Aatc employee handbook final 2010 (2)

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  • 1. AATC Employee Handbook-Rev2010 Page 1 of 71 Atlanta Airlines Terminal Corporation Hartsfield-Jackson Atlanta International Airport EMPLOYEE HANDBOOK Second Edition, January 2010
  • 2. AATC Employee Handbook-Rev2010 Page 2 of 71 Table of Contents SECTION 1 INTRODUCTION.......................................................................................6 1.0 The Company ...........................................................................................6 1.1 Vision ......................................................................................................6 1.2 Mission ....................................................................................................6 1.3 Values......................................................................................................7 1.4 Client Relations.........................................................................................7 1.5 Equal Employment Opportunity Policy........................................................7 1.6 Employment at Will...................................................................................8 1.7 Harassment...............................................................................................8 1.8 Safety.....................................................................................................10 1.8.1 Safety Rules .....................................................................................11 1.8.2 Hazardous Wastes............................................................................12 1.8.3 Reporting Injuries and Accidents .......................................................12 1.8.4 Weapons in the Workplace ................................................................12 1.9 Drug-Free Workplace ..............................................................................13 1.9.1 Prohibitions.....................................................................................13 1.9.2 Drug Awareness Program.................................................................14 1.9.3 Disciplinary Actions .........................................................................15 SECTION 2 EMPLOYMENT......................................................................................17 2.0 Personnel Administration .........................................................................17 2.1 Personnel Records ...................................................................................17 2.1.1 Contents of Personnel Files...............................................................17 2.1.2 Employee Information.......................................................................18 2.1.3 Employee's Request for Review of Personnel Records ..........................18 2.1.4 Management Review of Personnel Files..............................................18 2.2 Service ...................................................................................................18 2.2.1 Employee Categories ........................................................................19 2.2.2 Job Posting Procedures ....................................................................19 2.2.3 Employment of Relatives/Employees in Personal Relationships.............19 2.2.4 Employment of Minors......................................................................20 2.2.5 Promotions......................................................................................20 2.2.6 Transfer of Employees ......................................................................20 2.2.7 Introductory Period..........................................................................20 2.2.8 Outside Employment.........................................................................21 2.3 New Employees ......................................................................................21 2.3.1 Application for Employment ..............................................................21 2.3.2 Confirmation of Previous Employment ...............................................22 2.3.3 Compliance Information ...................................................................22 2.3.4 Immigration and Naturalization.........................................................22 2.3.5 Physical Examination Prior to Employment ........................................22
  • 3. AATC Employee Handbook-Rev2010 Page 3 of 71 2.3.6 Screening and Testing ......................................................................22 2.3.7 Motor Vehicle Record (MVR) Inquiry.................................................23 2.4 Employee Suggestion Program..........................................................23 SECTION 3 COMPENSATION & BENEFITS................................................................25 3.0 Benefit Eligibility....................................................................................25 3.1 Payroll Information .................................................................................25 3.1.1 Time Records...................................................................................25 3.1.2 Pay Periods.....................................................................................25 3.1.3 Salary Compensation for Partial Pay Period ......................................25 3.1.4 Payroll Deductions ..........................................................................26 3.1.5 Overtime.........................................................................................26 3.1.6 Payroll Errors .................................................................................26 3.1.7 Garnishment of Employee Wages.......................................................26 3.1.8 Authorized Check Pickup ..................................................................27 3.1.9 Pay at Time of Separation.................................................................27 3.2 Vacation & Holidays ...............................................................................27 3.2.1 Vacation Eligibility ..........................................................................27 3.2.2 Vacation Schedules ..........................................................................28 3.2.3 Vacation Pay...................................................................................28 3.2.4 Holidays .........................................................................................28 3.2.5 Floating Holidays/Personal Days ......................................................29 3.3 Attendance & Leave................................................................................30 3.3.1 Sick Leave Policy.............................................................................30 3.3.2 Sick Leave Credit Limit ....................................................................30 3.3.3 Sick Leave Policy – Usage ................................................................31 3.3.4 Medical, Dental and Optical Appointments.........................................31 3.3.5 Exhaustion of Accumulated Sick Leave...............................................31 3.3.6 Funeral, Emergency Leave...............................................................32 3.3.7 Civic Leave or Jury Duty ..................................................................32 3.3.8 Voting.............................................................................................32 3.3.9 Military Leave .................................................................................32 3.3.10 Family and Medical Leave (FMLA) ...................................................33 3.3.11 Personal Leave of Absence................................................................42 3.4 Insurance................................................................................................43 3.4.1 Hospitalization and Medical Insurance ..............................................43 3.4.2 Continuation of Group Health Insurance (COBRA).............................43 3.4.3 Life Insurance..................................................................................45 3.4.4 Long-Term Disability Insurance ........................................................45 3.4.5 Social Security.................................................................................45 3.4.6 Workers' Compensation....................................................................45 3.4.7 Unemployment Compensation ...........................................................45 3.5 Savings Plan 401 (K)...............................................................................45 3.6 Miscellaneous Benefits ............................................................................46 3.6.1 Break Room.....................................................................................46
  • 4. AATC Employee Handbook-Rev2010 Page 4 of 71 3.6.2 Employee Discounts .........................................................................46 3.6.3 Educational Assistance .....................................................................47 SECTION 4 EMPLOYEE RESPONSIBILITIES...............................................................49 4.1 Work Schedules ......................................................................................49 4.1.1 Working Hours.................................................................................49 4.1.2 Salaried Employees ..........................................................................49 4.1.3 Hourly Employees ............................................................................49 4.2 Tardy Arrivals.........................................................................................49 4.2.1 Disciplinary Action..................................................................................50 4.2.2 Non-Scheduled Incidents....................................................................50 4.2.3 Attendance Counseling .....................................................................50 4.3 Clean Workplace..............................................................................51 4.4 Legal & Ethical Conduct..........................................................................51 4.4.1 Ethical Standards.............................................................................51 4.4.2 Conflicts of Interest ..........................................................................52 4.4.3 Personal Conduct.............................................................................53 4.4.4 Confidentiality .................................................................................53 4.4.5 Bribes, Kickbacks and Illegal Payments..............................................53 4.4.6 Patents and Copyrights.....................................................................53 4.4.7 Projects Related to AATC..................................................................53 4.4.8 Conflict and Non-Compliance Reporting ............................................54 4.5 Misconduct.............................................................................................55 4.5.1 Serious Misconduct ..........................................................................55 4.5.2 Very Serious Misconduct...................................................................56 4.5.3 Inexcusable Misconduct ....................................................................57 4.5.4 Misconduct Investigations .................................................................58 4.6 Transportation & Travel...........................................................................58 4.6.1 Company-Owned/Leased Vehicles......................................................59 4.6.2 Personal Vehicles.............................................................................59 4.6.3 Living Expense Allowance.................................................................59 4.6.4 Other Travel Expenses......................................................................59 4.6.5 Expense Records ..............................................................................60 4.6.6 Travel Advances...............................................................................60 4.6.7 Expense Reimbursement – Third Party ...............................................60 4.6.8 Expense Policies – Violations ............................................................60 4.6.9 Company Credit Cards .....................................................................60 4.7 Appearance & Belongings........................................................................60 4.7.1 Personal Appearance........................................................................61 4.7.2 Business Attire .................................................................................61 4.7.3 Casual Attire....................................................................................61 47.4 Inappropriate Attire..........................................................................61 4.7.5 Uniforms .........................................................................................61 4.7.6 Personal Belongings.........................................................................62 4.7.7 Alcohol and Drugs ...........................................................................62
  • 5. AATC Employee Handbook-Rev2010 Page 5 of 71 4.7.8 Medication ......................................................................................62 4.7.9 Smoking Policy................................................................................62 4.8 Equipment & Facilities ............................................................................63 4.8.1 Parking...........................................................................................63 4.8.2 Computer, Network, and Telephone Use.............................................63 4.8.3 Motor Vehicle and Workplace Equipment Operation ...........................63 4.8.4 Safety Equipment .............................................................................63 4.8.5 Company Tools................................................................................64 4.8.6 Waste Prevention.............................................................................64 4.8.7 Theft...............................................................................................64 4.8.8 Security...........................................................................................65 4.8.9 Bulletin Board .................................................................................65 EMPLOYEE HANDBOOK FORMS.............................................................................66 ACKNOWLEDGEMENT OF RECEIPT AND UNDERSTANDING.....................67 STATEMENT OF LEGAL AND ETHICAL BUSINESS CONDUCT ...................68 DRUG-FREE WORKPLACE POLICY EMPLOYEE ACKNOWLEDGEMENT....70
  • 6. AATC Employee Handbook-Rev2010 Page 6 of 71 Section 1 Introduction 1.0 The Company Atlanta Airlines Terminal Corporations (AATC) was formed in 1979 to fulfill Contracting Airlines’ lease requirement to operate and maintain the Central Passenger Terminal Complex (CPTC) at Hartsfield-Jackson Atlanta International Airport. AATC was chartered under the precept that an airline owned and controlled management team would provide the most efficient operation and maintenance services. In joint-leased areas (corridors, ticketing lobby, transit mall, common ramp areas, etc.) AATC has full responsibility for all services including HVAC, housekeeping, systems & building maintenance, lost & found, security, and vertical transportation maintenance. In the exclusively leased facility (gate hold rooms; airline offices areas, etc.), AATC provides similar services as requested by lessee. Services are provided to the concessionaires and other airport tenants on a fully reimbursable basis. AATC is committed to delivering quality services on a timely basis at a reasonable cost while sustaining Hartsfield-Jackson Atlanta International Airport’s reputation as the world’s finest maintained passenger terminal complex. 1.1 Vision ―We aspire to‖ Attain long-term success by building on proven processes to achieve “world class” performance in all areas of responsibility. We will perform our work consistently with the highest standards of quality, safety and sustainability. We will be recognized for the superior skill of our people and our service providers and their ability to deliver exceptional results. We will be recognized as a leader in the industry, responding to its ever-changing needs with creative solutions, decisive action and our aggressive pursuit of excellence. 1.2 Mission ―We resolve to‖ Deliver ―world class‖ performance in airport facility maintenance and operations. Our passion for innovation, responsiveness and excellence will provide outstanding value to our Shareholders and our customers.
  • 7. AATC Employee Handbook-Rev2010 Page 7 of 71 1.3 Values ―We believe in‖ Absolute commitment to life safety Building relationships based on trust, respect, and integrity Dedication to quality services The relentless pursuit of customer satisfaction Respect for the environment Continuous improvements Empowerment with accountability Teamwork and collaboration Responsiveness and a passion for excellence Ensuring our employees’ quality of life by maintaining an equitable balance between work and family 1.4 Client Relations The success of AATC depends upon the quality of the relationships between AATC, our employees, our clients, our contractors and the general public. Our clients’ impression of AATC and their interest and willingness to engage us is greatly affected by the people who serve them. Regardless of your position, you are a representative of AATC. If you promote goodwill, our clients will respect and appreciate you, AATC, and our services. 1.5 Equal Employment Opportunity Policy AATC is built upon teamwork and equal opportunity and is committed to implementing a program of nondiscrimination and affirmative action. The company subscribes to the principles of an equal opportunity employer and will recruit, interview, hire, classify, train, promote, demote, discipline, transfer, terminate, and set rates of pay or other compensation on the basis of merit and qualification without regard to race, religion, creed, color, national origin, disability, sex, age, genetic information, veteran status, or any other factor protected by applicable law. AATC also subscribes to equal employment opportunity for qualified individuals with a disability and in furtherance of that goal will provide reasonable accommodations, short of undue hardship, that will allow such individuals to perform the essential functions of their jobs and to enjoy equal access to the benefits and perquisites of employment. If you have a disability and need a reasonable accommodation, you should notify your supervisor or the Human Resources Administrator of that need as soon as you become aware of it. Any perceived violations of the AATC Equal Employment Opportunity Policy by an employee must be reported immediately to management or to the Human Resources Administrator. No employee will be retaliated against for reporting in
  • 8. AATC Employee Handbook-Rev2010 Page 8 of 71 good faith a perceived violation of the Equal Employment Opportunity Policy or for participating in good faith in any investigation of a perceived violation of the Equal Employment Opportunity Policy or in any proceeding or hearing involving alleged discrimination. Management and supervisory personnel will be responsible for maintaining a work environment that is free of racial, sexual, or any other form of harassment. AATC will cooperate with federal, state or local government agencies that have the responsibility to ensure our compliance with various laws relating to employment. Management will furnish such reports, records and other matters as are required by law in order to foster the program of equal opportunity for all persons regardless of race, creed, religion, color, sex, age, national origin, genetic information, veteran status, disability, or any other factor protected by applicable law according to the policies stated in the previous paragraphs. Management, individually and collectively, has the overall responsibility of carrying out AATC's Equal Employment Opportunity Policy in their respective work areas. 1.6 Employment at Will AATC may dismiss an employee who was hired for an indefinite period at any time and for any reason not prohibited by law or no reason, without incurring any liability to the employee. This general rule is often referred to as "employment at will.” All employment and compensation with AATC is “at will.” Neither AATC nor any of its managers or any other employee can guarantee a specific duration of employment. AATC recognizes that circumstances change with the passage of time and that some employees may seek opportunities elsewhere or choose to leave AATC for other reasons. Others may not fulfill the operational needs of AATC or changed circumstances may reduce available employment opportunities, which may result in involuntary terminations. Employees may leave employment at any time with or without a reason. Likewise, AATC reserves the right to terminate any employee at any time consistent with the provisions of federal, state, and local laws. This Employee Handbook is intended for informational purposes only and does not constitute an express or implied contract of employment. Nothing in this Employee Handbook should be construed as altering an employee’s status as an employee at will or as limiting in any way the rights of the employee and the company to terminate employment at any time and for any reason not prohibited by applicable law. 1.7 Harassment AATC is committed to providing a work environment that is free of discrimination. In keeping with this commitment, the company maintains a policy prohibiting unlawful harassment (and conduct that, while not unlawful, could reasonably be considered harassment), including sexual harassment. This policy prohibits harassment in any form, including verbal, physical, or
  • 9. AATC Employee Handbook-Rev2010 Page 9 of 71 visual, when the harassment is based on race, color, religion, sex, national origin, age, disability, genetic information, veteran status, or any other factor protected by applicable law. Sexual harassment is broadly defined as unwelcome sexual advances, requests for sexual favors, and other verbal or physical conduct of a sexual nature. Sexual harassment does not refer to occasional compliments of a socially acceptable nature. It does refer to any remarks or actions of a sexual nature that are not welcome and are likely to be viewed as personally offensive. This includes sexual flirtations; unwelcome physical or verbal advances; propositions; verbal abuse of a sexual nature; vulgar talk or jokes; degrading graphic or verbal comments of a sexual nature about an individual or his or her appearance; the display of sexually suggestive objects; and physical contact of a sexual or particularly personal nature. Cartoons, pictures, or other graphic materials that create a hostile or offensive working environment may also be considered as harassment. In addition, no one should imply or threaten that an employee or applicant’s “cooperation” with unwelcome sexual advances or requests for sexual favors (or refusal thereof) will have any effect on an individual’s employment, assignment, compensation, advancement, career development, or any other condition of employment. Prohibited harassment of a nonsexual nature is broadly defined as verbal or physical conduct that denigrates or shows hostility or aversion toward an individual because of that individual’s race, color, religion, gender, national origin, age, disability, genetic information, veteran status, or other status protected by applicable law and that -- - has the purpose or effect of creating an intimidating, hostile, or offensive work environment; - has the purpose or effect of unreasonably interfering with an individual’s work performance; or - otherwise adversely affects an individual’s work performance. Prohibited harassing conduct includes epithets, slurs, negative stereotyping, and threatening, intimidating, or hostile acts that relate to race, color, religion, gender, national origin, age, disability, genetic information, veteran status, or other factor protected by applicable law; and written or graphic material (for example, pictures or cartoons) posted or circulated in the workplace that denigrates or shows hostility or aversion toward an individual or group because of race, color, religion, gender, national origin, age, disability, genetic information, veteran status, or other factor protected by applicable law. All harassing conduct prohibited by this Policy, whether committed by management or nonmanagement personnel or by third parties (for example, customers, vendors) with whom employees come into contact in the course of their jobs, is strictly prohibited and will bring prompt and certain disciplinary action, including possible termination, or other appropriate remedial action. No
  • 10. AATC Employee Handbook-Rev2010 Page 10 of 71 one has the authority to engage in this kind of unacceptable behavior, and the company will not tolerate it. If you have witnessed harassment of others or if you believe you have been harassed in violation of this Policy, you should promptly report, without fear of reprisal, the facts of the incident and the name(s) of the individual(s) involved to your immediate supervisor, or to a higher company official, or to the Human Resources Administrator. The company will not retaliate or take any adverse action against an employee for truthfully reporting conduct that the employee in good faith believes to be in violation of this Policy or for participating in good faith in an investigation of alleged harassment or in any proceeding or hearing relating to alleged harassment. Supervisors should immediately report any incidents of harassment to the Human Resources Administrator or to the President of the company. The Human Resources Department or a person designated by the Human Resources Administrator will investigate all such claims and take appropriate corrective action. However, if the complaint of harassment relates to an employee in the Human Resources Department, the complaint will be investigated and resolved by a neutral management official outside that department or by another qualified person outside that department who is designated by the President of the company. All harassment complaints will be treated in the strictest confidence possible under the particular circumstances. 1.8 Safety AATC is committed to the safety of its employees and its property and equipment. To this end, we will utilize a safety program in our daily activities. Disregard of any company safety rule and regulation may result in disciplinary action including termination of employment. It is necessary that AATC establish safety rules and regulations to be observed by all employees at all times. With regard to these rules, the following will be considered standard procedure for all employees: All questions concerning the reason for doing something in a certain manner may be asked of any member of management at any time. The employee will inform their Manager or the Human Resources Administrator in the event that a safety regulation is modified that may compromise an employee's safety. Employee's decisions will always be guided by AATC's commitment to safety. When a hazardous situation or condition exists and a decision has to be made on safety or production, safety concerns will always take precedence over production. It is the responsibility of each Manager and Supervisor to see that every employee at AATC is provided with safe working conditions, all safety regulations are observed and employees use good common sense to protect themselves as well as others. Management and supervisors will periodically inspect working conditions and may suspend all work activity until an unsafe condition is corrected.
  • 11. AATC Employee Handbook-Rev2010 Page 11 of 71 The most important part of safety is the employee. It is the responsibility of each employee to abide by the safety rules; these rules are made for your protection. Employees are expected to immediately report any personal injury, however minor, and all dangerous conditions and practices to their Manager, Supervisor or the Human Resources Administrator. 1.8.1 Safety Rules Besides the following listed safety rules, each employee will make himself familiar with the workplace and check if there are any additional special safety rules in the designated work area. The first aid supply kit is located in the Communications Center. It is the responsibility of the Communications Center Supervisor to see that the kit remains well stocked. Know where the fire extinguishers are located and how to use them. All defective materials or tools must be brought to the attention of the supervisor and not remain on the job. Wear safety glasses provided by AATC on jobs that require such devices. Wear hearing protection devices provided by AATC on jobs that require such devices. Wear clothes suited for the job. Practice good housekeeping. Keep work area clean and free from stumbling hazards, etc. Learn to lift the correct way. Bend knees. Keep back erect. Get help for heavy loads. No scuffling or horseplay on the job. Do not run within the work area. Do not allow raw material, finished goods or trash to be in aisles or stairways. Employees must be sure that their actions do not endanger other employees or airport patrons or damage company or personal property. Keep guards and protective devices in place at all times. Use tools only for their intended purposes. Do not use broken or dangerously dull tools. Do not attempt to operate special machinery or equipment without permission and instructions. Do not repair or adjust machinery while it is in operation and never oil moving parts except on equipment fitted with safeguards for this purpose.
  • 12. AATC Employee Handbook-Rev2010 Page 12 of 71 Driving on the ramp area is authorized for only those who have successfully completed the DOA Airside Operations driving training and have a “D” on their badge. Driving on the ramp must always be conducted in a safe manner and in accordance with all applicable regulations. Additional Safety information is available in the safety information packet provided upon hire. 1.8.2 Hazardous Wastes As a company, we are committed to preventing the creation or disposal of hazardous wastes that may contaminate the environment. AATC recognizes that hazardous wastes present immediate and long-term problems that threaten the life-sustaining capabilities of the Earth. Our goal is to manage existing wastes in the safest way and to lead our employees to the wisest use of all materials so that hazardous wastes are not produced. This will protect worker and community health, conserve resources and improve environmental quality. We should carefully choose materials that have been judged as non-hazardous whenever possible. Hazardous waste should be properly disposed of in accordance with Environmental Protection Agency (EPA) and Georgia Environmental Protection Division (EPD) regulations. In addition, no employee should ever knowingly dump hazardous wastes into the environment. Any employees handling hazardous waste will be trained in accordance with EPA, EPD and OSHA regulations to ensure they understand the proper handling and disposal of the materials being used. Employees encountering suspected hazardous waste should inform management immediately. 1.8.3 Reporting Injuries and Accidents Employees must advise the Human Resources Administrator and/or management of all accidents, injuries or illnesses that occur while at work. All accidents, injuries or illnesses that occur while at work must be reported immediately, no matter how slight they may appear. AATC will provide the proper forms for reporting job-related accidents, injuries and illnesses. Failure to report these occurrences may be cause for disciplinary action. Employees involved in an accident or work-related injury may be drug tested. In the event of a vehicular accident involving a company-owned vehicle or while on company business, employees will report all information immediately to management. In no instance will responsibility for an accident be expressed to anyone until the proper person in AATC has been notified and permission has been obtained to make statements. 1.8.4 Weapons in the Workplace Weapons of any kind are not permitted in the workplaceor within the designated employee parking areas regardless of the presence of a valid weapons permit.
  • 13. AATC Employee Handbook-Rev2010 Page 13 of 71 All personnel entering any building occupied by the company or any working area of the company are prohibited from carrying knives, handguns, firearms or other weapons of any kind, with the exception of security personnel who are acting within the scope of their responsibility of an official capacity and who may carry company-authorized weapons. A violation of the Weapons Policy may result in disciplinary action, up to and including termination of employment, at AATC's sole discretion. 1.9 Drug-Free Workplace In response to federal requirements for drug-free workplaces, and in keeping with AATC concern for the health and safety of its work force, AATC has instituted the following Drug-Free Workplace Policy: This policy certifies AATC's intent to maintain a drug-free workplace. The first section describes the prohibitions of this policy such as the manufacture, distribution, sale, possession or use of a controlled substance in the workplace. In addition, this policy creates an Employee Assistance Program that provides information on the dangers of workplace drug use to all employees as well as information about available private and community treatment facilities. The last section of this policy lists the disciplinary actions that employees will face for any violation of AATC's Drug-Free Workplace Policy. Finally, an employee acknowledgement must be signed and dated by each employee who receives a copy of this policy. The Drug-Free Workplace Act specifically requires AATC to notify each employee that, as a condition of employment, each employee must: Comply with AATC's Drug-Free Workplace Policy. Notify AATC of any conviction for drug-related offense committed in the workplace within five (5) days of conviction. Any employee who violates this company policy will be subject to disciplinary action including termination of employment. 1.9.1 Prohibitions AATC's Drug-Free Workplace Policy prohibits employees from engaging in any of the following activities: Use, possession, manufacture, distribution, dispensation or sale of illegal drugs on company premises (including the designated employee parking areas) or company business, in company supplied vehicles, or during working hours. Being under the influence of an illegally used controlled substance on company premises or while on company business, or while in company- supplied vehicles.
  • 14. AATC Employee Handbook-Rev2010 Page 14 of 71 Any possession, use, manufacture, distribution, dispensation or sale of illegal drugs off company premises that adversely affects the individual's work performance, their own safety or the safety of others at work, or AATC's regard or reputation in the community. Failure to notify AATC of any conviction under criminal drug statutes for a workplace offense within five (5) days of the conviction; Refusal to sign a statement to abide by AATC's Drug-Free Workplace policy. Unauthorized use of prescribed medicine that may adversely affect job performance. An employee undergoing prescribed medical treatment with a drug that may alter their ability to safely and effectively perform their job must report this prescription drug use to AATC's Human Resources Administrator. The Human Resources Administrator will determine whether a temporary change in the employee's job assignment or other employment action is warranted during the period of treatment. 1.9.2 Drug Awareness Program To assist employees and their families to understand and avoid the perils of drug abuse, AATC has developed a comprehensive Drug Awareness Program. AATC uses this program in an educational effort to prevent and eliminate drug abuse that may affect the workplace. AATC’s Drug Awareness Program consists of the following: Dangers of drug abuse in the workplace. AATC's Drug-Free Workplace Policy. The availability of treatment and counseling for employees who voluntarily seek such assistance. Disciplinary actions for violations of AATC's Drug-Free Workplace Policy. Employees of AATC are our most valuable resource and, for that reason, their health and safety is our number one concern. Any illegal drug use that imperils the health and well-being of our employees or threatens our business will not be tolerated. The use of illegal drugs and abuse of other controlled substances on or off duty is inconsistent with the law-abiding behavior expected of citizens. Employees who use illegal drugs or abuse other controlled substances on or off duty tend to be less productive, less reliable, and prone to greater absenteeism. This, in turn, can result in increased costs, delays and risks to AATC's business. Drug use in the workplace puts the health and safety of the abuser and all other workers around them at increased risk. Employees have the right to work in a drug-free environment. In addition, drug abuse inflicts a terrible toll on the
  • 15. AATC Employee Handbook-Rev2010 Page 15 of 71 nation's productive resources and the health and well-being of American workers. Early recognition and treatment of drug abuse is important for successful rehabilitation. Whenever feasible, AATC will assist employees in overcoming drug abuse by providing information on treatment opportunities and programs. However, the decision to seek diagnosis and accept treatment for drug abuse is primarily the individual employee's responsibility. Employees with drug abuse problems may request assistance from management. AATC will treat such requests confidentially and, where appropriate, will refer the employee to the appropriate treatment and counseling services. Employees who voluntarily request AATC's assistance in dealing with a drug abuse problem before being charged with a violation of company policy or any other disciplinary offense may do so without jeopardizing their continued employment, provided they strictly adhere to the terms of their treatment and counseling program. At a minimum, these terms include the immediate cessation of any illegal use of drugs, and participation, where required by a program, in periodic unannounced testing for a twenty-four (24) month period following enrollment in the program or other post-enrollment drug testing. Voluntary requests for assistance from employees will not, however, prevent disciplinary action for any violation of AATC's Drug-Free Workplace Policy or for violations of other company policies. AATC has a "zero tolerance" level program. AATC is committed to maintaining a safe workplace free from the influence of illegally used drugs. All employees are hereby notified that AATC will comply with the requirements of the Drug- Free Workplace Act of 1988, and all applicable regulations issued thereunder, as well as, when applicable, any more stringent rules created by other laws or government agencies. AATC's Drug Awareness Program does not create an employment contract between the employer and employee. Furthermore, AATC has the sole right to modify the policy and program at any time. 1.9.3 Disciplinary Actions A violation of AATC's Drug-Free Workplace Policy may result in disciplinary action, up to and including termination of employment, at AATC's sole discretion. In addition to any disciplinary action, AATC may, in its sole discretion, refer the employee to a treatment and counseling program for drug abuse. Employees referred to such a program by AATC must immediately cease any illegal drug use, may be subject to periodic unannounced drug testing for a period of twenty-four (24) months, and must comply with all other conditions of the treatment and counseling program. AATC shall determine whether an employee, if referred for drug treatment and counseling, will be temporarily reassigned to another position for safety
  • 16. AATC Employee Handbook-Rev2010 Page 16 of 71 reasons. AATC will promptly terminate any employee who tests positive for illegal use of drugs while undergoing treatment and counseling for drug abuse.
  • 17. AATC Employee Handbook-Rev2010 Page 17 of 71 Section 2 Employment 2.0 Personnel Administration AATC has established a Human Resources (HR) Administrator or point-of- contact, which is responsible for personnel administration. Questions regarding your employment and this Employee Handbook will be addressed to the Human Resources Administrator. 2.1 Personnel Records AATC will maintain a personnel file on each employee. An employee's personnel record begins with their completed employment application form and resume. From time to time information may be added to this personnel record regarding an individual's employment status with AATC. Personnel records are the property of AATC and will be treated the same as any other confidential company information. The following provisions apply with respect to AATC's standards for establishing, maintaining and handling employee personnel records: All official records concerning an employee will be kept up to date and all employees shall promptly report all pertinent personal information and data changes to the Human Resources Administrator. Employees may be permitted to review their personnel records at reasonable times at the company’s discretion. The personnel file of an employee terminating employment will be maintained for a minimum of (six) 6 years. 2.1.1 Contents of Personnel Files Employee personnel records will include the following (but may be filed separately): Original Employment Application. I-9 Form (filed separately). Performance Appraisal Reports. Disciplinary action. Special commendations. Education achievement. Status changes affecting employee's work and salary history. Employee's resume. Other relevant documents as determined by management.
  • 18. AATC Employee Handbook-Rev2010 Page 18 of 71 2.1.2 Employee Information Employees are asked to help keep AATC informed about any major change in personal information that may affect their benefits, tax withholdings, or other employment-related matters. Important changes to report to the Human Resources Administrator include: Name. Address. Home telephone number. Marital status. Number of dependents. Emergency telephone numbers and whom to notify in case of emergency. Change of beneficiary. Authorized payroll deductions. Additional education and special training courses. 2.1.3 Employee's Request for Review of Personnel Records The following provisions apply with respect to an employee's request to review their personnel record: The Human Resources Administrator will have the responsibility of coordinating the timing of any permitted review of an employee's personnel records with the employee's immediate supervisor. A member of HR Department must be present while the employee reviews their personnel file. The employee may take notes, but may not add to, remove, deface or otherwise make notations on the documents in their personnel file. Photocopies may be made available by request to the Human Resources Administrator. 2.1.4 Management Review of Personnel Files All information in employee personnel files is considered confidential. This information will only be available to the HR Administrator, Executive Director, Deputy Executive Director and the immediate Management personnel, who are responsible for the employee. Violation of this policy is considered a very serious offense. 2.2 Service Management shall make every effort to accommodate employees during their transition into or out of service with AATC.
  • 19. AATC Employee Handbook-Rev2010 Page 19 of 71 2.2.1 Employee Categories Company policies apply to all categories of employees. Employees are divided into the following categories for the purpose of compensation and benefits. Full-Time: Employees hired full time (at least 40 hours a week) on a full workweek basis are considered full-time employees for compensation and benefit purposes. Part-Time: Employees whose work schedule is less than full time (less than 40 hours a week) on a full work week basis are part-time employees for all compensation and benefit purposes. Temporary: Employees hired as temporary replacement for full-time or part-time employees, or for short periods of employment such as summer month, peak periods and vacations are considered temporary employees. Temporary employees are not eligible for benefits regardless of the number of hours or weeks worked. Regular: Employees who are not hired as temporary employees are considered regular employees. Exempt employees are employees who, because of their duties and responsibilities and level of decision making authority, are exempt from the overtime provisions of the Fair Labor Standards Act (FLSA). Non-exempt employees are employees who, because of the type of duties performed, the usual level of decision making authority, and the method of compensation, are subject to all Fair Labor Standards Act (FLSA) provisions including the payment of overtime. Non-exempt employees are required to account for hours and fractional hours worked. 2.2.2 Job Posting Procedures Employees will be notified of available internal positions via posting on the AATC bulletin board. Positions are normally posted for a period of one (1) week. The applicable contact person will be included on the posting notice. 2.2.3 Employment of Relatives/Employees in Personal Relationships AATC discourages the employment of close relatives. However, under certain conditions, management may waive this policy in favor of employing close relatives within the same payroll area. Close relatives are defined as: spouse, mother, father, son, daughter, brother, sister, grandparent or in-laws. Awarding jobs, promotions, pay increases and other advantages to relatives or friends without consideration of qualifications and performance will not be tolerated. Family members will not be allowed to directly supervise another family member. Employees that enter into a personal relationship, non-work related, will not be allowed to supervise the other. Employees must disclose to the Human Resources Administrator all family relationships (whether by blood, marriage, or adoption) with other AATC employees, regardless of the positions currently held by the related employees.
  • 20. AATC Employee Handbook-Rev2010 Page 20 of 71 Employees who are in or who enter into intimate or romantic personal relationships with other AATC employees must disclose those relationships to the Human Resources Administrator. If the Human Resources Administrator is related to or involved in an intimate or romantic relationship with another AATC employee, both affected employees must disclose the relationship or family status to the Executive Director of AATC. Employees who fail to make these required disclosures will be subject to discipline, up to and including termination of employment. Notice of a familial or personal relationship will be treated as confidential and will be disclosed to persons within the company only on a “need to know” basis or to any other individual as may be required by law. In each case in which a family relationship or an intimate or romantic relationship exists between AATC employees, the company reserves the right to determine in its sole discretion whether the relationship may adversely affect the company and to take what it deems to be appropriate personnel action, including but not limited to the reassignment or termination of one or more of the affected employees. 2.2.4 Employment of Minors AATC will fully comply with the Child Labor provisions of the Fair Labor Standards Act and applicable state statutes, which govern the employment of minors. Due to increasingly stringent federal and state laws, employees must be 16 years of age in order to be employed by Atlanta Airlines Terminal Corporation. If the position for which the minor is being hired requires working with or around heavy machinery, the age requirement is 18 years of age. 2.2.5 Promotions Promotions within AATC will be based on such factors as quality of work, prior job performance, experience, educational background, attendance, safety record and the ability to work well with others. 2.2.6 Transfer of Employees Transfer of employees for AATC’s convenience may be made to meet company requirements. Requests for transfer by employees should be made in writing and given to the Human Resources Administrator for consideration and approval before interviewing with a Hiring Manager for another position. Employees should discuss their desire to transfer with their current supervisor. The Hiring Manager should contact the employee's current supervisor only after receiving the employee’s written consent. A transfer may be made if management determines it is in the best interest of the company and the employee. The timing of any transfer should be planned so that ongoing commitments are not jeopardized. Employees interested in transfer opportunities should contact the Human Resources Administrator. 2.2.7 Introductory Period During the first six months of employment, AATC and the new employee are given an opportunity to evaluate the suitability of the employee for the position
  • 21. AATC Employee Handbook-Rev2010 Page 21 of 71 he or she holds. During the introductory period, employees are not eligible to use certain benefits, such as vacation and paid sick leave. See the individual policies on employee benefits for more information. Employees who complete the six-month introductory period will be given an evaluation by their manager at the end of the period. The existence of the introductory period should not be interpreted as a guarantee of employment for a six-month period, and the successful completion of the introductory period does not provide any enhanced right to continued employment. At any time during or after the introductory period, the employee or the company may terminate the employment relationship for any reason not prohibited by law or no reason. 2.2.8 Outside Employment AATC makes every effort to keep its employees as fully employed as possible and at a fair rate of pay. When an employee is on the job, this means that 100% of their effort is required. If an employee chooses to work outside of their job and the outside work competes with what is expected of them as an AATC employee, opportunities for promotion and advancement with AATC may be limited by their decision. In certain instances, outside employment may be a direct violation of AATC policy when such employment results in a conflict of interest. If management feels that outside employment interferes with or prohibits an employee from fulfilling their obligations to AATC or poses a potential conflict of interest, the employee will be asked to resign from AATC or to leave their outside employment. Employees must disclose any existing or anticipated outside employment details to the Human Resources Administrator so that we can determine whether the outside employment is or would be incompatible with the employee’s job with AATC. No employee may accept an outside employment opportunity unless it has first been approved by the company. Employees are disqualified from using sick leave pay for absences arising from outside employment. 2.3 New Employees AATC has established a Human Resources Administrator, which is responsible for personnel administration. Questions regarding your employment and this employee handbook may be addressed to the Human Resources Administrator. 2.3.1 Application for Employment All candidates for employment must fully complete, date and sign the standard AATC employment application form. The form will be completed in detail and signed by the applicant to verify the accuracy and completeness of previous employment and personal information and all other information requested on the application form. AATC may investigate any portion of the requested information and may deny employment to or later terminate the employment of anyone for giving false or incomplete information.
  • 22. AATC Employee Handbook-Rev2010 Page 22 of 71 It is essential that all applicants sign their employment application. The signature provides specific protection for AATC on several important terms and conditions. The completed application and resume will be made part of the personnel file of those applicants accepted for employment. 2.3.2 Confirmation of Previous Employment In connection with an application for employment, AATC, at its discretion, will request information from the prospective employee's previous employers relative to the individual’s work record. Additionally, AATC may conduct a pre- employment credit check, criminal record check, or other background check on applicants who are offered and accept employment. Offers of employment may be conditioned on the satisfactory outcome of such background checks. 2.3.3 Compliance Information In order for AATC to comply with government regulations regarding equal employment opportunities, it is necessary for AATC to compile and maintain detailed information on each formal candidate for employment and those who are hired. This information will include the candidate's or employee's sex and race. Applicants will be asked to provide this information voluntarily, and an individual’s failure to provide this information will not disqualify the individual from employment or affect employment status. 2.3.4 Immigration and Naturalization Federal law requires that new hires provide specific information about their eligibility to work in the United States within three (3) days of commencing employment. New hires must complete Section 1 of Form I - 9 and provide AATC with specific documents to establish their identity and employment eligibility. Employees will not be allowed to continue employment without providing appropriate identification and employment-eligibility documents during the first three days of employment. 2.3.5 Physical Examination Prior to Employment For certain positions and under certain circumstances, a physical examination may be required prior to employment. A company-appointed physician at AATC’s expense will conduct this physical examination. When a physical examination prior to employment is requested, it will be conducted only after a conditional offer of employment has been extended to the individual, and employment and assignment will be conditional pending the receipt of a satisfactory physician's report. 2.3.6 Screening and Testing There may be times when it is necessary to screen and test an employee to determine what risks AATC may assume with employment of the individual. Screening and testing for security reasons and for drug or alcohol abuse may
  • 23. AATC Employee Handbook-Rev2010 Page 23 of 71 be required. Procedures such as psychological and medical laboratory tests will always be performed under the direction of a certified professional and according to the laws that apply. Psychological and medical tests will be administered only after a conditional offer of employment has been extended to the individual and all other pre-employment screening has been successfully completed. Personnel with a disability that would affect their ability to take a particular test shall advise Human Resources so that a suitable accommodation can be arranged. Medical documentation may be requested from the employee concerning a request for an accommodation. 2.3.7 Motor Vehicle Record (MVR) Inquiry Prospective employees expected to drive a company vehicle must provide AATC with current and acceptable motor vehicle driving information. Employment and assignment will be conditional pending the receipt of a satisfactory report from the Department of Revenue, Division of Motor Vehicles and a driving record acceptable to our insurer. If you drive a company vehicle as part of your job, any changes to your driving record must be reported to Human Resources in a timely manner. Employees authorized to drive a company vehicle are completely responsible for fines resulting from traffic violations. Only AATC employees are authorized to operate a company vehicle. 2.4 Employee Suggestion Program The Employee Suggestion Program provides employees with an opportunity to be rewarded for innovative and creative ideas that lead to immediate, near-term Company improvement. Any employee may submit a suggestion to improve AATC. Rewards range from cash to extra days of vacation and are within the complete discretion of AATC. An individual or group of employees can submit eligible suggestions that identify practical improvements to save some part of AATC time or money, improve quality, increase customer satisfaction, or identify new sources of revenue. Suggestions that are already within the employee's authority or responsibility to implement, consist of issues already under consideration, involve personal grievances or complaints, result in savings of less than $1,000 or concern policies or procedures that are not being followed or that are not being applied properly are not the focus of the program and will not qualify for a reward. Suggestions must be well-documented and include the employee’s name and immediate supervisor, statement of the problem, proposed solution, anticipated savings in terms of time, money, or quality, an estimate of the cost to AATC to realize the savings. The suggestion should provide as much other detail or specifics as may be feasible for evaluation. Incomplete suggestions will not qualify for a reward.
  • 24. AATC Employee Handbook-Rev2010 Page 24 of 71
  • 25. AATC Employee Handbook-Rev2010 Page 25 of 71 Section 3 Compensation & Benefits 3.0 Benefit Eligibility The term "eligible employee(s)" used in the following sections of this handbook refers to full time employee(s) unless otherwise designated. Employees will be advised of the status of their position when they are hired. Full-time employees are entitled to the benefits stated in this handbook provided they qualify for each individual benefit. Part-time employees are entitled to those employee benefits specifically designated. Temporary employees are not eligible for benefits. In order to have a record of an employee's benefits, a continuous service date will be maintained for each full-time employee. The continuous service date will be the employee's first day of employment and will continue uninterrupted as long as the employee remains a full-time employee. 3.1 Payroll Information Immediately upon accepting employment, the new employee will be given federal and state tax forms along with insurance forms to complete. The completed forms, the employment application form, and information regarding starting pay, starting date and other pay or benefit information will be forwarded to the Human Resources Administrator. 3.1.1 Time Records Non-exempt employees are required to sign in with their manager when they report to work and sign out when they leave. 3.1.2 Pay Periods Employees are normally paid semi-monthly. The semi-monthly payment occurs on the fifteenth (15) of the month and the last day of the month for the work performed during the period from the last payday up to the current payday. As a benefit, AATC offers direct deposit to your checking and or savings account. 3.1.3 Salary Compensation for Partial Pay Period Salary payments to employees who are employed for less than a full pay period because of leave without pay, resignation or employment at dates other than the beginning or the end of the pay period are computed on the basis of actual working days in the month. For this purpose working days are considered to be forty (40) hours Monday through Friday unless otherwise specified.
  • 26. AATC Employee Handbook-Rev2010 Page 26 of 71 3.1.4 Payroll Deductions AATC will, where appropriate, deduct from the employees gross pay for Federal and State Income Taxes, Social Security Taxes, family health coverage, back taxes, garnishments (including child support), uniforms, loss or destruction of company property, contributions to a Savings program and contributions to the AATC 401K program. All deductions (other than statutory or court-ordered deductions) must be authorized in writing by the employee. Deductions will be itemized on the employee's paycheck stub. Questions regarding payroll deductions will be directed to the Human Resources Administrator. 3.1.5 Overtime Non-exempt employees, whether paid on a salary or hourly basis, are expected to confine their work to the normal workday and workweek unless their manager authorizes overtime in advance. If determined necessary, in case of emergency or when it’s in the best interests of AATC, overtime work will be authorized by management for time spent beyond an employee's standard workweek. Non-exempt employees will be paid one and one-half (1.5) times their regular hourly rate of pay for approved overtime hours worked in excess of forty (40) hours per week. When a non-exempt employee works extra hours in a workweek, AATC may elect to grant that employee compensatory time off during that same workweek so that the employee would not work in excess of forty hours during the workweek and would not be entitled to overtime compensation. The term “hours worked” will not include sick time, vacation time, leave time, or holidays not worked. The hours worked by exempt employees are often irregular and begin and end beyond the normal workday. Salaried employees who are exempt from the overtime provisions of the federal wage and hour law do not receive overtime pay. 3.1.6 Payroll Errors Every precaution is taken to ensure that employees are paid correctly. If an employee believes there is an error in their pay or if an improper deduction has been made from the employee’s pay, they must notify the Human Resources Administrator. AATC will determine whether an error has been made and, if an error has occurred, will make every attempt to adjust the error immediately or no later than the employee's next pay period. 3.1.7 Garnishment of Employee Wages State law requires AATC to honor proper garnishments of employee wages (including child support) as a court or other legal judgment may instruct. The law also provides for an administrative fee to be charged when a garnishment occurs. Employees will be notified of any ordered garnishments.
  • 27. AATC Employee Handbook-Rev2010 Page 27 of 71 3.1.8 Authorized Check Pickup The Human Resources Administrator distributes paychecks. If an employee is absent on payday and instructs someone to pick up his or her paycheck, a note signed by the employee authorizing the person must be provided before the check can be released. The person picking up the paycheck must show proper identification and sign for the check. This policy protects the employee and AATC. For the convenience of the employee and AATC, paychecks can also be directly deposited in the employee's bank account if the employee chooses to do so. A direct deposit request form may be obtained in the HR Department. 3.1.9 Pay at Time of Separation Employees separated from employment will be paid for time worked (less appropriate deductions) on the next regular pay day. Any accrued but unused vacation time will also be paid at this time. After a full accounting of the employee's and AATC's accounts (as determined by AATC) is completed, a final paycheck will be issued to the employee in accordance with state law. AATC will issue a live check, which is designated as the final payment for all services rendered. The final check will not reflect any time not actually worked except for an employee separated from employment with AATC for any reason before they have taken part or all of their earned vacation pay at the time of separation from employment. Upon resignation or termination, the employee should consult the Human Resource Department for possible conversion of their group insurance and to address any financial issues. Any terminating employee is expected to return any company property in their possession. 3.2 Vacation & Holidays AATC recognizes that employees need a scheduled time away from normal work duties for their personal well-being. AATC grants annual vacation and holidays, with pay, to regular full-time employees who meet the eligibility requirements. 3.2.1 Vacation Eligibility AATC grants annual vacation with pay to regular full-time employees who meet the service requirements as follows: From 30 days to four (4) years of full-time employment, each employee is entitled to ten (10) days of paid vacation per year, accrued at the rate of 6.67 hours per month. From five (5) to nine (9) years of full-time employment each employee is entitled to fifteen (15) days of paid vacation per year, accrued at the rate of 10 hours per month.
  • 28. AATC Employee Handbook-Rev2010 Page 28 of 71 From ten (10) or more years of full-time employment each employee is entitled to twenty (20) days of paid vacation per year,accrued at the rate of 13.33 hours per month. Newly hired employees will accrue vacation days starting on the thirtieth day of employment but will not be authorized to take paid vacation during the first six months of employment. 3.2.2 Vacation Schedules AATC will attempt to have employees stagger vacations in an effort to avoid affecting the company’s services. Therefore, granting of vacation requests will be solely at the discretion of the department Manager or Supervisor, who will make every reasonable effort to accommodate each employee. Vacation may be taken at any time during the year after eligibility with the following provisions: Vacation requests must be made at least two (2) weeks prior to the desired vacation time. Employees are expected to take their paid vacation time as a means of rest and diversion for themselves and their families. A maximum of 220 hours of unused vacation time may be carried over into the next vacation year. Any vacation in excess of 220 hours will automatically be deducted from the employee’s account as of January first of the following year unless given prior approval from the Executive Director. A non-exempt employee must work the regularly scheduled workdays before and after the paid vacation in order to be eligible to receive vacation pay. Job requirements will always have precedent over vacation schedules. Seniority will be considered in the event a conflict of vacation schedules arises. A paid company holiday that falls during the vacation period will be considered as a paid holiday and not vacation time. This day of vacation may be taken at another time as approved. 3.2.3 Vacation Pay Pay for vacation time will be at the employee's regular rate of pay. Paid vacation time will not be considered as time worked for the purpose of computing overtime for non-exempt employees. Pay in lieu of unused vacation at any time will be provided only at the convenience of AATC when approved in advance by management, and upon separation from employment under certain conditions. AATC may consider paying up to 40 hours of accrued unused vacation time annually. 3.2.4 Holidays AATC normally recognizes the following paid holidays; however, AATC may decide to work on a holiday depending upon extraordinary job requirements.Part time employees will not be eligible for holiday pay.
  • 29. AATC Employee Handbook-Rev2010 Page 29 of 71 AATC will observe the following seven (7) paid holidays each year, and provide for up to 3 paid personal days (floating holidays) per year. 1. New Years Day = January 1st 2. Memorial Day = Last Monday in May 3. Independence Day = July 4th 4. Labor Day = First Monday of September 5. Thanksgiving Day = Fourth Thursday of November 6. Day After Thanksgiving = Friday after Thanksgiving Day 7. Christmas = December 25 When a paid holiday falls on a Saturday or Sunday, customarily either the Friday before or the Monday after is observed as the paid holiday. Holiday pay is paid on the normal regular straight time pay. Holiday pay does not count as hours worked for purposes for calculating entitlement to overtime. In order to be paid for a holiday, a non-exempt employee must work his/her last scheduled work day before the holiday and his/her first scheduled work day after the holiday. A non-exempt employee absent the day preceding or following the holiday, without prior approval for vacation will not be paid for the holiday. Operations employees will receive floating holidays in lieu of regularly scheduled holidays. 3.2.5 Floating Holidays/Personal Days In addition to the recognized company holidays, all full-time regular employees are eligible for 3 floating/personal holidays effective January 1st of each year. Floating holidays must be used during the calendar year and may not be carried over to the following year. Floating/personal holidays will be prorated the first year of employment. After completing the six-month introductory period, new employees earn one personal day for every 30 days of employment following the completion of the introductory period, up to a maximum of 3 days. Operations employees within their six (6) month introductory period will observe holidays on the normal date. If they are scheduled to work on a holiday during the probationary period they may choose to take the holiday on an alternate date within thirty (30) days of the observation date. Operations employees with six (6) or more months of service will observe holidays as floating holidays to be requested similar to vacation time. The floating holidays will be available to the operations employees after they complete their introductory period in that calendar year – as well as their 3 floating/personal holidays as described above, earning one personal day for every 30 days of employment after completion of the introductory period, up to the maximum of 3 days.
  • 30. AATC Employee Handbook-Rev2010 Page 30 of 71 Once credited, the employee may request to use a floating holiday by submitting a completed Absence Request Form to his/her supervisor. The time must be requested and approved in increments of two (2) hours or more. All floating holidays must be used by December 31st or the hours will be forfeited. 3.3 Attendance& Leave In the daily process at AATC, the work passes from operation to operation, each step contributing value-added activities to the finished product. This means that each job depends on the successful and timely completion of all other jobs. Because of this fact, absenteeism is disruptive to all operations. If one person is absent, this may cause others to work overtime in order to accomplish work that is not completed by the absent person. In this case, absenteeism does have an overall negative impact on AATC's operation, resulting in inefficiencies or even the loss of customer’s confidence. Therefore, your attendance is of vital importance, not only in relation to your co- workers but also with respect to the overall company. Providing high quality services for total customer satisfaction does depend on your commitment and attendance. 3.3.1 Sick Leave Policy AATC provides full-time and part-time regular employees with paid sick leave credits that may be used only for absences due to the employee’s own illness or injury or own medical appointments. Sick leave credits do not accrue during approved leaves of absence without pay. Sick leave credits do accrue during periods of medical leave with pay. Any termination of employment shall cancel all unused accrued sick leave, and employees are not entitled to take or receive pay for unused, accrued sick leave upon termination of employment. Full-time employees (salary or hourly) accrue sick leave with pay at the rate of four (4) hours for each full month of employment or 48 hours per year. Part-time employees (salary and hourly) are entitled to accrual of a prorated amount of sick leave with pay on a monthly basis (for each full month of employment). The prorated amount of accrual will be based on the fractional comparison of the part-time employee’s regular weekly work schedule to a 40- hour full-time work schedule. For example, if a part-time employee normally works 32 hours per week, the employee will accrue 3.2 hours of paid sick leave (80% of 4 hours) for each full month of employment. Temporaryemployees may be eligible for unpaid medical leaves as an accommodation for a disability. 3.3.2 Sick Leave Credit Limit Employees may carry over accrued but unused paid sick leave to the following calendar year. However, the upper limit on the amount of unused sick leave that may be accumulated in any calendar year, including carried-over sick days, is six (6) working days.
  • 31. AATC Employee Handbook-Rev2010 Page 31 of 71 3.3.3 Sick Leave Policy – Usage Employees are entitled to a leave of absence with pay for the employee’s medical conditions to the extent of their sick leave credits accumulated prior to the leave of absence. Sick pay of eight hours at 100% of the employee's basic hourly rate will be paid for each full day of absence from work due to illness up to the employee's accumulated credits for a possible maximum of six (6) days. If the employee is still sick after the exhaustion of all medical sick leave days, the following applies: The employee may use accrued vacation time, personal time, or, if the employee satisfies the standards for benefits under any applicable AATC short- term disability plan, short term disability. Employees enrolled in the long-term disability program may become eligible for disability benefits after 90 calendar days of continuous sickness or accident disability. Sick leave credits are used at the rate of one day (8 hours) of sick leave credit for each full working day of employee absence caused by sickness or injury. Sick leave pay may be granted only on satisfactory evidence of sickness or injury presented to the employee's supervisory management. Employees who resign during medical leave will be allowed pay for sick leave up to the effective date of resignation, or, to the end of the accumulated sick leave entitlement, whichever occurs first. Employees who are in the introductory period will accrue sick leave days but will not be authorized to use paid sick leave during the first six months of employment. 3.3.4 Medical, Dental and Optical Appointments Routine medical, dental and optical appointments will be scheduled outside working hours. When this is not practical, occasional absences for such reasons are to be charged to sick leave or vacation time. 3.3.5 Exhaustion of Accumulated Sick Leave Employees, who are still incapacitated after exhausting all accumulated sick leave and vacation time and are not enrolled in the long-term disability plan, will, at their request, be placed on medical leave without pay. The company may require the employee to furnish satisfactory medical documentation supporting the leave request. The employee's position will be held open for the employee's return to work unless a long-term disability claim is approved. Employees enrolled in the long- term disability program will become eligible for disability benefits after 90 calendar days of disability.
  • 32. AATC Employee Handbook-Rev2010 Page 32 of 71 3.3.6 Funeral, Emergency Leave The employing department of AATC will grant an employee time off with pay as follows: Not to exceed three days for each occurrence in the case of death in employee's immediate family. An employee’s immediate family is defined as spouse, domestic partner, child, mother, father, sister, bother, mother-in-law, father-in-law, grandparents or grandchildren. Employees will be paid at the regular rate of pay during this absence. Should additional time be necessary, you may request an unpaid leave of absence with your Manager’s or Supervisor’s approval. AATC may require employees to present appropriate documentation (such as a funeral notice) to support a funeral leave. The failure to provide appropriate documentation following AATC’s request may result in the absence being treated as an unexcused absence without pay or with pay deducted from the employee’s accrued vacation or personal days. 3.3.7 Civic Leave or Jury Duty When an employee is called for jury duty or as a witness, time off with pay will be granted to the extent necessary to fulfill the jury or witness duty obligations. Employees must notify management upon receipt of their summons or subpoena. A document from the court showing the time and amount paid for jury or witness duty must be given to management. If the court dismisses the jury or witness early, the employee is expected to return to work as soon as possible (and complete an eight hour shift comprised of civic time and time on the job). 3.3.8 Voting ATTC’s normal working hours ordinarily provide adequate time to vote on election days, and employees should make arrangements to vote before or following normal work hours. In the event an employee’s scheduled working hours on election day begin less than two hours after the opening of the polls or end less than two hours before the closing of the polls, the employee may request in advance up to two hours off to vote on election day. AATC shall have the discretion of choosing the times during the workday that will be granted as voting leave. Voting leave will be unpaid to the extent permitted by applicable law. 3.3.9 Military Leave All full- and part-time regular employees who are members of the armed forces (Army, Navy, Air Force, Marines and Coast Guard), including the Reserves and the Army and Air National Guards, will be granted military leave in accordance with USERRA (Uniformed Services Employment and Reemployment Rights Act) and any Georgia law that provides more generous military leave rights. Employees are eligible to take military leave with pay for up to 10 workdays each fiscal year for military training or weekend drills. Employees requiring more than 10
  • 33. AATC Employee Handbook-Rev2010 Page 33 of 71 workdays for military training or to attend weekend drills shall be granted the time off for their military duty. At the employee's option, these absences may be charged to the employee's vacation leave balances, or be leave without pay. When an employee receives an official order for military service, a copy of this order must be provided to management as soon as practicable so that arrangements for coverage during the absence can be made. Ordinarily, notice of the need for military leave must be given before the military service begins. However, in cases of emergency call-up, employees shall notify their supervisor of the call-up for duty as soon as possible, even if the employee is unable to give notice until after leaving for military service. Military leave without pay (or benefits) will be granted for those entering or called up for active duty in the Armed Forces of the United States. Although active duty military service carries health benefits, known as Tricare/CHAMPUS, some employees may wish to maintain their AATC-provided health insurance coverage to provide a higher level of benefits to dependents. Health benefits can be continued for service members and their families during military service for up to 18 months (see COBRA). NOTE: Reservists are not covered by Tricare/CHAMPUS unless they are on active duty for at least 30 days. Eligible employees also maintain their AATC 401K benefits. No break in service is incurred. Employees returning from military leave will be restored to employment in accordance with USERRA and Georgia military leave laws. 3.3.10 Family and Medical Leave (FMLA) The Company will grant up to 12 weeks (or up to 26 weeks of military caregiver leave to care for a covered service member or veteran with a serious injury or illness) of family and medical leave (referred to in this policy as “FMLA leave”) during a 12-month period to eligible employees. For all types of FMLA leave other than military caregiver leave, “twelve-month period” means a rolling 12- month period measured backward from the date an employee uses eligible FMLA leave, unless a greater period is required under any applicable state law. The leave may be paid, unpaid or a combination of paid and unpaid leave, depending on the circumstances of the leave and as specified in this policy. Eligibility: To qualify to take FMLA leave under this policy, the employee must meet all of the following conditions: 1) The employee must have worked for the company for 12 months or 52 weeks. The 12 months or 52 weeks need not have been consecutive. Separate periods of employment will be counted, provided that the break in service does not exceed seven years. Separate periods of employment will be counted if the break in service exceeds seven years due to National Guard or Reserve military service obligations or when there is a written agreement stating the employer’s intention to rehire the employee after the service break. For eligibility purposes, an employee will be considered to have been employed for
  • 34. AATC Employee Handbook-Rev2010 Page 34 of 71 an entire week even if the employee was on the payroll for only part of a week or if the employee is on leave during the week. 2) The employee must have worked at least 1,250 hours during the 12-month period immediately before the date when the leave is requested to commence. The principles established under the Fair Labor Standards Act (FLSA) determine the number of hours worked by an employee. The FLSA does not include time spent on paid or unpaid leave (including vacation and holidays) as hours worked. Consequently, these hours of leave should not be counted in determining the 1,250 hours eligibility test for an employee under FMLA leave. An exception to the rule against counting leave hours as hours worked exists, however, for employees returning from fulfilling their National Guard or Reserve military obligations. In that situation, employees will be credited with the hours they would have worked but for the military service. 3) The employee must work at a worksite where 50 or more employees are employed by the company within 75 miles of that worksite. The distance is to be calculated by using available surface transportation by the most direct route. Qualified FMLA Leaves To qualify as FMLA leave under this policy, a leave must be taken for one of the reasons listed below: 1) The birth of the employee’s child and in order to care for that newborn child. 2) The placement of a child with the employee for adoption or foster care and to care for the newly placed child. The leave described in (1) and (2) above must be taken and completed within one year of the birth of the child or placement through adoption or foster care. 3) To care for a spouse, child, or parent with a serious health condition (described below). 4) The serious health condition (described below) of the employee that prevents the employee from performing one or more essential job functions. A serious health condition is defined as a condition that requires inpatient care at a hospital, hospice, or residential medical care facility, including any period of incapacity or any subsequent treatment in connection with such inpatient care or a condition that requires continuing care by a licensed health care provider or Christian Science Practitioner. This policy covers illnesses of a serious and often long-term nature, usually resulting in recurring or lengthy absences, and the existence of a serious health condition will be determined in conformance with the definition of that term in the U.S. Department of Labor’s regulations interpreting the Family and Medical Leave Act. Generally, a health condition that would result in a period of more than three consecutive days of incapacity with a visit to the health care provider within seven days of the onset of the incapacity and either a regimen of continuing treatment under the supervision of the health care provider or a second visit within 30 days of the incapacity would be considered a serious
  • 35. AATC Employee Handbook-Rev2010 Page 35 of 71 health condition. For chronic conditions requiring periodic health care visits for treatment, such visits must take place at least twice a year. Periods of incapacity due to pregnancy or prenatal care are considered to be caused by a serious health condition. Employees with questions about what constitutes a serious health condition under this Family and Medical Leave policy should contact the Human Resources Administrator. 5) Qualifying exigency leave for employees closely related to a member of a regular component of the Armed Forces who is deployed to a foreign country and for employees closely related to a member of the National Guard or Reserves who is deployed to a foreign country on active duty pursuant to Section 101(a)(13)(B) of Title 10 of the United States Code. An employee whose spouse, son, daughter or parent is a member of a regular component of the Armed Forces or the National Guard or the Reserves and who is deployed on active military duty to a foreign country may take up to 12 weeks of leave for qualifying exigencies related to or affected by the family member’s service. When the family member belongs to the National Guard or a Reserve unit of the Armed Forces, the deployment to a foreign country must be pursuant to Section 101(a)(13)(3) of Title 10 of the United States Code. The qualifying exigency must be one of the following: 1) short-notice deployment, 2) military events and activities, 3) child care and school activities of the service member’s child, 4) financial and legal arrangements on behalf of the service member, 5) counseling, 6) rest and recuperation of the service member, 7) post-deployment activities, and 8) additional activities that arise out of active duty or a call to active duty, provided that the employer and employee agree that such additional activities constitute a qualifying exigency and agree on timing and duration of the leave. Qualifying exigencies and the amount of leave available for any particular qualifying exigency will be determined in accordance with regulations adopted by the Secretary of Labor. This type of leave would be counted toward the employee’s 12-week maximum of FMLA leave in a 12-month period. 6) Military caregiver leave to care for an ill or injured service member or veteran. This leave may extend to up to 26 weeks in a single 12-month period for an employee to care for a spouse, son, daughter, parent or other relative to whom the employee is the next of kin who is a covered service member with a serious illness or injury incurred in or aggravated by service in the line of duty on active duty. “Next of kin” is defined as the closest blood relative of the injured or recovering covered service member other than the covered service member’s spouse, parents, sons, or daughters. An employee will be considered the next of kin of a covered service member regardless of the nature of the blood relationship if the covered service member has designated the employee in writing as his or her next of kin for purposes of military caregiver leave. A “covered service member” is either (1) a member of the U.S. Armed Forces (including a member of the National Guard or Reserves) who is undergoing
  • 36. AATC Employee Handbook-Rev2010 Page 36 of 71 medical treatment, recuperation, or therapy, is otherwise in outpatient status, or is otherwise on the temporary disability retired list, for a serious injury or illness incurred in or aggravated by service in the line of duty on active duty, or (2) a veteran who is undergoing medical treatment, recuperation, or therapy for a serious injury or illness incurred in or aggravated by service in the line of duty on active duty and who was a member of the U.S. Armed Forces (including the National Guard and Reserve units) at any time during the five years preceding the date on which the veteran undergoes that medical treatment, recuperation, or therapy. With respect to veterans, the term “serious injury or illness” shall be interpreted in accordance with regulations issued by the Secretary of Labor. Length of Leave An eligible employee can take up to 12 weeks for the FMLA leave circumstances (1) through (5) above under this policy during any 12-month period. The company will measure the 12-month period as a rolling 12-month period measured backward from the date an employee uses any leave under this policy. Each time an employee takes leave, the company will compute the amount of leave the employee has taken under this policy in the last 12 months and subtract it from the 12 weeks of available leave, and the balance remaining is the amount the employee is entitled to take at that time. An eligible employee can take up to 26 weeks for the FMLA leave circumstance (6) above (military caregiver leave) during a single 12-month period. For this military caregiver leave, the company will measure the 12-month period as a rolling 12-month period measured forward from the first use of military caregiver leave. FMLA leave taken for other FMLA circumstances during that 12-month period will be deducted from the total of 26 weeks available for military caregiver leave. If a husband and wife both work for the company and each wishes to take leave for the birth of a child, adoption or placement of a child in foster care, or to care for a parent (but not a parent "in-law") with a serious health condition, the husband and wife may only take a combined total of 12 weeks of leave for those purposes. If a husband and wife both work for the company and each wishes to take leave to care for a covered injured or ill service member or veteran (military caregiver leave), the husband and wife may only take a combined total of 26 weeks of leave for that purpose. Employee Status and Benefits During FMLA Leave While an employee is on FMLA leave, the company will continue paying its share of the contributions under the group health insurance benefit plans under which the employee is covered at the time of the leave and under the same conditions as if the employee had continued to work. The employee must continue to pay his or her share of the required contributions under these plans to maintain coverage during the leave. A failure to pay the required premiums may result in a lapse in coverage.
  • 37. AATC Employee Handbook-Rev2010 Page 37 of 71 While an employee is on paid leave, the employer will continue to make payroll deductions to collect the employee's share of the premium. While on unpaid leave, the employee must continue to make the required contributions for coverage. Contact the Human Resources Administrator to determine the payment options and deadlines for making payments. If the payment is more than 30 days late, the employee's health insurance coverage may be dropped for the duration of the leave. The employer will provide 15 days' notification prior to the employee's loss of coverage or, at the company’s option, pay the employee’s share of the premium during FMLA leave and recover these payments from the employee upon the employee’s return to work. Upon return from FMLA leave, and regardless of whether the employee allowed the benefits to lapse during the FMLA leave, all benefits elections, coverage, deductions, and contributions will resume and be as they were immediately before the leave (unless there have been intervening changes in the benefits elections or in the applicable amounts of deductions or contributions, in which case the new elections and amounts would apply). Changes in elections may be made only to the extent permitted by the relevant plan or program (for example, a new benefits plan election may be made when the number of dependents changes due to the birth of a child). If the employee chooses not to return to work for reasons other than a continued serious health condition of the employee or the employee's family member, the continuation of a covered service member’s serious health condition, or another circumstance beyond the employee's control, the company may require the employee to reimburse the company for its share of the cost for maintaining health benefits. Employee Status After Leave An employee who takes leave under this policy for his or her own serious health condition may be asked to provide a fitness for duty clearance from the employee’s health care provider. This requirement will be included in the employer’s response to the FMLA leave request. Generally, an employee who takes FMLA leave will be able to return from the FMLA leave to the same position the employee held before the leave or to a position with equivalent status, pay, benefits and other employment terms. The company may choose to exempt certain key employees from reinstatement after an FMLA leave and not return them to the same or similar position. Such key employees will be notified as soon as possible after requesting FMLA leave that they will not be restored to employment at the end of the leave. Use of Paid and Unpaid Leave FMLA leave ordinarily is unpaid leave. If the employee receives wage- replacement benefits from a workers’ compensation fund or under a short- or long-term disability benefit program for a portion of the leave, that portion of the FMLA leave is considered paid FMLA leave, even though the employee may
  • 38. AATC Employee Handbook-Rev2010 Page 38 of 71 not be receiving 100 percent of his or her regular compensation. An employee is required to use any applicable, available paid leave, as described more fully below, during any unpaid portion of an FMLA leave. The use of paid leave during an otherwise unpaid FMLA leave does not extend the amount of FMLA leave that an employee may use. Instead, the paid leave runs concurrently with the FMLA leave and counts against the employee’s FMLA leave entitlement. For example, if an eligible employee has two weeks of accrued vacation and takes four weeks of FMLA leave for the adoption of a child, the employee must use the available two weeks of vacation during the first two weeks of the four-week FMLA leave, and all four weeks of the FMLA leave will count against the employee’s FMLA leave entitlement for the relevant twelve- month period. An employee who is taking otherwise unpaid FMLA leave because of the employee's own serious health condition or the serious health condition of a family member must use all paid vacation, personal, and, if applicable to the particular leave situation, paid sick leave as part of the FMLA leave. Disability leave for an employee's serious health condition, including workers' compensation leave (to the extent that it qualifies), will be designated as FMLA leave and will count against the employee’s FMLA leave entitlement. For example, if an employer is approved for six weeks of disability leave, the six weeks will be designated as FMLA leave and counted toward the employee's 12-week entitlement. If the employee is not receiving short- or long-term disability or workers’ compensation wage-replacement benefits, the employee will be required to substitute accrued (or earned) paid leave as appropriate during the unpaid leave, with the remainder of the leave after paid leave is exhausted being unpaid. An employee who is taking leave for the birth, adoption, or foster care of a child or for the care of a newborn child must use all accrued or available paid vacation and personal days at the beginning of the otherwise unpaid leave. An employee who is using FMLA leave for a qualifying exigency for military families must use all paid vacation and personal days at the start of the leave with any remaining part of the leave after paid leave is exhausted being unpaid leave. An employee using FMLA military caregiver leave must also use all paid vacation and personal days at the start of the leave with any remaining part of the leave after paid leave is exhausted being unpaid leave. Intermittent Leave or a Reduced Work Schedule The employee may take FMLA leave in consecutive weeks or, in certain circumstances, may use the leave intermittently (take a day, part of a day, or several days periodically when needed over the year) or to reduce the workweek or workday, resulting in a reduced-hours schedule. In all cases, the leave may not exceed a total of 12 workweeks (or 26 workweeks to care for an injured or ill service member or veteran) over a 12-month period. When an employee takes FMLA leave on an intermittent or reduced-schedule basis that is foreseeable based on planned medical treatment for the employee
  • 39. AATC Employee Handbook-Rev2010 Page 39 of 71 or a family member covered by this policy or that is for the care of a newborn child or the placement of a child for adoption or foster care, the company may temporarily transfer the employee to an available alternative position with equivalent pay and benefits if the alternative position would better accommodate the intermittent or reduce-schedule leave. For the birth, adoption, or foster care of a child, the company and the employee must mutually agree to the schedule before the employee may take the leave intermittently or work a reduced-hours schedule. Leave for birth, adoption, or foster care of a child must be taken within one year of the birth or placement of the child. If the employee is taking leave for the employee’s own serious health condition or because of the serious health condition of an eligible family member, the employee should try to reach agreement with the company before taking intermittent leave or working a reduced hour schedule. If this is not possible, then the employee must prove that the use of the leave on an intermittent or reduced-schedule basis is medically necessary. Certification for the Employee’s Serious Health Condition The company will require medical certification to support an FMLA leave for the employee’s serious health condition. The employee must respond to such a request within 15 days of the company’s request for certification or provide a reasonable explanation for the delay. Failure to provide certification may result in a denial of the leave or of continuation of leave. Medical certification will be provided using the Certification of Health Care Provider for Employee’s Serious Health Condition which can be obtained from the Human Resources Administrator. The company may directly contact the employee’s health care provider for verification or clarification purposes using a health care professional, an HR professional, leave administrator, or management official. The company will not use the employee’s direct supervisor for this contact. Before the company makes this direct contact with the health care provider, the employee will be a given an opportunity to resolve any deficiencies in the medical certification. In compliance with HIPAA Medical Privacy Rules, the company will obtain the employee’s permission for clarification of individually identifiable health information. The company has the right to ask for a second opinion if it has reason to doubt the certification. The company will pay for the employee to get a certification from a second doctor, which the company will select. If necessary to resolve a conflict between the original certification and the second opinion, the company will require the opinion of a third doctor. The company and the employee will mutually select the third doctor, and the company will pay for the opinion. This third opinion will be considered final. The employee will be provisionally entitled to leave and benefits under the Family and Medical Leave Policy pending the second and/or third opinion. The company may deny FMLA leave to an
  • 40. AATC Employee Handbook-Rev2010 Page 40 of 71 employee who refuses to release relevant medical records to the health care provider designated to provide a second or third opinion. Certification for the Family Member’s Serious Health Condition The company will require medical certification for the family member’s serious health condition or serious injury or illness. The employee must respond to such a request within 15 days of the request for certification or provide a reasonable explanation for the delay. Failure to provide certification may result in a denial of the leave or of continuation of leave. Medical certification will be provided using the Certification of Health Care Provider for Family Member’s Serious Health Condition, which can be obtained from the Human Resources Administrator. The company may directly contact the employee’s family member’s health care provider for verification or clarification purposes using a health care professional, an HR professional, leave administrator, or management official. The company will not use the employee’s direct supervisor for this contact. Before the company makes this direct contact with the health care provider, the employee will be a given an opportunity to resolve any deficiencies in the medical certification. In compliance with HIPAA Medical Privacy Rules, the company will obtain the employee’s family member’s permission for clarification of individually identifiable health information. The company has the right to ask for a second opinion if it has reason to doubt the certification. The company will pay for the employee’s family member to get a certification from a second doctor, which the company will select. If necessary to resolve a conflict between the original certification and the second opinion, the company will require the opinion of a third doctor. The company and the employee will mutually select the third doctor, and the company will pay for the opinion. This third opinion will be considered final. The employee will be provisionally entitled to leave and benefits under the Family and Medical Leave Policy pending the second and/or third opinion. The company may deny FMLA leave to an employee whose family member refuses to release relevant medical records to the health care provider designated to provide a second or third opinion. Certification of Qualifying Exigency for Military Family Leave The company will require certification of the qualifying exigency for military family leave, including a copy of the military member’s active duty orders or other documentation issued by the military indicating that the military member is on active duty or call to active duty status and deployed to a foreign country. The employee must respond to such a request within 15 days of the request or provide a reasonable explanation for the delay. Failure to provide certification may result in a denial of leave or of a continuation of leave. This certification will be provided using the Certification of Qualifying Exigency for Military Family Leave which can be obtained from the Human Resources Administrator.
  • 41. AATC Employee Handbook-Rev2010 Page 41 of 71 Certification for Serious Injury or Illness of Covered Service Member for Military Family Leave The company will require certification for the serious injury or illness of the covered service member. When the covered service member is a veteran, the company will require documentation establishing that the veteran was a member of the Armed Forces at any time during the five-year period preceding the veteran’s medical treatment, recuperation, or therapy that provides the basis for the employee’s leave. The employee must respond to such a request within 15 days of the request or provide a reasonable explanation for the delay. Failure to provide certification/documentation may result in a denial of continuation of leave. The certification of the covered service member’s serious injury or illness will be provided using the Certification for Serious Injury or Illness of Covered Service Member which can be obtained from the Human Resources Administrator. Recertification The company may request recertification for the serious health condition of the employee or the employee’s family member no more frequently than every 30 days and only in connection with an absence by the employee unless (1) circumstances have changed significantly, (2) the company receives information casting doubt on the reason given for the absence, or (3) the employee seeks an extension of his or her leave. If the employee has presented a medical certification covering a period of more than six months, the company may request recertification for the serious health condition of the employee or the employee’s family member every six months in connection with an FMLA absence. The company may provide the employee’s health care provider with the employee’s attendance records and ask whether need for leave is consistent with the employee’s serious health condition. Procedure for Requesting FMLA Leave All employees requesting FMLA leave must provide verbal or written notice of the need for the leave to their supervisor or Human Resources Administrator. Within five business days after the employee has notified the supervisor or the Human Resources Administrator of the need for FMLA leave, the Human Resources Administrator will provide the employee with a Notice of Eligibility and Rights & Responsibilities regarding the request. When the need for the leave is foreseeable, the employee must provide the employer with at least 30 days' notice. When an employee becomes aware of a need for FMLA leave less than 30 days in advance, the employee must provide notice of the need for the leave as soon as practicable after learning of the need for leave, typically either the same day on which the need for leave becomes known or the next business day. When the need for FMLA leave is not foreseeable, such as in a medical emergency, the employee must comply with the company’s usual and customary notice and procedural requirements for reporting an absence, absent unusual circumstances. Under all of these circumstances, the employee must provide sufficient information to place the
  • 42. AATC Employee Handbook-Rev2010 Page 42 of 71 company on notice that the leave may qualify as FMLA leave and must provide the company with as much information as is known about the expected duration of the absence. For leaves lasting two weeks or more, at least one week prior to the end of the leave, the employee must notify the supervisor and the Human Resources Administrator if he/she plans to return to work. If an employee fails to return to work, his/her employment will automatically terminate and he/she will be considered to have voluntarily resigned at the end of leave. The company may require an employee on FMLA leave to report periodically on the employee’s status and intent to return to work. Designation of FMLA Leave Within five business days after the employee has submitted the appropriate certification form, the Absence Manager will complete and provide the employee with a written response to the employee’s request for FMLA leave using the appropriate Designation Notice. 3.3.11 Personal Leave of Absence An employee who does not qualify for or who has exhausted the leave benefits described in the leave policies above may ask for a personal leave of absence without pay. If a personal leave of absence is granted, AATC cannot guarantee to hold any position for more than a three (3) month maximum. Any request for a personal leave of absence must be made in writing and must be approved in advance by management. Personal leaves of absence will be granted or denied at the sole discretion of AATC. During any approved personal leave of absence the following provisions apply: The employee is responsible for the payment of all insurance premiums for their individual coverage and dependent health insurance coverage (if applicable). This money will be paid to AATC by the first day of each month that the employee is on an approved personal leave of absence. If the personal leave is approved, the employee will retain their original employment date showing no interruption in service. The employee will retain their membership in AATC's 401 (K) up to the amount of time allowed by the Plan. Credit for paid vacation leave cannot be accrued during an approved personal leave of absence. If an employee accepts employment with another company during a personal leave of absence, their employment with AATC and all their company benefits will be terminated. Any personal leave of absence is without pay, but the employee must use any available and accrued but unused vacation time and personal days (and, if applicable, paid sick leave) as part of the personal leave.
  • 43. AATC Employee Handbook-Rev2010 Page 43 of 71 3.4 Insurance AATC provides a variety of employee benefits and insurance. The following list is just a brief summary of these benefits and AATC urges all employees to refer to the original policy documents in order to understand the full implications of all these policies. Employees are always welcome to ask questions and discuss certain aspects of these policies with Human Resources Administrator. AATC reserves the right to amend, modify, or terminate all or any part of its benefits programs at any time in its sole discretion. If there are any discrepancies between the benefits descriptions contained in this Employee Handbook and the benefit plan documents and insurance contracts, the plan documents and contract, which are available for employee review, will govern. 3.4.1 Hospitalization and Medical Insurance AATC maintains a group hospitalization and medical insurance program, which is provided by the current AATC Insurance Provider. Every full-time regular employee becomes eligible for coverage on the 1st day of the month following the hire date. AATC pays a portion of the premium for the coverage of the employee. If the employee chooses to have family members covered at these beneficial company group rates, AATC can arrange for this. For convenience, the employee's share of the cost of this insurance will be deducted from the employee's pay and paid along with AATC's contribution to the insurance company. As health care costs continue to rise, AATC will attempt to provide the best possible health coverage to its employees at an affordable cost. Details of the various insurance programs are set forth in the original insurance documents and in the summary plan descriptions that are available to participating employees. If an employee previously covered by AATC’s group health insurance plan is laid off because of temporary lack of work or illness and is rehired, the employee will become eligible to participate in the group health insurance plan (on the first day of the month) after rehire. In the event of any discrepancy between this summary of AATC’s hospitalization and medical insurance plan and the underlying plan documents and insurance contracts, the plan documents and insurance contracts shall be controlling. 3.4.2 Continuation of Group Health Insurance (COBRA) If AATC employees resign or are terminated from AATC, or if work hours are reduced, and if this event makes the employee or the employee’s dependents no longer eligible to participate in the AATC group health insurance plans, the employee and eligible dependents may have the right to continue to participate for up to eighteen months at the employee (or your dependents’) expense pursuant to the Consolidated Omnibus Budget Reconciliation Act (“COBRA”).
  • 44. AATC Employee Handbook-Rev2010 Page 44 of 71 If the employee is determined to be disabled under the Social Security Act at the time of termination or reduction in hours occurs or within 60 days of these events, the employee may be entitled to continuation coverage for up to twenty- nine months. + Your eligible dependents may also extend coverage in our group health insurance plans at their expense for up to thirty-six months in the event of your death, divorce, legal separation, or enrollment for Medicare benefits, or when a child ceases to be eligible for coverage as a dependent under the terms of the plan. The eighteen-month continuation coverage period provided in the event of your termination or reduction in working hours may be extended to thirty-six months for your spouse and dependent children if, within that eighteen-month period you die or become divorced or legally separated, if a child ceases to have dependent status, or if you enroll for Medicare during the eighteen-month period. If you or your eligible dependents elect to continue as members of AATC’s plans, you will be charged the applicable AATC group-rate premium charged by our carriers and may be charged an additional 2% as an administration fee. Employees with disabilities, however, will be charged an additional 50% of the applicable premium during the nineteenth through the twenty-ninth months of continuation coverage. The premium is subject to change if the rates being charged AATC increase or decrease. If this election for continuation coverage is made, you have the right to convert this coverage to an individual policy with our insurance carriers at the end of the continuation period. Continuation coverage may end, however, if any of the following events occur: (1) failure to make timely payments of all premiums, (2) assumption of coverage under another group health plan, which does not exclude or limit coverage provided to you on account of an AATC preexisting medical condition unless the preexisting condition does not apply due to the Health Insurance Portability and Accountability Act; or (3) AATC’s termination of its group health plans. If you enroll for Medicare, you will no longer be eligible for continued coverage, but, as noted earlier in this policy, your spouse and dependent children may be entitled to extend their continuation coverage. Our plan administrator will contact you concerning these options at the time termination occurs or your work hours are reduced. The plan administrator will contact your qualified beneficiaries in the event of your death or enrollment for Medicare benefits. However, in the event that you become divorced or legally separated, or one of your dependents ceases to be eligible for coverage under our group health insurance plans, you and/or your dependent(s) is/are responsible for contacting the Human Resources Department and the plan administrator to discuss continuation/conversion rights. You and your qualified beneficiaries are also responsible for notifying the Human Resources Department and the plan administrator within sixty days of qualifying for Social Security disability benefits.
  • 45. AATC Employee Handbook-Rev2010 Page 45 of 71 For further details regarding continuing or converting your group health insurance benefits, please contact the Human Resources Administrator. 3.4.3 Life Insurance Full-time regular employees are covered by group life insurance at no cost to the employee. This coverage becomes effective on the first day of employment. 3.4.4 Long-Term Disability Insurance Full Time Employees enrolled in the long-term disability program will become eligible for disability benefits on the first day of active employment. 3.4.5 Social Security The cost of Social Security is shared between the employees and AATC. For every dollar an employee puts into Social Security, AATC puts in a dollar. Social Security provides benefits for employees and their families as specified by law in the event of retirement, hospitalization after age 65 (Medicare), total and permanent disability before age 65, and death at any time. For details, contact the local Social Security Office. 3.4.6 Workers' Compensation All employees are covered by Workers' Compensation Insurance. This insurance provides an employee with compensation for occupational diseases and for accidental injury or death that arises out of and in the course of their employment with AATC. Eligibility for benefits under Workers' Compensation insurance is automatic and is effective on the date of hire. Workers' Compensation provides payments for medical and hospital expenses arising out of an occupational illness or injury and partial wage-replacement benefits for work time lost due to an occupational illness or injury. All state laws pertaining to Workers' Compensation are fully complied with by AATC. 3.4.7 Unemployment Compensation Federal and state Unemployment Compensation Insurance is paid for entirely by AATC. It helps an employee meet a loss of income resulting from unemployment beyond their control by paying certain benefits while they are out of work. Contact the local state unemployment office for details on the program. 3.5 Savings Plan 401 (K) AATC has adopted a section 401 (K) plan for full time employees. While the following is just a brief description of some of the critical features of this plan, a detailed outline of this plan is provided in a different handbook, which can be obtained from the Human Resources Administrator or at www.gwrs.com/metlife. The 401 (K) plan:
  • 46. AATC Employee Handbook-Rev2010 Page 46 of 71 Lets the employee save up to 20% of his/her pay on a pre-tax basis. This reduces the employee's total taxable income by saving under the plan. This also reduces the employee's current taxes because the employee will be taxed on this money when he/she receives it later as a benefit. AATC currently matches $.75 on the dollar of the employee's savings contributions, up to 4% of salary after one year of service. Guarantees that the employee’s account resulting from any money the employee contributes always belongs to him/her. Ownership of the employee's account from other contributions for him/her depends on the employee's service. Gives the employee tax deferral on any earnings contributed to the 401(k) account until the employee receives them as benefits. Offers several different ways to receive the benefits. The employee chooses the right options for himself/herself. In the event of any discrepancy between this summary of the 401(k) plan and the 401(k) plan documents, the plan documents, which are available for employee review, shall be controlling. 3.6 Miscellaneous Benefits AATC provides additional benefits from time to time that may vary over the years. Contact the Human Resources Administrator for details on specific programs. 3.6.1 Break Room For the convenience of employees, AATC provides a break area that contains vending machines. In addition, AATC also makes available a refrigerator, microwave, and sink. Employees are encouraged to use the break areas for their scheduled break and lunch period. Consumption of food is permitted only in the break area and other designated areas. 3.6.2 Employee Discounts Employees can enjoy special discounts on membership dues at COSTCO Wholesale Warehouse and with Grainger. AATC also purchases and provides a discount card that can be used at some airport retail stores and restaurants. These discounts are available to all employees, including temporary employees. After one year of full-time service, full time employees can also take advantage of airline discounts
  • 47. AATC Employee Handbook-Rev2010 Page 47 of 71 3.6.3 Educational Assistance AATC encourages all part-time and full-time regular employees to further develop and improve themselves through education. AATC feels employee development is advantageous to both AATC and the employee. Subject to Shareholder approval, employees requesting educational assistance must comply with the following conditions: Employee must submit a written request for educational assistance to the Human Resources Administrator listing the precise reason for this request with a detailed listing of the desired educational program, using the Educational Assistance Request Form. This form can be obtained from the Human Resources Administrator. Information includes name of school, a description of the course, tuition costs, scheduled time, and whether or not the employee is working towards a degree, etc. Employee must have been employed by AATC for at least one year to qualify for educational assistance. Final approval for all educational assistance and potential reimbursement amount will be made by the Tuition Assistance Committee in the Committee’s sole discretion and as indicated on the Educational Assistance Request Form, which is returned to the employee prior to the starting time of the program. After the successful completion of the educational program, the employee must provide the Human Resources Administrator with the Educational Assistance Request Form, official transcripts of enrollment, grade reports, etc. in order to be reimbursed. Any special cases or situations not listed above will be at the discretion of Tuition Assistance Committee.
  • 48. AATC Employee Handbook-Rev2010 Page 48 of 71
  • 49. AATC Employee Handbook-Rev2010 Page 49 of 71 Section 4 Employee Responsibilities 4.1 Work Schedules Each employee is expected to complete a normal work schedule and reasonable additional hours required to meet company needs. 4.1.1 Working Hours AATC's regular workweek begins at 0001 hours on Monday and ends at 2400 hours the following Sunday. Due to the nature of business in which AATC is engaged, certain services we offer must operate around-the-clock. To meet this demand, we have instituted a rotating work schedule for Duty Managers and Facility Maintenance Coordinators. Those employees assigned to shift work must follow the rotation. An employee will not be permitted to exchange shift assignments with another employee unless they have prior approval from their immediate supervisor(s). Regular working hours are as follows: Shift Personnel: An eight and one-half (8 1/2) hour work day with a one (1) hour (half paid and half non-paid) meal period constitutes the regular daily work. Employees engaged in rotating work schedules will be given the opportunity to bid for shift openings as they occur. Bidding is based solely on seniority and necessity. Office Personnel: An eight and one-half (8 1/2) hour work day with a one (1) hour (half paid and half non-paid) meal period to be taken concurrently between the hours of 8:30 am to 5:00 pm constitutes the regular daily work period. An alternative work schedule may be available at the discretion of the department manager. Employees are expected back at their workstation ready to start work at the end of each scheduled break and lunch break period. If overtime is required, employees will be expected to work any additional time necessary. 4.1.2 Salaried Employees Department Managers will establish salaried employees’ work schedules. 4.1.3 Hourly Employees Regular work schedules will be established according to operational requirements, and employees will be notified in advance of changes in the starting time of their shifts. 4.2 Tardy Arrivals Any employee arriving after their scheduled start time must complete an absence request form and submit the form to his or her supervisor. In the absence of the supervisor, the form must be submitted to the Duty Officer on shift. The Duty Officer will give the paperwork to the appropriate supervisor or manager.
  • 50. AATC Employee Handbook-Rev2010 Page 50 of 71 4.2.1 Disciplinary Action Excessive late arrivals or non-scheduled occurrences will not be tolerated. The following will be used as a guide for disciplinary action based on the number of occurrences within the most recent 12-month period. The immediate supervisor has the flexibility to initiate action sooner. A maximum of 2 late arrivals will be documented and excused. A lateness in excess of 30 minutes will be deducted from vacation or personal time. The 3rd incident will warrant counseling with the immediate supervisor. Written notice of the counseling session will be placed in the employee’s personnel file. The 4th incident may warrant termination. 4.2.2 Non-Scheduled Incidents A maximum of 3 (three) non-scheduled incidents whether for sick or personal reasons will be excused and charged appropriately to either sick, vacation, or personal time. The 4th non-scheduled incident whether for sick or personal reasons will warrant counseling with the immediate supervisor. Written notice of the counseling session will be placed in the employee’s personnel file. The 5th non-scheduled incident whether for sick or personal reasons will warrant counseling with the immediate supervisor and depending on the circumstances involved, can result in termination. Management reserves the right to make the final decision to bypass any part of the process depending on individual circumstances. 4.2.3 Attendance Counseling Whenever an employee is late or absent due to illness or emergency, the supervisor will determine the reason for the absence. Employees’ attendance will be counseled either formally or informally (with or without written documentation) depending upon the nature and severity of the problem. Counseling will be done to inform the employee of the possible consequences of his or her actions and to give the employee the opportunity to explain unusual circumstances. Formal counseling, including disciplinary action will be conducted when an employee exhibits an attendance problem. Examples of attendance problems include but are not limited to: Specific patterns of lateness or absenteeism. Periods of illness greater than 3 days not substantiated by a physician’s statement.
  • 51. AATC Employee Handbook-Rev2010 Page 51 of 71 Inability to obtain a physician’s statement when one is requested. Unauthorized absences, failure to report an absence or patterns of failure to request advanced approval for absences. Fraudulent lateness regardless of the amount of time lost or reason. Fraudulent absence or physician’s forms. The Human Resources Administrator will maintain an annual attendance record for each employee. Records will be reviewed and corrective action taken when appropriate. 4.3 Clean Workplace A clean work environment everywhere in AATC is essential for smooth and productive operations. Everyone on the premises of AATC, working in offices, and using the break-room is responsible for keeping the area in a neat and clean condition at all times. 4.4 Legal & Ethical Conduct It is the policy of AATC that each employee conducts his/her business affairs with such standards of integrity that no conflict of interest exists or can be reasonably implied or construed. The following paragraphs set forth legal and moral restrictions with respect to legal and ethical business conduct. 4.4.1 Ethical Standards All employees will comply with the ethical standards of AATC as set forth in this handbook. If a situation feels awkward, then the employees will ask themselves: Is my action legal and ethical? Does my action comply with corporate policy? Is my action appropriate in the situation? Would my action be an embarrassment to AATC, if known? Does my action agree with my personal ethics or behavior? An employee must be able to answer ―yes‖ to all of these questions before taking action or compromising themselves in the situation. Unethical business conduct, actions or even the appearance of unethical behavior is unacceptable under any conditions. The reputation of AATC depends on each employee applying common sense in situations where specific rules of conduct are insufficient to provide clear direction. A strong sense of personal ethics, which will extend beyond compliance with applicable laws, is necessary to guide the behavior of all employees.
  • 52. AATC Employee Handbook-Rev2010 Page 52 of 71 4.4.2 Conflicts of Interest A conflict of interest can arise in dealings with anyone with whom AATC transacts business: Customers, clients, owners, buyers, suppliers, banks, insurance companies, and people in other organizations with whom we contract and make agreements. The following actions and conditions are specifically prohibited, but are not intended to enumerate all actions or situations that must be avoided: Accepting or offering gifts An employee, a member of his/her household, or a trust in which he/she is involved shall not accept gifts of more than a token or nominal value from an actual or potential competitor, supplier or customer. Working for any of the groups mentioned above for personal gain. Employee will not have any direct interest in any company which competes with AATC, which sells or supplies to or buys from AATC any products or property, or which furnishes any service to AATC. Borrowing from, or lending money to, individuals representing organizations with which business dealings are conducted. Employee will not borrow money from, lend money to, or accept advances or other personal payments or gifts or entertainment from any company or firm (or any person acting directly or indirectly for any company or firm) that has transactions with AATC, as described above. Engaging in part-time activity for profit or gain in any field in which AATC is engaged. Employee will not enter into any transaction, acquire any interest, or take any action which is contrary to the interest of AATC or is incompatible with loyalty and obligation inherent to his/her employment. The foregoing prohibitions apply not only to the employee personally, but also to the employee's spouse and dependent minor children. “Token or nominal value” means anything with a value of $50.00 or less. In addition, certain symbolic gifts, with little or no utility but costing the giver more than $50.00, such as plaques, will be considered as having only token value to the recipient. “Suppliers” include actual or potential suppliers of goods or services. “Customers” include all tenants of the Central Passenger Terminal Complex (CPTC). Any situation involving a possible conflict of interest, which arises in relation to the above outlined policies, must be brought to the attention of the employee's immediate supervisor or Human Resources for possible action. If any situation involving a possible conflict of interest will arise, the employee shall notify their immediate supervisor before taking any action, which, without the required approval from management. As an employee of AATC, it is your responsibility to understand to the full extent all rules and regulation knowing that any violation of these policies can lead to immediate termination of employment at AATC.
  • 53. AATC Employee Handbook-Rev2010 Page 53 of 71 4.4.3 Personal Conduct AATC expects that all of its employees will conduct themselves with the pride and respect associated with their positions, their fellow employees, customers, suppliers and everyone else associated with AATC in one form or another. Employees will always use good judgment, discretion, and the highest standards of ethical conduct in carrying out AATC's business. 4.4.4 Confidentiality AATC is engaged in facility management, which requires that a strict code of confidentiality of information be maintained. No employee will store information outside of AATC (either written or electronic form) about any matter pertaining to the conduct of AATC's business. No information regarding AATC's purchase prices or work processes shall be given to anybody without permission of the Executive Director. Conversations regarding prices, service, problems, gossip, etc. about one vendor or customer to another is prohibited. Any employee who compromises information may be subject to dismissal. In addition, idle gossip or dissemination of confidential information within AATC, such as personal information; financial information, etc. will subject the responsible employee to disciplinary action or possible termination. An employee sharing any internal information relating to AATC must have prior approval of management to do so. If an employee attends conferences, publishes information or passes on any company-related information to third parties which he or she attained, accumulated or learned on the job, any monetary compensation awarded to the employee in relation to this form of information sharing is property of AATC. Any violation of these policies can lead to the immediate termination of employment and might have legal consequences. 4.4.5 Bribes, Kickbacks and Illegal Payments Bribes, kickbacks and other illegal payments to or from any individual or entity with which we conduct business (in any form and for any purpose) are prohibited. 4.4.6 Patents and Copyrights Any patent or copyright developed by an employee of AATC in the course of performing his/her job is property of AATC. Any information pertaining to such patent or copyright must remain on company premises. 4.4.7 Projects Related to AATC An employee willing to use his/her own time to work on projects related to AATC or the industry AATC is part of must have prior approval of management. Projects not related to AATC are at the employee's discretion and may not
  • 54. AATC Employee Handbook-Rev2010 Page 54 of 71 interfere in any way with the employee’s work. All related activities must take place on the employee's own time and not on AATC premises. 4.4.8 Conflict and Non-Compliance Reporting The AATC Ethical Standards of Conflict of Interest Policies provides the people of AATC and its affiliates with a summary of our standards of business conduct so that each of us understands the basic rules that apply. The policies also describe some of the resources available to help us maintain these standards. In this way, we can help ensure that our actions never fall short of our legal and ethical commitments. Laws and standards for business conduct are continually becoming more demanding and complex. A failure to follow legal and ethical standards can expose AATC and its employees to very serious harm - harm to the reputation we all have worked hard to earn, as well as fines and even imprisonment of individuals in some circumstances. In short, acting responsibly is becoming ever more important and requires increasing care. AATC officers, managers, and lawyers can provide guidance on the Company's legal and ethical standards, but, in most cases, the best person to talk to is the AATC Human Resources Administrator. However, you are free to seek help from whatever internal source you feel most comfortable with. The most important thing is that you ask the question or raise the concern. If you ever feel uncomfortable about raising an issue directly with the Human Resources Administrator or Company management, AATC has created an additional resource that can help—the AATC Ethics and Compliance HelpLine. Achieving our high standards of ethical and legal conduct is impossible if we do not speak up when we should. That's why, in addition to knowing the legal and ethical responsibilities that apply to your job, you are also responsible for speaking up if: You are ever unsure about the proper course of action and need advice. You believe that another AATC person has done, may be doing, or may be about to do something that violates the law or AATC’s policy and procedures. It may seem easier to keep silent or look the other way, but integrity is never something we can afford to "put on hold." An employee who, in good faith, seeks advice, raises a concern, or reports misconduct is following a requirement of this policy and doing the right thing. Retaliation against such a person will not be tolerated. AATC will take appropriate disciplinary action, up to and including termination, against individuals engaging in any retaliatory conduct. If you suspect that you or someone you know has been retaliated against for reporting possible misconduct, you should contact the Ethics and Compliance HelpLine immediately.
  • 55. AATC Employee Handbook-Rev2010 Page 55 of 71 4.5 Misconduct It is the policy of AATC to expect all employees to abide by certain work rules of general conduct and performance at all times. Management, supervisors and all employees are expected to monitor and enforce these work rules equally. Generally, there are four types of transgressions that constitute misconduct: 1. Absenteeism and tardiness problems. 2. Policy and procedure violations. 3. Performance. 4. Behavior and conduct infractions. These transgressions can occur simultaneously and then be written up individually or grouped together on one report. The disciplinary action taken is a result of the severity of the offense. Misconduct transgressions are divided into three levels of severity: Serious, Very serious and Inexcusable. Notations will be made in the employee's file recording any offense committed. Management reserves the right to terminate or discipline any employee at any time and for any reason as considered necessary in individual circumstances. 4.5.1 Serious Misconduct The first level of misconduct involves activities that undermine AATC’s morale or focus, thus leading to a loss of attention to detail, quality or professionalism. Generally, company management’s first response to such misconduct will include verbal warnings to alert employees to the unacceptable behavior. The disciplinary action for Serious Misconduct for the second offense generally will be a written notice with a copy to the employee's personnel file and may potentially result in the employee being suspended for one (1) to five (5) working days with or without pay or termination. In its sole discretion, the company may skip any or all of the disciplinary steps described above. The company reserves the right to terminate employment immediately for any incident of misconduct when the company determines in its sole discretion that immediate termination is appropriate. Serious misconduct offenses include: Unauthorized leave from the work area during work schedule exceeding the time allowed for scheduled break or lunch period. Distribution of literature in work areas or posting on company or airport property. Distraction of other employees, or causing confusion by unnecessary shouting, catcalls, whistling or demonstration while on company or airport property.
  • 56. AATC Employee Handbook-Rev2010 Page 56 of 71 Engaging in horseplay, practical jokes, selling merchandise, or general loitering while on company property. This applies to non-shift time as well as shift time. Solicitation of another employee whenever the employee doing the soliciting or the employee being solicited is on working time Having non-employees on company property at any time without authorized permission. Using profane language on company or airport property, which in management's opinion is offensive to guests and to other employees. 4.5.2 Very Serious Misconduct The second level of misconduct involves activities that more than undermine AATC’s morale or focus but also cross the line of attention to detail, quality or professionalism. In other words, AATC is now experiencing the effects of lower morale or focus and such actions could lead to worse harm if continued. Generally, company management’s first response will include both verbal and written warnings alerting the employee that the unacceptable behavior is harming AATC. The disciplinary action for Very Serious Misconduct for the second offense will result in a “Final Written” notice and potentially result in the employee being suspended for one (1) to five (5) working days with or without pay or termination. In its sole discretion, the company may skip any or all of the disciplinary steps described above. The company reserves the right to terminate employment immediately for any incident of misconduct when the company determines in its sole discretion that immediate termination is appropriate. Very serious misconduct offenses include: Reporting for work under the influence of or when suffering from a hangover from alcohol; any intoxicant; any illegally used narcotic, barbiturate, amphetamine, hallucinogen; or any other illegally used stimulating or depressing drug. Threatening, intimidating, coercing or interfering with any person on company premises at any time. Sleeping on company time. Altering, defacing or removing governmental or company notices and bulletins that are posted on AATC bulletin board. Gaining unauthorized access to company records and files whether they are locked or otherwise. Handling or operating machines, tools or equipment that do not come within the employee's authority.
  • 57. AATC Employee Handbook-Rev2010 Page 57 of 71 Careless or negligent use or operation of company tools or equipment. Failure to immediately report to management any injury or accident resulting from an on-the-job situation. Performing substandard work both in quality and quantity after having been instructed in proper procedure and technique. 4.5.3 Inexcusable Misconduct The final level of misconduct involves activities that undermine AATC’s morale or focus, cross the line of attention to detail, quality or professionalism, and are done with deliberate intent to harm AATC or its employees. In other words, AATC is now experiencing the effects and is being harmed in a substantive way. Generally, company management’s first response will include both a verbal and a “Final Written” notice alerting the employee that the unacceptable behavior has harmed AATC and that complete disciplinary action results are pending the results of an investigation. Next, management will begin an investigation into the extent of the damage or potential future harm to AATC in order to determine the appropriate disciplinary action or termination. The disciplinary action for Inexcusable Misconduct may then result in the employee being suspended for one (1) to five (5) working days with or without pay or termination. In its sole discretion, the company may skip any or all of the foregoing steps. The company reserves the right to terminate employment immediately for any incident of misconduct when the company determines in its sole discretion that immediate termination is appropriate. Inexcusable misconduct offenses include: Falsification of any reports, including but not limited to reports pertaining to absence from work, claims pertaining to injuries occurring on company premises, claims for any benefits provided by AATC, communications or records including personnel and production records. Giving false fire alarms, or causing false fire alarms to be given, or tampering with building protection equipment. Restricting output, or persuading others to do so, or promoting, encouraging, agitating for, engaging in or supporting slowdowns. Sabotage, or subversive activity of any kind. Misuse or removal from the premises, without authorization, of any company property, or possession of any property removed from company premises without proper authorization. Using weapons on company premises at any time. Bringing weapons into the workplace.
  • 58. AATC Employee Handbook-Rev2010 Page 58 of 71 Bringing, using or having in possession alcohol; any intoxicant; any nonprescribed narcotic, barbiturate, amphetamine, hallucinogen; or any illegally used stimulating or depressing drug on company premises at any time. Transporting, manufacturing, selling, distributing, or promoting the use of alcohol or any illegally used drug on company premises at any time. Striking or manhandling another person or fighting while on company premises at any time. Striking a supervisor or other member of management at any time. Theft of any property on company premises, or any theft relating to employment. Willful abuse, or deliberate destruction of company property, tools or equipment or any property on company premises at any time. Gross insubordination – a willful and deliberate refusal to follow reasonable orders given by a member of management. Violation of AATC's Equal Employment Opportunity Policy or Harassment Policy. Committing an immoral or indecent act while on company property regardless of whether the act was committed during the employee's shift. Altering any employee time card regardless of whether it is the employee's own card or that of another employee. Intentionally altering the time card of another employee or having another employee make any additions or deletions to an employee’s time card. Conviction of any offense by a court of law which, in management's judgment, would make that employee undesirable for association with AATC and its other employees. 4.5.4 Misconduct Investigations AATC may investigate suspected employee misconduct. Investigations may be conducted by outside investigators, management, or law enforcement personnel or others designated by management. All employees are expected to assist any investigation to the best of their abilities. 4.6 Transportation & Travel AATC recognizes that employees who travel far from home to represent AATC's business interests must forego their living accommodations and may forfeit personal time. Accordingly, AATC will make efforts to provide comfortable and secure accommodations for lodging, meals and travel for employees.
  • 59. AATC Employee Handbook-Rev2010 Page 59 of 71 However, these items are not intended to be perquisites, and AATC reserves the right to deny reimbursement of expenses that are considered lavish or extravagant. Expenses will be reimbursed with proper documentation. Employees are expected to spend AATC’s money as carefully and judiciously as they would their own. 4.6.1 Company-Owned/Leased Vehicles Management must authorize all travel in company vehicles, on other than company business, in advance. This includes vehicles that may be leased by AATC as well as those vehicles that are company owned. The following are specific policies related to company-owned and leased vehicles: Vehicles will be driven only as needed for jobs during working hours. Vehicles will be driven only for transportation to and from destinations as specified. Vehicles will not be driven for private use unless specific financial arrangements have been made. Only the driver assigned to the vehicle will sign for gasoline, oil, etc. No alcoholic beverages or illegal drugs or chemicals will be aboard a company vehicle at any time. 4.6.2 Personal Vehicles Employees may use their personal vehicles on official company business provided prior approval has been obtained from AATC. A mileage rate based on acceptable and current Internal Revenue Service regulations will be paid to employees who use their personal vehicles on official company business. Minimum insurance requirements as specified by AATC's insurance carrier must be in effect at the time the employee's personal vehicle is used, and the employee may be required to provide the appropriate proof of insurance. 4.6.3 Living Expense Allowance AATC will reimburse employees for reasonable expenses incurred when they are traveling on company business. AATC will pay the cost of reasonable lodging for the employee. In addition, a living expense allowance for meals is provided to salaried and supervisory personnel routinely away from their home requiring overnight accommodations. The Human Resource Department will advise the employee of allowable living expenses to be paid by AATC before any travel assignment. Approval of living expenses must be obtained from the Executive Director before submitting to the Accounting Department for reimbursement. 4.6.4 Other Travel Expenses Any travel and/or business expenses not covered by the living expense allowance described previously must be submitted for reimbursement by
  • 60. AATC Employee Handbook-Rev2010 Page 60 of 71 providing receipts showing name(s), date(s), business discussed, amount(s) and the account to be charged. Receipts are mandatory for all lodging, airfare, trains, and rental cars. 4.6.5 Expense Records All expense records (including gasoline credit card receipts) will be turned in to the Accounting Department on a weekly basis for timely payment. In management’s discretion, expenses that are not turned in within 30-days of returning from travel may not be approved for payment. 4.6.6 Travel Advances An advance for out-of-state travel may be provided upon request to management. The corresponding expense report is expected within one (1) week of return from travel. If this substantiation is not completed within 60 days, any unaccounted for and unreturned advance monies may become taxable income to the employee and be included on a Form W-2 or Form 1099 when filed each calendar year. 4.6.7 Expense Reimbursement – Third Party If the employee incurred expenses that will be covered by some other party than AATC, the employee must notify AATC about this in order to avoid a double reimbursement. Any time another party covers expenses of any kind, AATC will not provide reimbursements. If the employee has already been reimbursed by AATC for expenses and thereafter receives reimbursement from a third party, the employee must endorse all reimbursements to AATC upon receipt. 4.6.8 Expense Policies – Violations Clear, honest, well-documented and organized expense reports are of vital importance to AATC. Due to this importance, every employee should be familiar with all aspects of the current expense policies as described in the handbook. Any questions will be directed to the HR Department. Violations and any form of abuse in relation to these policies and standards may be disciplined and may result in termination. 4.6.9 Company Credit Cards Employees authorized to use a company credit card are responsible for protecting the use of the credit card and for submitting all credit card charge tickets to the Accounting Department for validation before payment of the credit card invoice. 4.7 Appearance & Belongings Employees are expected to use their good judgment and common sense in presenting themselves as "appropriate" for their positions. Clothing, hairstyles or personal hygiene
  • 61. AATC Employee Handbook-Rev2010 Page 61 of 71 should be such that they not pose a safety hazard or create an unacceptable or unprofessional appearance. Personal appearance, proper hygiene and appropriate attire are important to the work environment. Clients may gauge the quality of AATC by the attention AATC employees show to their personal appearance and attire. Employees are expected to report to work wearing clean clothing appropriate to their position. 4.7.1 Personal Appearance A neat, well-groomed appearance is important to the employee, their fellow workers and to AATC's customers and suppliers. AATC does not object to mustaches or beards if they are kept trimmed and do not hinder the employee’s performance or safety on the job. 4.7.2 Business Attire Business situations such as meeting with clients or customers or representing AATC may require business attire. Men: Suits with ties and polished shoes. Women: Suit, dress or matching skirt and blouse ensemble. 4.7.3 Casual Attire Normal working hours that do not require client meetings allow for a more relaxed and casual appearance with some minimum standards. Men: must wear shirts with collars and buttons, socks and no jeans or gym shoes. Women: dress appropriately observing the inappropriate attire below. 47.4 Inappropriate Attire Articles of clothing that either exposes too much of the employee, is in state of disrepair, contains obscene references or are too casual are considered to be unprofessional and will not be permitted. Such clothes can be considered harassing, offensive, or just too casual for the workplace. Examples of unacceptable attire include: Tank tops, halter tops, or muscle shirts. Bare navels or transparent blouses. Obscene clothing adorned with foul language or images. Torn clothing or clothing with holes. Sweat pants, sweat suits, running shorts or "work out" clothes. Hats or headbands indoors. 4.7.5 Uniforms AATC will provide uniforms for all Operations Employees (Facility Maintenance Coordinators and Duty Managers) required to wear uniforms. All uniform items issued remain the property of AATC. To the extent permitted by law, it will be the employee’s responsibility to replace any lost garments. The employee is also responsible for the cleaning and maintenance of all uniform items. Uniforms will be worn in a neat and
  • 62. AATC Employee Handbook-Rev2010 Page 62 of 71 appropriate manner at all times. If employees require replacement of any uniform item due to damage while working or normal wear and tear, such items will be replaced by AATC provided the employee returns items requiring replacement. Employees may order additional uniform items at their own expense. Employees terminating employment with AATC will be required to return reusable uniform items supplied by AATC. If not returned, the employee will be required to pay the salvage value of these items to the extent permitted by law. 4.7.6 Personal Belongings AATC recognizes an employee's desire to display mementos pertaining to their family or other personal items. While AATC can take no responsibility for the safekeeping of these items, employees may personalize their work areas in a professional manner. However, several guidelines must be observed. They are as follows: 1. Nothing can be displayed that (in the opinion of management) is derogatory to any person or system of beliefs or that violates the Harassment Policy. 2. Objects that (in the opinion of management) are inappropriate or hinder work efforts will not be allowed and must be removed upon request. 3. Safety comes first – No object will interfere with job safety as viewed by AATC management. 4.7.7 Alcohol and Drugs Consumption of, possession of, or being under the influence of alcoholic beverages or illegal drugs at any time on company property, in the office or in company vehicles, within the designated employee parking lots, or at any location while on working time is strictly prohibited. Violation of this policy is cause for immediate termination of employment. AATC reserves the right to have employees tested, screened and/or searched on company property for drug and alcohol use, as it deems necessary as long as these procedures do not violate any existing laws. 4.7.8 Medication An employee placed by a physician on medication that may impair the ability to safely or effectively perform the employee’s job will report that fact to their supervisors. The employee’s supervisor may require the employee to present a release form from the physician indicating that the individual is able to perform their job duties safely and effectively. Employees are responsible for determining from their physicians whether any medication prescribed for them may impair the ability to perform their jobs safely and effectively. 4.7.9 Smoking Policy Smoking is only allowed during an employee’s break time and is confined to designated smoking areas of the airport.
  • 63. AATC Employee Handbook-Rev2010 Page 63 of 71 4.8 Equipment & Facilities All employees should be concerned with the care and safe use of company- owned equipment and facilities. Good housekeeping is expected from everyone. 4.8.1 Parking An adequate parking area is provided for employees. Employees may park in any space that is not marked “reserved.” Please cooperate by not blocking any gate or driveway. AATC assumes no responsibility for employee's vehicles or their contents while on company property. 4.8.2 Computer, Network, and Telephone Use Company communications equipment such as telephones, computers, networks, and Internet access are important to our everyday operation and are provided to facilitate official company business. Employees will restrict their personal communications to what is reasonable and necessary. The use of a company cell phone while driving is prohibited, with the exception of the Duty Management use on the airport NLVR during emergency situations. The use of company communications equipment for personal calls, faxes, e- mails or other electronic communication should be limited and should not interfere with work. In the event that charges are incurred for the use of company resources, then the employee will reimburse AATC. In addition, the use of company communications equipment for solicitations or the distribution of personal ventures, religious, or political causes is discouraged. Offensive and or disruptive messages, including those containing sexual, racial, or degrading commentary, or deliberately reviewing such material on company communications equipment shall not be tolerated and may be subject to disciplinary action. AATC at all times retains the right to access and search all diskettes, files, databases, E-mail messages, voice mail messages and another electronic data stored in the company’s computer, electronic and voice mail systems and equipment with no prior notice. This right applies both during an employee’s employment and after separation, regardless of whether the separation is voluntary or involuntary. 4.8.3 Motor Vehicle and Workplace Equipment Operation Employees authorized to drive a company vehicle are completely responsible for fines resulting from traffic violations. Only company employees are authorized to operate a company vehicle. If you are authorized to operate a company vehicle, any changes to your driving record must be reported to the Operations Manager in a timely manner. 4.8.4 Safety Equipment If needed, AATC will provide employees with safety equipment. This safety equipment (e.g. safety glasses) must be worn on the job, as safety requires.
  • 64. AATC Employee Handbook-Rev2010 Page 64 of 71 This equipment will be signed for by the employee and replaced at their expense (to the extent permitted by applicable law) if lost or stolen. Replacement will be provided if the equipment is shown to be defective. 4.8.5 Company Tools AATC will furnish all necessary tools and equipment to complete job assignments. Each employee is reminded that all items purchased by AATC remain the property of AATC and represent a very valuable asset of AATC. It is the responsibility of the employee, to whom tools and equipment are assigned, to maintain and safeguard these assets as if they were their personal property. It is the policy of this company to hold the individual responsible (to the extent permitted by applicable law) for small tools and equipment lost, stolen, or damaged through negligence. A periodic inventory of tools and equipment will be made. When leaving a work area, it is recommended that all tools that cannot be secured in locked storage be removed from the work area. 4.8.6 Waste Prevention Waste of energy and materials is costly to AATC and ultimately results in losses, which must be paid for by other cost reduction actions. Please conserve energy at every opportunity by keeping thermostats in moderate ranges. Drive within speed limits. And, turn lights and other electrical equipment off when not in use. All scrap materials and parts remain the property of AATC. An employee may discuss personal use of scrap materials and parts with the supervisors. Management will make the final decision. 4.8.7 Theft AATC will not tolerate property theft of any type. Although taking small items may seem inconsequential, the cumulative effect can be significant. We consider property theft to be the unauthorized use of AATC services or facilities or the taking of any AATC property for personal use. The following is an example of unacceptable activity: Use of company copy machines for personal use. The office copiers are not provided as a free service to employees. If you wish to use a company copier for personal use, please seek permission from a supervisor first. Unauthorized removal of company property. No item purchased or supplied by AATC should be removed from company premises without express authorization of your immediate supervisor. This rule applies to all company property including computers, and even pens and paper.
  • 65. AATC Employee Handbook-Rev2010 Page 65 of 71 4.8.8 Security All doors, files, desks, gates and any other equipment with locks must be kept locked securely when not in direct use and at each day’s end. Locks will be checked regularly. Company vehicles will be kept locked at all times. Lost keys must be reported to the office immediately. Any concerns about security will be directed to the Manager of Operations. Some projects require special identification badges or cards for company employees. Employees will be provided with identification badges or cards when they are necessary. The Department of Aviation Security requires all prospective employees be fingerprinted. For fingerprinting you must present two forms of identification per Security Directive 1542-04-08C. SIDA or security awareness training is also a DOA requirement. Employees receive training in airport security procedures. 4.8.9 Bulletin Board AATC maintains a bulletin board to keep employees informed of current items of general interest. Employees should check the bulletin board regularly. Employees are not permitted to post notices on or remove notices from the bulletin board.
  • 66. AATC Employee Handbook-Rev2010 Page 66 of 71 Employee Handbook Forms
  • 67. AATC Employee Handbook-Rev2010 Page 67 of 71 ACKNOWLEDGEMENT OF RECEIPT AND UNDERSTANDING Read and Sign Immediately After Reading the Employee Handbook I understand and agree that: The statements contained in the Employee Handbook are intended to serve as general information concerning Atlanta Airlines Terminal Corporation (AATC) and its subsidiaries with respect to its existing policies, procedures, and practices of employment and employee benefits. Nothing contained in the Employee Handbook is intended to create, nor shall it be construed as creating, an express or implied contract or a guarantee of employment for a definite or indefinite term. I understand that AATC is an ―at will‖ employer and as such employment may be terminated by either AATC or the employee without cause or notice. From time to time AATC may need to clarify, amend, delete, and/or supplement the information contained in the Employee Handbook, and AATC will inform me when changes occur. I have received a copy of AATC's Employee Handbook, have read and understand the information outlined in the handbook, have asked any questions I may have concerning its contents and understand that I will be expected to comply with all policies and procedures to the best of my ability. I understand I may retain this copy of the booklet in my possession while AATC employs me or until requested to return it. Employee's Signature:_______________________________________________ Date:_________________________________________ Location:_________________________________________ Authorized Witness:_______________________________________________
  • 68. AATC Employee Handbook-Rev2010 Page 68 of 71 STATEMENT OF LEGAL AND ETHICAL BUSINESS CONDUCT Read and Sign Immediately After Reading the Conflict of Interest Policy I have read and understand the section from the Employee Handbook titled "Conflict of Interests". The following questions are answered complete and honest in accordance to my full knowledge. Within the intent and meaning of the section titled "Conflicts of Interest", please answer the following questions with "Yes" or "No" if not otherwise indicated: 1.Have you read and fully understood the Section from the Employee Handbook titled "Conflicts of Interest".____________ 2.Are you a stockholder or hold a financial interest in any way in: a.A competing company?____________ b.A supplier of goods or services or other principal dealings with AATC? ____________ c.A customer of AATC or in any business venture with a customer concern with respect to which you have access to privileged information by reason of your position in AATC? ____________ Are you a director of any business operated for profit? (If "Yes", please list the names of the companies.) _____________________________________________________________________ _____________________________________________________________________ 4.Are there circumstances or any other matters of a personal or family nature, which could reasonably be subject to question as to their effect on the interests of AATC? (If "Yes", please explain.) ____________ ____________________________________________________________________ ____________________________________________________________________ If, in the future, any situation involving a possible conflict of interest will arise, I shall notify my immediate supervisor before taking any action, which, without the required approval from management, might be incompatible with the outlined policy in the Employee Handbook under the Section "Conflicts of Interest".
  • 69. AATC Employee Handbook-Rev2010 Page 69 of 71 As an employee of AATC, I will honor to the full extent all policies, rules and regulations discussed in the Employee Handbook, Section "Conflict of Interest" with regard to policies in relation to Patents and Copyrights. I acknowledge that any violation of these policies can lead to immediate termination of my employment at AATC. Employee's Signature:______________________________________________ Date:______________________________________________ Location:______________________________________________ Authorized Witness:______________________________________________
  • 70. AATC Employee Handbook-Rev2010 Page 70 of 71 DRUG-FREE WORKPLACE POLICY EMPLOYEE ACKNOWLEDGEMENT Read and Sign Immediately After Reading the Drug-Free Workplace Policy This is a formal notice of AATC's intent to take disciplinary action, up to and including termination of employment, against any employee who violates AATC's Drug-Free Workplace Policy. AATC's Drug-Free Workplace Policy prohibits the use, sale, distribution, manufacture or possession of all illegal controlled substances as listed in Schedules I through V of Section 202 of the Controlled Substance Act (21 U.S.C. 812). Consumption of, possession of, or being under the influence of alcoholic beverages or illegal drugs at any time on company property, in the office or in company vehicles, within the designated employee parking lots, or at any location while on working time is strictly prohibited. Violation of this policy is cause for immediate termination of employment. AATC reserves the right to have employees tested, screened and/or searched on company property for drug and alcohol use, as it deems necessary as long as these procedures do not violate any existing laws. Company policy also requires that an employee placed by a physician on medication that may impair the ability to safely or effectively perform the employee’s job will report that fact to their supervisors. The employee’s supervisor may require the employee to present a release form from the physician indicating that the individual is able to perform their job duties safely and effectively. Employees are responsible for determining from their physicians whether any medication prescribed for them may impair the ability to perform their jobs safely and effectively. I understand and agree that: I have received a copy of AATC's Drug- Free Workplace Policy. I have carefully and thoroughly read AATC's Drug-Free Workplace Policy. I understand the requirement of AATC's Drug-Free Workplace Policy and agree, without reservation, to follow this policy. Employee's Signature:______________________________________________ Date:______________________________________________ Location:______________________________________________ Authorized Witness:______________________________________________
  • 71. AATC Employee Handbook-Rev2010 Page 71 of 71