Employment Policy Manual

Welcome to the team!

I am pleased that you have decided to join our Company.  I hope our association will be a long and beneficial one.  Our Company has a history of service to our customers since 1997.  It has grown because of our philosophy and the good employees who take pride in their work.  Our future looks bright.  However, the future will present challenges, and I am counting on your help in meeting those challenges.  As well as doing a good job every day, we need your help with suggestions on how to make our Company better.

Because we want you to feel comfortable in your job and perform it well, we have prepared this manual to help you understand your job and its requirements.  This will acquaint you with the aims and policies of our Company, the benefits of employment here, job rules, and regulations.  The manual is informational only and does not constitute a contract of employment.  The Company reviews the policies, procedures, and benefits described in the manual on a regular basis and makes revisions based on the need for and desirability of changes.  Thus, any policy or procedure in this handbook may be modified at any time and without notice at the sole discretion of the Company.

Feel free to contact me to discuss questions and/or concerns at any time.  My phone number is 919-838-1672.  My email address is This e-mail address is being protected from spam bots, you need JavaScript enabled to view it .

Jim Ray, President

Neuse River Networks

Table of Contents

Employment Policy Manual 1

Welcome to the team! 1

Table of Contents. 1

History of the Company. 1

Our Business. 2

You and Your Future with Our Company. 2

Work Regulations. 3

Practices Leading to Immediate Dismissal 4

Drug and Alcohol Policy. 5

Family and Medical Leave Policy. 6

Company Benefits. 10

Employment Agreement 11

History of the Company

Neuse River Networks, an information technology company that began with one full-time network engineer and MCSE, was formed in 1997 as a sole proprietorship and became a corporation in 2001. The founder's long history with computers and with the needs of businesses from both an engineering and managing perspective guarantees superior service and personal attention for customers.

Our Business

Neuse River Networks began in the information technology service business providing services to office buildings, plants, schools, and health care facilities.  This includes the routine loading of software onto hardware for servers and workstations, updating of software, network cabling, connecting to the Internet, and specialty networking.  This is a professional Company which in addition to the above provides consulting services to institutions, government, and industry.  To create a professional image, employees must dress appropriately, must be experts, and perform as professionals.  Therefore, take pride in your job, both the quality of your work and your productivity.  You, as part of our team, help us provide our customers with more value for their money than they can get anywhere else.

Our mission is to provide the best service with zero defects and have our customers tell others that we are the best information technology service contractor available.  Our philosophy is to treat everyone just like we would want to be treated.  The most important part of our Company is our customers.  Without them we have no Company.  The next most important part of our Company is our employees.  Employees work together as a team, each with his/her job to do.  Each job is important and necessary.  If an employee is ill or has to be out, the others cover for him/her.

You and Your Future with Our Company

The greatest assets of our business are our philosophy, customers, and employees.  You were chosen after a very selective hiring process.  We want you to be the best you can be, happy in your work, and we want to help you in every way we can.  The goals of our personnel policy are to encourage the employee’s sense of responsibility, spirit of confidence, and attitude of cooperation.

The Company encourages promotion of current employees whenever possible.  We wish to encourage management development from within.

This Company is an Equal Opportunity Employer.  All decisions regarding hiring, pay, and promotion are made without regard to race, religion, color, sex, creed, national origin, age, or physically limiting condition.  The Company’s policy is to comply with applicable laws that provide equal opportunity in employment for all persons and to prohibit unlawful discrimination in employment.

It is the Company’s policy to provide its employees with a pleasant environment that will encourage efficient, productive, and creative work.  The Company will not tolerate verbal or physical conduct by any employee who harasses, disrupts, or interferes with another’s work performance or who creates an intimidating, offensive, or hostile environment.  Included as unacceptable conduct is the use of derogatory statements about one’s race, sex, national origin, age, or physical limitation.  While all forms of harassment are prohibited, it is the Company’s policy to emphasize that sexual harassment is specifically prohibited. 

Each Supervisor or Manager has a responsibility to maintain the work place free of any form of sexual harassment.

Such conduct includes:

If any employee believes that the actions or words of another employee constitute sexual harassment, the employee has a responsibility to report or complain as soon as possible to the appropriate Supervisor, Manager, or the President.

All complaints of harassment will be investigated promptly and in an impartial and confidential manner by the Supervisor, Manager, or President.  If an employee is not satisfied with the action taken by the Supervisor or Manager in response to a complaint, then the employee should bring the complaint to the attention of the President.  It is the Company’s policy to advise the employee of the Supervisor’s, Manager’s, or President’s findings and conclusion.  Any employee, Supervisor, or Manager who is found to have engaged in harassment of another employee will be subject to appropriate disciplinary action up to, and including, termination.

Work Regulations

Work Hours.  In accepting this job you are obligating yourself to be on the job each and every day or night as scheduled.  We realize emergencies do occur, but we expect the employee to contact his or her Supervisor or office in sufficient time to enable a replacement to be obtained (at least two hours before the job starts).  Services must be performed as scheduled unless special permission is obtained from the supervisor.

Work week.  The Company work week begins Sunday at 12:01 AM and terminates Saturday at 12:00 PM.

Pay Period.  You will be paid on the fifth of each month for pay earned from the first through the end of the previous month.  When a payday falls on a Saturday, you will be paid one day early.  When a payday occurs on a Sunday or holiday, you will be paid on the next working day.  The Company will make no advances on paychecks.  Please make sure your check is correct.  If you believe it to be incorrect, ask your Supervisor or call the office.

You will be paid for only the time that you work, not the budgeted time.  For employees who have more than one location to service in a day, time will begin when you arrive at the first location and end when you leave your last location.  (You will be paid for time going from location to location unless you go home or do some other personal job between buildings).

Employee Records.  The Company maintains a personnel file for each employee.  It contains confidential records such as references obtained and given, attendance records, salary increases, and evaluations.  Giving false information on personnel records is grounds for dismissal.

Accurate employment records are important to assure all benefits and to comply with government regulations.  Help keep our records up-to-date by notifying the office promptly of:

• Change of address and phone number
• Change of persons to be notified in case of accident
• Change in your legal name
• Change in your marital status
• Change in number of income tax exemptions
• Change in insurance beneficiary

Practices Leading to Immediate Dismissal

Employees may be discharged with or without cause, for any reason not prohibited by law, including misconduct or unsatisfactory job performance.  No Company representative is authorized to modify this policy for any employee.  So there is no misunderstanding about the general conduct expected of every employee of the Company, the following reasons for immediate dismissal are listed for you.

• Reporting for work in an inebriated condition.
• Theft and dishonest acts in any form.
• Allowing unauthorized persons (including family and friends) to enter any building in which you are performing services.
• Tardiness or absence without notice.
• Gambling on the job.
• Possessing or using any illegal substance on company or customer property.
• Fighting or disorderly conduct; threatening, intimidating, or interfering with others; using loud, obscene or offensive language.
• Insubordination or the display of any inappropriate attitude.
• Unauthorized use, abuse, or tampering with phones or other office equipment. This includes computers, which should be used appropriately and for business purposes only.
• Giving proprietary information to others.
• Immoral or indecent conduct will not be tolerated while on Company or customer property.

This list is not all inclusive but is merely illustrative.

NOTE:  An employee’s relationship with the Company is at will and terminable by the Company at any time.  The policies, procedures, and benefits described in this manual do not entitle an individual to continue benefits, including vacation payments, once the Company has exercised its right to discharge an employee.

Drug and Alcohol Policy

Our Company is committed to safeguarding the health and safety of its employees and to supplying its customers with the highest quality products and services possible.  This policy establishes the Company’s position on the abuse of alcohol, drugs, or other controlled substances by its employees.

The Company has a no tolerance policy for drug use on Company or customer property.  The Company reserves the right to drug test employees if a situation occurs warranting such action.

The Company prohibits the unlawful manufacture, distribution, dispensation, possession, or use of drugs, other controlled substances, or alcohol while on Company business, on its property, or at customer work sites.  Employees violating this prohibition will be disciplined up to and including termination.

Any violation or failure to comply with the terms of this policy by any employee may result in disciplinary action up to and including termination.

Breakage Policy.  Sometimes, an accident may occur during the normal course of work.  You will not be expected to pay for damages.  However, if you accidentally break or damage any property belonging to a customer, leave a note reporting the damage on the desk of the proper party.  Also, report to your Supervisor any breakage or damage immediately when it occurs.

Customer Property.  Do not handle or use property belonging to a customer.  Correspondence and other papers left on desks are not to be read or disturbed.  If you find any material on the floor, place it on the nearest desk unless the customer has left written instructions stating otherwise.  When in doubt, SAVE.

Security.  If a building is locked when you arrive and you unlock the building with the key provided for you, unlock the door, move to the inside, re-lock the door, and then TRY TO OPEN THE DOOR to insure that it is locked.  When leaving the building, follow the same procedure in reverse.  If any interior doors are found locked when providing service, re-lock after providing service.  If the area being serviced is a large area, keep the door locked at all times when providing service in the area.  Do not lock any doors found unlocked when providing service unless you are instructed otherwise.

An employee is not allowed to unlock a door and let anyone enter the building at any time.  If someone asks to be let in, tell him/her politely that you cannot unlock the door for anyone.  If the person insists, tell him/her that you will get in touch with your supervisor, and he/she will give you instructions.

An employee is not allowed to have any family member or anyone else help service an account unless he/she is an employee of the Company and is assigned this job.  Only people who are on our payroll are allowed to work in the building.

Smoking. No smoking is allowed in any Company buildings or vehicles. No smoking is allowed in any of the buildings being serviced at any time or anywhere on the property of the customer.

Eating. No eating or drinking on customer premises.

Uniforms. All employees should dress appropriately especially when working on customer premises.

Safety. Report any unusual situations to the supervisor or office such as someone trying to get you to let him/her in the building, an area that looks like it has been ransacked, open safes, water damage, damage of any kind, unusual traffic around the building, etc.

Solicitation.  The Company forbids requests for money and all types of solicitation on Company of customer property during an employee’s working time.  The distribution of any literature, pamphlets, or materials unrelated to the Company’s operation is not allowed during working time or at any time in working areas.

Termination.  An employee must provide a notice of voluntary termination at least one week before the desired termination date.  The final paycheck may be obtained from the President.  Employees might be asked to give an exit interview upon leaving telling exactly why they are leaving and giving us any suggestions on how we can make our Company better.  Employees must return all Company property before obtaining last paycheck.  If these items are not returned, employee will be charged for the cost of Company property not returned. Costs may be deducted from the employee’s last paycheck.

Emergency Procedures.  Call the Police Department of Fire Department in case of burglary or fire. 

Injuries.  If you are hurt in any way, notify your Supervisor or Manager immediately.  He or she will take the proper action according to the nature of the injury.  Do not go to the emergency room of the hospital unless it is necessary. 

Family and Medical Leave Policy

Family and Medical Leave (FMLA).  In accordance with the Federal Family and Medical Leave Act of 1993, Neuse River Networks provides up to 12 weeks of protected Family and Medical Leave of Absence during any 12 month period of time for employees who have been employed for at lease one year, and worked 1,250 hours over the previous 12 months for any of the following reasons:

• for a serious health condition which prevents the employee from performing his or her job and requires the employee to be absent from work on a recurring basis or for more than a few days for treatment or recovery;
• to care for employee’s spouse, son, daughter, or parent who has a serious health condition; or
• to care for employee’s child after birth, or placement for adoption of foster care (leave for the birth or placement of a child for adoption or foster car must conclude within 12 months after the event; however, leave may begin prior to birth or placement of a child for adoption or foster care as circumstances dictate).

Leave Time and Eligibility Period.  Family and medical leave is limited to 12 weeks during a 12-month period.  Neuse River Networks defines the twelve-month period within which time an Employee could request FMLA leave as beginning on the first date on which leave is taken and ending 365 days thereafter.  For example, if an eligible employee takes 12 weeks of leave beginning September 1, 1994, additional leave is not available until September 1, 1995.

Coordination with Paid Time Off.  Paid vacation, if available, must be used as part of the 12 weeks of protected Family Leave and Medical Absence.  An employee requesting Family and Medical Leave must use all accumulated paid vacation before Family and Medical Leave becomes unpaid.

The use of paid time off does not add to the total (12 weeks) amount of leave available under this policy.

Requesting Leave.  An Employee requesting Family and Medical Leave must provide the Company 30 days’ written notice of the need for leave, unless the need is of an emergency nature which would prevent such notice.  (In the case of emergency, notification must be as soon as practicable).  In cases where 30 days notice is not given and there is no reasonable excuse for the delay, the Company may deny the taking of FMLA leave until at least 30 days after the date the notice was provided.

In addition to preliminary notification, periodic reports on status and/or intent to return to work are required during the time of Family and Medical Leave.  These reports will be given to the supervisor weekly in writing or verbally.  Telephonic reports are sufficient.

Accrual/Continuation of Benefits.  Vacation will not accrue while on Family and Medical Leave.  However, the Family and Medical Leave time will not be excluded from seniority (length of service).

An individual who is on unpaid Family and Medical leave time will not be paid for holiday time or other paid time off which occurs during the unpaid leave time.  However, if the employee is on paid leave for a period of the Family and Medical Leave time during which period(s) holiday time or other paid time off occurs, the employee will be paid for such holidays or paid time off.

Intermittent Use of Leave Time.  Intermittent or reduced-schedule leave may be requested in the event:

• An employee’s individual medical leave for serious health condition or that of a family member (leave may be taken intermittently or on a reduced work schedule if medically necessary).
• Adoption or birth of a child (leave may be taken intermittently or on a reduced work schedule only with joint approval of the employee and the employer).

When intermittent leave or leave which involves a reduced work schedule is approved, the Company may temporarily reassign the employee to another position of equivalent pay in order to better accommodate the leave.

Certification of Leave Necessity.  It is necessary to certify the need for leave to care for individual Employee illness or injury or that of a family member.  Certification must come to the Company from a responsible health care provider and must include the following information:

• Date the serious health condition began
• Duration of the condition
• Statement of the condition
• Need to care for the ill person and the estimated length of the leave or
• Inability of the Employee to perform the current job functions
• Medical reasons verifying the need for intermittent leave or a reduced work schedule, such as a schedule of treatment dates, etc.  (See section titled “Intermittent Use of Leave Time” above).

Medical certification must be provided within 15 days of the Company’s request for such certification, or as soon as practicable under the particular circumstances.

Returning from Leave.  Employees who are on approved Family and Medical Leave of Absence will return to the same position held prior to the leave or one that is equivalent in pay, benefits, and other terms and conditions of employment as soon as the Company has one available.

Release to Return from Leave.  A physician’s release is required to return from a medical leave of one week or longer relating to the Employee’s illness or injury.

Continuation of Benefits.  Individual health insurance coverages which are in effect at the time an Employee goes on Family and Medical Leave will continue during the leave.  Both the Employer and the Employee will continue to pay their respective portions of the costs of coverage.  The Company will advise the Employee of the specific costs required to continue coverage as well as the due date(s).  If the employee on leave does not pay his/her portion of this insurance, the Company will not continue paying its portion.

If an Employee elects not to return from approved Family and Medical Leave, the Company may, under certain circumstances, require repayment of its contributions to the health coverage incurred during the leave time.

Spouses Both Working for the Company.  Married employees who are both working for the Company are eligible for:

• 12 weeks combined maximum leave if taken for the adoption or birth of a child, or to care for a parent with a serious health condition.
• 12 weeks individual maximum leave if taken for the Employee’s illness or injury or if taken to care for a child or spouse who is seriously ill.

These two provisions regarding eligibility for Family and Medical Leave work in conjunction with one another.  Where the husband and wife both use a portion of the total 12-week SMLA leave entitlement for the adoption or birth of a child or to care for a sick parent with a serious health condition, the husband and wife are entitled to the difference between the amount he or she has taken individually for that purpose and 12 weeks of FMLA leave for a purpose other than those.  For example, if each spouse took 6 weeks of leave for the birth of a child, each could use an additional 6 weeks due to a personal illness or to care for a sick child.

How to Apply for Family Leave.  An Employee who is eligible for Family and Medical Leave must make written request to his or her supervisor stating:

• the reason for the leave,
• the date it is to begin, and
• a proposed leave schedule.

A form is available from the Company which should be used to request FMLA leave.  The FMLA request must be approved by the Company.

Resolution of Issues.  If there is dispute about the medical opinion provided by the Employee, the Company may require a second opinion by a health care provider selected by the Company and at Company expense.  If a third opinion is necessary, because the opinions of the first and second health care providers differ in material respects, a third health care provided may be selected, also at Company expense.  The third health care provider may not be employed on a regular basis by the Company, and both the Employee and the Company agree to be bound by the opinion of the third health care provider.  The Employee and the Company shall both act in good faith in attempting to agree on the third health care provider.  However, if the Employee and the Company cannot agree as to the identity of that third health care provider, the Employee and the Company shall each select another health care provider and those two health care providers shall select the third health care provider whose opinion will be final and binding.

Employer Policy for Non-Discrimination.  The Company’s policy is not to discharge nor discriminate against any Employee exercising rights under the FMLA.  Any Employee who feels he or she has been treated unfairly should contact the Company’s President.  The decision of the company President will be final and binding.

Company Benefits

Holidays.  Full-time (8 hours a day) employees, after satisfactorily completing the thirty day probationary period, will receive pay at their respective straight time rates for the holidays listed below:

• New Year’s Day
• Spring Holiday
• Memorial Day
• Fourth of July
• Labor Day
• Thanksgiving Day
• Winter Holiday

If our customer observes holidays different from the above seven holidays, seven of our customers’ holidays will be observed.  Even though our customers may observe more than seven holidays, our employees will be paid for only seven.  If an employee has an unexcused absence on the day before or after a holiday, he/she will not be paid for the holiday.  If an employee works on a holiday he/she will be paid straight time for hours worked plus straight time for holiday pay.

Vacations.  Full-time employees shall be entitled to paid vacations as follows:

• Vacation time may not be carried over from one year to the next. 
• No vacation will be earned until after the employee’s anniversary date each year.
• After the anniversary date of one year of employment – one week.
• After the anniversary date of two or more years of employment – two weeks.

Vacation time should be arranged as far in advance as possible and requires a Supervisor’s or Manager’s approval.  Whenever a conflict exists in choice of vacation time, preference is based on seniority.

Part-time employees may schedule non-paid vacation time.

Personal Leave.  Any personal leave for funerals, jury duty, military service, or other necessary occurrences must be approved as far in advance as possible so as not to create a hardship on others.  This leave will be granted whenever possible and is without pay.

Workers’ Compensation.  Employees are covered for work-related injuries through Workers’ Compensation.  Report all injuries on the job immediately (the same day) to your manager.  He/she will advise you on what to do and contact the insurance company which handles our workers’ compensation claims.

Employment Agreement

I acknowledge receipt of the Company’s Policy Manual.  I agree that my employment may be terminated at any time, with or without cause, by the Company or by me.  I understand that no one at the Company has the authority to make any arrangements with me contrary to the aforementioned.  I understand that the Policy Manual is not an employment contract or an offer to enter into an employment contract, nor does the Manual’s description of benefits constitute an offer or agreement by the Company to continue to maintain the benefits described, which are subject to amendment and termination at any time

All disputes arising out of, and relating to, this agreement shall be resolved by final and binding arbitration, which arbitration shall be conducted in accordance with rules and procedures governing adjudication of commercial disputes.  The expenses of arbitration, including the fee and expenses shall be apportioned equally between the parties to the dispute, except that each party shall bear wholly its own attorney’s fees and witness costs.

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Employee’s Signature

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Date