I. Welcome Letter from Bill Billiter and Scott Naz 1
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Employee Policy Manual
Revised January 2015 Table of Contents
Page
I. Welcome Letter from Bill Billiter and Scott Naz 1
II. Policy on Confidentiality 2
III. Confidentiality of Employee Personal Records 3
IV. Employment at Will Policy 5
V. Equal Employment Policy Statement 6
VI. Anti-Harassment Policy and Complaint Procedure 7
VII. On-Boarding: Hiring Policy and Procedure 15
VIII. Introductory Period of Employment 17
IX. Performance Management Policy 18
X. Normal Workweek and Timesheet Policy 20
XI. Exempt Salaried Employee Definition and Complaint Procedure 21
XII. Absence Policy 22
XIII. Personal Leave 25
XIV. Military Leave of Absence 26
XV. Jury Duty Leave Policy 30
XVI. Bereavement Policy 31
XVII. Travel and Meal Policy 32
XVIII. Policy on Use of Company Communication Systems and Tools 38
XIX. Policy and Procedure on Progressive Discipline 40
XX. Vacation Leave 41
XXI. Holiday Policy 43
(2) XXII. Maternity / Paternity Leave 44
XXIII. Health and Welfare Benefits Policy 45
XXIV. Termination Policy 46
XXV. Company Vehicle Policy 49
XXVI. Social Media Policy 53
XXVII. Acknowledgement of Policy Manual 58
(3) Welcome to MetroGistics
As a new employee of MetroGistics you have been offered the opportunity to use your talent and energies to assist us in taking our dream to reality, as such you are also in a position to fulfill your own dreams.
Our philosophy with regard to our employees is simple and incorporates the age old “Golden Rule”:
“Treat others as you would be treated”
At MetroGistics we encourage innovation, we also encourage taking care of our customers as you would want to be treated if you were a client. Your commitment to MetroGistics will aid in our growth resulting in profitability for the organization and for you as one of our “team members”.
It is with great pleasure that I welcome you to our Company and encourage you to become involved with the “dream”. My door is open as is the door of all of our executive staff to your questions or concerns as well as your ideas and suggestions for improvement.
I look forward to a fulfilling professional experience for us all.
Bill Billiter and Scott Naz Managing Members Policy on Confidentiality Our clients and other parties with whom we do business entrust MetroGistics with important information relating to their businesses. It is our Policy that all information considered confidential will not be disclosed to external parties or to employees without a “need to know.” If there is a question of whether certain information is considered confidential, the employee should first check with his/her immediate supervisor. This Policy is intended to alert employees to the need for discretion at all times and is not intended to inhibit normal business communications. All inquiries from the media must be referred to the Executive Administrative Manager. Confidentiality of Employee Personal Records
The Compay’s philosophy is to safeguard personal employee information in its possession to ensure the confidentiality of the information. Additionally, the Company will only collect personal information that is required to pursue its business operations and to comply with government reporting and disclosure requirements. Personal information collected by the Company includes employee names, addresses, telephone numbers, e-mail addresses, emergency contact information, EEO data, social security numbers, date of birth, employment eligibility data, benefits plan enrollments information, which may include dependent personal information, and school/college or certification credentials. All pre-employment inquiry information and reference checking records conducted on employees and former employee files are maintained in locked, segregated areas and are not used by the Company in the course of its business operations. Personal employee information will be considered confidential and as such will be shared only as required and with those who have a need to have access to such informaiton. All hard copy records will be maintained in locked, secure areas with access limited to those who have a need for such access. Personal employee information used in business system applications will be safeguarded under Company proprietary electronic transmission and intranet polcies and security sytems. Participants in Company benefit plans should be aware that personal information will be shared with plan providers as required for their claims handling or record keeping needs. The Company assigned information, which may include organizational charts, department titles and staff charts, job titles, department budgets, Company coding and recording systems, telephone directories, e-mail lists, Company facility or location information and addresses, is considered by the Company to be proprietary Company information to be used for internal purposes only. The Company maintains the right to communicate and distribute such Company informaiton as it deems necessary to conduct business operations. If an employee becomes aware of a material breach in maintaining the confidentiality of his or her personal informaiton, the employee should report the incident to a representative of the Office of Executive Administrative Manager. The Office of Executive Administrative Manager has the responsibility to investigate the incident and take corrective action. Please be aware that a standard of reasonableness will apply in these circumstances. Examples of the release of personal employee information that will not be considered a breach include the following:
Release of partial employee birth dates, i.e., day and month is not considered confidential and will be shared with department heads who elect to recognize employees on such dates.
Personal telephone numbers or e-mail addresses may be distributed to department heads in order to facilitate Company work schedules or business operations.
Employee identifier information used in salary or budget planning, review processes and for timekeeping purposes will be shared with department heads.
Employee’s Company anniversary or service recognition information will be distributed to appropriate department heads periodically. Employee and dependent information may be distributed in accordance with open enrollment processes for periodic benefit plan changes or periodic benefits statement updates. Employment at Will Policy Your employment with MetroGistics is a voluntary one and is subject to termination by you or MetroGistics at will, with or without cause, and with or without notice, at any time. Nothing in these policies shall be interpreted to be in conflict with or to eliminate or modify in any way the employment-at-will status of MetroGistics employees. This Policy of employment-at-will may not be modified by any officer or employee and shall not be modified in any publication or document. The only exception to this Policy is a written employment agreement approved at the discretion of the Managing Members. These personnel policies are not intended to be a contract of employment or a legal document and may be changed at any time for any reason at the Company’s sole discretion. Equal Employment Policy Statement MetroGistics provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, gender, sexual orientation, national origin, age, disability, genetic information, marital status, amnesty, or status as a covered veteran in accordance with applicable federal, state and local laws. MetroGistics complies with applicable state and local laws governing non-discrimination in employment in every location in which the Company has facilities. This Policy applies to all terms and conditions of employment, including, but not limited to, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training. MetroGistics expressly prohibits any form of unlawful employee harassment based on race, color, religion, gender, sexual orientation, national origin, age, genetic information, disability, or veteran status. Improper interference with the ability of MetroGistics’ employees to perform their expected job duties is absolutely not tolerated. Anti-Harassment Policy and Complaint Procedure MetroGistics strives to create and maintain a work environment in which people are treated with dignity, decency and respect. The environment of the office should be characterized by mutual trust and the absence of intimidation, oppression and exploitation. Employees should be able to work and learn in a safe, yet stimulating atmosphere. The accomplishment of this goal is essential to the mission of the office. For that reason, the office will not tolerate unlawful discrimination or harassment of any kind. Through enforcement of this Policy and by education of employees, the office will seek to prevent, correct and discipline behavior that violates this Policy. All employees, regardless of their position, are covered by and are expected to comply with this Policy, and to take appropriate measures to ensure that prohibited conduct does not occur. Appropriate disciplinary action will be taken against any employee who violates this Policy. Based upon the seriousness of the offense, disciplinary action may include verbal or written reprimand, suspension, or termination of employment. PROHIBITED CONDUCT UNDER THIS POLICY 1. Discrimination: a) It is a violation of this Policy to discriminate in the provision of employment opportunities, benefits or privileges, to create discriminatory work conditions, or to use discriminatory evaluative standards in employment if the basis of that discriminatory treatment is, in whole or in part, the person's race, color, national origin, age, religion, disability status, gender, genetic information, sexual orientation, or marital status. b) Discrimination of this kind may also be strictly prohibited by a variety of federal, state and local laws, including Title VII of the Civil Rights Act 1964; the Age Discrimination Act of 1975; and the Americans With Disabilities Act of 1990. This Policy is intended to comply with the prohibitions stated in these anti-discrimination laws. c) Discrimination in violation of this Policy will be subject to severe sanctions up to and including termination. 2. Harassment: Harassment, including sexual harassment, is prohibited by federal and state laws. This Policy prohibits harassment of any kind, and the office will take appropriate action swiftly to address any violations of this Policy. The definition of harassment is: verbal or physical conduct designed to threaten, intimidate or coerce. Also, verbal taunting (including racial and ethnic slurs) which, in the employee's opinion, impairs his or her ability to perform his or her job. Examples of harassment are: (1) Verbal: Comments which are not flattering regarding a person's nationality, origin, race, color, religion, gender, sexual orientation, age, genetic information, body disability, or appearance. Epithets, slurs, negative stereotyping. (2) Non-verbal: Distribution, display or discussion of any written or graphic material that ridicules, denigrates, insults, belittles, or shows hostility or aversion toward an individual, or group because of national origin, race color, religion, age, gender, sexual orientation, pregnancy, appearance disability, genetic information, marital or other protected status. 3. Sexual Harassment: Sexual harassment in any form is prohibited under this Policy. Sexual harassment is a form of discrimination and is unlawful under Title VII of the Civil Rights Act of 1964. According to the Equal Employment Opportunity Commission (EEOC), sexual harassment is defined as "unwelcome sexual advances, requests for sexual favors, and other verbal or physical conduct of a sexual nature... when... submission to or rejection of such conduct is used as the basis for employment decisions... or such conduct has the purpose or effect of... creating an intimidating, hostile, or offensive working environment." Sexual harassment includes unsolicited and unwelcome sexual advances, requests for sexual favors, or other verbal or physical conduct of a sexual nature, when such conduct: a) Is made explicitly or implicitly a term or condition of employment, or b) Is used as a basis for an employment decision, or c) Unreasonably interferes with an employee's work performance or creates an intimidating, hostile, or otherwise offensive environment. Sexual harassment does not refer to behavior or occasional compliments of a socially acceptable nature. It refers to behavior that is unwelcome, that is personally offensive, that lowers morale and therefore interferes with work effectiveness. Sexual harassment may take different forms. Examples of conduct that may constitute sexual harassment are: (1) Verbal: Sexual innuendoes, suggestive comments, jokes of a sexual nature, sexual propositions, lewd remarks, threats. Requests for any type of sexual favor (this includes repeated, unwelcome requests for dates). Verbal abuse or "kidding" which is oriented towards a prohibitive form of harassment, including that which is sex oriented and considered unwelcome. (2) Non-verbal: The distribution, display, or discussion of any written or graphic material, including calendars, posters, and cartoons that are sexually suggestive, or shows hostility toward an individual or group because of sex; suggestive or insulting sounds; leering; staring; whistling; obscene gestures; content in letters and notes, facsimiles, e-mail, that is sexual in nature. (3) Physical: Unwelcome, unwanted physical contact, including but not limited to, touching, tickling, pinching, patting, brushing up against, hugging, cornering, kissing, fondling; forced sexual intercourse or assault. Normal, courteous, mutually respectful, pleasant, non-coercive interactions between employees, including men and women, that are acceptable to and welcomed by both parties, are not considered to be harassment, including sexual harassment. There are basically two types of sexual harassment: 1. "Quid pro quo" harassment, where submission to harassment is used as the basis for employment decisions. Employee benefits such as raises, promotions, better working hours, etc., are directly linked to compliance with sexual advances. Therefore, only someone in a supervisory capacity (with the authority to grant such benefits) can engage in quid pro quo harassment. Example: A supervisor promising an employee a raise if she goes on a date with him; A manager telling an employee she will fire him if he does not have sex with her. 2. "Hostile work environment," where the harassment creates an offensive and unpleasant working environment. Hostile work environment can be created by anyone in the work environment, whether it be supervisors, other employees, or customers. Hostile environment harassment consists of verbiage of a sexual nature, unwelcome sexual materials, or even unwelcome physical contact as a regular part of the work environment. Cartoons or posters of a sexual nature, vulgar or lewd comments or jokes, or unwanted touching or fondling all fall into this category. What you should do if you are a victim of sexual harassment: a) If you are the recipient of any unwelcome gesture or remark of a sexual nature, do not remain silent. b) Make it clear to the harasser that you find such conduct offensive and unwelcome. c) State clearly that you want the offensive conduct to stop at once. d) Consider going to the supervisor or manager of the person harassing you, the employer cannot solve the problem if he or she is not aware of it. You may also do so if you find it uncomfortable to confront the individual engaging in the offensive conduct. e) If the conduct does not stop after you speak with the harasser or after you have gone to the harasser's supervisor or manager, you should then notify your supervisor or manager. f) Review the complaint procedure set forth in this document. If you decide to file a complaint, please contact the Executive Administrative Manager and fill out the complaint form attached to this Policy. g) You may wish to keep a written log of all incidents of harassment, noting the date and time, place and persons involved, and any witnesses to the event. 4. Consensual Sexual Relationships: a) The Company strongly discourages romantic or sexual relationships between a management or other supervisory employee and his or her staff (an employee who reports directly or indirectly to that person), because such relationships tend to create compromising conflicts of interest or the appearance of such conflicts. In addition, such a relationship may give rise to the perception by others that there is favoritism or bias in employment decisions affecting the staff employee. Moreover, given the uneven balance of power within such relationships, consent by the staff member is suspect and may be viewed by others or, at a later date, by the staff member themselves as having been given as the result of coercion or intimidation. The atmosphere created by such appearances of bias, favoritism, intimidation, or coercion or exploitation undermines the spirit of trust and mutual respect which is essential to a healthy work environment. If there is such a relationship, the parties need to be aware that one or both may be moved to a different department, or other actions may be taken. b) As in all cases, the burden of proving sexual harassment rests with the accuser. But, when charges of harassment are brought by the subordinate employee during or subsequent to such a relationship, and the supervisor claims that the relationship was consented to by the employee, the burden will be on the supervisor to prove that the relationship was consensual and voluntary. c) If any METROGISTIC employee enters into a consensual relationship which is romantic or sexual in nature with a member of his or her staff (an employee who reports directly or indirectly to him or her), or if one of the parties is in a supervisory capacity in the same department in which the other party works, the parties must notify the manager. Although the parties may feel that what they do during non-working hours is their business and not the business of the office, but because of potential issues regarding "quid pro quo" harassment, the office has made this a mandatory requirement. This requirement does not apply to employees who do not work in the same department, nor to parties who do not supervise or otherwise manage responsibilities over the other. d) Once the relationship is made known to the office, the office will review the situation with the Executive Administrative Manager in light of all the facts (reporting relationship between the parties, affect on co-workers, job titles of the parties, etc.), and will determine whether one or both parties need to be moved to another job or department. If it is determined that one party must be moved, and there are jobs in other departments available for both, the parties may decide who will be the one to apply for a new position. If the parties cannot amicably come to a decision, or the party is not chosen for the position to which he or she applied, the parties will contact the Executive Administrative Manager, who will decide which party should be moved. That decision will be based on which move will be least disruptive to the organization as a whole. e) If it is determined that one or both parties must be moved, but no other jobs are available for either party, the parties will be given the option of terminating their relationship or resigning. RETALIATION 1. No hardship, no loss or benefit, and no penalty may be imposed on an employee as punishment for: a) Filing or responding to a bona fide complaint of discrimination or harassment; b) Appearing as a witness in the investigation of a complaint; or c) Serving as an investigator. 2. Retaliation or attempted retaliation is a violation of this Policy and anyone who does so will be subject to severe sanctions up to and including termination. THE COMPLAINT PROCESS Any person electing to utilize this complaint resolution procedure will be treated courteously, the problem handled swiftly and as confidentially as feasible in light of the need to take appropriate corrective action, and the registering of a complaint will in no way be used against the employee, nor will it have an adverse impact on the individual's employment status. While reporting such incidents would be a difficult personal experience, allowing harassment activities to continue will most certainly lead to less desirable outcomes. For that reason, employees are strongly urged to utilize this procedure. However, filing groundless and malicious complaints is an abuse of this Policy and is prohibited. RESPONSIBILITIES 1. All MetroGistics employees must share the responsibility of understanding and preventing discrimination and harassment. But, ultimately, no satisfactory investigation or resolution of complaints can occur without the initiative and continued cooperation of the injured person. Individuals who believe they have been discriminated against or harassed have the primary obligation of informing their supervisor or Executive Administrative Manager of the act of discrimination, harassment or retaliation, recounting specific actions or occurrences whenever possible. 2. Chief Deputies, managers and supervisors have the special responsibility as possible agents of the office to act promptly to eliminate any discrimination or harassment which exist in their areas of responsibilities, If a chief deputy, manager, or supervisor knows that discrimination, harassment or retaliation is occurring, or receives information that discrimination, harassment or retaliation might be occurring, he or she must take immediate action to address the problem. Such action should include, but is not limited to, speaking directly with the injured person, developing a specific account of the actions, omissions or occurrences that are alleged to be discriminatory, consultation with the Executive Administrative Manager, and corrective or disciplinary action. a) If the alleged discrimination, harassment or retaliation is not within their area of responsibility or oversight, chief deputies, managers and supervisors must notify the Executive Administrative Manager or other appropriate management employee, who must then take prompt steps to address the allegation. b) Any MetroGistics employee with supervisory or hiring responsibilities who is found to have engaged in conduct prohibited under this Policy is subject to disciplinary action, including removal from that position for cause. 3. The Executive Administrative Manager has the primary responsibility of implementing this Policy. In particular, the Executive Administrative Manager will respond to inquiries and complaints from management and employees regarding discrimination, sexual harassment, other harassment, or retaliation; maintain records of these inquiries and complaints as well as their resolution, and keep the office advised of them. Together with the Company and other staff, the director will also provide information and education to the employees and management on recognizing, understanding, and combating unlawful discrimination and harassment. CONFIDENTIALITY 1. Before filing a complaint: a) The Company wishes to create a safe environment in which individuals are not afraid to discuss concerns and complaints, or to seek general information about discrimination, harassment, and retaliation. The Company recognizes that individuals may be concerned about the confidentiality of information they share, and will strive to preserve confidentiality to the fullest extent possible. b) The Employee Assistance Program provides confidential counseling services to MetroGistics employees. Persons wishing to discuss confidentially an incident of possible discrimination, harassment or retaliation, or persons seeking information and advice without committing to future action, are encouraged to contact the EAP. The role of the EAP in such cases will be limited to personal counseling and treatment of the person who is then a client. c) Discussions for the purpose of obtaining general information or advice from responsible administrators or managers (such as the Executive Administrative Manager or Legal Counsel) at the Company may remain confidential. No action will be taken when individuals wish only to make an inquiry, so long as they do not disclose any identifying information about themselves or the person accused (e.g., names, department, position). d) However, the anonymity described cannot always be maintained if the individual wishes to have the Company take some corrective or disciplinary action in a particular case. Moreover, the Company may be legally obligated to take action once management is informed that discrimination, harassment or retaliation has occurred or may be occurring. Confidentiality cannot be guaranteed in such a case. 2. During the complaint process: a) Once an individual discloses identifying information, and such information is sufficiently complete and specific to state a claim of discrimination, harassment or retaliation, he or she will be considered to have filed a complaint with the Executive Administrative Manager. b) The Executive Administrative Manager will take prompt responsive action upon receipt of a complaint unless the complainant expressly requests that no action be taken and the Executive Administrative Manager determines in the exercise of its sole discretion (based upon legal advice) that federal, state or local laws do not mandate action. c) While the confidentiality of the information received, the privacy of the individuals involved, and the wishes of the complaining person regarding action by the Company cannot be guaranteed in every instance, they will be protected to as great a degree as is legally possible. The expressed wishes of the complaining person for confidentiality will be considered in the context of the Company’s legal obligation to act upon the charge and the right of the charged party to obtain information. In most cases, however, confidentiality will be strictly maintained by the Company and those involved in the investigation. d) During the investigative process, any notes or documents written by or received by the person(s) conducting the investigation will be kept confidential to the extent not violative of any existing state or federal law. COMPLAINT PROCEDURE The following complaint procedure will be followed in order to address a complaint regarding, harassment, discrimination, or retaliation. 1. A person who feels harassed, discriminated or retaliated against may initiate the complaint process by filing a written and signed complaint with the Executive Administrative Manager. The complainant (the employee making the complaint) may use the complaint form, which is attached to this Policy. If a supervisor or manager becomes aware that harassment or discrimination is occurring, either from personal observation or as a result of an employee coming forward, the supervisor or manager should immediately report it to the Executive Administrative Manager. 2. Upon receiving the complaint, or being advised by a supervisor or manager that violation of this Policy may be occurring, the Executive Administrative Manager will notify the Company, and review the complaint with the Company’s Legal Counsel and the Chief Deputy of the department in which the alleged harassment or discrimination is occurring. 3. Within five (5) working days of receiving the complaint, the Executive Administrative Manager will: a) Provide a copy of the complaint to the person(s) charged (hereafter referred to as "respondent(s);" and b) Initiate the investigation to determine whether there is a reasonable basis for believing that the alleged violation of this Policy occurred. 4. During the investigation, the Executive Administrative Manager, together with legal counsel or other management employee, will interview the complainant, the respondent, and any witnesses, to determine whether the conduct occurred. 5. Within fifteen (15) business days of the complaint being filed (or the matter being referred to the Executive Administrative Manager), the Executive Administrative Manager or other person conducting the investigation will conclude the investigation and submit a report of his or her findings to the Company, with copies to the appropriate Chief Deputy, complainant, and respondent. 6. If it is determined that conduct in violation of this Company’s Policy has occurred, the Executive Administrative Manager will recommend that appropriate disciplinary action to be taken by the Company. The appropriate action will depend on the following factors: (i) The severity, frequency and pervasiveness of the conduct; (ii) Prior complaints made by the complainant; (iii) Prior complaints made against the respondent; (iv) The quality of the evidence (first hand knowledge, credible corroboration etc.). 7. If the investigation is inconclusive or it is determined that there has been no conduct in violation of this Policy, but some potentially problematic conduct is revealed, preventative action may be taken. 8. Within five (5) days after the investigation is concluded, the Executive Administrative Manager will meet with the complainant and the respondent separately, in order to notify them in person of the findings of the investigation and to inform them of the action being recommended by the Executive Administrative Manager. 9. The complainant and the respondent may submit statements to the Executive Administrative Manager challenging the factual basis of the findings. Any such statement must be submitted no later than five (5) working days after the meeting with the Executive Administrative Manager in which the findings of the investigation is discussed. 10. Within ten (10) days from the date the Executive Administrative Manager meets with the complainant and respondent, the Company will review the investigative report and any statements submitted by the complainant or respondent, discuss results of the investigation with the Executive Administrative Manager and other management staff as may be appropriate, and decide what action, if any, will be taken. The Executive Administrative Manager will report the Company’s decision to the complainant, the respondent, and the chief deputy or deputies assigned to the department(s) in which the complainant and the respondent work. The Company’s decision will be in writing and will include finding of fact and a statement for or against disciplinary action. If disciplinary action is to be taken, the sanction will be stated. ALTERNATIVE LEGAL REMEDIES Nothing in this Policy shall prevent the complainant or the respondent from pursuing formal legal remedies or resolution through state or federal agencies or the courts. Onboarding: Hiring Policy and Procedure
POLICY: MetroGistics believes that hiring qualified individuals to fill positions contributes to the overall strategic success of MetroGistics. Each employee, while employed, is hired to make significant contributions to MetroGistics. In hiring the most qualified candidates for positions, the following hiring process is applicable: PROCEDURE: Personnel Requisitions Personnel requisitions must be completed in order to fill MetroGistics positions. Requisitions must be initiated by the department manager. Requisition approval by a Managing Member is also required as needed and then forwarded to the Executive Administrative Manager. Personnel requisitions should indicate the positions’ hours/shifts, status, reason for the opening, essential job functions and qualifications (or a current job description may be attached or any special recruitment advertising instructions). Job Postings All regular exempt and non-exempt job openings are posted on MetroGistics bulletin boards for employees to review. The bulletin boards are located in the employee lounge area. Jobs remain on the posting until the position is filled or at management’s discretion. Job postings are updated every Friday. Internal Transfers Employees who have been in their current position for at least one year may apply for internal job openings. This may be waived with the consent of the employee’s manager and Executive Administrative Manager. Employees must complete the “Internal Job Opening Request Form”. The form should be completed and turned into the Executive Administrative Manager within the first week the job is posted. All applicants for a posted vacancy will be considered on the basis of their qualifications and ability to perform the job successfully. Internal candidates who are not selected will be notified by the Executive Administrative Manager. Once transferred to a new position, employees will enter into introductory period for the new position. Recruitment Advertising Positions are advertised externally based upon need and budget requirements. The Executive Administrative Manager is responsible for placing all recruitment advertising. Interview Process The Executive Administrative Manager or the hiring manager will screen applications and/or resumes prior to scheduling interviews. Initial interviews are generally conducted by the Executive Administrative Manager and the hiring manager. Team interviews may be conducted as needed for some positions. If a team interview is conducted, a structured interview process is recommended. Interview questions should be compiled by the interviewing team and reviewed by the Executive Administrative Manager. After the team completes the interview process, the results of the interview should be forwarded to the hiring manager/supervisor for review. The hiring manager or supervisor has ultimate responsibility for making a hiring decision. Supervisors must notify the Executive Administrative Manager of all interviews conducted using the applicant summary tracking form. All applications and resumes of applicants not selected will be forwarded to the Executive Administrative Manager for appropriate retention. The Executive Administrative Manager will notify applicants who are not selected about the closing of MetroGistics positions. Reference Checks, Criminal Background Checks, and Drug and Alcohol Testing Once a decision has been made regarding interest in hiring an applicant an offer will be made contingent upon satisfactory completion of reference checks and criminal background checks. The hiring manager or Executive Administrative Manager will check references for all candidates. The Executive Administrative Manager will contact final candidates to complete a pre-employment post-offer drug and alcohol screen. Drug testing site maps and hours of operation information are available from the Executive Administrative Manager. Job Offers Once the Executive Administrative Manager receives satisfactory results from the reference checks, criminal background check and the drug and alcohol screen, the Executive Administrative Manager or the hiring manager/supervisor will notify the candidate to confirm the initial offer. Initial Start Date and Orientation On the initial start date, employees will complete required paperwork and their orientation. Employees must complete the necessary paperwork in the Executive Administrative Manager’s office or at the location of the new position. Supervisors will complete the “New Hire Checklist” with new employees and go through the Policy and procedures. All documents should be returned to the Executive Administrative Manager as well as original completed application form, the completed applicant summary tracking form, Form I-9 with a copy of supporting I-9 forms, Federal and state tax forms, and any certifications and licensure information within three business days of hire date. Introductory Period of Employment
An introductory period of employment is a period of time established by MetroGistics after initial hire of an employee during which the Company and the employee evaluate whether a successful employment relationship can be created. During this period MetroGistics reserves the right to review whether the employee has the skills and other qualifications needed to succeed. Equally important is the right of the new employee to evaluate whether he or she is a good match for the position and the Company. MetroGistics employs an Introductory Period of 90 days from the first date of hire. MetroGistics is an employment-at-will employer. Employee who successfully completes their first 90 days of employment may acquire additional benefits eligibility, however, all employees will continue as “at will employees” and will be reviewed based on performance throughout their relationship with MetroGistics. Completion of the Introductory Period does not guarantee continued employment and does not change the at-will nature of the employment relationship. Performance Management Policy The performance appraisal provides a means for discussing, planning and reviewing the performance of each employee. Regular performance appraisals: • Help employees clearly define and understand their responsibilities, provide criteria by which their performance will be evaluated and suggest ways in which they can improve performance. • Identify employees with potential for advancement within the Company. • Help managers distribute and achieve departmental goals by providing managers the necessary data to efficiently and productively align individual goals with those of the department and organization as a whole. • Provide a fair and consistent basis for awarding compensation based on merit. Performance appraisals influence salaries, promotions and transfers, so it is critical that supervisors be objective in conducting performance reviews and in assigning overall performance ratings. PROCEDURE: I. PERFORMANCE REVIEW SCHEDULE Performance appraisals are conducted on an annual cycle. Employees will receive a performance review on an established date each year. Merit increases are not guaranteed and are based upon Company performance and financials. When provided, a merit increase may accompany a performance review if the employee’s performance and salary level warrant. The amount of increase should be consistent with the approved merit budget. II. INCREASE PLANNING Overall merit budget allocations and individual merit increases are planned for and allocated prior to the start of each calendar year. The salary increase program is designed to assist MetroGistics’ management in planning and allocating merit and promotional increases which will be: • Reward individual performance; • Bemarket competitive; • Be internally equitable; • Supports and is comparable with MetroGistics’ operating budget; and • Will be equitably allocated among individual employees, taking into consideration all available factors at one point in time. III. PERFORMANCE REVIEWS--SALARY INCREASES Each MetroGistics manager is responsible for timely, accurate, and equitable assessment of the performance and contribution of his/her employees. A performance review does not always result in an automatic salary increase. The employee’s overall performance and salary level relative to his/her position responsibilities must be evaluated to determine if a salary increase is warranted. Out-of-cycle salary increases must be pre-approved by the department manager, Executive Administrative Manager and the Managing Members. IV. SALARY EQUITY REVIEWS A manager may request an analysis of an employee’s salary at any time he/she deems appropriate. This request should be made to the Executive Administrative Manager who will review the employee’s salary in comparison to other employees in comparable positions. V. RESPONSIBILITY The forms and spreadsheets provided by Executive Administrative Manager will be used and the completed evaluation will be retained in the employee’s personnel file. The performance evaluation will be discussed and signed both by the employee and the manager to ensure that all strengths, areas for improvement and job goals for the next review period are clearly communicated and understood. The manager is responsible for completing the salary increase planning worksheet, obtaining increase approvals and submitting the approved and final worksheet to Executive Administrative Manager for processing. Salary increases must be supported by a performance appraisal for salary change processing. The manager will not discuss any proposed action with the employee until all written approvals are obtained. Executive Administrative Manager will review all salary increase/adjustment requests to ensure compliance with Company Policy and that request falls within the provided guidelines. VI. AUTHORITY The Executive Administrative Manager has the authority to change, modify or approve exceptions to this Policy at any time with or without notice. Normal Workweek and Timesheet Policy Timesheets are due to the Executive Administrative Manager no later than 10:00 a.m. every Monday with pay day every two weeks, bi-weekly terms, on Wednesday at midnight via electronic deposit. MetroGistics’ normal operating hours are 7:00 am to 9:00 pm Monday – Sunday. Exempt employees are entitled to a 1 hour lunch break, while non-exempt employees are entitled to a 30 minute lunch break. All employees are allowed a mid-morning and afternoon break of 10 minutes each. In situations where client demands require employees may be asked to work on the weekend at time and one half regular wages. Every employee (exempt and non-exempt) must record the appropriate department or division name on the timesheet. The employee’s name must be written as it appears on his or her Social Security card. Employees who work on projects must indicate the project name and number on the timesheet next to the hours worked on that project. Leave must be listed where indicated. Employees must also record their assigned employee number. All overtime must be approved in advance by management. The employee and supervisor must sign the timesheet and submit it according to the established schedule above. Failure of the employee to submit a timesheet when required or submitting a fraudulent timesheet may result in disciplinary action. For detailed instructions on how and when to complete timesheets, employees should check with their immediate supervisors. Exempt Salaried Employee Definition and Complaint Procedure
An "exempt salaried employee" is an employee who regularly receives a predetermined amount of compensation each pay period on a bi-weekly basis, or less frequent basis and who falls within one of the following categories exempt from overtime: executive, administrative, professional, outside sales and certain computer employees. An employee who falls within the "exempt salaried employee" definition may not have his/her pay reduced because of variations in the quality or quantity of the employee's work, except, as follows:
(1) For absences of one or more full days for personal reasons, other than sickness or disability; (2) For absences of one or more full days for sickness or disability IF the deduction is made according to a bona fide sickness or disability Policy, plan or practice that provides compensation for time loss due to sickness or disability, or the employee is not yet eligible for pay under such a Policy, plan or practice or has exhausted the employee's paid time under such Policy, plan or practice; (3) To offset amounts employees receive as jury or witness fees, or for military pay; (4) For unpaid disciplinary suspensions of one or more full days imposed in good faith for violations of safety rules of major significance such as those relating to the prevention of serious danger in the workplace or to other employee; (5) For unpaid disciplinary suspensions of one or more full days imposed in good faith for violations of the Company's written workplace conduct rules and policies. Such rules and policies include, but are not limited to policies against harassment and violence in the workplace; or (6) When an "exempt salaried" employee works less than a full week for the first or final week of employment. It is the Company's Policy to comply with the salary basis requirements of the FLSA. Therefore, the Company will not authorize any deduction that does not fall within the listed exceptions or that are not otherwise permissible under state or federal law. If you believe that an improper deduction has been made to your salary, you should immediately report this information to the Executive Administrative Manager. Reports of improper deductions will be promptly investigated. If the Company determines that an improper deduction has occurred, you will be promptly reimbursed for any improper deduction made. The Company will also take whatever steps it deems necessary to ensure that any improper deduction brought to its attention under this procedure does not occur in the future. Absence Policy MetroGistics is a service Company, providing important transportation services to the automobile industry. In order to accomplish this mission, it is imperative that every employee be present when scheduled to fulfill customer expectations. MetroGistics awards its employees with sufficient vacation, holiday and flex days throughout the year. Vacation and holiday leave must be scheduled with management at least two weeks in advance. Every effort will be made to honor your vacation request however if it would make it difficult to provide quality service or meet projected schedules, requests made with less than two weeks’ notice can possibly be denied. Business operations may dictate that the employee reschedule his/her vacation. Only flex hours (where available) may be used in the case of emergency or sudden illness without prior scheduling. This Policy details how absences and tardiness are counted for the purposes of maintaining excellent customer service throughout the business day. ABSENCES AND TARDINESS Prescheduled times away from work using accrued vacation, holiday, flex (where available) days are not considered occurrences for the purpose of this Policy. An absence occurs when an employee misses more than three (3) hours of work within a normal workday. An absence of multiple days due to the same illness, injury or other incident will be counted as one occurrence for the purpose of this Policy. A tardy arrival, early departure or other shift interruption is considered a one-half occurrence. On occasion and with prior approval by the supervisor, an employee who is tardy may adjust that day’s schedule to work an equivalent amount of time at the end of the shift, and a one-half occurrence will not be counted. Arrival and departure times will be determined by the time on the employee timesheet. An employee is considered late if he or she reports to work more than five minutes after the schedules starting time; an early departure is one in which the employee leaves before the scheduled end of his or her shift. If an employee is scheduled to work overtime and either fails to report or reports after the scheduled start time, an occurrence will be charged as noted above. STEP DISCIPLINE Absences and tardiness or early departure will be counted together, but are assigned different levels of severity. Absences are each considered one occurrence; tardiness/early departure is each one-half an occurrence. Occurrences are counted in a rolling twelve-month period. Occurrences expire twelve months from the date of the incident. STEP ONE Two unexcused occurrences (absences and tardies combined) in any three (3) month period will be the basis for a coaching discussion between the employee and direct supervisor. The purpose of the coaching session is to make the employee aware that he/she has been absent or tardy frequently enough to draw attention and to be certain that the employee understands this Policy and the consequences of violation. The coaching session will be documented to the employee’s personnel file. STEP TWO Any additional unscheduled absence or tardiness in the same twelve-month period is cause for a verbal warning with documentation to the employee’s file. The verbal warning, delivered by the employee’s direct supervisor, serves to notify the employee that he/she is in violation of this Company Policy and that additional occurrences will result in further disciplinary action. STEP THREE The next unscheduled absence or tardiness to the above in the same twelve-month period will trigger a written warning putting the employee on formal notice of violation as mentioned above. STEP FOUR An additional unscheduled absence or tardiness to the above in the same twelve-month period is cause for a final written warning with a one-day suspension (without pay). This is considered the final step in the disciplinary process regarding attendance and punctuality. STEP FIVE (FINAL) An additional unscheduled absence or tardy to the above steps in the same twelve-month period is cause for termination of employment. NO CALL/NO SHOW Not reporting to work and not calling to report the absence is a no call/no show and is a serious matter. The first instance of a no call/no show will result in a final written warning. The second separate offense may result in termination of employment with no additional disciplinary steps. Any no call/no show lasting three days is considered job abandonment and will result in immediate termination of employment. If the employee has already begun the step discipline process for attendance/punctuality when a no call/no show occurs, the disciplinary process may be accelerated to the final step. Management may consider extenuating circumstances when determining discipline for a no call/no show (for instance, if the employee is in a serious accident and is hospitalized) and has the right to exercise discretion in such cases. PROCEDURES No disciplinary actions will be taken without the direct involvement of the Executive Administrative Manager as counsel to management. All warnings will be delivered by the direct supervisor, manager, or Human Resources as circumstances require. Management reserves the right to use its discretion in applying this Policy under special or unique circumstances. Although occurrences will roll off an employee’s record after twelve months, habitual offenders (those who have established a pattern of absences, such as consistently having four or more occurrences in any given six-month period or routinely calling off on Mondays and/or Fridays) may trigger step discipline even though twelve-month old infractions have fallen off, if he or she continues to incur occurrences. Management reserves the right to amend or discontinue this Policy at any time without notice. STEP DISCIPLINE – UNSCHEDULED ABSENCES OR TARDIES IN A ROLLING TWELVE-MONTH PERIOD 2nd OCCURRENCE TOTAL COACHING SESSION DOCUMENTED TO FILE
NEXT ABSENCE OR TARDY VERBAL WARNING DOCUMENTED TO FILE
NEXT ABSENCE OR TARDY WRITTEN WARNING TO FILE
NEXT ABSENCE OR TARDY FINAL WRITTEN WARNING WITH ONE-DAY SUSPENSION
NEXT ABSENCE OR TARDY TERMINATION OF EMPLOYMENT Personal Leave
All full-time, regular employees accrue personal time off (pto)/sick leave from the date of hire, for a total of four (4) days per calendar year (one sick day per each quarter of the year). Part-time, regular employees accrue pto/sick leave from the date of hire, in a prorated amount using the full- time total of four (4) days per year and the average number of hours the part-time employee works per week. Pto/sick leave may be used for an employee's personal illness, well-care and medical and dental appointments. Personal leave may also be used for illness and well-care in an employee's immediate family (such as spouse, children, mother, father). Pto/sick leave may not be used prior to accrual. If pto/sick leave is exhausted, earned but unused vacation will be used in its place. If pto/sick leave and vacation is exhausted and an employee is absent, the employee’s bonus pay will be pro-rated, deduction of bonus pay to be implemented as follows, 1st day = 25% deduction, 2nd day = 50% deduction, 3rd day = 75%, 4th day = zero bonus will be paid. If an employee who has sick leave absence in excess of three consecutive working days must present medical documentation for the absence. Employees are not paid for unused sick leave upon termination of employment. If the available pto/sick leave is not used by the end of a calendar year, the pto/sick time will be paid in the amount of the employee’s base rate of pay. Carry-over of pto/sick time will not be allowed. If the employee is absent unexpectedly due to personal or a family member's illness, he/she should notify his/her supervisor or management as soon as reasonably possible. Military Leave of Absence
MetroGistics is committed to protecting the job rights of employees absent on military leave. In accordance with federal and state law, it is MetroGistics’ Policy that no employee or prospective employee will be subjected to any form of discrimination on the basis of that person's membership in or obligation to perform service for any of the Uniformed Services of the United States. Specifically, no person will be denied employment, reemployment, promotion, or other benefit of employment on the basis of such membership. Furthermore, no person will be subjected to retaliation or adverse employment action because such person has exercised his or her rights under applicable law or this Policy. If any employee believes that he or she has been subjected to discrimination in violation of this Policy, the employee should immediately contact the Employee Benefits Representative responsible for the employee's division, or the Representative's supervisor if the Representative is unavailable or unable to be of assistance.
Eligibility Employees taking part in a variety of military duties are eligible for benefits under this Policy. Such military duties include leaves of absence taken by members of the uniformed services, including Reservists, National Guard members for training, periods of active military service, and funeral honors duty, as well as time spent being examined to determine fitness to perform such service. Subject to certain exceptions under the applicable laws, these benefits are generally limited to five years of leave of absence.
• Procedures for Military Leave 1. Unless military necessity prevents it, or is otherwise impossible or unreasonable, an employee should provide MetroGistics with notice of the need for leave as far in advance as is reasonable under the circumstances. Written notice is preferred, but not required under the law or this Policy. 2. To request a temporary or extended military leave of absence, the employee should generally obtain a Request for Leave of Absence Form from Executive Administrative Manager. However, a written application is not required under the law or this Policy. 3. Executive Administrative Manager will review and sign the Request for Leave of Absence Form, collect any applicable insurance premiums from the employee, generate other applicable documents, and process accordingly. 4. Employees on temporary or extended military leave may, at their option, use any or all accrued paid vacation or personal leave during their absence. 5. When the employee intends to return to work, he or she must make application for reemployment to Executive Administrative Manager within the application period set forth below.
6. If the employee does not return to work, the supervisor must notify Executive Administrative Manager so that appropriate action may be taken. • Benefits If an employee is absent from work due to military service, benefits will continue as follows: 1. An employee on extended military leave may elect to continue group health insurance coverage for the employee and covered dependents under the same terms and conditions for a period not to exceed 31 days from the date the military leave of absence begins. The employee must pay, per pay period, the premium normally paid by the employee. After the initial 31-day period, the employee and covered dependents can continue group health insurance up to 24 months at 102% of the overall (both employer and employee) premium rate. 2. The group term life/AD&D insurance provided by MetroGistics will terminate the day the employee becomes active military. 3. The group long term disability insurance provided by MetroGistics will terminate the day the employee becomes active military. 4. Employees do not accrue vacation, personal leave or sick leave while on military leave of absence status. 5. With respect to MetroGistics’ retirement plan, upon reemployment, employees who have taken military leave will be credited for purposes of vesting with the time spent in military service and will be treated as not having incurred a break in service. Immediately upon reemployment, the employee may, at the employee’s election, make any or all employee contributions that the employee would have been eligible to make had the employee's employment not been interrupted by military service. Such contributions must be made within a period that begins with the employee's reemployment and that is not greater in duration than three times the length of the employee's military service. Employees will receive all associated Company match for such contributions. 6. Voluntary supplemental life/AD&D insurance will terminate the day the employee becomes active military. Converting to an individual Policy may continue voluntary dependent life insurance coverage. To exercise this conversion option, dependents must submit a written application and the first premium payment within 31 days immediately following the termination of coverage. • Reemployment Upon an employee's prompt application for reemployment (as defined below), an employee will be reinstated to employment in the following manner depending upon the employee's period of military service: 1. Less than 91 days of military service - (i) in a position that the employee would have attained if employment had not been interrupted by military service; or (ii) if found not qualified for such position after reasonable efforts by MetroGistics, in the position in which the employee had been employed prior to military service. 2. More than 90 days and less than 5 years of military service - (i) in a position that the employee would have attained if employment had not been interrupted by military service or a position of like seniority, status and pay, the duties of which the employee is qualified to perform; or (ii) if proved not qualified after reasonable efforts by MetroGistics, in the position the employee left, or a position of like seniority, status and pay, the duties of which the employee is qualified to perform. 3. Employee with a service-connected disability - if after reasonable accommodation efforts by the employer, an employee with a service-connected disability is not qualified for employment in the position he or she would have attained or in the position that he or she left, the employee will be employed in (i) any other position of similar seniority, status and pay for which the employee is qualified or could become qualified with reasonable efforts by MetroGistics; or (ii) if no such position exists, in the nearest approximation consistent with the circumstances of the employee's situation. • Application for Reemployment An employee who has engaged in military service must, in order to be entitled to the reemployment rights set forth above, submit an application for reemployment according to the following schedule: 1. If service is less than 31 days (or for the purpose of taking an examination to determine fitness for service) - the employee must report for reemployment at the beginning of the first full regularly scheduled working period on the first calendar day following completion of service and the expiration of eight hours after a time for safe transportation back to the employee's residence. 2. If service is for 31 days or more but less than 181 days - the employee must submit an application for reemployment with Executive Administrative Manager no later than 14 days following the completion of service. 3. If service is over 180 days - the employee must submit an application for reemployment with Executive Administrative Manager no later than 90 days following the completion of service. 4. If the employee is hospitalized or convalescing from a service-connected injury - the employee must submit an application for reemployment with Executive Administrative Manager no later than two years following completion of service.
• Exceptions to Reemployment In addition to the employee's failure to apply for reemployment in a timely manner, an employee is not entitled to reinstatement as described above if any of the following conditions exist: 1. MetroGistics’ circumstances have so changed as to make reemployment impossible or unreasonable 2. Reemployment would pose an undue hardship upon MetroGistics. 3. The employee's employment prior to the military service was merely for a brief, non-recurrent period and there was no reasonable expectation that the employment would have continued indefinitely or for a significant period. 4. The employee did not receive an honorable discharge from military service. • General Benefits Upon Reemployment Employees reemployed following military leave will receive seniority and other benefits determined by seniority that the employee had at the beginning of the military leave, plus any additional seniority and benefits the employee would have attained, with reasonable certainty, had the individual remained continuously employed. Additionally, upon reemployment, a covered employee will not be discharged except for cause for up to one year following reemployment. • Documentation An employee's manager will, upon the employee's reapplication for employment, request that the employee provide MetroGistics with military discharge documentation to establish the timeliness of the application for reemployment, the duration of the military service, and the honorable discharge from the military service. Jury Duty Leave Policy Policy Statement To provide income protection while an employee carries out his/her civic responsibility, MetroGistics provides the difference between jury duty pay and your regular day’s pay for time spent serving on jury duty. Income protection for time spent serving on jury duty will be provided for a maximum of five work days. Additional salary protected time away from the workplace for this purpose will be considered on a case-by-case basis. Eligibility Full-time employees are eligible to receive this benefit. Responsibility Upon receipt of notification from the state or federal courts of an obligation to serve on a jury or to act as a court witness, the employee should notify his/her supervisor. The employee is required to provide copies of the subpoena or jury summons to his/her supervisor and Executive Administrative Manager. The supervisor will verify the notification and make scheduling adjustments to accommodate the employee’s obligation. The supervisor will also provide court documentation to Payroll for processing. Employees appearing as a plaintiff, defendant or for non-subpoenaed court appearance will not receive paid time off. Vacation or unpaid time should be used for these instances. Authority The Managing Members have authority to change, modify or approve exceptions to this Policy at any time with or without notice. Bereavement Policy
Objective
The bereavement leave Policy establishes uniform guidelines for providing paid time off to employees for absences related to the death of immediate family members. Scope of Policy All full-time, active employees are eligible for benefits under this Policy. PROCEDURES An employee who wishes to take time off due to the death of an immediate family member should notify his or her supervisor immediately. Bereavement pay is calculated based on the base pay rate at the time of absence and will not include any special forms of compensation, such as incentives, commissions, bonuses, overtime or shift differentials. Bereavement leave will normally be granted unless there are unusual business needs or staffing requirements. An employee may, with his or her supervisor’s approval, use any available vacation for additional time off as necessary. Paid bereavement leave is granted according to the following schedule: Employees are allowed up to three consecutive days off from regularly scheduled duty with regular pay in the event of the death of the employee’s spouse, child, father, father-in-law, mother, mother-in-law, brother, sister, stepfather, stepmother, stepbrother, stepsister, stepson or stepdaughter. To be eligible for paid bereavement leave, the employee generally must attend the funeral of the deceased relative. Employees are allowed one day off from regular scheduled duty with regular pay in the event of death of the employee’s brother-in-law, sister-in-law, son-in-law, daughter-in-law, aunt, uncle, grandparent, grandchild or spouse's grandparent. To be eligible for paid bereavement leave, the employee generally must attend the funeral of the deceased relative. Employees are allowed up to four hours of bereavement leave to attend the funeral of a fellow regular employee of the Company, provided such absence from duty will not interfere with normal operations of the Company. To be eligible for pay under this provision, the employee generally must attend the funeral of the deceased regular employee. Travel and Meal Policy OVERVIEW It is the Policy of MetroGistics to reimburse staff for reasonable and necessary expenses incurred in connection with approved travel on behalf of the Company. MetroGistics requires all travel arrangements for airfare, and hotel accommodations be made by the Executive Administrative Manager. All employees traveling on behalf of MetroGistics are encouraged to rent automobiles that are recommended by the Company. Travelers seeking reimbursement should incur the lowest reasonable travel expenses and exercise care to avoid impropriety or the appearance of impropriety. Reimbursement is allowed only when reimbursement has not been, and will not be, received from other sources. If a circumstance arises that is not specifically covered in the travel policies, the most conservative course of action should be adopted. AUTHORIZATION AND RESPONSIBILITY Travel for staff must be authorized. Travelers should verify that planned travel is eligible for reimbursement before making travel arrangements. Upon completion of the trip, and within 30 days, the traveler must submit a Travel Reimbursement form and supporting documentation to obtain reimbursement of expenses. An individual may not approve his/her own travel and/or reimbursement. Authorizing signatures include the Managing Members and the Executive Administrative Manager (for travel under $1,000). Designated approval authorities are required to review expenditures and withhold reimbursement if there is reason to believe that the expenditures are inappropriate or extravagant. PERSONAL FUNDS Travelers should review reimbursement guidelines before spending personal funds for business travel to determine if such expenses are reimbursable. See Section II – Travel Expenses/Processes for details. MetroGistics reserves the right to deny reimbursement of travel related expenses for failure to comply with policies and procedures. Travelers who use personal funds to facilitate travel arrangements will not be reimbursed until after the trip occurs and proper documentation is submitted. VACATION IN CONJUNCTION WITH BUSINESS TRAVEL In cases where vacation time is added to a business trip, any cost variance in airfare, car rental, and/or lodging must be clearly identified on the Travel Request form. MetroGistics will not prepay any personal expenses with the intention of being “repaid” at a later time, nor will any personal expenses be reimbursed. EXCEPTIONS Occasionally it may be necessary for travelers to request exceptions to MetroGistics Travel Policies. Requests for exceptions to these policies must be made in writing and approved by the Managing Members for review/approval is 5 business days. GENERAL INFORMATION Authorized business travel for staff that includes prepayments must be pre-approved. Reimbursement of parking, mileage, gasoline in lieu of mileage, ferry and/or bus passes do not require requests if they are under $10.00. Requests for reimbursement of expenses over $10.00 are submitted on a Travel Reimbursement form. TRAVEL RELATED EXPENSES THAT MAY BE PREPAID In advance of the travel, MetroGistics may issue prepayments for airfare, rail transportation, rental vehicles, conference registration fees, and cash advances. Applicable policies and methods of payments for these prepayments follow. 1. Airfare – Will be arranged by the Executive Administrative Manager, unless otherwise approved and are expected to obtain the lowest available airfare that reasonably meets business travel needs. Airfare may be prepaid by the Business Manager. Travelers are encouraged to book flights at least 30 days in advance to avoid premium airfare pricing. First class tickets are not reimbursable. Coach class or economy tickets must be purchased for domestic or international flights (defined as flight time totaling less than 5 consecutive hours – excluding layovers). A higher-priced coach ticket cannot be purchased for a subsequent upgrade in seating. A less than first class ticket (i.e. business class) may be purchased at MetroGistics discretion for domestic or international flights (defined as flight time exceeding 5 consecutive hours – excluding layovers). Airfare may be purchased with a credit card or check through the Business Office with a Request for Payment form. Reimbursement for checked baggage will be on a case by case basis. 2. Rental Vehicles – MetroGistics will pay for approved use of a rental vehicle and full coverage insurance on the vehicle. See reimbursement (section 4). 3. Conference Registration Fees – Conference registration fees can be prepaid with a credit card or check through the Business Office with a Request for Payment form. Business related banquets or meals that are considered part of the conference can be paid with the registration fees; however, such meals must be deducted from the traveler’s per diem allowance. See Meals (per diem) for more detail. 4. Travel Advances – Cash advances are authorized for specific situations that might cause undue financial hardship for business travelers. These situations are limited to staff traveling on behalf of MetroGistics – 80% of the total estimated cost can be advanced. Expenses associated with the travel must be reconciled and substantiated within 2 weeks of the return date. The traveler must repay MetroGistics for any advances in excess of the approved reimbursable expenses. REIMBURSEMENTS Requests for reimbursements of travel related expenses are submitted on a Travel Reimbursement form. This form must be accompanied by supporting documentation. If the requested reimbursement exceeds 20% of the total pre-trip estimate, the Travel Reimbursement form must be signed by the Managing Members. These forms must be submitted to the Executive Administrative Manager within two weeks after the trip was completed. Travel Reimbursement forms not submitted within this time frame require exception approval from the Managing Members. Reimbursement of travel expenses is based on documentation of reasonable and actual expenses supported by the original, itemized receipts where required. Reimbursements that may be paid by MetroGistics are shown below. 1. Airfare – If the airfare was not prepaid by the Executive Administrative Manager, an original itemized airline receipt, an e-ticket receipt/statements, or an Internet receipt/statement is required. The receipt must show the method of payment and indicate that payment was made. In any case, first class tickets are not reimbursable. 2. Automobile (Personally Owned – Domestic Travel) – A valid driver’s license issued within the United States and personal automobile insurance are required for expenses to be reimbursed. Drivers should be aware of the extent of coverage (if any) provided by his/her automobile insurance Company for travel that is business or not personal in nature. Reimbursement for usage of a personal automobile is based on MetroGistics Mileage Rate. MetroGistics Mileage Rate – Staff Travel Reimbursement form is required. As of October 1, 2013, the rate is $0.55 per mile. This represents reimbursement for all vehicle related expenses including, but not limited to, gasoline, wear and tear, and personal auto insurance IRS allowable for the year in which the mileage is accrued. Reimbursement for a commercial rental vehicle as a primary mode of transportation is authorized only if the rental vehicle is more economical than any other type of public transportation, or if the destination is not otherwise accessible. Vehicle rental at a destination city is reimbursable. Original receipts are required. MetroGistics authorizes reimbursement for entry-level or the most economic vehicle available. In certain circumstances larger vehicles may be rented, with supervisory approval. The rental agreement must clearly show the date, the points of departure/arrival, as well as the total cost. Drivers must adhere to the rental requirements and restrictions must be followed. Original receipts are required. When vehicle rentals are necessary, Employee and MetroGistics must purchase full coverage insurance when booking your reservation. Drivers should be aware of the extent of a coverage (if any) provided by his/her automobile insurance company for travel that is business or not personal in nature. Parking fees, tolls, and other incidental costs associated with the vehicle usage are not covered by the rental agreement. Travelers are strongly encouraged to fill the gas tank before returning the vehicle to the rental company to avoid service fees and more expensive fuel rates. 4. Conference Registration Fees – If the conference fee was not prepaid, MetroGistics will reimburse these fees, including business related banquets or meals that are part of the conference registration. Original receipts to support the payment are required. If the conference does not provide a receipt, a cancelled check, credit card slip/statement, or documentation that the amount was paid is required for reimbursement. A pro-rated amount for the meals provided must be deducted from the traveler’s per diem. See Meals (per diem) for more detail. Entertainment activities such as golf outings and sightseeing tours will not be reimbursed. Registration fees paid directly by an individual will not be reimbursed until the conference is completed. 5. Lodging (commercial) – The cost of overnight lodging (room rate and tax only) will be reimbursed to the traveler if the authorized travel is 45 miles or more from the traveler’s home or primary work site. Exceptions to this restriction may be approved in writing by the Managing Members. MetroGistics will reimburse lodging expenses at reasonable, single occupancy or standard business room rates. When the hotel or motel is the conference or convention site, reimbursement will be limited to the conference rate. Only single room rates are authorized for payment or reimbursement unless the second party is representing the Company in an authorized capacity. If the lodging receipt shows more than a single occupancy, the single room rate must be noted. If reimbursement for more than the single room rate is requested, the name of the second person must be included. 6. Meals (Per Diem) – Per diem allowances are reimbursable for in state overnight travel that is 45 miles or more from the traveler’s home or primary work site. Per diem allowances are applicable for all out-of-state travel that is 45 miles or more from the traveler’s home or primary work site. MetroGistics per diem rates are based on the U.S. General Services Administration Guidelines that vary by city location. In addition to meals these rates include incidental expenses such as laundry, dry cleaning and service tips (i.e. meal, housekeeping, porters, etc.) Incidental expenses, unless specifically cited in this Policy, will not be reimbursed. Per diem reimbursements are based on departure and return times over the entire 24-hour day and prorated accordingly. Listed below is the per diem allowance based on departure and arrival time from and to the traveler’s home or primary work site. If a free meal is served on the plane, included in a conference registration fee, built in to the standard, single hotel room rate or replaced by a legitimate business meal, the per diem allowance for that meal may not be claimed. Receipts are not required for per diem allowances. Per diem allowances are reimbursed after the trip is completed. 7. Business Meals – Travelers are required to follow MetroGistics Expenditure Policies when requesting reimbursement for business meals. Original itemized receipts are required. 8. Business Expenses – Business expenses including faxes, photocopies, Internet charges, data ports, and business telephone calls incurred while on travel status can be reimbursed. Original itemized receipts are required. 9. Parking – Original receipts are required for parking fees (including airport parking) totaling $25.00 or more. The lodging bill can be used as a receipt when charges are included as part of the overnight stay. 10. Telephone Calls – The costs of personal telephone calls are the responsibility of the individual. 11. Tolls – Original receipts are required for tolls totaling $25.00 or more. 12. Miscellaneous Transportation – Original receipts are required for taxi, bus, subway, metro, ferry, and other modes of transportation if costs are $25.00 or more for each occurrence.
SECTION III: Travel Expenses Not Reimbursable The following items that may be associated with business travel that will not be reimbursed by MetroGistics: Airline club memberships Airline upgrades Business class for domestic flights/first class for all flights Child-care, babysitting, house-sitting, pet-sitting/kennel charges Costs incurred by traveler’s failure to cancel travel or hotel reservations in a timely fashion Evening or formal wear expenses Haircuts and personal grooming Laundry and dry cleaning Passports, vaccinations, and visas when not required as a specific and necessary condition of the travel assignment Personal entertainment expenses including in-flight movies, headsets, health club facilities, hotel pay-per-view movies, in-theatre movies, social activities and related incidental costs Travel accident insurance premiums and/or purchase of additional travel insurance Other expenses not directly related to the business travel SPOUSE OR OTHER DEPENDENT EXPENSES Incremental costs for travel, lodging, meal or other travel expenses for spouses or other family members will not be reimbursed unless the individual has a bona fide Company purpose for engaging in the travel or attending the event. Such travel is generally limited to senior management and should occur infrequently. Policy on Use of Company Communication Systems and Tools Introduction MetroGistics recognizes that use of the Internet has many benefits for MetroGistics and its employees. The Internet and e-mail can make communication more efficient and effective. Therefore, employees are encouraged to use the Internet appropriately. Unacceptable usage of the Internet can place MetroGistics and others at risk. This Policy discusses acceptable usage of the Internet and e-mail. Guidelines The following guidelines have been established for using the Internet and e-mail in an appropriate, ethical and professional manner. 1. MetroGistics Internet and e-mail access may not be used for transmitting, retrieving or storing of any communications of a defamatory, discriminatory or harassing or pornographic nature. No messages with derogatory or inflammatory remarks about an individual's race, age, disability, religion, national origin, physical attributes, genetic information or sexual preference shall be transmitted. Harassment of any kind is prohibited. 2. Disparaging, abusive, profane, or offensive language; materials that might adversely or negatively reflect upon MetroGistics or be contrary to MetroGistics best interests; and any illegal activities – including piracy, cracking, extortion, blackmail, copyright infringement, and unauthorized access to any computers on the Internet or e-mail – are forbidden. 3. Copyrighted materials belonging to entities other than MetroGistics may not be transmitted by employees on the Company's network. All employees obtaining access to other companies' or individual's materials must respect all copyrights and may not copy, retrieve, modify or forward copyrighted materials, except with permission or as a single copy to reference only. If you find something on the Internet that may be interesting to others, do not copy it to a network drive. Instead, give the URL (uniform resource locator or "address") to the person who may be interested in the information and have that person look at it on his/her own. 4. Do not use the system in a way that disrupts its use by others. This includes excessive dial-in usage, sending or receiving many large files and "spamming" (sending e-mail messages to thousands of users.) 5. The Internet is full of useful programs that can be downloaded, but some of them may contain computer viruses that can extensively damage our computers. Be sure to virus-check downloaded files immediately. Instructions on how to check for viruses are available through the IT Department. Also, many browser add-on packages (called "plug-ins") are available to download. There is no guarantee that such will be compatible with other programs on the network and such may cause problems; therefore, please refrain from downloading such plug- ins. 6. Each employee is responsible for the content of all text, audio or images that he/she places or sends over the Company's Internet and e-mail system. No e-mail or other electronic communications may be sent which hides the identity of the sender or represents the sender as someone else. Also, be aware that MetroGistics name is attached to all messages so use discretion in formulating messages. 7. Generally, e-mail is not private or confidential. All electronic communications are MetroGistics property. Therefore, MetroGistics reserves the right to examine, monitor and regulate e-mail messages, directories and files, as well as Internet usage. Also, the Internet is not secure so don't assume that others cannot read— or possibly alter— your messages. 8. Internal and external e-mail messages are considered business records and may be subject to discovery in the event of litigation. Be aware of this possibility when sending e-mail within and outside the Company. MetroGistics Right to Monitor and Consequences All Company-supplied technology, including computer systems and Company-related work records, belong to MetroGistics and not the employee. MetroGistics routinely monitors usage patterns for its e-mail and Internet communications. Although encouraged to explore the vast resources available on the Internet, employees should use discretion in the sites that are accessed. Since all the computer systems and software, as well as the e-mail and Internet connection, are MetroGistics -owned, all Company policies are in effect at all times. Any employee who abuses the privilege of MetroGistics facilitated access to e-mail or the Internet, may be denied access to the Internet and, if appropriate, be subject to disciplinary action up to and including termination. Policy and Procedure on Progressive Discipline
MetroGistics adheres to the concept of progressive discipline in our effort to ensure a fair method of disciplining employees. This being the case, we will attempt to give our employees advance notice of problems with their conduct or performance in order to provide them an opportunity to improve them. Such an approach allows the Company to take appropriate action based on the seriousness of the situation and the circumstances.
Disciplinary action and corrective measures are taken at the discretion of the Managing Members of MetroGistics. The possible steps of disciplinary action are counseling, verbal warning, one or more formal written warnings, performance evaluations indicating substandard performance, demotion, suspension, probation and/or dismissal. The choice of options depends on the seriousness of the behavior.
Exception or deviations from the progressive discipline sequence may occur whenever the Supervisor, Human Resources Consultant and/or Managing Member deem that circumstances warrant.
Vacation Leave
All full and part time employees are eligible for vacation leave benefits. Part time employees working 20-29 hours per week will earn vacation according to the Vacation Schedule. Full time employees are those working 30+ hours per week. Vacation leave will not be earned during an unpaid leave of absence. Vacation leave during the first year of employment will be based on the date of hire and will receive the appropriate accrued days according to the Accrual Vacation Schedule below. Accrual Vacation Schedule (First calendar year of employment)
January - March 5 days
April - June 4 days
July - September 3 days
October - December 2 days
On January 1st all employees, including those hired in the previous calendar year, will become eligible for a full complement of vacation benefits according to the vacation schedule below. All vacation requests must receive prior approval by Management before taken. Vacation schedule
Years of Days per Days per Service Year Full Year Part Time Time
1-2 10 5
3-5 12 6
6-10 14 7
11-14 17 8.5
15+ 20 10
To schedule vacation time, employees should submit a completed leave form in the Vacation Portal in MetroVision at least two weeks before the requested leave date. In certain circumstances, if the employee submits a day off in less than two weeks it is up the manager to approve such day(s).
Employees must ensure that they have enough accrued leave available to cover the dates requested. Requests will be approved based on a number of factors, including department operating and staffing requirements. The supervisor should return the leave request to the employee within three business days of the date that it was submitted indicating that the request has been approved or denied. If the request for vacation leave is denied, the supervisor should provide an appropriate reason on the form returned to the employee. Vacation will be paid at the employee’s base rate at the time the leave is taken. Vacation pay does not include overtime or any special forms of compensation such as incentives, commissions, bonuses, or shift differentials. If a holiday falls during the employee’s vacation, the day will be charged to holiday pay, as applicable rather than vacation pay. Due to busier times of the year the office must be staffed appropriately during the months of (February- April). An Employee can still request off during these blackout dates, however it is management’s decision to approve or deny the date(s) requested due to the request being within the blackout dates. Emergencies that occur during this time will be given full consideration. Vacation leave will be used in circumstances of employee absences that have exhausted the employee’s available sick leave. Once the sick leave bank has been exhausted, vacation leave will be used to account for time missed. MetroGistics provides paid vacation for employees to take time for rest and recuperation. MetroGistics encourages employees to use the available vacation time. If the available vacation is not used by the end of a calendar year, the vacation time will be paid in the amount of the employee’s base rate of pay. Carry-over of vacation will not be allowed. If employment is terminated, accrued unused vacation leave that has been earned through the last day of active employment will be paid at the employee’s base rate of pay at termination. In the event of the employee’s death, earned unused vacation time will be paid to the employee’s estate or designated beneficiary.
Holiday Policy
MetroGistics recognizes seven and a half (7 1/2) paid holidays each year. Employees who are classified as regular full-time employees and have worked for MetroGistics for at least 90 days are eligible to receive holiday pay for the following holidays:
New Year’s Day Memorial Day Independence Day Labor Day Thanksgiving Day Day before or day after Thanksgiving (to be scheduled with manager) One-half day on Christmas Eve Christmas Day Should a holiday fall on a weekend, the holiday will be observed on the work day closest to the holiday. The following conditions apply to MetroGistics’ holiday pay Policy: Holiday pay will not be considered as time worked for the purpose of overtime calculations. Holiday pay is computed at individual employee’s base rate of pay. If an employee is scheduled to work on a holiday, he or she will be paid employee’s regular rate of pay plus eight (8) hours of holiday pay. Holidays will not be paid to employees on any type of unpaid leave. Holidays falling within an approved scheduled vacation will be recorded as holiday pay. Employee must be present at work on his or her last scheduled day prior to the holiday and the first scheduled day after the holiday to receive holiday pay. Time off without pay may be granted to employees who desire to observe a religious holiday which is not recognized by MetroGistics, provided undue hardship is not introduced to the Company Maternity / Paternity Leave Maternity/paternity leave under this Policy is a paid leave associated with the birth of an employee’s own child or the placement of a child with the employee in connection with adoption or foster care. The maximum allowed time off under this Policy is six weeks. Maternity/paternity leave is not charged against the employee’s leave credits, and the amount of paid days received is four weeks. The paid leave is compensated at the following levels: Less than one full year of service – 40% of salary. After one full year of service – 60% of salary Health insurance benefits will continue to be provided during the paid maternity/paternity leave under this Policy at the same rate as in effect before the leave was taken regardless of length of service provided the employee has at least one full year of service. Four weeks of leave shall be paid with benefits for the care of a newly born or adopted child. The employee must provide 30 days’ notice (or as much notice as practicable if the leave is not foreseeable) to the department head of the request for leave and complete the necessary forms and filed with the Payroll / Human Resources Representative. After the four weeks of maternity/paternity leave has concluded, subsequent leave shall be covered under appropriate policies. After the paid maternity/paternity leave is exhausted, the employee may charge sick leave and/or vacation leave up to the maximum allowed time of six weeks. If both parents are employees, only one may access the paid benefits of this Policy. Health and Welfare Benefits Policy MetroGistics is committed to providing to our valued employees an array of Competitive benefits at no cost to the employee. The following programs are available to you and eligible dependents:
Medical Insurance
Dental Insurance
Life Insurance
Long Term Disability Insurance
In addition to these benefits MetroGistics will provide a SIMPLE IRA Retirement Savings Plan.
Eligibility for these benefits is described in the SummaryPlan Descriptionscopies are available for participants from the Executive Administrative Manager.
MetroGistics retains the right to discontinue or modify any of the benefits and/or rules contained in this manual.
If there is a discrepancy between the Plan documents and this manual, the terms of the Plan documents shall control. Termination Policy 1.0 POLICY It is Company Policy to ensure that employee terminations are handled in a professional manner with minimal disruption to ongoing work functions. There are three types of terminations: a) Voluntary b) Involuntary c) Death 2.0 VOLUNTARY TERMINATIONS 2.1 General Voluntary termination of employment occurs when an employee informs his or her supervisor of the employee’s intent to resign, or when an employee does not report to work for three consecutive workdays and fails to contact his or her supervisor (job abandonment). 2.2 Procedure a) Employees are expected to provide a minimum of two weeks’ notice of their intention to separate from the Company in order to allow a reasonable amount of time to transfer ongoing workloads. It is expected that written notification will be provided to the employee's immediate supervisor b) Upon receipt of an employee's resignation, the immediate supervisor must notify Human Resources by sending a copy of the resignation letter to HR, annotated if necessary, with pertinent information (i.e. employee's reason for leaving, last day of work, etc.). c) The Human Resources Administrator or Managing Member will coordinate the employee's out-processing. This process includes: 1. Returning all Company property (i.e., keys, ID cards, parking passes, etc.). 2. Review of benefits status. 3. Completion of an exit Interview questionnaire. The exit interview provides employees the opportunity to freely express views about working at the Company and will be held in strict confidence. Human Resources will compile data from exit interviews to determine if feedback to an employee’s director is necessary. d) A “Supervisory Termination Summary” will need to be completed by the immediate supervisor. This form is located in the Company public folders. The completed Summary should be returned to Human Resources where it will be maintained in the employee’s personnel file. e) Employees who possess a security clearance are required to check out and debrief with the Security Officer no later than their last day of employment. 3.0 INVOLUNTARY TERMINATION 3.1 General a) An involuntary termination of employment, to include layoffs and poor performance over 60 days, is a management-initiated dismissal. The inability of an employee to perform the essential functions of the job with or without a reasonable accommodation may also result in an involuntary termination. b) Discharge may be for any legal reason, i.e., misconduct, tardiness, absenteeism, unsatisfactory performance, inability to perform, etc. In some cases progressive discipline may be used, prior to termination, to correct a performance problem. However, certain types of employee misconduct are so severe that one incident of misconduct will result in immediate dismissal without prior discipline. c) Prior to an involuntary termination, consideration will be given to an employee's service and past contributions to the Company. The possibility of transfer or demotion will be explored in all cases except those which involve gross misconduct. 3.2 Procedure a) Before any action is taken to discharge an employee, the employee’s immediate supervisor must request a review by the Managing Members. b) The Managing Members consist of Bill Billiter and Scott Naz. It is the Managing Members responsibility to review the situation and determine if dismissal is warranted. c) If the Managing Member(s) recommends dismissal, it is the supervisor's responsibility to notify the employee and coordinate with Human Resources to ensure that the terminated employee follows the checkout procedure in Sections 2.2(c) and 2.2(e) of this Policy. d) The immediate supervisor should complete an "Employee Change Form" or e-mail Human Resources to confirm the last day worked. 4.0 DECEASED EMPLOYEES 4.1 General A termination due to the death of an employee will be made effective as of the date of death. 4.2 Procedure a) Upon receiving notification of the death of an employee, the supervisor must notify Human Resources immediately. b) Human Resources will process all appropriate beneficiary payments from the various benefits plans. 5.0 FINAL PAY 5.1 General An employee who resigns or is discharged will be paid through the last day of work, plus any unused vacation, less outstanding loans, advances or other agreements the employee may have with the Company per the Authorization to Deduct on file. Final pay, due upon the death of an employee, will be paid to the deceased employee’s estate. 5.2 Procedure It is the responsibility of the employee's immediate supervisor to ensure that the Human Resources receives the terminating employee’s timecard in sufficient time to process the final paycheck. 6.0 UNEMPLOYMENT COMPENSATION 6.1 General The Company is able to monitor and control the cost of unemployment insurance by being responsive to regulatory authorities. Typically, employer information must be submitted to the appropriate state office within seven days of request. Failure to respond in a timely manner often results in unemployment compensation awards to former employees who otherwise would not qualify. 6.2 Procedure a) Immediate supervisors are required to follow the process described in 2.2b of this Policy. b) Human Resources will notify the Company’s outsourced Unemployment Compensation Program Manager (UCPM). c) The UCPM will research each claim as necessary and advise the Company on hearing attendance requirements, as well as required materials and presentation.
Company Vehicle Policy
Policy The purpose of this Policy is to ensure the safety of those individuals who drive MetroGistics, LLC (hereinafter referred to as “Company”) owned vehicles and to provide guidance on the proper use of Company vehicles. Vehicle accidents are costly to our Company, but more importantly, they may result in injury to you or others. It is the driver’s responsibility to operate the vehicle in a safe manner and to drive defensively to prevent injuries and property damage.
Driver Guidelines and Reporting Requirements
1. Company vehicles are to be driven by authorized employees only.
2. Any employee who has a driver’s license revoked or suspended shall immediately notify the Company and immediately discontinue operation of the vehicle. Failure to do so will result in disciplinary action up to and including termination.
3. All accidents in Company vehicles, regardless of the severity, must be reported to the police and to the Company. Accidents are to be reported immediately (from the scene, during the same day, or as soon as practicable if immediate or same day reporting is not possible. Accidents in personal vehicles while on Company business must follow these same accident procedures. Accidents involving the employee’s personal injury must be reported to the Company for Worker’s Compensation purposes. Failing to stop after an accident and / or failure to report an accident may result in disciplinary action, up to and including termination of employment.
4. Drivers must report all ticket violations received during the operation of a Company vehicle, or while driving a personal vehicle on Company business, within 72 hours to the Company.
5. Motor Vehicle Records will be obtained on all drivers prior to employment and no less than every six months. A driving record that fails to meet the criteria stated in this Policy, or is considered to be in violation of the intent of this Policy by the Company, will result in a loss of the privilege of driving a Company vehicle. Driver Criteria & Administration Employees must have a valid and current driver’s license to operate a Company vehicle, or a personal vehicle with current auto insurance while on Company business. Copies of valid driver’s license and insurance coverage must be provided to Human Resources, failure to maintain said copies on file will jeopardize the employee’s right to operate motor vehicles on behave of the Company. Employees are expected to drive in a safe and responsible manner and to maintain a good driving record. The Company is responsible for reviewing records, including accidents, moving violation, etc. to determine if an employee’s driving record indicates a pattern of unsafe or irresponsible driving, and to make a recommendation to the Company for suspension or revocation of driving privileges. Criteria that may indicate an unacceptable record includes, but is not limited to:
1. Three (3) or more violations in a year. 2. Three (3) or more chargeable accidents within a year. Chargeable means that the driver is determined to be the primary cause of the accident through speeding, inattention, etc. Contributing factors, such as weather or mechanical problems will be taken into consideration.
3. Any combination of accidents and/or moving violations. Driver Safety Rules
1. The use of the Company vehicle while under the influence of intoxicants and other drugs (which could impair driving ability), is forbidden and is sufficient cause for discipline, up to and including termination of employment.
2. Drivers must yield right of way at all traffic control signals and signs requiring them to do so. Drivers should also be prepared to yield for safety’s sake at any time. Pedestrians and bicycles in the roadway always have the right of way.
3. Drivers must honor posted speed limits. In adverse driving conditions, reduce speed to a safe operating speed that is consistent with the conditions of the road, weather, lighting and volume of traffic.
4. Check behind the vehicle before backing.
5. Drivers are not permitted to text or use handheld devices while operating a vehicle on Company business.
6. The employee and all occupants are required to wear safety belts and use any other safety equipment when operating or riding in a motor vehicle while on Company business. The employee is responsible to ensure that all passengers are in compliance. Employees are prohibited from disabling vehicle safety devices. Accident Procedures
1. Immediately or as soon as practicable the driver must obtain all pertinent information and report accurately.
2. Call for medical aid if necessary.
3. Call the police. All accidents, regardless of severity, must be reported to the police. If the driver cannot get to a phone, he should write a note giving location to a reliable appearing motorist and ask him to notify the police.
4. Record names and addresses of driver, witnesses, and occupants of the other vehicle(s) and any medical personnel who may arrive at the scene.
5. Complete the Vehicle Accident Packet. Pertinent information to obtain includes: license number of other drivers; insurance company names and policy numbers of other vehicles; make, model, and year of other vehicles, date and time of accident; and overall road and weather conditions.
6. Do not discuss the accident with anyone other than the police at the scene. Do not accept any responsibility for the accident. Don’t argue with anyone. 7. Provide the other party with your name, address, driver’s license number, and insurance information.
8. Immediately report the accident to the Company. Provide a copy of the accident report and/or your written description of the accident to the Company. General Rules and Regulations for the Use of Company Vehicles
1. It is the responsibility of drivers of Company vehicles to report any maintenance needs or safety problems to the Company immediately upon discovery.
2. The Company vehicle is provided as a tool of work and is not intended to be a fringe benefit.
3. Company vehicles must not be taken out of the state assigned without prior notification and approval of the Company.
4. Employees are required to enter into the mileage report log all appropriate information upon completion of a trip for IRS purposes.
5. An updated copy of the employee’s driver’s license must be kept on file in the Operations Office at all times.
6. A copy of the Vehicle Registration, a copy of the Insurance Card, and a Vehicle Accident Report Packet must be kept in the vehicle at all times.
7. The Company vehicle will not be left after a trip with less than one-half of a tank of gas when returned.
8. Company vehicles will be kept clean at all times; trash should not be left in the vehicle.
9. Smoking is not allowed in the Company vehicle. Acknowledgement: Policy Manual Receipt
I acknowledge that I have received a copy of the Policy and Procedures Manual, which describes important information about MetroGistics and understand that I should consult the Executive Administrative Manager if I have questions. I have entered into employment with MetroGistics voluntarily and acknowledge that it is for no specified length of time. Accordingly, either I or MetroGistics may terminate the relationship at will, with or without cause, at any time, for any reason or no reason. I understand that neither this Manual nor any other MetroGistics Policy, practice or procedure, is intended to provide any contractual obligations related to continue employment, compensation or employment contract.
Since the information, policies and benefits described here are necessarily subject to change, I acknowledge that revisions to the Manual may occur, except to MetroGistics Policy of employment-at-will. I understand that MetroGistics may change, modify, suspend, interpret or cancel, in whole or part, any of the published or unpublished personnel policies or practices, with or without notice, at its sole discretion, without giving cause or justification to any employee. Such revised information may supersede, modify or eliminate existing polices. The MetroGistics Executive Administrative Manager shall have sole authority to add, delete or adopt revisions to the policies in the Manual. Any written or oral statement by a member of management contrary to the personnel Policy manual is invalid and should not be relied upon by an employee. Policy # XXVII Effective Date: 5-16-2014 Approvals: SN / WB
Social Media Policy
The purpose of this policy is to encourage clear and consistent communications with our customers, protection of trade secrets and intellectual property rights of MetroGistics, and to promote compliance with state and federal laws to include the Federal Trade Regulations and National Labor Relations Board guidance. Employees are also advised that the Company maintains workplace policies prohibiting sexual harassment and other misconduct which equally apply to social media activities.
I. INTRODUCTION
Social media tools are a powerful form of communication that can have a significant impact on organizational, professional, and individual reputations. Forms of social media include but are not limited to Facebook.com, Google+, LinkedIn.com, Pinterest.com and Twitter.com, as well as personal websites and blogs.
Employees must exercise care when participating in social media, as the lines between personal and professional content, lawful and unlawful, and between public and private content, are often blurred. Whether participating on behalf of MetroGistics or personally, employees should follow the same standards of behavior “online” as they would if in “person”. Remember that the Internet is not anonymous, and it does not forget.
II. GUIDELINES
The following are general guidelines for employees’ participation in social media and on- line communications. Violations of the Policy may result in corrective action, up to and including termination of employment.
A. Take responsibility and Be Transparent 1. You are responsible for anything you write or do online. 2. Use good judgment when you post. Think about the conse- quences of what you are posting. Assume your writings will spread. B. The Company’s Policies Extend to Social Media Activities
1. Ensure that your communications or postings do not violate any of the policies set forth in MetroGistics Policies & Procedures Manual or otherwise, including but not limited to Diversity, Equal Employment Op- portunity, Non-Harassment Policies, and Code of Conduct policies. 2. Do not express, communicate or link to comments that are vul- gar, obscene, threatening, pornographic, harassing or defamatory or which are a violation of the MetroGistic’s workplace policies against sabotage, discrimination, hostility or harassment on account of age, race, religion, sex, ethnicity, nationality, disability, or other protected class, status, or characteristic.
3. The Human Resources Department is responsible for providing references for employees, in accordance with company policy as well as to comply with federal and state employment laws. Non-manage- ment employees should not provide references for current or former employees via social networking sites (i.e., LinkedIn).
C. Testimonials and Endorsements
1.1. MetroGistics has a marketing department that is responsible for marketing MetroGistics goods and services. Accordingly, testimoni- als or endorsements about MetroGistics or its services should be avoid- ed. In the event that an employee uses social media for any testimonials or endorsements of MetroGistics or its products, the employee must clearly and conspicuously disclose his or her relationship to MetroGistics to members and readers of the social media site or post.
D. Protect the Trade Secrets, Intellectual Property Rights, and Privacy Rights of MetroGistics its Employees, and its Cus- tomers
1. MetroGistics’ livelihood depends on its trade secrets and intellec- tual property rights remaining protected. To this end employees are pro- hibited from posting any information on social media that would reveal trade secrets, confidential strategic business initiatives, (e.g. a new se- cret product line, acquisition, or “secret sauce”), or compromise Metro- Gistics intellectual property in any way.
2. Similarly, and in accordance with state and federal law, employ- ees are prohibited from posting confidential personal information about customers or employees (social security numbers, protected health in- formation, credit card numbers, drivers’ license numbers, mother’s maiden name, complete date of birth, minor children’s names).
3. Employees also may not use any client or vendor trademarks or logos, for commercial use, without their express permission. The Company expects all employees to abide by all Copyright laws.
4. Social media is not for everyone, and many employees opt not to socialize with their co-workers, via social media or otherwise. To this end, employees are not required to connect with any co-worker or to “friend” them on social media sites. Employees are prohibited from threatening other employees to coerce them to engage in social media activities.
E. Be Wary People
1. People who communicate with you online may not be who they claim to be. They could be competitors, media, regulators, or others seeking “insider information” about MetroGistics.
2. Everything written online can be traced back to its author. Additionally, information is often repeated and linked to other sources, so you never know when an incidental comment can go viral. Further, there are countless viruses and spyware on the internet with clever methods for infecting computers. Be careful, and report any unusual behavior by company computers.
III. NO EXPECTATION OF PRIVACY
Employees are reminded that they should have no expectation of privacy when using the Internet, which includes social networking sites, during working time or at any time when using MetroGistics-owned equipment including cell phones, tablet computers, laptops or iPads.
IV. CRIMINAL AND CIVIL LIABILITY
There are times when postings by employees may create potential criminal or civil liability for the Company. If the Company determines that to be the case, it reserves the right to demand the posting be removed.
V. NON-INTERFERENCE WITH APPLICABLE LAWS
This policy is not intended to restrict or interfere with any employee’s federal or state labor law rights, including any and all rights under the National Labor Relations Act, or any whistleblower protections under federal or state law.
VI. QUESTIONS ABOUT THIS POLICY
Please contact Human Resources if you have any questions about this Policy. Addendum to Social Media Policy
MetroGistics Corporate IM Policy (HipChat guidelines)
MetroGistics has installed HipChat on employee machines as a tool to share ideas and collaborate in real time. The ‘chat rooms’ that have been set up are perfect for teams and entire departments, while 1-on-1 chats are great for individual collaboration. HipChat saves a complete chat history for reference, so there is always a record of who said what, when. Please also note that these same guidelines apply to the HipChat app for iPhone and Android that is available for download.
1. Follow corporate policy . Review your employee handbook and follow the rules for electronic communication. IM software is subject to the same rules as other forms of office communication. 2. Start with a short greeting. When starting a conversation with someone over IM, you should always say "hi" or "hello" and then check to make sure it's a good time for them to chat. Otherwise, you may be interrupting them. 3. Be professional . Your IM conversations should be treated the same as any other professional discussion or email. 4. Watch your language and content . Do not use vulgar or disruptive language. Follow corporate policy on harassment for guidelines. 5. Be mindful of the receiver's preferred style of communication. This form of communication can be disruptive for those on the receiving end. Always adjust your style of communication to meet the other person's. 6. Message only those to whom the message is intended. Much like hitting “reply all” on an email where only one recipient is appropriate, being copied on a message that is not for you can be disruptive and annoying. Please be respectful of others and only address the person or persons from whom you require assistance. 7. Keep the conversation short. IMs are intended to be for small conversations. If it doesn’t fit the criteria, opt for other methods of communication. Ask yourself, will this message require the receiver to take time to think about their response? If yes, you might want to send an email or call them instead. 8. Be careful with abbreviations. Similar to texting, it's common to use abbreviations and shortcuts, but make sure the abbreviations you use are appropriate. If you choose to use them, use only those that are widely known, and of which the receiver would understand the meaning. When unsure, the safest route is to type the entire word or phrase. 9. Be aware of a status message. Do not send someone an online chat if their status is "away" or "busy." You may be disrupting their work by IMing. 10. End conversations with a short closing. Once the conversation ends, say "thanks" or "thank you," to signal that the chat has ended. Acknowledgement: Policy Manual Receipt I understand and agree that I will read and comply with the Policies contained in the MetroGistics Policy Manual and any revisions, am bound by the provisions contained therein, and that my continued employment is contingent on following those Policies.
______Employee Name (Printed)
______Employee Signature
______Date
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