KWL Inc.
A Handbook for KWL Employees
Section 1: The Way We Work |
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Our employees are the company and through leadership, creativity, innovation, tenacity, and flexibility, we will provide quality, cost-effective service that our clients expect and deserve.
KWL Inc. recognizes that your orientation is an integral part of ensuring that you feel welcomed and valued. As a new employee, the objective of your orientation is to help you gain a clear understanding of your role along with the company’s standards, values and practices. Upon joining KWL Inc., you are required to read and familiarize yourself with the Employee Handbook.
All employees are hired on a ninety day introductory status during which time your performance and suitability for the job are carefully appraised by your supervisor. Introductory employees will be made aware of any performance issues and reasonable efforts will be made by your supervisor to correct your unsatisfactory conduct or performance. If you fail to correct your conduct of performance in a satisfactory manner, you will be terminated during the ninety calendar day introductory period.
The existence of an introductory period does not in any way alter the company’s at-will employment policy. At-will employment allows the company or you to terminate your employment relationship at any time, with or without notice, and with or without cause, regardless of an introductory period.
Employee personnel files are the property of the company and are maintained in Human Resources. All such files are private and may be reviewed only by authorized individuals and only for official business during normal work hours. It is the employee’s responsibility to keep the company informed of any changes to your name, address, telephone number, marital status, dependants, payroll deductions or emergency contact information so that your personnel file contains current information.
Upon request and under normal circumstances, you may review your personnel file during regular business hours in the presence of your supervisor or Human Resources Manager.
The company provides meal and rest periods to eligible non-exempt employees as determined by the needs of the business and in compliance with state and federal law.
You must clock or sign out for your meal periods and clock or sign in when returning to work. Automatic deductions will be taken. It is your responsibility to notify your supervisor if you are unable to take a meal break. Your supervisor will indicate on your time card “no meal period” so that you are paid for the time worked in accordance with applicable state and federal law. Your supervisor schedules all break periods, taking into consideration workloads, departmental staffing and business line needs.
KWL Inc. complies with all state and federal rules and regulations governing the payment of overtime compensation to non-exempt employees. Overtime is paid in accordance with federal and state laws.
Throughout your course of employment there may be times in which you will be required to work overtime so that we may meet the needs of our customers, in accordance with federal and state laws. In these circumstances non-exempt employees will be paid at a rate of one and one half times your regular rate of pay for hours working in excess of forty (40) hours in a workweek, or otherwise required by state law. Overtime hours are recorded on a time sheet or through a time clock.
Overtime hours are calculated on actual hours worked to include only actual hours worked towards computing weekly overtime. Sick time is an example of hours not included in the calculation of overtime.
Your Supervisor will provide guidance in the exempt or non-exempt classification or positions in accordance with the Fair Labor Standards Act. Questions concerning overtime should be directed to your Supervisor.
You may be employed currently by more than one entity, department, division, region and/or business line. Report total hours worked in all areas to the home location (where the majority of hours are worked). The home location will prevail for purposes of calculating overtime and other employment related benefits. All other divisions, locations and departments will be considered secondary.
You will be paid bi-weekly. Your paycheck will be distributed by your supervisor or payroll processor. However, you may receive a paycheck remittance via the mail if you choose to have your paycheck automatically deposited into your bank account. You will be provided the necessary forms for requesting automatic/direct deposit.
Upon receiving your paycheck please review all information for any errors that may have occurred. If there is an error with your paycheck please report it to your supervisor or Human Resources immediately. Failure to notify your supervisor or Human Resources of errors may be considered as fraud and result in disciplinary action, up to and including immediate termination.
KWL Inc. is required by state and federal law to implement specific deductions from your paycheck each pay period. Such deductions may include federal and state taxes, SUI and Social Security. Depending on the state in which you are employed and the benefits you have elected, there may be additional deductions. All deductions and the amount of the deductions are listed on your pay stub for viewing purposes. If you have any questions in regards to any deductions on your pay stub please contact Human Resources. Deductions from your paycheck of the amount advanced toward business expenses, such as tolls, weight tickets, repairs, etc., may occur if proper receipts are not received within one week following the advance issuance.
KWL Inc. understands the hectic schedules that our employees may have and therefore offers the option of having your paycheck directly deposited into your checking or savings account or a combination of either. If you would like to receive direct deposit please contact your Human Resources representative to obtain the necessary forms. Please note that if you chose to enroll in direct deposit you will be required to provide a voided check from a valid checking/ savings account to enroll.
Performance Appraisals and Merit Increases
Your performance is important to KWL Inc., therefore each year you will be provided with a formal review of your performance during the previous year and includes opportunities for performance improvement and goals for professional growth and development. You’re immediate supervisor will formally evaluate your performance at least once a year and at the end of any introductory periods. Any adjustments to compensation as a result of your performance appraisal become effective after the evaluation. All such adjustments are considered merit increases.
KWL Inc. offers a wide range of benefits to employees and their dependants. Our benefits represent a hidden value of additional income to our employees. Full descriptions of the following benefits are available from your hiring manager or Human Resources representative.
If you are classified as full-time (employees who work a minimum of forty hours per week), you are eligible to participate in the company’s employee benefit plans. Part-time and per diem employees may only be eligible to participate in some of these benefits. An employee benefit information packet will be received upon your first day of employment. New employees must submit their application or declination of coverage within two weeks of eligibility.
The company does reserve the right to modify its benefits at any time and will keep you informed of any changes. Employees are eligible to enroll during their initial eligibility period as well as each year during the Company’s open enrollment period.
KWL Inc. has a workers’ compensation benefits program as required by each state. If you are injured on the job you must immediately report the injury to your supervisor. Failure to report the injury in a reasonable amount of time will result in disciplinary action and may jeopardize your claim. Forms required by state law and the workers’ compensation carrier should be completed as required. Your supervisor is responsible for ensuring that you are given assistance in obtaining immediate medical attention. The company reserves the right to select a provider of care, unless preempted by state law.
Your supervisor will notify the Human Resources department of the injury, who is responsible for maintaining contact with you and coordinating you return to work. Should you require time away from work as indicated by the company’s selected provider of care, you and your provider are also responsible for providing updated and current information on physician appointments and ability to return to work.
You are responsible as an employee for insuring a safe work environment and for making corrections to observed unsafe behavior or conditions. Safety concerns should be immediately reported to your supervisor of Human Resources department.
Safety and Health Policy Statement
We are dedicated to provide a safe and healthful environment for employees and customers, protecting the public, and preserving KWL’s assets and property. “The Occupational Safety and Health Act of 1970 clearly states our common goal of safe and healthful working conditions”.
At KWL, Inc., our most valuable resources are the people that work for us. The safety and health of our employee’s continues to be the first consideration in the operation of this business. Injuries can be prevented, without question it is every employee’s responsibility at all levels. KWL will make all reasonable efforts to comply with all laws and government regulations pertaining to safety and health issues. An effective Safety and Health Program will be carried out throughout our organization.
KWL will maintain a safety and health program conforming to the best practices of organizations of this type, controlling hazards and risks which will minimize employee and customer injuries, damage to customer’s property and damage or destruction of KWL property. To be successful, such program requires cooperation in all safety and health matters between each employee and his or her co-workers. The prevention of occupationally-induced illnesses and injuries is of such consequence that it will be given precedence over operating productivity whenever necessary.
To the greatest degree possible, management will provide all mechanical and physical facilities required for personal safety and health in keeping with the highest standards. The policy of KWL is to provide safe equipment, adequate tools and training, and the necessary protective equipment. It is the employee’s responsibility to follow the rules of safety as established for their protection and the protection of others, and to use the protective devices, which the company provides.
No employee is required to work at a job he or she knows is not safe or healthful. Your cooperation in detecting hazards and, in turn, controlling them is a condition of your employment. Inform management immediately of any situation beyond your ability or authority to correct. Our objective is a safety and health program that will reduce the number of injuries and illnesses to an absolute minimum, not merely in keeping with, but surpassing, the best experience of operations similar to ours. “Our goal is zero accidents and injuries”.
The following Codes of Safe practices/ precautions must be observed:
· Notify your supervisor of any emergency situation. If you are injured or become ill at work, no matter how slightly, you must inform your supervisor immediately.
· All injuries shall be reported promptly after arrangements for medical and/ or first-aid treatment. First-aid materials including an Infectious Control Kit are located on the Warehouse front wall. Emergency, Fire, Ambulance, rescue squad number is 911 or Franklin Fire 508-528-2323 and Franklin Police 508-528-1212. Fire extinguishers are located in the computer room, in the kitchen area of the office, and the following Warehouse locations; back wall, front wall, dock door, front outside door near cage, and on the electric pallet jack.
· The unauthorized use of alcoholic beverages or illegal substance during work hours will not be tolerated. The possession of alcoholic beverages or illegal substances on the Company’s property without authorized use is forbidden. Persons with symptoms of alcohol and/ or drug abuse are encouraged to discuss personal or work related problems with the supervisor/ employer.
· Use, adjust and repair machines and equipment only if you are trained and qualified. Workers shall not handle or tamper with any electrical equipment, machinery or air or water lines in a manner not within the scope of their duties. This includes the use of freight elevators, fork lifts and/ or other material handling devices. Freight elevators are for “freight only”.
· Understand your job fully and follow all instructions. If you are not sure of the safe procedure ask your supervisor or location manager.
· Know the locations, contents, and use of first aid and fire fighting equipment.
· Wear personal protective equipment in accordance with the job you are performing. Approved protective equipment shall be worn in specified work areas/conditions. Horseplay, scuffling and other acts which tend to endanger the safety or well-being of employees is strictly forbidden.
· No one shall knowingly be permitted or required to work while his or her ability or alertness is impaired by fatigue, illness or other causes that might expose the individual or others to injury.
· Work shall be well-planned to prevent injuries when working with equipment and handling heavy materials. When lifting heavy objects, employees should use their knees and use the large muscles of the leg NOT the smaller muscles of the back. Back injuries are the most frequent and often most persistent and painful type of workplace injury.
Safety Rules:
· Do not throw materials, tools or other objects from heights (whether structures or buildings) until proper precautions are taken to protect others from the falling hazard.
· Wear gloves and wash thoroughly after handling injurious or poisonous substances.
· Gasoline shall not be used for cleaning purposes.
· Arrange work so you are able to face the ladder and use both hands while climbing.
· Complete pre-trip inspection of all vehicles and equipment will be required. Do not use and immediately report any broken, damaged, or unsafe equipment. Equipment shall not be repaired or adjusted while in operation.
· Do not attempt to operate machinery or equipment without permission or instruction unless it is one of your regular duties.
· Loose or frayed clothing, dangling jewelry, finger rings, and similar items must not be worn around moving machinery or other places where they can get caught.
· If you violate any of the safety precautions, or perform any unsafe act, you may receive disciplinary action up to and including immediate termination.
Evacuation:
Should a safe and orderly evacuation of employees and customers (visitors) from the premises become necessary due to an emergency such as fire, the designated meeting place is on the other side of the parking lot across from the front main entrance of our facility. If you exit via the back warehouse door near the loading dock, walk around the building to the designated meeting place, so that all employees and visitors who occupied KWL’s premises at the time of evacuation can be counted for.
Robbery Response:
Chances of robbery at KWL Inc. is very remote with the security system and procedures we have in place. However, should you become involved in a robbery or attempted robbery, your response and action should be as follows.
· Do Not try to counteract the robbery,, get away from the area if possible and notify local law authorities.
· Drivers are not to resist any robbery attempts.
· Evaluate the situation for the safest actions.
· Record all of the observations, after the area has been cleared and no further danger exists.
· After attempt or robbery, immediately notify KWL’s Operations Manager.
· If unable to do so earlier, notify local authorities.
at client locations may be subject to video surveillance with or without their permission or knowledge.
Vacation, Holiday and Sick Time Plans
KWL Inc. understands the importance of taking time away from work for rest and relaxation; therefore we offer paid vacation, sick and holiday time. All full time employees regularly scheduled to work a minimum of forty (40) hours a week are eligible to receive vacation, holiday and sick time in accordance with the plan. Part time employees working fewer than forty (40) hours, on call or temporary employees are not eligible to receive paid time off.
Employees that are hired as percentage/long haul drivers with a hire date after Jan05 will not be eligible for vacation, sick or holiday pay.
If you are classified as an eligible employee your vacation and sick time is calculated according to your anniversary date.
In addition you will receive pay for certain holidays (found under Holiday benefits) starting 90 days from your date of hire, in accordance with the guidelines described under the Schedule of Benefits. The time off for the holidays does not accrue; rather, you will be paid for applicable holiday time (following your date of hire) during the pay period in which the holiday occurs. Non-exempt employees must work their scheduled work day before and after the holiday in order to be paid for the holiday, unless they are absent with prior approval from the general manager.
Employees on an inactive status or on leave of absence will continue to accrue their vacation and sick time however, holiday pay will resume upon their return to eligible active status.
Full-time employees are eligible, after completing one year of employment, for two paid sick days each year. Sick days are calculated according to your anniversary date. Exempt employees will receive sick pay in compliance with state and federal wage and hour laws. You may use accrued sick time to care for a child who is sick. Sick days can be carried over to the following year, up to a maximum of ten days or if you elect, you may be paid on or about your anniversary date in lieu of taking the actual time off. Sick days can be used when an “NWA” is scheduled. Employees are not paid for earned but unused sick days upon termination.
If you utilize time for the purpose of illness you may be required to provide a physician’s medical certification as well as provide authorization to return to work if you were absent three or more days.
Paid Time Off – Exempt Employees
Exempt employees do not accrue a set amount of paid time off. Exempt employees are permitted to take paid time off as needed and should look to the paid time off policy for non-exempt employees as a guide to the amount of paid time that is appropriate for an employee given the employee’s years of service with the Company.
Exempt employees are required to submit written requests for time off to their supervisor in advance of their planned time off. Management reserves the right to designate when some or all paid time off may be taken.
Given the fact that exempt employees do not accrue paid time off, they cannot carry over paid time off from year to year and will not receive compensation in lieu of unused paid time off at the time of their separation from employment with the company
Vacation, Sick, and Holiday Benefits
Full-time employees are eligible for paid vacation. Vacation is calculated according to your anniversary date as follows:
After 1 full anniversary year, you shall be entitled to 1 week of paid vacation.
After 2 full anniversary years, you shall be entitled to 2 weeks paid vacation annually.
After 5 full anniversary years, you shall be entitled to 3 weeks of paid vacation annually. (This is the max number of weeks you can acquire)
If you are classified as an eligible employee you will also receive your regular rate of pay for your regularly scheduled hours (up to a maximum of eight hours) for each of the following eight holidays: Over company normally observes these holidays, actual schedule may vary to accommodate that of our customers.
1. New Year’s Day ( January 1st)
2. President’s Day
3. Memorial Day
4. Independence Day (July 4th)
5. Labor Day
6. Thanksgiving Day
7. Day after Thanksgiving Day
8. Christmas Day
Vacation must be scheduled and permitted upon management approval with as much advanced notice as possible. It is suggested that requests for vacation be submitted at least one month in advance with a minimum of two weeks prior to the day in which you are requesting off. It is company policy that vacation is approved on a first come, first serve basis. When one or more requests are submitted at the same time, requests may be determined and granted according to an employee’s seniority. Vacation requests are taking into account based on operation requirements. In addition supervisors are not required to approve vacation requested in order to meet the needs of the employee, if the supervisor believes that it will have a negative impact on the company’s work requirements. Vacation cannot be taken during quarter end times.( last week of March, last week of June, last week of September and last week of December) However, with approval time can be used to continue pay when scheduled for a “NWA” (no work available).
In the event that you change from an ‘eligible’ employee to that of an ‘ineligible’ employee you will be paid all accrued vacation hours at the same time of your change in accordance to state and federal laws. No payment will be made for unused sick time and the sick time account will be eliminated. If you change from ‘ineligible’ to ‘eligible’ status, you will begin accruing vacation and sick time effective immediately and will be eligible to receive holidays starting with the effective date of your status change. In the event that you had such a status change you will not have to satisfy a 90 day waiting period to utilize you accrued time off unless you have not met your 90th day of employment in which you will be obligated to continue with the waiting period as set forth for newly eligible employees.
Vacation and Sick Time Carried Forward
Unused vacation time constitutes as “wage” earned under the Wage Act. In accordance with 149, §148 (“Wage Act”), employers are required to carry over un-utilized vacation time or pay employees for unused vacation time upon completing an anniversary year or termination of employment. Vacation time cannot be carried over to the following year exception may be approved by the general manager. In the event that you are terminated your employment status you will receive one hundred percent (100%) of your unutilized vacation balance to be paid upon termination unless otherwise required by state and federal law.
Family Medical Leave Act (FMLA)
KWL Inc. grants family and medical leave to eligible employees in accordance with the Family Medical Leave Act (FMLA) of 1993. FMLA leave can be used to care for your newborn or newly adopted child or placement of a foster child; to take care of your spouse, parent, or child with a serious health condition; or if you are unable to work because of a serious health condition. It cannot be used for unmarried partners, in-laws, siblings and other relatives. You are eligible for family or medical leave if you have been employed for at least 12 months and have worked at least 1250 hours of service during the 12 months immediately preceding the commencement of leave.
Family and medical leave provides up to 12 workweeks of unpaid leave during any 12-month period to eligible employees for family and medical reasons. Leave for birth and care, or placement for adoption or foster care must conclude within 12 months of the birth or placement. Spouses working for the company are jointly entitled to a combined total of 12 workweeks of family medical leave for the birth and care of a newborn child, for the placement for adoption or foster care, and to care for a parent who has a serious health condition. For record keeping purposes, the company uses rolling 12 month period, counting backwards from the current leave request to calculate and approve requests for family and medical leave.
Whenever possible, you should make a written request for leave to the supervisor at least 30 days before the date on which the leave is to begin. In the event of emergency leave, you must contact your supervisor as soon as practical of the leave. The company will notify you in writing of the date your FMLA leave will begin. This notice will be documented on the employers response form to your request for FMLA leave. If you are requesting leave because of a serious health condition, you must provide medical certification of that serious health condition experienced by you or your family member by completing the medical certification form. You will be required to provide periodic updates during your leave regarding your status and intent to return to work.
Definition:
If you choose continue your group health insurance coverage while on FMLA leave, you will be required to continue to pay your share of the premium. Arrangements may be made with the benefits department for this payment. If you fail to return to work after FMLA leave, the company may recover from you its share of health premiums paid during your leave. Upon returning from FMLA leave within the appropriate time frame, you are entitled to be reinstated to your original job with equivalent pay, benefits, and other terms and conditions of employment. Seniority and other benefits do not accrue during a period of FMLA leave. Any benefits accrued prior to the beginning of such leave will be restored to you upon your return to work. Under specified and limited circumstances where reinstatement will cause substantial and grievous economic injury to its operations, the company may refuse to reinstate certain high level “key” employees after using FMLA leave. Key employees are salaried employees who are amongst the highest paid 10 percent o employees with 75 miles of the work site. In order to do so the company must:
The company administers FMLA concurrent with other types of leaves whenever there is a qualifying event. For further information about FMLA, contact you supervisor or the human resources representative.
KWL Inc. may grant a personal leave of absence (PLOA) from work in the case of a personal medical disability (including pregnancy), personal emergency, personal or educational purposes, workers’ compensation, military duty, jury duty, witness duty, bereavement, or family obligations arising from the birth or adoption of a child or a serious illness involving a family member. You are eligible for a personal leave of absence if you have been employed for at least 6 months and have worked at least 480 hours of service during the 6 months immediately preceding the commencement of leave.
A personal leave of absence provides up to 30 days of unpaid leave during any 12-month period to eligible employees. Only one PLOA may be granted every 12-month period which must be taken continuously.
Requests for a PLOA will be considered on the basis of length of service, performance, responsibility level, the reason for the request and staffing requirements. For further information about PLOA contact your supervisor or the human resources representative.
Maternity Medical Leave of Absence/Parental Leave
Our company grants a maternity medical leave of absence (MMLA) or parental leave of absence to eligible employees in accordance with state and federal laws. You are eligible for an MMLA or paternity leave of absence if you have been employed for at least 3 months and have worked at least 360 hours of service as a full time employee during the 3 months immediately preceding the commencement of leave.
An MMLA or parental leave up to 8 weeks of unpaid leave during any 12-month period to eligible employees for the purpose of the birth of a child, adoption of a child under 18 years old or the adoption of a person under 23 years old who is mentally or physically disabled. An MMLA may be taken intermittently and is subject to the employer’s approval. If you are on intermittent leave, you must try to schedule time away from work so as not to disrupt the company’s operation. Because federal and state laws prohibit sex discrimination in employment, male employees may have the right to take the same 8 weeks of leave a female employee is entitled to take at the adoption of a baby, and to take a certain amount of leave at the birth of a child.
Upon returning from an MMLA or parental leave of absence with the appropriate time frame, you are entitled to be instated to your original job or to an equivalent job with equivalent pay, benefits, and other terms and conditions of employment. Seniority and other benefits do not accrue during a period of MMLA or parental leave of absence. Any benefits accrued prior to the beginning of such leave will be restored to you upon your return to work.
For further information about MMLA/Parental Leave contact your supervisor or the human resources representative.
If summoned to appear for jury duty, you must notify your supervisor immediately. If you are required to serve on a jury, you should speak with your location manager regarding the need for a personal leave of absence. If it is determined that a personal leave of absence is necessary, you will need to complete a jury duty leave of absence form and include a copy of the summons to serve.
Non-exempt (hourly) employees are eligible for three jury duty paid days, unless otherwise required by state law. If you serve greater than three days you will be allowed to use your vacation or paid time off benefits for partial or full-day absences due to jury duty. Exempt employees will be paid their regular salary for work missed due to jury duty, unless a full week of work or more is missed. When a full week of work is missed, you will be granted five jury duty paid days unless otherwise required by state law. If you serve greater than five day you will be allowed to use your vacation or paid time off benefits for only full-day absences due to jury duty. You are expected to return to work each day you are released from jury duty in time to perform your assigned duties.
Employee benefits in which you are enrolled will continue while you are on jury duty leave. You will be required to continue payment on any required contributions for your benefits during the leave. You will be reinstated without loss of seniority while on an approved jury duty leave.
If you are required to serve as a witness for longer than five days, you may request an unpaid leave of absence. If the duration of time off is expected to be longer than five days, you should make a written request for an unpaid personal leave of absence together with evidence of the requirements to serve as a witness.
Non-exempt employees are not eligible for witness duty pay; however, you may use your vacation or paid time off. Exempt employees will be paid your regular salary for work missed due to witness duty, unless a full week of work is missed. When a full week of work is missed, you will be granted five witness duty paid days unless otherwise required by state law. If you serve greater than five days you will be allowed to use your vacation or paid time off benefits for only full-day absences due to witness day.*
*A personal leave of absence for the reason of witness duty does not apply if you are subpoenaed to appear as a witness on behalf of the company. In such a case, you will receive your standard compensation for the time spent serving in this capacity.
The company grants military leaves of absence as required by law to eligible employees who are military service members. Military forces include:
The following types of military duty qualify for a leave of absence:
As an employee, you will be required to present official military orders or other evidence to support a request for military leave.
When you return from military leave, your benefits will be restored according to the applicable plans in effect at that time. Your seniority and any rights or benefits based on seniority that you would have attained had you remained continuously employed will be recognized at the time you return to work for the company. Military service will also be considered service with the employer for the purposes of vesting and benefits accrual.
KWL Inc. believes that every employee should have the opportunity to vote in any state, federal, primary, general or special election. If your work schedule does not provide you with three consecutive hours either between the opening of the polls and the beginning of your shift or between the end of your shift and the close of the polls, you will be allowed to take three paid hours off in order to vote. You must notify your supervisor of your need to vote at least one day previous to Election Day. Upon your return from voting you must present a voters receipt to your supervisor which is to be submitted with the payroll in which the election was held.
It is very important to the company to solicit and receive feedback from you that will benefit and influence positive changes in the work environment for all employees. We encourage you to bring your questions, suggestions and complaints to our attention. We carefully consider each of these in our continuing effort to improve operations.
If you feel you are having difficulty with a situation, present the issue to your supervisor so that the matter may be settled by examination and discussion of the facts. If you still have questions after meeting with your supervisor or if you would like further clarification on the matter, request a meeting with the general manager. Your issues will be reviewed and discussed to assist in finding a possible solution. Finally, if you still believe that your problem has not been fairly or fully addressed, request a meeting with you Human Resources representative.
Your suggestions and comments on any subject are important, and we encourage you to take every opportunity to discuss them with us. If you leave KWL Inc. your supervisor, location manager or Human Resources representative may request your cooperation in providing your opinion about your work experience with the company.