Global Policy No. 13Effective Date: January 1, 2017

Employee Manual

George IranonCEO

This Employee Manual does not constitute a contract

and in no way changes any employee’s status as an

employee at will.

To the wonderful Employees of Career Path Services,

We are blessed to have world class employees. As a result, we are committed to a productive, healthy and flexible work environment so we can sustain workplace excellence and personal health. This Employee Manual is a primary source of information about your employment with us. It symbolizes our desire to be a progressive and innovative place to work.

Our Corporate Mission and Vision Statements drive what we do. Our heart is to serve job seekers, the employers who hire them and the communities where we choose to do business. Our can do spirit helps make their dreams of a better future a reality.

If you are new to Career Path Services, welcome! You can expect performance excellence, a strong corporate work ethic, proactive and co-managed communication, accountability and an employer-employee relationship built on trust. Our business is based on a strong infrastructure and solid program models. We build services on organizational principles, positive values and enthusiastic attitudes. Our global and unit policies guide us in practical application. We know our jobs are too big to achieve alone, so we perform as one cohesive and productive team to exceed expected outcomes. When we assemble for corporate training events, we practice our three F’s: food, fun and fellowship. We look forward to your significant contributions to our vibrant corporate culture.

Thank you for choosing Career Path Services as your place to work. Together, we’ll do amazing things!

Best regards,

George IranonCEOgiranon@careerpathservices.org

Employee Manual Table of ContentsPART I – INTRODUCTION..................................................8

EMPLOYMENT AT WILL..........................................................................................................8

EMPLOYEE MANUAL...............................................................................................................8

VOCABULARY..........................................................................................................................8

MISSION STATEMENT – DEFINITION OF OUR ORGANIZATION.........................................8

VISION STATEMENT – WHAT WE DO NOW, WILL DO IN THE FUTURE, AND HOW WE DO IT.........................................................................................................................................8

TAGLINE...................................................................................................................................8

CORE VALUES OF A CAREER PATH SERVICES EMPLOYEE:............................................9

CAREER PATH SERVICES’ VALUES AND GUIDING PRINCIPLES....................................11

CONTINUOUS IMPROVEMENT CULTURE...........................................................................12

STRATEGIC PLANNING.........................................................................................................13

GLOBAL POLICIES.................................................................................................................13

PROGRAM MODELS..............................................................................................................13

UNIT POLICIES.......................................................................................................................13

PART II – ORGANIZATIONAL STRUCTURE.........................14BOARD OF DIRECTORS........................................................................................................14

LEADERSHIP TEAM...............................................................................................................14

LOCATIONS AND PROGRAMS.............................................................................................16

PART III - COMPENSATION.............................................17EMPLOYMENT CLASSIFICATIONS......................................................................................18

Full Time Employees..........................................................................................18

Part Time Employees.........................................................................................18

Work Study or Internship Classification.............................................................19

Participants Who Are Also Employees...............................................................19

FLSA CLASSIFICATIONS.......................................................................................................19

STATUS CLASSIFICATIONS.................................................................................................20

EMPLOYEE PAYROLL...........................................................................................................21

Timekeeping (full time and part time employees).............................................21

Paydays.............................................................................................................21

Salaried Employee: Payroll Calculation..............................................................22

PART IV - BENEFITS.......................................................23TIME OFF................................................................................................................................23

Paid Holidays.....................................................................................................23

Floating Holiday.................................................................................................24

Vacation.............................................................................................................24

Requesting Leave..............................................................................................25

Sick Leave.........................................................................................................25

Absence from work............................................................................................26

Unauthorized Leave...........................................................................................27

Leave Without Pay.............................................................................................27

Family Care Leave.............................................................................................27

Leave for Victims of Domestic Violence and their Family Members...................27

Family Medical Leave Act (FMLA)......................................................................27

Washington State Family Leave Act (FLA).........................................................27

Leave for Spouses of Deployed Military Personnel (RCW 49.77).......................28

Sick Leave Pool..................................................................................................28

Bereavement Leave...........................................................................................29

Jury Duty Leave.................................................................................................29

Military Training Leave......................................................................................29

INSURANCE............................................................................................................................30

Premium Payments Pre-Tax Option...................................................................30

HEALTH INSURANCE............................................................................................................31

FLEXIBLE SPENDING ACCOUNT (FSA)...............................................................................32

DENTAL INSURANCE............................................................................................................33

LIFE AND DISABILITY INSURANCE......................................................................................33

Term Life and Accidental Death and Dismemberment (ADD) Insurance...........33

Voluntary Life Insurance....................................................................................33

Group Long Term Disability (LTD) Insurance.....................................................34

HEALTH ADVOCATE..............................................................................................................34

LIFE ASSISTANCE PROGRAM (LAP)...................................................................................35

UNEMPLOYMENT INSURANCE............................................................................................35

INDUSTRIAL INSURANCE/WORKER’S COMPENSATION..................................................35

RETIREMENT.........................................................................................................................35

403(b) Retirement Plan:....................................................................................36

SOCIAL SECURITY................................................................................................................38

OTHER....................................................................................................................................38

Employee Refreshments and Snacks.................................................................38

Free Parking.......................................................................................................38

Credit Cards.......................................................................................................38

Laptops, Notebooks, Netbooks, and Tablets......................................................38

Student Loan Forgiveness.................................................................................39

BENEFITS BY EMPLOYEE TYPE..........................................................................................40

PART V – REIMBURSEMENTS..........................................41REIMBURSABLE EXPENSES................................................................................................42

Vehicle Mileage..................................................................................................42

Road Side Assistance.........................................................................................42

Cell Phones........................................................................................................43

Home Internet Access........................................................................................43

Personal Development.......................................................................................43

Management Professional Development...........................................................44

Relocation Expenses..........................................................................................45

TRAVEL...................................................................................................................................45

Business Travel and Meetings...........................................................................46

TRAVEL COMPENSATION FOR NON-EXEMPT EMPLOYEES............................................47

Normal Work Hours Defined..............................................................................47

Travel Time Defined..........................................................................................47

Travel Time as the Driver or Passenger in an Automobile.................................48

Calculating and Reporting Travel Time..............................................................48

COMPANY PROGRAMS........................................................................................................48

Make A Difference Day and Annual Giving........................................................48

Fall Conference..................................................................................................49

Take our Daughters and Sons to Work Day.......................................................50

Blood Bank Donations........................................................................................50

Holiday Gatherings/Parties................................................................................50

PART VI – SCHEDULES & ATTENDANCE............................51WORK HOURS........................................................................................................................51

Breaks................................................................................................................51

Flexible Work Schedules....................................................................................51

Work from Home...............................................................................................51

ATTENDANCE........................................................................................................................51

Reporting Absences...........................................................................................52

Unauthorized Leave...........................................................................................52

Signing In and Out.............................................................................................52

OFFICE CLOSURES...............................................................................................................52

PART VII - WORKPLACE APPROPRIATENESS ISSUES.........54PROFESSIONAL APPEARANCE/DRESS CODE..................................................................54

Men.................................................................................................................... 54

Women..............................................................................................................55

TOBACCO-FREE WORKPLACE............................................................................................56

MUSIC.....................................................................................................................................57

POLITICAL ACTIVITY.............................................................................................................57

USE OF AGENCY RESOURCES...........................................................................................57

PART VIII - PERSONNEL ACTIONS...................................58EMPLOYEE CODE OF CONDUCT AND CONFLICT RESOLUTION....................................58

Informal Resolution of Conflict...........................................................................59

PERFORMANCE REVIEWS...................................................................................................59

TRANSFERS...........................................................................................................................60

Promotions From Within and Lateral Transfers..................................................60

Involuntary Transfers.........................................................................................60

NEPOTISM POLICY................................................................................................................60

TERMINATIONS......................................................................................................................61

Layoff Policy – Reduction in Force......................................................................61

Involuntary Terminations and Dismissals..........................................................61

Voluntary Terminations.....................................................................................61

Benefit Status at Termination............................................................................61

Vacation Payoff..................................................................................................61

Sick Leave Payoff...............................................................................................62

Severance Pay...................................................................................................62

403(b) Retirement – Employer Contributions.....................................................62

Medical, Vision, Dental, Life, and Disability Insurance, including COBRA rights 62

Social Security...................................................................................................62

Employee Reimbursements...............................................................................62

Return of Company Equipment/Property...........................................................63

PART IX - LEGAL MATTERS OF EMPLOYMENT..................64CONDITIONS OF EMPLOYMENT..........................................................................................64

Employer Responsibilities..................................................................................65

REQUIRED FORMS AND DOCUMENTATION FOR NEW EMPLOYEES.............................66

RETURNING EMPLOYEES....................................................................................................66

PART X – REFERENCES...................................................67AGENCY AND FUND SOURCE POLICY...............................................................................67

LEGISLATION.........................................................................................................................67

PART I – INTRODUCTIONEMPLOYMENT AT WILL This employee handbook does not constitute an employment contract, neither expressed nor implied. The employment relationship is at-will. Either party – the employee or employer – has the right to terminate the relationship at any time, with or without cause.

The policies and procedures are not intended to create a contract. Career Path Services reserves the right to modify or discontinue the policies and benefits set forth in the handbook at any time, without notice.

EMPLOYEE MANUALThis Employee Manual is the primary source of information on employment at Career Path Services. It establishes the expectations of our employer-employee relationship, including the rights and responsibilities of employees and the legal responsibilities of Career Path Services as an employer. It explains our employee benefits, describes our values used to build our corporate culture, and communicates our desire to be a Best Place to work.

VOCABULARY

Career Path Services uses terms with specific definitions that pertain to the field of work in which we are engaged. An acronyms list of commonly used terms is available on our agency intranet, www.thepeytonpost.org.

MISSION STATEMENT – DEFINITION OF OUR ORGANIZATIONCareer Path Services, a private non-profit corporation, provides workforce development services to individuals and employers in Washington State.

VISION STATEMENT – WHAT WE DO NOW, WILL DO IN THE FUTURE, AND HOW WE DO IT

Empowering People

Enhancing Workforce

Enriching Community

TAGLINE“Breaking the spirit of poverty through the dignity of work”

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CORE VALUES OF A CAREER PATH SERVICES EMPLOYEE: 1. Dependability:

Meets commitments Works independently Accepts accountability Handles change Stays focused under pressure Meets punctuality requirements

2. Communication: Listens effectively Responds clearly, timely and directly Seeks to clarify and confirm the accuracy of their understanding of unfamiliar or vague terms Makes oral and written communication clear and easy to understand

3. Problem Solving: Anticipates and prevents problems Defines problems, identifies root causes Overcomes obstacles Generates alternative solutions Helps solve team problems

4. Productivity: Manages work load effectively Takes on additional responsibilities Manages priorities Follows procedures and policies Manages time well Uses technology effectively Handles information flow

5. Quality: Is attentive to detail and accuracy Actively supports quality standards Makes continuous improvements Monitors quality levels

6. Teamwork: Contributes to team projects Exchanges ideas, opinions Helps prevent, resolve conflicts Works well with other departments and partners Develops positive working relationships Promotes organizational vision and mission Is flexible and open-minded Promotes mutual respect

7. Planning and Organizing Effectiveness: Develops realistic plans Balances short and long-term goals

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Aligns plans with department/agency goals Plans for and manages resources Creates contingency plans Coordinates and cooperates with others Keep current with new developments

8. Safety: Completes Bloodborne Pathogens annual training in designated timeline. Participates in emergency drills in a professional manner. Reports any job-related injury or illness and completes Incident Report in a timely manner

(GP 29). If employee is location Safety Officer: fulfills Safety Officer job duties as described in Safety

Officer description. If DDA/DVR employee: Completes First Aid/CPR training prior to expiration date.

9. Attendance: Punctual and regular attendance is an essential responsibility of each employee at Career

Path Services. Employees are expected to report to work as scheduled, on time and prepared to start work.

10. Performance: The measure of individual goals and team goals to achieve the overall mission and vision of

the organization.

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CAREER PATH SERVICES’ VALUES AND GUIDING PRINCIPLES

1. The corporate culture of Career Path Services is one of PIE (Passion, Impact, and Excellence), our 3 F’s (food, fun, and fellowship), professionalism, trust, respect, gratitude, and teamwork.

2. Everything we do in the short and long term is consistent with our corporate mission, vision statement, guiding principles, and organizational principles.

3. The leadership team and Board of Directors provide all employees with a progressive, productive, and friendly work environment.

4. Each service unit is accountable for programmatic results and sustained revenue. Each contract we undertake financially stands upon its own ability in order to continue operations.

5. We achieve performance excellence in all we do. This means meeting and exceeding contractual, programmatic, and fiscal goals on an individual, team, and corporate level.

6. We commit to professional working relationships with fund sources, referral agents, and partners by being responsive to their needs and treating them with respect. We earn a preferred provider status from fund sources by satisfying their performance and fiscal expectations.

7. We maintain a balance between team-based environments and the initiative, productivity, and creativity of individuals.

8. We train and develop employees because they want lifelong learning and leadership development opportunities. We learn and growth together by creating a safe and fun experiential learning community.

9. We have long-term, goal-based relationships with our employees. Demonstrated performance within job descriptions is recognized and rewarded.

10.We are an industry leader in employee compensation and benefits.11.We provide employees the equipment and tools necessary to be efficient and productive in

their work.12.We measure inputs and outcomes with objective criteria to show evidence of performance and

goal accomplishments, and use this data to determine a Return on Investment of the resources entrusted us.

Revised May 2014

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CONTINUOUS IMPROVEMENT CULTURE

Career Path Services is dedicated to continuously improving the way we do business. Our innovation comes from all levels of employee. We genuinely listen to new ideas, suggestions, opinions and feedback. We ask employees to critically think about our systems and processes, and to open a dialogue with leadership and colleagues when a new viewpoint or question arises. This is a key component to the way we conduct business.

In order to garner feedback we conduct in-house and external surveys throughout the year. We participate in a variety of state and national surveys that provide our organization with vital information that we use to keep abreast of employee interests and concerns. These surveys are important to our organization so that we can make improvements where possible. We strive to be a “best place to work” and the results of the surveys have placed us among the top organizations to work for in the country.

The surveys are conducted anonymously and we highly encourage employee participation in each of the surveys throughout the year. Many of our organizational improvements result from employee feedback.

When a new survey is announced, typically via email, we ask employees to take a few minutes to express their opinions and suggestions. We highly value and appreciate the time to provide feedback!

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STRATEGIC PLANNING

The Career Path Services leadership team works with the Board of Directors and all employees to develop a strategic plan and long-range goals. Our strategic plan and long-term goals uphold the intent of our mission and vision, and reinforce the purpose of our organization.

The Career Path Services Annual Report provides a program year overview of accomplishments. These reports are available on the Peyton Post.

GLOBAL POLICIESCareer Path Services’ Global Policies state our intent on a particular subject. They provide principles and procedures that determine our courses of action toward a desired outcome and avoid unintended consequences.

PROGRAM MODELS

Each organizational unit uses a program model to define terminology, principles and service components specific to that unit. Models are guidelines for services and operations, training tools for employees, and a plan of action for all employees, including partners. Annually, program models are reviewed and updated for performance enhancements and contract compliance.

UNIT POLICIES

Using the same intent as Global Policies, Career Path Services’ Unit Polices provide a comprehensive text that detail unit specific operations of each unit of the organization.

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PART II – ORGANIZATIONAL STRUCTURECareer Path Services is a nonprofit corporation governed by a Board of Directors that meets four times each year. Board of Directors meetings are held on the last Thursday of the first month of each quarter January, April, July and October (the annual meeting). Dates may be changed as needed. Day to day operations are led by the leadership team.

BOARD OF DIRECTORS

Name City Russell Burtner Kennewick Chair of Board Rebecca Coufal SpokaneGreg Sypolt Spokane Larry Billin Spokane SecretaryTed Lane SpokaneJohn Bumgarner SpokaneDavid Olsen SpokaneJason Gray Spokane

LEADERSHIP TEAMSenior Management is the executive level of leadership at Career Path Services. Senior Management is responsible for long-range planning and the day-to-day management of the organization. The positions included in this definition include:

CEO

CFO

COO

Each member of the Senior Management group has the authority to hire employees as needed within the yearly Cost Allocation Plan, which was previously approved by the CEO. Senior Managers have the authority to grant standard employee status. Only the CEO has the authority to end the employment relationship due to reduction in force or for disciplinary reasons on behalf of the organization. Only Senior Managers have the authority to enter the agency into contract or to authorize expenditures from the Reserve Fund.

For specific information related to the duties of Senior Management employees, please refer to their job descriptions.

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The Management Team is the overall leadership and supervisory group of the organization. The positions included in this definition are: Directors, Program Operators, Branch, HR and Program Managers.

The Cabinet is the primary leadership overseeing each division of the organization consisting of Senior Management, Division Directors, Program Operators, and the HR Manager.

The management and/or cabinet team meet tri-annually (, April, July and November), to review and respond to programmatic, fiscal, employment, policy, governance, training, contract and other issues. These meetings are normally scheduled for two days near the Board of Directors’ meeting dates.

Program/Fiscal Year – the organization operates on a fiscal year beginning July 1 and ending June 30. Many contracts follow this time frame.

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LOCATIONS AND PROGRAMS

1. Employees are housed in an office solely occupied by Career Path Services employees, or

2. Employees are co-located in offices of partner agencies.

The main Spokane office in the Peyton Building is considered the corporate headquarters, and administrative and senior management employees are housed at this location.

Career Path Services has two divisions that work directly with customers:

Workforce Development Centers- federal Workforce Innovation and Opportunity Act (WIOA) programs and other programs funded through Workforce Development Councils.

Transitional Jobs – programs funded through the Washington State Department of Commerce and other fund sources.

The Administrative team headquartered in Spokane provides administrative, data, human resources, and fiscal services to all programs.

Career Path Services is located at 21 different locations across Washington State. See the Peyton Post for an up to date list of phone numbers, email and office addresses of all employees. Located under Essentials.

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PART III - COMPENSATIONCareer Path Services’ Salary Ranges Effective:

July 1, 2014 – June 30, 2017

Classification: July 1, 2014 – June 30, 2017

Senior ManagementCEO $175,000 - 253,000COO $134,100 - 173,000CFO $134,100 - 173,000Manager III $78,000 - 110,000Director of Transitional Jobs (COM)Director of Workforce Development (WIOA)Director – One Stop Operator (WIOA)Manager II $65,000 - 91,000Branch Manager (COM)Program Operator (WIOA)Human Resources ManagerIT Manager/AccountantFiscal ManagerManager I $54,000 - 75,000GRS Program Manager (BF WOIA)Program Manager (WIOA)Practitioner $45,000 - 65,000Employer Development Specialist (SP WIOA) Employment Associate (COM)Employment Specialist (WIOA)Navigator (SP WIOA) Job Developer (BF WIOA)Administrative III: Accounting, Web, Data & HR $43,000 - 58,000Accounting TechnicianDatabase Development Specialist Human Resources GeneralistProgram AnalystInformation Technology Specialist Office CoordinatorAdministrative II: Administrative & Program Support $40,000 - 52,000Administrative TechnicianProgram Specialist - COMProgram Specialist - WIOAGuest Resource Specialist $37,000 - 48,000Guest Resource Specialist (BF WIOA)

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Administrative I: Administrative Assistant $27,000 - 40,000Administrative Assistant Internship (part time) $13.00 an hourAccounting or Database Development Intern

EMPLOYMENT CLASSIFICATIONS

Full Time Employees

Full time employees are scheduled to work 40 hours per week, compensation is computed based on an annual salary, whether paid hourly or on a salaried basis. All full time positions are subject to compensation review for revised salary range consideration periodically. Complete salary surveys are conducted every three years. Providing competitive salary compensation is one of Career Path Services’ Guiding Principles. Salary range changes may be needed in between complete salary surveying. The salary range of a position may be adjusted to remain competitive in attracting or retaining employees. If a new position is created, a salary survey will be done and used as a basis for creating the salary survey. All adjusted or new salary ranges will be approved by the Board of Directors. Full time positions may be classified as Exempt or Non-Exempt.

Once salary ranges are approved by the Board of Directors, the CEO awards compensation within these ranges based upon merit principles. Generally, salary compensation increases are based upon:

Individual and team performance annually related to the accomplishment of unit goals.

Equity adjustments against revised and approved salary ranges. Increased responsibilities and authority of the position relative to the mission

and vision of the organization. Annual comprehensive employee performance review (employee

evaluation).Salary range adjustments are effective the first of a new fiscal year. If an employee receives a performance based salary increase, the increase will be effective the beginning of the first pay period following the approval date, or backdated to the beginning of the fiscal year for annual performance evaluations. See section IV Benefits for information on Full Time employee benefits.

Part Time Employees

Part time employees work less than a full time equivalent (40 hours per week) and are compensated on an hourly basis. All part time positions are classified non-Exempt.

Part time employees cannot exceed the fixed number of authorized work hours in a week without prior authorization. The needs of the organization will from time to time require both the change in work hours and the addition/reduction of work hours depending upon priorities. Part time employees may be classified as working 30 or more hours per week, 20 or more hours per week,

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or under 20 hours per week. See section IV Benefits for more information on Part time employee benefits.

Work Study or Internship Classification

This is a temporary position that may be all or partially funded by an external source and is subject to employment restrictions other than those of Career Path Services. Interns earn college credits for their work, but at the discretion of the supervisor may continue employment beyond their ability to earn credits, as long as they are still enrolled in higher education. Work-study and internship positions are hourly employees.

Participants Who Are Also Employees

Career Path Services is the employer of record for participants involved in a paid subsidized work component of a training program. Although these participants are employees, most of this employee manual does not apply to this employee category because regulations regarding participant employees, also known as program trainees, are provided by the specific fund source and employment law.

Participant employees receive minimum or prevailing wage, depending on contract guidelines, and are subject to fund source program contract requirements and policies regarding hours worked per week and length of employment. Employment is temporary, and usually lasts no longer than 6 months. These types of employees are paid according to a participant pay schedule, are covered by L&I and participate in the Social Security system.

FLSA CLASSIFICATIONSAn employee’s exemption status will be determined at the time of hire and re-evaluated thereafter if needed. An employee’s exemption status will be identified on the hire letter. The classifications are determined by reviewing the Fair Labor Standards Act (FLSA).

Two FLSA classifications of employees:

1. Exempt employees are generally managers, professional, administrative or technical employees who are exempt from the minimum wage and overtime provisions of the FLSA. Exempt employees hold jobs that meet the standards and criteria established under the FLSA by the U.S. Department of Labor. Exempt employees do not receive overtime wages when working more than 40 hours per workweek, although they may work more than a regularly scheduled 40-hour workweek. Managerial positions at Career Path Services are exempt and are paid on a salaried basis.

2. Nonexempt employees are employees whose work is covered by the FLSA and are not exempt from the law’s requirements concerning minimum wage and overtime. These positions do not meet the criteria for executive, management, administrative or professional position exemption. This requires the organization to pay overtime wages for designated positions when hours exceed 40 per week. All time worked beyond 40 hours per week in the designated position is considered overtime and will be paid as such by the organization at a rate of 1.5 times the standard hourly amount for that position.

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Prior authorization from the supervisor is required for overtime work. Overtime is based on the workweek beginning midnight Saturday night. Unapproved overtime will be paid, as required by law. However, any employee who works unapproved overtime will be subject to discipline, up to and including termination.

Nonexempt employees are allowed a 15-minute paid break for each 4 hours worked. Nonexempt employees are required to take a 30-minute unpaid lunch after working five consecutive hours unless a waiver is requested and approved.

Full time nonexempt employees at Career Path Services are paid on a salaried basis while part time nonexempt employees are paid on an hourly basis.

STATUS CLASSIFICATIONS

All employee positions at Career Path Services fall under one of the three following status classifications. Positions within these classifications may be full time or part time, exempt or non-exempt.

1. Temporary status: expected position life of less than one year. In this position, the employee is considered to be on probationary status for the entire length of the planned employment period. Temporary personnel are exempt from the full benefit package. Depending on specific circumstances, benefits may be provided at the discretion of a Senior Manager. Temporary status employees may be employee, work-study, interns or participant employees.

2. Probationary status: expected position life of at least one year. The employee strives to complete a 12-month probationary period satisfactorily. At the end of the probationary evaluation period one of three actions will take place:

a. A probationary employee becomes a standard employee

b. A probationary employee’s status is extended and remains probationary

c. A probationary employee will be dismissed.

3. Standard employee status: The employee has satisfactorily completed the 12- month probationary period. Standard status is awarded through completion of a satisfactory evaluation at the end of the probationary period.If an employee changes positions during their probationary period by promotion or transfer, the employee still may attain standard employee status at the end of 12 months employment if performance warrants awarding standard status. In this case, standard status is awarded by memo. The employee would remain position-probationary in their new position until they have received a satisfactory evaluation at the end of 12 months in their new position.

a. Position Probationary status: A standard employee who begins a new position requires the same evaluations as a probationary employee. They retain Standard Employee status regarding all other items.

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EMPLOYEE PAYROLL EWS (Employee Web Services)

EWS (Employee Web Services) is a web-based system that allows employees to confidentially update their employee information, request leave (vacation, sick time, etc.); record time worked and leave taken, access pay stubs and W-2s. The EWS User Manual is the guide to using the EWS features.

Employees record actual time worked by cost center/program, which determines pay allocation by contract. Employee Status Change Letters: Schedule Change, Cost Center Changes

Human Resources is authorized to provide a status change notification to an employee once directed by the direct supervisor. A status change letter may include:

Employee work schedule change

Employee supervisory change

These changes must be documented in a notification to record authorization to conduct work in specific contracts and ensure the changes are accurately made in EWS.

Timekeeping (full time and part time employees)

Each employee is responsible for keeping a daily record of time worked by funding source/cost center and leave (vacation, sick leave, professional leave, leave without pay, holiday, etc.) taken using EWS. “Workable Hours” include all time on work tasks including training and meeting time, travel time (see section V: Reimbursements for more details), performing work tasks before and after scheduled shift including tidying desk or preparing paperwork, and meal periods when an employee is required to stay onsite at direction of the employer. Workable Hours do not include regular commute time from residence to office, time spent before/after shift getting coffee, reading the newspaper, or chatting with co-workers about non-work topics.

All employees are required to submit hours worked at the end of each workday. Employees are subject to disciplinary action (See Global Policy 5) if time recording is not submitted by deadline or entered with false data.

Accurate and honest timekeeping is essential at Career Path Services. Each supervisor at each office is responsible for tracking and approving time worked and leave taken by his or her subordinates in EWS on a daily basis. Managers are required to perform a final review and approval of timesheets by 8:30am on the first workday following the end of a pay period.

Leave balances for both annual and sick leave appear on individual payroll stubs located in EWS.

Paydays

Employee pay periods are the 1st through the 15th, and 16th through last day of each month. Payroll disbursement is made electronically from the Spokane office so that funds are deposited in each employee’s designated bank account on the 5 th and 20th of each calendar month. When the scheduled day falls on a Saturday, Sunday, or holiday, payday is on the preceding business day.

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New employees complete a direct deposit authorization form at time of hire and submit to payroll. All employees are paid by direct deposit. To ensure proper pay will be received, any changes in bank accounts are reported to payroll at least one week prior to payday. Employees can review and print their paystubs in EWS (Employee Web Services). If an employee does not reside in Washington State, payroll will provide basic information on how individuals can make quarterly state income tax deposits. For questions about how to read a pay stub, see EWS User Guide located on the EWS log in page and on The Peyton Post.

Salaried Employee: Payroll Calculation

One-half of the monthly salary is paid each pay period. If paid work and/or leave will be for less than a full pay period (such as at time of hire or termination), a daily rate is calculated by taking the semi-monthly salary divided by the number of working days in a pay period based on the employee’s regular schedule, then multiplied by the number of days worked in the pay period.

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PART IV - BENEFITSConsistent with our competitive salary structure, Career Path Services also provides a comprehensive employee benefit package. Currently, full time employees enjoy maximum benefit from the plan. Temporary personnel are normally exempt from the full benefit package. At times, the CEO may make exception to this policy, depending upon organizational need.

Benefits or premium contributions may change at the organization’s discretion. If there is a conflict between the language in this employee handbook and the language in an official plan document, the language in the official plan document governs.

TIME OFF

Paid Holidays

All employees are eligible for paid holidays. Employees are paid for the number of hours scheduled to work on the holiday. In order for part time employees to be paid for a holiday, they must regularly be scheduled to work on that day. Career Path Services observes the following holidays.

Employee’s choice Floating Holiday – expires at the end of fiscal year*

January 1st** New Year's Day

3rd Monday in January Martin Luther King Day

3rd Monday in February Presidents Day

Last Monday in May Memorial Day

July 4th** Independence Day

1st Monday in September Labor Day

November 11*** Veterans Day

4th Thursday in November Thanksgiving

Friday after Thanksgiving (a bonus holiday for employees scheduled to work that day)

December 25** Christmas

* Fiscal Year runs from July 1st – June 30th

** If a specific holiday falls on a weekday when a full time employee is not scheduled to work, the prior or following day is observed as the holiday dependent on the regularly scheduled workweek. If a holiday falls on a Saturday, employees observe the holiday on the preceding Thursday or Friday. If a holiday falls on a Sunday, the holiday is observed on Monday or Tuesday.

*** Veterans Day is observed on the same day as the banking industry. If it falls on a Saturday

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or Sunday, the above rules apply.

Paid Early DismissalsAs an added measure of holiday cheer for all exempt and nonexempt employees, we have paid early dismissal for folks not already taking leave on the following days:

1. Day before Thanksgiving Depart work two hours early.2. Working day before Christmas Depart work one-half day early.3. Working day before New Year’s Depart work two hours early.

Employees scheduled for leave on these days will continue to use leave for regularly scheduled hours.

NOTE: Managers and teams in co-located environments coordinate with partners to schedule early dismissals. If coverage is required on any of these three days, our manager may reschedule an early dismissal to either of the other two days.

Floating Holiday

All employees are granted one floating holiday each fiscal year, hours are determined based on an individual’s normal workday. Floating holidays may not be carried over into future years and are forfeited if not used by the end of the fiscal year (June 30). Newly hired employees receive a Floating Holiday regardless of time of year hired; it must be used by the end of the fiscal year.

Vacation

Full time employees accrue vacation on a monthly basis, beginning the 1 st of the month following hire. Vacation time is available for use the 1st of the month in which it is earned. Employees with less than 4 years of consecutive service completed accrue 12 hours of vacation each month. Employees with 4 or more years of consecutive service completed accrue 16 hours of vacation each month. The 16 hours of vacation accrual is effective the first month following the four-year anniversary date.

Full time probationary employees may take a maximum of 40 hours of vacation during the probationary period. Probationary employees are only allowed to use up to the amount accrued, with a maximum of 40 hours. If an employee on one-year probationary status finds his/her probationary period extended because of less than satisfactory performance, the vacation accrual continues, but the employee may only use the maximum of 40 hours of vacation provided to a probationary employee. If the employee fails the probationary "year," extended or not, he or she is dismissed and thus forfeits vacation pay off at termination.

Full-time temporary employees accrue vacation, but unless their position is converted to regular full-time status and have completed a probationary period, vacation will not be vested. No leave payoff is provided when a temporary employee completes his or her employment term of less than one year. If a temporary employee is hired into a regular full-time position, any vacation credited to them remains unvested until successful completion of the probationary period.

If a Full-time employee converts to Part-time status, annual leave is paid out at the time of status change so long as the employee has completed the probationary period. Leave will not accrue

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unless the employee converts back to a Full-time status, at which it time it will accrue effective the 5th of the month following the status change.

After completion of the probationary period, standard employees may use leave up to and including the amount accrued, following managerial approval.

Employees may accrue a maximum of 240 hours of vacation time. Accrued vacation leave above 240 hours will be forfeited at the end of the month the accrual exceeds 240 hours. Vacation pay is computed at the rate of pay in effect at the time vacation is taken. Career Path Services will pay out no more than 240 hours of vacation at time of resignation in good standing.

Requesting Leave

All vacation and floating holiday requests are requested through EWS. No supervisor is authorized to verbally approve leave, and a discussion between and employee and supervisor about a leave request does not replace the formal EWS leave request process.

Salary exempt employees use leave in one-half day increments. If a salary exempt employee works part of a half-day segment, no leave usage is required. Non-exempt employees use leave in increments as small as one-quarter hour.

Leave requests for more than 3 consecutive days should be submitted 14 days prior to the date upon which the leave is to start.

At the organization’s discretion, requests of 3 or more days for the summer period of June 1 through Labor Day, and the holiday period of December 20 through January 5, may require a four week request prior to the leave period. All requests of two or more weeks are approved by the CEO, CFO, or COO. In the event of an emergency, the supervisor receiving a leave request may waive the required lead time for submitting a request.

The agency may deny a vacation or floating holiday request, or revoke approved leave, based on organizational need. Only Senior Managers may revoke a leave request that has already been approved.

Sick Leave

All full time employees accrue 8 hours of sick leave per month, including full-time temporary employees. Accrual begins the 1st of the month following hire. Sick leave is available the 1st of the month in which it is earned. Sick leave is granted only up to the amount accrued. Sick leave is to be used for work absences due to illness and medically necessary appointments.

Employees who need to care for a sick child or family member in their household may work at home while caring for the family member. This requires pre-approval from the immediate supervisor prior to starting to work from home. If the immediate supervisor is not available, employees need to request approval from the director/operator or senior manager. Hours spent working from home are shown as hours worked on the time record, hours caring for the sick child are reported as sick leave. Exempt employees record sick leave in half-day increments. Non-exempt employees record sick leave in increments as small as one-quarter hour.

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Employees are asked to schedule their medical appointments so they have minimal impact on time worked. Prior to scheduling or confirming a medical appointment, employees must coordinate with their supervisor so the planned absence will not conflict with work, meetings, etc.

Employees may accrue a maximum of 520 hours of sick leave. Once the 520 hour limit is reached, the sick leave balance will remain at 520 hours until sick leave is used. Employees will begin accruing sick leave once the balance drops below 520 hours. Career Path Services will pay out no more than 25% of 520 hours of sick leave at time of resignation for those employees in good standing with 10 or more years of continuous service.

Employees who move from Full-time to Part-time status cease access to their accrued sick leave effective the date of the status change. The sick leave balance will remain frozen, with no additional accruals until the employee moves back to a Full-time status. At that time, the employee will have full access to accrued sick leave and begin accruing additional sick leave effective the 5th of the month following the status change.

Absence from work

Whenever it is necessary to be absent from work, the employee (or in an emergency, a family member) must notify the direct supervisor or another supervisor if the direct supervisor is unavailable, within 15 minutes prior to start time. This contact may be by phone (work or cell) or text message. A confirmation back from a supervisor must be received.

If out for longer than one day due to illness, employees need to call in daily, unless a predetermined length of recovery has been determined (such as following surgery) and agreed to by the supervisor. Employees, who take two or more weeks of sick leave, may request to return to work on a part time basis (including maternity, paternity, and FMLA), as long as they have sufficient sick leave to cover the partial day absences.

The amount of sick leave used by an employee determines his or her attendance percentage for performance appraisal purposes. All absences, except those relating to a medical condition covered by the Family Medical Leave Act (FMLA), affect this percentage. Employees must notify Career Path Services of their need for FMLA. Please see Global Policy 39 – FMLA – for more information. Any employee absent from work for three or more days may be required to furnish medical documentation.

If an employee does not report for work at the regularly scheduled time, they are subject to disciplinary action. Please see the Schedules and Attendance section of this manual for more information. Any employee who does not report for work or call in for three days in a row will be assumed to have resigned their position.

Any employee in good standing with 10 or more years of consecutive service is eligible (at time of resignation only) to receive a cash payout at his or her current rate of pay for 25% of accrued sick leave hours. Terminated or dismissed employees are not eligible for this benefit.

If an employee is away from work on long-term disability for any reason, the agency may not be able to hold a position open due to the economic realities of a small organization. This will be determined on a case-by-case basis, with consideration given to the expected duration of

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disability and the availability and practicality of temporary help fulfilling the disabled employee’s job duties. Disability benefits are described under Life and Disability Insurance.

Unauthorized Leave

Employees do not have the right to summarily dismiss themselves from work for any period of time without prior approval. Employees who do not receive prior approval of any leave, may be subject to disciplinary action.

Leave Without Pay

Leave without pay may be granted upon approval of the employee’s supervisor and a Senior Manager. Unpaid leave requests will be granted only when all available paid vacation and/or sick leave has been exhausted and when extenuating circumstances exist. Probationary employees are not eligible for discretionary unpaid leave during their probationary period unless a specific date and duration of leave was negotiated at time of hire. All approved unpaid leave must be recorded in EWS.

Family Care Leave

Career Path Services’ employees may use accrued sick leave time to care for health needs of immediate family members. "Immediate family member" is defined as mother, father, spouse, child, mother-in-law, father-in-law, sister, brother, grandchild or grandparent. Managers have discretion to make an exception to this “immediate family member” list for an individual employee.

Employees who use personal sick leave to care for an immediate family member with a health condition requiring treatment or supervision may be required to provide a doctor’s written confirmation for absences of more than 3 days. Serious medical conditions of an immediate family member may qualify as FMLA – please see Global Policy 39 for more information.

Employees wishing to use sick leave to care for an immediate family member must abide by the same notification requirements as for using sick leave for themselves.

Employees may use vacation to care for family members, who do not meet the definition of immediate family.

Leave for Victims of Domestic Violence and their Family Members

Washington State victims of domestic violence, sexual assault or stalking may take reasonable time from work for legal or law-enforcement assistance, medical treatment or counseling. Family members may also take reasonable leave to help a victim obtain needed treatment or services. For this type of leave only, family members are defined as child, spouse, parent, parent-in-law, grandparent, or person the employee is dating. Employees must give advance notice whenever possible, and may use paid sick or vacation.

Family Medical Leave Act (FMLA)

The Family Medical Leave Act (FMLA) protects the employment rights of individuals who are facing certain family situations requiring absences from work. Please refer to Global Policy #39 – Family Medical Leave Act for more information.

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Washington State Family Leave Act (FLA)

This leave is available to pregnant women, and provides additional leave time that may be combined with or added to FMLA leave. See FMLA policy for details.

Leave for Spouses of Deployed Military Personnel (RCW 49.77)

Washington state spouses of military personnel deployed or on leave from deployment during times of military conflict may take 15 days of paid or unpaid leave from work per deployment. Spouses of returning military personnel whose deployment has ended are not covered.

Sick Leave Pool

In recognition of circumstances when a severe medical condition requires leave beyond what an employee has accrued, and all paid leave options are exhausted, an employee may request sick leave donations from the sick leave pool. Any employee may request sick leave from the pool whether or not they have donated to the pool.

A severe medical condition is defined as a severe condition or combination of conditions affecting the mental or physical health of the employee, or eligible family member as defined under FMLA, and which has had a major impact on life functions. Severe medical conditions may include childbirth or adoption, illness, injury, impairment, or physical or mental condition that involves either inpatient care or continuing treatment by a health care provider. Elective surgery is not considered a severe medical condition except when one or more complications arise from the elective surgery. The requesting employee may be asked to provide medical certification to senior management in addition to the sick leave pool request form. Any employee may receive up to a lifetime maximum of 240 hours from the pool. There is an 80 hour limit per request from the pool. Leave may be intermittent, up to the total hours received from the pool.

To request sick leave from the pool, an employee will complete a leave request form, a sick leave pool request form, and submit through their supervisor, to HR and senior management review and approval.

If a probationary employee requests sick leave donations from the pool they will first be eligible to borrow against their accrued but non-vested vacation prior to utilizing the sick leave pool. Probationary employees can borrow their own accrued vacation up to the amount they have accrued. If the amount of accrued vacation is not enough to cover the amount of leave being taken, a probationary employee can utilize the sick leave pool. At the point when a probationary employee becomes a standard employee and their vacation is vested and available for them to access, the total amount of vacation borrowed is subtracted from their vacation balance.

Only standard employees who have more than 100 hours of accrued sick leave can voluntarily donate leave to the pool, and must maintain at least 100 hours of sick leave for their own use after any donation. There is no limit to how much sick leave employees may donate so long as they do not fall below 100 hours of accrued sick leave. Employees who want to donate sick leave can send an email to Human Resources stating the amount of sick leave to donate. This is a voluntary action, and while it will affect the number of hours of sick leave an employee has available, donated leave will be not be used to calculate the employee’s attendance rate on performance evaluations. Sick leave may not be donated at time of termination.

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Employees may voluntarily donate leave to the pool at any time (other than after they give notice of resignation), as long as they maintain at least 100 hours of sick leave after the donation.

Bereavement Leave

An employee who experiences the death of an immediate member of the family will be granted time off. "Immediate family member" is defined as mother, father, spouse, child, son-in-law, daughter-in-law, mother-in-law, father-in-law, sister, brother, sister-in-law, brother-in-law, grandchild or grandparent. Supervisors are given discretion to make an exception to the “immediate family member” list for an individual employee.

Full time employees and part time employees scheduled to work 20+ hours per week will be granted up to a full week away from work with pay. Part time employees scheduled to work <20 hours per week and temporary employees will be granted unpaid bereavement leave. The employee’s supervisor will approve.

Jury Duty Leave

Career Path Services supports its employees in fulfilling their civic responsibility. Full time employees granted paid leave to participate in jury duty. All part time employees are allowed unpaid leave for jury duty. The following regulations apply to taking jury duty leave:

Employees are required to notify their supervisor when called for jury duty, and complete a leave request form, attaching a copy of their jury summons.

Paid jury duty leave is limited to 90 regular workdays in any one fiscal year. Granting extensions in excess of 90 days is solely at the discretion of a Senior Manager.

Employees are required to be at work when possible while serving on jury duty.

Compensation for jury duty can be eliminated at any time before or after the 90 day period, when to do so would be in the agency's best interest.

When circumstances warrant such action, Career Path Services may request exemption jury duty, or a delay in jury duty.

Employees are allowed to keep any jury duty pay or mileage reimbursement they may receive.

Military Training Leave

The following information applies to military training leave:

All full time employees are entitle to paid military training leave of 10 regular workdays in any 12-month period

Part time employees are granted unpaid military training leave.

Employees are required to provide proof of annual military training duty.

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INSURANCE

Career Path Services provides medical, vision, dental, life and disability insurance to full time employees at little or no cost to the employee. Employees may choose to cover eligible family members at their own cost, with ½ the employee portion of the monthly cost withheld from each paycheck each month.

Full time temporary employees are normally not eligible for insurance coverage, except at the discretion of a Senior Manager based on organizational need.

Employees may adjust personal coverage and/or adjust voluntary coverage of family members at time of hire, during an annual open enrollment period, or within 31 days of a qualifying life event. If employees wish to add family members at any other time, specific circumstances and requirements need to be met.

Employees may discontinue voluntary coverage of family members by completing the appropriate enrollment form for the coverage they wish to change, indicating a dependent be removed from coverage. The dependent will be removed the first of the month following submission of the form.

An employee covering family members is required to inform Human Resources in case of a change in circumstances, such as divorce or death of the dependent.

All insurance benefits begin the first of the month following hire for full time, non-temporary employees after all required enrollment documents have been submitted.

Detailed information on coverage, plans, forms, etc. is available through our benefits site called Benergy. The site can be accessed via a link on the Peyton Post>Essentials>Benergy. www.careerpathservices.benergy.com .

Username: careerpath

Password: employee

Premium Payments Pre-Tax Option

Employees are assumed to elect to have any out-of-pocket costs for medical and dental insurance come out of their pre-tax earnings under Career Path Services’ premium payment plan. Employees do not pay social security or federal income taxes on these deducted dollars. Plan participation will reduce the amount of an employee’s taxable compensation and could decrease their Social Security benefits, which are based on taxable compensation. Career Path Services’ 403(b) employer contributions, and long term disability (LTD) insurance are based on gross (as opposed to taxable) compensation, and therefore are not affected by the plan.

Employees are assumed to opt into this pre-tax plan for any out-of-pocket costs for medical or dental insurance coverage for eligible family members. If an employee wishes to pay tax on the earnings used to pay these premiums, please inform the HR Manager in writing.

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HEALTH INSURANCE

Group medical insurance is provided by Group Health and available to full time employees and their families as defined by the ACA (Affordable Care Act). The ACA defines all employees working an average of 30 hours or more per week during a specified look-back period as eligible for medical insurance coverage. Career Path Services has chosen a 12 month look-back period from June 1 through May 31. Average hours for employees hired during the year will be calculated from date of hire through May 31. Employees hired in full time positions are considered eligible for medical benefits the first of the month following hire, and are not subject to any look-back period as long as they remain full time employees. Part Time employees averaging 30 or more hours per week during the lookback period are eligible for medical benefits at the beginning of the new fiscal year on July 1.

Career Path Services offers a choice of two health plan options:

1. Preferred Provider Organization (PPO) plan

2. High Deductible Health Plan with Health Savings Account (HSA) plan

Health plan details and coverage levels are available in the Employee Benefits Guide on the Benergy site. The PPO plan has a small employee cost share and the HSA plan employee premium is paid in full by the company. The company also contributes $100 per month to the employee’s HSA bank account.

Dependent children may be covered on the parent’s plan up until the month they turn age 26. A domestic partner may also be covered.

Employees are eligible for health care coverage the first of the month following hire as a full time employee or when hours increase from part time to full time. Employees may also sign up during the annual open enrollment period during the month of June with coverage effective July 1st.

Employees who waive health care coverage when they are first eligible are required to wait until the next open enrollment period to sign up for coverage. However, under certain conditions it is possible to sign up for coverage at other times. These conditions are described below.

Employees and/or any of their existing eligible family dependents may sign up for health coverage outside of the open enrollment period, or when they first become eligible, if they:

a. Were covered under another group health care plan when they were first eligible to enroll; and

b. Lost the other group coverage as a result of 1) termination of employment, or 2) involuntary termination of the other group’s coverage, or 3) death or divorce of a spouse; and

c. Requested to sign up for health coverage within 31 days of losing their other group coverage. Family dependents are not enrolled separately unless the employee is enrolled.

If the “other” group coverage is COBRA, employees and/or their dependents may request enrollment in Career Path Services’ plan only after COBRA benefits have been exhausted.

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Employees and/or newly acquired dependents may sign up for coverage outside of the open enrollment period, or when they first become eligible, if they:

a. Acquire a new dependent by birth, marriage, adoption or placement of adoption; and

b. Request to sign up for health coverage within 31 days of the event that made them and/or their dependents eligible. Family dependents are not enrolled separately unless the employee is enrolled.

Employees and/or Court Ordered dependents may sign up for coverage outside of the open enrollment period, or when they first become eligible, if they request to sign up for health coverage for a spouse or minor child within 31 days of the court order. Family dependents are not enrolled separately unless the employee is enrolled.

FLEXIBLE SPENDING ACCOUNT (FSA) A Flexible Spending Account (FSA) is a plan that allows an employee to make an annual election and have pre-tax money withheld from paychecks and reimbursed tax-free for eligible medical and dependent daycare expenses. Employees may elect to use pretax dollars to set aside funds to create a pool to be used to request reimbursement for family member out of pocket medical costs or childcare costs. Pretax earnings may be set aside to pay for all family members’ out of pocket costs, not just those covered on plans through Career Path Services.

An election must be made prior to the start of the FSA plan year or at the time of hire, and cannot be changed during the FSA plan year unless a “qualifying life event” (QLE) occurs. Changes must concur at the time of the event, and be directly related. QLE’s include change in legal marital status, birth or adoption of a child, death of a dependent, change in a family member’s employment status resulting in a change in eligibility for insurance, leave without pay due to military deployment, change in a dependent’s eligibility, or change in cost or coverage for day care or elder care.

$500 in monies withheld and not used are carried over into the next plan year; any amount over $500 not used during the plan year is forfeited at the end of the plan year. Full lists of eligible and ineligible expenses are available on the Benergy site. Per FSA regulations, expenses incurred after an employee’s termination date are not eligible for reimbursement, even within the month of termination when medical coverage is still in effect.

Health Care elections are limited to $2,550 per election year as of 2016. Childcare elections are limited to $5,000 per election year, per couple for married individuals filing joint federal tax returns and $2,500 if married and separate returns are filed. Other limits apply, depending on the circumstances.

The Career Path Services’ election year begins July 1st and ends June 30th to coincide with the fiscal year.

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The FSA plan is administered by Discovery Benefits. Further plan detail and claims reimbursement information through the Discovery Benefits portal can be found on the Benergy site www.careerpathservices.benergy.com .

DENTAL INSURANCECareer Path Services provides agency-paid dental plan coverage for all full time employees and part-time employees scheduled to work 20 or more hours per week through a PPO Plan with Delta Dental of Washington (www.deltadentalwa.com). Employees may voluntarily cover eligible family members (children through age 26) at their own cost.

Class I (Diagnostic & Preventative) services covered at 100%

Class II (Restorative) services covered at 90%

Class III (Major) services covered at 50%

Coverage is effective the first of the month following hire. The plan year is July 1 – June 30. Coverage details can be found on the Benergy site www.careerpathservices.benergy.com.

LIFE AND DISABILITY INSURANCE

Term Life and Accidental Death and Dismemberment (ADD) Insurance

Each full time employee is enrolled in a group life and accidental death and dismemberment insurance policy through Cigna Insurance. The benefit amount is $50,000 per employee. This is term insurance, which accrues no cash value, and is only in effect for active employees of Career Path Services. The agency pays the entire premium on this group policy.

At age 65, 70, 75, and 80 the covered benefit is reduced by a percentage. Employees will receive notification of their change in coverage from Cigna and Career Path Services’ administration.

Voluntary Life Insurance

In addition to the $50,000 in term life insurance coverage provided at no cost, Career Path Services offers all full time employees the opportunity to purchase extra voluntary term life insurance through Cigna. Employees may make an initial application for these voluntary benefits at the time of hire with guaranteed issuance. Employees may also apply at a later time, which requires medical underwriting approval. Premiums are deducted from an employee’s paycheck if they chose to participate in this plan.

The guarantee issue amount is up to $50,000 in life insurance for employees and $25,000 for spouses. If employees wish to purchase insurance for a spouse or children, employees must purchase voluntary life insurance on themselves as well, and other coverage limits apply.

Self: Employees may purchase coverage for themselves in units of $10,000 up to a maximum of $500,000. Guarantee issue is $50,000 if applied for within 31 days of becoming eligible.

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Spouse: Employees may purchase coverage for their spouse in units of $5,000 up to a maximum of $250,000. Guarantee issue is $25,000 if applied for within 31 days of becoming eligible. The spouse benefit may not exceed 50% of the employee’s voluntary coverage level.

For example, if an employee purchases $100,000 in coverage for self, they may also purchase up to $50,000 in coverage for their spouse.

Children: Employees may purchase up to 5 units life insurance on their child or children in units of $2,000, which covers all of their dependent children. The dependent children benefit may not exceed 50% of the employee’s voluntary coverage level.

Features of the voluntary group life insurance policy include:

Waiver of premium – Cigna will waive the life insurance premium if an employee becomes totally disabled while insured,

Conversion – Cigna will offer a conversion policy if an employee decides to leave employment with Career Path Services for any reason other than retirement or disability, or if their benefit amount is reduced or terminated because of age or eligibility. Retirement is defined as an employee no longer employed by the employer and (a) is eligible to receive retirement benefits in accordance with the employer's retirement plan and policies or (b) is eligible for social security retirement benefits. Disabled’ or ‘disability’ refers to any disability that results from a sickness of injury that completely prevents the employee from engaging in any occupation for wage or profit for which the employee is or becomes reasonably qualified by due to education, training or experience.

Accelerated benefit – should an employee become terminally ill while insured under this policy, they can immediately access up to 50% of the face value of their basic life policy without administrative or interest charges.

At age 65, 70, 75 and 80, the covered benefit is reduced by a percentage. The benefit terminates at retirement. Employees will receive notification of their change in coverage from Cigna and Career Path Services’ administration.

Rates and Plan Details for Voluntary Life and ADD are located on the Benergy site www.careerpathservices.benergy.com.

Group Long Term Disability (LTD) Insurance

Career Path Services provides full time employees with agency-paid Long Term Disability (LTD) insurance through Cigna. Ninety days after the last day of work due to disability, the employee is eligible for LTD insurance. The Group LTD policy provides for 66 2/3 % of the employee’s gross monthly salary, up to a maximum payment benefit of $7,000 per month (which is equal to $7,500 in insured monthly earnings), paid each month during the period of disability to age 65. Senior Management have Individual Disability Plans, in addition to the Group Plan. Group LTD coverage begins the first of the month following hire in a full time position.

HEALTH ADVOCATE

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Health Advocate is designed to provide employees with a comprehensive array of solutions to help them get the most from today's healthcare and insurance systems. Health Advocate promptly and efficiently handles the problems and hassles. The Health Advocate spectrum of healthcare solutions offers experienced, personalized assistance navigating healthcare. Call Health Advocate at 866-695-8622 or go to HealthAdvocate.com.

LIFE ASSISTANCE PROGRAM (LAP)The Life Assistance Program is available to all employees, and paid for by the organization. Counselors are available by phone 24-hours per day to assist employees dealing with difficult life events. If necessary, a counselor can refer the employee to a local professional, with fees covered for the first five visits per incident. Information is available on the Benergy website and through the HR department. All contacts and referrals are confidential.

UNEMPLOYMENT INSURANCE

Career Path Services participates in 501(c) Agency Trust to provide unemployment benefits. The purpose of this insurance is to protect employees from total loss of wages when unemployed through no fault of their own, and is governed by the unemployment laws of the State of Washington. Since the amount paid by our agency into this fund is determined by the number of former employees receiving payments from the insurance, each claim filed is carefully monitored. Eligible former employees apply for unemployment benefits through the State of Washington using the normal process.

INDUSTRIAL INSURANCE/WORKER’S COMPENSATIONCareer Path Services’ employees are covered by Worker's Compensation insurance through the State of Washington Department of Labor and Industries for on-the-job injuries and illnesses. All claims are reviewed carefully for appropriateness. Please refer to the Global Policy # 29 for Career Path Services’ safety policy.

Career Path Services values the safety, health and well-being of all employees. Our company policy is to provide safe and healthful working conditions in all operations and to follow laws and regulations about the safety and health of our employees.

Should an employee become injured or ill, it is important the employee returns to employment as early as is medically safe for them to do so. We will stay in contact with the employee to keep up to date on their recovery progress.

Employees who have been out of work due to medical reasons may be required to provide their supervisor with a written release from their physician, allowing a return to work.

No one knows the employee’s job better than the employee does. Employees are encouraged to help the company by making suggestions about what duties they feel they can safely perform. In addition, employees should let the company know how their job might be changed so they, or any injured co-worker, can perform it more easily and safely.

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Employees must report all injuries or hazardous situations to their supervisor as soon as possible.

RETIREMENTCareer Path Services’ defines retirement as: Age 59 ½ and a minimum of 10 years tenure.

Retirement bonuses are awarded at the time of retirement and based on years of service:

10 – 20 years of service $10020 – 30 years of service $500Over 30 years of service $1,000

403(b) Retirement Plan:

Career Path Services maintains a 403(b) plan eligible for all employees to save and invest for retirement. The retirement plan is through Empower Retirement www.empower-retirement.com and administered through D.A. Davidson & Co. If employees wish, they can meet one-on-one with a financial consultant from D.A. Davidson & Co. by calling 509-456-8323 and asking for Bruce or Brian Pedey.

Employee Contributions: Employees are eligible to participate in the plan immediately through a payroll deduction upon employment. To encourage participation in Career Path Services 403(b) plan and to ensure a secure retirement for employees, Career Path Services has instituted an auto enrollment feature.

New employees are automatically enrolled in the plan effective the first month following hire. This will result in 2% of each paycheck being deducted and contributed on a pre-tax basis into the 403(b) plan. This 2% contribution will begin the first month following hire. Employees may increase, decrease or eliminate employee contributions to the plan by filling out a 403(b) Salary Deferral Form or by accessing the Empower Retirement site. Employees should note that IRS limits on annual deferrals apply and that contributions to this plan, when combined with other plans in which the employee may participate, may not exceed 100% of those IRS limits. Employees may contact Human Resources for information on the current IRS limits and for information about other plans subject to these limitations. Employees have the opportunity to select before-tax and Roth after-tax contributions.

Employer Contributions: Once eligible for employer contributions, employees receive the current percentage of their gross pay deposited from Career Path Services funds directly into their 403(b) plan. As part of the budget process, Senior Management recommends the employer contribution percentage for the next fiscal year, and then the Board of Directors vote on the organization’s budget, which includes this benefit.

Employer contributions have two tier levels based on service and eligibility. In order to be eligible for Tier 1 employer contributions, an employee must work 1,000 hours in one program year (July 1 – June 30) and complete 12 months of service. There are two opportunities for an employee to begin receiving the initial employer contribution during the program year: July 1 and January 1.

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To be eligible for Tier 2 employer contributions, employees must work 1000 hours in the next 2.5 plan years and complete 30 months of service from the Tier 1 employer contribution begin date (always July 1 or January 1). Tier 2 employer contributions are an increase of 3% over the Tier 1 employer contribution.

Eligibility is as follows:

Group 1: Hire Date 5/1/16 and later

PY 16 Contribution Eligibility Qualifiers Employer Contribution Begins

(Two opportunities per program year)

Tier 1: 7% Work 1000 hours of service in one program

year (July 1 – June 30), and

Complete 12 months of serviceNext Jan 1 or July 1 following Eligibility

Tier 2: 10%

Work 1000 hours of service in next 2.5 program years each (July 1 – June 30), and

Complete 30 months of service from Tier 1 Employer Contribution Begin Date (always July 1 or January 1)

30 months from Tier 1 employer contribution date (always January 1 or July 1)

Group 2: Hire Date Prior to 5/1/16

PY 16 Contribution Eligibility Qualifiers Employer Contribution Begins

(Two opportunities per program year)

10% Work 1000 hours of service in one program

year (July 1 – June 30), and

Complete 12 months of serviceNext Jan 1 or July 1 following Eligibility

Vesting

An employee is not 100% vested until they have worked at least 1,000 hours during 3 program years of the employer’s contributions. After working at least 1,000 hours during 2 program years an employee is 20% vested, prior to this an employee is 0% vested in the employer’s contributions. (An employee’s own money withheld from an employee’s paycheck is fully the employee’s money.)

Vesting on employer contributions:

Year 1: 0%Year 2: 20% Year 3: 100%

Contribution Changes:An employee may start, stop, increase or decrease their contribution as often as needed. To make changes to 403(b) contributions, employees can request the change online via their Empower Retirement account or complete the Salary Deferral Agreement form and submit to HR.

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Distributions:An employee’s account assets may generally be withdrawn under the following qualifying circumstances:

Retirement

Severance of employment

Disability

Hardship

Attainment of age 59 ½

To make a distribution contact HR for appropriate forms or access the Benergy site www.careerpathservices.benergy.com. Contact Human Resources for any questions or additional information.

Senior Management Retirement Plan:

Senior managers have additional retirement benefits, as designated annually by the Board of Directors through a Key Employee Retirement Benefit. The Key Employee Retirement Benefit includes additional contributions to the organization’s regular 403(b) plan, and may include contributions to a 457(b) plan. 457(b) contributions from both an employee and the organization are subject to Social Security and Medicare taxes.

SOCIAL SECURITY

Our agency is a participant in the federal Social Security and Medicare System. Currently equal percentages (7.65%) are withheld from each employee's pay and taxed to the employer.

OTHER

Employee Refreshments and Snacks

Career Path Services provides a monthly amount dependent on office size) for offices to provide refreshments and snacks for employees and guests. Supplies are purchased through the normal voucher process. Please refer to the Employee Recognition and Incentive Fund section of GP 19: Procurement for details.

Free Parking

Career Path Services provides free parking for all employees through lots included in a lease of office space, or through payment for parking in reasonable proximity to each office if space at the building itself is not available.

Credit Cards

Organization credit cards will be provided to Senior Management, management employees regularly required to travel overnight out of their home county, practitioners purchasing support services or training for customers, and administrative employees with regular procurement

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responsibilities. No charges for personal items may be made on the agency cards. Employees assigned a card are responsible for all charges made on the card.

Most employees who need a credit card to do their jobs are issued VISA cards. All expenditures require pre-approval, per GP 19, Procurement and Cost Control.

Laptops, Notebooks, Netbooks, and Tablets

Senior management employees, directors, and managers are provided an agency owned laptop for use out of the office, as well as portable hot spots that allow a secure internet connections anywhere are issued as needed. Some practitioners are issued a notebook, netbook, or tablet as needed for specific job functions. In addition, each branch office will be assigned a laptop computer for shared use. Employees assigned a device complete the Equipment Release to Employee Agreement, agreeing to safeguard the equipment and return it upon termination of employment.

Student Loan Forgiveness

Employees with student loans may be eligible for the Public Service Loan Forgiveness (PSLF) Program as Career Path Services is a qualifying employer. Under this program, borrowers may qualify for forgiveness of the remaining balance of their Direct Loans after they have made 120 qualifying payments on those loans while employed full time by certain public service employers. Qualified payments are on time, full, scheduled, monthly payments on their Direct Loans. Only payments made after October 1, 2007 qualify. For more information, please go to www.studentaid.ed.gov.

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BENEFITS BY EMPLOYEE TYPE

Benefits for Full Time Employees

Full time employees scheduled to work 40 hours per week are eligible for the following, as described herein:

PPO or HSA medical plan (HSA premium is 100% employer paid)

Paid dental insurance Paid Basic Life and AD&D Insurance Paid Long Term Disability (LTD) Insurance Voluntary Term Life Insurance 403(b) Retirement Plan Flexible Spending Account (FSA) Free Health Advocate Access Life Assistance Program (LAP) 10 Paid Holidays, incl. Floating Holiday Paid Vacation and Sick Leave Paid Bereavement Leave Paid Jury Duty and Military Leave Cell Phone Reimbursement Personal Development Reimbursement

Free Parking Free Employee Snacks and Refreshments Mileage and per diem for work related travel. Paid

attendance at all required employee training events as determined by the Supervisor and Director

Social Security, Medicare and Unemployment and Industrial Injury Insurance

Additional Management Benefits: Professional Development Reimbursement for

Managers Internet Reimbursement for Managers Additional Cell Phone Reimbursement Additional Personal Development Reimbursement Road Side Assistance Agency-owned laptop provided

Benefits for Part Time Employees Scheduled to Work 20+ Hours Per Week

Part time employees scheduled to work 20+ hours per week are eligible for the following, as described herein:

Avg 30+ hrs/wk only: PPO or HSA medical plan (HSA is employer paid)

Paid dental insurance Paid Holidays, including Floating Holiday (if an

employee is regularly scheduled to work on the holiday)

Paid Bereavement leave Unpaid Jury Duty and Military Training leave Free parking and employee refreshments

403(b) retirement plan when eligible Cell phone reimbursement Mileage and per diem for work related travel. Paid

attendance at all required employee training events as determined by the Supervisor and Director.

If required to travel 50+ miles one way, eligible for paid road side assistance program

Social Security, Medicare and Unemployment and Industrial Injury insurance

Benefits for Part Time Employees Scheduled to Work <20 Hours Per Week

Part time employees scheduled to work <20 hours per week are eligible for the following, as described herein:

Paid Holidays, including Floating Holiday (if an employee is regularly scheduled to work on the holiday)

Unpaid Bereavement leave Unpaid Jury Duty and Military Training leave Free parking and employee refreshments

403(b) retirement plan when eligible Cell phone reimbursement Mileage and per diem for work related travel

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Paid attendance at all required employee training events as determined by the Supervisor and Director/Operator.

If required to travel 50+ miles one way, eligible for paid road side assistance program

Social Security, Medicare and Unemployment Insurance

Industrial Injury Insurance

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PART V – REIMBURSEMENTSCareer Path Services’ employees are reimbursed for the following expenses. Late requests will not be paid.

Paid each Pay Period: Type of

reimbursement Eligible employees Rate per Pay Period Due Date

Cell phones All classifications

Per pay periodSenior Mgmt: $50 Mgmt: $37.50 Non mgmt: $20

Form submitted at hire and every June thereafter

Home internet access

Management , IT employee $25

Form submitted at hire and every June thereafter

Paid Monthly: Type of

reimbursement Eligible employees Rate Due Date

Vehicle Mileage All classifications

.54 cents per mile as of 1/1/16

5th of month for previous month

Travel Per Diem Expenses

All classifications GSA Rates 5th of month for previous month

Parking/Toll fees for Business Travel

All classifications Actual expense 5th of month for previous month

*Paid Semi-Annually:January (for July – December months) and July (for January – June months)

Type of reimbursement Eligible employees Accrual Rate Per

Month* Due Date

Personal Development

All full time probationary or standard employee

Mgmt: $50 Non mgmt: $25

December 31June 30

Road Side Assistance

Management; Employees traveling >50 miles

$90 per year eligible for reimbursement semi-annual or annual

December 31July 5

Paid As Submitted: Type of Eligible Rate Due Date

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reimbursement employees

Professional Development Management

Per Plan Year ~ Senior Mgmt: $750Mgmt: $500

Within 30 days of expense, no later than July 5

Miscellaneous (including Relocation)

All Classifications As approved by Senior Mgmt

Within 30 days of expense, no later than July 5

Reimbursable expenses are eligible for reimbursement the first month following hire. Reimbursements are for actual expenses, up to the maximum allowed. Reimbursements are deposited to the employee’s bank account on the same schedule as paydays. The necessary forms to submit reimbursements for payment are available at www.thepeytonpost.org.

If the employee resigns or is terminated prior to the completion of a six-month period, the benefit is calculated for the number of months employed. All requests must be approved by the immediate supervisor before reimbursement can be made.

REIMBURSABLE EXPENSES

Vehicle Mileage

While operating a private vehicle on authorized agency business employees are reimbursed at the current GSA rate: currently .54 cents per mile effective January 1, 2016. See also Global Policy: 3 Use of Personal Vehicle Policy. At the end of each month, employees submit electronically completed Employee Mileage Voucher to their supervisor for review and approval. Hand completed forms will not be accepted. Mileage reimbursement requests are due to the accounting department the 5 th of the month for the previous month,or will not be paid. At the end of the fiscal year, June 30, mileage requests must be submitted by July 5 th to be eligible for payment. Parking costs and toll fees are also reimbursed. Reimbursable mileage details are found in Global Policy: 19.

Road Side Assistance

The agency reimburses the yearly cost of Roadside Assistance Programs for management personnel and employees with a need to travel regularly more than 50 miles from their home office. Membership costs will be reimbursed annually in July or December. This benefit begins the first of the month following hire into an eligible position. The maximum reimbursement is $90 a year. Use the Purchase Order Voucher to complete reimbursement. A paid receipt of the roadside assistance membership costs must be attached to the purchase order voucher. At the end of the fiscal year, June 30, Road Side Assistance requests must be submitted by July 5th to be eligible for payment.

Cell Phones

Cell phone reimbursements are provided for non-compensatory business purposes, and not taxable to the employee per IRS regulations. To help ensure safety, security and efficient communications, the agency provides a cell phone allowance for all employees. While using

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cell phones it is expected that all employees will follow Washington state laws. The agency will pay for and own cell phones for senior managers, and reimburse senior management $100 per month for cell phone costs. All other management employees are allowed up to $75 per month for cell phone costs. Managers are required to carry cell phones as a condition of employment and must have text messaging capabilities. Phones may be either pre-paid phones or phones under regular cell phone contracts.

All non-management employees who use a personal cell phone for work are eligible for a $40 per month cell phone reimbursement. Phones may be either prepaid phones or phones under regular cell phone contracts. This benefit begins the first of the month following hire.

Employees that regularly travel more than 50 miles from their home office are required to carry their own cell phones as a condition of employment.

At the time of hire (and the month of June thereafter), employees complete the Cell Phone Reimbursement Form and enclose a copy of a monthly cell phone bill showing the monthly amount, employee’s name and phone number. (If the invoice submitted is for less than the allowable amount for their position, employees may submit monthly invoices every six months to receive additional reimbursement for payments made up to the limit by position. If an employee’s plan changes, they may submit a new Cell Phone Reimbursement request. If a plan reduces below the allowance, employees are asked to submit a revised Cell Phone Reimbursement request.

Home Internet Access

Internet Service Provider fees are reimbursed up to $50 per month in support of the need for management employees and the IT Team to access the Internet, and check and respond to work-related email from home. At the time of hire (and the month of June thereafter), eligible employees will complete the Internet Reimbursement Form and enclose a copy of a monthly internet bill. Internet reimbursement is a taxable benefit.

Personal Development

Career Path Services encourages employees to engage in a personal development program. Wellness benefits support physical, mental, or emotional wellness. In support of healthy, well-balanced employees, the agency will reimburse personal development expenditures up to $150 within the 6-month reimbursement period for full time employees and up to $300 within the 6-month reimbursement period for management employees. Full time employees accrue this benefit at the rate of $25 per month and management employees accrue at the rate of $50 per month. This reimbursement benefit is available the first month following hire and will be prorated based on when accrual begins within the 6-month reimbursement period. This benefit will also be prorated for terminating employees, dependent on when termination occurs during the 6-month reimbursement period.

Items eligible for reimbursement generally include the following: professional development/educational assistance related to the employee’s work (tuition, books, fees, etc.), conferences/workshops (during work hours require pre-approval from supervisor), athletic club fees/membership dues, ongoing health/wellness classes, athletic event participation (ski lift tickets, golf fees, Hoopfest/Bloomsday/marathon/race entry fees),

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exercise/athletic shoes, exercise videos/DVDs, exercise/athletic equipment (requires approval of senior manager prior to purchase) and athletic equipment repair. Reasonableness will be determined by Senior Management.

For large ticket items such as home gym equipment, bikes, etc. an employee is able to split between two reimbursement submissions. If the full allowance is not used within the 12-month period, monies will not carry over into the next 12-month period. For example, if an employee receives approval to purchase a mountain bike or treadmill for personal use during the Jan-June timeframe, they must submit a voucher at their semi-annual reimbursement rate for Jan-June (submit by June 30th), and then submit another voucher for reimbursement for July-Dec (submit by Dec. 31st), not to exceed the total cost of the item.

Items that are typically covered by medical insurance, including massage, acupuncture and other healthcare services, are not reimbursable under Personal Development.

Use the Purchase Order Voucher and Wellness Reimbursement form to request reimbursement, and attach an itemized Wellness Reimbursement Form. The accounting department will determine if a wellness item(s) are taxable or non-taxable, based on current IRS regulations.

Management Professional Development

This reimbursement is available to management personnel. In support of professional growth endeavors, the agency supports individual requests up to an annual amount of $500 for reimbursement of acceptable professional development costs. Allowable costs include activities associated with authorized professional leave, books, DVD’s, or other training and development material, including materials available for sale at conferences employees attend. Managers may also pool their resources to allow for purchase of materials in excess of an individual manager’s $500 allowance. Senior Management employees’ annual maximum is $750. Use the Purchase Order Voucher and itemized Management Professional Development Reimbursement Form to request use of Professional Development funds and complete reimbursement. Professional Development reimbursements should be submitted within 30 days of purchase, no later than July 5th at the end of the program year.

This reimbursement may be all or partially subject to taxes, depending on the specific items purchased. Educational and business related learning materials (tuition, class registration fees, books, CD’s, DVD’s) are not taxable. Physical items (such as tablets or e-readers) are taxable, as are any travel costs claimed for elective training classes or seminars. If the organization directs an employee to attend a conference or seminar, the travel costs are not taxable. (Note: Due to the potential taxable issues, managers may not purchase professional development items with agency credit cards.)

Relocation Expenses

Relocation costs up to $1000 are provided when a current employee transfers to a management position in a new location at the request of the organization. In order to qualify, the move must be greater than 100 miles from the employee’s current home location. Relocation reimbursement requests should be submitted within 30 days of the purchase, no later than July 5th at the end of the program year.

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TRAVEL

While representing Career Path Services for meetings, training, seminars, conferences or other organizational business, employees’ travel costs are provided by the organization, in accordance with IRS limits. The employee’s supervisor and Director/Operator must authorize all costs prior to travel. GSA rates are applied for all meal repayment and reimbursement.

Commuting from home to and from an employee’s principal place of work is considered personal use by the IRS, and not eligible for mileage reimbursement.  If the employee has a temporary work assignment at another location (such as another office, or an airport to catch a plane to a temporary work location), they may claim mileage from their home to the temporary location.

There are two types of travel:

1. Day Travel (not requiring an overnight stay)

2. Overnight Travel Per Diem (requires an overnight stay)

1. Day Travel (not requiring an overnight stay):

Day travel reimbursement is travel that takes place during the same day and does not require overnight stay. The day travel must be 50 miles from the home office and cover the normal time period of a meal to be eligible for day travel reimbursement. For example: flying from Seattle to Spokane and back to Seattle in one day, driving from Kennewick to Spokane and back to Kennewick in one day are eligible. If an employee drove from Spokane to Kennewick and back between 8 a.m. and noon, they would not be eligible for meal reimbursement.

When on day travel, detailed receipts must be kept and provided with the voucher. Meals and Incidentals are only reimbursed up to the maximum allowance for each category, according to the specific meal and applicable GSA rate for that location. If an employee goes over the allowed GSA maximum amount the employee will only be reimbursed up to the maximum GSA amount.

The four categories of reimbursement are:

a. Breakfast

b. Lunch

c. Dinner

d. Incidentals (baggage handling fees and tips)

Use the day travel reimbursement voucher to complete request for reimbursement, which lists current maximums allowed per meal for common locations. Day travel costs are not eligible for payment in advance. Itemized receipts must be included with the voucher. A training/conference agenda or meeting outline must be included with the voucher. If two or more employees are traveling together, one receipt is allowable, as long as costs remain within the per person limit. Names of all persons with meal costs on one receipt must be listed on the voucher. Parking costs and toll fees are also reimbursed.

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2. Overnight travel Per Diem (requires an overnight stay)

Overnight travel Per Diem is the allowance for lodging, meals and incidental expenses for business travel (flight baggage fees).

The current per diem maximum allowable is set at the U.S. General Services Administration (GSA) rates. See the GSA website for current rates by region: http://www.gsa.gov/portal/category/21287 . Exceptions may be made to allow payment of conference hotel rates for national or regional events or in unusually high cost areas.

Per Diem for meals is provided on a per day basis at current General Services Administration (GSA) rates based on geographic location, with no detailed receipts required. If one or two meals are provided through a training provider, meeting host or hotel, per diem will be 75% of the daily allowance. If three meals are provided for any one day, no per diem will be paid for that day. If employees are asked to travel on a weekend, per diem will be given for a full day of weekend travel. If employees are asked to travel on a regular scheduled workday, the amount of time travel will determine the amount of meals an employee is eligible to claim for per diem:

Evening Travel:  claim one meal (dinner)

Afternoon Travel: claim two meals (lunch and dinner)

Morning Travel:  claim three meals (breakfast, lunch and dinner)

Use the Overnight Travel per diem Voucher to request payment for travel. A training/conference agenda or outline must be included with the voucher. To prevent financial hardship to the employee, employees may turn in overnight travel per diem requests before the business training date, and receive payment in advance. If the business travel is cancelled, the full amount must be reimbursed to Career Path Services.

Per Diem reimbursement requests are due to the accounting department the 5 th of the month for the previous month. Per Diem requests that are over 30 days past due will not be paid. At the end of the fiscal year, June 30, Per Diem requests must be submitted by July 5 th to be eligible for payment. Parking costs and toll fees are also reimbursed.

Business Travel and Meetings

Agency employees have the opportunity to attend conferences and training in local, regional and national settings. When representing Career Path Services while at training sessions or while traveling, employees are subject to all company policies at all times, and are subject to the same disciplinary actions as if performing their normal job duties.

If a business meeting is held during a meal to facilitate availability of persons and time constraints, employees will adhere to GSA meal allowance rates whenever possible. If utilizing day travel or per diem and purchasing a meal during a meeting for an individual who is not a Career Path Services employee, GSA meal allowance rates will be adhered to whenever possible.

Meal costs at meetings such as Board Meetings, which may require room rental or equipment costs, will not be held to GSA rates, but are purchased using reasonable standards of cost.

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For meetings requiring flight travel by staff, airline tickets will be purchased by the company. If opting to drive instead of fly, mileage will be reimbursed up to the amount of the flight cost on the purchasing day.

TRAVEL COMPENSATION FOR NON-EXEMPT EMPLOYEESEmployees in positions classified as nonexempt under the Fair Labor Standards Act are eligible for compensation for the time they spend traveling. The compensation an employee receives depends on the kind of travel.

Normal Work Hours Defined

“Normal work hours,” for the purposes of this policy, are defined as an employee’s regularly scheduled hours on a given workday. This definition applies to normal workdays (Monday through Friday) and to weekends (Saturday and Sunday).

All non-exempt travel should be scheduled during normal work hours, when possible. Travel time within normal work hours and outside of normal work hours will be paid at the employee’s regular rate of pay, and is factored in to overtime pay.

Travel Time Defined

“Travel time” is defined as including the time the employee leaves their residence to the time the employee reaches his or her destination minus the employee’s normal commute time. If an employee is traveling to a location other than his/her regular work location, then the destination is considered either 1) the hotel or 2) the worksite (if the employee travels directly from the airport to the worksite). If the employee is returning home from a location, the destination is the employee’s residence, minus normal commute time.

If an employee is traveling by air and no flights are available from or to the airport nearest the employee’s residence, then travel between the employee’s residence and the airport is considered paid travel time.

Travel between the employee’s residence and regular work location or between the hotel and the worksite is considered normal commuting time and is not paid travel time. .

If an employee requests a specific travel itinerary or mode of transportation that is different from the one authorized by the company, only the estimated travel time associated with the itinerary and mode of transportation that has been authorized will be eligible for compensation.

When an employee travels between two or more time zones, the time zone associated with the point of departure should be used to determine whether the travel falls outside of normal work hours.

Travel Time as the Driver or Passenger in an Automobile

All authorized travel time spent driving in an automobile, both as the driver and passenger, is treated as work hours, regardless of whether the travel takes place within normal work hours or outside normal work hours. An employee will receive his or her regular hourly rate for all

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travel time spent as the driver or passenger of an automobile, and this time will be factored into overtime calculations for non-exempt employees.

If an employee drives a car as a matter of personal preference when an authorized flight or other travel mode is available, and the travel time by car would exceed that of the authorized mode, only the estimated travel time associated with the authorized mode will be eligible for compensation.

Calculating and Reporting Travel Time

Employees are responsible for accurately tracking, calculating and reporting travel time on their timesheets in accordance with this policy.

Meal periods should be deducted from all travel time.

If an employee requests a specific travel itinerary or mode that is different from the one authorized, only the estimated travel time associated with the authorized schedule, route and mode of transportation should be reported on the timesheet.

Travel time should be calculated by rounding up to the nearest quarter hour.

COMPANY PROGRAMS

Make A Difference Day and Annual Giving

Every plan year, each team of Career Path Services collaboratively volunteers part or all of one day to Make a Difference in their community. In the spirit of generosity, teams are allocated $500 plus an additional dollar amount per team member to make donations that satisfy the spirit and intent of our Annual Giving Plan. The additional dollar amount for PY15 is $100 per employee per team.

For example, in PY15 if a team consists of 10 members, the team is allocated $500 plus $1000 ($100 x 10 members) for a total of $1500 for the program year.

Unallocated funds at the end of the plan year will not carry over to the next year.

Requests for donations may be initiated by an organization or by an area Team on behalf of a prospective recipient and are forwarded to senior management for final approval.

To request a donation, teams or an organization must:

1. Complete the Donation Request Form, found on the Peyton Post.

2. Attach a printout from the Secretary of State’s Charity website: https://www.sos.wa.gov/charities/ or an article in a newspaper, etc. to ensure requesting donations are legitimate.

3. If the Team is requesting on behalf of an organization: Complete a voucher – include name and address of the organization, and any instructions regarding sending a check to the office rather than the organization receiving the donation, etc.

Teams will decide how the money shall be spent, however monies may only be paid to organizations and not individuals. Suggested MADD projects are nominated by any

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interested employee, and investigated and chosen by a small group appointed by the responsible manager. Organizational publicity is part of planning and execution. If possible, employees wear Career Path Services clothing while volunteering. The dress code while volunteering is casual or fitting to the project.

Project safety and security are major concerns in selection and planning. Projects may not benefit faith based communities, political activities, or for-profit organizations. Participation is not mandatory, and employees may volunteer for a half-day or full day. If an employee chooses not to participate, they are expected to work their normal shift, or work one-half day if they commit for a half day of volunteering.

Fall Conference

Each year we hold our two day Employee Conference on the last Wednesday and Thursday of September This time is set aside for the organization to celebrate the previous program year and focus on professional development. Overnight travel is required. To save on travel costs, specialized training or meetings are frequently scheduled the day prior to the start of the Conference as well.

Lodging and meals will be provided by the organization, and per diem allowed for days not all meals are provided. GSA recommended meal allowances will be used for meal planning. Conference meal costs may exceed GSA allowances due to conference space and equipment needs. Meals will be planned with reasonable costs. No alcohol is purchased with organizational funds.

We celebrate program year goal achievement: 100% attendance award (based on the program year), 100% goal attainment, and Career Path Services tenure (5 year, 10 year, 15, year, etc.). Recipients of the awards for 100% attendance and 100% goal attainment receive $100.00.

Awards for tenure (awarded if tenure mark is met by October after Fall Conference):

5 years: Career Path Services vest

10 years: Career Path Services coat

15 years: $150.00

20 years: $250.00

25 years: $500.00

30 years: $750.00

35, 40, 45, 50, 55 years: $1,000.00

Any award dollars provided are taxable as wages to the employee.

Take our Daughters and Sons to Work Day

Career Path Services’ annually participates in the nationally recognized “Take our Daughters and Sons to Work Day.” It is for children 8 – 18 years old. Co-located offices will need to seek approval from their location administrator. Supervisors will provide employees with

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more details and expectations of the event normally held in March or April. The scheduled date for the current year is Thursday, April 27, 2017.

Blood Bank Donations

Individual non-exempt employees may also Make a Difference by using their 2 hour allowance for medical appointments to donate blood. Exempt employees may leave work to donate blood after receiving approval from their supervisor.

Holiday Gatherings/Parties

During the winter holiday season, managers are budgeted $25 Reserve Funds per employee supervised to use for holiday season parties, gatherings, activities, and gifts. Teams may choose to donate all or part of the holiday party fund (see MADD and Annual Giving section above for details). Funds must be used during the holiday season.

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PART VI – SCHEDULES & ATTENDANCEWORK HOURSAll full time personnel at Career Path Services are scheduled to work 40 hours per week. Part time employee hours, days, lunch schedules, and breaks vary. Each office determines core hours and days of the week based on business needs. To see the most up to date schedule for an employee go to The Peyton Post In/Out Board.

Breaks

All non-exempt Career Path Services employees are entitled to one paid 15-minute break in the morning and one 15-minute break in the afternoon. Break time cannot be accrued or combined with lunches, or the beginning or end of the workday. Breaks are considered paid time, lunch periods are unpaid. Full time non-exempt employee lunch breaks vary by office and work schedule.

Nonexempt employees are required to take a 30-minute unpaid lunch after working five consecutive hours unless a lunch waiver is requested and approved. Per Washington state regulation, this lunch should be taken no earlier than 2 hours into a shift and no later than 5 hours after the shift begins. Part time employees working 5 or more hours per day are entitled to a ½ hour unpaid lunch period, and one 15 minute paid break for each four hours worked. Employees may choose to waive their right to a lunch by signing a Lunch Waiver form. See HR for details.

Flexible Work Schedules

For certain personnel, a flexible work schedule may be necessary. Adjusting work schedules is accomplished by employee request and supervisory approval. Employees note “Manager approved schedule adjustment” in EWS for adjusted schedule. For non-exempt employees, if the adjustment is one hour or greater, the employee can either work with their supervisor to make up the missed time during the same Sunday-Saturday workweek so long as business needs are met, or utilize vacation or sick leave. Career Path Services does not have “comp time”.

Work from Home

Employees in some positions may work from home up to one day per month with supervisory approval. This will not work for all positions, depending on job duties. If an employee is approved to work from home, their time is tracked as if working at their normal location.

ATTENDANCE

Punctuality and regular daily attendance help our agency plan and schedule work more efficiently, and are taken into consideration when employees are evaluated or reviewed for advancement. Attendance percentages are based on an employee’s use of sick leave and are part of the annual performance evaluation. All sick leave absences, except those

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relating to a serious medical condition as determined by the Family Medical Leave Act (FMLA), affect this percentage.

Score ranking for annual evaluation: 1. < 95%2. > 95%3. > 97%4. 100%

Reporting Absences

Whenever it is necessary to be absent from work, the employee, or in an emergency, a family member, must notify the direct supervisor or another supervisor if the direct supervisor is unavailable, within 15 minutes prior to start time. This contact may be by phone (work or cell) or text message. A confirmation back from a supervisor must be received.

If an employee does not report for work at the regularly scheduled time, they are subject to disciplinary action. Please see the Schedules and section of this manual for more information. Any employee who does not report for work or call in for three days in a row will be assumed to have resigned their position.

Unauthorized Leave

Employees who do not abide by agency policy of advance prior approval of leave, in whatever form, are subject to disciplinary action. Employees do not have the right to summarily dismiss themselves from work for any period of time without prior approval.

Signing In and Out

During the course of a workday, many employees perform work duties outside of their offices. Employees are responsible for communicating their whereabouts and departure and return times using the electronic in/out board on Career Path Services’ intranet, www.thepeytonpost.org. Employees are also responsible for communicating any changes as to whereabouts and return times to their supervisors. Employees must inform their supervisor if they will return 30 minutes or more after the time originally planned.

OFFICE CLOSURES

When bad weather or other emergencies make travel to or from work hazardous, a Senior Manager will decide whether to close an office and/or allow employees to stay home, arrive to work late, or leave work early.  That decision will include, and may be delegated to, the immediate supervisor(s) of each affected location and employees.   When the decision is made, each manager will contact their direct reports to inform them of the office closure.   Managers will communicate to all affected employees through our phone tree plan.  Email or text messaging may be added to the communication loops.

Co-located employees are subject to the closure policy of the office where they are physically assigned to work.  In the event the employee feels it is unsafe to travel they should speak with their supervisor about a plan for personal and family safety. This employee/manager

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agreement will be based upon the principles and values of GP 27: Standards of Ethical Conduct.

Employees will be paid for scheduled hours not worked when an office closes, or when an employee must leave for personal or family safety needs.  The employee will not need to use any paid leave time for safety related leave.

Employees should check with their supervisor to determine if an office closure has been activated. If co-located, please follow the office closure inquiry process at your location.  

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PART VII - WORKPLACE APPROPRIATENESS ISSUES

PROFESSIONAL APPEARANCE/DRESS CODE

People tend to judge an organization by those who represent it. Each employee of Career Path Services is a representative of the agency and we are all professionals. To clients, employers and the general public, it is important that we project a professional image. Attire and demeanor that project a professional image is required of all Career Path Services employees, regardless of position or office location.

Career Path Services has three types of acceptable attire as defined below:

1. Business Professional attire – each working day of the week except the last working day.

2. Business Casual attire – the last working day of the week.

3. Retreat attire – special events such as Make a Difference Day, retreats or when otherwise designated by senior management.

Men

Men are required to wear a tie only when circumstances warrant it. Circumstances include: meeting an employer, a fund source or referral agency for business purposes; attending a Board of Director’s meeting for our organization or any other agency; meeting with elected officials; representing our organization in public ceremonies or forums; and, other meetings were a ties is normally the accepted standard for men’s attire.

Business Professional Attire Expectations: Acceptable Not Acceptable

Pants

SlacksDress pantsSuit pantsDockersCorduroy

JeansShortsSweatpantsSpandex, athletic wear, yoga pants

Shirts

Embroidered logo shirts Embroidered logo button down dress shirtsButton dress shirtSweater with collar shirt or turtleneck Blazer/sport/suit coatAloha shirts (Memorial day to Labor day)

SweatshirtsT-shirtsSleeveless t-shirts

ShoesDress shoesLoafers

Athletic shoesWork boots, hiking boots/sandalsSandals, flip flops

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Business Casual Attire: Acceptable Not Acceptable

Pants

SlacksDress pants DockersCorduroy Jeans (no stains, tears, holes, frayed hems)

ShortsSweatpantsSpandex, athletic wear, yoga pants

Shirts

Embroidered logo shirts Embroidered logo button down dress shirtsPolo shirtsButton dress shirtSweater with collar shirt or turtleneck Polo shirtsBlazer/sport coatAloha shirts (Memorial day to Labor day)

T-shirts with screen print

Women

Women wear business suits, dresses, or slacks and blouses, except when providing on-site job coaching. Women are reminded to be aware of necklines and hem lines of the clothing they wear.

Business Professional Attire: Acceptable Not Acceptable

Pants, Dresses, suits

SlacksDress pantsDockersCorduroySkirtsDressesSuits-pants or skirtCapri slacks/dress pants (Capri’s are defined as pants that are mid-calf in length)

Dress/casual shorts, skortsJeansShortsSweatpantsSpandex, athletic wear, yoga pantsMiniskirts Bermuda shorts

Shirts

BlousesSweatersBlazersTurtlenecks Embroidered logo shirts Embroidered logo button down dress shirts

Spaghetti strapsT-shirtsSleeveless t-shirts Halter tops/racer-back Sweatshirts Bared midriff

Shoes

Dress shoesLoafersSlides, open toed shoesDress sandalsBoots

Athletic shoesWork boots, hiking boots/sandalsSandals, flip flops

Business Casual Attire: Acceptable Not Acceptable

Pants

SlacksDress pants DockersCorduroyJeans (no stains, tears, holes, frayed hems)

ShortsSweatpantsSpandex, athletic wear, yoga pantsBermuda shorts

Shirts Embroidered logo shirts Embroidered logo button down dress shirts

T-shirts with screen print

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BlousesSweatersPolo shirtsBlazersTurtlenecksPolo shirtsSport Team Attire (in sport season)

Retreat Attire for Men and Women:Acceptable Not Acceptable

PantsJeans (no stains, tears, holes, frayed hems)DockersCorduroy

SweatpantsSpandex, athletic wear, yoga pants

ShirtsT-shirts with screen print (such as Make a Difference Day t-shirts or team t-shirts)Sweatshirts

Work clothing required for those engaged in job coaching may at times need to be of a casual nature. Our expectations are that this attire will still project an image consistent with our corporate image. Recreational clothing such as T-shirts bearing slogans, pictures or other corporate logos, frayed jeans and shorts are not acceptable.

The last workday of each week is designated as Business Casual Day. Employees may wear Career Path Services’ logo wear as indicated in the Business Casual attire section. Co-located employees may not be able to wear Career Path Services’ logo wear but can still wear other clothing items listed under Business Casual attire.

Within a sport season, employees may celebrate an athletic event by wearing sport team attire (such as a Seahawk’s jersey, Gonzaga shirt etc.) on the last day of the workweek. Attire should remain appropriate for the workplace. If you participate in an event such as Bloomsday, participants may wear their Bloomsday “Finisher” t-shirt on the day following the race.

Employees who wear clothing with a Career Path Services logo at non-work events are reminded they may be seen as representing the organization and asked to maintain a professional demeanor.

Attire that is inappropriately tight, revealing or sexually provocative are not allowed. All employees are encouraged to err on the side of conservatism. Appropriate footwear shall be worn. In the event employee attire is deemed not acceptable or inappropriate, employees may be sent home to change.

TOBACCO-FREE WORKPLACE

Career Path Services is committed to providing a safe and healthy workplace and to promoting the health and wellbeing of our employees. All Career Path Services offices and vehicles are non-smoking areas. Employees are asked to restrict smoking to designated areas away from building fronts. Washington State law prohibits smoking within 25 feet of business entrances. Smoking is defined as the use of tobacco products through a pipe, cigar, cigarettes, chewing or an e-cigarette.

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MUSIC

Music may be played at individual employees’ desks during work hours at Career Path Services, or through headphones. Volume should be kept low so it does not interfere with co-workers, and music selected that is appropriate for the workplace. Music played during work hours should not include lyrics with words that would not be appropriate if spoken.

POLITICAL ACTIVITY

As a recipient of federal funding, political activity is disallowed at our agency by the Hatch Act (see Global Policy: 27). No political or religious banners, posters or signs may be displayed in any Career Path Services location. No material that is contrary to the agency’s non-discrimination policy or anti-discrimination laws may be displayed.

MEDIA REQUESTSThere may be times when an employee is contacted by the media seeking information on our organization or for comment. Media requests may come from reporters representing print, broadcast, radio or web-based media. Employees shall direct media inquiries to their manager for review. The manager and senior management will determine those who should be interviewed and work with the appropriate person to provide a consistent message. Employees of Career Path Services working in co-located environments are subject to media policies or procedures of the co-location. In the event there is no procedure in place, the Career Path Services’ procedure will apply. In the event of catastrophic or emergency related requests, all media inquiries will be forwarded to the CEO for consideration.

USE OF AGENCY RESOURCESAgency phone and e-mail systems are to be used for agency business only. (See Global Policy: 31 Technology Policy) Solicitation for personal business, social arrangements, or non-agency events is not allowed. A bulletin board for all appropriate non-work related announcements is located in the employee breakroom. (See also Global Policy: 22 Ethical Conduct and Conflict of Interest Policy).

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PART VIII - PERSONNEL ACTIONSIn a dynamic, ever-changing organization like Career Path Services, there are significant opportunities and needs for personnel movements. Career Path Services currently operates in 11 Washington counties, with its headquarters office in Spokane, an agency office in Tacoma, and have co-located employees stationed in Spokane, Spokane Valley, Kennewick, Colville, Auburn, Federal Way, Kent, Renton, Lakewood, Puyallup, Rainier, White Center, Tacoma, Joint Base Lewis-McChord, Tumwater, Aberdeen, Chehalis, Shelton and additional WorkSource affiliate sites.

This section discusses personnel actions at Career Path Services, including how we elect to treat co-workers, performance reviews, promotions from within, lateral transfers, involuntary transfers, nepotism, reductions in force, voluntary terminations, and dismissals.

EMPLOYEE CODE OF CONDUCT AND CONFLICT RESOLUTIONOur non-profit agency seeks men and women who can work harmoniously with others and who can perform their assigned tasks efficiently. Employees must work well under pressure, meeting multiple and sometimes conflicting deadlines. Employees shall at all times demonstrate civil and cooperative behavior with colleagues, supervisors and customers.

Employees respect diversity and cultural differences, and strive for understanding and celebration of differences. Respect is not a passive act, and requires an open and inquiring mind, and a willingness to dialogue with each other. Diversity involves more than someone’s family heritage or beliefs, and includes how each person learns and communicates (see Global Policy: 15 Non-Discrimination).

Career Path Services encourages each employee to review and refer to the following commitment whenever a potential disagreement occurs between colleagues, supervisors or customers.

COMMITMENT TO MY CO-WORKERSAs your co-worker and with our shared organizational goal of excellent service to our customers, I commit to the following:

I will accept responsibility for establishing and maintaining healthy interpersonal relationships with you and every other member of this team.

I will talk to you promptly if I am having a problem with you. The only time I will discuss it with another person is when I need advice or help in deciding how to communicate with you appropriately.

I will establish and maintain a relationship of functional trust with you and every other member of this team. My relationships with each of you will be equally respectful, regardless of job titles or levels of educational preparation.

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I will not engage in the “3B’s” (Bickering, Back-biting and Blaming). I will practice the “3C’s” (Caring, Committing and Collaborating) in my relationship with you and ask you to do the same with me.

I will not complain about another team member and ask you not to as well. If I hear you doing so, I will ask you to talk to that person.

I will accept you as you are today, forgiving past problems and ask you to do the same with me.

I will be committed to finding solutions to problems rather than complaining about them or blaming someone for them, and ask you to do the same. I will affirm your contribution to the quality of our service.

I will remember that neither of us is perfect, and that human errors are opportunities, not for shame or guilt, but for forgiveness and growth.

Compiled by Marie Manthey – Creative Health Care Management, Minneapolis, MN

Informal Resolution of Conflict

Career Path Services’ philosophy is to maintain an "open door" policy between employee peers and between employees and supervisors concerning communication/problem-solving with regard to work-related difficulties. An open door policy means all involved parties maintain an open mind and receptivity to actively listen to others.

If problems arise between employees regardless of the professional relationship direct conversation and discussion between all parties is the first step toward resolution. All Career Path Services employees are encouraged to use clear communication to speak their minds professionally, openly, and honestly on work place or professional relationship issues. Majority and minority opinions are heard and respected. All parties involved are encouraged to achieve informal problem resolution without official organization involvement.

In supervisory-subordinate relationships, it is understood by all supervisors that channels of communication are to be kept open and flexible. We believe this is an effective way to air differences of opinion or misunderstandings appropriately that occur from time to time within the framework of any organization. For example, if any employee is concerned about his/her advancement, salary or wages, working conditions or personal problems, the supervisor must be in a position to listen and communicate under the open door policy.

It is equally important that individual problems be discussed with an employee’s supervisor as soon as they arise, rather than allowing dissatisfaction to mount and affect morale. Sometimes there may be reasons that would make communicating with an immediate supervisor difficult. If this is the case, feel free to discuss the situation with another supervisor, a Senior Manager or the Human Resource Manager.

Employee discipline is governed by Global Policy #5, Employee Discipline and Rules of Conduct. Global Policy: 21 details the process for filing employee grievances. Employees are free to grieve formally via the internal process in place. Informal resolution of grievances is desired. However, precluding resolution, mechanisms exist for the grieving employee to seek satisfaction from the CEO and/or the Career Path Services’ Board of Directors.

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PERFORMANCE REVIEWS(See Global Policy 9: Employee Performance Appraisals)

In order to determine if the new employer-employee association is mutually satisfactory, we provide a probationary period of one year. During this period, both employer and employee have the opportunity to judge whether it is desirable to continue a relationship that may last for many years. A new employee is considered a probationary employee until successfully completing the probationary period, normally 12 months in length. The probationary period may also be extended beyond one-year if an employee in not yet performing satisfactorily, but management believes an extension may allow performance to improve to satisfactory levels. Resignation, termination or dismissal may occur at any time during the probationary year or at any other time, with or without cause.

TRANSFERS

Promotions From Within and Lateral Transfers

It is agency policy to consider all interested existing employees for lateral or promotional opportunities as they occur. This consideration is made regardless of which agency office they currently work at or which positions they currently hold.

When a position becomes open, it is advertised either internally only, or both internally and externally. A job may be offered to an internal applicant without opening the position to other applicants at the discretion of the CEO.

Although we encourage internal interest, the agency will reserve the right to employ the best applicant, whether currently employed by Career Path Services or not. The decision to promote from within, offer lateral opportunity or seek a new employee from the outside rests with a Senior Manager. See Global Policy #6 – Recruiting, for more information.

Involuntary Transfers

At times, management must re-position existing personnel to best accomplish the mission and vision of Career Path Services. This may require an employee to temporarily or permanently transfer to another position, from one program to another or from one office to another.

NEPOTISM POLICY

Discrimination against an employee or an applicant because of marital status or any other relationship with another employee is not allowed. Career Path Services’ objective is to employ qualified persons in all employee positions.

Qualified members of the same family (parent, child, spouse, partner, sibling, in-law, or close relative related by blood, marriage or adoption; or other individual living in the same household) may be employed in the same unit except in the following situations:

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1. When one member of the family is responsible for making decisions in personnel matters involving the hiring, retention, transfer, promotion or salary of another member of the same family.

2. When one member of a family is responsible for supervising, evaluating or reviewing the work of another member of the same family.

3. When other circumstances exist which place members of the same family in situations of actual conflict, or perceived conflict, between the interest of Career Path Services and the interests of the family members. A family member of any management employee working in the same branch office would be perceived as a potential conflict of interest.

In essence, this limits the hiring of individuals from the same family of any management employee, depending on the organizational units of the individuals involved.

If an individual related to another employee member seeks promotional opportunities, the situation will be reviewed and a determination made on an individual basis.

TERMINATIONS

Layoff Policy – Reduction in Force

A Reduction in Force layoff is triggered when a program is terminated, funding levels change, an office is closed, or some other incident occurs with results usually effecting more than one individual employee. Career Path Services endeavors to make fair and effective decisions when faced with a reduction in force. Global Policy # 14 - Reduction in Force sets policy guidelines. See also Global Policy # 7 - Employee Departure.

Involuntary Terminations and Dismissals

When employees join the agency, it is anticipated that they will become increasingly valuable as time goes on. Unfortunately, some employees may not meet the standards of conduct or performance that we expect and it may become necessary to conduct a separation. Any decision that requires such action is made only after a careful and fair analysis of all known facts.

For more information, see Global Policy # 5 – Employee Discipline and Global Policy # 7 – Employee Departure.

Voluntary Terminations

We hope our employees will be associated with us for a long time. However, should an employee desire to leave the agency voluntarily, they are required to give two weeks written notice so that we may begin the process of seeking a replacement. Please refer to Global Policy # 7 – Employee Departure, for steps to follow.

Benefit Status at Termination

The following policies apply to the status of benefits, including leave and insurance, when the employment relationship ends.

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Vacation Payoff

Full time standard employees who give a proper written two-week notice are paid for their full vacation accrual (not to exceed 240 hours) upon termination. Full time standard employees who are dismissed / terminated, and not laid off due to a reduction in force, will not receive their vacation accrual.

Full time probationary employees forfeit vacation accrual upon resignation, layoff or dismissal.

Full time standard employees who are laid-off receive all vacation accrual through the date of the reduction in force in their final pay.

Full time standard employees who are reduced to part time receive all their vacation accrual through the date of the reduction in force with their next regular pay.

Sick Leave Payoff

Accrued sick leave is forfeited upon termination, except for employees with 10 years or more of continuous service. Employees in good standing with 10 years or more of continuous service are eligible to receive a payout of 25% of their sick leave accrual, to a maximum of 520 hours, at time of resignation or retirement. This payout benefit is not available if terminated for cause. Please see Reduction in Force Policy for further details regarding sick leave payoff.

Severance Pay

Severance pay is available for management employees only. After ten continuous years of employment with Career Path Services and upon resignation in good standing, reduction in force or retirement (age 59 ½ or later), two months of severance pay is provided to management employees who have a minimum of 5 years management tenure at time of departure. Severance pay is paid at the employee’s rate of salary at time of departure.

403(b) Retirement – Employer Contributions

For the month termination is effective, the retirement contribution is based on actual wages paid up to termination date, including any leave payoff.

Medical, Vision, Dental, Life, and Disability Insurance, including COBRA rights

Premiums for the above are all paid by the agency for the entire month in which the termination occurs. Terminating employees have rights under COBRA for medical, vision and dental continuation of coverage. Career Path Services contracts with a COBRA administrator to provide COBRA administration services. All employees are notified of COBRA rights at time of hire through a letter mailed to their home address, and will be contacted by the COBRA administrator upon termination of coverage.

Additional life insurance paid for by the employee may be converted from group to individual policies at termination.

Social Security

The contribution is based on actual wages paid up to termination date.63

Employee Reimbursements

All outstanding reimbursable costs, are reconciled and reimbursed through the last month employed.

Return of Company Equipment/Property

All company issued equipment/property must be returned in good working condition upon separation of employment. Items include, but are not limited to: office keys, credit cards, phone cards, parking pass, laptops and all other issued equipment. A signed Equipment Release to Employee Agreement must be completed if the equipment issued required a signed release form at time of issue. If company equipment/property is not returned on or before the employee’s last day of work, the depreciated value of any equipment/property in the employee’s possession will be deducted from any final payout, up to the limits set by Washington Department of Labor & Industries.

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PART IX - LEGAL MATTERS OF EMPLOYMENT

Employment law is one of the most complex and constantly changing legal fields. It is often unclear even to professionals who specialize in this area. Career Path Services makes every attempt to educate its Board, management and employees on matters of employment law that affect the employment relationship.The legal rights and duties of employers and employees are derived from three principal sources: legislation, federal agency regulation and court decisions. In the U.S., both Congress and the fifty state legislatures have enacted statutes that affect or regulate some aspect of the employer-employee relationship and conditions of work. The following information is listed to clarify some legal employment issues.

CONDITIONS OF EMPLOYMENTa. Employees of Career Path Services are required to submit to and pass a background

investigation at the time a contingent job offer is made. If applicant fails to pass this investigation, they may then become ineligible for employment with the agency.

b. Employees must be eligible to work in the United States and complete an I-9 Form with proper documentation, as listed on the back of the I-9 Form, prior to or on the first day of employment with Career Path Services. Only managers and HR may certify I-9 Forms for employees. After certification is complete, the I-9 is filed alphabetically in the I-9 file.

c. Employees must satisfactorily pass a probationary period of one year, which may be extended. An employee may be terminated at any point in the probationary period (or at any other time) for lack of satisfactory performance or with or without any other reason.

d. Designated employees are required to provide a personal vehicle, in good operating condition and appropriately insured, consistent with Global Policy3: Transportation Policy and the employee’s position description. Proof of required insurance must be provided on or before the employee’s start date.

e. Employees must keep Career Path Services informed of any change in home address or phone number, bank account information for direct deposit of pay, and emergency contact information.

f. Designated employees must annually provide proof of automobile insurance coverage and current driver’s license. All employees must annually update contact information, including emergency contacts.

g. Senior Managers must provide a personal credit report annually to HR.

h. Employees must agree to be members of the agency sponsored retirement plan when eligible.

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i. Designated employees are required to have a cell phone available for business use. See Employee Reimbursements.

j. Employees are required to comply with the Hatch Act. No partisan political activity may occur on work hours or while representing Career Path Services.

k. Employees are subject to civil rights law precluding discrimination on the grounds of race, color, national origin, age, disability, sexual orientation or religion. See Global Policies# 15 – Non-Discrimination and, # 21 - Grievance Response Process.

l. Employees are responsible to inform their supervisor or HR of the need for workplace accommodations under the Americans with Disabilities Act and/or Washington State disability law. See Global Policy #15 – Non-Discrimination, for more information.

m. Employees are asked to report any safety issues to a supervisor or designated safety officer.

n. Employees abide by our Drug Free Workplace Policy. Although Washington State legalized recreational use of marijuana for adults 21 and over, federal law considers marijuana a Schedule 1 narcotic. Career Path Services receives federal funding, so we use this federal definition when enforcing our Global Policy 16 – Drug Free Workplace. No funds entrusted to Career Path Services, regardless of its origins, will be used to support, sponsor, of pay for services with any business or organization related to the legalized marijuana industry.

o. Employees are required to abide by all federal, state, fund source, and agency policies, rules and regulations.

Employer ResponsibilitiesCareer Path Services is responsible for:

1. Providing a safe and secure work environment.

2. Maintaining a productive work environment based upon positive operating principles.

3. Communicating with employees on matters of immediate interest in a fair, open, honest and timely manner.

4. Creating a well-trained work force.

5. Reviewing employee performance with a fair and systematic system.

6. Responding to requests for workplace accommodations in a fair and consistent manner.

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REQUIRED FORMS AND DOCUMENTATION FOR NEW EMPLOYEES

All new employees must complete a W-4 and authorization for automatic bank deposits form and turn it into payroll as soon as possible.

New employees and their supervisor must submit the following documents for their personnel file:

HR and Payroll Paperwork:

a. New Employee Global Policy Training form

b. Employee Emergency Contact/Change of Address Form

c. I-9, must be completed within 3 business days of starting work

d. Commitment to Customer Rights and Confidentiality form

e. Media Release form

f. Conflict of Interest form

g. Copy of driver’s license and proof of adequate automobile insurance coverage, if required for the position, submitted prior to the first day of work (See Global Policy #3)

h. Copy of driving record from the department of licensing (if applicable).

i. Signed position description

j. Self-Identification Form

k. Employee Direct Deposit form including a voided check

l. W-4 Form

m. Hepatitis B Vaccination Notice (See Global Policy #29)

Additionally, full time employees must complete benefit enrollment for health, dental, life, and long term disability insurance. Enrollment is completed through EWS and also may include additional forms. These forms are available on the Benergy site www.careerpathservices.benergy.com .

RETURNING EMPLOYEES

Employees who have resigned, or have been laid off in a RIF are eligible for consideration for rehire. The standard application process is followed and a Senior Manager must approve the rehire. If a former employee is re-hired and resumes employment in a position eligible to earn paid leave within one year of separation, leave accrual will begin at the rate earned at time of departure, and any accrued leave not paid off at the time of departure will be reinstated.

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Measurement of tenure for other purposes will follow benefit plan requirements. If not otherwise stated, tenure will be calculated from original hire date, less the time not employed.

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PART X – REFERENCES

AGENCY AND FUND SOURCE POLICYa. Career Path Services’ Global Policies

b. Career Path Services’ Program Models and Organizational Principles

c. Unit policies, as applicable

d. Program and Employer Models

e. Spokane Area Workforce Development Council’s Complaint and Grievance Procedure Summary (Spokane WorkSource employees only)

f. WorkSource Columbia Basin’s Employee Handbook and policies (Kennewick employees only)

g. WorkSource Spokane Unit Policies (WorkSource Spokane employees only)

LEGISLATIONThe following legislation is available for employee review and may be directly applicable to employees’ work at Career Path Services:

The Workforce Innovation and Opportunity Act (WIOA) of 2014

The Americans with Disabilities Act of 1991

The Civil Rights Act of 1964, 1974, and 1991

The Hatch Act

The Vocational Rehabilitation Act

The Personal Responsibility and Work Opportunity Reconciliation Act of 1996 (TANF)

The State of Washington WorkFirst Act

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