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EMPLOYEE
HANDBOOK
ompany
Dear Employees:
Computer Generated Solutions, Inc. (CGS) has grown at a remarkable rate because of our
commitment to three core business principles: providing quality services to our clients, pursuing
excellence, and respecting the individual.
As I look back on the history of the company, I am proud to see how much we have
accomplished. From our humble beginnings, we have grown into a mature, multifaceted
company. Weve established ourselves as a diverse organization, capable of delivering highquality information technology products, services and solutions anywhere in the world.
CGS appreciates that you, our employees, contribute to the growth and well being of the
company. The most important value that we can offer our clients is the talent, skill, and
commitment that each of you brings to your job.
For this reason, we select our employees on the basis of their competence and ability to
contribute to the growth of our Company and our clients. Race, religion, genetics, national
origin, genetics, gender, age, physical or mental disability, sexual preference, marital status,
and veteran status are not considerations for any positionyour skill, ability and merit are.
Because our employees are our most important asset, good working conditions, fairness in
promotion, employee communications, equal opportunity, equitable compensation, and
attractive benefits are of particular concern to us.
This handbook has been prepared to provide you with information about our Company, its
policies, and its programs. I hope you will find it informative and helpful. Please review it
carefully; it contains information of importance to you. If you have any questions about the
information covered in this handbook, please contact Human Resources.
Sincerely,
Phil Friedman
Phil Friedman
Chief Executive Officer
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TABLE OF CONTENTS
Letter from the Chief Executive Officer
Introduction to the Handbook
Chapter 1 Our Corporate Philosophy
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Salaries
Pay Periods
Direct Deposit Program
ADP iPay Statements
Paycheck Distributions
Payroll Deductions
Overtime Pay
Promotions and Transfers
Performance Appraisals
Reporting Illness and Injury While on the Job
Safety
Security
Computer Protection
Smoking/Non-Smoking Policy
Contributions and Solicitations
Business and Travel Expenses
Expense Reporting
Driving Policy
Hand Held Devices
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CGS is an IBM Premier Partner and home to an IBM Business Partner Innovation Center; a
Microsoft Gold Certified Partner; Citrix Silver Partner, Cisco Systems Premier Partner; and an
Intel Channel Partner Premier. We have also developed strategic partnerships with Dell,
Hewlett-Packard, Research in Motion (RIM), BEA Systems, Symbol/Motorola, Oracle, Sun
Microsystems, VMware, Radvision, EMC, Neverfail, and Avnet.
CGS Business Overview
As a leading provider of information technology services and solutions to businesses and
governments worldwide, CGS has grown to become one of the largest privately held technology
companies in the country, servicing hundreds of major corporate clients worldwide.
CGS professionals utilize state-of-the-art, high performance tools, technologies and
sophisticated management techniques in the course of our business operations on behalf of
clients. CGS has made substantial investments in proprietary technology and is committed to
consistent and ongoing development to improve our products and methodologies. In all cases,
our mission is to deliver high-quality technology solutions that enable companies to effectively
meet their business goals.
Solutions
CGS offers a comprehensive array of strategic business software solutions designed to meet
the most challenging and complex requirements of todays global economy. Our technology
solutions help our clients achieve immediate, significant returns and enable successful and
sustained growth.
BlueCherry - Developed and sold exclusively by CGS, BlueCherry is one of the most
advanced ERP and Supply Chain Management (SCM) solution available to meet the
needs of the apparel, footwear, and accessories markets, providing dynamic supply
chain and inventory insight from design to delivery.
Business Intelligence - CGS facilitates integration, training, and support to help clients
plan and implement sophisticated customizable BI solutions to meet their reporting,
analysis, and budgeting needs.
CRM - CGS helps businesses create profitable client relationships by providing CRM
solutions to manage client relationships through lead and opportunity management,
incident management, a searchable knowledgebase, and reporting tools.
Enterprise Portal - As a Microsoft Certified Gold Partner and an IBM Premier Business
Partner, CGS builds from two of the most dynamic solutions available to analyze, plan,
implement, deploy, and support sophisticated portal solutions.
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Application Development - CGS experts, certified in the most highly demanded skills
and technologies, are dedicated to building mission critical applications that exceed our
clients expectations.
Enterprise Mobility - CGS mobility services combine domain expertise and a strong
understanding of mobile technology to design and formulate mobility strategies.
Learning - CGS provides blended learning solutions for e-learning and Instructor-led
Training (ILT), offering expertise in a broad scope of learning methods and modalities in
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catalog and custom development practices. CGS best practice methodologies include
problem discovery, instructional design, implementation, deployment, and evaluation.
Managed Services - CGS offers a range of managed services including project staffing,
expertise work and vendor management with consultants focused on highly-demanded
skills and technologies, including JAVA, HTML, IBM WebSphere, Microsoft .NET, SUN
Solaris, and CISCO and Microsoft networking.
Messaging & Collaboration - As experts in Microsoft Exchange and Lotus Notes, CGS
designs and implements appropriate messaging strategies to improve clients business
communication and efficiency.
Migration & Conversion - CGS provides migration services including the latest from
Microsoft, IBM, and Java technologies to build new application platforms or messaging
infrastructures, or update versions of existing systems.
Staffing - With onshore, nearshore, and offshore resources, CGS leverages our
extensive database, nationwide recruiting organization, and international network of
business partners to provide consultants and instructors experienced in virtually any
technology platform.
Systems Integration - CGS analyzes current enterprise systems and architecture and
provides a full strategic assessment to ensure alignment between client processes and
overall business goals. CGS systems integration services span from repurposing
current systems to implementing new technology.
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We encourage you to visit the CGS website at www.cgsinc.com for more detailed information
on our solutions and services.
CGS is committed to the growth and success of its clients and employees. This philosophy is
embodied in our motto, A Company That Cares. TM
Our Operating Philosophy
CGS believes that the interests and concerns of our clients, our employees, and the general
public must be balanced. In support of this fundamental belief, the following statement of our
corporate philosophy has been developed.
For our clients, CGS will:
conduct business in a manner that promotes respect for and acceptance of the
information services profession and our industry;
promote acceptance of CGS and confidence in its products and services through
truthful, informative, and ethical marketing practices and quality service;
exercise care in hiring and job assignments, matching each individuals interest,
knowledge, and capabilities with job requirements;
inform employees of what is expected of them and what they can expect from the
Company;
recognize employees efforts through periodic reviews in which the Company will
consider appropriate opportunities for further development;
maintain pay scales that are competitive, keeping pay ranges and salary payments
current for all positions on an equitable basis while giving special recognition to superior
achievement;
provide our employees with the best possible equipment, maintain our facilities in good
condition, and in general, strive to make the Company a pleasant workplace;
provide employees with the on-the-job training that they need to perform their jobs in a
superior manner;
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adapt to changing conditions in order to respond to both our employees and clients
needs;
recognize the social problems that affect our society and participate in efforts to solve
them;
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Examples of sexual harassment include verbal or physical contact of a sexual nature that: (1)
has the purpose or effect of creating an intimidating, hostile or offensive working environment;
or (2) has the purpose or effect of unreasonably interfering with an individuals work
performance, or (3) otherwise adversely affects an individuals employment opportunities.
Because it is sometimes difficult to know when conduct or comments might be unwelcome,
employees should avoid all such conduct and behave at all times in a professional and
respectful manner.
Reporting Your Concerns About Workplace Harassment
The following steps have been put into place to ensure that our work environment continues to
be respectful and free of unwelcome harassment. If any employee believes someone has
violated this policy (whether or not that person is a co-worker or a superior), the employee
should bring the matter to the immediate attention of his/her supervisor or, where this is
inappropriate or not practical, the Vice President, Human Resources, or any other member of
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management. The Company will promptly investigate the facts and circumstances of any claim
of harassment. To the extent possible, we will endeavor to keep the employees concerns
confidential. Our policy prohibits any form of discipline or retaliation for reporting in good faith
incidents of unlawful harassment, pursuing any such claim, or cooperating in any way in the
investigation of such reports.
We will take corrective steps against any person who has engaged in harassment in violation of
this policy, if management determines that such measures are appropriate. These measures
may include, but are not limited to, counseling, suspension, or immediate dismissal.
We cannot remedy claimed harassment unless you bring these claims to the attention of
management. Failure to report claims of harassment prevents us from taking steps to remedy
the problem.
Alcohol, Drug, and Controlled Substance Policy
CGS is committed to maintaining a drug-free workplace. To this end, the Company reaffirms its
policy that the following are strictly prohibited:
i.
ii. while performing Company business anywhere, including a clients location, while off
Company premises:
using, in any way, Company or client property or the employees position within the
Company to make or traffic in intoxicants, illegal drugs, or controlled substances
trafficking in, possession of, or any other use of intoxicants, illegal drugs, or controlled
substances in a manner that is detrimental to the interest of the company
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theft or dishonesty
falsification of time sheets including the logging in others, medical claims, , , call
avoidance, or other Company records .
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bringing any firearm, dangerous weapon, or explosive material into any CGS office or
client location, including but not limited to any related facility, such as parking lots,
storage areas, etc.
verbal or physical harassment of any employee based on race, color, sex, genetics,
sexual orientation, political beliefs or activities, religion, national origin, age, disability,
national origin, creed, citizenship, or for any other reason
insubordination, such as interference with or failure to carry out any reasonable order
from a supervisor
The downloading or uploading of materials from the Internet, and/or its (re) transmission
by electronic communications, of a sexually explicit, prejudicial or discriminatory nature
the use, by employees, of any electronic devises to record business discussions without
the express permission of all parties involved; and
any other conduct that, in the discretion of the Company is deemed adverse to its, or its
clients interests.
Workplace Violence
CGS does not tolerate any type of workplace violence committed by or against an employee, or
other personnel. Any potentially dangerous situation must be immediately reported to a
Supervisor, Site Manager, or to Human Resources. Reports or incidents warranting
confidentiality will be handled appropriately. No employee will be retaliated against whom, in
good faith, reports a violation of this policy. Employees who have been found to violate this
policy will be subject to disciplinary action, up to and including termination of employment.
Litigation Matters
If you, as a CGS employee, are approached by a lawyer or a potential litigant to discuss matters
concerning transactions of the business at any CGS location, either formally or informally
pursuant to judicial subpoena, you should immediately:
refer the litigant or his or her attorney to the Office of the President or General Counsel
of CGS;
notify the Office of the President or General Counsel of the contact and the nature of the
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potential litigation;
make sure that the Office of the President or General Counsel is kept informed of any
developments relating to the pending litigation.
At no time, should any employee speak on the Companys behalf without the express consent
of the President or General Counsel of CGS.
Media Relations
CGS global marketing team is responsible for all of the Companys and its subsidiaries' public
relations and analyst relations activities. Marketing works directly with CGS business units,
product groups and international locations to ensure that unit and regional goals and objectives
are in line with the Companys overall marketing objectives.
All proposed public relations materials (i.e. proposed news releases, customer success stories,
contributed articles, speaking and award opportunities) must be submitted to CGS Marketing for
prior review and approval.
If you are contacted directly by a member of the press requesting comment or information,
immediately refer them to CGS Marketing.
Open Door Policy
At CGS, any employee should feel free to discuss matters concerning employment or Company
operations with any member of management. You can speak to any manager in-person or can
communicate by letter or e-mail without fear of retaliation. You are encouraged to discuss
recommendations and to voice any concerns.
The Open Door Policy means that every executive at CGS has an open door to any employee
who has questions, concerns, complaints, or problems. CGS recognizes that situations may
arise in which Company policies and procedures may seem inappropriate. Through the Open
Door Policy, the Company hopes to encourage employees to address company issues with
which they may disagree.
Normally, an employee should first speak to his or her immediate manager. However, there may
be situations in which this is not appropriate. In such a case, the employee is encouraged to
speak to the Vice President of Human Resources or any other CGS manager. In addition, you
may use the Open Door Policy to appeal decisions of your immediate supervisor.
The Open Door Policy is a vital part of the CGS employee relations program. It provides an
important method for resolving employee concerns. In addition, by reviewing the issues raised
from a broader prospective, CGS can determine whether a larger problem exists, thus using the
Open Door Policy as a continuing means for Company improvement.
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The Company and/or our clients reserve the right to monitor your Internet and electronic
communications use at any time and without notice in order to ensure they are being
used properly for Company business.
The Company reserves the right to revoke Internet and electronic communications
privileges at any time with or without prior notice.
Internet systems and electronic communications are company and/ or client property
and should be used for business purposes only. Under no circumstances are they to be
used to communicate any derogatory, offensive or inappropriate messages.
The downloading or uploading of materials from the Internet, and/or its (re) transmission
by electronic communications, of a sexually explicit, prejudicial or discriminatory nature
is strictly prohibited.
Use of electronic communications and the Internet system for any solicitations, whether
political, charitable, personal, and religious or for any other purpose is strictly prohibited.
When Computer Generated Solutions, Inc. has reasonable grounds to believe that an employee
has violated any aspect of this policy; the employee may be subject to immediate discharge or
other disciplinary actions. If you receive inappropriate materials via email or the internet you
must immediately report the occurrence to the Vice President of Human Resources.
Social Media
Computer Generated Solutions (CGS or the Company) recognizes that the Internet provides
unique opportunities to participate in interactive discussions and share information on particular
topics using a wide variety of social media, such as Facebook, Twitter, blogs and wikis.
However, employees' use of social media can pose risks to the Companys confidential and
proprietary information, reputation and brands, and can jeopardize the company's compliance
with business rules and laws.
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To minimize these business and legal risks, as well as to avoid loss of productivity and
distraction from employees' job performance and to ensure that the company's IT resources and
communications systems are used only for appropriate business purposes, the Company
prohibits the viewing of this media during working time.
The Company reserves the right to take disciplinary action, up to and including termination of
employment if an individuals use of social media includes any material that is obscene,
defamatory, profane, libelous, threatening, harassing, abusive, hateful or embarrassing to
another person or entity.
The CGS logo is never to be used within a Blog, a social networking site, or otherwise without
express permission from the President
Employment At-Will
All employment with CGS is at will. This means you are free to leave your employment at
the Company at any time, without cause or reason, and without notice. Likewise, the Company
has the right to end your employment at any time, without cause or reason, and without notice.
The Company also has the right to manage its work force and direct its employees as it sees fit
to manage its business. This includes the right to hire, transfer, promote, demote, reclassify, lay
off, terminate, or change any term or condition of employment at any time, without cause or
reason and without notice.
Although the Companys employment policies may change from time to time, no one other than
the President and Chief Executive Officer (CEO), may enter into any agreement for
employment for a specific period of time or make any agreement contrary to the at-will
employment policy described above. Any such agreement must be in writing and signed by the
President and CEO, or his designee.
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Hours of Work
At CGS, the workweek is 40 hours. In the call center, your manager will explain what shift(s)
these hours are to be worked.
Attendance and Punctuality
CGS depends on each employee. If you are late or absent, the Company and its clients are
affected.
Occasionally, due to an emergency, you may find it necessary to be absent from your job. In
such cases, you should notify your manager in advance, if possible, so that arrangements can
be made to have your work taken care of on the date that you are absent. If your absence is
due to illness or some other unexpected event, please notify your manager as soon as possible.
Do not stay away from your job unless it is absolutely necessary; otherwise, your absence
burdens the Company, the client, your manager, and your fellow employees who have to do
your share of the work.
While most employees make an effort to be at work on time, it isnt fair for a few to repeatedly
come in late. When you are late, please report the reason to your manager. Also, call in
advance if you expect to be delayed.
If you repeatedly fail to notify your manager of your absence, or if you fail to obtain permission
for an absence from work, you may be subject to disciplinary action, up to and including
termination.
Remember punctuality and your record of attendance has a bearing on your performance
appraisal and your progress in the Company.
Please make sure that you familiarize yourself with the Companys Attendance and Tardiness
policy for the Call Center.
Time Accounting
Every CGS employee must account for his or her time weekly by completing a Weekly
Electronic Time Sheet. Your time sheet is due in Payroll each Monday. If you are on vacation
for an entire week, you must submit the time sheet before you leave.
Time accounting information is entered into the CGS accounting system, which is used by the
Company to manage the operations, administration, and information of the business.
Once a paycheck has been processed you may not claim PTO time for a previous weeks time.
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It is to your advantage to see that your Human Resources records are kept up to date.
Whenever you change your address, marital status, number of dependents, or other pertinent
information, please notify Human Resources by properly completing a Personal Action form.
Technical Resume Update
It is extremely important that CGS files contain up-to-date resumes of all technical staff
members. Please submit an updated resume to your CGS manager prior to completion of each
project. If you require assistance, a Technical Resources Manager can help you prepare your
resume.
Your Privacy
The Company respects the rights and dignity of each employee. The following principles have
been adopted to protect the privacy of each CGS employee. The Company:
requests, uses, and retains only the personal information about employees that is
required for business or legal reasons;
protects and preserves the confidentiality of all personal information in Company records
and files;
does not release information to outside sources without your written approval (except
simple employment verifications and in response to legal requirements);
However, in order to protect the Company under law and regulation, the Company reserves the
right to search Company property, including but not limited to computers, in any employees
possession.
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new services
reducing costs
other subjects
This agreement does not apply to any inventions or copyrights that you develop prior to
employment with CGS, if they are disclosed at the time that the agreement is signed. You are
asked to promptly and fully to disclose to the Company any idea you believe is subject to patent
or copyright. The President determines whether an invention is of sufficient interest to warrant
further action by the Company. The President also determines whether or not the Company will
release rights to you. Much of CGS work is done for hire; therefore, such work is the property
of the client not CGS or its employees.
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send a copy of a voided check to the Payroll Department attached to a Direct Deposit
form.
For direct deposit into a savings account a letter from the bank with the Transit/ABA number
and Account Number must be submitted. The letter has to be accompanied by the Direct
Deposit form.
The Direct Deposit program takes two to three pay periods to initiate. After Direct Deposit has
begun, you will no longer receive statements. Statements detailing your salary and deductions
for the current pay period and year-to-date information will only be available via iPay (see
information below.) The instructions to register on iPay are included in your new hire packet. If
for any reason you do not have the instructions, please contact Human Resources. Information
necessary to register on iPay is on your first check statement. Please be sure to register on
iPay before your direct deposit begins. The iPay website is https://ipay.adp.com/index.jsf.
Depending on your banks procedures, you may also receive a record of the deposit directly
from your bank.
If you want to make any changes to your Direct Deposit, you must complete a new Direct
Deposit form and send it to Payroll.
ADP iPayStatements
Through ADP, our payroll provider, we are able to offer you electronic access to your earnings
statements and W-2 forms 24 hours per day, 7 days a week. In addition, you can make
changes to your W-4. Simply type in your changes, print the form, sign it and forward the
completed form to Payroll for processing. Upon registration, you may elect to have an
automatic email notification sent to you when your current earnings statement is available.
Included in the email is a direct link to the iPayStatements.
Payroll Deductions
On each payday, deductions are made for federal, state, and local income taxes to which you
may be subject. The amounts withheld are governed by the exemptions indicated on the most
recent W-4 form and state withholding form (where applicable) that you have submitted to the
Company. It is your responsibility to keep your exemptions up to date. You may file a new W-4
form at any time.
The Social Security Act requires the Company to deduct a percentage of your salary from each
paycheck, up to a specified annual maximum, as your contribution toward Social Security. The
Company is also required to contribute toward your Social Security. If you participate in any
benefits programs that require employee contributions (such as Medical, 401(k), etc. for which
you have authorized), these contributions are also deducted from your paycheck. W-2s will only
be accessible on the iPay website. By January 31 of each year, CGS will notify you when your
W-2 statement will be available to download. If you have elected automatic notification on iPay
you will also be notified via email. The W-2 statement shows your total taxable earnings for the
previous year, as well as the amounts that have been withheld for federal, state, local, and
Social Security taxes.
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Overtime Pay
The Company attempts to limit the amount of overtime work. However, situations may arise
when your departments workload may require you to work overtime. All overtime must be
properly recorded on your time sheet, and have prior approval. Working overtime without prior
approval may lead to disciplinary action against you, up to and including termination.
Employees will be paid overtime in accordance with local, state and federal law.
Promotions and Transfers
It is the Companys policy to promote from within whenever possible. Many of our supervisors
and departmental managers have reached their present positions through promotion within the
Company. Of course, your qualifications, performance in your present position, and tenure with
the Company will be considered when there is an opening to be filled.
Performance Appraisals
Your performance is continually reviewed by your immediate supervisor and your departmental
manager. Typically, you will receive a performance evaluation once a year designed to:
strengthen your relationship with your supervisor by encouraging a free and frank
exchange of views;
give both you and your supervisor a chance to exchange constructive ideas on your
growth during the year, contribution to the Company, goals and objectives for the coming
year, and career direction.
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Security
CGS is committed to providing a secure environment for its employees. To this end, the
Company has set up the following guidelines:
All visitors are to be escorted from the reception desk to the location that they are
visiting. All visitors at the office for training are to be given a visitors pass to use on CGS
property.
Sensitive and confidential business documents are to be cleaned off of the tops of desks
and tables in the evening and placed in locked desk drawers or file cabinets before you
go home.
If you are authorized to work late or on weekends, lock the doors while you are in the
building.
CGS reserves the right to search any property or person on Company property,
including employees or visitors.
Computer Protection
An employee may not intentionally interfere with the normal operation of the Companys or a
clients computer system. This includes the introduction or propagation of any code,
programming instruction or set of instructions that is intentionally constructed with the ability to
damage, interfere with, or otherwise adversely affect computer programming code, data files or
hardware, or the use of personal passwords, without the prior written consent and intent of the
Company or client.
Smoking/Non-Smoking Policy
Smoking is prohibited in all CGS offices. If you want to smoke, you must use the outside area
provided. Use of smokeless tobacco products is also prohibited within our offices.
Contributions and Solicitations
We believe employees should not be disturbed or disrupted in the performance of their job
duties. For this reason, solicitation of any kind by one employee of another employee is
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employees are responsible for commuting to and from their CGS office.
Reimbursement - If you use your personal car for Company business, CGS will
reimburse you the present CGS mileage allowance in effect. This reimbursement is to
cover the cost of gas, maintenance, repairs, and insurance while on Company business.
Fees for bridges, highway tolls, ferries, parking, etc. incurred while conducting Company
business are reimbursed at cost. To be reimbursed, you must submit an approved
expense report with original receipts attached. Reimbursements do not apply to
commuting.
In general, CGS technical staff members are responsible for the cost of commuting to their
clients office. If you use your car, CGS will reimburse you the present CGS mileage
allowance for each mile in excess of the 50-mile per day limit. If you exceed the 50-mile
minimum, you also receive reimbursement for parking and tolls. The distance is based on
the shortest reasonable distance between your home and the work location. You must
receive prior approval from your CGS manager before these expenses will be reimbursed.
To receive reimbursement, you must list the expenses on your expense reports.
Business Meal Expenses
CGS will only provide reimbursement for meal and entertainment expenses incurred in
connection with existing or prospective clients. CGS employees are not authorized to
expense meals with co-workers unless authorized or for a business purpose.
Qualified meal and entertainment expenses involving existing or prospective clients should
be limited to what is reasonable and customary in your geographical area (however, the
total expense is not to exceed $100, or as required by applicable state law). Expenditures
anticipated to exceed this limit must be pre-approved by the CEO.
While traveling out-of-town on qualified business matters, CGS will reimburse employees
for meal expenses. However, employees are not authorized to incur meal expenses
exceeding $40 per day, or as required by applicable state law.
Expense Reporting
Travel and entertainment expenses incurred while on Company business must be
reported and submitted to your CGS manager for approval within 45 days of the date the
expense.
Documentation - Only original receipts, invoices, etc. will be accepted as proof of an
expenditure on the expense report. Keep a copy of the document as a backup. The
original receipt must have the date of the transaction, the purpose of the transaction and
the attendees.
Approvals - You may not approve your own expense report. If the expenses incurred are
not billable to a client, the expense report must be approved and signed by your division
manager. If the expenses incurred are billable to the clients account, the expenses must
be approved and signed by your CGS manager.
Reporting Deadline Date - All expense reports must be submitted to Accounting with the
required signature within 45 days from the date the expense was incurred. If you are late,
there may be a delay in processing your expenses reimbursement check.
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Driving Policy
Employees who drive regularly for the Company will have to have their motor vehicle
records checked periodically to ensure that they maintain a safe driving record.
Hand Held Devices
Employees are not permitted to use mobile phones or any other hand held device while
operating a vehicle, whether rented or personal, while on Company business.
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You must work your next scheduled work day after your PTO day in order to receive
PTO pay.
You may not borrow PTO time from future days that you have not earned.
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the birth of a child or in order to care for that child within 12 months of the event;
a childs placement with you for adoption or foster care within the first 12 months of the
event;
to care for a spouse, child, or parent with a serious health condition (including both
physical or psychological care). Your right to this type of leave may not be limited by the
availability of another family member to care for an ill family member. In addition, a
father may take leave during his wifes childbirth and recovery;
a serious health condition for yourself that makes you unable to perform the functions of
your position. You need not be physically or mentally incapacitated to the point that you
are unable to perform the functions of your job. This leave may be taken in order to
receive treatment.
A qualifying exigency arising out of a covered family members active duty or call to
active duty in the Armed Forces in support of a contingency plan; and/or
To care for a covered family member who has incurred an injury or illness in the line of
duty while on active duty in the Armed Forces provided that such injury or illness may
render the family member medically unfit to perform duties of the members office,
grade, rank or rating.
Under the terms of this policy you are eligible to take up to 12 weeks of leave (26 weeks to care
for a family member injured while on active duty) or the maximum allowed by state law, during
any 12- month period. You are eligible to take this leave all at one time or on an intermittent
basis (working fewer hours or days during the regular workweek to care for sick family members
or you). Intermittent leave is not available for care of a newborn, or newly adopted child. If both
you and your spouse work for the Company, both of you may take this leave, up to the
combined total of the maximum number of weeks per year.
The following definitions apply for purposes of this policy:
Hours Worked is the time for which you are entitled to compensation under the Fair
Labor Standards Act which generally is the time you are required to at your job and
permitted to work. Hours worked will be calculated from your date of hire to your first
anniversary date.
Serious Health Condition includes any illness, injury, impairment, physical or mental
condition which requires In-patient care at a hospital, hospice or residential medical
facility; or a condition which requires absence from work, school or other regular daily
activities of more than 3 calendar days that also involves continuing treatment by or
under the supervision of a licensed health care provider; or continuing treatment for a
chronic or long term condition that is untreatable or is so serious that if left untreated,
would likely result in a period of incapacity of more than 3 days; or prenatal care.
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practice and are performing with the scope of their practice under state law, or Christian
Science Practitioner (subject to independent examination).
Child is defined as any person who is under 18 years old. Any person 18 years or older
who is incapable of self-care because of a mental or physical disability is a child if the
persons relationship to the employee is that of biological, adopted or foster child; a
stepchild; a legal ward; or a child of a person standing in the place of a parent.
Covered Service Member Those members of the Armed Forces, including the National
Guard or Reserves, who are undergoing medical treatment, recuperation or therapy, are
in outplacement status, or are on the temporary disability retired list due to an injury or
illness incurred in the line of duty.
Covered Family Member An employee who is a spouse, son, daughter, parent or next
of kin (defined as the nearest blood relative) of a covered service member.
To apply for this leave, you must submit a formal request for the leave to the Vice President of
Human Resources at least 30 days prior to the start of the leave. The Company requires you to
periodically report your status to your manager and your intention to return to work.
If this leave is necessary to care for your health problem, the Company will request certification
from your physician indicating the medical necessity for this leave. If the leave is to care for the
health of a family member, a certificate from the attending physician is required, indicating that
the patient requires assistance and that your presence would be beneficial. If you require an
intermittent leave or work a reduced schedule, your certificate must include dates and the
duration of treatment, as well as a statement indicating the necessity for working this schedule.
In these cases, copies of these certificates must be provided to the Vice President of Human
Resources.
Any accrued PTO time will be charged concurrent with your FMLA leave prior to you going on
unpaid leave status..
While on a Family Leave, your Company-sponsored benefit plan will continue to be in force at
the same level and under the
same conditions that coverage would have been provided had you continued working, as long
as you express a qualified intention to return to work. You must continue to pay your portion of
the insurance premiums. PTO accrued while on leave may not be used prior to your active
return to work.
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Bereavement Policy
Realizing that many difficult decisions are required in this time of emotional stress, it is the
Companys policy to allow employees the time required to take care of necessary arrangements
and attend funeral services. Full-time employees will be granted up to three days off with pay
(eight hours per day), for the death of a member of the immediate family. Part-time employees
may take up to three days off without pay for the death of a member of the immediate family. If
additional time is needed, it may be provided without pay upon the approval of your manager.
Immediate family is defined as a parent, guardian, spouse, child, brother, sister, grandparents,
grandchild, mother or father in-law, or dependent in your residence.
In the case of the death of a relative who is not a member of your immediate family, (aunt,
uncle, niece, nephew 1st cousin) one days absence with pay will be granted for full-time
employees.
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Health Insurance Portability and Accountability Act (HIPAA) privacy regulations issued by the
U.S. Department of Health and Human Services.
The plans privacy policies and procedures are discussed in more detail in the plans Notice of
Health Information Privacy Practices, a copy of which has been provided to you, and in the
plans formal privacy policies and procedures document. Please contact the Plan Administrator
if you have any questions about the plans privacy policies and procedures.
Your 125 Tax Exempt Spending Plan
CGS provides you with a Flexible Spending Plan which helps you reduce the cost of some of
your benefits. Normally every paycheck that you receive, your taxes are deducted first, and
then your insurance premiums are deducted from your take home pay. Under this program,
your healthcare insurance premiums are deducted before taxes. This may lower your taxable
income, which in turn lowers the amount of Federal Tax (and in some cases state tax) that you
pay. CGS automatically enrolls you in the Flexible Spending Plan.
Important Note: The IRS requires that once an employee elects to participate in a qualifying
healthcare plan the employee may not withdraw from that plan until the end of the plan year
unless they have a qualified and documented change in family status.
Your 401(k) Plan
The CGS 401(k) Plan has been established to encourage our employees to plan for their future.
Enrollment in this Plan is voluntary.
If you are a full-time employee you may enroll in the CGS Plan on the first of the month after
you have completed 1 year of service. The Company will match 50% of your contribution up to
6% of your pay. Enrollment can be done on-line at www.benefits.ml.com or by calling by calling
1-800-229-9040 and either speaking to a phone representative or by using the automated
phone system. Please refer to the Summary Plan Description. For additional details regarding
the Companys 401K program please contact:
Human Resources
Or call 800-229-9040
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Social Security
Workers Compensation
Unemployment Insurance
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what you liked and disliked about the Company and your job;
if you have any suggestions that would make the Company a better place at which to
work.
The exit interview will be conducted on or about your last day of work.
We ask you to be candid in response to our questions so that management can improve the
Companys operations and employee relations.
Final Pay
Your final paycheck will be issued in the normal pay cycle following receipt of your time records
accounting for all hours through your termination date, except as otherwise required by your
state. For example, if your last day of work is on the fourth day of the month, you will receive
your final paycheck on the next regular pay day, assuming that you have submitted all your time
records.
Any additional monies that are due you, such as expense reimbursements, will be paid to you
during the payroll cycle following the one in which you receive your final paycheck as specified
above, except as otherwise required by your state.
This is to ensure that all time records, expense reports, and advances have been accounted for
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and that all absences up to your date of termination have been correctly recorded.
The final paycheck will be a live check. Direct deposit will discontinue upon notice of separation
of employment.
Any monies that you owe the Company (such as, advances, relocation money, etc.) may be
deducted from your final check in accordance with state law requirements. If your check will not
cover the amount owed, you must repay CGS any additional money before your last day of
employment. The final check must be provided to CGS at the time of termination or within 72
hours of resignation.
Return of Company Property
Upon termination of employment, you must return all company property that is in your
possession (such as keys, books, PCs, etc.).
Benefit Termination
Your coverage, under the Company-sponsored group benefit plans ends, when your
employment terminates and/or at the end of the month in which your employment terminates.
Under the federal law known as COBRA, you may have a right to convert your group health
insurance to an individual policy. The Company will send complete information to you at your
home address about your options for continuing your benefits coverage promptly after
termination of employment. Below is a summary of your coverage continuation rights.
Life Insurance
Your Life insurance terminates on your last day of employment... Under the provision of
the Companys group policy, you have the right to convert your group term life insurance
coverage to an individual policy, without a medical examination, if you apply within 31 days
after your termination.
Medical Coverage
Your medical coverage ends on the last day of the month in which your employment
terminates. In accordance with federal law (COBRA), you and your dependents are
entitled to continue your benefit coverage under the Companys group medical plan if your
employment terminates. You must make this election within 60 days of your termination.
You will receive the information about COBRA and its cost from Human Resources.
Prescription Drug Plan
You can continue this coverage for yourself and your dependents under COBRA only as
part of your medical plan.
Dental Coverage
Your dental coverage ends on the last day of the month in which your employment
terminates. In accordance with federal law (COBRA), you and your dependents are
entitled to continue your benefit coverage under the Companys group dental plan if your
employment terminates. You must make this election within 60 days of your termination.
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You will receive the information about COBRA and its cost from Human Resources.
401(K) Profit Sharing Plan
If you participate in the Computer Generated Solutions, Inc. 401(K) Profit Sharing Plan,
your active participation ends on your termination date. Under the provisions of the plan,
your funds are valued daily. Distributions take about two months to process.
When you terminate, you may receive the amount that you have contributed to your
account, plus or minus any changes that have occurred as a result of your investment
choices and the vested portion of the Companys contributions to your account plus or
minus any changes that have occurred as a result of your investment choices.
In accordance with federal law, you must complete all of these forms to receive your
distribution:
Reference Inquiries
Please refer all inquires to Human Resources. Only Human Resources is authorized to respond
to inquiries from outside parties (potential employers, investigative agencies, etc.) regarding
your employment. Information regarding your personal character and performance is not
released.
*****
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Signature:
Date:
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