The Acceptable Use Incident Log Template provides an example register of incidents relating to Acceptable Use violations. DEV104-2 AUP INCIDENT LOG covers date, ID, description, category, and status. Company users who identify or perceive an actual or suspected security problem should immediately contact the company IT Manager for the incident to be logged in Human Resources Incident Log. Users should not reveal account password or allow another person to use their account. Similarly, users should not use the account of another user. Access to company network resources should be revoked for any user identified as a security risk or a demonstrated history of security problems.
Access to the Internet is specifically limited to activities in direct support of official company business or for educational and research purposes. If any user has a question regarding what constitutes “acceptable use” he/she should check with their supervisor for additional guidance. Management or supervisory personnel should consult with the Information Services Manager for clarification of these guidelines. The company Internet access should not be used for any illegal or unlawful purposes. Examples include the transmission of violent, threatening, defrauding, pornographic, obscene, or otherwise illegal or unlawful materials.
The Acceptable Use Policy Template provides a Acceptable Use Policy Example stating that Internet and social media access and messaging accounts are specifically limited to activities in support of official company business (e.g., sales, purchasing, education, research). DEV104-1 ACCEPTABLE USE POLICY covers acceptable use, inappropriate use, internet and messaging etiquette, security, and more.
If any user has a question regarding what constitutes “acceptable use” he/she should check with their supervisor for additional guidance. Management or supervisory personnel should consult with the Information Services Manager for clarification of these guidelines. All terms and conditions as stated in this document are applicable to all users of the network and the Internet connection.
These reflect an agreement of all parties and should be governed and interpreted in accordance with the laws of the State. All users must agree to abide by this policy by signing the Acknowledgement of Receipt and Understanding section at the bottom of the Acceptable Use Policy Template.
Any user violating this Acceptable Use Policy or applicable state or federal laws is subject to the loss of network privileges, state or federal enforcement, and any other disciplinary actions deemed appropriate.
Employees not employed by the company on the Plan Effective Date must submit completed COM104-1 BENEFITS ENROLLMENT/CHANGE FORM to Personnel within 31 days from the employee’s first day of employment. If completed Benefits Enrollment-Change Request Templates are not received by the Personnel Department within 31 days, the employee and dependents may not be eligible to receive benefits under the plan until the next open enrollment period.
If an employee obtains a new dependent after the effective participation date became effective, the employee has 31 days to submit a revised enrollment form to Personnel in order for the new dependent to become a participant. A newborn child will be automatically covered for the first 31 days of life. However, if a Benefits Enrollment-Change Request Template is not properly submitted within 31 days of the birth, coverage will end after 31 days. An employee may opt to waive participation in the plan by submitting a written declination. Eligible employees may be eligible to receive compensation if participation is waived for the portion of the employee’s premiums that would have been paid by the company.
All employees are responsible for preparing and signing a Biweekly Time Worksheet Template for each pay period. COM101-1 BIWEEKLY TIME SHEET is formatted for a bi-weekly basis and should be used to record hours worked, paid time off and holidays. Exempt employees at their option, are not required to complete the Hours Worked (time) section and can just fill in the Regular Hours worked for that day
Time Sheets are to be completed at the end of each pay period and approved by each employee’s supervisor. Supervisors are responsible for collecting and submitting their department’s Time Sheets to Accounting by 2:00 p.m. on the Monday following the pay period. Before taking time off, employees are responsible for completing and submitting their Time Sheet to their supervisor. If an employee is absent the day that Time Sheets are due (i.e., illness, injury, etc.), the employee’s supervisor should complete and submit the Time Sheet and notify Accounting of any corrections upon the employee’s return.
Plan administrators, upon receiving notice of a qualifying event, must provide an election notice – COBRA Continuation of Coverage Request Template – to the qualified beneficiaries of their right to elect COBRA coverage. COM106-1 CONTINUATION OF COVERAGE (COBRA NOTICE/ELECTION FORM) must be provided in person or by first class mail within 14 days after the plan administrator receives notice that a qualifying event has occurred.
There are two special exceptions to the notice requirements for multi-employer plans. First, the period for providing notices may be extended beyond the 14- and 30-day requirements if allowed by plan rules. Second, if the plan rules allow, employers may be relieved of the obligation to notify plan administrators when employees terminate or reduce their work hours. Plan administrators would then be responsible for determining whether these qualifying events have occurred.
COBRA continuation coverage can be terminated for the following reasons:
On the date that the employer ends a group health plan to all employees.
At the time that the qualifying beneficiary becomes qualified to participate in another group plan offered from new employment.
If the beneficiary fails to make timely payments to the provider for the continuation coverage.
The date on which a qualified beneficiary is entitled to benefits under Medicare.
COBRA Continuation of Coverage Request Template Details
Notations should be made in the employee’s file recording any offense committed using the Disciplinary Notice Template. Management reserves the right to terminate or discipline any employee as considered necessary in individual circumstances. This misconduct can occur simultaneously and then be written up individually or grouped together on one report. The disciplinary action taken is a result of the severity of the offense.
The first step for any misconduct is to communicate the poor performance to the employee. The employee should communicate how they will resolve the issue. A notation should be made in the employee’s personnel file using DEV106-1 DISCIPLINARY NOTICE. The notice should be kept for a period of no more than one year. The notation should include:
Date of verbal warning
Description of expected performance
Verbal warnings may be removed from the personnel file after 90 days if the problem does not arise again. If the situation continues, then the employee should be given a written warning.
In response to federal requirements for drug-free workplaces, and in keeping with the company concern for the health and safety of its work force, a Drug-Free Workplace Policy should be instituted. The Drug-Free Workplace Acknowledgement Template is a formal notice of the company’s intent to take disciplinary action, up to and including termination of employment, against any employee who violates the Drug-Free Workplace Policy. EMH510-3 DRUG-FREE WORKPLACE POLICY EMPLOYEE ACKNOWLEDGEMENT states that the company’s Drug-Free Workplace Policy prohibits the use, sale, distribution, manufacture or possession of all controlled substances as listed in Schedules I through V of Section 202 of the Controlled Substance Act.
Company policy also prohibits the performance of work or presence at any company building, facility, equipment or work area/site while under the influence of a controlled substance. In addition to any disciplinary action, the company may, in its sole discretion, refer the employee to a treatment and counseling program for drug abuse. Employees referred to such a program by the company must immediately cease any drug use, may be subject to periodic unannounced testing for a period of twenty-four (24) month, and must comply with all other conditions of the treatment and counseling program.
Employees that want to have their paychecks directly deposited into their bank account should complete the Electronic Funds Transfer Authorization Template and turn it in to the Human Resources Manager. COM101-3 ELECTRONIC FUNDS TRANSFER AUTHORIZATION covers effective date, employee ID, account information, and more. It authorizes the company to (1) directly deposit the paycheck into the bank account listed, or to (2) correct any Electronic Funds Transfer errors or overpayments by debiting the account to correct the error.
A voided check or deposit slip for the account should be attached. The authorization is to remain in force until the company receives written authorization to either terminate or change the direct deposit. If not set up for direct deposit, paychecks should be cashed within two weeks of the date they are distributed to the employees. Employees are expected to cash paychecks on their personal time and should not interfere with their scheduled work hours.
Electronic Funds Transfer Authorization Template Details
Except for illnesses or emergencies, employees are expected to inform their supervisor and the company of any planned absence away from work. The employee should complete and forward an Employee Absence Request Template to their supervisor for approval. COM102-1 ABSENCE REQUEST FORM covers the exact dates, hours, and what the absence is to be taken as (paid time off, unpaid time off, etc.).
Employees are expected to give as much advance notice as possible, especially for extended absences to allow the supervisor and the company to coordinate and reassign work responsibilities. All requests for absences greater than two consecutive weeks are discouraged and will be evaluated under each circumstance and in compliance with federal and state laws and approved accordingly. When allowed, supervisors may request employees to reschedule their planned time off if it causes conflicts with production schedules, workforce shortages, etc.
The company grants ten paid holidays per year to qualifying permanent employees. The company also recognizes that employees need a scheduled time away from normal work duties for their personal well-being, therefore annual vacation with pay will be granted to full-time employees who meet the service requirements. Employees should attempt to stagger their vacations in an effort to avoid affecting production.
All employees must complete an Employee Background Check Authorization Template providing a written release authorizing the company to contact and obtain information from a consumer reporting agency. By signing HRG105-2 EMPLOYEE BACKGROUND CHECK AUTHORIZATION, the employee authorizes the company or an agent of the company to contact former employers, credit agencies, educational institutions, law enforcement agencies, city, state, county, and federal courts and military services to release information about their background.
If the background investigation results in any type of adverse action required (i.e. termination, denial of a job offer or promotion, probation, etc.) by the company that is based in whole or in part on a credit or other type of consumer report from an outside agency, then the applicant or employee must be provided with:
A description of the adverse action taken.
A copy of the investigative report received.
“A Summary of Your Rights under the Fair Credit Reporting Act” — a document prescribed by the Federal Trade Commission describing the applicant or employee’s rights. (You should receive this description from the consumer reporting agency along with the report.)
The name, address, and telephone number of the agency that provided the report (a toll-free number is required, if it is a national agency).
A statement that the consumer reporting agency did not make the decision to take the adverse action and is unable to provide the individual with the specific reasons why the adverse action was taken.
Notification of the consumer’s right to obtain a free copy of the consumer report within 60 days from any consumer agency that maintains files on a nationwide basis.
Notification of the consumer’s right to dispute with the agency the accuracy of any information in a consumer report furnished by the agency.
An outside agency should be used to conduct the investigation in order to ensure access to records, databases, and an amount of objectivity is obtained. Use the Employee Background Investigation Checklist Template to document each investigation conducted. HRG105-1 EMPLOYEE INVESTIGATION CHECKLIST keeps track of the date completed, if there is a copy in file, and who the reviewer was for each method of the investigation.
The Human Resources Manager should review all investigation reports before contacting the Hiring Manager, and the President, as appropriate, for consultation regarding a hiring decision. Results of background investigations should remain confidential and be shared only on a “need to know” basis. Violations and details contained in the report should not be provided to the Hiring Manager regardless of whether or not the candidate is recommended for hire. If the results of the background investigation uncover derogatory information, the Human Resources Manager should consult with Legal Counsel to determine the candidate’s appropriateness for employment.
The Human Resources Manager should complete an exit Interview using the ADM107-1 EXIT INTERVIEW CHECKLIST. The Employee Exit Interview Checklist Template covers vacation time, all timesheets, forwarding address for final check, insurance options, and more. The Human Resources Manager should handle the termination tactfully and objectively. The dismissal interview should be in private and scheduled to minimize contact with other employees.
The Human Resources Manager should be responsible for notifying the employee of their accrued pay and paid time off benefits, continuation of medical insurance and/or other employee benefits, return of company property or keys, and distribution of their final paycheck. The Human Resources Manager or designate should escort the employee to clean out their desk area and then out of the building.
Before the employee leaves the building review the completed Employee Exit Interview Checklist Template to ensure that all company property has been retrieved. The Human Resources Manager should prepare a statement that will be made to the other employees concerning the discharge. The statement should be read to all other employees as soon as practical.
The Employee Exit References Authorization Template should be signed by the employee, authorizing the company to provide information regarding their job performance and qualifications for employment. ADM107-2 EXIT REFERENCES AUTHORIZATION is necessary so that the company is not held liable for providing such information.
The company may terminate an employee for cause (i.e., misconduct, insubordination, etc.) or the inability of the employee to perform satisfactorily the duties of his or her position. The Human Resources Manager should make sure all facts have been documented accurately, that adequate performance or attendance records have been kept and discussed with the employee and the decision is not being made on inference, suspicion, or emotions.
In terms of resignation, all employees are requested to be considerate of company needs and other employees in the event of a resignation and provide the company with at least two weeks’ notice. Employees in management positions are requested to provide up to thirty days notice. In some situations, the company may be able to work with resigning employees to expedite this process.
The Employee Hiring Checklist Template covers administration, operations, training and orientation, and performance appraisal. The Human Resources Manager and the employee’s supervisor should arrange for orientation and training of the new/transferred employee. An Orientation Schedule should be prepared and coordinated with all applicable individuals. Use HRG101-4 NEW EMPLOYEE HIRING CHECKLIST to document each step as it’s completed.
The Human Resources Manager should meet with the new employee and complete any remaining forms or documentation. The Human Resources Manager should also be responsible for briefly reviewing the company’s Policy and Procedure Manual and the Employee Handbook with the new employee and ensuring that the employee understands where copies of the document are located for their access. The new employee should then complete the Employee Handbook acknowledgment form and return this form to The Human Resources Manager.
Employee Social Media Policy & Acknowledgement Template
Employee use of social media (e.g., LinkedIn) is governed by the company’s social media policy, outlined in the Employee Social Media Policy & Acknowledgement Template. Offensive and or disruptive messages containing sexual, racial, or degrading commentary should not be tolerated and may be subject to disciplinary action. The use of company communications equipment for personal calls, faxes, emails, or other electronic communication is discouraged. Employees should endeavor to be good ambassadors for the company and should not take part in any social media activity that could be construed as illegal, unethical, or harmful to the company or others.
EMH510-4 SOCIAL MEDIA POLICY & ACKNOWLEDGEMENT covers disclosure, security, user guidelines, and more. It states that the company wants its employees to be able to use social media personally and professionally. In either case, employees must use social media responsibly. They must understand that their use of social media, both on and off site and whether using the company’s communication infrastructure or another means (e.g., public network, private network), carries with it serious responsibilities and potential ramifications.
Employee Social Media Policy & Acknowledgement Template Details
All candidates for employment must fully complete, date and sign the standard Employment Application Template. A resume may be accepted in addition to HRG103-1 EMPLOYMENT APPLICATION. The application covers personal information, employment interest, education and training, employment history, and more. The form should be completed in detail and signed by the applicant. The company may investigate any portion of the requested information and may deny or later terminate the employment of anyone giving false or incomplete information.
It is essential that all applicants sign their employment application. The signature provides specific protection for the company on several important terms and conditions. The completed application and resume should be made part of the personnel file of those applicants accepted for employment. Applications from applicants not selected for available openings should be maintained in an applicant file by the Human Resources Manager for one year and reviewed as suitable openings occur.