1 ADDISON GROUP CONTRACT EMPLOYEE HANDBOOK 1
2 2 TABLE OF CONTENTS WELCOME TO ADDISON GROUP EQUAL EMPLOYMENT HARASSMENT POLICY NON-DISCLOSURE WORK RELATED ILLNESS OR INJURY TIMEKEEPING DIRECT DEPOSIT PAYDAYS LOST CHECKS ATTENDANCE / PUNCTUALITY PERSONAL APPEARANCE / DRESS CODE RETURN OF PROPERTY EMPLOYEE CONDUCT COMPUTER USAGE POLICY ADDENDUM EMPLOYEE FIRST REPORT OF ACCIDENT / INJURY ADDISON EMPLOYMENT AGREEMENT
3 3 EMPLOYEE HANDBOOK WELCOME TO ADDISON GROUP We are excited to have you on our team! At Addison Group we believe in open and honest communication between our contract employees / consultants and Addison Group. While on your assignment, you will be considered a contractor / consultant hired through Addison Group, located at a client site. Therefore, Addison Group is your employer and any questions or issues related to your assignment should be directed to your Addison Recruiter. Our experience has shown that when our employees deal openly and directly their Addison supervisors, the work environment can be excellent, communications can be clear, and attitudes are positive. We believe that Addison Group amply demonstrates its commitment to employees by responding effectively to employee concerns. About this Handbook This handbook is designed to acquaint you with Addison Group and provide you with information about working conditions, employee benefits, and some of the policies affecting your employment. Please read, understand, and comply with all provisions of the handbook. Any violation of Company policy, practice or procedure, whether or not described in this handbook, may result in disciplinary action, up to and including termination of employment. Right to Revise This handbook contains the employment policies and practices of Addison Group in effect at the time of publication. All previously issued handbooks and any inconsistent policy statements or memoranda are superseded. Addison Group reserves the right to revise, modify, delete, or add to any and all policies, procedures, work rules, or benefits stated in this handbook or in any other document, except for the policy of at-will employment. Nothing in this handbook or in any other personnel document, including benefit plan descriptions, creates or is intended to create a promise or representation of continued employment for any employee. Equal Employment Opportunity In order to provide equal employment and advancement opportunities to all individuals, employment decisions at Addison Group will be based on merit, qualifications, and abilities. Addison Group do not discriminate in employment opportunities or practices on the basis of race, color, religion, sex, national origin, age, or any other characteristic protected by law. This policy governs all aspects of employment, including selection, job assignment, compensation, discipline and termination.
4 4 Any employee 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 Addison s Human Resources Department. Employees can raise concerns and make reports without fear of reprisal. Anyone found to be engaging in any type of unlawful discrimination will be subject to disciplinary action, up to and including termination of employment. Non-Discrimination Addison Group is committed to the principle of equal opportunity in employment. Addison Group does not discriminate against individuals on the basis of race, color, sex, sexual orientation, gender identity, religion, disability, age, veteran status, ancestry, or national or ethnic origin in the administration of its employment policies. Sexual and Other Unlawful Harassment Addison Group is committed to providing a work environment that is free of discrimination and unlawful harassment. Actions, words, jokes, or comments based on an individual's sex, race, ethnicity, age, religion, or any other legally protected characteristic will not be tolerated. Additionally, inappropriate personal belongings or blatant violations of dress code will not be tolerated. As an example, sexual harassment (both overt and subtle) is a form of employee misconduct that is demeaning to another person, undermines the integrity of the employment relationship, and is strictly prohibited. Any employee who wants to report an incident of sexual or other unlawful harassment should promptly report the matter to his or her Addison Representative, or to Addison Group s Human Resources. If the supervisor is unavailable or the employee believes it would be inappropriate to contact that person, the employee should directly contact Addison s Human Resources Manager or any other member of Addison s management. Employees can raise concerns and make reports without fear of reprisal. Any supervisor or manager who becomes aware of possible sexual or other unlawful harassment should promptly advise Human Resources who will handle the matter in a timely and confidential manner. As appropriate, an investigation will be conducted into the harassment allegation, to determine remedies and correction action as appropriate. Anyone engaging in sexual or other unlawful harassment will be subject to disciplinary action, up to and including termination of employment. Non-Disclosure The protection of confidential business information and trade secrets is vital to the interests and the success of Addison Group and our Client. Such confidential information includes, but is not limited to, the following examples: Consultant database Customer agreements Customer lists Customer preferences Financial information
5 5 Marketing strategies Pending projects and proposals Any employee who improperly uses or discloses trade secrets or confidential business information related to Addison Group or the Client to which you are assigned, will be subject to disciplinary action, up to and including termination of employment and legal action, even if he or she does not actually benefit from the disclosed information. An employee may be held personally liable for any harm done to a client or contractor by inappropriate disclosure. Workers' Illness or Injury As your employer, Addison Group provides comprehensive workers compensation insurance to our 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 or, if the employee is hospitalized, immediately. Employees who sustain work-related injuries or illnesses should inform their supervisor immediately. (Contact your Addison Representative to receive a copy of the form you will need to complete. See Appendix). No matter how minor an on-the-job injury may appear, if you are injured on the job, you must contact Addison Group immediately and inform the recruiting staff of the injury to ensure that the consultant receives appropriate and timely care. Because Addison Group does not supervise the environment or the work at the clients' locations, it is also necessary that the consultant be aware of safety requirements and emergency procedures of each client to which they are assigned. Please keep the following guidelines in mind: Ask your on-site supervisor about their safety requirements and emergency procedures. If you are asked to perform any activity outside of those described in the original job description, call Addison Group immediately. If you are asked to operate any machinery other than normal office equipment, call Addison Group first. If you become aware of any potentially hazardous conditions on the job call Addison Group immediately. Paydays All employees are paid weekly every 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. Attendance and Punctuality To maintain a safe and productive work environment, Addison Group expects employees to be reliable and to be punctual in reporting for scheduled work. Absenteeism and tardiness place a
6 6 burden on other employees and on our clients. In the rare instances when employees cannot avoid being late to work or are unable to work as scheduled, it is the responsibility of the employee to notify the Addison Group representative prior to being absent or tardy. Both poor attendance and excessive tardiness are disruptive. Either may lead to disciplinary action, up to and including termination of employment. Timekeeping Accurately recording time worked is the responsibility of every employee. Federal and state laws require Addison Group to keep an accurate record of time worked in order to calculate employee pay and benefits. Time worked is all the time actually spent on the job performing assigned duties. Hourly Employees Hourly 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 departure from work for personal reasons. Overtime work must always be approved before it is performed. Timecards must be signed by a supervisor or manager and submitted for payroll processing no later than 12pm noon on Mondays. Altering, falsifying, tampering with time records, or recording time on another employee's time record may result in disciplinary action, up to and including termination of employment. Direct Deposit All employees are encouraged to have their paychecks automatically deposited into their checking or savings accounts. Direct deposit forms are available by request. Direct Deposit Cancellations No direct deposit will be re-processed nor will a substitute live check be available until the following conditions have been met: An original written and signed request is submitted by the employee Written verification from your bank has been provided, stating that no direct deposit was received into the employee s account No direct deposits will be reissued until a minimum of 14 days from the original check date. Paydays All employees are paid weekly every 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.
7 7 Checks are mailed to Contract employees each Thursday, unless the employee contacts their recruiter and requests to pick their paycheck up at their local office (Specify which exact location, as some cities have multiple offices). Any requests to pick up checks must be forwarded to the payroll department by noon on Wednesday. Employees are encouraged to have their pay directly deposited into their bank accounts. All that is required is that they provide advance written authorization to Addison Group via a Direct Deposit form (discussed above) and a verification of their account issued by their bank. Employees will receive an itemized statement of wages when Addison Group makes direct deposits. Lost Checks If an employee reports a check lost for any reason, before the check replacement process can be begin the employee must sign a Lost Check Affidavit verifying that the check either was not received (e.g. lost in the mail) or lost after receipt. No replacement check will be issued until the following conditions have been met: An original written and signed request is submitted by the employee We have received written notification from the bank indicating that a stop payment has been placed on the original check and also stating that the check has not been cashed No replacement checks will be reissued until a minimum of 14 days from the original check date. Attendance and Punctuality To maintain a safe and productive work environment, Addison Group 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 Addison Group. In the rare instances when employees cannot avoid being late to work or are unable to work as scheduled, they should notify their Addison Group Representative as soon as possible in advance of the anticipated tardiness or absence. Poor attendance and excessive tardiness are disruptive. Either may lead to disciplinary action, up to and including termination of employment. Personal Appearance / Dress Code Dress, grooming, and personal cleanliness standards contribute to the morale of all employees and affect the business image Addison Group presents our clients. During business hours, employees are expected to present a clean and neat appearance and to dress according to the requirements of their positions. Employees who appear for work inappropriately dressed will be sent home and directed to return to work in proper attire. Under such circumstances, employees will not be compensated for the time away from work. Consult your Addison Group Representative or immediate on-site supervisor if you have questions as to what constitutes appropriate attire.
8 8 Return of Property Employees are responsible for all property, materials, or written information issued to them or in their possession or control while working on an assignment for Addison Group. Employees must return all client property immediately upon request or upon termination of employment. Where permitted by applicable laws, Addison Group may withhold from the employee's check or final paycheck the cost of any items that are not returned when required. Addison Group may also take all action deemed appropriate to recover or protect its property. Employee Conduct To ensure orderly operations and provide the best possible work environment, Addison Group expects employees to follow rules of conduct that will protect the interests and safety of all employees and the organization. Employment with Addison Group is at the mutual consent of Addison Group and the employee, and either party may terminate that relationship at any time, with or without cause, and with or without advance notice. Addison Group requires at least a one week s written resignation notice from all employees placed on assignment with our clients. It is not possible to list all the forms of behavior that are considered unacceptable in the workplace. The following are examples of infractions of rules of conduct that may result in disciplinary action, up to and including termination of employment: *Excessive absenteeism in general or any unapproved absence without notice. *Using cellular phones and/or having them turned on while at the client site. *Having cell phones or other electronic communication devices active while at the client site. *Theft or inappropriate removal or possession of company or coworker property. *Working under the influence of alcohol of illegal drugs. *Possession, distribution, sale, transfer, or use of alcohol or illegal drugs in the workplace, while on duty, or while operating employer-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 or customer-owned property. *Violation of safety or health rules. *Smoking in prohibited areas. *Sexual or other unlawful or unwelcome harassment. *Possession of dangerous or unauthorized materials, such as explosives or firearms, 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 for personal use. *Unauthorized disclosure of business "secrets" or confidential information. *Violation of personnel policies. *Unsatisfactory performance, insubordination or other disrespectful conduct, including sleeping on the job.
9 9 , Internet and Instant Messaging (IM) usage policy General principles: Company provided , internet/intranet and IM privileges, like computer systems and networks, are company resources intended for business purposes only. Use of , internet/intranet and IM is subject to monitoring for security and/or network management and employees may further be subject to limitations on their use of such resources. Conditions of use: Users shall not: Use the Internet for any illegal purpose. Upload, download or otherwise transmit commercial software or any copyrighted materials belonging to parties outside of the company or the company itself. Visit Internet sites that contain illegal, obscene, or hateful content which is objectionable and inappropriate for the workplace. Neither shall users send or receive material that is obscene or defamatory or which is intended to annoy, harass or intimidate another person. Disable TrendMicro OfficeScan AntiVirus. PCs will be configured to automatically scan any material downloaded from an Internet Web site. Order merchandise or services online while at work. Post any information inflammatory or derogator comments regarding an Addison client, current or previous job assignment or Addison Group in general on any social media (facebook, linkedin, twitter, etc.) Monitoring: Addison Group reserves the right to review any material accessed by employees with Internet access to determine the appropriateness of such material. Addison Group, LLC may review this material at any time. Violations: An individual s computer use privileges may be suspended immediately upon discovery of a possible violation of these policies. Such suspected violations will be confidentially reported to the appropriate supervisors. Violations of these policies will be dealt with in the same manner as violations to other company policies and may result in disciplinary review. In such a review, the full range of disciplinary sanctions is available including the loss of computer use privileges, dismissal from the company, and legal action. Violations of some of the above policies may constitute a criminal offense. Again, Welcome to Addison!
10 10 ADDENDUM EMPLOYEE S FIRST REPORT OF ACCIDENT / INJURY Employee s Name Social Security # Home Address, City, State Home Phone # Job Title Age Gender am Date of the Accident Time of the Accident pm Job Site Job Site Supervisor Supervisor Phone# Task Being Performed When the Accident Occurred Date and Time Accident Reported To Whom? Name(s) of Witness(es) Witness(es) Comments Describe How the Accident Occurred What Part of the Body was Injured? Describe the Injuries in Detail Date / Time you First Sought Medical Attention? Name of Doctor and/or Hospital If you did not seek treatment, Medical Treatment Waiver Form completed? Could Anything Be Done to Prevent Accidents of This Type? If so, Describe Signature of Employee Date Any person who makes or causes to be made any knowingly false or fraudulent materials statement or material representation for the purpose of obtaining or denying workers compensation benefits or payments is guilty of felony.
11 11 Application for Employment for Addison Group I certify that all information I have provided in order to apply for and secure work with Addison Group is true, complete and correct. I expressly authorize, without reservation, Addison Group, its representatives, employees or agents to contact and obtain information from all references (personal and professional), employers, public agencies, licensing authorities and educational institutions and to otherwise verify the accuracy of all information provided by me in this application, resume or job interview. I hereby waive all rights and claims I may have regarding Addison Group, its agents, employees or representatives, for seeking, gathering and using such information in the employment process and all other persons, corporations or organizations for furnishing such information about me. I hereby authorize Addison Group and/or its agents to make an independent investigation of my background and credit history. I understand that Addison Group does not unlawfully discriminate in employment and no question on this application is used for the purpose of limiting or excusing any applicant from consideration for employment on a basis prohibited by applicable local, state or federal law. I also understand that if I am hired, I will be required to provide proof of identity and legal authority to work in the United States and that federal immigration laws require me to complete an I-9 Form in this regard. I hereby agree that I have been notified of all policies and procedures required for successful employment with Addison Group. I further testify that I fully understand and agree to these policies and the terms of my employment with Addison Group. Contract/Temporary Employees: Also, by signing below, I acknowledge that I have been notified that failure to contact Addison Group within 48 hours after the end of my assignment and once per week thereafter, may affect my eligibility for unemployment insurance. I understand that any information provided by me that is found to be false, incomplete or misrepresented in any respect, will be sufficient cause to (i) cancel further consideration of this application, or (ii) immediately discharge me from the employer s service, whenever it is discovered. DO NOT SIGN UNTIL YOU HAVE READ THE ABOVE APPLICANT STATEMENT: I certify that I have read, fully understand and accept all terms of the foregoing Applicant Statement. Signature of Applicant Date:
12 12 Addison Group Employment Agreement Welcome to Addison Group. We look forward to assisting you in your current job search! The following is a list of policies and procedures required by all Addison Group employees who contract/temp at an Addison Group client: WHEN TO CALL YOUR RECRUITER: *When you are running late, need to leave early or unable to make it in to your job for ANY reason. Leave a message on our general voic box if you cannot reach anyone. *When you arrive at your assignment on your 1st day. *When you are unable to complete the job to which you have been assigned (See Notice Below) *When you are offered permanent employment at the assignment. *When you need to talk about any problems related to your present assignment. *When you want to refer friends or co-workers to us so you may receive your referral bonus. *When your assignment ends and weekly thereafter to report your availability for reassignment. NOT ACCEPTABLE: *Excessive absenteeism in general or any unapproved absence without notice. *Using cellular phones and/or having them turned on while at the client site. *Having cell phones or other electronic communication devices active while at the client site. *Theft or inappropriate removal or possession of company or coworker property. *Working under the influence of alcohol of illegal drugs. *Possession, distribution, sale, transfer, or use of alcohol or illegal drugs in the workplace, while on duty, or while operating employer-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 or customer-owned property. *Violation of safety or health rules. *Smoking in prohibited areas. *Sexual or other unlawful or unwelcome harassment. *Possession of dangerous or unauthorized materials, such as explosives or firearms, 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 for personal use. *Unauthorized disclosure of business "secrets" or confidential information. *Violation of personnel policies. *Unsatisfactory performance, insubordination or other disrespectful conduct, including sleeping on the job. TIMECARDS: *Electronic and Manual Timecards are due by Noon each Monday. FAX copies are acceptable for the purpose of reporting hours. *All checks will be sent out Wednesday evening. *Direct Deposit is also available for your convenience. You must fill out a form that will be submitted with the payroll. NOTICE: In order to maintain the high level of professionalism that Addison Group s clients have come to expect, we require a MINIMUM 1 week notice be given when leaving a contract/temp assignment. In order to recoup the cost of replacing the assignment and the cost of any training credits given to the client, Addison Group reserves the right to pay any hours worked in your final week at the minimum hourly rate allowable by law. This will take effect only in the event that the minimum 1-week notice is NOT given. We wish you the best of luck in your current job search. All of us at Addison Group pledge to do whatever we can to assist you in furthering your career. I hereby agree to the policies set forth in this agreement. Signature Addison Group Representative Printed Name Date