Employee Manual April 2017 150-RGL-0001
CONTENT
INTRODUCTION………………………………………………………………………………………………………….. 4 WELCOME………………………………………………………………………………………………………………… 4 HISTORY……………….………………………………………………………………………………………………….. 4 PURPOSE OF THE EMPLOYEE MANUAL…..……………………………………………………………………….. 5 IMPORTANT NOTICE/DISCLAIMER …………………………..………………………………………………………. 5 POSITIVE EMPLOYEE RELATIONS…………………………………………………………………………………... 5 MISSION STATEMENT………………………………………………………………………………………………….. 6 COMPANY OBJECTIVE...……………………………………………………………………………………………….. 6
WORKPLACE COMMITMENTS………………………………………………………………………………………… 7 EQUAL EMPLOYMENT OPPORTUNITY……………………………………………………………………………… 7 AT-WILL EMPLOYMENT………………………………………………………………………………………………… 7 COMMITMENT TO QUALITY…………………………………………………………………………………………… 7 COMMITMENT TO SAFETY…………………………………………………………………………………………….. 7
EMPLOYMENT INFORMATION………………………………………………………………………………………… 7 INTRODUCTORY PERIOD…………………..………………………………………………………………………..... 7 EMPLOYEE CLASSIFICATION……………………………………………………………………………………….… 8 FULL-TIME REGULAR EMPLOYEE…..……………………………………………………………………………..... 8 PART-TIME REGULAR EMPLOYEE…………………………………………………………………………………… 8 TEMPORARY EMPLOYEE………………………………………………………………………………………………. 8 EXEMPT EMPLOYEE…………………………………………………………………………………………………….. 8 NON-EXEMPT EMPLOYEE……………………………………………………………………………………………… 8 WORK SCHEDULE……………………………………………………………………………………………………..... 8 MEAL/BREAK SCHEDULE……………………………………………………………………………………………… 8 OPEN COMMUNICATION……………………………………………………………… ………………………………. 9 EMPLOYEE RECORDS………………………………………………………………………………………………….. 9 MEDICAL RECORDS…………………………………………………………………………………………………….. 9 TERMINATION OF EMPLOYMENT…………………………………………………………………………………...... 9 EXIT INTERVIEW…………………………………………………………………………………………………………. 9 RE-EMPLOYMENT…….…………………………………………………………………………………………………. 9
COMPENSATION…………………………………………………………………………………………………………. 9 PAY PERIOD………………………………………………………………………………………………………………. 9 OVERTIME………………………………………………………………………………………………………………… . 9 SHIFT PREMIUM………………………………………………………………………………………………………….. 10 TIME RECORDING……………………………………………………………………………………………………….. 10 PAYCHECK DEDUCTIONS……………………………………………………………………………………………… 10 PAYCHECK ERRORS……………………………………………………………………………………………………. 10
BENEFITS………………………………………………………………………………………………………………….. 10 HEALTH CARE PROGRAMS……………………………………………………………………………………………. 10 WEALTH PROGRAMS……………………………………………………………………………………………………. 10 PAID HOLIDAYS…………………………………………………………………………………………………………… 10 SICK TIME………………………………………………………………………………………………………………….. 10 VACATION TIME…………………………………………………………………………………………………………… 11 JURY DUTY…………………………………………………………………………………………………………………. 11 BEREAVEMENT……………………………………………………………………………………………………………. 11 BIRTH/ADOPTION/MARRIAGE………………………………………………………………………………………….. 11 LEAVE OF ABSENCE PROGRAMS…………………………………………………………………………………….. 11 FAMILY MEDICAL LEAVE ACT (FMLA)………………………………………………………………………………… 12 MILITARY LEAVE OF ABSENCE………………………………………………………………………………………... 12 MILITARY RESERVES OR NATIONAL GUARD LEAVE OF ABSENCE……………………………………………. 12 PERSONAL LEAVE OF ABSENCE………………………………………………………………………………………. 12
Approved by:Yves Legare, Sonja Morgan 150-RGL-0001 Controlled by: Christine Maltais Rev. 1.3 / April 2017 Page 2 of 19
WORKPLACE POLICIES/GUIDELINES………………………………………………………………………………… 12 ATTENDANCE GUIDELINES……………………………………………………………………………………………... 12 DRESS CODE GUIDELINES…………………………………………………………………………………………...... 13 GENERAL RULES / STANDARDS OF CONDUCT……………………………………………………………………… 13 GENERAL RULES / STANDARDS OF CONDUCT continues………………………………………………………….. 14 DISCIPLINE GUIDELINES………………………………………………………………………………………………….. 14 DRUG-FREE WORKPLACE………………………………………………………………………………………………... 14 TOBACCO USE………………………………………………………………………………………………………………. 15 HARASSMENT / DISCRIMINATION………………………………………………………………………………………. 15 WORKPLACE VIOLENCE………………………………………………………………………………………………….. 15 ARBITRATION……………………………………………………………………………………………………………….. 16 SOLICITATION……………………………………………………………………………………………………………….. 16
HEALTH & SAFETY………………………………………………………………………………………………………… 16 WORK-RELATED INCIDENCE / ILLNESS REPORTING………………………………………………………………. 16 SECURITY CHECK…………………………………………….……………………………………………………………. 17 EMERGENCY EVACUATION……………………………………………………………………………………………… 17 SAFETY SHOE PROGRAM………………………………………………………………………………………………... 17
ADDITIONAL INFORMATION……………………………………………………………………………………………… 17 6S GUIDELINES…………………………………………………………………………………………………………….. 17 POKA…………………………………………………………………………………………………………………………. 17 COMMUNITY…………………………………………………………………………………………………………………. 17 VISITORS…………………………………………………………………………………………………………………….. 18 COMPANY STORE…………………………………………………………………………………………………………. 18 ACKNOWLEDGEMENT…………………………………………………………………………………………………….. 19
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INTRODUCTION
WELCOME
It is with pleasure that Leclerc Foods Ltd welcomes you to its team. Leclerc’s success has always been maintained through the professionalism of all of its employees, no matter what their task consist of.
You are now part of a team whose essential preoccupation comprises of making superior quality products.
The Employee Manual aims to answer the many questions you could have as a new employee.
Take time to familiarize yourself with the Employee Manual and do not hesitate to contact the Human Resources department for more information.
I wish you a professionally fulfilling and exciting journey as part of our company.
Denis Leclerc President Leclerc Foods Ltd.,
HISTORY
In 1905, François Leclerc plunged into the great cookie-making business adventure setting up his bakery in his very own backyard. Over the years, the business has endured both good and hard times. François Leclerc instilled in generations to come the respect for our customers’ needs and the satisfaction of producing a quality product. Our team is both deeply human and highly competitive, and knows how to combine tradition and innovation.
Today, Leclerc continues to be a world-class family enterprise that distributes their products in Canada, United States, England, France, Colombia, Mexico, Caribbean Islands, Japan, Philippines, Israel, Jordan, Lebanon as well as Chile, only to name a few.
Corporate Offices Research and Development 95 Rotterdam Street St-Augustin-de-Desmaures, Qc St-Augustin-de-Desmaures, Qc St-Augustin-de-Desmaures, Qc
70 Rotterdam Street 1432 Aberdeen Street 44 Park Drive St-Augustin-de-Desmaures, Qc Hawkesbury, Ont. Montgomery, PA
10444 Wallace Alley Street 440 S. 51st Ave. Kingsport, TN Kingsport, TN Phoenix, AZ
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PURPOSE OF THE EMPLOYEE MANUAL This Employee Manual has been prepared to inform you of OneSource H.R. Solutions’ and Leclerc Foods USA’s, philosophy, employment practices, and policies, as well as the benefits provided to you as a valued employee and is not intended to be a legal document. Wherever in this manual it states “company” or “Leclerc Foods”, this refers to both OneSource H.R. Solutions and Leclerc Foods USA.
Leclerc Foods USA has engaged in a co-employment relationship with OneSource H.R. Solutions. What this means is there are essentially two employers: an on-site employer, Leclerc Foods USA, and an off-site employer, OneSource. From a business standpoint, OneSource is responsible for handling payroll, taxes, benefits, workers’ compensation, unemployment compensation, labor law compliance and risk management. Leclerc Foods USA manages product development and production, marketing, sales, and service.
IMPORTANT NOTICE / DISCLAIMER This handbook is not a contract (either expressed or implied). While it is the company’s goal to provide informative employee guidelines, the company’s handbook is dependent on economic and other circumstances that cannot be guaranteed. For that reason, the company reserves the right to amend, alter, or make exceptions to its guidelines, policies, procedures and/or this handbook at any time.
This handbook does not and is not intended to address every possible employment/employee situation. Leclerc Foods USA reserves the right to take action or make a decision that may be inconsistent with the provisions of this handbook and to address unique situations on a case-by-case basis, in Leclerc Foods USA’s discretion.
Employees may not accrue eligibility for monetary benefits that they have not become eligible for through actual time spent at work. Employees shall not accrue eligibility for any benefits, rights, or privileges beyond the last day worked.
No statement, either written or oral, by any company employee, officer director, a manager, supervisor, or agent of the company contrary to this disclaimer or the company’s guidelines, policies, procedures or this handbook shall have an force and effect unless it is in writing and signed by the President of Leclerc Foods USA.
Should any provision in this Employee Manual be found to be unenforceable and invalid, such finding does not invalidate the entire Employee Manual, but only that particular provision.
It is required that you read, sign and then return to your immediate supervisor, the “Receipt and Acknowledgment of the Employee Manual” that was given to you at your time of hire or upon implementation or significant modification. If you have not received this form, please request one from your immediate supervisor.
POSITIVE EMPLOYEE RELATIONS We recognize the value of every employee to the overall success of Leclerc Foods USA. It is our sincere belief that the best and most rewarding employee-management system results from an open and direct relationship between management and the employees. While no company is free from day-to-day problems, we strongly believe we have the appropriate policies and procedures to help address and resolve any problems which might arise. All of us must work together to make our Company a viable, healthy and successful organization.
We encourage you to bring your questions, ideas or concern to your immediate supervisor, other member of management or Human Resources. We will, in turn, listen to your concerns, treat you with dignity and respect, and do our very best to resolve any issues. Management accepts the responsibility for providing favorable and safe working conditions and competitive pay and benefits to its employees.
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MISSION STATEMENT Our mission is to ensure our company’s continuity by offering our customers the best value while respecting our partners and our desire to remain in control of our own destiny.
COMPANY OBJECTIVE We are close to our customers and have their well-being at heart.
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WORKPLACE COMMITMENTS
EQUAL EMPLOYMENT OPPORTUNITY Leclerc Foods is an equal employment opportunity employer. Employment decisions are based on merit and business needs, and not on race, color, citizenship status, national origin, ancestry, gender, sexual orientation, age, religion, creed, physical or mental disability, marital status, veteran status, political affiliation, or any other factor protected by law. Leclerc Foods complies with the law regarding reasonable accommodation for handicapped and disabled employees.
AT-WILL EMPLOYMENT Your employment with Leclerc Foods is at-will. This means that neither you nor Leclerc Foods has entered into a contract regarding the duration of your employment. You are free to terminate your employment with Leclerc Foods at any time, with or without reason. Likewise, Leclerc Foods has the right to terminate your employment, or otherwise discipline, transfer, or demote you at any time, with or without reason, at the discretion of Leclerc Foods.
No employee of Leclerc Foods can enter into an employment contract for a specified period of time, or make any agreement contrary to this policy without written approval from the President.
COMMITMENT TO QUALITY Undisputed leader in its field, Leclerc stands out on three levels: the team, technology and the Leclerc Quality System (LQS).
THE TEAM: Qualified, devoted, dynamic and mobilized towards the common objective of being the best. Responsible for the quantity and quality of their products or services. EQUIPMENT TECHNOLOGY: Equipment at the cutting edge of technology and efficient automation. A strong ability to innovate in response to requests from its customers by improving and standardizing business processes to achieve high productivity. THE LECLERC QUALITY SYSTEM (LQS): To achieve the highest standards of certification and accreditation in the food industry, Leclerc has established procedures and work instructions for the manufacturing and the operation of equipment to insure the compliance of its own quality requirements and consumer expectations.
COMMITMENT TO SAFETY Leclerc Foods is committed to the safety and health of all employees and recognizes the need to comply with regulations governing injury and accident prevention and employee safety. Maintaining a safe work environment, however, requires the continuous cooperation of all employees.
Leclerc Foods will maintain safety and health practices consistent with the needs of our industry. If you are ever in doubt about how to safely perform a job, it is your responsibility to ask your manager or team leader for assistance. Any suspected unsafe conditions and all injuries that occur on the job must be reported immediately. Compliance with these safety rules is considered a condition of employment. Therefore, it is a requirement that each manager or team leader make the safety of employees an integral part of her/his regular management functions. It is the responsibility of each employee to accept and follow established safety regulations and procedures.
Leclerc Foods strongly encourages you to communicate with your manager or team leader regarding any safety concerns or issues. EMPLOYMENT INFORMATION
INTRODUCTORY PERIOD Before obtaining the status as a regular employee, new hires must complete a 90 day introductory period. This introductory period allows new employees to prove their skills as well as learn the job duties. It also allows Leclerc to evaluate the skill set and qualifications of new hires to assess how well he/she will integrate with the Leclerc team. At the end of the introductory period, the supervisor will complete an evaluation assessing whether regular employee status will be granted; this evaluation will then be provided to the Human Resources Department.
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EMPLOYEE CLASSIFICATION
FULL-TIME REGULAR EMPLOYEES If you have successfully completed your introductory period and are regularly scheduled to work at least 37.5 hours or more per week, excluding overtime, on a continuing basis, you are considered a full-time regular employee, and you may be eligible for employer-sponsored benefits.
PART-TIME REGULAR EMPLOYEES If you have successfully completed your introductory period and are regularly scheduled to work less than 37.5 hours per week, excluding overtime, on a continuing basis, you are considered a part-time employee, and you may not be eligible for any employer-sponsored benefits.
TEMPORARY EMPLOYEES Temporary employees or contractors are defined as those employees holding jobs of limited duration required by special projects, unusual workloads or in emergency situations. Temporary employees are not eligible for benefits described in this Employee Manual, except as granted on occasion, or to the extent required by provision of state and federal laws.
EXEMPT EMPLOYEE Exempt employees are all employees who are classified by Leclerc Foods USA as exempt from the overtime provisions of the Federal Fair Labor Standards act and all similar state laws governing overtime pay. Exempt employees include executives, management/supervision, professional, sales, and certain technical employees.
NON-EXEMPT Non-exempt employees include all employees who are covered by the overtime provisions of the Federal Fair Labor Standards Act and all similar state laws governing overtime pay. Such employees include, but are not limited to, most administrative, clerical and hourly employees. Non-exempt employees are eligible for overtime pay (which is paid at one and a half times the employee’s regular rate) for hours worked in excess of (40) forty hours weekly unless the state the employee works in offers or provides greater overtime provisions.
WORK SCHEDULE Leclerc Foods maintains several schedules across all US locations. Upon hire, you will be assigned your schedule. However, due to business needs, it is possible that employees will need to work different schedules. Employees are expected to report to their areas ready to work at the start of their scheduled shift. Employees are expected to clock in as part of their process of changing into the required work uniform and clock out after changing out of their uniform. This time should take no more than 7.5 minutes at the start and/or at the end of their shift. Employees are expected to report to their work station immediately following the changing process. Employees are expected to change out of their work uniform and clock out at the end of their day prior to engaging in any other non-work related activities.
MEAL/BREAK SCHEDULE Break time is determined by the number of hours the employee is scheduled to work. When a break period is taken in less than 30 minute increments, the time will be considered paid time. If the break period is taken in greater than 30 minute increments, the time will be considered unpaid time. In the event you are unable to take your full unpaid 30 meal period, you must report this to your supervisor in addition, complete the time correction form.
Scheduled Work Hours Allotted Break Time Meal Period 4>6Hours 10 minutes (total / shift) None 6>8 Hours 10 minutes (total/shift) 30 min unpaid 8>10 Hours 20 minutes (total / shift) 30 min unpaid 10>12 Hours 25 minutes (total / shift) 30 min unpaid 12 Hours or more 30 minutes (total / shift) 30 min unpaid
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OPEN COMMUNICATION Leclerc Foods encourages you to discuss any issue you may have with a co-worker directly with that person. If a resolution is not reached, please arrange a meeting with your immediate supervisor, human resources or next level of management, whoever is appropriate, to discuss any concern, problem, or issue that may arise during the course of your employment. Retaliation against any employee for appropriate usage of Open Communication channels is unacceptable.
EMPLOYEE RECORDS Local Human Resources maintains employee records. Questions related to insurance, wages, policy interpretation, etc. can be directed to your local Human Resources. If at any time your personal information such as address, telephone number or beneficiary changes, please be sure to complete the appropriate status change and forward to Human Resources.
MEDICAL RECORDS All medical records, if any, will be kept in a separate confidential file. Leclerc Foods maintains this information in the strictest confidence and may not use or disclose medical information about an employee without the employee first having signed an authorization form permitting such use or disclosure.
TERMINATION OF EMPLOYMENT Leclerc Foods will consider you to have voluntarily terminated your employment if you do any of the following: resign from Leclerc Foods, Fail to return from an approved leave of absence on the date specified by Leclerc Foods, fail to report to work or call in for two (2) or more consecutive workdays, walk off the job.
Your employment may be terminated for poor performance, misconduct, excessive absences, tardiness, discrimination, harassment, or other violations of Leclerc Foods policies. However, your employment is at-will, and you and Leclerc Foods have the right to terminate your employment for any or no reason.
Any Leclerc Foods property issued to you, such as product samples, computer equipment, keys, parking passes, or company credit card must be returned to Leclerc Foods at the time of your termination. You will be responsible for any lost or damaged items. The value of any property issued and not returned will be deducted from your paycheck, and you will be required to sign a wage deduction authorization form for this purpose.
EXIT INTERVIEW Leclerc Foods management conducts exit interviews to discuss your reasons for leaving and any other impressions that you may have about Leclerc Foods. During the exit interview, you can provide insights into areas for improvement that Leclerc Foods can make. Every attempt will be made to keep all information confidential.
RE-EMPLOYMENT Depending on the circumstances, Leclerc Foods may consider a former employee for re-employment. Such applicants are subject to Leclerc Foods' usual pre-employment procedures. To be considered, an applicant must have been in good standing at the time of their previous termination of employment with Leclerc Foods.
COMPENSATION
The goal of Leclerc Foods' compensation program is to attract potential employees, meet the needs of all current employees and encourage well-performing employees to stay with our organization. With this in mind, our compensation program is built to balance both employee and Leclerc Food’s needs.
PAY PERIOD Our regular payroll workweek begins on Sunday and ends on Saturday. Payday is bi-weekly on the following Thursday for services performed during the two (2) week period ending the previous Saturday. The bi-weekly pay schedule is made up of twenty-six (26) pay periods per year.
OVERTIME Non-exempt employees are paid at a rate of one and one half times for all hours worked in excess of 40.0 hours Sunday through Saturday in a given week. Only hours worked are computed towards overtime calculations. Your manager must approve all overtime in advance.
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SHIFT PREMIUM Non-exempt employees whose primary schedule is deemed evening shift or night shift are eligible for a shift premium for actual hours worked. Employees whose hours may on occasion cover an evening or night shift schedule are not eligible for a shift premium. An employee who is temporarily assigned to an evening or night shift for one or more full days would be eligible for shift premium for those hours worked.
TIME RECORDING You are responsible for accurately recording your time. No one may record hours worked on another's timecard or timesheet. Tampering with another's time record is cause for disciplinary action, up to and including termination, of both employees. If an error has been made on your time record, please report the issue to your manager or team leader immediately. Current method for recording time is on a 5-minute rounding rule.
PAYCHECK DEDUCTIONS Leclerc Foods is required by law to make certain deductions from your paycheck each time one is prepared. Among these are your federal, state and local income taxes and your contribution to Social Security as required by law. These deductions will be itemized on your check stub. The amount of the deductions will depend on your earnings and on the information you furnish on your W-4 form regarding the number of exemptions you claim. We advise you to check your pay stub to ensure that it reflects the proper number of withholdings. Any other mandatory deductions to be made from your paycheck, such as court-ordered garnishments, will be explained whenever Leclerc Foods is ordered to make such deductions.
Leclerc Foods acts in accordance with the federal Consumer Credit Protection Act, which places restrictions on the total amount that may be garnished from your paycheck. In addition to withholding the garnishment amount as per the document received discussing the garnishment, some garnishments may be subjected to an administrative fee, therefore increasing the deduction amount. We will make every effort to notify you when a court-ordered deduction is required.
PAYCHECK ERRORS Every effort is made to avoid errors in your paycheck. If you believe an error has been made, contact your manager, who will take the necessary steps to research the problem and to assure that any necessary correction is made in the following pay period.
BENEFITS
For your convenience, Leclerc Foods USA offers a competitive benefits package which may include the following: HEALTH CARE PROGRAMS Medical Coverage - Prescription Rx Coverage - Dental Coverage - Vision Coverage
WEALTH PROGRAMS Life Insurance - Disability Insurance - Retirement Programs - Flexible Spending Accounts
For more information concerning the benefits offered, please contact your local Human Resources.
PAID HOLIDAYS Leclerc Foods offer full-time employees a total of eleven (11) company designated paid holidays. Full-time employees having completed sixty (60) days of employment are eligible for seven (7) paid holidays. Full-time employees having completed ninety (90) days of employment are eligible for an additional four (4) paid holidays. Holidays are paid at an employee’s regular rate of pay. Employees must work their full scheduled shift the day before and the day after a holiday to be eligible for the paid holiday. Refer to 150-RGL-0003 for Holiday and floating days of current year.
SICK TIME Full-time employees will accrue up to 40 hours of sick leave annually per the sick time policy. Sick time is from January 1 – December 31. If sick leave has not been taken by December 31, the remaining time will be paid out in January of the following year for all non-management employees. Sick time will be applied towards unplanned absences if time is available. Sick time can be scheduled in advance in half day increments.
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VACATION TIME The annual vacation pay is determined by the length of continuous service and calculated from the accrual year, between May 1st of the previous year to April 30th of the current year. In this regard, the following guidelines apply:
Continuous Service at the End Vacation Length Allowance of the Reference Year
Less than 1 year 8 hours for each complete month of service up to 80 hours 4%
1 year to less than 5 years 80 hours 4%
5 years to less than 10 years 120 hours 6%
10 years 160 hours 8%
Ex. Employee is hired February 5, 2015. The employee will begin accruing vacation time beginning the first full month (March – April). The employee will have 16.0 hours to use beginning May 1, 2015 – April 30, 2016. The vacation time will be processed at a rate of 4% of earnings from February 5, 2015 – April 30, 2015. Vacation must be scheduled and approved in advance of the requested vacation day. Vacation will be received on a first come first serve basis with service as the deciding factor when vacation request for the same time period are received simultaneously.
Depending on the needs of operation, the company reserves the right to proceed with partial or complete closures for the period of one, two or several weeks during the course of the year. The company reserves the right to apply vacation time during shutdown periods.
Vacation time can be scheduled in half day increments. Based on business/department needs, managers may limit the number of half days scheduled over the course of a vacation calendar.
JURY DUTY If you are summoned on jury duty, present a copy of the summons to your supervisor and Human Resources as soon as possible. After serving your jury duty, you should obtain a statement of attendance and payment from the court and submit it to the Human Resources department, who will request adjustments for the pay differential, up to your missed scheduled shift(s) hours, if applicable and permitted by state law. You are expected to report for work on days when your services are not required by the court.
BEREAVEMENT In the event there is a death in a full-time employee’s family, he/she will be authorized to leave work. The bereavement days are paid only when the employee was scheduled to work. For this purpose the following principles apply:
Spouse, child, father, mother, brother, sister, father-in-law, or mother-in-law of the Three days off with pay at the time of death employee
One day off with pay at the time of death Grandfather, grandmother, brother-in-law or sister-in-law of the employee
BIRTH/ADOPTION/MARRIAGE During the birth or adoption of a child, a full-time employee is eligible for (2) two days off with pay within the fifteen days following the birth or adoption of the child. These days must be scheduled and approved in advance. A full-time employee is eligible for (1) one day off with pay on the occasion of their wedding. In addition, a day off without pay is available for the marriage of their or their spouse’s child, mother, father, sister, or brother. These must be scheduled and approved in advance.
LEAVE OF ABSENCE PROGRAMS Occasionally, for medical, personal, or other reasons, you may need to be temporarily released from the duties of your job with Leclerc Foods. It is the policy of Leclerc Foods to allow its eligible employees to apply for and be considered for certain specific leaves of absence.
Failure to return to work as scheduled from an approved leave of absence or to inform your manager or team leader of an acceptable reason for not returning as scheduled will be considered a voluntary resignation of employment.
All requests for leaves of absence shall be submitted in writing to your manager or team leader. Each request shall provide
150-RGL-0001 Rev. 1.3 / April 2017 Page 11 of 19 sufficient detail such as the reason for the leave, the expected duration of the leave, and the relationship of family members, if applicable. There are several types of unpaid leaves for which you may be eligible.
FAMILY MEDICAL LEAVE ACT (FMLA) Leclerc Foods will not discriminate against employees as a result of the approved use of family care or medical leave or a proper request for such leave. Requests for family care and medical leave will be considered without regard to race, color, citizenship status, national origin, ancestry, gender, sexual orientation, age, religion, creed, physical or mental disability, marital status or veteran status.
It is the policy to grant up to 12 weeks of unpaid family and medical leave during any 12-month period to eligible employees, in accordance with the Family and Medical Leave Act of 1993 (FMLA) and up to 26 weeks of unpaid leave in any 12-month period in compliance with the expansion of FMLA under The Support for Injured Service members Act of 2007. Refer to the Leclerc Foods US Policy for Family Medical Leave 150-REF-0002.
MILITARY LEAVE OF ABSENCE If you are a full-time employee and are inducted into the U.S. Armed Forces, you will be eligible for re-employment after completing military service, provided: 1. You show your orders to your manager or team leader as soon as you receive them. 2. You satisfactorily complete your active duty service. 3. You enter the military service directly from your employment with Leclerc Foods. 4. You apply for and are available for re-employment within ninety (90) days after discharge from active duty. If you are returning from up to six (6) months of active duty for training, you must apply within twenty (20) days after discharge. MILITARY RESERVES OR NATIONAL GUARD LEAVE OF ABSENCE Employees who serve in U. S. military organizations or state militia groups may take the necessary time off without pay to fulfill this obligation, and will retain all of their legal rights for continued employment under existing laws. These employees may apply unused earned vacation time to the leave if they wish, however, they are not obliged to do so.
You are expected to notify your manager or team leader as soon as you are aware of the dates you will be on duty so that arrangements can be made for replacement during this absence.
PERSONAL LEAVE OF ABSENCE In special circumstances, Leclerc Foods may grant an unpaid leave for a personal reason, but never for taking employment elsewhere or going into business for yourself. You should request an unpaid personal leave of absence from your manager or team leader. A personal leave of absence must not interfere with the operations of your department or Leclerc Foods. Your manager or team leader will submit your request to the appropriate member of management for final approval.
WORKPLACE POLICIES/GUIDELINES
ATTENDANCE GUIDELINES All absences/tardies must be timely reported to your immediate supervisor as soon as you are aware you will be tardy or absent. Proper notice is defined as notifying your supervisor at least thirty (30) minutes prior to the shift start-up. Notice of absences or tardies should be given by telephoning your supervisor. Direct contact must be made with your supervisor or to an appropriate member of supervision to constitute notice. Only in extenuating circumstances is it an acceptable practice for another person to call in on your behalf as determined by the Company. Texting is NOT an acceptable form of communication for absences/tardiness.
Failure to provide proper notice will result in a “No Call No Show”. No Call No Show absences are the most intolerable absences because they prohibit the Company from being able to have any advanced notice of your absence that would allow the Company to redistribute your workload to other employees to ensure steady, efficient and continued operations. As such, No Call No Show absences are met with more aggressive discipline due to the gravity of the offense. All employees of the Company are at-will and may be disciplined or terminated at the sole discretion of the Company. As a general guideline, however, discipline will be assessed when absenteeism and/or tardiness becomes abusive and/or excessive.
Absences and tardiness will be counted on a rolling 12-month calendar. A rolling 12-months means that, on the date of any point earned in relation to attendance, the company will take into account all points earned in the previous twelve (12) months. All employees who have completed their 90-day introductory period are subject to this attendance program.
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Refer to the No-Fault Attendance Policy for the current attendance point and disciplinary guidelines 150-FRM-0030.
DRESS CODE GUIDELINES Please understand that you are expected to dress and groom yourself in accordance with accepted social and business standards, particularly if your job involves dealing with customers or visitors in person.
A neat, tasteful appearance contributes to the positive impression you make on our customers. You are expected to be suitably attired and groomed during working hours, or when representing Leclerc Foods. A good, clean appearance bolsters your own poise and self-confidence and greatly enhances our company image. When working at a customer's site, please dress appropriately according to their corporate culture.
Personal appearance should be a matter of concern for each employee. If your manager or team leader feels your attire and/or grooming is out of place, you may be asked to leave your workplace until you are properly attired and/or groomed. Employees who violate dress code standards may be subject to appropriate disciplinary action.
If you are required to wear a uniform, you are not permitted to wear it outside of its designated area.
GENERAL RULES / STANDARDS OF CONDUCT The purpose of the Standards of Conduct rules are to ensure every employee understands what conduct is expected and necessary for the workplace to be a better place for everyone.
Generally speaking, we expect each person to act in a mature and responsible way at all times. If you have any questions concerning any work or safety rule, or any of the unacceptable activities listed below, please see your manager or team leader for an explanation. Note that the following list of Unacceptable Activities is not all inclusive of activities that could result in disciplinary action up to and including termination. Nothing in this list alters the at-will nature of your employment; either you or Leclerc Foods may terminate the employment relationship with or without reason, and in the absence of any violation of these rules.
1. Violation of any company rule; any action that is detrimental to Leclerc Foods' efforts to operate profitably. 2. Violation of security or safety rules or failure to observe safety rules or Leclerc Foods safety practices. 3. Negligence or any careless action, which endangers the life or safety of another person. 4. Being intoxicated or under the influence of a controlled substance while at work; use, possession or sale of a controlled substance in any quantity while on company premises, except medications prescribed by a physician which does not impair work performance. Please refer to the Leclerc Foods US Substance Abuse Policy 5. Unauthorized possession of firearms, weapons or explosives on company property or while on duty except as permissible by state or federal law. 6. Engaging in criminal conduct or acts of violence, or making threats of violence toward anyone on company premises or when representing Leclerc Foods; fighting, or provoking a fight on company property, or negligent damage of property. 7. Insubordination or refusing to follow instructions properly issued by your manager pertaining to your work; refusal to help out on a special assignment. 8. Threatening, intimidating or coercing fellow employees on or off the premises at any time, for any purpose. 9. Engaging in an act of sabotage; negligently causing the destruction or damage of company property, or the property of fellow employees, customers, suppliers, or visitors in any manner. 10. Theft or unauthorized possession of company property or the property of fellow employees; unauthorized possession or removal of any company property, including documents, from the premises without prior permission from management; unauthorized use of company equipment or property for personal reasons; using company equipment for profit. 11. Dishonesty; falsification or misrepresentation on your application for employment or other work documents. 12. Violating the non-disclosure agreement; giving confidential or proprietary Leclerc Foods information to competitors, other organizations or to unauthorized Leclerc Foods employees; working for a competing business while a Leclerc Foods employee; 13. Engaging in behavior which creates discord and lack of harmony; interfering with another employee on the job; restricting work output or encouraging others to do the same.
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14. Immoral conduct or indecency on company property. 15. Conducting a lottery or gambling on company premises. 16. Unsatisfactory or careless work; failure to meet production or quality standards as explained to you by your team leader or manager. 17. Any act of harassment, sexual, racial or other; telling sexist or racist jokes; making racial or ethnic slurs. 18. Leaving work before the end of a workday or not being ready to work at the start of a workday without approval of your manager or team leader; stopping work before time specified for such purposes. 19. Sleeping or loitering during working hours. 20. Excessive use of company telephone for personal calls. 21. Use of cell phones in your work station. Cell phone usage is permitted only during your scheduled breaks and lunch in designated areas. 22. Tobacco/E-Cigarette use in restricted areas or at non-designated times, as specified by department rules. 23. Creating or contributing to unsanitary conditions. 24. Posting, removing or altering notices on any bulletin board on company property without the permission of management; 25. Failure to report an absence or tardy; excessive absence or tardiness; 26. Buying company merchandise for resale; 27. Obscene or abusive language toward any manager, employee or customer; indifference or rudeness towards a customer or fellow employee; any disorderly/antagonistic conduct on company premises. 28. Speeding or careless driving of company vehicles. 29. Failure to immediately report damage to, or an accident involving, company equipment. 30. Soliciting during working hours and/or in working areas; selling merchandise or collecting funds of any kind for charities or others without authorization during business hours, or at a time or place that interferes with the work of another employee on company premises.
31. Failure to use your timesheet; alteration of your own timesheet or records or attendance documents; punching or altering another employee's timesheet or records, or causing someone to alter your timesheet or records. 32. Abusing Leclerc Foods’ breaks and lunch policy.
DISCIPLINE GUIDELINES To ensure that Leclerc Foods business is conducted properly and efficiently, you must conform to certain standards of attendance, conduct, work performance and other work rules and regulations. When a problem in these areas does arise, your manager will coach and counsel you in a mutually developing and effective solution. Employee violations of policy, performance or other will be evaluated to determine the most appropriate level of discipline warranted with an expected improved outcome. Unacceptable behavior, which does not lead to immediate dismissal, may be dealt with in the following manner:
1. Verbal Written Warning 2. Written Warning 3. Final Written Warning with a 3-day suspension 4. Termination
Disciplinary steps will remain active for twelve (12) months from date of issuance. The provision of this disciplinary guideline is not a guarantee of its use. Leclerc Foods reserves the right to terminate employment at any time, with or without reason. Additionally, Leclerc Foods reserves the right to prosecute any employee for any of the above infractions.
DRUG-FREE WORKPLACE It is the goal of Leclerc Foods to maintain a drug-free workplace. To that end, and in the spirit of the Drug-Free Workplace Act of 1988, Leclerc Foods has adopted the following policies: 1. The unlawful manufacture, possession, distribution, or use of controlled substances is prohibited in the workplace. 2. Employees who violate this prohibition are subject to corrective or disciplinary action as deemed appropriate, up to and including termination. 3. As an on-going condition of employment, employees are required to abide by this prohibition and to notify, in writing and within five (5) days of the violation, her/his manager or team leader of any criminal drug statute conviction they receive.
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4. If an employee receives such a conviction Leclerc Foods shall: take appropriate personnel action against the employee, up to and including termination. 5. Leclerc Foods provides employees with EAP counseling; 6. Leclerc Foods reserves the right to search and inspect for the maintenance of a safe workplace.
Refer to the Leclerc Foods US Substance Abuse Policy for additional information 150-FRM-0028.
TOBACCO USE Tobacco use is only allowed in designated areas while on company property. Tobacco use is prohibited while in company vehicles.
HARASSMENT / NON-DISCRIMINATION Leclerc Foods prohibits all forms of illegal harassment of employees by managers, fellow employees, employees of outside vendors, or visitors.
Leclerc Foods believes that all employees are entitled to a workplace free of harassment, and expects that all employees will treat each other and our customers with courtesy, dignity, and respect. We take our obligation to maintain a workplace free of harassment very seriously. Any form of harassment related to an employee’s gender, race, color, national origin, ancestry, religion, creed, physical or mental disability, medical condition, marital status, sexual orientation and age or any other status as protected by law, is a violation of this policy. Refer to the Leclerc Foods US Prohibited Harassment Policy.
WORKPLACE VIOLENCE Leclerc Foods has adopted a policy prohibiting workplace violence. Consistent with this policy, acts or threats of physical violence, including intimidation, harassment, and/or coercion, which involve or affect Leclerc Foods or which occur on Leclerc Foods property will not be tolerated.
Acts or threats of violence include conduct that is sufficiently severe, offensive, or intimidating to alter the employment conditions at Leclerc Foods, or to create a hostile, abusive, or intimidating work environment for one or several employees. Examples of workplace violence include, but are not limited to, the following:
1. All threats or acts of violence occurring on Leclerc Foods' premises, regardless of the relationship between Leclerc Foods and the parties involved. 2. All threats or acts of violence occurring off Leclerc Foods' premises involving someone who is acting in the capacity of a representative of Leclerc Foods.
Specific examples of conduct that may be considered threats or acts of violence include, but are not limited to, the following:
1. Hitting or shoving an individual. 2. Threatening an individual or his/her family, friends, associates, or property with harm. 3. Intentional destruction or threatening to destroy Leclerc Foods' property. 4. Making harassing or threatening phone calls. 5. Harassing surveillance or stalking (following or watching someone). 6. Unauthorized possession or inappropriate use of firearms or weapons.
Leclerc Foods prohibition against threats and acts of violence applies to all persons involved in Leclerc Foods' operation, including but not limited to personnel, contract, and temporary workers and anyone else on Leclerc Foods property. Violations of this policy by any individual on Leclerc Foods property will lead to disciplinary action, up to and including termination and/or legal action as appropriate.
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ARBITRATION If an employment dispute arises while you are employed at Leclerc Foods, Leclerc Foods requests that you agree to submit any such dispute arising out of your employment or the termination of your employment (including, but not limited to, claims of unlawful termination based on race, sex, age, national origin, disability, breach of contract or any other bias prohibited by law) exclusively to binding arbitration under the federal Arbitration Act, 9 U.S.C., Section 1. Similarly, any disputes arising during your employment involving claims of unlawful discrimination or harassment under federal or state statutes shall be submitted exclusively to binding arbitration under the above provisions. This arbitration shall be the exclusive means of resolving any dispute arising out of your employment or termination from employment by Leclerc Foods or you, and employees in any court or any forum can bring no other action.
By simply accepting or continuing employment with Leclerc Foods, you automatically agree that arbitration is the exclusive remedy for all disputes arising out of or related to your employment with Leclerc Foods and you agree to waive all rights to a civil court action regarding your employment and the termination of your employment with Leclerc Foods; only the arbitrator, and not a judge nor a jury, will decide the dispute. Refer to the Arbitration Policy.
SOLICITATION Leclerc employees are involved in many worthy causes and activities and you may want to share information about those causes at work. At the same time, all employees should be free to work without interruption and without feeling obligated to contribute or get involved. Likewise, employees should not feel obligated to purchase items being sold by other employees. We ask that you refrain from asking for contributions or selling items at work.
Putting the policy to work – what you need to know: 1. Solicitations for charity, special causes or for any other reason are to occur only when everyone involved is not on work time unless otherwise sponsored or approved by management. 2. Leaving flyers on break tables, distributing written materials or selling products may take place only during non-work time and in non-work areas, such as in break rooms, and must be approved by the plant manager and/or human resources. 3. Direct verbal solicitations and distribution of materials may not occur in production areas, even during breaks or lunches. 4. All Non-employees of Leclerc are prohibited from accessing company property for the purposes of soliciting or distributing written material on Leclerc property at any time unless sponsored or approved by the plant manager and/or human resources.
HEALTH & SAFETY
Leclerc Group is committed to taking the necessary measures to protect and preserve the health, safety and well-being of those who work at or visit our facilities. Leclerc Group considers health and safety as a valuable part of its organizational culture as well as the quality of its products and the efficiency of its operations. We firmly believe that each incident can be avoided. Refer to the Health and Safety Policy for additional information 670-RGL-0001
WORK-RELATED INCIDENT / ILLNESS REPORTING All accidents, injuries, potential safety hazards, safety suggestions and health and safety related issues must be reported immediately to your manager or team leader. Emergency personnel should be contacted for all life-threatening injuries/illnesses. All Injuries resulting from an incident / illness require an incident/illness report. This will ensure proper documentation has occurred in event medical treatment is warranted at a later date and to ensure that corrective measures are taken to address any existing safety hazards.
Federal law (Occupational Safety and Health Administration) requires that we keep records of all illnesses and accidents, which occur during the workday. If you fail to report an injury, you may jeopardize your right to collect workers' compensation payments as well as health benefits. OSHA also provides for your right to know about any health hazards, which might be present on the job. Should you have any questions or concerns, contact your manager or team leader for more information.
Refer to 670-FRM-0017 for the Incident Report Form.
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For Pennsylvania employees, the Commonwealth of Pennsylvania state Workers' Compensation Act also requires that you report any workplace illness or injury, no matter how slight. The Employee's Claim for Worker's Compensation Benefits Form must be completed in all cases in which an injury requiring medical attention has occurred.
Employees returning to work after being absent due to a work-related injury must report to their manager or team leader prior to beginning work and must bring a doctor's release for returning to work.
SECURITY CHECKS Leclerc Foods may exercise its right to inspect all packages and parcels entering and leaving our premises.
EMERGENCY EVACUATION Emergencies that include fires, explosions, floods, earthquakes, hurricanes, tornadoes, toxic material releases, civil disturbances & workplace violence may require a workplace to be evacuated. In the event of an emergency, an emergency alarm or verbal announcement will notify all occupants to evacuate the building in a safe and prompt manner through the nearest exit. Once clear of the building, all employees will go to the designated assembly point and immediately report to a supervisor. No one is allowed to leave the premises until a head count is done and you have been instructed to leave. Once the building is evacuated, no one is permitted to re-enter until an all clear has been given. Refer to the Emergency Action Plan for additional information PA: 670-INS-0042, TN: 670-INS-0043, AZ: 670-INS-0045
SAFETY SHOE PROGRAM The purpose of this policy is to provide a written description of Leclerc Foods procedure for purchasing, maintaining and replacement of safety shoes. Leclerc Foods must provide adequate protective footwear for employees at risk of foot injuries in accordance with the requirements of the General Regulation of the industry (OSHA regulation 29, CFR Part 1910.136). Refer to the Safety Shoe Policy for the current requirements 670-POL-0001.
ADDITIONAL INFORMATION 6S GUIDELINES The 6S is a technique of Japanese management for improved efficiency and decreased waste. Its name comes from the first letter of 6 words. Sort – Defined as keeping only what you need Set in Order – Defined as putting everything in its place Shine – Keeping things in good working condition and clean Standardized – Practices are taught and consistent Sustain – Train and maintain the standards Safety - Health and Safety standards and best practices are followed Refer to 790-PRC-0002 for additional information on 6S Program
POKA POKA is the first social industrial platform that focuses towards efficient training, knowledge retention and real -time information within the manufacturing world. POKA’s new collaborative approach breaks down the traditional silos that have divided the workforce, management and factories for decades.
POKA provides Leclerc Foods the ability to use and share our best practices, thoughts and knowledge, anywhere at any time. Refer to 790-PRC-0003 for additional information on POKA.
COMMUNITY As a conscientious corporate citizen and employer, Leclerc Foods USA, Inc., recognizes the responsibilities of citizenship and community participation among its employees. All employees are encouraged to get involved in activities that promote the health, welfare, and safety of their community. If you would like more information on how to get involved in your local community, please contact your local Human Resources. It is with our utmost pleasure that Leclerc Foods USA, Inc., welcomes you to the team. Should you have
150-RGL-0001 Rev. 1.3 / April 2017 Page 17 of 19 questions in regards to information provided in this Employee Manual or questions that are not addressed here, please do not hesitate to follow up with your team lead, supervisor, manager, or Human Resources. It is our goal that you are successful in your career with Leclerc Foods USA, Inc.
COMPANY STORE The Leclerc product store is strictly reserved for the Leclerc employees.
VISITORS All visitors must sign in when entering the premises and must be approved in advance by the plant manager. Depending on the reason for visit, an escort may be required.
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ACKNOWLEDGEMENT
I have received a copy of the Leclerc Foods Employee Manual and understand that it supersedes any other manual I may have already received and/or previous handbook issued in the past. I understand that it contains information about Leclerc Foods and that it is my responsibility to read the Employee Manual and comply with the policies contained in the Employee Manual as well as other policies, procedures and rules which the Company may employment either orally or in writing. I understand that I should consult with Human Resources or a member of Leclerc Foods management regarding any questions not answered in the Employee Manual.
I understand that no employee manual can anticipate every circumstance or question about every policy. Since the information, policies, and benefits described are subject to change, I acknowledge that the employee manual revisions may occur and the Company has the right to deviate from the policies, in addition to the other specified rights. I understand that revised information may supersede, modify or eliminate existing policies.
Furthermore, I acknowledge that this employee manual and the policies and procedures set forth in this employee manual are neither a contract, promise nor agreement for employment, expressed or implied, nor intended to create any legally binding obligation on the part of the Company to me. They are set forth solely as a statement of general Company policies and practices.
I understand that as an at-will employee, I have the right to terminate my employment for any reason at any time, and the Company reserves the right to do the same. I understand that no representative of the Company other than the President has any authority to enter into any agreement for any specified period of time or make any promises, and that such agreement or promises must be in writing and properly signed to be valid.
______Employee Signature Date
______Print Name of Employee
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