Employee Handbook
Diversified Support Services (hereinafter referred to as “DSS”) is a women-owned business specializing in providing a wide range of services, including, but not limited to, clerical/administrative, professional/technical, management support, craft labor and light industrial. These are temporary positions, varying in length of time from days to months; we also supply temp-to-perm personnel to our customers if requested. DSS’s background is primarily supplying services to the utility industry (on a nationwide basis); however, we also supply personnel to private industry, and state, local and federal governments.
All of our non-staff positions are temporary, varying in length according to contract duration. Upon termination, you may be considered for any other positions available at that time or in the future. Our computer will provide listings of qualified personnel for specific jobs and locations. It is very importation that you notify us of any address or phone number changes immediately.
DSS considers our employees our main asset and we match each individual with a position which best suits their qualifications and personal needs. When one assignment ends, we immediately attempt to place them elsewhere. Each employee is evaluated on work performance, attendance and attitude; these evaluations will be taken into consideration prior to re-hire.
The following pages will set forth our procedures, rules and safety information. We encourage all employees to stay in touch with us – maintain an open line of communications in order to keep us abreast of any problems, comments or suggestions you may have. These policies and other information contained in this booklet are subject to change at any time due to business needs. While the company will normally attempt to provide employees with advance notice of any change, the company reserves the right to alter these policies at any time without advance notice.
DSS is an equal opportunity employer and we will not tolerate discrimination against any employee whatsoever as prohibited by law.
Feel free to contact us at any time at either of the following locations:
Scottsdale, AZ Office
3014 N. Hayden Rd., Suite 121
Scottsdale, AZ 85251
Phone: 480-970-0732
Fax: 480-970-0744
Norfolk, VA Office
2720 Ellsmere Ave, Suite 110
Norfolk, VA 23513
Phone: 757-222-1640
Fax: 757-222-1641
DIVERSIFIED SUPPORT SERVICES
CODE OF ETHICS
EMPLOYEE/EMPLOYER PARTNERSHIP
At DSS, each employee is considered to be a valuable asset, to be respected as an individual and as a “team member” and to be treated with dignity. DSS is committed to provide a safe and secure workplace, free from discrimination and harassment. Each employee is encouraged to set goals and work toward achieving them.
We have an “open door” policy that allows employees access to all levels of management. We strive to provide multiple channels for employee and customer feedback, through which everyone can feel free to ask questions, voice concerns and seek resolution to any ethical issue.
DSS strongly prohibits any form of discrimination, harassment or retaliation; we make the fair and equitable treatment of all our employees a primary concern. We take immediate action to address our employees’ or customers’ concerns or complaints in this regard.
Trust is the overall principle at DSS. We recognize that trust is the basis for all business relationships, both with our employees and our customers and those relationships are dependent on a reputation and “track record” of integrity. Our reputation is our strongest asset and must be nurtured and grown.
DSS maintains the highest standards of both professional and personal conduct, complies with all regulations and laws pertinent to its business and maintains a high standard of conduct in all aspects of its business, as well as with its customers, employees and the general public.
DSS maintains the confidentiality of privileged information given to us by our customers or employees.
We recognize the importance of our services and our employees and commit to providing the highest possible level of quality and service to every customer.
ATTENDANCE
You, as our contractor, are an employee of DSS, and as such expected to be a “team player”. It is imperative that we supply our customer with qualified, reliable employees to fill all positions. Therefore, you must make every effort to be prompt, dependable and reliable on every assignment.
Everyone is advised of the hours of each assignment during the initial interview. These hours must be strictly followed unless specifically altered, changed and/or approved by the supervisor. If, for any reason, you are going to be late or need to leave early, you must, if at all possible, advise the supervisor and DSS in advance. In the event of unforeseen or unavoidable problems, such as sickness, car trouble, traffic problems, etc., you, a member of your family, or someone designated by you, must advise DSS and the supervisor as soon as possible.
If it is necessary for you to be absent for a day or longer, you must advise both DSS and your supervisor in advance and you must advise as to your return date. In the case of illness, if you are absent longer than three days, you may be asked to produce a medical note from your physician. If you are given a conditional medical release, the doctor must state what the conditions of the partial release are, and specify any job limitations.
An absence of two consecutive days or longer without contacting your supervisor or DSS will result in termination. Additionally, excessive tardiness can also result in termination.
In cases of serious personal illness or other situations in which advance notice is not possible, notify your supervisor as soon as you are able. A member of your immediate family may, if necessary, fulfill that obligation.
We strongly depend on our employees and, as a member of our team, ask that you represent DSS in a positive, professional manner.
PAYROLL PROCEDURES
DSS processes payroll on a weekly basis – with a Sunday week ending date. We ask that you fax your timesheet to the number designated thereon no later than Monday at Noon; if at all possible, we would prefer receiving it late Friday afternoon prior to leaving the job.
In an effort to communicate to all DSS employees our current policies, procedures, announcements, etc., DSS will notify you by enclosing information with your paycheck.
Payday is every Friday. DSS offers automatic deposit and encourages all employees to use this option; if they do not choose auto deposit, the checks will be mailed to your home address (or any other off-site address so specified by the employee), or, in some cases, may be picked up at site. Late timesheets may result in receiving your check later than Friday or, possibly, the following week. If you choose auto deposit, it will take several cycles before your check is deposited into your account; therefore, you may receive a “live” check for the first several weeks. You will also receive a “non-negotiable” paystub or “pre-note” which will show all information regarding the direct deposit – please carefully review this stub during the first few weeks of employment to determine whether it is a “live” check or the stub as they both look similar. If an employee is terminated, the last paycheck will be distributed according to the instructions that were in effect when the previous pay check was distributed; if the employee normally picks up the paycheck at site, it will be mailed to your address of record.
Upon termination, if a security badge has been issued to you, the badge must be returned to DSS (or the supervisor, if appropriate) before the final check can be issued.
It is imperative that you notify us immediately of any address change or any requested change in deductions or exemptions on your state or federal tax forms. We are not responsible for checks sent to incorrect addresses if we have not been previously advised. W-2s will be mailed to your home address prior to February 1.
Your signature in this Handbook constitutes permission for DSS to make necessary payroll deductions to recapture the costs of any equipment or articles belonging to DSS or our customers which are not returned upon termination, or any damages caused by you to DSS or our customers, or any other non-reimbursable expenses incurred by you.
Please direct any questions or changes to Gail Kellington in the Norfolk, Virginia office or Cathy Chiang at the Scottsdale, Arizona office.
FMLA POLICIES FOR CONTRACT EMPLOYEES
The Family and Medical Leave Act of 1993 requires private sector employers of 50 or more employees to provide up to 12 weeks of unpaid, job-protected leave to “eligible” employees for certain family and medical reasons. The following policy and procedures will address this issue.
ELIGIBILITY: You are eligible if you have been employed by DSS for at least 12 months and during that period, have worked a minimum of 1250 hours, and if there are at least 50 employees within 75 miles of the work site.
REASONS FOR TAKING LEAVE:
1. To care for your child after birth, or placement for adoption or foster care with you.
2. To care for your spouse, son, daughter, or parent, who has a serious health condition.
3. For a serious health condition that makes you unable to perform the functions of your position. “Serious health condition” is defined as an illness, injury, impairment, physical or mental condition that involves inpatient care in a hospital, hospice or residential medical care facility, or continuing treatment by a health care provider. (Department of Labor guidelines will be used.)
ADVANCE NOTICE AND MEDICAL CERTIFICATION: You are expected to provide at least 30 days advance notice, preferably in writing, when the Leave is “foreseeable”. Before you begin your FMLA leave, you must give your DSS supervisor an address and telephone number where you can be contacted during the leave period.
You may be required to provide medical certification to support a request for leave due to a serious health condition and may also be required to provide a second or third opinion (at the Company’s expense) and a fitness for duty report to return to work. If medical certification is not provided within 15 days of the notice, FMLA leave may be delayed or denied. Additionally, you are required to make a reasonable effort to schedule any medical treatment so as not to unduly disrupt the operations of the Company, subject to the approval of your health care provider. You must also inform DSS monthly as to your status and expected return date.
DURATION OF LEAVE: You are entitled to 12 workweeks of leave during any 12-month period. This 12-month period begins when you start your first leave and is not necessarily a calendar year. In the case of leave for birth or adoption, the 12-month period begins to run at the date of birth or adoption.
You may take leave intermittently or on a reduced schedule if it is medically necessary for you or your family member. Leave can also be taken in minimum increments of l hour. You may be asked, at the Company’s discretion, to fill a different position in order to aid in scheduling and work load. However, this position will provide similar pay and benefits as the position you would normally fill.
COMPENSATION: The Act does not require an employer to pay the employee during periods of leave. You will be required to substitute earned paid vacation for unpaid time during the 12-week leave period.
CONTINUATION OF BENEFITS DURING LEAVE: If you have group coverage at the time of your leave, DSS will maintain your insurance coverage under our existing group plan. However, you will still be responsible for your portion of the monthly premiums. These premiums must be paid by the 30th of the month preceding the month of coverage. You will have a 30-day grace period before your coverage will be terminated due to lapse of premium payments.
If you return to work and your insurance has been terminated due to lapse of premium payments, your insurance will be reinstated on your actual return date. All waiting periods and pre-existing condition clauses will be waived.
If you do not return to work after the leave period, DSS reserves the right to recover the premiums paid by the Company for your insurance.
All other benefits accrued prior to your Leave period will remain in place. You will not accrue hours toward holiday, vacation or insurance eligibility while you are on Leave. Your current hours will remain frozen until you return to work. You will not be paid holiday pay during your unpaid Leave period.
JOB PROTECTION: Upon your return from Leave, you are entitled to be restored to the position held when the Leave commenced, or to a similar position with equivalent benefits, compensation, and other terms and conditions of employment.
You have no greater right to reinstatement or benefits than if you had been continuously employed during the Leave period. Example: If your position is eliminated during your Leave period, DSS is not required to restore your employment and benefits.
If your position is eliminated while you are on Leave, your DSS supervisor will attempt to notify you by telephone. You will also be notified in writing of the date of termination of the position and existing benefits. You will be informed as to how to continue insurance coverage under COBRA.
E-MAIL/INTERNET POLICIES
DSS has established a policy with regard to access and disclosure of electronic mail messages created, sent or received by company employees using the company’s (or it’s customer’s) electronic mail system. The company intends to honor the policies set forth below, but must reserve the right to change them at any time as may be required under the circumstances.