Policy Manual

POLICY ADMINISTRATION
Final Project Tony Sager
DECEMBER 12, 2016
C&T MECHANICAL, INC.

1
EMPLOYEE ACKNOWLEDGEMENT AND DISCLAIMER
I acknowledge that I have read the third edition of the C&T Mechanical, Inc. Policy and
Procedures Manual, which describes important information about C&T Mechanical, Inc., and
understand that I should consult the Human Resource Department if I have questions. I have
entered into employment with C&T Mechanical, Inc. voluntarily and acknowledge that it is for
no specified length of time. Accordingly, either I or C&T Mechanical, Inc. may terminate the
relationship at will, with or without cause, at any time, for any reason or no reason. I
understand that neither this Manual nor any other C&T Mechanical, Inc. policy, practice or
procedure is intended to provide any contractual obligations related to continued employment,
compensation or employment contract.
Since the information, policies and benefits described here are necessarily subject to change, I
acknowledge that revisions to the Manual may occur, except to C&T Mechanical, Inc. policy of
employment-at-will. I understand that C&T Mechanical, Inc. may change, modify, suspend,
interpret or cancel, in whole or part, any of the published or unpublished personnel policies or
practices, with or without notice, at its sole discretion, without giving cause or justification to
any employee. Manager shall have sole authority to add, delete or adopt revisions to the
policies in this Manual. Any written or oral statement by a supervisor or department director
contrary to the personnel policy manual is invalid and should not be relied upon by any
employee.
This employee policy manual, third edition, supersedes all previously issued policies, whether
written or oral. I understand and agree that having read and complied with the policies
contained in this Manual and any revisions, am bound by the provisions contained therein, and
that my continued employment is contingent on following those policies. "Nothing in this
handbook is designed to interfere with, restrain, or prevent employees from discussion or
engaging in activities with others designed to improve wages, hours, or other terms or
conditions of employment during nonworking time, such as breaks or meal periods. The
Company will insure that all employees have the right to engage in these protected activities or
to decline to participate in such activities, as provided by law."
___________________________________
Employee Name (Printed)
___________________________________
Employee Signature
12-12-2016
Date (Revised)

2
Welcome to C & T Mechanical, Inc. We have been in business for five years and are a privately
owned business. We have a total of 75 employees between 3 locations. One is located in
Fargo, ND, one in Detroit Lakes, MN, along with one in Wahpeton, ND. C & T Mechanical
specializes in HVAC, Plumbing, and Sheet Metal serving customers in both the commercial and
industrial sectors. Again, we at C & T Mechanical Inc. would like to welcome you to our fast
growing, friendly work place! Our company is continuously growing in achieving its highest
level. We need competitive people in our company. In this case, our whole team is very happy
to have you. We are very proud of what we have today thus we are looking forward for the
best and brightest future of our company with you. Welcome aboard!
Company Values
C & T Mechanical, Inc. is a company that will……
 Provide 100% customer satisfaction
 Be open and honest
 Work together as a team
 Change for the better for ourselves, customers, and industry
 Always think of new ways to promote growth and better serve our clientele

3
 Be a company free from harassment and drug use in the workplace
Contents
Equal Employment Opportunity ..........................................................................................................5
Sexual Harassment.............................................................................................................................5
Employee Definitions/Types................................................................................................................6
Personnel Records..............................................................................................................................6
Physical Exams ...................................................................................................................................7
Orientations.......................................................................................................................................7
Work Hours and Work Week...............................................................................................................8
Lunch and Break Periods.....................................................................................................................8
Voting Time........................................................................................................................................9
Family and Medical Leave ...................................................................................................................9
Pay Periods ......................................................................................................................................12
Performance Evaluation Policy ..........................................................................................................12
Overtime Pay ...................................................................................................................................13
Flex-time Policy................................................................................................................................14
Jury Service......................................................................................................................................14
Progressive Discipline Process...........................................................................................................15
Employee Conduct That Can Result in Disciplinary Action................................................................15
Discharge/Termination Policy............................................................................................................16
Resignation......................................................................................................................................16
Holiday,Vacation, & SickPay.............................................................................................................18
Benefits...........................................................................................................................................20
Company Equipment Usage ..............................................................................................................21
Layoffs.............................................................................................................................................22
Educational Benefits.........................................................................................................................23
Safety Program.................................................................................................................................24
Obligations ...............................................................................................................................24
Responsibilities .........................................................................................................................24
Accident Investigation and Near Miss Program...............................................................................25
General Safety Rules.........................................................................................................................26

4
Essential Job Functions .....................................................................................................................27
Written Ergonomics Program ........................................................................................................27
Description of the system used to implement self-inspections ............................................................29
Assistance ....................................................................................................................................31
Smoking Policy .................................................................................................................................31
Introduction.................................................................................................................................31
Policy...........................................................................................................................................31
Effective Date...............................................................................................................................32
Scope...........................................................................................................................................32
 Procedures............................................................................................................................32
Security............................................................................................................................................32
DisabilityAccommodation.................................................................................................................33
Seniority ..........................................................................................................................................34
Solicitations......................................................................................................................................34
Appendix..........................................................................................................................................35
Sexual Harassment........................................................................................................................35
Personnel Records.........................................................................................................................35
Family and Medical Leave..............................................................................................................35
Discipline......................................................................................................................................35
Holiday, Vacation, & Sick Pay..........................................................................................................35
Company EquipmentUsage (including Phones, Computers, Email, Internet, Office Products).............35
Sexual Harassment........................................................................................................................36
Personnel Records.........................................................................................................................37
Family and Medical Leave..............................................................................................................38
Discipline......................................................................................................................................40
Employee Conduct That Can Result in Disciplinary Action................................................................40
Discharge/Termination Policy ............................................................................................................41
Holiday, Vacation, & Sick Pay..........................................................................................................42
Company EquipmentUsage(includingPhones, Computers, Email, Internet, Office Products)Useof
Equipment....................................................................................................................................43

5
Equal Employment Opportunity
C&T Mechanical, Inc. provides equal employment opportunities (EEO) to all employees and
applicants for employment without regard to race, color, religion, sex, national origin, age,
disability or genetics. In addition to federal law requirements, C&T Mechanical, Inc. complies
with applicable state and local laws governing nondiscrimination in employment in every
location in which the company has facilities. This policy applies to all terms and conditions of
employment, including recruiting, hiring, placement, promotion, termination, layoff, recall,
transfer, leaves of absence, compensation and training.
C&T Mechanical, Inc. expressly prohibits any form of workplace harassment based on race,
color, religion, gender, sexual orientation, gender identity or expression, national origin, age,
genetic information, disability, or veteran status. Improper interference with the ability of C&T
Mechanical, Inc.’s employees to perform their job duties may result in discipline up to and
including discharge. Any known or suspected discrimination should be brought to the attention
to your immediate supervisor in a timely manner.
Sexual Harassment
 C&T Mechanical, Inc. is pledged to preserving a working environment free from sexual
harassment. Harassment is against the law and is a form of gender discrimination.
 Sexual Harassment defined: Consists of unwelcome sexual advances, requests for
sexual favors or unwanted sexual attention by anyone associated with the company. It
may include references to employment status or may create a hostile work
environment.
 It is important to report any and all concerns of sexual harassment or inappropriate
sexual conduct to the HR director or a supervisor/manager as soon as possible.
Management must be made aware of the situation so that it can conduct an immediate
and impartial investigation and take appropriate action to remediate or prevent the
prohibited conduct from continuing.

6
 C&T Mechanical, Inc. expressly forbids any retaliation against employees for reporting
sexual harassment.
Employee Definitions/Types
Regular Full-Time Employees are scheduled to work 8 hours per day, Monday through
Friday, on a regular basis and are expected to be employees for at least one year.
Regular Full-time employees are eligible for all Institution benefits and paid time-off.
Regular Part-Time (1/2-Time) Employees are scheduled to work at least 20 hours per
week but less than 30 hours per week on a regular basis and are expected to be
employees for at least one year. Regular Part-time employees are generally not eligible
for Institution benefits except Business Travel Accident Coverage but are eligible for
prorated paid time-off for sick, vacation and holidays.
Personnel Records
C&T Mechanical, Inc. employee files are maintained by the human resource (HR) department
and are considered confidential.
Managers and supervisors, other than the HR director and his or her subordinates, may only
have access to personnel file information on a need-to-know basis.
A manager or supervisor considering the hire of a former employee or the transfer of a current
employee may be granted access to the file, or limited parts of it, in accordance with anti-
discrimination laws.
Personnel files are to be reviewed in the HR department, even by managers and supervisors.
Personnel files may not be taken outside the department, even by managers and supervisors.

7
Representatives of government or law enforcement agencies, in the course of their duties, may
be allowed access to file information. This decision will be made at the discretion of C&T
Mechanical, Inc. or the HR department in response to the employee’s request, a valid subpoena
or a valid court order.
Personnel file access by current and former employees will generally be permitted upon
request within 1 day of the request per North Dakota Law.
Physical Exams
The first step in your pre-employment exam is a general physical exam, where your vital signs
will be checked and a nurse will write down your medical history. You will also have a basic
hearing and vision test to confirm that you can see properly (with or without glasses) and that
you are not colorblind (essential in some industries). In most cases, wearing glasses or contacts
is fine, as long as your vision meets the required minimum while you’re wearing them.
You might also need to undergo a respiratory evaluation, which checks your lung capacity. The
doctor will also listen to your heart and breathing. If a heart problem is suspected, the doctor
might recommend a cardiac stress test, which requires you to run on a treadmill at different
speeds and inclines for several minutes.
Orientations
The first few weeks on a new job are a period of learning and adjustment therefore the
following list will be included for you during your first few days of employment:
 Tour Facility
 Introduction to Co-Workers
 Review Employee Handbook and Paperwork

8
 Review Goals and Job Expectations
 Provide Training and Shadowing
 Schedule a Lunch
 Set an Evaluation Period
Work Hours and Work Week
The normal workday will consist of any eight (8) hours per day between the hours of 7:00 a.m.
and 5:00 p.m. Monday through Friday, with normal work week consisting of (40) hours per
week. The normal work day and week may also consist of four (4) ten (10) hour days per week,
Monday through Thursday, or four (4) nine hour days and a four (4) hour day per week. When
working “4-10”s or “4-9”s and a “4”, by mutual consent, Friday may be used as a makeup day in
case of inclement weather or holidays. This does not constitute a guarantee as to a minimum
or maximum work day or work week. Work weeks start at midnight Monday morning and end
at eleven-fifty-nine on Saturday. Pay periods are to be on a weekly basis with time cards due
Monday morning at eight a.m.
Lunch and Break Periods
1. Rest breaks are paid, meal breaks are unpaid. Hourly employees must ring out at the
beginning of the meal period and back in when resuming work. Employees may leave
company premises for 30 minute meal breaks, but not for 15 minute rest breaks.
2. Lunch periods are 30 minutes in length, and should normally be scheduled during the
middle of the shift. When having a business lunch with a vendor or customer, up to an
hour is permissible with supervisory approval.
3. Rest breaks are 15 minutes in length. Two rest breaks should be scheduled per shift;
one before the meal break and one after. If an overtime schedule of 10 hours or longer
is in effect, an additional break may be permitted.
4. It is the responsibility of Supervisors and Department Managers to determine schedules
for meal and rest periods. When establishing the schedule, business needs should be
taken into consideration so that operations are not disrupted.

9
Voting Time
Because C&T Mechanical has a continuing interest in encouraging active and engaged
citizenship, you are urged to vote in local, state and national elections either before or after
work hours on Election Day or by early voting by mail or in-person. If you do not have sufficient
time outside of working hours within which to vote, you will be allowed to take up to two hours
off with pay for this purpose. Such time off should be taken at the beginning or end of your
regular shift, whichever allows for more free time to vote.
To receive time off for voting, you must advise your supervisor that you will need time off at
least [two to five] business days before Election Day, receive approval from your supervisor,
and present a voter’s receipt to your supervisor. No action will be taken against any employee
in any manner for requesting or taking any time off as provided for in this policy.
Family and Medical Leave
C&T Mechanical, Inc. is required to comply with the Federal Family Medical Leave Act (FMLA)
of 1993, which is outlined in Appendix A. C&T Mechanical, Inc. reserves the right to designate
FMLA leave as needed to any eligible employee and to require employees to use first all
available paid time off as qualifying FMLA time toward the 12 week limit. The FMLA entitles
eligible employees to take up to 12 weeks of paid or unpaid, job-protected leave in a 12-month
period based on the employee’s anniversary hire date for:
• The birth or placement of a child for adoption or foster care.
• To care for an immediate family member (spouse, child, or parent) with a serious health
condition.
• To take medical leave when the employee is unable to work because of his/her own serious
health condition.
Eligible Employees:
To be eligible for FMLA, an employee must have worked for C&T Mechanical, Inc. for at least
one year and have completed 1,250 hours over the 12 months prior to the commencement of
the leave. The 12-month period during which an eligible employee may take up to 12 weeks of
unpaid leave will be calculated using the eligible employee’s service anniversary date.
Procedure:
• An eligible employee who wishes to take FMLA must provide his/her supervisor with 30 days

10
advance notice when the leave is foreseeable. At the time of the request, the employee may
complete a “Family Medical Leave Information/Request Form”. Once FMLA is requested or
designated by, t C&T Mechanical, Inc. , the employee will receive an information packet
containing the full policy, forms, rights and duties of the FMLA for both the employee and
• In most cases, the eligible employee must submit medical certification to support a request
C&T Mechanical, Inc. for leave. Health and dental benefits will continue during the FMLA
provided the employee makes his/her regular, monthly contributions to the plan. Failure to pay
premiums may result in lapse of coverage. Contact the Benefits Department for specific details
on continuing benefits while on leave.
• Employees returning from FMLA within the 12 week period will be restored to their original
job, or to an equivalent job with equivalent pay and benefits.
• Employees returning from a medical FMLA may be required to present medical certification of
fitness for duty. Failure to provide a medical certificate of fitness for duty may result in a denial
of job reinstatement until medical certificate release is provided.
• FMLA may be taken in increments as small as one hour.
• Employees may not earn additional paid time off while on FMLA.
Contact human resources for the complete policy on the Family and Medical Leave Act and for
a full explanation of your rights. FMLA will always begin with paid time off until all available
paid time is used. After exhausting paid FMLA leave, non-paid FMLA leave will continue until
the conclusion of the protected 12 week time limit. Following the conclusion of protected
leave, the employer will decide whether non-FMLA leave should apply.
The medical Certification of Health Care Provider serves as a "doctor note" to certify the reason
and expected duration of the extended medical leave in writing. All requests for medical leaves

11
must be accompanied by a doctor’s statement verifying your total disability and your estimated
date of return to work. Further, C&T Mechanical, Inc. requires written medical verification of
your ability to resume work and a list of restrictions that would directly relate to your ability to
perform your job.
Group Continuation Coverage:
This notice contains important information about your right to temporarily continue medical
coverage. Your right to this continuation coverage is mandated by a federal law known as
“COBRA.” This notice generally explains COBRA continuation coverage, when it may become
available to you and your family, and what you need to do to protect the right to receive it. If
you have any questions about this notice or the Plan in general, you can contact:
HR Manager
C&T Mechanical, Inc.
555 Willow Street
Anywhereville, ND
701-123-4567
Service member FMLA Leave
In 2008 and 2009, the FMLA was amended and now entitles eligible employees to take leave for
a covered family member’s service in the Armed Forces.
Leave Eligibility and Duration
Eligible employees may take Service member leave for either (or both) of the following reasons:
• A “qualifying exigency” arising out of a covered family member’s active duty or call to active
duty in the Armed Forces.
Leave Duration: Up to 12 workweeks of leave during any 12-month period
• The 12-month period is measured forward from the date leave begins. To care for a covered
family member (“next of kin”) who has incurred an injury or illness in the line of duty while on
active duty in the Armed Forces provided that such injury or illness may render the family
member medically unfit to perform duties of the member’s office, grade, rank or rating.

12
Leave Duration: Up to 26 workweeks of leave during a single 12-month period. (Leave may not
exceed 26 weeks in a single 12-month period when it is combined with other FMLA-qualifying
leave).
Veterans: The 2009 amendments extends military caregiver leave to close family members of
veterans who were members of the Armed Forces (including the National Guard or Reserves) at
any point in time within five years preceding the date on which the veteran undergoes medical
treatment, recuperation, or therapy.
Important
Service member FMLA runs concurrent with other leave entitlements provided
under federal, state and local law.
Pay Periods
The pay period starts Monday morning at 12:01 a.m. and runs through Sunday night at 11:59
p.m. Time cards are due at 8:00 a.m. Monday mornings in the accounting office. Your
paycheck will arrive anytime, on Tuesday (Payday). If you have any questions regarding payroll,
timecards, etc. contact Deeann in accounting.
Performance Evaluation Policy This administrative policy was adopted by the C&T
Mechanical Inc. Advisory Board on
(Day) (Month) (Year)
Signature of System
Manager Signature of Transportation Advisory Board Chair

13
Description:
This section on performance evaluation concerns only non-probationary or part-time
employees; temporary employees shall be evaluated in a similar manner, insofar as possible.
 Frequency: Each C&T Mechanical Inc. employee will have a job performance evaluation not
less than annually. New employees will have an evaluation after six months from their
hiring date in addition to their annual evaluation. Periodic or special performance
evaluations are subject to determination by competent authority, such as the system
manager and the immediate supervisor.
 Responsibility: Each C&T Mechanical, Inc. employee will be evaluated by his or her
immediate supervisor or higher authority, as appropriate. The systemmanager will receive
an annual performance appraisal from the C&T Mechanical, Inc. Board, which shall be
reviewed with the systemmanager by the chairman of the advisory board.
 Documentation Required: Each C&T Mechanical, Inc. employee will receive a completed
evaluation sheet at least annually, and it will be personally reviewed with him/her by the
immediate supervisor or higher authority. Both the supervisor and the employee will sign
and date the evaluation sheet in the appropriate places. The employee may attach
comments to explain or clarify any points made in the evaluation. It will then be filed in the
subject employee’s personnel record in a confidential manner.
Evaluation results may be the basis for promotion, salary actions, demotions, suspensions,
dismissals, and other such actions.
All performance appraisals are maintained in a secure manner.
Overtime Pay
It is the policy of C&T Mechanical, Inc. to provide overtime pay for certain employees for
authorized overtime work. Only your direct supervisor can approve overtime and it must be
approved. The first two (2) hours of work performed in excess of a eight (8) hour work day,
Monday through Friday, and the first eight (8) hours of work performed on Saturday, shall be
paid at one and one-half (1 ½) the straight rate of pay. Any labor performed on Saturdays from
4:30 p.m. or on Sunday until 7:00 a.m. Monday, shall be paid at two (2) times the straight rate
of pay. When an employee is required to work in excess of ten (10) hours, he/she shall receive
a 30 minute meal break without loss of pay. For each two (2) hours of work thereafter, he/she

14
shall receive a break of 15 minutes, without loss of pay. Vacation and PTO do count in overtime
calculations.
Flex-time Policy
The operating days and hours of C&T Mechanical, Inc. are Monday through Friday, 8:30 a.m. to
5:30 p.m. All employees are expected to be at work during these hours unless approval is
granted for a flexible work schedule (flextime).
Flextime at C&T Mechanical, Inc. is a work schedule with time of arrival and departure that
differs from the standard operating hours by not more than two hours. For example, a typical
flextime arrangement is arrival at 10:30 a.m. and departure at 7:30 p.m.
Supervisors approve flextime on a case-by-case basis. Full-time employees who have completed
at least six months of employment are eligible for flextime. The employee must first discuss
possible flextime arrangements with his/her supervisor and then submit a written request using
the Flextime Request Form. The supervisor will approve or deny the flextime request based on
staffing needs, the employee’s job duties, the employee’s work record and the employee’s
ability to temporarily or permanently return to a standard work schedule when needed.
A flextime arrangement may be suspended or cancelled at any time. Exempt employees must
depart from any flextime schedule to perform their jobs. Non-exempt employees may be asked
to work overtime regardless of a flextime schedule.
Jury Service
Objective
To provide income protection while an employee carries out his or her civic responsibility, C&T
Mechanical, Inc. provides the difference between jury duty pay and an employee’s regular
day’s pay for time spent serving on jury duty. Generally, income protection for time spent
serving on jury duty will be provided for a maximum of five workdays. Additional income-
protected time away from the workplace for this purpose will be considered on a case-by-case
basis.
Eligibility
Full-time and regular, part-time employees are eligible to receive this benefit.
Responsibility
Upon receipt of notification from the state or federal courts of an obligation to serve on a jury
or to act as a court witness, the employee should notify his or her supervisor. The employee is
required to provide copies of the subpoena or jury summons to his or her supervisor and to the
payroll department.

15
The supervisor will verify the notification by contacting the office issuing the summons or
subpoena and make scheduling adjustments to accommodate the employee’s obligation. The
supervisor will also provide court documentation to payroll for processing.
Employees appearing in their own case as a plaintiff or defendant or for a nonsubpoenaed
court appearance will not receive paid time off. Vacation or unpaid time should be used for
such instances.
Progressive Discipline Process
C&T Mechanical, Inc. supports the use of progressive discipline to address conduct issues such
as poor work performance or misconduct to encourage employees to become more productive
workers and to adapt their behavior to company standards and expectations. The definition of
misconduct is unacceptable or improper behavior, especially by an employee or professional
person.
Generally, a supervisor gives a warning to an employee to explain behavior that the supervisor
has found unacceptable. There are two types of warnings: verbal and written.
A verbal warning occurs when a supervisor verbally counsels an employee about an issue of
concern. A written record of the discussion, noting the date, event and recommended action, is
usually placed in the employee’s file for future reference.
Written warnings are used for behavior or violations that a supervisor considers serious or
when a verbal warning has not helped change unacceptable behavior.
Whenever an employee has been involved in a disciplinary situation that has not been readily
resolved or when he or she has demonstrated an inability to perform assigned work
responsibilities efficiently, the department head, in consultation with the human resource (HR)
department or designate, may place the employee on a performance improvement plan. This
status will last for a predetermined amount of time not to exceed 90 days. Within this time
period, the employee must demonstrate a willingness and ability to meet and maintain the
conduct and work requirements specified by the supervisor and the organization. At the end of
the performance improvement period, the employee will either be returned to regular
employee status, or, if established goals are not met, dismissal may occur.
C&T Mechanical, Inc. reserves the right to administer appropriate disciplinary action for all
forms of disruptive or inappropriate behavior. Each situation will be dealt with on an individual
basis.
Employee Conduct That Can Result in Disciplinary Action
C&T Mechanical, Inc. has established general guidelines to govern the conduct of its employees.
No list of rules can include all instances of conduct that can result in discipline, and the
examples below do not replace sound judgment or common-sense behavior.
Examples of employee conduct that would lead to discipline and the usual course of disciplinary
action have been separated into four groups, according to the usual severity and impact of the
infraction. Different violations may be handled differently depending on the group they are in.

16
C&T Mechanical, Inc. reserves the right to determine the appropriate level of discipline for any
inappropriate conduct, including demotion, oral and written warnings, suspension with or
without pay, and discharge. Because of Fair Labor Standards Act (FLSA) requirements, exempt
employees should not be suspended without pay for less than a week.
Discharge/Termination Policy
Your employment at C&T Mechanical, Inc. is ‘at will,’ meaning that you or C&T Mechanical, Inc.
may terminate your employment at any time for any reason. All warnings including verbal and
written will be documented through C&T Mechanical’s HR Department.
The circumstances surrounding your termination, however, may affect your entitlement to
payment for unused vacation time. Employees who resign voluntarily by providing at least two
weeks’ written notice of resignation may, at C&T Mechanical, Inc. discretion, be paid up to a
maximum of four weeks of unused, accrued vacation.
Employees who are involuntarily terminated may be paid for unused, accrued vacation, up to a
maximum of four weeks at C&T Mechanical Inc. discretion. Under no circumstances will
employees be paid for unused, accrued vacation if they are terminated for any of the following
reasons: misuse or misappropriation of C&T Mechanical, Inc. funds, theft of C&T Mechanical,
Inc. property or secrets, insubordination, fighting with other employees, unauthorized
possession of firearms and/or other weapons while on C&T Mechanical, Inc. premises or
performing C&T Mechanical, Inc. duties, reporting to work under the influence of intoxicants or
illegal drugs, possession of illegal drugs either while on company time or premises, unexcused
absences or immoral acts on the job. This list is not exclusive, and C&T Mechanical, Inc. reserves
the right to refuse payment for unused vacation time for any reason.
All equipment, tools, vehicles, ladders, and hardhats are to be returned to the tool crib at the
end of your employment.
Resignation
Objective
Although C&T Mechanical, Inc. hopes that employment with the company will be a mutually
rewarding experience, it is understood that varying circumstances do cause employees to
voluntarily resign employment. Should this time come, employees are asked to follow the
guidelines below regarding notice and exit procedures.
Procedures

17
1. Notice of resignation. Employees are encouraged to provide two weeks’ notice to
facilitate a smooth transition out of the organization. If an employee provides less
notice than requested, the employer may deem the individual to be ineligible for rehire
depending on the circumstances regarding the notice given.
2. Form of resignation notice. All resignations must be confirmed in writing. Employees
may wish to complete the Employee Resignation Form provided by the company for this
purpose or may submit other written notice that must include the reason for leaving
and the effective date. Employees who verbally resign will receive a Confirmation of
Resignation notice within 24 hours.
3. Pay in lieu of notice. Management reserves the right to provide an employee with two
weeks’ pay in lieu of notice in situations where job or business needs warrant. Such a
decision should not be perceived as reflecting negatively on the employee, given that it
may be due to a variety of reasons not known to the individual or other employees.
4. Resignation for failure to report to work. Employees who fail to report to work for
three consecutive days without properly communicating to their supervisor or manager
the reasons for their absence will be viewed as voluntarily resigning their employment
as of the third day.
5. Rescission of resignation. Employees will not be allowed to rescind a resignation,
whether given verbally or in writing, once the resignation has been confirmed by the
employer. Employees who wish to discuss concerns about their continued employment
before making a final decision to resign are encouraged to do so consistent with the
organization’s retention program.
6. Eligibility for rehire. Employees who resign in good standing under this policy and
whose documented performance is above average under the organization’s
performance management system will be eligible for reemployment for a period of up
to six months from the last date of employment, with benefits tied to seniority
reinstated in full. Former employees will be considered for open positions along with all
other candidates. Former employees who apply for reemployment after six months will
be treated as new employees for purposes of seniority-related benefits.
7. Reporting of employee departures. All departing employees, regardless of the
circumstances surrounding their departure, will be reported as a group on a monthly
basis to all staff. Those with a need to know (e.g., supervisors up the chain-of-command,
payroll, front desk, IT and security) will be advised of the last day of actual work for the
company.
8. Exit meeting. Resigning employees will be scheduled for an exit meeting to ensure that
all tools and equipment are returned and to provide an opportunity to discuss any
questions or concerns related to employment with [Company Name]. Employees who
fail to return any company property, including keys, credit cards, tools, uniforms,
cellular phones, laptops and other equipment, will be deemed ineligible for rehire and
may be subject to legal proceedings on behalf of [Company Name].
9. Forwarding address and final pay. Departing employees will be asked to confirm their
forwarding address to ensure that benefits and tax information are received in a timely
manner. Final pay will be mailed to this address by the next payday unless state law or
other procedures dictate otherwise. Accrued but unused vacation will be paid out

18
consistent with the company vacation policy and state law requirements. All separating
employees are responsible for returning any C&T Mechanical, Inc. property; and all such
matters must be settled before issuance of the final paycheck. C&T Mechanical, Inc.
reserves the right to inspect an employee’s tool box at time of separation.
Holiday, Vacation, & Sick Pay
C&T Mechanical, Inc. recognizes seven days during the year as paid holidays for its regular,
benefits-eligible employees. Those holidays are New Year's Day, Memorial Day, Independence
Day, Labor Day, Thanksgiving Day, the day after Thanksgiving, and Christmas Day.
All regular full-time employees and regular part-time employees who work no less than
40 hours per week are entitled to annual paid vacation. Years of service for the
purpose of vacation accrual is based on the staff member’s employment anniversary
date as a regular full-time or regular part-time employee.
Regular full-time employee (40 hours or more per week)
Years of Service *Maximum Annual Vacation Entitlement
1 and 2 / 15 days or 105 hours
3 - 5 / 20 days or 140 hours
6 – 10 / 22 days or 154 hours
11 - 15 / 25 days or 175 hours
16 - 20 / 27 days or 189 hours
Sick Pay
Purpose
C&T Mechanical, Inc. recognizes that employees will need days off from work from time to time
to address their medical needs.
Accrual
Employees accrue sick leave as follows:
 All regular full-time employees accrue sick leave from the date of hire, for a total of 10
days per year.
 Regular part-time employees accrue sick leave from the date of hire, in a prorated
amount using the full-time total of 10 days per year and the average number of hours
the part-time employee works per week.
Use
Sick leave may be used in accordance with the following provisions:

19
 Sick leave may not be used prior to accrual.
 If sick leave is exhausted, annual leave will be used in its place.
 Sick leave may be used for an employee's personal illness, well-care and medical and
dental appointments. Sick leave also may be used for illness and well-care of a member
of an employee's immediate family (including the employee’s spouse, children, mother
and father).
 If the employee is on leave under the Family and Medical Leave Act (FMLA), paid sick
leave or paid annual/vacation leave must be used initially as part of the FMLA leave.
 An employee who has a sick leave absence in excess of three consecutive work days
must present medical documentation for the absence.
 If the employee is absent unexpectedly due to personal or a family member's illness, the
employee should notify his or her supervisor or the director of human resources as soon
as reasonably possible.
 Employees are not paid for unused sick leave upon termination of employment.
PTO
The Paid Time Off Policy provides regular, full-time staff members with an entitlement of days
away from work with pay. Paid Time Off (PTO) days may be used for vacation, personal time,
illness or time off to care for dependents. PTO must be scheduled in advance and approved by
your supervisor, except in cases of illness or emergency.
The PTO Policy does not cover scheduled holidays, floating holidays, time off for jury duty or
bereavement leave. Questions about PTO earned and used should be referred to your
supervisor.
Paid Time Off is earned on an employment year basis and is earned on the first day of each
month following your date of employment. Paid Time Off is based on the following schedule:
Completed Years of Employment: Paid Time Off:
Up to and including year 3 17 days (1.42 days per month)
Beginning year 4 20 days (1.67 days per month)

20
Benefits
C&T Mechanical, Inc. has taken the time to recruit and train the best candidates. We have
procured the following benefit plans to add to your employment package. If you are unsure of
any benefit or the manner for which it is administered, please get assistance fromhuman
resources.
A good benefit package is a solid way to ensure employees have the medical care they need
and the time to spend away from work on personal pursuits.
Eligibility Requirements
Insurance coverages begin after 30 days of employment. If you are a full time employee or a
part time employee who works the minimum level of hours, you will be entitled to the medical
benefits listed in this manual. If you are part time, you may only be eligible to receive some
benefits found in this manual. No benefits will be provided to introductory employees until the
conclusion of their 90 day introductory period unless agreements were made in advance or
unless required by law.
Group medical benefits are available for all eligible employees. Unless previous agreements
exist, full time employees may enroll in medical benefits on the first day of the month following
a 30 calendar day waiting period. Part time employees will have a 90 day waiting period.
The following provides a rundown of the benefits C&T Mechanical, Inc. provides:
 Health Care Insurance.
 Disability Insurance.
 Life Insurance.
 Retirement / Pension Plans.
 Flexible Compensation.
 Paid Leave
The Human Resource Administrator is responsible for conducting the benefits portion of
new employee orientation. The HRA shall encourage employees to enroll for group
insurance within 30 days of hire. THE HRA shall maintain and dispense insurance claims
forms as requested by employees.
Model COBRA Continuation Coverage General Notice
Upon separation, you as an employee are entitled to continuing group insurance known
as COBRA. Also, under this law, continuation of insurance coverage is available for one’s
spouse or dependents in the event of marital separation, divorce, death, or other
qualifying events. Speak with the Human Resources Administrator for information on
costs, enrollment periods, and terms of coverage.

21
Master Agreement Language Disclaimer
“Thisbenefitplansummarydoesnotcontainall of the disclosuresrequiredbylaw asto benefitplans,
and isintendedonlyasabroad overview. Please seerespectiveSummaryPlanDescriptionsforfurther
details. All benefitplansare governedbythe provisionsof the agreementsbetweenourbusinessand
respective providers,andapplicablefederal orstate regulations. If thissummaryisinconsistentwith
plandocumentsorpoliciesinanywaythe plandocumentwill prevail. Please contactyourHR
representative if youhave anyquestionsrelatedtothismatter.
Company Equipment Usage
Use of Equipment
All Company property – including desks, storage areas, work areas, lockers, file cabinets,
credenzas, computer systems, office telephones, cellular telephones, modems, facsimile
machines, duplicating machines, copying machines and vehicles – must be used properly and
maintained in good working order. Employees who lose, steal, or misuse Company property
may be personally liable for replacing or repairing the item.
Employees should use the computer systems only for business purposes. Using e-mail or
the Internet for personal, non-business, purposes is prohibited during working time.
It is the policy of C&T Mechanical, Inc. to train employees in proper telephone procedures. The
Administrative Manager is responsible for telephone system management. Responsibilities
include: a) ordering and coordinating telephone installation, b) coordinating systemrepair, c)
supervising training of employees, and d) maintaining current telephone directory to be
updated at the start of each year. Personal telephone calls must be kept to a minimum and
outgoing calls must be made during nonworking time.
Employee Responsibilities
Employees will be given an electronic mail password when granted access to the Internet
or the Company’s electronic mail system. Employees may change these passwords from time to
time; however, all passwords must be made known to the Company. Because your system may
need to be accessed by the Company when you are absent, the Computer Department will be
able to access all Company computer equipment, electronic mail and Internet accounts.
Each employee is responsible for the content of all text, audio or images that they place

22
or send over the Internet. All messages communicated on the Internet should have your name
attached. No messages will be transmitted under an assumed name. Employees or other users
may not attempt to obscure the origin of any message. Employees who wish to express
personal
opinions on the Internet are encouraged to obtain their own user names on other Internet
systems.
To prevent computer viruses from being transmitted through the system, employees are
not authorized to download any software onto their computer or any drive in that computer.
Layoffs
Objective
If C&T Mechanical, Inc. determines that it must reduce employment because of adverse
economic or other conditions, then layoffs and recall from layoffs will generally be conducted in
a manner that is consistent with C&T Mechanical, Inc. requirements and in accordance with the
procedures described below.
Procedures
1. In the event that a layoff is expected, C&T Mechanical, Inc. will attempt to communicate
information about an impending layoff as soon as possible. However, management
reserves the right to alter the layoff procedure and withhold information about the
layoff as permitted by law to protect the company’s interests.
2. Layoffs that are expected to be temporary will generally be handled according to the
provisions of this policy. Selections for layoffs that are known to be permanent will be
made according to this policy and then handled according to company termination of
employment and severance pay policies.
3. Evaluation of the foregoing criteria will be within the sole discretion of C&T Mechanical,
Inc. Employees will be selected for layoff based on the following criteria:
 Promotion potential and transferability of skills to other positions within the
unit.
 Demonstrated current and past performance.
 The needs of the company and specific projects.
 Length of service with the company.
4. An employee’s length of service is measured from the original date of employment with
C&T Mechanical, Inc., as long as there has not been a break in service greater than 30
days. During a layoff, employees with breaks in service greater than 30 days, but less
than one year per break, are credited only for their time actually worked; that is, the
break time does not get counted unless required by law. Employees with a break in
service greater than one year will receive credit for service only from their most recent
date of hire with the company.
5. Employees selected for layoff will be given as much notice as is required by law or as
much as is reasonable under the circumstances.

23
6. Employees who are laid off will be maintained on a recall list for six months or until
management determines the layoff is permanent, whichever occurs first. Removal from
the recall list terminates all job rights the employee may have. While on the recall list,
employees should report to the human resource (HR) department if they become
unavailable for recall. Employees who do not keep a current home address on record
with the HR department will lose their recall rights.
7. Employees will be recalled according to the needs of C&T Mechanical, Inc. Notice of
recall will be sent by registered mail, return receipt requested, to the current home
address on record with the HR department. Unless an employee responds to the recall
notice within seven days following receipt of the notice or its attempted delivery, the
employee’s name will be removed from the recall list and the employee will no longer
have any job rights with C&T Mechanical, Inc.
8. Credit for seniority will continue to accumulate during any layoff of 30 days or less.
Employees laid off for more than 30 days and subsequently recalled within one year
from the date of layoff will be credited with the years of service accumulated at the
time of layoff.
9. If the layoff is expected to exceed 30 days, vacation pay equal to the number of unused
vacation days accrued will be paid at the time of layoff. Employees who are laid off will
not accrue vacation or sick leave during the layoff.
Educational Benefits
Objective
C&T Mechanical, Inc. strongly encourages employees to pursue additional formal education in
an effort to enhance knowledge and skills, thus improving potential for future opportunities.
Procedure
To participate, the employee must submit a request by filling out an Education Benefit Request
Form and e-mailing it to human resources (HR). HR will check the employee’s education benefit
balance and employee’s compliance with policy rules and procedures. If the employee’s
application complies with policy requirements, HR will advise the employee that the benefit has
been approved and the amount of the benefit. If the employee’s application is not compliant,
then HR will notify the employee of all deficiencies.
The employee may incur expenses only after receiving approval from the company president.
All expenses must be charged to the company’s corporate business account card. The employee
must then submit the following documents to finance: expense report, receipts and copy of the
approved Education Benefit Request Form.
At the conclusion of the exam or course, the employee must submit a transcript, certificate of
completion or other documentation to HR to be added to the employee’s personnel file.

24
Safety Program
C&T Mechanical, Inc.
WORK HEALTH AND SAFETY POLICY
Obligations
Management is firmly committed to a policy enabling all work activities to be carried out safely,
and with all possible measures taken to remove (or at least reduce) risks to the health, safety
and welfare of workers, contractors, authorised visitors, and anyone else who may be affected
by our operations.
We are committed to ensuring we comply with the Work Health and Safety Act 2012, the Work
Health and Safety Regulations 2012 and applicable Codes of Practice and US Standards as far as
possible.
Responsibilities
Management:
Will provide and maintain as far as possible:
 a safe working environment
 safe systems of work
 plant and substances in safe condition
 facilities for the welfare of workers
 information, instruction, training and supervision that is reasonably necessary to
ensure that each worker is safe from injury and risks to health
 a commitment to consult and co-operate with workers in all matters relating to
health and safety in the workplace
 a commitment to continually improve our performance through effective safety
management.
Workers:
Each worker has an obligation to:
 comply with safe work practices, with the intent of avoiding injury to themselves
and others and damage to plant and equipment
 take reasonable care of the health and safety of themselves and others

25
 wear personal protective equipment and clothing where necessary
 comply with any direction given by management for health and safety
 not misuse or interfere with anything provided for health and safety
 report all accidents and incidents on the job immediately, no matter how trivial
 report all known or observed hazards to their supervisor or manager.
Application of this policy
We seek the co-operation of all workers, customers and other persons. We encourage
suggestions for realising our health and safety objectives to create a safe working environment
with a zero accident rate.
This policy applies to all business operations and functions, including those situations where
workers are required to work off-site.
Policy authorized by: Anthony W. Sager Date:
11-25-16
Accident Investigation and Near Miss Program
This policy outlines the procedures that are to be adopted when any employee, visitor or
contractor experiences an accident, near-miss or dangerous occurrence on the company's
premises.It is the policy of the company to identify and investigate unplanned losses
(accidents), their source and hence their underlying causes.
To enable this objective to be achieved it is imperative that all accidents, irrespective of the
resulting injury or damage, be reported according to the laid down procedures.
In order to avoid misunderstanding, the company deem an accident and near-miss to be
defined thus:-
Accident: - "any unplanned event that results in personnel injury or damage to property, plant
or equipment.
Near-miss: - "an unplanned event which does not cause injury or damage, but could have done
so." Examples include: items falling near to personnel, incidents involving vehicles and electrical
short-circuits.
All personnel on site must report accidents and near-miss incidents whilst working on behalf of
the company.
Reporting and Investigating

26
The four most important steps are:-
 Ensure that all relevant details are reported as soon as possible, in accordance with
established procedures.
 Remove residual hazards that may pose a risk to others.
 Fence off the undisturbed scene of a serious incident pending investigation.
 notify management of incapacity for work that results from an injury sustained
during a work activity
General Safety Rules
The following are a list of general safety rules to follow while working on the jobsite. Although
this is not a list on all requirements, following these rules may prevent you or a coworker from
becoming involved in an incident.
1. Be sure you know how to perform the job and perform it safely.
2. Be sure you know its hazards and how to protect yourself. If you aren’t sure or have
questions, ask your supervisor!
3. Report all near misses, incidents, injuries and illnesses immediately.
4. Wear the required personal protective equipment necessary for the job. Safety glasses
are required as minimum eye protection on all jobsites.
5. Always work clear of suspended loads.
6. Never conduct work, unless trained.
7. Do not become complacent! Always keep your mind and eyes on the task at hand.
8. Always know the emergency action plan for your jobsite. Know what the warning tones
are and where to go.
9. Obey all warning signs and barricades.
10. Inspect all equipment, scaffolds, ladders, lifts, etc. before using. If found to be defective
remove from service.
11. Report any unsafe tools, equipment or hazardous conditions to your supervisor.
12. See that good housekeeping is maintained in your work area.
13. Exercise proper lifting techniques.
14. Operate vehicles in a safe manner and obey site driving rules.
15. Do not perform work under unsafe conditions. Any employee has the right to stop work
if they feel it is unsafe.
16. Horseplay of any kind will not be permitted.
17. Only authorized personnel shall repair company furnished tools or equipment
18. Firearms on the job are prohibited.
19. Always keep a positive attitude. This will make the day go better and make you a safer
worker.
20. Do not use ladders as scaffolds and never climb so high that it is impossible to hold the
top step for support.
21. Never use a step ladder as a straight ladder.

27
22. Don’t put yourself and your supervisor on the spot by not observing safety rules and
regulations!
23. If you see someone doing something unsafe or at risk say something to that employee!
Essential Job Functions
The following list contains essential job functions for several job categories at C&T
Mechanical, Inc. This list will assist managers and supervisors in placing workers in
different jobs and placing injured workers in alternate roles.
List of Job Categories List of Job Categories
1. 12.
2. 13.
3. 14.
4. 15.
5. 16.
6. 17.
7. 18.
8. 19.
9. 20.
10. 21.
11. 22.
Written Ergonomics Program
FOR C&TMECHANICAL, INC.
The purpose of an ergonomics program is to apply ergonomic principles to the workplace in an
effort to reduce the number and severity of MSDs, thus decreasing workers’ compensation
claims and, where possible, increase productivity, quality, and efficiency. An ergonomically
sound work environment maximizes employee comfort while minimizing the risk of undue
physical stress.
A proactive approach focuses on making changes when risks have already been identified, as well
as incorporating ergonomics into the design phase of a new facility or process, into purchasing
new equipment or tools, and into the contemplation of scheduling changes. C&T Mechanical,
Inc. has such a program which includes the following components:
A. Management Leadership. The management of C&T Mechanical, Inc. is committed to the
ergonomics process. Management supports the efforts of the Ergonomics Program Coordinator
and the Ergonomics Committee by pledging financial and philosophical support for the
identification and control of ergonomic risk factors. Management will support an effective MSD
reporting systemand will respond promptly to reports. Management willregularly communicate
with employees about the program.

28
B. Employee Participation. An essential element to the success of the ergonomics program,
employees will be solicited for their input and assistance with identifying ergonomic risk factors,
worksite evaluations, development and implementation of controls, and training. Employee
participation in the program will occur only during company time.
C. Identification of Problem Jobs. Collecting data that identifies injury and illness trends is called
surveillance. Surveillance can be either passive or active. Conducting a records review is an
example of passive surveillance, which looks at existing data such as OSHA Logs, workers’
compensation claims,trips to the medical facility,and absentee records. Active surveillanceuses
observations, interviews, surveys, questionnaires, checklists, and formal worksite evaluation
tools to identify specific high-risk activities. C&T Mechanical, Inc. will be using both passive and
active surveillance to identify problem jobs.
D. Worksite Evaluations.
(1) Triggers for a worksite evaluation:
(a) When an employee reports an MSD sign or symptom.
(b) Jobs, processes,or work activities where work-related ergonomic risk factors have
been identified which may cause or aggravate MSDs.
(c) Any change of jobs, tasks, equipment, tools, processes, scheduling, or changes in
work shift hours (for example, going from a traditional 5-day, 8 hour shift to a
compressed 4-day, 10 hour shift).
(d) When a safety walk-through or scheduled inspection or survey has uncovered
potential MSD hazards.
(2) Work-related risk factors to be considered in the evaluation process include, but are
not limited to:
(a) Physical risk factors including force, postures (awkward and static), static loading
and sustained exertion, fatigue,repetition, contact stress,extreme temperatures, and
vibration.
(b) Administrative issues including job rotation/enlargement, inadequate staffing,
excessive overtime, inadequate or lack of rest breaks, stress from deadlines, lack
of training, work pace, work methods, and psychosocial issues.
(c) Environmental risk factors including noise,lighting, glare,air quality, temperature,
humidity, and personal protective equipment and clothing.

29
(d) Combination of risk factors such as, but not limited to, highly repetitive, forceful
work with no job rotation or precision work done in a dimly lit room.
Description of the system used to implement self-inspections
1. Areas of application (who will be inspected by self-inspections at regular intervals?)
These may include but is not limited to:
 Receiving Area (Inbound)
 Warehouse (incl. packaging materials storage, raw materials storage, pharmaceuticals
storage, hazardous materials storage, storage for anaesthetics, products under
quarantine/ returns)
 Picking and packing, dispatch (Outbound)
 Technical materials qualification/ calibration (e.g. qualification of the warehouse and the
temperature monitoring system)
 IT infrastructure (e.g. validation of the warehouse management system)
 Quality Management systems incl. training
2. Inspection process (what topics could be audited?)
These may include but is not limited to:
 Storage and transport processes
 Buildings, rooms, media and equipment
 Staff and training
 Procedures, documentation and reports
 Quality Management systems
 Validation and qualification plans and reports
 Hygiene rules
 CAPA (e.g. corrective measures from previous in-house/external audits)
 Processing recalls

30
 Handling complaints
 Qualification of suppliers and recipients
 Contracts
Safety Training Program
It is our intention here at C&T Mechanical, Inc. to initiate and maintain complete accident
prevention and safety training programs. Each individual from top management to the working
person is responsible for the safety and health of those persons in their charge and coworkers
around them. By accepting mutual responsibility to operate safely, we will all contribute to the
wellbeing of our employees.
Any accident, incident, or "near miss," no matter how slight the injury or damage, must be
reported to the department supervisor immediately for appropriate action.
The supervisor is responsible for taking appropriate follow-up action, including getting medical
attention for the injured, completing an investigation report and recommending or
implementing appropriate corrective actions.
Disciplinary Programfor Repeat Safety Violators
 First offense — counseling/retraining/written warning
 Second offense — suspension
 Third offense — dismissal
Safety Coordinator Role
Directs entity's safety programs to protect employees against harm, and maintain safe working
conditions. Formulates and suggests work safety standards, and enforces procedures. Risk
prevention areas include hazardous materials exposure, accidents, fires, or other unsafe
conditions.
SubstanceAbuseProgram

31
A “substance” includes alcohol, illegal drugs, inhalants, and prescription and over-the counter
drugs.
An “illegal drug” is any substance that is illegal to use, possess, sell, or transfer.
“Drug paraphernalia” are any items used or intended for use in making, packaging, concealing,
injecting, inhaling, or consuming illegal drugs or inhalants.
A “prescription drug” is any substance prescribed for an individual by a licensed health care
provider.
An “inhalant” is any substance that produces mind-altering effects when inhaled. You are
“under the influence” if any substance: impairs your behavior or your ability to work safely and
productively; results in a physical or mental condition that creates a risk to your own safety,
the safety of others, or company property; or is shown to be present in your body, by
laboratory evidence, in more than an identifiable trace.
Assistance
Our employee assistance program provides education on drug and alcohol abuse. You can also
get counseling on substance abuse and other issues. For more information, call the employee
assistance program at 1-701-123-4567 (phone number).
Our health care insurance provides treatment of substance abuse. For more information, call 1-
701-123-5678 (phone number).
Smoking Policy
Introduction
C&T Mechanical, Inc. is committed to providing a safe and healthy workplace and to promoting
the health and wellbeing of its employees. As required by the Fargo Ordinance and also
motivated by our desire to provide a healthy work environment for our employees, the
following smoking policy has been adopted and shall apply to all employees of C&T Mechanical,
Inc.
Policy

32
It is the policy of C&T Mechanical, Inc. to prohibit smoking on all company premises in order to
provide and maintain a safe and healthy work environment for all employees. The law defines
smoking as the "act of lighting, smoking or carrying a lighted or smoldering cigar, cigarette or
pipe of any kind."
Effective Date
This policy will become effective on 12-1-16
Scope
The Smoke-Free Workplace policy applies to:
 All areas of buildings occupied by company employees.
 All company-sponsored off-site conferences and meetings.
 All vehicles owned or leased by the company.
 All visitors (customers and vendors) to company premises.
 All contractors and consultants and/or their employees working on company premises.
 All temporary employees.
Smoking is permitted in:
 Parking Lot located on the south end of company building.
 Parking Lot located on the east side of company building.
 Procedures
 We believe that the spirit of thoughtfulness and cooperation which is characteristic at
the company is adequate to resolve any disputes which might arise under this policy.
Where disputes cannot be so resolved, the rights of the nonsmoker shall be given
precedence, as required by the Fargo Ordinance.
 Employees who violate this smoking policy will be subject to disciplinary action up to
and including immediate discharge.
C&T Mechanical’s Employee Assistance Program includes a smoking cessation program.
For further information, please contact 1-701-123-4567.
Security
It isthe policyof C&T Mechanical,Inc.to protectthe securityof Companypropertyandrecordsthrough
the establishmentof necessarycontrolsandprocedures. A designatedVicePresidenthasoverall
authorityforsecurityof companypropertyandrecords.

33
SecurityGuidelinesforEmployees: 1) Observe all regulationsregardingclosingorlockingof doorsor
safe keepingenclosures. 2) Do notenterrestrictedareaswithoutthe permissionfromyoursupervisor.
3) Companypropertyor confidential informationinthe possessionof anemployee shouldbe carefully
safeguarded. 4) Anemployeeshouldimmediatelyreporttohisor hersupervisorandsecurity
irregularitiessuchasacts of theft,sabotage,vandalism,ordamage to companyproperty.5) The
presence of anyunauthorizedpersonsshouldbe reportedimmediatelytoyoursupervisor. 6)
Employeeswill be responsibleforproperlysafeguardingtheirownpersonalproperty. 7) The company
shall have the rightto inspectunauthorizedpackagesonthe property. 8) Reportany lostor found
buildingkeystoyoursupervisor.
Disability Accommodation
It is the policy of C&T Mechanical, Inc. to comply with all federal and state laws concerning the
employment of persons with disabilities and to act in accordance with regulations and guidance
issued by the Equal Employment Opportunity Commission (EEOC). Furthermore, it is the
company policy not to discriminate against qualified individuals with disabilities in regard to
application procedures, hiring, advancement, discharge, compensation, training or other terms,
conditions and privileges of employment.
C&T Mechanical, Inc. will reasonably accommodate qualified individuals with a disability so that
they can perform the essential functions of a job unless doing so causes a direct threat to these
individuals or others in the workplace and the threat cannot be eliminated by reasonable
accommodation or if the accommodation creates an undue hardship to C&T Mechanical, Inc.
Contact human resources (HR) with any questions or requests for accommodation.

34
Seniority
The policyof C&T Mechanical,Inc.isto recognize seniorityrightsthatbenefitthe employee andgroup
practice. Senioritysystemsare recognizedasanequitable basisforsome personnel decisions. The
fundamental objective of the group’ssenioritypolicyistoprovide avalidandimpartial systemfor
employeejobopportunitiesandrecognitionwhile providingaguide formanagement.
Solicitations
C&T Mechanical, Inc. prohibits the solicitation, distribution and posting of materials on or at
Company property by any employee or non-employee, except as may be permitted by this
policy. The sole exceptions to this policy are charitable and community activities supported by
C&T Mechanical, Inc. management and Company-sponsored programs related to C&T
Mechanical, Inc. products and services.

35
Appendix
Sexual Harassment
Personnel Records
Discipline
Company Equipment Usage (including Phones, Computers, Email, Internet, and Office
Products)

36
Sexual Harassment
 C&T Mechanical, Inc. is pledged to preserving a working environment free from sexual
harassment. Harassment is against the law and is a form of gender discrimination.
 Sexual Harassment defined: Consists of unwelcome sexual advances, requests for
sexual favors or unwanted sexual attention by anyone associated with the company. It
may include references to employment status or may create a hostile work
environment.
 It is important to report any and all concerns of sexual harassment or inappropriate
sexual conduct to the HR director or a supervisor/manager as soon as possible.
Management must be made aware of the situation so that it can conduct an immediate
and impartial investigation and take appropriate action to remediate or prevent the
prohibited conduct from continuing.
 C&T Mechanical, Inc. expressly forbids any retaliation against employees for reporting
sexual harassment.
___________________________________
___________________________________
Employee Signature
12-12-2016
Date

37
Personnel Records
C&T Mechanical, Inc. employee files are maintained by the human resource (HR) department
and are considered confidential.
Managers and supervisors, other than the HR director and his or her subordinates, may only
have access to personnel file information on a need-to-know basis.
A manager or supervisor considering the hire of a former employee or the transfer of a current
employee may be granted access to the file, or limited parts of it, in accordance with anti-
discrimination laws.
Personnel files are to be reviewed in the HR department, even by managers and supervisors.
Personnel files may not be taken outside the department, even by managers and supervisors.
Representatives of government or law enforcement agencies, in the course of their duties, may
be allowed access to file information. This decision will be made at the discretion of C&T
Mechanical, Inc. or the HR department in response to the employee’s request, a valid subpoena
or a valid court order.
Personnel file accessbycurrentandformeremployeeswill generallybe permitteduponrequestwithin
1 dayof the requestperNorthDakota Law.
___________________________________
___________________________________
Employee Signature
12-12-2016
Date

38
C&T Mechanical, Inc. is required to comply with the Federal Family Medical Leave Act (FMLA) of
1993, which is outlined in Appendix A. C&T Mechanical, Inc. reserves the right to designate
FMLA leave as needed to any eligible employee and to require employees to use first all
available paid time off as qualifying FMLA time toward the 12 week limit. The FMLA entitles
eligible employees to take up to 12 weeks of paid or unpaid, job-protected leave in a 12-month
period based on the employee’s anniversary hire date for:
• The birth or placement of a child for adoption or foster care.
• To care for an immediate family member (spouse, child, or parent) with a serious health
condition.
• To take medical leave when the employee is unable to work because of his/her own serious
health condition.
Eligible Employees:
To be eligible for FMLA, an employee must have worked for C&T Mechanical, Inc. for at least
one year and have completed 1,250 hours over the 12 months prior to the commencement of
the leave. The 12-month period during which an eligible employee may take up to 12 weeks of
unpaid leave will be calculated using the eligible employee’s service anniversary date.
Procedure:
• An eligible employee who wishes to take FMLA must provide his/her supervisor with 30 days
advance notice when the leave is foreseeable. At the time of the request, the employee may
complete a “Family Medical Leave Information/Request Form”. Once FMLA is requested or
designated by, t C&T Mechanical, Inc. , the employee will receive an information packet
containing the full policy, forms, rights and duties of the FMLA for both the employee and
• In most cases, the eligible employee must submit medical certification to support a request
C&T Mechanical, Inc. for leave. Health and dental benefits will continue during the FMLA
provided the employee makes his/her regular, monthly contributions to the plan. Failure to pay
premiums may result in lapse of coverage. Contact the Benefits Department for specific details
on continuing benefits while on leave.
• Employees returning from FMLA within the 12 week period will be restored to their original
job, or to an equivalent job with equivalent pay and benefits.
• Employees returning from a medical FMLA may be required to present medical certification of
fitness for duty. Failure to provide a medical certificate of fitness for duty may result in a denial

39
of job reinstatement until medical certificate release is provided.
• FMLA may be taken in increments as small as one hour.
• Employees may not earn additional paid time off while on FMLA.
Contact human resources for the complete policy on the Family and Medical Leave Act and for
a full explanation of your rights. FMLA will always begin with paid time off until all available
paid time is used. After exhausting paid FMLA leave, non-paid FMLA leave will continue until
the conclusion of the protected 12 week time limit. Following the conclusion of protected
leave, the employer will decide whether non-FMLA leave should apply.
___________________________________
___________________________________
Employee Signature
12-12-2016
Date

40
Discipline
C&T Mechanical, Inc. supports the use of progressive discipline to address conduct issues such
as poor work performance or misconduct to encourage employees to become more productive
workers and to adapt their behavior to company standards and expectations. The definition of
misconduct is unacceptable or improper behavior, especially by an employee or professional
person.
Generally, a supervisor gives a warning to an employee to explain behavior that the supervisor
has found unacceptable. There are two types of warnings: verbal and written.
A verbal warning occurs when a supervisor verbally counsels an employee about an issue of
concern. A written record of the discussion, noting the date, event and recommended action, is
usually placed in the employee’s file for future reference.
Written warnings are used for behavior or violations that a supervisor considers serious or
when a verbal warning has not helped change unacceptable behavior.
Whenever an employee has been involved in a disciplinary situation that has not been readily
resolved or when he or she has demonstrated an inability to perform assigned work
responsibilities efficiently, the department head, in consultation with the human resource (HR)
department or designate, may place the employee on a performance improvement plan. This
status will last for a predetermined amount of time not to exceed 90 days. Within this time
period, the employee must demonstrate a willingness and ability to meet and maintain the
conduct and work requirements specified by the supervisor and the organization. At the end of
the performance improvement period, the employee will either be returned to regular
employee status, or, if established goals are not met, dismissal may occur.
Employee Conduct That Can Result in Disciplinary Action
C&T Mechanical, Inc. has established general guidelines to govern the conduct of its employees.
No list of rules can include all instances of conduct that can result in discipline, and the
examples below do not replace sound judgment or common-sense behavior.
Examples of employee conduct that would lead to discipline and the usual course of disciplinary
action have been separated into four groups, according to the usual severity and impact of the
infraction. Different violations may be handled differently depending on the group they are in.
C&T Mechanical, Inc. reserves the right to determine the appropriate level of discipline for any
inappropriate conduct, including demotion, oral and written warnings, suspension with or
without pay, and discharge. Because of Fair Labor Standards Act (FLSA) requirements, exempt
employees should not be suspended without pay for less than a week.
___________________________________
___________________________________
Employee Signature
12-12-2016

41
Discharge/Termination Policy
Your employment at C&T Mechanical, Inc. is ‘at will,’ meaning that you or C&T Mechanical, Inc.
may terminate your employment at any time for any reason. All warnings including verbal and
written will be documented through C&T Mechanical’s HR Department.
The circumstances surrounding your termination, however, may affect your entitlement to
payment for unused vacation time. Employees who resign voluntarily by providing at least two
weeks’ written notice of resignation may, at C&T Mechanical, Inc. discretion, be paid up to a
maximum of four weeks of unused, accrued vacation.
Employees who are involuntarily terminated may be paid for unused, accrued vacation, up to a
maximum of four weeks at C&T Mechanical Inc. discretion. Under no circumstances will
employees be paid for unused, accrued vacation if they are terminated for any of the following
reasons: misuse or misappropriation of C&T Mechanical, Inc. funds, theft of C&T Mechanical,
Inc. property or secrets, insubordination, fighting with other employees, unauthorized
possession of firearms and/or other weapons while on C&T Mechanical, Inc. premises or
performing C&T Mechanical, Inc. duties, reporting to work under the influence of intoxicants or
illegal drugs, possession of illegal drugs either while on company time or premises, unexcused
absences or immoral acts on the job. This list is not exclusive, and C&T Mechanical, Inc. reserves
the right to refuse payment for unused vacation time for any reason.
All equipment, tools, vehicles, ladders, and hardhats are to be returned to the tool crib at the
end of your employment.
___________________________________
___________________________________
Employee Signature
12-12-2016
Date

42
C&T Mechanical, Inc. recognizes seven days during the year as paid holidays for its regular,
benefits-eligible employees. Those holidays are New Year's Day, Memorial Day, Independence
Day, Labor Day, Thanksgiving Day, the day after Thanksgiving, and Christmas Day.
All regular full-time employees and regular part-time employees who work no less than
40 hours per week are entitled to annual paid vacation. Years of service for the
purpose of vacation accrual is based on the staff member’s employment anniversary
date as a regular full-time or regular part-time employee.
Regular full-time employee (40 hours or more per week)
Years of Service *Maximum Annual Vacation Entitlement
1 and 2 / 15 days or 105 hours
3 - 5 / 20 days or 140 hours
6 – 10 / 22 days or 154 hours
11 - 15 / 25 days or 175 hours
16 - 20 / 27 days or 189 hours
Sick Pay
Purpose
C&T Mechanical, Inc. recognizes that employees will need days off from work from time to time
to address their medical needs.
Accrual
Employees accrue sick leave as follows:
 All regular full-time employees accrue sick leave from the date of hire, for a total of 10
days per year.
 Regular part-time employees accrue sick leave from the date of hire, in a prorated
amount using the full-time total of 10 days per year and the average number of hours
the part-time employee works per week.
Use
Sick leave may be used in accordance with the following provisions:
 Sick leave may not be used prior to accrual.
 If sick leave is exhausted, annual leave will be used in its place.
 Sick leave may be used for an employee's personal illness, well-care and medical and
dental appointments. Sick leave also may be used for illness and well-care of a member
of an employee's immediate family (including the employee’s spouse, children, mother
and father).
 If the employee is on leave under the Family and Medical Leave Act (FMLA), paid sick
leave or paid annual/vacation leave must be used initially as part of the FMLA leave.

43
 An employee who has a sick leave absence in excess of three consecutive work days
must present medical documentation for the absence.
 If the employee is absent unexpectedly due to personal or a family member's illness, the
employee should notify his or her supervisor or the director of human resources as soon
as reasonably possible.
 Employees are not paid for unused sick leave upon termination of employment.
___________________________________
___________________________________
Employee Signature
12-12-2016
Date
CompanyEquipment Usage (including Phones, Computers, Email, Internet, Office
Products)Use of Equipment
All Company property – including desks, storage areas, work areas, lockers, file cabinets,
credenzas, computer systems, office telephones, cellular telephones, modems, facsimile
machines, duplicating machines, copying machines and vehicles – must be used properly and
maintained in good working order. Employees who lose, steal, or misuse Company property
may be personally liable for replacing or repairing the item.Employees should use the computer
systems only for business purposes. Using e-mail or the Internet for personal, non-business,
purposes is prohibited during working time. It is the policy of C&T Mechanical, Inc. to train
employees in proper telephone procedures. The Administrative Manager is responsible for
telephone system management. Responsibilities include: a) ordering and coordinating
telephone installation, b) coordinating systemrepair, c) supervising training of employees, and
d) maintaining current telephone directory to be updated at the start of each year. Personal
telephone calls must be kept to a minimum and outgoing calls must be made during
nonworking time. Employee Responsibilities Employees will be given an electronic mail
password when granted access to the Internet or the Company’s electronic mail system.
Employees may change these passwords from time to time; however, all passwords must be
made known to the Company. Because your systemmay need to be accessed by the Company

44
when you are absent, the Computer Department will be able to access all Company computer
equipment, electronic mail and Internet accounts. Each employee is responsible for the content
of all text, audio or images that they place or send over the Internet. All messages
communicated on the Internet should have your name attached. No messages will be
transmitted under an assumed name. Employees or other users may not attempt to obscure
the origin of any message. Employees who wish to express personal opinions on the Internet
are encouraged to obtain their own user names on other Internet systems.
___________________________________
___________________________________
Employee Signature
12-12-2016

Policy Manual

Recommended

Recommended

More Related Content

What's hot

What's hot (9)

Viewers also liked

Viewers also liked (10)

Similar to Policy Manual

Similar to Policy Manual (20)

Policy Manual