cover page issued: february 28, 2011 cover page revised ... · policy 101: chief executive...

PMHCC Policy Manual

Cover Page of 1

Cover Page Issued: February 28, 2011

Cover Page Revised: June 15, 2015

PMHCC

POLICIES

&

PROCEDURES

MANUAL

PMHCC Policy Manual

Policy 100: Version And Revisions Page 1 of 1

Section 1: Introduction Issued: February 28, 2011

Policy 100: Version And Revisions Revised: June 15, 2015

Version - This manual is the official version as of [June 15, 2015].

Revisions – The following revisions are reflected in this manual.

Revision(R) Addition(A) Deletion(D) Correction(C)

If you have any questions or comments, please be sure to consult your supervisor and/or call the Human Resources Department at 215-546-0300 x3605.

Section Policy Type

2 – Premises Policy 204 – Americans With Disabilities Act of 1990 and ADAAA of 2008

R

2 – Premises Policy 206 – Diversity R

2 – Premises Policy 216 – Reporting Adult and Child Abuse Regarding Clients

R

3 – Employment Policy 303 – Classification of Employment R

3 – Employment Policy 310 – Introductory Period R

3 – Employment Policy 311 - Work Hours, Flex-Time, Meal Period and Rest Breaks

R

3 – Employment Policy 315 - Notice of Intention to Resign and Separation Procedures

R

4 – Compensation Policy 401 - Salary Increases/Salary Maximums R

5 – Benefits Policy 508 – Tuition Reimbursement R

6 – Time Off/Absence from Work

Policy 601 - Attendance, Punctuality and Paid Leave Time

R


Policy 602 – Sick Leave R


Policy 604 – Personal Days R


Policy 608 – Family and Medical Leave Act R


Policy 609 - Civic Duty Leave of Absence R

PMHCC Policy Manual

Policy 101: Chief Executive Officer’s Letter Page 1 of 2

Section 1: Introduction Issued: July 1999

Policy 101: Chief Executive Officer’s Letter Revised: September 1, 2011

TO: PROGRAM DIRECTORS, MANAGERS, SUPERVISORS, STAFF MEMBERS AND BOARD

MEMBERS

FROM: CHIEF EXECUTIVE OFFICER

I am proud of the staff and board members of PMHCC and the affiliate organizations - PMHCC CTT, Inc., and 1260 Housing Development Corporation. In total, you are one of the finest collection of professional people that I have had the pleasure of working with in my more than fifty-year career.

The role of management is to: help define the organization’s values, mission, goals, and objectives; provide the structure and resources needed to get the job done; strengthen a productive and personal growth environment; assess its accomplishments and provide feedback to all staff members and boards.

For each of us the purpose of our job descriptions, performance evaluations, and PMHCC’s policies cannot be over-emphasized. They constitute the “social contract” (between each worker, supervisor, and corporation), the “knowledge of results” of performance, and the corporate operating structure. These tools must be developed and implemented in a clear, fair, equitable, appropriate, consistent, and timely manner.

This Manual has been prepared as a guide and reference for members of management at all levels of supervisory responsibility and, in turn, for all staff members employed by PMHCC. This Manual has the unqualified approval of the Board of Directors and top management of PMHCC and its affiliates, 1260 HDC and CTT.

We believe that it is in the best interest of the Agency and our employees to have written policies because of the complex legal nature of the employment relationship. It is essential that all members of management understand the role of these policies in meeting the Agency’s objectives supporting the work of our staff members and in limiting our legal exposure.

We have always recognized that the basis for our exceptional ability to serve our clients and customers has been the welfare and competence of our staff. Consequently, our benefits package has been among the best and most competitive in our industry. So that we are able to attract and retain the best people, benefits have kept pace and often exceed that of comparable not-for-profit agencies in the Philadelphia area while maintaining our fiscal integrity under very austere economic demands. .

For the foreseeable future, we will operate in a very constrained economic environment. so that PMHCC can continue as a viable and vital organization of people concerned with the needs of Philadelphia’s most vulnerable citizens, we have relied on our cost -finding, cost cutting and value- maximizing procedure.

PMHCC Policy Manual


Policy 101: Chief Executive Officer’s Letter Revised: September 1, 2011

Policy 101: Chief Executive Officer’s Letter Page 2 of 2 Policy 101: Chief Executive Officer’s Letter

Our salaries and benefits package has been made and kept comparable to those that our city-employed co-workers enjoy and our financial incentives, just as theirs, is responsive to the collective bargaining agreements affecting City employees.

Any policy, however, is only as good as its implementation. You are the individuals who must translate these ideas and principles into action. We depend upon you for the successful development of a productive, harmonious, and legal working environment for our employees.

Accordingly, I request that you thoroughly familiarize yourself with the contents of this Manual so that all PMHCC policies may be administered in a fair, equitable, consistent and effective manner

Bernard Borislow, Ph. D. Date September 1, 2011

PMHCC Policy Manual

Policy 102: Purpose of Manual Page 1 of 1

Section 1: Introduction Issued: July 1, 1999

Policy 102: Purpose of Manual Revised: September 1, 2011

The contents of this manual are presented as a general guide only. The plans, policies and procedures described in this handbook are not conditions of employment and should not be construed as a contract. PMHCC, the Agency, reserves to right to modify, revoke, suspend, terminate or change any or all plans, policies or procedures, in whole or in part, at any time, with or without notice. Your employment is terminable at will; that is, just as you retain the right to leave the Agency at any time, with or without notice, the Agency retains the right to terminate your employment at any time with or without notice. No supervisor or representative of the Agency, other than the PMHCC Chief Executive Officer, has any authority to enter into any agreement for employment for any specified period of time, or to make any arrangements contrary to the foregoing, and any such agreement must be in writing and signed by both parties.

This manual will also serve as an orientation tool for new employees and as an instructive set of guidelines for supervisors and managers.

Each manager, supervisor, and employee should read this manual in its entirety to become knowledgeable of all Agency policies and procedures and must adhere to the policies and procedures set forth in this manual. Anyone with questions regarding the policies and procedures set forth in this document should address these concerns to the Chief Human Resources Officer.

Management reserves the right to review the use and/or adherence to these policies by employees to determine appropriateness. If managers and supervisors’ use of these policies is deemed to be inappropriate or abusive, the Agency reserves the right to pursue corrective action.

PMHCC Policy Manual

Policy 103: History and Accomplishments Page 1 of 1


Policy 103: History and Accomplishments Revised: April 27, 2015

Please refer to PMHCC, Inc. Website at www.pmhcc.org for a complete description of Policy 103. Go to “About us” and “History and Accomplishments” on the site’s homepage.

PMHCC Policy Manual

Policy 104: Sequence of Authority/Responsibility Page 1 of 1


Policy 104: Sequence of Authority/Responsibility Revised: April 27, 2015

Policy

The PMHCC Board of Directors has delegated day-to-day operational authority and responsibility to the Chief Executive Officer. When not on leave or under unusual circumstances the Chief Executive Officer is available at any time whether in his/her office or by telephone. Should the Chief Executive Officer not be available for decisions requiring immediate attention, in his/her absence delegation for such authority/responsibility shall be to the following persons, in order of availability:

1. Chief Financial Officer

2. Chief Information Officer

3. Chief Human Resources Officer

In the extreme circumstances that all of the above persons are not available, the President of the Board, the Vice President, the Secretary or the Treasurer should be contacted, in that order. These persons constitute the Executive Committee and may consult with the relevant City of Philadelphia department executives toward resolving emergent issues, as needed.

PMHCC Policy Manual

Policy 105: Organization Chart Page 1 of 1


Policy 105: Organization Chart Revised: April 27, 2015

PMHCC Policy Manual

Policy 106: PMHCC Board, Programs, Departments, and Affiliated Corporations Narratives Page 1 of 1


Policy 106: PMHCC Board, Programs, Departments, and Affiliated Corporations Narratives Revised: October 15, 2012

Please refer to PMHCC, Inc. Website at www.pmhcc.org for a complete description of Policy 106. Go to “About us” and “Programs” on the site’s homepage.

PMHCC Policy Manual

Policy 201: Employment‐At‐Will Page 1 of 2

Section 2: Premises Issued: July 1995

Policy 201: Employment‐At‐Will Revised: April 27, 2015

Policy

It is the policy of PMHCC to employ individuals for an indefinite period of time. Employment is “at-will”, so it can be terminated at any time, with or without cause being shown, by either the employee or employer. This manual is for informational purposes and does not create any express or implied employment contract.

Detail

1. Employees who do not have an individualized written employment contract, employed at the will of PMHCC, are subject to termination at any time, for any reason, with or without cause or notice. At the same time, these employees may terminate their employment at any time and for any reason.

2. No PMHCC representative, other than the PMHCC Chief Executive Officer or his/her designee, is permitted to modify this policy for any employee or to enter into any agreement, oral or written, that changes the at-will relationship. Supervisory and management personnel should not make any representations to employees or applicants concerning the terms or conditions of employment with the Agency that are not consistent with PMHCC policies. No statements made in pre-hire interviews or orientation, or in recruiting materials of any kind, alter the at-will nature of employment or imply that discharge will occur only for cause.

3. Any statements contained in this Manual or in any departmental procedures, employment applications, PMHCC recruiting materials, PMHCC memoranda, or other materials provided to applicants and employees in connection with their employment, may modify this policy. None of these documents, whether singly or combined, create an express or implied contract of employment for a definite period, or an express or implied contract concerning any terms or conditions of employment.

4. Similarly, PMHCC policies and practices with respect to any matter should not be considered as creating any contractual obligation on the Agency’s part or as stating in any way that termination will occur only “for cause.” Statements of specific grounds for termination set forth in this Manual or in any other Agency documents are examples only, not all-inclusive lists, and are not intended to restrict the Agency’s right to terminate at-will.

PMHCC Policy Manual


Policy 201: Employment‐At‐Will Revised: April 27, 2015

Policy 201: Employment‐At‐Will Page 2 of 2 Policy 201: Employment‐At‐Will

5. Completion of an introductory period or conferral of regular status does not change an employee’s status as an at-will employee or in any way restrict the Agency’s right to terminate the employee or change the terms or conditions of employment.

6. Only the Chief Executive Officer, or his/her designee, has the authority to enter into any agreement of employment or to modify an agreement of employment, or to terminate a person’s employment by PMHCC.

7. This policy is subject to all relevant Federal, State, and Local laws, regulations, court rulings, and/or ordinances.

PMHCC Policy Manual

Policy 202: Confidentiality and Non‐Disclosure Page 1 of 1


Policy 202: Confidentiality and Non‐Disclosure Revised: November 21, 2013

Policy

It is the policy of PMHCC to protect confidential participant, business and proprietary information.

Detail

1. Such confidential information includes, but is not limited to, the following examples:

Participant personal and protected health information

PMHCC computer programs and PMHCC issued employee passwords

Personnel records and employee/medical file information

PMHCC financial information

Procedures, protocols, contracts, agreements, data in any form, client lists, computer programs, and/or any other materials developed by employees on behalf of the Agency or any information that is learned by employees from the Agency.

2. All employees are required to sign a confidentiality statement as a condition of employment. Employees who improperly use or disclose any confidential information, including but not limited to the information identified above, shall be subject to disciplinary action, up to and including termination of employment, even if they do not actually benefit from the use or disclosure of the information.

3. Following employment with PMHCC, employees are prohibited from disclosing or using any confidential information of the Agency and/or its affiliates, or to authorize anyone else to do so, without the express written consent of the Agency.

4. All non-employee, non-contract, persons affiliated with PMHCC, including but not limited to temporary workers, , students, volunteers, trainers, and staff of affiliated programs, who have access to protected health information of PMHCC, CBH, DBHIDS or other City agencies are required to complete the Confidentiality Statement for Individuals Affiliated with PMHCC. It is the responsibility of the PMHCC Program/Department Director to advise the Human Resources Department when any of the above classified persons join the Department. The Human Resources Department will advise the individual that signing the Confidentiality Statement is a condition of their PMHCC affiliation. The Human Resources Department shall ensure the Confidentiality Statement is completed and shall retain a copy for their files and provide a copy to the affiliated person.

PMHCC Policy Manual

Policy 203: Equal Employment Opportunity Affirmative Action (EEO/AA) Page 1 of 2


Policy 203: Equal Employment Opportunity Affirmative Action (EEO/AA) Revised: April 27, 2015

Policy

It is the policy of PMHCC to provide equal opportunity in employment to all employees and applicants for employment. No person will be discriminated against in employment because of race, religion, color, sex, sexual preferences, age, national origin, disability, behavioral health status, military status, or any other characteristic protected by law.

In order to provide equal employment and advancement opportunities to all individuals, employment decisions at PMHCC will be based on merit, qualifications, and abilities.

Detail

1. This policy applies to all terms, conditions, and privileges of employment and all policies of the Agency, including, but not limited to, hiring, introductory period, training, orientation, placement and employee development, promotion, transfer, compensation, benefits, education assistance, layoff and recall, employee facilities, termination, and retirement.

2. PMHCC, if required by law, will establish a written affirmative action program to provide equal opportunity in employment to all employees and applicants for employment. The results of the program shall be reviewed annually and modified as necessary to achieve its objectives.

3. The Chief Human Resources Officer (CHRO), who reports directly to the Chief Executive Officer on matters relating to this policy, is responsible for formulating, implementing, coordinating, and monitoring all efforts in the area of equal employment opportunity. The CHRO’s duties include:

a) Assisting management in collecting and analyzing employment data;

b) Recommending policy statements, required affirmative action programs, and recruitment techniques designed to comply with the equal employment policies of the Agency ;

c) Complying with various statutory record keeping and notice requirements of employment-related statues and regulations;

d) Preparing, if required by Local, State and/or Federal law, an annual review and summary of the Agency’s affirmative action programs and submitting the results achieved under these programs of the Chief Executive Officer;

e) Assisting supervisory personnel in arriving at solutions to specific personnel problems;

f) Serving as liaison between the Agency and government agencies, equal employment opportunity organizations, and other community groups; and

g) Keeping management informed of the latest EEO developments.

PMHCC Policy Manual


Policy 203: Equal Employment Opportunity Affirmative Action (EEO/AA) Revised: April 27, 2015

Policy 203: Equal Employment Opportunity Affirmative Action (EEO/AA) Page 2 of 2 Policy 203: Equal Employment Opportunity Affirmative Action (EEO/AA)

4. Any communication from an applicant for employment, an employee, a government agency, or an attorney concerning any EEO matter must immediately be reported to the Human Resources Department.

5. All employees with questions or concerns about any type of discrimination in the workplace are encouraged to bring these issues to the attention of their immediate supervisor or the CHRO or his/her designee or the PMHCC Compliance Officer identified on the PMHCC Website. Employees are encouraged, and in some instances will be required, to utilize the PMHCC Grievance procedures outlined in Policy 319. Employees can raise concerns and make reports without fear of reprisal or retaliation.

6. Supervisory staff shall refrain from investigating any allegation of unlawful discrimination. All reports of unlawful discrimination brought to the attention of a supervisor shall immediately be reported to their Program Director and the Human Resources Department. Failure by supervisory staff to report alleged unlawful discrimination may lead to disciplinary action up to and including termination of employment.

7. Anyone found to be engaging in any type of unlawful discrimination or retaliation in response to a report of unlawful discrimination will be subject to disciplinary action, up to and including termination of employment.

PMHCC Policy Manual

Policy 204: Americans With Disabilities Act of 1990 and ADAAA of 2008 Page 1 of 2

Section 2: Premises Issued: July 1, 1999

Policy 204: Americans With Disabilities Act of 1990 and ADAAA of 2008 Revised: June 15, 2015

POLICY

It is the policy of PMHCC that employment decisions are based on merit, qualifications, and competence. PMHCC will comply with the requirements of the Americans with Disabilities Act and its 2008 Amendments Act.

This policy governs all aspects of employment, evaluation, promotion, assignment, discharge, and other terms and conditions of employment. PMHCC is committed to judging fitness based on individual abilities and qualifications, and providing accommodation where needed to do the job.

Title I of the ADA requires an employer to provide reasonable accommodation to qualified individuals with disabilities who are employees or applicants for employment, except when such accommodation would cause an undue hardship. Undue hardship refers not only to financial difficulty, but to reasonable accommodations that are unduly extensive, substantial, or disruptive, or those that would fundamentally alter the nature or operation of the business.

DETAILS

An individual with a disability should request a reasonable accommodation when s/he knows that there is a workplace barrier that is preventing him/her, due to a disability, from effectively competing for a position, performing a job, or gaining equal access to a benefit of employment. As a practical matter, it may be in an employee's interest to request a reasonable accommodation before performance suffers or conduct problems occur.

In general, an accommodation is any change in the work environment or in the way things are customarily done that enables an individual with a disability to enjoy equal employment opportunities. There are three categories of "reasonable accommodations":

1. modifications or adjustments to a job application process that enable a qualified applicant with a disability to be considered for the position such qualified applicant desires; or

2. modifications or adjustments to the work environment, or to the manner or circumstances under which the position held or desired is customarily performed, that enable a qualified individual with a disability to perform the essential functions of that position; or

3. modifications or adjustments that enable an employee with a disability to enjoy equal benefits and privileges of employment as are enjoyed by its other similarly situated employees without disabilities.

Generally, the individual with a disability must inform the employer that an accommodation is needed. When an individual decides to request accommodation, the individual or his/her representative must let the employer know that s/he needs an adjustment or change at work for a reason related to a medical condition. To request accommodation, an individual may use "plain English" and need not mention the ADA or use the phrase "reasonable accommodation.

PMHCC Policy Manual


Policy 204: Americans With Disabilities Act of 1990 and ADAAA of 2008 Revised: June 15, 2015

Policy 204: Americans With Disabilities Act of 1990 and ADAAA of 2008 Page 2 of 2 Policy 204: Americans With Disabilities Act of 1990 and ADAAA of 2008

Requests for reasonable accommodations will be handled on an individualized basis. Employers and employees generally need to engage in an interactive process to determine whether a reasonable accommodation is warranted, and this process is influenced by, among other things, the nature of an employee’s disability, the employee’s job, and the work environment. An employer does not have to eliminate an essential function, i.e., a fundamental duty of the position. This is because a person with a disability who is unable to perform the essential functions, with or without reasonable accommodation, is not a "qualified" individual with a disability within the meaning of the ADA.

In some instances, before addressing the merits of the accommodation request, the employer needs to determine if the individual's medical condition meets the ADA definition of "disability”, a prerequisite for the individual to be entitled to a reasonable accommodation. PMHCC is permitted as part of the interactive process to ask disability-related questions if they are necessary to establish that the person has a disability and/or needs a reasonable accommodation The questions will be job-related and consistent with business necessity The appropriate questions will differ in each situation depending on a number of considerations, including the individual’s impairment, the employer’s previous knowledge about the employee’s disability, and the type of reasonable accommodation requested.

PMHCC Response to a Request for Reasonable Accommodation

After receiving a request for an accommodation, the Human Resources Department and the individual will engage in an informal process to clarify what he or she needs and to identify the appropriate reasonable accommodation, if one exists. If necessary to determine qualifications for an accommodation, PMHCC will provide the individual with a Medical Inquiry Form. The primary use of the information requested on this Form is to consider, decide, and implement requests for reasonable accommodation.

PMHCC may require that the documentation about the disability and the functional limitations come from an appropriate health care or rehabilitation professional. The appropriate professional in any particular situation will depend on the disability and the type of functional limitation it imposes. Appropriate professionals include, but are not limited to, doctors (including psychiatrists), psychologists, nurses, physical therapists, occupational therapists, speech therapists, vocational rehabilitation specialists, and licensed mental health professionals.

Undue Hardship on PMHCC

PMHCC may refuse to grant an accommodation to an employee or applicant if the requested accommodation isn’t reasonable or would cause an undue hardship. ADA Related Compliance - PMHCC will post ADA notices, review all Agency benefits; (which includes life insurance, health insurance, and hospitalization coverage), to insure that disabled employees are not treated in a discriminatory manner. Job descriptions will include ADA essential functions for each job. PMHCC reviews employment policies and practices to be sure all applicants and employees are treated in a non-discriminatory fashion.

PMHCC Policy Manual

Policy 205: Immigration Law Compliance Page 1 of 1


Policy 205: Immigration Law Compliance Revised:

POLICY

It is the policy of PMHCC to employ only United States citizens and aliens who are authorized to work in the United States and does not unlawfully discriminate on the basis of citizenship or national origin.

DETAILS

1. In compliance with the Immigration Reform and Control Act of 1986, each new employee, as a condition of employment, must complete the Employment Eligibility Verification Form I-9 and present documentation establishing identity and employment eligibility.

2. Former employees who are re-hired must also complete the form if they have not completed an I-9 with PMHCC within the past three years, or if their previous I-9 is no longer retained or valid.

3. The I-9 forms are to be kept separate from the employee’s personnel file.

4. Employees with questions or seeking more information on immigration law issues are encouraged to contact the Human Resources Department. Employees may raise questions or complaints about immigration law compliance without fear of reprisal.

PMHCC Policy Manual

Policy 206: Diversity Page 1 of 2


Policy 206: Diversity Revised: June 15, 2015

POLICY

PMHCC is committed to an environment wherein differences are valued and integrated into every part of the Agency’s operation including the provision of services to those individuals served by PMHCC, the employment decisions by PMHCC management and staff and purchase and contractual decisions aimed at achieving meaningful business opportunities for Minority (MBE), Woman (WBE) and Disabled Business Enterprises (DBE)

DETAILS

The overall objectives of diversity are to create:

1. Diversity at all levels - Broad-based representatives within the PMHCC workforce, on the Board of Directors and among the suppliers and contractors utilized by PMHCC.

2. Cultural Diversity - A system of operation and decision making that ensures equality of opportunity for all employees, and emphasizes equal opportunities for all businesses with a goal of promoting diversity within the marketplace.

3. Diversity-thinking - An organizational mind-set that views diversity as a competitive advantage.

PMHCC’s ultimate objective is to create and encourage equal opportunities through diversity that will allow its clients, employees, contractors and suppliers to succeed.

PROCEDURES

1. Encourage employees to attend professional development programs with a goal of further developing and retaining diverse leadership within PMHCC.

2. Actively recruit diverse employee applicants so that PMHCC’s industry reputation becomes that of favored employer. The credibility of our external reputation is measured by the perceptions of our employees; they are our most powerful ambassadors.

3. Strongly encourage all management-potential employees to take diversity training to prepare for the challenge of managing a diverse work force.

4. Develop an employee education program that is designed to both educate employees on the diversity differences among PMHCC clients and to suggest best practices for dealing with a diverse client population.

5. Institute an annual contract review process to be spearheaded by PMHCC’s Chief Administrative Officer and PMHCC’s Corporate Counsel and Compliance Officer that focuses on identifying service providers who meet the qualifications of Minority, Woman and Disabled Business Enterprises.

PMHCC Policy Manual


Policy 206: Diversity Revised: June 15, 2015

Policy 206: Diversity Page 2 of 2 Policy 206: Diversity

6. Ensure all PMHCC Contractors are aware of and agree to abide by all Federal, State and Local Laws, Rules, Regulations, Ordinances and Executive Orders with respect to diversity in the workplace and in subcontractor relationships.

7. Review annually the M/W/DBE status of all current and anticipated suppliers of goods and services. PMHCC’s Corporate Counsel and Compliance Officer and PMHCC’s Administrative staff shall identify PMHCC’s suppliers of goods and services and research whether they are identified as M/W/DBEs by the City of Philadelphia’s Office of Economic Opportunity and/or the Commonwealth of Pennsylvania’s Unification Certification Program.

8. Periodically review suppliers of goods and services that are certified as M/W/DBEs on the City of Philadelphia’s and Commonwealth’s websites. PMHCC’s Corporate Counsel and Compliance Office shall review the suppliers and provide an updated list of certified suppliers to the PMHCC Executive Team.

9. As opportunities exist, assess the viability of utilizing City and/or Commonwealth certified vendors. PMHCC shall maintain a list of certified M/W/DBEs who provide goods and services purchased by PMHCC.

10. Prepare and provide annually to the City of Philadelphia its diversity status report.

PMHCC Policy Manual

Policy 207: Consolidated Omnibus Budget Reconciliation Act (COBRA) Page 1 of 1


Policy 207: Consolidated Omnibus Budget Reconciliation Act (COBRA) Revised: November 21, 2013

POLICY

The Federal Consolidated Omnibus Budget Reconciliation Act (COBRA) gives employees and their qualified beneficiaries the opportunity to continue health insurance coverage under PMHCC's health plan when a "qualifying event" would normally result in the loss of eligibility. Some common qualifying events are resignation, termination of employment (voluntary or involuntary), or death of an employee; a reduction in an employee's hours or a leave of absence; an employee's divorce or legal separation; and dependent child no longer meeting eligibility requirements.

Under COBRA, the employee or beneficiary pays the full cost of coverage at PMHCC's group rates plus an administration fee. PMHCC provides each eligible employee with a written notice describing rights granted under COBRA when the employee becomes eligible for coverage under PMHCC's health insurance plan (s). The notice contains important information about the employee's rights and obligations.

PROCEDURES

1. All eligible employees receive an Initial Notification of COBRA rights the first of the month following enrollment into the health plan(s). A letter is mailed to the employees home and is addressed to the employee and there covered dependent(s), if applicable. Initial COBRA Notices are also mailed to any dependent added to the plan during the year, such as a new born, an adoption, or marriage has taken place.

2. Once the Plan Administrator for the health plans is informed of the qualifying event (as noted above), the employee and/or dependent is mailed a notice of COBRA rights letter (Qualifying Event Letter) no later than 14 days after notice is received. This letter outlines the employee and their dependent’s rights, obligations, and responsibilities (i.e., premium costs, enrollment instructions, and length of benefits continuation, etc.)

3. Upon termination of employment, the employee and their dependents are terminated from the benefits plan effective the first day of the month following the termination date. The employee is reactivated upon receipt of the COBRA election form; payment is due 45 days after election.

PMHCC Policy Manual

Policy 208: Serious Diseases Page 1 of 2


Policy 208: Serious Diseases Revised:

POLICY

It is a policy of PMHCC that employees with infectious, long-term, life threatening, or other serious diseases may work as long as they are able to perform the duties of their job without undue risk to their own health or that of other employees, customers, or members of the public.

DETAILS

1. Serious diseases for the purpose of this policy include, but are not limited to: cancer, heart disease, major behavioral health disorders, multiple sclerosis, hepatitis, tuberculosis, human immunodeficiency virus (HIV), and acquired immune deficiency syndrome (“AIDS”).

2. PMHCC will support, where feasible and practical, educational programs to enhance employee awareness and understanding of serious diseases.

3. Employees afflicted with a serious disease are to be treated no differently than any other employee. Therefore, if the serious disease affects their ability to perform assigned duties, those employees will be treated like other employees who have disabilities, which limit their job performance.

4. Employees who are diagnosed as having a serious disease and who want an accommodation should inform their supervisor or the Human Resources Department of their condition as soon as possible. Supervisors and the Human Resources Department should review with the employee Agency policy on issues such as employee assistance, leaves and disability, infection control, requesting and granting accommodations, the Agency’s continuing expectation regarding the employee’s performance and attendance, and available benefits. (See Health Insurance Information in Section 5 and Leaves of Absence in Section 6.)

5. Employees who have a serious disease and who want an accommodation should provide the Human Resources Department with any pertinent medical information needed to make decisions regarding job assignments, ability to continue working, or ability to return to work. PMHCC also may require a doctor’s certification of an employee’s ability to perform job duties. In addition, the Agency may request that an employee undergo a medical examination.

PMHCC Policy Manual


Policy 208: Serious Diseases Revised:

Policy 208: Serious Diseases Page 2 of 2 Policy 208: Serious Diseases

6. PMHCC will attempt to maintain the confidentiality of the diagnosis and medical records of employees with serious diseases, unless otherwise required by law. Information relating to an employee’s serious disease will be treated as confidential and ordinarily will not be disclosed to other employees, consistent with current law and humane considerations.

7. PMHCC will comply with applicable occupational safety regulations concerning employees exposed to blood or other potentially infectious materials. Universal precautions, engineering and work practice controls, and personal protective equipment will be used where appropriate to limit the spread of diseases in the workplace.

8. Employees concerned about being infected with a serious disease by a coworker, consumers, or other persons should convey this concern to their supervisor or the Human Resources Department. Employees who refuse to work with or perform services for a person known or suspected to have a serious disease, without first discussing their concern with a supervisor or the Human Resources Department, will be subject to discipline, up to and including termination. In addition, where there is little or no evidence of risk of infection to the concerned employee, the employee’s continued refusal may result in discipline, up to and including termination.

PMHCC Policy Manual

Policy 209: Employee Privacy, PMHCC Property and Security Page 1 of 2

Section 2: Premises Issued: March 2000

Policy 209: Employee Privacy, PMHCC Property and Security Revised: November 2000

POLICY

It is the policy of PMHCC to respect the legitimate personal privacy of all employees within the context of the right and obligation of the Agency to protect personnel, corporate property, operations, safety and security.

DETAILS

1. The storage, display and use of personal property is accepted so long as such is not intrusive, abusive nor contrary to the work performance of employees and the mission of the work unit and the Agency.

2. Such storage, display and use must abide by all pertinent Agency, facility and governmental rules, regulations, ordinances and/or laws.

3. PMHCC space, equipment, furniture, and supplies are to be used for purposes of work performance and not for purely personal purposes, satisfaction or gain.

4. PMHCC space, equipment, furniture, supplies, property as well as the contents thereof is subject to inspection, based on legitimate business reason, to insure compliance with this policy.

5. All information, messages, data, reports, files, downloads, applications, etc., making use of PMHCC computer, fax, telephone or other communications equipment is the property of PMHCC.

6. When passwords are assigned or data access is restricted, it is for the purpose of enhancing security for the work to be done and not for the purpose of personal privacy.

7. Should PMHCC property be found to be used for purely personal purposes, the Agency reserves the right to identify such items, report and review such items to the employee, the employee’s supervisor(s) and Program Director with the removal of such items by the Chief Executive Officer or designee.

8. Flagrant abuse of the use of PMHCC property, contrary to any other PMHCC Policy and Procedure, other rules, regulations, ordinances or laws, could result in immediate confiscation or destruction of pertinent personal property, at the discretion of the Program Director or Chief Executive Officer.

PMHCC Policy Manual


Policy 209: Employee Privacy, PMHCC Property and Security Revised: November 2000

Policy 209: Employee Privacy, PMHCC Property and Security Page 2 of 2 Policy 209: Employee Privacy, PMHCC Property and Security

9. Where any employee believes that this policy is applied unjustly, informal appeal to the Program Director, Chief Human Resources Officer or Chief Executive Officer should be made or the Agency’s Grievance Policy and Procedure (See Section 3, Employment) may be invoked.

10. Repeated non-compliance with this policy, when documented may result in disciplinary action or termination.

11. PMHCC will strive to balance our employees’ expectations of privacy (e.g. health status, personal communications, finances, etc.) with the Agency’s need to protect the safety, security, property and operations in the workplace and its obligations to our consumers and customers, Board, funding sources, local, state and federal governments and community. Implementation of this policy will take into account any employee’s rights and protections against unreasonable search and seizure, discrimination and harassment.

PMHCC Policy Manual

Policy 211: Place of Work Page 1 of 1


Policy 211: Place of Work Revised:

POLICY

Assigned work site will be the location of the staff member’s supervisor and/or a secondary site consistent with the work of the program/department in the Philadelphia area. The Program/Department Director and the Chief Executive Officer must approve other locations.

PROCEDURE

Prior to any work at any off-site location, other than the work location of the employee’s supervisor, a written/email request must be sent to the supervisor/Program/Department Director stating a full justification and the work benefits to be derived from the requested relocation. A copy is to be sent to the Chief Executive Officer who will advise the Program/Department Director.

PMHCC Policy Manual

Policy 212: Family Members and Friends Visiting the Office Page 1 of 1

Section 2: Premises Issued: September 20, 2004

Policy 212: Family Members and Friends Visiting the Office Revised:

POLICY

PMHCC strives to support an atmosphere and working climate that is employee friendly and family supportive. We strive to create flexibility for all PMHCC employees while keeping expectations for work at a high level. It is understood that all PMHCC staff have responsibilities for their families.

DETAILS

1. The extended presence of family members and friends must be recognized as disruptive to the conduct of routine PMHCC business activities. Further, this presence creates a less than professional workplace that affects all employees as well as customers.

2. The extended presence of family members or friends may also constitute a hazardous situation for the family members or friends and should only be undertaken under exceptional circumstances with the recognition of potential hazards, by the employee.

3. Therefore PMHCC must insist that the extended presence of employee children, family or friends not be permitted.

4. Exceptions should only be made under unusual or emergency circumstances for short time periods.

5. Exceptions should only be made with the approval of the employee’s Supervisor and Program Director, with consideration for current work responsibilities and office priorities.

6. This policy does not intend to prohibit the sanctioned presence of family members or friends at celebratory or authorized events or in pursuance of routine business activities.

PMHCC Policy Manual

Policy 213: Legal Correspondence Page 1 of 1

Section 2: Premises Issued: October 1, 2005

Policy 213: Legal Correspondence Revised: July 1, 2009

POLICY

It is the policy of PMHCC to be responsive to all legal matters brought to the attention of the agency relating to any business, personnel, court, criminal justice, civil or governmental circumstance. The agency makes every effort to protect the integrity of the corporation, Board and staff.

DETAILS

1. This policy and procedure applies to any legal document or contact (e.g. lawyer’s notice, court order, subpoena, notice to appear or produce records or documents, civil or criminal investigations etc.) delivered to or requested of any person as an employee of PMHCC or any program or department of PMHCC.

2. Should the delivery or inquiry not be addressed to a specific person, do not accept nor sign for such delivery or inquiry. Immediately refer such to the PMHCC Executive Office at 123 S. Broad Street, 23rd Floor, Philadelphia, PA 19109. Any written or printed material is to be delivered by hand.

3. Should the delivery or inquiry be addressed to a specific person, accept the delivery or inquiry and immediately transfer the delivery or inquiry to the PMHCC Executive Office.

4. The PMHCC Executive Office will either:

a) Notify the PMHCC Human Resources Department for appropriate action including an immediate transmittal of any documentation to corporate legal counsel.

b) Notify corporate legal counsel.

5. All responses to legal documents sent to PMHCC will be coordinated under the direction of the corporate legal counsel. This includes informing the Chief Executive Officer, Program Director, Fiscal Department, Human Resources Department and/or individual staff members as relevant and necessary. Employee payroll garnishment notices and employee tax liens are specifically excluded from the requirements of this policy under the confidential administration of the PMHCC Payroll Department. See Policy 1204 - Garnishments

6. All questions regarding implementation of this policy should be addressed to the Office of the Chief Executive Officer.

PMHCC Policy Manual

Policy 214: Statutory Conflicts Page 1 of 1

Section 2: Premises Issued: March 1, 2008

Policy 214: Statutory Conflicts Revised: September 5, 2013

POLICY

It is the policy of PMHCC to try and be aware of all local, state and federal regulations and comply with such. However, at times PMHCC may not be aware of such laws or regulations and understands that not knowing them and being in compliance will not absolve them from compliance.

DETAILS

1. To the extent that any policy may conflict with federal, state, or local laws, the organization will abide by the applicable federal, state, or local law.

2. If any employee has questions regarding any compliance issues, he/she may call the Compliance Hotline at (610) 566-0748.

PMHCC Policy Manual

Policy 215: Contact with News Media Page 1 of 1


Policy 215: Contact with News Media Revised:

POLICY

It has always been PMHCC’s policy to cooperate as fully as possible with news media inquiries and to communicate truthfully with the media on company matters appropriate for public knowledge.

DETAILS

1. To ensure accuracy regarding the organization or its actions, the Chief Executive Officer or his/her designee will serve as the only authorized media spokesperson for the organization.

2. No other employee may respond to media inquiries concerning company business without written permission from the Chief Executive Officer or his/her designee.

3. Employees who receive inquiries from the media are to inform their Program Director who will inform the Chief Executive Officer or his/her designee.

4. Employees who violate this policy will be subject to disciplinary action up to and including termination.

PMHCC Policy Manual

Policy 216: Reporting Adult and Child Abuse Regarding Clients Page 1 of 4


Policy 216: Reporting Adult and Child Abuse Regarding Clients Revised: June 15, 2015

POLICY

It is the policy of PMHCC to comply with all Federal, State and Local laws, regulations and policies governing the reporting of child abuse pursuant to the Child Protective Services Law. The purpose of this law is to protect the health, safety and welfare of children (anyone under the age of 18).

DETAIL

1. PMHCC recognizes that circumstances may arise wherein an employee at PMHCC will by law be considered a mandated reporter of child abuse. The following persons among those that have been identified as mandated reporters who are required to report suspected child abuse if they have reasonable cause to suspect that a child is a victim of child abuse:

a) A person licensed or certified to practice in any health-related field under the jurisdiction of the Department of State.

b) A medical examiner, coroner or funeral director. c) An employee of a health care facility or provider licensed by the Department of Health,

who is engaged in the admission, examination, care or treatment of individuals. d) A school employee. e) An employee of a child-care service who has direct contact with children in the course

of employment. f) An individual paid or unpaid, who, on the basis of the individual's role as an integral

part of a regularly scheduled program, activity or service, accepts responsibility for a child.

g) An employee of a social services agency who has direct contact with children in the course of employment.

h) A peace officer or law enforcement official. i) An emergency medical services provider certified by the Department of Health. j) An employee of a public library who has direct contact with children in the course of

employment. k) An individual supervised or managed by a person listed above, who has direct contact

with children in the course of employment. l) An independent contractor who has direct contact with children. (Defined in the Child

Protective Services Law as “[a]n individual who provides a program, activity or service to an agency, institution, organization or other entity, including a school or regularly established religious organization, that is responsible for the care, supervision, guidance or control of children. The term does not include an individual who has no direct contact with children.)

m) An attorney affiliated with an agency, institution, organization or other entity, including a school or regularly established religious organization that is responsible for the care, supervision, guidance or control of children.

PMHCC Policy Manual



Policy 216: Reporting Adult and Child Abuse Regarding Clients Page 2 of 4 Policy 216: Reporting Adult and Child Abuse Regarding Clients

2. What does it mean to have “direct contact with children”?

Direct contact with children is defined in § 6303 of the Child Protective Services Law as the care, supervision, guidance or control of children or routine interaction with children. Routine Interaction is not defined so the Commonwealth DHS suggests with regard to routine interaction, consideration should be given to what the employee’s role is within the agency and based on that role determine if their contact with children is regular, ongoing contact that is integral to their day to day job responsibilities.

3. A mandated reporter must make a report of suspected child abuse when: a) The mandated reporter comes into contact with the child in the course of employment,

occupation and practice of a profession or through a regularly scheduled program, activity or service.

b) The mandated reporter is directly responsible for the care, supervision, guidance or training of the child, or is affiliated with an agency, institution, organization, school, regularly established church or religious organization or other entity that is directly responsible for the care, supervision, guidance or training of the child.

c) A person makes a specific disclosure to the mandated reporter that an identifiable child is the victim of child abuse.

d) An individual 14 years of age or older makes a specific disclosure to the mandated reporter that the individual has committed child abuse.

4. How does the law define child abuse:

Child abuse is defined as intentionally, knowingly or recklessly doing any of the following:

Causing bodily injury to a child through any recent act or failure to act. Fabricating, feigning or intentionally exaggerating or inducing a medical symptom or

disease which results in a potentially harmful medical evaluation or treatment to the child through any recent act.

Causing or substantially contributing to serious mental injury to a child through any act or failure to act or a series of such acts or failures to act.

Causing sexual abuse or exploitation of a child through any act or failure to act. Creating a reasonable likelihood of bodily injury to a child through any recent act or

failure to act. Creating a likelihood of sexual abuse or exploitation of a child through any recent act or

failure to act. Causing serious physical neglect of a child. Causing the death of the child through any act or failure to act.

PMHCC Policy Manual




Child abuse also includes certain recent acts in which the act itself constitutes abuse without any resulting injury or condition. These recent acts include any of the following:

Kicking, biting, throwing, burning, stabbing or cutting a child in a manner that endangers the child.

Unreasonably restraining or confining a child, based on consideration of the method, location or the duration of the restraint or confinement.

Forcefully shaking a child under one year of age. Forcefully slapping or otherwise striking a child under one year of age. Interfering with the breathing of a child. Causing a child to be present during the operation of a methamphetamine laboratory,

provided that the violation is being investigated by law enforcement. Leaving a child unsupervised with an individual, other than the child's parent, who the

parent knows or reasonably should have known was required to register as a Tier II or III sexual offender or has been determined to be a sexually violent predator or sexually violent delinquent.

"Recent" is defined as an abusive act that occurred within two years from the date the report is made to ChildLine. Sexual abuse, serious mental injury, serious physical neglect and deaths have no time limit.

The following circumstances are exclusions from the definition of child abuse:

Environmental Factors beyond the control of the person responsible for the child Practice of Religious beliefs Use of force for supervision, control and safety purposes and self defense Participation in (sport, phys. ed., etc.) events that involve contact with a child Child-on-child contact

5. How does the Child Protective Services Law define Perpetrator

Parents of any age Spouse, paramour, former spouse, or former paramour of parent Anyone 14 years of age and older responsible for the child’s welfare, including

o Those with direct or regular contact with a child through a program, activity or service sponsored by a school, for-profit, religious or non-profit organization (e.g. camps, athletic or enrichment program, troops, clubs, etc.)

o School employees and independent contractors Any household member 14 years of age or older Individuals 18 years of age or older who do not reside in the same home as the child

AND are related within the 3rd degree of blood, marriage, or adoption

PMHCC Policy Manual




PROCEDURE

When a mandated reporter has a reasonable cause to suspect that a child is a victim of child abuse the mandated reporter must make an immediate and direct report of suspected child abuse to ChildLine either electronically at www.compass.state.pa.us/cwis or by calling 1-800-932-0313.

After making the report to ChildLine, the PMHCC employee is required to immediately notify his/her supervisor.

If a mandated reporter willfully fails to make a report after having a reasonable cause to suspect abuse, the mandated reporter will be subject to criminal charges including misdemeanor of second degree to a felony of the second degree.

1. When an employee reports suspected abuse to the Program Director, the Program Director is required to immediately report that alleged abuse to the PMHCC Chief Executive Officer or the Chief Executive Officer’s designee and the Corporate Counsel.

2. Upon receipt of a report of suspected abuse the Chief Executive Officer or his/her designee will review the information provided and the reporting requirements of the relevant Law to ensure all the appropriate reporting steps are/have been taken.

3. To ensure accuracy and consistency regarding information reported to legal authorities with respect to child abuse, the PMHCC Chief Executive Officer or his/her designee will serve as the authorized reporter if the PMHCC employee responsible for reporting fails to do so.

4. An employee’s failure to comply with this Policy may lead to disciplinary action, up to and including termination of employment.

PMHCC Policy Manual

Policy 217: Investigations Page 1 of 2


Policy 217: Investigations Revised:

POLICY

When deemed necessary by the Chief Executive Officer to investigate alleged violations of PMHCC Policy in a fair, thorough, professional and impartial manner, an investigation will be conducted and the outcome will serve as a basis for any further action necessary to maintain the integrity of relevant policy.

No formal investigation of the work behavior of any PMHCC staff member is to be implemented by any party if not authorized by the PMHCC Chief Executive Officer.

DETAILS

1. Upon receipt of an Employee Grievance Form, Human Resources shall commence an investigation, consistent with Policy 319, Grievance Policy and Procedure, which shall include the following:

a) Reporting the filing of any grievance to the PMHCC Chief Executive Officer. b) Meeting with the griever and reviewing the written grievance. c) Meeting with the alleged perpetrator if relevant and when possible. The identity of the griever may be disclosed to the alleged perpetrator unless the investigation does not warrant disclosing this information. d) Including PMHCC’s Compliance Officer in the investigation when deemed appropriate or necessary.

2. All reasonable efforts will be made to conclude the Investigation within fifteen (15) working

days. 3. If the Investigation Report cannot be completed within fifteen (15) working days Human

Resources will issue an interim report explaining the reason for the delay and issue a final report as soon as possible after the commencement of the investigation.

4. The final Investigation Report shall include the comments, if any, of the alleged perpetrator

and the griever, and shall be submitted to the Chief Executive Officer or his/her designee. 5. Based on the final Investigation Report, the Chief Executive Officer or his/her designee

shall make the determination as to whether there is sufficient information to conclude if the alleged perpetrator has engaged in behavior in violation of relevant PMHCC Policies.

6. If necessary, the Chief Executive Officer or designee shall request further investigation

and/or an additional report. 7. The Chief Executive Officer shall charge the Human Resources Department to maintain all

documentation in a confidential file.

PMHCC Policy Manual


Policy 217: Investigations Revised:

Policy 217: Investigations Page 2 of 2 Policy 217: Investigations

8. No action, discussions or written material regarding this matter are to be performed by any

party outside the Investigation Procedure detailed above, subject to disciplinary action up to and including termination of employment by PMHCC, Inc.

FINDING 1. The Chief Executive Officer or his/her designee shall make a finding as to whether the

alleged perpetrator has engaged in unacceptable behavior within ten (10) working days after the receipt of an acceptable investigative report or reports.

2. If the Chief Executive Officer or his/her designee determines that the alleged perpetrator

has not engaged in unacceptable behavior, he or she shall do one or more of the following:

a) Consult with Corporate Legal Counsel; b) Dismiss the grievance; c) Prepare a Record of Resolution, which shall be provided to all parties.

3. If the Chief Executive Officer or designee determines that the alleged perpetrator has

engaged in unacceptable behavior, he or she shall do one or more of the following:

a) Request and be provided with any previous confidential record of unacceptable behavior allegations involving the perpetrator;

b) Consult with Corporate Legal Counsel; c) Impose appropriate discipline (up to and including termination) on the perpetrator; d) Place the record of resolution in the perpetrator’s personnel file maintained as a

separate confidential record; e) If relevant, notify any appropriate National Registry for Professional Misconduct and/or

law enforcement of the Finding regarding the perpetrator. APPEAL Either the griever or perpetrator may submit a written appeal of the Finding to the Chief Executive Officer. Either party may provide new or additional substantial information (not found in the Investigation), which may warrant review of the Finding. PROCEDURAL EXCEPTIONS Should any of the parties believe that the Procedure outlined in this Policy might inhibit a fair and impartial outcome; a procedural exception can be requested of the Chief Executive Officer.

PMHCC Policy Manual

Policy 218: HIPAA Breach Policy Page 1 of 2


Policy 218: HIPAA Breach Policy Revised: April 27, 2015

POLICY

It is the policy of PMHCC to comply with all Federal, State and Local laws, regulations, rules mandates, and policies governing the reporting and investigation of improper access, use and/or disclosure of Protected Health Information (PHI) pursuant to the Health Information Portability & Accountability Act (HIPAA), the American Recovery and & Reinvestment Act (HITECH) and all other Federal, State and Local laws, regulations, rules, mandates and policies that govern the access, use and/or disclosure of health care information whether spoken, written or electronic that relates to past, present or future physical or behavioral health treatment or payment.

The purpose of these relevant laws, regulations, rules, mandates and policies is to balance improving the flow of information to individuals authorized by law or otherwise to access, use or disclose PHI while also protecting the privacy and security of individuals served by PMHCC.

The purpose of this Policy is to ensure all PMHCC employees understand their obligation to report any and all acts that have resulted or may result in PHI being improperly accessed, used or disclosed in violation of the relevant laws, regulations, rules, mandates and policies.

DETAILS

1. PMHCC recognizes that circumstances may arise wherein employees have reasonable cause to suspect or believe that PHI has been breached, meaning impermissibly accessed, used and/or disclosed in violation of the governing laws, rules, regulations, mandates, and relevant policies including PMHCC policy.

2. PHI by definition includes any information whether spoken, written or electronic that can be used to identify that a person has, is or will receive physical or behavioral health care. Examples of PHI include but are not limited to name, address, date of birth, date a person received health care, telephone number, email address, medical record number, health plan beneficiary number, account number, photograph, and social security number. The reporting requirements of this policy include information accessed in the Information Systems of PMHCC and the Information System(s) managed by Community Behavioral Health (CBH) on behalf of the Department of Behavioral Health and Intellectual disability Services (DBHIDS).

3. PMHCC employees are required to familiarize themselves with and fully comply with all PMHCC procedures, Notices, Memorandum and Policies that relate to the security and protection of PHI, including but not limited to Policy 202 Confidentiality and Non-

PMHCC Policy Manual


Policy 218: HIPAA Breach Policy Revised: April 27, 2015

Policy 218: HIPAA Breach Policy Page 2 of 2 Policy 218: HIPAA Breach Policy

Disclosure; Policy 214 Statutory Conflicts; Policy 320 Incident Reporting Policy; Policy 902 Cellular Telephones (including password protection requirement); Policy 1104 Building Services and Key Control; Policy 1105 Company Property Employee Responsibilities; Policy 1106 Home Use of PMHCC Computer Equipment; Policy 1113 Secure Remote Access to PMHCC’s Computer Network; Policy 1114 Removal Media Policy; Policy 1115 Computer and Systems Password Policy; Policy 1116 Use of and Access to Social Media; and Policy 1118 Transmitting HIPAA Related Information Using Electronic Mail (E-Mail).

PROCEDURE 1. If an employee reasonably suspects or believes that PHI has been or could be accessed

by, used by or disclosed to a person not authorized by law the employee must immediately notify his/her supervisor and complete an Incident Report consistent with Policy 320 Incident Reporting Policy. Notification must occur regardless of whether the employee was directly involved in the potential or suspected breach of PHI.

2. When an employee reports a potential or suspected breach of PHI to a supervisor, the supervisor is required to immediately report that potential or suspected breach to their Program Director. The Program Director is then required to immediately report that potential or suspected breach to the PMHCC Chief Executive Officer or his/her designee and the PMHCC Compliance Hotline at 215-413-8230.

3. Upon receipt of a potential or suspected breach of PHI the Chief Executive Officer or his/her designee, in conjunction with the PMHCC Compliance Officer, will review the information provided and the reporting requirements of the relevant laws, regulations, rules, mandates and policies imposed on PMHCC by outside entities, including but not limited to the City of Philadelphia and Community Behavioral Health (CBH) and will make the necessary report according to those requirements.

4. To ensure accuracy regarding information reported to legal authorities and other entities with respect to a potential or suspected breach of PHI, the PMHCC Chief Executive Officer or his/her designee or the PMHCC Compliance Officer will serve as the authorized reporter for all of PMHCC.

5. An employee’s failure to comply with this Policy may lead to disciplinary action, up to and including termination of employment.

PMHCC Policy Manual

Policy 301: Employer‐Employee Relations Page 1 of 1

Section 3: Employment Issued: July 1, 1999

Policy 301: Employer‐Employee Relations Revised:

Policy

It is the policy of PMHCC to implement fair and effective Human Resources policies and procedures and to require all employees to support the Agency’s best interests.

Detail

1. PMHCC is committed to a mutually rewarding and direct relationship with its employees without the intervention of outside groups, such as governmental units or unions. Thus, the Agency attempts:

a) To provide equal employment opportunity and treatment regardless of race, religion, color, sex, age, national origin, disability, behavioral health status or military status. (See Equal Employment Opportunity/Affirmative Action policy in Section 3);

b) To provide compensation and benefits commensurate with the work performed (see Pay Procedures in Section 12);

c) To establish reasonable hours of work based on the Agency’s production and service needs (see Work Hours and Flex-Time in Section 3);

d) To monitor and comply with applicable Federal, State, and Local laws and regulations concerning employee safety;

e) To offer training opportunities for those whose talents or needs justify the training (see Training and Education in Section 3);

f) To be receptive to constructive suggestions about a job, working conditions, or policies;

g) To establish appropriate means for employees to discuss matters of concern with their immediate supervisor or department head (See Grievance Policy and Procedure in Section 3).

h) To help each staff member develop and progress in their chosen career path and achieve professional advancement when able, either within PMHCC or within the public Behavioral Health system.

PMHCC Policy Manual

Policy 302: Job Descriptions Page 1 of 1


Policy 302: Job Descriptions Revised: October 1, 2005

Policy

PMHCC requires a job description for every position. Job descriptions serve as the performance “contract” between the employee and supervisor, so that they share the same expectations regarding the purpose of the position. They are necessary for selection, training and development, performance appraisal, compensation, and organizational structure.

Detail

1. There must be a job description for every regular full-time, regular part-time and temporary position. All job descriptions must be in the appropriate PMHCC format in order to be considered in compliance.

2. All job descriptions must be typed and include the following information:

Department/Program Name

Job Title - Job descriptions should indicate one title (no slashed titles; e.g., Chief Human Resources Officer/Employee Relations Consultant)

Reports To - Indicate the direct supervisor’s job title.

Equivalent EP – this indicates the position’s salary range.

Position Summary - This should be a brief, specific statement of why the position exists and what is done to accomplish specific outcomes.

Duties and Responsibilities - Describe the duties and responsibilities of the position and the job service, goals, and results expected to be accomplished. Each responsibility statement should relate to a single end result which must be accomplished and which some measurement of performance can be applied and should begin with an action word.

Skills Required - Consider analytical demands, planning, technical requirements, creativity, responsibility for results, authority, and decision making requirements.

Essential Functions - The Americans with Disabilities Act (ADA) prohibits discrimination against qualified individuals with disabilities whom, with or without reasonable accommodations, can perform the “essential functions” of a job. Thus, job descriptions should indicate clearly and accurately exactly which functions are essential.

PMHCC Policy Manual

Policy 303: Classification of Employment Page 1 of 1

Section 3: Employment Issued: July 1995

Policy 303: Classification of Employment Revised: June 15, 2015

Policy

It is the intent of PMHCC to clarify the definitions of employment classifications so that employees understand their employment status. These classifications do not guarantee employment for any specified period of time. Accordingly, the right to terminate the employment relationship at any time is retained by both the employee and the Agency.

Detail

1. FULL-TIME EMPLOYMENT - Full-time employees are those hired to work thirty-seven and one-half (37.5) hours per week.

2. PART-TIME EMPLOYMENT - Part-time employees are those hired to work less than thirty-seven and one-half (37.5) hours per week.

3. TEMPORARY POSITIONS - The Agency may hire individuals to fill positions for a specific project for a specified number of hours for a defined period of time that shall not exceed six (6) months.

4. VOLUNTEERS – Volunteers to PMHCC are not considered employed and receive no financial remuneration from PMHCC. Volunteers must be registered with the Human Resources Department by the completion and submission of a PMHCC Registration for Volunteers Form. Volunteers will receive an appointment letter and will be assigned a supervisor in an Administrative Department or a Program.

5. INDEPENDENT CONTRACTORS – Independent contractors, their officers, agents, and employees, are not employees of PMHCC. Independent contractors maintain full responsibility for payment of Federal, State, City, and Business Taxes. Independent Contractors are responsible for maintaining Worker’s Compensation Insurance; General and Professional Liability Insurance; Unemployment Compensation Insurance and Professional Licensing when relevant. Independent Contractors are not representatives of PMHCC. (See Section 9: Purchasing, Independent Contractor/Consultant Services).

6. EXEMPT/NON-EXEMPT - Each PMHCC employee is designated as either non-exempt or exempt from Federal and State wage and hour laws.

Non-exempt employees are entitled to overtime pay under the specific provisions of Federal and State wage and hour laws. (See Overtime Compensation in Section 12.)

Exempt employees are excluded from specific provisions of Federal and State wage and hour laws.

An employee’s exempt or non-exempt classification may be changed only upon approval from the Human Resources Department.

NOTE: Under no circumstances are individuals to be placed in a temporary position for the sole purpose of reducing costs to PMHCC.

PMHCC Policy Manual

Policy 304: Posting and Job Vacancy Page 1 of 2


Policy 304: Posting and Job Vacancy Revised: September 1, 2011

Policy

It is the policy of PMHCC to offer employees opportunities to advance to higher level positions when appropriate. Management prefers to promote from within and may first consider current employees with the necessary qualifications and skills to fill vacancies above the entry level, unless outside recruitment is considered to be in the Agency’s best interest.

It is also the policy of PMHCC to post notice all current job vacancies for a period no less than five (5) working days prior to filling any vacancy on the PMHCC intranet and internet sites. Employees must express their interest to the Human Resources Department within the five-day posting period.

Detail

1. Vacant positions for which management solicits candidates from within PMHCC and affiliated programs and corporations will be posted on bulletin boards, announced in employee publications and available on-line through the PMHCC intranet and internet sites.

2. Current PMHCC employees must have been in their current position for six (6) months in order to be considered for another position within their program/department or another program/department, unless otherwise approved by the Chief Executive Officer.

3. The most qualified candidate will fill vacant positions, whether this candidate is or is not a PMHCC employee. Employees who express interest in a position for which they appear to possess relevant qualifications must be interviewed and given due consideration by the hiring manager. Internal candidate’s work experience within PMHCC shall be treated as a positive factor. However the Hiring Manager (HM) is responsible for recommending the best candidate for the position in question.

4. If an existing PMHCC employee is successful and receives the position, they are subject to a four-month Introductory Period for that position. The employee remains an at-will employee at all times and transfer to a new position does not alter the employment-at-will relationship. However, if the employee is hired into a new position and later determined to be unqualified, they shall be terminated from the new position and allowed to return to his/her former position, if it remains available.

PMHCC Policy Manual


Policy 304: Posting and Job Vacancy Revised: September 1, 2011

Policy 304: Posting and Job Vacancy Page 2 of 2 Policy 304: Posting and Job Vacancy

5. Employees who are transferred or receive a new position with a PMHCC affiliated corporation, (e.g.., CTT ) will have the following apply:

a) Any accrued vacation time transfers across corporations as well as sick, personal and other accrued time.

b) Health, disability, Life Insurance and Pension/Tax Shelter Annuity benefits will continue uninterrupted.

PROCEDURE

1. Interested PMHCC employees must apply by submitting an Internal Application for Employment (See Section 13 for Application) along with a current resume. The application must be signed by the current Program Director. The Human Resources Department will review the application and forward it to the HM. No employee will be considered if they are on probation for any reason, have had a below satisfactory performance evaluation within the past year or have attendance problems indicated in a personnel file.

2. The HM will screen, interview, and select internal candidates based on job-related qualifications, attendance, and last performance appraisal.

3. If HM is interested in the candidate for the position they must:

a. Submit the following documentation to the Human Resources Department for processing:

Candidate Assessment Form indicating the starting salary and anticipated start date in the position signed by the Program Director.

Employee’s current resume

At least three professional references

Internal Application for Employment

Position Review /Change Request form signed by the Program Director

b. Human Resources will contact the employee and make the offer for the new position. If accepted, the employee is expected to give their current program/department at least two weeks’ notice for support staff employee positions or four weeks for professional positions. (See Notice of Intention to Resign and Separation Procedures in Section 3.)

PMHCC Policy Manual

Policy 305: Hiring Page 1 of 5


Policy 305: Hiring Revised: September 1, 2011

POLICY

It is the policy of PMHCC that the Human Resources (HR) Department leads and assists the Programs and Administrative Departments in the hiring of employees. HR is responsible for formulating and posting job announcements, for placing job advertisements, and for reviewing and, if requested, interviewing job applicants.

DETAILS

1. HR receives all requests for filling vacant positions, recruits, makes all offers of employment, constructs the hire letter that is sent to all new employees and conducts the orientation to PMHCC’s Personnel Policies and Procedures.

2. HR provides all necessary administrative support for the hiring of employees. In some cases, the special expertise of an Employment Agency is needed to fill a particular position or to secure temporary fill-in employees. The use of an Employment Agency requires the approval of the Chief Executive Officer or designee and is arranged by HR.

3. In the event an Employment Agency(ies) is/are requested, the following procedure must be followed to insure that the proper steps are taken in accordance with PMHCC Policy.

a) Temporary/Direct Hire applicants must be requested on an original PHMCC Employment Requisition form. The Chief Human Resources Officer or designee will contact approved agency(ies). The request for an unapproved agency(ies) will be reviewed by the Chief Human Resources Officer or designee. They will contact the agency to obtain the necessary documentation and a contract for review. If the agency’s terms and conditions are acceptable to PMHCC, the CHRO or designee will inform the Program Director whether or not the agency was approved. The Human Resources Department will only conduct business with approved agencies. Therefore, if an agency contacts the Programs/Departments directly the Managers are to refer them directly to the Human Resources Department.

b) Resumes from agencies will be sent directly to the Human Resources Department for review to determine if the applicant meets the minimum qualifications for the open posted position. Qualified applicants will be sent to the Program Director. Copies of the resumes will be kept on file in the Human Resources Department.

c) The Program Directors will follow the same procedures of forwarding the necessary paperwork to the HR Department, requesting an offer of employment be extended, for hiring for agency applicants and non-agency applicants.

PMHCC Policy Manual



Policy 305: Hiring Page 2 of 5 Policy 305: Hiring

4. All candidates selected for appointment must be able to provide Human Resources the following pertinent identification and personal papers during orientation. They must also satisfy all background checks in order for the employment agreement to be binding.

a) Provide proper proof of their identity and identification that establishes employment eligibility (ID types include but are not limited to United States Passport, Certificate of Birth, current driver’s license or picture id issued by a state, Social Security card.)

b) Be able to present the original or certified copy of documentation of completion of educational requirements such as a diploma(s), degree(s), and/or license(s) to be copied and verified for personnel records.

c) Provide the original current driver’s license, if required, for review and copying to personnel file.

d) PMHCC may perform background checks on all candidates, which include a criminal history check and child abuse history check, if applicable.

5. Any selected candidate who cannot satisfy the requirements listed above in a timely manner will be terminated. If an investigation of credentials discloses any misrepresentation or information indicating that the individual is not suited for employment with PMHCC, the applicant will be refused employment, if already employed, may be terminated.

6. The need to hire may result from one of the following occurrences:

a) Replacing Staff -- employee resigns, is terminated or transferred to another program/department.

b) New Position Opens -- departmental needs change, more staff is needed.

c) Temporary Employee -- a temporary employee may be hired for a specified period of time or project.

PROCEDURES

1. The hiring procedures are necessary to ensure (1) Human Resources is aware of the needs of department/program(s); (2) hiring is done fairly, legally, and timely; (3) the position is posted to offer internal opportunities to all employees, per PMHCC’s policy; and (4) that funding is available for the position; budgetary verifications

2. The Chief Executive Officer or designee, according to the Hiring Policy, must approve all positions. The Hiring Manager (HM) or Supervisor who needs to fill a job opening or wants to add a new job position must submit an Employment Requisition form to the Human Resources Department prior to any recruitment or announcement of such position.

PMHCC Policy Manual




STEP I: Hiring Manager

a) Complete an Employment Requisition form in full; must have approval from Hiring Manager/Supervisor and Program Director prior to submitting it to HR.

b) A Job Description must accompany all Employment Requisitions -- review job description with HR to ensure job appropriateness; must be typed and in the required format; must be signed by Program Director when submitted.

c) Once job description and employment requisition is complete submit to HR for processing.

STEP II: Human Resources -- Once received, HR will:

a) obtain budgetary approval, verify funding,

b) obtain the approval of PMHCC’s Chief Executive Officer,

c) post position internally (temporary positions will not be posted),

d) place advertisement in newspaper if requested by HM or contact other employment or temporary agency if requested.

STEP III: Response/Receiving Resumes

a) Current employees must follow the Internal Career Opportunities policy and procedure in applying for a posted position (see Posting and Job Vacancy policy in Section 3); any resumes received in HR will be reviewed and directed to the hiring manager.

b) If an ad is placed in the paper - All resumes will be mailed directly to the Human Resources Department. HR will respond to all resumes received by mailing a Confirmation of Receipt Post Card. Resumes will then be forwarded to the hiring manager for review and scheduling of interviews.

STEP IV: Interviewing Candidates

a) PMHCC reserves the right to interview and examine candidates applying for positions and to turn down applicants not fulfilling the position requirements. The Hiring Manager will schedule and conduct the interviews (unless HR is requested to perform this task).

All candidates interviewed must complete an original Application for Employment, a Criminal History form and a Child Abuse dorm, if applicable.

The Hiring Manager and anyone that interviews a candidate must complete a Candidate Assessment Form.

PMHCC Policy Manual




The same questions should be asked of all candidates during the interview.

STEP V: Selecting A Candidate and Reference Checks

a) Once the Hiring Manager has made a decision to hire, reference checks must be conducted. References will be conducted by the hiring manager or an HR Representative if needed.

b) Reference checks are conducted in order to (1) verify previous employment, title, dates of employment and reason for leaving and (2) obtain information regarding performance in the workplace. All reference checks must be done using the Reference Check form.

STEP VI: Selecting A Candidate and Offer of Employment

a) All offers of employment must come from the Human Resources Department. All offers will include any necessary contingencies or disclaimers as described in the Hiring Policy.

b) Once the Hiring Manager has selected a qualified candidate, s/he must forward to the HR Department the following information before an offer can be made:

Candidate Assessment form - it will indicate, “make offer of employment” (code H), the starting salary and preferred start date. (HR request two weeks’ notice of start date). This form must also be approved by the Program Director.

Resume

Application for Employment - it is recommended that the original application be submitted.

Interview questions, answers, notes*

References - at least three professional references must be checked.

Criminal Background Check form must be signed by employee, this may include a FBI check as well.

Child Abuse Clearance (if applicable) must be signed. Once the employee receives it, they must submit to HR to view and copy.

Motor Vehicle Form (if applicable) must be signed and given to HR

c) Human Resources will contact candidate and make an offer of employment. If offer is accepted HM is informed that the candidate has agreed on salary and will start on said date. However, if offer is rejected, HM will be contacted for further instructions. It would be wise to have a second choice available.

PMHCC Policy Manual




* NOTE:

Federal law requires HR to keep complete records of hiring practices, including job applications, resumes, notes taken and questions asked during interviews, and job listings or advertisements for a period of one (1) year.

Once a position is filled, all paperwork must be returned to Human Resources for record keeping purposes. This includes:

all resumes received but not interviewed; internal and external.

paperwork on all those interviewed; please indicate why applicant was not selected for the job.

all paperwork on selected candidate, include reason why they were selected.

STEP VII: Processing New Hires - Once offer is accepted, HR will:

a) Prepare and mail hire letter, signed by the Chief Executive Officer. The hire letter will confirm start date, salary and title; list required documentation; and indicate date and time of orientation.

b) A New Employee Memo will be sent to the Program Director notifying them of the date and time of orientation along with:

Employee Request for Telecommunications Services (ERTS) form - must be completed and forwarded to the Information Services department one week prior to employees start date.

HR Process form (See Section 13, PMHCC Forms) - ensure employee signs for any keys, beepers, or any PMHCC property given and return form to the HR Department within 10 business days of employee’s start date.

Job Description - to be reviewed with and signed by employee and returned to the HR Department within 10 business days of employee’s start date.

Supervisor or Designee Check List of responsibilities (See Section 13, PMHCC Forms) -- to be reviewed with and signed by employee and supervisor and returned to the HR Department within 10 business days of employee’s start date.

PMHCC Policy Manual

Policy 306: Hiring of Staff Between PMHCC and Its Affiliated Corporations Page 1 of 1


Policy 306: Hiring of Staff Between PMHCC and Its Affiliated Corporations Revised: September 1, 2011

POLICY

During the course of employment, employees may transfer between corporations through our Employment Opportunities postings. Employees are encouraged to apply for positions through the internal postings and job vacancy procedures found in Policy 304.

DETAILS

1. Employees who are hired from PMHCC affiliate corporations, (i.e., those corporations that are supported administratively by PMHCC), are considered as “New Hires” in most respects and would be subject to PMHCC’s Policies and Procedures.

PMHCC Policy Manual

Policy 307: Background Checks Page 1 of 5


Policy 307: Background Checks Revised: April 25, 2013

POLICY

It is the policy of PMHCC to protect the Agency, all the programs and corporations it supports administratively and all persons served from any and all adverse action. The Agency will conduct background checks on all newly hired regular temporary and current employees of PMHCC and affiliated programs and corporations. Background checks include criminal, child abuse, previous employer, and educational requirement checks where appropriate.

Background checks for all current permanent employees will be conducted beginning January 1, 1999, and every two years thereafter.

1. CRIMINAL BACKGROUND CHECKS - PMHCC temporary and regular employees, current and incoming, will undergo a criminal background check. Conviction records will not be used to discipline or terminate any employee unless their number, nature, and timing indicate that the employee is unsuitable for the position.

Details

Continued basis for employment depends upon the employee having plead guilty or having been convicted of committing a crime; depending upon job relatedness.

a) If the criminal background check or any other subsequent investigation discloses any misrepresentation on the application form or information indicating that the individual is not suited for continued employment the employee will be terminated.

b) Employees terminated due to the findings of their criminal background check will be based on job related criteria only.

Procedure

1. A Request for Criminal Background Check form will be submitted by the PMHCC HR Department to the proper authority prior to or immediately after the first day of employment. FBI fingerprint checks will be requested of employees and new hires that have not resided in the state of Pennsylvania for the two consecutive years. The Agency will pay all costs associated with obtaining the report.

2. Criminal Background checks will be conducted on all current employees every two years from the date of the first check and/or hire.

3. Reports of Criminal History and their findings will be kept confidential in a separate file in the HR Department.

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Policy 307: Background Checks Page 2 of 5 Policy 307: Background Checks

2. CHILD ABUSE HISTORY CHECK - All new hires and current regular employees that work with or have the opportunity to be alone with children during the course of performing their job duties must submit a Child Abuse Background Report to the Human Resources Department in order to remain employed with PMHCC and affiliates.

Details

a) All current employees that have not submitted a Child Abuse Background Report must do so within 60 days of the request from HR. HR will send out individual requests for this.

b) Continued employment with PMHCC may not be granted to an employee that has a history of child abuse.

Procedure

1. All newly hired and current employees may obtain a Child Abuse History Check Form from the HR Department and is responsible for completing the form, and returning it to HR. PMHCC will pay the cost associated with submitting the application.

2. The employee may also submit a current report to HR to fulfill this requirement if one has been completed previously (in the past two years). The report should not expire in the next 60 days.

3. This report must be presented to the HR within 60 days of employment or request from HR. During this time period, an employee may not come into contact with children during the course of employment. If this report is not returned to HR within 60 days, the employee will be suspended without pay, for a period up to 30 days, until the report is received. If not received within the allotted time period, employment will be terminated.

4. If HR receives confirmation from the Child Abuse Registry that the report was mailed to the employee’s home address and another child abuse clearance form has to be completed, the employee will pay the cost to send another completed form. HR will verify the employee’s address.

5. If the employee’s report is received and indicates instances of child abuse, the employee will be terminated.

PMHCC Policy Manual




3. FBI FINGERPRINT CHECKS – all newly hired and current employees, who are required to have a Child Abuse Clearance, must have an FBI background check.

Details

a) Human Resources will provide all new hires and current employees, who require a Child Abuse Clearance, a FBI fingerprint card.

b) The employee must take the fingerprint card to the local police and be fingerprinted.

c) Human Resources will enter the information into the Cogent System, which is the FBI Criminal Check system.

d) After approximately 5 days, the Cogent System will alert Human Resources as to the criminal background of the employee.

e) The original FBI background detail is mailed to the employee. The employee is required to submit the detail report to Human Resources within 5 days of receipt.

If an employee fails to comply with the FBI check, then he/she will be terminated. 4. MEDICARE/MEDICAID PROVIDER SCREENING – It is the policy of PMHCC to expedite

the process of meeting compliance standards for the screening for exclusion from participation in Federal Health Care Programs.

Details

a) All current PMHCC employees will undergo a monthly screening in the Medicare Check 1-2-3 database.

Procedure

1. At the beginning of every month, The Human Resources Department runs an active employee report from the HR System.

2. Once report is completed the report is then uploaded into the Check 1-2-3 system where the data is then compared the names on a monthly basis against the databases.

3. Once Check 1-2-3 receives the results, HR receives an email of the results and any matches requiring resolution HR will research any matches via the following databases: “The Excluded Parties List System (EPLS)” by General Services Administration (GSA); “The List of Excluded Individuals/Entities (LEIE)” maintained by the United States Department of Health and Human Services’ Office of Inspector General.

4. If a match is confirmed, HR will immediately contact the Chief Executive Officer and Program Director and conduct an investigation.

If an employee fails to comply with the investigation, then he/she will be terminated.

PMHCC Policy Manual




5. PREVIOUS EMPLOYMENT CHECKS - It is the policy of PMHCC to verify the information obtained on a newly hired employee’s Application for Employment. PMHCC’s Human Resources Department will obtain such information.

Details

a) Verification of employment includes verifying employment dates, and last position held by the employee.

b) In most cases, the last employer will be contacted. If the last position held was for less than six (6) months, the next employer on the application may also be contacted.

c) If the last position held is not related to the position they are being hired for then the next employer on the list that relates to the new PMHCC position will be contacted.

d) If the last position held is not related to the position they were being hired for, then the next employer on the list that relates to the new PMHCC position will be contacted.

The employers will be contacted, in writing, to verify information obtained from the employee’s Application for Employment. HR will investigate any questionable information received and appropriate action will be taken.

Procedure

1. Once hired, HR will verify previous employment:

If information received is contrary to the application, the Chief Human Resources Officer will contact the employee for an explanation. If a satisfactory response is not received, the employee may be terminated for falsification and/or misrepresentation of application.

If information is verified by previous employer, the form is placed in the employee’s personnel file.

6. EDUCATIONAL REQUIREMENT CHECKS - It is the policy of PMHCC to verify that employees possess the necessary educational requirements for all positions. Anyone employed by PMHCC and affiliated programs and corporations must satisfy educational requirements for the position.

Details

a) All new employees must present the original diploma, degree, certification, license or any other educational requirement, (or certified letter from the educational institution) to the HR on the first day of employment.

b) Current employees that receive a new position due to promotion or transfer must also present their educational/professional credentials as required by the position. No

PMHCC Policy Manual




employee will receive a promotion or transfer to a position for which they cannot satisfy these requirements.

c) If an employee is unable to provide this information they may be terminated for falsification and/or misrepresentation of application and/or inability to satisfy educational/professional requirements.

d) For all positions that require a license (e.g., Nursing license, etc.) that indicates an expiration date, the employee will be required to present an original, current license immediately to HR.

Procedure

1. All employment promotions will indicate the type of educational/professional credentials necessary.

2. The employee is expected to bring the appropriate proof of education/professional license on or before their first day of employment (to present during New Hire orientation) or within 10 days of their hire date. For current employees being promoted, they must present their credentials within 10 days of the new position date or disciplinary action may be taken up to and including termination of employment.

3. The original or certified document must be presented to HR for review and photocopying. A copy will be stamped with the date and original seen and by whom and placed in the employee’s personnel file.

4. Refer to Policy 325 for additional stipulations.

PMHCC Policy Manual

Policy 308: Anniversary Dates Page 1 of 1


Policy 308: Anniversary Dates Revised: October 1, 2005

POLICY

The date of the first day of work in a new position or the first day of a new rate of pay in a position is the employee’s Anniversary Date (AD) for the position. A number of important personnel actions are scheduled from the AD, e.g., the Introductory Period ends four months after the AD for new positions; Merit increases may go into effect annually at the AD. The initial AD for an employee is established at their first hiring and the AD often stays as this date for several years and may never change throughout an employee’s tenure at PMHCC. However, there are several personnel actions that do change an employee’s AD; they are as follows:

DETAILS

1. New Job Responsibilities - When an employee’s scope of responsibilities in their current job is changed to the extent that it warrants a change in their rate of pay (salary/hourly rate), a new AD is established. In this circumstance, the Job Description (but not always the Job Title) is modified to reflect the change in responsibilities and base pay.

2. New Appointment - When an employee is hired into another (either new or existing) position at PMHCC, a new AD is established for the employee. In this circumstance, the Job Description and Title are different from the prior position; the base pay may or may not have changed.

3. Extended Leaves - When an employee is absent from work on an extended leave (i.e., greater than 30 calendar days of leave without pay) and does not return back to the same position, the employee will be in a New Appointment, and thus will have a new AD established. If the employee returns to their former job, the old AD will be retained, and any annual salary increase will be prorated for the length of time in service during the year.

PMHCC Policy Manual

Policy 309: Orientation of New Hires Page 1 of 1


Policy 309: Orientation of New Hires Revised: July 1, 2002

POLICY

On or near the first day of employment, all new employees will meet with a Human Resources representative and be oriented to PMHCC and the Agency’s policies and procedures, learn what benefits are available, and process necessary paperwork for benefits and payroll.

DETAILS

1. Supervisors are responsible for orientating new employees as well. Supervisors are responsible for:

a) introduction to coworkers

b) location of supplies and the use of equipment

c) tour of facility, such as lunch facilities, mail room, and restrooms location

d) obtaining business cards, telephone connection, computer access

2. Information Services Department is responsible for:

a) introduction to PMHCC computer network and e-mail

b) ensuring passwords are assigned as requested

PMHCC Policy Manual

Policy 310: Introductory Period Page 1 of 2


Policy 310: Introductory Period Revised: June 15, 2015

POLICY

It is the policy of PMHCC that the first four (4) months of employment for all new and newly promoted or newly transferred employees is considered an Introductory Period. The Introductory Period is intended to give employees the opportunity to demonstrate their ability to achieve a satisfactory level of performance and to determine whether the new position meets their expectations. PMHCC uses this period to evaluate employee capabilities, work habits, and overall performance

DETAILS

1. Supervisors shall observe the performance of each employee in a new job position. Weaknesses in performance, behavior, or development shall be brought to the employee’s attention for correction, either verbally or in writing, as soon as possible.

2. The Introductory Period may be extended for two (2) additional months upon request of a Program Director. A request for extension of Introductory Period must be submitted in writing to the Chief Human Resources Officer at least two weeks prior to the end of the initial Introductory Period.

3. During the Introductory Period, transfers will be at the sole discretion of the Chief Executive Officer, incorporating recommendations of the Program Manager responsible for the employee.

4. The Program Manager or Program Supervisor shall provide a written evaluation on the introductory employee's performance two weeks prior to the end of the Introductory Period.

5. The Introductory Period is not a guarantee of employment for the entire four (4) or six (6) months. The employee can be terminated with or without cause during the Introductory Period. A recommendation for termination shall be submitted in writing to the Chief Human Resources Officer or designee for review and should include an employee evaluation and a list of actions taken to assist the employee. Employee termination must have the prior approval of the Chief Executive Officer or designee.

6. During the Introductory Period newly hired employees are eligible for:

paid agency-recognized holidays

paid accrued sick leave

7. During the Introductory Period newly hired employees working at least 30 hours will be eligible for health benefits (medical & dental) on the first day of the month after the first day of employment.

8. During the initial Introductory Period, newly hired employees are not eligible for the following benefits:

Personal days are not earned;

PMHCC Policy Manual


Policy 310: Introductory Period Revised: June 15, 2015

Policy 310: Introductory Period Page 2 of 2 Policy 310: Introductory Period

Vacation time is earned, but cannot be used. Vacation time will be awarded retroactively per the vacation accrual policy as defined in Section 6 of this manual once the Introductory Period has been completed;

Disability (long and short term) benefits; and

The employer contribution for the Retirement Plan (403b)

9. During any extended Introductory Period, newly hired employees are not eligible for the following benefits:

Personal days are not earned;

Vacation time is earned, but cannot be used. Vacation time will be awarded retroactively per the vacation accrual policy as defined in Section 6 of this manual once the Introductory Period has been completed

10. During the Introductory Period newly hired part time employees working more than 20 hours but less than 30 hours will not be eligible for health benefits (medical & dental). Eligibility begins following the successful completion of the Introductory Period (including any extension).

See Section 5 for more information on the above Health Benefits.

11. During the Introductory Period newly promoted and newly transferred employees are entitled to the following:

a) All benefits continue unchanged

b) The anniversary date becomes the first day the employee begins the new position

c) If an employee is terminated from the new appointment during the Introductory Period, the employee can return to her/his previous position at the old base salary and Anniversary Date, if the position is available. If the employee’s previous position is not available, s/he will be given preference for any other position within PMHCC for which s/he is qualified. If no suitable vacant position exists, the employee will be terminated from PMHCC employment.

PMHCC Policy Manual

Policy 311: Work Hours, Flex‐Time, Meal Period and Rest Breaks Page 1 of 1


Policy 311: Work Hours, Flex‐Time, Meal Period and Rest Breaks Revised: June 15, 2015

POLICY

PMHCC has established specific work hours so as to ensure work is performed consistent with each employee’s job description. PMHCC provides all employees unpaid time from all work-related duties for a meal period and paid rest breaks during the course of a work day. Flex-time arrangements are available but must benefit both the Program and the employee and must allow for adequate supervisory oversight of the required work to be performed.

DETAILS

1. Regular Hours of Operation for full time employees are from 8:30 AM to 5:00 PM Monday through Friday.

2. Unpaid Meal Period is a 60 minute period per day for employees working 30 or more hours per week and a 30 minute period per day for employees working less than 30 hours per week for any day the employee works at least five (5) hours. Employees shall be freed from all work-related duties during the unpaid meal period. The specific hour in the day of an employee’s unpaid meal period shall be scheduled at the discretion of the Program Director or Designee. Meal periods may not be used to shorten work days. The Program Director may grant an exception to this provision if requested by the employee prior to not taking a scheduled meal period on that day. Time not used for meal periods shall not be accumulated for use at a later time.

3. Paid Rest Break is a rest period of 15 minutes offered either once or twice per day. Full time employees are allowed two (2) 15 minute breaks, not to be taken at the same time and part time employees are allowed one (1) 15 minute break. The specific hour in the day of an employee’s paid rest break(s) shall be scheduled so as not to disrupt office operations and shall not be used to shorten work days or lengthen meal periods. Time not used for rest breaks shall not be accumulated for use at a later time.

4. Flex-Time is any work schedule that deviates from PMHCC’s regular hours of operation. Flex time schedules must be approved in advance by the employee’s Supervisor and Program Director.

PROCEDURES

1. An employee requesting a flex schedule must complete and submit to his/her supervisor the PMHCC Request and Response for Flex-Time Form found on PMHCC’s website.

2. Once the form is completed by the Supervisor it is to be submitted for review to the Program Director. A copy of the processed Form will be returned to the employee and the Supervisor. The original Form must be submitted to Human Resources after it has been approved or denied by the Program Director, where it will be retained in the employee’s Personnel file.

3. Failure to comply with this Policy and Procedure may lead to disciplinary action up to and including termination of employment.

PMHCC Policy Manual

Policy 312: Outside Employment and Income Page 1 of 2


Policy 312: Outside Employment and Income Revised: July 1, 2002

POLICY

The job duties and responsibilities of full-time, part-time, or temporary employees of the Agency are considered to be the employee’s principal employment. Other employment outside of the Agency is not to interfere with, create conflict with, or compromise in any way, the performance of an employee’s duties at the Agency.

This policy prohibits employees from performing any service for customers or clients on non-working time that are normally performed by PMHCC personnel.

DETAILS

1. An employee may hold a job with another organization as long as he or she satisfactorily performs his or her job responsibilities with PMHCC. All employees will be judged by the same performance standards and will be subject to PMHCC's scheduling demands, regardless of any existing outside work requirements.

2. If PMHCC determines that an employee's outside work interferes with performance or the ability to meet the requirements of PMHCC as they are modified from time to time, the employee may be asked to terminate the outside employment if he or she wishes to remain with PMHCC. Outside employment will present a conflict of interest if it has an adverse impact on PMHCC.

3. All work performed as a representative of the Agency, and all sales and use of goods and services of the Agency, must be performed at the direction of and for the benefit of the Agency. All revenues (e.g., consultation fees and honoraria) generated by work performed as either a representative of the Agency or from the sale of goods and services of the Agency must be directed to the Fiscal Department of PMHCC.

4. Employees engaged in employment outside of the Agency, including consultation and speaking engagements, are not to represent themselves as an Agency employee and/or agent when performing such duties. Employees also may not sell any Agency goods and services nor divulge proprietary Agency knowledge and information, in their outside employment. Employees are not to perform outside work in the Agency’s offices and are not to use Agency goods, equipment or supplies, or applications in the performance of outside work.

PMHCC Policy Manual


Policy 312: Outside Employment and Income Revised: July 1, 2002

Policy 312: Outside Employment and Income Page 2 of 2 Policy 312: Outside Employment and Income

5. Prior to or immediately upon engaging in outside employment, the PMHCC employee must notify his/her supervisor, Program Director and PMHCC Executive Director of the specifics of such employment so that a determination can be made as to any real or perceived conflict of interest. Such notification must be in writing, using the Outside Employment Notification Form (See Section 13, Human Resources Department Forms).

6. In evaluating the request for outside work, the Program Director and the PMHCC Executive Director will consider whether the proposed employment:

a) May reduce the employee’s efficiency while working for the Agency.

b) Involves working for an organization that is a competitor of the Agency or that does a significant amount of business with the company, such as major contractors, suppliers and customers.

c) May adversely affect the image of the Agency.

7. The employee will receive a response by photocopy of the form within ten (10) working days after submission.

8. Employees who have accepted outside employment may not use paid sick time off to work on the outside job.

9. Failure to follow this policy and procedure may result in disciplinary action up to and including termination.

PMHCC Policy Manual

Policy 313: Performance Evaluations Page 1 of 3


Policy 313: Performance Evaluations Revised: September 20, 2004

POLICY

It is the policy of PMHCC that each employee receives a Performance Evaluation. Performance Evaluations may be completed for the following purposes: a) completing their Introductory Period, b) annual performance review for determining merit increases, c) prior to receiving promotions, d) department transfer, e) marginal or less than satisfactory performance, f) disciplinary review, or g) termination.

DETAILS

1. Supervisors and employees are strongly encouraged to discuss job performance and goals on an informal, day-to-day basis.

2. After the Introductory Period performance review, each employee's performance will be evaluated annually, on or about the anniversary date(*) of hire, by his/her immediate supervisor.

3. In the event that an employee has been transferred or promoted to a new position, the start date in the new position will become the employee's new anniversary review date. A Performance Evaluation will be performed at the conclusion of the former position and will be retained in the employee's personnel file.

4. Performance Evaluations are designed to link job descriptions to performance criteria and provide the basis for determining the merit increase for the employee's next year of service to the Agency. Merit increases may be administered on the employee's anniversary date.

5. The Agency reserves the right to restructure merit salary increments as economic or budgetary conditions dictate necessary changes.

(*) Anniversary date is defined as the employee's date of hire or date of promotion, major change of responsibilities or change in qualifications relating to a new position for each successive year of employment.

PMHCC Policy Manual



Policy 313: Performance Evaluations Page 2 of 3 Policy 313: Performance Evaluations

6. Should an employee feel that the nature, scope, and range of his/her position have substantially increased over time without commensurate salary adjustment, the employee may petition for a position evaluation from management. Job descriptions and responsibilities will be reviewed for consistency with PMHCC salary structure; employees will be notified of management's determination in a timely manner.

7. Below are the overall ratings for evaluating performance and determining merit pay. Merit pay is given for ratings of satisfactory or above.

a) OUTSTANDING PERFORMANCE

This rating is awarded to the employee who has merited special recognition as a result of exceptional contribution to the Agency during a year. It is reserved for employees who have performed exceptionally under exceptional conditions.

b) ABOVE STANDARD PERFORMANCE

An above standard rating is given when an employee's work performance significantly exceeded the demands of the position during a year. It is given when an employee took initiative over and above regular responsibilities consistently produced work of high quality with a minimum of supervision.

c) SATISFACTORY PERFORMANCE

A satisfactory rating is given when an employee consistently produced work of good quality with minimum supervision and met all job responsibilities well during a year. It is assumed that an employee's work performance will improve over years of employment with experience; thus, the standard for satisfactory performance will increase accordingly.

d) IMPROVEMENT NEEDED

A performance needs improvement rating is given whenever an employee is performing below an acceptable level and/or requires supervision to satisfactorily meet all job responsibilities. An employee with two successive ratings at this level (without demonstrable improvement) may be subject to dismissal due to poor performance. A rating of this level requires the Supervisor to develop a Corrective Plan of Action that will outline areas that need improvement and make suggestions for how the employee should reach a level of satisfaction necessary to continue in their position.

e) UNACCEPTABLE

An unacceptable performance rating may be grounds for immediate termination of employment. Depending on the circumstances, the employee may be put on four month’s probation and given an opportunity to improve performance or behavior. If the employee is currently on probation for disciplinary reasons, the Chief Human Resources Officer is to be consulted as to the proper course of action, which may include termination of employment. Proper documentation of the reason for the unacceptable evaluation is required.

PMHCC Policy Manual



Policy 313: Performance Evaluations Page 3 of 3 Policy 313: Performance Evaluations

8. Each employee will be asked to sign his/her performance evaluation form to acknowledge receipt and understanding of its contents and will be asked to record comments in the space provided for that purpose. Employee signatures signify that the evaluation has been discussed and does not necessarily signify agreement with the rating performance. Evaluation Forms become part of each employee's permanent personnel record.

9. If specific areas of a performance evaluation are noted to be seriously deficient, Human Resources action may be taken. Supervisors will be responsible for providing employees with instructions that will define the areas of performance deficiency and will assist the employee in improving those areas of performance. However, it is the employee's ultimate responsibility to improve his/her performance.

PENALTIES FOR OVERDUE SUBMISSIONS BY SUPERVISORS:

Any salary increase due to a supervisor, based on performance, will be awarded to that supervisor on his/her anniversary date or delayed by the number of the pay periods accrued by those pay periods for which any subordinate’s Performance Evaluation is delayed. If the supervisor responsible for the Performance Evaluation submission is not the Program/Department Director who then participates in the delinquency of the Performance Evaluation, the Director must advise the Human Resources Department as to the appointment of the penalties. Should a delay occur, a salary increase will not be retroactive for the supervisor and/or director. In the event of a delinquent Performance Evaluation, the rated employee may be granted a salary increase on the anniversary date, based on a presumptive total rating of at least “Satisfactory”.

Policy 314: Breaks and Meal Periods Page 1 of 1


Policy 314: Breaks and Meal Periods Revised: July 30, 2012

See Policy #311

PMHCC Policy Manual

Policy 315: Notice of Intention to Resign and Separation Procedures Page 1 of 1


Policy 315: Notice of Intention to Resign and Separation Procedures Revised: June 15, 2015

POLICY

PMHCC recognizes that resignation is a voluntary act initiated by the employee to separate from service with PMHCC. Employees are expected to give prior written notice of their intent to resign. Absent an exception granted by the Chief Executive Officer, failure to give the minimum notice specified below will result in the forfeiture, equal to the amount of advance notice an employee is expected to give but failed to give, of the employee’s accumulated, unused, vacation time.

DETAILS

Employees are expected to provide prior written notice of their intent to resign to their Supervisor as follows:

1. All professional employees (supervisory and/or management and CTT ACT Clinicians) should provide notice as far in advance as possible, but at a minimum are expected to provide at least four weeks prior written notification.

2. All non-supervisory and/or management staff (clerical, administrative, support) should give notice as far in advance as possible, but at a minimum are expected to provide at least two weeks prior written notification.

3. Supervisors must submit the original notice of resignation to the Human Resources department upon receipt of such notice.

4. All items that are the property of PMHCC (i.e. keys, beepers, cell phones, computer equipment) must be returned to the Manager or Supervisor of the appropriate department prior to the employee’s departure. The employee must sign a Human Resources Process Form indicating PMHCC property has been returned prior to departure.

5. Any employee can request a formal exit interview with the Human Resources Department.

6. The supervisor is responsible for ensuring that all time sheets and/or request for time off forms, including the final time sheet are completed in full and submitted to the payroll department within forty-eight hours (48) of the employee’s departure. This will ensure any pay due to the employee for unused, earned vacation is paid out in a timely manner.

PMHCC Policy Manual

Policy 316: Training and Education Page 1 of 1


Policy 316: Training and Education Revised: September 1, 2011

POLICY

It is the policy of PMHCC to provide training programs for employees that it determines to be appropriate.

DETAILS

1. Supervisors are responsible for recommending employees for special training programs, for providing on-the-job training, and for arranging outside training. Training will normally be conducted during regular work hours, which may or may not be on PMHCC premises.

2. Program Directors or department heads may approve employee participation in continuing education and training programs when that instruction is regarded as beneficial or considered necessary for satisfactory job performance. In some cases, employees may be required to enroll in and completed the programs satisfactorily.

3. The Human Resources Department must approve, upon recommendation of the appropriate program director or department head, employee participation in special programs, either external or in-house, dealing with supervisory, professional, or management development; quality improvement; or compliance with government regulations.

4. PMHCC may consider the feasibility of sponsoring or conducting special programs for groups of employees when continuing education and in-service programs are required for licensing or for re-certification of a license. Under those circumstances, it will apply for approval by the licensing authority and will attempt to comply with all requirements established by the authority. However, it may at its discretion cancel, modify, or withdraw from any certification or program.

5. PMHCC may provide special training programs for safety and health matters when considered necessary or as required by government regulations.

6. PMHCC sponsored of conducted orientation and training programs may be reviewed periodically to evaluate the quality of the instruction, the content, and the results. The HR Department or an outside organization will administer the evaluation, which may involve the testing of participants.

7. Employees may receive certificates or completion for successfully finishing PMHCC approved or sponsored training and education programs. The HR Department will maintain records of training programs completed by each employee.

PMHCC Policy Manual

Policy 317: Drug Free Workplace/Drug and Alcohol Abuse Page 1 of 2


Policy 317: Drug Free Workplace/Drug and Alcohol Abuse Revised: November 2000

POLICY

It is PMHCC's intention to provide a drug-free, healthful, and safe workplace. To promote this goal, employees are required to report to work in appropriate mental and physical condition to perform their jobs in a satisfactory manner and to maintain this condition throughout the workday.

DETAILS

1. The Supervisor must be notified when an employee is observed exhibiting behavior or other symptoms indicating that the use of illegal substances or the abuse of alcohol has degraded their job performance. Upon notification, the Supervisor will consult with the Chief Human Resources Officer or the Chief Executive Officer for appropriate action. Consequently, all PMHCC employees must not unlawfully, manufacture, distribute, possess or use illegal substances and/or abuse alcohol, which might degrade the performance of the job duties.

2. The legal use of prescribed or over-the-counter drugs is permitted on the job only if it does not impair an employee's ability to perform the essential functions of the job in a safe and effective manner. The use of such drugs must also not endanger other individuals in the workplace.

3. Violations of this policy may lead to disciplinary action, up to and including immediate termination of employment, and/or require participation in a substance abuse rehabilitation or treatment program. Such violations may also have legal consequences.

4. Employees with questions or concerns about substance dependency or abuse are encouraged to use the resources of the Employee Assistance Program. They may also wish to discuss these matters with their supervisor or the Chief Human Resources Officer to receive assistance or referrals to appropriate resources in the community.

5. Employees with drug or alcohol problems that have not resulted in, and are not the immediate subject of, disciplinary action may request approval to take unpaid time off to participate in a rehabilitation or treatment program through PMHCC's health insurance benefit coverage. Leave may be granted if the employee agrees to abstain from use of the problem substance; abides by all PMHCC policies, rules, and prohibitions relating to conduct in the workplace; and if granting the leave will not cause PMHCC any undue hardship.

PMHCC Policy Manual


Policy 317: Drug Free Workplace/Drug and Alcohol Abuse Revised: November 2000

Policy 317: Drug Free Workplace/Drug and Alcohol Abuse Page 2 of 2 Policy 317: Drug Free Workplace/Drug and Alcohol Abuse

6. Under the Federal Drug-Free Workplace Act, an employee must notify the PMHCC Human Resources Department of a criminal conviction for drug-related activity occurring in the workplace. The report must be made within five days of the conviction.

7. Employees with questions on this policy or issues related to drug or alcohol use in the workplace should raise their concerns with their supervisor or the Chief Human Resources Officer without fear of reprisal.

8. Any employee who witnesses (must be two witnesses to the incident) another employee involved in any drug or alcohol related activity must report the incident in writing immediately, using the PMHCC Incident Report Form. This form must be submitted to the Chief Human Resources Officer. The incident will be investigated in accordance with the Incident Reporting Policy.

PMHCC Policy Manual

Policy 318: Workplace Violence Prevention Page 1 of 3


Policy 318: Workplace Violence Prevention Revised: September 5, 2013

POLICY

All employees, including supervisors and temporary employees as well as visitors should be treated with courtesy and respect at all times. Employees are expected to refrain from fighting, "horseplay," or other conduct that may be dangerous to others.

PMHCC attempts to provide a safe work environment free of violence, threats, or intimidation. Violation of this policy is unacceptable and will result in immediate disciplinary action up to, and including termination of employment and possible criminal prosecution.

PMHCC has adopted the following guidelines to deal with intimidation, harassment, or other threats of (or actual) violence that may occur during business hours or on its premises. PMHCC has adopted specific policies regarding harassment, discrimination, intimidation, verbal abuse, unacceptable workplace behavior, etc. (see Policies 701 and 704) as well as Reporting Grievances and Investigations (see Policies 217 and 319).

DETAILS

1. Firearms, weapons, and other dangerous or hazardous devices or substances are prohibited from the premises and properties of PMHCC and affiliates without written prior authorization from the PMHCC Chief Executive Officer. Such authorization must state the special circumstances warranting approval, with a copy sent to the Human Resources Department.

Any illegal or unauthorized articles (such as firearms or weapons) discovered may be confiscated and turned over to law enforcement representatives.

While the Agency respects the right to bear arms, it believes that a prohibition on weapons in the workplace is the best means of safeguarding employees. This prohibition includes firearms for which a person has a license to carry.

2. Conduct that threatens, intimidates, or coerces another employee, a customer, or a member of the public at any time, including off-duty periods, will not be tolerated. This prohibition includes all acts of harassment, including harassment that is based on an individual's sex, race, age, or any characteristic protected by Federal, State, or Local law.

3. All threats of (or actual) violence, both direct and indirect, should be reported immediately to your supervisor or any other member of management. This includes threats by employees, as well as threats to an employee by consumers, vendors, solicitors, or other members of the public. When reporting a threat of violence, you should be as specific and detailed as possible.

PMHCC Policy Manual



Policy 318: Workplace Violence Prevention Page 2 of 3 Policy 318: Workplace Violence Prevention

The Agency defines violence, threats and intimidation to include, but not limited to:

a) Physical or verbal abuse or intimidation

b) Threats

c) Vandalism

d) Arson

e) Sabotage

f) Stalking

g) Telephone or email harassment and/or obscene messages

h) Use, sale or possession of weapons on agency premises

i) Acts that management deems inappropriate to the workplace

j) Offensive jokes or comments regarding participation in violent events

4. All suspicious individuals or activities by employees should be reported as soon as possible to a supervisor, Program Director, Human Resources and/or the Chief Executive Officer. Do not place yourself in peril. If you see or hear a commotion or disturbance near your workstation, do not try to intercede or see what is happening.

5. PMHCC will promptly and thoroughly investigate all reports of threats of (or actual) violence by or to employees and of suspicious individuals or activities by employees. The identity of the individual making a report will be protected as much as is practical. In order to maintain workplace safety and the integrity of its investigation, PMHCC may suspend employees, either with or without pay, pending investigation. All investigations are subject to Policy 217.

6. Anyone determined to be responsible for threats of (or actual) violence or other conduct by employees that is in violation of these guidelines will be subject to prompt disciplinary action up to and including termination of employment.

7. PMHCC encourages employees to bring their disputes or differences with other employees or others on PMHCC premises to the attention of their supervisors or the Chief Human Resources Officer before the situation escalates into potential violence. PMHCC is eager to assist in the resolution of employee disputes, and will not discipline employees for raising legitimate concerns.

PMHCC Policy Manual



Policy 318: Workplace Violence Prevention Page 3 of 3 Policy 318: Workplace Violence Prevention

8. Under emergency circumstances, a supervisor or a member of PMHCC’s management will call the local police. In the event of IMMINENT THREAT or DANGER to yourself or others, an employee should proceed as follows:

a) Retreat immediately to safety

b) Dial 9-1-1, when possible, to reach the local law enforcement authorities.

NOTE: you must tell whatever law enforcement agency your exact location, as they will not be able to pinpoint your location by your telephone number.

c) Contact your building’s security:

Wells Fargo Building, 123 S. Broad Street (215) 985-3524

Strawbridge Building, 801 Market Street (215) 238-9658

520 N. Delaware Avenue (215) 625-0138

ARAMARK Building, 1101 Market Street (215) 922-1220

d) Contact management and/or Human Resources as soon as possible, DO NOT attempt to take matters into your own hands.

9. Any Employee who is victimized, feels victimized, observes or has knowledge of any violation of this policy should immediately report the incident to their Program Director, Human Resources and/or the Chief Executive Officer by completing a Grievance Form and following Policy 319.

10. PMHCC reserves the right to conduct searches and inspections if a violation is suspected. This includes, but is not limited to any employee’s personal effects, such as: lunch containers, brief cases, purses, backpacks, agency-issued computer files, boxes, lockers, desks, filing cabinets and personal or agency vehicles located on agency property.

11. Any PMHCC employee who refuses to submit to a search in conjunction with a suspected violation of the policy will be subject to disciplinary action, up to and including termination.

12. Where any situation is deemed reportable, an Incident Report must be submitted following the established procedure. (See Incident Reporting Policy and Procedure in Section 3, and Incident Report form in Section 13.)

All complaints will receive immediate attention and the situation will be investigated by PMHCC Administration. Based upon the result of the inquiry, action will be taken which management believes is appropriate.

PMHCC Policy Manual

Policy 319: Grievance Policy and Procedure Page 1 of 2

Section 3: Employment Issued: September 5, 1997

Policy 319: Grievance Policy and Procedure Revised: September 5, 2013

POLICY

As an employee of PMHCC, you may present certain work-related grievances and appeal administrative actions to PMHCC. The Agency will attempt to resolve all grievances that are appropriate for handling under this policy. Any issues regarding compliance with Local, State or Federal ordinances, regulations or laws should be reported to the PMHCC Compliance Officer at (610) 566-0748 and can be made anonymously.

DETAILS

1. An appropriate grievance is defined as an employee’s questioning of the correctness of an interpretation and/or application of an Agency policy or procedure by administration, supervisors, or other employees. Examples of appropriate grievances:

A belief that Agency policies, practices, rules, regulations or procedures are being applied incorrectly;

Alleged discrimination and/or harassment as described in Policy 701 Harassment and Discrimination;

The appearance of improper or inequitable administration of employee benefits or conditions of employment such as scheduling vacations or performance review.

2. Employees should notify their supervisor, in a timely manner, of any grievance or grievance considered appropriate for handling under this policy. The supervisor must immediately report all grievances to the Program Director and the Human Resources Department. The grievance procedure is the exclusive remedy for employees with an appropriate grievance.

For the purpose of this policy only, “timely manner," “reasonable time,” and “promptly” will mean with-in twenty (20) working days of the employees knowledge of their concern/incident. The Chief Executive Officer or designee can make exceptions to this time limit.

3. Employees will not be penalized for proper use of the grievance procedures. However, it is not considered proper if an employee abuses the procedure by raising grievances in bad faith or solely for the purposes of delay or harassment or by repeatedly raising grievances that could reasonably be judged to have no merit.

4. Employees who knowingly file false grievances or make serious unsubstantiated accusations in their grievance will be subject to corrective action up to and including termination.

5. A grievance should be not be discussed with any other staff member prior to or after filing a grievance at the risk of implicating others in any investigation should such be deemed necessary by PMHCC Administration.

PMHCC Policy Manual


Policy 319: Grievance Policy and Procedure Revised: September 5, 2013

Policy 319: Grievance Policy and Procedure Page 2 of 2 Policy 319: Grievance Policy and Procedure

PROCEDURE

Employees who feel they have an appropriate grievance should proceed as follows:

1. Complete a PMHCC Employee Grievance Form (See Section 13 for form).

2. Promptly bring the Form to the attention of the immediate supervisor giving a description of the grievance.

Bring the grievance to the Department Director if the grievance involves the supervisor.

3. The supervisor or Department Director must immediately submit the completed Grievance Form to the Human Resources Department. An investigation will be undertaken consistent with Policy 217.

The Agency, it’s Board, executives, program directors, managers, supervisors, and representatives are prohibited from taking any punitive reprisal action against any employee for filling a grievance. This protection is vested in applicable laws, regulations, and court rulings regarding retaliation.

PMHCC Policy Manual

Policy 320: Incident Reporting Page 1 of 1

Section 3: Employment Issued: June 17, 1998

Policy 320: Incident Reporting Revised: July 10, 2012

POLICY

All incidents should be reported immediately to your supervisor. The Agency will attempt to resolve promptly any incidents that are appropriate for handling under this policy.

A reportable incident is defined as:

1. Theft or vandalism, which includes PMHCC property or an employee’s personal property;

2. Any direct or indirect threat to an employee’s personal safety on Agency property;

3. Any physical or verbal altercations between staff in the workplace.

4. An unexpected and untoward physical and/or behavioral debilitation of a staff member or visitor requiring emergency medical intervention or attention.

PROCEDURE

1. Employees should notify their supervisor of any reportable incident and obtain the proper form from your supervisor or the Human Resources Department to document the incident. (See Section 13, PMHCC Forms)

2. Bring the incident to the attention of the immediate supervisor with-in twenty-four hours or as soon as you are aware of the incident. The supervisor is to investigate the incident, attempt to resolve it, and report it to the Program Director and the Human Resources Department. The supervisor must document the incident by completing the disposition section and obtain the Program Director’s Approval.

3. If the incident results in an injury, the Human Resources department is to be notified immediately by completing the Employer’s Report of Occupational Injury or Disease form (See Section 13, PMHCC Forms).

4. Incidents of an emergency nature should be reported to the Chief Executive Officer or designee immediately and documented as above.

5. A copy of the incident report, once investigated by the supervisor or designee, should be sent to the Human Resources Department, the Program Director, and the Chief Executive Officer.

PMHCC Policy Manual

Policy 321: Access to Personnel Files/Confidentiality of Medical Records Page 1 of 1


Policy 321: Access to Personnel Files/Confidentiality of Medical Records Revised: July 30, 2012

POLICY

PMHCC is required to keep accurate, up-to-date employment records in a confidential personnel file on all employees to ensure compliance with state and federal regulations. The agency considers the information in employment records to be confidential. The personnel file includes such information as the employee's job application, resume, records of training, documentation of performance appraisals, salary increases, job changes, and other employment records.

The Agency maintains a personnel file, and when necessary, a medical file for each employee. A separate medical records file is kept on all employees, when necessary, for Family and Medical Leave, Disability Leave, Worker’s Compensation or any other pertinent medical information obtained during the course of employment.

Employees must inform the Human Resources Department and their supervisor of any necessary updates to their personnel file such as change of address, home telephone number, emergency contact, marital status, dependent changes, or military status.

The PMHCC Human Resources Department will only verify dates of employment and job titles to outside agencies inquiring by telephone. No other information will be given out about an employee without written authorization from the employee, except what is required to comply with the law or subpoena.

DETAILS

1. Personnel Files - These files are the property of PMHCC. Access to the information they contain is restricted. Generally, only supervisors and management personnel of PMHCC who have a legitimate reason to do so may review information in a personnel file.

Current, active employees who wish to review their own file should contact the Human Resources Department. With reasonable advance notice, employees may review their own personnel file in PMHCC's offices and in the presence of an individual appointed by PMHCC to maintain the files. A log will be maintained noting the name of the person reviewing the file, the HR observer’s name and the date of the file review.

2. Confidentiality of Medical Records - Medical Records are stored separately from an employee’s personnel file and may include any information regarding an employee’s medical status or results of any testing or vaccinations.

The purpose for maintaining medical records in separate files is to ensure that all employees are treated equally regardless of physical or mental condition. Although medical information must be kept confidential, supervisors and managers may be informed of necessary restrictions and limitations of an employee for reasonable accommodation or modified-duty assignments. Government/legal officials charged with investigating compliance of the Americans with Disabilities Act (ADA) may likewise have access to an employee’s medical records file.

PMHCC Policy Manual

Policy 322: Employee Referral Program Page 1 of 1

Section 3: Employment Issued: March 2000

Policy 322: Employee Referral Program Revised: July 1, 2009

POLICY

It is the policy of PMHCC to encourage its employees to refer qualified candidates for open positions.

DETAILS

1. Any employee of PMHCC is eligible to participate in the Employee Referral Program, except the Director of the hiring Program or Unit and the Supervisor of the position under concern.

2. The PMHCC Recruitment Reward Request Form (RRRF) must be submitted to the Human Resources Department before the first job interview of the candidate. The RRRF must be attached to the application and/or resume when submitting to Human Resources. Referral forms will be accepted for open, posted positions only. (See Section 13, PMHCC Forms)

3. The referred candidate will be considered in the normal hiring process, if qualified after the referring PMHCC employee has submitted a RRRF with an application or resume. The referring employee must specify on the referral form the position reference number and position title in order to be considered.

4. If the referred candidate is hired and successfully completes the four month Introductory Period, the referring employee will receive a gross reward of $300* in the next available pay period, following the employee’s satisfactory completion of the four-month Introductory Period (or once the Human Resources Department receives a completed Performance Evaluation with an overall rating of satisfactory or higher).

5. Positions that are difficult to fill and require specialized training and experience may yield higher cash reward* with prior approval of PMHCC’s Chief Executive Officer or designee.

6. Employees will be subject to disciplinary action up to and including termination for any fraudulent violation of the policy

NOTE: *Any money that an employee receives above and beyond their earned income or salary must be taxed. Therefore, any money received for an employee referral will be taxed and the transaction contained in a paycheck.

All other PMHCC Policies and Procedures remain in force and are not abrogated by this policy and procedure.

PMHCC Policy Manual

Policy 323: Reduction In Force Page 1 of 2


Policy 323: Reduction In Force Revised:

PURPOSE

If it becomes absolutely necessary to reduce the costs and/or change the staffing pattern of any Program due to the reduction or elimination of the necessary funding for that Program, PMHCC may initiate a reduction in force or layoffs. Should such a loss of revenue impact on the PMHCC administrative department, reduction in force may occur in those work groups, as well.

The purpose of these procedures is necessary to ensure a smooth and timely transition of employees exiting the agency as a result of a layoff. PMHCC will be as fair and equitable as possible in deciding who is laid off. PMHCC will provide as much advance notice as possible to all affected employees.

PROCEDURE

Reduction in Force - Only the PMHCC Chief Executive Officer has the authority to determine if there will be a Reduction in Force.

1. Program Director will contact the Chief Human Resources Officer regarding any proposed Reduction in Force.

2. The Program Director or designee will forward all documentation regarding the layoff to the Chief Human Resources Officer or designee for review and consideration. The documentation will include the number and title of positions to be laid off along with timeframes for the layoff.

3. Chief Human Resources Officer will review the list and the title of positions. Chief Human Resources Officer will analyze the information and determine if it is accurate.

4. Employees will be considered for layoff in the following order:

a) Employees still in their Introductory Period or with an Overall Performance Rating of “Improvement Needed” on their last performance evaluation will be the first to be laid off.

b) Persons who volunteer to be included in the Reduction in Force will be given next consideration as long as it does not have an adverse impact on the department. Such request must be in writing to the Program Director, who will make a decision in conjunction with the Chief Human Resources Officer.

c) Employees who have the least longevity in their position classification will be the next to be considered for layoff

5. Chief Human Resources Officer will review the details with the PMHCC Chief Executive Officer.

6. Chief Human Resources Officer will meet with the Program Director and employee to facilitate the layoff meeting, if necessary.

PMHCC Policy Manual


Policy 323: Reduction In Force Revised:

Policy 323: Reduction In Force Page 2 of 2 Policy 323: Reduction In Force

Employees scheduled for layoff will be given preferential consideration for position vacancies within PMHCC as long as they meet the minimum qualifications.

PMHCC Policy Manual

Policy 324: Professional Licenses Page 1 of 1

Section 3: Employment Issued: March 1, 2008

Policy 324: Professional Licenses Revised:

POLICY

It is the policy of PMHCC to maintain the highest standards of professionalism in performance by all staff. In this regard, where a professional license or certificate is required for employment by PMHCC, as stipulated in the job description for a position, and/or practice of any activities regulated by the state or federal law, the staff person whose job duties are subject to such licensure and/or regulation is required to have a copy of a current license/certificate maintained in his/her personnel file.

DETAILS

1. Prior to the expiration date of the required license/certificate, the employee must bring in the original document to PMHCC Human Resources Office. (HR)

2. HR will make a photocopy of the document, (stamp, sign and date the copy) and note the action in the HRIS system.

3. Should a copy of the document be required to be maintained in the staff person’s credentialing file by his /her program office, a stamped copy will be sent to the Program Director and that action will be noted in the HRIS system.

4. Within two (2) weeks of any failure to submit a license/certificate to HR, as noted above, the designated staff person and the Program Director will be notified of the delinquency.

5. The designated staff person, identified in 4, above, must inform HR that the valid license/certificate will be delivered within one (1) week of notice of delinquency.

6. The HR office will record the delivery of the delinquent document as noted in 2. and 3, above.

7. Failure to comply with this Policy will result in disciplinary action up to and including termination.

Note: Where operation of a vehicle is a job requirement, a driver’s license is covered by Policy 911, Section 9.

PMHCC Policy Manual

Policy 325: Accreditation, Certification and Educational and Professional Credentials Page 1 of 1


Policy 325: Accreditation, Certification and Educational and Professional Credentials Revised:

Policy

It is the policy of PMHCC to maintain the highest level of preparation and competency needed to meet the position requirements of all work performed by staff. Part of this obligation is to assure the accuracy and validity of all documented credentials attesting to the satisfactory completion of the level of education and professional competence noted in the Job Description section, Education and Experience required.

Detail

1. Credentials (diplomas, licenses, certificates, transcripts, etc.) that are presented to meet the requirements of any PMHCC staff position must be the original(s) awarded by an educational or professional entity accredited or certified by a state, regional, institutional, specialization and/ or programmatic body or agency approved or accepted by the pertinent governmental agency or the United States Department of Education (DOE) or an equivalent foreign governmental agency.

2. The prospective or, as requested, current staff member is to present the original copy of the required credential(s) to the PMHCC Human Resources Department (HR) at the requested time and place.

3. Where professional credentials need to be kept current and on file in a program office to meet the credentialing requirements of a third party, the Compliance/ Quality Assurance Officer (C/QA) designated by that Program Director is authorized to receive such professional credentials (licenses, certificates) and forward copies to HR consistent with 4. and 5., below.

Such authorization does not include credentials to be submitted at the time of hiring to meet position requirements. In that case, HR will forward additional copies of documents required for third party credentialing to the C/QA of the appropriate program.

4. HR will inspect and return the original(s) to the presenter after making a photocopy of same to be retained in the HR files.

5. The assigned HR staff member will stamp and legibly sign and date each copy (as "Original Seen and Copied").

6. Where there are questions regarding the legitimacy of any credential, HR will search accreditation/ educational/ certification databases and/ or contact the educational or professional entity for verification. Should the outcome of such a search or contact conclude that the subject credential is unverified, the applicant or PMHCC staff member will be subject to denial or termination of employment at PMHCC.

7. Any action taken by any applicant or PMHCC staff member to conceal, falsify, deceive, forge or misdirect compliance with this policy will be a basis for denial or termination of employment by PMHCC.

PMHCC Policy Manual

Policy 401: Salary Increases/Salary Maximums Page 1 of 2

Section 4: Compensation Issued: July 1995

Policy 401: Salary Increases/Salary Maximums Revised: June 15, 2015

POLICY

It is the policy of PMHCC to review annually the financial feasibility of providing salary adjustments to its employees. The granting of a salary increase or alternatively a service appreciation payment is dependent upon the funding provided to PMHCC by individual City of Philadelphia Departments.

DETAILS

ANNUAL SALARY INCREASES - The PMHCC Board of Directors, based on availability of funds provided by the individual City of Philadelphia Departments, determines the feasibility of annual salary increases. The granting of a salary increase or service appreciation payment to an employee will be dependent upon the employee’s City of Philadelphia Department funding source. An increase and/or service appreciation payment may also be dependent upon several other factors including, but not limited to, time employed at PMHCC and overall satisfactory performance evaluation rating.

Any and all salary increases are purely discretionary and not guaranteed unless determined by the Board of Directors and/or a duly authorized officer of the corporation.

PROMOTIONAL SALARY INCREASES - Increases in salary may be granted based upon:

a) the duties of a position having changed to include “substantial” additional duties and responsibilities;

b) if management decides to re-evaluate a position and determines the position is underpaid or overpaid in comparison to other relevant positions within PMHCC.

A PMHCC Position Review/Change Request form is required in order to process such a change (see Section 13). This form must be sent to the Human Resources Department.

Employees must have their current position for a minimum of four months. (i.e., new hires or newly promoted employees must have completed their Introductory Period). Employees must have received at least one performance evaluation in their current position. If a current performance evaluation is not on file, one must be completed.

Promotions can include both a title change and increase in salary or just one action. A new or revised Job Description must accompany any promotion that requires a change in title or is due to an increase in the job responsibilities.

If an employee receives a promotion to a new position, or increased duties and responsibilities they are subject to a four month Introductory Period for that position/change and must receive a performance evaluation at the end of that period.

PMHCC Policy Manual

Section 4: Compensation Issued: July 1995

Policy 401: Salary Increases/Salary Maximums Revised: June 15, 2015

Policy 401: Salary Increases/Salary Maximums Page 2 of 2 Policy 401: Salary Increases/Salary Maximums

PROCEDURES

At least annually the PMHCC Board of Directors will review the feasibility of providing annual salary increases and/or service appreciation payments. Following approval of salary increases or service appreciation payments by the PMHCC Board of Directors, the Chief Executive Officer or his/her designee shall review each employee’s eligibility to receive an increase or service appreciation payment based on the factors identified above, including but not limited to, the availability of funds provided by the City Department funding the employee’s salary.

Any salary increase or service appreciation payment will be documented by a Payroll Change Notice indicating the amount of the increase/service appreciation payment and the effective date.

For Promotional changes the following documentation must be received in the Human Resources Department:

a) Position Review/Change Request Form signed by the Program Director

b) New Job Description signed by the Supervisor and Program Director

c) Employee’s last performance evaluation

PMHCC Policy Manual

Policy 402: Bonuses Page 1 of 1

Section 4: Compensation Issued: July 1, 1999

Policy 402: Bonuses Revised: September 20, 2004

Policy

PMHCC must maintain fair, equitable, and consistent employee practices while rewarding our staff for work performed. Such compensation will not include salary “bonuses” as fair, equitable and consistent standards for such bonuses cannot be determined for the nature of the work performed by PMHCC staff.

Detail

1. PMHCC rewards employees with standard pay and benefits, which may include an annual salary increase if the base pay has not been capped. (See Salary Increases/Salary Maximums policy in Section 4.)

2. Where a person performs work at a higher pay grade due to a vacancy or extended leave of another employee, adjustments can be made to compensate the employee for that time period. (See Temporary Assignment policy in Section 12.)

3. Where an employee’s job tasks have changed “permanently”, consideration should be given to establishing a new position, job description and salary range, and transferring the person into the new job. (See Promotions Policy in Section 3.)

PMHCC Policy Manual

Policy 501: Health Insurance Page 1 of 2

Section 5: Benefits Issued: July 1995

Policy 501: Health Insurance Revised: November 21, 2013

POLICY

PMHCC’s health insurance plan provides employees and their dependents access to medical, dental, vision care and prescription benefits. Employees in the following employment classifications are eligible to participate in the health insurance plan:

Full-time employees that work at least 30.0 hours a week or more will receive full benefits.

Part-time employees working at least 20.0 hours a week may elect to take health insurance, but on a contributory basis, after their initial introductory period.

Temporary and part-time employees working less than 20 hours a week are not eligible for this benefit.

Eligible employees may participate in the health insurance plan subject to all terms and conditions of the agreement between PMHCC and the insurance carrier.

A change in employment classification that would result in loss of eligibility to participate in the health insurance plan may qualify an employee for benefits continuation under the Consolidated Omnibus Budget Reconciliation Act (COBRA). Refer to the COBRA policy, #207, for more information.

DETAILS

1. The Agency agrees to assume the responsibility for arranging for health insurance options and paying the majority portion of the health insurance premiums. The employee will be expected to contribute to the cost of such premiums, depending on the plan selected, at a level to be determined on an annual basis.

2. All full-time and part-time employees who work a minimum of 30 hours per week are eligible, provided that the employees have properly enrolled in one of the plans and are in full compliance with all of the terms, conditions, duties and responsibilities of same.

3. The Agency's responsibility for such benefits shall extend only to the payment of reasonable and customary premiums. Payments for any other services rendered to the employee will be made based on plan design.

4. The Agency's Plan Year or Fiscal Year is from July 1 to June 30.

5. After completion of the introductory period, part-time employees who work a minimum of 20 hours per week (standard) may be offered health insurance coverage on a contributory basis, provided that they meet the terms and conditions of insurance coverage. Choice of Insurers and Plans may be restricted as per the terms and conditions of participation. The Agency will contribute 65% toward payment of the health insurance premium. The remaining premiums are made through payroll deductions based on plan type.

6. Health Insurance benefits become effective the 1st day of the calendar month after the employee’s hire date. It is the employee’s responsibility to return all forms to the Human

PMHCC Policy Manual


Policy 501: Health Insurance Revised: November 21, 2013

Policy 501: Health Insurance Page 2 of 2 Policy 501: Health Insurance

Resources department in a timely manner. No coverage will begin until forms are received.

7. Details of the health insurance plan(s) are described in the Summary Plan Descriptions (SPD). A SPD will be provided during new hire orientation and during open enrollment periods, if changes are made. Contact the Human Resources Department for more information about health insurance benefits.

8. Employees will continue to receive health insurance benefits during any approved leave of absence such as FMLA, Disability (STD) and Worker’s Compensation. Employees who are receiving Long Term Disability (LTD) will continue on medical insurance up to a maximum of six (6) months. Refer to Policy 503, Short and Long Term Disability. The Agency shall continue its portion of health insurance premiums during any medical leave of absence. However, it is the employee’s responsibility to make timely payments for their portion of the health insurance premiums (once placed on unpaid leave), unless other arrangements have been made and approved by the Chief Human Resources Officer. Timely payment of the employee portion of premiums to the employer is required each month to preclude termination from coverage.

9. Employees who have permanently become separated from employment with the Agency may elect to retain their group health insurance coverage through the Agency for a period of 18 months by continuing timely remittance of the full premium to the Employer in accordance with compliance with the Federal COBRA laws. A 2 percent administrative charge may be charged to the employee for administration of benefits at the discretion of the Agency, as allowable by Federal law. Timely payment of the full premium to the employer is required each month to preclude termination from coverage.

10. Medical Benefits Waiver - Employees that are eligible for medical and dental coverage have the option to waive coverage (both medical and dental or just medical) if they are covered under another plan. The employee must present proof of coverage (such as a medical card) and sign a waiver. Employees may receive an Opt-Out rate per pay for waiver of benefits.

PMHCC Policy Manual

Policy 502: Domestic Partner Coverage Page 1 of 1

Section 5: Benefits Issued: March 26, 1998

Policy 502: Domestic Partner Coverage Revised:

POLICY

It is the policy of PMHCC to provide coverage for Medical, Dental, Vision, and prescription coverage to employees and their Domestic Partners. This Domestic Partnership coverage is for same gender partners only.

DETAILS

Domestic Partners of Subscribers (PMHCC employees) will include those who meet all of the following terms and conditions:

1. Is unmarried, at least eighteen (18) years of age, resides with the other partner and intends to continue to reside with the other partner for an indefinite period of time;

2. Is not related to the other partner by adoption or blood;

3. Is the sole Domestic Partner of the other partner, with whom he/she has a close committed and personal relationship, and has been a member of this Domestic Partnership for the last six (6) months;

4. Agrees to be jointly responsible for the basic living expenses and welfare of the other partner;

5. Meets (or agrees to meet) the requirements of any applicable Federal, State, or Local laws or ordinances for Domestic Partnerships; and

6. Demonstrates financial interdependence by submission of proof of three (3) or more of the following documents:

a) a Domestic Partnership agreement;

b) a joint mortgage or lease;

c) a designation of one of the partners as beneficiary in the other partner’s will;

d) a durable property and health care powers of attorney;

e) a joint title to an automobile, or joint bank account or credit account; or

f) such other proof as is sufficient to establish economic interdependency under the circumstances of the particular case.

g) Please contact the Human Resource Department for further information.

PMHCC Policy Manual

Policy 503: Short and Long Term Disability Page 1 of 2


Policy 503: Short and Long Term Disability Revised: July 30, 2012

POLICY

It is the policy of PMHCC to provided Short Term and Long Term Medical Disability Benefits to all eligible employees. Following completion of the Introductory Period, all full-time employees (working at least 30 hours a week) are eligible to participate in the Employer's Medical Disability Plan, which provides coverage (at discretion of the carrier) as outline in the Description of Benefits booklet.

DETAILS

1. Employees become enrolled in the Disability Plan on the first day of the month following completion of the introductory period provided that the employee has properly enrolled in the plan and is in full compliance with the terms, conditions, duties, and responsibilities of same.

2. Short Term Disability benefits are provided after thirty (30) consecutive calendar days of disability. Long Term Disability may be applied for after short term disability benefits have expired and the employee is still considered unable to return to work due to their disability, as indicated by a physician’s statement.

3. Refer to the plan’s Description of Benefits booklet for more details.

4. Introductory, part-time, and temporary employees do not receive this benefit.

5. While covered by the disability plan, employees are not entitled to accrue or use leave time (after the 30 days of leave), holiday pay or full salary.

6. Length of disability is based on plan design.

7. All employees receive a Description of Benefits booklet during orientation and can obtain one during benefits open enrollment or by contacting the Human Resources Department.

PROCEDURES

1. Notify the Human Resources Department as soon as it is determined that you will require 31 or more days of leave of absence from work due to a personal injury/illness or pregnancy.

2. The Human Resources Department (HR) will give the employee the 800 number to call in a claim. A representative from the insurance company will contact the employee and the HR Department, in writing, as to their eligibility to receive disability benefits.

3. The HR Department will send a written notice to the supervisor and Program/ Department Director advising them of the employee’s leave status and expected return to work date, if known.

4. The Agency shall maintain the employee health insurance benefits while out on Short Term disability leave (as determined by the plan). It is the employee’s responsibility to make timely payments for their portion of the health insurance premiums (once placed on unpaid leave), unless other arrangements have been made and approved by the Chief

PMHCC Policy Manual


Policy 503: Short and Long Term Disability Revised: July 30, 2012

Policy 503: Short and Long Term Disability Page 2 of 2 Policy 503: Short and Long Term Disability

Human Resources Officer. Timely payment of the employee portion of premiums to the employer is required each month to preclude termination from coverage. Employees who have waived the health insurance shall continue to receive the waiver amount on a per pay basis while on leave of absence. The Agency shall maintain the employee health insurance benefits while on Long Term Disability for a maximum of six (6) months. Employees should apply for Social Security Disability when placed on Long Term Disability. Please refer to your Long Term Disability booklet. In addition, PMHCC will forward COBRA information to the employee, who may continue their health insurance by electing COBRA coverage.

5. All employer contributions to the 403(b) pension plan shall cease when an employee is placed on unpaid leave in the payroll system.

PMHCC Policy Manual

Policy 504: Worker's Compensation Page 1 of 2


Policy 504: Worker's Compensation Revised: January 1, 2007

POLICY

The Agency provides Worker’s Compensation coverage for employees who lose time from work as a result of a job-related injury or disease as determined by State and/or Federal law.

DETAILS

1. The Pennsylvania Worker’s Compensation Act provides disability and medical benefits to an employee who incurs an injury/disease arising in the course of their employment and related thereto. Employees are entitled to payment of hospital and medical services, as and so long as they are necessary and determined by one of the Agency’s panel/approved physicians.

2. In order to protect the right to claim benefits under Worker’s Compensation, any employee involved in an accident or incurs an injury or illness during the course of performing work for the Agency, must immediately report it to his/her supervisor and prepare the Employee Worker’s Compensation Injury Reporting Worksheet. The Supervisor must complete the Supervisor’s Accident Investigation Report and forward all forms to the HR Department (See Section 13, PMHCC Forms).

3. Employees who are injured or becomes ill in the course of performing their job must seek medical treatment from one of the physicians or hospitals on the Agency’s approved list for the first ninety (90) days of treatment. This list can be found on all Agency bulletin boards, in the back of your Policies and Procedures Manual (See Section 13, PMHCC Forms) and is provided to all new employees during orientation.

4. Employees do not receive pay or leave benefits while out of work for a work-related injury if compensated by Worker’s Compensation. Compensation is not payable for the first seven (7) days of disability, unless the disability lasts fourteen (14) days or more. After the 7-day waiting period, an employee is entitled to compensation benefits equal to 2/3 of their average weekly wage (wages should include those from all employers for whom you are currently working). This amount is subject to maximum and minimum limits as provided by law. The first payment of compensation must be given no later than the 21st day after the Human Resources Department knew of your injury/illness.

5. Any claim not supported by a panel/approved physician’s statement will be denied. If the employee does not return to work with sufficient evidence of a need to be absent from work for this injury they must use any accrued sick leave to cover the time taken. If no time is available, the employee will not be paid for those days. Any employee found abusing such time off will be disciplined, up to and including termination.

6. Any time off from work that exceeds three (3) consecutive workdays for any work-related injury will also count as time off under the Family and Medical Leave Act. The HR department will send the employee a notification of FMLA. (See policy 608 for more details).

PMHCC Policy Manual


Policy 504: Worker's Compensation Revised: January 1, 2007

Policy 504: Worker's Compensation Page 2 of 2 Policy 504: Worker's Compensation

PROCEDURES

1. The supervisor of the employee must notify the Human Resources Department if an employee is absent from work due to a work-related injury/disease.

2. Any time missed from work due to a work-related injury must be recorded as “WC” (Worker’s Compensation) on time and leave sheets. Any employee who is authorized by an approved medical professional to be absent from work should not use/loose accrued sick time (or any other accrued leave). A copy of the time or leave sheets must be submitted to the Human Resources Department as well as the Payroll Office.

3. Whether the employee misses work or sees a doctor right away or not, the Injury Report must be completed, signed, and dated by the injured employee or supervisor and forwarded to the Human Resources Department within 24 hours of the incident. The affected employee and supervisor should retain a copy of this report.

4. The Human Resources Department must report the claim within seven (7) days of notification of the injury to the Insurance Carrier. A separate file is created for each employee and occurrence and is kept separate from the employee’s personnel file (medical records file). It is the responsibility of the Human Resources Department to notify the Payroll Office of the employee’s absence and when the employee returns to work.

5. If the employee is out of work due to a work-related injury/illness, a Physician’s Statement from an approved panel physician must be presented to verify the need to be out of work due to the injury/illness. In order to continue to receive Worker’s Compensation benefits the doctor must provide periodic reports to the Human Resources Department who will ensure submission of the same to the insurance carrier.

6. It is the responsibility of both the Supervisor and the injured employee to notify the Human Resources Department when an employee returns to work. This will ensure timely payroll processing and avoid overpayment of any salary or payment by the Worker’s Compensation carrier.

7. BEFORE RETURNING TO WORK FROM ANY INJURY OR DISEASE, EMPLOYEES MUST PROVIDE PROOF OF MEDICAL CLEARANCE FROM THE ATTENDING PHYSICIAN. (See Section 13, PMHCC Forms)

8. If the employee returns to work, under a panel physician’s recommendations, with physical limitations or job duty restrictions the Supervisor/Program Director must make reasonable accommodations for the employee, if appropriate and if it does not cause undue hardship on the program/department. Each program/department should attempt to create a Modified Duty Position to assist with transitioning injured employees back to work full duty. The Human Resources Department must be notified, especially if the reasonable accommodation requires less than the employees regularly scheduled work hours. (See Return-To-Work Policy 614 Section 6)

PMHCC Policy Manual

Policy 505: Life Insurance Page 1 of 1


Policy 505: Life Insurance Revised: July 30, 2012

POLICY

PMHCC will provide every full-time employee (30.0 hours a week or more) with Group Term Life Insurance, provided the employee has properly enrolled in the plan and is in full compliance with all of the terms, conditions, duties, and responsibilities of same.

DETAILS

1. Each eligible employee will be covered for Life and Accidental Death & Dismemberment Insurance, which begins on the first day of the calendar month after employment (hire date). Part-time (less than 37.5 hours a week) and temporary employees are not eligible for this benefit.

2. Each full-time employee is covered for twice (2X) his/her annual salary, with a maximum benefit of $300,000, according to the terms and conditions of the provider. No medical exam or questions are required to enroll.

3. If you are an employee between age 65 to 69 working at least 30.0 hours a week you will be eligible for coverage at 35% of two times your annual salary. At age 70, you will eligible for coverage at 50% of the 35% amount. (e.g. if you make $30,000 and are 65 years old, twice your annual salary would be $60,000, at 35% you would be covered for $39,000. Once you reach age 70 your coverage would drop to 50% of that amount or $19,500)

4. While there is no employee premium contribution for this benefit, you will be taxed for this coverage through payroll deduction based on the amount of coverage, once your salary reaches $25,000. This amount will show on your pay stub as GTL for Group Term Life Insurance.

5. The value of employer-provided group-term life insurance up to $50,000 is excluded from an employee’s income. The value of coverage in excess of $50,000, minus any amount paid for the coverage by the employee after taxes must be included in the employee’s income. The value of the excess coverage is subject to Social Security and Medicare Taxes, but is not subject to federal income tax withholding or federal unemployment (FUTA) tax. (See Section 12, Policy 1203: Payroll Deductions for more information or contact the Payroll Office).

6. PMHCC offers Supplemental Life Insurance which is paid for by the employee through payroll deduction.

PMHCC Policy Manual

Policy 506: Professional Liability Insurance Page 1 of 1

Section 5: Benefits Issued: July 1, 1999

Policy 506: Professional Liability Insurance Revised:

POLICY

PMHCC will arrange and pay for any statutory required insurance for all of its employees so that they may perform their responsibilities. This includes, but is not limited to, necessary professional liability insurance.

DETAILS

Payment for such liability insurance will be paid upon receipt of a Purchase Requisition signed by the Program Director and PMHCC Chief Executive Officer.

PMHCC Policy Manual

Policy 507: Pension/Tax Shelter Annuity Plan Page 1 of 2


Policy 507: Pension/Tax Shelter Annuity Plan Revised: October 1, 2005

POLICY

The Agency may provide a contribution of up to a maximum of five (5) percent of the employee's gross annual salary (before taxes) to a Pension Plan (403b). In addition, the agency will provide information and administrative services to those employees wishing to make an additional personal contribution to the plan.

DETAILS

1. Temporary employees are not eligible for this benefit.

2. On the first day of the month following the end of the employee’s Introductory Period, the employee is eligible for contributions from the Agency (employer contribution). The Agency contributes, to each eligible employee’s account, five (5) percent of the employee’s pay period gross salary, as long as there are earnings for that period. This occurs at the end of each pay period in which the employee becomes eligible and every pay period that follows PROVIDED THE EMPLOYEE HAS REGISTERED FOR THIS BENEFIT and is active on payroll. As there are no retroactive PMHCC contributions for this benefit, the employee is encouraged to apply early in their employment, when eligible.

3. All eligible employees can make personal contributions to the plan (considered a Tax Shelter Annuity or TSA Plan) through payroll deduction on a pretax basis as long as the annual deduction falls within the IRS maximums set each year. This can be done prior to the completion of the employee’s Introductory Period, provided the proper paperwork has been submitted.

Moneys accrued in the Pension cannot be withdrawn before departure from employment (not before age 59-1/2) with the Agency, except under circumstances of hardship, to be determined and approved by the Plan Representatives.

4. Management of the moneys in the Pension/Tax Sheltered Annuity is the responsibility of an independent fund manager. Information governing fund administration must be obtained either from informational literature regarding the plan or through contact with the fund manager. The fund manager will provide periodic orientation to investment options.

PMHCC Policy Manual


Policy 507: Pension/Tax Shelter Annuity Plan Revised: October 1, 2005

Policy 507: Pension/Tax Shelter Annuity Plan Page 2 of 2 Policy 507: Pension/Tax Shelter Annuity Plan

5. How retirement benefits are paid to you if you should separate from employment with PMHCC:- Once you separate from service, plan provisions may entitle you to a distribution (refer to your plan booklet for details). The law states that if the present value of the benefit is between $1,000 and $5,000, and you don't choose how to receive it, the benefit must be rolled over to an IRA. There are two ways you can choose to receive your distribution:

a) Direct Rollover to an IRA or another qualified retirement plan. This allows you to keep the retirement benefit tax deferred.

b) Paid in cash. This option is subject to 20% federal tax withholding and generally a penalty tax if you are under age 59 ½.

Once you terminate employment, you will receive forms that explain your distribution options. If you do not complete and return these forms within 60 days, your distribution will be paid based on its value.

c) If the present value is between $1,000 and $5,000, the benefit will be rolled directly in to an IRA 8M established for you that is designed to preserve principal and provide liquidity. The deposit investment is a savings account. Your IRA account will be charged a small annual expense charge. Once the benefit is rolled over into an IRA, you will receive information from Principal Bank.

d) If the present value is less than $1,000, it will be paid in cash.

For additional information contact the Human Resources Department.

PMHCC Policy Manual

Policy 508: Tuition Reimbursement Page 1 of 4


Policy 508: Tuition Reimbursement Revised: June 15, 2015

POLICY

It is the policy of PMHCC to encourage its employees to update and expand their professional knowledge and credentials.

DETAILS

1. Eligibility& Reimbursement

Employees eligible for tuition reimbursement are defined as those who work a minimum of 30 hours per week and who have completed their Introductory Period with satisfactory performance. Employees may be reimbursed up to a total of $4,000 per year. On a semi-annual basis, an employee may be reimbursed up to a total of $2,000 per six-month period.

The program six-month periods are as follows: January to June of the same year and July to December of the same year. To be reimbursed, the employee must receive a grade of “C” or higher, or if graded on a pass/fail basis, a “passing” grade. Reimbursement shall be at 100 percent of the approved amount up to a maximum of $2,000 per six-months.

A satisfactory PMHCC performance rating must be maintained for the entire period the employee is enrolled in a course for which the employee seeks reimbursement and for the entire period up the point of reimbursement under the policy in order to be eligible for the tuition reimbursement.

An employee receiving financial aid in the form of a grant, scholarship or similar award will be eligible for reimbursement of the difference between the financial aid and the amount to which the employee would be entitled under this program. Failure to report such external financial aid will exclude the employee from participation in the Tuition Reimbursement Program and could result in disciplinary action up to and including termination of employment.

The tuition reimbursement benefit is available to employees on a FMLA non intermittent-leave, short term disability leave, and long term disability leave, but only if the employee has completed all required paperwork, obtained all approvals, and started classes before the commencement of the leave. Employees on an intermittent leave of absence may be eligible for tuition reimbursement however eligibility is subject to review and approval by the Chief Executive Officer or his/her designee.

PMHCC Policy Manual



Policy 508: Tuition Reimbursement Page 2 of 4 Policy 508: Tuition Reimbursement

Tuition reimbursement for any employee who undergoes a change in employment status, other than termination of employment, shall be processed in the following manner:

Employees whose work hours are reduced below full-time status, regardless of whether the reduction is initiated by PMHCC or the employee, will only be reimbursed for the semester during which the employee was working a minimum of thirty (30) hours.

Employees whose work hours increase from less than thirty (30) hours to a minimum of thirty (30) hours will be eligible for tuition reimbursement the first semester following the employee’s transition to at least a thirty (30) hour work week.

2. Allowable Expenses - Only course work related to an employee’s present PMHCC position or a PMHCC position the employee aspires to apply for is eligible for reimbursement. Employees enrolled in a degree program in pursuit of a job-related degree will be eligible for tuition reimbursement or elective courses in Liberal Arts provided the courses are required for their degree.

3. Prior Approval - Employees wishing to take advantage of this benefit must review their intention with their Supervisor and Program/Department Director and the Chief Human Resources Officer prior to enrolling in the course. The employee shall complete the Application for Tuition Reimbursement found on PMHCC’s web site and provide the Application to the Supervisor. The employee must attach a course description to the Application. Approval shall be denied if the Supervisor and/or Program/Department Director determine that attendance in the course will unduly interfere with the employee’s ability to perform his/her job duties.

4. Exclusions - The following are ineligible for tuition reimbursement:

Late fees or interest for delayed payment plans including installment payment fees or finance charges.

Programs of study at an institution not approved by PMHCC.

Programs of study (i.e., art, music, etc.) that are not prerequisites to a PMHCC job-related degree program.

The cost of application and graduation, text books, transportation, service fees, living expenses, drawing instruments, calculators, electronic equipment, fees associated with identification badges or ancillary student services. Reimbursement shall be limited to the cost of course tuition.

5. PMHCC-Approved Colleges, Institutions and Study Programs - Colleges, Universities, technical schools, home study, adult education, and professional programs must meet the following qualifications to be considered for approval:

PMHCC Policy Manual




Colleges and Universities – Colleges and Universities must be accredited institutions that grant graduate, undergraduate or associate degrees.

Technical Institutions or Schools – Technical Institutions or Schools must be accredited by the appropriate State Board of Education.

Adult Education Courses – Adult Education Courses must be sponsored by an accredited college, or a State or Local Board of Education.

Other Programs – Other Programs must relate to an employee’s present position, be approved by PMHCC as a recognized program, and be recommended by the appropriate Program/Department Director.

6. Request For Reimbursement – Employees considered eligible for tuition reimbursement are responsible for all payments to the educational institution. Reimbursement will be made directly to the employee via accounts payable and will occur only if the employee is still employed and not subject to disciplinary action at the latter of 30 days after the satisfactory completion of the course and submission of all required paperwork and after meeting all other requirements of this Policy or 30 days after the return from an approved leave and satisfactory completion of the course and submission of all required paperwork and after meeting all other requirements of this Policy.

Upon successful completion of an approved course, employees must submit the following to their immediate Supervisor:

The approved Application for Tuition Reimbursement form with course description School transcript/grade report Proof (a valid receipt or original receipt and copy of canceled check) evidencing

payment of tuition to the University or educational facility Documentation evidencing external financial aid (if applicable)

The completed form and attachments must be forwarded to the Human Resources Department.

7. Employee Resignation/Termination - This program is designed to retain quality employees and assist with professional education and development by partially defraying tuition cost. Employees who leave PMHCC, for reasons other than layoff, prior to all requirements of this Policy being met shall forfeit rights to any reimbursement for courses completed. In addition, PMHCC reserves the right to require any PMHCC employee who is terminated for cause or voluntarily terminates their employment with PMHCC within one year of receiving reimbursement under this Policy to return all payments received in the one year prior to termination.

8. Certifications, Licenses and Renewals – A request for reimbursement for fees associated with various certifications, licenses, or renewals required by the employee’s job description shall be reviewed on a case-by-case basis and are not subject to this tuition reimbursement policy.

PMHCC Policy Manual




9. Internship or Practicum - Approval for tuition reimbursement is not an approval for an employee to participate in a class required internship or practicum. Employees requesting permission to participate in an internship or practicum must follow the procedures in Policy 311 Work Hours, Flex Time, Meal Period and Rest Breaks.

PMHCC Policy Manual

Policy 509: Flexible Spending Accounts and Transportation Reimbursement Accounts Page 1 of 5

Section 5: Benefits Issued: October 1, 2005

Policy 509: Flexible Spending Accounts and Transportation Reimbursement Accounts Revised: July 30, 2012

POLICY

PMHCC offers its employees Flexible Spending and Transportation Reimbursement Accounts as a way to more economically manage certain personal expenses.

A Flexible Spending Account is an easy, convenient way to get more out of your paycheck. It allows you to set aside a predetermined amount of pre-tax dollars to cover certain out of pocket expenses as they occur throughout the plan year. There are two types of accounts that are available: Health Care Reimbursement Account and Dependent Care Reimbursement Account.

IRS rules allow you to contribute to your Health Care and/or Dependent Care Reimbursement Accounts through pre-tax payroll deductions. This means the money is deposited to your account before any deductions for income tax, Social Security or state withholding taxes (varies by State and City - tax jurisdiction). The IRS also has annual minimum and maximum dollar amounts on both accounts. Contact the Human Resources Department for annual IRS limits.

Transportation Reimbursement Account allows you to set aside pre-tax dollars to pay for transportation to and from work. Transportation Accounts will reimburse you for eligible expenses up to the amount of contributions available in your account at the time your claim is received. There are two types of Transportation Reimbursement Accounts to choose from: Parking and Mass Transit. Both accounts are subject to monthly limits on the amount of expenses eligible for reimbursement. Contact the Human Resources Department for annual IRS minimum and maximum amounts.

ELIGIBILITY - All full-time and part-time employees are eligible, provided that the employees have properly enrolled in one of the plans and are in full compliance with all of the terms, conditions, duties and responsibilities of it. Temporary Employees are not eligible.

Dependent Care and Transportation Reimbursement Accounts – All regular full time and part time employees are eligible the 1st day of the calendar month after the employee’s hire date.

Health Care Reimbursement Accounts – All regular full time and part time employees are eligible on the first day of the month following the end of the Introductory Period (after original or rehire date),

If a new employee does not enroll in the plans upon eligibility they will have to wait for a change in family status (i.e. marital status, death of spouse or dependent, birth or adoption of a child or a change in spouse’s employment status) or wait for PMHCC’s benefits Open Enrollment period (July 1). You have to notify the HR Department within 30 days of the change in status.

PMHCC Policy Manual



Policy 509: Flexible Spending Accounts and Transportation Reimbursement Accounts Page 2 of 5 Policy 509: Flexible Spending Accounts and Transportation Reimbursement Accounts

DETAILS

1. Health Care Reimbursement Accounts reimburses you for eligible health care expenses not covered by your health benefits plan, such as co-payments, coinsurance, deductibles or certain vision, hearing or orthodontic care costs. You can submit claims for yourself, your spouse and other covered family members. At the start of the program year, if eligible, you choose how much you want to set aside with each paycheck. You then withdraw funds from your account as needed throughout the year to reimburse yourself for the eligible health care expenses you have paid. Dollars set aside in your account are worth more because they are tax-free --you pay no taxes when you contribute or when you make withdrawals. Employees are provided a “Benny” pre-paid VISA card to use for copays, prescriptions, vision care etc.

2. Dependent Care Reimbursement Account reimburses you for non-medical day care expenses for children under age 13 or disabled dependents (dependents not able to care for themselves and rely on you for sole financial support) of any age. Dependent day care expenses are reimbursable as long as the provider is not your spouse, another dependent or child under age 19. Both you and your spouse must be working or you are a single parent to be eligible to participate. At the start of the program year, you choose how much you want to set aside with each paycheck based on the IRS annual minimums and maximums. You then withdraw funds from your account (up to the amount of contributions available in your account) as needed throughout the year to reimburse yourself for the dependent day care expenses that you have paid. There are a few basic rules about how much you can contribute to your account(s) and how you withdraw funds. And it is critical that you don't set aside more money than you'll actually use during the year.

3. Important Fact to Consider About Flexible Spending - Because Flexible Spending Accounts give you a unique opportunity to reduce your taxable income, the Internal Revenue Service places some restrictions on their use.

a) Use It or Lose It. You must calculate your contribution carefully. If your expenses are lower than expected, or you do not request reimbursement for a covered expense during the program year, you will forfeit any money left in your account at the end of the year. Only expenses incurred during your FSA plan year and while you are a participant are eligible for reimbursement.

b) For Health Care, you have three months after the end of the program year (July 30) to submit a claim for reimbursement for expenses incurred throughout the coverage period in the program year.

c) For Dependent Care, you have three months after the end of the program year (July 30) to submit a claim for reimbursement for expenses incurred throughout the coverage period in the program year.

PMHCC Policy Manual




d) Effective All Year. The amount you elect to contribute to your Flexible Spending Account(s) remains in effect for the entire plan year, unless you experience a qualified change in family status. Keep in mind your changes must be in line with the qualified change in family status.

4. Transportation Reimbursement Accounts - You can submit a claim for reimbursement for the next month's expenses. For example, in the month of April you submit for May's expenses. If the amount submitted for reimbursement is less than the amount deducted for that month, the excess amounts will rollover to the following month. Transportation Accounts do not operate under a specific "plan year" concept with an "open enrollment" period; rather it operates on a quarterly basis.

5. Parking Reimbursement Account - you can get reimbursed for:

a) Cost of parking your vehicle at a location that is near your place of employment.

b) Cost of parking at a location from which you commute to work (such as the cost of parking in a lot at a train station so you can continue your commute by train).

c) You must submit supporting documentation in order to be reimbursed:

An invoice from a parking garage showing name of vendor, dates covered, and amounts paid.

A receipt from a facility showing the date and amount paid. A copy of the front and back of a canceled check showing payment to a parking

garage. If the garage does not provide a receipt or invoice, please indicate which month the payment covers on the memo line of the check.

A copy of a contract agreement to have parking expenses deducted from your bank account or a copy of the blank statement showing parking expenses showing.

A copy of a pay statement showing parking expenses deducted. A parking expense will be understood to be prepaid unless otherwise indicated by additional documentation.

If you do not have receipts, you must submit a monthly log to validate the expenses.

6. Mass Transit Account - Transit may include:

a) Public mass transportation system conducted by a company in the business of transporting people in a "commuter highway vehicle".

b) Cost of passes, tokens or fare cards for a transit system.

c) Voucher or other item that entitles you to use public transportation to travel to or from work.

d) You must submit supporting documentation in order to be reimbursed:

PMHCC Policy Manual




A copy of the pass, token, fare card or voucher or other item that entitled you to use public transportation for the purpose of traveling to or from work.

A copy of the front and back of a cancelled check used to pay for transportation.

If you do not have receipts, you must submit a monthly log to validate the expenses.

a) Important Facts to Consider About Transportation Reimbursement Accounts - The amount you elect to contribute to your Transportation Reimbursement Account(s) remains in effect until you either make a change to your election or suspend contributions to the plan. If your commuting circumstances change during the year, you may increase, decrease, start or stop your contributions to either or both Transportation Spending Accounts. Changes may only be made on a quarterly basis. Your change will be effective the 1st of the following quarter (January, April, July, and October). You must calculate your contribution carefully. If your expenses are lower than expected, or you do not request reimbursement for a specific month, your funds will roll-over to the following month. Submit your claims in a timely manner. Claims must be submitted within 180 days (6 months) of the date service was incurred. Ail claims with dates of service greater than 180 days (6 months) will be denied.

PROCEDURES

1. Enrollment in the Flexible Spending Account Program or the 'Transportation Spending Account Program

To enroll in the Health Care, Dependent Care or Transportation Reimbursement Accounts you'll need to complete an Employee Election Form. (Since these forms change each fiscal year forms can be obtained in the PMHCC Human Resources Department)

You may enroll in the Flexible Spending or Transportation Spending Account Programs during the annual open enrollment period or within 30 days of a qualifying life event or your date of hire.

2. Receiving Reimbursements - Pay for eligible expenses as they occur and then submit a claim directly to Savitz for reimbursement from your account. For reimbursement of your eligible expense, you must complete a claim form and submit it with the required documentation. A claim kit with forms will be mailed to you when you enroll. You may also download claim forms at www.benefitcentre.net.

PMHCC Policy Manual




Claim Form Instructions:

a) Gather your receipts and make sure you have the correct claim form. b) Complete the name, address and social security information in the employee section of

the appropriate form. c) Complete the List of Reimbursable Expenses section for the appropriate account as

follows:

Health Care: Itemize your receipts in the Reimbursement Request Detail section of the reimbursement form.

Dependent Care: Complete the section titled Dependent Care Expenses applicable to the type of dependent care provider. Attach supporting documentation, which must include an itemized bill and proof of payment. The tax ID # of the provider must be included on the claim form.

Transportation: Itemize your receipts in the Reimbursement Request Detail section of the reimbursement form.

d) Make sure your receipts contain the appropriate information required by the IRS:

Patient Name Date of Service Description of Service Out of Pocket Cost Provider Name

Cancelled checks, credit card slips or statements do not satisfy the IRS requirements for itemized receipts.

e) Sign the form in the signature box under the authorization section.

f) Send forms and receipts to:

Savitz

Attn: Claims Department

1845 Walnut Street, 14th Floor

Philadelphia, PA 19103

PMHCC Policy Manual

Policy 510: Unemployment Compensation Page 1 of 4


Policy 510: Unemployment Compensation Revised:

POLICY

It is the policy of PMHCC to provide our staff with fair and equitable compensation both during employment as well as any monetary awards to which may be entitled after leaving PMHCC employment.

DETAILS

Unemployment Compensation (UC) is a form of income support against job loss. It provides an income to people who become unemployed through no fault of their own. UC Benefits are paid, for a limited time, to individuals who are able and available for suitable work, but continue to be unemployed while looking for another job. To be covered by the UC program, a worker must have performed services covered by the Pennsylvania UC Law (Law), and must have worked for an employer who is required by Law or elects to pay into the UC Fund.

The primary funding source for the UC program is employer contributions. The secondary funding source is the employee withholding contribution tax. The Federal Unemployment Tax Act (FUTA) is the funding source that pays for the program administration.

1. Voluntary Quit – Section 402(b) of the Pennsylvania UC Law Provides, in part, that a claimant shall be ineligible for benefits for any week in which his/her unemployment is due to voluntarily leaving work without cause of a necessitous and compelling nature. A claimant who voluntarily quits continuing work has the burden of proof in establishing good cause for quitting; and, that such cause was real and substantial, leaving the claimant no other alternative. The burden is on the claimant to show that, prior to quitting continuing employment, he/she made every reasonable effort to maintain the employer-employee relationship.

Following are examples of some common voluntary quit situations.

a) Health reasons -To be eligible, the claimant must inform the employer of his/her health limitations prior to quitting so that the employer has an opportunity to offer suitable work within the claimant's limitations. The claimant must also be able and available for suggested accommodations. If the employer fails to offer suitable work, the claimant may be eligible for UC.

PMHCC Policy Manual



Policy 510: Unemployment Compensation Page 2 of 4 Policy 510: Unemployment Compensation

b) Transportation problems -To be eligible, the claimant must show that the loss of the transportation was through no fault of his/her own and rendered his/her problem virtually insurmountable. He/she must attempt to secure alternate transportation prior to quitting. The claimant must also be able and available for suitable work in the local labor market consistent with his/her limitations.

c) Spouse following spouse -To be eligible, the claimant must show that the reason for the spouse's relocation was beyond the spouse's control, and that such relocation created economic circumstances which could not be overcome or that it was economically impossible to maintain two residences.

d) Leaving work due to personal reasons -To be eligible, the claimant must show that he/she quit due to personal circumstances that left him/her no reasonable alternative. The claimant must show that, prior to quitting, he/she made a reasonable attempt to maintain the employer-employee relationship. The claimant must also be able and available for suitable work.

e) To attend school - Quitting a job to attend school is not considered a cause of a necessitous and compelling nature, unless it is to attend school or training provided under the Trade Adjustment Assistance (TAA). If the claimant quits to attend TAA-approved training, he/she must show that the job he/she quit was not suitable work to be eligible for UC. Suitable work for the purposes of this exception to Section 402(b) means work of a substantially equal or higher skill level than the claimant's past "adversely affected employment," and wages of such work are not less than 80% of the worker's "average weekly wage."

f) Due to unsuitable work -When an employee accepts a position, he/she admits to the initial suitability of the position with respect to its wages and the conditions of employment. When a claimant quits because he/she feels the job was unsuitable, the claimant must show there were changes in the conditions of employment, to which he/she did not agree upon, that made the job unsuitable, or there was deception on the part of the employer with regard to the conditions of employment at the time of hire, or he/she shall be considered ineligible. The suitability of the work will be determined by

PMHCC Policy Manual




considering factors such as the degree of risk involved to the claimant's health, safety and morals; the claimant's physical fitness; the claimants prior training and experience; the distance of the available work from the claimant's residence; the prevailing condition of the labor market; and the prevailing wage rates in the trade or occupation.

2. Discharge – Section 402(e) provides that an individual, who is discharged from employment for reasons that are considered to be willful misconduct connected with his/her work, is not eligible to receive benefits. The employer must show that the employee’s actions rose to the level of willful misconduct.

"Willful misconduct" is considered an act of wanton or willful disregard of the employer's interests, the deliberate violation of rules, the disregard of standards of behavior which an employer can rightfully expect from an employee, or negligence which manifests culpability, wrongful intent, evil design, or intentional and substantial disregard of the employer's interests or of the employee’s duties and obligations. While it is the employer's prerogative to discharge an employee, an employee is not ineligible for UC benefits unless the discharge is due to willful misconduct.

Pennsylvania's Courts have provided guidance in determining an individual's eligibility in specific situations involving a discharge for willful misconduct. Following are examples of some common discharge situations.

a) Absenteeism/Tardiness - Prior to being discharged for absenteeism or tardiness, the claimant must have been warned about such conduct. In addition, there have been cases where one absence was sufficient to show willful misconduct. The reason for the last occurrence will be taken into consideration in determining if the claimant had a good reason for being tardy or absent. Absenteeism alone may justify a discharge, but without a showing of wanton and willful disregard of the employer's interests, benefits cannot be denied. Generally, if an individual has good cause for missing work, such as being ill or having an ill child, and reports off according to the employer's policy, that individual's conduct does not rise to the level of willful misconduct. However, there can be factors that may affect the eligibility determination, such as the employer's rule for calling off, the method which the individual used in calling off, the reason for the last incident, the nature of the work, past attendance record, and previous warnings for absenteeism or tardiness.

PMHCC Policy Manual




b) Rule violation - Deliberate violation of an employer's rule, which is known to the employee, constitutes willful misconduct if the employer's rule is reasonable and the employee’s conduct, in violating the rule, was not motivated by good cause. The employer must show the existence of the rule and that the rule was violated. The employer must also show that the claimant was aware, or should have been aware, of the rule. If this is established, the claimant must show that the rule was not reasonable, or that he/she had good cause for violating the rule.

c) Attitude toward employer or disruptive influence - Disregard of standards of behavior, which an employer can rightfully expect from his/her employee, constitutes willful misconduct. However, where a claimant is discharged due to his/her attitude toward the employer or due to being a disruptive influence, the employer must show specific conduct adverse to the employer's interests.

d) Damage to equipment or property - Negligence which manifests culpability, wrongful intent, evil design, or intentional and substantial disregard of the employer's interests or of the employee’s duties and obligations constitutes willful misconduct. Where the negligence results in damage to equipment, damage caused by the worker to equipment or materials is not usually misconduct. The employer must show that the action which caused the damage was willful or due to willful carelessness; or, to show that the claimant would not have damaged the equipment if he/she had used reasonable care of which he/she was capable in order for the action to be willful misconduct.

e) Unsatisfactory work performance - Unsatisfactory work performance is not considered willful misconduct where the claimant is working to the best of his/her ability. However, it is willful misconduct where the employer shows that the claimant was capable of doing the work, but was not performing up to standards despite warnings and admonitions. This is conduct showing an intentional and substantial disregard of the employer's interests.

3. PMHCC Response to UC Claims – Should any person leaving employment by PMHCC file a claim for UC, PMHCC is so notified by the state UC Commission and will review the validity of the claim.

Should it be determined that (a) the UC claim relates to employment terminated by the employee through resignation (see Policy 315) and not subject to a “voluntary quit” (see above) or; (b)”discharge” (see above), in all such cases PMHCC will contest the UC claim coordinated by the agency’s legal counsel.

PMHCC Policy Manual

Policy 511: Dependent Coverage Page 1 of 2


Policy 511: Dependent Coverage Revised:

POLICY

It is the policy of PMHCC to provide Medical and Dental benefits to employee’s dependents.. Dependent coverage is an important part of the benefit package. PMHCC wants to ensure that only eligible dependents are provided coverage under our benefit program. It is extremely important that dependent coverage is accurate as it impacts the cost of the health insurance.

DETAILS

1. Employees who elect to cover their dependents must complete a medical and dental enrollment form listing their eligible dependents and return the form to HR.

2. Under the terms of PMHCC’s health benefits program and eligible employee may enroll his or her:

Legal Spouse (unless you are legally separate) and Domestic Partner (same sex). See Policy 502.

Unmarried child, until the end of the month he or she attains the age of 19, including natural children, stepchildren who live with you, children placed for adoption and legally adopted children, court-ordered dependent children, or children for whom the employee is court-appointed legal guardian.

Unmarried child, age 10 to 23 years of age, who is enrolled in a full-time curriculum (12 credit hours or more) at an accredited college, university or accredited technical or specialty school and dependent on you for primary financial support ( student may not be regularly employed on a full-time basis except during scheduled vacation periods); or

Unmarried dependent child, age 19 or older, with physical or mental impairment, not capable of self support and dependent mainly on you for support. (Written proof of incapacity prior to attaining age 19 must be submitted as required by PMHCC).

3. An employee may submit the following as proof of relevant relationship to the eligible dependent:

Original or Certified copy if Marriage License/Certificate

Affidavit for Domestic Partner

PMHCC Policy Manual


Policy 511: Dependent Coverage Revised:

Policy 511: Dependent Coverage Page 2 of 2 Policy 511: Dependent Coverage

Original or certified copy of dependents Birth Certificate

Court Documents

School Certification

Income Tax return (current year)

Medical certification

4. It is the responsibility of each eligible employee to assure that his or her enrolled dependents meet and continue to meet, the eligibility requirements for coverage as dependents under the PMHCC health benefits program and to provide timely notice when eligibility ceases. (within 30 days) PMHCC will periodically audit dependent coverage on an ongoing basis. Each and every audited employee will be required to respond and provide proof of an eligible dependent. Any employee who attempts to enroll or enrolls ineligible individuals as eligible dependents will be subjected to remedial action, including reimbursement to PMHCC of benefit costs, exclusion from coverage under the PMHCC health insurance program, and in appropriate cases, disciplinary action up to and including termination.

PMHCC Policy Manual

Policy 601: Attendance, Punctuality and Paid Leave Time Page 1 of 1

Section 6: Time Off/Absence from Work Issued: July 1, 1999

Policy 601: Attendance, Punctuality and Paid Leave Time Revised: June 15, 2015

POLICY

Excessive absenteeism and tardiness place a burden on all employees and on PMHCC. If an employee cannot avoid being late to work or is unable to work as scheduled, he/she must notify his/her supervisor as soon as possible in advance of the anticipated tardiness or absence. Poor attendance and excessive tardiness may lead to disciplinary action, up to and including termination of employment.

Vacation and Sick leave accruals are earned and credited to the employee’s Leave Balance account at the close of each payroll month and cannot be used until the beginning of the following month. Employees are not permitted to request time off that has not been earned. Request for and then use of unearned time will result in disciplinary action up to and including termination.

Employees must be actively employed and not on leave on the 1st business day through the last business day of the month to earn Vacation and Sick Leave for the month

Exempt employees are required to submit signed and approved Request For Time Off forms to the PMHCC Payroll Department for all absences (except for emergency closings), regardless of duration of absence. All absences for Non-Exempt employees are reflected on the Payroll Timesheet. Forms can be found on the PMHCC website at PMHCC.org.

DETAILS

1. When paid Leave of a specific type is requested but not available, PMHCC reserves the right to substitute available leave of another type to satisfy the request.

2. Employees are expected to report to work according to their assigned work schedule. If an employee is unable to report to work or is unable to report to work on time he/she must inform his/her immediate supervisor according to the call out procedures established by the employee’s department.

3. Employees who have more than one (1) unscheduled absence per month shall be deemed as excessively absent. If an employee is excessively absent, he/she will be subject to disciplinary action up to and including termination.

4. Employees who exhibit any type of pattern absence (a reoccurring absence around or in relation to a scheduled work day, holiday, calendar day or specific event for no valid reason) will be subject to disciplinary action up to and including termination.

5. Employees who consistently report to work late (after scheduled start time) will be subject to disciplinary action up to and including termination. Excessive tardiness is defined as being late more than three (3) times within a rolling 30 day period. Non-Exempt Employees are expected to accurately record their time on the timesheets. Exempt employees are expected to record any time missed from work for whatever reason on the Request for Time Off form. Failure to report time accurately will result in disciplinary action up to and including termination.

PMHCC Policy Manual

Policy 602: Sick Leave Page 1 of 2

Section 6: Time Off/Absence from Work Issued: July 1995

Policy 602: Sick Leave Revised: June 15, 2015

POLICY

It is the policy of PMHCC to provide all eligible employees with paid time off from work due to illness or injury, medical, dental, mental health, or optical appointments of an employee or his/her immediate family or for any other reason identified by relevant Federal, State or Local laws, rules or regulations. An employee shall be paid at his/her straight time hourly rate for a normal workday. The Employer shall not pay sick leave to any employee injured in an accident who is compensated by Worker’s Compensation.

DETAILS

1. Full-time employees will earn sick leave at a rate of one day a month (7.5 hours). Employees must be actively employed on the 1st business day through the 30th of the month to earn Sick Leave for that month.

2. Part-time employees will earn sick leave on the same basis as full-time employees pro-rated to the number of scheduled work hours.

3. Temporary employees are defined as employees hired for a specific project for a period of less than six (6) months. Temporary employees are not eligible to earn sick leave.

4. Sick leave is accrued to a maximum of 225 hours or 30 days. Employees may elect to convert three (3) sick leave days for one (1) personal day; up to a maximum of six (6) sick days can be converted per month, but at no time can this conversion take an employee below 150 sick hours. The employee’s request to convert time must be directed, in writing, to PMHCC’s Payroll Department with a copy sent to the employee’s supervisor. All requests to convert sick leave day(s) to personal day(s) must be submitted to the Payroll Department by April 1st. Time-off requests, however, are still subject to approval by the employee’s supervisor. Personal days accrued in this manner may not be carried over annually and must be used by the end of the fiscal year in which it was converted.

5. The Employer’s Disability Income Plan may cover an employee whose illness or non-work related injury exceeds thirty (30) calendar days. Employees receiving disability benefits are not eligible for sick leave if the Disability Plan Providers determine disability. Sick leave is not to be used during any leave associated with a work-related injury/illness, if the injury/illness is deemed work related and is approved by a panel physician. Earned sick leave is to be used for all approved FMLA leaves.

6. A claim of injury or illness must be supported by satisfactory medical evidence if the Employer so requests, and by a state certified or licensed health professional's certificate if the sickness exceeds three (3) consecutive working days and the Employer requests verification. If an illness or injury exceeds three (3) working days, the Manager or Supervisor must notify Human Resources immediately so that the Human Resources Department can assess the need to provide the employee with FMLA paperwork.

PMHCC Policy Manual


Policy 602: Sick Leave Revised: June 15, 2015

Policy 602: Sick Leave Page 2 of 2 Policy 602: Sick Leave

Program Directors reserve the right to request an employee provide a completed Fitness For Duty form following absences of more than three (3) days.

7. Sick leave is to be used only when an employee is unable to work due to illness or injury or needs to obtain health care services that are otherwise not available during non-working hours or for reasons identified by relevant Federal, State or Local laws, rules or regulations. Abuse by any employee of sick leave shall be grounds for disciplinary action, up to and including termination of employment.

8. It is understood that an employee has a responsibility to his/her job and to the Agency. If an employee must be absent, supervisors should be given as much advance notice as possible. If the employee is physically unable to notify a supervisor, arrangements should be made for a relative or friend to do so. Employees must notify their supervisor each day an absence is required unless specifically advised that this is not necessary. Un-excused absences, patterned absences (those absences periodically recurring in relation to a scheduled work day, holiday, calendar day or other specific event for which there is no valid reason), and/or frequent or excessive absences will be considered just cause for disciplinary action up to and including termination of employment

9. Upon termination of employment for any reason, an employee shall not be entitled to compensation for any unused sick leave.

10. Immediate family for this policy shall include anyone identified under relevant Federal, State or local laws, rules and regulations. At a minimum, however, it shall include:

Spouse, mother, father, parent surrogate/guardian

Minor child, step child, adopted/foster children

11. Sick time taken should be coded on time and leave sheets as “S”.

12. Sick Leave is not earned during periods of Unpaid Leave of Absence.

13. Failure to comply with this policy may lead to disciplinary action, up to an including termination of employment.

PMHCC Policy Manual

Policy 603: Vacation Page 1 of 2


Policy 603: Vacation Revised: October 1, 2005

POLICY

It is the policy of PMHCC to grant annual vacation leave with pay to all eligible full-time and part-time employees in accordance with the guidelines established below.

DETAILS

1. Full-time employees shall accrue vacation at the rate of (based on 37.5-hour workweek):

6.25 hours per month for the first year of employment;

9.375 hours per month for years two through five (beginning at the start of the second year) of employment; and

12.50 hours per month after five years of employment;

Employees must be actively employed on the 1st business day through the 30th of the month to earn paid Vacation for that month.

2. Employees may accrue up to a maximum of three hundred (300) hours or forty (40) days of vacation time.

3. Part-time employees working at least 20.0 hours per week will earn vacation time on the same basis as full-time employees pro-rated to standard scheduled hours (vacation maximums also prorated).

4. Temporary employees are not eligible to earn vacation time.

5. Vacation time may not be arbitrarily advanced. In order to use Vacation time, it must be accrued. Vacation pay may be advanced if extenuating circumstances arise and is approved by the Executive Director as detailed in Section 601. The requesting employee will be asked to sign an agreement to allow the Agency, in the event that the employee leaves the Agency's employ prior to accruing sufficient Vacation time to cover the used but unearned Leave, to deduct the amount of unearned Vacation time from their final paycheck.

6. At the end of each fiscal year, all accrued vacation hours in excess of 300 will be forfeited. Vacation time in excess of 300 hours may not be carried across fiscal years unless there are extenuating circumstances and is approved by the Executive Director or designee.

EXAMPLE: If available leave balance for vacation time on June 30 is 350 hours, the beginning balance for vacation time, as of July 1, is 300 hours. There were 50 hours, in excess of the allowed 300 hours, forfeited at the end of the Agency's fiscal year.

7. During the employee's Introductory Period, vacation time will not be credited. At the end of the employee's Introductory Period, vacation will be granted retroactively to the employee's first month of eligibility based on hire date.

8. Employees on a leave of absence for personal reasons, other than military leave of absence, are required to use all accrued paid vacation time as part of the leave, as

PMHCC Policy Manual


Policy 603: Vacation Revised: October 1, 2005

Policy 603: Vacation Page 2 of 2 Policy 603: Vacation

specified in Leave of Absence policy. In addition, employees on an unpaid leave of absence will not accrue any new vacation time during the leave. Usage of vacation days while an employee is on FMLA for their own serious health condition/birth can be used at the discretion of the employee, but only after sick time has been exhausted (unless the employee applies and receives compensation through the Agency’s disability plan or the leave is due to a work related injury)

9. Vacation time taken should be coded on time and leave sheets as “V”.

10. An employee who voluntarily terminates employment will receive his/her final regular pay on the next regularly scheduled payday following termination. Earned but unused vacation will be paid out on the payday following the last regular pay as an employee.

PROCEDURES

1. Requests for vacation must be submitted in writing and approved in advance by the supervisor (using the Request for Time Off/Report of Time Used form in Section 13) and will be granted to the extent that the request is practical and consistent with the work requirements of the department or program, as determined by the supervisor.

2. Employees who feel that there is a discrepancy in the calculation of their vacation pay on their Leave Balance may request a review of that calculation by the Payroll Office. If there are any discrepancies in the eligibility, the employee is to contact the Human Resources Department.

3. Generally, employees should submit vacation requests of three or more days in advance of the vacation date. Management reserves the right to designate when any or all vacations may be taken. Supervisors are responsible for ensuring adequate staffing levels and should attempt, when feasible to resolve vacation-scheduling conflicts based on length of service. However, employees who want to change their plans after the vacation schedule has been set, forfeit their seniority consideration.

4. Failure to comply with this policy may lead to disciplinary action, up to and including termination of employment.

PMHCC Policy Manual

Policy 604: Personal Days Page 1 of 2


Policy 604: Personal Days Revised: June 15, 2015

POLICY

It is the policy of PMHCC to provide personal days to each eligible employee on an annual basis.

DETAILS

Current PMHCC and CTT Employees on payroll July 1 of each fiscal year shall be granted four (4) personal days off, with pay, at the beginning of each fiscal year during the course of employment.

1. New Employees – Accruals for new employees, who successfully complete their Introductory Period, are as follows:

a) Employees hired on July 1st through August 31st shall receive four (4) personal days b) Employees hired from September 1st through October 31st shall receive three (3)

personal days c) Employees hired from November 1st through December 31st shall receive two (2)

personal day d) Employees hired from January 1st through February 28th/29th shall receive one (1)

personal day. e) Employees hired after February 28th/29th will not be eligible for personal days until the

next fiscal year begins on July 1st.

2. Regular full-time and regular part-time employees - earn personal days based on the number of hours worked per day. (e.g., regular full-time employees working 7-1/2 hours a day will earn 30 hours of personal time off per fiscal year). Part-time employees, working at least 20.0 hours a week will earn personal days on a prorated basis.

3. All personal days must be used within the fiscal year they were earned. Any personal days not used by June 30 will be forfeited.

4. Personal days taken should be coded on time and leave sheets as “P”

5. Earned but unused Personal time will not be paid out upon termination of employment.

6. Employees on unpaid Leave of Absence who are ineligible to receive Vacation and Sick accruals for the month of July will not receive their new Personal days until the first month for which they are eligible to receive Vacation and Sick accruals upon return to work.

7. Personal time will not be advanced to any employee.

PROCEDURES

1. Requests for personal time off must be submitted in writing and approved in advance by the supervisor (using the Request for Time Off/Report of Time Used form) and will be granted to the extent that the request is practical and consistent with the work requirements of the department or program, as determined by the supervisor and Program Director.

PMHCC Policy Manual


Policy 604: Personal Days Revised: June 15, 2015

Policy 604: Personal Days Page 2 of 2 Policy 604: Personal Days

2. Employees shall provide reasonable advance notice to PMHCC of his/her desire to take personal time off whenever feasible. If no notice is given personal time may be considered unpaid leave. However, personal time off without notice may be granted in the event of a personal emergency.


PMHCC Policy Manual

Policy 605: Holidays Page 1 of 2


Policy 605: Holidays Revised: October 1, 2005

POLICY

It is the policy of PMHCC to designate and observe certain days each year as holidays. Eligible employees will be given the day off with pay for each holiday observed by the Agency. The following shall be recognized as paid holidays for all eligible employees:

New Year's Day

Martin Luther King, Jr. Day

Presidents Day

Memorial Day

Independence Day

Labor Day

Columbus Day

Veterans Day

Thanksgiving Day

Friday following Thanksgiving Day

Christmas Day

DETAILS

1. The Human Resources Department before the beginning of the calendar year in employee publications or interoffice memoranda will publish the actual date of the holiday observed during the calendar year.

2. Full-time employees are eligible to receive their regular rate of pay for each observed holiday that they are normally scheduled to work. Part-time employees (20.0 hours or more a week) are eligible to receive holiday pay only for holidays on which they normally would be scheduled to work and only for their regularly scheduled number of hours on a pro-rata basis for the holidays listed above. Temporary employees and employees on an unpaid leave of absence or on layoff are not eligible to receive holiday pay. If the holiday falls on a usually scheduled work-day of a Temporary employee, arrangements with a supervisor can be made to work another day within the same week.

3. To receive holiday pay, an eligible non-exempt employee must be at work or taking an approved absence on the work days immediately preceding and immediately following the day on which the holiday is observed (an approved absence is a day of paid vacation or

PMHCC Policy Manual


Policy 605: Holidays Revised: October 1, 2005

Policy 605: Holidays Page 2 of 2 Policy 605: Holidays

personal day). If an employee calls out sick the day before or after a holiday, appropriate documentation may be required (i.e. medical certification for the day of the illness).

4. When a holiday falls on Sunday, the following Monday shall be considered the holiday, unless celebrated on another day by law. When a holiday falls on a Saturday, the prior Friday shall be considered the holiday.

5. An employee on an unpaid leave of absence shall not be eligible for paid holidays while on such leave.

6. If a recognized holiday occurs when an employee is on vacation, he or she shall receive an additional day off with pay.

7. The Agency recognizes that some employees may wish to observe, as periods of worship or commemoration, certain days that are not included in the Agency’s regular holiday schedule. Accordingly, employees who would like to take a day off for those reasons may do so if it will not unduly disrupt the Agency’s or programs business and with the approval of the employee’s supervisor. Employees may use accumulated days of paid leave for those occasions, or they may take the time off as an unpaid, excused absence.

8. The Agency may schedule work on an observed holiday, as it considers necessary. Normally, work on an observed holiday will be paid as if the day were a regularly scheduled day. Employees may also work in their program or department during a scheduled holiday, if approved, in advance, by their supervisor. Only non-exempt employees will be given the option of receiving additional pay, such as overtime pay for the day or a “floating” holiday that may be taken, with prior approval of their supervisor, at another time during the calendar year it was earned.

PMHCC Policy Manual

Policy 606: Military Service Page 1 of 2


Policy 606: Military Service Revised: March 2003

POLICY

It is the policy of PMHCC to grant leave for military service as required by State and Federal laws. Therefore, an unpaid leave of absence shall be granted to any employee inducted into the Armed Forces of the United States. PMHCC must grant automatic leave to any employee who is drafted or who enlists in time of war or armed conflict or emergency. While on active service, the individual cannot be removed from employment and their duties shall be performed either by other employees or by a temporary substitute.

A military leave of absence will be granted if an employee is absent in order to serve in the uniformed services of the United States for a period of up to five (5) years (not including certain involuntary extensions). An employee is eligible for military leave beginning the first day of employment. Employees who perform and return from service in the Armed Forces, the National Guard, or certain Public Health Service positions will retain certain rights with respect to reinstatement, layoffs, and compensation as required by applicable federal or state laws.

DETAILS

1. The reinstatement and benefit rights of such employee shall be as set forth in the Universal Training and Service Act, as amended or superseded from time to time.

a) Individuals on military leave of absence have the right to return to their employment at any time before the expiration of the military leave of absence upon notification to PMHCC of their desire to return to work and their availability to do so.

b) Individuals returning to their employment before the expiration of their military leave must be restored to the same position and status they would have held, had they continued in such employment continuously during the military leave.

c) If, upon returning from active duty, an employee is unable to perform the duties of their position because of a disability sustained during active duty, that employee must be restored to another position which he/she is qualified to perform, providing like, pay, and status or the nearest approximation thereof unless circumstances have changed in such a way to make this action unreasonable or impossible.

d) PMHCC will continue the health insurance of members of the Pennsylvania National Guard called into active federal or state service for at least the first thirty (30) days of the military leave. After that, the guard member will be given the option of continuing such health insurance and other benefits at their own expense at the same rate as that paid by the Agency, continuing coverage with the exception of injuries sustained in the line of military duty.

PMHCC Policy Manual


Policy 606: Military Service Revised: March 2003

Policy 606: Military Service Page 2 of 2 Policy 606: Military Service

2. The Agency further agrees that in the event an employee is a member of the National Guard or Military Reserves and is required to be absent on a regularly scheduled workday for military duty, the Agency will grant such employee an unpaid leave of absence for the time necessary to fulfill such duty.

3. In the event an employee is called to active duty, the employee shall notify the Agency, by completing the Request for Time Off/Report of Time Used form in full indicating the dates and duration of said duty, as soon as he or she receives notice of his/her training or service obligation.

Employees with one (1) year or more of PMHCC service will be eligible for pay during participation in annual encampment or training duty in the U.S. Military Reserves or the National Guard. In these circumstances, PMHCC will pay the difference between what the employee earns from the government for military service and what the employee would have earned from normal straight-time on the job. This difference will be paid for up to two (2) weeks in a calendar year.

4. Health insurance will be maintained for thirty (30) days for employees called to duty on reserve status.

5. Vacation, sick and personal leave time will not accrue during this leave.

EXPIRATION OF MILITARY LEAVE

1. Military leaves of absence for enlisted employees shall expire ninety (90) days after the end of that individual’s first period of enlistment if the United States is not engaged in a war, armed conflict, or emergency proclaimed by either the Governor or the President.

2. Military leaves of absence for drafted employees shall expire ninety (90) days after the end of the period for which the employees were drafted.

3. Military leaves of absence for employees that are members of the reserve component of a branch of the armed services or the Pennsylvania National Guard shall expire ninety (90) days after the period of military or state duty.

Discrimination

It is unlawful for PMHCC to discriminate against any individual with the respect to compensation, hiring, tenure, terms, or conditions of employment because of their membership in the military reserve or the State National Guard. It is also unlawful to discriminate against any individual for the reason of having been called to active duty.

PMHCC Policy Manual

Policy 607: Bereavement Leave of Absence Page 1 of 1


Policy 607: Bereavement Leave of Absence Revised: April 27, 2015

POLICY

PMHCC will provide employees with time off due to death of an immediate family member. The employee should notify their supervisor immediately when the need to take off occurs.

DETAILS

1. In the event an employee suffers a death in his or her “immediate family” the employee shall be entitled to days off for bereavement as follows:

up to three (3) days off with no loss of salary or benefits for spouse (licensed or common law), domestic partner, mother, father, parent surrogate/guardian, mother-in-law, father-in-law, child, step child, adopted child, sibling (brother and sister).

one (1) day off with no loss of salary or benefits for an employee’s relative who is not an immediate family member (such as grandparents, aunt/uncle, grandchildren, niece/nephew, brother/sister-in-law).

2. Bereavement pay is calculated based on the base pay rate at the time of absence and will not include any special forms of compensation.

3. Bereavement leave will normally be granted unless there are unusual business needs or staffing requirements. Employees may, with their supervisor’s approval, use any available paid leave for additional time off as necessary.

4. The Agency reserves the right to request proof of death and relationship.

5. Employees must record all time taken off for bereavement on their time sheets and/or Request for Time Off/Report of Time Used forms.

6. Bereavement time taken should be coded as “B” on time and leave sheets.


PMHCC Policy Manual

Policy 608: Family and Medical Leave Act Page 1 of 6


Policy 608: Family and Medical Leave Act Revised: June 15, 2015

POLICY

It is the policy of PMHCC to comply with all Federal, State and Local laws, regulations and policies governing leave under the 1993 Family and Medical Leave Act (hereinafter referred to as “ACT”) and any amendments to the Act.

DETAILS

1. Eligibility – Employees who have been employed for at least twelve months and for at least 1250 hours during the preceding twelve month period prior to the start of the leave are eligible to apply for family and medical leave. Leave may be granted for up to twelve weeks of unpaid time off.

PMHCC extends this same leave entitlement and benefits to employees to care for a Life Partner, as that term is defined in §9-1102(p) of the Philadelphia Code, who has a serious health condition, and to employees who are Life Partners of a covered service member. Any leave taken under the provisions of this policy shall be considered a part of the leave granted by the Act.

If the leave is for an employee’s own serious health condition (as defined by the Act) all accrued sick, vacation and personal leave must be used during the FMLA period, if available, otherwise it will be LWOP (Leave Without Pay). Vacation or personal days accrued must be used, but only after sick time has been exhausted (unless the employee applies and receives compensation through the Agency’s disability plan or the leave is due to a work related injury). Employee’s on leave from PMHCC for their own serious health condition are not permitted to work at an outside job during the leave, even if they have received prior approval to work at an outside job pursuant to Policy 312. If the leave is for a qualified family member the employee is required to use all accrued sick, personal and vacation time, if available, otherwise it will be LWOP (Leave Without Pay). The usage of sick, personal and vacation time runs concurrently with FMLA time.

Except for those employees designated as “highly compensated employees” (as determined by the Chief Human Resources Officer in accordance with FMLA regulations), all employees who return before or at the conclusion of their approved FMLA leave, will be returned to the same or to an equivalent position upon their return from leave.

2. Length of Leave – All eligible employees, under this policy, are entitled to twelve (12) weeks (or 60 days or 450 hours) of unpaid leave on a “rolling” 12 month period measured backward from the date an employee uses any FMLA Leave Under the ‘‘rolling’’ 12 -month

PMHCC Policy Manual



Policy 608: Family and Medical Leave Act Page 2 of 6 Policy 608: Family and Medical Leave Act

period, each time an employee takes FMLA leave , the remaining leave entitlement would be the balance of the 12 weeks which has not been used during the immediately preceding 12 months.

3. Intermittent Leave – When medically necessary to treat a serious health condition, employees may be permitted to take FMLA leave intermittently. This would allow an employee to work under a reduced work schedule or to take leave in several blocks of time rather than in one continuous period of time. When leave is needed to care for an immediate family member or the employee’s own illness, and is for planned medical treatment, the employee must try to schedule treatment so as not to unduly disrupt the Agency’s normal operations.

4. Reasons For Leave – All employees who meet the applicable time-of-service requirements and familial/kinship requirements may be granted a total of twelve (12) weeks of unpaid leave (during any rolling 12-month period) for the following reasons:

For the birth of a son or daughter, and to care for the newborn child; (Intermittent leave to care for a healthy newborn child will only be granted upon approval by the Chief Executive Officer or his/her designee).

For the placement with the employee of a child for adoption or foster care, and to care for the newly placed child;

To care for an immediate family member (spouse, minor child, or parent) with a serious health condition;

When the employee is unable to work because of a serious health condition;

For certain qualifying exigencies arising out of a covered military member’s active duty status, or notification of an impending call or order to active duty status in the Armed Services; and

To care for a covered service member recovering from a serious injury or illness incurred in the line of duty while on active duty (and in certain circumstance members on Veteran status) in the regular Armed Services, National Guard or Reserves which renders the service member unable to perform their service grade duties. Next-of-kin is defined as the closest blood relative of the injured service member. This leave may be extended up to 26 weeks in a 12 month period but the leave entitlement ends 12 months after the employee takes military care giver leave and is not calculated based on a “rolling” 12 month period.

PMHCC Policy Manual




For other legally protected reasons under Federal, State or Local Laws, Rules and Regulations including but not limited to the City of Philadelphia’s Entitlement to Leave Due to Domestic or Sexual Violence

PROCEDURES

1. Requesting and Notification of Leave – In all cases, an employee requesting or needing leave pursuant to this Policy, must complete the appropriate PMHCC Request for Family Medical Leave Form found on PMHCC’s website under “Forms” and return it to the Human Resources Department. Even if an employee does not specifically mention or request a leave under FMLA, the Human Resources Department will assess, based on information provided by the employee, whether the time off requested by the employee qualifies under FMLA. Employees are required to submit a request for leave to the Human Resources Department for all foreseeable leave 30 days prior to the start of the leave. If a leave is not foreseeable, the employee is expected to provide notice to his/her supervisor of the need for leave either the same day (if the employee becomes aware of the need for leave during work hours) or the next business day (if the employee becomes aware of the need for leave after work hours). In the unforeseen leave circumstance, employees are required to follow the established PMHCC call-out procedures for their Department and failure to properly notify PMHCC of absences may cause a delay or denial of FMLA protections. Upon approval of leave, the employee’s Supervisor shall notify the employee of his/her call-out obligations.

The employee’s supervisor is required to notify the Human Resources Department immediately upon notification from an employee that a leave is requested. If an employee has not already requested leave, Supervisors are required to notify the Human Resources Department on the third consecutive day any employee is absent so that the Human Resources Department can assess the need for FMLA leave. Supervisors are also required to notify the Human Resource Department of any pattern of absences, such as an employee calling out sick (either consecutively or not) on a regular basis for what appears to be the same reason. Failure by a supervisor to immediately report to the Human Resources Department an employee’s request for leave or to report an employee’s absence on the third consecutive day or to report a pattern of absences may lead to disciplinary action up to and including termination. Supervisors are encouraged to immediately notify the Human Resources Department if they observe a pattern of absences that is contrary to the approved leave under FMLA.

PMHCC Policy Manual




Within five (5) days of the Human Resources Department becoming aware of the need for a leave under the Act, the employee will be contacted by the Human Resources Department with notification of their rights under the Act and will be sent the necessary leave request Forms. Employees requesting leave under the Act are responsible for ensuring the Forms are completed and returned to the Human Resources Department within 15 calendar days of the request for leave and are responsible for ensuring the Forms include the stated reason for the leave, the duration of the leave, and the starting and ending dates of the leave, if known.

Leave under the Act is effective on the first day of an employee’s absence. Even if the employee has not requested the leave, leave may be designated as FMLA by the Human Resources Department once the Department is notified of the employee’s absence and has sufficient information to assess the leave as FMLA qualifying. The Chief Human Resources Officer or his/her designee determines and approves all leaves under the Act.

2. Medical Certification of Leave – An employee’s request for leave due to a serious health condition affecting the employee or a covered family member must be supported by the submission to the Human Resources Department of a completed PMHCC Certification of Health Care Provider for Family and Medical Leave Form. If the leave is for the employee’s own serious health condition than the Form is to be completed by the employee’s health care provider. If the leave is to allow the employee to care for his/her immediate family member than the Form is to be completed by the family member’s health care provider. The certification must state the date on which the health condition commenced, the probably duration of the condition, and the appropriate medical facts within the knowledge of the health care provider regarding the serious health condition including that the employee is unable to perform the essential functions of his or her job. If the employee is needed to care for an immediate family member the Form must include an estimate of the amount of time the employee is needed to provide care. The employee is responsible for ensuring all information is provided on the Certification. Incomplete Certifications will be returned to the employee for further clarification by the health care provider.

3. Military Documentation – A leave request for military family leave for a qualifying exigency must be supported by a copy of the covered military member’s active duty order and certification providing the appropriate facts related to the particular qualifying exigency for which leave is sought, including contact information if the leave involves meeting with a third party.

PMHCC Policy Manual




A leave request to care for a covered service member with a serious injury or illness must be supported by the submission to the Human Resources Department of a completed PMHCC Certification of Health Care Provider for Family and Medical Leave Form by the service members health care provider or by a copy of an Invitational Travel Order or Invitational Travel Authorization issued to the employee which includes a statement that the service member is unable to perform his/her military duties.

4. Notice of Leave Approval – The Human Resources Department shall immediately notify the employee, the employee’s supervisor and Program Director if a leave has been approved or designated under the Act. The Supervisor and Program Director will be notified only of the approval and the times/days the employee has been approved to take leave.

5. Benefits Coverage During Leave –During any period of time that an employee continues to receive a salary, while on FMLA leave, the employee will be responsible for paying their portion of the health insurance premiums and any payments due for voluntary benefits through payroll deduction. During any period of time an employee is no longer receiving a salary, while on FMLA leave, the employee’s portion of health insurance premiums only will be paid by PMHCC until the employee returns to work. In all cases where PMHCC assumes responsibility for paying the employees portion of health coverage benefits, the employee will be responsible for reimbursing PMHCC upon return to work. If an employee fails to return to work at the conclusion of their FMLA leave, any payments made by PMHCC for the employee’s portion of the health insurance coverage will be billed to the employee. During the leave, the employee will be responsible for continuing to pay their costs associated with any “voluntary” benefit plans, such as supplemental insurance. If the employee fails to make payments for the voluntary benefits within fifteen (15) days of the due date, the employee should expect the voluntary benefits to lapse.

During any period of unpaid leave, an employee is not entitled to the accrual of any seniority or employment benefits that would have accrued if not for the leave. An employee who takes FMLA leave will not lose any seniority or employment benefits that accrued prior to the date the leave began. As with all unpaid leaves of absence, an employee on unpaid FMLA leave will not accrue any additional leave time or receive Holiday pay.

6. FMLA Absence Reporting – An employee on an FMLA approved leave, including Intermittent leave, is required to submit Request For Time Off forms (where applicable) or Timesheets (where applicable) indicating that the absence is for the approved FMLA

PMHCC Policy Manual




reason. The employee shall also identify on the appropriate paperwork the Leave Type (V/S/P/NoPay) as well as the number of hours taken for the leave. The employee is required when calling out or leaving early to identify in every instance if the absence or early dismissal is for an FMLA approved reason.

7. Restoration To Employment – Upon return from an approved FMLA or Military leave, all employees, with the exception of those designated by the Chief Human Resources Officer as “highly compensated employees” will be returned to their former position or to a position with equivalent pay, benefits and other terms and conditions of employment. PMHCC cannot guarantee an employee will be returned to the same position he or she held prior to the leave. A determination as to whether a position is an “equivalent position” will be made by the Chief Human Resources Officer or his/ her designee.

8. Fitness For Duty/Return To Work Certification Form – PRIOR to returning to work following an FMLA leave for their own serious health condition or after giving birth to a child, an employee must present to the Human Resources Department a Fitness For Duty/Return To Work Certification Form (See PMHCC website for Forms). No employee on leave for their own serious health condition or after giving birth shall be allowed to return to work without first submitting this Form to the Human Resource Department. Employees returning to duty following FMLA leave for the adoption of a child or for a serious health condition of a family member do not need to submit a Fitness For Duty/Return To Work Certification Form but the employee must notify the Human Resources Department when the leave is no longer required and/or when he or she returns to work.

9. Failure To Return From Leave – Upon the expiration of an approved FMLA leave an employee is expected to return to work. Failure to return to work at the expiration of the leave may result in immediate termination unless an employee is on disability leave pursuant to PMHCC’s short term or long term disability plans.

10. Failure To Comply With This Policy – An employee’s failure to comply with this Policy may lead to disciplinary action, up to and including termination of employment.

PMHCC Policy Manual

Policy 609: Civic Duty Leave of Absence Page 1 of 1


Policy 609: Civic Duty Leave of Absence Revised: June 15, 2015

POLICY

PMHCC recognizes the legal obligation of employees to fulfill their civic responsibilities by serving jury duty when required.

DETAILS

1. Employees who are summoned for jury duty will be granted a leave of absence for time lost from their regular work schedule while on jury duty upon presentation of the appropriate summons or certification of jury duty (or photocopies of same) to their supervisor.

a) An employee who receives jury fees for jury service shall retain the jury duty payment.

2. If the employee believes that serving on a particular day or days will pose a hardship to PMHCC and the employee requests to be excused for a job related reason, the employee shall provide PMHCC with any necessary paperwork so that PMHCC can certify the hardship.

3. An employee must advise his/her supervisor as soon as he/she is notified of jury duty service so that the supervisor may make arrangements to accommodate their absence. Complete a Request For Time Off/Report Of Time Used form, attach a copy of the summons and forward it to the immediate supervisor. Record this time off as “J” on your time/leave sheets. For extended jury service (more than a day) employees are expected to report to work whenever the court schedule permits.

4. PMHCC will continue to provide health insurance benefits for the full term of the jury duty absence. Vacation, sick leave, and holiday benefits will continue to accrue during jury duty leave.

5. Employees required to report to court in response to a work related subpoena shall receive their regular salary minus the amount of any applicable witness fees.

6. Paid leave will not be granted when an employee is engaged in personal litigation or is a witness, plaintiff or defendant in a non-work related matter.

Failure to comply with this policy may lead to disciplinary action up to and including termination of employment.

PMHCC Policy Manual

Policy 610: Emergency/Early Closings Page 1 of 2


Policy 610: Emergency/Early Closings Revised: November 8, 2012

POLICY

It is the policy of PMHCC to compensate employees for any time missed from work, due to circumstances beyond the employee’s control and not covered in the preceding parts of this section. PMHCC will close when the weather or other adverse conditions make it necessary to suspend agency operations for the safety of our employees.

DETAILS

1. At times, emergencies such as severe weather, fires, or power failures can disrupt Agency operations. In extreme cases, these circumstances may require the closing of the work facilities. In the event that such an emergency occurs during non-working hours, local radio and/or television stations will be asked by Mayor’s Office to broadcast notification of the Philadelphia Government Offices closing and PMHCC will be closed as well.

PMHCC also has an Information Line for employee’s to use in finding out the status of PMHCC during inclement weather or other emergencies. Employees are to call the answer line at (215) 546-4110 x411, to find out if PMHCC will be opened or closed for the day.

a) For the purpose of this policy, Program Directors will designate which personnel in their department should be considered essential and non-essential and inform the employee of his/her status. Essential employees, necessary to provide critical services affecting the life, health and/or safety of persons served, are expected to remain in in/or report to their work area (except if the work area is deemed hazardous by the Program Director/PMHCC Chief Executive Officer). Non-essential employees will not be expected at work and should utilize “Administrative Leave” (code “A”) on the employee’s Time Sheet or Request for Time Off/Report of Time Used Form for all relative time not worked. Employees that take off when PMHCC offices are not officially closed must use their personal leave time or not receive pay.

b) In cases where a perceived emergency closing appears warranted but is not authorized, employees who fail to report for work will not be paid for the time off. With cause, employees may request available paid leave time such as unused vacation time.

c) If an employee has received approval for a day off and the scheduled leave day falls on an officially closed day, the leave code will be changed to “A” by the PMHCC Payroll Office.

2. Should a situation or condition occur which causes consideration for evacuating the work site or its building, the following should apply:

PMHCC Policy Manual


Policy 610: Emergency/Early Closings Revised: November 8, 2012

Policy 610: Emergency/Early Closings Page 2 of 2 Policy 610: Emergency/Early Closings

a) Either the PMHCC Chief Executive Officer’s Office or the building Manager will announce the status of any condition and advise all affected staff as to the need for an evacuation. If the notification comes from the building Manager, the affected Program Manager must notify the PMHCC Chief Executive Officer’s Office as soon as possible.

b) If the event appears to be a clear and present danger to the health and safety of any persons present, the highest ranking staff member should direct all to leave the work area or the building and notify the PMHCC Chief Executive Officer’s Office as soon as possible.

c) The Details, item #1 above apply.

3. The Chief Executive Officer or designee must authorize all closings and relieved work time

that can be attributed to Administrative Leave. 4. Failure to comply with this policy may lead to disciplinary action up to and including

termination of employment.

PMHCC Policy Manual

Policy 611: Disciplinary Administrative Leave Page 1 of 1


Policy 611: Disciplinary Administrative Leave Revised: September 5, 2013

POLICY

Disciplinary Administrative Leave will be used for those employees placed on leave for disciplinary reasons, without pay. The Human Resources Department will place an employee on Administrative Leave during any investigation for employment violations consistent with Policy 217. The subject employee is placed on Administrative Leave pending the investigation outcome. Employees may be placed on Administrative Leave for investigations of theft, sexual harassment, fighting in the workplace, and any other allegations of violating PMHCC Policies and Procedures.

If the investigation proves that the allegation(s) is false, the employee is reinstated with full back pay.

If the investigation results in a finding that the allegation(s) is true, the employee is terminated as of the date of the Administrative Leave with no additional compensation.

If the employee does not cooperate with the investigation while on Administrative Leave, the employee is terminated as of the date of the Administrative Leave with no additional compensation.

PMHCC Policy Manual

Policy 612: Unpaid Leave of Absence Page 1 of 1


Policy 612: Unpaid Leave of Absence Revised: October 1, 2005

POLICY

It is the policy of PMHCC to grant pre-approved leave to all eligible employees, without compensation or benefits for the period requested.

DETAILS

An unpaid personal leave of absence of up to one year may be granted to regular full- or part-time employees who have at least one year of continuous service, upon request to the Program Director and approval by the Chief Executive Officer or designee. Notification of such a leave of absence (whether paid time off or not) must be reported to the Human Resources Department. An employee returning from such a leave of absence will be restored to his or her previous position, or similar position, if available, with no loss of previously accrued benefits unless economic conditions force the Agency to reduce the work force.

Approval of such leaves will be based on the circumstances of each request; current staffing needs, operating requirements, and other relevant factors.

While on unpaid leave, the provision of the Consolidated Omnibus Budget Reconciliation Act of 1985 (COBRA) which allows an employee to pay for the continuation of their benefits at PMHCC’s group rate are in effect. Timely payment must be made. Group status will be lost automatically if payment is not received within 30 days of the due date. (See Consolidated Omnibus Budget Reconciliation Act (COBRA) policy in Section 2.)

Failure to comply with this policy may lead to disciplinary action, up to an including termination of employment.

Employees do not earn additional Vacation, Sick Leave, or Personal Time while on unpaid Leave of Absence. Holidays will not be paid while on unpaid Leave of Absence.

PMHCC Policy Manual

Policy 613: Unauthorized Leave of Absence Page 1 of 1


Policy 613: Unauthorized Leave of Absence Revised: August 16, 1999

POLICY

It is the policy of PMHCC, to ensure efficient, effective, and equitable staff productivity. Therefore, PMHCC retains the right to discharge any employee who voluntarily abuses PMHCC’s leave policies.

DETAILS

1. Unauthorized Leave Of Absence - An employee who is absent from his or her assigned work location or schedule without official leave approval by the person’s supervisor and Program Director for three or more days shall be considered absent without authorized leave. Unless the employee can provide the Agency with acceptable and verifiable evidence of extenuating circumstances, the Agency shall regard the job as abandoned and the employee automatically terminated. This shall be determined at the discretion of the Chief Executive Officer.

2. Failure to Return to Work from an Approved Unpaid Leave of Absence - Any employee who fails to report for work on the expiration date of their unpaid leave of absence, without prior approval by the Program Director, shall be considered as having voluntarily resigned their position.

3. Notification – Program directors shall notify, in writing, the Chief Human Resources Officer immediately upon determining that this policy applies to any employee.

PMHCC Policy Manual

Policy 614: Return‐To‐Work Program Page 1 of 1

Section 6: Time Off/Absence from Work Issued: November 2000

Policy 614: Return‐To‐Work Program Revised:

POLICY

It is the policy of PMHCC to take appropriate actions to bring employees back to work as soon as it is determined to be a medically sound decision.

DETAILS

1. The Program Director of each department must work with the Human Resources Department in developing a Modified-Duty Program that will assist in returning workers to productive roles after any injury or illness. These jobs must be established in advance and kept as standard Modified-Duty position(s) and not be used to replace another employee or become a permanent position.

2. The Agency believes that it is important to aid an employee’s rehabilitation by providing opportunities for returning to work at the earliest time possible. The Agency will arrange to accommodate, where possible, the return of an injured or ill employee by one or more of the following means:

Allowing the employee to return to work on a part-time basis or under modified hours;

Assigning modifications to the employee’s own job, based upon the need of those duties and the medical capacity of the employee; or

Assigning the employee to a different job with-in the department/program, if modified duties are not appropriate within the employee’s own position. This will be a temporary action lasting no more than six-months. If, at the end of the six-month period, an employee is not medically ready to assume the essential functions of their original position, an evaluation will take place. This evaluation will involve input from the employee, treating and/or company physician, Program Director or designee, and the Chief Human Resources Officer or designee. Based upon this evaluation, a plan of action will be developed to determine how to proceed to continue to facilitate the total rehabilitation of the employee. If it is determined that the employee will not be able to assume the essential job functions of the original position, an appropriate course of action will be taken on a case-by-case basis, in accordance with applicable laws (i.e. Americans With Disabilities Act, see policy in section 2).

PMHCC Policy Manual

Policy 701: Harassment and/or Discrimination Page 1 of 3

Section 7: Behavior of Employees Issued: October 15, 1998

Policy 701: Harassment and/or Discrimination Revised: September 5, 2013

POLICY

PMHCC strives to maintain a workplace that fosters mutual employee respect and promotes harmonious, productive working relationships. PHMCC believes that discrimination and/or harassment in any form constitutes misconduct that undermines the integrity of the employment relationship. Therefore, PMHCC prohibits discrimination and/or harassment that is sexual, racial, or religious in nature or is related to anyone’s gender, national origin, ancestry, age, marital status, sexual orientation, handicap, disability and all other legally protected classes that exist now or in the future. This policy applies to all employees throughout the organization and all individuals who may have contact with any employee of this organization. DEFINITION

Harassment includes at a minimum:

Unwelcome sexual advances, request for sexual favors, or other verbal, visual or physical conduct constitutes harassment when a person involved feels compelled to submit to that misconduct in order to keep his/her position, to receive appropriate pay, or to benefit from certain employment decisions. If this type of misconduct interferes with an employee’s work or creates an intimidating, hostile, or offensive work environment, it may also be considered harassment; or

Implied or expressed promise of reward for complying with a sexually-oriented request; or

Actual reprisal or an implied or expressed threat of reprisal for refusal to comply with a sexually-oriented request; or

Actual denial of opportunity or an implied or expressed threat of denial of opportunity for refusal to comply with a sexually-oriented request; or

Sexually-oriented behavior including behavior that has the purpose or effect of creating an intimidating or hostile working environment.

Reference to Policy 318, Workplace Violence Prevention, contains other examples of unacceptable harassment behavior.

Harassment may be physical or psychological in nature. Harassment may involve a victim and alleged perpetrator of the same or opposite sex and it may involve employees in a subordinate or equal position. There may be circumstances where a single incident would not be considered to be harassment and/or discrimination but a series of such incidents would constitute sexual harassment.

PMHCC Policy Manual



Policy 701: Harassment and/or Discrimination Page 2 of 3 Policy 701: Harassment and/or Discrimination

If the conduct occurs outside of working hours and involves PMHCC employees it shall be considered as falling within the purview of this policy if the conduct interferes with an employee’s ability to work.

DETAILS

1. PMHCC prohibits harassment and/or discrimination of all its employees, including but not limited to implied or expressed forms of harassment and/or discrimination. This is a serious offense, one that is subject to a range of disciplinary actions up to, and including termination.

2. PMHCC shall not tolerate any harassment and/or discrimination of any employee by a director, supervisor, manager, colleague, employee or contractor, including threatening or insinuating either explicitly or implicitly that another employee’s refusal to submit to sexual advances will adversely affect the employee’s employment, evaluation, wages, advancement, assigned duties, work hours, or any other condition of employment or career development.

3. Conduct that creates a hostile working environment, whether committed by senior management, non-supervisory personnel, or third parties who deal with PMHCC is also prohibited. All employees must be diligent in preventing such conduct. Such conduct includes but is not limited to:

Unwelcome sexual flirtations, advances, physical contact or propositions;

Verbal abuse of any nature;

Degrading words used to describe an individual;

Jokes and stories of an offensive nature;

Pictures, posters, placards, words, visuals or overt behavior of any kind that could be considered offensive in nature, whether in a public or private location in the workplace;

Retaliation against employees for complaining about such behavior; furnishing information or participation in any manner in any investigation of such behavior.

4. PMHCC expects that everyone will act responsibly to establish a pleasant and friendly work environment. However, if an employee feels he/she has been subjected to any form of harassment and/or discrimination, the employee should firmly and clearly tell the person engaging in the harassing and/or discriminating conduct that it is unwelcome, offensive, and should stop at once. The employee should also report any discrimination and/or harassment to his/her immediate supervisor, Program Director, or Chief Human Resources Officer. The employee should not discuss the report with anyone other than the above named individuals. Once a report is made to a supervisor or Program Director, the supervisor or Program Director must immediately notify the Human Resources Office. The

PMHCC Policy Manual



Policy 701: Harassment and/or Discrimination Page 3 of 3 Policy 701: Harassment and/or Discrimination

Chief Human Resources Officer will take necessary steps to initiate an investigation of the discrimination and/or harassment claim.

PROCEDURE

1. Grievance Procedures as detailed in PMHCC Policy 319 shall be followed when filing a claim of harassment and/or discrimination. Harassment and discrimination grievances are given the highest priority and will be treated confidentially.

2. The griever must complete the Employee Grievance Form found on PMHCC’s web site within twenty (20) days of the incident. The Chief Executive Officer or his/her designee can approve exceptions to this time frame.

3. The grievance shall contain details of the alleged harassment, including but not limited to the name of the alleged perpetrator, particulars of the incident(s), (where possible) the date, time, and place of the incident(s), and the name(s) of all witnesses.

4. PMHCC will conduct an investigation consistent with Policy 217, Investigations.

Retaliation against any employee for filing a complaint or participating in an investigation is strictly prohibited. However, any employee that knowingly makes a false claim of harassment and/or discrimination will be subject to disciplinary action, up to and including termination.

PMHCC Policy Manual

Policy 702: Nepotism Page 1 of 1


Policy 702: Nepotism Revised:

DEFINITIONS

1. Relative: Any person who is related by blood, marriage, or living in the same home/household, including but not limited to all persons included hereafter in the definition of spouse.

2. Spouse: Includes licensed, common law and domestic partner.

POLICY

No person should be hired, transferred or promoted to a position falling under the direct supervision of a relative.

1. Employees may not take part in the hiring, placement, and performance evaluation or termination process of a relative nor attempt in any way to influence these processes.

2. The hiring of relatives within the same work unit is not recommended even where there is no direct reporting relationship between them.

3. This policy applies to persons considered for contracted services or goods.

4. Any exceptions to this Policy may be made by the Chief Executive Officer should PMHCC require extraordinary skills or goods.

PROCEDURE

1. Where a current or future nepotistic work relationship is known or believed to exist the matter should be brought to the attention of the Chief Human Resources Officer or Chief Executive Officer. This applies to full-time, part-time and temporary employment.

2. Where an employee becomes a relative of her/his supervisor, the supervisor is under an obligation to advise the Chief Human Resources Officer or Chief Executive Officer in writing. In such cases, all reasonable steps will be taken in order to eliminate the actual or apparent conflict of interest without penalizing either relative and PMHCC.

PMHCC Policy Manual

Policy 703: Consensual Intimate Relationships in the Workplace Page 1 of 2


Policy 703: Consensual Intimate Relationships in the Workplace Revised: July 1, 1999

DEFINITIONS

A. CONSENSUAL INTIMATE RELATIONSHIP - Any personal relationship between PMHCC employees creating an obligation which may override a person’s work responsibilities established by the PMHCC Job Descriptions relevant to those involved, such as:

1. A romantic relationship; and/or

2. A sexual relationship; and/or

3. Any other non-work relationship involving money, goods, property or any other substantial obligation (e.g., business partner).

B. CONSENSUAL - An agreement or understanding voluntarily entered by two or more parties in the absence of undue overt or covert influences by any party.

C. INTIMATE - Private and personal.

POLICY

1. PMHCC strongly discourages dating or the involvement of any employee(s) in a Consensual Intimate Relationship at any and all levels of the organization. If such a relationship does exist it must not affect the workplace, employee performance or the operation of any PMHCC program or department in conducting business. If the relationship or the termination of a relationship disrupts the workplace in any way, disciplinary action will be taken, up to and including termination of employment.

2. Consensual Intimate Relationships in the workplace can cause undue stress on the employee, the Agency, and coworkers alike, as well as create situations of unfairness especially if the following exist:

Positions in which one person is in the supervisory chain of the other.

Positions in which they have the same immediate supervisor.

Positions in which they have a working relationship upon which the performance of one is dependent upon the performance of the other(s).

3. No employee will participate in or attempt to influence the process of review and decision-making on any matter concerning appointment, promotion, salary, retention or termination of an employee with whom they have or have had a Consensual Intimate Relationship. If such a situation does occur, immediate disciplinary action will be taken up to and including termination of employment of the employee(s) involved.

PMHCC Policy Manual


Policy 703: Consensual Intimate Relationships in the Workplace Revised: July 1, 1999

Policy 703: Consensual Intimate Relationships in the Workplace Page 2 of 2 Policy 703: Consensual Intimate Relationships in the Workplace

PROCEDURE

1. Should any consensual relationship interfere with the workplace in any way or should any claims of unfairness based on such a relationship in the workplace occur, the matter should be brought to the attention of the Chief Executive Officer or the Chief Human Resources Officer. Where an employee believes others are subject to this policy and there is an adverse influence on the work performance of the department/program or PMHCC, the PMHCC Grievance Policy and Procedure must be employed.

2. Where an employee believes an unjust grievance has been initiated against him/her based on this policy, a response grievance may be initiated as a remedy.

3. PMHCC’s Chief Executive Officer will use a third-party review procedure in evaluating the situation. Examples of a third-party include but are not limited to the PMHCC Chief Human Resources Officer, Corporate Counsel or a knowledgeable extra-corporation expert depending upon the case circumstances.

PMHCC Policy Manual

Policy 704: Rules of Conduct Page 1 of 2

Section 7: Behavior of Employees Issued: July 1, 1999

Policy 704: Rules of Conduct Revised: September 5, 2013

POLICY

It is the policy of PMHCC to ensure orderly operations and provide the best possible work environment. PMHCC expects employees to follow rules of conduct that will protect the interests and safety of all employees and the Agency. PMHCC expects all employees to observe certain standards of behavior while at work and at company-sponsored events. These standards are not intended to restrict employees but to ensure a consistent application of the policies and procedures for employees.

DETAILS

It is not possible to list all the forms of behavior that are considered unacceptable in the workplace. The following are examples of infractions of rules of conduct that may result in disciplinary action, up to and including termination of employment. These standards include but are not limited to:

Theft or inappropriate removal or possession of property

Falsification of time keeping records

Working under the influence of alcohol or illegal drugs

Possession, distribution, sale, transfer, or use of illegal drugs in the workplace, while on duty, or while operating employer-owned vehicles or equipment

Fighting or threatening violence in the workplace (see Policy 318)

Disruptive activity in the workplace

Negligence or improper conduct leading to damage or loss of employer-owned or customer-owned property

Insubordination or other disrespectful conduct

Sexual or other unlawful or unwelcome harassment (see Policy 701)

Possession of dangerous or unauthorized materials, such as explosives or firearms, in the workplace (see Policy 318)

Unsatisfactory performance or willful misconduct - Defined as: a.) Wanton or willful disregard for an employer’s interests; b) deliberate violation of an employer’s rules; c) disregard for standards of behavior [that] an employer can rightfully expect of an employee; or d) negligence indicating an intentional disregard of the employer’s interests or an employee’s duties or obligations.

Not carrying out assigned duties and following reasonable instructions or request from supervisors and/or management.

PMHCC Policy Manual


Policy 704: Rules of Conduct Revised: September 5, 2013

Policy 704: Rules of Conduct Page 2 of 2 Policy 704: Rules of Conduct

Posting any literature, handbills, petitions, posters, or other materials on the premises without the prior approval of the Program Director and the Chief Human Resources Officer.

Not refraining from any manner or form of discrimination and/or harassment, regardless of whether it is sexual, racial, religious, or related to another’s gender, age, sexual orientation or person hygiene.

Failure to fully cooperate in a formal investigation in a forthright, consistent and honest manner ordered by the Chief Executive Officer subsequent to allegations of inappropriate and/or unlawful conduct on the part of a PMHCC employee, vendor, or other related party. Should there be a constitutionally-protected reason on the part of any PMHCC employee not to cooperate, such reason should be brought to the attention of the PMHCC Chief Executive Officer or designee immediately.

Employment with PMHCC is at the mutual consent of PMHCC and the Employee and either party may separate from service at any time, with or without cause and with or without advance notice (“at-will”).

PMHCC Policy Manual

Policy 705: Progressive Performance Remediation Page 1 of 2

Section 7: Behavior of Employees Issued: July 1995

Policy 705: Progressive Performance Remediation Revised: January 1, 2002

POLICY

The purpose of this policy is to state PMHCC's position on administering equitable and consistent discipline for unsatisfactory conduct and job performance in the workplace. The best remediation measure is the one that does not have to be enforced and comes from good leadership and fair supervision at all levels.

DETAILS

1. All employees are expected to comply with Agency and program standards of job performance and behavior and any non-compliance with these standards must be remedied. PMHCC's own best interest lies in ensuring fair treatment of all employees and in making certain that disciplinary actions are prompt, uniform, and impartial. The major purpose of any remediation action is to correct the problem, prevent recurrence, and prepare the employee for satisfactory service in the future.

2. Although employment with PMHCC is based on mutual consent and both the employee and PMHCC have the right to terminate employment at will, with or without cause or advance notice, PMHCC may use progressive discipline at its discretion.

3. Under normal circumstances, the Agency endorses a policy of progressive corrective action, in which the supervisor provides the employee with notice of performance deficiencies and ways to remedy and improve their performance. However, the Agency does retain the right to administer corrective action in any manner it deems appropriate to the situation.

4. Progressive remediation means that, with respect to most disciplinary problems, may call for any of three steps – First Written Warning, Second Written Warning, Third Written Warning. Suspension with or without pay or termination of employment may occur at any step depending on the severity of the problem and the number of occurrences. There may be circumstances when one or more steps are bypassed. Supervisors are to utilize the PMHCC Employee Warning Notice form (See Section 13, PMHCC Forms).

5. PMHCC recognizes that there are certain types of employee problems that are serious enough to justify either a suspension, or in extreme situations, termination of employment, without going through the usual progressive discipline steps.

6. By using progressive remediation, we hope that most employee problems can be corrected at an early stage, benefiting both the employee and PMHCC.

PMHCC Policy Manual


Policy 705: Progressive Performance Remediation Revised: January 1, 2002

Policy 705: Progressive Performance Remediation Page 2 of 2 Policy 705: Progressive Performance Remediation

PROCEDURES

1. The normal application of progressive corrective action is as follow:

a) When an employee is not meeting Agency standards of job performance and/or behavior, the employee’s supervisor will take the following action:

Meet with the employee to discuss the indications of the deficiencies;

Inform the employee of the action necessary to correct the deficiencies;

Set and provide a reasonable amount of time for the employee to correct the problem behavior;

Prepare a written report (using the PMHCC Employee Warning Notice form) describing the deficiencies and a corrective action plan for the employee, which is to be forwarded to the Human Resources Department for the employee’s personnel file; and,

Review the employee’s performance against the corrective action plan at the prescribed time.

b) If upon completion of the corrective plan(s), the employee’s deficient performance has been remedied then the corrective action period may be terminated. A written report is to be submitted to the Human Resources Department for the personnel file.

c) If upon completion of the corrective plan(s), the employee’s deficient performance has not been remedied, the supervisor may make recommendations for disciplinary actions, including termination, to the Chief Executive Officer with a written report.

2. Employee Warning Notices are to be reviewed by the Chief Human Resources Officer prior to their implementation.

3. The supervisor may make recommendations immediately to discipline the employee, including termination, to the Chief Executive Officer without invoking a corrective plan of action.

PMHCC Policy Manual

Policy 706: Solicitation Page 1 of 1


Policy 706: Solicitation Revised: October 1, 2005

POLICY

In an effort to ensure a productive and harmonious work environment, PMHCC staff members and persons not employed by PMHCC may not solicit or distribute non-work related information in the workplace at any time for any purpose.

DETAILS

PMHCC recognizes and supports the right of individuals to be active in community affairs and to solicit others on behalf of particular organizations of causes. However, the Agency must ensure that such endeavors do not interfere with the Agency’s ability to provide service to its customers or the ability of its employees to perform their assigned duties. Therefore, the following rules must apply:

1. For purposes of this policy, the terms “soliciting” and “solicitation” include but are not limited to oral advocacy or distribution of written materials regarding matters which are not part of the business of the Agency. Examples include but are limited to:

a) Requesting donations for a charity

b) Selling merchandise for a school or youth group

c) Distributing buttons or literature for a labor organization

d) Seeking new members for a church or club

2. For purposes of this policy, the term “Agency premises” includes all property owned, leased or rented by the Agency, including but not limited to all buildings, entrances, walkways, parking lots, and private roads.

3. Solicitation on Agency premises by employees of the Agency and by persons who are not employed by the Agency is strictly prohibited at all times.

4. Employees or others may not solicit, post or distribute solicitation information through any means including, but not limited to written, telephone or electronic media.

5. Non-employees may not solicit or distribute or post literature to employees on Company property at any time. The only exception to this policy is in the case of Company-sponsored solicitation. Should such action occur on the part of non-employees, this policy should be brought to the attention of the soliciting party. Any recurrence may result in appropriate action toward foreclosing such future actions.

6. Bulletin boards are reserved for official organization communications on such items as:

Affirmative Action Statements Employment Law Information Job Openings Employee News And Agency Information Training Schedules

PMHCC Policy Manual

Policy 707: Political Activity Page 1 of 1


Policy 707: Political Activity Revised: July 1, 1999

POLICY

Employees of the Agency are strictly prohibited from using Agency funds, time or resource or the Agency’s name or affiliation with the Agency for the purpose of lobbying activities, publications, or other activities or materials intended to influence legislation or partisan political purposes of any kind.

PMHCC Policy Manual

Policy 708: Ethics and Conflicts of Interest Page 1 of 2


Policy 708: Ethics and Conflicts of Interest Revised: October 1, 2005

POLICY

Employees are expected to use good judgment, adhere to high ethical standards and avoid situations that create an actual or perceived conflict between their personal interests and those of the Agency. PMHCC requires that the transactions employees participate in are ethical and within the law, both in letter and in spirit. An employee of PMHCC may not be compensated, either directly or indirectly for any activity related to the work of the Agency except by the Agency.

Employees have an obligation to conduct business within guidelines that prohibit actual or potential conflicts of interest. This policy establishes only the framework within which PMHCC wishes the business to operate. The purpose of these guidelines are to provide general direction so that employees can seek further clarification on issues related to the subject of acceptable standards of operation.

DETAILS

1. Employees may not solicit or accept gifts, tips, cash or donations from clients, patients, visitors, vendors, contractors, providers (or potential vendors, contractors, providers) or other interested parties with whom the Agency does business.

2. Non-employees may not solicit or distribute literature to employees on Company property at any time. The only exception to this policy is in the case of Company-sponsored solicitation.

3. Any employee who represents the Agency must be free from any conflict of interest in dealing with third parties. Dealing with any vendors, salespersons or other service providers shall be done on the basis of merit and in the best interest of the Agency without favor or preference to any party based upon personal consideration or financial gain.

4. Transactions with outside firms must be conducted within a framework established and controlled by the executive level of PMHCC. Business dealings with outside firms should not result in unusual gains for those firms. Unusual gain refers to bribes, product bonuses, special fringe benefits, unusual price breaks, and other windfalls designed to ultimately benefit the employer, the employee, or both. Promotional plans that could be interpreted to involve unusual gain require specific executive-level approval.

If an employee or someone with whom the employee has a close personal relationship has a financial or employment relationship with a competitor, vendor, potential vendor, or customer of the agency, the employee must disclose this fact in writing to the Chief Human Resources Officer. The agency will determine what course of action must be taken to resolve any conflict it believes may exist. If the conflict is severe enough, the agency may be forced to ask the employee to tender his/her resignation. PMHCC has sole discretion to determine whether such a conflict of interest exists.

PMHCC Policy Manual


Policy 708: Ethics and Conflicts of Interest Revised: October 1, 2005

Policy 708: Ethics and Conflicts of Interest Page 2 of 2 Policy 708: Ethics and Conflicts of Interest

5. An actual or potential conflict of interest occurs when an employee is in a position to influence a decision that may result in a personal gain for that employee or for a relative as a result of PMHCC's business dealings. (For a definition of a relative, see Nepotism policy in Section 7.)

6. No "presumption of guilt" is created by the mere existence of a relationship with outside firms. However, if employees have any influence on transactions involving purchases, contracts, or leases, it is imperative that they disclose to an officer of PMHCC as soon as possible the existence of any actual or potential conflict of interest so that safeguards can be established to protect all parties.

Employees may engage in outside business activities, provided such activities do not adversely affect the organization or the employee's job performance and the employee does not work for a competitor, vendor, or client (See Policy 312, Outside Employment and Income).

7. Personal gain may result not only in cases where an employee or relative has a significant ownership in a firm with which PMHCC does business, but also when an employee or relative receives any kickback, bribe, substantial gift, or special consideration as a result of any transaction or business dealings involving PMHCC. Gifts may only be accepted if they have a nominal retail value and only on appropriate occasions (e.g. holiday gift).

8. There is no way to develop a comprehensive, detailed set of rules to cover every business situation. The tenets in this policy outline some basic guidelines for ethical behavior at PMHCC. Contact the Chief Executive Officer or designee for more information or questions about conflicts of interest. Below is a list of other prohibited conducts under this policy:

a) Serving as an employee, executive, director, or consultant with or on behalf of a competitor, customer, client or supplier of materials or services;

b) Borrowing money from or lending money to any employee, executive, director, competitor, customer, client, or supplier;

c) Accepting discounts or personal purchases of a suppliers’ or customers’ products and/or services, unless such discounts are offered to other members of the general public; or

d) Falsifying, altering, or untimely destroying any account, record and/or other business-related document.

9. Violation of this policy will result in disciplinary action, up to and including termination of employment.

PMHCC Policy Manual

Policy 709: Smoking in the Workplace Page 1 of 1


Policy 709: Smoking in the Workplace Revised: July 1, 1999

POLICY

In keeping with PMHCC’s intent to provide a safe and healthful work environment, smoking is prohibited throughout the workplace. It is the policy of the Agency to comply with all applicable Federal, State, Local, and building regulations regarding smoking in the workplace and to provide a work environment that promotes productivity and the well-being of its employees.

DETAILS

1. In accordance with the Surgeon General's issuance of a definitive statement that non-smokers are at risk of lung cancer and pregnancy complications when they are in closed environments with smokers, the Agency prohibits smoking in the workplace.

2. There will be no smoking in Agency common areas such as lounges, conference rooms, rest rooms, hallways and no smoking in private offices.

3. The Human Resources Department is responsible for implementing and monitoring smoking regulations and Directors and Supervisors are expected to enforce such regulations.

4. The Agency does not discriminate against individuals on the basis of their appropriate use of legal products, such as tobacco.

PMHCC Policy Manual

Policy 710: Work Appropriate Dress Code Page 1 of 1


Policy 710: Work Appropriate Dress Code Revised: January 15, 2004

POLICY

All employees are required to dress and groom in a manner that is appropriate for business within the Agency. As each employee is a representative of PMHCC, it is the employee’s responsibility to dress in a manner enhancing a positive image of the Agency.

DETAILS - Dress Guidelines

1. Staff who do not have to attend meetings with persons not employed by PMHCC or affiliates are expected to use common sense and discretion and wear clothing that is appropriate for the workplace. Clothing must be neat and appropriate for work. Any employee deemed to be dressed inappropriately, by their supervisor, will be sent home on their own time to change.

2. Staff attending meetings with persons who are not employed by PMHCC are expected to dress in business attire.

PMHCC Policy Manual

Policy 801: Human Resources Services Page 1 of 1

Section 8: Human Resources Services Issued: July 1, 1999

Policy 801: Human Resources Services Revised: November 10, 2011

PURPOSE

PMHCC’s Department of Human Resources, as part of Administration I s responsible for equal and fair employment practices with a pledge to respond to the changing needs of OMH/OMR, PMHCC, and PMHCC programs.

Human Resources is committed to quality, timely, and accurate service using cost-effective, best-practice methods with the highest professional and ethical standards.

DETAILS

Responsibilities to this office include:

1. The interpretation of Federal, State, and personnel policies and procedures as they apply to PMHCC;

2. The development of PMHCC policies and procedures to ensure fair and consistent application of Federal, State, and Agency regulations and human resources principals;

3. The administration of a competitive fringe benefit package;

4. Provide staff support to PMHCC’s programs and its affiliated corporations in all human resources affairs;

5. Administration and performance evaluation process and communicating, in a timely and effective manner according to established policy and procedure;

6. Handles and investigates staff discipline and staff grievances matters in a fair and consistent manner according to established policy and procedure;

7. Advises and assists in the recruitment/selection process for all positions upon receiving an approved requisition;

8. Provides updates to the ADP payroll system with new employees, terminations, changes to salary, and other payroll changes made by employees;

9. Assure, through periodic audits, that all staff files and documentation are current and are in compliance for annual audit;

10. Provide manager in-services on new and existing policies and procedures and Manage/Supervisor training on how best to manage human resources.

PMHCC Policy Manual

Policy 802: Human Resources Staff Responsibility Page 1 of 3


Policy 802: Human Resources Staff Responsibility Revised: March 1, 2008

The PMHCC Human Resources Department Staff is here to assist you. Below is a list of staff member areas of responsibility. This information is provided to assist all managers, supervisors and employees of PMHCC and their affiliated corporations and PMHCC Community Treatment Teams, Inc. with all their Human Resources needs.

Chief Human Resources Officer - All areas of responsibility tasked to all staff members. Direct responsibility for the following:

Organizational Planning and Development

Assist and advise Senior Management of HR related issues

Succession Planning

Define all Human Resources Programs

Employee Relations/Disciplinary/Grievance Issues/EEO Claims

Benefits Negotiation/Budget or Contract Approvals

Human Resources Training Programs

Annual Human Resources Report

Policy Clarification, Changes and Updates

Program Salary Reviews & Job Grade Analysis

Terminations-Involuntary

Annual United Way Campaign

Tuition Reimbursement Request and tracking

Oversee implementation of all programs through HR Staff

Monitors HR Staff activity

Human Resources Manager

Recruitment Administration and Employment Requisition Processing

Employee Referral Program

HRIS Management and Maintenance/Talent Management (HRB)

Temporary and Employment Agency Liaison

Unemployment Compensation

Employment Practices-Job Postings and advertisement

PMHCC Policy Manual



Policy 802: Human Resources Staff Responsibility Page 2 of 3 Policy 802: Human Resources Staff Responsibility

Labor and Employment Law Notices and Postings Compliance

Employee Relations

Job Description Compliance

New Hire Orientation

Background Checks

Verification of Employment and Education

Supervision of HR Assistant

HR Database Manager

Manages HR Databases through updating & auditing HRB & ADP

HR Desktop Procedures Database

Worker's Compensation Claims

Family and Medical Leave, Disability and Personal Leaves of Absence

Reconcile Monthly Invoices (Health & Welfare and Voluntary plans)

Performance Evaluation Tracking and Notification

Up Close and Personnel Newsletter

Management Reports (monthly and annually)

Pension Plan Contribution Data Management

Benefit Administration

COBRA Administration

HR Coordinator

Open Enrollment Coordination

Pension Plan Communication and Meetings; Loans and Withdrawals

Tuition Reimbursement Check Distribution

Vaccination Program

Distribution of Years of Service Awards

Distribution of Tuition Reimbursement Checks

Payroll Changes

PMHCC Policy Manual



Policy 802: Human Resources Staff Responsibility Page 3 of 3 Policy 802: Human Resources Staff Responsibility

Input Performance Ratings

Arrange for equipment repairs, supply inventory and ordering

Prepare New Hire Packets/Policy Manuals

Photo Identification

HR Assistant

Data Entry and Filing of Electronic Resumes

Human Resources Forms Inventory and Ordering

Video and Reference Library

Assigned Property System Delegate

General File Maintenance (Personnel, Medical & Other)

HR Mail Retrieval, Logging and Distribution

Data Entry and Filing of Paper Resumes/Applications

Greet visitors, answer phones

Faxing

PMHCC Policy Manual

Policy 901: Travel Arrangements Page 1 of 2

Section 9: Purchasing Issued: July 26, 1995

Policy 901: Travel Arrangements Revised: October 1, 2005

POLICY

PMHCC recognizes that employees must be reimbursed for business-related travel expenses and for professional development through conferences and seminars.

DETAILS

1. Travel for PMHCC Employees - All purchase requisitions relating to a conference/seminar should be submitted to your Program Director and forwarded to the Chief Executive Officer for approval. Please adhere to the following procedure.

a) Hotel/Motel Reservations - employees may call a hotel/motel to determine availability and rate information. If related to a conference or seminar, the following things should be kept in mind when requesting information:

availability of conference rates

availability of government rate (as a member of a quasi-public nonprofit agency)

You can guarantee the reservation through a personal credit card. HOWEVER, YOU MUST THEN COMPLETE A PURCHASE REQUISITION AND HAVE IT APPROVED BY YOUR PROGRAM DIRECTOR AND CHIEF EXECUTIVE OFFICER. The Purchasing Services Coordinator will then advance deposit the amount of your room and tax charges for your stay.

b) Transportation - PMHCC employees must use the most economical and efficient means of transportation available. If out of town travel is required, the employee can request information for flights (rates, times etc.) from the Administrative Services Manager. YOU MAY NOT BOOK THE FLIGHT OR TRAIN TICKETS. Send a Purchase Requisition through your Program Director and the Administrative Services Manager will book your tickets. Upon arrival at PMHCC, the tickets will be distributed to the appropriate employee. PMHCC will not advance deposit for rental vehicles, as the rental car companies require a driver's license and credit card in the same name.

PMHCC Policy Manual


Policy 901: Travel Arrangements Revised: October 1, 2005

Policy 901: Travel Arrangements Page 2 of 2 Policy 901: Travel Arrangements

c) Use of Personal Vehicles - Use of personal vehicles will be reimbursed through an Employee Reimbursement Form. Also, all necessary highway and bridge tolls will be reimbursed at the face amount of your receipts. Employees who use their personal vehicle for Agency business will not be reimbursed for mileage going to and from the regular workplace and home. Where an employee travels to a non-regular workplace site directly from home or travels directly home from a non-regular workplace site, mileage will not be reimbursed unless the distance is greater than between the employee’s home and regular workplace. Reimbursement will be made for the difference between (1) the home-to-regular-workplace distance, and (2) the regular-workplace-to-work site distance.

d) Professional Conferences - when you learn of a conference or seminar that is related to your job and through which you may improve your knowledge and efficiency, you may request that PMHCC pay for the conference or seminar fees. A Purchase Order Requisition, Letter of Justification from the Program Director with an estimated total cost should be sent to the Chief Executive Officer for approval. Once approval is granted, all three forms are forwarded to the Administrative Services Manager for processing.

PMHCC Policy Manual

Policy 902: Cellular Telephones Page 1 of 2


Policy 902: Cellular Telephones Revised: September 20, 2004

POLICY

1. Cellular Telephones: Purchase and Assignment - Cellular telephones are purchased for and assigned to program units and administrative departments when their staff needs to be readily accessible to accomplish their job duties, and these devices provide an effective and cost efficient means for assuring immediate communication. The program and administrative Directors are responsible for the proper use of this equipment. The Chief Executive Officer must approve the purchase and assignment of cellular telephones. Cellular telephones are for business purposes. Cellular telephones are to be used only when necessary, i.e., when a standard telephone is not available.

2. All cellular telephones must be kept in a secure and readily available location when not in use. Outside of the office, cellular telephones must be kept in the employee’s personal possession. If a cellular telephone is lost or stolen, you should immediately report the loss to both your Program Director and the Purchasing Office. A replacement may be obtained, and, the cost for a replacement telephone will be assessed to the employee. Cellular Telephone Assignment The following criteria will apply to staff positions that are currently ASSIGNED cell phones as determined by the Program/Department Director, the position’s duties:

a) Require out of office work twenty percent or more of the time (i.e. an average 1 day or more per week)

AND;

b) Require telephone communication accessibility, while out of the office, by the home office, clients and/or related parties

AND;

c) Make prohibitive telephone access to/from those parties via pay telephone, other office and/or residential home telephones.

3. Cellular Telephone Usage - All assigned cellular telephones may not be used for personal reasons, except for emergency purposes where no regular telephone is available. Should a cellular telephone assigned to a PMHCC position be used for personal reasons (not-job related), the user(s) may be subject to disciplinary action up to and including termination.

PMHCC prohibits the use of agency or personal cellular telephone for business purposes while actively driving a vehicle. If it is necessary to use a cell phone for business purposes while driving, then a "hands-free" cellular phone system must be used.

PMHCC Policy Manual


Policy 902: Cellular Telephones Revised: September 20, 2004

Policy 902: Cellular Telephones Page 2 of 2 Policy 902: Cellular Telephones

4. Camera, Picture, and Video Cellular Telephones - Due to concerns over privacy, confidentiality, security, and sensitivity, use of the photographic capabilities of personal camera, picture or video cellular telephones is prohibited on all PMHCC and affiliates premises and property. Use of this technology is also prohibited while an employee is conducting official business for PMHCC and affiliates away from PMHCC premises and property.

This policy does not forbid the normal voice use of cellular phones that have photographic capabilities. However, it prohibits the use of the camera-related technology while in PMHCC and affiliates work settings. Violations of this policy may result in progressive discipline up to and including termination.

PMHCC Policy Manual

Policy 903: Pagers Page 1 of 1


Policy 903: Pagers Revised: July 1, 2002

POLICY

Pagers are purchased for and assigned to program units and administrative departments when their staff needs to be readily accessible to accomplish their job duties, and these devices provide an effective and cost efficient means for assuring immediate communication.

DETAILS:

The Program and Administrative Directors are responsible for the proper use of this equipment. The Chief Executive Officer must approve the purchase and assignment of pagers. Pagers must be kept in a secure and readily available location when not in use. Outside of the office, pagers must be kept in the employee’s personal possession. If the pager is lost or stolen, you should immediately report the loss to both your Program Director and the Purchasing Office. A replacement may be obtained, and, if there is a cost for the replacement, then that cost will be assessed to the employee.

PMHCC Policy Manual

Policy 904: Corporate Credit Cards Page 1 of 1


Policy 904: Corporate Credit Cards Revised: July 1, 2002

POLICY

It is the policy of PMHCC to provide the necessary tools for all employees to complete the functions of their position. At the discretion of the Chief Executive Officer, this may require that an employee be assigned a corporate credit card for use in the performance of his/her duties. All such cards are to be used for corporate business only, and any and all benefits that may accrue from the use of the card are the property of the Corporation. Charges for personal use of a corporate credit card are prohibited. Misuse of the credit cards or use of accrued benefits will be subject to disciplinary action, up to and including dismissal.

PMHCC Policy Manual

Policy 905: Miscellaneous Service Requirements Page 1 of 1


Policy 905: Miscellaneous Service Requirements Revised: October 1, 2005

POLICY

PMHCC will provide funding for the Agency and its program’s needs for certain service requirements. Service requirements include catering, printing, flowers, etc.

Employees may request information and prices from potential vendors for these needs.

If the price of the required services will exceed $500, three price quotations and the supporting documentation are necessary.

All such requests must have prior approval from the Program Director and the Chief Executive Officer.

All such requests should be submitted at least two weeks in advance via e-mail and followed by a purchase requisition to the Purchasing Department.

Names of potential vendors can be obtained from the Administrative Services Manager.

Programs can arrange for their own catering needs provided the expense is under $500.

PMHCC Policy Manual

Policy 907: Office Equipment Maintenance and Repairs/Service Page 1 of 1


Policy 907: Office Equipment Maintenance and Repairs/Service Revised: October 1, 2005

POLICY

All office equipment owned or leased by PMHCC should only be used for Agency purposes and operated according to instructions. Each piece of equipment should have a primary user that is totally familiar with the equipment and its operational capabilities.

DETAILS

1. Maintenance Contracts - All PMHCC equipment with a high replacement value will be covered by a maintenance contract that will be arranged by the Administrative Services Manager. These contracts will be charged to the appropriate cost center and will be renewed on an annual basis.

2. Repairs - All requests for repair or service for office equipment leased or owned by PMHCC or its affiliate organizations must come through the Purchasing Department. Vendors have been instructed not to respond to calls for service unless the caller has the proper equipment identification number. For almost all of PMHCC's office machines, there is a specific vendor for service. Please contact the Purchasing Department immediately when service is required.

PMHCC Policy Manual

Policy 908: Office Supplies, Office Furniture and Capital Equipment Page 1 of 1


Policy 908: Office Supplies, Office Furniture and Capital Equipment Revised: April 27, 2015

POLICY

All purchasing (except petty cash purchases) is done through a Purchase Requisition system. Once an employee has identified a need for their department, they are to complete the Purchase Requisition, have it approved and signed by the appropriate level of management, and then send it to PMHCC Administration. The Administrative Services Manager or the Chief Administrative Officer will identify a vendor, order the product/service, and notify the requesting program of the order and expected delivery date. While specific examples of purchases are outlined below, it is important to remember that there are certain levels of approval required. They are as follows:

Staff - must request prior approval for all purchases of the Program Director.

Program Director/Department Head - may authorize all purchases up to $500.00. See details below regarding purchases over $500.00.

DETAILS

1. For computer hardware, software and peripherals please refer to Policy 1102: Procurement of Computer Hardware, Software and Peripherals.

2. For office supplies and small office equipment, the requesting employee will complete an online order via the Staples Advantage website that must be approved and signed by the Program Director before it is processed.

3. The form is to be forwarded to the PMHCC Office Assistant by email, fax or interoffice mail. The Executive Office must receive all supply orders by 12:30 p.m. on the designated office supply bi-monthly ordering date.

4. Staples Advantage website ordering information, order supply catalogs, and ordering dates can all be obtained by contacting the Executive Office.

NOTE: The Executive Office should be contacted immediately if any items are not received on the scheduled delivery date. Any returns will not be accepted after one week of the scheduled delivery date.

5. Office furniture and capital equipment – For these purchases, three price quotations and the supporting documentation must be obtained. Such items could be office furniture, fax machines and copiers. Once the Program Director has determined that there is a need for a capital expenditure, the following policy must be followed. Capital equipment is defined as an item or group of like items over $500.00 that has a useful life of three years or more. An email request approved by the Program Director should be sent to the Administrative Services Manager for each capital equipment item being requested. The Administrative Services Manager will obtain three quotes and inform the Program Director in writing of the prices obtained. Unless otherwise documented, the lowest price will be chosen. When capital equipment is delivered to the department it is the responsibility of the Administrative Services Manager to ensure it is properly tagged and recorded in PMHCC’s inventory listing.

PMHCC Policy Manual

Policy 909: Petty Cash Page 1 of 1


Policy 909: Petty Cash Revised: July 1, 2002

POLICY

Petty cash purchases are for small amounts (less than $25) and in emergency situations only. The Purchasing Services Coordinator will maintain a petty cash reserve and all requests must be approved by a Program Director. A petty cash receipt and a store receipt from the purchase must be recorded for all expenditures. All such disbursement requests should be in writing and addressed to the Purchasing Services Coordinator.

With justification, the Chief Executive Officer may approve a Program Petty Cash Fund and maximum dollar amount. Replenishment of this revolving fund must be requested via Purchase Requisition and all receipts for prior expenditures attached, totaling the exact amount requested for fund replenishment. The Purchasing Services Coordinator will supply the necessary recording forms and procedures for the maintenance of the Program Petty Cash Fund.

A Program Petty Cash Fund is subject to audit at any time by a representative of the Fiscal Department of PMHCC.

PMHCC Policy Manual

Policy 910: Business Publications & Memberships in Professional Organizations Page 1 of 1


Policy 910: Business Publications & Memberships in Professional Organizations Revised: July 1, 2002

POLICY

PMHCC will pay for subscriptions to those publications that are deemed necessary for the organization and its employees to maintain knowledge of events and advances in the mental health and related fields. All such subscriptions must be approved by the Program Director and must be purchased through the purchase requisition process. PMHCC will fund the cost of Agency membership in organizations serving the mental health and related fields if the membership is in a nonprofit organization and the services provided are related to these fields. No individual memberships will be funded by PMHCC.

PMHCC Policy Manual

Policy 911: Automobiles: Maintenance, Usage, and Repairs Page 1 of 6


Policy 911: Automobiles: Maintenance, Usage, and Repairs Revised: October 17, 2006

POLICY

PMHCC maintains a fleet of vehicles for corporate use. Automobiles and other vehicles are purchased by PMHCC for direct program and administrative business purposes. Vehicles are purchased when corporate ownership provides the most cost effective means of transportation. Vehicles are for and are assigned to individual program units and administrative departments for business purposes. All PMHCC vehicles that have protected garage space must be stored there at the end of each business day and weekend. Vehicles assigned to designated staff members are for the sole protection of the vehicle at their home site, evenings and weekends, and not for personal use. Purchase and assignments of vehicles for a program unit or administrative department must be approved by the Chief Executive Officer.

When a personal vehicle (required by the position or use on a voluntary basis) is used for corporate businesses all relevant sections of this policy apply.

ALL EMPLOYEES USING A CORPORATE VEHICLE OR PERSONAL VEHICLES FOR PMHCC BUSINESS ARE REQUIRED TO DRIVE IN A RESPONSIBLE MANNER. FAILURE TO ADHERE TO ALL LAWS OF THE COMMONWEALTH AND ALL POLICIES OF THE AGENCY COULD LEAD TO DISCIPLINARY ACTION, UP TO AND INCLUDING DISMISSAL FROM EMPLOYMENT.

DETAILS

1. Assignment – All corporate vehicles, if available, can be used for business purposes by any corporate employee provided that the driver’s license and corporate insurance coverage requirements listed in Section 9.10 have been met. The responsible program unit or department director must approve the use; Directors should make reasonable accommodations for these requests. Use of corporate vehicles by employees for personal use is limited to special circumstances. Personal use of corporate vehicles by employees will only be granted for corporate purposes, such as a part of an employee’s compensation arrangement; to reduce insurance costs for the Corporation; and to reduce overall travel costs. The Chief Executive Officer must approve personal use of vehicles by any employee. All vehicles will be disposed of (traded, sold, etc.) by the PMHCC Purchasing Department after a review with the relevant Program Director and Chief Executive Officer.

2. Records – A Monthly Mileage Log must be maintained in all PMHCC vehicles, and the logs are to be forwarded to the Purchasing Department no later than the 10th of each month for the previous month by the responsible Program Director.

PMHCC Policy Manual



Policy 911: Automobiles: Maintenance, Usage, and Repairs Page 2 of 6 Policy 911: Automobiles: Maintenance, Usage, and Repairs

3. Maintenance – should be performed at the manufacturer’s recommended scheduled mileage or time limits. Once the manufacturer’s warranty expires, PMHCC has arranged for all corporate owned vehicles to be serviced by a local garage. For standard maintenance or normal service, please contact the Purchasing Department. In most instances, vehicles will be serviced within 3 days of the request, and be out of service for one day. In some cases service may take longer. In an emergency situation (defined as a breakdown or similar vehicle failure), obtain service via the best available means and then submit a claim through the employee reimbursement process.

4. Registration – Vehicle registrations will be sent to each Program Director and it’s the responsibility of the Program Director to ensure that each vehicle in their department has the proper inspection sticker on the front window and license plate. If the registration has expired on the vehicle then you should report this to your Program Director and do not drive the vehicle. The Program Director will pull the vehicle out of service until a current registration card is received.

FAILURE TO REGISTER THE VEHICLE COULD RESULT IN THE AUTOMOBILE BEING IMPOUNDED.

5. Inspection – When your new registration card and license plate sticker are received in the Purchasing Department, e-mail will be sent to the Program Director informing them that an inspection is due for the specified vehicle. It is the Program Director’s responsibility to make sure that all inspection stickers are up to date.

6. Accident/Vandalism – in the event of an accident involving a PMHCC vehicle or personal vehicle on PMHC business, call the police and do not leave the scene of the accident until the police arrive. A completed Vehicle/Vandalism Report describing the accident/vandalism and a copy of the police report should be forward to the Purchasing Department within 24 hours (See Section 13, PMHCC Forms).

7. Use of Cell Phones – PMHCC prohibits the use of agency or personal cell phones for business purposes while actively driving a vehicle. If it is necessary to use a cell phone for business purposes while driving, a “hands free” cell phone system must be used.

PMHCC Policy Manual




8. Parking – All PMHCC corporate owned vehicles are required to remain in their assigned parking lots at the end of the day, unless an employee has obtained prior approval from the Chief Executive Officer and Program Director to keep the vehicle out overnight. PMHCC will provide parking for all corporate vehicles and for PMHCC employees as deemed necessary by their job responsibilities.

If an employee must use his/her privately owned vehicle in the normal course of his/her duties, and the parking and charges would exceed the cost of a monthly parking space, PMHCC may provide monthly parking for that employee, with the direction of the Program Director and the approval of the Chief Executive Officer.

9. Ticketed Violations – All violations and fines are the personal responsibility of the employee driver and not PMHCC. This includes: moving violations and parking violations of notices or regulations that are posted on public or private property as well as legally defined no parking areas (e.g. fire hydrants, distances from traffic signs, traffic lights, street corners, etc.).

Upon receipt of the notice of violation, the violator must pay the fine immediately. If the violation is appealed and lost, any subsequent fine must be paid. Should PMHCC Administration receive a notice of an unpaid fine (plus penalty), the assigned driver of the vehicle or the Program Director to whom the vehicle is assigned will be notified to pay the amount, due immediately. Should a recurring fine not be paid, PMHCC may pay the fine and assess the responsible party for the total amount (plus 20% PMHCC costs) as a payroll deduction.

FAILURE TO PAY FINES COULD RESULT IN THE AUTOMOBILE BEING IMPOUNDED BY THE LOCAL GOVERNMENT AND/OR PMHCC ADMINISTRATION.

10. Driver Eligibility and Motor Vehicle Report Review

To be eligible to operate a vehicle for PMHCC business all employees must have a valid driver’s license and meet the following criteria:

a) Motor Vehicle Reports (MVR’s) will be obtained for all new drivers during the first three (3) days of employment. A new employee will not be allowed to drive a vehicle for PMHCC business until his/her MVR is obtained and the employee is eligible to drive (see (d) below).

b) On an annual basis, MVR’s will be obtained for all employees who drive vehicles on PMHCC business. This review of the MVR will result in the determination of whether an employee can continue to drive on PMHCC business.

PMHCC Policy Manual




c) Employees who operate their own personal vehicles on company business must maintain the minimum Auto Liability Insurance coverage as stipulated by the state issuing the valid driver’s license. Also the employee must provide a copy of their current Financial Responsibility Identification Card to their Program Director. The Program Director will submit the copies to the PMHCC Administrative Services Manager.

d) DRIVER ELIGIBILITY GUIDELINES

ANY DRIVER (EMPLOYEE OR APPLICANT) SHOWING ONE OF THE FOLLOWING WILL NOT BE ALLOWED TO DRIVE ON COMPANY BUSINESS (INCLUDING EITHER A PMHCC OR PERSONAL VEHICLE) AND WILL BE DEEMED AN “UNACCEPTABLE DRIVER”.

Unacceptable Driver: A “Driver” will be classified as an “Unacceptable Driver” if the MVR check so indicates, or if it is otherwise determined that the driver has one or more of the following violations in the past 3 years.

One (1) or more Type “A: Violations in the past 3 years.

Three (3) or more accidents (regardless) of fault in the last 3 years.

Three (3) or more “B” violations in the past 3 years.

Any combination of accidents and Type “B” violations which equal four (4) or more in the last 3 years.

Two (2) or more Type “B” violations and or accidents in the most recent year.

Type “A” Violations:

Driving While Intoxicated

Driving While Under the Influence of Drugs

Negligent Homicide Arising out of the use of a Motor Vehicle (gross negligence)

Operating During a period of Suspension or Revocation

Using a Motor Vehicle for the commission of a Felony

Aggravated Assault with a Motor Vehicle

Operating a Motor Vehicle without the Owners Authority (grand theft)

Permitting an Unlicensed Person to Drive

Reckless or Careless Driving

PMHCC Policy Manual




Leaving the scene of an accident

Eluding a police officer

Speed Contest (racing)

Hit and run (Bodily Injury or Property Damage)

Type “B” Violations:

Driving in excess of posted speed limit

Improper lane changes

Following the vehicle ahead too closely

Failure to yield

Failure to obey a traffic sign/signal

Illegal lane crossover

Failure to signal

Driving on the wrong side of the road

Illegal passing

A violation, arising in connection with a fatal accident, of state and local law related to motor vehicle traffic control.

This list above is meant to provide examples of what is considered a Type B Violation. This list does not include every possible moving violation.

Exclusion of Drivers – At the time of our vehicle insurance renewal, PMHCC, Inc. will run a Motor Vehicle Report (MVR) on all employees who drive for the company.

New Employees - A MVR is run on all new employees during their first three days of employment. The Human Resources Department will forward a copy of the new employee’s driver’s license to the Purchasing Department.

Current Employees – A MVR is run annually, usually during the close of the fiscal year.

PMHCC Policy Manual




All employees excluded from coverage are considered an unacceptable driver by PMHCC based upon serious driving infraction on file at the Department of Transportation in your issuing state (See “Unacceptable Driver” as defined above).

Notification Procedures – After receiving the MVR, the MVR is reviewed by the Administrative Services Manager and if the employee is deemed an unacceptable driver, the Program Director and employee will receive a Driver Exclusion Letter.

A Driver Exclusion Letter informs the employee and Program Director of serious driving infractions on record. The letter also states that the employee cannot drive a company vehicle or his/her personal vehicle on company business. The employee will receive a copy of the MVR. The letter will also include the address to the Department of Transportation (D.O.T.) in the issuing state should the employee believe there is an error in the D.O.T. records and wish to contact the D.O.T.

Once the employee has reviewed his/her MVR and has contacted the D.O.T. in his/her issuing state and has received a written notice from the D.O.T. that an error has been corrected. The employee and Program Director will receive a Driver Acceptance Letter.

A Drivers Acceptance Letter informs the employee and Program Director that driving privileges has been restored.

IF A VALID DRIVER’S LICENSE AND THE ABILITY TO DRIVE IS A WORK REQUIREMENT, AND THE PMHCC STAFF MEMBER IS DETERMINED TO BE INELIGIBLE TO DRIVE FOR PMHCC BUSINESS, THE PROGRAM DIRECTOR MUST DECIDE IF THE POSITION INCUMBENT CAN OTHERWISE PERFORM THEIR DUTIES OR BE TERMINATED FROM EMPLOYMENT.

THE DRIVER CAN CONTACT THE DEPARTMENT OF TRANSPORTATION’S (D.O.T.) DRIVER AND VEHICLE SERVICES IN THEIR ISSUING STATE SHOULD THEY BELIEVE THERE IS AN ERROR IN THE D.O.T. RECORDS. A WRITTEN NOTICE FROM THE D.O.T. IS REQUIRED TO CORRECT ANY SUCH ERRORS OR REMEDIATION.

PMHCC Policy Manual

Policy 912: Independent Contractor/Consultant Services Page 1 of 2


Policy 912: Independent Contractor/Consultant Services Revised: April 27, 2015

POLICY

Independent Contractor (IC) Services are, by definition, the purchase of time and expertise from an organization, business, or individual not employed by PMHCC. This is not meant to include certain services, such as catering, printing, etc. All IC Services require the execution of a contract between PMHCC and the IC signed by the Chief Executive Officer or Designate. The required IC contract format can be found on the PMHCC website (www.pmhcc.org) under “Forms”. All ICs are considered independent contractors engaged for specific services. All IC services require the prior approval of the Chief Executive Officer. All ICs that must travel for PMHCC are required to conform to corporate policies concerning hotel/motel charges, per diem allowances and mileage charges. IC can be hired on any one of the following basis: hourly rate, per diem rate, or by the project with a maximum contract period reimbursement amount to be stipulated in the contract. The IC will invoice PMHCC through the program that required the services and the Program Director or Designate must approve all invoices and submit the same attached to a PMHCC Purchase Requisition. The invoice should reference either the original purchase requisition or the contract that governs the services. All invoices will to be paid within thirty days from the date of approval by the Program Director or Designate, not the date of invoice.

DETAILS

All of the following factors (criteria) define each person classed as an “independent contractor." Should all not be substantiated, you must review the status of the IC: (1) ensure that all criteria apply; (2) consider engaging the person as a PMHCC employee or an employee of another organization, or; (3) sever any direct working relationship with the person.

The criteria that differentiates an IC from an Employee are:

a) Contracts – Employees do not have a written contract and are employed at the will of the Agency, subject to all PMHCC Policies and Procedures. ICs have a written contract (See Independent Contractor Contract Format on the PMHCC website (www.pmhcc.org) under “Forms”.) (See Procedure at the end of this policy)

b) Instruction – Employees must comply with instructions or when, where, and how work is to be performed. ICs can be held responsible for the final product not how it is done.

c) Training – Employees often receive training from their employers; ICs do not.

d) Integration – Employees provide services that are an integral part of a company’s day-to-day operations; ICs should not do work that determines the success or continuation of the hiring firm.

e) Services rendered personally – Employees must do their own work; IC generally can hire other people to do their work.

f) Hiring, supervising, and paying assistants – Employees hire, supervise, and pay assistants only at the discretion of the employer; IC can hire whomever they want.

PMHCC Policy Manual


Policy 912: Independent Contractor/Consultant Services Revised: April 27, 2015

Policy 912: Independent Contractor/Consultant Services Page 2 of 2 Policy 912: Independent Contractor/Consultant Services

g) Relationship to employer – Employees have a continuing relationship with their employer; IC generally move on after finishing a project.

h) Work Hours – Employees normally have set hours of work; IC set their own work hours.

i) Working full time – An employee may be required to work full time for an employer; IC can work when and for whom they choose.

j) Location of work – Employees must work where their employer specifies; IC, by contrast, can usually choose where to work.

k) Sequence of work – Employees may have the sequence of work established for them by their employers; ICs decide the sequence themselves.

l) Progress Reports – Employees may be required to prepare progress reports; ICs are responsible only for the final product and any interim products.

m) Method of payment – Employees are paid by amount of time worked; ICs are often paid a flat rate per project.

n) Business or travel expenses – Employee’s expenses are paid by the employer; ICs are responsible for their own expenses.

o) Tools and materials – Employees get all necessary supplies from their employer; ICs must provide their own.

p) Investment – Employees usually do not have an investment in equipment or facilities; ICs do.

q) Realization of profit or loss – Employees are paid for their labor and have no liability for business expenses; ICs can earn a profit or suffer a loss as a result of the services they provide.

r) Working for more than one firm – Employees may be restricted from working for another firm at the same time; ICs have no such restrictions.

s) Making services available to the general public – Employees work primarily for the hiring firm; ICs can make their services available to the general public.

t) Right to fire – An employee can be fired at any time, for almost any reason; ICs can be terminated only according to the terms of their agreement.

u) Right to quit – Employees may quit at any time without liability; ICs are legally obligated to complete the work they contracted to do.

Procedure

a) PMHCC Program Directors/Fiscal Authority should use the IC contract format. Complete the draft contract and submit to the office of the PMHCC Chief Executive Officer for review, approval, revision if necessary, final conforming, signature and processing.

PMHCC Policy Manual

Policy 1001: Space Planning and Relocation Page 1 of 1

Section 10: Facilities Management and Services Issued: July 1, 1999

Policy 1001: Space Planning and Relocation Revised: July 1, 2002

POLICY

All requests for additional space, relocations and renovations must be submitted in writing to the Chief Executive Officer for his approval.

DETAILS

Space Planning and Relocation - The Purchasing Department of PMHCC will assist any PMHCC program in planning their space for maximum efficiency and utilization. Please contact the Purchasing Services Coordinator for any assistance. From time to time, renovations will be required to the physical space that a PMHCC program may occupy. These renovations will be undertaken with the least disruption possible, but inconveniences will occur. Prior planning by the Program Director and the Purchasing Services Coordinator will minimize any problems. Any requests for reallocations or renovations should be submitted in writing to the Chief Executive Officer for his approval. Additionally, PMHCC programs may be relocated due to growth or other needs. The Program Director and the Purchasing Services Coordinator will coordinate these moves. The Chief Executive Officer must approve all moves.

PMHCC Policy Manual

Policy 1002: Furniture and Equipment Control Page 1 of 1


Policy 1002: Furniture and Equipment Control Revised: July 1, 2002

POLICY

All PMHCC owned or leased furniture and equipment has been assigned to a particular location. In order for the Purchasing Department and the Information Services Department to properly track these items, do not move items from one location to another without prior notification and approval. Once the Program Director and Chief Executive Officer have approved the move/relocation, the Purchasing Department or Information Services Department will arrange for relocation through the most economical means available. All affected personnel will receive as much notice as is possible.

PMHCC Policy Manual

Policy 1003: Meeting Room Reservation and Support Page 1 of 2

Section 10: Facilities Management and Services Issued: January 1, 2002

Policy 1003: Meeting Room Reservation and Support Revised: April 27, 2015

POLICY

All meeting room reservations for the PMHCC Board Room, Conference Room on the 22nd Floor and Conference Center on the 23rd Floor of 123 S. Broad Street must be made by the Program Director or delegated staff member. The request must be made at least one week prior to the date needed to the PMHCC Office Assistant.

DETAILS

1. All room requests should be emailed to the PMHCC Office Assistant, with a copy to the Program Director of the requesting department.

2. Requests must include:

Room requested

Reason for request

Room request date

Start and end time for room request (Access and Egress time)

Additional equipment needed (Audio/Visual requests must be made in advance via the I.S. Help Desk at x3656. Same day requests will not be honored.)

3. After the PMHCC Office Assistant receives the request, she/he will check the room reservation calendar to make sure the space is available for the date and time you requested. She/he will send you a confirmation, via email, with a copy to the Program Director of the requesting department and the Chief Administrative Officer. If the room requested is not available, the PMHCC Office Assistant will inform you via email and will assist you in finding alternate room space, if possible.

4. Room reservations do not include:

a) Catering services - You are responsible for your own catering needs. Access time should be set to accommodate catering set up time.

b) Assistance during the meeting.

c) Setup before the meeting and Cleanup after the meeting is over - Rooms must be left in the same condition that they were found.

5. Room cancellations - If it becomes necessary to cancel a room reservation, please notify the PMHCC Office Assistant immediately in writing, and copy the parties listed above. If you need to amend any reservation that was previously submitted to the PMHCC Office Assistant, send those changes in writing to the PMHCC Office Assistant, and copy the parties listed above.

PMHCC Policy Manual

Section 10: Facilities Management and Services Issued: January 1, 2002

Policy 1003: Meeting Room Reservation and Support Revised: April 27, 2015

Policy 1003: Meeting Room Reservation and Support Page 2 of 2 Policy 1003: Meeting Room Reservation and Support

If, for some reason, the email system is inoperable, all requests should be submitted by telephone and followed up by email once the system is operable. All other steps remain the same.

6. For Meeting Room Reservation at other PMHCC and affiliated agency locations, please contact the department administrator or receptionist.

PMHCC Policy Manual

Policy 1004: Building Services and Key Control Page 1 of 1


Policy 1004: Building Services and Key Control Revised: July 1, 2002

POLICY

All PMHCC employees and employees of affiliate organizations that occupy PMHCC space will be issued keys and security passkeys only as deemed necessary. It is imperative that you do not give your passkey to other employees, as the reporting system for the security service only identifies the person that the key was issued to as the user. Upon separation of employment, all door keys and security passkeys must be returned to the Human Resources Department (or they may be submitted to the Program Director).

DETAILS

1. Building Services and Key Control

a) Building Services - The Purchasing Department will provide support for all PMHCC programs for building services such as keys or a locksmith, air conditioning problems, leaks, or any other problem relating to the building or parking lots. Please contact the Purchasing Services Coordinator for any emergencies or needs in these areas. The Program Director, with the approval of the Chief Executive Officer, assigns parking spaces.

b) Key Control - The level of access will be determined by the employee’s job responsibilities and must be requested by the Program Director and approved by the Chief Executive Officer. All employees will acknowledge receipt of any key through a Key Control Log, and all keys must be surrendered to Human Resources upon separation from employment. Human Resources will then return all keys and security passes to the Purchasing Services Coordinator.

2. The Purchasing Department is responsible for key control at the 123 South Broad Street location. The Chief Executive Officer must approve the position responsible for key control at any other PMHCC or affiliate location.

PMHCC Policy Manual

Policy 1005: Company Property, Employee Responsibilities Page 1 of 2

Section 10: Facilities Management and Services Issued: March 2003

Policy 1005: Company Property, Employee Responsibilities Revised: April 27, 2015

POLICY

It is the policy of PMHCC to provide company property to employees to use while performing their work related duties. Employees who have been assigned company property have responsibility for the care and reporting of the property. Program Directors have additional responsibilities for the assignment of company property within their program/department.

DETAILS

1. Company property is defined as items purchased by the corporation for employees to use while performing their duties. The following is a list of items that are considered company property and for which employees have personal responsibility. The heading at the top of the lists identify which PMHCC Administrative Department maintains inventory management of the items:

Facilities Management Information Services Human Resources

Office furniture Desktop telephones Photo Identification

Fax machines Desktop computers

Copiers Laptop/Notebook computers

Automobiles Computer monitors

Keys/Electronic Passes Computer peripherals

Pagers Printers

Cellular telephones/Air Cards Tablets

Parking passes Projectors

2. It is the responsibility of the employee to use company property in a responsible manner and for business purposes only. It is also the employee’s responsibility to report any misuse, abuse, theft, or general failure of equipment to the proper PMHCC Administrative Department and to their supervisor or Program Director.

3. In the event that company property is stolen, employees should refer to “Policy 320: Incident Reporting Policy and Procedure” for further instructions.

4. Employees who lose their photo ID and/or Electronic Key Card must report it immediately to their supervisor and to the Human Resources Department. Replacement photo ID will be provided to the employee at no cost. Employees must call Human Resources to schedule an appointment to retake their photograph. Employees who lose their Electronic Key Card must notify their supervisor and will be charged the replacement cost at their location.

PMHCC Policy Manual

Section 10: Facilities Management and Services Issued: March 2003

Policy 1005: Company Property, Employee Responsibilities Revised: April 27, 2015

Policy 1005: Company Property, Employee Responsibilities Page 2 of 2 Policy 1005: Company Property, Employee Responsibilities

5. Reports will be sent to Program Directors on an annual basis by Facilities Management and Information Services which will detail the company property that has been assigned. Program Directors are responsible for distributing a copy of report to the employees in his/her program/department. Employees must review the annual report and notify his/her Program Director of any information that needs to be updated or corrected. The Program Director will forward the updates or corrections to Facilities Management or Information Services.

6. When an employee separates from the corporation or transfers to another

program/department, the employee is responsible for returning all company property to their Program Director. It is the Program Director’s responsibility for collecting all company property from separating employees.

7. All company property and any consumer property and/or records must be returned.

Failure to do so will be considered theft of property and PMHCC will take all appropriate actions to retrieve the property and records including reporting the theft to the local police department and filing a civil complaint with the local Court.

PMHCC Policy Manual

Policy 1006: Medical Emergency Page 1 of 1

Section 10: Facilities Management and Services Issued: October 1, 2005

Policy 1006: Medical Emergency Revised: March 1, 2008

1. Medical Emergency – In the event of a medical emergency Call 911 immediately. When calling 911 please give the following information:

a) Name of caller with phone number and extension

b) Address of building and location of the emergency

c) Nature of the emergency

2. After calling 911, please call the Security Desk or the designated person in your building to inform them of the emergency and give them your location.

3. The Supervisor must fill out an Incident Report (See Section 13, PMHCC Forms) and submit it to the relevant Program/Department Director and the Human Resources Department. The Human Resources Department will send a copy of the Incident Report to the Chief Executive Officer and Administrative Services Manager.

4. In case of an injury, an Employer’s Report of Occupational Injury and Disease Form (See Section 13, PMHCC Forms) must be completed and submitted as soon as possible.

5. PMHCC Locations and Security Contacts:

1001 Sterigere Street, Bldg. #2, Room 165

Tory Bright (610) 313-0924

123 S. Broad Street Security Desk (215) 985-3524

211 N. 13th Street Security Desk (215) 963-1491

520 N. Delaware Avenue Security Desk (215) 625-0138

701 Market Street Security Desk (215) 553-0700 or (215) 553-0701

801 Market Street Security Desk (215) 238-9658

1101 Market Street Security Desk (215) 922-1220

PMHCC Policy Manual

Policy 1101: Information Services Department Services Page 1 of 3

Section 11: Information Services Issued: December 1, 2007

Policy 1101: Information Services Department Services Revised: April 27, 2015

POLICY

The Information Services Department of PMHCC provides technology support. Our goal is to provide this support to each of PMHCC’s programs and affiliated organizations by maintaining a customer service support approach that assists them in achieving their departmental goals. Services provided by the Information Services Department include:

Procurement Services

Purchase computer equipment for PMHCC at the most competitive pricing available through reliable vendors who will offer value above the normal sale of equipment. Facilitate the delivery or return and accounting processes as required.

Contract Management Services

Purchase technology contracts on behalf of the corporation as required. Pro-actively search for the most competitive providers of services that will offer the best mix of service and price.

Inventory Management Services

Maintenance and management of inventories of computer and peripheral equipment. Warehousing of information such as location, component configuration, assignment, and warranty information. Reporting for insurance, auditing, and Program/Department accountability of company property.

Training Services

Providing employees with formal training classes that are equivalent to those offered by professional training companies. Classes are tailored to provide instruction in the use of our corporation’s most commonly used computer applications. Customized courses are developed and offered as requested. Provide new hire orientation training to aid in familiarizing newly hired employees with the technologies used in PMHCC and provide overview of critical technical policies and procedures that safeguard the corporation and customer data.

Help Desk Services

Offer computer software and hardware assistance to employees by means of telephone communications. Employees can call a single telephone number to report problems with equipment or software applications. The Help Desk will try to resolve the problem during the telephone call. If the Help Desk cannot resolve the problem, a technical resource will be

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Policy 1101: Information Services Department Services Page 2 of 3 Policy 1101: Information Services Department Services

dispatched to the employee’s site. An automated Help Desk application is used by the Information Services staff to track problems, status employees on the progress of their request and assign technical resources.

Computer Services

Services range from physically setting up computers, monitors, printers and other peripherals. Installation of software such as operating system, word processing, spreadsheet, database and utility applications. Recommending and applying upgrades to extend and maintain the usefulness of the above mentioned products. Determining the cause and correcting problems that may occur with computer hardware and software. Provide technical expertise to staff in an effort to assist in the everyday work related use of technology.

Network Services / Infrastructure Services

Provide the expertise necessary to support our corporate computer network. Physically connect computers and printers together by means of cables and other electronic devices to allow for the sharing of information and data electronically among multiple people. Management and administration of network operating system software including, but not limited to: User, printer, file, and server administration, server builds and troubleshooting, network monitoring, firewall security and preventative maintenance.

Software Legality Services

The Information Services Department will maintain “proof of purchase” records such as invoices or certificates of ownership from software manufacturers for computer Software applications that have been purchased through PMHCC. The “proof of purchase” methods used will assure the corporation is honoring the manufacturer’s legal requirements for using their software.

Telephone Services

The Information Services Department manages, installs and troubleshoots the telephone systems, telephones, and voice mail systems for the entire corporation. Management of outside telephone and cabling vendors are also part of this service.

Web Based Development

The Information Services Department designs and develops applications for the corporation's Internet web site – WWW.PMHCC.ORG. Information Services also develops other web sites for departments/programs as requested.

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Programming Analysis and Design

The Information Services Department provides computer application development and analysis in an effort to create useful in-house computer applications that meet the needs of the programs/departments.

PMHCC Policy Manual

Policy 1102: Procurement of Computer Hardware, Software and Peripherals Page 1 of 1

Section 11: Information Services Issued: July 1, 1999

Policy 1102: Procurement of Computer Hardware, Software and Peripherals Revised: April 27, 2015

POLICY

It is the policy of PMHCC that the Information Services Department will procure all computer-related hardware and software for PMHCC programs. The authorization to purchase will come from the Program Director of the requesting program.

PROCEDURE

1. The Program Director initiates a request via email to the Chief Information Officer for the possible procurement of computer hardware, software or computer peripherals.

2. The Chief Information Officer will provide the Program Director with a quotation of prices and options for selection. The pricing will be budgetary and not necessarily the final price. Once the Program Director has made his/her final selection and has verified that the requesting program’s budget has sufficient funding for the purchase, the Program Director will communicate via email to the Chief Information Officer an authorization to purchase the items.

3. The Chief Information Officer will complete a PMHCC Purchase Requisition and attach all necessary paperwork. The Chief information Officer and the Executive Director will sign the Purchase Requisition.

4. Once the items arrive, Information Services will perform all necessary configurations, installations, inventory forms and PMHCC property tagging.

PMHCC Policy Manual

Policy 1103: Computer Usage Responsibilities Page 1 of 2


Policy 1103: Computer Usage Responsibilities Revised: April 27, 2015

POLICY

All computer equipment purchased is the property of PMHCC. If you have been given computer equipment to perform your job, you are responsible for the care and use of the equipment. All PMHCC computer equipment is intended for business use only. Any misuse, abuse or removal of computer equipment from PMHCC property without proper authorization shall be subject to discipline, up to and including discharge. (See Home Use of PMHCC Computer Equipment policy in Section 11.)

DETAILS

1. Keep food and drinks away from computers, keyboards, monitors, and printers.

2. Do not move the computer equipment before calling Information Services.

3. The computer has been configured to properly run all supported applications and connect to the network. Only the Information Services Department is permitted to perform changes to the configuration.

4. All computer equipment must be plugged into an electrical surge protector. Do not plug non-computer-related equipment into the electrical surge protector.

5. Personal files must not be stored on PMHCC computers or the PMHCC network. Periodic audits will be performed by the Information Services Department to ensure compliance with this policy. Personal files will be deleted and violations will be reported to the employee’s Program Director.

6. In order to prevent a loss of files or data, all work-related data must be saved to the network drives – the “F” drive or “G” drive. All network drives are backed up every night. Storing files on the computer’s hard drive – the “C” drive or “My Documents” drive is prohibited.

7. At the end of the work day, you should properly exit all applications and exit from Microsoft Windows. Once this is done, you should turn off your computer and monitor. The exception to this is if you have been permitted to use the Secure Remote Access solution.

8. When an employee transfers to another program/department, the employee is responsible for returning all assigned computer equipment to his/her Program Director.

9. When an employee separates from employment, all company property (see Policy 1005 for a definition of company property) and any consumer property and/or records must be returned. Failure to do so will be considered theft of property and PMHCC will take all appropriate actions to retrieve the property and records including reporting the theft to the local police department and filing a civil complaint with the local Court.

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Policy 1103: Computer Usage Responsibilities Revised: April 27, 2015

Policy 1103: Computer Usage Responsibilities Page 2 of 2 Policy 1103: Computer Usage Responsibilities

10. The employee will be subject to discipline for any PMHCC equipment he/she is assigned for use off the work premises that is lost, stolen or negligently damaged or vandalized. Please refer to Policy 320: “Incident Reporting Policy And Procedure” for information as to what you should do if equipment is lost, stolen, damaged or vandalized. Employees that lose, misuse, abuse or violate any policies regarding company property are subject to discipline, including termination.

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Policy 1104: Software Usage Responsibilities Page 1 of 1


Policy 1104: Software Usage Responsibilities Revised: April 27, 2015

POLICY It is the policy of PMHCC that every computer that will use a particular software program must have a license. Use of a software program without the purchase of a license is considered a copyright infringement and is illegal.

DETAILS

1. It is illegal to use or copy any software product in violation of the applicable license agreement or purchase terms regulating the use of the software. Any and all such activity is expressly prohibited within PMHCC. All personal computers and computer systems within PMHCC will be purchased and operated with properly licensed software only. Further, only work-related software is to be resident on PMHCC computers.

2. Use of unlicensed software and unauthorized copying of software will not be tolerated, and ongoing compliance auditing will be maintained within PMHCC. Any PMHCC employee found using unlicensed software, copying software (other than for backup purposes), or providing such software to any other person will be subject to appropriate disciplinary action, up to and including dismissal. All PMHCC employees must treat this policy as most serious, as failure to enforce and adhere to a strict policy on software use exposes PMHCC to significant legal liabilities.

3. The pertinent provisions of law are as follows: “illegal duplication of computer software may constitute copyright infringement which is punishable by a fine of up to $250,000 and imprisonment for up to five (5) years. Federal civil penalties allow the recovery of actual damages based on the number of copies produced or statutory damages ranging up to $100,000 per product for willful copyright infringement.”

4. The Information Services Department will maintain proof of purchase information for all licensed software purchased by PMHCC. Ultimately, compliance in this matter is based on each employee’s integrity and willingness to take personal responsibility for adherence to the above policy. If you know, or become aware of, any illegal use, copying, or distribution of software within PMHCC you should contact the Chief Information Officer.

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Policy 1105: Electronic Mail and Internet Page 1 of 3


Policy 1105: Electronic Mail and Internet Revised: April 27, 2015

POLICY

PMHCC provides electronic mail for the sending and receiving of messages internally and through the Internet. PMHCC also provides limited access to the Internet or World Wide Web for business purposes.

Electronic mail, Internet access, and other electronic media and equipment are business tools that are provided by PMHCC to employees to facilitate timely and efficient conduct of business. To help ensure that these tools are used appropriately, PMHCC has developed the following policy. This policy addresses access, use and disclosure of electronic mail and Internet messages and material created, sent or received by PMHCC employees using the Agency’s systems. Please refer to Policy 1116: Use of and Access to Social Media and Policy 1118: Transmitting HIPAA Related Information Using Electronic Mail for additional information.

DETAILS

1. Relation to Other Policies. This policy is intended to be consistent with other PMHCC policies, including the Agency’s Sexual Harassment and Equal Employment Opportunity policies. Employees are to use PMHCC’s electronic mail and Internet systems in a manner that is consistent with these other policies.

2. Agency Property. The electronic mail and Internet systems are Agency property. Additionally, all messages and attachments composed, sent or received on the electronic mail or Internet systems are and remain the property of PMHCC. They are not the private property of any employee, and employees should not consider any electronic mail or Internet messages or material as private or as their personal property.

3. Accessing Electronic Mail & Attachments. PMHCC’s electronic mail is accessible through an internet connection using HTTPS (a secure connection). This means employees have the ability to access electronic mail from any computer/tablet/smartphone when an internet connection is available. For this reason, employees are prohibited from downloading/saving electronic mail attachments on non PMHCC computers. When using a PMHCC computer, employees may download/save electronic mail attachments only to the PMHCC network drives (F: and G:). Saving files to a computer hard drive is prohibited.

4. Downloading. In downloading documents from the Internet, PMHCC requires that such documents must be job related.

5. Offensive or Harassing Use Prohibited. The electronic mail and Internet systems are not to be used to create or send any offensive or disruptive messages. Among those that are considered offensive are messages or materials, which contain sexual implications, racial or ethnic slurs, or other comments that offensively address

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Policy 1105: Electronic Mail and Internet Page 2 of 3 Policy 1105: Electronic Mail and Internet

someone’s age, sex, sexual orientation, religion, national origin, ancestry or disability. In addition, the system must not be used to communicate other improper messages, for example, messages or material that is defamatory, derogatory, obscene or otherwise inappropriate. The electronic mail and Internet systems must not be used to commit any crime, including but not limited to sending obscene electronic messages internally or through the Internet with the intent to annoy, abuse, threaten, or harass another person.

6. Electronic Mail Signature/Quotes/Sayings. Employees are prohibited from adding quotes, sayings, or religious passages to the signature portion of electronic messages that they send out to fellow employees, City/State staff and outside business contacts. Personalizing electronic messages with quotes and sayings reflects poorly on the corporation as it sets an improper, personal tone to corporate communications that may be viewed as unacceptable to some person’s value system.

7. No Sexually Explicit Sites. PMHCC’s Internet system must not be used to visit sexually explicit or otherwise offensive or inappropriate Web sites, or to send, display, download or print offensive material, pornographic or sexually explicit pictures or any other materials which would be found offensive by most reasonable people.

8. Blocking Internet Sites. PMHCC has systems in place that can identify sexually explicit, inappropriate, and non-work related Internet sites and may prevent employees from accessing such sites through PMHCC’s systems.

9. Solicitation Prohibited. The electronic mail and Internet systems may not be used to solicit or proselytize for outside or personal commercial ventures, religious or political causes, outside organizations, or other solicitations that are not job-related.

10. Chain Letters. Employees must not send or forward “chain letter” electronic messages.

11. Copyrighted Material and Trade Secrets. The electronic mail and Internet systems must not be used to send (upload) or receive (download) copyrighted materials, trade secrets, proprietary financial information, or similar materials without prior management authorization. Employees are not permitted to copy, transfer, rename, add or delete information or programs belonging to other users or companies unless given express permission to do so by the owner. Failure to observe copyright or license agreements may result in legal action by the copyright holder.

12. Unauthorized Access. Use of the Internet in attempts to gain unauthorized access to remote systems or other companies’ Internet sites is prohibited.

13. Agency Right to Monitor. PMHCC reserves and intends to exercise the right to review, audit, intercept, and access electronic messages received/sent and web sites visited over the Companies’ electronic mail or Internet systems. Authorized representatives of the Agency may monitor the use of its systems in its sole discretion, at any time, with or without notice to any employee and may by-pass any pass code.

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Policy 1105: Electronic Mail and Internet Page 3 of 3 Policy 1105: Electronic Mail and Internet

14. Confidentiality. The confidentiality of any message or material should not be

assumed. Even when a message or material is erased, it may still be possible to retrieve and read that message or material. Further, the use of passwords for security does not guarantee confidentiality. Notwithstanding PMHCC’s right to retrieve and read any electronic mail or Internet messages or material, such messages or material should be treated as confidential by other employees and accessed only by the intended recipient. Employees are responsible for maintaining the confidentiality of material on the systems. Without prior management authorization, employees are not permitted to retrieve or read electronic messages that are not sent to them.

15. Internet Site/Identification Originator. Employees should be aware that the Internet sites accessed from PMHCC’s computer network might identify PMHCC as the originator of each visit. If employees visit certain web sites or post messages on the Internet, they may be regarded as representing PMHCC. Thus, all communications must be professional, appropriate to PMHCC, and not adversely reflect on its reputation.

16. Contact Person. Employees who need help understanding this policy or who discover a violation of this policy should notify the Human Resources Department or the Chief Information Officer.

Violations of this policy may result in disciplinary action, up to and including discharge from employment.

PMHCC Policy Manual

Policy 1106: Home Use of PMHCC Computer Equipment Page 1 of 1


Policy 1106: Home Use of PMHCC Computer Equipment Revised: April 27, 2015

POLICY

It is the policy of PMHCC that all Agency computer-related equipment may not be removed from work premises.

DETAILS

There are exceptions to this policy.

1. Laptop/Notebook/Hand-Held computers are intended to allow an employee to travel with a computer to perform their job. Any employee who is issued a laptop/notebook/hand-held computer and will use the equipment off work premises must obtain approval beforehand from their Program Director.

2. If a laptop/notebook/hand-held computer is not assigned to a specific individual but intended as a program loaner, the equipment will be assigned a “Pool” status in the Inventory System and the system will reflect the assignment to the program. Pooled equipment is the responsibility of the Program Director.

3. In some cases, a Program Director will request that an employee be authorized to take other computer equipment home such as a desktop computer, monitor, printer, etc. The Program Director must complete the “Home Use of PMHCC Computer Equipment” form and obtain prior approval from the Chief Executive Officer. Once approved, the Program Director must send a copy of the approved form to the Chief Information Officer and to the Chief Human Resources Officer for file. This form can be found in the PMHCC Internet site (www.pmhcc.org). Click on “Forms” on the column to the left of the Home page.

4. When an employee transfers to another program/department, the employee is responsible for returning all assigned computer equipment to his/her Program Director.

5. When an employee separates from employment, all company property (see Policy 1005 for a definition of company property) and any consumer property and/or records must be returned. Failure to do so will be considered theft of property and PMHCC will take all appropriate actions to retrieve the property and records including reporting the theft to the local police department and filing a civil complaint with the local Court.

6. The employee will be subject to discipline for any PMHCC equipment he/she is assigned for use off the work premises that is lost, stolen or negligently damaged or vandalized. Please refer to Policy 320: “Incident Reporting Policy And Procedure” for information as to what you should do if equipment is lost, stolen, damaged or vandalized. Employees that lose, misuse, abuse or violate any policies regarding company property are subject to discipline, including termination.

PMHCC Policy Manual

Policy 1107: Employee Request for Network Account and Telephone Services Page 1 of 1


Policy 1107: Employee Request for Network Account and Telephone Services Revised: April 27, 2015

POLICY

It is the policy of PMHCC that an Employee Request for Network Account and Telephone Services form must be completed to request any of the following services from the Information Services Department.

a) Add computer accounts, email accounts, and/or telephone accounts for a new employee, intern, temp, or City employee working in PMHCC locations (City employees do not use PMHCC email accounts).

b) Revoke computer accounts, email accounts, and/or telephone accounts for a separated employee, intern, temp, or City employee working in PMHCC locations.

c) Request the move of an existing employee to a new office/cubicle.

This form can be found in the PMHCC Internet site (www.pmhcc.org). Click on “Forms” on the column to the left of the Home page.

DETAILS

1. A request for any of the above services will not be completed without submitting the form.

2. Requests for items a, b, and c will take an average of three (3) business days.

3. Items a and b will not be processed until Human Resources verifies the information.

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Policy 1108: Requesting Support From Information Services Page 1 of 1


Policy 1108: Requesting Support From Information Services Revised: April 27, 2015

POLICY

It is the policy of PMHCC that all employees may request computer-related support from the Information Services Department. All requests for support should be made by contacting the Information Services Help Desk at 215-893-HELP or extension 3656 from within the Broad Street location.

DETAILS

1. The Information Services Help Desk will either resolve the request or assign an Information Services staff person to assist you.

2. The only authorized method for requesting support from the Information Services Department is by calling the IS Help Desk telephone number. Requesting support by calling or e-mailing Information Services staff directly is prohibited. The reason is Information Services staff may be out sick or on vacation and your request will be delayed until that person returns to work.

3. The IS Help Desk telephone number is answered during the core business hours of Monday through Friday, 8:00AM to 5:00PM except holidays. If your call goes to voice mail, please leave a message. All messages will be returned within one hour.

4. To request training services, please refer to Policy 1110: Requesting Training from Information Services.

PMHCC Policy Manual

Policy 1109: Requesting Support From Other Sources Page 1 of 1


Policy 1109: Requesting Support From Other Sources Revised: December 12, 2011

POLICY

It is the policy of PMHCC that all programs and employees are entitled to the services provided by the Information Services Department outlined in Policy 1101.

DETAILS

1. If a program/department is in need of a service that the Information Services Department does not currently provide, the Information Services Department will assist the Program Director in obtaining a source for that service. The Information Services Department will, at the request of the Program Director provide project oversight for any services provided by outside sources to ensure that an acceptable outcome is obtained. No such outside services can be implemented without first notifying the Chief Information Officer.

2. Program Directors may discuss with the Chief Information Officer and the Chief Executive Officer the possibility of including new services in the Information Services Department offerings.

3. Outside contractors, vendors, or any other “computer service/specialists” are strictly prohibited from performing any technology support, enhancements, revisions, or additions to the PMHCC computer equipment, Network, or applications without the consent of the Chief Information Officer.

PMHCC Policy Manual

Policy 1110: Requesting Training From Information Services Page 1 of 1


Policy 1110: Requesting Training From Information Services Revised: April 27, 2015

POLICY

It is the policy of PMHCC that all employees are entitled to attend formal training classes provided by the Information Services Department with the approval and discretion of their Program Director. The Information Services Department offers formal training in the most commonly used applications at PMHCC.

DETAILS

1. The purpose and design of the training courses offered are to assist employees in the general to intermediate use of specific applications. Information Services does not provide expert level or advanced training of applications. Employees should discuss alternative sources for this type of training with their Program Director.

2. Customized training can be designed for a program when requested. The Program Director should contact the Chief Information Officer to discuss this possibility.

3. Employees should follow the following procedures to request training from the Information Services Department:

a) Information Services posts the training schedule on the PMHCC Website www.pmhcc.org (under the link “Computer Training”) and through e-mail.

b) An employee should decide which course, the date and times the course is offered and follow the registration process from the PMHCC Website.

c) Information Services assumes that the employee has received prior approval from their Program Director before registering for a class.

d) There may be times when an Information Services staff person suggests that an employee should attend a specific class or classes. When this situation arises, the employee is still responsible for following the normal procedures listed above for Program Director approval and to register for a class.

PMHCC Policy Manual

Policy 1111: Procurement of Telephone Equipment Page 1 of 1


Policy 1111: Procurement of Telephone Equipment Revised: December 12, 2011

POLICY

It is the policy of PMHCC that the Information Services Department will procure all telephone equipment including telephones, telephone lines, fax lines, modem lines, telephone local and long distance services, and voice mail systems for PMHCC.

DETAILS

1. Please note that the purchase of fax and copier machines is not the responsibility of the Information Services Department. Fax and copier machine purchases should be directed to the Administration/Purchasing Department.

2. The costs for all telephone equipment are the responsibility of each department/ program.

3. When a program requests a new telephone, telephone line, fax line, or modem line, the requesting Program Director should Email the Chief Information Officer.

4. The Information Services Department will schedule all installation work requested and install all telephones. The Information Services Department will complete a PMHCC Purchase Requisition and attach all necessary paperwork. The Chief Information Officer and the Chief Executive Officer must sign the Purchase Requisition.

5. To report problems with existing telephone equipment, please refer to Policy “1108: Requesting Support from Information Services.

PMHCC Policy Manual

Policy 1112: Telephone/Voice Mail Usage Responsibilities Page 1 of 1


Policy 1112: Telephone/Voice Mail Usage Responsibilities Revised: March 1, 2008

POLICY

PMHCC has established a policy with regard to access and disclosure of telephone and voice mail usage by PMHCC employees using the PMHCC telephone and voice mail system.

DETAILS

1. The telephone and voice mail system is provided by the Agency to assist in the conduct of business within the Agency.

2. All telephone and voice mail equipment is PMHCC property. Additionally, all messages composed, sent, or received on the voice mail system are and remain the property of PMHCC. They are not the private property of any employee.

3. The use of telephone and voice mail services is reserved for the conduct of business at PMHCC. Reasonable use of the telephone and voice mail system for personal business is acceptable.

4. PMHCC reserves and intends to exercise the right to review, audit, intercept, access, and disclose all messages created, received or sent over the telephone and voice mail system for business purposes. The contents of voice mail properly obtained for legitimate business purposes may be disclosed within the Agency without the permission of the employee.

5. The confidentiality of any voice mail message should not be assumed. Even when a message is erased, it is still possible to retrieve and listen to that message. Further, the use of passwords for security does not guarantee confidentiality.

6. Notwithstanding PMHCC’s right to retrieve and read any voice mail message or monitor any telephone communication, such messages should be treated as confidential by other employees and accessed only by the intended recipient. Employees are not authorized to retrieve or listen to any voice mail messages that are not sent to them or listen to any telephone conversation that they were not invited to participate. Any exception to this policy must receive prior approval by management.

7. Any employee who discovers a violation of this policy shall notify the Chief Information Officer.

8. Any employee who violates this policy or uses the telephone or voice mail system for improper purposes shall be subject to discipline, up to and including discharge.

PMHCC Policy Manual

Policy 1113: Secure Remote Access to PMHCC’s Computer Network Page 1 of 2


Policy 1113: Secure Remote Access to PMHCC’s Computer Network Revised:

POLICY

It is the policy of PMHCC that access to company data from a remote location must be approved and the method of access must be secure. “Remote location” is defined as any computer not served by a PMHCC direct connection. The PMHCC Information Services Department will determine a technology standard for secure remote access for the entire corporation and that technology will be the only method approved for such access.

DETAILS

The Information Services Department has implemented a secure method for PMHCC employees to connect to the PMHCC computer network from outside the physical confines of PMHCC office locations. As with any business, our electronic information must be protected from unauthorized access. Technology must be in place to provide secure access to company data from within the company and from access via the Internet. PMHCC has implemented technology that will allow authorized employees access to company data when they are outside of the physical PMHCC office locations.

Program Directors must approve secure remote access for their staff. Program Directors should only grant use of this technology to employees who have a justified reason for needing access to company data when they are not in the office. It is the determination of the Program Director as to the need and validity of a request for an employee to be granted access. The procedure for secure remote access is as follows:

1. An employee must send an e-mail to their Program Director stating their need and justification for secure remote access.

2. The Program Director will determine if the request is approved. If approved, the Program Director will forward the employee’s e-mail along with their approval to the Chief Information Officer.

3. The Chief Information Officer will approve the Information Services technical staff to setup the employee with secure remote access and train the employee on how to use the technology.

4. Program Directors should e-mail the Chief Information officer should they wish to remove an employee’s secure remote access.

Employees who separate from PMHCC are immediately revoked all access – including secure remote access from PMHCC’s computer network and electronic data.

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Policy 1113: Secure Remote Access to PMHCC’s Computer Network Revised:

Policy 1113: Secure Remote Access to PMHCC’s Computer Network Page 2 of 2 Policy 1113: Secure Remote Access to PMHCC’s Computer Network

The technology that has been put in place by the Information Services Department for secure remote access is the only technology approved for use and all other methods are prohibited. The Information Services Department has put in place measures to ensure no other technology can be used to gain secure remote access. Employees who attempt to use other technology methods to circumvent these measures will be disciplined up to and including termination.

PMHCC Policy Manual

Policy 1114: Removable Media Policy Page 1 of 2


Policy 1114: Removable Media Policy Revised:

POLICY

It is the policy of PMHCC to establish the standards for acceptable use of removable media used by employees to conduct business. Removable media is a device that is readable and/or writeable by the end user and is able to be moved from computer to computer without modification to the computer. Removable media devices include:

USB-based memory sticks (also known as flash drives, pen drives, thumb drives, jump drives, or key drives)

External USB hard drives

CD, DVD, and Blu-Ray© writeable discs

MP3 players and MPEG-playing music devices such as iPods© that support a data storage function

Digital cameras with SD, CompactFlash, Memory Stick, or any related flash-based supplemental storage media

PMHCC establishes this policy to protect customers, consumers, clients, employees, the corporate data and company computer equipment. Removable media is a well-known and documented source of virus/malware infections, data loss/theft, and computer damage.

DETAILS

1. USB memory sticks, external USB hard drives, and CD/DVD/Blu-Ray© devices are permitted to be used by employees for business purposes with the approval of their Program Director. MP3, MPEG-playing music devices, and digital cameras are not permitted for use to store company data or be connected to PMHCC computer equipment.

2. Employees are permitted, with Program Director approval, to use both PMHCC purchased and personal USB memory sticks. PMHCC prefers that USB memory sticks be purchased through the Information Services Department but understands the costs associated with replacing non-PMHCC purchased devices at this time.

Employees are not permitted to store protected health information (PHI) or any other sensitive company data on unencrypted USB memory sticks. All PHI and company sensitive data must be stored on a PMHCC purchased, Information Services Department approved, encrypted USB memory stick. Encryption is the conversion of

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Policy 1114: Removable Media Policy Revised:

Policy 1114: Removable Media Policy Page 2 of 2 Policy 1114: Removable Media Policy

data into unreadable computer code that cannot be understood or accessed without the encryption key or password.

The Information Services Department will monitor and log all removable media devices that connect to PMHCC computer equipment and will be able to identify any data that is copied from or to a removable media device. This information will be used for identification purposes should PMHCC experience a breach in PHI information. Employees identified as storing PHI information on non-approved encrypted USB memory sticks will be disciplined up to and including discharge from employment.

The Information Services Department will not provide support to employees who use non-PMHCC purchased USB memory sticks. It is impossible for the Information Services staff to have technical knowledge of the vast amount of models available.

3. External USB hard drives – Only PMHCC purchased, Information Services Department approved external USB hard drives are permitted. Employees should discuss their need for such a device with their Program Director. The Program Director will communicate their approval to purchase a device to the Chief Information Officer.

4. Employees who use removable media in non PMHCC computer equipment and then use the removable media in PMHCC computers are responsible for ensuring they do not introduce virus or malware infections into the PMHCC Computer Network.

5. Removable media, regardless of who purchased it, that is broken or defective should not be thrown away. The devices should be given to the Information Services Department for proper security cleaning and destruction before disposal. Even when a device seems to be defective, information can be obtained if not properly wiped or destroyed.

6. Employees are required to report lost or stolen removable media to their Program Director who in turn will report to the Chief Information Officer. This includes PMHCC purchased and personal USB memory sticks.

7. Removable media must not be used for archiving or storing data as an alternative to storing on the PMHCC Computer Network “F” and “G” drives.

PMHCC Policy Manual

Policy 1115: Computer & Systems Password Policy Page 1 of 2


Policy 1115: Computer & Systems Password Policy Revised: April 27, 2015

POLICY

It is the policy of PMHCC to enable employees to perform their tasks with technology while keeping information secure through various methods of security protocols. The primary security method used by employees is user password authentication. Access to all PMHCC computer equipment, network storage, electronic mail, and computer applications require employees be granted access by their Program Director. Employees will be assigned one or more user accounts and passwords. In addition to PMHCC computers and systems, employees may be granted access to City and/or State systems. Employees must adhere to PMHCC and all external agencies’ policies regarding user accounts and passwords.

DETAILS

1. Passwords are the entry point to PMHCC computers and systems. Protecting access is critical to the security of company data. Employees must follow the following guidelines:

a. Passwords are not to be shared, e-mailed, written on paper, sticky notes, or in any way known to anyone other than the employee to whom the password is assigned (including the employee’s supervisor, Program Director, assistant or any other co-worker).

b. No passwords are to be shared in order to “cover” for someone out of the office.

c. Passwords are not to be created using any term that could easily be guessed by someone familiar to you – such as your name, address, date of birth, username, nickname, anniversary, etc.

2. In the event a supervisor/manager requires access to an absent subordinate’s accounts whose work requires prompt response, the Program Director should Email the Chief Information Officer with the request. For file access and Email, rights can be granted to allow another user account access to files or email. This method ensures that the supervisor/manager uses their account instead of using the subordinate's account. This is important especially regarding emails. When a supervisor/manager accesses their subordinate's email and sends a message to someone, the "From" field will contain the subordinates name but there will be a field called "Sent By" that contains the supervisor/manager's name.

3. PMHCC password standards are as follows:

PMHCC Policy Manual


Policy 1115: Computer & Systems Password Policy Revised: April 27, 2015

Policy 1115: Computer & Systems Password Policy Page 2 of 2 Policy 1115: Computer & Systems Password Policy

a. Passwords must be eight or more characters consisting of at least one number and either an upper case character or a special character (@#!$%&*?).

b. Passwords must be changed every 180 days.

c. The three most recent passwords cannot be used.

d. Intruder Lockout (invalid login attempts) is set to 5 invalid password attempts. The account is locked out for 30 minutes.

4. The PMHCC Help Desk can assist you if you forget your password. Please call 893-HELP during business hours for support.

5. Should there be a breach of confidentiality, misuse of company-owned business data or any other damage to PMHCC’s responsibility to protect the welfare of persons served, staff or our customers due to a PMHCC staff member assigned a password violating this policy, the staff member will be subject to corrective action, up to and including termination.

PMHCC Policy Manual

Policy 1116: Use of and Access to Social Media Page 1 of 2


Policy 1116: Use of and Access to Social Media Revised: April 27, 2015

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Policy

The purpose of this policy is to allow the flow of useful and appropriate information, while at the same time minimizing the risk to PMHCC and its employees. PMHCC recognizes the growing importance of online social media networks (Facebook, YouTube, LinkedIn, Twitter, Google+, etc.) as a business communication tool and respects the right of employees to use these media networks during work hours, on PMHCC equipment, but only for PMHCC business. Use of these media networks during company time or on PMHCC equipment for personal business is strictly prohibited. Do not use your work email address to register on social networks, blogs or other online tools utilized for personal use.

Detail

In general, employees who participate in social media are free to publish their own personal information without censorship by PMHCC. Employees must, however, abide by all PMHCC policies when posting information, even on personal social media sites. Inappropriate postings that may breach confidentiality or include discriminatory remarks, harassment, and threats of violence or similar inappropriate or unlawful conduct will not be tolerated and will subject an employee to possible discipline, up to and including termination. If an employee chooses to identify him or herself as a PMHCC employee on any social media network, he or she must state in clear terms that the views expressed are the employee’s alone and that they do not reflect the views of PMHCC. Employees are prohibited from acting as a spokesperson for PMHCC, or posting comments as a representative of PMHCC or as a representative of any of PMHCC’s contractors or funding sources. Any employee who endorses PMHCC online must disclose his or her employment in the endorsement. Employees are required to maintain the confidentiality of PMHCC trade secrets and private or confidential information. Trade secrets may include information regarding the development of systems, processes, know-how and technology. Do not post internal reports, policies, procedures or other internal business-related confidential communications. Employees are expected to be professional, use good judgment and be accurate and honest in communications. Errors, omissions or unprofessional language or behavior that violates PMHCC policies is unacceptable. Be respectful and professional to fellow employees, business associates and clients. Avoid using statements, photographs, video or audio that reasonably could be viewed as malicious, obscene, threatening or intimidating, that disparage co-workers, clients, or business associates or that could contribute to a hostile work environment on the basis of race, sex, disability, religion or any other status protected by law or PMHCC policy. Nothing in this Policy shall be interpreted or applied as limiting an employee’s right to engage in protected concerted activity as provided by the National Labor Relations Act. However,

PMHCC Policy Manual


Policy 1116: Use of and Access to Social Media Revised: April 27, 2015

Policy 1116: Use of and Access to Social Media Page 2 of 2 Policy 1116: Use of and Access to Social Media

activities in or outside of work that affect an employee’s job performance, the performance of co-workers, or of PMHCC business partners or contractors and/or violate PMHCC policies will subject an employee to possible discipline, up to and including termination of employment. No employee may establish any social media account in the name of or on behalf of PMHCC or any PMHCC agency without the approval of the Chief Information Officer (CIO) and the Chief Executive Officer (CEO). This requirement applies regardless of whether the account is established, accessed, or used by means of PMHCC information systems or by means of the employee’s or others’ information systems, and regardless of whether the account is established, accessed, or used from PMHCC or non-PMHCC premises. Employees are reminded that all internet activity is tracked by PMHCC. Employees who access social media sites that are not business related will be subject to discipline including revocation of access and depending on the level of abuse, possible termination.

PMHCC Policy Manual

Policy 1117: Contractor use of PMHCC’s Computers & Network Page 1 of 2


Policy 1117: Contractor use of PMHCC’s Computers & Network Revised: April 27, 2015

Policy

Occasionally, a PMHCC program or department will hire a contractor to perform work for the organization. There are certain restrictions for a contractor’s use of PMHCC’s computer equipment and network.

Details

1. A contractor is not permitted to use PMHCC computer equipment. This includes desktop computers, laptop computers, printers, scanners, or flash drives. A contractor must supply their own computer equipment. PMHCC will not be liable for any damage to a contractor’s computer equipment.

2. A contractor is not permitted to have a PMHCC network account or electronic mail account. Employees are prohibited from sharing their network account or electronic mail account with a contractor. Contractors must use their company’s network and electronic mail account.

3. A contractor may use PMHCC’s network to connect to the internet. Access to the internet requires a cabled network connection or a wireless connection if wireless is available. In order to use PMHCC’s network connection to the internet, a Program Director must e-mail PMHCC’s Chief Information Officer with his or her approval, the name of the contractor, the contractor’s e-mail address, and the length of time the contractor will need access.

a. The Information Services department will send the contractor instructions for configuring their computer equipment in order to access the internet through PMHCC’s computer network. The Information Services department will not be responsible for changing a contractor’s computer configuration or any technical support.

b. Contractors will be required to comply with PMHCC Policy 1105 “Electronic Mail And Internet” – specifically the policy items relating to internet usage while using PMHCC’s computer network.

4. A copy of this policy must be given to every affected contractor and a signed copy retained by the Program Director for submission to the PMHCC Chief Information Officer.

PMHCC Policy Manual


Policy 1117: Contractor use of PMHCC’s Computers & Network Revised: April 27, 2015

Policy 1117: Contractor use of PMHCC’s Computers & Network Page 2 of 2 Policy 1117: Contractor use of PMHCC’s Computers & Network

5. Temporary staffing personnel and interns are not considered contractors and will have the use of PMHCC computer equipment, network accounts, and electronic mail accounts upon a Program Director’s request and approval.

PMHCC Policy Manual

Policy 1118: Transmitting HIPAA Related Information Using Electronic Mail (E‐Mail) Page 1 of 2

Section 11: Information Services Issued: August 1, 2013

Policy 1118: Transmitting HIPAA Related Information Using Electronic Mail (E‐Mail) Revised:

Policy

PMHCC is required to comply with the Health Insurance Portability and Accountability Act of 1996 (HIPAA) which attempts to protect the privacy rights of persons who have in the past received, are currently receiving or in the future will receive healthcare. HIPAA rules state that the transmission of Protected Health Information (PHI) must be encrypted. The use of e-mail to transmit PHI is a very common method which requires safeguards be implemented to ensure compliance and prevent a breach of HIPAA. PMHCC has implemented an e-mail encryption application for messages containing HIPAA/PHI.

Details

Protected Health Information. The Privacy Rule protects all "individually identifiable health information" held or transmitted by a covered entity (PMHCC), in any form or media, whether electronic (including e-mail), paper, or oral. The Privacy Rule calls this information "Protected Health Information (PHI)."

“Individually identifiable health information” is information, including demographic data, that relates to the individual’s past, present or future physical or mental health or condition, the provision of health care to the individual, or the past, present, or future payment for the provision of health care to the individual, and that identifies the individual or for which there is a reasonable basis to believe it can be used to identify the individual. Individually identifiable health information includes many common identifiers (e.g., name, address, birth date, diagnosis, Social Security Number, PMHCC participant file number).

PMHCC has implemented a technology to ensure all e-mails sent by PMHCC that contain HIPAA/PHI are encrypted. Encryption is the process of converting data into a computer code that is unreadable by unauthorized people.

PMHCC’s technology scans every e-mail sent by PMHCC, including subject line, message body and attachments and determines if the message contains HIPAA/PHI related information and who is the intended e-mail recipient(s). If an employee attempts to send an e-mail to an address other than @PMHCC.org, @Phila.gov, or @Courts.Phila.gov with HIPAA/PHI related information without encrypting the message, the technology will not allow the e-mail to be sent. The employee and their Program Director will be notified of the violation of the policy.

PMHCC has implemented this technology to ensure all employees are compliant with HIPAA rules regarding the electronic transmission of PHI. Employees are required to use PMHCC’s e-mail system for all company business and are prohibited from using any other e-mail

PMHCC Policy Manual

Section 11: Information Services Issued: August 1, 2013

Policy 1118: Transmitting HIPAA Related Information Using Electronic Mail (E‐Mail) Revised:

Policy 1118: Transmitting HIPAA Related Information Using Electronic Mail (E‐Mail) Page 2 of 2 Policy 1118: Transmitting HIPAA Related Information Using Electronic Mail (E‐Mail)

system to conduct PMHCC business. The only exception is PMHCC Employees working in City of Philadelphia locations and who have been issued a City e-mail address (@Phila.gov). These employees must abide by the City of Philadelphia’s policies regarding the electronic transmission of HIPAA/PHI.

How to Send an e-mail Encrypted

The “Subject” line of an e-mail must never contain HIPAA/PHI information. (e.g. name, SS number, diagnosis, PMHCC or other provider file numbers, etc.; use initials or some other non-confidential wording). E-mail Subject lines cannot be encrypted; therefore sending an e-mail with HIPAA/PHI wording in the Subject line is strictly prohibited. Should an employee attempt to send an e-mail with HIPAA/PHI wording in the Subject line, PMHCC’s technology will not send the entire e-mail message to the recipient and the employee will be notified by the system of the violation.

All e-mails sent between PMHCC Employees with a @PMHCC.org e-mail address are always sent encrypted regardless of the contents of the e-mail. Employees do not need to do anything special to send HIPAA/PHI information to PMHCC Employees with a @PMHCC.org e-mail address.

All e-mails sent to @Phila.gov and @Courts.Phila.gov e-mail addresses are always sent encrypted regardless of the contents of the e-mail. Employees do not need to do anything special to send HIPAA/PHI information to @Phila.gov or @Courts.Phila.gov e-mail addresses.

If an employee is sending an e-mail containing HIPAA/PHI information to an e-mail address other than @PMHCC.org, @Phila.gov, or @Courts.Phila.gov, the employee must include the keyword ‘secure’ in the subject line of the e-mail. The word secure can be in any form (e.g. secure, Secure, SECURE). Here are a few example subject lines:

Secure – here is the information you requested (or)

Here is the information you requested – secure (or)

SECURE – participant information

Repeated violations of this policy by a PMHCC staff member will result in disciplinary action up to and including termination from employment by PMHCC, Inc.

PMHCC Policy Manual

Policy 1201: Fiscal Administrative Services Page 1 of 1

Section 12: Fiscal Services Issued: July 1, 1999

Policy 1201: Fiscal Administrative Services Revised:

POLICY

The Accounting Department of PMHCC provides financial services support in areas that include contract management, accounting, accounts payable, and payroll. Our goal is to provide this support to each of PMHCC’s programs and affiliated organizations by adopting and maintaining a customer service support approach that assists them in achieving their departmental goals as established by the Philadelphia Department of Public Health. Specific services provided include the following:

Monthly Expense Reports provided to Program Directors

Budgeting Support and Monitoring

Month/Quarterly Expense Reporting to the City of Philadelphia as required

Leave Balance Reporting for all Employees

Processing Employee Reimbursable Expenses

Contract Monitoring

Annual Audited Financial Statements

PMHCC Policy Manual

Policy 1202: Pay Procedures Page 1 of 2


Policy 1202: Pay Procedures Revised: January 1, 2007

POLICY

PMHCC employees are paid semimonthly on the 15th and the 30th of the month. PMHCC CTT, Inc., employees are paid biweekly on Friday.

PROCEDURE

1. All exempt and full-time non-exempt PMHCC employees are paid current. Part-time hourly employees, working less than 30 hours a week, are paid based on the information on their timesheets, which are to be submitted to the payroll office within 5 working days after the end of every pay period. Part-time hourly employees are paid one pay in arrears.

2. PMHCC CTT, Inc., employees are paid on a biweekly cycle, and are paid two weeks after the time actually worked. All non-exempt employees must submit a timesheet to the payroll office within 5 working days after the end of the pay period and are paid in the next pay cycle.

3. In the event that a scheduled payday falls on a day that PMHCC is closed (such as a weekend or holiday), employees will receive pay on the last business day prior to the regularly scheduled payday.

4. If a payday falls during an employee’s vacation, the employee may receive his or her earned wages before departing for vacation if a written request, approved by the Program Director, is submitted at least two weeks prior to departing for vacation.

5. Employees may have their pay directly deposited into their bank accounts if they provide advance written authorization (using the Direct Deposit Authorization Form – See Section 13, PMHCC Forms) to the Human Resources Department. Employees will receive an itemized statement of wages when direct deposits are made.

6. All employees receive an earnings statement attached to either their check or direct deposit statement, itemizing required deductions such as Social Security, Federal, State, and Local taxes. All voluntary deductions (such as for US Savings Bonds, Tax Shelter Annuity plans, etc.) will be itemized. Employee non-taxable reimbursements will appear using the code reim. The earnings statement should be checked for accuracy, especially when requesting a change in deductions. Any errors should be reported to the payroll office.

7. All requests for duplicate or replacement W-2's must be submitted to the Payroll Department in writing, with signature by the employee or former employee whose name appears on the W-2. Contact the Payroll Department for the appropriate request form. Employees must allow at least five (5) business days in advance of desired due date when requesting completion of forms, replacement documents (W-s, Earnings Statement, and Leave Balance Report) and all other similar requests of the PMHCC Payroll Department.

PMHCC Policy Manual


Policy 1202: Pay Procedures Revised: January 1, 2007

Policy 1202: Pay Procedures Page 2 of 2 Policy 1202: Pay Procedures

8. PMHCC pre-printed forms provided for use of employees may not be altered in any way, either manually or electronically. Such forms include, but at not limited to, Expense Reimbursement form, Request for Time Off, Non-Exempt Payroll timesheet, W-4 form, Purchasing Department forms, etc. All forms are to be completed and submitted exactly as originally provided or be considered invalid and will be returned.

PMHCC Policy Manual

Policy 1203: Payroll Deductions Page 1 of 1


Policy 1203: Payroll Deductions Revised: January 15, 2004

POLICY

The law requires that PMHCC make certain deductions from every employee’s compensation.

DETAILS

1. Mandatory deductions include Social Security, Medicare, Federal, State income and unemployment, and Local income taxes. Social Security taxes are deducted on each employee’s earnings up to a specific limit (contact the payroll office for the current limit). This is called the Social Security “wage base." PMHCC matches the amount of Social Security and Medicare tax paid by each employee.

2. The Federal Government, some states, and the City of Philadelphia tax a portion of an employee’s compensation as designated “excess benefits”. One of those “excess benefits” is Group Term Life Insurance (GTL) Insurance offered by the employer. An amount greater than $50,000 of GTL Insurance is considered “excess”. “GTL” literally stands for Group Term Life. The amount shown on your pay stub for GTL is the TAXABLE amount, not the tax paid. The taxes paid on the GTL are already included in the tax deductions shown on the left side of your stub. Since GTL is considered Other Compensation, employers are required by law to list it.

3. PMHCC offers programs and benefits beyond those required by law. Eligible employees may voluntarily authorize deductions from their pay to cover the costs of participation in these programs, as well as direct depositing your paycheck into your personal accounts. (See Direct Deposit Authorization Form in Section 13, PMHCC Forms.)

4. Upon voluntary or involuntary termination of employment, PMHCC reserves the right to collect, via payroll deduction from the employee's final pay, the balance of all authorized voluntary deductions for programs in effect through the end of the current month.

PMHCC Policy Manual

Policy 1204: Garnishments Page 1 of 1


Policy 1204: Garnishments Revised: January 1, 2007

POLICY

The law requires that PMHCC make court ordered deductions from a designated employee’s compensation. PMHCC will not enforce voluntary wage attachments from private creditors.

DETAILS

1. A garnishment is a court order to an employer to withhold a sum of money from an employee’s earnings for payment of a debt to a third party. These deductions typically relate to an employee’s obligations for child support, alimony, Federal or State taxes, or other debts.

2. Garnishments must be processed as soon as the payroll office receives them.

3. The amount of the garnishment varies by the type of garnishment.

a) As of the date of this revision, support cases allow no more than 60 percent of the disposable earnings to be garnished. If the employee is supporting another spouse and dependent child, the maximum is 50 percent. This increases to 65 and 55 percent, respectively, if the support is long overdue.

b) The current limit on college loans varies from 10% to 15% of disposable income.

c) For limits on bankruptcy orders and Federal tax levies contact the payroll office.

4. All employees subject to garnishment of wages will be notified by Regular US and Certified Mail to their home address prior to the first payroll deduction.

5. Payroll garnishments remain in effect until the requesting agency officially notifies the PMHCC Payroll Office that the debt has been satisfied, or until the

6. All employee garnishments and levy documentation are the confidential property of the PMHCC Payroll Department.

PMHCC Policy Manual

Policy 1205: Time Keeping Page 1 of 3


Policy 1205: Time Keeping Revised: October 1, 2005

POLICY

Accurately recording time worked and paid time off is the responsibility of every employee.

PROCEDURE

1. Federal and State laws require PMHCC to keep an accurate record of employees' time worked in order to correctly and legally calculate employee pay and benefits. Time worked is all of the time spent on the job performing assigned duties.

2. Non-exempt employees must complete the approved PMHCC semi-monthly or bi-weekly timesheet found on the PMHCC Employee Connections Intranet site under ►Forms.

PMHCC has standardized the semi-monthly and bi-weekly Payroll time sheets. All Non-exempt employees will use the timesheets in the Policy and Procedures Manual under Section 16: Fiscal Service Forms. Any other version or alteration of these documents will be returned to the employee’s supervisor and may result in a delay to the employee’s pay and will be considered a violation of PMHCC Policy and Procedures.

a) Show only actual time worked in the IN/OUT fields. These fields represent time WORKED, not your normal work schedule. Leave Time and Holiday Time should not be included in IN/OUT times. For example: you work from 8:30 am to 12:30 pm and are absent from work for the remainder of the day. Your IN/OUT times for that day should be 8:30 AM and 12:30 PM only, with the balance of your regularly scheduled day charged to Leave Time and not recorded as IN/OUT.

b) Round IN/OUT times to the nearest ¼-hour: :00 :15 :30 :45 . Any other entries will cause your timesheet to total incorrectly. For example: 8:00, 8:15, 8:30, 8:45.

c) When added together, Leave Hours and Total Hours should always equal the number of workdays in the pay period multiplied by the number of hours you normally work per day. This will tell you if you have correctly accounted on your timesheet for all paid time in the pay period. For example: the pay period 10/31/03-11/15/03 has 11 workdays and you normally work 7.5-hour days 11 x 7.5 = 82.50 hours

d) Employees who work an approved Flex-Time Schedule should use the IN/OUT fields consistent with that schedule.

e) Non-Exempt employees may only make up time within the same workweek AND within the same pay period. Refer to #7 below for definition of a pay period and #8 below for the definition of a pay week.

PMHCC Policy Manual



Policy 1205: Time Keeping Page 2 of 3 Policy 1205: Time Keeping

f) Altering, falsifying, tampering with time records, or recording time on another person’s time record will result in disciplinary action, up to and including termination of employment. Any alterations to the official PMHCC or CTT timesheet document will be considered a violation of PMHCC Policy and Procedures.

3. Exempt employees must accurately record any paid time off (vacation, sick, and/or personal), trainings and seminars using the approved PMHCC Request for Time Off/Report of Time Used Form.

a) Exempt employees do not submit timesheets to the Payroll Office. Some PMHCC programs require that exempt employees complete daily timesheets, but these timesheets do not affect the employee's pay.

b) Employees using intermittent family medical leave may be asked to complete a time sheet to be used only in determining the amount of time taken.

c) Altering, falsifying, tampering with or failure to submit Time Off Request Forms noting time taken, or recording time on another person’s Request for Time Off/Report of Time Used Form will result in disciplinary action, up to and including termination of employment.

4. It is the employee’s responsibility to sign his/her time records to certify its accuracy. The immediate supervisor will then review and sign the time record, also certifying its accuracy before submitting it to the payroll office.

a) Payroll timesheets are due into the PMHCC Payroll Office no later than 5 working days after the close of the pay period.

b) Request for Time Off/Report of Time Used forms are due into the PMHCC Payroll Department no later than 5 working days after the end of the calendar month.

5. Non-exempt salaried and hourly employees are paid by the ¼ hour. All IN and OUT times should be rounded to the nearest ¼-hour on payroll timesheets. (i.e. The employee must work at least 8 minutes of each quarter-hour to be paid in full for that quarter hour. Quarter-hours are :00, :15, :30 and :45, not random 15-minute intervals of time.)

PMHCC Policy Manual



Policy 1205: Time Keeping Page 3 of 3 Policy 1205: Time Keeping

EXAMPLES: An employee begins work at 8:19, this employee is paid from 8:15; an employee begins work at 8:24, this employee is paid from 8:30; an employee works until 5:05, this employee is paid through 5:00; an employee works until 5:10, this employee is paid through 5:15.

6. Pay Periods are defined as following:

PMHCC (semi-monthly, 24 pays per year)

31st/1st through the 15th of the calendar month

16th through the 30th of the calendar month

PMHCC CTT (biweekly, 26 pays per year)

A predefined two-week period beginning 12:00 a.m. Saturday and ending 11:59 p.m. Friday.

7. A pay week is defined as following:

12:00 a.m. Monday through 11:59 p.m. Sunday for PMHCC and 12:00 a.m. Saturday through 11:59 p.m. Friday for PMHCC CTT.

The semi-monthly and biweekly timesheets are also available on the PMHCC Employee Connection Internet site under the section “Forms”. You can print the timesheet and complete it manually or you can complete the form entry on the screen and then print it out. Directions for completing the form entry on the screen are included on the Internet site.

PMHCC Policy Manual

Policy 1206: Pay Corrections Page 1 of 1


Policy 1206: Pay Corrections Revised:

POLICY

PMHCC takes all reasonable steps to ensure that employees receive the correct amount of pay and that they are paid on the scheduled payday.

DETAILS

1. In the event of an error, the employee should promptly bring the discrepancy to the attention of the Payroll Office so that corrections can be made as quickly as possible. In the case of loss or theft, the Payroll Office will attempt to stop payment on the check and reissue a new one to the employee. However, the employee is solely responsible for the monetary loss and PMHCC will not be responsible for the loss or theft of a check if it cannot stop payment on the check.

2. If the discrepancy cannot be resolved within the Payroll Office, the Human Resources department will be contacted to assist in the resolution of the problem.

PMHCC Policy Manual

Policy 1207: Salary Advances Page 1 of 1


Policy 1207: Salary Advances Revised: March 1, 2003

POLICY

Any non-Introductory Period employee who did not receive a regular salary or wage pay or who, due to hardship, is in need of advance pay, may request a salary advance.

Employee salary advances will only be considered in extreme circumstances. These advances will be considered on a case-by-case basis. Before a salary advance can be made, the approval of the Chief Executive Officer or designee must be obtained and the employee must sign a promissory note.

DETAILS

1. In all cases, advances include only regular salary or wages for a single pay cycle.

2. An employee who is eligible for a salary advance should make the request through the Program/Department Director and, if recommended, will forward the request in writing to the Chief Executive Officer or designee.

3. A promissory note is to be included with the request to the Program/Department Director and if the advance is recommended, included with the submission to the Chief Executive Officer (or designee). If approved, the entire advance will be deducted from the employee’s next check except under special circumstances. The promissory note must include the repayment schedule and a statement allowing the employer to deduct the advance from any monies due and owed to the employee at the time of termination, including vacation pay. The note must include the date of the request to the Program/Department Director, the date of the requested advance, the signature of the employee, and, if recommended, the signature of the Program Director (noting “recommended”).

PMHCC Policy Manual

Policy 1208: Temporary Assignment Page 1 of 1


Policy 1208: Temporary Assignment Revised:

POLICY

Employees may be asked to work out of their classification (at a higher classification) due to a vacancy that has occurred through either termination of an employee or a Leave of Absence. Prior approval from the Chief Executive Officer is needed before one can start an out of class assignment.

DETAILS

1. All employees asked to work out of their classification must meet the minimum education and experience requirements.

2. Compensation received will be an amount equal to the salary of the temporary position. The employee’s pay rate will be adjusted to this new amount for the duration of the assignment. Upon completion of this assignment the employee’s rate of pay reverts back to that prior to the temporary assignment.

3. Annual COLA and Merit increases will be calculated based on the employee's regular rate of pay prior to the temporary assignment, and will not include the temporary increase in compensation.

PMHCC Policy Manual

Policy 1209: Overtime Page 1 of 1

Section 12: Fiscal Services Issued: July 1995

Policy 1209: Overtime Revised: July 1, 2002

POLICY

Employees must receive approval prior to working overtime.

DETAILS

1. For work assigned and performed in excess of 40 hours in any normal workweek, non-exempt employees shall be paid one and one half of their regular hourly rate. Hours 37.5 through 40 per week will be paid at straight time. Paid leave is not included in the overtime calculation.

2. Since PMHCC employees are paid currently, they will receive their overtime pay in the next pay cycle. PMHCC CTT, Inc., employees will receive their overtime pay at the time they are paid for their standard hours of work.

3. Authorization for overtime work must be documented on the “Authorization for Overtime For PMHCC Non-Exempt Employees” form prior to such work and submitted to the Payroll Department attached to the pertinent pay period time sheet for the employee. Overtime worked without prior approval will result in disciplinary action.

4. In the event that PMHCC may be unable to meet a certain deadline or demands through a normal work schedule, employees may be asked to work overtime hours as deemed necessary by his/her supervisor or the Chief Executive Officer or designee. All employees are expected to be able to work overtime when the need arises.

5. Employees who are exempt from the overtime provisions of the Fair Labor Standards Act shall not be entitled to overtime pay.

6. For overtime calculation purposes, a workweek is defined as 12:00 a.m. Monday through 11:59 p.m. Sunday for PMHCC and 12:00 a.m. Saturday through 11:59 p.m. Friday for PMHCC CTT.

PMHCC Policy Manual

Policy 1210: Other Compensation (Deleted) Page 1 of 1


Policy 1210: Other Compensation (Deleted) Revised: January 15, 2004

Policy Deleted

PMHCC Policy Manual

Policy 1211: Severance Pay Page 1 of 1


Policy 1211: Severance Pay Revised:

POLICY

PMHCC may provide severance pay to eligible employees whose employment is terminated for reasons that are not prejudicial to PMHCC, as determined by PMHCC in its sole discretion. Should severance pay be approved, it is specific to the employee and the circumstances and does not establish any precedent for any other employee.

PROCEDURE

1. Severance pay will be provided to the following eligible employee classifications:

a) Regular full-time employees

b) Regular part-time employees

2. Specifically excluded from benefits under this provision are employees who:

a) Were hired as temporary employees for a specified period of time

b) Leave work due to a reduction in the work force

c) Were offered but refused to accept another suitable position with the organization

d) Were provided the opportunity to be retained for any length of time by a successor employer

PMHCC Policy Manual

Policy 1212: Business Travel Expenses Page 1 of 1


Policy 1212: Business Travel Expenses Revised: April 27, 2015

POLICY

Employees will be reimbursed for reasonable business travel expenses incurred while on assignments away from the normal work location. All business travel must be approved in advance by the Program Director.

PROCEDURE

1. When approved, the actual costs of travel, meals, lodging, and other expenses directly related to accomplishing business travel objectives will be reimbursed by PMHCC. Employees are expected to limit expenses to reasonable amounts.

2. Expenses that generally will be reimbursed include the following:

a) Airfare or train fare for travel in coach or economy class

b) Car rental fees, only for compact or mid-sized cars

c) Fares for shuttle or airport bus service

d) Taxi fares, only when there is no less expensive alternative

e) Mileage costs for use of personal cars @ the rate of 56 cents per mile.

f) Cost of standard accommodations in hotel, motel or similar lodgings

g) Costs of meals

h) Tips not exceeding 15 percent of the total cost of a meal

i) Charges for telephone calls, fax, and similar services required for business purposes

j) Charge for one personal telephone call each day

3. Employees who are involved in an accident while traveling on business must promptly report the incident to their immediate supervisor. A Report of Occupational Injury or Disease form must be completed and forwarded to the Human Resources Department. Vehicles owned, leased or rented by PMHCC may not be used for personal use without prior approval.

4. Business expense reports must be signed by the employee, Supervisor and Program Director and submitted to the Payroll Department within 5 working days after the end of the month to be included in the next payroll. Expense reports received late will be processed for payroll as soon as possible.

PMHCC Policy Manual

Policy 1213: Anti Fraud and Response Program Page 1 of 4

Section 12: Fiscal Services Issued: January 1, 2007

Policy 1213: Anti Fraud and Response Program Revised: September 5, 2013

POLICY

PMHCC’s staff and Board of Directors are committed to conduct business pursuant to the highest ethical standards. PMHCC will apply these ethical standards throughout its organization, with oversight by the Board. This will provide a work environment that is conducive to both individual and organizational success. To further pursue this effort, and to avoid the possibility of fraud and abuse, PMHCC has issued this Anti-Fraud Policy and Response Program (“Policy”) to support PMHCC’s commitment to protecting its revenue, property, reputation and other assets; to emphasize clearly the need for accurate financial reporting; and to define guidelines for the investigation and handling of fraud, should it occur.

DEFINITION

In law, "fraud" generally involves an act of deception, bribery, forgery, extortion, theft, misappropriation, false representation, conspiracy, corruption, collusion, embezzlement, or concealment of material facts. Fraud may be committed by an individual, a group of individuals, or by one or more organizations, and is a violation of trust that, in general, refers to an intentional act committed to secure personal or business advantage.

While fraud can cover many activities, this Policy is directed primarily at financial matters that could be legally defined as fraud. Examples of "financial fraud" generally fall into four broad categories and may include, but are not limited to:

1. Misappropriation of assets

Falsifying recording of Service Delivery Units

Forgery, alteration or misappropriation of checks, drafts, promissory notes or securities

Unauthorized, non-business acquisition, use, or disposition of funds, inventory, furniture, fixtures, equipment, records, or other assets

Embezzlement

Theft

Falsifying time sheets or payroll records, including but not limited to reporting hours not worked or a supervisor not allowing the reporting of all hours worked by hourly employees

Falsifying travel and entertainment expenses and/or utilizing organization funds to pay for personal expenses

Fictitious reporting of receipts

Misappropriation of organization-owned computer hardware, software, data, or other records including company intangibles (e.g. proprietary information, etc.)

PMHCC Policy Manual



Policy 1213: Anti Fraud and Response Program Page 2 of 4 Policy 1213: Anti Fraud and Response Program

2. Fraudulent Financial Reporting

Earnings management

Improper revenue recognition

Overstatement of assets

Understatement of liabilities

3. Expenditures and Liabilities for Improper Purposes

Bribery

Kickbacks

4. Fraudulently Obtained Revenue and Assets

Improper tax reporting

DETAILS

1. It is PMHCC’s intent to investigate any suspected acts of fraud, misappropriation or other similar irregularity. An objective and impartial investigation, as deemed necessary, will be conducted regardless of the position, title, length of service or relationship with PMHCC of any person(s) who might be or becomes involved in or becomes/is the subject of such investigation (see Policy 217).

2. Management is responsible for instituting and maintaining a system of internal controls to provide reasonable assurance for the prevention and detection of fraud, misappropriations and other irregularities. Management will be familiar with the types of improprieties that might occur and be alert for any indications of such conduct.

3. The Board of Directors, with consultation and support from the Chief Executive Officer and the Compliance Officer, has the primary responsibility for overseeing the investigation of all activity as defined in this policy, as appropriate.

4. Upon conclusion of an investigation, the results will be reported to the Board of Directors if appropriate.

5. Where there are reasonable grounds to indicate that a fraud may have occurred, PMHCC may report the incident to the appropriate authorities in order to pursue all legal remedies. Also, PMHCC will pursue every reasonable effort, including court ordered restitution, to obtain recovery of the losses from the offender.

PMHCC Policy Manual




PROCEDURE

All Employees: Any PMHCC employee (full-time, part-time, or contract personnel) who has knowledge of an occurrence of fraudulent conduct, or has reason to suspect that a fraud has occurred, shall immediately notify the Chief Executive Officer and/or Compliance Officer. If the employee has reason to believe that the Chief Executive Officer may be involved, the employee shall immediately notify the Compliance Officer.

Chief Executive Officer: Upon notification from an employee of suspected fraud, or if the Chief Executive Officer has reason to suspect that a fraud has occurred, he/she shall immediately notify the Chairman of the Board of Directors, and the Compliance Officer.

Board Director: If a member of the Board of Directors suspects fraud, he/she shall notify, at his/her discretion, the Chairman of the Board of the Board of Directors, the Chief Executive Officer and/or the Compliance Officer.

Investigation

1. Upon notification or discovery of a suspected fraud, the Chief Executive Officer, in concert with the Compliance Officer, will promptly investigate the fraud. Every effort will be made to keep the investigation confidential (see Policy 217).

2. After an initial review and a determination that the suspected fraud warrants additional investigation, the Chief Executive Officer will notify the Board as appropriate. When deemed necessary, the Chief Executive Officer and Compliance Officer shall coordinate the investigation with the appropriate law enforcement officials. Legal counsel will be involved in the process.

3. Once a suspected fraud is reported, the Compliance Officer will take immediate action to prevent the theft, alteration, or destruction of relevant records. Such actions include, but are not limited to, removing the records and placing them in a secure location, limiting access to the location where the records currently exist, and preventing the individual suspected of committing the fraud from having access to the records. The records must be adequately secured to insure the audit investigation.

4. All participants in a fraud investigation shall keep the details and results of the investigation confidential.

PMHCC Policy Manual




5. If a suspicion of fraud is substantiated by the investigation, disciplinary action, up to and including termination, shall be taken by PMHCC.

6. No employee of PMHCC, or person acting on behalf of PMHCC in attempting to comply with this policy shall:

be dismissed or threatened to be dismissed;

be disciplined or suspended or threatened to be disciplined or suspended;

be penalized or any other retribution imposed; or

be intimidated or coerced based to any extent upon the fact that the employee has reported an incident or participated in an investigation in accordance with the requirements of this Policy. Violation of this section of the Policy will result in disciplinary action, up to and including termination.

7. If an allegation is made in good faith, but it is not confirmed by the investigation, no action will be taken against the originator. If, however, individuals make malicious allegations, action may be considered against the individual making the allegation.

PMHCC Policy Manual

PMHCC Forms Page 1 of 1

Section 13: PMHCC Forms Issued: January 1, 2007

PMHCC Forms Revised: April 27, 2015

Forms accessible to PMHCC staff can be found on the PMHCC Internet site (www.pmhcc.org). Click on “Forms” on the column to the left of the home page.

Forms can also be requested by PMHCC staff supervisors and program directors by contacting the PMHCC Human Resources Department at 215-546-0300, extension 3605 or by email at [email protected]