Collision Pro. Employee Handbook Collision PRO Inc. Digital Version

Transcription

1 Collision Pro Employee Handbook Collision PRO Inc. Digital Version 15

2 Table of Contents No. Policy Page INTRODUCTION 020 Employee Welcome Message Organization Description Introductory Statement Customer Relations 8 EMPLOYMENT 101 Nature of Employment Open Door Policy Equal Employment Opportunity Business Ethics and Conduct Conflicts of Interest Non-Disclosure 11 EMPLOYMENT STATUS & RECORDS 201 Employment Categories Access to Personal Files Personnel Data Changes Probationary Period Employment Applications Performance Evaluation 15 EMPLOYEE BENEFIT PROGRAMS 301 Employee Benefits Vacation Benefits Holidays Workers Compensation Insurance Jury Duty/Military Leave Benefits Continuation (COBRA) Simple IRA Savings Plan 19 TIMEKEEPINT/PAYROLL 401 Timekeeping Paydays Employment Termination 20 2

3 WORK CONDITIONS & HOURS 501 Safety Rest and Meal Periods Overtime Use of Equipment and Vehicles Visitors in the Workplace Workplace Violence Prevention 24 LEAVE OF ABSENCE 604 Employee Training & Staff Meetings 24 EMPLOYEE CONDCUT & DISCIPLINARY ACTION 701 Employee Conduct and Work Rules Drug and Alcohol Use Sexual and Other Unlawful Harassment Attendance and Punctuality Personal Appearance Return of Property Telephone & Cell Phone Resignation Security Inspections Solicitation Drug Testing Discipline Policy Workplace Etiquette 32 MISCELLANEOUS 802 Recycling/Energy Suggestion Program Employee Acknowledgement Form 35 Revision/ Effective Dates Revision Date: 01/17/2014 Revision Date: 04/01/2015 3

4 Collision PRO Auto Body Repair On Behalf of your colleagues, I welcome you to Collision Pro Inc. and wish you every success here. We believe that each employee contributes directly to Collision Pro Inc. s growth and success, and we hope you will take pride in being a member of our team. This handbook was developed to describe some of the expectations of our employees and to outline the policies, programs, and benefits available to eligible employees. Employees should familiarize themselves with the contents of the employee handbook as soon as possible, for it will answer many questions about employment with Collision Pro Inc. We hope that your experience here will be challenging, enjoyable, and rewarding. Again, welcome! Sincerely, Barry Reddick, President Collision Pro Inc. 4

5 ORGANIZATION DESCRIPTION I. Goods Produced and/or Services Provided Collision Pro Inc. accepts the responsibility to give each of our customers and the public, not only the service which they are entitled, but to attempt to exceed their expectations in every way. Our customers are the people that pay all of our salaries. Be friendly and courteous to each and every customer. Smile and let out customers know we appreciate their business. II. Facilities and Location(s) Collision PRO Inc. 420 Dorothy Helena, MT Collision PRO Express/Auto Glass Express 700 River Rock Dr. Helena, MT III. The History of Collision Pro Inc. Collision Pro opened for business June 1, 1993 in Helena MT. in a 1,500sq. ft. facility. The founder of Collision Pro, Barry Reddick started the business as its sole employee. The business continued as a 1 man operation for the first 18 months. In 1995 business had increased and additional employees were hired to help with the work demands, the business also moved to a temporary location in the old Ford dealership located off Prospect where the Safeway grocery store is now located. The temporary location provided Collision Pro with an additional 3,500 sq. ft of production space for the next year while the new facility was being built. In July of 1996 Collision Pro moved into their new facility located at 420 Dorothy just east of Helena. The new 12,000 sq. ft facility was designed and engineered for collision repair and included two heated down-draft paint booths. In August of 2003 Collision Pro opened its second facility located at 700 River Rock Drive in Helena MT. The new location was designed to more efficiently produce smaller repairs and has a linear work production flow with approximately 7,000 sq. ft. of production area and has two heated down-draft paint booths. The new facility also includes a covered estimating area and an automotive glass shop, Auto Glass Express. Numerous varieties of tools and equipment have been added over the years to the inventory Collision Pro Inc. keeping it on the leading edge of technology, collision repair processing, collision repair technical knowledge, and car 5

6 repair techniques. Collision Pro continues to remain a leader in Helena, and in the collision repair industry. IV. Role of the Human Resources Department It will be a continuing effort on the part of Collision Inc. to provide a good working environment. The team concept is an integral part of our success. Cooperation by all employees will be expected to assist in maintaining the environment. Your input and suggestions are always welcome. Keep in mind that for you to succeed with our company, you must do your part to make the company successful. One can not win with out the other. V. Our Mission Statement Absolute Customer Satisfaction! VI. Goals It is the objective of our company to build a professionally managed organization that responds to the market demands better than the competition. It is our goal to reach this objective by demonstrating a faster repair time, a highly competitive price, and consistently higher quality of repairs than anyone in our market area. We will accomplish these objectives in an environment that maximizes service and offers a profitable return on investments. 6

7 INTRODUCTORY STATEMENT This handbook is designed to acquaint you with Collision Pro Inc. and provide you with information about working conditions, employee benefits, and some of the policies affecting your employment. You should read, understand, and comply with all provisions of this handbook. It describes many of your responsibilities as an employee and outlines the programs developed by Collision Pro Inc. to benefit employees. One of our objectives is to provide a work environment that is conducive to both personal and professional growth. No employee handbook can anticipate every circumstance or question(s) about policy. As Collision Pro Inc. continues to grow, the need may arise and Collision Pro Inc. reserves the right to revise, supplement, or rescind any policies or portion of the handbook from time to time as it deems appropriate, in its sole and absolute discretion. 7

8 CUSTOMER RELATIONS Customers are among our organization s most valuable assets. Every employee represents Collision Pro Inc. to our customers and the public. The way we do our jobs presents an image of our entire organization. Customers judge all of us by how they are treated with every employee contact. Therefore, one of our first business priorities is to assist any customer or potential customer. Nothing is more important than being courteous, friendly, helpful, and prompt in the attention you give to customers. Customers who wish to lodge specific comments or complaints should be directed to the Owner for appropriate action. Our personal contact with the public, our manners on the telephone, and the communications we send to customers are a reflection not only of ourselves, but also of the professionalism of Collision Pro Inc., and also pay off in greater customer loyalty, increased sales and profit. 8

9 101 Nature of Employment Neither the policies set forth in the handbook, or communication, are not intended to create a contract, whether verbal or in written form, nor are they to be construed to constitute contractual obligations of any kind for a contract of employment between Collision Pro Inc. and any of its employees. The provisions of the handbook have been developed at the discretion of management and may be amended or cancelled at any time, at Collision Pro Inc. s sole discretion. These provisions supersede all existing policies and practices and may not be amended or added to without the express written approval of the owner of Collision Pro Inc. 102 Open Door Policy Effective Date: 04/01/2015 Employees are encouraged to use our Open Door Policy to ask questions or discuss any situation in regard to our employment with us. The General Manager or Owner, will gladly visit with you to answer your questions or listen to your concerns regarding your employment with us. 103 Equal Employment Opportunity Revision Date: 04/01/2015 In order to provide equal employment and advancement opportunities to all individuals, employment decisions at Collision Pro Inc. will be based on merit, qualifications, abilities, and business demands. Collision Pro Inc. does not discriminate in employment opportunities or practices on basis of race, color, religion, sex, national origin, age, marital status, creed, sexual orientation, physical or mental disability, 9

10 or any other characteristic protected by law except where the reasonable demands of the job requires a distinction to be made. Collision Pro Inc. will make reasonable accommodations for qualified individuals with known disabilities unless doing so would result in an undo hardship. This policy governs all aspects of employment, including: selection, job assignment, compensation, discipline, termination, access to benefits and training. Any Employees with questions or concerns about any type of discrimination in the workplace are encouraged to bring these issues to the attention of their immediate supervisor or the owner. Employees can raise concerns and make reports without fear of reprisal. 104 Business Ethics and Conduct The successful business operation and reputation of Collision Pro Inc. is built upon the principles of fair dealing and ethical conduct of our employees. Our reputation for integrity and excellence requires careful observance of the spirit and letter of all applicable laws and regulations, as well as a scrupulous regard for the highest standards of conduct and personal integrity. The continued success of Collision Pro Inc. is dependent upon our customers trust and we are dedicated to preserving that trust. Employees owe a duty to Collision Pro Inc., its customers, and shareholders to act in a way that will merit the continued trust and confidence of the public. Collision Pro Inc. will comply with all applicable laws and regulations and expects its officers, and employees to conduct business in accordance with the letter, spirit, and intent of all relevant laws and to refrain from any illegal, dishonest, or unethical conduct. In general, the use of good judgment, based on high ethical principles, will guide you with respect to lines of acceptable conduct. If a situation arises where it is difficult to determine the proper course of action, the matter should be discussed openly with your immediate supervisor and, if necessary, with the Owner for advice and consultation. Compliance with this policy of business ethics and conduct is the responsibility of every Collision Pro Inc. employee. 10

11 108 Conflicts of Interest Employees have an obligation to conduct business within guidelines that prohibit actual or potential conflicts of interest. This policy establishes only the framework within which Collision Pro Inc. wishes the business to operate. The purpose of these guidelines is to provide the general direction so that employees can seek further clarification on issues related to the subject of acceptable standards of operation. Contact the Owner for more information or questions about conflicts of interest. Transactions with outside firms must be conducted within a framework established and controlled by the executive level of Collision Pro Inc. Business dealings with outside firms should not result in unusual gains for employees. Unusual gain refers to bribes, product bonuses, special fringe benefits, unusual price breaks, and other windfalls designed to ultimately benefit the employee. Promotional plans that could be interpreted to involve unusual gain require specific executive-level approval. An actual or potential conflict of interest occurs when an employee is in a position to influence a decision that may result in a personal gain for that employee or for a relative as a result of Collision Pro Inc. s business dealings. For purposes of this policy, a relative is any person who is related by blood or marriage, or whose relationship with the employee is similar to that of persons who are related by blood or marriage. No presumption of guilt is created by the mere existence of a relationship with outside firms. However, if employees have any influence on transactions involving purchases, contracts, or leases, it is imperative that they disclose to an officer of Collision Pro Inc. as soon as possible the existence of any actual or potential conflict of interest so that safeguards can be established to protect all parties. Personal gain may result not only in cases where an employee or relative has a significant ownership in a firm with which Collision Pro Inc. does business, but also when an employee or relative receives any kickback, bribe, substantial gift, or special consideration as a result of any transaction or business dealings involving Collision Pro Inc. 112 Non-Disclosures The protection of confidential business information and trade secrets is vital to the interests and the success of Collision Pro Inc. Such confidential information includes, but is not limited to, the following examples: 11

12 *customer lists *software *customer preferences *financial information Employees who are exposed to confidential information may be required to sign a non-disclosure agreement as a condition of employment. Employees who improperly use or disclose trade secrets or confidential business, information may also be subject to legal action. 201 Employment Categories It is the intent of Collision Pro Inc. to clarify the definitions of employment classifications so that employees understand their employment status and benefit eligibility. These classifications do not guarantee employment for any specified period of time. Each employee is designated as either NONEXEMPT or EXEMPT from federal and state wage and hour laws. NONEXEMPT employees are entitled to overtime pay under the specific provisions of federal and state laws. EXEMPT employees are excluded from specific provisions of federal and state wage and hour laws. An employee s EXEMPT or NONEXEMPT classification may be changed only upon written notification by Collision Pro Inc. management. In addition to the above categories, each employee will belong to one other employment category: REGULAR FULL-TIME employees are those who are not in a temporary or probationary status and who are regularly scheduled to work Collision Pro Inc. s full-time schedule. Generally, they are eligible for Collision Pro Inc. s benefit package, subject to the terms, conditions, and limitations of each benefit program. PART-TIME employees are those who are not assigned to a temporary or probationary status and who are regularly scheduled to work less than 40 hours per week. While they do receive all legally mandated benefits (such as Social Security and workers compensation insurance), they are ineligible for all of Collision Pro Inc. s other benefit programs. 12

13 PROBATIONARY employees are those whose performance is being evaluated to determine whether further employment in a specific position or with Collision Pro Inc. is appropriate. Employees who satisfactorily complete the probationary period will be notified of their new employment classification. (SEE 205 PROBATIONARY PERIOD) TEMPORARY employees are those who are hired as interim replacements, to temporarily supplement the work force, or to assist in the completion of a specific project. Employment assignments in this category are of a limited duration. Employment beyond any initially stated period does not in any way imply a change in employment status. Temporary employees retain that status unless and until notified of a change. While temporary employees receive all legally mandated benefits (such as workers compensation insurance and Social Security), they are ineligible for all of Collision Pro Inc. s other benefit programs. 202 Access to Personnel Files Collision Pro Inc. maintains a personnel file on each employee. The personnel file includes such information as the employees job application, résumé, records of training, documentation of performance appraisals and salary increases, and other employment records. Personnel files are the property of Collision Pro Inc., and access to the information they contain is restricted. Generally, only supervisors and management personnel of Collision Pro Inc. who have a legitimate reason to review information in a file are allowed to do so. Employees who wish to review their own file should contact the owner. With reasonable advance notice, employees may review their own personnel files in Collision Pro Inc. s offices and in the presence of an individual appointed by Collision Pro Inc. to maintain the files. 204 Personnel Data Changes 13

14 It is the responsibility of each employee to promptly notify Collision Pro Inc. of any changes in personnel data. Personal mailing addresses, telephone numbers, number and names of dependents, individuals to be contacted in the event of emergency, educational accomplishments and other such status reports should be accurate and current at all times. If any personnel data has changed, notify the General Manager. 205 Probationary Period Revision Date: 01/17/2014 The probationary period is intended to give new employees the opportunity to demonstrate their ability to achieve a satisfactory level of performance and to determine whether the new position meets their expectations. Collision Pro Inc. uses this period to evaluate employee capabilities, work habits, and overall performance. During a probationary period of employment, the employment may be terminated for any reason that is not illegal or violates listed policies. All new and rehired employees work on a probationary basis for the first 12 months after their date of hire. Any absence will automatically extend a probationary period by the length of the absence. If Collision Pro Inc. determines that the designated probationary period does not allow sufficient time to thoroughly evaluate the employee s performance, the probationary period may be extended for a specific period. Upon satisfactory completion of the initial probationary period, at or about the end of the first 12 months of employment, successful employee performance appraisal, and notification from you supervisor, employees may be assigned to regular employment classification. During the initial probationary period, new employees are eligible for those benefits that are required by law, such as Workers Compensation Insurance, Social Security & other benefits may apply. After becoming regular employees, they may also be eligible for other Collision Pro Inc. provided benefits, subject to the terms and conditions of each benefits program. Employees should read the information for each specific benefits program for the details on eligibility requirements. 208 Employment Applications 14

15 Collision Pro Inc. relies upon the accuracy of the information contained in the employment application materials, as well as the accuracy of other data presented throughout the hiring process and employment. Any material misrepresentations, falsifications, or omissions in any of this information or data may result in the exclusion of the individual from further consideration for employment or, if the person has been hired, termination of employment. 209 Performance Evaluation Supervisors and employees are strongly encouraged to discuss job performance and goals on an informal, day-to-day basis. Formal performance evaluations are conducted at or near the end of an employee s initial period in any new position. This period, known as the probationary period, allows the supervisor and the employee to discuss the job responsibilities, standards, and performance requirements of the new position. Additional performance evaluations are conducted to provide both supervisors and employees the opportunity to discuss job tasks, identify and correct weaknesses, encourage and recognize strengths, and discuss positive, purposeful approaches for meeting goals. 301 Employee Benefits Eligible employees at Collision Pro Inc. are provided a wide range of benefits. A number of the programs (such as Social Security, workers compensation, and unemployment insurance) cover all employees in the manner prescribed by law. Benefits eligibility is dependent upon a variety of factors, including employee classification. Your supervisor can identify the programs for which you are eligible. Details of many of these programs can be found elsewhere in the employee handbook. The following benefit programs are subject to change, but are currently available to eligible employees: *Simple IRA *Dental Insurance *Holidays *Medical Insurance 15

16 *Uniform and Uniform Maintenance *Vision Care Insurance *Training (see policy 604) Some benefit programs require contributions from employees, but most are fully paid by Collision Pro Inc. The benefit package for a regular full-time employee represents an additional cost to Collision Pro Inc. of more than 30 percent of employee wages. 303 Vacation Benefits Effective Date: 04/1/2003 Revision Date: 03/31/2003 Vacation time off with pay is available to employees classified as regular full-time status. It can be accrued and used as described below: Once an employee has been assigned regular full-time status, employees begin accruing vacation at the rate of.02 hours vacation pay per actual hour worked. Upon completion of two years of service, employees begin accruing vacation at the rate of.04 hours per actual hour worked. If accrued vacation pay reaches a cap of 80 hours, further vacation accrual will stop. When the employee uses paid vacation time and brings the available amount below the cap, vacation accrual will begin again. Vacation pay is paid at the employee s base pay rate at the time of its use. It does not include overtime or any other forms of compensation such as incentives, commission, bonuses, or shift differentials. To request vacation pay, employees should complete a Leave Request Form and turn it in to their supervisor as soon as possible. Requests will be reviewed based on a number of factors, including business needs and staffing requirements. After completion of one year employment in the classification of regular full-time status, employees can request the use of vacation pay they have accrued. The minimum increment employees can request for vacation pay is two hours. Upon termination of employment, employees will be paid for unused vacation pay that has not exceeded the cap as described above. Unpaid Leave 16

17 Employees can request leave without pay if all available vacation pay has been exhausted. To request leave without pay, employees should complete a Leave Request Form and turn it in to their supervisor as soon as possible. Requests will be reviewed based on a number of factors, including business needs and staffing requirements. 305 Holidays Collision Pro Inc. will grant holiday time off to all employees on holidays listed below: *New Year s Day (January 1) *Memorial Day (last Monday in May) *Independence Day (July 4) *Labor Day (first Monday in September) *Thanksgiving (fourth Thursday in November) *Day after Thanksgiving *Christmas (December 25) Collision Pro Inc. will grant paid holiday time off to all eligible employees immediately upon assignment to an eligible employment classification. Holiday pay will be calculated based on the employee s straight-time pay rate (as of the date of the holiday) times the number of hours the employee would otherwise have worked on that day. Eligible employee classifications(s): *Regular full-time employees *Probationary employees A recognized holiday that falls on a Saturday will be observed on the preceding Friday. A recognized holiday that falls on a Sunday will be observed on the following Monday. Holiday pay does not count towards overtime pay. If a recognized holiday falls during an eligible employee s paid absence (such as vacation), holiday pay will be provided instead of the paid time off vacation benefit that would otherwise have applied. If eligible nonexempt employees work on a recognized holiday, they will receive holiday pay plus wages at their straight-time rate for the hours worked on the holiday. 17

18 306 Workers Compensation Insurance Collision Pro Inc. provides a comprehensive workers compensation insurance program at no cost to employees. This program covers any injury or illness sustained in the course of employment that requires medical, surgical, or hospital treatment. Subject to applicable legal requirements, workers compensation insurance provides benefits after a short waiting period. Employees who sustain work-related injuries, illnesses or near misses should inform their supervisor immediately. No matter how minor an on-the-job injury may appear, it is important that it be reported immediately. This will enable an eligible employee to qualify for coverage as quickly as possible. Neither Collision Pro Inc. nor the insurance carrier will be liable for the payment of workers compensation benefits for injuries that occur during an employee s voluntary participation in any offduty recreational, social, or athletic activity sponsored by Collision Pro Inc. 311 Jury Duty/Military Leave Revision Date: 01/04/2015 Collision Pro Inc. encourages employees to fulfill their civic responsibilities by serving jury duty or military duty when required. Employees may request unpaid jury duty leave for the length of the absence. If desired, employees may use any available vacation time. Employees must show the jury duty or military duty summons or papers to their supervisor as soon as possible so that the supervisor may make arrangements to accommodate their absence. Of course, employees are expected to report for work whenever the court schedule permits or upon completion of military leave. Either Collision Pro Inc. or the employee may request an excuse from jury duty if, in Collision Pro Inc. s judgment, the employee s absence would create serious operational difficulties. 313 Benefits Continuation (COBRA) 18

19 The federal Consolidated Omnibus Budget Reconciliation Act (COBRA) gives employees and their qualified beneficiaries the opportunity to continue health insurance coverage under Collision Pro Inc. s health plan when a qualifying event would normally result in the loss of eligibility. Some common qualifying events are resignation, termination of employment, or death of an employee; a reduction in an employee s hours or a leave of absence; an employee s divorcee or legal separation; and a dependent child no longer meeting eligibility requirements. Under COBRA, the employee or beneficiary pays the full cost of coverage at Collision Pro Inc. s group rates plus an administration fee. Collision Pro Inc. provides each eligible employee with a written notice describing rights granted under COBRA when the employee becomes eligible for coverage under Collision Pro Inc. s health insurance plan. The notice contains important information about the employee s rights and obligations. 320 Simple IRA Savings Plan Collision Pro Inc. has established a Simple IRA savings plan to provide employees the potential for future financial security for retirement. To be eligible to join the Simple IRA savings plan, you must complete 12 months of service and 21 years of age or older. You may join the plan only during open enrollment periods. Eligible employees may participate in the Simple IRA plan subject to all terms and conditions of the plan. The Simple IRA savings plan allows you to elect how much salary you want to contribute so you can tailor your own retirement package to meet your individual needs. Collision Pro Inc. also contributes an additional matching amount to each employee s Simple IRA contribution. Because your contribution to a Simple IRA plan is automatically deducted from your pay before federal and state tax withholdings are calculated, you save tax dollars now by having your current taxable amount reduced. While the amounts deducted generally will be taxed when they are finally distributed, favorable tax rules typically apply to Simple IRA distributions. Complete details of the Simple IRA savings plan are described in the Summary Plan Description provided to eligible employees. Contact the General Manager for more information about the Simple IRA plan. 19

20 401 Timekeeping Accurately recording time worked is the responsibility of every nonexempt employee. Federal and state laws require Collision Pro Inc. to keep an accurate record of time worked in order to calculate employee pay and benefits. Time worked is all the time actually spent performing assigned duties. Nonexempt employees should accurately record the time they begin and end their work, as well as the beginning and ending time of each meal period. They should also record the beginning and ending time of any split shift or authorized departure from work. Overtime work must always be approved before it is performed. No employee is allowed to falsify or in any way tamper with their own or any employee s timecard records. Nonexempt employees should report to work no more than a few minutes prior to their scheduled starting time nor stay more than few minutes after their scheduled stop time without expressed, prior authorization from their supervisor. 403 Paydays All employees are paid biweekly on every other Friday. Each paycheck will include earnings for all work performed through the end of the previous payroll period. In the event that a regularly scheduled payday falls on a day off such as a weekend or holiday, employees will receive pay on the last day of work before the regularly scheduled payday. If a regular payday falls during an employee s vacation, the employee may receive his or her earned wages before departing for vacation if a written request is submitted at least one week prior to departing for vacation. Employees may have pay directly deposited into their bank accounts if they provide advance written authorization to Collision Pro Inc.. Employees will receive an itemized statement of wages when Collision Pro Inc. makes direct deposits. 20

21 405 Employment Termination Termination of employment is an inevitable part of personnel activity within any organization, and many of the reasons for termination are routine. Below are examples of some of the most common circumstances under which employment is terminated: *Resignation - voluntary employment termination initiated by an employee. *Discharge - involuntary employment termination initiated by the organization. *Layoff - involuntary employment termination initiated by the organization for nondisciplinary reasons. Every effort is made to provide stable employment to all employees. If a reduction in work force should become necessary due to economic or other reasons, employees will be laid off at the discretion of the management or Collision Pro Inc. Consideration will be given to factors relating to overall job performance, skills and knowledge, and business needs or demands. Length of employment may or may not be a factor in deciding a reduction in the work force. If you are laid off you can reapply as positions become available. Collision Pro Inc. will generally schedule exit interviews at the time of employment termination. The exit interview will afford and opportunity to discuss such issues as employee benefits, conversion privileges, repayment of outstanding debts to Collision Pro Inc., or return of Collision Pro Inc. owned property. Suggestions, complaints, and questions can also be voiced. All the unpaid wages of the involuntary or voluntary terminated employee are due and payable on the next regularly scheduled pay day for the pay period or within 15 days from the separation, or which ever occurs first. 501 Safety Collision Pro Inc. has established a workplace safety program to assist in providing a safe and healthful work environment for employees, customers, and visitors. This program is a top priority for Collision Pro Inc. The management of Collision Pro Inc. has responsibility for implementing, administering, monitoring, and evaluating the safety program. Its success depends on the alertness and personal commitment of all. 21

22 Collision Pro Inc. provides information to employees about workplace safety and health issues through regular internal communication channels such as supervisor-employee meetings, bulletin board postings, memos, or other written communications. Employees and supervisors receive periodic workplace safety training. The training covers potential safety and health hazards and safe work practices and procedures to eliminate or minimize hazards. Some of the best safety improvement ideas come from employees. Those with ideas, concerns, or suggestions for improved safety issues may be made anonymously if the employee wishes. All reports can be made without fear of reprisal. In case of near misses, or accidents that result in injury, regardless of how insignificant the injury may appear, employees should immediately notify the General Manager, or the appropriate supervisor. Such reports are necessary to comply with laws and initiate insurance and workers compensation benefits procedures. Each employee is expected to obey safety rules and to exercise caution in all work activities. Employees must immediately report any unsafe condition to the appropriate supervisor. 506 Rest and Meal Periods Subject to work demands each workday, full-time nonexempt employees when ever possible will be provided with 2 rest periods of 15 minutes in length. To the extent possible, rest periods will be provided in the middle of work periods. Since this time is counted and paid as time worked, employees must not be absent from their workstations beyond the allotted rest period time. All full-time regular employees are provided with one meal period of 60 minutes in length each workday. Supervisors will schedule meal periods to accommodate operating requirements. You must record on your time card the time you started and ended your meal period. Employees will be relieved of all active responsibilities and restrictions during meal periods and will not be compensated for that time. Ask your supervisor for the schedule of break & lunch periods. 507 Overtime 22

23 When operating requirements or other needs cannot be met during regular working hours, employees may be scheduled to work overtime hours. When possible, advance notification of these mandatory assignments will be provided. All overtime work must receive the supervisor s prior authorization. Overtime assignments will be distributed as equitably as practical to all employees qualified to perform the required work. Collision Pro s 40 hour work week starts Sunday at 12:01 am and ends on Saturday at midnight. Overtime compensation is paid to all nonexempt employees in accordance with federal and state wage and hour restrictions. Overtime pay is based on actual hours worked. Vacation or holiday leave, or any leave of absence will not be considered hours worked for purposes of performing overtime calculations. 508 Use of Equipment and Vehicles Equipment and vehicles essential in accomplishing job duties are expensive and may be difficult to replace. When using property, employees are expected to exercise care, perform required maintenance, and follow all operating instructions, safety standards, and guidelines. Please notify the supervisor if any equipment, machines, tools, or vehicles that appear to be damaged, defective, or in need of repair. Prompt reporting of damages, defects, and the need for repairs could prevent deterioration of equipment and possible injury to employees or others. Your supervisor can answer any questions about an employee s responsibility for maintenance and care of equipment or vehicles used on the job. 514 Visitors in the Workplace To provide for the safety and security of employees and the facilities at Collision Pro Inc., only authorized visitors are allowed in the workplace. Restricting unauthorized visitors helps maintain safety standards, protects against theft, ensures security of equipment, protects confidential information, safeguards employee welfare, and avoids potential distractions and disturbances. Because of safety and security reasons, family and friends of employees are discouraged from visiting in their work area. In cases of emergency, employees will be called to meet any visitor outside their work area. All visitors and customer should enter Collision Pro Inc. at the reception area. Authorized visitors will receive directions or be escorted to their destination. Employees are responsible for the conduct and safety of their visitors. 23

24 Parts deliveries will be taken to the designated area in the parts room, all other deliveries will be taken to their designated areas. If you are unsure of the proper location ask your supervisor. If an unauthorized individual is observed on Collision Pro Inc. s premises, employees should immediately notify their supervisor or, if necessary, direct the individual to the reception area. 522 Workplace Violence Prevention Collision Pro Inc. is committed to preventing workplace violence and to maintaining a safe work environment. Given the increasing violence in society in general, Collision Pro Inc. has adopted the following guidelines to deal with intimidation, harassment, or other threats of (or actual) violence that may occur during business hours or on its premises. All customers, visitors, employees, including supervisors and temporary employees, should be treated with courtesy and respect at all times. Employees are expected to refrain from fighting, horseplay, or other conduct that may be dangerous to others. Conduct that threatens, intimidates, or coerces another employee, a customer, or a member of the public at any time, including off-duty periods, will not be tolerated. This prohibition includes all acts of illegal harassment, including harassment that is based on an individual s sex, race, age, color, creed, religion, national origin, physical or mental disability, marital status, or any characteristic protected by federal, state, or local law. Collision Pro Inc. encourages employees to resolve any disputes or differences with each other. If this is not possible they are to bring their disputes or differences with other employees to the attention of their supervisors or the owner before the situation escalates into potential violence. Collision Pro Inc. is eager to assist in the resolution of employee disputes. 604 Employee Training & Staff Meetings Effective Date: 03/22/2002 Revision Date: 03/19/2002 Revision Date: 01/17/2014 Collision Pro Inc. recognizes the importance of sending our employees to approved training. Our reputation for excellence in the repair of damaged vehicles and customer service is dependent upon updated skills for all employees. Training impacts the efficiency and quality of repairs, cycle time, employee morale, retention, and customer satisfaction, to mention a few. Collision Pro Inc. feels that it is important that our employees actively seek and participate in training that will enhance their knowledge and skills at Collision Pro Inc. 24

25 Collision Pro Inc. will pay the full costs for tuition, books, and fees for company approved training courses. Employees may be asked to attend training courses during normal working hours, evenings and/or weekends. Any week in which training occurs, management reserves the right to modify your schedule to minimize overtime or to pay a reduced rate of pay for training. If you have any questions or have located a training course you would like to attend to improve your skills, please ask your immediate supervisor or the owner. Meetings Meetings may be scheduled at the discretion of Collision Pro Inc. Employees are required to attend. The purpose of these meetings will be to discuss safety, benefits, company policies and procedures and other matters pertaining to the operation of the company. If an employee fails or refuses to attend scheduled meetings or approved training courses, it may be factored into further salary increases, or layoff decisions. 701 Employee Conduct and Work Rules To ensure orderly operations and provide the best possible work environment, Collision Pro Inc. expects employees to follow rules of conduct that will protect the interests and safety of all employees and the organization. It is not possible to list all forms of behavior that are considered unacceptable in the workplace. The following lists some unacceptable conduct, or behavior. *Theft or inappropriate removal or possession of property *Falsification of timekeeping records *Working under the influence of alcohol or illegal drugs *Possession, distribution, sale, transfer, or use of alcohol or illegal drugs in the workplace, while on duty, or while operating employer, or customer owned vehicles or equipment *Fighting or threatening violence in the workplace *Boisterous or disruptive activity in the workplace *Negligence or improper conduct leading to damage of employer-owned, co-worker-owned or customer-owned property *Insubordination or other disrespectful conduct *Violation of safety or health rules *Sexual or other unlawful harassment *Possession of dangerous or unauthorized materials in the workplace *Excessive absenteeism or any absence without notice *Unauthorized absence from work station during the workday *Unauthorized use of telephones, mail system, or other employer-owned equipment *Unauthorized disclosure of business secrets or confidential information *Use of personal cell phone during work hours *Violation of personnel policies 25

26 *Unsatisfactory performance or conduct 702 Drug and Alcohol Use It is Collision Pro Inc. s desire to provide a drug-free, healthful, and safe workplace. To promote this goal, employees are required to report to work in appropriate mental and physical condition to perform their jobs in a satisfactory manner. While on Collision Pro Inc. premises and while conducting business-related activities off Collision Pro Inc. premises, no employee may use, possess, distribute, sell, or be under the influence of alcohol or illegal drugs. The legal use of prescribed drugs is permitted on the job only if it does not impair an employee s ability to perform the essential functions of the job effectively and in a safe manner that does not endanger other individuals in the workplace. Violations of the policy may also have legal consequences. Employees with questions on this policy or issues related to drug or alcohol use in the workplace should raise their concerns with their supervisor or the Owner. 703 Sexual and Other Unlawful Harassment It is the policy of Collision Pro Inc. to maintain a work environment free from unlawful discrimination for all employees. Sexual harassment or other illegal harassment based on race, national origin, religion, creed, color, sex, physical or mental disability, marital status or age is unacceptable conduct, which violates that policy. Illegal harassment encompasses a wide range of unwanted behaviors based on race, national origin, religion, creed, color, sex, physical or mental disability, marital status or age. These types of illegal harassment may be defined in the following manner: 1) Unwelcome actions or comments that others may find offensive related to a person s race, national origin, religion, creed, color, sex, physical or mental disability, marital status, or age is unacceptable conduct. Unwelcome sexual advances, requests for sexual favors, and other verbal or physical conduct of a sexual nature constitute harassment when: 26

27 1) Submission to such conduct is made either explicitly or implicitly a term or condition of an individual s employment, 2) Submission to, or rejection of such conduct by an individual is used as the basis for employment decisions for an individual, or 3) Such conduct has the purpose or effect of unreasonable interference with an individual s work performance or creating an intimidating, hostile, or offensive working environment. Sexual harassment or other illegal harassment applies to the conduct of a supervisor toward a subordinate, an employee toward another employee, a non-employee toward an employee, or an employee toward an applicant for employment. Sexual harassment can apply to conduct outside the workplace as well as at work. If you feel you are being sexually or illegally harassed, do not keep it to yourself, we encourage you to take the following steps: 1) Inform the individual that his/her behavior is unwelcome, offensive or inappropriate. Do not assume or hope that the problem will go away. 2) If you are unable or unwilling to confront the harasser or the harassment continues, notify your supervisor, General Manager, Barry or Pat Reddick at Allegations of sexual or other illegal harassment will be investigated thoroughly. The facts will determine the response to each allegation. All information regarding any specific incident will be kept confidential within the necessary boundaries of the fact-finding process. No reprisals will be made or tolerated, for witnesses participating in the investigation or against the employee reporting the allegation of illegal harassment. 704 Attendance and Punctuality To maintain a safe and productive work environment, Collision Pro Inc. expects employees to be reliable and to be punctual in reporting for scheduled work. Absenteeism and tardiness place a burden on other employees and on Collision Pro Inc. In the rare instances when employees cannot avoid being late to work or are unable to work as scheduled, they should notify their supervisor as soon as possible in advance of the anticipated tardiness or absence. Poor attendance or excessive tardiness is disruptive to our business operation. If an employee fails to report to work, or walks off the job without approval of their supervisor, it may be considered a voluntarily resignation. 705 Personal Appearance Dress, grooming, and personal cleanliness standards contribute to the morale of all employees and affect the business image Collision Pro Inc. presents to customers and visitors. 27

28 During business hours or when representing Collision Pro Inc., you are expected to present a clean, neat, and tasteful appearance. You should dress and groom yourself according to the requirements of you position and accepted social standards. This is particularly true if your job involves dealing with customers or visitors in person. Your supervisor or department head is responsible for establishing a reasonable dress code appropriate to the job you perform. If your supervisor feels your personal appearance is inappropriate, you may be asked to leave the workplace until you are properly dressed or groomed. Under such circumstance, you will not be compensated for the time away from work. Consult your supervisor if you have questions as to what constitutes appropriate appearance. Where necessary, reasonable accommodation may be made to a person with a disability. Without unduly restricting individual tastes, the following personal appearance guidelines should be followed based on you assigned work area: Office Employees *Shoes must provide safe, secure footing, and offer protection against hazards. *Canvas or athletic type shoes are not appropriate professional attire. *Tank tops, tube or halter tops, may not be worn under any circumstances. *Mustaches and beards must be clean, well trimmed, and neat. *Hairstyles are expected to be in good taste. *Unnaturally colored hair and extreme hairstyles, such as spiked hair do not present an appropriate professional appearance. *Offensive body odor and poor hygiene is not professionally acceptable. *Perfume, cologne, and aftershave lotion should be used moderately or avoided altogether, as some individuals may be sensitive to strong fragrances. *Jewelry should not be functionally restrictive, dangerous to job performance, or excessive. *Facial jewelry, such as eyebrow rings, nose rings, lip rings, and tongue studs, is not professionally appropriate and must not be worn during business hours. *Multiple ear piercings (more than one ring in each ear) are not professionally appropriate and must not be worn during business hours. *Torso body piercings with visible jewelry or jewelry that can be seen through or under clothing must not be worn during business hours. *Visible excessive tattoos and similar body art must be covered during business hours. Production Employees *Shoes must provide safe, secure footing, and offer protection against hazards. *Mustaches and beards must be clean, well trimmed, and neat. (See safety handbook). *Unnaturally colored hair and extreme hairstyles, such as spiked hair do not present an appropriate professional appearance. *Long hairstyles should be worn with hair pulled back off the face and neck to avoid interfering with job performance. *Jewelry should not be functionally restrictive, dangerous to job performance, or excessive. *Coveralls are provided by Collision Pro Inc. and will be worn by production employees. 28

29 *Facial jewelry, such as eyebrow rings, nose rings, lip rings, and tongue studs, is not professionally appropriate and must not be worn during business hours. *Offensive body odor and poor hygiene is not professionally acceptable. 706 Return of Property Employees are responsible for items issued to them by Collision Pro Inc. or in their possession or control, such as the following: *equipment *keys *protective equipment *tools *uniforms *written, printed, or electronic materials Employees must return all Collision Pro Inc. property immediately upon request or upon termination of employment. Where permitted by applicable laws, Collision Pro Inc. may also take all action deemed appropriate to recover or protect its property. 707 Telephone & Cell Phone Please limit your personal phone calls (personal or company provided cellular or our business telephone), and only do so during your break periods. One of the reasons we are asking you to limit personal telephone calls on our business line is that customers may be trying to contact us directly or by fax (same phone line). Be sure that your friends and family members know not to call you while you are working, unless it is an emergency. If we receive non-emergency telephone calls for employees, we will take a written message and place it in your mailbox. Communication Systems All communication systems used at Collision Pro, Inc. belong to Collision Pro, Inc. This includes but is not limited to: computer networks, computers, computer files, computer programs, Internet access, online services, web site, , mail, fax, telephone, voice mail, cell phone, pager, and bulletin boards. The use of any Collision Pro, Inc. communication system is strictly limited to business purposes. Collision Pro, Inc. prohibits displaying, downloading, ing images, messages, cartoons, or any offensive information that is based on race, national origin, religion, creed, color, sex, physical or mental disability, marital status, or age. Employees are not allowed to use any of these communication systems for personal use, political or religious use, or to send, download, copy, distribute any type of content or 29