future, a nonprofit and nonpartisan organization that conducts independent research – rooted primarily in economics and other social sciences – on environmental and natural resource issues.
Employees from Rekrow Construction Company serve in prominent positions within business associations and civic organizations. In accordance with Rekrow Construction Company, our employees strive to encourage activities within external organizations that promote sustainability.
Our policies specifically address the responsibility we have — in every country in which we operate — to encourage suppliers and contractors to:
× Adopt leadership policies and practices consistent with our own
× Demonstrate a commitment to quality and environmentally responsible products, services, and management
Our supplier diversity program is
charged with cultivating relationships with minority- and women-owned small
businesses in the
Job-Related Expense
Reimbursement
Business Account Use and Practice
Company Credit Card
All
supervisory employees with Rekrow Construction Company will be issued a company
credit card for exclusive company use.
The accounting department will receive the monthly statement, at which
time a receipt for purchases over $2,000 or greater must be submitted. Failure to do so will result in payroll
deduction of the amount.
Although
upper management is given great discretion in their procurements, purchases
over $100 must have prior approval in writing by senior management.
Cash Purchases
Cash
purchases are highly discouraged.
However, in the event that a cash purchase is absolutely necessary, the
employee must retain a receipt or documentation for reimbursement. No exceptions will be made. The employee must submit an Expense Report
located on the Company intranet along with the supporting documentation to the
accounting department within a week of the purchase. The expense report must be signed and
approved by the immediate supervisor to ensure the purchase was appropriate.
Out of Town Living
In the event that a Rekrow Construction Company employee is
working 100 miles from their principal place of domicile for more than a day,
the Company will provide the employee with an allowance based on the cost of
living for the area/region. The
allowance will provide for a single rental dwelling including utilities, phone,
and cable/internet access.
Long-distance
Travel to Jobsite
In the event that a Rekrow Construction
Company employee is working in excess of 20 miles from their principal
workplace, the Company will provide the employee with a per diem mileage
allowance.
Conference Attendance
Rekrow
Construction Company encourages employees to continue their education. Therefore, conferences that further the
company’s and employee’s success are encouraged. In order to attend a conference, the employee
must submit a request form to the main office for final approval. The request form must be signed by the
employee’s immediate supervisor to ensure the conference topic is
appropriate. Final approval will be
determined based on the length of the conference, location of the conference,
cost, and the employee’s job priorities at the time of the conference.
The employee
will be notified within two weeks of submitting the request form if the
conference has been approved or declined.
Registration will be paid and arranged by the main office. Traveling expenses shall be arranged and paid
by the employee. The employee will be
reimbursed for expenses pursuant the Travel
Reimbursement Section of this manual.
Work Tools
Supply
Work tools required to fill the
company’s scope of work on its projects will be provided by Rekrow Construction
Company on an as needed basis determined by appointed company officers. These tools will include but are not limited
to: levels, transits, builder’s levels, ratchet sets, various power drills,
various power saws, jack hammers, Hilti guns, welders, nail guns, compressors,
generators, safety lanyards, and gang boxes.
It is not Rekrow Construction
Company’s responsibility to provide carpenters with their general trade tools
including but not limited to: tool belts, hammers, pliers, screwdrivers,
utility knives, and tape measures. Carpenters
are expected to acquire these tools on their own and will be presented the
opportunity to do so through Rekrow Construction Company’s business contacts
when notified. Laborers will be provided
these tools on an as needed basis if and when an appointed officer on the
project deems it necessary to carry out the company’s scope of work.
Usage
The use of company tools for
personal projects or moonlighting is prohibited. Company tools are purchased for the express
intent of carrying out contractual agreements between Rekrow Construction
Company and its clients and vendors, for company maintenance and projects
directed by the officers of Rekrow Construction Company.
On special occasions it may be deemed necessary to use
company tools for work on projects other than contractual ones if it is in the
best interest of Rekrow Construction Company.
These projects could be community projects such as: Boys and Girls Club,
Boy Scouts, etc. Such projects shall
have prior approval by one of the company officers.
Company tools should only be used
for the purpose for which they are intended.
Improper usage or mistreatment of company tools is prohibited.
Identification
All Rekrow Construction Company
owned tools will be clearly marked with the company logo by a company
officer. Marking will be accomplished by
engraving or spray painting, whichever is deemed the most effective by the
responsible party. Additionally,
employees are encouraged to clearly mark their own tools to minimize disputes
and conflicts as well.
Storage
Rekrow Construction Company will
provide each job with adequate storage for company owned tools. Storage is usually in the form of, but not
limited to, gang boxes, storage trailers, and storage rooms. These storage facilities are to be locked at
all times with keyed locks when not in use to prevent theft and vandalism. Only Authorized personnel on the project
level and company officers will have access to these locks. If anyone is caught gaining entry to these
facilities who is not authorized to do so will be subject to termination. It is mandatory that Rekrow Construction
Company owned tools be kept in a dry and safe place away from weather and easy
visibility whenever possible to extend tool life.
All employees using Company tools must use reasonable care
in protecting tools from damage and theft.
Replacement
Any time an Rekrow Construction
Company owned tool becomes inoperable or unsafe it should immediately be
brought to the attention of a company officer.
If the appointed officer determines the tool or piece of equipment to be
unfit for use on the project it will be removed immediately and replaced by Rekrow
Construction Company. Examples of unfit
conditions include: missing safety guards, frayed power cords, malfunctioning safety
switches, etc.
Employees will be responsible for
replacing their own tools. Employees
must not bring to the jobsite nor use tools that are considered unsafe. In the event that employee’s tools become
inoperable, unsafe, lost, or stolen, Rekrow Construction Company will provide
small tools available for daily checkout in an attempt to meet our clients’
goals and avoid any delays in the project.
Borrowing tools should be kept to a minimum and every attempt to quickly
replace the unfit tool should be made by the employee.
Training
If an employee has no documented
proof or is unable to operate a particular tool Rekrow Construction Company
will provide on-the-job training for that individual. A qualified person performing a short
demonstration of the tool followed by a supervised session of usage to assess
the employee’s ability to utilize the tool and its safety functions will
accomplish this. This training program
is required for all power tools and technical tools such as builder’s levels,
laser lines, etc. when it is necessary for the employee’s job assignment.
Technological Standards and Uses
TECHNOLOGICAL STANDARDS AND USES
Introduction
The company has invested assets in a computer network
system and in the best interests of the assets of the company, has set up
standards regarding use of its owned technologies. The goal of this document is
to describe these standards and to inform the reader/employee what constitutes
appropriate and inappropriate use those assets. As in any case with technology,
changes are inevitable; therefore, changes in this document will be made as the
needs of the company change.
Approved Standards
New systems that are to be
purchased will be of new condition or meet minimum standards with minimal
upgrades required. In the event that an
employee of the company is asked to furnish information on the purchase of new
technological hardware, software or equipment, the information must be
submitted to the Technological Services Department (TSD) for approval prior to
any purchase made and must meet minimum technological levels. Any purchase made
that does not meet these minimum levels shall be upgraded as time, funding and
need permits.
Upgrading Software
Common practice for computer users
is to upgrade their Windows, Word Processing, and other application packages
when the new product releases have arrived on the market. These upgrades can
produce product-version incompatibilities that can result in inefficient
information sharing. Therefore, these upgrades shall be prohibited from
employee installations. The TSD staff will perform all upgrades.
Shareware and Games
No shareware may be installed on
company PC’s unless prior approval is gained from TSD. Shareware includes, but not limited to: modem
software, Freenet software and screen savers.
A PC with shareware already installed will be evaluated for
compatibility and need. Games are not to be installed or played on company
computers.
If an employee installs a
shareware program without the review and approval by TSD, the software shall be
removed and employee recommended for disciplinary action. As assurance to the
company, random and directed inspections may be performed.
Employee Use of Equipment
Office and Managerial equipment
has been installed for the purpose of promoting the business and management
interests of the company and all equipment is the property of the company. Use of passwords for entrance into any system
does not mean that the information is limited to personal use, rather all
information remains company property and is at all times accessible to the
company.
Note: It is the company’s policy
that any and all office and managerial equipment is to be used for business
purposes only. This equipment includes but is not limited to: data processing
components, computer information systems, e-mail and voice mail systems. Any of
such equipment should not be put to personal use.
As quality is the main objective
of the company, quality assurance is also of significant importance. The use of
all office and managerial equipment including, but not limited to data
processing components, computer information systems, e-mail and voice mail
systems are subject at any time, with or without notice, at TSD discretion to
monitoring. Since e-mail messages can be read by management at any time for
quality assurance purposes, the systems assures that that is being used for
business purposes only.
All company communication devices
including Internet and e-mail systems are prohibited from employees using those
systems to communicate improper communication, including but not limited to
personal messages, unsuitable comments or jokes, cartoons, or any other
communications which are derogatory, obscene or offensive. Additionally,
employees may not use the equipment for purposes of soliciting or distribution.
Furthermore, persons not employed by the company may not use the equipment for
any purpose.
Random Inspections:
Random inspections may occur
whenever TSD responds to an equipment complaint. The inspections will involve
scanning the equipment to ensure general compliance with software standards.
Directed Inspections:
A directed inspection requests
that the TSD evaluate the equipment to see if it
is being used in a proper manner. These
requests can be accepted from any employee concerned with the operations of the
equipment.
Passwords
The security of the system and
security of the business is of utmost importance. Each employee upon hiring
will be set up with a personal account. Additionally each employee will choose
a password that will be changed every 6 months. These passwords are not to be
reused. In the event the password is forgotten, TSD can reset the system so as
to allow the employee to select another password. Users may not give their password out to
another system user at any time. Any individual proven to be doing so shall be
recommended for disciplinary action. Any individual using another’s account
will also be recommended for disciplinary action.
E-mail
E-mail allows individuals to
communicate to others via computer with text documents and attachments at
extremely high speeds and efficiency. The e-mail systems are intended for work
purposes only and must not be used for personal communication. Improper e-mail
uses shall consist of: 1) Personal uses such as advertisements and notices, 2)
Mass email unless for official business, and 3) Sending images or documents
that can be offensive or inappropriate.
E-mail is a legal document and is used as a document of
official business. All emails are subject
to retention and can be reproduced at the company’s will in any event they
would be needed. It is recommended that documents of high importance be printed
out for hard copy evidence of current events.
Internet
All rules set forth in regard to company-owned equipment
when conducting business shall apply to the use of the Internet.
·
All Internet Browsing
is limited to users when searches are needed that pertain to their job
responsibilities. Users should refrain
from visiting chat rooms, shopping sites, X-rated sites, advertising sites, and
sports centers.
·
All Internet e-mail is
to be limited to work-related correspondence.
·
Any site that may be
deemed inappropriate or offensive to another person should not be browsed.
·
Documents being
transferred from Internet to individuals PC will only be allowed if work
related.
·
Internet software if
not approved by TSD will not be allowed on any PC. Some programs TSD will approve to be
installed on personal computers, as they will do the installation.
·
All personal computers
shall be randomly inspected to insure that general compliance with standards is
in order.
Disciplinary Action
Any violation of any provision set forth in this policy
will result in disciplinary action and may lead to dismissal. Immediate
supervisors will be notified first along with TSD department.
Emergency Action Plan
Including Medical Emergencies
Policy Statement
The
effectiveness of response during emergencies depends on the amount of planning
and training performed. Management shall show its support for all onsite safety
programs and the importance of emergency planning. It is therefore management's responsibility
to see that a program is instituted and that it is frequently reviewed and
updated. The input and support of all
employees must be obtained to ensure an effective program. The emergency response plan is developed
locally and deals with all types of emergencies specific to that site.
Emergency Action Plan
The
emergency action plan should address all potential emergencies that can be
expected in the workplace. Therefore, it
will be necessary to perform a hazard assessment to determine toxic materials
in the workplace, hazards, and potentially dangerous conditions. For information on chemicals, the
manufacturer or supplier can be contacted to obtain Material Safety Data
Sheets. These forms describe the hazards
that a chemical may present, list precautions to take when handling, storing,
or using the substance, and outline emergency and first-aid procedures.
This plan
must be reviewed with employees initially when the plan is developed, whenever
the employees' responsibilities under the plan change, and whenever the plan is
changed. A copy should be kept where
employees can refer to it at convenient times.
In fact, to go a step further, the employer could provide the employees
with a copy of the plan, particularly all new employees.
Emergency Action Plan Requirements
The
plan must include, as a minimum, the following elements:
§
Emergency
escape procedures and emergency escape route assignments.
§
Procedures
to be followed by employees who remain to perform (or shut down) critical plant
operations before the plant is evacuated.
§
Procedures
to account for all employees, after emergency evacuation has been completed.
§
Rescue
and medical duties for those employees who are to perform them.
§
The preferred means for reporting fires and other
emergencies.
§
Names and regular job titles of persons or departments to be
contacted for further information or explanation of duties under the plan.
The employer must list in detail the procedures to be taken
by those employees who must remain behind to care for essential building
operations until their evacuation becomes absolutely necessary.
Emergency Evacuations
For
emergency evacuation, the use of floor plans or maps that clearly show the
emergency escape routes and safe or refuge areas should be included in the
plan. All employees must be told what
actions they are to take in emergency situations that may occur in the
workplace, such as a designated meeting location after evacuation.
Chain of Command
A
chain of command should be established to minimize confusion so that employees
will have no doubt about who has authority for making decisions. Responsible individuals should be selected to
coordinate the work in case of emergencies.
Because of the importance of these functions, adequate backup must be
arranged so that trained personnel are always available. The duties of the Emergency Response Team
Coordinator should include the following:
§
Assessing the situation and determining whether an emergency
exists that requires activating the emergency procedures.
§
Directing all efforts in the area including evacuating
personnel.
§
Ensuring that outside emergency services such as medical aid
and local fire departments are called in when necessary.
§
Directing the shutdown of plant operations when necessary.
Communication
During
a major emergency involving a fire or explosion it is necessary to evacuate the
building. Also, normal services, such as
electricity, water, and telephones, may be nonexistent. Under these conditions, it is necessary to
have an alternate area to which employees can report for incoming and outgoing
calls. Since time is an essential
element for quick response, the person designated as being in charge should
make this the alternate area so that this person can be easily reached.
Emergency communications
equipment such as radio systems or portable radio units should be present for
notifying employees of the emergency and for contacting local authorities, such
as law enforcement officials and the fire department.
Alarms
must be audible or seen by all people in the plant and have a backup power
supply in the event electricity is affected.
The alarm must be distinctive and recognizable as a signal to evacuate
the work area or perform actions designated under the emergency action
plan. The employer must explain to each
employee the means for reporting emergencies.
Emergency phone numbers should be posted on or near telephones, on
employees' notice boards, or in other noticeable locations. The warning plan should be in writing and
management must be sure each
employee knows what it means and what action is to be taken.
Accounting for Personnel
Management
will need to know when all personnel have been accounted for. A responsible person must be appointed to
account for personnel and to inform police or Emergency Response Team members
of those persons believed missing.
Emergency Response Teams
Emergency
Response Teams are the first line of defense in emergencies. Before assigning personnel to these teams,
the employer must assure that employees are physically capable of performing
the duties that may be assigned to them.
See the Safety Manual to review the areas that the Emergency Response
Teams must be properly trained in order to maintain a safe operation.
Medical Emergencies
In a
medical emergency, time is a critical factor in minimizing injuries. Rekrow
Construction Company provides the following medical and first aid services:
§
In the absence of an infirmary, clinic, or hospital in close
proximity to the workplace that can be used for treatment of all injured
employees, the employer must ensure that a person or persons are adequately
trained to perform first aid. The first aid is to begin within 30 minutes of
the incident if the injury is of a serious nature.
§
Where the eyes or body of any employee may be exposed to
injurious corrosive materials, eye washes or suitable equipment for flushing
must be provided in the work area for immediate emergency use. Employees must be trained to use the
equipment.
§
The employer must ensure the ready availability of medical
personnel for advice and consultation on matters of employees' health. This does not mean that health care must be
provided, but rather that, if health problems develop in the workplace, medical
help will be available to resolve them.
General Procedures and Provisions
If
you witness an emergency, call 911.
Emergencies include serious illnesses or injuries, electric shock, fire,
smoke, leaking gas, large chemical spills, tornados, and bomb threats.
Specific
emergency procedures for your work area are included in the emergency plan
section of the safety manual. The
emergency plan identifies emergency personnel, evacuation routes and assembly
points, and alarm procedures. In an
evacuation, exit the building quickly and orderly. You should know two safe and
direct evacuation routes from your work area.
Keep exit paths clear at all times.
OSHA Compliance
Rekrow Construction Company is committed to compliance with OSHA Standards and that commitment starts at the top. We take it upon ourselves to provide our “employees a place of employment which is free from recognized hazards that are causing or are likely to cause death or serious physical harm” (from OSHA Handbook.)
Per OSHA Regulation, all job sites will post or make available the
following:
1. Job safety poster
2. Log of occupational injuries and illnesses (posted)
3. 1 month summary of occupational injuries and illnesses (posted)
4. OSHA citations and fines posted (if applicable)
5. Documentation of variances sought to be provided (if applicable)
6. OSHA standards for employee inspection
When OSHA Compliance Officers come to any one of our sites, they are guaranteed access. A superintendent or project manager must walk the jobsite with the officer and record any noteworthy findings. Vice President of Operations should be informed immediately of any such visit.
All subcontractors of Rekrow Construction Company are expected to comply with OSHA regulations as well. Rekrow Construction Company reserves the right (as stated in each subcontract) to terminate the contract of any non-complying subcontractor. At least three warnings will be given per offense before termination of contract.
Reporting & Documentation
1) Report all injuries immediately to your supervisor.
2) Notify your supervisor should you become ill while on the job.
3) Inform you supervisor if you have a disability or physical handicap.
It is important that all accidents and incidents that result in injury, illness, or damage (however slight) be reported to your supervisor immediately. The company can learn how to prevent them from occurring in the future. It is company responsibility to investigate each incident, and your responsibility to report them when they occur. Anonymity will be maintained when you report these incidents.
Post accident, all employees will be informed of any related medical results.
All OSHA recording requirements will be complied with on our jobsites. OSHA Log No. 300 and Supplementary Record No. 301 will be used each time a recordable incident occurs. An incident is considered recordable if it is work-related and…
…Treatment by a physician is required
…A worker is rendered unconscious
…The incident restricts the worker’s ability to work
…Physician treatment is required for re-injury
…Hearing loss occurs
Near misses and actual accidents
are to be recorded by a supervisor in an incident report. These reports should include a detailed
analysis of the incident along with eyewitness accounts and comments on future
avoidance of such an incident.
OSHA Form 300A (The Annual Summary Report) is to be posted at all times in the main office.
Right-To-Know Regulations
All employees of Rekrow Construction Company have the right to know:
Jobsite Security
Security fencing will be in place at all jobsites with warning signs posted at all entry points and every 5 yards around the perimeter. Exterior lighting will also be utilized for night time security and discouragement of theft and vandalism. Any large equipment needed on site will be strategically parked to deter theft and all unused equipment should be removed from the jobsite at the end of its last day of use. See “Work Tools” for small tool security policies.
Travel Arrangements
Introduction
Rekrow Construction Company will reimburse field personnel
on a per diem basis. Travel costs
included in Rekrow Construction Company’s per Diem amount are limited to
lodging and transportation. Individuals
will be notified prior to travel of this per diem amount so travel arrangements
can be made accordingly.
All individuals are required to obtain authorization by
the Superintendent on their jobsite prior to travel. The Superintendent must then inform Rekrow
Construction Company’s Human Resources (HR) Department. Rekrow Construction Company will designate an
authorized HR representative at its discretion.
To ensure all travel is a necessity,
travel involving more than three employees from a single project location to a
single travel destination must be approved in advance by Rekrow Construction
Company’s HR Department. These
provisions can apply to daily travel but mainly apply to overnight travel.
If Rekrow Construction Company
determines that a workshop or training program is essential for field personnel
of five or more employees, the company shall investigate the option of bringing
the workshop to the jobsite instead of authorizing employees to travel to an
off-site location. Rekrow Construction
Company shall document the comparative cost of an onsite session and retain
such documentation on file.
Paycheck Advancement
Rekrow Construction Company will not under any circumstances advance
employee’s paycheck.
Travel
Expenses
Rekrow Construction Company may pay
for an individual’s lodging when that individual is traveling to a worksite
where an overnight stay is necessary.
However, no expenditures will be reimbursed. The jobsite Superintendent must receive approval
by Rekrow Construction Company’s HR Department prior to field personnel’s
travel.
Meals
and Incidental Travel Expenses
Introduction
In general meals and certain
incidental travel expenses are not reimbursable.
Transportation
Company-Owned
Vehicle
Personal use of company vehicles is not permitted. Rekrow Construction Company will pay for fuel and maintenance for company use of personal or company vehicles. Superintendents are expected to be diligent in keeping company vehicles clean and in good repair. Superintendents must receive prior approval from Rekrow Construction Company’s HR Department before allowing an employee to use a company vehicle.
The use of company vehicles shall be restricted to work related activities and/or during normal working hours. The privilege of company vehicle use is extended only to those with both a valid state driver’s license and an admirable driving record. All personnel must attend the Vehicle Safety and Operations course and receive the Certificate of Operation prior to use of company vehicles.
Personally-Owned
Vehicle
Employees are permitted to use personally owned automobile if a company vehicle is not available or if the use of a personally owned vehicle is cost beneficial to Rekrow Construction Company. Employees choosing to use their personal vehicle for convenience purposes may be reimbursed for mileage.
Current
Mileage Rates
Rekrow Construction Company’s HR Department set the current mileage reimbursement rates. This information can be obtained from the project Superintendent.
Mileage is reimbursable when traveling to a jobsite, which is considered out of the employee’s normal daily routine. Prior approval must be given by the jobsite Superintendent.
Mileage traveled routinely by the employee between the
residence and jobsite incurred on a scheduled workday is considered commuting
mileage. Commuting mileage and other
commuting costs incurred on normal workdays are considered a personal expense
and are not reimbursable.
Mileage incurred when the individual is required to work
on a Saturday, Sunday, or holiday that is not
a scheduled workday is not reimbursable.
Parking and Toll expenses are not reimbursable and should be covered by
the per diem amount.
Generally, airline travel cannot exceed the rates
charged for tourist/coach fare but will be paid for on a per diem basis by Rekrow
Construction Company.
Rekrow Construction Company permits bus travel in
lieu of automobile, airline, or train travel which will be based on a per diem
rate.
Prohibited
Travel Expenses
Expenses not covered by Rekrow Construction Company
include:
• Lost or stolen articles
• Alcoholic beverages
• Damage to personal vehicles, clothing, or other items
• Services to gain entry to a locked vehicle
• Movies charged to hotel bills
• All expenses related to the personal negligence of the
traveler, such as fines
• Entertainment expenses
• Towing charges
Substance
Abuse Policy
Rekrow Construction Company supports all efforts to create
a drug free workplace and has instated a policy manual, which prohibits all
employees from using, selling or transferring drugs, alcohol or any other
illegal substances on or around the jobsite.
All employees shall carry themselves in a respectable manner at all
times (on and off the jobsite) in order to promote the good image of Rekrow
Construction Company.
Drug and alcohol abuse is a serious concern and Rekrow
Construction Company recognizes this problem. Maintaining a safe, efficient,
and healthy working environment to benefit the company and its employees is of
the greatest importance to Rekrow Construction Company. Participating in any
jobsite activities while under the influence of drugs or alcohol poses a
serious risk to jobsite safety and therefore will not be tolerated. In order to protect the health and safety of
all Rekrow Construction Company employees and any other individuals involved in
the construction process, the following policy regarding substance abuse in the
workplace has been instated as vital to Rekrow Construction Company.
The Rekrow
Construction Company Substance Abuse Policy:
a.
Prohibits all
employees from representing Rekrow Construction Company if the employee is in
anyway under the influence of drugs, alcohol or other controlled substance.
b.
Prohibits any Rekrow
Construction Company employee from using, selling or transferring any illicit
substances while acting as a representative of Rekrow Construction Company. (A
representative of Rekrow Construction Company is any person who is employed by
this organization. Whether onsite and working or off site, all employees are
expected to carry themselves in a respectable manner at all times).
- An illicit substance includes illegal drugs, alcohol or
any substance that would inhibit an employee from performing in a safe and
healthy state.
c.
Defines the
regulations for testing of all employees according to the “Rekrow Construction
Company Substance Abuse Policy”
Drug Testing Policy
Rekrow Construction Company permits the testing for the use
of illegal substances at any time including, but not exclusive to the stages
listed below:
Pre-Employment:
All applicants for employment with Rekrow
Construction Company are required to participate in a pre-employment drug
urinalysis and/or blood test. Applicants who test positive without previous
direct explanation will be immediately removed from employment
consideration. Any individual who
refuses to participate in a drug screen will not be considered for employment.
Reasonable
Suspicion: Any employee displaying
evidence of being in violation of the Substance Abuse Policy set up by Rekrow
Construction Company may be subjected to a drug test.
Former
Conviction: If an employee has a
history of drug abuse, Rekrow Construction Company may request a drug test to
ensure the safety of all employees on the jobsite
Random Testing:
Employees of Rekrow Construction
Company will be periodically selected to submit a drug test to ensure the
safety of all employees
Routine Fitness
for Duty Testing: Employees of Rekrow
Construction Company will be tested as part of a routinely scheduled employee
fitness-for-duty medical examination.
Additional
Provisions
The role of all supervisory
personnel for Rekrow Construction Company is to ensure the construction process
is carried out according to plan in a safe manner. Any employees suspected of
endangering themselves or others as a result of possible substance abuse shall
immediately be reported to human relations by a supervisor.
Drug and alcohol testing will
involve an initial screening test at a laboratory approved by Rekrow
Construction Company. If the test results return positive, a second test shall
be conducted using the original sample. Test results will be kept as
confidential in order to protect the rights of all parties involved. A positive
test is grounds for immediate termination of employment. Refusal to participate
in a drug test will be treated as a positive test result and will lead to
immediate termination of employment.
Return-to-Work Program
Policy Statement
Rekrow Construction Company provides a return-to-work
program for work-related injuries or illnesses as the means to return employees
to meaningful, productive employment following injury or illness. To provide the highest level of quality
service to employees, it is necessary for every employee to be available for
work, ready and capable of performing the duties and responsibilities for which
the employee was hired.
General
Provisions
The Safety Coordinator and Department of Human Resources
for Rekrow Construction Company administers the company’s return-to-work
program and reviews all return-to-work requests made within the company.
The return-to-work program provides opportunities for all
employees covered by compensation insurance who sustains a compensable injury
during the course of employment, to return to work at full duty. If the employee is not physically able to
return to full duty, the return-to-work program provides opportunities for
employees to perform a temporary assignment in which the regular position is
modified to accommodate the physical capacities of the employee. A transitional assignment with alternate
duties is also an option of an injured employee. Assignment of any employee to a temporary
position or modified regular position in accordance with the return-to-work
program, including determination of the pay rate for the position, requires the
approval of Human Resources.
Any employee of Rekrow Construction Company, sustaining
injury or illness resulting in a disability under the Americans with
Disabilities Act, is responsible of informing a supervisory employee if any
accommodations must be made to perform essential functions of the job.
Rekrow Construction Company recognizes it is a violation of
the return-to-work program along with state and federal laws for any employee
to discriminate against an employee of this agency due to:
Special
Assignments
An employee of Rekrow Construction Company, unable to
return to regular duties shall make a verbal and written request to be reassigned
for:
§
Assignment to the regular position with temporary modifications
designed for an employee who is unable to perform at full ability in the
regular position due to work-related illness or injury. Such duty
modifications require the certification from a physician and the Safety
Coordinator representing Rekrow Construction Company.
§
Return to work to a transitional position with different duties is
designed for an employee who is temporarily unable to function at full ability
in the regular position due to work related illness or injury, but who is
expected to return to regular duties within six months. The employee
must possess the knowledge, skills, and abilities required to function in the
transitional position. Such temporary
reassignment requires the certification of the employee’s treating physician,
and the Safety Coordinator.
§
Transitional
assignments require advance approval from the Human Resource department of Rekrow
Construction Company. If a transitional
assignment requires a pay change for the affected employee, Human Resources is
responsible for determining the corrected pay rate for the work to be
performed. The department the employee
has been reassigned shall pay the salary in the transitional assignment. The maximum duration for transitional
assignments is six months and the regular department is responsible for
documenting the assignment in accordance with Rekrow Construction Company
specifications.
Rekrow Construction Company will evaluate all employees participating in the return-to-work program after sixty (60) and ninety (90) days in the new positions to ensure suitable placement.
All employees with permanent
restrictions (as defined by a physician) must be evaluated by Employee
Occupational Health Wellness before subsequent job transfers within Rekrow
Construction Company. An EOHW
practitioner will evaluate the requirements of the proposed jobs to determine
whether or not the restricted employee will be able to perform in a productive
manner.
Reassignment
Reassignment to any temporary,
transitional or permanent job will be documented in an offer of employment
letter to the employee. The offer of employment letter shall include the
following information:
The employee representing Rekrow
Construction Company has the option to accept or reject the new offer of
employment. If the offer is accepted,
the employee shall perform the position duties for the assignment term or until
the employee is able to return to regular duty, whichever is sooner. If the employee rejects the offer of
employment, the employee remains out of work until the end of any approved
leave period or until the health care provider to return to full duty certifies
the employee.
If the employee is unable to
return to full duty by the end of the assignment term and/or by the end of the
approved leave period, the employee shall be reevaluated based upon the
necessity of filling the position.
Review and Responsibility
The responsibility lies within
the Vice President of Rekrow Construction Company and it is the VP’s duty to
perform a review process for each employee return-to-work program every three
years by November 1.
Approval
The approval process lies within
the responsibility of the Vice President of Finance and the President of Rekrow
Construction Company to approve the outcome of each employee return-to-work
program.
Safety Orientation Program
Policy
Statement
Prior to joining a work crew, all employees of Rekrow Construction
Company will receive a health and safety orientation. The orientation will inform new employees of
expected safe work practices, the potential hazards in the workplace, and how
to prevent accidents. At the completion
of the safety orientation, all employees will be issued a Rekrow Construction
Company Safety Manual further outlining all safety policies and procedures.
§
Overview of the company safety program. This includes a review of the company safety
manual, employer and employee responsibilities, an overview of the
company-training program, and the disciplinary policy for failure to comply
with safety rules. Also included shall
be a hierarchy of Safety Officials in the Rekrow Construction Company
Organization.
§
Emergency procedures. This
lesson will cover fire prevention, fire protection, emergency response,
evacuation procedures and first aid.
Employees will also be instructed how to report accidents and
injuries. Employees of Rekrow
Construction Company shall be trained in emergency decision-making and be
taught to take fast action that will help in crisis situations and resolve
problems quickly.
§
Introduction to hazard communication. This gives employees an overview of the
company's hazard communication program, including how to use material safety
data sheets, how to read warning labels on hazardous materials and where to
find these on the jobsite.
§
Workplace hazards. This
discussion will inform employees of potential hazards in the workplace and how to
protect against these dangers. Topics
will include slips and falls, ergonomic hazards, workplace violence, electrical
hazards and chemical hazards. Employees
will also receive an introduction in the use of personal protective equipment.
Rekrow Construction Company employees who receive safety
orientation documents should fill out completely and sign these forms verifying
that they have attended and comprehended the orientation along with
understanding the responsibilities of being a Rekrow Construction Company
employee. Some employees will also
receive specialized training required for their particular tasks before they
begin these tasks.
Company
Safety Program
Rekrow Construction Company
employees should be familiar with the overall approach to safety and health for
all employees. The following covers
these concerns:
§
Company organization. The
Safety Department of Rekrow Construction Company is responsible for compliance
with all state and federal safety regulations in addition to ensuring a safe work
environment for all parties involved in the construction process. The Safety Department of Rekrow Construction
Company also coordinates all safety training programs. Project managers and supervisors are
responsible for implementing the safety policies for the employees under their
supervision at all times.
§
Company safety manual.
Employees of Rekrow Construction Company will learn about the purpose of
the manual and how to use it. The manual
includes detailed policies on various safety issues and OSHA standards:
emergency procedures, ergonomic hazards, electrical hazards, hazard
communication, chemical safety, personal protective equipment and office
safety.
§
Employee participation. Rekrow
Construction Company encourages all employees to actively participate in the
safety program. Opportunities for
employee participation include suggestion boxes, safety meetings, and employee
safety committees.
§
Employee rights.
Employees have a number of rights under state and federal law, including
the right to refuse to perform unsafe tasks.
Rekrow Construction Company will not discriminate against any employee
for exercising these rights.
§
Training program. Rekrow
Construction Company provides specialized training to employees working in
specialized construction areas. A
schedule of training courses is available from the Rekrow Construction Company
Safety Department.
§
Discipline. Employees that violate the
company's safety procedures are subject to disciplinary action. Punishment for violation will be handed out
on a case by case basis as determined by the Rekrow Construction Company Safety
Department.
Responsibilities
The Rekrow Construction Company Safety Coordinators have a
responsibility to planning and development of the Safety Program. The Construction Managers, Project Managers,
and jobsite supervisory personnel are responsible for implementation of the
Safety Program within their area of operations and are expected to keep the
program up-to-date. Project managers and
superintendents are held responsible for implementing the Safety Program at
their specific project sites.
Jobsite Safety Analysis
Policy
Statement
The Jobsite Safety Analysis is a process that enables all workers to conduct safe work practices on all jobs. All participants shall receive adequate instruction and forms that can be reproduced to allow complete safety analysis for each task carried out.
Task Training
The Project
managers and all supervisors of Rekrow Construction Company shall understand,
accept and enforce all safety processes and procedures set forth by Rekrow
Construction Company. The following
learning outcomes should be considered where applicable:
§
Understand the task or
process and the working relationship with the overall goals of the project
§
Be able to perform various
checks on all equipment that will be used in the performance of the job
§
Demonstrate proper
start-up and shutdown procedures on equipment that will be operated in the
performance of the job
§
Demonstrate and
describe safe operating procedures with respect to all equipment or processes that are required
by the job
§
Understand required maintenance and servicing procedures for all
equipment or processes that will be used in the tasks. If required to perform maintenance or
service tasks, the employees will be required to demonstrate safe procedures
for those tasks
§
Demonstrate how to deal with or report problems or malfunctions,
to include emergency shutdown processes or procedures
§
Demonstrate understanding of company and federal health and safety
standards or procedures applicable to the task
§
Be trained on all new or modified machines, equipment, or
processes and demonstrate safe practices in the actual work environment. The employee must also demonstrate
understanding of the difference between old and new or modified equipment and
processes to include the impact these differences have on the safety and health
of all Rekrow Construction Company Employees
Task
Training Procedures
Task Training Methods
§ All employees of Rekrow Construction Company shall have the opportunities to get hands on training with all equipment and processes that will be encountered during construction.
§ All employees of Rekrow Construction Company shall have access to company policies and procedures along with operating manuals and checklists for the equipment that will be used on the jobsite.
Employee Participation and Responsibilities
All Rekrow
Construction Company employees are encouraged to fill out all forms provided by
the Safety Coordinator and to provide the completed Jobsite Safety Analysis to the Safety Coordinator or immediate
supervisor for review. Further, it is
recommended this Jobsite Safety Analysis be available for training
new employees and for assessing work practices on a routine basis. New employees shall review the Jobsite Safety Analysis Manual and understand the significance of all
aspects of the Jobsite Safety Analysis. Using the handouts provided by the Safety
Coordinator, all employees shall conduct a basic hazard analysis of the job or
specific task within job.
Procedures for Termination:
Introduction
Termination of employment with the Rekrow
Construction Company may either be voluntary or involuntary. An employee may voluntarily terminate their
employment with the company by resigning.
An authorized company official may involuntarily terminate an employee
from employment. The four types of
involuntary termination are termination at will, poor performance, for cause,
and layoff or reduction-in-force. Both
the employer and the employee should be treated fairly and with mutual respect
at all times during the termination process.
Resignation Policy
Employees
who voluntarily resign from employment are expected to give at least two days
prior notice. This notice is to be
written and should include the specific reasons for resignation as well as the
proposed separation date. Employees who
voluntarily resign are encouraged to participate in an exit interview before leaving. Generally, the employee’s last paycheck will
be received on next payday following leave.
Involuntary Termination Policy
Rekrow
Construction Company reserves the right to terminate employees at will. At will, means that the employer can terminate
the employment relationship at any time, with or without cause or without
advance notice, as long as the reason for the termination is not prohibited by
law. A reason for termination does not
have to be given.
Rekrow
Construction Company reserves the right to terminate an employee for poor
performance when an employee has consistently exhibited poor performance
compared to performance criteria. When
terminating for poor performance, it should be documented that the employee has
been advised of performance deficiencies, given a reasonable amount of time to
correct the deficiencies, and documented that the employee has failed to make
the necessary corrections.
Rekrow
Construction Company reserves the right to terminate an employee for
cause. This occurs when an employee’s
conduct is in serious violation of company policy or an employee has acted in a
manner that significantly jeopardizes company or fellow employees. When terminating for cause, the employee’s action
should be thoroughly documented.
Rekrow
Construction Company reserves the right to conduct employee layoffs or
reduction-in-force programs. A layoff
may be a temporary or permanent interruption of the employment relationship
because of a lack of work, the company’s financial situation, an internal
reorganization of the company’s workforce, external market forces, the economy,
changing conditions, competitive forces, etc.
If the termination is the result of a reduction in workforce, verify
that the employee’s selection has been fair, legal, and well documented.
Termination for Poor Performance
Procedures
There
may be instances when the employee’s work performance is not at an acceptable
level. It is important to first try to
work with the employee to improve their performance. The following are possible reasons for poor
performance, and suggested strategies for improvement:
|
Reasons for Poor Performance |
Strategies for Improvement |
|
Lack
of knowledge of specific job duties or responsibilities. |
Provide
additional training: Develop a job description and/or manual to make job
responsibilities clear. |
|
Lack
of skills for tasks to be performed. |
Provide
training on skill development: another approach is to shift the person to a
position where skills can be utilized |
|
Personal
problems due to family matters, academics, finances, personal relationships,
etc. |
May
help to just be a “good listener:” necessary to refer to counseling if
problems persist; time and understanding are often the solution to these
problems. |
|
Interpersonal
conflict between supervisor and employee, or between other workers or staff
in the office. |
Extremely
important to open lines of communication and develop understanding between
parties involved: may be necessary to involve a third unbiased party to
mediate the conflict and initiate communication. |
|
General
lack of motivation on part of the employee. |
More difficult to correct, some
include: 1) Re-emphasize expectations and
appropriate job behavior; 2) provide frequent feedback, both negative and
positive, on performance (with emphasis on the positive); 3) vary
responsibilities (i.e., alternate tasks to create variety; 4) shift the
person to another position where skills and motivation can better be used;
and 5) if necessary, consider probation, poor evaluations, and/or poor
references as a means to encourage proper job behavior. |
If none
of these strategies work to change poor performance, then it may be necessary
to dismiss the employee. It is extremely
important that events leading up to and reasons for dismissal be thoroughly
documented. A dismissal action should be
preceded by at least one written warning except when:
1.) An employee is absent from work without approval for
twenty consecutive, scheduled working days.
2.) An employee knows or reasonably should have known that
performance or conduct was unsatisfactory.
The
employee should be promptly warned in writing of any performance or discipline
issue that could result in termination.
If necessary, Rekrow Construction Company may suspend the employee while
they investigate. Before terminating the
employee, Rekrow Construction Company may have a neutral officer, human
resources professional, or legal counsel review the facts and proposed
decision. The employee should be given a
chance to tell their side of the story.
The reasons for termination should not be discussed unnecessarily,
especially with co-workers. If the final
decision is to terminate employment with the company, the employee should be
promptly terminated.
Termination for Cause Procedures
When an
employee’s conduct is in serious violation of Rekrow Construction Company
policy or an employee has acted in a manner that significantly jeopardizes
company or fellow employees or when an employee has committed violent or
criminal behavior, the employee’s employment with the company will be
terminated for cause. When terminating
for cause, the employee’s action should be thoroughly documented. The employee should be promptly warned in
writing. The employer may investigate
before deciding to terminate. The
employer will suspend the employee while it investigates. Before terminating the employee, the employer
may have a neutral officer, human resources professional, or legal counsel
review the facts and proposed decision.
The employee should be given a chance to tell their side of the
story. The reasons for termination
should not be discussed unnecessarily, especially with co-workers. If the final decision is to terminate
employment with the company, the employee should be promptly terminated.
Federal Laws
Federal
laws prohibit discrimination in employment based on certain protected
classifications, including race, color, sex, pregnancy, religion, national
origin, age (40 or over), and disability.
Therefore, an employer is prohibited from terminating an employee if the
basis of that termination stems from any of these protected
classifications. Most discrimination
lawsuits are based on an employee’s belief that they were treated differently
because of sex, race, or other protected class status. Discrimination, breach of contract, and
defamation account for the majority of employment claims against employers.
Reduction-in-Force:
Introduction
The Rekrow
Construction Company reserves the right to conduct employee layoffs or
reduction-in-force programs. A layoff
may be a temporary or permanent interruption of the employment relationship
because of a lack of work, the company’s financial situation, an internal
reorganization of the company’s workforce, external market forces, the economy,
changing conditions, competitive forces, etc.
If the termination is the result of a reduction in workforce, verify
that the employee’s selection has been fair, legal, and well documented. Both the employer and the employee should be
treated fairly and with mutual respect at all times during the termination
process. All steps in the reduction-in-force process should be well documented and
communicated with employees.
Procedures
Rekrow
Construction Company must determine up front what criteria will be used to select
employees for the reduction-in-force (
(1) A review of the pre-RIF workforce population for each
protected group, as compared to the post-RIF populations, to determine whether
the RIF is disproportionately impacting a protected group;
(2) A review of the numbers and percentages of individuals
in each protected group selected for the RIF, as compared to those of
non-protected employees selected for the RIF and
(3) A determination of whether any of the selected
employees are, or recently have been on a leave of absence for medical reasons,
whether under the FMLA,
In
addition to assessing the risk of discrimination and retaliation claims, a
company should also determine whether any employee may have a viable contract
or tort claim if terminated during the
(1) Whether an employee targeted for layoff has
employment-related rights conferred by written agreement, such as in offer
letters, employment contracts, severance agreements or change-in-control
agreements.
(2) Whether the timing of the
(3) Whether an employee targeted for layoff recently joined
the company and forewent other jobs or relocated to the company in reliance
upon assurances made during the recruitment process. All of the foregoing situations create
potential legal exposure for employers.
The
next step is to implement the reduction-in-force. Measures for protecting company proprietary
and confidential information should be undertaken such as confidentiality
agreements and non-competitive employment agreements. Security issues need to be addressed and all
access the laid off employees have to the computer network, servers, and voice
mail should be cut-off. Separation
should be accompanied by an explanation of company benefits, which are
available. If offering severance
payments to the departing employees, a release of claims from each such person
should be obtained. Exit interviews
should be given and the employees should be given their final paychecks at the
termination meeting. Generally it is
advisable to remove selected employees from the workplace as quickly as
possible to minimize disruption and morale issues.
Ideally,
a tight hiring freeze should be imposed after a
Federal Laws
Federal
law imposes a significant set of restrictions regarding the waiver of age
discrimination claims. These
restrictions are set forth in the Older Workers Benefit Protection Act. The WARN Act requires that covered employers
give written notice 60-days before undertaking a mass layoff or a plant closing
at any single site of employment. Such
written notice must be given to each employee who will suffer an employment
loss, or to their union, and to state and local government agencies. WARN only applies to those employers who have
either;
1.) 100 or more employees, excluding “part time” employees,
company-wide; or
2.) 100 or more employees, including “part time”
employees, who in the aggregate work at least 40 hours per week exclusive of
overtime hours.
A “part
time” employee is one who is employed for an average of less than 20 hours per
week or who has been employed for fewer than 6 of the 12 months preceding the
date on which WARN notice is required. A
“plant closing” occurs where an employer closes an entire single site of
employment, or one or more facilities or operating units within a single site,
and this shut down directly results in the employment loss of 50 or more full
time employees at that site within any 30-day period.
A “mass
layoff” occurs when either:
1.) 33% (and at least 50) of the active, full time
employees at a single site of employment suffer an employment loss within a 30-
day period; or
2.) 500 or more full time employees at a single site suffer
an employment loss within a 30-day period even if 500 employees constitute less
than 33% of those employed at a single site.
WARN requires that all affected employees receive proper notice of the
plant closing or mass layoff. Notice must be delivered to each employee, unless
a union, in which case the notice can be delivered to the union, represents
employees.
Both Rekrow
Construction Company and the employee should be treated fairly and with mutual
respect at all times during the termination process. Once the employee has been terminated, they
should be asked to leave immediately.
Never argue with an employee to justify a termination decision. If a terminated employee makes a threat of a
lawsuit, do not respond. Call a witness
if an employee makes a threat. If you
suspect that the employee is about to become violent and cause harm to others
or company property, call security or the police immediately. Generally, the employee should be given their
final paycheck at the termination meeting.
The employer should remain vigilant even after the termination. If a former employee requests information,
such as a copy of their personnel record or an explanation of the reason for
their termination, the employer should talk to its lawyer before responding.
Documentation:
Introduction
Throughout
the process of considering its options, Rekrow Construction Company should take
care to thoroughly document the investigations, studies, evaluations,
interviews, warnings, disciplinary actions, and terminations it
undertakes. All employment actions
should be carefully and thoroughly documented.
The goal of such a paper trail is to reflect the company’s actual needs,
its concern for its employees, and the objectivity of its plans. Documentation should educate the employee as
to the nature and seriousness of the performance or disciplinary issues, the
employer’s expectations, and the likely consequences of continued
problems. Documenting employee meetings
can help ensure clear communication with the employee. This written record creates a certainty
regarding what an employee was told and eliminates the potential for actual or
claimed miscommunication between the employer and the employee. Having the employee sign the document further
ensures that they understand what was said during the meeting. Documentation of an incident also creates a
record for evaluating future conduct.
Documents create an employee’s history with the company and help
identify patterns of conduct. A good
document should record all important facts and be of sufficient quality to be
used in a manner that will be understandable and persuasive to a judge or jury. Assume that all important facts and decisions
will be challenged, and prepare documents with an eye toward the facts that the
company will want to establish.
Elements of Good Documentation
Good
documentation should normally include the following elements:
1.) Identifies the rule or standard that was
violated
2.)
States the legitimate reason for that rule or standard or why the rule
or standard is fair (for example, in situations involving a performance
standard, note that all employees are expected to, and do, comply)
3.) Demonstrates how the rule or standard was
communicated
4.)
Describes any previous counseling or discipline given for related events
or previous steps in the progressive discipline process. Hopefully, these prior occasions of counseling
or discipline are also documented. If they
are, copies of the earlier documentation should be attached to the new document
5.)
Recounts the effect on the company of the employee’s failure to satisfy
the rule or to meet the standard in
the most recent incident
6.) Clearly states future expectations, even if
that means restating the rule
7.) Invites the employee to ask if they have any
question regarding what is expected, thereby
leaving no room for claimed misunderstanding
8.) Plainly states the consequences of an
additional violation(s)
9.)
Expressly states the company’s willingness to assist in any reasonable
manner possible and the institution’s hope that the employee will succeed
10.) Is dated
11.) Identifies the author
12.)
Is signed and dated by the employee (if the employee refuses, note the
date and time that the employee was presented with the document and the fact
that they refused to sign it, then sign the document yourself under the
notations)
13.)
Is noted to be “confidential” and is handled in a confidential manner by
distributing it only to those with a real need to know
14.) Is legible
15.) Uses plain, non-technical language that a
jury can understand
16.) Avoids hyperbole or inflammatory language
Documentation of Termination
It is
extremely important that events leading up to and reasons for dismissal be
thoroughly documented. Information
should include such things as:
1.) Willful violation of company policies
2.) Misconduct
3.) Poor performance
4.) Absence during working days without proper
notice to the supervisor
5.) Willful destruction or neglect of company or
jobsite property
6.)
Theft, or attempted theft, of company or jobsite property, its visitors,
owners, or employees
7.)
Reporting to work under the influence of alcohol or other drugs, or
possessing drugs on company or jobsite property
8.)
Deliberately giving false information on job applications, time records,
or other company records
9.) Disciplinary actions
10.) Reprimands
Rekrow
Construction Company entitles every employee leaving the company to a final
interview with a member of management whom is responsibly delegated. This interview is for both the benefit of the
employee and the company. The interview shall discuss both the performance of
the employee, and the performance of the company. This interview is to assist Rekrow
Construction Company and the employee leaving the company so any corrections in
performance may be made if need be.
The
Exit interview will also educate the employee on matters of final pay,
remaining benefits and compensation if granted.
Rekrow
Construction Company has provisions for collection of Final Paychecks for the
involuntary termination and the voluntary terminations. Both employees will be paid in full according
with state law. Paychecks will be
received on next payday following leave.
Assignment #3
This
assignment can be performed in groups, not to exceed 5 members per group.
You are to submit a written report regarding the changes you wish to make. Refer to the page numbers, subheadings and the paragraph number to clarify the location of any changes. These suggestions can include the following:
We will devote some class time to answering questions regarding this assignment on September 26, if needed. These questions should be of a specific nature as the overall assignment must be well understood prior to this date. The group’s report is to be submitted electronically by noon on October 3. It is suggested that whoever submits the report to the instructor also copies the group members to ensure that the task gets done on time.