Updated Policy and Procedure Handbook - GoodLife Fitness

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• Ensure your full legal name, as stated on your driver’s license or passport is givenat the time of booking. You may be denied clearance to fly if short forms of anyother names appear on your ticket. (I.e. Ali instead of Allison). Please consider thisrule after getting married as well. If you change your name at work, but legallyyour name is different, please ensure that you are booking to match your legalidentification.• Ensure your cell phone number is clearly listed on the booking request. Thisnumber is included on your ticket so that the airline/rail carrier may contact you incase of delay or cancellation.• WestJet Airlines is the primary airline carrier to GoodLife Fitness. As such, flightswill be booked on WestJet, based on price and availability, prior to any othercarrier.• Advanced flight selection is welcome, however, when savings is available on airand rail travel within 90 minutes of the selected departure time, the cost savingschedule is favored.• All e-tickets must be reviewed immediately upon receiving confirmation. Anydiscrepancies are to be reported before the end of the same business day as mostchanges can be made within the same day of booking at no cost!• When travelling outside of Canada, please ensure you have notified the IS HelpDesk. By letting the IS Help Desk (helpdeskIT@goodlifefitness.com) know, theycan make the appropriate changes to your mobility service so GoodLife will notincur high roaming charges or high long distance rates. When you book out ofcountry travel with the Travel Coordinator, the IS Help Desk will automatically benotified on your behalf._______________________________________________________________________________Car RentalReservationA car rental should only be contemplated if the use of taxis will not result in cost savings.Car rental reservations will be fulfilled by Enterprise Rentals where applicable.InsuranceInsurance is included in all Enterprise rentals. This feature is included in our rental rate,however is often not displayed on the Enterprise internal system. Because of this,Enterprise agents will often offer you insurance as well. This insurance is to be declined.*This rule does NOT apply if you have a rental vehicle with any other agency.Vehicular AccidentsShould a vehicular accident happen, the following steps must occur:• Ensure all passengers in your vehicle are unharmed as well as those in any othervehicles involved are unharmed.• If necessary, call 9-1-1 or the local police to report the incident.• Collect insurance and contact information from the driver of any other vehiclesinvolved.• Contact the Enterprise rental agency as listed on your contract to report theincident, and if the car is operable, return to the rental office.• Contact Erin Maxim to report the incident. An Enterprise loss prevention agent willbe assigned to your case._______________________________________________________________________________Refueling and Toll RoutesTo avoid excessive refueling charges imposed by car rental agencies, cars must berefueled prior to returning. Toll routes are to be avoided whenever possible unless you arein possession of a transponder. Otherwise, the rental agency will charge us for anycharges incurred, and often, this can result in a service charge._______________________________________________________________________________AccommodationReservationsConfidential and Proprietary Information of GoodLife Fitness Clubs | V16 October 2009 84
To ensure the most economical accommodations are obtained, requests should be sent tothe Travel Coordinator as early as possible to take advantage of early booking discounts.Room accommodations will be shared, where possible. Rooms will be reserved at selecthotels only, in which negotiated rates and direct billing have been arranged. Room, taxand parking charges will be billed to GoodLife Fitness on your behalf.CancellationAll reservations are guaranteed for late arrival unless otherwise requested. In most cases,room reservations must be cancelled before 72 hours prior to the date of arrival to avoidcharge for unused accommodation. Failure to cancel a guaranteed hotel reservation priorto this time will result in a charge for the unused accommodation._______________________________________________________________________________Important InformationCancellations happen! Please be sure to contact your Travel Coordinator to make anychanges as soon as you become aware of them. For emergencies only, should yourequire changes or cancellations after hours or on weekends, please contact your TravelCoordinator. If you do not receive a response within two hours of your change request,please use your best means to contact your carrier to report your absence from theflight/train/hotel.Please report any changes made to the Travel Coordinator via email so that follow up canbe made, and credit information can be collected. Please note that any loss of funds dueto late cancellations (I.e. change fees) will be charged to your department. Also, acancellation charge may apply to associates who are cancelling associates out of BaseCamp due to the ever rising cost per head. Generally, this is a $100 cancellation feecharged to the associates club when they have not been cancelled 48 hours prior totraining.Travel and Expense Reimbursement[back to top]All out of pocket expenses incurred by associates for business purposes must bedocumented on an Expense Report. Completed and approved expense reports must besubmitted to Accounts Payable on a timely basis for reimbursement._______________________________________________________________________________Cellular Phone ChargesAccounting will send a copy of mobile phone bills to each individual associate. Associatesare to review all bills for accuracy to include, total minutes, time of calls, location of call,etc.Associates are to document the business purpose of any unusually long calls or late calls,etc. to minimize any questions a Supervisor may have about the usage of a cell phone.Once reviewed the bill should be signed and forwarded to the immediate Supervisor._________________________________________________________________________Expense ReportsExpense Reports must be submitted at a minimum on a monthly basis. Expenses incurredmust be supported with original receipts – credit card statements are not acceptable._________________________________________________________________________Meals: Meal expenses incurred should be reasonable, and must relate to businessactivities. Meals are reimbursed up to 30 dollars per day with no alcohol allowed. Mealexpenses are only allowed when there is an overnight stay. Meals paid by otherdepartments or served during a flight must be taken into consideration.Two night stay would include:Day One - Dinner;Day Two - Breakfast, Lunch, Dinner;Day Three - BreakfastGroup ExpensesConfidential and Proprietary Information of GoodLife Fitness Clubs | V16 October 2009 85
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Policy and Procedure HandbookAcknow
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Child Pornography .................
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Respecting Diversity at GoodLifeHum
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Examples of harassmentHarassment is
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All associates have a responsibilit
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DefinitionsAccommodation: Accommoda
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Complimentary Family Membership aft
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Suitably qualified Canadian citizen
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Labour Market Opinion in order to o
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and enter this into CARE (for non-c
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Reference checksReference checks mu
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6. Quickly help new hires to become
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easonable and despite the problems
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Employee Assistance ProgramFree acc
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Employee Assistance ProgramFree acc
Page 33 and 34: A person who has resided in Canada
Page 35 and 36: **Personal Trainers are not permitt
Page 37 and 38: worked for at least 30 days or shif
Page 39 and 40: When you’re Not at WorkAbsenteeis
Page 41 and 42: Stub Period Charts2 weeks (10 days)
Page 43 and 44: In particular, Divisional Managers,
Page 45 and 46: Managers are responsible for ensuin
Page 47 and 48: Sick Leave[back to top]Every GoodLi
Page 49 and 50: Leaves of Absence without PayJury a
Page 51 and 52: Who can take a Pregnancy Leave?An a
Page 53 and 54: a child is placed for adoption and
Page 55 and 56: In certain cases, the leave may be
Page 57 and 58: claim had started during the 52 wee
Page 59 and 60: you present a claim for maternity b
Page 61 and 62: serious medical condition with a si
Page 63 and 64: On the Job at GoodLifeMember Health
Page 65 and 66: Inspections by Government Agencies[
Page 67 and 68: are not designated (e.g. Home Offic
Page 70 and 71: Information such as business strate
Page 72 and 73: Associates expecting a childAssocia
Page 74 and 75: Dress Code for Fitness Trainers, Cu
Page 76 and 77: Women’s Top ChoicesName TagFoot w
Page 78 and 79: Associates smoking on GoodLife prem
Page 80 and 81: Internet and e-mail use may be moni
Page 82 and 83: GoodLife will only use this data to
Page 86 and 87: The most senior level position in a
Page 88 and 89: [back to top]The purpose of this po
Page 90 and 91: 1. Fitness Plus members have access
Page 92 and 93: ___________________________________
Page 94 and 95: the premises in its employment-rela
Page 96 and 97: Forms[back to top]Pregnancy and Par
Page 98 and 99: [back to top]Associate Sponsorship
Page 100 and 101: [back to top]Associate Referral For
Page 102 and 103: [back to top]Foreign Worker Acknowl
Page 104 and 105: [back to top]E-mail and Internet Ac
Page 106 and 107: [back to top]Free Resources Availab
Page 108 and 109: [back to top]Dismissal EmailTo: Hom
Page 110 and 111: Revenue Type 2Term Mem (you can lea
Page 112 and 113: SourceSelect ‘Referral - Staff’
Page 114 and 115: Associate Discounted 1 Year Term Me
Page 116 and 117: Referring Membership #Skip - not ap
Page 118 and 119: ___________________________________
Page 120 and 121: ___________________________________
Page 122: loss suffered by him/her, or any ot
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Updated Policy and Procedure Handbook - GoodLife Fitness

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