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To: Employees of Ozanam Charitable Pharmacy

Date: September 2017

RE: Employee Handbook

Attached is your copy of Ozanam Charitable Pharmacy’s Employee Handbook. Your handbook includes policies that have been created to ensure compliance with legal requirements and to promote a harmonious work environment between all employees at all levels. By reading the policies set forth in this handbook, you will know what is expected of you as an employee, as well as know your rights.

The policies and procedures set forth in this Handbook are for purposes of information only and constitute neither an expressed nor implied contract of employment. It may be modified or amended in writing by authorized management personnel at any time, without prior notice.

Your employment is an Employment-at-Will, meaning your employment and compensation may be terminated at any time at your option or the option of Ozanam Charitable Pharmacy with or without cause. Non-compliance with the policies and guidelines written in this handbook may result in disciplinary action up to and including termination.

You are required to read this Handbook or have someone read and explain the contents to you. If you have any questions about the material in this handbook, please ask your immediate supervisor.

I have received my employee handbook and have been instructed to read it and ask questions about anything I do not understand.

__________________________________________ ___________________________ Employee Signature Date

_________________________________________ ____________________________Member of Management Date

Ozanam Charitable PharmacySeptember 2017/SA919 Update with CDBG/919update with Board PTO Cause

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EMPLOYEE HANDBOOK

Ozanam Charitable Pharmacy


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INDEXINDEX............................................................................................................................................4

YOUR EMPLOYMENT...............................................................................................................6

EMPLOYMENT POLICIES........................................................................................................7EEOC - Non-Discrimination and Diversity...........................................................................................................................7Anti-Harassment Policy.........................................................................................................................................................7Immigration Law Compliance................................................................................................................................................8American’s with Disabilities Act...........................................................................................................................................8Background and Reference Checks........................................................................................................................................9Classification of Personnel.....................................................................................................................................................9New Employee / Introductory Period...................................................................................................................................10Conflict of Interest................................................................................................................................................................10

Outside Employment........................................................................................................................................11Relationships between Supervisors, Employees and Applicants.................................................................11Financial Interest in Other Business...............................................................................................................12Acceptance of Gifts...........................................................................................................................................12Reporting Potential Conflicts..........................................................................................................................12

Confidentiality......................................................................................................................................................................12Business Ethics and Conduct...............................................................................................................................................13Solicitation and Distribution of Literature...........................................................................................................................13Problem Solving Procedure / Open Door Policy..................................................................................................................13Internal Investigations, Searches and Theft.........................................................................................................................14Arrests..................................................................................................................................................................................14Absenteeism.........................................................................................................................................................................14Progressive Discipline..........................................................................................................................................................15Separation of Employment...................................................................................................................................................17

ADMINISTRATIVE POLICIES...............................................................................................19General Office Rules............................................................................................................................................................19Media Communication and Devices....................................................................................................................................19

E-Mail Usage.....................................................................................................................................................19Internet Usage...................................................................................................................................................20Social Media and Networking.........................................................................................................................21Cell Phone Usage..............................................................................................................................................22

Tobacco Use and Smoking...................................................................................................................................................22Application for Employment................................................................................................................................................23Personnel Files.....................................................................................................................................................................23Performance Appraisals.......................................................................................................................................................23Expense Reimbursement......................................................................................................................................................24Hours of Work......................................................................................................................................................................24Personal Appearance............................................................................................................................................................24Lactation Policy....................................................................................................................................................................25

COMPENSATION AND BENEFITS........................................................................................27Compensation.......................................................................................................................................................................27

Payroll Procedures...........................................................................................................................................27Garnishment of Salary.....................................................................................................................................27Direct Deposit....................................................................................................................................................27

Paid Time Off (PTO) and Holidays.....................................................................................................................................27Leaves of Absence................................................................................................................................................................29

Personal Non-Medical Leave of Absence.......................................................................................................29Medical and Maternity Leave.........................................................................................................................30Military Leave...................................................................................................................................................30Jury Duty...........................................................................................................................................................31Witness Duty.....................................................................................................................................................31Time off to Vote................................................................................................................................................32


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Emergency Closings.............................................................................................................................................................32

SAFETY........................................................................................................................................33General Safety......................................................................................................................................................................33

Accident Procedures.........................................................................................................................................33First Aid Kits.....................................................................................................................................................33Fire and Emergency Exit Procedures.............................................................................................................34Fire Extinguishers.............................................................................................................................................34Safe Lifting/Back Protection............................................................................................................................34

Substance Abuse Policy.......................................................................................................................................................34Testing................................................................................................................................................................35

Terminal Illnesses and Contagious Diseases........................................................................................................................35Workers’ Compensation.......................................................................................................................................................36Workplace Violence.............................................................................................................................................................36Visitors in the Workplace.....................................................................................................................................................37


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YOUR EMPLOYMENT

Welcome to the Ozanam Charitable Pharmacy family. Your employment is very important to us and we look forward to working with you as we continue to serve out mission. As part of our team, we encourage all employees to continue our tradition of excellence and integrity. Furthermore, we value our employee’s loyalty and honesty and encourage open communication. We are confident that we will provide you with a rewarding employment environment and we welcome you once again to our team!

As an employer, Ozanam Charitable Pharmacy has a responsibility to establish policies and procedures to insure consistency and equality for its employees. It is your responsibility to perform your job to the best of your abilities and to conform to all policies and practices set forth within this Employee Handbook. It is the responsibility of management to inform you of these policies and procedures. These policies apply to all employees, volunteers and contractors who as applicable to perform their duties.

Your employment is an Employment-at-Will, meaning your employment and compensation may be terminated at any time at your option or the option of Ozanam Charitable Pharmacy with or without cause. No one other than the Executive Director and/or the Board of Directors has the authority to enter into any agreement contrary to this paragraph.

This Employee Handbook is not intended to constitute a contract of employment or a guarantee of benefits or policies stated in it. Ozanam Charitable Pharmacy may unilaterally revoke or revise this Handbook for any reason. Failure to follow the policies outlined in this Handbook may result in disciplinary action up to and including termination.

You should keep a copy of this handbook, either electrically or hard copy, handy for reference purposes. As changes to the policies and procedures become effective, you will receive notice of the change.

We hope you will enjoy your employment and find it exciting and challenging. If you have any suggestions or concerns, we encourage you to contact your immediate supervisor, or follow the appropriate chain of command.


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EMPLOYMENT POLICIES

EEOC - Non-Discrimination and Diversity

Ozanam Charitable Pharmacy is an equal opportunity employer whose management is committed to the employment of qualified individuals without regard to race, color, religion, gender (including pregnancy), national origin, age, disability, genetic information, veteran status or sexual orientation. Hiring of new employees, pay rates, fringe benefits, job training, classification, referral, promotions, transfers and disciplinary action, including position eliminations will be based on work performance or seniority, not on the above-mentioned characteristics.

Management encourages and appreciates having a diverse workplace. If at any time, employees feel they are not being treated with equity or are being discriminated against, or being retaliated against for filing a charge of discrimination, they are encouraged to inform a supervisor or the Executive Director immediately. Discrimination will not be condoned or tolerated.

Ozanam Charitable Pharmacy is in compliance with Anti-discrimination and Civil Rights Laws Title VI of the Civil Rights Act of 1964 as amended Title VIII of the Civil Rights Act of 1968 as amended Section 104(b) and Section 109 of Title I of the Housing and Community Development Act of

1974 as amended Section 504 of the Rehabilitation Act of 1973 The Americans with Disabilities Act of 1990 The Age Discrimination Act of 1975 Executive Order 11063 Executive Order 11246 as amended by Executive Orders 11375, 11478, 12107 and 12086 Non-discrimination in employment and contracting opportunities laws, regulations, and

executive orders referenced in 24 CFR 580.607, as revised by Executive Order 13279 Applicable non-discrimination provisions in Section 109 of the HCDA

Anti-Harassment Policy

As part of our commitment to equal treatment, management ensures that all employees can work in an environment that is free from racial, ethnic, religious, sexual, and other harassment. Racial or ethnic jokes, slurs, comments and the like, as well as requests for sexual favors or similar unwelcome sexual advances are not tolerated in the work place and will result in disciplinary action up to and including termination.


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Unwelcome sexual advances, requests for sexual favors and other verbal or physical conduct of a sexual nature by any employee, including supervisors and the management of this company constitute sexual harassment when:

Submission to such conduct is made a condition of an individual's employment Submission to or rejection of such conduct by an individual is used as a basis for employment

decisions affecting that individual Such conduct has the purpose or effect of interfering with an individual's performance or creating

an intimidating, hostile or offensive environment

Employees who have a complaint of harassment should report such conduct to their supervisor. If the supervisor is the alleged harasser, the report of the conduct should be made to the Executive Director.

Follow-up

Every effort will be taken to conduct a thorough, confidential and timely investigation. No harassment claim will be ignored.

The complaining employee will be informed of the progress of the investigation; however, the complaining employee may not be privileged to all information concerning the disciplinary procedures resulting from the investigation.

Retaliation for making a good faith complaint will not be tolerated.

Immigration Law Compliance

Ozanam Charitable Pharmacy is committed to employing only United States citizens and non-citizens who are authorized to work in the United States and does not unlawfully discriminate based on citizenship or national origin.

In compliance with the Immigration Reform and Control Act of 1986 and the Alabama Immigration Law, each new employee, as a condition of employment, must complete the Employment Eligibility Verification Form I-9 and present documentation establishing identity and employment eligibility. Ozanam Charitable Pharmacy verifies I-9 information using the E-Verify system and files documentation in designated location. Forms are kept for all current employees and for terminated employees for 1 year from the termination date or three years from the hire date – whichever is longer.

Former employees who are rehired must complete a new I-9 form. Ozanam Charitable Pharmacy will not hire subcontractors whom they know are not authorized to

work in the United States or who are known to hire employees who are not legally able to work in the United States.

Employees who falsify I-9 or supporting documentation will be terminated. Failure to provide legal documentation within three days of a job offer will result in the rescinding of the job offer.

American’s with Disabilities Act

Ozanam Charitable Pharmacy is firmly committed to complying with the Americans With Disabilities Act (ADA) and other federal and state legislation designed to ensure equal employment opportunities to persons with disabilities. Section 503 of the Rehabilitation Act of 1973, as amended protects qualified individuals from discrimination on the basis of disability in hiring, promotion, discharge, pay, fringe benefits, job training, classification, referral, and other aspects of employment. Disability


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discrimination includes not making reasonable accommodation to the known physical or mental limitations of an otherwise qualified individual with a disability who is an applicant or employee barring undue hardship. Section 503 also requires that Federal contractors take affirmative action to employ and advance in employment qualified individuals with disabilities at all levels of employment, including the executive level. Ozanam Charitable Pharmacy prohibits discrimination on the basis of disability in regard to all employment practices or terms, conditions and privileges of employment. Consistent with this policy and applicable law, the Ozanam Charitable Pharmacy will make reasonable accommodation to the known physical or mental limitations of qualified applicants or employees, unless to do so would cause an undue hardship on the operation of its business. Individuals with Disabilities Section 504 of the Rehabilitation Act of 1973, as amended, prohibits employment discrimination on the basis of disability in any program or activity which receives Federal financial assistance. Discrimination is prohibited in all aspects of employment against persons with disabilities who, with or without reasonable accommodation, can perform the essential functions of the job. Any person who believes a contractor has violated its nondiscrimination or affirmative action obligation under the authorities above should contact immediately.

Background and Reference Checks

As part of the process of weighing applicants' qualifications and determining their suitability for open positions, various reference and background checks, such as criminal, credit, motor vehicle and academic, may take place for certain positions. Signed authorization forms are required by employees as a condition of employment.

All information obtained from any of the sources listed by job applicants is kept strictly confidential. No employee, supervisor, or management official has access to such information without demonstrating a compelling need for the information.

Any applicant who provides misleading, erroneous, or willfully deceptive information on an employment form or resume or in a selection interview is immediately eliminated from further consideration for employment. In addition, should Ozanam Charitable Pharmacy discover that a current employee has given fraudulent information concerning his/her background, disciplinary action up to and including termination will occur.

Giving reference checks for current or former employees is allowed by management only and will be limited to giving only name, positions held, dates of employment and, if requested in writing, salary information.

Classification of Personnel

Regular employees: are hired to work for an indefinite period. Regular employees may be hired on a full-time or part-time or introductory basis.

Regular full-time employees are regularly scheduled to work 30 or more hours per workweek. Regular part-time employees are regularly scheduled to work less than 30 hours per week.

Part time employees may not be eligible for all Ozanam Charitable Pharmacy’s insurance benefits.

90 day Introductory Employees are employees who have not yet worked 90 days and who may not be eligible for some of Ozanam Charitable Pharmacy benefits or who may not be entitled to all or any steps in the progressive disciplinary policy.


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Temporary employees may be hired to work part-time or full-time on short-term special projects or assignments that are not expected to last more than three months. These employees are not eligible for employee benefits. If temporary employees fill a regular position and become regular full or part time employees, their hire date will be the date of the regular employment. A 90-day introductory period must then be worked prior to being eligible for some of Ozanam Charitable Pharmacy’s benefits.

Contractual positions (1099 workers) may be necessary for Ozanam Charitable Pharmacy to receive professional services for a specific period or a specified project or job. Contractual workers are not considered employees and therefore are not eligible for benefits. Payment for contractual work is negotiable and will be specified in the contractual agreement. Contractual workers will receive a 1099 form and will be responsible for the payment of his/her own employment and income taxes.

Pay Classifications:

Salaried-Exempt employee is in a position classified as exempt from overtime wage and hour laws as mandated by Title 29, part 541 of the code by Federal Regulation, Wage and Hour Division of the US Department of Labor. These employees are paid based on a weekly salary and are not eligible for overtime pay. Hourly-Non-exempt employees are not exempt from the overtime wage and hour laws, are paid on an hourly basis and receive one and ½ of the hourly rate for all hours worked over 40 hours in a single workweek as defined by Ozanam Charitable Pharmacy.

New Employee / Introductory Period

New employees as well as Ozanam Charitable Pharmacy need time to determine whether a position/employee meets expectations. The introductory period is used to evaluate employee capabilities, work habits, and overall performance. Either the employee or Ozanam Charitable Pharmacy may end the employment relationship at will at any time during or after the introductory period, with or without cause or notice.

All new and rehired employees work on an introductory basis for the first 90 calendar days after their date of hire. If Ozanam Charitable Pharmacy determines that the designated introductory period does not allow sufficient time to thoroughly evaluate the employee’s performance, the introductory period may be extended for a specified period.

Upon satisfactory completion of the introductory period, employees enter the "regular" employment classification unless otherwise instructed.

Successful completion of the introductory period does not guarantee permanent employment nor should it imply an employment contract.

During the introductory period, new employees are eligible for those benefits that are required by law, such as workers' compensation insurance and Social Security. However, introductory employees may not be eligible for other company-sponsored benefits based on the terms and conditions of each benefit program.

Conflict of Interest

Employees are expected to conduct business according to the highest ethical standards of conduct and to devote their best efforts to the interests of Ozanam Charitable Pharmacy. Business dealings that appear to create a conflict between Ozanam Charitable Pharmacy’s interest and an employee are unacceptable. A Ozanam Charitable PharmacySeptember 2017/SA919 Update with CDBG/919update with Board PTO Cause

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potential or actual conflict of interest occurs whenever employees can influence a decision that may result in a personal gain for the employee or an immediate family member (i.e., spouse or significant other, children, parents, siblings) because of Ozanam Charitable Pharmacy's business dealings.

Although it is not possible to specify every action that might create a conflict of interest, this policy sets forth the ones, which most frequently present problems. If employees have any question whether an action or proposed course of conduct would create a conflict of interest, he or she should immediately contact the Executive Director of Ozanam Charitable Pharmacy. A violation of this policy may result in immediate discipline, up to and including immediate termination.

Outside Employment

Employees are required to notify management before participating in outside work activities. Approval will generally be granted unless the activity conflicts with Ozanam Charitable Pharmacy's interest. In general, outside work activities are not allowed when they:

Are full time positions; Prevent employees from fully performing work for which he or she is employed, including overtime

assignments; Involve organizations that are doing or seek to do business with Ozanam Charitable Pharmacy,

including actual or potential vendors or customers; or Violate provisions of law or Ozanam Charitable Pharmacy's policies or rules.

From time to time, employees may be required to work beyond their normally scheduled hours. Employees must perform this work when requested. In cases of conflict with any outside activity, the employee's obligations to Ozanam Charitable Pharmacy must be given priority. Employment or commercial involvement, which conflicts with the business interests of this company, is strictly prohibited.

If a spouse is or becomes employed by a competitor, we reserve the right to terminate employment.

Relationships between Supervisors, Employees and Applicants

Management encourages a healthy professional relationship between employees and supervisors. For this reason, supervising relatives directly or indirectly and/or supervisors indulging in a relationship of a romantic or sexual nature with subordinates is strictly prohibited. Such relationships may be perceived as favoritism or harassment and are clearly not in the best interests of Ozanam Charitable Pharmacy.

Applicants will be ineligible for employment when a member of that applicant’s immediate family will directly or indirectly supervise or have any authority over the individual’s employment. For purposes of this policy, immediate family will be interpreted to include an individual’s spouse, child, brother, sister, parent, grandparent, grandchild, mother-in-law, father-in-law, sister-in-law, brother-in-law, stepchild and the like relationship of the individual’s spouse. In addition, applicants who are related to a current board member will also be ineligible for employment at that time . A failure by an applicant to disclose the employment of an immediate family member or a relationship with a board member in his or her application is subject to immediate termination.

Supervisory personnel at any level are prohibited from supervising a relative without the express approval of the Executive Director. A relative is defined as a parent, child, brother, sister, in-laws, and spouse (common law or significant other) of the employee.

If a romantic or sexual relationship between a supervisor and an employee should develop, it shall be the responsibility and mandatory obligation of the supervisor to promptly disclose the


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existence of the relationship to the next level manager. The employee may make the disclosure as well, but the burden of doing so shall be upon the supervisor.

Efforts will be made to re-assign one of the employees to another area in Ozanam Charitable Pharmacy if possible, but when this is not a viable option, a resignation will be requested by either the supervisor or his/her employee. If neither party will agree to a resignation, one or both employees involved will be terminated based on failure to abide by this policy.

Financial Interest in Other Business

Employees and their immediate family may not own or hold any significant interest in a supplier, customer or competitor of Ozanam Charitable Pharmacy, except where such ownership or interest consists of securities in a publicly owned company and that securities are regularly traded on the open market.

Acceptance of Gifts

Employees may not accept tips of cash for work performed or cash or trade in lieu of payment to Ozanam Charitable Pharmacy.

Employees may not solicit or accept gifts of significant value (i.e., more than $100.00), lavish entertainment or other benefits from potential and actual customers, suppliers or competitors, without the knowledge and/or authorization of management.

Employees may entertain potential or actual customers if such entertainment is consistent with accepted business practices, does not violate any law or generally accepted ethical standards and the public disclosure of facts will not embarrass Ozanam Charitable Pharmacy.

Employees may not perform work for existing or potential customers for monetary or personal gain. Any exchange of money or goods to employees from customers, for work performed is prohibited unless approved, in advance, by management.

Reporting Potential Conflicts

Employees must promptly disclose actual or potential conflicts of interest, preferably in writing, to management. Approval will not be given unless the relationship will not interfere with the employees’ duties or the reputation of Ozanam Charitable Pharmacy.

Confidentiality

All records and information relating to Ozanam Charitable Pharmacy or its customers are confidential. No company related information, including but not limited to, documents, notes, files, records, oral information, computer files or similar materials (except in the ordinary course of performing duties on behalf of Ozanam Charitable Pharmacy) may be removed from the premises without permission from management. Additionally, the contents of records or information otherwise obtained regarding business may not be disclosed to anyone, except where required for a business purpose. Employees must not disclose any confidential information, purposefully or inadvertently through casual conversation or over the phone, to any unauthorized person inside or outside Ozanam Charitable Pharmacy. Employees who are unsure about the confidential nature of specific information must ask management for clarification. Employees will be subject to appropriate disciplinary action, up to and including termination, for knowingly or unknowingly revealing information of a confidential nature.


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HIPAA – All employees and volunteers must sign the HIPAA document entitled, “Ozanam Charitable Pharmacy HIPAA Employee Confidentiality Agreement.

Business Ethics and Conduct

Business will be and must be conducted in a lawful and ethical manner. Successful business operation and reputation is built upon the principles of fair dealing and ethical conduct of our employees. Integrity and excellence requires careful observance of all applicable laws and regulations, as well as a scrupulous regard for the highest standards of conduct and personal integrity.

Employees’ conduct that is deemed by Ozanam Charitable Pharmacy to be inappropriate or illegal either during or outside of working hours will lead to disciplinary action, up to and including possible termination of employment.

Referring to Ozanam Charitable Pharmacy negatively or disregarding the integrity of Ozanam Charitable Pharmacy in person, via e-mail or on social networking sites will lead to disciplinary action up to and including termination.

Solicitation and Distribution of Literature

Solicitation, distribution or posting of flyers or other printed material of any kind, including sending through e-mail, must be pre-approved by the Executive Director of Ozanam Charitable Pharmacy.

Employees may not solicit any other employees during working time, nor may employees distribute literature in work areas at any time.

Under no circumstances may employees disturb the work of others to solicit or distribute literature to them during their working time.

Persons not employed by Ozanam Charitable Pharmacy may not solicit its employees for any purposes on company premises.

Failure to get the pre-approval before soliciting, selling or distributing any material or goods will result in disciplinary action up to and including termination.

Problem Solving Procedure / Open Door Policy

To do a job effectively, employees must be able to work together with fellow employees, supervisors and managers. Even in the best of circumstances, however, problems may arise. Management expects employees to deal with problems in a professional manner so that small problems do not affect the quality of our work or morale of the team. To facilitate quick resolution, management maintains a problem-solving procedure for all employees without fear of retaliation or reprisal.

We sincerely hope that disputes relating to employment are few and far between. However, we recognize that such disputes can sometimes arise. Open Door Policy means that employees are encouraged to work out any employment-related problem, concern or dispute that may arise through open communication with an immediate supervisor. If a problem, dispute or concern is not addressed to the employee’s satisfaction, or he/she feels that a more formal procedure is necessary, we encourage discussion with the next level of management. Following the proper chain of command is suggested, however, it is not required.


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Internal Investigations, Searches and Theft

From time to time, it may be necessary to conduct internal investigations pertaining to security, auditing or work-related matters. Employees are required to cooperate fully with and assist in these investigations if requested to do so.

While on company property or in a company vehicle, employees may be required to submit to a reasonable search of company vehicles, clothing, purses, lunch boxes or other containers, desks, tool boxes and even personal vehicles where allowed by law.

Searches may be conducted individually or in groups when Ozanam Charitable Pharmacy has reasonable cause to believe that employee(s) are in possession of a prohibited weapon, controlled substance, alcohol or misappropriated company property.

Failure to cooperate in an investigation or search will result in disciplinary action up to and including termination.

Theft of company property, the property of another employee or customers, is illegal and will be grounds for immediate termination and may result in prosecution.

Theft includes, but is not limited to:

Larceny : The taking or pocketing of money in any amount. Intent to Steal: Property or supplies hidden in clothing, handbags, briefcases, vehicles,

lockers or workstations will be considered proof of intent to steal regardless of whether the employee leaves Ozanam Charitable Pharmacy’s property with the articles.

Removal of company property or supplies from the premises without authorized consent.

Arrests If an employee is charged with a crime, Ozanam Charitable Pharmacy will take the action deemed appropriate based upon the circumstances.

Employees must notify management of any charged offense as soon as possible. If employees are unable to be at work due to being charged with an offense, they will be asked to

resign. If employees will not resign and cannot be in attendance for work, termination will occur due to unexcused absences.

Depending on the media exposure, publicity of the arrest, and charges, employees may be asked to take a leave of absence pending trial outcomes.

If employees are found guilty of a felony offense, they will be terminated immediately. If previously terminated employees are found not guilty of the felony offense as charged, they

will be allowed to re-apply for a position but are not guaranteed rehire. Employees are to notify their supervisor of the verdict of the Court within (2) working days.

Failure to notify company of the verdict beyond a period of (2) two days will result in termination.

Absenteeism

Employees are expected to report to work on time and on a regular basis. Unsatisfactory attendance, for whatever reason, and/or failure to follow the proper call in procedures will generally result in disciplinary


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action up to and including termination of employment. Poor attendance also has an adverse impact on consideration for promotions and reassignments.

An absence is defined as “being scheduled to work and not reporting to work for that shift or leaving prior to the scheduled end of shift”. Days or partial days pre-approved by a supervisor for vacations, sick days or personal reasons are not considered absences.

Employees who are going to be absent for any reason must notify their immediate supervisor as far in advance of their starting time as possible, but should not be later than one-half hour before the scheduled starting time, except in bona fide emergencies. The reason for being absent must be given as well as the anticipated date for return to work. Employees must personally notify their supervisor of the absence via cell phone, except in bona fide emergencies.

Employees, who will be absent for more than 1 day, must call in and speak to the immediate supervisor every day, until a formalized leave of absence with a physician’s certification and anticipated date of return has been approved.

Absences for three consecutive days without notification will be considered a voluntary resignation.

Failure to return to work on the anticipated date of return after an absence, without proper call in, will generally result in disciplinary action up to and including termination.

A physician’s verification may be required after an absence for three or more days. Excessive absenteeism will result in disciplinary action up to and including termination.

Notwithstanding these general guidelines, Ozanam Charitable Pharmacy may consider all circumstances, which it considers relevant in any given case and impose discipline outside of these guidelines as appropriate in its sole discretion.

Progressive Discipline

Progressive discipline is generally used to correct unacceptable behavior and poor work performance. Employees may be counseled verbally or in writing, based on the severity of the infraction. Progressive discipline is not appropriate in every case and Ozanam Charitable Pharmacy will review each case on its own facts. All employees of this company are employed at-will and may be terminated at any time with or without cause.

The headings listed below categorize various policy infractions that may result in disciplinary action, up to and including termination. The list does not include every violation or type of behavior for which the discipline or termination may result.

Sections 1 - 3 detail partial lists of infractions, which may warrant a warning before more severe disciplinary action.

1. UNSATISFACTORY WORK PERFORMANCE

Creating or contributing to unsanitary or otherwise poor housekeeping conditions. Not meeting the standards or goals of the position as outlined in the job description or by

supervisor. Non-compliance with proper time keeping procedures. Loitering or loafing during working hours. Inability to work cooperatively with fellow employees and supervisors. Inability to perform the essential job functions of the job.

2. ATTENDANCE INFRACTIONS


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Failure to be at scheduled workstation at the beginning of shift. Leaving regularly assigned work location or position without notifying immediate supervisor. Non-observance of the department working hour schedule, starting time, quitting time, rest,

and meal periods. Excessive lateness (All employees are required to be at their job stations at the beginning of

their scheduled shifts. Any employee not prepared to work at the beginning of his or her shift will be considered late. Generally, three tardies in a thirty-day period will be considered excessive.)

Excessive absences (Generally, 6 separate occurrences of absences in a 12 month period is considered excessive. Employees may have counseling or warnings prior to 6 occurrences).

Failure to show for scheduled work shift and not calling to inform management of absence. Failure to call in and speak with a supervisor 30 minutes prior to scheduled work shift.

3. MISCONDUCT

Engaging in horseplay. Smoking in restricted areas. Posting, writing on or defacing bulletin boards, walls, equipment or other material or altering

or removing notices there from. Performing unauthorized personal work on company time. Solicitation of or by an employee during working time and distribution of literature in

working areas, without prior authorization. Sleeping, loafing or other abuse of time during assigned working hours. Interfering with any employee's performance of duties by talking or causing other

distractions. Violations of safety rules and/or policies. Negligence that may result in the endangerment or safety of others. Disclosing confidential information to unauthorized persons. Engaging in any outside employment or accepting payment for other work without the

knowledge and consent of management. Encouraging or engaging in workplace gossip or creating a hostile work environment. Creating carelessness or recklessness causing damage to, defacement or destruction of

building, equipment or other company property or the property of others. Being discourteous to a customer. Leaving assigned work area or failing to be at assigned work area without authorization of

management. Using profane language with co-employees, customers, or supervisors. Gambling on the premises.

Sections 4 – 6 detail lists of infractions that will usually result in immediate termination

4. GROSS MISCONDUCT

a. Dishonesty

Falsifying or misrepresenting, providing incomplete, misleading or incorrect information about the preparation of company records, including an application for employment or a timecard/timesheet.

Stealing or removing any items from company premises or any customer’s property.

Monetary theft or intent to steal.


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b. Drug and/or Alcohol possession or use

Possession, sale or use of intoxicating beverages or drugs on company property. Reporting to or working while under the influence of alcohol or illegal drugs. Failing or refusing to take a required drug/alcohol test.

c. Workplace Violence

Unauthorized use, possession, conveyance or storage of any firearms, explosives or other dangerous weapons on company premises.

Making threats or using threatening or abusive language toward fellow employees, customers, supervisors or management.

Fighting, coercing, harassing, interfering with or threatening bodily injury to other employees, customers, guests, or supervisors.

d. Willful negligence resulting in the endangerment of others

e. Misrepresenting or demeaning Ozanam Charitable Pharmacy or company representatives verbally or in writing on social networking sites, blogs or text messages.

f. Insubordination – Open defiance to a supervisor, including refusal to perform work or follow directives.

g. Immoral or indecent conduct

h. Any other conduct which is of a serious nature and which, in the sole opinion of the company, makes employees unfit for further service or warrants discharge.

5. HARASSMENT – See Anti-Harassment Policy

6. NO CALL–NO SHOW for 3 consecutive days - without authorization or acceptable excuse is considered a voluntary resignation.

Generally, supervisors should consult with management before issuing serious employee discipline and always in the case of termination.

Each offense is dealt with on an individual basis and considers the seriousness and frequency of the offense(s), and individual’s prior work performance.

Employees who have not completed their 90-day introductory period may not be subject to the above disciplinary process. A 90-day employee whose attendance and/or work performance does not improve after the first counseling may be subject to termination.

The progressive discipline procedure outlined here is a general guideline only and management is NOT required to follow this procedure in every case. Employees are employed at-will and may be terminated at any time, with or without notice and with or without cause.

Separation of Employment

For the purposes of compensation and benefits, responsibility to employees end as of the last working day regardless of whether the separation is due to a resignation or involuntary termination, unless otherwise determined by the Executive Director.


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Resignation

Although a notice of resignation is not required, a notice period agreed upon by both parties is requested to be worked, to allow time to hire a replacement for the position. Ozanam Charitable Pharmacy reserves the right to cut a notice short at any time during the notice period.

Walking off a job without the authorization of management, three (3) consecutive days of No-Call No-Shows and failure to return from a leave of absence on an agreed upon date are all considered voluntary resignations.

Employees are compensated through the last working day. Final paychecks will be available to employees on the next regularly scheduled pay date as mandated by Alabama State Law.

Layoff

If positions are eliminated because of reorganization or retrenchment, the affected employees are given reasonable notice of the layoff whenever possible.

When more than one employee is involved, reductions to the work force are made according to the importance of the position to the operation at the time, position tenure, quality of performance and other work related factors.

Employees who are subjected to a layoff are compensated through the last working day. Management reserves the right to determine when a severance package will be given to employees whose positions are eliminated.

Terminations

All dismissals will be discussed and approved by the Executive Director prior to action being taken.

Upon termination, Ozanam Charitable Pharmacy reserves the right to deduct from employees’ final paycheck any money owed to Ozanam Charitable Pharmacy as mandated by all applicable state and federal laws.

Re-employment of Employees

The Executive Director must approve re-employment of prior employees. For seniority and benefit purposes, employment periods may be bridged together for individuals

whose lapse in service between employment periods did not exceed one year. Employees must have completed their original 90-day introductory period to be able to bridge the two employment periods.


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ADMINISTRATIVE POLICIES

General Office Rules

The following is a list of general office rules. This is not a complete list, but a guideline to office etiquette:

Employees are encouraged to keep offices and/or work areas neat and orderly. Unnecessary noise, music or loud talking is not acceptable. Employees having a slack period are expected to assist others. All employees are expected to assist in housekeeping responsibilities to keep office areas sanitary

and clean. This includes, but is not limited to cleaning the bathrooms, kitchens and refrigerators. For safety purposes, spills should be cleaned up immediately, regardless of who is responsible for the spill.

Trashcans should be emptied regularly and refrigerators should be kept clean, with perishable items discarded weekly.

Media Communication and Devices

All company provided media devices including computers, tablets, telephones, and related software and hardware are for the benefit of company business, are the sole property of Ozanam Charitable Pharmacy. All communications and information transmitted by, received from, or stored in any of these systems are company records and property of Ozanam Charitable Pharmacy.

E-Mail Usage

Ozanam Charitable Pharmacy’ E-mail system should primarily be used for company purposes. Only limited personal use is allowed. Employees have no right of personal privacy in any matter stored in, created, received, or sent over the system. Ozanam Charitable Pharmacy reserves the rights to monitor, access, retrieve, and delete any matter stored in, created, received, or sent over the E-mail system, for any reason and without the permission of any employee. Even if employees use a password to access the E-mail system, the confidentiality of any message stored


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in, created, received, or sent from Ozanam Charitable Pharmacy E-mail system still cannot be assured. Use of passwords or other security measures does not in any way diminish Ozanam Charitable Pharmacy’s rights to access materials on its system, or create any privacy rights of employees in the messages and files on the system. All password used by employees must be revealed to management as E-mail files may need to be accessed by Ozanam Charitable Pharmacy in an employee's absence. Employees should be aware that deletion of any E-mail messages or files does not truly eliminate the messages from the system. E-mail messages may be stored on a central back-up system and retrieved at any time by management.

Messages should be treated as confidential by other employees and accessed only by the intended recipient. Employees other than IT professionals and management are not authorized to retrieve or read any E-mail messages that are not sent to them. Any exception to this policy must receive the prior approval of management.

Ozanam Charitable Pharmacy’ policies against sexual or other harassment apply fully to the E-mail system, and any violation of those policies is grounds for disciplinary action up to and including termination. Therefore, no E-mail messages should be created, sent, or received if they contain intimidating, hostile, or offensive material concerning race, color, religion, sex, age, national origin, disability or any other classification protected by law.

The E-mail system may not be used to solicit for religious or political causes, commercial enterprises, outside organizations, or other non-job related solicitations during working hours.

The E-mail system shall not be used to send (upload) or receive (download) copyrighted materials, trade secrets, proprietary financial information, or similar materials without prior authorization from management. Employees, if uncertain about whether certain information is copyrighted, proprietary, or otherwise inappropriate for transfer, should resolve all doubts in favor of not transferring the information and discuss with management.

Users should routinely delete outdated or otherwise unnecessary E-mails and computer files. These deletions will help keep the system running smoothly and effectively, as well as minimize maintenance costs.

Employees are reminded to be courteous to other users of the system and always to conduct themselves in a professional manner. E-mails are sometimes misdirected or forwarded and may be viewed by persons other than the intended recipient. Users should write E-mail communications with no less care, judgment and responsibility than they would use for letters or internal memoranda written on company letterhead.

Nothing should be sent through the E-Mail system that would not be appropriate for public viewing, including but not limited to personnel notes. Because E-mail records and computer files may be subject to discovery in litigation, employees are expected to avoid making statements in E-mail or computer files that would not reflect favorably on the employee or Ozanam Charitable Pharmacy if disclosed in litigation or otherwise.

A customized signature has been created to be included at the end of all Ozanam Charitable Pharmacy’ outgoing E-mails.

Internet Usage

Employees whose job duties do not require the use of the Internet may not engage in Internet use while at work unless special authorization by management has been made.

Files obtained from sources outside of Ozanam Charitable Pharmacy, including disks brought from home; files downloaded from the Internet, new groups, bulletin boards, or other online services; files attached to e-mail; and files provided by customers or vendors may contain dangerous computer viruses that may damage the computer network. Employees should never download files from the Internet, accept e-mail attachments from outsiders, or use disks from non-company sources, without first scanning the material with company-approved virus checking software. If a virus is suspected in the network, management should be notified immediately.


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Social Networking Sites and shopping sites, such as Facebook, Twitter, Instagram, You-Tube, E-Bay and sites that contain pornography (these are just a few) may only be accessed during break times or if access is necessary for business purposes. See Social Networking policy.

Any employee who discovers misuse of the E-mail or Internet system should discuss with management immediately. Violations of this policy may result in disciplinary action up to and including termination.

Social Media and Networking

Ozanam Charitable Pharmacy realizes that social networking is part of everyday life. However, personal social networking and business should be kept separate.

Blogging or other forms of social media or technology includes but is not limited to video or wiki postings, sites such as You Tube, Facebook and Twitter, chat rooms, personal blogs or other similar forms of online journals, diaries or personal newsletters not affiliated with Ozanam Charitable Pharmacy.

Unless specifically instructed, employees are not authorized and therefore restricted to speak on behalf of Ozanam Charitable Pharmacy. Employees may not publicly discuss clients, products, employees, management or any work-related matters, whether confidential or not, outside company-authorized communications. Employees are expected to protect the privacy of Ozanam Charitable Pharmacy and its employees and clients and are prohibited from disclosing personal employee and nonemployee information and any other proprietary and nonpublic information to which employees have access. Such information includes but is not limited to customer information, trade secrets, financial information and strategic business plans.

Employer Monitoring

Employees should have no expectation of privacy while using the Internet. Postings can be reviewed by anyone, including company representatives. Ozanam Charitable Pharmacy reserves the right to monitor comments or discussions about Ozanam Charitable Pharmacy, its employees, clients and the industry, including products and competitors, posted on the Internet by anyone, including employees and non-employees. Blog-search tools and software may be used to monitor such forums.

Reporting Violations

Ozanam Charitable Pharmacy requests and strongly urges employees to report any violations of possible or perceived violations to supervisors or a member of management. Violations include discussions of Ozanam Charitable Pharmacy and its employees and clients, any discussion of proprietary information and any unlawful activity related to blogging or social networking.

Authorized Social Networking

Authorized social networking and blogging is used to convey information about company products and services, promote and raise awareness of Ozanam Charitable Pharmacy brand, search for potential new markets, communicate with employees and customers to brainstorm,


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issue or respond to breaking news or negative publicity, and discuss corporate, business-unit and department-specific activities and events.

When social networking, blogging or using other forms of web-based forums, Ozanam Charitable Pharmacy must ensure that use of these communications maintains our brand identity, integrity and reputation while minimizing actual or potential legal risks, whether used inside or outside the workplace.

Only authorized employees can prepare and modify content for Ozanam Charitable Pharmacy’s social networking sites. Content must be relevant, add value and meet at least one of the specified goals or purposes developed by Ozanam Charitable Pharmacy. If uncertain about any information, material or conversation, discuss the content with a manager.

All employees must identify themselves as employees of Ozanam Charitable Pharmacy when posting comments or responses on the employer’s behalf.

Any copyrighted information where written reprint information has not been obtained in advance cannot be posted.

Personal Posts and Blogs

Bloggers are personally responsible for their commentary on blogs and social networking sites. Bloggers can be held personally liable for commentary that is considered defamatory, obscene, proprietary or libelous by any offended party, not just Ozanam Charitable Pharmacy.

Employees cannot use employer-owned equipment, including computers, company-licensed software or other electronic equipment, nor facilities or company time, to conduct personal bogging or social networking activities.

Employees cannot use blogs or social networking sites to harass, threaten, discriminate or disparage against employees or anyone associated with or doing business with Ozanam Charitable Pharmacy.

Employees cannot link from a personal blog or social networking site to Ozanam Charitable Pharmacy’s internal or external web site.

When Ozanam Charitable Pharmacy is a recognized employer when posting or blogging, a disclaimer should be used stating, “the views in this posting do not represent the views of my employer”.

Good judgment should be used when posting or blogging on personal sites. Even with a disclaimer, Ozanam Charitable Pharmacy Case encourages professionalism and honesty in communications.

If contacted by the media or press about their post that relates to Ozanam Charitable Pharmacy’s business, employees are required to speak with their manager before responding.

Cell Phone Usage

Personal cell phones are not to be used during working hours unless conducting pharmacy business. Text messages may be checked during break periods.

Tobacco Use and Smoking Smoking, the use of non-smoking tobacco products and vapor cigarettes are not allowed inside the office and are only allowed outside in designated areas during designated break time. Offensive odors due to smoking will not be tolerated.


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Application for Employment

Ozanam Charitable Pharmacy relies upon the accuracy of information contained in the employment application, as well as the accuracy of other data presented throughout the hiring process and employment. Any misrepresentations, falsifications, or material omissions in any of this information or data may result in the exclusion of the individual from further consideration for employment or, if the person has been hired, termination of employment. Employment Applications will remain active for at least one month from the day the application was turned into Ozanam Charitable Pharmacy. The Employment Application will stay on file for up to (1) year from the date the application was turned into Ozanam Charitable Pharmacy. Qualified applicants may be chosen by a selection committee for an interview.

Personnel Files

Various employment files are kept on each employee in a secure location in the main office.

A record of all transactions between employee and employer with documenting correspondence is kept in the personnel file. This file is stored in a confidential area and is available to authorized personnel only.

Any changes in employee status, i.e. name, address, telephone numbers and tax information, are reported to management and recorded in his/her file.

All personnel files and records are company property and are to remain in confidential personnel files.

Employees may schedule supervised appointments to review their own personnel files. Upon resignation or termination of employment, all personnel files and records remain the

property of Ozanam Charitable Pharmacy. Former employees are not allowed to review files or make copies of file contents.

Performance Appraisals

Performance appraisals give direct feedback to the employee on the extent of compliance with specific requirements of the job.

Performance appraisals are a participatory process in which the employee and supervisor discuss and evaluate the employee's work performance and working relationship. Performance appraisals establish goals and objectives for the next period as well as reviewing objectives from the last appraisal.

Merit increases may occur in conjunction with the performance appraisal process and are meant to reflect an employee's individual efforts on behalf of Ozanam Charitable Pharmacy.

Expense Reimbursement

Employees may be reimbursed for certain expenses incurred in conjunction with work and work-related traveling or entertaining.


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All expenses submitted for reimbursement must relate to expenses incurred only by the employee while on work-related business and must be accompanied by a receipt.

Alcoholic beverages or personal purchases will not be reimbursed unless approved by the Executive Director.

Hours of Work

Ozanam Charitable Pharmacy maintains hours of work that are compatible with Federal and State Regulations and support an effective and efficient schedule of work. Non-compliance with the scheduled work and break periods may result in disciplinary action up to and including termination.

Employees are expected to report to work at or before their scheduled starting time. Employees using time clocks may not clock in more than five minutes prior to the start of their scheduled shift. Clocking in or arriving more than five minutes after the scheduled work time is considered a tardy. More than three unapproved tardies in any (30) day period is considered excessive tardiness and will result in disciplinary action up to and including termination.

Non-exempt, hourly employees will not be required or asked to perform work during unpaid breaks. On certain occasions, an employee may be asked to cut an unpaid break short or to skip a break, in which case, he/she will be compensated for all time worked.

Overtime is paid to employees in non-exempt positions at the rate of time and one-half of regular pay for all hours worked beyond (40) forty in one workweek.

Employees are expected to work in excess of 40 hours when needed to fulfill job duties. Overtime is based solely on the actual hours worked within a given workweek. Holidays, and

any benefit days are not considered as time worked for computing overtime. Any overtime must be pre-approved by a supervisor. Failure to get pre-approval for overtime

worked may result in disciplinary action up to and including termination.

Personal Appearance

All employees are expected to report for work dressed appropriately.. Ozanam Charitable Pharmacy takes pride in the quality of its work and expects this to be reflected in the appearance of its employees. Employees deemed to be inappropriately dressed will be sent home and will be unable to return to work until dressed appropriately.

Mustaches and beards must be clean, well trimmed, and neat. Hairstyles are expected to be in good taste. Unnaturally colored hair and extreme hairstyles do not present an appropriate professional

appearance. Excessive makeup is not permitted. Offensive body odor and poor personal hygiene is not professionally acceptable. Perfume, cologne, and aftershave lotion should be used moderately or avoided altogether, as

some individuals may be sensitive to strong fragrances. Jewelry should not be functionally restrictive, dangerous to job performance, or excessive. Facial jewelry, such as eyebrow rings, nose rings, lip rings, and tongue studs, is not

professionally appropriate and must not be worn during business hours. Multiple ear piercings (more than three rings worn in each ear) are not professionally appropriate.

Lactation Policy


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Ozanam Charitable Pharmacy realizes the need for new mothers to be able to express breast milk during the work day when separated from her newborn child. Employees should consult with their immediate supervisor to make arrangements prior to returning from maternity leave.

For up to one year after the child’s birth, Ozanam Charitable Pharmacy will provide reasonable break time for a mother to express breast milk for her nursing child. Whenever possible, regular scheduled break time should be used. Break time will be paid unless it exceeds the regular length of break time generally paid during the day. Exempt employees will be paid their normal salary for the day but may need to make up work if necessary.

Ozanam Charitable Pharmacy will also provide a place, other than a bathroom, which may be used by an employee to express breast milk that is shielded from view and free from intrusion from coworkers and the public.

Any breast milk stored in the refrigerator must be labeled with the name of the employee and the date of expressing the breast milk. Any nonconforming products stored in the refrigerator may be disposed of. Employees storing milk in the refrigerator assume all responsibility for the safety of the milk and the risk of harm for any reason, including improper storage, refrigeration and tampering.


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COMPENSATION AND BENEFITS

Compensation

Ozanam Charitable Pharmacy is committed to reasonably compensating its employees in a fair and competitive manner within the limits of available resources. The Executive Director and the Board of Directors have the authority to revise or modify the wage structure and to approve individual changes in compensation.

Employees should bring their pay-related questions or concerns to the Executive Director. Information about rate of pay is given to employees at the time of employment and at any other

time the rate changes. Information relating to hourly wages or salaries should be between the employee and Ozanam Charitable Pharmacy.

Payroll Procedures

All personnel are paid on a semi-monthly basis. Paychecks are generally distributed on the 15 th and the 30th day of the month.

If a holiday falls on a payday, every effort will be made to distribute the checks the day before. Payroll advances to employees for personal reasons are prohibited.

Garnishment of Salary

If a garnishment is issued against an employee's salary through proper judicial process, Ozanam Charitable Pharmacy will withhold the portion of salary that the law allows.

Direct Deposit

Direct deposit of a paycheck into a checking or savings account may be available for employees who wish to participate.

Paid Time O ff (PTO) and Holidays

Ozanam Charitable Pharmacy recognizes the importance of paid time off for illnesses, vacations, personal days and holidays. All regular employees receive paid time off based on full time or part time status and length of service.

A PTO Request is submitted to the employee’s supervisor as soon in advance as possible to request vacations or personal time off. Bonafide illnesses of the employee or a family member


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and emergencies are the only instances for paid time off not being requested and approved in advance. The request should be completed by the employee and approved by the immediate supervisor.

Paid time off used without prior notice must be called into the employee’s immediate supervisor no later than 30 minutes prior to the start of the regularly scheduled shift. A message may be left, but must be followed up with a personal phone call on the same day. It is the responsibility of the employee to call in. Having someone else call in is only acceptable in emergency situations. The employee must call in every day of his/her absence and talk to the immediate supervisor until a medical leave of absence accompanied with a doctor’s certification is confirmed. An employee returning to work from a work related or non-work related injury or illness may be required to bring a doctor’s notice.

Paid time off is provided for employees to have paid vacation, personal days, sick days and holidays. Having paid time off available does not excuse unapproved absences or excessive absenteeism.

Paid time off may be divided and taken at any time providing it does not interfere with the operation of the Pharmacy. Normally not more than two weeks of paid time off are taken at any one time. An hourly, nonexempt employee may take paid time off in hourly increments. PTO will be used to fill in the partial day absences for non-exempt employees when available.

PTO is approved on a first ask basis according to the needs of the Company. All regular full time employees accrue PTO beginning October 1st of each year. The time is in

hourly increments and is based on years of service with the company. The Board of Directors has the authority to continue to pay an employee after they have

exhausted their PTO if the Board deems that their position and years of service warrant an exception.

PTO schedule for Full Time Employees:

6 months to 1 st anniversary - may use up to 10 days of vacation/personal/sick days (plus eligible holidays during that time-period).

1 st anniversary to 5 th anniversary – May use up to 30 days of vacation/personal/sick days annually (includes holidays)

5 th anniversary to 10 th anniversary – May use up to 35 days of vacation/personal/sick days annually (includes holidays)

10 th anniversary plus – May use up to 40 days of vacation/personal/sick days annually (includes holidays)

Employees may carry over up to 5 days of PTO from one anniversary to the next. PTO amounts will be capped each year as follows:

o 6 months to 1 st anniversary – 15 days

o 1 st anniversary to 5 th anniversary – 35 days

o 5 th anniversary to 10 th anniversary – 40 days

o 10 th anniversary plus – 45 days


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If employment ends voluntarily and with a 2-week notice, that full time employee will receive a percentage of his/her unused paid time off, based on length of service. Using PTO time during a resignation notice period will be determined based on operational needs and the discretion of the supervisor. PTO time paid to an employee at separation will be included in the employee’s final paycheck.

Employed 6 months to 1 year – Not eligible for any unused PTO.

Employed 1 – 5 years - Will receive 25% of unused PTO. Employed 6 – 10 years - Will receive 50% of unused PTO. Employed 10 + years - Will receive 75% of unused PTO.

Paid time off must be used by hourly, non-exempt employees if absent for work for any reason except when workers’ compensation or STD/LTD are being paid (portions of PTO may be allowed to make up the difference in insurance payments).

Each year, the board determines which holidays will be given, with pay, according to the business needs of Ozanam Charitable Pharmacy. Payment for holidays will be deducted from the employees’ PTO accounts when available.

The following days will generally be recognized as holidays:

New Years Day Martin Luther King Day Mardi Gras Monday Mardi Gras Tuesday Easter Holiday Memorial Day Fourth of July Labor Day Thanksgiving Christmas Days (2)

Religious Holidays

The Ozanam Charitable Pharmacy will make reasonable efforts to accommodate the religious practices of our employees. Whenever an employee requests an accommodation, the Ozanam Charitable Pharmacy will consider such possibilities as time off or change in job assignment. The requested accommodation, however, must be reasonable. We will not make any accommodation that would create an undue hardship on the conduct of the Ozanam Charitable Pharmacy. Based on the facts in each case, we will determine whether a requested accommodation would create an undue hardship. Employees may use PTO when requesting time off for religious holidays.

Leaves of Absence Ozanam Charitable Pharmacy recognizes that specific events and circumstances make it necessary for employees to be absent from work for varying lengths of time and makes provision for those situations.

Personal Non-Medical Leave of Absence

A personal leave of absence may be requested for up to (30) calendar days. Ozanam Charitable PharmacySeptember 2017/SA919 Update with CDBG/919update with Board PTO Cause

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Leaves of absences are not guaranteed and will be authorized based on the position, business necessity and the employee’s prior length of service and work performance.

Leave of absences will not be paid unless the employee has Paid Benefit Time available. All attempts will be made to return the employee to the same job or an equivalent position upon

return; however, that cannot be guaranteed depending on the length of time of the leave and the necessity to fill the vacant position.

Extensions of leaves will only be considered through a written request to the Executive Director. Employees who require extended leaves may be asked to resign their position with the option of re-applying for an available position in the future.

Failure to return from any personal leave of absence on the date agreed upon, without authorized extension, will be viewed as a voluntary resignation by the employee.

Employees may not accept employment with another employer and may not actively engage in self-employment while on an approved leave of absence. If the employee accepts other employment or engages in self-employment, the employee will be considered to have voluntarily terminated his or her employment with Ozanam Charitable Pharmacy.

An employee who does not return from any type of leave, for any reason other than approved military orders, within a year of starting the leave, will be terminated from Ozanam Charitable Pharmacy.

Medical and Maternity Leave

Ozanam Charitable Pharmacy realizes that there will be instances when employees may not be able to attend work due to illness, injury, or the birth of a child. All efforts will be made to hold positions open for the length of the requested leave, however the business needs will be the determining factor in how long a position will be available. Employees returning from maternity leave as agreed upon will be offered a similar or equivalent position.

Employees must be employed for 1 year prior to the start of the medical/maternity leave to be eligible.

All medical leaves must be requested in advance, in writing, when applicable. Approval of medical leaves will be considered for up to 6 weeks. Additional time may be

requested at the end of the 6-week period. Medical leave requests must be accompanied with a physician’s verification, stating the

anticipated dates of absence and must include the estimated return date. Maternity leave will be granted for a period determined medically necessary by the physician, not

to exceed 8 weeks. An employee, who experiences excessive absenteeism during a pregnancy due to illness, may be

required to use a portion of the eligible leave prior to the birth of the child. Medical and Maternity Leaves are unpaid leaves, unless the employee has Paid Benefit Time

available. Failure to return to work on the agreed upon date will result in a voluntary termination of

employment.

Military Leave

Ozanam Charitable Pharmacy will comply with the Uniform Services Employment and Re-employment Rights Act (USERRA), pertaining to military leave. As military leave situations arise, employees should immediately consult with the Executive Office for current and complete details regarding their military leave rights. Leave for Annual Training


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Employees who are members of the U.S. Army, Navy, Air Force, Marines or Coast Guard reserves or the National Guard may be granted leaves of absence for participating in reserve or National Guard training programs.

Employees shall be granted the minimum amount of leave needed to meet the minimum training requirements of their units. No employee will be required to use PTO for military duty, but employees who do elect to schedule their vacations to coincide with military duty will receive their full regular PTO in addition to any pay from the military

In recognition of the public service performed by reservists and members of the National Guard, employees shall receive the difference between their regular pay and their service pay, excluding any military subsistence allowance or other expense allowances during the training period.

Leave for Active Reserve or National Guard Duty Regular employees who are members of the U.S. Army, Navy, Air Force, Marines or Coast

Guard reserves or the National Guard may be granted leaves of absence for participating in active duty tours.

Employees will be granted leave as required to complete the tour of duty, for up to 5 years of cumulative uniformed service-related absences. There are some exceptions that may apply that are exempt from counting toward this 5-year accumulation.

Employees with leaves of less than 31 days must report back to work by the beginning of the first regularly scheduled work period after the end of the last calendar day of duty, plus the time required returning home safely and having an 8-hour rest period.

Employees with leaves between 31 and 180 days must apply for re-employment no later than 14 days after completion of uniformed service.

Employees with leaves longer than 180 days must apply for re-employment no later than 90 days after completion of uniformed service.

Time spent in the reserves or the National Guard will be credited to all employees toward meeting length of service requirements for eligibility for PTO entitlement. Other employee benefits may be suspended, including the accrual of PTO, during military service.

Employees who would like to continue health and other insurance benefits will be required to continue to pay their portion of the premium.

Jury Duty

Employees submit a copy of the subpoena to serve on jury duty to the immediate supervisor prior to being granted time off.

Upon completion of jury duty, employees also submit the statement from the Clerk of the Court, or similar document indicating the number of hours served or the actual number of hours required being available for jury duty, and a copy of the stipend received for serving as a juror. Employees will be paid during jury duty according to Alabama State Law.

Witness Duty

Employees who are subpoenaed or otherwise requested to testify, as witnesses by Ozanam Charitable Pharmacy will receive pay for time off for the entire period of witness duty.

Employee will be granted unpaid time off to appear in court as a witness when requested by a party other than Ozanam Charitable Pharmacy. Available PTO may be used to receive compensation for the period of this absence.

The subpoena should be presented immediately after it is received so that operating requirements can be adjusted, where necessary, to accommodate the absences. Employees are expected to report for work whenever the court schedule permits.

Time off to Vote


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Ozanam Charitable Pharmacy believes that employees have a right and an obligation to vote in all official elections. When possible, employees should vote prior to or after work or during lunch breaks. However, employees whose shifts cover the full voting time will be allowed up to two hours to vote during those hours.

Emergency Closings

At times, emergencies such as severe weather, fires, power failures, or hurricanes, can disrupt company operations. In extreme cases, these circumstances may require the closing of a work facility. When operations are officially closed due to emergency conditions, the time off from scheduled work will generally not be paid unless required by federal law or approved at the discretion of the Executive Director of Ozanam Charitable Pharmacy. Employees may request available paid leave time such as unused benefits. Employees in essential operations may be asked to work on a day when operations are officially closed. In these circumstances, employees who work will receive regular pay.

Salaried, exempt employees will continue to receive pay for the workweek in which the emergency closing took place, in compliance with the Fair Labor Standards Act. Emergency closings that continue into the next pay week may or may not be paid and will be determined by the Executive Director on a case-by-case basis.


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SAFETYGeneral Safety

Ozanam Charitable Pharmacy is committed to providing a safe work place for all employees. To be successful, a safety program must have awareness toward injury and illness prevention by all employees. The objective of our safety program is to protect workers and to keep the number of injuries and illnesses to a minimum.

Safety communication is provided to workers through postings, and training. His/her manager trains employees in the proper use of equipment and maintenance procedures. Employees are prohibited from operating any equipment until they fully understand the correct operation and possible hazards involved. Employees are responsible for informing their manager if they have not been fully trained of any other safety issue. Reports and concerns about workplace safety may be made without fear of reprisal. Reports of safety issues may be made anonymously.

Accident Procedures

In case of an accident, employees should stop work immediately and take the following steps: Obtain aid for the injured person. If the injury appears serious, dial 911 or take other appropriate

emergency assistance; Eliminate the cause of the accident, if possible, to prevent additional injury to others; Call management immediately; Prepare a written accident report with full details of the accident and submit to management

within twenty-four (24) hours of the accident.

An accident that results in an injury or illness should be reported to management immediately, regardless of how insignificant it may appear. Management is responsible for preparing any required documentation and to provide assistance and instructions to employees requiring medical attention.

An investigation will be conducted on all cases of job-related injuries, illnesses or near misses to determine the cause and attempt to prevent a recurrence in the future.

First Aid Kits

Various departments and all vehicles are equipped with first aid kits. The manager for that area is responsible for ensuring that supplies in both a permanent and portable kit are used judiciously. Safety supplies should be ordered using the same procedures for ordering other supplies. Medications including aspirin, peroxide or alcohol are not to be administered by employees or managers.

If administering first aid, latex or plastic gloves must be worn. Ozanam Charitable Pharmacy requests that only the personnel that are certified in First Aid/CPR administer them. Other personnel should contact a supervisor and call 911 immediately in emergency situations. An


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individual who administers First Aid/CPR on their own, risks exposure to Blood borne Pathogens and should take appropriate precautions.

Fire and Emergency Exit Procedures

Offices and walkways should be kept clean and free of clutter. In case of a fire employees should leave the building using the nearest exit. All employees must assemble in the employee parking area, a safe distance from the building. Attendance will be taken by management to ensure that all employees have exited safely.

Fire Extinguishers

Fire Extinguishers are located in various areas throughout the building. Employees should be familiar with the location and operation of the fire extinguishers.

Safe Lifting/Back Protection

Lifting improperly is the largest single cause of back pain and injury. Employees who follow proper lifting techniques and other safety measures can significantly reduce back injury incidence.

Size up the load before lifting. Test by lifting one of the corners or pushing. If it’s heavy or feels too clumsy use a mechanical aid or help from another worker. When in doubt, don’t lift alone!

BEND THE KNEES.

When performing the lift:

Place feet close to the object and center body over the load. Get a good hand hold. Lift straight up, smoothly and let the legs do the work, not the back! Avoid overreaching or stretching to pick up or set down a load. Do not twist or turn body once the lift is made. Make sure path is clear to carry the load before lifting. Set the load down properly. Always push, not pull, the object when possible.

Change the lifting situation if possible to minimize a lifting hazard:

If it’s a long load, get help. Split the load into several smaller ones, when possible to achieve manageable lifting

weight. Avoid lifts from below the knees or above the shoulders by using mechanical aids,

positioning body so that the object to move is within an acceptable lifting range (between the shoulders and the knees), and/or get help from co-workers.

Substance Abuse Policy

In order to maintain a working atmosphere that is free of the influence of drugs or alcohol, Ozanam Charitable Pharmacy has a Substance Abuse policy. The use, sale, or possession of drugs or alcohol by employees is expressly prohibited. Any employee under the influence of drugs or alcohol will not be allowed to work and will be subject to disciplinary action, up to and including termination.


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Employees are informed of the drug free workplace policy prior to being hired. Possession, use, distribution, sale or being under the influence of alcoholic beverages, illegal

drugs, or other controlled substances is prohibited. The use and/or possession of legal drugs for which an employee has a proper prescription are, of course, not prohibited.

An employee who must take prescription medication, which may impact his or her ability to perform job duties, must notify management prior to commencing work.

If it is determined that an employee is selling, using, or possessing illegal drugs, the employee will be notified by the appropriate authorities; and Ozanam Charitable Pharmacy will take appropriate disciplinary action, up to and including termination; and may require the individual to participate in a drug rehabilitation program.

Prescription drugs must not in any way affect the ability of the employee to function in a safe and appropriate manner. Prescription drugs that inhibit the employee’ job performance or endanger his/her co-workers shall not be taken prior to or during the employee’s work shift.

When, in the opinion of management, there is reason to believe that an employee is under the influence of intoxicants, drugs or narcotics, or is in possession of such, Ozanam Charitable Pharmacy may request that the employee submit to a search by a representative of management of his/her person and/or property, including vehicles brought onto the property of Ozanam Charitable Pharmacy.

Testing

Post-accident drug and alcohol screening will take place when an employee is sent to a physician for medical treatment due to an industrial accident or when an employee is involved in a “moving” accident in one of Ozanam Charitable Pharmacy’s motor vehicles. Post accident drug and alcohol screening may also take place at the discretion of management or in accidents that do not involve medical treatment or motor vehicles.

Random drug screening will take place at the discretion of management or a random drawing of employees will be chosen to participate in random drug screening. If an employee is not at work that day, he/she will take the drug screen as soon as he/she returns to work.

Drug and alcohol screening will take place when there is a reasonable suspicion that an employee is under the influence. The reasonable suspension must be performance-based and be documented by the manager, office manager or other witnesses. Management should be notified immediately if there is a reasonable suspicion of an employee being under the influence of drugs or alcohol.

Employees who fail or refuse to take a drug or alcohol test will be subject to disciplinary action up to and including termination.

Drug Free WorkplaceWithin your Drug Free Workplace policy provide information to all employees that Employee Assistance services are available. Employee Assistance Program (EAP) is a work-based intervention program designed to identify and assist employees in resolving personal problems that may be adversely affecting their performance at work, such as marital, financial or emotional problems; family issues; or substance or alcohol abuse.

Terminal Illnesses and Contagious Disease s

Ozanam Charitable Pharmacy is committed to providing fair and equal employment opportunities for all employees, including those who are disabled, terminally ill or who are related to terminally ill individuals. Ozanam Charitable Pharmacy is also committed to providing all employees a safe work place that meets or exceeds federal, state and local standards.


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Management respects the sanctity of human life and encourages the need for compassion for employees and their families who are affected by terminal illness. We recognize that employees and immediate family members of employees with life-threatening illnesses may choose to continue in as many normal activities, including work, as their conditions allow. As long as these employees are able to meet acceptable performance standards, with the allowance for any accommodations to meet the essential functions of the job, and if medical and other evidence indicate that their working does not pose a threat to themselves or others, they will be treated equitably and in the same manner to other employees.

Employees may be required to present physician verification if or when an illness or condition may jeopardize the safety of the employee or the safety or his/her co-workers. If the physician verifies that the illness or condition may cause hazards to the employees or others, every effort will be made to re-assign the employee to a less hazardous position.

Employees, who have an illness that is considered contagious, may be required to go home and to present a physician verification verifying that they are no longer contagious, before returning to work.

Workers’ Compensation

All employees are insured under workers' compensation insurance as required by law. It is Ozanam Charitable Pharmacy’s intent to reduce the risk of industrial accidents and employee injuries.

Industrial accidents, regardless of the nature or the severity, must be reported to the supervisor immediately. Accidents that are not reported immediately may not be covered under workers' compensation insurance.

Whether an injury constitutes a workers’ compensation claim or not will be determined by the insurance company.

Employees are encouraged to report unsafe conditions to management. Employees are encouraged to resume regular or light duty employment (when available) as soon

as possible. Employees returning to work from a work related or non-work related injury or illnesses are required to bring a note from their doctor.

Employees who are unable to return to work, for any reason other than military orders, for more than a (1) year period, will be terminated from employment.

Employees who are injured on the job may be subject to taking a drug test. Refusal to take the drug test or testing positive on the drug test will forfeit some or all of rights to recover benefits under the Alabama Worker’s Compensation Act.

Workplace Violence

Acts or threats of violence by an employee or former employee against an employee, visitor or customer are prohibited; regardless of where the action takes place.

Acts or threats of violence by an employee or former employee against an employee, visitor or customer are prohibited; regardless of where the action takes place.

Ozanam Charitable Pharmacy will:

Take prompt remedial action, up to and including termination, against any employee who engages in any threatening behavior or acts of violence or who uses any obscene, abusive, or threatening language or gestures towards a supervisor, co-worker or customer.


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Take appropriate action against customers, former employees, or visitors who engage in such behavior. Such action may include notifying the police or other law enforcement personnel and prosecuting violators of this policy to the maximum extent of the law.

Establish practical security measures to ensure the facilities are safe and secure to the maximum extent possible and to deal properly with access to company facilities by the public, off-duty employees, and former employees.

Informally check the reference of all employees prior to being hired. Prohibit employees, former employees, customers, and visitors from carrying unauthorized

firearms or other weapons onto premises*.

*Alabama State law allows employees to store or transport legal firearms, with proper licensing, in private vehicles on the employer’s premises providing:

The employee has a valid concealed weapon permit for a pistol, shotgun or rifle; or The weapon (other than a pistol) is legal for hunting, and

o The employee possesses a valid Alabama hunting license, o The weapon is unloaded at all times, o It is hunting season in Alabama, o The employee has not been convicted of a crime of violence, o The employee has no documented prior workplace incidents involving the threat of

physical injury or which resulted in physical injury, o The vehicle is operated or parked where it is otherwise permitted to be, ando If the employee is in the vehicle, the firearm or ammunition is kept from ordinary

observation within the vehicle, or, if the vehicle is unattended, the firearm or ammunition is kept from ordinary observation and locked within a compartment or container.

If employees are not in compliance, the employer at its discretion may take adverse employment action against the employee. If employees comply, no adverse action may be taken based solely on the presence of the firearm.

Confrontational personal threats against individuals or Ozanam Charitable Pharmacy should be responded to by contacting a member of management. Physical, hostile actions or threats by an employee require immediate suspension and/or termination. Law enforcement action may also be required. If a threatening employee is terminated and becomes violent, 911 should be notified to come to the location and escort the individual away. If the employee had access to keys, the locks should be changed immediately.

Visitors in the Workplace

To provide for the safety and security of employees, only authorized visitors are allowed in the workplace. Restricting unauthorized visitors helps maintain safety standards, protects against theft, ensures security of equipment, protects confidential information, safeguards employees’ welfare, and avoids potential distractions and disturbances.

Because of safety and security reasons, family and friends of employees are encouraged to only visit when necessary and for a short duration of time.

All visitors should enter the main office and inform proper personnel whom they are visiting. Visitors should not be allowed to walk the premises un-accompanied by an employee. Employees are responsible for the conduct and safety of their visitors. If an unauthorized individual is observed on premises, employees should immediately notify

management or, if necessary, direct the individual to the office.Ozanam Charitable PharmacySeptember 2017/SA919 Update with CDBG/919update with Board PTO Cause

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Employee Handbook created by Constantine Human Resource Consulting, LLC for the sole use of Ozanam Charitable Pharmacy and its employees.


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charitypharmacy.org€¦ · web viewozanam charitable pharmacy is firmly committed to complying...

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