Here is our employee handbook. Please ask HR if you have any questions. Thank you!
www.harrells.com | 800.282.8007 Employee-Owned EMPLOYEE HANDBOOK
Harrell’s Employee Handbook, September 2023
Contents WELCOME TO HARRELL’S ...................................................................................................................4 CODE OF ETHICS ....................................................................................................................................... 5 HARRELL’S CLIENTS AND CUSTOMERS .................................................................................................... 6 HARRELL’S COMMUNITIES ....................................................................................................................... 6 HARRELL’S EMPLOYEES ............................................................................................................................ 6 HARRELL’S INDUSTRY ............................................................................................................................... 6 EMPLOYEE BENEFITS ..........................................................................................................................6 EDUCATIONAL ASSISTANCE ..................................................................................................................... 6 EMPLOYEE ASSISTANCE PROGRAM (EAP) ............................................................................................... 8 INSURANCE, RETIREMENT, ESOP, EMPLOYEE DISCOUNTS ..................................................................... 8 UNEMPLOYMENT COMPENSATION INSURANCE .................................................................................... 9 WORKERS’ COMPENSATION .................................................................................................................... 9 EMPLOYMENT AT WILL ......................................................................................................................9 FAIR CREDIT REPORTING ACT DISCLOSURE STATEMENT ...................................................................... 10 IMMIGRATION LAW COMPLIANCE ........................................................................................................ 10 ENVIRONMENTAL, HEALTH, AND SAFETY (EHS).................................................................................11 COMMERCIAL MOTOR VEHICLE POLICY ................................................................................................ 11 COMMERCIAL DRIVER REQUIREMENTS POLICY .................................................................................... 12 DRUG AND ALCOHOL POLICY ................................................................................................................. 12 GENERAL SAFETY RULES ......................................................................................................................... 13 NON-DOT VEHICLE SAFETY AND USAGE ................................................................................................ 13 SECURITY & POLICY AGAINST VIOLENCE ............................................................................................... 17 EQUAL OPPORTUNITY, COMMITMENT TO DIVERSITY, AND NON-DISCRIMINATION POLICY................19 AMERICANS WITH DISABILITIES ACT (ADA) AND REASONABLE ACCOMMODATION .......................... 19 COMMITMENT TO DIVERSITY ................................................................................................................ 19 EQUAL OPPORTUNITY ............................................................................................................................ 19 RELIGIOUS ACCOMMODATION .............................................................................................................. 20 PAY .................................................................................................................................................22 COMPENSATION ..................................................................................................................................... 22 DEDUCTIONS ........................................................................................................................................... 22
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Harrell’s Employee Handbook, September 2023
DIRECT DEPOSIT ..................................................................................................................................... 22 EMPLOYEE CLASSIFICATIONS ................................................................................................................. 23 OVERTIME ............................................................................................................................................... 23 PAYCHECKS ............................................................................................................................................. 23 RECORDING TIME ................................................................................................................................... 24 TRAVEL TIME PAY ................................................................................................................................... 24 WORKWEEK AND HOURS OF WORK ...................................................................................................... 25 PRIVACY ..........................................................................................................................................26 EMPLOYEE PRIVACY ............................................................................................................................... 26 PERSONNEL AND MEDICAL RECORDS .................................................................................................... 26 PRIVACY AND SOCIAL SECURITY NUMBERS .......................................................................................... 26 TIME OFF AND TYPES OF LEAVE ........................................................................................................28 ATTENDANCE .......................................................................................................................................... 28 CORPORATE AND INDIVIDUAL VOLUNTEERING .................................................................................... 28 DISABILITY LEAVE ................................................................................................................................... 29 DOMESTIC VIOLENCE LEAVE .................................................................................................................. 29 FAMILY MEDICAL AND SERVICE MEMBER LEAVE ................................................................................. 30 HOLIDAY PAY .......................................................................................................................................... 34 JURY DUTY / SUBPOENAED WITNESS LEAVE ......................................................................................... 35 LACTATION ACCOMMODATION ............................................................................................................ 36 MILITARY DUTY ...................................................................................................................................... 36 UNPAID LEAVE OF ABSENCE .................................................................................................................. 36 VACATION, SICK, & BEREAVEMENT TIME .............................................................................................. 37 VOTING LEAVE ........................................................................................................................................ 39 USE OF COMPANY EQUIPMENT AND INTERNET ................................................................................40 ELECTRONIC COMMUNICATIONS POLICY .............................................................................................. 40 TELEPHONE USE ...................................................................................................................................... 42 COMPUTER SECURITY AND COPYING OF SOFTWARE ........................................................................... 42 WORKPLACE PROFESSIONALISM & PERFORMANCE...........................................................................44 ANTI-HARASSMENT AND DISCRIMINATION POLICY ............................................................................. 44 BUSINESS TRAVEL AND EXPENSES ......................................................................................................... 48 COMPANY BULLETIN BOARDS ............................................................................................................... 51
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Harrell’s Employee Handbook, September 2023
COMPANY TRAINING ............................................................................................................................. 51 CONFLICTS OF INTEREST ........................................................................................................................ 51 CORPORATE CREDIT CARDS ................................................................................................................... 52 CUSTOMER RELATIONS .......................................................................................................................... 52 DISCIPLINARY PROCESS .......................................................................................................................... 53 DISTRIBUTION AND SOLICITATION ........................................................................................................ 53 EMPLOYEE SUGGESTIONS ...................................................................................................................... 54 EMPLOYMENT OF RELATIVES ................................................................................................................. 54 EMPLOYMENT REFERENCES ................................................................................................................... 54 EXIT INTERVIEW ...................................................................................................................................... 55 GIFTS AND TIPPING ................................................................................................................................ 55 MEDIA CONTACT .................................................................................................................................... 55 MEETINGS ............................................................................................................................................... 55 NON-COMPETITION / NON-SOLICITATION ............................................................................................ 56 OUTSIDE EMPLOYMENT (MOONLIGHTING) .......................................................................................... 56 PAY RAISES ............................................................................................................................................. 56 PERFORMANCE EVALUATIONS .............................................................................................................. 56 PERSONAL APPEARANCE ........................................................................................................................ 57 PERSONAL DATA CHANGES .................................................................................................................... 57 PERSONAL RELATIONSHIPS .................................................................................................................... 57 POSTING OF JOB OPENINGS ................................................................................................................... 58 PROMOTIONS ......................................................................................................................................... 58 STANDARDS OF CONDUCT ..................................................................................................................... 59 TERMINATION OF EMPLOYMENT .......................................................................................................... 60 THIRD-PARTY DISCLOSURES ................................................................................................................... 60 TRANSFERS ............................................................................................................................................. 60 CLOSING ..........................................................................................................................................61
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Harrell’s Employee Handbook, September 2023
WELCOME TO HARRELL’S Welcome to Harrell’s! We are delighted you have chosen to join our organization and hope you will enjoy a long and successful career with us. As you become familiar with our culture and mission, we hope you will take advantage of the opportunities to enhance your career and further the goals of the Company. The guidelines contained in this handbook apply to employees of Harrell’s (also referred to as “the “Company”) except where otherwise stated in a contract, addenda, supplemental guide, or as required by law. Please read our handbook carefully and become familiar with its contents. Occasionally, updated information concerning policy changes, or an entirely new employee handbook may be distributed. This newly revised handbook supersedes all prior handbooks. All Harrell’s employees are provided with our Employee Handbook to give each employee a clear, concise picture of the company’s policies and responsibilities. The intention of these policies is to enable all employees to understand company-related decisions better and provide guidelines for situations not explicitly covered in this manual. Keep in mind that this handbook does not contain all the information you will need as an employee. You will receive other information through written and verbal notices as well. With the sole exception of the policy of at-will employment, the Company reserves the right to change policies in this handbook at any time at the sole discretion of the Company without any advance notice. The Company also reserves the sole right to interpret its policies. This handbook is not an employment contract. Unless you have a written employment contract with Harrell’s, which is signed by the CEO of Harrell’s that specifically states otherwise, you are an “at will” employee. This means you or the company may terminate the employment relationship at any time, with or without reason. In the future, your status as an “at will” employee can only be changed through a written contract signed by you and Harrell’s CEO . No oral statements, promises, or contracts regarding the terms and conditions of your employment are valid. As an independent corporation, the need for experienced, professional people is necessary. Management encourages employees to embark upon a program of personal career advancement through continued education. Within these pages, you will find an outline of general policy. No handbook can state all the conditions of employment or procedures, but our intention is to give you an outline of the basic policies and benefits as they exist today that you need to know. These are guidelines only. These policies, except for the policy of at-will employment, which will remain in effect, will be modified, supplemented, and occasionally withdrawn as part of the normal evolution of management philosophy and our continual efforts to improve the workplace. Please contact your supervisor if you need additional information or have any questions concerning any facet of the Company’s policies.
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Harrell’s Employee Handbook, September 2023
CODE OF ETHICS Harrell's requires its employees to conduct its business honestly and ethically wherever we operate in the world. We will constantly improve the quality of our services, products, and operations. We expect our employees to maintain a reputation for honesty, fairness, respect, responsibility, integrity, trust, and sound business judgment. No illegal or unethical conduct will be tolerated. Employees shall not compromise our principles for short-term advantage. The ethical performance of Harrell's is the sum of the ethics of everyone who works here. Thus, all employees are expected to adhere to high standards of personal integrity. Employees shall avoid using their company contacts, private business, or personal interests at the expense of the company, its clients, or affiliates. The company’s employees must never permit their personal interests to conflict, or even appear to conflict, with the interests of the company, its clients, or affiliates. Employees must be particularly careful to avoid representing Harrell’s in any transaction with others with whom there is any outside business affiliation or relationship. As part of the consideration employees provide to the Company in exchange for employment and continued employment with the Company, employees agree and acknowledge that all Trade Secrets/Confidential Information developed, created, or maintained by employees shall remain at all times the sole property of the Company, and that if the Company’s Trade Secrets/Confidential Information are disclosed to a competing business or otherwise used in an unauthorized manner, such disclosure or use would cause immediate and irreparable harm to the Company and would give a competing business an unfair business advantage against the Company. Employees shall not, except as required in the conduct of the Company’s business or as authorized in writing by the Company, disclose or use during the term of employment or subsequent thereto any Trade Secrets/Confidential Information. Furthermore, all records, files, plans, documents, and the like relating to the business of the Company that employees prepare, use, or come in contact with shall be and shall remain the sole property of the Company and shall not be copied without written permission of the Company and shall be returned to the Company on termination or cessation of employment, or at the Company’s request at any time. Employees must seek to report all information accurately and honestly and as otherwise required by applicable reporting requirements. Employees will obey all applicable Equal Employment Opportunity laws and act with respect and responsibility towards others in all of their dealings. Employees must promptly disclose unethical, dishonest, fraudulent, and illegal behavior or any violation of company policies and procedures directly to management. Violating the Code of Ethics can result in discipline, including possible termination. The degree of discipline imposed may be influenced by the existence of voluntary disclosure of any ethical violation and whether or not the violator cooperated in any subsequent investigation. If an employee ever has any doubt about whether their conduct or that of another meets the company’s ethical standards or compromises the Company’s reputation, the employee should discuss it with their supervisor or a member of the Human Resources team.
Remember that good ethics is good business!
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Harrell’s Employee Handbook, September 2023
HARRELL’S CLIENTS AND CUSTOMERS Harrell's is committed to providing its clients and customers with high-quality products and services. The Company is sensitive and responsive to its client and customer needs and is devoted to their satisfaction. Employees must be fair, honest, courteous, and professional in all their dealings. HARRELL’S COMMUNITIES Harrell's acknowledges its responsibility to the communities where it is located. By the Company’s leadership and active participation in community affairs, as well as the Company’s economic vitality and the quality of the Company’s products and services, it can significantly contribute to enhancing the communities in which its employees live and work. HARRELL’S EMPLOYEES Harrell's is committed to hiring and developing the best workforce in our industry. Harrell's always maintains an open-door policy encouraging communication, the exchange of ideas, creativity, and self- Harrell's is committed to leading the fertilizer industry through its integrity, innovation, client satisfaction, and financial strength. We are dedicated to raising the overall standards within the industry and are devoted to maintaining an active profile within industry organizations and associations. EMPLOYEE BENEFITS The Company provides the following benefits to eligible employees. The Company reserves the right to terminate or modify these plans at any time, for any reason, with or without notice to employees. Many of the guidelines and benefits contained in this Handbook have been summarized from policy statements, insurance contracts, and legal plan documents. Should there be a difference between the contents of this Handbook and the contents of any current plan document, summary plan description, policy, or contract, then the current plan document or contract will prevail. EDUCATIONAL ASSISTANCE Because Harrell’s believes that formal education and professional certification positively impact an employee’s contribution to the Company, Harrell’s supports self-development and educational efforts by providing educational assistance for many of the expenses associated with continuing education. esteem in the workplace. HARRELL’S INDUSTRY All full-time, regular employees who have completed one year of service are eligible for benefits under this policy. Employees may pursue professional certification or a college degree or take individual courses at approved and accredited educational institutions under this program. The concentration of study must be related to the employee’s current position or a probable future assignment, and an application to the program must be submitted for approval before enrollment. (Please see Procedures and Approvals section.)
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Harrell’s Employee Handbook, September 2023
1. COVERED EXPENSES – COLLEGE a. Expenses eligible for reimbursement include tuition and books up to a maximum of $2,500 per year for undergraduate studies and $5,000 per year for graduate and post- graduate studies. Employees must earn a passing grade of A, B, or C for undergraduate and a B minimum for graduate classes. b. Other miscellaneous expenses, such as parking, supplies, social dues, athletic fees, lab fees, campus fees, computer access charges, etc., are not reimbursable. Company reimbursement will be reduced by other financial aid that does not have to be repaid (i.e., GI bill, scholarships, and grants). c. Suppose a required class is available only during regularly scheduled work hours. In that case, the employee may submit a written request to their immediate supervisor and the Human Resources Department explaining the circumstances. A recommendation from the immediate supervisor is required. Approval of the immediate supervisor and the department VP will be needed before registering or attending such a class. If approved, the employee may choose to use vacation or sick time to make up the time or work the actual hours to make up the time. If the employee decides to work to make up the time, the hours must be worked in the same week. 2. COVERED EXPENSES – CERTIFICATION a. The program will cover license and certification examinations and any related preparatory review courses required for state/regulatory or professional certification. Examples of certifications include Pesticide Applicator, Forklift, Hoist, CPA, CPP, SHRM-CP, PHR, programming certifications, etc. Requests must be approved by the immediate supervisor and the department VP. All expenses will be reimbursed upon successful completion of certification. However, suppose an employee does not pass a certification exam required to complete the certification process. In that case, the employee must reimburse the company for the cost of the exam or retake it at their own expense until certification is attained. b. The company will reimburse annual registration, re-certification, and licensing fees required to maintain state, regulatory, and professional certification with their supervisor’s approval upon passing the certification course and certification exam. 3. PROCEDURES & APPROVAL a. An Educational Assistance Application must be submitted to the employee’s supervisor for approval before enrollment in any program . (Forms may be obtained from the Human Resources Department.) The supervisor should assess the cost, course, and degree, considering the employee’s current and future assignments and potential impact on the employee’s work responsibilities. The request requires the concurrence of the immediate supervisor and the department VP. b. While approval may be granted, participation in this program may be deferred due to the number of current participants and budget constraints. Participation of approved candidates is granted on a first-come, first-serve basis. 4. REIMBURSEMENT a. Once the application has been approved, reimbursable expenses must be submitted to Human Resources for payment within 30 days from the end of the semester or term. b. Employees should only use their company credit card to pay for classes with prior written
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Harrell’s Employee Handbook, September 2023
approval from Human Resources and their direct supervisor. All reimbursements and payments will be made through Human Resources. c. Whenever possible, employees should purchase used books. Employees may keep books purchased under this program. If employees choose to re-sell the books purchased under this program, any money received after the book’s sale should be applied to buying books for the next class. d. If an employee voluntarily leaves the company within 12 months of any reimbursement, the employee may be required to repay any amount received under this policy. EMPLOYEE ASSISTANCE PROGRAM (EAP) Offered through The Hartford, our Employee Assistance Program is designed to support employees and their family members when dealing with emotional, financial, and legal issues that arise after a loss. The program includes 24/7 phone access for legal and financial advice or emotional counseling and includes up to five face-to-face sessions with a counselor. Our employees always have someone available to help in a crisis by calling 1-800-411-7239 to access professional and confidential support. INSURANCE, RETIREMENT, ESOP, EMPLOYEE DISCOUNTS In business for over 75 years, Harrell’s became employee-owned in 2016. Being employee-owned allows our employees to share in our organization's future growth and success. Employees are 100% vested after five years of service. In addition to being employee-owned, all full-time employees can participate in our Employee Benefits Program. Employees are eligible to enroll in health and ancillary benefits on their first day of work, while eligibility for enrollment in our ESOP and 401k plans takes place at the beginning of the quarter immediately following 60 days of employment. • Medical and pharmacy insurance • Health Savings Account (if enrolling in the High Deductible Health Plan)
• Dental Insurance • Vision Insurance • Life & Disability Benefits include:
o Basic Life Insurance and Supplemental Life Insurance o Dependent Supplemental Life Insurance o Employer Paid Short- and Long-Term Disability Insurance
• Other Ancillary Benefits include:
o Flexible Spending Account for Medical and Dependent Care o Identity Theft Protection with ID Watchdog (paid for by the Company) o MetLife Accident Insurance and Critical Illness Insurance o Voluntary Legal Plan through Legal Shield o Voluntary Pet Insurance with Nationwide • Medicare and retirement planning through Transitions Benefit Group • Retirement Benefits through our Employee Stock Ownership Program (ESOP) and 401kPlan • Employee Discounts through Working Advantageand LifeMart NOTE: Medical, dental, vision, Health Savings Account, flexible spending, and some MetLife benefits are offered through our cafeteria plan, which means the premiums for these benefits are deducted before tax.
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Harrell’s Employee Handbook, September 2023
UNEMPLOYMENT COMPENSATION INSURANCE The Company pays unemployment compensation insurance and provides temporary income for employees who have lost their jobs. Please see Human Resources for additional information on unemployment compensation insurance. WORKERS’ COMPENSATION Workers’ compensation is a “no-fault” system that provides compensation for medical expenses and wage losses to employees who are injured or who become ill because of employment. Harrell’s pays the entire cost of workers’ compensation insurance. The insurance covers related medical and rehabilitation expenses and a portion of lost wages to employees who sustain an injury on the job. The Company abides by all applicable state workers’ compensation laws and regulations. If an employee sustains a job-related injury or illness, the employee shall notify the supervisor and Compliance immediately. The supervisor will complete an injury report with input from the employee and return the form to the Compliance Department. Compliance will file the claim with the insurance company. In cases of true medical emergencies, report to the nearest emergency room. If applicable, workers’ compensation benefits (paid or unpaid) will run concurrently with FMLA leave, where permitted by state and federal law. In addition, employees will not be paid vacation or sick leave for approved absences covered by the Company’s workers’ compensation program except to supplement the workers’ compensation benefits, such as when the plan only covers a portion of the employee’s salary as allowed by state law. EMPLOYMENT AT WILL Employment at Harrell’s is on an at-will basis unless otherwise stated in a written individual employment agreement signed by the CEO of the Company. This means that the employee or the Company may terminate the employment relationship at any time, for any reason, with or without notice. Nothing in this employee handbook creates or is intended to create an employment agreement, express or implied. Nothing contained in this, or any other document provided to the employee, is intended to be, nor should it be, construed as a contract that employment or any benefit will be continued for any period of time. In addition, no company representative is authorized to modify this policy for any employee or to enter into any agreement, oral or written, that changes the at-will relationship. Any salary figures provided to an employee in annual or monthly terms are stated for convenience or to facilitate comparisons and are not intended to and do not create an employment contract for any specific period. Nothing in this statement is intended to interfere with, restrain, or prevent concerted activity as protected by the National Labor Relations Act (NLRA). Such activity includes employee communications regarding wages, hours, or other terms or conditions of employment. Harrell’s employees have the right to engage in or refrain from such activities.
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Harrell’s Employee Handbook, September 2023
Orientation Within the first 90 days of employment, each new employee will be scheduled for orientation. Benefits and policies will be discussed, and basic employee setup procedures will be completed. The employee will receive a copy of the Employee Handbook, which will be reviewed. Initial Evaluation Period All new and rehired employees are placed on an initial evaluation period of 90 calendar days. An employee who meets acceptable standards as determined by their supervisor, in accordance with Harrell’s policies, is eligible to be retained and given regular status with the accompanying rights and privileges. Harrell’s reserves the right to extend the initial evaluation period when, in its sole judgment, Harrell’s determines that such an extension is appropriate. For employees hired through an agency, the time that they are working at Harrell’s as an agency employee will constitute the initial evaluation period. Employees remain “at will” during their initial evaluation period. Satisfactory completion of the initial evaluation period does not confer any employment status other than employment “at will.” During the initial evaluation period, the employee will become familiar with Harrell's, the terms and conditions of employment, job responsibilities, and the like. At the same time, Harrell’s will have the opportunity to monitor the quality and value of the employee’s performance and make any necessary adjustments in the job description or responsibilities. Employees are encouraged to provide their thoughts regarding the company, its products, services, and systems. Completion of this introductory period does not imply guaranteed or continued employment. Nothing that occurs during or after this period should be construed to change the nature of the "at will" employment relationship. As discussed above, “at will” means that either the employee or Harrell’s can terminate the employment relationship at any time, with or without cause or notice. Employees are employed by Harrell’s on an at- will basis. FAIR CREDIT REPORTING ACT DISCLOSURE STATEMENT In accordance with the provisions of Section 604(b) (2) (A) of the Fair Credit Reporting Act, Public Law 91- 508, as amended by the Consumer Credit Reporting Act of 1996 (Title II, Subtitle D, Chapter I, of Public Law 104-208), all employees are being informed that reports verifying previous employment, previous drug and alcohol test results, and an employee’s driving record may be obtained for employment purposes. These reports are required by Sections 382.413, 391.23, and 391.25 of the Federal Motor Carrier Regulations. IMMIGRATION LAW COMPLIANCE In accordance with the Immigration Reform and Control Act of 1986 (IRCA), Harrell’s only employs individuals who are legally authorized to work in the United States. Furthermore, Harrell’s does not continue to employ any individual whose legal right to work in the United States has been terminated. USCIS Form I-9 is used to verify an employee’s identity and employment eligibility. Employees must complete the employee section of Form I-9 and provide the required documentation supporting the employee’s identity and employment eligibility before any work may begin. Falsification of an I-9 will result in immediate termination.
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Harrell’s Employee Handbook, September 2023
ENVIRONMENTAL, HEALTH, AND SAFETY (EHS) Harrell’s recognizes that our people drive the business. As the most critical resource, employees will be safeguarded through training, provision of appropriate work surroundings, personal protective equipment (PPE), and procedures that foster the protection of the environment in which we work and the health and safety of those who work within. Our Commitment: No duty, no matter what its perceived result, will be deemed more important than employee health and safety or create harm to the environment, which God has rendered us stewards. We Believe: Most accidents are preventable by implementing effective Environmental, Health, and Safety programs, policies, and procedures. Harrell’s is firmly committed to the safety of our employees. We will do everything possible to prevent workplace accidents, and we are committed to providing a safe working environment for all employees. Harrell’s will strictly comply with all applicable federal, state, and local regulations. In addition, Harrell’s programs, policies, and procedures will meet or exceed these applicable regulations. Failure to comply with these programs, policies, and procedures may result in disciplinary action. Employee participation is encouraged, and employees should immediately report any unsafe work practices or safety hazards encountered on the job. All accidents/incidents (no matter how slight) are to be reported to the Compliance Department. In addition, employees are responsible for following safe work practices and company rules and preventing accidents and injuries to themselves or their co- workers. All employees are required to attend and participate in safety training in accordance with the Company’s EHS program. Management is responsible for providing the safest possible workplace for employees while being committed to allocating and providing all the resources needed to promote and effectively implement applicable programs, policies, and procedures for their respective locations. The Company’s management teams will lead with a solid commitment to environmental, health, and safety in the workplace. To this end, Management must monitor company safety and health performance, working environment, and conditions to ensure that program objectives are achieved. Our safety program applies to all employees and persons affected or associated in any way by the scope of this business. Everyone’s goal must be to improve safety awareness constantly and to prevent accidents and injuries. Everyone at Harrell’s must be involved and committed to safety. This must be a team effort. Together, we can prevent accidents and injuries. Together, we can keep each other safe and healthy in the work that provides our livelihood. COMMERCIAL MOTOR VEHICLE POLICY Harrell’s Commercial Motor Vehicle Policy follows all DOT regulations and is issued to its DOT qualified drivers during the DOT qualifying process.
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Harrell’s Employee Handbook, September 2023
COMMERCIAL DRIVER REQUIREMENTS POLICY All commercial drivers are subject to Department of Transportation (DOT) regulations. Employees should see their manager for policies and procedures on DOT requirements. DRUG AND ALCOHOL POLICY The possession, use, sale, and transportation of narcotics, drugs, controlled substances, or alcoholic beverages by employees while on duty, operating equipment or machinery is strictly forbidden. Further, no employee shall report to work under the influence of these or any other substance that may impair their ability to perform their duties. Suppose an employee is using medication for a medical condition, including prescribed medical treatment with a drug or controlled substance, which may alter the employee’s physical or mental ability to perform the job. In that case, the employee is to provide a doctor’s note to Harrell’s stating that the use of the drug or prescribed medication will not impair the senses or reflexes in the performance of the employee’s job duties. Harrell’s will work interactively with employees who have known disabilities to determine whether potential reasonable accommodations exist that permit the employee to perform the essential functions of their job and do not cause an undue hardship on the Company. Violating the stated Company drug and alcohol policy may result in disciplinary action up to and including termination, even for the first offense. In addition, alcohol or drug tests, including but not limited to drug tests for marijuana, may be used with current employees under the following circumstances as permitted by law: a) When on-the-job accidents occur b) When an employee’s on-the-job behavior suggests that they may be unfit for work c) When it is unclear whether an employee can safely perform their job duties. Smoking In keeping with Harrell’s intent to provide a safe and healthful work environment, smoking is prohibited throughout the workplace except in designated areas. The policy prohibiting smoking includes the use of e-cigarettes and the use of vaporizers (vape pens). This policy applies equally to all employees, customers, and visitors. Smoking is prohibited in Harrell’s offices, warehouses, and facilities . Employees may not smoke while at a customer’s property or in the presence of a customer under any circumstances. Violations Any violation of this drug and alcohol policy will result in disciplinary action, including termination. The refusal to submit to a drug or alcohol test or to sign a consent form will be subject to discipline up to and including termination. Harrell’s will reasonably assist employees seeking treatment or rehabilitation for drug or alcohol dependency. The Company will consider continued employment of such an employee as long as the employee adequately addresses continued concerns regarding safety, health, production, communication, or other work-related matters.
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Harrell’s Employee Handbook, September 2023
GENERAL SAFETY RULES 1. Read and follow the safety notices and other posted information. 2. Attend and participate in all safety training sessions, documenting your attendance with your personal signature. 3. Observe and follow all safety instructions, signs, and operational procedures. 4. Help your fellow employees when they ask for assistance or when needed for their safety. 5. Never participate in “horseplay.” 6. Clean up spills immediately. 7. Report all unsafe conditions, hazards, or equipment immediately. Make sure other people are warned of the problem so that they may avoid it. 8. Properly use personal protective equipment (PPE) when required. Steel-toed shoes are required on the first day of work for many, but not all, areas. 9. Never stand on chairs, equipment, furniture, or anything other than an approved ladder or step stool. 10. Cellphone use is prohibited in many work areas. Employees should check with their supervisor, manager, or the Compliance Department before using a cell phone in their respective work areas. 11. Smoking is prohibited within a Harrell’s facility. NON-DOT VEHICLE SAFETY AND USAGE The purpose of this policy is to ensure the safety of those individuals who drive company fleet commercial vehicles and provide guidance on the proper use of those company-provided vehicles. The attitude an employee takes when behind the wheel is the single most important factor in driving safely. Vehicle accidents are costly to the Company, but more importantly, they may result in injury to the employee or others. It is the driver’s responsibility to operate the vehicle safely and to drive defensively to prevent injuries and property damage. As such, Harrell’s endorses all applicable state motor vehicle regulations relating to driver responsibility. The Company expects each driver to drive in a safe and courteous manner according to the following safety rules. Driver Guidelines and Reporting Requirements. 1. Company provided vehicles are to be driven only by authorized employees. Spouses may drive company fleet vehicles only in extenuating circumstances. 2. Any employee with a company provided vehicle who has a driver’s license revoked or suspended shall immediately notify the Compliance Department by 9 a.m. Eastern time the next business day and immediately discontinue operation of the company vehicle . Failure to do so may result in disciplinary action, up to and including termination of employment. 3. All accidents in company provided vehicles, regardless of severity, must be reported to the police and to the Compliance Department. Accidents are to be reported immediately (from the scene, during the same day, or as soon as practicable if immediate or same day reporting is not possible). Accidents in personal vehicles while on company business* must follow these same accident procedures. Accidents involving the employee’s personal injury must be reported to the Compliance Department for Worker’s Compensation purposes. Failing to stop after an accident and/or failure to report an accident may result in disciplinary action, up to and including termination of employment. 4. Drivers must report all ticket violations received during the operation of a company vehicle or while driving a personal vehicle on company business*, within 72 hours to the Compliance Department. 5. Motor Vehicle Records will be obtained on all drivers prior to employment and at least annually thereafter. A driving record that fails to meet the criteria stated in this policy or is considered to be uninsurable according to the parameters of the Company’s insurance policy will result in a loss of the privilege of driving a company provided vehicle.
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Harrell’s Employee Handbook, September 2023
* Company business is defined as driving at the direction, or for the benefit, of the employer. It does not include normal commuting to and from work. Driver Criteria and Administration. 1. Employees must have a valid and current Driver’s license to operate a company provided vehicle or a personal vehicle with current auto insurance while on company business. 2. Criteria that may indicate an unacceptable record within the last three years includes, but is not limited to: a. Reckless or negligent driving or driving to endanger. b. Any violation involving alcohol or drugs (including refusal to submit to a chemical test). c. Fleeing or eluding an officer, e.g., not pulling over at an officer’s request. d. Failure to perform duty following an accident. e. Negligent homicide, vehicular manslaughter, or assault with a motor vehicle. f. More than two at-fault accidents for any one driver. g. Drag racing or racing on roadways. 3. It is likely that drivers may not be insurable if their driving record contains any of the criteria listed above. If a driver isn’t insurable or does not have a valid driver’s license applicable for the class of vehicle being driven, they are not employable in a position that requires them to drive a company vehicle. 4. While they maintain insurability, drivers may lose employability if their driving record contains the following: a. Speed over 20 mph over the posted speed limit. 5. Employees are expected to drive in a safe and responsible manner and to maintain a good driving record. Harrell’s Compliance Department, along with the company’s vehicle insurance broker, is responsible for reviewing records, including accidents, moving violations, etc., to determine if an employee’s driving record indicates a pattern of unsafe or irresponsible driving and to make a recommendation to Executive Management for suspension or revocation of driving privileges. Driver Safety Rules 1. The use of a company provided vehicle while under the influence of intoxicants or other drugs (which could impair driving ability) is forbidden and is sufficient cause for discipline, up to and including termination of employment. NOTE: In the event an employee feels that their driving ability is impaired, they should arrange for alternate transportation, which may be paid for by the company. 2. Employees are strictly forbidden from using e-mail, text messaging, iPods, cameras, or other devices that could be a distraction unless the vehicle is parked. Handheld cell phone use while driving is strongly discouraged and may be prohibited by state law. Please check your state’s regulations or contact Harrell’s Compliance Department. Drivers need to be aware when the use of a cell phone is creating a distraction from safe driving and adjust their use accordingly, including pulling off the road to continue/finish the conversation if needed. Whenever possible, drivers should complete calls while the vehicle is safely parked and use “hands-free” mode via a headset or speaker when permitted by state law. While driving, attention to the road and safety should always take precedence over conducting business over the phone. Further, all drivers are required to be familiar with and comply with all state and local driving laws wherever they travel in a company vehicle or on company business, and this includes any laws restricting or prohibiting the use of a cell phone while driving. 3. No driver shall operate a company provided vehicle when their ability to do so safely has been impaired by illness, fatigue, injury, prescription medication, or any other factor impairing safe driving. b. Driving with a suspended license. c. More than two speeding violations.
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Harrell’s Employee Handbook, September 2023
4. All drivers and passengers operating or riding in a company vehicle must wear seat belts, even if airbags are available. 5. No unauthorized personnel are allowed to ride in company vehicles. (Please see Personal Use, Passengers, & Authorized Drivers for more information.) 6. Drivers are responsible for the security of company vehicles assigned to them. The vehicle engine must be shut off, ignition keys removed, and vehicle doors locked whenever the vehicle is left unattended. 7. All State and Local laws must be obeyed. Defensive Driving Guidelines 1. Drivers are required to maintain a safe following distance at all times. Drivers should keep a minimum of a three-second interval between their vehicle and the vehicle immediately ahead. During slippery road conditions, the following distance should be increased to at least four seconds. 2. Drivers must yield the right of way at all traffic control signals and signs requiring them to do so. Drivers should also be prepared to yield for safety’s sake at any time. Pedestrians and bicycles in the roadway always have the right of way. 3. Drivers must honor posted speed limits. In adverse driving conditions, reduce speed to a safe operating speed consistent with the road conditions, weather, lighting, and traffic volume. Tires can hydroplane on wet pavement at speeds as low as 40 mph. 4. Drivers must use turn signals to show direction while going into traffic before every turn or lane change. 5. When passing or changing lanes, view the entire vehicle in the rear-view mirror before pulling back into that lane. 6. Be alert of other vehicles, pedestrians, and bicyclists when approaching intersections. Never speed through an intersection on a caution light. When the traffic light turns green, look both ways for oncoming traffic before proceeding. 7. Keep the wheels facing straight ahead when waiting to make left turns. If rear-ended, the vehicle will not be pushed into the lane of oncoming traffic. 8. When stopping behind another vehicle, leave enough space so rear wheels of the car in front may be seen. This allows room to go around the vehicle if necessary and may prevent the vehicle from being pushed into the car in front if rear-ended. 9. Avoid backing where possible, but keep the distance traveled to a minimum when necessary, and be particularly careful. a. Check behind the vehicle before backing. b. Back to the driver’s side. Do not back around a corner or into an area of no visibility . Accident Procedures 1. To minimize the results of an accident, the employee driver must prevent further damage or injury, obtain all pertinent information, and report it accurately. The employee driver should a. Call for medical aid if necessary. b. Call the police. All accidents, regardless of severity, must be reported to the police. If the driver cannot get to a phone, they should write a note giving the location to a reliable appearing motorist and ask him to notify the police. c. If possible, remove yourself and the vehicle from the roadway and out of traffic. d. Record names, phone numbers, and addresses of the driver(s), witnesses and occupants of the other vehicles, and any medical personnel who may arrive at the scene. 2. The employee driver should not discuss the accident with anyone at the scene except the police. They should not accept any responsibility for the accident. They shouldn’t argue with anyone.
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