Employee Policy Manual (Template)

COMPANY
info@company.com
POLICY MANUAL
Please Read This Carefully
This Policy Manual is issued in anticipation of future employment and hiring needs and
to inform and guide future managers about various personnel policies, procedures and
guidelines.

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.01 EMPLOYMENT POLICY
COMPANY NAME manages the hiring of new personnel through the use of
employment policies and procedures. It is the intention of the Corporation to provide
staff members opportunity for promotion and transfers by considering them for open
positions, whenever feasible.
.02 EQUAL EMPLOYMENT OPPORTUNITY
COMPANY NAME is an equal opportunity employer. It is our policy to consider and
employ the most qualified candidates for positions in all areas of our business and to
provide them with equal opportunity for advancement.
In all aspects of employment with COMPANY NAME, including but not limited to
recruitment, hiring, placement, promotion, demotion, transfer, termination, layoff, rates
of pay and other forms of compensation, selection for training, and all other terms and
conditions of employment, the company will not discriminate against any person on
account of race, creed, color, religion, age, sex, disability, national origin, citizenship
status, marital status, sexual orientation or any other characteristics protected by federal,
state or local law.
Any person who violates this policy will be subject to appropriate disciplinary
action, up to and including termination.
Employees who feel that they have been the subject of discrimination, which is in
violation of this policy, should report the conduct to their manager, if appropriate, or to
their manager's superior. All discrimination will be treated in a confidential manner to
the maximum extent possible, will be properly investigated and action will be taken as
appropriate. Disclosure of the reported conduct may be made in connection with such
investigation.
.03 EMPLOYMENT-AT-WILL
All employment and compensation with COMPANY NAME is "at will" which means
that an employee employment can be terminated with or without cause, and with or
without notice, at any time, at the option of either COMPANY NAME or the employee,
except as otherwise provided by law.
Nothing in this Manuel should be construed to create or constitute a contract
guaranteeing employment for any specified period of time and no employee of
COMPANY NAME has any authority to make any promises or commitments contrary to
the foregoing.
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- Create a supervisor/subordinate relationship with a family
member.
- Have the potential for creating an adverse impact on work
performance; or
- Create either an actual conflict of interest or the appearance of a conflict
of interest.
This policy must also be considered when assigning, transferring, or promoting an
employee. For the purpose of this policy, immediate family includes: spouse, parent,
child, sibling, in-law, aunt, uncle, niece, nephew, grandparent, grandchild, and members
of the same household. This policy also applies to romantic relationships.
Employees who become immediate family members or establish a romantic relationship
may continue employment as long as it does not involve any of the above. If one of the
conditions outlined should occur, attempts will be made to transfer one of the employees
to a suitable position within another department. If employees become immediate family
members or establish a romantic relationship, we will make reasonable efforts to assign
job duties so as to minimize problems of supervision, safety, security or morale. If
accommodations of this nature are not feasible, the employees will be permitted to
determine which of them will resign. If the employees cannot make a decision,
COMPANY NAME will decide in its sole discretion who will remain employed.
This policy does not apply to “close relatives” who already are employed by COMPANY
NAME as of the effective date of this policy. This waiver, however, may not be used as
a basis for further exceptions subsequent to the effective date of this policy.
.08 ROMANTIC OR SEXUAL RELATIONSHIPS
Reserved
.09 EMPLOYMENT/CREDIT VERIFICATIONS
All inquires regarding references and verification of employment must be
Must be in writing/or by email.
Employment verifications must be in writing. VERBAL VERIFICATONS
ARE NOT ALLOWED!!!!
All requests must include a signed authorization from the employee.

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1. Legal name
2. Home address
3. Home telephone number
4. Person to call in case of emergency
5. Number of dependents
6. Marital status
7. Change of beneficiary
8. Driving record or status of driver's license, if you operate any COMPANY NAME
vehicles
9. Military or draft status
10. Exemptions on your W-4 tax form
Coverage or benefits that you and your family may receive under COMPANY NAME's
benefits package could be negatively affected if the information in your personnel file is
incorrect.
Since your personnel file is referred to when making decisions in connection with
promotions, transfers, layoffs and recalls, it's to your benefit to make sure your personnel
file includes information about completion of educational or training courses, outside
civic activities, and areas of interest and skills that may not be part of your current
position.
You may see information that is kept in your own personnel file. You may also request
and receive copies of all documents you have signed.
Internal access to an employee's file is limited to Managing VP, Managers and
Department Heads who have a need for specific information on an employee.
Except as may be required by law no information will be disclosed to anyone outside of
COMPANY NAME without a signed consent from the employee or former employee.
.13 COMPLAINT PROCEDURES
COMPANY NAME future complaint procedures shall consist of the following:
· Employees who have a complaint should discuss the matter with their immediate
manager as soon as possible.
· If the problem involves an employee's immediate manager, or if, in the
employee's view, the manager's response is not satisfactory, the employee may
pursue the problem with the department Managing VP.
· If, in the employee's view, the department Managing VP response is not
satisfactory, the employee may contact the Human Resources Department. The
HR Representative or VP of Operations will review the problem and may assist in
resolving or clarifying the decision.

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C. Objecting to or refusing to participate in an activity, policy, or practice which the
staff member reasonably believes is unlawful, fraudulent, criminal or
incompatible with a clear mandate of public health, safety or welfare.

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.01 POLICY
An employee’s conduct is a reflection of the Corporation to our customers, other
employees and the public at large. Accordingly, you are expected to adhere to the
highest standards of professionalism and decorum in your daily activities.
Set forth below are examples of conduct and behavior that COMPANY NAME considers
to be inappropriate. Any employee engaging in such behavior, or to whose work habits,
general attitude or demeanor of conduct is otherwise unsatisfactory in the judgment of
COMPANY NAME, may be subject to disciplinary action, up to and including
termination.
Inappropriate conduct and behavior includes, but is not limited to the following:
· Insubordination or refusal to carry out a reasonable assignment from a supervisor
or manager.
· Theft of property belonging to the company, its customers or other employees.
· Falsification of information on the employment application or other company
records, including but not limited to expense reports and health insurance claims.
· Using COMPANY NAME stationery, supplies and/or facilities for personal
matters or personal business without prior approval from your manager.
· Excessive absenteeism, lateness or abuse of sick leave.
· The violation of COMPANY NAME's policy or rules of conduct as set forth in
this Manual, including without limitation its non-discrimination, sexual
harassment or substance abuse policies.
· Excessive attention to personal business, personal phone calls or personal visitors
during business hours.
· Bringing weapons (whether licensed or not) on to COMPANY NAME's premises.
· Failure to perform assigned duties in a satisfactory manner.
· Engaging in conduct inconsistent with an employee's duty or loyalty to
COMPANY NAME.
.02 DRESS CODE
Employees are expected to dress in good taste according to accepted business standards, so
as to reflect pride in themselves and in the place where they work.
Business casual is the standard for dress at COMPANY NAME. However, dress should
depend, in part, on how much your position brings you into contact with customers, vendors
and others whose opinion of the company and its employees might be influenced by your
attire.
.03 CONFIDENTIALITY
In the course of your employment by COMPANY NAME, you may have access to
various trade secrets and confidential information concerning the business activities or
property of the company.

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Employees who are required to use the telephone must be as courteous and efficient as
possible. All business transactions between COMPANY NAME and its clients are
confidential. Therefore, any information regarding clients should not be disclosed to
anyone other than authorized personnel.
Employees may not solicit, obtain or accept any personal benefit form any COMPANY
NAME client, nor should they engage in any personal business transactions with such
clients.
Should a problem arise which you cannot resolve, or should you feel unsure about
COMPANY NAME procedure, please contact your as soon as possible.
.07 INFORMATION SYSTEMS (Future provision)
The company's information systems are provided to our employees to enable them to
conduct COMPANY NAME business in an efficient and effective manner. For this
reason, you may use these systems (computers, networks, telephone, fax machines, etc.)
only to perform tasks related to your job. As with the telephone, only minimal personal
use is authorized. Furthermore, these facilities are not to be used in a way that may be
disruptive or offensive to others, harmful to morale, or in violation of company policy or
any applicable laws and regulations.
You should not expect personal privacy or confidentiality when you use COMPANY
NAME's equipment and services. All information contained in these systems are the
property of the company and is subject to review by the company at any time. The
company reserves the right to access and disclose all information sent over its electronic
mail system or other information systems for any purpose at any time, and may from time
to time monitor, log and issue reports to management on contents of e-mail messages,
any news postings and records of web pages browsed or transferred any way.
Compliance with the company's procedures and controls set forth in this
section is the responsibility of all COMPANY NAME employees.
Access to the Internet has been provided to employees of COMPANY NAME for the
benefit of our organization and our customers. The Internet allows employees to connect
to information resources around the world.
As with all other aspects of working at COMPANY NAME, the company expects that
you will use good business judgment to regulate your use of the Internet. Every employee
has a responsibility to maintain and enhance the company's public image, and to use the
Internet in a productive manner.
Users should also keep in mind that non-business use could constitute misappropriation
of company property. For example, many Internet applications can potentially consume
large amounts of network bandwidth. This has significant impact upon your environment,
can consume limited shared company resources and can interfere with the delivery of
critical business data.

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.01 POLICY
COMPANY NAME understands the importance and value employees place on
personal time away from work, and the benefits that planned time off provides.
We also recognize that all time off is not planned. There are unplanned situations
that require the staff member to be away from work due to illness, emergencies
etc.
The paid time off policy combines vacation, sick, and personal days for full time
employees. Hence, there is one “bucket” of paid time off for either “planned” or
“unplanned” reasons.
The policy gives the employees more control of his or her paid time off since
PTO is more flexible. PTO is an incentive for employees to minimize the use of
“unplanned” time off.
PTO may be taken at any time during the year it is earned, subject to
management’s approval.
.02 ELIGIBILITY
Eligibility will vary depending upon date of hire, and length of service. In all
eligibility categories, three months of continuous service will be required prior to
scheduling any PTO.
.03 SCHEDULING
An employee must receive management’s permission to take any planned PTO.
If approval has been granted the written approved copy of the request will be kept
on file.
If an employee cannot plan time off due to an unexpected illness or personal
matter, he/she must notify his/her manager before he/she is scheduled to report to
work.
Employee’s preferences for their choice of PTO will always be given
consideration by management and granted whenever possible. However, under
certain conditions, it may be impractical to meet all requests and, therefore, some
employees may not be able to schedule their time off at their preferred time.
Where necessary, length of continuous service maybe considered when
determining priority with regard to choice of PTO.
Supervisors have the responsibility of monitoring the amount of “unplanned”
PTO a staff member requests. Any abuse of PTO may be subject to disciplinary
action.

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**An employee does not have to complete 12 months of employment to begin his/her
second calendar year. For example, an employee hired on October would begin his/her
second year on January 1.
.07 TERMINATING STAFF MEMBERS
If a staff member leaves COMPANY NAME, he/she may be eligible to receive a
portion of his/her unused PTO depending on the circumstances and timing of
his/her departure. If a staff member does not provide two weeks “working”
notice, or if he/she has not completed 12 months of employment, or if the
employee’s resignation is not voluntary, he/she may not be paid for any unused
PTO or carry over PTO.
If the staff member is granted unused PTO, he/she will be paid for an amount
equal to the number of days given in the offer letter (or the amount of days the
staff member is currently able to take) * number of months he/she has worked
during the current year/12 - PTO days already taken. All calculations will be
rounded up.
.08 REHIRES
Employees with a break in service, due to termination, of three months or less will
have PTO based on their original hire date. If the break in service exceeds three
months, PTO eligibility will be based on their current hire date.

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.01 HOLIDAYS
The following holidays are recognized by COMPANY NAME as paid holidays:
New Year’s Day Thanksgiving Day
President's Day the Friday following Thanksgiving
Memorial Day Christmas Eve (1/2 day)
Independence Day Christmas Day
Labor Day
*This list is subject to change.
An employee may take time off to observe his/her religious holidays. If available, PTO
must be used for this purpose; otherwise the time off is without pay. The employee must
notify the manager at least ten business days in advance.
.02 ELIGIBILITY
All full-time employees are eligible to receive paid time off for Holidays granted that
year. Regular part-time employees are eligible for paid holidays if their regular work
schedule includes a day which is a holiday. Pay for the holiday will amount to their
normal pay for the day.
.03 STAFF COMMUNICATIONS
In order to enable employees to plan ahead, a schedule of holidays will be distributed at
the beginning of each year.
.04 HOLIDAYS DURING PTO
When a holiday falls within an approved planned PTO, an extra paid day will be allowed.
This additional day is to be scheduled at a mutually convenient time, taking into
consideration the employees and department workload; approval of the manager is also
required.

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.01 BEREAVEMENT
In the event of a death in an employee’s immediate family (spouse, parent, grandparent,
sibling, child, spouse's child) the employee is entitled to take (3) workdays with pay to
attend the funeral. One (1) day of paid funeral leave will be granted in the case of the
death of a extended family member living in the employee’s home.
.02 JURY DUTY
It is the employee’s civic duty as a citizen to report for jury duty whenever called. If an
employee is called for jury duty, we will permit him/her to take the necessary time off. If
the employee has completed the Introductory Period, COMPANY NAME will reimburse
the employee for the difference between his/her jury pay and regular pay, not to exceed
eight (8) hours per day, for a maximum of ten (10) business days. Commissioned
salespeople will be paid the difference between jury duty pay and their average pay for
the past six (6) weeks. The employee notifies his/her manager within forty-eight (48)
hours of receipt of the jury summons.
On any day or half-day you the employee is not required to serve, he/she will be
expected to return to work. In order to receive jury duty pay, the employee must present a
Statement of Jury Service and pay to his/her manager. The employee is expected to
notify his/her manager as soon as he/she is aware of the dates of the jury duty so that
arrangements can be made for replacement during this absence.
.03 MILITARY DUTY
A full-time employee inducted into the U.S. Armed Forces, will be eligible for re-
employment after completing military service, provided:
* his/her manager receives all orders as soon as they are received.
* the active duty service has been completed successfully.
* the employee enters the military service directly from his/her employment with
COMPANY NAME.
* the employee applies for and is available for re-employment within ninety (90)
days after discharge from active duty. If the employee is returning from up to six (6)
months active duty for training, you must apply within a reasonable time (usually thirty
(30) days) after discharge.
* Employees who serve in U. S. military organizations or state militia
groups may take the necessary time off without pay to fulfill this
obligation. They will retain all of their legal rights for continued
employment under existing laws. These employees may apply PTO to the
leave if they wish; however, they are not obliged to do so.

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.01 PERSONAL LEAVE OF ABSENCE
COMPANY NAME realizes that circumstances may arise which requires an employee to
be away from his/her job. A full-time employee with a minimum of (1) year service
may request an extended unpaid leave of absence. COMPANY NAME will consider
such situations on an individual basis and may grant or deny the request at management
discretion. All request for unpaid personal leaves should be sent to the employee’s
manager. A personal leave of absence must not interfere with the operation of the
department or COMPANY NAME. The manager should submit all requests to the
Human Resource Department for final approval.
A personal leave of absence may be granted for up to thirty (30) days. During the term of
a leave of absence, the staff member will be on a no pay status.
If an employee accept any employment or go into business while on a leave of absence
from COMPANY NAME, he/she will be considered to have voluntarily resigned from
employment with COMPANY NAME as of the day on which you began your leave of
absence.
.02 FAMILY AND MEDICAL LEAVE ACT (FMLA)
The Family and Medical Leave Act (FMLA) provides up to (12) weeks of
unpaid leave to "eligible" employees for certain family and medical
reasons. Employees are eligible if they have worked for COMPANY NAME for 1,250
hours over the previous (12) months.
Reasons for Taking Leaves:
Unpaid leave may be granted for any of the following reasons:
* to care for the employee's child after birth, or placement with the
employee for adoption or foster care. (Such leaves must be taken within
12 months of the child's arrival.)
* to care for the employee's spouse, child or parent, who has a serious health
condition; or
* for a serious health condition that prevents the employee from performing
his/her job.
Employees with PTO may, but are not required to, use their time during the leave so that
part or all of the leave will be paid.
Employees are required to provide advance leave notice and medical certification.
* When a leave is foreseeable, the employee must provide (30) days
advance notice.

24
COMPANY NAME WORKERS COMPENSATION (Section VII)
.01 Procedure
.02 Returning to Work

26
COMPANY NAME BENEFITS (Section VIII)
.01 Eligibility
.02 Group Insurance
.03 Retirement Plan
.04 Referral Incentive
.05 Education Assistance

28
COMPANY NAME SUBSTANCE ABUSE POLICY (Section VIIII)
.01 Policy
.02 Recognizing, Reporting and Handling Substance Abuse
Problems.
.03 Documenting Substance Abuse Problems

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.03 DOCUMENTING SUBSTANCE ABUSE PROBLEMS
Personnel files should not contain any reference to alcohol or drug use as a
medical diagnosis. However, a supervisor should record factual observations
about an employee’s job performance, e.g., attendance/tardiness; observable
mood changes; smelling of alcohol; stumbling when attempting to walk;
disheveled appearance; slurred speech; and statements made to the manager.

32
.01 POLICY
COMPANY NAME intends to provide a work environment that is pleasant,
harmonious, comfortable, and free from intimidation, hostility or other offenses
that might interfere with work performance. Harassment or discrimination of any
sort - verbal, physical, or visual - will not be tolerated in any work-related setting,
whether in the office, on work assignments outside the office or any company
sponsored social function.
.02 WHAT IS HARASSMENT?
Harassment can take many forms. It may be, but is not limited to: words, signs,
jokes, pranks, intimidation, physical contact, or violence. Harassment is not
necessarily sexual in nature.
Sexually harassing conduct may include unwelcome sexual advances, requests for
sexual favors, or any other unwelcome verbal or physical contact of a sexual
nature that prevents an individual from effectively performing the duties of their
position or creates an intimidating, hostile or offensive working environment, or
when such conduct is made a condition of employment or compensation, either
implicitly or explicitly.
.03 WHAT IS DISCRIMINATION?
To discriminate is to make distinctions or differences in the treatment of
employees and is prohibited by law if the basis for treating people unequally is
due to an individual’s race, color, religion, gender, sexual orientation, national
origin, age, marital or veteran status or disability.
.04 RESPONSIBILTY
All COMPANY NAME employees, and particularly managers, have a
responsibility for keeping our work environment free of harassment and
discrimination. Any employee, who becomes aware of an incident of harassment
or discrimination, whether by witnessing the incident or being told of it, must
report it to their immediate manager or any management representative with
whom they feel comfortable. When management becomes aware that harassment
might exist, it is obligated by law to take prompt and appropriate action, whether
or not the victim wants the company to do so.
.05 REPORTING
Any incidents of harassment must be immediately reported to COMPANY
NAME management representative. Appropriate investigation and disciplinary
action will be taken. All reports will be promptly investigated with due regard for

34
COMPANY NAME HIRING PROCESS (Section XI)
.01 Policy
.02 Procedures
.03 Making the Offer

36
OPEN JOB REQUISITION
For Human Resources Only
Requisition #___________________
Department: Job Title: Exempt
Non-Exempt
Reports To:
Physical Location:
Hiring Manager:
Experience Required:
Reason for Hire: Addition Replacement
If Replacement, for Whom?
Comments:
Requested By:
(Please Print)
Signature_________________________________________________ Date___________
Approval: ________________________________________________ Date: __________
Filled By ________________________________________________ Date:___________

38
COMPANY NAME NEW HIRE PROCESS (Section X11)
.01 Procedures

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COMPANY NAME NEW HIRE FORM
Name: Title:
Address:
City: State Zip
County: Telephone:
DOB: SS#:
Start Date: Hired By:
Manager: Salary:
Job Code: Job Grade
Circle: New Hire Re-Hire Reinstatement
Circle: FT PT Casual Summer Intern
Circle: Non-Exempt Exempt
Previously Employed (Circle)? Yes No if yes, what Dates?
Department: Location:
(COMPANY NAME Only)
Requisition #: _____ Hire Source Code: ______ If Referral, Referees Name___________
Referral Fee ______________________
Vacation: Current Year: __________________ Next Year: _______________________
Documents Received
___ W-4 ___ BUSINESS CARD REQUEST
___ WH4 (IN) ___ I-9
___ ORIGINAL OFFER LETTER ___ ORGINAL NDA
___ ORGINAL CO. PROPERTY CHECKLIST ___ OTHER: _______________________________

42
COMPANY NAME COMPENSATION (Section XIII)
.01 Exempt/Non-Exempt Employees
.02 Work Week, Overtime and Hours

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Employees may not work overtime without their manager's approval or be paid for
overtime work that is not approved in advance by their department manager.
COMPANY NAME is required by federal and state wage and hour laws to record some
employees' hours of work. Non-exempt employees must record their daily hours on time
clocks or timesheets. In addition, non-exempt employees are required to
record hours should they leave the work premises. Time of arrival and departure must be
recorded personally by the employee or by the person designated by the department. The
practice of having another employee "punch in/out" or "sign in/out" may subject either or
both of the employees to disciplinary action, up to and including termination.
Exempt employees are ineligible for overtime pay and are not required to record their
daily work hours on time clocks or time sheets. The weekly salary paid to exempt
employees covers all hours worked by such employees even if it is more than 40 hours.
.03 PAYMENT OF WAGES
Employees are paid on a bi-weekly basis, every other Friday. If a regular payday falls on
a holiday, the employee will be paid on the preceding workday.
For non-exempt employees, all overtime wages will be paid no later than
the pay of the next payroll period.
.04 DIRECT DEPOSIT (NA)

46
.01 PROCEDURES
It is the responsibility of the manager to continuingly monitor the performance of his/her
employee. However, the manager should make every effort to have a discussion with the
employee after the (90) day Introductory Period. This discussion should include the
employees overall performance up to date. This is also a good time to discuss any
improvements that need to be made and/or to reiterate the goals that have been set for the
employee.
Although a formal review can be done at anytime, it is usually held in December.
Procedures:
- The manager should contact the employee to set up a time for the review.
- Before the Manager meets with the employee, he/she must complete the
Performance Appraisal.
- During the discussion the manager should go over the written performance
review. It is important to seek feedback from the employee. (This
discussion should not be a one sided conversation). The Manager should
notify the employee of his/her raise (if approved). At the end of the
discussion the Manager and employee should sign the review. A copy of
the review should be given to the employee.
- Once the review is complete, COMPANY NAME will keep a copy of the
review.
.02 MANAGE BY OBJECTIVES (MBO)
If applicable, Managers must establish and document all objectives for their employee on
the MBO Documentation Summary form (Attachment). All objectives must be given to
the employee by the 15th
day of the respective quarter.

48
.01 POLICY
Management expects that all staff employees will meet the standards set by
supervisors/management for the quality and quantity of their work and also comply fully
with the policies governing punctuality, attendance and conduct. Inadequate performance
will ultimately result in termination. A progressive discipline procedure may be followed
when it is thought that such an effort will benefit the organization. Determining whether
or when to invoke this procedure is exclusively a management prerogative. Management
may dismiss a staff member without invoking this procedure and without any prior
warnings or circumstances which, in its discretion, it deems appropriate.
Each employee must be made aware of work standards, job performance standards and
any other related company policies. If an employee does not meet these requirements,
disciplinary procedures are initiated, it is the management’s responsibility to monitor
the process closely to determine whether the action should be elevated or the issue has
been resolved.
.02 PROCEDURE
Initial Warning
The supervisor should discuss the problem informally with the individual,
identifying the problem and specifying expected or desired results. This
discussion should also include any previous problems or discussions held and
suggestions for improvement. A reasonable time for improvement should be set
and, if appropriate, the consequences of not correcting the problem needs to be
indicated. It should also be emphasized that the discussion is an initial warning.
The supervisor should keep a record of this warning.
Formal Warning
If the situation does not improve, a formal warning is issued. The formal warning
will address the same points as the initial warning (if applicable), any new
incidents, and clearly specifying the consequences of failure to improve.
Following the implementation of a Formal Warning, merit increases will be
deferred and the individual is not eligible for promotion or transfer.
At three-month intervals, the situation will be reviewed to determine whether
eligibility should be reinstated. However the warning will remain in the file and
may be considered in future employment decisions.
At any time that the manager feels that the employee is not showing or sustaining
improvement, the disciplinary action should be continued by moving to Final
Warning or dismissal.

50
COMPANY NAME LEAVING THE COMPANY (Section XVI)
.01 Voluntary Separations
.02 Involuntary Separations

52
NOTICE OF TERMINATION
(For Internal Use Only)
EMPLOYEE NAME:
TITLE:
SS #:
STARTING SALARY: ENDING SALARY:
START DATE: TERMINATION DATE:
SEVERENCE PAY:
(if any)
REASON FOR TERMINATION:
WOULD YOU RE-HIRE THIS EMPLOYEE? YES NO
(Signature of Supervisor) (Title) (Date)

54
COMPANY NAME EXPENSE REPORTS (Section XVII)
.01 Guidelines
.02 Timeliness
.03 Car Rental
.04 Hotels
.05 Air Travel
.06 Meals
.07 International Travel
.08 Miscellaneous

56
.03 CAR RENTALS:
- A mid size vehicle should be rented, unless there are more than 2 people on the
trip or several customers will be traveling with you.
- Refueling: All cars must be refueled before being returned. Gas should
be listed as a car rental with the name of the gas company listed in place
of the car rental agency. Do not list rental car gas in the mileage
section!
- Insurance: Employees should take the insurance offered on rental cars when
traveling if their normal automobile/credit card does not cover the required
insurance In the event of an accident, please be sure to notify COMPANY
NAME immediately.
- Mileage: If you receive a car allowance mileage is only paid for trips in which
you choose to drive but would normally fly or rail to. When submitting mileage,
the details of the trip must be provided in the mileage section of the report.
Include city to and from dates of the trip as well as the reason for the trip.
.04 HOTELS:
Please try to keep hotel expenses within a reasonable range. Hotel expenses
should be broken down for each day including meals, telephone calls, and daily
charge with taxes. Expensable has an option which makes it easy to do this.
Receipts:
- As a reminder, please remember to follow these guidelines when filling out your
expense reports.
- All company paid receipts must be included with your expense report and
marked as company paid. Please include original receipts (not photo
copies) and phone bills must be submitted in their entirety (not just the
first page).
- All expense receipts should be taped down on an 8.5 x 11 piece of paper
- and numbered. The expenses listed on your report should have the corresponding
number from the receipt listed. The expense report and the pages containing the
receipts should then be stapled together. Please do not use paperclips.
.05 AIR TRAVEL:
All air travel shall be coach class unless previously approved.

58
COMPANY NAME LABOR UNIONS (Section XVII1)
.01 Policy
.02 Responsibility

1
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Employee Policy Manual (Template)

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Employee Policy Manual (Template)