Ridgeway Veterinary Employee Manual
Ridgeway Veterinary LLC
EMPLOYEE MANUAL
Revised March 1, 2012
TABLE OF CONTENTS
SECTION 1 - INTRODUCTION
1.1 Changes in Policy
1.2 Employment Applications
1.3 Employment Relationship
SECTION 2 - DEFINITIONS OF EMPLOYEE STATUS
“Employees” Defined
SECTION 3 - EMPLOYMENT POLICIES
3.1 Non-Discrimination
3.2 Probationary Period for New Employees
3.3 Lunch Periods
3.4 Break Periods
3.5 Personnel Files
3.6 Personnel Data Changes
3.7 Inclement Weather/Emergency Closings
3.8 Performance Review and Planning Sessions
3.9 Outside Employment
3.10 Corrective Action
3.11 Employment Termination
3.12 Safety
3.13 Health Related Issues
3.14 Employee Requiring Medical Attention
3.15 Building Security
3.16 Insurance on Personal Effects
3.17 Supplies; Expenditures; Obligating the Company
3.18 Expense Reimbursement
3.19 Parking
3.20 Visitors in the Workplace
3.21 Immigration Law Compliance
SECTION 4 - STANDARDS OF CONDUCT
4.1 Attendance/Punctuality
4.2 Absence Without Notice
4.3 Harassment, including Sexual Harassment
4.4 Telephone Use
4.5 Public Image
4.6 Substance Abuse
4.7 Tobacco Products
4.8 Internet Use
SECTION 5 - WAGE AND SALARY POLICIES
5.1 Wage or Salary Increases
5.2 Timekeeping
5.3 Overtime
5.4 Paydays
SECTION 6 - BENEFITS AND SERVICES
6.1 Social Security/Medicare
6.2 Jury Duty/Military Leave
SECTION 7 - EMPLOYEE COMMUNICATIONS
7.1 Staff Meetings
7.2 Bulletin Boards
7.3 Suggestion Box
7.4 Procedure for Handling Complaints
SECTION 1
INTRODUCTION
This Manual is designed to acquaint you with Ridgeway Veterinary LLC and provide you with information about working conditions, benefits, and policies affecting your employment.
The information contained in this Manual applies to all employees of Ridgeway Veterinary LLC. Following the policies described in this Manual is considered a condition of continued employment. However, nothing in this Manual alters an employee’s status. The contents of this Manual shall not constitute nor be construed as a promise of employment or as a contract between the Company and any of its employees. The Manual is a summary of our policies, which are presented here only as a matter of information.
You are responsible for reading, understanding, and complying with the provisions of this Manual. Our objective is to provide you with a work environment that is constructive to both personal and professional growth.
1.1 CHANGES IN POLICY
This Manual supersedes all previous employee manuals and memos that may have been issued from time to time on subjects covered in this Manual.
However, since our business and our organization are subject to change, we reserve the right to interpret, change, suspend, cancel, or dispute with or without notice all or any part of our policies, procedures, and benefits at any time. We will notify all employees of these changes. Changes will be effective on the dates determined by the Company, and after those dates all superseded policies will be null.
No individual supervisor or manager has the authority to change policies at any time. If you are uncertain about any policy or procedure, speak with your direct supervisor.
1.2 EMPLOYMENT APPLICATIONS
We rely upon the accuracy of information contained in the employment application and the accuracy of other data presented throughout the hiring process and employment. Any misrepresentations, falsifications, or material omissions in any of this information or data may result in exclusion of the individual from further consideration for employment or, if the person has been hired, termination of employment.
1.3 EMPLOYMENT RELATIONSHIP
You enter into employment voluntarily, and you are free to resign at any time for any reason or no reason. Similarly, Ridgeway Veterinary LLC is free to conclude its relationship with any employee at any time for any reason or no reason. Following the probationary period, employees are required to follow the Employment Termination Policy.
SECTION 2
DEFINITIONS OF EMPLOYEES STATUS
“EMPLOYEES” DEFINED
An “employee” of Ridgeway Veterinary LLC. is a person who regularly works for Ridgeway Veterinary LLC. on a wage or salary basis. “Employees” may include exempt, non-exempt, regular full-time, regular part-time, and temporary persons, and others employed with the Company who are subject to the control and direction of Ridgeway Veterinary LLC in the performance of their duties. Please note that the
EXEMPT
Employees whose positions meet specific criteria established by the Fair Labor Standards Act (FLSA) and who are exempt from overtime pay requirements.
NON-EXEMPT
Employees whose positions do not meet FLSA criteria and who are paid one and one-half their regular rate of pay for hours worked in excess of 40 hours per week.
REGULAR FULL-TIME
Employees who have completed the [90-day] probationary period and who are regularly scheduled to work [35] or more hours per week. Generally, they are eligible for the Company’s benefit package, subject to the terms, conditions, and limitations of each benefit program.
REGULAR PART-TIME
Employees who have completed the 90 day probationary period and who are regularly scheduled to work less than 35 hours per week.
TEMPORARY (FULL-TIME or PART-TIME)
Those whose performance is being evaluated to determine whether further employment in a specific position or with the Company is appropriate or individuals who are hired as interim replacements to assist in the completion of a specific project or for vacation relief. Employment beyond any initially stated period does not in any way imply a change in employment status. Temporary employees retain that status until they are notified of a change. They are not eligible for any of the Company’s benefit programs.
PROBATIONARY PERIOD FOR NEW EMPLOYEES
A new employee whose performance is being evaluated to determine whether further employment in a specific position or with Ridgeway Veterinary LLC is appropriate. When an employee completes the probationary period, the employee will be notified of his/her new status with Ridgeway Veterinary LLC.
SECTION 3
EMPLOYMENT POLICIES
3.1 NON-DISCRIMINATION
In order to provide equal employment and advancement opportunities to all individuals, employment decisions at Ridgeway Veterinary LLC will be based on merit, qualifications, and abilities. Ridgeway Veterinary LLC does not discriminate in employment opportunities or practices because of race, color, religion, sex, national origin, age or disability.
Ridgeway Veterinary LLC will make reasonable accommodations for qualified individuals with known disabilities unless doing so would result in an undue hardship. This policy governs all aspects of employment, including selection, job assignment, compensation, discipline, termination, and access to benefits and training.
Employees with questions or concerns about discrimination in the workplace are encouraged to bring these issues to the attention of their supervisor. Employees can raise concerns and make reports without fear of reprisal. Anyone found to be engaging in unlawful discrimination will be subject to disciplinary action, including termination of employment.
3.2 PROBATIONARY PERIOD FOR NEW EMPLOYEES
The probationary period for regular full-time and regular part-time employees lasts up to 90 days from date of hire. During this time, employees have the opportunity to evaluate our Company as a place to work and management has its first opportunity to evaluate the employee. During this introductory period, both the employee and the Company have the right to terminate employment without advance notice.
Upon satisfactory completion of the probationary period, a 90 day review will be given and benefits will begin as appropriate. All employees, regardless of classification or length of service, are expected to meet and maintain Company standards for job performance and behavior (See Section 4, Standards of Conduct).
3.3 LUNCH PERIODS
Employees are allowed a one-hour lunch break. Lunch breaks generally are taken on a staggered schedule so that your absence does not create a problem for co-workers or clients.
3.4 BREAK PERIODS
If employees have unexpected personal business to take care of, they must notify their direct supervisor to discuss time away from work and make provisions as necessary. Personal business should be conducted on the employee’s own time.
Employees who do not adhere to the break policy will be subject to disciplinary action, including termination.
3.5 PERSONNEL FILES
Personnel files are the property of Ridgeway Veterinary LLC, and access to the information is restricted. Management personnel of Ridgeway Veterinary LLC who have a legitimate reason to review the file are allowed to do so.
3.6 PERSONNEL DATA CHANGES
It is the responsibility of each employee to promptly notify their supervisor or of any changes in personnel data such as:
Mailing address,
Telephone numbers,
Name and number of dependents, and
Individuals to be contacted in the event of an emergency.
An employee’s personnel data should be accurate and current at all times.
3.7 INCLEMENT WEATHER/EMERGENCY CLOSINGS
At times, emergencies such as severe weather, fires, or power failures can disrupt company operations. The decision to close the office will be made by the management of Ridgeway Veterinary LLC.
When the decision is made to close the employees will receive official notification from their supervisors. Time off from scheduled work due to emergency closings will be unpaid for all non-exempt employees.
3.8 EMPLOYEE PERFORMANCE REVIEW AND PLANNING SESSIONS
Supervisors will conduct performance reviews and planning sessions with all regular full-time and regular part-time employees after six months of service. Supervisors may conduct informal performance reviews and planning sessions more often if they choose.
Performance reviews and planning sessions are designed for the supervisor and the employee to discuss his/her current job tasks, encourage and recognize attributes, and discuss positive, purposeful approaches for meeting work-related goals. Together, employee and supervisor discuss ways in which the employee can accomplish goals or learn new skills. The planning sessions are designed for the employee and his/her supervisor to make and agree on new goals, skills, and areas for improvement.
Ridgeway Veterinary LLC directly links wage and salary increases with performance. Your performance review and planning sessions will have a direct effect on any changes in your compensation. For this reason among others, it is important to prepare for these reviews carefully, and participate in them fully.
New employees will be reviewed at the end of their probationary periods (see Section 3.3, Probationary Period for New Employees).
3.9 OUTSIDE EMPLOYMENT
Employees may hold outside jobs in non-related businesses or professions as long as the employee meets the performance standards of their job description with Ridgeway Veterinary LLC. Unless an alternative work schedule has been approved by Ridgeway Veterinary LLC, employees will be subject to the company’s scheduling demands, regardless of any existing outside work assignments. Ridgeway Veterinary LLC office space, equipment, and materials are not to be used for outside employment.
3.10 CORRECTIVE ACTION
Ridgeway Veterinary LLC holds each of its employees to certain work rules and standards of conduct (see Section 4). When an employee deviates from these rules and standards, Ridgeway Veterinary LLC expects the employee’s supervisor to take corrective action.
Corrective action at Ridgeway Veterinary LLC is progressive. That is, the action taken in response to a rule infraction or violation of standards typically follows a pattern increasing in seriousness until the infraction or violation is corrected.
The usual sequence of corrective actions includes an oral warning, a written warning, probation, and finally termination of employment. In deciding which initial corrective action would be appropriate, a supervisor will consider the seriousness of the infraction, the circumstances surrounding the matter, and the employee’s previous record.
Though committed to a progressive approach to corrective action, Ridgeway Veterinary LLC considers certain rule infractions and violations of standards as grounds for immediate termination of employment. These include but are not limited to: theft in any form, insubordinate behavior, vandalism or destruction of company property, being on company property during non-business hours, the use of company equipment and/or company vehicles without prior authorization by executive staff untruthfulness about personal work history, skills, or training, divulging Company business practices, and misrepresentations of Ridgeway Veterinary LLC to a customer, a prospective customer, the general public, or an employee.
3.11 EMPLOYMENT TERMINATION
Termination of employment is an inevitable part of personnel activity within any organization, and many of the reasons for termination are routine. Below are a few examples of some of the most common circumstances under which employment is terminated:
Resignation – voluntary employment termination initiated by an employee.
Termination – involuntary employment termination initiated by Ridgeway Veterinary LLC.
Layoff – involuntary employment termination initiated by Ridgeway Veterinary LLC for non-disciplinary reasons.
When an employee intends to terminate his/her employment with Ridgeway Veterinary LLC he/she shall give Ridgeway Veterinary LLC at least two weeks written notice.
Since employment with Ridgeway Veterinary LLC is based on mutual consent, both the employee and Ridgeway Veterinary LLC have the right to terminate employment at will, with or without cause during the Introductory/Probationary Period for New Employees (See Section
3.3, Introductory/Probationary Period for New Employees).
Any employee who terminates employment with Ridgeway Veterinary LLC shall return all files, records, keys, and any other materials that are property of Ridgeway Veterinary LLC. No final settlement of an employee’s pay will be made until all items are returned in appropriate condition. The cost of replacing non-returned items will be deducted from the employee’s final paycheck. Furthermore, any outstanding financial obligations owed to Ridgeway Veterinary LLC will also be deducted from the employee’s final check.
Employee’s benefits will be affected by employment termination in the following manner. All accrued vested benefits that are due and payable at termination will be paid. Some benefits may be continued at the employee’s expense (See Section 5, Benefits) if the employee elects to do so. The employee will be notified of the benefits that may be continued and of the terms, conditions, and limitations.
3.12 SAFETY
Ridgeway Veterinary LLC provides information to employees about workplace safety and health issues through regular internal communication such as:
Training Sessions
Bullitan Board Postingd
Other Written Communications
Each employee is expected to obey safety rules and exercise caution and common sense in all work activities. Employees must immediately report any unsafe conditions to their supervisor. Employees who violate safety standards, cause hazardous or dangerous situations, or fail to report, or where appropriate, remedy such situations, may be subject to disciplinary action including termination of employment.
In the case of an accident that results in injury, regardless of how insignificant the injury may appear, employees should notify their supervisor (See Section 3.16, Employee Requiring Medical Attention).
3.13 HEALTH-RELATED ISSUES
Employees who become aware of any health-related issue, including pregnancy, should notify their supervisor of health status. This policy has been instituted strictly to protect the employee.
A written “permission to work” from the employee’s doctor is required at the time or shortly after notice has been given. The doctor’s note should specify whether the employee is able to perform regular duties as outlined in his/her job description.
A leave of absence may be granted on a case-by-case basis. If the need arises for a leave of absence, employees should notify their supervisor.
3.14 EMPLOYEE REQUIRING MEDICAL ATTENTION
In the event an employee requires medical attention, whether injured or becoming ill while at work, the employee’s personal physician must be notified immediately. If it is necessary for the employee to be seen by the doctor or go to the hospital, a family member will be called to transport the employee to the appropriate facility. If an emergency arises requiring Emergency Medical Services to evaluate the injury/illness of an employee on-site, the employee will be responsible for any transportation charges. Furthermore, Ridgeway Veterinary LLC employees will not be responsible for transportation of another employee due to liabilities that may occur.
A physician’s “return to work” notice may be required.
3.15 BUILDING SECURITY
All employees who are issued keys to the office are responsible for their safekeeping. These employees will sign a Building Key Disbursement form upon receiving the key. The last employee, or a designated employee, who leaves the office at the end of the business day assumes the responsibility to ensure that all doors are securely locked, the alarm system is armed, thermostats are set on appropriate evening and/or weekend setting, and all appliances and lights are turned off with exception of the lights normally left on for security purposes. Employees are not allowed on Company property after hours without prior authorization from the Ridgeway Veterinary LLC.
3.16 INSURANCE ON PERSONAL EFFECTS
All employees should be sure that their own personal insurance policies cover the loss of anything occasionally left at the office. Ridgeway Veterinary LLC assumes no risk for any loss or damage to personal property.
3.17 SUPPLIES; EXPENDITURES; OBLIGATING THE COMPANY
Only authorized persons may purchase supplies in the name of Ridgeway Veterinary LLC. No employee whose regular duties do not include purchasing shall incur any expense on behalf of Ridgeway Veterinary LLC or bind Ridgeway Veterinary LLC by any promise or representation without written approval.
3.18 EXPENSE REIMBURSEMENT
Expenses incurred by an employee must have prior approval by a supervisor. Reimbursements under [$25.00] will be included in the employee’s next regular paycheck. An example of such an expense would include mileage. If the amount is more than [$25.00], the reimbursement request will be processed like an invoice. All completed reimbursement request forms should be turned in to [Accounts Payable/Payroll Department].
3.19 PARKING
Employees must park their cars in areas indicated by the Company.
3.20 VISITORS IN THE WORKPLACE
To provide for the safety and security of employees, visitors, and the facilities at Ridgeway Veterinary LLC, only authorized visitors are allowed in the workplace. Restricting unauthorized visitors helps ensure security, decreases insurance liability, protects confidential information, safeguards employee welfare, and avoids potential distractions and disturbances.
3.21 IMMIGRATION LAW COMPLIANCE
Ridgeway Veterinary LLC employs only United States citizens and those non-U.S. citizens authorized to work in the United States in compliance with the Immigration Reform and Control Act of 1986.
Each new employee, as a condition of employment, must complete the Employment Eligibility Verification Form I-9 and present documentation establishing identity and employment eligibility. Former employees who are rehired must also complete the form if they have not completed an I-9 with within the past three years or if their previous I-9 is no longer retained or valid.
SECTION 4
STANDARDS OF CONDUCT
The work rules and standards of conduct for Ridgeway Veterinary LLC are important, and the Company regards them seriously. All employees are urged to become familiar with these rules and standards. In addition, employees are expected to follow the rules and standards faithfully in doing their own jobs and conducting the Company’s business. Please note that any employee who deviates from these rules and standards will be subject to corrective action, up to and including termination of employment (see Section 3.12, Corrective Action).
While not intended to list all the forms of behavior that are considered unacceptable in the workplace, the following are examples of rule infractions or misconduct that may result in disciplinary action, including termination of employment.
Theft or inappropriate removal or possession of property;
Falsification of timekeeping records (See Section 5.2, Timekeeping);
Working under the influence of alcohol or illegal drugs (See Section 4.6, Substance Abuse);
Possession, distribution, sale, transfer, or use of alcohol or illegal drugs in the workplace (See Section 4.6, Substance Abuse);
Fighting or threatening violence in the workplace;
Boisterous or disruptive activity in the workplace;
Negligence or improper conduct leading to damage of company-owned or customer-owned property;
Insubordination or other disrespectful conduct;
Violation of safety or health rules;
Smoking in the workplace;
Sexual or other unlawful or unwelcome harassment (See Section 4.3, Harassment, Including Sexual Harassment);
Excessive absenteeism or any absence without notice (See also, Section 4.1 Attendance/Punctuality and 4.2, Absence without Notice);
Unauthorized use of telephones, or other company-owned equipment (See Section 4.4, Telephone Use);
Using company equipment for purposes other than business (i.e. playing games on computers or personal Internet usage);
Unauthorized disclosure of business “secrets” or confidential information;
Violation of personnel policies; and
Unsatisfactory performance or conduct.
4.1 ATTENDANCE/PUNCTUALITY
The Company expects that every employee will be regular and punctual in attendance. This means being in the office, ready to work, at their starting time each day. Absenteeism and tardiness places a burden on other employees and on the Company.
If you are unable to report for work for any reason, notify your supervisor before regular starting time. You are responsible for speaking directly with your supervisor about your absence. It is not acceptable to leave a message on a supervisor’s voice mail, except in extreme emergencies. In the case of leaving a voice-mail message, a follow-up call must be made later that day. The company phone number is 937-767-1164.
Should undue tardiness become apparent, disciplinary action may be required.
If there comes a time when you see that you will need to work some hours other than those that make up your usual work week, notify your supervisor at least one week in advance. Each request for special work hours will be considered separately, in light of the employee’s needs and the needs of the Company. Such requests may or may not be granted.
4.2 ABSENCE WITHOUT NOTICE
When you are unable to work owing to illness or an accident, please notify your supervisor. This will allow the Company to arrange for temporary coverage of your duties, and helps other employees to continue work in your absence. If you do not report for work and the Company is not notified of your status, it will be assumed after two consecutive days of absence that you have resigned, and you will be removed from the payroll. If you become ill while at work or must leave the office for some other reason before the end of the workday, be sure to inform your supervisor of the situation.
4.3 HARASSMENT, INCLUDING SEXUAL HARASSMENT
Ridgeway Veterinary LLC is committed to providing a work environment that is free of discrimination and unlawful harassment. Actions, words, jokes, or comments based on an individual’s sex, race, ethnicity, age, religion, or any other legally protected characteristic will not be tolerated.
If you believe you have been the victim of harassment, or know of another employee who has, report it immediately. Employees can raise concerns and make reports without fear of reprisal.
Any supervisor who becomes aware of possible harassment should promptly advise their supervisor who will handle the matter in a timely and confidential manner.
4.4 TELEPHONE USE
Ridgeway Veterinary LLC’ telephones are intended for the use of serving our customers and in conducting the Company’s business.
Personal usage during business hours is discouraged except for extreme emergencies. All personal telephone calls should be kept brief to avoid congestion on the telephone line.
To respect the rights of all employees and avoid miscommunication in the office, employees must inform family members and friends to limit personal telephone calls during working hours.
If an employee is found to be deviating from this policy, he/she will be subject to disciplinary action (See Section 3.12, Corrective Action).
4.5 PUBLIC IMAGE
A professional appearance is important anytime that you come in contact with customers or potential customers. Employees should be well groomed and dressed appropriately for our business and for their position in particular.
Consult your supervisor if you have any questions about appropriate business attire.
4.6 SUBSTANCE ABUSE
The Company is committed to providing a safe and productive workplace for its employees. In keeping with this commitment, the following rules regarding alcohol and drugs of abuse have been established for all staff members, regardless of rank or position, including both regular and temporary employees. The rules apply during working hours to all employees of the Company while they are on Company premises or elsewhere on Company business.
The manufacture, distribution, possession, sale, or purchase of controlled substances of abuse on Company property is prohibited.
Being under the influence of illegal drugs, alcohol, or substances of abuse on Company property is prohibited.
Working while under the influence of prescription drugs that impair performance is prohibited.
So that there is no question about what these rules signify, please note the following definitions:
Company property: All Company owned or leased property used by employees.
Controlled substance of abuse: Any substance listed in Schedules I-V of Section 202 of the Controlled Substance Act, as amended.
Drug: Any chemical substance that produces physical, mental, emotional, or behavioral change in the user.
Drug paraphernalia: Equipment, a product, or material that is used or intended for use in concealing an illegal drug, or otherwise introducing into the human body an illegal drug or controlled substance.
Illegal drug:
a. Any drug or derivative thereof whose use, possession, sale, transfer, attempted sale or transfer, manufacture, or storage is illegal or regulated under any federal, state, or local law or regulation.
b. Any drug, including – but not limited to – a prescription drug, used for any reason other than that prescribed by a physician.
c. Inhalants used illegally.
Under the influence: A state of not having the normal use of mental or physical faculties resulting from the voluntary introduction into the body of an alcoholic beverage, drug, or substance of abuse.
Consistent with the rules listed above, any of the following actions constitutes a violation of the Company’s policy on drugs and may subject an employee to disciplinary action, up to and including immediate termination.
Using, selling, purchasing, transferring, manufacturing, or storing an illegal drug or drug paraphernalia, or attempting to or assisting another to do so, while in the course of employment.
Working or reporting to work, conducting Company business or being on Company property while under the influence of an illegal drug or alcohol, or in an impaired condition.
4.7 TOBACCO PRODUCTS
The use of tobacco products is not permitted anywhere on the Company’s premises.
4.8 INTERNET USE
Ridgeway Veterinary LLC employees are allowed use of the Internet and e-mail when necessary to serve our customers and conduct the Company’s business.
Employees may use the Internet when appropriate to access information needed to conduct business of the Company. Employees may use e-mail when appropriate for Company business correspondence.
Use of the Internet must not disrupt operation of the company computer network. Use of the Internet must not interfere with an employee's productivity. Employees are responsible for using the Internet in a manner that is ethical and lawful.
Internet messages are public and not private. Ridgeway Veterinary LLC reserves the right to access and monitor all files and messages on its systems.
SECTION 5
WAGE AND SALARY POLICIES
5.1 WAGE OR SALARY INCREASES
Although the Company’s salary ranges and hourly wage schedules will be adjusted on an ongoing basis, Ridgeway Veterinary LLC does not grant “cost of living” increases. Performance is the key to wage increases in the Company.
5.2 TIMEKEEPING
Accurately recording time worked is the responsibility of every non-exempt employee. Time worked is the time actually spent on a job(s) performing assigned duties.
Ridgeway Veterinary LLC does not pay for extended breaks or time spent on personal matters.
The time clock is a legal instrument. Altering, falsifying, tampering with time records, or recording time on another team member’s time record will result in disciplinary action, including termination of employment.
Authorized personnel will review time records each week. Any changes to an employee’s time record must be approved by his/her supervisor. Questions regarding the timekeeping system or time cards should be directed his/her supervisor.
Time Cards – Non-exempt employees will be issued a time card on their first day of employment. The employee will be given thorough instructions on usage and instructions on what to do should a problem occur.
5.3 OVERTIME
Overtime compensation is paid to non-exempt employees in accordance with federal and state wage and hour restrictions. Overtime is payable for all hours worked over 40 per week at a rate of one and one-half times the non-exempt employee's regular hourly rate. Time off on personal time, holidays, or any leave of absence will not be considered hours worked when calculating overtime. In addition, vacation time does not constitute hours worked.
All overtime work performed by an hourly employee must receive the supervisor’s prior authorization. Overtime worked without prior authorization from the supervisor may result in disciplinary action. The supervisor’s signature on a timesheet authorizes pay for overtime hours worked.
5.4 PAYDAYS
All employees are paid every two weeks.
Paychecks will not, under any circumstances, be given to any person other than the employee without written authorization. Paychecks may also be mailed to the employee’s address or deposited directly into an employee's bank account upon request.
SECTION 6
BENEFITS AND SERVICES
Ridgeway Veterinary LLC offers no benefits program.
6.1 SOCIAL SECURITY/MEDICARE
Ridgeway Veterinary LLC withholds income tax from all employees' earnings and participates in FICA (Social Security) and Medicare withholding and matching programs as required by law.
6.2 JURY DUTY/MILITARY LEAVE
Employees will be granted time off to serve on a jury or military leave without pay. However, all regular employees both full-time or part-time will be kept on the active payroll until their civic duties have been completed. A copy of the jury duty summons and all other associated paperwork are required for the personnel file.
SECTION 7
EMPLOYEE COMMUNICATIONS
7.1 STAFF MEETINGS
Staff meetings will be held as required. Attendance is mandatory. These informative meetings allow employees to be informed on recent company activities, changes in the workplace and employee recognition.
7.2 BULLETIN BOARDS
Bulletin boards placed in the kitchen provide employees access to important posted information and announcements. The employee is responsible for reading necessary information posted on the bulletin boards.
7.3 SUGGESTIONS
Ridgeway Veterinary LLC encourages employees who have suggestions that they do not want to offer orally or in person to write them down and leave them in the envelope on the bulletin board. If this is done anonymously, every care will be taken to preserve the employee’s privacy. The manager checks the box on a regular basis.
7.4 PROCEDURE FOR HANDLING COMPLAINTS
Under normal working conditions, employees who have a job-related problem, question or complaint should first discuss it with their immediate supervisor. At this level, employees usually reach the simplest, quickest, and most satisfactory solution. If the employee and supervisor do not solve the problem, Ridgeway Veterinary LLC encourages employees to contact Bob Swaney.
EMPLOYEE MANUAL
Revised March 1, 2012
TABLE OF CONTENTS
SECTION 1 - INTRODUCTION
1.1 Changes in Policy
1.2 Employment Applications
1.3 Employment Relationship
SECTION 2 - DEFINITIONS OF EMPLOYEE STATUS
“Employees” Defined
SECTION 3 - EMPLOYMENT POLICIES
3.1 Non-Discrimination
3.2 Probationary Period for New Employees
3.3 Lunch Periods
3.4 Break Periods
3.5 Personnel Files
3.6 Personnel Data Changes
3.7 Inclement Weather/Emergency Closings
3.8 Performance Review and Planning Sessions
3.9 Outside Employment
3.10 Corrective Action
3.11 Employment Termination
3.12 Safety
3.13 Health Related Issues
3.14 Employee Requiring Medical Attention
3.15 Building Security
3.16 Insurance on Personal Effects
3.17 Supplies; Expenditures; Obligating the Company
3.18 Expense Reimbursement
3.19 Parking
3.20 Visitors in the Workplace
3.21 Immigration Law Compliance
SECTION 4 - STANDARDS OF CONDUCT
4.1 Attendance/Punctuality
4.2 Absence Without Notice
4.3 Harassment, including Sexual Harassment
4.4 Telephone Use
4.5 Public Image
4.6 Substance Abuse
4.7 Tobacco Products
4.8 Internet Use
SECTION 5 - WAGE AND SALARY POLICIES
5.1 Wage or Salary Increases
5.2 Timekeeping
5.3 Overtime
5.4 Paydays
SECTION 6 - BENEFITS AND SERVICES
6.1 Social Security/Medicare
6.2 Jury Duty/Military Leave
SECTION 7 - EMPLOYEE COMMUNICATIONS
7.1 Staff Meetings
7.2 Bulletin Boards
7.3 Suggestion Box
7.4 Procedure for Handling Complaints
SECTION 1
INTRODUCTION
This Manual is designed to acquaint you with Ridgeway Veterinary LLC and provide you with information about working conditions, benefits, and policies affecting your employment.
The information contained in this Manual applies to all employees of Ridgeway Veterinary LLC. Following the policies described in this Manual is considered a condition of continued employment. However, nothing in this Manual alters an employee’s status. The contents of this Manual shall not constitute nor be construed as a promise of employment or as a contract between the Company and any of its employees. The Manual is a summary of our policies, which are presented here only as a matter of information.
You are responsible for reading, understanding, and complying with the provisions of this Manual. Our objective is to provide you with a work environment that is constructive to both personal and professional growth.
1.1 CHANGES IN POLICY
This Manual supersedes all previous employee manuals and memos that may have been issued from time to time on subjects covered in this Manual.
However, since our business and our organization are subject to change, we reserve the right to interpret, change, suspend, cancel, or dispute with or without notice all or any part of our policies, procedures, and benefits at any time. We will notify all employees of these changes. Changes will be effective on the dates determined by the Company, and after those dates all superseded policies will be null.
No individual supervisor or manager has the authority to change policies at any time. If you are uncertain about any policy or procedure, speak with your direct supervisor.
1.2 EMPLOYMENT APPLICATIONS
We rely upon the accuracy of information contained in the employment application and the accuracy of other data presented throughout the hiring process and employment. Any misrepresentations, falsifications, or material omissions in any of this information or data may result in exclusion of the individual from further consideration for employment or, if the person has been hired, termination of employment.
1.3 EMPLOYMENT RELATIONSHIP
You enter into employment voluntarily, and you are free to resign at any time for any reason or no reason. Similarly, Ridgeway Veterinary LLC is free to conclude its relationship with any employee at any time for any reason or no reason. Following the probationary period, employees are required to follow the Employment Termination Policy.
SECTION 2
DEFINITIONS OF EMPLOYEES STATUS
“EMPLOYEES” DEFINED
An “employee” of Ridgeway Veterinary LLC. is a person who regularly works for Ridgeway Veterinary LLC. on a wage or salary basis. “Employees” may include exempt, non-exempt, regular full-time, regular part-time, and temporary persons, and others employed with the Company who are subject to the control and direction of Ridgeway Veterinary LLC in the performance of their duties. Please note that the
EXEMPT
Employees whose positions meet specific criteria established by the Fair Labor Standards Act (FLSA) and who are exempt from overtime pay requirements.
NON-EXEMPT
Employees whose positions do not meet FLSA criteria and who are paid one and one-half their regular rate of pay for hours worked in excess of 40 hours per week.
REGULAR FULL-TIME
Employees who have completed the [90-day] probationary period and who are regularly scheduled to work [35] or more hours per week. Generally, they are eligible for the Company’s benefit package, subject to the terms, conditions, and limitations of each benefit program.
REGULAR PART-TIME
Employees who have completed the 90 day probationary period and who are regularly scheduled to work less than 35 hours per week.
TEMPORARY (FULL-TIME or PART-TIME)
Those whose performance is being evaluated to determine whether further employment in a specific position or with the Company is appropriate or individuals who are hired as interim replacements to assist in the completion of a specific project or for vacation relief. Employment beyond any initially stated period does not in any way imply a change in employment status. Temporary employees retain that status until they are notified of a change. They are not eligible for any of the Company’s benefit programs.
PROBATIONARY PERIOD FOR NEW EMPLOYEES
A new employee whose performance is being evaluated to determine whether further employment in a specific position or with Ridgeway Veterinary LLC is appropriate. When an employee completes the probationary period, the employee will be notified of his/her new status with Ridgeway Veterinary LLC.
SECTION 3
EMPLOYMENT POLICIES
3.1 NON-DISCRIMINATION
In order to provide equal employment and advancement opportunities to all individuals, employment decisions at Ridgeway Veterinary LLC will be based on merit, qualifications, and abilities. Ridgeway Veterinary LLC does not discriminate in employment opportunities or practices because of race, color, religion, sex, national origin, age or disability.
Ridgeway Veterinary LLC will make reasonable accommodations for qualified individuals with known disabilities unless doing so would result in an undue hardship. This policy governs all aspects of employment, including selection, job assignment, compensation, discipline, termination, and access to benefits and training.
Employees with questions or concerns about discrimination in the workplace are encouraged to bring these issues to the attention of their supervisor. Employees can raise concerns and make reports without fear of reprisal. Anyone found to be engaging in unlawful discrimination will be subject to disciplinary action, including termination of employment.
3.2 PROBATIONARY PERIOD FOR NEW EMPLOYEES
The probationary period for regular full-time and regular part-time employees lasts up to 90 days from date of hire. During this time, employees have the opportunity to evaluate our Company as a place to work and management has its first opportunity to evaluate the employee. During this introductory period, both the employee and the Company have the right to terminate employment without advance notice.
Upon satisfactory completion of the probationary period, a 90 day review will be given and benefits will begin as appropriate. All employees, regardless of classification or length of service, are expected to meet and maintain Company standards for job performance and behavior (See Section 4, Standards of Conduct).
3.3 LUNCH PERIODS
Employees are allowed a one-hour lunch break. Lunch breaks generally are taken on a staggered schedule so that your absence does not create a problem for co-workers or clients.
3.4 BREAK PERIODS
If employees have unexpected personal business to take care of, they must notify their direct supervisor to discuss time away from work and make provisions as necessary. Personal business should be conducted on the employee’s own time.
Employees who do not adhere to the break policy will be subject to disciplinary action, including termination.
3.5 PERSONNEL FILES
Personnel files are the property of Ridgeway Veterinary LLC, and access to the information is restricted. Management personnel of Ridgeway Veterinary LLC who have a legitimate reason to review the file are allowed to do so.
3.6 PERSONNEL DATA CHANGES
It is the responsibility of each employee to promptly notify their supervisor or of any changes in personnel data such as:
Mailing address,
Telephone numbers,
Name and number of dependents, and
Individuals to be contacted in the event of an emergency.
An employee’s personnel data should be accurate and current at all times.
3.7 INCLEMENT WEATHER/EMERGENCY CLOSINGS
At times, emergencies such as severe weather, fires, or power failures can disrupt company operations. The decision to close the office will be made by the management of Ridgeway Veterinary LLC.
When the decision is made to close the employees will receive official notification from their supervisors. Time off from scheduled work due to emergency closings will be unpaid for all non-exempt employees.
3.8 EMPLOYEE PERFORMANCE REVIEW AND PLANNING SESSIONS
Supervisors will conduct performance reviews and planning sessions with all regular full-time and regular part-time employees after six months of service. Supervisors may conduct informal performance reviews and planning sessions more often if they choose.
Performance reviews and planning sessions are designed for the supervisor and the employee to discuss his/her current job tasks, encourage and recognize attributes, and discuss positive, purposeful approaches for meeting work-related goals. Together, employee and supervisor discuss ways in which the employee can accomplish goals or learn new skills. The planning sessions are designed for the employee and his/her supervisor to make and agree on new goals, skills, and areas for improvement.
Ridgeway Veterinary LLC directly links wage and salary increases with performance. Your performance review and planning sessions will have a direct effect on any changes in your compensation. For this reason among others, it is important to prepare for these reviews carefully, and participate in them fully.
New employees will be reviewed at the end of their probationary periods (see Section 3.3, Probationary Period for New Employees).
3.9 OUTSIDE EMPLOYMENT
Employees may hold outside jobs in non-related businesses or professions as long as the employee meets the performance standards of their job description with Ridgeway Veterinary LLC. Unless an alternative work schedule has been approved by Ridgeway Veterinary LLC, employees will be subject to the company’s scheduling demands, regardless of any existing outside work assignments. Ridgeway Veterinary LLC office space, equipment, and materials are not to be used for outside employment.
3.10 CORRECTIVE ACTION
Ridgeway Veterinary LLC holds each of its employees to certain work rules and standards of conduct (see Section 4). When an employee deviates from these rules and standards, Ridgeway Veterinary LLC expects the employee’s supervisor to take corrective action.
Corrective action at Ridgeway Veterinary LLC is progressive. That is, the action taken in response to a rule infraction or violation of standards typically follows a pattern increasing in seriousness until the infraction or violation is corrected.
The usual sequence of corrective actions includes an oral warning, a written warning, probation, and finally termination of employment. In deciding which initial corrective action would be appropriate, a supervisor will consider the seriousness of the infraction, the circumstances surrounding the matter, and the employee’s previous record.
Though committed to a progressive approach to corrective action, Ridgeway Veterinary LLC considers certain rule infractions and violations of standards as grounds for immediate termination of employment. These include but are not limited to: theft in any form, insubordinate behavior, vandalism or destruction of company property, being on company property during non-business hours, the use of company equipment and/or company vehicles without prior authorization by executive staff untruthfulness about personal work history, skills, or training, divulging Company business practices, and misrepresentations of Ridgeway Veterinary LLC to a customer, a prospective customer, the general public, or an employee.
3.11 EMPLOYMENT TERMINATION
Termination of employment is an inevitable part of personnel activity within any organization, and many of the reasons for termination are routine. Below are a few examples of some of the most common circumstances under which employment is terminated:
Resignation – voluntary employment termination initiated by an employee.
Termination – involuntary employment termination initiated by Ridgeway Veterinary LLC.
Layoff – involuntary employment termination initiated by Ridgeway Veterinary LLC for non-disciplinary reasons.
When an employee intends to terminate his/her employment with Ridgeway Veterinary LLC he/she shall give Ridgeway Veterinary LLC at least two weeks written notice.
Since employment with Ridgeway Veterinary LLC is based on mutual consent, both the employee and Ridgeway Veterinary LLC have the right to terminate employment at will, with or without cause during the Introductory/Probationary Period for New Employees (See Section
3.3, Introductory/Probationary Period for New Employees).
Any employee who terminates employment with Ridgeway Veterinary LLC shall return all files, records, keys, and any other materials that are property of Ridgeway Veterinary LLC. No final settlement of an employee’s pay will be made until all items are returned in appropriate condition. The cost of replacing non-returned items will be deducted from the employee’s final paycheck. Furthermore, any outstanding financial obligations owed to Ridgeway Veterinary LLC will also be deducted from the employee’s final check.
Employee’s benefits will be affected by employment termination in the following manner. All accrued vested benefits that are due and payable at termination will be paid. Some benefits may be continued at the employee’s expense (See Section 5, Benefits) if the employee elects to do so. The employee will be notified of the benefits that may be continued and of the terms, conditions, and limitations.
3.12 SAFETY
Ridgeway Veterinary LLC provides information to employees about workplace safety and health issues through regular internal communication such as:
Training Sessions
Bullitan Board Postingd
Other Written Communications
Each employee is expected to obey safety rules and exercise caution and common sense in all work activities. Employees must immediately report any unsafe conditions to their supervisor. Employees who violate safety standards, cause hazardous or dangerous situations, or fail to report, or where appropriate, remedy such situations, may be subject to disciplinary action including termination of employment.
In the case of an accident that results in injury, regardless of how insignificant the injury may appear, employees should notify their supervisor (See Section 3.16, Employee Requiring Medical Attention).
3.13 HEALTH-RELATED ISSUES
Employees who become aware of any health-related issue, including pregnancy, should notify their supervisor of health status. This policy has been instituted strictly to protect the employee.
A written “permission to work” from the employee’s doctor is required at the time or shortly after notice has been given. The doctor’s note should specify whether the employee is able to perform regular duties as outlined in his/her job description.
A leave of absence may be granted on a case-by-case basis. If the need arises for a leave of absence, employees should notify their supervisor.
3.14 EMPLOYEE REQUIRING MEDICAL ATTENTION
In the event an employee requires medical attention, whether injured or becoming ill while at work, the employee’s personal physician must be notified immediately. If it is necessary for the employee to be seen by the doctor or go to the hospital, a family member will be called to transport the employee to the appropriate facility. If an emergency arises requiring Emergency Medical Services to evaluate the injury/illness of an employee on-site, the employee will be responsible for any transportation charges. Furthermore, Ridgeway Veterinary LLC employees will not be responsible for transportation of another employee due to liabilities that may occur.
A physician’s “return to work” notice may be required.
3.15 BUILDING SECURITY
All employees who are issued keys to the office are responsible for their safekeeping. These employees will sign a Building Key Disbursement form upon receiving the key. The last employee, or a designated employee, who leaves the office at the end of the business day assumes the responsibility to ensure that all doors are securely locked, the alarm system is armed, thermostats are set on appropriate evening and/or weekend setting, and all appliances and lights are turned off with exception of the lights normally left on for security purposes. Employees are not allowed on Company property after hours without prior authorization from the Ridgeway Veterinary LLC.
3.16 INSURANCE ON PERSONAL EFFECTS
All employees should be sure that their own personal insurance policies cover the loss of anything occasionally left at the office. Ridgeway Veterinary LLC assumes no risk for any loss or damage to personal property.
3.17 SUPPLIES; EXPENDITURES; OBLIGATING THE COMPANY
Only authorized persons may purchase supplies in the name of Ridgeway Veterinary LLC. No employee whose regular duties do not include purchasing shall incur any expense on behalf of Ridgeway Veterinary LLC or bind Ridgeway Veterinary LLC by any promise or representation without written approval.
3.18 EXPENSE REIMBURSEMENT
Expenses incurred by an employee must have prior approval by a supervisor. Reimbursements under [$25.00] will be included in the employee’s next regular paycheck. An example of such an expense would include mileage. If the amount is more than [$25.00], the reimbursement request will be processed like an invoice. All completed reimbursement request forms should be turned in to [Accounts Payable/Payroll Department].
3.19 PARKING
Employees must park their cars in areas indicated by the Company.
3.20 VISITORS IN THE WORKPLACE
To provide for the safety and security of employees, visitors, and the facilities at Ridgeway Veterinary LLC, only authorized visitors are allowed in the workplace. Restricting unauthorized visitors helps ensure security, decreases insurance liability, protects confidential information, safeguards employee welfare, and avoids potential distractions and disturbances.
3.21 IMMIGRATION LAW COMPLIANCE
Ridgeway Veterinary LLC employs only United States citizens and those non-U.S. citizens authorized to work in the United States in compliance with the Immigration Reform and Control Act of 1986.
Each new employee, as a condition of employment, must complete the Employment Eligibility Verification Form I-9 and present documentation establishing identity and employment eligibility. Former employees who are rehired must also complete the form if they have not completed an I-9 with within the past three years or if their previous I-9 is no longer retained or valid.
SECTION 4
STANDARDS OF CONDUCT
The work rules and standards of conduct for Ridgeway Veterinary LLC are important, and the Company regards them seriously. All employees are urged to become familiar with these rules and standards. In addition, employees are expected to follow the rules and standards faithfully in doing their own jobs and conducting the Company’s business. Please note that any employee who deviates from these rules and standards will be subject to corrective action, up to and including termination of employment (see Section 3.12, Corrective Action).
While not intended to list all the forms of behavior that are considered unacceptable in the workplace, the following are examples of rule infractions or misconduct that may result in disciplinary action, including termination of employment.
Theft or inappropriate removal or possession of property;
Falsification of timekeeping records (See Section 5.2, Timekeeping);
Working under the influence of alcohol or illegal drugs (See Section 4.6, Substance Abuse);
Possession, distribution, sale, transfer, or use of alcohol or illegal drugs in the workplace (See Section 4.6, Substance Abuse);
Fighting or threatening violence in the workplace;
Boisterous or disruptive activity in the workplace;
Negligence or improper conduct leading to damage of company-owned or customer-owned property;
Insubordination or other disrespectful conduct;
Violation of safety or health rules;
Smoking in the workplace;
Sexual or other unlawful or unwelcome harassment (See Section 4.3, Harassment, Including Sexual Harassment);
Excessive absenteeism or any absence without notice (See also, Section 4.1 Attendance/Punctuality and 4.2, Absence without Notice);
Unauthorized use of telephones, or other company-owned equipment (See Section 4.4, Telephone Use);
Using company equipment for purposes other than business (i.e. playing games on computers or personal Internet usage);
Unauthorized disclosure of business “secrets” or confidential information;
Violation of personnel policies; and
Unsatisfactory performance or conduct.
4.1 ATTENDANCE/PUNCTUALITY
The Company expects that every employee will be regular and punctual in attendance. This means being in the office, ready to work, at their starting time each day. Absenteeism and tardiness places a burden on other employees and on the Company.
If you are unable to report for work for any reason, notify your supervisor before regular starting time. You are responsible for speaking directly with your supervisor about your absence. It is not acceptable to leave a message on a supervisor’s voice mail, except in extreme emergencies. In the case of leaving a voice-mail message, a follow-up call must be made later that day. The company phone number is 937-767-1164.
Should undue tardiness become apparent, disciplinary action may be required.
If there comes a time when you see that you will need to work some hours other than those that make up your usual work week, notify your supervisor at least one week in advance. Each request for special work hours will be considered separately, in light of the employee’s needs and the needs of the Company. Such requests may or may not be granted.
4.2 ABSENCE WITHOUT NOTICE
When you are unable to work owing to illness or an accident, please notify your supervisor. This will allow the Company to arrange for temporary coverage of your duties, and helps other employees to continue work in your absence. If you do not report for work and the Company is not notified of your status, it will be assumed after two consecutive days of absence that you have resigned, and you will be removed from the payroll. If you become ill while at work or must leave the office for some other reason before the end of the workday, be sure to inform your supervisor of the situation.
4.3 HARASSMENT, INCLUDING SEXUAL HARASSMENT
Ridgeway Veterinary LLC is committed to providing a work environment that is free of discrimination and unlawful harassment. Actions, words, jokes, or comments based on an individual’s sex, race, ethnicity, age, religion, or any other legally protected characteristic will not be tolerated.
If you believe you have been the victim of harassment, or know of another employee who has, report it immediately. Employees can raise concerns and make reports without fear of reprisal.
Any supervisor who becomes aware of possible harassment should promptly advise their supervisor who will handle the matter in a timely and confidential manner.
4.4 TELEPHONE USE
Ridgeway Veterinary LLC’ telephones are intended for the use of serving our customers and in conducting the Company’s business.
Personal usage during business hours is discouraged except for extreme emergencies. All personal telephone calls should be kept brief to avoid congestion on the telephone line.
To respect the rights of all employees and avoid miscommunication in the office, employees must inform family members and friends to limit personal telephone calls during working hours.
If an employee is found to be deviating from this policy, he/she will be subject to disciplinary action (See Section 3.12, Corrective Action).
4.5 PUBLIC IMAGE
A professional appearance is important anytime that you come in contact with customers or potential customers. Employees should be well groomed and dressed appropriately for our business and for their position in particular.
Consult your supervisor if you have any questions about appropriate business attire.
4.6 SUBSTANCE ABUSE
The Company is committed to providing a safe and productive workplace for its employees. In keeping with this commitment, the following rules regarding alcohol and drugs of abuse have been established for all staff members, regardless of rank or position, including both regular and temporary employees. The rules apply during working hours to all employees of the Company while they are on Company premises or elsewhere on Company business.
The manufacture, distribution, possession, sale, or purchase of controlled substances of abuse on Company property is prohibited.
Being under the influence of illegal drugs, alcohol, or substances of abuse on Company property is prohibited.
Working while under the influence of prescription drugs that impair performance is prohibited.
So that there is no question about what these rules signify, please note the following definitions:
Company property: All Company owned or leased property used by employees.
Controlled substance of abuse: Any substance listed in Schedules I-V of Section 202 of the Controlled Substance Act, as amended.
Drug: Any chemical substance that produces physical, mental, emotional, or behavioral change in the user.
Drug paraphernalia: Equipment, a product, or material that is used or intended for use in concealing an illegal drug, or otherwise introducing into the human body an illegal drug or controlled substance.
Illegal drug:
a. Any drug or derivative thereof whose use, possession, sale, transfer, attempted sale or transfer, manufacture, or storage is illegal or regulated under any federal, state, or local law or regulation.
b. Any drug, including – but not limited to – a prescription drug, used for any reason other than that prescribed by a physician.
c. Inhalants used illegally.
Under the influence: A state of not having the normal use of mental or physical faculties resulting from the voluntary introduction into the body of an alcoholic beverage, drug, or substance of abuse.
Consistent with the rules listed above, any of the following actions constitutes a violation of the Company’s policy on drugs and may subject an employee to disciplinary action, up to and including immediate termination.
Using, selling, purchasing, transferring, manufacturing, or storing an illegal drug or drug paraphernalia, or attempting to or assisting another to do so, while in the course of employment.
Working or reporting to work, conducting Company business or being on Company property while under the influence of an illegal drug or alcohol, or in an impaired condition.
4.7 TOBACCO PRODUCTS
The use of tobacco products is not permitted anywhere on the Company’s premises.
4.8 INTERNET USE
Ridgeway Veterinary LLC employees are allowed use of the Internet and e-mail when necessary to serve our customers and conduct the Company’s business.
Employees may use the Internet when appropriate to access information needed to conduct business of the Company. Employees may use e-mail when appropriate for Company business correspondence.
Use of the Internet must not disrupt operation of the company computer network. Use of the Internet must not interfere with an employee's productivity. Employees are responsible for using the Internet in a manner that is ethical and lawful.
Internet messages are public and not private. Ridgeway Veterinary LLC reserves the right to access and monitor all files and messages on its systems.
SECTION 5
WAGE AND SALARY POLICIES
5.1 WAGE OR SALARY INCREASES
Although the Company’s salary ranges and hourly wage schedules will be adjusted on an ongoing basis, Ridgeway Veterinary LLC does not grant “cost of living” increases. Performance is the key to wage increases in the Company.
5.2 TIMEKEEPING
Accurately recording time worked is the responsibility of every non-exempt employee. Time worked is the time actually spent on a job(s) performing assigned duties.
Ridgeway Veterinary LLC does not pay for extended breaks or time spent on personal matters.
The time clock is a legal instrument. Altering, falsifying, tampering with time records, or recording time on another team member’s time record will result in disciplinary action, including termination of employment.
Authorized personnel will review time records each week. Any changes to an employee’s time record must be approved by his/her supervisor. Questions regarding the timekeeping system or time cards should be directed his/her supervisor.
Time Cards – Non-exempt employees will be issued a time card on their first day of employment. The employee will be given thorough instructions on usage and instructions on what to do should a problem occur.
5.3 OVERTIME
Overtime compensation is paid to non-exempt employees in accordance with federal and state wage and hour restrictions. Overtime is payable for all hours worked over 40 per week at a rate of one and one-half times the non-exempt employee's regular hourly rate. Time off on personal time, holidays, or any leave of absence will not be considered hours worked when calculating overtime. In addition, vacation time does not constitute hours worked.
All overtime work performed by an hourly employee must receive the supervisor’s prior authorization. Overtime worked without prior authorization from the supervisor may result in disciplinary action. The supervisor’s signature on a timesheet authorizes pay for overtime hours worked.
5.4 PAYDAYS
All employees are paid every two weeks.
Paychecks will not, under any circumstances, be given to any person other than the employee without written authorization. Paychecks may also be mailed to the employee’s address or deposited directly into an employee's bank account upon request.
SECTION 6
BENEFITS AND SERVICES
Ridgeway Veterinary LLC offers no benefits program.
6.1 SOCIAL SECURITY/MEDICARE
Ridgeway Veterinary LLC withholds income tax from all employees' earnings and participates in FICA (Social Security) and Medicare withholding and matching programs as required by law.
6.2 JURY DUTY/MILITARY LEAVE
Employees will be granted time off to serve on a jury or military leave without pay. However, all regular employees both full-time or part-time will be kept on the active payroll until their civic duties have been completed. A copy of the jury duty summons and all other associated paperwork are required for the personnel file.
SECTION 7
EMPLOYEE COMMUNICATIONS
7.1 STAFF MEETINGS
Staff meetings will be held as required. Attendance is mandatory. These informative meetings allow employees to be informed on recent company activities, changes in the workplace and employee recognition.
7.2 BULLETIN BOARDS
Bulletin boards placed in the kitchen provide employees access to important posted information and announcements. The employee is responsible for reading necessary information posted on the bulletin boards.
7.3 SUGGESTIONS
Ridgeway Veterinary LLC encourages employees who have suggestions that they do not want to offer orally or in person to write them down and leave them in the envelope on the bulletin board. If this is done anonymously, every care will be taken to preserve the employee’s privacy. The manager checks the box on a regular basis.
7.4 PROCEDURE FOR HANDLING COMPLAINTS
Under normal working conditions, employees who have a job-related problem, question or complaint should first discuss it with their immediate supervisor. At this level, employees usually reach the simplest, quickest, and most satisfactory solution. If the employee and supervisor do not solve the problem, Ridgeway Veterinary LLC encourages employees to contact Bob Swaney.