HANDBOOK

Personnel and Policy Manual

XXXXXXXX.

Adopted: XXX

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Please add the color to your changes/addition

Table of Contents

When final draft is completed, I’ll check this to make sure outline is accurate.

I. Introduction

II. Administration

A. Impact Communications Organization

B. Availability of President (is anyone considered exec staff besides xx?)

C. Reference Inquiries

D. Office Hours

I. General Leave Policies

A. Annual Leave

B. Paid Holidays

C. Sick Leave

D. Maternity/Paternity Leave

E. Absence for Jury Duty

F. Funeral Leave

G. Leave of Absence

H. Political/Community Work

II. Compensation and Benefits

A. Salary

B. Lunch

C. Parking

D. Medical Insurance

E Disability Coverage

F. SEP Retirement Plan (to be set up)

III. General Procedures/Policies

A. Messenger Service/Overnight Delivery

B. Supplies/Equipment Purchase

C. Expenses

D. Personal Use of Telephone; E-Mail and Internet

E. State and Federal Taxes

F. Drugs and Alcohol

G. Employment Status

H. Equal Opportunity Employment

I. Harassment

J. Confidentiality

K. Employee Complaints or Grievances

IV. Employee Relations

V. Addendum to xxxx Personnel and Policy Manual

I. Introduction

This Personnel and Policy Manual (Manual) will provide a framework within which to conduct XXX policies and procedures. Specifically, this Manual will explain the benefits and obligations of employment with Impact. Policies and procedures have been set forth in broad terms to allow for management flexibility. Impact reserves the right to make changes, updates, deletions or additions to the policies, rules, procedures and benefits set forth at any time. (add in how will these changes be communicated to staff members?)

II. Administration

A. XX Organization

The President is responsible for all staff personnel matters and overseeing all administrative and support areas within Impact. Additionally, the President is responsible for the day-to-day management of Impact. All staff (members) report directly to the President. (check with XX to make sure this is how she wants this paragraph to read)

B. Availability of the President

(keep this section or delete?)

The President—are there any other executive staff members? should (will) inform staff (members) of where she can be reached at all times during regular business hours (9:00 am – 6:00 pm) are these impacts regular business hours? as well as overnight business trips. The Office Assistant (is this correct title for XX?) should have an address, phone and fax number where the President can be reached during these times. If the Office Assistant is not available, the necessary information should be left with another member of the Staff. (should staff be capitalized or lower case?)

C. Reference Inquiries

All inquiries made by outside parties (i.e., potential employers, investigative agencies, credit references, etc.) with regard to employment history of former or present employees, concerning but not limited to general reputation, character, personal characteristics, performance ability, attendance, dates of employment or salary shall be directed to the President for response.

D. Office Hours

The office will be open from 8:30 am – 6:00 pm (check correct hours with XX) each day (Monday through Friday). Staff is expected to arrive on time and to work a full day unless arrangements are made with the President. Staff (replace with staff members are?) is entitled to a one half-hour lunch break each day.

III. General Leave Policies

All leave requests must be cleared through the President. The Director of Administration? will maintain a complete record of all employees’ leave status.

A. Personal Leave (Annual and Sick Combined?)

Determine exact number of days

Full time employees will receive 10 (15) days of annual leave the first three years of employment. After completing 3 consecutive years of full-time employment, employees will be eligible for 15 days of annual leave per year.

Annual leave may not be carried over into the next year. Unused vacation time in a calendar year will be lost if not used. If an individual has been unable to take annual leave due to the needs of Impact, then special arrangements will be made to accommodate individuals on a case-by-case basis. In the event that a holiday observed by Impact falls within a vacation period, the additional day of vacation will be allowed at another time. All requests for annual leave must be approved by the President at least one month in advance so that continuity of services will be assured. Temporary employees are not eligible for paid annual leave (see Section V, Subsection F:4 on Temporary Employees). (Check numbers on this section citation)

If an employee has used all of his/her annual leave, then any leave accrued in excess of the allotted number of days will be deducted from the employee’s next paycheck. Sick leave may not be used in lieu of annual leave (see Section III: C).

B. Paid Holidays

The following paid holidays will be observed by XX. All other holidays (federal or otherwise) will be determined on a case-by-case basis.

1. New Year’s Day January 1

2. Martin Luther King Day insert date

3. President’s Day February xx

4. Independence Day July 4

5. Memorial Day Last Monday in May

6. Labor Day 1st Monday in September

7. Thanksgiving Day 4th Thursday in November and the following Friday

8. Day after Thanksgiving

9. Christmas Eve December 24th

10. Christmas December 25th

Paid holidays cannot be accumulated.

C. SICK LEAVE

All full-time staff is eligible for this policy and is entitled to up to 5 paid sick leave days per calendar year. Holidays, vacations and other authorized or scheduled absences occurring during a required absence for illness or injury shall not reduce an employee’s sick leave credit. Management reserves the right to request medical certification of illness if sick leave extends beyond 3 days in a row or if there is persistent time missed due to sickness. Annual leave may be used in excess of the sick leave allowed per calendar year. If an employee has used all of his/her sick leave and has no remaining annual leave, then any leave accrued in excess of the allotted number of days will be deducted from the employee’s next paycheck.

Employees are required to report an absence in advance to the President when possible or early on the morning of such absence. Employees should also attempt to contact another staff member directly so that the office will be covered by 8:30am. This will enable Impact, to the extent possible, to arrange for coverage during the period of vacancy. Unreported absences will be deducted from unused annual leave, or in the event that all annual leave has been used, will result in non-payment for absence. Repeated non-reported absences may result in employment termination.

Extended medical leave due to surgery, illness or disability will be assessed on a case-by-case basis by management. Management will review each situation and determine if employee will receive paid or unpaid leave and benefits. Extended medical leave requests must be accompanied by a note from your doctor, which outlines the condition causing the leave and projects the date of your return to work. Additionally, before returning to work, you must furnish Impact with a note from your doctor indicating that you are able to safely return to work.

May employees use sick leave to take care of sick children?

D. Maternity/Paternity Leave

All full-time staff will be granted Maternity leave with full salary and benefits, based on the tenure with the company at the start of the maternity leave, as follows:

Tenure: Qualifies for:

Less than 1 year: 4 weeks paid leave

One to three years 6 weeks paid leave

Four + years 8 weeks paid leave

All full-time staff will be granted Paternity leave with full salary and benefits for two weeks. All full-time staff are entitled to take additional unpaid maternity or paternity leave, up to a total of 12 weeks.

E. ABSENCE FOR JURY DUTY

An employee notified of call to jury duty should contact the President immediately. Impact will cooperate fully with local, state and federal courts by providing leave of absence for jury duty to full time employees. All full time employees will receive salary and benefits as usual for up to 30 days. Beyond 30 days, employees will receive payment of the difference between their regular wages and their jury duty compensation.

F. FUNERAL LEAVE

In the case of a death of a member of the immediate family of the employee (spouse, parent, child, brother or sister), employee will be granted up to five days paid leave. One day will be allowed in case of death of a relative of the employee (grandparent, grandchild, aunt, uncle, cousin). Employees may use additional annual leave if they so choose in conjunction with funeral leave.

G. LEAVE OF ABSENCE

A leave of absence not to exceed 30 days and without pay or benefits may be granted for compelling personal reasons, providing adequate arrangements can be made for the employees responsibilities during his/her absence. This request must be discussed with and approved by the President.

Check FMLA rules.

IV. Compensation and Benefits

A. Salary

All salaries will be determined prior to new employees joining XX. Each employee’s performance will be evaluated at the end of each calendar year and bonuses will be assessed on the basis of performance and are solely at the discretion of the President. Distribution of any bonus checks will be made at the end of each calendar year.

Payroll will be done on the 1st and 15th day of each month. As a general rule, paychecks will not be distributed early except if the payroll date falls over a holiday weekend when the office is scheduled to be closed.

Full-time salaried employees will not receive paid overtime compensation or leave compensation.

B. Lunch

(keep this section or delete?)

In the event that staff prefers to take his/her lunch one half-hour outside of the office, lunch hours should be staggered so that appropriate measures are taken to ensure that the phones are covered at all times.

C. Parking

(keep this section or delete?)

(Probably need to clarify who is eligible for parking and who isn’t.)

XX will provide parking for all full time employees who have been consecutively employed for a minimum of one year.

D. MEDICAL INSURANCE

All employees (full and part-time) are entitled to health coverage. Temporary employees are not eligible for Medical Insurance. XX pays the full premium on all employees’ health and dental insurance. Benefit program information is available from the Director of Administration (family coverage?) —who has responsibility for monitoring insurance and providing employees with appropriate forms. (NOTE: Insurance coverage begins 30 days from date of employment.)

Clarify policy about famly coverage and whether or not there is coverage for domestic partnerships other than married partners(i.e. same sex partners or live in partners?

E. Disability Coverage

Does disability insurance need to be set up?

Impact offers long-term disability coverage for all full-time employees. There is a 90 day introductory period required before a new employee is eligible for coverage. Coverage is effective on the first day of the month following completion of the introductory period.

F. Retirement Plan (needs to be set up)

All full-time employees are eligible to participate in the SEP-IRA after completing one year of service. Participation in the plan will begin on the anniversary of the plan date.

V. General Procedures/Policies

A. Messenger Services/Overnight Delivery

Delete this section?

Messenger services and overnight delivery services are expensive and should be used only as an exception and not the rule. All messenger services and overnight deliveries require the authorization of the Executive Staff. All outgoing messenger deliveries must have a signature on the receiving end.

B. SUPPLIES/EQUIPMENT PURCHASES

Insert limit of $100 dollars, clarify with XX.

Without exception, any supply and equipment purchases or services must be authorized by the President prior to purchase being made or service being rendered. It is the responsibility of the President to maintain the office supplies and provide recommendations to the Executive Vice President on the purchase of supplies. Requisitions for electrical work, phone work or other outside contractor must be approved by the President prior to the work being scheduled. Estimated costs of supplies, work to be performed or any equipment purchases should be submitted to the President before orders are placed. (XX wrote “key” here—how would approval process work?)

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C. EXPENSES

1. CORPORATE EXPENSES

(need forms to go with this)

Accurate expenses and travel vouchers must be kept by all Executive Staff and support staff. Basic guidelines are as follows:

a, Travel by air or rail will be covered at coach rates unless a pre-approved upgrade is obtained by the individual traveling.

b. Per diem rates must be approved in advance by the President. This would include all reasonable expenses including room, meals, and travel expenses.

c. Business entertainment must be for business purposes and must be indicated on each expense receipt. The information in general should include name of clients/contacts; purpose of business meeting; issues discussed and result. It is important to limit our lunches, travel and other related expenses incurred by Impact on behalf of our clients to those that result in project income, new business or strategic alliances or business purposes.

.

d. All Executive Staff, support staff (staff members?) and consultants are required to submit expenses on the morning of the last day of each month to the Director of Administration.

It is important that sufficient attention be devoted to ensuring that all potential client expenses are appropriately identified and documentation is properly recorded.

2. MISCELLANEOUS

Corporate accounts may not be used for personal expenses. This includes, but is not limited to, corporate charge accounts (vendors, etc.) corporate credit cards and all other accounts paid for by Impact.

D. PERSONAL USE OF TELEPHONE; E-MAIL AND INTERNET

1. Personal Use of Telephone

There will be times when employees must use the office telephone for personal local calls. Personal use of XX telephones for personal calls should be kept to a minimum. Use of XX telephones for personal long-distance calls is explicitly prohibited except when such calls are charged to the employee’s personal telephone credit or calling card.

2. E-Mail and Internet System

XX provides access to the Internet and maintains an e-mail system as essential business tools to support the business of XX. The e-mail system and Internet access should be used primarily for business-related purposes.

Employees are permitted to use the company E-mail system to send and receive personal material when they are unable to use their personal E-mail accounts, so long as such communications are limited, do not interfere with the employee’s performance or the operation of the business and are in compliance with this policy. Similarly, employees may make use of the Internet during lunch or after hours for personal matters, subject to policy.

Under no circumstances should either the E-Mail system or the Internet be used for accessing or distributing offensive, demeaning, harassing, defamatory or disruptive messages or material, including but not limited to communications that violate Impact’s policy against discrimination or harassment, or any sexually explicit material of any type.

Personal use of the E-Mail and Internet at work is a privilege. If this privilege is abused, the company may have to reconsider this policy. Violation of this policy can lead to discipline, up to and including termination.

E. STATE AND FEDERAL TAXES

By law, Impact is required to deduct Federal Withholding taxes, Social Security taxes and XX, XX, or XX taxes. Consultants will be paid on a straight fee basis and no taxes will be deducted. Consultants are responsible for paying all taxes associated with the consultant fees paid to them by impact.

F. DRUGS AND ALCOHOL

It is the policy of Impact to provide a safe and productive work environment to its employees that is free from drug use and alcohol abuse. It is expected that Employees will report to work in a condition ready to perform their duties. No employee shall report to work while under the influence of illegal drugs or alcohol. Likewise, the use, sale transfer or possession of illegal drugs, hallucinogens, stimulants, sedatives or controlled substances in the office or in any vehicles used for company purposes is prohibited.

This also includes the misuse of prescription drugs or any mood altering substances while on Company property, Company paid time (including traveling for or representing the Company). XX reserves the right to request an employee to be tested for illegal drug use. Employees who are taking any medication, on the advice of a doctor or over the counter, which could impair an individual’s work performance, must advise the President of the consumption of said medication.

If the employee is unable to function due to prescribed drug, the employee will be sent home, using available sick leave, vacation time, or without pay, until the employee is able to resume normal job functions.

G. EMPLOYMENT STATUS

1. INTRODUCTORY PERIOD

The introductory period for new employees is three months, unless reduced by Management in special instances. During this period, the employee has an opportunity to demonstrate proper attitudes and abilities for the position for which he/she was employed. The successful completion of this introductory period should not be construed as guaranteeing employment for any specific duration. However, upon completion of introductory period, employee may be asked to sign an employment agreement for a period not longer than 2 years.

2. FULL TIME

All staff members employed 40 hours per week or more are considered full time. A full time employee is eligible for benefits on his/her start date, with the exception of medical insurance coverage (see Section IV, Subsection D on Medical Insurance) which has a 30 day waiting period to take effect.

3. PART-TIME

Anyone employed less than 40 hours per week is considered part-time. Part-Time employees will be offered the benefit of Medical Insurance.

4. TEMPORARY

An employee who is employed for a specific period (i.e., summer intern) or for a specific purpose (to replace a sick employee or work on a special project) is considered temporary and will be ineligible for benefits. Any over time worked by temporary staff must be approved in advance by the President. (or staff supervisor?)

5. OUTSIDE EMPLOYMENT

Employees may hold a second job elsewhere if no conflict of interest to Impact is apparent and with the understanding that all work the employee is involved with at Impact remains confidential in nature.

6. CLASSIFICATION OF EMPLOYEES

All employees of Impact are employed on an “at will” basis. “At will” is defined as employment relationships that can be terminated at will by both the employee or the Company with or without notice, for any reason, or for no reason at all and that there are no expressed or implied agreements with respect to the term of employment. While you are employed at Impact on that basis you will fall under certain employment classifications. It is the intent of the company to clarify the definitions of those classifications so that you understand your employment status under the “at will” umbrella and benefit eligibility.

You are designated as either Nonexempt or Exempt under the federal and state wage and hour laws.

Nonexempt employees are entitled to overtime pay under the specific provisions of federal and state wage and hour laws.

Exempt employees are excluded from specific provisions of federal and state wage and hour laws.

7. TIME KEEPING

System needs to be set up: method of recording, electronic, paper?

Accurately recording time worked is the responsibility of every nonexempt employee. Time worked is all the time actually spent on the job performing assigned duties.

Nonexempt employees should accurately record the time they begin and end their work, as well as the beginning and ending time of each meal and break period. They should also record the beginning and ending time of any departure from work for personal reasons. Employees must obtain prior permission from the President for any absences from work. Requests for leave must be made in writing at least twenty-four (24) hours prior to the anticipated absence from work.

All overtime work must always be approved before it is performed. Altering, falsifying, tampering with time records, or recording time on another employee’s time record may result in disciplinary action, up to and including termination of employment.

Nonexempt employees should report to work no more than 5 minutes prior to their scheduled starting time nor stay more than 5 minutes after their scheduled stop time without expressed, prior authorization from the President.

It is the employee’s responsibility to sign their time records to certify the accuracy of all time recorded. The President will review and then initial the time record before submitting it for payroll processing. In addition, if corrections or modifications are made to the time record, both the employee and the President must verify the accuracy of the changes by initialing the time record.

8. LUNCH AND BREAKS

Lunch – For each eight consecutive hours of work, an unpaid one-half hour lunch break will be allowed. Employees must log out for lunch and log in to begin work again. Employees will not be allowed to work through their lunch hour and leave early without permission from the President.

Breaks – For each four consecutive hours of work fifteen (15) minutes of idle time may be allowed at the discretion of the President.

Note to clarify: eating at desk, combine breaks and lunch? Goal is 8 hour day.

H. EQUAL EMPLOYMENT OPPORTUNITY

XX is an equal opportunity employer with a standing policy of nondiscrimination. This means that all qualified persons are accorded equal opportunity employment without regard to race, color, religion, national origin, ancestry, sex, pregnancy, or pregnancy-related condition. Age, marital status, personal appearance, sexual orientation, familial status, family responsibilities, matriculation, political affiliation, medical condition, disability, source of income, and place of residence or business.

I. HARASSMENT

XX is committed to providing a work environment that is free of discrimination. Actions, words, jokes or comments based on an individual’s sex, race, ethnicity, age, religion, or any other legally-protected characteristic will not be tolerated. As an example, sexual conduct (both overt and subtle) can serve to create an offensive work environment and thus is prohibited. Any employee who feels that he or she has been the victim of impermissible harassment should promptly report the incident to the President. A prompt investigation will be conducted by Impact and the company will take appropriate corrective action where it is warranted. Anyone engaging in any improper harassment will be subject to disciplinary action, including possible discharge.

J. CONFIDENTIALITY

(need to develop Nondisclosure policy and have employees sign.)

Rewrite--XX is a professional corporation providing consulting on international business development, investment banking and related financial matters. It is our intent to provide the best services possible to our clients. Often, Impact represents clients of major importance on matters of high public interest and economic impact. Clients have the right to expect that we will not jeopardize their interest through indiscretions that have the potential of violating our professional relationship with our clients. Employees are prohibited from disclosing to any third party any confidential information or trade secrets. XX reserves the right to request an employee to sign a statement acknowledging the policy or a nondisclosure agreement. This policy will be strictly enforced and violations of this policy will result in disciplinary action up to and including dismissal.

K. EMPLOYEE COMPLAINTS OR GRIEVANCES

XX encourages its employees to attempt to informally resolve work related complaints or concerns by bringing them to the attention of the President. Any complaint that cannot be resolved verbally must be received in writing within 30 days and will be considered a formal grievance. Failure to submit the grievance within this time period will bar the employee from raising the grievance in any forum. Note that the decision issued through this formal grievance process will be the full, final and exclusive remedy available.

VI. EMPLOYEE RELATIONS

The interest of Impact and of its employees will be served by careful observation of the following principles:

· Management and Employees recognize that compensation levels should be in direct proportion to the quality of service and work which are performed.

· XX will strive to maintain wage rates competitive with those prevailing in the community for comparable types of work under similar working conditions.

· XX will maintain a staff of competent, permanent employees by following the best possible screening techniques.

· Should an employment vacancy occur, every reasonable effort will be made to fill the position from within Impact with due regard to ability, qualifications, experience and length of service. (Discuss: unique creativity.)

· XX will maintain reasonable hours of work, good employee benefits and the best possible working conditions for everyone.

EMPLOYEE ACKNOWLEDGEMENT FORM

XXX Personnel and Policy Manual describes important information about this organization, and I understand that I should consult the President regarding any questions not answered in the handbook.

Since the information, policies, and benefits described here are necessarily subject to change, I acknowledge that revisions to the Personnel and Policy Manual may occur. All such changes will be communicated through official notices, and I understand that revised information may supersede, modify or eliminate existing policies. Only the President of the organization has the ability to adopt any revisions to the policies in this handbook.

Furthermore, I acknowledge that this Personnel and Policy Manual is neither a contract of employment nor a legal document. I have received the Personnel and Policy Manual and I understand that it is my responsibility to read and comply with the policies contained in this manual and any revisions made to it.

___________________________ ___________________________

Signature of Employee Employee Name (printed)

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Date