EMPLOYEE HANDBOOK
REVISED AND ISSUED: JULY 21, 2017
SUPERSEDES: October 7, 2014
1
Dear Members of the CFS Team
Welcome to Child and Family Service, (“CFS”). You have joined a
group of dedicated and compassionate people committed to our
mission: Strengthening families and fostering the healthy development
of children. At CFS we have four Core Values: Integrity, Quality,
Employee Excellence, and Teamwork and Communication. Agency
leadership is committed to managing this organization consistent with
these values.
CFS has a strong focus on continuous quality improvement to ensure
that we provide high quality services to clients. We also are interested
in having employees who: want to come to CFS, want to stay at CFS,
and want to grow with the organization. We continue to look for ways
to support the professional development of our employees. Our staff
are our most important resource to carry out our mission.
CFS is Hawaii’s largest and oldest private non-profit human service
organization with over 30 work sites and 700 employees statewide.
The success of CFS depends on the effort and enthusiasm of every
employee and our ability to work as a team.
We hope your employment with CFS develops into a mutually
rewarding relationship. To our new employees, we hope you will find
your experience with CFS challenging, professionally rewarding, and
personally gratifying. To our present employees, we extend our
sincere appreciation for your contributions.
Mahalo for your part in making CFS a leading organization in Hawaii.
Howard S. Garval, MSW
President and CEO
2
CFS MISSION STATEMENT
Strengthening families and fostering the healthy
development of children.
CFS VISION STATEMENT
Healthy, thriving individuals and families building strong,
multi-cultural communities across the generations.
3
TABLE OF CONTENTS
I.
EMPLOYEE HANDBOOK RECEIPT AND ACKNOWLEDGEMENT ......................... 7
II.
INTRODUCTION ................................................................................... 8
A.
Purpose ........................................................................................8
B.
Policies Are Not Contracts or Guarantees of Rights .......................8
III.
EMPLOYMENT PRACTICES ..................................................................... 9
A.
Management Rights ......................................................................9
B.
Americans With Disabilities Act (ADA) ..........................................9
C.
Equal Employment Opportunity (EEO) .......................................11
D.
Harassment ................................................................................11
E.
Employment-At-Will ...................................................................13
F.
Whistleblowers’ Protection .......................................................... 13
G.
Hiring ......................................................................................... 13
H.
Hiring of Relatives and Friends ...................................................13
I.
Employment Categories .............................................................. 15
J.
Introductory Period .....................................................................15
K.
Wages and Salary .......................................................................17
L.
Job Performance Review ............................................................. 17
M.
Personnel Records and Files ....................................................... 18
N.
Employment References .............................................................. 18
O.
Confidentiality of Employee Medical Information ........................ 19
P.
HIPAA Authorization Policy ......................................................... 19
Q.
Outside Employment ..................................................................19
R.
Conflicts of Interest.....................................................................20
IV.
HOURS OF WORK AND COMPENSATION .................................................. 21
A.
Normal Workday and Workweek .................................................21
B.
Lunch and Break Periods............................................................ 22
C.
Pay Procedures ...........................................................................22
D.
Overtime ..................................................................................... 24
E.
Pay Differentials .........................................................................24
F.
Reimbursement for Job-Related Expenses ..................................24
V.
EMPLOYEE BENEFITS ......................................................................... 25
A.
Health Insurance ........................................................................25
B.
Retirement ..................................................................................26
C.
Employee Assistance Program (EAP) ...........................................26
D.
Workers Compensation ............................................................... 27
E.
Flexible Benefits Plan..................................................................27
F.
Parking ....................................................................................... 27
G.
Credit Union ...............................................................................28
VI.
ABSENCES FROM WORK ..................................................................... 28
A.
Paid Time Off (PTO) ......................................................................28
B.
Time Off for Preventative Health Screening.......................................30
C.
Time Off for Volunteering ............................................................... 31
D.
Temporary Disability Insurance (TDI) ...............................................31
4
E.
F.
G.
h.
i.
j.
k.
l.
m.
Holidays ..................................................................................... 32
Military Leave .............................................................................32
Jury Duty Leave .........................................................................33
Bereavement Leave .....................................................................34
Educational Leave ......................................................................35
Voting Time Off ...........................................................................35
Family and Medical Leave Act (FMLA) and Hawaii Family Leave
Law (HFLL) .................................................................................35
Leave Without Pay ......................................................................39
Domestic Violence Leave ............................................................. 39
I.
STANDARDS OF CONDUCT AND WORK RULES .......................................... 40
a.
Code of Ethics ............................................................................40
b.
Attendance Policy .......................................................................41
c.
Performance ...............................................................................42
d.
Honesty and Integrity .................................................................42
e.
Behavior ..................................................................................... 43
f.
Employees as Representatives of CFS .........................................43
g.
Community Activities ..................................................................43
h.
Confidentiality of CFS Information ..............................................44
i.
Drugs and Alcohol Policy ............................................................ 44
j.
No Smoking Policy ......................................................................46
k.
Personal Telephone Calls ............................................................ 46
l.
Personal Visitors in the Workplace..............................................46
m.
Dress and Personal Appearance ..................................................46
n.
Solicitation and Distribution ....................................................... 47
o.
Driving........................................................................................ 48
p.
Safety and Security .....................................................................49
q.
Violence Prevention.....................................................................51
r.
Computer, E-mail, Telephone Usage ...........................................53
s.
Internet Usage ............................................................................54
t.
House Rules (Prohibited Conduct) ..............................................55
J.
DISCIPLINARY POLICY AND PROCEDURE................................................. 59
a.
Verbal Warning ...........................................................................59
b.
Disciplinary Action Notices ......................................................... 59
K.
TERMINATION ................................................................................... 60
a.
Resignation .................................................................................60
b.
Reduction in Force ......................................................................61
c.
Dismissal ....................................................................................61
d.
Severance Pay .............................................................................62
e.
Exit Interview .............................................................................62
L.
COMMUNICATIONS ............................................................................. 62
a.
Bulletin Boards...........................................................................62
b.
Public Relations/Media ............................................................... 62
c.
Ideas and Suggestions ................................................................ 62
d.
Grievance Procedure ...................................................................62
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A.
RESPONSIBILITY TO CLIENTS .................................................................. 64
B.
CONFIDENTIALITY................................................................................ 66
C.
RESPONSIBILITY TO COLLEAGUES ........................................................... 66
E.
PROFESSIONAL COMPETENCY ................................................................ 68
XI.
APPENDIX (FORMS) .......................................................................... 63
6
CHILD AND FAMILY SERVICE
I.
EMPLOYEE HANDBOOK RECEIPT AND ACKNOWLEDGEMENT
I have received a copy of this Employee Handbook revised July 21, 2017 (“Handbook”) and
have been given the opportunity to ask questions about the information documented in
this Handbook. I understand that this Handbook outlines Child and Family Service’s
(“CFS” and “Organization”) benefits, policies, and employee responsibilities. I agree to
familiarize myself with the information in this Handbook, to ask questions of my Manager
or Human Resources when necessary, and will comply with the policies and procedures
summarized.
I understand the information in this Handbook is intended to acquaint employees with
general policies and principles and is not a contractual commitment by CFS concerning
the terms of employment, benefits, and other matters. I realize that I am an employeeat-will, am employed for no specific period of time, and that employment may be
terminated by the Organization or myself, with or without cause and with or without
prior notice. In addition, I understand that no CFS representative other than the
President and CEO has the authority to enter into any written or oral employment contract
or agreement for employment for any specified period of time or to limit termination to
certain specified reasons or only after the exhaustion of certain procedures. I understand
that such an agreement must be in writing and signed by both parties, and I agree that no
such representation has been made to me.
I also understand that as a condition of employment and to ensure workplace security and
safety, all Organization facilities, Organization property (including desks, workstations,
files, voice-mail, and e-mail), and employees' personal property may be inspected upon
request.
As required, Management, at its complete discretion and with the written approval of the
President and CEO, may modify or eliminate these summarized policies and procedures at
any time without notice. I realize I will be responsible for complying with future changes
in Organization policies, practices, and rules. I also acknowledge that no employee or
Organization agent has the authority to allow me to engage in any conduct or behavior
that is inconsistent with this Handbook.
I further acknowledge that the copy of this Handbook issued to me is the property of CFS
and, therefore, I agree to return this Handbook prior to or on my last day of employment.
THIS HANDBOOK SUPERSEDES, REPLACES, AND CANCELS ALL PRIOR HANDBOOKS.
Please sign and date this receipt and return it to Human Resources for placement in your
employee file.
Print Name:
Signature:
Date:
7
CHILD AND FAMILY SERVICE
EMPLOYEE HANDBOOK
II.
INTRODUCTION
A.
PURPOSE
This Handbook is Child and Family Service’s ("CFS" and
"Organization") general guide of human resource policies. It is not
comprehensive, does not address all employment issues or policy
exceptions, and is not intended to provide specific details in all areas.
Many issues (such as benefits) are addressed in detail in other official
documents that are controlling. If you have questions or need help
in understanding the policies as summarized in this Handbook,
please ask your Manager or contact Human Resources.
This Handbook was developed to establish a framework in which
employees' efforts can advance both the Organization’s objectives and
the individual's interests. To further this goal we have adopted
human resource policies that we believe are fair, consistent, and will
let employees know what is expected of them. It is our intention that
these policies will promote sound management as well as success and
growth for each of you as part of our Organization’s team.
CFS policies and procedures provide relatively detailed guidance for
conducting daily operations.
While this Handbook may briefly
describe a policy or procedure, only the official policies and
procedures contain full guidelines. The policies and procedures are
available to all employees on the Y-drive. Additionally, each Program
Director or above maintains a full set of the policies and procedures.
Coverage for non-bargaining and bargaining unit employees
varies.
Where the handbook conflicts with the collective
bargaining agreement, the bargaining agreement shall be the
bargaining unit employees’ controlling document.
B.
POLICIES ARE NOT CONTRACTS OR GUARANTEES OF RIGHTS
These policies are not express or implied contractual employment
commitments and may be changed or revoked at any time. No policy
is intended as a guarantee of terms or conditions of employment or of
benefits or rights. This Handbook does not alter the employment-atwill relationship in any way.
These guidelines replace any previous oral or written policies and
practices regarding matters covered in this Handbook. The only
exceptions to these policies are those written and signed by the
President and CEO.
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III.
EMPLOYMENT PRACTICES
A.
MANAGEMENT RIGHTS
The description herein of certain policies and procedures does not
limit the Organization's management authority. Management retains
the right to exercise all the normal and customary management
rights, powers, and authority including but not limited to the
following rights:
1.
To hire, assign, train, schedule, supervise, evaluate, discipline,
promote, reward, demote, layoff, recall, and discharge
employees;
2.
To determine and change starting times, ending time, and
breaks;
3.
To transfer employees
classifications;
4.
To determine and change the size of the work force and
qualifications for a position;
5.
To establish, change, and abolish its policies and practices,
rules, and benefits without advance notice to employees,
provided each change is authorized, in writing, by the President
and CEO.
6.
To determine and change methods by which its operations are
carried out;
7.
To assign duties to employees in accordance with the
Organization's needs and requirements; and
8.
To carry out all ordinary administrative and management
functions.
into
other
positions
and
other
These rights are not limited or waived by any provision in this
employee handbook or any other statements or documents.
B.
AMERICANS WITH DISABILITIES ACT (ADA)
1.
PUBLIC ACCOMMODATIONS
CFS complies with governmental laws and regulations
regarding accessibility and continually evaluates requirements
for ensuring that the physical characteristics of the facilities do
not restrict access by any segment of its service population,
employees, volunteers, and applicants.
CFS provides
9
alternative, accessible, and comparable services where the age
of a facility or the excessive cost of adaptation prevents change.
CFS has addressed the requirements of Title III of the ADA by
adapting physical facilities (ramps, lavatories, drinking
fountains, etc.) to make an employment opportunity available
to persons with physical disabilities or those otherwise
qualified. CFS regularly reviews and addresses structures.
2.
EQUAL EMPLOYMENT OPPORTUNITY
As part of our Equal Employment Opportunity commitment, we
do not discriminate against any qualified applicant or employee
with a known physical or mental disability in any employment
practice including hiring, promotion, job assignment,
compensation, discipline, training, and termination. Ability,
not disability, is the basis of all Child and Family Service
employment decisions.
CFS recognizes that employees with disabilities, including lifethreatening illnesses, such as cancer, heart disease, HIV, and
AIDS, may wish to continue to work and engage in normal
activities as their condition allows. These employees may work
as long as they are able to meet acceptable job performance
standards with or without reasonable accommodations, and
medical evidence indicates that their condition is not a direct
threat to the health and safety of themselves or others.
3.
REASONABLE ACCOMMODATIONS
As required under the ADA, we will provide reasonable
accommodations for qualified individuals with known
disabilities to assist them in performing the essential functions
of the job unless the accommodation would create an undue
hardship on the Organization or create a direct health or safety
threat. Reasonable accommodation means modification or
adjustment to work environment, or manner in which the work
is done, to enable the employee to perform the essential
functions of the job without undue hardship to the
Organization. Any employee or Manager with ADA-related
questions or discrimination complaints, or anyone seeking an
ADA accommodation should contact their Manager or Human
Resources.
This policy does not create any contractual promise but instead
is a description of the standards of behavior expected of all
employees.
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C.
EQUAL EMPLOYMENT OPPORTUNITY (EEO)
EEO has been, and will continue to be, a basic principle at CFS.
Employment at CFS is based upon merit, ability, and qualifications.
No qualified applicant or employee is to be discriminated against
because of race, color, religion, sex, sexual orientation, age, ancestry,
national origin, disability, military/veteran status, marital status,
arrest and court record (except as provided by Haw. Rev. Stat. § 3782.5), or other grounds protected under applicable state and federal
laws, regulations, and/or executive orders.
1.
SCOPE OF EEO
CFS’ EEO commitment applies to all areas of employment
including, but not limited to, hiring, training, placement,
promotion, compensation, benefits, discipline, and discharge.
Employees who feel they are victims or witnesses of
discrimination should immediately report this fact to their
Manager or to Human Resources.
Employees should feel free to raise such concerns without fear
of retaliation.
2.
CORRECTIVE ACTION
Every effort will be made to promptly investigate all allegations
of discrimination and/or harassment as confidentially as
possible and to take the appropriate corrective action. Any
employee who is determined, after an investigation, to have
engaged in discrimination and/or harassment in violation of
this policy will be subject to disciplinary action, up to and
including discharge.
This policy does not create any contractual promise but instead
is a description of the standards of behavior expected of all
employees.
D.
HARASSMENT
The Organization prohibits harassment of any employee, customer,
vendor, or supplier on the basis of race, color, religion, sex, sexual
orientation, age, ancestry, national origin, disability, military/veteran
status, marital status, arrest and court record, retaliation or other
protected category. All CFS employees have the right to work in an
organization free of discrimination, harassing conduct, and
unwelcome sexual advances or requests for sexual favors. Verbal,
physical, or other communication or conduct by an employee,
Manager, customer, or supplier which harasses, disrupts, or
interferes with another's work performance or which creates an
11
intimidating, offensive, or hostile environment for employees and/or
clients will not be tolerated.
1.
EXAMPLES OF HARASSMENT
Harassment may include conduct (both overt and subtle) that
demeans another person or shows hostility toward an
individual because of a protected characteristic. Examples
include but are not limited to: teasing; unwelcome advances;
leers; repeated requests for a date; inappropriate touching,
pinching, or patting; practical jokes; offensive or lewd remarks;
inappropriate personal questions; showing or posting
inappropriate pictures or cartoons; and offensive use of the
internet, e-mail, voice mail, and other communication systems.
Harassment may exist when:
a.
b.
c.
2.
Submission to such conduct is made an explicit or
implicit term or condition of employment;
Submission to or rejection of such conduct is used as a
basis for an employment decision affecting an individual;
or
Such conduct has the purpose or effect of unreasonably
interfering with an individual's work performance or
creating
an
intimidating,
hostile,
or
offensive
environment.
REPORTING PROCEDURES
An employee who believes that he/she has been harassed or
who has questions regarding this policy should immediately
contact his/her Manager or Human Resources. Questions and
complaints will be investigated promptly and as confidentially
as possible under the circumstances. Employees should feel
free to raise their concerns, report a complaint, and cooperate
in an investigation without fear of retaliation.
3.
CORRECTIVE ACTION
CFS will take prompt and effective corrective action that is
reasonably calculated to end the prohibited conduct. If an
individual is determined, after an investigation, to have
engaged in conduct prohibited by this Policy, he/she will be
subject to appropriate disciplinary action, up to and including
immediate termination of employment.
This policy does not create any contractual promise but instead
is a description of the standards of behavior expected of all
employees.
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E.
EMPLOYMENT-AT-WILL
Although CFS hopes our employment relationship will be a long and
rewarding one, our policy provides that all employees who do not have
individual, written employment contracts for specific, fixed terms are
considered employees-at-will. Employment may be ended by CFS
without notice, at any time, and for any reason with or without cause.
Employees, likewise, may terminate employment at any time, for any
reason.
F.
WHISTLEBLOWERS’ PROTECTION
CFS will not punish or retaliate against any employee who reports
suspected cases of fraud or abuse. It is a crime to alter, falsify, or
destroy any document that may be relevant to an official investigation
G.
H.
HIRING
1.
The President and CEO will approve the hiring of all personnel.
2.
In accordance with federal law, all employees are required to
show proof of their legal ability to work in the United States.
Anyone submitting false documentation will be terminated.
3.
The hiring program’s Program Director, or above, will hire fulltime and part-time employees for their respective programs.
4.
The Organization has the right to determine what qualifications
are needed for a job and whether a job applicant is qualified for
the position. This includes specific qualifications/credentials
as required to perform jobs funded in whole or in part by the
State.
HIRING OF RELATIVES AND FRIENDS
CFS does not discriminate in its employment and personnel actions
with respect to its employees and applicants on the basis of marital or
family status. Notwithstanding this policy, CFS retains the right to
deny employment, promotions, and transfers when a person’s
relationship to another employee or Board member has the potential
for creating an adverse impact on supervision, safety, security, or
morale, or involves an actual, perceived, or potential conflict of
interest.
All applicants and employees are evaluated and selected strictly on
the basis of professional qualifications. Special preference will not be
given to applicants or employees who are referred to the Organization
by CFS management or Board members for employment or promotion
consideration.
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CFS employees are prohibited from authorizing or using authority or
influence of his/her position to secure authorization of employment or
benefit (including a promotion or preferential treatment) for a person
closely related by blood, marriage, or other significant relationship
when the employees’ relationship causes an actual, perceived or
potential conflict of interest. This may include but is not limited to
the following circumstances:
1.
HIRING
No Supervisor shall authorize or use the authority of his/her
position to secure authorization of the employment or
promotion of a person closely related by blood, marriage, or
other significant relationship.
2.
SUPERVISION
No employee serving in the capacity of Supervisor or any
person with equivalent responsibility shall supervise or have in
his/her department/program any person closely related by
blood, marriage, or other significant relationship.
An employee's immediate relative, close friend, or household
member may be hired provided the applicant can perform the
essential functions of the job and the employment would not
establish a:
•
•
•
•
Direct or indirect supervisory relationship;
Real or apparent conflict of interest; or
Potentially adverse work situation; and provided
The CEO’s permission is obtained in writing.
For this policy "immediate relative" includes parents, spouses,
brothers, sisters, parents-in-law, children, grandparents,
grandchildren, aunts, uncles, and cousins. This policy also
applies to transfers and promotions.
If two employees become related or otherwise become subject to
this policy's restrictions after hire and the Organization
determines that their relationship creates an actual, perceived,
or potential conflict of interest or otherwise violates this policy,
one of them must seek a transfer. If a transfer is not possible,
the employees will have ten (10) working days to decide which
of them will terminate employment. Management retains
complete discretion in approving all employee transfers and
reassignments.
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I.
EMPLOYMENT CATEGORIES
Our employees are classified into several categories: part-time or fulltime, casual or on-call, temporary, and exempt or non-exempt.
Classifications are important in determining eligibility for various
benefits, overtime, and to clarify employment status.
Each employee's position is designated as exempt or non-exempt.
NON-EXEMPT employees receive overtime pay for work in excess of 40
hours in a workweek. Their work and pay are determined based on
their actual hours worked.
EXEMPT employees hold positions that meet specific tests established
by the Fair Labor Standards Act (FLSA). They are not eligible for
overtime pay.
In addition to each of the above categories, each employee belongs to
one of the following employment categories:
FULL-TIME EMPLOYEES are hired to work the Organization's normal 40hour workweek on a regular basis. Generally, they are eligible for full
benefits, subject to the terms and conditions of each benefit program.
(i.e. PTO, medical, tax-deferred savings plan, , and flexible spending plan.)
PART-TIME EMPLOYEES are scheduled to work from 20 to 39 hours per
week indefinitely on a regular or irregular basis. Part-time employees
are eligible for limited benefits as detailed in each benefit and leave
program.
(i.e. 20-39 hours: pro-rated PTO, medical, tax-deferred savings plan, , and flexible
spending plan.
HOURLY EMPLOYEES are scheduled to work less than 20 hours per
week on a regular basis, or are on-call, or hired to fill in during
vacation, extended sick leaves, leaves of absence, or special
assignment will be eligible for statutory benefits.
TEMPORARY EMPLOYEES, INTERNS, POST-DOCTORATE, PRACTICUM
STUDENTS, AND THOSE UNDER EMPLOYMENT AGREEMENTS are, in most
cases, not eligible for any benefits.
J.
INTRODUCTORY PERIOD
All employees, both full and part-time are required to complete an
introductory period. The first six (6) months of employment after hire
are considered to be the introductory period. The introductory period
begins on the day of hire and it extends through the same date six (6)
months later. Employees who have transferred to another program or
department are also considered to be in an introductory period,
15
specific to performance only, for the first 6 months beginning on their
start date in the program/department. For example,
Hire/Start Date: May 1
Introductory Period Begins: May 1
Introductory Period Extends Through: November 1
No Longer In Introductory Period As Of: November 2
During this period, an employee's potential for successful
performance will be closely observed.
It is expected that each
employee will also evaluate CFS relative to his/her position and
personal requirements or preferences.
Under appropriate
circumstances the six (6) month period may be extended. However,
employment remains "at-will" both during and after the introductory
period and employment may be terminated at any time for any
reason. Promotions and Transfers
CFS encourages employees to seek more advanced positions or lateral
positions for which they qualify. Most positions are posted to inform
employees of job opportunities and requirements. Except in unusual
circumstances required by business necessity, the Organization
recommends that employees have performed acceptably in their
current positions for at least one (1) year before they seek a transfer
or before seeking a position that would, if obtained, effect a
promotion. Additionally, an employee's performance record and/or
skills must support the change in job responsibilities.
All transfers and promotions will be judged individually, based on
program/department needs. Employees seeking a change in position
should discuss it first with their Manager or with Human Resources
to determine if their skills and experience meet the requirements of
the job. Employees are encouraged to discuss their job plans and
career goals at any time with either their Manager or Human
Resources.
While Management intends to work closely with all employees to
ensure that job placements are appropriate and satisfying, all staffing
decisions are subject to Management's complete discretion.
Promotion and transfer guidelines may be disregarded as business
needs require.
When an employee is being offered a transfer or promotion from a
Hiring Manager, they must inform the Hiring Manager of any planned
vacation or leave prior to accepting the position. It is at the discretion
of the Supervisor to approve of any leave being requested from the
transfer. It is requested that transfers or staff being promoted
minimize their use of leave during their introductory period to help
ensure proper orientation into the new position.
16
Rehires
Employees who are rehired within 90 calendar days and are benefits
eligible will have their PTO balance reinstated. The PTO balance
minus any PTO payout received or catastrophic leave donation at the
time of termination will be reinstated. The accrual date used for the
previous employment will also be continued.
K.
WAGES AND SALARY
We seek to provide fair, competitive wages and salaries which
recognize each position’s function and contribution to the overall
goals of CFS. Salary increases, when granted, are based on the value
of the job, the individual employee’s job performance, community
standards, and the Organization’s ability to pay. An employee with
less than satisfactory performance will not be eligible for an increase.
Current pay practices involve periodic and annual job and pay rate
assessments that often result in pay adjustments based on a market
analysis which factors in our competitive market position. Pay
decisions are made cognizant of the Organization’s desire to ensure
fair and equitable pay among internal positions, competitive pay
among external positions, and maintenance of the organization’s
overall competitive market position.
Salary policies and procedures are made at the Organization's sole
discretion and may be unilaterally modified or revoked at any time.
1.
PAY RATES ARE CONFIDENTIAL
Much consideration is given the importance for privacy in
respect of an employee’s confidential information. Much like
personal information or other matters, we keep employee’s
financial information confidential by not disclosing pay rates to
those who do not have a need to know. In this way we do not
prejudice the rights of the employee – or the employer.
L.
JOB PERFORMANCE REVIEW
All Managers and employees are strongly encouraged to regularly and
informally discuss job performance and goals with one another.
Additionally, more formal performance reviews are conducted after
completion of the introductory period (or every introductory period)
and annually thereafter.
Reviews provide an opportunity for
employees and Managers to discuss job duties, employee strengths
and weaknesses, mutual concerns, and short and long-term goals.
Performance reviews and the appraisal process are subject to CFS
discretion and may be modified or eliminated as Management deems
appropriate.
17
M.
PERSONNEL RECORDS AND FILES
1.
UPDATING INFORMATION
Records and information regarding each applicant, employee,
and former employee are kept to ensure compliance with
government requirements and to support benefit programs and
employment actions. It is important that records are accurate
and current. Therefore, employees are asked to notify Human
Resources of any changes in:
a.
b.
c.
d.
e.
f.
g.
h.
i.
j.
k.
Name and marital status
Address and telephone number
Number and name(s) of dependent(s)
W-4 (dependent information/withholding exemptions)
Beneficiary designation(s)
Emergency contact person and telephone number
Driver’s license renewal (if driving is required)
No-fault insurance renewal (if driving is required)
Vehicle Safety Inspection certificate (if driving is required)
Car Registration (if driving is required)
Professional licensing, certification, or registration status
If licensing, certification, or registration is a requirement of the
position, the employee is responsible for keeping such current
and for notifying Human Resources of the employee’s current
status. Employees who fail to maintain their active license,
certification, or registration may receive corrective action. All
costs associated with maintaining this expectation is the
employee’s responsibility.
2.
N.
HUMAN RESOURCE FILES ARE CFS PROPERTY and therefore access
to them is restricted. Generally, only management personnel
have access to select records. Employees may review their own
records by making a written request through their supervisor
for an appointment with Human Resources. An authorized
member of Human Resources must be present during any
employee review of records. Copies of select records may be
made.
However, under no circumstances may a file be
removed. Former CFS employees do not have a right to access
their records. CFS authorized auditors and monitors may
review personnel files for compliance purposes.
EMPLOYMENT REFERENCES
All reference requests and inquiries regarding current or former
employees should be directed to Human Resources. No employee
may provide a letter of reference for any current or former employee.
18
Human Resources will verify over the phone only dates of
employment, position and program. Human Resources will respond
in writing only to reference requests that are submitted in writing.
Limited information such as verifying name, dates of employment and
job title will be provided without the written consent and release of
the individual involved.
O.
CONFIDENTIALITY OF EMPLOYEE MEDICAL INFORMATION
Any information regarding an employee’s medical condition should be
submitted directly to Human Resources. Access to employee medical
information will be strictly limited to specified persons with a “need to
know.”
P.
HIPAA AUTHORIZATION POLICY
Child and Family Service may need to interact with health care
providers and other health care entities for purposes related to your
employment, including but not limited to administering sick leave or
other benefit requests, fitness-for-duty evaluations, and reasonable
accommodation assessments as required under the Americans with
Disabilities Act and state law.
To the extent allowed by law, you may be required to sign an
authorization form allowing health care providers and entities to
disclose health information to CFS, and allowing CFS to use such
information for such employment purposes. Refusal or failure to sign
these authorization forms may prevent CFS from making assessments
and determinations regarding your:
1.
2.
3.
Ability to perform your job
Requests for sick leave, sick pay, or other benefits, or
Prevent CFS from making determinations regarding needed
accommodations.
Refusal or failure to sign these authorization forms may result in you
being held out of service, being denied sick leave benefits, result in
delays in the receipt of benefits, or discipline.
Q.
OUTSIDE EMPLOYMENT
An employee's position at CFS is considered to be of primary
importance. Employees are expected to devote full attention and
energy to their job with CFS.
However, employees may hold outside jobs or be involved in outside
business, educational, community, political, and charitable activities
as long as they continue to meet established performance standards
and such activities do not impact business interests, consume
19
Organization resources, or create an actual or the appearance of a
conflict of interest.
Unless acting as an Organization representative, an employee should
make clear at all times that he/she is acting on a private, personal
basis and not as part of our Organization. Management approval
should be sought if any doubt exists regarding the appropriateness of
an employee's involvement in outside activities.
R.
CONFLICTS OF INTEREST
CFS is committed to providing services uniformly and consistently in
a manner that promotes integrity in decision-making, freedom of
choice for clients/potential clients, and preference for professional
responsibilities over personal interests. When there is a conflict,
priority is always given to the needs and rights of the clients/potential
clients.
Employees (and their families or household members) may not
participate in activities which conflict with or appear to conflict with
the business interests of CFS, or which hurt their job performance.
Examples of conflicts of interest include but are not limited to:
1.
Working for another organization or having outside business
interests which compete with CFS or engaging in work that
interferes with job performance at CFS, except as approved by
CFS.
2.
Providing or receiving preferential treatment to/from persons in
the governing body, voluntary advisory board, personnel, or
consultants in application for and receipt of the Organization’s
services.
3.
Receiving improper personal benefits (directly or indirectly)
because of actions taken on the job, like accepting payment or
other consideration from another provider of services for
referring applicants or persons served to that provider of
services, is prohibited.
4.
Making payment or other considerations for referral to the
Organization is prohibited.
5.
Directing referrals of applicants or persons served to a private
practice in which professional personnel, consultants, or the
immediate families of personnel and consultants may be
engaged.
6.
Transfer of cases to workers leaving the Organization for private
practice.
20
7.
Improper use of CFS facilities, equipment, and supplies to
conduct private practice, and/or conducting private practice on
CFS premises.
8.
Accepting gifts, cash, discounts, and entertainment from
business contacts that could be interpreted as given to
influence an employee's actions.
Employees may accept
nominal gifts (those under $50) such as pens, calendars,
Christmas candy, and meals.
Employees who violate CFS conflict of interest policies will be subject
to disciplinary action up to and including termination. Employees
should contact their Manager or Human Resources if they have
questions or if they receive an inappropriate gift (such as one
exceeding $50 in value).
IV.
HOURS OF WORK AND COMPENSATION
A.
NORMAL WORKDAY AND WORKWEEK
NON-EXEMPT EMPLOYEES
Full-time, non-exempt employees are generally scheduled to work
eight (8) consecutive hours daily.
The Organization’s normal
workweek is from Monday through Friday. For payroll purposes, the
workweek is from Sunday through Saturday. CFS facilities generally
operate Monday through Friday from 8:00 a.m. to 5:00 p.m. Some
programs have unique hours as a result of the clientele they serve –
Supervisors will discuss the program’s schedule with employees.
CFS allows for consideration of a variable start time, contingent on
the needs of the program/department.
For employees on the
standard schedule, there may be three (3) start time options to choose
from: 8:00 a.m., 8:30 a.m., or 9:00 a.m.
While we offer a variable start time, we do not offer a flexible start
time. Each employee will reach agreement with their Supervisor on
the start/end times for their individual schedule. Once an agreement
is reached, the employee will be expected to report accordingly.
Please note that the variable start time policy may not apply to all
positions. The needs of the Organization may require employees in
certain positions or programs/departments to report at a designated
time.
Scheduled work hours are subject to change at management’s
discretion should work demands dictate a need.
EXEMPT EMPLOYEES
21
In general, exempt employees are expected to be at their place of work
during the core business hours of 10:00 a.m. to 4:00 p.m. In order to
ensure predictable staffing patterns, exempt employees will also agree
to a normal work schedule with their Supervisor. Exempt employees
may be required to work beyond the designated work schedule in
order to adequately fulfill their primary duties or to complete
assignments. The appropriate Vice President must approve any
schedule that is outside the core business hours/normal location for
the exempt employee’s part of CFS operation.
B.
LUNCH AND BREAK PERIODS
Full-time employees generally receive an unpaid one (1) hour lunch
break. Lunch breaks are often scheduled by the Manager. The
length of the break may be changed if business needs require. Parttime employees who work more than half of a day will also receive a
meal break. Employees may request to have a half hour lunch break
and leave work a half hour earlier as their set schedule and it is
subject to approval of the Manager based on program or department
needs. Full-time non-exempt employees generally receive two paid 15minute rest breaks in each eight-hour day. Employees who work
through rest breaks may not leave work early, may not add to their
lunch break, and will not be paid additional compensation. Exempt
employees are entitled to breaks as is appropriate.
C.
PAY PROCEDURES
All employees, with earnings due them, are paid on a semi-monthly
basis. Paydays are on the 7th and the 22nd of each month, or the
last working day prior to the 7th and the 22nd. Every payday a
statement of earnings is given to each employee who receives a
paycheck. Employees are notified of their pay rates and paydays in
writing upon hire.
Employees may have their checks directly deposited to their checking
and/or savings account.
Paychecks are normally available for pick-up at 8:00 a.m. on payday.
However, they will not be distributed before 8:00 a.m.
1.
GARNISHMENT OR AN ORDER OF ASSIGNMENT
Court-ordered garnishments will be deducted from employee
wages as required by law. Employees are notified if an order to
garnish their wages, or an order of assignment, is received.
2.
LOST CHECKS
22
Employees are responsible for their paychecks after they have
been issued.
Checks lost or otherwise missing must be
reported (preferably, in writing) to Payroll immediately so that a
stop payment order may be initiated. A replacement check will
be issued no earlier than forty-eight (48) hours or two (2)
business days. The employee will be responsible for the stop
payment charge.
3.
TIME RECORDS AND TIMEKEEPING PROCEDURES
CFS provides a secure online payroll system for employees to
track their time. The CFS Human Resources department
processes employees’ work time and generates employees’
payroll using a web-based timekeeping system. Federal and
State laws require the keeping of accurate records for time
worked in order to calculate employee pay and benefits. Each
employee must record their time worked in the online
timekeeping system. Employees are expected to complete their
time records according to the schedule issued by the Human
Resources’ payroll division.
Non-exempt employees are required to record actual time
worked. Non-exempt employees are required to record their
starting and ending time, the time taken off for lunch, as well
as the use of accrued leave time (i.e. PTO, holiday, volunteer,
preventative health care). All overtime hours require prior
approval from Management.
Each employee is ultimately responsible for the accuracy and
timely reporting of the data they input in the online
timekeeping system.
Deliberate erroneous entries will be
considered timecard fraud and will subject the employee to
immediate corrective action and may result in termination.
Late entries will generally result in a partial or delayed
paycheck.
Supervisors will ensure that each employee is properly trained
on the use of the online timekeeping system and will provide
final timesheet approval for all subordinates according to the
schedule issued by Human Resources. If an employee is on
leave or unable to access the online timekeeping system, the
Supervisor may make a courtesy adjustment to an employee’s
time entries if there are inaccurate or incomplete entries.
Supervisory oversight does not relieve the individual employee
from responsibility for the accuracy of timesheet inputs.
23
Questions regarding paychecks should be directed to the
Human Resources’ Payroll Administrator.
D.
OVERTIME
Employees may occasionally be required to work overtime hours to
meet business needs. Management will attempt to schedule overtime
fairly and consistently, however, advance notice may not always be
possible. Working overtime without authorization may result in
corrective action. A NON-EXEMPT EMPLOYEE MUST NOT WORK
OVERTIME FOR EVEN FRACTIONAL PARTS OF AN HOUR UNLESS
SPECIFICALLY AUTHORIZED TO DO SO IN ADVANCE BY HIS/HER
SUPERVISOR.
The workweek for overtime purposes is from 12:01 a.m. on Sunday to
midnight on Saturday. An eligible employee working over 40 hours in
a workweek will be paid at the rate of one and one half times his or
her straight time pay for each hour worked in excess of 40 hours.
As required by law, overtime pay is based on actual "hours worked."
Time off for lunch breaks, PTO, volunteer, preventative health care,
holidays, funeral leave, jury leave, leave of absence, or similar time off
is not considered "hours worked" for calculating overtime.
E.
PAY DIFFERENTIALS
Pay differentials are added to gross wages. Pay differentials are not
automatic and are subject to Management and/or Budget approval.
The current pay differentials are:
F.
1.
Employee Referral Incentive
2.
Temporary Differential for Additional Duties
3.
Scheduled weekend shift for Group Homes-Community Based
Residential Services
4.
Special Projects
5.
Safety Coordinator Stipend
6.
ETO Super User Stipend
REIMBURSEMENT FOR JOB-RELATED EXPENSES
1.
CFS will reimburse employees for reasonable expenses provided
such expenses have been approved in advance by CFS and are
subsequently verified with an itemized statement of costs,
corresponding receipts, and written justification.
24
2.
Employees whose cars are used for Organization purposes will
be reimbursed for mileage costs at a rate and within an
allowance established by the Organization.
Refer to the Administrative Policies and Procedures under the
Fiscal Section for more detailed information.
V.
EMPLOYEE BENEFITS
This section contains brief summaries of the benefits that CFS currently
offers. The summaries do not provide details, technical, and/or exhaustive
explanations of the benefits available. The summaries are merely intended
to provide general descriptions of some of the more important features of the
various benefits. Employee benefits are subject to modification, change,
and/or discontinuation, in whole or in part, at any time, with or without
advance notice. Please also remember that Child and Family Service has
discretionary authority to determine eligibility for any benefit and to
interpret the applicable provision.
TEMPORARY EMPLOYEES, INTERNS, POST-DOCTORATE, PRACTICUM
STUDENTS, AND THOSE UNDER EMPLOYMENT AGREEMENTS ARE, IN MOST
CASES, NOT ELIGIBLE FOR ANY BENEFITS.Human Resources will provide
information outlining the CFS benefit plans.
A.
HEALTH INSURANCE
1.
CFS provides comprehensive medical insurance, including
dental, drug, and vision coverage at group rates to all
employees who work at least twenty (20) hours per week and
who have completed working at least twenty (20) hours per
week for four (4) consecutive weeks. Coverage commences the
first of the following month.
2.
Employees will be charged a portion of the premium for the
employee coverage, not to exceed 1.5% of their gross wages.
Coverage for dependents is available at the employee’s expense.
CFS offers supplemental assistance for two (2)-party and family
coverage towards the employee cost of medical coverage with
the base plan.
3.
Employees may enroll themselves and their eligible dependents
in the plan that best meets their individual or family needs.
Details of the health plans are outlined in the material provided
to employees during the orientation on benefit programs.
4.
Employees who do not enroll when they first become eligible
will only be able to enroll during the Open Enrollment Period
that normally takes place at the end of the year for changes
effective January 1st. HR may place the employee in the base
25
plan for single coverage only and deduct the appropriate
premium from their paycheck for the coverage if the employee
does not enroll or provide proof of other coverage by the
deadline.
B.
5.
Any changes in coverage must be made by the 15th of the
month in order to be effective the following month.
6.
COBRA Coverage - After an employee's employment with CFS
ends, and after certain other qualifying events, employees
and/or qualifying beneficiaries may continue to obtain health
insurance coverage at their own expense. Employees and/or
qualified beneficiaries have up to sixty (60) days after such
qualifying events to continue medical coverage.
RETIREMENT
A 401(k) plan is available to all qualified employees. This is a deferred
compensation plan. Enrollment is available on the first day of any
pay period following hire. Employees may set aside a portion of their
salary automatically through payroll deduction. There are a variety of
investment options for allocation of contributions. No Federal or
State income taxes are withheld from the portion of earnings deferred.
Earnings on the investments are not taxed until the employee receives
them, usually after retirement. A ROTH option is also available
through the plan.
C.
EMPLOYEE ASSISTANCE PROGRAM (EAP)
CFS recognizes that personal distress can affect an employee’s job
performance and attendance. The EAP is available to all employees.
This program provides helpful and confidential short-term counseling
service to the employee or the employee’s family members at no cost.
The program is a service provided through Human Resources.
Employees and their families may contact the EAP Counselor directly.
Use of the program is voluntary. Some of the types of problems the
Counselor can help employees with are:
•
•
•
•
•
•
Family and marital
Substance abuse (i.e., alcohol and drugs)
Health
Financial
Legal
Other personal matters (work stress,
relationships)
burnout,
personal
Should an employee’s Supervisor feel that the employee has a
personal problem affecting his/her work, the Supervisor may suggest
26
the employee see the Counselor. While use of this program is
voluntary, CFS urges all employees with personal problems affecting
their work performance to seek help through their Supervisor or the
EAP Counselor.
Any information given to the Counselor will be held in the strictest
professional confidence. Contact Human Resources to obtain a
pamphlet regarding the EAP services.
D.
E.
WORKERS COMPENSATION
1.
Workers Compensation provides partial compensation for loss
of wages due to job-related injuries.
2.
An employee is required to immediately report any injury or
illness incurred during the course of employment to his/her
immediate Supervisor or a person in a supervisory role at CFS.
The employee must complete and submit a CFS incident report
to the Director of Human Resources and Central Files within 24
hours of the incident.
3.
Employees shall be required to apply any accumulated PTO
leave to the first three (3) days of injury or illness.
4.
A physician’s clearance stating the employee is able to return to
work must be submitted upon the employee’s return to work.
5.
If the doctor’s note relays work limitations/restrictions (i.e.
limited hours or physical restrictions), the employee must
contact the Director of Human Resources. He/She will work
with the employee’s Supervisor to arrange accommodations. All
efforts will be made to accommodate injured employees and
avoid loss time from work.
FLEXIBLE BENEFITS PLAN
The flexible benefits plan allows employees to pay for certain benefits
with pre-tax wages rather than after-tax wages. Employees desiring
to take advantage of this plan should see Human Resources for more
details.
F.
PARKING
CFS would like to provide parking for all employees who choose to
drive to work. Unfortunately, at present, some of our work sites do
not have sufficient space available. Off-street parking is allocated (1)
as business needs dictate and (2) on a first-come, first-served basis.
Employees interested in off-street parking should consult with their
Supervisor and/or the Facilities Department.
27
G.
CREDIT UNION
Employees are eligible to join Hawaiian Telephone Employees Credit
Union or the Hawaii Central Credit Union. Credit Union members
may participate in the many financial services to include savings,
share drafts, VISA, loans, ATM cards, etc. Employees interested in
joining the Credit Union should contact Human Resources.
VI.
ABSENCES FROM WORK
For the full leave procedure you may refer to PER-01-P Comprehensive Leave
Procedure.
A. PAID TIME OFF (PTO)
PTO promotes a flexible approach to time off. Employees are accountable and responsible
for managing their own PTO hours to allow for adequate reserves if there is a need to cover
vacation, illness or disability, appointments, emergencies, or other situations that require
time off from work. All time away from work should be deducted from the employee’s PTO
bank with the exception of fixed company holidays and time off in accordance with company
policy for the other leaves described in this policy.
PTO Procedures
1. Eligibility
PTO is accrued upon hire or transfer into a benefits-eligible position. Eligible
employees must be scheduled to work at least 20 hours per week on a regular basis.
Employees working less than 20 hours per week on a regular basis, TSN, on-call
and temporary employees are not eligible to accrue PTO.
2. Availability
PTO hours are available for use in the pay period following the employee’s monthly
anniversary date. New employees will be allowed 6 days (48 hours for regular, fulltime employees) of PTO upon hire. The intention of this leave is to be used for
unplanned leave for illness. No planned leave is permitted during the introductory
period. They will begin to accrue more PTO as they are continuously employed
according the Accrual table below. A typical newly hired employee will begin to
accrue additional PTO hours after three months on the job and it will become
available at 6 months of employment. If an employee has transferred into a different
program or department, leave may be allowed during the introductory period at
supervisor’s discretion.
3. Accrual and Payment of PTO
Not every CFS program is treated the same for PTO due to differences in
contract requirements. Accruals are based upon paid hours up to 2,080 hours per
year, excluding overtime. Employees working less than 40 hours per week and at
least 20 hours per week will accrue PTO hours on a prorated basis, according to the
accrual rate per hour (see table below). Length of service determines the rate at
28
which the employee will accrue PTO. PTO does not accrue on worker’s
compensation leaves of absence or leave beyond the authorized leave period.
Employees become eligible for the higher accrual rate on the employee’s
anniversary date.
Years of
Service
0 and less
than 1
1 and less
than 3
3 and less
than 5
5 and less
than10
10+
Accrual Rate Hours
per Month
16
Annual PTO
Accrual*
24 days
(192 hours)
27 days
(216 hours)
30 days
(240 hours)
33 days
(264 hours)
36 days
(288 hours)
18
20
22
24
Maximum
Accrual**
280 Hours
*Annual PTO Accruals are based on an employee having 2,080 paid hours per year (40
hours per week); accruals are prorated for employees working less than 40 hours per week
and
at
least
20
hours
per
week.
**No PTO hours will accrue beyond the maximum accruals listed; maximum accrual is
prorated for employees working less than 40 hours per week and at least 20 hours per
week.
NOTE: Special programs that work on a school schedule accrue at a different rate per
month.
4. Use and Scheduling of PTO
Employees are required to use available PTO when taking time off from work with
the exception of a company-required absence due to low workload or unforeseen
circumstances. PTO may be taken in increments of as low as one quarter of an hour
(15 minutes).
Whenever possible, PTO must be scheduled in advance. PTO is subject to
supervisory approval, department staffing needs and established departmental
procedures. Unscheduled absences will be monitored. An employee will be
counseled when the frequency of unscheduled absences adversely affects the
operations of the department. The supervisor may request that the employee provide
a statement from a health care provider with dates of care and stating that the time
away was medically necessary as an unscheduled absence.
29
When PTO is used, an employee is required to request payment of PTO hours
according to his or her regularly scheduled workday. For example, if an employee
works a six-hour day, he or she would request six hours of PTO when taking that
day off. PTO is paid at the employee’s straight time rate. PTO is not part of any
overtime calculation.
Employees with more than ten (10) days of accrued PTO are requested to schedule
PTO for vacation periods no longer than two (2) regular workweeks. Requests for
PTO for time away from work greater than two (2) weeks in length require additional
approval from Management.
Employees may not borrow against their PTO banks; therefore, no advance leave
will be granted.
At the discretion of the supervisor, if an employee will be on PTO for a long period of
time, they may be required to turn in all CFS property to their Supervisor to be kept
at the workplace. Examples of work property include badge, laptop, ipad, cell phone,
work materials, and any other assigned equipment. In certain situations, a
Supervisor may allow their staff to maintain the CFS issued property if necessary.
Supervisors may also request the items be kept in the workplace for shorter
durations of leave if necessary.
5. Payment Upon Termination
An employee will be paid up to 40 hours (or the number of accumulated hours less
than 40) upon resignation or retirement for PTO hours accumulated but not used.
This amount is pro-rated for part-time employees. Employee must provide at least
two weeks notice to be eligible for the up to 40 hours PTO payout and a
management-level employee must provide at least 30 days of notice of resignation
to be eligible for payout upon termination. Employees whose positions are eliminated
through a reduction in force or reorganization or whose hours drop below 20 hours
per week are paid up to 40 hours of accumulated PTO (pro-rated for part-time
employees) with that pay period’s payroll. Any employee who resigns prior to the
successful completion of his or her Introductory Period, resigns without giving
appropriate notice, or any employee who is involuntarily terminated shall forfeit any
and all PTO.
B. TIME OFF FOR PREVENTATIVE HEALTH SCREENING
CFS believes in employee health and wellness, and we encourage our staff to take time for
their personal preventative health screenings. Employees may take advantage of one extra
day (as described below); benefit is not part of PTO.
Employees may take an additional 8 hours (prorated for employees working less than 40
hours per week and at least 20 hours per week) to be taken in one hour increments for
health screening, dental exams, or other proactive visits to a health care provider. Utilization
of this benefit will be substantiated by a health care provider’s note confirming the employee
received the appropriate screening or care. These hours do not carryover at the end of the
fiscal year. Preventative Health time is not part of any overtime calculation.
30
C. TIME OFF FOR VOLUNTEERING
CFS believes in encouraging volunteerism among our employees. CFS is facilitating
volunteerism among our employees with the following benefit. Employees may take
advantage of one extra day (as described below); benefit is not part of PTO.
Employees may take an additional 8 hours (prorated for employees working less than 40
hours per week and at least 20 hours per week) to be taken preferably in two 4-hour
increments or one 8-hour increment to offer services in a volunteer capacity. Employees
may take Volunteer time off in one hour increments with prior Supervisor approval.
Employees could volunteer to support CFS programs, as long as the work they do as a
volunteer is not similar to the work they perform as a paid employee. Employees could also
volunteer in their community for any non-profit organization. Utilization of this benefit will be
substantiated by a volunteer timesheet or note that is signed by the program, church,
school, etc. where the volunteering took place. These hours do not carryover at the end of
the fiscal year. Prior Supervisor approval is required to utilize this benefit. The paid
Volunteer time is to be used during normal scheduled work hours. There may be times
when CFS sponsors or promotes Volunteer events that occur outside normal business
hours and this benefit may apply to those events. Volunteer time is not part of any overtime
calculation.
D. TEMPORARY DISABILITY INSURANCE (TDI)
TDI provides wage replacement for non-work related illnesses or injuries. TDI begins the day
after date of disability. Benefits will be paid as of the 8th calendar day of disability. Employees
are allowed to use their PTO hours for the waiting period. In some cases an employee who is
eligible for TDI may also qualify for FMLA, (leave under the Family Medical Leave Act) or HFLL
(Hawaii Family Leave Law). Refer to the section on FMLA and HFFL below.
The procedure for filing for TDI will be defined by the insurance carrier.
1.
TDI paperwork must be filed by an employee for non-work-related illness or injury. The
forms are available in the Human Resources Office or on the Y drive (Y: > Human
Resources > Forms > TDI Forms).
2. PTO can be used during the waiting period.
3. TDI payment begins on the 8th day of disability
4. After the 8th day of disability PTO can be used to supplement TDI up to the employee’s
regular rate of pay. Employees must notify HR in writing if they wish to supplement TDI
payments with PTO.
31
E. HOLIDAYS
CFS recognizes the importance of leisure time and will observe
holidays as annually designated by Management. Currently, CFS
observes all holidays recognized by the State of Hawaii.
Regular, full-time employees are eligible for holiday pay on all
holidays observed by CFS. Regular, full-time employees receive
holiday pay only for those days and number of hours they would
otherwise have worked.
To be eligible for holiday pay, an employee must work (or be on
approved PTO or leave in active pay status) the last scheduled day
immediately before the holiday and the first scheduled day
immediately after the holiday. Holiday pay will not be approved when
it is the employee's last day of employment or the employee is
scheduled to work and is absent without excuse.
If a holiday falls on a weekend, it may be observed, at Management's
discretion, either the Friday before or the Monday after the holiday. A
holiday during an employee's scheduled vacation will be counted as a
holiday.
i. Business necessity may require scheduling employees to work
on Organization holidays. If an employee is required and
approved to work on a holiday and is eligible for overtime, the
employee will be paid at the premium rate of one and one-half
times his or her straight time pay for each hour worked on the
day of the observed holiday.
Exempt employees are not eligible for overtime pay. However,
at Management’s discretion, exempt employees required to
work on a holiday or called back to work from vacation may be
eligible to receive a “floating holiday”/personal day off to be
used within one (1) month of the observed holiday worked.
ii. For employees whose workdays are other than Monday to
Friday, when the observed holiday falls on an employee’s
regularly scheduled day off, the holiday is observed the first
workday after the day off.
iii. Casual and on-call employees scheduled less than twenty (20)
hours per week are not eligible for holiday pay.
F.
MILITARY LEAVE
A military leave of absence will be granted, as legally required, if a full
or part-time employee enters any branch of the Armed Forces,
Reserves, or National Guard or is called to duty or for training for a
32
period (generally) not to exceed five (5) years. By law, employees
returning from military service possess reinstatement, seniority,
compensation, benefits, and other rights. Military leave rights and
responsibilities are complicated; Human Resources should be
contacted for details and further information.
To qualify for an approved leave, an employee must, where possible,
give notice of the anticipated military service along with a copy of
official orders.
If desired, employees on approved military leave may utilize accrued
vacation. Otherwise, military leave is unpaid.
G.
JURY DUTY LEAVE
Employees are encouraged to fulfill their civic responsibilities by
serving jury or witness duty. All employees are eligible for courtordered witness or jury leave. However, this policy does not apply
when an employee appears in traffic or civil court on a voluntary
basis and/or on his/her own behalf.
Full-time and part-time employees who are eligible to receive jury
duty pay will have that pay based on the difference between the
employee's compensation from the court (except mileage and parking
reimbursement) and the employee's regular compensation from the
Organization. In order to be compensated, an employee must present
proper documentation from the court confirming the time spent in
jury duty. CFS will not reimburse an employee for lunch while
he/she is on jury duty.
Full-time and part-time employees who have completed their
introductory period will be paid at their regular base rate for up to ten
(10) days of jury or witness duty in any calendar year. In addition to
the ten (10) days, exempt employees are also paid for any days during
weeks they actually perform work.
An employee should immediately inform their Manager of possible
jury duty so that appropriate work scheduling arrangements may be
made. Employees must immediately provide Human Resources with
copies of court notices or jury or witness pay. Leave will not be
authorized without proper (and preferably prior) documentation.
Employees are expected to check in daily with their Supervisor and
provide updates of their availability for work. Employees should
report to work on any business day that the court schedule permits or
if released from court early.
33
Fees received for jury or witness service must be submitted to the
Organization to receive jury pay. Employees who do not qualify for
paid leave may retain their jury/witness fees.
If the duration of the jury duty extends beyond the ten (10) days, the
employee will be on unpaid leave of absence but can use any accrued
vacation, if eligible. If the jury duty extends beyond thirty (30) days
and the job must be filled during the employee’s absence, the
employee is guaranteed an equivalent position when he or she
returns.
If an employee is summoned to appear as a witness in court and is
not a party to the action, the employee will be paid for the time off
required to be in court. The employee may keep any witness fees
unless he/she is a witness for CFS in the course of his/her job.
h. BEREAVEMENT LEAVE
For the purposes of attending a funeral or tending to business directly
due to the death of an immediate family member, the Organization
will grant a leave of absence with pay to an employee of up to three (3)
days. Two (2) additional days of leave with pay will be granted if the
employee is required to leave the State to attend the funeral. Paid
leave will be granted for regular workdays only.
For purposes of bereavement leave, "immediate family” is defined as
an employee's natural, adoptive, or step parent; brother; sister;
spouse;
children;
parents-in-law;
grandparents;
guardians;
grandchildren; or an employee's immediate family through the
Hawaiian "hanai" custom.
"Hanai” relationships are limited to an employee’s “hanai parent” and
an employee’s “hanai son” or “hanai daughter”, such terms are
defined herein. A “hanai son” or “hanai daughter” means he/she is a
minor child whom the employee has taken into the employee’s home
or who permanently resides, is educated, and reared by the employee.
A “hanai son” or “hanai daughter” also means a person who, as a
minor, lived on a permanent basis with employee in the employee’s
home and was educated and reared by the employee. A “hanai
parent” means a person with whom the employee resided on a
permanent basis while he/she was a minor and who also raised,
provided care expenses, and educated the employee. A “hanai”
relationship qualifies as that intended under FMLA-covered “in loco
parentis” condition.
34
i. EDUCATIONAL LEAVE
i. CFS may grant, upon request, an unpaid leave of absence to
employees for educational improvement related to their job
task. However, accrued vacation can be accessed.
ii. Employees may be eligible for educational leave at the rate of
two (2) weeks for each year of continuous service up to a
maximum of ten (10) weeks.
iii. Employees must complete a minimum of four (4) years of
continuous service to be eligible.
iv. Employees must complete four (4) years of continuous service
between leaves.
j. VOTING TIME OFF
CFS observes the Election Day holiday. For those employees who are
essential and required to work, they are encouraged to make every
effort to vote prior to their arrival at work or after working hours. The
voting polls are open from 7:00 a.m. to 6:00 p.m. on Election Day. If
employees need additional time to vote, up to two (2) hours with pay
will be given to you at the beginning or end of the day. If employees
require time off in order to vote, they must notify their Supervisor at
least one (1) week before Election Day. Employees must present their
voter receipt in order to be paid for the period of absence.
k. FAMILY AND MEDICAL LEAVE ACT (FMLA)
(HFLL)
AND
HAWAII FAMILY LEAVE LAW
i. REASONS FOR TAKING LEAVE
a.
FMLA
1.
2.
3.
b.
To care for the employee’s child after birth or
placement for adoption or foster care; or
To care for the employee's spouse, son or daughter
including "hanai relationship", or parent including
“hanai relationship”, who has a serious health
condition; or
For a serious health condition that makes the
employee unable to perform the essential functions
of the employee’s job.
HFLL
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1.
2.
To care for the employee’s child after birth, or
placement for adoption or foster care or
To care for the employee's spouse, son or daughter
including "hanai relationship”, grandparent,
grandparent-in-law, or parent (biological parent,
foster parent, adoptive parent, parent-in-law,
stepparent, legal guardian, or parent through the
“hanai relationship”) who has a serious health
condition.
"Serious health condition" is a health problem that requires
either inpatient care (i.e. overnight stay) or continuing
treatment by a health care provider. Unless complications
arise, the term "serious health condition" is not intended to
cover short term conditions for which treatment and recovery
are very brief, such as the common cold, the flu, ear aches,
upset stomach, minor ulcers, headaches other than migraines,
routine dental or orthodontia problems, and periodontal
diseases.
ii. ELIGIBILITY FOR LEAVE
a.
FMLA
1.
2.
b.
An employee is "eligible" for up to twelve (12)
weeks of FMLA leave during a benefit year after
working at least 1,250 hours over a twelve (12)
month period preceding the start of the leave.
Spouses who are both employed by CFS are
entitled to a total of twelve (12) weeks of leave
during any twelve (12)-month period [rather than
twelve (12) weeks each] for the birth, adoption, or
foster care of a child.
HFLL
An employee who does not meet the twelve (12)-month,
1,250-hour requirement, but has been employed by CFS
for at least six (6) consecutive months, may be eligible to
take up to four (4) weeks of family leave each year under
the HFLL.
If any employee takes paid or unpaid leave that qualifies as
both FMLA and HFLL, the leave used counts against the
employee’s entitlement under both laws.
A “benefit year” begins the date an employee first commences
leave under FMLA and HFLL provisions.
36
iii. PROCEDURES FOR REQUESTING FMLA AND HFLL
a.
Employees ordinarily must provide thirty (30) days
advance notice when leave is foreseeable. If thirty (30)
days notice is not given, the leave may be denied. If the
leave is not foreseeable, then notice must be given as
soon as possible.
b.
CFS has the right to require medical certification to
support a request for leave related to a "serious health
condition." CFS may require a second or third opinion
and a fitness for duty report to return to work.
c.
An employee who requests family leave must exhaust
any accumulated paid leave (PTO before taking unpaid
leave, as part of their twelve (12) week entitlement under
this policy. Eligible employees taking leave under the
Hawaii Family Leave Law must use any accumulated
paid leave (PTO) before taking unpaid leave.
d.
A request for leave may be obtained from the HR Benefits
Specialist. The length of leave desired, the reason for the
leave, and the signature of the employee must be on the
form. The employee’s immediate Supervisor and the
appropriate Director of Program Services must approve
the leave request.
e.
Employees may be required to provide documentation to
re-certify the situation, for periodic status reports, and
for intent to return to work.
iv. BENEFITS WHILE ON LEAVE OF ABSENCE
a.
For the duration of family or medical leave, CFS will
maintain the employee’s medical insurance coverage with
any “group health plan” under the same conditions that
coverage would have been provided if the employee had
continued working.
b.
CFS may recover premiums paid for maintaining an
employee’s health coverage during periods of unpaid
family and medical leave if the employee fails to return to
work from family or medical leave; provided that CFS will
not recover such premiums if the reason for not
returning is the continuation, reoccurrence, or onset of
circumstances which would otherwise entitle the
employee to family and medical leave, or if the employee
37
fails to return based on circumstances beyond his/her
control.
c.
Employees who are granted approved family or medical
leaves of absence should make arrangements to pay for
their share of the cost of medical, drug, vision, and
dental insurance for spouses and dependents, and any
other benefit programs that may be offered by CFS.
Such premium payments will be deducted from any
applicable paid leave in the same manner as when the
employee is on paid leave apart from family and medical
leave pursuant to this policy. If an employee fails to pay
their portion of the insurance premium, insurance
coverage may be terminated.
d.
Under some circumstances, to ensure that CFS can meet
its responsibilities under the law, CFS may elect to
maintain these benefits by paying an employee’s share of
premiums during periods of unpaid family or medical
leave. In such circumstances CFS is entitled to recover
any premium payments made on an employee’s behalf to
maintain coverage of benefits during unpaid family or
medical leave.
e.
PTO leave benefits will not accumulate during leaves of
absence without pay.
f.
Holiday pay, bereavement pay, or jury duty pay will not
be paid while on a family or medical leave of absence.
v. RETURN FROM LEAVE
a.
Upon return from leave most employees will be restored
to their original or equivalent position with equivalent
pay, benefits, and other employment terms. However,
CFS may deny restoration to certain highly compensated
employees. If CFS notifies such an employee that he/she
will not be reinstated at the completion of the family or
medical leave, the employee may still request, but is not
guaranteed, reinstatement at the conclusion of the leave.
b.
The use of family or medical leave will not result in the
loss of any employment benefits that accumulated prior
to the start of an employee's leave.
c.
CFS has the right to require medical certification if the
employee is unable to return from leave because of a
"serious health condition."
38
d.
Failure to return from an authorized leave on the date
agreed upon in writing will be treated as a voluntary
resignation.
e.
Employees may not work for another employer while on
an approved leave of absence.
l. LEAVE WITHOUT PAY
Leave without pay will be granted based on approval from the
appropriate Vice President. The exact amount of leave time granted
in each case will be determined based on the circumstances of the
request and the workload of the affected department. Each case will
be reviewed on an individual basis taking into consideration length of
leave and the position involved. Every effort will be made to reinstate
an employee to his/her same position, if it can be held open, or to a
similar position, at the end of the leave.
Any accumulated paid leave (PTO) must be exhausted before taking
unpaid leavePTO leave benefits will not accumulate during leaves of
absence without pay. Benefits will continue only for the month in
which leave begins. The employee is required to pay the full share of
their benefits to cover the leave period before their leave begins. It is
the employee’s responsibility to make these arrangements to keep
their benefits from lapsing.
Leaves of absence without pay may not be more than three months in
duration. Approved leaves of thirty (30) days or less will not affect the
employee’s anniversary date. Failure to return from an authorized
leave on the date agreed upon in writing will be treated as a voluntary
resignation. Employees may not work for another employer while on
an approved leave of absence.
m. DOMESTIC VIOLENCE LEAVE
An employee who is a victim of or has a minor child who is a victim of
domestic or sexual abuse may be eligible to take unpaid leave for a
reasonable period of time, not to exceed thirty (30) days per calendar
year. An employee must have worked for the Organization for at least
six (6) consecutive months to be eligible for leave under this policy.
For purposes of this section, “minor child” includes biological,
adopted, foster, or stepchild, or any legal ward of an employee under
the age of majority.
This leave may be taken to seek medical attention, to obtain services
from a victim services organization, to obtain psychological or other
counseling, to relocate, or to take legal action related to the domestic
or sexual violence.
39
An employee who is entitled to victims leave and is seeking medical
attention must provide the employer with medical certification. If
requested certification is not provided, protected leave may be denied.
For leaves of five (5) days or fewer, for reasons other than the
employee’s medical treatment, the employee must present a signed
statement that the leave is needed for purposes related to domestic
violence. For leaves of more than five (5) days, the employee must
obtain certification from the victim services organization, attorney,
advocate, or police or court record that the leave is needed.
Employees are required to exhaust all applicable and accumulated
paid leave. After an employee’s applicable paid leave is exhausted,
the remaining period of leave will be unpaid.
Employee must provide reasonable advanced notice of the need for
leave, unless not practical due to imminent danger to the employee or
the employee’s minor child.
i. STANDARDS OF CONDUCT AND WORK RULES
Rules and standards regarding employee behavior are necessary for the
efficient operation of the Organization and for the benefit and safety of all
employees. All employees are expected to meet established performance and
conduct requirements. While it would be impossible to compile complete
lists of expected behavior and/or unacceptable conduct subject to corrective
action, the following guidelines provide a general outline of expectations.
a. CODE OF ETHICS
All employees of CFS, including independent contractors, are required
to review and affirm their commitment to the CFS Code of Ethics.
This code of ethics enables CFS to formally identify the ethical
responsibilities held in common amongst all Organization personnel.
By signing the Code of Ethics Acknowledgement form, each employee
affirms his/her understanding and commitment to core Organization
values.
The CFS Code of Ethics is comprised of five (5) major areas; they are:
i.
ii.
iii.
iv.
v.
Responsibilities to Clients
Confidentiality
Responsibilities to Colleagues
Responsibilities to Employer
Professional Competency
Employees are required to review CFS Orientation, Module 2 that
covers the Organization’s Code of Ethics in full. Employees are also
required to sign the Code of Ethics Acknowledgement.
40
b. ATTENDANCE POLICY
Employees are expected to arrive at work as scheduled and to return
from breaks promptly. Examples of attendance misconduct include:
•
•
Unexcused or excessive tardiness or absences; and
Leaving work early or leaving the Organization’s premises without
permission.
Employees are responsible for giving their Manager as much advance
notice as possible of anticipated tardiness, absence, or of the need to
leave early.
i. ABSENCE
If it is necessary for an employee to be absent from work,
he/she is specifically responsible for following these procedures
in reporting absences from work:
a.
Employees should personally notify their Manager no
later than 9:00 a.m. or one (1) hour before the scheduled
start of shift of the first day of the absence. Leaving a
voice mail message or having someone call for the
employee (except in unusual circumstances) does not
satisfy this requirement.
b.
Employees should notify another Manager or Human
Resources if they are unable to contact their Manager.
Notifying another employee is not acceptable.
c.
Employees should explain the reason for the absence or
lateness and when they will return to work.
d.
It is imperative that employees call every day during their
absence. An employee who fails to report to work or call
his or her Supervisor for a period of three (3) consecutive
days shall be deemed to have resigned without notice.
Consideration will be given in extenuating circumstances
that prevent an employee giving timely notice.
e.
Your number of reported and unreported absences
(including sick leave occurrences) can affect the
appropriate category on your performance evaluations.
ii. TARDINESS
To
meet
the
specific
needs
of
an
employee’s
program/department, CFS believes it is essential that an
employee arrives for work on time and work the full day.
41
Employees are expected to be at their workstation ready for
productive work:
a.
b.
c.
d.
At the beginning of the shift time designated by the
employee’s Supervisor;
Immediately after the employee’s designated break
periods;
Immediately after the employee’s scheduled lunch period;
and
Until the end of the employee’s designated shift time.
CFS has the right to require a physician’s certificate for any
absence due to illness and to question absences or patterns of
absences. Questionable circumstances include a pattern of
illness absence abuse, e.g., preceding or following a holiday or
weekend; a pattern of tardiness in conjunction with a pattern of
absenteeism; or repeated occurrences of absenteeism.
Excessive tardiness and/or absences, even if properly reported,
adversely affect the Organization's operations, reflect poorly on
the employee's performance, and may result in discipline up to
and including discharge.
c. PERFORMANCE
Employees are expected to perform their jobs efficiently, effectively,
and in accordance with established procedures.
Examples of
unacceptable performance include:
•
•
•
•
•
Failure to meet quality standards and deadlines;
Refusal to work overtime or failing to accept work assignments;
Insubordination or failing to follow Manager directions;
Unprofessional conduct or rudeness to customers (clients, coworkers, peers); and
Violation of safety rules.
d. HONESTY AND INTEGRITY
Employees are expected to demonstrate honesty and professionalism
in the conduct of all business activities, including observance of the
spirit as well as the letter of the law. Additionally, employees are
responsible for reporting any illegal or unethical actions of employees
and non-employees to Management.
Examples of unacceptable
actions include:
•
Willful or negligent damage, theft, or misuse of property;
42
•
•
•
•
Falsification of the Organization’s records or documents (including
time records, absence reports, expense accounts, and other
business records);
Failure to report injury or unsafe conditions or to cooperate in the
Organization’s investigations;
Disclosing confidential information without authorization; and
Use of the Organization’s time or equipment for unauthorized or
personal purposes.
CFS will not punish or retaliate against any employee who in good
faith reports suspected cases of fraud or abuse. It is a crime to alter,
falsify, or destroy any document that may be relevant to an official
investigation
e. BEHAVIOR
Employees are expected to conduct themselves professionally and to
meet established standards of behavior. Examples of unacceptable
employee behavior include:
•
•
•
•
•
•
•
•
•
Violation of dress and grooming standards;
Working under the influence of illegal drugs and/or alcohol;
Possession, use, or sale of illegal drugs or alcohol at work;
Using offensive, foul, or abusive language;
Possession of guns, explosives, or other weapons on the
Organization’s property;
Fighting with or threatening employees or non-employees;
Harassment or discrimination of any kind (including sexual
harassment);
Any intentional or negligent act which endangers the safety,
health, or well-being of another person; and
Misconduct or any act which disrupts work or discredits the
Organization.
f. EMPLOYEES AS REPRESENTATIVES OF CFS
Employees are reminded that because of the mission of CFS as an
organization in the community, its employees may be looked to as role
models and are expected to engage in behavior that is in keeping with
their sensitive roles.
g. COMMUNITY ACTIVITIES
Employees may serve on community committees or take community
leadership responsibilities and use the Organization’s time when such
activities are related to their job task and to the Organization’s needs,
and when approval has been given by the employee’s immediate
Supervisor.
43
h. CONFIDENTIALITY OF CFS INFORMATION
Maintaining confidentiality is a condition of employment. Employees
are responsible for acting with complete professionalism when
discussing the Organization’s business or handling the Organization’s
information. All information, files, documents, records, plans, and
other material relating to CFS, its clients and their families, its
employees, and its programs are considered confidential.
The
Organization's general business affairs should not be discussed with
anyone outside of the Organization except as required in the normal
course of business. Inappropriate release of confidential information,
either internally or externally, will result in disciplinary action up to
and including immediate termination. All questions and requests for
confidential information, including reference requests, should be
referred to Management.
Examples of highly confidential information are those pertaining, but
not exclusive, to:
i. PROPRIETARY INFORMATION - Financial, personnel, training
materials, technical, or business information owned or
possessed by the Organization.
ii. TECHNICAL DATA - Recorded information, regardless of form or
characteristics.
iii. COMPUTER SOFTWARE AND SOFTWARE DOCUMENTATION - Computer
programs, database, technical data, including computer
listings, and printouts in human-readable form, which
document the design or details of computer software. The
above information may not be used, reproduced, or disclosed
without the written approval of the President and CEO.
iv. PROTECTED INFORMATION - Building access, security codes and
procedures, and locations of sensitive equipment, plans or
records.
i. DRUGS AND ALCOHOL POLICY
CFS has a strong commitment to maintaining a drug-free, healthy,
and safe workplace pursuant to the mandate and requirements of the
Drug-Free Workplace Act of 1988. Consequently, the following are
examples of acts which are strictly prohibited while on CFS property
or work sites, while conducting CFS business off-site, or while
operating any vehicle while on CFS business:
i. All employees of CFS are prohibited from engaging in any
activity relating to the unlawful manufacture, distribution,
dispensation, possession, purchase, sale or use of a controlled
44
substance, including alcohol, in the workplace, anywhere on
Organization property, or while on working time outside the
workplace. These conditions further pertain to the use of any
legal prescription or over-the-counter drug in a manner
inconsistent with the law or being under the influence of such
drugs if behavior, performance, or safety is impaired.
ii. Employees may not be under the influence of any controlled
substance, including alcohol, while on work time, when
representing the Organization at any community function or
activity, or in other situations which might adversely reflect
upon the Organization’s reputation or jeopardize the safety of
employees, clients, or the public.
Again, these conditions
further pertain to the use of any legal prescription or over-thecounter drug in a manner inconsistent with the law or being
under the influence of such drugs if behavior, performance, or
safety is impaired.
iii. For purposes of this policy, “controlled substance” refers to
those drugs or other substances determined by law to have
potential for abuse and which may lead to psychological abuse
or physical dependence. “Controlled Substances” include, but
are not limited to, those drugs or substances commonly known
as cocaine, crack, marijuana, heroin, peyote, opium derivatives,
amphetamines, hallucinogenic substances, and alcohol.
iv. Because violation of the Organization’s Drug-Free Work Place
Policy is a very serious matter, CFS may terminate an employee
for the first offense in accordance with the investigation
conducted, depending upon the circumstances.
v. As a condition of continued employment, all employees must
notify the Director of Human Resources of any criminal drug
statute conviction for a violation occurring in the workplace or
while on working time no later than five (5) working days after
such conviction. An employee’s failure to comply with this
provision, whenever discovered by the Organization, may result
in immediate discharge.
These activities are serious violations of CFS policy and will subject
employees to corrective action up to and including termination. Offthe-job use, possession, sale, etc. of alcohol, illegal drugs, or
controlled substances may also subject an employee to corrective
action if such actions impact job performance, workplace safety, or
the Organization’s interests.
Human Resources will provide information to employees about the
dangers of drug and alcohol abuse in the workplace, as well as inform
45
employees of the availability of substance abuse counseling and
services provided by the Employee Assistance Program.
j. NO SMOKING POLICY
Smoking, including E-cigarettes and all other electronic smoking
devices is not permissible in any enclosed or partially enclosed area,
including: waiting rooms, libraries, elevators, hallways, restrooms,
supply rooms, file rooms, conference, group or meeting rooms,
individual offices, or kitchens and support service areas. Smokers are
to utilize their 15-minute breaks in the morning and in the afternoon
to go outside to the designated smoking areas. Also considered a
common area is an enclosed space occupied by more than one person
when one of those persons is a non-smoker, who objects to smoking
in his or her presence.
If you have questions about designated smoking areas, talk to your
supervisor or consult with the Support Services Department.
k. PERSONAL TELEPHONE CALLS
Personal phone calls are not condoned.
CFS recognizes that
emergencies and family logistics may occasionally require calls during
work periods, however, they must be kept to a minimum, not interfere
with your job and must be of short duration. At no time are
employees to use business phones for personal long distance calls.
l. PERSONAL VISITORS IN THE WORKPLACE
CFS offices are places of business. To provide for the safety and
security of CFS employees and the facilities, and to avoid potential
distractions and disturbances, only authorized visitors are allowed in
the workplace. Family and friends of employees are discouraged from
visiting; prolonged visits by family or friends are not allowed.
Unauthorized visitors will be restricted from entering work areas. As
such, all visitors should enter the work facility at the reception area
and be checked in by the receptionist. Authorized visitors will receive
directions or be escorted to their destination.
Employees are
responsible for the conduct and safety of their visitors.
If an
unauthorized individual is observed on CFS premises, employees
should direct the individual to the reception area.
m. DRESS AND PERSONAL APPEARANCE
Employees are expected to maintain an appropriate appearance that
is businesslike, neat and clean, and considered safe as determined by
the requirements of the area in which the employee works. In
general, neat, clean business attire is preferred. Good personal
46
hygiene habits must be maintained. Appropriate footwear should
always be worn; bare feet are not allowed for safety reasons. Jewelry
and other accessories should be consistent with a businesslike
appearance. Extremes in make-up, hairstyles, and colors should be
avoided. Following are some examples of inappropriate dress:
•
•
•
•
Exceedingly snug and/or tattered jeans.
Any clothing with thin straps, clothing that reveals bare backs or
midriffs, or any revealing or provocative clothing.
Short-shorts.
Spandex tights or tops.
For outreach work and other program settings, casual attire may be
appropriate. Certain programs can apply for casual attire status.
Appropriate casual attire includes clean jeans or clean walking
shorts.
Casual Friday: It is permissible to wear casual clothing on Fridays
and employees are expected to dress in casual work attire that can
include clean jeans and shirts.
Please note that it is never
appropriate to wear items described in the “inappropriate dress” list.
n. SOLICITATION AND DISTRIBUTION
In order to minimize work interruptions and to maintain productive
business operations, solicitation and distribution activities (such as
soliciting contributions, distributing information or literature, selling
goods or services, gathering petitions, and soliciting memberships and
dues) are restricted on CFS premises. Such employee activities are
prohibited during working time, in work areas, on CFS bulletin
boards, and throughout CFS communication systems, including email. (Lunch and rest breaks are not considered working time.)
Additionally, off-duty employees may not conduct solicitation or
distribution activities on the CFS’s property.
At Management's
discretion, limited exceptions to this policy may be allowed, such as
charity fund raising drives, employee gift solicitations, and businessrelated sales and service presentations. All posted or distributed
information requires the prior authorization of Human Resources.
If you are in doubt concerning the application of these rules, consult
with your Manager or Human Resources management personnel.
Failure to obey these rules may result in disciplinary action.
Solicitation for any reason or cause and distribution of any literature
are prohibited at all times in ...
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