Healthcare Extension Promotion and Training
Organization, Inc.
HEPTO
Employee Manual
Organization, Inc.
HEPTO
Employee Manual
Table of Contents
Section 1 - Introduction
1.1 Welcome
1.2 Employee Manual
1.3 Changes in Policy
1.4 Employment-At-Will
Section 2 - Employment Policies
2.1 Employee Classifications
2.2 Equal Employment Opportunity & Americans with Disabilities Act.
2.3 Confidentiality
2.4 Employment of Minors
2.5 Employment of Relatives
2.6 Personnel Records and Employee References
2.7 Privacy
2.8 Wage Disclosure Protection
2.9 Immigration Law Compliance
2.10 Political Neutrality
Section 3 - Hours of Work and Payroll Practices
3.1 Pay Periods and Paydays
3.2 Overtime
3.3 Rest and Meal Periods
3.4 Timecards
3.5 Payroll Deductions
3.6 Wage Garnishment
3.7 Direct Deposit
Section 4 - Standards of Conduct and Employee Performance
4.1 Anti- Harassment and Discrimination
4.2 Attendance
4.3 Discipline and Standards of Conduct
4.4 Dress Code
4.5 Safety
4.6 Substance and Abuse
4.7 Workplace Searches
4.8 Internet, Email and Computer Use Policy
4.9 Cell Phone Policy
Section 5 - Employee Benefits and Services
5.1 Generally
5.2 Worker's Compensation
5.3 Social Security Benefits (FICA)
5.4 Unemployment Insurance
Section 6 - Employee Leaves of Absence and Time Off
6.1 Generally
6.2 Family and Medical Leave
6.3 Workers' Compensation Leave
6.4 Jury Duty
Section 1
Introduction
1.1 Welcome to Healthcare Extension Promotion and Training Organization, Inc. (HEPTO)
Introduction
1.1 Welcome to Healthcare Extension Promotion and Training Organization, Inc. (HEPTO)
Dear Employees, Healthcare Extension Promotion and Training Organization, Inc. (HEPTO). Would like to welcome you to our family of employees. You are the most important asset we have. We depend on each employee to provide the best service(s) and client upkeep as possible. This manual will help you understand the rules and policies which helped get us to where we are today. The legacy of our organization and its continued success make us the most recognized names in our humanitarian aid model. For years we have made professional decisions necessary to ensure our success. The most recent decision was hiring you, and we are certain we made the right choice.
HEPTO seeks to advance access to modern acute and preventative medicine in impoverished communities throughout seven nations located in East Africa: Somalia, Sudan, South Sudan, Eritrea, Djibouti, Kenya, Ethiopia All of our services and outreach centers around teaching, promoting, and supporting the advancement of healthcare practices in the areas we serve. That involves offering education and training both to individuals as healthcare providers and to communities for disease prevention; building permanent healthcare and public health infrastructure; and economic development to ensure poverty does not persist as a barrier to adequate care and hygiene.
Once again, welcome to the HEPTO and best wishes of success to you during your new employment. We hope through our organization, you will reach your goals and help us reach ours.
Sincerely,
Mohamed Mohamed President
Healthcare Extension Promotion and Training Organization, Inc.
1.2 Employee Manual
This Employee Manual ("Manual") is designed to summarize certain personnel policies and benefits of Healthcare Extension Promotion and Training Organization, Inc. (HEPTO) of 7800 Metro Parkway Suite 300, Bloomington, Minnesota 55425, and to acquaint employees with many of the rules concerning employment with the Company.
This Manual applies to all employees, and compliance with the Organization’s policies is a condition of employment. This Manual supersedes all previous employment policies, written and oral, express and implied. The Organization reserves the right to modify, rescind, delete, or add to the provisions of this Manual from time to time in its sole and absolute discretion. This Employee Manual is not a binding contract between the Organization and its employees, nor is it intended to alter the at-will employment relationship between the HEPTO and its employees. The Organization reserves the right to interpret the policies in this Handbook and to deviate from them when, in its discretion, it determines it is appropriate.
1.3 Changes in Policy
Since our services are constantly changing, the Organization expressly reserves the right to revise, modify, delete, or add to any and all policies, procedures, work rules, or benefits stated in this handbook or in any other document, except for the policy of at-will employment as described below. No oral statements or representations can in any way alter the provisions of this Manual. Nothing in this employee handbook or in any other document, including benefit plan descriptions, creates or is intended to create a promise or representation of continued employment for any employee. Any changes to your at-will employment status, described below, must be in writing and must be signed by the HEPTO.
If you are uncertain about any policy or procedure, please check with your manager or Human Resources.
1.4 Employment-At-Will
Employment with HEPTO is on an at-will basis, unless otherwise specified in a written employment agreement. You are free to resign at any time, for any reason, with or without notice. Similarly, the Organization is free to conclude the employment relationship at any time for any lawful reason, with or without cause, and with or without notice.
Nothing in this Manual will limit the right of either party to terminate an at-will employment. No section of this Manual is meant to be construed, nor should be construed, as establishing anything other than an employment-at-will relationship. This Manual does not limit management's discretion to make personnel decisions such as reassignment, change of wages and benefits, demotion, etc. No person other than the Board of Directors has the authority to enter into an agreement for employment for any specified period of time or to make an agreement for employment other than at-will terms. Only the Board of Directors of the Organization has the authority to make any such agreement, which is only binding if it is in writing and signed by the President of the Organization.
HEPTO seeks to advance access to modern acute and preventative medicine in impoverished communities throughout seven nations located in East Africa: Somalia, Sudan, South Sudan, Eritrea, Djibouti, Kenya, Ethiopia All of our services and outreach centers around teaching, promoting, and supporting the advancement of healthcare practices in the areas we serve. That involves offering education and training both to individuals as healthcare providers and to communities for disease prevention; building permanent healthcare and public health infrastructure; and economic development to ensure poverty does not persist as a barrier to adequate care and hygiene.
Once again, welcome to the HEPTO and best wishes of success to you during your new employment. We hope through our organization, you will reach your goals and help us reach ours.
Sincerely,
Mohamed Mohamed President
Healthcare Extension Promotion and Training Organization, Inc.
1.2 Employee Manual
This Employee Manual ("Manual") is designed to summarize certain personnel policies and benefits of Healthcare Extension Promotion and Training Organization, Inc. (HEPTO) of 7800 Metro Parkway Suite 300, Bloomington, Minnesota 55425, and to acquaint employees with many of the rules concerning employment with the Company.
This Manual applies to all employees, and compliance with the Organization’s policies is a condition of employment. This Manual supersedes all previous employment policies, written and oral, express and implied. The Organization reserves the right to modify, rescind, delete, or add to the provisions of this Manual from time to time in its sole and absolute discretion. This Employee Manual is not a binding contract between the Organization and its employees, nor is it intended to alter the at-will employment relationship between the HEPTO and its employees. The Organization reserves the right to interpret the policies in this Handbook and to deviate from them when, in its discretion, it determines it is appropriate.
1.3 Changes in Policy
Since our services are constantly changing, the Organization expressly reserves the right to revise, modify, delete, or add to any and all policies, procedures, work rules, or benefits stated in this handbook or in any other document, except for the policy of at-will employment as described below. No oral statements or representations can in any way alter the provisions of this Manual. Nothing in this employee handbook or in any other document, including benefit plan descriptions, creates or is intended to create a promise or representation of continued employment for any employee. Any changes to your at-will employment status, described below, must be in writing and must be signed by the HEPTO.
If you are uncertain about any policy or procedure, please check with your manager or Human Resources.
1.4 Employment-At-Will
Employment with HEPTO is on an at-will basis, unless otherwise specified in a written employment agreement. You are free to resign at any time, for any reason, with or without notice. Similarly, the Organization is free to conclude the employment relationship at any time for any lawful reason, with or without cause, and with or without notice.
Nothing in this Manual will limit the right of either party to terminate an at-will employment. No section of this Manual is meant to be construed, nor should be construed, as establishing anything other than an employment-at-will relationship. This Manual does not limit management's discretion to make personnel decisions such as reassignment, change of wages and benefits, demotion, etc. No person other than the Board of Directors has the authority to enter into an agreement for employment for any specified period of time or to make an agreement for employment other than at-will terms. Only the Board of Directors of the Organization has the authority to make any such agreement, which is only binding if it is in writing and signed by the President of the Organization.
Section 2
Employment Policies
Employment Policies
2.1 Employee Classifications
The following terms are used to describe employees and their employment status:
Exempt Employees - Employees whose positions meet specific tests established by the Federal Labor Standards Act ("FLSA") and Minnesota State law. In general, exempt employees are those engaged in executive, managerial, high-level administrative and professional jobs who are paid a fixed salary and perform certain duties. In addition, certain commissioned sales employees and highly paid computer professionals are exempt. Exempt employees are not subject to the minimum wage and overtime laws.
Nonexempt Employees - Employees whose positions do not meet specific tests established by the FLSA and Minnesota state law. All employees who are covered by the federal or state minimum wage and overtime laws are considered nonexempt. Employees working in nonexempt jobs are entitled to be paid at least the minimum wage per hour and a premium for overtime.
Full-Time Employees - Employees who are not temporary employees, independent contractors, or independent consultants and who are regularly scheduled to work a schedule of 40 hours per work week.
Part-Time Employees - Employees who are not temporary employees, independent contractors, or independent consultants and who are regularly scheduled to work less than 40 hours per work week.
Temporary Employees - Employees who are hired as interim replacements to temporarily supplement the workforce or to assist in the completion of a specific project. Employment assignments in this category are of limited duration and the temporary employee can be let go before the end of the defined period. Short term assignments generally are periods of three (3) months or less, however, such assignments may be extended. All Temporary employees are at-will regardless of the anticipated duration of the assignment (see Employment-at-Will Policy). Temporary employees retain that status unless and until notified in writing of a change.
Independent Contractor or Consultant - These individuals are not employees of the Company and are self-employed. An independent contractor or consultant is engaged to perform a task according to his/her own methods and is subject to control and direction only as to the results to be accomplished. Independent contractors or consultants are not entitled to benefits.
Each employee will be advised of his or her status at the time of hire and any change in status. Regardless of the employee's status, the employee is employed at-will and the employment relationship can be terminated by the HEPTO or the employee at any time, with or without cause and with or without notice.
2.2 Equal Employment Opportunity & Americans with Disabilities Act. (HEPTO is adamant to obey the Labor/Employment laws of each country we server)
It is the policy of HEPTO to provide equal employment opportunities to all employees and employment applicants without regard to unlawful considerations of race, religion, creed, color, national origin, sex, pregnancy, sexual orientation, gender identity, age, ancestry, physical or mental disability, genetic information, marital status or any other classification protected by applicable local, state or federal laws. This policy prohibits unlawful discrimination based on the perception that anyone has any of those characteristics or is associated with a person who has or is perceived as having any of those characteristics. This policy applies to all aspects of employment, including, but not limited to, hiring, job assignment, working conditions, compensation, promotion, benefits, scheduling, training, discipline and termination.
The Organization expects all employees to support our equal employment opportunity policy, and to take all steps necessary to maintain a workplace free from unlawful discrimination and harassment and to accommodate others in line with this policy to the fullest extent required by law. For example, the Organization will make reasonable accommodations for employees' observance of religious holidays and practices unless the accommodation would cause an undue hardship on the Organization's operations. If you desire a religious accommodation, you are required to make the request in writing to your manager as far in advance as possible. You are expected to strive to find co-workers who can assist in the accommodation (e.g. trade shifts) and cooperate with the Organization in seeking and evaluating alternatives.
Moreover, in compliance with the Americans with Disabilities Act (ADA)/Foreign countries labor laws, HEPTO provides reasonable accommodations to qualified individuals with disabilities to the fullest extent required by law. HEPTO may require medical certification of both the disability and the need for accommodation. Keep in mind that the Organization can only seek to accommodate the known physical or mental limitations of an otherwise qualified individual. Therefore, it is your responsibility to come forward if you are in need of an accommodation. HEPTO will engage in an interactive process with the employee to identify possible accommodations, if any will help the applicant or employee perform the job.
2.3 Confidentiality
In the course of employment with HEPTO, employees may have access to "Confidential Information" regarding the Organization, which may include its professional strategy, future plans, financial information, contracts, suppliers, customers, personnel information or other information that the Organization considers proprietary and confidential. Maintaining the confidentiality of this information is vital to HEPTO’s competitive position in the industry and, ultimately, to its ability to achieve financial success and stability. Employees must protect this information by safeguarding it when in use, using it only for the services of the Organization and disclosing it only when authorized to do so and to those who have a legitimate business need to know about it. This duty of confidentiality applies whether the employee is on or off the HEPTO’s premises, and during and even after the end of the employee's employment with the Organization. This duty of confidentiality also applies to communications transmitted by the HEPTO’s electronic communications. See also Internet, Email and Computer Use policy, herein.
As a condition of employment with the Organization, all employees must sign a Non-Disclosure Agreement.
2.4 Employment of Minors
The FLSA's and Foreign countries laws, child labor provisions, which the Organization strictly adheres to, are designed to protect the educational opportunities of youth and prohibit their employment in jobs that are detrimental to their health and safety. Generally speaking, the FLSA sets the minimum age for employment (14 years for non-agricultural jobs), restricts the hours youth under the age of 16 may work, and prohibits youth under the age of 18 from being employed in hazardous occupations. In addition, the FLSA establishes subminimum wage standards for certain employees who are less than 20 years of age, full-time students, student learners, apprentices, and workers with disabilities. Employers generally must have authorization from the U.S. Department of Labor's Wage and Hour Division (WHD) in order to pay sub-minimum wage rates. IN
2.5 Employment of Relatives
HEPTO recognizes that the employment of relatives in certain circumstances, such as when they will work in the same department, supervise or manage the other, or have access to confidential or sensitive information regarding the other, can cause problems related to supervision, safety, security or morale, or create conflicts of interest that materially and substantially disrupt the HEPTO’s operations. When the Organization determines any of these problems will be present, it will decline to hire an individual to work in the same department as a relative. Relatives subject to this policy include father, mother, sister, brother, current spouse or domestic partner, child (natural, foster, or adopted), current mother-in- law, current father-in-law, grandparent, or grandchild.
If present employees become relatives during employment, the Organization should be notified so that we may determine whether a problem involving supervision, safety, security or morale, or a conflict of interest that would materially and substantially disrupt the HEPTO’s operations exists. If the Organization determines that such a problem exists, the Organization will take appropriate steps to resolve the problem, which may include reassignment of one relative (if feasible) or asking for the resignation of one of the relatives.
2.6 Personnel Records and Employee References
HEPTO maintains a personnel file and payroll records for each employee as required by law. Personnel files and payroll records are the property of the Organization and may not be removed from Organization premises without written authorization. Because personnel files and payroll records are confidential, access to the records is restricted. Generally, only those who have a legitimate reason to review information in an employee's file are allowed to do so. Disclosure of personnel information to outside sources will be limited. However, the Organization will cooperate with requests from authorized law enforcement or local, state, or federal agencies conducting official investigations and as otherwise legally required.
Employees may contact a Human Resources representative to request a time to review their payroll records and/or personnel file. With reasonable advance notice, an employee may review his or her own records in the Organization offices during regular business hours and in the presence of an individual appointed by the Organization to maintain the records. You also have the right to obtain a copy of your personnel files, but you may be required to pay for any such copies. You may add your comments to any disputed item in the file.
By policy, HEPTO will provide only the former or present employee's dates of employment and position(s) held with the Organization. Compensation information may also be verified if written authorization is provided by the employee.
2.7 Privacy
HEPTO is respectful of employee privacy. All employee demographic and personal information will be shared only as required in the normal course of business. Healthcare enrollment information is kept in a separate folder from other human resources forms. Workers' Compensation information is not considered private healthcare information; however, this information will be released only on a need-to-know basis.
HEPTO does not make or receive any private healthcare information through the course of normal work. If any employee voluntarily shares private healthcare information with a member of management, this information will be kept confidential. If applicable, the Organization will set up guidelines for employees and management to follow to ensure that company employees conform to the requirements of the Health Insurance Portability and Accountability Act (HIPAA).
2.8 Wage Disclosure Protection
Under the Minnesota Wage Disclosure Protection law/Country of operation law, you have the right to tell any person the amount of your own wages. Your employer cannot retaliate against you for disclosing your own wages. Your remedies under the Wage Disclosure Protection law are to bring a civil action against your employer and/or file a complaint with the Minnesota Department of Labor and Industry at (651) 284-5070 or 1-800-342-5354. Or Serving Foreign country.
2.9 Immigration Law Compliance (in the USA only)
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 on the date of hire and present documentation establishing identity and employment eligibility within three business days of date of hire. Former employees who are rehired must also complete an I-9 form if they have not completed an I-9 form with the Organization within the past three years, or if their previous I-9 form is no longer retained or valid. You may raise questions or complaints about immigration law compliance without fear of reprisal.
2.10 Political Neutrality
Maintenance of individual freedom and our political institutions necessitates broad scale participation by citizens concerning the selection, nomination and election of our public office holders. The Organization will not discriminate against any employee because of identification with and support of any lawful political activity. HEPTO employees are entitled to their own personal political position. The Organization will not discriminate against employees based on their lawful political activity engaged in outside of work. If you are engaging in political activity, however, you should always make it clear that your actions and opinions are your own and not necessarily those of the Organization, and that you are not representing HEPTO.
The following terms are used to describe employees and their employment status:
Exempt Employees - Employees whose positions meet specific tests established by the Federal Labor Standards Act ("FLSA") and Minnesota State law. In general, exempt employees are those engaged in executive, managerial, high-level administrative and professional jobs who are paid a fixed salary and perform certain duties. In addition, certain commissioned sales employees and highly paid computer professionals are exempt. Exempt employees are not subject to the minimum wage and overtime laws.
Nonexempt Employees - Employees whose positions do not meet specific tests established by the FLSA and Minnesota state law. All employees who are covered by the federal or state minimum wage and overtime laws are considered nonexempt. Employees working in nonexempt jobs are entitled to be paid at least the minimum wage per hour and a premium for overtime.
Full-Time Employees - Employees who are not temporary employees, independent contractors, or independent consultants and who are regularly scheduled to work a schedule of 40 hours per work week.
Part-Time Employees - Employees who are not temporary employees, independent contractors, or independent consultants and who are regularly scheduled to work less than 40 hours per work week.
Temporary Employees - Employees who are hired as interim replacements to temporarily supplement the workforce or to assist in the completion of a specific project. Employment assignments in this category are of limited duration and the temporary employee can be let go before the end of the defined period. Short term assignments generally are periods of three (3) months or less, however, such assignments may be extended. All Temporary employees are at-will regardless of the anticipated duration of the assignment (see Employment-at-Will Policy). Temporary employees retain that status unless and until notified in writing of a change.
Independent Contractor or Consultant - These individuals are not employees of the Company and are self-employed. An independent contractor or consultant is engaged to perform a task according to his/her own methods and is subject to control and direction only as to the results to be accomplished. Independent contractors or consultants are not entitled to benefits.
Each employee will be advised of his or her status at the time of hire and any change in status. Regardless of the employee's status, the employee is employed at-will and the employment relationship can be terminated by the HEPTO or the employee at any time, with or without cause and with or without notice.
2.2 Equal Employment Opportunity & Americans with Disabilities Act. (HEPTO is adamant to obey the Labor/Employment laws of each country we server)
It is the policy of HEPTO to provide equal employment opportunities to all employees and employment applicants without regard to unlawful considerations of race, religion, creed, color, national origin, sex, pregnancy, sexual orientation, gender identity, age, ancestry, physical or mental disability, genetic information, marital status or any other classification protected by applicable local, state or federal laws. This policy prohibits unlawful discrimination based on the perception that anyone has any of those characteristics or is associated with a person who has or is perceived as having any of those characteristics. This policy applies to all aspects of employment, including, but not limited to, hiring, job assignment, working conditions, compensation, promotion, benefits, scheduling, training, discipline and termination.
The Organization expects all employees to support our equal employment opportunity policy, and to take all steps necessary to maintain a workplace free from unlawful discrimination and harassment and to accommodate others in line with this policy to the fullest extent required by law. For example, the Organization will make reasonable accommodations for employees' observance of religious holidays and practices unless the accommodation would cause an undue hardship on the Organization's operations. If you desire a religious accommodation, you are required to make the request in writing to your manager as far in advance as possible. You are expected to strive to find co-workers who can assist in the accommodation (e.g. trade shifts) and cooperate with the Organization in seeking and evaluating alternatives.
Moreover, in compliance with the Americans with Disabilities Act (ADA)/Foreign countries labor laws, HEPTO provides reasonable accommodations to qualified individuals with disabilities to the fullest extent required by law. HEPTO may require medical certification of both the disability and the need for accommodation. Keep in mind that the Organization can only seek to accommodate the known physical or mental limitations of an otherwise qualified individual. Therefore, it is your responsibility to come forward if you are in need of an accommodation. HEPTO will engage in an interactive process with the employee to identify possible accommodations, if any will help the applicant or employee perform the job.
2.3 Confidentiality
In the course of employment with HEPTO, employees may have access to "Confidential Information" regarding the Organization, which may include its professional strategy, future plans, financial information, contracts, suppliers, customers, personnel information or other information that the Organization considers proprietary and confidential. Maintaining the confidentiality of this information is vital to HEPTO’s competitive position in the industry and, ultimately, to its ability to achieve financial success and stability. Employees must protect this information by safeguarding it when in use, using it only for the services of the Organization and disclosing it only when authorized to do so and to those who have a legitimate business need to know about it. This duty of confidentiality applies whether the employee is on or off the HEPTO’s premises, and during and even after the end of the employee's employment with the Organization. This duty of confidentiality also applies to communications transmitted by the HEPTO’s electronic communications. See also Internet, Email and Computer Use policy, herein.
As a condition of employment with the Organization, all employees must sign a Non-Disclosure Agreement.
2.4 Employment of Minors
The FLSA's and Foreign countries laws, child labor provisions, which the Organization strictly adheres to, are designed to protect the educational opportunities of youth and prohibit their employment in jobs that are detrimental to their health and safety. Generally speaking, the FLSA sets the minimum age for employment (14 years for non-agricultural jobs), restricts the hours youth under the age of 16 may work, and prohibits youth under the age of 18 from being employed in hazardous occupations. In addition, the FLSA establishes subminimum wage standards for certain employees who are less than 20 years of age, full-time students, student learners, apprentices, and workers with disabilities. Employers generally must have authorization from the U.S. Department of Labor's Wage and Hour Division (WHD) in order to pay sub-minimum wage rates. IN
2.5 Employment of Relatives
HEPTO recognizes that the employment of relatives in certain circumstances, such as when they will work in the same department, supervise or manage the other, or have access to confidential or sensitive information regarding the other, can cause problems related to supervision, safety, security or morale, or create conflicts of interest that materially and substantially disrupt the HEPTO’s operations. When the Organization determines any of these problems will be present, it will decline to hire an individual to work in the same department as a relative. Relatives subject to this policy include father, mother, sister, brother, current spouse or domestic partner, child (natural, foster, or adopted), current mother-in- law, current father-in-law, grandparent, or grandchild.
If present employees become relatives during employment, the Organization should be notified so that we may determine whether a problem involving supervision, safety, security or morale, or a conflict of interest that would materially and substantially disrupt the HEPTO’s operations exists. If the Organization determines that such a problem exists, the Organization will take appropriate steps to resolve the problem, which may include reassignment of one relative (if feasible) or asking for the resignation of one of the relatives.
2.6 Personnel Records and Employee References
HEPTO maintains a personnel file and payroll records for each employee as required by law. Personnel files and payroll records are the property of the Organization and may not be removed from Organization premises without written authorization. Because personnel files and payroll records are confidential, access to the records is restricted. Generally, only those who have a legitimate reason to review information in an employee's file are allowed to do so. Disclosure of personnel information to outside sources will be limited. However, the Organization will cooperate with requests from authorized law enforcement or local, state, or federal agencies conducting official investigations and as otherwise legally required.
Employees may contact a Human Resources representative to request a time to review their payroll records and/or personnel file. With reasonable advance notice, an employee may review his or her own records in the Organization offices during regular business hours and in the presence of an individual appointed by the Organization to maintain the records. You also have the right to obtain a copy of your personnel files, but you may be required to pay for any such copies. You may add your comments to any disputed item in the file.
By policy, HEPTO will provide only the former or present employee's dates of employment and position(s) held with the Organization. Compensation information may also be verified if written authorization is provided by the employee.
2.7 Privacy
HEPTO is respectful of employee privacy. All employee demographic and personal information will be shared only as required in the normal course of business. Healthcare enrollment information is kept in a separate folder from other human resources forms. Workers' Compensation information is not considered private healthcare information; however, this information will be released only on a need-to-know basis.
HEPTO does not make or receive any private healthcare information through the course of normal work. If any employee voluntarily shares private healthcare information with a member of management, this information will be kept confidential. If applicable, the Organization will set up guidelines for employees and management to follow to ensure that company employees conform to the requirements of the Health Insurance Portability and Accountability Act (HIPAA).
2.8 Wage Disclosure Protection
Under the Minnesota Wage Disclosure Protection law/Country of operation law, you have the right to tell any person the amount of your own wages. Your employer cannot retaliate against you for disclosing your own wages. Your remedies under the Wage Disclosure Protection law are to bring a civil action against your employer and/or file a complaint with the Minnesota Department of Labor and Industry at (651) 284-5070 or 1-800-342-5354. Or Serving Foreign country.
2.9 Immigration Law Compliance (in the USA only)
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 on the date of hire and present documentation establishing identity and employment eligibility within three business days of date of hire. Former employees who are rehired must also complete an I-9 form if they have not completed an I-9 form with the Organization within the past three years, or if their previous I-9 form is no longer retained or valid. You may raise questions or complaints about immigration law compliance without fear of reprisal.
2.10 Political Neutrality
Maintenance of individual freedom and our political institutions necessitates broad scale participation by citizens concerning the selection, nomination and election of our public office holders. The Organization will not discriminate against any employee because of identification with and support of any lawful political activity. HEPTO employees are entitled to their own personal political position. The Organization will not discriminate against employees based on their lawful political activity engaged in outside of work. If you are engaging in political activity, however, you should always make it clear that your actions and opinions are your own and not necessarily those of the Organization, and that you are not representing HEPTO.
Section 3
Hours of Work and Payroll Practices
Hours of Work and Payroll Practices
3.1 Pay Periods and Paydays
Employees are paid on a bi-monthly basis. All employees will be paid every other Friday. All employees are paid by check or direct deposit on the above-mentioned payday. If the regular payday falls on a weekend or Organization holiday, employees will be paid on the last business day before the holiday and/or weekend.
3.2 Overtime (In the USA only)
Nonexempt employees will be paid in accordance with federal and Minnesota state law.
In Minnesota, the standard work week for employees shall not exceed 48 hours per week. Should the Organization find it necessary to employ an employee in excess of this standard, overtime hours shall be compensated at the rate of one and one-half times the regular rate of pay.
All overtime work by non-exempt employees must be authorized in advance by their manager. Only hours actually worked will be used to calculate overtime pay.
3.3 Rest and Meal Periods (In the USA only)
All rest and meal periods will be in accordance with Minnesota state law.
Nonexempt employees will be provided an adequate rest period within each four-hour work period to utilize the nearest convenient rest room. This time is counted and paid as time worked. Nonexempt employees scheduled to work a continuous eight-hour period will be provided sufficient unpaid time for a meal period. Reasonable unpaid break time will also be provided to breast-feed an infant or express breast milk.
3.4 Timecards (In the USA only)
Nonexempt employees are required to keep an accurate and complete record of their attendance and hours worked. Timecards are official business records and may not be altered without the employee's supervisor's approval and may not be falsified in any way.
3.5 Payroll Deductions
Various payroll deductions are made each payday to comply with federal and state laws pertaining to taxes and insurance. Deductions will be made for the following: Federal and State Income Tax Withholding, Social Security, Medicare, State Disability Insurance & Family Temporary Disability Insurance, and other items designated by you or required by law (including a valid court order). You can adjust your federal and state income tax withholding by completing the proper federal or state form and submitting it to Accounting or Human Resources. At the start of each calendar year, you will be supplied with your Wage and Tax Statement (W-2) form for the prior year. This statement summarizes your income and deductions for the year.
3.6 Wage Garnishment
A garnishment is a court order requiring an employer to remit part of an employee's wages to a third party to satisfy a just debt. Once the Organization receives the legal papers ordering a garnishment, we are required by law to continue making deductions from your check until we have withheld the full amount or until we receive legal papers from the court to stop the garnishment. Even if you have already paid the debt, we still need the legal papers to stop the garnishment.
3.7 Direct Deposit
All employees are encouraged, but not required, to use direct deposit and have their paychecks deposited into a bank account of an accredited participating bank or credit union.
Employees are paid on a bi-monthly basis. All employees will be paid every other Friday. All employees are paid by check or direct deposit on the above-mentioned payday. If the regular payday falls on a weekend or Organization holiday, employees will be paid on the last business day before the holiday and/or weekend.
3.2 Overtime (In the USA only)
Nonexempt employees will be paid in accordance with federal and Minnesota state law.
In Minnesota, the standard work week for employees shall not exceed 48 hours per week. Should the Organization find it necessary to employ an employee in excess of this standard, overtime hours shall be compensated at the rate of one and one-half times the regular rate of pay.
All overtime work by non-exempt employees must be authorized in advance by their manager. Only hours actually worked will be used to calculate overtime pay.
3.3 Rest and Meal Periods (In the USA only)
All rest and meal periods will be in accordance with Minnesota state law.
Nonexempt employees will be provided an adequate rest period within each four-hour work period to utilize the nearest convenient rest room. This time is counted and paid as time worked. Nonexempt employees scheduled to work a continuous eight-hour period will be provided sufficient unpaid time for a meal period. Reasonable unpaid break time will also be provided to breast-feed an infant or express breast milk.
3.4 Timecards (In the USA only)
Nonexempt employees are required to keep an accurate and complete record of their attendance and hours worked. Timecards are official business records and may not be altered without the employee's supervisor's approval and may not be falsified in any way.
3.5 Payroll Deductions
Various payroll deductions are made each payday to comply with federal and state laws pertaining to taxes and insurance. Deductions will be made for the following: Federal and State Income Tax Withholding, Social Security, Medicare, State Disability Insurance & Family Temporary Disability Insurance, and other items designated by you or required by law (including a valid court order). You can adjust your federal and state income tax withholding by completing the proper federal or state form and submitting it to Accounting or Human Resources. At the start of each calendar year, you will be supplied with your Wage and Tax Statement (W-2) form for the prior year. This statement summarizes your income and deductions for the year.
3.6 Wage Garnishment
A garnishment is a court order requiring an employer to remit part of an employee's wages to a third party to satisfy a just debt. Once the Organization receives the legal papers ordering a garnishment, we are required by law to continue making deductions from your check until we have withheld the full amount or until we receive legal papers from the court to stop the garnishment. Even if you have already paid the debt, we still need the legal papers to stop the garnishment.
3.7 Direct Deposit
All employees are encouraged, but not required, to use direct deposit and have their paychecks deposited into a bank account of an accredited participating bank or credit union.
Section 4
Standards of Conduct and Employee Performance
Standards of Conduct and Employee Performance
4.1 Anti- Harassment and Discrimination
HEPTO is committed to providing a work environment free of sexual or any form of unlawful harassment or discrimination. Harassment or unlawful discrimination against individuals on the basis of race, religion, creed, color, national origin, sex, pregnancy, sexual orientation, gender identity, age, ancestry, physical or mental disability, genetic information, marital status or any other classification protected by local, state or federal laws is illegal and prohibited by Organization policy. Such conduct by or towards any employee, contract worker, customer, vendor or anyone else who does business with HEPTO will not be tolerated. Any employee or contract worker who violates this policy will be subject to disciplinary action, up to and including termination of his or her employment or engagement. To the extent a customer, vendor or other person with whom HEPTO does business engages in unlawful harassment or discrimination, the Organization will take appropriate corrective action.
Prohibited Conduct:
Prohibited harassment or discrimination includes any verbal, physical or visual conduct based on sex, race, age, national origin, disability or any other legally protected basis if:
a. submission to such conduct is made either explicitly or implicitly a term or condition of an individual's employment or engagement.
b. submission to or rejection of such conduct by an individual is used as a basis for decisions concerning that individual's employment or engagement; or
c. it creates a hostile or offensive work environment.
Prohibited harassment includes (but is not limited to) unwelcome sexual advances, requests for sexual favors and lewd, vulgar or obscene remarks, jokes, posters or cartoons, and any unwelcome touching, pinching or other physical contact. Other forms of unlawful harassment or discrimination may include racial epithets, slurs and derogatory remarks, stereotypes, jokes, posters or cartoons based on race, national origin, age, disability, marital status or other legally protected categories. Prohibited harassment might also be transmitted using the Organization electronic communications system, or through other on-line conduct.
Complaint Procedure:
Employees or contract workers who feel that they have been harassed or discriminated against, or who witness any harassment or discrimination by an employee, contract worker, customer, vendor or anyone else who does business with the Organization, should immediately report such conduct to their supervisor or any other member of management.
Do not allow an inappropriate situation to continue by not reporting it, regardless of who is creating the situation. No employee, contract worker, customer, vendor or other person who does business with this organization is exempt from the prohibitions in this policy. In response to every complaint, the Organization will conduct an investigation which may involve interviewing witnesses if warranted and, if improper conduct is found, take appropriate corrective action.
To the extent that an employee or contract worker is not satisfied with the Organization handling of a harassment or discrimination complaint, he or she may also contact the appropriate state or federal enforcement agency for legal relief.
4.2 Attendance
Punctuality and regular attendance are essential to the successful operation of the Oranization business. If an employee is unable to report to work (or to report to work on time) for any reason, the employee must notify his or her supervisor before his or her starting time. If an employee desires to leave work for any reason during the workday, the employee must obtain the approval of his or her supervisor prior to leaving. Excessive absenteeism or tardiness may subject the employee to disciplinary action, up to and including termination.
4.3 Discipline and Standards of Conduct
As an at-will employer, the Organization may impose discipline whenever it determines it is necessary or appropriate. Discipline may take various forms, including verbal counseling, written warnings, suspension, demotion, transfer, reassignment or termination. The discipline imposed will depend on the circumstances of each case; therefore, discipline will not necessarily be imposed in any particular sequence. Moreover, at any time the Organization determines it is appropriate, an employee may be terminated immediately.
Every organization must have certain standards of conduct to guide the behavior of employees. Although there is no possible way to identify every rule of conduct, the following is an illustrative list (not intended to be comprehensive or to limit the HEPTO’s right to impose discipline for any other conduct it deems inappropriate). Keep in mind that these standards of conduct apply to all employees whenever they are on Organization property and/or conducting Organization business (on or off Organization property). Engaging in any conduct the Organization deems inappropriate may result in disciplinary action, up to and including termination.
a. Dishonesty.
b. Falsification of Organization records.
c. Unauthorized use or possession of property that belongs to the Organization, a coworker, or of the public.
d. Possession or control of illegal drugs, weapons, explosives, or other dangerous or unauthorized materials.
e. Fighting, engaging in threats of violence or violence, use of vulgar or abusive language, horseplay, practical jokes or other disorderly conduct that may endanger others or damage property.
f. Insubordination, failure to perform assigned duties or failure to comply with HEPTO’s health, safety or other rules.
g. Unauthorized or careless use of the Organization materials, equipment or property.
h. Unauthorized and/or excessive absenteeism or tardiness.
i. Lack of teamwork, poor communication, unsatisfactory performance, unprofessional conduct, or conduct improper for the workplace.
j. Sexual or other illegal harassment or discrimination.
k. Unauthorized use or disclosure of HEPTO’s confidential information.
l. Violation of any HEPTO policy.
4.4 Dress Code
What we wear to work is a reflection of the pride we have in our Organization, in what we do, and in ourselves. Although dress code requirements will vary according to job responsibilities, we ask that your appearance at all times show discretion, good taste, and appropriateness for the safe performance of your job.
4.5 Safety
HEPTO is committed to providing a safe workplace. Accordingly, the Organization emphasizes "safety first." It is the employee's responsibility to take steps to promote safety in the workplace and work in a safe manner. By remaining safety conscious, employees can protect themselves and their coworkers. Employees are expected to promptly report all unsafe working conditions, accidents and injuries, regardless of how minor so that any potential hazards can be corrected.
4.6 Substance and Abuse
HEPTO is committed to providing its employees with a safe and productive work environment. In keeping with this commitment, it maintains a strict policy against the use of alcohol and the unlawful use of drugs in the workplace. Consequently, no employee may consume or possess alcohol, or use, possess, sell, purchase or transfer illegal drugs at any time while on the HEPTO’s premises or while using the Organization vehicles or equipment, or at any location during work time.
No employee may report to work with illegal drugs (or their metabolites) or alcohol in his or her bodily system. The only exception to this rule is that employees may engage in moderate consumption of alcohol that may be served and/or consumed as part of an authorized Organization social or business event. "Illegal drug" means any drug that is not legally obtainable or that is legally obtainable but has not been legally obtained. It includes prescription drugs not being used for prescribed purposes or by the person to whom it is prescribed or in prescribed amounts. It also includes any substance a person holds out to another as an illegal drug.
Any violation of this policy will result in disciplinary action, up to and including termination.
Any employee who feels he or she has developed an addiction to, dependence upon, or problem with alcohol or drugs, legal or illegal, is strongly encouraged to seek assistance before a violation of this policy occurs. Any employee who requests time off to participate in a rehabilitation program will be reasonably accommodated. However, employees may not avoid disciplinary action, up to and including termination, by entering a rehabilitation program after a violation of this policy is suspected or discovered.
4.7 Workplace Searches
All offices, desks, file drawers, cabinets, lockers, Organization vehicles, and other Organization equipment (including but not limited to computers, e-mail and voice mail) and facilities or any area on Organization premises are the property of the Organization ("HEPTO Property"), and are intended for professional use. Employees should have no expectation of privacy with respect to Organization property and/or items stored within Organization Property or on HEPTO premises. Inspection may be conducted at any time, without notice, at the discretion of the Organization.
In addition, when the Organization deems appropriate, employees may be required to submit to searches of their personal vehicles, parcels, purses, handbags, backpacks, brief cases, lunch boxes or any other possessions or articles brought on to the Organization premises.
Persons entering the premises who refuse to cooperate in an inspection conducted pursuant to this policy may not be permitted to enter the premises. All employees must cooperate in an inspection; failure to do so is insubordination and will result in disciplinary action, up to and including termination.
4.8 Internet, Email and Computer Use Policy
HEPTO uses various forms of electronic communication including, but not limited to: computers, email, telephones, voicemail, instant message, text message, Internet, cell phones and smart phones (hereafter referred to as "electronic communications"). The electronic communications, including all software, databases, hardware, and digital files, remain the sole property of the Organization and are to be used only for HEPTO services and not for personal use.
The following rules apply to all forms of electronic communications and media that are:
1. accessed on or from Organization premises.
2. accessed using the Organization computer or telecommunications equipment, or via HEPTO-paid access methods; and/or
3. used in a manner which identifies the Organization.
The following list is not exhaustive, and HEPTO may implement additional rules from time to time.
a. Electronic communication and media may not be used in any manner that would be discriminatory, harassing, or obscene, or for any other purpose that is illegal, against HEPTO policy, or not in the best interest of the Organization. Employees who misuse electronic communications and engage in defamation, copyright or trademark infringement, misappropriation of trade secrets, discrimination, harassment, or related actions will be subject to discipline, up to and including termination. Employees may not install personal software on HEPTO computer systems.
b. Employee's own electronic media may only be used during breaks. All other Organization policies, including the Organizations no tolerance for discrimination, harassment, or retaliation in the workplace apply.
c. All electronic information created by any employee on Organization premises or transmitted to HEPTO property using any means of electronic communication is the property of the Organization and remains the property of the Organization. You should not assume that any electronic communications are private or confidential and should transmit personal sensitive information in other ways. Personal passwords may be used for purposes of security, but the use of a personal password does not affect the HEPTO’s ownership of the electronic information. The Organization will override all personal passwords if necessary, for any reason.
d. The Organization reserves the right to access and review electronic files, messages, internet use, blogs, "tweets", instant messages, text messages, email, voice mail, and other digital archives, and to monitor the use of electronic communications as necessary to ensure that no misuse or violation of Organization policy or any law occurs. All such information may be used and/or disclosed to others, in accordance with business needs and the law. The Organization reserves the right to keep a record of all passwords and codes used and/or may be able to override any such password system
e. Employees are not permitted to access the electronic communications of other employees or third parties unless directed to do so by HEPTO management. No employee may install or use anonymous e-mail transmission programs or encryption of e-mail communications.
f. Employees who use devices on which information may be received and/or stored, including but not limited to cell phones, cordless phones, portable computers, fax machines, and voice mail communications are required to use these methods in strict compliance with the Confidentiality section of this Manual. These communications tools should not be used for communicating confidential or sensitive information or any trade secrets.
g. Access to the Internet, websites, and other types of HEPTO-paid computer access are to be used for Organization-related services only. Any information about Healthcare Extension Promotion and Training Organization, Inc. (HEPTO), its products or services, or other types of information that will appear in the electronic media about the Organization must be approved before the information is placed on any electronic information resource that is accessible to others.
4.9 Cell Phone Policy
The use of personal cell phones at work is discouraged because it can interfere with work and be disruptive to others. Therefore, employees who bring personal cell phones to work are required to keep the ringer shut off or placed on vibrate mode when they are in the office, and to keep cell phone use confined to breaks and meal periods. Conversations should be had away from areas where other employees are working. When cell phone use interferes with the satisfactory performance of an employee's duties or disturbs others, the privilege of using a personal cell phone at work may be taken away and other disciplinary action, up to and including termination, may be imposed.
The Organization may provide cell phone allowances to employees in certain positions in an effort to improve efficiency and effectiveness. When cell phones are used for Organization business, employees must comply with all Company policies governing conduct, including our policies prohibiting discrimination, harassment, and violence in the workplace. When using the cell phone in a public place, please remember to maintain the confidentiality of any private or confidential business information. As a courtesy to others, please shut cell phones off or place on vibrate mode during meetings.
HEPTO is committed to providing a work environment free of sexual or any form of unlawful harassment or discrimination. Harassment or unlawful discrimination against individuals on the basis of race, religion, creed, color, national origin, sex, pregnancy, sexual orientation, gender identity, age, ancestry, physical or mental disability, genetic information, marital status or any other classification protected by local, state or federal laws is illegal and prohibited by Organization policy. Such conduct by or towards any employee, contract worker, customer, vendor or anyone else who does business with HEPTO will not be tolerated. Any employee or contract worker who violates this policy will be subject to disciplinary action, up to and including termination of his or her employment or engagement. To the extent a customer, vendor or other person with whom HEPTO does business engages in unlawful harassment or discrimination, the Organization will take appropriate corrective action.
Prohibited Conduct:
Prohibited harassment or discrimination includes any verbal, physical or visual conduct based on sex, race, age, national origin, disability or any other legally protected basis if:
a. submission to such conduct is made either explicitly or implicitly a term or condition of an individual's employment or engagement.
b. submission to or rejection of such conduct by an individual is used as a basis for decisions concerning that individual's employment or engagement; or
c. it creates a hostile or offensive work environment.
Prohibited harassment includes (but is not limited to) unwelcome sexual advances, requests for sexual favors and lewd, vulgar or obscene remarks, jokes, posters or cartoons, and any unwelcome touching, pinching or other physical contact. Other forms of unlawful harassment or discrimination may include racial epithets, slurs and derogatory remarks, stereotypes, jokes, posters or cartoons based on race, national origin, age, disability, marital status or other legally protected categories. Prohibited harassment might also be transmitted using the Organization electronic communications system, or through other on-line conduct.
Complaint Procedure:
Employees or contract workers who feel that they have been harassed or discriminated against, or who witness any harassment or discrimination by an employee, contract worker, customer, vendor or anyone else who does business with the Organization, should immediately report such conduct to their supervisor or any other member of management.
Do not allow an inappropriate situation to continue by not reporting it, regardless of who is creating the situation. No employee, contract worker, customer, vendor or other person who does business with this organization is exempt from the prohibitions in this policy. In response to every complaint, the Organization will conduct an investigation which may involve interviewing witnesses if warranted and, if improper conduct is found, take appropriate corrective action.
To the extent that an employee or contract worker is not satisfied with the Organization handling of a harassment or discrimination complaint, he or she may also contact the appropriate state or federal enforcement agency for legal relief.
4.2 Attendance
Punctuality and regular attendance are essential to the successful operation of the Oranization business. If an employee is unable to report to work (or to report to work on time) for any reason, the employee must notify his or her supervisor before his or her starting time. If an employee desires to leave work for any reason during the workday, the employee must obtain the approval of his or her supervisor prior to leaving. Excessive absenteeism or tardiness may subject the employee to disciplinary action, up to and including termination.
4.3 Discipline and Standards of Conduct
As an at-will employer, the Organization may impose discipline whenever it determines it is necessary or appropriate. Discipline may take various forms, including verbal counseling, written warnings, suspension, demotion, transfer, reassignment or termination. The discipline imposed will depend on the circumstances of each case; therefore, discipline will not necessarily be imposed in any particular sequence. Moreover, at any time the Organization determines it is appropriate, an employee may be terminated immediately.
Every organization must have certain standards of conduct to guide the behavior of employees. Although there is no possible way to identify every rule of conduct, the following is an illustrative list (not intended to be comprehensive or to limit the HEPTO’s right to impose discipline for any other conduct it deems inappropriate). Keep in mind that these standards of conduct apply to all employees whenever they are on Organization property and/or conducting Organization business (on or off Organization property). Engaging in any conduct the Organization deems inappropriate may result in disciplinary action, up to and including termination.
a. Dishonesty.
b. Falsification of Organization records.
c. Unauthorized use or possession of property that belongs to the Organization, a coworker, or of the public.
d. Possession or control of illegal drugs, weapons, explosives, or other dangerous or unauthorized materials.
e. Fighting, engaging in threats of violence or violence, use of vulgar or abusive language, horseplay, practical jokes or other disorderly conduct that may endanger others or damage property.
f. Insubordination, failure to perform assigned duties or failure to comply with HEPTO’s health, safety or other rules.
g. Unauthorized or careless use of the Organization materials, equipment or property.
h. Unauthorized and/or excessive absenteeism or tardiness.
i. Lack of teamwork, poor communication, unsatisfactory performance, unprofessional conduct, or conduct improper for the workplace.
j. Sexual or other illegal harassment or discrimination.
k. Unauthorized use or disclosure of HEPTO’s confidential information.
l. Violation of any HEPTO policy.
4.4 Dress Code
What we wear to work is a reflection of the pride we have in our Organization, in what we do, and in ourselves. Although dress code requirements will vary according to job responsibilities, we ask that your appearance at all times show discretion, good taste, and appropriateness for the safe performance of your job.
4.5 Safety
HEPTO is committed to providing a safe workplace. Accordingly, the Organization emphasizes "safety first." It is the employee's responsibility to take steps to promote safety in the workplace and work in a safe manner. By remaining safety conscious, employees can protect themselves and their coworkers. Employees are expected to promptly report all unsafe working conditions, accidents and injuries, regardless of how minor so that any potential hazards can be corrected.
4.6 Substance and Abuse
HEPTO is committed to providing its employees with a safe and productive work environment. In keeping with this commitment, it maintains a strict policy against the use of alcohol and the unlawful use of drugs in the workplace. Consequently, no employee may consume or possess alcohol, or use, possess, sell, purchase or transfer illegal drugs at any time while on the HEPTO’s premises or while using the Organization vehicles or equipment, or at any location during work time.
No employee may report to work with illegal drugs (or their metabolites) or alcohol in his or her bodily system. The only exception to this rule is that employees may engage in moderate consumption of alcohol that may be served and/or consumed as part of an authorized Organization social or business event. "Illegal drug" means any drug that is not legally obtainable or that is legally obtainable but has not been legally obtained. It includes prescription drugs not being used for prescribed purposes or by the person to whom it is prescribed or in prescribed amounts. It also includes any substance a person holds out to another as an illegal drug.
Any violation of this policy will result in disciplinary action, up to and including termination.
Any employee who feels he or she has developed an addiction to, dependence upon, or problem with alcohol or drugs, legal or illegal, is strongly encouraged to seek assistance before a violation of this policy occurs. Any employee who requests time off to participate in a rehabilitation program will be reasonably accommodated. However, employees may not avoid disciplinary action, up to and including termination, by entering a rehabilitation program after a violation of this policy is suspected or discovered.
4.7 Workplace Searches
All offices, desks, file drawers, cabinets, lockers, Organization vehicles, and other Organization equipment (including but not limited to computers, e-mail and voice mail) and facilities or any area on Organization premises are the property of the Organization ("HEPTO Property"), and are intended for professional use. Employees should have no expectation of privacy with respect to Organization property and/or items stored within Organization Property or on HEPTO premises. Inspection may be conducted at any time, without notice, at the discretion of the Organization.
In addition, when the Organization deems appropriate, employees may be required to submit to searches of their personal vehicles, parcels, purses, handbags, backpacks, brief cases, lunch boxes or any other possessions or articles brought on to the Organization premises.
Persons entering the premises who refuse to cooperate in an inspection conducted pursuant to this policy may not be permitted to enter the premises. All employees must cooperate in an inspection; failure to do so is insubordination and will result in disciplinary action, up to and including termination.
4.8 Internet, Email and Computer Use Policy
HEPTO uses various forms of electronic communication including, but not limited to: computers, email, telephones, voicemail, instant message, text message, Internet, cell phones and smart phones (hereafter referred to as "electronic communications"). The electronic communications, including all software, databases, hardware, and digital files, remain the sole property of the Organization and are to be used only for HEPTO services and not for personal use.
The following rules apply to all forms of electronic communications and media that are:
1. accessed on or from Organization premises.
2. accessed using the Organization computer or telecommunications equipment, or via HEPTO-paid access methods; and/or
3. used in a manner which identifies the Organization.
The following list is not exhaustive, and HEPTO may implement additional rules from time to time.
a. Electronic communication and media may not be used in any manner that would be discriminatory, harassing, or obscene, or for any other purpose that is illegal, against HEPTO policy, or not in the best interest of the Organization. Employees who misuse electronic communications and engage in defamation, copyright or trademark infringement, misappropriation of trade secrets, discrimination, harassment, or related actions will be subject to discipline, up to and including termination. Employees may not install personal software on HEPTO computer systems.
b. Employee's own electronic media may only be used during breaks. All other Organization policies, including the Organizations no tolerance for discrimination, harassment, or retaliation in the workplace apply.
c. All electronic information created by any employee on Organization premises or transmitted to HEPTO property using any means of electronic communication is the property of the Organization and remains the property of the Organization. You should not assume that any electronic communications are private or confidential and should transmit personal sensitive information in other ways. Personal passwords may be used for purposes of security, but the use of a personal password does not affect the HEPTO’s ownership of the electronic information. The Organization will override all personal passwords if necessary, for any reason.
d. The Organization reserves the right to access and review electronic files, messages, internet use, blogs, "tweets", instant messages, text messages, email, voice mail, and other digital archives, and to monitor the use of electronic communications as necessary to ensure that no misuse or violation of Organization policy or any law occurs. All such information may be used and/or disclosed to others, in accordance with business needs and the law. The Organization reserves the right to keep a record of all passwords and codes used and/or may be able to override any such password system
e. Employees are not permitted to access the electronic communications of other employees or third parties unless directed to do so by HEPTO management. No employee may install or use anonymous e-mail transmission programs or encryption of e-mail communications.
f. Employees who use devices on which information may be received and/or stored, including but not limited to cell phones, cordless phones, portable computers, fax machines, and voice mail communications are required to use these methods in strict compliance with the Confidentiality section of this Manual. These communications tools should not be used for communicating confidential or sensitive information or any trade secrets.
g. Access to the Internet, websites, and other types of HEPTO-paid computer access are to be used for Organization-related services only. Any information about Healthcare Extension Promotion and Training Organization, Inc. (HEPTO), its products or services, or other types of information that will appear in the electronic media about the Organization must be approved before the information is placed on any electronic information resource that is accessible to others.
4.9 Cell Phone Policy
The use of personal cell phones at work is discouraged because it can interfere with work and be disruptive to others. Therefore, employees who bring personal cell phones to work are required to keep the ringer shut off or placed on vibrate mode when they are in the office, and to keep cell phone use confined to breaks and meal periods. Conversations should be had away from areas where other employees are working. When cell phone use interferes with the satisfactory performance of an employee's duties or disturbs others, the privilege of using a personal cell phone at work may be taken away and other disciplinary action, up to and including termination, may be imposed.
The Organization may provide cell phone allowances to employees in certain positions in an effort to improve efficiency and effectiveness. When cell phones are used for Organization business, employees must comply with all Company policies governing conduct, including our policies prohibiting discrimination, harassment, and violence in the workplace. When using the cell phone in a public place, please remember to maintain the confidentiality of any private or confidential business information. As a courtesy to others, please shut cell phones off or place on vibrate mode during meetings.
Section 5
Employee Benefits and Services
Employee Benefits and Services
5.1 General
Aside from those benefits required by state and federal regulations, Healthcare Extension Promotion and Training Organization, Inc. (HEPTO) also offers additional benefits for its full-time employees. From time to time, benefits may be added or deleted from the benefits package. The Organization reserves the right to make such changes.
This Manual does not contain the complete terms and/or conditions of any of the HEPTO's current benefit plans. It is intended only to provide general explanations. For information regarding employee benefits and services, employees should contact Fadumo Ibrahim at Fadumoib@hepto.org.
5.2 Workers' Compensation (In the USA only)
All states have Workers' Compensation laws whose purpose is to promote the general welfare of people by providing compensation for accidental injuries or death suffered in the course of employment. These laws are designed to provide protection to workers suffering occupational disabilities through accidents arising out of, and in the course of employment. Healthcare Extension Promotion and Training Organization, Inc. (HEPTO) carries Workers' Compensation Insurance for all employees and pays the entire cost of the insurance program. An employee who suffers an injury or illness in connection with the job is usually eligible to receive payment through the insurance company for lost wages. In addition to disability payments, necessary hospital, medical and surgical expenses are covered under Workers' Compensation, with payments being made directly to the hospital or physician. Workers' Compensation benefits to injured workers also include assistance to help qualified injured employees return to suitable employment.
5.3 Social Security Benefits (FICA)
During your employment, you and the Organization both contribute funds to the Federal government to support the Social Security Program. This program is intended to provide you with retirement benefit payments and medical coverage once you reach retirement age.
5.4 Unemployment Insurance (In the USA only)
The company pays a state and federal tax to provide employees with unemployment insurance coverage in the event they become unemployed through no fault of their own or due to circumstances described by law. This insurance is administered by applicable state agencies, who determine eligibility for benefits, the amount of benefits (if any), and duration of benefits.
Aside from those benefits required by state and federal regulations, Healthcare Extension Promotion and Training Organization, Inc. (HEPTO) also offers additional benefits for its full-time employees. From time to time, benefits may be added or deleted from the benefits package. The Organization reserves the right to make such changes.
This Manual does not contain the complete terms and/or conditions of any of the HEPTO's current benefit plans. It is intended only to provide general explanations. For information regarding employee benefits and services, employees should contact Fadumo Ibrahim at Fadumoib@hepto.org.
5.2 Workers' Compensation (In the USA only)
All states have Workers' Compensation laws whose purpose is to promote the general welfare of people by providing compensation for accidental injuries or death suffered in the course of employment. These laws are designed to provide protection to workers suffering occupational disabilities through accidents arising out of, and in the course of employment. Healthcare Extension Promotion and Training Organization, Inc. (HEPTO) carries Workers' Compensation Insurance for all employees and pays the entire cost of the insurance program. An employee who suffers an injury or illness in connection with the job is usually eligible to receive payment through the insurance company for lost wages. In addition to disability payments, necessary hospital, medical and surgical expenses are covered under Workers' Compensation, with payments being made directly to the hospital or physician. Workers' Compensation benefits to injured workers also include assistance to help qualified injured employees return to suitable employment.
5.3 Social Security Benefits (FICA)
During your employment, you and the Organization both contribute funds to the Federal government to support the Social Security Program. This program is intended to provide you with retirement benefit payments and medical coverage once you reach retirement age.
5.4 Unemployment Insurance (In the USA only)
The company pays a state and federal tax to provide employees with unemployment insurance coverage in the event they become unemployed through no fault of their own or due to circumstances described by law. This insurance is administered by applicable state agencies, who determine eligibility for benefits, the amount of benefits (if any), and duration of benefits.
Section 6
Employee Leaves of Absence and Time Off
Employee Leaves of Absence and Time Off
6.1 General
While regular attendance is crucial to maintain business operations, the Organization recognizes that, for a variety of reasons, employees may need time off from work. The Organization has available a number of types of leaves of absence. Some are governed by law and others are discretionary. For all planned leaves, however, employees must submit a request at least 30 days in advance; in case of emergencies, employees should submit the request as soon as they become aware of the need for leave. All leaves must have the approval of HEPTO management. If, during a leave, an employee accepts another job, engages in other employment or consulting outside of the Organization, or applies for unemployment insurance benefits, the employee may be considered to have voluntarily resigned from employment with the Organization.
All requests for a leave of absence will be considered in light of their effect on the Organization and its work requirements, as determined by HEPTO management, which reserves the right to approve or deny such requests in its sole discretion, unless otherwise required by law. For disability-related leave requests, the Organization will engage in an interactive process with the employee to determine if a leave is the most appropriate accommodation. The employee must provide a certification from his or her health care provider to the Organization to support a leave for medical reasons. Failure to provide the required certification to the Organization in a timely manner will result in delay or denial of leave. If an employee requires an extension of leave, the employee must request such extension, and have it approved before the expiration of the currently approved leave.
While the Organization will make a reasonable effort to return the employee to his or her former position or a comparable position following an approved leave of absence, there is no guarantee that the employee will be reinstated to his or her position, or any position, except as required by law.
6.2 Family and Medical Leave
Because of the Organization small size, we are not required to comply with the federal Family and Medical Leave Act ("FMLA"). However, we recognize that our employees may occasionally need to take unpaid leave to care for a new child, to care for a seriously ill family member, to handle an employee's own medical issues, or to handle issues relating to a family member's military service, possibly including caring for a family member who is injured while serving in the military.
If you anticipate that you might need time off to deal with family and medical issues, please speak with your supervisor. We will seriously consider every request on a case-by-case basis.
6.3 Workers' Compensation Leave
Any employee who is unable to work due to a work-related injury or illness and who is eligible for Workers' Compensation benefits will be provided an unpaid leave for the period required. The first 12 weeks will be treated concurrently as a family and medical leave under the federal Family Medical Leave Act ("FMLA") for employees eligible for FMLA leave.
6.4 Jury Duty (IN the USA only)
U.S. citizens have a civic obligation to provide jury duty service when called.
The employee must bring in the jury duty notice as soon as it is received so that appropriate arrangements can be made to cover his or her duties. Employees are required to call in or report for work on those days or parts of days when their presence in court is not required.
Employees who are registered voters may be absent for the time necessary to appear at their polling place, cast a ballet for a local, state, and national election, and return to work. This time may be taken with pay.
While regular attendance is crucial to maintain business operations, the Organization recognizes that, for a variety of reasons, employees may need time off from work. The Organization has available a number of types of leaves of absence. Some are governed by law and others are discretionary. For all planned leaves, however, employees must submit a request at least 30 days in advance; in case of emergencies, employees should submit the request as soon as they become aware of the need for leave. All leaves must have the approval of HEPTO management. If, during a leave, an employee accepts another job, engages in other employment or consulting outside of the Organization, or applies for unemployment insurance benefits, the employee may be considered to have voluntarily resigned from employment with the Organization.
All requests for a leave of absence will be considered in light of their effect on the Organization and its work requirements, as determined by HEPTO management, which reserves the right to approve or deny such requests in its sole discretion, unless otherwise required by law. For disability-related leave requests, the Organization will engage in an interactive process with the employee to determine if a leave is the most appropriate accommodation. The employee must provide a certification from his or her health care provider to the Organization to support a leave for medical reasons. Failure to provide the required certification to the Organization in a timely manner will result in delay or denial of leave. If an employee requires an extension of leave, the employee must request such extension, and have it approved before the expiration of the currently approved leave.
While the Organization will make a reasonable effort to return the employee to his or her former position or a comparable position following an approved leave of absence, there is no guarantee that the employee will be reinstated to his or her position, or any position, except as required by law.
6.2 Family and Medical Leave
Because of the Organization small size, we are not required to comply with the federal Family and Medical Leave Act ("FMLA"). However, we recognize that our employees may occasionally need to take unpaid leave to care for a new child, to care for a seriously ill family member, to handle an employee's own medical issues, or to handle issues relating to a family member's military service, possibly including caring for a family member who is injured while serving in the military.
If you anticipate that you might need time off to deal with family and medical issues, please speak with your supervisor. We will seriously consider every request on a case-by-case basis.
6.3 Workers' Compensation Leave
Any employee who is unable to work due to a work-related injury or illness and who is eligible for Workers' Compensation benefits will be provided an unpaid leave for the period required. The first 12 weeks will be treated concurrently as a family and medical leave under the federal Family Medical Leave Act ("FMLA") for employees eligible for FMLA leave.
6.4 Jury Duty (IN the USA only)
U.S. citizens have a civic obligation to provide jury duty service when called.
The employee must bring in the jury duty notice as soon as it is received so that appropriate arrangements can be made to cover his or her duties. Employees are required to call in or report for work on those days or parts of days when their presence in court is not required.
Employees who are registered voters may be absent for the time necessary to appear at their polling place, cast a ballet for a local, state, and national election, and return to work. This time may be taken with pay.
At-Will Employment Agreement and
Acknowledgement of Receipt of Employee Manual
Acknowledgement of Receipt of Employee Manual
Employee: _________________
I acknowledge that I have been provided with a copy of the Healthcare Extension Promotion and Training Organization, Inc. (HEPTO) (the "Organization") Employee Manual, which contains important information on the Organization policies, procedures and benefits, including the policies on Anti-Harassment/Discrimination, Substance Use and Abuse and Confidentiality. I understand that I am responsible for familiarizing myself with the policies in this handbook and agree to comply with all rules applicable to me.
I understand and agree that the policies described in the handbook are intended as a guide only and do not constitute a contract of employment. I specifically understand and agree that the employment relationship between the Organization and me is at-will and can be terminated by the Organization or me at any time, with or without cause or notice. Furthermore, the Organization has the right to modify or alter my position or impose any form of discipline it deems appropriate at any time. Nothing in this handbook is intended to modify the HEPTO's policy of at-will employment. The at-will employment relationship may not be modified except by a specific written agreement signed by me and an authorized representative of the Organization. This is the entire agreement between HEPTO and me regarding this subject. All prior or contemporaneous inconsistent agreements are superseded.
I understand that the Organization reserves the right to make changes to its policies, procedures or benefits at any time at its discretion. However, the at-will employment agreement can be modified only in the manner specified above. I further understand that the Organization reserves the right to interpret its policies or to vary its procedures as it deems necessary or appropriate.
I have received the Organization Employee Manual. I have read (or will read) and agree to abide by the policies and procedures contained in the Manual.
By: ___________________________________ Date: __________________
Mohamed Mohamed
President
By: ___________________________________ Date: __________________
I acknowledge that I have been provided with a copy of the Healthcare Extension Promotion and Training Organization, Inc. (HEPTO) (the "Organization") Employee Manual, which contains important information on the Organization policies, procedures and benefits, including the policies on Anti-Harassment/Discrimination, Substance Use and Abuse and Confidentiality. I understand that I am responsible for familiarizing myself with the policies in this handbook and agree to comply with all rules applicable to me.
I understand and agree that the policies described in the handbook are intended as a guide only and do not constitute a contract of employment. I specifically understand and agree that the employment relationship between the Organization and me is at-will and can be terminated by the Organization or me at any time, with or without cause or notice. Furthermore, the Organization has the right to modify or alter my position or impose any form of discipline it deems appropriate at any time. Nothing in this handbook is intended to modify the HEPTO's policy of at-will employment. The at-will employment relationship may not be modified except by a specific written agreement signed by me and an authorized representative of the Organization. This is the entire agreement between HEPTO and me regarding this subject. All prior or contemporaneous inconsistent agreements are superseded.
I understand that the Organization reserves the right to make changes to its policies, procedures or benefits at any time at its discretion. However, the at-will employment agreement can be modified only in the manner specified above. I further understand that the Organization reserves the right to interpret its policies or to vary its procedures as it deems necessary or appropriate.
I have received the Organization Employee Manual. I have read (or will read) and agree to abide by the policies and procedures contained in the Manual.
By: ___________________________________ Date: __________________
Mohamed Mohamed
President
By: ___________________________________ Date: __________________
