HR Manual PDF

KLJ
Human Resources Manual

KLJ Human Resources Manual
The Human Resources Manual is available in its most current version electronically on the Intranet
and will supersede any hard copy version. Employees are directed to the KLJ Human Resources
Manual on the Intranet upon hire.

Pg 2
Table of Contents
Table of Contents
I. GENERAL INFORMATION................................................................................. 6
A. About KLJ Solutions Companies ...................................................................... 6
B. Philosophy and General Policies ..................................................................... 7
C. Personnel Relations .................................................................................... 7
D. Client Relations......................................................................................... 7
E. Governance ............................................................................................. 7
II. EMPLOYMENT POLICIES AND ADMINISTRATION .................................................... 11
A. Equal Employment Opportunity ..................................................................... 11
B. Employment-at-Will................................................................................... 11
C. Americans with Disabilities Act ..................................................................... 11
D. Unlawful Harassment ................................................................................. 11
E. Zero Tolerance Workplace Violence Policy ........................................................ 12
F. Firearms ................................................................................................ 12
G. Disciplinary Action .................................................................................... 13
H. Employee Type ........................................................................................ 13
I. Background Checks .................................................................................... 15
J. Drug Free Workplace ................................................................................. 15
K. Orientation and Probation Periods ................................................................. 16
L. Hours of Work .......................................................................................... 16
M. Secondary Employment (Moonlighting) ............................................................ 17
N. Employment of Relatives ............................................................................. 18
III. COMPENSATION .......................................................................................... 19
A. Compensation Policy .................................................................................. 19
B. Adjustments in Compensation ....................................................................... 19
C. Performance Reviews ................................................................................. 19
D. Career Development .................................................................................. 20
E. Pay Practices ........................................................................................... 20
F. Overtime ............................................................................................... 21
G. Downtime Due to Weather ........................................................................... 22
IV. BENEFITS.................................................................................................. 23
A. Insured Benefits Summary ........................................................................... 23
V. FLEXIBLE BENEFITS PLAN .............................................................................. 27
A. Cafeteria Benefit Plan Summary .................................................................... 27
VI. RETIREMENT PLAN ...................................................................................... 28
Pg 3
Table of Contents
A. Retirement Plan ....................................................................................... 28
VII. STATUTORY BENEFITS .................................................................................. 29
A. Workers Compensation .............................................................................. 29
B. Integration with Paid Leave ......................................................................... 29
C. Social Security (FICA) ................................................................................. 29
D. Unemployment Insurance ............................................................................ 29
VIII. TIME AWAY FROM WORK ............................................................................... 30
A. Vacation ................................................................................................ 30
B. Holidays................................................................................................. 32
C. Leave of Absence with Pay .......................................................................... 33
D. Leave of Absence Without Pay ...................................................................... 37
E. Positions Outside of the Office ...................................................................... 38
F. Family and Medical Leave Policy (FMLA) ........................................................... 38
IX. PROFESSIONAL DEVELOPMENT ....................................................................... 39
A. Professional Development ........................................................................... 39
B. Registration ............................................................................................ 39
C. Professional and Technical Societies ............................................................... 39
D. Continuing Education, Training, and Development .............................................. 40
E. Civic Organizations .................................................................................... 43
F. Trade Shows............................................................................................ 43
X. PROFESSIONAL ETHICS AND BEHAVIOR .............................................................. 44
A. Conflicts of Interest ................................................................................... 44
B. Confidentiality ......................................................................................... 44
C. Disclosure .............................................................................................. 45
D. Appearance Code ...................................................................................... 45
E. Staff Inquiries .......................................................................................... 45
F. Use of Recreational Drugs ............................................................................ 45
G. Relationship with Competitors ...................................................................... 46
XI. OFFICE OPERATIONS .................................................................................... 47
A. Office Environment and Facilities .................................................................. 47
B. Common Areas ......................................................................................... 47
C. Services and Equipment .............................................................................. 48
D. Computer Technology ................................................................................ 52
E. Security ................................................................................................. 53
F. Human Resources Files ............................................................................... 54
G. Travel on Company Business ......................................................................... 54
Pg 4
Table of Contents
H. Safety and Health ..................................................................................... 60
I. Company Driver Policy ............................................................................... 60
J. Relocation Expenses .................................................................................. 61
XII. TERMINATION ............................................................................................ 62
A. Termination of Employment ......................................................................... 62
B. Notice Period .......................................................................................... 62
XIII. EXCEPTIONS .............................................................................................. 64
A. Exceptions to Policies ................................................................................ 64
XIV. FMLA ....................................................................................................... 65
A. Family and Medical Leave Act (FMLA) Policy ...................................................... 65

Pg 5
General Information
I. GENERAL INFORMATION

A. About KLJ Solutions Companies
KLJ Solutions Company (KLJ Solutions) is an employee-owned, living company founded in 1938
in Dickinson, ND. KLJ Solutions guides a diversified network of engineering related subsidiaries
to satisfy client needs. Additionally, KLJ Solutions provides support services in corporate
management, marketing, finance, human resources and information technology support for its
subsidiary companies.
KLJ Solutions goal is to create an environment to support and nurture goals and missions of its
subsidiary companies. KLJ Solutions provides direction for the various offices, groups and
companies, to achieve their goals.
Additionally, KLJ Solutions has established protocols and procedures to determine the viability
of new business opportunities. This includes guidelines to monitor, evaluate and determine
whether new business opportunities meet standards for profitability and long-term growth
potential.
KLJ Solutions is the parent company and consists of four subsidiaries; Kadrmas, Lee & Jackson,
Inc. (KLJ), Air Solutions, Construction Solutions Inc. and Northern Lights Property Development,
LLC.
Kadrmas, Lee & J ackson, Inc. (KLJ ), is the brand most recognized and logo we want our
clients to remember. The KLJ acronym is used in all communication unless the companys legal
entity is required then the legal name, Kadrmas, Lee & Jackson, Inc. is utilized.
KLJ has delivered multi-disciplinary engineering-based and planning solutions for private and
public sector clients for 75 years. The company has strategically opened 18 office locations in a
five-state region and evolved into a regionally recognized firm with more than 650
professionals.
KLJs multi-disciplinary Divisions include standing teams focused on transportation
infrastructure, community resources, energy, communications and numerous technical areas.
Note: KLJ is used throughout the Human Resources Manual to be inclusive of all companies.
Air Solutions, Inc. (Air Solutions) is a wholly-owned subsidiary of KLJ Solutions. Air Solutions
primary mission is to provide support services to KLJ Solutions subsidiaries. Air Solutions
provides efficient and cost-effective air transportation for all employees and owns, operates
and maintains KLJ Solutions corporate aircraft and employs a pilot.
Construction Solutions, Inc. (CSI) is a subsidiary company of KLJ Solutions and provides
alternative project delivery methods to clients. The company offers design-build, construction
management, construction administration and construction review services.
Northern Lights Property Development, LLC. is a real estate holding entity, which owns
multiple office locations occupied by KLJ.
Pg 6
General Information
B. Philosophy and General Policies
The mission of KLJ is to create an environment to support and nurture the goals and missions
and values of its various subsidiary companies.
The following information is essential for continued employee, company and client progress.
C. Personnel Relations
KLJ takes pride in the quality of work and spirit of cooperation and professionalism among staff
members. All employees are treated equitably with respect for individual capabilities. To
demonstrate this commitment, KLJ companies:
Employ and promote on the basis of merit
Maintain fair and competitive salary programs
Provide necessary training programs
Afford opportunities for advancement and professional development
Promote from within when possible
Establish and maintain effective communications among staff
Provide personal security through benefits
Improve working conditions and develop human relations to ensure the company can attract
and retain the most capable talent in the industry
D. Client Relations
The goodwill and confidence of our clients is essential to our business. Therefore, it should be
the goal of all employees to:
Interact fairly and honestly with clients
Respond to client requests promptly and with a positive attitude
Exercise tact, patience and courtesy at all times
Provide our clients full value on every service provided
Improve our capabilities
Possess personal interest and initiative to solve client problems within the realm of our
professional ability
Protect our clients right to privacy and confidentiality
Public Relations
Presenting a favorable impression outside the company is important. A good reputation affects
the growth of our business, and growth increases opportunity. Mannerisms and appearance, in
addition to technical expertise, contribute to the KLJ brand.
E. Governance
KLJ Solutions operates KLJ and subsidiary companies with comparable structure. The chief
executive officer (CEO) of KLJ Solutions manages all components of KLJ.
KLJs corporate structure is arranged into three operating units Executive, Operations and
Production.
Pg 7
General Information
The Executive unit is led by the CEO and consists of an Executive Team, which includes the
chief financial officer (CFO) and chief production officer (CPO). The Executive unit also
includes an Executive Group, which is comprised of the corporate planning director,
government relations director, corporate executive director and talent management director.
The Executive Group is responsible for implementing and leading corporate initiatives.
KLJs Operations unit is led by the CFO and includes the following areas:
Finance
Human Resources
Technical Services
Enterprise Resource Management
Facilities
KLJs Production unit is led by the CPO and consists of seven divisions Transportation
Infrastructure, Community Resources, Energy, Communications, Technical Areas, Client
Services and Office Management. Each division is led by a Division Leader who works
independently with a Practice Area or Technical Area. Practice Areas are led by managers
called Practice Area Leaders (PAL) and Technical Areas are led by mangers called Technical
Area Leaders (TAL). PALs are responsible for profitability as well as all operations, production
and coordinating with Client Services for marketing functions within their respective Practice
Area. TALs primarily focus on delivering services to assist KLJ Practice Areas to complete work
historically subcontracted, as well as provide services to our external clients.
Offices Management Office management is coordinated at a regional level; West Region,
Central Region and Eastern Region and includes Regional Coordinators.
Office locations are led by mid-level managers called office managers. Office managers work
primarily for the PALs to which they are assigned and are secondarily responsible for
coordinating with Marketing Group for marketing functions and labor utilization within their
respective office. Office mangers work with corporate service groups to obtain operations
support for their offices.
KLJ Units
Executive
Operations
Production
KLJ Divisions
Transportation Infrastructure
Community Resources
Energy
Communications
Technical Areas
Client Services
Office Management
Pg 8
General Information
KLJ Practice Areas
Surface Transportation
Aviation
Municipal
Land Development
Oilfield Services
Power
Transmission
Telecommunications
KLJ Technical Areas
Survey
Environmental
Right-of-Way
Structural
Construction Management
KLJ Organizational Structure
Executive Group
o CEO
o CPO
o CFO
o Executive Team
Production Team
o Transportation Infrastructure Division
Surface Transportation
Aviation
o Community Resources Division
Municipal
Land Development
o Energy Division
Oilfield Services
Power
Transmission
o Communication Division
Telecommunications
o Technical Areas
Survey
Environmental
Right-of-way
Structural
Construction Management
o Client Services Division
Client Management
Pg 9
General Information
Marketing
Government Relations
o Office Management Division
West Region
Central Region
Eastern Region
Operations Team
o Finance
o Human Resources
o Technical Services
o Enterprise Resource
o Facilities
Pg 10
Employment Policies and Administration
II. EMPLOYMENT POLICIES AND ADMINISTRATION

A. Equal Employment Opportunity
It is the policy of KLJ to provide Equal Employment Opportunities (EEO) without regard to race,
color, creed, sex, age, handicap or disability, military status, religion, national origin, or
marital status.
This policy applies to all areas of employment including recruitment, hiring, training and
development, promotion, transfer, termination, layoff, compensation, and all other conditions
and privileges of employment in accordance with applicable federal, state, and local laws.
KLJ is fully committed to this concept, and all personnel are expected to participate in the
implementation of the companys Affirmative Action Program. A summary of our Affirmative
Action Program is available from Human Resources.
B. Employment-at-Will
The employment relationship can be terminated at will at the option of KLJ, without advance
notice and without cause.
This Human Resources Manual does not create a contract or agreement of employment
between any employee and KLJ and does not alter KLJs right to end an employees
employment at any time for any reason, or for no reason at all, as stated above.
C. Americans with Disabilities Act
KLJ is committed to complying with all applicable provisions of the Americans with Disabilities
Act (ADA). It is our policy not to discriminate against any qualified employee or applicant with
regard to any terms or conditions of employment because of such individuals disability so long
as the employee can perform the essential functions of the job. Consistent with this policy of
nondiscrimination, we will provide reasonable accommodations to a qualified individual with a
disability, as defined by the ADA, who has requested a reasonable accommodation, provided
that such accommodation does not constitute an undue hardship on the company.
Employees with a disability who believe they need a reasonable accommodation to perform the
essential functions of their job should contact Human Resources. We encourage individuals with
disabilities to come forward and request reasonable accommodation.
D. Unlawful Harassment
KLJ is committed to a workplace free of discrimination and harassment based on race, color,
religion, age, sex, national origin, disability, status as a veteran, or any other protected status.
Offensive or harassing behavior will not be tolerated against any employee.
This policy covers vendors, clients, or others who enter our workplace, as well as all
employees. Supervisory or managerial personnel are responsible for taking proper action to end
such behavior.
Unlawful harassment includes, but is not limited to any of the following:
Pg 11
Verbal conduct, such as epithets, derogatory jokes or comments, or slurs directed against
members of the opposite sex. Also, unwanted sexual advances, invitations, or comments
can be considered acts of harassment.
Visual conduct such as the display of derogatory posters, cartoons, drawings or gestures
aimed at specific co-workers or members of the opposite sex.
Physical conduct such as touching, assault, blocking normal movement, or interference with
a persons work.
Use of computers, including the Internet and the e-mail systems, to transmit,
communicate, or receive sexually suggestive, pornographic, or sexually explicit pictures,
messages, or material.
Any threats or demands to submit to sexual requests in order to keep your job or avoid
some other loss, and offers of job benefits in return for sexual favors.
Retaliation for having reported sexual harassment.
Any employee who feels that he or she is being discriminated against as a result of harassing
behavior is encouraged to report it.
If an employee has a complaint about harassment, the main concern is to have the harassing
behavior stopped and to have the matter resolved as quickly and efficiently as possible. The
procedures to follow are:
1. Discuss the improper behavior with the person involved to let them know their conduct
is offensive to you.
2. Keep a record of the conduct, including information regarding the date, time and place
of the incident and any previous incident, any witnesses, and any documents or other
evidence regarding the allegation.
3. Report the conduct perceived as harassment as soon as possible to your supervisor. If
your complaint involves the conduct of your supervisor, report the conduct to Human
Resources.
4. A complete investigation concerning the complaint will be made in an impartial and
confidential manner, with the results being conveyed to all involved individuals. Every
reasonable effort will be made to determine the facts and resolve the situation. KLJ will
take prompt and effective remedial action if harassment has occurred.
E. Zero Tolerance Workplace Violence Policy
Any unlawful violent act committed by an employee of this company will be referred for
prosecution. Any breach of this policy could result in termination.
F. Firearms
Firearms are not allowed on KLJ property or in KLJ buildings.
Pg 12
G. Disciplinary Action
If disciplinary action is required, contact Human Resources for assistance.
1. Supervisor must notify Human Resources.
2. A verbal warning is given to the individual with Human Resources present.
3. A written notice is given to the individual and placed in their personnel file.
4. The individual is asked to take a paid day from work to consider options provided.
5. Termination.
H. Employee Type
Employee types are eligible for benefits based on criteria. Please see the Benefits section for
additional details.
1. Non-Exempt or Exempt Status
Non-Exempt employees include all employees who are covered by the overtime provisions
of the Federal Fair Labor Standards Act or any applicable state laws. Employees in this
category are entitled to overtime pay for work in excess of 40 hours in a work week.
Exempt employees include all employees who are classified by the company as exempt
from the overtime provisions of the Federal Fair Labor Standards Act and any applicable
state laws.
Exempt with Overtime employees include all employees who are classified by the company
as exempt from the overtime provisions of the Federal Fair Labor Standards Act and any
applicable state laws.
Although it is not KLJs legal obligation to do so, these employees are paid for all hours
worked over 40 per week at a rate equal to their annual salary divided by 2080 hours.
2. Standard Employees
A standard employee is one who is employed to fill a position for an indefinite period.
Standard employees are eligible to participate in all company benefits and activities,
subject to any limitations noted in the description of those benefits and activities.
3. Seasonal Employees
A seasonal employee is one who is employed to work on a seasonal basis, being laid off
during periods of the year when there is a lack of appropriate work.
Pg 13
Seasonal employees are eligible for company benefits their first year of employment if they
meet the following requirement:
Have worked 32 hours per week in a two week pay period.
After they have completed their first year of employment, seasonal employees are eligible
for company benefits 12 months a year if they meet the following requirements:
Have worked at least 1,664 hours (32 hr/week x 52 weeks) the preceding construction
season. Hours considered to meet this requirement will begin January 1 and go through
December 31 each year.
Because workloads may vary from year-to-year, seasonal employees will be allowed to
carryover from the previous year, any hours in excess of the 1,664 hours required, up to
a maximum of 300 hours.
Seasonal employees who do not meet these requirements for year-round benefits will
follow the guideline above.
Seasonal employees are eligible to participate in all company benefits and activities
outlined as follows:
Major medical and all other supplemental insurances (optional)If the employee meets
the previously described hour requirements, eligible employees will receive the base
monthly benefit amount to be determined annually, which they can use toward the
premium for employee and dependent insurances.
Life InsuranceThe employer will pay for the life insurance premium year round,
regardless of hours worked.
Disability InsuranceThe employer will pay for the disability insurance premium year
round, regardless of hours worked.
VacationFirst-year seasonal employees will earn vacation in the pay period if they
work at least 32 hours in that pay period.
Seasonal employees, who have met the described hour requirements described above,
will earn vacation 12 months per year, regardless of hours worked each pay period. The
Vacation Accrual Schedule as outlined in Section VIII-A-2 will mandate the hours
received each pay period.
Illness LeaveSeasonal employees earn illness leave in the pay period if they work at
least 32 hours in that pay period. Use of illness leave will not be allowed during periods
of layoff.
Cafeteria Benefit OptionsSeasonal employees can participate in our Cafeteria Benefit
Plan. The company offers Major Medical Insurance, a number of quality Supplemental
Insurance Benefits, and Medical Reimbursement and Dependent Care Accounts. All
insurance premiums and reimbursement accounts utilized are pre-tax with the
exception of voluntary life insurance.
Flexible Benefits PlanSeasonal employees are eligible for entry into the plan if they
have worked at least 1,664 hours the preceding season. If they do not meet these
requirements, they must reimburse the company any premiums due the months they do
not work.
401(k) eligibility is defined in Section VI-2.
Pg 14
Each eligible employee will receive a base monthly benefit to be determined annually with
which to purchase benefits.
For those months that a seasonal employee does not meet hour requirements, premiums for
health insurance and any supplemental benefits they are enrolled in will continue to be
deducted from their paycheck should they have enough to cover the premiums. If they do
not receive a paycheck, premiums must be paid to the Finance Group by the first of each
month.
4. Standard, Part-Time Employees
Part-time employees who work 19 or fewer hours per week are eligible for statutory
benefits only. Those who work a regular schedule between 20 and 29 hours a week accrue a
50% share of vacation, illness leave, holiday, and cafeteria benefits.
5. Temporary Employees
A temporary employee is one whose term of employment is for a limited period of time.
Employees in this classification are eligible for automatic entry into the 401(k) profit
sharing plan which is detailed in Section VI along with statutory benefits.
I. Background Checks
Background checks are conducted for all new hires. A signed release form is required.
In the event clients require background checks for current employees, the same protocol will
be followed. Supervisors will be provided with a copy of a billing report (which includes only
the name and date the background check was completed) for verification purposes.
J. Drug Free Workplace
It is the policy of KLJ to assure that the use of alcohol or unauthorized substances by
employees does not endanger the health, safety and security of our employees, our operations,
our customers, or communities we live in.
Employees are tested based on the criteria outlined in the Drug Free Workplace Policy which is
available on the Intranet or through Human Resources.
The unlawful manufacture, distribution, dispensation, possession, concealment, transportation,
sale or use of unauthorized substances on KLJ premises, in KLJ vehicles, or while conducting
KLJ business off KLJ premises is also strictly prohibited. Unauthorized substances include illegal
drugs, unauthorized drugs and drug paraphernalia. The abuse or misuse of alcohol, prescription
drugs or over-the-counter drugs which have been legally obtained is also strictly prohibited on
KLJ premises, in KLJ vehicles, or while conducting KLJ business off KLJ premises.
The unauthorized possession or use of alcohol on or in any KLJ property or in KLJ vehicles is
also prohibited.
Pg 15
Violation of this policy may lead to disciplinary action up to and including termination of
employment.
Areas of enforcement and responsibility, as outlined, are to be followed without exception.
K. Orientation and Probation Periods
At the start of employment, you will receive an initial orientation including:
Introductions to personnel.
Direction to the location of the HR Manual and the benefits it describes.
A thorough explanation of the expectations, duties, and responsibilities of your new
position.
Your immediate supervisor or designee will also familiarize you with routine office procedures.
Your colleagues will do their utmost to welcome you and to be as helpful as possible.
In-house training is a continuous process. This takes place on an informal basis beginning the
first day you start working with us. In addition, all employees are encouraged to continue their
own education in the interest of advancing their professional careers.
The first three months are a probation period for all employees. During this period, the
employees performance and personal qualifications will be reviewed to determine how well-
suited the new employee is for the position. If an employee is found to be deficient, an
attempt will be made to try to correct the condition. If it is felt that an employee is basically
unsuited for the position, and that improvement is not feasible, the employee shall be
terminated.
The employee also has an obligation to determine if the company seems to meet his or her
career objectives. During the three-month probationary period, either party can terminate
employment with no notice required.
L. Hours of Work
1. Core Business Hours
Regular office hours are 8:00 a.m. to 5:00 p.m. Monday through Friday with one hour for
lunch. Work with your supervisor for flexibility in your schedule.
Whenever you find it necessary to be absent from work for illness or some other reason,
notify your immediate supervisor as soon as possible.
2. Overtime
From time to time employees may be required to work overtime in order to complete work
on a project. Whenever possible we will give you advanced notice of overtime so that you
may avoid conflicts. (See Section III-F, Overtime)
Pg 16
3. Exempt Employee
Exempt employees are required to have a total of at least 40 hours each week. If your total
hours worked plus any illness, vacation, or holiday hours in any one week do not total 40,
you are required to fill in your week with vacation hours.
Absences for full days for personal reasons, not including illness or injury and not taken as
vacation, are considered leave without pay (LWOP) and will be deducted from your salary.
Please see the Time Entry Guide available on the Intranet or contact Finance for further
details or clarification.
4. Lunch and Rest Breaks
KLJ follows the FLSA (Fair Labor Standards Act) for rest breaks and lunch breaks. Time for
paid breaks is billed to the project the individual is working on.
5. Leaving the Office During the Work Day
All employees are required to advise their supervisor when they must be away from the
office during the workday. Employees are required to sign out on the Intranet so the front
desk knows where individuals can be reached and when they are expected to return to the
office.
6. Flex Time
Flexibility of core business hours should be discussed with your supervisor.
M. Secondary Employment (Moonlighting)
Our work is unpredictable, and frequently our employees are asked to work overtime on short
notice. Because we have to depend on our employees being able to respond to our overtime
needs, we discourage secondary employment (moonlighting). Employees are required to discuss
any intended secondary employment before secondary employment is accepted.
Approval will not be given if:
The outside job imposes an additional strain or load on the employee so that health or
quality of work is affected.
The outside job involves work with a competitor, a potential competitor, or with a
company which in any way could be construed as being interested in obtaining knowledge
about our company.
The outside job involves obtaining or proposing on business contracts. It is the policy of all
our companies not to award separate business contracts or subcontracts to employees for
work which they are expected to perform as employees.
The outside job is one which is within the scope of work one of our companies can or does
perform for our clients.
Pg 17
KLJ is not responsible for the actions of employees who moonlight, nor does our liability
insurance cover their actions. Therefore, employees who moonlight must issue written
declaration to their client or employer that they are working on their own behalf and that we
will absolutely not be responsible for their actions, nor are we involved in any way with the
work being performed. These written declarations are to be reviewed by the
supervisor/manager who will authorize any moonlighting.
It is absolutely prohibited to use any company property for secondary employment. Secrecy
and/or violation of this policy may be grounds for termination.
N. Employment of Relatives
KLJ may employ qualified relatives as long as such employment does not involve a relationship
between relatives in the same work group within the same office and does not create a real or
perceived conflict of interest.
To avoid a conflict of interest, favoritism, and to prevent harassment and discrimination in the
workplace, KLJ limits the employment of relatives, domestic partners, significant others, and
individuals who become involved in a close personal relationship, as follows:
Same Work Group within Same Office:
A parent, spouse, brother, sister, child, grandchild, grandparent, aunt, uncle, domestic
partner, step relative, and any other relative of an individual will not be permitted to work in
the same work group as the individual. The relative may be employed in other work groups.
Conflict of Interest:
If, in the opinion of management, employing relatives or persons with a close personal
relationship to another employee creates a real or perceived conflict of interest, management
has sole discretion to transfer either one or both of the employees, or to reassign either or
both employees to other duties.
Other Situations:
Employees who marry, reside in the same household as domestic partners, or otherwise
become related or closely involved while employed are treated in accordance with the
provisions of this policy.
Application:
This policy applies to all categories of employment including standard, temporary, part-time,
and seasonal employees.
Pg 18
Compensation
III. COMPENSATION

A. Compensation Policy
KLJ recognizes that our continued success depends largely on the individual abilities of our
employees. To assure that KLJ is able to attract and retain excellent people, a compensation
policy intends to assure that:
Individual effort and achievement will be recognized both in compensation and in
promotional opportunities.
Employees whose performance is superior will be paid accordingly.
B. Adjustments in Compensation
Compensation of employees is in accordance with the following guidelines:
1. At Hire
Offers of employment and corresponding compensation are based on skill sets, experience,
and perceived value the employee will bring to the company. The established compensation
will be documented in a formal offer letter before hire.
2. Annual Compensation Review
The goal is for every employee to be reviewed for compensation purposes at least once
each year.
Factors which are considered in granting increases include the employees increasing value
to the firm, additional job responsibilities, initiative, productivity, how each employees
compensation compares to the pay of others doing similar work, and external market data.
3. Incentives
Referral incentives will be paid to employees for successful hire of referred individuals. See
HR if you have questions.
C. Performance Reviews
An employee has the right to periodically discuss job performance with his or her supervisor. It
should be remembered that a performance review is different from a compensation review.
1. Process
A performance evaluation may be conducted on or near your three-month anniversary
date. After that, an employee may request a performance evaluation through Human
Resources.
Pg 19
Compensation
MAPs (Motivation, Abilities, and Professional Development) will be conducted annually.
This gives supervisors and employees the opportunity to discuss performance,
performance expectations, training needs, as well as future opportunities that might be
available. The process and forms are available on the Intranet for both the employee
and supervisor.
2. Results
This serves as a tool to evaluate future training needs and give supervisors the opportunity
to recognize an employee for his or her value to the company.
D. Career Development
Each employee shall have an opportunity for development and advancement and vacancies
shall be filled from within whenever possible.
Fulltime positions are posted on our internal Intranet, external website, and other appropriate
venues.
E. Pay Practices
1. Pay Period
There are 26 pay periods in a calendar year. A calendar marked with pay periods is
prepared yearly and posted on the Intranet. All KLJ employees are paid bi-weekly. Notice
of payment is on the Friday following payroll cut-off.
2. Timesheets and Expense Reports
Timesheets are vital to determine the cost of our services. All timesheets and expense
reports are due weekly. Practice Area Leaders and Operations Managers are responsible
for enforcing this requirement. Managers are required to enforce this policy and will take
appropriate action for non-compliance.
Electronic timesheet entry will be made available to KLJ employees. Field personnel may at
times need to submit written timesheets. Your workstation will be used to make entries
into the timesheet entry system.
A user ID and password will be assigned to you. Timesheet and expense entry guides will be
made available upon hire, and you will be given guidance by another employee the first
time you enter your data. Time Entry and Expense Entry Guides are also located on the
Intranet.
Timesheet entries should be made each day. This updates the project records, gives
accurate and up to the minute reports to management, and allows billing of your time to
clients.
Recording regular and overtime hours worked should be done on a day-by-day basis, with
necessary adjustments being made at the end of the week, before printing the timesheet.
Timesheets must be signed, turned in to your supervisor, and submitted to Finance.
Important details are listed below:
Pg 20
Compensation
Our workweek is from Sunday to Saturday.
Time should be recorded to the nearest 30 minutes.
40 working hours must be recorded before overtime can become effective. Sick,
vacation, and holiday time does not count towards working hours.
Timesheets may reflect alternate schedules, as required, and must be pre-approved by
the PAL or Operations Manager.
Cutoff for time entry is 10am CST Mondays of cutoff week.
F. Overtime
KLJ always strives to serve the client, and it is sometimes necessary to meet client obligations
by working overtime with relatively short notice to employees. When overtime is required, the
following policies are observed:
1. Non-Exempt Employees
All non-exempt employees will be paid time and a half for overtime in accordance with
Federal and State wage and hour laws.
2. Exempt Employees-Additional Compensation
At KLJ, all exempt employees are expected to fulfill their duties without regard to the
amount of time required. For special circumstances, please see Chapter II, Section G.
3. Overtime Defined
Overtime for non-exempt and exempt plus overtime employees is defined as any period of a
half of an hour (30 minute segments), which exceeds 40 hours a week. All employees are to
record overtime in 30-minute segments.
4. Holiday Overtime Credit
When a non-exempt and exempt plus overtime employee is required to work on a
recognized holiday, the employee shall receive his or her regular holiday pay plus the
regular base rate for the hours worked.
5. Effect of Authorized Leave
Absence for vacation, holiday, sickness, doctor visit, or any other leave with or without pay
does not count toward establishing the workweek for purposes of calculating overtime.
6. Payroll Deductions
Compensation for all employees is subject to payroll deductions as required by applicable
statutory provision such as withholding tax, social security taxes, and state tax.
Pg 21
Compensation
G. Downtime Due to Weather
At times an employee may be asked to stay on the job at a remote location even though the
weather prevents the employee from actively working. On those occasions, the employee may
be paid up to eight hours per day. The hours will not count toward payment of overtime. The
project manager or survey crew chief will determine whether or not the work should cease and
how many hours should be charged due to weather.
Time charges for down time due to weather should be made to the project involved or the non-
chargeable number for the respective office location. Down time shall be charged only as a last
resort. In these situations, project managers and crew chiefs are expected to direct work to
another location or to use the hours to complete inside work activities.
Pg 22
Benefits
IV. BENEFITS

A. Insured Benefits Summary
KLJ provides an excellent package of insured benefits which is part of our total compensation
package.
Spouses and families can be covered for various group insurance benefits, for which the
employee pays a portion of the premium expense through payroll deductions.
Temporary and part-time employees working 19 hours or less will be eligible for automatic
entry into the 401(k) profit sharing plan which is detailed in Section VI along with statutory
benefits. Employees working 20-29 hours accrue 50% of all benefits.
The list of benefits offered at no cost to employees includes:
Life Insurance
Accidental Death and Dismemberment Insurance
Disability Insurance
Additionally, all employees are immediately covered by mandated benefits:
Workers Compensation
Social Security
Unemployment Insurance
1. Life Insurance
The firm provides, at no cost to the employee, an excellent plan of employee group term
life insurance.
a. Effective Date
The first day of the month following the date of hire.
b. Eligibility
Full-time, part-time, and seasonal employees working over 30 hours per week are
eligible for this insurance. Spouses and dependents are not eligible for the company life
insurance. Through our cafeteria plan employees, spouses, and dependents are eligible
to purchase voluntary life insurance.
c. Amount
Every eligible employees life is insured for an amount equal to their annual base salary,
computed on a 2,080 hour year, up to a maximum of $50,000.
d. Who Pays Cost of Insurance
KLJ pays 100% of the cost of this insurance.
Pg 23
Benefits
e. Beneficiary
Employees are reminded that it is their responsibility to notify Human Resources, in
writing, whenever there is a change in beneficiary. Death benefits must, by law, be
paid to the last shown beneficiary on record. Change of Beneficiary Forms are available
on the Intranet.
f. Coverage Ceases
Life insurance coverage lapses on the last day of the month during which employment
ceases. Employees may then convert their group life insurance to an individual plan.
Human Resources will provide details upon employees departure.
2. Accidental Death and Dismemberment (AD&D)
The company provides, at no cost to the employee, a plan of AD&D insurance.
a. Eligibility
Full-time and part-time employees working 30 or more hours a week are covered by this
insurance. Seasonal employees may be eligible as described in Section II G.3. This
insurance becomes effective the first day of the month following the date of hire.
Spouses and dependents are not eligible.
b. Amount
The eligible employee is covered by AD&D insurance in an amount equal to their annual
base salary up to a maximum of $50,000.
c. Paid Benefits
The full amount is paid when an employee loses life accidentally. Up to the full amount
may also be paid in the event of loss of sight, limbs, and other body parts.
d. Who Pays Cost of Insurance
KLJ pays 100% of the cost of this insurance.
e. Beneficiary
Employees are reminded that it is their responsibility to notify Human Resources, in
writing, whenever there is a change in beneficiary. Accidental death benefits must, by
law, be paid to the last shown beneficiary on record. Forms are available on the
Intranet.
3. Major Medical Insurance
To protect KLJ employees from the expense of medical bills, a major medical plan is
offered to all full-time, as well as eligible part-time and seasonal employees. If the
employee chooses, dependents may also be covered.
Pg 24
Benefits
a. Eligibility
All full time, part time, and seasonal employees working 30 or more hours a week, and
if they wish, their spouses and dependents are eligible to participate in the major
medical plan.
b. Amount
KLJ pays for 100% of major medical insurance. The Base Monthly Benefit amount from
the Cafeteria Plan is used for a portion of this when the employee receives major
medical through KLJ.
c. Waiting Period
Major medical coverage becomes effective the first of each month following the date of
hire. Entry dates are the 1st of each month. They may enroll by the first day of the
month following date of hire or January 1, which is the open enrollment period.
d. Deductibles
KLJ medical insurance is similar to most other medical plans in that there is a certain
amount of deductible per person to be satisfied each year before benefits are paid.
e. Amount Paid
Complete details of the plan and items covered are found in the booklet that is
provided to each insured employee. After the deductible, covered expenses in most
instances are paid at 80% and the employee pays the remaining 20%. (This is called co-
insurance.) For further information, contact Human Resources.
4. Disability Insurance
In the event an eligible employee of KLJ should become disabled, he or she becomes
eligible for disability insurance. This also covers pregnancy.
a. Eligibility
All full-time, part-time, and seasonal employees working 30 or more hours per week are
eligible to participate in this plan. Temporary employees and employee's dependents
are not eligible for this benefit.
b. Benefits Begin
Monthly benefits start with the 31st day of a disability due to a non-work related injury
or a sickness and will continue as long as necessary not to exceed the Social Security
Normal Retirement Age (SSNRA) under the Federal Social Security Act.
c. Cost
KLJ pays 100% of the cost for this coverage.
Pg 25
Benefits
d. Monthly Benefits
The benefit is 60% of an employees monthly earnings up to a maximum benefit of
$6,000 per month. The disability benefit may be reduced by deductible sources of
income and disability earnings. Some disabilities may not be covered or may have
limited coverage under this plan. There are specifics for maternity leave, please see
Human Resources.
5. Employee Assistance Program (EAP)
KLJ offers a voluntary and professional Employee Assistance Program (EAP) to eligible
employees and their family members who may be faced with alcohol or drug problems,
marital problems, illness of a family member, emotional worries, child care problems, etc.
This service is confidential and made available as a benefit through our EAP provider.
Specific training is available to supervisors and managers, providing them with innovative
and informative information to deal with challenging work site problems.
EAP: 1-800-327-7195
Full contact information for our EAP provider is available on the Intranet.
a. Application
Employees and family members can refer themselves to the EAP. This service is
available 24 hours a day on weekdays and weekends.
EAP counselors are available to meet with employees or family members to assess a
problem and develop a plan for resolution. The counselors may suggest a referral to an
outside resource such as a therapist, agency, physician, treatment facility, or other
professional that would be appropriate to assist in resolving the problem or situation.
Where an employee may be in need of a referral, a suggestion may be made over the
telephone. Employees or their family members may use this service without charge for
a total of eight sessions per issue.
Employees who need to visit the EAP during regular work hours must use illness or
vacation leave. If illness is involved, illness or vacation leave may be used for treatment
or rehabilitation on the same basis that it is granted for other health problems.
Participation in the EAP Program does not jeopardize job security or promotional
opportunities. However, it does not excuse the employee from following policies and
procedures or meeting required standards for satisfactory job performance, except
where specific accommodations are required by law.
b. Reminder
All contact between an employee and the EAP is held strictly confidential, to the extent
required.

Pg 26
Flexible Benefits Plan
V. FLEXIBLE BENEFITS PLAN

A. Cafeteria Benefit Plan Summary
1. Our Goal
KLJs Cafeteria Plan provides eligible employees monthly cafeteria dollars allowing
flexibility to customize benefits based on individual or family needs. The Cafeteria Plan
year is from January 1 to December 31. Once your benefit elections have been made for the
plan year, only qualifying events (marriage, birth of child, etc.) provide opportunities to
change elections prior to the next plan year. Insurance premiums and reimbursement
accounts utilized are pre-taxed, which means employees will not pay federal, state or FICA
taxes (exception: Voluntary Life Insurance premiums cannot be pre-taxed.) Benefit open
enrollment occurs annually.
2. Eligibility
For Major Medical Insurance, Group Life, Disability, Supplemental Benefits, and
Reimbursement Accounts, all employees working over 30 hours per week are eligible the
first day of the month following date of hire.
Eligible employees can contribute to the 401(k) plan and are eligible for a company match
after a six-month waiting period. Add: See section VI for retirement plan details.
3. Cafeteria Benefits Options
The company offers several options for you to choose from. All insurance premiums and
reimbursement accounts that you utilize are pre-taxed with the exception of voluntary life
insurance. Therefore, you will not pay Federal, State, or FICA taxes on these benefits.
4. Cafeteria Plan Guidelines
Each eligible employee will receive a base monthly benefit to be determined annually with
which to purchase benefits subject to one limitation:
In order to qualify for the base monthly benefit, you must be covered by major medical
insurance either through KLJ or your spouses employers plan.
A menu of benefits includes:
Major Medical Insurance Blue Cross/Blue Shield
401(k) Plan
Cancer Insurance
Accident Insurance
Dental and Vision Insurance
Medical Reimbursement and Dependent Care Accounts
Voluntary Employee and Dependent Group Life Insurance
Enhanced Accidental Death and Dismemberment Insurance
Pg 27
Retirement Plan
VI. RETIREMENT PLAN

A. Retirement Plan
KLJ offers three ways to build retirement funds for eligible employees:
1. Eligibility
You will become a participant after satisfying the age requirement of 21.
A match for 401(k) may be contributed by the company after the six months of service.
You are not eligible if you are a nonresident alien and receive no earned income from
KLJ within the United States.
KLJ has designated the first day of the month following completion of eligibility
requirements as the entry date(s).
You must be employed on the last day of the calendar year to receive the company
match and worked 1,000 hours.
2. ESOP (Employee Stock Ownership Plan)
In July of 2008, KLJ became an employee-owned company. For all details of the ESOP, see
the summary plan document, available on the Intranet.
3. 401(k)
a. Individual Plan
This is your individual contribution. There is potential for a company match after six
months of service, the percentage is determined annually. Unless you opt out, you are
automatically enrolled in this plan when you begin employment.
b. 401(k) Profit Sharing Plan
401(k) profit sharing is dependent on the profits of the company, approved by the
Senior Executive Leaders.
4. Vesting Schedule
You will generally be vested in your Individual Account derived from Profit Sharing
Contributions and Matching Contributions and forfeitures according to the following
schedule:
Less than 1year = 0%
1 = 0%
2 = 20%
3 = 40%
4 = 60%
5 = 80%
6 = 100%

Pg 28
KLJ Solutions HR Manual
Statutory Benefits
VII. STATUTORY BENEFITS
The following are statutory benefits available to all KLJ employees.
A. Workers Compensation
Federal and state Workers Compensation Laws provide that all employees be protected by
Workers Compensation Insurance. KLJ pays the entire cost of this protection.
Workers Compensation Insurance provides protection to all employees against accidental
injury occurring while performing business for the employer, and also insures against loss of
time caused by any illness that occurs as a direct result of your employment. Benefits provided
under Workers Compensation are set by the state you are employed in.
There are no forms for you to complete to be protected by this insurance. Coverage is
automatic and effective the date you become employed. However, in the event you are
injured on the job, you should report the injury IMMEDIATELY to your supervisor and the
Safety Director. The law requires that you notify your employer within 24 hours after an
accident or when the general nature of the injury becomes apparent. Please notify KLJ Safety
Director to ensure we meet each states injury reporting requirements.
B. Integration with Paid Leave
All employees are covered by Workers Compensation Insurance, which pays weekly benefits
when a person is unable to work because of occupational illness or injury. After eligible
employees begin to receive Workers Compensation benefits, their illness leave payments will
be reduced (integrated with Workers Compensation) so that the amount the eligible employee
receives from both sources Workers Compensation and paid leave equals his or her normal
salary before taxes and other deductions.
C. Social Security (FICA)
All employees of KLJ are covered under FICA (Social Security). To pay for these benefits, both
you and the company pay Social Security taxes in an equal amount.
Employees faced with a disability or nearing retirement should contact the closest office of
Social Security Administration to determine exactly how much their FICA retirement benefits
will be.
D. Unemployment Insurance
Required by state and federal laws, all employees are covered by unemployment insurance.
The entire cost of this insurance is paid by KLJ.
Pg 29
Time Away From Work

VIII. TIME AWAY FROM WORK

A. Vacation
Every person needs an opportunity to be away from work. The time away refreshes and renews
the employee, and both the employee and the company benefit. Employees are strongly
encouraged to take at least one entire week of vacation, rather than a few days at a time, if
possible.
Please follow these guidelines when charging time. Pay for any day that includes vacation time
is limited to eight hours. Vacation time may not be charged to a day in which the employee has
already put in a full days work (8 hours). The employee must be absent from work during
working hours in order for vacation pay to apply. Vacation time must be taken in increments of
no less than one-half hour.
1. Policy
Vacation with pay is granted to every employee, except temporary employees; accrual
begins on the first pay period of full time employment. Each pay period, employees accrue
a portion of their vacation. Vacation leave will not be earned during an unpaid leave of
absence. Vacation accrual changes on the pay period following the employees anniversary
date. The Per Pay Period accruals are below:
Year 1: 3.07 Hours
Year 2: 3.07 Hours
Year 3: 3.39 Hours
Year 4: 3.39 Hours
Year 5: 3.70 Hours
Year 6: 3.70 Hours
Year 7: 4.00 Hours
Year 8: 4.00 Hours
Year 9: 4.31 Hours
Year 10: 4.31 Hours
Year 11: 4.62 Hours
Year 12: 4.62 Hours
Year 13: 4.62 Hours
Year 14: 4.62 Hours
Year 15: 4.62 Hours
Year 16: 5.24 Hours
Year 17: 5.24 Hours
Year 18: 5.24 Hours
Year 19: 5.24 Hours
Year 20: 5.24Hours
Year 21: 5.70 Hours
Year 22: 5.70 Hours
Year 23: 5.70 Hours
Year 24: 5.70 Hours
Year 25: 5.70 Hours
Year 26: 6.16 Hours
Pg 30
Time Away From Work

After 25 years of employment, vacation time is earned at the rate of 6.15 hours per pay
period, equivalent to 160 hours (4 weeks) per year.
Seasonal employees earn vacation as described in Section II. Part-time employees earn a
percentage of full vacation benefits, as described in Section II.
2. Accrual
Vacation accrual is credited on the last day of each pay period. If the employee terminates
employment, accrual will be credited if the employee has worked 60 hours in a two week
pay period.
3. Maximum Accrual
Vacation time is accumulative, with a maximum carry-over of hours based on years of
service. Carry-over cutoff for vacation will be March 31 of each year. Any vacation over
allotted hours accumulated from the previous year will be lost if not used by March 31 of
the current year.
Maximum Annual Carryover:
Years 0-24 = 100 hours
Years 25+ = 200 hours
4. Scheduling Vacation
Employees may request the scheduling of their accrued vacation at any time during the
year, subject to the approval of the immediate supervisor to ensure that no interference
with the employees work will result.
Although maximum consideration will be given to the desires of the employees, there will
be occasions, created by work-dictated reasons, which will require that some employees
reschedule their vacation dates. In the event two employees want the same time off, the
employee who first made the request will be given preference.
5. Payment in Lieu
Because the purpose of a vacation is to give an employee time away from work, vacations
must be taken and no payments in lieu of vacation will be made.
6. In Time of NeedVacation Donation and Receipt
The supervisor of an employee is asked to notify Human Resources if there is a perceived
need for donation of hours. Each situation and need will be assessed and approved on a
case-by-case basis. HR will communicate to the employee in need after approval and
communicate the availability for donating hours to those in need.
a. Receiving the Vacation Donations
Pg 31
Time Away From Work

Parameters:
All vacation and sick banks must be depleted
Completion of form by supervisor:
Employee name
Explanation of circumstances
Amount of leave donation anticipated
b. Vacation Donations
Employees are allowed to donate vacation hours to their fellow employees in cases
of extreme need. Typical needs may include, but are not limited to, sickness,
chronic or long-term treatment, natural disasters, fires, etc.
Our policy is to transfer hours for hours. The difference in rates of pay between the
donor and recipient will not be a factor.
This policy does not include gifting of illness leave hours.
7. Vacation Pay
Vacation pay shall be computed at the straight-time rate for the employees regular work
schedule, based on the regular pay which the employee would have received had he or she
been working, and shall not include overtime or any other extra payments.
When a paid holiday occurs during the vacation period, it will not be charged as a day of
vacation, but will be recorded as a holiday.
Any eligible employee may be advanced up to 24 hours of vacation leave. Any vacation still
owed at termination will be deducted from their final paycheck.
Employees must complete an Authorization for Repayment of Advance Vacation form prior
to taking the leave and have the form signed by your supervisor and sent to Human
Resources for processing. This form can be found on the Intranet.
8. Records
Employees should note vacation on their time sheets for every instance of vacation usage.
The sum of vacation and regular pay in any one day may not exceed 8 hours.
Individual vacation and illness balances are available each pay period on electronic
employee pay statements through ADP.
9. Military Duty
An employee who fulfills a military obligation or who is called to active duty from a reserve
status may use accrued vacation credits, or leave without pay. Otherwise, such military
duty compensation will replace normal salary payments. At the conclusion of military duty
the employee will be returned to a position similar to the one held before military service.
KLJ abides by the Uniformed Services Employment Reemployment Rights Act of 1994
(USERRA).
B. Holidays
Pg 32
Time Away From Work

KLJ recognizes six holidays per year. Eligible employees receive these days off with eight hours
of pay. Holidays are reflected on our payroll calendar, which is updated annually and posted on
the Intranet.
First-year seasonal employees are paid for any of the holidays which fall within the pay period
if they have worked at least 32 hours the week the holiday occurs.
Thereafter, seasonal employees who have met the described hour requirements in Section II
will receive eight hours of pay for each recognized holiday, regardless of hours worked each
month.
Part-time employees are paid for holidays as described in Section II.
1. Days Recognized
New Years Day
Memorial Day
Independence Day
Labor Day
Thanksgiving Day
Christmas Day
2. Day Observed
Holiday Falling on Sunday:
When a recognized holiday falls on a Sunday, the Monday following shall be observed as
the officially recognized holiday.
Holiday Falling on Saturday:
When a recognized holiday falls on Saturday, the previous Friday shall be observed as
the officially recognized holiday.
C. Leave of Absence with Pay
Circumstances occasionally arise which require absence from work. Those conditions under
which leave of absence with pay is granted include:
1. Illness Leave
Illness leave is available to fulltime, seasonal and part-time employees. It is for use in the
event of illness or injury to the employee, as well as for employee health care visits to
doctors or dentists or for immediate family members. It is the employees responsibility to
not abuse this benefit. KLJ reserves the right to require a certificate from an approved
physician describing the nature of an employees illness.
Usage of illness leave is limited to the following immediate family members:
Spouse
Pg 33
Time Away From Work

Child
Employees Mother
Employees Mother-in-Law
Employees Father
Employees Father-in-Law
Employees Brother
Employees Sister
Employees Grandmother
Employees Grandfather
Employees Grandchild
2. Policy
Illness leave is available to fulltime, seasonal, and part-time employees. Accrual begins on
the first day of full time employment. Each month, employees accrue a portion of their
illness leave. Illness leave will not be earned during an unpaid leave of absence.
Illness leave payment shall be based on the compensation the employee would have
received had he or she been working, up to a maximum of eight hours per day and 40 hours
per week, and shall not include overtime or any other extra payment.
Example 1: You are sick on Monday and work 40 additional hours the remainder of the
week. It is not allowable to use sick leave for Monday.
Example 2: You work 8 hours during a normal workday and have a 1 hour doctor
appointment in addition. It is not allowable to take illness leave for that day.
Any eligible employee may be advanced illness leave for special circumstances to a
maximum of 24 hours and with supervisor approval. Employees must complete an
Authorization for Repayment of Advance Illness Leave Pay form prior to taking the leave
and have the form signed by your supervisor and sent to Human Resources for processing.
This form can be found on the Intranet.
Seasonal and part-time employees earn illness leave as described in Section II.
3. Accrual
Illness leave accrual is credited on the last day of each pay period. The completion of a
year occurs on your anniversary date. Accrual changes on your anniversary date:
Year 1-5: 60 Hours
Year 6+: 120 Hours
These numbers are based on a full time employee; see Section II for seasonal and part-time
specifications.
If the employee terminates employment, all accumulated illness leave is forfeited.
4. Maximum Accrual
Pg 34
Time Away From Work

Illness leave can be accumulated until a maximum of 160 hours is reached. If an employee
leaves the company (by termination or resignation), all accumulated illness leave is
forfeited.
An employee may also use vacation or Leave Without Pay (LWOP) to cover a period of
illness.
5. Jury Duty
Jury duty is an obligation and a privilege of citizenship and we encourage our staff
members to serve when asked to do so. During this time of service you will be paid your
regular wages and are expected to submit your jury pay to the company. When jury duty
does not demand your services for a full day you should return to your job. This policy does
not apply to serving as a grand juror. If an employee is asked to serve as a grand juror, you
are to notify your supervisor immediately. Because of the time required to serve as a grand
juror, each case will be reviewed individually by the individuals supervisor.
6. Voting
On election days, if necessary, employees will be allowed up to one-hour time off with pay
to vote.
7. Funeral Leave
Funeral leave may be covered by:
Illness leave; up to a maximum of two days per occurrence
Vacation
Leave Without Pay
Usage of illness leave for funerals is limited to the following immediate family members:
Spouse
Child
Employees Mother
Employees Mother-in-Law
Employees Father
Employees Father-in-Law
Employees Brother
Employees Sister
Employees Grandmother
Employees Grandfather
Employees Grandchild
Funeral leave payment shall be based on the compensation the employee would have
received had he or she been working, up to a maximum of eight hours per day, and shall
not include overtime or any other extra payment.

Pg 35
Time Away From Work

8. Religious Holidays
Days which have a particular religious significance to an employee may be taken as vacation
or Leave Without Pay.
9. Emergencies
In emergencies such as fire, flood, snowstorm, etc. employees may take vacation or Leave
Without Pay for the time required to deal with the emergency condition.
10. Disaster Leave (DEMV)
If there is a disaster/emergency, such as a flood or tornado, the company must declare a
need for volunteers within the community and once this has been announced by HR, the
employees supervisor must approve the time off to volunteer using DEMV. DEMV is granted
to every employee; 24 hours is granted on the first pay period of employment. Pay for any
day that includes DEMV time is limited to eight hours. DEMV time may not be charged to a
day in which the employee has already put in a full days work (8 hours). The employee
must be absent from work during working hours in order for DEMV pay to apply. DEMV time
must be taken in increments of no less than one-half hour.
11. Parental Leave Policy
KLJ strives to recruit and retain the brightest and best professionals and to stand out as an
employer of choice. We recognize that supporting employees as they balance a career,
childbirth, and family life ultimately benefits the Company. Our goal is to create a
community that supports employees and their families and regards family care concerns as
legitimate and important. This policy allows for a period of leave following the birth of a
child (there are also adoption options available).
Parental Leave
Parental leave for the birth of a child may be granted to any full-time employee. This is a
benefit of full-time employment and its use shall not have a negative impact on
employment status or opportunities.
Notification must be given to the individuals supervisor prior to the taking of such leave as
far in advance as possible. The supervisor must then inform HR by email or other written
documentation to ensure the correct procedures are followed and paperwork is filled out.
Women may use a combination of accumulated illness and vacation time to cover their
absence. The individuals supervisor may grant leave without pay (LWOP) when
accumulated leave has been exhausted. Time off will fall under the specifications outlined
in the Family Medical Leave Act (FMLA) in the appendix.
Men may use a combination of illness time and vacation time to cover their absence. The
individuals supervisor may grant leave without pay (LWOP) when accumulated leave has
been exhausted. Time off will fall under the specifications outlined in the Family Medical
Leave Act (FMLA) in the Appendix. The leave must be cleared by the supervisor.

Pg 36
Time Away From Work

In compliance with FMLA laws, parental leave may be used at one time or intermittently,
prior to and during the first 12 weeks following the birth or adoption event. After this
period of time, parental leave may be taken on an intermittent schedule with advanced
notice, scheduling, and supervisor approval. Parental leave is available for one year from
the birth or adoption of a child.
One parental leave benefit is available per employee, per birth or adoption event. The
number of children involved does not increase the length of parental leave granted for that
event.
Disability Benefits for Pregnancy
Expectant mothers are eligible for disability benefits after delivery. Disability forms are
available on the KLJ Intranet. Completed forms should be delivered to HR at least one
month before expected delivery date. There is a thirty day elimination period for all
disability claims, including pregnancy. After the elimination period is satisfied, disability
pay may be distributed at 60% of your monthly salary. The length of the benefit may vary
based on the detail of your disability, please contact Human Resources for details.
D. Leave of Absence Without Pay
An employee may be granted a leave of absence without pay for sufficiently valid or necessary
reasons. Requests for leave will be considered on the basis of the employees length of service,
performance, responsibility level, the reason for the request, and the expected impact of the
leave on the company. Accrued vacation must be used prior to the start of a leave of absence
without pay, except during medical leave of absence without pay. Employees who return from
leave without pay will receive first consideration for open jobs, but they do not have a right to
their old jobs, except when required by law. Examples of acceptable reasons for leave without
pay include:
Professional Obligations to National Organizations
Military Leave
Extended Illness
Business or Educational Consultation
Educational Leave of Absence
Family or Medical Leave
Parental Leave
Religious Holidays
Public Office and Board Positions
Community Volunteer Duties (an example would include, but is not limited to local
volunteer firefighting)
1. Exempt Employees
Vacations or Personal Time Off: KLJ may make deductions from exempt employees' pay who
takes a full day of work off for personal reasons. An exempt employee who works less than
40 hours per week will have vacation hours deducted for any partial days worked that
week.

Pg 37
Time Away From Work

2. Effect Upon Length of Service
Time spent on leave of absence without pay will be included in determining an employees
length of service, provided he or she is returned to the payroll as an eligible employee
immediately following the period of leave of absence without pay.
3. Benefits During a Leave of Absence Without Pay
Contact Human Resources for details.
E. Positions Outside of the Office
1. Public Office
A public office is position in the government that you hold because you were either
appointed to or elected for.
An employee who wishes to engage in public office shall obtain prior written approval from
the CEO. Approval must be obtained prior to submitting a petition for a ballot election or
prior to accepting an offer of appointment.
Employees who are engaged in a public office have a responsibility to emphasize that they
are not representing the company, and are not a spokesperson for the company.
An employee holding a public office shall continue to carry a full load of duties while so
engaged unless the employee requests and is granted a leave of absence without pay.
However, an employee who is engaged in such activities may petition the CEO, through
their supervisor, to be considered for a part-time assignment. The assignment may be
granted or denied at the sole discretion of the CEO depending on the amount of time and
effort the employee expects to devote to the political activities and the employment needs
of the company.
The CEO reserves the discretion to alter the terms or deviate from this policy on a case-by-
case basis.
2. Board Position
An employee who wishes to engage in board position roles is asked to provide notification
to their supervisor. When there are scheduling conflicts with work, the employee must have
a discussion with the supervisor to come to an agreement.
F. Family and Medical Leave Policy (FMLA)
KLJ recognizes that there are situations which require that an employee should request a leave
of absence to care for himself or herself or the serious health condition of an immediate family
member. Please see the Section XIV for an outline of the conditions under which such leave will
be granted, and the restrictions which apply to that leave.
Pg 38
Professional Development

IX. PROFESSIONAL DEVELOPMENT

A. Professional Development
In order to maintain and develop the high level of expertise and professionalism for which KLJ
is known, the company encourages professional and educational activities.
B. Registration
1. Registrations and Certifications
We encourage all of our staff to seek out and obtain registrations or certifications for their
respective positions.
State laws require professional certification as a condition of assuming responsibility for
performing professional assignments.
We encourage all of our professional staff to obtain their registrations as soon as they are
qualified to do so, regardless of their present assignment or level of responsibility within
the company. We will provide time off with pay for the purpose of taking a test for a
professional registration one time. Testing fees will also be paid one time. Study aids,
travel costs, and other costs associated with testing will be the responsibility of the
employee.
The company may reimburse all expenses of travel to other states and the costs of
obtaining registration in other states where registration is obtained at the request of the
company. The company will assume payment of registration fees for all regular
professionals, when an employee is requested by the company to be registered.
Registration certificates are to be displayed by each professional member of the staff.
Once registered, the company will pay professional license stamps in states registration is
obtained at the request of the company.
C. Professional and Technical Societies
KLJ encourages active participation in technical and professional societies, and will pay annual
dues for such appropriate organizations with supervisor approval. Time off to attend local
meetings of particular interest and benefit may be arranged. When the meetings are held in
conjunction with a meal, KLJ will pay for the meal.
Paid time off and certain expenses may also be granted to individuals wishing to attend
regional or national meetings dealing with subjects that will benefit their professional
development and enhance the companys reputation. Personnel who are elected to office or
are invited to deliver technical papers will receive priority consideration when more than one
staff member wishes to attend the same out-of-town meeting.
As a general rule, company time, supplies, equipment, and facilities may not be used for
committee activities or for writing technical papers. KLJ support staff may not be used during
business hours to assist with such activities. However, any of these may be approved if your
supervisor deems that it is of benefit to the company to do so.

Pg 39

D. Continuing Education, Training, and Development
1. Includes Seminars, Training, Meetings, Conferences, and Tuition Assistance
All employees are encouraged to continue to develop and enhance their professional
competencies through participation in educational programs. KLJ offers the opportunity for
professional growth by supporting participation in continuing education programs and by
offering tuition assistance toward undergraduate and graduate degrees.
KLJ supports participation in seminars and training relevant to an employees current and
future role in the company. Consideration will be given to those individuals who must fulfill
CEU requirements for their particular designation(s).
2. Seminars/Training
There are two categories of seminars/training:
a. Employee Requested
Consideration will be given to an employees request to attend seminars or training not
seen as a business-necessity or position-necessity, but to assist in life-long learning.
For seminars and training not required or deemed a business/position necessity to KLJ,
the following provisions shall be followed:
Requests must be approved by the Practice Area Leader or Operations Manager.
Requests should include the actual registration form or a similar form with details of
the seminar/training requested.
Every effort should be made to attend these types of seminars in your office
location or the closest location available to your office.
Levels of approval needed before payment of registration will occur. Requests
turned into Finance without approval will be returned to the employee.
Travel, parking fees, and meals will not be reimbursed if you must travel outside
your office location.
If normal working hours are required for this type of training, the time will not be
reimbursable, unless the employee wishes to use leave without pay (LWOP).
b. Employer and/or Employee Requested:
For seminars/training required or deemed beneficial to KLJ, the following provisions
shall be followed:
Requests must be approved by the Practice Area Leader, Operations Manager,
supervisor, or work group manager.
Requests should include the actual registration form or a similar form with details of
the seminar/training requested.
Estimated travel and lodging requests shall be attached to the registration form
prior to submitting it for approval.
Pg 40

Distance to the seminar/training will be considered before approval. If more than
one employee from your office is attending, every effort should be made to travel
together.
Every effort should be made to attend these types of seminars in a location nearest
your office location.
Levels of approval needed before payment of registration will occur.
Travel, parking fees, and meals will be reimbursed under the same guidelines as
regular expenses.
Time spent for the seminar/training is paid as normal working hours.
All travel arrangements including, hotel/motel, airline, car rentals etc., should be
made by the designated person in each office. A corporate travel request form is
available on the Intranet.
3. Meetings/Conferences
Attendance at regional or national meetings and conferences dealing with subjects that will
benefit our employees professional development and enhance the companys reputation,
the following provisions shall be followed:
Requests should include the actual registration form or a similar form with details of the
meeting/conference requested.
Estimated travel and lodging requests shall be attached to the registration form prior to
submitting it for approval.
Personnel who are elected to office or are invited to deliver technical papers will
receive priority consideration when more than one staff member wishes to attend the
same out-of-town meeting.
Distance to the meeting and/or conference will be considered before approval. If more
than one employee from your office is attending, every effort should be made to travel
together.
Every effort should be made to coordinate with other office staff to avoid duplication or
overabundance of attendees at one meeting/conference.
Levels of approval needed before payment will occur.
Requests turned into the Business Office without approval will be returned to the
employee.
Travel, parking fees and meals will be reimbursed under the same guidelines as regular
expenses.
Time spent for these meetings and/or conferences is paid as normal working hours.
All travel arrangements including, hotel/motel, airline, car rentals etc., should be made
by the designated person in each office. A corporate travel request form is available on
the Intranet.
4. Tuition Assistance Plan
KLJ provides tuition assistance for degree related courses taken that are clearly relevant to
an employees current work, their future role, and the needs of the company. Eligible
employees are expected to attend classes outside of normal working hours and at
educational institutions acceptable to KLJ.
Pg 41

a. Eligibility
To be eligible to participate in the Tuition Assistance Plan, an employee must meet all
of the following criteria:
Completed a minimum of one year of full-time employment with KLJ.
Remain actively employed on a full-time basis, or 30+ hours per week with Practice
Area Leader or Operations Manager approval, while receiving tuition assistance
benefits.
Have and maintain satisfactory job performance and attendance with no
documentation of substandard performance or attendance on file.
Written recommendation and endorsement from Practice Area Leader or Operations
Manager.
Enrollment in job related courses at an accredited college or university.
Maintain a grade point average (GPA) of 3.0 or better.
b. Benefit Amount
KLJ will reimburse the employee for one-half (1/2) of the cost of the class(es), up to
the maximum of $1,000 per year (up to a lifetime limit of $5,000). This amount is to be
used for tuition and lab fee expenses only as incurred in the completion of an approved
degree related class(es). All text books, class materials, and other fees and expenses
are the responsibility of the employee. Employees who receive educational benefits
from other sources (military funds, scholarship funds, etc.) will not be reimbursed for
expenses covered by these sources.
KLJ will reimburse the employee for the remaining one-half (1/2) of tuition and lab fee
expenses provided the employee is awarded the degree being pursued. This remaining
reimbursement will be paid to the employee according to the following schedule:
Upon course completion 50%
12 months following graduation 25%
24 months following graduation 25%
Educational expenses reimbursed by KLJ to the employee may be, according to Internal
Revenue Service guidelines, taxable and subject to inclusion on the employees year-end
W-2 form.
c. Application Process
Before the applicable course of study begins, the employee interested in participating
in the Tuition Assistance Plan must complete an Application of Enrollment form and
submit it to the PAL/Operations Manager. The PAL/OM will review the application and,
if endorsing the request, will prepare a written letter of recommendation in support of
tuition assistance. The application and letter of recommendation will be forwarded to
the PAL for final approval.
Pg 42

At the time of registration, the employee will be required to pay the educational
institution for all tuition expenses. Upon course completion, the employee should
present payment receipts and final grade report to Human Resources for processing of
initial reimbursement payments of one-half (1/2) of the actual cost up to the maximum
limits established. Final reimbursement payments, up to the maximum limits
established, will be processed according to the schedule as shown above.
In the event that an employee leaves employment within the 24 months post-
graduation, reimbursement will not be made.
5. In-Service Training
From time to time you will be expected to attend training sessions conducted by members
of the company or outside experts. These may be offered when a new project is undertaken
with a team that needs to be brought up to date on latest developments; to introduce a
new technology of interest to all the technical and professional staff; or to demonstrate a
new technique or piece of equipment.
E. Civic Organizations
Membership in civic organizations, service clubs, and luncheon clubs may be encouraged if it is
felt that the company will benefit from the employees participation in the civic group. In
some circumstances, expenses involved with civic activity may be reimbursed with Group
Manager or Practice Area Leader approval.
F. Trade Shows
Attendance at conferences and trade shows is considered to be a privilege and a responsibility
and the individual will represent KLJ in a professional manner and with appropriate attire. We
will attempt in all circumstances to share this privilege with as many participants as is
practical given the location, purpose and budget available for individual conferences.
Whenever possible, we will attend and display at conferences or trade shows where a KLJ staff
member is a speaker.
High priority shall be given to attendance at conferences or trade shows for those individuals
who are speakers on a local, state, or national level.
Group Managers and Practice Area Leaders will decide which individuals should attend a trade
show or conference based on the value to our firm and the potential for industry and client
relationships. Attendees will be responsible for ensuring all information is gathered and client
contacts are documented and properly shared within their group and practice area. It is
strongly recommended that individuals who attend a conference or trade show prepare a brief
written report for distribution, briefly present to their Group, or provide an in-house training
session to allow the sharing of information.
Pg 43
Professional Ethics and Behavior

X. PROFESSIONAL ETHICS AND BEHAVIOR

A. Conflicts of Interest
KLJ does not want to be in a position where it might be thought that one of our employees
compromised his or her professional integrity or acted in a biased manner because of a
relationship with an outside third party, client, or any other person who stands to gain through
influencing the actions or judgment of a KLJ employee.
Under no circumstances will a KLJ employee accept a personal gift or any kind of a gratuity
from contractors, subcontractors, vendors, clients, competitors or any other outside person or
organization, if the value of the gift exceeds $20.
In instances where client entertainment is necessary, the KLJ employee will pay for the lunch
or the dinner, or whatever it may be, and will be reimbursed for the expense through our
normal procedures following the expense entry guidelines on the Intranet.
Any instance where a KLJ employee is approached to act contrary to his or her professional
judgment and integrity shall be reported to the Practice Area Leader immediately.
B. Confidentiality
1. Client Information
Confidential matters pertaining to our clients have great impact on our relationship with
them, their continued business and the degree to which we are liable for our actions.
Under no circumstances will financial matters concerning either our clients or our firm be
discussed with outsiders or friends. Neither will any matter that is derogatory to a client be
discussed. Also, until agreement with a prospective client is reached, there should be no
mention to outsiders of the clients name or the stage of our negotiations with the client.
Employees who are preparing proposals or writing reports will keep confidentiality first and
foremost.
At all times, extreme caution should be exercised when our employees are in the presence
of competitors. This is especially true at seminars, professional society meetings, and other
semi-official gatherings where there may be a tendency to share restricted information.
Such subjects include current workloads, proposals, schedules, clients, marketing, and
other areas which are sensitive to our business and could be damaging to all employees if
they were known by our competitors.
In accepting and utilizing any data on any form of electronic or hard copy media generated
and furnished by KLJ agrees that all such electronic files are instruments of service from
KLJ, who shall be deemed the author, and shall retain all common law, statutory law and
other rights, including copyrights.
A breach of confidential information may be grounds for termination.
Pg 44

2. Employee Information
Salary information is a confidential matter. Because of their job requirements, some
administrative and management staff have access to company salary information. Individual
or company wide salary information is never to be revealed to anyone, except company
personnel who have a need to know, or agencies (IRS, etc.) who have a legal right to the
information.
All reference requests should be directed to Human Resources.
No personal employee information will be disclosed without their consent.
C. Disclosure
It is KLJs philosophy to safeguard current or departed employee information. A breach of
confidential information may be grounds for termination. Human Resources will provide all
reference requests and will disclose only that allowable by law.
D. Appearance Code
Dress, grooming, and personal cleanliness standards contribute to the morale of all employees
and affect the business image KLJ presents to its clients and visitors.
During business hours, employees are expected to present a clean and neat appearance and to
dress according to their position. Employees who appear for work inappropriately dressed may
be sent home and directed to return to work in proper attire. Under such circumstances,
employees will not be compensated for the time away from work.
E. Staff Inquiries
Absolutely every written, phoned, or in-person request from outsiders for information
concerning terminated or present employees will be directed to Human Resources.
Unauthorized release of information subjects both the person who released the information
and KLJ to potential lawsuit.
F. Use of Recreational Drugs
KLJ implemented an updated Drug-Free Workplace Policy effective January 1, 2008. The full
policy is available on our Intranet under the Safety tab section, or through our Safety Director.
Each employee receives a copy of this policy when hired.
The term recreational drugs includes, but is not limited to, alcohol and all of the illegal (unless
prescribed) drugs; excluding caffeine, but includes nicotine usage except in designated areas.
It is our policy that there will be no use of legal recreational drugs at any time during the
workday. Use of any illegal drugs at any time is a violation of company policy and may be
grounds for termination.
Pg 45

Further, when situations develop outside of normal work hours, and the employee is acting as a
KLJ representative, such as at dinner business meetings, attending professional association
meetings or any other gathering that includes KLJ clients or competitors, use of legal
recreational drugs which have a noticeable effect on the behavior of the employee is not
permitted.
When any of our employees are seen in public displaying any KLJ logos, they are representing
the company. Even when relaxing after hours in a bar or lounge, remember that the way you
conduct yourself reflects on the company.
A KLJ employee who becomes addicted to alcohol or other recreational drug should seek
counseling. KLJ offers a voluntary and professional Employee Assistance Program (EAP) to
eligible employees and their family members who may be faced with alcohol or drug problems,
marital problems, illness of a family member, emotional worries, child care problems, etc. This
service is made available as a benefit through our EAP provider. Please see Section IV for
additional details.
G. Relationship with Competitors
It is KLJs policy to maintain good relationships with our competitors, and to always deal with
them honestly and ethically. We respect our competition, and any downgrading or negative
talk about our competitors is strictly prohibited.
Pg 46
Office Operations

XI. OFFICE OPERATIONS

A. Office Environment and Facilities
Every employee is expected to maintain order in his or her workspace or office. Individual work
areas may be decorated, but only within the bounds of professional appearance.
Personal property liability must be borne by the employee. However, coverage for personal
items of office equipment used for your job duties, such as calculators and design tools, is
included in the company property insurance policy for losses from fire or theft. Such items
must be authorized to be used in connection with job duties and do not include radios,
paintings, or other personal property.
B. Common Areas
1. Break Rooms
Break rooms, if provided, are for use at lunchtime and during rest breaks. After using the
room, all waste paper and other disposables should be thrown away and the sinks cleaned.
Please clean up after yourself. If lunches are eaten elsewhere, please take care to see that
cleanliness is maintained and that working material is not damaged.
2. Tobacco
All KLJ buildings and vehicles are tobacco free.
3. Meeting Rooms
Meeting rooms may be used for work on company business only, and are not to be used for
meals except in connection with meetings. Meetings should be scheduled in advance on our
Intranet or with the appropriate administrative personnel.
Users of the meeting room should vacate it prior to the next scheduled meeting and are
responsible for putting away displays, maps, and charts related to their meeting. As a
courtesy, users should also remove coffee cups and soft drink bottles, erase whiteboards,
and return chairs neatly around the table before the next meeting. The person responsible
for the meeting is responsible for clean up or for designating the task to another employee.
Please see administration if assistance is needed.
4. Library
A small library is maintained to serve as a resource center for various topics/projects in
which the company is involved. No books, reports, or periodicals should be removed
without proper notification. Materials are available for checkout on the Intranet. It is your
responsibility to see that materials are returned to the proper locations. You may use the
library at any time.
Pg 47
Office Operations

5. Parking
Parking adjacent to the building by the main entrance is reserved for visitors. Spaces should
also be reserved for survey crew members at the entrance closest to their work area for
ease of loading and unloading equipment. The remaining spaces are available on a first-
come, first-serve basis. You may not park in front of the entrance unless you are loading or
unloading your car. Adequate parking is available to all staff members.
6. Security and Keys
At office locations where doors are locked from the outside, take care that they close
securely behind you when you leave the building. If you are working outside of normal
working hours you must make arrangements with your supervisor and must lock the outside
doors when you leave.
The Bismarck office uses security cards. Doors are open in Bismarck from 7:45 am to 5:15
pm Monday through Thursday and Friday from 7:45 am to 5:00 pm.
7. Heating and Air Conditioning
Energy conservation is a value that KLJ adheres to for both philosophical and economic
reasons and therefore observes the following practices.
Thermostats, dampers, and other HVAC equipment may be adjusted or serviced only by the
assigned personnel.
Individual space heaters may not be brought in. If the space heater is inspected by a
member of the Safety Group and meets specific requirements prior to use, then it may be
used.
C. Services and Equipment
1. Company Property
Company property may not be removed from the building except when it is necessary to
take equipment to a client meeting or other presentation, or to the employees home for
work after hours.
2. Mail, Correspondence, Social Media and Online Communication
KLJ is a reflection of its employees, as such actions of the employees reflect upon the
reputation of KLJ and therefore a reminder to use their good judgment and common sense
in all forms of communication.
a. Mail
All incoming mail is delivered to an assigned staff member and, unless obviously
personal or marked confidential or Human Resources, is opened, date stamped and
distributed to the appropriate staff or supervisor as quickly as possible. All outgoing
mail should be taken to the designated mail area for postage preparation.
Pg 48
Office Operations

Receipt of personal mail at the office is discouraged. Any resume or letter of inquiry
concerning employment with KLJ, no matter who its from, must be forwarded to
Human Resources the same day you receive it.
b. Correspondence
All business correspondence goes out over the name of any the KLJ Solutions companies
on the firms official letterhead. Please use the Communication and Style Guide for
more detailed information. All KLJ personnel should follow standard professional writing
practices. The Style Guide is located on the Intranet under Marketing, Marketing
Resources.
c. Social Media and Online Communication Guidelines
KLJ recognizes that Social Media and Online Communication is a tool that is used by
Employees. Any personal use of social media may not interfere with the employees
work.
In the event that Social Media or Online Communication is to be used to conduct
business, the permission of both KLJ and the Client must be requested and permission
granted before such may be used and any such communication in this manner should
follow standard professional writing practices.
Any use of the business name, trademark, logo or other intellectual property must be
approved.
If personal comments about any aspect of KLJs business are made, the employees
profile must carry a disclaimer that the view expressed is their own and not the views of
KLJ.
No confidential or proprietary information may be disclosed in this manner.
3. Telephones
a. Long Distance Calling
Because long-distance calls are a major operating cost, we must maintain control over
the use of this service. Employees should make only those long distance calls that are
necessary to perform their work effectively. There are alternate ways to make calls
such as HI Definition conference calling. Please contact your location administrative
assistant for more information and to determine the right method of contact. Station to
station dialing internally, versus calling other offices by long distance internally, is
highly encouraged as no long distance charges are incurred.
b. Personal Calls
Use discretion when making personal calls.
Pg 49
Office Operations

c. Cell Phones
Company-owned cellular phones may be issued to employees who spend much of their
time in the field and must have a means of communication with the office, other
employees or clients. The distribution of these phones will be reviewed on a case-by-
case basis.
If there is not adequate necessity on a continual basis for a company cellular phone to
be issued to the employee, the employee may use a company-owned cellular (field)
phone if one is available. This phone must be checked out and back in when not
needed. Please see administration for assistance.
Reimbursement options are only available with unique situations if an employee uses
their personal cellular phone for business use, use of your personal cell phone must be
approved in advance. Maximum reimbursement allowed is $40.00. A copy of the
complete bill must be attached with the business use portion highlighted in order to
receive reimbursement. The company will not reimburse cell phone bills in excess of
what the company pays per phone for company-owned phones.
Smart phone devices are in use at the corporation. These devices have been
preapproved to work within corporate IT network services Smart phones are assigned to
senior executive leaders, practice area leaders, office managers, various staff types II
and III, and operations managers. Practice area leaders along with the operations
manager, must approve additional users.
Company-owned cellular phones may be used for limited personal calls, personal
texting, and personal data usage. If excessive personal use is found during audits, the
employee will be charged for the excess use.
Should a company-owned cellular phone be lost or stolen, it your responsibility to
contact administration immediately to suspend or deactivate service.
Your company-owned cellular plan MUST be updated prior to international travel. You
are responsible to inform the mobile device manager or IT prior to traveling outside of
the USA to update your KLJ mobile plan. If the plan is not updated excessive overages
may be incurred. Failure to update the plan may result in excessive overages charged to
the employee. Roaming charges can apply to all forms of communication, phone calls,
text messages and data.
KLJ will not pay for installing phones (boosters) in private automobiles. They will only
be installed in company owned vehicles with prior approval from an operations
manager.
Phone etiquette: Use the same professional phone etiquette for your cellular phone as
you would for your in-office phone during work hours.
IT IS YOUR RESPONSIBILITY, AS A USER OF A CELLULAR PHONE, TO USE IT IN A SAFE AND
RESPONSIBLE MANNER.
You may not use a cell phone while you are the driver of a vehicle in motion, due to
safety and liability issues.
Pg 50
Office Operations

If your cellular phone rings while you are driving, do not answer. Instead, safely pull to
the side of the road then answer or retrieve the message and return the call.
When making calls, pull off the road, stop and make your call(s), proceed after you
hang up. Stopping in an area with a strong signal will also allow for a clearer
conversation while talking.
Text messaging is not permitted while driving or on the job.
Additionally, several states and cities have initiated laws prohibiting the use of cellular
phones by the driver of a vehicle while it is underway. By talking while driving you may
also be breaking the law. Any fines incurred for violations will not be reimbursed.
4. Copying and Printing
a. Copy Machine
The copy machine is available for company business. Copying is a major cost item and
care should be taken not to over utilize the copier, or to generate unnecessary waste
copies.
b. Personal Use
The company does not object to your making a few personal copies at no cost, provided
it does not interfere with anyones work or with the companys use of the copier. To
make large numbers of copies (such as for charitable or civic activities), you should
reimburse the firm for the expense involved. See administration for cost details.
5. Supplies
Supplies should be used efficiently. When you notice that a supply is nearly exhausted, you
should notify the designated administrative person so that it can be replenished. When
project supplies or materials are required that are not normally stocked, a purchase
request should be made to administration.
KLJ provides most of the ordinary office supplies necessary for you to perform your job.
Scientific or graphing calculators are an exception.
In order to maintain fiscal control, prevent duplication, and provide inventory control, all
purchases of major supplies or major services must be approved by the Operations Manager
of Administration or Finance.
6. Field Equipment
Employees are responsible for the care and security of any company equipment that they or
their crews use. Any damaged, lost, or stolen equipment should be reported to your
supervisor.
Pg 51
Office Operations

D. Computer Technology
KLJ provides business technology resources to its employees to enhance their productivity and
jobs. These resources include computers and software, telephone and voice mail, multi-use
printers, and systems such as email, fax, networks, the Internet, and so on.
Corporate resources and systems are intended for business use and we require they be used in
a responsible way, ethically, and in compliance with all legislation and other KLJ policies and
contracts. Use of Corporate resources and systems for any activity that might be deemed
offensive, illegal, harassing or otherwise detrimental to the company's business interests is
strictly prohibited. Non-compliance could have a severe, negative impact on KLJ, its employees
and clients. Employees found in non-compliance are subject to disciplinary proceedings.
Reasonable personal use of corporate computing resources is acceptable but may also be
subject to individual group or Practice Area guidelines.
1. Computer Hardware/Software
Computer hardware and software purchased by KLJ is solely for company use and may not
be installed on non-company systems. Hardware and software may only be installed by, or
under the direction of, IT personnel.
2. Appropriate Use
Individuals at KLJ are encouraged to use the corporate systems to further the business goals
and objectives of the organization. The types of activities that are encouraged include:
Communicating with fellow employees, KLJ business partners and KLJ clients within the
context of an individuals assigned responsibilities.
Acquiring or sharing information necessary or related to the performance of an
individuals assigned responsibilities.
3. Inappropriate Use
Individual use will not interfere with others use of the systems. Use in a manner that is not
consistent with the mission of KLJ, misrepresents KLJ, or violates any KLJ policy is
prohibited. This includes, but is not limited to, the following:
The contents of messages, downloads, and so on must not be offensive, insulting, or
harassing for other employees, users, or non-employees or contain comments that could
reasonably be interpreted as discriminatory.
The systems may not be used for illegal or unlawful purposes, including copyright
infringement, obscenity, libel, slander, fraud, defamation, plagiarism, intimidation,
forgery, impersonation, illegal gambling, soliciting for illegal pyramid schemes, and
computer tampering (e.g. spreading computer viruses).
Users should not pay access fees or commit KLJ financial resources without formal
authorization.
Pg 52
Office Operations

KLJ allows limited personal use for communication with family and friends, independent
learning, and public service. Systems access is controlled through individual accounts
and passwords. Group managers are responsible for defining appropriate access
levels/usage for the persons in their group and conveying that information to the
network administrator.
KLJ prohibits use for mass unsolicited mailings, access for non-employees to KLJ
resources or network facilities, competitive commercial activity unless pre-approved by
KLJ, and the dissemination of chain letters.
Individuals may not view, copy, alter, or destroy data, software, documentation or data
communications belonging to KLJ or another individual without authorized permission.
Users will not violate the policies of any network accessed through their account.
In the interest of maintaining network performance, users should schedule their
download of large work related downloads to off-peak times (early mornings, late
afternoon) or outside the business hours of 8:00 am to 5:00 pm. Electronic mail is
limited to 25MB per email sent or received (email plus attachments).
4. Ownership and Privacy Issues
The systems are KLJs property as well as, for access and security purposes, the information
they contain. We respect our employees right to privacy; however, we grant access to our
systems for business use. Employees must not expect that information contained in these
systems is private. KLJ reserves the right, for commercial, legal or otherwise valid reasons,
to read, monitor, control and access user files and messages created, saved, transmitted or
received. In the event of intercepted illegal activity, we will bring them to the attention of
the appropriate authority without prior notification to the sender or receiver.
5. Failure to Comply
Violations of this policy will be treated like other allegations of wrongdoing at KLJ.
Sanctions for inappropriate use of our systems may include, but are not limited to, one or
more of the following:
Temporary or permanent revocation of access to some or all computing and networking
resources and facilities.
Disciplinary action.
Legal action according to applicable laws and contractual agreements.
E. Security
1. Visitors
Visitors, guests, and clients should enter our facilities through the front office/lobby area.
2. Privacy and Security
All information concerning the operation of KLJ is considered private. Items such as the size
of electricity or telephone bills may seem incidental, but the company regards this
information as confidential. Many of our assignments involve the use of information, which
is the confidential property of our clients.
Pg 53
Office Operations

3. Valuable Papers and Records
All papers and records, including copies of plans, drawings, and specifications are stored in
files when not in actual use. When you remove valuable documents from files, they should
be returned as soon as possible.
F. Human Resources Files
Human Resources maintains a personnel file for each staff member and is the property of KLJ.
The contents of this and other personnel files are strictly confidential and are kept for
administrative and emergency purposes only.
G. Travel on Company Business
Once you have been asked to travel on KLJ business, all requests for travel and lodging
reservations are submitted to the Office Manager, or the designated staff if available, who will
make the necessary arrangements.
1. Reservations
a. Commercial Air Travel
AAA is KLJs corporate travel agent. Commercial air travel arrangements require
completion of the Corporate Air Travel Request Form which can be found on the
intranet under Reservations link. Employees are not allowed to purchase air travel using
a personal credit card.
Reservations for Non-Chargeable travel require a minimum of two-week advance notice
for purchase of airline ticket. The two week notice allows KLJ to receive the most
competitive airfare rate. Less than two week notice requires Practice Area Leader,
Technical Area Leader, or Division Leader approval prior to filling out the Corporate Air
Travel Request Form. First class ticketing is not allowed.
Reservations for Chargeable travel can be arranged at any time. Employees are
encouraged to plan ahead to receive the best possible fare therefore savings can
be passed to KLJ clients. First class ticketing is not allowed. The project manager must
approve travel, and the Corporate Air Travel Request Form must be used.
Cancellations: You must cancel your reservation prior to originating flight departure
time to receive a credit with the airline carrier. Failure to cancel in advance will void
the ticket.
To cancel contact AAA at 1-800-854-5044
After normal business hours service is available by calling 1-800-854-5044.
2. Allowable Expenses
KLJ does not have a detailed schedule of allowable expenses, but expects that all
employees perform in a manner that uses rational and sensible judgment, acquire
managements approval on questionable transactions, maintain/improve KLJs established
reputation, and adhere to all City/State/Federal laws.
Pg 54
Office Operations

Reimbursement for expenses using a personal credit card, cash or check (excluding
mileage) will no longer occur due to the availability of the company credit card.
Consideration may be given in rare circumstances, such as a vender not accepting the
company credit card.
Employees are encouraged to charge all business related travel costs to their assigned card.
Personal expenses and travel costs for anyone other than yourself may NOT be charged to
the company issued credit card.
When business travel is required, the following expenses are the obligation of the
corporation:
Transportation to and from your destination
Transportation to and from airports and hotels and the place of business
Lodging
Lodging will not be direct billed to KLJ, unless organized by the Housing
Coordinator.
Three meals per day for overnight travel
KLJ defines a meal as: one beverage, one main dish, and one side dish/dessert
Mileage (if a personal vehicle is utilized)
Project related expenses must be incurred and expensed in accordance with the
executed contractual terms of the project(s)
Meals are not reimbursable for day trips out of the office unless in conjunction with an
overnight stay.
Fuel (company owned and rental vehicles only), vehicle repairs, maintenance, and vehicle
washes may be charged to the company issued credit card when associated with company
vehicles only. (Personal vehicle fuel purchases are PROHIBITED.)
Failure to provide adequate documentation relating to the purpose of expenses may result
in non-payment of the expense and KLJ will recover these monies by deducting them from
expense reimbursements and/or payroll checks.
3. Company Purchasing (Credit) Cards
KLJ may provide a company credit card for employee business travel costs. Company issued
credit cards are intended to be utilized for business related travel expenses including,
meals, lodging, and fuel. Company issued credit cards may also be used for purchases from
vendors where KLJ does not have an established account.
An employees supervisor determines if a company issued credit card is appropriate. If
issuance is deemed appropriate, the employee and/or supervisor should complete the
Cardholder Agreement and return the completed agreement to the Finance Department.
Upon receipt of your company issued credit card, you will need to activate the account by
calling the toll-free number printed on the card. For verification purposes, you will be
asked to provide the last four digits of your Employee Number. Although the card will be
distributed in the employees name, the company issued credit card has been allocated
against the credit of KLJ. Personal credit history will not hinder your ability to obtain a
company issued card.
Pg 55
Office Operations

Merchants reserve the right to reject any card if the signature on the back of the card is
missing or the signature is clearly different from the embossed card name.
The business/billing address for all purchasing/credit cards will be:
PO Box 4130
Bismarck, ND 58502
All requests for changes in limitations and restrictions must be approved by the employees
supervisor and initiated through the Card Program Administrators within the Finance
Department.
The company issued credit card remains the property of KLJ. A company issued credit card
cannot be transferred to, assigned to, or used by anyone other than the designated
cardholder. The card provider or KLJ may suspend or cancel the privileges at any time for
any reason. You will surrender the card upon request to KLJ or any authorized agent of the
card provider. Use of the card or account after notice of cancellation is fraudulent and will
cause the card provider to take legal action. Additionally, KLJ has the right to take
disciplinary action up to and including termination.
When the expiration date has passed and/or after you have received a new company issued
credit card, the expired company issued credit card is to be disposed of properly (i.e.
shred, cutup, or return the card to the Finance Department for proper disposal).
If the company issued credit card is lost or stolen, it is your responsibility to notify Wells
Fargo at (800) 932-0036 option #1 and the Finance Department immediately. Employees
may be charged an appropriate fee for the replacement of any card.
If there is a discrepancy in your transaction receipts and/or card activity, the cardholder
must address the issue immediately. If you believe the merchant has charged you
incorrectly or there are outstanding quality or service issues, you must first contact the
merchant and try to resolve the error or the problem. If you are able to resolve the matter
directly with the merchant, and the error resulted in an overcharge, a credit adjustment
should be requested. You will need to enter both the original charge and the credit into the
Accounting Software system to clear both amounts.
If the merchant is uncooperative, the card holder must submit a formal dispute by
contacting Wells Fargo at 800-932-0036 for further instruction, within 60 days of the
transaction date.
All receipts must accompany submitted expense reports when presented to the Finance
Department for payment.
Each individual card holder will be personally responsible for all card activity not handled in
accordance to the policies and guidelines established within the HR Manual.
All questions that are not addressed within the HR Manual should be directed to the Card
Program Administrators within the Finance Department at 701.355.8400.

Pg 56
Office Operations

4. Entertainment
KLJ expects that all employees conduct themselves in a professional manner using rational
and sensible judgment, acquire managements approval on questionable transactions,
maintain/improve KLJs established reputation, and adhere to all City/State/Federal laws.
5. Receipts
Employees are responsible for entering the receipts with the correlating expense report on
a weekly basis. An itemized receipt showing a detailed list of purchases is the required
documentation for expenses related to meals, travel, entertainment, and incidentals.
Itemized receipts establish that federal unallowable costs are either (a) not part of the
expenses, or (b) part of the expenses but are identified, segregated, and charged to an
appropriate account.
Meetings and events are examples of occasions at which certain costs deemed unallowable
by the federal government may ordinarily be incurred (e.g., alcoholic beverages). To avoid
the inadvertent inclusion of such costs to direct or indirect charges to federal funds,
federal guidelines require that such costs be identified and segregated in KLJs accounting
system.
Summary receipts by themselves are not the best documentation for the reason that they
cannot validate the types of expenses incurred. However KLJ is cognizant of cases and
circumstances where itemized receipts may not be available or obtainable. In such cases,
KLJ may deem the summary receipts or credit card slips generated when payment is made
as appropriate documentation. However, the following conditions apply:
Expense reports must include a notation that no alcoholic beverages are included in the
expenses incurred; or,
When the expenses include alcoholic beverages, the report should specify the cost,
segregate it from federal allowable costs, and charge it to an appropriate KLJ account.
Receipts may be audited by management at any time without notice
6. Reporting Expenses
Employees are responsible for entering expenses into KLJs accounting system on an
employee expense report on a weekly basis.
To ensure effective, accurate and timely billing and comply with IRS regulations on travel
and entertainment expenses, employees are expected to:
Submit an expense report weekly
Deliver expense reports to the appropriate Supervisor/Project Manager for approval
Include no more than seven days within each expense report (Sunday-Saturday)
Attach receipts and proper documentation of expenses to insure accurate payment
Ensure that direct project expenses are clearly documented by listing the project
number, and any subsequent structure designated by each individual project
Enter each expense on a separate line within the expense report
Pg 57
Office Operations

Lodging - If a room is shared please note the names of employees in the comment
section of the expense report
Meals Do not combine 3 meals for the day in one expense line
The receipt date will be used as the transaction date when completing the expense
report.
All expenditures must be submitted within 30 days of the incurred expense date or
within the last calendar day of the fiscal year
7. Expense Reimbursement
Reimbursement for incurred expenses will be made on an actual cost basis when an
itemized receipt from the merchant is submitted and approved.
It is the employees responsibility to enter any personal mileage reimbursements into the
Accounting System.
All expenses (excluding mileage) requiring personal reimbursement will be reimbursed no
sooner than 60 days from the submission and approval of the expense report.
8. Use of Company Vehicles
A valid drivers license is required for use of company vehicles.
Smoking is prohibited in company vehicles.
KLJ provides several vehicles for use on company business. They are to be used under the
following circumstances:
To travel between the office and project sites, client meetings, and other business
activities.
On an authorized out-of-town business trip.
For transportation of personnel and materials for survey, inspection, and other project
related activities.
Company vehicles should be returned as soon as business is completed. Notify your
supervisor or a member of the safety group of any repairs or defects that require attention.
Receipts for gas, oil, or repairs should also be submitted along with your expense reports.
An insurance identification card and an owners manual are in the glove compartment of all
company vehicles.
When you are driving a company vehicle you are expected to observe all traffic laws and
accept responsibility for payment of any fines you incur. If you receive a traffic citation
while operating any vehicle on company business, or are in an accident involving a company
or rental vehicle, you must report it immediately.
In order to protect the firms insurability you must report any accident to the police
immediately.
See the Safety Manual for other specifics on the use of company vehicles.
Pg 58
Office Operations

9. Use of Personal Vehicles
Unless assigned a company owned vehicle, all employees are expected to provide their own
vehicle for work-related activities or use a rental vehicle as provided below. The firm will
reimburse you on a per mile basis. The rate paid per mile will be reviewed and adjusted
periodically. Please see your supervisor for the current rate.
The firm maintains property damage insurance on its own vehicles, but provides no
property damage coverage for you for personal vehicles being driven on company business.
All employees who use their own vehicles on company business must carry a minimum of
$300,000 public liability and $100,000 property damage insurance.
10. Vehicle Rental
Personal vehicles are the primary means of surface transportation for all groups except for
the survey practice area. Employees will receive a mileage based reimbursement for using
their personal vehicles on company business.
Employees may choose to rent vehicles in lieu of using their personal vehicles. These
vehicles may be rented directly by the employee or through the company at offices where
this service is available. Administration coordinates rentals.
While working on some types of construction projects, employees may need to be
compensated additionally from the normal mileage based reimbursement calculation.
Project managers or supervisors make this determination in accordance with the details on
the full vehicle policy available through administration or accounting.
11. Use of Air Service
a. Charter and Air Solutions-On Demand Travel
The use of air charter services can significantly reduce the cost of travel in certain
instances. When the destination distance exceeds approximately 150 miles and if more
than one individual will be visiting the destination then there is a good possibility that
charter travel may be cheaper than the use of an automobile. The opportunity of
increased revenue to KLJ resulting from the ability of our employees to serve more
clients in less time is the primary motivation for using on-demand air service.
On-demand air service must be booked through Reservations link on KLJs intranet. The
request will be sent to the flight scheduler who will compare costs between automobile
versus air travel. If air travel offers revenue/cost advantages to KLJ or the client, then
it can be considered as a form of transportation. If time is of the essence and the
scheduling of multiple events conflicts, then on-demand travel can also be considered
to be used. The flight scheduler will confirm travel by providing a detailed itinerary of
the proposed air travel.
Air Solutions does not allow passengers other than staff to travel on its charter service.
On-demand air travel is voluntary. All travel arrangements that depend upon air travel
shall utilize contingency plans allowing the individual to still meet scheduling
requirements under other transportation means.
Pg 59
Office Operations

12. Travel Time
All employees should report time spent traveling on company business on their weekly
timesheets.
Personnel who are paid overtime will be compensated for travel time that occurs outside of
normal working hours if total work and travel time for one week exceeds forty hours.
H. Safety and Health
KLJ shall make every effort to provide staff members with an attractive, safe and healthful
work environment. In return, you are responsible for understanding all safety and health
standards, rules, and orders that are applicable to your activities on the job. The following
requirements apply to the firm and all employees:
Seat belts shall be used by all employees at all times when driving on company business.
This applies whether the employee is driving a company vehicle or their personal vehicle.
All supervisors guard against the use of unsafe equipment and unsafe work methods in their
groups, especially in the field, and require development and observance of safety habits.
Employees must report any indication that their environment is not being maintained in a
safe and healthful fashion to their supervisors immediately. For its part, the corporation
will move quickly to correct any faulty conditions. Your suggestions for improvement of
working conditions and the elimination of hazards are always welcome.
As a fire safety precaution, all employees should familiarize themselves with the quickest
path to the nearest emergency exit.
Any staff member who visits a project site must wear appropriate safety equipment.
All accidents, no matter how slight they may appear, must be reported immediately to the
supervisor on the job or to your group manager. This is critical in the event that secondary
problems appear later, for accurate reporting to our insurance company, and in filing for
Workers Compensation Insurance.
If you are injured away from the office during company business, you should go to the
nearest hospital or doctor. As soon as you have been treated, you should notify your
supervisor.
Human Resources shall be solely responsible for notifying the employees family of an
accident or sudden and severe injury.
Complete details of the KLJ safety policy can be found in the KLJ Safety Manual. The Safety
Manual can be found on the Intranet. Contact a member of the Safety Group for any questions.
I. Company Driver Policy
1. Auto Accidents
If an accident occurs in the course of employment while operating either a company vehicle
or personal vehicle, KLJ reserves the right to conduct drug testing immediately following if
deemed necessary. If it has been determined that the accident could have been avoided,
the following will be used to hold the employee accountable for their driving actions.
Pg 60
Office Operations

a. First Accident
Verbal warning with a copy of the warning becoming a part of the employees
personnel file. This should include the consequences that will result if any other
violations or accidents occur.
b. Second Accident
Employment probation without pay or possible termination.
Serious offenses may result in immediate termination.
2. Traffic Violations
Motor vehicle reports will be ordered on at least an annual basis for all employees who may
drive vehicles during the course of their employment. All traffic violations on the
employees record, whether received during the course of employment or on their own
time, will be reviewed.
All employees pleading guilty to, or convicted of, any of the following violations will be
placed on leave without pay for at least one week:
Actual physical control while under the influence of alcohol or drugs.
Driving while under the influence of alcohol or drugs.
Failure to take a Breathalyzer test.
Leaving the scene of an accident without reporting to proper authorities.
Homicide or assault arising out of the operation of a motor vehicle.
Criminal negligence in the operation of a motor vehicle.
Driving while license is suspended or revoked.
Reckless or dangerous driving which results in injury to a person.
J. Relocation Expenses
1. Policy
KLJ will attempt to minimize the inconvenience and financial hardship incurred by
employees and their families who are requested by the company to relocate their principal
residence. An employee who is requested by the company to relocate shall be offered
relocation assistance as set forth in the offer letter and/or relocation agreement for the
employees new position.
2. Practice
KLJ shall provide relocation assistance as set forth in writing.
Pg 61
Termination

XII. TERMINATION

A. Termination of Employment
The termination of any KLJ employee is a serious matter and will be administered in
accordance with the following policies.
1. Resignation
A resignation occurs when an employee leaves the firm voluntarily, or fails to return to his
or her job on the first working day after the expiration of a leave of absence, or fails to
report to work for a period of three consecutive days without notifying the supervisor to
receive approval for the absence.
2. Retirement
An employees retirement is considered a termination. There is no mandatory retirement if
an employee can continue to perform their duties.
3. Termination by Employer
KLJ and its employees have an employment relationship which is known as employment at
will. KLJ has the right to terminate the employment relationship at any time, for any
reason, or for no reason at all, with or without advance notice.
B. Notice Period
1. Resignation
All employees who resign are encouraged to give notice two weeks prior to the effective
date of the resignation. Senior managers are encouraged to give a months notice.
2. Termination Date
The termination date for all terminations will be the last day worked.
3. Voluntary Benefits
Life, health, disability, and other voluntary benefits lapse at the end of the month in which
termination of employment occurs. Some benefits may be continued on an individual basis.
Contact Human Resources for details. A person who is recalled from layoff resumes
participation in all voluntary benefit plans the first day of the month following date of
reinstatement.
4. Separation Procedures
The following procedures apply to all terminating employees:
Pg 62
Termination

a. Exit Interview
An exit interview is conducted by Human Resources for the purpose of obtaining
information that might be used to promote improvement and is never allowed to reflect
against any individual.
b. Company Property
All company property must be turned in. A member of the administration group or the
supervisor will go through the Employee Item Return List before the employee leaves
the premises to collect any items that belong to the company.
c. Forwarding Address
If your forwarding address changes after your separation, please notify Human
Resources so that your income tax form (W-2) or other important documents may be
forwarded to you.
d. Indebtedness
All outstanding expense reports must be filed and all monetary advances must be
accounted for. Any borrowed vacation or illness leave will be deducted from the final
paycheck.
5. Payment at Termination
A person whose employment is terminated will be paid their vacation balance at the end of
the next regular payroll cycle, regardless of reason for termination.
Pg 63
Exceptions
XIII. EXCEPTIONS

A. Exceptions to Policies
The preceding policies were written with the intent that they would be fair, and could be
applied to all staff members of KLJ.
Certainly there will be circumstances when the best solution to a problem will be to deviate
from these policies. The request for an exception to these policies must be in writing, and must
be approved by management before variations will be granted.
Nothing in this manual alters the Employment-At-Will status of any employee.

____________________________
Niles Hushka, PE, CEO
KLJ

Pg 64
FMLA

XIV. FMLA

A. Family and Medical Leave Act (FMLA) Policy
KLJ recognizes that there are situations which require that an employee should request a leave
of absence to care for himself or herself or the serious health condition of an immediate family
member. Outlined here are the conditions under which such a leave will be granted, and the
restrictions which apply to that leave.
1. General Provisions
It is the policy of this company to grant up to 12 weeks of family and medical leave during
any 12-month period to eligible employees, in accordance with the Family and Medical
Leave Act of 1993 (FMLA). The leave may be paid, unpaid, or a combination of paid and
unpaid leave, depending on the circumstances of the leave and as specified in this policy.
2. Eligibility
Employees who have been employed by KLJ for a total of 12 months and worked at least
1,250 hours during the 12-month period preceding commencement of the leave are eligible
for family and medical leave for up to 12 weeks without pay.
3. Type of the Leave Covered
In order to qualify as family and medical leave under this policy, the employee must be
taking leave for one of the reasons listed below:
The birth of a child and care for that child.
The placement of a newly adopted or foster child and to care for the newly placed
child.
To care for the employees spouse, child, or parent who has a serious health condition.
The serious health condition (described below) of the employee.
Qualifying exigencies or circumstances arising out of the fact that the employees
spouse, son, daughter, or parent is on active duty or call to active duty status as a
member of the National Guard or Reserves in support of a contingency operation.
A serious health condition is defined as a condition which requires inpatient care at a
hospital, hospice, or residential medical care facility, including any period of incapacity or
any subsequent treatment in connection with such inpatient care or a condition which
requires continuing care by a licensed health care provider.
An employee may take leave because of a serious health condition that renders the
employee unable to perform the functions of the employees position.
Employees with questions about what illnesses are covered under this FMLA policy or under
the companys sick leave policy are encouraged to consult with Human Resources.
The company may require an employee to provide a doctors certification of the serious
health condition according to the FMLA guidelines.
Pg 65
FMLA

If an employee takes paid sick leave for a condition that progresses into a serious health
condition and the employee requests unpaid leave as provided under this policy, the
company may designate all or some portion of related leave taken as leave under this
policy, to the extent that the earlier leave meets the necessary qualifications.
An eligible employee can take up to 12 weeks of leave under this policy during any 12-
month period. The company will measure the 12-month period as a rolling 12-month period
measured backward from the date an employee uses any leave under this policy. Each time
an employee takes leave, the company will compute the amount of leave the employee has
taken under this policy and subtract it from the 12 weeks of available leave, and the
balance remaining is the amount the employee is entitled to take at that time.
If a husband and wife both work for the company, and each wishes to take a leave for the
birth of a child, adoption or placement of a child in foster care, or to take care for a parent
(but not a parent in-law) with a serious health condition, the husband and wife may only
take a combined total of 12 weeks of leave.
A covered employer must grant an eligible employee who is a spouse, son, daughter,
parent, or next of kin of a current member of the Armed Forces, including a member of the
National Guard or Reserves, with a serious injury or illness up to a total of 26 workweeks
of unpaid leave during a single 12-month period to care for the service member. This is
available to family members of veterans up to 5 years after the veteran leaves service if
the individual develops a service-related injury or illness that was incurred or aggravated
while on active duty. Please see HR for additional details and specifics.
4. Employee Status and Benefits During Leave
While an employee is on leave, the company will continue the employees health benefits
during the leave period at the same level and under the same conditions as if the employee
had continued to work.
If the employee chooses not to return to work for reasons other than a continued serious
health condition of the employee or the employees family member or a circumstance
beyond the employees control, the company will require the employee to reimburse the
company the amount paid for the employees insurance premiums during the leave period.
In some instances, employees pay a portion of their insurance premiums. While on paid
leave, the employer will continue to make payroll deductions to collect the employees
share of the premiums. While on unpaid leave, the employee must continue to make this
payment, either in person or by mail. The payment must be received in Human Resources
by the first day of each month.
If the payment is more than 30 days late, the employees coverage may be dropped for the
duration of the leave. The employer will provide 15 days notification prior to the
employees loss of coverage.
Premiums for life insurance and disability insurance will be paid by the company throughout
the duration of the leave. Accrual of all other benefits ceases while on unpaid leave.
Pg 66
FMLA

5. Employee Status After Leave
An employee who takes leave under this policy will be able to return to the same position
or a position with equivalent status, pay, benefits and other employment terms. The
position will be the same or one which is virtually identical in terms of pay, benefits, and
working conditions.
6. Use of Paid and Unpaid Leave
If the employee has accrued or earned paid leave, the employee must use paid leave first
and take the remainder of the 12 weeks as unpaid leave. The company will notify the
employee whether or not the leave will be designated as FMLA leave.
An employee who is taking leave because of the employees own serious health condition or
the serious health condition of a family member must use all paid vacation or sick leave
prior to being eligible for unpaid leave. Sick leave may be substituted for unpaid FMLA
leave if the reason for the FMLA leave is covered by the established sick leave policy.
An employee who is taking leave for the adoption or foster care of a child must use all paid
vacation; leave prior to being eligible for unpaid leave.
7. Certification of the Serious Health Condition
The company may ask for certification of the serious health condition. The employee should
try to respond to such a request within 15 days of the request, or provide a reasonable
explanation for the delay. Failure to provide certification may result in a denial of
continuation of leave. Medical certification may be provided by using the Medical
Certification Form located on the Intranet or from Human Resources. Request for a medical
certificate must be made in writing as part of the employer response to employee request
for leave.
8. Procedure for Requesting Leave
All employees requesting leave under this policy must provide verbal notice with an
explanation of the reason(s) for the needed leave to their immediate supervisor, who will
advise Human Resources. If the leave is foreseeable, the immediate supervisor may require
the employee to provide a written request for leave and reason(s) with a copy to Human
Resources.
For additional information, please see The Family and Medical Leave Act of 1993 (Public
Law 103-3, Enacted February 5, 1993).
Pg 67

HR Manual PDF

Uploaded by

Document Information

Original Description:

Original Title

Copyright

Available Formats

Share this document

Share or Embed Document

Sharing Options

Did you find this document useful?

Is this content inappropriate?

Copyright:

Available Formats

HR Manual PDF

Uploaded by

Copyright:

Available Formats

KLJ

Human Resources Manual

You might also like