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Employee handbook - Petroleum...
Transcript of Employee handbook - Petroleum...
TableofContents
1. Introduction2. EmploymentPolicies&Procedures3. HoursofWorkandPay4. MandatoryEmployeeBenefits5. OptionalEmployeeBenefits6. EmployeeConduct/Responsibilities7. AdditionalPolicies8. Acknowledgement
Section:Introduction
WelcomeRevised:03/04/2015|Effective:03/04/2015
WebelievethateveryemployeehelpstomakePetroleumCarrierssuccessful.Wehopethatyouwillbeproudtobeamemberofourteam.
Thishandbookdescribesmanyofourpoliciesandoutlinestheprogramsandbenefitsavailabletoeligibleemployees.
ThehandbookwillanswermanyquestionsyoumayhaveaboutyouremploymentatPetroleumCarriers.Wesuggestthatyoubecomefamiliarwiththehandbookassoonaspossible.
Wehopethatyourexperienceherewillbechallenging,enjoyable,andrewarding.Again,welcome!
Sincerely,
LloydB.BradleySr.
IntroductoryStatementRevised:03/03/2015|Effective:03/03/2015
Thishandbookhasbeenpreparedtoprovideouremployeeswithageneralunderstandingofourpersonnelpolicies,workrulesandbenefits.Allemployeesareresponsibleforbecomingfamiliarwithourpoliciesandprocedures.Ifyouhaveanyquestionsregardingthematerialinthehandbook,pleasecontactyoursupervisororanyothermemberofmanagementforclarification.
Thehandbookshouldnotbeconstruedasanemploymentcontractoragreementforemploymentforanyspecifiedperiodoftime.Wereservetherighttomakechangestothesepoliciesatanytime.Whenchangesarenecessary,wewillprovideyouwithamendedpagesforyourhandbook.
CustomerRelationsRevised:03/03/2015|Effective:03/03/2015
Ourcustomersarevitaltothesuccessofourbusiness.EveryemployeerepresentsPetroleumCarrierstocustomersandthepublic.OneofthehighestprioritiesatPetroleumCarriersistohelpourcustomersorpotentialcustomers.Nothingismoreimportantthanbeingcourteous,friendly,prompt,andhelpfultocustomers.
Ifacustomerwantstomakeaspecificcommentoracomplaint,youshoulddirectthepersontotheOwnerforappropriateaction.Yourcontactswiththepublic,yourtelephonemanners,andanycommunicationsyousendtocustomersreflectnotonlyonyoubutalsoontheprofessionalismofourcompany.
Goodcustomerrelationsbuildcustomerloyalty.
Section:EmploymentPolicies&Procedures
RighttoWorkRevised:02/20/2015|Effective:02/20/2015
The"RighttoWork"meansthatanemployeecannotbecompelledtojoinorpaytheequivalentofduestoaunion,norcantheemployeebefiredifheorshejoinstheunion.Inotherwords,theemployeehastherighttowork,regardlessofwhetherheorsheisamemberorfinancialcontributortosuchaunion.
Webelievethattheworkconditions,wages,andbenefitsweoffertoPetroleumCarriersemployeesarecompetitivewiththoseofferedbyotheremployersinthisareaandinthisindustry.Ifyouhaveconcernsaboutworkconditionsorcompensation,westronglyencourageyoutoexpresstheseconcernsopenlyanddirectlytoyoursupervisor.
Ourexperiencehasshownthatwhenemployeesdealopenlyanddirectlywithmanagement,theworkenvironmentcanbeexcellent,communicationscanbeclear,andattitudescanbepositive.WebelievethatPetroleumCarriersfullydemonstratesitscommitmenttoemployeesbyrespondingeffectivelytoemployeeconcerns.
SpecifictoemployeesinNorthCarolinaYouareprotectedbythestate'sRighttoWorklawandcannotberequiredtojoinorpayduesorfeestoaunion.ThereareafewexceptionstotherulethatindividualswhoworkinRighttoWorkstatescannotberequiredtopaytojoinorpayduesorfeestoaunion.Employeesofairlinesandrailroads,andemployeesworkingonpropertysubjecttoexclusivefederaljurisdiction,cannotberequiredtojoinaunion,butmayberequiredtopayunionfees.
ADAAccommodationRevised:02/20/2015|Effective:02/20/2015
Reasonableaccommodationisavailabletoanemployeewithadisabilitywhenthedisabilityaffectstheperformanceofjobfunctions.Wemakeouremploymentdecisionsbasedonthemeritsofthesituationinaccordancewithdefinedcriteria,notthedisabilityoftheindividual.
Qualifiedindividualswithdisabilitiesareentitledtoequalpayandotherformsofcompensation(orchangesincompensation)aswellasjobassignments,classifications,organizationalstructures,positiondescriptions,linesofprogression,andsenioritylists.
Wemakealltypesofleavesofabsenceavailabletoallemployeesonanequalbasis.PetroleumCarriersisalsocommittedtonotdiscriminatingagainstanyqualifiedemployeeorapplicantbecausethepersonisrelatedtoorassociatedwithapersonwithadisability.
PetroleumCarrierswillfollowanystateorlocallawthatgivesmoreprotectiontoapersonwithadisabilitythantheADAgives.PetroleumCarriersiscommittedtotakingallotheractionsthatarenecessarytoensureequalemploymentopportunityforpersonswithdisabilitiesinaccordancewiththeADAandanyotherapplicablefederal,state,andlocallaws.
SpecifictoemployeesinNorthCarolinaNorthCarolinalawprohibitingdiscriminationundertheAmericanswithDisabilitiesActappliestoemployerswith15ormorefull-timeemployees.
Employment-At-WillRevised:02/20/2015|Effective:02/20/2015
Thishandbookisnotacontractofemployment.Anyindividualmayvoluntarilyleavetheemploymentofthecompanyuponpropernoticeormaybeterminatedatanytimeandforanyreasonaslongasthereisnotviolationoffederal,stateorlocallaw.Thehandbookisanoverviewofourpoliciesandbenefits.Itscontentissubjecttochangeatanytimeatthecompany'sdiscretion.
EqualEmploymentOpportunityRevised:02/20/2015|Effective:02/20/2015
PetroleumCarriersadherestoallfederal,stateandlocallawsregardingequalemploymentopportunity.Weprovideequalopportunitiesforallemployeesandapplicantsforemploymentwithoutregardtosex,age,race,religion,nationalorigin,citizenshipstatus,physicalormentaldisability,oranyservice,past,present,orfuture,intheuniformedservicesoftheUnitedStates.Itistheresponsibilityofeveryoneinmanagementtoensurethatequalconsiderationbegiventoallapplicantsandemployeesinpersonnelactions,whichincluderecruitingandhiring,selectionfortraining,promotion,demotion,discipline,ratesofpayorothercompensation,transfer,layoff,recalls,andterminations.
Harassment(Anti-Harassment)-ShortVersionRevised:02/20/2015|Effective:02/20/2015
WeexpecteverypersonatPetroleumCarrierstobetreatedwithfairness,respect,anddignity.Thisincludescustomersandvendorsaswellasemployees.Accordingly,anyformofharassmentbasedonanindividual'srace,color,sex,religion,nationalorigin,ageordisabilityisaviolationofthispolicyandwillbetreatedasadisciplinarymatter.
Thetermharassmentincludesslursandanyotheroffensiveremarks,jokes,graphicmaterial,orotheroffensiveverbal,written,orphysicalconduct.Unwelcomesexualadvances,requestsforsexualfavors,andanyotherunwelcome,unbecomingverbalorphysicalconductwillnotbetoleratedandisnotaconditionofemployment.
Thecompanyiscommittedtomaintainingasafeandhealthyworkenvironmentandtakesallappropriatehealthandsafetyprecautionsconsistentwithcurrentmedicalknowledge.Employeesmaynotrefusetoworkwithorcooperatewith,withholdservicesfromorotherwiseharass,intimidate,degradeorisolateacoworkerbecauseofaknownorsuspecteddisabilityordisease,orbecauseofacoworker'sassociationwithapersonwithadisabilityordisease.
Anyemployeewhobelievesthatheorshehasbeensubjectofharassmentshallimmediatelyreporttheconducttoamemberofmanagement.Thecompanywillpromptlyinvestigateallcomplaintsandwillendeavortohandlethesemattersexpeditiously,confidentially,andinaprofessionalmannersoastoprotecttheoffendedindividualandotherindividualsprovidingrelevantinformation.
Uponcompletionofathoroughinvestigationbymanagement,promptandappropriateactionwillbetaken.Therewillbenoretaliationagainstanyoneforsteppingforwardwithaconcernregardinganytypeofharassment.Allemployeesaretocooperatewithanyinvestigationintoaharassmentcomplaint.Falseaccusationsofharassmentcauseharmtoinnocentpeopleandsuchconductwillnotbetolerated.Thecompanywilltakeallstepsnecessarytopreventanyformofharassmentfromoccurring.Allsupervisorsandmanagersareinformedofthispolicyandhavebeeninstructedastowhatconstitutesproperandimproperbehavior.Wearepreparedtopromptlytakestepsnecessarytoenforcethispolicy.
Violationsofthecompany'sharassmentpolicywillresultindisciplinaryaction,uptoandincludingdischarge.
EmploymentApplicationsRevised:03/04/2015|Effective:02/20/2015
Werelyontheaccuracyoftheinformationyouputonyouremploymentapplication.Weexpectthatyouandyourreferenceswillgiveaccurateandtrueinformationduringthehiringprocessandemployment.Ifwefindthatanyinformationismisleading,false,orwasleftoutonpurpose,wemayrejectanapplicantfromfurtherconsideration.Ifthepersonhasalreadybeenhired,itcouldresultinterminationofemployment.
Background/ReferenceChecksRevised:03/04/2015|Effective:02/20/2015
ToensurethatindividualswhojoinPetroleumCarriersmeetthecompanyqualificationsandhaveastrongpotentialtobeproductiveandsuccessful,itisthepolicyofPetroleumCarrierstochecktheemploymentreferencesofallapplicants.
Inadditiontocheckingreferencesofapplicants,PetroleumCarrierswillrespondinwritingonlytothosereferencecheckinquiriesthataresubmittedinwritingonformeremployees.ResponsestosuchinquirieswillbelimitedtofactualinformationthatcanbesubstantiatedbyPetroleumCarriers'srecords.Noemploymentdatawillbereleasedwithoutawrittenauthorizationandreleasesignedbytheindividualwhoisthesubjectoftheinquiry.
Whenacriminalhistoryrecordcheckisrequired,theinternalorexternalapplicantforthepositionmustauthorizeinwritingthisbackgroundinvestigation.Thecompanywillinquireonlyaboutconvictionsandprobationstatus,ifany,andnotaboutarrestsunlessrequiredbyapplicablelaws.
Thefollowingfactorswillbeconsideredforthoseapplicantswithacriminalhistoryindeterminingwhethertohiretheexternalapplicantortransferorpromotetheinternalapplicant:thenatureofthecrimeanditsrelationshiptotheposition;thetimesincetheconviction;thenumber(ifmorethanone)ofconvictions;andwhetherhiring,transferringorpromotingtheapplicantwouldposeanunreasonablerisktothebusiness.Theapplicantwillbegivenanopportunitytoreviewthecriminalbackgroundcheckresultsandsubmitanexplanation.Ifanyapplicantisfoundtohavefalsifiedanyinformationregardingconvictionhistory,theapplicantwillnotbeconsideredforemployment.Ifanemployeeseekingatransferorpromotiontoapositionrequiringacriminalhistoryrecordcheckisfoundtohavefalsifiedanyinformationregardingconvictionhistory,theemployeemaybeimmediatelydischarged.
Note:TheU.S.EqualEmploymentOpportunityCommissionapprovedguidanceonemployeruseofcriminalbackgroundchecks.TheEEOCguidancedoesnotprohibitemployersfromconsideringcriminalinformationduringthehiringprocess.However,itdoesrequireemployerstotakenewstepstopreventdiscriminationunderTitleVIIoftheCivilRightsActof1964.
SpecifictoemployeesinNorthCarolina
Backgroundchecksarerequiredforpositionsinlicensedchildcareproviders;nursinghomes;homecareagencies;adultcarehomes;areaauthoritiesincludingmentalhealth,developmentaldisability,substanceabuseservices,andcontractagenciesofthosefacilitiesorauthorities.Therequirementdoesn'tapplytopositionsthatrequireoccupationallicensesbecausesuchpositionsgenerallyinvolvebackgroundinvestigationsaspartofthelicensureprocess.Backgroundchecksalsoarerequiredforapplicantsofprivateprotectiveservices.
ImmigrationReformandControlActRevised:02/20/2015|Effective:02/20/2015
Itisthecompany'spolicytofullycomplywiththeregulationsoftheImmigrationReformandControlActof1986(asamended)enforcedbytheDepartmentofHomelandSecurity.WewillhireonlyAmericancitizensandalienswhoareauthorizedtoworkintheUnitedStates.
Thelawrequiresourcompanytodofivethings:
1.AllnewemployeesmustcompleteSection1oftheI-9formwithinthreebusinessdaysofhire.
2.Checkdocumentsestablishingemployees'identityandeligibilitytowork.(Note:Youarenotallowedtotelltheemployeewhichdocumentstopresentandcannotaskformorethanisrequired.)
3.ThepersonexaminingthedocumentsmustcompleteSection2oftheI-9FormandtheCertificationSection.
4.Retaintheformforatleastthreeyears.(Ifthecompanyemploysthepersonformorethanthreeyears,thecompanymustretaintheformuntiloneyearafterthepersonleavesouremployment.)
5.PresenttheformforinspectiontotheDepartmentofHomelandSecurityorDepartmentofLaborofficeruponrequest.(Atleastthreedaysadvancenoticewillbegiven.)
Ifanemployeeishiredforlessthanthreedays,thecompanymustcompleteFormI-9beforetheendoftheemployee'sfirstworkingday.TheI-9Formcontainsinstructionsforcompletion.Theemployeeassignedtothistaskmustfollowthoseinstructionscompletely.
I-9Formsaretobekeptseparatefromallotherpersonnelrecords.
MedicalExaminationsRevised:02/20/2015|Effective:02/20/2015
AtPetroleumCarrierswemayrequirethatsomeemployeeshaveamedicalexamination.Theexamistodetermineifyouareabletoperformyourjobduties.Thecompanywillchoosethehealthcareprofessionalandpayfortheexamination.
Anyjobofferiscontingentuponsuccessfulcompletionofthemedicalexam.
Pleasenotethatthecompanywillkeepallmedicalinformationseparatefromyourotherpersonnelinformationtoprotectyourprivacy.Onlyauthorizedpersonnelwhohavealegitimatebusinessneedtoknowmayreviewthemedicalinformation.
IntroductoryPeriodRevised:03/04/2015|Effective:02/20/2015
Thefirst90daysofemploymentareconsideredtobetheintroductoryperiod.Duringthistimeyouwillbeevaluatedbyyoursupervisoronyourjobperformance,personaltraitsandgeneralfitnessforthejob.
Employeesintheirintroductoryperiodarenoteligibleforcompanybenefits,withtheexceptionofpaidholidays.
Aftercompletingtheintroductoryperiod,yourcontinuedemploymentwillbedeterminedbyyourjobperformanceandadherencetothecompany'spoliciesandcodeofconduct.
JobDescriptionsRevised:03/04/2015|Effective:02/20/2015
WestrivetohaveaccuratejobdescriptionsforalljobsatPetroleumCarriers.Ajobdescriptionincludesthefollowingsections:
Jobinformation;Jobsummary(givesageneraloverviewofthejob'spurpose;Essentialdutiesandresponsibilities;Supervisoryresponsibilities;Qualifications(includeseducationand/orexperience,languageskills,mathematicalskills,reasoningability,andanycertificationrequired;Physicaldemands;andWorkenvironment.
Weusejobdescriptionstoidentifytherequirementsofajob,setupthehiringcriteria,setstandardsforemployeeperformanceevaluations,andestablishabasisformakingreasonableaccommodationsforindividualswithdisabilities.
TheHRManagerwillprepareajobdescriptionwhenanewjobiscreated.Wereviewexistingjobdescriptionsandupdatethemwhenajobchanges.
Yourjobdescriptiondoesnotnecessarilycovereverytaskordutythatyoumightbeassigned.Youmaybeassignedadditionalresponsibilitiesasnecessary.Ifyouhavequestionsorconcernsaboutyourjobdescription,contactyourimmediatesupervisor.
YoumustsignforandreceiveacopyofourJobDescriptionandLoading/Unloadinginstructionsbooklet.
PerformanceAppraisalProgramRevised:02/20/2015|Effective:02/20/2015
Itisthecompany'spolicytorevieweachemployee'sperformanceonanon-goingbasistoensurethatyouareperformingyourjobtothebestofyourabilitiesaswelltosuggestareasforimprovementanddevelopment.
Theinitialperformancereviewisconductedaftertheemployee'sintroductoryperiodwhichis90days.Thereafter,performancereviewsareconductedonasemi-annualandannualbasis.Intheeventyouarepromotedortransferredtoanotherposition,youwillreceiveaperformancereviewafter6months.
Yourreviewwillbebasedonsuchfactorsasqualityandquantityofwork,knowledgeofyourjob,initiative,attendance,personalconductrecordandyourattitudetowardyourjobandtheotheremployees.Thereviewpresentsanopportunitytodiscussyourperformanceaswellastodeterminetheareasforimprovementordevelopment.
TrainingandDevelopmentRevised:02/20/2015|Effective:02/20/2015
Itisthecompany'spolicytoensurethatemployeesareknowledgeableabouttheirjobanditsrequirements.Managementshouldensurethattrainingisavailabletoallemployeesperiodicallyinvariousfashions,suchason-the-jobtraining,alibraryofvideocassettes,trainingmeetings,externalseminarsand/orworkshopsaswellaspersonalconsultation.Managersandsupervisorsshouldalsochecktheonlinewebcaststhatareavailableforavarietyofskillstraining.
Managers/supervisorswilldeterminewhattrainingemployeesarerequiredtohaveandwhattrainingcoursestheyshouldattend.Intheeventthatanemployeehasidentifiedsometrainingavailabletohim/herjob,theemployeeshouldcontacthis/hersupervisortodiscussthefeasibilityofcompanyparticipationintheexpenseofthetraining.
Managersareauthorizedtosendemployeestospecialtrainingprogramsifthecostiswithinthebudgetandthemanager'sestablishedspendingauthority.Otherwise,themanagermustreceiveauthorizationfromthePresidenttoincurthecostofemployeetraining.
Managersshoulddocumentanyspecialtraininganemployeereceivesandshouldensurethatthisdocumentationisplacedintheemployee'spersonnelfile.
Normally,trainingoccursonthejobandthecompanyabsorbsallexpensesassociatedwiththetraining.Ifanhourlyemployeeisrequiredtoattendatrainingsession,theemployeewillbecompensatedforthetimeinvolvedinthetraining.Anemployeewhoincursanyexpensesassociatedwithtrainingmustcompleteanexpensereportattachingtheappropriatereceiptsandsubmitittohis/herimmediatemanagerforauthorization.Themanagerwillforwarditthroughproperchannelstosecurereimbursementsuchasvehiclemileage,meals,etc.,shouldcomplywiththestandardcompanypolicies.
HiringofRelativesRevised:02/20/2015|Effective:02/20/2015
Theemploymentofrelativesispermittedwiththefollowingrestrictions:
1.Therelativesmaynotworkinthesamedepartment2.Arelativeisnotpermittedtosuperviseanotherrelative3.Confidentialpositions,suchashumanresources,payrolloradministrativeassistantsarenotopentorelativesofanyemployee.
Relativeisdefinedas:spousebrothersisterparentchild(ren)step-child(ren)grandparentgrandchild(ren)uncleauntnephewnieceson/daughter-in-lawbrother/sister-in-lawspousesbrother/sister-in-lawmother-in-lawfather-in-law
Re-EmploymentPolicyRevised:02/20/2015|Effective:02/20/2015
Employeeswholeavethecompanyingoodstandingwillbeconsideredforopenpositionsalongwithotherapplicants.Employeeswholeavewithoutgivingpropernoticeorwhoweredischargedforcausewillnotbeeligibleforre-hire.
ResignationRevised:02/20/2015|Effective:02/20/2015
Employeeswhochoosetoleavethecompanyareaskedtogiveatleasttwoweeks'notice.Employeeswhodonotgiveanappropriatenoticewillnotbeeligibleforrehire.
Allterminatingemployeeswillhaveanexitinterview.Thepurposeoftheinterviewistobecertainthereasonsfortheemployee'sterminationarenotfoundedonamisunderstandingorerroneoussituation.Theinterviewwillalsocoverwhatcompensationtheemployeehascomingandwhenterminationofbenefitswilloccur.
Employeesareexpectedtoturninallcompanypropertyatthetimeoftermination.
TerminationRevised:02/20/2015|Effective:02/20/2015
Dischargemaybecomenecessaryduetotheemployee'slackofabilityorfailuretofulfilltherequirementsofthejob.Dischargesarealwaysunpleasantandcostly,andthecompanydoesnottakethedecisiontodischargelightly.Advancenoticemayormaynotbegivendependingonthecircumstancessurroundingthetermination.
Allterminatingemployeeswillhaveanexitinterview.Thepurposeoftheinterviewistobecertainthereasonsfortheemployee'sterminationarenotfoundedonamisunderstandingorerroneoussituationandtosolicitinformationonwhattheemployeeunderstandsofthecompanyandthecompanybenefits.Theinterviewwillalsocoverwhatcompensationtheemployeehascomingandwhenterminationofbenefitswilloccur.
Employeesareexpectedtoturninallcompanypropertyatthetimeoftermination.
EEOPolicyRevised:03/03/2015|Effective:03/03/2015
Wefollowstateandfederallawsprohibitingdiscriminationinhiringandemployment.Wedonotdiscriminateagainstemployeesinviolationoftheselaws.
Harassment(Anti-Harassment)-LongVersionRevised:02/20/2015|Effective:02/20/2015
PetroleumCarriersprovidesequalemploymentopportunitytoallemployeesandapplicants.Thismeansthatallemploymentdecisions,includinghiring,placement,discipline,promotion,leaveofabsence,jobassignment,compensation,transfer,layoff,recall,andterminationandaccesstobenefitsandtraining,aremadewithoutregardtorace,color,creed,religion,sex,sexualorientation,alienage,citizenshipstatus,maritalstatus,statusasaVietnameraveteran,nationalorigin,age,handicap,disability,oranyothercharacteristicprotectedbyfederal,state,and/orlocallaw.
EqualemploymentopportunityalsoencompassesPetroleumCarriers'scommitmenttomaintainingaworkenvironmentthatisfreeofunlawfuldiscriminationandharassment.Infurtheranceofthiscommitment,employeesarenottodisplayorelectronicallysendpictures,cartoons,posters,e-mail,orjokesthatmayreasonablybedeemedoffensivebecauseofrace,color,religion,sex,sexualorientation,alienage,citizenshipstatus,maritalstatus,statusasaVietnameraveteran,nationalorigin,age,handicap,disabilityoranyothercharacteristicprotectedbyfederal,state,and/orlocallaw.Similarly,employeesarenottomakecomments,jokes,epithets,pranks,innuendos,gestures,touchings,nortoengageinanyotherformofconduct,thatmayreasonablybedeemedoffensivebecauseofrace,color,religion,sex,sexualorientation,alienage,citizenshipstatus,maritalstatus,statusasaVietnameraveteran,nationalorigin,age,handicap,disabilityoranyothercharacteristicprotectedbyfederal,state,and/orlocallaw.
Sexualharassmentisaformofunlawfulharassmentthatisbasedonanindividual’ssexorisofasexualnature.Itincludes,butisnotlimitedto,thetypesofprohibitedharassmentidentifiedabove,aswellasunwelcomesexualadvances,requestsforsexualfavors,and/orotherverbalorphysicalconduct.Suchconductconstitutessexualharassmentwhenanyofthefollowingoccurorarepresent:(1)submissiontosuchconductismadeeitherexplicitlyorimplicitlyatermorconditionofemployment;(2)submittingtoorrejectionofsuchconductisusedasthebasisforemploymentdecisions;and/or(3)suchconducthasthepurposeoreffectofunreasonablyinterferingwithanindividual’sworkperformanceorcreatesanintimidating,hostileoroffensiveworkingenvironment.Allunlawfulharassment,includingsexualharassment,isstrictlyprohibited.
Theprohibitionsaboveincludediscriminationandharassmentinanyworkplacecontext,includingconferences,meetings,socialevents,andwork-relatedactivitiesandtrips.Theseprohibitionsincludeunlawfulharassmentanddiscriminationfromortowardsmanagers,co-workersandotheremployeesaswellasnon-employeeswithwhomPetroleumCarriershasabusinessorprofessionalrelationship,includingbutnotlimitedtovendors,visitors,customers,clients,etc..
Ifyoubelievethatyouhavebeensubjectedtoorwitnessedoffensive,hostileoranyotherconductinviolationofthispolicy,orifyoubelievethatyouhavebeensubjectedtounlawfuldiscriminationinthetermsorconditionsofyouremployment,youmustimmediatelyreportthematterasfollows:
ReportingComplaintsofdiscriminationorharassment
PetroleumCarriersencouragesandexpectseveryemployeetoreportincidentsofdiscriminationorharassment,whethertheyaredirectlyinvolvedoraremerelyawitness.Ifanyemployeebelievesthatheorsheisbeingdiscriminatedagainstorharassedorhasbeensubjectedtodiscriminationorharassmentbyacoworker,supervisor,managerorotherindividualattheworkplace,orbelievesthathisorheremploymentisbeingorhasbeenadverselyaffectedbysuchconduct,orbelievesthatheorshehaswitnessedsuchconduct,theemployeeshouldreporttheconcerns(orallyorinwriting)IMMEDIATELYtohisorhersupervisor,manager,nextlevelmanager,anothermanager,ortheHumanResourcesdepartment.
Oncethematterhasbeenreported,apromptinvestigationwillbeconductedand,totheextentthatitdoesnotcompromisetheintegrityoftheinvestigation,confidentialitywillbemaintainedconcerningtheallegations.ShouldtheinvestigationestablishthatanindividualhasengagedinconductprohibitedunderthisPolicy,disciplinaryactionwarrantedbytheresultsoftheinvestigationwillbetakenagainsttheoffendingemployee(s).Tobeclear,anyemployeefoundtobeengaginginconductprohibitedunderthisPolicywillbesubjecttodiscipline.
Employeeswhofailtocooperatewithaninvestigation,orwhoknowinglyprovidefalseinformationinconnectionwithacomplaintoraninvestigation,willbesubjecttodisciplineaswell.
ProhibitionAgainstRetaliation
PetroleumCarriersprohibitsandwillnottolerateanyformofretaliationagainstanemployeewhohasfiledacomplaintingoodfaithoranemployeewho,ingoodfaith,hascooperatedorparticipatedinaninvestigationofacomplaint.Ifyouhavefiledacomplaint,orhaveparticipatedinaninvestigation,andbelievethatyouarebeing
orhavebeenretaliatedagainst,youMUSTimmediatelyreportthismattertooneofthepersonsmentionedaboveinthesub-sectiontitled“ReportingComplaintsofDiscriminationorHarassment.”
Ifyoubelievethatyouhavebeensubjectedtodiscriminationbecauseofyourrace,color,religion,sex,sexualorientation,alienage,citizenshipstatus,maritalstatus,statusasaVietnameraveteran,nationalorigin,age,handicap,disability,oranyothercharacteristicprotectedbyfederal,stateand/orlocallaw,orifyoubelievethatyouhavebeenretaliatedagainstforcomplainingaboutdiscriminationorparticipatinginaninvestigation,itisyourresponsibilityasanemployeetoutilizethecomplaintprocedureestablishedinthisPolicyforthepurposesofpreventingandcorrectingthisunacceptableworkplacebehavior.
CriminalHistoryCheckPolicyRevised:02/20/2015|Effective:02/20/2015
PetroleumCarriersrequiresacriminalcheckforallfull-timeandpart-timeinternalemployeesuponhireonceaconditionalofferofemploymenthasbeenextendedbythehiringmanager.
Althoughadisqualificationispossible,inaccordancewithfederalandstatelaws,apreviousconvictiondoesnotautomaticallydisqualifyanapplicantfromconsiderationforemploymentwithPetroleumCarriers.Dependingonavarietyoffactors(forexample,thenatureoftheposition,thenatureoftheconviction,ageofthecandidatewhentheillegalactivityoccurred),thecandidatemaystillbeeligibleforemploymentwithPetroleumCarriers.
However,ifanapplicantattemptstowithholdinformationorfalsifyinformationpertainingtopreviousconvictions,theemployeewillbedisqualifiedfromfurtheremploymentconsiderationinanypositionwiththecompanyduetofalsificationofanapplication.
Anofferofemploymentmaybeextendedtoanapplicantpriortothecompletionofthecriminalconvictioncheck.However,theapplicant'sfirstdayofworkinthepositionmustnotbepriortothesatisfactorycompletionofthecriminalconvictioncheck.
Note:TheU.S.EqualEmploymentOpportunityCommissionapprovedguidanceonemployeruseofcriminalbackgroundchecks.TheEEOCguidancedoesnotprohibitemployersfromconsideringcriminalinformationduringthehiringprocess.However,itdoesrequireemployerstotakenewstepstopreventdiscriminationunderTitleVIIoftheCivilRightsActof1964.
AffirmativeActionRevised:02/20/2015|Effective:02/20/2015
Aspartofthecompany'sequalemploymentopportunitypolicy,theCompanywilltakeaffirmativeactionascalledforbyapplicablelawsandExecutiveOrderstoensurethatminoritygroupindividuals,females,disabledveterans,recentlyseparatedveterans,otherprotectedveterans,ArmedForcesservicemedalveterans,andqualifieddisabledpersonsareintroducedintoourworkforceandconsideredforpromotionalopportunities.
Employeesandapplicantsshallnotbesubjectedtoharassment,intimidationoranytypeofretaliationbecausetheyhave(1)filedacomplaint;(2)assistedorparticipatedinaninvestigation,compliancereview,hearingoranyotheractivityrelatedtotheadministrationofanyfederal,stateorlocallawrequiringequalemploymentopportunity;(3)opposedanyactorpracticemadeunlawfulbyanyfederal,stateorlocallawrequiringequalopportunity;or(4)exercisedanyotherlegalrightprotectedbyfederal,stateorlocallawrequiringequalopportunity.
Theabove-mentionedpoliciesshallbeperiodicallybroughttotheattentionofsupervisorsandshallbeappropriatelyadministered.Itistheresponsibilityofeachsupervisorofthecompanytoensureaffirmativeimplementationofthesepoliciestoavoidanydiscriminationinemployment.Allemployeesareexpectedtorecognizethesepoliciesandcooperatewiththeirimplementation.Violationofthesepolicieswillnotbetolerated.
AnAffirmativeActionOfficerhasbeenassignedtodirecttheestablishmentandmonitortheimplementationofpersonnelprocedurestoguideouraffirmativeactionprogramthroughoutourCompany.
SpecifictoemployeesinNorthCarolina
§128-15.Employmentpreferenceforveteransandtheirspousesorsurvivingspouses.(a)ItshallbethepolicyoftheStateofNorthCarolinathat,inappreciationfortheirservicetothisStateandthiscountryduringaperiodofwar,andinrecognitionofthetimeandadvantagelosttowardthepursuitofaciviliancareer,veteransshallbegrantedpreferenceinemploymentwitheveryStatedepartment,agency,andinstitution.(b)Asusedinthissection:(1)"Aperiodofwar"includesWorldWarI(April16,1917,throughNovember11,1918),WorldWarII(December7,1941,throughDecember31,1946),theKoreanConflict(June27,1950,throughJanuary31,1955),theperiodoftimebetweenJanuary31,1955,andtheendofthehostilitiesinVietnam(May7,1975),oranyothercampaign,expedition,orengagementforwhichacampaignbadgeormedalisauthorizedbytheUnitedStatesDepartmentofDefense.(2)"Veteran"meansapersonwhoservedintheArmedForcesoftheUnitedStatesonactiveduty,forreasonsotherthantraining,andhasbeendischargedunderotherthandishonorableconditions.(3)"Eligibleveteran"means:a.Aveteranwhoservedduringaperiodofwar;orb.Thespouseofadisabledveteran;orc.Thesurvivingspouseordependentofaveteranwhodiesonactivedutyduringaperiodofwareitherdirectlyorindirectlyastheresultofsuchservice;ord.Aveteranwhosufferedadisablinginjuryforservice-relatedreasonsduringpeacetime;ore.Thespouseofaveterandescribedinsubdivisiond.ofthissubsection;orf.ThesurvivingspouseordependentofapersonwhoservedintheArmedForcesoftheUnitedStatesonactiveduty,forreasonsotherthantraining,whodiesforservice-relatedreasonsduringpeacetime.(c)Hereafter,inallevaluationsofapplicantsforpositionswiththisStateoranyofitsdepartments,institutionsoragencies,apreferenceshallbeawardedtoalleligibleveteranswhoarecitizensoftheStateandwhoservedtheStateortheUnitedStateshonorablyinthemilitaryforcesofthisStateoroftheUnitedStatesduringaperiodofwar.ThispreferenceappliestoinitialemploymentwiththeStateandextendstootheremploymenteventsincludingsubsequenthirings,promotions,reassignments,andhorizontaltransfers.(d)TheprovisionsofthissectionshallbesubjecttotheprovisionsofArticle1ofChapter165oftheGeneralStatutes,andParts13and19ofArticle9ofChapter143BoftheGeneralStatutes.(1939,c.8;1953,c.1332;1967,c.536;1987(Reg.Sess.,1988),c.1064,s.2;2007-286,s.1;2011-183,s.96.)
BackgroundChecks-Arrests/ConvictionsRevised:03/04/2015|Effective:02/20/2015
ToensurethatindividualswhojointheCompanyarewellqualifiedandtoensurethatPetroleumCarriersmaintainsasafeandproductiveworkenvironment,itisourpolicytoconductpre-employmentbackgroundchecksonallapplicantswhoacceptanofferofemployment.Backgroundchecksmayincludeverificationofanyinformationontheapplicant'sresumeorapplicationform.
AlloffersofemploymentareconditionedonreceiptofabackgroundcheckreportthatisacceptabletoPetroleumCarriers.AllbackgroundchecksareconductedinconformitywiththeFederalFairCreditReportingAct,theAmericanswithDisabilitiesAct,andstateandfederalprivacyandantidiscriminationlaws.Reportsarekeptconfidentialandareonlyviewedbyindividualsinvolvedinthehiringprocess.
IfinformationobtainedinabackgroundcheckwouldleadtheCompanytodenyemployment,acopyofthereportwillbeprovidedtotheapplicant,andtheapplicantwillhavetheopportunitytodisputethereport'saccuracy.Backgroundchecksmayincludeacriminalrecordcheck,althoughacriminalconvictiondoesnotautomaticallybaranapplicantfromemployment.
Additionalcheckssuchasadrivingrecordorcreditreportmaybemadeonapplicantsforparticularjobcategoriesifappropriateandjobrelated.
PetroleumCarriersalsoreservestherighttoconductabackgroundcheckforcurrentemployeestodetermineeligibilityforpromotionorreassignmentinthesamemannerasdescribedabove.
Wealsoconductapre-employmentRoadTesttodeterminetheabilityofapplicanttosafelyandprofessionallydriveourequipment.
SpecifictoemployeesinNorthCarolina
Arrests:Norestrictions
Convictions:Norestrictions
WorkPlaceBullyingRevised:02/20/2015|Effective:02/20/2015
Thepurposeofthispolicyistocommunicatetoallemployees,includingsupervisors,managersandexecutives,thatPetroleumCarrierswillnotinanyinstancetoleratebullyingbehavior.Employeesfoundinviolationofthispolicywillbedisciplined,uptoandincludingtermination.
PetroleumCarriersdefinesbullyingasrepeatedinappropriatebehavior,eitherdirectorindirect,whetherverbal,physicalorotherwise,conductedbyoneormorepersonsagainstanotherorothers,attheplaceofworkand/orinthecourseofemployment.SuchbehaviorviolatestheCompany’sCodeofEthics,whichclearlystatesthatallemployeeswillbetreatedwithdignityandrespect.
Bullyingmaybeintentionalorunintentional.However,itmustbenotedthatwhenanallegationofbullyingismade,theintentionoftheallegedbullyisirrelevant,andwillnotbegivenconsiderationwhenmetingoutdiscipline.Asinsexualharassment,itistheeffectofthebehaviorontheindividualthatisimportant.TheCompanyconsidersthefollowingtypesofbehaviorexamplesofbullying:
Verbalbullying:Slandering,ridiculingormaligningapersonorhisorherfamily;persistentnamecallingthatishurtful,insultingorhumiliating;usingapersonasbuttofjokes;abusiveandoffensiveremarks.
Physicalbullying:Pushing,shoving,kicking,poking,tripping,assaultorthreatofphysicalassault,damagetoaperson’sworkareaorproperty
Gesturebullying:Nonverbalthreateninggestures;glancesthatcanconveythreateningmessages.
Exclusion:Sociallyorphysicallyexcludingordisregardingapersoninwork-relatedactivities.
Inaddition,thefollowingexamplesmayconstituteorcontributetoevidenceofbullyingintheworkplace:
Persistentsinglingoutofoneperson.Shoutingorraisingvoiceatanindividualinpublicorinprivate.Usingverbalorobscenegestures.Notallowingthepersontospeakorexpresshimselfofherself(i.e.,ignoringorinterrupting).Personalinsultsanduseofoffensivenicknames.Publichumiliationinanyform.Constantcriticismonmattersunrelatedorminimallyrelatedtotheperson’sjobperformanceordescription.Ignoringorinterruptinganindividualatmeetings.Publicreprimands.Repeatedlyaccusingsomeoneoferrorsthatcannotbedocumented.Deliberatelyinterferingwithmailandothercommunications.Spreadingrumorsandgossipregardingindividuals.Encouragingotherstodisregardasupervisor’sinstructions.Manipulatingtheabilityofsomeonetodohisorherwork(e.g.,overloading,underloading,withholdinginformation,assigningmeaninglesstasks,settingdeadlinesthatcannotbemet,givingdeliberatelyambiguousinstructions).Inflictingmenialtasksnotinkeepingwiththenormalresponsibilitiesofthejob.Takingcreditforanotherperson’sideas.Refusingreasonablerequestsforleaveintheabsenceofwork-relatedreasonsnottograntleave.Deliberatelyexcludinganindividualorisolatinghimorherfromwork-relatedactivities,suchasmeetings.Unwantedphysicalcontact,physicalabuseorthreatsofabusetoanindividualoranindividual’sproperty(defacingormarkingupproperty).
Section:HoursofWorkandPay
HoursofWorkRevised:05/29/2015|Effective:02/20/2015
Thecompanywillmaintainworkhoursforitsemployeesinaccordancewithfederalandstateregulations,productionneeds,andthemaintenanceofanefficientandeffectivescheduleofwork.
TheFairLaborStandardsActrequiresemployerstomaintainanaccuraterecordofhoursworkedandtopayoneandone-halftimestheregularhourlyrateofpaytoeverynonexemptemployeewhoworksovertime.Overtimewillbedefinedasallhoursworkedoverfortyinaworkweek.TheFairLaborStandardsActpermitsexemptionofcertainprofessional,administrative,andexecutivepositionsandcertainsalespositions,asdefinedinthestatues,fromcompliancewiththeact.
Theofficialworkweekforallemployeesbeginsat12:01a.m.onMondayandendsat12:00midnightthefollowingSunday.
Theregularbusinessdayisfromasneededtowhenallloadsarerun
TrainingTime---Anymeetings,lectures,andtrainingprogramsthatanemployeeisrequiredtoattendwillbeconsideredcompensabletime.
Ifforanyreasonanemployeeisunabletocompletetheirassignedworkweek,weexpectthattheywillworkanadditionaldaytomeetourcommitmentstoourvaluablecustomers;thistimeshouldbeconsecutivetoanymissedworkday.Anyunusualorunexpecteddaysoffwillbepaidvacationtime(ifvacationtimeisaccrued)ineithercasewedoexpecteachemployeetoworkareplacementday.
TimeKeepingRevised:02/20/2015|Effective:02/20/2015
Accuratelyrecordingtimeworkedistheresponsibilityofeveryemployee.FederalandstatelawsrequirePetroleumCarrierstokeepanaccuraterecordoftimeworkedinordertocalculateemployeepayandbenefits.Timeworkedisallthetimeactuallyspentonthejobperformingassignedduties.
Nonexemptemployeesshouldaccuratelyrecordthetimetheybeginandendtheirwork,aswellasthebeginningandendingtimeofeachmealperiod.Theyshouldalsorecordthebeginningandendingtimeofanysplitshiftordeparturefromworkforpersonalreasons.Overtimeworkmustalwaysbeapprovedbeforeitisperformed.
Altering,falsifying,tamperingwithtimerecords,orrecordingtimeonanotheremployee'stimerecordmayresultindisciplinaryaction,uptoandincludingterminationofemployment.
Ifcorrectionsormodificationsaremadetothetimerecord,boththeemployeeandthesupervisormustverifytheaccuracyofthechangesbyinitialingthetimerecord.
Nonexemptemployeesareresponsibleforaccuratelyrecordingthehourstheywork.ThisinformationalsohelpsPetroleumCarrierscomplywiththelawsthatrequireustokeepaccuraterecordsof"timeworked"inordertocorrectlycalculateemployeepayandbenefits."Timeworked"isdefinedasallthetimenonexemptstaffspendperformingassignedduties.
Ifyouareanonexemptemployee,youmustaccuratelyrecordthetimeyoubeginandendyourwork,aswellasthebeginningandendingtimeofanymealperiods,splitshifts,orifyouleavetheworkplaceforpersonalreasons.Also,youalwaysneedtoreceiveadvanceapprovalbeforeworkinganyovertimehours.
Weconsiderattemptstofalsifytimekeepingrecordsaveryseriousmatter.Therefore,anyofthefollowingactionsmayresultindisciplinaryaction,uptoandincludingtermination:altering,falsifying,tamperingwithtimerecords,orrecordinganotheremployee'stimerecord.
Youarealsoresponsibleforsigningyourtimerecordstocertifytheiraccuracy.Yourdispatcherwillthenreviewandinitialthetimerecordsbeforesubmittingforpayrollprocessing.Inaddition,ifcorrectionsorrevisionsaremadetothetimerecord,boththeemployeeandsupervisormustinitialthechangesonthetimerecordasbeingaccurate.
PaydaysRevised:02/20/2015|Effective:02/20/2015
HourlyemployeesarepaideveryotherweekonFriday.Ifaholidayfallsonaregularscheduledpayday,paydaywillbeonFriday.
SalariedemployeeswillbepaidBi-Monthly.Ifaholidayfallsonaregularscheduledpayday,paydaywillbeonFriday.
Directdepositisavailableandemployeesareencouragedtoutilizethisservice.
LunchPeriodRevised:02/20/2015|Effective:02/20/2015
Thelunchperiodisatimefortheemployeetotakecareofpersonalissuesandtorelaxandcatchtheirbreathfromthetoilsofthebusiness.Employeesarenotpermittedtoforgothelunchperiodtoshortentheworkdaywithoutthepermissionoftheirsupervisor.
PetroleumCarriersprovidesa60minutelunchperiod.Employeesneedingextratimeontheirlunchperiodmustreceivepriorapprovalfromtheirsupervisor.
ChildSupport/NewHireLawRevised:02/20/2015|Effective:02/20/2015
PetroleumCarrierscomplieswiththelawofthelandregardingNewHire/ChildSupportLaw.Ifyouaresubjecttoachildsupportorder,monieswillbewithheldfromyourpaycheckinaccordancewithourstate'sregulations.
Childsupportisthecourt-orderedpaymentbythenon-custodialparenttothecustodialparentforthecareandwelfareofthechild.
DirectDepositRevised:02/20/2015|Effective:02/20/2015
PetroleumCarriersencouragesdirectdepositofyourpaychecktoyourbankaccount(s).Youcanchoosetohaveyourcheckdepositedinmorethanoneaccount.Forexample,youmayelecttohavesomemoneyputintocheckingaswellasasavingsaccount.
Pleasesubmitavoidedcheckorbankdepositslipwiththebank'sroutingnumbertoHRManagertoinitiatedirectdeposit.Itmaytakeoneortwopayperiodsbeforethetransactioncanbecompleted.Inthemeantime,youwillreceiveamanualcheck.
Remembertonotifypayrollbeforeyouchangethefinancialinstitutionswhereyourchecksarebeingsent.Ittakesaweekortwotoretrieveacheckthathasbeensentviaelectronicmail!
SpecifictoemployeesinNorthCarolinaMandatorydirectdepositisallowedinNorthCarolina.
GarnishmentsRevised:02/20/2015|Effective:02/20/2015
Acourt-orderedlegalclaimagainstthewagesofanemployeebyacreditorfornonpaymentofadebtandservedbytheconstitutedlegalauthorityiscalledagarnishment,anditmustberecognizedandexecutedbythecompany.
Whenagarnishmentisreceivedbythecompany,wewilladvisetheemployeethatagarnishmenthasbeenservedonthecompany.Theemployeewillbecounseledtoseekassistanceinworkingouthis/herfinancialproblems.
FinalPaycheckRevised:02/20/2015|Effective:02/20/2015
Thecompanyfollowsthestateregulationsregardingdeadlinesforemployeestoreceivetheirfinalpaycheck.
SpecifictoemployeesinNorthCarolinaThecompanywillpayallwagesonorbeforethenextpaydayimmediatelyfollowingtermination.Wagesbasedonbonusesorcommissionswillbepaidonthefirstregularpaydayaftertheamountbecomescalculable.
Section:MandatoryEmployeeBenefits
SocialSecurityRevised:02/20/2015|Effective:02/20/2015
ThepaymentofSocialSecurityandMedicalBenefitsismadebyyouandthecompany.ThecompanymatchesyourcontributiontoSocialSecurityandMedicareandtherebypaysone-halfofthecostofyourRetirementandMedicareBenefitsundertheSocialSecurityAct.
SocialSecurityprovidesavarietyofbenefits,includingretirementincome,deathbenefits,disabilitybenefitsandmonthlyincomeforcertaindependentsurvivorsofcoveredemployees.
ForadditionalinformationregardingSocialSecurityeligibilityandbenefits,gotowww.socialsecurity.gov.
UnemploymentInsuranceRevised:02/20/2015|Effective:02/20/2015
Thecompanypaystheentirecostofunemploymentinsurance.Thisinsuranceprovidesaweeklyincomeforthosewhomaybelaidofforwhomayhavelosttheirjobthroughnofaultoftheirown.
Theamountofthisincomevarieswiththeindividualandstateinwhichhe/sheresidesbecauseitisbasedonaverageearnings.Eligibilityrequirementsandtheamountofbenefitsthatyoumayreceivearespecifiedbystatelaw.
Workers'CompensationInsuranceRevised:02/20/2015|Effective:02/20/2015
EmployeesareprovidedWorkers'Compensationcoveragefromthedaytheybeginwork.Thecompanypaystheentirecostofthiscoverage.EmployeesarecoveredbyWorkers'Compensationiftheyareincapacitatedbyinjuryorillnessarisingoutoftheiremployment.
Employeesmustreportallaccidentstotheirsupervisorimmediately,regardlessofhowminor.Ifawork-relatedinjuryrequiresmedicalattentionbyaphysicianoranyothermedicalfacilitythatproducesabill,aclaimmustbemadeoutthesamedaybytheemployee'ssupervisor.Iftheinjurycausesthepersontobeawayfromworkbeyondthreedays,thisinjurymustbereportedtothestateWorkers'CompensationDivision.
Theemployee'ssupervisorisresponsibleforsubmittingacopyoftheoriginalclaimtothestateoffice.Additionally,acopyofthisclaimmustbeforwardedtotheHRManager,whowillforwardittotheinsurancecompany.
Employeesarenotauthorizedtogotoaphysicianwithoutfirstadvisingtheirsupervisorormanager.EmployeeswillnotbeeligibleforregularcompensationorvacationorholidaypayinadditiontoanyWorkers'Compensationreceived.
FamilyMedicalLeaveActRevised:02/20/2015|Effective:02/20/2015
OurCompanywillcomplywiththeFamilyandMedicalLeaveActimplementingRegulationsasrevisedeffectiveFebruary2013.ThecompanypoststhemandatoryFMLANoticeanduponhireprovidesallnewemployeeswithnoticesrequiredbytheU.S.DepartmentofLabor(DOL)onEmployeeRightsandResponsibilitiesundertheFamilyandMedicalLeaveAct.
ThefunctionofthispolicyistoprovideemployeeswithageneraldescriptionoftheirFMLArights.Intheeventofanyconflictbetweenthispolicyandtheapplicablelaw,employeeswillbeaffordedallrightsrequiredbylaw.
Ifyouhaveanyquestions,concerns,ordisputeswiththispolicy,youmustcontactyourimmediatesupervisorortheHRDepartmentinwriting.
A.GeneralProvisions
Underthispolicy,theCompanywillgrantupto12weeks(orupto26weeksofmilitarycaregiverleavetocareforacoveredservicememberwithaseriousinjuryorillness)duringa12-monthperiodtoeligibleemployees.Theleavemaybepaid,unpaidoracombinationofpaidandunpaidleave,dependingonthecircumstancesoftheleaveandasspecifiedinthispolicy.
B.Eligibility
Toqualifytotakefamilyormedicalleaveunderthispolicy,theemployeemustmeetallofthefollowingconditions:
1)Theemployeemusthaveworkedforthecompanyfor12monthsor52weeks.The12monthsor52weeksneednothavebeenconsecutive.Separateperiodsofemploymentwillbecounted,providedthatthebreakinservicedoesnotexceedsevenyears.SeparateperiodsofemploymentwillbecountedifthebreakinserviceexceedssevenyearsduetoNationalGuardorReservemilitaryserviceobligationsorwhenthereisawrittenagreement,includingacollectivebargainingagreement,statingtheemployer’sintentiontorehiretheemployeeaftertheservicebreak.Foreligibilitypurposes,anemployeewillbeconsideredtohavebeenemployedforanentireweekeveniftheemployeewasonthepayrollforonlypartofaweekoriftheemployeeisonleaveduringtheweek.
2)Theemployeemusthaveworkedatleast1,250hoursduringthe12-monthperiodimmediatelybeforethedatewhentheleaveisrequestedtocommence.TheprinciplesestablishedundertheFairLaborStandardsAct(FLSA)determinethenumberofhoursworkedbyanemployee.TheFLSAdoesnotincludetimespentonpaidorunpaidleaveashoursworked.Consequently,thesehoursofleaveshouldnotbecountedindeterminingthe1,250hourseligibilitytestforanemployeeunderFMLA.
3)Theemployeemustworkinaworksitewhere50ormoreemployeesareemployedbythecompanywithin75milesofthatofficeorworksite.Thedistanceistobecalculatedbyusingavailabletransportationbythemostdirectroute.
C.TypeofLeaveCovered
ToqualifyasFMLAleaveunderthispolicy,theemployeemustbetakingleaveforoneofthereasonslistedbelow:
1)Thebirthofachildandinordertocareforthatchild.
2)Theplacementofachildforadoptionorfostercareandtocareforthenewlyplacedchild.
3)Tocareforaspouse,childorparentwithaserioushealthcondition(describedbelow).
4)Theserioushealthcondition(describedbelow)oftheemployee.
Anemployeemaytakeleavebecauseofaserioushealthconditionthatmakesthe
employeeunabletoperformthefunctionsoftheemployee'sposition.
Aserioushealthconditionisdefinedasaconditionthatrequiresinpatientcareatahospital,hospiceorresidentialmedicalcarefacility,includinganyperiodofincapacityoranysubsequenttreatmentinconnectionwithsuchinpatientcareoraconditionthatrequirescontinuingcarebyalicensedhealthcareprovider.
Thispolicycoversillnessesofaseriousandlong-termnature,resultinginrecurringorlengthyabsences.Generally,achronicorlong-termhealthconditionthatwouldresultinaperiodofthreeconsecutivedaysofincapacitywiththefirstvisittothehealthcareproviderwithinsevendaysoftheonsetoftheincapacityandasecondvisitwithin30daysoftheincapacitywouldbeconsideredaserioushealthcondition.Forchronicconditionsrequiringperiodichealthcarevisitsfortreatment,suchvisitsmusttakeplaceatleasttwiceayear.
EmployeeswithquestionsaboutwhatillnessesarecoveredunderthisFMLApolicyorunderthecompany'ssickleavepolicyareencouragedtoconsultwiththeHumanResourceManager.
Ifanemployeetakespaidsickleaveforaconditionthatprogressesintoaserioushealthconditionandtheemployeerequestsunpaidleaveasprovidedunderthispolicy,thecompanymaydesignateallorsomeportionofrelatedleavetakenasleaveunderthispolicy,totheextentthattheearlierleavemeetsthenecessaryqualifications.
4)QualifyingexigencyleaveforfamiliesofmembersoftheNationalGuardorReservesorofaregularcomponentoftheArmedForceswhenthecoveredmilitarymemberisoncoveredactivedutyorcalledtocoveredactiveduty.
Anemployeewhosespouse,son,daughterorparenteitherhasbeennotifiedofanimpendingcallorordertocoveredactivemilitarydutyorwhoisalreadyoncoveredactivedutymaytakeupto12weeksofleaveforreasonsrelatedtooraffectedbythefamilymember’scall-uporservice.Thequalifyingexigencymustbeoneofthefollowing:
(1)short-noticedeployment;(2)militaryeventsandactivities;3)childcareandschoolactivities;(4)financialandlegalarrangements;5)counseling;6)restandrecuperation;(7)post-deploymentactivities;and8)additionalactivitiesthatariseoutofactiveduty,providedthattheemployerandemployeeagree,includingagreementontiminganddurationoftheleave.
(a)EligibleemployeesareentitledtoFMLAleavetocareforacurrentmemberoftheArmedForces,includingamemberoftheNationalGuardorReserves,oramemberoftheArmedForces,theNationalGuardorReserveswhoisonthetemporarydisabilityretiredlist,whohasaseriousinjuryorillnessincurredinthelineofdutyonactivedutyforwhichheorsheisundergoingmedicaltreatment,recuperation,ortherapy;orotherwiseinoutpatientstatus;orotherwiseonthetemporarydisabilityretiredlist.EligibleemployeesmaynottakeleaveunderthisprovisiontocareforformermembersoftheArmedForces,formermembersoftheNationalGuardandReserves,andmembersonthepermanentdisabilityretiredlist.
(b)Inordertocareforacoveredservicemember,aneligibleemployeemustbethespouse,son,daughter,orparent,ornextofkinofacoveredservicemember.
(1)A"sonordaughterofacoveredservicemember"meansthecoveredservicemember'sbiological,adopted,orfosterchild,stepchild,legalward,orachildforwhomthecoveredservicememberstoodinlocoparentis,andwhoisofanyage.
(2)A"parentofacoveredservicemember"meansacoveredservicemember'sbiological,adoptive,steporfosterfatherormother,oranyotherindividualwhostoodinlocoparentistothecoveredservicemember.Thistermdoesnotincludeparents"inlaw".
(3)UndertheFMLA,a"spouse"meansahusbandorwifeasdefinedunderthelawinthestatewheretheemployeeresides.[Note:Employersinstatesallowinggaymarriageorcivilunionsshouldbeparticularlycognizantoftheinterplaybetweenfederalandstatelawinthisevolvingareaoflaw.OnJune26,2013,theU.S.SupremeCourt,inUnitedStatesv.Windsor,foundunconstitutionalSection3ofthefederalDefenseofMarriageAct(DOMA),whichhadprohibitedthefederalgovernmentfromacknowledgingmarriagesbetweensame-sexcouples.Same-sexmarriageswererecognizedaslegalby12statesandtheDistrictofColumbiaatthetimeoftheruling.
Nowthatsame-sexspousesare'spouses'underfederallawiftheyare'spouses'understatelaw,allfederallawsandregulationsthatincludespousesincludethebroadersame-sexdefinitioninthosestateswheresame-sexmarriageislegal.FMLAreferstostatelawforthedefinitionof'spouse.'Thus,forFMLA,anemployeecantakeleaveforaseriousmedicalcondition,"includingmilitary-familyleave,ofthesame-sexspouseiftheemployeelivesinastatethatallowssame-sexmarriage".However,sincethecourtdidnotconsiderSection2ofDOMA,statesstillhavetherightnottorecognizesame-sexmarriagesoriginatinginotherstatesorterritories,Therefore,inthe13statesthatrecognizegaymarriage—California,Connecticut,Delaware,Iowa,Maine,Maryland,Massachusetts,Minnesota,NewHampshire,NewYork,RhodeIsland,VermontandWashington,plustheDistrictofColumbia—applicabilityoftheFMLAwoulddependonthestatedefinitionofmarriage.Additionally,childrenofsame-sexmeaninganemployeeisentitledtotakeFMLAleavefortheircare,aswell.]
(5)The"nextofkinofacoveredservicemember"isthenearestbloodrelative,otherthanthecoveredservicemember'sspouse,parent,son,ordaughter,inthefollowingorderofpriority:bloodrelativeswhohavebeengrantedlegalcustodyoftheservicememberbycourtdecreeorstatutoryprovisions,brothersandsisters,grandparents,auntsanduncles,andfirstcousins,unlessthecoveredservicememberhasspecificallydesignatedinwritinganotherbloodrelativeashisorhernearestbloodrelativeforpurposesofmilitarycaregiverleaveundertheFMLA.Whennosuchdesignationismade,andtherearemultiplefamilymemberswiththesamelevelofrelationshiptothecoveredservicemember,allsuchfamilymembersshallbeconsideredthecoveredservicemember'snextofkinandmaytakeFMLAleavetoprovidecaretothecoveredservicemember,eitherconsecutivelyorsimultaneously.Whensuchdesignationhasbeenmade,thedesignatedindividualshallbedeemedtobethecoveredservicemember'sonlynextofkin.Forexample,ifacoveredservicememberhasthreesiblingsandhasnotdesignatedabloodrelativetoprovidecare,allthreesiblingswouldbeconsideredthecoveredservicemember'snextofkin.Alternatively,whereacoveredservicememberhasasibling(s)anddesignatesacousinashisorhernextofkinforFMLApurposes,thenonlythedesignatedcousiniseligibleasthecoveredservicemember'snextofkin.Anemployerispermittedtorequireanemployeetoprovideconfirmationofcoveredfamilyrelationshiptothecoveredservicemember.
"Coveredactiveduty"means:
(a)"Coveredactiveduty"formembersofaregularcomponentoftheArmedForcesmeansdutyduringdeploymentofthememberwiththeArmedForcestoaforeigncountry.
(b)"Coveredactiveduty"formembersofthereservecomponentsoftheArmedForces
(membersoftheU.S.NationalGuardandReserves)meansdutyduringdeploymentofthememberwiththeArmedForcestoaforeigncountryunderacallorordertoactivedutyinacontingencyoperation.(c)inthecaseofamemberofaregularcomponentoftheArmedForces,dutyduringthedeploymentofthememberwiththeArmedForcestoaforeigncountry;and
Theleavemaycommenceassoonastheindividualreceivesthecall-upnotice.(SonordaughterforthistypeofFMLAleaveisdefinedthesameasforchildforothertypesofFMLAleaveexceptthatthepersondoesnothavetobeaminor.)Thistypeofleavewouldbecountedtowardtheemployee's12-weekmaximumofFMLAleaveina12-monthperiod.
(6)Militarycaregiverleave(alsoknownascoveredservicememberleave)tocareforaninjuredorillservicememberorveteran.
Anemployeewhoseson,daughter,parentornextofkinisacoveredservicemembermaytakeupto26weeksinasingle12-monthperiodtotakecareofleavetocareforthatservicemember.
Nextofkinisdefinedastheclosestbloodrelativeoftheinjuredorrecoveringservicemember.
Theterm"coveredservicemember”"means:
(a)amemberoftheArmedForces(includingamemberoftheNationalGuardorReserves)whoisundergoingmedicaltreatment,recuperation,ortherapy,isotherwiseinoutpatientstatus,orisotherwiseonthetemporarydisabilityretiredlist,foraseriousinjuryorillness;or
(b)aveteranwhoisundergoingmedicaltreatment,recuperation,ortherapy,foraseriousinjuryorillnessandwhowasamemberoftheArmedForces(includingamemberoftheNationalGuardorReserves)atanytimeduringtheperiodof5yearsprecedingthedateonwhichtheveteranundergoesthatmedicaltreatment,recuperation,ortherapy.
Theterm"seriousinjuryorillness"means:
(a)inthecaseofamemberoftheArmedForces(includingamemberoftheNationalGuardorReserves),meansaninjuryorillnessthatwasincurredbythememberinlineofdutyonactivedutyintheArmedForces(orexistedbeforethebeginningofthemember’sactivedutyandwasaggravatedbyserviceinlineofdutyonactivedutyintheArmedForces)andthatmayrenderthemembermedicallyunfittoperformthedutiesofthemember'soffice,grade,rank,orrating;and
(b)inthecaseofaveteranwhowasamemberoftheArmedForces(includingamemberoftheNationalGuardorReserves)atanytimeduringaperiodwhenthepersonwasacoveredservicemember,meansaqualifying(asdefinedbytheSecretaryofLabor)injuryorillnessincurredbyacoveredservicememberinthelineofdutyonactivedutythatmayrendertheservicemembermedicallyunfittoperformthedutiesofhisorheroffice,grade,rankorrating.
(c)Outpatientstatus,withrespecttoacoveredservicemember,meansthestatusofamemberoftheArmedForcesassignedtoeitheramilitarymedicaltreatmentfacilityasanoutpatient;oraunitestablishedforthepurposeofprovidingcommandandcontrolofmembersoftheArmedForcesreceivingmedicalcareasoutpatients.
D.AmountofLeave
Aneligibleemployeecantakeupto12weeksfortheFMLAcircumstances(1)through(5)aboveunderthispolicyduringany12-monthperiod.Thecompanywillmeasurethe12-monthperiodasarolling12-monthperiodmeasuredbackwardfromthedateanemployeeusesanyleaveunderthispolicy.Eachtimeanemployeetakesleave,thecompanywillcomputetheamountofleavetheemployeehastakenunderthispolicyinthelast12monthsandsubtractitfromthe12weeksofavailableleave,andthebalanceremainingistheamounttheemployeeisentitledtotakeatthattime.
Aneligibleemployeecantakeupto26weeksfortheFMLAcircumstance(6)above(militarycaregiverleave)duringasingle12-monthperiod.Forthismilitarycaregiverleave,thecompanywillmeasurethe12-monthperiodasarolling12-monthperiodmeasuredforward.FMLAleavealreadytakenforotherFMLAcircumstanceswillbedeductedfromthetotalof26weeksavailable.
Ifahusbandandwifebothworkforthecompanyandeachwishestotakeleaveforthebirthofachild,adoptionorplacementofachildinfostercare,ortocareforaparent(butnotaparent"in-law")withaserioushealthcondition,thehusbandandwifemayonlytakeacombinedtotalof12weeksofleave.Ifahusbandandwifebothworkforthecompanyandeachwishestotakeleavetocareforacoveredinjuredorillservicemember,thehusbandandwifemayonlytakeacombinedtotalof26weeksofleave.
E.EmployeeStatusandBenefitsDuringLeave
Whileanemployeeisonleave,thecompanywillcontinuetheemployee'shealthbenefitsduringtheleaveperiodatthesamelevelandunderthesameconditionsasiftheemployeehadcontinuedtowork.
Iftheemployeechoosesnottoreturntoworkforreasonsotherthanacontinuedserioushealthconditionoftheemployeeortheemployee'sfamilymemberoracircumstancebeyondtheemployee'scontrol,thecompanywillrequiretheemployeetoreimbursethecompanytheamountitpaidfortheemployee'shealthinsurancepremiumduringtheleaveperiod.
Undercurrentcompanypolicy,theemployeepaysaportionofthehealthcarepremium.Whileonpaidleave,theemployerwillcontinuetomakepayrolldeductionstocollecttheemployee'sshareofthepremium.Whileonunpaidleave,theemployeemustcontinuetomakethispayment,eitherinpersonorbymail.ThepaymentmustbereceivedintheAccountingDepartmentbythedayofeachmonth.Ifthepaymentismorethan30dayslate,theemployee'shealthcarecoveragemaybedroppedforthedurationoftheleave.Theemployerwillprovide15days'notificationpriortotheemployee'slossofcoverage.
Iftheemployeecontributestoalifeinsuranceordisabilityplan,theemployerwillcontinuemakingpayrolldeductionswhiletheemployeeisonpaidleave.Whiletheemployeeisonunpaidleave,theemployeemayrequestcontinuationofsuchbenefitsandpayhisorherportionofthepremiums,ortheemployermayelecttomaintainsuchbenefitsduringtheleaveandpaytheemployee'sshareofthepremiumpayments.Iftheemployeedoesnotcontinuethesepayments,theemployermaydiscontinuecoverageduringtheleave.Iftheemployermaintainscoverage,theemployermayrecoverthecostsincurredforpayingtheemployee'sshareofanypremiums,whetherornottheemployeereturnstowork.
F.EmployeeStatusAfterLeave
Anemployeewhotakesleaveunderthispolicymaybeaskedtoprovideafitnessforduty(FFD)clearancefromthehealthcareprovider.Thisrequirementwillbeincludedintheemployer’sresponsetotheFMLArequest.Generally,anemployeewhotakesFMLAleavewillbeabletoreturntothesamepositionorapositionwithequivalentstatus,pay,benefitsandotheremploymentterms.Thepositionwillbethesameoronewhichisvirtuallyidenticalintermsofpay,benefitsandworkingconditions.Thecompanymaychoosetoexemptcertainkeyemployeesfromthisrequirementandnotreturnthemtothesameorsimilarposition.
G.UseofPaidandUnpaidLeave
AnemployeewhoistakingFMLAleavebecauseoftheemployee'sownserioushealthconditionortheserioushealthconditionofafamilymembermustuseallpaidvacation,personalorsickleavepriortobeingeligibleforunpaidleave.SickleavemayberunconcurrentlywithFMLAleaveifthereasonfortheFMLAleaveiscoveredbytheestablishedsickleavepolicy.
Disabilityleaveforthebirthofthechildandforanemployee'sserioushealthcondition,includingworkers'compensationleave(totheextentthatitqualifies),willbedesignatedasFMLAleaveandwillrunconcurrentlywithFMLA.Forexample,ifanemployerprovidessixweeksofpregnancydisabilityleave,thesixweekswillbedesignatedasFMLAleaveandcountedtowardtheemployee's12-weekentitlement.Theemployeemaythenberequiredtosubstituteaccrued(orearned)paidleaveasappropriatebeforebeingeligibleforunpaidleaveforwhatremainsofthe12-weekentitlement.Anemployeewhoistakingleavefortheadoptionorfostercareofachildmustuseallpaidvacation,personalorfamilyleavepriortobeingeligibleforunpaidleave.
AnemployeewhoisusingmilitaryFMLAleaveforaqualifyingexigencymustuseallpaidvacationandpersonalleavepriortobeingeligibleforunpaidleave.AnemployeeusingFMLAmilitarycaregiverleavemustalsouseallpaidvacation,personalleaveorsickleave(aslongasthereasonfortheabsenceiscoveredbythecompany’ssickleavepolicy)priortobeingeligibleforunpaidleave.
H.IntermittentLeaveoraReducedWorkSchedule
TheemployeemaytakeFMLAleavein12consecutiveweeks,mayusetheleaveintermittently(takeadayperiodicallywhenneededovertheyear)or,undercertaincircumstances,mayusetheleavetoreducetheworkweekorworkday,resultinginareducedhourschedule.Inallcases,theleavemaynotexceedatotalof12workweeks(or26workweekstocareforaninjuredorillservicememberovera12-monthperiod).
Thecompanymaytemporarilytransferanemployeetoanavailablealternativepositionwithequivalentpayandbenefitsifthealternativepositionwouldbetteraccommodatetheintermittentorreducedschedule,ininstancesofwhenleavefortheemployeeoremployee'sfamilymemberisforeseeableandforplannedmedicaltreatment,includingrecoveryfromaserioushealthconditionortocareforachildafterbirth,orplacementforadoptionorfostercare.
Forthebirth,adoptionorfostercareofachild,thecompanyandtheemployeemustmutuallyagreetotheschedulebeforetheemployeemaytaketheleaveintermittentlyorworkareducedhourschedule.Leaveforbirth,adoptionorfostercareofachildmustbetakenwithinoneyearofthebirthorplacementofthechild.
Iftheemployeeistakingleaveforaserioushealthconditionorbecauseoftheserioushealthconditionofafamilymember,theemployeeshouldtrytoreachagreementwith
thecompanybeforetakingintermittentleaveorworkingareducedhourschedule.Ifthisisnotpossible,thentheemployeemustprovethattheuseoftheleaveismedicallynecessary.
I.CertificationfortheEmployee'sSeriousHealthCondition
Thecompanywillrequirecertificationfortheemployee'sserioushealthcondition.Theemployeemustrespondtosucharequestwithin15daysoftherequestorprovideareasonableexplanationforthedelay.Failuretoprovidecertificationmayresultinadenialofcontinuationofleave.MedicalcertificationwillbeprovidedusingtheDOLCertificationofHealthCareProviderforEmployee’sSeriousHealthCondition(http://www.dol.gov/esa/whd/forms/WH-380-E.pdf).
Thecompanymaydirectlycontacttheemployee'shealthcareproviderforverificationorclarificationpurposesusingahealthcareprofessional,anHRprofessional,leaveadministratorormanagementofficial.Thecompanywillnotusetheemployee'sdirectsupervisorforthiscontact.Beforethecompanymakesthisdirectcontactwiththehealthcareprovider,theemployeewillbeagivenanopportunitytoresolveanydeficienciesinthemedicalcertification.IncompliancewithHIPAAMedicalPrivacyRules,thecompanywillobtaintheemployee'spermissionforclarificationofindividuallyidentifiablehealthinformation.
Thecompanyhastherighttoaskforasecondopinionifithasreasontodoubtthecertification.Thecompanywillpayfortheemployeetogetacertificationfromaseconddoctor,whichthecompanywillselect.ThecompanymaydenyFMLAleavetoanemployeewhorefusestoreleaserelevantmedicalrecordstothehealthcareproviderdesignatedtoprovideasecondorthirdopinion.Ifnecessarytoresolveaconflictbetweentheoriginalcertificationandthesecondopinion,thecompanywillrequiretheopinionofathirddoctor.Thecompanyandtheemployeewillmutuallyselectthethirddoctor,andthecompanywillpayfortheopinion.Thisthirdopinionwillbeconsideredfinal.TheemployeewillbeprovisionallyentitledtoleaveandbenefitsundertheFMLApendingthesecondand/orthirdopinion.
J.CertificationfortheFamilyMember'sSeriousHealthCondition
Thecompanywillrequirecertificationforthefamilymember'sserioushealthcondition.Theemployeemustrespondtosucharequestwithin15daysoftherequestorprovideareasonableexplanationforthedelay.Failuretoprovidecertificationmayresultinadenialofcontinuationofleave.MedicalcertificationwillbeprovidedusingtheDOLCertificationofHealthCareProviderforFamilyMember'sSeriousHealthCondition(http://www.dol.gov/esa/whd/forms/WH-380-F.pdf).
Thecompanymaydirectlycontacttheemployee'sfamilymember'shealthcareproviderforverificationorclarificationpurposesusingahealthcareprofessional,anHRprofessional,leaveadministratorormanagementofficial.Thecompanywillnotusetheemployee'sdirectsupervisorforthiscontact.Beforethecompanymakesthisdirectcontactwiththehealthcareprovider,theemployeewillbeagivenanopportunitytoresolveanydeficienciesinthemedicalcertification.IncompliancewithHIPAAMedicalPrivacyRules,thecompanywillobtaintheemployee’sfamilymember'spermissionforclarificationofindividuallyidentifiablehealthinformation.
Thecompanyhastherighttoaskforasecondopinionifithasreasontodoubtthecertification.Thecompanywillpayfortheemployee'sfamilymembertogetacertificationfromaseconddoctor,whichthecompanywillselect.ThecompanymaydenyFMLAleavetoanemployeewhosefamilymemberrefusestoreleaserelevant
medicalrecordstothehealthcareproviderdesignatedtoprovideasecondorthirdopinion.Ifnecessarytoresolveaconflictbetweentheoriginalcertificationandthesecondopinion,thecompanywillrequiretheopinionofathirddoctor.Thecompanyandtheemployeewillmutuallyselectthethirddoctor,andthecompanywillpayfortheopinion.Thisthirdopinionwillbeconsideredfinal.TheemployeewillbeprovisionallyentitledtoleaveandbenefitsundertheFMLApendingthesecondand/orthirdopinion.
K.CertificationofQualifyingExigencyforMilitaryFamilyLeave
Thecompanywillrequirecertificationofthequalifyingexigencyformilitaryfamilyleave.Theemployeemustrespondtosucharequestwithin15daysoftherequestorprovideareasonableexplanationforthedelay.Failuretoprovidecertificationmayresultinadenialofcontinuationofleave.ThiscertificationwillbeprovidedusingtheDOLCertificationofQualifyingExigencyforMilitaryFamilyLeave(http://www.dol.gov/esa/whd/forms/WH-384.pdf).
L.CertificationforSeriousInjuryorIllnessofCoveredServicememberforMilitaryFamilyLeave
Thecompanywillrequirecertificationfortheseriousinjuryorillnessofthecoveredservicemember.Theemployeemustrespondtosucharequestwithin15daysoftherequestorprovideareasonableexplanationforthedelay.Failuretoprovidecertificationmayresultinadenialofcontinuationofleave.ThiscertificationwillbeprovidedusingtheDOLCertificationforSeriousInjuryorIllnessofCoveredServicemember(http://www.dol.gov/esa/whd/forms/WH-385.pdf).
M.Recertification
Thecompanymayrequestrecertificationfortheserioushealthconditionoftheemployeeortheemployee'sfamilymembernomorefrequentlythanevery30daysandonlywhencircumstanceshavechangedsignificantly,oriftheemployerreceivesinformationcastingdoubtonthereasongivenfortheabsence,oriftheemployeeseeksanextensionofhisorherleave.Otherwise,thecompanymayrequestrecertificationfortheserioushealthconditionoftheemployeeortheemployee'sfamilymembereverysixmonthsinconnectionwithanFMLAabsence.Thecompanymayprovidetheemployee'shealthcareproviderwiththeemployee’sattendancerecordsandaskwhetherneedforleaveisconsistentwiththeemployee'sserioushealthcondition.
N.ProcedureforRequestingFMLALeave
AllemployeesrequestingFMLAleavemustprovideverbalorwrittennoticeoftheneedfortheleavetotheHRManager.Withinfivebusinessdaysaftertheemployeehasprovidedthisnotice,theHRManagerwillcompleteandprovidetheemployeewiththeDOLNoticeofEligibilityandRights(http://www.dol.gov/esa/whd/fmla/finalrule/WH381.pdf).
Whentheneedfortheleaveisforeseeable,theemployeemustprovidetheemployerwithatleast30days'notice.WhenanemployeebecomesawareofaneedforFMLAleavelessthan30daysinadvance,theemployeemustprovidenoticeoftheneedfortheleaveeitherthesamedayorthenextbusinessday.WhentheneedforFMLAleaveisnotforeseeable,theemployeemustcomplywiththecompany’susualandcustomarynoticeandproceduralrequirementsforrequestingleave,absentunusualcircumstances.
O.DesignationofFMLALeave
Withinfivebusinessdaysaftertheemployeehassubmittedtheappropriatecertification
form,theHRManagerwillcompleteandprovidetheemployeewithawrittenresponsetotheemployee'srequestforFMLAleaveusingtheDOLDesignationNotice(http://www.dol.gov/esa/whd/forms/WH-382.pdf).
P.IntenttoReturntoWorkFromFMLALeave
OnabasisthatdoesnotdiscriminateagainstemployeesonFMLAleave,thecompanymayrequireanemployeeonFMLAleavetoreportperiodicallyontheemployee’sstatusandintenttoreturntowork.
SpecifictoemployeesinNorthCarolinaNorthCarolinaprovidesallstateemployeeswithpregnancydisabilityleavewhentemporarilydisabledbypregnancy,childbirth,orrelatedmedicalconditions.
PregnancyLeaveRevised:02/20/2015|Effective:02/20/2015
Ifapregnantemployeeistemporarilyunabletoperformherjobbecauseofpregnancyshewillbetreatedthesameasanyothertemporarilydisabledemployee.
Pregnantemployeesarepermittedtoworkaslongastheyareabletoperformtheirjobs.Ifanemployeehasbeenabsentfromworkasaresultofapregnancy-relatedconditionandrecovers,shewillbeabletoreturntowork.
Wewillholdthepositionopenforapregnancy-relatedabsencethesamelengthoftimejobsareheldopenforemployeesonsickordisabilityleave.
MilitaryLeaveRevised:03/24/2015|Effective:02/20/2015
PetroleumCarrierswillgrantamilitaryleaveofabsenceifyouareabsentfromworkbecauseyouareservingintheU.S.uniformedservicesinaccordancewiththeUniformedServicesEmploymentandReemploymentRightsAct(USERRA).YoumustgiveyourHRManageradvancenoticeofupcomingmilitaryservice,unlessmilitarynecessitypreventsadvancenoticeoritisotherwiseimpossibleorunreasonable.
Youwillnotbepaidformilitaryleave.However,youmayuseanyavailableaccruedpaidtimeoff,suchasvacationorsickleave,tohelppayfortheleave.
ContinuationofhealthinsurancebenefitsisavailableasrequiredbyUSERRAbasedonthelengthoftheleaveandsubjecttotheterms,conditionsandlimitationsoftheapplicableplansforwhichyouareotherwiseeligible.
Yourbenefits,suchasvacation,sickleave,orholidaybenefits,willnotaccrueduringamilitaryleave.Whenyoureturnfromleave,thebenefitswillstartaccruingagain.
Ifyouareonmilitaryleaveforupto30days,youmustreturntoworkonthefirstregularlyscheduledworkperiodafteryourserviceends(allowingforreasonabletraveltime).Ifyouareonmilitaryleaveformorethan30days,youmustapplyforreinstatementinaccordancewithUSERRAandapplicablestatelaws.
Whenyoureturnfrommilitaryleave(dependingonthelengthofyourmilitaryserviceinaccordancewithUSERRA),youwillbeplacedeitherinthepositionyouwouldhaveattainedifyouhadstayedcontinuouslyemployedorinacomparableposition.Forthepurposeofdeterminingbenefitsthatarebasedonlengthofservice,youwillbetreatedasifyouhadbeencontinuouslyemployed.
Ifyouhavequestionsaboutmilitaryleave,contactyourHRManagerformoreinformation.
BenefitContinuation-COBRARevised:02/20/2015|Effective:02/20/2015
ThefederalConsolidatedOmnibusBudgetReconciliationAct(COBRA)wasenactedtoensurethatemployeesandtheirdependentscancontinuetheirhealthinsuranceoncetheyarenolongereligibleunderourhealthplan.
TherearestrictrulesaboutwhenyouareeligibleforCOBRAbenefits.COBRAallowsaneligibleemployeeand/ordependentstochoosetocontinuetheirhealthinsurancewhena"qualifyingevent"happens.Qualifyingeventsincludetheemployee'sresignation,termination,leaveofabsence,shorterworkhours,divorce,legalseparation,ordeath.Anotherqualifyingeventiswhenadependentchildstopsbeingeligibleforcoverageunderyourhealthinsurance.
IfyoucontinueyourinsuranceunderCOBRA,youwillpaythefullcostoftheinsuranceatPetroleumCarriersgroupratesplusanadministrationfee.Whenyouareeligibleforourhealthinsuranceplan,youwillreceiveawrittennoticedescribingyourCOBRArights.ThisnoticecontainsimportantinformationaboutyourrightsandwhattodoifyouneedCOBRAsoitisimportantthatyoureaditcarefullyandmaintainitwithyourinsurancedocuments.
IfyouhaveanyquestionsregardingCOBRA,pleasecontactyourHRManager.
SpecifictoemployeesinNorthCarolinaNorthCarolinaoffersplanswith2-19employeestheabilitytoqualifyfor18months.
MilitaryFamilyLeave
Revised:03/24/2015|Effective:02/20/2015
OurcompanycomplieswiththeMilitaryFamilyLeaveentitlementsundertheFamilyandMedicalLeaveAct(FMLA).EligibilityrequirementsareidenticaltothoserequiredunderFMLA:
Employeemusthavecompletedtwelvemonthsofemployment.Employmentneednotbeconsecutive;howeveremploymentpriortoacontinuousbreakinserviceof7yearsofmorewillnotbecountedunlessthebreakisdueofemployee'sfulfillmentofmilitaryobligations;Employeemusthaveworkedfor1,250hoursovertheprevious12months;Employermusthave50employeeswithin75miles.
ExigencyLeave
Eligibleemployeeswithaspouse,son,daughter,orparentonactivedutyorcalltodutystatusintheNationalGuardorReservesinsupportofacontingencyoperationmayusetheir12-weekleaveentitlementtoaddresscertainqualifyingexigencies.EmployeesmaynottakeleaveifthefamilymemberisintheregularArmedForces.Thecalltodutymustbefederal,notstate.
Qualifyingexigenciesincludeanyoneormoreofthefollowingnon-medical,non-routineactivities:
1. Short-termnoticedeploymentactivities2. Militaryeventsandrelatedactivities3. Childcareandschoolactivities4. Financialandlegalarrangements5. Counselingactivities6. Restandrecuperationactivities7. Post-deploymentactivities,and/or8. Additionalactivitiesasmutuallyagreeduponbetweenemployeeandthecompany.
MilitaryCaregiverLeave
TheMilitaryCaregiverLeavepermitseligibleemployeestotakeupto26weeksofleavetocareforacoveredservicememberduringasingle12-monthperiod.AcoveredservicememberisacurrentmemberoftheArmedForces,includingamemberoftheNationalGuardorReserves,whohasaseriousinjuryorillnessincurredinthelineofdutyonactivedutythatmayrendertheservicemembermedicallyunfittoperformhisorherdutiesforwhichtheservicememberisundergoingmedicaltreatment,recuperation,ortherapy,orisinoutpatientstatus,orisonthetemporarydisabilityretiredlist.Caregivermaybeaspouse,son,daughter,parentornextofkinofthecoveredservicemember.
EmployeeNotice
Employeesmustprovide30daysadvancenoticeoftheneedtotakeMilitaryCaregiverLeave.Ifleaveisforeseeablebut30days'noticeisnotpossible,theemployeemustprovidenoticeassoonaspossible–generally,eitherthesameornextbusinessday.Theemployeemustprovidenoticeoftheneedforforeseeableduetoaqualifyingexigencyassoonasfeasible.
Certification
ThesametimingrequirementsforcertificationapplytoallrequestsforFMLALeave,includingthoseformilitaryleave.
Spousesemployedbythesameemployerarelimitedtoacombinedtotalof26workweeksinasingle12-monthperiodiftheleaveistocareforacoveredservicememberwithaseriousinjuryorillness,andforthebirthandcareofanewbornchild,forplacementofachildforadoptionorfostercare,ortocareforaparentwhohasaserioushealthcondition.
FMLALeavemaybetakenintermittentlywhenevermedicallynecessarytocareforacoveredservicemember.FMLAmayalsobetakenintermittentlyforaqualifyingexigencyarisingoutoftheactivedutystatusorcalltoactivedutyofacoveredmilitarymember.Whenleaveisneededforplannedmedicaltreatment,theemployeemustmakeareasonableefforttoscheduletreatmentsoasnottoundulydisrupttheemployer'soperations.
MilitaryCaregiverLeaveRevised:02/20/2015|Effective:02/20/2015
TheMilitaryCaregiverLeavepermitseligibleemployeestotakeupto26weeksofleavetocareforacoveredservicememberduringasingle12monthperiod.AcoveredservicememberisacurrentmemberoftheArmedForces,includingamemberoftheNationalGuardorReserves,whohasaseriousinjuryorillnessincurredinthelineofdutyonactivedutythatmayrendertheservicemembermedicallyunfittoperformhisorherdutiesforwhichtheservicememberisundergoingmedicaltreatment,recuperation,ortherapy,orisinoutpatientstatus,orisonthetemporarydisabilityretiredlist.
Caregivermaybeaspouse,son,daughter,parentornextofkinofthecoveredservicemember.ThesametimingrequirementsforcertificationapplytoallrequestsforFMLALeave,includingthoseformilitaryleave.
EmployeeNotice
Employeesmustprovide30days'advancenoticeoftheneedtotakeMilitaryCaregiverLeave.Ifleaveisforeseeablebut30daysnoticeisnotpossible,theemployeemustprovidenoticeassoonaspossible-generally,eitherthesameornextbusinessday.Theemployeemustprovidenoticeoftheneedforforeseeableduetoaqualifyingexigencyassoonasfeasible.
Certification
ThesametimingrequirementsforcertificationapplytoallrequestsforFMLALeave,includingthoseformilitaryleave.
Spousesemployedbythesameemployerarelimitedtoacombinedtotalof26workweeksinasingle12-monthperiodiftheleaveistocareforacoveredservicememberwithaseriousinjuryorillness,andforthebirthandcareofanewbornchild,forplacementofachildforadoptionorfostercare,ortocareforaparentwhohasaserioushealthcondition.
FMLALeavemaybetakenintermittentlywhenevermedicallynecessarytocareforacoveredservicemember.FMLAmayalsobetakenintermittentlyforaqualifyingexigencyarisingoutoftheactivedutystatusorcalltoactivedutyofacoveredmilitarymember.Whenleaveisneededforplannedmedicaltreatment,theemployeemustmakeareasonableefforttoscheduletreatmentsoasnottoundulydisrupttheemployer'soperations.
Section:OptionalEmployeeBenefits
EmployeeBenefitsRevised:02/20/2015|Effective:02/20/2015
EligibleemployeesatPetroleumCarriersreceivemanybenefits.Somebenefitsarerequiredbylawandcoverallemployees.ThelegallyrequiredbenefitsincludeSocialSecurity,workers'compensation,andunemploymentinsurance.
Thereareseveralfactorsthatdecideifyouareeligibleforabenefit.Oneimportantfactorisyouremploymentclassification.SeeyourHRManagertofindoutforwhichbenefitprogramsyouareeligible.
Thisemployeehandbookcontainspoliciesdescribingsomeofthebenefitprograms,oryoumayfindmoreinformationsomewhereelse,suchastheSummaryPlanDocument.
TheCompanyprovidesthefollowingbenefitprogramstoeligibleemployees:401(k)SavingsPlanBereavementLeaveDrugorAlcoholRehabilitationProgramHealthInsuranceHolidaysLifeInsuranceLongTermDisabilityMajorMedicalInsuranceMedicalInsuranceMedicalLeaveMilitaryLeaveProfitSharingSickLeaveBenefitUniformandUniformMaintenanceVacationBenefits
Somebenefitsareprovidedtotheemployeeandsomearevoluntaryorco-pay.Thecompanywillprovideyouwithinformationonbothtypesofbenefits.
VacationRevised:05/29/2015|Effective:02/20/2015
Paidvacationisoneofthewaysthecompanyrecognizeslengthofserviceandperformanceandtoshowourappreciationbyprovidingtimeoffwithpay.
ELIGIBILITY;Full-timeemployeesreularlyscheduled30hoursperweek
Eligibleemployeesearnapaidvacationbasedonlengthofcontinuousservice.
Regular,full-timeemployeesareeligibletoearnapaidvacationbasedonthefollowingrequirements:
Completionoftherequirednumberofyearsofcontinuousservice.
1. AfterTwelvemonthsofservicefull-timeemployeesreceive5days(40hours)2. Aftertwentyfourmonthsofservicefull-timeemployeesreceive10days(80hours)
Accrual:Aftercompletingtwelvemonthsofservicefull-timeemployeesarecredited1/12oftheirvacationatthebeginningofeachmonth.Aftertimeisaccumulatedvacationmaybeusedonedayatatime.
Vacationperiodsshouldbescheduledasfarinadvanceaspossible.Vacationperiodsshouldbescheduledandapprovedbyemployee'ssupervisoratleasttwo(2)weekspriortothedaterequested.Preferenceinselectionofdateswillbegrantedbasedonlengthofservice
Eachsupervisorwillmaintainavacationscheduleforhis/hergroupandarecordofthevacationtimetakenbyeachemployee.
Awrittenauthorizationshouldbesubmittedinallinstanceswheretheemployeeisgrantedavacationday(s).Scheduledvacationmustbecancelednolaterthantheendoftheworkshiftonthelastworkdaypriortothescheduledvacationtime.
Anymissedworkdayswillbeapaidvacationdayordaysiftimeisaccrued.
Vacationdayscannotbeborrowedfromfutureyears.
Employeesonleaveofabsenceorlayoffontheiranniversarydatewillbeeligibletoreceiveearnedvacationpayprovidedtheyhaveworkedtheminimum1,250hoursintheprecedingtwelve(12)monthperiod.
TERMINATION:Employeeswithlessthanone(1)yearofcontinuousservicewillnotbeentitledtovacation.Employeeswithmorethanone(1)yearofcontinuousservicewillbepaidanyearnedunusedvacationforthepreviousyearplusanyproratedvacationforthecurrentyearprovidedtheemployeehasmettheminimumhoursrequirement.Vacationwillbeproratedbasedoncompletedyearsofservice.
SpecifictoemployeesinNorthCarolina
Thecompanyhasprovidedadvancewrittennoticeinourvacationpolicyandhastherightandobligationtodecideiftheemployeewillbepaidornotpaidinaccordancetocompanypolicy.
HolidaysRevised:02/20/2015|Effective:02/20/2015
Thecompanyprovidesthefollowingholidaystoalleligibleemployees:
RegularFullTimeEmployees
Thecompanyobservesthefollowingholidays:
NewYear'sDayMemorialDayIndependenceDayLaborDayThanksgivingDayChristmasDay
WhenaholidayfallsonSunday,thefollowingMondayshallbeobserved.WhenaholidayfallsonSaturday,theprecedingFridaywillbeobserved.Certainholidays,suchasChristmasEve,shallbeobservedonthedayonwhichitfalls.
Nonexemptemployeesworkingonadesignatedholidaywillbepaidfortheholidayregularhourrateforthosehoursworked.Exemptemployeeswillbeallowedadifferentdayoffwithpay.
Part-timeandtemporaryemployeesarenoteligibleforholidaypay.
SickLeaveRevised:02/20/2015|Effective:02/20/2015
PetroleumCarriersprovidespaidsickleavebenefitstoeligibleemployeeswhoaretemporarilyabsentduetoillnessorinjury.Employeesinthefollowingemploymentclassificationsareeligibleforsickleave:
FullTimeEmployees
Ifyouareeligible,youwillaccruesickleavebenefitsattherateofthree@2hoursforevery30daysdaysperyear.Sickleavebenefitsarecalculatedonthebasisofa"benefityear."A"benefityear"isthe12-monthperiodthatbeginswhenyoustartearningsickleave.
Youmaynottakelessthanonedaysickleavedays.Youmayusesickleavebenefitstobeabsentbecauseyouareillorinjured.Youcanalsousesickleavetobeabsentbecauseoftheillnessorinjuryofyourchild,parent,orspouse.
Ifyoucannotreporttoworkbecauseofanillnessorinjury,youshouldnotifyyoursupervisorbeforethescheduledstartofyourworkday,ifpossible.Yoursupervisormustalsobecontactedoneachadditionaldayofabsence.Beforeyoucanreturntoworkafterasickleaveabsenceof3calendardaysormore,youmustgiveusadoctor'sstatementthatyoumaysafelyreturntowork.
Yoursickleavebenefitswillbecalculatedbasedonyourbasepayrateatthetimeofyourabsence.Sickleavebenefitsdonotincludeanyspecialformsofcompensation,suchasincentives,commissions,bonuses,orshiftdifferentials.
Ifyouareonsickleaveforanextendedabsencebecauseofanillnessorinjury,youalsomustapplyforanyotheravailablecompensationandbenefits,suchasworkers'compensation.Yoursickleavebenefitswillbeusedtosupplementanypaymentsthatyouareeligibleforfromstatedisabilityinsurance,workers'compensation,orPetroleumCarriers-provideddisabilityinsuranceprograms.Thecombinationofthesedisabilitypaymentsandyoursickleavemaynotbemorethanyournormalweeklypay.
Unusedsickleavebenefitswillnotbeallowedtoaccumulateindefinitely.
Sickleavebenefitsaremeanttoprovideincomeprotectioninthecaseyouareillorinjured.Theymaynotbeusedforanyotherabsence.
SpecifictoemployeesinNorthCarolina
Thecompanyhasprovidedadvancewrittennoticeinoursickleavepolicyandthereforehastherighttodecidewhetherornottopayupontermination.
BereavementRevised:02/20/2015|Effective:02/20/2015
Intheeventofthedeathofanemployee'sFatherMotherBrotherSisterSpouseChildStep-childGrandparent,paidtimeoffwillbegivenuptoamaximumof2days.
Ifmorethan2daysareneeded,theemployeeispermittedtotakepersonaldays,vacationdays,orleavewithoutpay,withtheapprovalofyourimmediatesupervisor.
Part-timeandtemporaryemployeesmaytakeleavewithoutpayuponthedeathofamemberoftheimmediatefamily.
PersonalLeaveRevised:02/20/2015|Effective:02/20/2015
PetroleumCarrierswillconsiderarequestfromaneligibleemployeetotakeanunpaidpersonalleaveofabsencetofulfillpersonalobligations.Employeesinthefollowingemploymentclassificationsareeligibletorequestapersonalleave:
FullTimeEmployees
Eligibleemployeesmayrequestapersonalleaveonlyaftercompleting90calendardaysofservice.Inorderforustogiveyourleaverequestadequateconsideration,weaskthatyousubmittherequestinwritingtoyoursupervisorasfarinadvanceaspossible.
Aneligibleemployeemaynottakemorethan10calendardaysofpersonalleaveeveryoneyear.Wewillalsoconsiderawrittenrequestforasingleextensionofnomorethancalendardays.Withsupervisoryapproval,youmayincludeavailableaccruedpaidtimeoff,suchasvacation,aspartofyourpersonalleaveperiod.
Wewillgiveeachrequestindividualconsideration.Thedecisiontoapproveapersonalleavewillbebasedonanumberofbusinessfactorssuchasanticipatedworkloadneedsandstaffingconsiderationsduringtheproposedabsence.
Subjecttotheterms,conditions,andlimitationsoftheapplicableplans,PetroleumCarrierswillnotprovidehealthinsurancebenefitsuntiltheendofthemonthinwhichanapprovedpersonalleavebegins.Atthattime,youwillbecomeresponsibleforthefullcostofthosebenefitsinorderforcoveragetocontinue.Whenyoureturnfrompersonalleave,thecompanywillresumeprovidingthosebenefitsaccordingtotheapplicableplans.
Benefitaccruals,suchasvacation,sickleave,orholidaybenefits,willbesuspendedduringapersonalleave.
Whenapersonalleaveends,wewillmakeeveryreasonableefforttoreturnyoutothesamepositionifitisavailableortoanavailablesimilarpositionforwhichyouarequalified.However,PetroleumCarrierscannotguaranteereinstatementinallcases.
Ifyoudonotreporttoworkpromptlyattheendofapersonalleave,wewillassumethatyouhaveresigned.
MedicalRevised:02/20/2015|Effective:02/20/2015
ThemedicalinsuranceplanatPetroleumCarriersoffersaccesstomedicalcareinsurancebenefits.Employeesinthefollowingemploymentclassificationsareeligibletoparticipateinthemedicalinsuranceplan:
*RegularFullTime
EligibleemployeesmayparticipateinthemedicalinsuranceplansubjecttothetermsandconditionsoftheagreementbetweenPetroleumCarriersandtheinsurancecarrier.
YouwillfinddetailsofthemedicalinsuranceplanintheSummaryPlanDescription(SPD).Whenyoubecomeeligible,youwillreceivetheSPDandrateinformationpriortotheenrollmentdate.Forquestionsaboutmedicalinsurance,contacttheHRforadditionalinformation.
Dental-EmployeePaysRevised:03/10/2015|Effective:02/20/2015
PetroleumCarriersoffersdentalcoveragewhichisemployeepaid.PetroleumCarriersdoesnotcontributetothiscoverage.ItisanoptionalprogramofferedtotheemployeesofPetroleumCarriers.
VisionRevised:02/20/2015|Effective:02/20/2015
PetroleumCarriersoffersvisioncoveragewhichisemployeepaid.PetroleumCarriersdoesnotcontributetothiscoverage.ItisanoptionalprogramofferedtotheemployeesofPetroleumCarriers.
LifeInsuranceRevised:02/20/2015|Effective:02/20/2015
PetroleumCarriersoffersabasiclifeinsuranceplanforeligibleemployees.Eligibleemployeesmayalsopurchasesupplementallifeinsuranceforthemselves.
ThebasiclifeinsuranceplanincludesAccidentalDeathandDismemberment(AD&D)insurance.AD&Dprovidesbenefitsincaseanaccidentcausesaseriousinjuryordeath.
Employeesinthefollowingemploymentclassificationsareeligibletoenrollinthelifeinsuranceplan:
RegularFullTime
TheeligibleemployeesmayparticipateinthelifeinsuranceplansubjecttothetermsandconditionsoftheagreementbetweenPetroleumCarriersanditsinsurancecarrier.
TherearemoredetailsaboutourbasiclifeinsuranceplanintheSummaryPlanDescription.Ifyouhavequestionsaboutourlifeinsuranceplan,contactthehrformoreinformation.
Short-termDisabilityRevised:02/20/2015|Effective:02/20/2015
PetroleumCarriershasashort-termdisability(STD)benefitsprogramforeligibleemployees.STDbenefitsarepaidtoeligibleemployeeswhocannotworkbecauseofqualifyingdisabilityconditionscausedbyaninjuryorillness.
EmployeesinthefollowingemploymentclassificationsareeligiblefortheSTDplan:
RegularFullTimeEmployees
EligibleemployeesmayparticipateintheSTDplansubjecttothetermsandconditionsoftheagreementbetweenPetroleumCarriersanditsinsurancecarrier.Ifthedisabilitycomesfrombeingpregnantorapregnancy-relatedillness,itwillbetreatedthesameasanyotherillnessthatpreventsanemployeefromworking.
Ifthedisabilityiscoveredbyworkers'compensation,itisnotcoveredbytheSTDplan.
TherearemoredetailsintheSTDSummaryPlanDescriptionincludinghowmuchcanbepaidandwhen,thelimits,therestrictions,andwhatisnotcovered.IfyouhavequestionsaboutSTDbenefits,contacttheformoreinformation.
Long-termDisabilityRevised:02/20/2015|Effective:02/20/2015
PetroleumCarriersprovideslong-termdisability(LTD)benefitstoeligibleemployeeswhohaveanillnessorinjurythatresultinalong-termabsence.OurLTDplanisdesignedtoensureacontinuingincomeintheeventaneligibleemployeebecomesdisabledandunabletowork.
EmployeesinthefollowingemploymentclassificationsareeligibletoparticipateintheLTDplan:
RegularFullTimeEmployees
EligibleemployeesmayparticipateintheLTDplansubjecttothetermsandconditionsoftheagreementbetweenPetroleumCarriersanditsinsurancecarrier.Ifyouareeligible,youmaybeginLTDcoverageafteryouhavecompleted90calendardaysofservice.
TheLTDbenefitswillbeoffsetbyanyamountsyoureceiveunderSocialSecurityorworkers'compensationforthesametimeperiod.
YouwillfinddetailsabouttheLTDbenefitsplanincludingbenefitamounts,limitations,andrestrictionsintheSummaryPlanDescription.Andifyouhavequestions,thehrcanprovidemoreinformation.
401(k)SavingsPlanRevised:03/04/2015|Effective:02/20/2015
PetroleumCarriershasestablisheda401(k)savingsplantoprovideemployeeswiththepotentialforfinancialsecurityintheirretirement.
Tobeeligibletojoinour401(k)savingsplan,youmustcomplete12monthsofservice,hasworkatleast1,000hours,andbe21yearsofageorolder.Youmayjointheplanonlyduringopenenrollmentperiods.Eligibleemployeesmayparticipateinthe401(k)plansubjecttoalltermsandconditionsoftheplan.
The401(k)savingsplanallowsyoutoelecthowmuchsalaryyouwanttocontributeanddirecttheinvestmentofyourplanaccount,soyoucantailoryourownretirementpackagetomeetyourindividualneeds.
PetroleumCarriersmayalsocontributeanadditionalamount(tobedeterminedeachyear)toeachemployee's401(k)contribution.
Becauseyourcontributiontoa401(k)planisautomaticallydeductedfromyourpaybeforefederalandstatetaxwithholdingsarecalculated,yousavetaxdollarsnowbyhavingyourcurrenttaxableamountreduced.Whiletheamountsdeductedgenerallywillbetaxedwhentheyarefinallydistributed,favorabletaxrulestypicallyapplyto401(k)distributions.
Completedetailsofthe401(k)savingsplanaredescribedintheSummaryPlanDescription.Youcancontactyourhrformoreinformationaboutthe401(k)plan.
DentalPlanRevised:03/10/2015|Effective:03/10/2015
PetroleumCarriersoffersdentalcoveragetoouremployees.PetroleumCarriersoffersdentalcoveragewhichispaid%byPetroleumCarriersforemployees.PetroleumCarriersdoesnotcontributetothiscoveragefordependents.
Section:EmployeeConduct/Responsibilities
Attendance/PunctualityRevised:02/20/2015|Effective:02/20/2015
WeexpectPetroleumCarriersemployeestobereliableandpunctual.Youshouldreportforworkontimeandasscheduled.Ifyoucannotcometoworkoryouwillbelateforanyreason,youmustnotifyyourimmediatesupervisorassoonaspossible.
Unplannedabsencescandisruptwork,inconvenienceotheremployees,andaffectproductivity.Ifyouhaveapoorattendancerecordorexcessivelateness,youmaybesubjecttodisciplinaryaction,uptoandincludingterminationofemployment.
StandardofConductRevised:03/04/2015|Effective:02/20/2015
ThepurposeofthispolicyistooutlinewhatPetroleumCarriersexpectsfromitsemployeesintermsofappropriatebehavior.Employeeswhoviolatetheworkrulesaresubjecttodisciplinaryaction,uptoandincludingtermination.
Infractionsofthefollowingworkrulesaredeemedtobeunacceptableandmayresultinterminationuponthefirstoffense.
UnacceptableViolations
1.Theftofcompanypropertyorpersonalpropertyofanotheremployee.2.Punchinganotheremployee'stimecardorpermittingsomeonetopunchyourtimecard.3.Falsificationofanapplicationorcompanyrecord.4.Sleepingwhileonduty.5.Unauthorizeddisclosureofconfidentialinformation.6.Seriousviolationofharassmentpolicy.7.Fighting,threatening,orattemptingbodilyinjurytoanotherpersononthecompanyproperty.8.Deliberatelydamagingcompanyproperty,propertybelongingtoaco-workerortoavendor.9.Failuretowearsafetyequipmentwhererequired.10.Unauthorizeduseofcompanytime,materials,tools,etc.forpersonalgain.11.Unauthorizedalterationofcompanymachineryorequipment.12.Violationofsafetyruleswhichcouldresultinseriousinjurytoselforothers.13.Reportingtoworkundertheinfluenceofdrugsand/oralcohol.14.Possessionofguns,knives,weapons,explosives,etc.oncompanypropertyorinanyofcompanyvehicles.15.Testingpositivefordrugsonacompany-administereddrugtest.16.Refusaltocooperatewiththeinvestigationofawork-relatedmatter.17.Insubordination.18.Indecentorimmoralbehavioroncompanyproperty.19.Convictionofafelony.
GeneralViolations
Thefollowingviolationsdonotgenerallyposeamajorthreattotheoperationofthebusinessortothesafetyandwell-beingoftheindividualorotheremployees.
1.Horseplay2.Contributingtounsanitaryconditions3.Leaveworkareawithoutpermission4.Failuretoprovideanacceptablequalityofwork5.Repeatedtardinessorabsence;failuretoreporttoworkwithoutsatisfactoryreason6.Smokinginrestrictedareas7.Unauthorizedsolicitationsorpostingofmaterialsoncompanybulletinboard8.Improperoperationofanyvehicleoncompanyproperty9.Unauthorizeduseofcompanytelephonesorcomputers
Theabovelistsarenotall-inclusiveandthecompanyreservestherighttotakecorrectiveactionforanybehavioritdeemsinappropriatefortheefficientoperationofthebusiness.
ManagersandsupervisorswillfollowtheprogressivedisciplinepolicyforviolationsoftheCodeofConduct.
ProgressiveDisciplineRevised:02/20/2015|Effective:02/20/2015
PetroleumCarriers'sprogressivedisciplinepolicyandproceduresaredesignedtoprovideastructuredcorrectiveactionprocesstoimproveandpreventarecurrenceofundesirableemployeebehaviorand
performanceissues.IthasbeendesignedconsistentwithPetroleumCarriersorganizationalvalues,humanresource(HR)bestpracticesandemploymentlaws.
Outlinedbelowarethestepsofourprogressivedisciplinepolicyandprocedure.TheCompanyreservestherighttocombineorskipstepsdependingonthefactsofeachsituationandthenatureoftheoffense.Thelevelofdisciplinaryinterventionmayalsovary.Someofthefactorsthatwillbeconsideredarewhethertheoffenseisrepeateddespitecoaching,counselingortraining,theemployee'sworkrecord,andtheimpacttheconductandperformanceissueshaveontheorganization.
Procedure
Step1:Counselingandverbalwarning
Step1createsanopportunityfortheimmediatesupervisortoscheduleameetingwithanemployeetobringattentiontotheexistingperformance,conductorattendanceissue.Thesupervisorshoulddiscusswiththeemployeethenatureoftheproblemortheviolationofcompanypoliciesandprocedures.Thesupervisorisexpectedtoclearlydescribeexpectationsandstepstheemployeemusttaketoimproveperformanceorresolvetheproblem.
Withinfivebusinessdaysofthismeeting,thesupervisorwillpreparewrittendocumentationofaStep1meeting.Theemployeewillbeaskedtosignthisdocumenttodemonstratehisorherunderstandingoftheissuesandthecorrectiveaction.
Step2:Writtenwarning
Althoughitishopedthattheemployeewillpromptlycorrectanyperformance,conductorattendanceissuesthatwereidentifiedinStep1,theCompanyrecognizesthatthismaynotalwaysoccur.TheStep2writtenwarninginvolvesmoreformaldocumentationoftheperformance,conductorattendanceissuesandconsequences.
DuringStep2,theimmediatesupervisorandmanagerordirectorwillmeetwiththeemployeetoreviewanyadditionalincidentsorinformationabouttheperformance,conductorattendanceissuesaswellasanypriorrelevantcorrectiveactionplans.Managementwilloutlinetheconsequencesfortheemployeeofhisorhercontinuedfailuretomeetperformanceorconductexpectations.
Aformalperformanceimprovementplan(PIP)requiringtheemployee'simmediateandsustainedcorrectiveactionmaybeissuedwithinfivebusinessdaysofaStep2meeting.Awarningoutliningthattheemployeemaybesubjecttoadditionaldisciplineuptoandincludingterminationifimmediateandsustainedcorrectiveactionisnottakenmayalsobeincludedinthewrittenwarning.
Step3:Suspensionandfinalwrittenwarning
Theremaybeperformance,conductorsafetyincidentssoproblematicandharmfulthatthemosteffectiveactionmaybethetemporaryremovaloftheemployeefromtheworkplace.Whenimmediateactionisnecessarytoensurethesafetyoftheemployeeorothers,theimmediatesupervisormaysuspendtheemployeependingtheresultsofaninvestigation.
Suspensionsthatarerecommendedaspartofthenormalprogressionofthisprogressivedisciplinepolicyandprocedurearesubjecttoapprovalfromanext-levelmanagerandHR.
Dependingontheseriousnessoftheinfraction,theemployeemaybesuspendedwithoutpayinfull-dayincrementsconsistentwithfederal,stateandlocalwage-and-houremploymentlaws.Nonexempt/hourlyemployeesmaynotsubstituteoruseanaccruedpaidvacationorsickdayinlieuoftheunpaidsuspension.DuetoFairLaborStandardsAct(FLSA)complianceissues,unpaidsuspensionofsalaried/exemptemployeesisreservedforseriousworkplacesafetyorconductissues.HRwillprovideguidancesothatthedisciplineisadministeredwithoutjeopardizingtheFLSAexemptionstatus.
Paymayberestoredtotheemployeeifaninvestigationoftheincidentorinfractionabsolvestheemployee.
Step4:Recommendationforterminationofemployment
Thelastandmostseriousstepintheprogressivedisciplineprocedureisarecommendationtoterminateemployment.Generally,theCompanywilltrytoexercisetheprogressivenatureofthispolicybyfirstprovidingwarnings,afinalwrittenwarningorsuspensionfromtheworkplacebeforeproceedingtoarecommendationtoterminateemployment.However,PetroleumCarriersreservestherighttocombineand
skipstepsdependingonthecircumstancesofeachsituationandthenatureoftheoffense.Furthermore,employeesmaybeterminatedwithoutpriornoticeordisciplinaryaction.
Management’srecommendationtoterminateemploymentmustbeapprovedbyHRandthedivisiondirectorordesignate.FinalapprovalmayberequiredfromtheCEOordesignate.
AppealProcess
Employeeswillhavetheopportunitytopresentinformationthatmaychallengeinformationmanagementhasusedtoissuedisciplinaryaction.Thepurposeofthisprocessistoprovideinsightintoextenuatingcircumstancesthatmayhavecontributedtotheemployee’sperformanceorconductissueswhileallowingforanequitablesolution.
Iftheemployeedoesnotpresentthisinformationduringanyofthestepmeetings,heorshewillhavefivebusinessdaysafterthatmeetingtopresentsuchinformation.
PerformanceandConductIssuesNotSubjecttoProgressiveDiscipline
Behaviorthatisillegalisnotsubjecttoprogressivediscipline,andsuchbehaviormaybereportedtolocallawenforcementauthorities.
Similarly,theft,substanceabuse,intoxication,fightingandotheractsofviolenceatworkarealsonotsubjecttoprogressivedisciplineandmaybegroundsforimmediatetermination.
Documentation
Theemployeewillbeprovidedcopiesofallprogressivedisciplinedocumentation,includingallPIPs.Theemployeewillbeaskedtosigncopiesofthisdocumentationattestingtohisorherreceiptandunderstandingofthecorrectiveactionoutlinedinthesedocuments.
Copiesofthesedocumentswillbeplacedintheemployee'sofficialpersonnelfile.
Importantnote:Nothinginthispolicyprovidesanycontractualrightsregardingemployeedisciplineorcounseling,norshouldanythinginthispolicybereadorconstruedasmodifyingoralteringtheemployment-at-willrelationshipbetweenPetroleumCarriersanditsemployees.
CellPhoneUsageRevised:03/04/2015|Effective:02/20/2015
Weprovidecellphonestosomeemployeesforbusinessuse.Employeeswithcellphonesareallowedtousethemforshortpersonalcallswithinreasonablelimits.Sometimeswemaycheckcellphonebillstomakesurethispolicyisbeingfollowed.
PetroleumCarriersprohibitsemployeesusingcellphonesforbusinesswhiletheyaredriving.Ifyouaredrivingandneedtouseacellphone,youshouldpullofftheroadandstopbeforeyouplaceacallortalkonthephone.
Useofpersonalcellphonesisdiscouraged,asitisdisruptivetotheworkflowoftheoffice.Personalcellphonesshouldbeturnedoffwhileatwork.Useofyourpersonalcellphoneispermittedduringyourlunchbreak.
SpecifictoemployeesinNorthCarolinaNorthCarolinaprohibitsdriversyoungerthan18andschoolbusdriversfromanycellphoneusewhiledrivingandbanstextingforalldrivers.
DrugFreeWorkplaceRevised:03/04/2015|Effective:02/20/2015
PetroleumCarriersiscommittedtobeingadrug-freeandsafeworkplace.Ouremployeesmustbephysicallyandmentallyfittoperformtheirdutiesinasafeandefficientmanner.Therefore,noemployeeshallworkorreporttoworkwhileundertheinfluenceofalcohol,illegaldrugs,oranysubstancethatwouldaffecthis/herabilitytoperformthejobinasafeandefficientmanner.
Noemployeeshallconsume,display,orhaveinhis/herpossession,includingtheworkplaceorincompanyvehicles,alcoholicbeveragesorillegaldrugsatanytimeduringtheworkday,includingduringlunch,breaks,andon-callhours.Todosocouldjeopardizethesafetyofotheremployees,companyequipment,andthecompany'srelationswiththepublic,andisaprimecausefordisciplinaryaction,uptoandincludingdischarge.TheexceptiontothisruleiswhentheNooneatcompanyfunctionsorotherbusinessactivities,authorizesconsumptionofalcoholicbeverages.
Whenemployeesarerequiredtotakeanykindofprescriptionornonprescriptionmedicationthatmaypotentiallyaffecttheirjobperformance,theyarerequiredtoreportthistotheirimmediatesupervisor,whowilldetermineifitisnecessarytotemporarilyplacethemonanotherassignmentortakeotherappropriateaction.
Toprotectthebestinterestsofemployeesandthepublic,thecompanywilltakewhatevermeasuresarenecessarytodetermineifalcoholorillegaldrugsarelocatedonorarebeingusedoncompanyproperty.Measuresthatmaybeusedwillincludebutnotbelimitedtosearchesofpeopleandofpersonalpropertylocatedoncompanypremises,whichmaybeconductedbylawenforcementauthoritiesorbymanagement,aswellasdrugand/oralcoholteststobeconductedwhenthereisreasonablesuspicionofsubstanceabuse.
Whenurinalysisand/orbloodtestsarerequestedornecessary,sampleswillbetakenunderthesupervisionofanappropriatehealth-careprofessional.Theabove-mentionedsearchesanddrugtestswillnotbeconductedifanindividualrefusestosubmit;however,refusaltosubmitwillresultinimmediateremovalfromserviceandmayresultintermination.
Employeesexperiencingproblemswithalcoholorotherdrugsareurgedtovoluntarilyseekassistancetoresolvesuchproblemsbeforetheybecomeseriousenoughtorequiremanagementreferralordisciplinaryaction.Ifyouhavequestionsregardingthispolicyorissuesrelatedtodrugoralcoholuseatwork,youcanraiseyourconcernswithyourimmediatesupervisorortheLloydBradleySrwithoutfearofreprisal.
UndertheDrugFreeWorkplaceAct,ifyouperformworkforagovernmentcontractorgrant,youmustnotifyPetroleumCarriersifyouhaveacriminalconvictionfordrug-relatedactivitythathappenedatwork.Youmustmakethereportwithinfive(5)daysoftheconviction.
AllemployeesmustcomplywithcompanyinstructionsonDrugandAlcoholtestingthataregiventomeetDOTregulations.
WorkplaceSafetyRevised:02/20/2015|Effective:02/20/2015
TheOccupationalSafetyandHealthAct(OSHA)requireallemployerstoprovideasafeandhealthfulworkplacefortheiremployees.Inthisregard,itisimportantthatadequatepoliciesandproceduresbedevelopedandadheredtoinordertoensuresafe,efficientoperatingconditions,therebysafeguardingemployeesandfacilities.
Ourcompanywillnotknowinglypermitunsafeconditionstoexist,norwillitpermitemployeestoindulgeinunsafeacts.Violationsofcompanyrulesandregulationswillresultindisciplinaryaction.Thecompanybelievesthatthesafetyofemployeesandphysicalpropertycanbestbeensuredbyameaningfulprogram.
Employee---Sincetheemployeeonthejobisfrequentlymoreawareofunsafeconditionsthananyoneelse,employeesareencouragedtomakerecommendationsand/orsuggestionsregardingunsafeconditionstotheirimmediatesupervisorsothattheymaybecorrected.
Supervisors---Supervisorsareresponsiblefortheworkingconditionswithintheirdepartment.Asupervisorshouldremainalertatalltimestodangerousandunsafeconditions,sothathe/shemayrecommendcorrectiveaction,disciplineemployeeswhohabituallycreateorindulgeinunsafepractices,assessneworchangedsituationsforinherentdangers,andfollowuponemployeesuggestionsforcorrectiveactionsothatunsafeconditionsarenotinstitutedorpermittedtocontinue.
Non-SmokingPolicyRevised:03/03/2015|Effective:03/03/2015
PetroleumCarriersisasmoke-freeworkplaceinordertomaintainthehighestpossiblesafetyconditionsandbecauseweareconcernedaboutouremployees'health.Wealsoencouragesmokerstoquitsmoking.
AnyquestionsregardingourNon-Smokingpolicy,pleasecontacttheDaveHouseholder.
ReportingWorkRelatedInjuriesRevised:02/20/2015|Effective:02/20/2015
PetroleumCarrierspays100%ofthepremiumoninsuranceprovidedbyourWorkers'CompensationundertheWCAct.Thislawwasdesignedtoprovideyouwithbenefitsforanyinjurywhichyoureceivearisingoutofyouremploymentwiththecompany.
Undertheprovisionsofthelaw,ifyouareinjuredwhileatworkforthecompany,thisinjurymustbereportedimmediatelytoyoursupervisor,nomatterhowslightitmightseem.FailuretodosocouldresultinyourclaimforWorkers'Compensationbenefitstobedeniedbytheinsurer.
Forfurtherinformation,pleaserefertoourWorkers'Compensationpolicy.
ConfidentialityRevised:03/04/2015|Effective:03/04/2015
Informationregardedasconfidential,includingpayroll,financialstatements,customerlists,pricelistsandotherinformation,shouldbehandledcarefully.Managersshouldinstructtheirstaffcomingincontactwiththisinformationastowhatisconfidentialandshouldrequirethatstaffwrite"PERSONALANDCONFIDENTIAL"onsuchmaterialsontheoutsideofanyenvelopesandcorrespondence.
EmployeesshouldbeinstructedthatuponreceiptofmaterialsmarkedPersonalandConfidential,thesematerialsshouldbeleftsealed,tobeopenedbytheindividualtowhomtheyareaddressed.
Confidentialinformationregardingthecompanyorthecustomersweserveshouldinnowaybedivulgedverbally,inwrittencorrespondenceore-mail.Failuretoabidebythispolicywillresultindisciplinaryaction,uptoandincludingdischarge.
WorkplaceViolenceRevised:02/20/2015|Effective:02/20/2015
Thecompanywillnottolerateworkplaceviolence.Anyemployeewhocommitsanactofviolenceatworkagainstapersonorpropertywillfacedisciplinaryactionuptoandincludingdischarge.Ifcircumstanceswarrant,thematterwillbereferredtolegalauthoritiesforprosecution.Workplaceviolenceisviolenceagainstemployeesandiscommittedbypersonswhoeitherhaveanemployment-relatedconnectionwiththecompanyorareoutsiders,andinvolves:
1.Physicalactsagainstpersonsoremployerproperty2.Verbalthreats,orviciousstatementsthataremeanttoharmorcauseahostileenvironment3.Writtenthreats,viciouscartoonsornotes,andotherwrittenmaterialthatismeanttothreatenorcreateahostileenvironment4.Visualactsthatarethreateningorintendedtoconveyinjuryorhostility.
Allemployeesareexpectedtoreportanyactofviolence.Employeesshouldbringtheirconcerndirectlytotheattentionoftheirimmediatesupervisor.Allsuchreportsshallbefullyinvestigated.Anyemployeewhotakesanyadverseactionagainstapersonwhoreportsanyactofviolenceorasuspicionofviolenceshallbesubjecttoimmediatediscipline,uptoandincludingdischarge.
Section:AdditionalPolicies
DispatchRevised:05/29/2015|Effective:03/04/2015
Driverswillbedispatchedonalocal,regional,andlonghaulbasisprovidingtherareenoughhoursofservicetocompletetherun.
Therewillbenoexcusesforrefusalofdispatchunlessthereisanhoursofserviceproblemorpersonalemergecy.
AlldriversmustmakecallinstoDispatchasrequestedbythedispatcher.
DriversmustloadthequanityoffuelasgivenbytheDispatcher.Anyincreaseordecreaseinproductmustbeapprovedbythedispatcher.Allloadswillbepaidonthedispatchedquanity.Anyoverloadviolationsasaresultofloadingotherthanthedispatchedamountwillbepaidforbythedriver.
InclementWeatherRevised:03/04/2015|Effective:03/04/2015
Intheeventofinclementweather,resultinginthelossofdeliveriesorpickups,weexpectourdriversandotheremployeestoworkadditionaldaystomeetourobligationstoourvaluedcustomers.
Loading&UnloadingdirectionsRevised:03/04/2015|Effective:03/03/2015
LoadingandunloadinginstructionsareincludedinourJobDescriptionandLoading/Unloadingbookletwhichyoumustsignthatyouhavereceivedacopyoftheseprocedures.
Section:Acknowledgement
AcknowledgementofReceiptofCompanyHandbookRevised:03/24/2015|Effective:02/20/2015
Thishandbookhasbeenpreparedtoprovideyouwithageneralunderstandingofourpersonnelpolicies,workrulesandbenefits.Allemployeesareresponsibleforbecomingfamiliarwithourpoliciesandprocedures.Ifyouhaveanyquestionsregardingthematerialinthehandbook,pleasecontactyoursupervisororanyothermemberofmanagementforclarification.Thehandbookshouldnotbeconstruedasanemploymentcontractoragreementforemploymentforanyspecifiedperiodoftime.Wereservetherighttomakechangestothesepoliciesatanytime.Whenchangesarenecessary,wewillinformyouofthechangestobereadonthewebpage.
Iacknowledgethatthehandbookislocatedonthecompanywebpageatwww.petroleumcarriers.comandIhavereadorwillreadatmyconvenience.ThereareprintedcopiesavailableintheSafetymanagersofficeforreadingandImayreceiveaprintedcopyifIdesire.IhavealsoreceivedacopyoftheJobDescriptionandLoading/Unloadingbooklet.
EmployeeName
(PleasePrint)___________________________________________
EmployeeSignature______________________________
Date:_________________