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In small companies or those operating under a relatively close-knit management group, policies are usually “understood.” While they may not exist in writing, managers and supervisors have a good understanding of the company’s stance on basic employment issues.

However, what is “understood” can also be misunderstood.  For example, when the company’s Senior Vice President calls a meeting and launches a tirade about late-arriving employees who trail past his office window every morning, one manager may interpret it as a decided shift in the company’s policy toward tardiness.  She responds with a sudden crackdown on tardiness in her department, docking every non-exempt employee who arrives even five minutes late.

Another manager, present at the same meeting, takes the VP’s outburst with a grain of salt.  The weather has been bad lately, the road leading to the company has been torn up for sewer repairs, necessitating a detour, so naturally people have been having a little trouble getting in on time.  Besides, he’s certain that the VP isn’t directing his comments at his department; there are other departments that have far worse records for tardiness. So he decides to sit tight for awhile and wait for this “storm” to blow over before he does anything drastic.

Situations such as this led to resentment and frustration.  What happens when two non-exempt employees from different departments compare notes on how their supervisors react when they arrive late?  The individual whose pay has been docked will have every reason to be angry.  On a company-wide basis, this can mean lower morale and productivity, more grievances, and understandably poor supervisor/employee relations.

Managers and supervisors who have worked for the same company for a number of years may think they understand their employer’s policies, but all they really have is a sense of how their peers and predecessors have handled similar situations in the past.  Other managers rely on instinct, dealing with each situation as it arises and relying on their own “good” judgment to make the right decisions. Either approach results in inconsistencies, which in turn can result in misunderstandings, grievances, and even lawsuits.  A single manager’s decision—with no written policy to back it up—can set “policy” and influence dozens of similar decisions by other managers and supervisors.

If the original decision was a good one, this may not result immediately in any disastrous consequences. But what if that manager was prejudiced against women or minorities? What if he or she acted illogically, irrationally, or even illegally? The original error in judgment will be repeated many times over by managers and supervisors who think they are acting in accordance with “company” policy.

These few examples of what can happen when policies are not put in writing show that a comprehensive written policy manual is essential in today’s complex, competitive, and regulation-ridden corporate environment. No manager or supervisor can be expected to keep up with all of the latest changes in federal and state laws and the shifting characteristics and expectations of the workforce, as well as top management’s objectives for the company’s long-range growth and development (to name just a few of the many forces that shape company policy on a continuing basis).

A Single Source

There must be a single, up-to-date, authoritative source of guidance and information to which managers and supervisors can turn not only in situations where the “right” course of action is unclear, but also in cases where they are tempted to act on memory or instinct.  With a policy manual to point the way, or to back up what they feel is a justifiable action or decision, company managers and supervisors will be able to act swiftly, decisively, fairly, legally, and consistently.  Employees will then know that they are being protected from personal bias and poor judgment. They will also know when to observe the “speed limits” with regard to their conduct.

Of course, having a policy manual will not solve all of your problems.  Supervisors must not only know what the company’s policies are, but they must also understand the reasons behind them.  Without this understanding, they cannot effectively enforce the policies.

Policy as Framework

The point here is that good written policies do more than help supervisors and managers make difficult decisions.  They provide the framework and background for such decisions, so that supervisors can explain to their subordinates (and to themselves) why a certain action or decision is the right one under the circumstances. Some policy manuals give a brief introduction to each policy, stating the reason a policy is needed in this area, and what the company hopes to achieve through implementation of the policy.  Such information is invaluable when it comes to explaining an unpopular decision to employees, or when a supervisor must decide on a course of action that runs contrary to his or her instincts.

How many times have you heard your supervisors respond to a question or complaint with the phrase, …”Because it’s company policy”? Often, supervisors and managers use policies to avoid the responsibility for an unpopular decision or course of action. They also use policies to justify disciplinary measures, to refuse a request for special treatment, and as a guide to decision-making in difficult or controversial circumstances. As a result, in many organizations the very word “policy” strikes a negative chord.

Employees often regard policies as the overriding, but incomprehensible, “law” that keeps them from getting what they want. Supervisors and managers may regard policies as undermining their discretion and authority, and therefore they may try to ignore them altogether.

There are three major reasons for this negative view of company policies:

1. No one understands the purpose of the policies.
2. Many policies are poorly conceived and written.
3. Policies are not changed when they no longer serve their original purpose.

Such problems are especially acute in companies with no policy manuals at all that try to maintain consistency by issuing a constant flow of memos, directives, and vague “understandings” about how certain situations should be handled.

Definition of Terms

The first step to address these problems is to define exactly what a policy is. Policies are often confused with rules, objectives, procedures, and plans. Let’s clear up the confusion in these areas first:

• A Rule is a specific statement about what behavior is allowed or not allowed, or what action is required. For example, the rule regarding absences might state that when an employee is out of work for three or more days due to illness, he or she must present the supervisor with a medical excuse form signed by a doctor. While such a rule may be part of the company’s policy on absenteeism, it is not equivalent to the policy itself.
• An Objective is a goal that the company has set for itself—for example, to keep absenteeism below 5 percent.
• A Procedure is a sequence of steps or a method for accomplishing something. Continuing with the example just cited, the supervisor or department head might be required to review each employee’s time card at the end of the week and post any absences on an employee attendance sheet. The next step in the procedure is for the supervisor to review these sheets on a monthly basis to determine the nature of the absences and to decide what, if any, action is appropriate. In other words, this procedure details how the company’s policy on absenteeism is to be carried out, but it is not a statement of the policy itself.
• A Plan is a set of activities designed to achieve the objective. For example, the company’s plan for keeping absenteeism below 5 percent might include strict absence-reporting procedures for employees, a series of meetings with supervisors and department heads to emphasize the importance of keeping attendance sheets up-to-date and reviewing them regularly, and memos sent out to supervisors in absenteeism-prone areas reminding them to enforce certain disciplinary procedures for chronic absentees. Each of these activities contributes to the achievement of the objective stated earlier: to keep absenteeism throughout the company below the 5 percent level.

Policy as a Guide

A policy is a guide to action and decision-making under a given set of circumstances that ensures consistency and compliance with the law within the framework of corporate objectives and management philosophy. The important word here is “guide”; it does not tell you what action to take or what decision to make, but it serves as a guide when you make these decisions for yourself.

Supervisors and managers who see policies as a threat to their individual authority and discretion either don’t understand the purpose behind the policies or the policies are so poorly defined and written that their purpose is unclear.

 

Note: These explanations are not the policies of the company. Only the handbook contains the official policies of ARA COMPANY. This summary is intended to briefly describe what you can find in the policy manual. This is only a guideline. Refer to the Employee Handbook and official insurance coverage descriptions for the full and official explanation. If you do not understand, please see the President for clarification.

 

Policy #	Description	Explanation
020	Employee Welcome	Welcome to ARA COMPANY
030	Attention Message	Legal message about the handbook
040	Orientation Statement	Brief outline of what the handbook contains
050	Employee Acknowledgement Form Employee Copy	Form for employee to sign to acknowledge that he or she understands what the handbook contains. Keep this in the handbook.
060	Customer Relations	Describes our philosophy and approach to working with our customers.
101	Nature of Employment	You may leave and ARA COMPANY may let you go at any time
102	Employee Relations	Our belief in openly discussing issues and concerns that affects us all.
103	Equal Employment Opportunity	Employment and promotions will be based on merit and qualifications.
104	Sexual and Other Unlawful Harassment	ARA COMPANY is committed to providing a workplace free from all forms of discrimination and harassment
105	Business Ethics	We will follow the spirit and letter of the law; We must be ethical and honest.
106	Hiring of Relatives, Personal Relationships	An employee may not directly work for a relative or supervise a relative
107	Immigration Law compliance	We employ only US citizens and others authorized to work in the United States
108	Conflicts of Interest	You must let the President know if you have any business relationships with outside firms that might conflict with ARA COMPANY business
109	Employees with Disabilities	We will consider requests for reasonable accommodation from any qualified employee with a handicap or disability. ARA COMPANY complies with the Americans with Disabilities Act
110	Outside Employment	You may hold a second job as long as you continue to perform well at ARA COMPANY and do not interfere with our scheduling demands.
111	Employee Confidentiality and Non-Disclosure	You must protect the confidential information and trade secrets of ARA COMPANY
112	Copyrights, patents, trademarks, inventions	All that is created and invented at ARA COMPANY is the property of ARA COMPANY

 

 

Policy #	Description	Explanation
201	Employment Categories	This section defines the various categories of employment at ARA COMPANY so you can determine your employment status.
202	Access to Personnel Records	You can see your personnel records, but they are the property of ARA COMPANY. You may not remove them from the office.
203	Employment Reference Checks	We will respond in writing to any inquiries if they are on official letterhead. We will not release employment records without your written authorization.
204	Personnel Data Changes	Please keep the office informed of any changes in address or other personal data.
205	Orientation Period	New employees will be given a period of time at the beginning of their employment to demonstrate their ability. This is usually 90 days before you can be considered a full-time employee.
206	Job Descriptions	Job descriptions have been written to describe the job and its requirements. It does not cover every task. There may be additional tasks you may be asked to do.
207	Performance Evaluations	We will discuss with you your performance on the job and discuss your work and goals.
208	Salary Administration	ARA COMPANY may review salary based on performance from time to time
301	Employee Benefits	A summary of the benefits provided.
302	Vacation Benefits	Vacation policy and how it is calculated
303	Holidays	Paid Holidays granted.
304	Sick Days	Paid time off because you are sick and cannot come to work.
305	Personal Days	Paid time off for personal reasons
306	Medical Insurance	Medical insurance summary
307	Dental Insurance	Dental insurance summary
308	Prescription	Prescription insurance summary
309	Retirement (401K)	Retirement program for eligible employees
310	Flexible Spending Account	Money made available so you can purchase additional benefits you desire.
311	Military Leave	We will follow the law if you serve in the military
312	Workers’ Compensation insurance	If you get hurt on the job, there is a insurance you may receive
313	COBRA	These are benefits that may be available to you after you leave our company
314	Bereavement Leave	Eligible employees may take up to 2 days off if an immediate family members dies
315	Temporary Disability Leave	Benefits provided if you are temporarily disabled

 

 

Policy #	Description	Explanation
401	Timekeeping	You must record your time accurately if you are an hourly worker
402	Paydays	Employees are paid bi-weekly on Friday
403	Pay advances	There are no pay advances available
404	Pay Deductions	There are mandatory required deductions that are taken from your pay by the government and voluntary contributions that come out of your paycheck each period.
501	Safety	ARA COMPANY expects you to follow all the safety rules. We do not want anyone, guests, visitors, vendors, or employees to be hurt or injured.
502	Work Schedules	Supervisors will advise employees of their work schedules
503	Overtime	All overtime work must receive the supervisor’s prior authorization
504	Meal Periods	There will be one 30-minute meal period each workday
505	Telephones	Personal use of telephones is not permitted.
506	Smoking and Vaping	Smoking and Vaping in the workplace is prohibited inside our facilities.
507	Use of equipment and vehicles	Notify supervisor if any equipment or vehicles are damaged. Take proper care of equipment and vehicles.
508	Emergency Closings	We may close only under the most extreme conditions of emergency.
509	Visitors in the workplace	Only authorized visitors are permitted on grounds and premises.
510	Workplace Violence	No fighting. No guns. No direct threats of violence. Maintain a safe work environment
511	Computer and Email usage	These are the property of ARA COMPANY. Protect from viruses. Maintain a workplace free of sexual and other harassment. Do not use for outside commercial ventures. Use only licensed software
512	Internet Usage	Be careful when using the Internet to protect the company and its property.
513	Social Media	Be careful when using Social Media to protect the reputation of the company.
601	Employee Conduct and Work Rules	List of policies to keep the workplace safe and protect the interests of ARA COMPANY and other employees
602	Drug and Alcohol Use	You can not sell, or distribute drugs, or use, or be under the influence while conducting business related activities
603	Employee Privacy	The desks and files you work on are the property of ARA COMPANY
604	Attendance and Punctuality	Employees are expected to be reliable and punctual in reporting to work

 

Policy #	Description	Explanation
605	Personal appearance	Our customers and other employees expect you to dress and groom according in a reasonably clean, neat, and tasteful way
606	Return of Property	Employees must return all property of ARA COMPANY upon request or upon termination of employment
607	Resignation	ARA COMPANY requests at least 2 weeks notice if you plan to leave
608	Solicitation	Employees are not allowed to solicit or distribute literature in the workplace
609	Discipline approach	Unless circumstances require, disciplinary action will be taken so the employee may correct their performance
610	Investigating Complaints – Problem Resolution	Problems and disputes should be resolved in a peaceful manner by talking through the issues
611	Workplace Etiquette	Showing respect and courtesy to the people you work with and for
612	Bulletin Boards	Information and rules are posted on bulletin boards for your information. You are responsible for reading them and keeping yourself up to date.
613	Energy Conservation	Be careful in your use of energy; Your help in the conservation of energy will enable the company to reduce costs and better serve its customers,
614	Media Relations	Refer all inquiries by the press and the media to the General Manager
701	Breach of Peace	If there are no closed gates, locks, or guard stations, the repossessor may complete his repossessions. Be aware of what constitutes a breach of the peace.
702	Cease and Desist	When a legally executed cease-and-desist order, issued by a court or a governmental agency, is received, all activities and actions must be concluded and stopped.
051	Employee Acknowledgement Form Company Copy	Form for employee to sign to acknowledge that he or she understands what the handbook contains. This form goes into the Employee personnel file.

 

 

The employee handbook describes important information about ARA COMPANY. I understand that I should consult the President if I have any questions that are not answered in the handbook. This memo is a summary of what is contained in the handbook. You must consult the handbook for the official policy.

 

I understand and acknowledge that there may be changes to the information, policies, and benefits in the handbook. The only exception is that ARA COMPANY will not change or cancel its employment-at-will policy. I understand that ARA COMPANY may add new policies to the handbook as well as replace, change, or cancel existing policies. I understand that I will be told about any handbook changes, and I understand that handbook changes can only be authorized by the chief executive officer of ARA COMPANY.

 

I understand and acknowledge that this handbook is not a contract of employment or a legal document. I have received the handbook and I understand that it is my responsibility to read and follow the policies contained in this handbook and any changes made to it.

We believe that every employee helps to make ARA Company successful. We hope that you will be proud to be a member of our team.

 

This handbook describes many of our policies. The handbook also outlines many of the programs and benefits available to eligible employees. It will answer many questions you may have about your employment at ARA Company. We suggest that you become familiar with the handbook as soon as possible. We would be pleased to answer any questions you may have after you read it.

 

We hope that your experience here will be challenging, enjoyable, and rewarding.

 

Again, welcome!

 

 

 

Sincerely,

 

Les

 

Les McCook

General Manager

 

 

Table of Contents

 

No.	Policy	Effective Date:	Revision Date:	Page
INTRODUCTION
020	Employee Welcome Message	06/01/2023		1
	Table of Contents	06/01/2023		2
030	Attention Message	06/01/2023		4
040	Orientation Statement	06/01/2023		5
050	Employee Acknowledgement Form (employee copy)	06/01/2023		6
060	Customer Relations and General Overview	06/01/2023		7
EMPLOYMENT
101	Nature of Employment	06/01/2023		8
102	Employee Relations	06/01/2023		8
103	Equal Employment Opportunity	06/01/2023		9
104	Sexual and Other Unlawful Harassment	06/01/2023		9
105	Business Ethics and Conduct	06/01/2023		11
106	Hiring of Relatives – Personal Relationships	06/01/2023		13
107	Immigration Law Compliance	06/01/2023		14
108	Conflicts of Interest	06/01/2023		15
109	Employees with Disabilities	06/01/2023		16
110	Outside Employment	06/01/2023		16
111	Employee Confidentiality and Non-Disclosure	06/01/2023		17
112	Copyrights, patents, trademarks, inventions	06/01/2023		18
EMPLOYMENT STATUS & RECORDS
201	Employment Categories	06/01/2023		19
202	Access to Personnel Files	06/01/2023		20
203	Employment Reference Checks	06/01/2023		21
204	Personnel Data Changes	06/01/2023		21
205	Orientation Period	06/01/2023		21
206	Job Descriptions	06/01/2023		22
207	Performance Evaluations	06/01/2023		22
208	Salary Administration	06/01/2023		23
EMPLOYEE BENEFIT PROGRAMS
301	Employee Benefits	06/01/2023		23
302	Vacations	06/01/2023		24
303	Holidays	06/01/2023		25
304	Sick Days	06/01/2023		25
305	Personal Days	06/01/2023		26
306	Medical Insurance	06/01/2023		27
307	Dental Insurance	06/01/2023		27
308	Prescription	06/01/2023		27
309	Retirement (401K)	06/01/2023		27
310	Flexible Spending	06/01/2023		28
311	Military Leave	06/01/2023		28
No.	Policy	Effective Date:	Revision Date:	Page
312	Workers’ Compensation	06/01/2023		28
313	COBRA	06/01/2023		28
314	Bereavement Leave	06/01/2023		29
315	Temporary Disability Benefits – short & long term	06/01/2023		30

 

TIMEKEEPING/PAYROLL
401	Timekeeping		06/01/2023																		30
402	Paydays		06/01/2023																		30
403	Pay Advances		06/01/2023																		31
404	Pay Deductions and Setoffs		06/01/2023																		31
WORK CONDITIONS & HOURS
501	Safety			06/01/2023													32
502	Work Schedules			06/01/2023													32
503	Overtime			06/01/2023													33
504	Meal Breaks			06/01/2023													33
505	Use of Phone and Mail Systems			06/01/2023													34
506	Smoking			06/01/2023													34
507	Use of Equipment and Vehicles			06/01/2023													34
508	Emergency Closings			06/01/2023													35
509	Visitors in the Workplace			06/01/2023													35
510	Workplace Violence Prevention			06/01/2023													35
511	Computer and Email Usage			06/01/2023													36
512	Internet Usage			06/01/2023													38
513	Social Media			06/01/2023													39
EMPLOYEE CONDUCT & DISCIPLINARY ACTION
601	Employee Conduct and Work Rules				06/01/2023														40
602	Drug and Alcohol Use				06/01/2023														40
603	Employee Privacy				06/01/2023														41
604	Attendance and Punctuality				06/01/2023														42
605	Personal Appearance				06/01/2023														42
606	Return of Property				06/01/2023														43
607	Resignation				06/01/2023														43
608	Solicitation				06/01/2023														43
609	Discipline Approach				06/01/2023														44
610	Investigating Complaints				06/01/2023														45
611	Workplace Etiquette				06/01/2023															45
612	Bulletin Boards					06/01/2023												46
613	Energy Conservation					06/01/2023												46
614	Media Relations					06/01/2023												46
REPOSSESSION POLICIES
701	Breach of Peace					06/01/2023												47
702	Cease and Desist					06/01/2023												47
051	Employee Acknowledgement Form (Company copy)					06/01/2023												48

ATTENTION

 

This Employee Handbook and Manual and the policies it contains are applicable to all employees of ARA Company (the company).

 

The Policies, practices and procedures published by the company as contained in this employee handbook are not in any way to be interpreted as an employment contract between the company and any of our employees.

 

There is no promise of any kind by the company contained in this employee handbook. Regardless of what this employee handbook says or provides, the company remains free to change wages and all other working conditions without having to consult with anyone and without anyone’s agreement, consent or approval. Both the company and our employees have the right to end the employment relationship with or without cause and with or without prior notice at any time.

 

This employee handbook supersedes and replaces all prior or existing handbooks, manuals, written policies, oral policies or practices in effect or statements made, prior to the effective date printed on the cover of this employee handbook.

 

 

 

 

 

 

ORIENTATION STATEMENT

 

Whether you have just joined our staff or have been at ARA Company for a while, we are confident that you will find our company a dynamic and rewarding place in which to work and we look forward to a productive and successful association.  We consider the employees of ARA Company to be one of its most valuable resources.  This manual has been written to serve as the guide for the employer / employee relationship.

 

This employee handbook will give you important information about working at ARA Company. This employee manual or reference handbook and the policies it contains are applicable to all employees of ARA Company (the company). The policies in the handbook explain many of the benefits of working here. The handbook also explains what we expect of you and tells about many of our rules.

 

There are several things that are important to keep in mind about this handbook.  First, it contains only general information and guidelines.  It is not intended to be comprehensive or to address all the possible applications of, or exceptions to, the general policies and procedures described.  For that reason, if you have any questions concerning eligibility for a particular benefit, or the applicability of a policy or practice to you, you should address your specific questions to the General Manager or the Human Resources Department.

 

This employee handbook cannot cover every situation or answer every question about policies and benefits at ARA Company. There is no promise of any kind by the company contained in this employee manual or reference handbook. Also, sometimes we may need to change the handbook. ARA Company has the right to add new policies, change policies, or cancel policies at any time. The only policy we will never change, or cancel is our employment-at-will policy. The employment-at-will policy allows you or ARA Company to terminate your employment at any time for any reason. The employment-at-will policy is further described in the policy titled Nature of Employment. If we make changes to the handbook, we will tell you about the changes.

 

No supervisor or other representative of the company (except the General Manager) has the authority to enter into any agreement for employment for any specified period of time, or to make any agreement contrary to the above.

 

It is important that this handbook and the information in it should be treated as secret and confidential.  No portion of this handbook should be disclosed to others, except employees and others affiliated with ARA Company whose knowledge of the information is required in the normal course of business.

 

Finally, some of the subjects described here are covered in detail in official policy documents.  You should refer to these documents for specific information since this handbook only briefly summarizes those benefits.  Please note that the terms of the written insurance policies are controlling.

 

 

EMPLOYEE ACKNOWLEDGEMENT FORM

 

 

The employee handbook describes important information about ARA Company. I understand that I should consult the General Manager if I have any questions that are not answered in the handbook.

 

I became an employee at ARA Company voluntarily. I understand and acknowledge that there is no specified length to my employment at ARA Company and that my employment is at will. I understand and acknowledge that “at will” means that I may terminate my employment at any time, with or without cause or advance notice. I also understand and acknowledge that “at will” means that ARA Company may terminate my employment at any time, with or without cause or advance notice, as long as they do not violate federal or state laws.

 

I understand and acknowledge that there may be changes to the information, policies, and benefits in the handbook. The only exception is that ARA Company will not change or cancel its employment-at-will policy. I understand that ARA Company may add new policies to the handbook as well as replace, change, or cancel existing policies. I understand that I will be told about any handbook changes, and I understand that handbook changes can only be authorized by the chief executive officer of ARA Company.

 

I understand and acknowledge that this handbook is not a contract of employment or a legal document. I have received the handbook and I understand that it is my responsibility to read and follow the policies contained in this handbook and any changes made to it.

 

 

 

 

EMPLOYEE’S NAME: _______________________________________________

Please print your full name clearly

 

 

 

EMPLOYEE’S SIGNATURE: _________________________________________________

 

 

 

 

DATE: __________________________________

 

 

 

_____ Company copy                ______ Employee copy
CUSTOMER RELATIONS

 

Our customers are very important to us. Every employee represents ARA Company to customers, our guests and the public. Our customers judge all of us by how we treat them. One of the highest priorities at ARA Company is to help any customer or potential customer. Nothing is more important than being courteous, friendly, prompt, and helpful to our guests, to other employees and other trades.

 

We will provide customer relations and services training to all employees who have frequent customer contact. If a customer wants to make a specific comment or a complaint, you should direct the person to the General Manager for appropriate action. Your contacts with the public, your telephone manners, and any communications you send to customers reflect not just on you but also on the professionalism of ARA Company. Good customer relations can build greater customer loyalty and a higher degree of success for all of us.

 

                                                    What Sets Us Apart

 

Our Standards

• To provide value significantly above the competition through superior customer service, responsible, capable people: high quality products, innovative techniques, and the constant pursuit of perfection.

 

• To provide our employees stability with continuous training that will benefit our employees and customers.

 

• To enjoy the work we do and the mutual benefits of a job well done.

Starting Right

• ARA Company will project an image of professionalism and order from the first contact through to the end of the involvement.  Our customers will experience a friendly team atmosphere from each and every member of the staff, and an attitude of genuine caring and interest in their needs, concerns, and requirements.

 

• Our focus is to do things right the first time. We will begin each day ensuring that all required components to do business properly are ready and in place.  We will go the extra mile each until each customer is pleased and satisfied.

 

• We will set realistic goals and communicate them to our customers.   We will then exceed expectations with our commitment to superior service.

 

• Believing as we do that service and the attainment of worthwhile goals brings true personal fulfillment, our employees are encouraged to participate in our learning programs to increase his or her personal and professional development.

 

• We will bring our vision to life through the careful implementation of systems at every level of the business.

 

101 – Nature of Employment.

Effective Date: 06/01/2023

Revision Date:

 

 

You became an employee at ARA Company voluntarily and your employment is at will. “At will” means that you are free to resign at any time, with or without cause. Likewise, “at will” means that ARA Company may terminate your employment at any time, with or without cause or advance notice, as long as we do not violate any applicable federal or state law.

 

The policies in this handbook are not intended to create a contract. The policies should not be construed to constitute contractual obligations of any kind or a contract of employment between ARA Company and any employee. The provisions in the handbook have been developed at the discretion of management and, except for the policy of employment-at-will, may be amended or cancelled at any time, at the sole discretion of ARA Company.

 

These provisions replace all other existing policies and practices and may not be changed or added to without the express written approval of The General Manager.

 

 

102 – Employee Relations.

Effective Date: 06/01/2023

Revision Date:

 

 

We believe that the working conditions, wages, and benefits we offer to ARA Company employees are competitive with those offered by other employers in this area and in this industry. If you have concerns about working conditions or compensation, we strongly encourage you to express these concerns openly and directly to the General Manager.

 

Our experience has shown that when employees deal openly and directly with management, the work environment can be excellent, communications can be clear, and attitudes can be positive. We believe that ARA Company fully demonstrates its commitment to employees by responding effectively to employee concerns.

 

 

 

 

 

 

 

103 – Equal Employment Opportunity.

Effective Date: 06/01/2023

Revision Date:

 

ARA Company is an equal opportunity employer.  The Company strives to recruit, hire, train and promote the most qualified candidates for every job description, without regard to race, color, creed, religion, sex, gender identity or expression, national origin, ancestry, ethnicity, age, handicap or disability, marital status, civil union status, domestic partnership status, service in the U.S. Armed Forces, citizenship status, sexual orientation, or membership in any other protected group status.  The Company bases all personnel actions and/or employment decisions, including but not limited to recruitment, hiring, training, job assignments, promotions, transfers, discipline, and discharge on, and administers them in accordance with, all federal, state and local laws, ordinances and regulations on equal opportunity employment.

Employment discrimination will not be tolerated from or by any Company employee, and will be grounds for disciplinary action, including dismissal.

If you have a question about any type of discrimination at work, talk with your immediate supervisor or the General Manager. You will not be punished for asking questions about this. Also, if we find out that anyone was illegally discriminating, that person will be subject to disciplinary action, up to and including termination of employment.

 

 

104 – Sexual and Other Unlawful Harassment.

Effective Date: 06/01/2023

Revision Date:

 

ARA Company believes that each individual we employ has the right to be free from inappropriate, unwelcome workplace conduct where that conduct could be viewed as workplace harassment.  Inappropriate conduct based on an individual’s race, color, creed, religion, sex, gender, national origin, ancestry, ethnicity, age, handicap or disability, marital status, civil union status, domestic partnership status, veteran’s status, citizenship status, sexual orientation, or any other protected group status (collectively referred to as “Protected Status”), which has the purpose or effect of unreasonably interfering with an individual’s work performance, or which otherwise creates an intimidating, hostile or offensive working environment, may constitute prohibited workplace harassment.  Therefore, the Company does not permit any inappropriate comments or communications to be made, distributed, transmitted or posted in any Company work location, including but not limited to, Company offices, client offices and off-site locations, or at any business-sponsored or business-related function.  Comments or communications include, but are not limited to, statements, questions, jokes, photographs, videos, drawings, cartoons, gestures, or stories, whether written, oral, physical, digital or electronic (including e-mail, text messages, and voice mail).  A comment or communication is inappropriate if it is unwelcome and it is or contains language which is threatening, harassing, offensive, obscene, sexually explicit or contains profanity, or where its basis is any Protected Status.

 

Sexual Harassment – The most widely recognized area of workplace harassment is sexual harassment.  Unwelcome, unsolicited conduct of a sexual nature, including making requests for sexual favors, conditioning the grant or denial of a work benefit on submission to sexual activity, or making sexual activity an expressed or implied term or condition of employment, constitutes sexual harassment and will not be tolerated.  Sexual harassment is particularly egregious when a supervisor is the initiator or cause of such conduct.  Sexual harassment can result from the conduct of a male to a female, a female to a male, or between persons of the same gender.

Disciplinary Action – Workplace harassment is a violation of state and federal laws against employment discrimination and of the Company’s internal policies.  The Company will not tolerate harassing conduct whether the offender is a supervisor, a co-worker, a client, a vendor, or a visitor, and will be dealt with accordingly.  Any employee found to have committed acts that constitute workplace harassment will be subject to severe disciplinary action, including discharge.  This includes any act by an employee against a supervisor, a co-worker, a client, a vendor, or a visitor.  Any non-employee found to have committed acts against an employee that constitute workplace harassment will be subject to consequences appropriate to that individual.

Reporting Complaints – Any employee who believes that he/she is or has been harassed by a supervisor, a co-worker, a client, a vendor, a visitor, or anyone else associated with the Company, should contact Les McCook, General Manager,212-555-1212 les@ARACompany.com who is the designated recipient of all harassment complaints.  Likewise, any supervisor and any other employee who observes or is made aware of harassing conduct occurring anywhere within the Company or by anyone associated with the Company should contact Les McCook.

At the time of complaint, the complainant will be asked to provide specific information about the alleged harassment, including any documents, photographs, audio or video recording, or other physical, digital, or electronic evidence, and to sign a written statement.  While a signed, written statement is preferred, allegations supported only by an oral or e-mailed or texted or voice mail complaint also may be investigated.

Non-Retaliation – Employees raising allegations of workplace harassment or participating in an investigation of a harassment complaint will not be subject to disciplinary action or retaliation as a consequence of raising a complaint or participating.  Any supervisor or employee who takes any retaliatory action against any employee who raised a complaint or participated/is participating in a harassment complaint or investigation, will be subject to severe disciplinary action.  Nevertheless, the Company may discipline any employee who knowingly makes a false allegation of workplace harassment against any other person.

Investigating Complaints – The Company will conduct an investigation utilizing any notes, recordings, photographs, physical, digital or electronic evidence or other documentation and information regarding the harassment that the complaining employee provides.  The investigation will look to uncover additional information as well, through review of documents and materials, and witness interviews.

All employees have a responsibility to cooperate fully with the investigation of harassment.  Although the extent of each investigation will vary, discretion and cooperation are crucial at all levels.

As part of the investigation, the investigator generally will confront the alleged harasser with the allegations or with the facts underlying the allegations, and give this individual an opportunity to respond.  The complaining employee will not be required to confront the alleged harasser face to face during the investigation.

The complaining employee will be instructed to bring to the attention of the Company any future recurrences of harassment by the alleged harasser or by any other employee of, or other person involved with, the Company.  In addition, the Company will make efforts to monitor behavior and will follow up with the complaining employee to verify that inappropriate behavior has not continued.

Disciplinary Procedures – The results of the investigation will be presented to the General Manager, and, if he/she determines that there is reasonable cause to believe that harassment has occurred, the Company will impose appropriate discipline, which may include termination.  The General Manager may consider the following factors in selecting disciplinary measures:  the specific behaviors constituting the harassment, the severity and pervasiveness of the behaviors constituting the harassment, the effect of the harassing behavior on the victim, the effect of the harassing behavior on the Company’s business operations, the effect of the harassing behavior on other persons associated with the Company, the supervisory relationship between the harasser and the victim, the previous behavior of the harasser, and any other information the General Manager deems to be relevant.

Confidentiality – The Agency will make efforts to keep the complaining employee’s identity confidential from the alleged harasser.  Because the primary objective of the investigation is to discover and eliminate harassment, however, the complaining employee may be identified on an “as needed” basis.

Generally, the allegations and the investigation will be kept confidential with the information shared on a need-to-know basis only, in order to protect all persons involved, and to protect the Company.  Employees involved in an investigation of workplace harassment, either as the accuser, the accused, the investigator, or as a witness, must keep all information about the investigation strictly confidential, both within and outside of the Company, other than cooperating with the investigation.  Nevertheless, both the complaining employee and the accused will be advised as to the outcome of the investigation, although not all details of the investigation.

 

105 – Business Ethics and Conduct.

Effective Date: 06/01/2023

Revision Date:

 

We expect ARA Company employees to be ethical in their conduct. It affects our reputation and success. ARA Company requires employees to carefully follow all laws and regulations and have the highest standards of conduct and personal integrity.

 

Our continued success depends on our customers’ trust. Employees owe a duty to ARA Company, our customers, and shareholders to act in ways that will earn the continued trust and confidence of the public.

 

As an organization, ARA Company will comply with all applicable laws and regulations. We expect all directors, officers, and employees to conduct business in accordance with the letter, spirit, and intent of all relevant laws and to not do anything that is illegal, dishonest, or unethical.

 

The General Manager is responsible for oversight of and compliance with this policy.  Nevertheless, each employee should read and be familiar with the policy.  Employees with questions regarding this policy should ask the General Manager.

If you use good judgment and follow high ethical principles, you will make the right decisions. However, if you are not sure if an action is ethical or proper, you should discuss the matter openly with your supervisor.

Violations of this policy will result in serious disciplinary action up to and including termination from employment.  In addition, any employee who violates this policy by engaging in illegal conduct may be subject to criminal sanctions by the appropriate authorities.

It is the responsibility of every ARA Company employee to comply with our policy of business ethics and conduct. Employees who ignore or do not comply with this standard of business ethics and conduct may be subject to disciplinary action, up to and including possible termination of employment.

 

This policy is not intended to describe all laws or statutes that may be applicable to the Company’s business.  Rather, it is intended to serve as a guideline for employees to ensure that they do not engage in any activity that violates law or appropriate ethical standards. Although the standards and procedures outlined do not cover every situation, they should provide a framework for defining appropriate standards of conduct for all employees. Every employee should be familiar with the legal and regulatory requirements applicable to his/her area of responsibility; however, employees are not expected to become expert in every legal and regulatory requirement.

Health, Safety and Environmental Requirements – The Company is subject to the requirements of numerous federal, state and local laws, regulations and rules which promote the protection of health and safety and the environment, including the Occupational Safety and Health Act.  It is the Company’s policy to comply with both the letter and purpose of all health, safety and environmental laws and regulations.  Although every employee is not expected to be an expert in every health and safety or environmental requirement, employees are requested to seek advice whenever they face an issue raising possible health and safety or environmental concerns.

Compliance with Other Legal Regulatory Requirements – The Company is subject to federal and state labor statutes and discrimination laws, workplace safety laws and regulations, environmental laws and regulations, securities laws and regulations, consumer protection laws, tax laws and general and professional liability laws.  It is this policy of the Company to conduct its business in compliance with all applicable statutory and regulatory requirements.

Employment Applications – We rely on the accuracy of the information you put on your employment application. We also expect that you and your references give accurate and true information during the hiring process and employment. If we find that any information is misleading, false, or was left out on purpose, we may reject an applicant from further consideration. If the person was already hired, it could result in termination of employment.

When we process an employment application, we may obtain a consumer credit report for employment purposes only concerning the applicant’s credit worthiness, credit standing, and credit capacity. If we take an adverse employment action based in whole or in part on the consumer credit report, a copy of the report and a summary of your rights under the Fair Credit Reporting Act will be provided as well as any other documents required by law.

 

Improper Payments: Bribes and Kickbacks – Illegal payments in the nature of “kickbacks” or “bribes” intended to induce or reward favorable decisions or actions are not to be used in connection with any business of the Company.

No employee shall offer or make any payment of anything of value (in the form of compensation, gift, and contribution or otherwise) either directly or indirectly through any other person or firm, which is in violation of any applicable law, to:

• any person or firm employed by or acting for or on behalf of any client, or business partner, whether private or governmental, for the purpose of inducing or rewarding favorable action by the client or business partner in any commercial transaction; or
• any person or firm employed by or acting for or on behalf of any governmental agency for the purpose of inducing or rewarding any action or the withholding of any action by such agency in any governmental matter.

Gifts and Gratuities – These standards are not intended to prohibit the giving of ordinary and reasonable business entertainment or gifts not of excessive value, provided such gifts are occasional, customary in local business relationships, and do not violate law as applied in that location.  When client organizations, governmental agencies, or others have published policies intended to provide guidance with respect to acceptance of entertainment, gifts or other business courtesies by their employees, our employees shall respect such policies.  Nothing stated in this policy should be construed in any way as encouragement to make or receive such entertainment or gifts.

Company employees, who’ position is not defined as a “tipped” employee (see section 201 for further explanation), shall not accept any gifts, gifts in kind, tips, payments, services over and above the terms of a contract, or added benefits offered by a person, firm or resident.  All business transactions must be conducted on a professional basis.  Employees are instructed not to accept gratuities from firms or individuals who have contracts with, or which perform services for, the Company.

This policy will not apply to gifts of a nominal value from any single source (individual or entity).  Questions regarding the appropriateness of any gift should be directed to the General Manager.

 

106 – Hiring of Relatives – Personal Relationships in the Workplace.

Effective Date: 06/01/2023

Revision Date:

 

 

When relatives or persons involved in a dating relationship work in the same area of an organization, it may cause problems at work. In addition to claims of favoritism and morale issues, personal conflicts from outside can sometimes carry over to work.

 

Employees may not be hired, promoted, transferred, or assigned to a full-time or regular part-time position where: An employee would have the authority to appoint, remove, discipline or evaluate the performance of an close relative; An employee would be responsible for auditing the work of an immediate relative; or Other circumstances exist that place two or more immediate relatives in a situation of actual or perceived conflict of interest.

For this policy, we define a relative as any person who is related to you by blood or marriage, or whose relationship with you is similar to that of a relative. We define a dating relationship as a relationship that might reasonably be expected to lead to a consensual “romantic” or sexual relationship. This policy applies to all employees regardless of their gender or sexual orientation.

 

Our policy is that an employee may not directly work for a relative or supervise a relative. We also do not allow a person in a dating relationship to work for the other person in that relationship or to supervise the other person. ARA Company also reserves the right to take quick action if an actual or potential conflict of interest arises involving relatives or persons involved in a dating relationship who are in positions at any level (higher or lower) in the same line of authority that may affect the review of employment decisions.

 

If two employees become relatives or start a dating relationship and one of them supervises the other, the one who is the supervisor is required to tell management about the relationship. We will then ask the two employees to decide which one of them is to be transferred to another available position. If they do not make that decision within 30 calendar days, ARA Company will decide which one will be transferred or, if necessary, terminated from employment.

 

There may also be situations when there is a conflict or the potential for conflict because of the relationship between employees, even if there is no direct reporting relationship or authority involved. In that case, we may separate the employees by reassignment or termination of employment. If you are in a close personal relationship with another employee, we ask that you avoid displays of affection or excessive personal conversation at work.

 

 

107 – Immigration Law Compliance.

Effective Date: 06/01/2023

Revision Date:

 

ARA Company is committed to employing only people who are United States citizens or who are aliens legally authorized to work in the United States. We do not illegally discriminate because of a person’s citizenship or national origin.

 

To comply with federal immigration law, including the Immigration Reform and Control Act of 1986 (the “IRCA”), all new employees must provide documentation demonstrating that they are legally eligible for employment in the United States.  Within the first three (3) business days after each employee’s date of hire, he/she must provide documentation confirming identity and employment eligibility, in accordance with the requirements of the federal I-9 Employment Eligibility Verification form.

The Company will not impose more stringent requirements on employees to produce I-9 documentation than the law requires.  Likewise, the Company will not discriminate against individuals on the basis of citizenship, national origin, or any other unlawful basis.  Any employee who fails to submit the required documentation within the first (3) business days of employment will not be permitted to continue working unless and until he/she provides adequate and appropriate documentation

 

If you leave ARA Company and are rehired, you must complete another Form I-9 if the previous I-9 with ARA Company is more than three years old, or if the original I-9 is not accurate anymore, or if we no longer have the original I-9.

 

If you have questions or want information on the immigration laws, contact the General Manager. If you ask questions or want to complain about the immigration law, you will not be punished in any way.

 

108 – Conflicts of Interest.

Effective Date: 06/01/2023

Revision Date:

 

ARA Company has guidelines to avoid real or potential conflicts of interest. It is your duty as an employee of ARA Company to follow the following guidelines about conflicts of interest. If this is not clear to you or if you have questions about conflicts of interest, contact the General Manager.

 

What is a conflict of interest? An actual or potential conflict of interest is when you are in a position to influence a decision or have business dealings on behalf of ARA Company that might result in a personal gain for you or for one of your relatives. For purposes of this policy only, a “close family member” includes an employee’s spouse, civil union or domestic partner, child or child in-law, parent or parent in-law, grandparent or grandchild (including in-laws), step-children, siblings (including a sibling’s spouse or civil union or domestic partner), niece, nephew, aunt, uncle, first cousin, or anyone residing in the employee’s home or who is part of the employee’s household.   (This does not apply to personal investments of less than 2% in the securities or shares of corporations or institutions traded on a major national securities exchange or market).

An activity or circumstance constitutes a conflict of interest where it results in an employee or close family member of an employee obtaining a personal gain or advantage other than from the Company, which has an adverse effect on the Company’s interests, or where a competitor gains an improper or illegal gain or advantage to the Company’s detriment.

Specifically, no Company employee or close family member of an employee may have an ownership interest in or be an employee, contractor, or subcontractor, or have any other form of interest or business affiliation with any firm, company, agency, individual, partnership, or other business entity, which performs services for or contracts with the Company.  No employee may speculate or deal in services, equipment or supplies that the Company purchases, if the employee’s decision to engage in such activity is based substantially on information available to the employee because of his/her position with the Company, or if the employee stands to gain financially due to his/her position with the Company, or where the employee’s speculations or dealings would be contrary to the Company’s best interests.

Disclosure Of Corporate Opportunities – All employees are expected to bring to the attention of the General Manager within 48 hours of discovery (or as soon as possible thereafter), any matter coming to the employee’s attention that concerns or relates to the Company’s business operations, if the matter has potential either to cause harm to the Company’s business or to create a business opportunity for the Company.

Safeguarding of Company Interests – Each employee is expected to safeguard the Company’s and its guests’ funds and assets with at least the same care he/she would use with respect to his/her own assets. Employees are expected to exert due care for Company property, including information entrusted to them. Property purchased with Company funds, unless accounted for as compensation, is to be used for Company purposes.

We do not automatically assume that there is a conflict of interest if you have a relationship with another company. However, if you have any influence on transactions involving purchases, contracts, or leases, you must tell an officer of ARA Company as soon as possible. By telling us that there is the possibility of an actual or potential conflict of interest, we can set up safeguards to protect everyone involved.

 

Working on “side-jobs” is permitted as long as you can continue to do your job in a proficient manner, as long as you show up to work on time, that you do not leave early, and do not limit your accessibility to overtime should that be necessary. It is also not permitted that you accept “side-jobs” from past, current, or prospects of ARA Company. The use of equipment and material used in “side-jobs” must be specifically approved and authorized by the General Manager before they are to be used, not after the fact.

 

109 – Employees with Disabilities.

Effective Date: 06/01/2023

Revision Date:

 

ARA Company will consider requests for reasonable accommodation from any qualified employee with a handicap or disability, who requires reasonable accommodation(s) in order to perform the essential functions of his/her job.  An employee seeking a reasonable accommodation must speak to the General Manager.  The Company may require documented medical evidence of a disability, the need for an accommodation, and the extent to which the employee is limited due to the disability.  Prior to granting any reasonable accommodation, the Company may require the employee to undergo a medical examination to confirm the need for an accommodation and to help determine an appropriate accommodation in an individual case.  The Company reserves the right to determine what, if any, reasonable accommodation it can/will grant in response to each request but will discuss each request with the employee before finalizing its decision.

 

110 – Outside Employment.

Effective Date: 06/01/2023

Revision Date:

 

You may hold an outside job as long as you can satisfactorily perform your job and the job does not interfere with our scheduling demands.

 

We hold all employees to the same performance standards and scheduling expectations regardless if they have other jobs. In order to remain employed at ARA Company, we will ask you to terminate an outside job if we determine that it is impacting your performance or your ability to meet our requirements, which may change over time.

 

You may not have an outside job that is a conflict of interest with ARA Company. Also, you may not get paid or get anything in return from a person outside ARA Company in exchange for something you produce or a service you provide as part of your job. Reasonable tips may be accepted as long as it is a voluntary act on the part of the customer and not a requirement for performance.

 

Employees who are on an approved leave of absence may not engage in any form of self-employment or perform work for any other employer during that leave, except when the leave is for military or public service or when the employment has been approved by the Company under its Outside Employment policy and the employee’s reason for leave does not preclude the outside employment.

 

111 – Employee Confidentiality and Non-Disclosure.

Effective Date: 06/01/2023

Revision Date:

 

During the course of employment, employees of the Company may gain access to certain confidential or proprietary information.  This policy sets out the limitations on an employee’s use of such Confidential Information.

Confidential Information – “Confidential Information” is defined as any secret or proprietary information or knowledge which is not generally available to the public and which relates directly or indirectly to the business or businesses of the Company or any of our guests.  This includes, without limitation, any information or knowledge pertaining to the Company or its client’s businesses, the nature and structure of business relationships, compensation data, financial data, revenues, commissions and profit figures; personal and medical information; research regarding new products or services, projects, ventures, client lists, prospective client lists; pending, current or previous projects and proposals, development data and ideas; policies and procedures, technological data, technology, know-how, business plans, marketing plans, strategies and methods, pricing strategies, developments or improvements with respect to copyrights, merchandising, advertising, and relationships between the Company and any of its guests, business partners, or any other specialized information or proprietary matters of the Company or its guests.  Confidential Information includes information or knowledge that is or was conveyed or stored either orally, in writing, in graphic or pictorial form, or electronically (including disks, drives, magnetic tape, cd rom, video, audio, digital, etc.).

 

This definition does not include any information which is a matter of public knowledge, which becomes a matter of public knowledge solely from a source authorized to disclose such information, or which an employee is required to disclose pursuant to law or an order of any court or government agency or in any litigation or similar proceeding.  In the event an employee is legally compelled to disclose any Confidential Information (whether during or following employment), prior to disclosing anything, he/she must give the Company prompt notice within two (2) business days of receipt of the notification, in order to allow the Company or its client time to seek to quash the subpoena or otherwise oppose the disclosure.  Employees are expected to cooperate with the Company in its opposition to such disclosure.  If the Company or its client decides not to oppose a specific disclosure in any particular circumstance, this will not waive the Company’s right to oppose any future or additional disclosure.

Non-Disclosure – At all times, both during employment with the Company and after employment ends, regardless of the reason(s) or timing of such termination, all employees must keep secret and retain in strictest confidence and not disclose, use, publish, transmit, sell or distribute any Confidential Information, except as necessary to perform the duties of his/her position with the Company.  Employees may not deliver, reproduce or in any way allow any Confidential Information to be transferred, transmitted, delivered to, copied, or used by any third parties without the specific direction or consent of the General Manager.

This policy also shall apply to salary and compensation information.  Each employee’s individual salary and compensation should be kept strictly confidential.  Employees may not discuss their own compensation with any fellow employees other than their supervisor or the General Manager.

The restrictions and rights specified in this policy shall apply to all employees, regardless of the circumstances of termination, and regardless of whether the employee initiates the termination or the Company initiates the termination, and regardless of whether the employee considers the termination to be with or without cause.

Non-disclosure of Information of a Prior Employer – This limitation on non-disclosure applies not only to Confidential Information of the Company and its guests, but likewise prohibits any employee from using any Confidential Information belonging to any prior employer, while working for the Company.  The Company respects the rights of all employers to protect their own Confidential Information and expects that our employees will not use such information in violation of any policy or agreement with a former employer, or in violation of an employee’s duty of loyalty owed to a previous employer.

Consideration – Each employee’s initial employment and continued employment constitutes good and adequate consideration to support the employee’s consent to the provisions of this policy.

Enforcement – Employees should recognize that the Company will pursue its rights to the fullest extent of the law against any employee who violates this policy, as well as any organization(s) which benefits from such breach.  This may include obtaining an injunction (court order) ordering the disclosure and/or use to stop and a suit for monetary and other damages.

Questions – In the event any employee has a question regarding this policy or its application, all questions should be directed to the General Manager.

 

113 – Copyrights, patents, trademarks, inventions.

Effective Date: 06/01/2023

Revision Date:

 

Anything falling within the meaning of Confidential Information (as defined in the Employee Confidentially and Non-disclosure Policy in this Handbook), which has any possible or potential technical or commercial importance, and which an employee made, created, developed, refined, improved or enhanced, either alone or with others, during his/her employment with the Company (“Developments”), shall be the sole property of the Company.  Developments shall not include inventions developed by employees entirely on their own time without using the Company’s Confidential Information or equipment, suppliers, facility or trade secret information, unless the invention(s) either relate(s) to the Business of the Company or the Company’s actual or demonstrably anticipated research and development, or result(s) from any work performed by the employee for the Company.

201 – Employment Categories.

Effective Date: 06/01/2023

Revision Date:

 

It is important that you understand the definitions of the employment classifications at ARA Company and know your classification. The reason is because your employment classification helps determine your employment status and what benefits you are eligible for. If you have questions or are not sure what your employment classification is, see the General Manager.

 

These employment classifications do not guarantee employment with ARA Company for any specific period of time. You became an employee at ARA Company voluntarily and your employment is at will. “At will” means that you may terminate your employment at any time, with or without cause or advance notice. Likewise, “at will” means that ARA Company may terminate your employment at any time, with or without cause or advance notice, as long as we do not violate federal or state laws.

 

Company personnel are classified into the following categories.  Each employee will fall within one classification in each of the two categories listed:

Category One:

 

Full-Time Employees – Employees regularly scheduled to work forty (40) or more hours per week are classified as full-time employees.  Full-time employees generally are eligible for all Company benefits.

Part-Time Employees – Employees who are regularly scheduled to work less than forty (40) hours per week are classified as part-time employees.  Part-time employees are not eligible for Company benefits other than statutory benefits (unemployment, workers’ compensation, temporary disability benefits, paid family leave (as of July 1, 2009)).

Temporary Employees – Employees who are hired for a limited time period or season, or to work on a special project(s) are classified as temporary, regardless of number of hours worked.  Temporary employees generally are not eligible to participate in any Company benefit plans, but are eligible for statutory benefits (such as unemployment, workers’ compensation, and temporary disability benefits, paid family leave (as of July 1, 2009)).

Independent Contractors – Non-employee persons or firms, who are retained for a specific purpose or project, generally pursuant to a written contract.   Independent contractors are not employees and are not eligible for any Company benefits offered to employees.

Category Two:

 

Exempt Employees – All employees whose position satisfies the executive, professional, computer professional, administrative, and outside sales definitions under the law, including supervisors, managers, outside sales persons, and licensed professional, are exempt from state and federal wage and hour laws regarding minimum wage and overtime.  Exempt employees will be paid in full day/week increments, and are not eligible for overtime compensation regardless of the number of hours worked in a given work week.

Non-Exempt Employees – Administrative assistants, clerical workers, support staff, maintenance, laborers, and employees performing routine or manual labor are considered non-exempt and are covered by the provisions of state and federal wage and hour laws.  Non-exempt employees will be paid for actual hours worked, with deductions taken for absences, including absences of less than a full day.

Non-exempt employees are eligible for overtime, calculated as one and one-half times their base hourly rate for hours worked in excess of forty (40) in a work week.  Non-exempt employees must receive prior approval before working overtime.  Only hours actually worked are counted towards overtime.  Paid and unpaid time off (e.g., vacation, holidays, sick days, jury duty, lunch, etc.) is not considered hours worked for overtime, regardless of whether the non-exempt employee is paid for the time off.  For purposes of overtime calculations, paid and unpaid time off includes but is not limited to vacation, holidays, sick leave, jury duty and leaves of absence (family, medical, military, personal, etc.).

Employees with questions as to whether a position is exempt or non-exempt, or as to which of these categories applies to their position, should speak to their supervisor.

Tipped Employees – These are individuals whose pay is dependent on the tips of our guests and customers as part of their total compensation. Typically wait staff at a restaurant would fall into this category. Each individual is usually paid an hourly wage plus the gratuities received from our guests. They are non-exempt employees who get paid using a different formula than other employees of the company.

 

202 – Access to Personnel Files.

Effective Date: 06/01/2023

Revision Date:

 

 

ARA Company keeps personnel files on all employees. Personnel files are categorized into two types – general personnel files and employee health files.  Employee health files contain any medically related information regarding employees, including, for example, doctors’ notes, workers’ compensation forms, and temporary disability benefits applications.  Personnel files contain all other non-medical, work-related materials, including, for example, applications, resumes, references, employee performance documentation, and personal biographical information.

Access to all personnel files is strictly limited on a need-to-know basis.  Because personnel files are Company property, employees do not have the right to review their personnel files or to submit any documents for inclusion in the file or to remove any documents from the file, except as may be provided by law.

 

 

 

203 – Employment Reference Checks.

Effective Date: 06/01/2023

Revision Date:

 

The General Manager will respond in writing only to those reference check inquiries that are submitted in writing and on official company letterhead. Responses to such inquiries will be limited to factual information that can be substantiated by our records. No employment data will be released without a written authorization and release signed by the individual who is the subject of the inquiry.

 

 

204 – Personnel Data Changes.

Effective Date: 06/01/2023

Revision Date:

 

 

It is important that ARA Company have certain personal information about you in our records. You need to tell us as soon as there is a change to your mailing address, telephone numbers, marital status, dependents’ information, educational accomplishments, and other possibly related information. We also need to have information about who to contact in case of an emergency. If you wish to change your personal information or if you have questions about what information is required, contact the General Manager.

 

205 – Orientation Period.

Effective Date: 06/01/2023

Revision Date:

 

ARA Company has an orientation period for new employees. During the orientation period, we will evaluate your work habits and abilities to make sure that you can perform your job satisfactorily. The orientation period also gives you time to decide if the new job meets your expectations.

 

Since your employment with ARA Company is voluntary and at will, you may terminate your employment at any time during or after the orientation period, with or without cause or advance notice. Likewise, ARA Company also may terminate your employment at any time during or after the orientation period, with or without cause or advance notice.

 

The orientation period for all new and rehired employees is the first 90 calendar days after their hire date.

 

If you are absent for a significant amount of time during your orientation period, the length of the absence will automatically extend the orientation period. We may also extend the orientation period if we decide it was not long enough to evaluate your performance. This could happen either during or at the end of the orientation period.

 

When employees satisfactorily complete the orientation period, they will be assigned to an appropriate employment classification.

 

During the orientation period, new employees are eligible for those benefits that are required by law, such as Social Security and workers’ compensation insurance. They may also be eligible for other ARA Company benefit programs, subject to the terms and conditions of each benefit program. Be sure to review the information for each benefits program to see the exact requirements.

 

206 – Job Descriptions.

Effective Date: 06/01/2023

Revision Date:

 

It is our goal to have accurate job descriptions for all jobs at ARA Company. A job description includes the following sections: job information; job summary (gives a general overview of the job’s purpose); essential duties and responsibilities; measurements and standards; the tools that will be used; qualifications (includes education and/or experience, language skills, mathematical skills, reasoning ability, and any certification required); physical demands; and work environment.

 

We use the job descriptions to help new employees understand their jobs and their responsibilities. We also use job descriptions to identify the requirements of a job, set up the hiring criteria, set standards for employee performance evaluations, and establish a basis for making reasonable accommodations for individuals with disabilities.

 

The General Manager prepares a job description when a new job is created. We review existing job descriptions and change them when a job changes. You can help by thoroughly reviewing your job description and making sure it is accurate and describes your job duties.

 

Your job description does not necessarily cover every task or duty that you might be assigned. You may be assigned additional responsibilities on a temporary or permanent basis as necessary. If you have questions or concerns about your job description, contact the General Manager.

 

207 – Performance Evaluations.

Effective Date: 06/01/2023

Revision Date:

 

We encourage you and your foreman to discuss job performance and goals on an informal, day-to-day basis. A formal written performance evaluation will be done at the end of the orientation period after you are first hired at ARA Company. In addition you, your supervisor and the General Manager will have a formal performance evaluation to discuss your work and goals, to identify and correct weaknesses, and to encourage and recognize your strengths.

 

Performance evaluations are usually done every 12 months at the end of the calendar. These performance evaluations are called the PDP (Performance and Development Plan). They are based on your job description given to you at the beginning of your employment with ARA Company. We may give merit-based pay adjustments to some employees to recognize truly superior employee performance. These adjustments are based on a number of factors including the information documented by the formal performance evaluations or PDP.

 

 

 

208 – Salary Administration.

Effective Date: 06/01/2023

Revision Date:

 

We have a salary administration program at ARA Company. The salary administration program helps us have consistent pay practices, comply with federal and state laws, support our commitment to Equal Employment Opportunity, and offer competitive salaries within our labor market.

 

We are committed to paying equitable wages that are based on the requirements and responsibilities of each job. We also try to pay wages that are comparable to the wages paid to employees in similar jobs in other organizations in the area.

 

Compensation for each job is based on several factors. The factors include the essential duties and responsibilities of the job, and salary survey data (how other employers pay their employees). We periodically review our salary administration program and change it as necessary.

 

We may give merit-based pay adjustments to some employees to recognize superior employee performance. These adjustments are based on a number of factors including the information documented by the formal performance evaluations.

 

If you have a question about compensation in your area or for your job, talk with your supervisor. If you have a question about our salary administration, contact the General Manager.

 

 

301 – Employee Benefits.

Effective Date: 06/01/2023

Revision Date:

 

ARA Company gives eligible employees many benefits. Some benefits are required by law and cover all employees. The legally required benefits include Social Security, workers’ compensation, state disability, and unemployment insurance.

 

There are several factors that decide if you are eligible for a benefit. One important factor is your employment classification. See The General Manager to find out which benefit programs you are eligible for.

 

This employee handbook contains policies describing many of the benefit programs. Sometimes a policy will tell you that there is more information in another place such as the Summary Plan Document.

 

The following benefit programs are available to eligible employees:

 

* Vacation Benefits [Section 302]

* Holidays [Section 303]

* Sick Days [Section 304]

* Personal Days [Section 305]

* Medical Insurance [Section 306]

* Dental Insurance [Section 307]

* Prescription [Section 308]

* Retirement Benefits (401K) [Section 309]

* Flexible Spending Accounts [Section 310]

* Military Leave [Section 311]

* Worker’s Compensation [Section 312]

* Benefits following termination (COBRA) [Section 313]

* Bereavement Leave [Section 314]

* Temporary Leave Benefits [Section 315]

 

 

You may have to pay part or all of the cost for some benefits, but ARA Company fully pays for many of them. We calculate that the additional costs to the company of the benefits we give to a regular full-time employee cost us approximately 25 percent of the employee’s pay. When you think about your total pay at ARA Company, be sure to also count how much we pay toward your benefits.

 

 

302 – Vacation Benefits.

Effective Date: 06/01/2023

Revision Date:

 

The Company provides full-time and part-time employees with vacation benefits in accordance with the schedule below.  Employees must schedule their vacation in advance, on a first-come first-served basis.  In the event of a conflict, the more senior employee will get scheduling preference.  Employees must use their vacation benefits in the year they are awarded because unused vacation may not be carried over from one year to the next.  Employees will not be paid for unused vacation time upon termination of employment, regardless of the reason for termination.  Vacation days do not count as hours worked for purposes of calculating overtime.

The amount of paid vacation time you receive each year depends on how long you have been working. You can use earned vacation time in the year after it is accrued. This is the schedule for accruing vacation:

 

* For every 400 hours of straight time work, each employee earns 1 day of vacation in the following year up to a maximum of 5 days after one year, 10 days after 3 years, and 15 days after 10 years.

 

Once you enter an eligible employment classification, you begin to earn paid vacation time according to the schedule in this policy.

 

You may not take less than one day vacation at a time. To schedule your vacation time, you should first ask for advance approval from the General Manager. Each request will be reviewed based on a number of factors, including our business needs and staffing requirements. 30 days’ notice is required.

 

You will be paid for vacation time off at your base pay rate as of the time of the vacation. Vacation pay does not include overtime or any special forms of compensation such as incentives, commissions, bonuses, or shift differentials.

 

We encourage you to use your available paid vacation time for rest and relaxation. If you do not use your available vacation by the end of a benefit year, you will lose the unused vacation time.

 

 

 

303 – Holidays.

Effective Date: 06/01/2023

Revision Date:

 

ARA Company gives time off to all employees on the following holidays:

 

* Memorial Day (last Monday in May)

* Independence Day (July 4)

* Labor Day (first Monday in September)

* Thanksgiving (fourth Thursday in November)

* Christmas (December 25)

* New Year’s Day (January 1)

 

Eligible employees will be paid for holiday time off. If you are eligible, your holiday pay will be calculated at your straight-time pay rate as of that holiday multiplied by the number of hours you would normally have worked that day.

 

Employees in the following employment classifications are eligible for holiday time off with pay once they have completed 90 working days of service in one of these classifications:

 

* Regular full-time and part-time employees

 

If you are eligible for paid holidays, you must also work both the last scheduled work day immediately before the holiday and the first scheduled day immediately after the holiday.

 

If eligible nonexempt employees work on a recognized holiday, they will receive holiday pay plus their wages at their straight-time rate for the hours they worked on the holiday.

 

We do not count holiday paid time off as hours worked when calculating overtime.

 

304 – Sick Days.

Effective Date: 06/01/2023

Revision Date

 

The Company provides full-time employees with two (2) sick days each calendar year, which employees can use when they are unable to work due to their own personal illness.  Sick days must be used in the year they are awarded and cannot be carried over to the following year.  Employees will not be paid for unused sick days upon termination of employment.  Sick days do not count as hours worked for purposes of calculating overtime.

You may use your sick time in one-half day increments. Please call at least 2 hours before the start of your workday to your supervisor to keep them informed of your unscheduled absence.

Employees may be required to provide a doctor’s note for absences of any length and will be required to present a doctor’s note for all absences of three (3) days or more.

 

305 – Personal Days.

Effective Date: 06/01/2023

Revision Date

 

The Company provides full-time employees with two (2) personal days each calendar year, which employees can use when they need a day off to attend to personal business, which may include religious observance.  Personal days must be used in the year they are awarded and cannot be carried over to the following year.  Employees will not be paid for unused personal days upon termination of employment.  Personal days do not count as hours worked for purposes of calculating overtime.

You may use your personal time in one-half day increments. Please schedule with your supervisor at least 4 days prior to your planned absence to be assured that your work will be properly covered and that appropriate plans are made for your absence.

 

306 – Medical Insurance.

Effective Date: 06/01/2023

Revision Date

 

The Company provides a medical insurance program for full-time employees and their eligible dependents.  The Company pays the majority of the cost of these benefits and participating employees also contribute through payroll deduction.  Details of the medical insurance program are set out in the benefits booklet provided by the insurance carrier, which the Company will give to eligible full-time employees. 

307 – Dental Insurance.

Effective Date: 06/01/2023

Revision Date

 

The Company provides a dental insurance program for full-time employees and their eligible dependents.  The employee will pay for the cost of these benefits and participating employees also contribute through payroll deduction.  Details of the dental insurance program are set out in the benefits booklet provided by the insurance carrier, which the Company will give to eligible full-time employees. 

 

308– Prescription Coverage.

Effective Date: 06/01/2023

Revision Date:

 

The Company offers prescription coverage to full-time employees and their eligible dependents.  The Company pays the majority of the cost of these benefits and participating employees also contribute through payroll deduction.  Details of the prescription coverage are set out in the benefits booklet provided by the insurance carrier, which the Company will provide to eligible full-time employees.

 

309 – Retirement Benefits (401K Plan.

Effective Date: 06/01/2023

Revision Date:

 

The Company provides a 401k Plan in which all full-time employees are eligible to participate after completing one full year of service.  Participating employees can contribute to their 401k account through payroll deduction; 401k contributions are not subject to federal income/withholding tax at the time of contribution (federal taxes are deferred until the employee withdraws the money from his/her 401k account, usually upon or after reaching retirement age).  Employees have the right to exercise some control over how the money in their 401k account is invested (within the limits of the plan), and must elect to participate.  Specific details about the 401k Plan are available in the Summary Plan Description, which the Company will provide to eligible employees.  Employees with questions about the 401k Plan should contact Human Resources.

310 – Flexible Spending Accounts.

Effective Date: 06/01/2023

Revision Date:

 

Flexible spending accounts allow eligible employees the opportunity to set aside a portion of their salary each pay period, on tax free basis, to be used for unreimbursed medical expenses and/or dependent care. Interested employees should contact Human Resources for more details.

311 – Military Leave.

Effective Date: 06/01/2023

Revision Date:

 

Employees who are members of the Reserves or the National Guard will be granted, upon request, an unpaid leave of absence for military training duty. However, they must present their orders in advance to the General Manager. Employees who are eligible for vacation may use their vacation for their military leave. A military leave will also be granted to employees who enter active military service in the Armed For4ces or who are ordered for an initial period of active duty for training in the Reserves or the National Guard.

 

 

312 – Workers’ Compensation Insurance.

Effective Date: 06/01/2023

Revision Date:

 

The Company provides workers’ compensation insurance coverage for all employees at no cost to the employee.  Workers’ Compensation insurance provides medical coverage and partial salary continuation in the event an employee suffers an illness or injury which arises out of, or is related to, his/her employment with the Company.  Employees must be medically incapacitated and absent from work for more than seven (7) consecutive calendar days to receive partial salary continuation benefits (in an amount calculated as a percentage of base salary up to a maximum as set by the state).  Coverage for medical treatment is based on the specific medical need, and is not dependent on missed days.  Employees who are medically incapacitated and absent due to a work-related injury or illness for less than seven (7) calendar days may use available sick time for the first week until they become eligible for partial salary continuation under workers’ compensation.  Eligibility for benefits is determined by the workers’ compensation insurance carrier, not the Company.

313 – Benefit Continuation following Termination (COBRA).

Effective Date: 06/01/2023

Revision Date:

 

Full-time employees who elect to participate in the medical and dental insurance programs offered by the Company and who subsequently lose their eligibility due either to a termination from employment or a change in hours which makes them ineligible for benefit participation (“qualifying event”), may be eligible to continue their benefits under the provisions of New Jersey or federal law (COBRA).  Eligible dependents of a full-time employee also may be eligible for benefits continuation if they lose benefits due to a qualifying event, such as the reduction in hours, termination or death of the full-time employee, divorce or legal separation, or because a minor child becomes emancipated (generally, this means age 18 or up to age 23 (or 30 in some circumstances) if a full-time student).

Following termination of employment or receipt of notice of a qualifying event, the Company will forward a notice of benefit continuation rights to the employee or dependent.  If an employee or his/her eligible dependent(s) wish(es) to continue benefits, he/she must complete and return the necessary forms and must pay the full monthly premium as stated in the notice by the 1^st day of each month.  Generally, benefit continuation extends for a period of up to 18 months, but any participant who fails to make timely payments will lose coverage.  Employees with questions regarding benefit continuation should contact Human Resources.

 

314 – Bereavement Leave.

Effective Date: 06/01/2023

Revision Date:

 

ARA Company provides bereavement leave to employees who need to take time off because an immediate family member died. To ask for bereavement leave, see the General Manager.

 

Employees in the following employment classifications are eligible for up to 2 days of bereavement leave with pay generally beginning with the date of death and ending the day after the funeral / final services:

 

* Regular full-time employees

 

While you are on paid bereavement leave, you will get your base pay rate but you will not get any special forms of pay, such as incentives, commissions, bonuses, or shift differentials.

 

We normally will give you bereavement leave unless there are business reasons that require you be at work. With the General Manager’s approval, you can use any available paid leave benefits you have, such as vacation, if you need more time off.

 

For bereavement leave, “immediate family” means your current spouse, parent, child, brother, or sister, your spouse’s parent, child, brother, or sister. A civil union partner or a domestic partner is considered to be a member of your immediate family.

 

 

 

315 – Temporary Disability Benefits.

Effective Date: 06/01/2023

Revision Date:

 

The Company provides temporary disability insurance benefits coverage for all employees in New Jersey.  Temporary disability contributions are paid jointly by the Company and the employee.  Employee contributions are made through payroll deduction.  Temporary disability insurance provides up to twenty-six (26) weeks of partial salary continuation to employees who suffer an illness or injury which is not related to their employment with the Company and which renders an employee medically disabled from working for more than seven (7) consecutive calendar days.  Temporary disability benefits do not start until after the first week of absence, although employees may receive benefits for the first week if medical incapacity continues for more than (6) weeks.  All employees absent from work due to a non-work-related illness or injury may use available sick, personal or vacation days for the first week of absence until they begin receiving temporary disability insurance benefits.  Eligibility for benefits is determined by the temporary disability benefits insurance provider, not the Company.

401 – Timekeeping.

Effective Date: 06/01/2023

Revision Date:

 

Accurately recording time worked is the responsibility of every nonexempt employee. Federal and state laws require ARA Company to keep an accurate record of time worked in order to calculate employee pay and benefits. Time worked at is all the time actually spent on the job performing assigned duties.

 

Nonexempt employees should accurately record the time they begin and end their work, as well as the beginning and ending time of each meal period. They should also record the beginning and ending time of any split shift or departure from work for personal reasons. Overtime work must always be approved before it is performed.

 

Altering, falsifying, tampering with time records, or recording time on another employee’s time record may result in disciplinary action, up to and including termination of employment and the full repayment of the tampered portion of the pay.

 

402 – Paydays.

Effective Date: 06/01/2023

Revision Date:

 

 

All employees are paid weekly every Friday. Each paycheck includes pay for all work performed through the end of the previous payroll period.

 

If a payday falls on a weekend or holiday, you will be paid on the last work day before that payday.

 

If you are on vacation on payday, you will get your paycheck when you return.

 

403 – Pay Advances.

Effective Date: 06/01/2023

Revision Date:

 

ARA Company does not give pay advances on unearned wages to employees.

 

 

404 – Pay Deductions.

Effective Date: 06/01/2023

Revision Date:

 

Laws require ARA Company to take deductions from your pay. Deductions are money taken from your pay for certain things such as federal, state, and local taxes. The law also requires us to deduct Social Security taxes from your pay. We must deduct up to a certain amount called the Social Security “wage base.” We also contribute to your Social Security. We match the same amount of Social Security tax to the government as we deduct from your pay.

 

The Company will make deductions from employees’ pay checks as required by law and as requested by the employee where permitted by law.  Some of the more common types of withholding/deductions are:

• Federal Income Tax (required by law)
• State Income Tax (required by law)
• Social Security & Medicare Tax (FICA) (required by law)
• Unemployment Compensation Insurance and Temporary Disability Insurance (required by law)
• New Jersey Paid Family Leave Insurance (required by law as of January 1, 2009)
• Contributory insurance premiums
• Court ordered wage garnishments (required by law)
• Other deductions as authorized by the employee and approved by the Company.
• Any other deductions required by federal, state or local law.

It is Company policy to comply with the salary basis requirements of state and federal law, particularly as to exempt employees.  Therefore, the Company prohibits all supervisors from making any improper deductions from the salaries of exempt employees.  The Company wants employees to be aware of this policy and that the Company does not allow deductions that violate state and/or federal wage and hour laws.

If any employee believes that an improper deduction has been made to his/her salary, he/she immediately should report this information to Human Resources, in accordance with the procedures in the Complaint Reporting Procedure that appears later in this Handbook.  The Company will investigate all reports of improper deductions promptly and will reimburse the affected employee(s) promptly to correct any confirmed, improper deduction.

 

501 – Safety.

Effective Date: 06/01/2023

Revision Date:

 

Our workplace safety program is a top priority at ARA Company. We want ARA Company to be a safe and healthy place for employees, guests, customers, and visitors. The General Manager is responsible for implementing, administering, monitoring, and evaluating the safety program. A successful safety program depends on everyone being alert and committed to safety.

 

We regularly communicate in different ways with employees about workplace safety and health issues. These communications may include supervisor-employee meetings, bulletin board postings, memos, or other written communications.

 

Employees and supervisors receive workplace safety training. The training covers possible safety and health hazards as well as safe work practices and procedures to eliminate or reduce hazards.

 

You are expected to obey all safety rules and be careful at work. You must immediately report any unsafe condition to the General Manager. If you violate ARA Company safety standards, you may be subject to disciplinary action, up to and including termination of employment. Violations include causing a hazardous or dangerous situation, not reporting a hazardous or dangerous situation, and not correcting a problem even though you could have corrected it.

 

It is very important that you tell the General Manager immediately about any accident that causes an injury, no matter how minor it might seem at the time. When you report it quickly, we can investigate the accident promptly; follow the laws, and start insurance and worker’s compensation processing.

 

502 – Work Schedules.

Effective Date: 06/01/2023

Revision Date:

 

The normal work schedule for all ARA Company employees for full-time employees is forty (40) hours per week, exclusive of a daily thirty (30) minute unpaid lunch period.

Supervisors will assign employee work schedules, including meal periods, and employees are expected to begin and end work according to the schedule.  In order to accommodate business needs, it may be necessary to change individual work schedules on either a short-term or long-term basis.  Employees may not shorten or forego a lunch period to shorten their workday and are not expected to work during lunch.  Time spent on lunch break does not constitute time worked for purposes of calculating overtime.

Employees must ensure their actual time worked is recorded accurately for payroll and benefit purposes.  Falsification, altering or tampering with time records, or recording time for co-workers is not permitted and will be grounds for disciplinary action.

At times, employees may be required to work overtime in order to meet business needs.  Overtime is paid only to non-exempt employees and must be authorized in advance by your supervisor.  Non-exempt employees are paid one and one-half times their base hourly rate for all hours they work over forty (40) hours in one workweek.  Only hours actually worked are counted towards overtime; For this reason, time off for vacation and other paid or unpaid leaves of absence is not counted as hours worked when calculating overtime pay.

 

503 – Overtime.

Effective Date: 06/01/2023

Revision Date:

 

There may be times when ARA Company cannot meet its operating requirements or other needs during regular working hours. If this happens, we may schedule employees to work overtime hours. When possible, we will try to give you advance warning of a mandatory overtime assignment.

 

It is our policy that no overtime can be worked without the approval and authorization of the General Manager or General Manager. We will attempt to distribute overtime assignments fairly among all employees who are qualified to perform the required work.

 

Nonexempt employees will receive overtime pay in accordance with the federal and state wage and hour laws. Overtime pay is based on the actual hours worked. For this reason, time off for vacation and other paid or unpaid leaves of absence is not counted as hours worked when calculating overtime pay.

 

504 – Meal Periods and Breaks.

Effective Date: 06/01/2023

Revision Date:

 

All employees will have one meal period of 30 minutes in length each workday. Your supervisor will schedule your meal period to accommodate operating requirements.  There are no official breaks given during the work shift.

 

505 – Telephones.

Effective Date: 06/01/2023

Revision Date:

 

Our telephone communications are an important reflection of our image to customers and the community. Always speak courteously on the phone, especially when in front of customers. The use of personal cell phones while you are working is prohibited unless authorized specifically by the General Manager. It is disrespectful of our guests and other employees if you are talking on a cell phone on personal business while they are in your presence.

 

If you make personal calls on ARA Company business phones, we may require that you pay us for any charges.

 

Many employees have cellular telephones or PDAs for business and personal uses and use their cell phones during the workday.  The use of a cell phone, while driving an automobile, creates a serious threat to the safety of the driver, passengers, and other drivers, passengers and pedestrians in the vicinity of the cell phone-using driver.  Therefore, the Company prohibits any employee from using a cellular or wireless telephone while driving any motorized vehicle while on paid Company time or while performing services for the Company, and includes calls, e-mails, and texting, and all other forms of messaging.  This includes work performed after hours or while commuting to and from work and applies regardless of whether the Company or the employee pays for the cell phone or the phone service.

The only two exceptions to this prohibition are if the employee is using a hands-free device that allows the employee to use the cell phone without having to hold it in his/her hand, and in an emergency situation where the employee is using the cell phone to call for assistance.

The Company requires its employees to adhere to all state and local laws regarding the use of cell phones while driving.  Cell phone usage without hands-free equipment is prohibited in our state and may be prohibited in other localities in which the Company’s employees work.  If it becomes necessary to use cellular telephones or other communication devices while operating a motor vehicle, the employee is instructed to stop the vehicle and to park it in a safe location off of the roadway, prior to making any calls or engaging in any conversation, or sending any text messages.

506 – Smoking and Vaping

Effective Date: 06/01/2023

Revision Date:

 

ARA Company discourages smoking in the workplace. There is no smoking inside any of our facilities. Smoking is permitted only when you are on the grounds and not near flammable material. All cigarettes must be disposed of in a proper receptacle. We will follow the preferences of nonsmokers if there is a difference between the wishes of the smokers and nonsmokers.

 

This policy applies equally to all employees as well as to our customers and visitors to the work site.

 

 

507 – Use of Equipment and Vehicles.

Effective Date: 06/01/2023

Revision Date:

 

 

Equipment and vehicles essential in accomplishing your job duties are expensive and may be difficult to replace. When you use ARA Company property, you should be careful, perform required maintenance, and follow all operating instructions, safety standards, and guidelines.

 

Tell your supervisor if any equipment, machines, tools, or vehicles appear to be damaged, defective, or in need of repair. When you promptly report damages, defects, and the need for repairs, you can prevent deterioration of equipment and possible injury to employees or other people.

 

See the General Manager if you have questions about your responsibility for maintenance and care of equipment or vehicles you use on the job.

 

The improper, careless, negligent, destructive, or unsafe use or operation of equipment or vehicles, as well as excessive or avoidable traffic and parking violations, may result in disciplinary action, up to and including termination of employment.

 

 

508 – Emergency Closings.

Effective Date: 06/01/2023

Revision Date:

 

 

There may be times when emergencies, such as severe weather, fires, power failures, or earthquakes, disrupt normal business operations at ARA Company.

 

When we are officially closed due to emergency conditions, you will not be paid for the time off. However, you may request to use any available paid time off you have, such as vacation.

 

 

 

509 – Visitors in the Workplace.

Effective Date: 06/01/2023

Revision Date:

 

 

Only visitors who are properly authorized may be on ARA Company premises or on the premises of our customers. This helps to maintain safety standards, safeguard employee and customer welfare, protect our property and facilities, guard confidential information against theft, and reduce potential distractions and disturbances.

 

Because of safety and security reasons, we ask that you to discourage family and friends from visiting you at work. If you do have a visitor, we will ask you to meet that person outside of your work area. If you have visitors, you are responsible for their conduct and to watch out for their safety.

 

If you see an unauthorized person at work, notify your supervisor and the General Manager immediately.

 

510 – Workplace Violence Prevention.

Effective Date: 06/01/2023

Revision Date:

 

 

We are committed to preventing workplace violence and making ARA Company a safe place to work. This policy explains our guidelines for dealing with intimidation, harassment, violent acts, or threats of violence that might occur during business hours, on our premises at anytime.

 

You are expected to treat your customers, guests, co-workers, including supervisors, temporary employees, and other trades people, with courtesy and respect at all times. You should not fight, play tricks on others, or behave in any way that might be dangerous to other people. We do not allow firearms, weapons, and other dangerous or hazardous devices and substances on the premises of ARA Company without proper authorization. In addition, we do not allow any magazines, publications, or other forms of advertising material that promote the use of weapons or guns to be brought into the workplace. This policy does not intend to restrict in any way your constitutional or legal right to own a weapon in your own home, but bringing this material into the workplace is not appropriate and will not be allowed.

 

ARA Company does not allow behavior at any time that threatens, intimidates, bullies, or coerces another employee, a customer, guest, trades people, or a member of the public. This includes off-duty periods. We do not permit any act of harassment, including harassment that is based on an individual’s sex, race, age, or any characteristic protected by federal, state, or local law.

 

You should immediately report a threat of violence or an act of violence by anyone to your supervisor or another member of management. If you report a threat of violence, give every detail you can.

 

Be sure to immediately report any suspicious person or activities to a supervisor. Do not place yourself in danger. If you see or hear trouble or a disturbance near your work area, do not try to see what is happening or try to stop it.

 

We will promptly investigate all reports of violent acts or threats of violence. We will also promptly investigate all suspicious people and activities. We will protect the identity of a person who makes a report when practical. Until we have investigated a report, we may suspend an employee, either with or without pay, if we think it is necessary for safety reasons or to do the investigation.

 

If you commit a violent act, threaten violence, or violate these guidelines in other ways, you will be subject to disciplinary action, up to and including termination of employment.

 

If you are having a dispute with another employee, we encourage you to talk it over with your supervisor or the General Manager. ARA Company wants to help you work out problems before they become more serious and possibly violent. We will not discipline you for bringing these types of problems to our attention.

 

511 Computer and Email Usage

Effective Date: 06/01/2023

Revision Date:

 

 

To help you do your job, ARA Company may give you access to computers, computer files, the email system, and software. You should not use a password, access a file, or retrieve any stored communication without authorization. To make sure that all employees follow this policy, we may monitor computer and email usage.

 

We try hard to have a workplace that is free of harassment and sensitive to the diversity of our employees. Therefore, we do not allow employees to use computers and email in ways that are disruptive, offensive to others, or harmful to morale.

 

At ARA Company you may not display, download, or email sexually explicit images, messages, and cartoons. You also may not use computers and email for ethnic slurs, racial comments, off-color jokes, or anything that another person might take as harassment or disrespect.

 

You may not use email to ask other people to contribute to or to tell them about businesses outside of ARA Company, religious or political causes, outside organizations, or any other nonbusiness matters.

 

ARA Company buys and licenses computer software for business purposes. We do not own the copyright to this software or its documentation. Unless the software developer authorizes us, we do not have the right to use the software on more than one computer.

 

You may only use software on local area networks or on multiple machines according to the software license agreement. ARA Company prohibits the illegal duplication of software and its documentation.

 

If you know about any violations to this policy, notify your supervisor, the President or any member of management. Employees who violate this policy are subject to disciplinary action, up to and including termination of employment.

 

 

 

512 Internet Usage

Effective Date: 06/01/2023

Revision Date:

 

ARA Company may provide you with Internet access to help you do your job. This policy explains our guidelines for using the Internet. You may only use the Internet usage for job-related activities. We do not allow personal use of the Internet.

 

All Internet data that is written, sent, or received through our computer systems is part of official ARA Company records. That means that we can be legally required to show that information to law enforcement or other parties. Therefore, you should always make sure that the business information contained in Internet email messages and other transmissions is accurate, appropriate, ethical, and legal.

 

The equipment, services, and technology that you use to access the Internet are the property of ARA Company. Therefore, we reserve the right to monitor how you use the Internet. We also reserve the right to find and read any data that you write, send, or receive through our online connections or is stored in our computer systems.

 

You may not write, send, read, or receive data through the Internet that contains content that could be considered discriminatory, offensive, obscene, threatening, harassing, intimidating, or disruptive to any employee or other person.

 

Examples of unacceptable content include (but are not limited to) sexual comments or images, racial slurs, gender-specific comments, or other comments or images that could reasonably offend someone on the basis of race, age, sex, religious or political beliefs, national origin, disability, sexual orientation, or any other characteristic protected by law.

 

ARA Company does not allow the unauthorized use, installation, copying, or distribution of copyrighted, trademarked, or patented material on the Internet. As a general rule, if you did not create the material, do not own the rights to it, or have not received authorization for its use, you may not put the material on the Internet. You are also responsible for making sure that anyone who sends you material over the Internet has the appropriate distribution rights.

 

Before you download or copy a file from the Internet, it must be checked for viruses. All compressed files must be checked for viruses both before and after decompression.

 

If you use the Internet in a way that violates the law or ARA Company policies, you will be subject to disciplinary action, up to and including termination of employment. You may also be held personally liable for violating this policy.

 

The following are some examples of prohibited activities that violate this Internet policy:

 

* Sending or posting discriminatory, harassing, or threatening messages or images

* Using the organization’s time and resources for personal gain

* Stealing, using, or disclosing someone else’s code or password without authorization

* Copying, pirating, or downloading software and electronic files without permission

* Sending or posting confidential material, trade secrets, or proprietary information outside of the organization

* Violating copyright law

* Failing to observe licensing agreements

* Engaging in unauthorized transactions that may incur a cost to the organization or initiate unwanted Internet services and transmissions

* Sending or posting messages or material that could damage the organization’s image or reputation

* Participating in the viewing or exchange of pornography or obscene materials

* Sending or posting messages that defame or slander other individuals

* Attempting to break into the computer system of another organization or person

* Refusing to cooperate with a security investigation

* Sending or posting chain letters, solicitations, or advertisements not related to business purposes or activities

* Using the Internet for political causes or activities, religious activities, or any sort of gambling

* Jeopardizing the security of the organization’s electronic communications systems

* Sending or posting messages that disparage another organization’s products or services

* Passing off personal views as representing those of the organization

* Sending anonymous email messages

* Engaging in any other illegal activities

 

 

 

 

 

513 – Social Media

Effective Date: 06/01/2023

Revision Date:

 

This policy is intended to set out standards of acceptable behavior when participating in any type of social media. Social media includes (but is not limited to) sites such as Facebook®, LinkedIn®, Twitter®, YouTube®, and MySpace®, as well as other forums – message boards, chat rooms, blogs, wikis, and personal profiles. This Policy applies whether the employee is on Company premises or not, and without regard to whether the employee is using the Company’s equipment, network, internet service provider or internet access points, or his or her personal system or device.  This Policy will not be interpreted, applied, or enforced by the Company to interfere with, restrain or coerce employees in the exercise of their NLRA Section 7 rights to engage in concerted activities.

 

Employees who use social media sites for personal reasons should use good judgment when deciding whether to identify their connection with the Company, and are expected to follow these guidelines:

 

• Be respectful to the Company, other employees, its patrons, its vendors, and its competitors.
• Do not state or imply that you represent the Company’s views in any way.
• Do not use the Company’s logos and trademarks.

 

Employees may not use any social media site to:

 

1. Conduct Company business or discuss the Company’s products or services unless such use has been expressly authorized by the Company.
2. Publish or post any information regarding Company patrons, vendors, or prospects, or any confidential, proprietary, or nonpublic information relating to the business activities or operations of the Company.
3. Post inappropriate, harassing, or disparaging statements or communications about the Company or its employees.
4. Provide a reference for, or opinion on, any current or former Company employee.

 

 

601 – Employee Conduct and Work Rules.

Effective Date: 06/01/2023

Revision Date:

 

We expect you to follow certain work rules and conduct yourself in ways that protect the interests and safety of all employees and ARA Company.

 

While it is impossible to list every action that is unacceptable conduct, the following lists some examples. Employees who break work rules such as these may be subject to disciplinary action, up to and including termination of employment:

 

• Falsifying any Company or client records or making any misrepresentation, orally, electronically, or in writing, in or concerning Company or client records or reports, or violating the Business Ethics Policy
• Falsification of timekeeping records
• Working under the influence of alcohol or illegal drugs
• Possession, distribution, sale, transfer, or use of alcohol or illegal drugs in the workplace, while on duty, or while operating employer-owned vehicles or equipment
• Fighting or using abusive or threatening language toward a fellow employee, guest, client, visitor or member of the public
• Theft, destruction, waste or any unauthorized use or possession of the Company’s or a guest’s property, equipment, facilities or materials or the property of any co-worker or other person
• Boisterous or disruptive activity in the workplace
• Negligence or improper conduct leading to damage of employer-owned or customer-owned property
• Insubordination or failure to follow directions from supervisors or other authorized personnel or other disrespectful conduct
• Willful violation of safety, security regulations or health rules
• Smoking in prohibited areas
• Parking in unauthorized areas
• Cashing of any check on the hotel premises
• Possession of dangerous or unauthorized materials, such as explosives or firearms, in the workplace
• Engaging in criminal conduct or failing to report criminal conduct by others to the Company which affects the Company or any of its guests or occurs on Company premises
• Employee’s indictment, conviction or entry of a guilty plea to any felony
• Excessive absenteeism or any absence without notice
• Unauthorized absence from work station during the workday
• Unauthorized use of telephones, or other employer-owned equipment
• Unauthorized disclosure of business “secrets” or confidential information
• Violation of any other Company policy, including but not limited to the Workplace Harassment Policy
• Violation of personnel policies
• Incompetence; unsatisfactory work performance; poor work attitude.

Since your employment with ARA Company is voluntary and at will, you may terminate your employment at any time you want, with or without cause or advance notice. Likewise, ARA Company may terminate your employment at any time, with or without cause or advance notice.

 

602 – Drug and Alcohol Use.

Effective Date: 06/01/2023

Revision Date:

 

ARA Company expects all of our employees to obey laws governing the use of drugs and alcohol.  The Company prohibits illegal or unauthorized use, transfer, sale, distribution, manufacture, possession or working under the influence of alcohol, drugs, controlled substances, inhalants, narcotics, intoxicants, drug paraphernalia, or any combination thereof, during working hours or paid Company time, on Company premises or client sites, or in private vehicles used while working for the Company, or while parked at the Company premises.

The legal use or possession of prescription drugs, consistent with a physician’s prescription, or with the manufacturer’s restrictions for over-the-counter medications, is not considered a violation of this policy.  Employees lawfully taking any medication in accordance with the instructions of a physician or manufacturer’s restrictions, must be mindful of the potential side effects of that medication, such as drowsiness, slowing of reflexes, or impaired sight or hearing, and should not attempt to perform their job duties if performing those duties while taking such medication would create a risk to the health or safety of the employee or other persons, or of damage to Company property or operations.  If an employee requires some modification to his/her work while undergoing prescribed medical treatment with any drug that may impair his/her ability to perform his/her job safely, the employee should contact Human Resources and provide medical documentation of the need for such accommodation.  In the event of a medical or other emergency, employees may be asked to disclose whether they are taking any medications, the name of the medication, and the potential side effects or interactions of those medications.

All employees experiencing problems with drug or alcohol abuse are encouraged to enroll in a rehabilitation program.  Employees may request a medical leave of absence while enrolled in a rehabilitation program, and such requests will be considered in the same manner as all other requests for a medical leave.  Costs not covered under the employee’s health insurance plan shall be paid for by the employee.

The Company reserves the right to require any employee to submit to a drug or alcohol screening exam if the Company has reasonable individualized suspicion that a specific employee is under the influence of a prohibited substance while working.

Violations of this policy will result in serious disciplinary action up to and including termination from employment.  An employee’s refusal to submit to a drug or alcohol screening will be considered equally as serious an infraction as if the employee achieved a positive test result through screening.  In addition, any employee who violates this policy by engaging in illegal conduct may be subject to criminal sanctions by the appropriate law enforcement authorities.

603 – Employee Privacy.

Effective Date: 06/01/2023

Revision Date:

 

Desks, offices, filing cabinets, and equipment (including computers, telephones, and other electronic equipment) provided to employees for their use while working for ARA Company, are the sole and exclusive property of the Company.  The Company reserves the right to conduct random searches of its property at any time and for any reason or no reason, and without prior warning other than this policy statement.

All mail received at the Company that is not marked “Personal” or “Confidential” may be routinely opened in the normal course of business by Company employees other than the individual to whom the mail is addressed.

In addition, the Company reserves the right to monitor and record all telephone conversations made to or from its offices or worksites.  The purpose of this monitoring is not to hear people’s private conversations, but rather, to ensure that a professional business demeanor is maintained on all business-related calls.

 

604 – Attendance and Punctuality.

Effective Date: 06/01/2023

Revision Date:

 

We expect ARA Company employees to be reliable and punctual. You should report for work on time and as scheduled. If you cannot come to work or you will be late for any reason, you must notify The General Manager as soon as possible.

 

Unplanned absences can disrupt work, inconvenience other employees, and affect productivity. If you have a poor attendance record or excessive lateness, you may be subject to disciplinary action, up to and including termination of employment.

 

605 – Personal Appearance.

Effective Date: 06/01/2023

Revision Date:

 

Personal appearance means how you dress, how neat you are, and your personal cleanliness standards. Your personal appearance can influence what guests, customers and visitors think about ARA Company. Personal appearance can also impact the morale of your co-workers.

 

During business hours or whenever you represent ARA Company, you should be clean, well groomed, and wear appropriate clothes. This is particularly important if your job involves dealing with guests, customers, or visitors in person. You may be required to wear a uniform. Your supervisor will explain the exact requirements of the dress code.

 

If your supervisor finds that your personal appearance is inappropriate, you will be asked to leave work and return properly dressed and groomed. If you are asked to leave, you will not be paid for the time you are away from work. See your supervisor if you are not sure about the correct clothing standards for your job.

 

Where necessary, ARA Company may make a reasonable accommodation to this policy for a person with a disability.

 

The following examples should help you understand the ARA Company personal appearance guidelines:

 

* Shoes must provide safe, secure footing, and offer protection against hazards.

* Canvas or athletic type shoes are not appropriate professional attire.

* Tank tops, tube or halter tops, or shorts may not be worn under any circumstances.

* Mustaches and beards must be clean, well-trimmed, and neat.

* Hairstyles are expected to be in good taste.

* Unnaturally colored hair and extreme hairstyles, such as spiked hair and shaved heads, do not present an appropriate professional appearance.

* Fingernails must be kept neat and clean. Their length should be cut to the length that allows for efficiency and in good taste.

* Long hairstyles should be worn with hair pulled back off the face and neck to avoid interfering with job performance.

* Offensive body odor and poor personal hygiene is not professionally acceptable.

* Perfume, cologne, and aftershave lotion should be used moderately or avoided altogether, as some individuals may be sensitive to strong fragrances.

* Jewelry should not be functionally restrictive, dangerous to job performance, or excessive.

* Facial jewelry, such as eyebrow rings, nose rings, lip rings, and tongue studs, is not professionally appropriate and must not be worn during business hours.

* Excessive numbers of earrings are not professionally appropriate, and the excess must not be worn during business hours.

* Torso body piercings with visible jewelry or jewelry that can be seen through or under clothing must not be worn during business hours.

* Visible excessive tattoos and similar body art must be covered during business hours.

 

606 – Return of Property.

Effective Date: 06/01/2023

Revision Date:

 

Upon termination of employment, or at any time at the request of the Company, regardless of the reason or timing, all employees shall immediately return to the Company all keys, materials, tools and equipment, including computers and related hardware and software, cellular telephones, PDAs / smart phones, other electronic devices, memoranda, notes, lists, manuals, policies, marketing materials, uniforms, identification badges, protective equipment, records, and other documents, computer disks, tapes, drives, or other document storage equipment, and all copies thereof, or anything that can be considered Company property, or any Confidential Information, as defined in this Employee Handbook.

An employee will be held financially accountable for the value of Company property given to the employee to use while working or otherwise, if it is not promptly returned to ARA Company.

607 – Resignation.

Effective Date: 06/01/2023

Revision Date:

 

 

Resignation means that you voluntarily terminate your employment at ARA Company. If you decide to resign, we would like you to tell us in writing at least 2 weeks before the date you will leave. Although advance notice is not required, you will be helping your co-workers because there will be more time to reassign work and replace you if necessary.

 

 

608 – Solicitation.

Effective Date: 06/01/2023

Revision Date:

 

 

ARA Company does not allow people who are not employees to solicit or distribute literature in the workplace at any time for any reason.

 

We realize that many employees participate in events and organizations outside work. However, during working time, employees may not solicit for these activities or distribute information about them. Working time does not include lunch periods, work breaks, or any time when you are scheduled to be working.

 

 

609 – Discipline Approach.

Effective Date: 06/01/2023

Revision Date:

 

 

This policy describes the policy for administering fair and consistent discipline for unsatisfactory conduct at ARA Company.

 

We believe it is important to make sure that all employees are treated fairly and that disciplinary actions are prompt, consistent, and impartial. The major purpose of a disciplinary action is to correct the problem, prevent it from happening again, and prepare the employee for satisfactory performance in the future.

 

Although your employment is based on mutual consent and both you and ARA Company have the right to terminate employment at will, with or without cause or advance notice, ARA Company may use progressive discipline at its discretion.

 

Disciplinary action may include any of the following activities: verbal warnings, written warnings, suspension with or without pay, or termination of employment. We will look at how severe the problem is and how often it has happened when deciding which activity or combination of activities is appropriate to take. The options as to which single approach or the progression of disciplinary activities will be used will be left entirely up to management.

 

In very serious situations, some types of employee problems may justify either a suspension, or, in extreme situations, termination of employment, without going through progressively harsher disciplinary activities.

 

You should also look at the Employee Conduct and Work Rules policy in this handbook. That policy lists examples of unacceptable conduct that might result in immediate suspension or termination of employment. However, some of the examples of unsatisfactory conduct listed may result in the progressive discipline process described above instead of immediate suspension or termination.

 

By using progressive discipline, we hope that most employee problems can be corrected at an early stage, benefiting both the employee and ARA Company.

 

 

 

610 – Investigating Complaints.

Effective Date: 06/01/2023

Revision Date:

 

ARA Company will conduct an investigation utilizing any notes, recordings, photographs, physical, digital or electronic evidence or other documentation and information regarding the harassment that the complaining employee provides.  The investigation will look to uncover additional information as well, through review of documents and materials, and witness interviews.

All employees have a responsibility to cooperate fully with the investigation of harassment.  Although the extent of each investigation will vary, discretion and cooperation are crucial at all levels.

As part of the investigation, the investigator generally will confront the alleged harasser with the allegations or with the facts underlying the allegations and give this individual an opportunity to respond.  The complaining employee will not be required to confront the alleged harasser face to face during the investigation.

The complaining employee will be instructed to bring to the attention of the Company any future recurrences of harassment by the alleged harasser or by any other employee of, or other person involved with, the Company.  In addition, the Company will make efforts to monitor behavior and will follow up with the complaining employee to verify that inappropriate behavior has not continued.

611 – Workplace Etiquette.

Effective Date: 06/01/2023

Revision Date:

 

ARA Company can be a better place to work when all employees show respect and courtesy to each other. Sometimes there are problems when employees do not realize that they are bothering or annoying other people. If this happens to you, you should first try to solve the problem by politely telling your co-worker what is bothering you.

 

In most cases, if you use common sense, the problem can be fixed. We encourage you to keep an open mind. If another employee tells you about something that you are doing that makes it hard for that person to work, try to understand the other person’s point of view.

 

The following are some guidelines and suggestions for how to be considerate of others at work. You will not necessarily be disciplined if you do not follow these suggestions, but the guidelines will help you get along with others. If you have comments or suggestions about workplace etiquette, contact The General Manager.

 

* Try to minimize unscheduled interruptions of other employees while they are working.

* Be conscious of how your voice travels and try to lower the volume of your voice when talking on the phone or to others in open areas.

* Keep socializing to a minimum and try to conduct conversations in areas where the noise will not be distracting to others.

* Refrain from using inappropriate language (swearing) that others may overhear.

* Avoid discussions of your personal life/issues in public conversations that can be easily overheard.

* Monitor the volume when listening to music, voice mail, or a speakerphone that others can hear.

* Clean up after yourself and do not leave behind waste or discarded papers.

 

 

 

612 – Bulletin Boards.

Effective Date: 06/01/2023

Revision Date:

 

Workplace posting bulletin boards provide federal, state and local workplace guidance required by law. Changes in company policy or regulations will be posted in the back office on the wall or bulletin boards. You should inspect these boards daily for important announcements, information, benefits and other items of company interest. Employees are not authorized to use these bulletin boards for any personal or general information postings. Please do not deface the information on the bulletin board because it inhibits other employees from getting valuable information. Placing any notice on requires the specific approval of the General Manager.

 

613 – Energy Conservation.

Effective Date: 06/01/2023

Revision Date:

 

The welfare of the property and its staff is dependent upon the efficient operations of its facilities. Each staff member is encouraged to participate in the company’s energy conservation programs. Areas of particular concern include room lighting, air conditioning, and heating. Please be aware that you

* Turn off any unnecessary lighting
* Adjust the thermostat setting to a minimum level as directed by the General Manager
* Turn off any running water
* Report any leaking water.
* Use common sense to help save energy
Your help in the conservation of energy will enable the company to reduce costs and better serve its customers, clients, guests and employees.

 

614 – Media Relations.

Effective Date: 06/01/2023

Revision Date:

 

All inquiries regarding incidents of public interest or press inquiries should be directed to the General Manager.  Under no circumstances should statements or information be supplied to the media by anyone other than the General Manager.

 

 

REPOSSESSION POLICIES

701 – Breach of Peace

Effective Date: 06/01/2023

Revision Date:

 

The act of completing a repossession is not a breach of the peace. Other conduct has to occur to have a violation take place. Courts have ruled that public access is one of the keys to determining trespass and breach of the peace, and there is no deterrent to public access. If there are no closed gates, locks, or guard stations, the repossessor may complete his repossessions. So, repossessions on public streets, apartment parking lots, or even open garages and car ports have been allowed, because the consumer did not express his objection to the repossessors’ actions.

There are six things that have been ruled breach of the peace.

1. Breaching or cutting: gates, barricades, doors, chains, enclosures, buildings.
2. Consumers verbal objection at actual time and place of repossession.
3. Impersonating a police officer.
4. Kicking at the consumer’s door.
5. Consumer refuses to leave the vehicle.
6. Consumer hangs on the side of the tow truck.

These, and other similar actions, should not be committed by any employee or representative of the company. Any questions should be addressed to management before executing any actions that may be a Breach of the Peace.

 

702 – Cease and Desist

Effective Date: 06/01/2023

Revision Date:

 

When a legally executed cease-and-desist order, issued by a court or a governmental agency, is received, all activities and actions must be concluded and stopped. Whether temporary or permanent, a cease-and-desist order is legally binding.

 

A cease-and-desist letter is not legally binding and reflects the opinion of an individual, typically an attorney. While a cease-and-desist letter does not require or prohibit any activity, special care should be taken, and an attorney should be consulted.

 

 

 

EMPLOYEE ACKNOWLEDGEMENT FORM

 

 

The employee handbook describes important information about ARA Company. I understand that I should consult the General Manager if I have any questions that are not answered in the handbook.

 

I became an employee at ARA Company voluntarily. I understand and acknowledge that there is no specified length to my employment at ARA Company and that my employment is at will. I understand and acknowledge that “at will” means that I may terminate my employment at any time, with or without cause or advance notice. I also understand and acknowledge that “at will” means that ARA Company may terminate my employment at any time, with or without cause or advance notice, as long as they do not violate federal or state laws.

 

I understand and acknowledge that there may be changes to the information, policies, and benefits in the handbook. The only exception is that ARA Company will not change or cancel its employment-at-will policy. I understand that ARA Company may add new policies to the handbook as well as replace, change, or cancel existing policies. I understand that I will be told about any handbook changes, and I understand that handbook changes can only be authorized by the chief executive officer of ARA Company.

 

I understand and acknowledge that this handbook is not a contract of employment or a legal document. I have received the handbook and I understand that it is my responsibility to read and follow the policies contained in this handbook and any changes made to it.

 

 

 

 

EMPLOYEE’S NAME: _______________________________________________

Please print your full name clearly

 

 

 

EMPLOYEE’S SIGNATURE: _________________________________________________

 

 

 

 

DATE: __________________________________

 

 

 

_____ Company copy                ______ Employee copy

Company policies lay the foundation on which employment expectations are formed. There’s no time like the present to audit your organization’s policy handbook. Start by checking that your organization’s policies don’t fall into these four policy writing traps.

Do-It-Yourself Employee Manual — Get the blueprint for your whole company manual…

Mistake #1
Disclaimers Too Few and Far Between

Some employers mistakenly believe that adding a single disclaimer to an employee policy handbook is all they need to do to give themselves the latitude to bypass, revise, or replace existing policy provisions. If, however, employees are left scratching their heads after reading the disclaimer or searching for it within the text of the handbook, chances are good that the disclaimer will carry little legal weight should any of your organization’s policies be legally challenged.

Here are 5 disclaimers and qualifiers you organization’s manual needs:

• Opening disclaimer, which, in no uncertain terms, states that the handbook is not a contract of employment and that the employment relationship is at-will.
• Benefits section qualifier, which explains that benefits or premium contributions may change at the company’s discretion and that if there is a conflict between language in the employee handbook and language in an official plan document (such as a group health insurance policy), the official plan document governs.
• At-will reminder. In any discipline policy or complaint resolution policy, restate the employer’s right to discipline or terminate an employee at-will, with or without cause.
• Misconduct qualifier. In any list of misconduct examples, state that the list is not all encompassing or not all inclusive.
• An acknowledgment, upon which an employee’s signature means that he/she acknowledges: receiving a copy of the handbook, reading it, understanding it, having had the opportunity to ask questions about it, having had it explained, that the handbook is not a contract of employment, and that the employment relationship is at-will.

Mistake #2
Provisions that are too open to interpretation

No matter how well-worded you think a policy appears, there’s a chance that some employees may be confused by it. Sometimes, that confusion is a result of the language used. Just because you’re familiar with certain terms, doesn’t mean rank-and-file employees are, too. Always read policies with an eye out for HR jargon or legalese.

Mistake #3
Requirements that are too stringent

Another mistake employers commonly make when drafting policies is including more stringent requirements than called for by federal and state law. In some instances, this is perfectly acceptable, as long as you don’t penalize employees for failing to meet these more stringent requirements.

Best bet: Keep policies in step with legal requirements. Before actually writing a policy, consider whether there are any applicable laws no matter what the topic is.

Mistake #4
Protections that are too one-sided

Don’t forget to equally address all potential parties in a policy.

Case in point: One company’s policy on union harassment stated: “This is a non-union organization. It always has been and it is certainly our desire that it will always be that way….You have a right to join and belong to a union and you have an equal right NOT to join and belong to a union. If any other employee should interfere or try to coerce you into signing an authorization card, please report it to your supervisor and we will see that the harassment is stopped immediately.”

While the policy might have been intended to protect union supporters and detractors alike, the 7th Circuit deemed it unlawful. Reason: The policy lacked an “equal protection guarantee” for union sympathizers