COMPASSIONATE CARE HOSPICE GROUP LLC EMPLOYEE HANDBOOK

Transcription

1 COMPASSIONATE CARE HOSPICE GROUP LLC EMPLOYEE HANDBOOK This Employee Handbook has been tailored expressly for Compassionate Care Hospice by PAYCHEX, Inc. Copyright PAYCHEX, Inc All rights reserved.

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3 Welcome to Compassionate Care Hospice! Starting a new job is exciting, but at times can be overwhelming. This Employee Handbook has been developed to help you become acquainted with Compassionate Care Hospice and answer many of your initial questions. As an employee of Compassionate Care Hospice, the importance of your contribution cannot be overstated. Our goal is to provide the finest-quality services to our patients and to do so efficiently and economically. By satisfying our patients' needs, we ensure they will continue to come to us for medical services and will recommend us to others. You are an important part of this process because your work directly influences Compassionate Care Hospice's reputation. We are glad you have joined us, and we hope you will find your work to be both challenging and rewarding. Sincerely, Milton Heching CEO

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5 Table of Contents Section 1: The Way We Work A Word About This Handbook...1 Equal Employment Opportunity...2 Americans with Disabilities Act...2 A Word about our Employee Relations Philosophy...2 Non-Harassment...3 Sexual Harassment...3 Categories of Employment...4 Anniversary Date...5 Background Checks...5 Health Examinations...6 Driver's License/Driving Record...6 Certification, Licensing and Other Requirements...6 Immigration Reform and Control Act...7 New Employee Orientation...7 Your Human Resources Department...7 Suggestions and Ideas...8 Talk to Us...8 Section 2: Your Pay and Progress Recording Your Time...1 Payday...1 Paycheck Deductions...2 Expense Reimbursement...2 Mileage...3 Garnishment/Child Support...3 Direct Deposit...3 Performance Reviews...3 Job Descriptions...4 Aptitude and Ability Tests...4 Promotions and Transfers...4 Pay Raises...4 Pay Advances...4 Length of Service...5 Overtime...5 Inpatient Unit Shift Differential...5 On Call...5 i

6 Section 3: Time Away From Work and Other Benefits Employee Benefits...1 Holidays...1 Paid Time Off (PTO)...3 Personal Days...5 Sick Hours...6 Jury Duty...7 Military Leave...7 Bereavement Leave...8 Leave of Absence...8 Medical Insurance...9 Dental Insurance...9 COBRA...9 Life Insurance Federal Family and Medical Leave Act Short-Term Disability Insurance (All Other Employees) Social Security Unemployment Insurance Workmans Compensation Reporting of Fraud, Etc. - Section 6032 of the Federal Deficit Reduction Act of Compliance Professional Development Tuition Assistance Program Section 4: On the Job Confidentiality...1 Discussions with Patients...1 Care of Patient Records...1 Attendance and Punctuality...2 Excessive Absenteeism or Lateness...2 Business Hours...3 Meal Time...3 On The Job Training...3 Standards of Conduct...4 Access to Personnel Files...4 Patient and Public Relations...5 Non-Solicitation...5 Solicitation and Distribution...5 Changes in Personal Data...6 Care of Equipment...6 Employment of Relatives...6 Travel/Expense Accounts...6 Personal Property...6 Identification Badges...7 Visitors...7 Severe Weather...7 Natural Disasters...7 Personal Telephone Calls...8 Electronic Mail and Monitoring...8 Internet Usage and Monitoring...9 ii

7 Acceptable Use of Electronic Communications...9 Dress Policy Personal Hygiene Reference Checks Protecting Patient and Compassionate Care Hospice Information Document Retention Conflict of Interest/Code of Ethics Outside Employment (Except Georgia Employees) Bulletin Board Cellular Telephones Contact with the Media Office Supplies If You Must Leave Us Section 5: Safety in the Workplace Each Employee's Responsibility...1 Bloodborne Pathogens Exposure Control...1 Fire Drills...2 Workplace Violence...2 Workplace Searches...2 Hazard Communication...3 Smoking in the Workplace...3 No Weapons in the Workplace (All Other Employees)...3 In An Emergency...4 Substance Abuse...4 Section 6: State Specific Information Delaware Equal Employment Opportunity...1 Access to Personnel Files (Delaware Employees)...1 Witness Leave (Delaware Employees)...1 Victims of Crime Leave (Delaware Employees)...1 Meal Time (Delaware Employees)...2 Florida Equal Employment Opportunity...1 Jury Duty (Florida Employees)...1 Witness Leave (Florida Employees)...1 Domestic and Sexual Violence Leave (Florida Employees)...2 No Weapons in the Workplace (Florida Employees)...2 Georgia Equal Employment Opportunity...1 Jury Duty (Georgia Employees)...1 Voting Leave (Georgia Employees)...1 Witness Leave (Georgia Employees)...2 Lactation Breaks (Georgia Employees)...2 No Weapons in the Workplace (Georgia Employees)...2 Illinois Equal Employment Opportunity...1 Jury Duty (Illinois Employees)...1 Voting Leave (Illinois Employees)...1 Election Judge Leave (Illinois Employees)...2 Family Military Leave (Illinois Employees)...2 Civil Air Patrol Leave (Illinois Employees)...2 iii

8 Volunteer Emergency Worker Leave (Illinois Employees)...3 Volunteer Fire Protection Trustee Leave (Illinois Employees)...3 Blood Donation Leave (Illinois Employees)...4 School Visitation Leave (Illinois Employees)...4 Witness Leave (Illinois Employees)...4 Domestic and Sexual Violence Leave (Illinois Employees)...5 Meal Time (Illinois Employees)...5 Lactation Breaks (Illinois Employees)...6 Access to Personnel Files (Illinois Employees)...6 Iowa Equal Employment Opportunity...1 Voting Leave (Iowa Employees)...1 Veterans Day Leave (Iowa Employees)...1 Volunteer Emergency Services Leave (Iowa Employees)...2 Witness Leave (Iowa Employees)...2 Maternity Leave (Iowa Employees)...3 Access to Personnel Files (Iowa Employees)...3 Kansas Equal Employment Opportunity...1 Voting Leave (Kansas Employees)...1 Domestic and Sexual Violence Leave (Kansas Employees)...1 No Weapons in the Workplace (Kansas Employees)...2 Louisiana Equal Employment Opportunity...1 Jury Duty (Louisiana Employees)...1 Bone Marrow Donation Leave (Louisiana Employees)...1 Emergency Response Leave (Louisiana Employees)...2 School Visitation Leave (Louisiana Employees)...2 Maternity Leave (Louisiana Employees)...3 No Weapons in the Workplace (Louisiana Employees)...3 Massachusetts Equal Employment Opportunity...1 Sexual Harassment (Massachusetts Employees)...1 Jury Duty (Massachusetts Employees)...3 Voting Leave (Massachusetts Employees)...3 Emergency Response Leave (Massachusetts Employees)...4 Witness Leave (Massachusetts Employees)...4 Maternity Leave (Massachusetts Employees)...4 Parental and Family Leave (Massachusetts Employees)...5 Social Security Number Privacy and Protection of Personal Information (Massachusetts Employees)...5 Meal Time (Massachusetts Employees)...6 Access to Personnel Files (Massachusetts Employees)...6 Michigan Equal Employment Opportunity...1 Witness Leave (Michigan Employees)...1 Victims of Crime Leave (Michigan Employees)...1 Social Security Number Privacy and Protection of Personal Information (Michigan Employees)...2 Access to Personnel Files (Michigan Employees)...2 Minnesota Equal Employment Opportunity...1 Voting Leave (Minnesota Employees)...1 Election Judge Leave (Minnesota Employees)...1 Political Activity Leave (Minnesota Employees)...2 Family Military Leave and Leave to Attend Military Ceremonies (Minnesota Employees)...2 Civil Air Patrol Leave (Minnesota Employees)...2 Bone Marrow Donation Leave (Minnesota Employees)...3 School Visitation Leave (Minnesota Employees)...3 Witness Leave (Minnesota Employees)...3 Victims of Crime Leave (Minnesota Employees)...4 iv

9 Meal Time (Minnesota Employees)...4 Breaks (Minnesota Employees)...4 Lactation Breaks (Minnesota Employees)...5 Access to Personnel Files (Minnesota Employees)...5 No Weapons in the Workplace (Minnesota Employees)...6 Mississippi Equal Employment Opportunity...1 Witness Leave (Mississippi Employees)...1 Victims of Crime Leave (Mississippi Employees)...1 No Weapons in the Workplace (Mississippi Employees)...2 Missouri Equal Employment Opportunity...1 Voting Leave (Missouri Employees)...1 Volunteer Emergency Worker Leave (Missouri Employees)...1 Witness Leave (Missouri Employees)...2 Victims of Crime Leave (Missouri Employees)...2 Nebraska Equal Employment Opportunity...1 Jury Duty (Nebraska Employees)...1 Voting Leave (Nebraska Employees)...1 Election Official Leave (Nebraska Employees)...2 Family Military Leave (Nebraska Employees)...2 Emergency Responders Leave (Nebraska Employees)...3 Bone Marrow Donation Leave (Nebraska Employees)...3 Meal Time (Nebraska Employees)...3 New Hampshire Equal Employment Opportunity...1 Veterans Day Leave (New Hampshire Employees)...1 Witness Leave (New Hampshire Employees)...1 Disaster and Emergency Services Leave (New Hampshire Employees)...2 Victims of Crime Leave (New Hampshire Employees)...2 Maternity Leave (New Hampshire Employees)...2 Meal Time (New Hampshire Employees)...3 Access to Personnel Files (New Hampshire Employees)...3 New Jersey Equal Employment Opportunity...1 Short-Term Disability Insurance (New Jersey Employees)...1 Emergency Responders Leave (New Jersey Employees)...2 Family Leave Insurance (New Jersey Employees)...2 Family Leave (New Jersey Employees)...4 New York Equal Employment Opportunity...1 Short-Term Disability Insurance (New York Employees)...1 Jury Duty (New York Employees)...2 Voting Leave (New York Employees)...2 Family Military Leave (New York Employees)...2 Blood Donation Leave (New York Employees)...3 Bone Marrow Donation Leave (New York Employees)...3 Witness Leave (New York Employees)...3 Victims of Crime Leave (New York Employees)...4 Meal Time (New York Employees)...4 Lactation Breaks (New York Employees)...4 Ohio Equal Employment Opportunity...1 Voting Leave (Ohio Employees)...1 Family Military Leave (Ohio Employees)...2 Volunteer Firefighter / EMS Leave (Ohio Employees)...3 Witness Leave (Ohio Employees)...3 Victims of Crime Leave (Ohio Employees)...3 Access to Personnel Files (Ohio Employees)...4 Pennsylvania Equal Employment Opportunity...1 v

10 Voluntary Emergency Workers Leave (Pennsylvania Employees)...1 Witness Leave (Pennsylvania Employees)...1 Victims of Crime Leave (Pennsylvania Employees)...2 Meal Time (Pennsylvania Employees)...2 Access to Personnel Files (Pennsylvania Employees)...2 South Dakota Equal Employment Opportunity...1 Voting Leave (South Dakota Employees)...1 Texas Equal Employment Opportunity...1 Voting Leave (Texas Employees)...1 Political Activity Leave (Texas Employees)...1 Juvenile Court Attendance Leave (Texas Employees)...2 Emergency Evacuation Volunteers Leave (Texas Employees)...2 Witness Leave (Texas Employees)...2 No Weapons in the Workplace (Texas Employees)...2 Wisconsin Equal Employment Opportunity...1 Voting Leave (Wisconsin Employees)...1 Election Official Leave (Wisconsin Employees)...1 Emergency Responders Leave (Wisconsin Employees)...2 Civil Air Patrol Leave (Wisconsin Employees)...2 Family and Medical Leave (Wisconsin Employees)...3 Witness Leave (Wisconsin Employees)...4 Meal Time (Wisconsin Employees)...4 Access to Personnel Files (Wisconsin Employees)...4 No Weapons in the Workplace (Wisconsin Employees)...5 vi

11 The Way We Work

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13 A Word About This Handbook This Employee Handbook contains information about the employment policies and practices of Compassionate Care Hospice. We expect each employee to read this Employee Handbook carefully, as it is a valuable reference for understanding your job and the company. The policies outlined in this Employee Handbook should be regarded as management guidelines only, which in a developing business will require changes from time to time. Compassionate Care Hospice retains the right to make decisions involving employment as needed in order to conduct its work in a manner that is beneficial to the employees and the company. This Employee Handbook supersedes and replaces any and all prior Employee Handbooks and any inconsistent verbal or written policy statements. Except for the policy of at-will employment, which can only be changed by the general counsel of the company in a signed written contract, Compassionate Care Hospice reserves the right to revise, delete and add to the provisions of this Employee Handbook at any time without further notice. All such revisions, deletions or additions to the Employee Handbook must be in writing and must be signed by the general counsel of the company. No oral statements or representations can change the provisions of this Employee Handbook. Should any provision in the Employee Handbook be found to be unenforceable and invalid, such finding does not invalidate the entire Employee Handbook, but only the subject provision. The provisions of this Employee Handbook are not intended to create contractual obligations with respect to any matters it covers. Nor is this Employee Handbook intended to create a contract guaranteeing that you will be employed for any specific time period. COMPASSIONATE CARE HOSPICE IS AN AT-WILL EMPLOYER. THIS MEANS THAT REGARDLESS OF ANY PROVISION IN THIS EMPLOYEE HANDBOOK, EITHER YOU OR THE COMPANY MAY TERMINATE THE EMPLOYMENT RELATIONSHIP AT ANY TIME, FOR ANY REASON, WITH OR WITHOUT CAUSE OR NOTICE. NOTHING IN THIS EMPLOYEE HANDBOOK OR IN ANY DOCUMENT OR STATEMENT, WRITTEN OR ORAL, SHALL LIMIT THE RIGHT TO TERMINATE EMPLOYMENT AT-WILL. NO OFFICER, EMPLOYEE OR REPRESENTATIVE OF THE COMPANY IS AUTHORIZED TO ENTER INTO AN AGREEMENT EXPRESS OR IMPLIED WITH ANY EMPLOYEE FOR EMPLOYMENT FOR A SPECIFIED PERIOD OF TIME UNLESS SUCH AN AGREEMENT IS IN A WRITTEN CONTRACT SIGNED BY THE GENERAL COUNSEL OF THE COMPANY. This Employee Handbook refers to current benefit plans maintained by Compassionate Care Hospice. Refer to the actual plan documents and summary plan descriptions if you have specific questions regarding the benefit plan. Those documents are controlling. Likewise, if a written contract is inconsistent with the Employee Handbook, the written contract is controlling. For the purposes of this handbook, the term Compassionate Care Hospice includes the parent company, its affiliates and all of its subsidiaries. 1 Section 1

14 Equal Employment Opportunity Our company is committed to equal employment opportunity. We will not discriminate against employees or applicants for employment on any legally-recognized basis [ protected class ] including, but not limited to: veteran status, uniform servicemember status, race, color, religion, sex, national origin, age, physical or mental disability, genetic information or any other protected class under federal, state, or local law. You may discuss equal employment opportunity related questions with the general counsel or any other member of management. Americans with Disabilities Act Compassionate Care Hospice is committed to providing equal employment opportunities to qualified individuals with disabilities. This may include providing reasonable accommodation where appropriate in order for an otherwise qualified individual to perform the essential functions of the job. It is your responsibility to notify your supervisor of the need for accommodation. Upon doing so, your supervisor may ask you for your input or the type of accommodation you believe may be necessary or the functional limitations caused by your disability. Also, when appropriate, we may need your permission to obtain additional information from your physician or other medical or rehabilitation professionals. Compassionate Care Hospice will not seek genetic information in connection with requests for accommodation. All medical information received by Compassionate Care Hospice in connection with a request for accommodation will be treated as confidential. A Word about our Employee Relations Philosophy We are committed to providing the best possible climate for maximum development and goal achievement for all employees. Our practice is to treat each employee as an individual. We seek to develop a spirit of teamwork; individuals working together to attain a common goal. In order to maintain an atmosphere where these goals can be accomplished, we provide a comfortable and progressive workplace. Most importantly, we have a workplace where communication is open and problems can be discussed and resolved in a mutually respectful atmosphere. We take into account individual circumstances and the individual employee. We firmly believe that with direct communication, we can continue to resolve any difficulties that may arise and develop a mutually beneficial relationship. 2 Section 1

15 Non-Harassment We prohibit harassment of one employee by another employee, supervisor or third party for any reason based on a protected class including, but not limited to: veteran status, uniform servicemember status, race, color, religion, sex, national origin, age, physical or mental disability, genetic information or any other protected class under federal, state, or local law. Harassment of third parties by our employees is also prohibited. The purpose of this policy is not to regulate the personal morality of employees. It is to ensure that in the workplace, no employee harasses another for any reason or in any manner. The conduct prohibited by this policy includes conduct in any form including but not limited to , voice mail, chat rooms, Internet use or history, text messages, pictures, images, writings, words or gestures. While it is not easy to define precisely what harassment is, it includes: slurs, epithets, threats, derogatory comments or visual depictions, unwelcome jokes and teasing. Any employee who believes that (s)he has been harassed should report the situation immediately to the following member of management who has been designated to receive such complaints: your supervisor at hr@cchnet.net and (973) If an employee makes a report to this member of management and the manager either does not respond or does not respond in a manner the employee deems satisfactory or consistent with this policy, the employee is required to report the situation to any other member of management. Compassionate Care Hospice will investigate all such reports as confidentially as possible. Adverse action will not be taken against an employee because he or she, in good faith, reports or participates in the investigation of a violation of this policy. Violations of this policy are not permitted and may result in disciplinary action, up to and including discharge. Sexual Harassment Any type of sexual harassment is against Compassionate Care Hospice policy and may be unlawful. We firmly prohibit sexual harassment of any employee by another employee, supervisor or third party. Harassment of third parties by our employees is also prohibited. The purpose of this policy is not to regulate the morality of employees. It is to ensure that in the workplace, no employee is subject to sexual harassment. While it is not easy to define precisely what sexual harassment is, it may include: unwelcome sexual advances, requests for sexual favors, and/or verbal or physical conduct of a sexual nature including, but not limited to, sexually-related drawings, pictures, jokes, teasing, s, text messages, uninvited touching or other sexually-related comments. The conduct prohibited by this policy includes conduct in any form including but not limited to , voice mail, chat rooms, Internet use or history, text messages, pictures, images, writings, words or gestures. Sexual harassment of an employee will not be tolerated. Violations of this policy may result in disciplinary action, up to and including discharge. There will be no adverse action taken against employees who report violations of this policy in good faith or participate in the investigation of such violations. Any employee who believes that (s)he is a victim of sexual harassment should immediately report such actions in accordance with the following procedure. All complaints will be promptly and thoroughly investigated as confidentially as possible. 3 Section 1

16 1. Any employee who believes that (s)he is a victim of sexual harassment or has been retaliated against for complaining of sexual harassment, should report the situation immediately to the following member of management who has been designated to receive such complaints: your supervisor at (973) and hr@cchnet.net. If an employee makes a report to this member of management and the manager either does not respond or does not respond in a manner the employee deems satisfactory or consistent with this policy, the employee is required to report the situation to any other member of management. 2. Compassionate Care Hospice will investigate every reported incident immediately. Any employee, supervisor or agent of Compassionate Care Hospice who has been found to have violated this policy may be subject to appropriate disciplinary action, up to and including immediate discharge. 3. Compassionate Care Hospice will conduct all investigations in a discreet manner. Compassionate Care Hospice recognizes that every investigation requires a determination based on all the facts in the matter. We also recognize the serious impact a false accusation can have. We trust that all employees will continue to act responsibly. 4. The reporting employee and any employee participating in any investigation under this policy have Compassionate Care Hospice's assurance that no reprisals will be taken as a result of a sexual harassment complaint. It is our policy to encourage discussion of the matter, to help protect others from being subjected to similar inappropriate behavior. Categories of Employment INTRODUCTORY PERIOD: Full-time and part-time employees are on an introductory period during their first 90 days of employment. All employees returning after a termination, voluntary or otherwise, shall be treated as new employees. The first ninety (90) days or reemployment after a six (6) month or longer separation from Compassionate Care Hospice Group is also considered an Introductory period. During this time, you will be able to determine if your new job is suitable for you and your supervisor will have an opportunity to evaluate your work performance. However, the completion of the introductory period does not guarantee employment for any period of time since you are an at-will employee both during and after your introductory period. FULL-TIME EMPLOYEES regularly work at least a 40-hour workweek. FULL-TIME, ON-CALL EMPLOYEES are regularly on-call and work at least a 40-hour workweek. They are required to attend all mandatory In-Services taking place during non-scheduled time unless on vacation. Compensation is included in their salary. Full-time on-call staff is not eligible for paid time and a half for any hours worked. FULL-TIME, INPATIENT EMPLOYEES regularly work at least a 36-hour workweek in the inpatient unit. PART-TIME EMPLOYEES regularly work 24 hours or more each week. PART-TIME, INPATIENT EMPLOYEES regularly work 24 hours or more each week in the inpatient unit. PRN EMPLOYEES perform a job for a specified time, as needed. 4 Section 1

17 TEMPORARY EMPLOYEES are hired to work a specific period of time, for example, to cover a leave of absence. In addition to the preceding categories, employees are also categorized as "exempt" or "non-exempt." NON-EXEMPT EMPLOYEES are entitled to overtime pay as required by applicable federal and state law. If you are a "Non-exempt" employee and you perform overtime work, you will be paid one and one-half (1-1/2) times your regular hourly wage for any time over forty (40) hours per week that you work. If, during that week, you were away from the job because of a job-related injury, paid holiday, bereavement leave, personal or vacation time taken in single-day increments, those hours will not be counted as hours worked for the purpose of computing eligibility for overtime pay. Those hours paid for sick leave will be counted as hours worked for the purposes of computing overtime. Work Performed on Company Holidays Full-time "non-exempt" employees who work on a Company holiday will be paid at a rate of 1.5 times their regular rate of pay for those hours actually worked on that day. EXEMPT EMPLOYEES are not entitled to overtime pay and may also be exempt from minimum wage requirements pursuant to applicable federal and state laws. Upon hire, your supervisor will notify you of your employment classification. Anniversary Date The first day you report to work will be recorded in Compassionate Care Hospice records as your anniversary date. This date may be used to calculate many different Compassionate Care Hospice benefits. If you have any questions regarding your anniversary date, please see your supervisor. Background Checks Compassionate Care Hospice Group conducts a pre-employment check on all applicants who are being considered for employment. Your employment with us is conditional upon our review of this information. The Company reserves the right to conduct this check at any time after you have been employed, and also reserves the right to conduct a background check on any employee under consideration for promotion or transfer within Compassionate Care Hospice Group. Remember, you have certain legal rights to discover and to dispute or explain any information prepared for us. 5 Section 1

18 Health Examinations Your employment with CCH is contingent on having an employment physical clearance completed. Also, at any point during your employment, you may be asked to undergo a health examination on company time and at CCH s expense. This may be necessary to insure that you are physically capable of handling the tasks involved in your job position safely and without possible harm to others. Driver's License/Driving Record Employees in positions where the operation of a motor vehicle is an essential duty of the position must present and maintain a valid driver's license and acceptable driving record to our insurer. Changes in your driving record must be reported to your supervisor immediately. Violations of this policy may result in immediate termination of your employment. Motor Vehicle Reports are ordered when an employee is hired and annually thereafter. The minimum criteria acceptable for operation of a vehicle are set as follows: (1) No more than 3 moving violations and / or accidents in the most recent 3 years (2) No more than 2 moving violations and / or accidents in the most recent year (3) Drivers should have no "major convictions" within the last 5 years. "Major convictions" include: Driving while intoxicated or 'under the influence' (DWI or DUI) Leaving the scene of an accident Reckless driving violations Homicide or assault through use of motor vehicle Attempting to elude a police officer Unacceptable drivers with 3 or more license suspensions in the past as a result of moving violation activity Certification, Licensing and Other Requirements You will be informed by your supervisor if there are any licensing, certification or testing requirements for your job. Failure to qualify or to maintain a certification or license may be sufficient cause for discharge. 6 Section 1

19 Immigration Reform and Control Act In compliance with the federal Immigration Reform and Control Act of 1986 (IRCA), as amended, and any state law requirements, if applicable, Compassionate Care Hospice is committed to employing only individuals who are authorized to work in the United States. Each new employee, as a condition of employment, must complete the Employment Eligibility Verification Form I-9 and present documentation establishing identity and employment eligibility. If an employee is authorized to work in this country for a limited time period, the individual will be required to submit proof of renewed employment eligibility prior to expiration of that period to remain employed by Compassionate Care Hospice. New Employee Orientation Upon joining our company, you were given this copy of our Employee Handbook. After reading this Employee Handbook please sign the receipt page and return it to your supervisor. You will be asked to complete personnel, payroll and benefit forms. You are expected to keep your salary and terms of employment highly confidential and not discuss this with any other fellow employees. If you lose your Employee Handbook or if it becomes damaged in any way, please notify your supervisor as soon as possible to obtain a replacement copy. Your supervisor is responsible for the operations of your department. information about the company and your job. (S)he is a good source of Your Human Resources Department The Human Resources department acts as an information center for both employees and management. This department plays an important part in formulating and interpreting Compassionate Care Hospice policy and offers help with a variety of problems and matters that concern employees and management. Human Resources staff members are available to discuss subjects such as employment/ recruitment, benefits, employee records, safety and disciplinary problems. The Human Resources department is open 8:30 a.m. to 5:00 p.m., Monday through Friday. Appointments may be arranged for other times. You are encouraged to contribute suggestions or questions so the staff may be more responsive to your needs. 7 Section 1

20 Suggestions and Ideas We are always interested in your constructive ideas and suggestions for improving our operations. Your suggestions should be submitted in writing to your supervisor. After we investigate your suggestion, you will be notified whether it is feasible to be put into practice. We believe that suggestions indicate initiative. With your approval, we will place the written suggestion in your personnel file and consider it at the time of your performance review. Talk to Us We encourage you to bring your questions, suggestions and complaints to our attention. We will carefully consider each of these in our continuing effort to improve operations. If you feel you have a problem, present the situation to your supervisor so that the problem can be settled by examination and discussion of the facts. Your suggestions and comments on any subject are important, and we encourage you to take every opportunity to discuss them with us. Your job will not be adversely affected in any way because you choose to use this procedure. 8 Section 1

21 Your Pay and Progress

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23 Recording Your Time Non-exempt employees must record their work hours electronically or telephonically. Accurately recording all of your time is required in order to be sure that you are paid for all hours worked. You are expected to follow the established procedures in keeping an accurate record of your hours worked. Time must be recorded as follows: Immediately before starting your shift. Immediately after finishing work before your meal period. Immediately before resuming work after your meal period. Immediately after finishing work. Immediately before and after any other time away from work. All employees subject to this policy are required to accurately record all time worked. Exempt employees must also record their hours electronically or telephonically. You are expected to follow the established procedures in keeping an accurate record of your hours worked. Time must be recorded as follows: Immediately before starting work Immediately after finishing work No one may log in/out hours for another employee. Tampering with another s time record is cause for disciplinary action, including possible dismissal of both employees. Do not alter another person s record, or influence anyone else to alter your record for you. In the event of an error in recording your time, report the matter to your manager immediately. The workweek starts on Sunday and ends on Saturday. Payday Please refer to your supervisor for your payday schedule. Please review your paycheck for errors. If you find a mistake, report it to your supervisor immediately. Your supervisor will assist you in taking the steps necessary to correct the error. 1 Section 2

24 Paycheck Deductions Compassionate Care Hospice is required by law to make certain deductions from your paycheck each pay period. Such deductions typically include federal and state taxes and Social Security (FICA) taxes. Depending on the state in which you are employed and the benefits you choose, there may be additional deductions. All deductions and the amount of the deductions are listed on your pay stub. These deductions are totaled each year for you on your Form W-2, Wage and Tax Statement. It is the policy of Compassionate Care Hospice that exempt employees' pay will not be docked, or subject to deductions, in violation of salary pay rules issued by the United States Department of Labor and any corresponding rules issued by the state government, as applicable. However, Compassionate Care Hospice may make deductions from employees' salaries in a way that is permitted under federal and state wage and hour rules. Employees will be reimbursed in full for any isolated, inadvertent, or improper deductions, as defined by law. Thus, exempt employees may be subject to the following salary deductions, except where prohibited by state law, but only for the following reasons: Absences of one or more full days for personal reasons, other than sickness or disability; or Absences of one or more full days due to sickness or disability, if there is a plan, policy, or practice providing replacement compensation for such absences; or Absences of one or more full days before eligibility under such a plan, policy, or practice or after replacement compensation for such absences has been exhausted; or Suspensions of one or more full days for violations of safety rules of major significance; or Suspensions of one or more full days for violations of written workplace conduct rules, such as rules against sexual harassment and workplace violence; or Payment of actual time worked in the first and last weeks of employment, resulting in a proportional rate of an employee's full salary; or Any unpaid leave taken under the Family and Medical Leave Act; or Negative paid-time-off balances, in whole-day increments only. If questions or concerns about any pay deductions arise, employees may discuss and resolve them with the Human Resources Department. Expense Reimbursement You must have your supervisor s written authorization prior to incurring an expense on behalf of CCH. To be reimbursed for all authorized expenses, you must submit an expense report/voucher accompanied by receipts and approved by your supervisor. Please submit your expense report/voucher monthly, as you incur authorized reimbursable expenses. 2 Section 2

25 Mileage If you are asked to conduct company business using your personal vehicle, you will be reimbursed at the current rate established per office for the actual miles driven. You are not paid to drive to work or to drive home from work. Interdisciplinary team employees that work in the field may be compensated an adjusted mileage that is currently approved by the company when starting and/or finishing work in the field. CCH will reimburse you only for miles actually driven and that are objectively verifiable through one of the electronic directional systems such as MapQuest or Rand McNally. Garnishment/Child Support When an employee's wages are garnished by a court order, Compassionate Care Hospice is legally bound to withhold the amount indicated in the garnishment order from the employee's paycheck. Compassionate Care Hospice will, however, honor applicable federal and state guidelines that protect a certain amount of an employee's income from being subject to garnishment. Direct Deposit You have the option of receiving your pay in a payroll check or having your pay deposited into your bank account through our direct deposit program. If you elect direct deposit your pay stub will only be viewable online. Performance Reviews Your performance is important to our company. Once each year, on or about your anniversary date, your supervisor will review your job progress within our company and help you set new job performance plans. Our performance review program provides the basis for better understanding between you and your supervisor, with respect to your job performance, potential and development within the company. New employees will generally be reviewed at the end of their introductory period. A performance review should not to be utilized in conjunction with salary or merit increases. The employee s overall performance and salary level relative to his/her position responsibilities must be evaluated to determine if a salary increase is warranted. Out-of-cycle salary increases must be preapproved by the department manager, and COO. Merit increases are not guaranteed and are based upon company performance and financials. When provided, a merit increase may accompany a performance review if the employee s performance and salary level so warrant. The amount of increase should be consistent with the approved merit budget. 3 Section 2

26 Job Descriptions Compassionate Care Hospice maintains a job description for each position in Compassionate Care Hospice. The job description outlines the essential duties and responsibilities of the position. When the duties and/or responsibilities of a position change, the job description is revised to reflect those changes. If you have any questions or wish to obtain a copy of your position's job description, please see your supervisor. Aptitude and Ability Tests Job related tests might be given to help determine your aptitude or ability to perform a specific job. Such tests may be given to candidates for job changes and promotions, as well as to new applicants. Test results will be confidential. Promotions and Transfers We believe that career advancement is rewarding for both the employee and Compassionate Care Hospice. We will promote qualified employees to new or vacated positions whenever possible. In addition, your supervisor is available to discuss transfer opportunities with you. Pay Raises Depending upon your performance and our company's profitability, adjustments in your pay may be made when there has been an improvement in or sustainment of an already good performance. Pay Advances Pay advances will not be granted to employees. 4 Section 2

27 Length of Service Employees serving in a continuous full-time capacity of seven (7) years will receive an additional PTO accumulation of 3.3 hours per month to equal an increase of five (5) PTO days. Seniority is also one of the factors recognized when making promotions. Overtime There may be times when you will need to work overtime so that we may meet the needs of our patients. Although you will be given advance notice when feasible, this is not always possible. Non-exempt employees must have all overtime approved in advance by their supervisor. Non-exempt employees will be paid at a rate of time and one-half their regular hourly rate for hours worked in excess of 40 hours in a workweek, unless state law provides a greater benefit in which case, we will comply with the state law. Only actual hours worked count toward computing weekly overtime. If you have any questions concerning overtime pay, check with human resources. Inpatient Unit Shift Differential There will be a $1.00 shift differential for RNs, LPNs and CHHAs who are hired to, and regularly work between the hours of 7 P.M. and 7 A.M. If you normally work during the day, but are requested to work between the hours of 7 P.M. and 7 A.M. from time to time, you may be given the shift differential when you work the night shift. If you do not regularly work between the hours of 7 P.M. and 7 A.M., then you will not receive the shift differential unless you actually work during those hours. For example, if you are asked to work during the hours of 7 P.M. to 7 A.M., but are unable to do so because of illness, unit closing or for any other reason, you will not be given a shift differential. On Call It may be necessary for individuals in certain positions to be available by telephone after hours during the week or on the weekend. Employees who are required to be on call will be compensated in accordance with applicable state and federal wage and hour laws. 5 Section 2

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29 Time Away From Work and Other Benefits

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31 Employee Benefits Our company has developed a comprehensive set of employee benefit programs to supplement our employees' regular wages. Our benefits represent a hidden value of additional income to our employees. This Employee Handbook describes the current benefit plans maintained by the company. Refer to the actual plan documents and summary plan descriptions if you have specific questions regarding the benefit plan. Those documents are controlling. The company reserves the right to modify its benefits at any time. We will keep you informed of any changes. If you are a full-time employee, you may enjoy all of the benefits described in this Handbook as soon as you meet the eligibility requirements for each particular benefit. If you are a part-time employee, you may enjoy only those benefits which are required by law to be afforded to you, provided that you meet the minimum requirements set forth by law and in the benefits plan(s). No benefits are available to you during your Initial Evaluation Period or should your evaluation period be extended, except as otherwise provided by law. Temporary employees are not eligible for benefits. Please note that there are restrictions on when an employee can begin or end benefits through CCH. Holidays Our company normally observes the following holidays during the year: New Year s Day Memorial Day Independence Day Labor Day Thanksgiving Day Christmas Day If one of the above holidays falls on Saturday, it normally is observed on the preceding Friday. holiday falls on Sunday, it normally is observed on the following Monday. If a Full-time, employees are eligible for 6 paid holidays after completing thirty days of employment. Holidays equate to 8 hours for full-time employees Full-Time, on-call employees in program offices receive the same amount of holiday time as other fulltime employees. These employees must work a minimum of three (3) recognized holidays (as defined under recognized holidays) each calendar year. In exchange for working a holiday, that holiday can be taken on another day that the employee is scheduled to work within four (4) weeks of the holiday and equating to the amount of time (hours) worked on the holiday. Program offices are encouraged to schedule on-call staff to work the holidays when they 1 Section 3

32 are regularly scheduled. There may be times that an assigned holiday falls on a non-scheduled week or weekend. In this situation, on-call staff is required to work the holiday on their non-scheduled time in order to meet the three (3) holiday minimum There are no set holiday times for employees at inpatient units. Holiday time is part of total banked hours for full-time and part-time employees at inpatient units. Full-time inpatient employees who work on a fixed company holiday in one of the company s in-patient units will be deemed to have worked overtime that day and will be paid time and a half for hours worked. Part-time employees are eligible for the following paid holidays: 1. New Year s Day 2. Independence Day 3. Thanksgiving Day 4. Christmas Day Part-time employees are eligible for these 4 paid holidays after completing thirty days of employment. Part-time employees are eligible for holiday pay in proportion to the number of hours they normally are scheduled to work. Exempt employees will receive holiday pay in compliance with state and federal wage and hour laws. Non-exempt employees must work their scheduled workday before and after the holiday in order to be paid for the holiday, unless they are absent with prior permission from their supervisor You are not eligible to receive holiday pay if you are a temporary employee. You are not eligible to receive holiday pay when you are on a leave of absence. You are not eligible to receive holiday pay if you have already given notice of voluntary termination. Any requests to observe religious holidays not listed above must be requested and approved by your manager. If approved, available PTO should be used to cover the time out, or in the case of no available PTO, excused unpaid absence may be authorized. 2 Section 3

33 Paid Time Off (PTO) The following employees are eligible for paid time off (PTO). For regular salaried full-time management staff (includes management of both program offices and inpatient units) 1 st year through 7 th year (after completion of the 7 th year)* 20 days (accrual of hours per month) 8 th year and thereafter 25 days (accrual of hours per month) For regular salaried full-time staff: 1 st year through 7 th year (after completion of the 7 th year)* 15 days (accrual of 10 hours per month) 8 th year and thereafter 20 days (accrual of hours per month) For regular part-time staff: 1 st year through 7 th year (after completion of the 7 th year)* 9 days (accrual of 6 hours per month) 8 th year and thereafter 12 days (accrual of 8 hours per month) For inpatient unit full-time salaried staff (not including employees who work in the unit, but are not permanently assigned to the inpatient unit): 1 st year through 7 th year (after completion of the 7 th year)* hours of banked time (accrual of 17.4 hours/month) 8 th year and thereafter 248 hours of banked time (accrual of 20.7 hours/month) For inpatient unit part-time staff: 1 st year through 7 th year (after completion of the 7 th year)* 120 hours of banked time (accrual of 10.0 hours/month) 8 th year and thereafter 152 hours of banked time (accrual of 12.7 hours/month) For regular salaried full-time on-call staff 1 st year through 7 th year (after completion of the 7 th year)* 120 (accrual of 10 hours per month) 8 th year through 11 th year 160 (accrual of hours per month) 15.5 hour shift equates to 8 hours PTO 24 hour shift equates to 16 hours PTO For example, if employee s start date was January 1, 2000, then beginning January 1, 2007 the employee becomes eligible for additional PTO accrued as outlined above. PTO for all on-call staff can only be taken when scheduled to work and cannot be used on regular days off. In the event an on-call employee wants to take PTO hours equal to less than the number of hours in a full shift it should be prorated. For example, if 5 hours of PTO is requested in a 15.5 hour shift, the number of PTO hours used is calculated as follows: 5 x = 2.58 In the event an inpatient unit employee wants to take PTO hours equal to their entire 12 hour shift, 12 hours PTO should be used. You may not receive advanced PTO pay. If you are eligible for three (3) weeks, you may only take two (2) weeks at one time, unless you receive written approval from your manager and senior management at least six (6) weeks in advance. 3 Section 3

34 Usually only one employee may be out on PTO in a department at any one time. Time accrues at the following rates: Management Staff 20 days at hours / month Clinical & Administrative Staff 15 days at hours / month Part-Time Staff Program Offices 72 hours at 6.00 hours / month Full-Time Inpatient Units 208 hours at hours / month Part-Time Inpatient Units 120 hours at hours / month The time is accumulated from the first day of employment but cannot be used until the probation period has ended. As an example, clinical staff employed for five (5) months who have not yet used any PTO will have accumulated fifty (50) hours of PTO. Per the personnel policy for full-time employees, no more than ten (10) days or eighty (80) hours can be carried into the next anniversary year of the employment. Per the personnel policy for part-time employees eligible for PTO (works twenty-four (24) hours or more each week), no more than six (6) days or forty-eight (48) hours can be carried into the next anniversary year of the employment. If you are on an approved leave of absence, your PTO eligibility will not continue to accrue. In the case an employee is suspended, no PTO can be taken. Your PTO will be reinstated upon your return to work. Approval of PTO is limited Christmas through New Year s week of each year for all staff. No staff member is allowed to take two (2) weeks vacation at this time with the exception of extenuating circumstances. PTO and personal days are approved at the discretion of program director according to staffing needs. Approval of PTO is also limited Memorial Day through Labor Day of each year for all staff. No staff member is allowed to take two (2) weeks vacation at this time with the exception of extenuating circumstances. PTO and personal days are approved at the discretion of program director according to staffing needs. Submit PTO requests in writing at least one month in advance to your supervisor. When possible, PTO requests are granted, taking into account operating requirements. Length of employment may determine priority in scheduling PTO times. PTO can be used as vacation time, sick time or to take care of personal matters. Illinois, Massachusetts and Nebraska Employees As per state law, upon termination, eligible employees will be paid for accrued but unused PTO. All Other Employees Upon termination, eligible employees who have provided at least four weeks advance notice of resignation will be paid for earned but unused vacation, unless state law dictates otherwise. With appropriate notice given, any accrued but unused PTO time will be paid out the payroll subsequent to the last payroll during which the employee performed any work. If the appropriate notice is not given, the employee will not be eligible for PTO pay out. Once a resignation notice is given, no PTO can be taken. If the employee is terminated by the employer, the employee is no longer eligible for PTO pay out. 4 Section 3