Corporate Policies FAQ’s Breaks and Meal Periods Q: Am I required to take a lunch break? A: Yes. Employees who work at least six hours in a day are required to take a meal break of at least 30 minutes away from their work area. At LEGACY, this break is unpaid. In addition, LEGACY follows all applicable Federal, State, and Local laws when determining break and meal period requirements. Q. If I do not want to take a lunch break, am I allowed to go home early? A. No. A lunch break is required by law if you work at least six (6) hours in a
workday. In addition, a lunch break cannot be used to substitute for time not worked for i.e., coming in late or leaving early. Q. Is the Company required by law to provide a break outside my lunch? A. No. The law only requires that a minimum of a 30 minute break be provided when an employee works 6 hours in a work day. However, LEGACY may determine to provide additional breaks depending on operational and environmental needs.
DRESS CODE Clothing presenting a safety hazard – loose clothing, including neck scarves, flowing skirts, dangling necklaces or earrings, etc., that could get caught in equipment in the area where an employee works; open-toed shoes or any other clothing that may be unsafe for an employee’s particular work environment. Q. I work in one of the DC’s but in the office area. Do I have to follow the same dress code that warehouse associates follow? A. Yes. Our policies including the Dress Code policy applies to all associates of LEGACY. Additionally, when you leave the office area to go into the working areas of the warehouse you are required to follow all safety guidelines and procedure as well.
EEO Concerns about the administration of this policy should be addressed to the VP of Human Resources or his/her designee. Q: Who is the VP of HR and how would we contact this person? A: The Vice President of Human Resources is Lisa Ponton and you can reach her via email at lponton@legacyscs.com Q. I believe that I have been treated unfairly or suffered a form of discrimination, who do I contact? A. If you have a good faith belief that you have fallen victim to discrimination in the workplace, you can raise your concern with your supervisor, your Human Resources Representative or the LEGACY Hotline at 888-578-7902.
Employment at Will Employment with LEGACY is voluntary and is subject to termination by the employee or LEGACY on an at will basis. This means that termination can occur, with or without cause, and with or without notice, at any time consistent with LEGACY policy and in compliance with federal and state laws. Q: I thought the Company had a progressive discipline policy in place. This says you can terminate me anytime for any reason – that seems like two different things? A: The Company is committed to fair and equitable treatment of all employees. However, the purpose of this policy is ensure that employees understand that while we adhere to a progressive discipline process for corrective action, there is no guarantee to continued employment. The organization or you can terminate the employment relationship at any time with or without notice as long as the cause for termination does not violate federal or state law.
JOB POSTING LEGACY posts all job opportunities up to Director Level in all facilities throughout the company. The Job Posting Program is the primary internal process for filling open positions. The intent of this program is to ensure that all interested qualified employees have an equal opportunity to be considered for open positions. Q: How can I find out when job opportunities exist within my facility? A: When a job opportunity exit within a facility, a communication will be issued as well as the position is posted on the Careers page of our web site. To find job openings at LEGACY you can use this site www.legacyscs.com/careers or you can also speak with the HR Representative for your area to request assistance with our on-line application process. Q. The job posting policy says “jobs should be posted for 1 week�, however in my facility job postings are generally posted for 2 days. Should my facility follow the job posting policy? A. Yes. We are an Affirmative Action organization. As such we must track and report our employment practices for hiring and promotions. The Affirmative Action plan that we file with the OFCCP indicates that LEGACY post job openings/opportunities for a minimum of five (5) business days. Therefore, every facility has to follow our posting requirement so that any qualified applicant interested in the opportunity can apply within the five (5) business day posting time frame. Q. Can I apply for a job if I have an attendance warning on my record? A. Yes. As a LEGACY employee you have the ability to apply for any opportunity within LEGACY for which you are qualified. However, to be considered for an opportunity as discussed in the policy, you must be in good standing.
No Solicitation Policy Employees may not solicit or be solicited during their working time except for a company approved or sponsored event/program. Non-employees may not solicit employees or distribute literature on company premises at any time. Q: Many of our employees have children that are in the Girl Scouts and may be interested in selling Girl Scout cookies during the campaign - does this policy prevent the sale of Girl Scout cookies to my friends at work? A: No. While the policy states that you cannot solicit or distribute items in work areas of the building on work time you can certainly talk to your fellow employees during break times or lunch periods in non-working areas of the building. In addition, you may not allow your daughter or other nonemployees to come and set-up in the workplace as solicitation by nonemployees is strictly prohibited. Q. Can I post a flyer for an event that could be considered a community outreach program? A. Yes. Community Outreach Programs are considered company sponsored events and as such would be approved by your facility leader and HR as appropriate as an informational employee posting.
Non- Retaliation The reporting of a good faith issue or concern will not reflect negatively on the employee or affect his/her employment. Retaliation of any kind is prohibited and is protected conduct under Title VII. (See also our Anti-Harassment Policy and the Code of Business Ethics Policy). Q: How can I be assured that my manager will not retaliate against me if I raise a concern about conditions in the workplace?
A: Managers are agents of the organization and as such, they are responsible for operating within the confines of our policies. If you bring a concern to the attention of your manager, human resources or another person in authority you can be assured that you will be treated with respect and you will not be negatively impacted for so doing. If you believe that you have been negatively impacted by raining a concern please contact
Reemployment Eligibility Q. If I voluntarily leave the organization for a reason other than a policy violation can I be guaranteed to be rehired in the future? A. No. While you may end your employment in good standing, there is no guarantee of re-employment. The goal at LEGACY is to hire the best qualified person for each available opportunity. If a former employee is matched against an applicant for an employment opportunity and all things are equal between the candidates, consideration may be given for prior LEGACY service.
Workers’ Compensation Health and Life insurance benefits continue during the leave with the employee continuing to pay their portion of the premiums. In all locations except California, Workers’ Compensation leave can be granted for a period of up to one (1) year maximum from the date of the work related injury or the last day of work whichever is later. Employment will terminate at the end of the year unless otherwise required by law. Q: Am I required to enroll in COBRA while out on Workers’ Compensation? A: No. However, if you choose to do so, you can maintain your current level of Medical/benefit coverage as long as you continue to make the required contributions on the agreed upon schedule for each benefit you wish to continue.
Q: What happens to my employment after 12 months? A: If you have not been able to return to work after the 12 month period and you are unable to present a reasonable time frame in which your physician believes you can return to employment, it may be necessary to terminate you employment from the Company. However, once you are fully released by your treating physician you can reapply for a position in which you meet the minimum qualifications. Q. Am I required to use my PTO when on Work Comp leave? A. No. However, you can use any available PTO to supplement your workers’ compensation payment up to your regular pay. Q. Am I required to take a drug test to return from A Workers’ Compensation Leave? A. No. However, you will be required to present a Medical Release to return to work. Q. Are Dr. appointments for a Work Comp injury included in my work schedule for pay purposes? A. Yes. Workers’ Compensation physician appointments scheduled during the work day are viewed as hours worked for calculating hours worked for pay purposes.
Hours of Work and Overtime Overtime: Hours worked beyond forty (40) in a workweek or as otherwise required by law. Therefore, hourly paid employees that work in excess of the regularly scheduled hours within the week must be paid one and one half times their regular hourly rate for all hours worked in excess of 40 during an official workweek whether pre-approved or not. However, employees who fail to adhere to the procedure for gaining preapproval of overtime will be subject to Corrective Action up to and including discharge.
Q: Why do we not receive OT pay for hours worked over 8 in a day? A: LEGACY operates on weekly verses a daily schedule. The regular operating schedule is based on a forty (40) hour workweek. Therefore, eligibility for OT pay is based on hours worked over forty (40) in a week, not over eight (8) in a day. Q. If I work on a holiday, do I receive double time and a half? A. No. Non-exempt employees who work on a scheduled holiday will receive holiday pay plus time and a half for each hour worked on the holiday.
Payroll Deductions Q: Can we have a deduction set-up for a Christmas Club or other type of account for targeted saving? A: No. However, you are able to direct monies to accounts that may be set-up through your bank via the direct deposit feature. Q. I am receiving a payroll deduction for a garnishment and LEGACY never notified me. Is LEGACY allowed to deduct monies from my pay without notifying me of the deduction? A. Yes. As your employer of record, LEGACY is notified and required by the court to withhold funds from your paycheck on a scheduled basis. Similar notification is provided to you by the court of this legal obligation. LEGACY, as the employer is not the notifying authority, we merely act in response to the order of the court.
Attendance and Punctuality Q: Are we required to use PTO time when call in sick? A: Yes. Employees are required to utilize all available accruals prior to going into an unpaid state. Therefore, PTO time is required to be applied for all absences. In addition, if the PTO time applied is based on unscheduled and
unapproved time away from work, a point will be applied to each separate occasion of an unapproved absence under the attendance policy. Q: Is it appropriate that I be given points for things that are out of my control like traffic accidents, flat tires, sick children, etc.? A: Yes. We have a No-Fault Policy. That means that all unscheduled absence or instance of tardiness is subject to being assigned points under the policy.
Drug & Alcohol Free Workplace Q: I am taking prescription medication. Do I need to report that to my manager if I have to go for a drug test? A: No. However, if you are required to take a drug screen you may need to disclose such if you are contacted by the Medical Review Officer for the Company. This outside party is authorized to discuss the result of the drug screen with you and confidentially obtain any needed information to review your test result. You are not required to share this information with your manager nor is your manager authorized to inquire into your medical condition. Q. Does the Company provide drug and alcohol rehab? A. It depends. If an employee makes a self-disclosure of their need for rehabilitation prior to an incident, the organization under our medical plan can authorize rehabilitation support. This support is provided only one time throughout the duration of employment. However, if the need for rehabilitation is found following an incident, this will be viewed as a violation of the policy and no rehabilitation will be provided.
Emergency Facility Closures
Q: If the facility where I work is open but the weather conditions result in the roads in my area being unsafe and I am concerned about my ability to get to work– will I get a point if I decide not to report as scheduled to work? A: It depends. In limited circumstances the Facility Manager can take into account weather conditions that may affect travel to and from the facility. In such instances, the facility manager has the ability to exercise discretion related to the assignment of points due to inclement weather.
Problem and Dispute Resolution STEP I: A. Within five work days of the corrective action, the employee may pursue his/her dispute with the next level leader of their department. The employee initiates the procedure through written notification to Human Resources of his/her intent to dispute within the five-day period *** Q: Should I know the name of the Human Resource Representative for my facility is? A: Yes. The name of your human resources representative along with other important information should be posted on a bulletin board in your facility.
Workplace Civility Q: This policy establishes that we want a work environment free from harassment and intimidation so that we can be productive. However, what if my Manager or our customer is the one exhibiting behaviors contrary to the
goals of this policy, is everyone held to the same standards and expectations of this policy? A: Yes. Regardless of whom the person is that you feel may be exhibiting behaviors that are contrary to this policy you should Report the behavior to one of the individuals listed on the Bulletin Board or call the LEGACY Hotline at (888) 578-7902.
Administrative Leave Policy Q. I have not had to use PTO in the past for my court dates. Will I have to use PTO for future court dates? A. Yes. PTO is used in all instances to cover time away from work when those hours away were a part of your work schedule. Q. Doesn’t my employer have to provide paid time off to vote? A. Employees may take 2 hours paid time off for voting on election days if the employee’s work schedule does not allow at least 2 consecutive hours, either prior to the beginning of the shift or the end of the shift, to exercise their right to vote during open polling hours. If time off to vote is requested during the employees normal work day even though the polls would be open for at least two hours before or after the employees scheduled shift, the employees must notify their manager at least one week before an election of a time off request for the purpose of voting unless otherwise required by law. In this instance, time off approved for voting will be deducted from the accrued PTO bank to cover the time away from work.
Emergency and Sick Leave Note: If it is necessary for the medical leave to extend beyond the time for which STD is available, all accrued PTO “in the bank” must be taken, prior to the approval of any personal leave
Q: If I have the Long Term Disability Benefit will I still be required to use my PTO time? A: Yes. PTO is used to cover time away from work up to the time that you become eligible for STD. PTO will also be used to bridge the time needed to meet eligibility requirements between STD and LTD.
Community Outreach Q: Do we have any programs in place to help LEGACY associates in our buildings that may have an emergency or need assistance? A: Yes. The LEGACY Community Outreach Committee considers any request by an employee for support. This request for support must be submitted for consideration through our Community Outreach program and will be reviewed based on need and program requirements.
Personnel Record Copy Request Form Q: Do I have to pay to get copies of my own personnel records? A: Yes. Although our records are part of your personnel file they belong to the Company. In order to be sure that associates do not make constant frivolous requests a nominal fee is accessed to cover the time and cost for material associated with making a copy of the file.
Tuition Reimbursement Q: Is the Tuition Reimbursement benefit available to everyone, if so how do I apply for this benefit?
A: Yes. If you have a desire to attend school and would like the organization to support this effort, you should first discuss your interest in receiving this benefit with your supervisor and gain support. However, consideration for providing support will be based upon the needs of the company and whether the course work will provide an opportunity for the employee to grow within the company.