Professional Documents
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Employment Manual
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Change Description
Note The content of a manual does not constitute nor should it be construed as a promise of
employment or as a contract between [Organization Name] and any of its employees.
[Organization Name] at its option, may change, delete, suspend, or discontinue parts or the policy
in its entirety, at any time without prior notice.
Effective xx/xx/xxxx
279701227.doc
Last printed 4/7/2004 1:08:00 AM
Employment Manual
TABLE OF CONTENTS
1
INTRODUCTION
1.1
Welcome 3
1.2
History
1.3
Changes in Policy 3
Employment Classification 3
2.2
EMPLOYMENT POLICIES
3.1
3.2
Affirmative Action/Diversity 3
3.3
3.4
3.5
3.6
Criminal Records
3.7
Anniversary Date
3.8
3.9
3.10
3.11
Safety
3.12
Building Security
3.13
Personal Property 3
3.14
Health-related Issues
3.15
3.16
3.17
Employment of Relatives
3.18
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3
3
3
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2 at its option, may change, delete, suspend or
discontinue parts or the policy in its entirety, at any time without prior notice.
In the event of a policy change, employees will be notified. Any such action
shall apply to existing as well as to future employees.
Employment Manual
STANDARDS OF CONDUCT
4.1
General Guidelines 3
4.2
4.3
Work Schedule
4.4
4.5
Unscheduled Absence
4.6
4.7
Harassment Policy 3
4.8
4.9
4.10
4.11
Ethical Standards 3
4.12
Dress Code
4.13
Use of Equipment 3
4.14
4.15
Use of Internet
4.16
4.17
Smoking Policy
4.18
4.19
Gifts
4.20
4.21
Complaint Procedure
4.22
Corrective Procedure
4.23
Crisis Suspension 3
4.24
Transfer Policy
4.25
Outside Employment
4.26
Employment Termination/Resignation
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3
3
3
3
3
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In the event of a policy change, employees will be notified. Any such action
shall apply to existing as well as to future employees.
Employment Manual
4.27
Exit Interview
4.28
COMPENSATION POLICIES
5.1
Base Compensation
5.2
Performance Bonuses
5.3
Employee Ownership
5.4
Timekeeping Procedures
5.5
Overtime Pay
5.6
5.7
5.8
3
3
3
6.1
6.2
Health Insurance
6.3
Dental Insurance
6.4
6.5
Disability Insurance3
6.6
6.7
COBRA Notification
6.8
6.9
Workers Compensation
6.10
Unemployment Compensation
6.11
Social Security
6.12
6.13
Educational Assistance
6.14
3
3
3
3
3
3
3
3
TIME-OFF BENEFITS 3
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In the event of a policy change, employees will be notified. Any such action
shall apply to existing as well as to future employees.
Employment Manual
7.1
Holiday Policy
7.2
Vacation Time
7.3
Sick Leave 3
7.4
Bereavement Leave
7.5
Jury Duty 3
7.6
7.7
7.8
7.9
7.10
EXPENSES
Introduction
8.2
8.3
Expense Reimbursement
8.4
Relocation 3
9.1
Open Communication
9.2
Staff Meetings
9.3
9.4
Suggestions
9.5
Closing Statement 3
10
ACKNOWLEDGMENT 3
11
APPENDICES 3
Employment Manual Sections Omitted
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EMPLOYEE COMMUNICATIONS
11.1
8.1
[Organization
Name]
Page
5 at its option, may change, delete, suspend or
discontinue parts or the policy in its entirety, at any time without prior notice.
In the event of a policy change, employees will be notified. Any such action
shall apply to existing as well as to future employees.
Employment Manual
INTRODUCTION
This document has been developed by Human Resources Department in order to
familiarize employees with [Organization Name] and provide information about working
conditions, key policies, procedures, and benefits affecting employment at [Organization
Name].
1.1
Welcome
[Use the following sample text, or replace it with your own statement of welcome.]
Welcome to [Organization Name]! We are happy to have you as a new member of our
family!
The mission of [Organization Name] is [your mission statement].
1.2
History
[Replace this text with your own history.]
1.3
Changes in Policy
[Use the following sample text, or replace it with your own policy.]
This manual supersedes all previous employee manuals and memos.
While every effort is made to keep the contents of this document current, [Organization
Name] reserves the right to modify, suspend, or terminate any of the policies, procedures,
and/or benefits described in the manual with or without prior notice to employees.
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Name]
Page
6 at its option, may change, delete, suspend or
discontinue parts or the policy in its entirety, at any time without prior notice.
In the event of a policy change, employees will be notified. Any such action
shall apply to existing as well as to future employees.
Employment Manual
2.1
Employment Classification
[Use the following sample text, or replace it with your own definitions.]
Employees of [Organization Name] are classified as either exempt or non-exempt.
This is necessary because, by law, employees in certain types of jobs are entitled to
overtime pay for hours worked in excess of forty (40) hours per workweek.
In addition to the above overtime classifications, every employee is assigned an
employment status classification: regular full-time, regular part-time, temporary (full-time
or part-time), regular hourly, contingent hourly, etc.
2.2
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discontinue parts or the policy in its entirety, at any time without prior notice.
In the event of a policy change, employees will be notified. Any such action
shall apply to existing as well as to future employees.
Employment Manual
3
3.1
EMPLOYMENT POLICIES
Equal Employment Opportunity
[Use the following sample text, or replace it with your own policy.]
[Organization Name] is an equal employment opportunity employer. Employment
decisions are based on merit and business needs, and not on race, color, citizenship
status, national origin, ancestry, gender, sexual orientation, age, weight, religion, creed,
physical or mental disability, marital status, veteran status, political affiliation, or any other
factor protected by law.
3.2
Affirmative Action/Diversity
[Use the following sample text, or replace it with your own policy.]
[Organization Name] is committed to affirmative actions that will build on the strengths of
our current workforce and continually enhance the diversity of our organization. Our
actions include, but are not limited to, the following:
3.3
[Action]
[Action]
[Action]
3.4
3.5
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In the event of a policy change, employees will be notified. Any such action
shall apply to existing as well as to future employees.
Employment Manual
3.6
Criminal Records
[Use the following sample text, or replace it with your own policy.]
When appropriate, a criminal record check is performed to protect [Organization Name]s
interest and that of its employees and clients.
3.7
Anniversary Date
[Use the following sample text, or replace it with your own policy.]
The first day an employee reports to work is his or her official anniversary date. This
anniversary date is used to compute the following benefits:
3.8
[Benefit]
[Benefit]
[Benefit]
3.9
[Document]
[Document]
[Document]
[Organization
Name]
Page
9 at its option, may change, delete, suspend or
discontinue parts or the policy in its entirety, at any time without prior notice.
In the event of a policy change, employees will be notified. Any such action
shall apply to existing as well as to future employees.
Employment Manual
3.11 Safety
[Use the following sample text, or replace it with your own policy.]
The safety and health of employees is a priority. [Organization Name] makes every effort
to comply with all federal and state workplace safety requirements. [Organization Name]s
workplace safety rules and regulations are the following:
Each employee is expected to obey safety rules and exercise caution and common
sense in all work activities.
Employees are not allowed on [Organization Name] property after hours without prior
authorization from their supervisor.
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10 at its option, may change, delete, suspend or
discontinue parts or the policy in its entirety, at any time without prior notice.
In the event of a policy change, employees will be notified. Any such action
shall apply to existing as well as to future employees.
Employment Manual
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[Organization
Name]
Page
11 at its option, may change, delete, suspend or
discontinue parts or the policy in its entirety, at any time without prior notice.
In the event of a policy change, employees will be notified. Any such action
shall apply to existing as well as to future employees.
Employment Manual
4
4.1
STANDARDS OF CONDUCT
General Guidelines
[Use the following sample text, or replace it with your own policy.]
All employees are urged to become familiar with [Organization Name] rules and
standards of conduct and are expected to follow these rules and standards faithfully in
doing their own jobs and conducting the companys business.
4.2
4.3
Work Schedule
[Use the following sample text, or replace it with your own policy.]
Unless otherwise specified, regular full-time employees are expected to work at least
forty (40) hours per workweek.
4.4
4.5
Unscheduled Absence
[Use the following sample text, or replace it with your own policy.]
Absence from work for three (3) consecutive days without notifying management or the
Human Resources Department will be considered a voluntary resignation.
4.6
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discontinue parts or the policy in its entirety, at any time without prior notice.
In the event of a policy change, employees will be notified. Any such action
shall apply to existing as well as to future employees.
Employment Manual
[Organization Name] encourages employees to take a rest period and provides a paid
rest period of ten minutes in the morning work period and ten minutes in the afternoon
work period.
4.7
Harassment Policy
[Use the following sample text, or replace it with your own policy.]
[Organization Name] does not tolerate workplace harassment. Workplace harassment
can take many forms. It may be, but is not limited to, words, signs, offensive jokes,
cartoons, pictures, posters, e-mail jokes or statements, pranks, intimidation, physical
assaults or contact, or violence.
4.8
4.9
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discontinue parts or the policy in its entirety, at any time without prior notice.
In the event of a policy change, employees will be notified. Any such action
shall apply to existing as well as to future employees.
Employment Manual
[Organization Name] insists on the highest ethical standards in conducting its business.
Doing the right thing and acting with integrity are the two driving forces behind
[Organization Name]s great success story. When faced with ethical issues, employees
are expected to make the right professional decision consistent with [Organization
Name]s principles and standards.
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Name]
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discontinue parts or the policy in its entirety, at any time without prior notice.
In the event of a policy change, employees will be notified. Any such action
shall apply to existing as well as to future employees.
Employment Manual
distribute copies of copyrighted material without authorization (Section 106). The only
exception is the users right to make a backup copy for archival purposes (Section 117).
4.19 Gifts
[Use the following sample text, or replace it with your own policy.]
Advance approval from management is required before an employee may accept or
solicit a gift of any kind from a client. Employees are not permitted to give unauthorized
gifts to clients.
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Name]
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15 at its option, may change, delete, suspend or
discontinue parts or the policy in its entirety, at any time without prior notice.
In the event of a policy change, employees will be notified. Any such action
shall apply to existing as well as to future employees.
Employment Manual
2. [Step 2]
3. [Step 3]
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In the event of a policy change, employees will be notified. Any such action
shall apply to existing as well as to future employees.
Employment Manual
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[Organization
Name]
Page
17 at its option, may change, delete, suspend or
discontinue parts or the policy in its entirety, at any time without prior notice.
In the event of a policy change, employees will be notified. Any such action
shall apply to existing as well as to future employees.
Employment Manual
5
5.1
COMPENSATION POLICIES
Base Compensation
[Use the following sample text, or replace it with your own policy.]
It is [Organization Name]s desire to pay all employees wages or salaries that are
competitive with other employers in the marketplace and in a way that will be
motivational, fair, and equitable. Compensation may vary based on roles and
responsibilities, individual, and company performance, and in compliance with all
applicable laws.
5.2
Performance Bonuses
[Use the following sample text, or replace it with your own policy.]
Performance bonuses may be given to [Organization Name] employees at the discretion
of management. There are two factors that typically determine bonus availability and
amounts: (a) Company PerformanceProfits, (b) Personal Performance.
5.3
Employee Ownership
[Use the following sample text, or replace it with your own policy.]
At [Organization Name], employee ownership provides an opportunity for employees to
share in the growth potential of [Organization Name] and thereby creates a positive
incentive for employees. Currently, [Organization Name] has two employee ownership
plans; the Employee Stock Ownership Plan (ESOP) and the Incentive Stock Option Plan
(ISOP).
5.4
Timekeeping Procedures
[Use the following sample text, or replace it with your own policy.]
By law, [Organization Name] is obligated to keep accurate records of the time worked by
employees. Each employee must fill out the appropriate electronic [Organization Name]
time record each week, and time records must be completed in accordance with the
[Organization Name] time-reporting guidelines.
5.5
Overtime Pay
[Use the following sample text, or replace it with your own policy.]
Overtime compensation is paid to non-exempt employees in accordance with federal and
state wage and hour restrictions. All overtime work performed must receive the
supervisors prior authorization.
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Name]
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18 at its option, may change, delete, suspend or
discontinue parts or the policy in its entirety, at any time without prior notice.
In the event of a policy change, employees will be notified. Any such action
shall apply to existing as well as to future employees.
Employment Manual
5.6
5.7
5.8
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discontinue parts or the policy in its entirety, at any time without prior notice.
In the event of a policy change, employees will be notified. Any such action
shall apply to existing as well as to future employees.
Employment Manual
6
6.1
6.2
Health Insurance
[Use the following sample text, or replace it with your own policy.]
All eligible U.S. employees may choose a nationwide Preferred Provider Organization
(PPO) medical insurance plan. Eligible employees effective date of coverage will be the
first of the month following 30 days employment with [Organization Name].
6.3
Dental Insurance
[Use the following sample text, or replace it with your own policy.]
[Organization Name] has made every effort to find a comprehensive dental plan that will
meet the needs of both families and individuals. A detailed explanation of benefits and
how to use the insurance is available in the dental summary plan booklet provided by the
insurance company.
6.4
6.5
Disability Insurance
[Use the following sample text, or replace it with your own policy.]
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discontinue parts or the policy in its entirety, at any time without prior notice.
In the event of a policy change, employees will be notified. Any such action
shall apply to existing as well as to future employees.
Employment Manual
6.6
6.7
COBRA Notification
[Use the following sample text, or replace it with your own policy.]
According to the federal Consolidated Omnibus Budget Reconciliation Act (COBRA) of
1985, in the event of your termination of employment with [Organization Name]or loss of
eligibility to remain covered under [Organization Name]s group health insurance
program, employees and their eligible dependents may have the right to continued
coverage under [Organization Name]s group health insurance program for a limited
period of time at their own expense. Consult the Benefits Administrator for details.
6.8
6.9
Workers Compensation
[Use the following sample text, or replace it with your own policy.]
All employees are entitled to Workers Compensation benefits paid by [Organization
Name]. This coverage is automatic and immediate and protects employees from workrelated injury or illness. If an employee cannot work due to a work-related injury or illness,
Workers Compensation insurance pays his or her medical bills and provides a portion of
his or her income until he or she can return to work.
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Name]
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21 at its option, may change, delete, suspend or
discontinue parts or the policy in its entirety, at any time without prior notice.
In the event of a policy change, employees will be notified. Any such action
shall apply to existing as well as to future employees.
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Name]
Page
22 at its option, may change, delete, suspend or
discontinue parts or the policy in its entirety, at any time without prior notice.
In the event of a policy change, employees will be notified. Any such action
shall apply to existing as well as to future employees.
Employment Manual
to take advantage of the continuing education initiative and further job specific training. All
courses must be approved by a supervisor and a Human Resources representative.
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Name]
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discontinue parts or the policy in its entirety, at any time without prior notice.
In the event of a policy change, employees will be notified. Any such action
shall apply to existing as well as to future employees.
Employment Manual
7
7.1
TIME-OFF BENEFITS
Holiday Policy
[Use the following sample text, or replace it with your own policy.]
All [Organization Name] employees of regular status are eligible for holiday pay. Holiday
pay will be based on the employment status of the employee, i.e., full-time employees will
be credited with 8 hours of holiday pay and part-time employees will be credited with 4
hours of holiday pay, per holiday. [Organization Name] recognizes the following holidays
as paid holidays:
7.2
[Holiday]
[Holiday]
[Holiday]
Vacation Time
[Use the following sample text, or replace it with your own policy.]
All regular status [Organization Name] employees are eligible to accrue vacation time.
Vacation hours accrue on a monthly basis. Employees hired before the 15th day of the
month begin to accrue vacation starting with the month they were hired in. Employees
who begin employment on or after the 15th day of the month begin accruing vacation the
month following the date of hire. The vacation accrual policy for regular full-time
employees and regular part-time employees is as follows:
[Replace this text with your vacation-accrual policy.]
7.3
Sick Leave
[Use the following sample text, or replace it with your own policy.]
Sick leave may be used during an employees own illness or for an illness in the
employees immediate family. Sick leave will be limited to six (6) 8-hour days per year for
all regular full-time employees and six (6) 4-hour days for all regular part-time employees.
7.4
Bereavement Leave
[Use the following sample text, or replace it with your own policy.]
Generally, a full-time or part-time employee shall be entitled to Bereavement Leave upon
the death of a spouse (including a de facto spouse), son, daughter, stepson,
stepdaughter, parent, stepmother, stepfather, brother, sister, stepbrother, stepsister,
grandson, granddaughter, grandparent, mother-in-law, father-in-law, son-in-law, or
daughter-in-law.
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discontinue parts or the policy in its entirety, at any time without prior notice.
In the event of a policy change, employees will be notified. Any such action
shall apply to existing as well as to future employees.
Employment Manual
7.5
Jury Duty
[Use the following sample text, or replace it with your own policy.]
[Organization Name] is committed to supporting the communities in which [Organization
Name] operates, including supporting [Organization Name] employees in fulfilling their
responsibilities to serve as jurors whenever it is possible. When an employee receives
notification regarding upcoming jury duty, it is their responsibility to notify their direct
supervisor and Human Resources within one business day of receiving the notice.
7.6
7.7
7.8
7.9
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In the event of a policy change, employees will be notified. Any such action
shall apply to existing as well as to future employees.
Employment Manual
of absence must be requested in writing and are subject to the discretion of management
and the Human Resources Department.
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discontinue parts or the policy in its entirety, at any time without prior notice.
In the event of a policy change, employees will be notified. Any such action
shall apply to existing as well as to future employees.
Employment Manual
8
8.1
EXPENSES
Introduction
[Use the following sample text, or replace it with your own policy.]
The following is a comprehensive guide to the [Organization Name] expense policy and
procedures for the reporting and reimbursement of expenses. Any manager who
approves expense reports should be familiar with this policyauthorizing an expense
report indicates to [Organization Name] that the expenses reported are legitimate,
reasonable, and comply with this policy.
8.2
8.3
Expense Reimbursement
[Use the following sample text, or replace it with your own policy.]
Under ordinary circumstances, it is the policy of [Organization Name] to reimburse travel
expenses on the basis of actual expenses involved. Persons traveling on [Organization
Name] business are entitled to transportation, hotel accommodation, meals, and limited
incidentals (for example, taxis and telephone calls) that meet reasonable and adequate
standards for convenience, safety, and comfort.
8.4
Relocation
[Use the following sample text, or replace it with your own policy.]
This policy applies to current and newly hired [Organization Name] employees who will
be relocated to a new office or location. Management, Human Resources, and Finance
must formally approve all moves.
[Organization Name] will pay reasonable costs of transportation and lodging in
connection with the transfer of the employee and the employees dependents from the
old location to the new location. Travel to the new location will be by the most direct
route, and lodging arrangements should be made by or approved by Human Resources.
This covers the period from when the employee leaves the old location and travels
directly to the new location.
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Name]
Page
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discontinue parts or the policy in its entirety, at any time without prior notice.
In the event of a policy change, employees will be notified. Any such action
shall apply to existing as well as to future employees.
Employment Manual
9
9.1
EMPLOYEE COMMUNICATIONS
Open Communication
[Use the following sample text, or replace it with your own policy.]
[Organization Name] encourages employees to discuss any issues they may have with a
co-worker directly with that person. If a resolution is not reached, employees should
arrange a meeting with their direct supervisor. If the concern, problem, or issue is not
properly addressed, employees should contact the Human Resources Department. Any
information discussed in an Open Communication meeting is considered confidential, to
the extent possible while still allowing management to respond to the problem. Retaliation
against any employee for appropriate usage of Open Communication channels is
unacceptable.
9.2
Staff Meetings
[Use the following sample text, or replace it with your own policy.]
In order to keep the communication channels open, [Organization Name] implements a
once-a-month company-wide staff meeting. Employees receive communications from
Human Resources about the agenda and discussion topics every month.
9.3
9.4
Suggestions
[Use the following sample text, or replace it with your own policy.]
[Organization Name] encourages all employees to bring forward their suggestions and
good ideas about making [Organization Name] a better place to work and enhancing
service to [Organization Name] customers. Any employee who sees an opportunity for
improvement is encouraged to talk it over with management. Management can help bring
ideas to the attention of the people in the organization who will be responsible for
possibly implementing them. All suggestions are valued.
9.5
Closing Statement
[Use the following sample text, or replace it with your own policy.]
Successful working conditions and relationships depend upon successful communication.
It is important that employees stay aware of changes in procedures, policies, and general
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shall apply to existing as well as to future employees.
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In the event of a policy change, employees will be notified. Any such action
shall apply to existing as well as to future employees.
Employment Manual
10 ACKNOWLEDGMENT
I acknowledge that I have received a copy of the [Organization Name] Employment
Policies, and I do commit to read and follow these policies.
I am aware that if, at any time, I have questions regarding [Organization Name]company
policies I should direct them to my manager or the Human Resources Department.
I know that [Organization Name] company policies and other related documents do not
form a contract of employment and are not a guarantee by [Organization Name] of the
conditions and benefits that are described within them. Nevertheless, the provisions of
such [Organization Name] company policies are incorporated into the acknowledgment,
and I agree that I shall abide by its provisions.
I also am aware that [Organization Name], at any time, may on reasonable notice,
change, add to, or delete from the provisions of the company policies.
________________________________
Employees Printed Name
___________________________
________________________________
Employees Signature
___________________________
Date
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Position
[Organization
Name]
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30 at its option, may change, delete, suspend or
discontinue parts or the policy in its entirety, at any time without prior notice.
In the event of a policy change, employees will be notified. Any such action
shall apply to existing as well as to future employees.
Employment Manual
11 APPENDICES
11.1 Employment Manual Sections Omitted
[Omitted section]
[Omitted section]
[Omitted section]
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discontinue parts or the policy in its entirety, at any time without prior notice.
In the event of a policy change, employees will be notified. Any such action
shall apply to existing as well as to future employees.