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1 Associate Handbook SEI/Aaron’s, Inc. 3108 Piedmont Road, Suite 202 Atlanta, GA 30305 Phone: 404-495-9707 Fax: 877-538-8026
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Associate Handbook
SEI/Aaron’s, Inc. 3108 Piedmont Road, Suite 202 Atlanta, GA 30305 Phone: 404-495-9707 Fax: 877-538-8026
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Welcome
Welcome to SEI/Aaron’s! SEI/Aaron’s has been making dreams come true for its associates and customers since 1995. We’ve won Aaron’s Franchise of the Year award and have been named to the Inc. 500 list as one of the fastest-growing companies in the U.S. We are most proud of the achievements of our associates and our relationships with the customers who choose to shop with us. We believe outstanding people are the key to our success. SEI/Aaron’s has established itself as a leader in providing the highest quality products and services, and we are pleased to have you with us and hope that you find your new position rewarding and challenging.
At SEI/Aaron’s, we create an exciting, challenging and rewarding work environment that allows you to
flourish. We have four core values that are our guiding standard:
1. A reputation for quality, integrity and responsibility. 2. Treating our associates and our customers as we would want to be treated. 3. Development of an outstanding leadership team. 4. Planned financial growth.
As a dynamic company, we offer many career opportunities. We want you to build a long and successful
association with SEI/Aaron’s and be a happy and productive member of our team. Through your
dedication, creativity, perseverance and efforts, our company will continue to grow.
Once again, welcome to SEI/Aaron’s and our best wishes for success!
Sincerely,
Dave Edwards President and COO SEI/Aaron’s, Inc. Chas Smithgall IV CEO SEI/Aaron’s, Inc.
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Introductory Statement
This handbook has been prepared to provide our associates with a general understanding of our personnel policies, work rules and benefits. All associates are responsible for becoming familiar with our policies and procedures. If you have any questions regarding the material in the handbook, please contact your supervisor or any other member of management for clarification.
The handbook should not be construed as an employment contract or agreement for employment for any specified period of time. We reserve the right to make changes to these policies at any time. When changes are necessary, we will provide you with amended pages for your handbook.
Each associate is an associate of SEI/Aaron’s. Each location is individually owned and operated by SEI/Aaron’s., Inc., and is a franchise operator of Aaron Rents, Inc.
Introductory Period
I understand that upon my conditional hire by SEI/Aaron's, I am considered to be on a probationary period based on the laws provided by the state in which I reside. In such a case that no law is in effect, the Company policy of sixty (60) days will apply.
During this probationary period I understand that I will be evaluated by my supervisor on my job performance and overall fit for this role.
I also understand that satisfactory results of a drug screen, background check and driving record (if applicable to the job) are required as part of my conditional employment. SEI/Aaron's, reserves the right to terminate employment for any reason during this probationary period.
After completing the probationary period, my continued employment will be determined by my job performance and adherence to the company's policies and code of conduct.
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Employment Policies & Procedures
ADA Accommodation
To comply with applicable laws ensuring equal employment opportunities for persons with disabilities, SEI/Aaron’s will make reasonable accommodations for the known physical or mental disability of an applicant or an employee, unless undue hardship for the Company would result.
Any applicant or employee who requires such an accommodation in order to perform the essential functions of the job or participate in the interview process should contact Kate Gorton at 860-528-0345 to request such an accommodation. The individual with the disability should specify the accommodation he/she needs. The Company will discuss the matter with the individual and, if necessary, further investigate and identify any barriers to equal employment opportunity and possible accommodations.
If the accommodation requested by the applicant or employee is reasonable and will not impose an undue hardship, the Company will make the accommodation. If more than one reasonable accommodation exists, the Company has the right to determine the specific accommodation that will be provided.SEI/Aaron's is also committed to not discriminating against any qualified associate or applicant because the person is related to or associated with a person with a disability. SEI/Aaron's will follow any state or local law that gives more protection to a person with a disability than the ADA gives. SEI/Aaron's is committed to taking all other actions that are necessary to ensure equal employment opportunity for persons with disabilities in accordance with the ADA and any other applicable federal, state, and local laws.
Employment-At-Will
Employment with the Company is at-will which means the employment relationship may be terminated with or without cause and with or without notice at any time by you or the Company. In addition, the Company may alter an associate's position, duties, title or compensation at any time, with or without notice and with or without cause. Nothing in this Handbook or in any document or statement and nothing implied from any course of conduct shall limit the Company's or associate's right to terminate employment at-will.
Right to Work
The "Right to Work" means that an associate cannot be compelled to join or pay the equivalent of dues to a union, nor can the associate be fired if he or she joins the union. In other words, the associate has the right to work, regardless of whether he or she is a member or financial contributor to such a union. We believe that the work conditions, wages, and benefits we offer to SEI/Aaron's associates are competitive with those offered by other employers in this area and in this industry. If you have concerns about work conditions or compensation, we strongly encourage you to express these concerns openly and directly to your supervisor.
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Our experience has shown that when associates deal openly and directly with management, the work environment can be excellent, communications can be clear, and attitudes can be positive. We believe that SEI/Aaron's fully demonstrates its commitment to associates by responding effectively to associate concerns.
E-Verify
E-Verify is to be used only after an offer of employment has been made and we utilize the E-Verify System to ensure that every associate in the workforce is authorized to work in the United States. SEI/Aaron's is committed to employing only people who are United States citizens or who are aliens legally authorized to work in the United States in accordance with the Immigration Reform and Control Act of 1986. We do not illegally discriminate because of a person's citizenship or national origin. Every new associate at SEI/Aaron's is required to complete the Employment Eligibility Verification Form I-9 and show documents that prove identity and employment eligibility. SEI/Aaron's follows federal and state requirements and utilizes E-Verify to provide further eligibility verification of employment. If E-Verify does not confirm eligibility, SEI/Aaron's will notify the associate as required by law. If you leave SEI/Aaron's and are rehired, you must complete another Form I-9 if the previous I-9 with SEI/Aaron's is more than three years old; if the original I-9 is not accurate; or if we no longer have the original I-9. If you have questions or want information on the immigration laws, contact the Director, Risk Management & Compliance. Retaliation of any form is against the law and if you ask questions or want to complain about the immigration law compliance policy, you will not be punished in any way.
Non-Disclosure
It is very important to SEI/Aaron's that we protect our confidential business information and trade secrets. Confidential information includes, but is not limited to the following: 1. Compensation/Payroll Data
2. Customer Lists
3. Financial Data and Information You may be asked to sign a non-disclosure agreement as a condition of your employment. If you improperly use or disclose a trade secret or confidential business information, you will be subject to disciplinary action, up to and including termination of employment.
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Background Checks
To ensure that individuals who join the Company are well qualified and to ensure that SEI/Aaron's maintains a safe and productive work environment, it is our policy to conduct pre-employment background checks on all applicants who accept an offer of employment. Background checks may include verification of any information on the applicant's resume or application form.
All offers of employment are conditioned on receipt of a background check report that is acceptable to SEI/Aaron's. All background checks are conducted in conformity with the Federal Fair Credit Reporting Act, the Americans with Disabilities Act, and state and federal privacy and antidiscrimination laws. Reports are kept confidential and are only viewed by individuals involved in the hiring process.
Additional checks such as a driving record may be made on applicants for particular job categories if appropriate and job related.
When a criminal history record check is required, the internal or external applicant for the position must authorize in writing this background investigation. The company will inquire only about convictions and probation status, if any, and not about arrests unless required by applicable laws.
The following factors will be considered for those applicants with a criminal history in determining whether to hire the external applicant or transfer or promote the internal applicant: the nature of the crime and its relationship to the position; the time since the conviction; the number (if more than one) of convictions; and whether hiring, transferring or promoting the applicant would pose an unreasonable risk to the business. If any applicant is found to have falsified any information regarding conviction history, the applicant will not be considered for employment. If an associate seeking a transfer or promotion to a position requiring a criminal history record check is found to have falsified any information regarding conviction history, the associate may be immediately discharged.
Note: The U.S. Equal Employment Opportunity Commission approved guidance on employer use of criminal background checks. The EEOC guidance does not prohibit employers from considering criminal information during the hiring process. However, it does require employers to take new steps to prevent discrimination under Title VII of the Civil Rights Act of 1964.
SEI/Aaron's also reserves the right to conduct a background check for current associates to determine eligibility for promotion or reassignment in the same manner as described above.
Criminal History Check Policy
SEI/Aaron's requires a criminal check for all full-time and part-time internal associates upon hire once a conditional offer of employment has been extended by the hiring manager.
Although a disqualification is possible, in accordance with federal and state laws, a previous conviction does not automatically disqualify an applicant from consideration for employment with SEI/Aaron's. Depending on a variety of factors (for example, the nature of the position, the nature of the conviction, age of the candidate when the illegal activity occurred), the candidate may still be eligible for employment with SEI/Aaron's.
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However, if an applicant attempts to withhold information or falsify information pertaining to previous convictions, the associate will be disqualified from further employment consideration in any position with the company due to falsification of an application.
An offer of employment may be extended to an applicant prior to the completion of the background check. However, the continuation of employment is contingent upon satisfactory results of the background and criminal conviction check.
Work Place Bullying
The purpose of this policy is to communicate to all associates, including supervisors, managers and executives, that SEI/Aaron's will not in any instance tolerate bullying behavior. Associates found in violation of this policy will be disciplined, up to and including termination.
SEI/Aaron's defines bullying as repeated inappropriate behavior, either direct or indirect, whether verbal, physical or otherwise, conducted by one or more persons against another or others, at the place of work and/or in the course of employment. Such behavior violates the Company’s Code of Ethics, which clearly states that all associates will be treated with dignity and respect.
Bullying may be intentional or unintentional. However, it must be noted that when an allegation of bullying is made, the intention of the alleged bully is irrelevant, and will not be given consideration when meting out discipline. As in sexual harassment, it is the effect of the behavior on the individual that is important.
Discipline/Corrective Action Policy
Violation of Company policies and rules may warrant disciplinary action. The Company may, in its sole discretion, utilize whatever form of discipline is deemed appropriate under the circumstances, up to, and including, termination of employment. The Company's policy of discipline in no way limits or alters the at-will employment relationship.
Reference Checks
To ensure that individuals who join SEI/Aaron’s meet the company qualifications and have strong
potential to be productive and successful, we may request that candidates submit references during the
course of the hiring process. If someone wants to verify your income or employment status with us,
they may do so through a third party company we use for employment verification called The Work
Number. This can be done by going to theworknumber.com. Our employer code is 16904, if the verifier
is having difficulties with the employer number please have them call 1-866-604-6572 to have the
verification completed.
If the verifier is not set up to use theworknumber.com, please fax all verifications to the payroll
department at 404-835-5709. This information is only for employment verifications for SEI/Aaron’s
associates.
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Equal Employment Opportunity
SEI/Aaron's adheres to all federal, state and local laws regarding equal employment opportunity that make it illegal to discriminate against a job applicant or an associate because of the person's race, color, religion, sex (including pregnancy), national origin, age (40 or older), disability or genetic information. It is also illegal to discriminate against a person because the person complained about discrimination, filed a charge of discrimination, or participated in an employment discrimination investigation or lawsuit.
We provide equal opportunities for all associates and applicants for employment without regard to any service, past, present, or future, in the uniformed services of the United States. It is the responsibility of everyone in management to ensure that equal consideration be given to all applicants and associates in personnel actions, which include recruiting and hiring, selection for training, promotion, demotion, discipline, rates of pay or other compensation, transfer, layoff, recalls, and terminations.
Harassment (Anti-Harassment)
SEI/Aaron's provides equal employment opportunity to all associates and applicants. This means that all employment decisions, including hiring, placement, discipline, promotion, leave of absence, job assignment, compensation, transfer, layoff, recall, and termination and access to benefits and training, are made without regard to race, color, creed, religion, sex, sexual orientation, alienage, citizenship status, marital status, status as a Vietnam era veteran, national origin, age, handicap, disability, or any other characteristic protected by federal, state, and/or local law.
Equal employment opportunity also encompasses SEI/Aaron's's commitment to maintaining a work environment that is free of unlawful discrimination and harassment. In furtherance of this commitment, associates are not to display or electronically send pictures, cartoons, posters, e-mail, or jokes that may reasonably be deemed offensive because of race, color, religion, sex, sexual orientation, alienage, citizenship status, marital status, status as a Vietnam era veteran, national origin, age, handicap, disability or any other characteristic protected by federal, state, and/or local law. Similarly, associates are not to make comments, jokes, epithets, pranks, innuendos, gestures, touching, nor to engage in any other form of conduct, that may reasonably be deemed offensive because of race, color, religion, sex, sexual orientation, alienage, citizenship status, marital status, status as a Vietnam era veteran, national origin, age, handicap, disability or any other characteristic protected by federal, state, and/or local law.
Sexual harassment is a form of unlawful harassment that is based on an individual’s sex or is of a sexual nature. It includes, but is not limited to, the types of prohibited harassment identified above, as well as unwelcome sexual advances, requests for sexual favors, and/or other verbal or physical conduct. Such conduct constitutes sexual harassment when any of the following occur or are present: (1) submission to such conduct is made either explicitly or implicitly a term or condition of employment; (2) submitting to or rejection of such conduct is used as the basis for employment decisions; and/or (3) such conduct has the purpose or effect of unreasonably interfering with an individual’s work performance or creates an intimidating, hostile or offensive working environment. All unlawful harassment, including sexual harassment, is strictly prohibited.
The prohibitions above include discrimination and harassment in any workplace context, including conferences, meetings, social events, and work-related activities and trips. These prohibitions include unlawful harassment and discrimination from or towards managers, co-workers and other associates as
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well as non-associates with whom SEI/Aaron's has a business or professional relationship, including but not limited to vendors, visitors, customers, clients, etc..
If you believe that you have been subjected to or witnessed offensive, hostile or any other conduct in violation of this policy, or if you believe that you have been subjected to unlawful discrimination in the terms or conditions of your employment, you must immediately report the matter as follows:
Reporting Complaints of discrimination or harassment
SEI/Aaron's encourages and expects every associate to report incidents of discrimination or harassment,
whether they are directly involved or are merely a witness. If any associate believes that he or she is
being discriminated against or harassed or has been subjected to discrimination or harassment by a
coworker, supervisor or other individual at the workplace, or believes that his or her employment is
being or has been adversely affected by such conduct, or believes that he or she has witnessed such
conduct, the associate should report the concerns (orally or in writing) IMMEDIATELY to his or her
General Manager, District or Regional Manager or the Associate Resources contact Kate Gorton at 860-
528-0345, or [email protected].
Once the matter has been reported, a prompt investigation will be conducted and, to the extent that it does not compromise the integrity of the investigation, confidentiality will be maintained concerning the allegations. Should the investigation establish that an individual has engaged in conduct prohibited under this Policy, disciplinary action warranted by the results of the investigation will be taken against the offending associate(s). To be clear, any associate found to be engaging in conduct prohibited under this Policy will be subject to discipline.
Associates who fail to cooperate with an investigation, or who knowingly provide false information in connection with a complaint or an investigation, will be subject to discipline, up to and including termination of employment.
Prohibition Against Retaliation
SEI/Aaron's prohibits and will not tolerate any form of retaliation against an associate who has filed a complaint in good faith or an associate who, in good faith, has cooperated or participated in an investigation of a complaint. If you have filed a complaint, or have participated in an investigation, and believe that you are being or have been retaliated against, you MUST immediately report this matter to one of the persons mentioned above in the sub-section titled “Reporting Complaints of Discrimination or Harassment.”
If you believe that you have been subjected to discrimination because of your race, color, religion, sex, sexual orientation, alienage, citizenship status, marital status, status as a Vietnam era veteran, national origin, age, handicap, disability, or any other characteristic protected by federal, state and/or local law, or if you believe that you have been retaliated against for complaining about discrimination or participating in an investigation, it is your responsibility as an associate to utilize the complaint procedure established in this Policy for the purposes of preventing and correcting this unacceptable workplace behavior.
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Concerns should be reported (orally or in writing) IMMEDIATELY to your General Manager, District or
Regional Manager, or the Associate Resource contact at 860-528-0345, or [email protected].
Affirmative Action
As part of the company's equal employment opportunity policy, the Company will take affirmative action as called for by applicable laws and Executive Orders to ensure that minority group individuals, females, disabled veterans, recently separated veterans, other protected veterans, Armed Forces service medal veterans, and qualified disabled persons are introduced into our workforce and considered for promotional opportunities.
Associates and applicants shall not be subjected to harassment, intimidation or any type of retaliation because they have (1) filed a complaint; (2) assisted or participated in an investigation, compliance review, hearing or any other activity related to the administration of any federal, state or local law requiring equal employment opportunity; (3) opposed any act or practice made unlawful by any federal, state or local law requiring equal opportunity; or (4) exercised any other legal right protected by federal, state or local law requiring equal opportunity.
It is the responsibility of each supervisor of the company to ensure affirmative implementation of these policies to avoid any discrimination in employment. All associates are expected to recognize these policies and cooperate with their implementation. Violation of these policies will not be tolerated.
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Leave of Absence
Our Company will comply with the Family and Medical Leave Act implementing Regulations as revised effective February 2013. The company posts the mandatory FMLA Notice and upon hire provides all new associates with notices required by the U.S. Department of Labor (DOL) on Associate Rights and Responsibilities under the Family and Medical Leave Act.
The function of this policy is to provide associates with a general description of their FMLA rights. In the event of any conflict between this policy and the applicable law, associates will be afforded all rights required by law.
If you have any questions, concerns, or disputes with this policy, you must contact your immediate supervisor or the HR Department in writing.
A. General Provisions
Under this policy, the Company will grant up to 12 weeks (or up to 26 weeks of military caregiver leave to care for a covered service member with a serious injury or illness) during a 12-month period to eligible associates. The leave may be paid, unpaid or a combination of paid and unpaid leave, depending on the circumstances of the leave and as specified in this policy.
B. Eligibility
To qualify to take family or medical leave under this policy, the associate must meet all of the following conditions:
1) The associate must have worked for the company for 12 months or 52 weeks. The 12 months or 52 weeks need not have been consecutive. Separate periods of employment will be counted, provided that the break in service does not exceed seven years. Separate periods of employment will be counted if the break in service exceeds seven years due to National Guard or Reserve military service obligations or when there is a written agreement, including a collective bargaining agreement, stating the employer’s intention to rehire the associate after the service break. For eligibility purposes, an associate will be considered to have been employed for an entire week even if the associate was on the payroll for only part of a week or if the associate is on leave during the week.
2) The associate must have worked at least 1,250 hours during the 12-month period immediately before the date when the leave is requested to commence. The principles established under the Fair Labor Standards Act (FLSA) determine the number of hours worked by an associate. The FLSA does not include time spent on paid or unpaid leave as hours worked. Consequently, these hours of leave should not be counted in determining the 1,250 hours eligibility test for an associate under FMLA.
3) The associate must work in a worksite where 50 or more associates are employed by the company within 75 miles of that office or worksite. The distance is to be calculated by using available transportation by the most direct route.
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C. Type of Leave Covered
To qualify as FMLA leave under this policy, the associate must be taking leave for one of the reasons listed below:
1) The birth of a child and in order to care for that child.
2) The placement of a child for adoption or foster care and to care for the newly placed child.
3) To care for a spouse, child or parent with a serious health condition (described below).
4) The serious health condition (described below) of the associate.
An associate may take leave because of a serious health condition that makes the associate unable to perform the functions of the associate's position.
A serious health condition is defined as a condition that requires inpatient care at a hospital, hospice or residential medical care facility, including any period of incapacity or any subsequent treatment in connection with such inpatient care or a condition that requires continuing care by a licensed health care provider.
This policy covers illnesses of a serious and long-term nature, resulting in recurring or lengthy absences. Generally, a chronic or long-term health condition that would result in a period of three consecutive days of incapacity with the first visit to the health care provider within seven days of the onset of the incapacity and a second visit within 30 days of the incapacity would be considered a serious health condition. For chronic conditions requiring periodic health care visits for treatment, such visits must take place at least twice a year.
Associates with questions about what illnesses are covered under this FMLA policy may call1.888.84.Cigna(24462)or1.866.562.8421(Espanol).
A Cigna representative is available to help you between 7:00 am and 7:00 pmCST.
If an associate takes paid sick leave for a condition that progresses into a serious health condition and the associate requests unpaid leave as provided under this policy, the company may designate all or some portion of related leave taken as leave under this policy, to the extent that the earlier leave meets the necessary qualifications.
4) Qualifying exigency leave for families of members of the National Guard or Reserves or of a regular component of the Armed Forces when the covered military member is on covered active duty or called to covered active duty.
An associate whose spouse, son, daughter or parent either has been notified of an impending call or order to covered active military duty or who is already on covered active duty may take up to 12 weeks of leave for reasons related to or affected by the family member’s call-up or service. The qualifying exigency must be one of the following:
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(1) short-notice deployment; (2) military events and activities; 3) child care and school activities; (4) financial and legal arrangements; 5) counseling; 6) rest and recuperation; (7) post-deployment activities; and 8) additional activities that arise out of active duty, provided that the employer and associate agree, including agreement on timing and duration of the leave.
(a) Eligible associates are entitled to FMLA leave to care for a current member of the Armed Forces, including a member of the National Guard or Reserves, or a member of the Armed Forces, the National Guard or Reserves who is on the temporary disability retired list, who has a serious injury or illness incurred in the line of duty on active duty for which he or she is undergoing medical treatment, recuperation, or therapy; or otherwise in outpatient status; or otherwise on the temporary disability retired list. Eligible associates may not take leave under this provision to care for former members of the Armed Forces, former members of the National Guard and Reserves, and members on the permanent disability retired list.
(b) In order to care for a covered servicemember, an eligible associate must be the spouse, son, daughter, or parent, or next of kin of a covered servicemember.
(1) A "son or daughter of a covered servicemember" means the covered servicemember's biological, adopted, or foster child, stepchild, legal ward, or a child for whom the covered servicemember stood in loco parentis, and who is of any age.
(2) A "parent of a covered servicemember" means a covered servicemember's biological, adoptive, step or foster father or mother, or any other individual who stood in loco parentis to the covered servicemember. This term does not include parents "in law".
(3) Under the FMLA, a "spouse" means a husband or wife as defined under the law in the state where the associate resides.
(5) The "next of kin of a covered servicemember" is the nearest blood relative, other than the covered servicemember's spouse, parent, son, or daughter, in the following order of priority: blood relatives who have been granted legal custody of the servicemember by court decree or statutory provisions, brothers and sisters, grandparents, aunts and uncles, and first cousins, unless the covered servicemember has specifically designated in writing another blood relative as his or her nearest blood relative for purposes of military caregiver leave under the FMLA. When no such designation is made, and there are multiple family members with the same level of relationship to the covered servicemember, all such family members shall be considered the covered servicemember's next of kin and may take FMLA leave to provide care to the covered servicemember, either consecutively or simultaneously. When such designation has been made, the designated individual shall be deemed to be the covered servicemember's only next of kin. For example, if a covered servicemember has three siblings and has not designated a blood relative to provide care, all three siblings would be considered the covered servicemember's next of kin. Alternatively, where a covered servicemember has a sibling(s) and designates a cousin as his or her next of kin for FMLA purposes, then only the designated cousin is eligible as the covered servicemember's next of kin. An employer is permitted to require an associate to provide confirmation of covered family relationship to the covered servicemember.
"Covered active duty" means:
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(a) "Covered active duty" for members of a regular component of the Armed Forces means duty during deployment of the member with the Armed Forces to a foreign country.
(b) "Covered active duty" for members of the reserve components of the Armed Forces (members of the U.S. National Guard and Reserves) means duty during deployment of the member with the Armed Forces to a foreign country under a call or order to active duty in a contingency operation. (c) in the case of a member of a regular component of the Armed Forces, duty during the deployment of the member with the Armed Forces to a foreign country; and
The leave may commence as soon as the individual receives the call-up notice. (Son or daughter for this type of FMLA leave is defined the same as for child for other types of FMLA leave except that the person does not have to be a minor.) This type of leave would be counted toward the associate's 12-week maximum of FMLA leave in a 12-month period.
(6) Military caregiver leave (also known as covered servicemember leave) to care for an injured or ill servicemember or veteran.
An associate whose son, daughter, parent or next of kin is a covered servicemember may take up to 26 weeks in a single 12-month period to take care of leave to care for that servicemember.
Next of kin is defined as the closest blood relative of the injured or recovering servicemember.
The term "covered service member” means:
(a) a member of the Armed Forces (including a member of the National Guard or Reserves) who is undergoing medical treatment, recuperation, or therapy, is otherwise in outpatient status, or is otherwise on the temporary disability retired list, for a serious injury or illness; or
(b) a veteran who is undergoing medical treatment, recuperation, or therapy, for a serious injury or illness and who was a member of the Armed Forces (including a member of the National Guard or Reserves) at any time during the period of 5 years preceding the date on which the veteran undergoes that medical treatment, recuperation, or therapy.
The term "serious injury or illness" means:
(a) in the case of a member of the Armed Forces (including a member of the National Guard or Reserves), means an injury or illness that was incurred by the member in line of duty on active duty in the Armed Forces (or existed before the beginning of the member’s active duty and was aggravated by service in line of duty on active duty in the Armed Forces) and that may render the member medically unfit to perform the duties of the member's office, grade, rank, or rating; and
(b) in the case of a veteran who was a member of the Armed Forces (including a member of the National Guard or Reserves) at any time during a period when the person was a covered servicemember, means a qualifying (as defined by the Secretary of Labor) injury or illness incurred by a covered servicemember in the line of duty on active duty that may render the servicemember medically unfit to perform the duties of his or her office, grade, rank or rating.
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(c) Outpatient status, with respect to a covered servicemember, means the status of a member of the Armed Forces assigned to either a military medical treatment facility as an outpatient; or a unit established for the purpose of providing command and control of members of the Armed Forces receiving medical care as outpatients.
D. Amount of Leave
An eligible associate can take up to 12 weeks for the FMLA circumstances (1) through (5) above under this policy during any 12-month period. The company will measure the 12-month period as a rolling 12-month period measured backward from the date an associate uses any leave under this policy. Each time an associate takes leave, the company will compute the amount of leave the associate has taken under this policy in the last 12 months and subtract it from the 12 weeks of available leave, and the balance remaining is the amount the associate is entitled to take at that time.
An eligible associate can take up to 26 weeks for the FMLA circumstance (6) above (military caregiver leave) during a single 12-month period. For this military caregiver leave, the company will measure the 12-month period as a rolling 12-month period measured forward. FMLA leave already taken for other FMLA circumstances will be deducted from the total of 26 weeks available.
If a husband and wife both work for the company and each wishes to take leave for the birth of a child, adoption or placement of a child in foster care, or to care for a parent (but not a parent "in-law") with a serious health condition, the husband and wife may only take a combined total of 12 weeks of leave. If a husband and wife both work for the company and each wishes to take leave to care for a covered injured or ill servicemember, the husband and wife may only take a combined total of 26 weeks of leave.
E. Associate Status and Benefits During Leave
While an associate is on leave, the company will continue the associate's health benefits during the leave period at the same level and under the same conditions as if the associate had continued to work.
If the associate chooses not to return to work for reasons other than a continued serious health condition of the associate or the associate's family member or a circumstance beyond the associate's control, the company will require the associate to reimburse the company the amount it paid for the associate's health insurance premium during the leave period.
Under current company policy, the associate pays a portion of the health care premium. While on paid leave, the employer will continue to make payroll deductions to collect the associate's share of the premium. While on unpaid leave, the associate must continue to make this payment. The payment must be received in the Accounting Department by the day of each month. If the payment is more than 30 days late, the associate's health care coverage may be dropped for the duration of the leave. The employer will provide 15 days' notification prior to the associate's loss of coverage.
If the associate contributes to a life insurance or disability plan, the employer will continue making payroll deductions while the associate is on paid leave. While the associate is on unpaid leave, the associate may request continuation of such benefits and pay his or her portion of the premiums, or the employer may elect to maintain such benefits during the leave and pay the associate's share of the premium payments. If the associate does not continue these payments, the employer may discontinue
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coverage during the leave. If the employer maintains coverage, the employer may recover the costs incurred for paying the associate's share of any premiums, whether or not the associate returns to work.
F. Associate Status After Leave
An associate who takes leave under this policy may be asked to provide a fitness for duty (FFD) clearance from the health care provider. This requirement will be included in the employer’s response to the FMLA request. Generally, an associate who takes FMLA leave will be able to return to the same position or a position with equivalent status, pay, benefits and other employment terms. The position will be the same or one which is virtually identical in terms of pay, benefits and working conditions. The company may choose to exempt certain key associates from this requirement and not return them to the same or similar position.
G. Use of Paid and Unpaid Leave
An associate who is taking FMLA leave because of the associate's own serious health condition or the serious health condition of a family member must use all paid vacation, personal or sick leave prior to being eligible for unpaid leave. Sick leave may be run concurrently with FMLA leave if the reason for the FMLA leave is covered by the established sick leave policy.
Disability leave for the birth of the child and for an associate's serious health condition, including workers' compensation leave (to the extent that it qualifies), will be designated as FMLA leave and will run concurrently with FMLA. For example, if an employer provides six weeks of pregnancy disability leave, the six weeks will be designated as FMLA leave and counted toward the associate's 12-week entitlement. The associate may then be required to substitute accrued (or earned) paid leave as appropriate before being eligible for unpaid leave for what remains of the 12-week entitlement. An associate who is taking leave for the adoption or foster care of a child must use all paid vacation, personal or family leave prior to being eligible for unpaid leave.
An associate who is using military FMLA leave for a qualifying exigency must use all paid vacation and personal leave prior to being eligible for unpaid leave. An associate using FMLA military caregiver leave must also use all paid vacation, personal leave or sick leave (as long as the reason for the absence is covered by the company’s sick leave policy) prior to being eligible for unpaid leave.
H. Intermittent Leave or a Reduced Work Schedule
The associate may take FMLA leave in 12 consecutive weeks, may use the leave intermittently (take a day periodically when needed over the year) or, under certain circumstances, may use the leave to reduce the workweek or workday, resulting in a reduced hour schedule. In all cases, the leave may not exceed a total of 12 workweeks (or 26 workweeks to care for an injured or ill servicemember over a 12-month period).
The company may temporarily transfer an associate to an available alternative position with equivalent pay and benefits if the alternative position would better accommodate the intermittent or reduced schedule, in instances of when leave for the associate or associate's family member is foreseeable and
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for planned medical treatment, including recovery from a serious health condition or to care for a child after birth, or placement for adoption or foster care.
For the birth, adoption or foster care of a child, the company and the associate must mutually agree to the schedule before the associate may take the leave intermittently or work a reduced hour schedule. Leave for birth, adoption or foster care of a child must be taken within one year of the birth or placement of the child.
If the associate is taking leave for a serious health condition or because of the serious health condition of a family member, the associate should try to reach agreement with the company before taking intermittent leave or working a reduced hour schedule. If this is not possible, then the associate must prove that the use of the leave is medically necessary.
I. Certification for the Associate's Serious Health Condition
The company will require certification for the associate's serious health condition. The associate must respond to such a request within 15 days of the request or provide a reasonable explanation for the delay. Failure to provide certification may result in a denial of continuation of leave. Medical certification will be provided using the DOL Certification of Health Care Provider for Associate’s Serious Health Condition (http://www.dol.gov/esa/whd/forms/WH-380-E.pdf ).
The company may directly contact the associate's health care provider for verification or clarification purposes using a health care professional, an HR professional, leave administrator or management official. The company will not use the associate's direct supervisor for this contact. Before the company makes this direct contact with the health care provider, the associate will be a given an opportunity to resolve any deficiencies in the medical certification. In compliance with HIPAA Medical Privacy Rules, the company will obtain the associate's permission for clarification of individually identifiable health information.
The company has the right to ask for a second opinion if it has reason to doubt the certification. The company will pay for the associate to get a certification from a second doctor, which the company will select. The company may deny FMLA leave to an associate who refuses to release relevant medical records to the health care provider designated to provide a second or third opinion. If necessary to resolve a conflict between the original certification and the second opinion, the company will require the opinion of a third doctor. The company and the associate will mutually select the third doctor, and the company will pay for the opinion. This third opinion will be considered final. The associate will be provisionally entitled to leave and benefits under the FMLA pending the second and/or third opinion.
J. Certification for the Family Member's Serious Health Condition
The company will require certification for the family member's serious health condition. The associate must respond to such a request within 15 days of the request or provide a reasonable explanation for the delay. Failure to provide certification may result in a denial of continuation of leave. Medical certification will be provided using the DOL Certification of Health Care Provider for Family Member's Serious Health Condition (http://www.dol.gov/esa/whd/forms/WH-380-F.pdf ).
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The company may directly contact the associate's family member's health care provider for verification or clarification purposes using a health care professional, an HR professional, leave administrator or management official. The company will not use the associate's direct supervisor for this contact. Before the company makes this direct contact with the health care provider, the associate will be a given an opportunity to resolve any deficiencies in the medical certification. In compliance with HIPAA Medical Privacy Rules, the company will obtain the associate’s family member's permission for clarification of individually identifiable health information.
The company has the right to ask for a second opinion if it has reason to doubt the certification. The company will pay for the associate's family member to get a certification from a second doctor, which the company will select. The company may deny FMLA leave to an associate whose family member refuses to release relevant medical records to the health care provider designated to provide a second or third opinion. If necessary to resolve a conflict between the original certification and the second opinion, the company will require the opinion of a third doctor. The company and the associate will mutually select the third doctor, and the company will pay for the opinion. This third opinion will be considered final. The associate will be provisionally entitled to leave and benefits under the FMLA pending the second and/or third opinion.
K. Certification of Qualifying Exigency for Military Family Leave
The company will require certification of the qualifying exigency for military family leave. The associate must respond to such a request within 15 days of the request or provide a reasonable explanation for the delay. Failure to provide certification may result in a denial of continuation of leave. This certification will be provided using the DOL Certification of Qualifying Exigency for Military Family Leave (http://www.dol.gov/esa/whd/forms/WH-384.pdf ).
L. Certification for Serious Injury or Illness of Covered Servicemember for Military Family Leave
The company will require certification for the serious injury or illness of the covered servicemember. The associate must respond to such a request within 15 days of the request or provide a reasonable explanation for the delay. Failure to provide certification may result in a denial of continuation of leave. This certification will be provided using the DOL Certification for Serious Injury or Illness of Covered Servicemember (http://www.dol.gov/esa/whd/forms/WH-385.pdf ).
M. Recertification
The company may request recertification for the serious health condition of the associate or the associate's family member no more frequently than every 30 days and only when circumstances have changed significantly, or if the employer receives information casting doubt on the reason given for the absence, or if the associate seeks an extension of his or her leave. Otherwise, the company may request recertification for the serious health condition of the associate or the associate's family member every six months in connection with an FMLA absence. The company may provide the associate's health care provider with the associate’s attendance records and ask whether need for leave is consistent with the associate's serious health condition.
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N. Procedure for Requesting FMLA Leave
All associates requesting FMLA leave must call toll-free 1.888.84.Cigna (24462) or1.866.562.8421 (Español). A representative will walk you through the process. You will then get a package from Cigna. It will have information about your eligibility for Family Medical Leave and your rights under the Family Medical Leave Act (FMLA). It will also have instructions for any paperwork you have to provide in order to have your leave approved.
DOL Notice of Eligibility and Rights (http://www.dol.gov/esa/whd/fmla/finalrule/WH381.pdf )
When the need for the leave is foreseeable, the associate must provide the employer with at least 30 days' notice. When an associate becomes aware of a need for FMLA leave less than 30 days in advance, the associate must provide notice of the need for the leave either the same day or the next business day. When the need for FMLA leave is not foreseeable, the associate must comply with the company’s usual and customary notice and procedural requirements for requesting leave, absent unusual circumstances.
O. Designation of FMLA Leave
Within five business days after the associate has submitted the appropriate certification form, Cigna will complete and provide the associate with a written response to the associate's request for FMLA leave using the DOL Designation Notice (http://www.dol.gov/esa/whd/forms/WH-382.pdf ).
P. Intent to Return to Work From FMLA Leave
On a basis that does not discriminate against associates on FMLA leave, the company may require an associate on FMLA leave to report periodically on the associate’s status and intent to return to work.
Pregnancy Leave
If a pregnant associate is temporarily unable to perform her job because of pregnancy she will be treated the same as any other temporarily disabled associate. Pregnant associates are permitted to work as long as they are able to perform their jobs. If an associate has been absent from work as a result of a pregnancy-related condition and recovers, she will be able to return to work. We will hold the position open for a pregnancy-related absence the same length of time jobs are held open for associates on sick or disability leave.
Military Leave
SEI/Aaron's will grant a military leave of absence if you are absent from work because you are serving in the U.S. uniformed services in accordance with the Uniformed Services Employment and Reemployment
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Rights Act (USERRA). You must give your Director, Risk Management & Compliance advance notice of upcoming military service, unless military necessity prevents advance notice or it is otherwise impossible or unreasonable. You will not be paid for military leave. However, you may use any available accrued paid time off, such as vacation or sick leave, to help pay for the leave. 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 you are otherwise eligible. Your benefits, such as vacation, sick leave, or holiday benefits, will not accrue during a military leave. When you return from leave, the benefits will start accruing again. If you are on military leave for up to 30 days, you must return to work on the first regularly scheduled work period after your service ends (allowing for reasonable travel time). If you are on military leave for more than 30 days, you must apply for reinstatement in accordance with USERRA and applicable state laws. When you return from military leave (depending on the length of your military service in accordance with USERRA), you will be placed either in the position you would have attained if you had stayed continuously employed or in a comparable position. For the purpose of determining benefits that are based on length of service, you will be treated as if you had been continuously employed. If you have questions about military leave, contact your Director, Risk Management & Compliance for more information.
Military Family Leave
Our company complies with the Military Family Leave entitlements under the Family and Medical Leave Act (FMLA). Eligibility requirements are identical to those required under FMLA:
Associate must have completed twelve months of employment. Employment need not be consecutive; however employment prior to a continuous break in service of 7 years of more will not be counted unless the break is due of associate's fulfillment of military obligations;
Associate must have worked for 1,250 hours over the previous 12 months; Employer must have 50 associates within 75 miles.
Exigency Leave Eligible associates with a spouse, son, daughter, or parent on active duty or call to duty status in any branch of the military in support of a contingency operation may use their 12-week leave entitlement to address certain qualifying exigencies.
Qualifying exigencies include any one or more of the following non-medical, non-routine activities:
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1. Short-term notice deployment activities 2. Military events and related activities 3. Childcare and school activities 4. Financial and legal arrangements 5. Counseling activities 6. Rest and recuperation activities 7. Post-deployment activities, and/or 8. Additional activities as mutually agreed upon between associate and the company.
Military Caregiver Leave The Military Caregiver Leave permits eligible associates to take up to 26 weeks of leave to care for a covered service member during a single 12-month period. A covered service member is a current member of the Armed Forces, including a member of the National Guard or Reserves, who has a serious injury or illness incurred in the line of duty on active duty that may render the service member medically unfit to perform his or her duties for which the service member is undergoing medical treatment, recuperation, or therapy, or is in outpatient status, or is on the temporary disability retired list. Caregiver may be a spouse, son, daughter, parent or next of kin of the covered service member. Associate Notice Associates must provide 30 days advance notice of the need to take Military Caregiver Leave. If leave is foreseeable but 30 days' notice is not possible, the associate must provide notice as soon as possible – generally, either the same or next business day. The associate must provide notice of the need for foreseeable due to a qualifying exigency as soon as feasible. Certification The same timing requirements for certification apply to all requests for FMLA Leave, including those for military leave. Spouses employed by the same employer are limited to a combined total of 26 workweeks in a single 12-month period if the leave is to care for a covered servicemember with a serious injury or illness, and for the birth and care of a newborn child, for placement of a child for adoption or foster care, or to care for a parent who has a serious health condition. FMLA Leave may be taken intermittently whenever medically necessary to care for a covered servicemember. FMLA may also be taken intermittently for a qualifying exigency arising out of the active duty status or call to active duty of a covered military member. When leave is needed for planned medical treatment, the associate must make a reasonable effort to schedule treatment so as not to unduly disrupt the employer's operations.
Military Caregiver Leave
The Military Caregiver Leave permits eligible associates to take up to 26 weeks of leave to care for a covered servicemember during a single 12 month period. A covered servicemember is a current member of the Armed Forces, including a member of the National Guard or Reserves, who has a serious
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injury or illness incurred in the line of duty on active duty that may render the servicemember medically unfit to perform his or her duties for which the servicemember is undergoing medical treatment, recuperation, or therapy, or is in outpatient status, or is on the temporary disability retired list. Caregiver may be a spouse, son, daughter, parent or next of kin of the covered servicemember. The same timing requirements for certification apply to all requests for FMLA Leave, including those for military leave.
Associate Notice Associates must provide 30 days' advance notice of the need to take Military Caregiver Leave. If leave is foreseeable but 30 days notice is not possible, the associate must provide notice as soon as possible - generally, either the same or next business day. The associate must provide notice of the need for foreseeable due to a qualifying exigency as soon as feasible. Certification The same timing requirements for certification apply to all requests for FMLA Leave, including those for military leave. Spouses employed by the same employer are limited to a combined total of 26 workweeks in a single 12-month period if the leave is to care for a covered servicemember with a serious injury or illness, and for the birth and care of a newborn child, for placement of a child for adoption or foster care, or to care for a parent who has a serious health condition. FMLA Leave may be taken intermittently whenever medically necessary to care for a covered servicemember. FMLA may also be taken intermittently for a qualifying exigency arising out of the active duty status or call to active duty of a covered military member. When leave is needed for planned medical treatment, the associate must make a reasonable effort to schedule treatment so as not to unduly disrupt the employer's operations.
How to report a disability and/or family medical leave 1.888.84.Cigna (24462)
or 1.866.562.8421(Español) Visit: myCigna.com
Please have this information handy:
Your name, address, phone number, birth date, date of hire, Social Security number and your employer’s name, address and phone number.
Date of your claim and when you plan to return to work. If you’re pregnant, give your expected delivery date.
Name, address and phone number of each doctor you are seeing for thisabsence.
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HOW TO REPORT A SHORT-TERM DISABILITY AND/OR FAMILY MEDICALLEAVE
under the SEI/Aaron’s, Inc. group disabilityplan
How do I report a short-term disability (STD) claim and/or family medical leave(FML)? Simply do one of thefollowing:
Call toll-free 1.888.84.Cigna (24462) or1.866.562.8421
(Español).Arepresentativewillwalkyouthroughtheprocess.
CreateanewleaverequestonlineatmyCigna.com.
o Selectthe‘ReviewmyCoverage’tabfromtheheader
o Then select the ‘Disability/Leave of Absence’ from the dropdown
o Clickon‘submitarequestforadisabilityorleaveof absence’
You also need to call your employer on or before your
first day of
absencetoreporthowlongyouplantobeabsent.
When do Icall?
Call Cigna as soon as you know you’ll be absent for
any of these reasons:
STD - If you plan to be absent from work for more than 7 calendar days for accident or sickness due to your own disability.
FML–Ifyouhaveaserioushealthconditionthatmeansyou can’tdoyourjobandyouplantobeabsentfromworkfor:
- More than three days in arow.
- Hoursordaysnotnecessarilyinarow(intermittent).
- A hospitalization for any amount oftime.
Or for one of thefollowing:
Birth of a child and care of a newbornchild.
Placementofachildwithyouforadoptionorfostercare.
Care for a spouse, child or parent with a serious healthcondition.
Qualifying exigency reason(s) due to a family member’s militarydeployment.
Care for a family member who’s incurred a serious injury or illness in the line of active militaryduty.
Schoolactivities.
Family medicalappointment. Alternate state leave – For yourself or a family
member. Includeleavespermittedbystatelawforcrimevictimsand victims of domesticviolence.
Remember, even though you call Cigna, you still must
call your employer on or before your first day of
absence to report how long you expect to be absent. Of
course, always seek appropriate medical
attentionimmediately.Yourhealthandsafetyalwayscomefi
rst.
What information do Ineed? Yourname,phonenumber,homeaddress,birthdate,
Social Security number and reason for yourleave.
Employer’sname,emailaddressandphonenumber.
Ifapplicable:
Date and cause of illness orinjury.
First day of absence from work, as well as day you plan to return to work. If you’re pregnant, please give your expected date ofdelivery.
Name, address and phone number of each doctor seen for the illness or injury causing thedisability.
Dateoffirsttreatmentordateofdoctor’sappointment,aswell as date of next treatment orappointment.
Previoushistoryofillnessorinjury,anydiagnostictestingthat was performed, diagnosis information, treatment plan, plan, and recommendedmedications.
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What happens next?
STDleaves
During the call, we’ll ask for your permission to get your medical information. Here’s how itworks:
After you give us your claim information, you’ll be transferred to a recordedmessage.
Listen to the recording and answer “Yes” or “No” to thequestions. Attheendoftherecording,say“Yes”ifyougivepermissionor “No” if you donot. Youcancancelyourpermissionatanytimebycallingyour Cigna claimmanager.
After the call, Cigna will send you a letter. It will include a copy of
therecordedmessageforyourrecords.Itwillalsoincludeaform that gives us permission to get other
information we may need to finishprocessingyourclaim.Pleasesignandreturnthatform.
Check with your doctor to see if there are any other forms you need tosign.
A Cigna claim manager will call you and your employer for a list of your job requirements. The claim
manager will also call yourdoctor for your medical records. This information will help us figure out how long
youmaybeoutofwork,andthebenefitsyoumaybeabletoreceive.
FML
You’ll get a package from Cigna. It will have information about your
eligibilityforFamilyMedicalLeaveandyourrightsundertheFamily Medical Leave Act (FMLA), It will also have
instructions for any paperworkyouhavetogivetoCignatohaveyourleaveapproved.
What happens if my STD claim isapproved? Cignawillsendyouanapprovalletterthatshowsthedateyou’re expected to return towork. You’ll get separate information about your approval under theFMLA. Cigna will tell your employer that we approved your claim, and the date you plan to return towork.
What happens if my STD claim isdenied? Cignawillsendyoualetterthatexplainswhy.Theletterwillalso tell you how you can appeal thedecision.
Cignawillletyouremployerknowtheclaimisdenied.
Youshouldcallyouremployerwhenyougetthelettertodiscuss your return-to-workdate.
If your STD benefits are denied, you may still be eligible for leave under FMLA for your own serious health
condition. Cigna will send youmoreinformationaboutFMLAandyoureligibility.
What can I expect while I’mout?
Your Cigna claim manager will stay in touch to help you return to work quickly and safely. We may work with
you, your doctor and your employer to talk about different work options. This may include an adjustment to
your job or workschedule.
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What should I do when it’s time to return to work? CallyourCignaclaimmanagerand/orleavemanagertotell them your return-to-workdate.
Call your employer to let them know the date you’ll be returning to work. If you’re out of work because you have a serious health condition, please review your employee handbook for return to workpolicies.
What if I can’t return to work on the date my leave is expected to end? Call Cigna to talk about the situation with your claim manager
and/orleavemanager.They’llcallyourdoctorforanupdate. Call your employer to let them know when you plan to return to work.
What if I need moreinformation? Cigna has a website that provides useful information for you and your family members – from submitting a disability claim and what comes next, what you need to know about family medical leave, information that can help you manage a specific condition at work, and even how to access valuable programs offered with your plan at no cost to you. Please visit the website at http://www.cigna.com/workwellness.
Questions? Call1.888.84.Cigna(24462)or1.866.562.8421(Espanol).
A Cigna representative is available to help you between 7:00 am and 7:00 pmCST.
"Cigna" is a registered service mark, and the "Tree of Life" logo and “GO YOU” are service marks, of Cigna Intellectual Property, Inc., licensed for use by Cigna Corporation and its operating subsidiaries. All products and services are provided exclusively by such operating subsidiaries and not by Cigna Corporation. Such operating subsidiaries include Life Insurance Company of North America, Cigna Life Insurance Company of New York, and Connecticut General Life Insurance Company. All models are used for illustrative purposesonly.
©2015 Cigna. Some content provided underlicense.
PM-620069k – Fully Insured STD or CA PFL 859628
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Jury Duty Leave
SEI/Aaron's encourages you to fulfill your civic responsibilities by serving jury duty when required. If you receive a jury duty summons, show it to your immediate supervisor as soon as possible so that arrangements can be made to accommodate your possible absence from work.
Time Off
Holidays
ELIGIBILITY: FULL TIME ASSOCIATES – someone who is hired to work thirty (30) or more hours per week.
Any associate who works an average of less than thirty (30) hours or more a week for eight (8)
consecutive weeks or sixty (60) consecutive days will then be changed to part-time status thus losing
eligibility for any benefits under this policy.
NOT ELIGIBLE:
PART TIME ASSOCIATE- Is someone who is hired to work less than thirty (30) hours per week. At
no time will an associate be eligible for benefits unless they average working thirty (30) hoursor more a
week for two (2) consecutive months or a sixty (60) consecutive day period. At that time the
associate status will be full time and they will be eligible for benefits.
TEMPORARY ASSOCIATE – If someone hire for a temporary period (summer rush, etc.). At no time
will this associate be eligible for benefits, regardless of hours worked unless status is changed to full‐
time.
The company observes the following holidays. Each Full-Time Associate will be given the following six (6)
paid holidays beginning with the first holiday occurring sixty (60) days after their date of hire:
1. New Year's Day 2. Memorial Day 3. Independence Day 4. Labor Day 5. Thanksgiving Day 6. Christmas Day 7. Personal Holiday—A day of your choosing (with General Manager's prior approval)
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In order to receive holiday pay, you must work the day before and the day after a holiday unless you have prior approval from your General Manager or above.
If a Holiday occurs during an associate’s vacation the vacation period can be extended by the one day.
Part-time and temporary associates are not eligible for holiday pay.
Vacation
Paid vacation is one of the ways the company recognizes length of service and performance and to show our appreciation by providing time off with pay. ELIGIBILITY: FULL TIME ASSOCIATES Eligible associates earn a paid vacation based on length of continuous service.
Regular, full-time associates are eligible to earn a paid vacation based on the following requirements: In order to qualify for paid vacation an associate must have worked at least 1,250 hours in the twelve (12) month period preceding the anniversary date. Following this period, an associate will be eligible for ten (10) days of paid vacation time. Example: If an Associate is hired on August 10, 2015, Associate is then eligible to take ten (10) days of vacation after August 10, 2016. The associate may take these ten (10) days during the next twelve (12) months (until August 11, 2017).
Upon completing seven (7) years of employment following their date of hire and upon each successive Anniversary Date thereafter, the associate will be eligible for fifteen (15) days of paid vacation to be used anytime during the next twelve (12) months.
Time off for which the associate receives pay from the company, excluding leaves of absence, will count as hours worked for purpose of vacation eligibility. The associate will have one year from the day on which he/she earns vacation to take his/her vacation. Vacation periods should be scheduled as far in advance as possible and must be take in one (1) day increments at minimum. Preference in selection of dates will be granted based on length of service Each General Manager will maintain a vacation schedule for his/her group and a record of the vacation time taken by each associate. A written authorization should be submitted and approved by your General Manager (or above)in all instances where the associate is granted a vacation day(s). Scheduled vacation must be canceled no later than the end of the work shift on the last workday prior to the scheduled vacation time. Vacation days cannot be borrowed from future years.
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Associates on leave of absence on their anniversary date will be eligible to receive earned vacation pay provided they have worked the minimum 1,250 hours in the preceding twelve (12) month period. TERMINATION: Associates with less than one (1) year of continuous service will not be entitled to vacation. Associates will NOT be paid any earned unused vacation unless otherwise governed by state law.
Sick Leave
SEI/Aaron's provides paid sick leave benefits to eligible associates who are temporarily absent due to illness or injury. Associates in the following employment classifications are eligible for sick leave: ELIGIBILITY: Full Time Associates If you are eligible, you will accrue sick leave benefits at the rate of 5 days per year.
1. Each associate will be eligible to take (5) paid sick leave days per year to be accrued at the rate of .4166 days for each month during which they are a Full-Time Associate. This accrual will begin on each such associate’s date of hire. However, no associate will become eligible to begin taking their paid sick leave until twenty-six (26) weeks following their date of hire.
2. Each associate may only take and be paid for whole sick leave days, any associate who works from 8:00 a.m. to 10:00 a.m. and goes home will not lose a sick leave day, but will be paid for two (2)hours that day, except as provided under applicable state law.
3. Sick Leave days are to be used for personal illness as well as illnesses of immediate family members in which the Associate’s presence is required.
4. Once an associate uses all of his or her sick leave days during any fifty-two (52) week period, he or she, whether hourly or salaried, will not be paid for any further sick leave time for the remainder of that period.
5. An associate who resigns their employment for any reason or who is terminated for any reason will not be entitled to be paid for sick leave days which have been accrued to them but which they have not taken at the time of their resignation or termination, except as provided under applicable state law.
6. Notwithstanding the terms of this policy, an associate may be eligible to take unpaid sick leave as part of a reasonable accommodation of a qualifying disability or medical condition. See SEI/Aaron’s ADA Accommodation Policy above.
If you cannot report to work because of an illness or injury, you should notify your General Managervia phone call, not text, before the scheduled start of your workday. You may be asked to provide documentation from your health care provider. Your General Manager must also be contacted on each additional day of absence. Before you can return to work after a sick leave absence of 3 calendar days or more, you may be asked to provide a doctor's statement that you may safely return to work.
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Your sick leave benefits will be calculated as follows:
1) Salaried Associates: One-week increments based on annual salary.
2) Hourly Associates Budgeted at Forty-hours Weekly: 40 hours times regular hourly rate.
3) Hourly Associates Budgeted over Forty-hours Weekly: Regular hourly rate for 40 hours and time and one half regular hourly rate for the remaining budgeted hours only (i.e. 50 or 55 hours). This calculation will be made based on budgeted hours only, not average hours worked. If you are on sick leave for an extended absence because of an illness or injury, you also must apply for any other available compensation and benefits, such as workers' compensation.
Associate Conduct/ Responsibilities
Drug Free Workplace
SEI/Aaron's is committed to being a drug-free and safe workplace. Our associates must be physically and mentally fit to perform their duties in a safe and efficient manner. Therefore, no associate shall work or report to work while under the influence of alcohol, illegal drugs, or any substance that would affect his/her ability to perform the job in a safe and efficient manner. No associate shall consume, display, or have in his/her possession, including the workplace or in company vehicles, alcoholic beverages or illegal drugs at any time during the workday, including during lunch, breaks, and on-call hours. To do so could jeopardize the safety of other associates, company equipment, and the company's relations with the public, and is a prime cause for disciplinary action, up to and including discharge. The exception to this rule is when at company functions or other business activities, authorizes consumption of alcoholic beverages. When associates are required to take any kind of prescription or nonprescription medication that may potentially affect their job performance, they are required to report this to their immediate supervisor, who will determine if it is necessary to temporarily place them on another assignment or take other appropriate action. To protect the best interests of associates and the public, the company will take whatever measures are necessary to determine if alcohol or illegal drugs are located on or are being used on company property. Measures that may be used will include but not be limited to searches of people and of personal property located on company premises, which may be conducted by law enforcement authorities or by management, as well as drug and /or alcohol tests to be conducted when there is reasonable suspicion of substance use.
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When urinalysis and/or blood tests are requested or necessary, samples will be taken under the supervision of an appropriate health-care professional. The above-mentioned searches and drug tests will not be conducted if an individual refuses to submit; however, refusal to submit will result in immediate removal from service and may result in termination. Associates experiencing problems with alcohol or other drugs are urged to voluntarily seek assistance to resolve such problems before they become serious enough to require management referral or disciplinary action. If you have questions regarding this policy or issues related to drug or alcohol use at work, you can raise your concerns with your General Manager without fear of reprisal. Further clarification and additional information:
EMPLOYMENT: All applicants who have been given a conditional offer of employment are required to take and pass a drug test. Any individual who refuses to submit to or who does not pass the test will not be considered for employment. All personnel who will be operating a Company vehicle will be tested in accordance with applicable U.S. Department of Transportation (DOT) testing procedures. All other personnel will be tested using an M50 ten-panel screen.
RANDOM:All associates will be subject to testing at any time on a random basis as a term and condition of continued employment.
REASONABLESUSPICION: Where reasonable suspicion exists to believe that an associate has possessed, sold, purchased, distributed or has used, is impaired by or is under the influence of drugs and/or alcohol, on Company premises, at a Company work site or in the course of conducting Company business, a confidential investigation will be conducted and the associate(s) will be required to submit to testing.
POSTACCIDENT: Associates involved in an on-the-job accident or who engage in unsafe activities while in the course of conducting Company business which creates the danger of such an accident which results in an injury requiring medical treatment to themselves or to others, or results in lost time from work, will be subject to testing.
Any associate who operates any vehicle in the course of conducting Company Business that is involved in any accident is subject to testing, regardless of fault. For any accident involving a fatality, testing will be mandatory. Any accident requiring medical treatment where a Company associate receives a moving violation citation will also result in testing.
Alcohol testing shall be administered within two (2) hours but not later than eight (8) hours, following the accident. Drug test shall be administered as soon as possible, but not later than eight (8) hours following the accident when possible.
A Life Assistance & Work/Life Support Program is provided to all full-time and part-time associates and
their family members. The LAP plan provides a confidential counseling and referral services for
Alcohol/Drug Abuse, Parenting Problems, Child Care and Elder Care Referrals, Financial and Legal Issues
and other Personal Concerns. Associates will be provided telephonic counseling as well as referrals to
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local therapists. If needed, associates are provided with up to three face-to-face counseling sessions per
problem at no charge to the associate.
Operators are available 24/7 at (800) 554 6931. cignabehavioral.com
Workplace Safety
The Occupational Safety and Health Act (OSHA) require all employers to provide a safe and healthful workplace for their associates. In this regard, it is important that adequate policies and procedures be developed and adhered to in order to ensure safe, efficient operating conditions, thereby safeguarding associates and facilities. Our company will not knowingly permit unsafe conditions to exist, nor will it permit associates to indulge in unsafe acts. Violations of company rules and regulations will result in disciplinary action. The company believes that the safety of associates and physical property can best be ensured by a meaningful program. Associate---Since the associate on the job is frequently more aware of unsafe conditions than anyone else, associates are encouraged to make recommendations and/or suggestions regarding unsafe conditions to their immediate supervisor so that they may be corrected. General Manager---General Managers are responsible for the working conditions within their store. A General Manager should remain alert at all times to dangerous and unsafe conditions, so that he/she may recommend corrective action, discipline associates who habitually create or indulge in unsafe practices, assess new or changed situations for inherent dangers, and follow up on associate suggestions for corrective action so that unsafe conditions are not instituted or permitted to continue.
Further Clarification and Additional Information:
General Safety Rules
1) Follow instructions. Do not take chances. If you do not know, ask.
2) Report immediately, any condition or practice you think might cause injury to associates or customers, or damage to property.
3) Put everything you use back in its proper place. Disorder causes injury and wastes time, energy and materials. Practice good housekeeping at all times. Safety first at SEI/Aaron’s, Inc.
4) Use only the right tools and equipment for any job. Report any damaged or missing equipment immediately to your supervisor.
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5) If you are involved in an accident, regardless of how minor, report it immediately to your General Manager. Get first aid promptly!
6) Do not permit any non-associate to wander alone in the warehouse or other restricted areas.
7) Safe, sensible apparel is required.
8) Only authorized associates are permitted to operate company vehicles.
9) When you drive, always set the parking brake, turn off the ignition, and be sure the engine is stopped before leaving the cab.
10) Never back the vehicle without a guide. You must have someone (either your passenger or the
customer if you do not have a passenger) out of the truck keeping a lookout while giving proper safety
signals to the driver. If there is no one present to provide guidance from outside the vehicle, backing up
is not permitted.
11) Lift with your legs, not with your back. Do not attempt to move or lift heavy items without help. Wait for assistance.
12) Avoid falls… be sure path is clear and safe before you start.
Reporting Work Related Injuries
Under the provisions of the law, if you are injured while at work for the company, this injury must be reported immediately to your General Manager, no matter how slight it might seem. Failure to do so could result in your claim for Workers' Compensation benefits to be denied by the insurer.
For further information, please contact your supervisor or Human Resources.
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Workplace Violence
The company will not tolerate workplace violence. Any associate who commits an act of violence at work against a person or property will face disciplinary action up to and including discharge. If circumstances warrant, the matter will be referred to legal authorities for prosecution. Workplace violence is violence against associates and is committed by persons who either have an employment-related connection with the company or are outsiders, and involves: 1. Physical acts against persons or employer property 2. Verbal threats, or vicious statements that are meant to harm or cause a hostile environment 3. Written threats, vicious cartoons or notes, and other written material that is meant to threaten or create a hostile environment 4. Visual acts that are threatening or intended to convey injury or hostility All associates are expected to report any act of violence. Associates should bring their concern directly to the attention of their immediate supervisor. All such reports shall be fully investigated. Any associate who takes any adverse action against a person who reports any act of violence or a suspicion of violence shall be subject to immediate discipline, up to and including discharge.
Attendance/Punctuality
We expect SEI/Aaron's associates to be reliable and punctual. You should report for work on time and as scheduled. If you cannot come to work or you will be late for any reason, you must notify your immediate supervisor by phone call. Unplanned absences can disrupt work, inconvenience other associates, and affect productivity. If you have a poor attendance record or excessive lateness, you may be subject to disciplinary action, up to and including termination of employment.
Tardiness or Absenteeism:
1. An early telephone call the morning you are going to be late or absent is required. 2. No associate will be late or absent 3 days in any consecutive 30 day period without prior
approval from the manager, and/or unless there is good cause. Documentation may be requested for verification.
3. Absence for 3 days without notice will result in termination. 4. Attendance records will be kept at the home office by the Payroll Department. 5. Do not allow anyone else to punch your time card. If you are caught deliberately violating this
rule, you may be terminated from the Company.
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Standard of Conduct
The purpose of this policy is to outline what SEI/Aaron's expects from its associates in terms of appropriate behavior. Associates who violate the work rules are subject to disciplinary action, up to and including termination. Infractions of the following work rules are deemed to be unacceptable and may result in termination upon the first offense. Unacceptable Violations 1.Theft of company property or personal property of another associate. 2. Punching another associate's time card or permitting someone to punch your time card or otherwise falsifying a payroll record in any way. 3. Falsification of an application or company record. 4. Sleeping while on duty. 5. Unauthorized disclosure of confidential information. 6. Serious violation of harassment policy. 7. Fighting, threatening, or attempting bodily injury to another person on the company property. 8. Deliberately damaging company property, property belonging to a co-worker or to a vendor. 9. Failure to wear safety equipment where required. 10. Unauthorized use of company time, materials, tools, etc. for personal gain. 11. Unauthorized alteration of company machinery or equipment. 12. Violation of safety rules which could result in serious injury to self or others. 13. Reporting to work under the influence of drugs and/or alcohol. 14. Possession of guns, knives, weapons, explosives, etc. on company property. 15. Testing positive for drugs on a company-administered drug test. 16. Refusal to cooperate with the investigation of a work-related matter and/or providing false information during an internal investigation. 17. Insubordination. 18. Indecent or immoral behavior on company property. 19. Conviction of a felony. General Violations The following violations do not generally pose a major threat to the operation of the business or to the safety and well-being of the individual or other associates. These violations will result in appropriate corrective action. Repeated violations of this nature may result in termination. 1. Horseplay 2. Contributing to unsanitary conditions 3. Leave work area without permission 4. Failure to provide an acceptable quality of work 5. Repeated tardiness or absence; failure to report to work without satisfactory reason 6. Smoking in restricted areas
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7.Unauthorized solicitations or posting of materials on company bulletin board 8.Improper operation of any vehicle on company property 9. Unauthorized use of company telephones or computers
a. Use in the store, warehouse, or manufacturing facility for personal business without prior authorization. If necessary, associates are to use their personal cellular phones and personal electronic devices during breaks and lunches in appropriate break areas or outside only.
b. Use of a cellular phone for any purpose while operating the Company truck including texting, emailing or engaging in social media while driving any vehicle for any company related purpose. This also includes hands-free devices.
c. No associate will use any hand-held cellular phone while operating their personal vehicle on Company business. Any cell phone use while operating a personal vehicle must be limited to a hands-free device.
d. No associate will text message or email while operating any vehicle on behalf of the Company. e. Note: For any of the above Rules, you are considered to be “operating” a vehicle any time you
are in the driver’s seat and the vehicle is in “drive”, even if you are at a stoplight or a stop sign. f. Associates must continue to contact the store at the end of every stop.
Management must not hold the driver accountable for not answering his/her phone while driving. If an associate is driving and receives a call from his/her manager, the associate should return the call at the next available opportunity when he/she is no longer operating the vehicle or, ask a passenger to answer the call if one is present.
10. Solicitation of customers or other associates for reasons not specifically sponsored by SEI/Aaron's Inc.
11. Bringing cameras or other video or audio recording devices into the workplace unless specific advance written authorization has been obtained from their supervisor. This policy does not apply to personal cellular phones with built in cameras, unless they are being used as a recording device. Associates are prohibited from engaging in any recording of conversations, phone calls or other activities in the workplace or arranging for others, including non-associates, to do engage in such recording.
12.Failure to notify management of a driving related fine (parking ticket, toll violations, speeding/driving infraction, etc.) obtained while operating a Company vehicle and/or failing to pay the driving fine by the required due date. Failure to maintain the appropriate licensure required for driving positions. The above lists are not all-inclusive and the company reserves the right to take corrective action for any behavior it deems inappropriate for the efficient operation of the business. Managers will follow the progressive discipline policy for violations of the Code of Conduct.
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Non-Smoking (Including Electronic Cigarettes)
SEI/Aaron's is a smoke-free workplace in order to maintain the highest possible safety conditions and because we are concerned about our associates' health. We also encourage smokers to quit smoking. Any questions regarding our Non-Smoking policy, please contact Kate Gorton, 860-528-0345.
To protect the health, welfare and safety of the visitors and associates SEI/Aaron's knows that cigarettes once consumed in public spaces are often discarded on the ground, thus causing a litter problem.
There should be a clear path for customers and associates to pass through to enter/exit the building without being exposed to second hand smoke. Therefore, the SEI/Aaron's agrees to prohibit smoking within 15 feet of entrances for any or all Company offices or buildings.
"Smoking" means inhaling, exhaling, burning, or carrying any lighted or heated cigar, cigarette, or pipe.
"Tobacco Products" means all forms of tobacco, including but not limited to cigarettes, cigars, pipes, water pipes (hookah), electronic cigarettes, and smokeless tobacco products.
COMPLIANCE PROCEDURES
Staff will make periodic observations of the areas specified above. Any visitors found violating this policy may be subject to removal from the premises.
Any associate found violating the policy will be dealt with in accordance to the associate discipline policy.
Complaint Procedure
Your complaints and problems are of concern to the company. It is our policy to give full consideration to any issues that may affect your job performance. The only way we can help you answer your questions or solve your problems is for you to tell us about them. 1. If you have a problem or misunderstanding, the first step is to talk to your General Manager right away. Your General Manager will give you an opportunity to discuss the matter fully and should follow up with your in a timely manner following the discussion. The majority of problems can be resolved in this manner. If the problem or complaint is with your General Manager, go to Step 2. 2. In the event the problem or misunderstanding cannot be settled between you and your General Manager, you should describe your problem verbally or in writing and submit it to your District Manager. Your District Manager will be in touch with you by phone or in person to further discuss the issue and will follow up with you in a timely manner following the discussion.
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3. If the District Manager has not answered your complaint to your satisfaction, you may then request an appointment with the President to discuss the problem. The decision of the President in a problem situation will be final and binding. There will be no discrimination or retaliation against anyone presenting a complaint or discussing a problem with supervisors or anyone in management.
Confidentiality
Confidentiality and Misuse of Company Information
Information regarded as confidential, including payroll, financial statements, customer lists, price lists and other information, should be handled carefully. General Managers should instruct their staff coming in contact with this information as to what is confidential and should require that staff write "PERSONAL AND CONFIDENTIAL" on such materials on the outside of any envelopes and correspondence. Associates should be instructed that upon receipt of materials marked Personal and Confidential, these materials should be left sealed, to be opened by the individual to whom they are addressed. Confidential information regarding the company or the customers we serve should in no way be divulged verbally, in written correspondence or e-mail. Failure to abide by this policy will result in disciplinary action, up to and including termination.
Further, misuse of such confidential information is against the law. You can be subject to fines and jail time if you buy or sell the Company’s stock on the basis of confidential information and/or if you provide this information to someone else who buys or sells SEI/Aaron's, Inc. stock because of the information.
Ethics Policy
SEI/Aaron's conducts its business fairly, impartially, in an ethical and proper manner, and in compliance with all laws and regulations. We are committed to conducting business with integrity underlying all relationships, including those with customers, suppliers and communities, and among associates. The highest standards of ethical business conduct are required of our associates in performance of their responsibilities. Associates will not engage in conduct or activity that may raise questions as to the company's honesty, impartiality or reputation or otherwise cause embarrassment to the company. Associates will avoid any action, whether or not specifically prohibited in the personnel policies, which might result in or reasonably be expected to create an appearance of:
-- Using your position for private gain. -- Giving preferential treatment to any person or entity. -- Adversely affecting the confidence of the public in the integrity of the company. Every associate has the responsibility to ask questions, seek guidance, report suspected violations and
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express concerns regarding compliance with this policy. SEI/Aaron's will maintain a program to communicate to associates its commitment to integrity and uncompromising values. The program will inform associates of policies and procedures regarding ethical business conduct and assist them in resolving questions and in reporting suspected violations. Retaliation against associates who use these reporting mechanisms to raise genuine concerns will not be tolerated. Kate Gorton at (860-528-0345) is responsible for providing policy guidance and issuing procedures to assist associates in complying with SEI/Aaron's expectations of ethical business conduct and uncompromising values. This policy constitutes the standards of ethical business conduct required of all associates.
Additional Policies
Driver Qualification
The following outlines Company safety policy and Department of Transportation (DOT) regulations regarding qualifications and certification of all company associates operating any vehicle on behalf of the Company. This policy may vary dependent upon applicable state law.
All associates operating a vehicle on behalf of the Company must be at least 21 years of age and meet or exceed the following motor vehicle report (MVR) requirements:
Associates must not have more than three (3) traffic violations within the last three (3) years regardless of point assigned. Associates must have no convictions within the past three (3) years for (a) reckless, careless or improper driving, (b) driving while impaired, under the influence or while intoxicated or (c) for failure to report and accident or making a known false accident report.
Prior to operating a vehicle on behalf of the Company, each operator must comply with these DOT regulations:
Associates must complete/pass a DOT physical and complete/pass a DOT on the road Driving Test.
A Separate “Driver File” should be kept in the store and include copies of the following documents:
The file should contain an application for employment, reference checks (3 years) and a copy of the associate’s driver’s license.
Additional documents maintained separately by the payroll department may include the motor vehicle report (MVR), DOT physical examination, and certification of violations and the annual review of qualification (driver re-evaluation report). Original documents must be maintained in the Payroll Department in the Atlanta Office and should be forwarded as soon as completed.
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These qualifications/requirements apply to everyone who operates a vehicle on behalf of the Company. Failure to comply with these requirements is a violation of Company safety policy and DOT regulations and could result in fines and penalties being imposed. Thorough screening of all applicants for employment is essential to minimizing our potential for accidents, injuries and claims.
Open Advancement
SEI/Aaron's, Inc. continues to have a strong, simple policy on Open Advancement.
Top management wants you to advance in your career at SEI/Aaron's, Inc. This could mean more responsibility and more compensation for you, and an even more progressive and successful company, which is in everyone’s best interest.
If you feel you would like to advance, are qualified for a higher position and are not being given this opportunity, for any reason whatsoever, please send the information to the address listed below. In your note, please include your name, store number, current position and the position you are interested in.
SEI/Aaron’s, Inc.
Attn: Kate Gorton
100 Prestige Park Road
East Hartford, CT 06108
If you have not received a response within 10 days, please call the Recruiting Department at 860-528-0346.
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Acknowledgement
Acknowledgement of Receipt of Company Handbook
This handbook has been prepared to provide you with a general understanding of our personnel policies, work rules and benefits. All associates are responsible for becoming familiar with our policies and procedures. If you have any questions regarding the material in the handbook, please contact your supervisor or any other member of management for clarification. The handbook should not be construed as an employment contract or agreement for employment for any specified period of time. We reserve the right to make changes to these policies at any time. When changes are necessary, we will provide you with amended pages for your handbook.
I acknowledge receipt of the SEI/Aaron's handbook:
Associate Name
(Please Print) ___________________________________________ Associate Signature ______________________________
Date: _________________
Note: Please send a signed copy of this page to the Payroll Department in Atlanta, 404-835-5709. Retain
this original with the associate’s file.
