CONSERVE SOUTHWEST UTAH - Employee Handbook - JUNE 12, 2021
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CONSERVE SOUTHWEST
UTAH
Employee Handbook
JUNE 12, 2021
CONSERVE SOUTHWEST UTAH
321 N. Mall Dr. Ste. B-202, St. George, UT 84790Table of Contents
INTRODUCTION ............................................................................................................................................. 2
EMPLOYEE POLICIES AND PROCEDURES....................................................................................................... 3
Employer Responsibilities ......................................................................................................................... 3
Equal Employment Opportunity ........................................................................................................... 3
Anti-Harassment ................................................................................................................................... 3
Violence in the Workplace .................................................................................................................... 3
Whistleblower Policy ............................................................................................................................ 3
Employment .............................................................................................................................................. 4
Types of Employees .............................................................................................................................. 4
Job Descriptions .................................................................................................................................... 4
Payroll ................................................................................................................................................... 4
Hours ..................................................................................................................................................... 4
Training and Conferences ..................................................................................................................... 5
Working at Home .................................................................................................................................. 5
Performance and Salary Review ........................................................................................................... 5
Employee Benefits .................................................................................................................................... 5
Health Insurance ................................................................................................................................... 5
Retirement Benefits .............................................................................................................................. 5
Unemployment ..................................................................................................................................... 5
Worker’s Compensation Insurance....................................................................................................... 5
Time Off ................................................................................................................................................ 5
Employee Responsibilities ........................................................................................................................ 7
Code of Ethics/Conduct ........................................................................................................................ 7
Attendance............................................................................................................................................ 7
Confidentiality of Business .................................................................................................................... 7
Drug and Alcohol Use or Abuse ............................................................................................................ 7
Computer Use ....................................................................................................................................... 8
ACKNOWLEDGEMENT ................................................................................................................................... 9
1|P a g eINTRODUCTION Welcome Conserve Southwest Utah (CSU) is a nonprofit 501 (c)(3) organization. Thank you for joining our organization and helping us to achieve our mission. At-Will Employment Your employment is “at will”. This means you are free to terminate your employment at any time, for any lawful reason, and CSU retains the same rights. Please note that no employee or member of the Board of Directors of CSU has any authority to enter into any agreement or commitment for employment or continued employment unless it is in writing and signed by both the employee and authorized representative of CSU. Additionally, no employee or member of the Board of Directors of CSU has the authority to make any representations that are contradictory to this statement of the at- will, non-contractual relationship. Purpose and Limits of this Handbook This handbook is intended as a guide that describes the basic personnel policies for employees of Conserve Southwest Utah (CSU). It does not constitute an employment agreement or contract of any kind, or a guarantee of continued employment. These guidelines may be amended at the Board’s discretion. CSU also reserves the right to address a situation in a manner different from that described in the following handbook. 2|P a g e
EMPLOYEE POLICIES AND PROCEDURES Employer Responsibilities Equal Employment Opportunity CSU is an equal opportunity employer and complies with all applicable federal, state and local laws related to discrimination. This policy applies to all terms and conditions of employment, including but not limited to, hiring, placement, promotion, termination, leaves of absence, benefits, compensation, and training. CSU makes decisions concerning employment based strictly on an individual’s qualifications and ability to perform the job under consideration, the comparative qualifications and abilities of other applicants or employees, and the individual’s past performance within the organization. If you believe that an employment decision has been made that does not conform with CSU’s commitment to equal opportunity, you should promptly bring the matter to the attention of the Board President. Your complaint will be thoroughly investigated. There will be no retaliation against any employee who files a complaint in good faith, even if the result of the investigation produces insufficient evidence to support the complaint. Anti-Harassment CSU seeks to ensure that all employees will enjoy a work environment free from unreasonable interference, intimidation, hostility or offensive behavior on the part of management, colleagues or visitors. Harassment of a sexual, racist or ethnic nature is against the law and will not be tolerated. Any instances of harassment must be reported to the Supervisor and/or the Board President. All complaints will be fully investigated. CSU will promptly respond to any incident. Violation of this policy will result in disciplinary action, up to and including immediate discharge. Violence in the Workplace All employees will be treated with dignity and respect. Acts of violence will not be tolerated. Any instances of violence must be reported to the Supervisor and/or the Board President. All complaints will be fully investigated. CSU will promptly respond to any incident or suggestion of violence. Violation of this policy will result in disciplinary action, up to and including immediate discharge. Whistleblower Policy CSU will adhere to all laws and regulations that apply to the organization. The support of all employees is necessary to achieving compliance with various laws and regulations. Employees are encouraged to bring any concern or question to the Supervisor and/or Board President. If any employee reasonably believes that some policy, practice, or activity of CSU is in violation of law, a written complaint may be filed by that employee with the Supervisor and/or Board President. CSU will not retaliate against any employee who, in good faith, has made a protest or raised a complaint against a practice of CSU. 3|P a g e
Any employee reasonably believes that some policy, practice, or activity of CSU is in violation of law, a
written complaint may be filed by that employee with the Supervisor and/or Board President. CSU will
not retaliate against any employee who, in good faith, has made a protest or raised a complaint against
a practice of CSU or of another individual or entity with which CSU has a business relationship.
Employment
Types of Employees
CSU employs full-time, part-time and temporary employees. According to the provisions of the Fair
Labor Standards Act, employees are classified as either exempt or non-exempt. Exempt employees
receive a fixed annual salary and are not eligible for overtime pay. Non-exempt employees are paid by
the hour and are eligible for overtime pay.
Job Descriptions
All positions at CSU have written job descriptions. CSU has written the descriptions to be as complete as
possible, but all employees may be required to perform duties not specifically listed in their job
descriptions.
Payroll
All employees of CSU are paid a salary or hourly rate. The hours and expenses will be paid bi-weekly.
Employees provide an accounting of work hours and reimbursable expenses. CSU shall have the right to
deduct or withhold from the compensation sums required by law to be deducted or withheld, including
without limitation, federal income and Social Security taxes and all state taxes now applicable.
Employees are paid on the following Friday. All employees are paid by electronic deposit.
Time Recording
All employees of CSU are required to track their hours on a timesheet, allocating them by CSU projects.
A timesheet must be submitted to the Supervisor every pay period.
Hours
Employees should be aware that their jobs may include attending evening and weekend meetings or
other events. Full-time employees usually have Saturday and Sunday off, however these days may be
shifted by the Supervisor and/or the Board President for the employee to participate in weekend events
or meetings that are a part of the employee’s job description.
• Compensatory Time: Generally, it is CSU’s policy not to approve compensatory time. The Board
may approve compensatory time for non-exempt employees. Any compensatory time must be
pre-approved. Compensatory time for non-exempt employees will be equal to 1.5 times the
overtime hours worked.
• Overtime Hours: Overtime hours for non-exempt employees must be approved in advance by
the Supervisor and/or the Board President. Pay for approved overtime will be 1.5 times the
employee’s normal hourly rate. Only non-exempt employees are eligible for overtime pay.
4|P a g eTraining and Conferences
CSU encourages employees to seek professional training opportunities to improve job performance.
Upon approval of the Supervisor and/or the Board President to attend training, CSU shall pay for
training and for the employee’s time to attend training. Non-exempt employees will be paid up to eight
hours per day while in travel status.
Working at Home
Staff members may arrange to work from home or from another location on a regular working day if
approved by the Supervisor and/or the Board President. CSU does not pay for equipment or utilities
needed for employees to work from home.
Performance and Salary Review
Performance reviews for employees shall be conducted annually. This review is usually completed near
the anniversary of the hiring date. Salary reviews are conducted within the annual performance review
process. CSU will make the effort to give raises when appropriate, but employees should be aware that
a small grant and donation-based organization like CSU may not be able to award raises every year.
Employee Benefits
Health Insurance
CSU participates in paying the cost of health insurance as negotiated with the employee.
Retirement Benefits
CSU does not offer retirement benefits.
Phone Allowance
CSU will compensate employees with personal cellphones that are used for CSU business.
Unemployment
CSU does not qualify for unemployment insurance therefore you are not eligible for it after you leave
you leave. As a small nonprofit organization with less than 4 employees, CSU does not participate in the
Utah State Unemployment Compensation Program.
Worker’s Compensation Insurance
CSU carries worker’s compensation insurance for employees. Work-related accidents or injuries should
be reported immediately to the Supervisor and/or the Board President no later than 24 hours after the
accident/incident.
Time Off
• Paid Time Off (PTO): as negotiated with the employee; the amount accrued upon departure
will be paid to the employee.
• Leaves of Absence: A leave of absence is defined as a period of excused time off without pay.
Time off without pay may be taken with advance notice given to the Supervisor and/or Board
President and his/her approval. No more than two consecutive weeks may be taken at one time
unless there are extenuating circumstances. Employees on leave of absence will receive no
5|P a g esalary and will not accrue paid personal days. Employees may request leaves of absence for
personal or medical reasons.
• Holidays: Generally New Year's Day, Martin Luther King Day, Presidents' Day, Memorial Day,
Independence Day, Pioneer Day, Labor Day, Columbus Day, Thanksgiving Day, Day after
Thanksgiving, Christmas Eve, Christmas Day unless negotiated otherwise with the employee.
• Bereavement Leave: In the case of the death of an immediate family member, an emergency
leave of absence of three days will be granted. For purposes of this section, an immediate family
member is a spouse/partner, child, sibling, parent or grandparent. Employees may use PTO for
the time of bereavement leave if desired. The Board may make exceptions to this policy by
including other family members.
• Jury Duty: CSU recognizes that jury duty is an important civic responsibility, however cannot
afford to pay employees for absences other than PTO. A leave of absence will be considered for
jury duty.
• Military Leave: An employee who is a member of the United States Army, Navy, Air Force,
Marines, Coast Guard, National Guard, Reserves or Public Health Service will be granted unpaid
leave of absence for military service, training or related obligations in accordance with
applicable law.
• Religious Holidays: Employees may use vacation days or leave of absence days for the
celebration of any religious holiday.
Other Policies
Termination
As per the state of Utah, all CSU employees are at-will employees. An employer can fire an at-will
employee without cause and without notice. Likewise, an at-will employee can quit without having to
give any notice. At the same time, the Board recognizes the need for a smooth transition and suggests
the following termination guidelines.
In the event of termination, employees are asked to prepare a written list of all pending work
assignments and their status and to have an exit interview with the Supervisor and/or the Board
President. Terminated employees are entitled to pay for vacation days earned but not used at the time
of termination.
In the event of resignation, which an employee is entitled to do at any time, employees are asked to give
at least two weeks of notice of resignation from the time they submit a letter of resignation.
Personnel Records
6|P a g eThe personnel records of CSU employees are maintained by the Board of Directors or their designee and
are handled confidentially. It is the responsibility of employees to keep CSU informed of any changes in
personal information, including contact information. It is CSU policy to keep personnel information
confidential, unless an employee specifically requests that CSU comply with an outside request for
information relating to his/her employment at CSU, or unless the information is requested by law
enforcement or a court of law.
Employee Responsibilities
Code of Ethics/Conduct
CSU does not anticipate problems with employee conduct. The following information is presented so
that we may be prepared in the event that an employee’s conduct needs to be addressed.
The following list gives a broad outline of the type of misconduct that will be subject to disciplinary
action. This list is not exhaustive, nor does it stand as a substitute for the Board’s judgment.
• Dishonesty, including deception, fraud, lying, cheating or theft.
• Creating conflict with coworkers, members, donors or the Board of Directors
• Demonstrating insubordination, including refusal to do an assigned job.
• Disclosing confidential records or information.
• Engaging in indecent behavior or in vulgar or abusive language towards others.
• Falsifying CSU records.
• Spreading malicious rumors.
• Treating others in a discourteous, inattentive or unprofessional manner.
Failure to abide by the code of ethics/conduct may result in disciplinary action. CSU reserves the right to
pursue criminal or civil action in a court of law against a staff member or former staff member who has
violated laws. Each situation will be dealt with on an individual basis.
Attendance
CSU expects employees to be dependable, punctual and to be committed to their work. Due to the
independent working arrangement of our employees, it is the responsibility of the employee to notify
the supervisor whenever a day of work is missed for any reason.
Confidentiality of Business
Information pertaining to CSU’s donors and business dealings is confidential and must not be used by
employees for personal purposes or disclosed to unauthorized persons. Such information includes, but is
not limited to, names, addresses and telephone numbers of donors, business associates or board
members.
Drug and Alcohol Use or Abuse
The manufacture, dispensation or use of any illegal drug or controlled substance while on duty is strictly
prohibited. Coming to work intoxicated or impaired by alcohol or drugs is prohibited. These activities
7|P a g econstitute serious violation of CSU rules, jeopardize CSU and can create situations and are unsafe or that substantially interfere with job performance. Employees in violation of the policy are subject to appropriate disciplinary action. Dispute Resolution CSU recognizes that there may be concerns or disagreements in the work place. CSU expects all employees to make every effort to make every effort to resolve concerns informally as they arise. When questions or concerns arise related to an employment situation, employees should first discuss their concerns with the supervisor or the Board President. If the employee does not feel the issue was resolved in this discussion or feels awkward talking with the supervisor or Board President, the employee needs to contact another board member who will discuss the concern with the Board President. At this point, the employee may be required to put the concerns in writing, describing the basis for the concerns. The Board President may seek advice from an outside human resources and/or legal professional. Other than seeking advice from professionals, the issue in dispute must be kept confidential both by the employee and the Board of Directors. If a satisfactory solution cannot be reached through discussions with the Board President, the Board may propose that the issue be resolved through mediation and/or binding arbitration. CSU retains the right to seek injunctive or other relief in the case of misappropriation of trade secrets or other confidential information, or any other action by an employee which might reasonably be expected to lead to irreparable harm to CSU. Computer Use CSU employee should not expect privacy regarding anything they create, store, send or receive on CSU computers. CSU may exercise the right to monitor, access, retrieve and delete any information stored in, created, received or sent through CSU email. Smoking CSU does not allow smoking in the office or when visiting a CSU donor or business associate. 8|P a g e
ACKNOWLEDGEMENT The undersigned acknowledges receipt of the Conserve Southwest Utah Employee Policies and Procedures. I agree to read the Handbook and to follow the guidelines and policies set forth in the Handbook and any amendments to the Handbook along with the other policies and procedures of CSU. It is specifically understood and agreed that the Handbook is for informational purposes only and is not intended to create a contract of employment or continuing employment between myself and CSU. ___________________________________ ________________ Signature Date Print Name 9|P a g e
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