introduction€¦ · web viewrevised april 2010academy solutions group, llc employee handbook...

Employee Handbook

April 2010

Revised April 2010 Academy Solutions Group, LLC Employee Handbook

Table Of ContentsSECTION 1: INTRODUCTION.................................................................................................3

1.1 WELCOME...........................................................................................................................31.2 CHANGES IN POLICY........................................................................................................31.3 POLICY COMPLIANCE......................................................................................................31.4 EMPLOYMENT RELATIONSHIP......................................................................................4

SECTION 2: WORKPLACE POLICIES...................................................................................52.1 EQUAL EMPLOYMENT OPPORTUNITY POLICY.........................................................52.2 AMERICANS WITH DISABILITIES ACT (ADA)............................................................52.3 EMPLOYMENT CATEGORIES..........................................................................................5

2.3a Classifications of Employment........................................................................................52.3b Fair Labor Standards Act.................................................................................................62.3c Non-Employees................................................................................................................6

2.4 PERSONNEL AND SECURITY FILES..............................................................................62.5 PERSONNEL DATA CHANGES........................................................................................62.6 EMPLOYMENT REFERENCES.........................................................................................72.7 EMPLOYMENT OF RELATIVES.......................................................................................72.8 OUTSIDE EMPLOYMENT.................................................................................................82.9 CONFLICTS OF INTEREST................................................................................................82.10 NON-COMPETE PROVISION..........................................................................................82.11 CONFIDENTIALITY OF INFORMATION......................................................................92.12 SECURITY CLEARANCES...............................................................................................92.13 BUSINESS ETHICS...........................................................................................................92.14 SMOKING IN THE WORKPLACE.................................................................................102.15 SAFETY AND WORKPLACE ACCIDENTS.................................................................102.16 DRUG FREE WORKPLACE POLICY............................................................................10

SECTION 3: HOURS AND COMPENSATION POLICIES.................................................113.1 ABSENTEEISM AND TARDINESS.................................................................................113.2 EMERGENCY OFFICE CLOSING...................................................................................113.3 TIMEKEEPING..................................................................................................................12

3.3a General Policy................................................................................................................123.3b Time Record Preparation...............................................................................................123.3c Time Record Corrections...............................................................................................13

3.4 EXPENSE REIMBURSEMENT.........................................................................................133.5 PAY METHOD...................................................................................................................133.6 PROCEDURE FOR ADDRESSING PAYROLL CONCERNS.........................................133.7 OVERTIME FOR NON-EXEMPT EMPLOYEES............................................................143.8 CREDIT HOURS................................................................................................................143.9 JOB PERFORMANCE EVALUATIONS..........................................................................143.10 ADVANCEMENT AND PROMOTION..........................................................................143.11 EMPLOYEE REFERRAL BONUS..................................................................................15

SECTION 4: EMPLOYEE BENEFITS AND SERVICES.....................................................164.1 PERSONAL TIME OFF (PTO)..........................................................................................16

4.1a PTO Accrual Rates........................................................................................................164.1b PTO Usage.....................................................................................................................164.1c PTO Carry Over.............................................................................................................164.1d PTO Borrowing.............................................................................................................16

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4.2 LEAVES OF ABSENCE AND LEAVE WITHOUT PAY................................................164.3 HOLIDAYS AND FLOATING HOLIDAYS.....................................................................174.4 BEREAVEMENT LEAVE.................................................................................................184.5 JURY DUTY AND WITNESS LEAVE.............................................................................194.6 MILITARY LEAVE............................................................................................................194.7 FAMILY AND MEDICAL LEAVE ACT LEAVE............................................................194.8 EDUCATIONAL ASSISTANCE.......................................................................................204.9 GROUP INSURANCE........................................................................................................21

4.9a Eligibility and Enrollment..............................................................................................214.9b Worker’s Compensation Insurance................................................................................214.9c Medical/Dental/Vision Insurance..................................................................................224.9d Long and Short Term Disability Insurance...................................................................224.9e 401(k) Plan.....................................................................................................................224.9f Profit Sharing.................................................................................................................22

SECTION 5: SEPARATION FROM EMPLOYMENT.........................................................235.1 SEPARATION CIRCUMSTANCES..................................................................................235.2 NOTICE OF TERMINATION............................................................................................235.3 COMPANY PROPERTY AND FINANCIAL OBLIGATIONS........................................235.4 BENEFITS AT TERMINATION........................................................................................245.5 EXIT INTERVIEWS...........................................................................................................245.6 RE-HIRES...........................................................................................................................24

Employee Handbook Acknowledgment Form..........................................................................25

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SECTION 1: INTRODUCTION

1.1 WELCOME

An interesting and challenging experience awaits you as an employee of Academy Solutions Group, LLC (ASG). This Handbook is designed to acquaint you with ASG and provide you with information about working conditions, benefits, and policies affecting your employment.

The information contained in this Handbook applies to all employees of ASG. Following the policies described in this Manual is considered a condition of continued employment. However, nothing in this Handbook alters an employee’s status. The contents of this Handbook shall not constitute nor be construed as a promise of employment or as a contract between the Company and any of its employees. The Handbook is a summary of our policies, which are presented here only as a matter of information.

You are responsible for reading, understanding, and complying with the provisions of this Handbook. Our objective is to provide you with a work environment that is conducive to both personal and professional growth.

1.2 CHANGES IN POLICY

This Handbook supersedes all previous employee handbooks and memos that may have been issued from time to time on subjects covered in this Handbook.

However, since our business and our organization are subject to change, we reserve the right to interpret, change, suspend, cancel, or dispute with or without notice all or any part of our policies, procedures, and benefits at any time. We will notify all employees of these changes. Changes will be effective on the dates determined by the Company, and after those dates all superseded policies will be null.

No individual supervisor or manager has the authority to change policies at any time. If you are uncertain about any policy or procedure, speak with your direct supervisor or the business office.

1.3 POLICY COMPLIANCE

Our employment policies should act as a general guide to help you understand how to handle most situations. If you are unsure how a policy applies to your particular situation, please contact the Business Office for further guidance. Employees are expected to understand and abide by the policies outlined. Employees who violate ASG policies will be subject to disciplinary action up to and including termination of employment.

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1.4 EMPLOYMENT RELATIONSHIP

We hope to have a long term relationship with you; however we recognize that you have choices when it comes to employment. You enter into employment voluntarily, and you are free to resign at any time for any reason or no reason. Similarly, ASG is free to conclude its relationship with any employee at any time for any reason or no reason. Employees who choose to depart are required to follow our Separation from Employment policy appearing in a later section in this Handbook.

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SECTION 2: WORKPLACE POLICIES

2.1 EQUAL EMPLOYMENT OPPORTUNITY POLICY

ASG supports the policy and principles of Equal Employment Opportunity and we value the diversity of our workforce. Our employment decisions and practices, including recruitment, selection, job assignment, transfer, promotion/demotion, discipline (including termination), training, education, tuition, social/recreational programs, compensation and benefits will be made on the basis of merit, competence and qualifications, without regard to race, color, religion, national origin, citizenship, marital status, sex, age, sexual orientation, disability, and/or U.S. veteran status, or any other characteristic protected by law.

2.2 AMERICANS WITH DISABILITIES ACT (ADA)

We fully comply with the Americans with Disabilities Act (ADA), and provide reasonable accommodation to qualified persons with disabilities except in cases where it would cause undue hardship. Any employee who would like to request an accommodation should contact their supervisor. We will respond promptly and to the best of our ability to accommodate the needs of all qualified persons with disabilities.

2.3 EMPLOYMENT CATEGORIES

An “employee” of ASG is a person who regularly works for ASG on a wage or salary basis. “Employees” may include exempt, non-exempt, regular full-time, regular part-time, and temporary persons, and others employed with the Company who are subject to the control and direction of ASG in the performance of their duties.

2.3a Classifications of Employment For purposes of salary administration and eligibility for overtime payments and employment benefits, ASG classifies its employees as follows:

Full-Time Regular Employees: Employees who are regularly scheduled to work thirty two (32) or more hours per week. Generally they are eligible for ASG’s benefits package, subject to the terms, conditions, and limitations of each benefit program. Such employees may be "exempt" or "non-exempt" as defined below.

Part-Time Regular Employees: Employees who are regularly scheduled to work less than thirty two (32) hours per week. Regular part-time employees are eligible for some benefits sponsored by ASG, subject to the terms, conditions, and limitations of each program. Such employees may be "exempt" or "non-exempt" as defined below.

Temporary Employees (Full-Time or Part-Time): Employees who are engaged to work full time or part time on ASG's payroll on an interim basis to assist in completion of a specific assignment or for a specific duration of time (i.e. seasonal). Interns and co-op students are considered temporary employees. Temporary employees retain that status until they are notified of a change. (Note that a temporary employee may be offered, and may accept, a new temporary assignment with ASG.) Temporary employees are not eligible for any of ASG’s benefit programs. Such employees may be “exempt” or “non-exempt” as defined below. A

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2.3b Fair Labor Standards Act In compliance with the Fair Labor Standards Act (FLSA), jobs are classified as “exempt” or “non-exempt” based on applicable laws and other applicable state and local statutes and/or ordinances.

Non-Exempt Employees: Employees who are required to be paid minimum wage and overtime at the federal or state prescribed wage rate, whichever is higher.

Exempt Employees: Employees who are not required to be paid minimum wage and overtime, in accordance with applicable federal wage and hour laws, for work performed beyond forty hours in a workweek. Executives, professional employees, outside sales representatives, certain computer programmers and employees in some administrative positions are typically exempt.

2.3c Non-Employees Some individuals may work for ASG via a temporary employment agency or as an independent consultant or contractor. These individuals are typically hired on an hourly or fee for service basis for their particular expertise. They are not considered employees of the Company and are not eligible to participate in any of ASG’s benefit programs.

2.4 PERSONNEL AND SECURITY FILES

ASG maintains two separate files on each employee. The Business Office maintains a personnel file that contains documents related to your professional life, such as your résumé, education and training activities, awards, and professional certifications and memberships. The Contractor Special Security Officer (CSSO) maintains a second file, if applicable, that contains documents related to your clearance. It may include copies of security forms that you have executed and any other pertinent security records.

Employee files are the property of ASG and access to the information is restricted. Management personnel of ASG who have a legitimate reason to review the file are allowed to do so.

Employees who wish to review their own file should contact their supervisor, the Business Office, or the CSSO respectively. With reasonable advance notice, the employee may review his/her file in Company’s office and in the presence of an authorized ASG representative

2.5 PERSONNEL DATA CHANGES

It is your responsibility to ensure that your personnel and security files are up-to-date at all times. Notify your supervisor or the business office of any changes in your name, telephone number, home address, marital status, number of dependents, beneficiary designations, scholastic achievements, emergency contacts, and so forth.

2.6 EMPLOYMENT REFERENCES

ASG will respond to reference check inquiries from other employers. Responses to such inquiries will confirm only dates of employment and positions(s) held.

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Requests for employment verification for credit or mortgage purposes should be referred to the business office. Certain information will be provided only if the employee has executed a release.

2.7 EMPLOYMENT OF RELATIVES

This policy applies to all categories of employment at ASG including regular, temporary, and part-time classifications. ASG permits the employment of qualified relatives of employees so long as such employment does not, in the opinion of ASG, create actual or perceived conflicts of interest. Applications for employment from family relatives will be considered with other qualified applications when personnel vacancies occur. Some restrictions may apply in job placement in order to prevent conflicts of interest, favoritism, supervision problems and similar issues.

For purposes of this policy, "relative" is defined as a spouse, child, parent, sibling, grandparent, grandchild, aunt, uncle, first cousin, or corresponding in-law or "step" relation. ASG will exercise sound business judgment in the placement of related employees in accordance with the following guidelines:

Individuals who are related by blood or marriage are permitted to work in the same ASG facility provided no direct reporting or supervisory/management relationship exists. That is, no employee is permitted to work within the "chain of command" of a relative such that the work responsibilities, salary, or career progress of either of the related employees could be influenced by the actions of the other.

No relatives are permitted to work in any positions in which ASG believes an inherent conflict of interest may exist.

If employees become related after employment, it is the responsibility of the employees involved to disclose such relationship to their supervisor, their manager, and to Human Resources. If it is determined, at the sole discretion of the Company, that there is a resulting conflict of interest or management problem of supervision, safety, security or morale; or, if reorganization creates such a conflict, reasonable time may be provided to resolve the matter. If resolution is not possible, the Company may require one or both of those employees to transfer to another department or resign from the Company.

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2.8 OUTSIDE EMPLOYMENT

An employee may hold an outside job so long as: (1) he can satisfactorily perform his ASG responsibilities; (2) the outside activities do not place the individual in competition with ASG for customers or contracts; and (3) issues of conflict of interest or confidentiality do not arise. ASG’s office space, equipment, and materials may not be used for outside employment. All employees will be judged by the same performance standards and will be subject to scheduling demands, regardless of any existing outside work requirements.

If it is determined that an employee’s outside work conflicts or interferes with performance, safety or the ability to meet the requirements of ASG as they are modified from time to time, the employee may be asked to terminate the outside employment if he desires to remain with ASG.

Employees should notify the Business Office in writing when considering outside employment so that these matters may be fully discussed.

2.9 CONFLICTS OF INTEREST

Employees are obligated to conduct business within the parameters that prohibit actual or potential conflicts of interest and prevent the perception of conflict of interest. An actual or potential conflict of interest occurs when an employee is in a position to influence a decision that may result in a personal gain for that employee or for a relative as a result of ASG business dealings. For the purpose of this policy, a relative is any person who is related by blood or marriage, or whose relationship with the employee is similar to that of persons who are related by blood or marriage. Personal gain may result not only where an employee or relative has a significant ownership in a firm that has a business relationship with ASG, but also when an employee or relative receives any kickback, bribe, substantial gift, or special consideration as a result of any transaction or business dealings involving ASG.

Employees can accept occasional unsolicited courtesy gifts or favors (such as business lunches, tickets to sporting events or cultural events, holiday baskets, flowers, etc.) so long as the gifts or favors have a market value under $25, are customary in the industry, and do not influence or appear to influence the judgment or conduct of the employee. Please discuss any exceptions to this amount with your supervisor.

Employees are not to give, offer, or promise directly or indirectly anything of value to any representative of a customer, a potential customer, a vendor or potential vendor, financial institution or potential financial institution with whom ASG has or may have a business relationship.

Business dealings with outside firms should also not result in unusual gains for those firms. Unusual gain refers to bribes, bonuses, special benefits, unusual price breaks, and other windfalls designed to ultimately benefit the other firm.

2.10 NON-COMPETE PROVISION

Employees are prohibited from engaging in activities during employment that would be injurious to ASG business interests. Among the prohibited activities are:

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Attempts to induce former, current, or future participants in ASG business to sever their employment or relationship;

Use of contracts, contacts, contact information, proprietary information, trade secrets, confidential information, customer lists, mailing lists, or other tangible or intangible property for other than ASG business;

Attempts to provide the same services or products as have been provided by ASG to any present or former ASG customer.

2.11 CONFIDENTIALITY OF INFORMATION

It is the policy of ASG to ensure that the operations, business information, plans, activities, other trade secrets and business affairs of ASG and those of our clients are kept confidential to the greatest possible extent. If, during the course of employment, employees acquire confidential or proprietary information about ASG and its clients, such information is to be handled in strict confidence and not to be discussed with non-ASG members. Information that may not be discussed with anyone outside the company includes but is not limited to the following:

Customer lists Sources of supply Systems designs and delivery methods Computer processes, programs, and codes Marketing plans Pricing data Product plans Pending projects and proposals

Employees are responsible for the internal security of such information. Employees may be asked to sign a statement of confidentiality at the time of hire and periodically throughout their term of employment to acknowledge their awareness of, and reaffirm their commitment to, this policy.

2.12 SECURITY CLEARANCES

Many positions within ASG require security clearances. Part of an employee’s responsibility is to comply with ASG’s Security Officer’s requests for information in order to process or maintain a clearance. Continued employment with ASG is contingent upon your continuous eligibility to obtain and maintain high-level U.S. Government clearances and authorizations for access to sensitive classified information. This access requires a willingness to take a U.S. Government national security related polygraph examination at anytime.

2.13 BUSINESS ETHICS ASG is committed to conducting its affairs in a manner consistent with the highest standards of ethics at all times and in all situations. Our reputation and success depend on all ASG employees, managers, and officers conducting their affairs with scrupulous regard for the spirit and letter of all applicable laws and consistent with the highest standards of integrity. We expect every

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employee to fully comply with this policy. Always remember that you are ASG to our customers and our reputation and the customer’s perception of ASG is attributed to each employee.

2.14 SMOKING IN THE WORKPLACE

We are committed to providing our employees with a safe and healthy working environment. Each Company facility and client site designates smoking restrictions based upon state and local laws. Employees are expected to observe the smoking regulations of their work site, no matter their work location. Because ASG may be subject to criminal and civil penalties for violations of applicable smoking laws, we must insist on strict adherence to this policy. Please contact your immediate supervisor or the Business Office if you have any questions regarding the smoking policy.

2.15 SAFETY AND WORKPLACE ACCIDENTS

Each employee is expected to obey safety rules established by each work site and exercise caution and common sense in all work activities. Employees must immediately report any unsafe conditions to their supervisor. In case of an accident that results in an injury, regardless of how insignificant the injury may seem, employees should notify the on-site supervisor immediately.

2.16 DRUG FREE WORKPLACE POLICY

As part of our belief in the importance of employees’ well-being and in compliance with federal requirements for Department of Defense contractors, it is the policy of ASG is to maintain a drug free workplace. We do not allow employees to sell, use, possess, purchase, transfer or manufacture alcohol and/or illegal drugs on company property or while performing assigned duties off company property. An employee should never report to work while under the influence of illegal drugs and/or alcohol. Only controlled substances prescribed by a physician are permitted to be used by employees while at work. If use of a prescribed drug may affect your ability to work safely, please notify your supervisor or the Business Office.

As a condition of employment, employees must abide by drug free workplace policies. On reasonable suspicion of drug use or when required by customer contracts, the Company may require an employee to undergo a drug test at a designated medical facility. Employees who hold security clearances must report arrests, citations, summons, or convictions in accordance with standard security procedures. In any event, all employees, cleared or uncleared, are expected to report such matters to the Company within five (5) days for security purposes. In addition, employees who are convicted under a criminal drug statute for a drug-related violation must notify their supervisor, their manager, or the Business Office within five (5) days of the conviction. Within thirty (30) days, Company management will have initiated rehabilitative or disciplinary action appropriate to the misconduct.

Anyone struggling with substance or alcohol abuse problem may contact the Business Office or refer to the health insurance plan booklet for help.

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SECTION 3: HOURS AND COMPENSATION POLICIES

3.1 ABSENTEEISM AND TARDINESS ASG is able to secure work based upon our estimates of performance and our history of reliability. Therefore, ASG expects all employees to assume diligent responsibility for their attendance and promptness. Continued dependability, quality, and pride of service are factors over which each individual employee has a great deal of influence. If you are absent and cannot perform your duties on time, or if you produce substandard work, then we all pay the price by losing the confidence of the customer. Therefore, we ask that you adhere to the following guidelines:

Observe the work schedule agreed upon with your supervisor. Provide your supervisor with advance notice of any scheduled absence(s), late

arrival(s), or early departure(s). Personally contact your office no more than one hour after the start of your regular

scheduled workday if you are unexpectedly going to be absent or will be arriving late. Change your voice mail and implement an e-mail vacation message (where appropriate) to

indicate your absence to customers and coworkers.

Individuals carrying a security clearance have an added responsibility. If a cleared employee has not reported to work or notified his supervisor that he will be unavoidably late or absent within one hour of the start of the regularly scheduled workday, the security office will be notified, and efforts to locate the employee will be initiated. 3.2 EMERGENCY OFFICE CLOSING

It is the policy of ASG that offices be open during normal working hours in order to provide the service our clients require and expect from us. In the event of severe weather or an emergency such as a major power or utility failure, fire, flood, earthquake, or some other emergency, ASG employees should follow the procedures established for the location to which they are assigned. For example, during winter months, employees assigned to the National Security Agency, Fort Meade should follow the hazardous weather policy of that location. That policy sometimes results in delayed opening or Agency closing, except for “essential” personnel who must report to work as normal.

If possible, ASG employees affected by an emergency closing will be assigned tasks to be performed at an alternate location. Alternatively, ASG employees may choose to make up time lost due to an emergency closing (normally this must be accomplished within the pay period). If ASG cannot provide an alternative work arrangement or the employee is unable to participate in such an arrangement, the employee may use leave or credit hours with their supervisor’s approval. Exceptions to this policy will be addressed on a case-by-case basis.

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3.3 TIMEKEEPING

3.3a General Policy

ASG employees will be required to turn in weekly timesheets by noon on Friday of each week. As an ASG employee, you must record all of the hours you work on authorized ASG work activities.

Record the hours you work in approved work locations on your timesheet each day when the effort is for:

The performance of a contract The preparation of a proposal ASG sponsored research and development The general operation or support of the business unit

NOTE: Time spent for lunch and breaks is generally not considered hours worked and is therefore not to be recorded. Should you have any questions please contact your ASG supervisor.

3.3b Time Record Preparation

Each employee is personally responsible for:

Recording his/her time on a daily basis into both the ASG time system and the prime contractor’s time system, when required.

Recording time on the timesheet electronically. Recording hours worked in quarter hour increments (15 minutes). Recording the correct distribution of time by project numbers. Using the ASG automated timecard system electronically submitting timesheet to

supervisor for approval by noon on Friday or as designated by supervisor. Submitting the completed timesheet on time. (The supervisor will approve and co-sign all

timesheets after they are completed.) Correcting and re-submitting timesheets as needed. (The supervisor is prohibited from

completing an employee's timesheet unless the employee is absent for a prolonged period of time on some form of authorized leave. If the employee is on travel status, the supervisor for the employee may prepare a timesheet but the employee should amend his or her time sheet upon return and re-submit it for supervisor approval.

Properly distributing time. (The nature of the work determines the proper distribution of time, not availability of funding, type of contract, or other factors.)

Accurately and completely preparing their own timesheet as a part of the employee's job.

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3.3c Time Record Corrections

To correct your timesheet after it is submitted to the Payroll Department, email your supervisor with your intentions of changing timesheet. After permission is given adjust timesheet electronically in accordance with the automated timecard system. Periodic internal reviews are performed on the timekeeping system to assure compliance with system controls.

3.4 EXPENSE REIMBURSEMENT

Business expenses incurred by an employee must have prior approval by a supervisor. Employees of ASG are required to submit signed, approved expense reports to the Business Office on a monthly basis, no later than ten (10) days past the close of the month. Should an employee turn in an expense report past this point, payment will be made only with management approval.

Reimbursement payments will not be distributed to individuals until the expense report is complete to include: employee signature, approval signature, all original receipts, and/or other appropriate detail regarding the expense (such as mileage). Employees should contact their supervisor and/or manager for guidance and assistance on procedures related to travel arrangements, expense reports, reimbursement for specific expenses, or any other business expense issues.

3.5 PAY METHOD

ASG offers the convenience of direct deposit to our employees. Except in cases where prohibited by law, employees are required to receive their pay via direct deposit. Pay is deposited to accounts on Friday following the completion of a bi-weekly pay period.

3.6 PROCEDURE FOR ADDRESSING PAYROLL CONCERNS You are responsible for the accuracy of your pay and your pay deductions each pay period.

Employees who believe their pay has been improperly reduced or contains other errors such as overpayments or incorrect deductions should contact the Business Office immediately.

The employee will be asked to specify in writing the circumstances of the pay deduction and whether it has occurred on other occasions.

The Company will review pay records to determine the nature of the problem. If the deduction was in fact improper, the Company will reimburse the employee as

promptly as possible. The resolution of the situation will be documented (including confirmation on the part of

the employee that the situation has been resolved) and placed with the employee’s pay records.

Following identification of such a problem, the Company will typically establish a practice to regularly audit employee pay records to ensure no further issues arise.

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3.7 OVERTIME FOR NON-EXEMPT EMPLOYEES

It should be recognized that overtime and additional work other than that which is regularly scheduled might be required.

Overtime will be paid to eligible, non-exempt employees in accordance with applicable state law. The pay for regular overtime will be at the federal or state prescribed wage rate, whichever is higher. Time off on personal time (PTO), holiday, or similar leaves of absence will not be considered hours worked when calculating overtime.

All overtime work performed by a non-exempt employee must be authorized in advance by your immediate supervisor. All overtime worked must be clearly noted on your time sheet and approved by your supervisor.

3.8 CREDIT HOURS

Exempt employees may be required to work more than eighty (80) billable hours on a contract in a two-week pay period. Although not eligible for overtime under the Fair Labor Standards Act, ASG does recognize the extra effort put forth by its employees. Approval to work credit hours must be requested in advance from the ASG Business Office and must normally be supported by the underlying contract.

Exempt full-time employees who work more than eighty (80) billable hours in a two (2) week pay period may earn credit hours in quarter hour (0.25 hour) increments. For the purposes of this policy, holiday hours are included in the eighty (80) hour period. Credit hours may either be paid out during the pay period in which they are earned or used within a reasonable timeframe (normally within the month they are earned). Earned and unused credit hours will be forfeited if not used within these guidelines. Credit hours must be properly documented on timesheets in the pay periods in which they are earned or used. Employees may not take credit hours before they are earned: negative credit hour balances are prohibited.

3.9 JOB PERFORMANCE EVALUATIONS

You are encouraged to discuss your work performance, performance goals, and career objective with your supervisor throughout the year. A performance evaluation of each employee will be performed annually and you will be evaluated with respect to the job that you are performing for ASG. Performance evaluations are conducted by your supervisor and may include an evaluation of your knowledge, skills, and initiative, as well as a record of your specific accomplishments, progress toward goals, and areas requirement further development. As you demonstrate the ability to take on additional responsibilities, your talents will be utilized in the manner deemed most suitable to your demonstrated ability and the needs of ASG.

3.10 ADVANCEMENT AND PROMOTION

ASG’s goal is to advance employees to more responsible positions whenever possible. The final decision on filling a position will be made after a review of the overall qualifications of the current employees. It is possible that an opening may occur that requires specialized skills and/or talents which do not currently exist within ASG. In such cases ASG will hire outside personnel.

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3.11 EMPLOYEE REFERRAL BONUS

ASG employees are eligible to receive a $3,000 recruiting bonus for any individual they refer to ASG subject to the following:

The referred candidate’s resume must not have been previously received by ASG from any other recruiting source.

The referred candidate must be hired as a regular full time employee and be billable to a contract.

In the event that two ASG employees refer the same individual, the employee that provided the individual’s contact information first will be rewarded with the bonus.

Following the candidate’s third month of service on a billable assignment, ASG will pay the referring employee the allotted bonus. To be eligible for the bonus, both the referred candidate and the referring employee must be active employees in good standing at the time of disbursement.

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SECTION 4: EMPLOYEE BENEFITS AND SERVICES

4.1 PERSONAL TIME OFF (PTO)

4.1a PTO Accrual Rates

Regular full-time employees scheduled to work at least forty (40) hours per week will accrue PTO leave at the rate of 3.077 hours per full work week worked for a total of 160 hours per year. Regular full-time employees scheduled to work less than forty (40) hours per week may accrue PTO leave at a pro-rated schedule based on the number of hours you are scheduled to work. For instance, a regular full-time employee scheduled to work 32 hours per week would typically accrue PTO at the rate of 2.462 hours per work week (128 hours per year). Regular part-time and temporary employees are not eligible for PTO leave. Employees who are on a leave of absence do not accrue PTO or other discretionary time off.

4.1b PTO Usage

PTO used as vacation must be requested and approved in advance. If you plan to take time off for scheduled medical services, you should notify your manager and obtain approval in advance. Employees who are unable to report to work due to unexpected illness or injury should notify their manager as soon as possible and no later than one hour before their scheduled start time of their workday.

If a planned vacation must be canceled due to the needs of ASG and an employee is unable to reschedule the vacation within the year, ASG reserves the option of paying the employee in lieu of taking the canceled vacation or to allow rescheduling of that vacation.

4.1c PTO Carry Over

A maximum of eighty (80) hours of unused PTO leave may be carried over from one calendar year to the next. Any leave in excess of eighty (80) hours at the end of the calendar year will be forfeited.

4.1d PTO Borrowing

ASG does not allow employees to “borrow” against unearned PTO balances. In the event you are in need of time that has not yet been earned, you may request a leave without pay subject to the policy related to this topic.

4.2 LEAVES OF ABSENCE AND LEAVE WITHOUT PAY

ASG provides leaves of absence to employees as required by law and in order to facilitate employee participation in civic endeavors such as serving on a jury or serving in the military. Many states have unique laws that govern leaves of absence which are not addressed in this section. The Company will comply with all applicable laws. Leaves of absence, with or without pay, are granted only on the condition that the employee taking the leave intends to return to work at the conclusion of the leave. Such leave, if approved, must be taken in full day increments. Employees who are on a leave of absence do not accrue PTO. A

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Leave without pay will only be considered after all available personal time off and floating holidays have been exhausted unless there has been prior consultation with the Business Office. Exceptions to this will only be made if Management determines there is a legitimate compelling reason to do so (e.g. the employee desiring leave without pay is also eligible to receive benefit payments under the ASG disability plan where payment of PTO would negatively affect any disability benefits received.) If approved, the leave must be taken in full day increments. The employee is responsible for consulting with the Business Office regarding how to properly charge leave without pay, the continuance of their leave benefits, their eligibility for bonus payments, and the effect the time off will have on leave accruals (e.g. PTO and floating holidays) and on other insured benefits during the absence. This consultation should include a clear, written, signed plan that contains provisions for the employee to pay any required insurance premiums.

Except where required by law, ASG cannot guarantee that an employee’s job will remain available or that a comparable position will exist when a return from unpaid leave is sought. When an employee is ready to return from a leave of absence without pay, the Company will attempt to reinstate the employee to his/her former position or to one with similar responsibilities. If no such position is available, the employee may be terminated from employment with ASG.

Depending upon the length and circumstances surrounding the leave, ASG may terminate the employment of employees who are in a leave status.

4.3 HOLIDAYS AND FLOATING HOLIDAYS

Regular full-time employees are eligible to be paid for up to six (6) core holidays and up to four (4) floating holidays during each full calendar year worked. Regular full-time employees who achieve 5 or more years of service with ASG are eligible to be paid for an additional two (2) floating holidays (for a total of (6) six). We observe the following paid holidays for regular full-time employees:

Six (6) Core Holidays: New Year’s Day (1 January) Memorial Day (last Monday in May) Independence Day (4 July) Labor Day (first Monday in September) Thanksgiving (fourth Thursday in November) Christmas (25 December)

Four (4) Floating holidays* per full calendar year worked: Paid holidays to be used at employee’s discretion Do not carry over from one calendar year to next

*Six (6) floating holidays for eligible employees with 5 or more years of service

The ASG core holiday schedule will be communicated separately to employees for each calendar year. All holidays (core and floating) must be taken in 8-hour increments. If a scheduled holiday occurs during an employee’s scheduled PTO period the employee will receive holiday A

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pay in lieu of PTO. Employment may not start or end on a paid holiday (unless time is actually worked in performance of a contract).

Occasionally, other dates may be declared a holiday for the executive branch of the federal governments (such as Christmas Eve and New Year’s Eve in some years). Those employees whose job site may be closed in these instances have the option of using credit hours or PTO.

To be eligible for paid holidays, employees are expected to work their normal schedule the workday before and after the holiday. Employees who have to report to work on a holiday may observe the holiday any time within the month the holiday is officially observed.

Full-time non-exempt employees will receive regular pay for Company holidays. If they work on a holiday, they will also receive wages for the hours worked. If the actual time worked result in overtime for that work week, then the overtime pay will also be paid.

Regular full-time who work a set schedule of at least thirty two (32) but less than forty (40) hours per work week are eligible for core and floating holidays on a pro rata basis. In the case of core holidays, you will be eligible for holidays and floating holiday pay for the number of hours you were otherwise scheduled to work on that. Regular part-time and temporary employees are not eligible for any paid holiday leave.

4.4 BEREAVEMENT LEAVE

If you are a regular full-time or part-time employee and a death occurs in your family, you will be compensated for time lost from your regular work schedule in accordance with the following guidelines:

As soon as you know that you will need time off, please submit your request to your Manager.

The number of paid days off approved for bereavement is determined by the actual time needed to make arrangements and/or attend the funeral, subject to the following limits:

o In the event of a death in your immediate family [spouse, partner, child, parent, sibling, grandparent, in-laws], your manager may approve regular pay for each consecutive workday absent up to and including the day of the burial, but not to exceed 3 working days.

o In the event of a death of a close relative [aunt, uncle, niece, nephew, cousin, grandchild] outside of your immediate family, your manager may approve regular pay for 1 day to attend the funeral.

4.5 JURY DUTY AND WITNESS LEAVE

If a full-time regular employee is summoned to jury duty, ASG will continue his salary during the period of jury duty for up to a maximum of fifteen (15) working days per calendar year. An employee is also permitted to retain the allowance he receives from the court for such service.

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Regular part-time and temporary employees will be given time off without pay while serving jury duty. All employees are allowed unpaid time off if summoned to appear in court as a witness. To qualify for jury or witness duty leave, an employee must submit to his supervisor a copy of the summons as soon as it is received. In addition, proof of service must be submitted to the employee’s supervisor when the period of jury or witness duty is completed.

4.6 MILITARY LEAVE

If the employee is a reservist or a member of the National Guard, he will be granted time off for required military training. ASG will pay an employee on military training the difference between the employee’s current pay rate and their military pay for up to fifteen (15) days. The employee may also use any unused leave during military leave. Eligibility for reinstatement after military duty or training is completed is determined in accordance with applicable federal and state laws.

A military leave of absence is granted to full-time employees who are called to military service (either by the Selective Service or as a member of the Armed Forces Reserve or National Guard) who enlist in any service with veteran’s re-employment rights, or who engage in required or selected training sessions.

ASG will grant up to fifteen (15) days for annual military leave. ASG will pay the difference in the amount of the employee’s basic military pay (exclusive of allowance) and his/her regular Company base rate of pay only when the military pay is the lesser amount. If the employee’s annual military training period extends beyond the fifteen (15) days in a calendar year, the additional time can be taken as PTO.

Upon receiving military orders, the employee is to immediately notify the supervisor and/or manager as well as the Business Office and provide a copy of the orders. In cases where the documentation does not yet exist, documentation must be provided as soon as it is readily available.

Upon return from leave, the employee must provide notice of or an application for re-employment in accordance with schedules outlined by law. The documentation must show: the application for re-employment was timely, the period of service has not exceeded five (5) years, and the employee has received an honorable or general discharge. These employees will be reinstated in accordance with applicable law.

4.7 FAMILY AND MEDICAL LEAVE ACT LEAVE

The Family and Medical Leave Act (“FMLA”) requires covered employers to provide eligible employees with up to twelve (12) work weeks of unpaid leave for certain family and medical reasons during a 12-month period. During the leave, you may be entitled to continue group medical plan coverage as if you had continued to work. At the end of the leave, subject to some exceptions, an employee has the right to return to the same or to an equivalent position. Employees who are out on FMLA leave also have certain responsibilities to the Company.

Please see the Business Office for complete details on FMLA leave as it currently applies to ASG or to request FMLA leave.

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4.8 EDUCATIONAL ASSISTANCE

ASG is dedicated to providing employees with the appropriate training to keep them current in their chosen field. To encourage employees to further their job related education, ASG will reimburse eligible employees for costs incurred while taking job-related courses and training, including: training and certification programs, seminars, education assistance, or a combination of these.

Eligible employees include: regular full-time employees Maximum reimbursement amount: Please contact the Business Office for the current

maximum assistance allowed during the current calendar year (Note: Management reserves the right to amend, suspend, or change reimbursement maximums in its sole discretion.)

In order to be eligible for reimbursement, eligible employees must submit a written request for Educational Assistance to the Business office for approval PRIOR to the start of the training program. Management will contact the employee to advise of approval.

Employees are required to submit an Expense Report, an itemized list of all costs associated with the education (i.e. tuition, books, fees) within one week of the program completion in order to receive reimbursement. Employees will not be reimbursed for any travel, lodging, meals, or time off associated with the training. Original receipts must accompany the payment request. In cases where there is a grade associated with the approved course, reimbursement is contingent upon ASG receiving evidence of satisfactory completion of the course and the achievement of a “B” or higher.

While educational assistance is expected to enhance employees’ performance and professional abilities, ASG cannot guarantee that participation in formal education will entitle the employee to automatic advancement, a different job assignment, or pay increases.

ASG invests in educational assistance for employees with the expectation that the investment be returned through enhanced job performance. Training reimbursement is made with this expectation in mind. However, if an employee voluntarily separates from ASG's employment within 18 months of having received one or more educational assistance payments, the amount of the payment will be considered only a loan. Accordingly, the employee will be required to repay the education assistance payments as follows:

100% repayment if the voluntary separation occurs within 12 months following the program completion for which the employee was reimbursed

50% repayment if the voluntary separation occurs between 12 months and one day and 18 months following the program completion for which the employee was reimbursed.

Employees requesting reimbursement payments under this policy are required to sign an agreement that includes repayment provisions in the event of their departure. The agreement includes a wage deduction authorization allowing ASG to deduct the cost of such items from the final paycheck. In the event the amount of the final paycheck is insufficient to cover the full amount due, the employee will further agree to provide a cashier’s check payable to ASG prior to departure to cover the difference. A

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4.9 GROUP INSURANCE

It is our goal to hire employees who will work hard and help ASG prosper. In turn, this allows ASG to offer competitive benefits. Benefits are summarized for information only. For details on benefit options, please contact the Business Office. This Handbook attempts to accurately reflect the terms of the insurance policies. In the event of any conflicts between this Handbook and the applicable policy or plan, the insurance plan documents will govern. ASG further reserves the right to periodically review and modify the benefits package.

4.9a Eligibility and Enrollment

Unless otherwise noted, regular full-time employees are eligible for benefits with ASG, subject to individual plan requirements. In most cases, eligible employees may elect to join the plans on the 1st day of the month following their date of hire. Employees must enroll in the specific plan by completing the appropriate paperwork within 30 days of becoming eligible.

Should an employee experience a qualifying event (marriage, birth, divorce, death, etc.) after plan enrollment, the employee has 30 days to change coverage or he must wait until the annual open enrollment period, which may require evidence of insurability.

4.9b Worker’s Compensation Insurance

ASG carries insurance to provide for payment of employee medical expenses and for partial salary continuation in the event of work-related accident or illness. This program is provided at no cost to employees.

The amount of benefits payable and the duration of payment depend upon the nature of the employee’s injury or illness. All medical expenses incurred in connection with an on-the-job injury or illness and partial salary payments are paid in accordance with applicable state law.

If an employee is injured or becomes ill on the job, the employee must immediately report such injury or illness to his/her immediate supervisor. This ensures that ASG can help obtain appropriate medical treatment. An employee’s failure to follow this procedure may result in the appropriate workers' compensation report not being filed timely in accordance with the law, which may delay benefits in connection with the injury or illness. Questions regarding workers' compensation insurance should be directed to the immediate supervisor or the ASG business office at 410-531-1125.

Neither ASG nor the insurance carrier will be liable for payment of workers’ compensation benefits for injuries that occur during an employee’s voluntary participant in any off-duty recreational, social, or athletic activity sponsored by ASG.

4.9c Medical/Dental/Vision Insurance

ASG offers eligible employees with the opportunity to enroll in medical, dental, and vision benefits for the employee and their covered dependents. If elected, benefits typically cover a variety of medically necessary treatments and professional services, depending upon the plan chosen. Employees should maximize this benefit by reading coverage information and being A

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familiar with and following the cost containment programs featured in the plan. Employees pay varying costs for health coverage, depending on the plan and level of coverage they choose. The employee portion of the premium is deducted from employee’s paychecks.

4.9d Long and Short Term Disability Insurance

ASG offers both Long and Short Term Disability plans that provide the employee with replacement income should the employee become unable to work due to a qualifying injury or illness. Details of the disability insurance plans are described in associated plan documents and include information on benefit amounts and when they are payable as well as limitations, restrictions, or exclusions. Contact the Business Office for further information about disability benefits.

4.9e 401(k) Plan

ASG encourages you to save for retirement by offering a 401(k) Plan. Eligible employees can begin participating based on the plan design. Enrollment information and plan details can be obtained from the Business Office. 4.9f Profit Sharing

Eligible employees may participate in profit sharing plans (if any) in accordance with the terms and conditions of such plans

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SECTION 5: SEPARATION FROM EMPLOYMENT

5.1 SEPARATION CIRCUMSTANCES

Since employment with ASG is based on mutual consent, both the employee and ASG have the right to terminate employment at will, with or without cause or notice. Below are a few examples of some of the most common circumstances under which employment is terminated:

Resignation - voluntary employment termination initiated by the employee Termination – involuntary employment termination initiated by ASG. Layoff – involuntary employment terminated initiated by ASG for non-disciplinary

reasons. Please note that while ASG attempts to maintain a stable work force, business conditions sometimes change to a point that there aren’t enough positions to keep all employees on the payroll. Should such a situation occur the work force may be reduced by laying off the number of employees over and above those needed to perform the work available. In addition to availability of positions, layoffs may be determined by the ability of the affected employees to adequately perform the available work with a minimum of retraining. Length of service and non-medically related absences or tardiness may also be considered where relative ability is equal.

5.2 NOTICE OF TERMINATION

Voluntary Departures- Any employee who wishes to resign from his/her position with ASG is expected to notify his/her supervisor as soon as possible. The notice should be in writing and include the last day he/she intends to work – this will be the employee’s termination date. ASG requires a two (2) week termination notice. Once a termination notice has been received, requests for paid or unpaid time off will be generally be denied to the departing employee in order to provide a sufficient transition period and otherwise allow the Company to prepare for your departure. If an employee does not provide sufficient advance notice or fails to actually work the remaining two (2) weeks, the termination date will be effective on the day of absence and the employee will not receive accrued benefits except where required by law.

Involuntary Departures - In the event of termination, management will meet with the employee and provide written termination notice.

5.3 COMPANY PROPERTY AND FINANCIAL OBLIGATIONS

Any employee who terminates employment with ASG shall return all files, records, keys, and any other materials that are property of ASG. No final settlement of an employee’s pay will be made until all items are returned in appropriate condition. Where permitted by applicable laws, ASG may withhold from the employee’s check of final paycheck the cost of any items that are not returned in good order when required. Employees are required to sign a wage deduction authorization agreement to deduct the cost of such items from the final paycheck and/or to make written arrangements to repay ASG for these costs and any other outstanding financial obligations owed to ASG. ASG reserves the right to take all action, including legal remedies, deemed appropriate to recover or protect its property.

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5.4 BENEFITS AT TERMINATION

Employee’s benefits will be affected by employment termination in the following manner. All accrued vested benefits that are due and payable at termination will be paid. Some benefits may be continued at the employee’s expense if the employee elects to do so. The employee will be notified of the benefits that may be continued and of the terms, conditions, and limitations.

5.5 EXIT INTERVIEWS

Management may conduct an exit interview to collect company property outstanding and to discuss details related to your departure including the status of your benefits upon termination, your reasons for leaving, and any other impressions that you may have about ASG. During the exit interview, you can provide insights into areas for improvement for ASG and your specific position. Cleared personnel will be required to schedule a separate debriefing session with the Security Department.

5.6 RE-HIRES

We encourage employees who voluntarily leave ASG in good standing to consider re-applying to work with ASG. Former employment does not, however, guarantee re-employment and you will not normally receive credit for prior service for purposes of leave or benefit eligibility.

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Employee Handbook Acknowledgment Form

I acknowledge that I have received, read, and understand the policies outlined in the Academy Solutions Group LLC (“ASG”) Handbook. I agree to abide by the rules and regulations of ASG as described in the handbook, which is intended as a guide to human resources policies and procedures. I understand that I should consult with my supervisor or an authorized member of ASG Management regarding any questions not answered in the Handbook, especially if I am not sure of the proper course of action in a given situation. I understand that the Company has the right to change the handbook without notice. It is understood that future changes in policies and procedures will supersede or eliminate those found in this book, and that employees will be notified of such changes through normal communication channels.

I also understand and agree that the information contained in these materials does not constitute an employment contract between ASG and me and that either I or ASG may terminate our employment relationship at any time, with or without cause. I understand that no manager or representative of ASG, other than the Company Officers, has any authority to enter into any agreement for employment for any specified period of time or to make any agreement contrary to the foregoing.

____________________________________________________ Employee Signature

_____________________________________________________Date

____________________________________________________Employee Name (please print)

Note: Please return this completed form to the Business Office for filing in your personnel file.

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introduction€¦ · web viewrevised april 2010academy solutions group, llc employee handbook...

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