Employee Handbook
Section 3: Compensation
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.
Pay
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.
Overtime:
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:
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Full day absences for personal reasons.
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Full day absences for sickness or disability, where you have been exhausted or have not yet accrued enough leave time.
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Full week disciplinary suspension for infractions of written Company policies and procedures.
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To offset amounts received as payment for jury and witness fees or military pay.
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Family and Medical Leave absences (either full or partial day absences).
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The first or last week of employment in the event you work less than a full week.
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Employee portions of health, dental, life insurance premiums or other such benefits.
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State, federal, and local taxes.
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Contributions to a 401(k) or other savings or pension plan.
our salary will not be reduced for any of the following reasons:
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Partial day absences for personal reasons, sickness, or disability.
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Absences for jury duty, attendance as a witness or military leave in any week in which you performed any work.
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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:
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Airfare or train fare for travel in coach or economy class or the lowest available fare.
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Car rental fees, only for compact or mid-sized cars.
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Fares for shuttle or airport bus service, where available; costs of public transportation for other ground travel.
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Taxi fares, only when there is no less expensive alternative.
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Cost of standard accommodation in low to mid-priced hotels, motels, or similar lodgings.
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Cost of meals, no more lavish than would be eaten at the employee’s own expense.
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Tips not exceeding 15% of the total cost of a meal or 10% of a taxi fare.
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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.