INTRODUCTION
YOUR EMPLOYMENT WITH US
REMUNERATION AND BENEFITS
LEAVE
ABSENCE FROM WORK AND LATENESS
BEHAVIOR AT WORK
HEALTH, SAFETY, WELFARE AND HYGIENE
WHISTLE BLOWING POLICY
DISCIPLINARY PROCEDURES
GRIEVANCE PROCEDURE
HARASSMENT PREVENTION
ANTI BULLYING
EQUAL
SEPARATION
We would like to wish you every success during your employment whether you recently joined us or whether you are an existing employee. We hope that your experience working here will be positive and rewarding.
This Employee Handbook is designed both to introduce you to our organization and to be of continuing use during your employment.
We ask that you study carefully the contents of this Employee Handbook as, in addition to setting out our rules and regulations, it also contains information on some of the main employee benefits that may be available to you and the policies and procedures relating to your employment. If you require any clarification or additional information please refer to your Line Manager.
Please note that we provide equal opportunities and are committed to the principle of equality in accordance with legislative provisions. It is an expectation that our employees support in implementing these polices. We will not condone any unlawful discriminatory act or attitude in the course of your employment or in your dealings with our customers, suppliers, contract workers, members of the public or with fellow employees. Acts of unlawful discrimination, harassment or victimization will result in disciplinary action.
General amendments to the Employee Handbook will be issued from time to time.
At the commencement of your employment, you will be requested to complete an induction. During the induction you will meet your new team, and receive important information relating to your employment.
At the commencement of your employment, you will receive any training necessary for your role. As your employment progresses you may assume new responsibilities. You will be provided with the necessary training to support this and ensure you can complete your work responsibilities. If you feel you need any further training at any time during your employment to enable you to carry out your job properly, we encourage you to discuss this with your Line Manager.
We will complete performance reviews with a view of maximizing your potential within King Living. The review will be an opportunity to discuss your role and to identify where you excel, where you need any further help or guidance, and if appropriate, agree future objectives.
It is important that we have up to date and accurate records for you, such as telephone number, address, next of kin name and address, bank details etc.; therefore, if any of the details which we hold change, we ask that you notify us, in writing, as soon as possible.
During your employment, you are required to immediately report to King Living any convictions or offences with which you may be potentially or have been charged.
Whilst you have been employed in a particular job role, we may need you to carry out various duties outside of this role and it is a condition of your employment that you do so when required. We will only ask you to perform duties which we feel you are capable of performing.
To ensure the effective and efficient running of the Company as a whole, you may need to work at locations other than ones you are accustomed to and it is a condition of your employment that you do so when requested. If you have any concerns with complying with any request, please discuss your reasons with your Line Manager.
We will reimburse you for any reasonable expenses incurred whilst travelling on our business. The rules relating to travelling expenses will be issued separately. You must provide receipts for any expenditure.
Your normal rate of pay, frequency and method is detailed on your Employment Contract. You will receive a pay slip showing the total amount of pay that has been calculated. It will also show the deductions that have been made and the reasons for them.
Any pay queries should be raised with your line manager in the first instance.
If any overpayments are made, for whatever reason we will inform you as soon as possible of the amount and reason for the overpayment. We will then deduct the amount overpaid from the first payment to you after discovery of the overpayment, unless otherwise agreed. If you are overpaid at any time, you must inform your Line Manager immediately. Failure to do so could be regarded as a disciplinary offence.
Deductions will also be made by us if a court order is in place instructing us to do so, or for any other amount we are contractually allowed to deduct or to which you agree.
Salaries are typically reviewed annually, and any increase is at our discretion. The review does not imply an automatic increase in salary.
Timesheets should be completed in full and signed. They should be submitted as instructed to your Line Manager for checking and countersigning, for all work completed up to the day before submission.
Failure to submit fully completed timesheets within the specified timeframe could result in incorrect or delayed payments being made to you.
If you are found to have deliberately entered incorrect details on your timesheet, or have completed a timesheet on behalf of any other person, this could be regarded as gross misconduct and could lead to your summary dismissal.
If we are unable to provide you with work we may need to lay you off for a period of time or reduce your working week whilst we try to resolve the situation. If you are laid off work, you will receive either statutory guarantee pay or your normal basic wage, whichever is the lower, for up to five days (pro-rata) of lay off. After this period, there will be no entitlement to payment for any days not worked. We will normally only invoke this right as a last resort and for as short a time as necessary. Your continuity of employment with us will be protected during such a situation.
We will reimburse you for any reasonable expenses incurred where these are authorized by your Line Manager. You must provide receipts for any expenditure.
You are required to ensure that the use of any King Living card and/or bank accounts is limited to business related expenses and is completed in a safe and secure manner.
You will be eligible to participate in the Company’s benefits program, which includes the following:
Employee & Family & Friends Discount
King Living is committed to providing its employees as well as their family & friends with the opportunity to experience the King difference first-hand by purchasing products at significantly discounted prices. Please refer to the King Living Staff Discount Policy for further information.
Performance Related Bonus and Commission Scheme
You are eligible to take part in our bonus and commission scheme, details of which will be issued separately.
Healthcare plan and benefits
• Medical Coverage: Comprehensive health insurance plans to cover medical expenses, including doctor visits, hospital stays, and prescription drugs.
• Dental Coverage: Insurance for preventive, basic, and major dental services.
• Vision Coverage: Coverage for eye exams, glasses, and contact lenses.
Employees can choose to contribute a percentage of their salary to their 401(k) account, up to the annual contribution set by the IRS. King Living offers to match employees’ contributions up to 5%.
Paid Time Off (PTO)
• Vacation Leave: Paid time off for rest, relaxation, and personal activities. 12 days’ vacation leave per annum.
• Holidays: Paid days off for nationally recognized holidays for those eligible
Employee Assistance Program (EAP)
King Living provides confidential counseling and support services for employees and their families. We believe in the importance of mental health, and we all need a support system to lean on. You and your eligible dependents have access to a variety of professional support resources and tools through the TELUS Health Employee Assistance Program (EAP).
Your EAP can help you find solutions to the challenges you face at any age and stage of life. You and your eligible dependents can access confidential support in a way that is most suited to your preferences, comfort level and lifestyle. We encourage you to use EAP anytime you need it. Please reach out to your line manager or the P&C team for more information.
• Continuous learning and development opportunities as well as access to the global Go1 training platform
We provide a team room for your use, which includes items like a fridge/freezer, toaster, toaster oven, coffee, tea, sugar milk. We expect our employees kept this area clean and tidy at all times.
Employee Referral Program
King Living regularly seeks exceptional professionals to join our team. We believe that our employees are among the best sources of new talent, and we encourage employees to refer qualified applicants for open positions. When these referrals are successful, King Living will reward the employee who made the recommendation for the new hire.
Vacant positions for which King Living is conducting a search will be communicated to all employees each fortnight.
Employees are encouraged to review new job postings to determine whether they know of any suitable candidates. Employees who wish to refer a qualified applicant for a posted position are asked to complete an Employee Referral Form Employee Referral Form
Please refer to the King Living Employee Referral Policy for further information.
All permanent employees will accrue paid vacation leave. Paid vacation leave will accrue up until a maximum of 12 days per calendar year.
Paid vacation leave does not accrue during unpaid leaves of absence or other period on inactive service.
Paid vacation leave must be taken in full-day increments.
We believe that your holidays from work are an important aid to balancing your working life with your life away from work and for health reasons. We encourage you to take your full entitlement each year. Any accrued unused vacation leave will be carried forward to the next year. Accrued unused vacation leave will be paid out upon termination, resignation, retirement, or other separation of employment in accordance with applicable federal and state law.
You should complete a leave form each time you wish to utilize your paid vacation leave. You will be notified as soon as possible if you are authorized to take the time off work on your preferred dates. Requests for time off will not be unreasonably refused, however due consideration will need to be given to the impact of your absence on the Company.
We strongly advise that you ensure you have obtained authorization to take the time off before you commit yourself outside of work. If, for example, you book a holiday with a travel company and we cannot support your request for time away from work, we will not be held accountable for any monies you stand to lose as a result. If you choose to take the time away from work irrespective of the fact that your request has been refused, we will treat this as a disciplinary offence and will invoke our disciplinary procedures. We recommend that you submit your request as early as possible to avoid disappointment. In any event, we require a minimum of four weeks’ notice, unless this is not possible due to unforeseen circumstances, and due consideration will be given to your request.
You may need to save sufficient days from your annual holiday entitlement to take over the Christmas and New Year period. You will be notified of the dates each year. If you have not accrued sufficient holidays to cover this period, this period of leave will be unpaid.
All permanent employees will accrue paid sick leave commencing on the first day of employment. Paid sick leave will accrue in line with relevant federal, state and local laws. Employees may carry over accrued unused paid sick leave per calendar year. Accrued unused paid sick leave will not be paid out upon termination, resignation, retirement, or other separation of employment.
Employees may use paid sick leave for themselves and their family members:
• For diagnosis, care or treatment of an existing medical condition; and
• For preventive care.
Employees may also use paid sick leave if the employee is a victim of domestic violence, sexual assault or stalking and time off is needed to:
• Obtain or attempt to obtain any relief (e.g., temporary restraining order, restraining order or other injunctive relief) to help ensure the health, safety or welfare of the employee or their child;
• Seek medical attention for injuries caused by domestic violence, sexual assault or stalking;
• Obtain services from a domestic violence shelter, program or rape crisis center as a result of domestic violence, sexual assault or stalking;
• Obtain psychological counseling related to an experience of domestic violence, sexual assault or stalking; or
• Participate in safety planning and take other actions to increase safety from future domestic violence, sexual assault or stalking, including temporary or permanent relocation.
For purposes of this policy, “family members” include a:
• Spouse;
• Biological, adopted or foster child, stepchild, legal ward or child to whom the employee stands in loco parentis;
• Biological, adoptive or foster parent, stepparent, or legal guardian of an employee or the employee’s spouse or registered domestic partner, or person who stood in loco parentis when the employee was a minor child;
• Sibling;
• Grandparent;
• Grandchild;
• Registered domestic partner (as defined by state or local law), as well as the child or parent of a registered domestic partner; and
• A designated person.
For purposes of this policy, a “designated person” means a person identified by the employee at the time the employee requests paid sick and safe time. Employees are limited to one designated person per 12-month period.
The definition of “child” applies regardless of the child’s age or dependency status.
When the need for paid sick leave use is foreseeable, employees must provide reasonable advance written notice to their Line Manager for any absence from work. If the need for paid sick leave is unforeseeable, employees must provide notice to their Line Manager of the need to use the time as soon as practicable.
The Company will keep confidential an employee’s or their covered family member’s health information or information related to domestic violence perpetrated against or sexual assault of the employee or employee’s covered family member. Such information will not be disclosed except to the affected employee or as required by law.
Many states and localities require employers to provide their employees with additional leaves of absence, such as pregnancy disability leave, bone marrow donor leave and school activities leave. Please check the applicable state supplement to this Employee Handbook for additional information and contact People and Culture with any questions.
Both state and federal law provide employees with the right to take leave in order to serve in the military. At the federal level, military leave rights are governed by the Uniformed Services Employment and Reemployment Rights Act of 1994, commonly referred to as USERRA. This policy first discusses military leave under USERRA and then describes additional military leave rights provided under California law.
If an employee plans to request leave based on military service, they should contact People & Culture for information on any additional rights or requirements, if applicable, under state law.
The Company provides unpaid military leaves of absence to employees who serve in the uniformed services as
required by USERRA. The “uniformed services” are defined as the Army, Navy, Marine Corps, Air Force, Coast Guard, Army National Guard, Air National Guard, Commissioned Corps of the Public Health Service and any other category of persons designated by the President of the United States in time of war or national emergency. The “uniformed services” also include participants in the National Disaster Medical System when activated to provide assistance in response to a public health emergency, to be present for a short period of time when there is a risk of a public health emergency or when they are participants in authorized training.
Service consists of performing any of the following on a voluntary or involuntary basis: active duty, active duty for training, initial active duty, inactive duty training, full-time National Guard duty, state active duty for a period of 14 days or more, state active duty in response to a national emergency declared by the President under the National Emergencies Act or in support of a major disaster declared by the President under Section 401 of the Stafford Act, absence from work for an examination to determine fitness for such duty, and absence for performing funeral honors duty.
For purposes of this policy, “state active duty” means training or other duty, other than inactive duty, performed by a member of the National Guard of a state, under the authority of the Governor of a state. It does not include duty performed under federal authority (such as Title 10 or Title 32), nor duty for which the National Guard member is entitled to pay from the federal government.
A “state” includes the several states of the United States, the District of Columbia, Puerto Rico, Guam, the Virgin Islands and other United States territories.
Total military leave time may not exceed five years during employment, except in certain, defined circumstances.
Employees must provide advance notice of leave to their supervisor, preferably in writing, unless giving notice is impossible or unreasonable or notice is prohibited by military necessity (which is defined by the United States Department of Defense). When notice is required, employees must provide as much advance notice as possible.
Accrued, unused vacation or paid time off (PTO) will be paid during military leave at the employee’s request.
After 30 days of continuous military leave, employees may elect to continue their health plan coverage at their own expense for up to 24 months or during the remaining period of service, whichever is shorter.
In order to be eligible for reinstatement, an employee must have provided advance notice of the need for military leave (where required) and have completed their service on a basis that is not dishonorable or otherwise prohibited under USERRA.
Employees whose military service is for 30 days or fewer must report back to work at the beginning of the first full, regularly scheduled workday following completion of service, after allowing for a period of safe travel home and eight hours of rest.
Employees whose military service is for 31-180 days must apply for reemployment within 14 days after completing service.
Employees whose service is 181 days or greater must apply for reemployment within 90 days after completing service. In general, an employee returning from military leave will be re-employed in the position and seniority level that the employee would have attained had there been no military leave of absence. If necessary, the Company will provide training to assist the employee in the transition back to the workforce.
Vacation benefits do not continue to accrue during a military leave of absence. An employee returning from military leave is entitled to any unused, accrued vacation benefits the employee had at the time the military leave began minus any vacation benefits the employee chose to use during the leave. Upon reinstatement, the employee will begin to accrue vacation benefits at the rate they would have attained if no military leave had been taken.
You should arrive at work in sufficient time to start working at your normal starting time. Whilst we understand that on limited occasions, unexpected occurrences may impact your ability to attend work, or may cause you to arrive late. Lateness and absence have an adverse impact to both the King Living and other employees and we trust that you will take a positive approach to punctuality and attendance at work.
If you are unable to attend work, or get to work by your expected starting time, you should notify us as soon as possible and at least one hour before your expected start time, to allow us to take the necessary action to cover your absence and minimize any impact it may have.
In the first instance call your Line Manager to inform them of your absence from work.
If your line manager is unavailable, ensure you speak with another member of the team. You should inform us of the reason for your absence and how long you expect to be away from work. We will then agree with you any further reporting procedures you may need to comply with prior to your return to work.
Failure by any employee to notify their Line Manager in accordance with this procedure may be considered an unauthorized absence and result in the employee being on unpaid leave for the period of absence and to disciplinary action. Repeated offences many result in disciplinary action.
Your doctor may feel that it is appropriate to suggest that whilst you are unable to carry out your job in its current form, you may be fit for work with some adjustments. If so, your Line Manager will discuss your doctor’s recommendations with you and where possible we will consider reasonable adjustments.
You should notify your Line Manager the day before your return to allow them to give sufficient notice to cancel any arrangements we may have made with any individual to cover your workload during your absence. If you arrive for work without such notification, we may send you home from work for the day without pay. If you have been suffering from any contagious or infectious disease you should ensure that your doctor is happy for you to return before you do so.
Upon your return to work you will be required to attend a return-to-work interview.
If you are absent for a period in excess of seven calendar days, (irrelevant if these constitute your normal working days or not) you should provide us with a medical certificate from your medical practitioner. Such medical certificates should then be forwarded to us on a regular basis to cover the whole period of your absence. If your absence is for a period of seven calendar days or less, you may be required to complete a Self-Certification of Absence form on the first day of your return to work. The above documentation is required irrelevant of whether or not you qualify for any payment during your absence.
Your line manager may also complete a RTW conversation with you to ensure your fitness to return to work particularly after illness or injury. This will allow them to understand if there are any accommodations, adjustments, or support required to ease your transition back to work.
Dependent upon your circumstances, you may be eligible for sick pay during your absence, in line with current legislation. However, if you fail to follow our procedures for reporting and certifying your absence without good reason, we may withhold payment of any contractual sick and injury payments and/or may treat it as a disciplinary matter.
Submission of medical certificates, although validating your reason for absence, will not necessarily prevent us from taking appropriate action, including invoking the disciplinary process, if we feel your cumulative absence from work is excessive.
Depending upon the circumstances of your absence/s from work, we may ask you to allow us to approach your medical practitioner or another member of the medical profession with a view to obtaining further information on your condition. We may then consider if there are any reasonable adjustments which we could implement to help you to improve your attendance. It may be necessary, if acceptable solutions cannot be found, to terminate your employment with us, in line with current legislation.
If you qualify for sick pay this will be paid to you at times and in the manner you would normally receive your pay. Failure to supply the relevant certification of absence will result in non-payment of sick pay. If you pursue a claim for compensation from any person, company or other entity for the injury or illness you incurred, you should consider including loss of income in the claim as we reserve the right to recover any sick pay we made to you during your absence from work from any compensation which may be awarded to you.
At King Living we acknowledge that our employees are our biggest ambassadors. Your conduct and presentation while working for us directly influence how clients, customers, the public, and other individuals perceive our company.
It is essential that all our employees maintain high standards of personal hygiene and grooming. Clothes appropriate to your job role must be worn at all times whilst at work. Please refer to the King Living Dress For Your Day Policy for further detail.
All clothing worn to work should be kept clean and tidy at all times. Where required, you must iron your clothing prior to wear. Where items of uniform, work-wear or PPE are provided, you must wear these whilst at work and they should be clean and tidy.
If you arrive for work in a manner that does not comply with this policy, your Line Manager will advise you that you are not dressed or groomed appropriately to perform your duties. As a result, you may be asked not to wear the inappropriate item again or may be sent home to change with any resulting lost time being unpaid.
Any deliberate or persistent breaches of this policy may result in disciplinary action.
If you are in any doubt whether any aspect of your appearance or attire is appropriate for your job role you should discuss this with your Line Manager.
Upon termination of employment, you must return any uniform and personal protective equipment issued to you. Failure to return your uniform and personal protective equipment within seven days will result in the cost of the items being deducted from any monies outstanding to you.
Whilst we understand that you have a right to a private life and would not wish to impede on that, it is also important that, when attending work, you are fit to do so. Therefore, if we suspect that you attend work still under the influence of alcohol or any drug which has been consumed or taken prior to you commencing work, we may send you home for the remainder of the day without pay. Such events may also result in disciplinary action.
Possession or consumption of alcohol or drugs during your working hours is strictly forbidden. If you are found to have done so you will be subject to disciplinary action.
If you are prescribed any medication by a medical professional, or you are taking any ‘over-the-counter” medication which may affect your performance at work, you must notify your Line Manager so that appropriate action may be taken, if necessary, to ensure the safety of yourself or any other person.
Dispensing, distributing, possessing, using, selling or offering to buy controlled drugs at work is prohibited. Any such activity (including reasonable suspicion of it) on the King Living premises may be reported immediately to the police and will incur the disciplinary process. We consider such actions to be gross misconduct.
Any employee who is required to drive in the course of their employment must not drink immediately before driving and must not take any drugs or medication that would impair your driving. You must be satisfied that you are competent to drive and would not be in breach of any law or regulation in doing so. Driving on Company business whilst under the influence of alcohol in excess of the legal limits will be considered to be gross misconduct.
If you are taking any prescription or over the counter drugs and are unsure if you should drive you should talk to your doctor, pharmacist or healthcare professional in addition to notifying your Manager.
King Living telephones are for business use only. Whilst we appreciate that you may wish to make or receive occasional personal calls, these must be kept to an absolute minimum and only when authorized.
If you are issued with a Company mobile phone, the same rules apply. You must also take great care with such items. If the phone is lost, stolen or damaged because of your negligence or malicious action then we will again deduct the cost from any monies owing to you by the Company and may also invoke the disciplinary process.
Personal mobile phones and other personal devices should be kept on silent during normal working hours and only used during authorized breaks. Under no circumstances should the use of any mobile phone, whether personal or Company owned, be allowed to compromise the safety of yourself or others.
Business calls may be recorded for training and monitoring purposes recordings may be used against you in disciplinary proceedings. Call recordings will be securely stored and only authorized personnel will have access to them.
Friends and family must not be in the workplace, unless approved in advance by the Employer, due to an emergency or for genuine business reasons. It is your responsibility to ensure that friends and family are not in the workplace for longer than necessary.
Unless specifically authorized to do so by senior management, you are not permitted to give comment in relation to King Living or any matters pertaining to King Living to the media or any government or regulatory agency. Media related enquiries are to be addressed to the marketing team and government/regulatory related requests are to be addressed to the financial controller.
You should notify your Line Manager if your comment is sought by any media agency or if a government/regulatory agency contacts you in relation to any matter.
If you intend to sell any items whilst at work, permission must first be given by your Line Manager. No pressure should be put on any member of staff to buy any items. Under no circumstances may you sell any item to any customer or client or sell any item which could be seen to be working in competition with us. Authorized items may only be sold on our premises during recognized breaks.
Whilst we will not unreasonably object to small occasional collections for birthdays etc., you must first obtain permission from your Line Manager before arranging any collection to enable us to ensure that the nature of the collection and the number and frequency of collections does not become a burden to any employees. We will not normally allow clients or customers to be approached to add to any collection.
Whilst we understand that accidents do happen, we expect that you should take all reasonable care with all Company, clients/customers, or any third party’s property. Therefore, If we suffer any loss or damage to any property or stock or equipment which is due to your failure to follow our rules or procedures, or your deliberate vandalism, or unreasonable carelessness or neglect, then we will deduct the cost of repair or replacement of any item from your wages.
If we suffer any loss, fine or cost due to your actions and failure to follow our rules, procedures or legal requirements, or your carelessness or neglect, then we will deduct the cost of the loss or fine from any money owed to you by the Company.
We request that you do not bring any of your own unnecessary personal property with you during working hours. Any personal property that you do bring with you is your own responsibility and the Company will not accept any liability for any loss or damage that is caused to your personal property.
An efficiently run Company is our aim and we expect you to help us achieve this goal. You play an important role in ensuring that we operate in a cost-effective and efficient manner. In particular, we expect that you handle all stock and property etc. with care to minimize any loss or damage. You should always try not to waste energy by leaving any unnecessary lighting, heating or equipment turned on when not in use and that, if your job role is quiet or you have a downturn in work, you help other colleagues as appropriate. If there is no work of your own available for you to complete, then you should contact your Line Manager who will delegate work as appropriate.
Under no circumstances should you take any action which may compromise the health or safety of yourself or others.
While we do not prohibit employees from holding other jobs, the following types of outside employment are prohibited:
• Employment that conflicts with an employee’s work schedule, duties or responsibilities or creates an actual conflict of interest.
• Employment that impairs or has a detrimental effect on an employee’s work performance.
• Employment that requires an employee to conduct work or related activities on company property, during company working hours or using company facilities and/or equipment; and
• Employment that directly or indirectly competes with our business or interests.
In addition, employees may not work for any client or customer outside of regular work hours without the express approval of the employer or a designated representative.
If an employee engages in outside employment, they may not:
• Use King Living’s name nor allude to their position with us in any way in connection with their outside employment, unless specifically approved by your Line Manager in writing.
• Use company property or services, including supplies, computers, phones, mail or internet to conduct workrelated tasks on behalf of the outside employer; or
• Disclose or otherwise use in their outside employment any business information that is proprietary and confidential to King Living. Employees must comply with our Confidentiality Policy.
For the purposes of this policy, self-employment is considered outside employment.
We do not assume any responsibility for employees’ outside employment. Specifically, we do not provide workers’ compensation coverage or any other benefit for injuries occurring from, or arising out of, outside employment.
If an employee’s outside employment adversely affects their job performance, such as preventing them from carrying out their job duties, then disciplinary action, up to and including termination, may be appropriate.
Any discrepancies with regard to cash handling must be reported immediately to management. Under no circumstances should any cash be removed from the till other than as change for purchases or to transfer cash from the till as instructed by your Line Manager.
All required paperwork and payments/money must be returned to the office at the end of each day or when advised and discussed with the Line Manager. You are responsible for the security of all payments and money until handed to management. When submitting payments/money, you must adhere to all of King Living’s invoicing and payment procedures.
Where available you are able to park your personal vehicles in the designated staff parking area. You may seek guidance on parking options if you are unable to find suitable parking arrangements. Employees shall arrive with adequate time prior to their shift to enable suitable parking to be located.
You should behave at all times with respect and courtesy to our customers. Under no circumstances should you serve any item free or charge or at a reduced price without prior authorization from your Manager or in line with company direction. If you are found to have done so, the difference between the full price and the reduced price will be deducted from any monies owing to you and you will be subject to disciplinary action.
Smoking, including the use of electronic cigarettes, is not allowed on our premises or at any public entrance to our premises. Smoking is only allowed in the designated outside area and only during your authorised break times. After smoking, you should ensure that you wash your hands and take whatever steps are reasonable to ensure that you do not return to your workplace smelling of smoke. Your failure to comply with these rules may result in disciplinary action.
We aim to build and maintain a relationship characterized by mutual trust and respect. Whilst the vast majority of employees are trustworthy, there may occasionally be employees who do not maintain the same high standard of integrity. It is important that these employees are correctly identified in order to preserve the relationship that the Company enjoys with trustworthy employees.
We have a contractual right to carry out searches of employees in the workplace both to identify any wrongdoing and also to protect the integrity of innocent persons.
All searches will be carried out with regard to the Company’s policies on Equal Opportunities and Bullying and Harassment. Searches will be carried out in private and we will always try to ensure that the search is carried out by a member of the same sex as the employee being searched, or that the person carrying out the search is accompanied by a member of the same sex to witness the search.
All searches will be witnessed by a senior member of staff and, you have the right to be accompanied by a colleague of your own choosing who is on site at the time of the search. We may, for example, ask you to empty your pockets, bag, drawers or cabinets and to remove your coat, jacket, shoes or other outer clothing. If you have a vehicle parked on our premises, then we may ask you to open your car boot and doors to allow us to view the contents.
At no time will the person conducting the search touch you or your property.
A written record will be made of each search, including:
1. The time and date of the search;
2. The reason for the search;
3. Names of those present; and 4. The outcome of the search.
This record will be signed by all parties present.
Failure to consent to a search without reasonable justification may be treated as a breach of contract and could lead to disciplinary action, which, dependent upon the circumstances could result in your dismissal.
Cameras may be installed on our premises primarily for ensuring the safety of staff and customers and also for the purpose of detecting and preventing crime.
CCTV cameras will not be operated in toilets, private offices or changing rooms, unless this is necessary to gather information which could not reasonably be gathered by any other means. CCTV will be used in this way only where it is a proportionate means of achieving the aim in the circumstances.
Covert CCTV will only ever be set up for the investigation or detection of crime or serious misconduct. The use of covert CCTV will be justified only in circumstances where the investigator has a reasonable suspicion that the crime or serious misconduct is taking place and where CCTV use is likely to be a proportionate means of securing evidence.
CCTV evidence may be used against you in disciplinary proceedings and if so, you will be given a chance to see and respond to the images in these circumstances.
Images from CCTV footage will be securely stored and only authorized personnel will have access to them. The images will be retained only long enough for an incident to come to light and any investigation to be conducted.
Any information that has been acquired by you regarding our business, our clients or customers, suppliers, associated companies, or any other persons or bodies with whom we have dealings of any sort (and which has not been made public by us or with our express authority) shall be treated as confidential information.
You must not disclose any such information either during your employment with us or after termination of employment without our prior written consent (except as required by law).
You should take all steps to safeguard any such information. This includes all documentary information held on any medium. Upon termination of employment, or at any other time when so requested, any information which you hold in written form or stored on any kind of storage device, must be returned to us.
Care must be taken when discussing our business that you cannot be overheard (e.g. in corridors, on the telephone etc.).
Breaches of confidentiality will be dealt with using our disciplinary procedures and, dependent upon the circumstances, may be regarded as Gross Misconduct, which could lead to your summary dismissal.
Employees must be free from conflicts of interest at work to avoid any adverse effects on their judgment, objectivity or loyalty to the Company. Although employees are of course free to engage in meaningful activities outside of their jobs, any potential conflict of interest raised by business, charitable, financial or any other activities must be disclosed to an employee’s supervisor immediately upon discovery of the conflict. This policy applies to all employees.
Employees are expected to devote their full efforts and attention to the performance of their jobs. Employees are expected to use good judgment, adhere to high ethical standards and avoid actual or potential conflicts between the employee’s personal interests and the interests of the employer. We strive to maintain our reputation as an honest and prudent business. Monitoring conflicts of interest, we will not interfere with employees’ Section 7 rights to organize or engage in protected concerted activity under the National Labor Relations Act (NLRA).
The following are examples of prohibited conflicts of interest:
• Acting as a director, officer, consultant, agent or employee of a supplier, customer, competitor or any entity that engages in business with the Company;
• Owning a material interest in or being a creditor of or having other financial interest in a supplier, customer, competitor or any entity that engages in business with the Company;
• Receiving from or giving to any supplier, customer or competitor gifts, gratuities, special allowances, discounts or other advantages not generally available to employees of the Company;
• Having any significant direct or indirect personal interest in a transaction involving the Company;
• Conducting outside activities that materially detract from or interfere with the full and timely performance of an employee’s services for the Company; or
• Influencing transactions involving purchases, contracts or leases in a way that would have a negative impact on the Company.
If an employee has or is considering the assumption of a financial interest or outside employment relationship that might involve a conflict of interest, or has questions concerning the proper application of this policy, the employee should promptly discuss the matter with their Line Manager and refrain from any exercise of responsibility that might reasonably be considered to be affected by any adverse interest.
Failure to disclose a conflict or potential conflict may constitute grounds for disciplinary action.
King Living is committed to, and accept, our responsibilities for ensuring, so far as is reasonably practicable, the health, safety, welfare and wellbeing at work of all employees and to ensuring that the Health and Safety of visitors, contractors and the general public are not affected as a result of the activities of our Company. This is fully in keeping with the requirements of the OSH act of 1970 and other relevant legislation.
We take safety seriously and we will set clear action plans to improve our performance. Everybody in the company must ‘play their part’ so if you see something that is unsafe, ‘don’t walk by’, take appropriate action. Remember that Health and Safety is not just the responsibility of management, but for everyone who works for the Company.
You must not take any action that could threaten the health or safety of yourself, other employees, customers or members of the public.
Protective wear and other equipment that may be issued for your protection because of the nature of your job must be worn and used at all appropriate times. Failure to do so could be a contravention of your health and safety responsibilities. Once issued, this protective wear/equipment is your responsibility.
Any accident or incident at work, no matter how small, should be reported by completing an Incident Report Form located under Compliance in Employment Hero. It is important that all accidents are recorded as the entries will be monitored by the Company so that we can take all necessary steps to ensure that all our employees and any visitors to our premises are as safe as possible from the risk of harm.
More serious accidents, and any accident to a visitor on our premises, should also be brought to the attention of your Line Manager as soon as possible.
You must ensure that you are aware of our fire and evacuation procedures and the action you should take in the event of such an emergency.
If you arrive for work and, in our opinion, you are not fit to work, we reserve the right to exercise our duty of care if we believe that you may not be able to undertake your duties in a safer manner or may pose a safety risk to others, and send you away for the remainder of the day with or without pay and, dependent on the circumstances, you may be liable to disciplinary action.
To ensure a safe environment for employees and visitors, King Living prohibits the possession, transportation, storage or presence of firearms or other dangerous weapons in the workplace, including company-owned or leased vehicles. This policy prohibits the possession of concealed weapons as well as weapons carried openly. A “firearm or other dangerous weapon” includes:
• Any device from which a projectile may be fired by an explosive;
• Any simulated firearm operated by gas or compressed air;
• Ammunition;
• Metal knuckles;
• Any kind of knife;
• Police batons or nightsticks;
• Clubs or blackjacks;
• Bows and arrows;
• Slingshots;
• Any martial arts weapon;
• Any toxic or flammable chemicals (e.g., acid);
• Any explosives (e.g., pipe bomb); and
• Any other device intended to cause serious bodily harm.
If an employee believes, in good faith, that an employee, client or other member of the public is in violation of this policy, the employee must promptly report this information their Line Manager.
An employee who violates this policy will be subject to discipline, up to and including termination.
Employees who sustain work-related injuries may receive workers’ compensation benefits outlined in the Company’s Workers’ Compensation Insurance policy. Employees who need to take time off from work due to a workers’ compensation illness or injury may also be eligible for a leave of absence under the Company’s leaves of absence or reasonable accommodation policies. Employees should contact People & Culture for additional information.
An employee who sustains a work-related injury or illness should report it to their Line Manager immediately, or as soon as possible after the incident occurs, even if the injury or illness appears minor. This will enable an eligible employee to qualify for workers’ compensation coverage.
The initial report of a workplace injury or illness may be made orally, either in person or over the phone, or via the Incident Report Form located under Compliance in Employment Hero. If notification is made orally, the Line Manager should complete the Incident Report Form on their behalf.
If the employee’s injury is severe or requires hospitalization, the required report may be completed at a later date, but no later than 24 hours after release from a medical facility.
If an employee has suffered a qualifying work-related injury or illness and must receive medical treatment and miss time from work as a result of that injury or illness, the employee must provide their Line Manager with the following information:
• Name and contact information of their primary physician who is designated to provide medical treatment to address the injury or illness;
• A formal diagnosis and prognosis from their primary physician;
• Names and contact information for any physical or occupational therapists that will or have provided treatment in connection with the injury or illness; and
• A return-to-work schedule with details regarding any lingering physical disability that would prevent the employee from fully resuming their job.
The Company will conduct an investigation, including interviews of the injured or ill employee as soon as possible, visual inspection of the location where the accident, incident or exposure occurred and interviews with witnesses.
We strive to protect employees’ confidentiality whenever possible and in compliance with the law. However, we may not be able to maintain confidentiality in certain circumstances, such as when disclosure is required by law.
The Company will notify the workers’ compensation insurance company if we believe an employee has provided false or misleading information related to a claim and/or has filed a fraudulent claim. Workers’ compensation fraud is a crime and may be grounds for disciplinary action, up to and including termination.
In the event of a fire or hazardous material emergency, the emergency fire alarm system should be activated by pulling one of the fire alarms. The source of a potential fire or hazardous material emergency should not be investigated. Any employee who suspects an emergency should report it immediately. In any emergency, reporting is the first essential step to protecting oneself and others.
When the emergency fire alarm system is activated, all employees and visitors are expected to evacuate the building by exiting in an orderly manner through the nearest exit.
When exiting, employees should not use elevators and should descend stairwells in an orderly manner. After exiting, employees should report to an area away from the building exits that is designated as the meeting location. Once employees arrive at the designated area, they should immediately report to their Line Manager and remain at that location until accounted for and authorized to leave.
No reentry to the building will be permitted until an official all-clear notification is given. Employees should review this policy in connection with the Company’s evacuation procedures and notify People & Culture if they believe they might require an accommodation or assistance in order to comply with these procedures in the event of an emergency.
This policy establishes procedures to close or delay the opening of King Living due to hazardous or severe weather conditions, as well as procedures for notifying employees of a closure or delay.
Your Line Manager is authorized to decide to close the Company due to hazardous or severe weather. When hazardous or severe weather conditions occur outside of regular business hours, your Line Manager will make reasonable efforts to notify employees well in advance of the day of the closure.
When hazardous or severe weather occurs during the day, your Line Manager will decide whether to close early. In the event that the Company closes early due to hazardous or severe weather, nonexempt employees will be paid for all hours worked and will otherwise be paid in accordance with applicable federal and state law.
When King Living is open, but an employee is unable to report to work because of hazardous or severe weather, the employee should report any delay or absence to their Line Manager at the earliest possible time. Employees will be required to use accrued vacation time on days when King Living is open but the employee does not report to work because of inclement weather. For employees who do not have vacation time available, nonexempt employees will be paid only for time worked and exempt employees will not be paid for full-day absences due to inclement weather. If the workplace remains open, employees must make a reasonable effort to report to work as scheduled. However, employees should not take unnecessary risks to report to work in unsafe conditions.
King Living is committed to fostering a culture of integrity and encourages employees to report good-faith concerns regarding business-related conduct that may be unlawful. We do not tolerate any fraudulent, illegal or unethical business-related conduct.
King Living is committed to maintaining a high standard of accountability and compliance with the law and to ensuring that its officers and employees comply with all provisions of the law and our Code of Ethics. Disclosures - Employees are encouraged to disclose issues involving illegal or unethical activity or behavior that violates the Code of Ethics, such as:
• Fraud or other financial business-related misconduct;
• Bribery;
• Creation of false contracts;
• Expense claim fraud;
• Theft or embezzlement of Company resources or misuse of Company resources for personal gain;
• Conflicts of interest;
• Disclosure or theft of confidential business information or trade secrets;
• Presentation of false claims for government payment;
• Conditions that threaten employees’ health and safety;
• Criminal activity; or
• Other unethical behavior.
Any employee of King Living may disclose information related to suspected wrongdoing of any other employee.
Complaints may be submitted to an employee’s Line Manager. If the employee is not comfortable doing so, then the employee is encouraged to report their concern to People & Culture by raising a People & Culture help desk ticket https://kingliving.atlassian.net/servicedesk/customer/portal/11
• Confidentiality - While King Living will work to maintain confidentiality of disclosures, confidentiality is not guaranteed, and the identity of the whistleblower may need to be revealed to facilitate an investigation and resolve the issue.
• Disclosures Not Covered by the Policy - This policy applies to disclosures relating primarily to unethical, fraudulent, illegal or wrongful business conduct and is not intended to address every concern that may arise in the workplace, such as complaints of a personal nature or disagreements with King Living’s business decisions. Employees who make such disclosures are not subject to the protections granted under this policy. However, such complaints may be addressed under other corporate policies (such as antiharassment policies) using other available channels of communication.
• Unfounded Disclosures - If a disclosure turns out to be unfounded, no adverse action will be taken against the individual who made the disclosure if the disclosure was made in good faith. If a disclosure was intentionally false or made with disregard for the truth, the individual who made the disclosure will be disciplined, up to and including termination.
• Investigations – King Living is committed to fully investigating all allegations of misconduct, including allowing accused parties to answer the allegations made against them, interviewing relevant witnesses and contacting other parties necessary to facilitate the investigation, such as financial auditors or law enforcement if the allegations concern criminal conduct. Depending on the nature of the allegations, the accused party may be suspended pending the outcome of the investigation. Once an investigation has concluded, a written report summarizing the details of the investigation will be submitted to the designated decision maker, who will make a final decision.
• Findings of Misconduct - Employees found to have engaged in misconduct will be disciplined, up to and including termination. If an employee is determined to have engaged in criminal conduct, King Living will cooperate with law enforcement in any resulting criminal proceedings.
• Retaliation Protection - Any employee of King Living who makes a disclosure in good faith in compliance with this policy or participates in an investigation of a protected disclosure will not be subject to discipline and will be protected from retaliation.
We have developed our disciplinary procedures to provide clear and transparent processes for dealing with difficulties which may arise as part of the working relationship and to ensure that such difficulties are dealt with in a fair and equitable manner.
We would hope to informally resolve potential disciplinary issues. However, where an issue cannot be resolved informally, then there is often no option other than to follow a formal process. This policy sets out the basic requirements of fairness that will be applicable in most cases.
We regard disciplinary action as a corrective measure to foster an improvement in the conduct or attitude of the employee concerned and not as a punishment. Disciplinary procedures are necessary to let all of our employees know what is expected of them in terms of standards of performance or conduct (and the likely consequences of continued failure to meet these standards) and to enable management and employees to determine suitable goals and timescales for improvement in an individual’s performance or conduct. The following procedures do not form part of your contract of employment.
There will normally be a full investigation of the facts before a decision to take any disciplinary action is invoked. Dependent upon the circumstances, we may hold an independent investigation meeting to determine if a formal disciplinary hearing is necessary. At all stages of the process, we will ensure that matters are kept confidential and expect you to do the same.
If we feel that it is necessary to take disciplinary action, we will notify you in writing of our concerns. Where relevant, we will supply you with details of any evidence we will be using in the disciplinary hearing. You will be given a reasonable amount of notice to attend the meeting and to arrange for a support person to accompany you.
If we regard an offence as potential Gross Misconduct, we may suspend you on your normal contractual pay for the duration of the process. This period will be kept as short as is reasonably practical to investigate the matter, hold any necessary disciplinary hearing and consider the outcome.
At the meeting, we will outline our concerns and you will be given ample opportunity to explain your version of the situation and also to bring any supporting evidence to our attention. No decision will be made regarding any disciplinary action before we have had time to consider the discussion and any evidence produced at the meeting.
After the meeting has concluded we will take time to consider all the evidence, and we will take one of the options listed below:
1. No Action If we feel that there is no case to answer, or there is insufficient evidence to support any action, or if we feel that you were genuinely unclear about what was expected from you and you agree to take remedial action, we may decide it is appropriate to take no further action.
2. Warning If we feel that you have not presented a valid reason or supporting evidence for the misconduct, we will issue you with a formal warning. Dependent upon the circumstances, this could either be a formal verbal warning, a written warning, or a final written warning. Except for cases of Gross Misconduct or a short period of service, we will not normally proceed to dismissal for a first offence.
3. Dismissal If you are in receipt of prior warnings, we may decide to terminate your employment with us, giving you your contractual notice. If your misconduct is determined to be Gross Misconduct, then you will be summarily dismissed, (without any notice or pay in lieu of notice), irrelevant of whether or not you have had any previous warnings.
4. Demotion If you are in a supervisory or managerial position, we may decide to demote you, except in the case of Gross Misconduct
We will notify you, in writing, as soon as we have considered the evidence and have reached a decision. The timescale will depend upon the complexity of the situation however, this will normally be no more than 7 calendar days after the meeting has taken place, unless there is good reason why this cannot be so. The letter will outline our reasons for the decision made and, where disciplinary action is taken, the level or nature of the sanction imposed. It will also name the person to whom you should address an appeal to should you wish to do so.
You have the right to appeal against any decision made. If you wish to do so, you should state your reasons in writing to the person named in the disciplinary decision letter, within 7 calendar days of the date on the letter. The person hearing your appeal will meet with you to discuss your appeal, normally within 14 calendar days. You may again be accompanied by a support person at this stage of the process. You will be notified of the outcome of the appeal normally within 14 calendar days of this meeting. This is the final stage of the formal procedure.
You have the right to be accompanied by a support person of your choice, at all stages of the formal disciplinary procedures and at any subsequent appeal meetings.
It is your responsibility to arrange for the appropriate person of your choice to be informed of the matter and the dates of the hearing/s. If you wish a member of staff to accompany you, then either yourself or the person concerned, should notify us as early as possible, so that we can ensure that they can be released from their duties at the appropriate times. We wholeheartedly support the right to be accompanied and any person who agrees to accompany a member of staff at any disciplinary or appeal hearing, will not be subject to any form of detriment as a result of doing so.
We will take notes of all meetings held and these, along with any supporting evidence used in the investigation and meetings will be held on your personnel file. Details of any disciplinary action taken will also be kept.
Warnings will normally be issued in line with the following guidelines; however this is not prescriptive. When deciding the level of action to be taken, we will take account of any mitigating factors, including your length of service and may vary the process or the administration of warnings accordingly. Dependent upon your length of service, you may be dismissed without any previous warnings.
Examples of unsatisfactory conduct and misconduct
• Failure to comply with our health and safety rules.
• Gambling.
• Smoking outside of designated areas and/or outside of your authorized break times.
• Unacceptable levels of absenteeism or lateness.
• Failure to follow our absence reporting procedures.
• Unsatisfactory work performance.
• Failure to carry out reasonable management instructions.
• Failure to comply with Company rules, procedures and guidelines.
• Use of objectionable or insulting language or behaviors.
• Failure to report any damage to our property or premises caused by you or witnessed by you.
• Breach of our email and internet policy, including excessive personal use.
• Deliberate misuse or neglect of Company property or vandalism.
• Excessive use of the Company’s telephone for personal calls.
• Negligence in the performance of your duties; and
• Leaving your place of work without authorization.
Dependent upon the circumstances, any of the above examples could be deemed to be Serious Misconduct and as such, if a disciplinary sanction is imposed this could be a final written warning even though no other warnings have been given.
• Theft or fraud.
• Physical violence or bullying.
• Threatening behaviors or language.
• Being under the influence of alcohol.
• Attending work under the influence of illegal drugs or being in possession or supplying illegal drugs whilst at work or during working hours.
• Any action, or breach of health and safety rules which does, or could be expected to, endanger the health or safety of yourself or any other person.
• Acceptance or administration of gifts or hospitality etc. without prior permission from the Company.
• Bribing or attempting to bribe another individual, or personally taking or knowingly allowing another person to take a bribe.
• Any act or omission which could cause the reputation or integrity of the Company to be compromised or bring the Company into disrepute;
• Discriminatory behavior’s;
• Deliberate fraudulent or false claims of bullying, harassment or victimization;
• Accessing internet sites or downloading information from such sites, which contains offensive, illegal, obscene or pornographic material;
• Knowingly perpetrating or taking part in acts of Discrimination or Harassment;
• Providing false information re your right to work in the USA;
• Deliberate and serious damage to property;
• Causing loss, damage or injury through serious negligence;
• Bringing the Company into serious disrepute;
• Working in competition;
• Unauthorized use or disclosure of confidential information or failure to ensure that confidential information in your possession is kept secure; and
• Serious misuse of the Company’s information technology systems (including misuse of developed or licensed software, use of unauthorized software).
NB: the above lists are neither exhaustive nor prescriptive in the level of disciplinary sanction which may be imposed. You may be disciplined for any other reason which is considered misconduct or unsatisfactory conduct. When considering the level of disciplinary action to be taken against individuals, we will take into account both the severity of the offence, the impact on the Company or other individuals and any mitigating circumstances. Therefore, the above categories are guidelines only and a higher or lower level of disciplinary action may be imposed, dependent upon the circumstances.
We will keep a record of warnings issued and appeal details in your personnel file. Whilst such information will normally be kept in your personnel file permanently, it will normally be disregarded for further disciplinary purposes in line with the following:
• Verbal warning - after a period of 3 months
• Written warning - after a period of 6 months
• Final warning - after a period of 12 months
Authority to take disciplinary action
Manager and Directors are authorized to take disciplinary action. This does not restrict another member of staff, or other appropriate nominated person to take such action.
From time to time you may feel unhappy with something at work. We feel that it is important that there is a clear and transparent procedure for such concerns or complaints to be dealt with both effectively and in a manner whereby employees feel comfortable to raise such issues.
It is usually in the best interest of both employers and employees to deal with any issues at an early stage to stop small issues growing into more complex or serious ones. The following procedures are non-contractual.
If you feel able to raise any issues informally with the perpetrator or your Line Manager then such discussions can frequently solve issues quickly and effectively. However, if the matter is more serious, or the informal route has not solved the situation, or you do not feel it is appropriate to raise the matter informally, you should make a formal representation under this procedure. If you are being harassed or bullied, this procedure is not normally the best way to raise such a matter and you should use the procedures outlined in our Bullying and Harassment Policy as this will be a more appropriate route to solving the problem.
If you wish to raise a formal grievance, it is advisable that you put the matter in writing from the outset. You should give as much detail as possible of the nature of your complaint. The written complaint should be given to your Line Manager.
A meeting will be arranged with you as soon as possible to hear your grievance. It may be necessary to suspend the meeting to gather further evidence, or to initiate a full investigation of the facts. We will aim to resolve the issue as quickly as possible and will not suspend the meeting unnecessarily.
At the end of the meeting, and after any necessary re-investigation etc. we will consider all the evidence gathered. We will notify you, in writing, of our assessment and what, if any, action we intend to take to resolve the situation. The letter will outline who your appeal should be directed to if you wish to do so. We aim to notify you of the decision as soon as is reasonably practical.
If you are unhappy with the outcome of the meeting and any proposed action, then you have the right of appeal. You should write to the person detailed in the outcome letter, within 7 calendar days of the date of the letter; outlining the grounds for your appeal.
Should you appeal our decision we will then arrange to hear your appeal, normally within no more than 14 calendar days after receipt of your letter of appeal.
Due to the size of our organization it may be necessary that the person who chaired your original hearing to then hear your appeal hearing. Subsequently, it is important that within your written appeal you clearly state your reasons why you believe the original decision was unfair.
After full consideration of the matter, you will be informed, in writing of the decision as soon as is reasonably practical and normally no longer than 14 days after the meeting has been held.
You have the right to be accompanied by a support person at all stages of the formal grievance procedure and at any subsequent appeal meetings.
It is your responsibility to arrange for the appropriate accompanying person of your choice to be informed of the matter and the dates of the hearing/s. If you wish a member of staff to accompany you, then either yourself or the person concerned, should notify us as early as possible, so that we can ensure that they can be released from their duties at the appropriate times.
We wholeheartedly support the right to be accompanied and any person who agrees to accompany a member of staff at any grievance or appeal hearing will not be subject to any form of detriment as a result of doing so.
If you choose to use the formal route to resolve your grievance, we will take notes of all meetings held and these, along with any supporting evidence used will be held on your personnel file. Details of any action taken will also be kept.
King Living is committed to providing a work environment that is free of illicit harassment based on any protected characteristics. As a result, the Company maintains a strict policy prohibiting sexual harassment and harassment against employees, applicants for employment, individuals providing services in the workplace pursuant to a contract, unpaid interns or volunteers based on any legally-recognized basis, including, but not limited to, their actual or perceived race, religious creed, color, national origin, ancestry, citizenship status, physical disability (including HIV/ AIDS) and mental disability, medical condition, genetic information, marital status (including registered domestic partnership status), sex (including pregnancy, childbirth, lactation and related medical conditions), gender (including gender identity and expression), age (40 or over), sexual orientation, Civil Air Patrol status, military or veteran status, an individual’s reproductive health decisions or any other consideration protected by federal, state or local law (collectively referred to as “protected characteristics”).
This policy applies to all persons involved in our operations, including coworkers, supervisors, managers, temporary or seasonal workers, agents, clients, vendors, customers, or any other third party interacting with the Company (“third parties”) and prohibits proscribed harassing conduct by any employee or third party of King Living, including nonsupervisory employees, supervisors and managers. If such harassment occurs on the Company’s premises or is directed toward an employee or a third party interacting with the Company, the procedures in this policy should be followed.
Sexual harassment includes unwanted sexual advances, requests for sexual favors or visual, verbal or physical conduct of a sexual nature when:
• Submission to such conduct is made a term or condition of employment; or
• Submission to, or rejection of, such conduct is used as a basis for employment decisions affecting the individual; or
• Such conduct has the purpose or effect of unreasonably interfering with an employee’s work performance or creating an intimidating, hostile or offensive working environment.
Sexual harassment also includes various forms of offensive behavior based on sex and includes gender-based harassment of a person of the same sex as the harasser. The following is a partial list:
• Unwanted sexual advances.
• Offering employment benefits in exchange for sexual favors.
• Making or threatening reprisals after a negative response to sexual advances.
• Visual conduct: leering; making sexual gestures; displaying sexually suggestive objects or pictures, cartoons, posters, websites, emails or text messages.
• Verbal conduct: making or using derogatory comments, epithets, slurs, sexually explicit jokes, or comments about an employee’s body or dress.
• Verbal sexual advances or propositions.
• Verbal abuse of a sexual nature; graphic verbal commentary about an individual’s body; sexually degrading words to describe an individual; suggestive or obscene letters, notes or invitations.
• Physical conduct: touching, assault, impeding or blocking movements.
• Retaliation for reporting harassment or threatening to report sexual harassment.
• An employee may be liable for harassment based on sex even if the alleged harassing conduct was not motivated by sexual desire. An employee who engages in unlawful harassment may be personally liable for harassment even if the Company had no knowledge of such conduct.
Prohibited harassment on the basis of any legally protected classification, including, but not limited to their actual or perceived race, religious creed, color, national origin, ancestry, citizenship status, physical disability (including HIV/ AIDS) and mental disability, medical condition, genetic information, marital status (including registered domestic partnership status), sex (including pregnancy, childbirth, lactation and related medical conditions), gender (including gender identity and expression), age (40 or over), sexual orientation, Civil Air Patrol status, military or veteran status, an individual’s reproductive health decisions or any other consideration protected by federal, state or local law includes conduct such as:
• Verbal conduct including threats, epithets, derogatory comments or slurs based on an individual’s protected classification;
• Visual conduct, including derogatory posters, photographs, cartoons, drawings or gestures based on protected classification; and
• Physical conduct, including assault, unwanted touching or blocking normal movement because of an individual’s protected status.
Retaliation is prohibited against any person by another employee or by King Living for using the Company’s complaint procedure, reporting proscribed harassment or filing, testifying, assisting or participating in any manner in any investigation, proceeding or hearing conducted by a governmental enforcement agency. Prohibited retaliation includes, but is not limited to, termination, demotion, suspension, failure to hire or consider for hire, failure to give equal consideration in making employment decisions, failure to make employment recommendations impartially, adversely affecting working conditions or otherwise denying any employment benefit.
Any employee who believes that they have been harassed or subjected to retaliation by a co-worker, supervisor, agent, client, vendor, customer, or any other third party interacting with King Living in violation of the foregoing policies, or who is aware of such behavior against others, should immediately provide a written or verbal report to their supervisor, any other member of management or People and Culture. Employees are not required to make a complaint directly to their immediate supervisor.
Supervisors and managers who receive complaints of misconduct must immediately report such complaints to People and Culture who will attempt to resolve issues internally. When a report is received, the Company will conduct a fair, timely, thorough and objective investigation that provides all parties appropriate due process and reaches reasonable conclusions based on the evidence collected. The Company expects all employees to fully cooperate with any investigation conducted by the Company into a complaint of proscribed harassment or retaliation, or regarding the alleged violation of any other Company policies. The Company will maintain confidentiality surrounding the investigation to the extent possible and to the extent permitted under applicable federal and state law.
Upon completion of the investigation, the Company will communicate its conclusion as soon as practical. If the Company determines that this policy has been violated, remedial action will be taken, commensurate with the severity of the offense, up to and including termination of employment. Appropriate action will also be taken to deter any such conduct in the future.
Appeals If you are not satisfied with the outcome of the investigation, you have the right to appeal the decision within 7 calendar days of being notified of the outcome. You should submit your full written grounds of appeal to an Executive Leader. The person hearing your appeal will meet with you to discuss your appeal. You may be accompanied by a support person. You will normally be notified of the outcome of the appeal within fourteen days of this meeting. This is the final stage of the formal procedure.
King Living has a zero-tolerance policy with regard to Discrimination, Workplace Bullying and Harassment.
“Work-related bullying” is the use of force, threats or coercion to abuse, intimidate or humiliate another employee. Work-related bullying includes, but is not limited to, the following:
• Verbal abuse, such as the use of patently offensive, demeaning or humiliating remarks and epithets;
• Verbal or physical conduct that is threatening or obscene;
• Pushing, shoving, kicking, poking, tripping, assaulting or threatening physical assault, or intentionally damaging a person’s work area or property; or
• Sabotage, or deliberately subverting, obstructing or disrupting another person’s work performance.
Cyberbullying is also prohibited. “Cyberbullying” refers to bullying, as defined above, that occurs through the use of a computer, cell phone, smartphone, tablet or other device that transmits electronic information, regardless of whether the device is owned by or located at King Living or connected to the Company network.
This policy in no way prohibits employees from engaging in activities that are protected under applicable state and federal laws, including but not limited to any activity that is protected under Section 7 of the National Labor Relations Act (NLRA), which includes the right of employees to speak with others, engage in vigorous and impassioned debate or discussion and protest about terms and conditions of their employment.
Employees who are subject to or witness bullying in our work environment are encouraged to notify their Line Manager immediately. King Living will promptly investigate the complaint. The Company will maintain confidentiality to the extent possible, consistent with its commitment to investigating the complaint promptly and thoroughly.
If the complaint is verified, King Living will take appropriate remedial and disciplinary action, which may include, but is not limited to, verbal or written warnings, suspension, termination of employment, counseling and other actions. King Living will also report to law enforcement, if appropriate. The complaining party will be advised of the results of the investigation.
Introduction
We are committed to Equal Opportunities for all individuals or groups, whilst also, being committed to promoting a positive attitude towards diversity within our Company. We aim to ensure that all employees have the opportunity to maximize their potential and enhance their self-development and their contribution to King Living.
We aim to embrace the differences that various cultures bring into our Company and we also recognize that people from different backgrounds can bring fresh ideas and perceptions, which ultimately can improve our products and services, and our working environment. Managing diversity successfully will help our Company to nurture creativity and innovation, thereby allowing us to tap hidden capacity for growth and improved competitiveness.
Valuing diversity is an effective way of dealing with equal opportunities issues. It emphasizes the business and personal benefits that accrue from valuing the differences between people, rather than just complying with the law. We believe that organizations that grasp the additional business opportunities generated by managing diversity effectively are far more likely to enjoy a sustained competitive advantage than those who do not.
The aim of this policy is to ensure that every member of staff feels valued at work and is not discriminated against, harassed or bullied, or made to feel under threat or intimidated, either directly, by association or indirectly, on the grounds of age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex, sexual orientation, or perceived sexual orientation.
Where necessary, the company will consider reasonable adjustments to ensure that any individual with a disability is not at a disadvantage. In all relevant cases the company will consult with the individual and the decision whether or not to make reasonable adjustments will take into account all relevant factors, including, where necessary, referrals to outside organizations.
We will uphold equal opportunities for all during our recruitment process. Candidates will be recruited solely on their own merits and their ability to carry out the job role. Interview questions and selection processes will be relevant to the job and will not be of a discriminatory nature.
Recruitment and selection will be made by matching the best person to the job role.
We will aim to take steps to ensure that knowledge of vacancies reaches a wide labor market and, where relevant, groups under-represented at King Living. Where appropriate, use may be made of lawful exemptions to recruit suitably-qualified people to cater for the special needs of particular groups. Short listing and interviewing of candidates will be carried out by more than one person where possible.
Any opportunities for training within the Company will normally be made known to all employees.
Selection for training will be made in line with this policy and will be made solely on the merits of the particular situation.
Vacancies will be advertised internally and individuals given the opportunity to apply for any posts. Selection for interview will be in line with the recruitment and selection details above.
We aim to monitor all applications from both internal and external candidates with a view to ensuring the effectiveness of our procedures. Such monitoring will not be used as part of the selection criteria for selection of new staff or for selection of existing staff for training or promotion opportunities, or any other decision related to your employment with us. All information gathered is stored separate from your personnel file and application forms.
If you wish to resign from King Living, to avoid any confusion, we ask that you state your decision and your reasons for doing so in writing.
Before leaving, employees may be asked to participate in a voluntary exit interview. This will provide closure to the employee’s employment with King Living and will allow us to ensure that it has resolved various administrative matters, answered any questions about continuation of benefits and listened to any of the employee’s comments or ideas about improving the Company’s operations.
We normally retain records of final interviews, so to allow us to monitor and evaluate our working practices at a later date.
Upon termination of employment, you must return all Company property to us. This includes, but is not limited to, tools, equipment, documentation, vehicles (where provided for business use only), work-wear, items of uniform, keys etc.
If you fail to return all items to us in a reasonable condition, we may deduct the cost of recovery, replacement or any loss incurred by us from any monies owing to you.
I acknowledge that I have received and read a copy of the King Living Employee Handbook. I understand that the Employee Handbook sets forth the terms and conditions of my employment with the Company as well as the duties, responsibilities and obligations of employment with the Company. I understand that King Living has provided me various alternative channels to raise concerns of violations of this handbook and company policies and encourages me to do so promptly so that the Company may effectively address such situations. I also understand that nothing herein interferes with any right to report concerns, make lawful disclosures, or communicate with any governmental authority regarding potential violations of laws or regulations.
I agree to abide by and be bound by the rules, policies and standards set forth in the Employee Handbook.
I acknowledge that, except where required otherwise by applicable state law, my employment with King Living is atwill, meaning that it is not for a specified period of time and that the employment relationship may be terminated at any time for any reason, with or without cause or notice, by me or the Company.
I further acknowledge that the Company reserves the right to revise, delete and add to the provisions of the Employee Handbook, but that all such revisions, deletions or additions must be in writing. No oral statements or representations can change the provisions of the Employee Handbook. Furthermore, the Company’s policy of at-will employment may only be changed as stated in the prior paragraph.
I understand and acknowledge that nothing in this Employee Handbook or in any other document or policy is intended to prohibit me from reporting concerns, making lawful disclosures or communicating with any governmental authority about conduct I believe violates any laws or regulations. I also understand and acknowledge that nothing about the policies and procedures set forth in this Employee Handbook should be construed to interfere with any employee rights provided under state or federal law, including Section 7 of the National Labor Relations Act, including the right to communicate with others concerning wages, hours, benefits and other terms or conditions of employment; to self-organize, form, join or assist labor organizations; to bargain collectively with representatives of the employees’ choosing; to engage in other concerted activities for the purpose of collective bargaining or other mutual aid or protection; or to refrain from engaging in such activities.
I further acknowledge that I have received, read and understand the Company’s Discrimination, Harassment and Retaliation Prevention Policy and any additional policies prohibiting discrimination, harassment and sexual harassment statements. I agree to comply with these policies.
I understand that if I feel I have been subject to discrimination, harassment, sexual harassment or retaliation for conduct that may violate the Company’s Discrimination, Harassment and Retaliation Prevention Policy or any additional policies on antidiscrimination, harassment, sexual harassment or retaliation in the employee handbook, or if I am aware of such conduct, I should immediately report the matter to my Line Manager.
I have read and understand the above statements.
Employee Signature Print Name Date
King Living recognizes that employees benefit from time away from work for a variety of reasons - all of which contribute towards a positive work-life balance for our employees. Therefore, King Living provides time off - both paid and unpaid - to eligible employees for the following situations:
• Paid Family and Medical Leave
• Bereavement Leave
• Military Leave
• Jury and Witness Duty Leave
• Crime Victim Leave for Certain Felonies
• Voting Leave
• Election Officer Leave
• Court Attendance Witness Leave
• Volunteer Emergency Responder Leave
• Organ Donor Leave
• Reproductive Loss Leave
King Living will grant family care and medical leave to employees in accordance with the requirements of the California Family Rights Act (CFRA).
To be eligible for CFRA leave, employees must have been employed by the Company for a total of at least 12 months (52 weeks) at any time prior to the commencement of the leave and have worked at least 1,250 hours over the previous 12 months as of the start of the leave.
If employees are unsure whether they qualify for CFRA leave, they should contact the People & Culture team.
Eligible employees may request leave under the CFRA for one or more of the following reasons:
• For the birth of an employee’s child or the placement of a child with the employee for foster care or adoption, as long as the leave is completed within 12 months of the birth or placement of the child;
• To care for a family member (the employee’s spouse or registered domestic partner, child (regardless of age or dependency status), parent, grandparent, grandchild, sibling or designated person) with a serious health condition;
• For the employee’s own serious health condition that renders the employee unable to perform the functions of their position, except for leave taken for disability from pregnancy, childbirth or a related medical condition; or
• For a qualifying exigency related to the covered active duty or call to covered active duty of an employee’s spouse, domestic partner, child or parent in the United States Armed Forces.
For purposes of this policy, a “parent” includes a biological, foster, adoptive or stepparent; a parent-in-law; a legal guardian; or another person who stood in loco parentis to the employee when the employee was a child. A “sibling” is a person related to another person by blood, adoption or affinity through a common legal or biological parent. A “child” means a biological, adopted, foster or stepchild; a legal ward; or a child of a person standing in loco parentis.
A “designated person” means any individual related by blood or whose association with the employee is the equivalent of a family relationship. Employees may identify a designated person at the time they request CFRA leave. “Serious health condition” means an illness, injury (including, but not limited to, on-the-job injuries), impairment or physical or mental condition that involves either:
• Inpatient care (including, but not limited to, substance abuse treatment) in a hospital, hospice or residential medical care facility, including any period of incapacity (that is, inability to work, attend school or perform other regular daily activities) or any subsequent treatment in connection with this inpatient care; or
• Continuing treatment (including, but not limited to, substance abuse treatment) or continuing supervision by a health care provider that includes one or more of the following:
o A period of incapacity (that is, inability to work, attend school or perform other regular daily activities due to a serious health condition, its treatment or the recovery that it requires) of more than three consecutive calendar days, and any subsequent treatment or period of incapacity relating to the same condition, that also involves treatment two or more times via an in-person visit to a health care provider, or at least one visit to a health care provider that results in a regimen of continuing treatment under the supervision of the health care provider;
o Any period of incapacity or treatment for incapacity due to a chronic serious health condition that requires periodic visits to a health care provider, continues over an extended period of time and may cause episodic incapacity;
o A period of incapacity that is permanent or long-term due to a condition for which treatment may not be effective, such as Alzheimer’s, a severe stroke and the terminal stages of a disease; or
o Any period of absence to receive multiple treatments (including any period of recovery) by a health care provider either for (a) restorative surgery after an accident or other injury; or (b) a condition that would likely result in a period of incapacity of more than three consecutive calendar days in the absence of medical intervention or treatment.
Employees are entitled to a maximum of 12 work weeks of CFRA leave in a 12-month period. The applicable “12-month period” used by the Company is the 12-month period is measured from the date the employee first uses any CFRA leave.
Under some circumstances, employees may take CFRA leave intermittently, which means taking leave in blocks of time, or by reducing the employee’s normal weekly or daily work schedule. An employee may take leave intermittently or on a reduced schedule whenever it is medically necessary to care for the employee’s child, parent, spouse, registered domestic partner or registered domestic partner’s child, grandparent, grandchild, sibling or designated person with a serious health condition or because the employee has a serious health condition. The medical necessity of the leave must be determined by the health care provider of the person with the serious health condition.
Intermittent or reduced schedule leave may also be taken for absences where the employee or their family member is incapacitated or unable to perform the essential functions of the job because of a chronic serious health condition, even if the person does not receive treatment by a health care provider.
Leave due to military exigencies may also be taken on an intermittent or reduced leave schedule basis.
Employees who take leave intermittently or on a reduced work schedule basis for planned medical treatment must make a reasonable effort to schedule the leave so as not to unduly disrupt the King Living’s operations. Please contact P&C prior to scheduling medical treatment. If CFRA leave is taken intermittently or on a reduced schedule basis due to planned medical treatment, the King Living may require employees to transfer temporarily to an available alternative position with an equivalent pay rate and benefits, including a part-time position, to better accommodate recurring periods of leave.
If an employee using intermittent leave or working a reduced schedule finds it physically impossible to start or stop work midway through a shift in order to take CFRA leave and is therefore forced to be absent for the entire shift, the entire period will be counted against the employee’s CFRA leave entitlement. However, if there are other aspects of work that the employee is able to perform that are not physically impossible, then the employee will be permitted to return to work, thereby reducing the amount of time to be charged to the employee’s CFRA entitlement.
Employees who wish to take CFRA leave for planned family care or medical leave must notify the People & Culture team with reasonable promptness when they become aware of the need for leave and should identify the planned dates of the leave. The Company may require employees to provide written notice of the need for leave, except where written notice is not possible because of the need for immediate health care consultation or treatment. When the need for the leave is foreseeable (such as for the expected birth or placement of a child), employees must, if possible, provide at least 30 days’ advance notice. For events that are unforeseeable, employees should notify the Company (at least verbally) as soon as they learn of the need for leave.
Employees who need CFRA leave that is foreseeable due to a planned medical treatment should make reasonable efforts to schedule leave to avoid disruption to Company operations.
In addition, employees requesting CFRA leave must respond to any questions designed to determine whether an absence is potentially qualifying for leave under this policy. Failure to respond to permissible inquiries regarding the leave request may result in denial of CFRA leave protections.
When the leave relates to a serious health condition of an employee or family member, employees will be required to provide a medical certification within 15 calendar days of the King Living’s request, unless it is not practicable to do so. Certification forms are available from P&C. Employees on CFRA leave for their own or a family member’s serious health condition may be required to provide a recertification when the original certification expires, if additional leave is requested.
At the King Living’s expense, the King Living may also require a second medical opinion regarding an employee’s own serious health condition. Employees are expected to cooperate with the King Living in obtaining additional medical opinions that King Living may require. Employees are required to provide:
• As much advance notice as is reasonable and practicable under the circumstances;
• A copy of the covered servicemember’s active duty orders when the employee requests leave and/or documentation (such as Rest and Recuperation leave orders) issued by the military setting forth the dates of the servicemember’s leave; and
• A completed Certification of Qualifying Exigency form within 15 calendar days of the Company’s request, unless unusual circumstances exist to justify providing the form at a later date.
Certification forms are available from team P&C.
Absent unusual circumstances, failure to comply with these notice and certification requirements may result in a delay or denial of the leave.
If an employee fails to return to work at the leave’s expiration and has not obtained an extension of the leave, King Living may presume that the employee does not plan to return to work and has voluntarily terminated their employment.
King Living will continue making contributions for an employee’s group health benefits during a leave on the same terms as if the employee had continued to work. This means that, if an employee wants benefits coverage to continue during CFRA leave, the employee must continue to make any premium payments they were required to make for themselves or their dependents prior to the leave. Employees will generally be provided with group health benefits for a 12-workweek period. In some instances, King Living may recover premiums it paid on an employee’s behalf to maintain health coverage if the employee fails to return to work following CFRA leave for reasons other than the continuation, recurrence or onset of a serious health condition or circumstances beyond the employee’s control.
An employee’s length of service will remain intact, but benefits such as vacation and sick leave may not accrue while on an unpaid CFRA leave.
No loss of benefits accrued prior to the leave will occur as a result of taking leave under the CFRA, but employees are not entitled to any benefit or position that they would not have been entitled to if they did not take the leave. Leave taken under this policy is generally unpaid. Also, employees may choose to use accrued vacation, paid time off (PTO) and sick leave, to the extent permitted by law and Company policy. If employees elect to use accrued paid leave during CFRA leave, the integration may be arranged such that employees will receive no greater compensation than their regular compensation during this period.
Under most circumstances, employees will be reinstated to the same position they held at the time of the leave or to an equivalent position with equivalent pay, benefits and other terms and conditions of employment. If an employee becomes unqualified during CFRA leave as a result of not attending a necessary course or renewing a license, the employee will be given a reasonable opportunity to fulfill those conditions upon returning to work. Further, the Company may grant an employee’s request to work a different shift, in a different or better position, or in a different location that is better suited to the employee’s personal needs upon returning from CFRA leave.
King Living will also consider a reasonable accommodation under the FEHA if the employee is returning from CFRA leave for their own serious health condition.
Employees have no greater right to reinstatement than if they had been continuously employed rather than taken leave. For example, if an employee would have been laid off or the employee’s position would have been eliminated even if they had not gone on leave, then the employee will not be entitled to reinstatement. However, if an employee has been replaced or the employee’s position was restructured to accommodate their absence, then the employee is entitled to reinstatement.
Documents relating to medical certifications, recertifications or medical histories of employees or employees’ family members will be maintained separately and treated as confidential medical records, except that in some legally recognized circumstances, the records (or information in them) may be disclosed to supervisors and managers, first aid and safety personnel or government officials.
An eligible employee may take up to five days of bereavement leave for the death of a family member. For purposes of this policy, a “family member” is a spouse, domestic partner, child, parent, parent-in-law, sibling, grandparent or grandchild.
To be eligible for bereavement leave, employees must have been employed by the Company for at least 30 days immediately preceding the start of the leave.
Bereavement leave days need not be taken consecutively, but the leave must be completed within three months of the date of death of the family member.
Bereavement leave is unpaid, except that an employee may use vacation, personal leave, accrued and available sick leave, or compensatory time off that is otherwise available to the employee.
The Company may request documentation of the family member’s death. Employees must provide supporting documentation within 30 days of the first day of the leave. Acceptable documentation includes, but is not limited to, a death certificate, a published obituary, or written verification of death, burial, or memorial services from a mortuary, funeral home, burial society, crematorium, religious institution, or governmental agency. Such documentation will be maintained as confidential and will not be disclosed except to internal personnel or counsel, as necessary, or as required by law.
Employees may request bereavement leave by speaking with their Line Manager.
Employees who are members of the National Guard or United States Reserve will be granted a temporary leave of absence without pay while engaged in military duty ordered for purposes of military training, drills, encampment,
naval cruises and special exercises or like activities. This leave is not to exceed 17 calendar days annually, including time involved in going to and returning from such duty. Collateral benefits will not be restricted or terminated because of an employee’s temporary incapacity as a result of the employee’s duty in the National Guard, Naval Militia, State Military Reserve or federal reserve components of the United States Armed Forces, if the period of incapacity is 52 weeks or less.
Similarly, employees who are members of the state Military Reserve will be granted a temporary leave of absence without pay while engaged in military duty for purposes of military training, drills, unit training assemblies or similar inactive duty training. This leave is not to exceed 15 calendar days annually, including time involved in going to and returning from that duty.
Employees who are members of California’s National Guard or the national guards of other states are entitled to reinstatement upon their return from active service military leave if they meet certain conditions. Employees who left a full-time position and are returning from leave will be restored to the same position or to a position of similar seniority, status and pay, unless the Company’s circumstances have so changed as to make it impossible or unreasonable to do so, and returning employees who left a part-time position will be restored to the same position or to a position of similar seniority, status and pay, only if a position exists, as long as:
• The employee is an officer or enlisted member of the National Guard of any state;
• The employee was called to active duty by the Governor of the state in which they serve in the National Guard or by the President of the United States;
• The employee received a certificate of satisfactory service in the National Guard;
• The employee is still qualified to perform the duties of the position;
• If the employee left a full-time position, they applied for reemployment within 40 days of being released from service, or if the employee left part-time employment, they applied for reemployment within five days of being released from service; and
• The employee’s position was not temporary.
For one year following reemployment, the Company will not terminate the employee without cause.
The Company encourages all employees to fulfill their civic responsibilities and to respond to jury service summonses or subpoenas, attend court for prospective jury service or serve as a juror or witness under court order. Under no circumstances will employees be terminated, coerced or penalized because they request or take leave in accordance with this policy.
Employees must notify their Line Manager of any jury summons or subpoena or court order within a reasonable time after receipt and before their appearance is required. Verification from the court clerk of having served or appeared may be required.
Time spent engaged in attending court for prospective jury service or for serving as a juror or witness is not compensable except that exempt employees will not incur any reduction in pay for a partial week’s absence due to jury or witness duty. Employees may use vacation, personal leave or compensatory time off that is otherwise available to the employee for time spent responding to a summons and/or subpoena, for participating in the jury selection process or for serving on a jury or as a witness.
An employee is expected to report or return to work for the remainder of the work schedule when dismissed from jury or witness duty.
King Living will provide time off to any employee who is a victim, as that term is defined in this policy, so that the employee may obtain or attempt to obtain relief to help ensure the health, safety or welfare of the employee or the employee’s child. For purposes of this policy, “victim” includes a victim of stalking, domestic violence or sexual assault; a victim of a crime that caused physical injury or that caused mental injury and a threat of physical injury; or a
person whose immediate family member is deceased as the direct result of a crime.
“Relief” includes, but is not limited to, a temporary restraining order, restraining order or other injunctive relief. “Immediate family member” includes the employee’s:
• Child, regardless of age (including a biological, adopted, foster or stepchild; legal ward; child of a domestic partner; child to whom the employee stands in loco parentis; or person to whom the employee stood in loco parentis when the person was a minor);
• Parent (including a biological, adoptive, foster or stepparent or legal guardian of the employee or the employee’s spouse or domestic partner or a person who stood in loco parentis when the employee or employee’s spouse or domestic partner was a minor child);
• Sibling (including a biological, foster, step-, half- or adoptive sibling);
• Spouse or registered domestic partner; or
• Any other individual whose close association with the employee is the equivalent of such family relationships.
Any employee against whom any crime has been committed will also be permitted time off to appear in court to comply with a subpoena or other court order as a witness in a judicial proceeding.
Employees should give the Company reasonable notice of the need for time off, unless advance notice is not feasible.
When an unscheduled absence occurs, the Company may require the employee to provide written certification of the need for time off. Any of the following will be considered sufficient certification: a police report indicating the employee was a victim; a court order protecting or separating the employee from the perpetrator of the crime or abuse, or other evidence from the court or prosecuting attorney that the employee has appeared in court; documentation from a licensed medical professional, domestic violence counselor, sexual assault counselor, victim advocate, licensed health care provider or counselor that the employee was undergoing treatment or receiving services for physical or mental injuries or abuse resulting from the crime or abuse; or any other form of documentation that reasonably verifies that the crime or abuse occurred, including but not limited to, a written statement signed by the employee, or an individual acting on the employee’s behalf, certifying that the absence is for an authorized purpose.
Employees may use accrued paid time off, such as vacation time, in order to receive compensation during the leave of absence.
Employees may also be entitled to a reasonable accommodation under the Company’s Accommodation for Victims of Domestic Violence, Sexual Assault or Stalking policy and to additional leave under the Company’s Leave to Attend Judicial Proceedings Related to Certain Felonies policy and Leave to Attend Court Proceedings for Serious Crimes policy. Employees should consult those policies and/or People & Culture for additional information.
The Company will keep all information submitted in connection with an employee’s request for leave confidential to the extent permissible by law. If the law requires disclosure of information, the Company will notify the employee before any information is released.
We encourage all employees to fulfill their civic responsibilities and to vote. Most employees’ schedules provide sufficient time to vote either before or after working hours.
Employees who do not have sufficient time outside of working hours to vote in a statewide election may take time off to vote. Employees may take up to two hours off without loss of pay. If an employee requires more time, that time may be unpaid.
Employees must request time off from work to vote by contacting Line Manager at least 7 days prior to election day.
Employees may be required to present proof of voting upon request (e.g., a certificate of voting, a voting sticker or a receipt).
King Living will not terminate, suspend or otherwise discriminate against employees who miss work to serve as an election officer on Election Day.
Time off under this policy will be unpaid.
The Company asks that employees provide reasonable advance notice of the need for time off to serve as an election official, so that the time off can be scheduled to minimize disruption to normal work schedules. Proof of having served as an election official may be required.
King Living will not terminate, suspend or otherwise discriminate against employees for taking time off to appear in court to comply with a subpoena or other court order as a witness in any judicial proceeding. An employee may use vacation, personal leave or compensatory time off as available under the applicable terms of employment. Additionally, an employer (and any agent of an employer) must provide an employee with unpaid time off from work to attend judicial proceedings related to a violent crime or serious felony against:
• The employee;
• The employee’s immediate family member; or
• The employee’s registered domestic partner or the partner’s child.
An immediate family member includes the employee’s:
• Spouse (including a same-sex spouse);
• Child or stepchild;
• Brother, stepbrother, sister or stepsister; and
• Mother, stepmother, father or stepfather.
A victim means a person against whom one of the following crimes has been committed:
• A violent felony as listed in +Cal Pen Code § 667.5(c);
• A serious felony as listed in +Cal Pen Code § 1192.7(c); or
• A felony provision of law prohibiting theft or embezzlement.
An employer may require an employee to provide a copy of the notice for each scheduled judicial proceeding before taking leave.
Any records related to the employee’s request for leave will be kept confidential. Employees may elect to use their accrued paid vacation time, personal leave time, sick leave time or compensatory time off, or unpaid leave time.
King Living will not terminate or discipline any employee who is a volunteer firefighter, reserve peace officer or emergency rescue personnel because the employee takes time off to perform emergency duty.
A “volunteer firefighter” includes any person registered as a volunteer member of a regularly organized fire department of: (1) a city, county, city and county, or district having official recognition of the government of the city, county, city and county, or district in which the department is located; or (2) an unincorporated town.
“Emergency rescue personnel” includes any volunteer or paid officers, employees or members of a fire department or fire protection or firefighting agency who perform first aid and medical services, rescue procedures and transportation or other related activities necessary to insure the health or safety of a person in immediate danger. Such personnel include those who work for: (1) the federal or state government; (2) a city, county, city and county, district or other public or municipal corporation or political subdivision of this state; (3) a sheriff’s department, police department or private fire department; or (4) a disaster medical response entity sponsored or requested by the state.
All time off taken under this policy is unpaid, except that exempt employees will be paid when required under applicable law.
Eligible employees who undergo a medically necessary procedure to donate an organ to another person will be provided with up to 30 workdays off without a loss in pay, and an additional 30 workdays off without pay, in any oneyear period. For purposes of this policy, a “one-year period” is 12 consecutive months from the date the employee’s leave begins. Employees may take leave in one or more periods, as long as the leave does not exceed 60 days in any one-year period.
Employees are eligible for leave if they have worked for the Company for at least 90 continuous days prior to the start of their leave.
Employees who seek leave under this policy must provide written verification detailing the purpose and length of leave, including the medical necessity for the donation.
Employees may use all available accrued sick, vacation or paid time off (PTO) concurrently with organ donor leave. Any remaining days of paid donor leave will be paid by the Company, up to 30 workdays. Use of organ donor leave will not be counted against any available leave under the federal Family and Medical Leave Act (Fed-FMLA) or the California Family Rights Act (CFRA), if applicable. Leave under this policy is also not considered a break in service for purposes of salary adjustments, sick leave, vacation, PTO, annual leave or seniority.
During organ donor leave, the Company will maintain all group health insurance benefits as if the employee was still at work.
In most circumstances, upon return from leave, an employee will be reinstated to their original job or to an equivalent job with equivalent pay, benefits and other employment terms and conditions.
Eligible employees may take up to five days of reproductive loss leave following a reproductive loss event. To be eligible for leave, employees must have been employed by the Company for at least 30 days immediately preceding the start of the leave. An employee who experiences more than one reproductive loss event within a 12-month period may take up to 20 days of reproductive loss leave within the 12-month period.
A “reproductive loss event” is defined as a:
• Failed adoption, meaning the dissolution or breach of an adoption agreement with the birth parent or legal guardian, or an adoption that is not finalized because it is contested by another party, where the employee would have been a parent of the adoptee if the adoption had been completed.
• Failed surrogacy, meaning the dissolution or breach of a surrogacy agreement, or a failed embryo transfer to the surrogate, where the employee would have been a parent of a child born as a result of the surrogacy.
• Miscarriage by the employee, the employee’s current spouse or domestic partner, or another individual where the employee would have been a parent of the child born as a result of the pregnancy.
• Stillbirth resulting from the pregnancy of the employee, the employee’s current spouse or domestic partner, or another individual where the employee would have been a parent of a child born as a result of the pregnancy.
• Unsuccessful assisted reproduction, meaning an unsuccessful round of intrauterine insemination or of an assisted reproductive technology procedure for the employee, the employee’s current spouse or domestic partner, or another individual where the employee would have been a parent of a child born as a result of the pregnancy.
Employees may take reproductive loss leave on consecutive or nonconsecutive days but generally must complete the leave within three months of the reproductive loss event. For a reproductive loss event that spans multiple days, the event is deemed to occur on the final day of the event. If an employee is on, or chooses to go on, a leave of absence under local, state or federal law (including California Family Rights Act leave or pregnancy disability leave), either prior to or immediately following a reproductive loss event, the employee must complete the reproductive loss leave within three months of the end date of the other leave.
Reproductive loss leave is unpaid. An employee may substitute for reproductive loss leave: vacation, personal leave, accrued and available sick leave or compensatory time off that is otherwise available to the employee.
King Leave will maintain the confidentiality of any employee requesting reproductive loss leave. Any information provided to the Company regarding reproductive loss leave will be maintained as confidential and will not be disclosed except to internal personnel or counsel, as necessary, or as required by law.
The Company will not refuse to hire or terminate, demote, fine, suspend, expel, or discriminate against an individual because the individual exercised the right to reproductive loss leave provided by this policy or gave information or testimony as to their own reproductive loss leave, or another person’s reproductive loss leave, in an inquiry or proceeding related to rights guaranteed under California’s reproductive loss leave law. Further, the Company will not interfere with, restrain, or deny the exercise of, or the attempt to exercise, any right provided under California’s reproductive loss leave law.
Any employee who is disabled by pregnancy, childbirth or a related medical condition (including medical conditions relating to lactation) is eligible for up to four months of pregnancy disability leave per pregnancy.
Employees are disabled by pregnancy when, in the opinion of their health care provider, they cannot work at all or are unable to perform any one or more of the essential functions of their job or to perform them without undue risk to themselves, the successful completion of their pregnancy or other persons as determined by a health care provider. The term disabled also applies to certain pregnancy-related conditions, including but not limited to, severe morning sickness or the need to take time off for prenatal or postnatal care, bed rest, post-partum depression and the loss or end of pregnancy.
Any employee who is affected by pregnancy may also be eligible for a temporary transfer or another accommodation, in accordance with California law. Employees are considered affected by pregnancy under California law if they are pregnant or have a related medical condition and their health care provider has certified that it is medically advisable for the employee to temporarily transfer or to receive some other accommodation.
King Living will provide a temporary transfer to a less-strenuous or less-hazardous position or duties or provide another accommodation to an employee affected by pregnancy if:
• The employee requests a transfer or other accommodation;
• The request is based on the certification of the employee’s health care provider as medically advisable; and
• The transfer or other requested accommodation can be reasonably accommodated.
No additional position will be created, and the King Living will not terminate another employee, transfer another employee with more seniority, or promote or transfer any employee who is not qualified to perform the new job as a part of the accommodation process.
To be approved for a pregnancy disability leave of absence, a temporary transfer or other reasonable accommodation, employees must provide King Living with:
• 30 days’ advance notice before the leave of absence, transfer or reasonable accommodation is to begin, if the need is foreseeable;
• As much notice as is practicable before the leave, transfer or reasonable accommodation when 30 days’ notice is not possible; and
• A signed medical certification from their health care provider that states that they are disabled due to pregnancy or that it is medically advisable for them to be temporarily transferred or to receive some other reasonable accommodation.
King Living may require employees to provide a new certification if they request an extension of time for their leave, transfer or other accommodation.
Failure to provide King Living with reasonable advance notice may result in the delay of leave, transfer or other accommodation.
King Living will provide employees with pregnancy disability leave for a period not to exceed four months per pregnancy. The four months is defined as the number of days (and hours) the employee would normally work within four calendar months or 17.33 work weeks. This leave may be taken intermittently or on a continuous basis, as certified by the employee’s health care provider.
King Living may require an employee to temporarily transfer to an available alternative position to meet the medical need of the employee to take intermittent leave or work on a reduced schedule as certified by the employee’s health
care provider. The employee must be qualified for the alternative position, which will have an equivalent rate of pay and benefits, but not necessarily equivalent job duties.
Any temporary transfer or other reasonable accommodation provided to an employee affected by pregnancy will not reduce the amount of pregnancy disability leave time available to the employee unless the temporary transfer or other reasonable accommodation involves a reduced work schedule or intermittent absences from work.
The length of the transfer will depend on the employee’s physical condition before and after.
King Living will maintain an employee’s health insurance benefits during pregnancy disability leave for a period of up to four months (as defined above) on the same terms as they were provided prior to the leave time. If employees take additional time off following a pregnancy disability leave that qualifies as leave under the California Family Rights Act (CFRA), the Company will continue their health insurance benefits for up to a maximum of 12 workweeks in a 12-month period.
In some instances, the King Living may recover premiums it paid to maintain health insurance benefits if an employee fails to return to work following PDL for reasons other than taking additional leave afforded by law or Company policy or not returning due to circumstances beyond the employee’s control.
Pregnancy disability leaves and accommodations that require employees to work a reduced work schedule or to take time off from work intermittently are unpaid. Employees may use their accrued vacation, sick or other paid time off (PTO) benefits during the unpaid leave of absence, if applicable. However, use of sick, vacation or other PTO benefits will not extend the available PDL time.
Sick, vacation and other PTO leave hours will not accrue during any unpaid portion of the leave of absence, and employees will not receive pay for official holidays that are observed during their leave of absence except during those periods when they are substituting vacation or sick leave for unpaid leave.
Any State Disability Insurance for which employees are eligible may be integrated with accrued vacation, sick leave or other PTO benefits so that they do not receive more than 100 percent of their regular pay.
If the employee and the Company have agreed upon a definite date of return from the leave of absence or transfer, the employee will be reinstated on that date if they notify the Company that they are able to return on that date. If the length of the leave of absence or transfer has not been established, or if it differs from the original agreement, then the employee will be returned to work within two business days, where feasible, after the employee notifies the Company of their readiness to return.
Before employees will be allowed to return to work in their regular job following a leave of absence or transfer, they must provide People & Culture with a certification from their health care provider that they can perform safely all of the essential duties of the position, with or without reasonable accommodation. If employees do not provide such a release prior to or upon reporting for work, they will not be permitted to work until a release is provided. This time before the release is provided will be unpaid.
Employees will be returned to the same position upon the conclusion of their leave of absence or transfer unless the position ceases to exist. In cases where the employee’s position no longer exists, the Company will provide a comparable position on the scheduled return date or within 60 calendar days of that return date. However, employees will not be entitled to any greater right to reinstatement than if they had not taken the leave.
To the extent required by law, some extensions beyond an employee’s pregnancy disability leave entitlement may be granted when the leave is necessitated by an employee’s injury, illness or disability as defined under the Americans with Disabilities Act (ADA) and/or applicable state or local law.
Employees who have questions about this policy or who wish to request leave, transfer or other reasonable accommodation under this policy should contact People and Culture.
Employees have the right to request lactation accommodation. King Living will provide a reasonable amount of break time for employees to express breast milk for the employee’s infant child each time the employee has a need to express milk. If possible, the lactation break time should run concurrently with scheduled meal and rest breaks already provided to the employee. If the lactation break time cannot run concurrently with meal and rest breaks already provided or additional time is needed, the lactation break time will be unpaid for nonexempt employees.
Employees will be relieved of all work-related duties during any unpaid break. When unpaid breaks or additional time are required, employees should work with their line manager regarding scheduling and reporting the extra break time.
Because exempt employees receive their full salary during weeks in which they work, all exempt employees who need lactation accommodation breaks do not need to report any extra break time as “unpaid.”
King Living will provide employees with the use of a room or other location to express milk in private . The lactation room or other location will not be a bathroom and will be safe, clean and free from hazardous materials in close proximity to the employee’s work area, shielded from view and free from intrusion by co-workers and/or the public. The lactation room or other location will include a surface on which to place a breast pump or other personal items, a place to sit and electricity or alternative devices (e.g., an extension cord or charging station) needed to operate an electric or battery-powered breast pump. Lactating employees who pump breast milk will also have access to a sink with running water and a refrigerator or alternative cooling device suitable for storing milk in close proximity to their workspace.
A room or other location identified for lactation may be used for other purposes. However, during times when an employee is using the location for lactation purposes, that use will take precedence over all other uses. Employees who have questions or concerns related to lactation room scheduling conflicts should contact their line manager or a P&C representative.
Lactation is considered a pregnancy-related condition under California law.
King Living will not discriminate or retaliate against an employee who requests or uses a lactation accommodation in accordance with this policy or otherwise exercises rights under California’s lactation accommodation law. Employees who feel their lactation accommodation rights have been violated can file a complaint with the California Labor Commissioner’s Office.
To comply with applicable laws ensuring equal employment opportunities for individuals with disabilities, King Living will make reasonable accommodations for the known physical or mental limitations of an otherwise qualified individual with a disability who is an employee or applicant for employment unless undue hardship and/or a direct threat to the health and/or safety of the individual or others would result.
Any employee who requires an accommodation in order to perform the essential functions of their job, enjoy an equal employment opportunity and/or obtain equal job benefits should contact their Line Manager in the first instance to request such an accommodation. People & Culture will communicate with the employee and engage in an interactive process to determine the nature of the issue and what, if any, reasonable accommodation may be appropriate. In some cases, this interactive process may be triggered without a request from the employee, such as when the Company receives notice from its own observation or another source that a medical impairment may be impacting the employee’s ability to perform their essential job functions.
Employees who believe they need an accommodation must specify, preferably in writing, what barriers or limitations prompted the request. King Living will evaluate information obtained from the employee, and possibly their health care provider or another appropriate health care provider, regarding any reported or apparent barriers or limitations and will then work with the employee to identify possible accommodations, if any, that will help to eliminate or otherwise address the barrier(s) or limitation(s). If an identified accommodation is reasonable and will not impose an undue hardship on the Company and/or a direct threat to the health and/or safety of the individual or others, the Company will generally make the accommodation or it may propose another reasonable accommodation that may also be effective. Employees are required to cooperate with this process by providing all necessary documentation supporting the need for accommodation, and being willing to consider alternative accommodations when applicable.
Employees who wish to request unpaid time away from work because of a qualifying disability should speak to their Line Manager regarding a proposed accommodation. The Company will not retaliate or otherwise discriminate against an employee or applicant who requests an accommodation in accordance with this policy.
King Living will make reasonable accommodations for any employee who reports that they are the victim of domestic violence, sexual assault or stalking and requests that the Company accommodate their safety while at work, unless providing the accommodation will impose an undue hardship on the company’s business operations or violates the company’s duty to provide a safe and healthy working environment for all employees.
Reasonable accommodations may include, but are not limited to: a transfer; reassignment; modified work schedule; change in work telephone number; change in work station; installed lock; assistance in documenting domestic violence, sexual assault, stalking or other crime that occurs at the workplace; implemented safety procedures; or any other adjustment to a job structure, workplace facility or work requirement in response to domestic violence, sexual assault, stalking or other crime, or referral to a victim assistance organization. The Company will engage in a timely, good-faith and interactive process with the employee to identify effective reasonable accommodations.
Employees may also be entitled to a leave of absence under the company’s Crime Victim Leave policy and should consult that policy and/or People & Culture for additional information.
The Company may request that an employee provide a written statement signed by the employee (or an individual acting on behalf of the employee) certifying that the requested accommodation is for the employee’s safety while at work. The Company may also require an employee to provide a certification that the employee is the victim of domestic violence, sexual assault or stalking and may request recertification every six months. Any of the following will be considered sufficient certification: a police report indicating the employee was a victim; a court order protecting or separating the employee from the perpetrator, or other evidence from the court or prosecuting attorney that the employee has appeared in court; documentation from a licensed medical professional, domestic violence counselor, sexual assault counselor, victim advocate, licensed health care provider or counselor that the employee was undergoing treatment or receiving services for physical or mental injuries; or any other form of documentation that reasonably verifies that the incident occurred, including but not limited to, a written statement signed by the employee, or an individual acting on the employee’s behalf, certifying that the absence is for an authorized purpose.
Employees must notify the Company if their needs change or if they no longer need an accommodation.
The Company will keep all information submitted in connection with an employee’s request for an accommodation confidential to the extent permissible by law. If the law requires disclosure of information, the Company will notify the employee before any information is released.
King Living recognizes that employees benefit from time away from work for a variety of reasons - all of which contribute towards a positive work-life balance for our employees. Therefore, King Living provides time off - both paid and unpaid - to eligible employees for the following situations:
• Family and Medical Leave
• Bereavement Leave
• Military Service Leave
• Jury and Witness Duty Leave
• Crime Victim Leave
• Voting Leave
• Election Officer Leave
• Volunteer Emergency Responder Leave
• Blood and Organ Donor Leave
• School Visitation Leave
King Living provides Family and Medical Leave (FML) to eligible employees in accordance with the Family and Medical Leave Act (FMLA), the Illinois Family Military Leave Act (IFMLA), and other applicable state and federal regulations. This policy is designed to support employees who need time off for specific family and medical reasons while ensuring job protection and the continuation of benefits.
To qualify for Family and Medical Leave, employees must have worked for King Living for at least 12 months and must have worked a minimum of 1,250 hours in the 12 months preceding the leave request.
Eligible employees may take FML for several reasons. These include personal medical leave for a serious health condition that impedes job performance; family leave to care for a spouse, child, or parent with a serious health condition; parental leave following the birth, adoption, or foster care placement of a child; and military family leave to address qualifying exigencies related to a family member’s military duty or to care for a seriously injured or ill military service member.
Employees are entitled to up to 12 workweeks of unpaid leave within a 12-month period for these reasons. For military family leave, the entitlement extends to up to 26 workweeks in a single 12-month period.
Employees must provide 30 days’ advance notice for foreseeable leave or as soon as practicable for unforeseen leave. In cases of medical emergencies, notice should be given as soon as possible. Additionally, employees are required to provide medical certification from a healthcare provider supporting the need for leave, and the Company may request periodic recertification as needed.
During FML, employees will continue to receive health benefits under the same conditions as if they were working, though they are responsible for continuing their portion of premiums during their leave. Upon returning from FML, employees will be reinstated to their original position or an equivalent one with the same pay, benefits, and working conditions. Employees will retain the same seniority and benefits accrued before the leave.
To request Family and Medical Leave, employees should notify their supervisor or People & Culture representative, complete and submit the required leave forms, and provide any necessary medical certification or documentation. All medical and personal information related to FML requests will be kept confidential and disclosed only as required
by law. King Living prohibits discrimination or retaliation against employees who exercise their rights under this policy. All leave requests will be handled fairly and in accordance with applicable laws.
For questions or to request leave, employees should contact the People & Culture department.
An eligible employee may take up to five days of bereavement leave for the death of a family member. For purposes of this policy, a “family member” is a spouse, domestic partner, child, parent, parent-in-law, sibling, grandparent or grandchild.
To be eligible for bereavement leave, employees must have been employed by the Company for at least 30 days immediately preceding the start of the leave.
Bereavement leave days need not be taken consecutively, but the leave must be completed within three months of the date of death of the family member.
Bereavement leave is unpaid, except that an employee may use vacation, personal leave, accrued and available sick leave, or compensatory time off that is otherwise available to the employee.
The Company may request documentation of the family member’s death. Employees must provide supporting documentation within 30 days of the first day of the leave. Acceptable documentation includes, but is not limited to, a death certificate, a published obituary, or written verification of death, burial, or memorial services from a mortuary, funeral home, burial society, crematorium, religious institution, or governmental agency. Such documentation will be maintained as confidential and will not be disclosed except to internal personnel or counsel, as necessary, or as required by law.
Employees may request bereavement leave by speaking with their Line Manager.
In addition to the military leave rights set forth in the National Handbook and subject to the additional provisions set forth in the Illinois Service Member Employment and Reemployment Rights Act (ISERRA) and described in this policy, members of the United States armed forces, the National Guard of any state or territory regardless of status and the Illinois State Guard, as well as those serving in a federally recognized auxiliary of the United States armed forces and performing official duties in support of military or civilian authorities as a result of an emergency, are entitled to the rights, protections, privileges and immunities provided under the federal Uniformed Services Employment and Reemployment Rights Act (USERRA) and described more fully in the Military Leave policy set forth in the National Handbook.
Employees are entitled to a military leave of absence for active service in accordance with this policy so long as they provide advance notice of pending military service. There may be an exception to this advance notice requirement based on military necessity, as determined by the appropriate state military authority. For purposes of this policy, “military service” includes:
Service (active or reserve) in the United States armed forces, the National Guard of any state or territory regardless of status, and the Illinois State Guard;
Service in a federally recognized auxiliary of the United States armed forces when performing official duties in support of military or civilian authorities as the result of an emergency; and
A period during which an employee is absent from employment for the purpose of medical or dental treatment for a condition, illness or injury sustained or aggravated during a period of active service and the treatment is paid for by the United States Department of Defense Military Health System.
Also, for purposes of this policy, “active service” means all forms of active and inactive duty (without regard to voluntariness), including, but not limited to: annual training, active duty for training, initial active duty training, overseas training duty, full-time National Guard duty, active duty other than training, state active duty, mobilizations and muster duty. Active service includes active service without pay.
The Company may require additional documentation from an appropriate military authority for leave due to performance of official duties in support of military or civilian authorities as the result of an emergency or for the employee’s medical or dental treatment.
Employees requesting leave are not required to find an employee to cover their work when they take leave under this policy. Employees taking military leave are also not required to accommodate work-related needs pertaining to the timing, frequency or duration of their leave. The Company may bring concerns over the timing, frequency or duration of military leave to the attention of the appropriate military authority, but understands that accommodation of these concerns is subject to military law and the discretion of that military authority.
Accrued, unused vacation or PTO will be paid during military leave at the employee’s request.
The Company encourages all employees to fulfill their civic responsibilities and to respond to jury service summonses or subpoenas, attend court for prospective jury service or serve as a juror or witness under court order. Under no circumstances will employees be terminated, coerced or penalized because they request or take leave in accordance with this policy.
Employees must notify their Line Manager of any jury summons or subpoena or court order within a reasonable time after receipt and before their appearance is required. Verification from the court clerk of having served or appeared may be required.
Time spent engaged in attending court for prospective jury service or for serving as a juror or witness is not compensable except that exempt employees will not incur any reduction in pay for a partial week’s absence due to jury or witness duty. Employees may use vacation, personal leave or compensatory time off that is otherwise available to the employee for time spent responding to a summons and/or subpoena, for participating in the jury selection process or for serving on a jury or as a witness.
An employee is expected to report or return to work for the remainder of the work schedule when dismissed from jury or witness duty.
King Living is committed to making reasonable accommodations for employees who are victims of domestic violence, sexual assault, or stalking, or who need to address safety concerns related to these issues while at work. Such accommodations may include transfers, reassignment, modified work schedules, changes in work telephone numbers or stations, installed locks, assistance with documentation, implemented safety procedures, or other adjustments as needed. The Company will engage in a timely and interactive process with the employee to identify effective accommodations, provided that these do not impose undue hardship on the business or compromise the safety and health of the workplace.
Employees may also be eligible for unpaid leave under the Crime Victim Leave policy. They should consult this policy or contact People & Culture for further details. The Company may request a written statement or certification from the employee to verify the need for accommodation or leave, which may include a police report, court order, documentation from medical professionals or counselors, or other reasonable evidence.
Employees must notify the Company if their accommodation needs change. All information related to accommodation requests will be kept confidential, except as required by law, in which case the Company will inform the employee before disclosing any information.
Eligible employees can take unpaid leave to address issues related to domestic violence, sexual violence, gender violence, or any other crime of violence. This leave can be used for medical attention, victim services, counseling, safety planning, legal assistance, or bereavement activities related to the death of a family or household member. Leave can be taken consecutively, intermittently, or on a reduced-schedule basis, with up to two workweeks (10 workdays) available for bereavement, to be used within 60 days of receiving notice of the death. Employees may be required to periodically report on their circumstances and intent to return to work. Certification of the leave’s purpose may be requested, and employees must respond promptly, which can include providing a sworn statement. Time off is unpaid, though employees may use available paid leave if they choose. Upon return, employees will be reinstated to their original or an equivalent position with the same benefits, pay, and terms of employment.
We encourage all employees to fulfill their civic responsibilities and to vote in all public elections, whether local, state or national. Most employees’ schedules provide sufficient time to vote either before or after working hours. Employees must request time off from work to vote by contacting Line Manager at least 7 days prior to election day. Employees may be required to present proof of voting upon request (e.g., a certificate of voting, a voting sticker or a receipt).
King Living will not terminate, suspend or otherwise discriminate against employees who miss work to serve as an election officer on Election Day.
Time off under this policy will be unpaid.
The Company asks that employees provide reasonable advance notice of the need for time off to serve as an election official, so that the time off can be scheduled to minimize disruption to normal work schedules. Proof of having served as an election official may be required.
King Living will not terminate or discipline employees who take time off for emergency duties as volunteer firefighters, reserve peace officers, or emergency rescue personnel.
• Volunteer firefighters are those officially recognized by a city, county, or district fire department, or an unincorporated town.
• Emergency rescue personnel include volunteers or paid members of fire departments or agencies performing first aid, rescue, or related services, including those working for government agencies, sheriff’s departments, police departments, private fire departments, or state-sponsored disaster response entities.
Time off under this policy is unpaid, except for exempt employees who will be paid as required by law.
Upon request, eligible employees will be allowed paid leave to donate an organ or to donate, or attempt to donate, blood.
“Eligible employees” are full-time employees who have been employed by the Company for six months or longer and have obtained company approval for the time off.
For blood donation, an eligible employee can use up to one hour of paid leave to donate, or attempt to donate, blood every 56 days.
If an employee attempts to donate blood but is unsuccessful (as determined by the blood bank), the employee will
retain the one hour of blood donor leave.
For organ donation, eligible employees will be allowed up to 10 days of leave in any 12-month period to serve as an organ donor.
Employees will not be required to use accrued or future vacation or sick leave while taking time off to donate blood or an organ.
Eligible employees who are parents or legal guardians of a child enrolled in a public or private school in Illinois or a bordering state may take up to eight hours of unpaid leave per school year to attend school conferences or academic meetings related to their child. To qualify, employees must have worked for the Company for at least six consecutive months, averaging at least half-time hours, and must have exhausted all accrued vacation and other appropriate leave.
Leave requests must be submitted in writing at least seven days in advance for nonemergency situations, or 24 hours in advance for emergencies. No more than four hours of leave can be taken in a single day. Employees should coordinate with their supervisor to minimize disruption to business operations.
Verification of the academic activity from the school must be provided within two working days of the visit. Failure to do so may result in the absence being treated as unexcused. Non-exempt employees may make up missed hours, provided it does not lead to overtime, while exempt employees may need to make up hours within the same pay period.
The Company will not discriminate or terminate employees for taking leave under this policy.
Employees and applicants may request reasonable accommodations for pregnancy, childbirth, or related conditions to perform their job duties. In line with the Illinois Human Rights Act (IHRA), accommodations will be provided unless they impose undue hardship on the company.
Accommodations may include adjustments to the job application process, additional breaks, light duty, temporary transfers, equipment modifications, reassignment, private spaces for breastfeeding, job restructuring, part-time schedules, accessible workspaces, or leave for recovery.
Employees taking leave under this policy will be reinstated to their original or equivalent position with the same pay, benefits, and terms, unless it would cause undue hardship to the company.
For foreseeable leave, employees must provide reasonable prior notice and make efforts to schedule treatment to minimize disruption. For unforeseeable leave, notice should be given as soon as possible.
The Company may request documentation from a health care provider regarding the need for accommodation. The Company will not discriminate or retaliate against those requesting accommodations and will not deny employment based on the need for such accommodations.
For questions or to request accommodations, employees should contact their People & Culture representative.
The Company will provide reasonable breaks to accommodate an employee desiring to express breast milk for the employee’s infant child, for one year after the child’s birth. If possible, nursing mothers should take time to express breast milk during their regular meal and/or rest breaks. If the break time cannot run concurrently with the meal and/or rest breaks already provided to the employee, the employee should work with their supervisor regarding scheduling.
The Company will make reasonable efforts to provide employees with the use of a private room in close proximity to the work area, other than a toilet stall, for employees to express milk. Employees should discuss with their supervisor or a P&C representative the location to express and store their breast milk and to make any other arrangements under this policy.
The Company strictly prohibits discrimination against or harassment of employees because they are breastfeeding and request or take breaks in accordance with this policy.
To comply with applicable laws ensuring equal employment opportunities for individuals with disabilities, King Living will make reasonable accommodations for the known physical or mental limitations of an otherwise qualified individual with a disability who is an employee or applicant for employment unless undue hardship and/or a direct threat to the health and/or safety of the individual or others would result.
Any employee who requires an accommodation in order to perform the essential functions of their job, enjoy an equal employment opportunity and/or obtain equal job benefits should contact their Line Manager in the first instance to request such an accommodation. People & Culture will communicate with the employee and engage in an interactive process to determine the nature of the issue and what, if any, reasonable accommodation may be appropriate. In some cases, this interactive process may be triggered without a request from the employee, such as when the Company receives notice from its own observation or another source that a medical impairment may be impacting the employee’s ability to perform their essential job functions.
Employees who believe they need an accommodation must specify, preferably in writing, what barriers or limitations prompted the request. King Living will evaluate information obtained from the employee, and possibly their health care provider or another appropriate health care provider, regarding any reported or apparent barriers or limitations and will then work with the employee to identify possible accommodations, if any, that will help to eliminate or otherwise address the barrier(s) or limitation(s). If an identified accommodation is reasonable and will not impose an undue hardship on the Company and/or a direct threat to the health and/or safety of the individual or others, the Company will generally make the accommodation or it may propose another reasonable accommodation that may also be effective. Employees are required to cooperate with this process by providing all necessary documentation supporting the need for accommodation, and being willing to consider alternative accommodations when applicable.
Employees who wish to request unpaid time away from work because of a qualifying disability should speak to their Line Manager regarding a proposed accommodation. The Company will not retaliate or otherwise discriminate against an employee or applicant who requests an accommodation in accordance with this policy.
Employees and applicants for employment may request a reasonable accommodation for their sincerely held religious beliefs, practices, and/or observances, including but not limited to the wearing of any attire, clothing or facial hair in accordance with the requirements of their religion. In accordance with the Illinois Human Rights Act (IHRA), the Company will provide a reasonable accommodation unless such accommodation will impose an undue hardship on the company’s business operations.
The Company will not deny employment opportunities or take adverse employment actions against employees or otherwise qualified applicants for employment based on the need to make such reasonable accommodations, nor will the Company retaliate against applicants or employees who request accommodations or otherwise exercise their rights under the IHRA. Employees who have questions about this policy or who wish to request a reasonable accommodation under this policy should contact their People & Culture representative.
