2017 Flash Global Employee Handbook FINAL
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EMPLOYEE HANDBOOK<br />
w w w . f l a s h g l o b a l . c o m<br />
E M P L O Y E E H A N D B O O K<br />
1
WHO WE ARE<br />
FLASH GLOBAL MISSION:<br />
Deliver quality solutions and support to our customers, as expected, anytime, every time<br />
and anywhere with flawless and efficient execution that delivers customer confidence,<br />
establishing 100% reference ability while creating profitable growth.<br />
FLASH GLOBAL VISION:<br />
We vigorously strive to provide the most comprehensive end-to-end service supply chain<br />
in the world because. What works today could very well be outdated next month, next week<br />
or even tomorrow. That’s why we constantly push to disrupt, innovate and lead in creating<br />
service supply chain solutions that can expand and evolve in real time, providing our<br />
customers with the added value of unparalleled predictability, consistency and visibility.<br />
FLASH EMPLOYEE CONTRIBUTION:<br />
Our team is critical to our success. To that end, each employee operates with the<br />
expectation of trust based relationships with co-workers, understanding each individual<br />
contributes to our success or failure. We achieve our goals through teamwork and<br />
collaboration that meets our high standards of excellence. Our foundation is built on the<br />
innovation and problem solving that is fundamental to our success. Change is opportunity!<br />
OUR VALUES:<br />
COLLABORATIVE - Make each other, partners and clients successful.<br />
Communicate...and when in doubt…communicate.<br />
FUN - Create an enjoyable work environment. Treat each other with respect and<br />
lighten up<br />
DYNAMIC - Challenge status quo and never stop pushing. We challenge each<br />
other to be the best.<br />
FOCUSED - We deliver as expected to each other and clients. We simplify,<br />
execute and get it done.<br />
E M P L O Y E E H A N D B O O K<br />
2
TABLE OF CONTENTS<br />
WELCOME 9<br />
WHO TO CALL TO ANSWER ADMINISTRATIVE QUESTIONS 10<br />
EMPLOYMENT POLICIES:<br />
OUR QUALITY POLICY 11<br />
CUSTOMER RELATIONS 11<br />
EQUAL OPPORTUNITY EMPLOYMENT/NONDISCRIMINATION 11<br />
HARASSMENT- SEXUAL AND OTHER 12<br />
CONFIDENTIALITY 13<br />
OPEN COMMUNICATIONS 13<br />
FOREIGN CORRUPT PRACTICES ACT 14<br />
EMPLOYMENT:<br />
EMPLOYEE STATUS AND CLASSIFICATIONS 15<br />
WORK HOUR GUIDELINES 16<br />
REST AND LUNCH BREAKS FOR NON-EXEMPT EMPLOYEES 16<br />
LACTATION BREAKS 17<br />
ATTENDANCE . 17<br />
CALL OFF POLICY 18<br />
AT-WILL EMPLOYMENT 19<br />
OUTSIDE EMPLOYMENT 19<br />
PERSONNEL FILES 19<br />
PERSONNEL RECORDS 20<br />
EMPLOYMENT OF RELATIVES 20<br />
FRATERNIZATION 20<br />
E M P L O Y E E H A N D B O O K<br />
3
(EMPLOYMENT CONTINUED)<br />
BUSINESS ETHICS 21<br />
ATTIRE IN THE WORKPLACE 21<br />
EMERGENCY CLOSINGS/INCLEMENT WEATHER 22<br />
PARKING 22<br />
SMOKING 22<br />
PERSONAL PROPERTY 22<br />
REQUESTS FOR REFERENCES AND OTHER INFORMATION 23<br />
SOLICITATION AND DISTRIBUTION 23<br />
STANDARDS OF CONDUCT<br />
PROFESSIONAL CONDUCT 24<br />
UNACCEPTABLE ACTIVITIES 24<br />
PROGRESSIVE DISCIPLINE 25<br />
WORKPLACE VIOLENCE 26<br />
PROHIBITED WEAPONS 26<br />
THEFT 27<br />
WAGE AND SALARY POLICIES<br />
PAYDAYS AND PAYCHECKS 28<br />
PAYROLL DEDUCTIONS 28<br />
RECORDING TIME WORKED 29<br />
OVERTIME PAY FOR NON-EXEMPT EMPLOYEES 29<br />
ON-CALL PAY 30<br />
EXEMPT EMPLOYEES AND PAYROLL DEDUCTIONS 30<br />
PERFORMANCE MANAGEMENT<br />
PERFORMANCE MANAGEMENT 32<br />
E M P L O Y E E H A N D B O O K<br />
4
PROFESSIONAL DEVELOPMENT/CONTINUED EDUCATION<br />
POSITION ANNOUNCEMENT PROCESS 33<br />
PATENTS AND INVENTIONS/INTELLECTUAL PROPERTY 34<br />
BENEFITS<br />
SUMMARY OF BENEFITS 35<br />
EMPLOYEE ASSISTANCE PROGRAM 35<br />
EMPLOYEE HALL OF FAME PROGRAM 36<br />
TIME OFF<br />
PAID TIME OFF (PTO) 37<br />
DONATING PTO 38<br />
HOLIDAYS 38<br />
FLOATING HOLIDAYS 38<br />
BEREAVEMENT 38<br />
JURY DUTY 39<br />
VOTING 39<br />
PARENTAL LEAVE 39<br />
EXTENDED ILLNESS/DISABILITY 39<br />
FAMILY MEDICAL LEAVE ACT (FMLA) 40<br />
MILITARY LEAVE UNDER USERRA 42<br />
WELFARE AND SAFETY<br />
HEALTH AND SAFETY 43<br />
EMERGENCY/FIRE SAFETY 43<br />
OSHA/SAFETY/SECURITY 44<br />
BUILDING SECURITY 44<br />
VISITORS 44<br />
E M P L O Y E E H A N D B O O K<br />
5
(WELFARE AND SAFETY CONTINUED)<br />
INJURY TO GUESTS OR CUSTOMERS 44<br />
WORKERS COMPENSATION 45<br />
SOCIAL SECURITY ACT/MEDICARE 45<br />
UNEMPLOYMENT INSURANCE 45<br />
IMMIGRATION LAW COMPLIANCE 45<br />
AMERICANS WITH DISABILITIES ACT (ADA) 46<br />
DRUG FREE WORKPLACE 46<br />
COMMUNICATIONS<br />
INTERNAL COMMUNICATIONS 50<br />
TELECOMMUNICATIONS 50<br />
• CELL PHONES 51<br />
• PERSONAL PHONE CALLS AND EMAIL 52<br />
COMPUTER SYSTEMS 52<br />
• INTERNET ACCESS 53<br />
• EMAIL 53<br />
• OTHER RESTRICTIONS 53<br />
• COMPUTER SECURITY 53<br />
• SOCIAL MEDIA 54<br />
• GENERAL SOCIAL MEDIA GUIDELINES 54<br />
• EMPLOYEE RESPONSIBILITY WHEN USINE SOCIAL MEDIA 55<br />
TRAVEL AND EXPENSE POLICY<br />
GENERAL POLICY STATEMENT 56<br />
PERSONAL CREDIT CARDS AND TRAVEL ADVANCES 57<br />
AIR TRAVEL 57<br />
FREQUENT FLYER AND OTHER BENEFITS 57<br />
GROUND TRANSPORTATION 58<br />
LODGING 58<br />
E M P L O Y E E H A N D B O O K<br />
6
(TRAVEL AND EXPENSE POLICY CONTINUED)<br />
MEALS 59<br />
ENTERTAINMENT 59<br />
OFFICE SUPPLIES AND EQUIPMENT 60<br />
OTHER MISCELLANEOUS EXPENSES 60<br />
NONALLOWABLE EXPENSES 61<br />
EXPENSE REPORTING 61<br />
SEPARATION OF EMPLOYMENT<br />
<strong>FINAL</strong> PAY AND BENEFITS 63<br />
STATE-SPECIFIC POLICIES<br />
ADDENDUM #1- DATA MANAGEMENT<br />
RECORDS MANAGEMENT 64<br />
ADDENDUM #2- SCHEDULES AND LEAVE<br />
COURT ATTENDANCE POLICY 66<br />
BLOOD DONATION/DONOR LEAVE 68<br />
DISABILITY LEAVE 68<br />
FAMILY MEDICAL LEAVE POLICY 69<br />
FAMILY MEDICAL LEAVE POLICY FOR MILITARY-RELATED LEAVE 73<br />
MILITARY LEAVE 73<br />
MEAL AND BREAK PERIODS 75<br />
LACTATION POLICY 75<br />
PAID SICK LEAVE POLICY 76<br />
SCHOOL AND DAYCARE ACTIVITY LEAVE 77<br />
EMERGENCY RESCUE PERSONNEL 78<br />
ADDENDUM #3- EQUAL EMPLOYMENT OPPORTUNITY<br />
HARASSMENT POLICY 79<br />
E M P L O Y E E H A N D B O O K<br />
7
ADDENDUM #4- WAGE AND HOUR<br />
OVERTIME COMPENSATION 80<br />
ADDENDUM #5- PAYROLL ADMINISTRATION<br />
PAY PROCEDURES 81<br />
ADDENDUM #6- SAFETY, SECURITY AND RISK MANAGEMENT<br />
SMOKING POLICY 83<br />
WORKPLACE VIOLENCE 83<br />
OTHER<br />
SUMMARY 85<br />
RECEIPT AND ACKNOWLEDGEMENT 86<br />
E M P L O Y E E H A N D B O O K<br />
8
WELCOME MESSAGE<br />
from Sam Mikles, Chief Executive Officer<br />
Welcome, as you join to make <strong>Flash</strong> <strong>Global</strong> the most respected and<br />
profitable service supply chain provider around the world!<br />
<strong>Flash</strong> seeks people excited to breathe our identity, help shape it,<br />
people who are focused on service, eager to solve problems, be<br />
creative, and who possess the passion and knowledge to deliver.<br />
I hope that you find your work here interesting, challenging, and<br />
rewarding. I appreciate the opportunity of working together to drive<br />
the success of our company.<br />
You have joined a company with an outstanding reputation since its founding<br />
in 1983. Credit goes to everyone in our organization; I hope you find satisfaction<br />
and take pride in becoming part of this tradition. As a member of our team, I expect you to contribute your talents and<br />
energies to further improve the atmosphere and quality of <strong>Flash</strong>, after all, there is always room to improve, no matter<br />
how “good” we think things are. I also encourage you to grasp the opportunities of personal & professional development<br />
presented to you. This employee handbook offers insight on how you can perform positively, exceed personal career<br />
goals, and beat organizational expectations.<br />
You have been hired because we believe you are the right cultural fit, hold a strong work ethic, maintain a solid<br />
technical skill set, and possess communication attributes that add value to our company. I recognize the fact, people<br />
will go where they are “wanted” and will stay where they are well “treated”. <strong>Flash</strong> believes (I believe) in empowerment<br />
of our people, where you are given a voice, and will contribute to our overall success. I am counting on it.<br />
Finally, we operate with the following belief system in check – honesty, accountability, passion, quality, innovation,<br />
collaboration, and mutual respect – that will help guide our collective success.<br />
We are committed to the highest ethical and professional standard; anything less is unacceptable. This employee<br />
handbook has been designed to answer most of the questions you may have about <strong>Flash</strong>’s employment policies and<br />
benefit programs. You should take the time to understand the content of what’s available to you. If anything is unclear,<br />
please discuss with your manager or Human Resources.<br />
Remember, you help to create a pleasant and safe working environment that affords better performance for the<br />
company overall and personal satisfaction for you. I extend my best wishes and am anxious to see your success and<br />
happiness here at <strong>Flash</strong>.<br />
Sincerely,<br />
Sam Mikles,<br />
President & CEO<br />
E M P L O Y E E H A N D B O O K<br />
9
WHO TO CALL<br />
OPEN/NEW POSITIONS:<br />
PAYROLL + ORIENTATION<br />
PROFESSIONAL DEV.<br />
PERSONNEL MAINTENANCE<br />
HR@FLASHGLOBAL.COM<br />
• Advertise a position<br />
• Check status of open<br />
position<br />
• Discuss internship<br />
opportunities<br />
VP OF HR: 973.287.0780 |<br />
EXT 2815<br />
• Make a job offer<br />
• Discuss a<br />
termination/resignation<br />
MIDWEST: 952.703.3937<br />
EAST COAST: EXT. 1212<br />
WEST COAST: EXT. 2815<br />
INTERNATIONAL:<br />
55.11.3573.3248<br />
• Incorrect paycheck<br />
• Presence<br />
reports/timesheets<br />
• Payroll Taxes/w-2’s<br />
• Direct deposit<br />
• Garnishment orders<br />
• Timekeeping/HRIS<br />
• New hire workstation<br />
setup<br />
HR@FLASHGLOBAL.COM<br />
• New hire orientation<br />
• Skill soft course<br />
assignment<br />
• Management<br />
development<br />
• <strong>Employee</strong> learning plan<br />
development<br />
• Performance appraisals<br />
and goal setting<br />
• Professional licenses and<br />
certifications<br />
HR@FLASHGLOBAL.COM<br />
PH # 973.808.3366 | EXT #1212<br />
• Personnel files<br />
• Change of<br />
address/name<br />
• <strong>Employee</strong> referral<br />
• Reference checks<br />
• Annual events –<br />
parties/picnics<br />
• Performance appraisals<br />
• Business cards<br />
• Company newsletter<br />
LEGAL<br />
EXPENSE MGMT<br />
BENEFITS<br />
SAFETY / WORKERS COMP<br />
VP OF HR: 973.287.0780 |<br />
EXT 2815<br />
• Affirmative action /EEO<br />
• Information/reporting<br />
• <strong>Employee</strong> relations<br />
• Drug test administration<br />
• Notices of audits, charges,<br />
(Should be sent to HR<br />
immediately)<br />
ACCOUNTS PAYABLE:<br />
EXT #2816<br />
• Expense accounts<br />
• Reimbursement status<br />
• Payment/banking<br />
information update<br />
HR@FLASHGLOBAL.COM<br />
• Medical/dental insurance<br />
• FSA/HAS Accounts<br />
• Life insurance<br />
• Short/long term disability<br />
• Beneficiary/dependent<br />
changes<br />
• Leave of absence/FMLA<br />
• Vacation/personal time<br />
• Benefit<br />
enrollment/changes<br />
• 401(k)<br />
• Fit <strong>Flash</strong> Wellness<br />
Program<br />
HR@FLASHGLOBAL.COM<br />
PH # 973.287.0780 |<br />
EXT 2815<br />
• Accident Reporting<br />
• Safety Issues<br />
• OSHA Notifications /<br />
Record Keeping<br />
E M P L O Y E E H A N D B O O K<br />
10
OUR QUALITY POLICY<br />
EMPLOYMENT POLICIES<br />
What We Stand For:<br />
• Building quality into our workplace and services is essential to a successful future for our customers, employees, and<br />
communities.<br />
• Quality leadership is vital to the long-term success of <strong>Flash</strong> in an increasingly competitive marketplace.<br />
• <strong>Flash</strong> strives to provide services that always meet or exceed expectations.<br />
• Management creates and nurtures an environment in which each employee can contribute skills, talents, and ideas to a neverending<br />
process of improvement and innovation in all aspects of our business.<br />
• Constant upgrading of our professional talent through diligent, state-of-the-art training will ensure that our services are the<br />
best at all times.<br />
CUSTOMER RELATIONS<br />
The success of <strong>Flash</strong> depends upon the quality of the relationships between <strong>Flash</strong>, our employees, our customers, our partners, our<br />
suppliers and the general public. Our customers’ impression of <strong>Flash</strong> and their interest and willingness to purchase from us is<br />
greatly formed by the people who serve them. Regardless of your position, you are an ambassador of <strong>Flash</strong>.<br />
• Interact with customers in a competent, courteous and respectful manner.<br />
• Communicate pleasantly and respectfully with customers, partners and other employees at all times.<br />
• Follow up on orders, questions, and customer requests promptly.<br />
• Take pride in your work and enjoy doing your very best.<br />
EQUAL OPPORTUNITY EMPLOYMENT/ NONDISCRIMINATION<br />
<strong>Flash</strong> is totally committed to the philosophy and principles of equal employment opportunity. We require that all employment<br />
practices be non-discriminatory and be based upon factors that are job-related. Employment decisions are based on merit and<br />
business needs, and not on race, color, citizenship status, national origin, ancestry, gender, sexual orientation, age, religion, creed,<br />
physical or mental disability, marital status, veteran status, political affiliation, or any other factor protected by law. We comply<br />
with the law regarding reasonable accommodation for handicapped and disabled employees.<br />
This policy is intended to apply to our practice of non-discrimination throughout every aspect of employment to include<br />
recruitment, selection, placement, training, compensation & benefits, layoff, promotion, transfer, return from layoff, social &<br />
recreational programs, termination and all other privileges, terms and conditions of employment.<br />
Any employee, or applicant, who believes that he or she has been the subject of such discrimination, should promptly report the<br />
alleged incident to any manager, Human Resources, or our CEO. A thorough and impartial investigation of the alleged act of<br />
discrimination will be undertaken immediately. This investigation will be conducted by one of the <strong>Flash</strong> designated investigative<br />
officers and will remain confidential, to the fullest extent possible. Any employee, including managers, found to have been involved<br />
in discriminatory practices may be subject to progressive discipline, up to and including termination.<br />
Retaliation against any employee who makes a formal complaint of discrimination, or who assists another person in making such a<br />
claim, is prohibited. Falsely reporting any such discrimination is also a serious offense and will be subject to progressive discipline<br />
up to and including termination.<br />
E M P L O Y E E H A N D B O O K<br />
11
HARASSMENT- SEXUAL AND OTHER<br />
Choose Respect – Build a harassment-free environment. Each of us makes choices every day about our behavior: what we do, what<br />
we say, what we choose not to do or say. Usually we make the right choices – choices founded on respecting each other. At other<br />
times, we make mistakes.<br />
When we add all our choices together, the sum total is our work environment. Together, every day, we create how it feels to work at<br />
<strong>Flash</strong>. We build our work reality as a team. At <strong>Flash</strong>, we feel our employees have the right to work in an environment free from all<br />
forms of prohibited discrimination and conduct that can be considered harassing, including sexual harassment.<br />
Harassment consists of unwelcome conduct, whether verbal, physical or visual, that is based on a person’s legally protected<br />
status, such as sex, color, race, ancestry, religion, creed, national origin, age, physical or mental disability, medical condition,<br />
marital status, veteran status, citizenship status, sexual orientation or any protected group. We will not tolerate harassing conduct<br />
that affects any terms, conditions or benefits of employment, that interferes unreasonably with an individual’s work performance,<br />
or that creates an intimidating, hostile, or offensive working environment.<br />
Sexual harassment deserves special attention. Sexual harassment is a form of misconduct that undermines the integrity of the<br />
employment relationship. No employee, either male or female, should be subject to unsolicited and unwelcome sexual overtures or<br />
conduct, verbal, physical, or visual. Sexual harassment does not refer to occasional compliments of a socially acceptable nature,<br />
although even behavior, which is appropriate in a social setting, may be unacceptable in the workplace. Sexual harassment refers<br />
to behavior that is not welcome, that is personally offensive, that debilitates morale, and that, therefore, interferes with work<br />
effectiveness.<br />
Our employees are strictly prohibited from engaging in harassing conduct against third parties such as customers, vendors, or<br />
outside contractors, with whom they come in contact during the course of or as a result of their employment. Similarly we will not<br />
tolerate harassment of <strong>Flash</strong> employees by such third parties.<br />
Any employee or applicant who believes that he or she has been the subject of harassment, should promptly report the alleged<br />
incident to any manager, Human Resources, or our CEO. A thorough and impartial investigation of the alleged act of harassment<br />
will be undertaken immediately. This investigation will remain confidential, to the fullest extent possible. Any employee, including<br />
managers, found to have been involved in illegal harassment practices may be subject to progressive discipline, up to and<br />
including termination.<br />
Retaliation against any employee who makes a formal complaint of illegal harassment or discrimination, or who assists another<br />
person in making such a claim, is prohibited. Falsely reporting any such harassment is also a serious offense and will be subject to<br />
progressive discipline up to and including termination.<br />
(For State Specific Policies on this topic, please see Addendum #3- Harassment)<br />
E M P L O Y E E H A N D B O O K<br />
12
CONFIDENTIALITY<br />
Here at <strong>Flash</strong> we have enjoyed many successes. It is only natural to want to share our good news with others. There are times,<br />
however, that information released prematurely or to an improper audience could have a negative outcome for our company. The<br />
unauthorized disclosure of financial, technical data, customer information, or other sensitive proprietary information to the public<br />
can place <strong>Flash</strong> at a serious competitive disadvantage. Therefore, employees shall not use, show, display, release, discuss,<br />
communicate or otherwise disclose (to include copying to a personal email address) confidential information for any reason or<br />
purpose.<br />
Confidential information includes, but is not limited to, <strong>Flash</strong> business information, records, activities, and plans; <strong>Flash</strong> projects<br />
and their locations, customer information, marketing strategies, technical reports, computer programs, system documentation,<br />
software and technology developments; unpublished financial data, cost data, security information such as passwords, electronic<br />
keys, employee salary information, human resources files, payroll files and other proprietary information of <strong>Flash</strong>.<br />
Confidentiality applies to the distribution, storage, transmission, and destruction of the aforementioned information, in whatever<br />
form including, but not limited to, the written or printed word, electronic mail messages; blueprints; photographs; drawings;<br />
recordings; and computer-generated reports and documents.<br />
Please consult with your manager or human resources if you need assistance determining whether information is classified as<br />
confidential.<br />
OPEN COMMUNICATIONS<br />
No organization, especially one as diverse and dynamic as <strong>Flash</strong>, can be free of problems. We will experience them. The best we<br />
can do is to try to work through them and reach resolutions that are sensitive to your needs, yet consistent with our practices and<br />
business needs.<br />
To do this, we have an open communications practice and encourage its use. No manager or any other employee should<br />
discourage or discriminate against, or in any way compromise, an employee who uses these open communications practices.<br />
• First, discuss the problem with your manager, who will attempt to find a solution that meets your needs and the needs of the<br />
company.<br />
• If the manager cannot resolve the complaint or problem, or if the complaint or problem is especially sensitive, you are<br />
encouraged to bring your concern(s) to the next higher level of supervision.<br />
• Should you find that your problem still has not been resolved, you may bring it to the attention of each successively higher level<br />
of supervision. At the higher supervisory levels, your request should be put in writing with a copy to your manager.<br />
• In addition, you may formally or informally discuss your concerns with the <strong>Global</strong> VP of Human Resources. Through the<br />
discussions, you may be able to explore ways to resolve the problem.<br />
• As a part of the process, you may be asked to submit a written summary of the problem or concern and include what action, if<br />
any, resulted from the informal meeting with your manager. The executive management team will work to find a solution, which<br />
will be presented to you as quickly as possible. A decision on how to resolve the conflict at this level will be final.<br />
We encourage you to follow this practice to resolve any work-related problems or concerns. Under no circumstances will your job<br />
status, security, working conditions or any other aspect of your employment be jeopardized as a result of using this procedure.<br />
<strong>Flash</strong> hopes that you are not only heard, but also that your concerns are addressed. Although the company may not always like or<br />
agree with what is heard from the employees, <strong>Flash</strong> is committed to addressing issues quickly and clearly explaining the<br />
company’s viewpoint .<br />
E M P L O Y E E H A N D B O O K<br />
13
FOREIGN CORRUPT PRACTICES ACT<br />
<strong>Flash</strong> <strong>Global</strong> is committed to complying with all U.S. regulations including the Foreign Corrupt Practices Act. By becoming familiar<br />
with this Act you are protecting <strong>Flash</strong> and our customers from committing any violation, intentionally or not. This is a wellestablished<br />
US law that impacts every U.S.- based company conducting business outside the U.S. All employees are required to<br />
take compliance training in respect to the Act to ensure working knowledge and understanding of the requirements and liabilities.<br />
<strong>Flash</strong> <strong>Global</strong> is committed to complying with all U.S. regulations, including the Foreign Corrupt Practices Act. By becoming familiar<br />
with this Act you are protecting <strong>Flash</strong> and our customers from committing any violation, intentionally or not. This is a wellestablished<br />
U.S. law that impacts every U.S.-based company conducting business outside the U.S. All employees are required to<br />
take compliance training in respect to the Act to ensure working knowledge and understanding of the requirements and liabilities.<br />
E M P L O Y E E H A N D B O O K<br />
14
EMPLOYMENT<br />
EMPLOYEE STATUS AND CLASSIFICATIONS<br />
Every new employee goes through an initial period of adjustment in order to learn about <strong>Flash</strong> and about their job. During this time<br />
the employee will have an opportunity to find out if they are suited to, and like, their new position.<br />
Additionally, the introductory period gives the employee's manager a reasonable period of time to evaluate their performance. The<br />
introductory period is three months.<br />
During this time, the new employee will be provided with training and guidance from their manager. They may be discharged at any<br />
time during this period if their manager concludes that he/she is not progressing or performing satisfactorily. Under appropriate<br />
circumstances, the introductory period may be extended. Additionally, as is true at all times during an employee's employment<br />
with <strong>Flash</strong>, employment is not for any specific time and may be terminated at will, with or without cause and without prior notice.<br />
At the end of the introductory period, the employee and their manager may discuss their performance. Provided their job<br />
performance is "satisfactory" at the end of the introductory period, they will continue in our employment. Please understand that<br />
completion of the Introductory Period does not guarantee continued employment for any specified period of time, or alter the fact<br />
that you are employed on an “at will” basis, nor does it require that an employee be discharged for only “cause.”<br />
EMPLOYEE CLASSIFICATIONS<br />
<strong>Flash</strong>, like every organization, needs a common classification system for its employees, establishing eligibility for various benefit<br />
programs and for management reporting. Here are our employee classifications:<br />
• <strong>Employee</strong> – A person on the <strong>Flash</strong> payroll receiving wages or salary for services rendered. <strong>Employee</strong>s may have “full-time”,<br />
“part-time”, or “temporary” status.<br />
• Regular Full-Time <strong>Employee</strong> – A person employed by <strong>Flash</strong> for an unspecified period of time, scheduled to work 40 hours per<br />
week. These employees will be offered benefits under the <strong>Flash</strong> group plan.<br />
• Regular Part-Time <strong>Employee</strong> – A person employed by <strong>Flash</strong> for an unspecified period of time, normally scheduled to work at least<br />
20 hours per week but less than 40 hours per week. These employees may be entitled to purchase benefits under the <strong>Flash</strong><br />
group plan.<br />
• Temporary <strong>Employee</strong> – A person employed by <strong>Flash</strong> for a limited period of time or for a specific project. Temporary employees<br />
may be employed on a “full-time” or “part-time” basis. These employees are not eligible for benefits described in this <strong>Handbook</strong>,<br />
except as granted on occasion, or to the extent required by provision of Federal or state laws or plan documents.<br />
• Exempt <strong>Employee</strong> - An executive, administrative, professional or direct-sales person who is not covered by the minimum wage<br />
and overtime payment requirements of the Fair Labor Standards Act as amended, or applicable state wage and hour law.<br />
• Non-Exempt <strong>Employee</strong> - A person whose duties and responsibilities are covered by the Fair Labor Standards Act and/or<br />
applicable state wage and hour law, and therefore are subject to the minimum wage, overtime pay, and recordkeeping<br />
requirements of the Act or state wage and hour law.<br />
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Non-<strong>Flash</strong> <strong>Employee</strong> Classifications<br />
• Independent Contractor or Contract <strong>Employee</strong> – A person who is self-employed or employed by an organization other than <strong>Flash</strong><br />
and whose services are being used for a specified period of time.<br />
• Consultant – A person who is self-employed or employed by a company other than <strong>Flash</strong> and who is retained to provide<br />
professional/technical advice and/or services for a fee. Normally a consultant is a recognized specialist or expert with a record<br />
of accomplishment and/or experience within a particular field or profession, and has a signed agreement with <strong>Flash</strong> on file.<br />
• Agency Temporary Worker – A person obtained through a temporary agency and assigned by the temporary agency to work at<br />
<strong>Flash</strong>. The worker is an employee of the agency, who is responsible for worker’s wages, tax withholding, employee benefits,<br />
workers’ compensation premiums and unemployment premiums. Assignment lengths for agency workers may vary from one<br />
day to long-term projects.<br />
• Intern – A person currently enrolled in an undergraduate, graduate or certificate-of-completion program at an accredited<br />
institution of higher learning who works on a paid basis while attending school to gain on-the-job experience. Student<br />
employees may work full-time or part-time during a semester or in between semesters.<br />
WORK HOUR GUIDELINES<br />
Working hours, starting times and quitting times will vary throughout <strong>Flash</strong>. Many areas utilize flexible working hours. Your<br />
manager will inform you of the working hours and scheduling operations in your area. You are expected to be at your workstation or<br />
work area, ready to work, from the starting time to the quitting times for your location.<br />
We recognize the maturity and professionalism of our employees and will try to support an occasional request to vary your<br />
schedule. We believe this flexibility is an important part of retaining the bright, dedicated professionals who we employ. Your<br />
manager must approve any variance from standard work hours and is responsible for ensuring the continuity of projects and<br />
operations. There may be times as well, where <strong>Flash</strong> may require schedule changes in order to meet project or customer deadlines.<br />
This may include overtime, start time or end time adjustments.<br />
There are, of course, certain departments or projects that may require “standard” work hours or a department/job-specific schedule<br />
to be maintained. Should you have any questions concerning your work schedule, please ask your manager.<br />
REST AND LUNCH PERIODS FOR NON-EXEMPT EMPLOYEES<br />
<strong>Flash</strong> provides non-exempt employees a rest period of 15 minutes rest time per four hours worked and which, as practicable, shall<br />
be in the middle of each work period. However, the Company generally will not authorize a rest period for employees whose total<br />
daily work time is less than three and one half hours. Rest periods are counted as hours worked, and thus, employees are not<br />
required to record their rest periods on their time records. Rest breaks may not be combined with or added on to meal breaks nor<br />
may they be used to come to work 15 minutes late or leave 15 minutes early. All 15-minute rest breaks must be taken on <strong>Flash</strong>’s<br />
premises. Your manager will advise you when you may take your breaks.<br />
All nonexempt employees who work five or more hours in a day are required to take a 30-minute meal break. A second 30-minute<br />
meal break is required for employees who work over 10 hours in a day. Certain exceptions to the rule exist based on the number of<br />
hours worked and/or the nature of the employee’s duties, but exceptions are uncommon, and you must have written authorization<br />
from your manager if you will not be taking a meal break. <strong>Employee</strong>s taking their meal breaks must record their time on their time<br />
records when they begin and end their meal periods. You manager will assign your lunch period. In order to facilitate the smooth<br />
flow of business, lunch breaks may be staggered and may change to meet the needs of <strong>Flash</strong>.<br />
(For State Specific Policies on this topic, please see Addendum #2- Meal and Break Periods)<br />
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LACTATION BREAKS<br />
<strong>Flash</strong> provides a reasonable amount of break time to accommodate female employees’ need to express breast milk for the<br />
employees’ infant child. The break time should, if possible, be taken concurrently with other break periods already provided. <strong>Flash</strong><br />
will also make a reasonable effort to provide the employee with the use of a room or other location in proximity to the employee’s<br />
work area, other than a restroom stall, in which the employee may express milk in private.<br />
(For State Specific Policies on this topic, please see Addendum #2- Lactation Policy)<br />
ATTENDANCE<br />
<strong>Flash</strong> is able to secure work based upon our estimates of performance and our history of reliability. Therefore, the Company expects<br />
all employees to assume diligent responsibility for their regular and reliable attendance and promptness. Continued dependability,<br />
quality and pride of service are factors over which each individual employee has a great deal of influence. If you are absent<br />
unexpectedly without reason and cannot perform your duties on time, or if you produce substandard work, we all pay the price by<br />
losing the confidence of the customer. In order to maintain our high level of customer satisfaction, attendance, punctuality and<br />
time off must be properly managed.<br />
All <strong>Flash</strong> employees are essential to our daily business and success as a team. Each of us makes a valuable contribution that is<br />
important to the company. We are aware however, that personal illness, emergencies, and the illnesses of others we care for may<br />
occur and require us to miss time from work. To address these and other time off situations, you are provided paid time off (PTO).<br />
These days will provide you with the needed time to enjoy activities outside of work, recover from illness, attend to personal needs<br />
(outside appointments/child healthcare issues), etc. You are expected to provide your manager with ample notice for days off that<br />
can be planned.<br />
The work schedule is constructed around company-provided paid time off, taking into account the maximum working hours and<br />
capabilities of the staff. It is extremely important that you be punctual in your arrival for work at the beginning of the workday or<br />
shift to which you are assigned. If you know that you will be absent or late arriving for work, notify your supervisor no later than two<br />
(2) hours before your work shift each day of your absence, unless you are granted leave of absence. In the event of a sickness or<br />
accident while performing your duties, notify your supervisor immediately.<br />
Lateness is defined when an employee arrives more than 5 minutes after their scheduled start time. Lateness will be addressed by<br />
the following 90 day disciplinary process. Four (4) lateness occurrences within a 90 day period may result in termination of<br />
employment.<br />
Incident<br />
Action<br />
1 st occurrence Documented Verbal Warning<br />
2 nd occurrence Written Warning<br />
3 rd occurrence Final Written Warning/PIP<br />
4 th occurrence Termination<br />
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Unexcused Absences are defined as a failure to arrive for work as scheduled and all same day call off allotment is exhausted.<br />
Unexcused absences will be addressed in the manner described in the above rolling 90 day discipline table. Unexcused absences<br />
will be treated as separate infractions from lateness. Four unexcused absences within a 90 day period may result in termination of<br />
employment. Manager discretion can be used in atypical situations.<br />
No Call/No Show is defined as an employee failing to timely notify a supervisor or manager of an absence. A no call/no show is an<br />
automatic unexcused absence. Absence from work for three (3) consecutive days without notifying the Company will be considered<br />
a voluntary resignation and the Company will process the separation of your employment.<br />
If you are absent because of an illness for three (3) or more successive days, your manager may request that you submit written<br />
documentation from your healthcare provider stating you are able to resume normal work duties before you will be permitted to<br />
return to work.<br />
Short-term and frequent absences, including excessive tardiness, can affect the success of our company and is grounds for<br />
disciplinary action, up to and including termination. If you are chronically unable to work, whatever the reasons, you cannot fulfill<br />
the role for which you were hired and this impacts other members of the team. These situations will be brought to the attention of<br />
Human Resources and a plan developed to assist and guide you in improving your attendance.<br />
CALL OFF POLICY<br />
In order to ensure continuity of daily production planning and workload assignments, <strong>Flash</strong> has established a defined policy for<br />
same day call offs.<br />
All employees are required to notify their supervisor a minimum of two (2) hours prior to the start of their scheduled shift when;<br />
1) You are unable to report to work as scheduled (unscheduled absence) and<br />
2) You are unable to arrive at your scheduled start time (tardy).<br />
Your department manager will provide you the appropriate phone numbers and contacts to use when needing to report a call off or<br />
tardiness. Make sure you speak directly to your supervisor or the designated contact, (calling in through coworkers is not<br />
acceptable), and whenever possible, call yourself and not through a surrogate unless you are in an emergency situation. Any<br />
available PTO will be applied towards your absence.<br />
To further define this policy, each employee will be permitted (5) days of same day call offs each calendar year. Any additional<br />
same day call offs after these have been exhausted will be considered unexcused absences and will result in disciplinary action.<br />
These days are included in the employee’s annual PTO allotment for the year and are not in addition to PTO time. Call off days must<br />
be entered into the timekeeping system by the employee on the employee’s next scheduled work day for supervisor approval. The<br />
failure to timely enter a call off day in the timekeeping system will cause the time missed to be considered an unexcused absence.<br />
<strong>Flash</strong> provides PTO based on what has been established as a reasonable amount of time to be away from work during the calendar<br />
year. If you call off and no PTO is available, your absence will be unpaid. In addition, unexcused absences are a clear indication that<br />
your attendance is not aligned with what is acceptable for your position at <strong>Flash</strong>.<br />
Your supervisor will follow the <strong>Flash</strong> Corrective Action Guidelines to address excessive unexcused absences, tardiness, and<br />
unexcused early departures. Depending on the situation, corrective action may be accelerated, repeated, or taken out of sequence,<br />
and <strong>Flash</strong> reserves the right to effect immediate termination should it be warranted.<br />
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AT-WILL EMPLOYMENT<br />
Your employment with <strong>Flash</strong> is at-will unless a duly authorized written employment agreement with <strong>Flash</strong> provides otherwise. As an<br />
at-will employee, your employment is based on mutual consent. You have not entered into a contract regarding the duration of your<br />
employment, which means you are free to terminate your employment with the Company at any time, with or without reason.<br />
Likewise, the Company, in its discretion, has the right to terminate your employment, or discipline, transfer or demote you at any<br />
time, with or without reason, as long as not otherwise prohibited by law. As provided in the <strong>Handbook</strong> Acknowledgement, nothing in<br />
this handbook creates or is intended to create a promise or representation of continued employment. This handbook supersedes<br />
any and all prior handbooks, written documents (with the exception of duly authorized written employment agreements) or oral or<br />
implied representations that might otherwise contradict the at-will nature of your employment.<br />
OUTSIDE EMPLOYMENT<br />
<strong>Employee</strong>s may hold outside jobs so long as they meet the performance standards of their job with <strong>Flash</strong>. All employees will be<br />
judged by the same performance standards and will be subject to scheduling demands, regardless of any existing outside work<br />
requirements.<br />
If it is determined that any employee’s outside work conflicts or interferes with performance, safety or the ability to meet the<br />
requirements of the Company as they are modified from time to time, the employee may be asked to terminate the outside<br />
employment if he/she desires to remain with <strong>Flash</strong>.<br />
Outside employment that constitutes a conflict of interest is prohibited. <strong>Employee</strong>s also may not receive any income or material<br />
gain from individuals outside the Company for materials produced or services rendered while performing their jobs with the<br />
Company.<br />
PERSONNEL FILES<br />
<strong>Employee</strong> files are maintained by the <strong>Global</strong> VP of Human Resources and are considered confidential. Managers other than the<br />
<strong>Global</strong> VP of Human Resources may only have access to personnel file information on a need-to-know basis. A manager considering<br />
the hire of a former employee or transfer of a current employee may be granted access to the file.<br />
Personnel files are to be reviewed in the Human Resource Department. Personnel files may not be taken outside of the department.<br />
Representatives of government or law enforcement agencies, in the course of their business, may be allowed access to file<br />
information. This decision will be made at the discretion of the Human Resource Department in response to the request, a legal<br />
subpoena, or court order.<br />
Personnel file access by current employees and former employees upon written request will be permitted within 3 days of the<br />
request.<br />
(For State Specific Policies on this topic, please see Addendum #1- Records Management)<br />
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PERSONNEL RECORDS<br />
To keep necessary company records up to date, it is extremely important that you notify the Human Resources Department or make<br />
updates in the HRIS system if you have any changes in:<br />
• Name and/or marital status<br />
• Address and/or telephone number<br />
• Number of eligible dependents<br />
• W-4 deductions<br />
• Person to contact in case of emergency<br />
EMPLOYMENT OF RELATIVES<br />
The Company permits the employment of qualified relatives of employees so long as such employment does not, in the opinion of<br />
the Company, create an actual or perceived conflict of interest.<br />
For the purpose of this policy, relative includes spouse, child, parent, sibling, grandparent, grandchild, aunt, uncle, first cousin, or<br />
corresponding in-law or “step” relation, or any person whose relationship with the employee is similar to that of persons who are<br />
related by blood or marriage.<br />
Individuals who are related by blood or marriage or whose relationship is similar to that of persons related by blood or marriage are<br />
permitted to work in the same Company facility provided no direct reporting or supervisory/management relationship exists. That<br />
is, no employee is permitted to work within the “chain of command” of a relative such that one’s relative work responsibilities,<br />
salary, or career progress could be influenced by the other relative.<br />
No relatives are permitted to work in the same department or in any other positions in which the Company believes an inherent<br />
conflict of interest may exist.<br />
If two employees marry, become related, or enter into an intimate relationship, they may not remain in a reporting relationship or in<br />
positions where one individual may affect the compensation or other terms or conditions of employment of the other individual. If<br />
such relationships arise, they will be considered carefully by Human Resources Department and management so appropriate action<br />
can be taken. Such action may include a change in the responsibilities of the individuals involved in such relationship or a change<br />
in department/location. When a relative relationship is developed through promotion, transfer, marriage, etc. that is contrary to this<br />
policy, the matter should be referred to the Human Resources Department for consultation.<br />
FRATERNIZATION<br />
Consenting "romantic" or “intimate” relationships between a manager and an employee may at some point lead to unhappy<br />
complications and significant difficulties for all concerned - the employee, the manager and the company. Any such relationship<br />
may, therefore, be contrary to the best interests of the company.<br />
If a romantic or intimate relationship between a manager and an employee should develop, it shall be the responsibility and<br />
mandatory obligation of the manager promptly to disclose the existence of the relationship to the <strong>Global</strong> VP of Human Resources.<br />
The employee may make the disclosure as well, but the burden of doing so shall be upon the manager.<br />
Upon being informed or learning of the existence of such a relationship, the Human Resources Department and management will<br />
consider carefully the appropriate action to be taken.<br />
This policy shall apply without regard to gender and sexual orientation of the participants in a relationship of the kind described.<br />
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BUSINESS ETHICS<br />
At <strong>Flash</strong> we all have a duty to our company to be free from the influence of conflicting interests when we represent the company.<br />
All of our employees are expected to practice good citizenship in negotiations, making recommendations with respect to business<br />
dealings with third parties, and all other dealings with third parties on behalf of the company. Our practice is to deal with<br />
suppliers, customers, contractors, and all others doing business with <strong>Flash</strong> on the sole basis of what is in the best interest of the<br />
company without favor or preference based on personal considerations.<br />
A conflict of interest can be defined as an interest, many times financial, with some other person or firm, which may affect, or<br />
might reasonably be thought by others to affect, an employee’s judgement or conduct in matters which involve the company.<br />
You have the responsibility to disclose any business relationship in which you are involved, or plan to become involved, which could<br />
result in an actual or potential conflict of interest, or which could result in the appearance of a conflict of interest.<br />
A conflict of interest may result when an employee or an employee’s friend or relative receives any kickback, bribe, substantial gift<br />
or special consideration as a result of any transaction or business dealings involving <strong>Flash</strong>. Acceptance, directly or indirectly, by an<br />
employee or any member of an employee’s immediate family of any service, payment, loan (except from banks or other financial<br />
institutions), discount (except those offered to employees of <strong>Flash</strong> generally), entertainment (except that which is customary and of<br />
nominal value), vacation or pleasure trip, gift (other than one of nominal value which is customarily offered), or gift of money in any<br />
amount from suppliers of materials or services, except on an arm’s length basis in accordance with the supplier’s normal business<br />
practices, is strictly prohibited. In any circumstances where you receive a personal gift with a value in excess of $35 from a<br />
supplier or customer, you must disclose this to your manager immediately.<br />
<strong>Flash</strong> reserves the right to determine when an employee’s activities represent a conflict of interest or are in violation of the<br />
business ethics of the company. The company also reserves the right to take whatever action is necessary to resolve the situation<br />
including termination of the employee.<br />
ATTIRE IN THE WORKPLACE<br />
The way we dress and our overall personal appearance standards contribute to the morale of all employees and affect the image<br />
<strong>Flash</strong> presents to customers and visitors.<br />
During work hours, you are expected to present a neat and professional appearance and to dress according to the requirements of<br />
your work environment. Please remember that you are representing <strong>Flash</strong> and are asked to use good judgment in your attire. If you<br />
appear for work inappropriately dressed, you may be sent home and directed to return in proper attire. Under these circumstances,<br />
you will not be compensated for the time away from work.<br />
Inappropriate clothing includes, but is not limited, to:<br />
• Ripped, frayed, disheveled, sheer or revealing clothing, including clothing where undergarments are revealed.<br />
• Low cut, cropped/midriff, backless or strapless shirts.<br />
• Short or tight skirts.<br />
• Shirts with thin straps (less than 3”).<br />
• Any clothing that has pictures or sayings that may be found offensive.<br />
• Sweat pants, excessively loose clothing.<br />
As a safety precaution, you should not wear loose clothing that could get caught in machinery. Footwear for both men and women<br />
should protect your feet and be businesslike and clean. No open-toe footwear is permit in a warehouse.<br />
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EMERGENCY CLOSINGS/INCLEMENT WEATHER<br />
The nature of our work at <strong>Flash</strong> requires that we maintain relationships with our customers’ every day of the year in a variety of<br />
different settings. Typically, weather conditions do not have an impact on the scheduling of our work. The Company has the sole<br />
discretion in determining if the office is to be closed in the event of inclement weather, power or other utility failure, fire, flood,<br />
earthquake or some other emergency<br />
Normally, you are expected to arrive at work on time. If you will be late reporting to work due to weather conditions or emergency<br />
situation, you are expected to contact your manager as soon as possible.<br />
If the offices are closed for a full day or more or if you cannot report to work due to inclement weather or emergency situation and<br />
the office is open, then you may take an unpaid day or take a PTO day. When inclement weather or an emergency arises during the<br />
work day, your supervisor will advise of the procedures to be followed.<br />
Managers are given the discretion to approve paid work that can be done from your home when such activities make good<br />
business sense. In these instances, work done at home must be documented and accounted for.<br />
PARKING<br />
A parking lot at our offices is provided for your convenience. Courtesy and common sense in parking will avoid accidents, personal<br />
injuries, damage to your vehicle and to the vehicles of other employees. If you should damage another car while parking or leaving,<br />
immediately report the incident to the proper authorities.<br />
<strong>Flash</strong> does not assume any liability for any losses or damages you or your vehicle may sustain.<br />
SMOKING<br />
For the health, safety, and comfort of our employees, <strong>Flash</strong> maintains a smoke-free environment and complies with all state and<br />
local legislation involving smoking in the workplace. This smoking restriction applies to any company property except designated<br />
smoking areas and includes the use of e-cigarettes and other electronic nicotine delivery systems or vapor products. All of us are<br />
expected to comply with this practice and are responsible for informing guests of these smoking restrictions.<br />
Of particular importance, you are required to adhere to the policies set forth by our customers when visiting and/or working at a<br />
customer location.<br />
(For State Specific Policies on this topic, please see Addendum #6- Smoking Policy)<br />
PERSONAL PROPERTY<br />
The company will not assume responsibility for the recovery or replacement of personal property damaged, lost or stolen. All<br />
personal items should be safeguarded and items of exceptional value should not be brought onto company property.<br />
Lost, stolen or damaged items should be reported to your immediate manager.<br />
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REQUESTS FOR REFERENCE AND OTHER INFORMATION<br />
To ensure that the privacy rights of current and former employees are protected, it is our practice to limit the information provided<br />
in response to outside requests. Except when legally required, the company will provide only general information concerning an<br />
employee.<br />
If you receive an information request, whether in writing or by telephone, you should direct that request to the Human Resources<br />
Department. Only job titles, dates of employment and salary will be verified via a telephone request. It is important to note that<br />
this information will not be offered; only verified if provided by requestor.<br />
It is our practice not to provide references for co-workers. Requests for references should be referred to the Human Resources<br />
Department.<br />
SOLICITATION AND DISTRIBUTION<br />
At <strong>Flash</strong>, we encourage you to support corporate-sponsored fund-raisers. These activities, while voluntary, promote goodwill,<br />
community spirit, and the giving-back to others. If you become aware of a worthy outside group that wishes to solicit <strong>Flash</strong> for<br />
contributions or assistance, they should be referred to Human Resources.<br />
Solicitation of any kind by an employee is prohibited while the employee is on working time in a working area. This means that any<br />
type of solicitation is prohibited if the employee is doing the solicitation or the employee being solicited is on working time in a<br />
working area. <strong>Employee</strong>s involved in fund raising activities for non-profit causes should limit these activities to non-working time<br />
and non-working areas of the facility to avoid disruption of work.<br />
Additionally, distribution or acceptance of literature by an employee is prohibited while the employee is on working time and is also<br />
prohibited in any working area whether an employee is on working or non-working time.<br />
Distribution of literature by any person who is not an employee of the company is also prohibited. If you observe persons violating<br />
this policy, you must report the violation to your manager immediately.<br />
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STANDARDS OF CONDUCT<br />
APPROPRIATE CONDUCT GUIDELINES<br />
We hold honesty, integrity and fairness as our standard in all that we do. These qualities define who we are, what we stand for,<br />
and what our customers expect and deserve. We conduct ourselves in an ethical manner because, simply stated, it’s the right<br />
thing to do.<br />
We all need to adhere to our Standards of Workplace Conduct. By performing our jobs ethically, we will maintain the trust we enjoy<br />
with our customers and will continue to be successful.<br />
We will not compromise the following principles:<br />
• We will not violate the law;<br />
• We exercise the highest ethical standards in all of our business dealings, both internally and externally;<br />
• We maintain confidentiality;<br />
• We enjoy a work environment that is free from bias and discrimination;<br />
• We are accountable for our actions.<br />
Professional Conduct<br />
Our conduct as <strong>Flash</strong> employees defines who the company is in our local communities and to our customers. If you work closely<br />
with a customer, you are <strong>Flash</strong> to that customer.<br />
Because of this, it is critical that each of us maintains the highest standards of professional conduct. Such high standards also<br />
establish an environment that promotes good working relations, contributes to the success of the company, and provides<br />
challenging career and growth opportunities.<br />
Your daily contribution as a professional at <strong>Flash</strong> will help us continue to grow and will set a standard of which we can all be proud<br />
of. By accepting employment with us, you have a responsibility to <strong>Flash</strong> and to your fellow employees to adhere to certain rules of<br />
behavior and conduct. The purpose of these rules is not to restrict your rights, but rather to be certain that you understand what<br />
conduct is expected and necessary.<br />
Unacceptable Activities<br />
Generally speaking, we expect each person to act in a mature and responsible way at all times. However, to avoid any possible<br />
confusion, some of the more obvious unacceptable activities are noted below.<br />
Occurrences of any of the following violations, because of their seriousness, will be subject to appropriate discipline and may<br />
result in immediate termination.<br />
• Willful violation of any company rule; any deliberate action that is extreme in nature and is obviously detrimental to <strong>Flash</strong>’s<br />
efforts to operate profitably.<br />
• Willful violation of security or safety rules or failure to observe safety rules or safety practices.<br />
• Negligence or any careless action which endangers the life or safety of another person.<br />
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• Being intoxicated or under the influence of controlled substance drugs or alcohol while at work; use or possession or sale of<br />
controlled substance drugs or alcohol in any quantity while on company premises or while on duty or at company sponsored<br />
functions.<br />
• Engaging in criminal conduct or acts of violence, or making threats of violence toward anyone on company premises or when<br />
representing <strong>Flash</strong>.<br />
• Insubordination or refusing to follow instructions properly issued by your manager pertaining to your work.<br />
• Threatening, intimidating, coercing or otherwise interfering with the job performance of fellow employees, partners or visitors.<br />
• Engaging in acts of sabotage; willfully or with gross negligence causing the destruction or damage of company property or the<br />
property of fellow employees; committing theft or unauthorized possession or removal of any company property, including<br />
documents, from the premises without prior permission from management; unauthorized use of company equipment or<br />
property for personal reasons; using company equipment for profit.<br />
• Dishonesty; willful falsification or misrepresentation on your application for employment or other work records; falsifying data<br />
requested by <strong>Flash</strong>; alteration of company records or other company documents.<br />
• Possessing firearms, weapons or explosives on company property without authorization, in violation of company policy.<br />
• Violating the non-disclosure and confidentiality policy; giving confidential or proprietary <strong>Flash</strong> information to competitors or<br />
other organizations or to unauthorized <strong>Flash</strong> employees; working for a competing business while a <strong>Flash</strong> employee.<br />
• Malicious gossip and/or spreading rumors; willfully restricting work output or encouraging others to do the same.<br />
• Immoral conduct or indecency on company property.<br />
• Failure to cooperate with an investigation.<br />
Occurrences of any of the following activities, as well as violation of any <strong>Flash</strong> rules or policies, may be subject to disciplinary<br />
action, up to and including termination. This list is not all-inclusive and, not withstanding this list, all employees remain employed<br />
“at will.”<br />
• Unsatisfactory or careless work; failure to meet production or quality standards as explained to you by your manager; mistakes<br />
due to carelessness or failure to get necessary instructions.<br />
• Any act of harassment in violation of company policy.<br />
• Sleeping on the job; loitering or loafing during work hours.<br />
• Excessive use of company telephone, email or internet for personal business.<br />
• Creating or contributing to unsanitary conditions.<br />
• Disclosing or sharing company assigned passwords or using someone else’s password for access.<br />
• Failure to report an absence or late arrival; excessive absence or lateness.<br />
• Obscene or abusive language toward any manager, employee or customer in violation of company policy; indifference or<br />
rudeness towards a customer or fellow employee; any disorderly/antagonistic conduct on company premises.<br />
• Failure to immediately report damage to, or an accident involving, company property.<br />
• Alteration of your own time records or attendance documents; punching or altering another employee’s time records, or causing<br />
or requesting someone to alter your time records.<br />
• Violation of personnel policies.<br />
PROGRESSIVE DISCIPLINE<br />
<strong>Flash</strong> needs your help in making each working day enjoyable and rewarding. How you interact with fellow employees and those<br />
whom we serve, and how you accept direction can affect the success of your department. In turn, the performance of one<br />
department or employee can impact the entire service offered by the company. Consequently, whatever your position, you have an<br />
important assignment; perform every task to the very best of your ability.<br />
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usiness and the protection of our property, employees and customers. In general:<br />
• Know your own duties and responsibilities and devote your full attention to your job while at work.<br />
• Be cooperative with management, customers and your fellow employees while maintaining a good team attitude.<br />
• Work to identify and meet the expectations of internal and external customers that you interact with in your job.<br />
Failure to conduct yourself in a professional manner and/or adhere to laws, standards and practices in connection with<br />
employment at <strong>Flash</strong> could result in progressive discipline, up to and including termination. Managers are responsible for<br />
assessing and documenting any incidents leading to progressive discipline and for consulting with Human Resources throughout<br />
the process.<br />
Discipline may result from rule violation, poor job performance or other inappropriate behavior. <strong>Flash</strong> supports corrective discipline,<br />
but it retains the discretion to take such disciplinary action as it deems, in its sole discretion to be appropriate under the<br />
circumstances. For example, violations of rules or policies of <strong>Flash</strong> may result in disciplinary measures that may, depending on the<br />
circumstances and at the sole discretion of <strong>Flash</strong>, include verbal or written warnings, suspensions with or without pay or<br />
immediate termination. These disciplinary measures do not constitute an all- inclusive list of possible actions and may be taken in<br />
any order. This list of disciplinary measures is provided only as a guide to the employee of possible disciplinary measures that<br />
<strong>Flash</strong> may take. This disciplinary policy does not create an employment contract with an employee or modify the employee “at will”<br />
relationship of the employee.<br />
WORKPLACE VIOLENCE<br />
The safety and security of our employees is very important at <strong>Flash</strong>. That is why we hold a “zero tolerance” standard against<br />
threats, threatening behavior or acts of violence against employees, visitors, guests, or other individuals by anyone on company<br />
property.<br />
There are two types of workplace violence:<br />
• An individual makes threats of violence and actually intends to carry out physical harm.<br />
• An individual makes threats of violence but really intends to cause intimidation, fear and stress in co-workers.<br />
Acts or threats of violence include conduct that is sufficiently severe, offensive, or intimidating to alter the employment conditions,<br />
or to create a hostile, abusive, or intimidating work environment for one or several employees.<br />
You are empowered with the ability to help protect yourself and co-workers from acts of workplace threats and violence. This<br />
empowerment comes from the <strong>Flash</strong> Workplace Threats and Violence Policy that applies to all or our employees. In order for the<br />
policy to work, we all need to understand that workplace violence can occur and to increase our awareness of the possible signals<br />
and warning signs. Most importantly, we must report incidents of threats or acts of physical violence of which we become aware.<br />
Any report should be made to your manager and the <strong>Global</strong> VP of Human Resources. We must take threats of this nature seriously.<br />
Ignoring them could lead to serious consequences.<br />
(For State Specific Policies on this topic, please see Addendum #6 Workplace Violence)<br />
PROHIBITED WEAPONS<br />
<strong>Flash</strong> believes it is important to establish a clear guideline that addresses weapons in the workplace. Specifically, all persons who<br />
enter company property are prohibited from carrying a handgun, firearm, knife, or other prohibited weapon of any kind regardless of<br />
whether the person is licensed to carry the weapon.<br />
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These guidelines apply to all employees, contract and temporary employees, visitors on <strong>Flash</strong> properties/customer sites, and<br />
customers and contractors on company property (<strong>Flash</strong>-owned or leased buildings, customer sites, and surrounding areas such as<br />
sidewalks, walkways, driveways and parking lots under the company’s ownership, lease or control during construction projects). To<br />
the extent permitted by law, the only exception to this policy is police officers, security guards or other persons who have been<br />
given written consent by the company or appropriate property owner to carry a weapon on property. These guidelines not only<br />
prohibit carrying a weapon while actively working, but also prohibit weapons at <strong>Flash</strong>-sponsored functions such as parties, picnics<br />
and community events.<br />
If you have a question about whether an item is prohibited, you should contact Human Resources. It is your responsibility to make<br />
certain that any potentially covered item you possess is not prohibited by these guidelines. <strong>Employee</strong>s found to have violated<br />
these guidelines will be subject to progressive discipline, up to and including termination. Carrying a weapon onto <strong>Flash</strong> property<br />
may also result in prosecution.<br />
(For State Specific Policies on this topic, please see Addendum #6- Workplace Violence)<br />
THEFT<br />
Property theft of any type will not be tolerated by <strong>Flash</strong>. We consider property theft to inlcude the unauthorized use of company<br />
services or facilities or taking of any company property for personal use. The following list provides illustrations of several activities<br />
that are not acceptable. The list is not all-inclusive.<br />
Use of Computers: <strong>Flash</strong>’s personal computers (desktops or laptops) are to be used exclusively for business purposes unless you<br />
receive permission from your manager.<br />
Purchase of company products: Company products should not be removed from the premises unless accompanied by a receipt<br />
from <strong>Flash</strong>. <strong>Employee</strong>s may be permitted to buy company products at a discount for personal use or to give as gifts.<br />
Taking of company property: No item purchased or supplied by <strong>Flash</strong> should be removed from company premises without express<br />
authorization of your immediate manager. This rule applies to all company property including raw materials, inventory, tools,<br />
computers, and office supplies.<br />
Unauthorized possession or removal of company property is a serious offense. <strong>Employee</strong>s violating this policy may be subjected to<br />
disciplinary action up to and including possible termination and prosecution.<br />
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WAGE AND SALARY POLICIES<br />
PAYDAYS AND PAYCHECKS<br />
<strong>Flash</strong> paydays are biweekly (every other week) on Friday. Each calendar year has 26 pay periods. If a pay date falls on a holiday, the<br />
pay date will be moved to the last working day prior to the regular pay day. Changes to any scheduled pay day will be announced in<br />
advance.<br />
Paychecks<br />
Paychecks are issued on Friday for services performed for the two (2) week period ending the previous Sunday at 11:59pm.<br />
If an employee elects direct deposit, the employee’s payroll check will be deposited in to his/her account(s) by 8:00am on pay day.<br />
Direct deposit eliminates the chance of a misplaced, lost or stolen paycheck. Your pay is automatically transferred into your<br />
account and you will be provided with a detailed statement that outlines all of your payroll earnings, taxes and deductions. To<br />
initiate direct deposit, an employee must complete an enrollment form which includes the designation of an account or accounts to<br />
which the funds should be deposited.<br />
Paychecks cannot be distributed to anyone other than the employee, unless Human Resources has written authorization signed by<br />
the employee to release the paycheck to someone else.<br />
PAYROLL DEDUCTIONS<br />
All payroll deductions are taken from each paycheck. Deductions required by law include:<br />
• Federal Income Tax (FIT) – Your deduction may vary depending on your number of exemptions claimed and the amount of your<br />
earnings.<br />
• Federal Insurance Contribution Act (FICA) – This is Social Security Tax. You pay a percentage of your total earnings each year.<br />
The percentage tax rate and maximum earnings taxed in any year are determined by federal law. This tax is broken down<br />
further as Medicare and Social Security on your pay statement.<br />
• State Income Tax (SIT) – This deduction is required, and is based on state law and varies by state, and by employee, based on<br />
total earnings.<br />
• State Unemployment Insurance (SUI) – This deduction is also required by state law and will vary based on the current tax rate<br />
and your taxable earnings.<br />
• Local Wage/School Tax – This deduction is also required by state law and will vary. You may see (2) separate deductions for<br />
local wage tax. The city where you work and the city where you live. School District Tax deductions vary based on state law and<br />
school jurisdictions.<br />
• Income (State & Local) Tax Levy – If mandated, <strong>Flash</strong> is obligated to withhold wages as specified by an income tax levy. An<br />
income tax levy may be authorized either from the State Revenue Department or the Internal Revenue Service, or both.<br />
• Welfare/Domestic Relations Withholdings – A court may direct <strong>Flash</strong> to withhold from an employee’s earnings a specified<br />
amount for child support.<br />
• Other Garnishments- A court may direct <strong>Flash</strong> to withhold from an employee’s earnings a specified amount for other financial<br />
obligations.<br />
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RECORDING TIME WORKED<br />
By law we are obligated to keep accurate records of time worked by “non-exempt” employees.<br />
All employees are required to report to work on time. Hourly employees are allowed to punch in no sooner than 15 minutes before<br />
their regular start time, unless they have express permission from management to do so. <strong>Employee</strong>s should be prepared to begin<br />
working at their scheduled start time once they are clocked in. Hourly employees may not begin any work before clocking in.<br />
<strong>Flash</strong> utilizes an electronic timekeeping system to accurately account for time worked by employees. All employees are provided a<br />
sign in onto the system to punch in and out. You should record the beginning and ending time of any shift as well as your lunch<br />
break. Overtime work must be approved in advance by your manager. In the event of an error in recording your time, please report<br />
the matter to your manager immediately.<br />
• All supervisors are required to review and approve all of their respective employees’ timesheets by no later than 12 noon of the<br />
Monday of a payroll week. If you need assistance, please refer to the Supervisor’s Guide and <strong>Flash</strong> payroll calendar.<br />
• The HR Team will issue reports on Fridays highlighting the specific employee timesheets and any adjustments that must be<br />
made. These reports will be distributed via email.<br />
• In the case that the timesheet adjustment and approval deadline falls on a holiday, please adjust and approve all employees<br />
timesheets in the timekeeping system on the previous Friday by no later than 4:30pm.<br />
• In the event that the timesheet adjustment and approval deadline is on a day that a supervisor will be out of the office, the<br />
supervisor notify the HR team as soon as possible in advance of the deadline to ensure that payroll can be processed in a<br />
timely manner.<br />
• Failure to timely approve and adjust, as necessary, all employee timesheets in the timekeeping system will result in a delay in<br />
processing of payroll for the entire department.<br />
• Any requests to change employee timesheet adjustment and approval permissions should be sent to hr@flashglobal.com.<br />
Altering, falsifying, or tampering with your time records, or recording time on another employee’s time record may result in<br />
suspension or possibly termination of employment.<br />
OVERTIME PAY NON-EXEMPT EMPLOYEES<br />
In some instances, a request may be made to you to work overtime. In accordance with the Fair Labor Standards Act (FLSA) and<br />
state law, it is our practice to compensate our non-exempt employees for their overtime work.<br />
Time worked beyond 40 hours in a work week is paid at the premium rate of 1½ times the regular straight-time rate. If, for example,<br />
your regular rate is $15.00 per hour, $15.00 is multiplied by 1.5 resulting in an overtime rate of $22.50 per hour.<br />
In computing overtime, we include the total “hours worked” in any given work week. Our <strong>Flash</strong> work week for computing overtime<br />
begins at 12:01 a.m. Monday and ends at midnight Sunday (the seventh day).<br />
Overtime is based on actual hours worked. If you are absent due to PTO, bereavement, holiday, or disability or are absent without<br />
pay, 40 hours must first be worked before time and one-half will be paid for additional hours on the job.<br />
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Overtime earnings are issued with your regular paycheck. It is important to remember that regular payroll deductions for income<br />
and other taxes apply to overtime compensation.<br />
Exempt employees do not receive overtime compensation for time worked beyond 40 hours in a work week because their jobs<br />
duties and responsibility levels exclude them from the overtime requirement of the FLSA and state law. Exempt employees are<br />
generally in positions that are executive, professional, administrative or sales in nature.<br />
For more information, please discuss with your manager or contact our Payroll Department.<br />
(For State Specific Policies on this topic, please see Addendum #4- Overtime Compensation)<br />
ON CALL PAY<br />
1) An ELT member (or delegate) must outline and authorize the positions qualified for On-Call Pay (OCP)<br />
2) Approved employees will receive a flat rate per day following a monthly on-call schedule provide by the ELT member (or<br />
delegate) following the schedule below.<br />
3) Manager or Director will log the OCP directly through the HRIS system on a monthly basis.<br />
4) Each day of on-call must be logged through the HRIS system and will be paid the first payroll of the following month<br />
Reason Location Saturday Sunday Holiday Night<br />
NFO Warehouse $100 $100 $125 $50<br />
Escalation Warehouse $75 $75 $100 $35<br />
Weekend Coverage Command Center 1 st & 2 nd Shift $100 $100 $125 NA<br />
Weekend Coverage Command Center 3 rd Shift $125 $125 $150 NA<br />
Help Desk Information Technology $25 $25 $50 $35<br />
<strong>Flash</strong>Trac IT/Customer Services $25 $25 $50 $20<br />
Navision Information Technology $35 $35 $60 $25<br />
OCP will be paid out the first payroll of the following month.<br />
EXEMPT EMPLOYEES AND PAYROLL DEDUCTIONS<br />
It is our policy and practice to accurately compensate employees and to do so in compliance with all applicable state and federal<br />
laws. To ensure proper payment and that no improper deductions are made, employees must review pay stubs promptly to identify<br />
and report all errors.<br />
<strong>Employee</strong>s classified as exempt employees will receive a salary which is intended to compensate them for all hours they may work.<br />
Under federal and state law, salary is subject to certain deductions. For example, unless state law requires otherwise, salary can<br />
be reduced for the following reasons:<br />
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• Full-day absences for personal reasons.<br />
• Full-day absences for sickness or disability.<br />
• Full-day disciplinary suspensions for infractions of our written policies and procedures.<br />
• Family and Medical Leave absences (either full- or partial-day absences).<br />
• To offset amounts received as payment from the court for jury and witness fees or from the military as military pay.<br />
• The first or last week of employment in the event the employee works less than a full week.<br />
• Any full work week in which the employee does not perform any work.<br />
Salary may also be reduced for certain types of deductions such as a portion of health, dental or life insurance premiums; state,<br />
federal or local taxes; social security; or voluntary contributions to a 401(k) or pension plan.<br />
In any work week in which the employee performed any work, salary will not be reduced for any of the following reasons:<br />
• Partial day absences for personal reasons, sickness or disability.<br />
• An absence because the employer has decided to close a facility on a scheduled work day.<br />
• Absences for jury duty, attendance as a witness, or military leave in any week in which the employee performed any work<br />
(subject to any offsets as set forth above).<br />
• Any other deductions prohibited by state or federal law.<br />
If the employee believes he or she has been subject to any improper deductions, the employee should immediately report the<br />
matter to a supervisor. If the supervisor is unavailable or if the employee believes it would be inappropriate to contact that person<br />
(or if the employee has not received a prompt and fully acceptable reply), he or she should immediately contact the Human<br />
Resources Department.<br />
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PERFORMANCE MANAGEMENT<br />
Everyone likes to know how he or she is doing. By the same token, <strong>Flash</strong> needs to know how its employees are progressing in their<br />
jobs. An objective, written evaluation of performance is a critical tool for understanding employees, their work, needs and<br />
potential. The performance of each employee is generally reviewed by the manager and evaluated in writing at least once a year.<br />
All <strong>Flash</strong> employee reviews are conducted in December of each year. New employees will be reviewed at the conclusion of their first<br />
90 days of employment. Managers have the discretion to review an employee more frequently, if necessary.<br />
A positive performance review does not guarantee either an increase in compensation or continuing employment. Raises, if given,<br />
may be based on a number of factors such as <strong>Flash</strong>’s overall business performance and profitability, department or group<br />
performance and individual performance.<br />
The performance planning process establishes work objectives and growth opportunities for you for the coming year. Throughout<br />
the year, managers should informally review objectives and update as necessary.<br />
The performance review meeting is typically a one-on-one session between your immediate manager and you. This meeting should<br />
be a wide-ranging, in-depth discussion of your past performance, future goals and planned improvements. Your manager will set<br />
aside sufficient, uninterrupted time for this important meeting.<br />
At <strong>Flash</strong>, there are five major elements of the Performance Management Process. They are:<br />
• Goal Setting (including measurement and evaluation)<br />
• <strong>Employee</strong> and Manager Assessment<br />
• Training and Development Plan(s)<br />
• Career Discussion<br />
• Summary Comments<br />
<strong>Flash</strong> encourages you to utilize the tools available in our performance management system to keep an open dialogue between you<br />
and your manager throughout the year. By providing feedback, updates, and goal progress, this further enhances your success.<br />
Our Human Resources Department will help all managers and employees with problems and/or questions regarding the<br />
performance review and process.<br />
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PROFESSIONAL DEVELOPMENT /<br />
CONTINUED EDUCATION<br />
At <strong>Flash</strong>, we believe the long-range success of our organization is directly related to the quality and commitment of our employees.<br />
To that end, we are committed to providing each individual with the opportunity for growth and development.<br />
All employees and managers within <strong>Flash</strong> share in the responsibility for the continuous learning that is necessary to maintain a<br />
professional, competent, service-oriented organization. Each manager will provide an environment that encourages and supports<br />
growth and development. The company will provide resources and developmental opportunities reflective of employees’ needs and<br />
<strong>Flash</strong>’s strategic business direction. The challenge is to prepare employees for the future by carefully determining continuous<br />
improvement and professional development needs, communicating employees’ interests to their managers, and by capitalizing on<br />
opportunities provided by <strong>Flash</strong> as well as those offered by outside vendors or institutions. It is important to recognize this<br />
responsibility and continue to challenge, educate, and update all employees’ capabilities.<br />
Our goal is to successfully meet the developmental goals of both the company and the employee. Throughout the year, employees<br />
will be informed of <strong>Flash</strong>-sponsored developmental activities. These activities will ultimately benefit employees, <strong>Flash</strong> and our<br />
customers.<br />
It is important to be aware that while <strong>Flash</strong> recognizes that making information and learning available is crucial for professional<br />
development, this alone cannot guarantee the accomplishment of individual professional goals. You are encouraged to speak with<br />
your manager concerning your individual development strategy.<br />
At times, <strong>Flash</strong> may provide training (instructor-led training, computer-based training, web-based training, self-directed training or<br />
any other acceptable form of formal education) for our employees. This training may either be required for employee performance<br />
improvement or may be provided as a professional development courtesy to employees for their discretionary use.<br />
POSITION ANNOUNCEMENT PROCESS<br />
Our Position Announcement Process is designed to be one of several avenues for career development and staffing. It increases<br />
employee awareness of available positions within the company and affords equal career opportunity to qualified employees<br />
without regard to race, color, citizenship status, national origin, ancestry, gender, sexual orientation, age, religion, creed, physical<br />
or mental disability, marital status, veteran status, political affiliation, or any other factor protected by law.<br />
When a vacancy occurs, a job announcement will be posted on the <strong>Flash</strong> <strong>Global</strong> website (www.flashglobal.com). Announcements<br />
will contain the job title, department, reporting relationship, and a summary of qualifications and responsibilities. Position<br />
announcements are posted for at least five (5) calendar days, and apply to all regular full-time and part-time vacancies below the<br />
Senior Management level. The following eligibility requirements apply to the Position Announcement Process:<br />
• To apply as an internal candidate, you must be a regular <strong>Flash</strong> employee (either full or part-time), and submit a letter of interest<br />
to the appropriate hiring manager. Note: A temporary employee may not apply as an internal applicant, but may express their<br />
interest as an outside applicant.<br />
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• Full-time employees must have at least one year of service in their current position to be eligible to participate in the Position<br />
Announcement Process. Part-time employees are expected to work at least six months in their current position before they<br />
become eligible to participate in the Position Announcement Process. An exception may be made in the case of an employee<br />
who was recently reassigned as a result of job elimination.<br />
• Not all vacancies are announced through the Position Announcement System. The use of the process is not required under the<br />
following circumstances, but may be used at the hiring manager’s discretion:<br />
• Senior management positions such as Senior Vice President, Vice President, etc.;<br />
• Positions filled by qualified candidates from the same department or business unit when such placements meet career<br />
development plans or reorganization requirements;<br />
Upon making a final decision, the hiring manager will notify Human Resources and the selected employees’ current manager of<br />
his/her intent to make an offer. The employee selected will then be contacted by Human Resources and extended a written job<br />
offer. If accepted, the current Manager and the hiring manager(s) of the employee will work together to define a mutually<br />
acceptable start date. If necessary based on critical business needs, the start date may be delayed.<br />
The candidates who were not selected will be notified as quickly as possible once the selected candidate has accepted the new<br />
position.<br />
PATENTS & INVENTIONS/INTELLECTUAL PROPERTY<br />
At <strong>Flash</strong>, we demand the highest standards in the delivery of our services from our employees. Any product or result of any work<br />
that an employee may create, develop or produce in the course of his/her employment with <strong>Flash</strong> are works for hire and is the sole<br />
property of the company. This applies to all patentable or non-patentable work. <strong>Employee</strong>s are required to assign to and assist<br />
<strong>Flash</strong> in registering any and all property rights, to any and all intellectual property they have or will create for <strong>Flash</strong>, including<br />
copyrights, trademarks and trade secrets.<br />
During or after separation from employment, you may not publish, disclose, or use any invention or creation of <strong>Flash</strong>’s without<br />
written consent of an authorized company officer.<br />
If you have an idea to improve quality, productivity or provide cost savings, you are encouraged to discuss your ideas with your<br />
Department Manager.<br />
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BENEFITS<br />
In addition to receiving compensation, you may be eligible to enjoy other benefits that will enhance your job satisfaction. <strong>Flash</strong> is<br />
pleased to provide you with a variety of benefits as outlined below.<br />
Please note the following:<br />
• <strong>Flash</strong> conducts open enrollment annually. At that time, changes in the benefit plans may occur. Make sure that your primary<br />
source of benefit information is correct.<br />
• All statements of coverage are subject to the terms, conditions, restrictions and other eligibility requirements set forth in the<br />
benefit booklets or the plan documents. In any occurrence where there is a conflict in the language between the description in<br />
the benefit booklet and the plan document, the plan document will control.<br />
• <strong>Flash</strong> reserves the right to amend or terminate any benefits at any time or to introduce or increase employee premium<br />
contributions toward any benefits.<br />
• In all cases, coverage begins after 60 days of employment with <strong>Flash</strong>.<br />
SUMMARY OF BENEFITS<br />
• Medical/Health Insurance: <strong>Flash</strong> offers a comprehensive group health insurance program to all full-time employees and their<br />
eligible dependents.<br />
• Prescription Coverage: <strong>Flash</strong> offers a prescription plan to all full-time employees and their eligible dependents.<br />
• Vision Insurance: <strong>Flash</strong> offers a vision plan to all full-time employees and their eligible dependents.<br />
• Dental Insurance: <strong>Flash</strong> offers a dental plan to all full-time employees and their eligible dependents.<br />
• Flexible Spending Account: <strong>Flash</strong> offers Healthcare Reimbursement.<br />
• Health Savings Account: <strong>Flash</strong> offers Healthcare Savings in conjunction with enrollment in any of the offered High Deductible<br />
Plans.<br />
• Life Insurance: <strong>Flash</strong> offers company paid group term life insurance to all full-time employees. Additional coverage is available<br />
at the employee’s cost.<br />
• Extended Illness/Disability Coverage: <strong>Flash</strong> offers employee paid salary continuation in the event of an extended illness or<br />
disability<br />
• 401(k) Plan: <strong>Flash</strong> offers a company sponsored 401(k) plan to all eligible employees. Eligibility begins 90 days after employment.<br />
• Fit-<strong>Flash</strong> : Corporate membership and discounts with Lifetime Fitness to enhance health and wellness for all employees.<br />
For details about this plan, consult the plan documents and/or please contact the Human Resources Department.<br />
EMPLOYEE ASSISTANCE PROGRAM<br />
The <strong>Employee</strong> Assistance Program (EAP) is administered through our benefits provider. The EAP assists all employees and certain<br />
members of their family in times of need, when immediate, effective, and confidential assistance is necessary and more traditional<br />
help may not be adequate. The EAP is designed to provide confidential counseling and referral services to employees and eligible<br />
family members or dependents that need assistance with problems such as marital difficulties, emotional problems, alcohol and<br />
drug dependency, and other issues. For assistance, please contact EAP@<strong>Flash</strong>global.com or contact the Human Resources<br />
Department for further information.<br />
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EMPLOYEE HALL OF FAME PROGRAM<br />
<strong>Flash</strong> embraces employee recognition to spotlight those employees who stand out with their peers, customers, managers,<br />
customers, partners and all others who are fortunate to work with them. The <strong>Flash</strong> <strong>Global</strong> Hall of Fame is a peer recognition program<br />
whereby, employees may nominate colleagues who have gone above and beyond to support <strong>Flash</strong>’s mission. Nominations are<br />
accepted monthly through the <strong>Flash</strong> Website: http://data.flashglobal.com/hall-of-fame-entry-form<br />
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TIME OFF<br />
PAID TIME OFF (PTO)<br />
Time off is a time for rest, relaxation and to pursue special interests. <strong>Flash</strong> has provided paid time off (PTO) as one of the many<br />
ways in which we show our appreciation for your loyalty and continued service. Under this system, an employee may draw upon<br />
their PTO days for vacation, sick leave, medical appointments, family illness or any leave of absence. This benefit is available to all<br />
regular full time employees.<br />
The established PTO period is from January 1-December 31st. All regular full time employees are eligible for PTO on a pro-rated<br />
(accrual) calendar year basis. Newly hired employees will begin to accrue PTO upon hire, but will not be eligible to use PTO until<br />
completion of 90 days of employment.<br />
• PTO is earned on an accrual basis each pay period with a maximum accrual cap based on length of service. (see chart below)<br />
• <strong>Employee</strong>s may use the time once it has been accrued and shows in their PTO bank.<br />
• <strong>Employee</strong>s may not borrow time without written consent from a manager.<br />
• Director level written consent is required in the event you need to borrow in excess of 40 hours of PTO.<br />
• Upon approval of borrowed time, an employee will not be eligible for any additional PTO until the negative balance has been<br />
restored through payroll accrual.<br />
• Any employee who resigns without notice, abandons their position or is terminated for misconduct is not eligible to receive<br />
payment for accrued, unused PTO (except where prohibited by state law).<br />
In a calendar year, fulltime employees will accrue PTO per biweekly pay period according to the following schedule:<br />
Full Years of Service<br />
1-2 2-5 5-10 10+<br />
Hours of PTO accrued for each biweekly pay period 3.07 4.61 6.15 7.69<br />
Maximum annual accrual 80 120 160 200<br />
Unused PTO which can be carried over into the next calendar year 40 40 40 40<br />
PTO carried over to the next calendar year will be forfeited if not 3/31 3/31 3/31 3/31<br />
used by this date<br />
Up to one week (40 hours) of PTO may be carried over to the following year. PTO carried over from the previous year must be taken<br />
by March 31st of the current calendar year—it cannot be deferred again and no payment will be made for unused carryover PTO.<br />
So that <strong>Flash</strong> may schedule work and plan for business requirements, employees should give at least a 2 week notice in scheduling<br />
PTO time. Some departments may request additional time due to operational needs. All requested time off is to be submitted<br />
through the timekeeping system. Once approved, you will receive confirmation back. Approval is at management’s discretion based<br />
on staffing and location coverage.<br />
Pay for PTO days will be paid on the regular pay cycle. PTO days do not count as hours worked for purposes of calculating overtime<br />
hours. (For State Specific Policies on this topic, please see Addendum #2- Paid Leave)<br />
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DONATING PTO<br />
<strong>Flash</strong> <strong>Global</strong> has established a PTO bank, whereby employees may donate PTO time if they so wish. This PTO bank will be utilized in<br />
the event a coworker, because of an emergency situation, has insufficient PTO to cover time off needed due to the emergency, and<br />
the waiting period for short-term disability, if it applies, has yet to be exhausted. The <strong>Global</strong> VP of Human Resources will administer<br />
the PTO bank.<br />
HOLIDAYS<br />
<strong>Flash</strong> provides full-time employees with company paid holidays each year. The company list of designated holidays is sent out<br />
separately at the beginning of a new calendar year.<br />
Holidays that occur on a Saturday will be observed on the preceding Friday, and holidays that occur on a Sunday will be observed<br />
on the following Monday. <strong>Employee</strong>s who are on PTO over a holiday will receive holiday pay and will not be charged PTO for that<br />
holiday.<br />
In order to qualify for holiday pay, you must work the scheduled day before and after the holiday. Only excused absences (PTO) will<br />
be considered exceptions to this policy. A paid holiday does not count as a day worked in calculating overtime pay for the work<br />
week.<br />
Sometimes it is necessary for departments or facilities to be open during a <strong>Flash</strong> designated holiday. In the event that a nonexempt<br />
employee must work on a designated holiday, they will receive the holiday pay in addition to any hours worked on that day.<br />
In some cases, employees may request a holiday for religious observance that is not observed by the company. These requests<br />
should be made to your manager a minimum of two (2) weeks in advance of the day requested. These days, if approved, may be<br />
taken as PTO, Floating Holidays or unpaid leave days.<br />
<strong>Employee</strong>s on leave of absence are not eligible for holiday pay.<br />
FLOATING HOLIDAYS<br />
Here at <strong>Flash</strong>, we recognize the demands that a career can place on our employees. As a responsible employer, we have<br />
established floating holidays to be used to meet these demands. All full-time regular employees are granted three (3) paid floating<br />
holidays each year. These days are granted at the beginning of the calendar year to any employee on payroll as of January 1. For<br />
new employees, the number of floating holidays granted your 1st year is determined by date of hire and are available after<br />
successfully completing the 90-day introductory period. These days do not carryover from year to year, nor will they be paid if not<br />
used by the end of the calendar year or upon termination of employment.<br />
BEREAVEMENT<br />
In the event of a death in your immediate family (spouse, domestic partners, parents, brothers, sisters, brothers-in-law, sisters-inlaw,<br />
children, children of domestic partners, grandchildren, grandparents, parents in-law and parents of domestic partners or a<br />
person who is legally acting in one of these capacities), you will be granted up to three (3) days with pay, to make arrangements for<br />
and/or attend the funeral. For other extended family members (aunts, uncles, nieces and nephews) you will be granted one (1) day<br />
off, with pay, to attend the funeral. You may be granted an unpaid leave or take a PTO day to attend the funeral of a close friend or<br />
distant relative.<br />
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You should contact your manager as soon as possible to arrange time off. You must notify your manager that you wish to take<br />
unpaid or PTO days to attend a funeral. Funeral leave may not be carried over nor “cashed in.” Bereavement days must be<br />
documented on your time record and Bereavement Leave days does not count as time worked in calculating overtime pay.<br />
<strong>Flash</strong> reserves the right to request written verification of an employee’s familial relationship to the deceased and the employee’s<br />
attendance at the funeral service as a condition of the bereavement pay.<br />
JURY DUTY<br />
<strong>Flash</strong> will follow all local, state and federal legislation to allow you to serve on a jury. Upon receipt of a jury duty notice, you must<br />
immediately notify your supervisor, and submit a copy of the jury duty notice. All exempt and non-exempt employees will receive<br />
their regular wages for hours regularly worked up to five (5) working days of jury service per calendar year if they provide a signed<br />
document from the court showing proof of jury duty. . If an employee is required to serve more than five (5) working days of jury<br />
service in a calendar year, he/she will be allowed additional time off without pay to complete the jury service.<br />
All employees are allowed unpaid time off if summoned to appear in court as a witness, except exempt employees will continue to<br />
receive their salary for any work week in which work is performed. To qualify for either jury or witness duty leave, an employee must<br />
submit to his/her supervisor or to the Human Resources Department a copy of your summons prior to the beginning date of such<br />
duty. For any days during which you are not required to report for jury duty, you are expected to work your normal business hours.<br />
No adverse employment action will be taken against employees due to their service as either a juror or witness in state or federal<br />
courts. (For State Specific Policies on this topic, please see Addendum #2- Court Attendance Leave)<br />
VOTING<br />
It is the policy of the Company to permit employees to be absent from work to vote in local, state, or national elections. <strong>Employee</strong>s<br />
who cannot reach their polling place outside of work hours will be permitted paid time off to vote. The time off to vote may not<br />
exceed two (2) hours (except where state law requires a different period of time).<br />
PARENTAL LEAVE<br />
Every employee is entitled to up to 16 hours of unpaid leave per year to attend their children’s school conferences, classroom<br />
activities, child care and other early childhood programs. <strong>Employee</strong>s may use PTO for this leave as well.<br />
EXTENDED ILLNESS/DISABILITY (STD/LTD)<br />
Extended illness/disability is defined as any period of time that has been certified by an attending physician as a period of time<br />
that an employee is unable to perform the duties of his/her job.<br />
Short-term and Long-term disability coverage is available through the <strong>Flash</strong> Voluntary Benefits program. For specific information<br />
regarding the benefits included, please contact Human Resources.<br />
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Short-term disability begins after fourteen consecutive days (elimination period) of missed work due to illness or injury. You may<br />
elect to exhaust any eligible unused PTO days to cover the unpaid days (day 1-day 14) of your elimination period.<br />
Long-term disability begins after ninety consecutive days of missed work due to illness or injury.<br />
All leave time for extended illness/disability runs concurrent with the time allowed under the Family and Medical Leave Act<br />
(hereinafter FMLA) Policy, if applicable.<br />
(For State Specific Policies on this topic, please see Addendum #2-Disability Leave)<br />
FAMILY MEDICAL LEAVE ACT (FMLA)<br />
The company recognizes the uniqueness of our employees and respects the demands that a career and family can place on an<br />
employee. Certain personal and family issues arise that require immediate attention.<br />
Management, under the guidelines of the Family and Medical Leave Act (“FMLA”), will consider requests for such leaves of absence<br />
without pay in compliance with the FMLA. Details of the company’s policy are available from the Human Resources Department.<br />
FMLA Guidelines<br />
The FMLA provides eligible employees up to 12 workweeks of unpaid leave for certain family and medical reasons during a 12-month<br />
period. The 12 month period is measured on a rolling 12-month calendar. Leave may be taken for any one, or for a combination, of<br />
the following reasons:<br />
• To care for the employee's child after birth or placement for adoption or foster care;<br />
• To care for the employee's spouse, son, daughter or parent (but not in-law) who has a serious health condition;<br />
• For the employee's own serious health condition (including any period of incapacity due to pregnancy, prenatal medical care or<br />
childbirth) that makes the employee unable to perform one or more of the essential functions of the employee's job; and/or<br />
• Because of any qualifying exigency arising out of the fact that an employee's spouse, son, daughter or parent is a military<br />
member on covered active duty or called to covered active duty status (or has been notified of an impending call or order to<br />
covered active duty) in the Reserves component of the Armed Forces for deployment to a foreign country in support of<br />
contingency operation or Regular Armed Forces for deployment to a foreign country.<br />
In addition to the basic FMLA leave entitlement discussed above, an eligible employee who is the spouse, son, daughter, parent or<br />
next of kin of a covered service member is entitled to take up 26 weeks of leave during a single 12-month period to care for the<br />
service member with a serious injury or illness. Leave to care for a service member shall only be available during a single-12 month<br />
period and, when combined with other FMLA-qualifying leave, may not exceed 26 weeks during the single 12-month period. The<br />
single 12-month period begins on the first day an eligible employee takes leave to care for the injured service member.<br />
FMLA leave usually will be taken for a period of consecutive days, weeks or months. However, employees also are entitled to take<br />
FMLA leave intermittently or on a reduced leave schedule when medically necessary due to a serious health condition of the<br />
employee or covered family member or the serious injury or illness of a covered service member. Qualifying exigency leave also may<br />
be taken on an intermittent basis.<br />
The substitution of paid time, including PTO, for unpaid FMLA leave time does not extend the length of FMLA leave and the paid time<br />
will run concurrently with an employee's FMLA entitlement. Leaves of absence taken in connection with a disability leave plan or<br />
workers' compensation injury/illness shall run concurrently with any FMLA leave entitlement.<br />
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Additional leave may be available under state law. Leave may also be extended at the discretion of management, and for<br />
compliance with the ADA, or other applicable law, on a case-by-case basis. Accrued but unused PTO time can be used to care for a<br />
family member if FMLA leave is expended.<br />
Requesting a Leave<br />
In requesting a FMLA Leave, you must provide sufficient explanation of the reason for the leave to our Human Resources<br />
Department so that it can be determined if the leave qualifies as FMLA leave. <strong>Employee</strong>s must provide 30 days' advance notice of<br />
the need to take FMLA leave when the need is foreseeable. When 30 days' notice is not possible, or the approximate timing of the<br />
need for leave is not foreseeable, employees must provide the company notice of the need for leave as soon as practicable under<br />
the facts and circumstances of the particular case. <strong>Employee</strong>s who fail to give 30 days' notice for foreseeable leave without a<br />
reasonable excuse for the delay, or otherwise fail to satisfy FMLA notice obligations, may have FMLA leave delayed or denied. When<br />
employees seek leave due to FMLA-qualifying reasons for which the company has previously provided FMLA-protected leave, they<br />
must specifically reference the qualifying reason for the leave or the need for FMLA leave.<br />
You will be required to provide a written medical certification from a healthcare provider for either your own serious medical<br />
condition or the serious medical condition of your family member. Depending on the circumstances and duration of FMLA leave, recertification<br />
may be required periodically.<br />
While on a leave under the FMLA, health coverage under any group health plans will be maintained, with you submitting any<br />
monthly employee premium. The use of this leave will not result in the loss of any employment benefit that accrued prior to the<br />
start of the leave.<br />
When employees take intermittent or reduced work schedule leave for foreseeable planned medical treatment for the employee or a<br />
family member, the company may temporarily transfer employees, during the period that the intermittent or reduced leave<br />
schedules are required, to alternative positions with equivalent pay and benefits for which the employees are qualified and which<br />
better accommodate recurring periods of leave.<br />
Returning From FMLA Leave<br />
Upon return from FMLA leave, you will be restored to your original or equivalent position with equivalent pay, benefits and other<br />
employment terms.<br />
Prior to returning to work after recovering from an illness or injury, you must present an authorization from your physician<br />
indicating your fitness to return to your job. This authorization must be submitted to the Human Resources Department. Your return<br />
may be delayed if this certification is not timely remitted.<br />
If you would like to take FMLA leave or would like to see a more comprehensive version of this policy, please contact our <strong>Global</strong> VP of<br />
Human Resources. To the extent state law may provide additional protection or benefits, this policy shall be interpreted<br />
consistently with such state law.<br />
(For State Specific Policies on this topic, please see Addendum #2- Family Medical Leave Policy; Family Medical Leave for Military-<br />
Related Leave)<br />
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MILITARY LEAVE UNDER USERRA<br />
<strong>Employee</strong>s who serve in U.S. or state military organizations may take the necessary time off to fulfill their military obligations, and<br />
will retain all of their legal rights for continued employment in accordance with the Uniformed Services Employment and<br />
Reemployment Rights Act (USERRA) and applicable state law.<br />
A leave of absence without pay for military or reserve duty is granted to all employees. If an employee is called to active military<br />
duty or the reserve or National Guard training, or if an employee volunteers for the same, the employee should submit copies of<br />
military orders to the onside supervisor as soon as possible. In addition, employees may apply any unused PTO time to the leave if<br />
they wish; however, they are not obliged to do so.<br />
Continuation of health insurance benefits is available as required by USERRA and applicable state law based on the length of the<br />
leave and subject to the terms, conditions and limitations of the applicable plans for which the employee is otherwise eligible.<br />
<strong>Employee</strong>s returning from military leave will be placed in the position they would have attained had they remained continuously<br />
employed or a comparable one depending on the length of military service in accordance with USERRA and applicable state law.<br />
They will be treated as though they were continuously employed for purposes of determining benefits based on length of service.<br />
All employees must notify their manager as soon as they are aware of the dates they will be on duty so that arrangements can be<br />
made for replacement during this absence. <strong>Employee</strong>s must return to work as soon as possible after completion of their service<br />
consistent with USERRA and applicable state law.<br />
(For State Specific Policies on this topic, please see Addendum #2- Military Leave)<br />
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WELFARE AND SAFETY<br />
HEALTH AND SAFETY<br />
Here at <strong>Flash</strong>, we are committed to making your workplace as safe and hazard-free as possible. You agree that you will abide by<br />
the Corporate Health & Safety Manual and will become familiar with the contents that affect you and your job. Sound safety<br />
practices are important to insure your wellbeing and the savings that result from a good safety record directly improve our overall<br />
financial performance. Improved financial performance benefits all of us directly and indirectly. Your good judgment concerning<br />
unsafe practices and conditions is necessary to maintain a safe environment.<br />
Safety is everyone’s responsibility. Every supervisor is expected to devote the time and effort necessary to ensure the safety of<br />
employees at all times. <strong>Employee</strong> responsibilities include:<br />
• Obeying the safety rules.<br />
• Following safe job procedures and not taking shortcuts.<br />
• Keeping work areas clean and free from slipping or tripping hazards.<br />
• Using prescribed personal protection equipment.<br />
• Immediately reporting all malfunctions to a supervisor.<br />
• Using care when lifting or carrying objects.<br />
• Observing restricted areas and all warning signs.<br />
• Knowing emergency procedures.<br />
• Reporting, immediately, unsafe conditions to supervisors.<br />
• Promptly reporting every accident and injury to one’s supervisor or member of management team.<br />
• Following the care prescribed by the attending physician when treated for an injury or illness.<br />
• Attending all employee safety meetings.<br />
• Participating in accident investigations, serving on safety committee or other loss control activities as needed.<br />
EMERGENCY/FIRE SAFETY<br />
All of the best safety procedures cannot always prevent an accident or emergency. Our preparedness and response to these<br />
situations, however, can prevent an accident from turning into a tragedy. Here at <strong>Flash</strong>, the safety of our employees is among our<br />
top priorities.<br />
We have developed procedures within the office and at our external job sites that address different types of emergencies and have<br />
assigned responsibilities to certain staff in the event an emergency occurs. We all have a responsibility to be familiar with the<br />
procedures for our particular work location and know our “role” during such emergencies. To prepare us, periodic drills will be<br />
conducted to ensure our safety and the protection of <strong>Flash</strong> and your personal property.<br />
Your own common sense is the finest safety device ever developed. Prepare yourself in advance by knowing what to do, where to<br />
go and how to get there. In the event of fire, you should know, in advance, exactly how many doors you have to pass along your<br />
evacuation route before you reach the nearest exit door. This will be very helpful should you encounter heavy smoke. You should<br />
also know the primary and secondary evacuation routes designated for your work<br />
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area and the routes you will follow to reach those exits in case of an emergency. The alternate route should be used only if the<br />
primary exit is blocked or unsafe to use.<br />
OSHA/SAFETY/SECURITY<br />
The Occupational Safety and Health Act was enacted to ensure all of us safe working conditions. <strong>Flash</strong> is committed to providing a<br />
safe working environment. It is your responsibility to be familiar with and follow general safety rules and common sense standards<br />
of working safely.<br />
• You must report all work-related injuries or illnesses as well as any damage to <strong>Flash</strong> property immediately to your manager or<br />
the Human Resources Department.<br />
• Do not operate equipment that is not in safe condition. Report any equipment breakdown or unsafe equipment conditions<br />
immediately to your manager. Inspect all equipment prior to use.<br />
• Learn the locations of fire extinguishers and alarms and how to use them. Learn the location of fire exits and the safest and<br />
quickest procedure for vacating the building in the event of fire.<br />
• Wear approved safety equipment wherever warranted.<br />
• Always practice good housekeeping. Keep aisles, stairs, and work areas clear and clean. Dispose of trash, scrap, lumber,<br />
debris, etc. in proper containers.<br />
• Use approved lifting methods. Ask for assistance if a load is too heavy.<br />
• You must report any unsafe working conditions and near misses to your manager and/or the Human Resources Department<br />
immediately.<br />
BUILDING SECURITY<br />
Aside from the front door, all doors are to remain locked at all times. All employees have been provided with a keyfob (badge) that<br />
allows them entrance into the building. If you leave the building or secured areas for any reason, it is your responsibility to ensure<br />
that the door is closed tight. There should never be anything wedged into the door to keep it open. This is a serious threat to the<br />
safety of our employees and the integrity of our inventory. In addition, employees should not enter <strong>Flash</strong> property after normal<br />
working hours without express approval of your manager or the manager on duty.<br />
VISITORS<br />
Good common sense and safety practices, prohibits unescorted visitors in our facilities. All visitors to <strong>Flash</strong> <strong>Global</strong> must check in<br />
and receive a visitor’s badge.<br />
INJURY TO GUESTS OR CUSTOMERS<br />
Even with the best precautions, injuries to guests or customers may occur. If you see someone sustain an injury, you should<br />
immediately report the incident to your manager or Human Resources. This individual will follow the company’s incident reporting<br />
procedures and will, if the situation requires it, obtain the necessary medical services. A member of our management team will<br />
also be responsible for correcting the cause of the accident, and for educating employees of any new processes or procedures that<br />
may be introduced as a result.<br />
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WORKER’S COMPENSATION<br />
It is the company’s policy to return injured workers to productive work, although not necessarily to their pre-injury duties, as early<br />
as possible during their recovery. This type of work is often referred to as "modified or transitional-duty work". We have adopted<br />
this policy because employees who remain off work for long periods of time not only affect the company's productivity and workers'<br />
compensation costs, they often experience slow healing and loss of self-esteem. Within the requirements of their treating medical<br />
providers, the limitations of the law, and the economic and physical limitations of our job roles, we will make every effort to provide<br />
meaningful work wherever and whenever possible. Any recovering employee who is offered a physician-approved, modified-duty<br />
position will be required to accept the offer.<br />
<strong>Flash</strong> pays 100% of Worker’s Compensation Insurance. This is designed to provide you with benefits for any injury that you might<br />
suffer in connection with your employment in the workplace. Under the provisions of law, if you are injured while at work, you are<br />
eligible to apply for Workers' Compensation. An employee that suffers an injury must report the matter to his/her manager, whether<br />
it is at the <strong>Flash</strong> location or customer/work site. A written report (required form can be obtained by contacting the Human<br />
Resources Department) must be submitted to within 48 hours. If any further action is required, a Human Resource representative<br />
will contact you.<br />
SOCIAL SECURITY ACT AND MEDICARE<br />
The U.S. government provides Social Security and Medicare benefits for you and your family after your retirement or death. Under<br />
present Social Security legislation, a percentage of the employee’s pay is deducted, with a matching amount credited to the<br />
employee through payment by the company.<br />
If you have any questions regarding Social Security and Medicare, please contact the Human Resources Department.<br />
UNEMPLOYMENT INSURANCE<br />
<strong>Flash</strong> maintains Unemployment Coverage Insurance that is financed almost exclusively by company taxes that are paid to the<br />
state. This coverage allows employees who lose their jobs due to business conditions to be eligible to file for unemployment<br />
compensation.<br />
If an employee separates his/her own employment with the company or is discharged for misconduct or refusing an offer of<br />
suitable work, then state law may render the employee ineligible for unemployment compensation. To obtain more information on<br />
Unemployment Coverage, please contact our Human Resources Department.<br />
IMMIGRATION LAW COMPLIANCE<br />
Here at <strong>Flash</strong>, we are committed to employing only United States citizens and aliens who are authorized to work in the United<br />
States. We do not unlawfully discriminate on the basis of citizenship or national origin.<br />
In compliance with the Immigration Reform and Control Act of 1986, each new employee and any employee who is rehired, as a<br />
condition of employment, must complete the Employment Eligibility Verification Form I-9 and present documentation establishing<br />
identity and employment eligibility.<br />
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AMERICANS WITH DISABILITIES ACT (ADA)<br />
The Americans with Disabilities Act (ADA) and similar state laws require an employer to provide reasonable accommodations for<br />
individuals with disabilities, unless it would cause undue hardship to the Company. A reasonable accommodation may include<br />
changes in the work environment or in the way a job is performed that enables a person with a disability to enjoy equal<br />
employment opportunities.<br />
If you require an accommodation, you must inform your supervisor that there is a need for an adjustment or change at work for a<br />
reason related to a disability. We will respond promptly and to the best of our ability to accommodate the needs of all employees.<br />
DRUG FREE WORKPLACE<br />
<strong>Flash</strong> is committed to protecting the safety, health and wellbeing of all employees and other individuals in our workplace. We<br />
recognize that alcohol abuse and drug use pose a significant threat to our goals. We have established a drug-free workplace<br />
program that balances our respect for individuals with the need to maintain an alcohol and drug-free environment.<br />
• This policy recognizes that employee involvement with alcohol and other drugs can be very disruptive, adversely affect the<br />
quality of work and performance of employees, pose serious health risks to users and others, and have a negative impact on<br />
productivity and morale.<br />
• As a condition of employment, <strong>Flash</strong> requires that employees adhere to a strict policy regarding the use and possession of<br />
drugs and alcohol.<br />
• <strong>Flash</strong> encourages employees to voluntarily seek help with drug and alcohol problems.<br />
The CEO is responsible for the overall direction of the program providing a drug and alcohol-free working environment for all<br />
employees and ensuring that the Drug-Free Workplace Policy is fully implemented and adhered to at all <strong>Flash</strong> offices and jobsites.<br />
The <strong>Global</strong> VP of Human Resources is responsible for the administration of the program including testing procedures, results,<br />
communication, confidentiality, and follow-up. In addition, Human Resources is responsible to ensure that the project testing<br />
process is in place for pre-employment, pre-placement, random, post-accident and reasonable suspicion.<br />
Alcohol<br />
• The use, possession, transfer or sale of alcohol on any company premises or worksite during working hours is prohibited. All<br />
employees must report to work in a physical condition that will enable them to perform their job in a safe and efficient manner.<br />
<strong>Employee</strong>s shall not report to work with any measurable amount of alcohol in their system. A measurable amount is defined as<br />
an amount that is above the cut-off level determined by the testing facility. In addition, any employee who is under the<br />
influence of alcohol on company premises or a company worksite during working time is in violation of this policy. Any<br />
employee in violation of this policy will be subject to disciplinary actions set forth below. The availability of alcohol at company<br />
sponsored events must be pre-approved. It is the policy of the company that employees should not consume alcohol under the<br />
above circumstances if they intend to resume company business activities during that day. Operating a motor vehicle after<br />
consumption of any amount of alcohol is also strongly discouraged.<br />
Illegal Drugs<br />
• The use, possession, transfer or sale of illegal drugs and/or paraphernalia on any company premises or worksite is prohibited.<br />
All employees must report to work in a physical condition that will enable them to perform their job in a safe and efficient<br />
manner. <strong>Employee</strong>s shall not report to work with any amount of illegal drugs in their system. In addition, any employee who is<br />
under the influence of any illegal drugs on company premises or a company worksite during working time is in violation of this<br />
policy. If the presence of an illegal drug is found in any employee’s urine pursuant to the drug testing procedures set forth<br />
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• below, the employee is in violation of this policy. Any employee in violation of this policy will be subject to disciplinary actions<br />
set forth below.<br />
Prescription Drugs<br />
• <strong>Employee</strong>s taking a drug prescribed by a physician for that employee must keep the drug in its original container which<br />
identifies the drug, dosage, date of prescription and authorizing prescription. It is the responsibility of the employee to review<br />
with the appropriate supervisory personnel any work restrictions that should be observed while taking that prescribed drug.<br />
Our drug-free workplace policy is intended to apply whenever anyone is representing or conducting business for the organization.<br />
Therefore, this policy applies during all working hours and whenever conducting business or representing the organization.<br />
To ensure the accuracy and fairness of our testing program, all testing will be conducted according to SAMHSA (Substance Abuse<br />
and Mental Health Services Administration) guidelines where applicable and will include a drug test; a confirmation test; review by<br />
a Medical Review Officer, including the opportunity for employees who test positive to provide a legitimate medical explanation,<br />
such as a physician's prescription, for the positive result; and a documented chain of custody. DHHS/SAMSHA guidelines assure<br />
the highest quality and accuracy for all drug testing.<br />
Each employee, as a condition of employment, will be required to participate in pre-employment, pre-placement, random, postaccident<br />
and reasonable suspicion testing upon selection or request of management. All employees will be required to sign an<br />
acknowledgement of receipt of this policy. In addition, all employees will be required to sign a consent form prior to a drug test.<br />
The substances that will be tested for are amphetamines, cannabinoids, cocaine, opiates, phencyclidine (PCP) and/or alcohol.<br />
Testing for the presence of alcohol will be conducted by analysis of breath, urine and/or blood. Testing for the presence of the<br />
metabolites of drugs will be conducted by the analysis of urine.<br />
All testing fees will be the financial responsibility of the company.<br />
Testing Procedures<br />
1) Pre-Employment: A pre-employment drug test will be administered to all potential employees. All offers of employment are<br />
contingent upon the successful completion of a drug test that will be arranged by <strong>Flash</strong>. All permanent employees will be<br />
required to submit to a drug screen every six months. All temporary <strong>Employee</strong>s will be required to submit to a drug screen<br />
before the start of each project.<br />
2) Random Testing: All employees may be randomly tested for controlled substances. Random testing will occur utilizing the<br />
following steps:<br />
• The process of random selection will be performed by a source outside of <strong>Flash</strong> that will utilize an unbiased<br />
procedure.<br />
• The percentage of employees selected for controlled substance testing is determined by the company and is subject<br />
to change.<br />
• Once the random selection is made, Human Resources will notify the employees and their immediate Manager of the<br />
selection.<br />
• Human Resources will work with those selected to complete the test by the end of the business day.<br />
3) Post-accident: An employee will be subject to drug testing if he/she is involved in a workplace incident or an on-the-job<br />
accident that resulted from the employee’s human error or carelessness, or when medical attention is required for bodily injury<br />
pursuant to applicable worker’s compensation law. The Manager or Supervisor will be responsible for contacting the Human<br />
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1) Resource Department to ensure that adequate medical attention is provided as well as access to a drug screen. Testing will<br />
be performed as soon as possible but in all cases within 24 hours of the occurrence.<br />
4) Reasonable Suspicion: If there is reasonable cause to suspect that an employee is under the influence of an intoxicant or<br />
illegal substance, he/she may be subject to drug and alcohol testing.<br />
• The approval of the <strong>Global</strong> VP of Human Resources shall be obtained for tests based upon reasonable suspicion.<br />
• The <strong>Global</strong> VP of Human Resources will work with the appropriate personnel to have the testing conducted in a timely<br />
and efficient manner.<br />
An employee will be subject to immediate termination if he/she:<br />
• Refuses the testing or the test<br />
• Adulterates or dilutes the specimen<br />
• Substitutes the specimen with that from another person or sends an imposter<br />
• Will not sign the required forms<br />
• Refuses to cooperate in the testing process in such a way that prevents completion of the test.<br />
Consequences<br />
One of the goals of our drug-free workplace program is to encourage employees to voluntarily seek help with alcohol and/or drug<br />
problems. If, however, an individual violates the policy, the consequences are serious.<br />
In all cases of an initial positive test result, the employee will be placed on temporary leave without pay pending the results of a<br />
second test on the same specimen. If the second test is positive, the following consequences will occur.<br />
In the case of applicants, if he/she violates the drug-free workplace policy, the offer of employment will be withdrawn. The<br />
applicant may reapply after six months and if an offer of employment is extended, must successfully pass a pre-employment drug<br />
test.<br />
If a temporary employee violates the drug-free workplace policy, employment will terminate immediately.<br />
If a regular employee of the company violates the drug-free workplace policy, the following steps will be taken:<br />
• The employee will be offered an opportunity to sign a Last Chance Agreement which offers the employee an opportunity to<br />
return to work after successfully completing a rehabilitation program.<br />
• If the employee accepts the Agreement, the employee will be referred to the EAP to set up a rehabilitation program.<br />
— The employee will be placed on a pre-determined period (30-90 days) of leave without pay to complete the<br />
rehabilitation program.<br />
— Upon successful completion of the rehabilitation program, the employee will be retested and if the test result is<br />
negative, active employment will be resumed.<br />
— A program of periodic tests will be agreed upon and continued employment is contingent upon receipt of negative test<br />
results.<br />
If the employee refuses to sign the Last Chance Agreement or violates any part of the Last Chance Agreement, employment will<br />
terminate immediately.<br />
Assistance<br />
<strong>Flash</strong> recognizes that alcohol and drug abuse and addiction are treatable illnesses. We also realize that early intervention and<br />
support improve the success of rehabilitation. To support our employees, the Drug-Free Workplace Policy:<br />
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• Encourages employees to seek help if they are concerned that they or their family members may have a drug and/or alcohol<br />
problem<br />
• Encourages employees to utilize the services of qualified professionals in the community to assess the seriousness of<br />
suspected drug or alcohol problems and identify appropriate sources of help<br />
• Ensures the availability of a current list of qualified community professionals<br />
• Offers regular employees and their family members assistance with alcohol and drug problems through the <strong>Employee</strong><br />
Assistance Program (EAP). Treatment for alcoholism and/or other drug use disorders may be covered by the employee benefit<br />
plan. However, the ultimate financial responsibility for recommended treatment belongs to the employee.<br />
Confidentiality<br />
All information involving drug tests of an employee or applicant should be treated as confidential information, where practical, and<br />
maintained in the employee’s medical file separate from other personnel records. All such information will be accessible only to<br />
those company officials, agents and designated medical or professional persons who have a valid need to know. It will not be<br />
provided to any other party, including friends or members of an applicant’s or employee’s family, without the written consent of the<br />
applicant or employee, except pursuant to administrative or legal procedure or process. Any employee who willfully or negligently<br />
discloses such information in violation of company policy will be subject to discipline, up to and including termination of<br />
employment.<br />
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COMMUNICATIONS<br />
INTERNAL COMMUNICATIONS<br />
Bulletin Boards<br />
Bulletin boards are a method of employee communication. They are located in various offices and are available to post information<br />
concerning car pools, sale of an employee’s house, household goods or vehicles, or <strong>Flash</strong>-sponsored activities. There are certain<br />
kinds of notices which should not be posted on a <strong>Flash</strong> bulletin board or anywhere else in the workplace. These kinds of notices<br />
include: Political notices, religious information, advertisements or solicitation for an employee’s outside business interest, notices<br />
of non-<strong>Flash</strong>-related social activities, and material which appeals to only one or a limited number of groups. Please contact the<br />
Human Resources Department if you are unsure about the appropriateness of an item for posting on the bulletin board.<br />
Company Newsletter<br />
A newsletter is published by the Marketing Department on a monthly basis. It contains information that focuses on current<br />
business and trends; news and important information about company benefits and other company issues and programs. These<br />
newsletters are confidential and proprietary to <strong>Flash</strong> <strong>Global</strong> and should not be distributed to anyone outside the company without<br />
prior approval.<br />
Town/ Departmental Meetings<br />
Various departmental meetings are organized and held throughout the course of the year. These meetings give managers an<br />
opportunity to update employees on recent developments, provide training as well as to gain feedback and generate ideas. These<br />
meetings help employees to better understand the strategic direction of the company, receive updated information, and enhance a<br />
team attitude. It is important for all employees to make a significant effort to attend these meetings. These meetings are<br />
confidential and proprietary to <strong>Flash</strong> <strong>Global</strong> and information discussed at the meetings should not be shared with others outside<br />
the company without prior approval.<br />
In addition to these meetings, annual district summer events and company-wide Town Hall Meetings and holiday parties are<br />
planned. These events offer an excellent opportunity to interact with various employees within the company.<br />
Open Door Policy<br />
<strong>Flash</strong> promotes an atmosphere whereby employees can talk freely with members of management. <strong>Employee</strong>s are encouraged to<br />
openly discuss with their manager any questions or difficulties relating to any aspect of their employment. Should an employee<br />
have difficulty communicating with his/her manager or after speaking with the manager, the issue or difficulty is not resolved to<br />
the employee’s satisfaction, <strong>Flash</strong> encourages the employee to contact the <strong>Global</strong> VP of Human Resources and if necessary, the<br />
CEO of the company. <strong>Flash</strong> is interested in all of our employees' success and happiness with us. We, therefore, welcome the<br />
opportunity to help employees whenever feasible.<br />
TELECOMMUNICATIONS<br />
The Information Technology (IT) Department is responsible for acquiring and maintaining all company telecommunications<br />
equipment for <strong>Flash</strong>. These resources may be distributed to employees whose regular job duties will require such equipment. The<br />
IT Department endeavors to maximize the available telecommunications resources within the company’s financial constraints. The<br />
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policies and guidelines are intended to maintain an efficient, ethical and amicable working environment and to meet the<br />
requirements governing the use of the company’s resources. Violations of telecommunication policies may result in disciplinary<br />
actions up to and including termination of employment and/or legal action.<br />
<strong>Flash</strong> maintains telecommunication systems (voice mail, email, phone systems) to assist in the conduct of its business. It provides<br />
the following guidelines for authorized use of these telecommunication systems.<br />
Although <strong>Flash</strong> recognizes that there will be incidental non-work related use of telecommunication systems, these systems are<br />
intended to be used primarily for business purposes associated with the performance of the employee’s job. Any use of the<br />
systems for non-work related purposes beyond limited incidental use is prohibited.<br />
The use of telecommunication systems for the following purposes is strictly prohibited:<br />
• Any communications which would violate <strong>Flash</strong>’s policies regarding maintaining a positive work environment.<br />
• Disparaging communications or jokes which are based on race, national origin, marital status, sex, sexual orientation,<br />
disability, age, religion or any other characteristic protected under federal, state, or local law. This prohibition includes the<br />
sending or forwarding of any content which is likely to be deemed to be threatening, offensive or harassing to the recipient or<br />
which is sexually explicit or graphic in nature. Prohibited disparaging communications also include communications which<br />
disparage or defame the products or services of vendors or competitors.<br />
• Communications or dissemination of any copyrighted materials, including articles and software, trade secrets, proprietary<br />
information, or any other highly sensitive confidential information.<br />
• Solicitation of employees, including solicitation for commercial ventures, religious, social or political causes, fund raisers or<br />
outside organizations.<br />
• Attempting to falsify voice mail messages or otherwise use telecommunication resources to represent yourself as someone<br />
else.<br />
Cellular Phones<br />
<strong>Employee</strong>s who frequently, and in the normal course of business, utilize their personal cellular/mobile phone for <strong>Flash</strong> business<br />
may submit this expense for reimbursement. Please refer to the Travel and Expense Section for process and limitations.<br />
Confidential information of <strong>Flash</strong> may not be transmitted using a personal cellular/mobile phone without prior authorization.<br />
<strong>Employee</strong>s who drive on company business must abide by all state or local laws prohibiting or limiting cellular phone use while<br />
driving. Further, even if usage is permitted, employees may choose to refrain from using any cellular phone while driving. "Use"<br />
includes, but is not limited to, talking or listening to another person or sending an electronic or text message via a cellular phone.<br />
Regardless of the circumstances, including slow or stopped traffic, if any use is permitted while driving, employees should proceed<br />
to a safe location off the road and safely stop the vehicle before placing or accepting a call. If acceptance of a call is absolutely<br />
necessary while the employee is driving, and permitted by law, the employee must use a hands-free option and advise the caller<br />
that he/she is unable to speak at that time and will return the call shortly.<br />
Under no circumstances should employees feel that they need to place themselves at risk to fulfill business needs.<br />
Since this policy does not require any employee to use a cellular phone while driving, employees who are charged with traffic<br />
violations resulting from the use of a cellular phone while driving will be solely responsible for all liabilities that result from such<br />
actions.<br />
Texting and e-mailing while driving is prohibited in all circumstances.<br />
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Personal Phone Calls and Mail<br />
We acknowledge that there may be times when you need to make a personal phone call at work. It is an accepted standard that<br />
personal phone calls are kept to a minimum and they must not interfere with your work. You are permitted to make limited local<br />
area calls on company telephones for essential personal business. Please do not abuse this privilege. Emergency calls may be<br />
made at any time. Incoming urgent calls will be directed to you.<br />
All personal mail is your responsibility and must be stamped with the proper postage before being placed in our outgoing mail. In<br />
addition, please do not use <strong>Flash</strong> or one of our customer’s addresses as a personal mailing address.<br />
COMPUTER SYSTEMS<br />
The Information Technology (IT) Department is responsible for acquiring and maintaining all company computer equipment for<br />
<strong>Flash</strong>. These resources may be distributed to employees whose regular job duties will require such equipment. The IT Department<br />
endeavors to maximize the available computer resources within the company’s financial constraints and legal commitments of our<br />
software licenses. The following policies and guidelines are intended to maintain an efficient, ethical, and amicable working<br />
environment, and to meet the requirements governing the use of the company’s resources. Violations of computer policies may<br />
result in disciplinary actions up to and including termination of employment and/or legal action.<br />
• Only <strong>Flash</strong> employees are authorized to utilize the company’s computers. You may not permit anyone else to use your computer<br />
or your computer network logon ID or password without the express permission of both the IT Department and your Manager.<br />
• Generally, the company’s computer equipment is to be used only for business purposes. It is recognized that limited personal<br />
use of computers may occur. Personal use of computer equipment will be considered a violation of this policy if such use<br />
affects the company’s computer resources that are required by other users or if it occurs at a time that the employee is<br />
expected to be working.<br />
• Violations of the company’s security policies related to its computers are strictly prohibited. This includes, but is not limited to,<br />
falsely obtaining user logins and/or passwords, accessing, altering or copying other resources and files of other employees or<br />
other network resources without permission, or deliberately corrupting or deleting files or software from your company<br />
computer or other company computer.<br />
• It is illegal and a violation of this policy to make copies of any proprietary software included with the company’s computer<br />
equipment.<br />
• <strong>Employee</strong>s with computer equipment are expected to avoid waste of the company’s limited computer resources. This can<br />
include unnecessary storage of data files, excessive execution of intensive programs, and the excessive generation of printer<br />
output or electronic mail (e-mail).<br />
• In order to access <strong>Flash</strong>’s network resources while away from the main office, you may be issued a computer with remote<br />
access capabilities. Certain restrictions apply to any computer use while connected to the <strong>Flash</strong> network using remote access.<br />
As a general rule, you should avoid transfers of large amounts of data (500KB or more) over the network computing systems,<br />
particularly during regular business hours.<br />
• No employee is permitted to download or install software to a <strong>Flash</strong> issued laptop or computer unless approved by both the IT<br />
department and the employee’s manager.<br />
<strong>Flash</strong> reserves the right at any point to audit or otherwise review files and information stored on a <strong>Flash</strong> issued computer or device.<br />
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Internet Access<br />
Specific restrictions apply to employees utilizing Internet access through the <strong>Flash</strong> network. All computer users who utilize the<br />
<strong>Flash</strong> network for Internet access will be tracked, scanned and filtered at all times for inappropriate use. <strong>Flash</strong> reserves the right to<br />
restrict or block access to any Internet sites that it deems inappropriate. Without limiting <strong>Flash</strong>’s ability to designate in the future<br />
additional types of Internet sites as prohibited, <strong>Flash</strong> employees with company Internet access may not:<br />
• Access or view sites which are pornographic in nature.<br />
• Download files that are from non-secure or unknown sites.<br />
• Access or view illegal gaming or gambling sites.<br />
• Download copyrighted files (including, without limitation, music files, movie files and software files) from any peer to peer<br />
sharing service.<br />
• Alter, replace or reload the Internet browser software included with your computer or alter its settings without the permission of<br />
the IT Department.<br />
E-Mail<br />
Specific restrictions apply to employees utilizing an Internet e-mail account provided by the company. <strong>Flash</strong> employees with<br />
company internet e-mail accounts may not engage in:<br />
• Disseminating or printing of copyrighted materials, including articles and software, in violation of copyright laws<br />
• Sending, receiving, printing or otherwise disseminating proprietary data, trade secrets or other confidential information of <strong>Flash</strong><br />
in violation of company policy or proprietary agreements. If you are unclear on whether an e-mail, or document attached to an<br />
e-mail, contains proprietary data, trade secrets or other confidential information of <strong>Flash</strong>, you should consult with your manager<br />
before sending, printing or otherwise disseminating the e-mail.<br />
• Transmitting e-mail messages that are offensive or contain harassing statements, or transmitting e-mail messages that use<br />
language which disparages others based on race, national origin, sex, sexual orientation, age, disability, religious or political<br />
beliefs. This prohibition includes the sending or forwarding of any content which is likely to be deemed threatening, offensive or<br />
harassing to the recipient or which is sexually explicit or graphic in nature.<br />
• Using a <strong>Flash</strong> e-mail account to transmit chain letters. If you receive such e-mail, it should be deleted. If you are unsure how a<br />
message was sent to you, please forward the message to the IT Department.<br />
• Retrieving or opening e-mail from sources you do not know or have a legitimate reason to contact.<br />
• Attempting to falsify e-mail messages, electronic news postings or otherwise using company computer resources to represent<br />
yourself as someone else.<br />
Any suspicious messages you receive should be sent to the IT Department for review.<br />
Other Restrictions<br />
• You may not use Chat or Instant Messaging programs during regular business hours unless the program is used specifically for<br />
legitimate business purposes. Do not load chat programs on your computer without prior approval from the IT Department.<br />
• <strong>Employee</strong>s may not remove or add any software (programs), or add or remove additional hardware (equipment), to company<br />
computers without the express permission of the IT Department.<br />
• <strong>Employee</strong>s may not load third-party programs from outside Internet service providers to company computers, except from those<br />
service providers specifically utilized or authorized by the IT Department. <strong>Employee</strong>s may use Internet access for other e-mail<br />
accounts, but such access may not interact with or share your <strong>Flash</strong> e-mail account. <strong>Employee</strong>s who wish to use their <strong>Flash</strong><br />
computer to obtain e-mail from personal accounts should consult the IT Department for assistance.<br />
Computer Security<br />
• Computer security at <strong>Flash</strong> is of the highest priority and shall be continually reviewed by the IT Department to insure that<br />
systems and data are protected from unauthorized access.<br />
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• It is each employee’s responsibility to use proper precautions to protect his/her computer system from any unauthorized use<br />
or access to the company’s data files. This includes file sharing of confidential data that is available to others on the <strong>Flash</strong><br />
network. Computer logon ID’s and passwords are strictly confidential and may not be shared with other employees.<br />
<strong>Employee</strong>s are encouraged to change their passwords periodically or if they suspect any unauthorized use. Logon IDs can<br />
also be changed by contacting the IT Department.<br />
• In order to prevent unauthorized access to a computer while an employee is not physically present with the computer, it is the<br />
responsibility of all employees with company computers to log off from the computer system when a computer will be let<br />
unattended for extended periods of time and at the end of the business day, unless the employee is notified that access to the<br />
computer will be necessary after regular business hours.<br />
Details of any unauthorized access or use of your company computer or of the computer system should be reported immediately to<br />
the IT Department.<br />
Social Media<br />
Just as social media and next-generation communication tools have changed the way that we, at <strong>Flash</strong>, are able to interact with<br />
each other, our customers, our partners and the public, the communication guidelines that we must follow have also changed.<br />
<strong>Flash</strong> recognizes that internet-provided social media can be highly effective tools for sharing ideas and exchanging information<br />
and is committed to using social media to promote its visibility and maintain communications with current and prospective<br />
employees, customers, business partners, vendors and suppliers, and the general public.<br />
<strong>Flash</strong> also is concerned with ensuring that use of social media serves the company's need to maintain the company's brand<br />
identity, integrity, and reputation, while also minimizing actual or potential legal risks. The company does adhere to all relevant<br />
federal and state laws and regulations regarding electronic communications.<br />
This policy addresses appropriate use of social media to convey company information, whether such media is used in or outside<br />
the workplace, and general use of social media by all employees while at work.<br />
General Social Media Guidelines<br />
<strong>Flash</strong> communications systems and devices should be used for business-related purposes, and employees should not expect any<br />
privacy when using such systems and devices for social media purposes. <strong>Flash</strong> defines social media broadly to include online<br />
platforms that facilitate activities such as professional or social networking, posting commentary or opinions, and sharing<br />
pictures, audio, video, or other content. Social media includes personal websites and all types of online communities (for example,<br />
Facebook®, LinkedIn®, Yelp®, YouTube, Twitter, blogs, message boards, and chat rooms).<br />
<strong>Flash</strong> permits reasonable use of social media for work-related purposes, such as research or to participate in audio-conferences or<br />
webinars. However, employees must receive written approval from their manager that outlines use of social media before using it<br />
for work-related purposes, including noting the websites that require employees to log-in for use. Such use of social media cannot<br />
interfere with employees' regular job duties, and employees who identify themselves on social media should include a disclaimer or<br />
otherwise make clear that their views are their own and do not necessarily reflect <strong>Flash</strong>’s views.<br />
<strong>Flash</strong> recognizes that employees might have their own personal social media web pages. As such, <strong>Flash</strong> respects employees' right<br />
to express personal opinions when using personal social media web pages and does not retaliate or discriminate against<br />
employees who use social media for political, organizing, or other lawful purposes. <strong>Flash</strong> does discourage employees from linking<br />
to the company's external or internal website or social media web pages from personal social media web pages. <strong>Employee</strong>s also<br />
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should consider the company's policies pertaining to professional conduct, prohibiting harassment and discrimination, and social<br />
media and related electronic communication policies when using their personal social media web pages. <strong>Flash</strong> does protect its<br />
name and related business assets that are discussed on social media websites at any time.<br />
<strong>Employee</strong> Responsibilities When Using Social Media<br />
<strong>Employee</strong>s are expected to abide by the following rules and guidelines when using any type of social media via <strong>Flash</strong>’s electronic<br />
communications systems and devices or employees' own equipment with regard to work-related activities.<br />
<strong>Employee</strong>s who use social media should be mindful of their responsibilities to <strong>Flash</strong> at all times. Once content is posted online, it is<br />
no longer under your control; online postings can remain on the internet indefinitely, and content posted to private websites does<br />
not always stay private.<br />
<strong>Flash</strong> strives to maintain a professional work environment and considers discrimination and harassment in all forms to be a serious<br />
offense in violation of the company's nondiscrimination and-harassment policies. Do not use social media to harass, threaten,<br />
defame, or libel, co-workers or the company's customers, business, employees, vendors and suppliers, or competitors. <strong>Flash</strong><br />
protects its copyrights, trademarks, patents, trade secrets, customer lists, and other sensitive, proprietary, and confidential<br />
information. Do not display or disclose such material through social media without prior written approval from <strong>Flash</strong>.<br />
<strong>Employee</strong>s cannot advertise or sell the company’s services via social media websites without prior written approval from <strong>Flash</strong>.<br />
<strong>Employee</strong>s cannot display <strong>Flash</strong> logos, brands, or other identifiers on social media without prior written approval from <strong>Flash</strong>.<br />
<strong>Flash</strong> expects employees not to engage in activities that violate federal and state law and regulations when using social media. If<br />
employees have any questions about what is considered to be a violation of federal or state laws and regulations when using<br />
social media or other forms of electronic communications, they should contact their supervisor or the Human Resources<br />
Department. <strong>Employee</strong>s who engage in illegal activity via social media over the <strong>Flash</strong>’s computer system, whether at work or<br />
elsewhere through telecommuting, are subject to immediate termination; they also are subject to appropriate legal action by the<br />
company or governmental entities.<br />
<strong>Flash</strong> protects its premises, including employees, customers, and guests on the company premises. Audio and video recordings as<br />
well as photographs taken on company premises with any device are prohibited, in order to protect the company’s proprietary,<br />
trade secret and confidential information.<br />
<strong>Flash</strong> requests and strongly urges employees to use official company communications to report violations of the company's Social<br />
Media Policy, including security breaches, misappropriation or theft of proprietary business information, and trademark<br />
infringement. <strong>Employee</strong>s can report actual or perceived violations to their supervisor or to the Human Resources Department.<br />
<strong>Employee</strong>s who violate this policy are subject to discipline, up to termination. <strong>Employee</strong> violations of this policy also can constitute<br />
violations of other relevant company policies. <strong>Employee</strong>s who use social media for defamatory or other illegal purposes are subject<br />
to appropriate legal action by <strong>Flash</strong> or governmental entities.<br />
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TRAVEL AND EXPENSE POLICY<br />
GENERAL POLICY STATEMENT<br />
FLASH expects its employees to conduct business travel and entertainment as well as to provide a uniform process for reporting<br />
and accounting for business travel and entertainment expenses and to ensure compliance with taxing and other regulatory<br />
authorities.<br />
It is the policy of <strong>Flash</strong> to reimburse employees for actual, reasonable, and appropriate expenses which are made while doing<br />
business as an employee of <strong>Flash</strong>. Particular care and good judgment should always be taken by employees when incurring a<br />
business expense. The employee is expected to determine the most economical means of obtaining lodging, meals, and<br />
transportation.<br />
At times, employees may find themselves in situations that call for incurring entertainment expenses when with customers or<br />
outside business employees who could directly affect achieving the business objectives of <strong>Flash</strong>. These expenses will be<br />
reimbursed, subject to policies/guidelines and the exercise of good judgment.<br />
It should be understood that expenses reimbursed by <strong>Flash</strong> are subject to examination by various taxing authorities. If these<br />
authorities find that we have reimbursed expenses which, according to their guidelines, are not true business expenses, or that we<br />
have not properly documented such expenses, or that the expenses are too extravagant, these expenses could be disallowed by<br />
the taxing authorities and considered to be compensation to the employee.<br />
Purposeful and willful violations of this policy, including approval of expenses not in accordance with Company policy,<br />
misappropriation of funds, or altering or providing false receipts will result in disciplinary action and possible termination of<br />
employment.<br />
In the best interest of all parties involved, <strong>Flash</strong> has developed the following Travel and Expense Policy. The manager responsible for<br />
approving expense reports in each department, as well as the individual employee incurring the expense, is responsible for seeing<br />
that all provisions of this policy are complied with. Each is also responsible for justifying, with adequate and reasonable<br />
explanations, any exceptions made to this policy.<br />
The limitations and specific procedures covered by this policy and the method for obtaining reimbursements and travel advances<br />
are detailed on the following pages.<br />
This policy establishes the business practices and reporting guidelines to be met by all <strong>Flash</strong> employees, worldwide. Procedural<br />
details contained in this policy apply to all employees of <strong>Flash</strong> and its subsidiaries.<br />
This policy supersedes all existing policies/guidelines for business-related travel and entertainment and remains in effect subject<br />
to amendments which may be required.<br />
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PERSONAL CREDIT CARDS AND TRAVEL ADVANCES<br />
Method of arranging Travel<br />
1) Upon approval from the appropriate manager, all business arrangements can be made by the employee traveling through<br />
company preferred booking tool CONCUR. Other online booking tools may be used if there is a cost savings over the company<br />
preferred CONCUR. <strong>Employee</strong>s should keep documentation to justify any use of other online booking tools.<br />
2) Trips that were not forecasted through the travel tracker must be approved by your management prior to making travel<br />
arrangements.<br />
Payment of Travel Expenses<br />
1) <strong>Employee</strong>s are expected to utilize their own credit card for business travel and entertainment and submit expense reports with<br />
the applicable receipts. All expenses are to be submitted through the Company’s expense reimbursement system no later than<br />
one (1) week after the previous month, no exceptions.<br />
2) Expenses for airfares booked more than 4 weeks prior to departure and convention fees can be submitted at the time of<br />
making a reservation (i.e. prior to the travel/event taking place). If the trip is subsequently cancelled the airfare credit must be<br />
submitted in the next expense report.<br />
3) Prior approval by the CFO is required for a cash advance for business travel and/or entertainment expenses.<br />
4) You must break out the various charges of your hotel bill on the expense report (i.e., hotel charge in the hotel column; meal<br />
charge in the meal column).<br />
AIR TRAVEL<br />
Air travel is an appropriate means for trips exceeding 250 miles one way.<br />
• All domestic and international air travel should be booked economy/coach class.<br />
• Reservations should be made at least fourteen (14) days in advance whenever possible, though not later than seven (7) days<br />
prior to departure. Pre-approval from a VP level or higher is required for travel on short notice. The request of a customer for the<br />
short notice travel is required<br />
• <strong>Employee</strong>s should always select an airline and airfare that is the most economical within the timeframe that travel is required.<br />
• FLASH travelers may not book First Class or Business Class tickets without prior approval from the CEO. Frequent travelers who<br />
have earned electronic upgrades may use these upgrades when traveling for FLASH business. Any upgrades resulting in<br />
additional cost will become the personal responsibility of the traveler. FLASH will not reimburse for the purchase of upgrade<br />
certificates.<br />
• Unused air travel tickets must be returned attached to a separate expense report and the expense report must have a notation<br />
indicating that the attached ticket has an unused portion. This separate expense report is to be submitted to the Controller of<br />
FLASH.<br />
• All intercontinental travel requires pre-approval by a VP level or higher.<br />
FREQUENT FLYER AND OTHER BENEFITS<br />
• TSA PreCheck, GOES, and NEXUS programs are reimbursable for employees who travel more than 25% of their time.<br />
• Frequent Flyer Miles and Hotel Points programs are considered the property of the individual and may be used by the traveler at<br />
his/her discretion. <strong>Employee</strong>s are not reimbursed for use of Frequent Flyer Miles or Hotel Points for business related travel.<br />
• A cash exchange will not be allowed in conjunction with reporting travel and entertainment expenses.<br />
• Membership dues in airline clubs are not reimbursable. <strong>Employee</strong>s may join airline clubs at their own expense.<br />
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GROUND TRANSPORTATION<br />
• Rental cars should only be used when a personal car is not available.<br />
• Use of a personal vehicle will be reimbursed for mileage. <strong>Flash</strong> will adjust the mileage reimbursement rate once a year. This rate<br />
includes all fuel, maintenance, insurance and operating cost.<br />
• Whenever possible, travelers should use hotel provided transportation or shuttle service to and from airports. In circumstances<br />
in which several employees are traveling together to the same destination, the use of one rental car only should be made when<br />
possible.<br />
• Intermediate cars should be used in all instances, except when four (4) or more people will be traveling together in the car, in<br />
which case, a full size car may be rented.<br />
• To avoid excessive fuel charges, employees are expected to fuel rental cars before return.<br />
• Travelers are to refrain from use of navigational systems options unless deemed to be a safety or productivity issue. Use of cell<br />
phone navigation is the preferred method provided your data plan supports it. All local laws should be observed when using<br />
your cell phone.<br />
• When renting a car in the USA, travelers should not accept collision damage insurance or personal accident insurance. When<br />
renting a car outside of the USA, travelers can accept collision damage insurance or personal accident insurance if not covered<br />
by the American Express Credit card or personal credit card used at booking. The following must be adhered to:<br />
— No Drinking and Driving<br />
— No Unauthorized Driver<br />
— No Off Road Activity<br />
— Any accidents involving a rental car must be reported promptly to the police, the car rental company and to your<br />
manager. If anyone is injured, the accident must also be immediately reported to the CFO.<br />
• Before renting a car, each traveler should consider whether, under the conditions, use of a taxi would be more economical.<br />
• Receipts for taxi rides must be submitted with the expense report.<br />
• <strong>Employee</strong>s using personal automobiles to travel on Company business must maintain adequate liability insurance for their<br />
protection and for the protection of any passengers.<br />
• <strong>Employee</strong>s must comply with all traffic laws and use good judgment.<br />
• Tolls and reasonable parking charges will be reimbursed with proper receipts.<br />
• Do not use valet parking unless it is the only option available.<br />
LODGING<br />
1) <strong>Employee</strong>s must submit receipts which detail actual and reasonable lodging costs incurred. Hotel accommodations should be<br />
made for moderately priced rooms. The most important priority is that the lodging facilities should be safe, clean and<br />
reasonably convenient to the business activity or event. It is recommended to book lodging through the company preferred<br />
online booking tool CONCUR. Other online booking tools may be used if there is a cost savings over the company preferred<br />
CONCUR. <strong>Employee</strong>s should keep documentation to justify any use of other online booking tools.<br />
2) At check-in, the traveler should verify that the lowest available rate is being offered. Due to special promotions, lower rates may<br />
be available at check-in.<br />
3) When attending seminars or conventions, lodging arrangements should be communicated to the designated travel<br />
management provider to take advantage of discounted group rates. Attendance of convention and seminars is subject to<br />
approval by one of the ELT members.<br />
4) If advance deposits are required for lodging arrangements, please submit as a reimbursable expense on your expense report<br />
and when the final bill is received net the deposit against the final claim on your expenses report.<br />
5) In general, employees should avoid excessive room service charges.<br />
6) Amenities such as in-house movies, mini bar utilization, sauna and health club/spa fees are not reimbursable.<br />
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MEALS<br />
1) While no daily maximum reimbursement rate for meal expenses has been established, employees are expected to exercise<br />
prudent judgment and moderation in incurring meal expenses for which reimbursement is expected.<br />
2) Reasonable charges for alcoholic beverages are reimbursable; however each employee should consume alcohol in moderation.<br />
Every employee must refrain from over consumption especially when entertaining customers.<br />
3) Company policy prohibits employees from operating a motor vehicle under the influence of alcohol or drugs.<br />
4) When travelling with employees the most senior employee in the group must pay and submit the meal expense. The exception<br />
would be when traveling internationally. The most senior local employee should pay for the meals to avoid currency exchange<br />
rate charges.<br />
5) Receipts are required for all meal expenses of $15.00 or more.<br />
6) Restaurant guest checks tear stubs are not considered acceptable receipt documentation.<br />
7) Acceptable receipt documentation does include:<br />
• Detailed receipt from restaurant providing the meal.<br />
• Cash register receipt evidencing name of establishment, date, and total charge.<br />
• Credit card voucher/charge slip, which is the preferred method of providing receipts for meals.<br />
ENTERTAINMENT<br />
1) Expenses for entertainment such as sports, theaters, etc. are reimbursable for customer entertainment and team meetings.<br />
2) All entertainment expenses of this nature must be pre-approved in writing or electronically by a member of the ELT. The<br />
approval notice must be included in the expense report.<br />
3) Entertainment for business purposes should be evaluated for appropriateness and should not include activities and events of<br />
questionable taste.<br />
4) The level of spending and the venue where entertainment occurs often is subject to individual judgment. Excessive spending<br />
not only requires prior approval it also may be considered “bad business” by customers.<br />
5) When submitting charges for business meals and entertainment, the following data must be provided on the expense report<br />
form in order to permit reimbursement:<br />
a) Names and titles of participating persons; FLASH employees as well as third parties.<br />
b) Business Purpose and benefit derived or expected to be derived as a result.<br />
c) Date and Place of entertainment of business meal occurred.<br />
d) Amount of each separate expenditure. Example: Lunch and golf afterwards are considered two separate expenditures.<br />
e) All claims for reimbursement must be substantiated by receipts, paid bills, etc., which show evidence of payment. A<br />
restaurant/bar stub bearing name and address is considered a valid receipt only when the establishment does not<br />
accept any credit cards.<br />
f) The ELT approval notice stating the entertainment was approved.<br />
g) Note: Per Governmental guidelines, entertainment expenses, such as sporting events, theatre and concert tickets will<br />
be reimbursed at face value to employees.<br />
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OFFICE SUPPLIES AND EQUIPMENT<br />
<strong>Flash</strong> office/DC:<br />
• For all office supplies the vendor is to send an invoice to FLASH. Payment of invoice will occur 30 days after receipt of the<br />
invoice, unless different arrangements have been made with an individual vendor.<br />
• An employee should not use his/her own credit card to pay for office supplies unless approved by a member of the ELT.<br />
• Use of a corporate national account is the preferred method of purchasing office supplies.<br />
• Home Office:<br />
• Office supply purchases > $250 per year must be reviewed by the corporate controller.<br />
• <strong>Flash</strong> assumes as a normal way of life all employees have internet access in their home and will use it for <strong>Flash</strong> business<br />
purposes. Standard home internet is not reimbursable.<br />
• Cell Phone: <strong>Flash</strong> will reimburse each employee up to $150 per month for cellular services if their job description requires it. A<br />
detailed statement must be included with the expense report.<br />
• International Travel – Roaming costs are to be avoided whenever possible and Skype and internet type communication should<br />
be used. International plans should be reviewed and used when traveling internationally. Local plans should be added for voice<br />
and data roaming when available.<br />
• Land lines for home phones and fax machines are not reimbursable. All communication should be through the cell phone or<br />
internet communication programs.<br />
Home Office:<br />
• Office supply purchases > $250 per year must be reviewed by the corporate controller.<br />
• <strong>Flash</strong> assumes as a normal way of life all employees have internet access in their home and will use it for <strong>Flash</strong> business<br />
purposes. Standard home internet is not reimbursable.<br />
• Cell Phone: <strong>Flash</strong> will reimburse each employee up to $150 per month for cellular services if their job description requires it. A<br />
detailed statement must be included with the expense report.<br />
• International Travel – Roaming costs are to be avoided whenever possible and Skype and internet type communication should<br />
be used. International plans should be reviewed and used when traveling internationally. Local plans should be added for voice<br />
and data roaming when available.<br />
• Land lines for home phones and fax machines are not reimbursable. All communication should be through the cell phone or<br />
internet communication programs.<br />
OTHER MISCELLANEOUS<br />
Laundry<br />
• Reasonable dry cleaning and/or laundry costs shall be reimbursed when the duration of the trip is five (5) or more days, or<br />
special circumstances result in the need for cleaning.<br />
Airplane Telephone Calls<br />
• Telephone calls made from airplanes are not reimbursable, unless an emergency situation exists. In this case, a written<br />
explanation by the approving manager must accompany the Expense Report.<br />
Tip/Gratuities<br />
• Reasonable tips in relation to services rendered (e.g. baggage handling) will be reimbursed.<br />
• In cases of meals and taxi services, tipping should be appropriate and reasonable for local custom.<br />
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Membership dues:<br />
• These costs are reimbursable through the expense report process.<br />
• Subscriptions, however, are not reimbursable and should be submitted through the normal account payable process.<br />
Training<br />
• Cost of seminars and training programs, when attended at the request of FLASH, should be processed using normal<br />
procurement channels or may be submitted on an expense report when required to use a credit card.<br />
• Credit cards<br />
• Each employee who incurs travel and/or entertainment expenses on behalf of FLASH is allowed to submit annually the fee for<br />
one credit card; the fee not to exceed $150 and subject to your manager’s approval.<br />
• The reimbursement of this fee will occur through the expense report with the receipt attached.<br />
NONALLOWABLE EXPENSES<br />
It is the company’s policy to reimburse the employee for all reasonable and necessary expenses incurred in transacting the affairs<br />
of business; however, there are specific types of expenses which are considered to be of a truly personal nature and nonreimbursable:<br />
• Air travel insurance and other personal trip insurance<br />
• Barber, manicurist, shoe shine, massage<br />
• Briefcases or other items for personal use<br />
• Entertainment expenses (such as airline headsets, movies, theaters, and sporting events) while traveling unless incurred<br />
providing reimbursable customer entertainment<br />
• Personal reading materials<br />
• Repairs, maintenance, or insurance on personal cars<br />
• Traffic and parking fines, and court costs<br />
• Unauthorized club or other membership dues or fees<br />
• Unauthorized trips, entertainment, gifts, or donations<br />
• Interest charges on personal credit cards (unless interest is a result of untimely reimbursement by the company)<br />
• Family-related expenses<br />
• Reimbursement for personal property stolen while traveling (unless covered by company insurance and approved by a manager)<br />
• Lodging expenses within fifty(50) miles of personal residence<br />
• Car washing or detailing of company-owned/leased or personal vehicles<br />
• Cable TV charges (other than basic service) and movies when occupying a company paid accommodations.<br />
EXPENSE REPORTING<br />
General Guidelines for Expense Reporting<br />
1) <strong>Employee</strong>s shall be reimbursed for travel and entertainment expenses on the basis of the submission of an expense report<br />
through the company’s expense reporting system.<br />
2) All expense reports require approval by the submitting employee’s manager.<br />
3) Expense reports should be submitted no later than one (1) week after the previous month, no exceptions.<br />
Foreign Currency<br />
<strong>Employee</strong>s are to complete expense reports in the company’s expense reporting system in the currency that was used for the<br />
expense.<br />
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Personal-Business Travel<br />
• When personal travel is combined with business travel, the employee will be reimbursed for the lowest logical fare for only the<br />
business portion of the trip, with the amount determined as of the date ticketed.<br />
• Supporting documentation (i.e. ticket price comparison) should be submitted with the expense report. Details of personal travel<br />
must be identified separately on the expense form.<br />
Air travel tickets<br />
• An original copy of all airline tickets or the e-ticket receipt must be submitted.<br />
• <strong>Employee</strong>s will be reimbursed for the actual airfare as denoted on the ticket.<br />
• Any reduction in airfare, rebate, or refund is the property of FLASH and should be returned with the expense report.<br />
Travel advance<br />
• <strong>Employee</strong>s are expected to use their credit cards for most travel and entertainment expenses. Funds may be advanced to<br />
associates on an exception basis to pay for expenses incurred on company business, but only upon written approval by the<br />
CFO.<br />
• When submitting the expense report the associate is to account for the travel advance and deduct this from the total amount<br />
that is claimed for reimbursement.<br />
General<br />
1) Expense reports will be audited by Finance based on business rules and amount.<br />
2) Managers are to review reports for compliance and legitimacy of the expense.<br />
3) Expense reports exceeding $3,000 in reimbursable expenses will be submitted by the Finance Department to the department<br />
ELT manager for final review and approval.<br />
4) Any discrepancies and/or policy violations related to expense reporting will be documented and with the reductions<br />
documented sent back to the employee with an explanation of the reductions or the violation and requirements for resolution.<br />
Any questions or comments related to Business Travel & Entertainment Expense Reporting Policy should be directed to the CFO.<br />
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SEPARATION OF EMPLOYMENT<br />
We hope employment with <strong>Flash</strong> is a mutually rewarding experience for all employees, but we recognize that there are various<br />
reasons for terminations of employment, including resignation and involuntary separation.<br />
As part of the termination process, employees will be scheduled for an exit interview and given information that includes:<br />
• PTO pay eligibility<br />
• <strong>Employee</strong> responsibilities concerning outstanding expenses<br />
• Continued confidentiality requirements<br />
• Final pay information<br />
• Benefits continuation and insurance conversion<br />
• 401K plan rollover or distribution procedures<br />
All outstanding expense reports, keys, time reports and/or badges, work files, company-issued credit cards, manuals, computer<br />
and phone passwords, and any other company/customer property must be turned into <strong>Flash</strong> prior to the last day of employment.<br />
For additional information, contact our <strong>Global</strong> VP of Human Resources.<br />
(For State Specific Policies on this topic, please see Addendum #5- Pay Procedures)<br />
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STATE-SPECIFIC POLICIES<br />
ADDENDUM #1- DATA MANAGEMENT<br />
RECORDS MANAGEMENT:<br />
California<br />
Employers must permit current and former employees to review personnel records maintained by employers that relate to such<br />
employees' performance or grievances involving such employees. Current and former employees must submit a written request to<br />
review personnel records. Employers must make personnel records available for current and former employees' review at<br />
reasonable intervals and times. Specifically, employers must make such records available for review within 30 calendar days (or<br />
within 35 calendar days if mutually agreed upon in writing) after receiving a written request. Employers aren’t required to make<br />
personnel records available to employees during their work hours, and employers only are required to comply with former<br />
employees' request to review records once per year. In addition, employers must permit current and former employees to receive a<br />
copy of personnel records maintained by employers that relate to such employees' performance or grievances involving such<br />
employees; employers can charge up to the actual cost of reproduction to provide copies of personnel records. Employers aren't<br />
required to provide job references for current or former employees. They can legally disclose information to prospective employers<br />
about current or former employees' job performance when requested by prospective employers. <strong>Employee</strong> information that<br />
employers provide to other employers must be truthful and furnished without malice. Employers must permit current and former<br />
employees' representatives to review and receive a copy of personnel records maintained by employers that relate to such<br />
employees' performance or grievances involving such employees.<br />
Connecticut<br />
Employers must permit employees up to two reviews of their personnel files in any calendar year, within seven business days after<br />
receiving a written request from employees. Such reviews must take place during regular business hours at or reasonably near<br />
employees' workplace. Employers must permit former employees to review and copy their personnel files within 10 business days<br />
after receiving a written request (such requests must be received by employers within one year after former employees' termination<br />
of employment). Employers must provide employees with a copy of all or part of their personnel files within a reasonable time after<br />
receiving a written request from employees if such request reasonably identifies the materials to be copied; employers can charge<br />
a fee for copying any part of such files if the fee is reasonably related to the cost of supplying requested documents. Employers<br />
must provide employees with a copy of any documentation related to disciplinary actions taken against employees within one<br />
business day after such actions are taken. Employers must permit employees up to two reviews of their medical records in any<br />
calendar year under certain circumstances. If employees disagree with any information in their personnel files or medical records,<br />
employers and employees can agree to remove or correct the information; if employers and employees can't reach such agreement,<br />
employees can submit a written explanation that employers must keep with employees' personnel files or medical records and<br />
include whenever such files are released to third parties. Employers aren't required to provide job references for current or former<br />
employees, and employers can disclose truthful information about current or former employees to prospective employers.<br />
Employers can't disclose individually identifiable information in employees' personnel files to persons who aren't employed by<br />
employers or to entities that aren't affiliated with employers unless such disclosure is made: pursuant to employees' written<br />
authorization; to verify employees' dates of employment, title, position, wage or salary; to third parties that maintain or prepare<br />
employment records or perform other employment-related services for employers; pursuant to lawfully issued administrative<br />
summons or judicial orders, including search warrants and subpoenas; in response to government audits; in response to<br />
investigations or defenses of personnel-related complaints against employers; pursuant to law enforcement agency requests for<br />
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employees' home address and dates of work attendance; in response to apparent medical emergencies; to inform employees'<br />
physicians of medical conditions if employees are unaware that they have such conditions; to comply with federal, state or local<br />
laws or regulations; or pursuant to the terms of collective bargaining agreements. Employers can't disclose individually identifiable<br />
information in employees' medical records to persons who aren't employed by employers or to entities that aren't affiliated with<br />
employers unless such disclosure is made under the permitted conditions for disclosure of employees' personnel files. <strong>Employee</strong>s<br />
aren't required to disclose any information or records that relate to or confirm their voluntary participation in employee assistance<br />
programs.<br />
Employers are required to maintain the confidentiality of all employee personal information that is not publically and lawfully<br />
available including, but not limited to, social security numbers, including any derivative of social security numbers. For purposes of<br />
this policy and consistent with applicable law, “personal information” means information capable of being associated with a<br />
particular individual through one or more identifiers including, but limited to, social security numbers, driver’s license number,<br />
state identifier card numbers, credit or debit or other account numbers, passport numbers, alien registration numbers or health<br />
insurance identification numbers. <strong>Employee</strong>s who have access to such employee personal information must safeguard it by<br />
keeping such information, whether in paper or electronic format, in a secure location and only access the data for authorized<br />
business purposes as part of their job requirements. An individual’s social security number should only be shared with individuals<br />
who need it as part of their job requirements.<br />
To protect the confidentiality of social security numbers in particular, internal emails should, to the extent necessary for<br />
identification purposes, contain only the employee’s name unless a business need requires that the complete social security<br />
number be used. <strong>Employee</strong>s should not send emails outside the company that include an individual’s social security number or any<br />
derivative of an individual’s social security number in either the mail itself or an attachment to the email unless the email is<br />
encrypted using encryption technology and is for an authorized business purpose. <strong>Employee</strong>s also should not send documents<br />
outside of the company that include social security numbers or any derivative thereof unless such a document relates to an<br />
authorized business purpose and reasonable safeguards are taken to ensure that the social security number or any part thereof is<br />
not visible or accessible to anyone other than the intended recipient. <strong>Employee</strong>s are expected to comply with applicable state laws<br />
that restrict the use of social security numbers or any part thereof.<br />
In dispose of documents that contain an employee’s personal information including, but not limited to, social security numbers of<br />
any part thereof, employees must utilize the shred machines or shred receptacles provided by the Company or, in the case of those<br />
documents incapable of being shredded such as computer disks or files, otherwise destroy such documents, files or items.<br />
<strong>Employee</strong>s who do not take care in protecting this data by keeping it secured or who improperly dispose of or disclose such data<br />
will be subject to disciplinary action, up to and including termination.<br />
Minnesota<br />
Employers must allow employees to review personnel records that pertain to their employment history. Employers and providers of<br />
employee assistance services also must allow employees and their family members to access their own and their children's<br />
employee assistance records; employers must maintain employee assistance records separately from personnel files. Employers<br />
don't have to allow employee access to: written references; records concerning an ongoing investigation into employees' possible<br />
violation of law or involvement in activities that could create liability for employers if certain conditions are met; education records<br />
available to students under the federal Family Educational Rights and Privacy Act (20 U.S.C. § 1232g); employment test results other<br />
than cumulative scores for part or all of the test; salary system and staff-planning materials; records containing information about<br />
someone else if disclosure would clearly violate that person's privacy; separately maintained written comments and data kept<br />
solely by employees’ supervisors or executive, administrative or professional employees; information that is privileged or otherwise<br />
exempt from disclosure in administrative, judicial or quasi-judicial proceedings; any co-workers' written or transcribed statements<br />
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about employees' job performance or job-related misconduct if disclosure would identify co-workers by name, inference or other<br />
means; and any person's written or transcribed statements about a recipient of employee assistance services if disclosure would<br />
identify the person by name, inference or other means; and medical reports and records. Employers must permit employees who<br />
submit written requests to review their own personnel files unless a request isn't submitted in good faith. Employers can limit<br />
current employees' access to one review every six months and former employees' access to one review per year for however long<br />
records are retained after termination. Current employees must have the opportunity to review their records at or near workplaces<br />
during normal business hours but not necessarily during their scheduled work hours. Upon employee written request, employers<br />
must provide copies of personnel records. When former employees request access to their personnel files, employers can choose<br />
to provide copies of requested records rather than schedule in-person reviews. Employers can't charge any copying fees to<br />
employees. <strong>Employee</strong>s who disagree with any information in their personnel records can ask employers to remove or correct the<br />
information. If employers and employees can't agree how to handle disputed information, employees can submit a written<br />
explanation for retention in files; employers must include such explanations of disputed records when releasing personnel files.<br />
Oregon<br />
Employers must allow employees to review any information in their own personnel files that pertains to their qualifications for<br />
employment, promotion, additional compensation, discipline or discharge. Employers don't have to provide employee access to:<br />
records relating to the investigation, arrest or conviction of employees for criminal misconduct; confidential reports from former<br />
employers; or records kept in compliance with Oregon law on higher education personnel files. Employers must provide employees<br />
who request access to their files a reasonable opportunity to review their personnel records at their workplaces or places of work<br />
assignment within 45 days of such requests. Employers must provide certified copies of employees' records within 45 days of<br />
employees' requests; employers can require employees to pay actual copying costs. Employers must give former employees<br />
certified copies of their personnel records within 45 days of employees' requests if employees submit requests within 60 days of<br />
termination or during any longer period that employers retain personnel files after termination. Employers can legally disclose<br />
information to prospective employers about former employees' job performance when requested by former employees or<br />
prospective employers. Employers can't use job references to disseminate deliberately misleading statements about former<br />
employees.<br />
ADDENDUM #2- SCHEDULES AND LEAVE<br />
COURT ATTENDANCE LEAVE/DOMESTIC VIOLENCE:<br />
California<br />
<strong>Employee</strong>s who are victims of domestic violence, sexual assault or stalking can take leave to attend court proceedings related to<br />
their status as crime victims. Employers must allow employees who are victims or whose family members are victims of certain<br />
felonies to take leave to attend related judicial proceedings. Employers also must allow employees who are victims of domestic<br />
violence, sexual assault or stalking to take leave for permitted reasons. <strong>Employee</strong>s who take crime victim leave can use various<br />
types of paid leave, unless otherwise provided by a collective bargaining agreement. Employers can't retaliate against employees<br />
because they take crime victim leave as permitted or because they are victims of domestic violence, sexual assault or stalking.<br />
<strong>Employee</strong>s must give advance notice of their need for crime victim leave or provide acceptable documentation within a reasonable<br />
time after their absence. Beginning no later than July 1, <strong>2017</strong>, employers must notify new employees (and other employees upon<br />
request) about their leave rights related to domestic violence, sexual assault or stalking.<br />
Connecticut<br />
<strong>Employee</strong>s can take family violence victim leave to participate in any civil or criminal proceedings related to or resulting from family<br />
violence. If employees' need for family violence victim leave is foreseeable, employers can require up to seven days' advance notice<br />
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of the need for leave. If the need for family violence victim leave is unforeseeable, employers can require that employees provide<br />
notice as soon as is practicable. Employers can require employees taking family violence victim leave to provide a statement<br />
certifying that the need for leave is covered by law and provide police or court records or other certification that employees are<br />
victims of family violence. Family violence victim leave can be paid or unpaid. Employers aren't required to provide paid family<br />
violence victim leave if employees aren't entitled to paid leave pursuant to the terms and conditions of their employment or such<br />
paid leave exceeds the maximum amount earned in a calendar year; however, employers must allow employees to take up to 12<br />
days in a calendar year of unpaid family violence victim leave if paid leave is unavailable. In addition, employers can't discharge,<br />
penalize, threaten or otherwise coerce employees because they take crime victim leave or family violence victim leave.<br />
Florida<br />
<strong>Employee</strong>s can take up to three work days in any 12-month period of crime victim leave (“domestic violence leave”) if they or their<br />
family or household members are victims of domestic or sexual violence and are seeking an injunction for protection against<br />
domestic violence or in cases of repeat, dating or sexual violence. <strong>Employee</strong>s are eligible for domestic violence leave if they work<br />
for employers for three or more months. <strong>Employee</strong>s must provide employers with appropriate advance notice of such leave and any<br />
sufficient documentation if required. Domestic violence leave can be unpaid. <strong>Employee</strong>s must exhaust all available annual,<br />
vacation, personal or sick leave before taking domestic violence leave; but, employers can waive this requirement. In addition,<br />
employers can't deny, restrain or interfere with employees' right to take such leave or discharge or discriminate against employees<br />
who take leave related to domestic violence or sexual violence.<br />
Illinois<br />
<strong>Employee</strong>s who are victims or whose family or household members are victims of domestic violence, sexual assault or stalking can<br />
take leave for certain reasons. During any 12-month period, employers must allow employees to take up to 12 workweeks of crime<br />
victim leave (lower leave amounts apply to employers with less than 50 employees). Employers can require employees to provide<br />
certification of their eligibility for this leave. <strong>Employee</strong>s generally can take unpaid leave or use paid family, medical, sick, annual,<br />
personal or similar leave for crime victim leave. Employers must maintain group health plan coverage at the same level and under<br />
the same conditions for employees taking crime victim leave as for other employees. <strong>Employee</strong>s returning from this leave must be<br />
restored to their former position or an equivalent position. Employers can't interfere with, restrain or deny crime victim leave rights.<br />
They also can't retaliate against employees because they exercise these rights; oppose unlawful practices; file charges, initiate<br />
proceedings or testify in connection with related inquiries or proceedings; or request or take crime victim leave. <strong>Employee</strong>s must<br />
give employers at least 48 hours' notice of their need for crime victim leave, unless this notice isn't practicable. Employers must<br />
allow employees who witness a crime to take unpaid leave if they are subpoenaed to attend related criminal proceedings and such<br />
attendance causes them to be absent during regular work hours. Employers can't retaliate against employees because they take<br />
this leave.<br />
Massachusetts<br />
Employers must grant leave, under certain conditions, to employees who are victims or whose family members are victims of<br />
domestic violence, stalking, sexual assault or kidnapping. Employers must allow employees to take up to 15 days of paid or unpaid<br />
crime victim leave during any 12-month period and can require employees to provide documentation, within a reasonable time after<br />
absences, showing that they or their family members are victims of abusive behavior and that they have to take crime victim leave<br />
for covered reasons; however, employers can't require employees to show evidence of arrests or convictions or other law<br />
enforcement documentation related to such abusive behavior. Employers can't discharge or otherwise discriminate against<br />
employees for exercising their rights under the crime victim leave provisions. Employers also can't coerce, interfere with, restrain or<br />
deny employees' exercise or attempts to exercise these rights.<br />
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New Jersey<br />
<strong>Employee</strong>s can take up to 20 days of crime victim leave over a 12-month period; each incidence of domestic or sexual violence is a<br />
separate offense for which employees can take crime victim leave (up to the allotted 20 days). Crime victim leave can be taken on<br />
an intermittent basis in intervals of at least one day. Employers can require employees to provide certification that they or their<br />
family members are victims of domestic or sexual violence. If the need for crime victim leave is foreseeable, employees must<br />
provide employers with written notice of need to take crime victim leave as far in advance as is reasonable and practicable. Crime<br />
victim leave can be unpaid. <strong>Employee</strong>s can elect or employers can require employees to substitute accrued paid vacation leave,<br />
personal leave or medical or sick leave for unpaid crime victim leave. In addition, employers can't discharge, harass, threaten or<br />
otherwise discriminate or retaliate against employees with respect to compensation, terms, conditions or privileges of employment<br />
because such employees requested or took crime victim leave.<br />
BLOOD DONATION/DONOR LEAVE:<br />
California<br />
After 90 days of employment, an employee is eligible for paid donation leave for the purpose of donating bone marrow or an organ<br />
in any one-year period. The one-year period is measured from the date the employee’s leave begins and consists of 12 consecutive<br />
months. Eligible employees can take up to five (5) days of leave to donate bone marrow and must use all accrued sick leave,<br />
vacation, or paid time off before additional paid leave is granted. Eligible employees can take up to 30 business days of leave to<br />
donate an organ and must use up to two weeks of accrued sick leave, vacation, or paid time off before additional paid leave is<br />
granted. The request for leave should be provided in advance as soon as practical so that the Company may schedule work and<br />
plan for business requirements. In addition, written verification that the employee is an organ or bone marrow donor and that there<br />
is a medical necessity for the donation will be required prior to leave.<br />
Illinois<br />
After six (6) months of employment, a full-time employee is eligible for up to one (1) hour paid blood donation leave every fifty-six<br />
(56) days. The request for leave is to be provided in advance for management approval so that the company may schedule work<br />
and plan for business requirements. In addition, a note confirming attendance at the blood donor center or clinic may be required<br />
upon return to work.<br />
DISABILITY LEAVE:<br />
California<br />
To be eligible for temporary disability insurance benefits, employees must have been paid at least the base-period wage threshold.<br />
The base period is the first four of the last five completed calendar quarters before the week when employees filed a benefits claim;<br />
effective for 2014, the wage threshold for the base period is $300. (Under California's paid family program, employees can be<br />
eligible for specified benefits.) <strong>Employee</strong>s must: file a valid claim within 41 days of the first day benefits are payable; present a<br />
certificate from a physician or practitioner establishing sickness, injury or pregnancy or condition of the family member who<br />
requires care and an estimate of the probable duration of the condition; submit, upon request of the California Employment<br />
Development Department, to physical examination; and serve a one-week waiting period. Such claims can be filed by the spouse of<br />
employees who are mentally or physically unable to file claims. Weekly benefit amounts for temporary disability insurance depend<br />
on the amount of wages employees were paid in the highest-paid quarter of their base period (base-period high quarter). Effective<br />
for claims starting in 2014, the maximum weekly benefit is $1,075. The minimum weekly benefit is $50. <strong>Employee</strong>s are entitled to<br />
one-seventh of the weekly benefit for each full day of unemployment because of a qualifying disability. <strong>Employee</strong>s' maximum total<br />
benefit for a claim is the lesser of 52 times the weekly benefit or the amount of wages paid during the base period.<br />
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New Jersey<br />
To be eligible for temporary disability benefits, employees must have earned at least $145 in each of 20 weeks or a total of $7,300 in<br />
the 52-week period preceding beginning of disabilities. Those eligible for unemployment benefits, except for inability to work<br />
because of illness or disability, can receive disability benefits if they are otherwise eligible and unemployed for at least two weeks.<br />
(The New Jersey Family Leave Insurance (FLI) program is a part of the temporary disability insurance law.) Weekly benefit amounts<br />
for temporary disability insurance are payable at 66 2/3 percent of employees' average weekly wage, up to a maximum of 53<br />
percent of the state average weekly wage (SAWW); benefits are payable for 26 weeks. The maximum weekly benefit amount payable<br />
for the family leave insurance program is the same as the maximum for disability benefits. The maximum total benefits for any one<br />
disability period is six times the weekly benefit amount (WBA) or 1/3 of employees' total wages during the disability base period,<br />
whichever is lesser.<br />
New York<br />
To be eligible for temporary disability benefits, persons must be: disabled while employed; disabled when unemployed and qualified<br />
for unemployment benefits; or disabled when unemployed but not qualified for unemployment benefits. <strong>Employee</strong>s who are<br />
disabled during employment are eligible for benefits beginning on the eighth consecutive day of disability if they have been<br />
employed for four or more consecutive weeks; regular part-time employees become eligible for benefits on the 25th day of<br />
employment. Eligibility continues for four weeks after employees' termination and begins immediately if they become reemployed.<br />
Specific eligibility requirements apply to those who are unemployed.<br />
Weekly benefit amounts for temporary disability insurance are one-half of employees’ average weekly wage but no more than $170.<br />
Those who are eligible for temporary disability benefits can receive benefits for up to 26 weeks in any 52 weeks or in any one period<br />
of disability.<br />
FAMILY MEDICAL LEAVE:<br />
California<br />
Under the California Family Rights Act (“CFRA”), “eligible employees,” as defined below, are granted family and medical leave for the<br />
birth of an employee’s child or to care for the newborn child; the placement of a child with the employee and/or the employee’s<br />
registered domestic partner for adoption or state-approved foster care to care for or bond with the child; the care of an employee’s<br />
spouse, child, parent, registered domestic partner, or child or foster child of a registered domestic partner (“immediate family<br />
member”) who has a serious health condition; the employee’s serious health condition which prevents the employee from<br />
performing any one essential function of the employee’s position; and the birth of a registered domestic partner’s child or to care<br />
for such newborn child. A “serious health condition” is defined as an illness, injury, impairment, or, physical or mental condition<br />
that involves either inpatient care or continuing treatment by a health care provider; provided, however, that pregnancy-related<br />
illnesses, health conditions or disabilities are not included in the definition of serious health condition under the CFRA; such<br />
conditions are covered instead under California Pregnancy Disability Leave (“PDL”) leave (see below) and/or leave under the Family<br />
and Medical Leave Act (“FMLA”), where applicable. An active full-time or part-time employee is eligible for CFRA leave under any of<br />
the above leave categories provided that on the date the employee’s leave is to commence the employee works at a worksite where<br />
fifty (50) or more employees are employed within a 75-mile radius of that worksite; and the employee has been employed for at<br />
least twelve (12) months; and the employee has worked 1,250 hours during the 12-month period immediately preceding the<br />
commencement of leave. Length of Leave An eligible employee is entitled to a total of twelve (12) weeks of unpaid leave within a 12-<br />
month period. The amount of leave available to an employee will be<br />
calculated by looking backward at the amount of leave taken within the 12-month period immediately preceding the first date of<br />
leave. Leave taken for the care of a newborn child or placement for adoption or foster care must be taken within twelve (12) months<br />
of the birth or placement of the child and it must also be taken as an uninterrupted, continuous leave of absence unless <strong>Flash</strong><br />
<strong>Global</strong> Logistics, Inc. allows intermittent leave or reduced schedule for these reasons. CFRA leave taken for the birth or placement<br />
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of a child will be granted in minimum amounts of two (2) weeks. <strong>Flash</strong> <strong>Global</strong> Logistics, Inc., however, will grant a request for a<br />
CFRA leave (for birth/placement of a child) of less than two (2) weeks duration on any two (2) occasions. Leaves taken under the<br />
CFRA run concurrent with other leave entitlements provided under federal, state and local law to the extent covered and permitted<br />
by those laws, with the specific exception of leave taken under the Family and Medical Leave Act for disability on account of<br />
pregnancy, childbirth or related medical conditions. An employee taking family and medical leave due to the employee’s serious<br />
health condition must substitute all accrued sick leave, unused paid vacation, personal leave, paid time off and, if applicable,<br />
short-term salary continuation (the preceding collectively referred to hereafter as “accrued paid leave”) before continuing leave on<br />
an unpaid basis. Where an employee receives disability benefits pursuant to a disability benefit plan, however, the substitution of<br />
the employee’s accrued paid leave is not required and does not apply because the employee is getting paid. An employee taking<br />
leave for reasons other than an employee’s own serious health condition must exhaust all accrued unused paid vacation, personal<br />
leave and paid time off before continuing leave on an unpaid basis. Any family and medical leave under CFRA, whether paid,<br />
unpaid, or a combination thereof, will be counted toward the 12-week leave entitlement.<br />
Relationship Between Pregnancy Disability Related Leave and Family Leave - Under either or both the CFRA and the FMLA, leave from<br />
work because of an employee’s disability due to pregnancy, childbirth or related medical condition is not counted as time used for<br />
CFRA leave, but is counted as time used for FMLA leave. Pregnant employees may also have the right to take a pregnancy disability<br />
leave (PDL) under state law in addition to family or medical leave under the FMLA (see Pregnancy Disability Leave section below).<br />
An employee who qualifies for and exhausts her PDL leave and related pregnancy disability leave under the FMLA also is entitled to<br />
twelve (12) weeks of CFRA (care of newborn child) unless the employee has not given birth or the other parent is also an employee<br />
of <strong>Flash</strong> <strong>Global</strong> Logistics, Inc. and has already exhausted his/her CFRA leave (please refer to “Length of Leave” section above).<br />
California- Pregnancy Disability Leave<br />
Under California’s Pregnancy Disability Leave law and the Company employs five (5) or more regular full or part-time employees,<br />
female employees may take a leave of absence of up to four (4) months for disabilities relating to pregnancy, childbirth or other<br />
related medical conditions (“PDL leave”). PDL leave is subject to the guidelines and conditions set forth below, per applicable law.<br />
Pregnancy, childbirth or related medical conditions will be treated like any other disability, and an employee on leave will be eligible<br />
for temporary disability benefits in the same amount and degree as any other employee on leave. If the need for the leave or<br />
transfer is foreseeable, employees must provide at least thirty (30) days of reasonable advance notice before the pregnancy<br />
disability leave or transfer is to begin. If thirty (30) days of advance notice is not possible, notice must be given as soon as<br />
practicable. <strong>Employee</strong>s who need to take PDL leave must provide at least verbal notice sufficient to notify the Company that the<br />
employee needs to take a pregnancy disability leave and/or be granted a transfer or other form of reasonable accommodation. The<br />
verbal notice should include the anticipated timing and duration of the leave or transfer. If requested by the employee and<br />
recommended by the employee’s health care provider, the employee’s work assignment may be changed as required to protect the<br />
health and safety of the employee and her child. Requests for temporary transfers of job duties will be reasonably accommodated if<br />
the job and seniority rights of others are not breached. PDL leave usually will begin when ordered by the employee’s health care<br />
provider. If requested, the employee must provide the Company with a certification from a health care provider. The certification<br />
indicating disability should contain: The date on which the employee became disabled due to pregnancy; The probable duration of<br />
the period or periods of disability; and statement that, due to the disability, the employee is unable to perform one or more of the<br />
essential functions of her position without undue risk to herself, the successful completion of her pregnancy, or to other persons. A<br />
return from leave will be allowed only when the employee provides a release to the Company from her health care provider. An<br />
employee will be required to use all accrued sick time, if any is available, during a pregnancy disability leave. An employee will be<br />
allowed to use accrued vacation or personal time (if otherwise eligible to take the time) during a PDL disability leave. Duration of<br />
the leave will be determined by the advice of the employee’s health care provider, but disabled employees may take up to four (4)<br />
months. The four (4) months of leave includes any period of time for actual disability caused by the employee’s pregnancy,<br />
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childbirth or related medical condition. This includes leave for severe morning sickness and for prenatal care. When an employee is<br />
also eligible for FMLA leave, FMLA leave will run concurrently with PDL leave. Leave does not need to be taken in one continuous<br />
period of time and may be taken intermittently, as needed. Absences due to PDL leave will not be counted as time worked for the<br />
purpose of computing seniority, vacation, sick leave or personal days.<br />
Colorado<br />
To be eligible for leave under the Colorado Family Care Act, employees in Colorado must be eligible for leave under the federal Family<br />
and Medical Leave Act. In addition to federal FMLA leave, such employees can take FMLA leave to care for persons with serious<br />
health conditions when such persons are employees' partner in a civil union or domestic partner if the partnership is registered<br />
with the municipality in which the person resides or (if applicable) with Colorado or persons are recognized as employees'<br />
domestic partner by employers. Employers can require employees to provide in accordance with FMLA reasonable documentation or<br />
a written statement of their family relationship. Employers also can require employees requesting FMLA leave to care for a partner<br />
in a civil union or a domestic partner with a serious health condition to provide the same certification employers can require under<br />
FMLA.<br />
Connecticut<br />
To be eligible for family and medical leave, employees must have worked for employers for at least 12 months and have worked at<br />
least 1,000 hours in the 12 months immediately preceding the first day of family and medical leave. Eligible employees generally can<br />
take up to 16 workweeks of family and medical leave during a 24-month period for childbirth; adoption or foster placement of a<br />
child; employees' own serious health conditions; serious health conditions of employees' child, parent or spouse; or for organ or<br />
bone marrow donation. When medically necessary, employers must grant family and medical leave on an intermittent basis or a<br />
reduced leave schedule to employees who have serious health conditions or are caring for family members with serious health<br />
conditions.<br />
Illinois<br />
Employers covered by the federal Family and Medical Leave Act must allow FMLA-eligible employees to take up to 10 workdays of<br />
unpaid bereavement leave for reasons related to the death of their child. If employees are entitled to take paid or unpaid family,<br />
medical, sick, annual, personal or similar leave under federal, state or local laws, a collective bargaining agreement or an<br />
employment benefits program or plan, they can choose to substitute any amount of such leave for an equivalent amount of unpaid<br />
child bereavement leave. Employers can require employees to provide reasonable documentation of their need for child<br />
bereavement leave.<br />
Massachusetts<br />
Under the Massachusetts Maternity Leave Act (MMLA), the Company grants family leaves of absence to eligible employee for the<br />
firth of an employee’s child and/or the adoption of an employee’s child, provided the child is under the age of eighteen (18) (or<br />
under the age of (23) if the child is either mentally or physically disabled). An active full-time employee is eligible for up to eight (8)<br />
weeks of Massachusetts family leave for each qualifying reason under the MMLA, provided that on the date the employee requests<br />
leave, the employee has been employed for at least three (3) consecutive months or, has completed the Employer’s introductory<br />
period not to exceed (6) six months. Leave taken under MMLA must be taken within twelve (12) months of the birth or placement of<br />
the employee’s child, and it must also be taken as an uninterrupted, continuous leave of absence unless the Company allows<br />
intermittent leave for the purposes under the policy and the employee and the company agree on the same. Leave taken under this<br />
policy also runs concurrent with other leave entitlements provided under federal, state, and local law to the extend covered and<br />
permitted by those laws. An employee taking leave under this policy may elect to use accrued, unused paid time off while on leave.<br />
Any qualifying family leave taken will be counted toward the 8-week entitlement. <strong>Employee</strong>s must give at least two (2) weeks’<br />
notice in advance of anticipated leave.<br />
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Massachusetts also offers employee leave for certain family obligations. To be eligible for family and medical leave, employees<br />
must be eligible for leave under the federal Family and Medical Leave Act. Eligible employees can take up to 24 hours per year of<br />
family and medical leave to accompany a son, a daughter, or an elderly relative to routine medical or dental appointments, such as<br />
office visits for checkups or vaccinations, or accompany an elderly relative to appointments for other professional services related<br />
to the relative's care, such as interviews at nursing or group homes. <strong>Employee</strong>s can take family and medical leave on an<br />
intermittent basis or reduced work schedule. <strong>Employee</strong>s must give at least seven days' advance notice of an anticipated need for<br />
leave; if the need for leave is unexpected, employees must give as much notice as practicable. Employers can require employees to<br />
supply signed, written certifications of their need for leave. Family and medical leave can be unpaid, but substitution of paid leave<br />
can be required or selected.<br />
Minnesota<br />
To be eligible for pregnancy/parental leave or sick leave to care for ill or injured relatives, employees must work for employers at<br />
least 12 months before requesting such leave and work at least half-time during the 12-month period immediately preceding the<br />
leave. Eligible employees can take up to 12 weeks of unpaid pregnancy/parental leave for prenatal care; if they cannot work<br />
because of pregnancy, childbirth or related health conditions; or for the birth or adoption of their child. They also can use their<br />
personal sick leave to care for relatives; however, employers can limit such leave to 160 hours in any 12-month period (unless<br />
employees are caring for their child). <strong>Employee</strong>s can take unpaid pregnancy/parental leave or paid parental, disability, personal,<br />
medical, sick or accrued vacation leave provided by employers. Employers must allow employees on pregnancy/parental leave to<br />
continue health-care coverage for themselves and their dependents, but employers are not required to pay their insurance or<br />
health-care costs. On return from pregnancy/parental leave, employees must be restored to their former position or a position with<br />
equivalent duties, hours and pay. On return from sick leave to care for relatives, employees must be restored to their former<br />
position.<br />
New York<br />
Effective Jan. 1, 2018, employers must grant up to eight weeks of paid family leave annually to eligible employees for certain<br />
purposes, under amendments to New York workers' compensation law. <strong>Employee</strong>s can use this leave to care for ill or injured family<br />
members; to bond with a newborn, newly adopted or newly placed foster child; or when certain family members are called to active<br />
military duty. Family members include children, parents, grandparents, grandchildren, spouses and domestic partners. This leave<br />
amount increases to 10 weeks on January 1, 2019, and 12 weeks on January 1, 2021. Employers can't retaliate against employees for<br />
exercising their rights under the paid family leave provisions.<br />
New Jersey<br />
Under the New Jersey Family Leave Act (the “NJFLA”), the Company grants family and medical leaves of absence to eligible<br />
employees for the birth of an employee’s or civil union partner’s child or to care for the newborn child.; the placement of a child with<br />
either the employee or the employee’s civil union partner for adoption or state-approved foster care and; the care of an employee’s<br />
family member, including a spouse, civil union partner, child, or parent (including parent-in-law, resource family parent, stepparent<br />
or legal guardian) who has a serious health condition. An active full time or part time employee is eligible for NJFLA leave under any<br />
of the above leave categories provided that on the date the employee’s leave commences, the employee has been employed for at<br />
least (12) months and the employee has worked a least 1,000 hours during the 12-month period immediately preceding the<br />
commencement of the leave. An eligible employee is entitled to a combined total of twelve (12) work weeks of unpaid leave within a<br />
24-month period for NJFLA leave. <strong>Employee</strong>s must use all accrued, unused paid time off before continuing leave on an unpaid basis.<br />
Employers must allow employees on family leave to continue health-care coverage for themselves and their dependents, but<br />
employers are not required to pay their insurance or health-care costs. On return from family leave, employees must be restored to<br />
their former position or a position with equivalent duties, hours and pay. On return from family leave to care for relatives, employees<br />
must be restored to their former position.<br />
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FAMILY MEDICAL LEAVE- MILITARY LEAVE:<br />
Connecticut<br />
To be eligible for family and medical leave as military caregiver leave, employees must have worked for employers for at least 12<br />
months and have worked at least 1,000 hours in the 12 months immediately preceding the first day of family and medical leave.<br />
Eligible employees can take a one-time benefit of 26 workweeks of military caregiver leave during any 12-month period for each<br />
service member per serious injury or illness incurred in line of duty; such leave can be taken to care for a service member who is a<br />
spouse, son or daughter, parent or next of kin and becomes seriously ill or injured while in the line of duty in the armed forces and<br />
is undergoing medical treatment, recuperation or therapy; in outpatient status; or on the temporary disability retired list. <strong>Employee</strong>s<br />
must provide at least 30 days advance notice when their need for military caregiver leave is foreseeable; however, if 30 days<br />
advance notice cannot be provided, employees must provide such notice as soon as practicable. Employers can require a healthcare<br />
provider's certification of need for military caregiver leave. Military caregiver leave can be unpaid, but substitution of paid<br />
leave can be required or selected in certain circumstances. <strong>Employee</strong>s on military caregiver leave retain all employment benefits<br />
accrued prior to the date leave began; but, they are not entitled to accrue seniority or other benefits during such leave nor receive<br />
any right, benefit or position of employment other than the rights, benefits and position to which employees would be entitled if<br />
they did not take such leave. On return from military caregiver leave, employees generally must be reinstated to their prior positions<br />
or equivalent positions with comparable pay, benefits and other terms and conditions of employment. Eligible employees can take<br />
family and medical leave for qualifying exigencies that occur because their spouse, child or parent is on active duty or is notified of<br />
an impending call or order to active duty in the armed forces. Qualifying exigencies are determined by federal Family and Medical<br />
Leave Act regulations (29 C.F.R. §§ 825.100 to 825.800). Armed forces are the U.S. Army, Navy, Marine Corps, Coast Guard or Air<br />
Force and their reserve components, including the Connecticut National Guard performing duty as provided under federal National<br />
Guard law.<br />
MILITARY LEAVE:<br />
California<br />
<strong>Employee</strong>s are eligible for military leave if they are members of the National Guard, U.S. reserve corps, naval militia, state military<br />
reserve, California National Guard or another state's National Guard and work an average of 20 or more hours per week. Employers<br />
must provide employees who are members of the National Guard, U.S. reserve corps or naval militia up to 17 days per year of unpaid<br />
leave for training, and employers must grant members of the state military reserve up to 15 days per year of unpaid leave for<br />
training. Employers must reinstate full-time employees to their former position or to a position of similar seniority, status and pay if<br />
employees have been honorably discharged and have applied for reinstatement within 40 days of discharge unless it is impossible<br />
or unreasonable because employers' circumstances have changed; employers must reinstate part-time employees who are<br />
honorably discharged and apply for reinstatement within five days of discharge from military service. Employers can't discharge<br />
such employees without cause within one year of reinstatement. In addition, employers can't discriminate against employees<br />
because they are members of military or naval forces nor prevent or hinder employees from performing any military service or<br />
attending military training. <strong>Employee</strong>s are eligible for Civil Air Patrol leave if they are volunteer members of the California Wing of the<br />
Civil Air Patrol called to emergency operational missions and employed by employers for at least 90 days immediately preceding the<br />
commencement of leave. Employers must provide no less than 10 days of unpaid leave per calendar year to employees who perform<br />
service for the California Wing of the Civil Air Patrol for emergency operational missions; employees must give employers as much<br />
advance notice as possible of the intended dates for taking Civil Air Patrol leave (and employers can require certification). Civil Air<br />
Patrol leave can be paid or unpaid; employees who take Civil Air Patrol leave don't lose employment benefits accrued before taking<br />
such leave. Employers must restore employees who return from Civil Air Patrol leave to their former position or to a position of<br />
equivalent seniority status, employee benefits, pay and other terms and conditions of employment. In addition, employers can't<br />
discriminate against employees who exercise Civil Air Patrol leave rights.<br />
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Colorado<br />
Employers must grant 15 days of leave per calendar year to permanent employees for military training for the National Guard or U.S.<br />
reserve corps. Military leave can be paid or unpaid, but employees don't lose vacation and sick leave, bonuses, advancement or<br />
other benefits while serving. Employers must reinstate employees to the position they left or a similar job with the same status, pay<br />
and seniority, assuming they are still qualified to perform the job. In addition, employers can't refuse to hire or discharge<br />
employees because they are officers or enlisted members of the military forces of Colorado; employers can't hinder or prevent<br />
employees from performing any military service that they are called upon to perform by the proper authority. Employers must grant<br />
15 days of leave per calendar year to permanent employees who are members of the Colorado Wing of the Civil Air Patrol and<br />
serving on authorized emergency missions. Civil Air Patrol leave can be paid or unpaid, but employees don't lose vacation and sick<br />
leave, bonuses, advancement or other benefits because of their service. Employers must reinstate employees to the same or similar<br />
position they held before taking leave. In addition, employers can't discriminate against or discharge employees because they are<br />
members of the Colorado Wing of the Civil Air Patrol, nor can employers hinder or prevent permanent employees from participating<br />
in duly authorized missions.<br />
Idaho<br />
<strong>Employee</strong>s can take military leave if they are Idaho National Guard members ordered to duty by the governor or if they work in<br />
Idaho, are members of another state's National Guard and are called into active service by the governor of that state. <strong>Employee</strong>s<br />
also can take up to 15 days of leave annually for military training with the U.S. armed forces if they are members of the National<br />
Guard or the U.S. armed forces' reserve components. <strong>Employee</strong>s must provide evidence of their military training departure and<br />
return dates and their satisfactory completion of this training. Leave for military training can be paid or unpaid; however, this leave<br />
doesn't affect employees' right to receive normal vacation, sick leave, bonus, advancement and other benefits of employment for<br />
their position. Employers must reinstate employees returning from military leave to their position or a similar position if they are<br />
qualified to perform their job duties.<br />
Illinois<br />
Employers must grant leave to employees who are members of the U.S. armed forces, Illinois State Militia or National Guard and are<br />
called into military service or training by the United States or any state. Employers must reinstate employees who are honorably<br />
discharged or satisfactorily complete their military service or training or who are rejected from military service because of lack of<br />
proper qualifications. If such employees still are qualified to perform the duties of their former position, employers must re-employ<br />
them to their former or similar position with the same status, seniority and wage increases as the employees would have had if<br />
they hadn't entered (or been rejected from) military service. Employers must re-employ employees who are unable to perform the<br />
duties of their former position because of a service-related disability in a position they can perform with seniority, status and pay<br />
as close as possible to that of their previous position. <strong>Employee</strong>s must apply for re-employment within 90 days of being relieved (or<br />
rejected) from military service or within 90 days of hospitalization for a period of not more than one year continuing after discharge<br />
from military service. Employers don't have to re-employ employees if it impossible or unreasonable because employers'<br />
circumstances have changed. In addition, employers can't discharge re-employed employees without cause within one year of<br />
reinstatement after military service. Employers with 15 to 50 employees must provide up to 15 days of family military leave to<br />
eligible employees whose spouse, child, parent or grandchild is called to military service for more than 30 days, and employers with<br />
more than 50 employees must provide up to 30 days of leave. This leave amount can be reduced by the number of days of leave<br />
provided under the federal Family and Medical Leave Act for qualifying exigencies arising from employees' spouse or child being on<br />
covered active duty (or being notified of an impending call or order to covered active duty) in the U.S. armed forces. Employers with<br />
15 to 50 employees must provide up to 15 days of Civil Air Patrol leave to eligible employees, and employers with more than 50<br />
employees must provide up to 30 days of leave. Employers can require certification from the proper military authority to verify<br />
employee eligibility. <strong>Employee</strong>s must give employers at least 14 days' notice for Civil Air Patrol leave of five or more consecutive<br />
work days. Civil Air Patrol leave is unpaid; during leave, employers must permit employees to continue their benefits at employees'<br />
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expense (employers and employees can negotiate for employers to pay the expense of benefits for the duration of the leave).<br />
Employers can't require employees to first exhaust all accrued vacation, personal, sick, disability, compensatory or any other type<br />
of leave, and employees can't lose any employee benefits accrued before the commencement of Civil Air Patrol leave. Employers<br />
must reinstate employees who return from Civil Air Patrol leave to the same position or a position with the same seniority, status,<br />
benefits, pay and other terms and conditions of employment. In addition, employers can't discriminate or retaliate against<br />
employees who take Civil Air Patrol leave.<br />
Washington<br />
Employers must reinstate qualified employees returning from military leave to their position or a similar position, unless<br />
reinstatement is impossible or unreasonable; reinstatement would impose undue hardship on employers; or employees fail to meet<br />
eligibility requirements for reinstatement. If employees aren't qualified to perform their job duties because of disabilities that<br />
occurred during military service, they must be re-employed in a similar position that they are qualified to perform. <strong>Employee</strong>s can't<br />
be discharged without cause for one year after being re-employed upon returning from military leave. Eligible employees can take<br />
leave during a period of military conflict if their spouse or domestic partner is a member of the U.S. armed forces, National Guard or<br />
reserves and is notified of an impending call or order to active duty or is deployed. Specifically, they can take up to 15 days of<br />
unpaid leave per deployment during the period between this notification and deployment or when their spouse is on leave from<br />
deployment. Employers must reinstate employees who take this leave in the same way that employees are reinstated after family<br />
medical leave. Employers can't discharge or discipline employees who are members of the Washington Civil Air Patrol because they<br />
take leave for emergency service operations.<br />
MEAL AND BREAK PERIODS:<br />
California<br />
Employers generally must provide a 30-minute meal period to employees who work more than five hours a day; if the total work<br />
period per day is no more than six hours, the meal period can be waived by mutual consent. Employers also must provide a second<br />
meal period of at least 30 minutes to employees who work more than 10 hours a day; if the workday is no more than 12 hours and<br />
the first meal period was not waived, the second meal period can be waived by mutual consent. Unless it is waived, the first meal<br />
period must be no later than the end of employees' fifth hour of work, and the second meal period must occur no later than the end<br />
of employees' 10th hour of work. <strong>Employee</strong>s generally do not have to be compensated for meal breaks if they are relieved of all work<br />
during the period and are allowed to leave employers' premises. Employers generally are not required to provide rest periods.<br />
However, employers must provide employees a reasonable amount of time for recovery periods that allow them to cool down to<br />
prevent heat illness. In addition, special provisions apply to break periods for lactation.<br />
LACTATION BREAKS:<br />
Illinois:<br />
The Company will provide a reasonable amount of time to accommodate a female employee’s need to express milk for the<br />
employee’s infant child. The break time should, if possible, be taken concurrently with other break periods already provided.<br />
<strong>Employee</strong>s should clock out for any time taken that does not run concurrently with normally scheduled break periods, and such<br />
time will be unpaid. The Company will make a reasonable effort to provide the employee with the use of a room or other location in<br />
close proximity to the employee’s work area, in which the employee may express milk in private.<br />
<strong>Employee</strong>s should notify their immediate supervisor if they are requesting time to express milk under this policy. The Company does<br />
however reserve the right to deny an employee’s request for a lactation break if the additional break time will seriously disrupt<br />
operations.<br />
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PAID LEAVE:<br />
Arizona<br />
Beginning July 1, <strong>2017</strong>, employers must allow eligible employees to accrue paid sick leave. <strong>Employee</strong>s can use this leave to care for<br />
themselves or their family members; for reasons related to domestic or sexual violence, abuse or stalking; and for certain other<br />
reasons. Employers with 15 or more eligible employees must allow these employees to accrue at least one hour of paid sick leave<br />
for every 30 hours worked, up to a maximum of 40 hours per year, and use up to 40 hours of such accrued leave per year.<br />
Employers with fewer than 15 eligible employees must allow these employees to accrue at least one hour of paid sick leave for every<br />
30 hours worked, up to a maximum of 24 hours per year, and use up to 24 hours of such accrued leave per year. Employers can't<br />
retaliate or discriminate against employees because they exercise their rights under the paid sick leave provisions.<br />
California<br />
<strong>Employee</strong>s are eligible for paid sick leave if they work in California for the same employer for at least 30 days within a year after<br />
beginning employment. New employees can use accrued paid sick leave beginning on their 90th day of employment. Employers<br />
must provide paid sick leave to employees for the diagnosis, care or treatment of their or their family members' existing health<br />
conditions; preventive care for themselves or their family members; or purposes related to their status as a victim of domestic<br />
violence, sexual assault or stalking. Paid sick leave must accrue at a rate of at least one hour of leave for every 30 hours worked; on<br />
a regular basis with at least 24 hours of leave accrued by the 120th day of employment, each calendar year or each 12-month<br />
period; or at least 24 hours or three days of leave that can be used after the 120th day of employment. <strong>Employee</strong>s can determine<br />
how much paid sick leave they need to use, but employers can set reasonable minimum increments for using this leave. Accrued<br />
paid sick leave can be carried over to the next year of employment; however, employers can limit employees' use of this leave to 24<br />
hours or three days in each year of employment, calendar year or 12-month period. Employers are not required to allow employees<br />
to accrue more than 48 hours or six days of total paid sick leave if their right to accrue and use this leave is not unlawfully limited.<br />
Employers that give employees at least 24 hours or three days of paid sick leave at the beginning of each year of employment,<br />
calendar year or 12-month period are not required to allow them to accrue or carry over paid sick leave. Employers must provide<br />
paid sick leave to employees upon their oral or written request. If employees' need for paid sick leave is foreseeable, they must<br />
provide reasonable advance notice of this need. If it is unforeseeable, they must provide notice as soon as practicable. Paid sick<br />
leave is compensated at the same wage normally earned by employees during regular work hours. Employers must pay employees<br />
for sick leave no later than the payday for the next regular payroll period after this leave is taken. Employers are not required to pay<br />
employees for accrued, unused paid sick leave upon their termination, resignation, retirement or other separation from<br />
employment. Employers must reinstate this accrued, unused leave if these employees are rehired within one year after their<br />
separation date, unless it was paid out to them at the time of their separation from employment. Employers cannot deny employees<br />
the right to use accrued paid sick leave. They also cannot discharge, threaten to discharge, demote, suspend or otherwise<br />
discriminate against employees for using or trying to use accrued paid sick leave; filing complaints with the California Division of<br />
Labor Standards Enforcement; alleging violations of the paid sick leave provisions; cooperating in investigations or prosecutions of<br />
these alleged violations; or opposing policies, practices or acts that are prohibited by the provisions. It is presumed that employers<br />
violate the retaliation prohibition if they take these retaliatory actions within 30 days after employees engage in protected activities<br />
by filing complaints, alleging violations, cooperating in investigations or prosecutions or opposing prohibited policies, practices or<br />
acts.<br />
Illinois<br />
Employers that provide personal sick leave benefits must allow employees to use the benefits for absences due to a family<br />
member's illness, injury or medical appointment. Specifically, employees can use these benefits on the same terms that apply to<br />
using the benefits for their own illness or injury. Employers can limit this use to an amount that is at least what employees would<br />
earn or accrue during six months at their current rate. If employers base personal sick leave benefits on years of service instead of<br />
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annual or monthly accruals, they can limit employees' use of this leave to half their maximum annual accrual amount for absences<br />
due to a family member's illness, injury or medical appointment. If employers provide personal sick leave benefits or have a paidtime-off<br />
policy that provides the same benefits, they aren't required to modify these benefits. Employers can provide greater sick<br />
leave benefits than required by the sick leave provisions.<br />
Employers can't deny employees' right to use personal sick leave benefits as permitted. They also can't discharge, threaten to<br />
discharge, demote, suspend or otherwise discriminate against employees for using personal sick leave benefits; trying to exercise<br />
their right to use personal sick leave benefits; filing complaints with the Illinois Department of Labor; alleging violations of the sick<br />
leave provisions; cooperating in investigations or prosecutions of alleged violations of the sick leave provisions; or opposing<br />
policies, practices or acts that are prohibited by the sick leave provisions.<br />
Washington<br />
To be eligible for paid sick leave (“family care leave”), employees must have accrued and available sick leave or other paid time off.<br />
Eligible employees can use can use any earned leave provided for sickness, vacation or personal holidays under employers' policies<br />
or collective bargaining agreements to care for ill family members. Employers can count paid leave used for family care as federal<br />
Family and Medical Leave Act leave when the leave qualifies under both laws. Any certification or notification requirements that<br />
apply to the use of earned sick leave or other paid time off under employers' policies or collective bargaining agreements can apply<br />
when employees use paid leave for family care purposes.<br />
Eligible employees can elect to use any type of paid sick leave or other paid time off for family care purposes regardless of any<br />
restrictions under employers' policies or collective bargaining agreements that normally apply to choice of leave. However, leave for<br />
family care does not include benefits provided under employer disability plans or policies governed by the federal <strong>Employee</strong><br />
Retirement Income Security Act. Employers cannot threaten to discharge or otherwise discriminate against employees for<br />
exercising or attempting to exercise any family care leave right or filing a complaint, testifying or assisting in any proceeding<br />
related to Washington's family care leave provisions.<br />
Effective Jan. 1, 2018, employers must provide employees with at least one hour of paid sick leave for every 40 hours worked to care<br />
for themselves or their family members or for reasons related to employees or their family members being victims of domestic<br />
violence, sexual assault and stalking. If employees are absent for more than three days, employers can require them to verify that<br />
their use of paid sick leave is for an authorized reason. This requirement can't impose an unreasonable burden or expense on<br />
employees and can't exceed privacy or verification requirements under other laws. Employers can't discriminate or retaliate against<br />
employees because they exercise any rights under the paid sick leave provisions.<br />
SCHOOL OR DAY CARE ACTIVITY LEAVE<br />
California<br />
An employee who is the parent or guardian or grandparent of a child in kindergarten or grades 1 through 12, or of a child attending a<br />
licensed day care facility, may take up to forty (40) hours of leave per calendar year for the purpose of participating in activities of<br />
the school or licensed day care facility. This leave is limited to no more than eight (8) hours per calendar month. Prior to taking<br />
school or day care activity leave, employees must give reasonable advance notice to their supervisor of the need for the leave.<br />
<strong>Employee</strong>s taking school or day care activity leave shall utilize any accrued vacation. If no paid leave is available, the employee<br />
may take the time off without pay. <strong>Employee</strong>s shall be required to submit documentation from the school or licensed day care<br />
facility as proof that the employee did attend the school or day care activity on a specific date and time.<br />
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EMERGENCY RESCUE PERSONNEL<br />
California<br />
No employee shall receive discipline for taking time off to perform emergency duty as a firefighter, reserve peace officer or<br />
emergency rescue personnel. “Emergency rescue personnel” means any officer, employee or member of a fire department or fire<br />
protection or firefighting agency; or of a sheriff’s department, police department or a private fire department, whether a volunteer<br />
or paid worker. If you are participating as a volunteer firefighter, reserve peace officer or emergency rescue personnel, please notify<br />
your supervisor so the Company may be aware of the fact that you may have to take time off for emergency duty. In the event that<br />
you need to take time off for emergency duty, please alert your supervisor before doing so, where possible.<br />
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ADDENDUM #3- EQUAL EMPLOYMENT OPPORTUNITY<br />
HARASSMENT:<br />
California<br />
Employers must provide sexual harassment and abusive conduct prevention to all supervisory employees in California.<br />
Connecticut<br />
Employers with 50 or more employees in Connecticut must provide at least two hours of sexual harassment training to supervisory<br />
employees.<br />
Massachusetts:<br />
The Massachusetts Commission Against Discrimination and/or the U.S. Equal Employment Opportunity Commission may also<br />
investigate and process complaints of harassment or discrimination. In Massachusetts, the Boston office of the Massachusetts<br />
Commission Against Discrimination is located at One Ashburton Place, Room 601, Boston, MA 02108, and the U.S. Equal Opportunity<br />
Commission is located at JFK Federal Building, Room 475, Boston, MA 02203.<br />
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ADDENDUM #4- WAGE AND HOUR LAW<br />
OVERTIME COMPENSATION:<br />
California<br />
<strong>Employee</strong>s are considered to be nonexempt for overtime compensation unless they are specified under California's overtime<br />
provisions as exempt (such as executive, administrative or professional employees). <strong>Employee</strong>s who work more than eight hours a<br />
day, more than 40 hours a week or for seven consecutive days are entitled to premium pay.<br />
Employers must provide employees at the time of hiring with a written notice providing certain work details, including employees'<br />
basis of pay (hourly, weekly, by shift, pieces, salary, commission or otherwise); employees' regular rate of pay; and employees'<br />
applicable overtime premiums. Employers also must provide employees semimonthly or at the time of each wage payment with an<br />
accurate itemized written statement that provides certain pay details, including employees' gross wages earned; employees' total<br />
hours worked, except for employees whose compensation is solely based on a salary and who are exempt from overtime; and<br />
employees' net wages earned. Overtime pay is one-and-one-half times the regular rate of pay for hours worked in excess of eight<br />
per day or 40 per week. <strong>Employee</strong>s who work more than 12 hours a day must be paid double their regular rates of pay. In addition,<br />
employees must be paid one-and-one-half times their regular rate of pay for the first eight hours of work on the seventh day of work<br />
in any workweek, regardless of the number of hours worked during the previous six days; when employees work more than eight<br />
hours on the seventh day, they must be paid double their regular rate of pay for all hours worked over eight.<br />
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ADDENDUM #5- PAYROLL ADMINISTRATION<br />
PAY PROCEDURES:<br />
California<br />
Employers must pay wages immediately when they discharge employees. They must pay employees who quit and who do not have<br />
written employment contracts for specified time periods within 72 hours of quitting. They must pay employees who give 72 hours'<br />
advance notice of their intention to quit and who quit on the day given in the notice at the time the employees end their<br />
employment. When an employment contract or company policy provides for paid vacation, employers must pay vested vacation<br />
that is unused at the time of termination at the final pay rate. In addition, employers must pay unpaid wages, up to $5,000,<br />
immediately to deceased employees' surviving spouse or the guardian of the estate upon an affidavit or declaration under penalty<br />
of perjury; unpaid wages include payment for unused vacation time.<br />
Colorado<br />
Employers must pay wages immediately when employees are discharged. If employers' accounting unit is not regularly scheduled<br />
to be operational at the time of separation, payment must be made no later than six hours after the start of employers' next regular<br />
workday; however, if employers' accounting unit is located off the worksite, employers must deliver a check no later than 24 hours<br />
after the start of the employers' next regular workday. Employers must deliver a check to: the worksite, employers' local office or<br />
employees' last known mailing address. Employers must pay wages earned and unpaid at the time to employees who quit by the<br />
next regular payday; employers must deliver a check to such employees for wages due to one of these locations selected by<br />
employers: the worksite, employers' local office or employees' last known mailing address. Vacation pay only is required to be paid<br />
on termination when employers have a policy to provide vacation leave to employees. Employers must pay any wages or other<br />
compensation owed at the time of employees' death to certain family members as specified by law.<br />
Connecticut<br />
Employers must pay: wages to discharged employees on the next business day; employees who are laid off by the next regular<br />
payday; and employees who quit on the next regular payday. Employers can pay up to $20,000 in unpaid wages to deceased<br />
employees' spouse or next of kin upon application; employers also can pay unpaid wages to deceased employees' partner in a civil<br />
union. Employers can require appropriate waivers, bonds of indemnity or receipts for payment prior to paying owed wages. When<br />
an employment contract or company policy provides for accrued fringe benefits, employers must pay accrued fringe benefits that<br />
are unused at the time of termination; accrued fringe benefits include vacation, holidays, sick days and earned leave.<br />
Massachusetts<br />
Employers must pay wages immediately to discharged employees. Employers must pay employees who quit on the next regular<br />
payday or on the following Saturday if there is no regular payday. Special requirements apply to employee termination situations<br />
involving transfer of control of business entities. Employers can pay wages of up to $100 due to deceased employees who do not<br />
have a will to certain family members as specified by law.<br />
Minnesota<br />
Employers must pay wages immediately to most discharged employees; employers must pay wages within 10 working days to<br />
discharged employees who are entrusted with handling company money or property. Employers are considered to be in default if<br />
they fail to pay wages within 24 hours of demand in writing; demands for payment must be in writing but do not have to state the<br />
precise amount of unpaid wages or commissions. Wages must be paid in the usual manner unless employees request payment by<br />
mail; all wages mailed are considered paid on the date of the postmark.<br />
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Employers generally must pay employees who quit no later than the first regularly scheduled payday following the final day of<br />
employment unless employees are subject to a collective bargaining agreement with a different provision; employers must pay<br />
employees who were entrusted with handling company money or property within 10 calendar days of the day they quit. Wages not<br />
paid within the required time period become immediately payable upon the employees' demand. Employer policy determines when<br />
any benefits are due, such as vacation, sick leave and severance packages; benefits due must be paid within 30 days of when the<br />
due under such policy. In addition, employers must pay a surviving spouse up to $10,000 upon request unless a personal<br />
representative is appointed to the estate.<br />
Oregon<br />
Employers must pay employees who quit and who give at least 48 hours’ notice (excluding Saturday, Sunday and holidays) on the<br />
last day of employment; if employees do not give notice, wages are due within five working days or on the next regular payday<br />
(whichever is earlier). When employees are employed under an unexpired contract that provides for a definite period of work and<br />
quit with or without notice, all wages earned but not paid become due and payable on the next regularly scheduled payday. Upon<br />
employee request, wages can be forwarded by mail or directly deposited in employees' bank accounts. Employers must pay wages<br />
due up to $10,000 upon employee death to certain family members as specified by law.<br />
Texas<br />
Employers must pay wages in full to discharged employees no later than six calendar days after separation, and employers must<br />
pay employees who quit no later than the next regular payday. Vacation pay owed to employees under a written agreement<br />
between employers and employees or under employers' written policy is considered wages and payable on the same terms as other<br />
compensation.<br />
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ADDENDUM #6- SAFETY, SECURITY AND RISK MANAGEMENT<br />
SMOKING:<br />
Massachusetts<br />
Employers must prohibit smoking in all enclosed workplaces and enclosed areas open to the public. If certain conditions are met,<br />
employers can permit smoking in outdoor areas physically separate from enclosed work areas. Employers can't retaliate or<br />
discriminate against anyone who reports or provides information concerning violations of the Massachusetts smoking provisions<br />
to the Massachusetts Department of Public Health or any other Massachusetts agency that is responsible for enforcing the<br />
provisions. <strong>Employee</strong>s can obtain information on how to quit smoking from the Massachusetts Department of Health,<br />
www.mass.gov/dph/mtcp/home.htm, the American Cancer Society at www.cancer.org, Smokers Quit Line at 800-try-to stop (800-<br />
879-8678) and online at www.trytostop.org.<br />
New Jersey<br />
In an effort to maintain a healthy environment for company employees smoking a cigarette, cigar, pipe or any matter of substance<br />
that contains tobacco, including the chewing of tobacco by employees is not permitted on company property except in designated<br />
areas or in company vehicles. All suppliers, contracts and visitors are expected to comply with this policy and maintain the property<br />
as a smoke-free environment. This includes all outside areas and parking lots as well as any covered building. The designated<br />
smoking areas have appropriate smoking waste disposal receptacles and employees are expected to use them.<br />
WORKPLACE VIOLENCE:<br />
Arizona<br />
Employers can seek injunctions prohibiting workplace harassment. Employers and business entities can't establish, maintain or<br />
enforce policies or rules that prohibit anyone, including employees, from lawfully storing or transporting firearms in private vehicles<br />
or on privately owned motorcycles in parking areas if the firearms are inside locked vehicles or in locked containers attached to<br />
motorcycles and kept out of plain sight. However, employers and business entities can prohibit anyone, including employees, from<br />
storing or transporting firearms in vehicles or on motorcycles in parking areas if employers provide parking areas that have<br />
secured, monitored and restricted-access storage locations for keeping firearms which are readily accessible upon entering<br />
employers' or business entities' premises and allow immediate retrieval of firearms upon exiting employers' or business entities'<br />
premises.<br />
Florida<br />
Employers can't prohibit employees, customers or business invitees from keeping legally owned firearms that are lawfully<br />
possessed and locked inside or locked to vehicles in company parking lots when employees, customers or business invitees are<br />
lawfully in such areas. Employers can't make any verbal or written inquiries of employees, customers or business invitees as to<br />
whether firearms are inside or locked to vehicles in company parking lots nor can they search such vehicles to determine the<br />
presence of firearms. Employers also can't take any action against employees, customers or business invitees based upon verbal<br />
or written statements by anyone that concern firearms stored in private vehicles in company parking lots for lawful purposes. In<br />
addition, employers can't prevent or attempt to prevent employees, customers or business invitees from entering company parking<br />
lots because their vehicles contain legally owned firearms that are carried for lawful purposes and concealed within the vehicles.<br />
[Note: On Aug. 6, 2008, the U.S. District Court for the Northern District of Florida ordered a permanent injunction to block<br />
enforcement of these provisions only as they apply to customers and business invitees.]Employers can't condition employment<br />
based upon whether employees or applicants have permits that allow them to possess firearms or any agreements by employees<br />
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or applicants that prohibits employees from keeping legally owned firearms locked inside or locked to vehicles in company parking<br />
lots when the firearms are kept for lawful purposes. Employers also can't terminate or otherwise discriminate against employees or<br />
expel customers or business guests because they keep legally owned firearms or use firearms in the workplace solely in selfdefense.<br />
[Note: On Aug. 6, 2008, the U.S. District Court for the Northern District of Florida ordered a permanent injunction to block<br />
enforcement of these provisions only as they apply to customers and business invitees.]<br />
Illinois<br />
Employers generally can't prohibit employees or other persons from storing concealed firearms or ammunition in their private<br />
vehicle on employers' parking lot if such firearms are concealed in the glove box, trunk or other compartment and the vehicle or<br />
compartment are locked. <strong>Employee</strong>s and other persons can carry concealed firearms in the immediate area surrounding their<br />
private vehicle in employers' parking lot to store them in or retrieve them from the trunk.<br />
Minnesota<br />
Employers can't prohibit employees from the lawful possession of firearms in their cars parked in company parking lots.<br />
Tennessee<br />
Employers can't prohibit employees and other persons who hold a valid handgun carry permit from transporting and storing<br />
firearms or ammunition in their privately owned motor vehicle while on or using public or private parking areas if the vehicle is<br />
parked in an authorized area; the firearms or ammunition are kept from ordinary observation (excluding observation by another<br />
person or security device while securing the firearms or ammunition from observation in or on the vehicle); and they are in the<br />
vehicle or the firearms/ammunition are locked in its trunk, glove compartment, interior or securely affixed container. <strong>Employee</strong>s<br />
can't discharge or take other adverse action against employees solely because they transport or store firearms or ammunition in<br />
employer parking areas in compliance with the provisions on transportation and storage.<br />
Texas<br />
Employers can't prohibit employees from storing or transporting legally-owned firearms and ammunition that are lawfully<br />
possessed and locked in their private vehicles in employer parking lots, parking garages and other parking areas provided for<br />
employees.<br />
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SUMMARY<br />
This <strong>Employee</strong> <strong>Handbook</strong> has been prepared to inform you of the <strong>Flash</strong> <strong>Global</strong> (referred to as “<strong>Flash</strong>” throughout this handbook)<br />
philosophies, practices, policies and procedures and the benefits provided to you as a valued employee<br />
The topics in this <strong>Employee</strong> <strong>Handbook</strong> are to be considered as guidelines only.<br />
• The guidelines outlined in this document apply to all <strong>Flash</strong> employees.<br />
• Although <strong>Flash</strong> strongly believes in consistency and uniformity, we will continue to practice flexibility and discretion in<br />
decisions pertaining to the particular facts and circumstances which may arise. Because of the great variety of situations that<br />
may arise, <strong>Flash</strong> reserves the right to make decisions related to employment in a manner other than as provided in this<br />
handbook, if necessary.<br />
• <strong>Flash</strong>, at its option, may change, delete, suspend or discontinue any part or parts of any language included in this document at<br />
any time without prior notice as business needs, employment legislation, and economic conditions dictate.<br />
• No statement or promise by a manager, or employee, past or present, may be interpreted as a change in practice, nor will it<br />
constitute an agreement with an employee for employment for a specific period of time. All employment with <strong>Flash</strong> remains atwill.<br />
• The practices outlined in this <strong>Employee</strong> <strong>Handbook</strong> supersede any and all other documents regarding the same, whether written<br />
or oral. Please read the following statements, sign below and return this Receipt and Acknowledgement form to the Human<br />
Resources Department.<br />
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RECEIPT & ACKNOWLEDGEMENT<br />
(This acknowledgment must be signed and submitted to Human Resources for inclusion in your employee<br />
file)<br />
I have received and read a copy of the <strong>Employee</strong> <strong>Handbook</strong> and consent to all policies contained herein. I<br />
understand that the practices and benefits described in it are subject to change at the sole discretion of the<br />
organization at any time.<br />
I further understand that my employment is at-will, and neither <strong>Flash</strong> nor I have entered into a contract regarding<br />
my employment. I am free to terminate my employment with <strong>Flash</strong> at any time, with or without reason or<br />
advance notice. Likewise, <strong>Flash</strong> has the right to terminate my employment for any or no reason, with or without<br />
notice. No employee of <strong>Flash</strong> may enter into an employment contract for a specified period of time, or make any<br />
agreement contrary to this practice without the written approval from the CEO.<br />
I am aware that during the course of my employment confidential information may be made available to me, for<br />
instance, customer lists, product information, company finances, and other related information. I understand<br />
that this information is proprietary and critical to the success of <strong>Flash</strong>, and must not be given out or used<br />
outside of the organization or with non-company employees. In the event of termination of employment,<br />
whether voluntary or involuntary, I hereby agree not to utilize or exploit this information with any other individual<br />
or organization.<br />
My signature below certifies that I understand the at-will employment relationship between <strong>Flash</strong> and myself.<br />
I further understand that if I have any questions about the interpretation or application of any policies contained<br />
in the <strong>Handbook</strong>, I should direct these questions to the onsite supervisor.<br />
<strong>Employee</strong>’s Printed Name<br />
Position<br />
<strong>Employee</strong>’s Signature<br />
Date<br />
E M P L O Y E E H A N D B O O K<br />
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