Employee Handbook
Welcome to our company. We want you to enjoy working here and we want to be proud of you as an employee.
This handbook has information to assist you in becoming more familiar with the policies and procedures of Edwards Landscape Management Inc Inc. Naturally, this handbook cannot contain all of the details of company policies and procedures on every subject mentioned, but we hope that it will
touch on most of the major topics of interest to you.
I trust you will take the time to read through the material and keep it handy to use as a reference. If you have any questions, please do not hesitate to ask your supervisor. Your supervisor will have the answers or will know how to get them for you.
Good luck for success and satisfaction in your new job.
Sincerely, Edwards Landscape Management Inc Inc, James T Edwards Jr President
Edwards Landscape Management, Inc.
Edwards Landscape Management Inc Inc was founded by JT Edwards , who started the business by maintaining neighborhood landscape plants and lawns. In 2001, this business began expanding into landscape installation, and several years later ,it was incorporated under the name of
Edwards Landscape Management Inc Inc.
Edwards Landscape Management Inc Inc., is currently engaged in all segments of the landscape industry including landscape installation, landscape design, landscape construction, erosion control, seeding, sodding, grounds maintenance, fencing, tree work, and irrigation.
We at Edwards Landscape Management Inc Inc. pride ourselves on our quality and experienced professional work, as stated in our mission statement:
“EXEMPLARY PEOPLE, PRODUCING EXCEPTIONAL RESULTS, FOR EXTRAORDINARY CUSTOMERS”
Edwards Landscape Management Inc Inc. is dedicated to meeting and exceeding our customer’s goals and expectations with the highest quality products and services, produced in the timeliest fashion, by the finest landscape professionals.
Table Of Contents
I Company Policies
a. Equal Employment Opportunity b. Harassment c. Privacy/Personnel Records d. Alcohol & Drugs
II Employee Development
a. Classification of Employees b. Basic Training c. Advanced Training d. Tuition Reimbursement Policy e. Performance Review
III Compensation
a. Salary Structure b. Your Paycheck c. Salary Actions d. Deductions
e. Time and a Half for Overtime
IV Company Procedures
a. Safety b. Attendance c. Care of Equipment & Company Property d. Internet and Email Usage e. Uniforms & Equipment f. Conduct g. Cell Phones h. Transportation i. Correct Address & Home Telephone Number j. Criticisms & Grievances k. Creditors l. Solicitations m. Lunch Time Regulations
V Employee Benefits
Holidays Company Socials Other Benefits h. 401K Plan (Optional)
VI Resignation/Termination
a. Resignation a. Involuntary Termination
I Company Policies Equal Employment Opportunity
It is our policy and intent of our company to provide equal opportunity to all qualified persons. This policy prohibits discrimination.
The company’s policy applies to all phases of the personnel process, including recruitment, hiring, placement, training, promotion, benefits, compensation, company sponsored social activity and all other terms and conditions of employment.
Harassment
We are committed to maintaining a working environment free of harassment and intimidation. Racial epithets, ethnic slurs, unwelcome sexual advances, request of sexual favors and other verbal or physical conduct of a sexual nature is considered to be in conflict with company’s policy on Equal Employment Opportunity. Violations of this policy on the part of any employee may be cause for termination of
employment.
If you feel you have been a victim of harassment, immediately report any such activity to Human Resources.
Privacy/Personnel Records
The company maintains personnel records about every employee. We have established guidelines about information in this file concerning the types of employee information that will be collected and maintained and who may have access to it.
Our basic guidelines concerning your personnel file provide that the company will:
• Collect and maintain information about you only for employee relations or legal reasons.
• Limit internal access to those with legitimate reason to know.
• Provide you will the opportunity to review or make copies of your
personnel file in the presence of the president, supervisor, or Human Resources. If you disagree with any information in your record and the company does not change or remove it, you may submit your comments in a written statement to be inserted in your file.
The personnel records are routinely checked in order to verify dates of employment or current last position. Medical, counseling, insurance, security and other investigative records or related personal information are also treated confidentially and generally not disclosed except where
required by law or when legally permitted.
I Company Policies Continued
Alcohol & Drugs
Your reputation and health as well as the reputation of Edwards Landscape Management Inc Inc. could be seriously damaged by your possession of illegal drugs, being under the influence of alcohol or illegal drugs, and using illegal prescription drugs while on duty.
Let it be clearly understood that our company policy strictly prohibits the possession and/or use of illegal drugs, the illegal use of prescription drugs or alcohol on company premises, personal vehicles while on company parking lots, company vehicles and/or equipment and/or job sites. Also, reporting to work under the influence of illegal drugs, the illegal use of prescription drugs including alcohol is
strictly prohibited.
We reserve the right to conduct a random unannounced Drug and Alcohol Test on any employee. Employees with a Commercial Driver’s License are required to take a Drug and Alcohol Test periodically and in accordance with applicable federal and state law requirements.
II Employee Development Classification of Employees
Introductory:
An employee appointed to a regular position by the company shall be considered introductory for a period of three (3) months. During the introductory period, an employee may be terminated from employment at anytime without the right of an appeal.
Regular Full-Time:
An employee who has successfully completed the introductory period shall be considered regular. Regular employees are full-time if they are regularly scheduled to work at least 40 hours per week with the intent to work on a year round basis.
Regular Part-Time:
After completing the introductory period, an employee will be described as part-time if employed to perform work which can be accomplished on less than a full-time weekly schedule.
Seasonal:
An employee who works during peak periods only (i.e. summer season) will be considered seasonal. Although subject to the introductory period, once this is completed, the seasonal worker will not have to re-complete that period if they stop working and return later for another reason.
Basic Training
At Edwards Landscape Management Inc Inc. we believe it is to our mutual benefit to provide the very finest job preparation. The training will be on-the-job under the supervision of an experienced person. You will acquire the skills and knowledge to use tools and equipment that are essential to the position to which you were hired. The training process will be on going and will enable you to learn the
operation of more advanced equipment and new techniques in the field.
Advanced Training
In some cases, additional outside workshops, seminars and clinics will be necessary to attend. These sessions will sharpen your skills, update your knowledge and provide a deeper understanding of your job and the landscaping industry in general.
II Employee Development (continued) Tuition Reimbursement Policy
Edwards Landscape Management Inc supports the continuous learning and education of our employees. Towards that end, we have established a reimbursement program for expenses incurred through accredited academic institutions.
If you are a regular full-time employee and have been employed for at least one (1) year you are eligible for participation in this program as long as the courses are job-related. The course must be approved in advance.
Edwards Landscape Management Inc will reimburse up to a maximum of 80% of tuition for continuing education through an accredited program that either offers growth in an area related to his or her current position or that might lead to promotional opportunities. This can include college credit courses, continuing education unit courses, seminars and certification tests. You must secure a passing grade of “C” or its equivalent or obtain a certification to receive any reimbursement. Expenses must be validated by receipts and a copy of the final grade card or certification must be presented to show hours
or certification received.
Performance Review
The ability to do your job well is critical. Edwards Landscape Management Inc’s philosophy is one of continuous quality improvement in the work that we do, services we provide and professional working relationships that we maintain. Towards the end, you should continuously evaluate your performance as your manager or department head will dot he same. If you ever have questions about your performance
or opportunities for improvement or professional growth, talk to your manager or department head.
We also conduct formal performance reviews at least once a year. Generally these reviews will take place on or about the employee’s anniversary date. New employees will be given an oral evaluation at the end of the introductory period and then again at the employee’s anniversary date. A performance review may also be conducted in the event of a promotion or change in duties and responsibilities.
Should any employee’s performance indicate a need for improvement, a follow-up review will occur after a period of time to allow for that improvement. When a written appraisal has been prepared, you will be allowed to review it and add any comments you wish. It is you’re responsibly to take advantage
of this process and to develop the skills necessary to perform your job satisfactorily.
III Compensation
While job satisfaction is made up of many factors in addition to the amount of your paycheck, salary is important. Our salary policy is designed to reward good performance and to compensate employees on a fair and equitable basis.
Salary Structure
Our salary structures are established according to the marketplace through our participation in salary surveys. By using these survey results, we are able to monitor the relative value of a wide variety of positions. However, all base pay rates are valued at minimum wage. Your hourly is a reflection of performance throughout the pay period. See section IV for qualifications of Bonus.
Your Paycheck
You will receive your paycheck every other Thursday. There are approximately 26 pay periods per year. The pay period starts on a Sunday and ends on the following weeks Saturday(13 Days) .
Salary Actions
The most common salary actions result from the following: Merit Review: This program is designed to recognize and reward individual performance. The amount of merit increase, if any, follows internal guidelines used by a supervisor or the President. These guidelines indicate the percent of merit increase that you are eligible for based on your performance rating. Promotional Increases: Promotional increases, if applicable, may occur throughout the year and are directly linked to changes in job responsibilities. Decreases: While infrequent, salary decreases can happen. Usually this will occur
when your job duties and responsibilities are reduced.
Deductions
There are payroll deductions. The company is required to make a deduction from each paycheck for your contribution to federal, state and local governments. Another deduction is for your Social Security. For participating employees, you can authorize additional deductions for insurance premiums and other programs.
Time and a Half for Over-time
Time and a half will be paid to hourly employees for over forty (40) hours per pay week of actual time worked Monday- Friday. Weekend work is voluntary and will be paid as a separate item.
IV Company Procedures
Safety
Edwards Landscape Management Inc Inc. is dedicated to the safety of its workers. The utmost care must be taken at all times to ensure that safe work practices are utilized. This means using all guards on equipment, wearing head and eye protection and leather top work boots, safe use of chemicals, no
smoking near flammable materials and cautious and courteous driving.
With assistance from the field, we can utilize our resources to identify and control work related hazards. All employees are encouraged to actively participate by notifying your supervisor or Company
President of any needed safety improvements. All field workers are required to attend weekly safety meetings and to complete the safety sheet for attendance.
•
If any injury or accident occurs, these procedures should be followed:
• Report all accidents to your supervisor immediately, regardless of the
nature or severity;
• Seek medical assistance if the situation warrants.
An Employer’s Accident/Injury Report on all employee accidents must be completed within 24 hours of the accident/injury and turned in.
Failure to report an injury or accident immediately is in direct violation of an important company procedure.
Attendance
In no area do we have more employees than our needs require. This means that when an employee is absent, it may cause a change in other employee’s work schedules or cause jobs to go undone. Therefore, a conscientious effort should be make by all employees to be prompt and
on the job when they are scheduled to work.
If you are going to be late or absent from work, notice of at least 24 hours from the start of your shift is required or notice as soon as practical. Unreported absences or tardiness’ are considered unacceptable conduct on your part and will lead to disciplinary action. A reasonable absence or tardiness will be acceptable if prior notification is given and approval is given. For sick days, a physician’s statement will be required to verify the illness. Any time missed due to illness,
absence or tardiness will not be compensated for.
Rules for salaried employees are subject to the terms agreed upon in the employment agreement.
IV Company Procedure (continued) Care of Equipment and Company Property
It is the duty of all employees to take due care with regard to company equipment and property. Part of the pride you have in the company is shown in the manner you treat its property. Any breakage that occurs to any equipment should be reported to a supervisor immediately. This will eliminate unnecessary down time for that piece of equipment and allow for proper and timely completion of the
job.
It is understandable that equipment will break under normal operating conditions, but carelessness and abuse in using the equipment will make that user responsible for repair or replacement of that equipment or property. The repair cost or replacement cost will be shown to the employee and the cost may be deducted from their check, in accordance with federal and state wage and hour laws. Willful or
careless destruction and damage to company property will not be tolerated.
Company vehicles and Company Gas cards are to be used for Company Business ONLY. Company vehicles are to be used to and from work ONLY-Any other use is PROHIBITED. Only specified drivers may drive Company Vehicles.
Company cell phones are to be used by Employees Only for Company Business Only.
Internet and Email Usage Policy
Edwards Landscape Management Inc’s email and Internet system are intended to be used for business purposes only. Use for informal or personal purposes is not prohibited. As a condition of initial and continued employment, all employees acknowledge Edwards Landscape Management Inc’s right to monitor, review and/or disclose email message and Internet records, when appropriate, without notification to or permission from the employee sending or receiving the messages. Employees should always ensure that the business information contained in email/Internet messages is accurate, appropriate and lawful. Specifically, usage related to pornography and racially derogatory, discriminating, threatening or abusive communication is prohibited. Abuse of the email or Internet systems, through excessive personal use, or use in violation of the law will result in disciplinary action,
up to and including termination of employment.
IV Company Procedure (continued) Uniforms and Equipment
You must purchase from Edwards Landscape Management Inc Inc. uniforms and equipment that include the following:
2 Shirts , Sheath Pruners and Sheath
Uniform payment will be deducted from your check in 2 $30.00 deductions. The care and maintenance of the uniforms are your responsibility. Other parts of the necessary uniforms that must be worn daily and provided by the employee are as follows:
Work Shoes (boots preferred) Work Pants or shorts and *Rain Gear
*Rain Gear- must be of high grade quality. A hooded jacket and bib type pants with suspenders. No ponchos will be allowed. You may contact your supervisor in order to have them explain how they are available through Edwards Landscape Management Inc Inc. The rain gear must conform to the uniform
color of the company.
Note: Field Staff- There is to be NO facial or ear piercings worn during work hours. This is a safety hazard that could cause injury.
Our public image is very important, so it is mandatory that you be in uniform when you are at work. Wearing an incomplete uniform or not meeting appearance standards is unacceptable.
Conduct
As an employee of Edwards Landscape Management Inc Inc. you are required to abide by certain Standards of Conduct. These were listed on the Standards of Conduct form that was signed by you with your application. Along with the others already listed, the following list is not all-inclusive and
represents just some examples of unacceptable employee conduct:
Not following instructions of supervisor Improper or inadequately performing duties Incorrect cash handling or security procedures Leaving work without permission Negligence Falsification of company records Theft or attempted theft
IV Company Procedure (continued)
If you have any questions concerning the Standards of Conduct, it is your responsibility to ask your supervisor.
Cell Phones
Personal cell phones are prohibited from use except during your lunch break.
Edwards Landscape Management Inc Inc. may, in its sole discretion, issue cell phones to certain employees. It is our expectation that cell phone use be conducted in the same manner as the use of any other company property or equipment, including regular telephones. Cell phones should be used with care and use should be limited to business purposes. Edwards Landscape Management Inc Inc. will review telephone records for any inappropriate or personal use of a company cell phone. Edwards Landscape Management Inc Inc. strongly discourages employees from using cellular phones while driving a vehicle in the course of business. Any injuries, accidents, traffic violations or any other result
of an employee’s use or misuse of a cell phone will be at the employee’s expense.
Transportation
It is the responsibility of each employee to provide transportation to and from work. This was a precondition of your employment and there are no exceptions. Edwards Landscape Management Inc Inc. will provide transportation to and from the job site at a rate of $10.00 per day, which is deducted
weekly from your paycheck. Drivers are exempt and will be paid.
Correct Address and Home Telephone Number
It is imperative that we have your correct address and home telephone number. Notify the President and/or the Payroll Manager of any changes via email at Employment@TeamEdwardsLandscapes.com
Criticisms and Grievances
We welcome constructive criticism on the part of every member of our company. Airing a grievance with a fellow worker often enhances the problem, whereas a discussion of the same problem with your supervisor may bring about a speedy and satisfactory solution. We expect your cooperation in this matter. No employee may be subject to retaliation or reprisal for airing a criticism or grievance with
his/her supervisor.
Creditors
Creditors are prohibited from contacting an employee at the work location during regularly scheduled hours. You should make every effort to meet your financial obligations.
IV Company Procedure (continued) Solicitation & Distribution
Employees are prohibited from soliciting in working and non working areas on their working time but may solicit in non working areas on their non working time. Working time does not include break periods, meal times or other periods when you are not engaged in performing your work tasks. Employees are prohibited from distributing literature of any type in all areas at all times except non working areas during non working time. Non-employees are prohibited from soliciting or distributing literature anywhere on the company premises or worksite, at all times. Solicitations of funds in any manner or for any purpose shall not be permitted by any employee on the job unless approval of the
President or his designee has beensecured.
Lunch Time Regulation
Lunch is not to be eaten inside company vehicles with the following exceptions as may be determined by the crew supervisor.
1) While traveling (not driving) 2) Raining 3) Cold weather
All members of the crew are to have lunch as a group in the same area. Do not leave the job site without supervisor’s approval. Vehicles must be kept clean and free of any trash, garbage, or other debris. Note: Field Staff- lunch is to be brought to work each day as we do not go out for lunch.
ALL UNDOCUMENTED STOPS WILL BE DEDUCTED FROM HOURLY WAGE ROUNDING UP TO 5 MINUTE MIN. FOR ANY STAFF MEMBERS INVOLVED INCLUDING : GAS STATION,FOOD, HOME, BANK, OR ANY OTHER PERSONAL STOPS.
Holidays
V Employee Benefits
Employees are entitled to paid holidays;
Labor day , Christmas Day
To be eligible for holiday pay, you must be a regular full time employee and have worked for 1 full year. Non- exempt employee’s must also work the last scheduled work day prior to the holiday and the first scheduled work day following the holiday in order to be eligible for holiday pay. Holiday pay will be equal to eight (8) hours base rate. Should the occasion arise that you are expected to work on one of
the days (i.e. hurricane days) please accept it gracefully. The company will provide another day off.
V Employee Benefits (continued)
Personal Days
All regular full-time employees are entitled to two (2) personal days per year at the completion of one year of service. Unused personal days cannot be carried over into the next calendar year.
Any earned but unused personal days will be paid out upon termination of employment. Any earned but unused personal days throughout the calendar year will be paid to the employee monetarily at the end of the year at your base pay.
Company Socials
The company generally sponsors various social affairs during the year for employees. The dates will be announced as they occur.
Benefits
An individual health policy can be purchased and Edwards Landscape will provide up to 40 percent* of your average pay after 1 year of service.
A voluntary 401K saving - investment for retirement plan is available. You are encouraged to consider participating in the plan. You are eligible for this benefit after one year of service. See your supervisor for details.
VI Resignation / Termination
Resignation
Employees who wish to resign should be aware that there is a proper procedure. For hourly employees, a two (2) week notice is required. For Supervisory / Management position, a thirty (30) day notice is required. Following this procedure can be advantageous if you wish a reference completed that does not reflect a Quit Without Notice statement. If notice is not provided in accordance with this policy, Edwards Landscape Management Inc will not pay out the employee’s earned, unused vacation leave or
monthly performance bonus.
Involuntary Termination
Since you are employed at the will of both yourself and the company, the employment is terminable at any time with or without cause or notice at the option of either the employee or the company. Even though this is true, the company has a human resource investment in trained employees. It is to our benefit to provide an opportunity to correct behavior for individual’s whose performance is
unsatisfactory.
The following are steps that we may take to provide that opportunity for correction. These steps, however, in no way alter, amend or modify the at-will nature of your employment relationship. We reserve the exclusive right to terminate an employee at anytime, to duplicate or skip any of the steps
listed below.
Except in cases of discharge for cause, you may be first warned verbally that your performance or conduct is unsatisfactory. If the unsatisfactory performance continues, a written warning may be issued restating what was discussed in the verbal warning and informing you that if the problem continues, depending on the seriousness of the offense, either suspension or termination will follow. Also, you may be shown specific problem areas and given suggestions on how to perform the job satisfactorily. If your performance remains poor or you are suspended, the length of the suspension will be determined
according to the offense.
Upon return to work after suspension and your performance is still unacceptable, termination will likely result. Although dismissal action is instituted by your immediate supervisor, the approval of upper management is required for actual dismissal.
EMPLOYEE ACKNOWLEDGEMENT FORM
I acknowledge that I have read and understand Edwards Landscape Management Inc’s Employee Handbook. I agree that I will abide by Edwards Landscape Management Inc’s policies.
_____________________ Employee Signature ____________________________ Employee Printed Name ____________________________ Date