Service Provider

SKYLINE
Ultd Inc.

Personnel Handbook
16333 South Great Oaks Drive, Suite 121
Round Rock, Texas 78681
427 N. Lee St.
Alexandria, VA 22314

703-671-9200

5 June 2012

The information contained in this handbook is intended for the sole use of Skyline Ultd Inc.
personnel and employees only. The material written in this handbook is proprietary in nature and
shall not be altered, reproduced, distributed, or released to other parties without the written consent
of Skyline Ultd Inc.

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Table of Contents
1. Employment Policies
1.1 Equal Employment Opportunity
1.2 Drug Free Workplace
1.3 Communicable Diseases/Life Threatening Illness
1.4 Harassment
1.5 Business Ethics and Organizational Conflicts of Interest (OCI)
1.5.1 Intent
1.5.2 Accountability
1.5.3 Conflicts of Interest
1.5.3.1 Holding a Significant Interest in Suppliers, Customers, or Competitors
1.5.3.2 Outside Work
1.5.4 Conduct with Customers and Vendors - Gifts and Gratuities
1.5.5 Conduct of Employees Involved in the Business Development
Process: Unlawful Use of Company Funds
1.5.6 Discussions and Exchange of Information with Competitors
1.5.7 Violations of the Business Ethics and Organizational Conflicts of Interest Policy
1.6 Open Door Policy
1.7 Reference Inquiries
1.8 Outside Employment
1.9 Basic Standards of Conduct
1.10 Dress Code
1.10.1 Hair
1.10.2 Cosmetics
1.10.3 Fingernails
1.10.4 Tattoos and Brands
1.10.5 Jewelry and Piercings
1.10.6 Hygiene and Body Grooming
1.10.7 Exceptions to Appearance Standards
1.10.8 Casual Dress Day
1.11 Food in the Workplace
1.12 Salary
1.13 Attendance/Tardiness/Time Reporting
1.13.1 Flexible Work Schedules
1.13.2 Occasional Tardiness
1.13.3 Excessive Illness
1.13.4 Time Reporting
1.13.5 Scheduled Breaks
1.14 Teleworking
1.14.1 Eligibility
1.14.2 Criteria for Consideration of Teleworking Arrangement
1.14.3 Job Responsibilities
1.14.4 Contact with the Central Work Office
1.14.5 Alternate Work Area
1.14.6 Equipment

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1.14.7 Communication and Internet Access (Equipment and Lines)

1.15 Personnel Files
1.16 Wage Deductions
Safety Policies
2.1 Work Related Injuries
Employment/Worker Classification
3.1 Regular Full-Time Employees
3.2 Part-Time Employees
3.3 Temporary Employees
3.4 Salaried Employees
3.5 Hourly Employees
3.6 Orientation Period
Employee Non-Disclosure Agreements
4.1 Non-Disclosure Statement
4.2 Non-Solicitation Agreement
4.3 Invention/Creations/Improvements or other Developments
Use of Office Equipment
5.1 Electronic Equipment Usage
5.2 Office Phones
5.3 Cell Phones
Travel Policies
6.1 Budget / Joint Travel Regulations
6.2 Per Diem
6.3 Rental Cars
6.4 Rental Car Insurance
6.5 Privately Owned Vehicles (POV)
6.6 Travel Claim for Reimbursement of Authorized Travel
6.6.1 Goal for Reimbursement
6.6.2 Receipts with a Travel Claim
6.6.3 Personal Expense While in Travel Status
6.7 Company Credit/Travel Cards
6.7.1 General
6.7.2 Meals and Entertainment
6.7.3 Payment for Services for Other Employees
6.7.4 Information Technology (IT) Purchases
6.7.5 Purchases Other Than IT and Travel
6.8 Utilization of Government/Rental/Personal Vehicles
6.9 Automobile Insurance
Compensation Policies
7.1 Pay Days
7.2 Overtime Payment
7.3 Professional Employees Uncompensated Overtime Policy
7.4 Hourly and Non-Exempt Employees (Full or Part-time)
Paid Leave
8.1 Leave General

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8.2

Vacation, Sick Leave, and Personal Time Off (PTO) During

the First Year of Employment
8.3 Vacation, Sick Leave, and Personal Time Off (PTO) Beginning
The Second Year of Employment
8.4 Carry Forward & Payment for Vacation, Sick, and PTO Limitations
8.5 Rehired Former Employees
8.6 Accrual Table
8.7 Bereavement Leave
8.8 Grandfather Clause
8.9 Holidays
8.10 Military Leave of Absence (LOA) Policy
8.10.1 Salary Continuation During Military LOA
8.10.2 Health and Dental Benefits During Military LOA
8.10.3 Retirement/401K Plan During Military LOA
8.10.4 Reinstatement from Military LOA
8.11 Jury Duty Leave
8.12 Voting
8.13 Inclement Weather Days
8.14 Liberal Leave
8.15 Office Closure
8.16 Government Shutdown
9. Employee Evaluations
9.1 Corporate Staff
9.2 Staff Working at Government Sites
9.3 Employee Evaluation Forms
10. Benefits
10.1 Employee Insurance Benefits
10.2 Financial Planning
10.3 Tuition Assistance
10.4 Awards Program
10.5 Employee Referral Program
10.6 Employee Contract Referral Program
11. Termination Policy

Appendix A
Appendix B
Appendix C
Appendix D
Appendix E
Appendix F
Appendix G

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Teleworking Agreement
Tuition Reimbursement Request
Acceptance and Acknowledgement of Policies and Procedures
Agreement for Utilization of Government and Rental Vehicles
Passenger Release of Liability
Business Ethics and Organizational Conflicts of Interest Poster
Health, Dental & Other Insurance Cost

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1. Employment Policies
Each member of the management team is responsible for creating a work environment free of
discrimination and harassment, sexual or otherwise. Further, employees are responsible for
respecting the rights of their co-workers.
1.1 COMPANY EQUAL EMPLOYMENT OPPORTUNITY Statement:
It is company policy to provide EQUAL EMPLOYMENT OPPORTUNITY for all personnel
and to applicants for employment in accordance with laws, directives and regulations of federal,
state and local governing bodies, or agencies thereof.
We will recruit, hire, train and promote persons in all positions without regard to race, color,
religion, gender, sexual orientation, national origin, age, disability, or veteran status except
where age, sex or physical status is a bona fide occupational qualification.
We will ensure all other Human Resources actions such as: compensation, benefits, promotions,
transfers, layoffs, returns from layoff, company-sponsored training, educational assistance, social
and recreational programs, will be administered without regard to race, color, religion, genders,
sexual orientation, national origin, age, disability or veteran status.
Any employee who believes these principles have not been supported and/or that he or she has
been harassed or been the subject of discrimination, should immediately contact his/her manager.
If you believe it would be inappropriate to discuss the matter with your manager, report it
directly to your company President or Human Resources Manager.
Management will continue to base employment decisions on principles that further Equal
Employment Opportunity.
1.2 Drug-Free Workplace
Company management is committed to protecting the safety, health and well-being of all
employees and other individuals in our workplace. We recognize that alcohol abuse and drug use
negatively affect our company goals. In this regard, management has adopted a drug-free
workplace policy.
Covered Employees and Applicability Any employee conducting company business, applying
for a position, or is representing the company on contract is covered by our policy. Our policy
includes, but is not limited to, managers, full-time employees, part-time employees, temporary
employees and off-site employees and applies during all working hours.
Prohibited Behavior and Notification Requirements It is a violation of our drug-free workplace
policy to use, possess, sell, trade, and/or offer for sale alcohol, illegal drugs or intoxicants. Any
employee who is convicted of a criminal drug violation in the workplace must notify the
organization in writing within five calendar days of the conviction. The organization will take
appropriate action within 30 days of notification. Federal contracting agencies will be notified
when appropriate.

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Consequences If applicants for employment violate the drug-free workplace policy, the offer of
employment can be withdrawn. The applicant may be prohibited to reapply for the position. If
an employee violates the policy, he or she will be subject to disciplinary action and may be
required to enter rehabilitation. An employee required to enter rehabilitation that fails to
successfully complete it and/or repeatedly violates the policy will be terminated from
employment. Nothing in this policy prohibits the employee from being disciplined or discharged
for other violations and/or performance problems.
Assistance Alcohol and drug abuse are recognized as addictions and treatable illnesses. One of
the goals of our drug-free workplace program is to encourage employees to voluntarily seek help
with alcohol and/or drug problems. We realize that early intervention and support improve the
success of rehabilitation. To support our employees, we encourage the use of the services of
qualified professionals in the community to assess the seriousness of suspected drug or alcohol
problems and identify appropriate sources of help. Treatment for alcoholism and/or other drug
use disorders may be covered by the employee benefit plan. Call the Human Resources Manager
for further details.
Confidentiality All information received through the drug-free workplace program is confidential
communication. Access to this information is limited to only those who have a legitimate need to
know in compliance with relevant laws and management policies.
1.3 Communicable Disease/Life-Threatening Illness
We believe it is our legal and humanitarian right to provide equal employment opportunity to
chronically ill and other disabled individuals who are capable of performing their jobs properly
and safely. The company recognizes that employees with a life threatening illness, may wish to
continue their employment and, in fact, continued employment may be therapeutically important
to their recovery process. Management also recognizes it must satisfy its legal obligation to
provide a safe work environment for all personnel, customers, and other visitors to our premises.
As long as employees who have a life-threatening illness are able to maintain acceptable
performance standards in accordance with established company policies and procedures, and the
weight of medical evidence continues to indicate that the illness cannot be transmitted by casual
contact, those personnel will be permitted to continue to work. In determining such an
employees ability to begin or continue in employment, a doctors statement of the individuals
fitness for duty may be requested in order to explore the types of reasonable accommodations,
consistent with the business needs of the department, established company policy and applicable
federal, state, and local laws. Further, management will take all reasonable precautions, to the
maximum extent possible, to ensure information about the individuals condition remains
confidential.
1.4 Harassment
Consistent with the companys respect for the rights and dignity of each employee and in
accordance with federal, state and local laws, harassment based on race, color, religion, and
physical or mental disability or any other characteristic protected by law will not be sanctioned
or tolerated.

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This policy covers conduct in the business workplace and at company sponsored social
functions.

Unwelcome or repetitive sexual advances, requests for sexual favors, leering or staring,
using foul language and/or sexually degrading words to describe an individual,
suggestive objects or pictures, sexual flirtations, touching, advances or propositions, and
all other verbal, written (including the use of information systems) and/or physical
conduct of a sexual or otherwise offensive nature are prohibited, especially where:
Submission to such conduct is made either explicitly a term or condition of employment;
Submission to or rejection of such conduct is used as the basis for decisions affecting an
individuals employment; or
Such conduct has the purpose or effect of creating an intimidating, hostile, or offensive
working environment.
Harassment on the basis of any other protected characteristic is also strictly prohibited.
Under this policy, harassment is verbal or physical conduct that belittles or shows
hostility or aversion toward an individual because of his or her race, color, religion,
gender, sexual orientation, national origin, age, disability, marital status, citizenship or
any other characteristic protected by law or that of their relatives, friends or associates.
Has the purpose or effect of creating an intimidating, hostile, or offensive work
environment;
Has the purpose or effect of unreasonably interfering with an individuals work
performance; or otherwise adversely affects an individuals employment.

Harassing conduct includes, but is not limited to name calling, slurs, or negative
stereotyping; threatening or hostile acts; statements and attempts at what the speaker believes
is humor which is racial or sexual in nature, which comments upon ones race, color,
religion, gender, sexual orientation, national origin, age, disability, marital status, citizenship
or any other characteristic protected by law; and written or graphic material that belittles or
shows hostility or aversion toward an individual or group and that is placed on walls or
elsewhere on the employers premises or circulated in the work place.

If you believe you have been the subject of sexual or any other form of harassment you
are encouraged to directly respond by informing the offending person or persons that
such conduct is offensive and must stop. (It is advisable for you to record the date and
specifics of the event(s), and names of witnesses, if applicable). If you do not wish to
communicate directly with the offending individual, or if direct communication has been
ineffective, then you are encouraged to report the matter to the attention of the Human
Resources Manager to report a claim of harassment.
A prompt and thorough investigation of the alleged incident will be conducted to the
extent possible and appropriate corrective action will be taken if warranted. To the extent
consistent with adequate investigation, the companys legal obligations and appropriate
corrective action, any complaints of harassment will be treated as confidential.
Management reserves the right to transfer, re-assign, or suspend until such time as an
investigation has been completed. Any individual found to have engaged in sexual or
any other form of harassment will be disciplined as appropriate, up to and including
discharge.

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Management will not in any way retaliate or tolerate any form of retaliation against an
employee, potential employee, or former employee who, in good faith, makes a
complaint or report of harassment, or participates in the investigation of such a complaint
or report.
In furtherance of this policy, supervisors and managers are prohibited from dating any
subordinate. Such relationships can be disruptive to the work environment, create a
conflict of or appearance of a conflict of interest and lead to charges of favoritism,
discrimination and indirect sexual harassment. While there is no desire to interfere with
the private lives of its personnel, where such conduct effects the work environment in a
negative manner, management reserves the right to take whatever action is appropriate in
its discretion to protect company interest.

1.5 Business Ethics and Organizational Conflicts of Interest (OCI)

The company is committed to operating all activities within the spirit and letter of all laws and
regulations affecting its businesses and employees. All employees must exercise the highest
level of integrity, ethics and objectivity in their actions and relationships which may affect the
company. Employees must not misuse their authority or the influence of their positions in these
relationships. Moreover, an employee has the duty to act in the best interest of the company at
all times.
1.5.1 Intent
This policy is intended to focus on the employees duties and responsibilities, and provide
guidance to help in recognizing and dealing with ethical issues, provide mechanisms to report
unethical conduct, and to foster a culture of honesty and accountability.
1.5.2 Accountability
Every employee is expected to know and comply with both the letter and the spirit of this
policy. Provisions contained herein should be read in conjunction with all of the other
sections of this Personnel Handbook.
1.5.3 Conflicts of Interest
Management has no wish to interfere in any employees outside activities; however the
company has a policy prohibiting conflicts of interest, as follows:
1.5.3.1 Holding a Significant Interest in Suppliers, Customers or Competitors
Company policy requires that employees (and their immediate family, namely, spouses
and family living in the same household) do not have any ownership interests in, or own
property with, any vendor, supplier, contractor, agency, customer, or competitor (or their
office employees) unless it is first determined that such ownership interests do not
conflict with the employees obligations to the company. These restrictions do not apply
to ownership of stock of a public company.
1.5.3.2 Outside Work
The company has a policy requiring that employees are not to work for, or conduct any
outside business with a competitor. Employees may not be engaged in any manner by a
competitor of the company. In order to determine whether an employees investments or

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activities create a conflict, each employee is required to provide a list to their supervisor
and HR of any outside businesses and ownership interests which relate to government
contracting before the proposed work begins. The list should include investments and
activities involving like companies, any of our vendors, suppliers, contractors, agencies
or customers. If an employees activities change, it is required that this list be updated
and management will determine if such activities or investments are not consistent with
the company policies. Any activities or investments which relate to government
contracting, but are determined not to conflict with the companys policies, will be
verified by the company in writing.
1.5.4 Conduct with Customers and Vendors - Gifts and Gratuities
1.5.4.1 To ensure the highest level of objectivity in dealing with vendors, suppliers,
contractors and agencies and to avoid the appearance of impropriety, employees and
their immediate family are not permitted to offer or accept personal benefits, solicited or
unsolicited, of any kind. This includes gifts, free services, discounts, loans, lavish
entertainment or other special favors. Infrequent gifts valued at not more than $25 may
be offered or accepted when they have not been solicited and are not being made in
return for a special consideration or decision.
1.5.4.2 All company employees must disclose and obtain advance approval from their
company supervisor of any activity that could, will or possibly appear to benefit the
employee or any of the employees family members personally at the company or the
government expense; doing so could be construed as preferential treatment or depriving
the government personnel or members of the community whom we serve. This includes
any form of entertainment, travel, or gifts of more than nominal value, from any
individual or organization. If this type of gift/promotion is offered to or solicited by an
employee in the course of their jobs, then it must be approved in advance and used
primarily for the benefit of the community that we serve.
1.5.5 Conduct of Employees Involved in the Business Development Process: Unlawful
Use of Company Funds
Employees may not use the company assets or funds for any unlawful or improper purpose.
The company does not authorize and will not condone any payment by any employee that is
in the nature of a bribe, kickback, or disclosed commission or a commission in excess of
those required in ordinary course of business to a third party for obtaining any business or
otherwise bestowing a special favor on the company or employee. Gifts or payments may
not be offered or given to foreign officials, political parties or candidates. While certain
nominal payments or gifts to administrative personnel, who do not exercise discretionary
authority, may be customary, any such payments or gifts must be disclosed to senior
management in advance to ensure that they are appropriate. Records of any such payment or
gift must also be maintained.
1.5.6 Discussions and Exchange of Information with Competitors
No employee shall discuss with a competitor or any third party acting for a competitor, or
otherwise furnish to or accept from a competitor or any third party acting for a competitor,
information on any subject as to which an understanding with the competitor is prohibited.

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This does not preclude obtaining competitive information from independent third party
sources who are not acting for a competitor in transmitting this information.
1.5.7 Violations of the Business Ethics and Organizational Conflicts of Interest Policy
Violations of this policy are grounds for termination or other disciplinary actions.
Disciplinary action will be taken, not only against individuals who authorize or participate
directly in a violation of this policy, but also against, any employee who fails to report a
violation of this policy, or any employee who may have deliberately withheld information
concerning a violation of this policy. Violations that result in illegal actions or behavior may
be referred to the appropriate law enforcement agencies by management. A Business Ethics
and Organizational Conflicts of Interest Poster is at Appendix G.
1.6 Open Door Policy
Employees are encouraged to discuss any work-related issue directly and promptly with their
manager. He or she will be very helpful to the employees in providing support, encouragement
and challenging assignments for their personal growth and success while at the company. If after
discussing their situation with their manger, and if they are not satisfied with his or her
assistance, an open door policy exists to give employees complete freedom to involve a higher
level of management, without fear of reprisal.
1.7 Reference Inquiries
All information submitted by an employee or prospective employee pertaining to employment
must be factual. Business and/or personal references will be checked prior to employment. If it
is found an applicant has misrepresented or omitted essential facts on an application, he or she
will not be considered for employment. If, after employment has begun, it is discovered
essential facts were omitted or misrepresented in the application, the employee is subject to
disciplinary action, up to and including immediate discharge.
Under no circumstances should any employee release information (verbal/written) about any
current or former employee. In all cases of employment verification, the Human Resources
Department will furnish or verify only an employees name, dates of employment, job title and
department. No other information will be released unless the employee authorizes the company
to release such information in writing or as required by law.
1.8 Outside Employment
Outside employment is permitted provided it does not divide or appear to divide an employees
work performance. It cannot be competitive with the company, or present a conflict of interest.
For clarification, employees should discuss with their supervisor or contact the Human
Resources Manager.
1.9 Basic Standards of Conduct
While it is preferable to keep rules and regulations to a minimum, there are some which are
necessary for efficient operation and to ensure all employees are provided rewarding and
personal growth opportunities. The following examples, although not exhaustive, illustrate types
of conduct which are not in the best interest of the company, its employees or customers and are
not permitted.

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Participating in such conduct may result in disciplinary action, up to and including immediate
discharge and reporting and collaborating with law enforcement authorities, where applicable.

Stealing or damaging company or private property.

Gambling on company or government premises.
Unauthorized possession, use, or being under the influence of alcohol and/or illegal
substances on company or government premises.
Concealing, carrying or the use of firearms or any type of weapon while performing
duties as a company employee.
Falsification or intentional misrepresentation of important information.
Fighting or taunting activity to attempt to induce or result in fighting.
Immoral or indecent conduct on the company premises.
Insubordinate behavior or disregarding instructions of a properly authorized co-worker,
management or non-management.
Failure to observe safety rules and regulations.
Contributing to unsanitary conditions or poor housekeeping.
Inefficiency, lack of productive effort or other unsatisfactory work performance.
Unauthorized use of company time, materials/equipment for personal activities.
Excessive number or rate of absences or tardiness.
Discussing salary with unauthorized personnel.
Improper use of time recording card.
Sharing of confidential information with persons not employed or having authority to
receive such information.
Other willful acts not specified above which violate federal or state laws or companys
policies and procedures.

1.10 Dress Code

The company strives to provide a comfortable work environment while maintaining a
professional image. It is our policy that employee dress, grooming, and personal hygiene should
be appropriate to the business environment, whether working in the company corporate offices or
at a government location. Employees are expected to present a business-like image to customers,
prospects, and the public. Suits or blazers/sport coats with dress slacks are usually appropriate
for managers and senior staff, worn with ties (males), dress shirts with collars and dress shoes;
females may appropriately substitute dress blouses or sweaters for shirts and jackets.
Business attire should always be worn when meeting with customers and/or when a corporate
staff person visits a customer site. Technical staff should dress appropriately for the work
function, but will wear business attire or a company shirt when visiting a customer location. If an
employee is working in a government agency, and the agency has a more stringent dress code for
their civilian workforce than the company policy, the government agency policy will apply.
It is the responsibility of program and account managers to ensure company personnel under
their supervision present a neat and professional appearance. Therefore, in the absence of
specific procedures or guidelines, supervisors, program or account managers must determine

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compliance with standards in this policy. Employees should remember that the following
guidelines are general in nature and cannot possibly cover every situation. If you question the
suitability of a garment or accessory in the workplace, it may not be appropriate.
Generally Unacceptable Office Attire/Appearance

T-shirts, tank tops, cutoff shorts, beachwear, thongs/flip-flops and, except on Casual Day,
deck shoes or athletic shoes.

Ripped, torn or worn-out jeans (designer jeans without these characteristics are
acceptable on Casual Day).

Athletic wear such as spandex/Lycra, biker shorts, or other form-fitting stretch clothing.

Underwear as outerwear (no underwear showing, including bra straps).

Provocative attire (no excessive cleavage showing).

1.10.1 Hair
Groomed hair is necessary to maintain a professional appearance. However, it is not possible to
address every acceptable hairstyle, or what constitutes eccentric or conservative grooming. Many
hairstyles are acceptable as long as they are neat and conservative. Extreme, eccentric, or trendy
haircuts or hairstyles are not appropriate. If employees use dyes, tints, or bleaches, they must
choose those that result in natural hair colors. Colors that detract from a professional appearance
are not permitted; employees should avoid using colors that result in an extreme appearance.
Applied hair colors that are not permitted include, but are not limited to: purple, blue, pink,
green, orange, bright red (fire-engine), and fluorescent or neon colors.
1.10.2 Cosmetics
Cosmetics must be applied conservatively and in good taste. Eccentric, exaggerated, or trendy
cosmetic styles and colors are inappropriate. Permanent makeup, such as eyebrow or eyeliner, is
permissible as long as the makeup conforms to the standards outlined above.
1.10.3 Fingernails
All personnel will keep fingernails clean and neatly trimmed. Length should never present a
safety concern or interfere with the performance of duties.
1.10.4 Tattoos and Brands
Tattoos or brands that are excessive or, tattoos or brands that are extremist, indecent, sexist, or
racist, or tattoos or brands that are visible anywhere on the head, face, and neck are not
acceptable and may be grounds for termination with cause.

Extremist tattoos or brands are those affiliated with, depicting, or symbolizing extremist
philosophies, organizations, or activities.

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Extremist philosophies, organizations, and activities are those which advocate racial,
gender or ethnic hatred or intolerance; advocate, create, or engage in illegal
discrimination based on race, color, gender, ethnicity, religion, or national origin; or
advocate violence or other unlawful means of depriving individual rights under the U.S.
Constitution, Federal, or State law.

Indecent tattoos or brands are those that are grossly offensive to modesty, decency, or
propriety.

Sexist tattoos or brands are those that advocate a philosophy that degrades or demeans a
person based on gender, but that may not meet the same definition of indecent.

Racist tattoos or brands are those that advocate a philosophy that degrades or demeans a person
based on race, ethnicity, or national origin. If an employee is not in compliance, the company
supervisor has complete and final authority to counsel the employee and afford an opportunity to
seek medical advice about removal or alteration of the tattoo or brand or to cover the tattoos or
brand with appropriate concealer. The counseling should be in writing and state that failure to
comply with the counseling may result in further disciplinary action, up to and including
termination of employment.
1.10.5 Jewelry and Piercings
Company policy bars employees from having any visible piercing other than for earrings, but
other jewelry is permitted if the items are neat, conservative and discreet.
1.10.6 Hygiene and Body Grooming
Employees will maintain good personal hygiene and grooming on a daily basis.
1.10.7 Exceptions to Appearance Standards
The company will make reasonable accommodation for employees who request such
accommodation due to religion or other concerns. The employee should make an express
request to the employees company supervisor, who will assess whether the accommodation
would unreasonably interfere with job performance or safety.
1.10.8 Casual Dress Day
Friday is Casual Day in the corporate offices, but may not be appropriate at a client work site. If
the client site observes Friday or another day as casual day by a written policy, the employee
may dress appropriate for the work site by client standards. Casual clothing generally is less
formal than professional clothing, but casual clothing must also be neat and clean. Blue jeans and
athletic shoes are not appropriate office attire for management personnel on Casual Day.
1.11 Food in the Workplace
Employees who bring in brown bag lunches or eat-in will use designated dining areas and will
not eat at the desk or workspace. However, if no dining area is available, supervisors or local
on-site government managers may approve exceptions to this policy. Those who choose to eat
breakfast after arrival at the workplace may do so (in a dining area), but arrival time at work

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must permit breakfast to be consumed before start of the work day. Lunchtime and breaks are
intended to provide employees an opportunity to refresh and rejuvenate mentally and physically.
This policy is not intended to be punitive. It is based, in part, upon a study by the American
Dietetic Association that found, that seventy-five (75) percent of office workers eat lunch at their
desks as often as two to three times a week, and some employees skip the midday meal entirely.
The habit of mixing work and lunch can lead to stress-type illnesses, which might otherwise be
avoided. If an employee does not step away from the issues of the day, it becomes more difficult
to deal with stress. It is also based upon managements opinion that eating meal type foods at
a personal work area can be offensive to others (smell), appears unprofessional and it can be
unsanitary.
1.12 Salary
Employees salary information is confidential. The Company requests that employees not discuss
their salary information with anyone other than their immediate supervisor and/or manager,
Human Resources Manager or Payroll Manager.
1.13 Attendance/Tardiness/Time Reporting
Successful operations of the company depend in large part upon the attendance and adherence to
established office hours by each of our employees. Each employee has an important job that
either supports corporate office functions or supports a client in their offices. Unnecessary and
unexcused absences hinder productivity and may affect the way in which fellow employees are
able to perform their work.
1.13.1 Flexible Work Schedules
Supervisors may approve a flexible schedule, but employees are required to work regular office
hours according to an established schedule. Office hours will normally be a nine hour day
consisting of eight work hours with one hour for lunch. Recognizing that some employees
choose to brown bag lunch, it may be permissible to modify the lunch period. For example, if
an employees lunch is one-half hour; they would work an 8 hour day. However, if lunch is
not consumed on-site, time requirements will dictate at least a one-hour lunch period.
Employees who brown bag may schedule shorter lunch periods; but when an employee takes a
longer lunch break, the work day will be extended accordingly with an early arrival or late
departure.
Special situations may require a modified schedule. For example, a deviation to five eight-hour
days might be appropriate for an employee who is a geographic bachelor, working a longer day
Tuesday through Thursday and a shorter day on Monday or Friday, maintaining a forty hour
week. Another example could be an employee working at a client site and the client has a four
day work week policy.
1.13.2 Occasional Tardiness
It is also reality that an employee may occasionally (not habitually) be detained by traffic and
arrive at work late. In that event, the employee will correctly record the arrival time and plan
their end of day departure accordingly adjusting for the late arrival. It is important for employees
to be at their designated work area and ready to begin work at the proper time. If an employee

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knows in advance they will be unavoidably detained or absent, they are expected to notify their
manager prior to their assigned shift preferably one hour minimum in advance. Employees are
required to call in each scheduled workday of an unplanned absence.
1.13.3 Excessive Illness
If an employee is absent from work because of illness or incapacity for a cumulative period of
more than one (1) month in any year, the company may terminate the employee due to the
inability to perform their assigned duties. If the absences are due to excessive cumulative days
off work and not documented by a medical doctor, the employee may be terminated without
notice.
1.13.4 Time Reporting
The company is committed to meeting internal objectives as well as all of its obligations as a
government contractor. Accurate reporting of time is a critical component in accomplishing these
objectives. Every staff member is expected to contribute to the efforts of the organization in this
regard, exhibiting extreme diligence in accurately recording hours worked. The Time Reporting
Procedures Manual reflects the ongoing commitment for accurate time recording. All employees
are required to read, understand, and become familiar with the Time and Expense system and the
contents of this Manual. Each employee is responsible for full compliance with the contents of
the Manual.
1.13.5 Scheduled Breaks
The company does not require scheduled breaks unless a local law or policy requires employees
to take breaks. In the absences of a requirement by law or policy, employees may choose to take
regular scheduled breaks. If breaks are scheduled, the work day is extended to account for the
breaks. An occasional break does not require the employee to extend the work day.
1.14 Teleworking
Telework is working at home or at another off-site location linked electronically (via computer,
fax, etc.) to your normal work place. Teleworking is a cooperative arrangement between the
company and the employee, based upon the needs of the job, work group, and the company (see
Appendix A for Teleworking Agreement). Telework may be authorized for an employee for the
full workweek or may be authorized for select days per week, e.g., Tuesday and Thursday at the
remote work site and the other days in the office.
For employees working on government sites, approval of telework will be subject to approval of
the government contracting officer, and Government policy may supersede certain aspects of
company policy for those employees due to security and other needs. Company management
always retains final approval of all telework requests whether in corporate offices or at
Government sites.
This policy does not apply to situations where a supervisor occasionally allows an employee to
work at home on a temporary, irregular basis.

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1.14.1 Eligibility
To be eligible for consideration of a telework arrangement, an employee must have no record of
performance problems or disciplinary actions. New hires will normally not be offered the option
of telework for a minimum of six months on the job.
1.14.2 Criteria for consideration of Teleworking Arrangement
a) Is the employee a good candidate for teleworking?

Proven ability to perform in the position.

No history of disciplinary action.
High job knowledge
Ability to independently establish and achieve clear objectives.
Flexibility and dependability
Ability to work independently or with minimal supervision.

b) Does the nature of the work lend itself to teleworking?

The job entails primarily working alone.

Equipment/communications is reasonably available or can affordably be made
available at the work site.
Tasks and objectives are clearly defined for the position.
There is little face-to-face communication needed.
Telework will not place the employee at risk by being excluded in coordinated
planning of organizational events.
This is not a program position (employees working in programs often require frequent
interaction).
Telework will not impair the employee from being kept abreast of changes that impact
his or her position or program with the other organizational elements (out of sight
out of mind).

1.14.3 Job Responsibilities

Employee job responsibilities will not change due to teleworking. Professionalism in terms of
job responsibilities, work output, and customer orientation will continue to follow the standards
set by the company. The amount of time an employee is expected to work will not change due to
teleworking. Employee work hours will be mutually agreed upon by the supervisor and the
employee. In the event that business conditions require the teleworking employee's presence at
the regular office for a work location function, meeting, or other event, the employee is expected
to report to the central work location, even if such occurs during normally scheduled home-work
area hours.
1.14.4 Contact with the Central Work Office
The company supervisor and the teleworker will act together to keep each other apprised of
events or information obtained during the working day, but if a teleworking arrangement has
been approved, the employee is responsible for maintaining regular contact with his or her
company supervisor.

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1.14.5 Alternate Work Area

The company shall provide workers' compensation and liability protection as obligated by State
statues for the employee while in the course of employment within the agreed upon location and
defined work schedule. The company assumes no responsibility for any activity, damages, or
injury which is not directly associated or resulting from the official job duties for which the
company has no ability to exercise control. The company assumes no responsibility for the
employee's personal property.
In addition, the following must be adhered to:
a) A designated workspace must be maintained by the employee in a clean, professional, and
safe condition.
b) Any change in the approved job assignment, location or defined work schedule must be
reviewed and approved by the company supervisor in advance.
c) As liability may extend to accidents which could occur in the alternative work location, the
company retains the right to make on-site inspections of this work area, at a mutually agreed
upon time, to ensure that safe work conditions exist.
d) Employee tax implications related to alternate work locations are the responsibility of the
employee.
e) Employee expenses not specifically covered in this policy will be dealt with on a case-by-case
basis between the employee and his/her supervisor.
f) Employees who work at home will manage dependent care and personal responsibilities in a
way that allows them to successfully meet job responsibilities.
1.14.6 Equipment
a) Any hardware or software purchased by the company remains the property of the company
and will be returned to the company should the alternative work arrangement be terminated.
b) Software owned by the company may not be duplicated except as formally authorized by
policy.
c) Employees using company software must adhere to the manufacturer's licensing agreements.
d) Restricted access materials (such as payroll, personnel files, etc.) may not be taken out of the
office, copied, or compromised in any way. Employees working at alternate sites will take all
precautions necessary to secure sensitive information and prevent unauthorized access to the
company.
e) Company equipment located at an alternative work location may not be used for personal
activities.
1.14.7 Communications and Internet Access (Equipment and Lines)
a) If the telework site is requested by the company or deemed to be advantageous to the
company, the company will pay the cost of enabling the telework site. If the telework is more
for the convenience of the employee, the employee will pay the set up to include telephone and
computer equipment, connection of communications lines, as well as recurring cost associates
with telephone and internet charges.
b) The employee must agree to maintain or pay the costs to establish communications facilities
that will be separate from other uses, e.g., a telephone line may not be shared with a home
telephone. The business telephone line must be answered as a business telephone call would be.

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c) As a general guide, if the employee requests telework for employee convenience, the
company will provide the same equipment as would be provided in the office and the employee
will pay the additional cost.
1.15 Personnel Files
The Human Resources Office maintains personnel files on each employee. These files contain
documentation relative to an employees employment with the organization, such as performance
appraisals, beneficiary designation forms, and letters of commendation, scholastic achievements,
and disciplinary warnings.
Coverage or benefits that the employee and their family may receive under the companys
benefits package could be negatively impacted if the information in their personnel file is
inaccurate. To ensure an employees personnel file is up-to-date at all times, the employee
should notify HR as soon as possible, should there be any changes in the following:

Name and/or marital status

Address and/or telephone number and/or email address
Emergency contact person
Military or draft status
W4 exemptions
Change of beneficiary for group life insurance
Number of dependents, as defined by insurance guidelines

1.16 Wage/Payroll Deduction

Money may be deducted from an employees pay from time to time for reasons that fall into the
following categories:

the employees share of the premiums for the companys group medical/dental plan;
any contributions an employee may make into a retirement or pension plan sponsored,
controlled, or managed by the company;
any funds the employee owes the company;
unauthorized use of a company credit card;
the cost to the company of personal long-distance calls an employee may make on
company phones or on company accounts, of personal faxes sent by me using company
equipment or company accounts, or of non-work related access to the internet or other
computer networks by me using company equipment or company accounts;
the cost of repairing or replacing any company supplies, materials, equipment, money, or
other property that an employee may damage (other than normal wear and tear), lose, fail
to return, or take without appropriate authorization from the company during an
employees employment (except in the case of misappropriation of money, the employee
understands that no such deduction will take the employees pay below minimum wage,
or, if he or she is a salaried exempt employee, reduce his or her salary below its
predetermined amount);

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administrative fees in connection with court-ordered garnishments or legally-required

wage attachments of an employees pay, limited in extent to the amount or amounts
allowed under applicable laws;
paid vacation or sick leave.

2. Safety Policies
It is the companys policy to provide its employees a safe and healthy workplace and to follow
procedures aimed at safeguarding all employees. Accident prevention and efficiency in
production go together; neither should be given priority over the other. Safety is everyones
responsibility.
Responsibilities of the employee include:

Obeying the safety rules;

Following safe job procedures, not taking short cuts;
Keeping work areas clean and free from slipping or tripping hazards;
Immediately reporting all malfunctions to supervisor;
Knowing emergency procedures;
Reporting unsafe conditions to supervisors;
Promptly reporting every accident and injury to their supervisor.

2.1 Work Related Injuries

Employee safety is very important to this company. Therefore, a concerted effort is made in the
planning, management and performance of all operations to prevent accidents and to provide a
safe healthy work environment.
What to do if an injury occurs?
If an employee sustains a work related injury/illness, his/her government supervisor AND the
Human Resources Manager MUST be notified immediately and an employee's report of injury
form completed, which can be obtained through Human Resources. The form should be signed
by the employee and the employee's government supervisor. Once the Human Resources
Manager receives notification of injury, a plan of action will be established. No matter how
insignificant an injury may seem at the time of occurrence, you should notify your supervisor
and the Human Resources Department immediately.

3. Employment/Worker Classification
It is managements intent to clarify the definitions of employment classifications so all personnel
understand their employment status and benefit eligibility. These classifications do not
constitute an employment agreement or guarantee employment of any specified period of time.
Accordingly, the right to terminate the employment relationship at will at any time is retained by
both the employee and the company.
Workers are assigned to one of the following categories: (eligibility for benefits is based upon
the agreement between management and the employee).

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3.1 Regular Full-Time Employees: (FTE)

Has satisfactorily completed the ninety day orientation period.
Hourly or salaried.
Normally scheduled to work at least forty (40) hours per week.
Eligible for company benefits. (Employee may be eligible but choose not to accept).
3.2 Part-Time Employees (PTE)
Usually Hourly employee but could also be salaried.
Scheduled to work less than 30 hour week. (Working 30 hours or more per week does
not automatically change status).
Requires management approval to change status from part-time to full-time.
Eligible for health insurance but at employee expense.
3.3 Temporary Employees (TE)
Work hours/periods negotiated
Paid actual hours worked or negotiated compensation
Are not eligible for insurance; however would receive Fringe payment if working under
SCA Contract
Each positions exempt or non-exempt status is determined by the Fair Labor Standards Act
(FLSA) duties test. As a general rule a positions status is not determined by title but by actual
job duties. Exempts must be paid on a salary basis, which means they must receive their full
salaries in any week they perform any work.
Each employee is designated as either non-exempt or exempt (salaried) from federal and state
wage and hour laws. Determination is made as a result of the FLSA duties test. Non-exempt
employees are entitled to overtime pay under the specific provisions of federal and state laws.
An employees exempt or non-exempt classification may be changed only upon approval of
management and written approval from the Human Resources Department.
3.4 Salaried Employees
Salaried employees are required to fulfill the responsibilities of their position. This recording
requirement does not prevent the supervisor from inquiring about scheduling or assuring that the
employee is meeting the expectations of the position either from an attendance or productivity
perspective.
Salaried employees are not required to record absences of two hours (2 hours) or less; the
employee is not charged vacation. For example, when a salaried employee is out of the office
for a one and one-half (1 ) hour personal appointment, there is no need to record any leave
time. In cases where salaried employees are out for more than two hours, the reason for the
absence will determine if the time is charged, e.g., sick, or vacation. If the salaried employee is
gone for five hours he/she would report a five hour absence and charge it to the appropriate
category. Leave is expected to be scheduled and approved by the employees supervisor in
advance whenever possible.

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Salaried employees are eligible for short-term flexible work schedules as approved by their
supervisors. For example, if the normal work day is 8:00 am to 4:30 pm employees may come in
late and work late for example 1:00 pm until 9:00 pm. Immediate supervisors may approve
short-term flexible schedules, but a senior manager must approve long-term flexible schedules.
It should be noted that not all positions can be granted flexible work schedules due to the nature
of the work. For example, if an employee is expected to work on a weekend, or in the evening,
he/she may take time off during the normal work day without charging time, if approved by the
supervisor. There is no compensatory time for salaried exempt employees and therefore this is
not an hour for hour exchange. It is not unusual for salaried employees to have to work evenings
or weekends in addition to the normal office hours.
3.5 Hourly Employees
Hourly employees are also required to fulfill the responsibilities of their position. This, too, does
not prevent the supervisor from inquiring about scheduling or assuring that the employee is
meeting the expectations of the position either from an attendance or productivity perspective.
Hourly employees are required to record and track all work time on their time sheet. They must
notate the time they arrived at work, the time they leave work, and their lunch time. They must
also record all leave time (i.e. if an hourly employee is gone for one hour for a dentist
appointment).
Employees are authorized to work and be paid for 40 hours a week; unless approved by their
direct company manager, overtime is rarely approved. Company managers/supervisors will
schedule work flow in order to avoid overtime; most government contracts do not provide for
overtime compensation. In certain circumstances hourly employees may be required to work
nonstandard hours to meet mission requirements. In that event, compensatory time off is
appropriate.
3.6 Orientation Period
Every new employee is expected to go through an adjustment period in learning the requirements
of the position and the organization. The first three (3) months of employment are effective in
evaluating if the person, the job, and the organization are well matched. During this time, they
will be provided with the training and guidance from their manager. Under certain
circumstances, the orientation period may be extended at the request of the manager. At the end
of 90 days, if the relationship is agreeable to the employee and the employer, the employee may
be considered for regular employee status.

4. Employee Non-Disclosure Agreements

4.1 Non-Disclosure Statement
Company officers, employees, and independent contractors (Company Personnel) may be
granted access to sensitive private and/or personal information as a requirement of their duty
performance. In this capacity, the Company Personnel:

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1) Will consent to the terms of all management agreements in consideration of being

granted conditional access to certain information that is owned by, produced by, or in the
possession of any Company clients;
2) Will comply with the standards for access, dissemination, handling and safeguarding
of sensitive information;
3) Will not disclose or release any information provided to any organizational entity as it
relates to the clients working agreements without proper authority or authorization;
4) Should situations arise that warrant the disclosure or release of such information;
Company Personnel will do so only under approved circumstances and in accordance with the
laws, regulations, or directives applicable to the specific categories of information.
Employees shall promptly report to the appropriate official any loss, theft, misuse, misplacement,
unauthorized disclosure or other information violation they may have knowledge of and whether
or not they are personally involved. Employees understand that their anonymity will be kept to
the extent possible when reporting security violations.
4.2 Non-Solicitation Agreement
For a period of one (1) year after termination or cessation of employment with this company the
employee will not, on his own behalf or on behalf of any other person, partnership, association,
corporation or other entity, hire or solicit or in any manner attempt to influence or induce any
employee of this company or its affiliates to leave the employment of this company or its
affiliates, nor shall he use or disclose to any person, partnership, association, corporation or other
entity any information obtained while an employee of this company concerning the names and
addresses of company employees.
4.3 Inventions, Creations, Improvement or other Developments
All employees agree to disclose and assign to this organization, as a condition of employment,
any and all inventions, creations, mask works, improvements, or other developments whether
patentable, copyrightable or not, which employee may make or assist in making and which
results from the services performed on their job. Employee assigns to this organization, any and
all patents, copyrights, mask work registrations, and applications, both in the United States and
in any foreign country, in connection with any such inventions, creations, mask works,
improvements, or developments, and agrees to any and all acts which this organization may
reasonably request to secure any rights relating to such inventions, creations, mask works,
improvements, developments, patents, copyrights, or registrations.

5. Use of Office Equipment

5.1 Electronic Equipment Usage
All company or government furnished equipment to include computers and all data on the
machines are company and/or government property and will not be issued for private use; there
is no right of privacy for company and or government equipment.

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All employees should strive to remain productive by eliminating or minimizing non-work related
activities on company time. Use of company and government machines for unauthorized
personal use is grounds for dismissal.
Employees are prohibited from forwarding e-mails with irrelevant information that is not
permitted to the job (i.e. pictures, videos, website links and others). Using personal web based or
other personal e-mail accounts from your office machine is a policy violation. The same
guidance applies to Instant Messaging (IM) accounts for personal contacts. Company or
government information technology personnel may remove such accounts without notice.
Employees working on government sites and using government equipment will be required to
adhere to all applicable government rules and regulations as a condition of employment.
5.2 Office Phones
Supervisors have the ability to monitor calls made from company business telephones.
Managers are able to see who is on the phone, and to listen to conversations for training
purposes. Checking to see who a person is speaking with may be done by any supervisor at any
time, but approval to listen to a conversation will be personally approved by the company
President or above and will require justification by the supervisor in advance of the action.
5.3 Cell Phones
Employees on Government Contract. If a company employee is employed at a government
location, all equipment to include cell phones (if a cell phone is a job requirement) is usually the
responsibility of the government office that the employee is supporting. If the cell phone cost is
authorized in the contract, the company will provide the employee with a cell phone or authorize
reimbursement for use of a personal cell phone.
Employees not on Government Contract. If a cell phone is required to accomplish job
requirements, or for urgent business contact then a company cell phone or reimbursement for use
of a personal cell for business will be authorized. Reimbursement will vary based upon the cost
to the organization, but based upon the current cost; the reimbursement rate will be $30.00 for
the base cost and an additional $10.00 for usage. If the employee believes that he or she should
occasionally be reimbursed at a higher rate and can justify the increase in business use then a
claim may be submitted with justification. Approval of the increased rate will depend on what
the company would have been required to pay if the employee had been using a company
provided telephone. If the employee uses his or her own personal cell phone for work-related
business, the Company Direct-In-Dial (DID) telephone number will be issued for the employee
to use as a cell number and the company telephone system will be programmed to forward all
company cell calls to the employees personal cell phone. Under no circumstance will a
customer be given a personal cell telephone number only the company DID number (703-373XXXX) may be given to customers, or anyone else for business use. The company DID number
will also be used on business cards.
Contract or Non-Contract Occasional Business use. Employees who are not authorized a cell
phone for business use may claim reimbursement for occasional business use of a personal phone
in some circumstances. For example, a person in travel status may claim reimbursement on the
travel claim for an estimated and reasonable amount if the travel requires use of a personal cell
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phone for company business. The charge will be reflected on the travel voucher as
Business/Government Use of a Personal Cell Phone

6. Travel Policies
There are two types of travel required by employees, official government and official company
business. The following guidance will be used by all employees when conducting either type of
travel.
6.1 Budget/Joint Travel Regulation (JTR)
Employees making reimbursed travel reservations must strive to stay within budgeted amounts
and/or accepted government Joint Travel Regulations (JTR) authorized rates. Many companies
will honor the government rate on request if a person is traveling related to a government
contract. However, it is often less expensive to accept a commercial rate especially with
airlines. If the travel cost exceeds the government rate, the employee must document the effort
to stay within the government rate and obtain management approval to exceed the rate. First
class flights, luxury cars, or luxury hotel rooms at company or government expense are not
authorized, but an employee may choose more expensive options and pay the difference from
personal funds.
6.2 Per Diem
For official government travel, the JTR is the basis for reimbursement. Per Diem is for meals
and incidentals (laundry, dry cleaning, personal phone calls, etc.) when in a travel status. For
official travel information, including geographic locations and per diem rates, visit GSAs Per
Diem Rates webpage.
Example: If you look on the website example below at Little Rock Arkansas, Pulaski County:
$71.00 is your lodging limit for your hotel and $54 is your Meals and Incidentals (tips and other
incidentals are factored into this amount). Your max hotel per diem then, is $71.00. You cannot
exceed this dollar amount, so insure that your hotel does not exceed the authorized rate. Little
Rock is used to illustrate a point the cost for Little Rock is much higher than the National
Guard Professional Education Center (PEC), also in Little Rock, because billets and rations are
available; ensure you use the correct location for computing JTR rate when traveling to a
military post or base.

State
AR

Destination
Little Rock

Location
(usually
Counties
Pulaski

Season
Begin
Date

Season
End Date

FY06
Lodging
Rate
$71

FY06 M&IE
$54

Maximum
Per Diem
Rate
$125

Per Diem claims for day of departure and day of return is computed at 75% of the per Diem rate;
the first day and last day of your trip you receive 75% of the Meals and Incidentals Expenses
(M&IE) rate. So in our example above: 75% X $54 = $40.5 (for the first and last day of trip). It
does not make a difference if you travel after or before the duty day; the rate on a travel date is
75% of the M&IE rate.

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6.3 Rental Cars

A rental car should be considered for same day trips of several hundred miles but this is not a
required policy convenience is also a consideration. It is usually less expensive to rent a car
and put the high miles on the rental car instead of a privately owned vehicle. Do not rent luxury,
oversized or other type of vehicles that add to the cost of the rental fee.
6.4 Rental Car Insurance
If employees rent a vehicle using a company American Express card, they should not purchase
the auto rental agency insurance, as the American Express card provides this coverage, if it is not
included in the employees personal auto policy. If employees are not using a company
American Express card, their personal card does not provide coverage, and they do not have
personal auto insurance coverage, the rental company insurance may be purchased with advance
approval. Before purchasing this insurance, the employee must obtain advance approval from
his or her Manager or Supervisor. This is necessitated due to the fact that this insurance is
exorbitantly expensive and will have negative impact on travel budgets
6.5 Privately Owned Vehicles (POV)
If you are authorized to use a privately owned vehicle (POV), the mileage rate specified in the
JTR is the authorized rate. This policy applies to government or company travel. For official
government travel, visit GSAs Privately Owned Vehicle (POV) Mileage Reimbursement Rates
webpage to find the current POV reimbursement rate.
Employees are not paid mileage for regular commuting miles to and from their residence to the
primary workplace. Employees who are required to travel on company business to meetings,
classes, sales calls, etc. are only reimbursed mileage in excess of what would be considered their
normal commute.
6.6 Travel Claim for Reimbursement of Authorized Travel
6.6.1 Goal for Reimbursement
Managements goal is to reimburse employee travel before the employee receives a credit card
bill or as timely a reimbursement as possible. Achieving this goal requires prompt and accurate
submission of travel claims. A claim is submitted on company form 1351-2 and it can be printed
from the company website in the Employees section. Individual travelers are responsible for
completing their own travel claim. Travel claims will be submitted electronically (FAX or
scanned in an email) to the Company supervisor (Account or Program Manager) by COB each
Friday. Payment will be made within twenty-one (21) days of receipt of a correctly submitted
claim from the employee. Accounting pays vouchers twice monthly on the same date as payroll,
(by separate deposit to the employee bank account.)
Travel claims must be submitted within five (5) days of travel completion. Travel claims
submitted late may not be paid. Continual late submissions of travel claims may be lead to
disciplinary actions.
6.6.2 Receipts with a Travel Claim

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Receipts for travel expenses such as airfare, rental cars and hotel costs are required and must be
submitted with the travel claim. Receipts will not be submitted for meals and incidentals
because a daily per diem amount is paid as compensation rather than actual cost; incidental
expenses include items such as a haircut, shoe shine, or employee personal calls. Miscellaneous
work related expense such as business phone calls, copy or fax service are reimbursable and may
be claimed. Expenses of twenty-five dollars ($25.00) or less normally do not require a receipt,
but if required due to a specific contract requirement, affected employees will be notified.
6.6.3 Personal Expense While in Travel Status
Personal credit cards or cash should be used for personal charges, such as food and other
incidentals, as these are not reimbursable as itemized expense to the traveler. These expenses are
provided for in the daily per diem rate.
6.7 Company Credit/Travel Cards
6.7.1 General The Company provides employees with an American Express (AMEX) card for
business use when required by the position. Company policy limits the company provided card
use to business purposes and not for personal expense, except in emergency situations in a travel
status. Receipts are required for all expenses not claimed on a travel claim form (1351-2) with
the exception of parking. Charges under $25.01- receipts are not required; other specific policy
on receipts and card use is outlined below.
6.7.2 Meals and Entertainment
When used for business meals or entertainment, the receipt that is turned in must include the
meeting purpose, names, and business association of individuals in attendance regardless of the
amount.

6.7.3 Payment for Services for Other Employees

If the card is used to pay for a hotel, airline ticket, purchase meals or other items by someone
other than yourself (when authorized), the card holder is responsible for submitting a travel
voucher and/or receipts and an explanation pertaining to the charges. Use of a company
provided credit card for others is discouraged with the exception of major events such as a
conference, but it is acceptable for Program Managers to charge conference expense.
Conference charges such as hotel rooms or airline cost would not be unusual, but large charges
should be coordinated with Accounting. If the employee does not have a company credit card,
the first choice is use of personal card, and the second choice would be to provide the employee
with a travel advance.
Example of appropriate use to support an employee: If Jane Doe attends a conference and her
Account/Program Manager uses a company provided credit card to pay for her hotel room and
airline ticket, Accounting will receive two travel vouchers. The one from Jane Doe will show
that she claims nothing for her hotel room or airline ticket (because it was paid for by a company
credit card.). The Account/Program Manager must submit a travel claim with the hotel and
airline ticket receipts attached and a short explanation.

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6.7.4 Information Technology (IT) Purchases

All information technology purchases will be processed through the IT Department. Receipts are
required for all purchases, regardless of the amount.
6.7.5 Purchases Other Than IT and Travel
Purchases other than travel will be processed by the designated agent with supervisory approval.
For office supplies, orders will be consolidated by a designated administrative person. The
administrative person will coordinate with Purchasing to place the order. All other than travel
and IT purchases will be made as outlined above, unless otherwise approved by the Vice
President for Operations. All receipts must be annotated with the purpose of the charge and the
approving persons signature, and delivered or emailed to Accounting. If the receipt is emailed,
the person who approved the purchase will be copied on the email. Receipts are required for all
purchases, regardless of the amount.
6.8 Utilization of Government/Rental/Personal Vehicles
Employees who ride in or drive/operate a government or rental vehicle must sign an Agreement
for Utilization of Government and Rental Vehicles (Appendix D). In addition, employees who
transport passengers in performance of their job must ensure that passengers execute a Passenger
Release of Liability (ROL) (Appendix E). The ROL must be signed by passengers anytime a
passenger is transported to include transport in the employees personal vehicle.
a. Government Vehicles Employees working on contracts are frequently encouraged to operate
or ride in government vehicles in order to help reduce contract costs, but the company cannot
grant employees this authorization. Authority is usually authorized in a government contract, but
in some cases it may be permitted by local policy. (Vehicle use includes riding as a passenger in
government aircraft.) Authorization to utilize does not provide insurance coverage, and an
employee operating or riding as a passenger in a government vehicle must ensure that he/she has
adequate personal insurance coverage in the event of an accident or mishap. Additional
information is provided below regarding liability insurance.
b. Rental Vehicles Rental vehicles may be appropriate when an employee requires
transportation from/to airports, when traveling to conferences, or for other job related travel.
Employee personal liability insurance will normally provide necessary coverage and rental
company insurance should not be purchased as it is an expensive duplication of coverage. In
some cases an employee may rent a vehicle using an American Express or other credit card that
will provide additional, or even primary coverage if no other coverage is available. If the
employee has no personal auto insurance coverage, rental company insurance may be purchased
if funds are available and authorized in advance by the company Manager or Supervisor.
c. Vehicle Insurance Minimum insurance coverage is required to drive government vehicles by
Federal Acquisition Regulations (FAR), FAR paragraph 52.228-8 Liability and Insurance. And,
Company policy requires any employee operating a vehicle in the performance of their duties to
maintain the minimum liability insurance required by their state, territory, or jurisdiction as a
condition of employment. Company insurance may cover a difference in the employees
personal insurance coverage and required government or rental car coverage.

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Most personal individual automobile liability insurance policies provide coverage for an insured
person in non-owned vehicles to include rental cars and government vehicles. Employees must
provide the company confirmation from their insurance carrier of the coverage. Also, the
insurance must be transferable to cover any vehicle the insured individual drives. Examples of
typical coverage from a personal policy typically include:

Extension of liability and physical damage coverage to non-owned vehicles.

Personal injury protection/medical payments
Uninsured motorist coverage, in such cases where the coverage extends even if the
operator is not legally liable for damage.
Costs typically not covered on personal insurance policies include loss of use or
administrative fees typically found with rental companies, but these charges are often
covered by a credit card issuer like Visa or AMX. It is incumbent upon the traveler to
know their rights and responsibilities for insurance coverage or lack thereof.

d. Driving Records and Verification to HR All employees who drive a vehicle (including
personally owned, rental cars or government vehicles) are required to maintain good driving
records and carry the minimum insurance coverage as stated above. The following items must
be submitted to the company HR Department and receipt confirmed before an employee is
authorized to operate or ride in any vehicle in performance of their duties.
Proof from their insurance carrier confirming coverage and transferability.
A copy of a valid state drivers license.
A state Department of Motor Vehicles driving record check.
e. Safe Driving Driving may frequently be necessary as a part of conducting business. All
employees are expected to meet the following safety criteria at all times:
NO use of handheld cell phones while driving.
Seatbelts shall be worn by driver and all passengers.
Use of alcohol, drugs or other harmful substances, including certain over the counter
drugs that may interfere with driving is strictly prohibited.
Drive in a defensive, non-aggressive fashion.
Report any accidents first to local authorities then to their immediate supervisor and the
Company HR Department.
Use of tobacco products in any vehicle is prohibited.
6.9 Automobile Insurance
Many personal individual automobile insurance policies cover the insured in non-owned vehicles
to include rental cars and government vehicles. Examples of coverage from a personal policy
typically include:
Extension of liability and physical damage coverage to non-owned vehicles.
Personal injury protection/medical payments
Uninsured motorist coverage, in such cases where the coverage extends even if the
operator is not legally liable for damage.
Costs typically not covered on personal insurance policies include loss of use or administrative
fees typically found with rental companies, but these charges are often covered by a credit card
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issuer like Visa or AMX. It is incumbent upon the traveler to know rights and responsible for
insurance coverage or lack thereof.

7. Compensation Policies
7.1 Pay Days
Pay checks are electronically deposited on the eighth (8th) and twenty-third (23rd) day of the
month unless the eighth (8th) and twenty-third (23rd) is a non-banking day. In that event, pay will
be deposited the following banking day. Hourly employees will be paid actual hours worked
from the time sheet. For salaried employees, the annual salary is divided by twenty-four (24)
periods so that the pay is the same each pay period regardless of number of days in the period.
The payroll processing period should be adequate to avoid last minute adjustments. However, if
adjustments are necessary (hourly or salaried) because of absence after a payroll is submitted, the
adjustments are made the next pay period. Contractor and Commissioned personnel are paid on
the same pay periods as employees.
7.2 Overtime Payment
The standard workweek for full-time employees is 40 hours, including approved absences.
Normally, employees will not be expected to work overtime. If overtime is required, prior
approval of the Account/ Program or company manager must be obtained before an employee
works the overtime. If a government manager requests that an employee work overtime, the
employee should advise the government manager that they are not authorized to work the
overtime without prior company approval. All employees are to record all hours authorized and
worked, whether or not the total hours for the workweek are less than, equal to, or more than 40
hours. Non-productive time (lunch, vacation, holidays, sick time/bereavement, etc.) does not
count as hours worked for calculating overtime.
7.3 Professional Employees Uncompensated Overtime Policy
Full-time professional employees may find it necessary to work more than 40 hours in a week.
Such overtime will not be compensated (i.e., there will be no change in the paycheck). For fixed
labor-rate contracts, Accounting bills the customer at the rate specified in the contract for every
hour worked, which is in accordance with the terms of the contract. However, as many contracts
require prior customer approval before working beyond the standard workweek, such overtime
work is not to be performed without prior approval of management.
7.4 Hourly and Non-Exempt Employees (Full or Part-time)
Hourly and non-exempt employees are paid for approved overtime at the rate of one and one half
the hourly rate; non-exempt salary rate is based upon the hourly rate equivalent. Part-time
professional employees are classified as non-exempt employees by the Federal Wage and Hour
Law and will also be paid for authorized time worked beyond 40 hours in a single week, but
overtime work will not be performed without prior approval of management.

8. Paid Leave

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8.1 Leave General

Employees are granted paid leave after the first anniversary date. Beginning the second year
employees earn leave based upon the first year and accrue additional paid leave. The primary
purpose of vacation time is to allow employees to renew their physical and mental capabilities
and to remain fully productive employees. All employees are encouraged to take leave as earned
in order to achieve this purpose. Leave promotes rejuvenation and a positive work environment
and it is not intended for vacation time to be saved, accumulated, or lost. Employees must
review their schedules and work situations, and plan time off. In other words, employees should
benefit from time off as opposed to the possibility of developing stress and other personal or
health issues due to continuous work.
8.2 Vacation, Sick Leave, and Personal Time Off (PTO) During the First Year of
Employment
Employees are not eligible for paid absences during the first year of employment with the
exception of company recognized holidays. Full-time employees who are expected to remain
with the company more than a year may be permitted in exceptional circumstances to use up to
forty (40) hours of advance (vacation, sick, and PTO) paid time off during their first year with
approval from their company supervisor or Program/Account Manager. More than forty (40)
hours of advance paid leave requires approval of corporate executive in the supervisory chain. If
the employee terminates from the company before his or her first anniversary date for any
reason, voluntary or involuntary, the unearned vacation advance will be deducted from the final
pay-period payment, and the employee will be required to repay the advance if the final pay is
insufficient to cover the advance.
8.3 Vacation, Sick Leave, and Personal Time Off (PTO) Beginning the Second Year of
Employment
Accrual of hours for paid time is based upon paid regular hours worked and paid absences to
include holidays, sick leave, vacation, PTO, and bereavement. Accrual is not applicable to
unpaid hours off from work, unpaid leaves of absence or overtime hours. Part-time employees
earn vacation using the same formula as full-time employees (number of hours earned is less
because of the reduced number of hours paid). See the table following for specific accrual data.
8.4 Carry Forward & Payment for Vacation, Sick, and PTO Limitations
a.

Vacation. A maximum total of forty 40 hours vacation time may be carried forward
from one year to the next; the employee anniversary date is the annual adjustment
date. Vacation time is a use or lose benefit and employees who do not use their
vacation time will not be paid for lost time. However, an employee submitting their
resignation under amicable conditions with at least ten working days notice will be
paid for any vacation balance reflected on their current employee record to a
maximum of 80 hours. Employees terminated for cause forfeit any right to unused
vacation benefit or for cash payment.

b. Sick Leave. May be carried forward without limitation, but Employees are never
permitted to cash-in sick hours.

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c. Personal Time Off (PTO). PTO stops accruing at eight (8) hours and then resumes
accrual as PTO time is used; the PTO balance never exceeds eight (8) hours. PTO
cannot be cashed-in.
8.5 Rehired Former Employees
Employees who are terminated through no fault of their own and then rehired (normally because
of a new contract) within 30 days of termination will retain their original hire date for an
anniversary date, but leave will not accrue during the unpaid period.
8.6 Accrual Table
VACATION

First Year. No Hours Available.

1st Anniversary Date vacation is earned at the first year based upon the number of
hours paid during the first year and then hours immediately begin accruing per pay
period at 0.038462 hours for each hour paid (80 hours maximum earned annually)

4th Anniversary Date (after 4 years of current employment) accrue 0.057692 per
hour (120 hours maximum earned annually)

10th Anniversary (after 10 years of current employment) accrue 0.076923 hours per
hour (160 hours maximum earned annually)
SICK LEAVE

First Year. No Hours Available.

Beginning at the first anniversary date, earned time is based upon the number of hours
paid during the first year and then hours begin accruing per pay period at 0.015385
hours for each hour paid (32 hours maximum annually)
PERSONAL TIME OFF (PTO)

First Year. No Hours Available.

Personal Time Off (PTO) is earned for the first anniversary date based upon the
number of hours paid during the first year and then hours begin accruing per pay
period at 0.003846 hours for each hour paid (8 hours maximum annually)

8.7 Bereavement Leave

The bereavement leave policy is designed to provide employees with paid time away from work
to grieve and to handle matters related to a death in their family. Employees who wish to take

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time off due to a death will notify their employer supervisor immediately. With approval from
their employer supervisor, employees will be allowed up to three days paid absence from work in
the event of the death of a family member depending on the location of the funeral and the need
for direct participation with funeral arrangements. In unusual circumstances, if additional time is
needed, the employee may use accrued vacation or may request an unpaid leave of absence.
Bereavement leave will almost always be granted unless there are unusual business needs or
special staffing requirements. A notice from the funeral home or a newspaper announcement
may be requested.
Bereavement leave does not accrue from year to year. It is an employee benefit if and when
needed, has a maximum value of three paid days per year. Family members are defined as
spouse/significant other, children/step children, siblings, parents, grandparents, grandchildren or
other members of the employee's household residing with the employee. Extended Family
Member such as father-in-law, mother-in-law, brother-in-law, sister-in-law, aunts, uncles, nieces
and nephews of the employee are also included. In addition, if an employee feels that
bereavement benefits should apply because a special relationship existed with a deceased friend,
then the employee may request bereavement benefits beyond the family members described
above.
8.8 Grandfather Clause
Employees who join this company from an incumbent contractor company (not government
employees) will usually receive a grandfathered anniversary date for purposes of vacation and
sick leave earnings. The employee will be required to provide documentation (e.g. pay voucher
or timesheet) from the incumbent company to establish the grandfathered hire date. The voucher
should be submitted at hiring, but it must be submitted to HR Department section within 10
calendar days of the hire date.
Grandfathering permits an employee to earn vacation and sick time at the hourly accrual rate as
if they had been with this company since the original hire date with the incumbent company.
The tenure for vacation and sick leave earnings is based upon the grandfathered hire date, but all
employees begin their career with a zero balance for vacation and sick leave. The previous
employer/incumbent contractor will normally settle any earned, but unused vacation at
termination. However, if the previous employer did not settle with the employee before
termination, the employee may apply for credit with this company by providing written proof of
nonpayment to the HR Department.
If the employee has been working at the government site for one year or more as of the first day
of employment with this company, the new employee will begin earning vacation and sick leave
immediately and will be eligible to take their vacation time as it is earned. If the employee has
less than one year prior to employment with this company, he/she will not be eligible to take paid
vacation or sick leave until the combined current company and incumbent time is equal to one
year same as all other employees. As stated in the Vacation/Paid Leave section, company
supervisors may approve exceptions and permit employees to use paid vacation and or sick leave
before one year, but if the employee terminates for any reason prior to earning the time, the
employee is required to reimburse the company. This exception policy is applicable for
grandfathered employees as well.

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8.9 Holidays
Holiday pay for federal holidays is indicated below. Full-time employees are paid a full days
pay up to eight (8) hours of holiday pay if the full-time employee is entitled to receive pay for
any day during the same work week (i.e. actual worked days, vacation days or sick days paid
during that work week.). Part-time employees will receive a percentage of the holiday benefit
based on the number of hours the employee worked in the work week prior to the work week in
which the holiday occurs. They must also work any day during the same work week. (i.e. actual
worked days, vacation days or sick days paid during that work week.) to be eligible for holiday
pay. The general rule is that if the government and banks are closed (except for Columbus Day)
it will be a company holiday. The company reserves the right to amend or cancel holidays
based upon business necessity, but all Federal Holidays except Columbus Day are the general
rule*.
Holidays include:
New Years Day (Jan 1st or federally declared holiday)
Martin Luther King, Jr. Birthday, 3rd Monday in January
Washingtons Birthday/Presidents Day, 3rd Monday in February
Memorial Day, Last Monday in May
Independence Day (July 4th)
Labor Day, 1st Monday in September
Columbus Day is not a company holiday except for employees at a Government site*
Veterans Day, November 11th
Thanksgiving Day, (4th Thursday in November) & Friday following*
Christmas Day (December 25th)
* Employees working in government facilities will usually be required to take Columbus Day off
and work the Friday after Thanksgiving, but exceptions are permissible with government
approval. The Friday following Thanksgiving Day is not a federally recognized holiday, but
employees working in the company offices are granted that day as a substitute for Columbus
Day.
8.10 Military Leave Of Absence Policy
Because the importance of military service as a Reservist or National Guard member is valued,
the company will pay the difference in the employee salary and military compensation for up to
thirty days per year; the period may be extended for special circumstances. Employees are
required to reimburse the company for time taken if employment is voluntarily terminated prior
to the first anniversary date with the company, but as an exception, reimbursement by an
employee entering active military service will not usually be required.
In accordance with federal and state requirements, you will be granted leave should you enter
uniformed military service of the Armed Forces of the United States for active duty or training.
When returning from military leave, you are afforded reemployment rights and benefits in
accordance with the Uniformed Services Employment and Reemployment Rights Act of 1994 as

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well as any applicable state law. As a regular salaried or hourly employee, you are eligible for
military leave regardless of the length of your employment.
8.10.1 Salary Continuation during Military Leave of Absence
If you require a leave in order to participate in military training as a reservist, you will receive
the difference between your regular pay and your military base pay for a period of training duty
up to thirty calendar days per year, including time involved in traveling to and from this duty.
This leave is not counted against your accrued vacation benefits.
If you are a reservist called to active duty (as opposed to regular reserve training), you will
continue to receive the difference between regular pay and military base pay for a period of thirty
calendar days. You may request the extension of your salary differential by using your vacation
and sick leave accounts, or by a request for special consideration for differential pay to the
company. The accrued vacation extension will be at the regular rate of pay. However, after thirty
days of military duty, vacation and sick leave will cease to accrue.
In order to calculate a differential between the employees current pay and military base pay, all
pay is converted to an hourly rate. Only military base pay is considered for differential pay.
The first example below illustrates a situation with a higher military pay and consequently no
differential pay. The second example illustrates differential pay.
Example 1. No Differential Pay
Monthly
Annual
Hourly Rate
Military Base Pay
$3,133.50 $37,602.00 $18.081
Company Hourly Employee
$17.002
Company Salary Employee $3,000.00 $36,000.00 $17.313

Example 2. Differential Pay of $5.42 per Hour4

Monthly
Annual
Hourly Rate
Military Base Pay
$2,916.67 $35,000.00 $16.831
Company Hourly Employee
$22.252
Company Salary Employee $4,210.25 $50,523.00 $24.293

1. Converting Military Pay to Hourly Rates. To convert military base pay to an hourly rate,
multiply the monthly base pay on the current year DOD pay chart by twelve (12) and then divide
by 2080. Number of years service is factored. A copy of the pay voucher should be attached to
the timesheet for the payment period when the employee submits to payroll.
2. Hourly Employee Rate. Use actual rate.
3. Converting Salaried Employees to Hourly Rates. To convert salaried pay to hourly,
multiple the bi-monthly pay by twenty-four (24) and then divide by
2080.

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4. Computing Differential Pay. To compute differential pay, compare the hourly

rates. Example 2 above, the employees pay is $5.42 per hour more than the military hourly rate.
If the employee would have worked 80 hours in this pay period but did not because of four (4)
days of active duty during this pay period then he/she will be paid a differential of 32 hours (4
days at 8 hours) at $5.42 per hour. If the employee missed the entire pay period, then the
differential pay would have been eighty (80) hours times $5.42.

8.10.2 Health and Dental Benefits during Military Leave of Absence

Full employee benefits will continue for a military leave that does not exceed thirty days.
Employees are not required to pay more for such coverage. However, if additional dependent
elections are made on the health/dental plan, the employee is responsible to continue making the
premium payments. Please contact HR about making these payments during your leave.
If the military leave time exceeds 30 days, employees may then elect to continue coverage under
the companys group medical and dental plan, at their own expense, for up to 18 months during a
military leave.
8.10.3 Retirement/401K Plan during Military Leave of Absence
If an employee continues to receive pay, his contributions to the 401K plan will continue. Once
the employee returns from military duty and is reemployed, his or her period of military duty
will be counted as covered service for eligibility, vesting and benefit accrual purposes.
8.10.4 Reinstatement from Military Leave of Absence
An employee is responsible for seeking reemployment upon returning from military leave by
contacting the Office of Human Resources and the employees immediate supervisor. If military
leave is less than thirty-one (31) days, reemployment must be sought within the first scheduled
work day following the completion of service.
The Company reserves the right to request that an employee who is absent for a period of
military service in excess of 30 days provide documentation showing:

Employees application for re-employment is timely as governed by USERRA

Employees cumulative period of absence from current employment for military leave
has not exceeded the five year service limitation; and
Employees discharge from service was honorable as defined by USERRA.

Upon satisfactory completion of the above conditions, the company will reinstate eligible
employees according to the reemployment requirements governed by USERRA.
There are certain exceptions to the requirement to re-employ a returning service member which
include:

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That circumstances have so changed as to make such reemployment impossible or

unreasonable. For example, the employees employment was subject to continuation of a
government contract that is no longer in effect.
The individual has incurred a disability or aggravated a disability during such service,
and after reasonable effort to accommodate the disability, is no longer qualified due to
such disability and cannot be re-qualified and rehired without imposing an undue
hardship upon the company; or
The original employment was short term with no reasonable expectation of continued
employment.

8.11 Jury Duty Leave

Employees serving jury duty will be paid their regular pay. In order to file a claim for absence
due to jury duty, the employee will note the hours of jury duty on the time sheet and attach
documentation to the time sheet with proof of performance of jury duty. If an employee is
summoned for jury duty, you should immediately notify your employer supervisor and
government manager if applicable. The supervisor will work with the employee and payroll to
ensure proper payment.
8.12 Voting
Employees are encouraged to exercise their voting rights at all national, state and local elections.
Employees may be excused from regular duties and receive reasonable time off to vote with no
penalty. Please coordinate with the applicable government and employer managers.
8.13 Inclement Weather Days
The company inclement weather policy is intended to mirror government personnel polices in
regard to inclement weather; whether employee works in corporate offices or at a government
site. Company offices will usually be open or closed based upon the federal government
announcements on public television and radio regarding the status of federal government offices
for the office area where the personnel are located. Office closure or liberal leave policies are
the two most common announcements, with liberal leave as the most common occurrence.
8.14 Liberal Leave
If the Federal government announces a liberal leave policy, the decision to report to work will
rest solely with the employee; individuals may choose not to report to work without supervisory
approval and stay home. Personnel that do not report to work will be charged vacation leave
time; if the employee elects to take vacation leave and the result is a negative balance, the
negative balance may be carried forward until the employee has earned the time.
8.15 Office Closure
If the Federal government offices are completely closed, personnel may but will not be required
to report to work. They may choose to work at home or take the day off without penalty the
bottom line is that the individual must accomplish their work objectives. If the unannounced day
off requires additional make up time on other days, personnel are expected to come in early, stay
late, or work on a Saturday/Sunday as needed on their own initiative. The concept is to not
require comp time but rather to trust the employee to ensure that the necessary time is
expended toward the accomplishment of work objectives.

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If the federal government does not close or announce liberal leave, but the employees believes it
is unsafe to report to work, supervisory approval will be required and the same policy regarding
pay as outlined above for liberal leave will apply.
8.16 Government Shutdown
Government shutdowns are often a cause of confusion, but in the rare event that a government
shutdown occurs, employees should report to their normal work place as usual unless company
management or the government office manager has advised otherwise. If the employee report to
work and their office work place is closed, they will depart and immediately report to their
company manager preferably by email.
Our company policy is simple by necessity, except for employees that are permitted to work
because the government office remains open, employees supporting government office closed by
a Government shutdown must either take vacation/personal leave, or leave without pay. All
employees will be permitted to take paid leave even when the leave results in payment for
unearned leave, but the duration of advance paid leave may be limited depending on the duration
of the government shutdown.
Past history has shown that the few times the government has shut down it has usually only been
for a few days. As more information is known, every effort will be made to keep all employees
informed during these situations.

9. Employee Evaluations
9.1 Corporate Staff
Employee reviews will be performed at calendar year end for all corporate staff employees who
have been with the company at least six (6) months; employees with less than six (6) months on
the job will receive their first review the following year end. Employees will be notified by their
company supervisor prior to their evaluation to complete the employee portion of the Evaluation
Form. Once an evaluation is complete, the employees manager may submit an Employee Status
Change form to HR recommending an increase in pay, if appropriate. If approved, HR will
notify the supervisor, who will in turn, notify the employee.
9.2 Staff Working at Government Sites
Employee reviews will be performed at contract renewal. If an employee has been with the
company less than one year at contract end, they will receive an exit review, rather than an
annual evaluation. Employees will be notified by their Account or Program Manager prior to
their evaluation to complete the employee portion of the Evaluation Form. Pay increases (if
appropriate) will normally be in accordance with performance, contract clauses, and if applicable
Department of Labor Service Contract Act guidelines.
9.3 Employee Evaluation Forms
Employee Evaluation forms are located on the company Employee webpage. The support form is
to be used by the employee for a narrative summary of the individuals performance during the
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rating period. As appropriate, the following areas are recommended for possible inclusion in the
narrative and for discussion during the required counseling session. The Evaluation Form is used
by the employer supervisor to use during the counseling session. Neither the narrative nor the
counseling session is limited to these areas. Bullet statements may be used at the discretion of the
rater. Be specific; avoid abstract or vague words. The use of a supplemental sheet is limited to
referral reports or when the reviewing official no concurs with the rating; it must be signed by
the initiator and rate. Professional Factors: Job knowledge, job performance.
Personal Traits: Initiative and Reliability. Assessment of Growth Potential Based On:
Leadership (including directing and counseling), communicative skills (speaking, listening, and
writing), and education.

10. Benefits
10.1 Employee Insurance Benefits
Healthcare insurance is required for all regular full-time employees as a condition of
employment, but the company pays a Health and Welfare (H&W) payment each pay period to
help offset the cost of health insurance. However, the employee must first enroll in the company
health care plan, or provide proof of coverage such as Tricare or a spousal plan to HR before
becoming eligible for the H&W payment. Part-time employees receive the hourly H&W credit
for each hour worked, and those working at least twenty hours per week are eligible to
participate in the company health insurance plan; costs for part-time employees is the same cost
as full-time employees. Health and Welfare payment questions should be addressed to HR.
Company healthcare premium cost is a payroll pretax deduction.
10.2 Financial Planning
A 401(k) plan is available to active employees. Key components of the plan are outlined below.
Employees do not have a waiting period before they are eligible to initiate 401(k) contributions.
Contributions are pre-taxed: Employee contributions decrease taxable income.
Employee Increases/Decreases: The frequency of change in employee contribution to the plan is
determined by the rules of the companys plan provider.
Company Contribution: Every payroll period, the company will contribute one dollar for each
dollar the employee contributes up to 4% of the total gross of the employees last payroll check.
When Available: Contributions to the 401(k) are available to the employee when leaving the
company or retiring. If employees terminate employment prior to retirement, they may roll their
money over to an IRA account or into another 401(k) plan.
Loans on the 401(k): Loans are available, however, there are special limitations on the amount
you may borrow and required schedules. For more detailed information about the current 401(k)
plan, see the Human Resources Manager or go to our website under Employees and click on
Employee 401(k) site.
See following website for 401(k) tax guidance:
http://www.irs.gov/retirement/participant/article/0,,id=151786,00.html

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10.3 Tuition Assistance

After one year with the company, employees may claim reimbursement for out-of-pocket
tuition costs for job related or accredited degree training up to one-thousand ($1000) per year or
a total reimbursement not to exceed five-thousand ($5000) per employee for life. Out-of-pocket
means the employee is actually paying for the training or course from their personal funds. A
successful grade of C or equivalent is required for reimbursement and a diploma or completion
certificate along with proof of payment must be submitted to claim reimbursement. The claim
must be submitted while the claimant is a current employee and payment will be with a regular
payroll check or direct deposit. Programs Manager and/or company supervisors may approve
reimbursed training during the first year but if the employee is terminated (voluntary or
involuntary) for any reason during the first year of employment the employee will be required to
reimburse the company for the cost of the training unless the training was directed by the
company for the benefit of the company.
10.4 Awards Program
The goal of the company awards program is to acknowledge those employees who deserve
special recognition for longevity as an active member of the company and for those groups of
employees who have made a special contribution with exceptional performance in assigned
areas. While a simple thank you given to an employee or co-worker in a spontaneous, sincere
and timely way is often the most meaningful and powerful way to acknowledge appreciation for
a job well done, the company understands it is often appropriate and beneficial to the entire
department to acknowledge these achievements with awards.
a. Eligibility All employees of the company are eligible for an award under this policy.
b. Types of Awards Longevity awards are usually given at an individuals retirement or upon
achieving a milestone in time working for the company. These awards will be in the form of a
certificate (Certificate of Achievement and Certificate of Retirement), plaque or as determined
by the Program Manager or Department Heads. Awards that are given to an individual or group
of employees for outstanding job performance may also be in the form of a certificate
(Certificate of Appreciation), plaque or as determined by Program Managers and Department
Heads.
HR will maintain certificates and frames for individual awards and will also be responsible for
documentation of the award in the individuals personnel file. Program Managers and
Department Heads will receive an annual budget that may be used on awards other than
certificates. HR will be notified of all awards and awardees so documentation of the award can
be filed in the appropriate personnel folder.
c. Award Guidelines Longevity awards may be calculated on grandfathered time with the
company and may be awarded for; 5 Years, 7 Years, 10 Years and up. Retirement awards are
given when an individual retires from the company.
Group and Individual awards will normally be determined by Program Managers and
Department Heads but nominations will be considered.

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d. Nominations Nominations can be presented by any employee to their company manager. For
individual longevity awards, Human Resources (HR) will coordinate with Program Managers
and Department Heads to identify employees who are eligible. Nominations must be submitted
in a timely manner to allow for review and if warranted, preparation of the awards. Program
Managers and Department Heads may also make determinations on appropriate certificates
or awards based on specific information and job performance that they already monitor. All
nominations will be made in a letter format e-mail and will include the following:

Individual/s names
Work location
Specific dates of performance
Reason for recommendation
Desired comments

e. Presentation of Awards Opportunities to recognize: Where appropriate, recognition should

be given in a public venue, so that other employees can see the recognition. For contract
employees, recognition in front of clients may be appropriate and is encouraged.
Program Managers and Department Heads may choose to give an annual, quarterly or even
monthly award based around key activities and special occasions.
The following are known company events that currently take place during the course of the year
and are good opportunities for award presentations.
Christmas Parties (mainly Alexandria VA and Round Rock, TX)
Conferences
Site visits by PM/AMs
In some instances, it may be warranted for a Program Manager or Department Head to travel to a
location for the specific purpose of presenting an award.
f. Sample of Award Certificates
Certificate of Appreciation

Certificate of Retirement

Certificate of Achievement (Longevity or Special Achievement Certificate)

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10.5 Employee Referral Program

Great employees are often the best way to find other great employees, so we pay our employees
for referrals. Generally, employees can earn an employee referral bonus of one-hundred dollars
($100), or more based upon the significance of the position to be filled. Award amounts will be
recommended by the company staff and approved by senior management.
10.6 Employee Contract Referral Program
There are also referral bonuses for new contract business. No attempt is made to establish a set
referral bonus amount, but the possible bonuses can be determined by multiplying the number
and type of positions on the new contract, which was awarded. If an employee alerts
management of a contract opportunity, and the company wins the new contact, a referral bonus
would be paid to the employee. If the new contract was for nine (9) administrative positions and
a project lead, then the employee could expect to receive a referral bonus of at least nine (9)
times $350 to $750 for the administrative positions and perhaps another $750 for the project lead
position total minimum referral bonus could be forty-five hundred dollars ($4500). The
minimum referral bonus is based upon a referral and will increase with the amount of help the
employee can provide in securing the new contract. Referral bonuses are intended for the
company employees not conducting employee searches as part of their job.

11. Termination Policy

Should an employee decide to leave their current employment, we ask that they provide Human
Resources with at least two weeks advance notice in writing; a notice by way of email is
acceptable. Thoughtfulness is appreciated and will be noted favorably in the event the employee
wishes to reapply for employment at a later date..
Employees who are rehired following a break in service in excess of thirty days, other than an
approved leave of absence, must serve a new initial introductory period whether or not such a
period was previously completed. Such employees will be considered new employees from the
effective date of their re-employment for all purposes, including the measuring of benefits.
This company does not provide a letter of reference to former employees. Generally, we will
confirm upon written request dates of employment, salary history and job title/description.
The employer manager (Account/Program/Supervisor) will complete a termination report with
the employee and ensure that all company or government property, such as office keys, cell
phones, computers, badges, etc. are returned as appropriate. The Human Resources Manager
may complete a brief exit interview with departing employees. Employees may be asked to
voluntarily sign a Separation Agreement and General Release form. The company does not
normally provide severance pay, but if severance is paid, the signed agreement is required and is
not voluntary. If the exit interview cannot be conducted, then the immediate supervisor will
coordinate with HR to ensure all necessary close-out actions are completed. If property is not
returned, action will be taken to recoup any replacement costs and/or seek the return of company
property through appropriate legal recourse. Employees terminated for cause forfeit any right to
unused vacation and are not eligible for cash payment.

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Employees may be eligible to continue health insurance after leaving the company under the
Consolidated Omnibus Budget Reconciliation Act (COBRA). If so, the employee will receive
information regarding the coverage within 14 days of termination. Please contact the HR office
for further details. If an employee has a change of address after termination, HR should be
notified so tax information can be sent to the proper address

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Appendix A
TELEWORKING AGREEMENT
1. This establishes the terms and conditions of the agreement between
______________________ COMPANY and _____________________ EMPLOYEE
and shall be in effect until terminated by the COMPANY or the EMPLOYEE.
EMPLOYEE volunteers to participate in the teleworking program and to follow the
applicable guidelines and policies. The COMPANY agrees with the EMPLOYEE's
participation. Teleworking work location is as indicated below.2. Work Hours: Pay and
Attendance: All pay, leave and travel entitlement will be based on the EMPLOYEE's
official duty station. The EMPLOYEE's time and attendance will be recorded in the same
manner as all other employees. EMPLOYEE agrees to work at the office or teleworking
location and not from another unapproved site. Failure to comply with this provision may
result in termination of the agreement and/or other appropriate disciplinary action.
The following are the working hours and locations which are agreed to as a part of the
Teleworking Agreement:
Official Work Location: {Place name and
location}
Teleworking Location: {Place name and location}
General Work Hours:
*(Location)
O=Official Office
(Day)

(Hours)

T=Teleworking

Monday
Tuesday:
Wednesday:
Thursday:
Friday:
Saturday:
Sunday
Daily Lunch:

3. Equipment: The COMPANY supervisor and the EMPLOYEE must agree upon the
equipment to be used in teleworking. The COMPANY is not required to provide
equipment for the home office; however, with the approval of the COMPANY

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supervisor, the teleworker may be provided employer owned equipment necessary to

perform work assignments.
a. COMPANY-Owned Equipment (including teleworking services):

b. Maintenance of Equipment: Equipment provided by employer must be protected

against damage and unauthorized use. Employer-owned equipment will be serviced and
maintained by the employer. Equipment provided by the EMPLOYEE will be at no cost
to the employer and maintained by EMPLOYEE
4. Leave: EMPLOYEEs must obtain supervisory approval before taking leave in
accordance with established office procedures. The EMPLOYEE agrees to follow
established procedures for requesting and obtaining approval of leave.
5. Overtime: Overtime will be the rare exception as it is not normally approved on
Government contracts. The EMPLOYEE will work in normal pay status while working
at the home office. An EMPLOYEE working overtime, ordered and approved in advance,
will be compensated in accordance with applicable law and rules. The EMPLOYEE
understands that the supervisor will not accept work products resulting from unapproved
overtime. The EMPLOYEE agrees that failing to obtain proper approval for overtime
work may result in removal from the teleworking program or other appropriate action.
6. Cost: The employer will not be responsible for operating costs, home maintenance, or
any other incidental costs (e.g. utilities) associated with the use of the EMPLOYEE's
residence. The EMPLOYEE does not give up any reimbursement for authorized expenses
incurred while conducting official business for the employer.
7. Liability: The employer will not be liable for damages to the EMPLOYEE's property
resulting from participation in the teleworking program. In signing this document the
EMPLOYEE agrees to hold the COMPANY harmless against any and all claims,
excluding workers' compensation claims.
8. Workers' Compensation: The EMPLOYEE is covered by workers' compensation if
injured in the course of performing official duties at the teleworking location.
9. Verification of Home Safety: In signing this agreement the EMPLOYEE verifies that
the home office provides work space that is free of safety and fire hazards.

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10. Work Assignments: The EMPLOYEE will meet with the supervisor to receive
assignments and to review completed work. The EMPLOYEE will complete all assigned
work according to procedures mutually agreed upon with the supervisor.
11. Evaluation: The evaluation of the EMPLOYEE's job performance will be based on
established standards. Performance must remain satisfactory to remain a teleworker.
EMPLOYEEs will not be allowed to telework while on a performance improvement plan
(PIP). EMPLOYEE and supervisor agree to promptly complete and submit teleworking
evaluation materials and to attend periodic group meetings for the teleworking program.
12. Records: The EMPLOYEE will apply safeguards which are approved by the
employer to protect records from unauthorized disclosure or damage. All records, papers
and correspondence must be safeguarded for their return to the office.
13. Participation: The Curtailment of the Agreement: The EMPLOYEE may stop
participating in this program at any time. Management has the right to remove the
EMPLOYEE from the program if participation fails to benefit organizational needs.
14. Teleworking Work Plan: (Include a description of duties, how work output will be
reviewed and monitored, and how supervision will be provided.)
We agree to abide by the terms and conditions of this agreement.
EMPLOYEE: ____________________________________
COMPANY
Supervisor:____________________________________
Approving Authority: __________________________

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Date:
Date:
Date:

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Appendix B

Tuition Reimbursement Request

Employee Name:
Start Date:

Manager:

Amount Requested $
Contract Number #
Please attach receipt of Payment and Passing Grade for Reimbursement.
After one year with the company, employees may claim reimbursement for out-of-pocket tuition costs
for job related or accredited degree training up to one-thousand ($1000) per year or a total reimbursement
not to exceed five-thousand ($5000) per employee for life. Out-of-pocket means the employee is actually
paying for the training or course from their personal funds. A successful grade of C or equivalent is
required for reimbursement and a diploma or completion certificate along with proof of payment must be
submitted to claim reimbursement. The claim must be submitted while the claimant is an employee for
the company and payment will be with a regular payroll check or direct deposit. Supervisors may
approve reimbursed tuition during the first year, but if the employee is terminated (voluntary or
involuntary) or for any reason during the first year of employment the employee will be required to
reimburse the company for the cost of the tuition assistance.

I have read the above and agree to the terms of reimbursement should my employment terminate
with the company.
____________________________________________
Employee Signature

_________________
Date

____________________________________________
Manager Approval

__________________
Date

* If requesting an approval before one-year anniversary date, secondary approval by Program

Manage/Supervisor and next level of Management required.
____________________________________________
Secondary Approval

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________________
Date

42

Appendix C
Acceptance and Acknowledgement of Policies and Procedures
I acknowledge that I have read and fully understand the company policies and procedures, and the entitlements as outlined
in the Personnel Handbook. I fully understand the policy of non-disclosure of sensitive/private company and client
information. I also understand that the company will change entitlements and policies from time-to-time and that my
choice to remain in my position indicates my agreement to the policy changes. I understand that changes will be
distributed by company e-mail and that it is my responsibility to periodically review the Handbook on the official website
to ensure my understanding. If company policies conflict with the laws of the state of employment, the company will
adhere to the applicable law. If I do not wish to continue my employment following a change in company policy or
entitlement, I understand that I may terminate my position within fifteen (15) calendar days of the policy change and end
my association with the company under the previously published Personnel Handbook.
I understand that discussing my salary with anyone other than my immediate supervisor and/or manager, Human
Resources Manager or Payroll Manager is a policy violation and grounds for termination.
I understand that my tenure with the company may be subject to a government contract, and my assigned place of work
may be at a government office or location. If my employment is as described above, my employment is for the term of the
contact period unless otherwise agreed upon or extended in writing by the company. I understand that at the contract-end
date, or upon notice by the government to the company that the work under the contract performed by me has resulted in
unsatisfactory contract performance, my employment with the company is terminated without further notice. Upon
termination or resignation, I acknowledge my responsibility to return all company or government issued equipment and I
understand that I may be placed in a leave without pay status pending verification of such action. I understand that I will
not receive my final pay until all of the property is returned. I also agree that for a minimum of a one-year period or the
duration of a government contract (whichever is less), I will not solicit or accept employment from another company, or
from a government agency where my job would be in the same general business area as the position which I am accepting
with this employer.
I also understand that although the company may try to place me in another job, it is my responsibility to inquire about
other opportunities by contacting Human Resources Department and company managers. In some cases, the company
may attempt to help place me as an employee with other companies. My status is:
Full-Time Employee: (FTE)
I plan to satisfactorily complete a ninety day orientation period and become a Regular employee
Non-exempt or Exempt (Paid Actual Hours Worked or Salary)
Normally scheduled to work forty (40) hours per week
Eligible for company benefits for employee
Part-Time Employees (PT):
Paid Actual Hours Worked
Usually Non-exempt employee but could also be Exempt
Scheduled to work less than 30 hour week (Working 30 hours or more per week does not automatically change status)
Requires management approval to change status from PT to Full-time
Eligible for health insurance but at employee expense
Temporary Employees (TE):
Paid Actual Hours Worked
Usually non-exempt employee but could also be Exempt
Not eligible for health insurance
I understand that my status with this company is as (initial in correct block):
[___] Full-time Employee
[___] Part-Time Employee
[___] Temporary Employee
Signature: _____________________________________________________ Date: _______________________
Printed Name________________________________________________________________________
Company Acknowledgement: Signature: __________________________________ Date: _________________

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Appendix D

Agreement for Utilization of Government and Rental Vehicles

This AGREEMENT is made and entered into this _______day of ________________________, 20___, in
connection with any travel or commute using a Government owned or rental vehicle.

PARTIES
The parties to this agreement are as follows: Company Name:
, (hereinafter
designated as COMPANY); any Federal and State Governments, (hereinafter designated as GOVERNMENT);
and a vehicle operator or driver ____________________________________, (hereinafter designated as
DRIVER). The above-mentioned parties shall be collectively known as THE PARTIES.

Utilization of Government Vehicles

COMPANY cannot and will not authorize DRIVER to operate or ride in government vehicles. Authority is usually
authorized in a government contract, but in some cases it may be permitted by local policy. (Vehicle use includes
riding as a passenger in government aircraft.) DRIVER agrees that authorization to utilize does not provide
insurance coverage, and DRIVER operating or riding as a passenger in a government vehicle agrees that he/she must
have adequate personal insurance coverage in the event of an accident or mishap.

Utilization of Rental Vehicles

Rental vehicles may be appropriate when DRIVER requires transportation from/to airports, when traveling to
conferences, or for other job related travel. DRIVERs personal liability insurance will normally provide necessary
coverage and DRIVER agrees rental company insurance should not be purchased as it is an expensive duplication of
coverage. In cases DRIVER may rent a vehicle using an American Express or other credit that will provide
additional, or even primary coverage if no other coverage is available. If DRIVER has no personal auto insurance
coverage, rental company insurance may be purchased if funds are available and authorized in advance, by
COMPANYs Manager or Supervisor.

Automobile Insurance
In accordance with the Federal Acquisition Regulation (FAR) paragraph 52.228-8 Liability and Insurance Leased
Motor Vehicle, DRIVER is required to carry a minimum amount of insurance to drive government vehicles.
COMPANYs policy requires any employee operating any government owned or leased vehicle in the performance
of duties to maintain the minimum liability insurance required by their state, territory, or jurisdiction. If necessary,
COMPANY insurance will cover the difference in DRIVERs personal insurance coverage and the required
government coverage.
DRIVER agrees that personal liability insurance is required as a condition of employment if a vehicle is required for
job performance. Most personal individual automobile liability insurance policies provide coverage for an insured
person in non-owned vehicles to include rental cars and government vehicles. DRIVER must provide the company
confirmation from the insurance carrier of the coverage. DRIVER also agrees to ensure DRIVERs insurance must
be transferable to cover any vehicle DRIVER drives. Examples of typical coverage from a personal policy typically
include:
Extension of liability and physical damage coverage to non-owned vehicles.
Personal injury protection/medical payments
Uninsured motorist coverage, in such cases where the coverage extends even if the operator is not
legally liable for damage.
Costs typically not covered on personal insurance policies include loss of use or administrative fees
typically found with rental companies, but these charges are often covered by a credit card issuer like

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Visa or AMX. It is incumbent upon the traveler to know their rights and responsibilities for insurance
coverage or lack thereof.

Required Documents
DRIVER agrees to maintain good driving records and carry the minimum insurance coverage as stated above.
DRIVER agrees to submit the following items to COMPANYs HR Department and receipt confirmed before
DRIVER is authorized to operate or ride in any vehicle in performance of their duties:
Proof from their insurance carrier confirming coverage and transferability.
A copy of a valid state drivers license.
A state Department of Motor Vehicles driving record check.
A valid drivers license.

Safety Requirements
DRIVER agrees to meet the following safety criteria at all times:
There shall be NO use of handheld cell phones while driving.
Seatbelts shall be worn by driver and all passengers at all times.
Use of alcohol, drugs or other harmful substances, including certain over the counter drugs that may
interfere with driving is strictly prohibited.
DRIVER will drive in a defensive, non-aggressive fashion.
DRIVER must report any accidents first to local authorities then to their immediate supervisor and the
Corporate HR Department.
Use of tobacco products in any rented or government vehicles are prohibited.

ENTIRE AGREEMENT
This agreement is non-assignable and non-transferable and is made and entered into the state where travel
originated, and shall be enforced and interpreted under the laws of this state. When DRIVER signs this agreement
they will be expressing their intent and free will to be bound by all the terms and conditions stated above.
Furthermore, by placing their signature on this document, DRIVER agrees that the terms and conditions of this
agreement will be immediately binding unless and until all parties agree in writing to the contrary.
This agreement contains the entire agreement of the parties with respect to the matters covered by its terms. No
other agreement, statement, or promise made by any party, or to any employee, officer, or agent of any party that is
not contained in this agreement shall be any force or effect.
IN WITNESS WHEREOF, DRIVER has caused this Agreement to be executed as of the last date of execution
written below. DRIVER acknowledges that they have read this Agreement, understand it and agree to be bound by
its terms.

Signature

Date

Full Name of Driver (Typed or Printed)

Acceptance by Company Supervisor:

______________________________________________
Signature
Date

Acceptance by Corporate Human Resources:

______________________________________________
Signature
Date

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Appendix E

Passenger Release of Liability (PROL)

This RELEASE of LIABILITY is made and entered into this __________day of _____________________,
20________, for the purpose of releasing all liability in connection with and arising out of any travel as a passenger
in a vehicle not owned by the passenger such as the drivers personal vehicle, a Government owned (including
government aircraft), or rental vehicle.

PARTIES
The
parties
to
this
release
of
liability
are
as
follows:
(Company(s)
Name)_____________________________________ and
__________________________________________,
(hereinafter designated as COMPANY(s)); any Federal, State, or Local Governments of the United States of
America,
(hereinafter
designated
as
Government);
and
(Drivers
Full
Name)
___________________________________________________, (hereinafter designated as DRIVER), and any
passengers, or if any passenger is a minor, Parents or Legal Guardians to the passenger(s), (hereinafter designated as
PASSENGER(s)), The above-mentioned parties shall be collectively known as PARTIES or THE PARTIES.

RELEASE OF LIABILITY
In return for travel and commuting provided, on ___________ day of__________________________,
20__________, and on all future dates, PASSENGER(s) agrees and affirms to assume all risks associated or arising
from any provided travel or commute. PASSENGER(s) further agrees to release, hold harmless and forever
discharge GOVERNMENT (if vehicle is GOVERNMENT property), COMPANY(s) and DRIVER and each and
every officer, agent, employee, and representative of each from all claims, causes of action, damages, or demands of
any kind by myself, heirs, executors, administrators and assigns for personal injuries and property damage which
may have been caused or sustained from the arranged travel whether known or unknown, foreseen or unforeseen.
Furthermore, PASSENGER(s) agrees to indemnify all of the other PARTIES from and against all claims, damages,
losses, and expenses, including attorney fees, arising out of the arranged travel and hereby expressly agree to the
following:
1.
2.

3.

4.

5.

6.

2012 R5

It is the responsibility of the PASSENGER(s) to carry full and complete insurance coverage on,
personal property and person.
PASSENGER(s) agrees to assume any and all risks involving or arising from the PASSENGERs
travel or commuting provided by THE PARTIES by way of private owned, Government Owned or
rental vehicle, without limitation, the risks of death, bodily injury, property damage, collisions with
vehicles, fire or explosion, the unavailability of emergency medical care, or the negligence or
deliberate act of another person.
PASSENGER(s) agrees to hold all of the other PARTIES and all successors, assigns, subsidiaries,
affiliates, officers, directors, employees and agents completely harmless, not liable, and release them
from all liability whatsoever. PASSENGER(s) agrees not to pursue legal action against them on
account of, or in connection with, any claims, causes of action, injuries, damages, cost or expenses
arising out of PASSENGERs travel or commuting provided by other PARTIES by way of private
owned, Government Owned or rental vehicle, including without limitation, those based on death,
bodily injury, and property damage, including consequential damages.
PASSENGER(s) agrees to waive the protection afforded by any state of federal statute or law in any
jurisdiction whose purpose, substance, and/or effect is to provide that a general release shall not extend
to claims, material or otherwise, which the person giving the release does not know or suspect to exist
at the time of executing the release.
PASSENGER(s) agrees to indemnify and defend the other PARTIES against, and hold them harmless
from, any and all claims, causes of action, damages, judgments, costs or expenses, including attorneys
fees, which in any way arise from the PASSENGERs travel or commuting provided by the other
PARTIES by way of private owned, Government Owned or rental vehicle.
PASSENGER(s) agrees to abide by the following safety criteria:

46

7.

Seatbelts shall be worn at all times.

Use of alcohol, drugs, other harmful, and illegal substances are strictly prohibited.
The use of tobacco products in any rented or government vehicles are prohibited.
Any actions that are distracting to DRIVER or prevent DRIVER from safe vehicle operation are
prohibited.
Arms or legs will not be extended from the vehicle at any time the vehicle is in motion.
Directions of DRIVER will be adhered to at all times.
This agreement is non-assignable and non-transferable and is made and entered into the state where
travel originated, and shall be enforced and interpreted under the laws of this state. When DRIVER,
PASSENGER and PASSENGERs parent or guardian (if PASSENGER is a minor) sign this
agreement they will be expressing their intent and free will to be bound by all the terms and conditions
stated above. Furthermore, by placing their signature on this document, all parties agree that the terms
and conditions of this agreement will be immediately binding on all parties unless and until all parties
agree in writing to the contrary.
ENTIRE AGREEMENT

This agreement contains the entire agreement of the parties with respect to the matters covered by its terms.
No other agreement, statement, or promise made by any party, or to any employee, officer, or agent of any
party that is not contained in this agreement shall be any force or effect.
IN WITNESS WHEREOF, DRIVER and PASSENGER have caused this Release of Liability to be executed
as of the last date of execution written below. Each Party acknowledges that they have read this Release of
Liability, understand it and agree to be bound by its terms.

FOR: DRIVER

Signature

Name (Typed or Printed)

FOR: PASSENGER or
PARENT/GUARDIAN

Date

Signature (Parent/Legal Guardian if Passenger is a minor)

Date

Passenger Name (Typed or Printed)

Parent/Guardian Name (If Applicable)

Passenger Name (Typed or Printed)

Signature (Parent/Legal Guardian if Passenger is a minor)

Date

Parent/Guardian Name (If Applicable)

Passenger Name (Typed or Printed)

Signature (Parent/Legal Guardian if Passenger is a minor)

Date

Parent/Guardian Name (If Applicable)

Passenger Name (Typed or Printed)

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Signature (Parent/Legal Guardian if Passenger is a minor)

Date

47

Parent/Guardian Name (If Applicable)

***If additional signatures are required then attach an additional signature page. All additional signature
pages are incorporated herein by reference. ***

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Appendix F
Business Ethics and Organizational Conflicts of Interest Poster
Service Provider

SKYLINE
Ultd Inc.

REPORT FRAUD
CALL THE SKYLINE OPERATIONS OFFICE TO REPORT FRAUD
Report Fraud or Misconduct Relating to the Receipt or
Expenditure of Contract Funds.

Phone: 866-671-9200
During working hours ask the receptionist to connect you to the
Skyline Operations Officer.
After working hours, the automated menu will give you the option
to connect to the Skyline Operations Officer. You will then be
connected to the Skyline Operations Officer voice mail.

E-mail fraudhotline@skyline-ultd.com

Mail: Skyline Ultd Inc.

16333 S. Great Oaks Dr Suite 121
ATTN: OPERATIONS OFFICER
Round Rock TX 78681

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Appendix G
Skyline Health, Dental & Other Insurance Cost

Description of Coverage

Rounded to Nearest $
Monthly
Employee Approximate OutPremium - Deduction per of Pocket Cost
Per Pay Period
HC, Dental,
Pay Period
STD & Life
(24 Periods) after H&W Pay1 & 2

Package Coverage - Health Care (HC), Dental, 10K Life Ins, & Short Term Disability (STD)
Employee Only - No Other Coverage
$638
Employee w/Children Only
$780
Employee & Spouse Only
$780
Employee & Family
$1,135

$319
$390
$390
$568

$8
$79
$79
$256

Optional Dental and Short Term Disability & Life without Complete Health Care Package 4
Dental Only
Employee Only - No Other Coverage
Employee w/Children Only
Employee & Spouse Only
Employee & Family
Short Term Disability (STD) & 10K Life (Employee Only)

Monthly Per Pay Period

$28
$14
$60
$30
$60
$30
$95
$48
$20

$10

Notes:
1. Health and Welfare (H&W) Pay is paid with proof of insurance, or when the employee enrolls in the company plan.
2. Health & Welfare Pay Rate is as follows: Hourly Pay 3.59 Per Hour, or Approximate Monthly: $622.00, or Per Pay Period: $311.00
3. Employee only health Insurance is required as a condition of employment, but may be provided by a source other than the company.
4. Employees with health insurance through another source may purchase Dental, STD or Life insurance at the above premiums.
5. Premium rates are based upon the plan in effect at the time of employment and may change with revisions to the plan.
Effective: 1 Jan 2012

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(Table Reformatted 30 Mar 2012)

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