Ausenco policies

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Ausenco policies

Contents1 Introduction 11.1 Welcome to Ausenco 11.2 Application 12 About Ausenco 22.1 Company Profile 22.2 Ausenco’s Core Values 23 Employee Selection and Assignment 33.2 Employee Referral Program 33.3 Hiring Procedure 43.4 Employment of a Relative 43.5 Employment Offer 43.6 Probation Period 44 Terms and Conditions of Employment 44.1 Employment Categories 44.2 Hours of Work 54.3 Personal Data / Employee Record 64.4 Personal Appearance / Dress Code Guidelines / Casual Day 74.5 Communication with Employees 84.6 Curriculum Vitae 94.7 Employee & Professional Development 104.8 Professional Liability Insurance 125 Vacation, Statutory Holidays & Leaves 135.1 Annual Vacation 135.2 Statutory Holidays 145.3 Absences/Leaves 146 Compensation - Salary and Payroll Administration 156.1 Remuneration 156.2 Salary Review 156.3 Salary Deposits 156.4 Salary Advances 166.5 Compensation for Overtime 166.6 Travel Time 177 Human Rights 177.1 Non-Harassment / Non-Discrimination Policy 177.2 Formal Complaints Procedure 187.3 Guidelines for Review of Harassment Complaint 188 Workplace Violence Prevention 198.1 Compliance 209 Privacy 2210 Drug and Alcohol Policy 2211 Project and Non – Project Assignments 2412 Travel Administration 2412.1 Business Travel 2412.2 Travel Arrangements 2512.3 Travel Agent / Ticket Request 2512.4 Transportation 2512.5 Long Distance Telephone Calls 2513 Finance 2613.1 Expense Account 26HR Manual – Canada EmployeesDate: 1 June 2013 Document uncontrolled when printed 3


13.2 Client Entertainment 2713.3 Travel Advance 2714 Termination 2814.1 General 2814.2 Temporary Layoffs 2814.3 Termination of Employment 2814.4 Resignation 2814.5 Employment Verification Letter 2914.6 Company Property Article 2914.7 Payments and Reimbursements 2914.8 Retirement from Ausenco 2914.9 Benefit Limitations for Employees Working Beyond Age 65 29HR Manual – Canada EmployeesDate: 1 June 2013 Document uncontrolled when printed 4


2 About Ausenco2.1 Company ProfileAusenco Limited was founded in 1991 and has enjoyed significant growth, currently undertaking globalprojects with an Installed Capital Value of over US$3 billion in 40 countries covering the areas of mineralsprocessing, rail infrastructure, long distance pipelines, ports, environmental engineering and geotechnicalconsulting services.Currently, the Ausenco group is comprised of five business lines – Minerals & Metals, Process Infrastructure,Energy, Environment & Sustainability and Program Management – operating under a common corporatestructure specializing in:Engineering, procurement, construction management, project management, commissioning, plantoperations and maintenance of mineral processing plants covering a wide variety of commodities.Engineering and design of state-of-the-art, long distance slurry pipeline systems.Engineering of ports and bulk materials handling systems, energy and industrial process sectors forthe mining and oil and gas industries.The provision of geotechnical, civil, environmental and water resource services with specificcapabilities in the solid waste, energy and oil and gas sectors.Through this combination of services, Ausenco is able to offer complete end-to-end solutions to its broadglobal client base, which ranges from leading multinationals to mid-level and junior resource companies.Ausenco has a proven track record for innovative process design. Using the latest technology and innovationto improve processes and performance, Ausenco aims to achieve maximum results for clients in everyproject it undertakes.The company is headquartered in Brisbane, Australia and maintains corporate offices throughout Australia,North and South America and Asia Pacific.Ausenco is a provider of innovative and high quality engineering and project management services to theglobal resource industry. From studies through to full project execution, Ausenco’s range of services coversall aspects of project development.2.2 Ausenco’s Core ValuesOur six core values form the cornerstone of our culture and every project that we undertake.Safety in all we doWe let nothing compromise our safety performance. Our valued people, working all over the world, deserveto return home safely each night.As a core value, the health safety and well-being of all our employees, clients, subcontractors and localcommunities in which we operate is paramount. This commitment to our safety culture means we continuallystrive to improve on our world-class safety record no matter what country, industry or environment we areHR Manual – Canada EmployeesDate: 1 June 2013 Document uncontrolled when printed 2


working in. Ausenco has an excellent safety record given our challenging operational environment.The client is our focusWe develop trusting relationships with our business partners and clients. Helping them build betterbusinesses and deliver outstanding results means we can do the same.Our people are our strengthWe prize the ability, diversity and creativity of our people and do all in our power to grow their talents. Theway we care for, develop and encourage our people is a key part of our culture governed by our PeoplePrinciples.Respect the community and environmentWherever we operate within the world we respect the diverse communities and environments. Our footprintmust engender a positive outlook for future generations.We seek ingenious solutionsWe encourage our people to be lifelong learners. It cultivates the creativity, flexibility and innovation weutilise to find ingenious solutions for our clients and to manage change.We are open, honest and collaborativeWe respect the diversity and differences of our people, clients and stakeholders. We are straightforward andcollaborative in all our communication.3 Employee Selection and AssignmentAusenco maintains a non-discrimination policy in all employment practices. Any candidate for employment,promotion or transfer will be considered solely on the basis of his or her qualifications, performance andflexibility and without any regard to race, religion, color, national origin, sex, age, disability, veteran status,marital status, or status as a member of any other protected class.In Canada, the Company participates in the Canadian Federal Government’s Contractors Employment EquityProgram and will, from time to time, ask for personal information required for government reporting. Thisdata provided is treated in the strictest of confidence and only used for this program.3.2 Employee Referral ProgramThe business objectives of Ausenco are supported through the effective attraction and selection of talentedand suitably qualified people. The employee referral program provides an incentive to Ausenco personnelwho refer candidates subsequently employed by an Ausenco entity. It is designed to encourage ourpersonnel to attract and refer quality talent.http://thehub.ausenco.com/EN/funcservice/pphub/North%20America/Pages/AusReferral-Program-North-America.aspxHR Manual – Canada EmployeesDate: 1 June 2013 Document uncontrolled when printed 3


3.3 Hiring ProcedureHiring of personnel is made in close collaboration with the responsible hiring manager and the People &Performance team to ensure judicious selection of candidates, and to prevent any conflict with Ausenco’scorporate policies and government standards3.4 Employment of a RelativeAusenco will consider employment of an employee’s immediate family member providing the employee willnot be in the position of directly supervising the family member or the employment will not create a conflict ofinterest.3.5 Employment OfferEmployment arrangements are summarized in an employment letter which must be prepared in all cases byPeople & Performance. The employment letter describes the terms and conditions of employment, and whensigned and accepted by the employee, constitutes a legally binding agreement.Acceptance of an offer of employment also entails an implicit agreement to be governed by the policies andprocedures set out in this manual and in Ausenco’s global policies as amended/modified from time to time.Dependent on the office location, there are other forms that all personnel may be required to sign as part oftheir agreement to work with Ausenco.3.6 Probation PeriodA three-month probationary period, from the date of hire, allows time for a mutual assessment as to thesuitability of the job for the employee, and the suitability of the employee for the job. Throughout this period,either the employee or Ausenco may terminate employment without prior notice or payment in lieu of suchnotice being required.During the probationary period, certain benefits are not available to employees. Further details can be foundin the Employee Benefits Manual on the Hub.4 Terms and Conditions of Employment4.1 Employment CategoriesAusenco employs or engages personnel as per the following categories:RegularRegular Part-timeHourlyContractors/ConsultantsAgencyHR Manual – Canada EmployeesDate: 1 June 2013 Document uncontrolled when printed 4


Regular Employees work an average of 40.0 hours per week and are eligible to participate in Ausenco’sbenefits program subject to plan terms and conditions. Salary is established on a bi-weekly basis and issubject to all statutory deductions, including personal income tax, Employment Insurance and CanadaPension Plan as well as any deductions pertinent to Ausenco’s benefits program.Regular Part-Time Employees work a partial week on an ongoing, regular basis that is generally more than20 but less than 40 hours per week. Regular part-time employees may be eligible for some benefits andineligible for others subject to plan terms and conditions depending on the number of hours worked per week.Hourly Employees are employed on an “as required basis” for a period of time as determined by Ausenco.Hourly employees are not eligible to participate in Ausenco’s benefits program and are compensated on anhourly base rate for all approved hours worked. Hourly employees may be provided with a discretionaryseparate allowance in lieu of participation in Ausenco’s benefits plan. This allowance, if applicable, isincluded as part of the total hourly rate (base + allowance) and is subject to all statutory deductions includingpersonal income tax, Employment Insurance and Canada Pension Plan.Contractors/Consultants are individuals who are self-employed, and either operate as sole proprietors orthrough their own incorporated company. They are retained by Ausenco under the conditions stipulated ineither a personal services agreement or consulting services agreement.Consultants are not eligible to participate in Ausenco’s benefits program and are reimbursed solely uponinvoicing, without tax or other deductions being made. Consultants may be included as insured underAusenco’s Worker's Compensation and Professional Liability Insurance (subject to the terms and conditionsof such insurance as are in effect from time to time).Agency staff are individuals employed by an employment or temporary staff agency. Ausenco may, fromtime to time, enter into an agreement with such an agency for the temporary use of such individuals. They arenot eligible for the Company's benefits program. They are paid by the agency or employer, who in return willbe paid by Ausenco upon invoicing.4.2 Hours of Work4.2.1 Basic PolicyAusenco’s normal schedule of working hours for Regular employees is 8.0 hours per day and 5 days perweek (40 hours per week) excluding lunch break. There may be times, when employees will be asked towork less than 40 hours due to workload demands.All hours worked must be recorded in Ausenco’s time entry system.4.2.2 Work Schedules / Flexible Working HoursEach person will establish the beginning and end of his or her normal working day of 8.0 hours and have itapproved by his or her Functional Manager. Once approved, this regular work schedule cannot vary fromday to day or week to week and any further changes must be discussed with the Functional Manager.It may happen that, because of the particular needs of a client, a project, a task force or a service, certainemployees may not be entitled to a flexible schedule and will then have to conform to the schedule set bytheir Functional Manager.HR Manual – Canada EmployeesDate: 1 June 2013 Document uncontrolled when printed 5


Some departments may have to establish their own work schedules in order to fulfil the needs of the majorityof employees, e.g. telephone switchboard services.The work day has two schedules:A fixed period in the day where all employees must be present. This is between 09:00 and16:00 hours with one hour off for lunch from 12:00 to 13:00 hours. A 30 minute lunch breakmay be taken upon approval from the employee’s Functional Manager.A flexible period preceding or following the fixed period which an employee may choose towork in order to complete his or her standard working hours.The flexible schedule is between 07:00 and 09:00 hours in the morning (to start) and between 16:00 and18:00 hours in the afternoon (to end). Thus an employee may start and finish his or her work day withinthese hours to make up the required 8.0 hours per day.In offices that participate in the Flexible Work Week Arrangement, participating employees will adhere to theworking schedule as outlined in the Flexible Work Week Arrangement Policy.http://thehub.ausenco.com/EN/about/offices/vancouver/Flexible%20Work%20Week/Forms/AllItems.aspx4.2.3 Work Away From the OfficeEmployees assigned to a client's office, another Ausenco office or a work site will, unless instructedotherwise by the project manager, observe the working hours and days of work corresponding with the workperiod of the other office.4.3 Personal Data / Employee RecordsIt is important that employee personal information be maintained for administrative purposes related tomanaging the employment relationship and for the employee’s own safety (e.g.: emergency contact personand number, beneficiaries, etc.).Employees’ personal information is stored in a secure and confidential manner. Before transmitting personalinformation to a third party, Ausenco obtains prior authorization from the employee.Personal information on employees is recorded as follows4.3.1 Employment FilesA file containing information relevant to managing the employment relationship including, but not limited, tocontact information, compensation details, status, transfers, recruitment documentation, performance reviewsand employee correspondence.4.3.2 Employment Equity DataA file containing forms used to collect Employment Equity information is kept separate from employmentfiles. It is accessible only to People & Performance for the sole purpose of complying with the FederalGovernment’s Contractors Employment Equity Program of which Ausenco is a part.HR Manual – Canada EmployeesDate: 1 June 2013 Document uncontrolled when printed 6


4.3.3 Payroll FileA file containing information relating to payroll, insurance and benefits including, but not limited to, bankinginformation, benefit forms and compensation details.People & Performance has access to all aforementioned files. Payroll has access to the Payroll File. Somepersonal data in the employee's file may also be accessible to management who, due to their functions, mayalso require such information in order to manage the employment relationship.Should an employee wish to access or change any one of their files, they may do so by submitting a writtenrequest to the People & Performance Department. Access to the employee file will be in accordance with theprivacy legislation in the jurisdiction in which they are employed.4.3.4 Changes to Personal InformationIt is extremely important that employees keep their personal information up to date. Please notify People &Performance if any changes occur including the following:Marital statusAddress (home or mailing)Legal nameHome telephone numberInsurance dependent coverageInsurance beneficiary informationDeductions for income tax purposesPerson to call in case of emergencyAny additional educational program completed4.4 Personal Appearance / Dress Code Guidelines / Casual DayIt is Ausenco’s expectation that employees dress in attire that promotes the professional image of Ausencoand ensures compatibility with the attire of the business and professional community with which weinteract. Employees are therefore, expected to dress in a manner consistent with the nature of workperformed. If there are questions as to what constitutes proper attire, employees should consult with theirFunctional Manager.Employees are also expected to observe good habits of grooming and personal hygiene at all times. For theoffices that have "Casual Day", this normally falls on Friday each week. The idea is to allow employees todress in a more casual, but still professional, manner than on other workdays. Sweat pants, cut-off jeans,sneakers and other inappropriate attire will not be permitted. It should be noted that there may be occasionswhere business attire is required on a Friday due to client meetings or appointments or assignments outsidethe office4.4.1 Workplace Personnel Welfare and SafetyThe safety of employees is of the utmost importance, and Ausenco strives to provide safe and healthfulworking conditions in its facilities, and to comply with applicable laws and regulations.HR Manual – Canada EmployeesDate: 1 June 2013 Document uncontrolled when printed 7


Each employee, working in the office or on a jobsite, is responsible for observing all safety rules, instructionsand practices. They are also responsible for maintaining good housekeeping and for making proper use ofsafety devices at his or her work place.Accidents or injuries occurring on the job must be reported and investigated immediately in order to minimizetheir effects, to prevent re-occurrence, and to adhere to provincial health and occupational safety regulations.Further information on workplace safety and Ausenco’s “Golden Rules” can be found at:http://thehub.ausenco.com/EN/hsec/Documents/Golden%20Rules%20of%20Safety/AUS0396_GR_booklet_Hub_ENG.pdf4.4.2 Personal Property and EquipmentEmployees are expected to provide, maintain and ensure the safety of personal property and equipmentdesignated "tools of the trade" as required in the normal performance of their tasks. Ausenco will not assumeresponsibility for personal property and/or equipment that has been damaged, stolen or requiringexpenditures for general maintenance.4.4.3 Personal Telephone CallsAlthough telephones are readily available, employees are encouraged to keep incoming personal calls verybrief and to conduct personal business on the telephone during their lunch hour or after hours. Long distancecalls for purposes other than Ausenco business must be charged to the employee’s Personal Calling Card oranother phone number. In an emergency, the employee may charge a long distance call to their employeenumber, in which case the costs will be deducted through payroll.4.4.4 Personal Use of Ausenco’s Office EquipmentPersonal use by employees of Ausenco office equipment (i.e. photocopiers, fax machines, scanners) ispermitted provided the employee reimburses Ausenco for the cost of such use. The employee should usetheir employee number as the project number and the costs will be deducted through payroll. For informationon the rates charged for these services, please contact Finance.4.4.5 Copyright Protection for Computer ProgramsAusenco’s policy states that the purchase of a computer program (software) does not authorize Ausenco tomake copies, unless specifically authorized in the purchase agreement. It is therefore forbidden forpersonnel to make unauthorized copies of computer programs, since this constitutes an infringement ofcopyright.Where a purchase agreement permits reproduction of computer programs, copies must be made solely uponauthorization of the Director, IT.All software and programs developed by personnel for the needs of Ausenco fall under the IntellectualProperty Agreement signed by the employee on the day of hire.4.5 Communication with EmployeesIt is Ausenco's intent to keep employees informed about company matters and, where practical, will seekinput from employees on discussions or decisions affecting them. Further to this, Ausenco strives to create aproductive and healthy work environment by encouraging open and honest two-way communicationsbetween management and employees. However, it is possible that disagreements or issues will arise fromtime to time.HR Manual – Canada EmployeesDate: 1 June 2013 Document uncontrolled when printed 8


4.5.1 Procedure for Dealing with Complaints, Problems and GrievancesWhen an employee feels that a decision or action taken affecting them is unfair, they should address theissue with their Supervisor or Functional Manager. If the matter is still not resolved to the employee’ssatisfaction, then functional heads and/or People & Performance are available for a consultation4.5.2 Progressive Discipline PolicyAusenco endorses the concept of open and proactive communication when addressing an employee who isexperiencing performance problems. Each case will be reviewed and handled on an individual basis and willtake into account all the circumstances and information involved. The procedure for addressing suchproblems is as follows:Unsatisfactory performance may be identified by the employee’s Functional Manager, or maybe reported to the Functional Manager by other employees.The Functional Manager meets with the employee to identify and discuss problem areas,clarify expectations and outline actions that must be taken by the employee to correct theseproblems, and any support provided to assist with correction.If problem areas do not improve, a more direct approach is necessary. The FunctionalManager will verbally warn the employee, stating that if performance is not corrected within areasonable amount of time, then further disciplinary action will be taken. Information on thisverbal warning may be placed on an employee's file.If improvement does not occur after the verbal warning, the employee will be given a writtenwarning. This written warning will clearly identify the problem and indicate that, ifimprovement is not forthcoming, the employee may be disciplined up to and includingtermination.If, after a reasonable period of time, the employee's performance does not improve, theemployee will be discharged from the Company.Acts of gross misconduct will be dealt with directly and immediately.The Functional Manager involved shall be responsible for ensuring that the unsatisfactoryperformance and all subsequent actions and discussions are fully documented.All the documentation shall be sent to People & Performance for filing in the individual’spersonnel recordsThe above outlines steps that may be taken when addressing problems. Each step does not have to befollowed rigidly and steps may be added or removed depending on the nature of issue. These steps areprovided as a guide4.6 Curriculum VitaeUpon hiring, an employee from the operation groups must prepare his or her resume according to Ausenco’sbranding guidelines. Guidelines to this effect are available from the Marketing and Proposals team.The employee must keep his or her resume updated to reflect all position and responsibility changes and anyfurtherance of academic knowledge. The employee must also advise the Department AdministrativeAssistant or a member of the Marketing and Proposals team each time a change occurs or work experienceneeds to be updated. Updated files facilitate the preparation of proposals to clients as well as employeeassignments.HR Manual – Canada EmployeesDate: 1 June 2013 Document uncontrolled when printed 9


4.7 Employee & Professional DevelopmentAusenco is committed to providing career development, training and opportunities for advancement for itsemployees. The training and development efforts are focused and regulated, in the best interests ofindividual employees, and of the company, through the Insight Development Programs.Other aspects of training and development include continuing education, which Ausenco encourages byoffering partial tuition reimbursement for current or future position-related courses and ongoing performanceevaluation and feedback.4.7.1 InterAct Performance Review ProcessPlease refer to InterAct, Ausenco’s approach to performance and development planning for furtherinformation on the guiding principles and resources relating to the performance review process.4.7.2 TrainingIt is Ausenco's policy to assign qualified and talented employees to all projects to ensure the best possibleoutcome for our clients. The training needs of each employee must be addressed at least once a year duringthe employee's annual InterAct performance evaluation. The employee's Functional Manager shall identify ifthe employee requires training in any specific area and shall also discuss training requested by theemployee. The Functional Manager shall facilitate arrangements for any training agreed upon.Project Discipline Leads, Project Managers, Functional Managers or colleagues may identify the need for thetraining of an individual to that individual's Functional Manager at any time. The employee's FunctionalManager shall evaluate the request and arrange for any training needed.All new hires must be assessed to determine their training needs. It is the responsibility of the new hire'sFunctional Manager to make this assessment and follow up to assure that the employee receives the trainingidentified.The evaluation of effectiveness of training received is done through InterAct performance reviews and incertain cases, quizzes on completion of the course.All new hires must complete the following mandatory training as soon as possible after the start ofemployment:SBMS and Corporate Policies training modules (Process Infrastructure employees only)Workplace Hazardous Materials Information Systems (WHMIS)HSEC Training (Isolation/Lock-Out, Confined Space Entry and Working at Heights)Operating Centre’s Safety and Emergency Procedures4.7.3 Continuing Education and DevelopmentIt is necessary for the company to keep current on the latest developments in engineering technology andbusiness management. In order to do so, certain select employees whose interest and job responsibilities liein special fields, will, upon the recommendation of the Functional Managers and approval of the People &Performance Learning and Development Manager and the one-up Manager, be permitted to attend coursesand seminars at Ausenco’s expense. If requested, upon completing the course, a summary will be preparedand forwarded to the Functional Manager for distribution.Ausenco encourages all employees to further their self-development in the technical, professional, businessmanagement and cultural areas.HR Manual – Canada EmployeesDate: 1 June 2013 Document uncontrolled when printed 10


Ausenco offers financial assistance for continuing education purposes if you have completed one year ormore with the company. This benefit is directed toward courses to expand knowledge in a position-relatedarea or courses taken for professional development.Continuing education assistance is subject to the following conditions:To qualify for assistance, a continuing education course must have a direct relationship to theAusenco's business. It must be directly related to the employee’s current work assignment orprepare the employee for future work within the company.The company will reimburse 50 percent of the cost of tuition and registration fees forapproved courses. The cost of books and additional resources will be the responsibility ofthe employee. Reimbursement will be claimed through an expense report with supportingreceipts upon successful completion of the course as evidenced by written certification of apassing grade of "C" or better.To qualify for assistance, the employee must be actively employed by Ausenco at thecommencement and completion of all courses.The employee must have the approval of his or her Functional Manager, the People &Performance Learning and Development Manager and the one-up Manager before enrollingin a course and must have completed the Continuing Education Reimbursement form.The course for which reimbursement is sought must be taught by an accredited educationalinstitution.Preparation for the course and class attendance must be made outside of the employee’snormal working hours.Expenses reimbursed under governmental plans will not be duplicated under this policy.This policy does not apply to courses or seminars which the employee attends at the request ofAusenco. Ordinarily, Ausenco pays the full cost of such programs.4.7.4 Project Management Institute PolicyThe Project Management Institute (PMI) is an international association that focuses on the continueddevelopment of professional project managers.Project Managers are encouraged to become members of the Project Management Institute (PMI). Ausencowill cover cost of membership and local chapter dues, in addition to a reasonable number of local chapterevents. Project managers whose Individual Career Development Plan identifies comprehensive developmentmay apply for the Project Management Professional (PMP) designation. Management approval is required forall costs.4.7.5 Professional RegistrationAusenco does not pay fees required for membership of an organization or association in the Province/Statewhere staff primarily works, when the membership is required and considered to be an integral part of theiremployment, e.g. P.Eng. or P.E.Should Ausenco require employees to belong to or obtain registration in another organization or associationin either the Province/State where they primarily work or in any other Province/State, the cost will be borne byAusenco. These additional registrations are subject to review upon renewal and may not be paid for byAusenco if the requirement no longer exists.HR Manual – Canada EmployeesDate: 1 June 2013 Document uncontrolled when printed 11


4.7.6 Membership in Professional / Technical SocietiesIt is expected that, as professionals, Ausenco employees will participate in professional organizations ortechnical societies to keep abreast of developments and changes within their vocations.If such membership is obtained at the request of the company, Ausenco will pay the associated dues orfees. If a membership is paid for by the company on the employee’s behalf, then the employee is expectedto demonstrate interest in the organization by reasonable participation. Upon membership renewal, a reviewwill be made of the employee’s participation on committees or boards.4.8 Professional Liability InsuranceAusenco is engaged in providing professional services. Therefore, all engineering and related technicalemployees are considered to be engaged in professional duties. As part of normal business practice,Ausenco endeavors to obtain reasonable professional liability insurance as may be available from theinsurance market from time to time.Ausenco’s professional liability insurance covers Ausenco and its engineering staff, and applies to mostliability situations arising out of normal errors or omissions in professional engineering services. However,employees should note that Ausenco’s professional liability insurance does not apply to "non-engineering"work or mistakes and excludes certain types of claims, such as copyright infringement and nuclear orpollution type damages claims. Insurance is only a partial answer to legal liability of the Company and itsemployees, and is not a failsafe device - insurance has deductibles, exclusions of coverage for certainclaims, and limits on coverage levels.Providing that the employees performing professional engineering services to Ausenco clients are underdirect control and supervision of the Company, our professional liability insurance coverage normally extendsits coverage to:Present and former officers and directorsPresent and former personnelPersons and personal corporations who provide professional services as our subconsultantsEmployees of other companies on loan or "secondment" to Ausenco.In almost all cases of alleged negligence, the claim is advanced against Ausenco as being answerable foremployees' negligent acts. In most instances, the insurer will bear responsibility and cost (up to the dollarlimit of the policy) of defending such claims and not look to Ausenco or Ausenco’s employee forreimbursement of any costs or damages which the Company would be required to pay the claimant underlaw. Exceptions to this would include claims or lawsuits arising out of: (i) malicious acts, (ii) advice or errorwhich is not "engineering advice" or "engineering error", (iii) conduct outside of the employee's duties orauthority, and (iv) gross negligence or deliberate recklessness. Other exclusions and exceptions to coverageexist, and may change from year to year, as the insurance policies are renewed or replaced.Any particular information with respect to insurance coverage, insofar as it relates to the possible liability ofan employee, is available upon request from the Corporate Office.When negotiating services contracts/terms and conditions of engagement with clients, Ausenco normallyendeavors to secure the client's acceptance that the contract terms have been negotiated on behalf of thecompany and its employees, and that the client will not make a claim against individual employees. It is notalways practical, nor does Ausenco promise that it is able, to obtain a client's agreement to suchterm. However, for its records, the Company will need the employee's written consent to enter into thisHR Manual – Canada EmployeesDate: 1 June 2013 Document uncontrolled when printed 12


contract term (when practical to do so) on the employee's behalf. In the absence of such consent, anindividual employee may not be able to rely upon such term in a client contract because the court may findthat the Company has no authority to act as agent for that employee in negotiating and executing the contractwith the client.4.8.1 ResponsibilityIt is each employee's responsibility to use reasonable care in carrying out the particular task assigned and itis therefore incumbent on each employee to avoid mistakes and errors in the performance of theirprofessional duties. Employees must keep in mind that insurance coverage is limited, both as to insuranceamounts and the types of claims or damages asserted against the Company and/or an individualemployee. As well, there is a significant deductible amount which is payable by the Company as the firstnamed insured.Information on our insurance coverage is not to be divulged to non Ausenco personnel, except as specificallyauthorized by senior management. All communications with non Ausenco representatives (including clients)on the subject of professional liability insurance shall be handled or approved in advance by a GeneralManager, President or by Corporate Counsel, unless specifically authorized otherwise5 Vacation, Statutory Holidays & Leaves5.1 Annual VacationAusenco is committed to promoting work / life balance for employees and encourages annual vacation forrest and recreation.Regular employees earn vacation based on length of continuous service with Ausenco as follows:From commencement of employment to end Year 9 continuous employment with thecompany - Three paid weeks per year of employment.Year 10 to end Year 14 continuous employment with the company - Four paid weeks peryear of employment. Year 15 and onwards continuous employment with the company - Five paid weeks per yearemployment.Vacation entitlement is accrued on a monthly basis and the employee may take paid vacation time off for aperiod not exceeding his or her accumulated vacation hours with the approval of the FunctionalManager. Employees may continue to accrue vacation credits to a maximum of 2 times their annualentitlement. Any amounts exceeding the maximum will be paid out.The following are guidelines used for taking vacation:Each department keeps a schedule showing tentative and planned time off.If a department’s workforce is to be reduced by more than 20% for reasons other than lack ofreimbursable work, higher approval is required.Vacation periods shall normally not exceed two weeks. Duration of more than two weeks willrequire review of workload and special approval will be required.Vacation periods of more than two weeks may be considered between project assignments.HR Manual – Canada EmployeesDate: 1 June 2013 Document uncontrolled when printed 13


Time off while working on projects must be arranged to suit project requirements.Unused annual vacation leave will be paid out upon termination of employment.5.2 Statutory HolidaysEmployees who meet qualifying requirements are entitled to be paid for the following public holidays:New Year’s DayFamily Day (BC, Alberta and Ontario Only)Good FridayVictoria DaySt Jean Baptiste Day (Quebec Only)Canada DayBC Day/Civic Day (BC, Alberta and Ontario Only)Labour DayThanksgiving DayRemembrance Day (BC and Alberta Only)Christmas DayBoxing Day (BC, Quebec and Ontario Only)Please note the following:Employees on leave of absence are not eligible for statutory holiday pay.Employees assigned to another office or location under a long-term assignment per theGlobal Mobility provisions will observe the statutory holiday schedule of the location to whichthey are assigned.Hourly employees will be entitled to statutory holiday pay provided they meet therequirements as outlined in the relevant provincial employment standards act.5.2.2 Working on a Statutory HolidayThe treatment of statutory holidays varies from province to province as per the relevant provincialemployment standards act, however in general, employees will receive either:Their regular wages plus a premium for working on the holiday, or;Their regular wages for the day plus paid day off in lieu.5.3 Absences/LeavesThe employee must inform their Functional Manager or the next level up manager of an absence, planned orunplanned, or if they will be late in coming to work.HR Manual – Canada EmployeesDate: 1 June 2013 Document uncontrolled when printed 14


If one or the other cannot be contacted, they must then advise the People & Performance Department, theiradministrative assistant, or the receptionist who will pass the information onto the person or personsconcerned.5.3.1 Absent Without PayIf it is necessary for an employee to be absent from work, whether planned or unplanned, for any reasonother than those covered in this manual, the benefits manual or under law, the time will not be paid for by thecompany and, when anticipated, should receive prior authorization, of the employees' Functional Manager.It may happen that employees come to work late, cannot report to the office, or must leave early for reasonsbeyond their control, e.g. due to snow bound roads, traffic issues, etc. This time of absence will not be paidfor by the Company, unless otherwise agreed upon.5.3.2 Jury DutyA regular employee who is required to attend Court as a juror or as a witness shall be allowed time off withpay to a maximum of 40 hours. An employee required to appear in Court on behalf of the Company or aclient shall be allowed time off with pay as required. Any remuneration for jury service received while theemployee is on paid Jury Duty leave shall be remitted to the company. The employee is expected to return towork if excused early or for an entire day.Jury duty time over 40 hours and absences arising from litigation of a personal nature shall be withoutcompensation. Employees may charge time to accumulated vacation time, banked hours or charge the timeas absent without pay.5.3.3 Bereavement LeaveRegular employees are entitled to bereavement leave of up to three working days at the time of death in theimmediate family (spouse, children, parent, parent of spouse, sibling). One day is provided for a relative ofthe next degree (aunt, uncle, grandparent, mother / father-in-law).6 Compensation - Salary and Payroll Administration6.1 RemunerationAt Ausenco, salaries are established with the goal of being internally and externally equitable and are basedon an evaluation of the market and of the offered position.Salary payments are made 26 times per year, on a bi-weekly basis, one week in arrears.6.2 Salary ReviewSalary reviews are made on an annual basis with any increases effective at the start of theyear. Performance and merit are the main determination of individual increases.6.3 Salary DepositsAusenco deposits the employee's salary directly in to a bank or trust company account as directed by theemployee.HR Manual – Canada EmployeesDate: 1 June 2013 Document uncontrolled when printed 15


Changes to the employee's financial institution or his or her bank account must be immediately advised to thePayroll Department. Please allow time for the change to be processed before closing your previous bankaccount.6.4 Salary AdvancesAdvances on salaries are not granted.6.5 Compensation for Overtime6.5.1 Basic PolicyAs necessary, employees may be required to work overtime. For the purposes of determining which hoursconstitute overtime, only actual hours worked in a given workday of a workweek will be counted. Thisexcludes any hours paid for Annual Vacation Leave, Holiday, Personal Leave, Jury Leave, or any other paidleave. Although these are hours paid, they are not hours actually worked. Holiday hours paid will be includedas hours determining overtime.All overtime work must be previously authorized by an employee’s Manager, or if on a project, the ProjectManager. Employees will not be paid overtime pay for incidental, unauthorized overtime hours worked.Employees are categorized as ‘exempt’ or ‘eligible’ with respect to the type of overtime entitlement that isapplicable for their respective positions. Note that on a project site, working hours used for the purposes ofcalculation of overtime may be averaged across the whole working roster cycle under an AveragingAgreement.Eligible employeesAusenco’s compensation for all overtime hours worked by non-exempt employees will be in accordance withthe relevant employment standards act of the jurisdiction in which the employee works.Exempt employeesExempt employees may be required to work hours beyond their normal schedule, as work demands require.No overtime pay will be paid to exempt employees, except where the overtime is incurred on an approvedclient reimbursable project. In this case, overtime will be paid at 1 x the employee’s base hourly rate of pay,without any further increase.Officers, Directors and ManagersAll Officers, Directors and Managers are specifically excluded from overtime compensation, except whenassigned to a field Project on a scheduled and Client authorized and reimbursable overtime basis.Employees participating in the Flexible Work Week Arrangement will be compensated for overtime as perabove, but calculated on hours as indicated in the Flexible Work Week Arrangement Policy.http://thehub.ausenco.com/EN/about/offices/vancouver/Flexible%20Work%20Week/Forms/AllItems.aspx6.5.2 Banking of Overtime HoursOvertime may be banked by regular employees only, to a maximum amount of 120.0 hours. Hours arebanked at straight time with overtime premiums paid out. Hours beyond the 120.0 hours mentioned abovewill be paid out automatically.HR Manual – Canada EmployeesDate: 1 June 2013 Document uncontrolled when printed 16


The purpose of this is to give employees certain leeway in adjusting their daily work schedules to theirworkload as well as their social and family commitments6.6 Travel TimeEmployees are expected to maintain travel schedules that permit adherence to client working hours. Forexample, if employees are required to report to a client on the location at 8:00 am Monday, they may need totravel on the weekend. Travel time outside working hours can be compensated if the travel time exceeds twohours daily, and when reimbursable.Travel time is subject to the following limits:8.0 hours a day when the employee is traveling and does not perform any work during thatday.12.0 hours total for the day when the employee both travels and works for the client on thesame day (i.e. 8.0 hours worked plus 4.0 hours travel time).Travel time will be paid at regular hourly rates of pay.7 Human Rights7.1 Non-Harassment / Non-Discrimination PolicyAusenco prohibits and will not condone harassment and discrimination on the basis of age, race, sex, ethnicorigin, religion, disability or any other protected grounds against an employee or staff member by another orby a supervisor. Any violation of this Policy will result in discipline, up to and including discharge asappropriate to the circumstances (in addition to any personal legal liability that may result from themisconduct).For the purpose of this Policy, any act, policy or intent which is based on unfair or improper treatment of anindividual or which is contrary to law (including a person's 'equal employment' rights) falls within the definitionof discrimination. While it is difficult to define precisely what harassment is, it does include slurs, epithets,threats, derogatory or unwelcome comments, remarks or jokes, sexual advances or intimidation.Reasonable persons and persons acting in good faith will understand rules and standards of properbehaviour towards co-workers and subordinates. Common sense and fair-mindedness are worthy guidelinesin any workplace situation or interpersonal relationship.The purpose of this Policy is not to regulate our employees' personal morality. It seeks to assure that in theworkplace, each employee is able to accomplish his or her job without being subjected to discrimination,harassment or to a situation wherein his or her work contribution will be judged on anything other than thatemployee's career ability and commitment to Ausenco and its clients.Any employee who feels that they have been subjected to harassment or to discrimination shouldimmediately report the matter confidentially to People and Performance, or to any member of seniormanagement. The greatest discretion will be utilized in investigating and, where appropriate, remedyingimproper conduct. All efforts will be made to assist the complainant and to ensure that conduct which, inreason and under given circumstances, can be understood as harassment or discrimination will be addressedin an appropriate manner. There will be no retaliation against any employee seeking proper redress underthis Policy.HR Manual – Canada EmployeesDate: 1 June 2013 Document uncontrolled when printed 17


We seek to ensure a courteous, professional work environment in which each Ausenco employee cancontribute without ridicule, threat or distraction that takes away from job performance or that appears to thevictim to threaten his or her job or future with Ausenco.7.2 Formal Complaints ProcedureEmployees should report any complaints of harassment or discrimination in confidence to the Manager,People & Performance for investigation, if required. The investigation will be held in strict confidence and willbe conducted in a fair and thorough manner in respect to all involved.The following is the complaint procedure:The Manager, People & Performance will interview the complainant to obtain informationabout the alleged harassment/discrimination including facts about the incident, such as whatwas said and done, and any other circumstances surrounding the alleged inappropriatebehavior.The complainant's Functional Manager will be notified, except in the situation where theFunctional Manager may be a witness to the reported act(s) or may be the subject of thecomplaint. In such case, notification will be given instead to the person to whom theFunctional Manager reports or to another senior leader, as appropriate.All purported witnesses or those who may have knowledge of the incident(s) will beinterviewed.The investigation process will be thoroughly documented as it proceeds to ensure anaccurate and factual record is captured. Documentation of the investigation process will bekept separately from both employees' personnel files, unless it is concluded thatharassment/discrimination occurred and discipline is imposed.The complainant will not be informed of the nature of the discipline imposed. They will beinformed that the matter has been investigated, appropriate action has been taken and thatAusenco expects that it will not occur again.The complainant will be reassured that no retaliation will be permitted.Appropriate corrective action will be taken. This action will include some form of protection forthe employee harassed or discriminated against, and appropriate sanction to the employeeacting in contravention of this Policy (i.e., verbal warning, written warning, suspension, ordischarge).All complaints made will be taken seriously and any investigations will be investigated in accordance with theabove. However, all employees should note that false or malicious accusations of harassment ordiscrimination will not be tolerated.7.3 Guidelines for Review of Harassment ComplaintTo assist in understanding the general parameters of harassment, sexual or otherwise, the following pointsshould be considered:Harassment is any unsolicited and/or unwanted behavior and may be an explicit, overt comment, act orsexual advance which may include, but is not limited to:Explicit or unmannerly conductRepeated comments about a person's characteristics or anatomyHR Manual – Canada EmployeesDate: 1 June 2013 Document uncontrolled when printed 18


Repeated "double entendres" having sexual or derogatory connotationProvocative conduct or touchingAny behavior which is of an impolite or threatening nature, or of a sexual nature andperformed in an outward manner without attempt at concealment and with evident intent toembarrass or intimidate.A certain type of harassment, sexual harassment may consist of more subtle behavior suchas:• Innuendo• Leering or insulting• Dirty jokes and unmannerly "side" comments• Prominence of sexually explicit pictures, photos or cartoons• Repeated, uninvited use of terms of affection• Any sexually suggestive behavior which, under the circumstances, is reasonablyperceived as demeaning or as intimidating by the person that is the target of thebehavior• Other unprofessional conduct that a reasonable person should foresee as beingperceived as unwelcome, intimidating or demeaning to a co-worker or other personaffected by such behavior.It is a harassment victim's reasonable perception of the problem that determines whether ornot harassment on the job has occurred, not the intent of the person engaging in theconduct. Although the alleged harasser may not even be aware that they are offendinganother individual, this does not relieve them of the responsibility for the offence under ourPolicy.In most instances, harassment consists of repeated conduct, carried out knowingly or withlittle or no regard for a co-worker's reasonable concerns or self-esteem.8 Workplace Violence PreventionAusenco is committed to promoting a violence-free workplace in which all people respect one another andwork together collaboratively to achieve common goals. Ausenco will not tolerate violence or anyunacceptable behaviour in the workplace directed towards any employees, visitors or other third parties.The purpose of this policy is to:Establish procedures to prevent violence and unacceptable behaviour in the workplace.Help enable employees to work in a safe and healthy workplace.Provide a consistent and focused approach to reducing the risk of workplace violence.Provide the framework for an appropriate response to workplace violence or threats of violence.Communicate the importance of prompt and accurate reporting of all workplace violence or threats ofviolence.HR Manual – Canada EmployeesDate: 1 June 2013 Document uncontrolled when printed 19


“Workplace violence” is defined as any unacceptable behaviour where:The exercise of physical force by a person against an employee, in the workplace, that causes or couldcause physical injury to the employee.An attempt to exercise physical force against an employee, in the workplace, that could cause physicalinjury to the employee.A statement or behaviour that it is reasonable for an employee to interpret as a threat to exercisephysical force against the employee, in the workplace, that could cause physical injury to the employee.“Workplace” means the office or any other place, such as a project site or client’s office, where an employeeis engaged in any work-related or Ausenco sponsored social activities.“Unacceptable behaviour” means physically or psychologically aggressive behaviours including, but notlimited to:hitting, kicking, punching, pushing, shoving, slapping, pinching, grabbing, bitingcarrying or brandishing weapons of any sortthrowing objects at an individual with a view to cause physical injury or feardestruction of workplace or employee propertythreats of violenceintimidating behaviour that causes the recipient to have a fear of physical violence8.1 ComplianceCompliance with this policy is mandatory. This policy is in accordance with relevant external legislation andAusenco policies and initiatives. Infractions of this policy will be considered to be misconduct and appropriatediscipline will be imposed up to and including termination for cause.Where required by provincial or territory law, violence prevention training shall be offered to all employees.This training will include a review of the policy and complaint resolution.8.2 Reporting ProceduresAny complaints of workplace violence should be reported immediately to the Functional Manager or theGeneral Manager. Complaints may be made in person, through email or by telephone.All complaints will be addressed in confidence in an attempt to protect personal information. However,confidentiality may be compromised in cases where it is perceived that imminent danger exists or in casesrequired by law.In Ontario, Bill 168 requires employers to disclose personal information to an employee about individuals witha known history of violent behaviour if (a) the employee is likely to encounter the individual in the course oftheir work, and (b) there is a risk that employees will be exposed to physical injury.“Minor Incident” means incidents which do not result in actual physical harm, but except for circumstance,had the potential to result in physical harm.“Serious Incident” means an incident in which someone was physically harmed (whether requiring medicalattention or not).HR Manual – Canada EmployeesDate: 1 June 2013 Document uncontrolled when printed 20


1. The Functional Manager or General Manager shall immediately make the appropriate inquiries of thevictim and / or witness to determine if the incident is minor or serious.2. If the incident is minor:a. The Functional Manager or General Manager will determine if mediation is appropriate, and ifso, mediate or arrange for mediation of the situation.b. conduct the appropriate investigation immediately; andc. prepare a written report outlining the details, facts and witnesses of the incident and submitthe report in accordance with legislative and / or HSEC reporting procedures.If the assailant is an employee, the Functional Manager shall apply appropriate disciplinary measures basedon the facts of the incident and the assailant’s employment record.If the incident is serious the Functional Manager or General Manager must first ensure the safety ofemployees and him/herself, and then;d. ensure proper medical treatment is provided or sent for;e. contact the authorities as soon as possible, (Police or Ministry of Labour, where appropriate),to report the incident;f. contact the local HSEC representative and the Joint Health and Safety Committee as soonas possible, to assess who should be involved in the investigation (in accordance withAusenco HSEC incident investigation and reporting procedures);g. following the completion of the investigation write and submit a detailed report of the incidentin accordance with Ausenco HSEC incident investigation and reporting procedures.h. Consult with the Manager, People and Performance regarding any disciplinary action to beapplied.8.3 ResponsibilitiesAll Employees are responsible for contributing to maintaining a safe workplace by refraining from behaviourthat constitutes workplace violence. This includes:A review of the workplace policyReporting any incidents of workplace violence, threats, or any other violation of this policy;Cooperating with and providing input into the investigation, if requested, regarding any allegedviolation of this policy.Managers are responsible for taking steps to ensure that the workplace is free from violence and forintervening if any violations of this policy occur. This will include:Complying with reporting, investigation and documenting procedures.Ensuring that the employee is advised to consult a healthcare professional of the employee’s choiceif the employee reports adverse symptoms resulting from workplace violence, as appropriate.Providing input into risk assessments.Promoting and encourage reporting of workplace violence or other violation of this policy.Seeking advice and assistance from the HSEC and People and Performance departments in dealingwith and resolving the situation.HSEC is responsible for:HR Manual – Canada EmployeesDate: 1 June 2013 Document uncontrolled when printed 21


Ensuring that employees are aware of the workplace policy and responding to situations involvingworkplace violence or threats of violence.Ensuring that every incident of workplace violence or threats of violence are reported, investigatedand documented.Ensuring confidentiality is maintained at all times, unless legislation dictates otherwise or imminentdanger exists.9 PrivacyAusenco’s employees' personal information will be kept confidential and protected from improper use, inaccordance with applicable laws and regulations. This policy incorporates and seeks to maintain all principlesset out in applicable laws, and any amendments to those laws put into effect from time to time.Ausenco’s personal information collection is limited in scope to and used only for internal human resourcesmatters and engineering or related business purposes. Personal Data means and refers to personalinformation concerning individuals (as that term is defined under applicable law in the relevant country orjurisdiction in which the Ausenco office is located). Ausenco’s procedures for safeguarding privacy ofPersonal Data will be in keeping with the nature and sensitivity of particular information contained in suchdata.As allowed by law, Ausenco may share or disclose Personal Data (such as years of experience, education,etc.) for specific projects, project proposals or project planning with other Ausenco companies, Ausenco’sjoint venture partners or Ausenco’s clients. However, such disclosures will only be made: (i) to the extent asis normal or expected in the course of Ausenco’s profession and business; (ii) in regard to relevantinformation; and (iii) in circumstances where the recipient has recognized applicable legal requirements forpersonal information privacy. Otherwise (except as reasonably required in the event of emergency or asprovided under applicable law) Ausenco will not knowingly or unlawfully disclose an employee's PersonalData, except with the knowledge or consent of that employee.Personal Data records will be kept only for as long as reasonable or necessary and in accordance withreasonable human resources practices.Please contact the Manager, People & Performance or General Manager, Operations for any enquiries,complaints, or information pertaining to Ausenco’s safe-keeping or management of your Personal Data.Through those managers, you may enquire about, correct or supplement Personal Data relating to you, askept by Ausenco for its normal business operations. Please note that, as mandated or provided by privacylaws, certain aspects or components of Personal Data may be excluded from such enquiries, such asinformation that: (a) is prohibitively costly to provide; or (b) contains references to other individuals or parties;or (c) cannot be disclosed because of legal/litigation or security or commercial proprietary/business secretsreasons, or because of lawyer-client privilege. If sensitive medical information is involved, Ausenco maychoose to respond to enquiries through a medical practitioner.10 Drug and Alcohol PolicyThis policy confirms Ausenco's intent regarding on-the-job possession and/or use/influence of alcohol andillegal or "controlled" drugs or "chemical substances". It extends to situations involving safety or performanceHR Manual – Canada EmployeesDate: 1 June 2013 Document uncontrolled when printed 22


efficiency and concerns arising because of residual effects during employment hours by the use of suchnarcotics and substances off-the-job.This reflects employees' responsibilities to carry out their duties safely and efficiently and Ausenco’s duty andright to maintain a safe and efficient working environment on Ausenco or client premises for employees andothers, such as clients' staff.10.1 Possession and Use ProhibitedAlcohol, illegal drugs/narcotics and unauthorized chemical substances are not permitted in or on anyAusenco or client facility, parking area, vehicles or work/project sites. Use of such substances at suchlocations is also prohibited. For the purposes of this policy, “possession” includes the presence of alcohol ordrugs/narcotics/chemical substances in the body without a prescription from a physician.10.2 ProhibitionAlcohol - Except as specifically permitted on a case-by-case basis by senior management (General Managerand upward), the use of alcohol in Ausenco or client work facilities is prohibited. Intoxication is prohibited atall times while on Ausenco or client premises for the purpose of performance of employment duties. Thispolicy is intended to avoid endangering the safety of workers onsite or adversely affecting the employee'sperformance for the client. It is to be followed to effectively achieve: project safety, performance efficiencyand maintenance of professional standards.Narcotics/Illegal Drugs - The presence of any "controlled substance" or illegal drug in an employee whileperforming employment duties or while on Ausenco or client premises, vehicles or worksites isprohibited. The use, possession, sale or purchase of such substances by an employee is likewise prohibited.Legal Drugs and Medication - Certain legally prescribed drugs may cause adverse side effects which couldaffect the safety of other persons, the employee's job performance or personal safety. Employees are toadvise the appropriate Ausenco supervisor so that the company can attempt to provide a safe workingenvironment and make other appropriate arrangements under the circumstances.Firearms, Weapons and Flammable Materials – It is Ausenco’s policy that the possession or storage offirearms, weapons, or flammable materials is prohibited in all offices or client facilities, Ausenco or clientvehicles and all work-sites. Wilful violation of this policy will be subject to disciplinary action, up to andincluding termination of employment.Any violation of such policy may result in disciplinary measures, including termination of employment10.3 Right of SearchEntry into any Ausenco worksite, office, vehicle, client facility or other work location is conditional uponAusenco's right to search the person and personal effects of any person for illegal drugs, narcotics, alcohol orunauthorized chemical substances and that person's consent to such right. All searches of an employee'sperson and personal belongings shall be carried out by company representatives of the same gender as theemployee, and, insofar as reasonable, in confidentiality. Substances prohibited under this policy which arediscovered in the course of such searches may be taken into custody and may be turned over to theappropriate law enforcement agencies.10.4 Medical TestingMedical examinations and tests form a part of Ausenco's procedures where circumstances make themreasonable. Particular "high tech" and other industrial clients with specialized or large capital costinvestments may require standardized security clearance procedures which entail periodic medical orphysical examinations for its professional services providers such as Ausenco. These examinations mayHR Manual – Canada EmployeesDate: 1 June 2013 Document uncontrolled when printed 23


include but are not necessarily limited to blood, urine and other tests or examinations for evidence of illegaldrug or "controlled substance" use which may affect professional performance or safety of persons orproperty. Employees involved in an on the job error or accident may be requested to take a urine, blood orother test for evidence of alcohol or "controlled substance" use. These examinations will be performed by ahealth care professional designated by the Company. The results of such tests will be the exclusive propertyof Ausenco, and will be held in confidentiality and used only for the purpose for which they were carried out.10.5 EnforcementDisciplinary action, when an employee is found in violation of this policy, may include:Termination: Automatic termination will result for repeat offenders and for those situations in which theoffense resulted (or could have resulted) in personal injury to others, loss of life, endangerment to projectwork or schedule or significant damage to property. Termination will result for any offenses covered hereinwhich occurred on a client's premises.Suspension: An indefinite suspension may result for a minor or "first" infraction when a reasonableassessment of the particular situation calls for some leniency.Ausenco shall endeavour in all cases to apply its policy with due regard for the employee's rights underapplicable law and that individual's good faith efforts to carry out employment responsibilities in accordancewith this policy.Rehabilitation: Ausenco encourages employee rehabilitation programs which are conducted by experiencedprofessionals with proven credentials. An employee who has been terminated or suspended and who ingood faith subsequently enters and completes a drug or alcohol rehabilitation program may be eligible forrehire. Re-hiring is conditional upon the same general market and professional expertise/training criteria thatprevailed at the time of original hiring. Re-hiring is also conditional upon the applicant's cooperation toestablish, through medical examination and drug screening tests, that alcohol or drug use does not form apart of that applicant's lifestyle to the extent that it presents potential safety concerns or future breaches ofthis policy, or interferes with professional performance. No preference will be given to former employees overother applicants; all will be entitled to equal consideration based on individual professional qualifications andmerit, and Ausenco's mid and long-term staffing plans in effect.11 Project and Non – Project AssignmentsPlease refer to the Global Mobility Standard AAX-9999-EN-SD-0574 and applicable Global MobilityProvisions for further information on the guiding principles and terms and conditions relating to project andnon-project assignments.http://bms.ausenco.com/BMS%20Documents/AAX-9999-EN-SD-0574.pdf12 Travel Administration12.1 Business TravelPlease refer to the Global Mobility Provisions – Business Trips AAX-9999-EN-GD-0122 for further informationwhen travelling on company business domestically and internationally.HR Manual – Canada EmployeesDate: 1 June 2013 Document uncontrolled when printed 24


12.2 Travel ArrangementsTravel, whether it is domestic or international, is a fundamental requirement to managing a business servicingcustomers in a global market place. Ausenco expects employees travelling on company business to use thesame care in managing company funds as they would their own. A trip should be planned and organized toensure:reasonable comfort and convenience for the travellerthe safest, most reasonable means of travel, both en route and at the destination (e.g. air,auto, vehicle rental, public transportation)reasonable expense to the company or clientIt is Ausenco’s policy to fairly compensate individuals for expenses incurred while travelling on companybusiness. Conversely, individuals are expected to use good judgment and common sense with regard toexpenditures. Ausenco assumes no liability or obligation to reimburse expenses that are not in compliancewith this standard.All travel must be authorized by the manager/project manager responsible for the budget to which the travelexpense will be charged.Travellers with the assistance of the Travel Specialist, North America must ensure that they are aware ofHSEC issues prior to travelling and must apply the general best practices in the countries being visited asoutlined in the Global Travel Standard.12.3 Travel Agent / Ticket RequestTravel bookings must be made through a designated Ausenco travel agent (note: travel agent companiesthrough which Ausenco makes bookings may vary between offices). The booking can be made with theassistance of the Travel Specialist, North America or departmental Administrative Assistants. Airfare, othertransit costs, and relevant service fees booked through Ausenco agents are charged through an account thatthe agent has with Ausenco.12.4 TransportationAn employee using his or her own or leased vehicle on a business trip, must ensure:that they have all necessary documents (e.g. registration certificate, insurance papers,rental/leasing agreement(s), etc.) on handthat the vehicle is operated within the restrictions of the leasing/rental arrangementsthat the vehicle is not operated by a minorthey are responsible for and cover traffic ticket expenses; Ausenco will not be responsible forany traffic violations by the individualthat their insurance policy provides coverage for "business and pleasure use" or "occasionalbusiness use" and has proof of it, as Ausenco will not assume any responsibility for thevehicle in the case of an accident12.5 Long Distance Telephone CallsPersonal phone calls to family while traveling are permitted but should be limited to a reasonable duration (upto ten minutes) and basis (no more than three times a week). Charges which exceed this guideline are theresponsibility of the caller (except in cases of emergency). Where possible, calls should be made duringHR Manual – Canada EmployeesDate: 1 June 2013 Document uncontrolled when printed 25


periods of reduced long-distance rates.A record of all long distance calls made in connection with a project should be maintained, whether chargedvia credit card, made to Ausenco’s offices, or paid for directly by the traveler (to be documented in theExpense Account form).Employees are encouraged to use Skype, Lync or Facetime (either computer to phone or computer tocomputer) where possible.13 Finance13.1 Expense AccountThe purpose of the expense account is to track the list of and also to reimburse the employee for, expensesincurred during business travel. All expenses must be recorded on an Expense Account form within threedays following the return of the employee to the office. The following are some procedures to note whencompleting expense accounts:Each expense account should indicate your name, home company, employee number, dateand project number to be chargedDetails of your travel itinerary are to be noted under "Record of Travel"Receipts are required for all expenses and must be attached to the expense account form.Receipts smaller than a letter or A4 page should be attached (glued/double side tape) to ablank page appended to the expense accountRecord expenses BY DAY, under the correct column(s) providedExpenses incurred for different projects must be recorded on separate Expense Accountforms. Expenses for different currencies for a single project shall be on separate expenseaccountsNon-reimbursable expenses (i.e. entertainment expenses) must be recorded on a separateExpense Account formThe following personal expenses will not be reimbursed and if incurred will be the responsibility of theemployee:Alcoholic beverages other than judicious consumption with the dinner meal. NOTE: Nomachinery or vehicles should be operated after consumption. The employee shall not returnto work if any alcohol has been consumed.Consumption of alcohol from an in-room mini-bar, however consumption of water, juice, sodapop etc. is acceptable.Visits to bars or local night spots, unless client entertainment is involved. In this case, theexpense must be claimed on a separate expense account identifying the names of the guestsBusiness lunches between Ausenco employees, unless approved by the OperationsManager.HR Manual – Canada EmployeesDate: 1 June 2013 Document uncontrolled when printed 26


Personal entertainment not related to business including purchase of magazines and/or intransitmovie expensesLaundry and dry cleaning, unless the trip exceeds five (5) daysRepair or replacement of clothing damaged while traveling, except under extenuatingcircumstancesOther personal expenses such as haircuts, shoe shines, newspapers, movies, sportingevents, etc.Additional air travel insurance (Ausenco already provides coverage under the AusencoCorporate Travel Plan)Annual membership fees for airline loungesDetails of entertainment and mileage expenses must be entered on the reverse side of the form. A point-topointdescription of the mileage covered is required; a general explanation such as "local travel" is notacceptable. These entertainment and mileage expenses are to be included in the expense account total.The mileage rates for use of personal vehicles are adjusted from time-to-time. For the most recent mileagerates, please contact Finance at finance.NAM@ausenco.com.Totals of various sections must then be recorded in the section entitled "Expenses Paid" and summed.The completed and checked Expense Account form must be approved by the employee’s FunctionalManager prior to its submission to the Finance Department. Reimbursable project expenses (i.e., chargesthat are directly billable to a client and appear in the invoice details) may be approved by either the ProjectManager or the Functional Manager. Overhead costs and non-reimbursable project charges must beapproved by the Functional Manager’s one-up Manager.Approval of expense reports is required to satisfy clients, auditors, tax authorities and management.13.2 Client EntertainmentEntertainment of clients is permitted in some cases, but when engaging in such activities, the followingguidelines should be observed:Gear the level of entertainment to the known or anticipated value of the business that will bereceived from the clientExercise judgment regarding the frequency and extent of such entertainment. Normally,entertainment should be limited to meals and/or refreshmentsApproval by the Operations Manager is required for more elaborate activities (e.g. theatre orsporting events)Expenses for client entertainment must never be charged to the client.13.3 Travel AdvanceTravel advances are discouraged for general business travel. If employees anticipate that travel expenseswill be less than CAD $2,000, Ausenco encourages employees to use their personal credit card. However, ifthe overall expected expenses exceed CAD $2,000, a travel advance request must be completed by theemployee. It must be approved by the Project Manager by using the Request for Tickets and Cash TravelHR Manual – Canada EmployeesDate: 1 June 2013 Document uncontrolled when printed 27


Advance form available at https://my.Process Infrastructure.com/offices/vcr/acct.htm. The approved requestmust be submitted to the Finance Department three working days before departure. Funds are remitted bycheque in Canadian or US currency (whichever is applicable) and the traveller must allow enough time tocash this cheque.The employee receiving an advance travel allowance is accountable for all monies received. They mustsubmit an expense account justifying the amounts spent and repay the balance before receiving a new cashadvance.Ausenco’s Finance policy is to issue expense account cheques within eight (8) days of receiving properlycompleted and approved Expense Account forms. Proper management of cash flow on personal credit cardsshould not be an issue.14 Termination14.1 GeneralAusenco endeavours to maintain secure employment for its employees as it values individual and collectiveemployee contributions to the business. However, circumstances may arise in which it is necessary, due tochanges in workforce requirements and/or volume of business, to reduce the size of the workforce. It is theintention of Ausenco to carry out the necessary reductions in a fair and equitable manner.14.2 Temporary LayoffsTemporary layoffs may occur as a result of temporary reduction in workload. Ausenco’s policy with regard totemporary layoffs is to proceed in a fair, considerate manner towards its staff.14.3 Termination of EmploymentWorking notice or payment in lieu of working notice will be given to those who have to be terminated for anyreason other than disciplinary action (cause). The length of this period will depend on the conditions underwhich the employee was hired.In the case of termination due to disciplinary action (cause), no notice or payment in lieu of notice will beprovided. It is Ausenco's policy to give reasonable time off for interviews and job search for a person on aworking notice period. If an employee who is terminated for lack of work is rehired within three years theymay be reinstated with no loss of service for benefit purposes, subject to management approval.If terminated due to lack of work, Ausenco will provide support services to employees. These will includeassistance in resume preparation and information on job opportunities.14.4 ResignationWhen resigning from Ausenco, the employee must provide their Functional Manager with a written letter ofresignation. Ausenco requests at least two weeks advance notice wherever possible to ensure a smoothtransition of duties and responsibilities. Moreover, the following also constitutes a resignation:if the employee is absent for three consecutive days without prior notice, notifying Ausenco orwithout giving reason;if the employee joins another company while on an approved leave of absence (unless prioragreement has been reached with Ausenco).HR Manual – Canada EmployeesDate: 1 June 2013 Document uncontrolled when printed 28


An employee who has resigned, and is later rehired by Ausenco, will be considered a new employee andpast service will not be credited.14.5 Employment Verification LetterUpon leaving Ausenco, an employment verification letter is given only if requested by the employee. Theletter may only be issued by the People & Performance Department and will only include the length of serviceand position held, and, if required, a list of position duties.Requests for detailed references, describing qualifications, work history, etc., may be provided verbally or inwriting by the Functional Manager, but it must be authorized in advance by the Manager, People &Performance.14.6 Company Property ArticleOn the day of employment termination, the employee must return all manuals, access cards, keys, librarybooks, manuals, documents and any other items which are Ausenco’s property.14.7 Payments and ReimbursementsUnless otherwise requested, on the next scheduled pay date following the last day of employment, theemployee will receive a payment for an amount which includes salary for the last week of employment lessany outstanding deductions including any estimated pays and reimbursement for any overtime, banked hoursand/or accumulated vacation owed. A record of employment will be issued upon request and will be filedelectronically with Service Canada.14.8 Retirement from AusencoThe date of retirement from employment is an election made by the employee.Employees electing to retire should give reasonable notice of their intent to do so. Ausenco does notcontinue group benefit coverage for retiring employees; however, if the employee was previously coveredunder the Ausenco Group Benefit Plans and is over the age of 55, they will be eligible to purchase a privatebenefits package directly through Ausenco’s benefit provider (package terms and conditions as offered bythat insurer).14.9 Benefit Limitations for Employees Working Beyond Age 65Employees working full-time beyond age 65 will continue to be eligible for the company benefit plans,however due to current age restrictions on certain government and insured benefits the following limitationswill apply: Long Term Disability will terminate at age 65 AD&D, Optional AD&D and Business Travel Accident coverage will terminate at age 75 Basic Life Insurance will terminate at age 70 Optional Life Insurance will terminate at age 70 RRSP Contributions will terminate at age 71Workers’ Compensation – the coverage beyond age 65 will be as per provincial legislationPlease note the aforementioned restrictions are subject to change due to company benefit plan changes orchanges in external legislation.HR Manual – Canada EmployeesDate: 1 June 2013 Document uncontrolled when printed 29


Employees who elect to collect their Canada Pension Plan benefits may be exempt from CPP payrolldeductions with proof of a CPP benefit statement. All other conditions will remain the same.HR Manual – Canada EmployeesDate: 1 June 2013 Document uncontrolled when printed 30

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