Goodwill Industries of Central Florida, Inc. Building Lives That Work

Goodwill Industries of Central Florida, Inc.
Building Lives That Work
Employee Handbook
.
7531 S. Orange Blossom Trail
Orlando, FL 32809
(407) 857-0659
www.goodwillcfl.org
Revised December 2012
Supersedes previous versions
TABLE OF CONTENTS
WELCOME & INTRODUCTION ..................................................................................................... 1
1.1 - Introduction ...................................................................................................................... 3
1.2 - Employment-at-will ......................................................................................................... 3
1.3 - Mission ............................................................................................................................. 3
1.4 - Core Values ...................................................................................................................... 4
1.5 - Principles .......................................................................................................................... 4
1.6 - To Achieve Excellence .................................................................................................... 5
CODES OF ETHICAL CONDUCT .................................................................................................... 5
2.1 - Code of Ethics – Board of Directors ................................................................................ 5
2.2 - Code of Ethics – Employees ............................................................................................ 6
2.3 - Code of Ethics – Financial Practices................................................................................ 7
2.4 - Code of Ethics – Marketing Activities ............................................................................. 7
2.5 - Code of Ethics – Treatment of Community Members ..................................................... 7
2.6 - Communications Code of Conduct .................................................................................. 7
2.7 - Conflicts of Interest .......................................................................................................... 8
2.8 - Corporate Compliance Program....................................................................................... 9
2.9 - Customer-Donor Relations .............................................................................................. 9
2.10 - Employee-Participant Relationships .............................................................................. 9
2.11 - Treatment of Persons Receiving Services .................................................................... 10
2.12 - Violation of Ethic Codes .............................................................................................. 11
SALARY ADMINISTRATION & EXPENSES .................................................................................. 12
3.1 - Employee Classifications ............................................................................................... 12
3.2 - Exempt and Non-Exempt Employees ............................................................................ 12
3.3 - Overtime......................................................................................................................... 12
3.4 - Pay Procedures ............................................................................................................... 12
3.5 - Payroll Deductions ......................................................................................................... 12
3.6 - Time Recording.............................................................................................................. 13
3.7 - Travel ............................................................................................................................. 13
BENEFITS .................................................................................................................................... 15
4.1 - Educational Reimbursement .......................................................................................... 15
4.2 - Employee Discount and Purchases ................................................................................ 15
4.3 - Gym Wellness Benefit ................................................................................................... 15
4.4 - Holidays ......................................................................................................................... 16
4.5 - Medical Benefits ............................................................................................................ 16
4.6 - Personal Days ................................................................................................................. 17
4.7 - Vacation ......................................................................................................................... 18
LEAVES OF ABSENCE ................................................................................................................. 18
5.1 - Bereavement Leave ........................................................................................................ 18
5.2 - Domestic and Sexual Violence Leave ........................................................................... 18
5.3 - Jury Duty ........................................................................................................................ 19
5.4 - Medical Leave (FMLA) ................................................................................................. 19
5.5 - Military Leave ................................................................................................................ 22
5.6 - Personal Leave (Non FMLA) ........................................................................................ 23
SAFETY & SECURITY ................................................................................................................. 23
6.1 - Weapons in the Workplace ............................................................................................ 23
6.2 - ID Badges ....................................................................................................................... 23
6.3 - Loss Prevention .............................................................................................................. 24
6.4 - Personal Packages/Property ........................................................................................... 24
6.5 - Safety Policy .................................................................................................................. 24
6.6 - Use of Vehicles for Organization Business ................................................................... 25
EMPLOYMENT POLICIES & PRACTICES .................................................................................... 26
7.1 - Absences ........................................................................................................................ 26
7.2 - Accessibility ................................................................................................................... 26
7.3 - Administrative and Program Records ............................................................................ 26
7.4 - Bulletin Boards .............................................................................................................. 27
7.5 - Discipline ....................................................................................................................... 27
7.6 - Dress Code ..................................................................................................................... 29
7.7 - Drug Free Workplace ..................................................................................................... 29
7.8 - Employment of Relatives ............................................................................................... 30
7.9 - Equal Employment Opportunity and Affirmative Action.............................................. 31
7.10 - Grievance Procedures .................................................................................................. 31
7.11 - Hours of Operation....................................................................................................... 32
7.12 - Immigration Requirements .......................................................................................... 32
7.13 - Introductory Period ...................................................................................................... 32
7.14 - Leaving Work During Working Hours ........................................................................ 33
7.15 - Legal Actions ............................................................................................................... 33
7.16 - Lunch Periods and Breaks............................................................................................ 33
7.17 - Media Relations ........................................................................................................... 34
7.18 - Office and Work Station Decor ................................................................................... 34
7.19 - Parking – Main Facility ............................................................................................... 34
7.20 - Performance Evaluations ............................................................................................. 35
7.21 - Promotions/Transfers ................................................................................................... 35
7.22 - Reasonable Accommodation Policy ............................................................................ 35
7.23 - Reasonable Break Time for Nursing Mothers ............................................................. 36
7.24 - References/Verifications .............................................................................................. 36
7.25 - Rehire ........................................................................................................................... 36
7.26 - Separation of Employment........................................................................................... 36
7.27 - Smoking ....................................................................................................................... 37
7.28 - Solicitation ................................................................................................................... 37
7.29 - Suggestions .................................................................................................................. 37
7.30 - Tardiness/Leaving Work Early .................................................................................... 37
7.31 - Training ........................................................................................................................ 37
7.32 - Workplace Harassment & Violence ............................................................................. 38
CONCLUSION .............................................................................................................................. 39
APPENDIX ................................................................................................................................... 40
8.1 - Executive Compensation Policy .................................................................................... 40
8.2 - Executive Leadership Development & Evaluation ........................................................ 40
8.3 - FMLA Employee Rights and Responsibilities............................................................... 41
WELCOME & INTRODUCTION
Welcome!
Bill Oakley, President/CEO
We are so pleased that you have decided to join the Goodwill family and our team.
Goodwill Industries of Central Florida’s mission is Building Lives That Work. Our organization
has served over 950,000 individuals since its inception, over fifty-one years ago. We have a rich
history and many success stories of program participants, who have benefited from our help in
finding work and wage opportunities.
We recognize that without hardworking and dedicated employees, this would have been an
impossible task to accomplish. Each day, you will have the opportunity to touch the lives of
individuals who need the support of Goodwill Industries. We consider all of our employees to be
valuable resources, and we are grateful for your commitment to this organization and our
mission.
Should you have any questions or concerns, please do not hesitate to ask any of our management
team members. We wish you the very best as you embark on your career with Goodwill.
Sincerely,
William G. Oakley
President/CEO
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1.1 - INTRODUCTION
This handbook has been developed to give you a better understanding of Goodwill Industries of
Central Florida, Inc. (the Organization) and the policies within. Please read each section and ask
for assistance in answering any questions you may have.
This handbook exclusively sets forth the Organization’s employment policies. These policies are
guided by the President/CEO or designee of the President/CEO or in case of vacancy, the
designee of the Executive Committee of the Board.
1.2 - EMPLOYMENT-AT-WILL
Employment at Goodwill Industries of Central Florida, Inc. is not offered, guaranteed,
contracted, or promised for any specific length of time. The policies described in this employee
handbook do not create a contract between Goodwill Industries of Central Florida, Inc. and its
employees. Management reserves the right to make policy changes when, in the opinion of
management, those changes are in the best interest of the Organization. Management also
reserves the right to interpret policy and make policy decisions.
In consideration of employment, the employee will conform to the rules and standards of the
Organization and understands that employment and compensation can be separated at will, with
or without cause, and with or without notice, at any time by either the employee or the
organization. No employee or representative of the Organization, other than the President/CEO,
has any authority to enter into any agreement contrary to the foregoing.
1.3 - MISSION
Building Lives That Work!
To accomplish our mission we:
Provide opportunities for people to improve their lives through employment and preemployment programs.
Pursue commercial opportunities to employ the persons we serve.
Reprocess, recycle and resell items donated to us.
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1.4 - CORE VALUES
The Organization has established Codes of Ethics to guide the actions of employees/board
members, treatment of those receiving services, business/financial practices, and marketing.
The core values that serve as roots for our Code of Ethics are:
Respect for Each Other
Employees and board members will exercise thoughtful consideration of the needs of employees,
board members, customers, donors, and persons receiving services.
Conciliation
Employees and board members act in a spirit of compromise and agreement. Each individual
will hear and respect the others person’s point of view and be open to constructive discussion.
Honesty
All employees and board members will deal honestly with other employees, board members,
customers, donors, and those receiving services. The value of honesty cannot be compromised.
We must be honest without being hurtful.
Trust
Each of us will be non-judgmental on issues. We will be supportive of others and responsive in
any time of need.
1.5 - PRINCIPLES
Our philosophy is predicated on the belief that every individual has the right to work toward
achieving the same quality of life that all people need to lead lives of self-fulfillment and
meaning. Achieving quality of life entails:
exposure to opportunities
freedom of choice
participation in community life
self-directedness
We further believe that five concepts must be our guideposts to ensure that all we do maximizes
the potential of each person receiving services to attain this quality of life. These five concepts
are:
normalization
empowerment
integration
inclusion
autonomy
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1.6 - TO ACHIEVE EXCELLENCE
As an Organization, we strive for excellence and look for this quality in our employees. We
focus on continuous improvement, are accountable to the community through our mission and
have a sense of urgency in all that we do. We teach our employees the concept of Process Based
Leadership. This approach realizes better results for our organization through consistency,
alignment, engagement, and employee satisfaction.
Clarity Process for Communication: This non-negotiable process includes standard formats for
all essential meetings in a business-focused, outcome-driven way.
Connectivity Process for Business Focus: This non-negotiable process ensures all teams have a
consistent business scorecard which includes their key focus areas. If the team is not meeting
their performance targets, they have a process to solve problems and determine root causes.
Consistency Process for Accountability: Companies must develop accountability processes that
drive actions to the appropriate levels.
Behavioral Transformation Process: Behavioral non-negotiables include expectations between
leaders and teams, and between individuals.
All teams will have their own handbook to document additional processes to be implemented in
the Organization. It is a tool for reference, conflict resolution, new employee orientation, and
auditing.
CODES OF ETHICAL CONDUCT
2.1 - CODE OF ETHICS – BOARD OF DIRECTORS
1. I will do my best to see that the Organization is operated in a manner that upholds the
Organization’s integrity, adheres to its bylaws, and merits the trust and support of the
public.
2. I will strive to adhere to all applicable laws and regulations, going beyond the letter of the
law to protect and/or enhance the Organization’s ability to accomplish its mission.
3. I will treat others in a professional manner with respect in accordance to the
Organization’s policies and guidelines set forth.
4. I will be a responsible steward of the Organization’s resources.
5. I will take no actions that could benefit me personally at the expense of the Organization,
avoiding even the appearance of a conflict of interest.
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6. I will carefully consider the public perception of my personal and professional actions,
and the effect my actions could have, positively or negatively, on the Organization’s
reputation in my community and elsewhere.
7. I will strive for personal and professional growth to improve my effectiveness as an
Organization Board member.
8. I will refrain from unwarranted intrusion into the responsibilities of the Organization’s
operational management.
2.2 - CODE OF ETHICS – EMPLOYEES
1. I will do my best to see that the Organization meets the needs of the persons receiving
services.
2. I will respect the value and dignity of all individuals.
3. I will do my best to create and maintain a climate of loyalty, trust, and mutual respect.
4. I will support a work atmosphere in which the work of each individual is respected as
important, where management operates in an open environment, but that confidentiality
is maintained and respected.
5. I will recognize excellent work done by other employees and persons receiving services.
6. I will strive to communicate with everyone in a friendly, positive, enthusiastic, and
courteous way.
7. I will be loyal to the Organization. I will refrain from willfully discrediting the
Organization.
8. I will uphold all applicable laws and regulations, going beyond the letter of the law to
protect and/or enhance the Organization’s ability to meet its mission.
9. I will be a responsible steward of the Organization’s resources.
10. I will strive for personal and professional growth to improve my effectiveness.
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2.3 - CODE OF ETHICS – FINANCIAL PRACTICES
1. All financial practices of the Organization shall be handled in accordance with the
applicable federal, state, and local laws.
2. All financial matters shall be conducted within the standards of commonly accepted, and
sound financial management practices.
3. All financial matters covered by the Organization’s bylaws shall be handled in
accordance with those bylaws.
2.4 - CODE OF ETHICS – MARKETING ACTIVITES
1. Marketing activities are part of the Organization’s accountability to the public.
2. Marketing activities/efforts shall always respect the dignity and privacy rights of those
receiving services.
3. Marketing activities will never knowingly mislead or misinform the public or
misrepresent the Organization.
4. Marketing activities will uphold the integrity of the Organization so as to merit the
continued support and trust of the public.
2.5 - CODE OF ETHICS – TREATMENT OF COMMUNITY MEMBERS
1. Community members must always be treated with respect and dignity.
2. Requests for information from community members are responded to in a timely manner.
3. Concerns or complaints from the community will be addressed.
4. Input is solicited from the community and is considered in a respectful manner.
2.6 - COMMUNICATIONS CODE OF CONDUCT
Although the Organization is respectful of employee privacy, we reserve the right to review and
monitor any computer files, electronic-mail messages and voice mail messages sent or received
using the Organization’s computers, email addresses, equipment or resources. Employees should
understand, therefore, that they have no right of privacy with respect to any message or
information created or maintained on the Organization’s systems or equipment.
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Access to the internet, use of electronic mail (e-mail) and telephone has been provided for certain
employees for the benefit of the Organization. Every employee using the internet, e-mail, and
telephone has a responsibility to maintain and enhance the Organization’s public image and to
use these in a productive manner. The following guidelines have been established for using the
internet, e-mail, and telephone:
1. Unauthorized access of another employee’s e-mail or voicemail account or any other
account maintained on the system(s) as well as unauthorized access to data stored on any
electronic or telephonic system(s) is prohibited. This would include any unauthorized
attempt to obtain access into any computer whether it belongs to the Organization or
another organization.
2. Any effort to inhibit authorized access or monitoring of data, mail, or programs stored on
electronic or telephonic systems is prohibited.
3. Transmission of obscene or harassing messages to any other individual, i.e., hate mail,
obscenity, ethnic slurs, racial comments, off-color jokes, anti-social behavior, and other
non-work related communication(s) is prohibited. This also includes accessing sexually
oriented internet sites or the receipt, storage, or transmission of sexually oriented material
(see section 7.32).
4. Use of the electronic and/or telephonic communication system to violate any other policy
of the Organization, or federal, state and/or local law is prohibited.
5. Any illegal, unethical, or other activity that could adversely affect the Organization,
including the Organization’s reputation or image is prohibited.
6. Posting confidential, inaccurate, inappropriate, and unlawful Organization information is
prohibited.
Failure to follow these guidelines can result in disciplinary action, up to and including separation
of employment.
Telephone Calls
Organization telephones are for business use only. Emergency calls will be delivered to you
upon receipt of the call by the Organization. Employees are not to use cell phones, including
texting, while driving for Organization purposes. Employees are expected to use due diligence to
drive safely (see section 6.5).
2.7 - CONFLICTS OF INTEREST
Employees are prohibited from engaging in any activity, practice, or act which conflicts with, or
appears to conflict with, the interest of the Organization, its customers or donors. All questions
and concerns about potential conflicts should be directed to The Senior Talent Executive or Vice
President of Administration.
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1. Employees are not to engage in, directly or indirectly, other types of behavior that is
considered disloyal, disruptive, competitive, or damaging to the Organization.
2. Employees are prohibited from accepting other employment that adversely affects their
job performance or that is deemed as damaging to the Organization.
3. Employees are not to give, offer, or promise, directly or indirectly, anything of value to
any representative of a supplier, funding source, or financial institution in connection
with any transaction or business that the Organization may have with such supplier,
funding source, or financial institution.
2.8 - CORPORATE COMPLIANCE PROGRAM
All questions or comments concerning any issues of honesty or trust with any public funds
should be directed to the President/CEO or the Vice President of Administration.
2.9 - CUSTOMER-DONOR RELATIONS
The Organization provides customers and donors with the best possible services. Employees and
participants are expected to treat customers and donors in a courteous, respectful manner at all
times. Employees and participants should always remember that the customer and donor come
first. They are the primary source of the organization’s income, and therefore, the ultimate
source of each employee’s job and income and of each participant’s program or services.
Customers and donors should always be treated in a professional manner with respect in
accordance to the Organization’s policies and guidelines. Recurring customer or donor related
problems should be reported to your direct supervisor.
2.10 - EMPLOYEE-PARTICIPANT RELATIONSHIPS
It is the responsibility of the Organization and its employees to provide the highest quality of
service possible to the participants entrusted to the Organization’s services. It is necessary,
therefore that the highest professional, ethical and moral standards be maintained with program
participants. This policy applies to all employees, volunteers, consultants, or others who have
occasion to provide services to participants of the Organization.
1. The basic employee-participant relationship is a professional one similar to
physician/patient. It is one of professional interest which is friendly, but objective.
Personal interest in participants must be guided by the professional responsibility for their
program services as well as professional ethics.
2. It is important that employees who are working with participants, maintain a consistent
posture and that their effort be collaborative. Actions and/or activities initiated with or on
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behalf of a participant should be coordinated through the participant's Counselor and
should be consistent with the participant's program plan of services.
3. All participants will be provided equal treatment and services, except as restricted by
specific contracted obligations, regardless of race, color, creed, religion, sex, age,
disability, sexual orientation, political affiliation, marital status, national origin, Veteran
status, or socioeconomic standing.
4. The dignity and personal safety of participants will be preserved at all times. Physical
and/or psychological abuse is prohibited and is grounds for disciplinary action up to and
including separation of employment.
5. Personal and/or sexual relationships with participants in any organizational program(s)
are prohibited and shall be grounds for disciplinary action up to and including separation
of employment.
6. Exploitation of participants, in any manner and at any time, is prohibited and shall be
grounds for disciplinary action up to and including separation of employment.
7. All matters pertaining to participant confidentiality will be treated in a manner consistent
with applicable statutory or policy requirements.
The procedures listed above are only minimum standards. They indicate the basic philosophy of
the organization toward employee-participant relationships. Each employee is responsible for
seeking additional information and guidance regarding these procedures from Managers and/or
department supervisors. Participant’s questions should be directed to the Vocational and
Community Services Department.
2.11 - TREATMENT OF PERSONS RECEIVING SERVICES
1. The following questions will serve as principles which will guide my actions in dealing
with those individuals receiving services from or employed by the Organization.
Do my actions
a. Promote self-esteem in those we serve/supervise?
b. Demonstrate empathy and a willingness to use insights thus gained in such a way
as to improve the situation?
c. Enlist the involvement of those we serve/supervise by increasing the worth of
these individuals?
2. Persons receiving services must always be treated with respect and dignity, regardless of
disability or other potential limitations.
3. The input of persons receiving services into the rehabilitation process is not only
important but it is paramount that input should always be accepted in a respectful
manner.
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4. Persons receiving services give up no legal rights when they join the Organization.
Hence, an individual’s legal rights must be respected at all times.
5. An atmosphere must be maintained in which those receiving services may learn and
develop.
6. The Organization must be ever mindful of the attitudinal, architectural, and
communication barriers that may exist in the Organization. Where barriers exist, the
Organization must consider corrective action. If any are perceived, contact the Vice
President of Administration.
2.12 - VIOLATION OF ETHIC CODES
Each new employee and board member will be required to review and abide by these codes. Any
employee who violates one of the Organization’s Codes of Ethics may face corrective action.
Board action may be taken with any board member who violates the Code of Ethics.
Reporting
All violations of ethical conduct are to be reported to the Vice President of Administration or the
President/CEO. Employees are encouraged to discuss any concern of ethical misconduct.
Investigation
Investigation of and resultant disciplinary procedure for allegations of ethical misconduct will
comply with this handbook.
Non Retaliation
Employees and/or program participants will be free from retaliation, reprisal or discipline for
reporting any unethical action.
Employee/Participant Education
All employees and program participants will receive further awareness and instruction on matters
related to the Code of Ethics during the orientation process.
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SALARY ADMINISTRATION & EXPENSES
3.1 - EMPLOYEE CLASSIFICATIONS
Employees may be designated full-time, part-time or temporary. Full-time employees are those
who work 30 hours or more in a regularly scheduled workweek. Part-time employees are those
who work less than 30 hours in a regularly scheduled workweek. Temporary employees are
those who are hired for special assignments or to fill in for those on a leave of absence. The
Organization reserves the right to extend any period of temporary employment. These
classifications do not guarantee employment for any specified period of time and our
employment at will policy remains in effect at all times.
3.2 - EXEMPT AND NON-EXEMPT EMPLOYEES
Employees classified as exempt (salaried) are exempt from federal overtime pay requirements.
Employees who are classified as non-exempt (hourly) are covered by federal overtime pay
requirements.
3.3 - OVERTIME
The Organization will pay non-exempt employees at the rate of time and one-half for any hours
worked in excess of 40 hours in a regularly scheduled workweek.
3.4 - PAY PROCEDURES
The workweek begins on Monday morning and ends on Sunday night. Payday is on Friday of
every other week. This pay is for work you have performed for a two-week period, ending the
previous Sunday. Paychecks will be distributed by your supervisor on Friday after 12:00 p.m.
Checks/direct deposit stubs are not distributed to anyone other than the employee unless written
permission is received each time from the employee and the person authorized can provide
proper identification.
3.5 - PAYROLL DEDUCTIONS
All payroll deductions will be identified on your paycheck stub. The Organization will not
disclose employee financial data to outside parties without express written permission from the
employee or by court order. Only the Administration Department is authorized to receive a writ
of garnishment or attachment, a notice of levy by any taxing authority, or any other similar order
requiring payment of a portion of an employee’s compensation to someone other than the
employee.
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The Organization will not deny employment to, or separate the employment of, any person solely
because that person has filed a petition for bankruptcy, garnishment, levy or similar court action.
The Organization strives to not make mistakes, but in the event that an improper pay deduction
has been made, the Organization will reimburse the employee within one pay period. You should
report discrepancies of pay immediately to your supervisor.
It is the Organization’s policy to comply with the salary basis requirements of the Fair Labor
Standards Act (FLSA). Therefore, we prohibit any improper deductions from the salaries of
exempt employees. Any employee who believes that an improper deduction has been made to his
or her salary should immediately report this information to the Administration or Payroll
Department. Reports of improper deductions will be promptly investigated. If it is determined
that an improper deduction has occurred, the employee will be reimbursed for any improper
deduction.
3.6 - TIME RECORDING
You will receive an employee ID number and be assigned a time keeping device. Your
supervisor will be responsible for submitting a complete and accurate time record to payroll, so
please cooperate by properly recording time each workday. All hours other than your schedule
will require authorization from a supervisor but employees are not permitted to work “off the
clock.” All time spent working must be documented and paid.
Employees are expected to disclose any time reporting violations, whether on the part of the
employee or the Organization, to the Payroll Department at (407) 857-0659.
3.7 - TRAVEL
The Organization reimburses all employees for the cost of travel performed in the course of
conducting organizational business. Travel should be engaged in and reimbursed according to
the guidelines listed below.
Authorization
1. Local Travel: Employees whose duties require regular or occasional travel within the
organization's service area are deemed to be pre-authorized for travel reimbursement
subject to approval by their supervisor.
2. Other Travel: All non-local travel such as training, seminars and other business related
travel will require prior approval of the Divisional Vice President.
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Travel Advances
Supervisors may request, for themselves or an employee, an advance to cover
out-of-pocket expenses for an out-of-town business-related trip.
Expense Reports
1. Employee travel report forms are to be used for business-related expenses and are to be
submitted to the Accounting Department no later than the end of the month. Mileage log
record keeping is mandatory.
2. Documentation of Business Purpose: All employees will clearly document travel
expenses with the following information in order to be reimbursed per IRS rules:
a) Date of expense
b) Nature of expense
c) Business purpose for the expense
d) Place and time, and
e) Names of all individuals for whom the expense is to be paid and their business
relationship to the Organization.
Reimbursement Rates
1. Employees who use their personal vehicles for approved and authorized business
purposes will receive a mileage allowance at the current IRS rate. In addition, employees
driving on organization business may claim reimbursement for parking fees and tolls
actually incurred, and employees driving organization vehicles may charge or claim
reimbursement for gasoline and other expenses directly incurred for business purposes.
Mileage log record keeping is mandatory.
2. Meal Allowances: Pre-authorized employees will be reimbursed for the actual cost of
meals purchased in connection with approved travel. Employees are encouraged to be
conservative and to use good judgment at all times regarding meal costs. Alcohol
consumption will not be reimbursed.
3. Lodging: Employees will be reimbursed for actual lodging costs while on a pre-approved
overnight trip. All lodging is selected at the most favorable rate and location (ensuring
safety and security) available in the area being visited.
4. Air Fare: All accommodations should be made at the most cost-effective rates and
according to availability and convenience to business locations. No first-class tickets are
permissible.
5. Rental Cars: Rental cars may be used only when pre-authorized by the President/CEO
or, in their absence, the Vice President of Administration.
6. Other Expenses: All other reasonable and necessary trip-related expenses will be
reimbursed for reasonable costs.
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7. Entertainment Expenses: Entertainment reimbursement will require the prior approval
of the President/CEO.
BENEFITS
The Organization offers an array of benefits to employees. Benefits are subject to change
without notice. Contact Human Resources with any questions at (407) 857-0659.
4.1 - EDUCATIONAL REIMBURSEMENT
The Organization is committed to developing and maintaining a high-performance workforce
and encourages its employees to continue to develop the knowledge and skills necessary to
succeed in their jobs and prepare them for career advancement within our organization. For
detailed information about this benefit, contact our Senior Talent Executive.
4.2 - EMPLOYEE DISCOUNT AND PURCHASES
Current Organization employees are entitled to a 20 percent discount on all items purchased in
our Goodwill stores. All items shall be purchased on unpaid lunch breaks, before or after work or
on your day off. You are not authorized to make personal purchases on Organization time
(including morning and afternoon breaks). You may not inquire about the availability of
merchandise (either by phone or in person) during working hours for personal use. Sales to
employees are to be handled by a member of store management. You may not check out your
own purchase. All merchandise must have been placed on the sales floor prior to being
purchased. No merchandise is to have been hidden or “stashed” in any area of the store prior to
purchase by the employee, a family member, friend or another employee. Employees are
prohibited from pricing items for personal purchase that do not fall within the Organization’s
pricing guidelines.
It is the intent of this policy that employees receive no special privileges when purchasing
merchandise from Goodwill Stores.
Employees will not receive their employee discount for shopgoodwill.com and clearance center
purchases.
4.3 - GYM WELLNESS BENEFIT
As an employee of the Organization, we encourage you to focus on your health and take our
GoodHealth culture seriously. We encourage all employees to take advantage of this benefit. For
more information contact the Benefit Specialist at (407) 218-4416.
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4.4 - HOLIDAYS
Full-time employees will become eligible for paid holidays upon employment. You will be paid
for scheduled holidays that fall within your normal work week, provided that you work your
entire last scheduled day before the holiday, your entire first scheduled work day after the
holiday, and the entire Holiday if scheduled, except during vacation or other pre-approved
personal time (not a leave of absence). If a scheduled holiday falls within your vacation period, it
will not be charged as a vacation day. You will not receive any holiday pay if a holiday occurs
during any leave of absence.
The regularly scheduled holidays are New Year’s Day, Dr. Martin Luther King Jr. Day,
Memorial Day, Independence Day, Labor Day, Thanksgiving, the day after Thanksgiving, and
Christmas Day (may be subject to change). For administrative offices and services locations,
holidays falling on Saturday will be observed on Friday and holidays falling on Sunday will be
observed on Monday.
Non-exempt employees will be paid at your regular rate of pay for all hours worked on a
scheduled holiday. Should you be asked and agree to work on a holiday, you will receive eight
(8) hours of holiday pay, plus regular pay for all hours worked that day.
4.5 - MEDICAL BENEFITS
The Organization will make medical benefits available to full-time employees. You will be
notified prior to the end of your waiting period (90 days) about available coverage and given the
opportunity to enroll in the insurance program(s). Part-time employees that become full-time will
be eligible for medical benefits after 90 days of full-time employment.
While on any leave, you must make provisions for payment of medical premiums, required by
the type of leave you are on, until you return to work or are no longer an employee.
Continuation of Health Benefits under COBRA and USERRA
The Organization complies with the requirements regarding the Consolidated Omnibus Budget
Reconciliation Act of 1985 (COBRA) and the Uniformed Services Employment and
Reemployment Rights Act of 1994 (USERRA), as amended.
Under COBRA, if an employee voluntarily or involuntarily separates employment with the
Organization, employees, spouses, and dependents enrolled in the Organization’s group health
plan may elect to continue participating in the plan, at a monthly cost of the full premium for
coverage (including any portion of that cost that previously was paid by the Organization), plus a
2 percent administrative charge. COBRA coverage may be maintained for a prescribed period of
time,--usually 18 months. In certain circumstances, such as an employee’s disability, the
coverage period can be extended (for qualified beneficiaries receiving the disability extension of
coverage, the premium for those additional months will be increased to 150 percent of the plan's
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total cost of coverage). Additionally, in cases such as divorce or death, the length of coverage
period may be longer for qualified beneficiaries. COBRA coverage is not extended to employees
separated for gross misconduct.
Under USERRA, if an employee will be out on a military leave of absence for more than 31
days, the individual will be eligible for and may elect to continue coverage for themselves and
any dependents covered by the Organization’s plan for up to 24 months. The individual will be
required to pay a monthly cost of the full premium for coverage (including any portion of that
cost that previously was paid by the Organization), plus a 2 percent administrative charge
starting on the first day of the month following the start of the leave of absence. If an employee
is out on a military leave of absence for a period of less than 31 days the employee will retain
his/her health insurance coverage and any dependent coverage during the absence with the
employee required only to continue paying the amount of his/her current payroll deduction.
While on USERRA leave, employees will be offered continuation under both COBRA and
USERRA and, if the employee elects to continue coverage, the coverage under both USERRA
and COBRA will run concurrently. An employee that qualifies for USERRA leave must make
his/her election and payments in accordance with the timelines established under COBRA.
HIPAA Privacy Standards
The Organization takes important measures in protecting the privacy of employee’s health data
and follows the rules of the Health Insurance Portability and Accountability Act of 1996
(HIPAA). For information on your rights, contact the Vice President of Administration or Senior
Talent Executive.
4.6 - PERSONAL DAYS
Unless otherwise stipulated by a contract all full-time employees will receive three (3) personal
days after 90 days of full-time employment, and then will accrue one (1) per month. Personal
days may be taken in one (1) hour increments if you are a non-exempt (hourly) employee.
Exempt (salaried) employees must use full day increments.
Unused personal days accumulate, but not to exceed 160 hours. The Organization reserves the
right to require medical verification of illness. Once an employee submits a letter of resignation
no personal time can be used. All unused personal days will not be paid out upon separation of
employment.
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4.7 - VACATION
All full-time employees will become eligible for first year vacation benefits after one (1) year of
employment from your full-time hire date. Your second and subsequent year vacation benefits
will be calculated based on your benefit date. All vacations must be scheduled and approved by
department supervisor. All vacation days must be used during the anniversary year following the
accrual period and may not be carried over into the next anniversary year. Vacation days may be
taken in one (1) hour increments if you are a non-exempt (hourly) employee and full days if you
are an exempt (salaried) employee. In the event of leaving the employment of the Organization,
you will be paid for any unused accrued vacation benefits. If a scheduled holiday falls within
your vacation period, it will not be charged as a vacation day. You will not accrue any vacation
or personal days during any personal leaves of absences including FMLA.
LEAVES OF ABSENCE
The Organization makes available various types of unpaid, job protected leave in accordance
with the requirements of the Family and Medical Leave Act of 1993 (FMLA). Contact the Senior
Talent Executive with any questions regarding leaves of absence.
5.1 - BEREAVEMENT LEAVE
The Organization will provide immediately upon employment, up to three (3) scheduled working
days off following the death of a member of the immediate family for all full-time and part-time
employees. Employees may be required to furnish satisfactory evidence to support the leave.
Members of the immediate family include: current spouse, mother/stepmother, father/stepfather,
sister/stepsister, brother/stepbrother, child/stepchild, current mother-in-law, current father-inlaw, grandparents and grandchildren. If more than three (3) days are required, the additional time
may be approved as vacation, personal days or leave without pay.
5.2 - DOMESTIC AND SEXUAL VIOLENCE LEAVE
The Organization offers up to three (3) days of unpaid leave in a 12 month period to “eligible”
employees if the employee or a family or household member of an employee is the victim of
domestic or sexual violence. Employees are eligible if they have worked for the Organization for
at least three (3) months of employment. An employee seeking leave under this policy must,
before receiving the leave, exhaust all vacation and personal time available. Contact the Senior
Talent Executive at (407) 235-1532 for more information.
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5.3 - JURY DUTY
During your period of jury duty, you will be paid your regular wages or salary, for a period of up
to 80 hours within a calendar year. You are responsible for notifying your supervisor when you
have been called to jury duty. Proof of jury service will be provided and is mandatory for you to
turn in to your supervisor. If your services as a juror are required for only a portion of any
working day, you are required to report to work for the remainder of the day if scheduled.
5.4 - MEDICAL LEAVE (FMLA)
Eligible Employees:
If you have worked for the Organization for at least twelve (12) months, and if you have worked
at least 1,250 hours in the past twelve (12) month period, you are eligible for leave.
Basic Leave:
An eligible employee (see below) may take up to twelve (12) weeks of unpaid leave, in a 12month period (rolling 12-month period measured backward from date leave is used) for one or
more of the following reasons:
For the birth and care of a newborn child of the employee.
For the care and/or placement of a child for adoption or foster care.
To care for a spouse, child, or parent who has a serious health condition; a child, for
purposes of this policy includes an individual who is either (1) under the age of 18 or, (2)
older than 18 but incapable of self-care because of a physical or mental disability.
Inability to perform the functions of the position due to a serious health condition.
Qualifying Exigency Leave:
For eligible employees, up to 12 weeks of unpaid leave, in a 12-month period, is available for an
eligible employee where the employee’s spouse, son, daughter or parent is on “covered active
duty” and leave is needed for a “qualifying exigency.” Covered Active Duty includes: (1) in the
case of a member of a regular component of the Armed Forces, duty during the deployment of
the member with the Armed Forces to a foreign country; and (2) in the case of a member of a
reserve component of the Armed Forces, duty during the deployment of the member with the
Armed Forces to a foreign country under a call or order to active duty.
A "qualifying exigency" is:
a) Short notice deployment
b) Military events and related activities
c) Childcare and school activities
d) For the purpose of making financial and legal arrangements
e) Rest and recuperation
f) Post-deployment activities; and/or,
g) Additional qualifying activities.
The “rolling backward” method used for measuring “Basic Leave” is also used to measure the
12-month period for “Qualifying Exigency Leave.”
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Covered Servicemember Care Leave:
Leave is available for an eligible employee to care for a spouse, child, parent or next-of-kin who
is a current member of the Armed Forces, including a member of the National Guard or
Reserves, or a member of the Armed Forces, National Guard or Reserves who is on the
temporary disability list, and who has a “serious injury or illness” incurred in the line of duty on
active duty (or existed before the beginning of the member’s active duty and was aggravated by
service in line of duty on active duty in the Armed Forces) for which he or she is undergoing
medical treatment, recuperation, or therapy; or, otherwise in outpatient status; or, otherwise on
the temporary disability retired list. Covered Servicemember Care Leave is also available for an
eligible employee to care for a spouse, child, parent or next-of-kin who is a veteran who is
undergoing medical treatment, recuperation, or therapy, for a “serious injury or illness” and who
was a member of the Armed Forces (including a member of the National Guard or Reserves) at
any time during the period of 5 years preceding the date on which the veteran undergoes the
medical treatment, recuperation, or therapy.
In the case of a member of the Armed Forces (including a member of the National Guard or
Reserves), the term “serious injury or illness” means an injury or illness that was incurred by the
member in line of duty on active duty in the Armed Forces (or existed at the beginning of the
member’s active duty and was aggravated by service in line of duty on active duty in the Armed
Forces) and that render the member medically unfit to perform the duties of the member’s office,
grade, rank, or rating. In the case of veteran who was a member of the Armed Forces (including
a member of the National Guard or Reserves) at any time during the five year period mentioned
in the preceding paragraph, the term “serious injury or illness” means an injury or illness that
was incurred by the member in line of duty on active duty in the Armed Forces (or existed at the
beginning of the member’s active duty and was aggravated by service in line of duty on active
duty in the Armed Forces) and that manifested itself before or after the member became a
veteran.
Next-of-kin of a covered servicemember is the nearest blood relative other than the covered
service member’s spouse, son, or daughter, unless the covered servicemember has specifically
designated in writing another blood relative as his or her nearest blood relative for purposes
military caregiver leave under the FMLA.
For Covered Servicemember Care Leave only, an employee is entitled to 26 workweeks of leave
during any single 12-month period measured on a rolling 12-month period measured backward
from date leave is used. Servicemember Care Leave measured on a rolling 12-month period
measured backward from date leave is used basis will be measured using the 12-month period
forward from the date of the employee’s first instance of Servicemember Care leave.
Intermittent Leave:
You may take leave intermittently, as blocks of time off or in the form of reducing your normal
weekly or daily schedule. Further, intermittent leave or leave on a reduced-leave schedule must
be medically necessary due to a serious health condition or a serious injury or illness, except in
the case of intermittent leave for a Qualifying Exigency.
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Giving Notice of the Need for Leave:
Absent extenuating circumstances, an employee must provide the Organization with at least 30
days’ advance written notice before FMLA leave is to begin. Your failure to do so may cause
delay or denial of leave. If the need for leave is unforeseeable, then you must provide notice to
the Organization as soon as practicable under the facts and circumstances of your particular
situation. For unforeseen leave, you must follow the normal procedure for contacting your
supervisor to report an absence.
Eligibility:
The Organization will generally notify you within five (5) business days of receipt of your
request for FMLA leave of your eligibility to take leave. If you are not eligible, the Organization
will provide information.
Employees are eligible for unpaid FMLA leave if they: (1) have a cumulative (not necessarily
continuous) 12 months of prior service; (2) have worked at least 1250 hours during the 12
months immediately preceding the date on which the FMLA leave would commence; and, (3)
work at a location where at least 50 employees are employed within a 75 mile radius.
Providing Evidence of Need for Leave:
In most cases, the Organization will request that the employee provide additional information
regarding certification of the leave by providing the employee with a certification form, specific
to the type of leave the employee is requesting. Certification forms and any other requested
documentation must be returned to the Organization within 15 days of the Organization’s request
for certification (absent extenuating circumstances).
Designation of Leave:
Within five (5) business days after the employee has submitted the appropriate certification form
and/or the Organization has sufficient information to determine whether the leave requested is
FMLA covered, Human Resources will complete and provide the employee with a written
response to the employee’s request for FMLA leave.
Intent to Return to Work from FMLA Leave:
Consistent with the manner in which the Organization addresses other types of medical and
personal leave, the Organization may require an employee on FMLA leave to report periodically
on their status and intent to return to work.
Pay During Leave:
If you have available personal or vacation time, the Organization requires you to use your
personal or vacation time while taking FMLA leave. In other words, on commencing FMLA
leave, you are required to simultaneously take any paid leave for which you are eligible,
including vacation time. Once paid leave is exhausted, you will go on unpaid leave. Both paid
and unpaid leave count towards the 12 or 26-week (in the case of Covered Servicemember Care
Leave) limit.
Benefits During Leave:
Medical benefits will be maintained during leave. However, you must continue to pay your share
of any premiums. Should you fall more than thirty (30) days behind in doing so, your coverage
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may be canceled. In addition, should you fail to return to work at the expiration of your leave,
under certain conditions, the Organization is entitled to recover any premiums it paid on your
behalf in order to maintain your coverage.
Regular Contact with the Organization:
During your approved leave, it is your responsibility to keep in contact with the Organization on
a regular basis. Contact should be made to the Senior Talent Executive at least one time every
two weeks informing of your status and when you plan to return to work.
Return from Leave:
When returning to work from leave, you will be restored to your same or equivalent position,
unless you would not otherwise have been employed at the time of reinstatement (e.g., due to an
intervening reduction in force or discharge for misconduct or poor performance). The
Organization reserves the right not to rehire a "key" employee if rehire would cause substantial
economic harm to the Organization. Key employees are generally those in the top 10% of
compensation.
Return from Leave: Fitness-For-Duty Certification:
Any employee who takes leave for the employee’s own serious health condition will be required,
as a condition of restoration, to obtain and provide certification that the employee is able to
resume work and is able to perform the essential functions of his or her job. The cost of the
Fitness-for-Duty certification is paid by the employee. The Organization may delay or deny
restoration to employment if a Fitness-for-Duty certification is not provided. The Organization
will request a Fitness-for-Duty certification for leave taken on an intermittent or reduced-leave
schedule basis, if reasonable safety concerns exist regarding the employee's ability to perform his
or her duties based on the serious health condition for which the employee took leave.
Taking More than the Allowed Leave:
Should an employee be disabled or have other serious health conditions that prevent him or her
from returning to work at the end of an approved leave, the Organization’s reasonable
accommodation policy and practice may be applicable. Please contact the Senior Talent
Executive should you find additional leave time is necessary. The Organization will review the
matter to determine if an accommodation can be reasonably achieved.
Employee Rights and Responsibilities:
The Department of Labor has prepared a summary of an Employee’s Rights and Responsibilities
under the FMLA. This summary has been attached to the Appendix of this handbook for your
review and reference.
5.5 - MILITARY LEAVE
If you are called for active duty with the Reserve or National Guard, you will be paid your
normal wages, less the compensation you receive from the government. Any request for
extended periods of active duty must be discussed with the Vice President of Administration or
the Senior Talent Executive. The Organization will adhere to the Uniformed Services
Employment and Re-employment Rights Act.
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5.6 - PERSONAL LEAVE (NON FMLA)
If you have completed 90 days of continuous employment, you are eligible for an unpaid leave
of absence for up to a maximum of 90 days. If you have been with the Organization for less than
90 days, an unpaid leave of absence may be granted at the discretion of the President/CEO. If
you wish to continue your insurance coverage while on approved leave of absence, you must pay
the full cost of the premiums during your absence, not just your portion. Benefits will not be
accrued or paid during this period of absence. Upon return to active employment, you will be
placed in your former position and level of responsibility if there is an opening available. Your
benefit date will be adjusted to reflect leave time over two (2) weeks. In the event that there are
no openings available, your employment may end.
SAFETY & SECURITY
6.1 - WEAPONS IN THE WORKPLACE
Employees of Goodwill Industries of Central Florida, Inc. are not allowed to have weapons such
as knifes, guns or rifles in their possession while in the Organization’s buildings on Goodwill
Industries of Central Florida, Inc. property while at work, unless these weapons are necessary to
perform the job, such as a security guard, and unless this is approved in advance by management.
A small pocket knife is permissible, but larger knives such as hunting knives are not allowed.
Possession is defined to mean in a private vehicle parked on the Organization’s property, in
desks, lockers, bags or tool boxes, in an employee’s personal possession, or anywhere else on
Organization property. Employees who violate this policy may be subject to disciplinary action,
up to and including separation of employment.
An exemption to this policy may be permitted based on the Preservation and Protection of the
Right to Keep and Bear Arms in Motor Vehicles Act. This Act allows employees to keep
licensed fire arms inside their personal locked vehicles. The main facility is Exempt from this act
since it qualifies as an extension of the school system for the OCPS students. Employees who
come to the main facility are not allowed to keep weapons in their vehicles.
6.2 - ID BADGES
Identification badges must be worn at all times. If your ID badge becomes damaged, have your
supervisor request a new one. If you lose your ID badge, you will need to request a new one.
There will be a $3.00 charge for lost badges.
At the main facility, customers, suppliers and guests must sign in at the Administrative entrance,
identify themselves, and obtain a visitor’s ID badge. Visitors must be escorted by an
Organization representative at all times while on the premises. Additionally, each visitor must
sign out and return the ID badge upon leaving the premises.
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6.3 - LOSS PREVENTION
The Organization utilizes video surveillance in an attempt to protect itself from theft and other
suspicious activity. In order to comply with federal and state wiretap laws, the Organization does
not capture audio.
6.4 - PERSONAL PACKAGES/PROPERTY
It is highly recommended that employees refrain from bringing unnecessary or inappropriate
personal property to work.
Employees are expected to exercise reasonable care to safeguard personal items brought to work.
The Organization is not responsible for the loss, damage, or theft of personal belongings and
employees are advised not to carry unnecessary amounts of cash or other valuables with them
when they come to work.
Depending on your work site, Organization employees may be assigned a locker or storage area
for safekeeping of small personal items during working hours. Employees are responsible for
maintaining these areas and should keep them locked at all times.
To maintain security and to protect against theft and illegal activity, the Organization does
reserve the right to inspect all personal property brought onto and upon leaving the Organization
premises, including vehicles, packages, lunch bags and coolers, brief cases, back packs, purses,
bags, and wallets. In addition, the Organization may inspect the contents of business property
such as lockers, storage areas, file cabinets, desks and work stations at any time.
If you have any questions, please contact the Human Resources Department.
6.5 - SAFETY POLICY
The Organization is committed to providing a safe working environment; the Organization gives
safety a top priority in its operations, facilities and equipment. However, the Organization cannot
be a safe place to work without your cooperation. Real safety in the workplace depends on you
and the choices you make throughout the workday. Compliance with the Organization safety
rules is vital for your well-being. We expect you to make safe choices, to recognize hazards and
to avoid risky behavior in all daily activities. Please refer to your safety manual (The Safety
Toolkit) for detailed policies and procedures for safety.
Although your work area or department may have additional, specific safety rules, you are
required to observe the following at all times:
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1. The Organization is a Drug Free Workplace. No alcohol or drugs may be used on the job
at any time; employees may not be under the influence of drugs or alcohol while on the
job. An exception is made for prescribed medications used in accordance with the
prescribing physician’s orders (refer to section 7.7 - Drug Free Workplace).
2. Report all accidents, including injuries and property damage that occur while on the job
the same day the accident happens.
3. Do not remove or bypass any guards on any machinery at any time. Never remove a
machine tag or lock or other safety device.
4. If uncertain how to perform a task safely or if additional equipment or instructions are
needed, ask your Supervisor for clarification or assistance.
5. Always use good lifting techniques and get assistance with loads that may be too heavy
or awkward.
6. Advise your Supervisor of any hazardous conditions. Safety complaints and concerns
must first go to the employee’s direct supervisor. If the employee is not satisfied with the
response, their complaint should go up the chain from supervisor to manager to director,
etc. The Safety Hotline is there to assist as well. The phone number is (800) 925-9907.
7. Keep all areas of your work location clean to the extent that the work being performed
permits. Aisles are always to be kept clear with all items kept behind the yellow lines,
including crates and carts.
Remember,
Take Care of Each Other!
Take Care of Yourself!
Take Care of Your Customers and Donors!
6.6 - USE OF VEHICLES FOR ORGANIZATION BUSINESS
The following guidelines have been established.
1. Prior to being approved to drive for organization business purposes, the Organization
shall arrange for the driver approval process consisting of checking the employee's
driving record, verifying the existence of a valid Florida Driver's License, and making
sure the employee is eligible for coverage under applicable organization insurance.
Documentation shall include photocopies of driver's license, insurance cards and/or
policies, and the results of the records check and shall be maintained in the employee's
personnel file.
2. Employees are required to inform their supervisor and the Administration Department of
any changes that may affect either their legal or physical ability to drive or their
continued insurability. The Organization reserves the right to periodically check driving
records and insurability for those employees authorized to drive for the Organization.
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3. The Organization is not responsible for traffic violations incurred by employees while
driving on Organization business.
4. Employees must report any accident while driving on Organization business to both their
supervisor and the Safety Manager, regardless of the extent of damage or injuries. The
accident shall be reported as soon as possible but not later than twenty-four hours after
the accident. If injuries occur, it must be reported as soon as possible. Call the Safety
Manager at 407-235-1512 or 407-620-8664 (leave a number for an immediate call back if
voicemail is reached). Employees are expected to cooperate fully with authorities in the
event of an accident. However, employees shall make no voluntary statement other than
in reply to questions of investigating law enforcement officers.
5. Employees must avoid distracting behavior while operating a vehicle on Organization
business, including eating and cell phone use. Only hands-free cell phone devices shall be
used.
EMPLOYMENT POLICIES & PRACTICES
7.1 - ABSENCES
If you are not coming to work, you must notify your supervisor at least one (1) hour before your
scheduled starting time, unless you have made previous arrangements with your supervisor. You
must call in each day you are absent unless you have an approved leave of absence. The
employee must call in and not have someone else call in for them, unless it is not possible for the
employee to call. Absences will be considered excessive if during two consecutive payroll
periods an employee is absent two or more scheduled work days per pay period.
7.2 - ACCESSIBILITY
It is the policy of the Organization to promote equal accessibility for persons with disabilities in
programs and/or employment. The Organization is committed to removing any architectural,
attitudinal, physical, environmental, communication, transportation, and/or financial barriers for
persons with disabilities.
7.3 - ADMINISTRATIVE AND PROGRAM RECORDS
The Organization’s administrative and program records are defined as those documents designed
to offer legal, financial and administrative guidance to the overall functioning of the
organization. Records are kept confidential and are limited to the President/CEO, Vice President
of Administration and others who obtain authorization.
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Retention/Destruction Schedule: Executive Documents, Financial Reports and Personnel
Records are guided by State and Federal regulations regarding retention and destruction. Each
year, files having been kept for their required number of years are purged to ensure compliance
with state and federal regulations prior to destruction. A general guide to regulations relative to
retention is kept on file in the Administration Offices.
It is important to keep your records up-to-date because this information is used for benefits
administration, W-2 wage statements, continued insurance notices under COBRA, notification in
case of emergency, etc.
Contact Human Resources if there are any changes in the following:
Name
Home address and/or telephone number
Emergency contact
Driver’s license and private auto insurance information
Marital status (for benefits and tax withholding purposes only)
Dependent information
Beneficiary designations for any of the organization’s insurance and retirement plans
In addition, employees who have a change in the number of dependents or marital status must
complete a new Form W-4 for income tax withholding purposes within ten (10) days of the
change if the change results in a decrease in the number of dependents.
7.4 - BULLETIN BOARDS
Organization activities are announced on the Bulletin Boards in employee areas. You are
encouraged to read the Bulletin Board notices daily to obtain current information regarding the
Organization’s procedures, activities and/or job openings. Nothing is to be added or deleted to
the Bulletin Board without the approval of Human Resources.
7.5 - DISCIPLINE
In order to maintain a safe and professional working environment, the Organization reserves the
right to administer disciplinary action for detrimental conduct of its employees. This includes
verbal or written warning, suspension without pay and separation. Discipline will be reasonable
and equitable based on circumstances as a whole.
Progressive Discipline
In order to ensure continuation of fair and impartial relationships as well as safe and good
working conditions, these work rules are set forth, together with the possible penalties relating to
violations of each rule. Experience indicates that where rules are reasonable and are well known
to all, there will be little or no need to use penalties.
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The Organization may change the penalties applicable in each case according to the
circumstances of each particular incident. In the same way, the Organization may impose
sanctions for offenses not listed in these regulations when such acts will result in harm or
detriment to the Organization or its employees.
You will be notified of your deficiencies and, in most cases, given the opportunity to improve
your job performance in order to meet the required job standards. You will also be apprised of
the consequences of your failure to improve. When employee discipline fails to change behavior,
suspension without pay or separation will be considered. The following channels will be
followed for employee discipline:
Discipline Action
1. Verbal (but documented) Warning
2. Written Warning
3. Separation
Decision-Making Authority
Supervisor
Supervisor, Director or Division Vice President
Director or Division Vice President and Vice
President of Administration or Senior Talent
Executive
Causes for Discipline
The following conduct or behavior is prohibited and will subject the employee to disciplinary
action, up to and including separation of employment:
a. Reporting to work under the influence of alcoholic beverages and/or illegal drugs and
narcotics or the use, sale, dispensing or possession of alcoholic beverages and/or illegal
drugs and narcotics on organization premises or in organization vehicles;
b. The use of profanity, abusive language or abusive behavior toward a supervisor,
employee, participant, customer or donor;
c. The possession of firearms, explosives or other weapons on organization property or in
organization vehicles except as provided by law;
d. Refusal by an employee to follow management instructions concerning a job-related
matter;
e. Attempting to inflict or inflicting bodily harm on a participant, employee, customer or
donor;
f. Theft, attempted theft, stashing, pricing for employee benefit, destruction, defacement,
misuse or unauthorized use of organization property or property belonging to a fellow
employee;
g. Gambling or any other game of chance on organization premises or in organization
vehicles;
h. Unauthorized downloading of software;
i. Unauthorized copies of copyrighted materials whether created, distributed, or knowingly
utilized;
j. Falsifying or altering any organization record or report, such as an application for
employment, medical report, production record, time record, expense account, absentee
report, shipping and receiving records or personnel or participant records;
k. Threatening or intimidating management, supervisors, employees, participants, customers
or donors;
28
l.
m.
n.
o.
p.
q.
r.
s.
t.
u.
Failure to follow the Smoking policy;
Horseplay, pranks or practical jokes;
Sleeping on the job or unauthorized idling;
Failure to wear assigned safety equipment or safety clothing and/or failure to abide by
safety rules and policy;
Failure to follow the dress code policy;
Engaging in any form of harassment or workplace violence;
Violation of the organization's policies on solicitation or distribution;
Failure to promptly return to work at the end of rest or meal breaks, being absent from
work area, or leaving work early without proper approval;
Failure to maintain confidential nature of organization affairs or participant
confidentiality; and
Unsatisfactory job performance.
The examples listed are illustrative of the type(s) of behavior or conduct that will not be
permitted, but are not intended to be all-inclusive. Questions regarding this policy should be
directed to the Senior Talent Executive or Vice President of Administration.
7.6 - DRESS CODE
Your clothing is to be neat, clean and suited to your particular workstation. Whenever attire or
dress is considered to be offensive or inappropriate, management reserves the right to counsel
with the individual and if necessary, suspend them from work for the day, without pay.
7.7 - DRUG FREE WORKPLACE
It is the policy of the Organization to maintain a workplace that is free from the effects of drug,
narcotic, and alcohol abuse. In order to achieve a safe, productive work environment and to
comply with the Drug-Free Workplace Act established by the federal government for
organizations receiving grants and contracts from the federal government, the following policies
and procedures are set forth. Any violation of any of these provisions may result in immediate
separation of employment.
1. The Organization strictly prohibits the use, possession, distribution, transportation or sale
of alcoholic beverages or drugs (other than those prescribed by a physician or sold over
the counter) on the Organization’s premises at any time or while representing the
Organization’s interests.
2. Employees that operate equipment that could be considered dangerous must notify the
Senior Talent Executive if they are taking any medication or over-the-counter drug which
could cause drowsiness, impaired judgment, loss of coordination or other symptoms. All
information will be treated in a confidential manner and shared only with officials who
have a need to know about its use.
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3. If the Organization has reasonable cause to believe that an individual’s judgment,
coordination or other senses are impaired to the extent that he or she poses a threat to the
safety of other individuals or property, the Organization may refuse to allow the
employee to continue work pending further investigation. Such an investigation will be
pursued to the extent reasonably possible.
4. The Organization may, at its discretion, require an employee to submit to alcohol or drug
screening tests and may search the Organization’s property and personal effects on the
Organization’s premises where there is reasonable suspicion that any aspect of this policy
has been violated. Refusal to submit to a reasonable search or alcohol/drug testing or
interference, such as switching or adulterating a sample obtained for testing, may result in
separation of employment.
5. If an employee tests positive, the Organization will attempt to provide counseling and
referral services to assist the employee. However, circumstances may arise under which
disciplinary action is required, including separation of employment, may occur.
Failure to comply with all of the above requirements may result in immediate separation of
employment.
Employees working under federal grants and contracts will be held responsible for notifying
senior management of any criminal drug conviction occurring in the workplace of which they are
a part of no later than five (5) days after such conviction. The Organization will subsequently
notify the contracting agency involved within ten (10) days after receiving such notice. Any
employee convicted of drug, narcotic, or alcohol abuse violations occurring at the workplace will
be subject to discipline up to and including separation, depending on the individual
circumstances of the case. If retained in employment, such individuals may be required to
complete successfully, a rehabilitation program approved by a federal, state or local health, law
enforcement or other appropriate agency.
If at any time there is suspicion of drug, narcotic, and/or alcohol abuse, the supervisor must
arrange safe travel for the employee to leave. The impact of such abuse within the workplace is a
serious matter. All employees should be alert to signs of substance abuse. Employees can review
the Drug Free Workplace program summary by contacting Human Resources at (407) 235-1532.
7.8 - EMPLOYMENT OF RELATIVES
While we accept and consider applications for employment from relatives, current spouse,
mother/stepmother, father/stepfather, sister/stepsister, brother/stepbrother, child/stepchild,
current mother-in-law, current father-in-law, grandparents and grandchildren will not be hired
into or transferred into positions where they will be directly supervised or in the chain-ofcommand of another close family member. This policy also applies to individuals who are not
legally related but who reside with another employee.
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Relatives of employees and individuals with whom employees reside will not be eligible for
employment with the Organization in any situation where potential problems of supervision,
safety, security, morale, confidentiality or conflicts of interest exist or where the relationship
may cause disruption, or create a negative or unprofessional work environment.
7.9 - EQUAL EMPLOYMENT OPPORTUNITY AND AFFIRMATIVE ACTION
It is the commitment of the Organization to provide equal employment opportunities to all
qualified persons and to administer all aspects and conditions of employment without regard to
race, religion, color, sex, gender, sexual orientation, pregnancy, age, national origin, ancestry,
physical or mental disability, medical condition, marital status, ethnicity, alienage, military or
veteran status, genetic information, or any other protected classification, in accordance with
applicable federal, state, and local laws. Equal employment opportunity includes, but is not
limited to, employment, compensation, training, promotion, demotion, transfer, benefits, leaves
of absence, layoff and recall and separation. The Organization takes allegations of
discrimination, harassment and retaliation very seriously and will conduct an investigation when
warranted. The Organization is committed to only utilizing subcontractors and community
agencies that are also committed to a policy of nondiscrimination.
The Organization will maintain a written affirmative action program to ensure compliance with
applicable federal, state, and local requirements regarding affirmative action. The organization
will also provide training on diversity and affirmative action.
7.10 - GRIEVANCE PROCEDURES
If you feel that you have been treated unfairly or have a problem, you should discuss it with your
immediate supervisor. Employees who believe they have a grievance should proceed as follows:
Step One:
Within five (5) working days of the incident or problem giving rise to a grievance, discuss the
problem with the immediate supervisor. In most instances, a friendly talk with the supervisor can
solve a problem to satisfaction. The grievance will be treated in a business-like manner. The
supervisor will investigate the concerns and provide an answer within five (5) working days
unless additional time is required under the circumstances.
If the employee’s grievance involves his/her supervisor, he/she should go directly to step two.
Any grievance that goes beyond step one must be in writing.
Step Two:
If the problem is not resolved at step one, an employee may submit the grievance to the
Divisional Vice President. This may include an appointment to meet with the Divisional Vice
President in order to reach a satisfactory solution. A request for such a meeting should be made
in writing within five (5) working days after the employee receives a response from step one or
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within five (5) days if step one is not used. The Divisional Vice President should provide the
employee with a written answer within five (5) working days following the meeting unless
additional time is required under the circumstances.
Step Three:
If, for any reason, an employee is dissatisfied after he/she receives the decision of the Divisional
Vice President, the employee can file a written grievance with the Senior Talent Executive
within five (5) working days. A meeting will be scheduled promptly in an attempt to resolve the
problem. This meeting will include all parties.
Step Four:
If an employee is still dissatisfied after he/she receives the decision in step three (3) the
employee may file a written grievance within five (5) working days with the President/CEO. The
grievance will receive attention from the President/CEO or his designated representative, who
will provide the employee with a written response within five (5) working days unless additional
time is required under the circumstances.
Because the full responsibility for the operation of the organization rests with the President/CEO,
any decision rendered by the President/CEO or their designated representative must be regarded
as final and binding on all parties.
7.11 - HOURS OF OPERATION
Work days and hours may vary depending on the needs of each Organization location.
Employees are encouraged to ask their supervisors about work schedules. The Organization
reserves the right to changes hours of operations to meet business objectives.
7.12 - IMMIGRATION REQUIREMENTS
The Organization is committed to hiring only authorized workers. Each new employee will be
asked to provide documents which verify both identity and authorization to work in this country.
Additionally, employees may be required to provide updated work authorization verification by
the expiration date of certain documents. If an employee cannot provide these required
documents, he or she may be terminated or suspended until production of the required
documents.
7.13 - INTRODUCTORY PERIOD
The Organization recruits carefully and believes in hiring the best employee for each position. It
is, however, to both the Organization's and the employee's advantage to have an initial period of
employment in which the employee has time to appraise the Organization and job content, and
the Organization has a similar opportunity to appraise the new employee's job performance.
Thus, each new employee needs to satisfactorily complete an introductory period of 90 days,
measured from his or her initial date of employment.
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Transferred into a new job or promoted employees will have a new 90-day introductory period.
Those employees who are unable to perform satisfactorily on their new jobs during or at the end
of their introductory period may, at the discretion of management, be returned to their original
jobs, if a vacancy exists, or be separated from employment.
7.14 - LEAVING WORK DURING WORKING HOURS
You are expected to remain at work for a full schedule unless you are injured on the job or
become unexpectedly ill. Injury or illness should be reported to your immediate supervisor, and
you should decide whether to remain at work or not. If you wish to leave work for any reason,
you must notify your immediate supervisor. Employees must clock out when leaving the
premises. Time off will be without pay unless personal days are utilized.
7.15 - LEGAL ACTIONS
The Organization complies with all applicable federal and state laws regarding subpoenas, search
warrants, investigations and other legal actions.
The President/CEO delegates to available Senior Management, who will be the contact person
for all police officers, summons servers, federal agents, Department of Labor representatives, or
any other official who enters an Organization location.
7.16 - LUNCH PERIODS AND BREAKS
All employees and program participants who work more than five (5) consecutive hours are
allowed to have a scheduled unpaid lunch break of 30 minutes or more (check with your
supervisor for schedule and length), with one 15 minute paid break in the morning and one 15
minute paid break in the afternoon (when practicable). You are expected to report promptly to
your assigned work area following a break or lunch period. Attended Donation Center attendants
are paid through the lunch period; therefore, you need to remain at the trailer during this period.
If you leave the premises or facility during breaks, you must punch out. For hourly employees,
time away from your work facility is without pay. Employees who are on break or on lunch
should not interfere with co-workers who are continuing to work. Break rooms are provided for
food consumption. It is the responsibility of each employee to ensure such areas are kept neat
and clean. All work areas are to be kept free from food and liter.
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7.17 - MEDIA RELATIONS
It is the policy of the Organization to provide true and accurate information in a timely manner to
members of the media. Employees will not discuss organization business with any member of
the news media, no matter how informally. All requests for information or assistance should
immediately be directed to the Vice President of Public Relations and Marketing or to the
President/CEO if that person is unavailable. The Vice President of Public Relations and
Marketing is responsible for leading members of the media around the Organization’s facilities
and for arranging interviews with appropriate individuals.
7.18 - OFFICE AND WORK STATION DECOR
In order to be consistent at all Organization locations, the following office and work station
décor standards have be set:
Office:
1. All pictures must be displayed in standard frames, including personal pictures on desks,
bookshelves, credenzas, etc., and will be limited to three (3) per office.
2. No posters will be allowed unless provided by the Organization.
3. Plaques, certificates, and other forms of recognition for professional development will be
displayed according to the Organization’s facility management discretion and limited to
three (3) per wall.
Work Station:
1. Desktops and other work surfaces should be clean and organized at the end of the day.
2. No boxes, cartons, paper goods, and other items will be allowed on the floor at any time.
3. All pictures must be displayed in standard frames, and will be limited to three (3) per
work station.
4. No posters will be allowed unless provided by the Organization.
5. No items will be allowed to extend above the height of the panel partitions.
6. Audio and other electronic devices are not allowed at work stations.
7. Plaques, certificates, and other forms of recognition for professional development will be
displayed according to the Organization’s facility management discretion.
8. Plants will be limited to one (1) small healthy plant per work station.
7.19 - PARKING – MAIN FACILITY
All employees who work at or visit the main facility will park in designated areas as prescribed
below:
1. Retail parking: Customers will be given designated parking nearest the store entrance.
Employees will park near the curb at Orange Blossom Trail or on the side lot on Sky
View Drive.
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2. Vocational & Community Services: Customer/participant parking will be reserved
closest to the Vocational & Community Services entrance lobby. Employees will park in
the designated area on the North side of the building or West of the light poles in the
main parking lot.
3. Administrative Employees: Visitors will be given preference to spaces nearest the
building at the main entrance or Administrative lobby. Employees will park close to
Orange Blossom Trail or West of the light poles.
4. Donated Goods: Processing, transportation, and other production employees will park
along the South parking lot furthest from the building.
5. Employees who bring bikes are responsible for bringing their own locks (see section 6.4).
7.20 - PERFORMANCE EVALUATIONS
Evaluations will be used to recognize job performance and identify any problem areas. Annual
evaluations are given per schedules approved by the President/CEO.
7.21 - PROMOTIONS/TRANSFERS
The Organization encourages promoting and transferring from within for job openings. To be
eligible for a promotion or transfer, an employee must be able to meet the requirements of the
new position plus their last performance review can have no unresolved “needs improvements.”
Usually, a promotion is not possible until you have worked in your present position for at least
90 days.
7.22 - REASONABLE ACCOMMODATION POLICY
It is the policy of the Organization to offer equal employment opportunity to disabled applicants
and employees in all phases of employment including the application process, performance of
essential job functions, and benefits. Under this policy, reasonable accommodations is defined as
any modification or change to a job, employment practice, or work environment which makes it
possible for a qualified applicant or employee with a known disability to enjoy equal
employment opportunity. The Organization will attempt to accommodate an applicant or
employee unless the accommodation would: 1) impose as undue hardship on the Organization, or
(2) if the applicant or employee would pose a direct, significant, and an identifiable threat to
health or safety.
Management reserves the right to make all work-related decisions concerning reasonable
accommodation and disabilities based on the business interests of our Organization. These
decisions will exemplify and take into consideration our commitment to equal employment
opportunity.
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7.23 - REASONABLE BREAK TIME FOR NURSING MOTHERS
The Organization, where practicable, will provide access to suitable facilities to express and
store breast milk. This may include facilities with a power source, lockable door, chair, hand
washing facilities, and refrigerator. This place must be somewhere other than a bathroom,
provide freedom from intrusion from co-workers and the public and the process must be shielded
from view.
Breast feeding is a temporary arrangement and depending on individual circumstances, the
Organization will provide reasonable flexibility for mothers to take lactation breaks during their
workday for up to one year after the child’s birth.
This break time will be up to 30 minutes in duration. This break will use the normal 15 minute
paid break as part of the nursing mother’s break time.
7.24 - REFERENCES/VERIFICATIONS
Present and former employees often need verification of employment to obtain credit, financing,
and other services. Employees are to direct all calls for verification of employment to the Human
Resources Department. For oral requests the information released will be limited to: dates of
employment and last position held. With a written release, the Human Resources Department
will provide compensation-related information. No forecast of future employment or
performance-related information will be provided in response to an oral or written request.
7.25 - REHIRE
Under ordinary circumstance, it is the policy of the Organization not to re-employ former
employees who have been dismissed from the Organization for misconduct (see section 7.5).
Questions relating to this matter should be directed to the Senior Talent Executive or Vice
President of Administration.
7.26 - SEPARATION OF EMPLOYMENT
Resignation:
The Organization prefers a two (2) week advance written notice if you plan to leave. Senior
Management members should give four (4) weeks’ notice, if possible. You may be paid for all
accrued vacation time that has not been taken. Once an employee submits a letter of resignation
no personal time can be used.
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Dismissal:
You will be given as much notice as possible in case of dismissal, except when a dismissal is due
to misconduct or within the introductory period. Misconduct is defined as the willful breaking of
the Organization’s policies, rules, or non-compliance with standards of conduct that an employer
may reasonably expect from an employee. Employees separated will receive their final check on
the next scheduled payday.
7.27 - SMOKING
Smoking is prohibited on any property and in any building including shopping centers, and
common areas. The sale of tobacco products on any Organization facility is also prohibited.
Employees who smoke cannot take three (3) 5-minute breaks instead of one (1) 15-minute break
(see section 7.16).
7.28 - SOLICITATION
Employees are prohibited from soliciting for any contributions, organizations, or other purpose
on Organization property. Employees may not post notices, circulars, displays or signs without
the consent of the Senior Talent Executive or Vice President of Administration.
7.29 - SUGGESTIONS
If you have an idea that you feel will benefit the Organization or your fellow workers, it should
be communicated in writing to the Senior Talent Executive or Vice President of Administration.
All suggestions will be reviewed and responded to.
7.30 - TARDINESS/LEAVING WORK EARLY
You will be considered tardy if you arrive at work 10 or more minutes after your scheduled
starting time. Tardiness and/or leaving work early will be considered excessive if during two
consecutive payroll periods an employee is late reporting to work or leaves work early three or
more times.
7.31 - TRAINING
In order to provide our customers, donors, clients/participants, and employees with the best
service possible, the Organization provides employee training on a variety of topics. Supervisors
are responsible for recommending special training for their employees and providing on-the-job
training. The Organizational Development Department will maintain records of all training
programs completed by each employee.
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7.32 - WORKPLACE HARASSMENT & VIOLENCE
The Organization does not tolerate verbal or physical conduct by any employee that harasses,
disrupts, or interferes with another's work performance or which creates an intimidating,
offensive, or hostile environment. This will also include sexual harassment.
Workplace harassment can be in relation to age, race, national origin, religion, disability,
pregnancy, military status, genetic information, physical characteristics, as well as sexual in
nature. Each supervisor has a responsibility to maintain the workplace free of any form of
harassment. No supervisor is to threaten or insinuate, either explicitly or implicitly, that an
employee's refusal to submit to sexual advances will adversely affect the employee's
employment, evaluation, wages, advancement, assigned duties, shifts, or any other condition of
employment or career development. In addition, no supervisor is to favor in any way any
applicant or employee because the person has performed or shown a willingness to perform
sexual favors for the supervisor.
Examples of harassing conduct in the workplace, whether committed by supervisors or
non-supervisory personnel, is prohibited. Such conduct includes, but is not limited to:
Sexual flirtations, touching, advances, or propositions.
Verbal abuse of a sexual nature.
Graphic or suggestive comments about an individual's dress or body.
Sexually degrading words to describe an individual.
The display in the workplace of sexually suggestive objects or pictures, including nude
photographs.
Persistent comments on an employee's sexual preferences.
Nicknames pertaining to any ethnic, religious, or age characteristics or stereotypes.
Racial, ethnic, age or religious jokes.
Signs, emails, texts or other displays that could be offensive to a protected minority.
Use of any racial or ethnic slurs.
Workplace violence is not tolerated in any form. Workplace violence is defined as actions or
words that endanger or harm another employee or result in employees having a reasonable belief
that they are in danger or that their career or reputation is threatened. Such actions include:
Verbal or physical harassment.
Verbal or physical threats.
Assaults or other violence.
Any other behavior that causes others to feel unsafe (e.g. bullying, sexual harassment, job
threats).
It is the responsibility of the President/CEO or designee to ensure that the message regarding
sexual harassment and workplace violence, as stated in this policy is clearly communicated. It is
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the responsibility of each department supervisor, manager, or immediate supervisor to be alert to
any indication of sexual or any other harassment including workplace violence and to take
appropriate action leading to the elimination of all such conduct. Any discovery of harassment or
workplace violence must be reported immediately to the Senior Talent Executive or Vice
President of Administration.
All complaints of harassment or workplace violence will be investigated promptly by the Human
Resources Department and in an impartial and confidential manner as possible.
No employee will be subject to any form of retaliation or discipline for pursuing a harassment or
workplace violence complaint.
Any employee, supervisor, or manager who is found after appropriate investigation to have
engaged in harassment and/or workplace violence, will be subject to appropriate disciplinary
action, depending on the circumstances, up to and including separation of employment.
CONCLUSION
You are required to read this booklet or have someone read and explain the contents to you.
Executive Management is always available for questions and clarification regarding policies and
procedures.
This handbook is the property of the Organization, and it is intended for your personal use and
reference as an employee of the Organization.
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APPENDIX
8.1 - EXECUTIVE COMPENSATION POLICY
The Board of Directors or a subcommittee of the Board will periodically adjust the
President/CEO’s compensation and inform them in writing.
8.2 - EXECUTIVE LEADERSHIP DEVELOPMENT & EVALUATION
The Board of Directors or a subcommittee of the Board will periodically evaluate the
performance of the President/CEO, and inform them in writing the results of that review.
President/CEO will provide the Board of Directors or a subcommittee of the Board a periodic
review of the development of the leadership of the Organization.
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8.3 - FMLA EMPLOYEE RIGHTS AND RESPONSIBILITIES
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