Employee Handbook - Southeast Petro

Transcription

Employee HandbookC-Store and Hotel EmployeesCorporate Address:402 High Point DriveCocoa, FL 32926Phone: (321) 631-0245Fax: (321) 633-0467Web: www.southeastpetro.comHR Email: Chrissy@southeastpetro.comAugust, 2016

WELCOMEFOREWORDDIVERSITY Equal Employment Opportunity Statement Anti-harassment Policy and Complaint Procedure Americans with Disabilities Act (ADA) & Amendments Act(ADAAA)EMPLOYMENT Employment at Will Employee Classification Categories Background and Reference Checks Evaluation Period Internal Transfers/Promotions Nepotism Policy Workplace Visitors Progressive Discipline Separation of Employment Inclement WeatherWORKPLACE SAFETY Drug-Free Workplace Workplace Bullying Violence in the Workplace Safety Policy Smoke-Free WorkplaceWORKPLACE EXPECTATIONS Code of Conduct Company Property Confidentiality Antitrust Laws Data Security Electronic Communications Conflicts of Interest Outside Employment Attendance and Punctuality Social Media—Acceptable Use Attire and Grooming Solicitations, Distributions and Posting of Materials Employee Personnel FilesCOMPENSATION Salary Review Payment of Wages Time Reporting Meal/Rest 232424252628282930303132323233332 Page

Overtime PayTIME OFF/LEAVES OF ABSENCE Holiday Pay Paid Time Off (PTO) Family and Medical Leave (FMLA) Personal Leave of Absence Bereavement Leave Jury Duty Military Leave of AbsenceBENEFITS Insurance Benefits Retirement Plan Workers’ Compensation Benefits COBRAEmployee Handbook Acknowledgement and ReceiptPolicy Acknowledgements343535353641414142434343434447483 Page

WELCOMEWelcome to the M&R Enterprises and Affiliates team. It is our honor to welcome you andwe look forward to meeting you in our future visits to your site. Please take this time to reviewthe important information that is contained in this Handbook. It sets out your rights and yourobligations as a Team Member of M&R Enterprises and Affiliates, and lets you know what weexpect of you, and what you can expect from M&R Enterprises and Affiliates.Our Company’s success depends on talented and hardworking individuals providinggreat customer service and a clean, safe, and friendly environment. We must work as a teamand consistently strive to maintain the highest ethical standards in our workplace and personnelin order for us to continue to grow.We strive to operate our facilities in a safe manner with integrity and excellent customerservice. Excellent customer service is a core principle of our business. We do not toleratedishonesty, unsafe, or poor work ethic, and most importantly, theft. We look to you to self-policeyour teammates and yourself, and let a manager or supervisor know when someone is notfollowing the principles in which we believe.Please read carefully and completely, to understand each and every policy in thehandbook. If you have any questions, please speak with your supervisor or Human Resourcesfor further explanation.Sincerely,Mike Shah, PresidentSummit Shah, Vice PresidentMISSION STATEMENTOur mission is to provide excellent service to all of our customers and business partnersas well as encourage others to follow in our philanthropic efforts.HISTORYM&R Enterprises and Affiliates’ roots start in 1980 when Mahesh Shah, better known asMike, and his wife, Rashmi, purchased their first gas station and convenience store in Cocoa,Florida. Through hard work, dedication, honesty, and a belief in providing excellent customerservice; Mike and Rashmi learned and experienced building the business from the ground up.Along with strategic partners, they were able to continue to grow and acquire retail sitesthroughout Florida.In 1994, the Company was awarded its first wholesale distributorship by BP, and nowhas wholesale distribution rights to all major gasoline brands in Florida. Today with the sameprinciples of dedication, honesty, and excellent customer service, M&R Enterprises andAffiliates’ strong management and operational teams, work to form great partnerships with itscustomers and operators by establishing win-win business relationships. We know that in ourcustomers’ success, lays our success.4 Page

FOREWORDWhether you have just joined our staff or have been at M&R Enterprises and Affiliatesfor a while, we are confident that you will find our company a dynamic and rewarding place inwhich to work, and we look forward to a productive and successful partnership. We consider theemployees of M&R Enterprises and Affiliates to be one of its most valuable resources. Thishandbook has been written to serve as the guide for the employer/employee relationship.There are several things to keep in mind about this handbook. First, it contains onlygeneral information and guidelines. It is not intended to be comprehensive or to address all thepossible applications of, or exceptions to, the general policies and procedures described. Forthat reason, if you have any questions concerning eligibility for a particular benefit or theapplicability of a policy or practice to you, you should address your specific questions to yourManager or the Human Resources Manager. Neither this handbook nor any other companydocument confers any contractual right; either expresses or implied, to remain in the company'semploy. Nor does it guarantee any fixed terms and conditions of your employment. Youremployment is not for any specific time and may be terminated at will with or without cause andwithout prior notice by the company, or you may resign for any reason at any time. Nosupervisor or other representative of the company (except the president and vice president) hasthe authority to enter into any agreement for employment for any specified period of time or tomake any agreement contrary to the above.The procedures, practices, policies and benefits described here may be modified ordiscontinued from time-to-time. We will try to inform you of any changes as they occur.This handbook and the information in it should be treated as confidential. No portion ofthis handbook should be disclosed to others, except M&R Enterprises and Affiliates employeeswhose knowledge of the information is required in the normal course of business.Some subjects described in this handbook are covered in detail in official policydocuments. Refer to these documents for specific information because the handbook onlybriefly summarizes those guidelines and benefits.5 Page

DIVERSITYEqual Employment Opportunity StatementM&R Enterprises and Affiliates provides equal employment opportunities (EEO) to allemployees and applicants for employment without regard to race, color, religion, gender, sexualorientation, gender identity, national origin, age, disability, genetic information, marital status,amnesty or status as a covered veteran in accordance with applicable federal, state and locallaws. M&R Enterprises and Affiliates complies with applicable state and local laws governingnondiscrimination in employment in every location in which the company has facilities. Thispolicy applies to all terms and conditions of employment, including hiring, placement, promotion,termination, layoff, recall, transfer, leave of absence, compensation, and training.M&R Enterprises and Affiliates expressly prohibits any form of unlawful employeeharassment based on race, color, religion, gender, sexual orientation, national origin, age,genetic information, disability or veteran status. Improper interference with the ability of M&REnterprises and Affiliates’ employees to perform their expected job duties is absolutely nottolerated.Anti-harassment Policy and Complaint ProcedureM&R Enterprises and Affiliates are committed to a work environment in which allindividuals are treated with respect and dignity. Each individual has the right to work in aprofessional atmosphere that promotes equal employment opportunities and prohibits unlawfuldiscriminatory practices, including harassment. Therefore, M&R Enterprises and Affiliatesexpect that all relationships among persons in the office will be business-like and free of bias,prejudice and harassment.It is the policy of M&R Enterprises and Affiliates to ensure equal employment opportunitywithout discrimination or harassment on the basis of race, color, religion, gender, sexualorientation, gender identity, national origin, age, disability, genetic information, marital status,amnesty or status as a covered veteran. M&R Enterprises and Affiliates prohibit any suchdiscrimination or harassment.M&R Enterprises and Affiliates encourages reporting of all perceived incidents ofdiscrimination or harassment. It is the policy of M&R Enterprises and Affiliates to promptly andthoroughly investigate such reports. M&R Enterprises and Affiliates prohibit retaliation againstany individual who reports discrimination or harassment or who participates in an investigationof such reports.Definitions of HarassmentSexual harassment constitutes discrimination and is illegal under federal, state and locallaws. For the purposes of this policy, sexual harassment is defined, as in the Equal EmploymentOpportunity Commission Guidelines, as unwelcome sexual advances, requests for sexualfavors and other verbal or physical conduct of a sexual nature when, for example a) submissionto such conduct is made either explicitly or implicitly a term or condition of an individual'semployment; b) submission to or rejection of such conduct by an individual is used as the basisfor employment decisions affecting such individual; or c) such conduct has the purpose or effectof unreasonably interfering with an individual's work performance or creating an intimidating,hostile or offensive working environment.6 Page

Sexual harassment may include a range of subtle and not-so-subtle behaviors and mayinvolve individuals of the same or different gender. Depending on the circumstances, thesebehaviors may include unwanted sexual advances or requests for sexual favors; sexual jokesand innuendo; verbal abuse of a sexual nature; commentary about an individual's body, sexualprowess or sexual deficiencies; leering, whistling or touching; insulting or obscene comments orgestures; display in the workplace of sexually suggestive objects or pictures; and other physical,verbal or visual conduct of a sexual nature.Harassment on the basis of any other protected characteristic is also strictly prohibited.Under this policy, harassment is verbal, written or physical conduct that denigrates or showshostility or aversion toward an individual because of his/her race, color, religion, gender, sexualorientation, national origin, age, disability, marital status, citizenship, genetic information or anyother characteristic protected by law or that of his/her relatives, friends or associates, and thata) has the purpose or effect of creating an intimidating, hostile or offensive work environment; b)has the purpose or effect of unreasonably interfering with an individual's work performance; orc) otherwise adversely affects an individual's employment opportunities.Harassing conduct includes epithets, slurs or negative stereotyping; threatening,intimidating or hostile acts; denigrating jokes; and written or graphic material that denigrates orshows hostility or aversion toward an individual or group and that is placed on walls orelsewhere on the employer's premises or circulated in the workplace, on company time or usingcompany equipment via e-mail, phone (including voice messages), text messages, tweets,blogs, social networking sites or other means.Individuals and Conduct CoveredThese policies apply to all applicants and employees, whether related to conductengaged in by fellow employees or someone not directly connected to M&R Enterprises andAffiliates (e.g., an outside vendor, consultant or customer).Conduct prohibited by these policies is unacceptable in the workplace and in any workrelated setting outside the workplace, such as during business trips, business meetings andbusiness-related social events.Complaint ProcessIndividuals who believe they have been the victims of conduct prohibited by this policystatement or who believe they have witnessed such conduct should discuss their concerns withtheir immediate supervisor, Human Resources or any member of management.When possible, M&R Enterprises and Affiliates encourages individuals who believe theyare being subjected to such conduct to promptly advise the offender that his or her behavior isunwelcome and request that it be discontinued. Often this action alone will resolve the problem.M&R Enterprises and Affiliates recognize, however, that an individual may prefer to pursue thematter through complaint procedures.M&R Enterprises and Affiliates encourage the prompt reporting of complaints orconcerns so that rapid and constructive action can be taken before relationships becomeirreparably strained. Therefore, although no fixed reporting period has been established, earlyreporting and intervention have proven to be the most effective method of resolving actual orperceived incidents of harassment.7 Page

Any reported allegations of harassment, discrimination or retaliation will be investigatedpromptly and proper disciplinary action will be conducted. The investigation may includeindividual interviews with the parties involved and, where necessary, with individuals who mayhave observed the alleged conduct or may have other relevant knowledge.Confidentiality will be maintained throughout the investigatory process to the extentconsistent with adequate investigation and appropriate corrective action.Retaliation against an individual for reporting harassment or discrimination or forparticipating in an investigation of a claim of harassment or discrimination is a serious violationof this policy and, like harassment or discrimination itself, will be subject to disciplinary action.Acts of retaliation should be reported immediately and will be promptly investigated andaddressed. Misconduct constituting harassment, discrimination or retaliation will be dealt withappropriately.False and malicious complaints of harassment, discrimination or retaliation may be thesubject of appropriate disciplinary action.Americans with Disabilities Act (ADA) and the ADA Amendments Act(ADAAA)The Americans with Disabilities Act (ADA) and the Americans with DisabilitiesAmendments Act, known as the ADAAA, are federal laws that prohibit employers with 15 ormore employees from discriminating against applicants and individuals with disabilities and thatwhen needed provide reasonable accommodations to applicants and employees who arequalified for a job, with or without reasonable accommodations, so that they may perform theessential job duties of the position.It is the policy of M&R Enterprises and Affiliates to comply with all federal and state lawsconcerning the employment of persons with disabilities and to act in accordance withregulations and guidance issued by the Equal Employment Opportunity Commission (EEOC).Furthermore, it is our company policy not to discriminate against qualified individuals withdisabilities in regard to application procedures, hiring, advancement, discharge, compensation,training or other terms, conditions and privileges of employment.The company will reasonably accommodate qualified individuals with a disability so thatthey can perform the essential functions of a job unless doing so causes a direct threat to theseindividuals or others in the workplace and the threat cannot be eliminated by reasonableaccommodation and/or if the accommodation creates an undue hardship to M&R Enterprisesand Affiliates. Contact the Human Resources department with any questions or requests foraccommodation.8 Page

EMPLOYMENTEmployment at WillEmployment at M&R Enterprises and Affiliates is on an at-will basis unless otherwise stated in awritten individual employment agreement signed by the President and Vice President of thecompany.This means that either the employee or the company may terminate the employmentrelationship at any time, for any reason, with or without notice.Nothing in this employee handbook is intended to or creates an employment agreement,expressed or implied. Nothing contained in this or any other document provided to the employeeis intended to be, nor should it be, construed as a contract that employment or any benefit willbe continued for any period of time.Any salary figures provided to an employee in annual or monthly terms are stated for the sakeof convenience or to facilitate comparisons and are not intended and do not create anemployment contract for any specific period of time.Nothing in this statement is intended to interfere with, restrain, or prevent concerted activity asprotected by the National Labor Relations Act. Such activity includes employee communicationsregarding wages, hours, or other terms or conditions of employment. M&R Enterprises andAffiliates’ employees have the right to engage in or refrain from such activities.Employee Classification CategoriesAll employees are designated as either nonexempt or exempt under state and federalwage and hour laws. The following is intended to help employees understand employmentclassifications and employees’ employment status and benefit eligibility. These classificationsdo not guarantee employment for any specified period of time. The right to terminate theemployment-at-will relationship at any time is retained by both the employee and M&REnterprises and Affiliates.Nonexempt employees are employees whose work is covered by the Fair LaborStandards Act (FLSA). They are NOT exempt from the law’s requirements concerning minimumwage and overtime.Exempt employees are generally managers or professional, administrative or technicalstaff who ARE exempt from the minimum wage and overtime provisions of the FLSA. Exemptemployees hold jobs that meet the standards and criteria established under the FLSA by theU.S. Department of Labor.M&R Enterprises and Affiliates have established the following categories for bothnonexempt and exempt employees: Regular, full-time: Employees who are not in a temporary status and who are regularlyscheduled to work the company’s full-time schedule of 40 hours per week. Generally,9 Page

these employees are eligible for the full benefits package, subject to the terms,conditions and limitations of each benefits program. Regular, part-time: Employees who are not in a temporary status and who are regularlyscheduled to work less than the full-time schedule but at least 10 to 20 hours each week.Regular, part-time employees are eligible for some of the benefits offered by thecompany subject to the terms, conditions and limitations of each benefits program. Temporary, full-time: Employees who are hired as interim replacements to temporarilysupplement the workforce or to assist in the completion of a specific project and who aretemporarily scheduled to work the company’s full-time schedule for a limited duration.Employment beyond any initially stated period does not in any way imply a change inemployment status. Temporary, part-time: Employees who are hired as interim replacements to temporarilysupplement the workforce or to assist in the completion of a specific project and who aretemporarily scheduled to work less than the company’s full-time schedule for a limitedduration. Employment beyond any initially stated period does not in any way imply achange in employment status.Temporary workers are not eligible for company benefits unless specifically stated otherwisein company policy or are deemed eligible according to plan documents.Background and Reference ChecksTo ensure that individuals who join M&R Enterprises and Affiliates are well qualified andto ensure that M&R Enterprises and Affiliates maintain a safe and productive work environment,it is our policy to conduct pre-employment background checks on all applicants before an offerof employment is given. Background checks may include verification of any information on theapplicant’s resume or application form.All offers of employment are conditioned on receipt of a background check report that isacceptable to M&R Enterprises and Affiliates. All background checks are conducted inconformity with the Federal Fair Credit Reporting Act, the Americans with Disabilities Act, andstate and federal privacy and antidiscrimination laws. Reports are kept confidential and are onlyviewed by the Human Resources office.If information obtained in a background check would lead M&R Enterprises and Affiliatesto deny employment, a copy of the report will be provided to the applicant, and the applicant willhave the opportunity to dispute the report’s accuracy. Background checks may include acriminal record check, although a criminal conviction does not automatically bar an applicantfrom employment.Additional checks such as a driving record or credit report may be made on applicantsfor particular job categories if appropriate and job related.M&R Enterprises and Affiliates also reserve the right to conduct a background check forcurrent employees to determine eligibility for promotion or reassignment in the same manner asdescribed above.10 P a g e

Evaluation PeriodEvery new employee goes through an initial period of adjustment in order to learn aboutthe Company and about their job. During this time the employee will have an opportunity to findout if they are suited to, and like, their new position.Additionally, the initial employment period gives the employee's supervisor a reasonableperiod of time to evaluate their performance. The initial employment period is 90 days. Duringthis time, the new employee will be provided with training and guidance from their directSupervisor. The new employee may be discharged at any time during this period if their directSupervisor concludes that the new employee is not progressing or performing satisfactorily.Additionally, as is true at all times during an employee's employment with M&R Enterprises andaffiliated companies, employment is not for any specific time and may be terminated at will, withor without cause and without prior notice.At the end of the initial employment period, your direct Supervisor will provide a workreview to the new employee. Provided the new employee’s job performance is "satisfactory" atthe end of the initial employment period, the new employee will continue on with theiremployment as an at-will employee.Internal Transfers/PromotionsEmployees with more than three months of service may request consideration to transferto other jobs as vacancies become available and will be considered along with other applicants.At the same time, the company may initiate transfers of employees between departments andfacilities to meet specified work requirements and reassignment of work requirements.M&R Enterprises and Affiliates offer employees promotions to higher-level positionswhen appropriate. Management prefers to promote from within and may first consider currentemployees with the necessary qualifications and skills to fill vacancies above the entry level,unless outside recruitment is considered to be in the company’s best interest.To be considered, employees must have held their current position for at least 3 months,have a satisfactory performance record and have no disciplinary actions during the last 3months. Management retains the discretion to make exceptions to the policy.Nepotism PolicyM&R Enterprises and Affiliates want to ensure that corporate practices do not createsituations such as conflict of interest or favoritism. This extends to practices that involveemployee hiring, promotion and transfer. Close relatives, partners, those in a dating relationshipor members of the same household are not permitted to be in positions that have a reportingresponsibility to each other. Close relatives are defined as husband, wife, domestic partner,father, mother, father-in-law, mother-in-law, grandfather, grandmother, son, son-in-law,daughter, daughter-in-law, uncle, aunt, nephew, niece, brother, sister, brother-in-law, sister-inlaw, step relatives, cousins and domestic partner relatives.11 P a g e

If employees begin a dating relationship, become relatives, partners, or members of thesame household and if one party is in a supervisory position, that person is required to informmanagement and Human Resources of the relationship.M&R Enterprises and Affiliates reserves the right to apply this policy to situations where there isa conflict or the potential for conflict because of the relationship between employees, even ifthere is no direct-reporting relationship or authority involved.Workplace VisitorsTo provide for the safety and security of all employees and the facilities at M&REnterprises and Affiliates, only authorized visitors are allowed in the workplace. Employee’sfriends, family, or children are not permitted to be at the workplace, unless they have legitimatebusiness. Loitering is not permitted.Restricting unauthorized visitors helps maintain safety standards, protects confidentialinformation, and avoids potential distractions and disturbances.Progressive DisciplineEvery employee has the duty and the responsibility to be aware of and abide by existingrules and policies. Employees also have the responsibility to perform their duties to the best oftheir ability and to the standards as set forth in their job description or as otherwise established.M&R Enterprises and Affiliates support the use of progressive discipline to addressissues such as poor work performance or misconduct. Our progressive discipline policy isdesigned to provide a corrective action process to improve and prevent a recurrence ofundesirable behavior and/or performance issues. Our progressive discipline policy has beendesigned consistent with our organizational values, HR best practices and employment laws.Outlined below are the steps of our progressive discipline policy and procedures. M&REnterprises and Affiliates reserve the right to combine or skip steps in this process dependingon the facts of each situation and the nature of the offense. The level of disciplinary interventionmay also vary. Some of the factors that will be considered are whether the offense is repeateddespite coaching, counseling and/or training; the employee's work record; and the impact theconduct and performance issues have on our organization.The following outlines M&R Enterprises and Affiliates progressive discipline process: Verbal warning: A supervisor verbally counsels an employee about an issue ofconcern, and a written record of the discussion is placed in the employee's file for futurereference. Written warning: Written warnings are used for behavior or violations that a supervisorconsiders serious or in situations when a verbal warning has not helped changeunacceptable behavior. Written warnings are placed in an employee’s personnel file.Employees should recognize the grave nature of the written warning.12 P a g e

Performance improvement plan: Whenever an employee has been involved in adisciplinary situation that has not been readily resolved or when the employee hasdemonstrated an inability to perform assigned work responsibilities efficiently, theemployee may be given a final warning or placed on a performance improvement plan(PIP). PIP status will last for a predetermined amount of time not to exceed 90 days.Within this time period, the employee must demonstrate a willingness and ability to meetand maintain the conduct and/or work requirements as specified by the supervisor andthe company. At the end of the performance improvement period, the performanceimprovement plan may be closed or, if established goals are not met, dismissal mayoccur.M&R Enterprises and Affiliates reserve the right to determine the appropriate level ofdiscipline for any inappropriate conduct, including oral and written warnings, suspension with orwithout pay, demotion and discharge.Separation of EmploymentSeparation of employment within an organization can occur for several different reasons. Resignation: Although we hope your employment with us will be a mutually rewardingexperience, we understand that varying circumstances cause employees to voluntarilyresign employment. Resigning employees are encouraged to provide two weeks’ notice,preferably in writing, to facilitate a smooth transition out of the organization. If anemployee provides less notice than requested, the employer may deem the individual tobe ineligible for rehire depending on the circumstances regarding the notice given. Retirement: Employees who wish to retire are required to notify their departmentdirector and the Human Resources department in writing at least one (1) month beforethe planned retirement date.It is the practice of M&R Enterprises and Affiliates to give special recognition toemployees at the time of their retirement. The recipient must be employed with M&REnterprises and Affiliates for five (5) years to be eligible for a retirement gift. Thedepartment manager should contact the Human Resources department to purchase agift or a gift card. Job abandonment: Employees who fail to report to work or contact their supervisor forthree (3) consecutive workdays shall be considered to have abandoned the job withoutnotice, effective at the end of their normal shift on the third day. The supervisor shallnotify the Human Resources department at the expiration of the third workday andinitiate the paperwork to terminate the employee. Employees who are separated due tojob abandonment are ineligible to receive accrued benefits and are ineligible for rehire. Termination: Employees of M&R Enterprises and Affiliates are employed on an at-willbasis, and the company retains the right to terminate an employee at any time.Return of Company PropertyThe separating employee must return all company property at the time of separation,including uniforms, cell phones, keys, PCs and company vehicles. Failure to return some item

Employee Handbook C-Store and Hotel Employees Corporate Address: 402 High Point Drive Cocoa, FL 32926 Phone: (321) 631-0245 Fax: (321) 633-0467 . they were able to continue to grow and acquire retail sites throughout Florida. In 1994, the Company was awarded its first wholesale distributorship by BP, and now has wholesale distribution rights .