This handbook is intended to provide you with a general understanding of our personnel policies. You are encouraged to familiarize yourself with the contents of this handbook, for it will answer many frequently asked questions concerning employment with HFHGN
However, this handbook cannot anticipate every situation or answer every question about your employment. In order to retain necessary flexibility in the administration of policies and procedures, HFHGN reserves the right to change, add to, or eliminate any of the policies and/or benefits described in this handbook at any time and without notice.
Please note throughout this handbook, Habitat for Humanity of Greater Nashville will also be referred to as HFHGN.
1002 Nature of Employment—At Will
This handbook is not an employment contract and is not intended to create contractual obligations of any kind. Neither the employee nor HFHGN is bound to continue the employment relationship if either chooses, at its will, to end the relationship at any time, with or without notice and with or without cause.
HFHGN is firmly committed to a policy of equal employment opportunity (EEO). The affiliate is also committed to be fully compliant with the Rehabilitation Act of 1973. HFHGN’s fair employment policy governs all aspects of your employment with HFHGN, including promotions, assignments, termination, and other terms and conditions of your employment. HFHGN’s fair employment practices also apply to your compensation, benefits, promotions, transfers, layoffs, returns from layoff, training, education, and other personnel programs.
Except in cases where required or permitted by law and in compliance with the Rehabilitation Act of 1973, employment decisions and practices shall not be influenced or affected by virtue of an applicant or employee’s race, color, sex, pregnancy, sexual orientation, national origin, age (over 40), religion, creed, disability, veteran status, citizenship, genetic information, or any other characteristic protected by federal, state, or local law. In addition, it is HFHGN’s policy to provide an environment that is free of unlawful harassment of any kind, including harassment based on an employee’s race, color, sex, pregnancy, sexual orientation, national origin, age (over 40), religion, creed, disability, veteran status, genetic information, or citizenship. (Policy 1102).
The Human Resources Director is responsible for the affiliate’s compliance with the Rehabilitation Act of 1973. If you feel that you have been discriminated against in violation of this policy and/or the Rehabilitation Act of 1973, please follow the Reporting Policy (Policy 1121).
1004 Immigration Law Compliance
Habitat for Humanity is committed to complying with the Immigration Reform and Control Act of 1986. Habitat will employ only United States citizens and/or non-citizens who are authorized to live and work in the United States.
As a condition to being employed in the United States by HFHGN, you must complete the first section of the Immigration and Naturalization Service Form I-9 on your first day of employment As an employee, you have three (3)days from the first day of your employment to provide Habitat of Humanity with acceptable documents as evidence of identity and employment authorization. If such documentation is not provided within a three (3) day period, your employment will be terminated.
1005 Reference Checks and Disclosure of Employee Information
To ensure that employees who join HFHGN are well qualified and have a strong potential to be productive employees of the organization, it is the policy of HFHGN to check the employment references of applicants and to verify employment history and other credentials. If you fail to provide references or misrepresent your work history or other credentials, HFHGN may withdraw an offer of employment or terminate your current employment.
You may not see the contents of your references from a prior employer or other person without the express written permission of the prior employer or such person.
Occasionally, HFHGN will receive inquiries from outside sources and/or prospective employers. All requests for information on current or former employees must be referred to the Human Resources Director. No other individual has the authority to disclose employee information on behalf of HFHGN, Personal references maybe given. Information given will be limited to verification of employment dates and position title only
In response to written requests (i.e., mortgage applications), information such as salary may be provided if an authorization signed by the employee is provided.
1006 Background Checks
A criminal background check is required for all associates who accept a conditional employment offer for a full time, part time, or temporary position. The purpose of the background check is to provide a safe place for our associates and customers.
Receiving a favorable result on the background check, as set forth in Habitat hiring criteria, is a condition of employment. All background checks will be conducted in accordance with the Fair Credit Reporting Act.
In addition, an annual national sex offender check will be conducted using public websites on all active employees of HFHGN.
Candidates with a criminal history will be considered for employment based on the sole discretion of the Executive Leadership and the HR Director.
1007 Personal Information Changes
To assist us in maintaining accurate records, it is important for you to promptly notify HFHGN of any changes in personal data (or make the changes in our payroll system and HR will be notified.) Personal mailing addresses, telephone numbers, names of dependents, individuals to be contacted in the event of an emergency (an emergency phone number can be vital), and other such status reports should be kept accurate and current at all times.
1008 Performance Reviews
An important part of a productive work relationship is the ongoing review, assessment, coaching and skill development for HFHGN staff. Supervisors should discuss job performance and goals on an informal, day-to-day basis throughout an employee’s tenure with HFHGN.
Newly hired employees will undergo a 90-day performance review. In addition, you will receive a formal written work performance review by your supervisor annually.
Your compensation will also be reviewed annually, and adjustments will be determined by considering your performance, behavior, current rate of pay, market conditions and available funds. Pay increases will be made at the sole discretion of management.
The purpose of assessing performance is to provide both you and your supervisor with the opportunity to discuss job performance, identify and correct weaknesses, encourage and recognize strengths, and discuss positive, purposeful approaches for meeting goals. In addition, this is also
an opportunity to discuss future career growth and opportunities for professional and personal development. You are requested to sign any written performance review. Signing a written performance review serves to acknowledge that the review took place; it does not necessarily mean that you agree with any or all of the review’s contents. As a staff member, you have the right to respond to issues in your review that you disagree with or feel need further discussion.
It is important, particularly during the first three to six months of employment, that you clearly understand your role and job expectations. Do not hesitate to ask questions and to ask for further guidance if needed. If you have concerns or comments regarding your job assignment or role within the department or organization, take the initiative to get the answers you need either from your immediate supervisor or the Human Resources Director.
The annual review process includes full-time and part-time employees of HFHGN. For new employees who have not reached the 90-day review period by the end of the performance year, an annual review process will not be completed for that year, instead the employee will be given a 90day review.
Employees whose overall rating indicates that they are not meeting the expectations of their job will be advised by their manager on action steps required to meet expectations.
1009 Access to Personnel Files
All personnel files are the property of HFHGN, and access to the information they contain is restricted. With reasonable advance notice, you may review the material contained in your file in the presence of the HR Director
Representatives of government or law enforcement agencies, in the course of their business, may be allowed access to file information. Personnel file access will be handled on an individual basis.
Internal Policies
Internal Policies
1101 Code of Conduct and Ethic Policy
Habitat for Humanity of Greater Nashville (HFHGN) maintains certain policies to guide its employees with respect to standards of conduct expected in areas where improper decisions and actions could damage HFHGN's reputation and otherwise result in serious adverse consequences to HFHGN.
Employees of Habitat for Humanity of Greater Nashville (HFHGN) are the representatives of the message and mission of HFHGN. The success of HFHGN’s mission is dependent on the trust and confidence each employee earns from other employees, customers, volunteers, donors, family partners and vendors. Employees gain credibility by adhering to their commitments, displaying honesty and integrity and reaching agency goals through honorable conduct.
Employees must always keep in mind how their actions affect the credibility of the agency as a whole, and for this reason, actions must reflect the values and standard of acceptable conduct. Employees should ask themselves the following questions with respect to their actions:
• Are my actions representative of the values of the Agency?
• Is my action legal? If legal, is it also ethical?
• Are my actions and words honest and respectful?
• Would my actions or words not offend employees, volunteers, customers, donors, family partners or vendors?
• Would my actions or words build trust in those I work around and with?
It is required that you are able to answer “yes” to these questions in order to maximize trust and credibility in the workplace and the community where we work and serve. If in doubt, employees should ask for guidance before taking action.
By signing this Policy, I recognize the value I add to this Agency and also acknowledge the importance of how I conduct myself in the workplace and community where I work and live and agree to abide by the Habitat for Humanity of Greater Nashville Code of Conduct and Ethics Policy. Violation of this Policy, and any Board approved Policy, can lead to disciplinary action up to and including termination.
1102 Anti-Harassment Policy
HFHGN expects all employees to behave in a way that reinforces the mission and the code of conduct of the organization. All employees should be accorded dignity, respect and consideration and know that HFHGN provides a safe and productive workplace.
HFHGN, therefore, prohibits any actions or conduct that may discriminate against or harass other employees. HFHGN does not tolerate any actions, words, jokes, or comments based on an individual’s race, color, sex, pregnancy, sexual orientation, national origin, age (over 40), religion, creed, disability, veteran status, genetic information, citizenship or other federal, state, or local protected characteristic. Any comments or actions, therefore, which demean or are hurtful to people and are based on a protected characteristic are prohibited. Any such conduct may result in disciplinary action, including immediate termination.
Unacceptable behavior includes, but is not limited to:
• Verbal harassment or abuse with sexual, racial, religious, ethnic or similar overtones.
• Unwelcome touching of an individual (i.e., patting, pinching, hugging, brushing against another employee’s body).
• Requesting or demanding sexual favors.
• Conduct which has the purpose or effect of creating an intimidating, hostile or offensive work environment.
• Jokes, slurs, graffiti, cartoon, drawings, or comments about a person’s sex, race, national origin, sexual orientation, creed, color, religion, genetic information, disability, age or other protected class.
1103 Safeguarding Policy
By nature of the subject of safeguarding, this policy contains language about sexual exploitation and abuse. The reader should be aware that it may be emotionally challenging.
1.0
Purpose
To set policy that explicitly shows how Habitat for Humanity of Greater Nashville (HFHGN) is committed to the highest ethical standards and opposes all forms of exploitation and abuse. HFHGN must create and maintain a work environment that is safe, productive, and respectful for colleagues and must prevent and respond to physical or sexual abuse or exploitation, harassment, or bullying of the people in the communities we serve (especially vulnerable adults and children) and the people with whom we work or partner.
2.0 Policy
2.1. Definitions
• Child is defined as anyone who is not yet 18 years old.
• Child neglect: Neglect occurs when a child’s basic needs have consistently not been met to the extent that it has a detrimental effect on the child’s health and personal development. These basic needs include food, clothing, shelter and supervision.
• Child sexual abuse: Child sexual abuse occurs when there has been any sexual exploitation of a child. Child sexual abuse includes any actual, attempted or threatened sexual activity involving children (such as intercourse, fondling, oral sex, indecent exposure, exposing the child to pornography, etc.).
• Emotional abuse: Emotional abuse occurs when persistent ill treatment of a person affects their self-esteem. This may include name-calling, rejection, threatening, intimidating or any other acts that can affect the person’s physical and emotional growth and self-esteem.
• Habitat representatives are defined as staff members, board members and key volunteers.
• Physical abuse: Physical abuse occurs when a person purposefully injures or threatens to injure anyone (such as by punching, kicking, burning, etc.). Physical injury may take the form of bruises, cuts, burns or fractures. Physical injuries will not always be visible.
• Safeguarding is preventing and responding to physical or sexual abuse or exploitation, harassment, or bullying of the people in the communities we
serve (especially vulnerable adults and children) and the people with whom we work or partner.
• Sexual abuse: Sexual abuse is any actual or threatened physical intrusion of a sexual nature, whether by force or under unequal power dynamics or otherwise coercive conditions.
• Sexual exploitation: Sexual exploitation is any actual or attempted abuse of a position of vulnerability, differential power or trust, for sexual purposes, including but not limited to profiting monetarily, socially or politically from the sexual exploitation of another.
• Sexual harassment: Any unwelcome sexual advance, comment, expressed or implied sexual demand, touch, joke, gesture, or any other communication or conduct of a sexual nature (whether verbal, written, or visual).
• Vulnerable adult: A person aged 60 or older with an impaired functional, physical or mental ability to care for oneself or an adult age 18 or older who has a developmental disability and/or requires assisted care.
2.2. Affiliate Safeguarding Commitments
HFHGN is opposed to any form of discrimination, exploitation, or abuse, including slavery, coerced conscription, prostitution, trafficking of people for any purpose, vulnerable adult or child abuse, and dangerous or exploitative child labor. In the design and implementation of programs and policies, we seek always to work without bias; to do no harm; and to eliminate (rather than contribute to) the harm of discrimination, exploitation and abuse.
All HFHGN representatives are expected to adhere to Habitat’s Safeguarding behavior commitments as set forth below.
All HFHGN representatives commit to respecting and safeguarding the rights and dignities of all people, and protecting our staff members, volunteers, partners, research participants, community members (especially vulnerable adults and children), and those we serve or intend to serve from exploitation and abuse. This includes the following general standards of behavior at all times, even when on leave or off duty, HFHGN representatives:
• Will respect, promote and safeguard the rights and dignities of all people (with particular attention to those we serve and or intend to serve, vulnerable adults and children) without discrimination or bullying of any kind.
• Will treat all individuals we serve and or intend to serve with respect, courtesy and dignity.
• Will not engage in any form of humiliating, degrading or exploitative behavior toward those we serve and or intend to serve in any circumstances.
• Will not engage in any abuse of authority, position or influence by withholding humanitarian assistance or manipulating selection for those we serve and or intend to serve.
• Will help to create and maintain an environment that prevents sexual exploitation and abuse and that safeguards the rights of those we serve and or intend to serve, research participants, and community members (especially vulnerable adults and children).
• Will never engage in sexual exploitation or abuse.
• Will never engage in sexual activity with a child (anyone who is not yet 18 years old) regardless of the age of majority or age of consent locally. Mistaken belief in the age of a child is not a defense.
• Will never exchange money, employment, goods or services (including assistance that is due to those we intend to serve) for sex, sexual favors or other forms of humiliating, degrading or exploitative behavior.
• Will not engage in a sexual relationship with those we serve and or intend to serve, since it is based on inherently unequal power dynamics and undermines the credibility and integrity of Habitat for Humanity’s charitable mission.
2.2.1. Prevention of sexual exploitation and abuse
All HFHGN representatives are prohibited from engaging in sexual exploitation or abuse.
2.2.2.
Child protection
All HFHGN representatives are prohibited from engaging in child abuse, exploitation or neglect. Affiliates must be aware of and comply with state, local and federal statutes related to child pornography, prostitution and child labor prohibitions.
HFHGN strives to be a child-safe organization to reduce the risk of child abuse in all aspects of our operations. Affiliates must execute Habitat’s mission in alignment with Habitat’s child protection standards described below.
Affiliates must design their programs and execute the mission in alignment with the following standards, HFHGN representatives:
• Will keep the health and safety of children paramount at all times.
• Will consider child safeguarding in project planning and implementation to determine potential risks to children associated with project activities and operations.
• Will work to ensure that personal dignity and respect for children is maintained through all projects, programs and departments.
• Will apply measures to reduce the risk of child abuse, exploitation or neglect, including but not limited to:
Limiting unsupervised interactions with children.
Prohibiting exposure to pornography.
Complying with appropriate data responsibility standards and with applicable laws, regulations or customs regarding the photographing, filming or other image-generating activities of children, and audio recordings.
HFHGN representatives will ensure compliance with local child welfare and protection legislation and with U.S. law where applicable.
2.2.3. Prohibition of prostitution and trafficking
HFHGN expressly prohibits sex trafficking and the procurement of commercial sex acts by any Habitat representative. HFHGN expressly prohibits human trafficking by any Habitat representative.
2.2.4. Internet use policy
The Internet can be a valuable source of information and research. If an employee abuses his or her right to use the Internet, it will be taken away, and he or she may be subject to disciplinary action up to and including termination depending on the circumstances. Examples of abuse include, but are not limited to, accessing sites that include offensive, sexually explicit and inappropriate material, playing games, engaging in online chat groups, shopping and dating services. Employees have no right to privacy in their Internet usage. As with other modes of electronic communication, HFHGN reserves the right to restrict and monitor Internet usage in accordance with federal and state laws. Employees should be aware that HFHGN may use software to identify inappropriate or sexually explicit Internet sites.
2.3. Reporting And Handling Complaints
2.3.1. Expectations of reporting
Any suspected violation of a HFHGN Policy, including but not limited to HFHGN’s Code of Conduct and Ethics Policy; Anti-harassment Policy;
Dishonest, Deceptive, Illegal and Unethical Activities Policy; NonRetaliation Policy and Safeguarding Policy, should be immediately reported to your manager; do not wait to report it.
If the suspected policy violation involves your manager, you are required to report the suspected violation to your manager’s manager. HFHGN requires all reports of suspected policy violations to be submitted in writing.
The manager receiving the report of the suspected policy violation is then required to report the suspected violation to the Human Resources Director who is also the safeguarding officer and notify his/her respective department head as a condition of his/her continued employment.
Employees may also report concerns anonymously by calling the Habitat Ethics and Accountability Line (formerly known as MySafeWorkplace®) at 1-800-461-9330.
2.3.2. Expectations of handling complaints
The Human Resources Director will investigate all reports of suspected policy violations. The investigation will be kept as confidential as possible in order to protect the privacy of the person making the report, as well as that of the accused. After investigation, if it was determined that a policy violation occurred, disciplinary action procedures will be followed up to and including immediate termination. If the complaint is against a non-staff member, the Human Resources Director will bring the complaint to the respective Leadership Team member to determine what the next steps of action will be.
2.3.3.
Outside reporting
HFHGN will comply with all relevant requirements related to reporting of alleged or confirmed safeguarding misconduct to local authorities according to local jurisdiction. Additionally, there may be circumstances due to contractual, legal or donor obligations where it is required or appropriate for HFHGN to report alleged or confirmed safeguarding misconduct to external parties such as donors, regulators or other governing bodies. Finally, HFHGN’s approach for voluntary sharing of information related to safeguarding misconduct allegations and investigations should be guided by the parallel philosophies of transparency (to donors, regulators and the public) and confidentiality (for the protection of survivors). Wherever possible, information will be presented in a way that protects the survivor’s anonymity for confidentiality and safety reasons (except where relevant law might require disclosure).
2.3.4
Non-Retaliation Policy
HFHGN will not tolerate any actions which constitute unlawful retaliation, including but not limited to; harassment, intimidation, adverse employment
actions, or any other form of retaliation against an employee making a report of a suspected policy violation against another employee, customer, volunteer, donor, homeowner or future homeowner, vendor, contractor or anyone who assists in an investigation.
2.4. Operational Considerations for Safeguarding
2.4.1.
HFHGN has designated a Safeguarding Officer; the Human Resources Director will be responsible for enacting the affiliate’s policy and sharing awareness on the issue of safeguarding. In addition, HFHGN may consider safeguarding principles during strategic and project planning, along with monitoring and evaluation activities.
2.4.2.
HFHGN must ensure their board of directors receives updates on safeguarding allegations and investigations as deemed necessary to facilitate effective process oversight.
2.4.3.
HFHGN must provide annual safeguarding training for their representatives.
2.4.4. Recruitment
Safeguarding protocols must be considered during recruitment, including consideration of criminal background checks, sexual offender registration checks and reference checks. It is also encouraged that the level of safeguarding responsibility (e.g., positions involving direct contact with those we serve and or intend to serve, children or child-related projects) be clarified and reinforced in the job description and interview process. Affiliates must conduct reference checks on any prospective Habitat employees, board members, or key volunteers who are known to have had previous experience at another Habitat organization by checking with that organization on their eligibility for rehire, and if in doubt, should consult with their local legal counsel.
3.0 Rationale
Habitat for Humanity of Greater Nashville recognizes that everyone has a right to equal protection from all types of harm or abuse. This policy sends a clear message that exploitation and abuse are not tolerated across the entire Habitat network.
HFHGN offers employees access to an Employee Assistance Program (EAP) through Quantum 1-877-747-1200
1104 Dishonest, Deceptive, Illegal, and Unethical Activities
Habitat for Humanity of Greater Nashville recognizes the importance of protecting the agency, its operations, its employees and its assets against financial risks, operational breaches and unethical activities. All employees have a duty to report to their supervisor or Human Resources Director concerns they have, or information provided to them about the dishonest, deceptive, illegal, and/or unethical behavior of any employee, officer, director, volunteer, family or any other party with any association of HFHGN. If the activities directly involve their supervisor or Human Resources Director, the person should report the activities to the President and CEO. If the activities directly involve the President and CEO, the person should report the activities to the Board Chair. You may also report your concerns anonymously by calling the MySafeWorkplace hotline at 1-800-461-9330.
Examples of activities that are dishonest, deceptive, illegal, and/or unethical include, but are not limited to:
• Forgery, altercation, or falsifying checks, bank drafts or any financial data.
• Authorizing or receiving payments for goods not received or services not performed.
• Falsifying time sheets or payroll records.
• Fictitious reporting of receipts from suppliers or shipments to customers.
• Misappropriation of funds.
• Unauthorized use of inventory, furniture, fixtures, etc.
• Theft or destruction of any property.
• Misrepresentation of information on documents.
• Any violation of Federal, State or local laws related to dishonest activities; and
• Gross misjudgment.
1105 Policy on Alcoholic Beverages at Sponsored Events
It is the policy of HFHGN to allow alcoholic beverages at events where fundraising, sponsor and donor recognition is a part of the event. Alcohol will not be sold at any HFHGN functions. The serving of alcoholic beverages must be by a licensed professional and HFHGN must obtain proper insurance. At no time is alcohol allowed at a Habitat for Humanity build site. The President and CEO can approve exceptions to this policy as needed.
Outlined guidelines are to be used if there is a suspicion that someone has had too much to drink.
What to do if you suspect someone has had too much to drink
If alcohol is provided at any event, it is essential that we take precautionary measures to assure that all have a safe experience.
• If you believe someone has had too much to drink, you are to refuse them service of an alcoholic beverage and offer them a water or soda instead. Notify the Manager in charge.
• If they question you, call the Manager who will speak with them.
• If you believe that someone is in need of a safe ride home, Habitat for Humanity of Greater Nashville will offer a service to drive them home.
• It will be necessary to document the incident; Management will have an incident report for you to fill out and the President and CEO must be notified.
In all cases the Code of Conduct is in effect and sound judgment is essential.
1106 Protection of HFHGN Assets
HFHGN associates are responsible for protecting HFHGN's assets. Success in business is measured in large part by profits. Dishonesty and theft reduce an agency's profits. Each associate has a responsibility to be productive and help make HFHGN successful. Included in that responsibility is the obligation to be honest, work hard and report unlawful acts or violations of HFHGN policy. If you suspect or know of someone who is stealing, you should report his/her name to the Human Resources Director or the President and CEO. If you suspect the CEO is involved, you should report his/her name to the Board Chair.
1107 Policy on Removable Media
HFHGN staff may only use HFHGN removable media in their work computers. HFHGN removable media, that contains sensitive information, may not be connected to or used in computers that are not owned by the HFHGN without explicit permission from a member of HFHGN leadership team. Sensitive information should be stored on removable media only when required in the performance or your assigned duties or when providing information required by other state or federal agencies. It is imperative that any portable memory that is used to conduct HFHGN business be utilized appropriately, responsibly, and ethically. Any employee found to have violated this policy may be subject to disciplinary action, up to and including termination of employment.
• Removable Media is defined as any device or media that is readable and/or writeable by the end user and is able to be moved from computer to computer without modification to the computer. This includes flash memory devices such as thumb drives, cameras, MP3 players and smartphones;
removable hard drives (including hard drive-based MP3 players) and memory cards; optical disks such as CD and DVD disks not provided by HFHGN.
1108 Workplace Monitoring and Video Surveillance Policy
For the safety and security of our property and of our staff, customers, volunteers, and other visitors, Habitat for Humanity of Greater Nashville (HFHGN) utilizes a video-surveillance system along with other monitoring practices. As stated in the HFHGN Equipment/Property Policy in HFHGN’s Employee Handbook, all equipment represents a substantial capital investment and is vital to our operation. Computers, telephones and other equipment are intended for business-related use (*). The Workplace Monitoring and Video Surveillance Policy covers the practical and legal implications of managing and balancing the legitimate needs of HFHGN to protect its assets and safeguard the workplace with the reasonable expectation of privacy held by its employees.
The following types of monitoring or surveillance are covered by this policy:
1. Video Monitoring/Surveillance
• The video monitoring/surveillance systems are primarily for the purpose of security. The systems form part of the measures implemented to support the agency’s goal to help prevent, deter, and if necessary, investigate unauthorized physical access to the buildings. In addition, video surveillance helps prevent, detect, and investigate theft of equipment or assets owned or leased by HFHGN, staff, customers, volunteers, or visitors, and threats to their safety. All cameras operate 24 hours a day, seven days a week.
• No video surveillance will occur in bathrooms or other areas where the public or employees have a reasonable expectation of privacy.
• Devices used to view live and recorded video will have a secure access and be located out of open view of the public and staff.
2. Monitoring of HFHGN owned or leased vehicles
• Monitoring the location of Agency owned or leased vehicles is conducted through GPS devices that are on all agency owned vehicles. In addition to monitoring location, the GPS System also monitors speed and vehicle maintenance schedules. Agency vehicles are for company use.
3. Monitoring Internet Use
• HFHGN may use software to identify inappropriate or illegal internet sites accessed on company owned equipment and/or on company time. As stated in its Social Media policy: HFHGN may review your
posts at any time and may request that you remove or edit any posts that violate its policies.
4. Monitoring Email
• HFHGN provides E-mail to its employees for use in conducting business. All communications and information transmitted by, received from, or stored in the agency’s network are HFHGN’s record and property. Habitat may review employee’s emails at any time with or without notice.
5. Monitoring Telephone Calls and Voice Mail
• Should the need arise, HFHGN, in its discretion as owner of the telephone and voice mail systems, and/or financial contributor to the use of such devices owned or leased by employees, reserves the right to monitor, access, retrieve and delete any matter stored in, created, received or sent over the voice mail system for any reason with or without the permission of any employee.
The Workplace Monitoring and Video Surveillance Policy supports accountability for all HFHGN employees with respect to following all HFHGN policies and procedures and otherwise conducting themselves in an appropriate manner as outlined in HFHGN’s Code of Conduct and Ethics Policy. Questions regarding data collection should be directed to the HR Director.
The IT Director, Senior Leadership and/or their designees have the right to review workplace monitoring and to view video footage in real-time, view the recorded footage, copy, or download the footage. If needed, local police may be given access to the recorded footage to investigate or prosecute criminal offenses. All monitoring and video surveillance data collected by HFHGN is collected and maintained in compliance with all applicable federal, state and local laws.
(*) Habitat recognizes that there will be times where employees will need to use Agency Phones and Email for personal use. It is the expectation of HFHGN that employees use discretion during work hours.
1109 Build Site Employee Safety and Security Policy
In order to promote a safer Build Site for all Habitat for Humanity of Greater Nashville (HFHGN) employees, the following safety processes must be followed:
1. No employee or vendor is to be at the build site before 6am or after 6pm without approval from the SVP of Construction.
2. The first employee that arrives at the build site should not exit their vehicle until either a second employee or a contracted vendor is there.
Note: If a staff member needs to work outside of guidelines #1 or #2, they need to notify and get approval in advance from their supervisor.
3. When arriving at the build site, be aware of anything that seems out of the ordinary. If in doubt, remain in your vehicle, call the police and notify the SVP of Construction, who will then notify others. If there has been a breakin into any of our houses under construction, containers or trailers you must immediately:
• Notify the Police Department (Numbers listed below)
• Stay in your vehicle until the Police arrive.
• Contact the SVP of Construction.
• Complete an incident report and give to HR and Finance
Contact Numbers:
Emergency – 911
SVP of Construction, Paul Harvey (717) 877-1513
Non-Emergency:
• Davidson Metro Police – 615-862-8600
• Dickson County Police – 615-446-8569
• Wilson County Police – 615-444-2323
• Cheatham County Police – 615-792-4341
• Robertson County Sheriff’s department – 615-384-7971
1110 Cell Phone Usage and Safe Driving Policy
This policy outlines the use of cell phones by employees at work and while driving, including driving a company vehicle and/or driving a personal vehicle on company business, and other safe driving requirements.
While at work: Employees are expected to exercise the same discretion in using personal cell phones during work hours as is expected with the use of company telephones. Excessive use of telephones for personal business during the workday, regardless of the phone used, can interfere with employee productivity and be distracting to others. Employees are encouraged to make personal calls on “non-work” time when possible and to ensure that friends and family members are aware of HFHGN’s policy. While driving: Using a cell phone while driving can present a distraction. All employees driving a company vehicle or driving a personal vehicle on company business are expected to:
1) follow applicable local, state and federal laws and regulations at all times while driving, including wearing your seat belt, no texting while driving and no physical holding or supporting your cell phone while driving per Tennessee state law.
2) use caution and remember that safety comes before all other concerns.
3) take extra care in situations where there is heavy traffic or inclement weather, or the employee is driving in an unfamiliar area.
4) if participating in a video call, employees must park their vehicles to participate using video.
5) adhere to the HFHGN Code of Conduct and Ethics Policy, as is expected at all times.
Employees violating this policy will be subject to discipline, up to and including termination of employment.
1111 Conflicts of Interest
An actual or potential conflict of interest occurs when there is direct or indirect personal gain for you or for an immediate family member as a result of HFHGN ministry. HFHGN defines “immediate family” as your spouse or domestic partner, parent, legal guardian, child, sibling, grandparent, grandchild, son-in-law, daughter-in-law, your spouse’s or domestic partner’s immediate family.
If you have any influence on, or interest in, transactions involving purchases, employee management, contracts or leases by HFHGN, or you believe that a perception of a conflict may exist, you must disclose this conflict of interest as soon as possible to the President and CEO or designated representative. This will ensure that safeguards can be established to protect all parties.
The possibility of direct or indirect personal gain occurs when you or your relative has ownership in a firm with which HFHGN does business. Under no circumstances may you, an immediate family member, your business partner or any business in which you have a financial interest solicit or receive any kickback or bribe
Favors or anything with a monetary value in excess of $25 or special consideration from any person having business dealings involving HFHGN cannot be accepted without the express written consent of the President and CEO or designated representative.
If you, an immediate family member, your business partner or any business in which you have a financial interest receives an unsolicited gift with a monetary value in excess of $25, you should contact the President and CEO or designated representative . Any such gift is the property of HFHGN.
You have an obligation to conduct yourself and HFHGN business within guidelines that prevent actual, potential, or perceived conflicts of interest. This policy establishes only the framework within which HFHGN wishes its ministry to operate. The purpose of these guidelines is to provide general direction so that you can seek further clarification on issues related to conflicts of interest.
1112 Workplace Relationships & Dating
HFHGN holds its employees to the highest ethical and professional standards. The Workplace Relationships & Dating policy outlines HFHGN’s guidelines regarding employees forming personal relationships with each
other. Our goal is to protect the well-being of our employees and retain a professional working environment
HFHGN understands that employees will develop and maintain personal relationships in the workplace; it is important that these relationships do not interfere with the effective functioning of the workplace and the mission of HFHGN. This policy does not prevent the development of friendships or even romantic relationships between coworkers, but it does establish boundaries with respect to how relationships are conducted during working hours and within the working environment.
Before developing romantic relationships within the workplace, consider the potential for:
• Workplace gossip
• Conflicts of interest
• Sexual harassment allegations
• Favoritism
• Repercussions of a break-up
• Work distraction
Employees who engage in consensual romantic relationships with another employee must conduct themselves in an appropriate professional manner while on company property or at company functions. They should not engage in any inappropriate behaviors that may cause their coworkers to feel embarrassed, awkward, or uncomfortable. This includes intimate contact including but not limited to:
• Kissing
• Prolonged hugging
• Hand holding
• Massaging
• Disruptive personal texting, emails, and calls
Romantic relationships between managers and employees in their department are not permitted. This situation creates a conflict of interest, plus the opportunity for and/or the perception of coercion and/or preferential treatment.
Any executive leadership team member, department head, manager, or supervisor within HFHGN who engages in a romantic relationship with an employee not within their department must report it to the Human Resources Director immediately. Once reported, HFHGN will analyze the situation to ensure compliance with HFHGN’s policies.
Failure to comply with this policy may result in disciplinary action, including termination.
1113 Hiring of Relatives—Nepotism
HFHGN does not prohibit the employment of or the volunteering of relatives or persons with close personal relationships to current directors, volunteers or employees. However, it is important to recognize that these situations may not be conducive to a healthy environment in many instances. The following does not foreclose opportunities for families and friends to successfully contribute to the HFHGN mission but is designed to ensure that all employees and volunteers perceive that they will receive fair, impartial and unbiased treatment.
1. Immediate family members cannot report to each other simply because such a situation may result in conflict, discomfort or feelings of mistrust of other staff.
2. Immediate family members cannot be in positions where they are making decisions that affect their own family members (i.e., salary setting, hires, promotions, time off).
3. To ensure effective stewardship of funds, immediate family members cannot be in positions where opportunities exist to approve or influence financial transactions (i.e., travel advances, reimbursements).
4. Finally, a staff member who is related to another employee or director cannot be in a significant management position or in a position to approve financial transactions or personnel decisions.
HFHGN defines “immediate family” as your spouse or domestic partner, parent, legal guardian, child, sibling, grandparent, grandchild, son-in-law, daughter-in-law, your spouse’s or domestic partner’s immediate family.
1114 Outside Employment
You may hold outside jobs as long as you provide a written permission notice to your supervisor. Your supervisor will consult with the HR Director and approve and sign your request if he/she determines that your outside employment does not create a conflict of interest or in any way interfere with your job at HFHGN. This approved and signed document will then be given to the Human Resources Director.
HFHGN does not allow employees to receive any income or material gain from individuals or organizations outside of HFHGN for services rendered or materials produced by staff in the course of their employment with
HFHGN. This prohibition includes, but is not limited to, honoraria (Policy 1013) and situations involving a conflict of interest (Policy 1011).
If you hold outside employment you must continue to meet the performance standards of your job. You should consider the impact that outside employment may have on your health and physical endurance. You will be judged by the same performance standards as other employees who do not have outside employment and will be subject to HFHGN’s scheduling demands, regardless of any existing outside work requirements.
If your outside work creates a conflict of interest or otherwise interferes with your ability to meet the requirements of HFHGN, you may be asked to terminate the outside employment. Failure to resolve any conflict or performance issues created by the outside employment will result in disciplinary action up to and including termination.
1115 Honoraria
Any honoraria you receive for speaking on behalf of HFHGN are the property of HFHGN. These are to be remitted promptly to HFHGN
1116 Staff Recognition Policy
5-year anniversary-
• card signed by CEO.
• recognition by supervisor at staff meeting following anniversary.
• framed photo collage signed by staff.
• monetary gift of $500
10-year anniversary-
• card signed by CEO.
• recognition by supervisor at staff meeting following anniversary.
• clock with picture of employee
• monetary gift of $1,000
15-year anniversary-
• card signed by CEO.
• recognition by supervisor at staff meeting following anniversary.
• monetary gift of $1,000
20-year anniversary-
• card signed by CEO.
• recognition by supervisor at staff meeting following anniversary.
• monetary gift of $1,000
1117 Use of Federal Funds for Political Activities
HFHGN may not use any federally appropriated funds for the purpose of influencing or attempting to influence an officer or representative of any agency, a Member of Congress, a representative of Congress, or an employee of a Member of Congress in connection with the awarding of any federal contract, the making of any federal grant, the making of any federal loan, the entering into of any cooperative agreement, and the extension, continuation, renewal, amendment or modification of any federal contract, grant, loan or cooperative agreement.
Employees whose salaries are paid from federal funds may not engage in any such activities. Employees of HFHGN who desire to participate in any political campaign on behalf of or in opposition to any candidate for public office or political cause must do so as individuals, not as employees of HFHGN and must avoid the use of Habitat property, work sites or facilities.
1118 Work Environment
As an employee of HFHGN, you and your co-workers are impacted both by the people you work with and your environment. Our employees represent the heart and soul of HFHGN and are essential to carrying out our mission. You are our greatest investment.
We want the work environment to be one that allows all employees to be full partners in the mission of HFHGN. It is our philosophy that we will invest in our employees and will work with you to ensure that you can contribute to HFHGN’s mission to the fullest extent possible.
To ensure a positive and productive work environment, all employees are prohibited from engaging in any conversations at work or work events that are inconsistent with the code of conduct, because they impact morale and productivity. All employees are expected to represent HFHGN at all times according to HFHGN’s code of conduct and ethics policy set forth by this handbook (policy 1101).
To provide a safe and inclusive work environment, and for business reasons, employees are expected to speak the common language during their work time.
1119 Diversity and Inclusion Policy
HFHGN is committed to fostering, cultivating and preserving a culture of diversity and inclusion in the workplace. Our employees are our most valuable asset. We embrace our employees’ differences in age, sex, color, race, national origin, ethnicity, familial or marital status, religion, socioeconomic status, sexual orientation, veteran status, and other
characteristics that allow each employee to offer a unique contribution to HFHGN. We continually foster a diverse and inclusive environment in which all employees can thrive, feel a sense of belonging, and do impactful work together.
All HFHGN employees are expected to treat others as outlined in the Code of Conduct and Ethics Policy, Safeguarding, and the Anti-Harassment Policy.
1120 Resolving Issues with Others
As in all workplaces, personal differences may occur among individuals within HFHGN. It is important for you and HFHGN that issues are not allowed to fester and detract from your important contributions to this ministry.
We believe the quickest way to resolve the issues (other than safeguarding and or code of conduct violations) is to approach the individual(s) involved so that an appropriate solution can be reached. If this initial conversation does not lead to resolution or you feel uncomfortable discussing the matter with the employee directly, we ask that you follow these guidelines:
• Ask your supervisor (if he or she is not the person with whom you are having the issue) to meet with you and the other individual(s) and their supervisor involved, either together or separately, to assist in mediating the issue.
• If the issue is not resolved at this step, you may outline the issue in writing and submit it to the Human Resources Director for review. The matter will be reviewed by the Human Resources Director and discussed with the employee.
If you still feel the issue has not been resolved, you may outline the issue in writing and submit it to the CEO.
Remember the purpose of this procedure is to give all employees and HFHGN an opportunity to resolve issues of any kind. For this to work, employees must take advantage of the policy. When issues arise, HFHGN would like to have a chance to resolve them, if possible.
1121 Reporting Policy
Any suspected violation of a HFHGN Policy, including but not limited to HFHGN’s Code of Conduct and Ethics Policy; Anti-harassment Policy; Dishonest, Deceptive, Illegal and Unethical Activities Policy; NonRetaliation Policy and Safeguarding Policy, should be immediately reported to your manager; do not wait to report it.
If the suspected policy violation involves your manager, you are required to report the suspected violation to your manager’s manager. HFHGN requires all reports of suspected policy violations to be submitted in writing.
The manager receiving the report of the suspected policy violation is then required to report the suspected violation to the Human Resources Director who is also the safeguarding officer and notify his/her respective department head as a condition of his/her continued employment.
Employees may also report concerns anonymously by calling the Habitat Ethics and Accountability Line (formerly known as MySafeWorkplace®) at 1-800-461-9330.
1122 Disciplinary Procedure
Like any business or organization, HFHGN has governing policies to ensure it is effective in carrying out its mission.
HFHGN operates on the belief that employees know what conduct is. expected of them. Should an issue does occur, disciplinary action will be considered.
Please remember that you are an at-will employee and at any time you may resign your employment and HFHGN may terminate your employment with or without notice and with or without cause
HFHGN will attempt to utilize progressive steps for discipline, whenever possible and depending on the severity of the offense:
1. Coaching and Counseling: the employee will be coached and counseled by their supervisor and advised to make any improvements to behavior or attendance/ performance.
2. Verbal warnings Verbal warnings, although by themselves not a basis for termination, will be recorded in your personnel file as part of your record for reference and review. It is the supervisor’s responsibility to send a written summary of any verbal warnings to the Human Resources Director before presenting to the employee.
3. Written warning whenever there is a rule or policy infraction requiring more serious action than a verbal warning, you will receive written warning
from your supervisor, who issues the warning with the presence of the Human Resources Director or another manager. You will have an opportunity to review the written warning and to sign it. Refusal to sign the warning does not negate the document. A copy of the written warning will be kept in the employee’s personnel file
4. Suspension an employee may be suspended with or without pay for up to three days. Suspension may occur when an employee commits a serious violation of HFHGN policies or due to a pending investigation HFHGN’s respective Leadership team member and the HR Director must approve a suspension and its resolution.
5. Termination—an employee may be terminated for many different reasons, including but not limited to: poor work performance and or violation of HFHGN policies. The President and CEO must approve terminations.
Disciplinary actions taken in accordance with these progressive steps will be based on the principles of:
• Equal treatment of all employees.
• Full investigation of the facts surrounding the violation.
• Action consistent with the nature and level of the offense.
Your supervisor is not required to go through the entire above-mentioned steps involved in the disciplinary procedure. Discipline may begin at any step in the procedure, and your supervisor may repeat or omit any of the steps when he or she feels it is necessary.
Factors which may be considered in implementing the appropriate steps include, but are not limited to seriousness of conduct, employment record, employee’s ability to correct conduct, action taken with respect to similar conduct by other employees, effect on customers, effect on co-workers, homeowners, future homeowners, volunteers, donors, vendors and/or contractors, and surrounding circumstances. Some conduct may result in immediate termination.
Any disciplinary documentation will be active in an employee’s personnel file for a duration of 1 year.
If you believe a written warning, suspension or termination is unwarranted, you may contest by calling the Habitat Ethics and Accountability Line (formerly known as MySafeWorkplace®) at 1-800-461-9330.
1123 HFHGN Equipment/Property
HFHGN maintains equipment and electronic systems for internal and external communication in both verbal and written forms. This equipment represents a substantial capital investment and the equipment is vital to our operation. These systems and equipment are for the purpose of conducting business and are not intended for personal use. Supervisors are responsible for instructing employees in equipment usage.
Telephones
Employees will receive training during orientation on the procedures to be followed in answering the phone, receiving and transferring calls and how to use the voice-mail system. Although we realize there are times when an employee may need to use the telephone for personal reasons, it is expected that good judgment will be used in limiting the length and frequency of such calls. Employees’ use of long-distance for personal reasons and more than occasional personal non-emergency use of local phone systems and other equipment is unacceptable and may result in disciplinary action.
Some employees will have the need to use their own personal cell phones in the regular course of business and will receive a monthly cell phone allowance through payroll. This allowance amount is determined by the Leadership Team and is based on the average amount of usage necessary for conducting business.
Voice Mail
Each employee is responsible for using the voice mail system properly. The voice mail system is the property of HFHGN and has been provided for use in conducting HFHGN business. All communications and information transmitted by, received from, or stored in this system are HFHGN records and property of HFHGN. The voice mail system is to be used for HFHGN purposes. Employees have no right of personal privacy in any matter stored in, created, received, or sent over the HFHGN voice mail system.
HFHGN, in its discretion as owner of the voice mail system, reserves the right to monitor, access, retrieve and delete any matter stored in, created, received or sent over the voice mail system for any reason without the permission of any employee and without notice. Even though HFHGN reserves the right to retrieve and read any voice mail messages, those messages should still be treated as confidential by other employees and accessed only by the intended recipient. Employees are not authorized to retrieve or listen to any voice mail messages that are not sent to them. Therefore, no voice mail messages should be created, sent, or received if they contain intimidating, hostile or offensive material concerning an individual’s race, color, sex, pregnancy, sexual orientation, national origin, age (over 40), religion, creed, disability, genetic information, veteran status, citizenship, or any other classification protected by federal, state, or local
law. HFHGN’s policies against harassment and non-discrimination, apply fully to the use of HFHGN’s voice mail system and any violation of these guidelines will be subject to disciplinary action up to and including termination.
The voice mail system may not be used to solicit for religious or political causes, commercial enterprises, outside organizations or other non-workrelated solicitations.
Users should routinely delete outdated or otherwise unnecessary voice mail messages. These deletions will help keep the system running smoothly and effectively.
Employees are reminded to be courteous to other users of the system and always to conduct themselves in a professional manner. Voice mails are sometimes misdirected or forwarded and may be heard by persons other than the intended recipient. Users should create voice mail messages with no less care, judgment and responsibility than they would use for letters or internal communications written on HFHGN letterhead.
Employees who discover misuse of the voice mail system should immediately contact the Human Resources Director. Violation of the guidelines for voice mail use may result in disciplinary action up to and including termination.
Fax/Copier
Each manager should instruct his employees on the proper procedures for using their computer to send and receive electronic faxes and for use of the agency copy machines. Using HFHGN equipment to send/receive faxes or to make copies is intended for business related use only.
E-mail
HFHGN provides E-mail for use in conducting business. All communications and information transmitted by, received from, or stored in this system are HFHGN records and property of HFHGN. Employees have no right of personal privacy in any matter stored in, created, received, or sent over the HFHGN e-mail system. It is not intended to solicit outside business ventures, personal parties, social meetings, charities, and membership in organizations, political causes, religious causes or other matters unrelated to HFHGN matters. In addition, the E-mail system shall not be used to send or receive copyrighted materials, trade secrets, proprietary financial information, or similar materials without prior authorization from the Human Resources Director HFHGN will not tolerate foul, inappropriate or offensive E-mail messages – such as those that contain racial, sexual or religious slurs. Therefore, no E-mail messages should be created, sent or received if they contain intimidating, hostile, or offensive material concerning and individual’s race, color, sex, pregnancy, sexual orientation, national origin, age (over 40), religion, genetic information, creed, disability, veteran status,
citizenship, or any other classification protected by federal, state, or local law. HFHGN’s policies against harassment and non-discrimination, fully apply to the E-mail system, and any violation of those policies is grounds for discipline up to and including termination.
HFHGN reserves the right to monitor, access, retrieve, or delete any matter stored in, created, received, or sent over the E-mail system, for any reason or no reason and without the permission of any staff member. Even though HFHGN has the right to retrieve and read any E-mail messages, all messages should still be treated as confidential by other employees and accessed only by the intended recipient. Employees are not authorized to retrieve or read any E-mail messages that are not sent to them. Any exception to this policy must receive the prior written approval of the President and CEO or designated representative
Employees are reminded to be courteous to other users of the system and to always conduct themselves in a professional manner. E-mails are sometimes misdirected or forwarded and may be viewed by persons other than the intended recipient. Users should write E-mail communications with no less care, judgment and responsibility than they would use for letters or internal communications written on HFHGN letterhead.
Any employee who discovers misuse of the E-mail system should contact the Human Resources Director.
Internet
The Internet can be a valuable source of information and research. If an employee abuses his or her right to use the Internet, it will be taken away, and he or she may be subject to disciplinary action up to and including termination depending on the circumstances. Examples of abuse include, but are not limited to, accessing sites that include offensive, sexually explicit and inappropriate material, playing games, engaging in online chat groups, shopping and dating services Employees have no right to privacy in their Internet usage. As with other modes of electronic communication, HFHGN reserves the right to restrict and monitor Internet usage in accordance with federal and state laws. Employees should be aware that HFHGN may use software to identify inappropriate or sexually explicit Internet sites.
Prohibited Activities
Material that is fraudulent, harassing, embarrassing, sexually explicit, profane, obscene, intimidating, defamatory, or otherwise unlawful, inappropriate, offensive (including offensive material concerning an individual’s race, color, sex, pregnancy, sexual orientation, national origin, genetic information age (over 40), religion, creed, disability, veteran status, citizenship, or other characteristic protected by federal, state, or local law), or violates HFHGN’s equal employment opportunity policy and its policies
against harassment may not be downloaded from the Internet or displayed or stored in HFHGN’s computers. Employees who encounter or receive this kind of material should immediately report the incident to their supervisor or the Human Resources Director. HFHGN’s equal employment opportunity policy and its policies against harassment and non-discrimination, apply fully to the use of the Internet and any violation of those policies is grounds for discipline up to and including termination.
Illegal Copying
Employees may not illegally copy material protected under copyright law or make the material available to others for copying. Each employee is responsible for complying with copyright law and applicable licenses that may apply to software, files, graphics, documents, messages, and other material he or she may wish to download or copy. Employees may not agree to a license or download any material for which a registration fee is charged without first obtaining the express written permission of the Human Resources Director.
Software
HFHGN licenses the use of computer software copies from a variety of outside companies. HFHGN does not own the copyright to this software or related documentation and, except for a single copy for backup purposes or unless expressly authorized by the copyright owner(s), does not have the right to reproduce it for use on more than one computer. HFHGN employees are not permitted to install their own copies of any software onto HFHGN computers nor may they copy software from HFHGN’s computers and install it on their personal computers.
Unauthorized reproduction of software is unlawful and is subject to civil and criminal penalties – in addition to disciplinary action by HFHGN up to and including termination. Any HFHGN employee who has information regarding the misuse of software or related documentation within HFHGN should notify the President and CEO or designated representative and Human Resources Director.
Computer Security
Where required, HFHGN employees will maintain passwords for access to computer systems. Users will have unique user IDs and passwords and in order to maintain the security of information should never share passwords with others. Individual passwords for controlling access to Habitat computer equipment and proprietary systems are protected by authorized staff as secure information. Employees are not to modify or remove computer equipment, software or peripherals without authorization from their supervisor and the IT Director.
Credit Cards
HFHGN issues credit cards (P-Cards) on an as-needed basis. These are strictly for HFHGN related purchases only. Personal use is strictly prohibited.
Employees identified as not acting within the above guidelines will be subject to disciplinary action, up to and including termination.
1124 Confidential Information
All HFHGN records and information are confidential, and employees must treat all matters accordingly. No HFHGN or HFHGN-related information, including without limitation, documents, notes, files, records, oral information, computer files or similar materials (except in the ordinary course of performing duties on behalf of HFHGN) may be removed from HFHGN’s premises without permission from HFHGN. Additionally, the contents of HFHGN’s records or information otherwise obtained in regard to business may not be disclosed to anyone, except where required for a business purpose. Employees must not disclose any confidential information, purposefully or inadvertently (through casual conversation), to any unauthorized person inside or outside HFHGN. Employees who are unsure about the confidential nature of specific information must ask their supervisor for clarification. Employees will be subject to appropriate disciplinary action, up to and including termination, for knowingly or unknowingly revealing information of a confidential nature.
Nothing in this policy is intended to prohibit employees from discussing with one another, or with third parties wages, hours, and other terms and conditions of employment.
1125 Exit Survey
Exit surveys will be sent electronically to all employees that are departing service from HFHGN. The purpose of the exit survey process is to obtain information that can be used to help the organization operate more effectively and also to ensure the proper transition of HFHGN property. Employees that are leaving may provide feedback on their time within the organization.
Information from your exit survey will be shared with your supervisor, unless you request that it be kept confidential.
The exit survey process will be processed by the Human Resources Director
1126 Return of Property
Should your employment with HFHGN terminate, for any reason, you are responsible for returning all HFHGN property, materials or electronic or written information issued to you or in your possession or control, such as
cell phones, radios, credit cards, vehicles, tools, manuals, etc., to your supervisor on or before your last day of employment. In addition, you must pay off any unpaid personal balance on your HFHGN company credit card if any and repay all pay advances by no later than your last day of employment.
1127 Employee Purchase Policy
While we encourage Habitat employees to shop in the ReStore, the following procedures apply:
• Effective pricing and automatic price discounting are key elements of Habitat’s ReStore model. In order to avoid either real or perceived advantage provided to Habitat employees over other paying customers, Habitat employees are not allowed to purchase any ReStore item on the first day it is placed on the sales floor as regular inventory. Following any subsequent automatic discount, Habitat employees are not allowed to purchase newly discounted items before 9:30am on the day the new discount goes into effect in order to allow customers waiting for the discount first opportunity.
• A Restore Employee must ring up all Habitat employee purchases. Employees are not allowed to ring up their own purchases.
• Habitat employees are not to make purchases during their work hours. All purchases must be made when the employee is off duty, and the store is open for business.
• Employees must be able to present the receipt for a ReStore purchase, at any time, when requested by a member of management.
• No Habitat employee, including management, is to hold merchandise for purchase (for either themselves or others) at a later time.
• All merchandise must be paid for before it leaves the store. Failure to ring up all merchandise could result in immediate termination for all involved staff.
• Habitat employees are not allowed to ring up members of their household and/or close relatives.
• Employees (including the Store Manager and Assistant Store Manager) are not allowed to complete their own refund.
• All employee purchases must be documented on the employee Purchase Log.
Violation of these procedures could result in immediate termination, even for the first offense.
1128 Smoking
HFHGN is committed to creating and maintaining a safe and healthful environment for its associates and customers. Therefore, the use of tobacco products will be strictly prohibited in the workplace. "Workplace" means any area within the administrative offices, or ReStores, including,
but not limited to, the sales floor, any office, restroom, break room or warehouse
Associates may use tobacco products during break and meal periods only; however, even during these approved periods, associates may not use tobacco products within 20 feet of the administrative offices or any ReStore entrance. Tobacco products may not be used while unloading trucks, retrieving carts from the parking lot, or conducting other work-related tasks that may take an associate away from any of the ReStore sales floors
Any violation of this policy may lead to disciplinary action up to and including termination from HFHGN. If you have any questions regarding this policy, please discuss them with your supervisor.
1129 Solicitation and Distribution
Approaching fellow employees or customers in the workplace regarding activities, organizations, or causes, regardless of how worthwhile, important, or benevolent, can create unnecessary apprehension and pressures for fellow employees and customers. HFHGN has established rules, applicable to all employees, to govern solicitation and distribution of written material during working time and entry onto the premises and work areas. All employees are expected to comply with the following:
• No employee shall solicit or promote support for any cause or organization during his or her working time (i.e., time except for meal breaks, break periods, time before or after work and other specified time when employees are not performing their work tasks) or during the working time of the employee or employees at whom the activity is directed.
• No employee shall distribute or circulate any written, printed or electronic material in work areas or during working time.
• Under no circumstances will non-employees be permitted to solicit or to distribute written material for any purpose on company property.
In addition, the posting of written solicitations on HFHGN bulletin boards is prohibited unless work-related or approved by the Human Resources Director. These bulletin boards display important information and employees should consult them frequently for employee announcements; workers' compensation insurance information; state disability insurance/unemployment insurance information; and applicable federal and state laws.
1130 Dangerous Weapons Policy
Habitat for Humanity of Greater Nashville (HFHGN) prohibits the possession of guns and or firearms by employees on premises owned, leased, operated or managed by HFHGN.
Premises include all company-owned or leased vehicles, office space, ReStores and the construction sites, which includes new home, recycle, reconstruction sites and Deconstruction sites.
This policy does not prohibit employees from carrying non-lethal items intended strictly for self-defense.
This policy does not prohibit employees that have a carry-permit from lawfully storing firearms and/or ammunition in their personal vehicles parked on public or private property, including while parked at work, as long as the firearms are kept from ordinary observation and locked within the trunk, glove box, or interior of the person’s vehicle or a container securely affixed to the vehicle.
• HFHGN will not be liable for damages or injuries caused by guns and or firearms legally stored on company premises by employees.
• At no time while on company time or company business are employees allowed to have a gun and or a firearm other than specified above.
Any workplace violence is strictly prohibited and any violation of the Dangerous Weapons Policy will result in disciplinary action up to and including termination.
1131 Protective Orders
Associates of HFHGN who have obtained a protective order and wish not to be contacted by a non-employee should supply a copy of the order to the Human Resources Director. Other parties may be informed when deemed necessary for safety reasons; however, disclosure will be limited to those individuals who have a legitimate need to know the information. Employees should also supply a copy of the protective order to the local police department.
1132 Privacy Statement
At Habitat for Humanity of Greater Nashville we are committed to keeping your information private. We recognize the importance applicants, program families, tenants, and homeowners place on the privacy and confidentiality
of their information. While new technologies allow us to more efficiently serve our customers, we are committed to maintaining privacy standards that are synonymous with our established and trusted name.
When collecting, storing, and retrieving applicant, program family, tenant, and homeowner data – such as tax returns, pay stubs, credit reports, employment verifications and payment history – internal controls are maintained throughout the process to ensure security and confidentiality. We collect nonpublic personal information about you from the following sources:
• Information we receive from you on applications or other forms.
• Information about your transactions with us, our affiliates or others; and
• Information we receive from a consumer-reporting agency.
Staff, Board, Advisory Council, Volunteers and Future Homeowners give their consent to Habitat for Humanity of Greater Nashville to use their own or their family’s biographical information and pictures for publicity purposes to further the mission and growth of the Habitat for Humanity of Greater Nashville.
1133 Social Media and Social Networking Policy
Habitat for Humanity of Greater Nashville (HFHGN) believes that social media can assist in raising visibility and support for Habitat’s mission. The agency is aware that many employees use blogs and social networking sites for personal use. It is important to keep in mind that what is posted is trackable, traceable and permanent.
When HFHGN employees create their own blogs, comment on a blog, create an online profile, tweet, use Facebook or contribute to or through any other online media (e.g., wikis, blogs, chat rooms, Internet forums, electronic mailing lists, etc.), they are affecting their personal image and potentially impacting HFHGN. If any employee’s online profile indicates that they work for HFHGN, then any related activity is associated with HFHGN. Therefore, all employees must follow the policy below regarding online behavior. The sites covered in this policy include any electronic form of communication, including but not limited to social networking sites such as Facebook and Google+; professional networking sites such as LinkedIn; live blogging tools such as X (formerly Twitter); photo or video sharing sites such as YouTube, TikTok, Snapchat and Instagram; personal blogs; and blogs hosted by other organizations that one either contributes to or posts comments to.
HFHGN employees must follow these protocols when creating or publishing work-related or non-work-related content online, applicable to both HFHGN and personal sites.
• Confidentiality Must Be Maintained. Employees must not disclose any confidential or proprietary information regarding HFHGN; its donors, partners, partner families or affiliates; or its business, including but not limited to financial reports, board reports, donor information, personnel information and vendor bids. Employees must not use employee, customer, volunteer, donor, partner family or vendor (Habitat Stakeholders) names in any electronic posting unless those individuals to be mentioned have signed this Policy or the Volunteer Information and Release Form.
•Care must be taken to avoid jeopardizing relationships with Habitat stakeholders. If any employee is commenting on a matter, careful consideration must be taken to ensure the position is not adverse or offensive to any of HFHGN’s stakeholders or prospective stakeholders. The Public Relations department must be notified of and given an opportunity to review and approve any posting involving a Habitat stakeholder.
• This policy must be followed in any communication regarding the work of Habitat. Employees are welcome and encouraged to share the good work of Habitat for Humanity with their family, friends and followers. However, employees must not use public websites or social media networks including but not limited to Twitter, Instagram or TikTok to become a public spokesperson on behalf of Habitat without permission from Public Relations. Employees are never allowed to use their position with Habitat to endorse any company, product or service.
• Accuracy and value-add must be ensured. When posting content, the employee’s overall goal must be providing value through worthwhile information. All posts must be fact-checked to ensure they are accurate and thorough. Proper attribution is always required for all copyrighted or borrowed material with citations and links, and when including another’s direct or paraphrased quotes, giving credit to the original material or author. Spell-check and grammar-check must always be completed, and all errors must be promptly corrected.
•All communication should be fair and courteous to all Habitat Stakeholders. Care must be taken to avoid posting statements, photographs, video or audio that reasonably could be viewed as malicious, obscene, threatening or intimidating; that disparage Habitat Stakeholders; or that might constitute harassment or bullying. Examples of such conduct include offensive posts meant to intentionally harm someone’s reputation or posts that could contribute to a hostile work environment on the basis of race, sex, disability, religion or any other status protected by law or HFHGN policy.
• All applicable laws must be followed. Employees must always comply with copyright law, as well as with applicable local, state or federal laws and regulations.
• Employees must not create unauthorized Habitat for Humanity social media accounts. No employee may create any social media account that takes on the identity of Habitat for Humanity of Greater Nashville or any of its programs without first obtaining permission from Public Relations.
The following requirements regarding online identity must be followed:
• All employees are responsible for what they post. Employees are personally responsible for any online activity that indicates they work for Habitat or which can be traced back to HFHGN’s domain. When engaging in any social media or professional social networking activity, all actions are public, and employees will be held responsible for all such activities.
•Employees must identify themselves accurately. If an employee’s online activity indicates that they work for Habitat, then they must make it clear that their posts (or views) are their own, are not authorized by HFHGN, and do not represent the views of HFHGN. Only certain designated HFHGN employees have authority to speak on HFHGN’s behalf.
•All rules regarding the use of HFHGN email must be followed. These are outlined in the HFHGN employee handbook equipment/property policy.
•All other HFHGN policies must be followed, including but not limited to the Anti-Harassment Policy, the Code of Conduct and Ethics Policy and the Confidentiality Policy, even when using social media sites on a personal basis.
•Employees must remember they are publishing in a public forum Since content is easily transferred and replicated across the Internet, it is nearly impossible to delete content once it has been published.
•Employees must remain aware of their association with HFHGN in online social networks. If an employee can be identified as an HFHGN employee, their profile, photographs and related content must remain consistent with Habitat standards for communications with colleagues and clients.
Please note:
• HFHGN reserves the right to monitor social media sites and blogs.
• HFHGN’s intent is not to limit any employee’s ability to participate in personal social networks with a personal email address outside of the workplace. However, what employees publish on these sites should never be attributed to HFHGN. Furthermore, even if an employee does not mention HFHGN, that information may be readily ascertainable and could reflect poorly upon the employee and HFHGN. Common sense and proper care must be applied when making online comments, even if they are intended to be only personal in nature. If any employee chooses to use their work affiliation on a social network, they must regard all communication on that network as being in a professional network.
•Nothing in this Policy is intended to interfere with any employee’s right to post materials protected by the National Labor Relations Act.
Any violation of this policy may result in disciplinary action, up to and including termination of employment.
1134 Remote Work Policy
HFHGN’s mission of building homes, communities and hope requires inperson collaboration and relationship building best accomplished through an in-person work setting.
HFHGN recognizes that in some instances, remote work privileges may be a feasible option for certain positions at certain times on a limited basis.
Executive Leadership and the HR Director will approve which positions can be accomplished remotely and the allowed frequency of the remote work, depending on the job duties outlined in the job description; professionalism, integrity and timeliness of the employee are also considered when granting approval.
These privileges are not an entitlement, and may be granted on a provisional, short-term, or periodic basis.
Remote work privileges may be rescinded at any time due to business needs, abuse, or for any other reason deemed appropriate by management.
New hires could be considered for remote work privileges as described above after at least 90 days of employment.
General expectations:
• Each Department Head will be responsible for ensuring that their function is represented in-person on a daily basis for proper coverage in the office as part of the smooth functioning of HFHGN.
• HFHGN work rules and other policies continue to apply to remote work.
• Remote employees are expected to be available and communicative during scheduled work hours. Employees will use their scheduled work time to carry out their job duties. Non-work commitments and activities should be scheduled around an employee's regular duties and responsibilities. Employees are expected to submit time off requests in advance to participate in any non-work commitment, in compliance with HFHGN policy and applicable law.
• Employees working remotely must be accessible by phone, email, and any other form of contact required by supervisor (e.g., videoconference with a camera turned on, Microsoft Teams chat). Employees working remotely should confirm expected response times with their supervisor.
• Employees should seek a quiet and distraction-free working space, to the extent possible.
• Employees may be required to deviate from their remote working agreement to be on HFHGN premises or another work location as
required by their supervisor and/or business necessity. If an employee is unable to accommodate these requirements, his or her remote work arrangement may be rescinded.
• If an employee's ability to work remotely is significantly impacted by a technological complication that cannot be resolved within a reasonable time, the employee will notify their supervisor immediately. The supervisor will then determine whether the employee can continue to work productively remotely or should report to their on-site work location or submit a time off request, if not able to report to the on-site work location.
• Employees may be required to provide an account of their workday to their supervisor or Department Head.
• Employees must take all possible measures to ensure the safety and integrity of HFHGN’s equipment and ensure confidentiality of HFHGN data as required by HFHGN’s policies and adhere to all related policies.
• Employees will use HFHGN’s equipment for business purposes only unless otherwise approved in writing by the IT Director.
• Employees working remotely may be subject to monitoring to ensure compliance with this policy or any other HFHGN policy or procedure. Employees may be required to disclose their remote work location as requested by their supervisor.
Failure to comply with this policy may result in disciplinary action, including termination.
SALARY ADMINISTRATION
Salary Administration
1201 Employment Categories
As a staff member, you are designated as either exempt or non-exempt under federal wage and hour requirements. Non-exempt employees are entitled to overtime pay (Policy 1207) under specific provisions of federal law. Exempt staff are excluded from specific provisions of federal wage and hour laws.
In addition to the above categories, you may belong to one or two other employment categories:
Full-time employees are those who are not assigned to temporary status and who are regularly scheduled to work 30 or more hours each week. HFHGN’s benefit package is available only to full-time staff, and generally, all full-time staff are eligible to receive all package benefits.
Any employee who is not able to satisfy full time hours maybe given the consideration to be a part time employee, if the position allows. If the position cannot be done on a part time basis, the employee’s employment can be terminated.
Part-time employees are those who are not assigned to temporary status and who are regularly scheduled to work between 10- 29 hours a week on average over the course of a year. While they do receive all legally mandated benefits (such as Social Security benefits), they are ineligible for any benefit programs offered by HFHGN except for proportional vacation, sick, bereavement and Holiday pay ( see Time off Policy) A full-time employee who also works part-time in another department is not considered a part-time employee. The time worked in both departments will be added together to calculate overtime.
Any employee working under 10 hours a week will not be eligible for any prorated time off.
Temporary employees are those employees who are hired to work for a limited duration of time. Temporary staff retains that status unless and until they are notified of a change in writing from a direct supervisor along with the approval of the President and CEO. While temporary employees receive all legally mandated benefits (such as workers’ compensation insurance and Social Security), they are ineligible for any benefit programs offered by HFHGN
Any employee who is not able to satisfy the hours for their position position maybe subject to termination of employment.
1202 Wage and Hour Policies and Procedures
As an organization, HFHGN salaries are paid for with donations from philanthropic individuals and from Habitat funds made available for that purpose. Therefore, in the HFHGN environment it is extremely important that all employees are on time and work efficiently and effectively throughout their workday. Please review the following carefully so that you will clearly understand what is expected of you as an employee within HFHGN and what you can expect.
1203 Work Schedules—Hours of Work
Office work hours are 8:00 a.m. – 5:00 p.m., ReStore hours may vary.
Every department must be covered during the normal office hours, including lunch. Lunch breaks will need to be staggered accordingly.
Non-exempt positions are eligible for overtime as per over time policy (policy 1207)
Exempt positions are expected to work 40+ hours per week. With Supervisor approval, work hours may vary by day.
Your supervisor will advise you of the times you are scheduled to work. It is important that you are prepared to start work at the beginning of the workday and work until your regular end time. If you will be late, you must notify your supervisor before the beginning of the workday.
1204 Attendance and Punctuality
HFHGN expects you to be reliable and punctual in reporting for scheduled work. Absenteeism and tardiness place a burden on other staff and on HFHGN.
The following occurrences for employees who are required to record their hours using Paycor, are grounds for discipline up to and including termination (in the sole discretion of respective department head and HR Director):
o Late arrivals: Employees who are arriving 8 or more minutes late to their scheduled shift and are doing so in excess of 3 times per pay period.
o Early arrivals: Employees who are arriving 8 minutes earlier or more to their scheduled shifts, without their supervisor’s approval, and are doing so in excess of 3 times per pay period.
o Early departures: any employees leaving their scheduled shift unauthorized and without proper notice.
o Unexcused absences: Any employees failing to provide proper documentation and notification for their absence
o Excessive absences: Any employee habitually calling out and missing 2 or more shifts in a pay period.
o Missing punches: Any employees failing to clock in and out for their scheduled shifts in excess of 4 missed punches during the pay period.
o Improper call outs : If you cannot avoid being late to work, or are unable to work as scheduled, you must notify your supervisor directly and as far in advance as possible of the anticipated tardiness or absence, 2 hours prior to your scheduled shift is considered a proper call out, extreme emergency situations will be taken into consideration.
Any employee who does not report to work for two or more consecutive days and does not provide proper notification to HFHGN is considered to have resigned voluntarily.
1205 Time Keeping
If you are an hourly staff member, you are responsible for keeping an accurate record of the time you work. Federal and state laws require HFHGN to keep an accurate record of time worked by hourly staff in order to calculate pay and benefits. You are responsible for clocking in and out at designated times, including beginning of work, end of work, beginning of lunch break and end of lunch break. The employee incurring overtime is required to obtain his/her supervisor or manager’s pre-approval for any hours worked over 40 hours per week.
Your supervisor or manager will have to approve any changes in scheduled hours.
When clocking in or out there is a 15-minute window in order to be on time. You can clock in up to 7 minutes prior to the designated clock in time and up to 7 minutes after to be considered on time. An example is if your scheduled start time is 8 a.m., then you can clock in between 7:53 a.m. and 8:07 a.m. to be considered on time. You are expected to work your full eight hours.
The supervisor will review and submit your time card for payroll processing. Tampering, altering, or falsifying time records may result in disciplinary action, including termination.
1206 Build site Support
Within each build season, after supervisor’s or manager’s approval , HFHGN’s employees will have the opportunity to sign up for build site support that consists of welcoming the volunteers and guiding them where to park at the build site. Employees who do so and after confirming their
attendance, will be paid mileage from the office to the build site and back, this time will also be compensable. Employees need to follow all safety guidelines when being at the build site area. Build site support follows HFHGN’s Attendance and Punctuality policy. Minimum suggested are 3 shifts per season, maximum suggested are 6 shifts per season.
1207 Overtime (Non-Exempt Staff)
When operating requirements or other needs cannot be met during regular working hours, overtime hours may result. Overtime compensation is paid to all hourly employees in accordance with federal wage and hour laws. Any hourly employee working in excess of 40 hours in a workweek is entitled to time and one-half for those hours in excess of 40. Business needs permitting and with Supervisor’s approval, the employee may be eligible to adjust their work hours in the same work week, to maintain 40 hours for that week.
You must receive your supervisor’s prior authorization before you perform any overtime work. If you fail to get this permission, you will be subject to HFHGN’s disciplinary policies
As required by law, overtime pay is based on actual hours worked. Time off for sick leave, vacation leave, paid time off for holidays, or any leave of absence (i.e., jury or witness duty) will not be considered hours worked for purposes of performing overtime calculations.
There are occasions when an employee has the opportunity to volunteer with Habitat. If a HFHGN employee is performing activities similar to those that other employees are performing as paid employees, then they are “working” and not “volunteering” and will be compensated for the time worked and approved by their supervisor
1208 Work Schedule (Exempt staff)
As part of HFHGN’s commitment to supporting a healthy work-life balance, we understand that there are times when our exempt (salaried) employees need to work hours outside of a standard 5 day workweek, 8 hours per day to meet project deadlines or achieve important goals. With prior supervisor approval, exempt employees have an option to adjust their work schedule to accommodate such situations. This may include starting their workday later or leaving earlier on another day within the same pay period, as long as it aligns with the team’s needs and ensures that all responsibilities are met.
1209 Breaks and Meal Periods
Employees will be provided at least 30 minutes for an unpaid meal period each scheduled workday of 6 or more hours Your supervisor will advise you of the time you are scheduled for a meal period. Occasionally, the nature of HFHGN’s activities may require some adjustment to your scheduled meal and break periods.
Each workday and depending on business needs employees may take up to two break periods of 15 minutes in length, after obtaining supervisor’s approval, one in the morning and one in the afternoon To the extent possible, break periods should be taken in the middle of work periods Since this time is counted as time worked, you must not be absent from your workstation beyond the allotted break period time. You may not visit with employees that are not on their break period because you may impact the successful completion of their work. It is recommended that you take your break period away from work areas so that others are not disrupted from their work. If you choose to remain at your workstation during a break period, you are requested not to disturb employees not on break period.
Employees who do not take one or both breaks are not permitted to leave early.
Employees who are on a paid break period must remain on premises.
1210 Paydays
All employees will be paid Bi-Weekly Paydays will be every other Friday Each paycheck for exempt employees will include earnings for all work performed through the end of the previous payroll period. Each paycheck for non-exempt employees will include pay through the prior two work weeks.
Employees may have their pay directly deposited into their local bank account if one provides advance written authorization to HFHGN. An itemized statement of wages is available to all employees on Paycor.
1211 Pay Advances
In the event of a severe personal hardship, an employee who has completed their 90 Day Introductory Period may submit a written request for a pay advance to the HR Director, indicating the nature of the emergency or hardship involved. Emergencies include but are not limited to unanticipated medical expenses for you or a member of your immediate family; the death of an immediate family member; transportation to and from work; or the loss of personal goods due to fire or theft. Where appropriate, the employee may be asked to provide documentation of their personal hardship.
The HR Director will submit to the President and CEO who will evaluate the request and determine whether a pay advance should be granted. In no event will an employee be granted a request for an advance of pay representing more than two weeks unearned compensation. All pay advances must be repaid by payroll deduction within six pay periods. You may not receive more than one emergency pay advance in a sixth-month period, unless an exception was approved by the HR Director and CEO.
1212 Administrative Pay Corrections
HFHGN takes all reasonable steps to assure you receive the correct amount of pay each pay period and you are paid promptly on the scheduled payday.
In the unlikely event that there is an error in the amount of your pay, you should promptly bring the mistake to the attention of the Human Resources Director so that corrections can be made as quickly as possible. Once underpayments are identified, they will be corrected immediately, and a manual check or a transaction through Paycor will be issued for the difference or the correction amount.
It is your responsibility to notify HFHGN in the event of an overpayment of wages as soon as you are aware of the discrepancy. If an overpayment is made, HFHGN may arrange for the immediate return of any overpayment or may elect to recover the overpayment at the next available pay period by reducing future wages accordingly.
1213 Pay Deductions and Setoffs
HFHGN will not dock or otherwise make deductions from the pay of any employee except as required by law or requested by the employee. The law requires that HFHGN make certain deductions from every employee’s compensation. Among these is applicable withholding of federal income taxes. HFHGN also must deduct Social Security taxes (“FICA”) on each employee’s earnings up to a specified limit that is called the Social Security “wage base.” HFHGN matches the amount of Social Security taxes paid by each staff member.
Pay setoffs are pay deductions taken by HFHGN, usually to help pay off a debt or obligation to HFHGN or others (i.e., garnishments). These deductions are handled by the Payroll Department as required by the government authority.
Any employee who believes an amount has been improperly deducted from his or her pay should immediately report the matter. If the employee has questions concerning why deductions were made from their paycheck or how they were calculated, notify your supervisor who will contact the Human Resources Director when appropriate. Upon receipt of any report of improper deductions or docking, HFHGN will perform a thorough investigation. If an improper deduction has occurred, HFHGN will
reimburse the employee for all amounts improperly deducted from his or her pay. HFHGN will further take all necessary actions to prevent such improper deduction from occurring in the future.
1214 Employment Separation
Separations are an inevitable part of life within any organization, and many of the reasons for separations are routine. The following are examples of some of the most common circumstances under which employment separation occurs:
Resignation employment termination initiated by an employee who chooses to leave HFHGN voluntarily.
Layoff employment termination initiated by HFHGN for other than performance reasons (i.e., lack of work or funding).
Retirement voluntary retirement from active employment initiated by the staff member.
Termination with or without cause and with or without notice.
Employees are asked to provide HFHGN with at least two weeks of written notice prior to ending their employment. In the event an employee fails to do so, absent extreme circumstances, the employee will not be eligible for re-hire and will not be paid out any of their unused vacation.
Employees cannot use any vacation time during the last 2 weeks of employment or attend any offsite training so that cross-training of remaining employees is not compromised. Any sick time taken during the last 2 weeks of employment needs to be supported by a doctor’s note, otherwise sick time will not be applied.
All employees who leave HFHGN for any reason shall receive all pay due to them, including earned vacation time (with proper notice) with the following qualifications:
• Employees will not be paid for unused sick leave.
• Employees will not be paid for unused wellness time.
• All insurance benefits are canceled at the end of the month in which the resignation or termination is effective unless the employee wishes to continue such coverage at his or her own expense under the COBRA provisions of the law (Policy 1409).
1215 Rehires
Any previous employees who are eligible for rehire and wish to be rehired at HFHGN will have to undergo the normal recruitment process, including reference check, drug test and a background check. In addition, any new rehires will undergo a 90- day review.
Bridging years of service will be considered if the following criteria are met:
1- The employee had previously worked for at least a 12-month period at HFHGN.
2- The period of the last employment with HFHGN was equal to or more than the period of separation from HFHGN.
1216 Severance Pay
Severance pay and its amount are provided at the sole discretion of Executive Leadership and the HR Director. It is designed to provide a former employee with appropriate funds to help pay the employee’s living expenses while looking for another job. In addition, severance pay is intended to help defray some of the cost of a job search. The factors used to determine the amount of an employee’s severance pay may include, but are not limited to, how long the employee has worked at HFHGN, the likelihood that the employee will find a comparable position, and the length of time it is likely to take to find a comparable position.
HFHGN may at its discretion provide severance pay to full-time employees whose employment is involuntarily terminated for reasons other than wrongful acts. If you commit a wrongful act, your employment may be terminated immediately with no severance pay. This will be determined after consultation with Executive Leadership and the HR Director. In addition, you will not be entitled to consideration for severance benefits if you:
• Were hired as temporary staff for a specified period of time.
• Were offered, but refused, to accept another comparable position with HFHGN.
TIME OFF -- PAID AND UNPAID
Time Off – Paid and Unpaid
1301 Time Off and Leave
The following section governs allowed time off for leisure, illness, personal activities and holidays.
Note for new employees:
All new employees will undergo a 90-day performance review to determine whether the employee meets their performance and job description expectations In order to accurately and effectively review the employee’s performance, employees are not allowed to use vacation time until their 90day review period has passed, emergency basis is an exception.
In situations where vacation has been scheduled during the initial 90-day review period, it must be pre-approved by your supervisor. The time off will be granted as vacation and will be accounted for as it is earned. In the event that the employee leaves prior to earning back the paid vacation, any days of unearned vacation will be deducted from the final paycheck
1302 Vacation Policy
Full time employees receive paid vacation days according to the vacation eligibility tables shown below. Part-time employees receive a proportional amount of the benefit Vacation days will be front loaded on Paycor annually upon the employee's anniversary date. However, vacation days are earned based on the accrual information below. Vacation days taken but not yet earned will be deducted from the employee's final pay, should their employment separate for any reason.
Full-time staff will accrue .83 day per month up to a maximum of 10 days for the year, beginning on their first day of hire (1.66 days per month per year for Leadership and Department Head Level positions and 1.25 for other Director and Senior Manager positions). The employee is eligible to borrow his or her unaccrued days for the remainder of that anniversary year, to be paid back if employment terminates before the end of that year. Parttime employees who work a minimum of 10 hours a week will accrue vacation at a rate of 0.415 day per month up to a maximum of 5 days for the year, beginning on their first day of hire.
If you use all your vacation time and do not work the full next 12 months, the difference between vacation pay earned and vacation pay received must be returned to HFHGN, typically in the form of a deduction from your final paycheck, although other arrangements may be made as needed and approved by the HR Director
Regardless of the day of the month you begin employment, you will receive full credit for the month.
HFHGN vacation is to be used in the year it is awarded. A carry over of 40 hours of vacation time will occur automatically on employee’s anniversary date on the time off keeping system.
Upon termination of employment and if applicable, you will be paid for days accrued through the last day of the month in which you terminate employment. If you have used more days than accrued, these will be deducted from your final paycheck.
Vacation must be scheduled at least two weeks in advance and must be approved by your supervisor through the online Paycor leave request system.
Vacation Table (all staff except Leadership, Department Heads, other Directors & Senior Managers):
Length of service
Benefit:
< 3 years 10 days per year
4– 5 years 12 days per year
6 years + 15 days
Vacation Table (Leadership and Department Heads, other Directors & Senior Managers):
Length of service
Benefit:
All years of service ( department Heads) 20 days per year
All years of service ( other Directors & Senior Managers) 15 days per year
Note for leadership and department heads: a maximum of 20 days annually, not including any days carried over from the previous anniversary year.
For other Directors & Senior Managers :a maximum of 15 days annually, not including any days carried over from the previous anniversary year.
1303 Holidays
HFHGN will grant paid holiday time off to all employees (Part-time employees will be paid a prorated number of hours) on the following holidays:
New Year’s Day (January 1)
Martin Luther King Jr. Day (third Monday in January)
Good Friday (Friday before Easter)
Memorial Day (last Monday in May)
Independence Day (July 4)
Labor Day (first Monday in September)
Thanksgiving Day 2 days (fourth Thursday in November and the following day)
Christmas 2 days (as designated by the HR Director)
In the event a holiday falls on a weekend, the HR Director will declare when the holiday will be taken. If a holiday falls during your vacation, the holiday will not be charged as vacation time.
If you are an hourly employee and you are assigned to work on a holiday, you will receive holiday pay (an hour of pay for each hour worked) in addition to actual hours worked.
To be paid for a holiday, hourly employees must work their scheduled hours on the workday preceding and following the holiday unless the absence is excused by the supervisor prior to the absence, or the employee has a doctor’s excuse for illness.
If an employee wishes to take time off for a Holiday not on the list of approved Holidays, it must be taken as a vacation day with the appropriate written approval in advance.
1304 Sick Leave & Wellness day
If you are unable to report to work due to an illness or injury you must notify your supervisor directly before the scheduled start of your shift, if possible. Your supervisor must also be contacted directly on each additional day of absence. Each employee is responsible for entering their sick leave requests through the online Paycor leave request system.
HFHGN provides paid sick leave benefits to all full-time staff for periods of temporary absence due to illness or injuries. If you are a full-time staff member, you will be provided sick leave benefits at the rate of 10 days per calendar year. You may use sick leave benefits for an absence due to illness or injury sustained by either you or an immediate family member (spouse, child or parent.)
If you are a part time employee, you will be provided sick leave benefits at the rate of 5 days per calendar year.
If you are a new full time or part time employee, you shall receive a prorated amount of sick balance from the date of your hire to the end of the calendar year.
If you are absent due to illness or injury, you may be required to provide your supervisor with a physician’s statement verifying the illness and its beginning and expected ending dates; this form will be retained by the Human Resources Director. Such verification may be requested for other sick leave absences and may be the basis for payment authorization of sick leave or disability insurance (Policy 1304/1403). Before returning to work from a sick leave absence of 3 working days or more, you may be asked to provide a physician’s verification releasing you to return to your normal work functions. HFHGN may, in its sole discretion, require a physician’s verification if the employee is sick less than 3 working days.
If you become sick during your vacation period and a physician’s letter confirms, you will have the option of having those days charged as sick leave rather than vacation.
As an additional condition of eligibility for sick leave benefits, you must apply for any other available compensation and benefits. Sick leave benefits will be used to supplement any workers’ compensation (Policy 1605), FMLA (Policy 1305) or disability insurance (Policy 1403) benefits that you are eligible to receive. The combination of any such disability payments and sick leave benefits cannot exceed your normal earnings.
Your unused sick leave benefits will be allowed to accumulate from a prior calendar year into a subsequent calendar year until you have been provided a total of 20 calendar days. Once you have been provided 20 days, you will not be provided any additional sick leave days until you reduce your balance below this limit. Unused sick leave will not be paid to an employee at the time of termination of employment or retirement.
Wellness Day
In support of the health and well-being of our employees who carry out the work of our ministry, HFHGN employees are allowed to request one “wellness” day per calendar year. The wellness day must be approved by the employee’s supervisor via Paycor. The wellness day cannot be carried over from one calendar year to the other and will not be paid out at the time of separation of employment for any reason. Part time employees are eligible for a pro-rated wellness day.
Note: managers / supervisors are not allowed to approve any time off requests (sick or vacation or wellness) if employees exceeded their allotted balances for the calendar or anniversary year. Negative balances are not allowed, unless a special exception was approved by the HR Director and CAO.
1305 Family and Medical Leave Policy (FMLA)
1.0 PURPOSE
Habitat for Humanity of Greater Nashville has adopted this policy to implement the terms of the Family and Medical Leave Act of 1993, as amended (FMLA). Eligible employees are entitled to family and medical leave on the terms and conditions stated in this policy.
2.0 TYPES OF LEAVE
Parental Leave
Leave needed by the employee to care for or bond with the employee’s child within 12 months of the birth or placement for adoption or foster care of the child.
Serious Family Illness Leave
Leave needed by the employee in order to care for a spouse, child (under the age of 18 or over the age of 18 but incapable of self-care because of a mental or physical disability) or parent who has a serious health condition (an illness, injury, impairment, or physical or mental condition that involves either inpatient care or continuing treatment by a health care provider).
Serious Personal Illness Leave
Leave needed by the employee because of a serious health condition (an illness, injury - including job-related injuries, impairment, or physical or mental condition that involves either inpatient care or continuing treatment by a health care provider) that renders the employee unable to perform the functions of his or her job.
Qualifying Exigency (“QE”) Leave
Leave needed by the employee due to a qualifying exigency arising out of the fact that a spouse, child or parent is on or called to qualifying active duty. Qualifying exigencies include short-notice deployments, military events and related activities, childcare and school activities, financial and legal arrangements, counseling, rest and recuperation, post-deployment activities and other events which arise out of the active duty or call to active duty, provided that HFHGN and employee agree that the “other event” qualifies as an exigency and agree to the timing and duration of the leave.
Military Caregiver Leave
Leave needed by the employee (who is the spouse, parent, child or next of kin of a service member) to care for a covered service member with a serious health condition incurred in the line of duty (which rendered the covered service member medically unfit to perform duties of the member’s military rank). Employees may only take one Military Caregiver Leave per injury/illness, regardless of the duration of the injury/illness. If the same covered service member suffers another illness/injury or if a different covered service member suffers a serious health condition, the employee may take another Military Caregiver Leave.
3.0 ELIGIBILITY
Employees (a) who work at a worksite where HFHGN employs 50 or more employees within a 75 mile radius of that worksite; (b) who have a cumulative (not necessarily continuous) 12 months of prior service; and (c) who have worked at HFHGN for at least 1,250 hours during the 12 months immediately preceding the date on which the FMLA leave would commence, are eligible for the Family and Medical Leave Act (FMLA) Leave.
4.0 DURATION In General
Eligible employees are entitled to a total of 12 weeks of FMLA leave during any “rolling” 12-month period (measured backward from the date the FMLA leave sought by the employee would begin).
Military Caregiver Leave
Eligible employees are entitled to a total of 26 weeks of leave (including any leave taken for another FMLA-qualifying reason) during the 12-month period measured forward from the date the Military Caregiver Leave sought by the employee would begin.
Married Employee Couples
In cases where both husband-and-wife work for HFHGN, they will be eligible for a combined total of 12 weeks of FMLA leave (26 weeks in the case of Military Caregiver Leave) for Parental Leave, Serious Family Illness Leave to care for the employee’s own parent, and Military Caregiver Leave.
Special Rules Applicable to Qualifying Exigency Leave
As part of an eligible employee’s entitlement to Qualifying Exigency Leave, the employee may take up to seven (7) calendar days of leave related to a short-notice deployment and up to five (5) days of leave to spend time with a covered service member who is on short-term, temporary, rest and recuperation leave following a period of deployment. Entitlement to Qualifying Exigency Leave for financial/legal matters and post-deployment
activities expires ninety (90) days after the termination of the covered service member’s active-duty status.
Intermittent Leave or Reduced Work Schedule Leave
When medically necessary, Serious Family Illness Leave, Serious Personal Illness Leave, or Military Caregiver Leave may be taken intermittently, in separate blocks of time (no less than one hour), or on the basis of a “reduced leave schedule” under which an employee’s usual working hours each day or each week are reduced.
The employee may be transferred to an alternate position during a period of intermittent or reduced leave schedule, if necessary to accommodate the leave. This will not affect the employee’s right to reinstatement to the position he or she held before the leave when the leave period is concluded; however, an employee may be placed in an equivalent position.
5.0 WHEN LEAVE BEGINS
FMLA leave begins as of the date HFHGN designates the leave as FMLA leave. Leave will be retroactively counted as FMLA leave for the entire portion of the leave period (beginning with the first day of the leave period) to the extent that the leave period qualifies as FMLA leave. Accordingly, if HFHGN learns that leave is for an FMLA purpose after leave has begun, the entire leave period will be retroactively counted as FMLA leave.
6.0 REQUESTS FOR LEAVE
Absent unusual circumstances, employees must follow HFHGN’s regular call-in policies when they are planning to miss work for reasons potentially covered by FMLA Leave. Simply calling in “sick” is insufficient to request FMLA Leave.
FMLA Leave requests should be submitted to the Human Resources Director via email. Requests for Serious Family Illness Leave, Serious Personal Illness Leave, or Military Caregiver Leave should be accompanied by a Medical Certification Form (available from Human Resources) whenever the need for such leave is foreseeable. In cases where the need for leave is not foreseeable, the employee must inform Human Resources as soon as practicable under the circumstances and must provide a Medical Certification within 15 calendar days of the request or as soon as reasonably possible under the circumstances. Failure to provide proper medical certification may result in denial of leave, or denial of continuation of leave until the certification is provided.
Sometimes HFHGN will know the reason for the leave but will not be able to confirm that the leave qualifies under the FMLA’s Parental, Serious Family Illness, Serious Personal Illness Leave, or Military Caregiver Leave,
or HFHGN will have requested medical certification that has not yet been received or the parties are in the process of obtaining a second or third medical opinion. In these cases, HFHGN may preliminarily designate the leave as FMLA leave. Upon receipt of the requisite information from the employee, or of a medical certification confirming the leave qualifies under one of the FMLA leave provisions, the preliminary designation will become final. If information from the employee or the medical certification fails to confirm that the leave qualifies under the FMLA, HFHGN may withdraw the designation. It will then notify the employee in writing of this withdrawal.
Employees must provide HFHGN with at least 30 days’ notice of the need for FMLA leave whenever the need for the leave is foreseeable (such as when the leave is for an expected birth or placement for adoption or for planned medical treatment). When planning medical treatment, employees should consult with their supervisors and attempt to schedule the treatment so as to minimize the impact of the employee’s absence on HFHGN’s operations. In cases when the need for leave cannot be anticipated 30 days in advance, the employee must give notice of the need for leave as soon as practicable under the circumstances after the employee learns of the need for the leave. Failure to give proper advance notice of the need for FMLA leave when the need for such leave is foreseeable may result in denial of the leave until 30 days after such notice is provided. HFHGN may request recertification every 30 days, or whenever the employee requests an extension of leave, circumstances described in the original certification have changed significantly (such as the duration or nature of the illness or complications), or HFHGN receives information that casts doubt on the continuing validity of the certification.
If the minimum duration of the period of the incapacity specified on the last certification is greater than 30 days, recertification will not be requested until that period has passed, unless one of the circumstances above applies. This provision applies to both continuous and intermittent or reduced-schedule leave.
The recertification must be provided within 15 days of HFHGN’s request where feasible, and the employee must pay any costs associated with the recertification.
If HFHGN has reason to question the validity of Medical Certification provided by the employee’s health care provider, HFHGN may require the employee to obtain a second opinion, at HFHGN’s expense, from a health care provider designated by HFHGN. In the event the second opinion differs from the first, HFHGN may require the employee to obtain a third and final opinion, again at HFHGN’s expense, from a health care provider jointly approved by HFHGN and the employee.
Timely requests for FMLA leave from eligible employees will be granted as required by state and federal law.
FMLA leave is unpaid. If an employee is simultaneously eligible for FMLA leave and Paid Time Off, which includes Sick Leave (Policy 1304) and Vacation (Policy 1302), then the employee must exhaust his or her accrued Paid Time Off as part of the FMLA leave. Any type of leave for which an employee is simultaneously eligible will run concurrently with FMLA leave. If the employee is getting paid a reduced amount for another type of leave (such as STD or Worker’s Comp), the remaining balance will be compensated using eligible Sick and Vacation Time
7.0 BENEFITS DURING LEAVE
Paid Time Off
If the leave of absence extends beyond one complete pay period, vacation and sick leave will not accrue as of the beginning of the next pay period.
An employee will not receive holiday pay unless the employee is on concurrent paid time off at the time of the holiday.
Health Insurance
An employee may continue health coverage as an active employee while on FMLA (including workers’ compensation leave) for up to a maximum of 90 days. Health insurance contributions and any voluntary individual coverage deductions will be deducted from payroll in the usual manner while an employee is on paid leave. During any portion of unpaid leave, an employee may elect to (1) prepay his/her contributions through authorized payroll deductions, (2) retain coverage by making timely payments of the employee’s regular share of health insurance contribution payments, or (3) elect not to retain coverage during the leave. Failure to make timely payments while on leave may result in the termination of benefits after 15 days’ notice to the employee. If an employee chooses not to retain group health coverage while on FMLA and/or fails to make timely premium payments, he/she may reinstate his/her coverage when he/she returns to work without any qualifying terms.
If an employee states that he or she does not intend to return to work, fails to return from FMLA, or extends his/her leave beyond the 12 weeks, he/she is eligible for continuation of health benefits under COBRA. An employee’s coverage under any health plan also ceases if and when the employment relationship would have terminated if the employee had not taken FMLA leave (e.g., as part of a reduction in workforce). The COBRA qualifying event will be the date the employee indicates he/she is not returning or after he/she ceases to be an active employee under the terms of HFHGN’s health plan. If an employee does not return to work, the employee must
reimburse HFHGN for HFHGN’s share of group health contributions paid during any portion of the employee’s leave. An employee will not be deemed to have returned to work unless the employee returns for at least 30 days, retires directly from FMLA leave, or retires during the first 30 days after returning from leave. HFHGN may deduct the reimbursement amount from any final payments or disbursements owed to the employee (unless prohibited by state law). However, HFHGN is not entitled to recovery if the employee is unable to return to work as a result of the continuation, recurrence, or onset of a serious health condition, or other circumstances beyond the employee’s control.
Other Employer Paid Benefits
All employer-paid benefits (life, long-term disability) will continue during the 12-week FMLA leave period and any approved extension (but only when there is a fixed return date) whether the leave is paid or unpaid.
8.0 EMPLOYEE’S RESPONSIBILITY DURING LEAVE
In the event an employee has a change of address or phone number while on leave, he or she must notify HFHGN’s Human Resources Director
Each employee must also keep the Human Resources Director informed periodically of the employee’s status and intention to return to work. If an employee decides not to return from family or medical leave or learns that he or she will be unable to return at the end of the leave period, the employee must notify the Human Resources Director as soon as possible.
9.0 OUTSIDE EMPLOYMENT DURING LEAVE
While on FMLA leave, an employee may not actively pursue other employment or business opportunities. If HFHGN discovers that any employee has pursued other employment or business opportunities during a leave period or has utilized a leave period to work for another employer (whether on a temporary, part-time, or full-time basis), engages in selfemployment, or otherwise operates or maintains a business, HFHGN will consider that the employee has resigned as of the date HFHGN becomes aware of such activity. The employee will be denied reinstatement after the leave period ends.
10.0 EXTENSION OF LEAVE
Any request for an extension of FMLA must be submitted in writing at least two days prior to the expiration of the approved leave of absence, or as soon as practicable based on the circumstances. Requests must be submitted to the Human Resources Director. If an employee is on medical leave or leave for the serious illness of a family member, HFHGN may require recertification before granting an extension. If a request for extension is not approved, the employee is due back on the original return date.
A request for an FMLA leave extension beyond the statutory leave period may be granted at the discretion of HFHGN, although HFHGN has no obligation to return the employee to his/her original position, to an equivalent position or to any other position when the employee is able to return to work.
11.0 REINSTATEMENT
An employee returning from FMLA Leave for his or her own serious health condition should notify the Human Resources Director of availability to return to work immediately upon being released to return to work by the employee’s health care provider. The employee should also provide the Human Resources Director with a certification from the health care provider confirming the employee’s fitness to return to his or her normal duties if the duration of the leave exceeded seven working days. Failure to provide a requested fitness-for-duty certification may result in denial of reinstatement until this certification is provided.
An employee desiring to return from FMLA Leave for other than his or her serious health condition before the date the leave was due to expire, should give written notice to the Human Resources Director of the desire to return to work at least 14 days before the desired return date.
An employee returning from FMLA Leave will normally be reinstated to the position held by the employee at the time the leave commenced or to an equivalent position. However, an employee returning from FMLA Leave will have no greater right to employment or employment in a specific position than he or she would have had in the absence of the leave.
An employee is entitled to any unconditional pay increases which occurred during the employee’s leave (such as cost of living increases or market adjustments). Upon return to work, an employee’s date of hire will remain unchanged, but his/her salary review date will be adjusted by the number of days of leave over 30 used during the leave.
An employee has no greater right to reinstatement or to other benefits and conditions of employment than if the employee had been continuously employed during his or her FMLA leave.
12.0 KEY EMPLOYEES
HFHGN may deny reinstatement to a key employee to prevent substantial and grievous economic injury to HFHGN’s operations, such as destruction of HFHGN’s economic viability or substantial, long-term economic injury to HFHGN. If HFHGN believes that a key employee will be denied reinstatement, HFHGN will give the employee written notice of this denial at the time that the employee requests or begins leave, whichever is earlier. If notice cannot be given at either time because HFHGN must
decide whether the employee is a key employee, HFHGN must give notice to the employee as soon as it is feasible to do so. HFHGN must allow a key employee a reasonable time to return to work after receiving the notice. If a key employee does not return to work after receiving a notice that reinstatement will be denied at the end of the leave period, HFHGN must continue health benefits until the end of the employee’s leave period unless the employee states that he or she will not return to work, or until reinstatement is actually denied at the end of the employee’s leave period. A key employee who receives notice that reinstatement will be denied may still request reinstatement at the end of the employee’s leave period.
1306 Return-to-Work and Reasonable Accommodation
In fulfilling Habitat for Humanity of Greater Nashville’s (HFHGN) commitment to provide a safe and healthy working environment, a Returnto-Work and Reasonable Accommodation Policy is in place for employees who have sustained an injury or have a qualifying illness that causes them to be absent from work or require an accommodation to return to work.
1.0 REASONABLE ACCOMODATION
HFHGN employees will have to request reasonable accommodation from the HR Director. HFHGN will make reasonable effort to accommodate the injured/ill employee unable to perform his or her essential functions as a result of an injury or illness in accordance with the guidelines set forth by the Americans with Disabilities Act and HFHGN’s Family Medical Leave Act Policy.
2.0 RETURN-TO-WORK
HFHGN will work toward facilitating the injured/ill employee to an appropriate and timely return to work in the original position where they were employed at time of the injury/illness, if possible. If the original department is unable to place an employee in a suitable position, HFHGN will try to identify an appropriate position in another department. All attempts to place the employee in another area must be in cooperation with managers and the employee.
1307 Bereavement Leave—Death in the Family
You are eligible to take up to five days of paid bereavement leave if there is a death in your immediate family, and you are attending the funeral and/or making funeral arrangements. In such case, you should notify your supervisor immediately. Your supervisor must approve the number of days you may take. With your supervisor’s approval, you may also use any available vacation, comp or sick days for additional time off.
HFHGN defines “immediate family” as your spouse, parent, legal guardian, child, sibling, grandparent, grandchild, son-in-law, daughter-in-law, sisterin-law, brother-in-law or your spouse’s immediate family.
With your Manager’s and the HRD’s approval , the five days do not have to be taken consecutively.
Part time employees are eligible for a pr-rated bereavement leave.
1308 Military Leave
HFHGN complies with all applicable state and federal laws with respect to requests for military leave, including USERRA.
1309 General Leave of Absence or Leave without Pay
A general leave of absence (LOA) due to extenuating or special circumstances (other than FMLA Leave, Policy 1205) may be granted for a period of up to three months provided the employee has completed at least six months of continuous service with HFHGN at the time of the request. A LOA will not be approved for an absence resulting from incarceration or to pursue other employment.
The decision to grant a general LOA will be made on a case-by-case basis by the President and CEO or his or her designated representative and will be based on, but not limited to, the reason for the leave and the impact on the workload. A general LOA must be requested in writing for any absence that exceeds two weeks, signed by the employee’s supervisor (as acknowledgement) and submitted to the President and CEO or his or her designated representative for consideration. The request should outline the reason for the LOA, the date the LOA is to begin and the expected return date. Additional documentation supporting the employee’s need for an LOA may be requested. If approved, a general LOA is without pay unless the employee has vacation or sick time available. The employee will be responsible for remitting monthly payment for any missed benefit payroll deductions while out on LOA.
Reinstatement at the end of the LOA cannot be guaranteed. Employees who don't return to work the first scheduled workday following the end of the leave will be considered to have voluntarily resigned. In addition, if it is learned that during an approved LOA the employee is working for another employer, the LOA will cease, and the employee will be considered to have voluntarily resigned. In no case will a general LOA exceed three months.
Leave without pay (LWOP) not related to FMLA leave may be granted for a period of one to 10 days per request, provided the employee has completed at least one year of continuous service with HFHGN at the time of the request. A decision to grant LWOP will be made on a case-by-case basis by the President and CEO or his or her designated representative and will be based on, but not limited to, the reason for the leave and the impact on the workload. To request LWOP, the employee must have exhausted all vacation time available. An employee must put the request for LWOP in
writing, have it signed by the employee’s supervisor (as acknowledgement) and submitted to the HR Director for consideration. The request should outline the reason for the LWOP and the date the LWOP is to begin and end.
1310 Inclement Weather
HFHGN is open unless it is determined by Executive Leadership to close due to inclement weather. If it is determined to close for the day, open late or close early, you will be notified by your supervisor. Employees whose job has the capability to work remotely with Leadership and HR approval will be expected to work remotely unless notified otherwise by their supervisor. Employees whose Job Descriptions state that their job does not have the capability to work remotely will be paid for their regular hours (full time hours and part time hours) while HFHGN is closed due to inclement weather. If the Agency is open and you decide that you are unable to safely drive to and/or from work for the specified hours of operation, you are offered three choices:
1. You may use available vacation time.
2. You may make up the time missed during that work week, working the number of hours missed if approved by your supervisor.
3. You may work remotely as a work from home eligible job if approved by your supervisor
1311 Jury Duty
Jury duty is everyone’s civic responsibility. All Employees will be paid at their normal compensation rate for the hours actually served as a juror or required to report to jury duty in person for possible selection on a jury during the employee’s regular working hours (but not overtime rates). HFHGN will maintain the employee’s position until the jury duty assignment ends. Failure to report to work the first workday following the end of the jury duty assignment will be treated as a voluntary resignation. If you are called to jury duty, you must notify your supervisor as soon as possible so that the supervisor may make arrangements to accommodate your absence. You are expected to report for work whenever the court schedule permits. Either HFHGN or you may request that you be excused from jury duty if, in HFHGN’s judgment, your absence would create serious operational difficulties.
Insurance benefits will remain in effect and unchanged for the full term of the jury duty absence. Accrual for benefits calculations, such as vacation, sick leave, or holiday benefits, will not be affected during jury duty leave.
BENEFITS
1401 Benefits
The following sections describe in detail the benefits that employees are eligible to receive. Please review this section carefully, since certain benefits have time frames for eligibility.
1402 Medical Insurance
If you regularly work at least 30 hours per week you are eligible for health care coverage under the HFHGN health plan. There is an eligibility waiting period, so your coverage begins the first day of the second month following the date you are employed. For example, if you start work on May 10, your coverage will begin July 1.
If you do not apply for health care coverage within thirty-one (31) days of your eligibility date but apply for coverage at a subsequent date, you will be required to provide documentation to support any life qualifying events. The insurance carrier reserves the right to decline coverage for any applicant who wishes to enter the plan after the 31-day period.
1403 Disability Benefits
• Short Term
HFHGN provides Short Term Disability benefits for full time staff.
• Before receiving pay for short term disability, there is a ten workday elimination period.
• In order to receive a paycheck during this period, the employee must use sick and/or vacation time.
• The order of use is recommended as follows:
o Sick time (up to 20 days)
o Vacation (any remaining days after sick days are used)
Please contact the Human Resources Director about these benefits.
• Long Term Disability
HFHGN provides Long Term Disability benefits for full time staff. Please contact the Human Resources Director to inquire about these benefits.
1404 SIMPLE Retirement Plan
Full-time employees are eligible to participate in a voluntary self-directed retirement plan, which is funded through tax-sheltered contributions from the participating employee. The plan is known as a “SIMPLE” plan, which is a retirement program unique to non-profit organizations permitted by federal law.
You may set aside a portion of your income on a pre-tax basis (meaning before any income tax deductions are made from your paychecks) to be
used for retirement. When these deductions are made on a pre-tax basis, you are lowering the total amount of gross taxable income. Although the contributions are still subject to Social Security taxes, they are not subject to income tax until you receive any distribution from the plan.
HFHGN currently matches the first three percent (3%) of your gross pay that you contribute to the retirement plan.
1405 Life Insurance
All full-time employees who participate are covered by a $25,000 life insurance policy.
1406 EAP (Employee Assistance Program)
Life is full of challenges and sometimes balancing it is difficult. We are proud to provide a confidential program dedicated to supporting the emotional health and wellbeing of our employees and their families. The employee assistance program (EAP) is provided at NO COST to you for a set number of appointments through Quantum.
The EAP can help you and your family with life issues such as:
Family relationships / marital problems
Stress and anxiety with work or family.
Depression
Legal and financial matters and more
With the EAP, you may speak with a qualified counselor 24 hours a day, 7 days a week by calling 1-877-747-1200. Your calls to the EAP are confidential.
1407 Educational and Training Opportunities
HFHGN wishes to foster an efficient and professional work environment by offering employees various educational and vocational opportunities.
Continuing education in areas directly related to the employee’s work at Habitat of Greater Nashville is encouraged. In this regard, Habitat may assist employees in the cost of such education or certification on a case-bycase basis, in cases in which the continuing education is directly related to the employee’s achievement of his/her goals and organizational goals and business needs and assumes the continuation of employment of the employee An employee needs to be considered in good standing to be eligible to receive any educational allowance. Cost assistance provided by HFHGN may be required to be repaid if the employee voluntarily leaves employment within an agreed upon amount of time.
Your supervisor may require that you attend certain training to help you perform your job better. In addition, you may request to attend a training event provided it is job-related. Before you request to attend a training
event, you should consult with your supervisor about what courses are available. In order to attend a training event, you need the prior approval of your supervisor.
HFHGN also offers periodic “in-house” training and educational opportunities in which invited employees are expected to participate.
1408 Cell phone allowance
Some positions require HFHGN employees to use their personal cell phone to conduct business for HFHGN as part of their responsibilities. Based on Management’s sole discretion cell phone allowances will be issued to eligible staff through payroll. The list of approved and eligible positions is kept in HR files.
1409 Consolidated Omnibus Budget Reconciliation Act (Cobra)
The Consolidated Omnibus Budget Reconciliation Act (COBRA) is a federal law that provides that if you or your covered dependents are not covered under any other group health plan, and if your employment terminates for any reason other than your gross misconduct, or if your hours worked are reduced so that your coverage under the HFHGN group health plan terminates, you and your covered dependents may continue coverage under the HFHGN group health plan at your own expense for up to 18 months.
In addition, if you should die, become divorced or legally separated, or become eligible for Medicare, your covered dependents who are not covered under any other group health plan may continue their coverage under HFHGN’s group health plan at their own expense for up to three years after they no longer qualify as covered dependents under the terms of HFHGN’s plan.
COBRA continuation does not apply to the group life insurance policy.
Notices of Continuation of Coverage written notice will be given when you or your covered dependents become entitled to continuation of coverage under the plan. You, or they, will then have 60 days to elect to continue coverage. However, you or your covered spouse or your covered dependents must notify HFHGN, in writing, in the event you become divorced or legally separated, or when your dependent child no longer qualifies as a covered dependent under the plan.
Cost of Continued Coverage any person who elects to continue coverage under the plan as provided by COBRA rules must pay a premium that may represent 102% of the cost borne by HFHGN. HFHGN complies with ERISA regulations regarding maximum charges applicable to COBRA conversion premiums.
You are responsible for the payment of all premiums under COBRA. HFHGN will not forward payments for you. You will be given written notice of the amount, date due, and where to send the payment. If timely payment is not made, COBRA coverage will automatically terminate.
When Continued Coverage Ends Early the continued coverage will end early for any employee or qualified beneficiary when:
• that person becomes eligible under any other group health plan, unless the other plan has a pre-existing condition limitation or exclusion that applies to the person.
• the cost of continued coverage is not paid on or before the date it is due.
• that person becomes eligible for Medicare; or
• HFHGN’s Health Plan terminates for all employees.
TRAVEL
1501 Habitat Business Travel
Your position may require you to travel on business for HFHGN. Please familiarize yourself with the following policies so that you will understand the processes required for business travel.
• It is a matter of good stewardship, not only of our financial resources, but also of our fellow employees, to make sure that anyone who is entrusted with driving on HFHGN business is a safe and careful driver, follows all applicable laws including but not limited to “no texting while driving,” and has a valid driver’s license appropriate for the vehicle being operated and automobile insurance. A semi-annual driving record background check will be requested for each employee approved to drive company owned vehicles or who drives a personal vehicle on company business.
• Anyone who currently has a suspended or revoked license may not drive on HFHGN business. You may not drive a HFHGN vehicle, rent a car for HFHGN business or use your own car on HFHGN business, if you have any of the following:
• a conviction for driving while intoxicated or "under the influence” (DWI or DUI) within the past 5 years.
• license suspension for refusing a breathalyzer test within the past 3 years.
• a “no driving” medical restriction
• a conviction for leaving the scene of an accident.
• a conviction for careless or reckless driving violation
• a conviction for homicide or assault through use of a motor vehicle
• a conviction for attempting to elude a police officer
Employees who have occasion to drive any vehicle on HFHGN related business must report any moving or traffic violations to their supervisor as soon as possible. Because of the possible exposure that non-reported accidents or traffic violations could cause HFHGN, failure to report such violations will lead to disciplinary action up to and including termination.
1502 Use of Equipment and Vehicles
Use of Personal Vehicles:
From time to time, employees of HFHGN will be expected to use their personal vehicles for company business. Any employee using their personal vehicle for company business must have valid automobile insurance, in accordance with Tennessee law.
When you use your personal vehicle for HFHGN business, you will be reimbursed at the prevailing GSA established mileage reimbursement rate. You will also be reimbursed for all toll and parking charges incurred during business travel. These are the only types of reimbursement you are entitled to receive for use of your own vehicle. Mileage reimbursement does not apply to travel between your home and office.
If you are involved in an accident, your car is damaged, vandalized or your car suffers a mechanical breakdown while you are using your personal vehicle on HFHGN business, HFHGN will not be liable for the cost of such accident, damage or repair.
In order to meet IRS reporting requirements, all employees who use HFHGN vehicles or receive an auto allowance will be required to report actual mileage, divided into personal and business miles, twice a year, on or before June 15th and again on or before December 15th of each year.
Use of HFHGN owned vehicles:
In order to maximize the use of HFHGN's vehicles and to help minimize operating, maintenance and insurance costs, the following vehicle-use guidelines have been established:
• You must be at least 21 years of age in order to drive a HFHGN vehicle.
• Spouses, other family members and any others that are not employees of HFHGN may not drive a HFHGN vehicle, unless in emergency situations
• Other than emergency situations HFHGN vehicles may not be used for private use other than to and from work, and to provide better stewardship and risk management, unless specifically authorized by the President and CEO in advance.
• The use of any company vehicle while under the influence of intoxicants and other drugs is forbidden and is sufficient cause for discipline, up to and including termination.
• The driver will be required to maintain a log of mileage use.
1503 Travel Allowance – Travel, Food and Lodging.
If you are traveling on HFHGN business, you must observe the following guidelines:
• In general, if your destination can be reached in less than five hours by car, ground transportation is preferable. If you need to travel by plane, seek permission from your supervisor and plan ahead, if possible, to allow time to qualify for discounts. Arrangements for payment are made through the Accounting Office for all air travel unless charged to a P -card with prior permission from your supervisor.
• The food allowance is $75 per day. Under normal circumstances, you will not be reimbursed for any expenses in excess of $5 for which you do not have a receipt.
• Persons whose duty requires purchase of meals and entertainment of guests, visitors, officials and other dignitaries may be reimbursed for the actual cost of the expense, which shall, whenever possible, be approved in advance by your supervisor.
• HFHGN does not pay per diem amounts. You may not receive reimbursement for any expenses that you do not actually incur.
• Any bookings or travel arrangements must be made using an HFHGN email and not a personal one.
• Plane tickets and/ or hotel reservations should be made on the company’s P-card (P-card limits increase or alternative payment arrangements require advance supervisor approval)
• Necessary travel time to and from company meetings is compensable time.
SAFETY
1601 Safety
You and HFHGN share the responsibility for establishing and maintaining a safe work environment. HFHGN will attempt to assure a safe work environment and to comply with federal, state, and local safety regulations. In turn, you are expected to obey safety rules and to exercise caution in all work activities. Employees who do not follow safety protocols and policies may be subject to discipline up to and including termination of employment.
Report any unsafe conditions to your supervisor immediately. Not only supervisors, but employees at all levels of HFHGN are expected to correct unsafe conditions as promptly as possible.
If you have an accident that results in injury, you must report it to your supervisor, regardless of how insignificant the injury may appear. Such reports are necessary to comply with laws and initiate insurance and workers’ compensation procedures (Policy 1605). You must also fill out an Incident Report at the time of the accident and turn it in to the HR Director as soon as possible.
1602 Incident Report Guidelines
When an employee, customer, volunteer, contractor or vendor is involved in an incident, it is critical that you address the injury first ((please speak to the HR Director if possible, on how to address the injury) and then complete an incident report immediately once the injury has been addressed.
There are two separate incident report forms, one for employees and one for customers, volunteers, contractors or vendors.
Please gather the facts, complete the Incident Report form online (forms can be found under teams>all staff> General) and call your manager and the HR Director as soon as you can. It is extremely beneficial to provide this information to the HR Director in less than 24 hours. Quick contact with our injured employees, customers or volunteers helps to promote goodwill and allows the claims staff to better serve everyone.
Please keep the original Incident Report on file for three years in case it is needed later. While some injuries appear to be minor, the injured person may seek compensation later. Having a completed Incident Report, helps ensure that we have all the facts.
As a reminder, when a person is injured, please remember the following:
• First priority for the injured to receive medical attention if needed.
• Stay calm and show concern for the injured person.
• Call for medical assistance if the injuries are serious.
• Protect yourself from potentially infectious diseases by wearing latex gloves and protecting bare skin by using ponchos or garbage bags.
• Do not agree to pay for treatment or medical expenses related to the injury.
Please remember – immediately call your manager and the HR Director to report injuries and follow up promptly with filing the proper incident report.
1603 Drug-Free Workplace
HFHGN recognizes the growing problem of drug and alcohol abuse in society, but also realizes that drug and alcohol dependency and abuse can be treated and controlled.
POLICY STATEMENT
To help ensure a safe, healthy and productive work environment for employees of Habitat for Humanity of Greater Nashville (hereinafter referred to as "Company") and others on Company property, to protect Company property and assets and to assure efficient operations, Company has adopted this Policy on drugs, alcohol and other prohibited items effective May 2, 2012.
Furthermore, it is the intent of the General Assembly of the State of Tennessee to promote drug-free workplaces in order that employers in the state be afforded the opportunity to maximize their levels of productivity, enhance their competitive positions in the marketplace and reach their desired levels of success without experiencing the costs, delays and tragedies associated with work-related accidents resulting from drug abuse by employees. It is further the intent of the General Assembly that drug abuse be discouraged and that employees who choose to engage in drug abuse face the risk of unemployment and the forfeiture of workers' compensation benefits. The Workers' Compensation Reform Act of 1996 has been enacted to provide Tennessee companies with guidelines to facilitate a Drug-Free Workplace.
It is the policy of the Company to adopt the provisions of the Workers' Compensation Reform Act of 1996 and to maintain a Drug-Free Workplace.
It is the responsibility of the company’s supervisors to counsel employees whenever they see changes in performance or behavior that suggest an employee has a drug problem. Although it is not the supervisor’s job to diagnose personal problems, the supervisor should encourage such employees to seek help and advise them about available resources for getting help. It is the responsibility of
every employee to help maintain a safe work environment, and co-workers should encourage anyone who has a drug problem to seek help.
COMPANY PROPERTY AND PREMISES
For purposes of this Policy, the term "Company property" or "Company premises" is used in its broadest sense and includes all property, facilities, land, offices, living quarters, buildings, structures, fixtures, installation, trailers, equipment, automobiles, trucks, all other vehicles, and parking areas, whether owned, leased, used or under the control of the Company. This may also include other work locations, including the job site of the customer, or to and from those locations while in the course and scope of Company employment.
PROHIBITIONS
Company prohibits the following:
A. The use, possession, selling, manufacture, distributing, concealing, or transporting on Company property, or on Company business, or during employee’s working hours (which includes all breaks) or others, of any of the following items or substances:
1. Illegal drugs, controlled substances, mood or mind-altering substances, "look-alike" substances, designer and synthetic drugs, and certain inhalants at detectable levels or established levels. ("Illegal drugs", for purposes of this Policy, include drugs which are not legally obtainable and drugs which are legally obtainable but have been obtained illegally. "Detectable levels" or "Identifiable trace quantities", for purposes of this Policy, is the presence of an illegal or prohibited drug or substance found in the body fluids at levels of detection above the lowest cut-off level as established by the analytical methods used by the testing laboratory.) [See Section III C for alcohol levels and Section VII B for drug levels].
2. Unauthorized alcohol beverages; intoxicating substances, except as specifically authorized for Company functions or events.
3. Equipment, paraphernalia and literature pertaining to illegal drug or substance use.
B. Prescription drugs and over-the-counter medications except under the following conditions:
1. The drugs have been prescribed by a licensed physician for the person in possession of the drugs.
2. The drugs/medications are kept in their original container(s).
3. The prescription was filled by a registered/licensed pharmacist within the
last twelve (12) months (unless otherwise noted on the prescription) for the person possessing the drug/medication and the drug/medications in the original container(s) from the pharmacy.
4. The Human Resources Director has been notified in advance regarding the physician-mandated possession or usage of a prescribed drug, and the Human Resources Director has approved an employee’s working under the circumstances.
5. The Company, at all times reserves the right to have a physician determine if a prescription drug or medication produces hazardous effects and may restrict the employee’s work activity.
C. Being under the influence of licit or illicit drugs or alcohol on Company premises or during employee’s business working hours or while having a detectable amount of an illegal or prohibited drug or substance found in the body fluids at levels of detection above the lowest cut-off level as established by the analytical methods used by the testing laboratory is in violation of this policy. Alcohol levels equal to or in excess of .02 percent blood alcohol content while on Company property/premises will be considered a violation of this policy.
D. Use of alcohol off Company premises that adversely affects the individual's work performance, his own or others safety at work, or the Company's regard or reputation in the community.
E. Possession, use, manufacture, distribution, dispensation or sale of illegal drugs off Company premises that adversely affects the individual's work performance, his own or others safety at work, or the Company's regard or reputation in the community.
F. Switching or adulterating any specimen submitted for testing.
G. Refusing consent to testing or to submit a specimen for testing when requested by management.
H. Refusing to submit to a search when requested by management.
I. Failing to adhere to the requirements of any drug or alcohol treatment or counseling program in which the employee is enrolled.
J. Conviction under any criminal drug statute for a violation occurring in the workplace.
K. Refusing to sign a statement agreeing to abide by the Company's Substance Abuse Policy/Program.
ARREST OR CONVICTION UNDER CRIMINAL DRUG STATUTE
Employees must notify their immediate supervisor of any criminal drug statute conviction no later than five (5) days after such conviction. Once supervisors have been notified, they must notify the HR Director of the conviction within 24 hours. As required, HFHGN’s HR Director will notify HUD and HFHI of any such conviction within ten (10) days.
POLICY ENFORCEMENT
Because of the importance of this Policy, Company reserves the right, at all times, and employee accepts as a condition of employment, that while on the premises and property described above and circumstances warrant, to have Company supervisors and/or authorized Search and Inspection Specialists, including scenttrained dogs, conduct searches and inspections of employee's, or other person's personal property and effects to include, but not limited to, living quarters, lockers, baggage, offices, desks, tool boxes, clothing, and vehicles, for the purpose of determining if such employee or other person(s) are using, possessing, selling, manufacturing, distributing, concealing or transporting any of the prohibited items and substances contained in this Policy. Any person who is found in violation of any portion of the policy will be removed from Company property and will be subject to disciplinary action as follows:
A. Anyone caught selling or distributing prohibited substances on the company property/premises will be terminated.
B. Anyone refusing to submit to or a failure to report for a test will result in immediate termination.
C. Any employee who has a positive drug or alcohol test for a prohibited item will be subject to disciplinary action, up to and including immediate termination but at a minimum will include immediate suspension for 30 days without pay. During the 30-day suspension the employee will be required to contact the employee assistance program for participation in an assessment, counseling and/or a treatment program. A second positive drug or alcohol test for a prohibited item will result in automatic termination. Disciplinary action will be at the employer's sole discretion when, in the employer's determination, the employee's use of drugs or alcohol threatens or jeopardizes other company employees, company property, or company accounts, clients and customers.
D. A positive post-offer drug test will result in a no hire determination.
TESTING, SEARCHES AND INSPECTIONS
The employee's supervisor has the right to conduct an on-the-spot search and inspection of employee's, or others' personal property and effects, as described above, if said supervisor has a reasonable suspicion* that employee, or others, are in direct violation of any part of this Policy. All searches and inspections conducted by outside authorized specialists will be in the presence of a pre-
determined Company representative. Searches will be performed with concern for the privacy of each employee or individual.
Testing, as defined herein, will require job applicants and employees to provide tissue, fluid, or other product of the human body capable of revealing the presence of alcohol, drugs or their metabolites.
Testing that is required by HFHGN:
A. Pre-employment. Required of any qualified applicant or candidate as a condition of consideration of employment with the Company. Applicants will be required to submit voluntarily to a urinalysis test at a laboratory chosen by this Company, and by signing a consent agreement will release this Company from liability. This company will not discriminate against employees based on past history of drug/alcohol abuse. The Company will not tolerate the current illegal use of drugs and or abuse of alcohol, preventing employees from performing their jobs properly. Candidates who test positive for prohibited drugs will be able to apply again for HFHGN after 12 months have passed from the initial positive result.
B. Post-Accident
1. Following any on-the-job injury that requires treatment at an offsite medical facility.
2. If when operating a company vehicle at any time, or operating a non-company vehicle on company business, being involved in an accident that results in a citation for a moving violation or damage to the vehicle
3. Being involved in a serious or potentially serious accident or incident that a) results in bodily injury and/or involves damage to company or private property including but not limited to vehicles or other equipment or property, or b) includes observed suspicious behavior. All employees involved with the accident or incident may be required to be tested.
C. Random. All employees will be subject to random drug testing at locations and a frequency specified by the Company.
D. Reasonable Suspicion. When an employee's supervisor has a reasonable suspicion* that an employee, or other person on Company property, is intoxicated, using or under the influence of prohibited drugs and substances. Whenever Company suspects that an employee's work performance or on-the-job behavior may have been affected in any way by alcohol or drugs, or that an employee has otherwise violated this Policy.
When an employee or person is found in possession of suspected illicit or unauthorized drugs and/or alcohol or when any of these items are found in an area controlled or used exclusively by designated employees.
E. Follow-up. An employee who has been suspended by the Company for violation of this policy may not return to duty until the employee has passed a drug and/or alcohol test and certain other conditions are met (as described under Part VIII of this Policy).
F. Routine fitness-for-duty. Test conducted as part of a routinely scheduled employee fitness-for-duty medical examination where the examinations are required by law or regulation, are part of the covered employer’s established policy, or one that is scheduled routinely for all members of an employment classification group.
FOR PURPOSES OF THIS POLICY:
* "Reasonable suspicion" is a belief based on objective and articulative facts either physical, behavioral, or work performance related that are sufficient to lead a prudent supervisor to suspect that the employee, or other person, is using a prohibited drug, alcohol or substance.
PROCEDURES
A. Specimen Collection. Collection procedures will be in accordance with the Substance Abuse and Mental Health Administration (SAMHSA) guidelines as outlined in United States Department of Transportation regulations (49 C.F.R., Part 40).
B. Laboratory Testing. All drug testing will be performed by a SAMHSA/NIDA certified laboratory. Initial screening will be by immunoassay testing. All specimens which screen positive will be confirmed positive by Gas Chromatography/Mass Spectrometry (GC/MS). The Company will screen covered employees or applicants for the following substances:
The following cut-off levels shall be used when first screening specimens to determine whether they are positive or negative for these drugs or metabolites. All levels equal to or exceeding the following shall be reported as positive:
Alcohol
0.02 g% Amphetamines
ng/ml Marijuana
ng/ml Cocaine
ng/ml Phencyclidine
Hydrocodone/Hydromorphone
Codeine/Morphine
Oxycodone/Oxymorphone
6-Acetylmorphine
ng/ml
ng/ml
ng/ml
ng/ml
ng/ml
ng/ml Barbiturates
ng/ml Benzodiazepines
ng/ml Creatinine
ng/ml
Propoxyphene 300 ng/ml
All specimens identified as positive on the initial test shall be confirmed using gas chromatography/mass spectrometry (GC/MS), except alcohol will be confirmed using gas chromatography. The following confirmation cut-off levels shall be used when analyzing specimens to determine whether they are positive or negative for these drugs or metabolites. All levels equal to or exceeding the following shall be reported as positive:
Alcohol
0.02 g%
Amphetamines 250 ng/ml
Marijuana 15 ng/ml
Cocaine 100 ng/ml
Phencyclidine 25 ng/ml
Hydrocodone/Hydromorphone 300 ng/ml
Codeine/Morphine 2000 ng/ml
Oxycodone/Oxymorphone 100 ng/ml
MDMA 250 ng/ml
6-Acetylmorphine 10 ng/ml
Barbiturates 200 ng/ml
Benzodiazepines 300 ng/ml
Creatinine 20 ng/ml
Methadone 300 ng/ml
Propoxyphene 300 ng/ml
A list of the most common medications, by brand name or common names, as applicable, as well as by chemical name, which may alter or affect a drug test is available from the Human Resources Director.
C. Medical Review. All tests will be reported by the testing laboratory to a Medical Review Officer (MRO). The MRO will review and interpret each confirmed positive and interview the donor to determine if there is an alternative medical explanation for the positive test result. If an employee’s or job applicant’s explanation is unsatisfactory to the MRO, the MRO will report a confirmed positive test result to the Company. A person may contest the drug test result pursuant to rules adopted by the Tennessee Department of Labor.
E. Confidentiality. All test results will remain confidential and under the control of the MRO.
REINSTATEMENT
Any Company employee who has been suspended for violation of this Policy may at the Company’s discretion be considered for reinstatement if all of the following conditions are met:
A. Work is available.
B. A statement is obtained from a drug and alcohol assessment counselor stating that the employee is fit for duty. If the counselor recommends further treatment, the employee must remain in an approved treatment program and may return to duty if, the managers of said treatment program and the MRO agree the employee is fit for duty. The employee's expense for assessment, treatment and all rehabilitation will be the responsibility of the employee.
C. The employee agrees to and passes a follow-up drug and/or alcohol test.
D. The employee agrees to additional drug and/or alcohol tests during the next 5 years. The timing of these additional tests will be determined by the Company.
E. Any other conditions deemed necessary by the Company.
Failure of any of the tests as defined in section VIII. REINSTATEMENT will result in the termination of the employee with no opportunity for rehire.
EMPLOYEE ASSISTANCE
A. Employees who have substance abuse problems and voluntarily request assistance will be directed to Quantum, the Company Employee Assistance Program provider, without disciplinary action, provided the request was not generated as the result of a positive drug screen or the request of Company management to submit to a "random", "post-accident" or "reasonable suspicion" drug or alcohol test. Whether or not the employee is allowed to continue to work at Company facilities during treatment will depend on the recommendation of the treatment provider as it pertains to the employee's ability to perform the duties identified in the appropriate Company job description.
B. Employees seeking reinstatement under Section VIII of this policy and program will be referred to the Employee Assistance Program (EAP). The EAP provides confidential assessment, referral and short-term counseling for employees who need or request it. If an EAP referral to a treatment provider outside the EAP is necessary, costs may be covered by the employee’s medical insurance; but the cost of such outside services is the responsibility of the employee.
C. The selection of the EAP facility, assessment counselor, and approved treatment programs as well as the costs of said services are the responsibility of the employee. A representative sampling of employee assistance programs available may be obtained from the Human Resources Director. Confidentiality is assured.
NO information regarding the nature of the personal problem will be made available to supervisors, nor will it be included in the permanent personnel file. Participation in the EAP program will not affect an employee’s career advancement or employment, nor will it protect an employee from disciplinary action if substandard job performance continues. The EAP is a process used in conjunction with discipline, not a substitute for discipline.
NOTICE
This Drug Free Workplace Policy/Program does not constitute a contractual undertaking by the Company and the Company does not, through this Policy, assume or offer to assume any obligations beyond that which may be imposed by applicable law. The Company reserves the right to alter, amend, or discontinue any policy or program included in the Substance Abuse Policy/Program with or without notice at its sole discretion. The failure of the Company to exercise any function in any particular way shall not be considered a waiver of the Company's right to exercise such function or preclude the Company from exercising that prerogative in some other way. The employee is responsible to notify the Company, its agents, including but not limited to insurance carriers, testing laboratory, medical review officer and testing administrators of any administrative or civil action brought pursuant to this section.
1604 Dress
HFHGN prides itself on its casual but professional atmosphere. We hope to provide you with a relaxed place to work. This is reflected in our expectations regarding dress. Unless your job requires otherwise, HFHGN maintains a policy of “business casual” dress. In particular:
• Clothing should be in good taste and appropriate for the occasion.
• T-shirts, other than HFHGN logo T-shirts, are not approved for wear.
• You should not wear cut-offs or stained or ripped clothes.
• You should not wear high-riding shirts or low-riding pants.
• You should not wear clothes that are tight fitting, revealing, low cut or are sheer.
• You should not wear skirts or shorts that are too short.
• Clothing must cover the midriff area when you are sitting, standing or bending.
In addition, HFHGN wishes to ensure its employees are not injured on the job. Therefore, if you work (or are volunteering) in construction or at the ReStores, you are expected to dress in clothes that are comfortable and which do not pose a safety risk. In particular, you should not wear loose-fitting clothes that could be caught in equipment. If you have long hair, you should tie it back or pin it up. You
may not wear jewelry while working, as this could be caught in the equipment. You must also wear thick-soled shoes to protect your feet from sharp objects. Sandals may not be worn at any time. You must also wear safety equipment when appropriate, including hard hats, earplugs, back supports, gloves, safety glasses and dust masks. Your supervisor will provide you with this equipment as needed.
1605 Workers’ Compensation Insurance
HFHGN provides a comprehensive workers’ compensation insurance program for its employees at no cost to you. This program covers you if you sustain an injury or work related illness during the course of your employment that requires medical, surgical, or hospital treatment. Subject to applicable legal requirements, workers’ compensation insurance may provide you with medical, rehabilitation and income benefits.
When a recordable work-related injury is not deemed questionable by HFHGN or the Workers Compensation Insurance company, and the employee successfully passes post – accident drug testing (refer to the Drug Free Work Place policy number 1603) and if the employee seeks medical attention, HFHGN will pay the employee their regular wages for the first day the injury occurs or supplement to 8 regular working hours.
HFHGN will also pay 1/3 of the employee’s regular wage up to 14 days, if the employee is placed on a no work status by their Workers Comp approved attending physician.
If the employee is paid a lesser pay or is restricted to fewer hours because of a light duty assigned by their Workers Comp approved attending physician, then HFHGN will pay 1/3 of the difference between the gross light duty wages or restricted hours wages and the employee’s average weekly wage , this amount will be calculated by the HR Director based on wage history.
If you sustain a work-related injury or illness, you must inform your supervisor immediately. You will be asked to complete an incident report and turn it in to HR. All workplace injuries that require medical treatment outside of the employer’s premises must be reported to our workers’ compensation carrier within 24 hours from the time HFHGN is notified of the injury. Neither HFHGN nor the insurance carrier will be liable for payment of workers’ compensation benefits for injuries that occur during your voluntary participation in any off-duty recreational, social, or athletic activity sponsored by HFHGN.
Neither HFHGN nor the insurance carrier will be liable for payment of workers’ compensation benefits for injuries that occur during your voluntary participation in any off-duty recreational, social, or athletic activity sponsored by HFHGN
1606 Accident and Injury Prevention
It is extremely important for every HFHGN associate to look for opportunities to prevent accidents.
Lifting Boxes, Cartons, or Heavy Objects
• Size up the load, determine the weight, get help if needed.
• Use your legs, keep you back straight, avoid bending at the waist.
• Keep the load close to your body.
• If using a ladder, ask a co-worker to steady the ladder and hand-off the load.
• Whenever possible, push - do not pull.
Flooring Surfaces
Clean up spills and remove foreign objects from the floor as soon as possible. If there are any uneven edges or seams on the tile or carpet, notify your supervisor immediately and warn others in the area of the hazard
Personal Security
• If arriving before sunlight, or leaving after dark, always park in an area with good lighting.
• Before parking, drive around the parking lot and look for anything unusual.
• If you notice a person that could be viewed as a threat, leave the property and call your supervisor and advise them of the situation as soon as possible.
• Keep purses or valuable articles in a locked cabinet or drawer.
• Always remember, safety comes in larger numbers, so ask another to join you when leaving after normal hours.
Do not give information regarding the security system to non-management associates or non-HFHGN employees.
Volunteer Requirements:
Volunteers must be at least 16 years of age. Exceptions may be made for children aged 14 or older who are attending class with a Partner Family parent or guardian.
All volunteers must have a current, signed HFHGN Volunteer Information and Release form on file with HFHGN. Volunteers 17 years or younger must have their Volunteer Information and Release form signed by their parent(s) and/or legal guardian(s).
Volunteers may be asked to leave or denied the right to return at any time, for any reason by HFHGN executive leadership team.
1701 Summary
We hope that you have a better sense of the policies and procedures that will impact your work life while you are with HFHGN. You should review the handbook periodically and any time issues occur, so that you will have some guidance on the best way to proceed. In addition, you should feel free to ask your supervisor or the Human Resources Director for clarification if policies are not clear to you. You will be required to sign the HFHGN Employee Handbook Acknowledgment Form confirming that you have received the handbook and that you understand you are responsible for reading it.
HABITAT FOR HUMANITY OF GREATER NASHVILLE (HFHGN) HANDBOOK ACKNOWLEDGMENT FORM
The employee handbook and policy and procedures manual describe important information about HFHGN, and I understand that I should consult my immediate supervisor regarding any questions not answered in these materials. Since the information, policies, and benefits described here are necessarily subject to change, I acknowledge that revisions to the handbook may occur without notice. All such changes will be communicated through official notices, and I understand that revised information may supersede, modify, or eliminate existing policies.
I have entered into my employment relationship with HFHGN voluntarily and acknowledge that there is no specified length of employment. Accordingly, either I or HFHGN can terminate the relationship at will, with or without cause, at any time with or without notice.
I acknowledge that this handbook is not a contract of employment. I have received the handbook, and I understand that it is my responsibility to read and comply with the policies contained in this handbook and any revisions made to it.
I acknowledge my understanding of the Anti-Harassment Policy, the Safeguarding Policy and the Code of Conduct and Ethics Policy that HFHGN prohibits any actions or conduct that may discriminate against or harass other employees, partner families, volunteers, donors or vendors. It is my responsibility as an employee of HFHGN to immediately report any harassment violation to my supervisor or the HR Director
I further acknowledge that I will not use any federally appropriated funds for purposes of influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with the awarding of any federal contract, the making of any federal grant, the making of any federal loan, the entering into of any cooperative agreement, and the extension, continuation, renewal, amendment, or modification of any federal contract, grant, loan, or cooperative agreement. 1
I also state that I:
1. am not presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from covered transactions by any federal department or agency.
2. have not within the three preceding years been convicted of or had a civil judgment rendered against me for commission of embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statements, or receiving stolen property.
3. am not presently indicted for or otherwise criminally or civilly charged by a governmental entity (federal, state, or local) with commission of any embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statements, or receiving stolen property; and
4. have not within the three preceding years had one or more public transactions (federal, state, or local) terminated for cause or default.
5. am aware that the most up-to-date Employee Handbook is available on Paycor under Employee profile/documents.
Employee’s Name (printed) _ ________ Date: _
Signature _________
Human Resources Director Signature Date: _
1 This is required in order for affiliates to receive federal funds either directly or through some other entity such as your local government.
