Gases and Welding Distributors Association -Human Resources Handbook

It is our pleasure to welcome you as an associate of XYZ Welding Supply Company. Y ou will have an excellent opportunity to make a significant contribution to our Company’s success. We sincerely believe that every associate in every position plays a key role.

We take great pride in our associates and the service we provide to our customers. As a leader in the industrial gases and welding supplies industry, our customers depend on us to give them a strong competitive advantage. We can fulfill this commitment by:

Maintaining close ties with our customers.

Fostering an environment of continuous innovation and improvement, and

Providing absolute quality and service.

By carrying out this mission, we will ensure superior product quality and consistency throughout our customer base.

Our management team will help you understand the critical role you will play in making the XYZ Company mission a reality. As always, we encourage your ideas and input which improve our operations.

This handbook has been given to you so you can better understand what XYZ is offering you as an associate, as well as what the Company expects from you in return.

Again, welcome! We are happy to have you on the XYZ Welding Supply team.

Tom Smith
President

A Word About This Handbook

The policies outlined in this booklet should be regarded as management guidelines only, which in a developing business will require changes from time to time. XYZ retains the right to make decisions involving employment as needed in order to conduct its work in a manner that is beneficial to the employees and the company. This handbook supersedes and replaces any and all prior handbooks, policies, procedures and practices of the company.

This employee handbook also describes the current benefit plans maintained by XYZ Company. Refer to the actual plan documents and summary plan descriptions if you have specific questions regarding the benefit plan. Those documents are controlling.

The employee handbook and other plan documents are not contractual in nature and do not guarantee any continuation of benefits.

AN IMPORTANT NOTE

This handbook is not an expressed or implied contract between the employee and XYZ Company. Although the handbook describes the general guidelines of XYZ’s policies and procedures, it is not a binding legal agreement; the Company at all times reserves the right to change or discontinue any of the policies or procedures contained herein at any time.

The employment relationship between the Company and the employee is employment at will. This means that both the Company and the employee are free to terminate the employment relationship on their own at any time, with or without notice and with or without cause.

Our Basic Commitments

To Our Customers

Satisfied customers make possible our ongoing growth and success. Through the combined efforts of all employees we will continue to ensure high quality products that satisfy the needs, delivery, and service required by our customers.

To Our Suppliers

Professionalism in dealing with our suppliers enables us to continually receive the highest grade of products needed to distribute to our customers.

To Our Company

Profit performance ensures XYZ Welding Supply business success and enhances employee opportunities for financial stability and job advancement. XYZ’s performance as a company is largely the result of every employee’s input as individual and team contributors.

To Our Employees

Employee satisfaction contributes to our company’s growth and vitality. This underscores our commitment to providing: (1) safe working conditions, (2) fair and equitable treatment, (3) competitive wages and salaries, (4) opportunity for personal growth and development, and (5) company designated employee benefits programs.

To Our Community

Corporate citizenship is an important responsibility, involving all our combined efforts. Through the combination of the above commitments, more and better employment opportunities are made available for residents of our local area. And by meeting our civic responsibilities, we contribute to the betterment of the community.

Our Expectations

XYZ’s expectations of all employees are high. Only those employees who display the appropriate willingness, desire and ability can be a part of our team.

There are a number of things that will be expected of you as a XYZ employee. Some of the most important are:

Prompt and regular attendance at work;
A fair day’s work, meaning both the quantity and quality of work;
Cooperation - getting along with others;
Loyalty, honesty and good character; and
Professional and courteous communications with fellow employees, customers and visitors to our company.

Your Supervisor

XYZ has designated supervisory personnel in each work area. Your supervisor will play a key role in your job success. When you begin your employment, your supervisor will arrange for your job instructions, introduce you to your fellow employees, and review applicable work guidelines and department procedures.

Work experience and knowledge of our organization have prepared your supervisor to help you in many ways. Please give your supervisor your full cooperation and always feel free to raise any work-related subject for discussion. In this way, you will be able to participate most effectively in the growth and success of our company.

Employment

Introductory Period

The Introductory Period is intended to give new employees the opportunity to demonstrate their ability to achieve a satisfactory level of performance and to determine whether the new position meets their expectations. XYZ uses this period to evaluate employee capabilities, work habits, and overall performance.

All new and rehired employees (except new employees who are hired after working 90 days as temporary workers) serve an introductory period for the first 90 calendar days after their date of hire. Your supervisor will evaluate you after 30 calendar days on the job and then after 60 calendar days. You will be evaluated in several categories including your suitability for continued employment. If XYZ determines that the designated introductory period does not allow sufficient time to thoroughly evaluate the employee’s performance, the introductory period may be extended for one additional 30-calendar day period. The introductory period is also a time for you to learn about our company, your job and to ask any questions relevant to your employment with us.

Employment Status

XYZ classifies all employees as either full-time or part-time status for purposes of payroll, benefits, and company service. Management reserves the right at any time to determine the continuation of the employment status of any part-time or full-time employee.

Full-Time Regular: An employee hired to assist the company in meeting its ordinary and continued work level, after completion of the Introductory Period. Employees classified as full-time regular become eligible for XYZ sponsored benefits subject to the terms, conditions, and limitations of each benefit program.

Part-Time Regular: An employee working less than a full-time schedule will be classified as part-time regular and will not be eligible for any XYZ sponsored benefits except those required by law.

Temporary: Individuals employed by an outside agency who are referred to XYZ to serve as interim replacements or temporary supplements to the work force.

Assignments in this category are of a limited duration. Temporary workers who are later hired as XYZ employees are not required to serve an introductory period, provided they have worked a full 90-days prior to hire.

Equal Employment Opportunity

XYZ Welding Supply has been, and will continue to be, an equal opportunity employer. To assure full implementation of this equal employment policy, we will take steps to assure that:

a. Individuals are recruited, hired, transferred and promoted without regard to race, religion, color, national origin, ancestry, sex, veteran’s status, age, or non-job related disability or handicap.

b. All other personnel actions, such as compensation, benefits, layoffs and recall from layoffs, access to training, education, and social-recreation programs will be administered without regard to race, religion, color, veteran’s status, national origin, ancestry, sex, age, or non-job related disability or handicap.

Should you as an employee have any questions about this policy or its implementation, please contact the President. We ask for your support in helping us attain our objective of equal employment opportunity.

Americans With Disabilities Act

Our company is committed to providing equal employment opportunities to otherwise qualified individuals with disabilities, which may include providing reasonable accommodation where appropriate. In general, it is your responsibility to notify your supervisor of the need for an accommodation. Upon doing so, he/she may ask you for your input or the type of accommodation you believe may be necessary, or the functional limitations caused by your disability. Also, when appropriate, we may need your permission to obtain additional information from your physician or other medical or rehabilitation professionals.

Immigration Reform and Control Act (I-9)

In compliance with the federal Immigration Reform and Control Act of 1986 (IRCA), as amended, XYZ is committed to employing only individuals who are authorized to work in the United States.

Each new employee, as a condition of employment, must complete the Employment Eligibility Verification Form I-9 and present documentation establishing identity and employment eligibility. I-9 forms must be completed within three business days of hire.

If an employee is authorized to work in this country for a limited time period, the individual will be required to submit proof of renewed employment eligibility prior to expiration of that period to remain employed by the company.

Non-Harassment Policy

It is XYZ Welding Supply’s policy to prohibit any and all harassment of one person by another person including harassment on the basis of: sex, race, color, religious creed, ancestry, citizenship, age, national origin, or non-job related disability or handicap. The purpose of this policy is not to regulate our employees’ personal morality. It is to assure that, in the workplace, no person harasses another in any manner.

Sexual Harassment

Sexual harassment includes unwelcome sexual advances, requests for sexual favors, or any other unwelcome verbal or physical conduct of a sexual nature.

What May Constitute Harassment

Sexual and other forms of harassment may include:

slurs	teasing
name-calling	sexual advances
threats	requests for sexual favors
derogatory comments	verbal or physical conduct
unwelcome jokes	uninvited touching or sexually-related comments
graffiti	written material or drawings directed to employees

Any person who feels that he/she has been subject to such harassment should immediately report the matter to the President or any other XYZ manager. A complete investigation of the alleged incident will occur. Violations of this policy will result in disciplinary action up to and including discharge.

Length of Service

Length of Service is based upon the employee’s most recent date of regular employment and will be used to determine eligibility for certain benefits.

Your Length of Service in the particular job you currently hold is used to make other determinations, including determinations regarding vacation preference, layoffs and recalls, and as a consideration for job advancement. Full-time employees are always considered over part-time employees in these determinations, regardless of hire date.

If two or more employees have identical Length of Service, the determining factor will be alphabetical by the surname under which they were hired.

An employee loses all Length of Service upon resignation, retirement, or other termination of employment. An employee will have his or her employment terminated and lose all Length of Service if he or she:

Is discharged for any reason, including violation of Company work/and or safety rules, policies or regulations, or those of any governmental agency.

Is absent for twelve (12) consecutive months, or a period equal to his or her Length of Service, whichever is less, due to illness or injury.

Is absent for six (6) consecutive months or period equal to his or her Length of Service, whichever is less, due to layoff.

Is absent for three (3) consecutive working days without reporting, or without a reason acceptable to the company.

Fails to notify the company of his or her intent to report to work within two (2) calendar days, or fails to report to work within five (5) calendar days from the date of notice of recall.

Falsifies the reason for requesting a leave of absence and/or engages in employment of any kind while on an approved leave of absence.

Fails to return to work on the next regular workday following an expired leave of absence without reporting off and without a reason acceptable to the Company.

Flagrantly or repeatedly violates company work and/or safety rules, policies or regulations or those of any governmental agency.

Outside Employment

An employee may hold a job with another organization as long as he or she satisfactorily performs his or her job responsibilities with XYZ. All employees will be judged by the same performance standards and will be subject to XYZ’s scheduling demands, regardless of any existing outside work requirements.

If it is determined that an employee’s outside work interferes with job performance or the ability to meet the requirements of XYZ, or if the employee is working for a competitor, the employee may be asked to terminate the outside employment if he or she wishes to remain with XYZ.

Employees who are on approved leave or a workers’ compensation leave of absence, may not continue or pursue outside employment while on such leave.

Job Advancement

XYZ provides employees an opportunity to indicate their interest in open positions and advance within the organization according to their skills and experience. We encourage all employees to talk regularly with their supervisors about their efforts to gain additional job experience.

Our job-posting program is a major part of the advancement process. Job posting is a way to inform employees of openings and to identify qualified and interested applicants.

Notices of all full-time regular positions will be posted on the bulletin board. Opportunities to train as "back-ups" for a position may also be posted. All postings will remain open for three (3) working days, exclusive of weekends and holidays. Each job posting notice will include the date, job title, shift requirements, and sign-up block.

Employees who apply for open positions will be selected based on skills, qualifications, and performance record. When those factors are equal among two or more candidates, Length of Service will be the determining factor. The successful candidate will be moved to the new classification normally within two weeks of selection.

Recording Time Worked

Accurately recording time worked is the responsibility of every hourly employee. Each employee is required to punch in at the time clock when reporting for work and punch out when leaving the building. Overtime work must always be approved by your supervisor before it is performed.

Altering, falsifying, tampering with any time records may result in disciplinary action, up to and including termination of employment.

If corrections or modifications are made to the time record, the supervisor must verify the accuracy of the changes by initialing the time record.

Paydays and Pay Period

Each work week begins at 7:00 a.m. Monday, and ends at 6:59 a.m. on the following Monday. All employees are paid weekly as follows:

Afternoon Shift (3 p.m. – 11 p.m.) Thursday Night

Morning Shift (7 a.m. – 3 p.m.) Friday Afternoon

Normal office work hours are 8:00 a.m. – 5:00 p.m.

Each paycheck will include earnings for all work performed through the end of the previous payroll period.

In the event that a regularly scheduled payday falls on a day off such as a holiday, employees will receive pay on the last day of work before the regularly scheduled payday.

XYZ offers each employee a free Direct Deposit option, under which employees may have their pay directly deposited into their bank accounts. Please see the Human Resource Administrator for details and to complete the necessary forms.

If you are absent on payday, your check will be held for you, or will be given to a properly identified person possessing a written authorization from you.

Payroll Deductions

The law requires that XYZ make certain deductions from every employee’s pay. Among these are applicable federal, state, and local income taxes. We also must deduct Social Security taxes on each employee’s earnings up to a specified limit. Your company matches the amount of Social Security taxes paid by each employee.

XYZ offers special employee benefits beyond those required by law, such as health insurance and 401(k) Plan. Eligible employees may voluntarily authorize deductions from their pay to cover the costs of participation in these programs.

If you have questions concerning why deductions were made from your pay or how they were calculated, please contact the Human Resource Administrator.

Break Periods

Each workday, employees are provided with one ten-minute break in the first half of the shift and one ten-minute break the second half of the shift. Since this time is counted as paid time, employees must not be absent from their workstations beyond the allotted break period.

All employees are provided with one 30-minute unpaid lunch break whenever the workday exceeds five hours. Employees may not leave company premises without supervisory approval.

The company provides a lunch area so all employees have a place to take their lunches and breaks. Please be thoughtful and help keep the lunchroom clean. Soda, coffee, sandwiches, and candy are provided for a nominal fee.

Overtime

Generally, overtime is offered on a voluntary basis. However, when operating requirements or other needs cannot be met during regular working hours, employees in designated job classes will be required to work overtime hours. When possible, advance notification of these mandatory assignments will be provided.

Scheduling for weekend servicing and maintenance requirements will also be attempted on a voluntary basis. However, if sufficient staffing is not available, mandatory assignments will be made.

All overtime assignments will be distributed as equitably as possible to all employees who are qualified to perform the required work. Please note that outside of these specific overtime assignments, any other form of overtime work must receive the appropriate supervisor’s prior authorization.

As established by Federal law, hourly and non-exempt employees will be paid overtime at the rate of time and one-half for all hours worked in excess of 40 hours a week. You will be credited with 8 hours worked for all Company recognized holidays to which you are entitled under the Company holiday program and each day of scheduled vacation.

Employee Wages

Operations hourly employees receive the current wage rate for the particular job to which they are assigned. Wage rates and employee salaries are reviewed on an annual basis and increases are implemented as possible based on industry conditions, overall company productivity, and the financial well being of XYZ.

Shift premium is an additional hourly wage which is added to the regular rate of employees who are assigned to the afternoon or night shift. Each employee working these shifts will receive the established shift premium for each hour worked, in addition to base rate earnings.

Performance Evaluation

Supervisors and employees are strongly encouraged to discuss job performance and work goals on an informal, day-to-day basis. A formal written performance evaluation will be conducted at the 30^th and 60^th day of the introductory period. Additional formal performance evaluations are conducted to provide both supervisors and employees the opportunity to discuss job tasks, identify and correct weaknesses, encourage and recognize strengths, and discuss positive, purposeful approaches for meeting goals.

Performance evaluations are scheduled every 12 months, coinciding generally with the anniversary of the employee’s original date of hire or most recent promotion.

Transfers

For various reasons an employee may be transferred by his/her supervisor from one type of job to another. Occasionally, this occurs without much advance notice. The cause may be unexpected employee absenteeism, customer requirements, equipment failure, material shortage or operational problems. Your flexibility in accommodating our business needs is much appreciated and transfers required will be completed as fairly as possible. Employee requests for job transfer will also be considered and accommodated whenever possible.

Employee Records

Employment records must be kept current because the company will rely on them to give any written notice necessary or administer benefits programs during the course of your employment. You are required to notify the Human Resource Administrator immediately of any changes to the following:

Name
Home address
Telephone number (where you may be reached)
Drivers license status (for drivers only)
Person to be notified in case of emergency
Marital status
Number of dependents
Insurance beneficiary
When a dependent turns age 19
Military status

Your cooperation is appreciated!

Access to Personnel Files

Employees can inspect part or all of their personnel files once a year in the presence of a company official. Parts subject to inspection include the employee’s job application, wage or salary information, notices of commendations, warnings or other discipline, authorization for a deduction or withholding of pay, fringe benefit information, leave records and employment history with XYZ. The records may be inspected at reasonable times during regular business hours and in the office where the records are kept. You may take notes regarding the contents of the file. If you find an error in your file, notify the Human Resource Administrator.

If You Must Leave Us

Should you decide to leave your employment with us, we ask that you provide your supervisor with at least two weeks’ written advance notice.

Employees who may be rehired following a break in service in excess of six months, must serve a new initial introductory period, whether or not such a period was previously completed. Such employees are considered new employees from the effective date of their reemployment for all purposes, including measuring benefits.

Additionally, all resigning employees are requested to complete a brief exit interview prior to leaving. All company property, including this handbook, must be returned upon termination.

You should notify the company if your address changes during the calendar year in which termination occurs so that your tax information will be sent to the proper address.

On The Job

Substance Abuse Policy

We at XYZ Welding Supply have a vital interest in insuring safe, healthful, and efficient working conditions for our employees. The unlawful or improper presence, influence, or use of controlled substances or alcohol in the workplace conflicts with these vital interests. Drinking, using, possessing or selling intoxicants or narcotics while on company premises, including company parking lots, or in company vehicles will result in immediate discipline up to and including discharge. In addition, reporting to work under the influence of intoxicants or narcotics will result in similar disciplinary action.

If management believes there is reasonable suspicion that an employee is under the influence of drugs or alcohol, the employee may be required to submit to reasonable suspicion testing.

Any employee injured seriously enough to have the injury recorded as an OSHA recordable injury and/or requiring treatment by a medical doctor, or causing such an injury, will be required to submit to a drug and/or alcohol screen.

Any employee who refuses to submit to a required drug/alcohol screening test will be terminated. This includes company drivers coming under random drug testing requirements.

Smoking and Tobacco Use

XYZ Welding Supply places an emphasis on wellness. We firmly believe that prevention, in the first place, is far superior to incurring illness and its associated costs. In support of this philosophy, smoking or any form of tobacco use is not permitted in any area of the buildings or dock areas. Employees must make sure, when smoking outside, that cigarettes and other tobacco products do not litter sidewalks or parking areas.

Work Attire

The proper work clothing is essential for creating and maintaining a safe and professional work environment. Due to the nature of our jobs, business casual or shop type (operations employees) clothing is acceptable. The Department Managers or other direct supervisors have the authority to determine acceptable or unacceptable work attire and to take the appropriate action when necessary.

Telephone Calls

Personal emergency telephone calls are accepted for employees. Employees will receive notification when calls of this nature occur. It is strongly recommended that employees receive and ask family members or friends to make only emergency type telephone calls while at work. Employees using company telephones for outgoing personal calls should limit their frequency to only when necessary and complete needed calls during lunch or break periods. A telephone for operation’s employees’ use is located in the lunchroom.

Confidential Information

Certain information to which you may have access or knowledge of is considered extremely confidential by XYZ Company. Personal, medical, or any similar information pertaining to other employees must not be discussed with anyone. Other subjects which are considered confidential include: product or process applications, media inquiries, and customer information. No company products or other materials may be removed from company premises without management approval. Any inquiries you receive regarding company business must be referred to the President.

Attendance Guidelines

Our key to success is working together. We all depend upon you to be in attendance and on time in order to have a smooth flow of work. People who have unpredictable attendance patterns hurt our customers, themselves, fellow employees, and the Company.

Absenteeism

To encourage regular attendance, we have established guidelines for you to follow:

When an employee misses a scheduled workday, regardless of the reason, he/she must call in every day unless on an approved leave of absence. Employees must call their supervisor as soon as possible and no later than ½ hour prior to their regular starting time if they will not report to work that day.
Excessive unexcused absenteeism will result in progressive disciplinary action up to and including discharge.
An employee not reporting their absence for three (3) consecutive workdays will be considered a voluntary quit.
An employee may be required to furnish a doctor’s written return to work release, for any medical related absence, when required by their supervisor.

Tardiness

Employees are tardy when they are delayed in reporting to work on time. Excessive unexcused tardiness occurrences will also result in progressive disciplinary action up to and including discharge.

Work Conduct and Disciplinary Action

In any organization, it is necessary to have guidelines covering a number of subjects, including on the job conduct. It would be impossible to write rules to cover every situation. However, acceptable conduct is expected of all employees. Improper or illegal conduct such as that listed in the following may result in disciplinary action up to and including discharge.

Theft, vandalism, or careless destruction of Company or customer property or property belonging to a fellow employee.
Drinking, using, possessing, or selling intoxicants or narcotics on company premises or while on work time. In addition, reporting to work under the influence of intoxicants or narcotics.
Use or possession of firearms while on company or customer premises.
Making fraudulent statements on employment applications or job records.
Performing work of a personal nature while on company time.
Theft of Company revenues; willful tampering of financial records.
Intentional discussion of confidential information with unauthorized individuals.
Soliciting or distribution in violation of Company policy.
Gambling during working time or on Company property.
Non-compliance with established safety and DOT driver policies and practices.
Insubordination or willful disregard of a supervisor’s instructions.
Fighting on company property.
Excessive absenteeism. Failure to observe work schedules in regards to starting times, lunch periods and quitting times.

The above list of work rules is not all-inclusive and may be amended at any time without notice. XYZ Welding Supply Company reserves the right to terminate an employee immediately for any reason it considers sufficient. The severity of the incident will determine whether a verbal reprimand, written warning, suspension/ probation status or termination is appropriate. A final decision is rendered only after the incident is thoroughly reviewed.

Note: You will also be subject to progressive counseling and disciplinary action should your on-the-job performance or work quality be unacceptable.

Workplace Violence

Violence by an employee or anyone else against an employee, supervisor or member of management will not be tolerated. The purpose of this policy is to minimize the potential risk of personal injuries to employees at work and to reduce the possibility of damage of company property in the event someone, for whatever reason, may be unhappy with a company decision or action by an employee or member of management.

If you receive or overhear any threatening communications from an employee or outside third party, report it to your supervisor at once. If you encounter an individual who is threatening immediate harm to an employee or visitor to our premises, contact your supervisor immediately.

All reports of work-related threats will be kept confidential to the extent possible, investigated and documented. Employees are expected to report and participate in an investigation of any suspected or actual cases of workplace violence.

Violations of this policy, including your failure to fully cooperate in the Company’s investigation, may result in disciplinary action, up to and including immediate discharge.

Concealed Weapons

Unauthorized possession, use or sale of weapons, firearms or explosives on work premises, including parking areas or in company vehicles, is forbidden. Violations of this policy will result in disciplinary action.

Solicitation and Distribution

In order to avoid unnecessary annoyances and interruptions from your work, solicitation by an employee of another employee is prohibited while either person is on working time.

Employee distribution of literature, including handbills, in work areas is prohibited at all times.

Trespassing, soliciting or distribution of literature by non-employees on XYZ premises is prohibited at all times.

Work Place Searches

To protect the property and to ensure the safety of all employees, customers and the Company, XYZ reserves the right to conduct personal searches consistent with state law, and to inspect any packages, parcels, handbags, brief cases, lunch boxes or any other possessions or articles carried to and from the company’s property. In addition, the company reserves the right to search any employee’s office, desk, files, computer, lockers, equipment, personal vehicles, or any other area or article on our premises. In this regard, it should be noted that all offices, desks, files, lockers, equipment, etc. are the property of the Company, and are issued for the use of employees only during their employment. Inspection may be conducted at any time at the discretion of XYZ Company management.

Electric Mail Monitoring

We recognize your need to be able to communicate efficiently with fellow employees. Therefore, we have installed an internal electronic mail (E-Mail) system to facilitate the transmittal of business-related information within the company.

The E-Mail system is for business use only. The use of the company’s E-Mail system for personal communications or for non-job related solicitations including but not limited to religious or political causes is strictly prohibited. Employees are also prohibited from the display or transmission of sexually-explicit images, messages, ethnic slurs, racial epithets or any thing which could be construed as harassment or disparaging of others.

Employees must not use unauthorized codes or passwords to gain access to others’ files.

Violation of this policy may result in disciplinary action, up to and including discharge.

For business purposes, management reserves the right to enter, search, and/or monitor the private company voice-mail, E-Mail system and the files/transmission of any employee without advance notice and consistent with applicable state and federal laws.

Company and Personal Property

Employees are responsible for items issued to them by XYZ Welding Supply Company or in their possession or control, such as the following:

Equipment
Identification badges
Keys
Manuals
Protective equipment
Security passes
Tools
Uniforms
Written materials

Employees must return all XYZ property immediately upon request or upon termination of employment. XYZ may withhold from the employee’s check or final paycheck the cost of any items that are not returned when required. XYZ may also take all action deemed appropriate to recover or protect its property.

All employees should be aware that XYZ Welding Supply is not responsible for employees’ personal property. This includes your automobile parked in our company provided lot. Personal property brought onto the premises is not the responsibility of the company if lost or damaged.

Parking

A parking area is provided for all employees. For everyone’s protection, we ask that you park your car correctly and observe rules governing entering and leaving the parking area. If you are involved in an accident on company property, report it to your supervisor immediately.

Communications

Resolving Work Conflict

In any company, concerns and questions sometimes arise regarding employment matters. If you have an issue relative to the interpretation of this handbook or the manner in which a particular company rule or procedure has been applied to you, you are encouraged to use the following procedure:

Discuss the matter with your immediate supervisor and ask for an explanation. It is to your benefit, as well as the Company’s, to settle any misunderstanding in this way. Please bring your concern to the attention of your immediate supervisor within seven (7) days of the occurrence of the facts giving rise to the dispute.
If you do not fully understand your supervisor’s explanation, or if you feel his or her answer does not alleviate your concerns properly, then you should submit a written explanation of your problem to the Operations Manager within three (3) days after completion of Step 1.
If after these steps you feel the matter has not been handled to your satisfaction, you may appeal the decision, in writing, to the President within seven (7) days after the completion of Step 2. The President will conduct a full investigation and render a final written decision on the matter.

In all cases, management will endeavor to respond promptly after completing the investigation of your issue.

Nothing in the above procedure is intended to prevent you from presenting or discussing any problems relating to your employment directly with any manager.

Bulletin Board

XYZ Company uses bulletin boards to communicate with its employees. Human Resources is responsible for keeping them neat and timely. Employees are not permitted to post any information on the bulletin boards. You are responsible for reading and complying with all postings.

Visitors

XYZ Company receives many customers and other visitors to its premises each day. All are to be treated with courtesy and respect. Visitors must not be left alone to wander the work areas; if you see someone in need of assistance, be as helpful as you can to them or refer them to the Office Manager.

Relatives or personal acquaintances must not visit work areas to see employees. These situations can present real safety and security concerns! Such meetings and discussions should occur only in emergency situations and in the general office area.

Employee Safety

Commitment to Safety

To assist in providing a safe and healthful work environment for employees, customers, and visitors, the Company has established a Workplace Safety Program. This program is a top priority for XYZ. The Safety Coordinator has responsibility for implementing, administering, monitoring, and evaluating the safety program. Its success depends on the alertness and personal commitment of all.

XYZ Welding Supply Company provides information to employees about workplace safety and health issues through regular internal communication channels such as supervisor- employee meetings, bulletin board postings, memos, or other written communications.

Employees and supervisors receive periodic workplace safety training. The training covers potential safety and health hazards and safe work practices and procedures to eliminate or minimize hazards.

Each employee is expected to obey safety rules and to exercise caution in all work activities. Employees must immediately report any unsafe condition to the appropriate supervisor. Employees who violate safety standards, who cause hazardous or dangerous situations, or who fail to report or, where appropriate, remedy such situations, may be subject to disciplinary action, up to and including termination of employment.

In the case of accidents that result in injury, regardless of how insignificant the injury may appear, employees must immediately notify the appropriate supervisor who will notify the Human Resources Department. Such reports are necessary to comply with laws and initiate insurance and workers’ compensation benefits procedures.

Safety Shoe Allowance

XYZ Welding Supply Company promotes the use of personal protective equipment through a program of reimbursing employees toward the purchase of steel toe safety shoes. Steel toe safety shoes are required to be worn in all warehouse and loading dock areas. You may purchase shoes through the safety shoemobile and pay through payroll deduction or submit proof of purchase and be reimbursed for the amount. Shoes must be certified as meeting the appropriate ANSI standard to be eligible for the Company contribution. Employees will only be reimbursed for one pair of shoes per twelve (12) month period.

Housekeeping

All employees must share in the responsibility for preserving standards of cleanliness and order in the building. Cooperation is critical in maintaining safe, healthy, and sanitary conditions in all work areas. Keeping your work area clean will help us achieve the high standards of quality necessary to meet customer needs.

Hazard Communication

Our company uses some chemicals (e.g., machine oils, cleaning compounds, etc.) in some of its operations. You must be familiar with the handling, use, storage and control measures relating to these substances if you will use or likely be exposed to them. Material Safety Data Sheets (MSDS) are available for inspection in your work area. You must follow all labeling requirements. If you have any questions, ask your supervisor.

Emergency Procedures

Evacuations

In the event of a fire or other emergency, all employees will be notified via the paging system. Managers and supervisors are to ensure orderly evacuation of all employees through the closest safe exit, assemble them outside the building, and then account for all employees. Evacuation route maps are posted in prominent locations throughout the building.

Emergencies not involving evacuation, such as spills or accidents, will be handled on a case-by-case basis. Always contact a manager, supervisor, or the Safety Manager when an accident, spill, or other emergency occurs.

Fire Fighting

Only employees who have been trained in the proper use of portable extinguishers will be asked to use this equipment and then only for the initial phase of fire fighting. If there is any doubt about ability to control the fire with an extinguisher, all employees should evacuate the area. In case of fire, ensure that a supervisor is notified immediately.

Use of Equipment and Vehicles

Equipment and vehicles essential in accomplishing job duties are expensive and may be difficult to replace. When using equipment, employees are expected to exercise care, perform required routine maintenance, and follow all operating instructions, safety standards, and guidelines.

Please notify the supervisor if any equipment, machines, tools, or vehicles appear to be damaged, defective, or in need of repair. Prompt reporting of damages, defects, and the need for repairs could prevent deterioration of equipment and possible injury to employees or others. The supervisor can answer any questions about an employee’s responsibility for maintenance and care of equipment or vehicles used on the job.

The improper, careless, negligent, destructive, or unsafe use or operation of equipment or vehicles may result in disciplinary action, up to and including termination of employment.

Benefits Programs

Our company has developed a comprehensive set of employee benefit programs to supplement our employees’ regular wages. Our benefits represent a hidden value of additional income to our employees.

This employee handbook describes the current benefit plans maintained by the company. Refer to the actual plan documents and summary plan descriptions if you have specific questions regarding the benefit plan. Those documents are controlling.

The company reserves the right to modify its benefits at any time. We will keep you informed of any changes.

Medical Insurance Plan

A comprehensive Medical Insurance Plan is provided to each full-time regular employee and his or her eligible dependents. The employee is responsible for paying 10% of the premium through payroll deductions and the company pays the remaining 90%. Upon enrollment, you will receive a complete orientation into this benefit plan and the excellent coverage it affords you and your family. The program also includes prescription drug benefits. There are certain requirements of the Plan, including co-payments and deductibles which are the employee’s responsibility and are more fully explained in the Plan booklet.

An optional Dental Plan is also available. You pay the premiums for the coverage through a convenient program of regular payroll deductions.

Premium Pre-Tax Plan

As an added benefit to our employees, your contributions to premiums for both the Medical Insurance Plan and the Dental Plan may be made on a pre-tax basis under the company’s Premium Pre-Tax Plan. Under this option, that part of your pay that is set aside to pay premiums is exempt from federal income taxes and Social Security taxes.

Life Insurance

XYZ Welding Supply Company provides you and your family with basic Life Insurance protection at no cost to you. Each regular full-time employee is provided with life insurance in the amount of $10,000. Please make certain you keep your beneficiary designation current with the Company Human Resources Department.

Holidays

After having successfully completed your Introductory Period and becoming a full-time regular employee, you will be eligible for seven (7) paid holidays per year. These holidays are:

New Year’s Day
Memorial Day
Independence Day (July 4)
Labor Day
Thanksgiving Day
Christmas Day
One (1) floating holiday as designated each year by the company

When a holiday falls on a Saturday, it will be observed on the preceding Friday; if a holiday falls on a Sunday, it will be observed on the following Monday. If a holiday falls within the vacation week, the employee has the option to choose pay or an additional day he or she designates as a holiday; however, the day must be pre-approved by your supervisor at least 48 hours prior to taking that day. An employee must work his scheduled day prior to the holiday and his scheduled day after the holiday in order to receive holiday pay. This includes scheduled Saturday or Sunday workdays.

Vacation

Once you have completed your introductory period, you will become eligible for vacation according to the following schedule:

Length of Employment Service Earned Vacation

1 year 2 weeks

9 years 3 weeks

15 years 4 weeks

Vacation Guidelines:

In order to meet work and scheduling requirements, your supervisor has the authority to approve or deny vacation requests. This might occur, for example, when several employees request the same days off.

You are asked to give at least thirty (30) days’ notice prior to requesting one full week of earned vacation time.

Vacation must be taken the following year it is earned; there is no carry-over of unused vacation time.

An employee not giving two (2) weeks written notice of their voluntary resignation will forfeit earned but unused vacation.

401(k) Retirement and Savings Plan

XYZ Company’s 401(k) Retirement and Savings Plan is a very special benefit offered by your company. This valuable program enables you to save up to 18% of your wages every year (subject to IRS limitations) on a pre-tax basis. This means that all federal income taxes on the money saved and the earnings you make on that money are deferred until you withdraw them from the Plan.

What’s more, the company makes a matching contribution annually to each participating employee’s account in the amount of 25% of the employee’s contribution, up to 6% of his or her gross wages. If possible, based on company circumstances, the company may make an additional discretionary contribution at the end of the year to each employee’s account in an amount up to 25% of the employee’s contribution, up to 6% of his or her gross wages.

Each full-time regular employee, age 21 years and over, is eligible to enroll in this voluntary program during the first enrollment period after he or she has completed one (1) year of service. More information about this Plan is provided in the booklet you will receive when enrolled.

The company strongly recommends you participate in this program to help ensure future financial security for you and your family.

Leaves of Absence

Bereavement Leave

Under the company’s Bereavement Leave Policy, up to three (3) consecutive days of paid leave will be provided to full-time regular employees for the purposes of attending the funeral and making necessary arrangements when a death occurs in their family. One of these days must be the day of the funeral.

Family members covered by this policy include:

Current spouse
Parents
Step-parents
Parents-in-law
Sister or brother
Child
Step-child
Grandparents
Grandchildren
Brother-in-law, sister-in-law, daughter-in-law, son-in-law
Grandparents-in-law (one-day leave)

Bereavement leave 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 or bonuses.

Employees who wish to take time off due to the death of an immediate family member should notify their supervisor immediately. If additional time off is required, you must request unpaid time off from your supervisor.

Sick Days

The Company management realizes you may need time off for personal or family member illness reasons. Each beginning calendar year you will be entitled to five (5) paid sick days. Unused sick days may be accumulated to a maximum of thirty (30). Employees are strongly encouraged to use sick days only for more serious cases of injury or illness.

Your supervisor may require a physician’s certification for any extended or frequent use of sick days.

Disability Income

You may elect to purchase coverage that provides income in the event you become disabled. Eligibility, cost and coverage details are available by contacting the Human Resource Department.

Military Leave of Absence

The company will grant military leave if a regular full-time employee is drafted, enlists or is called to active duty as a member of the military reserve or during a regular or limited reserve training period. Military leave provision will be in accordance with federal law.

Jury or Witness Duty

XYZ Company encourages employees to fulfill their civic responsibilities by serving jury duty when required. All full-time employees qualify for paid jury duty. Jury duty pay will be calculated on the employee’s base pay rate times eight hours, less any amounts received by the court as court-provided compensation. Employees must show the jury duty summons to their supervisor as soon as possible so that the supervisor may make arrangements to accommodate their absence. Employees are expected to report for work whenever the court schedule permits.

XYZ will continue to provide medical insurance benefits for the full term of the jury duty absence. Vacation and holiday benefits will also continue to accrue during jury duty leave.

If employees have been subpoenaed or otherwise requested to testify in court, they will receive paid time off for the entire period of witness duty, except if the testimony is relative to a matter in which the employee is the defendant. Employees may use any available earned but unused vacation to receive compensation for this period of absence.

Employee Assistance Program

XYZ Welding Supply cares about the health and well being of its employees and recognizes that a variety of personal problems can disrupt their personal and work lives. Through the Employee Assistance Program (EAP), XYZ provides confidential access to professional counseling services for help in confronting such personal problems as alcohol and other substance abuse, marital and family difficulties, financial or legal troubles, and emotional distress. An employee likewise experiencing on the job difficulties may also be referred to the EAP. The EAP is available to all employees offering problem assessment, short-term counseling, and referral to appropriate community and private services.

The EAP is strictly confidential and is designed to safeguard your privacy and rights. Please contact your supervisor or our Human Resource Department for more information regarding the Employee Assistance Program.

Benefits Continuation (COBRA)

In conjunction with the federal COBRA law, XYZ Company provides employees and their qualified beneficiaries the opportunity to continue health insurance coverage under the company’s medical insurance plan when a "qualifying event" would normally result in the loss of eligibility. Under COBRA, the employee or beneficiary pays the full cost of coverage at XYZ’s group rates plus an administration fee. XYZ provides each eligible employee with a written notice describing rights granted under COBRA when the employee becomes eligible for coverage under XYZ’s health insurance plan.

Workers’ Compensation

On-the-job injuries are covered by our Workers’ Compensation insurance policy. This insurance is provided at no cost to you. The amount of the benefits payable to you and the duration of payment depend upon the nature of your injury or illness. If you are injured on the job, no matter how slightly, report the incident immediately to your supervisor. Consistent with applicable state law, failure to report an injury within a reasonable period of time could jeopardize your claim. We ask for your assistance in alerting management to any condition which could lead or contribute to an employee accident.

Neither XYZ Company nor our insurance carrier may be liable for the payment of workers’ compensation benefits for injuries that occur during an employee’s voluntary participation in any company related recreational, social, or athletic activity.

Unemployment Compensation

XYZ pays a special payroll tax to the state and federal governments to provide you with weekly unemployment benefits should you become unemployed. Eligibility and the amount of benefits are fixed by state and federal law.

Social Security

We are required to complete a Social Security deduction from your paycheck. XYZ is also required to match the amount deducted from your paycheck and make payment to the federal government.

CONCLUSION

We are glad you have chosen to become a part of our XYZ team. We hope that reviewing this handbook has answered many of your questions concerning your job and company. We recognize that in order to maintain our success, we must be able to attract and retain the highest quality individuals that are available.

As you perform your daily responsibilities, remember, if you have any questions at all, feel free to ask your supervisor. An important part of his or her job is listening to your comments and suggestions, answering your questions, and searching for solutions to any problems you may encounter.

Good luck and again, welcome!

Receipt of Employee Handbook

I have this day received a copy of the XYZ Welding Supply Company employee handbook and I understand that I am responsible for reading the policies and practices described. I understand that this handbook replaces any and all prior handbooks, policies and practices of the company.

I agree to abide by the policies and procedures contained in this handbook. I understand that the policies and benefits contained in this employee handbook may be added to, deleted or changed by the company at any time. I understand that neither this nor any other written or verbal communication by a management representative is intended to, in any way, create a contract of employment for any specified period of time, and that this handbook is for informational purposes only. I also understand that the Company abides by employment-at-will, which permits the Company or the employee to terminate the employment relationship at any time, for any reason, with or without notice.

If I have questions regarding the content or interpretation of this handbook, I will bring them to the attention of my supervisor or President.

Name:

Date:

Employee Signature:

XYZ Representative: