EMPLOYEE HANDBOOK
PERSONNEL POLICIES AND GUIDELINES
Revised June 2023
Revised March 2016
Revised July 2013
Revised December 2010
Revised March, June & September 2008
January 1, 2008
2 TABLE OF CONTENTS Purpose of Handbook 3 Introduction 3 Orientation 4 Employment Status 4 Immigration Law Compliance 5 Personnel Policies and Procedures 5 Timekeeping Procedures 6 Weather Related Closings 7 Job Duties 8 Employment Requirements 8 Required Travel 9 Payment Policies 13 Medical Marijuana 14 Leave Policy 15 Insurance & Other Benefits 17 Equal Employment Opportunity 18 Prohibition of Sexual and Other Unlawful Harassment 19 Unlawful Harassment – Complaint & Investigation Procedure 21 Consensual Romantic Relationships 22 Conduct at Work 23 Workplace Conflict Policy 23 Social Events with the Workplace 23 Employment Reference Prohibition 23 Gift Reporting 24 Promissory Note Policy 24 Appearance 24 Safety 25 Breastfeeding 25 Weapons in the Workplace Policy 25 Workplace Violence 26 Health/Sanitation 26 Smoking/Use of Tobacco Products 26 Solicitation 26 Contagious Illness 27 Conflict of Interest 27 Code of Ethics 28 Use of Employee Photo, Likeness, and Voice 29 Equipment and Property Assigned to You 29 Computer, Email and Internet Usage 30 Computer Material 30 Social Media Policy 31 Foundation Records 32 Violation of Local, State, and/or Federal Laws 34 Warnings, Discipline, and Separation 34 Biometric Information 36 Resignation of Employment 36 Employee Handbook Acknowledgement Form 40
PURPOSE OF HANDBOOK
Welcome! The Able Trust recognizes that human resources are the most valuable assets of any organization. The following personnel policies and guidelines have been devised and approved by The Able Trust Board of Directors with the goal of providing a safe and productive environment for all employees.
The Able Trust is an Equal Employment Opportunity Organization that complies with ADA regulations. The Able Trust fosters a policy of equal opportunity to ensure that the hiring and promotion of staff is based on ability and job performance, ensuring that: (a) position openings are advertised to the public; (b) discrimination is prohibited in all facets of employment on the basis of race, color, ethnic or national origin, gender, age, religion, marital status, pregnancy, veteran status, transgender, sexual orientation, sexual identification, genetic information, or disability status.
This material will provide important information and guidance and will answer many questions about your job. It covers employee benefits and general procedures. This handbook, however, is not an employment contract and the policies set forth are not to be construed to, and do not, create contractual obligations of any kind. This handbook does not alter the “at-will” nature of your employment. You have the right to terminate your employment at any time, with or without cause or notice, and the organization has the same right. Your status as an “at-will” employee may not be changed, except in writing, signed by the president of the organization.
The Able Trust reserves the right to change, revise, eliminate or supplement any of the policies and/or benefits described in this handbook and to take any action which management deems necessary to the effective operation of The Able Trust. No one other than the Board of Directors has authority to change, revise, eliminate or supplement the contents of this handbook and you are not to rely upon any representation to the contrary. At the discretion of the President, an exception to a policy may be provided when it is deemed to be in the best interest of The Able Trust. No one else is authorized to grant exceptions to any policies contained within this handbook.
If you have questions, please ask your manager. Your questions and your ideas are important to us. All employees are invited to discuss any topic or issue contained in this handbook with the President, should any question arise.
INTRODUCTION
Statement of Purpose
The Able Trust, legally incorporated as the “Florida Endowment Foundation for Vocational Rehabilitation” is 501(c) (3) not-for-profit public charity with a purpose to effectively manage, raise and distribute funds in order to provide persons with disabilities who reside in the State of Florida (“Floridians”) with opportunities for successful employment, in order to become independent, productive, and self-supporting members of society.
Mission Statement
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To be the key leader in providing Floridians with disabilities opportunities for successful employment.
Organization
The Able Trust is an organization comprised of an elected chair, executive committee, and various other committees. It has a paid professional staff. All personnel, management, financial and programmatic policies are approved by the Board of Directors.
Originally created by the Florida Legislature in 1990 as the “Florida Endowment Foundation for Vocational Rehabilitation by F.S. 413.615. The organization is commonly known as “The Able Trust.”
All members of the Board of Directors of The Able Trust are appointed by the Governor and serve at the Governor’s pleasure. The Board is responsible for financial oversight and strategic governance of the organization. The Able Trust hires a President and CEO who is responsible for the operations of the organization and the management of staff and consultants.
Concerns and Questions
Employees are encouraged to discuss work problems and concerns with their manager or supervisor. If employees have concerns that they are not comfortable discussing with the supervisor or if the concern is related to the supervisor, they should address the issue with the President. If the concern is related to the President, it should be addressed to the Chair of the Board.
ORIENTATION
An orientation session will take place, between each new employee and the supervisor during the first two weeks of employment. This introduction will help the employee to become more acquainted with The Able Trust. New employees will receive an employment packet and will be requested to complete the appropriate personnel forms. The orientation will include a discussion of responsibilities as outlined in the employee’s position description, procedures and techniques, utilized documentation procedures, and other helpful information.
EMPLOYMENT STATUS
Each employee will be classified in the following categories:
Exempt Employees
As defined by the Fair Labor Standards Act, some of our positions are classified as exempt. This classification means the employee is paid on a salary basis and is “exempt” from overtime pay regardless of the number of hours worked in a week. Throughout this handbook, there are references to exempt employees and policies are applicable to this employee classification.
Non-exempt Employees
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Salaried or hourly employees who are not exempt from overtime pay provisions of the Fair Labor Standards Act (FLSA) will be paid 1 ½ time their hourly rate for all hours worked in excess of 40 hours in any workweek. Such employees, however, must receive written approval from the supervisor or President before incurring overtime. However, any overtime incurred without approval will be paid at the rate of 1 ½ times the hourly rate but the employee may be subject to disciplinary action for violations of this policy.
Full-time Employees
Regular, full-time employees are those who are assigned a work schedule of thirty seven and a half (37.5) hours a week. Full time employees are eligible for benefits. Even though the workweek is 37.5 hours, for non-exempt employees, overtime pay does not apply until after 40 hours per week are worked.)
Part-time Employees
Part-time employees are those who are assigned a work schedule of less than thirty-seven and a half (37.5) hours a week. Part-time employees are ineligible for benefits.
Independent Contractors
Occasionally, the organization may use contractors for special projects or short-term assignments. These individuals work independently under a contract to accomplish specific objectives. Independent contractors and are ineligible for benefits.
IMMIGRATION LAW COMPLIANCE
In compliance with the Immigration Reform and Control Act of 1986, as amended, 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. Former employees who are rehired must also complete the form if they have not completed an I-9 for The Able Trust within the past three (3) years, or if their previous I-9 is no longer valid.
Employees must keep their status current. If their visa to work and/or residence in the United States expires and they cannot present legal authorization to continue working pending re-issuance, they will be dismissed. It is the employee’s responsibility to apply for any such papers in a timely manner.
Employees must notify their supervisor immediately if they are no longer legally authorized to work in the United States.
PERSONNEL POLICIES AND PROCEDURES Employment
at Will
Employees are employed on an “at will” basis. This means that you are free to leave your employment with The Able Trust at any time, and for any reason, or no reason. Further, your employment may be
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terminated by The Able Trust at any time for any reason or no reason and with or without notice, consistent with the law.
No one, other than the Board of Directors has authority to make any agreement contrary to this policy. Any such agreement must be in writing and signed by the President. Furthermore, you may not rely upon any oral or written statement, promise or other representation that is made or may be made at any time which contradicts the foregoing. Any and all policies, procedures and other terms and conditions of employment are subject to change or deletion with or without notice.
Probationary Period
All employees are hired subject to a 3-month probation period. The probation period has been implemented to comply with Florida unemployment compensation regulations.
In accordance with its “at will” policy The Able Trust reserves the right to dismiss an employee during or after the probationary period at any time, with or without notice, and for any reason or no reason, in accordance with the law.
Work Schedule
The normal working hours are 8:30 A.M. until 5:00 P.M. Monday through Friday, unless otherwise approved in advance by the President, or approved specifically for part-time employees. All full-time employees are expected to work a five-day week of thirty-seven and one-half (37.5) hours.
Work Week
Our work week consists of seven days. It begins at midnight on Saturday and ends at midnight Friday. This work week is used when calculating overtime hours worked.
TIMEKEEPING PROCEDURES
Exempt employees are not required to keep records of hours worked, except as requested by the President/CEO for audit control purposes or to manage time off requests.
Non-exempt and part-time employees must accurately record the actual time they begin and end their work, as well as the beginning and ending time of each meal period. The beginning and ending time must be recorded for any break from work for more than 20 minutes or including the departure from the workplace.
If non-exempt employees are not on duty, scheduled for work, or engaged in authorized work assignments, they are prohibited from being on The Able Trust premises.
All recorded time must reflect the actual time to the closest quarter hour. Example: 8:07 is recorded as 8:00; 8:08 is recorded as 8:15.
Overtime work must always be approved before it is performed. Failure to obtain approval will not result in denial of the overtime pay but violations will result in disciplinary actions.
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Altering, falsifying, tampering with time records, or recording time on another employee’s time record may result in disciplinary action, up to and including termination of employment.
Employees must sign their time records to certify the accuracy of all time recorded. If corrections or modifications are made to the time records, both the employee and the supervisor must initial the change.
Lunch Breaks
A period of sixty (60) minutes is provided for the lunch period, normally taken between 12:00 noon and 2:00 P.M. If an earlier or later lunch period is desired, it must be approved by the employee’s supervisor. This is required to assure that employees are available to assist other staff members on as normal and dependable a schedule as possible.
Non-exempt employees are relieved of all duty during their lunch period. They are encouraged to eat their lunch away from their work station to discourage interruptions of their break time.
Overtime
All employees are hired with the understanding that they will work overtime hours as scheduled. All overtime work must be approved by the immediate supervisor in advance of any work being performed. Employees may not work overtime without authorization.
When necessary, overtime work, including work on weekends and holidays, is required even if advance notice is unable to be given. At times, when the operation of The Able Trust so requires, employees may be requested to report to work during their non-scheduled periods. In those circumstances, employees must report to work in accordance with the instructions of his or her supervisor or his or her designee.
Overtime compensation is paid to all non-exempt employees in accordance with the law. Overtime pay is based on actual hours worked. Time off for vacation, holidays, paid time off (PTO), or other leave will not be considered hours worked for overtime pay calculation. Overtime pay commences when the employee has worked in excess of forty (40) hours in a single work week. Overtime pay will be calculated at the rate of one and one-half (1 ½) times the employee’s regular hourly rate, or as otherwise defined in law.
The Able Trust may use flextime arrangements with the approval of the President.
WEATHER RELATED CLOSINGS
It is our policy to consider the safety of our employees when making decisions regarding remaining open during periods of inclement weather. Where extraordinary circumstances warrant, we will close the office. During periods of adverse weather, employees are encouraged to listen to news broadcasts and/or contact their managerto find out if the office is closed on a given day. Our decision to close will be made by 7:00 a.m. on the day of the closing. If the office remains open, but you are unable to report to work, you should follow our standard procedures for notification of an unscheduled absence.
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Even if our office is closed, there may be key positions that will need to report to work. Individuals in those positions will be notified by management with the details of the assignment. Employees who are required to work when a facility is closed will receive their normal pay for the hours worked.
Both exempt and non-exempt employees will be paid for days when the office is closed for weatherrelated conditions.
JOB DUTIES
A written description is maintained for each position. This description outlines the essential functions, other important duties and responsibilities of the position, and the requirements for entry into the position. The written job description shall be kept in the organization’s personnel files. Upon hire and upon request by an employee, the organization shall provide the employee with a copy of his/her specific written job description.
In addition to regular assignments, there may be occasions when employees are asked to help with other work assignments or projects not included in their position description. Assistance is expected for any work necessary.
EMPLOYMENT REQUIREMENTS
Driver’s License
If an employee accepts a position which requires a valid Florida driver’s permit, the employee must maintain the proper vehicle operator’s license. At the time of employment, the driving record of the employee must be clear of any significant violation. It is incumbent upon the employee to notify the employer of any moving violation citation received during the course of employment. If an infraction is serous (i.e., recklessness or total negligence), it may result in termination of employment at the discretion of The Able Trust.
Use of Vehicles
If an employee has an accident or gets a ticket while on The Able Trust business and while using a private or rental vehicle, the employee will be responsible for paying any fine or penalty. If vehicle damage occurs, the employee is responsible for reporting the damage immediately and may be responsible for paying the deductible amount toward repair.
Any employees whose duties include the operation of a private or rental vehicle who is cited for a D.U.I. or D.W.I. or for any other serious moving violation will be considered to have an unacceptable driving record and will be subject to termination. Employees are expected to advise their supervisor immediately of such citations, as well of such situations on their records whenever their duties include utilizing a private or rental vehicle.
Using Your Vehicle for Work
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If employees use their own vehicle for work assignments, the vehicle must be in good repair and the employee must have mandatory Florida insurance coverage. Proof of current insurance must be kept inside the vehicle at all times when the vehicle is used for work assignments. If these conditions are not met, the employee’s supervisor must be informed immediately. The supervisor or the President may request proof of insurance at any time during an employee’s tenure.
If a position requires the employee to provide a vehicle, it is the employee’s responsibility to make arrangements if their personal vehicle or car cannot be used.
Outside Employment
The Able Trust does not object to employees holding other jobs provided that there is no conflict of interest and that the position at The Able Trust is primary. Outside employment that interferes with the employee’s obligations to The Able Trust is prohibited.
Before accepting any supplementary position, it is required that the employee notify the President and CEO. This is to determine if there is a conflict of interest or if it would adversely affect his/her job or the reputation of The Able Trust.
If the position at The Able Trust should suffer due to the additional employment, The Able Trust reserves the right to request the employee resign from the supplemental employment. If resignation is refused, such action may subject the employee to possible termination of employment.
Employees shall refer to the Conflict of Interest Policy for additional information on outside employment.
Inspections
The Able Trust respects the privacy of its employees. However, for security purposes, it maintains the right to inspect all personal belongings brought onto our premises or used in conjunction with performing a job.
Each employee agrees to allow management to inspect personal property, such as briefcases, cell phones, all other electronic devices used for communication, and purses used in performing a job or brought on The Able Trust premises. Any package brought into or taken out of the premises may be inspected. The Able Trust premises and equipment, including vehicles, desks, computer files, and equipment, are subject to inspection at any time.
Where possible, wallets, purses, and briefcases will only be inspected in the employee’s presence. Refusal to cooperate with an inspection or search will be considered a violation of the terms of hire as well as an act of insubordination and will subject the employee to possible termination of employment.
REQUIRED TRAVEL
The Able Trust recognizes that board members, officers, and employees (collectively “Personnel”) may be required to travel or incur other expenses to conduct company business and to further the mission of The Able Trust. The purpose of this Policy is to ensure that adequate cost controls are in place; travel and other expenditures are appropriate; and to provide a uniform and consistent approach for the
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timely reimbursement of authorized expenses. It is the policy of The Able Trust to reimburse only reasonable and necessary expenses actually incurred.
When incurring business expenses, The Able Trust expects Personnel to:
• Exercise discretion and good business judgment with respect to those expenses.
• Be cost conscious and spend The Able Trust ’s money carefully and judiciously.
• Report expenses, supported by required documentation, as they were actually spent.
Expense Report
Expenses will not be reimbursed unless the individual requesting reimbursement submits a written report using The Able Trust Travel and Expense Reimbursement Request form. The expense report, which shall be submitted at least monthly or within two weeks of the completion of travel, must include:
• Date, origin, destination, and purpose of the trip.
• An itemized list of all expenses for which reimbursement is requested.
Receipts
Receipts are required for all expenditures billed directly to The Able Trust such as airfare and hotel charges. No expense in excess of $25.00 will be reimbursed unless the individual requesting reimbursement submits written receipts from each vendor showing the vendor’s name, a description of the services provided (if not otherwise obvious), the date, and the total expenses, including tips (if applicable).
Necessity of Travel
In determining the reasonableness and necessity of travel expenses, the person authorizing the travel shall consider the ways in which The Able Trust will benefit from the travel and weigh those benefits against the anticipated costs of the travel. The same considerations shall be taken into account in deciding whether a particular individual’s presence on a trip is necessary. In determining whether the benefits to The Able Trust outweigh the costs, less expensive alternatives, such as participation by telephone or video conferencing, or the availability of local programs or training opportunities, shall be considered.
Personal and Spousal Travel Expenses
Individuals traveling on behalf of The Able Trust may incorporate personal travel or business with their company-related trips; however, personnel shall not arrange company travel at a time that is less advantageous to The Able Trust or involving greater expense to The Able Trust to accommodate personal travel plans. Any additional expenses incurred as a result of personal travel, including but not limited to extra hotel nights, additional stopovers, meals or transportation, are the sole responsibility of the individual and will not be reimbursed by The Able Trust. Expenses associated with travel of an individual’s spouse, family, or friends will not be reimbursed by The Able Trust.
Air Travel
Air travel reservations should be made as far in advance as possible in order to take advantage of reduced fares. The Able Trust will reimburse or pay only the cost of the lowest coach class fare actually
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available for direct, non-stop flights from the airport nearest the individual’s home or office to the airport nearest the destination.
Frequent Flyer Miles and Compensation for Denied Boarding
Personnel traveling on behalf of The Able Trust may accept and retain frequent flyer miles and compensation for denied boarding for their personal use. Individuals may not deliberately patronize a single airline to accumulate frequent flyer miles if less expensive comparable tickets are available on another airline.
Lodging
Personnel traveling on behalf of The Able Trust may be reimbursed at the single room rate for the reasonable cost of hotel accommodations. Convenience, the cost of staying in the city in which the hotel is located, and proximity to other venues on the individual’s itinerary shall be considered in determining reasonableness. Personnel shall make use of available corporate and discount rates for hotels.
Housekeeper gratuities are reimbursable up to $2 per day, receipts are not required for such gratuities. Personal items such as video rentals, massages, haircuts, bar, and snack items, etc., will not be reimbursed. Portage gratuities should not exceed $3.00 per bag on the day of departure and $3.00 upon the arrival day, for a total per trip, per bag of $6.00.
Out-Of-Town Meals
Due to the variance in meal costs from city to city, there are no maximum per meal reimbursements, but common sense should prevail. Receipts must accompany all meals in excess of the following costs; otherwise, the following costs, which include gratuity and taxes, will be reimbursed:
Breakfast $12.00
Lunch $17.00
Dinner $30.00
Ground Transportation
Employees are expected to use the most economical ground transportation appropriate under the circumstances and should generally use the following:
Rental Cars
If rental vehicles are used, they should be mid-size class unless a different class is required to accommodate special needs. Larger vehicles are authorized only if several persons are traveling together or if large quantities of material are transported. Receipts must be submitted for reimbursement including fuel receipts. Rental cars are only to be used for The Able Trust business, and only driven by the staff member(s) leasing the vehicles.
Personal Cars
Personnel are compensated for use of their personal cars when used for The Able Trust business. When individuals use their personal car for business travel, including travel to and from the airport, mileage
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will be allowed at the currently approved IRS rate per mile. Mileage must be documented on the travel reimbursement form using map miles obtained from customary applications such as Google Maps, Mapquest, etc. Vicinity miles may be reimbursed for mileage driven within the local area of destination for business purposes.
Taxis/Uber/Lyft
Personnel are reimbursed for taxi/Uber/Lyft service when used for The Able Trust business. Receipts must be submitted for reimbursement.
Parking/Tolls
Parking and toll expenses, including charges for hotel parking, incurred on company business will be reimbursed. The costs of parking tickets and/or fines are the responsibility of the employee and will not be reimbursed. Valet service/parking is not a reimbursable expense unless self-parking is unavailable at the location of business or valet is needed as a reasonable accommodation.
Business Meetings
Reasonable expenses incurred for business meetings will be reimbursed only if the expenditures are approved in advance by senior management of The Able Trust. Detailed documentation for any such expense must be provided, including:
• Date and location of business meeting.
• Nature of expense.
• A complete description of the business purpose for the meeting.
• Vendor receipts showing the vendor’s name, a description of the services provided, the date, and the total expenses, including tips (if applicable).
Non-Reimbursable Expenditures
The Able Trust maintains a strict policy that expenses in any category that could be perceived as lavish or excessive will not be reimbursed, as such expenses are inappropriate for reimbursement by a nonprofit, charitable organization. Expenses that are not reimbursable include, but are not limited to:
• Travel insurance (The Able Trust maintains insurance for rental car use by all employees).
• First class tickets or upgrades.
• When lodging accommodations have been arranged by The Able Trust and the individual elects to stay elsewhere, reimbursement is made at the amount no higher than the rate negotiated by The Able Trust. Reimbursement shall not be made for transportation between the alternate lodging and the meeting site.
• Limousine travel.
• Entertainment, liquor, or bar costs.
• Valet service unless self-parking is unavailable at the location of business or valet is needed as a reasonable accommodation.
• Expenses for spouses, friends, or relatives. If a spouse, friend or relative accompanies Personnel on a trip, it is the responsibility of the Personnel to determine any added cost for double occupancy and related.
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PAYMENT POLICIES
Pay Procedures
Wages are paid semi-monthly on the 15th and the last day of the month. If the 15th falls on a holiday or a Saturday the payroll is done on the prior business day. If the 15th falls on a Sunday, the payroll is done on the 16th or the next banking business day. If the last day of the month falls on a holiday or a Saturday, the payroll is done on the prior banking business day. If the last day of the month falls on a Sunday, the payroll is done on the next banking business day.
New employees whose beginning date of employment falls within the pay cycle will be paid for the total number of days worked during the pay cycle. Deductions from gross pay include: required federal and social security taxes; 401(k) plan deduction, if employee participates; and any other elective deductions. All employees are required to complete a W-4 Form for federal withholding taxes. Any changes in the form should be reported to the supervisor.
The Able Trust encourages direct deposit of paychecks for security purposes. However, if employees elect to receive a paper check, the check will be delivered to the employee’s home address or other employee-designated address. Paychecks are only released to employees, unless The Able Trust is directed otherwise by law.
Any questions or concerns regarding pay or deductions or about the hours upon which pay is based should be brought to the attention of the President or the Director of Finance immediately.
Advances
The Able Trust will not make salary advances or loans to employees. Cash advances may be made for travel purposes upon the timely submission and approval of a travel cash voucher on an appropriate form provided by The Able Trust.
DRUG AND ALCOHOL ABUSE POLICY
The Able Trust is committed to a drug-free work environment. The following will not be tolerated:
• Manufacture, distribution, sale or attempt to sell, dispensation, use or possession of illicit drugs at any time on or off The Able Trust premises.
• Use of or possession of an illicit drug on The Able Trust premises or on The Able Trust business.
• Being under the influence of drugs or alcohol while driving an Able Trust vehicle or using Able Trust equipment.
The Able Trust, at its expense may require an employee to be tested for drugs or alcohol at any time. Those who are found to be in violation of this policy or who refuse to be tested, will be subject to possible termination of employment.
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For the purpose of this policy “company premises” includes not only the business location and surrounding area of The Able Trust, but also vehicles, equipment and job sites. “An illicit drug” includes drugs: a) which are not legal; b) legal but not legally obtained; or c) used in a manner or for a purpose which is not legal or medically prescribed.
MEDICAL MARIJUANA
If an applicant or employee with a legal referral for marijuana (for the treatment of a medical condition) tests positive based on the substance limits for the drug test, it will be reported by the lab as a “positive drug test” and will be treated in accordance with all other positive drug tests.
Employees and applicants shall be given an opportunity to provide any information relevant to the test, including identification of currently or recently used prescription or non-prescription medications as well as any legal referral for marijuana use for the treatment of a medical condition. There are no additional exceptions for applicants or employees with legal referrals for marijuana.
EMPLOYEE BENEFITS
The benefits set forth below are available to regular, full-time employees who work a minimum of 37.5 or more hours each week throughout the year. Part-time and special employees should check with their supervisor to see what benefits apply.
These benefits are provided at management’s discretion and they do not constitute a contract of employment expressed or implied. Benefits may change or be discontinued at the employer’s discretion and without previous notice. Where there is a discrepancy between what is presented in this handbook and the benefit plan document, the benefit plan document will prevail.
HOLIDAYS
The following holidays will be observed by The Able Trust, subject to the operating needs of the organization:
New Year’s Day
Martin Luther King’s Birthday
Good Friday
Memorial Day
Independence Day
Labor Day
New Year’s Eve
Veteran’s Day
Day Before Thanksgiving Day
Thanksgiving Day
Day After Thanksgiving
Christmas Eve
Christmas Day
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Holiday pay will be calculated based on the employee’s straight time pay rate or salary and will not include any other forms of compensation. If a holiday falls on a Saturday, it will be observed on the preceding Friday and if a holiday falls on a Sunday, it is observed on the following Monday.
UNLIMITED LEAVE POLICY – FULL-TIME, EXEMPT EMPLOYEES ONLY
The Able Trust hires exceptional, professional adults to perform a wide variety of important functions that contribute to the success of our company. It is The Able Trust’s intent to provide its exceptional employees the freedom they require to balance the responsibilities of both their work and home lives, thereby maximizing their value to the organization.
Unlimited Paid Leave
It is the policy of The Able Trust to forego implementation of a leave accrual or bank system of any sort. Eligible employees will be free to take leave when they require it and when it is approved by their manager and/or the President. At The Able Trust’s discretion, leave may be tracked for business purposes.
Eligibility
All full-time exempt-level employees with 90 days of continuous service are considered eligible for unlimited paid leave.
Expectations
Under this policy, exempt-level employees are expected to:
• Recognize that at The Able Trust, we value all employees’ contributions and are committed to communicating with our team members in advance when scheduling an absence or notifying the appropriate team member before the start of the workday when an unscheduled absence occurs.
• Understand that due to staffing needs, sometimes, not all leave requests can be honored. Requests for leave are still subject to the approval of your immediate supervisor and/or President.
• Meet all established work goals despite the absences.
• Take a minimum of 15 days of leave per calendar year. This requirement is in place to ensure employees take advantage of leave and strive for a healthy work-life balance.
• Limit leave to 5 consecutive working days unless approved by your immediate supervisor and/or the President or when on protected leave (see Employee Handbook section on Family Medical Leave Act).
Except for those on protected leave (see Employee Handbook sections on Military Leave and Family Medical Leave Act), if an eligible employee is unable to meet the expectations outlined above, The Able
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Trust reserves the right to temporarily revoke unlimited leave. Further, if gross abuse of this leave is observed, disciplinary action may be taken, which may include termination of employment.
Verification
Managers and/or the President also reserve the right to request verification of absences (such as a doctor’s note) when legal and appropriate to do so.
Leave of Absence
This policy does not apply to eligible employees requesting military leave or sabbaticals. For more information on these types of leave, please see the corresponding policies located in your handbook.
Prohibition of Leave Pay-Out
Because The Able Trust does not track or bank leave of any kind, employees are not eligible for pay out of leave upon separation from the organization. There are no exceptions to this policy.
Family and Medical Leave Act Policy
Although The Able Trust does not meet the threshold of 50 employers for required federal compliance, The Able Trust complies with the Family and Medical Leave Act (FMLA) and will grant up to 12 weeks of leave during a 12-month period to eligible employees (or up to 26 week of military care leave).
The purpose of this policy is to provide employees with a general description of the allowances under FMLA. For more detailed information, employees should refer to https://www.dol.gov/agencies/whd/fmla
The FMLA entitles eligible employees of covered employers to take job-protected leave for specified family and medical reasons with continuation of group health insurance coverage under the same terms and conditions as if the employee had not taken leave. Eligible employees are entitled to:
Twelve workweeks of leave in a 12-month period for:
• The birth of a child and to care for the newborn child within one year of birth.
• The placement of a child for adoption or foster care and to care for the newly placed child within one year of placement.
• To care for the employee’s spouse, child, or parent who has a serious health condition.
• A serious health condition that makes the employee unable to perform the essential functions of his or her job.
• Any qualifying exigency arising out of the fact that the employee’s spouse, son, daughter, or parent is a covered military member on “covered active duty;” or
• Twenty-six workweeks of leave during a single 12-month period to care for a covered servicemember with a serious injury or illness if the eligible employee is the servicemember’s spouse, son, daughter, parent, or next of kin (military caregiver leave).
Employees are eligible for FMLA when they have worked with The Able Trust for at least 12 months and have worked at least 1,250 hours in the last 12 months.
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The Able Trust will pay your full salary for up to 12 weeks of FMLA. If you return to work at or before the end of the allowed leave, you will return to your former position or one that is equivalent in terms of benefits, pay and status.
Military Duty
The Able Trust provides military leaves of absence in accordance with the requirements of the Uniformed Services Employment and Reemployment Rights Act (USERRA).
INSURANCE & OTHER BENEFITS
Worker’s Compensation Insurance
The Able Trust provides worker’s compensation insurance for all employees. This program covers any injury or illness sustained in the course of employment that requires medical, surgical, or hospital treatment.
Employees who sustain work-related injuries or illnesses must inform their supervisor immediately, no matter how minor an on-the-job injury may appear.
Health Insurance and COBRA
The Able Trust will provide group health plan coverage for each employee beginning the first of the first day of full-time employment.
The benefits provided under the group health plan may be altered, amended or modified from time to time by the President in his or her discretion without further notice. Before relying upon any benefit or its terms, employees should check with the health plan customer service center or the President.
Dependent coverage is not included in the plan; should employees desire to include dependents on the group plan, they may do so at their own expense. The cost of the premium for dependent coverage will be deducted from the employee’s pay.
Dental Insurance
The Able Trust will provide a group dental plan at no cost to the employee beginning the first of the month after the three (3) month probationary period of full-time employment. Dependent coverage is not included in the plan; however dependent coverage may be available at the employee’s expense paid via payroll deduction.
Life Insurance
The Able Trust will provide basic group term life insurance at no cost to the employee. The amount of such life insurance may change from time to time, as approved by the President, beginning the first of the month after the three (3) month probationary period of employment. The amount of life insurance may vary from employee to employee, based upon actuarial data; employees may utilize payroll deduction to purchase additional coverage, whenever that option is available from the group insurance company.
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Retirement Plan
Full-time employees are eligible to participate in the 401(k) retirement plan on the 1st day of the calendar month following 3 full months of employment.
The Able Trust will contribute up to 1.6667% of the participating employee’s annual gross salary, for each 1% of elective contributions by the participating employee. The Able Trust shall not make matching contributions with respect to elective contributions in excess of 5% of a participant’s compensation. The maximum amount employees may contribute must be in compliance with federal regulations concerning the retirement plan. The Able Trust Board of Directors may change the Foundation’s matching percentage at its discretion and as allowed by the Plan Document.
Other features include:
• Employee may elect to participate or not to participate.
• Contributions for the retirement plan are made at each pay period.
• Participating employees may elect to discontinue their elective contributions at any time and may elect to change their contribution the first of each quarter, or more frequently if the plan allows.
• The vesting schedule is:
Employees are encouraged to consult the President for additional information and benefits of the retirement plan. The retirement plan terms may be modified, altered or amended, from time to time, as may be required by law, by the Plan Administrator or by the Board of Directors in its sole discretion.
EQUAL EMPLOYMENT OPPORTUNITY
The Able Trust is an equal opportunity employer. This policy governs all aspects of employment, including selection, job assignment, compensation, discipline, termination, and access to benefits and training. All employment decisions are made on the basis of individual skills, regardless of such factors as race, color, religion, national original, sex, age, marital status, pregnancy, sexual orientation, sexual identification, transgender, disability, genetic information, veteran status or any other protected status. The Able Trust will make reasonable accommodations, consistent with applicable laws, to the known disabilities of an otherwise qualified applicant or employee who is able to perform the essential functions of the position.
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Years of Service % Vested 1 0 2 25 3 50 4 75 5 100
It is our policy not to tolerate discrimination or harassment (including sexual harassment). We comply with all applicable federal, state and local laws on employment and employment practices. We support and abide by the laws prohibiting discrimination.
Any employee with questions or concerns about any type of discrimination in the workplace is encouraged to bring these issues to the attention of his or her immediate supervisor or to the President. Employees can raise concerns and make reports without fear of reprisal. Anyone found to be engaging in any type of unlawful discrimination will be subject to disciplinary action, up to and including termination of employment.
PROHIBITION OF SEXUAL AND OTHER UNLAWFUL HARASSMENT
Policy
The Able Trust is committed to maintaining a work environment free of sexual harassment. It is also committed to maintaining a work environment free of harassment on the basis of race, color, religion, sex, national origin, age, marital status, pregnancy, sexual orientation, sexual identification, transgender, disability, genetic information, veteran status or any other protected status.
The Able Trust will not tolerate the sexual or other unlawful harassment of any employee(s), by any manager(s), supervisor(s), co-workers(s), vendor(s), client(s), or anyone else. All personnel are responsible for maintaining a workplace that is free of sexual and other unlawful harassment and intimidation.
Definitions and Examples
Unwelcome sexual advances, requests for sexual favors and any other physical, verbal or visual conduct of a sexual nature constitute sexual harassment when:
• Submission to the conduct is an explicit or implicit term or condition of employment or continued employment; or
• Submission to or rejection of the conduct is used as a basis for employment decisions affecting an employee, such as promotion, demotion or evaluation; or
• The conduct has the purpose or effect of interfering with an employee’s work performance or creating an intimidating, hostile or offensive work environment.
Sexual harassment may include, but is not limited to:
• Unwelcome sexual proposition;
• Sexual innuendo;
• Sexually suggestive remarks;
• Vulgar or sexually explicit comments, gestures or conduct;
• Sexually oriented kidding, teasing or practical jokes;
• Physical contact such as brushing against another’s body, pinching or patting;
• The publication, to any one, of documents (including pictures and text) in the workplace that contain any material that is of a sexual nature; and
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• Using the computer to access any website, newsgroup, CD, floppy disk or any other resources that contains material that is of a sexual nature.
Sexual harassment may occur when the intended target of the conduct is not offended, but others reasonable find the conduct to be intimidating, hostile or abusive.
Other unlawful harassment is verbal or physical conduct that denigrates or shows hostility or aversion toward an individual because of their race, color, religion, gender, national origin, age, marital status, sexual orientation, disability or other protected status when it:
• Has the purpose or effect of creating an intimidating, hostile, or offensive working environment;
• Has the purpose or effect of unreasonably interfering with an individual’s work performance or creating an intimidating, hostile or offensive environment;
• Otherwise adversely affects an individual’s employment opportunities.
Unlawful harassment includes, but is not limited to, the following:
• Epithets, slurs, negative stereotyping, threatening, intimidating or hostile acts that relate to race, color, religion, gender, national origin, age, marital status, sexual orientation, disability or other protected status;
• Written or graphic material that denigrates or shows hostility toward an individual or group because of race, color, religion, gender, national origin, age, marital status, sexual orientation, disability or other protected status and that is placed on walls, bulletin boards, or elsewhere on The Able Trust premises, or circulated in the workplace.
This also includes acts that purport to, or are meant to be, “jokes” or “pranks,” but are hostile or demeaning, such as hate mail, threats, defaced photographs or other such conduct.
Employees’ Responsibility
The Able Trust is committed to promptly and thoroughly investigating all complaints of sexual and other unlawful harassment. All personnel are responsible for making management aware of any reports that sexual or other unlawful harassment or intimidation is occurring in the workplace. If any employee becomes aware or suspects that sexual or other unlawful harassment in the workplace is occurring, they have an affirmative obligation to report such a complaint to the President. If after an investigation is conducted, it is determined that sexual or other unlawful harassment has occurred, and it is determined that any employee(s) failed to fulfill their affirmative obligation to report such a complaint, such a failure may be grounds for discipline, up to and including termination.
Supervisors’ Responsibility
In addition to the aforementioned responsibility, supervisors are also responsible for taking the following steps to prevent sexual and other unlawful harassment:
• Assure that all subordinates and new hires have received a copy of The Able Trust’s sexual and other unlawful harassment policy and have signed the acknowledgement that they have received and read the policy;
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• Discuss the policy with employees and assure that all of them are aware that they are to work in an environment free of harassment.
• Assure employees that they should not tolerate denigrating or hostile treatment that is of a sexual nature.
• Inform all employees of the sexual harassment complaint process, including employees’ right to by-pass an offending staff member.
• Immediately report any complaints, observations or concerns of unlawful harassment. When receiving a complaint of sexual harassment, supervisors should instruct the complaining employee that anything they say might be reported to the investigating officials. If an employee refuses to discuss unless it is kept confidential, the supervisor should not guarantee such confidentiality. If an employee refuses to discuss it further, the supervisor must report it to any officer of The Able Trust.
Failure to follow and to implement any of the foregoing may be grounds for discipline up to and including discharge.
UNLAWFUL HARASSMENT – COMPLAINT AND INVESTIGATION PROCEDURE Initial Complaint
Any employee who believes he or she has been the subject of sexual or other harassment should report the alleged act, immediately, to any supervisor or officer of The Able Trust.
Employees are not expected to report harassment to the person they believe is harassing them. Anonymous complaints of sexual harassment will be taken seriously.
Confidentiality and Timeliness
All complaints will be handled in a timely and confidential manner. Anyone involved in a complaint will be instructed not to discuss the subject outside the investigation. Personnel violating confidentiality are subject to immediate discipline. Communications will be made to others only on a “need to know” basis. The purpose of this provision is to protect the confidentiality of the employee who files the complaint, to encourage the reporting of any incidents of sexual harassment, and to protect the reputation of any employee wrongfully charged with sexual or other unlawful harassment. All investigations will be completed promptly.
Nature of Investigation
Investigation of a complaint will, normally, include conferring with the parties involved and any named or apparent witnesses. All persons who participate in such an investigation shall be protected from coercion, intimidation, retaliation, interference or discrimination for filing a complaint or participating in an investigation.
Conclusion of Investigation
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If, after a thorough investigation, it is determined that sexual or other harassment has occurred, immediate and appropriate disciplinary action, up to and including discharge will be taken. Follow-up steps will be taken to ensure that the harassment has stopped or as otherwise appropriate.
Retaliation Prohibited
Retaliation is strictly prohibited against anyone who complains or reports unlawful harassment or who participates in any investigation. Retaliation is defined as any direct or indirect action, comment or failure to take any action or make any comment or any other action, comment or failure that is averse to their interest.
CONSENSUAL ROMANTIC RELATIONSHIPS
The Organization prohibits romantic or sexual relationships between a management or other supervisory employee and his or her staff (an employee who reports directly or indirectly to that person) because such relationships tend to create compromising conflicts of interest or the appearance of such conflicts. In addition, such a relationship may give rise to the perception by others that there is favoritism or bias in employment decisions affecting the staff employee. Moreover, given the uneven balance of power within such relationships, consent by the staff member is suspect and may be viewed by others or, at a later date, by the staff member him/herself as having been given as the result of coercion or intimidation. The atmosphere created by such appearances of bias, favoritism, intimidation or coercion or exploitation undermines the spirit of trust and mutual respect that is essential to a healthy work environment.
Additionally, the Organization discourages romantic or sexual relationships between all employees. Such relationships can complicate working associations with other employees, limit an employee’s eligibility for transfer or promotion and personal conflicts from outside the work environment can be carried over into day-to-day working relationships. Employees in a close personal relationship should refrain from public workplace displays of affection or excessive personal conversation.
If any supervisory or management employee enters into a consensual relationship that is romantic or sexual in nature with a member of his or her staff (an employee who reports directly or indirectly to him or her), or if one of the parties is in a supervisory capacity in the same department in which the other party works, the parties must notify the manager. Although the parties may feel that what they do during non-working hours is their business and not the business of the office, because of potential issues regarding "quid pro quo" harassment, this is a mandatory requirement. This requirement does not apply to employees who do not work in the same department or parties who do not supervise or otherwise have management responsibilities over others.
Once the relationship is made known to the company, the company will review the situation in light of all the facts (reporting relationship between the parties, effect on co-workers, job titles of the parties, etc.) and will determine whether one or both parties need to be moved to another job or department. That decision will be based on which move will be least disruptive to the Organization as a whole.
If it is determined that one or both parties must be moved, but no other jobs are available for either party, one or both parties may be terminated.
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This policy applies to all employees without regard to the gender of the individuals involved.
CONDUCT AT WORK
The success of The Able Trust mission depends on its reputation and relationships.
Much organizational contact is by telephone or through electronic means. Professional telephone and electronic communication manners create a positive image for The Able Trust. It is very important that the telephone is answered promptly and in a courteous manner. All incoming calls which require a response must be returned or acknowledged within twenty-four (24) hours during the normal workweek. Messages communicated electronically using Able Trust equipment and email service must be professionally drafted and related to the business of The Able Trust.
Employees are expected to use good judgment in their work habits, in both their interaction with customers and with their colleagues.
WORKPLACE CONFLICT POLICY
The Organization recognizes that employees may disagree on occasion about how to accomplish assignments, job tasks, or the services provided to our customers. We may also disagree about personal philosophies and values. Such disagreements are to be expected, particularly with a diverse workforce. However, it is absolutely necessary that, regardless of what we disagree about, that we treat each other and our customers with respect and courtesy at all times. This is expected of each and every employee at all times and failure to meet this requirement will result in discipline. Where possible, it is important for employees to work together to resolve such disagreements.
The Organization also understands that some disagreements may require assistance for the employees to reach an appropriate resolution. If a dispute cannot be cooperatively resolved between employees, management requests that the employees bring the matter to the attention of the employees’ immediate supervisor. The supervisor will receive information from the employees involved and is provided with the authority to attempt to resolve the matter, if possible. If not, the supervisor will notify the human resources department to determine what other actions should be taken.
SOCIAL EVENTS WITHIN THE WORKPLACE POLICY
Our culture seeks to be inclusive and permit all employees to participate in any and all social gatherings that occur within the workplace. Events such as birthday parties, retirement celebrations, and other like events represent opportunities to fellowship and further develop the culture of the Organization. As such, no employee is allowed to initiate or organize a social gathering or function without inviting all employees to attend. Simultaneously, no employee should ever feel pressured to participate in such an activity and simply needs to express his or her lack of interest in such participation to those organizing such an event.
EMPLOYMENT REFERENCE PROHIBITION
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The Organization prohibits employees alike from providing employment reference information to third parties, including prospective employers. Any and all solicitations for reference information should be immediately directed to the President for appropriate management. It is the policy of The Able Trust to only provide a former employee’s position title, dates of employment, and whether such employee is eligible to be rehired absent court mandate or a contractual agreement to the contrary. Such policy has been designed to protect both employees and the Organization from liability.
GIFT REPORTING
Organization employees are prohibited from soliciting or accepting cash or gratuities of any amount from any person or entity doing business with the Organization. Additionally, unless specifically permitted by this policy, Organization employees are also prohibited from accepting any and all noncash gifts, including materials, meals, services, travel, entertainment, attendance at a charitable or similar event as a guest at no cost or at unreasonably discounted prices from person or entities proposing to do or actually doing business with the Organization. The only exceptions to this policy are as follows:
• Holiday business gifts of value totaling less than twenty-five dollars ($25) in any single year that are for shared organizational use or consumption.
• Occasional meals in connection with actual business.
• Awards or gifts provided by The Able Trust in express and open recognition of an employee’s contributions.
All unpermitted gifts must be immediately declined, returned or discarded. Employees must immediately report to the President all gifts provided or attempted to be provided. Employees found in violation of this policy will be subjected to disciplinary action.
PROMISSORY NOTE POLICY
By executing the acknowledgment form attached to this Handbook, the employee accepts and understands that it may be utilized as an enforceable promissory note. If the employee fails to return any equipment, money, credit cards, or other property assigned to the employee during employment, the Organization may first withhold the value of such amount from any final compensation due to the employee including paychecks, paid time off accrual, or any other such earned benefit. If such compensation does not exist or is insufficient to offset the value of the property due, the employee understands and agrees that the Organization has legal entitlement to such property and will be responsible for such value and the cost of all attorney fees and costs expended in pursuing such property.
APPEARANCE
Dress, grooming, and personal cleanliness standards contribute to the morale of all employees and affect the business image of The Able Trust to associates and visitors. Work dress and appearance should always reflect a professional image. During business hours, employees are expected to present a clean and neat appearance and to dress according to the requirements of their positions.
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SAFETY
In the case of accidents that result in injury, regardless of how insignificant the injury may appear, employees must immediately notify the President.
When bending, lifting, climbing, or moving objects use the proper technique and equipment. If an item is too heavy to handle alone, ask for assistance. Do not use equipment in a manner for which it is not designed. Do not climb on items which are not specifically designed for climbing, or which are broken or not secure.
The following is a summary of some important safety requirements:
• Immediately report any hazardous conditions to your supervisor.
• Fighting, horseplay, practical jokes and other dangerous activities will
• not be tolerated.
• No violent or illegal activity will be tolerated. No weapons are allowed in or on The Able Trust property.
• When riding in a vehicle on The Able Trust business, you must wear your seat belt.
• All employees will be knowledgeable regarding the location of exits, fire extinguisher and fire alarms. Fire exit procedures will be reviewed during orientation of new employees.
• The Able Trust will not pay tickets for non-moving (including parking) and moving violations incurred by employees while on The Able Trust business.
• Any children transported for official Able Trust business must be in approved safety seats as is appropriate under Florida law.
• Observe all danger and warning signs.
It is important for employees to comply with these requirements, as well as all government safety requirements and safety instructions. If injured on the job because of non-compliance with safety requirements, workers’ compensation benefits may be reduced, or may not be available.
BREASTFEEDING
We recognize the needs of new mothers and provide reasonable break time for employees needed to express breast milk for their nursing child. We provide private office space that will shield the employee from view and will be wholly free from coworker or public intrusion. If such need arises, simply contact your supervisor and necessary breaks and corresponding office space will be provided.
WEAPONS IN THE WORKPLACE POLICY
It is our policy to strictly prohibit any employee, vendor, or customer from carrying any sort of weapon into our offices. Employees are permitted to bring weapons in their vehicles into our parking lots if they remain locked within such vehicle and the employee maintains a current and legal permit to carry the weapon. Such weapons may not be used for any inappropriate or illegal use. Any violation of this policy will result in immediate termination of such employee.
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WORKPLACE VIOLENCE
The Able Trust is committed to preventing workplace violence and to maintaining a safe work environment. All employees, including supervisors and temporary employees, 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. Firearms, weapons, and other dangerous or hazardous devices or substances are prohibited from the premises of The Able Trust. Conduct that threatens, intimidates, or coerces another employee, an associate, or a member of the public at any time, including off-duty periods, will not be tolerated.
All threats of (or actual) violence, including threats or actual violence by employees, associates, vendors, solicitors, or other members of the public, should be reported, as soon as possible, to the immediate supervisor or any other member of management. When reporting a threat of violence or actual violence, the employee should be as specific and detailed as possible.
All suspicious individuals or activities must also be reported, as soon as possible, to a supervisor.
The Able Trust will, promptly and thoroughly, investigate all reports of threats of (or actual) violence and of suspicious individuals or activities.
Anyone determined to be responsible for threats of (or actual) violence or other conduct that is in violation of these guidelines will be subject to prompt disciplinary action, up to and including termination of employment.
HEALTH/SANITATION
Employees are expected to clear their own lunch area and to maintain cleanliness in the rest rooms. Use trash containers for debris. The Able Trust provides a kitchen and break area for the storage of food necessary to the employee’s comfort.
SMOKING/USE OF TOBACCO PRODUCTS
In accordance with the Florida Clean Indoor Air Act, The Able Trust has designated its offices and buildings as a tobacco-free environment and smoking and use of tobacco products is prohibited. In addition, smoking and use of tobacco products is not permitted by staff at official Able Trust events.
SOLICITATION
Employees are prohibited from soliciting for any cause or organization on their working time or during the working time of the employee being solicited. Employees shall not distribute marketing literature on The Able Trust property, or in working areas at any time.
Non-employees are not permitted to solicit, distribute literature, or use sound devices on The Able Trust premises. This includes a prohibition on accepting and displaying marketing materials from any
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businesses whose sole purpose in visiting The Able Trust is to promote and market their own products or services.
CONTAGIOUS ILLNESS
The Organization owes an obligation to the entire workforce to prohibit employees who have an infectious condition, illness, or injury from working until such time that an infected employee is able to produce written verification from a licensed physician that the condition is no longer contagious. The Organization shall work with immense diligence to protect the private health information of the infected employee; however, all employees must also recognize the need to alert other employees of infectious conditions that may have impacted others, particularly those with sensitive medical conditions including pregnancy, immune deficiency conditions, etc. Records of employee medical examinations shall be kept in a separate and confidential file.
Employees with contagious conditions that may pose health risks to others agree that they will report such conditions to the human resource department for appropriate guidance and management immediately upon learning of the condition. An employee who reports for duty with a suspected infectious condition shall be sent home and referred to their personal physician for further evaluation. Following the medical evaluation the employee may return to work with a physician’s statement that indicates the employee is free of an infectious condition.
When reporting for duty after recovering from an infectious condition, the employee shall present the physician's statement to human resources that states the employee is free of the infectious condition before being allowed to return to work. No employee shall return to work who has a temperature elevation, draining skin lesions, a communicable rash, or a communicable disease. Such employees may pose a direct threat to the health and safety of the other employees and our customers.
CONFLICT OF INTEREST
Employees have an obligation to conduct business within guidelines that prohibit actual or potential conflicts 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 or close friend as a result of The Able Trust’s business dealings. For the purposes 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 in cases when an employee or relative has a significant ownership in a firm with which The Able Trust 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 The Able Trust.
These guidelines do not attempt to describe all possible conflicts of interest that could develop. Some of the more common conflicts from which employees must refrain, however, include the following:
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• Accepting personal gifts or entertainment from suppliers or potential Suppliers.
• Using proprietary or confidential information for personal gain or to The Able Trust’s detriment.
• Having a direct or indirect financial interest in or a relationship with a supplier.
• Using assets of The Able Trust for personal use.
• Acquiring any interest in property or assets of any kind for the purpose of selling or leasing it to The Able Trust.
• Committing The Able Trust to give its financial or other support to any outside activity or organization.
If an employee or someone with whom an employee has a close relationship (a family member or close companion) has a financial or employment relationship with a supplier or potential supplier, the employee must disclose this fact in writing to the President.
Employees should be aware that if they enter into a personal relationship with a subordinate or supplier, a conflict of interest might exist that requires full disclosure to The Able Trust.
Failure to adhere to these guidelines, including failure to disclose any conflicts or to seek any necessary exceptions will result in disciplinary action, up to and including termination of employment.
Employees may not offer any incentives or gifts to potential customers, nor may they accept any gifts in order to gain business.
As a condition of employment, employees will be required to sign a Conflict of Interest policy statement as adopted by the Board of Directors, and such policy shall be the controlling document regarding Conflict of Interest issues.
CODE OF ETHICS
Employees are expected to observe the following as a general code of ethics:
• Respect the mission and purpose of The Able Trust.
• Do not represent The Able Trust in any official capacity off-site unless requested to do so by the President.
• Avoid any conflict of interest.
• All employees should treat other employees with respect and cooperate in a professional manner.
• Romantic relationships between employees is strongly discouraged.
• Avoid unbecoming conduct related to political activity.
• Employees are encouraged to utilize their right to participate in political campaigns provided it is on their own personal time. Employees may not engage in political activities while wearing, displaying or otherwise depicting by way of clothing labels, badges or other items, in association with The Able Trust; Under no circumstances shall employees display any
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materials, posters, buttons or other evidence of political issue or candidate support while in The Able Trust offices or on official Able Trust business.
• Utilize good judgment, diplomacy and courtesy when dealing with the general public and the disability network in particular.
• Maintain discretion at all times and refrain from discussing The Able Trust internal matters, particularly donor information and grant applications, outside the professional confines of the office except in the discharge of official duties.
Employees shall not at any time, directly or indirectly divulge, disclose or communicate to any person or entity any information or materials or about the business of The Able Trust, its manner of operation, processes, protocols, manuals, materials, forms or other data except as provided by the Florida Sunshine Act.
All documents and materials prepared by employees or confidential information that might be given to or obtained by staff are the exclusive property of The Able Trust and shall not otherwise be used by staff or provided to others except as provided by the Florida Sunshine Act.
Non-employees requesting Able Trust information or documents must submit a formal, written request for such materials to The Able Trust, and freedom of information laws will apply in accommodating such requests.
USE OF EMPLOYEE PHOTO, LIKENESS, AND VOICE
The Organization may take pictures or make recordings of its activities, including specific work tasks or company events to be used in educational, recruiting, or promotional materials. Such materials may be in different media, including the internet. It is incumbent on the employee to ensure that the Organization is informed if the employee wishes his or her photo, likeness or voice not be used in such manner.
EQUIPMENT AND PROPERTY ASSIGNED TO YOU
We have made a tremendous investment in our facilities and equipment in order to better serve our clients and to make your job easier. Equipment such as laptop, cell phone, PowerPoint projectors, MIFI, etc., may be assigned to you to facilitate our service to our clients.
Except for the property/equipment specifically assigned to you for such purposes, no other property or equipment may be removed from the premises without the express permission of the CEO/Executive Director/President.
Your computer may be the most valuable item assigned to you. As well as being expensive to replace physically, your computer may contain valuable and sensitive data.
Equipment assigned to you is subject to monitoring. You should have no expectation of privacy with respect to the use of such equipment. Additionally, you may be asked to surrender the equipment with no notice for a variety of reasons including routine maintenance.
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Requirements for safeguarding the equipment assigned to you include protecting it from theft. Always remove equipment from a vehicle when the vehicle is parked in a public location such as a restaurant or hotel. Never leave equipment in a vehicle overnight.
Do not remove any inventory or property marking tags. Do not remove or disable any protective software.
Additional safeguards include:
• Use strong passwords to protect the information stored on your computer.
• Use an uninterruptible power supply, when possible, so that blackouts, brown-outs and electricity spikes don’t harm your equipment.
• Do not place liquids, magnets or hot items near your equipment.
If equipment assigned to you is in need of repair, report it to your supervisor immediately. You are responsible for the safekeeping of any Organization-owned equipment or property that is in your possession. Careless disregard for proper care and safekeeping could subject you to disciplinary action.
COMPUTER, E-MAIL AND INTERNET USAGE
Employees shall not install freeware, shareware or unlicensed software or equipment within the offices of The Able Trust or on any equipment used to conduct business on behalf of The Able Trust. Although shareware or freeware may not be licensed, it is the policy of The Able Trust not to allow the installation of these software products on The Able Trust equipment or any equipment used to conduct business on behalf of The Able Trust. The issue is one of protection against viruses rather than licensing. Employees who install shareware software on equipment will be subject to appropriate discipline.
COMPUTER MATERIAL
The information, data and other materials found on any of The Able Trust’s computers and equipment is the property of The Able Trust. Employees should have no expectation of confidentiality, privacy or privilege with regard to any such information, data or material.
As with all other equipment and property, The Able Trust computer equipment and computer records are to be used only for The Able Trust business purposes and as authorized by management. Since these are considered property of The Able Trust, no employee may expect the information contained therein, including e-mail, to remain private, even if a password is used. Passwords are issued for convenience, and they are to be used only by the employee to whom they have been assigned. Therefore, at least one management official must be apprised of and know all password(s) used by employees, generally the President. Due to the backup system, documents generated in the computers will create a record in The Able Trust files even though deleted on individual computers or the main server. E-mails, as well as all other computer records, will be inspected by management from time to time to ensure they are being used for business and/or authorized purposes only.
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Employees may only use the equipment they have been trained and authorized to use. Employees may access only those records which they are required to use to perform their work. If an employee gains access to a record which is confidential, or which they are not authorized to view, they must exit from it immediately and inform their supervisor.
To avoid the risk of damage to Able Trust equipment and records, employees may not introduce into the computer system any programs which have not been approved by the supervisor or President.
The Able Trust strives to maintain a workplace free of harassment and sensitive to the diversity of its employees. Therefore, the use of computers and the e-mail system in ways that are disruptive, offensive to others or harmful to morale is prohibited.
The display or transmission of sexually explicit images, messages, and cartoons is strictly prohibited. Other such misuses include, but is not limited to, ethnic slurs, racial comments, off-color jokes, or anything that may be constructed as harassment or showing disrespect for others.
E-mail may not be used to solicit others for commercial, religious, or political causes, outside organizations, or any non-business matters.
Employees may only use software on local area networks or on multiple machines according to the software license agreement. The Able Trust prohibits the illegal duplication of software and its related documentation.
Employees should notify their immediate supervisor or any member of management upon learning of violations of this policy. Employees who violate this policy will be subject to disciplinary action.
All internet data that is composed, transmitted, or received via The Able Trust computer communications systems is considered to be part of the official records of The Able Trust and, as such, is subject to disciplinary action, disclosure to law enforcement or other third parties. Employees must ensure that the business information contained in Internet e-mail messages and other transmissions are acute, appropriate, ethical and lawful. The Able Trust has the right to monitor the use of the internet and as noted above, employees should have no expectation of privacy in any matter used or generated in the course of performing their duties or on The Able Trust’s property.
SOCIAL MEDIA POLICY
We recognize that employees will use social media and other online communication tools as a growing way to connect with others. As an initial point, the same principles and guidelines that apply to your activities as an employee in general, as found throughout the Handbook and your job description, apply to your activities online. This includes any form of electronic communication, such as online publishing and discussion, including blogs, wikis, file-sharing, user-generated video and audio, virtual worlds, and social networks whether or not associated or affiliated with our organization. The Organization trusts and expects employees to exercise personal responsibility whenever they participate in social media. This includes not violating the trust of those with whom they are engaging. We expect that employees utilizing social media will recognize and follow the guidelines included within this policy. You are solely responsible for what you post online. Any of your conduct that adversely affects members, customers,
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clients, suppliers, employees or our business interests will result in disciplinary action, up to and including termination.
Please abide by the following expectations:
• You may not make negative or disparaging remarks about other employees.
• Always consider the power of your comments and contemplate the impact of your post on your reputation and that of the Organization before you publish it.
• Respect all confidential and proprietary information that you possess as a result of your relationship with the Organization. Secure written permission to publish or report on conversations that are meant to be private or internal to the Organization. Examples of confidential information include, but are not limited to, client/customer information, confidential academic information, proprietary data, development of systems, products, processes and/or technology, internal policies and memorandums, and all proposed and executed organizational strategies. Do not post internal reports, policies, procedures or other internal business-related communications.
• When disagreeing with other opinions, be appropriate and professional in doing so when posting such disagreement on social media sites.
• When posting about your work at the Organization use your real name, identify that you work for the Organization and the position that you hold. Be aware of your association with the Organization in online social networks. If you identify yourself as an employee of the Organization, ensure your profile and related content is consistent with how you wish to present yourself with colleagues and clients.
• Anytime you publish content on an external website regarding anything to do with work you do, or any subjects associated with the Organization, use the following disclaimer: "The postings on this site are my own and don't necessarily represent the Organization's positions, strategies or opinions."
• Respect financial disclosure laws. It is illegal to communicate or give a "tip" on inside information to others so that they may buy or sell stocks or securities.
• Respect your audience. Don't use slurs, personal insults, obscenity, or engage in any conduct that would not be acceptable in our workplace. You should also show proper consideration for others' privacy and for topics that may be considered objectionable or inflammatory.
• The Organization respects its employees' interest and willingness to convey group complaints regarding existing working conditions. While it wholly respects employees' right to discuss such concerns utilizing social media, it encourages any such concerns to be brought to the Organization's administration.
• Do not use your organizational email address to register on social networks, blogs or other online tools utilized for personal use.
• Vulgar, obscene, threatening, intimidating, harassing, discriminatory, or unlawful behaviors on social media sites may result in an employee's immediate termination.
FOUNDATION RECORDS
The protection of proprietary business information is vital to the interest and success of The Able Trust. Except for promotional material, Able Trust records may not be reviewed, copied, or disclosed without
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authorization from management. Such proprietary information includes, but is not limited to, the following examples:
• Computer programs and codes
• Endowment donor data
• Financial information
• Marketing strategies
• Grant proposals and information
• General mailing lists
• Events lists (names and addresses)
• Program lists (names and addresses of participants, including donors and companies), including respective contacts’ names and addresses.
All policies concerning records are subject to the Florida Sunshine Act and legislation, which stipulates that in any case, donor information may not be disclosed and is considered confidential.
Employees who improperly use or disclose donor information or otherwise violate this policy will be subject to disciplinary action.
Falsification of The Able Trust reports or records will not be tolerated. This includes documents completed as part of the hiring process, as well as documents completed after employment begins. If you make any error or omission on any employment or work-related document, notify management immediately. Employees are responsible for ensuring that the information they present is complete and accurate.
Original Able Trust documents, legal documents and financial records may not be removed from The Able Trust premises without permission of the President. Permission to remove such records will not be granted except in extraordinary circumstances, as determined by the President or Board Chair.
Personnel Records
Personnel and payroll records are the property of The Able Trust and are maintained on all employees. Access to the information they contain is restricted. Official personnel records are maintained in locked files in the office of the President and CEO.
Change of Status Notification
Staff members must notify their supervisor promptly upon any of the following changes in personal status:
• Change of name.
• Change of address.
• Change of primary telephone number.
• Change of marital status.
• Emergency contact information.
• W-4 exemptions.
• Voluntary separation of employment.
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Safe Harbor Compliance/Improper Deductions
It is The Able Trust’s policy to comply with the salary basis requirements of the FLSA. Therefore, all Able Trust managers are prohibited from making any improper deductions from the salaries of exempt employees.
If an employee believes that an improper deduction has been made to his or her salary, it should immediately be reported to the direct supervisor or to the President. Reports of improper deductions will be promptly investigated. If it is determined that an improper deduction has occurred, the employee will be promptly reimbursed for any improper deduction made.
Correction of Payroll Error
The Able Trust takes all reasonable steps to ensure that employees receive the correct amount of pay in each paycheck and that employees are paid promptly on the scheduled payday.
In the unlikely event that there is an error in the amount of pay, the employee should promptly bring the discrepancy to the attention of the Assistant Director of Finance or the President, so that corrections can be made as quickly as possible.
VIOLATION OF LOCAL, STATE AND/OR FEDERAL LAWS AND SELF-REPORTING OF ARRESTS AND CONVICTIONS POLICY
Anyone known to be violating a local, state, and/or federal law on Organization property or at an Organization-supported function will be subject to referral for prosecution to the appropriate law enforcement agency.
All employees are required to self-report the following information to their immediate supervisor or the Human Resources office within forty-eight (48) hours:
• Any arrests/charges that are considered a felony.
• Any conviction, finding of guilt, withholding of adjudication, commitment to a pretrial diversion program, or entering of a plea of guilty or Nolo Contendere for any criminal offense other than a minor traffic violation.
For purposes of this policy a minor traffic violation is defined as a non-criminal violation that may require community service hours but is not punishable by incarceration and for which there is no right to trial by jury. Criminal traffic violations, including driving under the influence of alcohol and/or drugs, are not minor and must be reported.
Any employee in violation of the reporting requirements of this policy may be subject to disciplinary action up to or including dismissal.
WARNINGS, DISCIPLINES AND SEPARATION
All employees are expected and required to meet acceptable performance standards and to adhere to the highest standards of conduct at all times in dealing with co-workers, members of the public and all
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other individuals. The Able Trust retains the right to discipline and/or discharge anyone for violation of these standards or for any reason deemed to be detrimental to the effective and efficient operation of The Able Trust. As at-will employees, employees may be terminated with or without notice and for any reason, consistent with the law.
The Able Trust is not bound to follow any specific disciplinary procedures and recognizes that each disciplinary situation is unique. Therefore, management retains the right to treat each incident on an individual basis at its discretion. However, in considering the discipline to be utilized in a particular case, management may consider the severity of the event, the cost involved to The Able Trust, the interval between violations of a similar nature by the same employee, other violations, the employee’s overall work record, the employee’s length of service, and other factors that may bear upon the efficient and harmonious operation of the Able Trust.
The following are listed as examples of violations of standards of conduct and offenses which could subject an employee to immediate termination. These examples are not meant to be all-inclusive:
• Physical altercations.
• Theft of property.
• Removal of Able Trust original documents of a legal or financial nature without written permission.
• Deliberate destruction, abuse, damage, or defacing of The Able Trust property, supplies or equipment.
• Unauthorized use of or damage to property belonging to The Able Trust’s staff or management.
• Falsification of the Able Trust reports or records, including timecards and employment applications.
• Possession of illegal substances on The Able Trust premises.
• Reporting to work under the influence of drugs or alcohol.
• Conduct which violates common decency or ethics, including abusive, insulting, threatening, offensive or harassing language or conduct.
• Possession of firearms, explosives or other dangerous weapons on The Able Trust premises.
• Unauthorized duplication of or use of keys or any other device for locking or securing The Able Trust’s property or premises.
• Excessive absenteeism/tardiness.
• Accepting a gratuity, tip or gift from a guest or vendor and engaging in any other action considered to be a conflict of interest.
• Refusal to agree to an inspection of wallets, briefcases or other items in accordance with The Able Trust policy.
• Engaging in harassment in violation of the Sexual Harassment or Anti-Harassment Policy.
• Other unacceptable conduct, as determined by The Able Trust management.
When disciplinary action is taken The Able Trust may request the employee’s signature to show the problem has been discussed with him or her. A signature does not indicate agreement with the charge or the disciplinary action. Even if a signature is not requested, compliance is required.
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BIOMETRIC INFORMATION
Our Organization may use biometric information (facial recognition, fingerprint, voiceprint, or scan of hand) for building access, office access, work time data collection or attendance data collection.
The Organization does not store your biometric information and collects it solely for legitimate workrelated purposes. Once the need for the biometric data has been satisfied, such as when employment ends, the data is permanently destroyed.
Employees are free to decline to use the provided biometric scanners without any adverse employment action and the Organization will use alternative means of access and information collection. Additionally, at any time during employment, employees may revoke their consent to use biometric scanners by providing written notice to the human resources department.
By executing the handbook acknowledgement and using the biometric scanners in place at our Organization, you are providing your consent and authorization for the Organization to use your biometric data for the specific purposes stated above.
RESIGNATION OF EMPLOYMENT
If you decide to leave employment with The Able Trust, a minimum of two weeks’ notice is requested. Employees who leave without giving proper notice may not be eligible for rehire.
An employee leaving The Able Trust may have an Exit Interview with the President, or a designated representative before receipt of a final paycheck. The purpose of the interview is to discuss all matters related to the separation, compensation, reasons for separation, The Able Trust property and any constructive feedback related to your job. You will be asked to sign the Exit Interview form.
REMOTE WORK POLICY
Remote work can improve productivity, reduce office space, enhance work/life balance, and protect the health and safety of employees during COVID-19.
Eligibility Requirements
All employees are permitted to work remotely, but may be required at times to work in the office based on the needs of the organization. Employees must reside in the state of Florida, but may request temporary remote work from outside of the state. To request approval for remote work outside of Florida, eligible employees must submit a written request to their direct supervisor.
Work Expectations and Schedule
• Remote employees are expected to be available and communicative during scheduled work hours (i.e. Monday – Friday, 8:30 AM – 5:00 PM).
• The Able Trust work rules and other policies continue to apply to offsite work locations.
• Employees should seek a quiet and distraction-free working space, to the extent possible.
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• Employees are expected to maintain their workspace in a safe manner, free from safety hazards.
In accordance with the Fair Labor Standards Act (FLSA), non-exempt employees who work remotely are required to strictly adhere to required rest and lunch breaks, and to accurately track and report their time worked using The Able Trust time-tracking system.
Equipment and Supplies
The Able Trust will provide remote employees with VPN access, laptops, printers, and other office supplies that are essential to their job duties. Equipment supplied by The Able Trust is to be used for business purposes only. Employees are also eligible for a monthly cell phone stipend as stipulated in The Able Trust Employee Handbook.
The Able Trust is not responsible for expenses associated with working at home, including heat, electricity, or internet.
Technical Support
Remote employees experiencing technical difficulties should submit a request for tech support through the Executive Assistant to the President & CEO.
Workspace Safety Guidelines
Employees are expected to maintain their workspace in a safe manner, free from safety hazards. In the event of a work-related illness or injury, remote employees should follow normal incident reporting procedures.
Security and Confidentiality
Remote employees are expected to take proper measures to ensure the protection of company data, proprietary information, and assets. Employees must:
• Use the provided VPN for access to The Able Trust network.
• Password-protect all equipment.
• Not take confidential files out of The Able Trust office without permission of the President & CEO. When an employee has possession of confidential files outside of the office, they must be kept in a locked filing cabinet when not in use.
Travel Requirements
There may be times that remote employees are required to attend staff and board meetings, site visits, and other company business in-person. Travel expenses for trips outside of Tallahassee will be reimbursed as outlined in The Able Trust Employee Handbook. Travel expenses to The Able Trust office will not be reimbursed unless an employee has been approved to work from a location outside of Tallahassee.
Compensation
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No changes will be made to an employee’s base compensation if they work remotely, regardless of their location. Remote employees will be eligible for merit raises and promotions based on company policy and performance reviews.
Consequences
Failure to fulfill work requirements or adhere to policies and procedures while working remotely may result in termination.
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THE ABLE TRUST EMPLOYEE HANDBOOK ACKNOWLEDGEMENT FORM
(All employees must sign this form to be eligible for employment with The Able Trust)
The employee handbook describes important information about The Able Trust and I understand that I should consult with my supervisor regarding any questions not answered in the handbook or policies that I do not understand. I have entered into my employment relationship with The Able Trust voluntarily and I acknowledge that there is no specified length of employment. Accordingly, either, I or The Able Trust can terminate the relationship at-will, with or without cause, at any time, so long as there is no violation of applicable federal or state law.
Since the information, policies, and benefits described here are necessarily subject to change, I acknowledge that revisions to the handbook may occur, except to The Able Trust’s policy of employment-at-will. Any changes that are made will be communicated through official notices disseminated by written notice and/or e-mail, and I understand that revised information may supersede, modify, or eliminate policies. Only the Board of Directors and President of The Able Trust have the ability to adopt any revisions to the policies in this handbook.
Please read the following statements and sign below to indicate your receipt and acknowledgement of The Able Trust Employee Handbook.
EMPLOYMENT-AT-WILL: I further understand that my employment is terminable at-will, either by myself or The Able Trust, regardless of the length of my employment or the granting of benefits of any kind, including, but not limited to, retirement benefits which provide for vesting based upon length of services.
POLICY CHANGES: I understand that the policies, rules and benefits described in the employee handbook are subject to change at the sole discretion of The Able Trust at any time. I understand that this handbook replaces all other previous handbooks for The Able Trust.
DISCRIMINATION: I understand that The Able Trust is an equal employment opportunity employer and that discriminatory practices and harassment of any kind, including sexual harassment, will not be tolerated.
DRUG FREE WORKPLACE: I understand that The Able Trust has a Drug Free Workplace policy and program and I agree to abide by the terms of the policy.
TOBACCO FREE WORKPLACE: I understand that The Able Trust has a Tobacco Free Workplace policy and use of tobacco products is prohibited.
SAFE DRIVING PRACTICES: I pledge to adhere to The Able Trust’s policy and applicable laws with respect to driving while on business for The Able Trust.
SAFETY: I pledge to be safe at all times and to immediately report any safety violations or perceived safety problems that I observe. I understand that I must report such potential safety problems to my supervisor.
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PROMISSORY NOTE: I hereby acknowledge that the value of any unreturned equipment, money, credit cards, or other property assigned to me during my employment may be withheld from any final compensation due to me, including paychecks, paid time off accrual, or any other such earned benefit.
ACKNOWLEDGEMENT OF RECEIPT OF POLICIES: I understand that my signature below indicates that I have read and understand the above statements and I have received a copy of The Able Trust Employee Handbook. I, further, understand that I am expected to read and understand all of The Able Trust’s policies and, if I require clarification on any policy issues, I must seek assistance from my supervisor. _______________________________________
Employee’s Printed Name Position
Employee’s Signature Date
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____________________________________
_____________________________________ ____________________________________
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EMPLOYEE HANDBOOK
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EMPLOYEE HANDBOOK
PERSONNEL POLICIES AND GUIDELINES
Revised March 2016
Revised July 2013
Revised December 2010
Revised March, June & September 2008 January 1, 2008
2 TABLE OF CONTENTS I. PURPOSES OF HANDBOOK ...................................................................................55 II. INTRODUCTION ...................................................................................................76 A. STATEMENT OF PURPOSE.............................................................................................76 B. MISSION STATEMENT...................................................................................................76 C. ORGANIZATION ...........................................................................................................76 D. CONCERNS AND QUESTIONS ........................................................................................76 E. ORIENTATION..............................................................................................................76 F. EMPLOYMENT STATUS.................................................................................................77 1. ExemptEmployees...........................................................................................................87 2. Non-exemptEmployees...................................................................................................87 3. Full-timeEmployees.........................................................................................................87 4. Part-timeEmployees........................................................................................................87 5. IndependentContractors.................................................................................................87 G. IMMIGRATION LAW COMPLIANCE................................................................................87 III. PERSONNEL POLICIES AND PROCEDURES..............................................................98 A. EMPLOYMENT AT WILL ................................................................................................98 B. PROBATIONARY PERIOD ..............................................................................................98 D. OVERTIME .................................................................................................................109 E. JOB DUTIES................................................................................................................129 F. EMPLOYMENT REQUIREMENTS................................................................................1210 1. Driver’sLicense.............................................................................................................1210 2. UseofVehicles.............................................................................................................1210 3. UsingYourVehicleforWork........................................................................................1210 5. Inspections...................................................................................................................1311 6. RequiredTravel............................................................................................................1311 TravelStatusDefined........................................................................................................1611 TravelAdvances................................................................................................................1611 AutomobileTravel............................................................................................................1611 AirTravel...........................................................................................................................1612 Lodging..............................................................................................................................1612 Meals................................................................................................................................1712 TaxisandShuttles.............................................................................................................1713 PersonalCareAttendantsandRelatedServices...............................................................1713 MiscellaneousExpenses...................................................................................................1813 ExpenseReports...............................................................................................................1814 7. EmploymentofRelatives..............................................................................................1814 Formatted: Font: (Default) Calibri, 11 pt
3 G. PAYMENT POLICIES..................................................................................................1914 1. PayProcedures.............................................................................................................1914 2. Advances......................................................................................................................1915 H. DRUG AND ALCOHOL ABUSE POLICY.........................................................................1915 IV. EMPLOYEE BENEFITS........................................................................................2016 A. HOLIDAYS................................................................................................................2016 B. VACATION/ANNUAL LEAVE......................................................................................2116 EmployeeLeavePolicies.......................................................................................................2216 1. AnnualLeave............................................................................................................2316 2. SickLeave.................................................................................................................2317 3. PooledSickLeave.....................................................................................................2417 4. FamilyandMedicalLeave........................................................................................2417 5. PersonalLeaveDays.................................................................................................2418 6. BereavementLeave.................................................................................................2418 7. VotingLeave.............................................................................................................2518 8. JuryDuty..................................................................................................................2518 9. MilitaryDuty............................................................................................................2619 C. INSURANCE & OTHER BENEFITS................................................................................2619 1. Worker’sCompensationInsurance..............................................................................2619 2. HealthInsuranceandCOBRA.......................................................................................2619 3. DentalInsurance..........................................................................................................2720 4. LifeInsurance...............................................................................................................2720 5. RetirementPlan............................................................................................................2720 6. EducationandSelfDevelopment.................................................................................2921 V. RULES AND POLICIES........................................................................................3022 A. EQUAL EMPLOYMENT OPPORTUNITY.......................................................................3022 B. PROHIBITION OF SEXUAL AND OTHER UNLAWFUL HARASSMENT..............................3022 1. Policy............................................................................................................................3022 2. DefinitionsandExamples.............................................................................................3023 3. Employees’Responsibility............................................................................................3224 4. Supervisors’Responsibility...........................................................................................3224 C. UNLAWFUL HARASSMENT – COMPLAINT AND INVESTIGATION PROCEDURE .............3225 1. InitialComplaint...........................................................................................................3225 2. ConfidentialityandTimeliness.....................................................................................3225 3. NatureofInvestigation.................................................................................................3325 4. ConclusionofInvestigation..........................................................................................3325 5. RetaliationProhibited..................................................................................................3325 D. ATTENDANCE...........................................................................................................3425 E. CONDUCT AT WORK.................................................................................................3426 F. APPEARANCE...........................................................................................................3626
4 G. SAFETY ....................................................................................................................3727 H. BREASTFEEDING.......................................................................................................3828 I. WORKPLACE VIOLENCE ............................................................................................3828 J. HEALTH/SANITATION...............................................................................................3928 K. SMOKING/Use of Tobacco Products .........................................................................3929 L. SOLICITATION..........................................................................................................3929 M. SECURITY.................................................................................................................4029 N. CONFLICT OF INTEREST ............................................................................................4029 O. CODE OF ETHICS.......................................................................................................4130 P. OUTSIDE EMPLOYMENT...........................................................................................4331 Q. COMPUTER, E-MAIL AND INTERNET USAGE ..............................................................4332 R. COMPUTER MATERIAL.............................................................................................4432 S. FOUNDATION RECORDS...........................................................................................4633 1. PersonnelRecords........................................................................................................4734 2. ChangeofStatusNotification.......................................................................................4734 3. ImproperDeductions...................................................................................................4834 4. CorrectionofPayrollError...........................................................................................4834 T. USE OF TELEPHONE..................................................................................................4835 U. WARNINGS, DISCIPLINES AND SEPARATION..............................................................4935 V. RESIGNATION OF EMPLOYMENT ......................................................................5036 APPENDIX A: THE ABLE TRUST REMOTE WORK POLICY..........................................................53 APPENDIX AB: THE ABLE TRUST EMPLOYEE HANDBOOK ACKNOWLEDGEMENT FORM.......5336 THE ABLE TRUST EMPLOYEE HANDBOOK ACKNOWLEDGEMENT FORM..............................5336 Formatted: Left Formatted: Normal
Welcome! The Able Trust recognizes that human resources are the most valuable assets of any organization. The following personnel policies and guidelines have been devised and approved by The Able Trust Board of Directors with the goal of providing a safe and productive environment for all employees.
The Able Trust is an Equal Employment Opportunity Organization that complies with ADA regulations. The Able Trust fosters a policy of equal opportunity to ensure that the hiring and promotion of staff is based on ability and job performance, ensuring that: (a) position openings are advertised to the public; (b) discrimination is prohibited in all facets of employment on the basis of race, color, ethnic or national origin, gender, age, religion, marital status, pregnancy, veteran status, transgender, sexual orientation, sexual identification, genetic information or disability status.
This material will provide important information and guidance and will answer many questions about your job. It covers employee benefits and general procedures. This handbook, however, is not an employment contract and the policies set forth are not to be construed to, and do not, create contractual obligations of any kind. This handbook does not alter the “at-will” nature of your employment. You have the right to terminate your employment at any time, with or without cause or notice, and the organization has the same right. Your status as an “at-will” employee may not be changed, except in writing, signed by the president of the organization.
The Able Trust reserves the right to change, revise, eliminate or supplement any of the policies and/or benefits described in this handbook and to take any action which management deems necessary to the effective operation of The Able Trust. No one other than the Board of Directors has authority to change, revise, eliminate or supplement the contents of this handbook and you are not to rely upon any representation to the contrary. At the discretion of the President, an exception to a policy may be provided when it is deemed to be in the best interest of the The Able Trust. No one else is authorized to grant exceptions to any policies contained within this handbook.
Before you take any action or rely upon any policy or benefit, please check with management because it may have changed.
If you have questions, please ask your manager. Your questions and your ideas are important to us. All employees are invited to discuss any topic or issue contained in this handbooke personnel manual with the President, should any question arise.
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I.
PURPOSESOFHANDBOOK
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II. INTRODUCTION
A. STATEMENTOFPURPOSE
The Able Trust, legally incorporated as the “Florida Endowment Foundation for Vocational Rehabilitation” is a public/private 501(c) (3) not-for-profit foundation with a purpose to effectively manage, raise and distribute funds in order to provide persons with disabilities who reside in the State of Florida (“Floridians”) with opportunities for successful employment, in order to become independent, productive and self-supporting members of society.
B. MISSIONSTATEMENT
To be the leader in providing Floridians with disabilities opportunities for successful employment through fund raising, grants programs, public awareness and education.
C.ORGANIZATION
The Able Trust is an organization comprised of an elected chair, executive committee and various other committees. It has a paid professional staff. All personnel, management, financial and programmatic policies are approved by the Board of Directors.
Originally created by the Florida Legislature in 1990 as the “Florida Endowment Foundation for Vocational Rehabilitation by F.S. 413.615. The organization is commonly known as “The Able Trust.”
All members of the Board of Directors of The Able Trust are appointed by the Governor, and serve at the Governor’s pleasure. The Board is responsible for financial oversight and strategic governance of the organization. The Able Trust hires a President and CEO who is responsible for the operations of the organization and the management of staff and consultants.
D. CONCERNSANDQUESTIONS
Employees are encouraged to discuss work problems and concerns with their manager or supervisor. If employees have a grievanceconcerns that they are not comfortable discussing with the supervisor or if the concern is related to the supervisor, they should address the grievance issue with the President. If the grievance concern is with related to the President, it should be addressed to the Chair of the Board.
E.ORIENTATION
An orientation session will take place, between each new employee and the supervisor during the first two weeks of employment. This introduction will help the employee to become more acquainted with The Able Trust. New employees will receive an employment packet and will be requested to complete the appropriate personnel forms. The orientation will include a discussion of responsibilities as outlined in the employee’s position description, procedures and techniques, utilized documentation procedures and other helpful information.
F.EMPLOYMENTSTATUS
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For administrative purposesE, each employee may fallwill be classified in into one of the following categories:
1. ExemptEmployees
As defined by the Fair Labor Standards Act, some of our positions are classified as exempt. This classification means the employee is paid on a salary basis and is “exempt” from overtime pay regardless of the number of hours worked in a week. Throughout this handbook, there are references to exempt employees and policies are applicable to this employee classification.in federal labor laws, salaried employees who have a professional or administrative position congruent with their education, background, and experience, and managerial staff members who supervise two or more employees are exempt employees, and not subject to the hours of work and overtime provisions of the Fair Labor Standards Act (FLSA) so long as they are paid a salary of $455 or more each week for any week in which they perform work.
2. Non-exemptEmployees
Salaried or hourly employees who are not exempt from overtime pay provisions of the FLSA will be paid 1 ½ time their hourly rate for all hours they worked in excess of 40 hours in any workweek. Such employees, however, must receive written approval from the supervisor or President before incurring overtime. However, any overtime incurred without approval will be paid at the rate of 1 ½ times the hourly rate but the employee may be subject to disciplinary action for repeated violations of this policy.
3. Full-timeEmployees
Regular, full-time employees are those who are assigned a work a schedule of standard thirty seven and a half hours (37.5) hours a week. Full time employees and are eligible for benefits.
(Note: Eeven though the workweek is 37.5 hours, for non-exempt employees, overtime pay does not apply until after 40 hours per week are worked.)
4. Part-timeEmployees
Part-time employees are those who are assigned a work schedule of less than thirty-seven and a half (37.5) hours a week. work no more than 1040 hours in a calendar year. Part-time employees are ineligible for benefits.
5. IndependentContractors
Occasionally, the organization may use contractors for special projects or short-time assignments. Fulltime or part-time peThese individuals work independently under a rsons contracted to accomplish specific objectives. and work independently, setting their own hours; these individuals are treated as Iindependent contractors and are ineligible for benefits.
G. IMMIGRATIONLAWCOMPLIANCE
In compliance with the Immigration Reform and Control Act of 1986, as amended, 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. Former employees who are
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rehired must also complete the form if they have not completed an I-9 for The Able Trust within the past three (3) years, or if their previous I-9 is no longer valid.
Employees must keep their status current. If their visa to work and/or reside residence in the United States expires and they cannot present legal authorization to continue working pending re-issuance, they will be dismissed. It is the employee’s responsibility to apply for any such papers in a timely manner.
Employees must notify their supervisor immediately if they are no longer legally authorized to work in the United States.
III. PERSONNELPOLICIES ANDPROCEDURES
A. EMPLOYMENTAT WILL
Employees are employed on an “at will” basis. This means that you are free to leave your employment with The Able Trust at any time, and for any reason or no reason. Further, your employment may be terminated by The Able Trust at any time and for any reason or no reason and with or without notice, consistent with the law.
No one, other than the Board of Directors has authority to make any agreement contrary to this policy. Any such agreement must be in writing and signed by the President. Furthermore, you may not rely upon any oral or written statement, promise or other representation that is made or may be made at any time which contradicts the foregoing. Any and all policies, procedures and other terms and conditions of employment are subject to change or deletion with or without notice.
B. PROBATIONARYPERIOD
All employees are hired subject to a 3- month probation period. The probation period has been implemented to comply with Florida unemployment compensation regulations
In accordance with its “at will” policy The Able Trust reserves the right to dismiss an employee during or after the probationary period at any time, with or without notice, and for any reason or no reason, in accordance with the law.
C.WORKSCHEDULE
The normal working hours are 8:30 A.M. until 5:00 P.M. Monday through Friday, unless otherwise approved in advance by the President, or approved specifically for part-time employees. Employees are expected to be on time ready to start at 8:30 A.M. All full-time employees are expected to work a fiveday week of thirty- seven and one-half (37.5) hours.
D. WORKWEEK
Our work week consists of seven days. It begins at midnight on Saturday and ends at midnight Friday. This work week is used when calculating overtime hours worked.
E.TIMEKEEPING PROCEDURES
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Exempt employees are not required to keep records of hours worked, except as requested by the President/CEO for audit control purposes or to manage time off requests.
If requested by the supervisor, nonNon-exempt and part-time employees must accurately record the actual time they begin and end their work, as well as the beginning and ending time of each meal period. The beginning and ending time must be recorded for any break from work for more than 20 minutes or including the departure from the workplace.
If non-exempt employees are not on duty, scheduled for work, or engaged in authorized work assignments, they are prohibited from being on The Able Trust premises.
All recorded They must also record the beginning and ending time of any departure from work for personal reasons. The record time must reflect the actual time off to the closest quarter hour. Example: 8:07 is recorded as 8:00; 8:08 is recorded as 8:15. , half hour, etc.
Overtime work must always be approved before it is performed. Failure to obtain approval will not result in denial of the overtime pay but repeated violations will result in disciplinary actions.
Altering, falsifying, tampering with time records, or recording time on another employee’s time record may result in disciplinary action, up to and including termination of employment.
Employees must sign their time records to certify the accuracy of all time recorded. If corrections or modifications are made to the time records, both the employee and the supervisor must initial the change.
F.LUNCHBREAKS
A period of sixty (60) minutes is provided for the lunch period, normally taken between 12:00 noon and 2:00 P.M. If an earlier or later lunch period is desired, it must be approved by the employee’s supervisor. This is required to assure that employees are available to assist other staff members on as normal and dependable a schedule as possible.
Persons who are designated to cover phones and the reception desk will have assigned lunch periods.
LIf a lunch periods may not be is forfeited as a means to start the work day later or end the work day voluntarily, the employee cannot apply such time to the workday and leave the office earlier than normal, or arrive laterearlier than the employee’s normal work schedule.
start time. Non-exempt employees are relieved of all duty during their lunch period. They are encouraged to eat their lunch away from their work station to discourage interruptions of their break time. If an employee “chooses” to eat at his/her own desk or workstation, this time also cannot be applied to the workday. Similarly, lunch-period times voluntarily forfeited cannot be accrued. This is required to assure that employees are available to assist other staff members on as normal and dependable a schedule as possible.
GD. OVERTIME
Prior to the start of their shift or while on lunch break, non-exempt employees are neither expected nor permitted to perform any work for the Able Trust and, therefore, will not be paid unless such work is
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pre-approved by the employee’s supervisor. Employees found in violation of this policy may be subject to disciplinary action, up to and including termination.
All employees are hired with the understanding that they will work overtime hours as scheduled. All overtime work must be approved by the immediate supervisor in advance of any work being performed. Employees may not work overtime without authorization.
When necessary, oOvertime work, including work on weekends and holidays, when necessary, is required even if advance notice is unable to be given. At times, when the operation of The Able Trust so requires, employees may be requested to report to work during their non-scheduled periods. In those circumstances, employees must report to work in accordance with the instructions of his or her supervisor or his or her designee. Overtime compensation is paid to all non-exempt employees in accordance with the law.
Overtime compensation is paid to all non-exempt employees in accordance with the law. Overtime pay is based on actual hours worked.
Time off for vacation, holidays, PTO paid time off (PTO) or other leave will not be considered hours worked for overtime pay calculation.
Overtime pay will commences when the employee has worked in excess of forty (40) hours for thein a single work week. Overtime pay will be calculated at the rate of one and one-half (1 ½) times the employee’s regular hourly rate, or as otherwise defined in law.
The Able Trust may use flextime arrangements, but only by standing policy (if such policy is developed) and with the approval of the President.
H. WEATHER RELATED CLOSINGS
It is our policy to consider the safety of our employees and those we serve when making decisions regarding remaining open during periods of inclement weather. Where extraordinary circumstances warrant, we will close the facilityoffice. During periods of adverse weather, employees are encouraged to [listen to radio broadcasts, contact their manager, consult company portal, etc.] to find out if their work location is closed on a given day. Our decision to close will be made by 7:00 a.m. on the day of the closing. If the facilityoffice remains open, but you are unable to report to work, you should follow our standard procedures for notification of an unscheduled absence.
If the facility is closed, a non-exempt employee may use any available paid time off to cover the absence. If the facility remains open, employees who report to work will receive their normal pay for the day. Those not reporting to work on a facility open day, will be required to use any available paid time off for the missed day. If a non-exempt employee does not have sufficient available paid time off to cover the absence, the absence will be without pay. In accordance with federal regulations, exempt employees will receive their regular pay for the day of closure.
Even if a facilityour office is closed, there may be key positions that will need to report to work. Individuals in those positions will be notified by management with the details of the assignment. Employees who are required to work when a facility is closed will receive their normal pay for the hours worked.
Both exempt and non-exempt employees will be paid for days when the office is closed for weatherrelated conditions.
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IHE. JOB DUTIES
Each position shall maintain a A written description is maintained for each position. This description , which outlines the essential functions, other important duties and responsibilities of the position, and the requirements for entry into the position. The written job description shall be kept in the organization’s personnel files. Upon hire and upon request by an employee, the organization shall provide the employee with a copy of his/her specific written job description.
The position description also outlines individual or related relevant duties, if the employee has been hired for a variety of job duties. In addition to regular daily assignments, there may be occasions when employees are asked to help with other work assignments or projects not included in their position description. Assistance is expected for any work necessary.
JIF. EMPLOYMENTREQUIREMENTS
1. Driver’sLicense
If an employee accepts a position which requires a valid Florida driver’s permit, the employee must maintain the proper vehicle operator’s license. At the time of employment, the driving record of the employee must be clear of any significant violation. It is incumbent upon the employee to notify the employer of any moving violation citation received during the course of employment. If an infraction is serous (i.e., recklessness or total negligence), it may result in termination of employment at the discretion of The Able Trust.
2. UseofVehicles
If an employee has an accident or gets a ticket while on The Able Trust business and while using a private or rental vehicle, the employee will be responsible for paying any fine or penalty. If vehicle damage occurs, the employee is responsible for reporting the damage immediately and may be responsible for paying the deductible amount toward repair.
Any employees whose duties include the operation of a private or rental vehicle who is cited for a D.U.I. or D.W.I. or for any other serious moving violation will be considered to have an unacceptable driving record and his or her continued employment will be subject to review, and possiblewill be subject to termination. Employees are expected to advise their supervisor immediately of such citations, as well of such situations on their records whenever their duties include utilizing a private or rental vehicle.
3. UsingYourVehicleforWork
If employees use their own vehicle for work assignments, the vehicle must be in good repair and the employee must have mandatory Florida insurance coverage. Proof of current insurance must be kept inside the vehicle at all times when the vehicle is used for work assignments. If these conditions are not met, the employee’s supervisor must be informed immediately. The supervisor or the President may request proof of insurance at any time during an employee’s tenure.
If a position requires the employee to provide a vehicle, it is the employee’s responsibility to make arrangements if their personal vehicle or car cannot be used.
4. OutsideEmployment
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The Able Trust does not object to employees holding other jobs provided that there is no conflict of interest and that the position at The Able Trust is primary. Outside employment that interferes with the employee’s obligations to The Able Trust is prohibited.
Before accepting any supplementary position, it is required that the employee notify the President and CEO. This is to determine if there is a conflict of interest or if it would adversely affect his/her job or the reputation of The Able Trust.
If the position at The Able Trust should suffer due to the additional employment, The Able Trust reserves the right to request the employee resign from the supplemental employment. If resignation is refused, such action may subject the employee to discipline, up to and including dismissal.possible termination of employment.
Employees shall refer to the Conflict of Interest Policy for additional information on outside employment.
5. Inspections
The Able Trust respects the privacy of its employees. However, for security purposes, it maintains the right to inspect all personal belongings brought onto our premises or used in conjunction with performing a job.
Each employee agrees to allow management to inspect personal property, such as briefcases, cell phones, all other electronic devices used for communication and purses used in performing a job or brought on The Able Trust premises. Any package brought into or taken out of the premises may be inspected. Able Trust premises and equipment, including vehicles, desks, computer files and equipment, are subject to inspection at any time.
Where possible, wWallets, purses and briefcases will only be inspected in the employee’s presence.
Refusal to cooperate with an inspection or search will be considered a violation of the terms of hire as well as an act of insubordination and will subject the employee to disciplinary action up to and including dismissal. possible termination of employment.
6. RequiredTravel
The Able Trust recognizes that board members, officers, and employees (collectively “Personnel”) may be required to travel or incur other expenses to conduct company business and to further the mission of The Able Trust. The purpose of this Policy is to ensure that (a) adequate cost controls are in place, (b) travel and other expenditures are appropriate, and (c) to provide a uniform and consistent approach for the timely reimbursement of authorized expenses. It is the policy of The Able Trust to reimburse only reasonable and necessary expenses actually incurred.
When incurring business expenses, The Able Trust expects Personnel to:
· Exercise discretion and good business judgment with respect to those expenses.
· Be cost conscious and spend The Able Trust ’s money carefully and judiciously. Report expenses, supported by required documentation, as they were actually spent.
ExpenseReport
Expenses will not be reimbursed unless the individual requesting reimbursement submits a written report using The Able Trust Travel and Expense Reimbursement Request form. The expense report,
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which shall be submitted at least monthly or within two weeks of the completion of travel, must include:
Date, origin, destination and purpose of the trip. An itemized list of all expenses for which reimbursement is requested.
Receipts
Receipts are required for all expenditures billed directly to The Able Trust such as airfare and hotel charges. No expense in excess of $25.00 will be reimbursed unless the individual requesting reimbursement submits written receipts from each vendor showing the vendor’s name, a description of the services provided (if not otherwise obvious), the date, and the total expenses, including tips (if applicable).
GeneralTravelRequirements Necessity ofTravel
In determining the reasonableness and necessity of travel expenses, the person authorizing the travel shall consider the ways in which The Able Trust will benefit from the travel and weigh those benefits against the anticipated costs of the travel. The same considerations shall be taken into account in deciding whether a particular individual’s presence on a trip is necessary. In determining whether the benefits to The Able Trust outweigh the costs, less expensive alternatives, such as participation by telephone or video conferencing, or the availability of local programs or training opportunities, shall be considered.
PersonalandSpousalTravelExpenses
Individuals traveling on behalf of The Able Trust may incorporate personal travel or business with their company-related trips; however, personnel shall not arrange company travel at a time that is less advantageous to The Able Trust or involving greater expense to The Able Trust to accommodate personal travel plans. Any additional expenses incurred as a result of personal travel, including but not limited to extra hotel nights, additional stopovers, meals or transportation, are the sole responsibility of the individual and will not be reimbursed by The Able Trust. Expenses associated with travel of an individual’s spouse, family or friends will not be reimbursed by The Able Trust.
AirTravel
Air travel reservations should be made as far in advance as possible in order to take advantage of reduced fares. The Able Trust will reimburse or pay only the cost of the lowest coach class fare actually available for direct, non-stop flights from the airport nearest the individual’s home or office to the airport nearest the destination.
FrequentFlyerMilesand Compensationfor DeniedBoarding
Personnel traveling on behalf of The Able Trust may accept and retain frequent flyer miles and compensation for denied boarding for their personal use. Individuals may not deliberately patronize a single airline to accumulate frequent flyer miles if less expensive comparable tickets are available on another airline.
Lodging
Personnel traveling on behalf of The Able Trust may be reimbursed at the single room rate for the reasonable cost of hotel accommodations. Convenience, the cost of staying in the city in which the hotel is located, and proximity to other venues on the individual’s itinerary shall be considered in determining reasonableness. Personnel shall make use of available corporate and discount rates for hotels.
Housekeeper gratuities are reimbursable up to $2 per day, receipts are not required for such gratuities. Personal items such as video rentals, massages, haircuts, bar, and snack items, etc., will not be reimbursed. Portage gratuities should not exceed $3.00 per bag on the day of departure and $3.00 upon the arrival day, for a total per trip, per bag of $6.00.
Out-Of-TownMeals
Due to the variance in meal costs from city to city, there are no maximum per meal reimbursements, but common sense should prevail. Receipts must accompany all meals in excess of the following costs; otherwise, the following costs, which include gratuity and taxes, will be reimbursed:
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Breakfast $10.00
Lunch $15.00
Dinner $25.00
GroundTransportation
Employees are expected to use the most economical ground transportation appropriate under the circumstances and should generally use the following:
RentalCars
If rental vehicles are used, they should be mid-size class unless a special vehicle is required to accommodate special needs. Larger vehicles are authorized only if several persons are traveling together or if large quantities of material are transported. Receipts must be submitted for reimbursement including fuel receipts. Rental cars are only to be used for The Able Trust business, and only driven by the staff member(s) leasing the vehicles.
PersonalCars
Personnel are compensated for use of their personal cars when used for The Able Trust business. When individuals use their personal car for business travel, including travel to and from the airport, mileage will be allowed at the currently approved IRS rate per mile. Mileage must be documented on the travel reimbursement form using map miles obtained from customary applications such as Google Maps, Mapquest, etc. Vicinity miles may be reimbursed for mileage driven within the local area of destination for business purposes.
Taxis/Uber/Lyft
Personnel are reimbursed for taxi/Uber/Lyft service when used for The Able Trust business. Receipts must be submitted for reimbursement.
Parking/Tolls
Parking and toll expenses, including charges for hotel parking, incurred on company business will be reimbursed. The costs of parking tickets and/or fines are the responsibility of the employee and will not be reimbursed. Valet service/parking is not a reimbursable expense unless self-parking is unavailable at the location of business or valet is needed as a reasonable accommodation.
BusinessMeetings
Reasonable expenses incurred for business meetings will be reimbursed only if the expenditures are approved in advance by senior management of The Able Trust. Detailed documentation for any such expense must be provided, including:
· Date and location of business meeting.
Nature of expense.
A complete description of the business purpose for the meeting.
Vendor receipts showing the vendor’s name, a description of the services provided, the date, and the total expenses, including tips (if applicable).
Non-ReimbursableExpenditures
The Able Trust maintains a strict policy that expenses in any category that could be perceived as lavish or excessive will not be reimbursed, as such expenses are inappropriate for reimbursement by a nonprofit, charitable organization. Expenses that are not reimbursable include, but are not limited to:
· Travel insurance (The Able Trust maintains insurance for rental car use by all employees).
First class tickets or upgrades.
When lodging accommodations have been arranged by The Able Trust and the individual elects to stay elsewhere, reimbursement is made at the amount no higher than the rate negotiated by The Able Trust. Reimbursement shall not be made for transportation between the alternate lodging and the meeting site.
Limousine travel.
Entertainment, liquor, or bar costs.
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Valet service unless self-parking is unavailable at the location of business or valet is needed as a reasonable accommodation.
Expenses for spouses, friends, or relatives. If a spouse, friend or relative accompanies Personnel on a trip, it is the responsibility of the Personnel to determine any added cost for double occupancy and related.
Employees may be required to travel out of the area for work assignments or training. The Able Trust will provide as much notice as possible when travel is required.
Except in emergency, travel by staff must be authorized in advance by the supervisor or President. These policies shall also govern travel by the Board of Directors or other persons authorized to travel on behalf of The Able Trust:
TravelStatusDefined – Travel status is defined as when the traveler embarks upon travel, whether from the office or residence, and returns to the office or residence. during the normal work week. Hours involved are usually 8:30 A.M. – 5:00 P.M.
TravelAdvances – Travel advances may be obtained upon submission and approval of a travel advance request form. Travel advances should be submitted at least seven (7) days in advance of a planned trip.
AutomobileTravel – Travel by automobile if the destination is within 300 miles is strongly encouraged. Personal vehicle usage will be reimbursed at the Internal Revenue Services rate at the time of travel. approved by the Internal Revenue Service. This reimbursement is in lieu of gasoline, oil, auto repairs, and other vehicle expenses and insurances, for personal automobile usage. Employees utilizing personal vehicles for business purposes are expected to properly maintain said vehicles and to carry appropriate insurance coverage for the protection of the owner, operator, passengers and third parties.
If rental vehicles are used, they should be compact or mid-compact class unless a special vehicle is required to accommodate special needs. Larger vehicles are authorized only if several persons are traveling together or if large quantities of material are transported. Receipts must be submitted for reimbursement. Rental cars are only to be used for Able Trust business, and only driven by the staff member(s) leasing the vehicles.
Airport parking and tolls are reimbursable upon presentation of receipts. Tips for parking are not reimbursable.
AirTravel – Air travel shall be by coach class unless travel is time-critical and first class or other non-coach class is the only seating available or for a traveler who has a disability warranting first class accommodations. Original receipts must be presented for air travel reimbursement, which clearly state the flight plan, dates, and traveler’s name.
Lodging - Lodging closest to the site are is preferable, to manage the cost of transportation, but facilities should be moderate in classification and expenses. Lodging exceeding $149 per night requires justification by the traveler and prior approval by the traveler’s supervisor or the President. Travelers are expected to utilize discretion in selecting sites which are safe and convenient. When making reservations, applicable rates should be requested along with any other discounts that may be available. Receipts must be submitted for reimbursement. Housekeeper gratuities are reimbursable up to $2 per day, receipts are not required for such gratuities.
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Personal items such as video rentals, massages, haircuts, bar and snack items, etc., will not be reimbursed.
Portage gratuities should not exceed $3.00 per bag on the day of departure and $3.00 upon the arrival day, for a total per trip, per bag of $6.00.
Meals – Due to the variance in meal costs from city to city, there are no maximum per meal reimbursements, but common sense should prevail. Receipts must accompany all meals in excess of the following costs; otherwise, the following costs, which include gratuity and taxes, will be reimbursed:
Breakfast $10.00
Lunch $11.00
Dinner $20.00
Unless approved in advance, rReimbursement for meals normally does not include is not provided for beer, wine or other alcoholic beverages.
Meals for other persons are not reimbursable unless prior authorization is obtained by the supervisor or President. Meals for other persons shall be for business reasons, such as: possible donors, cultivation of future directors, as part of a meeting, presentation or other special event, etc. Receipts submitted for meals for other persons must include a notation on the nature of the discussion during the meal.
Reimbursement for meals for members of the U.S. Congress, members of the Florida House of Representatives, the Florida Senate, County Commissioners, and City Commissioners or other persons holding public office or their immediate staff is prohibited. This includes all state agency staff.
Coffee breaks or refreshment costs other than meals are not reimbursable, and should never be charged to the Able Trust.
Gratuities and tips for meals shall not normally exceed 20% of the total expense. Exceptions may include a specific gratuity for group dining or special services for a traveler who has a disability.
Employees shall use common sense in any and all instances of impropriety in offering to provide food, beverages or other amenities to others.
TaxisandShuttles- If possible and available, travelers are expected to utilize complimentary shuttles to and from reserved lodging sites and airports. If such are unavailable, taxis may be used. Original receipts must be submitted for reimbursements. Tips for taxis and shuttles generally should not exceed 20% of the fare.
Individual toll charges in excess of $1.00 must be accompanied by a receipt for reimbursement.
PersonalCareAttendantsandRelatedServices - Reimbursement of expenses indicated herein shall be applicable to personal care attendants, family members or companions
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who are needed to accompany Directors or employees with disabilities to assist in their personal care, transporting or driving needs.
Fees for professional personal care attendants while in travel status shall be paid at the competitive market rate.
MiscellaneousExpenses –
a. Reimbursement for books, magazines and other such items while in travel status are not reimbursable.
b. Unusual or extraordinary expenses incurred while in travel status due to an Act of God, extended meetings, automobile repairs or accidents, etc., may be reimbursed on a case-by-case method as approved by the supervisor or President. Such expenses may include: lodging; toiletry items and related immediate, emergency needs.
c. Reimbursement for tours, outings, entertainment excursions and extracurricular activities are reimbursable only if such tours or activities are related to the purpose of the trip or meetings or are part of a conference, seminar or convention arrangement and therefore, have specific educational, promotional, networking, fundraising or business importance to The Able Trust as may be determined in the sole discretion of the President.
d. Reimbursement for fax, photocopying or computer service will be made if such services are performed for The Able Trust. Receipts must be submitted for reimbursement.
e. No reimbursement shall be made for gifts, meals, airline tickets or other items or services performed for a member of the: U.S. Congress, Florida House of Representatives, Florida Senate; a County Commissioner, a City Commissioner or other persons holding elective office or their immediate staff. This includes state agency staff.
ExpenseReports - Travelers are expected to submit expense reimbursement forms by the end of the month when the travel occurred. Expenses will be reimbursed on a monthly basis, no later than the 15th of the month following an approved reimbursement request, provided documentation has been submitted on a timely basis.
Reimbursement will be made net of any travel advances or any charges billed directly to The Able Trust.
7. EmploymentofRelatives
No immediate family of an employee’s family or a Board Member’s family or household member may be employed or otherwise contracted for services by The Able Trust except under special circumstances and approved by the or Board of Directors.
“Immediate family” means the employee’s spouse, brother, sister, half-brother, half-sister, stepbrother, step-sister, parent, step-parent, child, step-child, aunt, uncle, nephew, niece, father-in-law,
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mother-in-law, brother-in-law, sister-in-law, son-in law, daughter-in-law, grandparents or any other member of the employee’s household.
KG. PAYMENT POLICIES
1. PayProcedures
Wages are paid semi-monthly on the 15th and the last day of the month. If the 15th falls on a holiday or a Saturday the payroll is done on the prior business day. If the 15th falls on a Sunday, the payroll is done on the 16th or the next banking business day. If the last day of the month falls on a holiday or a Saturday, the payroll is done on the prior banking business day. If the last day of the month falls on a Sunday, the payroll is done on the next banking business day.
New employees whose beginning date of employment falls within the pay cycle will be paid for the total number of days worked during the pay cycle. Deductions from gross pay include: required federal and social security taxes; 401(k) plan deduction, if employee participates; and any other elective deductions. All employees are required to complete a W-4 Form for federal withholding taxes. Any changes in the form should be reported to the supervisor.
The Able Trust encourages direct deposit of paychecks for security purposes. However, if employees elect to receive a paper check, the check will be delivered to the employee’s home address or other employee-designated address. Paychecks are only released to employees, unless The Able Trust is directed otherwise by law.
Any questions or concerns regarding pay or deductions or about the hours upon which pay is based should be brought to the attention of the President or the Assistant Director of Finance immediately.
2. Advances
The Able Trust will not make salary advances or loans to employees. Cash advances may be made for travel purposes upon the timely submission and approval of a travel cash voucher on an appropriate form provided by The Able Trust.
LH. DRUG ANDALCOHOLABUSE POLICY
The Able Trust is committed to a drug-free work environment. The following will not be tolerated:
1. Manufacture, distribution, sale or attempt to sell, dispensation, use or possession of illicit drugs at any time on or off The Able Trust premises.
2. Use of or possession of alcohol on The Able Trust premises or on The Able Trust business or being under the influence of drugs or alcohol while driving an Able Trust vehicle or using Able Trust equipment.
3. Use of alcohol off premises, or the manufacture, distribution, sale or attempt to sell, dispensation, possession of illicit drugs on or off the premises, that adversely affects performance, personal safety, the safety of others, our business or our business reputation.
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The Able Trust, at its expense may require an employee to be tested for drugs or alcohol at any time. Those who are found to be in violation of this policy or who refuse to be tested, will be subject to disciplinary action, up to and including dischargepossible termination of employment.
For the purpose of this policy “company premises” includes not only the business location and surrounding area of The Able Trust, but also vehicles, equipment and job sites. “An illicit drug” includes drugs: a) which are not legal; b) legal but not legally obtained; or c) used in a manner or for a purpose which is not legal or medically prescribed.
MI. MEDICALMARIJUANA
If an applicant or employee with a legal referral for marijuana (for the treatment of a medical condition) tests positive based on the substance limits for the drug test, it will be reported by the lab as a “positive drug test” and will be treated in accordance with all other positive drug tests.
Employees and applicants shall be given an opportunity to provide any information relevant to the test, including identification of currently or recently used prescription or nonprescription medications as well as any legal referral for marijuana use for the treatment of a medical condition.
There are no additional exceptions for applicants or employees with legal referrals for marijuana.
IV. EMPLOYEEBENEFITS
The benefits set forth below are available to regular, full-time employees who work a minimum of 37.5 or more hours each week throughout the year. Part-time and special employees should check with their supervisor to see what benefits apply.
These benefits are provided at management’s discretion and they do not constitute a contract of employment expressed or implied. Benefits may change or be discontinued at the employer’s discretion and without previous notice. Where there is a discrepancy between what is presented in this handbook and the benefit plan document, the benefit plan document will prevail.
A. HOLIDAYS
The following eight (8) holidays will be observed by The Able Trust, subject to the operating needs of the organization; The Able Trust office may be closed earlier on Christmas Eve and New Year’s Eve, at the discretion of the President:
New Year’s Day
Martin Luther King’s Birthday
Good Friday
Memorial Day
Independence Day
Labor Day
Veteran’s Day
Day Before Thanksgiving Day
Thanksgiving Day
Day After Thanksgiving
Christmas Eve
Christmas Day
New Year’s Eve
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New Year’s Day
Veterans Day
Martin Luther King’s Birthday Thanksgiving Day
Memorial Day Day after Thanksgiving
Independence Day
Labor Day
Christmas Day
Holiday pay will be calculated based on the employee’s straight time pay rate or salary and will not include any other forms of compensation. If a holiday falls on a Saturday, it will be observed on the preceding Friday and if a holiday falls on a Sunday, it is observed on the following Monday.
B. VACATION/ANNUALLEAVE
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UnlimitedPaidLeavePolicy (ExemptEmployees)
The Able Trust hires exceptional, professional adults to perform a wide variety of important functions that contribute to the success of our company. It is The Able Trust’s intent to provide its exceptional employees the freedom they require to balance the responsibilities of both their work and home lives, thereby maximizing their value to the organization.
UnlimitedPaidLeave
It is the policy of The Able Trust to forego implementation of a leave accrual or bank system of any sort. Eligible employees will be free to take leave when they require it and when it is approved by their manager and/or the President. At The Able Trust’s discretion, leave may be tracked for business purposes.
Eligibility
All full-time exempt-level employees with 90 days of continuous service are considered eligible for unlimited paid leave
Expectations
Under this policy, exempt-level employees are expected to:
Recognize that at The Able Trust, we value all employees’ contributions and are committed to communicating with our team members in advance when scheduling an absence or notifying the appropriate team member before the start of the workday when an unscheduled absence occurs.
Understand that due to staffing needs, sometimes, not all leave requests can be honored. Requests for leave are still subject to the approval of your immediate supervisor and/or President.
Meet all established work goals despite the absences.
Take a minimum of 15 days of leave per calendar year. This requirement is in place to ensure employees take advantage of leave and strive for a healthy work-life balance.
Limit leave to 5 consecutive working days unless approved by your immediate supervisor and/or the President or when on protected leave (see Employee Handbook section on Family Medical Leave Act).
Except for those on protected leave (see Employee Handbook sections on Military Leave and Family Medical Leave Act), if an eligible employee is unable to meet the expectations outlined above, The Able Trust reserves the right to temporarily revoke unlimited leave. Further, if gross abuse of this leave is observed, disciplinary action may be taken, which may include termination of employment.
Verification
Managers and/or the President also reserve the right to request verification of absences (such as a doctor’s note) when legal and appropriate to do so.
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LeaveofAbsence
This policy does not apply to eligible employees requesting military leave or sabbaticals. For more information on these types of leave, please see the corresponding policies located in your handbook.
ProhibitionofLeavePay-Out
Because The Able Trust does not track or bank leave of any kind, employees are not eligible for pay out of leave upon separation from the organization. There are no exceptions to this policy.
EmployeeLeavePolicies
The Able Trust provides employees with annual paid vacations based upon length of service. All staff members are encouraged to use their annual leave. Leave policies indicated herein pertain to regular, full-time employees only.
1. AnnualLeave – Annual leave is accrued and begins accruing upon employment, but is not available for use until after the three (3) month probationary period. Leave is accrued as follows: Six and one-quarter hours (6.25) per month accumulating to ten (10) working days per year for the first three (3) years; thereafter, nine and one-half (9.50) hours per month, accumulating to fifteen (15) working days per year. At the President’s discretion, annual leave may be awarded at a greater rate based on tenure, employment negotiations, or other organizational needs. Annual leave accrues and is available for use after the end of the month in which it is accruing. During the first month of employment, a new staff member shall accrue six and one quarter (6.25) hours if hired prior to the 15th of the month, and three and one quarter (3.25) hours if hired after the fifteenth of the month. There is no accrual of annual leave for the month of departure, unless such departure date is the last working day of the month.
In general, no more than five (5) working days of annual leave will be allowed to be carried over to the following calendar year. Carryover of annual leave from one calendar year to the next must have the approval of the employee’s supervisor and the President/CEO, and carryover beyond five days is not guaranteed. Annual leave days accrued, but not utilized within the specified time may be forfeited. Any unutilized and accrued annual leave days within the specified time will be paid to an employee that terminates employment within that time period. Under no circumstances will unutilized annual leave days be paid beyond that specified period.
For purposes of helping with planning, an employee must request his or her annual leave by consulting with his or her supervisor and by submitting the organization’s leave request form for approval. Annual leave of five (5) working days should be submitted for approval at least one month in advance. Annual leave of 10 working days or more should be submitted for approval at least two (2) months in advance.
2. SickLeave - Sick leave is accrued up to 10 days per year at a rate of 6.25 hours per month, and as with annual leave, is accrued and available for use after the end of the month earned. Sick leave available during the first month of employment is calculated using the same formula as for annual leave during that first month. Unutilized sick leave can be carried over to future years, at a rate not to exceed a total accumulation of thirty (30) days (225 hours). Under no circumstances can unused sick leave be paid to an employee upon his or her termination of employment. All available sick
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leave must be exhausted before applying to utilize sick leave pool days. If more than three (3) consecutive sick leave days are taken, the staff member may be required to provide a physician’s statement of illness. If five (5) or more consecutive sick leave days are taken, a physician’s note is required to verify the illness and deem the employee suitable for return to work. Sick leave is intended to be used for medical appointments and treatments, illness and recovery of the employee, the employee’s immediate family (children, spouse, parents, grandchildren, and significant others that cohabitate with employee) and also covers pregnancy, elective surgeries, dental, optical, preventive treatments and the like for the employee and immediate family as defined above. Employees are encouraged to schedule elective medical and dental appointments so they will not negatively affect the flow of work. An employee’s foster care children and children in the adoption process also qualify as immediate family for purposes of sick leave, as do other children as defined in the FMLA.
Employees are expected to telephone in to report a sick leave circumstance by 8:30 a.m. of each day during an illness. Such call must be made to the employee’s supervisor or the President.
3. PooledSickLeave - Employees employed for one year or more may participate in a sick leave pool by contributing one working day of given sick leave per calendar year towards a pool provided that, in contributing, said employee has a balance of ten (10) days of sick leave after the contribution. Maximum leave available from the sick leave pool is ten working days per calendar year, and can only be taken once the individual sick leave has been exhausted first. Once contributed, the employee shall not get back unused contributed sick leave days.
4. Family andMedicalLeave - If the employee takes a leave that is not subject to the Family and Medical Leave Act (FMLA), he or she is required to take the given annual and sick leave working days in any absences.
Employees who wish to take family and medical leave should contact the President to determine if they are eligible for family and medical leave and, if so, to obtain necessary documentation and make arrangements for their leave. Employees are directed to the Department of Labor website for up-to-date information on the FMLA: www.dol.gov.
5. PersonalLeaveDays
In addition to annual, sick leave and holidays provided, each employee may utilize two working days per calendar year for paid personal or religious leave. Personal leave days are not available until after the employee has completed the three (3) month probationary period. Unused personal leave days in a given calendar year will be forfeited. Under no circumstances will personal leave days be carried over to future years. Requests for use of personal leave days must be made in the same manner as required for annual leave requests. Personal Leave days must be used in full-day increments.
6. BereavementLeave
The Able Trust allows a maximum of four (4) days of leave with pay per calendar year to regular, full-time employees to take time off due to the death of an immediate family member. “Immediate family” is defined as the employee’s spouse, parent, child, step-child, step-parent, sibling, halfsibling, the employee’s spouse’s parent, child, step-child or sibling, the employee’s child’s spouse, grandparents or grandchildren, aunts, uncles, nephews or nieces.
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Employees who wish to take bereavement leave must notify their supervisor immediately and submit a written request. Leave in excess of 4 days per calendar year shall be charged to annual leave or personal leave days if available.
7. Domestic Violence Leave Policy
Any employee who has worked for the Organization for a minimum of three months is entitled to take three days of unpaid leave if they or a member of their immediate household have been the victim of domestic violence and need to engage in any of the following activities: (1) to seek an injunction for protection against domestic violence or repeat of sexual violence, (2) to obtain medical care or mental health counseling for the employee or the household member to address issues resulting from domestic violence, (3) to obtain services from a victim services organizations, (4) to make the employee’s home secure from the perpetrator of domestic violence or to relocate to a new location to escape the perpetrator, or (5) to seek legal assistance to address issues that arose from the domestic violence or to attend or prepare for a court related proceeding relating to an act of domestic violence. Employees must provide appropriate advance notice to their supervisor of the need for leave unless they are prevented from doing so because of imminent danger. All employees must first exhaust any available annual paid time off leave before being eligible to use domestic violence leave.
87. VotingLeave
The Able Trust encourages all employees to vote. Employees should make arrangements to vote either before or after their scheduled work hours. If employees are unable to vote before or after normal work hours, they are encouraged to make use of absentee ballots or early voting opportunities in their respective counties.
98. JuryDuty
Time off for mandatory jury duty is excused and paid, less jury pay, provided that proof of duty is provided to the employee’s supervisor or as soon as possible after the employee received notice of jury duty.
The employee is expected to report for work when it does not conflict with court obligations. It is the employee’s responsibility to keep his or her supervisor periodically informed about the amount of time required for jury duty.
A copy of the notification or certificate of payment is to be provided to the supervisor for inclusion in the personnel records.
FamilyandMedicalLeaveActPolicy
Although The Able Trust does not meet the threshold of 50 employers for required federal compliance, The Able Trust complies with the Family and Medical Leave Act (FMLA) and will grant up to 12 weeks of leave during a 12-month period to eligible employees (or up to 26 week of military care leave).
The purpose of this policy is to provide employees with a general description of the allowances under FMLA. For more detailed information, employees should refer to https://www.dol.gov/agencies/whd/fmla
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The FMLA entitles eligible employees of covered employers to take job-protected leave for specified family and medical reasons with continuation of group health insurance coverage under the same terms and conditions as if the employee had not taken leave. Eligible employees are entitled to:
Twelve workweeks of leave in a 12-month period for:
The birth of a child and to care for the newborn child within one year of birth;
The placement of a child for adoption or foster care and to care for the newly placed child within one year of placement;
To care for the employee’s spouse, child, or parent who has a serious health condition;
A serious health condition that makes the employee unable to perform the essential functions of his or her job;
Any qualifying exigency arising out of the fact that the employee’s spouse, son, daughter, or parent is a covered military member on “covered active duty;” or
Twenty-six workweeks of leave during a single 12-month period to care for a covered servicemember with a serious injury or illness if the eligible employee is the servicemember’s spouse, son, daughter, parent, or next of kin (military caregiver leave).
Employees are eligible for FMLA when they have worked with The Able Trust for at least 12 months and have worked at least 1,250 hours in the last 12 months.
The Able Trust will pay your full salary for up to 12 weeks of FMLA. As long as you return to work at or before the end of the allowed leave, you will return to your former position or one that is equivalent in terms of benefits, pay and status.
109. MilitaryDuty
The Able Trust provides military leaves of absence in accordance with the requirements of the Uniformed Services Employment and Reemployment Rights Act (USERRA).
C. INSURANCE& OTHERBENEFITS
1. Worker’sCompensationInsurance
The Able Trust provides worker’s compensation insurance for all employees. This program covers any injury or illness sustained in the course of employment that requires medical, surgical, or hospital treatment.
Employees who sustain work-related injuries or illnesses must inform their supervisor immediately, no matter how minor an on-the-job injury may appear.
2. HealthInsuranceandCOBRA
The Able Trust will provide group health plan coverage for each employee as contracted and approved by the President, beginning the first of the month after sixty (60)first days of full-time employment.
The benefits provided under the group hospitalization planhealth plan may be altered, amended or modified from time to time by the President in his or her discretion without further notice. Before relying upon any benefit or its terms, employees should check with the health plan customer service center or the President.
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Dependent coverage is not included in the plan; should employees desire to include dependents on the group plan, they may do so at their own expense. The cost of the premium for dependent coverage will be deducted from the employee’s pay.
The Able Trust complies with the Federal Consolidated Omnibus Budget Reconciliation Act (COBRA). COBRA provides employees and their qualified beneficiaries the opportunity to continue health insurance coverage under The Able Trust’s plan when a “qualifying” event occurs and coverage would otherwise be lost. Qualifying events are generally:
a. Resignation
b. Discharge
c. Leave of absence
d. Employee’s divorce
f. Legal separation from spouse
e. Dependent child no longer meets eligibility requirements
The Able Trust provides each employee (upon eligibility) with a written notice describing his or her rights under COBRA. The notice contains important information about the employee’s rights and obligations regarding the continuation of benefits and the employee’s responsibility for payment of such coverage. If you do not receive this notice within 14 days of your last day of work, contact the President immediately.
3. DentalInsurance
The Able Trust will provide a group dental plan, free of charge, approved by the President, at no cost to the employee beginning the first of the month after the three (3) month probationary period of full-time employment. Dependent coverage is not included in the plan; however dependent coverage may be available at the employee’s expense paid via as a payroll deduction.
4. LifeInsurance
The Able Trust will provide basic group term life insurance at no cost to the employee. , free of charge. The amount of such life insurance may change from time to time, as approved by the President, beginning the first of the month after the three (3) month probationary period of employment. The amount of life insurance may vary from employee to employee, based upon actuarial data; employees may utilize payroll deduction to purchase additional coverage, whenever that option is available from the group insurance company.
5. RetirementPlan
As of January 1998, a retirement option is provided to all fFull-time employees are upon the eligible to participate in the retirement plan on ility date of the 1st day of the calendar month following 3 full months of employment., and upon the employee’s eligibility.
The Able Trust may contribute up to 1.6667% of the participating employee’s annual gross salary, for each 1% of elective contributions by the participating employee. The Able Trust shall not make matching contributions with respect to elective contributions in excess of 5% of a participant’s compensation. The maximum amount employees may contribute must be in compliance with federal regulations concerning the retirement plan. The Able Trust Board of Directors may change the Foundation’s matching percentage at its discretion and as allowed by the Plan Document.
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Other features include:
1. Employee may elect to participate or not to participate.
2. Contributions for the retirement plan are made at each pay period.
3. Participating employees may elect to discontinue their elective contributions at any time and may elect to change their contribution the first of each quarter, or more frequently if the plan allows.
4. The vesting schedule is:
Employees are encouraged to consult the President for additional information and benefits of the retirement plan. The retirement plan terms may be modified, altered or amended, from time to time, as may be required by law, by the Plan Administrator or by the Board of Directors in its sole discretion.
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Years ofService %Vested 1 0 2 25 3 50 4 75 5 100
6. EducationandSelfDevelopment
TheAbleTrustrecognizesthatanemployees’knowledgeandskillsaregreatassetsin theperformanceofjobs. TheAbleTrustprovidesforaneducationanddevelopment reimbursementplanof$1,500peremployeepercalendaryear,baseduponthe following:
TheEemployeemustbeemployedfull-timewithTheAbleTrustfor180days.
foreligibility.
b. Tuitionreimbursementforcollegeoruniversitycoursesshallbemadebased uponthegradesreceived. Fullreimbursementshallbemadeforgrades“A”and“B”up to$1,500;75%reimbursementshallbemadeforgrade“C,”andnoreimbursementshall bemadeforincompleteclassesorgrade“D.”
Booksandregistrationfeesmaybeincludedintheallowancebased uponpresentationofinvoicesforbillsofsale,buttotalfortuitionandbooks, registrationfees,etc.,shallnotexceedthe$1,500calendaryearallocation.
c. Nomorethansix(6)credithourspersemesterortwelve(12)credithoursper fiscalyearshallbereimbursed,unlessregistrationforworkshops,seminars,etc., for credithoursisapprovedinadvancebythesupervisororPresident. Employeesmay accesstheeducationandself-developmentfundsforoneposition-relatedseminaror conferencepercalendaryear.
d. Alltuition, educationordevelopmentreimbursementshallbedirectlyrelated tothecurrentpositionoftheemployeeandrelatedtotheoverallmissionofTheAble Trust. Asyllabus,courseoutline,seminardescriptionor brochureshallbe submittedfor approvalbythePresidentbeforeregistration,ifreimbursementwillbesought.
e. Allocationsnotutilizedbytheendofthecalendaryeararenotreimbursableto theemployeenorwillallowancesbeextendedorcarriedoverfromyeartoyear.
f. Inthecaseofseminars,briefings,etc.,requiredtravel,lunchesormeals includedintheeducationalpackageornecessarytoparticipateintheeducationalevent willbeeligibleforreimbursement,congruentwithexistingtravelpolicies.
g. Employeesmustutilizeannualleavetimetoattendeducational sessions duringtheworkday. Thereis noflextimeavailableunderany circumstancesfor attendanceateventsthatmakeuseofthiseducation benefit.
h. Upto$500ofthisbenefitpercalendaryearmay beappliedtohealth clubmembershipfortheindividualemployee. Thisbenefitshallbeadministered according tothe“HealthClubMembership”policycontainedwithinthishandbook. a relatedmemofromthePresidentand datedJanuary 4,2011andattached tothishandbook. Thisbenefitis payabledirectlytothehealthclubandnot asareimbursablebenefit.
ThehealthclubmustbelegallylicensedandaccreditedintheStateof Florida.
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a.
Personalemployeeeducationalordevelopmentopportunitiesdifferfromauthorized representationofTheAbleTrustatseminars,conferences,etc. Employees attending suchseminarsorconferencesonofficialapprovedbusinesstoperformatask, participateinapaneldiscussion,monitoradisplay table,etc.,andnotforpersonal educationalpurposesarenotconsideredtobeusingthepersonaleducationbenefit.
6. HealthClubMembership
Thisbenefitispayabledirectly tothehealthclubandnotasareimbursablebenefit. ThehealthclubmustbelegallylicensedandaccreditedintheState of Florida.
V. RULESANDPOLICIES
A. EQUALEMPLOYMENTOPPORTUNITY
The Able Trust is an equal opportunity employer. This policy governs all aspects of employment, including selection, job assignment, compensation, discipline, termination, and access to benefits and training. All employment decisions are made on the basis of individual skills, regardless of such factors as race, color, religion, national original, sex, age, marital status, pregnancy, sexual orientation, sexual identification, transgender, disability, genetic information, veteran status or any other protected status. The Able Trust will make reasonable accommodations, consistent with applicable laws, to the known disabilities of an otherwise qualified applicant or employee who is able to perform the essential functions of the position.
It is our policy not to tolerate discrimination or harassment (including sexual harassment). We comply with all applicable federal, state and local laws on employment and employment practices. We support and abide by the laws prohibiting discrimination.
Any employee with questions or concerns about any type of discrimination in the workplace is encouraged to bring these issues to the attention of his or her immediate supervisor or to the President. Employees can raise concerns and make reports without fear of reprisal. Anyone found to be engaging in any type of unlawful discrimination will be subject to disciplinary action, up to and including termination of employment.
B. PROHIBITIONOFSEXUALAND OTHERUNLAWFULHARASSMENT
1. Policy
The Able Trust is committed to maintaining a work environment free of sexual harassment. It is also committed to maintaining a work environment free of harassment on the basis of race, color, religion, sex, national origin, age, marital status, pregnancy, sexual orientation, sexual identification, transgender, disability, genetic information, veteran status or any other protected status.
The Able Trust will not tolerate the sexual or other unlawful harassment of any employee(s), by any manager(s), supervisor(s), co-workers(s), vendor(s), client(s), or anyone else. All personnel are responsible for maintaining a workplace that is free of sexual and other unlawful harassment and intimidation.
2. DefinitionsandExamples
Unwelcome sexual advances, requests for sexual favors and any other physical, verbal or visual conduct of a sexual nature constitute sexual harassment when:
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a. Submission to the conduct is an explicit or implicit term or condition of employment or continued employment; or
b. Submission to or rejection of the conduct is used as a basis for employment decisions affecting an employee, such as promotion, demotion or evaluation; or
c. The conduct has the purpose or effect of interfering with an employee’s work performance or creating an intimidating, hostile or offensive work environment.
Sexual harassment may include, but is not limited to:
a. Unwelcome sexual proposition;
b. Sexual innuendo;
c. Sexually suggestive remarks;
d. Vulgar or sexually explicit comments, gestures or conduct;
e. Sexually oriented kidding, teasing or practical jokes;
f. Physical contact such as brushing against another’s body, pinching or patting;
g. The publication, to any one, of documents (including pictures and text) in the workplace that contain any material that is of a sexual nature; and
h. Using the computer to access any website, newsgroup, CD, floppy disk or any other resources that contains material that is of a sexual nature.
Sexual harassment may occur when the intended target of the conduct is not offended, but others reasonable find the conduct to be intimidating, hostile or abusive.
Other unlawful harassment is verbal or physical conduct that denigrates or shows hostility or aversion toward an individual because of their race, color, religion, gender, national origin, age, marital status, sexual orientation, disability or other protected status when it:
A. Has the purpose or effect of creating an intimidating, hostile, or offensive working environment;
B. Has the purpose or effect of unreasonably interfering with an individual’s work performance or creating an intimidating, hostile or offensive environment;
C. Otherwise adversely affects an individual’s employment opportunities.
Unlawful harassment includes, but is not limited to, the following:
a. Epithets, slurs, negative stereotyping, threatening, intimidating or hostile acts that relate to race, color, religion, gender, national origin, age, marital status, sexual orientation, disability or other protected status;
b. Written or graphic material that denigrates or shows hostility toward an individual or group because of race, color, religion, gender, national origin, age, marital status, sexual orientation, disability or other protected status and that is placed on walls, bulletin boards, or elsewhere on The Able Trust premises, or circulated in the workplace. This also includes acts that purport to, or are meant to be, “jokes” or “pranks,” but are hostile or demeaning, such as hate mail, threats, defaced photographs or other such conduct.
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3. Employees’Responsibility
The Able Trust is committed to promptly and thoroughly investigating all complaints of sexual and other unlawful harassment. within thirty (30) days. All personnel are responsible for making management aware of any reports that sexual or other unlawful harassment or intimidation is occurring in the workplace. If any employee becomes aware or suspects person receives a report that sexual or other unlawful harassment in the workplace is occurring, they have an affirmative obligation to report such a complaint to the President. If after an investigation is conducted, it is determined that sexual or other unlawful harassment has occurred, and it is determined that any employee(s) failed to fulfill their affirmative obligation to report such a complaint, such a failure may be grounds for discipline, up to and including termination.
4. Supervisors’Responsibility
In addition to the aforementioned responsibility, supervisors are also responsible for taking the following steps to prevent sexual and other unlawful harassment:
a. Assure that all subordinates and new hires have received a copy of The Able Trust’s sexual and other unlawful harassment policy and have signed the acknowledgement that they have received and read the policy;
b. Discuss the policy with employees and assure that all of them are aware that they are to work in an environment free of harassment;
c. Assure employees that they should not tolerate denigrating or hostile treatment that is of a sexual nature;
d. Inform all employees of the sexual harassment complaint process, including employees’ right to by-pass an offending staff member;
e. Immediately report any complaints, observations or concerns of unlawful harassment. When receiving a complaint of sexual harassment, supervisors should instruct the complaining employee that anything they say might be reported to the investigating officials. If an employee refuses to discuss unless it is kept confidential, the supervisor should not guarantee such confidentiality. If an employee refuses to discuss it further, the supervisor must report it to any officer of The Able Trust.
Failure to follow and to implement any of the foregoing may be grounds for discipline up to and including discharge.
C. UNLAWFULHARASSMENT –COMPLAINT ANDINVESTIGATIONPROCEDURE
1. InitialComplaint
Any employee who believes he or she has been the subject of sexual or other harassment should report the alleged act, immediately, to any supervisor or officer of The Able Trust. Employees are not expected to report harassment to the person they believe is harassing them. Anonymous complaints of sexual harassment will be taken seriously.
2. Confidentiality andTimeliness
All complaints will be handled in a timely and confidential manner. Anyone involved in a complaint will be instructed not to discuss the subject outside the investigation. Personnel violating
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confidentiality are subject to immediate discipline. Communications will be made to others only on a “need to know” basis. The purpose of this provision is to protect the confidentiality of the employee who files the complaint, to encourage the reporting of any incidents of sexual harassment, and to protect the reputation of any employee wrongfully charged with sexual or other unlawful harassment. All investigations will be completed promptly. within thirty (30) days.
3. NatureofInvestigation
Investigation of a complaint will, normally, include conferring with the parties involved and any named or apparent witnesses. All persons who participate in such an investigation shall be protected from coercion, intimidation, retaliation, interference or discrimination for filing a complaint or participating in an investigation.
4. ConclusionofInvestigation
If, after a thorough investigation, it is determined that sexual or other harassment has occurred, immediate and appropriate disciplinary action, up to and including discharge will be taken. Followup steps will be taken to ensure that the harassment has stopped or as otherwise appropriate.
5. RetaliationProhibited
Retaliation is strictly prohibited against anyone who complains or reports unlawful harassment or who participates in any investigation. Retaliation is defined as any direct or indirect action, comment or failure to take any action or make any comment or any other action, comment or failure that is adverseaverse to their interest.
D. CONSENSUAL ROMANTIC RELATIONSHIPS
The Organization prohibits romantic or sexual relationships between a management or other supervisory employee and his or her staff (an employee who reports directly or indirectly to that person) because such relationships tend to create compromising conflicts of interest or the appearance of such conflicts. In addition, such a relationship may give rise to the perception by others that there is favoritism or bias in employment decisions affecting the staff employee. Moreover, given the uneven balance of power within such relationships, consent by the staff member is suspect and may be viewed by others or, at a later date, by the staff member him/herself as having been given as the result of coercion or intimidation. The atmosphere created by such appearances of bias, favoritism, intimidation or coercion or exploitation undermines the spirit of trust and mutual respect that is essential to a healthy work environment.
Additionally, the Organization discourages romantic or sexual relationships between all employees. Such relationships can complicate working associations with other employees, limit an employee’s eligibility for transfer or promotion and personal conflicts from outside the work environment can be carried over into day-to-day working relationships. Employees in a close personal relationship should refrain from public workplace displays of affection or excessive personal conversation.
If any supervisory or management employee enters into a consensual relationship that is romantic or sexual in nature with a member of his or her staff (an employee who reports directly or indirectly to him or her), or if one of the parties is in a supervisory capacity in the same department in which the other party works, the parties must notify the manager. Although the parties may feel that what they do during non-working hours is their business and not the business of the office, because of potential issues regarding "quid pro quo" harassment, this is a mandatory requirement. This
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requirement does not apply to employees who do not work in the same department or parties who do not supervise or otherwise have management responsibilities over others.
Once the relationship is made known to the company, the company will review the situation in light of all the facts (reporting relationship between the parties, effect on co-workers, job titles of the parties, etc.) and will determine whether one or both parties need to be moved to another job or department. That decision will be based on which move will be least disruptive to the Organization as a whole.
If it is determined that one or both parties must be moved, but no other jobs are available for either party, one or both parties may be terminated.
This policy applies to all employees without regard to the gender of the individuals involved.
ED. ATTENDANCE
Good attendance isimportant. Employeesare expected toarriveatworkandtobeready for workpromptlyeach scheduledworkday,returnon time fromlunchandtoworkuntiltheendof theworkday. Employeesshouldplan to schedule personalappointmentssothey donot interferewith work.Employeesmustcalltheir supervisorby8:30a.m.eachtimethat theyare unabletoworkasscheduled.Iftheirsupervisorisnotavailable,the employeemustcallthe President.Phonecallstoco-workersornon-management employeesarenot acceptable. Unexcusedlatearrivaltimecannotbemadeupandhourlyemployeeswill losepayforthistime.
If it isnecessarytoleavework early,permissionmustbe requestedfromthe supervisorbefore leaving. Failuretodoso mayresultindisciplinaryaction,uptoandincludingdismissal.
TheAbleTrustmayrequireproof ofanytimemissedfromwork. Anabsenceof3 ormoredays withoutnoticeorfailuretoreturnasscheduled froma disciplinarysuspension,vacationorany otherleave maybeconsideredasavoluntaryresignation. Ifatanytimeanemployeeisunable toreturntoworkasscheduled,heorshemustpersonallycontacttheirsupervisortoexplainthe situation,as soon as theybecome awareof theinabilitytoreporttoworkasscheduled. The supervisor orthePresidentwilldecideifadditionaltimeoffwillbescheduled.
Poorattendanceandexcessivetardinessaredisruptiveandmayresultindisciplinaryaction,up toand includingterminationofemployment.
FE. CONDUCTATWORK
The success of The Able Trust mission depends on its reputation and relationships.
Much organizational contact is by telephone or through electronic means. Professional telephone and electronic communication manners create a positive image for The Able Trust. It is very important that the telephone is answered promptly and in a courteous manner. All incoming calls which require a response must be returned or acknowledged within twenty-four (24) hours during the normal workweek. Messages communicated electronically using Able Trust equipment and email service must be professionally drafted and related to the business of The Able Trust.
Employees are expected to use good judgment in their work habits, in both their interaction with customers and with their colleagues.
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Generally, no personal business should be conducted on work time. Any occasional use of personal cell phones or other electronic equipment must be done in areas where such use is out of earshot or disturbance of other employees. Personal cell phones must be on silent mode or vibrate at all times while in the office.
Employees must have authorization in advance from their supervisors or the President, to deviate from their assigned schedules, assigned work location or to take time off for personal business. This includes employees working offsite and based in other locations of the state.teleworking.
Under no circumstances can staff direct the assignments or schedules of staff not assigned to them.
G. WORKPLACE CONFLICT POLICY
The Organization recognizes that employees may disagree on occasion about how to accomplish assignments, job tasks, or the services provided to our customers. We may also disagree about personal philosophies and values. Such disagreements are to be expected, particularly with a diverse workforce. However, it is absolutely necessary that, regardless of what we disagree about, that we treat each other and our customers with respect and courtesy at all times. This is expected of each and every employee at all times and failure to meet this requirement will result in discipline. Where possible, it is important for employees to work together to resolve such disagreements.
The Organization also understands that some disagreements may require assistance for the employees to reach an appropriate resolution. If a dispute cannot be cooperative resolved between employees, management requests that the employees bring the matter to the attention of the employees’ immediate supervisor. The supervisor will receive information from the employees involved and is provided with the authority to attempt to resolve the matter, if possible. If not, the supervisor will notify the human resources department to determine what other actions should be taken.
Please understanding that the Organization cannot help to resolve disputes that are not reported. Please also be aware that any dispute resolution process does not allow a subordinate employee to ignore the appropriate direction of his or her supervisor.
H. SOCIALEVENTSWITHINTHEWORKPLACEPOLICY
Our culture seeks to be inclusive and permit all employees to participate in any and all social gatherings that occur within the workplace. Events such as birthday parties, retirement celebrations, and other like events represent opportunities to fellowship and further develop the culture of the Organization. As such, no employee is allowed to initiate or organize a social gathering or function without inviting all employees to attend. Simultaneously, no employee should ever feel pressured to participate in such an activity and simply needs to express his or her lack of interest in such participation to those organizing such an event.
I. EMPLOYMENT REFERENCE PROHIBITION
The Organization prohibits employees alike from providing employment reference information to third parties, including prospective employers. Any and all solicitations for reference information
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should be immediately directed to the President for appropriate management. It is the policy of The Able Trust to only provide a former employee’s position title, dates of employment, and whether such employee is eligible to be rehired absent court mandate or a contractual agreement to the contrary. Such policy has been designed to protect both employees and the Organization from liability.
BULLETIN BOARDS
We maintain bulletin boards at various locations throughout the Organization as an important information source. These bulletin boards are to be used solely to post information approved by the Organization regarding Organization policies, governmental regulations, and other matters of concern to all employees which are related to the employees’ employment by the Organization. Please develop a habit of checking the bulletin boards daily so that you will be familiar with the information posted there. No information may be placed on these bulletin boards without the approval of the Human Resource Manager.
KI. GIFT REPORTING
Organization employees are prohibited from soliciting or accepting cash or gratuities of any amount from any person or entity doing business with the Organization. Additionally, unless specifically permitted by this policy, Organization employees are also prohibited from accepting any and all non-cash gifts, including materials, meals, services, travel, entertainment, attendance at a charitable or similar event as a guest at no cost or at unreasonably discounted prices from person or entities proposing to do or actually doing business with the Organization. The only exceptions to this policy are as follows:
• holiday business gifts of value totaling less than twenty-five dollars ($25) in any single year that are for the shared organizational use or consumption
• occasional meals in connection with actual business
• awards or gifts provided by The Able Trust in express and open recognition of an employee’s contributions
All unpermitted gifts must be immediately declined, returned or discarded. Employees must immediately report to the President all gifts provided or attempted to be provided. Employees found in violation of this policy will be subjected to disciplinary action.
L. PROMISSORY NOTE POLICY
By executing the acknowledgment form attached to this Handbook, the employee accepts and understands that it may be utilized as an enforceable promissory note. If the employee fails to return any equipment, money, credit cards, or other property assigned to the employee during employment, the Organization may first withhold the value of such amount from any final compensation due to the employee including paychecks, paid time off accrual, or any other such earned benefit. If such compensation does not exist or is insufficient to offset the value of the property due, the employee understands and agrees that the Organization has legal entitlement to such property and will be responsible for such value and the cost of all attorney fees and costs expended in pursuing such property.
MJ.F. APPEARANCE
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Dress, grooming, and personal cleanliness standards contribute to the morale of all employees and affect the business image of The Able Trust to associates and visitors.
WorkWork dress and appearance should always reflect a professional image. During business hours, employees are expected to present a clean and neat appearance and to dress according to the requirements of their positions. The Able Trust employees should select clothing, accessories, and hairstyles which are conservative and in good taste. Avoid clothing fads, or inappropriate attire, including overly tight or exposing garments, t-shirts, etc. If there is a disagreement on what behavior or attire is appropriate, management will make the final decision. If you are not properly dressed, you may be asked to return home to change. Consult your supervisor or department head if you have questions as to what constitutes appropriate attire.
On occasion and at the discretion of the President, a casual dress day may be permitted. Casual dress does not include soiled, excessively wrinkled clothing, thongs, shirts with unacceptable graphics, or other such dress attire that would reflect negatively on The Able Trust. Casual dress does not, under any circumstance apply to days when scheduled guests are in the office.
SCENTS AND FRAGRANCES IN THE WORKPLACE
Exposure to fragranced products can make it difficult for some employees to function effectively at work. Fragrance sensitivity is either an irritation or an allergic reaction to some chemical or combination of chemicals in a product. Although perfumes and colognes are generally what come to mind, fragrance is commonly added to a variety of daily use items like toiletries, cosmetics, air fresheners, laundry soaps and softeners, and cleaning products. People with fragrance sensitivity often experience symptoms such as breathing difficulties: wheezing, a tight feeling in the chest, or worsening of asthma symptoms; headaches; nausea; hives and other skin irritations; and limitations in memory and concentration.
We request that all employees be aware of how their use of fragrances may impact their co-workers and refrain from wearing colognes, perfumes, etc. to the workplace and refrain from using scented products in the workplace.
If you experience an allergic reaction or have a sensitivity to a workplace scent or fragrance, please notify your supervisor so that the issue may be addressed. Collaboration between all parties should remedy the situation. Accommodation requests will be considered the same as any other disability accommodation.
G. SAFETY
In the case of accidents that result in injury, regardless of how insignificant the injury may appear, employees must immediately notify the President.
When bending, lifting, climbing, or moving objects use the proper technique and equipment. If an item is too heavy to handle alone, ask for assistance. Do not use equipment in a manner for which it is not designed. Do not climb on items which are not specifically designed for climbing, or which are broken or not secure.
The following is a summary of some important safety requirements:
a. Immediately report any hazardous conditions to your supervisor;
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b. Fighting, horseplay, practical jokes and other dangerous activities will not be tolerated;
c. No violent or illegal activity will be tolerated. No weapons are allowed in or on The Able Trust property;
d. When riding in a vehicle on The Able Trust business, you must wear your seat belt;
e. All employees will be knowledgeable regarding the location of exits, fire extinguisher and fire alarms. Fire exit procedures will be reviewed during orientation of new employees.
Employees are discouraged from usingmay not hold cell phones when driving on The Able Trust business. This include the use of a cell phone for voice calls, texting, checking emails, etc. All voice calls must be conducted using hands-free technology while driving. All other uses require the driver to stop the car. , and must not text while driving.
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f.
f.g. The Able Trust will not pay tickets for non-moving (including parking) and moving violations incurred by employees while on The Able Trust business;
g.h. Any children transported for official Able Trust business must be in approved safety seats as is appropriate under Florida law.
h.i. Observe all danger and warning signs.
It is important for employees to comply with these requirements, as well as all government safety requirements and safety instructions. If injured on the job because of non-compliance with safety requirements, workers’ compensation benefits may be reduced, or may not be available.
PMH. BREASTFEEDING
We recognize the needs of new mothers and provide a reasonable unpaid break time for employees needed to express breast milk for their nursing child for up to one year from the child’s date of birth. We provide private office space that will shield the employee from view and will be wholly free from coworker or public intrusion. If such need arises, simply contact your supervisor and necessary breaks and corresponding office space will be provided.Florida law provides that a mother may breastfeed in any location, where the mother is authorized to be, whether public or private. In order to accommodate breastfeeding or breast pumping needs of such mothers, employees who are breastfeeding their child or children may take up to two paid breaks (exclusive of lunch breaks) for breastfeeding or breast pumping activities, including preparation and cleanup time.
QN.WEAPONS INTHEWORKPLACEPOLICY
It is our policy to strictly prohibit any employee, vendor, or customer from carrying any sort of weapon into our offices. Employees are permitted to bring weapons in their vehicles into our parking lots if they remain locked within such vehicle and the employee maintains a current and legal permit to carry the weapon. Such weapons may not be used for any inappropriate or illegal use. Any violation of this policy will result in immediate termination of such employee.
ROI. WORKPLACEVIOLENCE
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The Able Trust is committed to preventing workplace violence and to maintaining a safe work environment. All employees, including supervisors and temporary employees, 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. Firearms, weapons, and other dangerous or hazardous devices or substances are prohibited from the premises of The Able Trust.
Conduct that threatens, intimidates, or coerces another employee, an associate, or a member of the public at any time, including off-duty periods, will not be tolerated.
All threats of (or actual) violence, including threats or actual violence by employees, associates, vendors, solicitors, or other members of the public, should be reported, as soon as possible, to the immediate supervisor or any other member of management. When reporting a threat of violence or actual violence, the employee should be as specific and detailed as possible.
All suspicious individuals or activities must also be reported, as soon as possible, to a supervisor.
The Able Trust will, promptly and thoroughly, investigate all reports of threats of (or actual) violence and of suspicious individuals or activities.
Anyone determined to be responsible for threats of (or actual) violence or other conduct that is in violation of these guidelines will be subject to prompt disciplinary action, up to and including termination of employment.
SPJ. HEALTH/SANITATION
Employees are expected to clear their own lunch area and to maintain cleanliness in the rest rooms. Use trash containers for debris. No open food or drink, unwashed containers, or open packages of food may be left in employee work areas. The Able Trust provides a kitchen and break area for the storage of food necessary to the employee’s comfort.
TQK. SMOKING/Use ofTobacco Products
In accordance with the Florida Clean Indoor Air Act, The Able Trust has designated its offices and buildings as a tobacco-free environment and smoking and use of tobacco products is prohibited. In addition, smoking and use of tobacco products is not permitted by staff at official Able Trust events.
URL. SOLICITATION
Employees are prohibited from soliciting for any cause or organization on their working time or during the working time of the employee being solicited. If non-exempt employees are not on duty, scheduled for work, or engaged in authorized work assignments, they are prohibited from being on The Able Trust premises. Employees shall not distribute marketing literature on The Able Trust property, or in working areas at any time.
Non-employees are not permitted to solicit, distribute literature, or use sound devices on The Able Trust premises. This includes a prohibition on accepting and displaying marketing materials from any businesses whose sole purpose in visiting The Able Trust is to promote and market their own products or services.
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VS. CONTAGIOUS ILLNESS
The Organization owes an obligation to the entire workforce to prohibit employees who have an infectious condition, illness, or injury from working until such time that an infected employee is able to produce written verification from a licensed physician that the condition is no longer contagious. The Organization shall work with immense diligence to protect the private health information of the infected employee; however, all employees must also recognize the need to alert other employees of infectious conditions that may have impacted others, particularly those with sensitive medical conditions including pregnancy, immune deficiency conditions, etc. Records of employee medical examinations shall be kept in a separate and confidential file.
Employees with contagious conditions that may pose health risks to others agree that they will report such conditions to the human resource department for appropriate guidance and management immediately upon learning of the condition. An employee who reports for duty with a suspected infectious condition shall be sent home and referred to their personal physician for further evaluation. Following the medical evaluation the employee may return to work with a physician’s statement that indicates the employee is free of an infectious condition.
When reporting for duty after recovering from an infectious condition, the employee shall present the physician's statement to human resources that states the employee is free of the infectious condition before being allowed to return to work. No employee shall return to work who has a temperature elevation, draining skin lesions, a communicable rash, or a communicable disease. Such employees may pose a direct threat to the health and safety of the other employees and our customers.
WSM SECURITY
Asa general rule,non-work-relatedvisitorsarenotallowedon TheAbleTrustpremises,andno non-work-relatedriders areallowedin vehicleswhilebeingused forofficial business,without priorauthorization frommanagement. Non-exemptemployeesshouldnot enterAbleTrust premiseswhentheyarenotscheduledforwork, unless authorizedtodo soinadvance.
Non-exemptemployeesshouldnotremainonthepremises aftertheirscheduledworkshiftor arriveexcessivelyearlybeforethescheduledstartingtime.
Always enterandleaveTheAbleTrustpremisesthroughthedesignated employee entrance. NoneofTheAbleTrust’sequipment maybetakenforpersonaluse,unlessapprovedin advance bymanagement. Neveruse TheAbleTrustoranassociate’s equipment orproperty without authorization, includingmaterialwhichistobediscarded. Employees shouldnotborroworuse anythingwhich doesnotbelongto them.
Original Able Trust documents, legal documents and financial records may not be removed from The Able Trust premises without permission of the President. Permission to remove such records will not be granted except in extraordinary circumstances, as that is defined termined by the President or Board Cchair.
XTN. CONFLICTOFINTEREST
Employees have an obligation to conduct business within guidelines that prohibit actual or potential conflicts of interest.
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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 or close friend as a result of The Able Trust’s business dealings. For the purposes 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 in cases when an employee or relative has a significant ownership in a firm with which The Able Trust 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 The Able Trust.
These guidelines do not attempt to describe all possible conflicts of interest that could develop. Some of the more common conflicts from which employees must refrain, however, include the following:
a. Accepting personal gifts or entertainment from suppliers or potential suppliers;
b. Using proprietary or confidential information for personal gain or to The Able Trust’s detriment;
c. Having a direct or indirect financial interest in or a relationship with a supplier;
d. Using assets of The Able Trust for personal use;
e. Acquiring any interest in property or assets of any kind for the purpose of selling or leasing it to The Able Trust; or,
f. Committing The Able Trust to give its financial or other support to any outside activity or organization.
If an employee or someone with whom an employee has a close relationship (a family member or close companion) has a financial or employment relationship with a supplier or potential supplier, the employee must disclose this fact in writing to the President.
Employees should be aware that if they enter into a personal relationship with a subordinate or supplier, a conflict of interest might exist that requires full disclosure to The Able Trust.
Failure to adhere to these guidelines, including failure to disclose any conflicts or to seek any necessary exceptions will result in disciplinary action, up to and including termination of employment.
Employees may not offer any incentives or gifts to potential customers, nor may they accept any gifts in order to gain business.
As a condition of employment, employees will be required to sign a Conflict of Interest policy statement as adopted by the Board of Directors, and such policy shall be the controlling document regarding Conflict of Interest issues.
YUO. CODEOFETHICS
Employees are expected to observe the following as a general code of ethics:
a. Respect the mission and purpose of The Able Trust;
b. Do not represent The Able Trust in any official capacity
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off-site unless requested to do so by the President;
c. Avoid any conflict of interest;
d. All employees should treat other employees with respect and cooperate in a professional manner. Romantic relationships between employees is strongly discouraged;
e. Avoid unbecoming conduct related to political activity. Employees are encouraged to utilize their right to participate in political campaigns provided it is on their own personal time. Employees may not engage in political activities while wearing, displaying or otherwise depicting by way of clothing labels, badges or other items, in association with The Able Trust; Under no circumstances shall employees display any materials, posters, buttons or other evidence of political issue or candidate support while in The Able Trust offices or on official Able Trust business.
f. Utilize good judgment, diplomacy and courtesy when dealing with the general public and the disability network in particular;
g. Maintain discretion at all times and refrain from discussing The Able Trust internal matters, particularly donor information and grant applications, outside the professional confines of the office except in the discharge of official duties.
Employees shall not at any time, directly or indirectly divulge, disclose or communicate to any person or entity any information or materials or about the business of The Able Trust, its manner of operation, processes, protocols, manuals, materials, forms or other data except as provided by the Florida Sunshine Act.
All documents and materials prepared by employees or confidential information that might be given to or obtained by staff are the exclusive property of The Able Trust and shall not otherwise be used by staff or provided to others except as provided by the Florida Sunshine Act.
Non-employees requesting Able Trust information or documents must submit a formal, written request for such materials to The Able Trust , and freedom of information laws will apply in accommodating such requests.
ZV. Use of Employee Photo, Likeness and Voice
The Organization may take pictures or make recordings of its activities, including specific work tasks or company events to be used in educational, recruiting, or promotional materials. Such materials may be in different media, including the internet. It is incumbent on the employee to ensure that the Organization is informed if the employee wishes his or her photo, likeness or voice not be used in such manner.
WV. EQUIPMENT AND PROPERTY ASSIGNED TO YOU
We have made a tremendous investment in our facilities and equipment in order to better serve our clients and to make your job easier. Equipment such as laptop, cell phone, PowerPoint projectors, MIFI, etc., may be assigned to you to facilitate our service to our clients.
Except for the property/equipment specifically assigned to you for such purposes, no other property or equipment may be removed from the premises without the express permission of the CEO/Executive Director/President.
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Your computer may be the most valuable item assigned to you. As well as being expensive to replace physically, your computer may contain valuable and sensitive data.
You may not use the equipment assigned to you to conduct work for yourself or another entity. Equipment assigned to you is subject to monitoring. You should have no expectation of privacy with respect to the use of such equipment. Additionally, you may be asked to surrender the equipment with no notice for a variety of reasons including routine maintenance.
Requirements for safeguarding the equipment assigned to you include protecting it from theft. Always remove equipment from a vehicle when the vehicle is parked in a public location such as a restaurant or hotel. Never leave equipment in a vehicle overnight.
Do not remove any inventory or property marking tags. Do not remove or disable any protective software.
Additional safeguards include:
• Use strong passwords to protect the information stored on your computer.
• Use an uninterruptible power supply, when possible, so that blackouts, brown-outs and electricity spikes don’t harm your equipment.
• Do not place liquids, magnets or hot items near your equipment.
If equipment assigned to you is in need of repair, report it to your supervisor immediately. You are responsible for the safekeeping of any Organization-owned equipment or property that is in your possession. Careless disregard for proper care and safekeeping could subject you to disciplinary action.
P. OUTSIDE EMPLOYMENT
The Able Trust is considered to be the primary place of employment for its employees and discourages outside employment. Should an employee obtain outside employment, he or she must disclose the organization name and position in writing to the President within a reasonable amount of time, but in no case to exceed two (2) weeks. The Able Trust will generally allow outside employment, except as follows:
a. The outside employment is in direct conflict with employment with The Able Trust due to working hours, nature of the job or conflicts of interest;
b. The nature of the outside employment causes a negative reflection on The Able Trust or acts of The Able Trust;
c. The outside employment would impair the ability to effectively perform duties of The Able Trust.
XV.Q. COMPUTER,E-MAIL ANDINTERNETUSAGE
Employees shall not install freeware, shareware or unlicensed software or equipment within the offices of The Able Trust or on any equipment used to conduct business on behalf of The Able Trust.
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Although shareware or freeware may not be licensed, it is the policy of The Able Trust not to allow the installation of these software products on The Able Trust equipment or any equipment used to conduct business on behalf of The Able Trust. The issue is one of protection against viruses rather than licensing. Employees who install shareware software on equipment will be subject to appropriate discipline.
YWR. COMPUTER MATERIAL
The information, data and other materials found on any of The Able Trust’s computers and equipment is the property of The Able Trust. Employees should have no expectation of confidentiality, privacy or privilege with regard to any such information, data or material.
As with all other equipment and property, The Able Trust computer equipment and computer records are to be used only for The Able Trust business purposes and as authorized by management. Since these are considered property of The Able Trust, no employee may expect the information contained therein, including e-mail, to remain private, even if a password is used. Passwords are issued for convenience and they are to be used only by the employee to whom they have been assigned. Therefore, at least one management official must be apprised of and know all password(s) used by employees, generally the President. Due to the backup system, documents generated in the computers will create a record in The Able Trust files even though deleted on individual computers or the main server. E-mails, as well as all other computer records, will be inspected by management from time to time to ensure they are being used for business and/or authorized purposes only.
Employees may only use the equipment they have been trained and authorized to use. Employees may access only those records which they are required to use to perform their work. If an employee gains access to a record which is confidential, or which they are not authorized to view, they must exit from it immediately and inform their supervisor
To avoid the risk of damage to Able Trust equipment and records, employees may not introduce into the computer system any programs or diskettes, which have not been approved by the supervisor or President.
The Able Trust may consider a request for the occasional use of its computer equipment for personal reasons. If a request is granted, the employee will be personally notified by the supervisor or President.
The Able Trust strives to maintain a workplace free of harassment and sensitive to the diversity of its employees. Therefore, the use of computers and the e-mail system in ways that are disruptive, offensive to others or harmful to morale is prohibited.
The display or transmission of sexually explicit images, messages, and cartoons is strictly prohibited. Other such misuse includes, but is not limited to, ethnic slurs, racial comments, off-color jokes, or anything that may be constructed as harassment or showing disrespect for others.
E-mail may not be used to solicit others for commercial, religious or political causes, outside organizations, or any non-business matters.
Employees may only use software on local area networks or on multiple machines according to the software license agreement. The Able Trust prohibits the illegal duplication of software and its related documentation.
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Employees should notify their immediate supervisor or any member of management upon learning of violations of this policy. Employees who violate this policy will be subject to disciplinary action. , up to and including termination of employment.
All internet usage is limited to job-related activities. Personal use of the internet is not permitted. This includes but is not limited to Facebook, Twitter, and the like.social media platforms, shopping sites, gaming and other entertainment.
All internet data that is composed, transmitted, or received via The Able Trust computer communications systems is considered to be part of the official records of The Able Trust and, as such, is subject to disciplinary action, disclosure to law enforcement or other third parties. Employees must ensure that the business information contained in Internet e-mail messages and other transmissions are acute, appropriate, ethical and lawful. The Able Trust has the right to monitor the use of the internet and as noted above, employees should have no expectation of privacy in any matter used or generated in the course of performing their duties or on The Able Trust’s property.
Abuse of internet access provided by The Able Trust may result in disciplinary action, up to and including termination of employment.
ZX. Social Media Policy
We recognize that employees will use social media and other online communication tools as a growing way to connect with others. As an initial point, the same principles and guidelines that apply to your activities as an employee in general, as found throughout the Handbook and your job description, apply to your activities online. This includes any form of electronic communication, such as online publishing and discussion, including blogs, wikis, file-sharing, user-generated video and audio, virtual worlds, and social networks whether or not associated or affiliated with our organization. The Organization trusts and expects employees to exercise personal responsibility whenever they participate in social media. This includes not violating the trust of those with whom they are engaging. We expect that employees utilizing social media will recognize and follow the guidelines included within this policy. You are solely responsible for what you post online. Any of your conduct that adversely affects members, customers, clients, suppliers, employees or our business interests will result in disciplinary action, up to and including termination. Please abide by the following expectations:
(1) You may not comment for or speak on behalf of the Organization without prior written approval.
(2) You may not make negative or disparaging remarks about other employees.
(3) Always consider the power of your comments and contemplate the impact of your post on your reputation and that of the Organization before you publish it.
(4) Respect all confidential and proprietary information that you possess as a result of your relationship with the Organization. Secure written permission to publish or report on conversations that are meant to be private or internal to the Organization. Examples of confidential information include, but are not limited to, client/customer information, confidential academic information, proprietary data, development of systems, products, processes and/or technology, internal policies
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and memorandums, and all proposed and executed organizational strategies. Do not post internal reports, policies, procedures or other internal business-related communications.
(5) You may not use the Organization’s logo, trademark, or graphics on personal sites without prior written approval.
(6) When disagreeing with others opinions, be appropriate and professional in doing so when posting such disagreement on social media sites.
(7) When posting about your work at the Organization use your real name, identify that you work for the Organization and the position that you hold. Be aware of your association with the Organization in online social networks. If you identify yourself as an employee of the Organization, ensure your profile and related content is consistent with how you wish to present yourself with colleagues and clients.
(8) Anytime you publish content on an external website regarding anything to do with work you do, or any subjects associated with the Organization, use the following disclaimer: "The postings on this site are my own and don't necessarily represent the Organization's positions, strategies or opinions."
(9) Respect financial disclosure laws. It is illegal to communicate or give a "tip" on inside information to others so that they may buy or sell stocks or securities.
(10)Respect your audience. Don't use slurs, personal insults, obscenity, or engage in any conduct that would not be acceptable in our workplace. You should also show proper consideration for others' privacy and for topics that may be considered objectionable or inflammatory.
(11)Employees are prohibited from posting any type of photograph of any Organization employee, client/customer, parent, family member, or volunteer on any and all social networking sites without express written approval.
(12)Do not create a link from your personal blog, website or other social posting to an Organization website.
(13)The Organization respects its employees' interest and willingness to convey group complaints regarding existing working conditions. While it wholly respects employees' right to discuss such concerns utilizing social media, it encourages any such concerns to be brought to the Organization's administration.
(14)Refrain from using social media while on work time or on equipment we provide, unless it is work related and authorized by your manager and consistent with our equipment policy.
(15)Do not use your organizational email address to register on social networks, blogs or other online tools utilized for personal use.
(16)Vulgar, obscene, threatening, intimidating, harassing, discriminatory, or unlawful behaviors on social media sites may result in an employee's immediate termination.
AAYS. FOUNDATIONRECORDS
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The protection of proprietary business information is vital to the interest and success of The Able Trust. Except for promotional material, Able Trust records may not be reviewed, copied or disclosed without authorization from management. Such proprietary information includes, but is not limited to, the following examples:
a. Salary and compensation data
b. Computer programs and codes
c. Endowment donor data
d. Financial information
e. Marketing strategies
f. Grant proposals and information
g. General mailing lists
h. Events lists (names and addresses)
i. Program lists (names and addresses of participants, including donors and companies), including respective contacts’ names and addresses.
All policies concerning records are subject to the Florida Sunshine Act and legislation, which stipulates that in any case, donor information may not be disclosed and is considered confidential.
Employees who improperly use or disclose donor information or otherwise violate this policy will be subject to disciplinary action., up to and including termination of employment.
Falsification of The Able Trust reports or records will not be tolerated. This includes documents completed as part of the hiring process, as well as documents completed after employment begins. If you make any error or omission on any employment or work related document, notify management immediately. Employees are responsible for einsuring that information they present is complete and accurate.
Original Able Trust documents, legal documents and financial records may not be removed from The Able Trust premises without permission of the President. Permission to remove such records will not be granted except in extraordinary circumstances, as determined by the President or Board Chair.
1. PersonnelRecords
Personnel and payroll records are the property of The Able Trust and are maintained on all employees. Access to the information they contain is restricted. Official personnel records are maintained in locked files in the office of the President and CEO.
2. ChangeofStatusNotification
Staff members must notify their supervisor promptly upon any of the following changes in personal status:
a. Change of name;
b. Change of address;
c. Change of primary telephone number;
d. Change of marital status;
e. Emergency contact information;
f. W-4 exemptions;
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g. Voluntary separation of employment.
3. SafeHarborCompliance/ImproperDeductions
It is The Able Trust’s policy to comply with the salary basis requirements of the FLSA. Therefore, all of The Able Trust managers are prohibited from making any improper deductions from the salaries of exempt employees.
If an employee believes that an improper deduction has been made to his or her salary, it should immediately be reported to the direct supervisor or to the President. Reports of improper deductions will be promptly investigated. If it is determined that an improper deduction has occurred, the employee will be promptly reimbursed for any improper deduction made.
4. CorrectionofPayrollError
The Able Trust takes all reasonable steps to ensure that employees receive the correct amount of pay in each paycheck and that employees are paid promptly on the scheduled payday.
In the unlikely event that there is an error in the amount of pay, the employee should promptly bring the discrepancy to the attention of the Assistant Director of Finance or the President, so that corrections can be made as quickly as possible.
ABZT. USEOFTELEPHONE
Use of telephone for personal telephone calls should be during personal time (i.e., during lunch, on breaks or before or after operating hours). Personal use of The Able Trust telephones for long distance calls is prohibited. Personal cell phones should be turned to vibrate, silent or off mode when the employee is in the office. Cell phone usage should be minimum and only as necessary.
ACA. VIOLATIONOFLOCAL,STATEAND/ORFEDERALLAWSAND SELF-REPORTINGOFARRESTSANDCONVICTIONSPOLICY
Anyone known to be violating a local, state, and/or federal law on Organization property or at an Organization-supported function will be subject to referral for prosecution to the appropriate law enforcement agency.
All employees are required to self-report the following information to their immediate supervisor or the Human Resources office within forty-eight (48) hours:
a) any arrests/charges that are considered a felony
b) any conviction, finding of guilt, withholding of adjudication, commitment to a pretrial diversion program, or entering of a plea of guilty or Nolo Contendere for any criminal offense other than a minor traffic violation.
For purposes of this policy a minor traffic violation is defined as a non-criminal violation that may require community service hours, but is not punishable by incarceration and for which there is no right to trial by jury. Criminal traffic violations, including driving under the influence of alcohol and/or drugs, are not minor and must be reported.
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Any employee in violation of the reporting requirements of this policy may be subject to disciplinary action up to or including dismissal.
ADBU. WARNINGS,DISCIPLINESANDSEPARATION
All employees are expected and required to meet acceptable performance standards and to adhere to the highest standards of conduct at all times in dealing with co-workers, members of the public and all other individuals. The Able Trust retains the right to discipline and/or discharge anyone for violation of these standards or for any reason deemed to be detrimental to the effective and efficient operation of The Able Trust. As at-will employees, employees may be terminated with or without notice and for any reason, consistent with the law.
The Able Trust is not bound to follow any specific disciplinary procedures and recognizes that each disciplinary situation is unique. Therefore, management retains the right to treat each incident on an individual basis at its discretion. However, in considering the discipline to be utilized in a particular case, management may consider the severity of the event, the cost involved to The Able Trust, the interval between violations of a similar nature by the same employee, other violations, the employee’s overall work record, the employee’s length of service, and other factors that may bear upon the efficient and harmonious operation of the Able Trust.
While The Able Trust is in no way bound to follow any specific procedures, the following forms of discipline may be utilized:
a. Oral warning
b. Written warning
c. Suspension
d. Demotion
e. Combination of the above
f. Termination
In order to give employees a general idea of the forms of conduct that may subject them to discipline, up to and including discharge, theThe following are listed as examples of violations of standards of conduct and offenses which might could subject an employee to immediate termination. These examples are not meant to be all-inclusive:
a. Physical altercations
a.b. Theft of property;
b.c. Removal of Able Trust original documents of a legal or financial nature without written permission;
c.d. Deliberate destruction, abuse, damage, or defacing of The Able Trust property, supplies or equipment;
d.e. Unauthorized use of or damage to property belonging to The Able Trust’s staff or management;
e.f. Falsification of the Able Trust reports or records, including time cards and employment applications;
f.g. The presence, possession, sale, use of alcohol or illegalllicit drugs on The Able Trust premise or reporting to work under the influence of these substances;
g.h. Conduct which violates common decency or ethics, including
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abusive, insulting, threatening, offensive or harassing language or conduct;
h.i. Possession of firearms, explosives or other dangerous weapons on The Able Trust premises;
i.j. Unauthorized duplication of or use of keys or any other device for locking or securing The Able Trust’s property or premises;
j.k. Excessive absenteeism/tardiness;
k.l. Failure to report to work without bona fide reasons or without prior notice or leaving work without authorization;
l.m. Accepting a gratuity, tip or gift from a guest or vendor and engaging in any other action considered to be a conflict of interest;
m.n. Refusal to agree to an inspection of wallets, briefcases or other items in accordance with The Able Trust policy;
n.o. Engaging in harassment in violation of the Sexual Harassment or AntiHarassment Policy;
o.p. Other unacceptable conduct, as determined by The Able Trust management.
When disciplinary action is taken The Able Trust may request the employee’s signature to show the problem has been discussed with him or her. A signature does not indicate agreement with the charge or the disciplinary action. Even if a signature is not requested, compliance is required.
AEC. BIOMETRIC INFORMATION
Our Organization may use biometric information (facial recognition, fingerprint, voiceprint, or scan of hand) for building access, office access, work time data collection or attendance data collection.
The Organization does not store your biometric information and collects it solely for legitimate work-related purposes. Once the need for the biometric data has been satisfied, such as when employment ends, the data is permanently destroyed.
Employees are free to decline to use the provided biometric scanners without any adverse employment action and the Organization will use alternative means of access and information collection. Additionally, at any time during employment, employees may revoke their consent to use biometric scanners by providing written notice to the human resources department.
By executing the handbook acknowledgement, and using the biometric scanners in place at our Organization, you are providing your consent and authorization for the Organization to use your biometric data for the specific purposes stated above.
V.AFD. RESIGNATIONOFEMPLOYMENT
If you decide to leave employment with The Able Trust, a minimum of two weeks’ notice is requested. Employees who leave without giving proper notice may not be eligible for rehire.
An employee leaving The Able Trust may have an Exit Interview with the President, or a designated representative before receipt of a final paycheck. The purpose of the interview is to discuss all matters related to the separation, compensation, reasons for separation, The Able Trust property and any constructive feedback related to your job. You will be asked to sign the Exit Interview form.
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APPENDIXA
THEABLETRUSTREMOTEWORKPOLICY RemoteWorkPolicy
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Purpose
This remote work policy establishes guidelines for employees who work from a location other than The Able Trust offices. Remote work can improve productivity, reduce office and parking space, enhance work/life balance, and protect the health and safety of employees during COVID19.
Scope
This remote work policy applies to all full-time and part-time employees of The Able Trust. It does not apply to contractors, interns, and temporary employees.
Eligibilityrequirements
All employees are permitted to work remotely on a permanent basis. Employees must reside in the state of Florida, but may request temporary remote work from outside of the state. To request approval for remote work outside of Florida, eligible employees must submit a written request to their direct supervisor.
Workexpectationsandschedule
General expectations:
Remote employees are expected to be available and communicative during scheduled work hours (i.e. Monday – Friday, 8:30 AM – 5:00 PM).
The Able Trust work rules and other policies continue to apply to offsite work locations.
Employees should seek a quiet and distraction-free working space, to the extent possible.
Employees are expected to maintain their workspace in a safe manner, free from safety hazards.
In accordance with the Fair Labor Standards Act (FLSA), non-exempt employees who work remotely are required to strictly adhere to required rest and lunch breaks, and to accurately track and report their time worked using The Able Trust time-tracking system. Non-exempt employees must also obtain prior written approval from their supervisor before working any overtime.
Equipmentandsupplies
The Able Trust will provide remote employees with VPN access, laptops, printers, and other office supplies that are essential to their job duties. Equipment supplied by The Able Trust is to be used for business purposes only. Employees are also eligible for a monthly cell phone stipend as stipulated in The Able Trust Employee Handbook.
The Able Trust is not responsible for expenses associated with working at home, including heat, electricity, or internet.
Technicalsupport
Remote employees experiencing technical difficulties should submit a request for tech support through the Executive Assistant to the President & CEO.
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Workspacesafety guidelines
Employees are expected to maintain their workspace in a safe manner, free from safety hazards. In the event of a work-related illness or injury, remote employees should follow normal incident reporting procedures.
Security andconfidentiality
Remote employees are expected to take proper measures to ensure the protection of company data, proprietary information, and assets. Employees must:
Use the provided VPN for access to The Able Trust network.
Password-protect all equipment.
Not take confidential files out of The Able Trust office without permission of the President & CEO. When an employee has possession of confidential files outside of the office, they must be kept in a locked filing cabinet when not in use.
Travelrequirements
There may be times that remote employees are required to attend staff and board meetings, site visits, and other company business in-person. Travel expenses for trips outside of Tallahassee will be reimbursed as outlined in The Able Trust Employee Handbook. Travel expenses to The Able Trust office will not be reimbursed unless an employee has been approved to work from a location outside of Tallahassee.
Compensation
No changes will be made to an employee’s base compensation if they work remotely, regardless of their location. Remote employees will be eligible for merit raises and promotions based on company policy and performance reviews.
Consequences
Failure to fulfill work requirements or adhere to policies and procedures while working remotely may result in termination.
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(All
APPENDIXAB
THEABLETRUSTEMPLOYEEHANDBOOKACKNOWLEDGEMENTFORM
employees must sign this form to be eligible for employment with The Able Trust)
The employee handbook describes important information about The Able Trust and I understand that I should consult with my supervisor regarding any questions not answered in the handbook or policies that I do not understand. I have entered into my employment relationship with The Able Trust voluntarily and I acknowledge that there is no specified length of employment. Accordingly, either, I or The Able Trust can terminate the relationship at-will, with or without cause, at any time, so long as there is no violation of applicable federal or state law.
Since the information, policies, and benefits described here are necessarily subject to change, I acknowledge that revisions to the handbook may occur, except to The Able Trust’s policy of employment-at-will. Any changes that are made will be communicated through official notices disseminated by written notice and/or e-mail, and I understand that revised information may supersede, modify, or eliminate policies. Only the Board of Directors and President of The Able Trust have the ability to adopt any revisions to the policies in this handbook.
Please read the following statements and sign below to indicate your receipt and acknowledgement of The Able Trust Employee Handbook.
EMPLOYMENT-AT-WILL: Ifurtherunderstandthatmy employmentisterminableat-will,eitherby myselforTheAbleTrust,regardlessofthelengthofmy employmentorthegrantingofbenefitsof any kind,including,butnotlimitedto,retirementbenefitswhichprovideforvestingbasedupon lengthofservices
POLICYCHANGES: I understand that the policies, rules and benefits described in the employee handbook are subject to change at the sole discretion of The Able Trust at any time. I understand that this handbook replaces all other previous handbooks for The Able Trust.
DISCRIMINATION: I understand that The Able Trust is an equal employment opportunity employer and that discriminatory practices and harassment of any kind, including sexual harassment, will not be tolerated.
DRUGFREEWORKPLACE: I understand that The Able Trust has a Drug Free Workplace policy and program and I agree to abide by the terms of the policy.
TOBACCOFREEWORKPLACE: I understand that The Able Trust has a Tobacco Free Workplace policy and use of tobacco products is prohibited.
SAFEDRIVINGPRACTICES: I pledge to adhere to The Able Trust’s policy and applicable laws with respect to driving while on business for The Able Trust.
SAFETY: I pledge to be safe at all times and to immediately report any safety violations or perceived safety problems that I observe. I understand and that I must report such potential safety problems to my supervisor.
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VACATION PAY: I understand that The Able Trust permits employees to take accrued vacation time. I hereby consent to have the value of any vacation time taken, but not accrued, per policies, to be deducted from my final pay.
PROMISSORY NOTE: I hereby acknowledge that the value of any unreturned equipment, money, credit cards, or other property assigned to me during my employment may be withheld from any final compensation due to me, including paychecks, paid time off accrual, or any other such earned benefit.
ACKNOWLEDGEMENTOFRECEIPTOFPOLICIES: Iunderstandthatmysignaturebelowindicates thatIhavereadandunderstandtheabovestatementsandIhavereceivedacopyofTheAble TrustEmployeeHandbook. I, further,understandthatIamexpectedtoreadandunderstandall ofTheAbleTrust’spoliciesand,ifIrequireclarificationonanypolicyissues,Imustseek assistancefrommysupervisor
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_______________________________________ ____________________________________ Employee’s Printed Name Position Employee’s Signature Date THEABLETRUSTISANEQUALOPPORTUNITYEMPLOYER Employee Handbook – 6/26/13 Formatted: List Paragraph, Right: 0", No bullets or numbering Formatted: Font: (Default) Calibri
