Professional Documents
Culture Documents
2013
Employee Handbook
North America Employees
CORPORATE OVERVIEW...............................................................................................................................................1 EMPLOYEE RIGHTS AND RESPONSIBILITIES ........................................................................................................3 EQUAL EMPLOYMENT OPPORTUNITY .................................................................................................................................3 EMPLOYMENT AT-WILL .....................................................................................................................................................3 CIBER'S CODE OF BUSINESS CONDUCT AND ETHICS ...........................................................................................................4 Introduction ...................................................................................................................................................................4 Conflicts of Interest .....................................................................................................................................................4 Confidentiality...............................................................................................................................................................5 Protection and Use of Company and Client Assets ...............................................................................................6 Compliance with Laws/Trading in Securities ...........................................................................................................7 Open Door Policy/ Ethics Compliance .....................................................................................................................7 Accurate Books and Records/ Public Disclosure of Company Information ........................................................8 Doing Business with the Government ......................................................................................................................9 Foreign Corrupt Practices Act .................................................................................................................................11 Political Contributions and Activities/Lobbying......................................................................................................12 Relationships with Suppliers ....................................................................................................................................13 Client Relationship ....................................................................................................................................................13 Competition ................................................................................................................................................................14 Gathering Competitive Information .........................................................................................................................14 Intellectual Property ..................................................................................................................................................14 Communications with the Financial Community and Media ...............................................................................15 Contract Authorizations ............................................................................................................................................15 Harassment and Non-Discrimination ......................................................................................................................16 Workplace Safety ......................................................................................................................................................17 Compliance with this Code ......................................................................................................................................18 Questions and Resources ........................................................................................................................................18 DRUG AND ALCOHOL POLICY ...........................................................................................................................................19 Introduction .................................................................................................................................................................19 ANTI-VIOLENCE POLICY ...................................................................................................................................................20 Introduction .................................................................................................................................................................20 Definitions ...................................................................................................................................................................21 Enforcement ...............................................................................................................................................................21 Possession of Weapons and Other Dangerous Items .........................................................................................21 EMPLOYEE-MANAGER RELATIONSHIP ..............................................................................................................................22 PERFORMANCE APPRAISALS .............................................................................................................................................22 PERSONNEL RECORDS AND PERSONNEL INFORMATION ....................................................................................................22 PROTECTED HEALTH INFORMATION - HIPAA ..................................................................................................................22 OUTSIDE EMPLOYMENT ....................................................................................................................................................23 COMPUTER SECURITY.................................................................................................................................................24 INTERNET USE ..................................................................................................................................................................24 PRIVACY AND PROPRIETARY ISSUES .................................................................................................................................24 ABUSES .............................................................................................................................................................................25 USE OF THE INTERNET WHILE ON CLIENT SITES ................................................................................................................25 USE OF COMMUNICATION SYSTEMS .................................................................................................................................25 SOFTWARE LICENSING ......................................................................................................................................................26 TRAVEL.............................................................................................................................................................................27 TRAVEL ............................................................................................................................................................................27 Vehicle Use While on Company Business ............................................................................................................27 PAYROLL PRACTICES ..................................................................................................................................................28 EMPLOYMENT CLASSIFICATIONS ......................................................................................................................................28 Introduction .................................................................................................................................................................28 Full-Time Full Benefit Eligible Employees .............................................................................................................28 Full-Time Choice Plus Benefit Eligible Employees...............................................................................................28
Part-Time Employees ...............................................................................................................................................28 Non-Benefit Eligible Employees ..............................................................................................................................28 CHANGE IN EMPLOYMENT CLASSIFICATION .....................................................................................................................28 PAYROLL ..........................................................................................................................................................................28 TIME AND EXPENSE REPORTING .......................................................................................................................................29 Introduction .................................................................................................................................................................29 Client Requirements for Billable Employees .........................................................................................................29 Unassigned Billable Employees ..............................................................................................................................29 ATTENDANCE AT BUSINESS MEETINGS .............................................................................................................................29 EMPLOYEE BENEFITS ..................................................................................................................................................30 BENEFIT ELIGIBILITY BY EMPLOYMENT CLASSIFICATION ................................................................................................30 TIME OFF PLANS ...............................................................................................................................................................31 Introduction .................................................................................................................................................................31 Highlights Summary ..................................................................................................................................................31 How The Time Off Programs Work.........................................................................................................................31 Paid Time Away From Work ....................................................................................................................................31 Paid Time Off (PTO) .................................................................................................................................................32 Holidays ......................................................................................................................................................................34 Jury Duty .....................................................................................................................................................................35 Short-Term Disability (STD) .....................................................................................................................................35 Long-Term Disability (LTD) ......................................................................................................................................35 Unpaid Time Away From Work (Non-FMLA) ........................................................................................................35 Family and Medical Leave Act (FMLA) ..................................................................................................................36 EDUCATIONAL BENEFITS ...........................................................................................................................................37 INTERNAL EDUCATION .....................................................................................................................................................37 Eligibility ......................................................................................................................................................................37 General Information ..................................................................................................................................................37 COLLEGE ASSISTANCE PLAN ............................................................................................................................................37 Eligibility ......................................................................................................................................................................37 General Information ..................................................................................................................................................37 INSURANCE AND RETIREMENT PLANS ..................................................................................................................38 GROUP INSURANCE PLANS................................................................................................................................................38 Introduction .................................................................................................................................................................38 Qualified Status Change ..........................................................................................................................................38 Medical, Dental and Vision Insurance ....................................................................................................................38 Life and AD&D Insurance Plan ................................................................................................................................39 401(K)...............................................................................................................................................................................39 Eligibility ......................................................................................................................................................................39 General Information ..................................................................................................................................................39 Contributions to Accounts ........................................................................................................................................39 Catch-Up Contributions ............................................................................................................................................39 Vesting of Employee Contributions.........................................................................................................................40 Company Matching Contribution .............................................................................................................................40 Rollovers .....................................................................................................................................................................40 Withdrawals ................................................................................................................................................................40 Loans ...........................................................................................................................................................................40 OTHER EMPLOYEE BENEFITS...................................................................................................................................41 EMPLOYEE STOCK PURCHASE PLAN .................................................................................................................................41 Eligibility ......................................................................................................................................................................41 General Information ..................................................................................................................................................41 DEPENDENT CARE FLEXIBLE SPENDING PLAN ..................................................................................................................41 Eligibility ......................................................................................................................................................................41 General Information ..................................................................................................................................................41 HEALTH CARE FLEXIBLE SPENDING PLAN ........................................................................................................................41 Eligibility ......................................................................................................................................................................41
General Information ..................................................................................................................................................41 COMMUTER BENEFITS ......................................................................................................................................................42 Eligibility ......................................................................................................................................................................42 General Information ..................................................................................................................................................42 OTHER SUPPLEMENTAL BENEFITS ....................................................................................................................................42 Eligibility ......................................................................................................................................................................42 General Information ..................................................................................................................................................42 COMPUTER ASSISTANCE PLAN .........................................................................................................................................42 Eligibility ......................................................................................................................................................................42 General Information ..................................................................................................................................................42 EMPLOYEE REFERRAL BONUS PROGRAM .........................................................................................................................43 Eligibility ......................................................................................................................................................................43 General Information ..................................................................................................................................................43 ADOPTION ASSISTANCE ....................................................................................................................................................43 Eligibility ......................................................................................................................................................................43 General Information ..................................................................................................................................................43 DISCOUNT PROGRAMS ......................................................................................................................................................43 Eligibility ......................................................................................................................................................................43 General Information ..................................................................................................................................................43 DRESS GUIDELINES.......................................................................................................................................................44 GUIDELINES FOR DETERMINING APPROPRIATE ATTIRE ....................................................................................................44 ATTIRE AT CLIENT SITES ..................................................................................................................................................44 ATTIRE FOR RECRUITING EVENTS .....................................................................................................................................44 BUSINESS ATTIRE IN CIBER OFFICES ................................................................................................................................44 BUSINESS CASUAL ATTIRE IN CIBER OFFICES ..................................................................................................................44 Slacks ..........................................................................................................................................................................44 Shirts ...........................................................................................................................................................................44 Dresses and Skirts ....................................................................................................................................................45 Footwear .....................................................................................................................................................................45 Other............................................................................................................................................................................45 CIBER, INC. EMPLOYEE HANDBOOK RECEIPT....................................................................................................46
CORPORATE OVERVIEW
As a member of the Ciber team, you are part of a publicly held corporation that has helped clients get the most from their technology investments since 1974. Our client-focused, results-driven approach to business has fueled Cibers growth to become a global IT consulting company with more than 7,000 employees serving businesses and governments around the world. If there is one attribute that sets Ciber apart from competitors, it is the people who work here and the trusted relationships we build with clients. Ciber professionals earn that trust by listening, learning about clients businesses and collaborating with them to implement technology solutions that deliver tangible business value. In all actions, interactions and decisions we hold ourselves to the highest standards of integrity and ethical business conduct, whether they involve clients, competitors, partners, other stakeholders or each other. We consistently take a positive approach to problems and tasks. We strive for effective client and intra-company communications. We complete assignments on time and within budget. And we continuously pursue both personal and professional growth. Ciber employees, and their expertise, integrity and dedication, have driven the success weve achieved so far and form the foundation for Cibers continued growth. The purpose of this handbook is to serve as a key resource for standards and guidance to help each of us excel in our roles. It supports us in continuing to enhance both our personal reputations for excellence and Cibers strength in the marketplace. Together we will continue to grow and prosper as a business. Thank you for being an integral part of Cibers success.
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Employment At-Will
Employment with Ciber may be terminated for any reason, or no reason, with or without cause or notice, at any time by the employee or Ciber. Nothing in this Handbook, other written communication, or any oral statement shall limit either Cibers or any employees right to terminate the employment relationship at either partys will. This policy of at-will employment may be revised, deleted, or superseded only by a written employment agreement signed by the CEO that expressly revises, modifies, deletes, or supersedes the policy of at-will employment. If the employment is covered by a written employment agreement, nothing in this Employee Handbook or in any oral statement shall modify or amend the terms of that agreement. With the exception of employment at-will, terms and conditions of employment with Ciber may be modified at the sole discretion of the company with or without cause or notice at any time. No implied contract concerning any employment-related decision, the duration of employment, or term or condition of employment can be established by any other statement, conduct, policy, or practice.
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Conflicts of Interest
The Company wants to avoid issues that may arise when your personal interests (business, financial, civic or professional) conflict with the interests of the Company and/or with their loyalty, judgment or decision-making. Even the appearance of a conflict of interest can be harmful, because it may look like poor judgment was used. These rules also apply to your immediate family members and other relatives or individuals living in your home. Immediate family members include spouse or same-sex domestic partner, child, parent, sibling, grandparent, grandchild, in-law (mother, father, sibling) and step-relatives (father, mother, sibling, child). Likely areas of conflicts of interest are listed below. Do not use company time, materials, equipment, information or other assets (for example, trade secrets, client or vendor information, etc.) for personal purposes and/or financial gain. Do not participate in a decision to select a vendor, contractor or subcontractor with which employee has a personal interest. Do not take advantage of business opportunities reasonably available to Ciber.
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To assist you in determining if you have a conflict of interest in a particular situation, you should consider the following: 1. Whether you or any member of your immediate family or household have been a director, officer, owner, partner, employee, agent, consulting company, contractor or subcontractor of a firm that is a competitor, client or supplier of Ciber's or whether you are in a close business or personal relationship with anyone associated with that firm; 2. Whether you have proprietary information from a prior employer; 3. Whether you or any member of your immediate family or household has more than a one percent financial interest in any firm that is a competitor, client or supplier of Ciber's and, if so, are you or any of your direct reports involved with decisions, contracts, recommendations, etc. with respect to such firms; 4. Whether you or any member of your immediate family or household is in an elected or appointed office or advisory position in federal, state or local government; and 5. Whether there is any other business or personal situation that you feel could be interpreted as an actual or potential conflict of interest. Contact the Law Department to report a possible conflict of interest or if further assistance is needed.
Confidentiality
Ciber expects all employees to respect the confidential information of Ciber, Ciber subcontractors and Ciber clients (collectively Ciber Information) with which they may be entrusted. Ciber Information includes any information that derives economic value from not being generally known to other persons, including, but not limited to, methods and techniques, client lists and profiles, business operations, data, finances, accounting procedures, billing rates, contractor fees, projections, estimates, tax records, employee lists, candidate lists, employee compensation, personnel history, existing and future products and services of Ciber and its clients. Ciber considers all such information to be trade secrets and expects its employees to do the same. You may use Ciber Information in the general course of doing business; however, all Ciber Information must be safeguarded against loss, damage, misuse, theft, fraud, sale, disclosure or improper disposal. Ciber Information may not be used for personal purposes or disclosed outside the Company. Doing so could damage the Company, competitively or financially. In addition, the confidential information of others may not be copied without the owners written permission. For example, do not reproduce, distribute or alter material from books, trade journals, magazines or licensed computer software, or use music or videotapes without the owners written authorization. If you leave Ciber, you remain legally obligated to not disclose Ciber Information to any new employer or anyone else who has not signed an appropriate non-disclosure agreement with Ciber or Ciber's clients. Ciber Information also includes information regarding the particular skill sets, assignments or expertise of Cibers employees. Accordingly, you may not share this information with your new employer to facilitate the new employers recruitment of Ciber personnel. Any disclosure of this information may subject you to legal liability in an action brought by either Ciber or the client against you.
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copyrighted music or video, and the installation of any copyrighted software for which Ciber or the end user does not have an active license is strictly prohibited. Introduction of malicious programs into the network (e.g., viruses, works, Trojan horses, e-mail bombs, etc.). Executing any form of network monitoring which will intercept data not intended for the employees host, unless this activity is part of your normal authorized job function. Circumventing user authentication or security of any host, network or account. Under no circumstances are you, as in an employee of Ciber, authorized to engage in any activity that is illegal under local, state, federal or international law while utilizing Ciber or client owned resources.
Material Information
Material information is any information that a reasonable investor would consider important in a decision to buy, hold or sell stock (i.e., any information that could affect the price of the stock). Examples of material information include news of current earnings or losses, projections of future earnings or losses, news of a pending or proposed merger, acquisition or tender offer, changes in dividend policies, the declaration of a stock split, the offering of additional securities, changes in management, and financial liquidity matters. Either positive or negative information may be considered material. If you have material information about Ciber, you must not pass the information on to others who may use the information to buy or sell Ciber stock for their own accounts.
act in compliance with the Code and, to maintain high business ethics standards and a work environment of trust and respect. Ciber believes that open communication is essential to a successful, ethical work environment and you should feel free to raise issues of concern without fear of reprisal. You have an open door to any level of management including the President of the Company. Differing opinions and expressions of concern are welcome. While we may disagree with one another, we know that healthy debate is important. We keep the communications channels open. When communication takes the form of a concern or complaint, you can take that concern or complaint to your Ciber manager. If the complaint is regarding your supervisor, or if the supervisor cannot solve the issue, you may take the matter to higher management or other appropriate persons without fear of reprisal or retaliation. Although Ciber cannot guarantee that every concern or complaint will be resolved to your satisfaction, all complaints will be investigated thoroughly, promptly and consistently, without bias or judgment, regardless of the manner in which they are reported or the individuals involved. To the extent possible, the Company will keep complaints and their resolution confidential. You are expected to cooperate in Company investigations and answer questions truthfully to the best of their ability. You should not undertake investigations on your own. If you believe a potential violation of a policy or the law occurred, please contact either the General Counsel in the Law Department or the Vice President of Employee Services. Where an audit or investigation reveals the need to take corrective measures, you have an obligation to cooperate in implementing changes in the systems, practices or procedures to avoid future ethics problems. However, it is a management obligation to determine, based on the facts and circumstances of each case, whether an ethical infraction warrants disciplinary action. Such action may involve penalties up to and including termination of employment. Disciplinary action, or lack thereof, does not preclude criminal or civil action by government agencies or law enforcement authorities for suspected ethics violations that may also breach applicable laws. At sites performing work under certain government contracts, ethics violations may also result in a withdrawal or denial of an individuals security access by the issuing authority, which may or may not impact continued employment.
Employee time reports and payroll records (i.e. overtime, Personal Time Off or other exception time) Sales transactions and billing records Purchasing transactions, including bills and invoices Permits and licenses Government reports Expense account records
Questions about requirements for financial reporting may be directed to the Chief Accounting Officer or Chief Financial Officer. In addition, Cibers Audit Committee has established a complaint procedure for the receipt, retention, and treatment of complaints received by Ciber regarding accounting, internal controls or auditing matters. This procedure allows for the confidential, anonymous submission by employees of Ciber of concerns regarding questionable accounting or auditing matters and can be found on the Companys website at www.ciber.com, under Investors, Corporate Governance.
Federal law prohibits offering, soliciting or accepting any kickback, as well as including any kickback amount, in a contract with the United States. The prohibition on kickbacks applies to both government and contractor employees. You may not solicit, accept, offer, or give anything of value, including money, fees, tickets, commissions, credit, gifts, gratuities, property, or compensation of any kind, for the purpose of obtaining or rewarding favorable treatment in connection with a Ciber contract or subcontract. The provision of anything of value can result in Ciber being disqualified from bidding for government procurement contracts. As you interact professionally and socially with government employees, you must avoid even the inference that any act was intended to obtain favorable treatment under our contract. A gesture intended to promote good will may have the opposite effect by making the recipient uncomfortable about having to turn down (and possibly report) the offer. There is no minimum standard of value under the law anything of value, no matter how small, may give rise to a violation. In addition, federal criminal and civil laws and regulations prohibit or restrict employment discussions with certain current government employees. They also prohibit permanently, or limit for certain periods of time, the type of work that may be performed by a former government employee. Because these laws and regulations change periodically, the Law Department should be consulted before responding to or initiating any contact with a government employee concerning present or future employment opportunities. Any questions regarding application of this policy to state and local government officials should be directed to the General Counsel, Ciber Law Department. Actual or possible violations of certain laws may need to be reported to the government; therefore, actual or suspected violations shall be reported to the General Counsel. The Law Department will ensure that the reporting requirements of these laws are accomplished.
Export Control
In order to protect U.S. national security and preserve scarce resources, the United States government restricts the export of certain technology and products, including certain computer software and technical goods and data. You must observe restrictions applicable to our business placed on the export and re-export of a U.S. product or component of a product, good, service, or technical data. These laws apply to more than just Ciber operations in the U.S. The U.S. asserts jurisdiction over the export of U.S. products and technical data, and any re-export from one country to another. Other countries may impose similar restrictions on the export of their products. Export laws cover more than just physical shipments. They also cover electronic transfers of technical data, software or technology, or the provision of services over the Internet, an extranet or an intranet; application development and delivery; e-business and e-services activities; providing technical specifications and performance requirements to suppliers for procurement from non-U.S. sources; and providing technical assistance abroad, providing technical data within the U.S. to a non-U.S. citizen - all involve activities that are subject to U.S. and other country export laws. It is against the law to engage in export activities without authorization or to facilitate the unauthorized transfers of Ciber technology. Penalties for failure to comply with export laws are severe and can result in fines, loss of export privileges and imprisonment. If you have questions on export-related issues, talk with your manager or the Law Department.
Anti-boycott
Ciber and you are prohibited from complying with or supporting a foreign countrys boycott of a country unless a qualifying exception is allowed. Ciber is also required to report promptly to the U.S.
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Government any request to support a boycott or to furnish information concerning a boycott. You should advise the Law Department of any such request.
Deemed Exports
Certain actions that you might not regard as an export in other contexts do constitute an export subject to the Export Administration Regulations. For example, the release of technology to a foreign nation in the United States through such means as demonstration or oral briefing is deemed an export. Contact the Law Department if you have any questions.
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The Bribery Act applies to both individuals and companies who are: UK citizens or residents (including citizens living out the UK) Non-UK citizens and residents where the bribe occurs in the UK UK headquartered companies Companies that operate in the UK whose employees or agents (regardless of nationality) commit bribery. Both the FCPA and the Bribery Act can subject the company and then individuals involved to unlimited fines and penalties. In additional corruption-related allegations can result in timeconsuming regulatory investigations, disrupted business operations and significant damage to the Companys brand and reputation. Under the FCPA, there is an exception relating to certain facilitating payments to foreign Government employees. Ciber discourages these payments, and a payment may be made only in these limited circumstances: You obtain approval from the Law Department. It is legal in the country in question. It is necessary to obtain or expedite the performance of routine, non-discretionary, legitimate, customary duties, such as mail delivery, scheduling inspections or customs clearance. It is requested by the Government employee. The payment is small (below $250 on an annual basis) and is fully and accurately recorded on the companys books. It does not involve a decision to award business to, or to continue doing business with, the company. In some countries all such payments are considered illegal and therefore should never be made. Payments may never be made to any U.S. Government employee.
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suspected violations should be reported to the Chief Financial Officer, Chief Accounting Officer or the General Counsel.
You may provide gifts and entertainment to a supplier or client as long as you meet the above conditions and do not influence a business decision. Promptly return unacceptable gifts to the supplier. If return is impractical (such as perishable fruit, etc.), donate the gift to charity in the suppliers name. Send the supplier a thank you letter but explain the disposition of the gift and Cibers policy regarding gifts.
Client Relationship
Ciber recognizes that integrity and client satisfaction go hand in hand. In todays fiercely competitive marketplace, we can only succeed by meeting the high expectations of our clients with our products and services.
You should compete vigorously, but fairly. Ciber does not misrepresent its services and products, even if it means losing a sale. Where silence about a fact could mislead a client, employees shall disclose the information, subject to appropriate safeguards where the information is confidential to Ciber. Ciber communicates clearly and precisely so that our clients understand the terms of our contracts, including performance criteria, schedules, prices, and responsibilities.
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Competition
Laws governing competition exist in most of the industrialized countries in which Ciber does business. The purpose of competition law is to prevent interference with the functioning of a competitive market system. While the purpose of such laws is primarily economic, their effect is often seen as going beyond consumer welfare to protecting other values of society, including individual freedoms. Under these laws, companies may not enter into agreements with other companies, including their distributors and remarketers, however informally, that unreasonably restrict the functioning of the competitive system, such as price fixing or dividing clients or territories. Cibers policy is to comply fully with competition laws throughout the world. You can help by adhering to all of Cibers business conduct guidelines, by being sensitive to legal concerns under competition laws, and by raising any such concerns with the Ciber Law Department.
Intellectual Property
All work done at Ciber or Cibers clients shall be work done for hire. Cibers work is predominantly for the benefit and ownership of our clients. Any and all inventions, discoveries, concepts, improvements, processes, methods, tools, utilities, etc., whether or not subject to patents, copyrights, trademarks, or service mark protections, and whether or not conceived, developed or created by you while working for Ciber or its clients that relate to or result from the actual or anticipated business, work, research, or investigation, shall be the sole and exclusive property of Ciber or its clients, not your, and no you shall assert any patent or copyright for such work. You agree to assign to Ciber, or its designee, any rights they may acquire in such inventions as they are created, throughout the world, in perpetuity. You will assist Ciber and its clients in the enforcement of such matters, including signing further documentation, if and as requested, to assure all produced or in-process work belongs to Ciber or its clients. You shall turn over to Ciber or its clients immediately upon request one hundred percent of all confidential materials, software and other tangible and intangible property related to work performed for Ciber or its clients, whether on a client site or elsewhere.
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Social Media
Ciber encourages the responsible use of social networks for business related and professional networking purposes. Any employee of Ciber, by virtue of identifying themselves as such within a social network, is creating perceptions about themselves by their colleagues and managers; in addition they are creating perceptions about their expertise and about Ciber by our shareholders, customers and general public. It is important that you are aware of the implications of engaging in forms of social media and online conversations that reference Ciber and or your relationship with Ciber and Ciber products and services, and that you recognize that Ciber may be held responsible for your content posted on social network sites. You are required to comply with Cibers Social Media Policy, accessible on Ciberspace, and social media should never be used in a way that violates any other Ciber policy or employee obligation. You should not initiate or respond to comments related to the trading of Ciber stock, Company operating results, non-public information (i.e., new client contracts or any other client-specific information), or any form of communication that could be construed as insider information about the Company, whether negative or positive.
Contract Authorizations
Ciber's board of directors has delegated to certain individuals the authority to sign contracts and other agreements and to legally bind the Company to those contracts and agreements. Unless you are one of those individuals to whom such authority has been delegated, you should not sign any contracts or agreements. Ciber's policy on Contract Approval identifies who may sign contracts and at what dollar levels.
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Harassment Defined
Sexual harassment is defined by applicable state and federal laws as unwanted sexual advances, requests for sexual favors or visual, verbal or physical conduct of a sexual nature when: (1) submission to the conduct is made as a term or condition of employment, or (2) submission to or rejection of the conduct is used as a basis for employment decisions affecting the individual, or (3) the conduct has the purpose or effect of unreasonably interfering with the employees work performance or creating an intimidating, hostile or offensive working environment. This definition includes many forms of offensive behavior. The following is a partial list of harassing behaviors: Unwanted sexual advances or propositions of any nature Offering employment benefits in exchange for sexual favors Making or threatening reprisals after a negative response to sexual advances Visual conduct such as leering, making sexual gestures or displaying sexually suggestive objects, pictures, cartoons or posters Verbal conduct such as making or using derogatory comments, epithets, slurs, sexually explicit jokes or degrading comments Verbal abuse of a sexual nature or suggestive or obscene letters, notes or invitations.
Harassment on the basis of race, color, sex, religion, age, national origin or ancestry, disability, veteran status, marital status, as well as any other category protected by federal, state, or local laws includes behavior similar to sexual harassment: Verbal conduct such as threats, epithets, derogatory comments or slurs Visual conduct such as derogatory posters, photographs, cartoons, drawings or gestures Physical conduct such as assault, unwanted touching or blocking normal movement Retaliation for reporting harassment or threatening to report harassment.
Prohibition of Harassment
An employee of Ciber, whether a coworker or manager, who is found to have engaged in prohibited harassment is subject to disciplinary action, up to and including termination of employment. Any manager or supervisor who knew about harassment and took no action to stop it or failed to report the harassment to management may also be subject to discipline, up to and including termination. Ciber does not consider conduct in violation of this policy to be within the course and scope of employment or the direct consequence of the discharge of ones duties. Accordingly, to the extent permitted by law, Ciber reserves the right not to provide a defense or pay damages assessed against employees for conduct in violation of this policy.
Complaint Procedure
Cibers complaint procedure provides for an immediate, thorough, and objective investigation of any claim in violation of this policy and appropriate disciplinary action against one found to have engaged in harassment. If you believe you have been harassed on the job, or if you are aware of the harassment of others, you should provide a written or verbal complaint to your manager or to any other Ciber manager or to the Senior Vice President of Human Resources or the Vice President of Employee Services as soon as possible. The complaint should be as detailed as possible, including the names of
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individuals involved, the names of any witnesses, direct quotations when language is relevant, and any documentary evidence (notes, pictures, cartoons, etc.). All incidents of harassment that are reported will be investigated. Ciber will immediately undertake or direct a thorough and objective investigation of the harassment allegations. In conducting an investigation Ciber will endeavor to communicate information only to those in a need to know capacity, however Ciber cannot guarantee confidentiality. The investigation will be completed and a determination regarding the reported harassment will be made. If it is determined that harassment has occurred, Ciber will take remedial action commensurate with the circumstances, up to and including termination. Appropriate action will also be taken to deter any future harassment. Applicable law also prohibits retaliation against any employee by another employee or by Ciber for using this complaint procedure or for filing, testifying, assisting, or participating in any manner in any investigation, proceeding, or hearing conducted by a governmental enforcement agency. Additionally, Ciber will not knowingly permit any retaliation against any employee who complains of prohibited harassment or who participates in an investigation.
Audit Committee Procedures for Complaints Regarding Financial, Accounting, and Audit Matters
Ciber is committed to fair, accurate and transparent accounting of the financial matters of the Company and expects all employees, officers, director and agents to act in accordance with the highest ethical standards in the performance of their responsibilities for the Company. Ciber requires full compliance with all applicable securities laws and regulations, accounting standards, accounting controls and audit practices and prohibits violations of applicable securities and other laws related to fraud against shareholders. Ciber relies on all employees, officers, directors and agents of the Company to conduct themselves in accordance with the requirements and spirit of this policy and to report any suspected violations of this policy and other questionable financial, accounting or audit matters without fear of retaliation. Any person who has a complaint or concern about the Companys accounting, internal accounting controls or auditing matters, or who becomes aware of questionable accounting or auditing matters, is strongly encouraged to report such matters to the Audit Committee of the Company. To raise complaints or concerns about or report a questionable accounting or auditing matter to the Audit Committee, you should document the complaint or concern and provide the information by one of the following options: Via mail to: Ciber, Inc. 6363 South Fiddlers Green Circle, Ste. 1400, Greenwood Village, CO 80111 Attention: Audit Committee Chairman Via email to: auditcommitteechair@ciber.com Via the hotline at: 303-267-3830
Workplace Safety
The health and safety of employees and others on Company property or assigned to client sites are of critical concern to Ciber. We strive to attain the highest possible level of safety in all activities and operations. Ciber also intends to comply with all health and safety laws applicable to our business.
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To this end, Ciber must rely upon you to ensure that work areas are kept safe and free of hazardous conditions. Safety is your responsibility and you are expected to exercise maximum care, and good judgment at all times to prevent accidents and injuries. You should inform your supervisor about any potential hazards, unsafe conditions, equipment or practices, and do everything reasonable to keep Ciber a safe place to work. If you are working at client sites, you are expected to familiarize yourself with and follow all safety related policies associated with working on that client site. Work-related injuries should be reported in accordance with the Workers Compensation policy described in the Employee Benefits section of the Employee Handbook and on Ciberspace.
Employees who do not comply with provisions of this Code or other Ciber or client policies or procedures will be subject to corrective action that could include a broad range of disciplinary action, from informal counseling, up to and including, termination of employment. Disciplinary action may also include legal action and/or referral to a government agency. Disciplinary action will be structured on a case-by-case basis.
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An illegal drug includes but is not limited to any substance that is illegal to use, possess, sell, or transfer, under federal and state laws. Drug paraphernalia includes but is not limited to any items used or intended for use in making, packaging, concealing, injecting, inhaling, or consuming illegal drugs or inhalants. A prescription drug includes is but not limited to any substance prescribed for an individual by a licensed health care provider. An inhalant includes but is not limited to any substance that produces mind-altering effects when inhaled.
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Ciber may consult with a doctor to determine if a prescription or over-the-counter drug may create a risk if you use it on the job. Ciber may change your work duties or restrict you from working while you are using a prescription or over the-counter-drug that creates such a risk. Ciber reserves the right to conduct alcohol and drug tests at any time, except where prohibited by law. You must cooperate with any investigation into substance abuse. An investigation may include tests to detect the use of alcohol, drugs, or inhalants. Testing may include urine, blood, hair or breathalyzer tests. These tests will be conducted by medical facilities designated by Ciber at Cibers expense. Testing may also be performed upon an employees return from a leave of absence or after an accident or injury. Ciber may require a drug test for any Workers Comp claim submitted. Before testing, you will have the chance to explain the use of any drugs. Cibers drug free workplace policy is intended to comply with all state and provincial laws governing drug and alcohol testing and is designed to safeguard employee privacy rights to the fullest extent of the law. Employees may be placed on paid or unpaid leave during the course of an investigation. Ciber may terminate your employment if you violate this policy, refuse to be tested, or provide false information. Furthermore, as a part of this policy, any employee convicted of violating any criminal drug statute must report that conviction to Ciber management within five days after the conviction. In addition, employees and prospective employees may be subject to any substance abuse policies, rules or requirement of Cibers clients to which they are assigned, including but not limited to drug and alcohol testing or other searches. Prospective employees that are required to submit to drug and/or alcohol testing as part of their employment and refuses to take the test, or has positive test results will preclude further processing of the application. Employees and applicants will sign consent forms before being tested. When drugs are being screened, a positive initial screen will be followed by a confirmatory test. Individuals who test positive for controlled substance use or whose metabolites are confirmed positive will be deemed to be in violation of this policy. A Blood Alcohol Content (BAC) test result of more than 0.04, or the client specified standard, whichever is less, will be deemed positive, and the individual will be considered in violation of this policy. Participation in a random drug testing program may be required in order to be eligible to work on certain Ciber client contracts. From time to time, alcoholic beverages may be provided at Ciber sponsored events, or may be provided at client sponsored events that Ciber employees are invited to. It is expected that all employees, spouses, and/or guests that choose to drink, will drink responsibly and in moderation during these events. All precautions should be taken to ensure the safety of all individuals that attend, during and following these events. Service of alcohol to underage individuals is strictly prohibited.
Anti-Violence Policy
Introduction
Ciber will not tolerate acts or threats of physical violence, including intimidation, harassment, and/or coercion, that involve or affect Ciber or that occur on company property or in the conduct of company business off Ciber property. This prohibition against threats and acts of violence applies to all persons involved in company operations, including, but not limited to, Ciber personnel, contract workers, and anyone else on company property or conducting company business off Ciber property. Violations of this policy, by any individual, will lead to disciplinary and/or legal action as appropriate.
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This policy does not create any obligations beyond those required by existing law.
Definitions
Workplace violence is considered to be intentional conduct that is sufficiently severe, offensive, or intimidating to cause an individual to reasonably fear for his or her personal safety or the safety of his/her family, friends, and/or property such that employment conditions are altered or a hostile, abusive, or intimidating work environment is created for one or more Ciber employees. Workplace violence may involve any threats or acts of violence occurring on or off company premises that involve employees, agents or individuals acting as representatives of Ciber whether as victims of or active participants in the conduct. Specific examples of conduct that may constitute threats or acts of violence under this policy include, but are not limited to the following: Threats or acts of physical or aggressive contact directed toward another individual Threats or acts of physical harm directed toward an individual or his/her family, friends, associates, or property The intentional destruction or threat of destruction of company property or another employees property Harassing or threatening phone calls or communication of any kind Surveillance Stalking Veiled threats of physical harm or similar intimidation Any conduct resulting in the conviction under any criminal code provision relating to violence or threats of violence that adversely affect Cibers legitimate business interests
Workplace violence does not refer to occasional comments of a socially acceptable nature. These comments may include references to legitimate sporting activities, popular entertainment, or current events. Rather, it refers to behavior that is personally offensive, threatening, or intimidating.
Enforcement
Any person who engages in a threat or violent action on Cibers or a clients property may be removed from the premises as quickly as safety permits and may be required, at Cibers discretion, to remain off Cibers or a clients premises pending the outcome of an investigation of the incident. When threats are made or acts of violence are committed by an employee(s), a judgment will be made by Ciber as to what actions are appropriate, including possible medical evaluation and/or possible disciplinary action, including employment termination. Once a threat has been substantiated, a decisive and appropriate response will be taken by Ciber. Under this policy, decisions may be made to prevent a threat from being carried out, a violent act from occurring, or a life-threatening situation from developing. No existing policy or procedure of Ciber should be interpreted in a manner that prevents making these necessary decisions. Ciber will make the sole determination of whether, and to what extent, a perception exists that threats or acts of violence will be acted upon. In making this determination, Ciber may undertake a case-by-case analysis in order to ascertain whether there is a reasonable basis to believe that workplace violence has occurred. No provision of this policy shall alter the at-will nature of employment at Ciber.
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It is against Ciber policy for any Ciber employee to carry a weapon onto any client or company site. A weapon includes any type of firearm, knife, explosive device or any other instrument or equipment that could potentially be used to injure other persons. Violation of this policy may result in immediate termination.
Employee-Manager Relationship
The essential element of two-way communication within Ciber is the employee-manager relationship. While an employees Ciber manager will conduct a performance appraisal session periodically, employees always have the opportunity to talk to their Ciber manager at regular intervals during their employment. In these sessions, employees should be as open and honest as possible with their questions and share their concerns and ideas for improving Ciber. An employees Ciber manager is responsible for passing along ideas that will help Ciber and employees. If employees have a question that cannot be answered immediately, the employees Ciber manager will get the answer for them.
Performance Appraisals
Performance appraisals are generally conducted annually. A performance appraisal is not necessarily accompanied by a salary review. It may be used as the basis of a salary review but is not a guarantee of a salary increase. Performance appraisals are conducted to: assess and document an employees accomplishments and performance in a consistent manner; establish and track an employees goals and objectives; determine whether training requirements are needed for an employee; and provide a forum for two-way communication between an employee and their reviewing manager. An employee or their manager may initiate discussions at any time about the employees performance and how they are meeting expectations. Employees of Ciber North America should review the C N A Performance Evaluation policy on Ciberspace. All other U.S. employees should refer to the Performance Evaluation policy on Ciberspace.
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our employees. For more information, please refer to Cibers HIPAA Notice of Privacy Practices available on Ciberspace.
Outside Employment
Ciber prohibits outside employment (including self-employment) that conflicts with employment at Ciber, impacts the employees work performance or schedule, and/or affects the business interests of Ciber. Employees should consult with Ciber management before committing to any outside employment.
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COMPUTER SECURITY
Internet Use
Ciber expects and encourages employees to use the public Internet for the good of our clients and our company. As with the use of all information technology resources at Ciber, Internet usage should focus first and foremost on the following: benefiting clients improving operating efficiencies developing future business opportunities for Ciber enhancing employee professional performance
Ciber recognizes that employees may have need at times to make personal use of Internet resources. Such use is permitted during non-working hours, with the understanding that such use cannot conflict or interfere with business usage, or violate any Ciber policies outlined in this Employee Handbook or defined elsewhere by the company. Employees using the Internet should conduct themselves honestly and appropriately, respecting copyrights, software licensing rules, property rights, and the privacy of others. As stated above, all existing company policies apply to personal conduct on the Internet. Special care must be taken to maintain clarity, consistency, and integrity of the companys corporate image during any Internet communications, even if: such communications are conducted during non-working hours. Employees with a need to transmit sensitive data to outside parties should contact their computer support staff for assistance in determining the most appropriate and efficient mechanism for that transmittal.
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material described in these policies. Employees releasing protected information via a newsgroup or chat can be subject to disciplinary action.
Abuses
The following Internet uses from Ciber locations will not be tolerated: Usage related to outside, for-profit activities. Accessing sites containing material with content that violates any company policy or code of conduct, i.e., sexually explicit, hate-oriented, or otherwise offensive materials. Likewise, no such materials shall be archived, stored, distributed, edited or recorded using Ciber resources. Violation of this policy is grounds for immediate termination. Enabling unauthorized personnel or outside individuals access to the Ciber network. Such unauthorized access is also prohibited from the personal computer sites of Ciber employees. Any illegal usage. Accessing broadcast sites that continually stream music, video, breaking news and information, thus potentially clogging Cibers electronic system. Any actions intended to disable or overload any computer system or network, or to circumvent any system intended to protect the privacy or security of another user. Any actions involving misuse of company assets or resources.
Ciber communication systems are available for use by Ciber employees conducting company business. Personal use is permitted, but is limited to non-Ciber work hours, and cannot affect company operations. Personal use cannot include outside for-profit activities. Communication systems usage is not considered private and the systems should not be used with the expectation of confidentiality. The company reserves the right to examine all messages using Ciber systems. The communication systems are not to be used for mass distribution of messages to broad audiences whose membership includes staff who do not have a valid need or desire to receive such information. When in doubt about the distribution of a message, consult with a supervisor or the project manager of the group affected by the message. Like Internet usage, usage of e-mail from company sites or on company equipment is not considered private. Use of communication systems instead of direct personal contact for sensitive matters can result in misunderstandings. To avoid communication problems, follow these guidelines:
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Employ courtesy and tact. Never write things that one would not say in person. Use good judgment and common sense. Do not use communication systems to send messages that should be delivered through direct personal contact (i.e. reprimands). Review address and copy distribution lists for appropriateness, and to avoid overdistribution of a message. Avoid arguing technical issues in e-mail messages sent to large audiences. As our e-mail system is limited in its ability to efficiently handle the transmission of very large attachments, please consider sending large files by using a zip program.
Software Licensing
All employees are expected to comply with the restrictions contained in the licensing agreements between Ciber and our IT vendors. Employees must not use any unlicensed software or software copied in violation of copyright restrictions on Cibers computers. Contact the corporate IT group for specific information.
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TRAVEL
Travel
Ciber's policy is to reimburse employees for reasonable expenditures incurred while conducting company business. Cibers Travel Policy located on Ciberspace provides comprehensive guidelines associated with Ciber business travel including information on how to make travel arrangements and the reimbursement of travel expenses.
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PAYROLL PRACTICES
Employment Classifications
Introduction
Employees are classified as Full-Time Full Benefit Eligible Employee, Part-Time Employee, or NonBenefit Eligible Employee.
Part-Time Employees
Part-Time Employees are regularly scheduled to work less than 32 hours per week. Part-Time Employees are eligible for reduced benefits described in this handbook, or to the extent required by provision of state and federal laws.
Payroll
Ciber operates on a bi-weekly payroll schedule. Payrolls are processed so that paychecks are distributed on alternate Fridays, with a one week delay, following the completed time period for which employees are being paid. Ciber provides direct deposit of an employees paycheck into any
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financial institution. Pay statements including a statement of earnings and deductions for the pay period just ended and for the year-to-date period are available electronically. Ciber is required by law to make certain deductions from employees salary for various taxes. In addition, employees may request that deductions be made for other approved purposes such as the Ciber, Inc. 401(k) Savings Plan.
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EMPLOYEE BENEFITS
Benefit Eligibility by Employment Classification
Full-Time Full Benefit Eligible* Medical Dental Vision PTO/Holidays Life/AD&D STD LTD Employee Assistance Program (EAP) Dep. Care Flex Healthcare Flex. Transportation Flex 401(k) ESPP Internal Education (Ciber U) College Assistance Computer Assistance Referral Bonus Adoption Assistance Supplemental Benefits (Opt. Life, LTC) Discount Programs X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X Full-Time Choice Plus Benefit Eligible* Full-Time Non Benefit Eligible Part-Time
*Full-Time Benefit Eligible- Employees in this classification regularly scheduled to work 32-39 hours/week qualify for 80% PTO/Holiday time.
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Paid time away from work and unpaid time away from work may be covered under the Family and Medical Leave Act (FMLA), Workers Compensation, or Disability Leave if an employee meets the provisions of those leave programs. This section of the benefits program describes how Cibers time-off programs work. If employees are absent from work for three consecutive work days without notifying Ciber of the reason for the absence, employment may be terminated. Employees with questions about PTO should contact their HR Representative.
Highlights Summary
Paid Time Away From Work: Unpaid Time Away From Work:
Paid Time Off (PTO) Authorized Unpaid Leave Vacation Military Duty Personal Sick Floating Holidays Bereavement Client Closings Weather Holidays Short-Term Disability (STD), including Maternity Related Disability Long-Term Disability (LTD) Jury Duty Family and Medical Leave Act (FMLA) of 1993 Workers Compensation
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PTO Cap
Once an employee has reached his/her PTO cap for the applicable PTO category no additional PTO will be earned until PTO is used. Employees are encouraged to use their PTO before their PTO
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reaches the PTO hours cap. Employees are not given retroactive credit for any period of time in which they did not receive PTO hours because they were at the maximum. Detailed information on PTO plans, monthly accruals, caps and PTO payout at the time of termination can be found in Cibers PTO policies available on Ciberspace
SG&A Employees
All levels of Full-Time Full-Benefit SG&A employees (administrative staff, recruiters, salespeople, etc.) and Director level direct employees who participate in Cibers PTO program must use all PTO by the end of each calendar year. Unused PTO is not available for carryover into the following calendar year. Negative balances are allowed per the PTO policy. An employee with a negative balance on December 31 will have that balance carried over into the subsequent years PTO.
Executive Management
Executive management employees do not participate in the PTO program. Time-off arrangements are arranged on a case-by-case basis with their manager on an as needed basis to provide work life balance. There is no accrual of time, and no pay out of any time in the event of termination of employment. Executive management positions for the purposes of this policy are defined as: Executive Vice President, Senior Vice President, Vice President, and Senior Director.
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Employees On Leave
While employees are on PTO, holiday, or jury duty, they will continue to earn PTO. If employees are on Short-Term Disability, Long-Term Disability, or any unpaid leave for more than 5 business days in any calendar month they will not accrue PTO for that month. If employees go on Short-Term or Long-Term Disability, they may supplement their STD/LTD benefits with any accrued unused PTO.
Holidays Introduction
Ciber observes fixed holidays for which eligible employees are paid. The Ciber Holiday schedule for each upcoming year is available in November and posted on Ciberspace. Ciber observes the following holidays: New Years Day Memorial Day Independence Day Labor Day Thanksgiving Day Day After Thanksgiving Christmas Day
If a scheduled holiday falls on a weekend, Ciber will designate either the previous Friday or the following Monday as the day for which Ciber will recognize the holiday. If the client an employee works for is closed for a holiday that is not a Ciber scheduled holiday, the employee must report that day as PTO. When necessary Ciber management will determine work schedules on client holidays not observed by Ciber. If an hourly non-exempt employee is required to work on a Ciber scheduled holiday, they should contact their Ciber manager regarding options for reporting that day. Options include either being paid double time for time worked on the Ciber scheduled holiday, or taking an alternative day as their paid holiday within the same pay period as the worked holiday. Salaried exempt employees may be provided with the option of taking an alternative day as their paid holiday. The alternative day should be used within the same pay period as the worked holiday. In situations in which client project completion demands do not allow an alternative day to be taken during the same pay period, the use of the alternative day may be extended with Practice Leader approval, with the expectation that the use of the day should be scheduled as soon as project completion demands allow. Holidays not taken during the calendar year are not accrued, not paid upon termination, and are not carried over to the next calendar year.
Full-Time Full Benefit and Choice Plus Employees working 32-39 hours per week
Full-Time Full Benefit and Choice Plus Benefit Employees regularly scheduled to work 32-39 hours per week will receive six hours of holiday pay on each fixed holiday.
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Benefits
Ciber provides a Short-Term Disability (STD) benefit if a non-occupational related illness or injury, including maternity related disability, prevents an employee from performing the essential functions of their job. The policy provides different levels of benefit to qualifying employees based on continuous active service with Ciber. The policy includes specific application, qualification, and exclusion information. Please refer to the current policy on Ciberspace for more detailed information.
Benefits
If an employee is unable to return to work on the 180th day of disability, the employee may be eligible to receive benefits through Cibers Long-Term Disability Insurance plan. Long-Term Disability begins after 180 calendar days of absence due to a physicians certified disability. This benefit is integrated with all other forms of income such as Social Security or Workers Compensation and is reduced accordingly. An employee does not accrue PTO while on Long-Term Disability, and may be paid out any accrued PTO. The specific language of the Group Insurance Plan document controls coverage under this plan. Please refer to the Summary Plan Description on Ciberspace for more detailed information.
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upon return from the unpaid leave of absence. Advance notice of at least 30 days is required if the need for leave is foreseeable so that work coverage can be planned. Cibers complete Unpaid Leave of Absence Policy can be found on Ciberspace.
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EDUCATIONAL BENEFITS
Internal Education
Eligibility
Full-Time Full Benefit, Full-Time Choice Plus, and Part-Time Employees
General Information
It is the policy of Ciber to provide employees with opportunities for appropriate training and education to improve their job related skills. Ciber endeavors to expand and enhance the skills of our professional employees by offering seminars, programmed instruction, and other training. Ciber provides Computer-Based Training (CBT) classes, known as Ciber University, on the most current industry applications through the Internet. CBT Courses are available at no cost to the employee. These training materials are updated annually, as new courses become available, allowing employees to keep current with industry trends. Visit Ciber University on Ciberspace for course listings and to participate in a course.
General Information
Eligible employees may apply for financial assistance for their childrens college education annually when academic conditions are met. Employees do not need to demonstrate a need for financial assistance. Applications for College Assistance for the upcoming school year are due on July 1 st. Please see the College Assistance policy on Ciberspace for details regarding eligibility and qualification requirements.
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Medical/Dental/Vision insurance coverage, if elected, and Life and Accidental Death & Dismemberment insurance are effective on the first day of the month coinciding with or following the date of hire. If an employee begins work on the first business day of the month, insurance begins on that day. All insurance coverage terminates on an employee's last day of employment with Ciber. Ciber reserves the right to change or terminate its group insurance plans at any time.
General Information
Ciber offers a comprehensive medical plan including prescription, dental and vision coverage for employees and their eligible dependents. Employees must enroll within 30 days of their hire date to be guaranteed coverage. Full-Time Full Benefit Employee contributions are paid through a biweekly payroll deduction on a pre-tax basis. Details of the plans are described in the Summary Plan Descriptions. More information is available on Ciberspace and from your HR Specialist .
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Life Insurance
Life insurance is an important part of the income protection package provided for eligible employees and their family. Full-Time Full Benefit Employees are covered under a Ciber paid life insurance policy as a part of the benefit plan. Coverage begins on the first day of the month following or coinciding with an employees hire date. Please see the Life Insurance Summary Plan Description on Ciberspace for more detailed information, including coverage amounts.
401(k)
Eligibility
Full-Time Full Benefit, Full-Time Choice Plus and Part-Time Employees
General Information
The Ciber, Inc. 401(k) Savings Plan offers employees an opportunity to save a portion of their gross income in order to provide a retirement income. Employees are eligible immediately for participation in Cibers 401(k) Plan. There is no waiting period for participation. Ciber complements this investment by matching a percentage of savings for eligible employees, based upon their years of service. The Ciber, Inc. 401(k) Savings Plan is set forth in a formal document adopted by the company. Contributions by participants, as well as the company contributions, are invested through a Trust Agreement, which forms a part of the Plan. The following information is intended to summarize some of the more important provisions of the Plan. Ciber reserves the right to modify or terminate the Plan. Please refer to the Summary Plan Description for more details. If there is a discrepancy between the Summary Plan Description and this summary, the provisions of the Summary Plan Description will prevail.
Contributions to Accounts
Employees choose the level of contribution to their account. Contributions may not exceed the plan or IRS regulated maximums.
Catch-Up Contributions
Participants who reach the age of 50 on or before December 31 of a year and contribute the maximum allowable amount under the 401(k) plan, or have reached the annual maximum deferral
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limit may make a catch-up deferral contribution for that year. The maximum allowable Catch-Up contribution is set by the IRS each year.
Rollovers
Cibers 401(k) Plan accepts rollovers from other qualified 401(k) plans. It does not accept rollovers from IRAs, including conduit IRAs. 401(k) Rollover Contribution Request forms are required and are available on Ciberspace.
Withdrawals
Employees balance may be withdrawn only under one of the following circumstances: Termination of service Attainment of normal retirement age (65) Financial hardship Total and permanent disability Death
Upon termination of service from Ciber, an employee may request a distribution of their account balance by contacting the Ciber Plan record keeper. The amount distributed will be employee contributions and earnings, and any vested portion of company matching contributions. If a withdrawal is due to financial hardship, employees may only withdraw their own contributions and not earnings, nor company matching contributions. The IRS requires that funds withdrawn under hardship conditions must be used for (1) purchase or preservation of a primary residence, (2) higher education, or (3) un-reimbursed medical expenses. Employees must exhaust all 401(k) loans available before becoming eligible for a Hardship Distribution. The IRS precludes participation in 401(k) plans for twelve months after such withdrawal. The distribution will be taxed as ordinary income and will be subject to an excise tax.
Loans
The Plan allows employees to borrow against their 401(k) account. Up to 50% of their contributions and earnings (not including company match) are eligible for a loan, subject to a $1,000 minimum and $50,000 maximum. Please refer to the 401(k) Savings Plan Loan Policy on Ciberspace for more information.
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General Information
The Ciber, Inc. Employee Stock Purchase Plan allows employees the opportunity to conveniently purchase Ciber common stock at a discount, without commission, through biweekly payroll deductions. Employees are eligible to participate in this plan on the 1st day of each quarter after they begin employment with Ciber. Employees may elect to contribute a percentage of their compensation to this Plan. Stock is purchased at the completion of each quarter and purchased shares are deposited into an account set up for the participant. Employees will be able to view accounts after shares are purchased. Participants whose employment terminates will receive a cash refund of any payroll deductions not yet used to purchase shares in the month following termination. Refer to the Employee Stock Purchase Plan description for detailed information on the plan.
General Information
The Dependent Care Flexible Spending Plan allows Ciber employees to use pre-tax dollarsto pay for dependent care expenses. An annual limit does apply and can be found in the Flexible Spending Account Summary Plan Description located on Ciberspace under Benefits & Employee Services. Generally, expenses that would normally be applied toward the dependent care tax credit of federal income tax filings would qualify for reimbursement from the dependent care account. Open enrollment is held each fall for the next plan year, effective January 1. Employees must re-enroll each plan year. New employees are eligible to enroll upon hire. Please see the Flexible Spending Account Summary Plan Description for more information.
General Information
The Medical Flexible Spending Plan allows Ciber employees to use pre-tax dollars to pay for eligible medical, dental and vision expenses not covered by insurance, such as deductibles and co pays. An annual limit does apply and can be found in the Flexible Spending Account Summary Plan Description located on Ciberspace under Benefits & Employee Services. Open enrollment is held each fall for the next plan year, effective January 1. Employees must re-enroll each plan year. New employees are eligible to enroll upon hire. Please see the Flexible Spending Account Summary Plan Description for more information.
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Commuter Benefits
Eligibility
Full-Time Full Benefit and Full-Time Choice Plus Employees
General Information
The Commuter Benefit Plan allows Ciber employees to use pre-tax dollars to pay eligible mass transit and parking expenses for work related transportation costs. Enrollment or changes are available any time during the year. The maximum monthly contribution amounts are set each year.
General Information
Ciber makes certain Supplemental Benefits available for voluntary purchase (exampleSupplemental Life Insurance). The availability of supplemental benefits offered may vary from time to time and by state. Please refer to Ciberspace for more information on any other supplemental benefits currently being offered.
General Information
Ciber believes that it is of great value for employees to have personal computers in their homes, primarily for educational opportunities. In order to support this belief, Ciber makes available interest free loans of up to $1,000 for the purchase of a personal computer or package that includes a personal computer and software/peripherals. Loans are paid back through payroll deductions over a maximum period of one year. Please see the Computer Assistance Plan Policy for more information on the plan and details on requesting a loan.
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General Information
Ciber is a very dynamic company which has opportunities for new qualified employees from time to time. Finding new employees remains one of Cibers biggest challenges, and we use many different resources and tools in our employee search. Current employee referral of new candidates has provided the company with dependable, capable, ethical and proven new talent to add to our ranks. To enhance and continue this excellent resource, we offer employee referral bonus awards to recognize our current employee recruitment efforts. Please refer to the Employee Referral Program Policy on Ciberspace for more information.
Adoption Assistance
Eligibility
Full-Time Full Benefit Employees with a minimum one year of continuous service
General Information
This benefit provides financial assistance toward expenses incurred in adoption of minor children. Ciber will reimburse up to the maximum amount listed in the current policy, per child per year for charges that employees are required to pay in association with a successful adoption. Eligible charges include, but are not limited to, legal fees, agency fees, home study fees and maternity expenses for the natural mother. While adoption does not qualify employees for maternity leave benefits employees may use PTO, if available. The employee may also be eligible for unpaid leave under the Family and Medical Leave Act. Certain types of adoption are not eligible for reimbursement, including adoption of stepchildren and other current family members. Please see the Adoption Assistance Policy on Ciberspace for more information.
Discount Programs
Eligibility
All Employees
General Information
Ciber employees are eligible for discounts on various products and services, including computers and software from participating manufacturers and retailers, personal cell phone service, automobiles, home and car insurance, clothing and more. Please refer to Ciberspace for more details on current discount program availability.
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DRESS GUIDELINES
Guidelines for Determining Appropriate Attire
Ciber has adopted Business Casual as the everyday dress standard in our offices. The dress standard at the client site varies per client location. The following guidelines shall be used in determining appropriate attire.
Slacks
Well-tailored and pressed khakis or dress pants are acceptable and should be worn with a belt. Womens ankle/cropped or capri pants should be no higher than mid-calf in length, and must be professional in appearance and well-tailored. No loud patterns or colors. Inappropriate items include sweatpants, shorts, overalls, spandex, or any form fitting pants. Denim of any kind or color is also considered inappropriate.
Shirts
Mens shirts must have a collar. Women may wear professional blouses, or shirts with collars. Rugby, fleece or flannel shirts will be considered inappropriate. Dress sweaters and vests are acceptable. For men, dress sweaters should be worn with a collared shirt. Mock turtlenecks or soft collar, three button style polo or golf shirts are acceptable for men. For men, ties and sport coats are optional, but encouraged. Bulky ski-styled sweaters are inappropriate. T-shirts, sweatshirts, tank tops, halter tops, shirts with large lettering or large logos and mid-riff tops are inappropriate.
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Footwear
Leather business casual or dress shoes are expected. Hiking boots, tennis shoes, Birkenstocks, crocs, flip flops and sandals are considered inappropriate. Conservative professional open toe dress shoes are acceptable for female employees. Socks or hose/tights are recommended to be worn by all employees to project a professional image.
Other
Hats should not be worn at any time. Any visible body piercing jewelry, other than earrings, is inappropriate. The guidelines stated above were designed to help employees determine the appropriateness of their business casual attire. It is by no means an exhaustive list. It is important that our workplace be enjoyable and productive. Keep in mind, however, that employees should always project a professional image and compliance with client dress expectations is necessary for employees on client sites. If employees are not sure if something is acceptable, choose something else or inquire first.
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(initial) I have received a copy of Ciber, Inc. North America Employee HandbookRevision 04/01/2013 and understand that it is my responsibility to read and familiarize myself with the policies herein.
Receipt of the handbook and my signing this acknowledgment does not in any way constitute any form of an employment agreement.
Date:
Employee Signature:
Ciber Representative:
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