Section 5: Employee Conduct and Discipline
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 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
Smoking inside a Company facility, or vehicle
Unauthorized presence on Company premises while off duty
Misuse of Company facilities, equipment, or other property
Attendance & Punctuality
Purpose of policy:
The Company always expects all of 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 regard 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 will be out of work due to illness or due 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 to 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 and possibly including termination of employment. The first no call/no show will result in a written warning. The second occurance of a no call/no show violation will result in a second written warning and a three-day suspension without pay. If there is a third occurance of a no call/no show or if you are absent without notice for three 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.
Managers are responsible for monitoring their employees’ performance which includes attendance at work. Managers must communicate work schedules to their employees and monitor their employee’s arrival and departures as it pertains to meeting the requirements of the employees’ job responsibilities.
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 direction. 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.
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.
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.
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.
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 programs and codes
Labor relations strategies
Pending projects and proposals
Research and development strategies
CONFLICT OF INTEREST
Xpress Cargo, Inc. 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 into 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 in a position 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 in order to welcome our customers, vendors and other visitors into 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 in order 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 is 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 in regard to 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 damages, 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.
In keeping with Xpress Cargo, Inc. intent to provide a safe and healthful work environment, smoking and vaping is prohibited within the workplace. Smoking and vaping is 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 is part of the official records of Xpress Cargo, Inc., and as such, is 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 of 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. 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 use at your desk in the office while on the clock. When off 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 suspension from work without pay. The third violation will result in termination of employment.
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, inefficient 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 in non-exhaustive and there are other offenses not listed here that may lead to disciplinary action up to and including termination of employment.