Professional Documents
Culture Documents
PERSONNEL POLICIES
TABLE OF CONTENTS
TABLE OF CONTENTS ... 2
INTRODUCTION . 5
EQUAL EMPLOYMENT AND NON-DISCRIMINATION ... 6
Equal Opportunity Employment 6
Anti-Harassment & Non-Discrimination Policy 6
Whistle Blowing 7
Anti-Retaliation Policy .. 7
Complaint Procedures 7
Reasonable Accommodations ... 7 - 8
CRIMINAL HISTORY AND BACKGROUND CHECKS .. 8
WORKPLACE PRIVACY AND CONFIDENTIALITY . 9
WORKPLACE VIOLENCE 10
Violence in the Workplace ... 10
Safety ... 10
INTRODUCTORY EMPLOYMENT . 11
EMPLOYEE TERMINATION AND RESIGNATION .. 12
Employee Termination and Resignation .. 12
Final Paychecks ... 13
References 13
EMPLOYEE CONDUCT 14
Personal Appearance 14
Attendance and Punctuality . 14
Outside Employment ... 14
Conflicts of Interest .. 14 - 15
Ethics, Solicitation, & Political Activities ... 15
Holiday and Workspace Decorations ... 15
PERFORMANCE REVIEWS . 16
DRUG AND ALCOHOL POLICY . 17
Drug and Alcohol Policy . 17
Policy Handbook (Revised 1/1/2016)
Mandatory Testing 17 - 18
Rehabilitation and Return to Work .. 18
DISCIPLINARY PROCEDURES ... 19
Progressive Discipline Policy .. 19
List of Infractions . 19 - 20
EMPLOYEE BENEFITS & PAY PROCEDURES 21
Pay Procedures . 21
Summary of Benefits ... 21
Deferred Compensation 21 - 22
Termination and Change of Coverage . 22
Summary Plan Booklet 22
Travel Expenses and Meal Reimbursement . 22
Credit Card Policy 22 - 23
Professional Development ... 23
WORKING HOURS AND LEAVE ELIGIBILITY ... 24
Working Hours . 24
Flexible Scheduling .. 24 - 25
Paid Time Off .. 26
Paid Holidays 26 - 27
Breaks .. 27
FMLA/OFLA Leave 27
Bereavement Leave .. 27 - 28
Jury and Witness Duty . 28
Workers Compensation Leave . 28
EMERGENCY OFFICE CLOSURE PROCEDURES 29
USE OF COMPANY OFFICE AND EQUIPMENT .. 30
Use of Telephones 30
Computers and Electronic Equipment . 30
Policy Handbook (Revised 1/1/2016)
Welcome to Multifamily NW (hereinafter MFNW). We are excited that you have chosen to
work for the association, and hope that your time here will be rewarding, productive, and an allaround positive experience.
In order to help you better adjust to and understand our organization, we have developed an
Employee Handbook. The purpose of this handbook is to provide answers and guidance
regarding common questions and issues that may arise during your time here. The policies and
guidelines outlined in this handbook will apply to all employees at all levels of the organization.
You should understand that this handbook does not serve as a contract for employment or
benefits between you and MFNW. Rather, this handbook is a summary of our current policies
and practices. Further, MFNW reserves the right to change or discontinue any benefit plan,
policy, or practice at any time as determined appropriate to the operation of the organization.
Changes to this handbook can only be made upon written approval by the Executive Director.
Nothing in this handbook is to be construed as a guarantee of continued employment; rather,
employment with MFNW will be on an at-will basis. This means that the employment
relationship may be terminated by you or MFNW for any reason not prohibited by law.
This employee handbook becomes effective January 1, 2016 and supersedes all previous
personnel policies and practices. If you have any questions regarding policies outlined in this
manual, please contact the Human Resources.
MFNW recognizes that the strength and growth of the association is through its people.
Therefore, it is MFNWs policy to ensure equal employment opportunity without discrimination
or harassment on the basis of race, color, religion, sex, sexual orientation, gender identity or
expression, age, disability, marital status, citizenship, genetic information, or any other
characteristic protected by State or Federal law. All employment decisions will be based on
objective evaluation of an individuals qualifications, ability, and contribution to the success of
MFNW.
ANTI-HARASSMENT & NON-DISCRIMINATION
Harassment on the basis of any protected characteristic listed above, or characteristic protected
by State or Federal law, is strictly prohibited. In this policy, harassment is verbal, written, or
physical conduct that is hostile in nature or shows aversion toward an individual because of their
race, color, religion, sex, sexual orientation, gender identity or expression, national origin, age,
disability, marital status, citizenship, genetic information, or any other characteristic protected by
State or Federal law that creates a hostile or offensive work environment, unreasonably interferes
with an employees ability to complete work, or negatively affects an individuals employment.
Harassing conduct includes sexual, racial, ethnic, age, religious, or disability-related jokes,
statements, or stories, intimidating acts directed at other employees, or any offensive and
harassing materials placed on MFNW walls, bulletin boards, or other public areas. Any emails,
phone (including voice messages), text messages, social network messages, instant messages, or
electronic-based communications of a harassing nature are not allowed.
Within the realm of harassing conduct, MFNW strictly forbids any harassment of a sexual nature.
MFNW follows the Equal Employment Opportunity Commission Guidelines in regards to
defining this conduct as: unwelcome sexual advances, requests for sexual favors and other
verbal or physical conduct of a sexual nature when submission to such conduct is made either
explicitly or implicitly a term of employment, submission to or rejection of conduct is used as
the basis for employment decisions, or such conduct creates an intimidating, hostile, or offensive
working environment. Additionally, Title VII of the Civil Rights Act of 1964 recognizes two
types of sexual harassment: quid pro quo and hostile work environment. Any conduct creating
such an environment will not be tolerated, and should be reported immediately.
All harassing conduct of either a general or sexual nature should be reported to the employees
immediate supervisor, human resources generalist, or Executive Director.
WHISTLE-BLOWING
MFNW encourages employees to raise reasonable, good-faith concerns regarding unlawful or
unethical conduct within the association without fear of retaliation.
Policy Handbook (Revised 1/1/2016)
It is the employees responsibility to report any conduct that violates state or federal law, rule or
regulation, or any association rule or regulation. Additionally, employees are encouraged to
report any conduct that may interfere with the associations goals and mission. Examples of
reportable conduct may include: misappropriation of funds or materials, abuse of authority, or
gross waste of MFNW funds.
Any employee wishing to report any unlawful or unethical conduct may do so by contacting their
immediate supervisor, human resources generalist, or Executive Director.
ANTI-RETALIATION POLICY
For purposes of this manual, retaliation refers to any adverse action against an employee for
opposing harassment or discrimination. It includes any conduct, both on-or off-duty that
discourages an employee from making a complaint of discrimination or harassment or
participating in an investigation process.
MFNW encourages employees to report all perceived incidents of discrimination, harassment, or
retaliation, regardless of the offenders identity or position within the organization. Any such
report may be done without fear of retaliation against the employee. MFNW does not allow
supervisors, managers, or employees to retaliate against employees who report or oppose
harassment or discrimination, or who participate in investigations related to reports of
harassment or discrimination.
COMPLAINT PROCEDURE
If you believe that you have been subjected to any form of discrimination, harassment, or
retaliation for reporting discrimination or harassment, you should promptly report your concerns
to your supervisor, human resource generalist, or Executive Director.
Any reported allegation will be investigated immediately. Investigations will be kept
confidential, and violators will be subject to disciplinary or other corrective action.
Conversely, any false or malicious complaints of harassment, discrimination, or retaliation (as
opposed to erroneous complaints made in good faith) will be subject to disciplinary action as
well.
REASONABLE ACCOMODATIONS
Multifamily NW is committed to fully complying with state and federal disability and
discrimination laws. This commitment extends from hiring to reports of discrimination, all the
way to accommodating reasonable accommodations. If an employee requires a workplace
modification or other assistance in accommodating a disability, it is that employees
responsibility to contact the human resources generalist or immediate supervisor to make sure
MFNW is aware of not only the disability, but also needs related to that disability. Please note
that not every physical or mental limitation qualifies as a disability. Also, accommodations will
not generally be made unless those accommodations are necessary to enable a disabled employee
to perform his or her job duties or as a temporary step to assist an employee who has a pending
workers compensation claim to return to productive employment.
If an employee advises MFNW of a condition requiring an accommodation, MFNW shall
analyze the employees medical condition to first determine if it constitutes a disability. Next,
MFNW will begin an interactive discussion with the employee to determine what, if any,
accommodations can be made to enable the employee to perform their job duties in a safe,
satisfactory manner. It is MFNWs expectation that all employees cooperate with requests for
medical confirmation of employees claimed disability, as well as medical confirmation of
current, precise limitations on ability to perform job duties stemming from that disability.
If, after required reasonable accommodations are put into place, the employee is still unable to
perform essential job duties, MFNW is receptive to exploring opportunities to place disabled
employees in other available positions that are, with or without reasonable accommodation,
suited to their skills and limitations.
It is also MFNWs policy to provide reasonable accommodation for religious observances or
practices of employees, according to applicable state and federal laws.
All employees are expected, and required, to follow these guiding principles. Any violation may
result in disciplinary action up to, and including, termination.
WORKPLACE VIOLENCE
VIOLENCE IN THE WORKPLACE
MFNW is committed to providing a workplace environment free from violence. Conduct that
threatens, intimidates, or coerces another employee, customer, vendor or business associate will
Policy Handbook (Revised 1/1/2016)
not be tolerated; this may include direct or indirect threats of violence and incidents of actual
violence. Any conduct that is violent in nature should be reported to the employees supervisor
or Human Resources. Violations of this policy will result in disciplinary action, including
immediate termination, and violators may be subject to other civil suits or criminal liability.
In addition, MFNW practices a zero-tolerance policy in regards to violence in the workplace.
This policy encompasses, and strictly prohibits:
MFNW also takes a zero-tolerance policy in regards to workplace bullying. For terms of this
handbook, bullying includes repeated verbal or non-verbal conduct that is malicious, vindictive,
cruel, or deliberately hurtful. Bullying is conduct that also has the effect of threatening,
embarrassing, humiliating, intimidating, insulting, offending, or sabotaging/undermining another
employee, or interfering with their ability to complete work tasks.
Any incidents of workplace violence, or incidents that violate MFNWs zero-tolerance policy
should immediately be reported to the employees supervisor, HR, or Executive Director. All
incidents will be investigated in a timely manner, and violators found to be in violation of the
policy will be subject to disciplinary action. Further, retaliation against those who report
incidents or provide information related to an investigation will not be tolerated. Employees
who engage in retaliation will be subject to immediate discharge.
INTRODUCTORY EMPLOYMENT
INTRODUCTORY PERIOD EMPLOYEES
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All newly hired employees will be considered probationary employees for the first 90 days of
their employment with MFNW. Upon completion of this 90-day period, employees will
participate in a trial-service review with their manager(s).
The overall purpose of the trial-service period is to ensure that the employee and employer both
see the position as a fit. During this period, MFNW will observe and evaluate the employees
attitudes, work habits, and overall aptitude to ensure that the employee will be a continued fit
with the organization.
Employees demonstrating insufficient or unsatisfactory work performance may have their trial
service period extended, or may be dismissed by the organization pursuant to this policy as well
as the provisions of an at-will employment relationship. Employees should also note that
MFNW has no obligation to retain employees for the duration of the trial service period should it
be determined that performance or other business considerations would warrant termination of
employment.
Should an employee have their trial service period extended, any employer-provided monetary
benefit will become retroactive to an employees 90-day trial service date upon successful
completion of the extended trial-service period. Extension of trial service period will be
determined by the Executive Director, in consultation with Human Resources, on a case-by-case
basis.
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Employment with MFNW is considered at-will, meaning that the employee or employer may
terminate the employment relationship at any time, with or without notice. While the
organizations goal is to attract and retain top talent, we understand that a degree of turnover is to
be expected. Separation of employment can occur for many reasons, including:
FINAL PAYCHECKS
If you are discharged by MFNW, your final paycheck will be provided to you at the time of
termination.
Policy Handbook (Revised 1/1/2016)
12
If you resign and fail to provide adequate notice, your final paycheck will be made available to
you no more than one week following your final work day.
Your final paycheck will include payment for earned and unused vacation leave benefits;
however, employees who fail to provide at least 10 working days notice of termination will
forfeit any earned and unused annual vacation leave benefits.
Employees must return all company property, including computers, cell phones, keys, PCs,
identification cards, credit cards, and other company property in order to receive their final
paycheck.
Any employee who has established a PTO debt will have the number of indebted PTO hours
deducted from their final check.
REFERENCES
Employees leaving MFNW will have the option to authorize MFNW to release information
regarding work performance, interpersonal relations, etc., or information limited to their length
of employment, position and pay rate. As a general practice, if an employee does not authorize
release of information, MFNW will only release information regarding an employees length of
employment, position, and pay rate. All reference requests should be directed to Human
Resources.
SAFETY
While MFNW attempts to ensure a safe working environment for its employees, it is also the
responsibility of each employee to conduct all tasks in a safe and efficient manner that complies
with all local, state, and federal safety and health regulations, and program standards. It is also
the employees responsibility to familiarize themselves with the emergency plan in their work
area. Details of MFNWs emergency evacuation plan can be found in the kitchen, as well as
electronically in the shared G: Drive.
It is the responsibility of the employee to complete an Accident and Incident Report for each
safety and health infraction that occurs by an employee or that an employee witnesses. Failure to
report an infraction may result in disciplinary action. Reports of accidents or incidents should be
reported either to Human Resources or your direct supervisor.
EMPLOYEE CONDUCT
PERSONAL APPEARANCE
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Because of the nature of MFNWs work, it is necessary for all employees to appropriately
represent themselves to our members. Therefore, it is expected that employees report to work
neatly groomed and wearing clothing that is clean and appropriate for their position. Typical
clothing worn should reflect a business casual dress standard. Additionally, your supervisor
will advise you of any specific dress code requirements for your position.
ATTENDANCE AND PUNCTUALITY
Regular attendance and punctuality are vital to the effective operation of MFNW. It is required
that employees practice regular attendance, and that any absences be communicated promptly to
your immediate supervisor. Communication of absences should occur no later than one hour
prior to the beginning of your shift, and should be in the form of a phone call to your direct
supervisors main office telephone line. E-mail and text may be used as an additional
communication; however a call to your supervisors direct line must always be completed.
Any employee who does not call-in an absence will be subject to MFNWs progressive discipline
policy, beginning at the written warning level. Employees who miss three consecutive days
without calling in will be considered to have walked off the job, and will have their employment
automatically terminated.
Employees are encouraged to consult with HR should they have an absence in excess of 3
consecutive work days for a non-vacation/PTO-related absence. HR will advise on any
documentation or return-to-work releases that may be required in order for the employee to
return to work.
OUTSIDE EMPLOYMENT
In general, MFNW does not have an issue with employees holding other jobs or being selfemployed. Employees will be required to continue meeting all performance, overtime, and other
requirements of their position with MFNW. Additionally, employees will be required to discuss
their outside employment with their supervisor if their outside employment involves MFNW
members, board members, or fellow employees. MFNW may ask the employee to terminate
their outside employment if the outside work results in performance issues, frequent absences or
tardiness, or any other major disruptions to employee job tasks.
CONFLICTS OF INTEREST
Proper MFNW operations require that employees be independent, impartial, and responsible to
those we serve. Therefore, it is vital that employees avoid any relationship or activity that may
impair, or appear to impair, their ability to make objective decisions when performing job duties.
Additionally, company property, information, or business opportunities may not be used for
personal gain.
Additional examples of conflicts of interest include, but are not limited to:
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Employees who may have a conflict of interest situation are encouraged to seek advice from
their supervisor, HR, or Executive Director prior to engaging in any behavior that may constitute
a conflict of interest.
ETHICS, SOLICITATIONS, & POLITICAL ACTIVITIES
MFNW believes in treating its members, consumers, and fellow employees with respect and
integrity, and to adhering to fair and ethical business practices. It is therefore expected that
employees will avoid situations that may cause a conflict between personal interests and interests
of MFNW.
Employees are likewise prohibited from soliciting money, influence, service or other objects of
value from fellow employees during working hours. Employees are likewise prohibited from
aiding or promoting any political committee, political nomination/election, or distributing
materials of this nature during work hours. The sole exception to this policy is community or
charitable activities that MFNW supports, or events/promotions held by MFNW.
Please note that nothing in this subsection is intended to restrict the right of the employee to
express their personal political views. Any violations of this policy, or questions clarifying
expectations around this policy, should be directed to Human Resources.
HOLIDAY & WORKSPACE DECORATIONS
MFNW provides its employees the opportunity to create a comfortable, yet professional, work
environment at all times. However, it is expected that employees are sensitive and respectful of
co-workers, members, and the general public at all times. Therefore, any religious symbol or
other symbol that could be interpreted as being religious in nature may not be displayed in a
public or common area at any time.
Employees may decorate their personal workspace according to their own beliefs, so long as they
maintain a safe, professional environment that is respectful of their co-workers. Employees
working in a receptionist capacity may likewise decorate their workspace; however, these
employees are encouraged to use extra care in choosing decorations, as these workspaces are in
view of the public.
Any disagreements regarding organizational decorations will be settled by the Executive
Director. HR may also be consulted regarding legal implications of organizational decorating.
Any questions or concerns around workspace decorations should be directed to HR.
PERFORMANCE REVIEWS
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PERFORMANCE REVIEWS
Regular, constructive feedback is vital to the sustained success and professional development of
MFNW employees. MFNW practices regular performance reviews with its employees to
encourage professional growth and to set goals for future performance. Performance reviews
will take place in the following sequence:
All performance reviews will become part of an employees personnel file. Employees will also
receive a copy of their performance review. If an employee disagrees with their performance
review, they may submit a written statement, which will be included with the performance
review.
Managers are also encouraged to provide informal feedback to employees on a regular basis.
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Working, reporting to work, or returning to work following meal or rest breaks with any
amount of drugs or alcohol in your system, and/or testing positive under this policy is
prohibited. For purposes of this policy, testing positive means a confirmed test result
of 0.02% or higher blood alcohol content.
Consuming, manufacturing, buying, selling, distributing, or possessing drugs or alcohol
on MFNW premises, or while off-site conducting job duties for MFNW, or while
operating a motor vehicle on behalf of MFNW. MFNW property includes all property
rented, leased, owned, or controlled by MFNW, including parking lots and adjacent areas,
as well as MFNW equipment or vehicles on or off its property.
Failure to fully cooperate with any aspect of MFNWs enforcement of this policy may
result in termination. Uncooperative actions include, but are not limited to, refusing to
promptly submit to required testing; giving false, diluted, or altered urine samples; and
failure to comply with any rehabilitation conditions imposed by MFNW or rehabilitation
counselors as part of written documentation of this policy.
MFNW also recognizes that alcohol and drug use may be a sign of chemical dependency and that
employees with these conditions can be successfully treated and re-integrated into the workplace.
Therefore, MFNW is willing to help and support any employee who seeks treatment for these
issues prior to their becoming a subject of discipline and/or termination under this or other
policies. Human Resources has more information regarding resources for those seeking
assistance, as well as programs that may be available through MFNWs insurance provider(s).
MANDATORY TESTING
It is MFNWs policy to conduct a pre-employment background check prior to an employee being
offered employment with MFNW. The Executive Director may amend this policy as business
needs dictate. In such cases, an employee may be allowed to begin work prior to the successful
completion of a pre-employment background check; however, the employee will be terminated
should they not successfully complete the background check.
If MFNW has reasonable suspicion that an employee is under the impairment of drugs or
alcohol, MFNW may require that that employee immediately submit to alcohol and/or drug
testing. Reasonable suspicion will be based on specific, identifiable criteria, including observed
behavior, witness statements, or employee admissions. With the exception of an employee
admission, any such behavior must be verified by at least 2 individuals prior to requiring
mandatory testing.
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Employees who are required to submit to reasonable suspicion testing are prohibited from
transporting themselves to the collection site. A management employee will provide
transportation, and will arrange for the employee to be taken home after testing.
REHABILITATION AND RETURN TO WORK
Employees who undergo treatment for substance abuse will not be permitted to return to work
until such time as a qualified medical professional verifies that the employee is fit for duty. The
employee will also be required to comply with any additional requirements imposed on the
employee or MFNW by law. Time off for evaluation and treatment will generally be unpaid,
unless the employee has accrued paid time off or sick leave available for use.
Please know that employee confidentiality will be maintained throughout the entire incidence
process, from notification of substance abuse all the way through rehabilitation and return to
work, and beyond.
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DISCIPLINARY PROCEDURES
PROGRESSIVE DISCIPLINE POLICY
It is MFNWs policy to create a work environment in which serious or repeated violations of
MFNWs standards and policies is not permitted. MFNW also recognizes that employees may
make genuine mistakes, or have other, non-work-related problems that cause a negative effect on
work performance. With these two concepts in mind, MFNW has developed the following
progressive discipline policy for addressing and dealing with repeated and serious policy
infractions:
STEP 1: VERBAL WARNING
An employees manager will conduct a verbal conversation with the employee outlining the
behavior, as well as any areas of concern. A written record of the discussion will be provided to
HR and placed in the employees personnel file.
STEP 2: WRITTEN WARNING
Written warnings will be issued for any behaviors a supervisor considers serious in nature, or in
situations when a verbal warning has not helped to change unacceptable behaviors. Written
warnings will be placed in an employees personnel file.
STEP 3: PERFORMANCE IMPROVEMENT PLAN (PIP)
PIPs may be issued if an employee has been involved in a major disciplinary situation, or if
prior issues have not been resolved either through verbal or written warnings. The PIP is
considered a final warning for employees. The PIP will last for a pre-determined amount of
time not to exceed 90 days. Within this time frame, employees must demonstrate an ability and
willingness to meet and maintain conduct and work requirements specified by the supervisor and
organization. At the end of the PIP period, the PIP may either be closed, or an employee may be
dismissed from the organization should established goals not be met. Further, any additional
violations or repeated behaviors identified in the PIP that are exhibited during the PIP period may
be grounds for immediate dismissal of the employee.
LIST OF INFRACTIONS
To assist employees in recognizing behaviors constituting inappropriate conduct, MFNW has
developed the following list of infractions considered to be inappropriate. These infractions
include, but are not limited to, the following:
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Insubordination.
Possession of weapons, firearms, or explosives on MFNW property.
Deliberately delaying or limiting work tasks, or inciting others to do so.
Falsifying any reports or records.
Dishonesty.
Violation of the Drug and Alcohol Policy.
Engaging in bullying behavior.
Gambling of any kind during working hours.
Inappropriate use of computer or other MFNW-provided electronic equipment.
Marking, defacing, or intentionally damaging any MFNW property.
Violation of any policy within this handbook.
Any other conduct which is, in the view of MFNW, serious enough to justify
discharge or suspension.
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21
IRA account may contribute up to $12,500/year, plus a $3,000 catch-up for employees over the
age of 50.
As an additional benefit to its employees, MFNW will match up to 3% of an employees salary
for contributions made to a Simple IRA during a calendar year. Employees enrolling in these
benefits should submit a Deferred Compensation/Employee Change Form to Human Resources.
Only full-time employees working more than 30 hours per week will be eligible for a Simple
IRA through MFNW.
TERMINATION AND CHANGE OF COVERAGE
Any covered employee will continue to be eligible for benefits so long as they continue to work
at least 30 hours per week with MFNW. MFNW coverage contributions will end on the last day
of the month in which an employee does not have enough hours, resigns, is terminated, laid off,
or otherwise stops receiving compensation through MFNW.
It may become necessary for MFNW to change insurance carriers or plans at any time.
Employees will be notified of any potential change prior to that change occurring. MFNW makes
no guarantee regarding the provisions of benefits or the mix of benefits offered other than the
fact that any benefits offered will meet the requirements set forth in the Affordable Care Act
(ACA). Any dispute concerning coverage is governed by the terms of the insurance policy and is
between the employee and the insurance company.
SUMMARY OF BENEFIT PLAN
All eligible employees will be provided a certificate and summary plan description that describes
the benefits of our insurance program. Eligible employees will receive copies of these
descriptions when they become eligible to participate in the program. If you lose your copy and
desire another, please contact Human Resources. Additionally, these benefit summaries are
published on MFNWs shared G: Drive.
TRAVEL EXPENSES AND MEAL REIMBURSEMENT
Employees who travel on pre-approved business trips on behalf of MFNW shall be reimbursed
for reasonable expenses incurred in connection with their approved travel. MFNW expects all
employees to exercise sound judgment in determining reasonable expenses; information on
reasonable per diem expenses can be found through the U.S. General Services Administration at:
www.gsa.gov.
Employees using their personal vehicle for authorized travel will be reimbursed for mileage at
the current IRS rates.
CREDIT CARD POLICY
With approval of the Executive Director, employees may be eligible to receive a company credit
card. To be eligible for a corporate credit card, an employee must travel frequently in the course
of their duties, purchase significant volumes of goods and services for use by the employer, or
Policy Handbook (Revised 1/1/2016)
22
incur other regular frequent business expenses of a kind appropriately paid by credit card.
Employees requesting a company credit card must submit an Application for Company Credit
Card, found on the shared G: Drive. The following, additional criteria apply to all employees
who are granted a company credit card:
The company credit card cannot be used to obtain cash advances, bank checks, traveler's
checks, or electronic cash transfers for expenses other than those incurred by the assigned
employee named on the card, or for personal expenses. Misuses of the card will result in
cancellation of the card and withdrawal of corporate credit card privileges. If the card is
used for an employee's personal expenses, the employer reserves the right to recover
these monies from the employee cardholder. Cardholders will be required to sign a
declaration authorizing the company to recover, from their salary, any amount incorrectly
claimed.
Each card will be limited to a maximum of $1,000. Increases to the established maximum
may be made on a case-by-case basis by the Executive Director.
Company credit card expenditures must be reconciled and submitted with original
receipts to the Accounting/Finance Department within 10 business days of the statement
date. Cardholders who have not reconciled and submitted their monthly expenditure
within this period will be asked to reconcile and submit their monthly expenditure
immediately. Continued or repeated non-conformance to this policy will result in
cancellation of the card and such other actions as appropriate. If the card expenditures are
not reconciled and submitted within a month of the statement date or a plausible
explanation has not been received by Accounting/Finance Department, the employee's
corporate credit card will be cancelled.
Lost or stolen cards must be reported immediately to the Executive Director. Any intentional or
repeated misuse of company credit cards will result in disciplinary action up to, and including
termination of employment.
PROFESSIONAL DEVELOPMENT
MFNW recognizes that the strength of the organization lies in providing employees the correct
tools to succeed in their jobs. A large part of this is encouraging and allowing for professional
development within the organization. MFNW encourages employees to pursue professional
development opportunities, and may pay for all or part of the cost of professional development
courses, trainings, or professional association memberships.
Employees interested in continuing their vocational education should work with their supervisor
and HR to develop a professional and career development plan.
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Unless otherwise approved, employees will be expected to work within the hours listed above.
FLEXIBLE SCHEDULING
In recognition of its employees need to maintain a positive work/life balance, MFNW may allow
employees to work a flexible schedule. Employees must complete a Flexible Work Schedule
request listing the hours that they will work during the workweek. This form will be submitted
whenever an employee is seeking to permanently change their schedule, or is seeking a
temporary change to reflect a prior engagement (i.e. doctor appointment) that will take them
away from the office for more than a 3-hour period. Additionally, the following criteria must
still apply:
Employees (both exempt and non-exempt) must still work their normal number of hours
per day.
Employees must work a shift that falls within the hours of 7:00 a.m 6:00 p.m., Monday
Friday, unless expressly told to work other hours by their direct supervisor.
Employees seeking a permanent change of schedule must meet with their supervisor to
discuss how they will still meet the needs of the public and association members while
working their alternative schedule.
Additionally, Multifamily NW offers the following flexible scheduling options to its employees
in promotion of a positive work/life balance:
1. Summer Hours
a. Employees may be able to work a compressed work week during the summer
months
b. Summer hours will run June 1st through August 31st
c. Program operates on a two-week cycle:
i. First week you work four 9-hour days and take a half-day on Friday
afternoon
ii. Second week you take Monday morning off, then work four 9-hour days
d. Participation is voluntary
2. Make Up Time (hourly staff)
a. With supervisor approval, non-exempt staff may make up, up to 3 hours in any
work week by coming in early, working late or shortening their lunch hour to 30
minutes. This should be used for appointments or other one-time events.
3. Telecommuting (exempt staff only)
Policy Handbook (Revised 1/1/2016)
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a. Approved staff may work from home up to two days per month.
i. Work from home days should be decided at the beginning of the month
and approved by supervisor.
b. Occasionally a special project will require additional work from home days which
may be granted at the supervisors discretion
4. Occasional Discretionary Leave for Exempt Employees
If you are an exempt employee, you may have up to 4 hours out of the office without
charging PTO if the benefit is used only on rare occasions and supervisor has given prior
approval (by submittal of Flexible Work Schedule form) and it is not combined with any
other leave time that would make time out of the office exceed 4 hours.
Approval for any of Multifamily NWs flex time benefits will be granted on a case-bycase basis. There is no guarantee these benefits will be available to all staff at all times.
Benefits may be withdrawn at the discretion of the Executive Director at any time for any
reason. Accurate timekeeping is an essential requirement for staff choosing to use a
flexible work schedule. Repeated tardiness may result in the withdrawal of flex time
benefit options.
PAID TIME OFF
All MultiFamily NW employees working more than 20 hours per week will receive PTO. PTO
may be used for employee vacations, sick leave, or any other time off as approved by their direct
supervisor.
Service Period
PTO Accrual
Days/Year
0 start of 6 Years:
1.25 days (10 hours) per Month
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6 15 Years:
1.66 days (13.33 hours) per Month
20
15+ Years
2.08 days (16.66 hours) per month
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Full time employees working 40 hours per week will accrue PTO on the following schedule:
For purposes of this policy, the PTO year will run from January 1 December 31.
Part-time employees working 20 36 hours per week will receive PTO on a pro-rated
basis.
Employees may submit a request to use PTO prior to its actual accrual, but must have
earned the PTO amount at the time PTO is taken; otherwise the leave will be considered
unpaid.
Requests for PTO must be submitted to the employees supervisor at least 1 week in
advance for single days off, and 4 weeks in advance for PTO totaling one week or more.
Employees using PTO for sick leave must submit a PTO request no more than 1 week
after taking the sick day. Employees who are sick for more than 3 consecutive work days
may be required to provide medical documentation verifying their inability to work, or
releasing them to come back to work.
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PTO may be used for sick leave as required by Oregon law. Part-time employees
working less than 20 hours per week are eligible to receive 40 hours of uncompensated,
protected sick leave.
New employees will accrue PTO from their first day on the job; however will be unable
to utilize PTO until after successful completion of their 90-day trial service period.
Any conflict in scheduling PTO will be resolved by the Executive Director; however as a
general rule, the employee with greater seniority will generally be granted PTO time
when conflicts arise.
Any perceived discrepancies in PTO accrual should be discussed with the employees
direct supervisor, executive director, or HR department.
Upon termination, employees will receive payment for any unused PTO accrued at the
time of resignation, provided the employee provides 10 working days notice of
resignation. Additionally, any PTO debt will be deducted from the employees final
check.
The manager and/or Executive Director will be responsible for determining workload
distribution in the absence of an employee.
Employees may be allowed to go into PTO debt upon approval by the Executive Director.
Any such cases will be determined and approved on a case-by-case basis.
Employees may carry 2 days PTO over to the following year. Up to 5 days may be
carried over upon approval by the Executive Director.
PAID HOLIDAYS
MultiFamily NW observes the following holiday schedule
New Years Day
Thanksgiving
Memorial Day
Christmas Eve
Independence Day
Christmas Day
Labor Day
The Executive Director may determine additional paid holidays based on organizational need,
staffing budgets, and scheduled events. Such events will be communicated to employees at least
60 days in advance of the office closure. The additional guidelines will also apply to paid
holidays:
Full-time employees will receive their full salary or hourly wage for the day. Part-time
employees will receive holiday pay only if the holiday falls on a day they are normally
scheduled to work, and only for normally scheduled work hours.
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MFNW recognizes that some employees may wish to observe, as periods of worship or
commemoration, certain days not included in MFNWs regular holiday schedule. Employees
may request and receive approval to take these days off so long as it will not unduly disrupt
MFNWs business and if the employee receives approval from their supervisor/Executive
Director. Employees may use accumulated floating holidays, PTO, or unpaid absence.
BREAKS
Employees working six or more hours per shift are required to take an unpaid lunch break of no
less than 30-minutes, and no more than one hour in length. During this time, employees are not
allowed to conduct work-related activities. Additionally, employees are required to take a 15minute rest break during each 4-hour segment of work. This rest period is in addition to lunch
break requirements. Please note that lunch breaks may not be combined with rest breaks, and
that rest or lunch breaks may not be used to end an employees shift early or to account for an
employees late arrival.
MFNW provides reasonable accommodation for employees needing to express breast milk.
While employees needing to utilize this function are generally expected to do so during their
regularly scheduled breaks, MFNW will work with employees to arrange for additional unpaid
break time during the day to express breast milk.
FMLA/OFLA
Due to its small size, MFNW employees are not eligible for leaves of absence under the Oregon
Family Leave Act (OFLA) or the Federal Medical Leave Act (FMLA). One exception allowed,
however, is that MFNW will honor requests from eligible employees to take a leave of absence
under the Oregon Military Family Leave Act. Employees with a spouse or registered domestic
partner who is a member of the Armed Forces, National Guard or military reserve forces, and
who has been notified of an impending call or order to active duty, is entitled to a total of 14 days
of unpaid leave per deployment after the employees spouse learns of impending deployment.
Employees must work an average of 20 hours per week prior to beginning the requested leave in
order to be eligible.
BEREAVEMENT LEAVE
Bereavement leave will be granted to full-time employees in the event of a death of a family
member. In the event of the death of an employees spouse, child, parent, or sibling, the
employee will be granted five days off work with pay. In the event of the death of an employees
Policy Handbook (Revised 1/1/2016)
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SOCIAL MEDIA
MFNW recognizes that social media can be used as a strategic tool to enhance communication
and, by extension, the ability to provide positive service to our consumers. However, MFNW
also recognizes the issues and problems that may arise in using social media in the workplace.
For purposes of this policy, MFNW defines social media to include all means of communicating
or posting information or content on any sort on the Internet, including your own or someone
elses blog, personal web site, social networking site, web bulletin board or chat room, or any
other form of electronic communication. Below are guidelines for social media use:
Employees may not post obscenities, slurs, or personal attacks that can damage the
reputation of the company, clients, employees, or applicants.
Employees may not create or post any content that violates MFNWs no-harassment and
no-discrimination policies and that include discriminatory remarks, harassment, or threats
of violence or similar inappropriate or unlawful conduct.
Employees may not create a link from their own personal blog, website, or other social
networking site to a MFNW-owned or -maintained website without identifying
themselves as a MFNW employee.
If an employee is posting job-related matters on social media sites, the employee must
use the following disclaimer: The opinions expressed on this site are my own and do not
necessarily represent the views of MultiFamily NW.
MFNW will never make use of a personal social media site for business purposes a condition of
employment. Additionally, MFNW will never ask employees to disclose login information to
social media websites as a condition of employment, pursuant to Oregon law. However, should
the need arise, MFNW may request that an employee provide content from social media sites if it
becomes relevant to internal investigation (i.e. an investigation into harassment or
discrimination, or an investigation into misuse of MFNW computer equipment).