Usui Policies and Procedures
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.
For the purpose of the interpretation and administration of this handbook, the president will appoint a certain department and/or personnel as Human Resources (HR) who will take responsibilities under the direction of the president and board of directors. 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.
It is the policy of the Company that 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. Supervisory and management personnel are not to make any representations to employees or applicants concerning the terms or conditions of employment with UIC which are not consistent with Company policies. 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.
At time of hiring, employees are to be required to sign a written statement acknowledging that they are employed at the will of the Company and are subject to termination at any time for any reason, with or without notice and with or without cause.
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.
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 right to employment 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.
In compliance with Title I of the Americans with Disabilities Act, UIC is committed to providing equal employment for qualified candidates and employees with disabilities. Unless an undue hardship on business operations would result, UIC will make, when necessary and feasible, reasonable accommodation to the known physical or mental limitations of a qualified candidate or employee.
Should an employee or applicant require an accommodation to a disability, the employee should contact his/her supervisor and Human Resources (HR).
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.
Prohibited unlawful harassment and sexual 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 will not be tolerated.
Sexual harassment is defined as unwanted sexual advances, or visual, verbal, or physical conduct of a sexual nature. This definition includes many forms of offensive behavior and includes gender-based harassment of a person of the same sex as the harasser. The following is a partial listing of prohibited behavior:
Verbal conduct such as epithets, derogatory jokes or comments, slurs or unwanted sexual advances, invitations or comments;
Visual conduct such as derogatory and/or sexually-oriented posters, photography, cartoons, drawings or gestures;
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;
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; and
Retaliation for having reported or threatened to report harassment.
Each employee is responsible for reporting any conduct, comments, and/or behaviors he/she finds offensive as soon as possible to his/her supervisor or Human Resources (HR). 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).
UIC will promptly investigate all complaints of harassment, maintain confidentiality to the extent possible, and take appropriate remedial action when an investigation confirms harassment has occurred. This policy also prohibits retaliation of any form against any employee who brings sexual harassment charges or who assists in the investigation of such charges.
After appropriate investigation, any employee, supervisor, or manager who is found to have engaged in the harassment and/or sexual harassment of another employee will be subject to appropriate disciplinary action, depending on the circumstances, up to and including termination. It may also lead to personal legal and financial liability.
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 a minimum of 35 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 less than 3035 hours per week. Regular part-time employees are entitled to some of the Company benefits.
All regular employees, regardless of status or duration of employment are required to meet and maintain Company standards for job performance and behavior, and UIC continues to reserve the right to “employ at will”.
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 through an employment agency offering this type of employee for hire. 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. In most cases, these 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 reserves the right to 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:
Deductions made for absences for personal reasons after all available paid time off is used;
Deductions made for absences for sickness or disability in certain circumstances;
Deductions made for absences under the Family and Medical Leave Act;
Deductions made for unpaid disciplinary suspensions for violation of our rules regarding employee conduct;
Deductions made for initial and terminal weeks of employment, where the employee did not work the full week;
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 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.
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.
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 need and are entitled to feedback on their performance. Employees should be told when they meet and maintain Company standards for job performance and behavior. Conversely, they need and are entitled to feedback 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 may also be performed when such reviews 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.
Personnel records are the property of UIC. The records shall contain but not be limited to: employee application for employment, performance evaluations, training records, awards, disciplinary actions, etc.
Access to the personnel file shall be 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 welfare. 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.
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:
Result in a supervisory conflict relationship;
Create problems involving the morale of other employees;
Create real or potential and unavoidable conflicts of interest; or
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 but shall not be interpreted retroactively to affect situations of employment in effect prior to the enactment of this policy.
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 well being 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.
Code of Ethics Downloadable Policy Document
This discipline section serves as a guideline only in determining the appropriate action needed in a particular situation. The Company reserves the right to:
Review each situation in its entirety;
Deviate from this policy whenever UIC deems it necessary; and
Employ at will.
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 any employee due to his/her membership in any protected class;
Improper attire or inappropriate personal appearance;
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; and/or
Any violation of the established work rules in this policy manual 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.
Discipline Progression Process
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:
First Written Warning
Second Written Warning
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.
The problem is defined, corrective action is identified, and the probable results of inaction by the employee in correcting the problem are outlined. 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 manager should offer whatever assistance is mutually acceptable to accomplish the objectives.
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. The problem is defined, corrective action is identified, and the probable results of inaction by the employee in correcting the problem are outlined. Specific performance improvement expectations should be discussed and written objectives for performance improvements outlined. 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 manager should offer whatever assistance is mutually acceptable to accomplish the objectives and or improvements. If the objectives are not accomplished within a given time frame, one of the following actions should be taken:
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 suspended, 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) a 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 encouraged to continue the improved performance.
Suspension: Upon a third violation, suspension of up to 3 to 5 days can occur. In addition, 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. The problem is defined, corrective action is identified, and the probable results of inaction by the employee in correcting the problem are outlined. Specific performance improvement expectations should be discussed and written objectives for performance improvements outlined. 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 manager should offer whatever assistance is mutually acceptable to accomplish the objectives and or improvements.
If the objectives are not accomplished within a given time frame, one of the following actions should be taken:
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) a 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 encouraged to continue the improved performance.
Termination: This is the final violation and the employee will be terminated.
Serious violations, such as 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 Actions And Could Result In Immediate Termination.
The Company retains the sole right to exercise all managerial functions including, but not limited to, the rights to terminate, assign, supervise and discipline employees; to place an employee on a performance improvement plan; transfer employees; to establish, change and abolish policies, practices, rules and regulations at will as it sees fit; and to assign duties to employees in accordance with the Company needs and requirements and to carry out all ordinary administrative and management functions.
Any alleged violation 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
A return to work may also include the reinstatement of the introductory period.
As with all matters involving employee matters, the employee’s rights to privacy will be closely guarded regarding any alleged violation, investigation or subsequent action.
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. This, however, does not take away the fact that employment with UIC is on a “at will” basis for both the employee and the Company.
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 within 30 days after the employee could have reasonably known of the perceived grievous act or omission by the Company. The supervisor is then expected 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, should contact Human Resources for further review and resolution.
The grievance procedure has the following levels of review:
Initial contact: Supervisor
Secondary contact: Human Resources (HR)
Third contact: Plant/General Manager
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, at any point in this process, to resolve all employee grievances in the most prompt, and confidential manner possible and should issue a final written decision within sixty (60) working days from receipt of the initial complaint by the employee.
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 may be exempt from applicable federal and state wage and hour overtime requirements. However, when special and/or deadline projects require exempt employees to work far exceeding what is normally expected, their hours worked under such situations may be compensated. Approval to authorize such compensation for exempt employees must be granted by the immediate supervisor prior to the start of the project.
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.
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 Company holiday, payments will be made on the Thursday immediately prior to the holiday.
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.
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:
In most cases, employees in exempt positions are paid:
Frequency – Biweekly (every two weeks)
Pay Period – Two (2) Monday through Sunday 7-day work weeks
Paydays – Every other Friday
This means that a pay period ending Sunday for 2-work weeks will be paid on the coming Friday.
In most cases, employees in non-exempt positions are paid:
Frequency – Weekly (every week) based on hours worked
Pay Period – One (1) Monday through Sunday 7-day work week
Paydays – Every Friday
This means that a pay period ending Sunday for 1-work week is paid on the coming Friday.
Federal and state wage and hour laws require that accurate records be kept for each employee’s hours worked. In order to facilitate the required record keeping and to ensure proper payment of wages to its employees, all non-exempt employees must ensure that their time is recorded completely and accurately on their timecards, timesheets and/or time recording devices.
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.
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.
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.
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.
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.
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.
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.
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.
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.
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.
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.
See Policy 420 (Time Off Section)
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. In general, all employees who are age 21 or older will be eligible to participate in the 401 (K) Plan. After completing one year of service, employees who have made deferrals will be eligible to receive a share of the Company’s matching contribution, if any, for the Plan Year.
It is the pleasure of the Company to offer awards to full time employees for one, five, ten, fifteen, twenty and twenty-five 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.
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 immediately no matter how insignificant an injury may seem at the time of occurrence. Prompt reporting is the key to prompt benefits.
If on worker’s compensation leave, the employee is prohibited from other employment.
If it is established that an employee, incapacitated by reason of occupational injury or disease, may safely resume some form of work but is not physically able to perform the duties of his/her previous position, he/she may be reinstated in other work that he/she is able to perform at the nearest appropriate position available. If an employee refuses assignment, the Company’s obligation to retain the employee is ended.
A temporary employee may be hired to replace an employee on Workers’ Compensation leave anytime at the discretion of the Company. However, the regular employee may return to his/her position as soon as a physician’s written statement gives permission to do so.
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 and employees are requested not to perform any work during their regularly scheduled meal period. Break periods are generally paid for as working time.
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).
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.
It is Company policy to grant vacations with pay to full-time employees. Vacation time is considered an earned break from your duties and you are encouraged to use it as a period of rest and relaxation. Therefore, UIC grants, paid vacation to eligible employees dependent upon their anniversary and length of service.
Anniversary Years of Service: (Maximum Vacation Allowance is based on a 40-hour regularly scheduled work week)
|After 6 months||3 days (24 hours)|
|After 1 year||10 days (80 hours)|
|On the anniversary date of your 5th year of service||15 days (120 hours)|
|On the anniversary date of your 10th year of service||20 days (160 hours)|
|On the anniversary date of your 25th year of service||25 days (200 hours)|
Part-time or Co Op employees are not eligible to receive vacation pay.
Each anniversary year of service represents one completed full twelve (12) months period of continuous employment. Vacation may not accrue during leave of absence. In general, employees accrue or earn vacation based on months of service up to their maximum allowance.
Vacation time may be taken in a minimum of half-day (4 hours) increments. For non-exempt employees, vacation pay consists of their regular hourly straight-time pay. Non-exempt employees’ paid vacation(s) will be considered hours worked for purposes of performing overtime calculations.
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.
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.
In those cases where UIC has found it necessary to delay 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. If an employee chooses not to take their vacation time, and he/she is within thirty (30) days of their anniversary date and will be in jeopardy of losing the time due to carry over, he/she may accept the payment and not take the time off. A written request must be submitted to the proper supervisor and approved by a UIC Officer.
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.
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.
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.
Sick/Personal Time Off:
The Company expects UIC employees to report to work on a regular basis, however it recognizes that there may be times when employees are unable to work because of illness, family illness or any other personal reason.
Employees are encouraged to schedule, when possible, their medical and/or personal appointments outside their normal work schedule.
If an employee is sick and will be out of work, he/she must notify the proper supervisor immediately before the beginning of the employee’s workday. Employee must personally notify supervisor by speaking directly with him/her either in person or by telephone and not by leaving a message with the answering service or another employee. Failure to personally notify the proper supervisor may result in disciplinary action.
The Company reserves the right to request sufficient medical documentation due to illness at any time in order to return to work.
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.
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.
For this purpose, immediate family is defined as a spouse, parent (step-parent), child (step-child), brother/sister (step-brother/sister), grandparent, grandchild, parent-in-law, son/daughter-in-law, brother/sister-in-law, or legal dependent. In the event of a death in the immediate family, employees will be granted up to three (3) consecutive days leave, with pay.
One (1) workday leave with pay will be granted for the death of a relative other than a member of the immediate family, such as the step-parent-in-law, employee’s cousin, aunt, uncle, or aunt-in-law or uncle-in-law. For the death of a relative other than a member of the immediate family a maximum of three (3) times will be paid each year. 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.
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.
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.
Employees who have satisfied the first six (6) months of employment may be eligible for paid time off for this purpose.
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 and approved by your manager. 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.
The Company recognizes its obligation to allow time off for employees to participate in military or reserve duty in accordance with applicable federal and state law.
An employee who leaves the Company to enter the armed forces of the United States will be entitled to those re-employment rights provided by federal law, including the Uniformed Services Employment and Re-Employment Rights Act (USERRA), and applicable provisions of state law.
Military Reserve Leave:
Employees may take payment of their earned vacation time or may take the time off without pay. Thirty days notice is expected whenever possible.
Family and Medical Leave of Absence:
The Family Medical Leave Act of 1993 requires covered employers to provide up to twelve (12) weeks of unpaid, job-protected leave to “eligible” employees for certain family and medical reasons. Provisions of the law state: “Employees are eligible if they have worked for a covered employer for at least one (1) year, and for twelve hundred fifty (1,250) hours over the previous twelve (12) months, and if there are at least fifty (50) employees within seventy-five (75) miles.” The method for determining the “twelve (12) month period” in which the twelve (12) weeks of leave entitlement occurs is measured forward from the date an employee’s first FMLA leave begins.
An employee may request leave to care for: the employee’s spouse, child, or parent who has a Serious Health Condition; the employee’s own Serious Health Condition that makes the employee unable to perform the essential functions of the employee’s job; the birth of a child of the employee and to care for the newborn child; or for placement of a child with the employee for adoption or foster care.
In the event that an employee is qualified for short/long term disability and/or workers’ compensation leave benefits for his/her time off, the Company will run the leave time concurrent with his/her available FMLA leave time. Any accumulated earned and unused vacation time will also run concurrently and be paid during FMLA time.
To apply for FMLA, contact Human Resources to complete a Request for Leave form. Requests for FMLA leave should be submitted at least thirty (30) days prior to commencement of the leave period, if possible. The decision concerning the request will be made by the Human Resources Department.
The maximum FMLA leave period is twelve (12) consecutive weeks (which includes any accrued vacation or sick leave) within a twelve (12) month period and the twelve (12) month FMLA leave year begins when the employee begins on the first (1st) day of their FMLA leave period. Employees who do not return to work on the first scheduled work day following the leave of absence or an employee who does not return to work within the twelve (12) week leave period voluntarily, will be considered terminated effective that date.
Employees may request one (1) or more FMLA leaves. However, the total amount of leave taken cannot exceed twelve (12) workweeks in any twelve (12) month period. They may request an intermittent leave or reduced schedule leave to care for a seriously ill family member or if employees have a serious health condition that warrants such a request.
The employee’s medical coverage, if eligible for benefits, will continue during the twelve (12) week FMLA leave period. If an employee is out of work beyond the twelve (12) week period and is considered a terminated employee, the employee’s medical coverage is terminated at the end of the twelve (12) week FMLA leave and will then be eligible for medical coverage under COBRA.
The Company will hold the employee’s position open while the employee is on FMLA leave with the anticipation that the employee will return to work. Circumstances may, however, preclude placing an employee who is returning from an FMLA leave on the same job from which the leave was granted. In these instances, every possible effort will be made to place the employee on a job of like status and pay, however, if no equivalent job is available, or if the employee is returning to work with medical or physical restrictions, the employee may be considered for placement in a lower
available position and pay. In the event the employee cannot be placed or chooses not to accept the job assignment, the employee may be terminated.
Employees returning from a leave caused by health problems will be required to provide a doctor’s certification of their ability to perform, safely and satisfactorily, their regular work without endangering themselves or their fellow employees.
The employee should give as much notice as possible of their desire to return to work following a medical leave of absence. If a position is available and if work is available, the Company will attempt to re-instate the employee to their original position or to a position of like status and pay. If the position is no longer available or if work is not available, the Company is not obligated to re-employ the employee.
While on FMLA leave, an employee is prohibited from having other employment.
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.
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.
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, Human Resources (HR) and/or the President of UIC. 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 privileges 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 are required to maintain a clean and neat appearance. All employees of UIC have a direct impact on the image of the Company. If, at any time, an employee’s supervisor determines his/her attire to be inappropriate, he/she may be sent home. (Also, refer to Safety Rules.)
Employees whose primary responsibilities are within the office environment are expected to dress in business casual attire. When dealing with customers and/or guests, more standard business attire is appropriate.
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. Employees should always be respectful and courteous towards employees, guests and other persons while at work or at any time while on Company property.
Any illegal, immoral, unprofessional, discourteous, disrespectful, violent, or rude conduct by an employee while at work or on Company property, as well as off duty conduct which adversely affects Company legitimate business interests or the employee’s ability to perform his or her job, will not be tolerated.
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. An employee must personally notify his/her supervisor by speaking directly with him/her either in person or by telephone and not by leaving a message with the answering service. Messages left with co-workers or other employees are not acceptable. Failure to notify the proper supervisor may result in disciplinary action up to and including termination.
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.
Absences from work granted as established by this handbook and approved by the employee’s supervisor:
Scheduled Sick/Personal Time Off
Bereavement Time Off
Family and Medical Leave of Absence
Jury Duty and Witness Leave
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;
Being absent without notifying a supervisor;
Reporting to work late; and/or
A failure to report to work after notification of being late.
Arriving after the start of the scheduled working hours;
Failing to return to work punctually after meal and/or breaks period; and/or
Leaving early before the end of the working hours.
The violation of the attendance policy may be dealt with in any of the following manners depending on the seriousness or the offense, employee’s past record, and/or total impact on the employee’s department and the Company:
First Written Warning;
Second Written Warning;
If an employee fails to report to work for three (3) consecutive scheduled workdays without properly notifying his/her supervisor and receiving approval, 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 sick/personal/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.
The use of computer systems and the Internet are necessary and important facets of the business. All employees are directly responsible for the integrity of the Company computer data 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 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 computer data when there is not necessity deriving from the employee’s assigned job function;
Disclosing computer data by an employee to other individuals when there is no necessity deriving from the employee’s assigned job function;
Destroying, deleting, altering or appropriating computer data; and/or
Installing, copying, and/or transmitting any documents, software, or other information protected by the copyright laws.
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.
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.
When sending outgoing mail:
Always put a return address on correspondence;
Properly address all outgoing mail;
Prepare customer correspondence neatly; and
Use Company stationery for business purposes only.
When applicable, the interoffice mail system and envelopes should be used for any internal correspondence.
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 has become a valuable tool for communicating, whether it is internally or via the Internet. 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 when it has a reasonable suspicion 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 on UIC premises is discouraged. 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.
Smoking is not permitted in any inside areas of the offices or plant locations. Employees who wish to smoke must limit their smoking to approved break and meal periods outside of the workplace or in an area specifically designated for employee smoking to maintain a smoke-free environment in its facilities.
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:
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.
In no way interfere with scheduled work hours and your work requirements at the Company, including overtime, must take precedence over any outside employment.
Outside employment must not adversely affect your job performance with the Company or present a conflict of interest.
Not be illegal.
If on FMLA, outside employment is prohibited.
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.
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;
4. The re-hire policy will be applied one time only (except in the case of temporary, part time, seasonal, or intern status); and
5. Final approval for all re-hires will be made by the UIC Officers.
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 employees’ convenience, UIC may provide a payphone at some of its facilities. Even though a payphone is available for them to use, employees are expected to limit their usage during their meal and/or break periods or the time before and/or after working hours. Employees should also be aware, while initiating or engaging in personal conversations, they are still on the Company premises.
For Plant Personnel Only:
If an employee receives a phone call, 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.
It is explained in this handbook that 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 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 considered 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).
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.
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 automatically be viewed by our insurer as potentially suspicious. 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. 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.
During a workers compensation leave of absence, the effect on benefits follow the same provision as the Family or Medical Leaves Of Absence, as outlined previously. 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.
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.
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 or adjust any machine or equipment unless they are specifically authorized to do so by their supervisor/team leader;
Never oil, clean, repair or adjust any machine while it is in motion;
Never repair or adjust any electrically driven machine without opening and properly tagging the main switch;
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 pagers during working hours unless permitted or requested by their supervisors. In any case, they shall not pose 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;
Drinks are permitted in the manufacturing plant work area, but must be in sealed containers and it will be the sole responsibility of the employee to dispose of the container daily;
Food is not allowed in the manufacturing work area except at designated stations;
Games, newspapers and magazines are not permitted in the work area.
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 Material Safety Data Sheets (MSDS) 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 MSDS and solicit additional information if you are unsure how to handle or use any product.
The Company policies regarding the use or possession of drugs and/or alcohol at work are set forth in this handbook. However, the threats of drugs and/or alcohol pose an even greater danger in the plant. Machinery and drugs (including alcohol) don’t mix.
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 that may affect their ability to safely perform their job. Having this information better enables the Company to ensure their 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.
Safety First. Never take chances.
It is the policy of UIC to attempt 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 Company expects employees to report to work in a condition to perform their duties in a safe and effective manner.
Downloadable Policy Document
Drug-Free Workplace Policy
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.
“Drug Abuse” means:
Using or possessing alcoholic beverages while on the job; or while using Company equipment;
Using alcoholic beverages while off the job in a manner which adversely affects the employee’s performance and conduct on the job; or which poses a direct threat to the safety of others;
Using any over-the-counter or prescription drugs while on or off the job in a manner which adversely affects the employee’s performance or conduct on the job, even when prescription drugs are taken as directed by the employee’s doctor;
Using, possessing, distributing, dispensing, exchanging, selling or manufacturing controlled substances, illegal drugs, marijuana, drug paraphernalia or inhalants at any time, either on or off the job;
Using Company property, the employee’s job or position to facilitate any of the above;
Bringing and/or storing (including in a desk, locker, automobile, or other repository) illegal drugs or drug paraphernalia on the Company’s premises or property, including the Company’s owned or leased vehicles, in vehicles used for the Company’s purposes or a customer’s premises;
Violating any federal, state, or local law relating to alcohol or drug-related conduct.
It is also a violation of this policy for anyone to use prescription drugs illegally. (It is not a violation of this policy for an employee to use legally prescribed medications, but the
employee should notify his/her supervisor if the prescribed medication would affect the employee’s ability to perform his/her job.)
Supervisors who have reasonable suspicion that an employee has an unauthorized or unlawful involvement with alcohol, or illegal drugs or controlled substances may ask questions and should gather information and refer it to the appropriate management personnel and Human Resources. Because all employees are expected to be concerned about working in a safe environment, they also should encourage their fellow employees who may have an alcohol or other drug problem to seek help.
Employees who appear to be in an impaired condition upon reporting for or during their workday may be suspended immediately from their work activity. Employees who appear to be in such an impaired condition may be asked to submit to a test as a condition of reporting for work and as a condition for continuing to work. Blood tests, urinalysis or other appropriate tests may be used to determine whether the employee is under the influence of an unauthorized substance. UIC may also conduct random testing of the workforce.
The unlawful manufacture, possession, distribution or use of controlled substances is prohibited in the workplace, in the performance of UIC business, and/or as part of any UIC activity.
These activities on the Company premises will be treated as gross misconduct punishable by immediate discharge for the first offense.
Every employee must immediately report to his or her supervisor any criminal convictions or guilty pleas by the employee involving drug abuse as defined above. Any employee who is arrested for involvement in illegal drug activities while off duty will be immediately placed on suspension until a determination of guilt is established. As an on-going condition of employment, employees are required to abide by this prohibition and to notify Human Resources (HR) in writing within five (5) days of the violation of any criminal drug statute conviction they receive. A conviction for this type of offense may result in termination of employment.
Every employee must immediately report to his or her supervisor any incidents that the employee believes may involve drug abuse by another employee, or any person on Company property.
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, the employee may be asked to immediately report to a Company designated physician or medical clinic on Company time and at Company expense for drug and/or alcohol tests. The test results will be released to the Human Resources Department. The testing may involve urine tests, blood screens, and other appropriate procedures.
The employee will sign all necessary Consents or Release Forms for the testing. The employee will not dilute, switch, alter, or tamper with urine or blood samples. If the employee refuses to consent or submit to the tests or has a positive test result, the employee will be subject to immediate discipline, up to and including employment termination. If an employee has a “positive” test result and is not terminated, the employee must sign and comply with a return-to-work agreement and may be required to complete chemical or alcohol dependency evaluations as part of the procedures.
Whenever an employee has an on-the-job accident, injury, or serious safety-related incident, the incident must be reported immediately and employee may be subject to a drug or alcohol test within two (2) hours of the injury. The Company may waive the drug or alcohol test requirement on a case-by-case basis depending on the type of accident or injury.
At any time, the Company may institute a random or universal drug testing program for all employees. In such event, the Company will advise all employees of the testing procedures and the consequences of refusal to consent, refusal to submit to testing, or positive test results.
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.
Consequence of Violation
Violation of the Company drug abuse policy will result in discipline, up to and including termination of employment, without advance warning or second chances and without severance pay or benefits.
Termination of employment because of violation of the Company policy regarding drug use or abuse will be permanently recorded in the employee’s personnel record. It may also result in denial of unemployment benefits under the state law.
In order for UIC to provide a secure environment in which to work, employees should:
1. Report any suspicious person to their supervisor;
2. Do not hold the door open for strangers entering the workplace without making certain they sign in at the reception area;
3. Escort visitors at all times; and
4. Lock up valuable equipment and confidential documents at the end of the 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
It is Company policy that employee travel performed in the course of conducting Company business or training related to the employee’s position must be approved in advance.
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.
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 forty-eight (48) hours 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.
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 should lose their driver’s license and/or automobile insurance, for any reason, they must immediately inform their supervisor.
In order for an employee to be reimbursed for 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 form. 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. 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.
Company Car Policy
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.
If traveling overnight for more than one day, and when over one hundred (100) 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 not to be considered a business expense.
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.
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.
When staying at a hotel, please use a long distance calling card or cell phone when making phone calls. Personal long distance telephone calls when traveling are limited to ten (10) minutes per day.
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.
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. 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
It is Company policy to have bulletin boards in all of our 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.
Policies & Handbook Acknowledgement
Receipt of UIC Employee Policies & Handbook:
I have received 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 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.
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.