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1PICSampleCompanyPoliciesAndProceduresJanuary2004PrintingIndustriesofCalifornia5800SouthEasternAvenue,Suite400P.O.Box910936LosAngeles,CA.90091-0936Cost-PICMemberFreeFebruary3,2004Non-Member$3002PURPOSEOFTHISSAMPLEPrintingIndustriesofCalifornia(PIC)recognizesthevalueofwell-writtencompanypersonnelpoliciesandprocedures.OvertheyearsPIChaspublishedsampleemployeehandbooklanguagecoveringbasicemploymentpolicies.Membershaveusedthislanguageasaguideincreatingwrittenpoliciesandprocedurescoveringthecompany’semploymentpracticesandphilosophies.Thispublication,likeothersbeforeit,doesnotclaimtobeall-inclusiveorafinalproduct.NewStateandFederallawsandlegaldecisionswillrequirethissampletobeupdated,alongwiththecompany'semployeehandbook,toreflectthesechanges.Further,eachcompanymustdevelopanemployeehandbook,whichreflectstheemploymentpracticesuniquetothecompany'soperationandphilosophies.Consequently,apublicationsuchasthissamplemustbeflexibleandopenendedtoaccommodatethesedifferencesinemploymentpracticesandphilosophies.Ininitiatingorrevisingyourcompanypersonnelpoliciesoremployeehandbook,donothesitatetocallDougMoore,VicePresidentofHumanResources,forassistance.Althoughanefforthasbeenmadetoprovidesamplelanguage,whichisconsistentwithapplicablelaw,employersusingthisorotherlanguagemaywishtohavealaborattorneyreviewtheiremployeehandbookbeforepublication.PICwouldliketoextendaspecialthankstotheEmploymentLawDepartmentatthelawfirmofSilver&Freedman.Theyhaveprovidedagoodportionofthelanguagecontainedinthissamplehandbookandreviewitscontentsfromtimetotime.(EDITOR’SNOTE:HEALTHBENEFITSFOREMPLOYEESONWORKERS’COMPENSATIONDISABILITYANDOTHERLEAVES)TheCaliforniaWorkers’CompensationAppealsBoard(WCAB)hasdecidedinNavarrov.A&AFarmingthatanemployerwhosepersonnelpolicyterminatedbenefitsafterastatedperiodcouldapplythepolicytopersonsontemporaryWorkers’Compdisability.A&AFarmingobtaineditscoveragefromtheWesternGrowersTrust,aCalifornialicensedMEWA,asisthePIASC,PINCandPIASDBenefitTrusts,soitisclearthatthedecisionappliestothosefirmswhoobtainhealthcoveragefromthePIASC,PINCorPIASDBenefitTrusts.FirmsthatdonotobtaintheircoveragefromtheBenefitTrustmayprobablyrelyonthesamedecision,butitislesscertain.Ifhealthcoverageceasesundersuchapolicy,affectedemployees(infirmsoftwoormoreemployees)becomeeligibleforCOBRAextension.Companiescanchoosetomakeemployerpaymentsformoreorlesstimethanthe12weekssuggestedinthesamplelanguagewiththefollowingexceptions:CompaniescoveredbytheFamilyandMedicalLeaveActmustpayforatleast12weeks,andallcompaniesmustpayforupto31daysforemployeesactivatedformilitaryservice.Thecompany’spolicyofpaymentsshouldbethesameforallleavesthecompanygrantssoasnottobediscriminatory.3TABLEOFCONTENTSPAGEIntroduction…………………………………………………………………………6HistoryofCompanyandMarketingServicesPerformed…………………………..6Foreword……………………………………………………………………………6YourIndustry……………………………………………………………………….7ReferenceChecks……………………………………………………………………7BackgroundChecksandConsumerReports….……………………………………7TermsofEmployment………………………………………………………………8EmployeeClassification…………………………………………………………….8IndependentContractor,AgencyTemporLeasedPersonnel……………………….9EmploymentofRelatives……………………………………………………………9Non–HarassmentPolicy……………………………………………………………9SolicitationandDistributionRule………………………………………………….11EqualEmploymentPolicy………………………………………………………….11ReasonableAccommodationforDisabilities,PregnancyandLactation……………..12ImmigrationReformandControlAct………………………………………………13Off-DutyEmployees……………………………………………………………….13ConflictofInterest…………………………………………………………………..13OffDutyConduct………………………………………………………………..13PersonalInvolvement…………………………..………………………………14AppearanceandCourtesy…………………………………………………………...14AdvancingWiththeCompany………………………………………………………14PerformanceEvaluations…………………………………………………………14Promotions………………………………………………………………………..14OpenDoorPolicy…………………………………………………………………….14Rumors……………………………………………………………………………….15CustomerProperty……………………………………………………………………15ConfidentialityandNon-Disclosure………………………………………………….15CompanyEquipmentMonitoring,AccessandInspection…………………………….16VoiceMail,E-mail&ComputerFiles………………………………………………..16HoursofWork–Workweek…………………………………………………………17ExcessiveTardiness/Absenteeism……………………………………………………18WorkingConditions………………………………………………………………….18PayDay…………………………………………………………………………..18HoursofWork……………………………………………………………………18TimeRecords…………………………………………………………………….18OvertimeAuthorizationandRequirement……………………………………….19HolidayPay………………………………………………………………………19VacationPay……………………………………………………………………..19SickLeavePay…………………………………………………………………..20OvertimePay…………………………………………………………………….21ReportingTimePay………………………………………………………………22Uniforms………………………………………………………………………….224MealPeriod…………………………………………………………………….…22BreakPeriods………………………………………………………………………23InsurancePrograms(RequiredbyLaw)……………………………………………..23Workers'Compensation………………………………………………………….23Workers'CompensationFraud…………………………………………………..23StateDisabilityInsurance……………………………………………………….23PaidFamilyLeaveInsurance……………………………………………24StateUnemploymentInsurance………………………………………………...24FederalSocialSecurity(F.I.C