Version 1. 1 Released January 1, 2009 7 company policies and guidelines (U.S.-based employees only) employee handbook Human Resources Department 2800 Executive Way Miramar, Florida 33025 [email protected] Nothing contained in this Employee Handbook shall be construed as constituting a contract or as creating any contractual obligations on the part of the Company or any employee. Instead, the rules, policies, and standards of the Employee Handbook are guidelines subject to modification, deletion, or addition at any time. Employees will be informed of any such changes via communication from the Human Resources Department on the Company’s Employee Self Service (ESS) System. Employees are required to check ESS frequently for company information and are required to read revisions to the Employee Handbook. Since the Company reserves the right to make modifications to the Handbook, all employees are hereby advised that the only valid version of the Employee Handbook is the Employee Handbook located on ESS. If an Employee chooses to print a copy of the Employee Handbook, it is the Employee’s responsibility to check ESS frequently to ensure that the Employee has a copy of the valid version of the Employee Handbook. PAGE INTRODUCTION........................................................................................................... 10 A. WELCOME STATEMENT 10 B. DESCRIPTION OF HANDBOOK 11 C. PROFESSIONAL CONDUCT 12 EMPLOYMENT RELATIONSHIP ................................................................................. 12 A. EMPLOYMENT AT WILL 12 B. EQUAL EMPLOYMENT OPPORTUNITY EMPLOYER 12 C. WORKPLACE DIVERSITY 13 D. AFFIRMATIVE ACTION COMPLIANCE PLAN (AACP) 13 EMPLOYMENT............................................................................................................. 15 A. BACKGROUND CHECKS 15 B. IDENTIFICATION BADGES 16 C. IMMIGRATION COMPLIANCE 17 D. PASSPORT REQUIREMENTS 17 E. HIRING RELATIVES/NON-FRATERNIZATION 18 F. EMPLOYMENT STATUS 18 FULL-TIME 18 PART-TIME 19 TEMPORARY 19 OUTSIDE SERVICES 19 G. WORK-AT-HOME EMPLOYEES 19 OVERVIEW 19 ELIGIBILITY 20 APPROPRIATE JOBS 20 APPROVAL PROCEDURE 21 SCHEDULED WORKWEEK 21 WORKPLACE SAFETY 21 EQUIPMENT 21 BUSINESS MEETINGS 22 EVALUATING THE ARRANGEMENT 22 DISCIPLINARY PROCEDURES 22 ENDING A WORK-AT-HOME ARRANGEMENT 22 OTHER PROVISIONS 22 H. INTRODUCTORY PERIOD 23 I. ORIENTATION 23 PAGE J. JOB DUTIES 23 K. JOB OPPORTUNITY PROGRAM 24 POSITIONS REQUIRED TO BE POSTED 24 RELEASE TO NEW DEPARTMENT 25 L. EMPLOYMENT SERVICE CREDIT 25 SENIORITY (NON CONTRACT EMPLOYEES) 25 DEFINITIONS 26 DEPARTMENTAL TRANSFERS 26 LOSS OF SENIORITY 26 M. ACCUMULATED SERVICE FACTOR 26 NEW HIRES AND REHIRES 27 N. REEMPLOYMENT 27 O. EMPLOYEE REFERRAL PROGRAM 27 PARTICIPATION 27 HOW REFERRALS ARE PAID 28 P. OFFICIAL PERSONNEL FILE 28 LOCATION 28 ACCESS TO THE FILE 28 Q. VERIFICATION OF EMPLOYMENT AND EMPLOYMENT REFERENCES 29 R. TIMEKEEPING PROCEDURES 29 S. OVERTIME ELIGIBILITY 29 T. OVERTIME MANAGEMENT 30 U. SHIFT DIFFERENTIAL POLICY 31 V. PAYMENT OF WAGES 31 W. AUTOMATIC DEPOSIT OF PAY 31 X. WAGE GARNISHMENTS 32 Y. PERFORMANCE REVIEWS 32 PERFORMANCE REVIEW RATINGS 32 COMMON MEASUREMENT DATE 33 MAINTENANCE OF PERFORMANCE REVIEWS 33 PERFORMANCE MANAGEMENT 33 Z. COMPENSATION POLICY 34 AA. SALARY ADJUSTMENTS 35 BB. BUSINESS EXPENSE REIMBURSEMENT 36 Effective January 1, 2009 4 PAGE EMPLOYEE RELATIONS............................................................................................. 37 A. OPEN DOOR POLICY 37 B. HARASSMENT 37 EQUAL EMPLOYMENT OPPORTUNITY 37 DEFINITIONS OF HARASSMENT 37 DEFINITIONS OF SEXUAL HARASSMENT 37 INDIVIDUALS AND CONDUCT COVERED 38 RETALIATION IS PROHIBITED 39 COMPLAINT PROCEDURE 39 REPORTING AN INCIDENT OF HARASSMENT, DISCRIMINATION, OR RETALIATION 39 FLIGHT CREW MEMBERS COMPLAINT PROCEDURE 39 REPORTING AN INCIDENT OF HARASSMENT, DISCRIMINATION, OR RETALIATION "ON DUTY" 39 REPORTING AN INCIDENT OF HARASSMENT, DISCRIMINATION, OR RETALIATION "OFF DUTY" 40 PROMPT REPORTING 41 THE INVESTIGATION 41 CONFIDENTIALITY 41 RESOLUTION OF COMPLAINTS 41 RESPONSIBILITIES: 42 ALL EMPLOYEES 42 MANAGERS 42 EMPLOYEE RELATIONS 42 C. PERFORMANCE GUIDELINES AND GENERAL PERSONNEL PRACTICES 42 D. CORRECTIVE ACTION GUIDELINES 43 VERBAL WARNING (STEP ONE) 43 WRITTEN WARNING (STEP TWO) 43 FINAL WRITTEN WARNING WITH/WITHOUT SUSPENSION AND EXTENDED PROBATION (STEP THREE) 44 TERMINATION (STEP FOUR) 44 PERFORMANCE GUIDELINES 44 SERIOUS INFRACTIONS AND/OR MISCONDUCT 44 ATTENDANCE AND PUNCTUALITY 46 APPLICATION OF THE ACP 46 THE ATTENDANCE RECORD 46 DEFINITION OF TERMS 46 PROGRESSIVE DISCIPLINE – ROLLING 12 MONTHS 47 STEP TABLE 48 EXAMPLES 48 E. GENERAL PERSONNEL PRACTICES AND POLICES 50 INAPPROPRIATE CONDUCT 51 F. FRAUD AND PROPERTY DAMAGE 53 G. GIFTS AND GRATUITIES 54 H. CONFLICT OF INTEREST AND OUTSIDE EMPLOYMENT 54 I. WORK PRODUCT OWNERSHIP 55 Effective January 1, 2009 5 PAGE J. DRUGS AND ALCOHOL (SUBSTANCE ABUSE) 56 REASONABLE SUSPICION DRUG & ALCOHOL TESTING 56 SAFETY SENSITIVE EMPLOYEES 57 K. INTERNAL/EXTERNAL CUSTOMER RELATIONS 57 L. CONFIDENTIALITY 57 M. EMPLOYEE DRESS & PERSONAL APPEARANCE 58 DRESS CODE – NON-HEADQUARTERS EMPLOYEES 58 N. MEDIA INQUIRES 59 O. POLICIES AGAINST WORKPLACE VIOLENCE 59 DEFINITIONS 59 ZERO TOLERANCE 60 WEAPONS PROHIBITION 60 REPORTING VIOLENCE IN THE WORKPLACE 60 REPORTING PROCEDURE 60 P. POLICY REGARDING VIOLENT CRIME 62 GUIDELINES FOR PROTECTING TEAM MEMBER AND CUSTOMER SAFETY 62 Q. THREAT PROCEDURES 62 COMPANY PROPERTY AND FACILITIES .................................................................. 64 A. USE OF COMPANY AND PERSONAL PROPERTY 64 B. USE OF TECHNOLOGY 64 E-MAIL POLICY 64 APPROPRIATE USE OF E-MAIL 65 EXPECTATION OF PRIVACY 65 PASSWORDS 65 E-MAIL CONTENT FILTERS 65 PROHIBITED ACTIVITIES 65 CONFIDENTIAL INFORMATION 66 E-MAIL POLICY VIOLATORS 67 SOFTWARE POLICY 67 USER IDS AND PASSWORDS 67 WIRELESS COMMUNICATION DEVICES 69 USAGE 69 HARDWARE 69 TELEPHONE NUMBERS 69 PERSONAL TELEPHONE EXPENSE 70 TELEPHONE SAFETY 70 C. USE OF STATIONERY & MAIL SERVICES 70 D. EMPLOYEE PROPERTY 70 E. VISITORS/CHILDREN IN THE WORKPLACE 70 F. SECURITY 71 Effective January 1, 2009 6 PAGE G. ENTERING AND EXITING COMPANY OFFICES 71 H. SERVICE OF LEGAL DOCUMENTS 71 I. SOLICITATION & DISTRIBUTION 71 J. BULLETIN BOARDS 72 K. HOLIDAY DECORATIONS 72 L. EMPLOYEE PARKING 72 M. TELEPHONES 72 N. HOUSEKEEPING 73 O. SMOKING POLICY 73 P. HEALTH & SAFETY 73 STATEMENT OF PURPOSE 73 SAFETY DEPARTMENT MISSION STATEMENT 73 SAFETY DEPARTMENT FUNCTIONS 74 CONTACTING THE SAFETY DEPARTMENT 74 EMPLOYEE SAFETY EXPECTATIONS 74 Q. ELECTRONIC RECORDING POLICY 74 CONSEQUENCES OF VIOLATION 75 R. WORK STATION MONITORING POLICY 75 S. INCLEMENT WEATHER 75 DEFINITIONS 75 PROCEDURES 76 BUILDING PREPARATION 76 PAY POLICY 77 BENEFITS .................................................................................................................... 79 A. HOLIDAYS (REVISED) 79 FULL TIME HOURLY EMPLOYEES 79 PART TIME HOURLY EMPLOYEES 80 FULL TIME SALARIED AND MANAGEMENT EMPLOYEES 80 TEMPORARY EMPLOYEES AND INTERNS 81 B. VACATIONS (REVISED) 81 PURPOSE 81 SCOPE 81 DEFINITIONS 81 REQUIREMENTS 82 C. SICK DAYS (REVISED) 84 SALARIED EMPLOYEES SICK DAY POLICY 84 HOURLY EMPLOYEES SICK DAY POLICY 86 Effective January 1, 2009 7 PAGE D. SHORT- AND LONG-TERM DISABILITY POLICY (REVISED) 88 SHORT TERM DISABILITY (STD) POLICY 88 LONG TERM DISABILITY (LTD) 91 E. PROFIT SHARING PROGRAM 91 F. BENEFITS OVERVIEW (REVISED) 92 HEALTH AND WELLNESS BENEFITS 92 MEDICAL/DENTAL INSURANCE 92 BASIC LIFE INSURANCE/BASIC ACCIDENTAL DEATH AND DISMEMBERMENT (AD&D) INSURANCE 92 OPTIONAL LIFE INSURANCE 92 LONG-TERM DISABILITY (LTD) INSURANCE 93 FLEXIBLE SPENDING ACCOUNTS 93 401(K) PLAN 93 EMPLOYEE ASSISTANCE PROGRAM (EAP) 93 PLAN ADMINISTRATION 94 INJURED WORKER POLICY AND PROCEDURE (WORKERS COMPENSATION) 94 LIGHT DUTY PROGRAM 96 G. POST-TERMINATION CONTINUATION OF MEDICAL INSURANCE 96 H. LEAVES OF ABSENCE 96 GENERAL PROVISIONS 96 FAMILY AND MEDICAL LEAVE POLICY 97 LONG-TERM DISABILITY PLAN 104 MILITARY LEAVE (ACTIVE AND RESERVE SERVICE) 105 OTHER TIME OFF 107 PERSONAL LEAVE OF ABSENCE (PLOA) 107 PERSONAL DAY OFF 109 FUNERAL OR BEREAVEMENT TIME OFF 109 JURY DUTY 110 WITNESS IN COURT 110 TIME OFF TO VOTE 110 I. NON REVENUE AND INTERLINE TRAVEL BENEFITS 111 J. RETIRED EMPLOYEE POLICY AND BENEFITS 125 K. BETTER SPIRIT FUND 126 TERMINATION ........................................................................................................... 127 A. VOLUNTARY TERMINATIONS 127 B. INVOLUNTARY TERMINATIONS 127 C. REDUCTIONS IN FORCE 127 FURLOUGHS 128 COMPANY SPONSORED VOLUNTARY LEAVES 128 EXIT INTERVIEWS 129 DOT (FAA) Drug & alcohol Programs...................................................................... 130 Effective January 1, 2009 8 PAGE A. ALCOHOL MISUSE PREVENTION PROGRAM (AMPP) 130 SUMMARY: 130 CATEGORIES OF EMPLOYEES SUBJECT TO TESTING (COVERED): 130 PERIODS OF WORK DAY THAT COVERED EMPLOYEES ARE REQUIRED TO BE IN COMPLIANCE: 130 PROHIBITED CONDUCT: 130 PRE-DUTY USE: 131 ON-DUTY USE: 131 B. CIRCUMSTANCES THAT REQUIRE TESTING: 132 POST-ACCIDENT: 132 RANDOM: 132 REASONABLE SUSPICION: 132 RETURN TO DUTY: 133 FOLLOW-UP: 133 RETESTS: 133 PREPARATION FOR BREATH ALCOHOL TESTING: 134 SCREENING TESTS: 134 CONFIRMATION TESTS: 135 C. REFUSAL TO SUBMIT TO TESTING: 137 D. CONSEQUENCES FOR VIOLATING THE RULES OF THE AMPP: 138 REMOVAL FROM SAFETY-SENSITIVE FUNCTIONS: 138 PERMANENT DISQUALIFICATION FROM SERVICE: 139 NOTICE TO THE FEDERAL AIR SURGEON: 139 NOTICE OF REFUSALS: 139 REQUIRED EVALUATIONS AND TESTING: 139 E. INTERVENING WHEN ALCOHOL IS SUSPECTED: