Employee s Handbook POLICY LIST INTRODUCTION TITLE PAGE EMPLOYEE WELCOME MESSAGE ORGANIZATION DESCRIPTION INTRODUCTORY STATEMENT CUSTOMER RELATIONS

Transcription

1 Employee s Handbook POLICY LIST INTRODUCTION TITLE PAGE EMPLOYEE WELCOME MESSAGE ORGANIZATION DESCRIPTION INTRODUCTORY STATEMENT CUSTOMER RELATIONS EMPLOYMENT NATURE OF EMPLOYMENT EMPLOYEE RELATIONS CONFLICT OF INTEREST EQUAL EMPLOYMENT OPPORTUNITY EMPLOYMENT STATUS AND RECORDS ACCESS TO PERSONNEL FILES EMPLOYEE REFERENCE CHECKS PERSONNEL DATA CHANGES INTRODUCTORY PERIOD PERFORMANCE EVALUATIONS JOB DESCRIPTIONS EMPLOYEE BENEFITS PROGRAMS MEDICAL/HEALTH INSURANCE VACATION BENEFITS HOLIDAYS WORKERS CONPENSATION INSURANCE TIME OFF REQUESTS SICK LEAVE PARENTAL LEAVE FOR SCHOOL VISITS TIME KEEPING/PAYROLL TIME KEEPING PAY DAYS PAY ADVANCES DIRECT DEPOSIT 1 1

2 ON-LINE ACCESS ADMINISTRATIVE PAY CORRECTIONS PAY DEDUCTIONS AND SETOFFS EMPLOYMENT TERMINATION SEVERANCE PAY WORK CONDITIONS AND HOURS SAFETY WORK SCHEDULES TIME OFF REQUESTS CELL PHONES & TEXT MESSAGING SMOKING/TOBACCO PRODUCTS BREAKS AND LUNCH WORK WEEK AND OVERTIME USE OF EQUIPMENT AND VEHICLES WORKPLACE VIOLENCE PREVENTION LEAVES OF ABSENCE MEDICAL LEAVE FAMILY LEAVE PERSONAL LEAVE EDUCATIONAL LEAVE MILITARY LEAVE PREGNANCY RELATED ABSENCE EMPLOYEE CONDUCT & DISCIPLINARY ACTION EMPLOYEE CONDUCT AND WORK RULES DRUGS AND ALCOHOL USE SEXUAL AND OTHER UNLAWFUL HARASSMENT ATTENDANCE AND PUNCTUALITY PERSONAL APPEARANCE RESIGNATION BUILDING SECURITY PROGRESSIVE DISCIPLINE MISCELLANEOUS SUGGESTION PROGRAM EMERGENCY RESPONSE EMPLOYEE WELCOME 2 2

3 Congratulations on your selection and welcome to Five Star Cleaning Service, LLC. You were selected out of all other applicants because we felt that you were up to meeting the high quality standards our company demands. We look forward to working with you and know you will become a valuable member of the Five Star Cleaning Service team. Thanks so much for applying for the position. ORGANIZATION DESCRIPTION Five Star Cleaning Service is a limited liability company, owned and managed by Nancy and Gary Poore. We provide commercial janitorial/cleaning services to Great Falls and the surrounding area. Since our company is rather small, supervisory and leadership positions are limited and all positions are working positions. As the company grows, additional supervisors will be appointed based on individual capabilities, responsibility, leadership traits, and dependability. INTRODUCTORY STATEMENT The Five Star Cleaning Service logo (the five individual stars) indicates our commitment to providing the very best janitorial/cleaning service in the local area. Each star in the logo indicates a specific promise to our customers and employees: Star 1 Professional: We are a professional staff providing a professional service. The Five Star Cleaning Service team conducts itself accordingly under all circumstances and provides a quality service with professional results. Star 2 Experienced: We provide a trained, experienced, and motivated staff backed by experienced leadership. Star 3 Reliable: We can be counted on to be on time, complete the job by the suspense date/time under the strictest standards, and provide reliable and honest employees. Star 4 Dedicated: We are dedicated to providing the very best commercial cleaning/janitorial service in the state. We are also dedicated to providing a safe, secure, and non-hostile work environment while providing our employees with the opportunity to succeed. Star 5 Competitive: We provide a professional service at competitive prices, and we pay our employees a fair and competitive wage. CUSTOMER RELATIONS The success of any business is attributed to good customer relations. The very best and possibly the worst form of advertisement comes directly from the customer. If a customer is completely satisfied with the service you provide, they usually mention it or tell other prospective clients. By the same token, poor customer relations (i.e., poor service) are just as quickly identified and a company or business s integrity is soon in question. Always maintain good customer relationsyour actions reflect directly on the company. EMPLOYMENT 3 3

4 NATURE OF EMPLOYMENT All employee positions with Five Star Cleaning Service are presently part-time janitorial/cleaning positions. The available positions are based on the amount and size of our janitorial/cleaning contracts. Some of these positions may eventually change to full-time as our company expands. EMPLOYEE RELATIONS Employee relationships within the company (i.e., employees dating employees) are strongly discouraged. Should situations or problems within an employee relationship impact the company, one or both parties may be dismissed. Public displays of affection (PDA) is not tolerated while at work. CONFLICT OF INTEREST An employee accepting a position with our company agrees to refrain from taking a janitorial position with any business or company under janitorial contract with Five Star Cleaning Service, LLC for a period of 6 months after their termination. Failure to abide by this agreement may result in a civil lawsuit. EQUAL EMPLOYMENT OPPORTUNITY Five Star Cleaning Service, LLC is an equal opportunity employer and will not discriminate based on race, color, religion, sex, or national origin. EMPLOYMENT STATUS AND RECORDS ACCESS TO PERSONNEL FILES A personnel file is maintained on each employee and may be accessed by that employee upon request. Access is limited to the employee s personnel file and must be conducted in front of the company owner or manager. Access to personnel files is scheduled through appointment only and is limited from 9:00 A.M. to 5:00 P.M. Monday-Friday except holidays. PERSONNEL DATA CHANGES Employees wishing to make changes to tax status or withholdings must notify their supervisor in writing. In order to ensure changes are made before the next pay period, the requested changes must be provided at least one week prior to the next pay period. Five Star management will update the pay records during the next pay period. The written authorization will be posted in the individuals personnel file. Individuals must notify Five Star Management of any change of address status to ensure postal delivery of individual W-2 s at the end of the year. INTRODUCTORY PERIOD Immediately upon employment, all employees are entered into a 120-day introductory employment period. During this phase of employment, employees are evaluated on their ability to become a productive Five Star team member. Your ability to perform tasks; work and communicate with others; follow directions; display a positive attitude; work with or without supervision; promptness; willingness to work; judgment, and integrity will all be evaluated. During this introductory period, Five Star Cleaning Service reserves the right to dismiss any employee (without prior warning) for not meeting the company s employment standards. PERFORMANCE EVALUATIONS A verbal and/or written feedback evaluation is provided for each employee every 6 months or as needed as a result of unsatisfactory performance or behavior. This evaluation is designed to identify the employee s strengths and weaknesses and to promote a harmonious working 4 4

5 relationship. The evaluations may also identify the employee s progress, improvements, and potential for progression. These evaluations are decision-making tools used to identify leadership potential. JOB DESCRIPTIONS Job descriptions are broken down into two categories, janitorial and supervisory: See attachments 1 or 2 based on the position you were hired to fill. Supervisors will be asked to fill the requirements of both job descriptions. If in doubt, please ask your supervisor. EMPLOYEE BENEFITS PROGRAMS MEDICAL/HEALTH INSURANCE Five Star Cleaning service does not currently provide medical/health insurance to its employees. Employees wishing to obtain this coverage should consider the Health Insurance Marketplace as a source of private healthcare options. VACATION BENEFITS All employees are eligible for vacation pay after their first year of employment with Five Star Cleaning Service, LLC. Vacation pay is earned at 1.25 days per quarter. This equates to one work week per year of paid vacation time. Employees dismissed or electing to leave the company prior to one year of employment are not eligible for any paid vacation. Vacation time may not be carried over into the following year. Employees may elect to sell back their vacation time if they so desire. Vacation pay is based on your average work week hours. If you average 25 hours a week, then you will be paid 25 hours a week for your vacation pay. This vacation time may be used any time after the first year with at least two weeks notice. HOLIDAYS Five Star Cleaning Service, LLC will pay holiday pay after one year of employment. Holiday pay is equal to the hourly wage currently being received and paid only on those days normally scheduled to work. WORKERS COMPENSATION INSURANCE All employees are covered for injuries under the Montana State Worker s Compensation Fund/Insurance Plan. Should an employee become injured during the shift, immediately notify your supervisor and fill out a First Report form. Shift supervisors will gather all required information and immediately report the incident to Five Star management. TIME OFF REQUESTS Requests for time off will not be considered without a two week notice. All time off is approved by Five Star Cleaning Service management. Shift supervisors do not have the authority to grant time off. Time off in conjunction with three day weekends or holidays must be approved through Five Star management and is approved on a case by case basis. Requests for time off on Halloween will not be approved under any circumstances. SICK LEAVE Sick leave is not paid by Five Star Cleaning Service. If an employee cannot make it to work due to his/her illness, the employee must immediately notify Five Star management to arrange a replacement. Waiting until the last minute to notify us is unacceptable. When possible, please notify the management at least 4 hours before your scheduled shift. Sick leave is limited to no more than 5 days a year unless otherwise approved by management. Any consecutive absence over two days must have a doctor s notice. Note: employees may elect to use their vacation time 5 5

6 as sick time if they so desire. We reserve the right to dismiss an employee if an employee s continued absences due to illness affect Five Star s ability to operate. PARENTAL LEAVE FOR SCHOOL VISITS Employees may attend to children s after school activities as long as the ability of the company to function is not impaired, and it is approved by Five Star management. Notice must be given at least three business days in advance. Parental leave for school visits is not paid and must be used with discretion. TIME KEEPING/PAYROLL TIME KEEPING Supervisors will maintain time sheets for each employee unless otherwise directed. Supervisors are responsible for reporting time sheet data to the business manager on the last day of the pay period. PAY PERIOD Due to the introduction of direct deposit, a cut-off date must be established in order to ensure the payroll is deposited on each members account by the pay date. Pay periods run from the 11 th -25 th and 26 th -10 th of every month. PAYDAYS Paydays are on the last day of the month and the 15 th day of every month. PAY ADVANCES Five Star Cleaning Service, LLC does not provide advance pay. ADMINISTRATIVE PAY CORRECTIONS Please notify your supervisor or Five Star management immediately of any discrepancies in your pay. This includes personal information, withholdings, incorrect or overpayment of work hours, etc. If necessary, the pay in question will be made void and a new paycheck will be cut immediately. If the correction is minor and does not require immediate change, the corrective action will be made prior to the next pay date. If a question of pay arises, do not cash the paycheck until the situation has been resolved to your satisfaction. PAY DEDUCTIONS AND SETOFFS Each employee is provided a W-4 form to indicate your taxable withholding status. The information you provide will be used to withhold state and federal taxes from your paychecks. Should you desire to change your withholding status, please ask your supervisor for a new W-4 form. Make the necessary changes on the W-4 form and turn the updated copy into your supervisor prior to the next pay period. All changes will be updated in the very next paycheck. W- 5 forms are available for those individuals eligible to receive advanced earned income credit. Please ask your supervisor for this form. DIRECT DEPOSIT Employees must have a checking or saving account as a prerequisite to employment. Direct deposit is the only method of employee compensation. Please ask your supervisor for a direct deposit form. 6 6

7 EMPLOYMENT TERMINATION Should an employee be terminated prior to the end of the pay period, a paycheck for the hours worked will be cut within three business days of termination. If the termination occurs within less than two days of the standard payday, the last check will be cut on the normal payday. SEVERANCE PAY Five Star Cleaning Service does not have a retirement or severance pay program. Employees should consider an independent retirement program. ONLINE ACCESS TO PAY STUBS Online access to payroll information is available through You may also access your end of year W-2 information through this same site. Each employee must signup for the service through view my paycheck and provide the management with a current address. WORK CONDITIONS AND HOURS SAFETY Our employees safety is a primary concern of Five Star Cleaning Service. Each employee has the right to work in a safe environment. Should an employee identify a safety issue or concern, he/she should correct the discrepancy if possible. If the employee cannot correct the discrepancy, he/she should immediately notify a supervisor for corrective action. It is also your responsibility to be a safe employee. Unsafe acts may cause injury or death, loss or damage to property, or loss in wages and man-hours. Do not perform unsafe acts. If you think the act could be dangerous or hazardous, it probably is. Should an employee become injured during the shift, immediately notify your supervisor and fill out a First Report form. Shift supervisors will gather all required information and immediately report the incident to Five Star management. WORK SCHEDULES Employees will be notified of their work schedule as soon as they are hired. The workplace and reporting time/date are always the same unless notified otherwise. Please contact your supervisor to determine holidays and how they affect your work schedule. Should changes in the work schedule be required to accommodate the company s needs, employees will be notified of the changes at least 2 hours in advance. TIME OFF REQUESTS Requests for time off will not be considered without a two week notice. All time off is approved by Five Star Cleaning Service management. Shift supervisors do not have the authority to grant time off. Time off in conjunction with three day weekends or holidays must be approved through Five Star management and is approved on a case by case basis. Requests for time off on Halloween will not be approved under any circumstances. CELL PHONES & TEXT MESSAGING Cell phone use is designated for emergency situation only. Random text messaging and phone calls are not condoned. Please leave your cell phones in the janitor s closet or in your vehicle. Failure to comply with this policy will result in disciplinary actions and possible dismissal. SMOKING/TOBACCO PRODUCTS Smoking and use of other tobacco products are limited to use during designated breaks only. Smoking will only be conducted outdoors and in designated smoking areas if available. All 7 7

8 tobacco products will be properly disposed of and will not be thrown on the ground or discarded in an unauthorized location. BREAKS AND LUNCH Each employee is authorized a 10-minute break for every 4-hour shift. The break must be taken during the middle of the 4-hour shift (at approximately the 2-hour point). Breaks are not authorized for any task scheduled for less than 4 hours. If an employee elects not to take the authorized break, the employee will not be paid for the break time. Lunch breaks are limited to 30 minutes. Lunch breaks are only paid when the employee is scheduled to work a minimum of an 8-hour shift and when the employee must remain at the work site. Employees leaving the work site for lunch must return to the work site within the authorized 30 minutes and do not receive pay for the lunchtime. WORK WEEK AND OVERTIME Employees work week starts on a Monday and ends on Sunday. Employees paid an hourly rate and who work more than 40 hours during a work week are authorized to receive time and a half for any hours over 40 hours. USE OF EQUIPMENT, SUPPLIES, AND VEHICLES In order to prevent damage or loss, equipment, supplies, and vehicles owned by a customer or client will not be used by Five Star Cleaning Service employees. Five Star Cleaning Service s equipment and supplies may not be used for employee s personal use without permission. Five Star management must specifically authorize the equipment use, and the company is not responsible for damages caused by its use. WORKPLACE VIOLENCE PREVENTION In order to maintain a non-hostile work environment, employees and supervisors must maintain a professional attitude. Workplace violence is not acceptable and will not be tolerated. Five Star Cleaning Service employees must conduct themselves as professionals at all times. Courtesy and respect for other employees feelings and beliefs are critical. Do not use derogatory or inflammatory comments, words, or phrases. Employees, spouses, friends, and relatives acting out, using threats, or behaving in a manner to create violence within the workplace may be cause for the employee s dismissal. Should the potential for violence exist, you should remove yourself from the situation and notify the supervisory staff or management immediately. EMPLOYEE CONDUCT AND DISCIPLINARY ACTION EMPLOYEE CONDUCT AND WORK RULES Five Star Cleaning Service employees must follow the established rules and conduct themselves as professionals and use good judgment. Should an employee disregard the company s policies and procedures, disciplinary action, or termination will be implemented as necessary. WORK ETHICS Employees are expected to perform assigned tasks using the highest standards and performing those tasks as quickly as possible. Note: quality will not be substituted for speed for any reason. Five Star Cleaning Service pays its employees a fair wage and expects a fair product in return. Employees malingering or producing shoddy work will not be tolerated. Our standards are high and we expect the same from our employees. 8 8

9 DRUG AND ALCOHOL USE Employees will not report to work under the influence of any drug or alcohol. The appearance or smell of intoxicating or illegal substances will not be tolerated and are grounds for immediate termination. Do not come to work under the influence of any substance or hung over. SEXUAL HARASSMENT Sexual harassment will not be tolerated by any individual for any reason. Lewd remarks, offcolored jokes, vulgar language, sexual innuendos, sexual books or photos, sexually explicit T- shirts, etc. are not allowed at the workplace. Please report any signs of sexual harassment to the management staff immediately. Five Star Cleaning Service has a zero tolerance for any sexual harassment. ATTENDANCE AND PUNCTUALITY Employees must show up to work at the prescribed time. Success of the business depends on the employees attendance and punctuality. Missed attendance or late shows will not be tolerated, and employees displaying these trends will be terminated. In order to ensure correct timekeeping and building occupancy numbers, employees must notify their shift supervisor upon arrival and departure from the facility. Leaving the assigned facility without supervisory notification is not acceptable. PERSONAL APPEARANCE Employees must present a neat, clean, and professional appearance. Physical and oral hygiene is critical to the wellness of all employees as well as the company s image. Clothing should be clean, without holes, and wrinkle free. Sleeveless shirts, halter tops, belly shirts, etc. are not suitable attire and may not be worn. Shorts must extend to within three inches of the knee. Clothing and/or headgear must not display illegal, immoral, sexual, or tasteless/offensive logos or silk-screens. Shoes should be comfortable, neat, and clean without holes. In order to prevent injury, shoes are mandatory, they must completely cover the foot and provide necessary support. Sandals or flip-flops are not suitable foot ware. Hair must be neat, clean, combed, and must not interfere with safe operation of equipment/machinery. RETURN OF PROPERTY Each employee must return any property belonging to Five Star Cleaning Service, LLC prior to the employee receiving his/her last paycheck. The necessary funds will be deducted from the employee s last paycheck unless returned. The employee will be notified of the charges prior to actual deduction. RESIGNATION Employees should provide a 2-week notice prior to resignation of employment. This notice allows for an easier transition, the hiring and training of replacement employees, and a more favorable job recommendation. EQUIPMENT, SUPPLIES, AND BUILDING SECURITY Each employee is responsible for the security of the building, equipment, and supplies. Do not leave equipment or supplies unattended and always secure them in the assigned janitors closet or storage location at the end of the day. If required, lock each door behind you as you leave. Prior to leaving the building at the end of the shift, check each door again for proper security. In order to provide a safe working environment, most buildings need securing at the beginning of the shift. Check with your supervisor regarding the required security for each building, and do your part to ensure a safe work environment. 9 9

10 PROGRESSIVE DISCIPLINE Progressive discipline is a tool used to discourage and prevent unacceptable behavior. In most cases and initially, employees will be verbally warned. After verbal warnings have failed, written memos and letters of record will be documented and maintained. Depending on the case and severity, a three-strike rule is normally applied to all employees. After the third warning for the same or like offense, the employee may be terminated for cause. Note: Progressive discipline does not apply to illegal activity. Employees will be immediately dismissed and may be prosecuted for any illegal activities conducted at the workplace. MISCELLANEOUS SUGGESTION PROGRAM Five Star Cleaning Service is open to all suggestions or recommendations. We encourage our employees to work smarter, not harder. Should you have any ideas or suggestions, please bring them to the attention of your supervisor. EMERGENCY RESPONSE Should an emergency occur while at the workplace, contact the necessary emergency response center (i.e., fire department, police, ambulance). If a fire occurs, pull the nearest fire alarm, and if possible, extinguish the fire. If it is not possible to extinguish the fire, evacuate the building and meet up at the designated location. Conduct a head count of all employees, and direct fire crew to the location of the fire. Note: Ask your supervisor for the designated evacuation meeting location for each building. Should an unauthorized person enter the building, immediately escort them from the building. Take note of height, weight, hair and eye color, clothing, and any other special characteristics, as well as mode and direction of travel. Report the incident to your supervisor. Should a hostile or threatening activity occur, lock yourself into the building or room as applicable and call 911. For non-life threatening emergencies (i.e., leaking pipes, sewer back-up, basement flooding, etc.), notify the building manager. Each employee is responsible for knowing these emergency procedures. Note: Information in this employee handbook may change at any time. We ll do our best to keep it updated with the most current policies and procedures. Please discuss any questions, concerns, suggestions, etc. with your supervisor or the Five Star management staff. Thanks again. We value you as an employee and want to see you succeed with our company. //Signed// Nancy M. Poore Owner Attachments: 1. Janitorial Job Description 2. Supervisory Job Description 10 10

11 Attachment 1 Five Star Janitorial Job Requirements Must be able to lift up to 35 lb., work with residential and commercial cleansers, detergents, disinfectants, soaps, strippers, sealants, shampoos, etc., stand for extended periods of time, bend or kneel for long periods of time. Stand on ladders, raise arms above head, push pull or carry vacuum cleaners, ladders, buffers, waste bins or other equipment. Work outdoors as required, and walk up and down stairs. Must be able to work assigned shifts, including nights and weekends as required. Must be punctual, able to read, write, follow directions, problem solve, work well with others, and work with or without supervision as required. Must be able to perform duties as listed in the Five Star Janitorial Job Description. Employees may be required to travel. Five Star Janitorial Job Description Employees will be required to sweep, mop, and vacuum floors and stairs as applicable. They will clean and polish restrooms including toilets, urinals, sinks, and vanities. Dust and spot-clean walls and window ledges, dust and polish furniture, remove and replace paper products from dispensers and fill soap dispensers. Empty waste, recyclable, and bio-hazard containers and replace liners as necessary. Clean interior and exterior windows/doors and sanitize telephones and vacuum furniture. Clean kitchenettes including sinks, miscellaneous kitchen appliances, and exterior cabinets. Employees may be required to strip and wax floors, shampoo furniture and carpet (including operation of low and high speed buffers), floor scrubbing machines and carpet extractors. This listing is not all inclusive and other tasks may be required as directed by supervision

12 Attachment 2 Five Star Supervisory Requirements Must meet the standards established under the Five Star Janitorial Job Requirements and be able to perform the tasks list under the Five Star Job Description. In addition, Supervisors are working supervisors and must be able to lead by example, motivate, compliment, and correct employees as necessary to accomplish the task. Supervisors must be able to clearly communicate orally and in writing, without verbal insults, intimidation, or disrespect, the policies, procedures, and standards established by Five Star Management. Supervisors must also be able to use good judgment and problem solving techniques to prevent and resolve customer and employee issues. Five Star Supervisory Job Description Supervisors are the voice, eyes, and ears of management and have a fiduciary responsibility to the company. They are responsible for the overall management and cleanliness of assigned facility and supervision, training, safety, and direction of assigned personnel. Duties also include: Building security, record keeping of employee time sheets and payroll reporting, employee safety, accident reporting, reporting of supply and equipment shortages and deficiencies, relaying complaints and requests from building managers or staff to Five Star management. Supervisors are responsible for preventing and reporting any illegal activities or breaches of Five Star policies, procedures or standards. They are also responsible for implementing and reporting any applicable information, changes in policy or procedures and keeping employees abreast of these changes