Version 2014

7730 SHERIDAN ROAD KENOSHA, WI 53143

KENOSHA AREA FAMILY AND AGING SERVICES, INC.

EMPLOYEE HANDBOOK

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KAFASI EMPLOYEE HANDBOOK

Mission 3

I. Policies 3 A. Conflict of Interest & Gifts 3 B. Drug &Alcohol-Free Workplace 3 C. Employee Safety/Physical Examination 4 D. Gun/Search Policy 4 E. Information Systems & Social Media 5 F. Jury Duty 6 G. Nepotism/Personal Relationships 6 H. Outside Employment 7 I. Parking Tickets 7 J. Political Activities 7 K. Smoking Restrictions 7 L. Workplace Safety 8

II. Personnel 8 A. Discipline/Termination 8 B. Grievance Procedures 9 C. Orientation 10 D. Performance Evaluations 10 E. Recruitment & Selection 10 F. Resignation/Dismissal 11 G. Training 11

III. Compensation & Benefits 11 A. Death in Family 11 B. Education 11 C. Health Insurance 12 D. Holidays 12 E. Hours of Employment 13 F. Liability Insurance 13 G. Life Insurance 13 H. Maternity Leave 14 I. Overtime & Compensatory Time 14 J. Payroll & Timesheets 15 K. Position Classification & Wage Increase 15 L. Retirement Plan 15

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M. Sick Leave 15 N. Travel 16 O. PTO (Paid Time Off) 17 P. Workman’s Compensation 19

IV. Civil Rights, AA/EO, Discrimination 19 A. Anti-Discrimination & Harassment 19 B. Civil Rights Compliance 20 C. Equal Opportunity/Affirmative Action 20 D. Family Medical Leave Act (FMLA) 21

Appendix I. Employee Status Definitions 25

Appendix II. KAFASI Employee Work Rules 25

Mission

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Our mission is to promote healthy aging, healthy families and a healthy community. In order to foster an environment in which all employees can best fulfill this mission, this Handbook is provided.

I. POLICIES (information that applies to all KAFASI employees)

A.CONFLICT OF INTEREST & GIFTS

Acceptance of any gifts from clients is discouraged and must be reported to the supervisor. Under no circumstances shall employees accept any money or gifts of over $5.00 value. Sale or trade transactions between customers, volunteers and employees must be approved by the Executive Director. To avoid potential conflicts of interest, employees shall report outside employment to their supervisor.

B. DRUG & ALCOHOL - FREE WORKPLACE

KAFASI employees are prohibited from engaging in the unlawful manufacture, distribution, dispensing, possession or use of a controlled substance in the workplace which includes the homes of clients being visited while on duty as a KAFASI employee. Any employee convicted of violating a criminal drug statute while in the workplace must notify KAFASI in writing of the conviction no later than five calendar days after such conviction. Within thirty calendar days of receiving the written notice, KAFASI will:

1) Take appropriate personnel action against such employee up to and including termination consistent with the requirements of the Rehabilitation Act of 1973 , as amended; or

2) Require such employee to participate satisfactorily in drug abuse assistance or

rehabilitation program approved for such purposes by a Federal, State or local health, law enforcement, or other appropriate agency.

Employees are not permitted to go on duty or remain on duty if they possess or are using any of the following: Any controlled substance or illegal drug or any derivative thereof Any other substance that could impair their ability to perform a job safely and competently,

including prescription drugs. This rule governs employees from the time they report to work until the end of their working day. The rule reflects current laws and government regulations that strictly prohibit the use or possession of any illicit substances by those who operate a vehicle, as well as those in other specified jobs. Employees may be required to be tested for drug or alcohol use. Employees who

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test positive for drugs/ alcohol or refuse testing can face disciplinary action up to or including termination.

It is advised but not mandatory that employees inform their supervisor of any prescriptions being taken or medical conditions which may affect their ability to perform their job safely or require emergency actions. This may include allergies or other such conditions which could require immediate medical attention. Confidentiality of any such disclosures will be strictly kept between the employee and supervisor.

C. EMPLOYEE SAFETY/PHYSICAL EXAMINATION

ACCIDENTS: All accidents or injuries incurred by an employee sustained during working hours or on a work connected assignment must be reported immediately to the employee’s immediate supervisor, and a State of Wisconsin injury report form must be completed and forwarded to the business office as soon as possible, no later than one workday after the accident. PHYSICAL EXAMS: The agency encourages all employees to have regular physical exams and tuberculosis tests prior to beginning employment. Employees may be required to have a physical exam or tuberculosis test upon request of the Executive Director.

KAFASI is committed to maintaining safe and secure working conditions for its employees. Safety is every employee’s responsibility. Examples of additional workplace safety concerns include, but are not limited to, building maintenance, computer viruses, client confidentiality, and inclement weather. All staff while on business for KAFASI and driving their personal vehicle shall follow all driving regulations including seatbelt laws. All passengers shall be properly restrained, and no child shall be transported without age appropriate safety seats.

D. GUN /SEARCH POLICY Despite some laws that allow people to carry firearms in public, KAFASI prohibits employees from possessing or carrying weapons of any kind in its buildings, and at job sites. This includes: * Any form of weapon or explosive; * All firearms; and * All other objects capable of inflicting death, bodily injury or property damage. Employees are responsible for making sure that any item they possess is not prohibited by this policy.

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KAFASI is a community-based organization, and has a policy prohibiting weapons. But this policy does not create any duty or obligation on the part of KAFASI to take any actions beyond those required of an employer by existing law. Employee access to KAFASI premises is conditioned upon the right to inspect or search the person, or personal effects of any employee when reasonable suspicion of wrongdoing exists. KAFASI owned offices, desks, file cabinets, closets, lockers, computer files, or similar places may be inspected with or without reasonable suspicion of wrongdoing with the authorization of the Executive Director or Board of Directors. Because even a routine inspection or search might result in the viewing of an employee's personal possessions, employees are encouraged not to bring any item of personal property into the workplace that they do not want revealed to KAFASI. Any prohibited materials (or materials that may be found to be prohibited) that are found in an employee's possession during an inspection or search will be collected by KAFASI and placed in a sealed container or envelope. The employee's name, date, circumstances under which the materials were collected, and by whom they were collected will be recorded and attached to the container or written upon the envelope. If, after further investigation, the collected materials prove not to be prohibited, they will be returned to the employee, and the employee will sign a receipt for the contents. If the prohibited materials prove to be illegal and/or dangerous, they will not be returned to the employee, but will be turned over to the appropriate law enforcement agency. Employees who refuse to cooperate with KAFASI in regard to such searches will be issued corrective action up to and including termination.

E. INFORMATION SYSTEMS AND SOCIAL MEDIA POLICIES Information Systems

Computers, computer systems, electronic equipment and other devices used to transmit and communicate information internally and externally such as laptops, phones, including “smart” phones, email, printers, scans, faxes, etc. are provided to KAFASI employees for business related purposes. Employees are given technology to assist them in the performance of their jobs. Internet connections are supplied for KAFASI-approved devices only, and employees are prohibited from using such connections for streaming music, videos, downloading unapproved software or any other purpose. Employees should have no expectation of privacy when using KAFASI supplied technology. All access, creation, storage, submissions and received items are the property of KAFASI when using KAFASI’s equipment. This includes all internet browsing and all sites visited. All technology accounts shall be considered confidential. Technology activity will be monitored by the system and its appointed consultant/ staff. Employees should be aware that like files, email is backed up regularly for the purpose of record compliance.

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Social Media

Social networking sites are often unregulated and have potential for abuse, including exploitation and harassment. Employees of KAFASI are expected to act and communicate in an ethical and professional manner at all times inside and outside the workplace while on KAFASI business Anything posted online becomes public information. There are no rights to privacy and anything posted including photos can be used as grounds for KAFASI to take disciplinary action up to and including termination.

Managers and Directors are strongly encouraged not to “friend” any company employee who is a direct report.

Company use of social networking sites must be authorized by the Executive Director.

Personal use of social networking sites prohibits mention of KAFASI business, outside of promoting organizational events. , Employees are prohibited from communicating confidential information or information not generally available to the public, posting customer photographs or sharing private or personal information with Customers.

Employees may be restricted from personal cell phone use if it is interfering with job duties.

Where no policy exists, employees should use their professional judgment and take the most prudent action possible.

F. JURY DUTY

The agency will allow time off with pay, less the amount received in per diem fees to employees called for Jury Duty.

G. NEPOTISM IN HIRING PRACTICES AND PERSONAL RELATIONSHIPS BETWEEN EMPLOYEES Nepotism in Hiring Practices

Applicants must note on the employee application and divulge before the time of hire if they have relatives or family members employed by KAFASI. Relative is defined as spouse, child, parent, grandparent, grandchild, aunt, uncle, first cousins or corresponding in-law or “step” relation. No person can be employed or retained by the agency in a position as a subordinate, or in a supervisory capacity of an employee who is a relative of a newly hired person at the time of hire. Favoritism will not be permitted in supervision, promotion determinations, promotions, or in making assignments.

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Personal Relationships

KAFASI strives to avoid conflicts of interest, misunderstandings, complaints of favoritism, harassment claims and employee morale problems that can potentially result from personal and romantic relationships in the workplace Therefore, all employees are discouraged from fraternizing or becoming romantically involved with other employees when their personal relationships may create a conflict of interest, cause disruption, or create a negative or unprofessional work environment.

Should a romantic relationship develop it must be disclosed to the Executive Director, not to end the relationship, but to ensure it does not become a conflict of interest or create favoritism.

H. OUTSIDE EMPLOYMENT

To avoid potential conflicts of interest, employees must report outside employment to their supervisor. Full-time employees are discouraged from outside employment, but are permitted such employment during non-working hours provided such employment does not interfere with or affect either the employee's ability to do his/her job or performance of same, and does not constitute or give the appearance of any conflict of interest.

I. PARKING TICKETS

Employees are responsible for their own parking and traffic violations.

J. POLITICAL ACTIVITIES

The right of personnel to take a public stand on political issues is respected, but persons shall take responsibility for making it clear when so doing that they act as Individuals and not as representatives of the agency. Employees are restricted from participating in any political activities during working hours, outside of those activities which may directly benefit KAFASI customers.

K. SMOKING RESTRICTIONS

Employees and customers are not permitted to smoke inside or outside any building or property owned or rented by the agency or that is donated to the agency. These restrictions include the use of “smokeless” tobacco products including but not limited to chewing tobacco and e-cigs.

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L. WORKPLACE SAFETY

All KAFASI employees wish to work in an environment that is safe, secure, and free from violence.

KAFASI is committed to providing a workplace that is free from acts of violence or threats of violence. In keeping with this commitment, there will be “zero tolerance” for actual or threatened violence against co-workers, visitors, or any other persons who are either on our premises or have contact with employees in the course of their duties. (See work rules) In situations where an employee becomes aware of an imminent act of violence, a threat of imminent violence, or actual violence, emergency assistance must be sought immediately. In such situations, the employee must immediately contact the law enforcement authorities by dialing 911. Employees should immediately inform their KAFASI supervisor about any potential workplace security concerns. (See Work Rules for more details.) Our shared objective is maximizing the security and safety of all KAFASI employees, customers, and volunteers.

II.PERSONNEL (how to recruit, select, orient, train, evaluate and separate employees)

A.DISCIPLINE PROCEDURE/TERMINATION

Employee disciplinary problems shall be handled as follows:

1) Verbal Warning - The employee will be notified by his/her supervisor that there is a problem, generally not serious in nature, but in need of corrective action. The supervisor will explain what corrective action is necessary, and if appropriate, by what date. Supervisor shall place notes regarding the discussion and corrective action to be taken in the employee personnel file.

2) Written Warning - If the employee commits an infraction of a serious nature, but not warranting dismissal, his/her supervisor will issue a written warning. A written warning may also be issued if an employee had previously been verbally warned, but failed to take corrective action. The written warning should specify what the infraction is, corrective action that must be taken, and, if appropriate, by what date. The employee and supervisor are expected to discuss the warning.

3) Suspension/Termination - If the employee commits an infraction of a very serious nature, the agency reserves the right to dismiss or suspend the employee without pay. Termination may be without prior verbal or written warning and without notice or severance pay. Suspension of exempt and hourly employees shall follow Department of Labor regulations as to length and start-end dates of suspension period. Serious infractions include but are not limited to:

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Indecent or offensive conduct, which reflects upon the quality and nature of services provided by the agency. Falsification of employment application or written records or reports. Conviction of a felony while employed. Conduct dangerous to the welfare of a customer, fellow employee, or the agency. Theft of property belonging to a customer, fellow employee or the agency.

An employee may be dismissed for failure to take corrective action after being given a written warning. Employees who are terminated for a serious infraction or failure to take corrective action after written warning will forfeit payment of accrued leave. KAFASI reserves the right to skip any of these steps and proceed in the best interest of the agency. All employees have a right to copies of items placed in their personnel files and may request them in writing from the business office.

B. GRIEVANCE PROCEDURES

Employee grievances should first be discussed informally between the employee and supervisor. If the grievance is not resolved to the employee's satisfaction, the grievance should be made in writing to the Executive Director, containing the employee’s name and address, describing as factually as possible the action about which the employee is complaining. Staff reporting directly to the Executive Director will skip the following steps, and after the initial conversation may take their grievance directly to the Executive Committee of the Board of Directors. Grievances must be filed within 10 calendar days after the employee becomes aware of the situation about which he or she is complaining. The Executive Director will notify the employee in writing of the date and the time of a meeting to be held to discuss the grievance. The Executive Director or designee may conduct such investigation of a complaint as is necessary to determine its validity. All interested persons shall have an opportunity to submit evidence relevant to a grievance. After a meeting is held with the complainant the Executive Director will notify the employee within two weeks of his/her decision and to whom the employee may appeal. If the employee is dissatisfied with the decision, he/she may appeal the decision by submitting a letter within two weeks of receipt of the decision to the Executive Committee requesting a meeting with that committee. The Executive Committee will schedule a meeting within two weeks from the receipt of the employee's letter. The employee will receive written notice of the time and date that the

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meeting is to be held. Written notice of the decision of that meeting will be sent to the employee within two weeks thereafter. If the grievance is unresolved, the complainant will be advised in writing, if appropriate, of the right to file the grievance with appropriate local, state and federal civil rights offices.

C. ORIENTATION Upon hire, every employee shall be oriented to the agency and job for which he/she is hired including those policies covered in the Employee Work Rules and those specific to his/her job:

D. PERFORMANCE EVALUATIONS

The probationary employee’s immediate supervisor will evaluate his/her performance after six months of employment. All permanent employees will be evaluated annually by their immediate supervisor. The agency's Performance Evaluation Form will be completed at the time of the evaluation and reviewed with the employee. The employee may add written comments to the evaluation. The evaluation will be signed by the supervisor and employee, and submitted to the Executive Director. Signed copies will be placed in the employee’s personnel file as well as given to the employee.

E. RECRUITMENT AND SELECTION

As staff vacancies occur within the agency, a job vacancy announcement including the position title, organization, description, duties and responsibilities, closing date, and contact person will be posted for all departments within the agency. Qualified staff who wish to apply must follow the process listed in the job vacancy announcement by the deadline. A job notice may also be sent to the local Job Service, community organizations which may have contact with qualified applicants, and be posted on the agency website and other appropriate media. Upon seeking employment with the agency, applicants will complete a job application and submit a resume as needed. Applicants most qualified will receive a personal interview with the Program Director and/or Executive Director, and/or the Board of Directors

The Human Resources Committee, a committee of the Board of Directors, will conduct recruitment and interviews for the position of Executive Director. A majority of the full Board of Directors will choose the Executive Director,

Upon employment, all staff will be given a copy of the Employee Handbook and Work Rules and a written statement (letter of hire) of their wage and fringe benefits. A signed copy of the letter of hire will be included in their personnel file.

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F. RESIGNATION/DISMISSAL

Employment with KAFASI is for an unspecified term and is at the mutual consent of the employee and the Agency. Consequently, the employment relationship can be terminated at will, at any time, either by the employee or the Agency, with or without cause or advance notice. KAFASI may not terminate workers for illegal reasons including retaliation, discrimination, refusal to take a lie detector test, alien status, making an OSHA complaint, or for violating public policy such as refusing to break a law, complaining about illegal acts, or exercising a legal act. Prior to leaving the agency employees are to submit a letter of resignation. The Executive Director and Program Directors are required to give at least thirty (30) days’ notice and all other employees at least two (2) weeks’ notice. Separation or reduction of hours may occur because of economic conditions of the agency. If a program or position is eliminated, the agency will give two weeks’ notice if possible of such action. The Executive Director and Program Directors will be given thirty (30) days and the other permanent employees will be given two (2) weeks’ notice respectively or equivalent severance pay in case of elimination of the position

G. TRAINING

Employees are to be trained for the jobs they are to perform as agreed upon prior to employment. Provisions for training shall be made by the employer. All employees are expected to participate in a program of continuing training which will be provided relevant to the employee's responsibilities.

III. COMPENSATION AND BENEFITS (financial aspects and benefits of employment)

A. DEATH IN FAMILY

In the case of death in an employee's immediate family, the employee may elect to use his/her accrued sick leave time up to a maximum of five (5) days off. In the event more time is needed, it may be granted at the discretion of the employee’s supervisor or the executive director.

B. EDUCATION

KAFASI encourages staff to attend trainings related to their positions. Upon approval of the department supervisor, employees may be granted time off from work to attend classes which will improve their job skills.

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C. HEALTH INSURANCE

The agency will offer health insurance to full-time employees under an approved agency group plan. The agency will pay a percentage of the monthly premium for family and single coverage. The balance will be deducted from participating employee's payroll and coverage starts on the first day of the month after enrollment.

D. HOLIDAYS

Full-and part time employees are eligible for ten (10) paid holidays based on regular work hours as follows:

New Year’s Day Thanksgiving Day

Friday before Easter Day after Thanksgiving

Memorial Day Christmas Eve

Independence Day Christmas Day

Labor Day New Year’s Eve

When determining averages and holiday hours KAFASI will round the hours to the nearest quarter hour for all employees.

For both full and part time staff, if a holiday falls on a Saturday, it will be observed on the preceding Friday. If a holiday falls on a Sunday, the holiday will be taken on the following Monday.

PART TIME EMPLOYEES

Holiday pay will be awarded to part time employees based on their normal daily work schedule. In the

event that an employee does not work a set daily schedule his/her time will be paid based on the

average of his/her hourly work week. See examples below:

1. Employee A works regularly 3.5 hours every day, their holiday pay is 3.5

hours.

2. Employee B works different hours each day based on program needs

and works no more or less than 20 hours a week. Employee B’s holiday

pay is 4 hours. 20 hours ÷ 5days = 4 hours.

3. Employee C usually works varied hours. Total monthly hours are

divided by 4 (weeks) and that number divided by 5 to arrive at holiday

pay.

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E. HOURS OF EMPLOYMENT

Full-time office employees are expected to work their regularly scheduled hours. Any exceptions must be approved in writing by the employee's supervisor. For the recording purposes the work week starts on Sunday and ends on Saturday. Illness/Emergency: If an employee is unable to report to work due to illness or emergency he/she is to contact his/her immediate supervisor by the preferred method of that department supervisor. Preferred methods may include phone or text messaging. Regardless of the type of communication it must be confirmed as received by the supervisor either by return text or phone contact. Staff shall notify their supervisor as soon as they are aware that they will be unable to work their shift, no less than one hour prior to the start of the shift. Breaks/Lunch: All full-time employees are entitled to two fifteen minute breaks each day and one hour of unpaid lunch each day as program needs dictate. Part-time employees are entitled to one fifteen minute break each day.

F. LIABILITY INSURANCE

AUTOMOBILE - The agency has liability insurance coverage for employees driving automobiles on agency business and assignments. All such employees are required to have their own automobile liability insurance at a minimum of $25,000 and a valid driver's license. At the time of hire, employees must show proof of coverage and proof of renewal on an annual basis.

PROPERTY DAMAGE LIABILITY - The agency has liability insurance which covers the employee if the customer’s property is damaged by the employee in the customer’s home on a regular job assignment.

BREAKAGE - On the first occurrence of such an incident, the agency will cover the cost of replacement or repair of the agency's or customer’s property which is accidentally broken by an employee during the performance of his or her work. If further such accidents occur with the same employee, that employee will be responsible for whatever cost is not covered by the agency's insurance.

BODILY INJURY - Agency's liability insurance covers injury to a customer by employee while the employee is working as a representative of KAFASI.

G. LIFE INSURANCE

The agency will provide a basic life insurance policy for full-time employees.

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H. MATERNITY LEAVE

Male or female employees will, upon written request, be granted a total of twelve weeks leave upon birth or adoption of a child. Leave may be without pay or the employee may use up to twelve weeks of accrued sick or vacation days.

Employees who are pregnant and whose positions require heavy lifting may be required to submit a doctor's authorization to continue working.

I. OVERTIME AND COMPENSATORY TIME

Overtime is discouraged except under special circumstances. Prior approval for overtime is given by the employee's immediate supervisor. Approved overtime will be compensated as required by law. Exempt employees are not eligible for overtime pay or accrual of compensatory time except as approved by the Executive Director for special circumstances.

All directors, managers, supervisors and specialists who are exempt according to the Fair Labor Standards Act (FLSA) tests for administrative or professional employees may receive flex time off for pre-approved hours of work that exceed regularly scheduled hours in a given work week. However, the employee must first attempt to balance any flex time within the pay period.

Flex time will be granted to employees who have exempt status in accordance with the FLSA tests for administrative and professional employees, for duties required to be performed outside their regularly scheduled hours. (See Appendix I) Flex time may be accumulated to a maximum of 5 (five) hours per pay period and must be used within 30 (thirty) days of time earned. Approval of requests for use of flex time must be received by the employee’s supervisor at least 24 hours prior to using the time. Roll over of flex time may be allowed only at the discretion of the executive director and requires written approval. Hours not used in the 30 days after the pay period ends will be forfeited.

Full time employees are required to take a one hour unpaid lunch period and may not forfeit this period in order to accrue time without specific permission from their supervisor and/or the Executive Director. Flex time does not accrue when using any type of PTO (paid time off).

Hours are to be recorded as worked on a daily basis. At the end of the pay period, paid/unpaid time off will be documented to meet the required hours for the period.

KAFASI reserves the right to eliminate or modify flex time procedures at any time.

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J.PAYROLL & TIME SHEETS

Pay Periods are defined as follows – First through the fifteenth of every month and the sixteenth through the end of the month. A separate time sheet is completed for each pay period. The employee’s supervisor must approve all time sheets before they are submitted to the Business Office. Time sheets are due in the Business Office no later than the second business day after which the period ends. All employees are required to have a direct deposit of payroll. Any exceptions must be approved by the Executive Director.

K. POSITION CLASSIFICATION AND WAGE INCREASES

Salaried positions are classified and salary ranges established are based on job descriptions, including responsibilities within positions. Position classifications and salary ranges are approved by the Board of Directors upon recommendation of the Executive Director. Probationary employees may be entitled to a salary increase upon successful completion of their probationary period. All salary increases, subject to performance evaluations, will be determined in the annual budget.

L. RETIREMENT PLAN

KAFASI offers its employees a retirement plan. Employees are eligible for the plan after the probationary period is ended. The employee may choose to enroll in the plan and contribute his/her own funds as a payroll deduction. However, the employee is not eligible for the company contribution until he/she has completed two years of employment with the agency. Company contribution will begin the first month of the employee’s 3rd year of employment.

Employees must be 21 years of age or over and regularly work 20 or more hours per week to be eligible for participation in the retirement plan. The agency reserves the right to amend or terminate this plan at the discretion of the Board of Directors.

M. SICK LEAVE

The agency provides protection for its permanent full-time employees against loss of income because of illness. Employees are encouraged to save as much sick leave as possible to meet serious illnesses. It is a self-insurance program provided by the agency to the employee. It is not intended for vacation and cannot be used to extend vacation periods, personal time or holidays.

Full-time employees earn one (1) sick day for each month worked after the first month of employment up to a maximum of 120 days. Sick days will be credited to the employee on the first day of each month.

Procedures:

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Sick leave may be granted in case of illness which prevents the employee from reporting to work at normally scheduled work times.

Sick leave may be granted for care of immediate family members in case of critical illness.

Sick leave can be used for medical appointments upon pre-approval by and at the discretion of the Program Supervisor or the Executive Director

Eligibility for sick leave requires the employee to notify his/her supervisor prior to the start of his/her normal workday.

An employee who is absent for three or more days or who has a history of excessive absenteeism may be required to submit a physician’s statement verifying illness.

Sick days are to be taken in increments of no less than .25 (1/4) hour.

Sick days are meant to provide protection for permanent full-time employees against loss of income because of illness. They are not a retirement benefit. There will be no payout of accrued sick days upon retirement, termination, dismissal or resignation.

Part-time and temporary employees are not eligible for sick leave.

N. TRAVEL

Out of county travel must be given prior approval. Employees are expected to provide their immediate supervisor with the details of the purpose of any out of county or overnight travel. If the employee wishes to attend any workshop or conference, an agenda and any registration fee information should be furnished for review and prior approval by his/her supervisor.

All employees when traveling must abide by all laws regarding the use of seatbelts for themselves and KAFASI clients. Children must be transported using age appropriate child restraints, and all adults must follow seatbelt laws.

Reimbursement for any costs incurred shall be considered upon submission of a Travel Reimbursement form with appropriate receipts. No alcohol charges will be reimbursed.

The following schedule is the maximum meal reimbursement allowed:

Breakfast: $6.00 Luncheon: $12.00 Evening: $17.00

MAX TOTAL of $35.00 per day

Compensatory time or overtime will not be granted for overnight stays or out of town travel which results in more than 7 1/2 hours per day. Time should be flexed with consideration to program needs. Conference and travel time are the only time eligible for submittal.

Local travel in personal vehicles for the delivery of services will be reimbursed at the mileage rate established by the Board of Directors. Requests for reimbursement must be submitted at the end of each month.

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O. PTO (Paid Time Off)

FULL-TIME EMPLOYEES

The plan will be administered on a calendar year combining vacation and personal time.

PTO is accrued based on years of service and credited to employees half being given on on January 1st and the remainder on July 1st. PTO days may not be taken before they are credited. All PTO days must be used within the year (by Dec 31st) or they will be forfeited. Rollover of PTO is discouraged and must have prior written approval of the program supervisor and the executive director. Any PTO allowed to be rolled over must be used within 30 days or will be forfeited.

PTO scheduling is subject to the request and approval of the Program Supervisor or the Executive Director. PTO days may be taken in hourly increments of no less than .25 (1/4) hours. Adequate coverage in a department is top priority, and therefore requested days (especially around holidays) may or may not be allowed subject to coverage needs of the department. New employees will be credited with a prorated amount of PTO based on when they began employment in the year, on the next accrual date after hire.

PTO days are credited as follows on the January 1 and July 1 an employee must be active full time staff (Cannot have given a separation notice) in order to receive PTO: JAN 1 1 – 4 years 7 days

5 – 9 years 9 days

10 years and above 12 days

JULY 1 1 – 4 years 6 days

5 – 9 years 9 days

10 years and above 11 days

Part-time to full-time. If an employee changes from part-time to full-time status, PTO days already credited under the part time policy will remain available and the employee’s date of hire will not change. An employee’s rate of accrual (number of years worked) will be calculated for the purpose of determining vacation days based on hours worked while part time.

Any part time vacation already earned under that policy would be credited towards the employee’s new award not to exceed the maximum allowed for the year.

Full-time to part-time: If an employee changes employment status from full-time to part-time during the year, PTO days earned already as a full time staff person would remain. The employee would then be earning hours under the part time policy, not to exceed the maximum per year allowed under that policy for the year.

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Part Time Employee PTO (Paid Time Off) Policy

KAFASI has implemented a PTO policy for part time staff in order to allow them to have paid time away

from the job for vacation and other personal business. Time is accrued based on hours of service.

Vacation days may not be taken before they are earned.

ACCRUAL:

Part time employees shall earn 8 (eight) hours of PTO for every 160 (one hundred sixty) hours worked.

This time will be awarded/earned on or within 5 (five) business days after each payroll is processed.

Only actual hours worked will count towards the accrual of PTO. Accrued time taken and holidays do not

count towards the 160 hours.

No more than a total of 14 days of PTO will be awarded to part time staff in any given calendar year.

The KAFASI Business Office will track time. Employees may request in writing or via email a copy of this

spreadsheet for their own records. Copies will be provided as soon as possible or within 5 (five)

business days.

USE OF TIME:

PTO scheduling is subject to the request and approval of the Program Supervisor or the Executive

Director. Time may be taken in hourly increments of no less than .25 (1/4 hour). Requested days

(especially around holidays) may or may not be allowed subject to coverage needs of the department.

A KAFASI time off request form must be submitted to the employee’s supervisor no less than 1 week

prior to request PTO date. Consideration of waiving the 1 week prior submission may be made for

medical or repair appointments. Notice is waived in the event of legitimate, unexpected illness or

emergencies.

Hours earned prior to October 1st of any given year must be used or will be forfeited by no later than

December 31st. Hours earned after October 1st can be rolled over to use in the following year. Unpaid

time off require prior approval from the department supervisor and /or Executive Director. KAFASI will

not pay PTO time in advance to any staff member.

NEW EMPLOYEES:

Newly hired employees start to accrue hours towards PTO from first day of employment, but are not

eligible to use the time until they have successfully completed their probationary period. If an employee

leaves employment prior to completion of probation, no time off is accrued or paid at termination.

TERMINATION/RESIGNATION:

If an employee leaves employment with KAFASI voluntarily with a proper 2 (two) week notice; hours

awarded/earned will be paid out with his/her last paycheck. Only hours awarded/ earned will be paid,

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and accruals will not be prorated. After notice is given to KAFASI of intent to leave employment, in

order to facilitate a smooth transition of the position, no PTO should be taken during that 2 (two) week

period. If circumstances necessitate that an employee must be off, it is at the department supervisor’s

or Executive Director’s discretion to allow PTO to be used.

If an employee is terminated by KAFASI, no PTO benefits will be paid.

Q. WORKMAN’S COMP

All agency employees are covered by Workman's Compensation against any injury sustained during and rising out of their employment. All accidents or injuries must be reported immediately to the employee's supervisor. A written State of Wisconsin First Report of Injury or Disease form (WKC-12) must be filled out as soon as reasonably possible and submitted to the business office.

Employees may use sick time to cover the first week of time off or until such time as payment is made to the employee by the insurance company. Other than that first week, paid time off may be used to supplement Workers Compensation.

IV. CIVIL RIGHTS, AA/EO, DISCRIMINATION (issues grounded in federal and state statutes)

A.ANTI-DISCRIMINATION AND HARASSMENT

KAFASI expressly prohibits any form of unlawful discrimination and harassment involving employees based on any protected class including but not limited to race, color, creed, religion, gender, sexual orientation or preference, national origin, age, disability, genetics, marital status, citizenship status or veteran status. Harassment means any disparate or unequal treatment of an employee relating to an employee’s terms and conditions of employment. Harassment in general means any unwelcome conduct intended to harass, demean, offend or intimidate a person. Harassment may take the form of slurs, epithets, threats, derogatory comments, unwelcome jokes, teasing and other verbal or physical conduct of similar nature that is directed at an employee, board member or customer. With regards to sexual harassment in particular, such harassment includes, but is not limited to, any unwelcome sexual advance, request for sexual favors, or other offensive acts where submission is either explicitly or implicitly a term or condition of employment, submission or rejection of such conduct is used as a basis for terms of employment, and/or such conduct has the purpose or effect of creating an intimidating, hostile, or offensive working environment. Employees are first encouraged to address the situation with the person initiating the unwelcome behavior. If after the employee has clearly stated the behavior is unwelcome and

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uncomfortable and it does not cease, the employee is to report the incident(s) to his/her supervisor or the Executive Director if the complaint is about the employee’s supervisor, or the Board of Directors if the complaint is about the Executive Director. All reports will be kept in confidence except where disclosure of such information is needed in the investigation of the complaint. Resolution of a valid complaint will involve disciplinary action up to termination. False accusations of harassment will result in disciplinary action for the employee who makes such an accusation. KAFASI prohibits retaliation against an employee who files a discrimination or harassment complaint or who testifies, assists, or participates in any way in the investigation.

B. CIVIL RIGHTS COMPLIANCE

Kenosha Area Family and Aging Services, Inc., in accordance with the requirements set forth by the

Title VI of the Civil Rights Act of 1964, Section 504 of the Rehabilitation Act of 1973, Title VI and XVI of the Public Health Service Act, the Age Discrimination Act of 1975, the Omnibus Budget Reconciliation Act of 1981 and the Americans with Disabilities Act (ADA) of 1990,

Declares to all present employees, prospective applicants for employment, current and prospective recipients of services, and the community, the adoption of the following:

Kenosha Area Family and Aging Services, Inc. is a non-profit, independent social service agency dedicated to non-discriminatory practices. No employee, applicant for employment, or client shall be discriminated against in any manner with regard to race, religion, color, national origin, sex, age, physical handicap, political affiliation, or belief, except where a characteristic constitutes a bonafide occupational qualification necessary to efficient and/or proper job functioning.

C. EQUAL OPPORTUNITY/AFFIRMATIVE ACTION

The agency has adopted an Affirmative Action Plan with special attention to recruiting, interviewing, testing, screening, selection, placement, classification, benefits, layoff and termination.

It is agency policy that all employees are provided with assistance in achieving job potential, and for performing job tasks effectively

Any employee who has reason to believe that he/she has been mistreated, denied services, or discriminated against may file a grievance according to the procedures outlined later in this

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manual under "Grievance Procedure." The person designated to coordinate compliance with Section 504 of the Rehabilitation Act of 1973, The Older American Act of 1965, and the Civil Rights Act of 1965 as amended, is the agency's Executive Director, or the Board of Director’s HR/Administrative Committee.

D. FAMILY AND MEDICAL LEAVE ACT (FMLA) Leaves of absence without pay may be granted for medical and/or family reasons to both part-time and full-time permanent employees after they have used any accrued paid leave (vacation, sick, personal days). The request for a leave of absence must be submitted to the Executive Director documenting the reason for the leave and the anticipated duration of the leave. All requests for personal leave must be submitted as soon as possible or at least thirty days in advance. Employees may be required to provide certification from a physician verifying a personal medical problem limiting their abilities to perform their duties before a leave can be approved.

There are two categories of unpaid leave:

Regular Leave – 12 weeks or less of unpaid leave during a 12 month period.

Extended Leave – More than 12 weeks of unpaid leave during a 12 month period.

Employees receiving a Regular Leave of Absence will be reinstated to the same or a comparable position when they return to work. Employees receiving an Extended Leave of Absence will be reinstated to the same or a comparable position whenever possible. However, funding cuts or other considerations may prevent reinstatement after an extended leave. When employees are ready to return to work from an unpaid leave of absence for personal medical reasons, they may be required to provide certification from a physician that they are able to resume their duties.

While on a Regular or Extended Leave of Absence, employees will not earn any vacation, sick or personal leave time. Employees enrolled in the agency’s group health insurance plan may remain on the plan but they must pay the full cost of the monthly premium while they are on unpaid leave. The maximum Extended Leave of Absence that may be granted during a one year period is 26 weeks.

Family Medical Leave

KAFASI provides job protected unpaid leave to eligible employees as required by the Wisconsin and Federal Family and Medical Leave Acts (FMLA). This policy sets forth the guidelines for eligibility and use of such leaves=

ELIGIBILITY

To be eligible for the leave provisions of this law, employees must have been employed by KAFASI for at least 12 months and have worked at least 1000 hours during the 12 months immediately preceding the beginning of a requested leave. Hours worked includes paid time off in the preceding 12 months

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REASONS FOR LEAVE

The Acts provide five situations in which an eligible employee is entitled to Family or Medical Leave:

An employee is entitled to up to 12 weeks of unpaid Family and Medical Leave in a calendar year for any of the following events listed below:

1. Birth of employee’s child and to care for the employee’s newborn child.

2. To care for the employee’s immediate family including: spouse, child, parent, and domestic partner, parent-in-law or domestic partner’s parent, who has a serious health condition.

3. For an employee’s serious health condition that renders that employee unable to perform his/her job duties and responsibilities.

4. For an employee who experiences a qualifying exigency that arises out of the fact that a spouse, parent or child has been called to or is on active military duty as a member of the National Guard or military reserves.

5. Placement of child for adoption or as a precondition to adoption or placement of a child in foster care. Leave must be taken within 12 months of birth, adoption, or placement.

Military Family Leave In addition, an employee who is the spouse, parent, child or next of kin of a current service member of the armed forces (including the regular armed forces) or veteran who was injured while on active duty may be eligible for up to 26 weeks of Family Medical Leave in a 12-month period, including the types of leave listed above.

PROCEDURE TO REQUEST LEAVE

When requesting leave, an employee must:

• Submit a Family and Medical Leave Request form and a Family and Medical Leave Physician or Practitioner Certification form prior to the start of the leave or, in cases of medical emergency or unforeseen circumstances, as soon as practicable under the circumstances. (Intermittent leave guidelines are further clarified in a separate section of this policy).

FORMS WH380-F Family and WH380-E Employee may be requested from the business office.

• Notify his/her supervisor that FMLA request and certification forms have been submitted to the business office. Identify the leave start date and anticipated duration of leave.

• Cooperate with all requests for information regarding whether absences are FMLA qualifying. Certification is necessary to justify an employee’s absence from work for leave. If an employee fails to provide KAFASI with a timely certification, the leave request, or continuation of leave, may be delayed or denied.

LEAVE AUTHORIZATION NOTIFICATION

KAFASI will confirm the need for family, medical, exigency or caregiver leave based upon the information submitted by the employee. KAFASI reserves the right to contact the health provider to clarify or confirm medical certifications and or request a second opinion at its expense. Second opinions will not be required for Military Caregiver Leave. Separate certification may also be required regarding the nature of the family member’s military service and/or the existence of a qualifying exigency. The employee will be notified if the leave is being denied.

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INTENT TO RETURN TO WORK

An employee must provide KAFASI with advance notice of the employee’s intent to return to work. An employee who decides not to return to work at the end of FMLA leave must advise KAFASI immediately. An employee who fails to return at the end of FMLA leave will in most cases be considered to have voluntarily resigned employment with KAFASI, unless the employee is entitled to additional leave as a reasonable accommodation under the Americans with Disabilities Act.

FITNESS FOR DUTY CERTIFICATE

An employee on FMLA due to the employee’s own serious health condition must provide KAFASI with a fitness for duty certificate before the employee is allowed to return to work INTERMITTENT

When medically necessary and with the required notice to the Program Supervisor or Executive Director, employees may take FMLA leave intermittently or on a reduced schedule basis in increments equal to the shortest increment permitted for any other non-emergency leave. If possible, the employee must attempt to schedule this leave so as not to disrupt program operations. There may be circumstances where KAFASI will assign the employee to an alternative position which better accommodates the intermittent leave schedule.

Qualifying exigency leave may be taken intermittently without regard to medical necessity or disruption of KAFASI operations.

SUBSTITUTION

An employee will be required to use available accrued paid leave while on FMLA leave. An employee receiving Worker’s Compensation pay and whose injury or illness qualifies as Family Medical Leave will be recorded as Family Medical Leave. An employee will be able to be paid available employer-provided accrued paid leave during the time of a Worker’s Compensation leave during the first week only or until payments of compensation from the insurer begin. Documentation as to payments from the insurer may be requested.

When paid leave is used along with FMLA leave, this paid leave will not be available to the employee later. An employee will not be entitled to additional Family and/or Medical Leave as a result of the substitution of paid leave.

MAINTENANCE OF BENEFITS AND EMPLOYMENT PROTECTIONS

During any period of FMLA leave, KAFASI will maintain health coverage under its group health plan. Employee contributions and premiums toward the cost of coverage are required to be paid by the employee during the leave. If required payment is not made in a timely manner, health insurance may be cancelled, provided KAFASI notifies the employee in writing at least 15 days before the date that the health coverage will lapse. Upon return from FMLA leave, KAFASI will restore an employee to the original or equivalent position with equivalent pay, benefits, and other employment terms in accordance with the Acts.

Use of FMLA leave cannot result in the loss of any employment benefit that accrued prior to the start of FMLA leave.

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If an employee does not return to work following a FMLA-qualifying leave for a reason other than-- a) the continuation, recurrence, or onset of a serious health condition which would entitle the employee to FMLA leave; b) the continuation, recurrence, or offset of a covered service member’s serious injury or illness which would entitle the employee to FMLA leave; or c) other circumstances beyond the employee’s control-- the employee may be required to reimburse KAFASI for its share of health insurance premium payments made on the employee’s behalf during FMLA leave.

MARRIED COUPLES

If an employee and his/her spouse both work for KAFASI, they are both eligible for leave. The employee and the spouse may be limited to a combined total of 12 weeks of FMLA leave in a 12-month period if the leave is taken for: a) the birth, adoption, or foster placement of a child; b) to care for and bond with such child who does not suffer from a serious health condition; c) to care for a parent with a serious health condition; or d) a combination of the above.

For Military Caregiver Leave, the employee and employee spouse may be limited to a combined total of 26 weeks of leave in a 12-month period, including the types of leave listed above in this paragraph.

RECERTIFICATION

An employee will be required to provide KAFASI with recertification no more than every 12 months that the serious health condition still prevents the employee from performing his/her job functions or that the employee is still needed to care for a family member with a serious health condition.

Should the provisions of the FMLA(s) be changed at any time, this policy will be considered modified to the extent that it complies with the new FMLA(s). This policy is NOT intended to be all inclusive; KAFASI may refer to the Family Medical Leave Acts for further clarification.

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APPENDIX I. EMPLOYMENT STATUS DEFINITIONS

EMPLOYEE: The term "employee" applies to all persons who receive salaries or wages for full or part-time work.

FULL-TIME EMPLOYEE: The term "full-time employee" applies to any employee who works 30 or more hours per week on a regular basis.

PART-TIME EMPLOYEE: The term “part-time employee’ applies to any employee who works less than 30 hours per week on a regular basis.

PROBATIONARY EMPLOYEE: All employees upon employment shall be subject to a six (6) month probationary period. The employee's immediate supervisor will evaluate performance at the end of the six months of probation. Continued employment depends on the outcome of these evaluations. The probationary period of employment may be extended upon recommendation of the supervisor and approval of the Executive Director for up to three months if a longer evaluation period is felt to be needed.

LIMITED TERM EMPLOYEE: The term "limited term employee" applies to any person hired under agreement or contract for a position of specified limited duration of 90 days or less. Limited term employees shall not receive paid leave or fringe benefits.

PERMANENT EMPLOYEE: The term "permanent employee" applies to any employee who has successfully completed his/her probationary period and is not employed in a position considered temporary and whose term of employment is at will.

EXEMPT EMPLOYEE: The term exempt employee refers to salaried persons whose primary duty consists of administrative, executive or professional work as defined in Chapter Index 74 of the Wisconsin Administrative Code.

APPENDIX II: KAFASI Employee Work Rules

KAFASI has established reasonable work rules, defined as and limited to “rules promulgated by the employer within its discretion which regulate the personal conduct of employees.” The following work rules relating to personal conduct are issued by KAFASI as part of its goal and responsibility to inform all employees of personal conduct considered unacceptable as a KAFASI employee. These rules are established so that KAFASI can attain its objectives in an orderly and efficient manner and are not intended to restrict the rights of employees, but rather to advise employees of prohibited conduct. Engaging in one or more of the following forms of prohibited conduct by an employee may result in disciplinary action ranging from a reprimand to immediate discharge, depending upon the specific form of conduct and/or the number of infractions.

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PROHIBITED CONDUCT

I.WORK PERFORMANCE

A. Insubordination, including disobedience, or failure or refusal to carry out assignments or instructions

B. Loafing, loitering, sleeping or engaging in unauthorized personal business

C. Unauthorized disclosure of confidential information or records

D. Falsifying records or giving false information

E. Failure to provide accurate and complete information whenever such information is required by an authorized person.

F. Failure to comply with health, safety and sanitation requirements, rules and regulations.

G. Negligence in performance of assigned duties

II. ATTENDANCE AND PUNCTUALITY

A. Failure to report promptly at the starting time of a shift or leaving before the scheduled quitting time of a shift without the specific approval of the supervisor.

B. Unexcused or excessive absenteeism

C. Failure to observe the time limits and scheduling of lunch, rest, or wash-up periods

D. Failure to notify the supervisor promptly of unanticipated absence or tardiness

III. USE OF PROPERTY

A. Unauthorized or improper use of KAFASI property or equipment including vehicles, telephone or mail service.

B. Unauthorized possession or removal of KAFASI or another person’s private property.

C. Unauthorized posting or removing of notices or signs from bulletin boards.

D. Unauthorized use, lending, borrowing, or duplicating of KAFASI keys

E. Unauthorized entry to KAFASI property, including unauthorized entry outside of assigned hours of work or entry to restricted areas.

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IV.PERSONAL ACTIONS AND APPEARANCE

A. Threatening, attempting, or doing bodily harm to another person

B. Threatening, intimidating, interfering with, or using abusive language towards others.

C. Unauthorized possession of weapons

D. Making false or malicious statements concerning other employees, supervisors, clients, or the general public.

E. Use of alcoholic beverages or illegal drugs during working hours.

F. Reporting for work under the influence of alcoholic beverages or illegal drugs.

G. Unauthorized solicitation for any purpose.

H. Inappropriate dress or lack of personal hygiene which adversely affects proper performance of duties or constitutes a health or safety hazard.

I. Unauthorized or improper use or possession of uniforms, identification cards, badges, or permits.

J. Failure to exercise good judgment, or being discourteous, in dealing with fellow employees, clients, or the general public.

These rules do not constitute the entire list of violations for which employees may be disciplined.

Violations of these rules can result in appropriate disciplinary action. Additional work rules may be established to meet special requirements of departments or work units or as circumstances require. Questions about these work rules should be directed to the Executive Director or the Board of Directors.