Employee Handbook

Revised November 8, 2023


Purpose of Employee Handbook

The standard of conduct described in this Xpress Cargo, Inc. Employee’s Handbook is set forth as the company’s expectation concerning the fulfillment of one’s job duties and overall interaction with other employees, customers, vendors, visitors, owners, etc.

The company may seek to change the content of this handbook, and the policies therein and/or its execution at any time, for any reason and with or without notice. Employment with the company is “At Will” and may be terminated at any time by the employee or by the Company.

It is our objective, that each employee be treated fairly, equally, with dignity, and as an integral part of this organization’s success, operation and growth.

This handbook is for all employees and is designed to enable every employee to be aware of our policies in matters that pertain to them personally, as well as the overall business.

No employee handbook can anticipate every circumstance concerning company policy. However, this employee handbook is intended to serve as a guide on your journey to becoming a successful part of Xpress Cargo. Employees are required to read this handbook and comply with the policies and standards set forth herein.

This handbook supersedes all previous handbooks, statements, policies, procedures and rules given to employees, whether verbal or written.   

Table of Contents

1 - Employment

On behalf of the Company Founders, Chief Financial Officer, Executive Director of Operations, the entire management team, and operations staff here at Xpress Cargo it is with great pleasure that we welcome you to our family of employees!

We are very pleased that you have chosen to accept our offer of employment. We would also like to encourage you to read through and familiarize yourself with the information provided here in the Employee Handbook. Please do so as soon as possible, as it will aide you in getting acquainted with the Company and its Policies and Procedures.

We are all excited about the enormous contribution that you will make to the Company.

We are, indeed, a family of employees and a team. The cumulative effort of all Xpress Cargo, Inc. is to provide our customers with outstanding service and to do what is best for Xpress Cargo, Inc. However, we are committed to outstanding support and a positive work environment for your individual success; because, ultimately, the team wins when you are successful.

Again, welcome!


The Leadership at Xpress Cargo

At-Will Employment

“At-Will” means that an employer can terminate an employee at any time for any reason, except an illegal one, or for no reason without incurring legal liability. Likewise, an employee is free to leave a job at any time for any or no reason with no adverse legal consequences.

Nothing contained in the Company’s Employee Handbook or in any oral or written statement shall change your employment At-Will status or otherwise limit the right to terminate employment At-Will. Policies set forth in this Employee Handbook are not intended to create a contract, nor are they to be construed to constitute contractual obligations of any kind or a contract of employment between the Company and any of its employees. No manager or employee of the Company shall have authority to enter into an employment agreement — express or implied — with any employee providing for employment other than At-Will. This policy of At-Will employment defines the sole and entire relationship between you and the Company as to the duration of your employment and the circumstances under which your employment may be terminated.

Except for this employment At-Will policy, the conditions of your employment with the Company may be modified, changed, or revoked at the sole discretion of the Company for any reason at any time. No implied contract concerning any employment-related decision or term, or condition of employment can be established by any other statement, conduct, policy, or practice. Examples of the types of terms and conditions of employment that are within the sole discretion of the Company include, but are not limited to, the following: promotion, demotion, transfers, hiring decisions, compensation, benefits, qualifications, discipline, layoff or recall, rules, hours and schedules, work assignments, job duties and responsibilities, efficient, standards, subcontracting, reduction, cessation, or expansion of operations, sale, relocation, merger, or consolidation of operations, determinations concerning the use of equipment, methods, or facilities, or any other terms and conditions that the Company may determine to be necessary for the safe, efficient and economic operation of its business.

Equal Opportunity Employment

The Company is an Equal Opportunity Employer that does not discriminate based on actual or perceived race, color, national origin, ancestry, sex, gender, gender identity, pregnancy, childbirth or related medical condition, religious creed, physical disability, mental disability, age, medical condition (cancer), marital status, veteran status, sexual orientation, genetic information, or any other characteristic protected by federal, state, or local law. Our management team is dedicated to this policy with respect to recruitment, hiring, placement, promotion, transfer, training, compensation, benefits, employee activities and general treatment during employment.

The Company will endeavor to provide reasonable accommodation to the known physical or mental limitations of qualified employees with disabilities unless the accommodation imposes an undue hardship on the operation of our business. If you need assistance to perform your job duties because of a physical or mental condition, please let Management know.

The Company will endeavor to accommodate the sincere religious beliefs of its employees to the extent such accommodation does not pose an undue hardship on the Company’s operations. If you wish to request such accommodation, please speak to the Management.

Any employees with questions or concerns about equal employment opportunities in the workplace are encouraged to bring these issues to the attention of Management. The Company will not allow any form of retaliation against individuals who raise issues of equal employment opportunity. To ensure our workplace is free of artificial barriers, violation of this policy will lead to discipline, up to and including discharge. All employees must cooperate with all investigations.

Open Door Policy

According to the Company’s commitment to cultivate open communication with all its employees, the following process is an objective means of identifying, acknowledging, and resolving issues and concerns.

Communication is vital in the framework of workplace relationships, on all levels, from peer to peer, superior to subordinate, and employee to customer. Employees should feel comfortable raising issues of concern or importance. To that end, Supervisors and the Management Staff are responsible for establishing, maintaining, and ultimately nurturing the lines of communication with employees.

Employees should bring forward their concerns to their respective Manager either verbally or in writing; however, if the issue or concern involves the Manager or if the employee is otherwise uncomfortable, raising it with his/her Manager; issues can be brought forward to any member of Management this includes the Director of Operations, the COO and yes even the CEO. Issues should be raised and addressed as quickly as possible, preferably within three days of the incident. (The employee will be asked to provide details of the problem or issue of concern. The Manager will gather and review the relevant facts and provide a response to the employee. If necessary, a meeting or meetings will be held with the employee and the manager. Responses to the employee will be provided in a timely manner, generally within 10 days of the meeting.)

If unresolved, the matter should be brought forward to Human Resources for resolution. If necessary, a meeting will be held with the employee, manager, and Human Resources in situations where the employee feels the response or solution has been unjust or inequitable. If concern persists, the employee may pursue further steps to resolve the situation.

Employment Classifications

The Company has established certain employment classifications so that employees understand their employment status and benefit eligibility. These classifications have been established in accordance with applicable federal and state law. Nothing in this policy shall be construed to limit or change the Company’s employment At-Will policy. All employment with the Company is for an unspecified time and the right to terminate the employment relationship at will, at any time, with or without cause or notice is retained by both the employee and the Company.

1. Every employee is designated as either exempt or non-exempt.

A. Exempt employees are those who are exempt from federal and state overtime laws and generally are paid a fixed amount of compensation that does not vary based on the number of hours worked.

B. Non-exempt employees are those who are entitled to overtime pay in accordance with applicable federal and state overtime provisions. For all hours worked more than 40 hours in one-week, non-exempt employees will be paid at one and one-half times the employee’s regular rate of pay.

2. In addition, every employee will be further classified as either regular full-time, regular part-time, or contract.

A. Regular full-time employees are those who are not on a temporary status and who are regularly scheduled to work at least 40 hours per week.

B. Regular part-time employees are those who are not on a temporary status and who are regularly scheduled to work less than 40 hours per week. Regular part-time employees receive all legally mandated benefits (such as employer-paid social security contributions and workers’ compensation insurance).

Adjustment Period – First 90 Days

Based on performance, the trial period will be evaluated at 90 days; and could be extended to six months. The Company may, at its sole discretion, extend the adjustment period. During the adjustment period, you will have an opportunity to demonstrate whether you can meet the job requirements and determine whether the position and this Company is a good fit for you.

During this adjustment period, employees may resign or may be terminated at any time. This period of adjustment in no way limits the Company’s right to discipline employees at any time. The term “adjustment” does not imply permanency; and an employee will remain a regular At-Will employee after the adjustment period has expired. Employment with the Company is and will remain At-Will and may be terminated at any time by the employee or by the Company at any time. No paid time off (including holidays) will be granted to employees during this adjustment period. The Company will conduct a formal performance review at the end of the probationary period.

Personal Data Changes

It is the responsibility of each employee to promptly notify the Company of any changes in personal data. Personal mailing addresses, telephone numbers, number and names of dependents, individuals to be emergency contacts, educational accomplishments and other such status reports should always be accurate and current. If any personal data has been changed, please notify the Human Resources department.

Also, please inform Human Resources of any specialized training or skills you may acquire in the future, as well as any changes to any required visas. Unreported changes of address, marital status, etc. can affect your withholding tax and benefit coverage. Further, an “out of date” emergency contact or an inability to reach you in a crisis could cause a severe health or safety risk or other significant problem.

Workplace Violence

The Company is strongly committed to providing a safe workplace. The purpose of this policy is to minimize the risk of personal injury to employees and damage to Company and personal property.

We do not expect you to become an expert in psychology or to physically subdue a threatening or violent individual. Indeed, we specifically discourage you from engaging in any physical confrontation with a violent or potentially violent individual. However, we do expect and encourage you to exercise reasonable judgment in identifying potentially dangerous situations.


Experts in mental health professions state that, prior to engaging in acts of violence, troubled individuals often exhibit one or more of the following behaviors or signs: over-resentment, anger and hostility, extreme agitation, making ominous threats such as suggesting that bad things will happen to a particular person or that a catastrophic event will occur, sudden and significant decline in work performance, irresponsible, irrational, intimidating, aggressive or otherwise inappropriate behavior; and reacting to questions with an antagonistic or overtly negative attitude, discussing weapons and their use; and/or brandishing weapons in the workplace, overreacting or reacting harshly to changes in Company policies and procedures, personality conflicts with co-workers, obsession or preoccupation with a co-worker or Supervisor, attempts to sabotage the work or equipment of a co-worker, blaming others for mistakes and circumstances, demonstrating a propensity to behave and react irrationally.

Employee Benefits

Regular full-time employees of the Company will be eligible to participate in our group health insurance plan the first part of the month following 60 days of employment.

After you have completed 30 days of employment, it is your responsibility to contact the Controller in our Accounting Department to either enroll in our plan or sign a waiver of coverage. At that time, an explanation of the benefits package will be provided as well as a description of the costs to you.

If you fail to enroll in the plan at the time of your initial eligibility, your application for coverage will be considered a late enrollment and you will NOT be able to enroll until the following annual open enrollment.

If you should have any questions regarding our health insurance plan, please do not hesitate to contact our Controller in our Accounting Department.


The Company observes the following holidays:


New Year’s Day – January 1

Memorial Day – Last Monday in May

Independence Day – July 4

Labor Day – First Monday in September

Thanksgiving Day – Fourth Thursday in November

Christmas Day – December 25

Unless approved in advance, employees must work their regularly scheduled shift immediately before and immediately following the holiday to receive payment for the holiday. If a holiday falls on a Saturday, it will be observed the day before (Friday). If the holiday falls on a Sunday, it is observed the next day (Monday). Employees in their first 90-day adjustment period will not be paid holidays that fall within the 90-day adjustment period. Basically, all employees benefit from Holiday pay unless they do not work their immediate shift prior to or after the Holiday, or if they are in their 90-day adjustment period as a new hire.

Example of a no pay situation for Holiday:

The employee works the day before Thanksgiving, then the day after Thanksgiving they are scheduled to work. If they call off sick or do not work, then there is no Holiday pay because they did not work their immediate shift after the Holiday. If an employee is normally off on Thursdays and Thanksgiving is on a Thursday that they are off work, they still get paid for the Holiday. It does not matter if they are normally off that day or not. It is a benefit for all employees not a condition of schedule. The other exception is if an employee works a Holiday (as Dispatchers do) then they do not get a day off with pay, they get paid double-time for the shift worked. If the shift is a 12-hour shift, then they will get paid 12 hours of Holiday pay and if the shift is an 8-hour shift, they would get 8 hours of Holiday pay. Everyone else in the company gets the day off with pay. They even get a day off with pay if the Holiday falls on a weekend and they don’t work weekends. If an employee has taken a vacation and a Holiday is in the week of their vacation, they are given Holiday pay and the other four days would be PTO.

Religious Holidays

The Company will attempt to accommodate employee requests to observe religious holidays. Employees may request unpaid time off from work for the observance of religious holidays by notifying his or her immediate supervisor at least 10 days in advance of the required time off. PTO may be used to receive pay for religious observances.


Paid Time Off (PTO) Benefits


All employees are eligible to accrue and utilize Paid Time Off (PTO). Regular employees become eligible to use accrued PTO upon successful completion of their 90-day adjustment period.


PTO is accrued on a per annum basis, beginning on the first day of employment, as follows:

Regular Full-time Employee

Annual PTO Accrual (52 pay periods per year)

Years 1-4       2.46 hours per pay period, up to 128 hours per year
Years 5-9       3.23 hours per pay period, up to 168 hours per year
Years 10+      4.00 hours per pay period, up to 208 hours per year


Regular Part-time Employee (29 hours and below) – Annual PTO Accrual (52 pay periods per year). Accrue 0.77 hours per week up to 40 hours per year. Maximum carry over is 8 hours.


Employees may carry over up to 24 hours of unused accrued PTO from year to year. An employee with more than 24 hours of unused PTO at the end of the current year will forfeit those hours above 24. At the end of the year, an employee may carry over PTO. However, the maximum amount of PTO that an employee can accrue at any time is 232 hours. There can be no accrual of PTO beyond 232 hours.


All PTO requests must be submitted to your manager in writing or through Paylocity, at least seven days in advance. Individuals with the longest length of service generally will be given preference. The Company has the discretion to approve or deny vacation requests based on operational requirements and staffing needs. The Company may approve use of PTO before it has been earned but will require an employee to pay back any advanced PTO if the employee quits or is terminated prior to earning the PTO used. In such a case, these advanced funds will be considered a pre-payment of wages that will be reflected on the Employees’ final check.


PTO will be paid at the employee’s normal rate of pay (at the time of the PTO) for the hours the employee would normally have worked that day(s). If a paid holiday falls during a period of scheduled PTO, the employee will be paid for the holiday and that day will not be deducted from the employee’s PTO accrual balance. PTO may be taken in minimum increments of four hours.


Upon the termination of employment for any reason, besides employee abandoning job or quitting without giving a proper written two-week notice, employees will be paid for any unused PTO that has accrued through the last day of work. In the case that proper written notice is not given, all accrued PTO will not be paid upon the last day worked.

Calling Off Sick

If you are out of work due to illness or due to any other emergency for which notice could not be provided, you must call in and notify your supervisor as early as possible, minimal notice of at least 2 hours before the start of your shift. If you call in sick for three (3) or more consecutive days, you may be required to provide your supervisor with a doctor’s note on the day you return to work. You must get confirmation from your manager to ensure your absence is approved.

Please note that if you are absent for any reason, your PTO time will be exhausted or used at the company’s discretion.

Bereavement Leave

​Xpress Cargo, Inc. offers paid time off in the event of an immediate family member’s death. An immediate family member is defined as: father, mother, brother, sister, grandparents, grandchild, current spouse, and child. The maximum amount of paid time off is three days. An employee needing time off more than the time allowed for bereavement leave must submit a request, and it will be granted at the Company’s discretion after consideration of all relevant factors. For purposes of this policy, an out-of-town funeral is one that is held more than two hundred (200) miles from the employee’s home office.

In the event of an extended family member’s death: stepfather, stepmother, step-brother, step-sister, step-child, step-grandparent, step-grandchild, current mother-and father-in-law, current brother-and sister-in-law, uncle, aunt, cousin, or legal guardian, Xpress Cargo, Inc. offers unpaid time off. The maximum amount of time off is three days.

Jury Duty

All regular employees shall be allowed to attend jury duty service in accordance with their legal obligations to do so.

An employee who receives a jury duty summons shall present the summons to his or her supervisor immediately. Employees on jury duty must report to work on days or parts of days when they are not required to serve.

The Company will pay employees for jury duty leave up to a maximum of three days. Jury duty leave of more than three days shall be unpaid. Jury duty pay will be calculated on the employee’s base pay rate times the number of hours the employee would otherwise have worked on the day of absence. We do require documentation and proof of time spent away from work while serving jury duty.


As the polls are open from 6:00 am to 6:00 pm on Election Day, you should plan to vote before or after work. The right to vote is a treasured obligation in our country and we hope all employees will fulfill this civic responsibility.

Worker's Compensation Insurance

Xpress Cargo, Inc. provides a comprehensive workers’ compensation insurance program at no cost to employees. This program covers any injury or illness sustained in the course of employment that requires medical, surgical, or hospital treatment. Subject to applicable legal requirements, workers’ compensation insurance provides benefits after a short waiting period or, if the employee is hospitalized, immediately. Any employee that is injured or has a work-related illness while on the clock and working must immediately notify your Supervisor of the injury or illness.

Report All Work Related Injuries

Employees who sustain work-related injuries or illnesses should inform their supervisor immediately. No matter how minor an on-the-job injury may appear, it is important that it be reported immediately. The Supervisor will have you complete a report detailing the injury and what happened for insurance reasons. This will enable an eligible employee to qualify for coverage as quickly as possible.

​Neither Xpress Cargo nor the insurance carrier will be liable for the payment of workers’ compensation benefits for injuries that occur during an employee’s voluntary participation in any off-duty recreational, social, or athletic activity sponsored by Xpress Cargo, Inc.

Each employee will be responsible for their own health benefit payments. Workers Compensation does not pay for this. The Employee will need to send in a check payable to Xpress Cargo, Inc.

Medical Leave

All regular full-time employees who have completed their adjustment periods are eligible to take an unpaid medical leave of absence for up to thirty (30) days, at the discretion of Xpress Cargo, Inc. A request for a medical leave of absence must be submitted on a Leave of Absence Request form. All requests for a medical leave of absence must be accompanied by a statement from the employee’s health care provider indicating the need for medical leave and the expected return to work date. All medical leaves of absence must be approved in advance by the employee’s supervisor or manager and Human Resources. Medical leave for more than thirty (30) days may be granted at the sole discretion of the Company.

​A request for a medical leave of absence will be considered based on the employee’s length of service, performance, responsibility level, the reason for the leave, whether other individuals are already out on leave, and the expected impact of the leave on the Company’s operations.

The period during which an employee is on a medical leave of absence is unpaid and will not be considered time worked for purposes of determining eligibility for, or the amount of, certain benefits, such as PTO time. When an employee returns from a leave of absence, the eligibility and accrual dates for such benefits will be adjusted forward to reflect the period of the leave. If a paid holiday falls during the period an employee is on a leave of absence, the employee will not be eligible for the holiday pay.

​Except as required by law, Xpress Cargo, Inc. cannot guarantee an employee’s position will be open when he or she returns from a leave of absence. If an employee’s former position is unavailable when he or she is ready to return to work from an approved leave, reasonable efforts will be made to place the employee in a comparable position for which he or she is qualified. An employee who does not accept the position offered will be considered to have voluntarily terminated his or her employment with Xpress Cargo, Inc., effective the day such refusal is made.

​If an employee does not return to work immediately after an approved medical leave or fails to contact the Company to request an extension of the leave, Xpress Cargo, Inc. will assume that the employee has voluntarily resigned his or her position with the Company. Employees who resign in this manner are not eligible for rehire.

Family and Medical Leave (FMLA)

Employees may be entitled to a leave of absence under the Family and Medical Leave Act (“FMLA”). This policy provides employees with information concerning FMLA entitlements and obligations employees may have during such leaves. Whenever permitted by law, the Company will run FMLA leave, and any other leave provided under state or local law. If employees have any questions concerning FMLA, they should contact Human Resources. The FMLA provides eligible employees up to 12 workweeks of unpaid leave for certain family and medical reasons during a 12-month period. The 12-month period is based on a rolling 12-month period measured backwards from when an employee first uses FMLA leave.


​According to the FMLA, leave may be requested for any of the following reasons:

  • The birth of the associate’s child or the placement of a child with the associate for adoption or foster care

  • To care for the associate’s spouse, child or parent who has serious health condition as defined by the FMLA.

  • The associates own serious health condition as defined by the FMLA (including pregnancy) that causes him or her to be unable to perform the essential functions of his or her job.

  • Military Caregiver Leave or Qualifying Exigency Leave


An employee must:

  • Have been employed by a covered Company* for at least 12 months
    (which need not be consecutive).

  • Have worked for a covered Company at least 1250 hours during the 12-month peri­od immediately preceding the commencement of the leave; and

  • Be employed at a worksite where 50 or more employees of a covered Company are located within 75 miles of the worksite.

Intermittent Leave and Reduced Leave Schedules

FMLA leave usually will be taken for a period of consecutive days, weeks, or months. However, employees are also entitled to take FMLA leave intermittently or on a reduced leave schedule when medically necessary due to a serious health condition of the employee or covered family member or the serious injury or illness of a covered service member. Leave due to qualifying exigencies may also be taken on an intermittent or reduced schedule basis.

​Employees are also eligible for intermittent leave for bonding with a child following birth or placement. Intermittent leave for bonding purposes generally must be taken in two-week increments, but the Company permits two occasions where the leave may be for less than two weeks.

​Timing of Employee Notice:

​Employees must provide 30 days advance notice of the need to take FMLA leave when the need is foreseeable. When 30 days’ notice is not possible, or the approximate time of the need for leave is not foreseeable, employees must provide the Company with notice of the need for leave as soon as practicable under the facts and circumstances of the case. Employees who fail to give 30 days’ notice for foreseeable leave without a reasonable excuse for the delay, or otherwise fail to satisfy FMLA notice obligations, may have FMLA leave delayed or denied, to the extent permitted by applicable law. If you have any questions, please contact Human Resources.

​Substitute Paid Leave for Unpaid FMLA:

​If employees request FMLA leave because of disability due to pregnancy, childbirth, or related medical conditions, they must first substitute/exhaust any accrued PTO for unpaid family/medical leave.

If employees request FMLA leave because of their own serious health conditions (excluding absences for which employees are receiving workers’ compensation or short-term disability benefits), they must first substitute/exhaust any accrued paid time off.

If employees request FMLA leave to care for a covered family member with a serious health condition or bond with a newborn child, they must first substitute/exhaust any accrued paid time off for family/medical leave. Once accrued paid time off is exhausted, time off will be unpaid.

The substitution of paid time off for unpaid family/medical leave time does not extend the length of FMLA leaves and the paid time off runs concurrently with the FMLA entitlement.

Time requested off for FMLA eligible employee will deduct from leave balance.


Payment of Employee’s Share of Health Insurance Premiums:

​As noted above, during FMLA leave, employees are entitled to continued group health plan coverage (if applicable) under the same conditions as if they had continued to work. If paid leave is substituted for unpaid family/medical leave, the Company will deduct employees’ shares of the health plan premium as a regular payroll deduction.

​If FMLA (or if short- or long-term disability is used) leave is unpaid, employees must pay their portion of the premium by a method determined by the Company upon leave.

The Company’s obligation to maintain health care coverage ceases if an employee’s premium payment is more than 30 days late. If an employee’s payment is more than 15 days late, the Company will send a letter notifying the employee that coverage will be dropped on a specified date unless the co-payment is received before that date. If employees do not return to work within 30 calendar days at the end of the leave period (unless employees cannot return to work because of a serious health condition or other circumstances beyond their control) they will be required to reimburse the Company for the cost of the premiums the Company paid for maintaining coverage during their unpaid FMLA leave.

Military Service Leave

​A military leave of absence will be granted to employees who are absent from work because of service in the U.S. uniformed services in accordance with the requirements of the Uniformed Services Employment and Reemployment Rights Act (USERRA). Advance notice of military service is required, unless military necessity prevents such notice, or it is otherwise impossible or unreasonable.

Employees will receive partial pay for two-week training assignments and shorter absences. Upon presentation of satisfactory military pay verification data, employees will be paid the difference between their normal base compensation and the pay (excluding expense pay) received while on military duty.

​Continuation of health insurance benefits is available as required by USERRA based on the length of the leave and subject to the terms, conditions, and limitations of the applicable plans for which the employee is otherwise eligible.

PTO and holiday benefits will continue to accrue during a military leave of absence of no more than 2 weeks.

Employees on military leave for up to 30 days are required to return to work for the first regularly scheduled shift after the end of service, allowing reasonable travel time. Employees on longer military leave must apply for reinstatement in accordance with USERRA and all applicable state laws.

​Employees returning from military leave will be placed in the position they would have attained had they remained continuously employed or a comparable one depending on the length of military service in accordance with USERRA. They will be treated as though they were continuously employed for the purpose of determining benefits based on length of service.

Time-Keeping System

Accurately recording time worked is the responsibility of every non-exempt employee. Federal and state laws require Xpress Cargo, Inc. to keep an accurate record of time worked to calculate employee pay and benefits. Xpress Cargo uses Paylocity record keeping method for pay purposes. Time worked at is all the time spent on the job performing assigned duties. Overtime work must always be approved before it is performed. Altering, falsifying, or tampering with time records, or recording time on another employee’s time record may result in disciplinary action, up to and including termination of employment. In addition, if corrections or modifications are made to the time record, both the employee and the supervisor must verify the accuracy of the changes, then the Human Resource Manager may then correct the time on the employee’s timecard for payroll.


All employees are paid weekly on Thursdays.  Each paycheck will include earnings for all work performed through the end of the previous payroll period.

Direct Deposit:

​At Xpress Cargo, Inc. pay is electronically distributed.  Employees have the option of direct deposit.

Employees may have pay directly deposited into their bank accounts if they provide advance written authorization to Xpress Cargo, Inc. Employees will receive an itemized statement of wages when Xpress Cargo, Inc. makes direct deposits via the online access site (Paychex).  If that option is not desirable, employees can also utilize a Pre-Paid Visa Debit Card.

Features for Employees using a Debit Card:

​• Ability to enroll in Direct Deposit using a checking or savings account.

• Transfer money to other cardholders online.

• Track your card activity with 24/7 alerts by text or email

• Portability: Employees can continue to use the same account and card if they change jobs.

• Multi-lingual Service and Support: Cardholders can obtain account information using the toll-free automated phone system. A friendly, multilingual customer care team is available to help 365 days a year.

•Add cash to your card at 130,000+ locations nationwide.

Pay Corrections

Xpress Cargo, Inc. takes all reasonable steps to ensure that employees receive the correct amount of pay in each paycheck and that employees are paid promptly on the scheduled payday.

In the unlikely event that there is an error in the amount of pay, the employee should promptly bring the discrepancy to the attention of their supervisor so that corrections can be made as quickly as possible.


​When operating requirements or other needs cannot be met during regular working hours, employees may be scheduled to work overtime hours. When possible, advance notification of these mandatory assignments will be provided. All overtime work must receive the Department manager’s prior approval and authorization. Overtime assignments will be distributed as equitably as practical to all employees qualified to perform the required work.

Overtime compensation is paid to all non-exempt employees in accordance with federal and state wage and hour restrictions. Overtime pay is based on actual hours worked. Time off for PTO leave, holiday, or any leave of absence will not be considered hours worked for purposes of performing overtime calculations.

​Failure to work scheduled overtime or overtime worked without prior authorization from the supervisor may result in disciplinary action, up to and including possible termination of employment.

Salary Basis Policy

Employees classified as exempt; salaried employees will receive a set salary which is intended to compensate for all hours worked.  The salary will be established at the time of hire or when you become classified as an exempt employee.  The salary will be a predetermined amount that will not be subject to deductions for variations in the quantity or quality of the work you perform.

To the extent permitted by federal and state law, your salary may be subject to certain deductions, such as: 

  • Full day absences for personal reasons.

  • Full day absences for sickness or disability, where you have been exhausted or have not yet accrued enough leave time.

  • Full week disciplinary suspension for infractions of written Company policies and procedures.

  • To offset amounts received as payment for jury and witness fees or military pay.

  • Family and Medical Leave absences (either full or partial day absences).

  • The first or last week of employment in the event you work less than a full week.

  • Employee portions of health, dental, life insurance premiums or other such benefits.

  • State, federal, and local taxes.

  • Contributions to a 401(k) or other savings or pension plan.


​our salary will not be reduced for any of the following reasons: ​

  • Partial day absences for personal reasons, sickness, or disability.

  • Absences for jury duty, attendance as a witness or military leave in any week in which you performed any work.

  • Any other deductions prohibited by state or federal law.


If you believe you have been subject to any improper deductions from your salary, you should immediately report the matter to the Human Resource Manager.  Every report will be fully investigated, and corrective action will be taken where appropriate.  In addition, we will not allow any form of retaliation against individuals who report alleged violations of this salary basis policy or who cooperate in the investigation of such reports.  If it is determined that an improper deduction was made, you will be promptly reimbursed for the improper deduction. 

Business Travel Expenses​

Xpress Cargo, Inc. will reimburse employees for reasonable business travel expenses incurred while on assignments away from the normal work location.  All business travel must be approved in advance by the employee’s supervisor/manager. Employees whose travel plans have been approved are responsible for making their own travel arrangements.

When approved, the actual costs of travel, meals, lodging, and other expenses directly related to accomplishing business travel objectives will be reimbursed by the company. Employees are expected to limit expenses to reasonable amounts.

​Expenses that generally will be reimbursed include the following: ​

  • Airfare or train fare for travel in coach or economy class or the lowest available fare.

  • Car rental fees, only for compact or mid-sized cars.

  • Fares for shuttle or airport bus service, where available; costs of public transportation for other ground travel.

  • Taxi fares, only when there is no less expensive alternative.

  • Cost of standard accommodation in low to mid-priced hotels, motels, or similar lodgings.

  • Cost of meals, no more lavish than would be eaten at the employee’s own expense.

  • Tips not exceeding 15% of the total cost of a meal or 10% of a taxi fare.

  • Charges for telephone calls, fax, and similar services required for business purposes.


Employees who are involved in an accident while traveling on business must promptly report the incident to their Supervisor.  Vehicles owned, leased, or rented by the company may not be used for personal use without prior approval.

When travel is completed, employees should submit completed travel expense reports within 7 days.  Reports should be accompanied by receipts for all individual expenses.

​Employees should contact their supervisor for guidance and assistance on procedures related to travel arrangements, expense reports, reimbursement for specific expenses, or any other business travel issues. Please see company expense policy for further detail

Abuse of this business travel expenses policy, including falsifying expense reports to reflect costs not incurred by the employee, can be grounds for disciplinary action, up to and including termination of employment.

Hours of Operation/Work Schedules/Flextime

The normal work schedule for all employees is 8 hours a day, 5 days a payroll week.  Supervisors will advise employees of the times their schedules will normally begin and end.  Staffing needs and operational demands may necessitate variations in starting and ending times, as well as variations in the total hours that may be scheduled each day and week.

​Flexible scheduling, or flextime, is available in some cases to allow employees to vary their starting and ending times each day within established limits.  Flextime may be possible depending upon staffing needs, operational considerations, the employee’s performance, and the nature of the job.  At no time is flextime guaranteed and once granted, the Company may change or revoke an employee’s flextime schedule at its sole discretion.  Employees interested in flextime should consult their supervisor to get additional information.

Rest and Meal Periods

Each workday, full-time non-exempt employees are provided with two rest periods of 15 minutes in length.  To the extent possible, rest periods will be provided in the middle of work periods, but if the needs of the business warrant that placement of a rest period change, your manager has discretion to do so.  Since this time is counted and paid as time worked, employees must not leave the premises during such a rest period time.  At any point, should an employee leave the premises, he/she must clock out and inform his/her supervisor of the departure.

​All full-time, non-exempt employees who are scheduled to work more than five (5) hours in a workday are also provided with one unpaid meal period of 60 minutes in length.  Managers will schedule meal periods to accommodate the Company’s operating requirements.  Employees will be relieved of all active responsibilities and restrictions during meal periods and will not be compensated for that time.  If for any reason an employee does not take the applicable meal and rest periods, the employee must notify his or her supervisor immediately.

Safety & Security

To assist in providing a safe and healthy work environment for employees, customers, and visitors, Xpress Cargo, Inc. has established a workplace safety program.  This program is a top priority for Xpress Cargo, Inc. Its success depends on the alertness and personal commitment of all.

​Some of the best safety improvement ideas come from employees.  Those with ideas, concerns, or suggestions for improved safety in the workplace are encouraged to raise them with their supervisor, or with another supervisor or manager, or bring them to the attention of the Human Resources Department.  Reports and concerns about workplace safety issues may be made anonymously if the employee wishes.  All reports can be made without fear of reprisal.

​Each employee is expected to obey safety rules and to exercise caution in all work activities.  Employees who: violate safety standards, cause hazardous or dangerous situations, or who fail to report or, where appropriate, remedy such situations may be subject to disciplinary action up to and including termination of employment.

​Employees are expected to comply with the following: ​

  • Employees are not to use the main entrance or the main stairwell at any time.  Employees are to use employee entrances and stairwells. 

  • Immediately report any unsafe condition to the appropriate supervisor 

  • Do not prop doors open/unlocked.

  • Do not leave the rear gate open or unlocked.

  • Report lost key fobs.

  • Lock computers while away from your desk

  • Log out of computer at the end of each day.

  • Shut down your computer at least once per week.

  • Plug nothing into a socket unless supplied by the Company.

  • Do not plug a cell phone charger into your computer terminal for recharge.


Upon entering and exiting the premises, employees must ensure that all entrance doors always remain locked.

Employees are required to utilize a key fob to enter and exit entrance doors.

​In case of accidents that result in injury, regardless of how insignificant the injury may appear, employees should immediately notify the Human Resources Department and their respective managers.  Such reports are necessary to comply with laws and initiate insurance and workers’ compensation benefits procedures.  

Workplace Violence Prevention

Xpress Cargo, Inc. strives to maintain a productive work environment free of violence and the threat of violence.  We are committed to the safety of our employees, vendors, customers, and visitors.

​Xpress Cargo, Inc. does not tolerate any type of workplace violence committed by or against employees.  Any threats or acts of violence against an employee, vendor, customer, visitor, or property will not be tolerated.  Any employee who threatens violence or acts in a violent manner while on Company premises or during working hours will be subject to disciplinary action, up to and including termination.  Where appropriate, Xpress Cargo, Inc. will report violent incidents to local law enforcement authorities.

​A violent act or threat of violence is defined as any direct or indirect action or behavior that could be interpreted, considering known facts, circumstances and information, by a reasonable person, as indicating the potential for or intent to harm, endanger or inflict pain or injury on any person or property.

Guns & Weapons in the Workplace

Xpress Cargo, Inc. strictly prohibits employees from possessing or carrying weapons or ammunition of any kind in the Company’s offices or facilities or while in the offices or facilities of the Company’s customers.  This shall not prohibit an employee from keeping a legally owned firearm and ammunition that is locked, out of sight, inside a privately-owned vehicle, and in the Company’s parking lot so long as the employee lawfully possesses the firearm and ammunition and possesses the necessary license.

 To promote a safe, productive, and efficient workplace, Xpress Cargo reserves the right to inspect any articles and property in an employee’s possession or on an employee’s person, to detect guns or other weapons. Xpress Cargo, Inc. also reserves the right to inspect lockers, desks, Company vehicles, personal vehicles on Company property, packages, lunch boxes, backpacks, purses, containers, articles of clothing, and other objects brought onto Company property that might conceal guns or other weapons.

Violation of this policy will result in disciplinary action, up to and including termination of employment.

Inclement Weather/Emergency Closings

At times, emergencies can disrupt Company operations.  In extreme cases, these circumstances may not allow you to make it to work.  If such an emergency occurs during nonworking hours, employees may call their manager and seek directions.

​However, if absence is the result, with supervisory approval, employees may use available paid time off, such as unused PTO days.  Employees in essential operations may be asked to work on a day when operations are officially closed. 

​Salaried employees who are scheduled to work will be paid for their entire shift, whether they are on site when the facility closes, or the facility closes before their shift begins.

Visitors in the Workplace

To provide for the safety and security of employees and the facilities at Xpress Cargo, Inc., only authorized visitors are allowed in the workplace. Authorized visitors will be allowed to visit with employees in the front sitting area ONLY. Employees are responsible for the conduct and safety of their own visitors.

​If an unauthorized individual is observed on Xpress Cargo, Inc.’s premises, employees should immediately notify their supervisor. If necessary, notify the Human Resources Department.

General Standards of Conduct

Standards of conduct exist to ensure orderly operation and provide the best possible work environment.  Failure to abide by these rules may result in disciplinary action, up to and including termination of employment.

 Xpress Cargo, Inc. standards include the following: ​

  • Always strive for professional excellence

  • Understand and support Xpress Cargo, Inc. mission and overall direction.

  • Provide superior service to all customers and employees.

  • Be flexible, innovative, and responsive to change.

  • Manage human and financial resources wisely.

  • Be a team player; help others succeed.

  • Encourage open communication throughout the Company.

  • Treat all individuals with dignity and respect.

  • Take pride in Xpress Cargo, Inc. and your role in our collective success.


Customers judge all of us by how they are treated with each employee’s contact. Therefore, one of our first business priorities is to assist any customer or potential customer.  Nothing is more important than being courteous, friendly, helpful, and prompt in the attention you give to customers. Our personal contact with the public, our manners on the telephone, and the communications we send to customers are a reflection not only of ourselves, but also of the professionalism of Xpress Cargo, Inc.

Some examples of infractions that may result in disciplinary action, up to and including termination are listed below.  This is a non-exhaustive list of examples and is not intended to be all-inclusive.  Other conduct not listed below may also result in disciplinary action, up to and including termination. 

  • Dishonesty of any kind

  • Theft, or embezzlement

  • Unauthorized expenditure of Company assets

  • Falsification of documents (employment applications, time sheets, etc.)

  • Referring business to a direct competitor of Xpress Cargo, Inc.

  • Disclosing confidential information to a competitor

  • Holding a second job which conflicts with your position at Xpress Cargo, Inc.

  • Unauthorized possession of Company records

  • Unauthorized possession of Company property

  • Refusal to perform work as required, or any other act perceived as insubordination.

  • Use of profanity

  • Use or distribution of illegal substances.

  • Unauthorized consumption of alcohol on Company premises or during working hours

  • Conduct that may cause injury to persons or damage to property.

  • Sleeping on the job/texting while on the clock

  • Harassment

  • Sexual harassment

  • Illegal discrimination

  • Smoking inside a Company facility, or vehicle

  • Unauthorized presence on Company premises while off duty

  • Misuse of Company facilities, equipment, or other property

  • Threats

  • Fighting

Attendance & Punctuality

Purpose of policy:

​The Company always expects all its employees to conduct themselves in a professional manner during their employment.  This includes practicing good attendance habits (consistently being on time and working your scheduled shift).  All employees should consider coming to work on time, working their shift as scheduled, and leaving at the scheduled time as essential functions of your job. You were hired to perform an important function at Xpress Cargo, Inc. As with any group effort, operating effectively takes cooperation and commitment from everyone. Therefore, your attendance and punctuality are very important. Unnecessary absences and lateness are expensive, disruptive and place an unfair burden on your fellow employees and you’re Supervisors. We expect excellent attendance from each of you. Excessive absenteeism or tardiness will result in disciplinary action up to and including discharge. This policy also establishes a standard of employee conduct surrounding Attendance. We do expect very good attendance and no toleration for poor attendance or tardiness issues. We will look for patterns of poor attendance or tardiness and will give a verbal warning on the first offense. A second offense (within a month of the verbal warning) will result in a first written warning, a third offense (within a month of the 1st written warning) will result in a second written warning and suspension without pay, a fourth offense (within a month of the 2nd written warning) will result in termination of employment.

​Good attendance habits signify the following: ​

  • Appearing for work no sooner than 15 minutes prior to the start of your scheduled shift.

  • Being at your workstation ready for work before the start of your shift and ready to clock in.

  • Taking only the normal allotted time for your breaks/ lunches.

  • Remaining at work during your entire shift, unless excused by your Manager or Supervisor.

  • Not leaving work until the scheduled end of your shift, unless excused by a Manager or Supervisor.

  • Leaving promptly at the end of your shift unless you have been given advance permission from your Manager or Supervisor to work past your scheduled time off.

Call In Procedure

Under certain circumstances, absence, or tardiness on the part of the employee may be excused, but only if proper advanced notice is submitted before the start of your shift. All Managers and Supervisors have been advised to make themselves available to take such calls. If you are out of work due to illness or due to any other emergency for which notice could not be provided, you must call in and notify your supervisor as early as possible- at least 2 hours before the start of your shift. You must also notify your supervisor as soon as you know that you will be late for work.

If you call in sick for three (3) or more consecutive days, you may be required to provide your supervisor with a doctor’s note on the day you return to work.

​You must get confirmation from your manager to ensure your absence is approved. Please note that if you are absent for any reason, your PTO time will be exhausted or used at the company’s discretion.

​Direct Contact – The employee must speak directly to his/ her Manager or Supervisor to report an absence or tardy. If the Manager or Supervisor cannot be reached via telephone the employee should leave a voicemail and try again.

Email and Text Messages: Email and text message usage to communicate that you will be tardy or absent for your work shift will be at the discretion of your manager.

​No Call No Show – Failure to give proper notice of absence in advance as explained in this policy may subject an employee to disciplinary action, up to termination of employment. The first no call/no show will result in a written warning. The second occurrence of a no call/no show or if you are absent without notice for two days in a row, you will be considered as having abandoned your job, and the Company will consider this as a voluntary resignation on your part terminating your employment.


Performance Management:

​Managers are responsible for monitoring their employees’ performance, which includes attendance and tardiness issues at work. Managers must communicate work schedules to their employees and monitor their employees’ arrival and departures as it pertains to meeting the requirements of the employees’ job responsibilities.

Non-Fraternization Policy

​Xpress Cargo, Inc. desires to avoid misunderstandings, actual or potential conflicts of interest and complaints of favoritism, possible claims of sexual harassment, and the employee morale and dissension problems that can potentially result from romantic relationships involving managerial and supervisory employees in the Company or any member of Xpress Cargo staff and potential, current or former.

​Accordingly, Managers and Supervisors are strongly discouraged from fraternizing or becoming romantically involved with one another or with any other employee of the Company. Additionally, all employees, both managerial and non-managerial, are discouraged from fraternizing or becoming romantically involved with other employees, when, in the sole opinion of the Company, their personal relationships may create a conflict of interest, cause disruption, and create a negative or unprofessional work environment, or present concerns regarding supervision, safety, security, or morale.

​Any employee involved with a Manager / Supervisor or fellow employee must immediately and fully disclose in writing the relevant circumstances to the Human Resources Manager so that a determination can be made as to whether the relationship presents an actual, perceived, or potential conflict of interest. If an actual, perceived, or potential conflict exists, the Company may take whatever action it deems appropriate according to the circumstances, up to and including transfer or discharge of any employee involved in such a relationship. Failure to disclose material facts may lead to disciplinary action, up to and including termination of employment.

It is not Xpress Cargo’s intention to dictate choices made in your personal life with this Policy. Employees must understand, however, that the Company has set a high standard to ensure a fair, conflict-free workplace. As the Company shoulders this great burden, more regulations and policies become necessary.

​All employees should also remember that the Company maintains a strict policy against unlawful harassment of any kind, including sexual harassment. The Company will vigorously enforce this policy consistent with all applicable federal, state, and local laws.

Business Ethics and Conduct

The continued success of Xpress Cargo, Inc. is dependent upon our customers’ trust. Here, we are dedicated to preserving that trust and we expect employees to act in a way that will merit the continued trust and confidence of our customers (s), shareholders, and the public. Xpress Cargo, Inc. will comply with all applicable laws and regulations and expects its directors, officers, and employees to conduct business in accordance with the letter, spirit, and intent of all relevant laws and to refrain from any illegal, dishonest, or unethical conduct. In general, the use of good judgment, based on high ethical principles, will guide you with respect to lines of acceptable conduct. If a situation should arise where it is difficult to determine the proper course of action, the matter should be discussed openly with your Manager immediately. If necessary, consult with the Human Resources Department for directions. Compliance with this policy is the responsibility of every employee. Disregarding or failing to comply with this standard of business ethics and conduct could lead to disciplinary action, up to and including possible termination of employment.

Drug Free Workplace

We at Xpress Cargo strive to maintain a workplace free of drugs and alcohol and to discourage drug and alcohol abuse by its employees. Misuse of alcohol or drugs by employees can impair the ability of employees to perform their duties, as well as adversely affect our customers and customers’ confidence in our Company.


​Employees are prohibited from using or being under the influence of alcohol while performing Company business for Xpress Cargo, Inc., while operating a motor vehicle in the course of business, for any job-related purpose, or while on Company premises or worksite.


Illegal Drugs

​Xpress Cargo, Inc. employees are prohibited from using or being under the influence of illegal drugs while performing Company business or while on a Company facility or worksite. You may not use, manufacture, distribute, purchase, transfer or possess an illegal drug while in a Xpress Cargo, Inc. facility, while operating a motor vehicle for any job-related purpose, or while on the job performing Company business. This policy does not prohibit the proper use of medication under the direction of a physician; however, misuse of such medications is prohibited.

​Disciplinary Action

​Employees who violate this policy may be subject to discipline or termination of employment, even for a first offense. Violations include refusal to consent to and comply with testing and search procedures as described.

​Security Inspections

​Xpress Cargo, Inc. may conduct searches for illegal drugs or alcohol on Company facilities or worksites without prior notice to employees. Such searches may be conducted at any time. Employees are expected to cooperate fully.

Searches of employees and their personal property may be conducted when there is reasonable suspicion to believe that the employee has violated this policy or when circumstances or workplace conditions justify such a search. Personal property may include, but is not limited to, purses, boxes, briefcases, as well as any Xpress Cargo, Inc. property that is provided for employees’ personal use, such as desks, lockers, and files.

An employee’s consent to a search is required as a condition of employment and the employee’s refusal to consent may result in disciplinary action, including termination of employment.

Drug & Alcohol Testing

Xpress Cargo, Inc. may require a blood test, urinalysis, hair test, or other drug or alcohol screening of employees suspected of using or being under the influence of drugs or alcohol or where other circumstances or workplace conditions justify such testing.  The refusal to consent to testing may result in disciplinary action, up to and including termination of employment.

Xpress Cargo, Inc. may require drug testing and/or alcohol testing:

  • After a conditional job offer has been extended.

  • When a reasonable suspicion exists that any employee has alcohol, illegal drug, or intoxicant within his or her system.  Reasonable suspicion means suspicion based on appearance, speech, attitude, mood, breath odor of the employee.

  • When an accident occurs.

  • When required by state or federal law. 

Sexual & Other Unlawful Harassment

​Xpress Cargo, Inc. is committed to providing a work environment that is free from all forms of discrimination and conduct that can be considered harassing, coercive, or disruptive, including sexual harassment.  Actions, words, jokes, or comments based on an individual’s sex, race, color, national origin, age, religion, disability or other legally protected characteristic will not be tolerated.

Harassment is unwelcome verbal, visual or physical conduct creating an intimidating, offensive, or hostile work environment that interferes with work performance.

Examples of harassment include: ​

Verbal – jokes, slurs, insults, epithets, or teasing. ​

Graphic – offensive postures, symbols, cartoons, drawings, computer displays or e-mail. ​

Physical – touching, gestures, physically threatening another person, blocking someone’s way, etc.​

Harassment is conduct that denigrates or shows hostility or aversions toward an individual because of any protected characteristic. 


Such conduct constitutes harassment when: ​

(1) It has the purpose or effect of creating an intimidating, hostile or offensive working environment.

(2) It has the purpose or effect of unreasonably interfering with an individual’s work performance.

(3) It is otherwise adversely affecting an individual’s employment.


Sexual harassment is defined as unwanted sexual advances, requests for sexual favors, or visual, verbal or physical conduct of a sexual nature when:

 (1) Submission to such conduct is made either explicitly or implicitly a term or condition of employment.

(2) Submission or rejection of the conduct is used as a basis for making employment decisions.

(3) The conduct has the purpose or effect of interfering with work performance or creating an intimidating, hostile or offensive work environment.


Sexual harassment includes many forms of unacceptable behavior and includes harassment by a person of the same sex as the victim.  Examples of sexual harassment include, but are not limited to:​

  • Unwanted sexual advances.

  • Offering employment benefits in exchange for sexual favors.

  • Making or threatening reprisals after a negative response to sexual advances.

  • Visual conduct that includes leering, making sexual gestures or displaying sexually suggestive objects, pictures, cartoons, calendars, or posters.

  • Inappropriate or excessive touching or hugging.

  • Verbal abuse of a sexual nature, graphic commentaries about an individual’s body or desired sexual activities and sexually degrading words used to describe an individual. 


If in fact you experience or witness sexual or any other unlawful harassment in the workplace, report it immediately to your supervisor.  If the supervisor is unavailable, or you do not feel comfortable contacting that person, you should immediately contact the Human Resources Department or any other member of management.  You can raise concerns and report harassing conduct without fear of reprisal or retaliation.

The Company will investigate all allegations of harassment promptly and discreetly.  To the extent possible, your confidentiality and that of any witnesses and the alleged harasser will be protected against unnecessary disclosure. 

​However, complete anonymity cannot be guaranteed, and an effective investigation may require the disclosure of the names of involved parties.  When the investigation is completed, you will be informed.  Any employee found through investigation to have engaged in improper harassment will be subject to discipline, up to and including termination of employment. Xpress Cargo, Inc. prohibits any form of retaliation for reporting in good faith any incidents of harassment in violation of this policy, pursuing any such claim, or cooperating in the investigation of such reports.

Hiring Relatives and Personal Relationships in the Workplace

The employment of relatives or individuals involved in a dating relationship in the same area of an organization may cause serious conflicts and problems with favoritism and employee morale. In addition to claims of partiality in treatment at work, personal conflicts from outside the work environment can be carried over into day-to-day working relationships.

For purposes of this policy, a relative is any person who is related by blood or marriage, or whose relationship with the employee is like that of persons who are related by blood or marriage. A dating relationship is defined as a relationship that may be reasonably expected to lead to the formation of a consensual “romantic” or sexual relationship. This policy applies to all employees without regard to the gender or sexual orientation of the individuals involved. If a relative of a current employee is considered for employment the COO or CEO must approve it before hiring the relative.

​Relatives of current employees may not occupy a position that will be working directly for or supervising their relative. Individuals involved in a dating relationship with a current employee may also not occupy a position that will be working directly for or supervising the employee with whom they are involved in a dating relationship. Xpress Cargo, Inc. also reserves the right to take prompt action if an actual or potential conflict of interest arises involving relatives or individuals involved in a dating relationship who occupy positions at any level (higher or lower) in the same line of authority that may affect the review of employment decisions.

​If a relative relationship or dating relationship is established after employment between employees who are in a reporting situation described above, it is the responsibility and obligation of the supervisor involved in the relationship to disclose the existence of the relationship to management. The individuals concerned will be given the opportunity to decide who is to be transferred to another available position. If that decision is not made within 30 calendar days, management will decide who is to be transferred or, if necessary, terminated from employment.

In other cases where a conflict or the potential for conflict arises because of the relationship between employees, even if there is no line of authority or reporting involved, the employees may be separated by reassignment or terminated from employment.

Confidential Information/Non-Disclosure

All Xpress Cargo, Inc. records and information about Xpress Cargo, Inc. its employees, customers, suppliers and vendors are to be kept confidential and divulged only to individuals within the Company with both a need to receive and authorization to receive the information.


All records and files maintained by the Company are confidential and remain the property of the Company.  No Xpress Cargo, Inc. records, files or Xpress Cargo, Inc.  related information may be removed from Xpress Cargo, Inc. premises or disclosed to any outside party without the express permission from Xpress Cargo, Inc. Confidential information regarding Xpress Cargo, Inc. includes, but is not limited to, financial records, business, marketing, and strategic plans, Human Resources and payroll records regarding current and former employees, the identity of, contact information for, and any other account information on customers, vendors and suppliers, inventions, programs, trade secrets, formulas, techniques and processes, and any other documents or information regarding the Company’s operations, procedures or practices.  Additionally, the contents of Xpress Cargo, Inc. records or information otherwise obtained regarding business may not be disclosed to anyone, except where required for a business purpose. 

​Employees must not disclose any confidential information to any unauthorized person inside or outside the Company.  Employees who are unsure about the confidential nature of specific information must ask their supervisor or human resources for clarification.  The Company reserves the right to avail itself of all legal or equitable remedies to prevent impermissible use of confidential information or to recover damages incurred as a result of the impermissible use of confidential information.  In addition, employees will be subject to appropriate disciplinary action, up to and including termination of employment for revealing information of a confidential nature.  Employees may be required to enter into written confidentiality agreements confirming their understanding of the Company’s confidentiality policies.

​Employees who improperly use or disclose trade secrets or confidential business information will be subject to disciplinary action, up to and including termination of employment and legal action, even if they do not actually benefit from the disclosed information.

The protection of confidential business information and trade secrets is vital to the interests and the success of Xpress Cargo, Inc. Such confidential information includes, but is not limited to, the following examples: 

  • Computer processes

  • Computer programs and codes

  • Customer lists

  • Customer preferences

  • Financial information

  • Labor relations strategies

  • Marketing strategies

  • Pending projects and proposals

  • Research and development strategies

  • Scientific data

  • Scientific prototypes

  • Technological data

  • Technological prototype.

Conflict of Interest

Xpress Cargo, Inc.’s continued success depends upon the undivided loyalty of its employees throughout their employment.  To maintain its reputation and the relationships it has developed with outside companies and individuals, Xpress Cargo, Inc. requires the following commitments from all its employees.

​Every Xpress Cargo, Inc. employee has a legal and ethical responsibility to promote Xpress Cargo’s best interests.  No employee may engage in any conduct or activity that is inconsistent with Xpress Cargo best interests or that in any fashion disrupts, undermines, or impairs Xpress Cargo, Inc. relationships with any customer or prospective customer or any outside organization, person or entity with which Xpress Cargo, Inc. has or proposes to enter an arrangement, agreement, or contractual relationship of any kind.

​Xpress Cargo, Inc. requires the complete commitment of all full-time employees.  Such employees may not engage in any outside activity or accept work in any outside position that either interferes with their ability to devote their full and best efforts to Xpress Cargo, Inc. or raises an actual or potential conflict of interest or the possible appearance of a conflict of interest.  Employees who have any questions whatsoever regarding this policy or the potential impact of outside activities on their position with Xpress Cargo, Inc., should contact the Director of Human Resources before accepting any outside position or engaging in any such activity.

​Transactions with outside firms must be conducted within a framework established and controlled by the executive level of Xpress Cargo, Inc. Business dealings with outside firms should not result in unusual gains for or from those firms.  Unusual gain refers to bribes, product bonuses, special fringe benefits, unusual price breaks, and other windfalls designed to ultimately benefit the employer, the employee or both.  Promotional plans that could be interpreted to involve unusual gain require specific written, owner approval.

​It is not possible to give an exhaustive list of situations that might involve violations of this policy.


However, the situations that would constitute a conflict in most cases include but are not limited to: ​

  • Holding an interest in or accepting free or discounted goods from any organization that does, or is seeking to do, business with the Company, by any employee who is able to directly or indirectly influence either the Company’s decision to do business, or the terms upon which business would be done with such organization.

  • Holding any interest in an organization that competes with the Company.

  • Being employed by (including as a consultant) or serving on the board of any organization which does, or is seeking to do, business with the Company or which competes with the Company.

  • Profiting personally, e.g., through commissions, loans, expense reimbursements or other payments, from any organization seeking to do business with the Company.


A conflict of interest would also exist when a member of an employee’s immediate family is involved in situations such as those above.

This policy is not intended to prohibit the acceptance of modest courtesies, openly given, and accepted as part of the usual business amenities, for example, occasional business-related meals or promotional items of nominal or minor value.

It is your responsibility to report any actual or potential conflict that may exist between you (and your immediate family) and the Company.

Dress Code/Personal Appearance

Xpress Cargo, Inc. wishes to maintain a professional atmosphere to welcome our customers, vendors and other visitors to our business.  For this reason, we have adopted a Business Casual dress code.  You are expected to dress and groom in accordance with accepted social and business standards, particularly if your job involves dealing with customers or visitors in person. 


Listed below are guidelines to help you determine what may or may not be appropriate to wear to work:

​Acceptable attire: slacks, khakis, skirts or dresses, shirts with collars, blouses, turtlenecks, sweaters, loafers.

​Unacceptable attire: Jeans, tennis shoes, t-shirts/tops, sweatpants, sweatshirts, hats, workout attire (including sports jerseys and bicycle shorts), cutoffs or shorts, halter or tank tops, flip-flops, dresses, or skirts that are excessively short; sheer clothing or clothing that is revealing, distracting, provocative, or contains slogans or pictures with nudity or foul language, may be deemed sexually offensive, and would not be appropriate.

​A well-groomed, clean appearance is also expected to maintain a professional and efficient workplace.  Consider the following grooming and hygiene guidelines when determining what is appropriate for work: 

  • Clean, trimmed and properly groomed hair (including facial hair for males).

  • Makeup and jewelry should be tasteful and not excessive.

  • Avoid excessive use of perfume, cologne, or other scented products.

  • Tattoos or jewelry that could be construed as offensive or contributes to a hostile work environment that would diminish your role or effectiveness with the Company is not permitted.


The above are just a few examples of what would be regarded as inappropriate attire for the workplace.  Employees should use their own common sense regarding what is acceptable work attire and if in doubt, should consult with their supervisor or Director of Operations.  If at any time your manager feels your attire/appearance is not appropriate for work, you may be asked to leave your workplace until you are properly attired. You will not be paid for the time you are off the job for this purpose, and/or other disciplinary action may be taken, up to and including termination of employment. When the temperature is below 30 degrees jeans and layered clothing are acceptable.

​There will be times when the company has special dress up days that will supersede the dress code. There will be communication sent out regarding the day.

Use of Equipment and Vehicles

Equipment and vehicles essential in accomplishing job duties are expensive and may be difficult to replace. When using Company property, employees are expected to exercise due care, perform required maintenance, and follow all operating instructions, safety standards and guidelines.

If any equipment, machines, tools, or vehicles appear to be or become damaged, defective, or needing repair, do not use the item and contact your supervisor immediately. Prompt reporting of damage, defects and the need for repairs could prevent deterioration of equipment and possible injury to employees or others. Your supervisor can answer any questions about your responsibility for maintenance and care of equipment or vehicles used on the job.

​The improper, careless, negligent, destructive, or unsafe use or operation of Company equipment or vehicles, as well as excessive or avoidable traffic and parking violations, can result in disciplinary action, up to and including termination.

Smoke-free Workplace

In keeping with Xpress Cargo, Inc.’s intent to provide a safe and healthful work environment, smoking and vaping is prohibited within the workplace.  Smoking and vaping are allowed in authorized “smoking” areas outside the building at least 8 feet from the entry door. This policy applies equally to all employees, customers, and visitors.

General Procedures for Contact with the Media

The President serves as the official spokesperson and conveys the official position on issues of general Company-wide impact or significance or situations that are of a particularly controversial or sensitive nature. Inquiries from the media about such issues should be referred to the President.

​Depending on the specific circumstances, the President may designate another administrator to serve as spokesperson on a issue.

In the event of a crisis or emergency, the President will handle all contacts with the media, and will coordinate the information flow from the Company to the public. In such situations, all departments should refer calls from the media to President.

Computer, Email, and Internet Usage

Xpress Cargo, Inc.; recognizes that use of the Internet has many benefits for Xpress Cargo, Inc., and its employees.  Therefore, employees are encouraged to use the Internet appropriately.  Unacceptable usage of the Internet can place Xpress Cargo and others at risk.  This policy discusses acceptable usage of the Internet.

The following guidelines have been established for using the Internet and e-mail in an appropriate, ethical, and professional manner.

All Internet data and e-mails that are composed, transmitted, or received via the Company’s computer communications systems are part of the official records of Xpress Cargo, Inc., and as such, are subject to disclosure to law enforcement and third parties.  Employees should always ensure that the business information contained in Internet e-mail messages and other transmissions is accurate, appropriate, ethical, and lawful.

​Xpress Cargo, Inc. Internet, and e-mail access may not be used for transmitting, retrieving, or storing any communications of a defamatory, discriminatory, or harassing nature or materials that are obscene or X-rated.  No messages with derogatory or inflammatory remarks about an individual’s race, age, disability, religion, national origin, physical attributes, or sexual orientation shall be transmitted.  Harassment of any kind is strictly prohibited.  Disparaging, abusive, profane, or offensive language; materials that would adversely or negatively reflect upon Xpress Cargo, Inc. or be contrary to Xpress Cargo’s best interests; and any illegal activities — including piracy, cracking, extortion, blackmail, copyright infringement, and unauthorized access to any computers on the Internet or e-mail — are forbidden.  Copyrighted materials belonging to entities other than Xpress Cargo, Inc. may not be transmitted by employees on the Company’s network. 

​Each employee is responsible for the content of all text, audio, or images that he/she places or sends over the Company’s Internet and e-mail system.  No e-mail or other electronic communications may be sent which hides the identity of the sender or represents the sender as someone else.  Also, be aware that Xpress Cargo, Inc.name is attached to all messages so use discretion in formulating messages. To ensure effective communications, employees should always use the approved signature on all emails sent outside the Company.

​All electronic communications sent or received on the Company’s communications systems are Xpress Cargo, Inc.’s property. Accordingly, employees should have no expectation of privacy while using any of the Company’s communications systems.  Therefore, Xpress Cargo, Inc. reserves the right to examine, monitor and regulate e-mail messages, directories, and files, as well as Internet usage.  Also, the Internet is not secure so don’t assume that others cannot read — or possibly alter — your messages.

​The following behaviors are examples of actions and activities that are prohibited and can result in disciplinary action: ​

  • Using the organization’s time and resources for personal use and/or gain.

  • Sending or posting discriminatory, harassing, or threatening messages or images

  • Stealing, using, or disclosing some else’s code or password without authorization

  • Copying, pirating, or downloading software and electronic files without permission

  • Sending or posting confidential material, trade secrets or proprietary information outside of the organization

  • Violating copyright law, failing to observe licensing agreements.

  • Engaging in unauthorized transactions that may incur a cost to the organization or initiate unwanted Internet services or transmissions.

  • Sending or posting messages or material that could damage the organization’s image or reputation.

  • Participating in the viewing or exchange of pornography or obscene materials

  • Attempting to break into the computer system of another organization or person.

  • Refusing to cooperate with a security investigation.

  • Sending or posting chain letters, solicitations or advertisements not related to business purposes or activities.

  • Using the Internet for political causes or activities, religious activities, or any sort of gambling

  • Sending or posting messages that disparage another organization’s products or services.

  • Passing off personal views as representing those of the organization

  • Engaging in any other illegal activities

  • Using USB drives, and or plugging anything into your computer.

Use of Phone and Mail System

Personal use of the telephone for long-distance and toll calls is not permitted.  Employees should use discretion when making local personal calls and may be required to reimburse Xpress Cargo, Inc. for any charges resulting from their personal use of the telephone.  Employees should have no expectation of privacy while using the Company’s telephone system. 

​The mail system is reserved for business purposes only.  You are not permitted to use Company-paid postage for personal correspondence.  Employees should refrain from sending or receiving personal mail at the workplace.  All mail delivered to the Company is presumed to be related to Company business.  Mail sent to you at the Company will be opened by the office and routed to your department.  If you do not wish to have your correspondence handled in this manner, please have it delivered to your home.

​To ensure effective communications, employees should always use the approved signature on all emails sent outside the Company.

Use of Personal Communication Devices

Cell Phones are not allowed to be used on the clock.

​Our Company and management recognize that cell phones and personal communications devices have become valuable tools in managing our professional and personal lives. However, use of these devices in the workplace can raise several issues involving safety, security, and privacy. Therefore, our Company has adopted the following rules regarding the use of personal communication devices in the workplace during working hours.

​•     Cell phones are not allowed to be used at your desk in the office or in the shop while on the clock. Do not use your phone in your work area, you must go to the break room. Except in cases of emergency, employees should conduct personal business during lunch breaks and other rest periods. This includes the use of personal communications devices (including cell phones) for personal business (including personal phone conversations and text messages, personal e-mails, and use of the Internet for personal reasons). Employees should be considerate of their co-workers and keep ring tones and alerts on vibrate or silent while at work. Phone calls made during an employee’s lunch break or rest period should be made away from the employee’s desk or workstation so as not to disturb co-workers. Minimal or incidental use is permitted but must have management approval before use (e.g., child confirming safe arrival at home after school).

​•     When attending a meeting with customers, clients, or co-workers, employees should turn off or silence their cell phones and personal communications devices. Except in extraordinary circumstances (e.g., family emergency), employees may not respond to personal calls during a meeting.

​•     Employees are prohibited from using a device’s camera to take photographs in the workplace. Phones and other devices with cameras or recording capabilities are strictly prohibited in all work areas that contain proprietary information or confidential documents. Camera phones and other devices with photographic or recording capabilities may not be brought into restrooms, locker rooms, or other private areas in the workplace.

•     Making discriminatory or harassing comments to co-workers via any electronic means of communication is prohibited. This includes offensive messages, photos, or images that are sexual in nature or that are offensive to a person based on his or her race, color, religion, national origin, gender, sexual orientation, disability, or any other characteristic protected by federal, state, or local law. Our Company’s policies on professional conduct, discrimination, and harassment apply to all electronic communications to its employees, customers, clients, and vendors. ​

Violation of this policy may result in discipline, up to and including termination of employment. Management will enforce this policy and the first violation of the cell phone policy will result in a written warning. The second time an employee violates this policy the employee will be put on a week’s suspension from work without pay. The third violation will result in termination of employment.

Disciplinary Procedures​

The major purpose of any disciplinary action is to correct the problem, prevent recurrence, and prepare the employee for satisfactory service in the future.  Although employment with the Company is based on mutual consent and both the employee and the Company have the right to terminate employment at will, with or without cause or advance notice, the Company may use progressive discipline at its discretion.  Progressive discipline, however, in no way limits or changes the employment At-Will relationship and both the employee and the Company may end the employment relationship at any time, with or without notice or cause.

​Disciplinary action may call for any of the following four steps: verbal warning, written warning, written notice, suspension without pay, or termination of employment, depending on the severity of the problem and the number of occurrences.  There may be circumstances when one or more steps are bypassed.

​Progressive discipline means that, with respect to most disciplinary problems, these steps will normally be followed: a first offense may call for a verbal warning; the next offense may be followed by a written warning; another offense may be followed by a written notice and lead to a suspension and still another offense may then lead to termination of employment.  The Company recognizes that there are certain types of employee problems that are serious enough to justify either a suspension, or termination of employment, without going through the usual progressive discipline steps.

​While it is impossible to list every type of behavior that may be deemed a serious offense, examples of problems that may result in immediate suspension or termination of employment, include: ​

  • Dishonesty of any type

  • Unauthorized disclosure of Company information

  • Possession of explosives, firearms, knives, or other dangerous weapons on Company property

  • Verbal or physical abuse or other abusive behavior toward employees, customers, or other persons on Company property

  • Use, sale, distribution or possession of illegal drugs or alcohol while on Company business or premises during work hours, including lunch or breaks.

  • Reporting to work in an unfit condition due to use of illegal drugs or alcohol.

  • Falsification of Company records

  • No call, no show for three consecutive scheduled shifts

  • Refusal to cooperate with an investigation of loss, injury, or policy violation.

  • Secret recording (tape, video or otherwise) of an employee or customer unless part of an investigation authorized by Senior Management.

  • Communicating any type of threat toward an employee, customer, or a threat involving Company property or facilities.

  • Violation of the Company’s equal employment opportunity policy or No Harassment policy

  • Personal checks written to the Company returned for insufficient funds in the repayment of a loan.

  • Unproductive behavior, inefficiency and/or negligence in the performance of assigned duties.

  • Failure to notify and receive permission from a Manager before leaving the building unless during assigned breaks and lunch periods.


This list is non-exhaustive and there are other offenses not listed here that may lead to disciplinary action up to and including termination of employment. 

Job and Performance Evaluation

Managers and employees are strongly encouraged to discuss job performance in real time, to meet, maintain, and ultimately exceed performance objectives throughout the year.  A formal written performance evaluation will be conducted at the end of an employee’s initial period of hire, known as the adjustment period.  Additional formal performance evaluations are conducted to provide both supervisors and employees the opportunity to discuss job tasks, identify and correct weaknesses, encourage, and recognize strengths, and to discuss positive, purposeful approaches for meeting goals.   

​Performance evaluations are scheduled approximately every 12 months, to coincide with the date of the employee’s initial review.  Merit-based pay adjustments may be awarded at such a time but are not exclusively tied to the performance evaluation.

Employee Referrals

Xpress Cargo encourages employees to identify friends or acquaintances who are interested in employment opportunities and refer qualified outside applicants for posted jobs.  Employees should obtain permission from the individual before making a referral and make no commitments or oral promises of employment.

​If applicable, employees should submit the referral resume to the Executive Director of Operations for an open position.

Workplace Monitoring

Workplace monitoring may be conducted by Xpress Cargo, Inc. to ensure quality control, employee safety, security, and customer satisfaction.

Employees who regularly communicate with customers may have their telephone conversations monitored or recorded.  Telephone monitoring is used to identify and correct performance problems through targeted training.

​Improved job performance enhances our customers’ image of Xpress Cargo, Inc.as well as their satisfaction with our service.

Computers furnished to employees are the property of Xpress Cargo, Inc. As such, computer usage and files may be monitored or accessed.

Xpress Cargo, Inc. may conduct video surveillance of non-private workplace areas.  Video monitoring is used to identify safety concerns, maintain quality control, detect theft and misconduct, and discourage or prevent acts of harassment and workplace violence.

​Because Xpress Cargo, Inc. is sensitive to the legitimate privacy rights of employees, every effort will be made to guarantee that workplace monitoring is done in an ethical and respectful manner.  However, employees should have no expectation of privacy while using any of the Company’s communication equipment.

Bulletin Boards

Bulletin boards contain important Company information and policies such as employment law posters. Management must approve all postings on the bulletin boards.  Please see Human Resources to obtain approval for bulletin board posting.

Solicitation and Distribution of Literature

​Solicitation and distribution of literature in the workplace can be disruptive and interfere with work.  To avoid disruption to and interference with Xpress Cargo’s operations, the following rules regarding solicitation and distribution of literature have been established and will be strictly enforced: 

1.         Non-employees may not solicit or distribute literature on Xpress Cargo, Inc. premises at any time for any purpose. 

2.         Employees may not solicit or distribute literature during working time for any purpose.  (Working time does not include lunch periods, work breaks or any other periods in which employees are not on duty.) 

3.         Employees may not distribute literature at any time in working areas. 

4.         Employees may not use Company equipment or systems, including but not limited to computers, e-mail, telephones, voicemail, copiers, and fax machines to prepare, send or receive solicitation or literature. 

5.         Employees may not post any literature, articles or solicitations on Company bulletin boards without prior express approval of management.


Violation of this policy may result in disciplinary action, up to and including termination of employment.

Employment Termination

Termination of employment is an inevitable part of Human Resources activity within any organization, and many of the reasons for termination are routine.  Below are examples of some of the most common circumstances under which employment is terminated: ​

  • Resignation – voluntary employment termination initiated by an employee.

  • Discharge – involuntary employment termination initiated by the organization.

  • Layoff – involuntary employment termination initiated by the organization for non-disciplinary reasons.

  • Retirement – voluntary employment termination initiated by the employee meeting criteria for retirement from the organization. 


Xpress Cargo, Inc. will generally schedule exit interviews at the time of a voluntary termination.  The exit interview will afford an opportunity to discuss such issues as employee benefits, repayment of outstanding debts to Xpress Cargo, Inc., or return of Xpress Cargo, Inc. owned property.  Suggestions, complaints, and questions can also be voiced. ​

Should you decide to leave the Company, we ask that you provide your Supervisor with at least a written two (2) weeks advance notice of your departure. Your thoughtfulness will be appreciated. ​

All Company property including, but not limited to, keys, security cards, parking passes, laptop computers, fax machines, uniforms, etc. must be returned at separation. Employees also must return all of the Company’s Confidential Information upon separation. To the extent permitted by law, employees will be required to repay the Company (through payroll deduction, if lawful) for any lost or damaged Company property.

As noted previously, all employees are employed at-will and nothing in this handbook changes that status.

​Return of Company Property

Employees are responsible for all Xpress Cargo, Inc. property, materials, files, keys, equipment, tools or other property issued to them or in their possession or control.

​All Xpress Cargo, Inc. property must be returned by employees on or before their last day of work.  Where permitted by applicable laws, Xpress Cargo, Inc. may withhold from the employee’s check or final paycheck the cost of any items that are not returned when required.  Xpress Cargo, Inc. may also take all action deemed appropriate to recover or protect its property.

Closing Words

This handbook is intended to give you a broad summary of things you should know about Xpress Cargo, Inc. The information in this handbook is general in nature and, should questions arise, any member of management should be consulted for complete details. While we intend to continue the policies, rules and benefits described in this handbook, Xpress Cargo, in its sole discretion, may always amend, add to, delete from or modify the provisions of this handbook and/or change its interpretation of any provision set forth in this handbook. Please do not hesitate to speak to management if you have any questions about the Company or its personnel policies and practices.

Thank you for your compliance to the policies written in this employee manual.




Benefits & Absences




Work Conditions and Hours


Employee Conduct and Discipline


Career Development


Additional Information


End of Employment