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Employee HandbookIssue Date: April 2014

New Jersey Economic Development Authority

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Table of Contents

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Section I – Introductory...............................................................................................................................7

New Jersey Economic Development Authority Mission Statement.........................................................8

Welcome.................................................................................................................................................9

Employee Acknowledgement................................................................................................................10

Process to Create or Modify a Policy.....................................................................................................11

Section II – AntiDiscrimination & Harassment...........................................................................................12

Americans with Disabilities Act Policy...................................................................................................13

Conscientious Employee Protection Act (Whistleblower’s Act).............................................................15

Equal Employment Opportunity Policy..................................................................................................16

Immigration Compliance Policy.............................................................................................................17

Policy Prohibiting Harassment and Discrimination................................................................................18

New Jersey Economic Development Authority Procedures for Internal Complaints Alleging Discrimination in the Workplace...........................................................................................................19

Section III – Conduct Standards.................................................................................................................24

Employee Conduct Policy......................................................................................................................25

Dress Code Policy..................................................................................................................................27

Guidelines For Dress Code Policy...........................................................................................................28

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Drug and Alcohol Policy.........................................................................................................................30

Ethics Policy...........................................................................................................................................32

Section IV – NJEDA Communications and Technology...............................................................................33

Company Equipment/Property..............................................................................................................34

Computer, E-mail, and Internet Usage..................................................................................................35

Ergonomics Policy.................................................................................................................................38

NJEDA Documents and Records Storage and Location Policy................................................................39

Employee Data Privacy Policy................................................................................................................44

Mobile Phone Use Policy.......................................................................................................................48

Data Protection Policy...........................................................................................................................49

Data Protection Policy (Personally Identifiable Information or PII related........................................51

Social Media Policy................................................................................................................................54

Service of Process Policy........................................................................................................................58

Software Policy......................................................................................................................................61

Use of Company Communication Systems............................................................................................62

Section V – Employee Benefits..................................................................................................................63

Benefits Overview Policy.......................................................................................................................64

Post Retirement Benefits Policy............................................................................................................70

Professional Development.....................................................................................................................72

Holidays.................................................................................................................................................74

Auto Assignment & Allowance..............................................................................................................76

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Workers Compensation.........................................................................................................................78

Section VI – Employee Expenses and Compensation.................................................................................80

Business Travel and Miscellaneous Expenses........................................................................................81

Business Travel and Miscellaneous Expenses- Supplement...................................................................98

General Payroll Information................................................................................................................103

Section VII General Employment............................................................................................................105

Residency Requirement.......................................................................................................................106

Mandatory Direct Deposit...................................................................................................................108

Personnel Files Policy..........................................................................................................................109

Nepotism Policy...................................................................................................................................111

Employee Categories Policy.................................................................................................................112

Fair Labor Standards Acts Salary Basis Requirements Policy...............................................................113

Hiring Procedures................................................................................................................................115

Reference/Background Checks............................................................................................................117

Separation of Employment Policy........................................................................................................118

Section VIII – Miscellaneous....................................................................................................................120

Authority Credit Card...........................................................................................................................121

Document Shredding Policy.................................................................................................................123

Professional Memberships..................................................................................................................127

Recycling Policy...................................................................................................................................128

Smoking Policy.....................................................................................................................................129

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Section IX – Performance and Compensation.........................................................................................130

Overtime..............................................................................................................................................131

Performance Evaluation......................................................................................................................133

Managing Unsatisfactory Performance...............................................................................................134

Section X – Safety & Emergency..............................................................................................................136

Emergency Closings.............................................................................................................................137

Safety...................................................................................................................................................140

Section XI – Time & Leave of Absence.....................................................................................................143

Bereavement Leave.............................................................................................................................144

Donated Leave Program Policy............................................................................................................145

Family Medical Leave (FMLA)..............................................................................................................148

New Jersey Paid Family Leave Act (NJFLA)..........................................................................................155

Jury Duty..............................................................................................................................................158

Parental Leave of Absence Policy........................................................................................................159

Military Leave......................................................................................................................................161

Personal Leave.....................................................................................................................................162

Sick Leave Benefits..............................................................................................................................164

Vacation Benefits Policy......................................................................................................................166

Administrative Leave Benefits Policy...................................................................................................168

Witness Days.......................................................................................................................................170

Section XII – Work Schedule....................................................................................................................171

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Flexible Work Arrangements...............................................................................................................172

Office Hours & Work Schedule Policy..................................................................................................174

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Section I – Introductory

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New Jersey Economic Development Authority Mission Statement

The mission of the NJEDA is to strengthen New Jersey’s economy by retaining and growing businesses through financial assistance, by renewing communities, and by promoting the State’s strategic advantages to attract domestic and international businesses.

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Welcome

On behalf of your colleagues, welcome to the New Jersey Economic Development Authority. We believe that each employee contributes directly to NJEDA’s growth and success, and we hope you will take pride in being a member of our team.

This handbook is intended to provide you with general information about working conditions, employee benefits, and NJEDA’s personnel policies. Employees are encouraged to familiarize themselves with the contents of this handbook, as it will answer many common questions concerning employment with the NJEDA. Employees who have questions that are not answered by the handbook should consult with Human Resources.

We hope that your experience here will be challenging, enjoyable, and rewarding. We wish you every success and again, welcome to the NJEDA team!

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Employee Acknowledgement

I acknowledge that I have received the NJEDA employee handbook which contains important information about my employment relationship with NJEDA. I understand that it is my responsibility to review and comply with the policies contained within this handbook. I also understand that is my responsibility to consult with Human Resources regarding any questions not answered in the handbook.

I understand that this handbook is not intended to restate all the policies, statutes, or regulations that apply to my employment with the NJEDA. I further acknowledge that this handbook is neither a contract of employment nor a legal document.

I acknowledge that the information, policies, and benefits described in the employee handbook, except for the NJEDA’s policy of employment at will, are subject to change. I understand that any such change will be communicated through official notices. I understand that such change may supersede, modify, or eliminate existing policies. I also understand that only the CEO has the ability to adopt any change to the policies in this handbook.

I further acknowledge that I have entered into my at will employment relationship with NJEDA voluntarily and that there is no specified length of my employment. I understand that the NJEDA or I can terminate the employment relationship, at any time, with or without cause, as long as there is no violation of applicable federal or state law.

Employee Name (please print)

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Employee Signature

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Title Date

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*Signed document will be filed in employee’s personnel folder.

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Process to Create or Modify a Policy

1. Create/Modify policy –Policy recommendation will originate from the operating unit responsible for the function affected. Forwarded by the Director of that unit to HR with a copy to their SVP.

2. Review –

HR will review policy, check for –

• Formatting

• Viability

• Legal Compliance

• Impact on Organization (ie. Fiscal)

3. Approval –

After HR reviews and comments, policy returned to the Director of originating department and copy to SVP. Director finalizes the policy and SVP presents to SLT to discuss any concerns. At which time the policy will either be a) approved; b) disapproved; c) sent back to Director of originating department for revision and resubmission, if applicable.

4. Launch –

• Distribute via everyone e-mail

• Post to handbook on intranet

• Implement with effective date

NOTE: Template for new policies/modification of existing policies has been placed on the Intranet.

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Section II – AntiDiscrimination & Harassment

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Americans with Disabilities Act Policy

Effective: January 1, 2010

POLICY

It is NJEDA policy not to discriminate against qualified individuals with disabilities in regard to application procedures, hiring, advancement, discharge, compensation, training, or other terms, conditions and privileges of employment.

It is the policy of the NJEDA to comply with all federal, state and local laws concerning the employment with disabilities.

DEFINITIONS

Disability – refers to a physical or mental impairment that substantially limits one or more of the major life activities or an individual.

Major Life Activity – may include things such as caring for oneself, performing manual tasks, seeing, hearing, eating, sleeping, walking, standing, lifting, bending, speaking, breathing, learning, reading, concentrating, thinking, communicating or working. A major life activity may also include bodily functions such as functions of the immune system, normal cell growth, digestive, bowel, bladder, neurological, brain, respiratory, circulatory, endocrine and reproductive systems.

Qualified Individual with a Disability – refers to an individual with a disability who, with or without reasonable accommodation, can perform the essential functions of the position that the individual holds or has applied for.

Direct Threat – refers to a significant risk to the health or safety of others that cannot be eliminated by reasonable accommodation.

GUIDELINES

• Requests for accommodation should be made at the earliest possible date, in most instances no later than three business days prior to the date by which an accommodation is needed.

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• In order to verify a disability or to evaluate such a request, the NJEDA may require the submission of relevant medical documentation. Such documentation shall be used only for this purpose and will be treated confidentially to the extent required by law.

• Requests will be evaluated on the basis of reasonableness and effectiveness.

• When NJEDA has direct evidence that a medical condition or disability is impairing, or may impair, an employee’s ability to perform his/her job or poses a direct threat, the employee will be required to submit to a medical interview and/or examination.

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Conscientious Employee Protection Act (Whistleblower’s Act)

Effective: September 14, 2004

POLICY

In accordance with New Jersey State Law, N.J.S.A. 34:19-1 (S-276) , an employee is protected against retaliatory action because he or she:

• Discloses or threatens to disclose to a supervisor or public body an activity, policy or practice of his/her employer that he/she believes is in violation of a law or regulation.

• Provides information to or testifies before a public body conducting an investigation or hearing concerning such a violation.

• Objects to or refuses to participate in an activity, policy or practice if he/she reasonably believes that it is in violation of a law or regulation or is fraudulent or that it is incompatible with a clear mandate or public policy concerning the public health, safety or welfare.

If an employee believes that he/she has been involved in, or has knowledge of, any action, which may be in violation of law, regulation or public policy, or is fraudulent, or criminal, the employee is urged to notify the Ethics Liaison Officer so that the matter may be investigated and corrected. The New Jersey Economic Development Authority ensures the confidentiality of the report, to the extent possible.

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Equal Employment Opportunity Policy

Effective: May 5, 2011

POLICY

NJEDA provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, gender, sexual orientation, national origin, age, disability, genetic information, marital status, or status as a covered veteran in accordance with applicable federal, state and local laws. This policy applies to all terms and conditions of employment, including, but not limited to: hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.

GUIDELINES

• NJEDA expressly prohibits any form of unlawful employee harassment based on race, color, religion, gender, sexual orientation, national origin, age, disability, genetic information, marital status or veteran status.

• Employees who feel they are being harassed should immediately address this issue with the COO or his/her delegate.

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Immigration Compliance Policy


POLICY

In accordance with the Immigration Reform and Control Act of 1986, NJEDA employs only those individuals who are authorized to work in the United States.

GUIDELINES

• All new employees must submit documentary proof of their identity and employment authorization within three days of actual employment. Individuals will be required to complete and sign the U.S. Citizenship and Immigration Services Form I-9.

• Employees authorized to work in the U.S. for a limited period of time must maintain their legal status and will be required to update their I-9 form with appropriate documentation before the expiration of the authorized employment period.

• Regardless of one’s visa status, NJEDA is an AA/EEO employer and does not discriminate upon the basis of national origin or citizenship.

• Any questions or concerns should be directed to Human Resources.

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Policy Prohibiting Harassment and Discrimination

Effective: March 31, 2012

POLICY

The NJ Economic Development Authority is committed to maintaining a workplace free of discrimination and harassment. The State policy and procedures are incorporated into this section of the policy manual. The State policy can be found at http://www.state.nj.us/treasury/owid/eeo/eeo-index.shtml, and procedures are provided herein. The NJEDA EEO/AA Officer is the COO. The alternate authorized designee is the Assistant Director of Human Resources and/or other qualified supervisors.

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New Jersey Economic Development Authority Procedures for Internal Complaints Alleging Discrimination in the Workplace

Each State department, commission, state college or university, agency and authority (hereafter referred to in this section as “State agency”) is responsible for implementing this model procedure, completing it to reflect the structure of the organization, and filing a copy of the completed procedure with the Department of Treasury, Division of EEO/AA. See N.J.A.C. 4A:7-3.2

1. All employees and applicants for employment have the right and are encouraged to immediately report suspected violations of the State Policy Prohibiting Discrimination in the Workplace, N.J.A.C. 4A:7-3.1.

2. Complaints of discrimination/harassment can be reported to the COO (EEO/AA Officer) , Assistant Director of Human Resources, or to any supervisory employee in the New Jersey Economic Development Authority.

3. Every effort should be made to report complaints promptly. Delays in reporting may not only hinder a proper investigation, but may also unnecessarily subject the victim to continued prohibited conduct.

4. Supervisory employees shall immediately report all alleged violations of the State Policy Prohibiting Discrimination to the COO (EEO/AA Officer). Such a report shall include both alleged violations reported to a supervisor, and those alleged violations directly observed by the supervisor.

5. If reporting a complaint to any of the persons set forth in paragraphs 2 through 4 presents a conflict of interest, the complaint may be filed directly with the Department of Treasury, Office of Workforce Initiatives & Development, Division of EEO/AA (hereinafter referred to as the Division of EEO/AA) , 200 Wolverton Street, Trenton, NJ 08628. An example of such a conflict would be where the individual against whom the complaint is made is involved in the intake, investigative or decision making process.

6. In order to facilitate a prompt, thorough and impartial investigation, all complainants are encouraged to submit a “Discrimination/Harassment Complaint Process” form, located on the NJEDA Intranet. An investigation may be conducted whether or not the form is completed.

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7. The NJEDA shall maintain a written record of the discrimination/harassment complaints received. Written records shall be maintained as confidential records to the extent practicable and appropriate. A copy of all complaints (regardless of the format in which submitted) must be submitted to the Division of EEO/AA, by the COO (EEO/AA Officer) , along with a copy of the acknowledgement letter(s) sent to the person(s) who filed the complaint and, if applicable, the complaint notification letter sent to the person(s) against whom the complaint has been filed. If a written complaint has not been filed, the COO (EEO/AA Officer) must submit to the Division of EEO/AA a brief summary of the allegations that have been made. Copies of complaints filed with the New Jersey Division on Civil Rights, the U.S. Equal Employment Opportunity Commission, or in court also must be submitted to the Division of EEO/AA.

8. During the initial intake of a complaint, the COO (EEO/AA Officer) or authorized designee will obtain information regarding the complaint, and determine if interim corrective measures are necessary to prevent continued violations of the State Policy Prohibiting Discrimination in the Workplace.

9. At the COO’s (EEO/AA Officer) discretion, a prompt, thorough, and impartial investigation into the alleged harassment or discrimination will take place.

10. An investigatory report will be prepared by the COO (EEO/AA Officer) or his/her designee when the investigation is completed. The report will include, at a minimum:

a. a summary of the complaint

b. a summary of the parties’ positions

c. a summary of the facts developed through the investigation; and

d. an analysis of the allegations and the facts. The investigatory report will be submitted to the CEO or his/her designee who will issue a final letter of determination to the parties

11. The CEO or his/her designee will review the investigatory report issued by the COO (EEO/AA Officer) or authorized designee, and make a determination as to whether the allegation of a violation of the State Policy Prohibiting Discrimination in the Workplace has been substantiated. If a violation has occurred, the CEO or his/her designee will determine the appropriate corrective measures necessary to immediately remedy the violation.

12. The CEO or his/her designee will issue a final letter of determination to both the complainant(s) and the person against whom the complaint was filed, setting forth the results of the

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investigation and the right of appeal to the Civil Service Commission, as set forth in Paragraphs 13 and 14, below. To the extent possible, the privacy of all parties involved in the process shall be maintained in the final letter of determination. The Division of EEO/AA shall be furnished with a copy of the final letter of determination.

a. The letter shall include, at a minimum:

I. A brief summary of the parties’ positions;

II. A brief summary of the facts developed during the investigation; and

III. An explanation of the determination which shall include whether:

1. The allegations were either substantiated or not substantiated; and

2. A violation of the State Policy Prohibiting Discrimination in the Workplace did or did not occur

b. The investigation of a complaint shall be completed and a final letter of determination shall be issued no later than 120 days after the initial intake of the complaint referred to in Paragraph 8, above, is completed.

c. The time for completion of the investigation and issuance of the final letter of determination may be extended by the CEO for up to 60 additional days in cases involving exceptional circumstances. The CEO shall provide the Division of EEO/AA and all parties with written notice of any extension and shall include in the notice an explanation of the exceptional circumstances supporting the extension.

13. If the complainant disagrees with the determination of the CEO or his/her designee he/she may submit a written appeal, within twenty days of the receipt of the final letter of determination from the CEO or his/her designee, to the Civil Service Commission, PO Box 312, Trenton, NJ 08625. The appeal shall be in writing and include all materials presented by the complainant at the NJEDA level, the final letter of determination, the reason for the appeal and the specific relief requested.

a. Employees filing appeals which raise issues for which there is another specific appeal procedure must utilize those procedures. The Civil Service Commission Chair may require any appeal, which raises issues of alleged discrimination and other issues, such

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as examination appeals, to be processed using the procedures set forth in this section or a combination of procedures as the Chair deems appropriate. See N.J.A.C. 4A:2-1.7.

b. The Civil Service Commission shall decide the appeal on a review of the written record or such other proceeding as it deems appropriate. See N.J.A.C. 4A:2-1.1(d).

c. The appellant shall have the burden of proof in all discrimination appeals brought before the Civil Service Commission.

14. In a case where a violation has been substantiated, and no disciplinary action recommended, the party(ies) against whom the complaint was filed may appeal the determination to the Civil Service Commission at the address indicated in Paragraph 13 above, within 20 days of receipt of the final letter of determination by the CEO or designee.

a. The burden of proof shall be on the appellant.

b. The appeal shall be in writing and include the final letter of determination, the reason for the appeal, and the specific relief requested.

c. If disciplinary action has been recommended in the final letter of determination, the party(ies) charged may appeal using the procedures set forth in N.J.A.C. 4A:2-2 and 3.

15. The Division of EEO/AA shall be placed on notice of, and given the opportunity to submit comments on, appeals filed with the Civil Service Commission of decisions on discrimination complaints, regardless of whether or not the complaint was initially filed directly with the Division of EEO/AA.

16. Any employee or applicant for employment can file a complaint directly with external agencies that investigate discrimination/harassment charges in addition to utilizing this internal procedure. The time frames for filing complaints with external agencies indicated below are provided for informational purposes only. An individual should contact the specific agency to obtain the exact time frames for filing a complaint. The deadlines run from the date of the last incident of alleged discrimination/harassment, not from the date that the final letter of determination is issued by the CEO or designee.

Complaints may be filed with the following external agencies:

Division on Civil RightsN J Department of Law & Public Safety(Within 180 days for violation of the discriminatory act)

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Trenton Regional Office Atlantic City Office140 East Front Street 26 Pennsylvania Avenue, 3rd Floor6th Floor, P.O. Box 090 Atlantic City, NJ 08401Trenton, New Jersey 08625 0090‐ (609) 441 3‐ 100(609) 292 4‐ 605

Camden Regional Office Newark Regional OfficeOne Port Center, 4th Floor 31 Clinton Street, 3rd Floor2 Riverside Drive, Suite 402 P. O. Box 46001Camden, NJ 08103 Newark, NJ 07102(856) 614 2‐ 550 (973) 648 2‐ 700

United State Equal Employment Opportunity Commission (EEOC) (Within 300 days of the discriminatory act) National Call Center – 1 8‐ 00 669 4000‐ ‐

Newark Area Office* Philadelphia District Office**1 Newark Center, 21st Floor 801 Market Street, Suite 1300Raymond Blvd at McCarter Hwy (Rt. 21) Philadelphia, PA 19107 3127‐Newark, NJ 07102 5233‐ (215) 440 2‐ 600(973) 645 4‐ 684 *Newark Area Office has jurisdiction over the State of New Jersey Counties of Bergen, Essex, Hudson, Hunterdon, Mercer, Middlesex, Monmouth, Morris, Passaic, Somerset, Sussex, Union and Warren.**The Philadelphia District Office has jurisdiction over the State of New Jersey Counties of Atlantic,Burlington, Camden, Cape May, Cumberland, Gloucester, Ocean and Salem.

Issued: March 30, 2012

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Section III – Conduct Standards

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Employee Conduct Policy


POLICY

It is the policy of NJEDA that all employees follow rules of conduct that protect the interests and safety of all employees and the organization.

GUIDELINES

The following list is not all-inclusive, but represents examples of conduct that may result in disciplinary action, up to and including immediate termination of employment.

• Theft or inappropriate removal or possession of property.

• Falsification of timekeeping records or other company documents or records.

• Working under the influence of alcohol or illegal drugs; possession, distribution, sale, transfer, or use of alcohol or illegal drugs in the workplace, while on duty, or while operating employer-owned vehicles or equipment.

• Fighting or threatening violence in the workplace, or disruptive activity in the workplace.

• Damage of employer-owned or customer-owned property caused by negligence or intentional conduct.

• Insubordination or other disrespectful conduct.

• Smoking in prohibited areas.

• All forms of unlawful harassment, discrimination or retaliation, including sexual harassment.

• Possession, display, or use of a dangerous or deadly weapon in the workplace.

• Conviction of a crime of the first, second or third degree, or a crime of the fourth degree on the job or directly related to the job.

• Unauthorized disclosure of confidential information.

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• Violation of NJEDA policies or Code of Ethics.

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Dress Code Policy


Policy

EDA employees are expected to wear appropriate business attire at all times and adhere to the Dress Code Policy.

Guidelines

• This policy applies equally to all NJEDA employees.

• Directors and/or supervisors are responsible for monitoring and enforcing this policy.

• When an employee violates the dress code, he/she will be advised of the inappropriateness and may be sent home to change his/her clothes.

• If an employee is sent home to change, he/she will be required to use time off.

• Repeated policy violations will result in disciplinary action, up to and including termination.

• Please see addendum for appropriate dress code definitions.

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Guidelines For Dress Code PolicyWOMEN MEN

BUSI N ESS ATTIRE

Required when seeing clients is scheduled or probable.

Dresses or skirts(no more than 3” above knee) Sports jacket with dress slacks

Blouses/shirt(may be sleeveless & collarless) Dress shirt

Dress shoes or sandals Tie

Dress shoes

BUSI N ESS CASUAL

When there may be potential client contact.

Dress Capri pants in business suitable fabric and cut

Dress pants, may include Khakis

Dress pants including Khakis Dress shirt

Blouses/shirts(may be sleeveless & collarless)

Tie (optional, but must be available forclient contact)

Sweaters Dress shoesDress shoes or sandals

CASUAL D RE SS

When no client contact is scheduled or probable.

Dress Capri pants in business suitable fabric and cut

Collared shirts including turtleneck or mock turtleneck

Dress pants including Khakis Dress pants including khakis

Blouses/shirts(may be sleeveless & collarless)

Dress or casual shoes (not sneakers)

SweatersDress shoes or sandals

DRESS DOWN F RI DAY

No client contact is expected or probable.

Denim of any type (including denim dresses, denim skirts, denim shirts, denim pants, etc) that are clean, neat, well kept‐

& in good condition

Denim of any type (including denim shirts, denim pants, etc) that are clean,

neat, well kept‐ & in good condition

Sneaker(clean, well kept‐ & in good condition)

Sneakers(clean, well kept‐ & in good condition)

NOT APPRO P RIATE F O R A NY EMP L OY EE AT ANY T I ME

Flip flops of any material, on any dayShorts

Skorts or culottesSweatshirts, sweat pants, warm up‐ suits

Stretch pants or leggingsHalter tops, tank tops, midriff tops, spaghetti strap tops, sheer

or see through‐ fabric tops, or tops with low‐cut/revealing necklines

T-Shirts

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All jewelry worn by employees must not detract from a professional appearance.Facial piercing jewelry such as, tongue piercing, nose piercing, eyebrow piercing, lip piercing, isprohibited, unless for religious purposes.

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Drug and Alcohol Policy

DRUG AND ALCOHOL USE

It is NJEDA's desire to provide a drug-free, healthful, and safe workplace. To promote this goal, employees are required to report to work in appropriate mental and physical condition to perform their jobs in a satisfactory manner.

While on NJEDA premises, while conducting business-related activities off NJEDA premises, and while en-route on company time, no employee may use, possess, distribute, sell, or be under the influence of alcohol or illegal drugs. The legal use of prescribed drugs is permitted on the job only if it does not impair an employee's ability to perform the essential functions of the job effectively and in a safe manner that does not endanger other individuals in the workplace.

Violations of this policy may lead to disciplinary action, up to and including immediate termination of employment, and/or required participation in a substance abuse rehabilitation or treatment program and/or mandatory referral to the Employee Assistance Program. Such violations may also have legal consequences.

Employees with questions or concerns about substance dependency or abuse are encouraged to use the resources of the Employee Assistance Program. They may also wish to discuss these matters with their supervisor or the Human Resources Division to receive assistance or referrals to appropriate resources in the community.

Employees with drug or alcohol problems that have not resulted in, and are not the immediate subject of, disciplinary action may request approval to take unpaid time off to participate in a rehabilitation or treatment program through NJEDA's health insurance benefit coverage. Leave may be granted if the employee agrees to abstain from use of the problem substance; abides by all NJEDA policies, rules, and prohibitions relating to conduct in the workplace; and if granting the leave will not cause NJEDA any undue hardship.

Under the Drug-Free Workplace Act, an employee who performs work for a government contract or grant must notify NJEDA of a criminal conviction for drug-related activity occurring both in and out of the workplace. The report must be made within 5 days of the conviction. If the convicted employee is employed in a program which is supported by Federal funds, the CEO will notify the appropriate Federal agency within 10 days of receipt of notice from the convicted employee.

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The CEO will provide Human Resources with the following information:

a. Date of the conviction

b. Disciplinary action taken

c. Whether the employee is one whose duties involve the performance of a Federal grant

d. Date the Federal grantor agency was notified of the conviction

Employees with questions on this policy or issues related to drug or alcohol use in the workplace should raise their concerns with their supervisor or the Human Resources Division without fear of reprisal.

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Ethics Policy


POLICY

In order to establish the general standards of conduct necessary for the proper and efficient operation of the Authority, it is the policy of the NJEDA to follow the New Jersey State Ethics Commission “Uniform Ethics Code.” Employees and Board Members are expected to review, understand, and strictly adhere to the Code. Employees and Board Members should seek advice or clarification from the Ethics Liaison Officer or from the Ethics Commission if they have any questions concerning their obligations under the Code. A general synopsis of the Code is summarized in the “Plain Language Guide to New Jersey’s Executive Branch Ethics Standards.”

DEFINITIONS

Code – Code of Ethics; “Uniform Ethics Code”Ethics Liaison Officer – The NJEDA Director of Internal Process Management or designeeEmployee – Any person employed by the EDA

Board Member – Any of the five (5) ex-officio representatives, eight (8) representatives appointed by the Governor, three (3) alternate appointed representatives, and any other individuals officially designated to lawfully vote on NJEDA matters, as established by N.J.S.A. 34:1B-4, as it may be amended. NOTE: Board Members are designated as “Special State Officers” under the “Uniform Ethics Code.” This designation also applies to all ex-officio representatives assigned to the EDA.

PROCEDURE

The “Plain Language Guide to New Jersey’s Executive Branch Ethics Standards” can be accessed on the New Jersey State Ethics Commission website at: http://nj.gov/ethics/docs/ethics/plainlanguage.pdf

The “Uniform Ethics Code” is located at:

http://nj.gov/ethics/docs/ethics/uniformcode.pdf

All new employees are required to sign off upon receipt of these documents. Training:

All employees and board members are required to complete annual Ethics training.

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Section IV – NJEDA Communications and Technology

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Company Equipment/Property

Effective: -----------

POLICY

As an employee of the New Jersey Economic Development Authority you are obliged to adhere to the following conditions regarding your use of company property:

• Employees are responsible for all company property, materials, or written information issued to them or in their possession or control.

• Employees must return all company property immediately upon request or upon termination of employment.

• Where permitted by applicable laws, the company may withhold from the employee’s check or final paycheck the cost of any items that are not returned when required.

• The company may also take all action deemed appropriate to recover or protect its property.

THEFT OF COMPANY EQUIPMENT/PROPERTY

Any employee of the New Jersey Economic Development Authority who is found guilty of the theft of company property or equipment will be subject to summary dismissal.

DELIBERATE DAMAGE TO COMPANY EQUIPMENT/PROPERTY

If any employee of the New Jersey Economic Development Authority who is involved in a deliberate act of vandalism or damage to company property, the employee shall be held financially responsible for the repair or replacement of the property.

A deduction from his/her wages will be authorized to cover the appropriate costs.

Disciplinary action will also result.

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Computer, E-mail, and Internet Usage


GENERAL

Computers, computer files, the prevailing e-mail system and all software furnished to employees are NJEDA property intended for business use only.

The NJEDA strives to maintain a workplace free of harassment and sensitive to the diversity of its employees. Therefore, NJEDA prohibits the use of computers and the e-mail system in ways that are disruptive, offensive to others, or harmful to morale. For example, the display or transmission of sexually explicit images, messages, and cartoons is not allowed.

Other such misuse includes, but is not limited to, ethnic slurs, racial comments, off-color jokes, or anything that may be construed as harassment or showing disrespect for others.

Employees should notify their immediate supervisor, the CIO or the CT&LO upon learning of policy violations.

NJEDA reserves the right to access, monitor and report any files, computers, desks, etc., at any time, to ensure compliance with Authority policies and procedures.

PASSWORDS

Passwords must be a minimum of six characters and must contain at least three out of the four types of characters: uppercase, lowercase, or numeric. Passwords will be reset every 60 days, and they may not be reused within 24 months.

In order to ensure the integrity of files and to further protect the network from unauthorized intrusion, passwords must not be shared. Please note that audit trail reports identify and place accountability at the origin of login.

INTERNET & INTRANET

NJEDA Internet and Intranet resources are provided to support and further our business objectives. Minimal personal use is allowed; all policies apply to personal use.

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NJEDA resources may not be used to:

• Violate any local, state, province, federal or national law or regulation, including copyright, trade secret, patent or other intellectual property rights.

• Circumvent any other NJEDA policy or standard.

• Threaten, deceive, defraud, harass, defame, intimidate or offend others.

• Access pornography, gambling venues, non-business related chat rooms or message boards.

• Run a side business or pursue other venues for personal gain.

• Gain or attempt to gain illegal access into another computer network or system.

• Post or send company information that is not publicly available or intentionally post false information that damages NJEDA’s reputation.

• Create, execute, store or intentionally propagate non-business files, such as computer games, viruses, worms, password capturing programs, Trojan horses, offensive images, videos or audio recordings, etc.

• Disrupt or disable NJEDA resources or prevent other authorized personnel from using these resources.

• Send chain letters, unauthorized solicitations or advertisements.

HARDWARE LOANS

Laptops can be signed out on a forty-eight (48) hour basis with extensions possible, with business justification, via a Track-It work order.

Presentation equipment can be signed out on an “as needed” basis for both internal and external presentations via a Track-It work order.

BACK-UP PROCEDURES

Only shared drives are backed up. In the event of a catastrophic failure, restoration of local drives is not possible. Please use the shared drives when saving anything requiring back up.

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E-MAIL SYSTEM GENERAL RULES

• E-mail should be used for short, brief messages.

• Remember: Every message has the potential of being read by many.

ETIQUETTE TIPS

• Avoid using full “CAPS” - It signifies shouting.

• Always fill in the “Subject” field.

• Don’t forward messages without sender’s consent.

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Ergonomics Policy

Effective: xxxxxxxxxxxxxxx

POLICY

Ergonomics is the study of people and their interaction with the elements of their jobs or tasks, including equipment, tools, facilities, processes, and environment. It is a multidisciplinary field of study that integrates engineering, medicine, design, and industrial psychology.

In a more practical sense, ergonomics is the science of human comfort. When aspects of work or the workplace challenge or stress the human body beyond its capabilities, the result is often a musculoskeletal injury (MSI). MSIs are also known by several other names, including:

O/E (overexertion injury)

RSIs (repetitive stress or repetitive strain injuries)

ASTDs (activity-related soft tissue disorders)

CTDs (cumulative trauma disorders)

Whatever name is used, these injuries belong to a group of sprain and strain injuries that can affect muscles, nerves, tendons, ligaments, joints, cartilage, blood vessels, or spinal discs in the body. MSIs do not include injuries resulting from slips, trips, falls, cuts, motor vehicle accidents, or similar accidents; however, a close look at the causes of these acute injuries often reveals design problems that can be corrected. To help avoid MSIs, work demands should not exceed the physical capabilities of the worker.

POLICY

It is the policy of the New Jersey Economic Development Authority to provide all workers with a healthy and safe workplace.

The New Jersey Economic Development Authority maintains records documenting the identification, assessment, and control of worker exposure to ergonomics risk factors, in accordance with the applicable laws and regulations.

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NJEDA Documents and Records Storage and Location Policy


POLICY

The purpose of this policy is to:

Direct the creation, version control and capture of official NJEDA documents

Ensure official NJEDA documents are authoritative, current and managed

Ensure that outdated documents are not used to facilitate NJEDA business

Ensure that all NJEDA documents of an official nature are stored on the NJEDA document management system or on specified and approved NJEDA network drives

Ensure that information whatever form it is in is NOT stored solely on computers and networks that are not part of the document management system or network drives which are backed up

This policy applies to:

Those NJEDA documents created by NJEDA staff to facilitate official NJEDA business that are required to be managed to ensure version control, access control, currency and authority such as templates and forms

Those high level official documents that should be versioned controlled and audited throughout their development prior to becoming a record such as policy documents and contract documents

This policy does NOT include those documents created to facilitate low level local administrative activities.

PROCEDURE

FileNet is the official document management system for those NJEDA documents that require version control, access control, auditing, and an assurance of currency. These documents should not be managed in the NJEDA I: drive system.

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This guideline is intended to assist staff who create and/or receive official NJEDA documents to capture these records into FileNet by enabling them:

To identify those documents that should be managed in FileNet—that is NOT stored in I: Drive or other shared drives or elsewhere (such as in Outlook folders or on PCs)

To identify documents that should be managed outside of FileNet—that is stored on I: Drive or elsewhere.

It is the responsibility of the creator of the document to register the document into FileNet if it should be stored there—or to place it on I: Drive if that is the appropriate storage location.

What Documents Should be Managed in FileNet opposed to I: Drive or other Shared Drives?

Documents can be in any medium (hard copy or electronic; and electronic documents can be of any file type, e.g. Word, Excel, PowerPoint, scripts, Databases, e-mail, etc)

Documents are created by NJEDA staff for wide ranging purposes and are managed in a variety of ways including the shared NJEDA I: drive system. It is not necessary or desirable for all NJEDA documents to be managed in FileNet however. Version controlling every change to every Excel spreadsheet for example would soon require vast quantities of storage space in FileNet.

Documents may or may not be a record. If a document is a record then it should be registered into FileNet.

If the document is not a record then the following checklist will assist staff in managing the appropriate documents in FileNet opposed to storing and managing them in I: Drive or elsewhere as appropriate.

Records vs. Documents – what’s the difference?

It is important to understand the difference between documents and records; however the most important consideration is that some documents are records because they have participated in a business transaction or were created to document such a transaction. Conversely, some documents are not records because they do not function as evidence of a business transaction.

RECORDS

In order to support and document NJEDA business transactions and decisions, it is important that official records be created at the time of the transaction or decision.

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It is the responsibility of the NJEDA staff member involved to ensure that the official record/s provide a true and accurate account of the transaction or decision.

A record may constitute:

A written file note (hard copy or electronic)

An e-mail

A voice recording

Minutes/meeting papers

A report

Correspondence

A film or video recording

A facsimile

An official record needs to document a decision or the outcome of a transaction and the circumstances directly leading to the decision/transaction. An official record should be understood some time after the event by a person not involved with the transaction at the time of its occurrence. At a minimum it should include the:

Date of the transaction/decision

Names of the relevant parties

Nature of the transaction, and the

Classification terms describing the transaction

All official NJEDA records are to be created and/or registered in the NJEDA Document Management System (FileNet).

DOCUMENTS

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Documents are created by NJEDA staff for wide ranging purposes and are managed in a variety of ways including on FileNet, which provides for the management of documents throughout their life cycle which includes creation, version control, security access and auditing, information sharing and collaboration. Documents may also be stored and managed on the shared NJEDA I: drive system if that is the appropriate location for them based on the guidelines outlined in this policy.

It is not necessary or desirable for all NJEDA documents to be managed in FileNet as the majority of documents created in the course of NJEDA business are of a facilitative, general or low level nature. These are not managed at all or if they are then they are stored and managed in the NJEDA I: drive system or elsewhere as appropriate or as departmental guidelines specify.

Documents that are to be managed in FileNet (opposed to stored in I: Drive) include:

• NJEDA documents created by NJEDA staff to facilitate official NJEDA business that are required to be managed to ensure version control, access control, currency and authority such as templates and forms

• High-level official documents that should be versioned controlled and audited throughout their development prior to becoming a record such as policy documents and contract documents

CLASSIFICATION

In order to facilitate the management and retrieval of official records and documents, they must be classified according to their business function. This ensures that records and documents are placed in context with other official records documenting the same or similar transactions/decisions.

Classification is undertaken using the folder structure in FileNet or the folder structure in the shared NJEDA I: drive system). It is the responsibility of the staff member capturing the record to ensure that it is classified appropriately.

Classifying NJEDA records and documents assist staff to:

Organize information in a way that is meaningful to the business

Facilitate access to information related to a topic or business activity and to provide links to similar information sources

Classify the context or role of information

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Provide a basis for the development and application of retention schedules to manage information throughout its lifecycle

Facilitate eventual destruction of redundant files and folders

Ensure that information is named in a consistent manner over time

CAPTURE

Official records and documents are captured by saving/registering them into FileNet. This ensures that official records are available (subject to access restrictions) to the NJEDA for future use and/or reference. It is the responsibility the staff member to ensure the capture of official records and documents created by them. It is also the responsibility of the staff member to ensure capture of official records sent to them from external organizations or individuals.

Alternate recordkeeping and document management systems should not be used for the maintenance of official NJEDA records and documents. Only Filenet and the shared NJEDA I: drive system should be used.

NOTE: Personnel records are maintained by the Human Hesources information management system, and those records and documents otherwise not considered official records should not be captured in FileNet. These are stored and maintained on the shared NJEDA I: drive system.

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Employee Data Privacy Policy


POLICY

The privacy and security of the personal data collected from you is a priority to the New Jersey Economic Development Authority (NJEDA). It is equally important to us that you understand how we handle this data. This policy includes any separate privacy notices that may provide more detail regarding personal information we collect, why we need that information, and the choices you may have about the ways we use that information. For example, from time to time, you may be asked to expressly consent in writing to certain additional terms. This separate agreement will supplement or amend this policy, but only with respect to the matters governed by such a separate agreement.

By your employment, you expressly acknowledge that you have read, understand and agree to all of the terms of this Employee Data Privacy Policy, as outlined below and as it may be modified by us from time to time without prior notice.

Collection of Data

To conduct business and to comply with government regulations (employment, tax, insurance, etc), we collect various personal and other data depending on your employment responsibilities, citizenship, location of employment, and other factors. Such data may include your name, user ID's, phone numbers, e-mail address, mailing addresses, banking and other financial data, government identification numbers (i.e., social security numbers, tax payer ID's, driver’s license, etc), date of birth, gender, race, ethnicity, health and disability data, family-related data (i.e., marital status, personal and health-related data on family members, etc), business organization data (primarily for contractors), and any other necessary data. If you send any unsolicited data to the NJEDA by any means you explicitly consent to storage, destruction, processing, disclosure, and/or any other use by the NJEDA or any subcontractor of the NJEDA.

Use of the Data We Collect

We may use your data as follows:

To identify you personally

To communicate with you

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To comply with human resource requirements

To comply with government regulations

To provide employee benefits (compensation, health insurance, expense reimbursements, etc).

Disclosure of Data

We disclose your personal information in the following circumstances:

Legal requests and investigations – We may disclose any data about you when, in our opinion, such disclosure is necessary to prevent fraud or to comply with any statute, law, rule or regulation of any order of any court of competent jurisdiction

Third-party service providers – We may, from time to time, outsource some or all of the operations of our business to third-party service providers. In such cases, it will be necessary for us to disclose your data to those service providers. In some cases, the service providers may collect data directly from you on our behalf. We restrict how such service providers may access, use and disclose your data.

Agents – We employ other companies and individuals to perform functions on our behalf. Examples include processing compensation, providing employee benefits, and performing legal and other professional services. These agents have access to your data as needed to perform their functions, but they are not permitted to use it for other purposes.

Protection of the NJEDA and others – We release data when we believe release is appropriate to comply with the law; enforce or apply our policies and other agreements; or protect the rights, property, or safety of the NJEDA, our employees, or others. Obviously, however, this does not include selling, renting, sharing or otherwise disclosing personally identifiable data from employees for commercial purposes in violation of the commitments set forth in this Employee Data Privacy Policy.

Updating and Accessing Your Personal Data

You must immediately update your data when and if it changes so that we can maintain accurate data about you in order to perform necessary activities such as paying you and providing you with benefits. Although you may change your data, we may continue to keep historical data about you. Therefore, you should not expect that all of your historical data will be removed from our databases at the time you notify us of changes.

Retention of Your Personal Data

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Upon your separation from employment with the NJEDA, your personal information shall be retained and destroyed according to our document retention policy and in compliance with applicable laws and regulations.

Security of Your Personal Data

We employ security measures and technologies, such as password protection, encryption, physical locks, etc., to ensure the confidentiality of your personal data. If you are authorized to have access to the personal data of others, it is important that you take appropriate safeguards to protect this personal data. Examples include:

Paper and other hard copies containing personal data should be secured in a locked location when not in use

Computers and other access points should be secured when not in use by logging out or locking

Passwords and user ID's should be guarded and not shared

When no longer necessary for business purposes, paper and hard copies should be immediately destroyed using paper shredders or other approved devices

Do not leave copies in unsecured locations waiting to be shredded or otherwise destroyed

Do not make or distribute unauthorized copies of documents and other tangible mediums containing personal data

Electronic files containing personal data should only be stored on secured computers and not copied or otherwise communicated to unauthorized individuals within or outside of the NJEDA

The NJEDA also uses e-mail filters to block spam and computer viruses. It is possible that some legitimate e-mail messages and websites may be blocked or hindered by these filters. E-mail caught in the NJEDA ’s spam filtering service may be retrieved upon request to the I.T. Help Desk. Please contact the I.T. Help Desk for assistance.

Violations of Policy

Compliance with this Employee Data Privacy Policy is important to the NJEDA. Any potential violation of these privacy policies should be reported to the HR Director at the NJEDA. Failure to follow these privacy

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policies may result in discipline, up to and including separation, of the employee. Any questions or suggestions regarding these policies may also be directed to the HR Director at the NJEDA.

The NJEDA reserves the right to change, supplement and/or amend this notice at any time; in such cases this will be notified through our website and/or any other methods allowed by applicable law.

Consent to Policy

Employee Name (printed): ____________________________________________________

Employee Signature: _________________________________________________________

Date: ___________________

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Mobile Phone Use Policy


POLICY

Mobile phones shall be turned off or set to silent or vibrate mode during meetings, conferences and in other locations where incoming calls may disrupt normal workflow.

Employees may carry and use personal mobile phones while at work on a sporadic basis. If employee use of a personal cell phone causes disruptions or loss in productivity, the employee may become subject to disciplinary action per company policy.

Personal mobile phones shall be used for company business on a sporadic basis. Employees may be reimbursed for the incoming calls to their personal cell phones. Employees shall not be reimbursed for outgoing calls made from their mobile phones unless prior authorization is obtained from their immediate supervisor.

If an employee is operating a company vehicle and receives a call on a cell phone, the employee may answer, but shall ask the caller to hold, put the phone down and pull to the side of the roadway, into a parking lot or other safe location to respond to the call. Failure to follow this policy may result in disciplinary action up to and including termination.

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Data Protection Policy


POLICY

As a member of the New Jersey Economic Development Authority you will inevitably be involved in processing personal data for the New Jersey Economic Development Authority as part of your job.

Data protection is about the privacy of individuals, and is governed by the Computer Fraud and Abuse Act 1986 (among others listed below).1 This Act defines, among others, terms as follows:

1 Americans with Disabilities Act (ADA.

Cable Communications Policy Act of 1984 (Cable Act.California Senate Bill 1386 (SB 1386. - Chaptered version.Children's Internet Protection Act of 2001 (CIPA.Children's Online Privacy Protection Act of 1998 (COPPA.Communications Assistance for Law Enforcement Act of 1994 (CALEA.Computer Fraud and Abuse Act of 1986 (CFAA.Computer Security Act of 1987 - (Superseded by the Federal Information Security Management Act (FISMA.Consumer Credit Reporting Reform Act of 1996 (CCRRA. - Modifies the Fair Credit Reporting Act (FCRA) .Controlling the Assault of Non-Solicited Pornography and Marketing (CAN-SPAM. Act of Electronic Funds Transfer Act (EFTA. SummaryFair and Accurate Credit Transactions Act (FACTA. of 2003Fair Credit Reporting ActFederal Information Security Management Act (FISMA.Federal Trade Commission Act (FTCA.Driver's Privacy Protection Act of 1994Electronic Communications Privacy Act of 1986 (ECPA.Electronic Freedom of Information Act of 1996 (E-FOIA.Fair Credit Reporting Act of 1999 (FCRA.Family Education Rights and Privacy Act of 1974 (FERPA; also know as the Buckley Amendment.Gramm-Leach-Bliley Financial Services Modernization Act of 1999 (GLBA.Privacy Act of 1974 - including U.S. Department of Justice OverviewPrivacy Protection Act of 1980 (PPA.Right to Financial Privacy Act of 1978 (RFPA.Telecommunications Act of 1996Telephone Consumer Protection Act of 1991 (TCPA.Uniting and Strengthening America by Providing Appropriate Tools Required to Intercept and Obstruct Terrorism Act of 2001 (USA PATRIOT Act.

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"Data" generally means information which is computerized or in a structured hard copy form

"Personal data" is data which can identify someone, such as a name, a job title, or a photograph

"Processing" is anything you do with data – just having data amounts to processing

“Data controller" is the person who controls the purposes and manner of processing of personal data – this will be the New Jersey Economic Development Authority in the case of personal data processed for the business

Whenever and wherever you are processing personal data for the New Jersey Economic Development Authority you must keep it secret, confidential, and secure; and you must take particular care not to disclose it to any other person (whether inside or outside of the New Jersey Economic Development Authority) unless authorized to do so. Do not use any such personal data except as authorized by the New Jersey Economic Development Authority for the purposes of your job. If in doubt get help from your manager/department head.

The Computer Fraud and Abuse Act 1986 (among other laws) gives every individual the right to see all of the information that any data controller holds about them. Bear this in mind when recording personal opinions about someone, whether in an e-mail or otherwise. It is another reason why personal remarks and opinions must be made or given responsibly, and they must be relevant and appropriate as well as accurate and justifiable.

The Computer Fraud and Abuse Act 1986 provides that it is a criminal offense to obtain or disclose personal data without the consent of the data controller. "Obtaining" here includes the gathering of personal data by employees at work without the authorization of the employer. You may be committing this offense if without the authority of the New Jersey Economic Development Authority you exceed your authority in collecting personal data; you access personal data held by the New Jersey Economic Development Authority; or, you pass data on to someone else (whether inside or outside of the New Jersey Economic Development Authority).

While the New Jersey Economic Development Authority is a data controller of all personal data processed for the purposes of our business, you will be a data controller of all personal data processed in any personal e-mail which you send or receive. Use for social, recreational or domestic purposes attracts a wide exemption under the Computer Fraud and Abuse Act 1986, but if, in breach of this policy, you are using our communications facilities for the purpose of a business which is not the New Jersey

Video Privacy Protection Act of 1988??

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Economic Development Authority’s business, then you will take on extensive personal liability under the Computer Fraud and Abuse Act 1986.

Data Protection Policy (Personally Identifiable Information or PII related.

To help you understand and comply with the New Jersey Economic Development Authority’s obligations as a data controller under the Computer Fraud and Abuse Act 1986 you may be offered, and you may also request, training. Whenever you are unsure of what is required or you otherwise need guidance in data protection, you should consult our Data Protection Officer or any member of the data protection team. The New Jersey Economic Development Authority’s privacy statements and information about our data protection policies can be found on the New Jersey Economic Development Authority’s intranet.

Compliance with this policy

Failure to comply with this policy may result in disciplinary action being taken against you under the New Jersey Economic Development Authority’s disciplinary procedures, which may include dismissal, and/or the withdrawal of permission to use the company’s equipment for personal purposes. If there is anything in this policy that you do not understand, please discuss it with your line manager/departmental head.

Please note that the procedures and policies outlined in this policy, and in any related policy, may be reviewed or changed at any time. You will be alerted to important changes and updates will be published on our intranet.

From the GSA on PII related policies—

http://www.gsa.gov/portal/content/104256

7. Protecting PII: GSA CIO P 2100.1E lists measures that should be taken to protect PII. Chapter 4, Policy of Operational Controls, Section 22, Personally Identifiable Information, has security requirements for the protection of PII.

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a. If it is a business requirement to store PII on GSA user workstations or mobile devices including, but not limited to, notebooks computers, USB drives, CD- ROMs/DVDs, personal digital assistants and Blackberries, PII must be encrypted using a FIPS 140-2 certified encryption module. An employee or contractor shall not physically take out PII from GSA facilities (including GSA-managed programs housed at contractor facilities under contract., or access remotely (i.e., from locations other than GSA facilities., without written permission from the employee’s supervisor, the data owner, and the IT system authorizing official. This applies to electronic media (e.g. laptops, Blackberries, USB drives., paper, and any other media (e.g. CDs/DVDs. that may contain PII.

b. PII shall be stored on network drives and/or in application databases with proper access controls (i.e., User IDs/password. and shall be made available only to those individuals with a valid need to know.

c. Log all computer-readable extracts from databases holding PII and verify each extract including PII has been erased within 90 days or its use is still required.

d. Creation of computer-readable data extracts that include PII shall be maintained in an official log, including reactor, date, type of information, and user.

e. If PII needs to be transmitted over the Internet, it must be sent using encryption methods defined in the GSA Information Technology (IT. Security Policy (GSA CIO P 2100.1E, Ch. 4, para. 22).

f. All incidents involving data breaches which could result in identity theft must be coordinated through the Senior Agency Information Security Officer (SAISO. and the GSA Management Incident Response Team (MIRT. using the GSA Information Breach Notification Policy (9297.2A HCO, February 26, 2009).

g. GSA-managed computers that collect and store PII must adhere to all PII requirements.

h. If PII needs to be e-mailed within the GSA network, at a minimum Lotus Notes encryption is required.

i. If PII needs to be sent by courier, printed, or faxed, several steps should be taken. When sending PII by courier, mark “signature required” when sending documents. This creates a paper trail in the event items are misplaced or lost. Don’t let PII documents sit on a printer where unauthorized employees or contractors can have access to the information. When faxing information, use a secure fax line. If one is not available, contact the office prior to faxing so they know information is coming, and contact them after transmission to ensure they received it. For each event the best course of action is to limit access of PII only to those individuals authorized to handle it, create a paper trail, and verify information reached its destination.

8. Privacy and Security Awareness Training and Education:

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a. All employees and contractors must complete Security Awareness training and Privacy Training 101 within 30 days of employment. All GSA employees and contractors must complete Security Awareness training and Privacy Training 101 annually.

b. All GSA employees and contractors must complete Security Awareness training and Privacy Training 101 annually.All employees and contractors must complete Security Awareness training and Privacy Training 101 within 30 days of employment.

c. All employees and contractors who have information security responsibilities as defined by 5 CFR 930.301 and GSA IT Security Training Policy (April 13, 2006. must complete specialized IT security training as defined in the policy.

d. All employees and contractors who have significant privacy information responsibilities must complete specialized Privacy Training 201.

e. All GSA employees and contractors, who work with personally identifiable information or have access to other people’s information, must complete Privacy Training 201.

f. Failure to comply with annual awareness and specialized training requirements will result in termination of e-mail privileges.

9. Information Data Breach: A data breach is when PII is viewed, leaked, or accessed by anyone who is not the individual or someone authorized to have access to this information as part of his/her official duties. In accordance with GSA IT Security Procedural Guide: Handling IT Security Incidents, a "security incident" is "[a] set of events that have been examined and determined to indicate a violation of security policy or an adverse effect on the security status of one or more systems within the enterprise.” When it has been determined that PII has been compromised, refer to GSA Information Breach Notification Policy (see link above).

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Social Media Policy


POLICY

The New Jersey Economic Development Authority recognizes that there are legitimate business and personal reasons for using social media at work or using corporate computing resources. To enable employees to take advantage of the business value of these sites and to promote an open, trusting, collaborative workplace, the New Jersey Economic Development Authority policy allows all employees to use social media within the guidelines specified below.

What is Social Media?

Social media includes any web site in which visitors are able to publish content to a larger group.

Inappropriate Content Policy

While social media contains legitimate business and personal content, they also include content that is inappropriate for the workplace including nudity, violence, abused drugs, sex, and gambling. Therefore, the same inappropriate content policy that applies to the broader web, also applies to content found within social media. Inappropriate content should not be accessed by employees while at work, or while using company resources. In addition to these guidelines, employees should use common sense and have consideration for others in deciding which content is appropriate for the workplace.

The company employs technical controls to provide reminders, monitor, and enforce this policy.

Productivity Policy

The New Jersey Economic Development Authority recognizes that employees have a need, at times, to conduct personal business within social media while at work or using company resources. Therefore, the New Jersey Economic Development Authority allows limited access to non-business social media content. For example, employees are allowed to access personal communications applications, e-mail, and blog content within social media. It is the responsibility of the employee to ensure that personal business does not affect work quality or productivity.


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Content Publishing and Confidentiality Policy

The following are policy guidelines regarding what you should and should not do when publishing content in social media. These guidelines apply to all social media communications whether personal or company-sponsored. Employees are responsible for content they publish in social media and can be held personally liable for content published. Employees also can be subject to disciplinary action by the New Jersey Economic Development Authority for publishing inappropriate or confidential content. These guidelines only cover a sample of all possible content publishing scenarios and are not a substitute for good judgment.

DO know and follow all privacy and confidentiality guidelines in the New Jersey Economic Development Authority Employee Handbook. All guidelines in the employee handbook, as well as laws such as copyright, fair use and financial disclosure laws apply to social media.

DO NOT disclose or use the New Jersey Economic Development Authority’s confidential or proprietary information or that of any other person or company. For example, ask permission before posting someone's picture in a social network or publishing in a blog a conversation that was meant to be private.

DO NOT comment on the New Jersey Economic Development Authority’s confidential financial information such as future business performance or business plans.

DO NOT cite or reference customers, partners or suppliers without their written approval.

DO identify yourself. Some individuals work anonymously, using pseudonyms or false screen names. The New Jersey Economic Development Authority discourages that practice.

DO be professional. If you have identified yourself as a New Jersey Economic Development Authority employee within a social website, you are connected to your colleagues, managers and even the New Jersey Economic Development Authority’s customers. You should ensure that content associated with you is consistent with your work at the New Jersey Economic Development Authority.

DO ask permission – to publish or report on conversations that are meant to be private or internal to the New Jersey Economic Development Authority and when in doubt, always ask permission from the New Jersey Economic Development Authority’s legal department.

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DO speak in the first person when engaging in personal social media communications. Make it clear that you are speaking for yourself and not on behalf of the New Jersey Economic Development Authority.

DO use a disclaimer – If you publish personal social media communications about the New Jersey Economic Development Authority and it has something to do with the work you do or subjects associated with the New Jersey Economic Development Authority, then use a disclaimer such as this: "The postings on this site are my own and don't necessarily represent those of the New Jersey Economic Development Authority.”

DO link back to the source – When you do make a reference to a customer, partner or supplier, where possible link back to the source.

DO be aware of your association with the New Jersey Economic Development Authority regarding use of social media – If you identify yourself as a New Jersey Economic Development Authority employee, ensure your profile and related content is consistent with how you wish to present yourself with colleagues and customers.

DO use your best judgment – Remember that there are always consequences to what you publish. If you're about to publish something that makes you even the slightest bit uncomfortable, review the suggestions above and think about why that is. If you're still unsure, and it is related to the New Jersey Economic Development Authority’s business, feel free to discuss it with your manager or simply do not publish it. You have sole responsibility for what you post to your blog or publish in any form of social media.

DO NOT use ethnic slurs, personal insults, obscenity, or engage in any conduct that would not be acceptable in the New Jersey Economic Development Authority’s workplace. You should also show proper consideration for others' privacy and for topics that may be considered objectionable or inflammatory.

DO NOT conduct confidential business with a customer or partner business through your personal or other social media.

DO NOT register accounts using the New Jersey Economic Development Authority brand name or any other unregistered or registered trademarks.

The New Jersey Economic Development Authority employs technical controls to provide reminders, monitor, and enforce these guidelines.

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Malware and On-line Crime Prevention

Social media is commonly used by the on-line criminal community to deliver malware and to carry out schemes designed to damage property or steal confidential information. To minimize risk related to such threats, adhere to the following guidelines. While these guidelines help to reduce risk, they do not cover all possible threats and are not a substitute for good judgment.

Do not use the same passwords for social media that you use to access company computing resources

Do not follow links or download software on social media pages posted by individuals or organizations that you do not know

Use a security application such as Defensio (www.defensio.com) to protect personal and company social media pages

If any content you find on any social media web page looks suspicious in any way, close your browser and do not return to that page

Configure social media accounts to encrypt sessions whenever possible. Facebook, Twitter and others support encryption as an option. This is extremely important for roaming users who connect via public Wi-Fi networks.


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Service of Process Policy


OBJECTIVE

To handle Service of Process for lawsuits appropriately.

DEFINITION

“Service of Process” includes, but is not limited to, summons, complaints, and discovery.

“Service of Process” does not include subpoenas or notices of tort claims. “Service of Process” does not include federal cases.

POLICY

It is the policy of the NJEDA that Service of Process will be accepted and handled by the New Jersey Division of Law- Attorney General’s Office. Service of Process will not be accepted by the staff of NJEDA. Information may be received through a variety of methods, including, but not limited to, personal delivery, courier service, fax, e-mail, etc.

PROCEDURES

Named-NJEDA

1. When the New Jersey Economic Development Authority (NJEDA. is named, service must be on the Attorney General)

Personal Deliveries

1. If the Process Server tries to serve process of the NJEDA, the Receptionist will notify the Process Server that the Attorney General must be served.

2. The Receptionist will hand the Server a pre-established letter, which directs him/her to the Attorney General’s office. (See “To Whom It May Concern” below for a copy of this letter)

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3. If the Receptionist needs assistance regarding the matter, the Receptionist will contact the OPRA Custodian and the appropriate division for the assistance—usually Lending Services or Real Estate.

All Other Incoming Documentation

1. If the service is mailed, faxed, or otherwise received by the NJEDA, the recipient of any documentation should immediately forward the information to the appropriate NJEDA representatives:

• OPRA Custodian (Primary.

• Director of Lending Services Division

• Director of Real Estate

2. The OPRA Custodian will send the original complain, along with the pre-established letter, to the Party that is attempting to serve.

3. The OPRA Custodian should also give immediate notice to the DAG’s office.

Named-Employee or Board Member

1. When an Employee or Board Member is personally named, service must be on that person.

2. If the Employee or Board Member is available, the Receptionist will request s/he comes to the front desk.

3. If the Employee or Board Member is not available, the Receptionist will inform the Servicing Party accordingly.

4. Any Employee or Board Member who received notice must immediately contact the OPRA Custodian. The employee or Board Member also needs to ask the Authority for representation. S/he should coordinate the request through the OPRA Custodian.

5. The OPRA Custodian advises the Division of Law, who makes the determination whether they will provide representation.

Exceptions

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The NJEDA will accept the following:

• Subpoenas

• Notices of Tort Claims

• Federal/State cases

1. Any documents received should immediately be forwarded to the OPRA Custodian.

2. The OPRA Custodian will receive the paperwork and immediately contact the appropriate DAG.

3. The NJEDA shall retain original documents any supply copies to law enforcement agencies, unless otherwise notified.

4. Additional guidance may be provided by the Division of Law.

To Whom It May Concern,

The New Jersey Economic Development Authority (NJEDA) is in receipt of a service of process: summons, complaint and/or discovery. Please be advised that the NJEDA is represented by the Attorney General of the State of New Jersey. Our office is not authorized to accept service. As such, we are returning your original papers and advising that you should effectuate service on the Attorney General in accordance with Rule 4:4. Please be guided accordingly.

Contact Information:

State of New JerseyOffice of the Attorney General Justice Hughes Complex

25 Market Street PO Box 080Trenton, NJ 08625-0080

Phone: 609-984-1933

Phone: 609-292-4925

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Software Policy


SOFTWARE

NJEDA purchases and licenses the use of various computer software for business purposes and does not own the copyright to this software or its related documentation. Unless authorized by the software developer, NJEDA does not have the right to reproduce such software for use on more than one computer.

Employees may only use software on local area networks or on multiple machines according to the software license agreement. NJEDA prohibits the illegal duplication of software and its related documentation. ALL software is to be approved and authorized for installation by the appropriate ITS personnel in order to guarantee network compatibility.

CAUTION: Certain wallpaper/screen saver files, due to their size and graphic complexity, may cause a degradation of desktop performance.

NJEDA reserves the right to delete all unauthorized software and repeat offenders will be subjected to disciplinary action.

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Use of Company Communication Systems


USE OF PHONE AND MAIL SYSTEMS

Telephones are programmed to ring four to five times. Other employees in your department/area should be able to pick up an individual's calls in the event he/she is away from the area. The intercom feature does not allow for pick up from another telephone.

Employees should contact ITS, if they need changes made in their departmental telephone configuration, voice mail activation, or if they are having problems with telephone connection.

Charges should not be accepted from third parties, unless it is a valid call.

Employees may be required to reimburse NJEDA for any charges resulting from their personal use of the telephone and fax machines. All personal telephone calls should be kept to a minimum.

The use of NJEDA-paid postage for personal correspondence is not permitted.

To ensure effective telephone communications, employees should always use the standard greeting (department and individual name. and speak in a courteous and professional manner. Please confirm information received from the caller, and hang up only after the caller has done so.

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Section V – Employee Benefits

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Benefits Overview Policy


POLICY

The NJEDA is committed to offering a competitive benefits program to its employees.

Medical and Related Health Benefits

• Medical Insurance

• Prescription Drug Plan

• Dental Insurance

• Vision

• COBRA

Retirement/Savings Plan

• NJ Public Employees’ Retirement System

• NJ Defined Contribution Retirement Plan

• NJ State Employees Deferred Compensation Plan

Life Insurance and Disability Coverage

• Life Insurance

• Short Term Disability

• Long Term Disability

General Benefit Policies

• Employee Assistance Program

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• Lump Sum Sick Leave Benefits

• Flexible Spending Accounts

• Credit Union

• Professional Development

For additional information on any of the above policies, please contact Human Resources.

Medical and Related Health Benefits

• Medical Insurance – Employees and their dependents are eligible for coverage through the NJ State Health Benefits Program. There are four options available: NJ Direct 10, NJ Direct 15, Aetna HMO and CIGNA Healthcare HMO. Insurance is effective two months after date of hire.

• Under NJ Direct 10 and 15, employees may see any physician, nationwide, and do not need to select a Primary Care Physician for in-network care. NJ Direct has in-network benefits which apply when you use participating providers, and benefits are provided after payment of a copayment. Out-of-network benefits allow you to use any licensed medical provider or hospital facility, and they are subject to a deductible and coinsurance.

• The HMOs, both Aetna and CIGNA, have participating providers from which you must select a Primary Care Physician (PCP). That physician coordinates all of your care. Benefits are provided after payment of applicable copayments.

• Prescription Drug Plan – Prescription drug coverage is also offered through the NJ State Health Benefits Program for employees and eligible dependents. Benefits are available through retail pharmacies and through mail order. Copayments are as follows:

• At retail pharmacy - $3 for 30 day supply of generic drugs, $10 for brand name prescription drugs.

• Mail order copayment for up to 90-day supply is $5 for generic drugs and $15 for brand name prescription drugs.

• For additional information on health and prescription coverage, please contact Human Resources or visit the SHBP website at www.state.nj.us/treasury/pensions/shbp.htm.

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• Dental Insurance – There are two dental programs offered through Delta Dental: Delta Premier and Flagship Delta Care. Booklets containing additional detailed information are available through Human Resources. For additional information, please contact Human Resources or visit the Delta Dental website at http://www.deltadental.com.

• Delta Dental Premier is an indemnity plan which allows you to be treated by any licensed dentist of your choice. The least out-of-pocket expense can be achieved by using a dentist who participates with Delta Premier. Payment of dental expenses is based on the following schedule:

• Delta Care is a managed dental plan commonly referred to as a Dental Maintenance Organization (similar to an HMO). This plan is administered by Flagship Health Systems, a subsidiary of Delta Dental Plan of New Jersey. At the time of enrollment, subscribers select the Delta Care dental office most convenient for them. An employee may change his/her plan dentist for good reason (i.e., change of residence. by written request to Flagship. Many services are provided by Delta Care with no charge to the employee, including preventive and basic services. For other charges, please refer to the Delta Care list of copayments.

• NJEDA provides dental coverage at no cost to the employee for his/her coverage. If the employee should elect to cover his or her family, the additional cost for the family coverage will be shared equally by the Authority and the employee.

• Vision - The Authority provides, at no cost to its employees, a vision care program which reimburses the employee and eligible dependents up to age 23 up to a maximum of $150 per year per eligible person for vision related expenses. This includes eye examinations and

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corrective lenses. The plan specifically excludes any service or treatment which is covered by the Authority's health benefits insurance. The date of the eye exam/corrective lenses service will determine the plan year to which the benefit will be applied. For reimbursement, the employee must complete a Vision Reimbursement form found on the Intranet - NJEDA Forms Online: “Vision Care Claim.” This form must be submitted to Human Resources with a copy of the receipt/invoice from the provider showing the name of the person for whom expenses were incurred, the service provided, the date of service, and the amount paid.

• COBRA – The NJEDA complies with the legal requirements of the Consolidated Omnibus Budget Reconciliation Act (COBRA). In the event of termination of employment, death of an employee, divorce from a covered employee, or a dependent child loses coverage because of age or ineligibility, the employee, spouse and/or dependents are entitled to purchase continued health insurance coverage through the NJEDA’s plan. Length of coverage will vary from 18 months to 36 months, depending upon the qualifying event. Additional information is available through Human Resources.

Retirement/Savings Plans

• NJ Public Employees’ Retirement System (PERS) – Enrollment in this defined benefit retirement system is required as a condition of employment at the EDA. This is a contributory program, with the contribution rate set by the Division of Pensions and Benefits. Employee contributions, currently at 5.5%, are deducted from 24 pays per year effective with the date of hire. Additional information on PERS is available at http://www.state.nj.us/treasury/pensions/active-home.htm.

• NJ Defined Contribution Retirement Plan (DCRP) – Employees enrolled in PERS on or after July 1, 2007 are subject to a maximum compensation limit for PERS contributions. Employees who earn in excess of the annual maximum wage will be enrolled in the DCRP. Members contribute 5.5% of the base salary in excess of the maximum compensation limit to the DCRP. Member contributions are matched by a 3% employer contribution based on the salary in excess of the maximum compensation limit. Additional information is available at https://www.retirement.prudential.com/cws/njdcrp.

• NJ State Employees Deferred Compensation Plan (NJSEDCP) – this is a voluntary deferred compensation plan (457), through which the employee may elect to defer a portion of his/her salary to a maximum annual limit set by the IRS. Additional information on NJSEDCP is available at http://www.state.nj.us/treasury/pensions/active-home.htm.

Life Insurance and Disability Coverage

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• Life Insurance – NJEDA employees may be covered by two types of life insurance: Noncontributory Group Life Insurance is provided by NJEDA through PERS. There is no cost to you for this coverage. Contributory Group Life Insurance is life insurance for which you pay. The cost of the insurance is 0.5 percent (.005. of your base salary. The law requires that you must be covered by contributory insurance for the first 12 months of your membership. After the 12 months have elapsed, you may voluntarily withdraw from contributory insurance coverage if you wish. A properly completed Notice of Withdrawal from Contributory Group Life Insurance must be filed with PERS before contributory coverage can be canceled. The cancellation cannot be retroactive. Once you have canceled this coverage, it cannot be reinstated nor are your premium deductions refunded. For additional information on life insurance, please refer to the PERS Handbook at http://www.state.nj.us/treasury/pensions/epbam/exhibits/handbook/persbook.pdf.

• Short Term Disability – This is a mandatory plan provided through the State of NJ. An employee who becomes disabled may receive a weekly benefit of 2/3 of average weekly wages, based on earnings for the eight weeks immediately preceding the week in which a disability begins, up to a maximum established yearly by the Department of Labor. Benefits begin after seven consecutive days of disability for sickness or injury not covered by Workmen's Compensation. If disability continues for three consecutive weeks following the initial seven day period, benefits will be paid retroactively for the initial week. The employee must use all EARNED sick leave before being eligible for disability benefits and has the option of using earned vacation and administrative time as well. The maximum weekly benefit is determined annually by the NJ Department of Labor and Workforce Development.

• Long Term Disability - This plan pays a benefit of 66 2/3% of salary, on a monthly basis (up to a monthly maximum of $7,000), to an employee who is unable to work for an extended period due to illness or injury. Benefits will begin after an elimination period of 90 consecutive calendar days of absence. The employee will have the option to utilize any or all of his/her earned sick, vacation or administrative leave prior to receiving disability benefits. Benefits continue to age 65 for a disability that occurs prior to age 60 and on a declining benefit scale after age 60 as long as the employee remains certifiably unable to perform his/her own job. In the event that the illness or injury occurred as a result of the employee performing his/her job, the disability benefit will be reduced by the amount of any worker's compensation benefit. It will also be reduced by the amount of disability income from any other group plan or governmental retirement system or by any pay received from the Authority for sick, vacation or administrative leave.

General Benefit Policies

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• Employee Assistance Program – The NJEDA provides an employee assistance program for its employees and their families, at no cost to the employee, operated by the Princeton HealthCare System. The EAP is a confidential counseling and referral program designed to assist persons who are experiencing personal, family or work related problems. For additional information, call the Employee Assistance Program at 800-527-0035 or visit www.princetonhcs.org.

• Lump Sum Sick Leave Benefits – NJEDA employees are eligible to receive a lump sum payment upon retirement, early retirement or disability retirement (as defined by the Department of Treasury, Division of Pensions. for earned but unused sick leave as of the date of their retirement. This benefit is not available in the event of a deferred retirement. The benefit is calculated at the rate of one-half (1/2) of the employee’s daily rate of pay for each day of earned and unused accumulated sick leave, up to $15,000.

• Flexible Spending Accounts – Flexible Spending Accounts (FSA. are available for health care expenses and for dependent care expenses. They provide you with the ability to set aside funds on a tax-exempt basis, up to $5,000 for each FSA. As eligible expenses (as defined by the IRS) are incurred during the year, you may submit a claim form and receive reimbursement from your account, up to your available balance. Reimbursement forms are available on the NJEDA Intranet. To apply for a benefit payment, the employee must submit a completed Claim Form to ADP along with required supporting documentation. Claims will be processed by ADP and must be submitted not later than three months after the end of each plan year. Enrollment in the FSAs is optional, and enrollment is held annually.

• Credit Union – NJEDA employees have the ability to join the Credit Union of New Jersey at no cost. Benefits include a full line of financial products. Additional information can be found at www.CUNJ.org.

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Post Retirement Benefits Policy

Effective: July 2, 2012

POLICY

The NJ Economic Development Authority provides post-retirement benefits to certain eligible retired employees.

Guidelines Health Benefits

Health insurance is continued through the end of the month following retirement. In the event an employee retires with 25 years of service in PERS (minimum age of 47), or retires on disability pension, health insurance is continued for retirees, dependents and surviving spouses/domestic partners.

There is no cost to employees with 20 years of more of service credit as of June 28, 2011. For all other employees, contributions are required per section 39, chapter 78, P.L. 2011, but not less than 1.5% of base pension benefit.

Prescription

All SHBP retiree health plans include prescription drug coverage. The prescription co-pay is determined by the medical plan the employee selects. For additional information, please see http://www.state.nj.us/treasury/pensions/epbam/exhibits/handbook/hb0505.pdf.

Dental

Dental coverage ceases at the end of the month in which retirement occurs. This coverage may be continued for 18 months under COBRA, at the retiree’s expense. In addition, The Retiree Dental Expense Plan, administered by Aetna Dental, is available through SHBP as a separate dental plan to retirees eligible to enroll in a SHBP Retired Group medical plan. For additional information, please visit the SHBP website at http://www.state.nj.us/treasury/pensions/health-benefits.shtml.

All retirees who enroll in the Retiree Dental Expense Plan are responsible for paying the full premium cost for coverage.

Life Insurance

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Life insurance is provided at no cost to the retiree in an amount equal to 3/16 of his/her average salary during the final 12 months of active employment. The retiree may choose, at his/her own cost to convert any discontinued amount to an individual policy.

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Professional Development


POLICY

It is the policy of the NJEDA to fully sponsor and/or assist eligible employees in their professional development to improve performance, to prepare for career growth within the Authority, and/or to satisfy a requirement of their job description.

Professional development may be initiated at the employee’s request or by NJEDA management.

DEFINITIONS

Eligible Employee – an active, full-time employee.

Professional Development – includes, but is not limited to, the following: specific courses at an accredited institution, a seminar or workshop, and a license or certification.

Professional development does not include panel discussions, outings, or events that an employee may attend as a function of their job for networking or for marketing NJEDA products and services. Group learning events offered by the NJEDA are also not included.

Eligible Courses – includes on-site or on-line coursework at an accredited institution (e.g. college or university); topical on-site or on-line courses, workshops, seminars, etc.; on-site or on-line courses, workshops, seminars, etc. necessary to obtain a certification/license or to prepare the employee to sit for an exam as a prerequisite to obtaining a certification or license.

Eligible Expenses – includes tuition, registration fees, books, materials, etc. necessary to take an eligible course; application fees for an exam necessary to obtain a certification/license; renewal fees for a license or certification in alignment with the employee’s professional development.

PROCEDURE

Prior to registration for professional development activities, the employee reviews the purpose, curriculum, and costs associated with the activity with his/her manager. The employee completes a Professional Development Approval form (available on the intranet) and attaches the course summary.

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The employee’s manager and SLT member approve the request when satisfied the program supports the employee’s development and/or career plans. Managers may consult with Human Resources prior to approval.

The manager submits a Check Request (available on the intranet. for all eligible expenses. The Check Request must be accompanied by a completed Professional Development Approval form and proof/invoices of eligible expenses to be paid.

Upon completion of the course, workshop, or conference, the employee must complete a Professional Development Event Summary form (available on the intranet. and submit it to his/her manager and to Human Resources within two weeks. Evidence of completion (a transcript indicating a minimum grade of “C,” a certificate of completion, and/or a copy of a certification or license must be attached.

TAX IMPLICATIONS

Professional development paid by an employer is a benefit to the employee and is considered taxable income when tuition and fees exceed $5,250 per year, in accordance with IRS code. The taxable portion is reflected in the W-2.

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Holidays

Effective: December 1, 2012

POLICY

The NJEDA has designated the following 12 holidays during each calendar year as paid time off:

• New Year’s Day• Martin Luther King, Jr. Day • President’s Day• Good Friday • Memorial Day • Independence Day • Labor Day • Columbus Day • Election Day • Veterans’ Day • Thanksgiving Day • Christmas Day

GUIDELINES

NJEDA grants paid holiday time off to all eligible employees immediately upon employment. Eligible employee classification(s. include:

1. Regular full-time employees

2. Regular part-time employees who work on a fixed work week schedule and the holiday falls on their regularly scheduled day.

If a recognized holiday falls during an eligible employee’s paid absence (such as vacation or paid sick leave) , holiday pay will be provided and time off will not be charged. However, an employee on unpaid status on the day preceding or actual day of a holiday will not be paid for the holiday.

Time off taken for religious holidays or in conjunction with ethnic beliefs will be charged against vacation or administrative leave.

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When a holiday falls on a Sunday, the Monday following is a holiday. When a holiday falls on a Saturday, the holiday shall be observed on the preceding Friday.

As a general rule, Authority employees will not be required to work on designated holidays. However, when it is essential that an employee works on a holiday the employee may be rescheduled for another paid day off. Please see Overtime Policy.

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Auto Assignment & Allowance


POLICY

It is the policy of NJEDA to provide company vehicles to designated executive level employees for use in the conduct of NJEDA business and to provide for all maintenance and operating expenses.

It is the policy of NJEDA to provide an auto allowance to a limited number of designated employees for use in conducting authority business and when an allowance is more cost-effective than providing and maintaining a company-owned assigned vehicle.

DEFINITIONS

Designated Employee – An employee, who at the sole discretion of the CEO, is deemed eligible for a vehicle or allowance.

GUIDELINES

Vehicles are considered NJEDA property and are assigned to designated executive level staff for business related purposes.

Vehicle assignment includes the following:

1. With the exception of personal commutation to/from work and/or de minimus personal usage, assigned vehicles may be used only in the conduct of authority business.

2. When available on-site, authority vehicles should be available for use by support services staff employees as needed for business-related purposes during normal work hours.

3. If an employee with a vehicle assignment terminates employment, the vehicle is to be returned within 24 hours.

4. Drivers must carry proper identification in the vehicle.

5. Drivers of assigned vehicles are responsible for the following:

a. Retaining a current and valid drivers’ license issued by the state of residence.

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b. Ensuring the vehicle has a current state inspection.

c. Proper record keeping and accurate reporting of miles. Timely submission of information to Accounting.

d. Proper care and maintenance of vehicle, in conjunction with support services.

e. Proper reporting of an accident. All accidents, regardless of severity, must be reported to the police and the Program Manager – Real Estate.

f. Security of vehicle.

g. Damage to vehicle that resulted from negligence or misuse of the vehicle.

h. Obeying applicable state and local laws and paying fines for violations.

NOTE: Employees assigned state-owned vehicles or who utilize state-owned pool vehicles, leased through the NJ State Motor Pool, must follow the State Vehicle Assignment and Use Policy–Circular No. 10-05-ADM. This policy can be found at http://www.state.nj.us/infobank/circular/cir1005a.pdf

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Workers Compensation

Effective: August 24, 2009

POLICY

The NJEDA complies with all workers’ compensation laws of the State of New Jersey to ensure that any worker injured in the course and scope of employment receives timely access to benefits.

ELIGIBILITY

• All NJEDA employees are covered under Workers’ Compensation.

• The illness or injury must arise from and occur in the course of employment to be considered work-related.

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

DEFINITIONS

Workers' Compensation provides medical treatment, wage replacement and permanent disability compensation to employees who suffer job-related injuries or illnesses, and death benefits to dependents of workers who have died as a result of their employment.

PROCEDURES

• All work-related illnesses or injuries should be reported to the Assistant Director of Human Resources on the same day the injury occurs.

• All required paperwork should be completed on the day of injury to ensure prompt processing of the claim.

• All medical bills related to the illness or injury should be submitted to the workers’ compensation carrier for reimbursement.

CONTINUATION OF BENEFITS

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• Pension contributions will continue in full and will be made by the NJEDA until active employment resumes.

• Health, prescription and dental benefits will continue during workers’ compensation absences. Employee must continue or prepay payroll deductions for any contributory coverage.

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Section VI – Employee Expenses and Compensation

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Business Travel and Miscellaneous Expenses


Revised: April 6, 2010

POLICY

It is NJEDA’s policy to minimize business expenses while continuing to successfully achieve the mission of the organization. Employees are responsible for conducting business in a no-cost or low-cost manner. The Authority will directly pay for or reimburse employees for necessary travel, meeting and incidental expenses incurred specifically to conduct Authority business; not for convenience or personal enjoyment. It is the responsibility of each individual to exercise prudent fiscal responsibility when expending Authority funds. This document establishes guidelines and provides examples to facilitate compliance with the policy. Also, it provides uniform procedures regarding the disbursement, reimbursement and documentation process. Reimbursement may be denied for expenditures incurred and reported in a manner that does not adhere to this policy.

DEFINITIONS

Business Expense – Any necessary and reasonable expenditure incurred by an employee, on behalf of the Authority, in connection with the performance of his/her duties. Examples of expenditures are lodging, transportation, mileage, meals, in-office luncheon, etc; however, prudent fiscal judgment must be exercised when determining that the expenditure is necessary and the amount reasonable.

Business Justification – Text that clearly explains and details the nature and necessity for the attendance at events and meetings in order to achieve the mission of EDA, and the incurrence of business related expenses such as for Outside Events, registration, lodging, transportation and travel, meetings, luncheons, meals, etc.

Commutation Mileage – The number of miles traveled from an employee’s personal residence to his/her officially assigned work location. For each employee, the commutation miles will be established using Mapquest.

Normal Work Day – is defined in the Work Schedule Policy located on the NJEDA Intranet, Employee Handbook.

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Outside Events – Outside events are extended to employees by invitation. They may be hosted or sponsored by an Interested Party; examples include, but are not limited to, meetings, in-house training courses, ground-breakings, ribbon-cutting ceremonies, open houses, or similar events that:

a. Take place away from an employee’s officially assigned work location;

b. Are sponsored or co-sponsored by a party other than the NJ State Government;

c. Extend an invitation because they are an employee of the Authority.

Outside Events also may be hosted or sponsored by organizations (Council of Development Finance Agencies, NJ Chamber of Commerce. having a professional affiliation with the Authority; examples include, but are not limited to, meetings, conferences, seminars, speaking engagements, symposiums, training courses, etc. For example, an employee may be invited to be a keynote speaker or panelist at such an Outside Event.

NOTE: “Outside Events” do not include Authority Sponsored Events and meetings attended in the course of one’s day-to-day job duties; e.g. a meeting with an applicant for financing, an existing client, a vendor, etc.

Interested Party – Generally, an interested party is any person, business, or entity that either conducts business with the Authority or is attempting to directly or indirectly solicit business with/through the Authority. Examples include potential applicants, existing clients, vendors, consultants, lawyers, auditors, contractors, etc.

Authority Supported Events – Are events in which an employee would request attendance or be so directed by their manager. They are generally for developmental purposes and may secondarily provide general networking opportunities. Examples include development/training events such as IT technical courses or seminars/conferences/symposiums necessary to maintain a job-related license (C.P.A). or certification. The primary purpose of employee attendance at conferences and conventions is the development of new skills and knowledge relevant and useful to that employee’s particular job function.

Authority Sponsored Events – This category includes conferences, receptions, retreats or special meetings where:

EDA plans/coordinates the event;

EDA provides primary financial backing; and

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EDA employees are assigned to work the event; e.g. the hosting of a table or booth.

In addition to those employees working the event, other employees may attend as participants. Those wishing to do so must obtain the approval of their Director.

ELIGIBILITY

This policy applies to all full and part time employees, temporary workers and interns. If any condition in a negotiated contract, in any administrative regulation, in any statute, or directive issued by the Office of the Governor is in conflict with this policy, the provisions of the contract, regulation, statute or directive would prevail.

PROCEDURES

GENERAL

1. CFO/CEO Approvals: In the event the Chief Financial Officer (“CFO”. is not available for matters requiring approval pursuant to this policy, such requests should be forwarded to the Chief Executive Officer (“CEO”. for approval.

2. Governor’s Office Approval: All travel in excess of $250 paid out of Authority funds must be approved by the CEO prior to seeking Governor’s Office approval. All approvals must be obtained prior to such travel. Any travel costs in excess of the $250 limit not approved shall be borne by the employee personally.

3. Exception Approval: Only the CEO may approve exceptions to this Policy and/or veto any decisions made by the CFO relative to this policy. Questions regarding exception approvals should be directed to the CFO or Director of Accounting and Financial Reporting and must be provided in writing.

4. Business matters requiring travel as enumerated in Sections IV.C.1-4 below, regardless of whether there is a cost to the Authority, must be pre-approved in accordance with this policy. Request for Approval for Attendance at Events form, Conference, Seminar and Lodging Approval form and any other required forms (e.g., Request to Issue a Check. should be submitted as soon as possible. For Out of State travel, above paperwork should be submitted three weeks in advance of a travel event. Employees should allow for additional time for travel requests requiring additional levels of approval and should not register for events until all necessary approvals have been obtained.

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5. Business expenditures are expected to be borne by the employee and captured in the aggregate after the event takes place. Expenditures will be reimbursed to the employee to the extent that they are necessary and reasonable in amount, and consistent with Authority policies. Reimbursement requests should be reported within 30 days after the expenses were incurred via a Reimbursement of Daily Travel and Meetings Expense Report or Conference and Seminar Expense Report form. A Conference and Seminar Expense Report form must be submitted whether a reimbursement is due the employee or not. In addition, to the extent applicable, a certificate of completion must accompany the report.

Absent extenuating circumstances, submissions received by the Accounting Department after year end will be returned to the employee unpaid. Extenuating circumstances which prevent submission are expected to be rare, but may include the following:

• Extended personal illness

• Unanticipated extended leave of absence (e.g., family leave, military service.

Extenuating (or unusual. circumstances must be provided in writing and approved by the CFO and attached to the Employee Expense Report form before reimbursement will be granted. In cases in which reimbursement is denied, an employee may list unreimbursed business expenditure(s. as an itemized deduction on his or her Federal income tax return. Additionally, if an employee has received an exception for a travel advance, they must return any amounts in excess of expenses within 30 days after the expenses were paid or incurred.

6. Cash Advances: No cash advances will be issued for business travel, except under unusual or emergency circumstances, upon proper written justification, with the approval of the CFO. In such case, no advance may be issued where authorized expenses total less than $250. For expenses that exceed $250, the CFO may authorize advances of up to 75% of such anticipated expenditures. Business expenditures are expected to be borne by the employee and captured in the aggregate after the event takes place. Employees must pay with cash, personal check, or credit card or process a check request in the event payment cannot be made with a credit card or personal check (e.g. for prepaid registrations). Receipts must be obtained for all such payments.

7. Original Receipts: For the Travel Circumstances defined in sections IV.C.1-4, below, receipts are required for all reimbursable expenses, except in those cases where a receipt is not possible (e.g. parking meter). For Local Same Day Travel receipts must be submitted with the reimbursement request as follows:

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• A singular toll or parking charge in excess of $10.00

• Public transportation in excess of $10.00

• All meals and refreshments

• Any other singular expenditure in excess of $5.00

Generally, monthly credit card statements are not acceptable except in those cases where original receipts are not obtainable (i.e. EZ-Pass, internet purchases). All hotel charges require an itemized hotel bill and meals must be identified separately from lodging expense.

TRAVEL CIRCUMSTANCES

Generally, the business circumstances that may require travel are detailed in 1-5, below. With respect to any of the types of travel set forth in 1-4 below, employees are required to complete the appropriate form and submit it to their Director or Executive Level Manager for his or her approval or disapproval and for further approval(s., as required.

1. Outside Event invitations from either an Interested Party or an affiliate organization require the use of a Request for Approval for Attendance at Events form.

2. Authority Supported Events require the use of a Conference, Seminar and Lodging Approval form. Reimbursements are processed with the use of a Conference and Seminar Expense Report.

3. Authority Sponsored Events require the use of a Request for Approval for Attendance at Events form.

4. All travel in excess of $250 requires approval from the Governor’s Office prior to such travel. The CEO MUST approve before seeking Governor’s Office approval.

5. Overnight/Out of State Travel: No overnight lodging is permitted if travel is within the State unless deemed to be fiscally effective. Out-of-state travel and/or overnight lodging must be approved by the CEO and Chairman of the Board and will be considered for approval in the following situations:

• A Federally mandated event – when participation in such an event is required by a federal grant;

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• A Federally funded event – when attendance at a conference, training or other event is funded by a federal grant;

• Third-party funded event – when an employee’s attendance is fully funded by an affiliate organization so that they may participate as a speaker, presenter or panel member;

• Training required for certification or licensing – when such certification/license is required for continued employment and in-state venues are unavailable;

• Non-discretionary travel – travel that is necessary to conduct unique business transactions and functions of the Authority (e.g. meeting with an out-of-state company or State Authority.;

• Economic development event – when the travel is undertaken to feasibly bring economic development to the NJEDA programs;

• Travel to obtain federal funding – Travel to Washington, D.C. to secure federal funding for NJEDA programs;

• Travel to New York City and the Philadelphia metro area, but only if (a. the travel does not include an overnight hotel stay, (b. the amount of any reimbursement for gas, tolls, etc. does not exceed $50 per day, and (c. registration fees do not exceed $100 per person.

6. Local/same day travel to conduct general Authority business.

BUSINESS EXPENDITURES

Meal Expenditures for Local Travel (Excludes Overnight Travel)

a. Generally, NJEDA shall not pay for or reimburse an employee for meals and refreshments during the Normal Work Day. Every effort should be made to conduct Authority business outside of traditional meal times. The Authority shall not pay for meals for NJEDA clients, vendors, and/or Interested Parties. Additionally, under no circumstances will the cost of alcoholic beverages be paid for or reimbursed.

b. Work Beyond the Normal Work Day: A salaried (exempt from overtime. employee who is not otherwise compensated for at premium rates on either a cash or compensatory time basis, is permitted a meal allowance when assigned hours of work on weekends, holidays and during the week when working at least two hours beyond the Normal Work Day. The allowance will be

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granted only if the meal is taken at the site where the work is being performed. The two hours of eligibility must not include the time utilized for a meal break or for travel associated with the meal break. Allowance is authorized for meals, including tip and sales taxes, at the following rates of reimbursement:

• Breakfast $6 when work commences at least 2 hours prior to normal starting time and a total of 3 hours of overtime are worked during the day

• Lunch $10 when work is on a Saturday, Sunday or holiday

• Dinner $20 when work continues at least 2 hours after normal quitting time.

c. Authority Supported Events: Meals during Authority Supported Events are authorized only when it is necessary that the employee remain at the site, which is not an office or work site of the Authority, and the cost of the meal is an inseparable cost of the training or program. In the event the Authority Supported Event extends beyond the Normal Work Day, is on a weekend or holiday, the employee will be reimbursed for out of pocket meal expenditures as defined in section IV.D.1.b, above.

d. Authority Sponsored Events: In the event an employee is assigned to participate in an Authority Sponsored Event, and the event extends beyond the Normal Work Day, is on a weekend or a holiday, the employee will be reimbursed for out of pocket meal expenditures as defined in section IV.D.1.b, above.

e. Outside Event-Interested Party: In the event an employee attends an Outside Event hosted by an Interested Party, and the event extends beyond the Normal Work Day, is on a weekend or holiday, the employee will be reimbursed for out of pocket meal expenditures up to the amount defined in section IV.D.1.b, above. The employee is expected to pay the pro-rata or reasonable share of the cost of food and non-alcoholic refreshments served at the event to the extent that it exceeds the allowable reimbursement.

f. Local Travel Meals: Allowance or reimbursement for meals while working in the NJ/NY/Philly region is only permitted if 1. the employee worked two consecutive hours beyond the Normal Work Day, or on a weekend or holiday, for which the employee may be reimbursed at the rates defined in section IV.D.1.b., above, or 2. the cost of the meal is an inseparable cost of an official proceeding or program related to NJEDA or State business, which the employee is authorized to attend.

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Expenditures for Overnight Travel (Excludes Local/Daily Travel)

Meals are reimbursable when an employee is in travel status, i.e., overnight travel out-of- state on approved official NJEDA business. Allowable per diem reimbursement for meals will be actual costs, not to exceed the aggregate daily federal per diem rates established in the Federal Register for the current year. The Federal per diem rates are published on the federal internet website at http://www.gsa.gov.

All such expenditures must be detailed in the appropriate expense report and supported with original receipts.

All travel in excess of $250 shall also be accompanied by confirmation that such travel was approved by the Governor’s Office.

Lodging Expenditures

Employees shall obtain the lowest hotel rate available, i.e. Government Rate, AAA, etc. unless alternative lodging offers greater cost benefits. Employees are encouraged to search websites (e.g. www.fedrooms.com, select State Employee option. for lodging with government rates at or below federal per diem rates. NJEDA will either prepay or reimburse the employee for the cost of the lodging up to the per diem rates established through the Federal Government’s GSA web site at http://www.gsa.gov.

If an employee will not be using a hotel reservation, he/she must cancel the reservation in accordance with the hotel’s policy, such as one day prior to the reservation date, to avoid a “no-show” charge. “No-show” charges are not reimbursable unless the employee can demonstrate that failure to cancel was beyond their control. Employees who must cancel should request and retain a “cancellation transaction number” as documentation of the transaction.

Travel Expenditures and Methods

The provisions of this section apply to all travel, whether for general Authority business or other travel such as for employee development: e.g. attendance at conventions, conferences, staff training, seminars, etc.

Personal Vehicle Use

1. Driver’s license and other documents: All employees using a personally-owned vehicle in the performance of their NJEDA duties must possess (1. a valid driver license issued by the State in

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which the employee has his or her primary residence and (2. a valid insurance identification card demonstrating that insurance coverage is in full force and effect.

2. When an employee is required to use his/her personal vehicle for NJEDA business, the employee may request mileage reimbursement for the incremental (in excess of the employee’s normal commute. non-Commutation Mileage traveled. For each employee, their commutation miles will be established using Mapquest. The NJEDA uses the Federal standard mileage reimbursement rate as posted on the Federal Government’s GSA web site at www.gsa.gov. Business mileage may be incurred for any of the Travel Circumstances detailed in sections C. 1-5, above.

3. Motor vehicle fines and penalties incurred in connection with the business use of a personally-owned vehicle are not reimbursable.

4. In the event that an employee is involved in an accident while using his/her personal vehicle on NJEDA business travel, the NJEDA will reimburse the employee up to a maximum of $500 for the damages that are subject to the deductible amount on their personal insurance policy, provided that the accident was not due to the employee’s negligence. NOTE: an employee’s normal commute to work is not considered business travel.

- Mass transit/car pool commuters: Any employee who regularly uses mass transit and purchases weekly or monthly commutation tickets, or who participates in a car pool as a daily regular mode to commute to work, shall not be required to make the usual commutation deduction when the employee's supervisor requests that the employee travel temporarily to another work site or assignment. In these cases the employee must provide proof that they normally commute by mass transit (e.g. the employee may attach to their expense reimbursement a photocopy of their weekly or monthly rail pass).

5. Toll Charges: Toll charges incurred by an employee while traveling to his/her normal work location are not reimbursable under this policy.

Air Travel

1. Class of Service: Employees are expected to travel economy or coach class. Charges for class of service other than economy or coach are ineligible except when travel in such classes: (1. is no more expensive than economy or coach, (2. avoids circuitous routings or excessive flight duration, (3. would result in overall transportation cost savings, or (4. occurs where the

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employee pays the difference between economy or coach and the more expensive service. An Executive Level Manager must approve travel other than economy or coach service in advance. In the event the employee is reimbursed, air travel receipts are required, including those for the purchase of e- tickets.

2. Lowest Available Airfare: The most economical air travel must be used, including the use of discounted and special rates in effect at the time of booking. The following criteria will be used to determine lowest available airfare:

a. Non-refundable tickets should be purchased if the cost is significantly less than refundable tickets.

b. Employees cannot specify a preferred carrier when savings for an equivalent flight would be realized from an alternate carrier.

c. Airline reservations should be booked as far in advance as possible to take advantage of discount fares.

3. Unused Tickets/Cancellations: If refundable tickets are purchased, it is imperative that the purchaser seek a refund for all unrestricted unused tickets with receipt of funds expected no later than three days of the original departure date.

Rail Travel

1. Lowest Logical Fare: When rail travel has been determined to be the most cost- advantageous method of travel, the most economical scheduling of rail travel is to be used, including excursion and government discounts where applicable.

2. Other Restrictions:

a. When two or more employees are traveling to the same event in the Northeast Corridor (between Boston, MA and Washington, DC) rail travel will not be authorized unless it proves to be no more expensive than traveling by automobile. In such circumstances, if automobile travel is less expensive than rail, coordination of travel is required, meaning that the employees must travel together in an EDA-owned vehicle or, if an EDA-owned vehicle is not available, a personally-owned vehicle must be used. If a personally-owned vehicle is not an option, an automobile may be rented, if fiscally effective, and approved by the CFO.

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b. When one employee is traveling the Northeast Corridor, NJ Transit must be used as the rail option between New York City and Trenton, unless the employee’s business travel takes him/her further than one of these locations.

The use of Amtrak will not be authorized unless it is the only means of travel available.

c. The use of high-speed rail services, such as the Amtrak, Acela Express, will not be authorized and expenses will not be reimbursed unless it can be demonstrated the destination is not serviced by NJ Transit.

Ground Transportation and Parking

1. Shuttle Service: Travel to and from airports and downtown areas should be confined to regularly scheduled shuttle service, whenever such service is available and is less costly than a taxicab. If shuttle service between the airport and a downtown destination is not available, taxicabs may be used.

2. If airport parking is utilized, the employee will be reimbursed for the lowest cost long term parking.

3. Limousines: The rental of a limousine is not authorized, nor reimbursable, unless several travelers are sharing the expense, which proves to be no more expensive than taxicabs, scheduled shuttle service or the use of a personally-owned vehicle.

4. Car Rentals: Unless it is absolutely necessary, car rentals are neither authorized nor reimbursable. A justification must accompany any request for car rental. If approved by the CFO, the most economical scheduling of car rental is to be used, including the use of subcompacts, discounted and special rates. A copy of the car rental receipt must be attached to the expense report. When renting a car, the following applies:

• When three or more persons are sharing a rental vehicle, the travelers may upgrade to the next size vehicle. When returning a rental vehicle, the employee must:

1) Refuel the gas tank to avoid costly gasoline charges imposed by car rental companies,

2) When possible, return the car to the original rental location to avoid drop-off charges, and

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3) Verify that the correct rate was charged. Employees who do not adhere to the above requirements may be responsible for payment of the extra charges incurred.

• Basic comprehensive and collision insurance must be taken on the rental car.

5. Conference and Seminars

Employees must submit a Conference and Seminar Expense Report no later than 30 days after the event whether the employee has a reimbursement due or not. When applicable, the employee is required to submit to Accounting a copy of the certification of seminar or conference completion.

6. Other Expenditures:

A. Reimbursable Incidental Expenditures:

When directly related to business travel, and supported with original receipts, the following types of incidental expenditures are reimbursable:

• Tips (generally 15% at restaurants and $1 per bag for porter tip)

• Business-related calls and calls to home when traveling on business (hotel phone or personal phone/mobile cell phone.

• Hotel internet connection charges, if required for NJEDA business

• Parking and tolls

• Public transportation

Non-Reimbursable Expenditures

The following types of expenditures are not reimbursable under this policy:

• Commutation expenses (mileage, gasoline, tolls, public transportation, etc) for expenses related to travel to your official work location.

• Meals for NJEDA clients, vendors and/or Interested Parties

• Personal vehicle maintenance and repairs

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• Traffic fines and parking tickets

• Optional valet parking charges

• Airline club dues

• In-flight movies and refreshments

• H/motel in-room service and movies

• Hotel gym and spa fees

• Alcoholic beverages

• Gifts/Holiday cards

• Personal services

• Interest and late fees

• Formal clothing rental (tuxedos, gowns)

• Personal grooming and cosmetic services

• Outside events such as cocktail parties, holiday parties, social functions such as golf/tennis outings, and sporting events

• Expenses incurred for travel in excess of $250 without prior approval from the CEO and the Governor’s Office.

RESPONSIBILITIES

All employees, with the exception of the CEO, must have reimbursement requests approved by the person to whom they report. Reimbursement requests by the CEO must be approved by either the SVP Governance or the CFO.

The Office of the CFO, Accounting Department shall:

• Review for compliance with Policy all business expense transactions submitted for payment/reimbursement anticipated and/or incurred and return non-compliant requests to

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• the employee;

• Review and ensure the adequacy of documentation of transactions submitted regarding business related expenditures;

• Retain documentation of travel-related expenditures to permit audits of such records; and

• Issue a monthly reminder to NJEDA staff via e-mail concerning the 30-day deadline for submission of requests for reimbursement of business expenses.

Office of Governance and Public Information, SVP, shall:

• Submit information as necessary to the Governor’s Office for approval with respect to travel that exceeds $250.

Directors and Executive Level Managers shall:

• Authorize necessary and reasonable business travel and other bona fide business expenditures of employees under their supervision; ensure forms provide complete Business Justification for the Business Expense;

• Approve an employee request for reimbursement for expenditures that do not exceed $250 by signing the official NJEDA Form and promptly submit, as necessary, to the NJEDA’s Ethics Liaison Officer for review, approval and payment; and

• Ensure that employees under their supervision comply with this policy.

Events Specialist shall:

• Review and approve Request for Approval for Attendance at Events form when such a request is within the job functions of an employee; and

• Finalize the requests in consultation with the NJEDA Ethics Liaison Officer.

Ethics Liaison Officer shall:

• Review Request for Approval for Attendance at Events for any conflicts of interest.

Employees are responsible for:

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• Understanding this policy and these procedures;

• Obtaining prior approval from their Director or Executive Level Manager before non-routine (out-of-state, overnight, etc). travel is performed;

• Submitting a request for reimbursement of travel expenses no later than 30 days after the expenses were paid or incurred;

• Ensure forms provide complete Business Justification for the Business Expense.

PROCESS

1. REQUEST FOR APPROVAL FOR ATTENDANCE AT OUTSIDE OR NJEDA SPONSORED EVENT

a. Prior to attendance at an event of the type identified in section IV. C. 1 and 3 an employee is required to submit a completed Request for Approval for Attendance at Events form, along with any supportive background materials, to their Divisional Director or Manager. Upon the approval of the Director or Manager, they shall forward the approved form to the Events Specialist and the Ethics Liaison Officer for review and approval. The event may also necessitate the completion of a Conference, Seminar, & Lodging Approval form and if in excess of $250 will require prior CEO approval before being submitted to the Governor’s Office for approval.

b. If an employee is requesting that the NJEDA pay for certain costs associated with the event, the form must be accompanied by a completed Request to Issue a Check form, approved in accordance with the current NJEDA Operating Authority, as well as Business Justification and detailed supporting documentation to support the cost of the event.

2. REQUEST FOR APPROVAL TO ATTEND AN AUTHORITY SUPPORTED EVENT

Prior to attendance at an event identified in section IV. C. 2., an employee must submit a completed Conference, Seminar and Lodging Approval form to their Divisional Director or Manager. If an employee is requesting that the NJEDA pay for certain costs associated with the event, the form must be accompanied by a completed Conference and Seminar Expense Report, and a Request to Issue a Check form, approved in accordance with the current NJEDA Operating Authority, as well as Business Justification and detailed supporting documentation to support the cost of the event.

3. REQUEST FOR APPROVAL FOR OVERNIGHT/OUT OF STATE TRAVEL

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Any travel relating to the events detailed in section IV. F. 1 and 3, above, may necessitate overnight and/or out of state travel. The employee is to choose the appropriate event form to substantiate overnight lodging and/or out-of-state travel and if in excess of $250 will require prior CEO approval before being submitted to the Governor’s Office for approval.

4. LOCAL/SAME DAY TRAVEL

a. After incurring business-related expenditures, an employee must file the associated Reimbursement of Daily Travel and Meetings Expense Report. Expense reports should be submitted monthly; however, no later than 60 days after the expenditures were paid or incurred.

b. The employee must sign each expense report submitted, certifying that all of the reported expenditures are bona fide expenditures incurred by the employee on behalf of the Authority. In addition, all employees requesting mileage reimbursement must certify that they have a valid driver’s license and insurance card by checking the appropriate box on the employee expense report. Prior to submission to the Accounting Department, all expense reports must be reviewed and approved by the party authorized to do so under the current Operating Authority.

c. In the rare case that an employee was provided a cash advance, any amounts due to the Authority should accompany the Conference and Seminar Expense Report filed. A personal check, payable to the Authority, should be attached to the expense report.

d. Provided that the expense report adheres to this policy, the Accounting Department will generate reimbursement within five to seven business days after receiving the approved report. In instances when an expense report is incomplete, improperly completed, or where there are issues that cannot be answered based on the documentation submitted, the report will be returned to the appropriate manager or the employee for correction or clarification. The Authority will not reimburse or be liable for interest or late fees with respect to any business expense charged by an employee on a credit card or other credit arrangement.

G. RELATED FORMS

The following forms are available on the NJEDA intranet site under Forms:

• Reimbursement of Daily Travel and Meetings Expense Report

• Request For Approval For Attendance At Events

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• Request to Issue a Check

• Conference, Seminar and Lodging Approval

• Conference and Seminar Expense Report

H. REFERENCES

• State of New Jersey, Department of Treasury, Travel Regulations (Circular Letter No. 08-19-OMB., effective March 17, 2008

• State of New Jersey, State Ethics Commission, Uniform Ethics Code, September 2006

• United States Department of the Treasury, Internal Revenue Code, 26 C.F.R. Section 1.62-2

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Business Travel and Miscellaneous Expenses- Supplement


FAQs and Examples

Examples of reimbursable and non-reimbursable local travel mileage:

Example 1: Assume an employee usually travels 40 miles one way each day from their home to their official work location in the Trenton office. However, today this employee’s job requires that they travel directly from their home to a client’s office, which is 60 miles from his home, for an all-day meeting. In this example, the employee shall be reimbursed for his incremental personal vehicle mileage (20 miles each way. since the business travel mileage is greater than the employee’s normal commutation mileage. If the employee incurred a toll for his travel to the client’s office, the employee shall also be reimbursed the cost of the toll for his out-of-pocket expenditure. The employee generally would not be reimbursed for any meal expenditure, as defined in this policy.

Example 2: Assume an employee usually travels 50 miles one way each day from their home to their official work location in the Newark Office. However, today this employee’s job requires that they make an inspection at a construction site that is in the direction of the Newark Office. If the employee’s business travel mileage does not add to their normal commute, they shall not be reimbursed for any personal vehicle mileage, even though the employee was required to stop at another location for a business purpose. To the extent the business travel mileage exceeds the employee’s normal commutation mileage, they will be reimbursed for the difference.

Meals

Examples of meal eligibility for work beyond the normal work day:

Assumption: The eligible employee’s normal work hours are 9:00 a.m. to 5:00 p.m. Monday through Friday.

Example 1: A minimum of 13 consecutive hours of work on a Saturday, Sunday or holiday would be required to be reimbursed for all three meals. For example, an eligible employee works 7:00 a.m. (2 hours prior to the normal 9:00 p.m. start time. to 7:00 p.m. (2 hours beyond the 5:00 p.m. quitting time., is entitled to breakfast ($6., lunch ($10. and dinner ($20).

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Example 2: An eligible employee who works 9:00 a.m. to 5:00 p.m. on a Saturday, Sunday or holiday is entitled to an allowance for lunch ($10).

Example 3: An eligible employee who works 9:00 a.m. to 7:00 p.m. Monday-Friday is entitled to an allowance for dinner ($20).

Example 4: An eligible employee who works 7:00 a.m. to 6:00 p.m. Monday-Friday is entitled to an allowance for breakfast ($6).

Example 5: An eligible employee who works 7:00 a.m. to 7:00 p.m. Monday-Friday is entitled to an allowance for breakfast ($6) and dinner ($20).

Examples of per diem meal expenses for overnight or out of state travel:

Assumption: Employee travels to Pittsburgh, PA by air. Tuesday, they leave their house at 10:00 a.m., are required to be at the airport at 11:00 a.m. and their flight departs 12 noon. They work Friday till 2:00 p.m., their flight departs 4:00PM and they arrive at home at 8:00 p.m.

Example: The per diem meal rate for Wednesday and Thursday is $54 ($10, breakfast; $15, lunch; $26, dinner; $3, incidentals). The per diem meal rate for the first and last day of the trip, Tuesday and Friday, is $40.50 (75% of $54). The employee will be reimbursed for the actual cost of any combination of meals taken during each day up to the maximum per diem rate.

Other business scenarios that may occur during a meal time:

Question 1: Representatives of a large out-of-state corporation wish to meet with a Business Development Officer and/or a member of Senior Management. They would like to meet during lunch. What are the provisions for meal expenditures under these circumstances?

Answer 1: First, employees should make every effort to conduct business in an NJEDA office location or the client’s place of business outside of traditional meal times. It is policy for the Authority to not pay for meals in the conduct of business with Interested Parties, vendors, clients, etc. If it is absolutely necessary that the meeting take place during lunch time, two options would be considered to be prudent fiscal judgment:

1. In the event the luncheon meeting takes place at a restaurant, the Interested Parties will be required to pay for their share of the lunch. The NJEDA employee(s. will also be required to pay for their share of the lunch, for which they will be reimbursed at the rate of $10 pursuant to section IV.D.1.b. The reasoning for reimbursing the employee(s. is that circumstances required

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them to participate in the luncheon; they had no alternative. It is imperative the employee receive some form of a receipt, either from the restaurant (separate checks. or from the Interested Party. In the event the Interested Party paid the entire bill, the employee can either 1) reimburse the Interested Party at the luncheon and obtain an informal written receipt or 2) subsequently request a check be disbursed to the Interested Party’s company and provide Accounting with a check for their share of the lunch over $10.

2. In the interest of efficiency, NJEDA may choose to host an in-house working luncheon at which a sandwich platter and cold drinks would be ordered from a local vendor. There would be no cost to the meeting attendees. A list of attendees must be attached to the payment request.

Question 2: What if the situation depicted in Question 1, entailed dinner at a local restaurant?

Answer 2: The Interested Parties will be required to pay for their share of dinner and the NJEDA employee(s) will be required to contribute their proportionate share, for which they will be reimbursed at the rate of $20 pursuant to section IV.D.1.b. The reasoning for reimbursing the employee(s. is that circumstances required them to participate in the dinner; they had no alternative. The process would be identical to that described in Q&A 1, above.

Question 3: My job requires me to participate at NJEDA’s booth at the League of Municipalities convention in Atlantic City Wednesday afternoon to Friday afternoon. Under what conditions am I eligible for a meal allowance and at what rate?

Answer 3: Working the booth is analogous to working remotely or at a satellite office. Assuming you are a salaried employee and your normal work hours are 9:00 a.m. to 5:00 p.m. Monday through Friday, excluding commutation time, you would be entitled to a meal allowance based on hours worked at the booth. If you worked the booth from 7:00 a.m.-6:00 p.m. you would be entitled to a breakfast allowance of up to $6. If you worked the booth from 9:00 a.m.-7:00 p.m., you would be entitled to a dinner allowance of up to $20. If you worked the booth on a Saturday, Sunday or holiday, you would be eligible for a breakfast, lunch and dinner allowance, depending on the hours you worked the booth.

Question 4: After working the booth referenced in Question 3, I am invited to an in-house reception by a law firm that is bond counsel to the EDA. Food and drinks are served. What responsibility do I have and what is the policy regarding meals?

Answer 4: This situation is considered to be an Outside Event hosted by an Interested Party. Preapproval and ethics review would be required. To the extent there is Business Justification for your attendance at the event and you attend, you are required to pay the host an amount that reasonably represents the

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value of the food and refreshments you consumed. When you return to the office, you would process a Request to Issue a Check to the Interested Party for your proportionate share of the hospitality. To the extent the cost is greater than the $20 dinner allowance, you will be required to reimburse the Authority for the excess. In the event you were to attend a reception from a dis-interested party, and the invitation is extended to the general attendees of the convention, you may freely partake in the hospitality of the host.

Question 5: My job requires me to maintain a professional license. In order to earn the required educational credits I attend an all-day seminar. Under what conditions am I eligible for a lunch allowance and at what rate?

Answer 5: This situation is considered to be an Authority Supported Event. If you are provided a lunch break and required to leave the venue to purchase lunch, you are eligible to a lunch allowance only if the event is on a weekend or holiday. In the event lunch is provided at the venue, and the cost is covered in the registration fee, you are authorized to partake of the lunch on a day.

Question 6: I have been invited by the NJBIA to attend a panel discussion in the evening. The invitation states a buffet will be served, implying no cost to me. What is the meal policy- What if there was a cost to me?

Answer 6: This situation is considered to be an Outside Event hosted by an organization having a professional affiliation with the Authority. Preapproval and ethics 3 4 review would be required. To the extent there is Business Justification for your participation at the event and you attend, you may freely partake in the hospitality of the host. If there was a cost to you, you would be eligible for reimbursement up to the $20 dinner allowance.

Question 7: NJEDA staff and management schedules a working in-house luncheon with other members of NJ State government and outside consultants (e.g. bond counsel, financial advisors, underwriters, etc). Is this considered to be a Business Expense?

Answer 7: No, the expense of the meal is not necessary to conduct NJEDA business. Meeting at lunchtime may be a convenience of the attendees. Meeting participants should be encouraged to “brown bag” their lunch. The coordinator of the meeting could also suggest having lunch orders delivered to the office with each participant paying for their lunch or reimbursing the Authority in the event the lunch was to be billed to or paid by the Authority.

Lodging:

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Assumption: Employee travels to Pittsburgh, PA. for business, arriving Tuesday and departing for home Friday.

Example: The Federal per diem lodging rate for Pittsburgh, excluding taxes, is $114. It is expected that the employee will search (e.g. www.fedrooms.com. for lodging that offers a discounted rate to state government employees. Regardless the rate the employee actually pays, they will be reimbursed for the actual cost of the lodging up to $114, plus all associated taxes and hospitality surcharges applied pro-rata on the per diem maximum rate as follows:

If PA sales tax is 6%, hospitality tax is 15%, and the room selected by the employee is $150 per day, NJEDA will reimburse the employee $137.94 ($114.00 x 1.21%). If the room selected was $100.00 per day, NJEDA will reimburse the employee for the full cost of $121.00 ($100.00 x 1.21%).

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General Payroll Information

Effective: November 4, 2013

POLICY

It is the NJEDA’s policy that employees are paid accurately and in a timely manner.

GUIDELINES

• Employees are paid on a bi-weekly basis, every other Wednesday.

• In the event a holiday falls on a scheduled pay day, paychecks will be issued the last day of work prior to the regularly scheduled pay day.

• All NJEDA employees are required to activate Direct Deposit. Net pay is deposited in the employee’s account on pay day. Each employee may have up to ten direct deposit accounts.

• Each employee must log on to the ADP Online Portal to update and approve their timecards no later than the last day of the pay period. In the event of an unanticipated absence, the supervisor or time keeper can make the changes to their timecard. If a change is necessary once the pay period is locked you can contact HR or Payroll to make the changes when you return to the office.

• Each supervisor is responsible for approving accurate and complete timecards.

• The NJEDA makes all deductions required by law, including federal, state and local income taxes.

• Additional voluntary pay deductions are taken as directed in writing by the employee.

• The ADP Online Portal provides access to financial calculators, pay statements and annual statements (W2). In addition, each employee has the ability to change their withholding status (W4. and direct deposit.

How to access the ADP Online Portal as first time user:

1. Go to https://portal.adp.com

2. Click on "First Time Users Register Here.”

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3. Enter the Registration Pass Code which is: EDA-NCQ, Click: Next.

4. Verify your identity using your Social Security Number or Personal Identification Code and enter all other information requested on this page, Click: Next.

NOTE: Enter your name exactly as it appears in your employer’s records.

5. Enter your e-mail address, Click: Next.

6. Enter your place of birth and day and month of birth.

7. Select your security questions enter your answers. Click: Next.

NOTE: The security questions and answers are used if you forget your logon credentials, so be sure to choose information that you can remember.

8. Your user ID will be displayed on the next page. Create your new password. Click: Submit.

9. Select the service that you want. Click: Log On.

If you have any questions about the ADP Online Portal features, please contact Melissa Jones-Crandell at [email protected] or 609-341-4804.

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Section VII General Employment

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Residency Requirement

Effective: September 1, 2011

POLICY

It is the policy of the NJEDA to comply with the New Jersey First Act, S1730, which sets forth residency requirements for employment.

DEFINITIONS

Residency – defined in this policy as the state designated as employee’s legal address and legal residence for voting.

GUIDELINES

• Any individual who is employed prior to September 1, 2011, shall not be subject to the residency requirement. However, current employees who reside in the State of New Jersey may not move out-of-state on or after September 1, 2011, and still meet the residency requirement.

• Non-resident employees hired prior to September 1, 2011 may accept other positions within the

• NJEDA, so long as the individual continues employment with no break in service of greater than seven days.

• All employees hired by the NJEDA on or after September 1, 2011, must be residents of the State of New Jersey. In the event an individual who is not a resident of the State of New Jersey is offered employment by the NJEDA, he or she will have one year from the date of employment to meet the residency requirement. Failure to do so will result in termination of employment.

• Non-resident NJEDA employees who wish to seek employment in other state offices outside of the NJEDA will be subject to the residency requirement.

PROCESS

• All employees hired by the NJEDA on or after September 1, 2011, must present proof of residency to Human Resources within three days of employment.

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• Non-resident employees hired on or after September 1, 2011 must relocate to New Jersey within one year of their date of hire and present proof of New Jersey residency to Human Resources.

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Mandatory Direct Deposit

Effective: November 4, 2013

POLICY

In accordance with P.L. 2013, c. 28, as an authority of the State of NJ an employee of NJEDA is required to have his/her net pay directly deposited into a designated checking account, savings account or share account.

PROCESS

The NJEDA will direct deposit your net pay per your written instructions to your designated financial institution on NJEDA pay dates. You may change your financial institution by submitting new written instructions. The form to initiate your written instructions can be found on SharePoint Accounting or HR pages and should be returned to the payroll department for processing.

The NJEDA will protect the integrity and confidentiality of the information submitted.

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Personnel Files Policy


POLICY

The NJEDA maintains records relating to your employment in a personnel file. Generally, the contents of the file include job applications, salary history, benefits records, and discipline records, letters of commendation, performance evaluations and general correspondence. Some information is kept in separate files, such as information relating to medical conditions and leave, and records relating to I-9 requirements.

GUIDELINES

Updating Records

• Employees are responsible for notifying Human Resources, via Abra Workforce Connections (AWC. or e-mail, of any changes in their data, such as address or phone number changes, changes to dependents and who to contact in the event of an emergency.

• Documents filed in the individual’s personnel file require the employee’s signature and/or proof of acknowledgment.

Access to Records

• Employees may schedule an appointment with the Assistant Director of Human Resources to view his or her personnel file. Files must be reviewed in the presence of an HR staff member.

• No part of the personnel file may be removed from the office by the employee.

• Employees may request copies of the file or portions of the file.

• Directors and immediate supervisors may review the personnel files of employees under their supervision.

Release of Information

• Written requests for information related to employment references, credit evaluation, mortgage applications, etc., will be completed only if authorized by employee in writing.

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• Requests for information via telephone will only include confirmation of information supplied by caller, such as dates of employment, salary and position held.

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Nepotism Policy

Effective: February 2, 2011

POLICY

It is the policy of the NJEDA to prohibit nepotism. To reinforce management’s commitment to fair and impartial employee selection, supervision, and evaluation, the NJEDA does not hire any close relative of a current employee in any capacity.

DEFINITION

For the purpose of this policy, the term “close relative” includes the following relationships, whether established by blood, marriage, or other legal action; mother, father, husband, wife, son, daughter, sister, brother, mother-in-law, father-in-law, sister-in-law, brother-in-law, son-in-law, daughter-in-law, step-child, aunt, uncle, nephew, niece or cousin.

NOTE: Individual cases that arise post-hiring will be evaluated for conflict.

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Employee Categories Policy


POLICY

The NJ Economic Development Authority provides definitions of employment categories and classifications, to provide a clear understanding of employment status. These classifications do not guarantee employment for any specified period of time. The right to terminate the employment relationship at will at any time is retained by both the employee and the NJEDA.

DEFINITIONS

Regular full-time employees are assigned to regularly work 35 hours or more per week. Generally, regular full-time employees are eligible for NJEDA benefits.

Regular part-time employees are assigned to regularly work less than 35 hours per week, but at least 15 hours per week.

Temporary employees are hired for a specific period of time; or for a short indeterminate period; or for a specific project or task, usually of limited duration; or hired as interim replacements. Temporary employees may or may not be scheduled to work less than 35 hours per week.

Employees in any of these categories may be further classified as either “exempt” or “non-exempt.” “Exempt” employees are those in certain executive, administrative, professional, or outside sales positions, as defined by law, who are exempt from the overtime pay provisions of State and federal law. All other employees are “non-exempt.”

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Fair Labor Standards Acts Salary Basis Requirements Policy


POLICY

It is the policy of the NJEDA to comply with the salary basis requirements of the Fair Labor Standards Acts (FLSA). The FLSA establishes the federal minimum wage, overtime regulations, child labor regulations and related record keeping requirements for employers.

GUIDELINES

1. The NJEDA classifies each employee or position as exempt or non-exempt. An employee is classified exempt if determined to be an executive, administrative, professional or outside sales employee as defined by the FLSA. All other employees are classified as non-exempt.

2. Subject to exceptions listed below, an exempt employee must receive the full salary for any workweek in which the employee performs any work, regardless of the number of days or hours worked less any mandatory deductions, i.e. taxes, social security, court orders, etc.

• Deductions may be made for absences of one or more full days due to personal reasons, sickness or disability, and the employee has exhausted all available time off.

• Deductions may be made as a result of disciplinary suspensions for infractions of safety rules of major significance.

• Deductions may be made for disciplinary suspensions of one or more full days for infractions of workplace conduct rules.

• Deductions may be made in accordance with leave taken pursuant to the Family Medical Leave Act.

3. Employees classified as non-exempt are paid overtime as described under the NJEDA’s policy on overtime.

PROCEDURE

If you believe an improper deduction has been taken from your pay, contact Human Resources.

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Human Resources will investigate any employee concerns regarding deductions from their pay and will take appropriate action to promptly resolve any inconsistency with this policy.

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Hiring Procedures


POLICY

It is the policy of the NJEDA to be an equal opportunity employer and to hire individuals solely on the basis of their qualifications and ability to do the job to be filled. Adherence to the NJEDA’s EEO/AA policies and procedures is required for filling all position vacancies. Employment with the NJEDA is considered to be at- will, so that either party may terminate the relationship at any time and for any lawful reason.

GUIDELINES

• BUDGETED POSITIONS: FULL AND PART TIME

All hiring will be coordinated through Human Resources. When an opening occurs for a "budgeted" position, the following procedure normally should be followed:

o Hiring manager completes employee requisition and attaches job description with approval of Senior Vice President

o Recruiter:

Posts position externally, may include internal posting (some exceptions apply)

Receives and screens resumes

Forwards resumes to manager

Sets up interviews: recruiter and hiring manager

o Selection process:

Manager recommends choice candidates

Position fit assessment for top candidates Reference check

Education check Background check

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Recruiter extends offer to top candidate

• TEMPORARY POSITIONS

The New Jersey Economic Development Authority may employ personnel on a temporary basis, as necessary, to provide when circumstances warrant additional/temporary assistance.

o Manager completes employee requisition with business justification, duties and time frame

o Recruiter forwards resumes from agency to manager

o Manager selects candidate

o Temporary employee submits time sheets signed by manager on a weekly basis to Recruiter, showing hours worked for approval/signature

o Temporary employee submits timesheet to agency for payment

RETENTION

Resumes will be kept for a period of two years.

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Reference/Background Checks


POLICY

It is the NJEDA’s policy to conduct employment background investigations and reference checks on all candidates for employment prior to making a final offer of employment.

GUIDELINES

The NJEDA will conduct background checks in compliance with the federal Fair Credit Reporting Act (FCRA) , the Americans with Disabilities Act (ADA., and all other applicable local, state and federal laws and regulations.

PROCEDURE

1. During the recruiting process, Human Resources will obtain written consent from applicants prior to ordering a background investigation.

2. Each applicant/candidate will be provided a description of applicant rights as required by law.

3. Human Resources will check employment references and verify degree/education.

4. The NJEDA reserves the right to withdraw any offer of employment or consideration for employment, upon finding falsification, misrepresentation, or omission of fact on an employment application, resume or other documents provided regardless of when it is discovered.

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Separation of Employment Policy

Effective: July 2, 2012 POLICY:

It is NJEDA policy that all separations of employment are managed equitably and fairly with minimal disruption to ongoing work functions. Since employment with NJEDA is at will, both the employee and NJEDA have the right to terminate employment at will, with or without cause, at any time.

DEFINITIONS

Types of separation include:

a. Voluntary Terminations

b. Involuntary Terminations

c. Position Eliminations

VOLUNTARY TERMINATIONS

Voluntary terminations of employment are initiated by the employee. Written notice should be provided to the employee’s supervisor, with a copy to Human Resources. All employees are expected to provide a minimum of two weeks’ notice.

INVOLUNTARY TERMINATIONS

An involuntary termination of employment is an EDA-initiated dismissal. Discharge may be an at-will termination, or a termination for misconduct, job abandonment, or poor job performance. In some cases, progressive discipline may be used, prior to termination, to correct a performance problem. However, certain types of employee misconduct are so severe that one incident of misconduct will result in immediate dismissal without prior use of progressive discipline.

Supervisors must consult with Human Resources prior to initiating any termination discussions with employees.

POSITION ELIMINATIONS

Position elimination is a termination initiated by the NJEDA as a result of lack of work, lack of funds to continue the position, or a reorganization resulting in a reduction of force.

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PROCEDURES

• In all cases, the termination date is the last day actually worked. Time off cannot be used on the last day of work.

• Human Resources will notify payroll of the last day of employment.

• Departing employee’s supervisor will complete the Departed User Checklist.

• Departing employee returns all computer and cell phone equipment to ITS.

• Departing employee returns all other NJEDA property, such as parking pass, ID cards, keys, etc., to Human Resources.

Human Resources will review benefits status, provide necessary forms, and conduct exit interviews.

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Section VIII – Miscellaneous

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Authority Credit Card


POLICY

It is the policy of the New Jersey Economic Development Authority to use an assigned credit card(s. when the procurement of administrative goods and services cannot be made in any other manner, e.g. billing, check, or employee reimbursement, or if a discount is offered by the vendor.

DEFINITIONS

Authorized User – an approved user of the NJEDA credit card. The Director, Internal Process Management (IPM. or his/her designee is the NJEDA’s authorized user.

Compliance – the required documentation to be collected from vendors in accordance with state regulations.

Procurement Policy – the “Procurement Policy and Procedures” manual, located on the intranet, describes procurement policies and procedure in detail.

RTP – the Request to Purchase form documents the justification for and the approval of a specific purchase.

Requestor – a staff member requesting a purchase.

Vendor – a successful bidder who has satisfied compliance requirements.

PROCEDURE

Approval and documentation is required prior to a purchase using the credit card.

Credit card purchases are not exempt from the requirements and guidelines outlined in the procurement policy.

A fully completed and approved RTP, a minimum of three (3. competitive vendor quotes, and all required compliance documents must be forwarded to IPM prior to a purchase with the authority credit card. The IPM Procurement Specialist reviews the documentation, obtains approval from the Director, IPM, and executes the purchase.

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The credit card may only be used by authorized users; the physical credit card or credit card information may not be shared with requestors. Authorized users are responsible for securing credit card information.

EMERGENCIES

In the event of an emergency (i.e., a plumbing problem and an open account has not yet been established with the vendor., the credit card may be used without following pre-purchase procedures and approval. However, documentation and compliance must be completed and forwarded to IPM on the next business day. Prior to completing the purchase, authorized users must advise the prospective vendor of all compliance and documentation requirements.

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Document Shredding Policy


POLICY

It is the policy of the NJEDA that confidential information, as defined below, received or created by the Authority, in connection with the transaction of organization business, must be shredded. This policy provides for the systematic review, retention and destruction of documents.

DEFINITIONS

Confidential Record: As defined in the State of New Jersey Records Retention regulations N.J.A.C. 15:3-

1.2, a confidential record is a public record that contains personal data or other sensitive information to which access is restricted. The Open Public Records Act (“OPRA”. P.L. 2001, c.404 as amended and supplemented, N.J.S.A. 47:1A-1.1 et seq., lists items deemed “confidential” which are not subject to disclosure to the public. These confidential items include, but are not limited to:2

• Social Security numbers

• Credit Card numbers

• Unlisted telephone numbers

• Driver License numbers

• Legislative records

• Criminal investigatory records

• Victims’ records

• Records within the Attorney-Client privilege

2 The items listed are intended to be illustrative as they are not complete and are subject to certain exceptions under OPRA. You are referred to the OPRA statutes for a more complete description of confidential items thereunder.

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• Information, that if disclosed, would jeopardize security and/or safety of buildings, people, computers or software

• Information which would give an advantage to competitors or bidders

• Certain grievances, complaints and negotiations concerning public employers or employees

• Records deemed confidential by court order

• Honorable discharge certificates

• Trade secrets and proprietary commercial or financial information

• Communications between a public agency and its insurance carrier

• Inter-agency or intra-agency advisory, consultative and deliberative material

• Certain personnel, pension and medical records

• Biotechnology trade secrets

In addition to the records considered “confidential” under OPRA, it is the policy of the NJEDA when destroying records to shred all documents (letters, memorandums, invoices, etc). containing personnel records, names, addresses, telephone numbers, account numbers, birth dates, spouse or children’s names, medical records or other similar information, or any combination of these, even though such shredding may not be mandated by law. Documents of this nature must not be placed in trash or recycling bins and must be shredded. This includes vendors, employees, or any other type of identification of an individual or individuals.

DARM: Division of Archives and Records Management – The New Jersey State agency responsible for establishing the framework for the management, retention and destruction of public records. Pursuant to the Destruction of Public Records Act, P.L. 1953, c.410, N.J.S.A. 47:3-15 et seq., public agencies must receive prior written authorization from DARM in order to destroy public records.

OPRA: New Jersey's Open Public Records Act – A law enacted in 2002 which is intended to expand the public's right of access to government records, including those of the NJEDA, that defines what records should be made accessible to the public.

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Public Records: Pursuant to Record Retention regulation N.J.A.C. 15:3-1.2, public records are defined as any paper, written or printed book, document or drawing, map or plan, photograph, microfilm, data processed or image processed document, sound-recording or similar device, or any copy thereof which has been made or is required by law to be received for filing, indexing, or reproducing by any officer, commission, agency or authority of the State or of any political division thereof, including subordinate boards thereof, or that has been received by any such officer, commission, agency, or authority of the State or of any political subdivision thereof, including subordinate boards thereof, in connection with the transaction of public business and has been retained by such recipient or its successor as evidence of its activities or because of the information contained therein.

Retention Schedules: The State’s retention schedule and NJEDA’s retention schedules specify the length of time public records must be retained. Each employee is responsible for gaining familiarity with, and adhering to the State Retention Schedule and NJEDA’s Retention Schedule. The State’s and NJEDA’s Retention Schedules are available by accessing the links below:

• State Retention Schedule

• NJEDA Retention Schedule

Guidelines or Eligibility Procedure

DOCUMENT RETENTION

a. Records shall be maintained in accordance with the Retention Schedules and NJEDA policy.

b. Consult the NJEDA Legislative Officer/OPRA Representative for questions disposition of documents.

DOCUMENT DISPOSAL

a. For public records that exceed their records retention period, written authorization from DARM must be obtained prior to disposal of public records. Requests for disposal should be directed to the Program Manager-Real Estate.

b. Confidential records, records required to be shredded pursuant to NJEDA policy and records that are otherwise required to be destroyed by DARM, that exceed their records retention period and are being discarded, shall be placed in the designated, secured shredding console on each floor.

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c. In addition to any other retention requirements, items designated as “Litigation Hold,” or those that may potentially be requested due to legal reasons, must be retained at least until the Authority is otherwise advised by the Attorney General’s Office.

d. Confidential records, or other records required by DARM or NJEDA policy to be destroyed, shall be destroyed/shredded in accordance with the following:

1.Record Retention requirements must be satisfied.

2.Records shall be shredded “on-site.” If the records must be transported to a destruction site, an authorized Authority Official or his or her designee shall be present at the time of destruction of such records to observe and verify that they were destroyed in accordance with this shredding policy and the law.

3.Records shall be shredded by an authorized vendor or in-house employee.

4.If shredded by an authorized vendor, a Certificate of Destruction must be obtained from the vendor, verifying the total destruction, the time, location and identity of records destroyed.

Questions related to classification and disposition of documents should be directed to the Program Manager-Real Estate.

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Professional Memberships

PROFESSIONAL MEMBERSHIP

The Authority will consider sponsoring an employee's membership in a professional organization and/or the attainment of a professional license that has a direct correlation to the employee's primary job function as described in his/her position detail. An employee who wishes to be sponsored for membership and/or licensing should complete a "Membership and Licensing Approval Request" form, which is located on the Intranet - NJEDA Forms Online, and submit it to their immediate Director. It should then be forwarded to the Director of Human Resources.

All paperwork will be returned to the originator unless otherwise noted. If the request is approved, the employee may request from the Accounting office reimbursement or payment directly to the organization. In both instances, payment is to be requested on a "Request to Issue a Check" form, located on the Intranet - NJEDA Forms Online, accompanied by the appropriate substantiation, as follows:

1. Completed authorized form

2. Receipt of payment (if reimbursement.

3. Registration form (if direct payment.

For subsequent renewals, the same procedures should be followed.

Subscriptions and Publications

Requests for subscriptions and/or publications will be considered based on a variety of factors. The “Subscriptions and Publications” form, which is located on the Intranet – NJEDA Forms Online, must be completed, approved, and sent to Human Resources. The same process as Professional Membership also applies.

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Recycling Policy


POLICY

The NJEDA supports environmental awareness by encouraging recycling and waste management in its business practices and operating procedures.

DEFINITIONS

Recycling applies to the following types of material: paper, plastic, glass, aluminum and cardboard.

PROCEDURE

Unwanted materials should be placed in the appropriate recycling receptacles throughout the building.

Each office and cubicle should have two trash containers – one for regular trash and the other for paper based products. Paper products, such as white and colored paper, letterhead, photocopies, envelopes, faxes, memos and literature can be placed in the designated recycling container.

There are designated receptacles in the Lunchroom and Coffee Rooms for glass and cans. Empty cardboard boxes, which are placed by the elevator, can be flattened and recycled.

Whenever possible, employees of NJEDA are encouraged to purchase products for the workplace that contain recycled or easily recyclable materials.

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Smoking Policy


POLICY

The NJEDA prohibits smoking throughout any NJEDA building, property and/or leased facility in order to provide and maintain a safe and healthy work environment for all employees.

DEFINITIONS

Smoking is defined as the act of lighting, smoking or carrying a lighted or smoldering cigar, cigarette or pipe of any kind.

GUIDELINES OR ELIGIBILITY

This policy applies equally to all occupants of an NJEDA facility, including, but not limited to, employees, consultants, customers, vendors and visitors.

PROCEDURE

Smokers are permitted to smoke outside an NJEDA building, in designated areas only. Designated receptacles are available to properly extinguish cigarettes. Smokers must minimize the time away from their work functions. Smoking is also prohibited in Authority vehicles.

Smokers who wish to quit are encouraged to contact the HR Division for information on smoking cessation options available to them.

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Section IX – Performance and Compensation

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Overtime

Effective: April 1, 2012

POLICY

The NJEDA complies with all State and federal legislation which entitles non-exempt employees to be eligible for pay at one and one half times their hourly pay rate for hours worked over 35 hours per week. Exempt employees are NOT entitled to overtime pay or to compensation, unless they are requested to perform duties not specifically related to their specific job duties.

DEFINITIONS

Non-exempt employees are employees whose work is covered by the Fair Labor Standards Act (FLSA). They are NOT exempt from the law’s requirements concerning minimum wage and overtime. Exempt employees are generally managers, professional, administrative, or technical staff who are exempt from the minimum wage and overtime provisions of the FLSA. Exempt employees hold jobs which meet the standards and criteria established under the FLSA by the US Department of Labor.

GUIDELINES

Overtime work should be utilized only when ABSOLUTELY NECESSARY.

Overtime compensation is paid to all non-exempt employees in accordance with federal and state wage and hour restrictions.

Overtime pay is based on actual hours worked and is NOT to include commuting time.

An employee is eligible for overtime pay when s/he is requested to work during non-office hours in order to perform in an emergency situation or to meet a NON-ROUTINE deadline. All such time worked will be eligible for overtime pay, regardless of the total number of hours actually worked during the week.

An employee who works as the front-desk receptionist for the hour between 4:30 and 5:30 p.m. will receive overtime pay for any such hour, regardless of the total number of hours actually worked for the week. However, such time worked as the receptionist cannot be counted toward the 35 regular hours required before overtime eligibility begins.

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PROCEDURES

Pre-approval must be obtained by the Department Director and Managing Director or Senior Vice President before compensated overtime will be permitted.

Overtime recipients should include any overtime hours worked on their timecard submitted through the ADP portal.

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Performance Evaluation


POLICY

It is the policy of the NJEDA to provide formal performance evaluations to employees twice per year.

PROCESS

Supervisors and employees are strongly encouraged to discuss job performance and goals on an informal, day-to-day basis. Additional formal performance evaluations are conducted to provide both supervisors and employees the opportunity to discuss job tasks, identify and correct weaknesses, encourage and recognize strengths, and discuss positive, purposeful approaches for meeting performance goals. Formal evaluations will be conducted semi-annually and at year end.

The performance of all employees is generally evaluated at the calendar-year end according to an ongoing 12-month cycle. Individual goals are mutually established for each employee at the beginning of the year or at the beginning of employment.

At midyear, a Semi-Annual assessment will be conducted to summarize performance during the first six months of the year.

At year end, the original goals are used to complete the annual performance reviews.

MERIT REVIEWS

Merit-based pay adjustments are awarded by NJEDA in an effort to recognize truly superior employee performance. The decision to award such an adjustment is dependent upon numerous factors, including the information documented by this formal performance evaluation process and budgetary considerations.

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Managing Unsatisfactory Performance


POLICY

The policy of the NJEDA is to address unsatisfactory performance in a timely manner. Employment with NJEDA is based on mutual consent, and both the employee and NJEDA have the right to terminate employment at will, with or without cause or advance notice. The NJEDA will manage unsatisfactory performance at its discretion.

DEFINITION

The major purpose of performance intervention is to correct a performance issue, to prevent recurrence, and to prepare the employee for satisfactory performance in the future. These practices ensure that the lines of communications are open between the employee, manager, and Human Resources, and that performance aligns with NJEDA expectations and values.

PROCESS

Managing unsatisfactory performance is generally composed of four steps. However, there may be circumstances when one or more steps are bypassed. Supervisors are encouraged to consult with Human Resources prior to any performance intervention in order to determine the most appropriate action.

Feedback and Coaching

Feedback may be either positive reinforcement or constructive guidance. The situation, observed behavior, and impact are described to the employee. Coaching occurs when a manager provides suggestions for alternative behavior or approaches, clarifies direction and expectations, shares knowledge or experience, challenges perspectives, and celebrates successes. Feedback and coaching are delivered verbally and should occur as close to an event as possible.

Counseling Statement

A Counseling Statement may be used either in conjunction with a performance review or outside the performance cycle. It should be used when there is a pattern of behavior and when feedback and coaching do not achieve desired outcomes. This document puts an employee on notice that alternative

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behaviors and/or outcomes are required immediately, and it is delivered during a discussion with the employee. It is prepared with the guidance of Human Resources, and it is placed in the employee’s file.

The employee may provide a written response to this statement to include in their file. If the circumstances are severe or exigent, the counseling statement may be by-passed.

Performance Improvement Plan (PIP) A PIP is used when the counseling statement does not achieve desired outcomes or when a formal mid-year or year-end review indicated that performance is below expectations. A PIP outlines goals and time frames for performance improvement and describes learning activities and resources to achieve improvement in behavior and/or results. It is prepared with the guidance of Human Resources, and it is placed in the employee’s file.

If the circumstances are severe or exigent, the PIP may be by-passed.

Termination An employee may be terminated if there has been no satisfactory improvement at the conclusion of the PIP or it the employee refuses to participate in the PIP. In addition, serious misconduct or violation of laws, policies, or procedures may be cause for immediate termination without prior steps.

NOTE: While it is impossible to list every type of behavior that may be deemed a serious offense, the EMPLOYEE CONDUCT AND WORK RULES policy includes examples of problems that may result in immediate suspension or termination of employment. However, the problems listed are not all necessarily serious offenses, but may be examples of unsatisfactory conduct that will trigger progressive performance management. At any time, an employee may be directed to contact the Employee Assistance Program.

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Section X – Safety & Emergency

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Emergency Closings


POLICY

The NJEDA will notify employees as early as possible in the event of a delayed opening or closing due to an unexpected or anticipated emergency.

GUIDELINES OR ELIGIBILITY

This policy applies to all NJEDA employees; however, office status may vary based on location and local conditions.

PROCEDURES

1. Notification Process

NOTE: In the event of an emergency or early closing during regular business hours, employees will normally be notified via e-mail. Other appropriate means may also be used if necessary. The following procedures are provided in the event of an emergency or office closing outside of regular business hours.

Voice-mail Telephone Messaging: The NJEDA’s primary method of communication during an emergency will be a voice-mail telephone message blast. The system will notify staff in the event of an emergency and/or deviation from regular business hours. Upon direction from the CEO/SLT, a recorded message, initiated by the Program Manager – Real Estate will be sent to employees’ home and cell telephone numbers. Every attempt will be made to notify employees as early as possible. Employees need to ensure Human Resources has their most current telephone contact information on file.

NJEDA Website: Once the voice-mail telephone message has been activated, the NJEDA website, www.njeda.com, will be modified to give specific employee information and/or instructions. Any updates will be posted in the center section of the homepage in the “EDA Latest Announcements” section.

NJEDA Main Telephone Number: A telephone message will be placed on voice mail on NJEDA’s main telephone number: (609. 858-6700. The message will provide employees with instructions.

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Media: Various radio stations will announce NJ State Government delayed opening/closing information. While the NJEDA typically follows state closing practices; employees should not rely solely on this information, as specific locations may be impacted differently. The complete radio station list is available on the Real Estate page of the Intranet.

• Emerge n cy Office Closing Informat i o n .

Emergency Telephone Tree: As a backup, the NJEDA may institute an emergency telephone tree. The emergency tree will be activated if the voice-mail telephone message system is unavailable. Upon direction of the CEO/SLT, the tree will be initiated by the Program Manager – Real Estate. The Directors will first be notified; they in turn will contact respective members of their division. Every division, Director, and employee should maintain an up-to-date list of employees and phone numbers showing who will call whom in the event of a deviation from regular business hours.

2. Business Operations

Employees should be aware of prior obligations, appointments, etc., and address them as required with their manager and/or directly with appropriate parties.

3. Administrative Impact

When the office is officially closed due to emergency conditions, the time off from scheduled work will be paid.

If an employee has pre-approved scheduled time off prior to the emergency closing, the employee will not be charged for the pre-approved time off.

If the office is officially open for any length of time, an employee who does not report for work will be subject to a charge against their personal leave time (if available. or vacation leave time. Sick leave may not be substituted for personal or vacation leave, unless substantiated by a physician’s certification of illness or medical appointment.

Employees who arrive late and/or leave earlier than the designated dismissal time may be subject to a charge against their personal leave time (if available. or vacation leave time, depending on the amount of time worked.

Due to geographical differences, closures, late openings, etc., may be specific to one or more NJEDA physical locations. If an emergency situation is geographically limited, it is expected that business operations in non-impacted areas will continue as established.

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NOTE: No policy can include all scenarios; therefore, employees are expected, absent of other information, to make a reasonable attempt to get to work. However, in no circumstance should they put their personal safety in jeopardy.

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Safety


POLICY

It is the policy of NJEDA to ensure a safe work environment.

GENERAL

It is the responsibility of each employee that all tasks be conducted in a safe and efficient manner complying with all local, state and federal safety and health regulations, standards, etc.

BUILDING ACCESS

The front doors are open to the public during the core hours of 8:30 AM to 4:00 PM. Employees may access the building on a regular work day from 6:30 AM to 8:00 PM. On a regular work day, if the doors are locked, access may be gained from 6:30 AM to 8:00 PM with the use of the Employee ID/Access card. After hours or weekend access must be coordinated at least two days in advance with the ITS Division.

SECURITY GUARD

The NJEDA employs an external service to provide security coverage from 8 AM to 8 PM on regular work days. During the majority of the work day, a security guard is positioned in the lobby. The security guard welcomes visitors to the building, ensures guests sign in and receive visitors’ badges, and is available to escort employees to their vehicles in the late afternoon/early evening. If the security guard is not readily present, an employee may use the walkie-talkie, located at the front desk, to contact and request assistance from the guard.

SURVEILLANCE CAMERAS

Special cameras are situated throughout the facility.

EMERGENCY

Employees should become familiar with NJEDA’s emergency procedures, located on the Intranet.

• Emer g ency P r ocedures

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MEDICAL

In the event an employee is experiencing medical emergency call 911. Immediately thereafter contact one of the designated individuals who have been trained and certified in AED/CPR/First Aid. A list of AED/CPR/First Aid certified employees is posted in each Coffee Room. Certified employees can also be identified on the NJEDA Floor Plan s , located on the Intranet.

AUTOMATED EXTERNAL DEFIBRILLATORS (AED’S)

The NJEDA maintains Automated External Defibrillators (AED’s. at NJEDA headquarters and the satellite offices in North Brunswick, Newark and Camden. In the Trenton office, the AED’s are located in the copy room on the 1st floor and in the 4th floor lunchroom. In the Satellite offices, the units are located in either the coffee room or receptionist areas.

FIRE

In the event the fire alarm sounds, all building occupants are expected to leave the building. Occupants on the 2nd through 4th floors should exit the building using only the front and side stairwells. The Grand Stairwell and elevator should not be used. Fire Marshals have been assigned to assist with the evacuation process. Employees should assemble in the pre-designated locations outside the building, proactively check in with their area’s Fire Marshal, and remain in this area to await further instructions. Special accommodations and training will be made for disabled individuals. A list of Fire Marshals is posted in each Coffee Room. Fire Marshals can also be identified on the NJEDA Floor Plan s (located on the Intranet).

Fire Drills will be periodically conducted and are generally unannounced.

PANIC BUTTONS

Panic buttons have been placed strategically throughout the facility. When activated, they ring directly at the State Police station. They should be activated in situations that do not require telephone conversations. The locations follow:

TRENTON FLOOR PLAN Trenton Floor Plan

1st Floor – Front Desk

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http://njedasharepoint/sites/njedanet/departments/realestate/Floor%20Plans/Forms/AllItems.aspx

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Plaza Side Kiosk

State Street Kiosk

2nd Floor – Plaza Side Kiosk

State Street Kiosk

3rd Floor - Plaza Side Kiosk

State Street Kiosk

4th Floor - Plaza Side Kiosk

State Street Kiosk

Lower Level – Near Computer Room

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Section XI – Time & Leave of Absence

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Bereavement Leave

Effective: June 10, 2009

POLICY

The NJEDA allows employees to use sick time in the event of the death of a family member.

DEFINITIONS

Immediate family is defined to include spouse, domestic partner or civil union partner, parent, child, brother, sister, mother-in-law, father-in-law, daughter-in-law, son-in-law, grandparent, grandchild, a person who is legally considered to be one of the above, or another relative who had been living in the employee's residence.

Other than immediate family is defined to include aunt, uncle, cousin, niece, or nephew.

GUIDELINES

• Immediate family - A maximum of five sick days will be allowed.

• Relative other than immediate family - One day may be utilized to attend the funeral.

If additional time is needed, vacation, personal or unpaid time off may be taken with supervisory approval.

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Donated Leave Program Policy

Effective: June 10, 2009

POLICY

The New Jersey Economic Development Authority permits NJEDA employees to voluntarily donate a portion of their earned sick and/or vacation time to other NJEDA employees who have exhausted their own sick, vacation and administrative leave time, and who are suffering from a catastrophic health condition or injury, or caring for an immediate family member with a catastrophic health condition or injury, which necessitates the employee’s prolonged absence from work.

DEFINITIONS

Catastrophic health condition or injury is defined as follows:

• A life threatening condition or combination of conditions; or

• A period of disability required by his or her mental or physical health or the health of the employee’s fetus which requires the care of a physician who provides a medical verification of the need for the employee’s absence from work for 60 or more work days.

Immediate family: For purposes of this policy, immediate family member is defined as an employee’s spouse, domestic partner, child, legal ward, grandchild, foster child, father, mother, legal guardian, grandfather, grandmother, brother, sister, father-in-law, mother-in-law, and other relatives residing in the employee’s household.

ELIGIBILITY

Recipient

An NJEDA employee shall be eligible to receive donated sick and/or vacation leave from other NJEDA employees if the employee meets all of the following criteria:

1. The employee must have completed at least one year of continuous service with the EDA.

2. The employee must be suffering from a catastrophic health condition or injury which necessitates the employee’s prolonged absence from work and for which the employee has

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used all available sick, vacation and administrative leave, or he/she is needed to provide care to a member of the employee’s immediate family who is suffering from a catastrophic health condition or injury.

3. The employee must produce acceptable medical verification from a physician or other licensed health care provider. The medical verification must indicate the nature, severity and anticipated duration of the disability resulting from the serious health condition or injury involved.

4. An employee must be in good standing; they are ineligible if they have been disciplined for chronic or excessive absenteeism, chronic or excessive lateness or abuse of leave in the two year period immediately preceding the employee’s need for donated leave.

5. The employee must receive at least five donated days from one or more leave donors to be eligible for participation in the program.

Donor

EDA employees may donate leave time to other employees under the following guidelines:

1. An employee may donate up to ten days, either sick leave or vacation leave, to any one recipient; minimum amount to be donated is one day. Only whole days (seven hours. may be donated.

2. The employee must have remaining to his/her credit following any donation at least ten days of accrued sick leave, if donating sick leave; five days of accrued vacation, if donating vacation leave.

3. The employee must not have solicited nor accepted anything of value for the donation.

PROCEDURES

1. Any employee may request to participate in this program. He/she should contact Human Resources. A supervisor may also initiate this process on behalf of the employee. Decisions regarding eligibility will be made on a case-by-case basis by Human Resources.

2. Once a recipient is approved for the program, Human Resources will notify all employees that there is an employee in need of assistance. This notification will be done with the recipient’s consent. If the employee is unable to consent, the employee’s family may consent on behalf of

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the employee. Human Resources will require medical documentation concerning the nature, severity and anticipated duration of the medical emergency involved.

3. The recipient must receive at least five days donation from one person or cumulatively in order to participate in the program.

4. Employees may donate within the prescribed limitation only whole days of either sick leave or vacation leave, but may not donate more than ten days to any one recipient.

5. Donated time, whether sick leave or vacation leave, will be received as sick leave.

6. The donor and the recipient (or family representative. will fill out the required forms. No one shall directly or indirectly intimidate, threaten or coerce, or attempt to intimidate or coerce any other employee for the purpose of interfering with any right which such employee may have with respect to contributing, receiving, or using paid leave under this program. The above shall include promising to confer or conferring any benefit (such as appointment, promotion, or compensation. or effecting or threatening to effect any reprisal (such as deprivation of appointment, promotion, or compensation). An affidavit to this effect shall be signed by the donor. Any employee who engages in the above prohibited conduct shall be subject to disciplinary action.

7. The donor’s leave time will be reduced by the number of days which are to be donated.

8. The eligible recipient’s sick leave time will be credited with the donated time. The recipient may receive days from more than one donor but may not receive a total of more than 180 donated days. Records will be maintained by Human Resources showing the donor’s name, number and type of days donated.

9. Should an employee return to work, or otherwise terminate the use of leave with donated time remaining, that time will be returned to the donor(s. on a prorated basis in days. Any proration that would amount to less than one day per donor will not be returned.

10. The recipient employee while using donated leave will continue to accrue sick and vacation leave time.

11. Upon retirement, the leave recipient shall not be granted supplemental compensation on retirement for any unused sick days which he/she received through the Donated Leave Program.

12. Donations may not be used on a retroactive basis.

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Any questions concerning this program should be directed to Human Resources.

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Family Medical Leave (FMLA)


POLICY

It is the policy of the New Jersey Economic Development Authority to grant leave in accordance with the Family and Medical Leave Act of 1993 (FMLA., the New Jersey Family Leave Act (NJFLA. and the expansion of FMLA under The Support for Injured Service Members Act of 2007.

ELIGIBILITY

Under FMLA and NJFLA, a minimum tenure of twelve months of employment with the Authority is required. A minimum of 1,250 base hours of service during the year preceding the leave is required for FMLA while a minimum of 1,000 base hours is required for NJFLA. Where eligibility under both Acts is available, the two entitlements shall run concurrently, limiting your period of leave to twelve (12. weeksfor a twelve (12. month period. Thus, all FMLA time will run concurrently with NJFLA unless it is for the employee’s own serious health condition for which it would only be charged to FMLA.

*Twenty-six (26. workweeks if a qualifying event under the military FMLA.

QUALIFYING EVENTS

The Federal Family Medical Leave Act (FMLA. provides employees the opportunity to take a period of

up to twelve weeks of unpaid leave from employment within a twelve month period for the following reasons:

1. The birth of a child and in order to care for the child

2. 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

4. The serious health condition of the employee

5. A covered family member’s active duty or call to active duty in the armed forces – an employee 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

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of leave for related reasons, such as helping the family member prepare for the departure or caring for service member’s children or parent who is incapable of self-care when the care is necessitated by the member’s covered active duty.

6. To care for an injured or ill service member – this provides up to 26 weeks in a 12-month period for an employee whose spouse, son, daughter or parent or next-of-kin is injured or recovering from an injury incurred or aggravated while on active military duty and who is unable to perform the duties of the service member’s office, grade, rank or rating.

The New Jersey Family Leave Act (NJFLA) provides employees the opportunity to take a period of up to twelve weeks of unpaid leave from employment within a twenty-four month period for the following reasons:

1. The birth or adoption of a child

2. The serious health condition of a family member (parent, child, spouse, parent-in-law or partner in civil union. In accordance with state law and Title 4A:6-1.21A of the New Jersey Administrative Code. Please note that the NJFLA does not provide unpaid leave for the employee’s serious health condition.

TYPES OF LEAVE

There are three types of leaves available: continuous, intermittent, and reduced schedule.

1. Continuous Leave

a. A continuous leave is one taken without interruption.

b. A continuous leave is available for any of the reasons stated above.

2. Intermittent Leave

a. An intermittent leave is taken in increments.

b. There must be a medical need for taking intermittent leave with regard to personal or family illness reasons.

c. An employee may take leave in this manner for the birth or placement of a child for

a. Adoption or foster care only if the employer agrees.

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d. The employee must make a reasonable effort to schedule the leave so as not to disrupt unduly the operations of the employee’s department.

3. Reduced Schedule Leave:

a. Reduced Schedule Leave is a scheduled reduction in an employee’s usual number of working hours per workweek or workday.

b. There must be a medical need for taking a Reduced Schedule Leave.

c. The employee shall not be entitled to take the leave on a reduced leave schedule without an agreement between the employee and the appointing authority, if the leave is taken upon the birth or adoption of a healthy child.

d. The employee must make a reasonable effort to schedule the leave so as not to disrupt unduly the operations of the employee’s department.

AMOUNT OF LEAVE

1. The total time within which the twelve week (60 working days. leaveis taken cannot exceed a twelve month period under FMLA provisions. NJFLA permits a twelve week leave (60 working days. over a twenty-four month period.

2. The NJEDA will measure the 12-month period as a rolling 12-month period measured backward from the date an employee uses any leave under this policy.

3. If less than the allowable amount of leave is taken for one purpose, the balance may be used for another purpose, provided the restrictions applicable to each form of leave are observed.

4. A leave taken for the birth or placement of a child MUST be completed within one year from the date of birth or placement (Therefore, requested leave must commence no later than twelve weeks prior to the child’s one year birthday or one year anniversary of placement).

5. A husband and wife who both work for the same employer are permitted to take a combined total of 12 weeks of FMLA leave in a 12 month period for the birth or placement for adoption or foster care of a child or to care for a parent with a serious health condition. However, following the use of a portion of the 12 week for one of said purposes, the husband and wife will each be entitled to the difference between the leave taken individually by them and their 12 week

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entitlement if the additional leave is for a different FMLA purpose (such as their own serious health condition).

*Twenty-six (26) workweeks if a qualifying event under the military FMLA.

PAID/UNPAID LEAVE

1. It is NJEDA’s practice that all accrued sick leave must be used (exhausted. prior to going on unpaid leave. An employee may, at his or her option, use accrued vacation or personal leave for family leave purposes. The total combination of paid and unpaid leave may not exceed a yearly total of twelve (12) weeks under the provisions of the FMLA. NJFLA allows a total of twelve weeks leave over a twenty-four month period.

2. Leave allowed under the provisions of the FMLA and NJFLA will run concurrently with any period of Temporary Disability or Worker’s Compensation.

3. Employees will not accrue vacation, sick or personal time off while on the unpaid portion of Family Medical Leave.

*Twenty-six (26) workweeks if a qualifying event under the military FMLA.

EMPLOYEE NOTICE

The employee is to provide the Authority with prior notice of the leave in a manner which is reasonable and practical, specifically: thirty days notice in advance of taking a leave upon the birth or adoption of a child, and at least fifteen days notice in advance of caring for one’s self or an ill family member. In the case of “emergent” circumstances (employee’s own incapacitation., two days notice should be provided if possible.

CERTIFICATION/DOCUMENTATION

Requirements

1. The Authority may require that any period of Family Leave taken by the employee be supported by certification issued by a duly licensed health care provider.

2. The employee must furnish the certification within fifteen (15. days after it has been requested.

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3. The Authority may require the employee to submit recertification from his/her health care provider of the existence or continued existence of a serious health condition every 30 days.

4. The Authority may request a second opinion. The Authority will pay for the employee to get a certification from a second doctor, which the company will select. If necessary to resolve a conflict between the original certification and the second opinion, the Authority will require the option of a third doctor, to be mutually selected by the employee and the Authority. The Authority will pay for the third opinion, which will be considered final.

5. An employee requesting leave due to a covered family member’s active duty or call to active duty in the Armed Forces must provide proof of the qualifying family member’s call-up or active military service. This may be a copy of the military orders or other official Armed Forces communication.

6. An employee requesting leave to care for an injured or ill service member must provide documentation of the family member’s injury, recovery or need for care. This may be a copy of the military medical information, orders for treatment, or other official Armed Forces communication pertaining to the service member’s injury or illness incurred on active military duty that renders the member medically unfit to perform his or her military duties.

EMPLOYEE STATUS AND BENEFITS DURING LEAVE

1. While an employee is on leave, the NJEDA will continue the employee’s health and dental benefits during the leave period at the same level and under the same conditions as if the employee had continued to work.

2. Employees on a contributory plan must continue to pay their share of benefit premiums while on Family Leave. If the employee fails to make a payment when due, the coverage will be terminated in accordance with the provisions of the benefit contract.

3. If benefits were discontinued while on leave, upon return from Family Leave, the employee’s

4. benefits are to be restored in full, without new preconditions or limitations by completing the requisite Pensions and Benefits paperwork in a timely manner.

5. If the employee fails to return from Family Leave, the Authority can seek repayment of all health benefit costs incurred during the Family Leave unless failure to return is because of:

• The employee’s continuing serious health condition (in which case medical certification will

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• be required), or

• “Other circumstances beyond the control of the employee”.

6. If an employee states that he/she does not intend to return to work, the Authority has no further obligation to continue health benefits coverage and the employee may become eligible for COBRA.

RETURN TO WORK

1. An employee who is granted Family Leave shall, upon the expiration of the leave, be restored to the same or equivalent position held directly prior to commencement of the leave.

2. The Authority may choose to exempt certain key employees from this requirement and not return them to the same or similar position.

3. If the employee returns from a Family Leave that was a result of a personal serious health condition, the employee must provide a medical certification from their physician to NJEDA Human Resources indicating that they are able/fit to resume work and if there are any work restrictions.

4. Employees must notify NJEDA Human Resources of their intent to return to work at least two days prior to their scheduled return to work date. Further, if an employee intends to return to work earlier than their scheduled return date, two days notification must still be provided (medical certification must still be provided to NJEDA Human Resources indicating that the employee is able/fit to resume work and if there are any work restrictions.

PROCESS

1. Employee contacts Human Resources to request leave of absence or Human Resources is notified that employee is out sick more than three consecutive days.

2. HR notifies TASC of FMLA/FLA status.

3. TASC sends notice and requests medical certification.

4. A TASC review completed certifications and approves or denies leave request.

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5. At completion of leave, a. employee returns to work; b. employee not medically able to return, requests leave extension (non-FMLA/FLA.; c. employee chooses not to return to work.

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New Jersey Paid Family Leave Act (NJFLA)


POLICY

The New Jersey Economic Development Authority allows employees to take leave in accordance with the New Jersey Paid Family Leave Act.

ELIGIBILITY

Under the PFLA, an employee qualifies if they earn $143 per week or more for twenty (20) consecutive weeks, or $7,200 or more over the previous fifty-two (52) weeks.

DEFINITIONS

“Family members” include the following:

• Biological, adopted or foster children less than 19 years of age

• Children over 19 years of age that are incapable of self care

• Spouses, domestic partners, civil union partners

• Biological, foster, adopted parents or stepparents

• Legal guardian of the eligible employee when the employee was a child

“Serious health condition” is defined as an illness, injury, impairment or physical or mental condition that requires: inpatient care in a hospital, hospice, or residential medical care facility; or continuing medical treatment or continuing supervision by a healthcare provider.

“Healthcare provider” is defined as a person licensed under federal, state or local law, or the laws of a foreign nation, to provide healthcare services; or any other person who has been authorized to provide healthcare by a licensed healthcare provider.

QUALIFYING EVENTS

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Effective July 1, 2009, the New Jersey Paid Family Leave Act (PFLA. provides up to six weeks of paid leave:

1. To bond with a newborn child or placement of an adopted child or foster child, within the first year; or

2. To care for a family member with a serious health condition.

TYPES OF LEAVE

An employee may take Paid Family Leave in consecutive weeks, or intermittently under certain circumstances. An employee who requests intermittent leave shall make a reasonable effort to schedule such leave so as not to unduly disrupt the NJEDA’s operations.

1. Paid Family Leave in connection with birth or adoption of a child:

a. May be taken at any time within one year of the birth or adoption of a child.

b. The six weeks of leave must be taken consecutively, intermittent leave is not permitted.

2. Paid Family Leave in connection with a “serious health condition”:

a. May be taken either consecutively or intermittently.

b. Intermittent leave can only be taken in full-day increments.

AMOUNT OF LEAVE

An eligible employee is entitled to up to six (6. weeks of consecutive leave or forty-two (42. days intermittent leave in a 12-month period. NOTE: Any PFLA time off must be taken concurrently with FMLA and NJFLA leave time.

PAID/UNPAID LEAVE

1. Paid Family Leave provides employees with up to six weeks of partial wage replacement. The paid leave benefit provides two-thirds of the employee’s wages, up to the maximum benefit rate, which is $572 per week for 2012.

2. During the first two weeks of Paid Family Leave, employees are required to use their accrued time off, including sick, vacation or personal leave.

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3. Employees will not accrue vacation, sick or personal time off while on the unpaid portion of Family Medical Leave.

EMPLOYEE NOTICE

The employee is to provide the Authority with prior notice of the leave, specifically: thirty days notice in advance of taking a leave upon the birth or adoption of a child, and in a “reasonable and practical manner” in advance of caring for an ill family member, unless an emergency or other unforeseen circumstance precludes prior notice.

CERTIFICATION/DOCUMENTATION

Requirements

1. For leaves taken in connection with a “serious health condition,” employees are required to complete a form for benefits, which includes a certification from a healthcare provider.

Return to Work

1. Employees must notify NJEDA Human Resources of their intent to return to work, preferably at least two days prior to their scheduled return to work date.

2. When a personal leave ends, every reasonable effort will be made to return the employee to the same position, if it is available, or to a similar available position for which the employee is qualified. However, NJEDA cannot guarantee reinstatement in all cases.

PROCESS

1. Employee contacts Human Resources to request leave under the PFLA. This is a complex law that interacts with other laws and benefits, and it must be coordinated through Human Resources.

2. Employee completes necessary form and in the case of a “serious health condition” has the medical certification completed by the doctor.

3. Requests for leave and payment under the PFLA are processed by the NJ Department of Labor.

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Jury Duty


POLICY

NJEDA provides employees paid time off to serve on jury duty and fulfill their court-related, civic obligations.

PROCEDURES

1. Employee notifies supervisor upon receipt of jury duty summons and provides Human Resources with a copy of the summons.

2. During period of jury duty, employee should report to work when excused from jury duty.

3. Upon return from jury duty, employee provides to Human Resources an attendance report showing dates served.

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Parental Leave of Absence Policy


POLICY

NJEDA provides a Parental Leave of Absence with or without pay to eligible full-time employees following the birth or adoption of a child.

DEFINITIONS

Eligible Employees: Regular full-time employees employed for at least one year.

GUIDELINES

• Parental Leave is available for one year following the birth or adoption of the child.

• Maximum amount of Parental Leave is six months.

• Parental Leave will run concurrently with Family Medical Leave and NJ Paid Family Leave.

• Health, Prescription and Dental benefits will continue for three months following the month the unpaid leave begins. Employees may elect to continue coverage under COBRA until the end of the six month leave.

• Sick, vacation and personal time off accruals will be suspended during any unpaid leave and will be prorated upon return to active employment.

• A reasonable effort will be made to return the employee to the same position, if it is available, or a similar position for which the employee is qualified. However, NJEDA cannot guarantee reinstatement in all cases.

PROCEDURE

• Parental Leave should be requested in writing in advance to the employee’s Director.

• Director may approve the request for Parental Leave. Any questions should be directed to Human Resources.

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• If approved, the request for Parental Leave should be forwarded to Human Resources.

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Military Leave


POLICY

It is the NJEDA’s policy that no employee or prospective employee will be subjected to any form of discrimination on the basis of that person’s membership in or obligation to perform service for any of the Uniformed Services of the United States.

GUIDELINES

Reemployment – You have the right to be reemployed in your civilian job if you leave that job to perform service in the uniformed service. The NJEDA must be given advance notice of the service, you must return to work or apply for reemployment in a timely manner after conclusion of service, and service is no greater than five years. Also, separation from military service must be under honorable conditions. If you are eligible to be reemployed, you must be restored to the same or similar job and benefits you would have attained if you had not been absent due to military service.

Health Insurance – During a military leave of absence you have the right to elect to continue your health benefits for you and your dependents under COBRA for up to 24 months. If you choose not to continue the NJEDA’s plan, your benefits will be reinstated upon reemployment, generally without any waiting periods or exclusions except for service-connected illnesses or injuries.

Non-Discrimination – No person will be denied employment, reemployment, promotion, or other benefit of employment on the basis of membership in or obligation to perform service for any of the Uniformed Services of the United States.

If you have questions regarding the NJEDA’s military leave policy, applicable state and federal laws and continuation of benefits, please contact Human Resources.

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Personal Leave


POLICY

The NJEDA provides leaves of absence without pay to regular full-time employees who wish to take time off from work duties to fulfill personal obligations.

GUIDELINES

• Personal leave may be granted for a period of up to 12 weeks within any 12 month period.

• If this initial period of absence proves insufficient, consideration will be given to a written

• request for a single extension of no more than 12 weeks.

• With the supervisor's approval, administrative and/or vacation leave may be used as part of the approved period of leave.

• Requests for personal leave will be evaluated based on a number of factors, including anticipated work load requirements and staffing considerations during the proposed period of absence.

• Subject to the terms, conditions, and limitations of the applicable plans, benefits will be provided by NJEDA until the end of the month in which the approved UNPAID personal leave begins. At that time, employees will become responsible for the full costs of these benefits, under COBRA, if they wish coverage to continue. When the employee returns from personal leave, benefits will again be provided by NJEDA according to the applicable plans.

• Benefit accruals, such as vacation, sick leave, or holiday benefits, will be suspended during the unpaid leave and will resume prorated upon return to active employment.

• When a personal leave ends, every reasonable effort will be made to return the employee to the same position, if it is available, or to a similar available position for which the employee is qualified. However, NJEDA cannot guarantee reinstatement in all cases.

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• If an employee fails to report to work promptly at the expiration of the approved leave period, NJEDA will assume the employee has resigned.

PROCEDURE

As soon as eligible employees become aware of the need for a personal leave of absence, they should request a leave from their supervisor, and meet with HR to review benefits, etc.

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Sick Leave Benefits


ELIGIBILITY

1. Regular full-time employees accrue sick leave benefits at the rate of 105 hours per year, which is equivalent to 15 days per year.

2. Regular part-time employees accrue sick leave benefits, prorated based on regularly scheduled hours.

GUIDELINES

• Sick leave during the initial year of employment will be prorated, based upon the date of hire and number of remaining months in the calendar year. If the calculation results in a balance that falls between half days, the balance will be rounded down to the nearest one half hour.

• Sick leave is paid at the employee’s base pay rate at the time of sick leave.

• Unused sick leave will carry over to the next year. Unused sick leave benefits may accumulate

• indefinitely, with no maximum on the number of days that may be carried over into subsequent years.

• Upon termination of employment there is no payment for earned but unused sick leave. In the event an employee has a negative balance at the time of separation, the negative balance will be deducted from the final paycheck.

• Sick leave will not accrue during any periods of unpaid status.

• Sick leaves in excess of three days should be discussed with Human Resources. Sick leave may interact with other laws and benefits, such as FMLA, FLA, NJPFL and disability, and should be coordinated through Human Resources.

• A supervisor, with the approval of Human Resources, may require a doctor’s note to support future absences for a specified period of time.

USAGE

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Sick leave may be used for:

• Employee’s illness or injury;

• Employee’s contact with or exposure to a contagious disease;

• Medical or dental appointments that cannot be scheduled during non-work hours;

• Bereavement leave for family member, as defined in Bereavement Leave Policy;

• Illness of a member of the employee’s immediate family;

• Paternity – employee who fathers or adopts a child may use up to 5 days of sick leave at the time of birth or adoption.

PROCEDURE

1. In the event you are unable to work due to illness or injury, you must notify your direct supervisor prior to the scheduled start of your workday. You must contact your supervisor on each additional day of absence.

2. If you are absent for five or more days you must provide Human Resources with a doctor’s note on your return to work, verifying your disability as well as the beginning and end dates.

3. Sick leave can be taken in minimum increments of one-half hour.

4. If you are on extended sick leave, you must apply for any other available compensation and benefits as required by law.

5. In the event you have utilized all available sick leave and require additional sick leave, you may utilize available vacation or administrative leave time. If no time off is available, you will not be paid.

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Vacation Benefits Policy


ELIGIBILITY

1. Vacation time is granted to regular full-time employees per the schedule below:

2. Regular part-time employees shall earn vacation, prorated based on regularly scheduled hours.

GUIDELINES

• Vacation leave during the initial year of employment will be prorated, based upon the date of hire and number of remaining months in the calendar year.

• Vacation time is paid at the employee’s base pay rate at the time of vacation.

• In the event that all available vacation time is not used by the end of the calendar year, employees may carry over unused time forward to the next calendar year, only up to the maximum accrual for the current year. All excess vacation time above and beyond the maximum accrual will be forfeited. The COO may approve the carryover of excess vacation time only in extraordinary circumstances.

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• Upon termination of employment or retirement, payment for earned but unused vacation leave will be made at the current rate of pay. In the event an employee has a negative balance at the time of separation, the negative balance will be deducted from the final paycheck.

• Vacation leave will not accrue during any periods of unpaid status.

PROCEDURE

• Vacation leave should be requested in advance and approved by the employee’s supervisor.

• Vacation schedules should be arranged in accordance with the operational needs of the department.

• Vacation leave can be taken in minimum increments of one-half hour.

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Administrative Leave Benefits Policy


ELIGIBILITY

1. Regular full-time employees accrue administrative leave benefits at the rate of 21 hours per year, which is equivalent to 3 days per year.

2. Regular part-time employees do not accrue administrative leave benefits.

GUIDELINES

• Administrative leave during the initial year of employment will be prorated, based upon the date of hire and number of remaining months in the calendar year. If the calculation results in a balance that falls between half days, the balance will be rounded down to the nearest half-day.

• Administrative leave is paid at the employee’s base pay rate at the time of administrative leave.

• Administrative leave does not carry over to the next year. Unused administrative leave benefits will be forfeited.

• Upon termination of employment there is no payment for earned but unused administrative leave. In the event an employee has a negative balance at the time of separation, the negative balance will be deducted from the final paycheck.

• Administrative leave will not accrue during any periods of unpaid status.

USAGE

Administrative leave may be used for:

• Employee’s personal business;

• Emergencies.

PROCEDURE

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1. Unless an emergency, administrative leave should be requested in advance and approved by the employee’s supervisor

2. Administrative leave can be taken in minimum increments of one-half hour.

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Witness Days


POLICY

NJEDA provides employees paid time off to appear in court for witness duty when subpoenaed to do so.

GUIDELINES

• Employees who have been subpoenaed or otherwise requested to testify as witnesses by NJEDA receive paid leave.

• Regular full-time employees will receive a maximum of two weeks of paid time off to appear in court as a witness at the request of the party other than the NJEDA and when summoned to appear for a proceeding to which the employee is not a named party. If additional time off is required, s/he may use vacation and/or administrative time off.

• If an employee is summoned to appear for a proceeding to which the employee or a family member is a named party, s/he may use vacation and/or administrative time off.

PROCEDURE

1. Employee notifies supervisor upon receipt of summons or other written witness request and provides Human Resources with a copy of the summons or request.

2. During paid witness duty, employee should report to work when excused from witness duty.

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Section XII – Work Schedule

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Flexible Work Arrangements


POLICY

The New Jersey Economic Development Authority provides flexible work arrangements such as Flextime, Telecommuting, and Compressed Work Weeks to eligible employees. The NJEDA supports flexible work arrangements to demonstrate our commitment to “being green,” to attract and retain talent, and to assist employees with work-life balance.

DEFINITIONS

Flextime – employees begin and end their workday at various times, with universal coverage for all employees over the core hours of 10am to 3pm (Examples – 7am to 3pm, or 10am to 6pm). Telecommuting – employees work from home or a different NJEDA location for one or more days a week. Compressed Work Week (CWW) - Compressed workweek schedules allow employees to work their allotted hours over fewer days.

GUIDELINES

1. Only employees with a performance rating of “Fully Achieves Expectations” or above are eligible to participate in Flexible Work Arrangements.

2. Participation in a Flexible Work Arrangement is voluntary with the approval of the supervisor. Approval is based upon the nature of the job as well as the business needs of the department and the EDA.

3. Flexible Work Arrangements may need to be adjusted to provide coverage during vacations or leaves in the department or to attend mandatory meetings/training.

4. Flexible Work Arrangements must not result in the payment of overtime or otherwise increase operating costs.

5. Flexible Work Arrangements may be discontinued at any time at a supervisor’s or employee’s discretion.

PROCEDURE

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1. Employee meets with supervisor to discuss a flexible work arrangement that works best for him/her and their team.

2. Employee and supervisor determine tasks, objectives, and timeframes for work.

3. Employee completes Workplace Flexibility Request form, submits form to supervisor for signature, and then forwards signed form to Human Resources.

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Office Hours & Work Schedule Policy


POLICY

EDA has established office hours for all locations that meet our customer needs. The standard workweek for full-time employees is 35 hours per week and the normal workday schedule is five days per week, seven hours a day plus an hour for lunch. Other schedules apply to part-time employees; each department is responsible for determining the appropriate schedules for these employees.

OFFICE HOURS

• NJEDA headquarters in Trenton is open for business from 8:30 am to 5:00 pm, Monday through Friday, excluding holidays.

• Satellite offices are open for business from 8:30 am to 4:30 pm.

• Employees have card access to the Trenton building between 6:30 am and 8:30 am and from 4:00 pm to 8:00 pm. No access card will be required to enter the building between 8:30 am and 4:00 pm and all employees must vacate the building no later than 8:00 pm.

• The security system will be active in Trenton between 8:00 pm and 6:30 am on business days and 24 hours on weekends and holidays. During these hours no employees are permitted into the building without prior approval from their supervisor and the CIO.

• The reception desk in Trenton will be staffed daily from 8:00 am to 5:30 pm.

WORK SCHEDULES

• Each department is expected to be staffed at a level sufficient to meet the department’s minimum level of operations.

• Full-time employees are entitled to one hour for lunch, to be taken between 11 am and 2 pm.

• Supervisors may schedule staff lunch hours to accommodate operating requirements.

• Staffing needs and operational demands may necessitate variations in hours.

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• On an individual basis, a deviation from the standard daily work schedule (Flexible Work Arrangements. is available. See Flexible Work Arrangements Policy for details.

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END

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