MFB Handbook

8/2/2019 MFB Handbook

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INDEX

r. IntroductionA. General Information ......................................................................... 2B. Security of InfOimation ................................................................... 3C. Confidentiality .................................................. , .............................3D. Equal Employment Opportunity Policy .......................................... .4E. The Americans With Disabilities Act.. ........................................... .4F. Harassment-Free Workplace ............................................................ 4G. Conflict of Interest ........................................................................... 6H: Political Activi ties ............................................................................ 6

II. EmploymentA. Personnel Selection .......................................................................... 6B. Orientation ....................................................................................... 7C. Hours ofWork ................................................................................. 8D. Introductory Period .......................................................................... 8E. Employment Classifications ............................................................ 8F. Job Descriptions ............................................................................... 9G. Employment Records ..................................................................... 10H. Performance Evaluations ............................................................... 10

III. CompensationA. Pay Day ..........................................................................................11B. Pay Corrections .............................................................................. 11C. Oveltime ...... , ......................... , ..................................................... 11D. Rest & Meal Periods ...................................................................... 11E. Timekeeping ......... , ....................................................................... 11F. Salary Basis Requirement .............................................................. 12G. Reimbursable Expenses ................................................................. 12

IV. BenefitsA. Holidays ......................................................................................... 13B. Family & Medical Leaves ofAbsence .......................................... 14C. Personal Time ................................................................................ 17D. Bereavement Leave ........................................................................ 18E. Jury Duty ....................................................................................... 18F. Military Leave ................................................................................ 18G. Vacation .........................................................................................18H. Health & Welfare ............................. , ............................................ 19r. Retirement. ..................................................................................... 19

V. On the JobA. Attendance Policy .......................................................................... 19B. Drug-Free Workplace ....................................................................21


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WELCOME TO THE MARYLAND FOOD BANKWelcome to your new job at the Maryland Food Bank. We wish you every success in yourendeavors here. You were hired because we believe that you will be a positive addition to ourworkforce, and because you have the potential and desire to meet the high standards set by theMaryland Food Bank. We hope you will find your work rewarding and stimulating, and that youwill enjoy your career at the Maryland Food Bank.We remain deeply committed to serving our special constituency throughout Maryland. Ourhighly qualified and professional staff has done an excellent job ofmaking the Maryland FoodBank a well respected name.We hope that you will share our enthusiasm and desire to see our organization serve its clientswith Gontinued dedication and professionalism. We are pleased you have joined our team andagain, wish you every success.

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MARYLAND FOODBANK PERSONNEL MANUALUpdated September /, 2008 and supersedes and replaces all previous manuals.

I. INTRODUCTIONA. GENERALThe purpose of this manual is to establish and document the Personnel Policies and Procedures of theMaryland Food Banle The Food Bank believes that the success of our organization and our service to thehungry in Maryland is primarily dependent on our personnel. We also believe that the development ofeach employee is not only good for the Food Bank, but it is also good for the employee. This manualprovides a formal standard for management expectations and employee performance.It is our policy to give employees training and opportunities so that they can have the satisfaction andhappiness that come from pleasant surroundings, good rewards, and work well done.It is our goal:

o To recognize each employee as an individual.o To establish objectives for each position within the organization.o To review periodically the performance of all members of our staff, to keep them informedconcerning their status and to provide continuous guidance to help them progress. To promote from within those individuals deemed best qualified to fill vacancies in more

advanced positions. Employees who demonstrate an ability to excel in their present jobs may beconsidered for promotion as openings become available.o To maintain salary scales that compare favorably with those paid for similar work by other

organizations in the not-for-profit community and to administer salaries in a manner that rewardscompetent and meritorious performance.o To maintain a comprehensive and cost effective employee benefit program.o To provide an efficient environment by maintaining safe physical working conditions and byfostering harmonious relations among staffmembers.o To regard planned training, education, and staff development activities as an investment tobenefit both employees and the Food Bank.o To communicate freely to all members of the staff and to encourage communications from them. To encourage members of the staff to participate in activities relating to professionaldevelopment, civic affairs, and community projects.

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studies made by the administration or staff using all or any part of such data, except as they mayappear in the printed Annual Report or in any other materials made public by the Food Bank.d) MEETING MINUTES - While Board meeting minutes are accessible to the public, executivesessions of the Board are confidential. Accordingly, the minutes of the executive sessions of theBoard are confidential

EMPLOYEES - Infonnation provided to an employee, whether orally or in writing, which isdesignated as confidential

D. EQUAL EMPLOYMENT OPPORTUNITY (EEO) POLICYThe Maryland Food Bank is an equal opportunity employer. As an equal opportunity employer, theMaryland Food Bank does not discriminate in its employment decisions based on race, color, religion,gender, sexual orientation, national origin, age, disability, marital status, familial status, geneticinformation or on any other basis that would be in violation of any applicable federal, state or local law.Further, the Maryland Food Bank will make reasonable accommodations for qualified individuals withknown disabilities unless doing so would result in an undue hardship. This statement governs all termsand conditions of employment, including, hiring, placement, promotion, termination, layoff, recall,transfer, leaves of absence, compensation, and training.The Maryland Food Bank expressly prohibits any form of employee harassment based on race, color,religion, gender, sexual orientation, national origin, age, disability, marital status, familial status, geneticinformation or on any other basis that would be in violation of any applicable federal, state or local law.Improper interference with the ability of the Maryland Food Bank employees to perform their job dutieswill not be tolerated.E. THE AMERICANS WITH DISABILITIES ACTThe Americans with Disabilities Act (ADA) requires employers to reasonably accommodate qualifiedindividuals with disabilities. It is the policy of the Maryland Food Bank not to discriminate againstqualified individuals with disabilities in regard to application procedures, hiring, advancement,discharge, compensation, training, or other terms, conditions, and privileges of employment. TheMaryland Food Bank will make reasonable accommodations for qualified individuals with disabilities(as defined by the ADA) unless doing so would cause undue hardship. An employee who believes he orshe needs an accommodation to perfOlm the essential functions ofhis or her employment must make therequest to the Human Resources Department.F. HARASSMENT-FREE WORKPLACEHarassment

The Maryland Food Bank strives to provide an environment free from intimidation, hostility or otheroffenses that might interfere with work perfOlmance. Harassment of any sort is a serious offense and willbe investigated promptly, and could result in disciplinary action up to and including tennination.DefinitionThe Maryland Food Bank wants to be clear about what the term harassment means. Harassment isdefined as: A single or repeated incident of verbal comment, physical action, or graphic representation(pictures/comics) of any discriminatory or potentially discriminatory act or nature which is unwelcomeand unlawful and which violates Title VII of the Civil Rights Act of 1964, or any other applicablefederal or state legislation. Harassment of any kind, including on the basis of race, color, religion,gender, sexual orientation, national origin, age, disability, marital status, familial status, genetic:OXI16\O'O{}.t0499


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The availability of this complaint procedure does not preclude individuals who believe they are beingsubjected to harassing conduct from promptly advising the offender that his or her behavior isunwelcome. If an employee feels he/she has been subjected to any fOIID of harassment andlordiscrimination, the employee should firmly and clearly tell the person engaging in the harassing and/ordiscriminating conduct that it is unwelcome, offensive, and should stop at once. The employee alsoshould report any discrimination and/or harassment to his/her immediate supervisor/manager, humanresources or any member of management. Any employee receiving such a report of harassment shallimmediately contact management.The investigationAny reported allegations of harassment, discrimination or retaliation will be investigated promptly,thoroughly and impartially. The investigation may include individual interviews with the partiesinvolved and, when necessary, with individuals who may have observed the alleged conduct or may haveother relevant knowledge. The Maryland Food Bank: will conduct its investigation in as confidential amanner as reasonably possible. A timely resolution of each complaint will be reached and ommunicatedto the employee and the other parties involved. Appropriate corrective action, up to and includingtermination, will be taken promptly against any employee engaging in discrimination and/or harassment.Any employee that knowingly makes a false claim of harassment and/or discrimination will be subject tocorrective action, up to, and including, termination.G. CONFLICT OF INTEREST

a) OUTSIDE ACTIVITIES - No employee may engage in any outside activity that would conflictwith regular working hours, impair efficiency, or be considered a conflict of interest in theperformance of assigned duties. Employees must disclose that they are accepting outsideemployment.b) ECONOMIC INTERESTS - No employee, to further his/her own economic interest or those ofanyone else, may disclose or use confidential information acquired in the course of hislher dutiesand responsibilities.c) ACCEPTANCE OF GIFTS - No employee shall solicit, accept, or agree to accept gifts, loans,property, favors, or funds in such a manner as to exact a personal monetary advantage.d) USE OF ORGANIZATION - No employee shall use organization time, staff, volunteers, files,property, or funds in such a manner as to exact personal monetary advantages.

H. POLITICAL ACTIVITIESThe Maryland Food Bank does not engage in any partisan political activity. While employees in theirindividual capacities are encouraged to participate in the democratic process as they see fit, any partisanpolitical activity must be engaged in privately and in no way associated with the Maryland Food Bank:.II. EmploymentA. PERSONNEL SELECTIONIt is the policy of the Maryland Food Bank: to recruit and hire individuals who are qualified or the jobbased on skill, ability, education, and other job related criteria. Every effort is made to place newemployees in positions that best utilize their abilities and opportunity for growth.


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C. HOURS OF WORKThe standard workweek is 40 hours. The standard workday is eight hours for nonexempt workers.Workday lengths for exempt employees are determined primarily by their current workloads. Generaloffice hours are from 8:00 a.m. to 5:00 p.m. daily. As starting and ending times vary within departmentsand office locations, the manager of each department will determine the schedule for his/her department.The workweek commences on Sunday morning at 12:0IA.M.and ends the following Saturday night atmidnight.An unpaid meal period is provided to any employee who works a minimum of six hours per day. Thenonnal meal period should occur approximately halfway through the workday. However, celiaindepmiments may require alternate meal periods. The length of the meal period may vary from 30minutes to one hour according to the needs of the department. Nonexempt employees must clock out fortheir lunch periods. All employees are encouraged to leave their workstations during all breaks in orderto receive the full benefit of those breaks .and meal periods.Nonexempt employees receive two lO-minute paid break periods for each full workday, oneapproximately a qumter of the way into the workday and one approximately three quarters into theworkday. Employees are not to leave the premises during this paid break period. The Maryland FoodBank reserves the right to modifY an employee's starting and quitting time as well as the number of hoursworked to accommodate business needs.D. INTRODUCTORY PERIODThe first 90 days of your employment provide you and the Food Bank with the opportunity to evaluatewhether the job for which you were hired is suitable to your skills and availability and the Food Bank'sneeds.During this 90-day introductory period you are not entitled to use any accrued vacation or personalleave, if any. If you successfully complete this 90-day introductory period, you will be transferred tofull- or part-time status depending on your skills and availability and our needs. However, whether or notyour employment continues after the 90-day introductory period, YOUR EMPLOYMENT WITH THEFOOD BANK CONTINUES TO BE "AT-WILL", MEANING THAT YOU OR THE FOOD BANKMAY TERMINATE THE EMPLOYMENT RELATIONSHIP AT ANY TIME, FOR ANY REASON,WITH OR WITHOUT ADVANCE NOTICE.E. EMPLOYMENT CLASSIFICATIONSThe Food Bank classifies each employee as either "nonexempt" or "exempt" from the laws entitlingemployees to overtime pay. Nonexempt employees are entitled to oveltime pay under celiaincircumstances. Exempt employees that are excluded from these oveliime laws do not receive overtimepay.In addition to being exempt or nonexempt, the Food Bank also classifies each employee as either"probationary," "temporary," "full-time" or "part-time." These categories will help iIi. generally definingthe benefits (e.g., vacation and personal leave) to which you may be entitled.Probationary employees are employees within their first 90 days of employment with the Food Bank.They do not receive or accrue any benefits from the Food Bank during this time period, except asotherwise required by applicable law.

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G. EMPLOYMENT RECORDSThe Maryland Food Bank is required to keep accurate, up-to-date employment records on all employeesto ensure compliance with state and federal regulations, to keep benefits information up to date, and tomake certain that important mailings reach all employees. All information contained in personnel files isthe property of the Maryland Food Bank and is considered confidential.Employees must inform the Food Bank of any necessary updates to their persounel file such as a changeof address, changed telephone numbers, emergency contact, marital status, number of dependents, ormilitary status. Employees also should inform their supervisor and Human Resources of any outsidetraining, professional certifications, education, or any other change in status. The Maryland Food Bankwill only verify dates of employment and job titles to outside agencies inquiring by telephone.No other information will be provided about an employee without written authorization from theemployee except what is required to comply with the law.You may review the contents of your persOimel files, by appointment, with a representative of theHuman Resources Depmiment present. Personnel records are the property of the Maryland Food Bank.You may not alter, remove, add, copy, or replace any documents in your file. You may not view therecords of any other employee, unless you are a member of the Senior Management team or the directsupervisor of the employee whose records you wish to access.H. PERFORMANCE EVALUATIONSPerformance evaluations shall be conducted as follows: The new employee's first review shall occur at the end of his/her 90-day introdnctory period.

Annual Reviewso A new employee's first annual review shall occur one year from date of hire.o Thereafter, pelformance reviews shall occur annually during the last quarter of the fiscal year.The performance evaluation shall consist of a written evaluation ofthe employee's job perfOimance and a personaldiscussion with the employee. The objectives of the evaluations are to: Detennine the employee's eligibility for merit increases, bonuses, promotions, demotions, decreases insalalY, and transfer. Provide the basis for detenniningjob-training needs of individual employees.

Give employees a detailed evaluation of their performance and provide them with recommendations forimproving their performance.All performance appraisals will be signed by the employee and his/her supervisor to acknowledge thatthe appraisal has been cOll1ll1unicated and understood. At the time of the discussion, the employee shallbe given the opportunity to examine the supervisor's written evaluation and make verbal and writ tencomments. The employee will receive a copy of the document. The document will be placed in theemployee's persomlel file.An employee who is not a new or transfened employee and whose work does not merit a positiveevaluation may be placed on probation for a period not to exceed three months. The reasons for suchaction will be given in writing and will include the proposed means of correction. During this period, theemployee will be given opportunities to establish an acceptable performance standard. Failure to do somay result in termination. An employee who improves satisfactorily shall be informed in writing afterthe probationary period, and a copy of a satisfactory evaluation indicating this progress will be placed inthe employee's personnel file.


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Altering, falsifying or tampering with your own time records or those of any other employee isprohibited and will result in disciplinary action up to and including termination.F. SALARY BASIS REQUIREMENTTo qualifY for exemption, employees generally must be paid at not less than $455 per week on a salarybasis. These salary requirements do not apply to outside sales employees, teachers, and employeespracticing law or medicine. Exempt employees may be paid at least $455 on a salary basis or on anhourly basis at a rate not less than $27.63 an hour. Being paid on a "salary basis" means an employeeregularly receives a predetermined amount of compensation each pay period on a weekly, or lessfrequent, basis. The predetermined amount cannot be reduced because of variations in the quality orquantity of the employee's work. Subject to exceptions listed below, an exempt employee must receivethe full salary for any workweek in which the employee performs any work, regardless of the number ofdays or hours worked. Exempt employees do not need to be paid for any workweek in which theyperform no work. Tfthe employer makes deductions from an employee's predetermined salary, Le.,because of the operating requirements of the business, that employee is not paid on a "salary basis." Ifthe employee is ready, willing and able to work, deductions may not be made for time when work is notavailable.Circumstances in Which the Employer May Make Deductions from PayDeductions from pay are permissible when an exempt employee: is absent from work for one or moreJilll days for personal reasons other than sickness or disability; for absences of one or more full days dueto sickness or disability ifthe deduction is made in accordance with a bona fide plan, policy or practiceofproviding compensation for salary lost due to illness; to offset. amounts employees receive as jury orwitness fees, or for military pay; or for unpaid disciplinary suspensions of one or more full days imposedin good faith for workplace conduct rule infractions (see this Handbook for penalties for workplaceconduct rule infractions), Also, an employer is not required to pay the filll salary in the initial or terminalweek of employment; for penalties imposed in good faith for infractions of safety rules of mf\iorsignificance, or for weeks in which an exempt employee takes unpaid leave under the Family Leavepolicy. In these circumstances, either partial day or full day deductions may be made.Organizational PolicyIt is our policy to comply with the salary basis requirements of the FLSA. Therefore, we prohibit anyonefrom making an improper deduction from the salaries of exempt employees. We want employees to beaware of this policy and that the Maryland Food Bank does not allow deductions that violate the FLSA.What To Do I f An Improper Deduction OccursIf you believe that an improper deduction has been made to your salary, you should immediately reportthis information to your direct supervisor, or to the Human Resources Director.RepOlis of improper deductions will be promptly investigated. If it is determined that an improperdeduction has occurred, you will be reimbursed for any improper deduction made.G. REIMBURSABLE EXPENSEThe following guidelines govern reimbursement for authorized expenditures. Receipts are required forall expenses and an expense report must be filled out with all receipts attached. Employees who havereceived an advance must turn in an expense report approved by their supervisor within two businessdays of their return. Itemized reimbursable local travel expenses should be submitted to your supervisorwithin one month of incurring those expenses.The following are reimbursable:

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If a legal holiday falls on a Saturday, the preceding business day shall be observed as the legal holiday. Ifthe holiday falls on a Sunday, the following business day shall be observed as the legal holiday. Anyemployee absent the day prior to or immediately following a holiday will receive holiday pay only withDirector's approval.B. FAMILY & MEDICAL LEAVES OF ABSENCEThe Family and Medical Leave Act (FMLA) provides eligible employees with up to 12 workweeks ofunpaid leave for certain family and medical reasons during a 12-month period. During this leave, aneligible employee is entitled to continued group health plan coverage as if the employee had continued towork. At the conclusion of the leave, subject to some exceptions, an employee generally has a right toreturn to the same or to an equivalent position.Employee Eligibility CriteriaTo be eligible for FMLA leave, an employee must have been employed by the Maryland Food Battlc

for at least 12 months (which need not be consecutive); for at least 1,250 hours during the 12 month period immediately preceding the commencement ofthe leave; and at a worksite (a) with 50 or more employees; or (b) where 50 or more employees are locatedwithin 75 miles of the worksite.

Events Which May Entitle An Employee to FMLA LeaveFMLA leave may be taken for anyone, or for a combination of, the following reasons:

the birth of the employee's child or to care for the newborn child; the placement of a child with the employee for adoption / foster care, or to care for the newly

placed child; to care for the employee's spouse, child, or parent (but not in-law) with a serious healthcondition; and/or the employee's own serious health condition that makes the employee unable to perform one ormore of the essential functions of his or her job.NOTE: A "serious health conditioll" is all injury, i11l1ess, impairmellt, or physical or mentalcondition that involves illpatiellt care or cOlltinuing treatment by a health care provider.

How Much FMLA Leave May Be Taken --- The 12-Jl;fonfh PeriodAn eligible employee is entitled to up to 12 workweeks of unpaid leave during a 12-month period forany FMLA qualifying reason(s). The 12-month period is a rolling 12-month period measured backwardfrom the date an employee uses any FMLA leave. Therefore, it is !1!!l. possible for an employee to takeall or part ofhislher FMLA leave at the conclusion of one year and to take an additional 12 weeks at thebeginning of the following year.Limitations on FMLA LeaveLeave to care for a newborn or for a newly placed child must conclude within 12 months after the birthor placement of the child.

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The Maryland Food Bank, at its expense, may require an examination by a second health care providerdesignated by the Maryland Food Bank if the company has a reasonable question regarding the medicalcertification provided by the employee. The Maryland Food Bank may: (I ) with the employee'spermission, have a designated health care provider contact the employee's health care provider in aneffort to clarify 01' authenticate the initial certification; and/or (2) require the employee to obtain a secondopinion by an independent Food Bank-designated provider at the Maryland Food Bank's expense. If theinitial and second certifications differ, the Maryland Food Bank may, at its expense, require theemployee to obtain a third, final and binding celiification tt-om ajointly selected health care provider.During FMLA leave, the Maryland Food Bank may request that the employee provide recertification ofa serious health condition at intervals in accordance with the FMLA. In addition, during FMLA leave,the employee must provide the Maryland Food Bank with periodic reports regarding the employee'sstatus and intent to retum to work. If the employee's anticipated return to work date changes and itbecomes necessary for the employee to take more or less leave than originally anticipated, the employeemust provide the Maryland Food Bank with reasonable notice (i.e., within 2 business days) of theemployee's changed circumstances and new return to work date. If the employee gives the Maryland. .Food Bank notice of the employee's intent not to return to work, the employee will be considered to havevoluntarily resigned.Before the employee returns to work from FMLA leave due to the employee's own serious healthcondition, the employee may be required to submit a fitness for duty celiification from the employee'shealth care provider, with respect to the condition for which the leave was taken, stating that theemployee is able to resume work.FMLA leave or retum to work may be delayed or denied if the appropriate documentation is notprovided in a timely manner. Also, a failure to provide requested documentation of the reason for anabsence from work may lead to tetmination of employment.Use of Paid and Unpaid LeaveFMLA provides eligible employees with up to 12 workweeks of unpaid leave. If an employee hasaccrued paid leave (e.g., vacation, sick leave, personal leave), the employee will be required to use anyqualifYing paid leave first. "QualifYing paid leave" is leave that would otherwise be available to theemployee for the purpose for which the FMLA leave is taken. The remainder of the 12 workweeks ofleave, if any, will be unpaid FMLA leave. Any paid leave used for an FMLA qualifying reason will becharged against an employee's entitlement to FMLA leave. This includes leave for disability or workers'compensation injury / illness, provided that the leave meets FMLA requirements. The substitution ofpaid leave for unpaid leave does not extend the 12-workweek leave period.The FMLA gives the Maryland Food Bank the right to require that the employee use qualifying paidleave prior to taking unpaid FMLA leave. In the altemative, the employee may elect to use qualifYingpaid leave.Designation of LeaveThe Maryland Food Bank will notify the employee that leave has been designated as FMLA leave. TheMaryland Food Bank may provisionally designate the employee's leave as FMLA leave if the MarylandFood Bank has not received medical certification or has not otherwise been able to confirm that theemployee's leave qualifies as FMLA leave.Maintenance of Health Benefits

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personal leave of absence on the date scheduled shall be deemed to have voluntarily resigned.During any period of unpaid leave, the employee cannot accrue sick or vacation time.D. BEREAVEMENT LEAVE

All full-time employees may take up to three (3) days ofpaid excused absence from work in the event ofthe death of an immediate family member. "Immediate family" is defined to include spouse or domesticpartner, son, daughter, sister, brother, father, or mother, grandparent, grandchild, mother-in-law, father-in-law, brother-in-law, or sister-in-law.E. JURY DUTYLeave for jury duty shall be granted to all employees called to serve without loss of income or accruedvacation time. An employee's pay shall be continued at the normal rate and the employee shall sign overanY'payment checks received whiie on duty. Employees shall retain all seniority, fringe benefits, and anyother privileges or benefit of employment at the Food Bank while onjury duty. Employees subpoenaedto testify in court shall not suffer any reduction in pay by any reason of time spent away from hislher jobin response to said subpoena. Employees must present any summons or subpoena on the first workingday after receiving the notice.F. MILITARY LEAVE

Consistent with applicable law, you may be entitled to an unpaid or paid leave of absence to fulfillcertain military obligations. In addition, you may be eligible for reinstatement after your military leave iscompleted in accordance with applicable law. If you have any questions relating to military leave contactthe Human Resources Director.G. VACATIONAn employee aCCl1les vacation time from the first day of employment but is not eligible to take accruedvacation time until 90 days of service is completed. Personal leave may not be substituted for vacation ifan employee becomes il l during the scheduled vacation. An employee who retires shall be entitled totake full vacation during the year in which retirement occurs or receive payment for vacation earned butnot taken as of the retirement date. The beneficialY of a deceased employee shall be paid the full amountof vacation pay earned but not taken as of the last day of the work of the deceased employee.Each employee may take vacation time with full salary at such time as is mutually agreed upon withhis/her supervisor. Vacations may be taken in 8-hour increments or longer, based on the followingaccrual rate:Length of Service1-2 Years3-5 Years5 + Years

Vacation Accrued2 weeks - 3.08 hours per pay period (10 days annually)3 weeks - 4.62 hours per pay period (15 days annually)4 weeks - 6.15 hours per pay period (20 days annually)

The maximum vacation accrual is 200 hours. Employees MUST take a minimum of 1 full week per year.Employees are entitled to vacation leave upon the approval of the Chief Executive Officer. Approval istypically granted so long as the leave does not unduly disrupt the Maryland Fo'od Bank's operations. In

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need to take care of personal business during the normal workday. It instituted personal and vacationleave to provide for these needs as they arise. Employees may also qualifY for a leave of absence fortheir own major illness, the major illness of a family member, the birth or adoption of a child, workers'compensation injury or military andlor National Guard duty. Having provided for these situations, it isimpoitant to remember that excessive absenteeism, tardiness and/or leaving early causes otheremployees within the organization to have to bear the burden of filling in for the absent employee.Employees who are not on an approved leave of absence (personal or vacation leave) and are tardy orwho are absent from work will be subject to discipline, up to and including termination. (Note: Mostcompanies have abandoned allowing employees to be excused for illness with a doctor's note because itis very easy for an employee to get a doctor's note by simply calling hislher doctor. FMLA now takescare ofmost employees who are going to miss significant time without PTO to cover their absence. 1While the Maryland Food Bank reserves the right to immediately terminate an employee for any reasonor no reason at all, the following corrective action steps may be taken each time an employee is tardy oris absent fr0111 work (two tardies is the equivalent of one incident).:

First Incident Coaching SessionSecond Incident First Written WarningThird Incident Final written warning and two-day suspension (without pay)FOlllth Incident Tennination

Consecutive days of absence for the same reason are deemed to be one incident. I[the employee isabsent for more than two consecutive days, the employee must bring a doctor's note for those days to becounted as one incident. If at any time an employee corrects hislher excessive absentee/tardinessproblem and has no unexcused absences or tardiness during a six-month period, con'ective action, if itbecomes necessary again, should begin with a Coaching Session.If an employee, who has been with the company less than' 90 days, has an unexcused absence or is tardy,he/she will be issued a Final Written Warning for that occurrence. If an unexcused absence or tardinessoccurs again wi thin hislher first 90 days of employment, the employee is subject to immediatetermination. If the new employee has no further incidences during his/her first 90 days of employment,the Final Written Warning will revelt to a Coaching Session.Periodically, special circumstances will occur that warrant an employee being excused from workwithout sufficient personal or vacation leave to cover the absence. To ensure fairness throughout theorganization, these types of requests require the approval of the Director of Human Resources.

Occasionally an employee will exhibit a pattern of absenteeism or tardiness that must be corrected (i.e.,consistently missing a specific day of the week, the day before or after a holiday, the day before or aftera scheduled vacation). Such cases should be reviewed with Human Resources before issuing anycorrective action.Employees who are going to be absent, tardy, or leave early from work are responsible for notifying theirsupervisors as soon as possible, regardless ofwhether they have sufficient leave to cover the absences.Employees who are absent and tail to notify their supervisors will be subject to con'ective action forfailure to notify. Employees who have been absent three consecutive days without calling to speak withtheir supervisors will be considered to have voluntarily resigned.:20


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The substances that will be tested for are amphetamines, cannabinoids, cocaine, opiates, phencyclidine(PCP) and alcohol. Testing for the presence of alcohol will be conducted by analysis of breath. Testingfor the presence of the metabolites ofdrugs will be conducted by the analysis of urine.Any employee who tests positive will be terminated immediately.An employee will be subject to the same consequences of a positive test if he/she refuses the screeningor the test, adulterates or dilutes the specimen, substitutes the specimen with that from another person orsends an imposter, will not sign the required forms or refuses to cooperate in the testing process in such away that prevents completion of the test.ConsequencesOne of the goals of our drug-free workplace program is to encourage employees to voluntarily seek helpwith alcohol and/or drug problems. If, however, an individual violates the policy he/she will beterminated.In the case of applicants, if he or she violates the drug-free workplace policy, the offer of employmentmay be withdrawn. The applicant may reapply after one year and must successfully pass a pre-employment drug test.I f an employee violates the policy, he or site will be termillatedjrom employmellt.AssistanceThe Maryland Food Bank recognizes that alcohol and drug abuse and addiction are treatable illnesses.We also realize that early intervention and support improve the success of rehabilitation. To support ouremployees, our drug-free workplace policy:

Offers all employees and their family members assistance with alcohol and drug problemsthrough the Employee Assistance Program (EAP). Allows the use of accrued paid leave while seeking treatment for alcohol and other drugproblems.

Treatment for alcoholism and/or other drug use disorders may be covered by the employee benefit plan.However, the ultimate financial responsibility for recommended treatment belongs to the employee.ConfidentialityAll information received by the organization through the drug-free workplace program is confidentialcommunication. Access to this information is limited to those who have a legitimate need to know incompliance with relevant laws and management policies.Shared ResponsibilityA safe and productive drug-free workplace is achieved through cooperation and shared responsibility.Both employees and management have important roles to play. All employees must not report to workwhile their ability to perform job duties is impaired due to on- or off-duty use of alcohol or other drugs.III addition, employees are encouraged to:

Be concerned about working in a safe environment. Support fellow workers in seeking help. Use the Employee Assistance Program.

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you choose to work outside of your job and the outside employment competes with what is expected ofyou as an employee of the Food Bank such that it is preventing you from fulfilling your obligations tothe Food Bank, you will be ask to resign from the Food Bank or to quit the outside employment.E. EMPLOYMENT of RELATIVESWhen hiring new employees, it is the policy of the Maryland Foodbank not to hire members of theimmediate family of current employees or members of the board of directors. In the event that aMaryland Food Bank employee becomes a member of the immediate family of another employee, theyshall not work in the same department. The ChiefExecutive Officer may set additional conditions toassure that the presence of family members does not interfere with employees' productivity or createconflicts of interest.F. SUGGESTIONSEmployees are encouraged to make suggestions or offer ideas that would benefit the organization. TheMaryland Food Bank is always looking for suggestions that improve methods, procedures, and workingconditions, reduce costs or errors, and/or benefit its employees. Employees who wish to makeanonymous suggestions are encouraged to do so by placing them in the Suggestion Box located by thebulletin board. Employees who make suggestions that are used to substantially benefit the organizationand/or its employees may, in the Food Bank's absolute and sole discretion, be considered for anappreciation award. In addition, any suggestions used will be prominently publicized throughout theorganization.G. PERSONAL APPEARANCEWhile it is the intent of the Maryland Food Bank that all employees dress for their own comfort duringwork hours, the professional image of our organization is maintained, in pati, by the image that ouremployees present to customers, clients, vendors and other visitors.Employees working in office areas should dress conservatively and professionally. Business Casualdress is acceptable. Slacks, khakis, sport shirts, polo shirts (w/ collars), golf shirts, skirts, dresses, croppants, turtlenecks, sweaters and sandals are appropriate business casual clothing. The following items arenot appropriate: jeans, shorts, halter tops, beachwear, tank tops, tee shirts, work out attire (sweats),offensive/revealing clothing, torn or clothes with holes, oversized clothes and athletic shoes (tennisshoes).On Fridays, jeans, tee shilis (MFB only), sweatshilis (MFB only), and athletic shoes may be worn. Theremay be times when more customary business attire would be appropriate, for example, when clients arehere, when you meet a customer, vendor or are representing the company at an outside communityfunction.Uniforms are provided for those employees whose jobs require the wearing of one. Uniformedemployees must wear neat and clean uniforms at all times.For all employees, professional appearance also means that the organization expects you to maintaingood hygiene and grooming while working. Facial hair is pelmitted as long as it is neat and welltrimmed. Rings through the nose, eyebrow, tongue, or body parts other than the ear lobe that are visibleto the public may not be worn while working. All tattoos must be small in size or covered at all timesand may not be offensive in nature. Employees are expected to be conservative in the wearing ofmakeup, scented products, and hairstyles.

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enonnous mail volume.While it has always been Food Bank policy to generously donate product and materials tovarious charitable causes, no product or materials, including that put in any trash container,is to be removed from the building without first obtaining written permission from amanager. Anyone who removes product or materials without proper authority may beterminated.K. SEARCHAccess to Maryland Food Banks' premises is conditioned upon its right to inspect or search the person,vehicle, or personal effects of any employee or visitor. This may include any employee's office, desk,file cabinet, closet, locker, computer files, or similar places. Because even a routine inspection or searchmight result in the viewing of an employee's personal possessions, employees are encouraged not tobring any item ofpersonal property into the workplace that they do not want revealed to theorganization. . ,Any prohibited materials (or materials that may be found to be prohibited) that are found in anemployee's possession during an inspection or search will be collected by management and placed in asealed container or envelope.The employee's name, date, circumstances under which the materials were collected, and by whom theywere collected will be recorded and attached to the container or written upon the envelope. If, afterfmiher investigation, the collected materials prove not to be prohibited, they will be returned to theemployee and the employee will sign a receipt for the contents. If the prohibited materials prove to beillegal and/or dangerous, they will not be returned to the employee, but will be turned over to theappropriate law enforcement agency.From time to time and without prior announcement, inspections or searches may be made of anyoneentering, leaving, or on the premises or property of the company (including alcohol and/or dtug screensor other testing). Refusal to cooperate in such an inspection or search (including alcohol and/or drugscreens) is grounds for termination.L. VIOLENCE in the WORKPLACEThe safety and security of all employees is of primary impOliance at the Maryland Food Bank. Threats,stalking, threatening and abusive behavior, or acts of violence against employees, visitors, customers[clients], and/or company facilities or property by anyone on company property, on a company-controlled site, or in connection with company employment or company business will not be tolerated(even those made in jest). Violations of this policy will lead to corrective action up to and includingtermination andlor referral to appropriate law enforcement agencies for arrest and prosecution. TheMaryland Food Bank reserves the right to take any necessary legal action to protect its employees.Any person who makes threats, stalks, exhibits threatening behavior, or engages in violent acts oncompany premises, on a company-controlled site, or in conneCtion with company employment orcompany business shall be removed from the premises as quickly as safety permits and shall remain offcompany premises pending the outcome of an investigation. Following investigation, the organizationwill initiate an immediate and appropriate response. This response may include but is not limited tosuspension and/or termination of any business relationship, reassignment of ob duties, suspension ortermination of employment, and/or civil or criminal prosecution of the person or persons involved.All employees are respollsiblefo r lIotifj'illg Ilumagemellt of Illly threats that they IVitlless 01'

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The failure to repoli loss, damage or breakage of Food Bank property or the failure to repoli anyjob-related injury, illness or accident.Gambling or promoting gambling during working hours andlor on Food Bank premises at anytime.Having personal visitors; excessive use of, or making or receiving personal phone calls duringworking hours, except in case of emergency.RESOLVING EMPLOYEE CONFLICTS

The success of the Food Bank depends on effective teamwork, yet there can be honest differences ofopinion. Conflicts should be discussed with your supervisor. Your supervisor wiII try to help youunderstand and resolve work-related problems. If the supervisor is unable to help, or if the problem is ofa confidential nature, please speak with the supervisor's superior or the Human Resource Director.DISCIPLINARY ACTIONThe Maryland Food Bank reserves the right to take any disciplinary action, which the company, in itsabsolute and sole discretion, deems to be in the best interests of the organization.All employment with the Maryland Food bank is "at wiII".It should be fully understood that the board of directors expects the day-to-day management of theMaryland Food Bank to be the responsibility of the ChiefExecutive Officer and the various designatedsupervisors. It is the policy of the Maryland Food Bank to provide employees with a procedure wherebyproblems that cannot be worked out at the supervisory level or are of such a nature they involve issuesbroader than one department, are heard and acted upon to ensure a productive, efficient, and hannoniouswork environment.P. EMPLOYEE RESIGNATIONS

1. NOTICE REQUIREMENTSThe Maryland Food Bank requires its employees to provide at least two weeks written notice of anyintent to resign from employment.

2. FINAL PAYCHECKEmployee must return all property belonging to the Food Bank, including keys to buildings and vehicles,before receiving their final paycheck. If applicable, employees shall complete all required administrativepaperwork, and provide an accounting of any funds, travel advances, or cash advances entrusted in theircare and return all portions thereof. Failure to comply with this policy may result in a credit owed to theMaryland Food Bank. The last paycheck will be issued on the next regularly scheduled payday.VI. SAFETYA. INJURY I ILLNESS ON THE JOBAny employee reporting an on-the-job injury or illness will receive immediate and appropriate medicaltreatment. All applicable federal, state, and local laws or regulations pertaining to occupational iqjuriesor illnesses will be followed and complied with at all times.

MFB Handbook

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Transcript of MFB Handbook