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Usui Policies and Procedures

Created OnOctober 4, 2022
Last Updated OnOctober 4, 2022
byKyle Shepherd

The Polices, Procedures, Rules and Guidelines listed herein are effective:

October 1, 2022 (10/1/2022)

Any updates modifications will be posted here with effectives dates for revision/implementation.
Contact Human Resources for additional information, interpretation, or determinations.

SECTION 100 – Introduction

This Handbook supersedes all handbooks and personnel policies previously issued. This Handbook contains basic information and answers to most of the questions you may have about the Company, your job, and any associated benefits that may be available to you as an employee. It is not intended to answer all of your questions, nor is it intended and should not be considered as a contract of employment, nor is it a guarantee of continued employment. As such, it should be considered and used as a statement of general Company policies, procedures and a definition of benefits. Each individual’s needs and problems are unique and require managerial judgment. This Handbook does not attempt to anticipate every situation or circumstance which may arise. Treatment or action in particular cases may vary from these general guidelines.

If any provision of this Handbook conflicts with applicable state or federal law, applicable state or federal law will govern. In some instances, the Company may find it necessary to adopt different policies at separate facilities.

It is important to note that your employment with USUI International Corporation (UIC) is “at will.” This means that you, as an employee, retain at your sole discretion, the right to terminate your employment with UIC at any time and for any reason. Similarly, UIC also reserves and retains the same right to terminate your employment at any time with or without notice and with or without cause.

The Company, at its sole discretion, reserves the right to modify or eliminate any procedure or policy with or without notice. No supervisory or managerial personnel other than the President of UIC has the authority to alter any rule, policy, procedure or benefit contained within this Handbook and only those changes issued in writing under the signature of the President of UIC will be binding on either the Company or the employee.

All employees are employed at the will of the Company.

Employees are employed at the will of UIC and are subject to termination at any time, with or without notice and with or without cause. At the same time, such employees may terminate their employment at any time and for any reason.

No Company representative is authorized to modify this policy for any employee or to enter into any agreement, oral or written, contrary to this policy. No statements made in pre-hire interviews or discussions, or in recruiting materials of any kind, are to alter the at will nature of employment or imply that discharge will occur only for cause.

This policy may not be modified by any statements contained in this Handbook or any other manual, employment application, Company recruiting materials, Company memoranda, or other materials provided to applicants and employees in connection with their employment. None of these documents, whether singly or combined, is to create an express or implied contract of employment for a definite period, nor an express or implied contract concerning any terms or conditions of employment. Similarly, Company policies and practices with respect to any matter are not to be considered as creating any contractual obligation on the Company’s part or as stating in any way that termination will occur only for “just cause”. Statements of specific grounds for termination set forth in this Handbook or in any other Company documents are examples only, not all-inclusive lists, and are not intended to restrict the Company’s right to terminate at will.

Completion of an introductory period and/or obtaining regular employment status does not change an employee’s status as an employee at will or in any way restrict the Company’s right to terminate such an employee or change the terms or conditions of employment.

UIC believes in creating a harmonious working relationship between all employees.

UIC’s goals include:

To comply with all state and federal laws regulating equal employment opportunity and treatment regardless of membership in a protected class (e.g. race, religion, color, sex, pregnancy, age, veteran status, national origin, or the presence of a disability as protected under law, or any other legally protected status);

To provide competitive salaries and employee benefits;

To monitor and comply with applicable federal and state laws and regulations concerning employee safety;

To accept constructive suggestions which relate to methods, procedures, working conditions, and the nature of the work performed;

To establish appropriate procedures for employees to discuss matters of interest or concern with their immediate supervisors, managers, or the officers of the Company;

To respect individual rights, and treat all employees with courtesy and consideration; and

To maintain mutual respect in our working relationship.

To provide employees with a Code of Business Ethics and Conduct which also identifies conduct expected from employees.

UIC expects all employees:

To perform a productive day’s work;

To arrive at their work location and begin work on time;

To demonstrate a considerate, friendly, and constructive attitude toward fellow employees;

To adhere to the policies adopted by the Company;

To follow directions and instructions of the supervisor regarding normal work activity;

To not engage in any activity which would conflict with the interests of the Company, its customers or its suppliers; and

To support a healthy work environment free of any actions that can be construed as demeaning or harassing.

UIC retains the sole right to exercise all managerial functions including, but not limited to, the right:

To dismiss, assign, supervise, and discipline employees;

To determine and change starting times, quitting times, and shifts;

To transfer employees within departments or into other departments and other classifications;

To determine and change the size of and qualifications of the workforce;

To establish, change, and eliminate policies, practices, rules, and regulations at will and as it sees fit;

To determine and change methods by which its operations are to be carried out;

To determine and change the nature, location, production, services rendered, quantity, and continued operation of the business; and

To assign duties to employees in accordance with the Company’s needs and requirements, and to carry out all ordinary administrative and management functions.

UIC intends to maintain an environment that promotes open communication. The face-to-face communications between employees and their supervisors form the basis of a partnership that fosters mutual respect and understanding. We care about your concerns and this policy is designed to ensure that employees’ questions and concerns are objectively reviewed and heard.

Employees should feel free to discuss any issue with their immediate supervisor. If an employee has a concern, he/she is urged to first discuss it with his/her immediate supervisor. If the supervisor cannot answer a particular concern to the employee’s satisfaction, the employee should discuss the issue with his/her supervisor’s manager. If the manager is unable to help, please contact Human Resources (HR) for assistance. If your concern is of a sensitive nature, or if you just feel more comfortable speaking with a third party, call the Human Resources Department. Every effort will be made to keep the discussion confidential, but usually your supervisor will have to become acquainted with the situation. Under no circumstances shall an employee who has used the open communication procedure outlined here be retaliated against in any way.

While the Company recognizes the right of employees to decide whether they wish representation by a third party, the best interests of employees can be served without third party interference. The Company greatly values the ability to work with employees individually without their being subjected to burdensome third party costs, complicated rules and costly work stoppages. UIC will vigorously strive to preserve an environment that nurtures the fulfillment of these goals. UIC respects the rights of the employees and strives to provide an environment free from the need of outside representation.

Employees are the source of many ideas and suggestions. UIC encourages all employees to bring forward their suggestions and ideas about how the Company can be made a better place to work, the products be improved, and the service to customers be enhanced.

Employees’ ideas and suggestions should be brought to their immediate supervisor and/or to a suggestion box. All suggestions are valued and will be forwarded to appropriate department(s) who will be responsible for deciding whether to implement them.

An idea and/or suggestion that is implemented or provides particular merit to the Company may be rewarded at the discretion of the Company.

Human Resources has been established to provide employees with information and necessary assistance to understand the Company’s personnel policies and procedures. The Human Resources department is the best resource for employees to obtain current information on work rules, benefits, personnel policies, payroll data, personnel records, insurance, job opportunities and benefit conversion privileges on termination of employment.

The Human Resources department is responsible for maintaining complete and up-to-date personnel records for all current employees. It is extremely important that employees complete a Payroll Status/Change Notice and give it to the Human Resources department promptly when they have any changes in their names, marital status, number of dependents, home address and telephone number of emergency contact person. In this manner, the benefit status and information for all employees can be kept current and accurate.

All requests for employment verifications and employee references must be directed promptly to the Human Resources Department.

SECTION 200 – Employment

UIC is an equal opportunity employer with a standing policy of non-discrimination.  All qualified persons are afforded an equal opportunity for employment or promotion regardless of race, religion, color, sex, pregnancy, age, veteran status, national origin, or the presence of a disability as protected under law or any other legally protected status.  The Company also extends equal employment opportunities to qualified veterans or disabled veterans.

UIC will comply with all applicable employment laws and will attempt to eliminate and/or prevent illegal discrimination.  

An employee(s) who feels he/she is the victim of discrimination has a responsibility to report this fact to his/her supervisor or Human Resources (HR).  UIC will undertake an investigation and attempt to resolve the situation. If the Company determines that unlawful discrimination has occurred, appropriate action will be taken to stop the current offense and to prevent any future similar offenses.  UIC will not retaliate against an employee for filing a complaint and will not knowingly permit retaliation by management, employees or co-workers.

Under the Immigration Reform and Control Act (IRCA) of 1986, UIC is required to verify the identity and authorization to work in the United States of all new employees.  This law bans the employment of illegal immigrants and places sanctions upon employers who knowingly employ them.  The completion of a Form I-9 is required within three (3) days of every new employee’s date of hire.  Human Resources (HR) maintains the I-9 forms and can provide information as to which specific documents can be used to satisfy the requirements of the law.

At its discretion, UIC may sponsor qualified candidates who are legally able to work in the U.S. for non-immigrant and immigrant visas.  It is the responsibility of each employee to obtain the applicable visa prior to commencing employment with the Company and to maintain his/her non-immigrant and immigrant status while employed by UIC.  No commitments regarding sponsorship will be honored without prior approval from the president of UIC.

UIC is committed to complying with the laws protecting qualified individuals with disabilities, including, but not limited to, the Americans with Disabilities Act (“ADA”), and all similar state laws.

UIC will provide reasonable accommodations to an otherwise qualified employee who is able to perform the essential functions of his or her job, as long as the accommodation does not result in an undue hardship and/or does not pose a direct threat to the health or safety of others in the workplace and/or to the employee.  

Should an employee or applicant require an accommodation to a disability, the employee should contact Human Resources (HR).  UIC will engage in an interactive process to identify possible reasonable accommodations to enable the employee to perform the essential functions of the job.  As part of this process UIC may ask for medical documentation regarding the disability and/or about the proposed accommodation.  The employee’s supervisor will be included in the review and/or communication process consistent with UIC’s business needs.

It is the intent of UIC that all employees are treated with respect and will work in an environment that is free from discrimination and/or harassment.  UIC’s non-discrimination and anti-harassment policy applies to all persons involved in the operation of the Company and prohibits unlawful harassment and sexual harassment by any employee of UIC, including supervisors and co-workers, as well as by any person doing business with or for the Company.

Sexual and other unlawful harassment because of race, religion, color, sex, pregnancy, age, veteran status, national origin, or the presence of a disability as protected under law, or any other legally protected status is prohibited and will not be tolerated at UIC. 

Sexual harassment is unlawful when: 1) enduring the offensive conduct becomes a condition of continued employment, or 2) the conduct is severe or pervasive enough to create a work environment that a reasonable person would consider intimidating, hostile, or abusive.

Although it is not easy to fully define sexual harassment, some examples include: 

  1. Verbal conduct such as epithets, derogatory jokes or comments, slurs or unwanted sexual advances, invitations or comments;
  2. Visual conduct such as derogatory and/or sexually-oriented posters, photography, cartoons, drawings or gestures;
  3. Physical conduct such as assault including but not limited to: hitting, pushing or other aggressive physical contact, unwanted touching, blocking normal movement or interfering with work because of sex, race or any other protected basis; and
  4. Threats and demands to submit to sexual requests as a condition of continued employment, or to avoid some other loss, and offers of employment benefits in return for sexual favors.

Each employee is responsible for reporting any conduct, comments, and/or behaviors he/she finds offensive as soon as possible to Human Resources.  Employees are also responsible for reporting any perceived incidents of harassment and sexual harassment witnessed or observed to the appropriate supervisor or Human Resources (HR).

Every report of discrimination or harassment will be promptly and fully investigated.  All complaints will be kept confidential to the extent possible, but confidentiality cannot be guaranteed because of the need to interview persons involved or who may have witnessed the conduct.  All employees must cooperate with the investigation.  UIC will take appropriate remedial action when an investigation confirms that discrimination or harassment has occurred.

In addition, UIC will not allow any form of retaliation against employees who make a report or who cooperate in the investigations of such reports in accordance with this policy. If an employee feels that he or she has been subjected to any such retaliation, the employee should report it in the same manner in which a claim of discrimination or harassment is reported under this policy. Violation of this policy including any improper retaliatory conduct will result in disciplinary action, up to and including discharge. All colleagues must cooperate with all investigations. After appropriate investigation, any employee, supervisor, or manager who is found to have engaged in the harassment, sexual harassment and/or discrimination of another employee will be subject to appropriate disciplinary action, depending on the circumstances, up to and including termination.

Throughout this Handbook, employees may be referred to as the one of the following classifications:

  • Introductory Employees – who are subject to an introductory period of up to 6 months from the date of hire or rehire.  During this period, the Company and the employee will have the opportunity to determine whether further employment with the Company is mutually desirable.  Nothing about this initial introductory period changes the fact that all employment with the Company is “at will” and the employment relationship can be terminated by either the employee or the Company at any time during or after the initial introductory period, for any reason, with or without cause.
  • Regular Full-Time Employees – who have successfully completed an introductory period and are regularly scheduled to work on average at least 30 hours per week.  Regular full-time employees are eligible for all available Company benefits.
  • Regular Part-Time Employees – who have successfully completed an introductory period and are regularly scheduled to work on average less than 30 hours per week.  Regular part-time employees are entitled to some of the Company benefits.
  • Co Op – A Co Op employee is an individual who regularly is scheduled to work at least forty (40) hours per week during any given academic semester or quarter session as determined by the manager and student.  Co Op employees may be eligible for some Company benefits.
  • Temporary Employees – UIC reserves the right to supplement its regular full-time and part-time employees with temporary employees.  Such employees can be hired directly by the Company or supplied through  an employment agency.  Temporary employees work for a particular period of time for UIC, but are not regular UIC employees.  Temporary employees are not entitled to Company benefits.

In order to determine eligibility and rights for overtime pay and to ensure compliance with federal and state regulations relating thereto, UIC further defines its employees as follows:

  • Exempt Employees – who are typically executives, managers, supervisors, professionals, sales representatives, engineers, computer professionals and certain administrative personnel.  Exempt employees are not eligible for overtime pay; and
  • Non-exempt Employees – who include clerical, production, technical and support staff personnel, and are subject to the minimum wage and overtime provisions of the Fair Labor Standards Act.  Non-exempt employees are paid based on hours worked and are eligible for overtime pay in excess of 40 hours in any workweek.  The appropriate supervisor must approve all overtime prior to overtime being worked.           

UIC review and change an employee’s classification at any time that an employee’s job assignment or duties are changed.

SAFE HARBOR POLICY REGARDING INAPPROPRIATE SALARY DEDUCTIONS:

For employees classified as exempt, you should know that the Company expressly prohibits any improper deductions from your pay.  However, the federal wage and hour laws also allow employers to make full day deductions from exempt employees for certain circumstances, such as:

  1. Deductions made for absences for personal reasons after all available paid time off is used; 
  2. Deductions made for absences for sickness or disability in certain circumstances;
  3. Deductions made for absences under the Family and Medical Leave Act; 
  4. Deductions made for unpaid disciplinary suspensions for violation of our rules regarding employee conduct;
  5. Deductions made for initial and terminal weeks of employment, where the employee did not work the full week;
  6. Deductions made for weeks in which the employee did not work at all.

If you are an exempt employee and you feel that your pay was improperly deducted, you must report it immediately to your Manager or Human Resources.  Each report will be given serious consideration and investigated promptly and thoroughly.  If we conclude from the results of the investigation that an improper pay deduction occurred, you will be promptly reimbursed and the Company will make a good faith commitment to comply with the wage and hour laws in the future.  No employee will be retaliated against for making legitimate complaints.

All employees who are newly hired as regular full-time employees or those who have been rehired after a separation from the Company are required to complete an introductory period of up to six (6) months from the date of hire.

During this introductory period, employees have an opportunity to acquaint themselves with the operation of the Company and to determine whether it offers the type of environment in which they wish to work, and at the same time UIC has the opportunity to evaluate the potential employee.  The introductory period may, in some circumstances, be extended; however, no introductory period shall be longer than nine (9) months.

Successful completion of the introductory period is not to be construed as a guarantee of continued employment for any specific duration.  Both during and after the introductory period, employment for all employees remains and continues to be on an “at will” basis for both the employee and the Company.

The goal of a compensation program is to attract potential employees, meet the needs of all current employees and encourage productive employees to stay with an organization. The ideal practice is to pay all regular employees’ wages and salaries that are competitive with other employers in the marketplace that will be motivational, fair and equitable. Compensation may vary with individual and Company performance and in compliance with all applicable statutory requirements.

Several factors may influence an employee’s rate of pay.  Some of the items are the nature and scope of employee’s jobs, what other employers in the area pay their employees for comparable jobs (external equity), what UIC pays their employees in comparable positions (internal equity), and individual as well as Company performance.

With this in mind, the UIC compensation program is built to balance both employee and Company needs.  UIC complies with the same principles of fairness to all employees under all applicable employment laws. 

UIC will attempt to review the compensation program on an annual basis.

The Company will attempt to provide UIC employees with every opportunity for advancing to other positions within the Company.  The Company job posting program provides employees an opportunity to indicate their interest in open positions within the organization according to their skills and experience.  However, other recruiting sources may also be used to fill open positions in the best interest of the organization. 

Job Posting:

In general, notices of all regular, full-time job openings are posted.  Each job posting notice will include eligibilities, a general description of duties, the starting date, the time period for applicants to respond, and desired qualifications (required skills and abilities).  The job posting notice will be posted for at least three (3) working days.

Interested employees must complete a form to be signed by their immediate supervisor, give it to Human Resources and contact the supervisor that is doing the hiring before the deadline date shown on the job posting. 

For job posting purposes, cross training within the Company does not constitute a job opening and therefore is not subject to the above policy. 

Transfer:

UIC reserves the right to laterally reassign or otherwise transfer employees to other job assignments of the same or similar job classification without additional compensation to the transferred employee.

The Company also reserves the right to defer job postings at its discretion and to appoint individuals to positions to meet Company objectives.

The Company encourages employees to apply for promotions to positions for which they are qualified.  Employees interested in a promotion or transfer should discuss the matter with their supervisor, who will advise them of their eligibility and how they can apply.  Employees must be in good standing to request a transfer or promotion in another department and should be referred to Human Resources after meeting with their supervisor.  The Human Resources department will advise the employee of the requirements for the position and how they may apply. Nothing above precludes the Company, at its sole discretion, to fill any position by recruitment of any individual not employed by the Company.

The Company believes that UIC employees benefit from feedback on their performance.  Employees should be told when they meet and maintain Company standards for job performance and behavior.  Conversely, they should also be told when they do not meet and maintain Company standards for job performance and behavior.

Supervisors should complete regular performance reviews on at least an annual basis.  In addition to regular employee job performance/behavior evaluations, other written reviews or performance improvement plans may also be performed when such reviews or plans are deemed appropriate.

Following discussion of the written review with the reviewing supervisor, employees should be given the opportunity to comment and add written comments or exception remarks to the evaluation form.  Any exception to the evaluation made by the employee should be reviewed by higher management and if appropriate, adjustments made to the evaluation accordingly.

UIC maintains personnel files for all employees.  The records shall contain but not be limited to:  employee application for employment, performance evaluations, training records, awards, disciplinary actions, etc.

All personnel records are Company property.  Access to the personnel file is limited to the employee and other Company employees having a legitimate need and others as required by law.  All contents of employee files are maintained with the strictest of confidence.

Employees may review the material in their file by scheduling an appointment with Human Resources (HR).  If an employee disagrees with any information contained in their personnel file, employees may submit a written statement explaining their position and their statement will be included in their personnel file.

UIC maintains a variety of records that directly concern employee well-being and accomplishments.  To ensure proper maintenance of these records, employees must notify in writing, Human Resources (HR) if they have any change such as legal name, home address, telephone number, marital status, number of dependents, special training, job-related courses, educational attainment level, awards or accomplishments.  Employees are also responsible for maintaining a current beneficiary designation and address for appropriate benefit plans.

Benefit Coverage Changes.   To change insurance benefit coverage, employees must notify Human Resources (HR) within 30 days of the event triggering the change.  If the change is not made within 30 days, the effective date of benefit change may be delayed.  Employees cannot change their coverage at any time other than the enrollment period unless they experience a “qualifying event”.  Qualifying events include: marriage, divorce, birth or adoption of a child, change in employment status of employee or employee’s spouse, death of a dependent, or loss of eligibility for dependent coverage.  Employees must provide all required documents and certificates to Human Resources (HR) within 30 days of the qualifying event.

With respect to employing individuals, closely related family members in the Company may be employed by UIC as long as their employment does not:

  1. Result in a supervisory conflict relationship;
  2. Create real or potential and unavoidable conflicts of interest or workplace management concerns; or
  3. Affect the safety of its employees.

For purposes of this policy, closely related family members include the following: parents, brothers, sisters, children, spouses, in-laws, members of an employee’s household and other relationships that the Company determines may cause an undesirable working environment.

The provisions of the section shall apply to promotions, demotions, transfers, reinstatements and new appointments.

In the event that employees become a related family member after the start of their employment, it is the responsibility of the involved employee(s) to notify their supervisor.

The Company will attempt to find an alternative work assignment(s) based on business needs at that time.  Where such adjustments are not possible, the Company reserves the right to refuse to hire or has a right to terminate the involved employee(s).

For the safety and wellbeing of UIC employees, and to ensure good order and efficiency in the operation of the Company’s business, certain rules and standards of conduct are applied to all employees.  It is Company policy to enforce these rules in a consistent way. 

UIC Code of Ethics Policy
Code of Ethics Downloadable Policy Document

This discipline section serves as a guideline only in determining the appropriate action needed in a particular situation.  It does not change the at-will employment relationship.  The Company reserves the right to:

  1. Review each situation in its entirety; and
  2. Impose any level of discipline, including termination, which it determines in its sole discretion, based on the circumstances.

Although there is no way to identify every possible violation of rules and standards of conduct, the following is a partial list of behaviors which may result in disciplinary action, up to and including, termination:

  • Any action or inaction that could create a real, perceived or potential conflict of interest with employment at UIC;
  • Unauthorized access and/or control of work premises;
  • Unauthorized removal, possession of, or willfully damaging and/or abusing Company or employee property;
  • Fighting, throwing things, horseplay, practical jokes or other disorderly conduct;
  • The use of excessive profanity or abusive language;
  • Threatening, intimidating, coercing, using abusive language towards anyone or other conduct improper to the Company, its customers, and/or employees;
  • The harassment of or discrimination against any employee in violation of Company policy;
  • Improper attire or inappropriate personal appearance; (Reference Appearance Policy)
  • Sales, distribution, possession, purchase, or being under the influence of an illegal drug, controlled substance or alcoholic beverage at any time on Company grounds or premises or while on duty.  NOTE:  This includes the abuse of prescription drugs and the non-reporting of prescription drugs which may create a safety problem for the employee and/or co-workers;
  • Coming to work late or being absent from work without permission;
  • Failure to personally contact your supervisor if you cannot report to work, or if you expect to report for work later than your assigned starting time;
  • Leaving without permission;
  • Sleeping on the job;
  • Gambling on Company property;
  • Falsification of employee or Company records including, but not limited to:  forms, records or reports, employment information, hours worked, or doctor’s notes/or any paperwork from physicians;
  • Noncompliance or disregard of safety rules and/or policies or any conduct that is unsafe in nature;
  • Carrying or having possession of firearms, other weapons or explosives on the Company grounds or premises;
  • Verbal, written and/or physical assaults to anyone;
  • Insubordination or refusal to comply with instructions; and/or incompetence or failure to perform assigned work in an efficient manner which in the Company’s opinion, does not meet the requirements of the position;
  • Improper or inappropriate conduct;
  • Disclosure of confidential information regarding the Company or Company business;
  • Engaging in any activities that conflict with the interests of the Company or violate the Code of Business Ethics and Conduct; and/or
  • Any violation of the established work rules in this Handbook and other circumstances in which the Company feels that discipline is warranted.

The purpose of disciplinary action, short of termination, is corrective and is designed to encourage employees to improve their performance or conduct so that they may continue their employment. 

Unacceptable behavior may be dealt with in any of the following manners depending on the nature and seriousness of the offense, employee’s past record, total impact on the employee’s department and the Company, and/or additional aggravating circumstances:

  1. First Written Warning
  2. Second Written Warning
  3. Suspension
  4. Termination

First Written Warning: On a first violation, the supervisor will counsel the employee on a formal basis, in writing.  The appropriate supervisor(s) and Human Resources are to be notified prior to the written warning of the employee.

Second Written Warning: Upon a second violation, the supervisor will counsel the employee on a formal basis, in writing.  The appropriate supervisor(s) and Human Resources are to be notified prior to the written warning of the employee. 

Suspension:  Upon a third violation, or if in the Company’s discretion the situation merits it, a suspension of up to 3 to 5 days can occur.  In addition, written counseling will be issued to the employee.  The appropriate supervisor(s) and Human Resources  must be involved prior to a suspension. 

In any step of discipline, the problem is defined, corrective action is identified, a time frame is established, and the consequences of failure to correct the problem are outlined.  In addition, specific performance improvement actions and objectives are identified and discussed, and if necessary are issued in writing. The employee reviews the notice and may add written comments if desired.  Both manager and employee must sign and date the form.  If the employee refuses to sign the notice, a witness (management) will need to sign and date the notice in lieu of the employee’s signature.  The form is to be given to the Human Resources Department to be placed in the personnel file and a copy given to the employee.  

The goal of the Company’s disciplinary process is to provide an opportunity to the employee to accomplish the objectives.  Managers are expected to provide appropriate direction in meeting the objectives.

If the corrective action objectives are not accomplished within the established time frame, one of the following actions will occur: 

  • If the manager feels significant progress has been made and that an extension of time is warranted, after seeking approval, the manager may grant up to an additional thirty (30) days for the performance to reach the established standard.  
  • If the objectives have not been fully accomplished and the Manager feels an extension is NOT warranted, the employee may be given another written warning, demoted or terminated.  Demotion is an acceptable course of action ONLY when (1) the employee is capable of performing at a lower level, and (2) an open position or legitimate requirement exists for work to be performed at the lower level. 
  • If the objectives have been accomplished, the employee should be congratulated on his or her success and reminded that the Company expects continued and ongoing achievement of the objectives.     

Termination:  This is the final violation and the employee will be terminated.

Serious violations, as determined by the Company, which may include but are not limited to  drug policy violation, harassment of any nature, discrimination, possession of weapons on-site, fighting or assault, unauthorized removal of Company property, destruction of Company property, insubordination, poor performance, lack of work, reduction of workforce, etc., may result in immediate termination without warning or notice.

Please Note: Not All Situations Will Warrant Disciplinary Action And Could Result In Immediate Termination.

Any alleged violation of the standards of conduct will be thoroughly investigated by the company.

The employee may be suspended during the investigation, either with or without pay, for a period of time if this is approved by Human Resources (HR).

In the event suspension takes place when an investigation is performed, and depending on the results of the investigation, the employee may be:

  • Reinstated with full back pay;
  • Reinstated with partial back pay;
  • Reinstated without back pay; or
  • Terminated.

A return to work may also include the reinstatement of the introductory period. 

The Company provides UIC employees an opportunity to resolve work-related complaints or problems, and to address any employee concerns relative to the application or enforcement of Company policies, rules, or procedures. 

The Company expects that the employees and their supervisors will make every reasonable effort to resolve the issue(s) in question.  Therefore, the employee must first discuss any problem(s) or complaint(s) with his/her immediate supervisor.  The supervisor will attempt to answer any questions or resolve the complaints brought to his/her attention within ten (10) working days of advice of complaint by the employee.

Should the supervisor’s efforts be unsuccessful in resolving the employee’s complaint, the employee, within five (5) working days after final discussion with the supervisor, may contact Human Resources for further review and resolution.

The complaint procedure has the following levels of review:

  1. Initial contact: Supervisor
  2. Secondary contact: Human Resources (HR)
  3. Third contact: Plant/General Manager
  4. Final contact: President of UIC

At anytime, if the employee feels more comfortable in discussing any complaint or problem with Human Resources first, they may do so. The Company will attempt to resolve complaints in the most prompt, and confidential manner possible.

Whenever an employee’s employment is voluntarily/involuntarily terminated with UIC, an exit interview should be scheduled with a member of the management team or Human Resources (HR).

At the exit interview, employees will receive information explaining the status of their benefits, disposition of the final paycheck and other work-related matters.  Any Company property must be returned on or immediately after the last day of employment.

SECTION 300 – Payroll

The Company’s normal work week consists of forty (40) hours within a seven (7) day period – from Monday through Sunday.  This is generally established to be five (5) working days, eight (8) working hours per day, between the periods from Monday through Friday.  A work schedule will be established in advance by the Company for each employee; employees are not to deviate from their work schedule without prior approval of their supervisor.

The nature of the Company business may make it necessary that all, or some, of UIC employees work on a different schedule.  As such, the above hours may be subject to change and certain employees may be required, as part of their job responsibility, to have different starting times, or totally different hours and/or days. While the Company works a forty (40) hour week, business conditions may necessitate changes to this schedule.  For this reason, UIC makes no guarantee of a forty (40) hour work week, a five (5) day work week, or an eight (8) hour work day.

Employees should be aware that occasional overtime work may be required and employee compliance with such requests by UIC is a condition of employment with the Company.  When possible, advance notification of these assignments will be provided.  Overtime assignments will be distributed as equitably and as practical to employees qualified to perform the required work. 

Overtime compensation for non-exempt employees will be computed in accordance with applicable federal and state wage and hour regulations.

All overtime work must receive the supervisor’s prior authorization.  No non-exempt employee may work overtime of his/her own accord (i.e. sign-in early, work late, or work on a nonscheduled day or during meal period or break periods, etc.)  Overtime must be properly recorded on the employee’s time sheet.  Working overtime without prior authorization from your supervisor may result in disciplinary action.  Employee’s refusal to work overtime will be treated as an act of insubordination that may result in disciplinary action, up to and including termination.

Exempt employees are not eligible for overtime pay.

Deductions:

Certain deductions from pay, including federal and state income taxes and Social Security taxes, are required by law.  Other payroll deductions may be arranged, such as benefit plan deductions.

Payroll Frequency:

In most cases, employees are paid weekly, biweekly (every two weeks) or monthly depending on employment classifications.  Paydays are usually on Friday.  If the normal payday falls on a banking holiday, payments will be made on the Thursday immediately prior to the holiday. 

Pay Procedures:

It is Company policy to pay employees by direct deposit or check on a regular basis and in a manner so that the amount, method, and timing of such payments comply with applicable laws or regulations.  The Company strongly encourages all employees to utilize direct deposit.  If an employee does not have direct deposit, the Company will not take responsibility for paychecks lost in the mail.  A nominal fee may be charged for any paycheck lost in the mail where stop payment has to be made and the paycheck has to be reissued. 

Newly Hired Employees:

Depending on their date of hire, newly hired employees are paid on the first scheduled payday following receipt of payroll documentation.

Tax Withholding:

Employees must complete appropriate tax withholding forms during the new hire process.  Changes may be made by submitting a new form to Human Resources (HR) and/or payroll personnel.

Call Back/Show Up Dismissal Pay Policy:
Addendum 20190816.01

Exempt Employees:

In most cases, employees in exempt positions are paid:

  1. Frequency – Biweekly (every two weeks)
  2. Pay Period – Two (2) Monday through Sunday 7-day work weeks
  3. Paydays – Every other Friday

This means that a pay period ending Sunday for 2-work weeks will be paid on the coming Friday.

Non-Exempt Employees:

In most cases, employees in non-exempt positions are paid:

  1. Frequency – Biweekly (every two weeks) based on hours worked
  2. Pay Period – Two (2) Monday through Sunday 7-day work weeks
  3. Paydays – Every other Friday

This means that a pay period ending Sunday for 2-work weeks will be paid on the coming Friday.

Federal and state wage and hour laws require that accurate records be kept for each employee’s hours worked.  All non-exempt employees must ensure that their time is recorded completely and accurately on their timecards, timesheets and/or time recording devices to facilitate payment of wages. 

No one may record hours worked on another’s timecard and/or timesheet or punch in or out for another employee. Falsification of timecards and/or timesheets and tampering with another’s time record are prohibited and will result in disciplinary action, up to and including immediate termination, of involved employees.

Time recorded will be monitored by Payroll.  If the time record is not available to Payroll, or is not accurate or complete, Payroll will submit the amount of hours the employee was scheduled to work and then adjustments will be made in the following pay period and “non recorded” overtime may be paid on the following check as well.

An employee must be clocked in before the start of their shift and must be clocked out before leaving UIC property. Any timecard and/or timesheet dispute shall be reported to an employee’s supervisor immediately.  The supervisor will discuss the matter with Payroll and a proper reconciliation will be made before further processing.

A wage garnishment involves a court order to attach the employee’s earnings in order to pay off a debt that the employee has incurred. In some states, a wage garnishment is known as a “wage attachment” or “income execution”.

UIC acts in accordance with the federal Consumer Credit Protection Act, which places restrictions on the total amount that may be garnished from your paycheck.

SECTION 400 – Benefits

UIC is committed to sponsoring a comprehensive benefits program for all eligible employees.  In addition the Company will attempt to enhance working conditions through other benefits and/or activities.

The benefits program is a valued and solid investment in UIC employees.  Employee benefits make up part of each employee’s total remuneration from the Company.  These benefits are not required by law but are provided in an attempt to attract and retain qualified personnel to work at the Company.  UIC reserves the right to modify, add, delete, and/or change these benefits at any time with or without prior notice.

Eligibility for Benefits:

All regular full-time employees will be provided all of the benefits described in this Handbook as soon as employees meet the eligibility requirements for each particular benefit. 

For insurances, coverage is available to employees and their dependents as defined in the benefit summary plan descriptions.  Regular part-time employees will be provided only those benefits for which they meet the minimum requirements as defined in the benefit summary plan description booklets.  Temporary or Co Op employees may be eligible for some benefits.

Group Insurance:

All regular full-time employees are eligible for Group Insurance Coverage (Medical, Dental, Short Term Disability, Long Term Disability, Life and Accidental Death and Dismemberment) and Voluntary Life Insurance offered by UIC.  Employees may choose some coverage available to their eligible dependents.  Both employees and their dependents become eligible for coverage on the first (1st) of the month following 30 (thirty) days of active employment or on the Plan effective date, whichever is latest.

Medical/Dental:

All regular full-time employees, and their dependents are eligible for medical/dental coverage on the first (1st) of the month following thirty (30) days of completed employment.  Employees on the plan are covered for a wide variety of medical and dental services, with coverage ranging for in-network services and out-of-network services.

COBRA:

Pursuant to the Consolidated Omnibus Budget Reconciliation Act of 1986 (COBRA), all terminating employees and/or COBRA eligible event(s) experienced by employees and/or employees’ dependents, with the exception of those terminated for “gross misconduct”, may be eligible for continuation of their medical and/or dental insurance coverage for themselves and/or their dependents.  Upon COBRA qualifying event(s), the insurance coverage options along with the monthly premium amount will be provided.  NOTE:  Employees and/or their dependents are responsible for the premium payment under COBRA coverage.

Short Term Disability Insurance:

All regular full-time employees are eligible to receive Short Term Disability Insurance which will help provide the employee with a source of income in the event a sickness or if an off the job injury occurs.  Schedule Amount: 60% of your basic weekly earnings up to a maximum amount of $750.00 per week, for up to a maximum of thirteen (13) weeks less co-ordination of benefits payable by Social Security or workers compensation.

Long Term Disability Insurance:

All regular full-time employees are eligible to receive Long Term Disability Insurance which will help provide the employee with a source of income after ninety (90) days of illness.  Schedule amount:  60% of your monthly earnings up to a maximum of $5,000 until the age of 65, subject to insurance regulations, less co-ordination of benefits payable by Social Security or workers compensation.

Monthly pay means your basic monthly pay from the Company or an associated Company and is determined on the day the period of disability starts.  Bonuses, overtime, and other compensation are not considered by the Company as basic wages or salary and, therefore, are not included.  If you are an hourly employee, monthly pay will be based on your hourly rate of pay, but not on more than forty (40) hours a week.

Life Insurance and Accidental Death and Dismemberment (AD&D) Insurance:

All regular full-time employees receive a paid Life Insurance/AD&D policy with a death benefit.  Employees are asked to designate a beneficiary for their policy upon enrollment.

Benefits may change from time to time.  Each employee will receive a notice when changes occur.  Employees who terminate their employment and would like to convert their life insurance policy to an individual policy, they must notify Human Resources in writing by certified mail within thirty (30) days of termination. 

Voluntary Life Insurance:

All full-time employees may elect to participate in a Voluntary Life Insurance plan which will enable the employee to purchase term life insurance over and above what the Company pays for up to a maximum of 5 times their base wage (some stipulations apply).  When an employee purchases voluntary life insurance, they are eligible to purchase life insurance for their family members also (certain restrictions apply).  Employees are asked to designate a beneficiary for their policy when they enroll.  Should an employee terminate their employment and would like to convert their voluntary life insurance policy to an individual policy, they must notify Human Resources in writing by certified mail within thirty (30) days of termination. 

Flexible Spending Accounts:

All full-time employees may annually elect to defer a portion of their salaries on a pre-tax basis to use to reimburse eligible medical expenses.

Dependent Care Accounts:

All full-time employees may annually elect to defer a portion of their salaries on a pre-tax basis to use for reimbursement of qualified childcare expenses.

Educational Assistance and Reimbursement Policy:

The Company will provide in accordance with this policy, reimbursement for college tuition and book costs for certain employees who take pre-approved job-related college level courses to improve their job knowledge and skills up to a maximum of $1000 per calendar year.  To be eligible to participate in the Educational Assistance and Reimbursement Policy, an employee must be a regular full-time employee and must be employed with the Company for at least twelve (12) months on a full-time basis prior to the date of the first class meeting unless directed to attend by their supervisor and Human Resources.

COLLEGE LEVEL COURSES COMPLETED WITHOUT FIRST OBTAINING THE REQUIRED PRIOR APPROVAL FROM HUMAN RESOURCES WILL NOT BE REIMBURSED.

College Level Classes:

The Company encourages its employees to pursue advancement in their education and to improve their job knowledge and skills.  Any college level course for which an employee is seeking reimbursement under this policy must be specifically related to the job advancement and/or job enlargement of the employee or must be required for the granting of a degree that is related to the employee’s job. 

Employees will be required to pay for college course(s) themselves, and after fulfilling all of the criteria set forth in this policy, the employee may request reimbursement from the Company.  However, in every case, prior approval of the class must be given in advance at the General Manager and UIC Officer level prior to the date of the first class meeting.

Reimbursement:

In order to obtain prior approval for potential reimbursement, a Tuition Reimbursement Application must be submitted and approved by the General Manager and UIC Officer level.  Once approved, the employee must enroll, attend, and pay the tuition and book costs.  Upon successful course completion, the employee may apply for reimbursement of tuition and books only.  In order to apply for reimbursement, the employee must submit official evidence to the Company of a grade of A or B (or in the event of a pass/fail course, he/she must submit official evidence showing a grade of “pass”). 

The employee will then receive reimbursement of the tuition so long as he or she obtained prior approval as previously described.  Reimbursement will not be made for a grade below a B.

A maximum amount of $1000 per calendar year for reimbursement is allowed per employee.  Reimbursement will be made within six (6) months after completion of all previously stated requirements by the employee.  The Company reserves the right to require proof of payment by the employee including receipts and/or cancelled checks. 

Repayment:

If employment should terminate on a voluntary basis prior to the expiration of twelve (12) months from the date reimbursement is made, then the total amount of reimbursement for the previous twelve (12) months must be repaid by the employee.  Any balance due the Company on the date of employment termination will be deducted from the employee’s final paycheck.  If a balance remains after such deduction, the employee agrees to pay the balance in full within thirty (30) days of employment termination.

Seminars:

The Company encourages its employees to improve their job knowledge and skills.  Any seminar for which an employee is requesting to attend under this policy must be specifically related to the job advancement and/or job enlargement of the employee, or must be required for the granting of a degree that is related to the employee’s job. 

In every case, prior approval of the seminar must be given in advance at the General Manager and UIC Officer level prior to the date of the first class meeting.

SEMINARS WITHOUT FIRST OBTAINING THE REQUIRED PRIOR APPROVAL FROM THE GENERAL MANAGER AND UIC OFFICER LEVEL WILL NOT BE PAID.  

Industry Participation:

Employees are encouraged to participate in trade and professional associations that promote Company goals, individual skills development and/or professional recognition.  However, employee participation in such associations must not conflict with Company interests.  Employees must have the General Manager and UIC Officer level approval before attending meetings and accepting any official position. 

Holidays:

See Policy 420 (Time Off Section)

Vacation:

See Policy 420 (Time Off Section)

401(k) Savings Plan:

The Company is committed to helping UIC employees attain their financial goals for retirement through the 401(k) Savings Plan.  All employees are eligible to participate in the 401 (K) Plan and receive a share of the Company’s matching contribution, if any, for the Plan Year.

Recognition Program:

It is the pleasure of the Company to offer awards to full time employees for one, five, ten, fifteen, twenty, twenty-five, and thirty years of service. 

In order for the recognition gift to be awarded, the immediate manager must notify the Human Resources Department in writing or through email.

Workers’ Compensation:

UIC employees may be entitled to Workers’ Compensation benefits pursuant to applicable law.

All injuries or diseases arising within the scope of employment must be reported to the employee’s supervisor or department head immediately no matter how insignificant an injury may seem at the time of occurrence.  Injured employees may be required to seek medical attention through the clinic that provides the Company’s drug screening, or else at an occupational clinic or urgent care facility. A written accident report will be completed for a work-related injury or illness, regardless of whether the employee seeks medical attention.

Prompt reporting is the key to prompt benefits. Failure to report an injury or illness in a timely manner could result in a forfeiture of state workers’ compensation benefits and disciplinary action. Refusal to seek medical attention or be present at follow-up medical appointments could also jeopardize workers’ compensation benefits.  Active employees must make return medical appointments outside of their scheduled work hours.

If on worker’s compensation leave, the employee is prohibited from other employment.

If it is established that an employee on a workers’ compensation leave may safely resume work but is not physically able to perform the duties of his/her previous position, he/she may be reinstated at the nearest appropriate position available for which the employee is qualified. The Company may terminate employment if the employee refuses assignment. 

Social Security:

The United States Government operates a system of mandated insurance known as Social Security.  As a wage earner, each employee is required by law to contribute a set amount of his/her wages to the trust fund from which benefits are paid.  As an employer, UIC is required to deduct this amount from each paycheck employees receive. In addition, UIC matches the employee’s contribution in an equal amount; thereby paying one-half of the cost of employee’s Social Security benefits.

A Social Security number is used to record employee earnings. It is each employee’s responsibility to protect his/her Social Security benefits by ensuring his/her name and Social Security number on his/her pay stub and W-2 Form are correct.  Employees may also request a Personal Earnings and Benefit Estimate Statement from the U.S. Social Security Administration to assure the accuracy of their records.

As a condition of your employment, it is necessary to provide us with your social security number.  We need to obtain your social security number to meet payroll, state and federal tax, and insurance coverage requirements.

Consistent with state law, the Company takes all steps necessary to maintain the confidentiality of your social security number.  All documents and records containing social security numbers and information are kept in a secure environment. Only authorized personnel may access records and documents, both internal and external, that contain employee social security number and identification information. In addition to the Company’s policy protecting against the disclosure of confidential information, employees are prohibited from accessing, viewing or using other employees’ social security information.  No employee is permitted to access or use social security numbers without the express permission of the Company.

When necessary, documents containing your social security number will be properly destroyed through shredding or other means before disposal.

Any employee or individual that accesses social security data without authorization or for illegal purposes shall be disciplined up to and including discharge, and, if illegal intent is determined, referred to authorities for possible criminal prosecution. If you have any questions regarding social security number privacy and security please see Human Resources for more information.

Meal and break schedules and periods may vary among departments, work locations, work assignments and/or classifications.  Therefore, the employee’s supervisor will assign meal and break periods.

The meal period is unpaid time.  The meal period may vary depending on location.  Employees are not to perform any work during their regularly scheduled meal period unless they have express prior approval from their supervisor.  Break periods are counted as working time. Please note that meal/break periods are at the discretion of the company.

Employees must clock out if leaving the worksite and clock back in upon returning to work.

It is important to return to work on time at the end of your break period. Break periods may never be added to the beginning or end of the workday or to the beginning or end of a meal period.

On those occasions when UIC provides an in-house Company sponsored luncheon and those employees participating in such a lunch do so as part of their normal meal period.  Time spent at these luncheons is part of, and not in addition to, the employee’s normal lunch break.  Attendance at Company sponsored luncheons is strictly voluntary.

Meal Room Facility:

For employees’ convenience and comfort, UIC provides a break area. This area is for everyone’s use. It is the employees’ responsibility to do their share in keeping this facility clean and sanitary.

The Company pays the cost of unemployment insurance coverage in accordance with applicable state and federal requirements.  State laws governing eligibility for unemployment compensation benefits vary.  UIC provides documentation requested by the respective state and federal agencies, in accordance with the law.  Determinations as to eligibility for benefits rest with the government agency.

To keep our business running smoothly and each department running smoothly and efficiently, it is important that every employee be on the job on time regularly.  For this reason, careful attention is given to promptness, attendance record, and overall dependability.

The Company recognizes, however, that there may be times when employees are unable to work because of personal, family, or compelling personal business.  The Company is also aware of the importance of providing employees the opportunity for rest, recreation, and personal activities.

UIC will comply with all state and federal laws regulating workplace wages and hours.  UIC reserves the right to review and change the time off policies at its sole discretion with or without notice.

The purpose of each time off is explained as follows.  Any questions regarding the time off policies should be directed to a UIC Officer and/or Human Resources (HR).

Holidays:

Each year Human Resources (HR) provides a list of holidays that are observed by the Company.  This list will be published, when practical, in advance to allow employees to have sufficient time to plan their work and leisure schedules.

All regular full-time employees and regular full-time employees in their introductory period will receive pay for the following holidays: New Year’s Day, Good Friday, Memorial Day, Independence Day, Labor Day, Thanksgiving Day, Day after Thanksgiving, Christmas Day and Three (3) Floating Holiday’s which are be determined yearly by UIC Officers. 

To qualify for holiday pay, an employee must work the full scheduled day before and the full scheduled day after the holiday, except for a scheduled vacation or scheduled day off.  On occasion, the Company may be required to be open on holidays.  If an employee is required to work on a company observed holiday, they will receive holiday pay plus pay for the hours they work. 

Vacation:

Purpose:

It is the intent of the company to provide eligible employees with paid vacation time to enable them to take time away from work for specified periods of time to promote a positive work life balance.

Scope:

This policy applies to:

  • All Full-time regular Usui International Corporation (UIC) employees in the US.
  • Part-time, Co-op employees are not eligible to receive vacation pay.
  • Temporary/Contract employees are eligible according to the applicable vacation accrual schedule or as specified by policy.

Statement of Policy:

Vacation must be scheduled and approved in advance to suit UIC’s business needs.  With due consideration of the work requirements, employees’ supervisors will try to accommodate their request, however, the Company reserves the right to rearrange vacation schedules at any time as circumstances may prescribe.

Generally, vacations should be scheduled well in advance of the time off. However, in extenuating circumstances or an emergency, notification of at least 24 hours prior to commencement is preferred.

Vacation requests during periods of high request volumes will be granted on first-come, first-served basis.

In the event that a paid holiday falls during an employee’s vacation period, the day is counted as holiday pay and not counted as a vacation pay.

Guidelines:

Administration: General

Vacation should be taken within the anniversary year.  A maximum of five (5) days/forty (40) hours vacation may be carried over into the next immediate anniversary. If an employee chooses not to take their vacation time, and he/she is within thirty (30) days of their anniversary date, they will be in jeopardy of losing the time due to carry over.

In rare cases where UIC has found it necessary to delay, defer or cancel an employee’s approved vacation schedule, the Company reserves the right to optionally pay the employee for the vacation earned and not used at the employee’s regular hourly straight-time rate. A written request must be submitted to the proper supervisor and approved by a UIC Officer.

An employee cannot take more than one week’s vacation at a time unless this time is applied toward approved leave or with the approval of the proper supervisor.  A written request must be submitted to the proper supervisor for approval of all vacation time and a minimum of thirty (30) days’ notice prior to taking your scheduled vacation is required. Management reserves the right to designate when some or all vacations should be taken.

Vacation Eligibility and Accrual Schedule:

The company grants paid vacation to eligible employees based on their anniversary date and length of service.

Each anniversary year of service represents one completed full twelve (12) months period of continuous employment.

Vacation will be awarded each year on the employees’ anniversary date. Leave of absences may affect vacation award schedules, see Vacation Accrual During Leaves for additional information.

Vacation Accrual Schedule
Applies to: UIC Full-time regular employees

Length of ServiceAnnual Vacation Benefit
Less than 12 months3 days (24 hours)
1 year > 4 years10 days (80 hours)
5 years > 9 years15 days (120 hours)
10 years > 24 years20 days (160 hours)
Over 25 years25 days (200 hours)

Vacation Accrual Schedule
Applies to: UIC Temporary/Contract Employees

Length of ServiceVacation Benefit
3 months > UIC hire date1 day (8 hours)
UIC hire date3 days (24 hours)

Partial Calendar Year:

Vacation will be award according to the Vacation Eligibility Schedule unless stated otherwise in writing.

New Hires:

If an employee has more vacation time upon hire than the established accrual schedule, the employee will remain at that level until the next qualifying year of service increase, according to the accrual schedule. An employee will not be retroactively awarded vacation due to accrual schedule advance agreements.

Vacation Accrual During Leaves:

Any FMLA leave of absence (continuous or intermittent) will require the use of any unpaid accrued vacation time until the unused vacation balance is exhausted. This time will also be counted against the amount of FMLA leave you have available to use in the applicable 12-month FMLA period.

For an approved General Leave of absence, all unpaid accrued vacation time will be paid on the next payroll following the employee’s last day of work prior to the start of their scheduled leave.

Vacation accruals will not be awarded during an active leave of absence. If the employee returns to work within the approved leave of absence dates, the employee will be considered eligible to resume vacation accruals. Applicable vacation accruals will be award based on the established accrual schedule after the employee returns to work. The employee will be deemed to have returned to work after completing their first scheduled shift after their leave of absence has ended. Any employee that exceeds or does not return within their approved leave of absence dates will be subject to the company rehire policy to determine vacation eligibility.

Vacation Pay:

Non-exempt employees’ paid vacation(s) will be considered hours worked for purposes of performing overtime calculations

Termination/Resignation:

Generally, employees who terminate their employment (voluntary/involuntary) will receive pay for unused vacation.  “Unused vacation” refers to the amount of vacation earned less any vacation taken through the date of termination. An employee who terminates before becoming eligible for vacation will not receive vacation pay.  Partial anniversary service will not be considered, nor prorated, for vacation allowance.

Unused vacation cannot be used to fulfill any notice period of voluntary termination.

If a newly hired employee terminates employment for any reason prior to 6 months continuous service, they will not be eligible for any vacation benefit.

Bereavement Time:

The Company realizes that employees may need to take time off from work in the unfortunate event of a death of a family member or friend.  Employees who have satisfied the six (6) month Introductory Period are eligible for paid bereavement time.

In the event of a death in the immediate family, employees will be granted up to three (3) consecutive days leave, with pay. Immediate family (half, step, or  equivalent) is defined as spouse, parent (in-law) , child (in-law), brother/sister (in-law), grandparent, grandchild, or legal dependent.

One (1) workday leave with pay will be granted for the death of a relative other than a member of the immediate family, to include employee’s cousin, aunt, uncle, spouse’s in-law. For the death of a relative other than an immediate family member a maximum of three (3) times will be paid each year.

In the event of the death of a relative not listed above or a friend, the Company will make every effort to allow employees to take vacation or unpaid leave (1 day).

Bereavement is paid only if an employee takes time off during his/her regularly scheduled work hours to attend the funeral of the death of a relative other than a member of the immediate family. Employees may not request bereavement leave for days falling on Company designated holidays or during an approved leave of absence.  Bereavement leave is considered as hours not worked and will not be counted for overtime pay.

Employees requesting bereavement leave should be prepared to provide proof of the death in the form of a copy of the death certificate, or certified copy of the coroner’s report, certification of attendance at a funeral service signed by a representative of the funeral home including the name, telephone number, and address of the funeral home.

Jury Duty and Witness Leave:

The Company recognizes the responsibility of each individual to perform civic duties as called upon.  It is Company policy to allow full-time employees to take time off from their workday for jury duty and to testify as a witness in a court case.  The Company will pay regular base wages to the employee who is on jury duty or for testifying as a witness for up to thirty (30) days.  Absences longer than thirty (30) days will be handled on a case by case basis.  If you are called for jury duty, you must submit the Court Notice and the Proof of Jury Duty Attendance to the proper supervisor to be attached with your time sheet.  If you are called as a witness, you must supply a copy of the subpoena to be attached with your time sheet.  The employee will be expected to report to work whenever excused by the court, for any workday or portion of a workday.

Jury duty served by employees is considered as hours worked for purposes of performing overtime calculations.  Employees, if subpoenaed, will be given unpaid time-off to appear in court as a witness unless they are a witness on behalf of UIC for a work related matter in which case they will receive their normal rate of pay.  Voluntary duty as a witness is not covered by this policy.

Military Leave:

A military leave of absence will be granted to employees who are absent from work because of service in the U.S. uniformed services in accordance with the Uniformed Services Employment and Reemployment Rights Act (USERRA).  Leave also may be granted for two (2) weeks of annual National Guard or reserve training.  Advance notice of military service is required, with thirty days requested if possible, unless military necessity prevents such notice or it is otherwise impossible or unreasonable.

Military leave is unpaid, however, employees may use any available accrued vacation time for the absence.  Exempt employees who need to take full workweeks of leave for National Guard or reserve training will also have the leave treated as unpaid.

Continuation of health insurance benefits is available as required by USERRA based on the length of the leave and subject to the terms, conditions and limitations of the applicable plans for which the employee is otherwise eligible.

Vacation accrual will be suspended during the leave and will resume upon the employee’s return to active employment.

Employees are entitled to reemployment rights under USERRA if military leave was because of service in the uniformed services and provided the employee meets all of the following requirements:

  • The employee reports back to work or submits an application for reemployment to the Company in a timely manner (the time period will vary depending on the length of the military leave of absence);
  • The cumulative length of the military leave and of all previous military leave from the Company is less than five years;
  • The employee provides a copy of the military discharge documentation that establishes the timeliness of the application for reemployment and character of military service;
  • The employee is released from military service under honorable conditions.

Employees returning from military leave will be placed in the position they would have attained had they remained continuously employed or a comparable position depending on the length of military service in accordance with USERRA.  However, reinstatement may be denied if reemployment is no longer practicable due to changed business circumstances at the Company or your reemployment creates an undue hardship on the Company.

Contact Human Resources (HR) for more information or questions about Military Leave.

Family and Medical Leave of Absence:

Introduction:

The Company provides eligible employees with up to twelve (12) weeks of unpaid FMLA leave within a twelve (12) month period.

A family or medical leave of absence is defined as an approved absence available to eligible employees for up to twelve (12) weeks of unpaid leave during a twelve (12) month period under certain circumstances.  To determine the amount of FMLA leave to which an employee is entitled, the twelve (12) month period is measured backward from the date that the employee starts any FMLA leave.  In other words, any FMLA leave that was taken by the employee during the twelve (12) months immediately preceding the date that the employee takes additional FMLA leave will be counted to determine the amount of FMLA leave remaining.

FMLA leave may be taken for the following reasons:

  1. Following the birth of an employee’s child, on the placement or adoption of a child, or foster care with an employee.
  2. When an employee is needed to care for a child, spouse, or parent who has a “serious health condition.”
  3. When an employee is unable to perform at least one of the essential functions of his or her position because of the employee’s own “serious health condition.”
  4. When an employee’s spouse, parent, son, or daughter (of any age) experiences a qualifying exigency resulting from military service (applies to active service members deployed to a foreign country, National Guard and Reservists).
  5. To care for an employee’s spouse, parent, son, daughter (of any age), or next of kin who requires care due to an injury or illness incurred while on active duty or was exacerbated while on active duty. Note: A leave of up to 26 weeks of leave per 12-month period may be taken to care for the injured/ill service member.

Eligibility:

Eligible employees must have been employed at the Company for at least twelve (12) months and must have worked at least 1,250 hours during the twelve (12) month period immediately preceding the first date of the leave.

Relation to Other Leaves:

Available FMLA leave will be run concurrently with any other approved leave of absence (e.g. short-term disability, worker’s compensation, etc.). 

In addition, unused accrued vacation time will be substituted for approved FMLA leave.  

Basic Requirements and Conditions of Leave:

Request for Leave:

A request for Family and Medical Leave of Absence form must be filled out by the employee.  This form must be completed in detail, signed by the employee and submitted to Human Resources (HR).  If the need for leave is foreseeable, the form should be submitted thirty (30) days before the need for the leave.  If the leave is not foreseeable it should be submitted as soon as practicable based on the circumstances.  The failure to complete and return any requested paperwork on a timely basis will result in the delay or denial of the leave.

Medical Certification:

The Company will require medical certification from the employee’s health care provider to support a request for leave for an employee’s own serious health condition, to care for a seriously ill child, spouse, or parent, or for military care leave.  Human Resources will provide the certification form for the employee to give to their health care provider.

For the employee’s own medical leave, the certification must include a statement that the employee is unable to perform at least one essential function of his or her job and include a diagnosis, reason for leave, and a specific period of time off required.  For certification for intermittent leave or leave on a reduced leave schedule for planned medical treatment, the certificate must state the dates on which the treatment is expected to be given and the duration of the treatment.

For leave to care for a seriously ill child, spouse, or parent, the certification must include a description of the family member’s illness, the medical need for care provided by the employee, and an estimate of the amount of time that the employee is needed to provide care.

The Company may require a second medical opinion at its own expense.  If the first and second opinions differ, the Company may require the binding opinion of a third health care provider, approved jointly by the Company and the employee and paid for by the Company.  The Company may also ask for periodic recertifications depending on the nature of the leave.

Military Exigency Leave:

Employees requesting a military exigency leave may also be required to provide appropriate active duty orders and subsequent information concerning particular qualifying exigencies involved.

Intermittent or Reduced Leave:

Leave may be taken on an intermittent or reduced leave schedule if it is medically necessary for a serious health condition of the employee or his or her spouse, child, or parent.  If leave is required on this basis, however, the Company may require the employee to transfer temporarily to a part time schedule or an alternative position that better accommodates recurring absences.  The alternative position will have equivalent pay and benefits.

Employees on an approved intermittent leave must follow the Company’s regular call-in procedure to request intermittent FMLA leave time.  Failure to do so may result in denial of leave.

No Other Leave

While on FMLA leave, an employee is prohibited from having other employment

Fitness for Duty

Employees requesting personal medical leave will also be required to provide a fitness for duty certification from their health care provider prior to returning to work.

Spouses’ Combined Leave

Spouses who are both employed by the Company and have worked the required period for eligibility are entitled to a joint total of twelve (12) weeks leave (not twelve (12) weeks each) for the birth or placement for adoption or foster care of a child or for the care of a seriously ill parent.  For any other qualifying FMLA reason, each spouse will be entitled to the full twelve (12) weeks of FMLA leave, or that portion of leave remaining in the relevant twelve (12) month period.

Notification and Reporting Requirements:

When the need for FMLA leave is foreseeable, such as the birth of a child, placement for adoption or foster care of a child, or a planned medical treatment, the employee must provide reasonable prior notice, at least thirty (30) days prior to the planned leave where possible, and make an effort to schedule leave so that it does not unduly disrupt Company operations. 

When the need for FMLA leave is unforeseeable notice must be provided as soon as practicable under the circumstances.  Normal notification procedures apply to such notice, as well as to notice for approved intermittent or reduced schedule leave. 

Should an employee remain off work for three (3) consecutive days due to a serious medical condition but without requesting leave, the Company reserves the right, upon learning of the serious medical condition, to designate the leave as a FMLA qualifying leave regardless of whether the employee requests such FMLA leave.

Employees who are on an approved FMLA leave for their own serious health condition may be asked periodically about their status and their intention to return to work.

Benefits During Leave:

Group health care coverage will continue for employees on approved FMLA leave as if they were still working.  Employees will be required to pay any employee contribution to premiums and are advised to arrange to pay their share of premiums during their absence.  If the leave or any part thereof is paid, premiums will continue to be paid through payroll deduction.  If the leave is unpaid, employees are responsible for making sure the Company receives premium payments. Human Resources will provide a schedule of payment amounts and the due dates upon return from any unpaid leave of absence.

If an employee chooses not to return to work, or does not stay at work for at least thirty (30) days upon return (for reasons other than retirement) after an approved unpaid leave of absence, the Company may recover from the employee the cost of any payments made to maintain the employee’s health insurance during a leave, unless the failure to return is because of a serious health condition or reasons beyond the employee’s control.

Return to Work:

While on FMLA leave, an employee is prohibited from having other employment.

Employees returning to work at the end of leave will be reinstated to their original job or an equivalent job with equivalent pay and benefits. Employees will not lose any benefits that accrued before leave was taken. Employees may not, however, be entitled to discretionary raises, promotions, bonus payments, or other benefits that become available during the period of leave.

The Company is not obligated to hold an employee’s position open if the employee does not return from an approved FMLA leave.  However, if an employee is unable to return to work after an FMLA approved leave because due to a serious health condition, please contact Human Resources as soon as possible.  The Company may ask for additional medical documentation or other information to evaluate whether the employee has a qualified disability covered by the disability discrimination laws and whether it may be able to extend a reasonable accommodation such as additional leave time.

Military Care Definitions

Next of Kin: A blood relative other than a spouse, parent, or child in the following order: brothers and sisters, grandparents, aunts and uncles, and first cousins. If a military service member designates in writing another blood relative as his or her caregiver, that individual shall be the only next of kin. In appropriate circumstances, employees may be required to provide documentation of next of kin status.

Qualifying exigencies for military exigency leave include:

Maternity Leave:  

See Family and Medical Leave

General Leave Of Absence:

The Company may grant a general leave of absence without pay for non-recurring personal circumstances that create unforeseen and compelling personal need, and whose circumstances do not qualify for any of the other types of leaves available.

A leave of absence is intended to accommodate employees who encounter circumstances that necessitate an extended period of time away from the job.

A general leave of absence is not to exceed six (6) months.  An employee who is granted an unpaid leave of absence must take any accumulated paid leave prior to being placed on leave without pay.  A general leave of absence is different from vacation leave, medical leave or family leave.

Eligibility:

Employees must be classified as regular full-time employees and must have completed at least one (1) year of continuous service prior to the request for leave without pay.  Exceptions to this eligibility will be reviewed on a case-by-case basis.

Provisions:

A fully detailed written request stating the purpose and the beginning and ending dates of the leave of absence should be submitted to the employee’s supervisor at least two (2) weeks prior to the first day of the anticipated leave.  Depending on the duration of the leave, the decision whether or not to grant leave will be made jointly among supervisor, manager, General Manager, UIC Officer, and/or Human Resources (HR). All leaves of absence will be granted at the sole discretion of the Company.  Consideration will be given to business necessity, the purpose and urgency of the request, and the employee’s performance and attendance records.

During a general leave of absence, UIC will not continue coverage of insurance or benefits for the employee; however, COBRA will be offered.

Vacation days will not accrue during the period of the leave.  Employees are not eligible for any Company benefits while on leave.

An employee failing to report to work on the first working date following the expiration of the leave will be considered to have voluntarily resigned.  In such a case, the termination date will be the last day worked.

Leave extensions will be granted only under extraordinary circumstances, and then only if the employee requests such extension at least two (2) weeks prior to the expiration of the original leave.

If practical, the workload of the employee on leave will be absorbed by other employees.  Employees who take a general leave of absence will not be guaranteed their job at the end of the leave.  If available, they may be considered for his/ her former position.  If the former position is not available, the employee may be placed in another position for which he/she is qualified.  If a comparable position has not been found following the expiration of the leave, then the individual’s employment will be terminated.  If the employee refuses an available position, the refusal will be treated as a resignation.

The granting of a general leave of absence is based on compelling personal situations.  Engaging in, or applying for, any employment during a leave of absence will result in termination.  Use of a leave of absence for a purpose other than that requested will result in the forfeiture of reinstatement rights.

The granting of the time off may be dependent upon workload and business considerations.  Taking time off under false pretenses is a violation of trust that is subject to disciplinary action, up to and including termination.

SECTION 500 – Work Rules

Employees are expected to dress in a manner appropriate to the job they perform.  At all times, employees should maintain a clean/neat appearance and should maintain an acceptable level of bodily hygiene to ensure that interactions with visitors and co-workers remain positive and pleasant. All employees of UIC have a direct impact on the image of the Company. Regardless of the nature of work activities, clothing should be safe, neat, in good taste, project a positive image, and appropriate for display among visitors and co-workers.

General Plant Floor Basic PPE Requirements

Does NOT include Office or Breakroom areas.

  • Shoes (footwear must be fully enclosed and cover the heal and toes)
  • Safety glasses

Employees whose primary responsibilities are within the office environment business casual attire is appropriate.  When dealing with customers and/or guests, more standard business attire may be appropriate.

Employees performing hands-on activities such as assembling products, moving inventory, or performing maintenance, jeans or shorts may be worn as long as they conform to dress code requirements.

In compliance with this policy, the following are examples of unacceptable attire:

  • Excessively worn, torn or patched clothing
  • Strapless dresses/sundresses
  • Sleeveless attire of any kind (includes halter, tube, tank tops or muscle shirts)
  • Revealing attire (including sheer, see through or extremely form fitting clothing)
  • Shorts, skirts, or any outfit shorter than mid-thigh
  • Sandals, thongs, slides, flipflops etc.
  • Clothing, hair, nails that are excessively long, flowing or loose that may create a safety hazard while using equipment (any clothing or body applications that prohibit your ability to wear required PPE).
  • Clothing with profane, lude, sexual, gory/graphic or potentially provocative images or language.

Due to the variety of work assignments and working conditions, it is not practical to establish specific and absolute criteria for appropriate dress. Therefore, each reporting area’s Supervisor will provide additional guidance on what is appropriate when additional criteria or safety requirements apply. If, at any time, in compliance with this policy, an employee’s attire is deemed inappropriate. A member of the leadership team may send the employee home to change clothes, ask the employee to cover the images/language with other apparel or ask the employee to turn the shirt inside out. Repeated infractions of this policy could result in progressive discipline up to and including termination.

Company employees are expected to conduct themselves at all times in a manner that does not adversely affect the integrity, reputation, or credibility of the Company or themselves.  The conduct, behavior and decorum of employees while at work or any time while on Company property reflects upon the Company.  Any illegal, immoral, unprofessional, discourteous, disrespectful, violent, or rude conduct by an employee while at work or on Company property, will not be tolerated.  Employees should always be respectful and courteous towards employees, guests and other persons while at work or at any time while on Company property.

Good conduct also applies to all employees when away from Company premises to the extent that such behavior, in the Company’s judgment harms or could harm the Company’s reputation and/or product or services, renders an employee unable to perform duties or appear at work or leads to refusal, reluctance or inability of other employees to work with the employee.

Regular attendance and adherence to scheduled working hours, including assigned overtime, by all employees is considered essential.  Employees are expected to report to work whenever scheduled and be at their workstation at their starting time and again after their meal and break period in the daily work schedule.  Failure to observe working hours reduces productivity and places an unfair burden on fellow employees.  Compliance with these standards is an important factor in evaluating job performance. 

Whenever an employee is unable to report to work because of illness or emergency, he/she must notify his/her supervisor as far in advance as possible prior to his/her scheduled work time. Employees must personally report their absence using the call off line for each site.  Messages left with co-workers or other employees are not acceptable.  Text messages are not acceptable.  Failure to notify the company of your absence may result in disciplinary action.

This policy applies for each day of his/her absence or tardiness. 

Excessive absenteeism and/or tardiness and failure to provide proper notification of an absence or lateness, unexcused absences, late arrivals or early departures from work may result in disciplinary action, up to and including termination.  An attendance record is kept and becomes part of the personnel record.

Excused Absences:

Absences from work granted as established by this Handbook and approved by the employee’s supervisor:

  1. Holiday
  2. Vacation
  3. Bereavement Time Off
  4. Family and Medical Leave of Absence
  5. Jury Duty and Witness Leave
  6. Military Leave

Unexcused Absence:

A Failure to obtain supervisor’s approval before taking excused absences, except Family Medical Leave of Absence approved by law;

Any absence in excess of allowed and granted time off from work established by this Handbook;

A failure to report to work after notification of being late.

Tardiness:

  1. Reporting for work after the start of the scheduled working hours;
  2. Failing to return to work punctually after meal and/or breaks period; and/or
  3. Leaving early before the end of the working hours.

Corrective Action:

The violation of the attendance policy will be dealt with through the Company’s discipline policy at No. 275, and may include any of the following actions:

  • First Written Warning;
  • Second Written Warning;
  • Suspension; or
  • Termination.

If an employee fails to report to work for three (3) consecutive scheduled workdays without reporting the absence on the call off line, it will be assumed that the employee voluntarily separated from the Company.

Any employee who is separated from the Company for violations of the attendance policy will not be eligible for bereavement pay or rehire.

FOR PLANT PERSONNEL:  If your plant has a point system in place, it will apply.  Please see your supervisor or Human Resources for this policy.

Plant Point System(s):
Ohio (SVP/WCP)
Virginia (VAP)

The use of computer systems, Company data network, and the Internet are necessary and important facets of the business.  All employees are directly responsible for the integrity of the Company data, network, and computer system.

COMPUTER HARDWARE AND SOFTWARE

Company computer equipment is to be used for business purposes only. GAMES, PERSONAL SOFTWARE, AND OTHER UNAUTHORIZED SOFTWARE ARE NOT TO BE INSTALLED ON COMPANY EQUIPMENT.  Unauthorized software has created problems with computer performance and operations in general, and could lead to the introduction of a virus to our computers or our network.  Unauthorized use of software, files, etc. will not be tolerated and may lead to the termination of employment. 

Employees may not make unauthorized copies of computer software, access public bulletin boards from the Company computers or load any software that has been acquired from unauthorized vendors.

ID and Password Usage:

Access to the Company’s computer files and data stored on its network is limited to those who have a reasonable need to access the information.  All employees who use the computer system will be held accountable for any and all activities logged to their computer ID’s, unless illegal access by another individual has been clearly established. 

The following are considered a breach of UIC security:

  • Sharing ID’s and/or password;
  • Accessing the Company’s  data network or files when there is not necessity deriving from the employee’s assigned job function;
  • Disclosing Company data to other individuals when there is no necessity deriving from the employee’s assigned job function;
  • Destroying, deleting, altering or appropriating Company data; and/or
  • Installing, copying, and/or transmitting any documents, software, or other information protected by the copyright laws.

Internet Policy:

Internet facilities are to be used for business purposes only.  The Company use of the Internet is viewed as a privilege and not a right.  The equipment, services, and technology provided to access the Internet remain at all times the property of the Company.  As such, UIC reserves the right to monitor Internet traffic, and retrieve and read any data composed, sent, or received through the online connections and stored in own computer systems.  No employee should have any expectation of privacy as to his/her Internet usage. When using the Internet, employees should remember that they are entering a global community and that all information is public.  The Company uses software that monitors Internet sites visited by employees.  Violations of this policy will result in disciplinary action up to and including termination. 

In general, downloading files from the Internet is prohibited without a proper authorization obtained from the Company.  The primary purpose of the Company’s Internet connection is business-related only.

Return of Computer Property and Data

Any electronic device issued to the employee or used to conduct company business must be surrendered to IT or Human Resources (HR) at the time of employment separation.  These items include but are not limited to laptops, mobile devices, software, external hard drives and flash drives, and any personal devices where Company data may reside.  Any logins or PIN’s needed to access these devices as well as any external web site or application logins must be provided. Personal devices containing Company data must be presented to IT before departure to be reviewed by IT and/or management personnel to allow removal of data. The return of these personal devices will be at the discretion of the Company’s management.

Electronic System Policy

Please refer to UIC’s Electronic Systems Policy for more details below.
IT Security Policy for Users

Employees must exercise the utmost discretion in dealing with trade secrets and proprietary information, even after separation from UIC.  Disclosure of privileged information could seriously affect the operations of UIC and could jeopardize UIC competitive position or reputation.

There is a variety of information that seems routine, but might be proprietary.  This may include, but is not limited to:

  1. Formula, pattern, device or other information that is used or developed in the Company’s business;
  2. Technical “know-how”;
  3. Business plans;
  4. Telephone numbers;
  5. Computer programs;
  6. Passwords or access codes;
  7. Customer lists;
  8. Pricing arrangements;
  9. Budgets; and/or
  10. Personal information about employees.

All trade secrets and confidential information, whether physical or intellectual, are property of UIC.  Therefore, the utmost care must be taken by every employee not to discuss or even mention any of the affairs of the above with individuals outside the Company or even inside the Company if the person does not have legitimate needs to know the information.  Unauthorized disclosure of confidential information is a serious matter and may be cause for disciplinary action including termination or legal action. This obligation continues after a separation from the employment for any reason.

While employees have the obligation not to disclose Company confidential information, under federal law an individual may not be held criminally or civilly liable under any federal or state trade secret law for the disclosure of a trade secret that: (a) is made (i) in confidence to a federal, state, or local government official, either directly or indirectly, or to an attorney; and (ii) solely for the purpose of reporting or investigating a suspected violation of law; or (b) is made in a complaint or other document that is filed under seal in a lawsuit or other proceeding.

Further, an individual who files a lawsuit for retaliation by an employer for reporting a suspected violation of law may disclose the employer’s trade secrets to the attorney and use the trade secret information in the court proceeding if the individual: (a) files any document containing the trade secret under seal; and (b) does not disclose the trade secret, except pursuant to court order.

Mail:

When sending outgoing mail:

  1. Always put a return address on correspondence;
  2. Properly address all outgoing mail;
  3. Prepare customer correspondence neatly; and
  4. Use Company stationery for business purposes only.

When applicable, the interoffice mail system and envelopes should be used for any internal correspondence.

Voice Mail:

At most locations, business telephones are equipped with voice mail system to handle incoming calls and/or to record messages.

Employees must use good judgment when leaving voice mail messages.  Whether leaving messages to fellow employees or others, employees should not include anything that could not be said in public or become public knowledge.

E-Mail:

E-mail is a standard tool for external and internal business communication.  .  The e-mail system, like access to the Internet, is provided to employees at Company expense to assist them in carrying out the Company’s business and is to be used for business related purposes only.  UIC recognizes that employees may engage in some minimal personal use of the Internet and e-mail system.  However, the employee’s use must not affect or interfere with the employee’s performance of his/her job, constitute conduct that is inappropriate for the workplace, compromise the Company interests, result in added costs to the Company, or otherwise impair operations of the information systems in any way.

Employees must use good judgment when sending e-mail messages.  Messages should not include anything that could not be said in public or become public knowledge.  Accordingly, please take care to ensure that your messages are courteous, professional, and businesslike. 

The Company  e-mail is not to be used for solicitation (e.g., classified ads), distribution, messages of a degrading, pornographic, or threatening nature, personal information, sexually suggestive jokes, or personal comments to, or about other employees, etc.   Also, employees are not to send any information that could be construed as discriminatory in areas of race, religion, sexual orientation, gender, age, familial status, disability or any other protected class.  The same customs and courtesies that apply to other forms of correspondence apply to e-mail messages.  ALL MESSAGES SENT OR RECEIVED ARE THE PROPERTY OF THE COMPANY AND ARE SUBJECT TO REVIEW.  Employees should understand that they have no expectation of privacy in connection with the access and use of the e-mail system, including sent, received, or stored e-mail messages, and that employee use of the system may be monitored.  The Company can access and disclose the contents of any employee’s e-mail at any time within its discretion, but will always do so when it has reasons to believe that the employee is (1) engaged in e-mail conduct that may violate criminal or civil law or that constitutes gross misconduct or (2) sending e-mail messages that may adversely affect the Company’s interests or the interest of any employee of the Company.  Your e-mail messages may be read by someone other than the addressees to whom you send them and may even someday have to be disclosed to outside parties or a court in connection with a lawsuit.

Any improper use thereof, may result in discipline up to and including termination.

Smoking in any UIC plant location or facility is prohibited.  This includes the use of all e-cigarette or vaping products. All state and local smoking ordinances must be followed.  All employees are expected to be courteous and to respect the rights of non-smokers and smokers respectively. Littering of any smoking materials on office grounds or plant grounds is not permitted.

Employees who wish to smoke must limit their smoking to approved break and meal periods  in specifically designated areas or away from the facility.   

An employee found in violation of the smoking policy may be subjected to disciplinary action. Any questions or complaints regarding smoking should be directed to the employee’s supervisor.

An employee who accepts outside employment, whether part-time, temporary, or permanent, shall give a written notice to his/her supervisor or Human Resources (HR) and the following guidelines apply: 

  1. The nature and scope of the proposed outside employment should be disclosed to upper level management or appropriate supervisor, in writing prior to starting the other employment; including work schedule, job duties, and any anticipated impact the other job might have on your position with the Company.
  2. Outside employment must not  interfere with scheduled work hours and your work requirements at the Company, including overtime.  Your work at UIC must take precedence over any outside employment.
  3. Outside employment must not present a conflict of interest.
  4. Outside employment is prohibited while on an approved FMLA leave.

If any of these guidelines are not followed, disciplinary action, up to and including termination, may result.

All employees should use the parking facilities provided by the Company.  Please allow space in front of building for visitors.  Do not park in any disability access space unless you have a valid disabled parking sticker.

Courtesy and common sense in the parking area will help eliminate accidents, injuries, and damage.  If employees become involved in any of these situations in the parking area, they must immediately report the incident to their supervisor along with license numbers and any other pertinent information.

Make sure to lock and park a car within the specified areas. However, the Company cannot be and is not responsible for any loss, theft or damage to vehicle(s) or any of its contents.

An employee separating for bona fide reasons may be eligible for consideration for re-hire under the following terms and conditions:

  1. The employee has provided a minimum one (1) year of service;
  2. The employee left for a compelling reason;
  3. The employee has left in good faith, i.e., provided two (2) weeks notice and had been a credit to their department and to UIC in general; and
  4. The re-hire policy will be applied one time only (except in the case of temporary, part time, seasonal, or intern status).

All re-hired employees will be required to complete the Introductory Period the same as all new hires and the Company retains the same right to employment at will.

In an effort to provide a work environment free from unwanted pressures and interruptions that may be caused by solicitations, individuals not employed by the Company are forbidden to sell to or to solicit employees, or to distribute literature on Company property at any time.

To avoid disruptions in work and disturbance to other workers during work hours by fellow employees, (who for a variety of reasons are seeking to sell products, solicit financial support or otherwise distribute materials of a non-business nature), any type of sale, solicitation of financial contributions, or the distribution of non-business related materials or literature in the Company work premises during Company working hours is prohibited.

“Working hours” is defined as the time employees are scheduled to work.  “Working hours” do not include meal periods or the time before or after working hours.

Company telephones and Company provided cellular phones are for conducting Company business.  In order to keep the Company telephones available for business purposes and to minimize the telephone expense, employees are required to keep personal telephone calls to an absolute minimum.  Employees may use a business number as a source of contact in the event of an emergency while at work.

Telephone communication creates a lasting impression.  Employees should always exercise courtesy and professionalism whenever using the telephone for, or on behalf of, UIC.

The Company reserves the right to monitor employee telephone calls and/or computerized communication activity for its facilities.  Any such monitoring will be restricted to the ordinary course of the Company business activity.

For Plant Personnel Only:

If an employee receives a phone call at work, a message will be taken and given to the employee at their break time.  In case of an emergency, the employee will be contacted immediately.

Personal cellular telephone use is not allowed on the production floor.

Either the employee or the Company may terminate the employment relationship at any time, with or without reason or cause.  The policies set forth in this Handbook are not intended to give rise to contractual rights or obligations, or otherwise to restrict the at will nature of the employment relationship.  

The Company reserves the right to change these policies at any time with or without notice.

Resignation:

Resignation occurs when an employee takes voluntary action to break the employment relationship with UIC.  An employee who abandons his/her position will be considered to have resigned on the last day worked.  Failing to return to work from an approved leave of absence and failing to report or call in to work for three (3) consecutive workdays are treated as resignations.

As a courtesy, employees are expected to notify their supervisor at least two (2) weeks of advance notice of resignation.  Employees should submit a letter of resignation with the last anticipated workday to their supervisor or Human Resources (HR).

Termination:

It is essential that all employees accept personal responsibility for maintaining standards of conduct and job performance, including the adherence of Company rules, policies and procedures. 

If the Company observes that an employee is not suited for the duties he/she has been asked to perform and/or is not able to maintain a commitment to UIC rules, termination may result with or without prior notice.

The Company may terminate employment with or without cause at any time.

To safeguard the property of employees, customers and the Company, UIC reserves the right to inspect any packages, parcels, purses, handbags, briefcases, lunch boxes, or any other possessions or articles carried to and from the Company’s property by employees and all other persons entering and leaving the Company premises.  In addition, UIC reserves the right to search any employee’s office, desk, files, locker, or any other area or article on the premises.  In this connection, it should be noted that all offices, desks, files, lockers, and so forth, are the property of UIC and are issued for the use of employees only during their employment with the Company.  Inspections may be conducted at any time at the discretion of the Company.  UIC is not liable for the loss of personal property.

Persons entering the premises who refuse to cooperate in an inspection conducted pursuant to this policy will not be permitted to enter the premises.

Employees working on or entering or leaving the premises who refuse to cooperate in an inspection, will be treated as a serious act of insubordination that may result in immediate termination from the Company.

SECTION 600 – Safety Policies

The Company makes every effort to provide safe working conditions for UIC employees as well as visitors to its facilities.  UIC observes the safety laws of the government bodies within whose jurisdiction UIC operates.  No one will knowingly be required to work in any unsafe manner.  Safety is every employee’s responsibility.  Therefore, all employees are requested to point out potential hazards and do everything reasonable to keep the Company a safe place to work.

In line with this policy, UIC requires that the safety rules and regulations set forth in this Handbook be observed and practiced by all employees.  Failure to comply with the health and safety standards may result in disciplinary action, up to and including termination.

Accidents:

If an injury occurs on the job, no matter how slight, report it immediately to a supervisor or department head.  Injuries that are reported late will  be viewed by our insurer as potentially unrelated to work.  A work-related injury or illness may result in a drug screen.  Any employee who fails to report any incident/accident is in violation of this policy and is subject to disciplinary action, up to and including termination. 

Medical treatment should be obtained through the clinic that provides our Company’s drug screening, or else at an occupational health clinic or urgent care facility.  The injured employee must submit documentation from the clinic or doctor in order to be eligible for a work-related leave of absence. 

Employees on a workers compensation leave of absence are provided with benefits the same as under the Family or Medical Leaves of Absence in Policy No. 420.  It is the employee’s sole responsibility to keep management informed at all times regarding their return to work date and return to work intentions.

Before returning to work, the employee must present a statement from the medical facility stating that the employee is able to return to work, with or without restrictions.

General Emergencies:

Emergency means an unusual condition that endangers life or property.  Every employee must follow the emergency procedure and instruction set forth at his/her facility.  Fire is an ever-present hazard, especially where electrical equipment is concerned.  All employees must familiarize themselves with the fire extinguisher locations and the building exits.  All exit doors are marked and equipped with lighting and “EXIT” signs are posted throughout the building.  All exit areas should be kept clear of boxes and debris at all times.

These safety rules have been established for the protection of each employee. All employees of UIC are requested to cooperate in observing these rules, and to help in making UIC a safe and orderly place to work.

Employees shall:

  • Never operate any machine or equipment unless they are specifically authorized to do so by their supervisor;
  • Not operate defective equipment. Do not use broken hand tools. Report defective or hazardous equipment to their supervisor;
  • Obtain full instructions from their supervisor before operating a machine with which they are not familiar;
  • Never start on any hazardous job without being completely familiar with the safety techniques, which apply to it. Check with their supervisor/team leader if in doubt;
  • Make sure all safety attachments are in place and properly adjusted before operating any machine;
  • Not operate any machine or equipment at unsafe speeds. Shut off equipment which is not in use;
  • Wear all protective garments and equipment necessary to be safe on the job. Wear proper shoes (sandals or other open-toed or open heeled or thin-soled shoes should not be worn);
  • Wear safety glasses at all times while in the plant;
  • Not wear loose, flowing clothing while operating machinery. (This includes jewelry). Long hair should be pulled back in a rubber-band or hair clip;
  • Never repair, lubricate or adjust machines or equipment unless specifically authorized in writing by their Team Lead or Supervisor and the Safety Specialist on the specified form. Only trained and authorized employees in “Lockout/Tagout/Tryout” may perform this activity per government regulations;
  • Put tools and equipment away when they are not in use;
  • Not lift items, which are too bulky or too heavy to be handled by one person. Ask for assistance;
  • Keep all aisles, stairways, and exits clear of skids, boxes, equipment, and spillage;
  • Not place equipment and materials so as to block emergency exit routes, sprinkler shutoffs, machine or electrical control panels, or fire extinguishers;
  • Stack all materials neatly and make sure piles are stable;
  • Keep their work area, machinery and all Company facilities which they use clean and neat;
  • Not participate in horseplay or tease or otherwise distract fellow workers. Do not run on Company premises – always walk;
  • Not use cellular phones and/or other mobile devices during working hours unless permitted or requested by their supervisors. Any activity that poses a safety hazard to themselves or others;
  • Not use any type of electronic devices or personal earphones/headphones;
  • Show courtesy to power-truck operators. Power-truck operators must safeguard other workers at all times;
  • Follow the policy for drinks and drink containers in the manufacturing area for the facility where you are working. When allowed, drink containers must be sealed and is the sole responsibility of the employee to dispose/remove the container daily;
  • Food is not allowed outside of breakrooms or office areas under any circumstances;

Games, newspapers and magazines are not permitted in the work area.

Some prescription drugs can impair an employee’s ability to safely operate certain machines.  Additionally, some medical conditions (such as severe arthritis, seizure disorders, cardiac problems, diabetes) can pose potential safety problems to employees or those around them.  Employees are requested to report Human Resources (HR) if they are on prescription medication(s) or suffering from a chronic condition or other health problem and their health care provider advises that the medication or condition may affect their ability to safely perform their job.  Employees should review their work requirements with their health care provider to help determine any limitations or safety concerns.  Having this information better enables the Company to ensure the employee’s safety and the safety of others.  As always, any medical information or history will be held in the strictest confidence and will be maintained in a separate file.

HAZARDOUS CHEMICALS

It is Company policy to provide specific policies and procedures for hazardous chemicals through a comprehensive safety and hazard communications program.  The appropriate manager or qualified employee can discuss potential hazards associated with chemicals you encounter in the workplace.  There will be Safety Data Sheets (SDS) on each plant site for you to review and study. 

Refer to these safety and health information data sheets as guides whenever there are questions about the safe handling of a particular chemical.

Avoid dangers by familiarizing yourself with the information contained in the SDS and solicit additional information from you supervisor if you are unsure how to handle or use any product.

Safety First.  Never take chances.

UIC issues a comprehensive Alcohol & Drug-Free Safety/Workplace Policy to all employees.  Employees are expected to thoroughly read the policy for details regarding the terms and conditions.  From UIC’s overall viewpoint the Company attempts to provide a safe and productive work environment that is free from the effects of drug and alcohol abuse.  Considering this, all employees are forbidden to use illegal drugs or alcohol on the job, to come to work with these substances present in his/her body, to be under the influence of drugs or alcohol, or to possess, distribute, or sell drugs in the workplace.  The definition of illegal drugs includes medical marijuana.  The Company expects employees to report to work in a condition to perform their duties in a safe and effective manner.

Employees must report to work without any impairment that might prevent them from behaving appropriately or performing their jobs safely and efficiently.  Drug and alcoholic abuse by employees is absolutely prohibited.

Violations of this policy are subject to disciplinary action, up to and including immediate termination.

Drug or Alcohol Testing During Employment

When management has a reasonable suspicion that an employee is violating this policy,

Education and Treatment Programs There may be drug education, treatment, or medical rehabilitation programs available through our health care insurance for employees who carry our Company health insurance.  The Human Resources Department has a list of other referral sources that you may contact.

Downloadable Policy Document
Drug-Free Workplace Policy

In order for UIC to provide a secure environment in which to work, employees should:

  • Report any suspicious person on or around Company property to their supervisor, any manager, or Human Resources (HR).
  • Immediately report any violent act or threat of violence directed against the employee, any coworker, supervisor, customer, visitor or other individuals on Company property or during working hours (including meal breaks) to a supervisor, manager or HR no matter how trivial and regardless of whether it was an accident, joke, prank, in jest or in connection with horseplay.  Any manager receiving such a report must inform HR, and if necessary the General Manager, at the earliest possible opportunity.
  • Do not hold the door open for strangers entering the workplace.
  • All visitors must have an escort in the building at all times.  Do not leave any visitor unattended.

Lock up valuable equipment, personal property, and Company confidential documentation at the end of the business day.

In the event of severe weather conditions or other emergencies, the General Manager and UIC Officers at its facility may decide to close its operation in order to provide for the safety of the employees.

It is general policy that UIC facility will be open unless otherwise announced by general manager or informed by the local news media regarding severe weather and emergency conditions in the area.

SECTION 700 – Travel Policies

Employee travel performed in the course of conducting Company business or training related to the employee’s position must be approved in advance and is reimbursed under these guidelines.

Business Travel Guidelines

All employees are encouraged to be responsible for the cost control and minimizing of corporate travel expenses.  Good professional judgment is your responsibility to the Company when traveling on business.  Please refer to the company travel policy.

Approval Process:

Employees must request approval for discretionary overnight business trips by email to their immediate managers prior to making the trip.  (Discretionary travel is defined as the employee (salesperson, engineer, administrative personnel, etc.) determines the need to travel versus being directed to travel by a manager.)  Management must respond with either a “YES” or “NO” email authorization (copied to a UIC officer) to make the overnight trip.

Within seven days of completing the approved trip, a trip report must be submitted to the employee’s manager.  Failure to do so may delay reimbursement of business expenses incurred for this trip. No expenses will be reimbursed after 60 days.

If an employee fails to get pre-approval – that is, a “YES” response via email from the manager – then a review by management of the circumstances may result in a decision that some, or all of the expenses incurred were personal or a necessary business expense.

Employee Owned Vehicles

Employees must have a valid driver’s license and valid proof of automobile insurance to be eligible for using their vehicle for Company business.  In the event an employee who is required to drive for Company business has his or her license is suspended, or the employee should lose his or her driver’s license and/or automobile insurance, for any reason, the employee must immediately inform the supervisor. 

In order for an employee to be reimbursed for vehicle-related expenses, details must be provided along with authorization and approval from your supervisor.  Mileage is reimbursable at the published accounting rates for business purposes only.  Keep track of mileage and process it on the appropriate expense process.  Commuting miles to and from work are not reimbursed. 

Company Leased or Company Owned Vehicles

An employee must have a valid driver’s license, good driving history and have demonstrated responsible job performance to be an approved driver of a Company owned or leased vehicle.  The Company may also review an employee’s driving record at any time as a condition of continued approval to drive a Company vehicle. A copy of the employee’s driver’s license must be available for inspection in the employee’s personnel file.

Company owned and leased vehicles must have a valid insurance card in them at all times.  As policies are renewed or changed, new insurance cards will be issued.  It is the responsibility of the assigned employee to ensure all vehicles are properly licensed and insured.

For employee’s who have been issued a company vehicle for personal use, a family member may be permitted to drive a company owned or leased vehicle as long as the family member holds a valid driver’s license, has his/her own car insurance coverage and is accompanied at all times in the vehicle by the employee. 

All seat belt and smoking ordinances must be strictly adhered to while in Company owned or leased vehicles.   All employees are expected to follow all traffic and safety regulations.  Any ticket or citation received while you have the vehicle is your personal responsibility.  The Company will not be liable for any fines or other actions resulting from traffic violations.  Using a cell phone or similar device while driving a Company-owned or leased vehicle is prohibited, whether you are driving on company business or commuting to and from work.  While you are driving you are not to use your cell phone or similar device to place or receive calls, text message, surf the Internet, or receive or respond to email for any activity related to work.  If you need to respond to a work-related matter, you are expected to take appropriate precautions before engaging in a call or text message.

Appendix
Company Car Policy

Air Travel

The corporate assigned travel agency should be used when making travel arrangements.  Any employee who travels for business purposes should complete a personal profile to this agency for more efficiency when making your travel arrangements.

For air transportation, reservations should be made as far in advance as possible to take advantage of significant savings of airfare.  We want to secure the lowest airfare.  Utilizing partial penalty tickets for scheduled trips is encouraged to receive the best fares of discounted coach fares that are less than full coach, but with no cancellation penalty.  Full penalty tickets for full fare coach should not be reserved without prior approval of the appropriate supervisor.  Cancellations and exchanges should be called into the corporate assigned travel agency as soon as possible for the appropriate credit to be processed.

The Company permits the traveler to participate in frequent flyer programs, and to keep all discounts and coupons from frequent flyer programs for personal use.

Meals/Per Diem

If traveling overnight for more than one day, and when over 150 KM (94 miles) from home, you must abide by the maximum per diem allowance.  Alcoholic beverages are not permitted at anytime during the business day.  Alcoholic beverages are reimbursed as part of an approved company function.

Entertainment

Ownership/management representatives/interviewees entertained during a visit to any Company office or during an out-of-town visit must have prior approval from the appropriate supervisor.

Hotel

When traveling out of town for business, hotel room accommodations should be arranged as close to the office as possible.  Room cost should be reasonable and not extravagant. The company will reimburse an employee $20 per night when staying at a personal residence in lieu of a hotel on an out-of-town business trip.

Reservations should be made through the Company’s travel system.

Car Rental

Rental car size should be compact to intermediate size depending on the travel group size.  Luxury cars may not be rented for business use.  The most affordable car rental company will be used in the traveling area.  We suggest you decline the liability and physical damage insurance offered by the rental car agencies.  Corporate policy does not allow use of car phones rented from the car rental agency.

Reservations  should be made through the Company’s travel system.

Non-reimbursed Expenses

See approval process.

You are responsible for any and all traffic fines or parking violations.  Personal items should not be submitted on an expense report.

Business travel should receive supervisor approval prior to travel arrangements being made when a spouse accompanies the employee.  A spouse’s expenses may not be submitted on the Company’s expense report. Personal entertainment such as sporting events, in-room movies, concerts and the like will not be reimbursed.  Personal alcoholic beverages will not be reimbursed.  Entertainment expenses expected to exceed fifty dollars ($50.00) should be approved in advance by the appropriate supervisor.

SECTION 800 – Miscellaneous

The Company uses bulletin boards in all  offices to inform employees of important announcements.  The Company bulletin boards are placed in convenient locations.  You should inspect these boards frequently for important announcements.  Changes in the Company policies and regulations, government notices and other information of concern to all personnel are to be posted on these bulletin boards.  They are to be used for official Company purposes and not personal use.

The only Company spokesperson authorized to make statements to the media will be the General Manager and UIC Officers.

Any employee contacted for a news story of any kind should reply “no comment” and then direct all inquiries to an authorized spokesperson.

The highest ranking employee available at the Company during a crisis is responsible for getting information to the General Manager and UIC Officers.  Who, what, why, where, number of persons affected, response measures, and situation status is the information to be provided.

Employees and others, as necessary, should be available for questioning from the General Manager and UIC Officers.

The General Manager and UIC Officers will handle the situation internally.

The company recognizes that employees may use social media to communicate with others.  This includes Facebook, Twitter, YouTube, Instagram, and other sites.  We respect our employees’ rights to use these communication tools during their personal time.  If a staff member chooses to identify himself or herself working for UIC or any of  our customers on a social networking site, his or her online activities and comments may easily be construed by others to be representative of the Company or its customers.  We want to make sure that employees use social media wisely and do so with common sense so that they do not damage the Company or its customer’s reputation and legal standing.

Nothing in this policy limits the right of any employee to express or communicate a complaint or opinion on any matter related to the conditions of employment, or to prevent employees from exercising rights under federal labor laws, so long as the same is not designed to and does not interfere with the full, faithful, and proper performance of their job duties.  However, we believe complaints about work are best resolved by speaking directly with a coworker, supervisor or other management-level personnel than by posting complaints on social media sites.

No matter what use of social media an employee engages in, he or she should adhere to the following guidelines:

  • Make it clear that the views expressed are yours alone and that they do not necessarily reflect the views of the Company or its customers.
  • Do not utilize the Company or its customers’ logos.
  • Do not disclose Company or customer products or projects that have not yet been released or initiated.
  • Do not disclose any information that is confidential or proprietary to the Company or its clients.  Consult the Company’s confidentiality, email and computer usage policies for guidance about what constitutes confidential information.
  • Do not disclose employee confidential or medical information.  In addition, do not disclose personal or contact information, or post photographs, of coworkers or supervisors without their prior permission.  Show proper consideration for others’ privacy and for topics that might be knowingly objectionable or inflammatory.
  • Do not make statements, or post or use photographs, video, or audio, that may reasonably viewed as defamatory, unlawfully harassing or discriminatory statements, about coworkers and customers.
  • If you are a supervisor, do not use social media as a tool for evaluating or commenting on employee performance.
  • Ensure that your social media activity does not interfere with your work commitments.

If an employee’s use of social media is seen as compromising any customer or is in violation of the policies in this Handbook, the Company may request that the employee discontinue such commentary and the employee may be subject to counseling and other disciplinary action, up to and including discharge. For any questions about these guidelines or any matter related to social networking speak with Human Resources (HR).

Policies & Handbook Acknowledgement

Availability of UIC Employee Policies & Handbook:

I have been provided access to a copy of the UIC Employee Policies & Handbook. I understand that it is my responsibility to read and comply with the policies, rules, procedures, etc. contained in it.  I also understand and accept the fact that the policies and benefits described in it are subject to change at the sole discretion of UIC at any time, with or without prior notice.

I further understand that at any time I may review the Employee Handbook which is available in all of the Human Resources Departments at each location and online at www.usuiusa.com in the event I do not have my Handbook immediately available. 

At will Employment:

I further understand that my employment is at will, and neither UIC nor myself has entered into a contract regarding the duration of my employment.  I am free to terminate my employment with UIC at any time, with or without reason or cause. Likewise, UIC has the right to terminate my employment, with or without reason or cause. No employee of UIC can enter into an employment contract for a specified period of time, or make any agreement contrary to this policy without written approval from the President.

Confidential Information:

I am aware that during the course of my employment confidential information made available to me, such as product designs, marketing strategies, customer lists, pricing policies, and other related materials, is proprietary and critical to the success of UIC.  This information must not be used outside of UIC’s premises, or must not be given out to or shared with employees or non-employees of UIC without permission from the President.  In the event of termination of employment, whether voluntary or involuntary, I hereby agree not to utilize or share this information with any other individual or Company.

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