Policies and Procedures

Reference Book

JULY 2009

 
 

PREFACE
This Policies and Procedures Reference Book has been written for you
as an employee of SoBran, Inc. (“SoBran”). You should read,
understand and comply with all of the policies and procedures set forth in
this Reference Book.

This Reference Book describes many of your responsibilities as an

employee and sets forth existing SoBran policies and procedures that
affect you as an employee and which you must follow.

SoBran strives to provide the best possible services for its customers.
As an employee of SoBran, you are an important part of this effort, and
we hope your association with SoBran will be positive and personally
rewarding.

This Reference Book is not intended to and does not create, nor should it
or any of its contents be construed to constitute, a contract, either
expressed or implied, to commence or to continue employment with
SoBran for any time period or a contract for any other subject matter
between any person and the Company.

Employment with SoBran is employment at-will, and can be terminated

or otherwise ended by you, as an employee, the employee or employer
at any time, with or without cause, for any or no reason, and with or
without prior notice. Although other terms and conditions of employment
may change, this at-will employment relationship will remain in effect
throughout employment with SoBran unless it is specifically modified by
an express written employment agreement for a specified term executed
by an authorized representative of SoBran and its employee. The at-will
employment relationship may not be modified by any oral or implied
promises or agreements. No statement or promise by a manager,
director or other employee will constitute an agreement with an
employee and SoBran regarding employment, any conditions or benefits
relating to employment or any other subject matter.

No employee has a right to continued employment by virtue of anything

stated or implied in this Reference Book.
This Reference Book cannot anticipate every circumstance or question
about policy or procedures. Thus, SoBran may enhance, modify, revise,
supplement, add, rescind, or delete any information, policy, procedure, or
benefit described in this Reference Book at any time in its sole and SOBRAN VALUES
absolute discretion. You will be notified of any changes to such policies
and procedures.

The working conditions, policies, procedures, processes and benefits

Employees
described in this Reference Book are confidential to SoBran and may not
be distributed in any way nor discussed with anyone who is not an SoBran will treat every employee with
employee of the Company. dignity and respect, as well as provide
This Reference Book replaces and supersedes any and all prior SoBran the tools for their long-term success.
policies and procedures and any and all prior reference books,
handbooks or manuals that govern employment with SoBran and Customers
employee conduct. Accordingly, any information contained in any such
prior policy and procedures reference book, handbook or manual is no SoBran will always strive to give our
longer in effect, except as may be set forth in this reference book. In the
event of a contradiction between a policy and other information set forth customers more than expected.
in this Reference Book and the representation or statement of a
manager, supervisor, or other SoBran official, the terms of this Teamwork
Reference Book will govern. If you have any questions about any such
contradiction or any other matter addressed in this Reference Book, you SoBran is committed to constant
should contact SoBran’s Human Resource Director, Debbie Yount, who
can be reached at 937-426-0696, Ext. 102 or dyount@sobran-inc.com.
improvement through teamwork.

Flexibility of Thought
SoBran encourages all employees to
act as owners and contribute ideas
and solutions.

Health and Safety

SoBran will strive to continuously
provide a safe and injury-free
workplace.
  

Table of Contents

INTRODUCTION 1 

Equal Opportunity 1 

Discrimination and Harassment 2 

DISCRIMINATION & HARASSMENT PREVENTION 2 

SoBran Company Standards, Conduct and Ethics 4 

AMERICANS WITH DISABILITIES ACT (ADA) 4 
INFORMATION PRIVACY (HEALTH INSURANCE PORTABILITY AND
ACCOUNTABILITY ACT) 5 
EMPLOYMENT REFERENCE CHECK FROM THIRD PARTIES 6 
ACCOMMODATION OF RELIGION 6 
IMMIGRATION 6 
NEPOTISM 6 

Employee Standards, Conduct and Ethics 7 

WORKPLACE STANDARDS 7 
STANDARDS OF CONDUCT 8 
CONDUCT WHEN REPRESENTING SOBRAN 11 
CONFLICT OF INTEREST 11 
NON-DISCLOSURE OF SOBRAN BUSINESS & FINANCIAL INFORMATION 12 
PERSONNEL RECORDS 13 
ELECTRONIC RESOURCES 14 
WORK FOR HIRE/INTELLECTUAL PROPERTY 16 
PROCUREMENT INTEGRITY 17 
SAFEGUARDING CLASSIFIED INFORMATION 18 
TRUSTWORTHY INVESTIGATIONS 18 
SECURITY CLEARANCES 19 

EthicsPoint Reporting System 20 

EMPLOYMENT 21  Animal Care Employees Only - Code Red Alert 30 
RED ALERT CRITICAL (RAC) EMPLOYEES 30 
Background Checks 21  GETTING ONTO THE WORKSITE 31 
PRE-EMPLOYMENT BACKGROUND CHECKS 21  STAYING ON THE WORKSITE 31 
ANIMAL CARE DURING RED ALERT 31 
Drug Screen 22  FAILURE TO ARRIVE AT WORK 31 

Attendance/Absenteeism 22  COMPENSATION 33 

ATTENDANCE AND WORK HOURS 22 
ABSENCE FROM WORK NOTIFICATION 22 
Employment Classifications and the Fair Labor Standards Act
TARDINESS 23 
(FLSA) 33 
LEAVING WORK EARLY 23 
EXEMPT 33 
BREAKS 23 
NON-EXEMPT 33 
OVERTIME 33 
Communication 23 
Holiday and Weekend Premium Pay 34 
Complaint / Conflict Resolution 24 
Timecards and Payroll 34 
Employee Performance 25 
TIMECARD INSTRUCTIONS 35 
PAY PERIODS/PAY DATES 36 
Promotions and Transfers 25 
DIRECT DEPOSIT REQUIREMENTS 36 
Discipline 25 
BUSINESS EXPENSES 37 
TRAVEL 37 
Separation of Employment 26 
EMPLOYMENT AT WILL 26 
Other Business Expenses 38 
VOLUNTARY RESIGNATION OF EMPLOYMENT 26 
INVOLUNTARY SEPARATION OF EMPLOYMENT 27 
REDUCTION IN WORKFORCE 27  ON THE JOB 39 
EMPLOYMENT SEPARATION PROCEDURES 27 
JOB ABANDONMENT 28  Employee Safety 39 

Employment Reinstatement 28  Hazardous Spills 39 

Animal Care Employees Only - Inclement Weather 29  Work Related Accident/Illness 39 
REPORT TO WORK – “ESSENTIAL” EMPLOYEES 29 
REPORT TO WORK - “NON-ESSENTIAL” EMPLOYEES 29  Drug/Alcohol Use 40 
FAILURE TO ARRIVE AT WORK 29  CONTRACTUAL REQUIREMENTS 41 
GOVERNMENT CLOSURE 30  DRUG/ALCOHOL CONVICTIONS 42 
DISCIPLINARY ACTION 42 
 PRESCRIPTION OR OVER THE COUNTER MEDICATION AFFECTING JOB Annual Military Obligation for Active Reserve/Guard Duty
PERFORMANCE 42  Personnel 54 

Smoke-Free Environment 43  Subpoenaed Appearance for Legal Matter 54 

Firearms and Dangerous Weapons 43  Leave Without Pay (Personal Leave) 55 
EXEMPTIONS 44 

Personal Property 44  EMPLOYEE BENEFITS 57 

Eligibility for Benefits 57 

TIME OFF 45 
Wage Determination under the Service Contract Act 57 
Accrued Leave (Vacation/Comprehensive) 45 
Health, Welfare and Fringe Benefits 57 
Leave of Absence 45  MEDICAL/DENTAL/PRESCRIPTION AND VISION 58 
LEAVE OF ABSENCE BENEFITS 47  FLEXIBLE SPENDING ACCOUNTS 58 
RETURN FROM LEAVE 47  GROUP LIFE INSURANCE / ACCIDENTAL DEATH AND DISMEMBERMENT 58 
SHORT-TERM DISABILITY 58 
Family and Medical Leave Act (FMLA) 47  LONG-TERM DISABILITY 59 
FMLA ELIGIBILITY 48 
FMLA LEAVE CALCULATION FORMULA 48  Retirement / 401(k) Matching Program 59 
PAID AND UNPAID LEAVE UNDER FMLA 48 
REINSTATEMENT/RETURN TO WORK 49  Employee Referral Program 59 
INTERMITTENT AND REDUCED SCHEDULE LEAVE UNDER FMLA 49 
Tuition Reimbursement Program 59 
Work Related Accident/Illness-Time Away from Work 49 
Employee Assistance Program (EAP) 60 
Military Leave for Active Duty Personnel 50 
NOTIFICATION OF REQUIRED SERVICE 51  Computer Loan Program 61 
REINSTATEMENT OF EMPLOYMENT- RELEASE FROM ACTIVE DUTY 51 
MAXIMUM TIME PROTECTED UNDER USERRA 52  Legally Required Benefits 61 
RIGHTS FOR REINSTATEMENT TO POSITION 52  WORKERS’ COMPENSATION INSURANCE 61 
UNEMPLOYMENT COMPENSATION INSURANCE 62 
Bereavement Leave 52  SOCIAL SECURITY / MEDICARE INSURANCE 62 

Holiday 53 

Jury Duty 53 

 INTRODUCTION
EQUAL OPPORTUNITY
SoBran recognizes the importance of a policy of equal opportunity in all
decisions involving hiring and employment practices.

Accordingly, SoBran has the following policy regarding equal opportunity:

• Recruiting, hiring and promoting will be conducted for all job

classifications without regard to race, color, national origin,
religion, disability, veteran status, marital status, age, sex,
including pregnancy, or any other protected status, except where
such distinctions can be clearly related to legally permissible
considerations, such as a bona-fide occupational qualification
and/or job requirement.

• Reasonable accommodations will be provided for qualified

applicants and employees who have a disability in accordance to
the requirements of the Americans with Disabilities Act or other
applicable laws.

• Recruiting, hiring, and promotion decisions will be based solely

on the individual's qualifications and experiences relating to the
specific position being filled.

• All other personnel actions, including employment separation or

lay-offs, discipline, compensation, benefits, training, transfers,
SoBran sponsored recreation and social programs, etc., will be
made without regard to race, color, national origin, religion,
disability, veteran status, marital status, age, sex, including
pregnancy, or other protected status.

• Job openings will be posted in appropriate workplaces and the

company website so that SoBran employees are informed of
vacancies and have a reasonable opportunity to apply for them.

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DISCRIMINATION AND HARASSMENT may be dealt with in a timely manner. If any SoBran employee,
manager, or supervisor is on the receiving end of any incident of
discrimination or harassment, they should immediately report the
DISCRIMINATION & HARASSMENT PREVENTION incident.
SoBran recognizes the importance of following a policy of equal
opportunity in connection with hiring decisions and all employment There are several avenues for reporting an incident of discrimination or
practices, as well as maintaining a discrimination and harassment-free harassment depending on the nature of the incident and the persons
workplace environment. Accordingly, SoBran, its managers, supervisors, involved. The Company encourages employees who believe they are
and its employees will conduct all recruiting, hiring, promoting, discipline, currently or have been subjected to discrimination or harassment to
employment separation, and all other employment practices, without notify the offending party that his or her behavior is unwelcome. If for
regard to race, sex, pregnancy status, sexual orientation, religion, any reason employees do not want to confront the offender directly, or if
national origin, age, disability, marital status, veteran status, or any other this approach does not successfully end the discrimination or
protected status or activity, except as permitted by law. harassment, employees should promptly contact any of the following
individuals, at their discretion, to report the incident of discrimination or
SoBran also will not permit any employee, supervisor, or manager to harassment:
discriminate or harass another SoBran employee on the basis of race,
sex, pregnancy status, sexual orientation, religion, national origin, age, (1) to their immediate supervisor or manager;
disability, marital status, veteran status, or any other protected status or
activity. (2) to the next level of supervisor or manager above the
offending party; or
The purpose of this policy is to ensure not only equal opportunity in
employment with SoBran, but also to ensure that no SoBran employee is (3) to the Human Resource representative located at the
discriminated against or harassed in the workplace. worksite or who is associated with the applicable
contract or program.
With respect to sexual harassment, this type of harassment is defined as
unwelcomed sexual advances, requests for sexual favors, and other Further, employees may choose to report the incident directly to
verbal or physical conduct of a sexual nature when this conduct explicitly SoBran’s Human Resource Director, Debbie Yount, who can be reached
or implicitly affects an individual's employment, unreasonably interferes at 937-426-0696, Ext. 102. Any SoBran supervisor, manager, or Human
with an individual's work performance, or creates an intimidating, hostile, Resource representative who has knowledge of an incident of, or
or offensive work environment. With respect to pregnancy receives a report or complaint of discrimination or harassment must
discrimination, the Company will not discriminate against individuals on report it immediately to SoBran’s Human Resource Director.
the basis of pregnancy, child-birth, or a pregnancy-related medical
condition in connection with hiring, employment separation, or any other Investigation of Reported Incidents of Discrimination
employment practice, including the availability of health insurance, or Harassment
pregnancy and maternity leave, or fringe benefits. All reports of discrimination or harassment will be promptly investigated
by SoBran’s Human Resource department in an impartial manner. The
Reporting Incidents of Discrimination or Harassment investigation may include interviews with any person having relevant
SoBran cannot take prompt and appropriate corrective action if it is not information, including the complainant, the accused, and any witnesses.
made aware or it lacks knowledge of a situation involving discrimination Information concerning the complaint will be kept confidential (i.e., only
or harassment. Therefore, employees are encouraged to report all disclosed to those on a need-to-know basis) as much as possible
incidents of discrimination or harassment when they occur so that they consistent with conducting a thorough, impartial investigation.
2 3
Upon completion of the investigation, SoBran will take prompt and opportunity of employment, advancement in employment and otherwise
appropriate corrective action as necessary. Any employee found to have treat qualified individuals with disabilities without discrimination in all
engaged in discrimination or harassment will be subject to disciplinary employment related decisions and actions, consistent with applicable
action, up to and including separation of employment. law. The Company will make every effort to reasonably accommodate
qualified job applicants or employees who have a disability and can
SoBran will not condone retaliation against any employee who makes a perform the essential functions of their current position or for one in
complaint under this policy, or anyone who has assisted an employee which they are applying or their existing job position, in accordance with
making a complaint or provided information during an investigation under applicable law.
this policy, or who files a charge of discrimination or harassment with any
federal, state, or local administrative entity. Retaliation is a violation of
this policy and should be reported immediately to the appropriate SoBran INFORMATION PRIVACY (HEALTH INSURANCE PORTABILITY AND
personnel, as set forth above. Any SoBran employee found to have ACCOUNTABILITY ACT)
engaged in retaliation will be subject to appropriate disciplinary action, up In accordance with the Health Insurance Portability and Accountability
to and including separation of employment. Act (HIPAA) that governs an individual's right to privacy, the contents of
an employee’s personnel file or records will not be transmitted outside
Employees who have any questions about this policy should contact the
the Company without their required written release, except as otherwise
Human Resource representative at their worksite or who is associated
required by law. Accordingly, SoBran adopts the following practices:
with their contract or program. Employees may also contact SoBran’s
Human Resource Director, Debbie Yount, at 937-426-0696, Ext. 102. • Request only that information required for business or legal
purposes.

SOBRAN COMPANY STANDARDS, CONDUCT AND ETHICS • Obtain the employee’s written authorization before using health
information or sharing it with others outside of the plan, except
SoBran believes in creating the best possible work environment for all
as otherwise required by law.
employees. Every person, regardless of position, shares in the
responsibility for promoting a positive, safe, secure and ethical • Protect the confidentiality of all information in personnel records.
workplace. The Company has established employee and company
standards to promote the fulfillment of SoBran values and safe, secure, • Limit the availability of personnel information to those SoBran
and ethical behavior in the workplace. SoBran encourages all officials with a business "need-to-know."
employees to communicate their questions and concerns directly to their
supervisor or manager or to their Human Resource representative. • Refuse to release personnel information to outside sources
However, SoBran realizes that there may be times when employees are without the employee's written approval, except as otherwise
not comfortable with this process. Therefore, SoBran has established an required by law.
ethics reporting program to ensure that the Company values, code of
conduct, business standards and ethics are at their highest standard. • Require that each employee involved in maintaining personnel
records strictly adhere to these policies and practices.

AMERICANS WITH DISABILITIES ACT (ADA) Violation of SoBran’s policy regarding the privacy of employee
In accordance with the Americans with Disabilities Act, it is the policy of information will subject an employee to disciplinary action, up to and
SoBran not to discriminate against any qualified employee or applicant including separation of employment.
for employment because of a physical or mental disability, as such
conditions are defined by applicable law. SoBran will provide equal
4 5
EMPLOYMENT REFERENCE CHECK FROM THIRD PARTIES child, grandchild, spouse, brother, half-brother, sister, half-sister, brother
The SoBran Human Resource department is designated to respond to or sister-in-law, son or daughter-in-law, mother or father-in-law, uncle,
reference check inquiries from other employers or third parties regarding aunt, nephew, niece, cousin, step relative, or any member of the same
current, past, or prospective SoBran employees. All phone calls, e- household. The above prohibition includes not only situations where one
mails, written inquiries or other third party contact concerning current, person reports directly to another, but also those situations where one
past, or prospective SoBran employees must be referred to the Human person would be employed in a unit or department over which another
Resource department. Under no circumstances should any employee, person has authority or administrative responsibility. The Company has
manager, supervisor or SoBran representative other than Corporate sole discretion to determine if an improper nepotism situation would or
Human Resources reply to requests of information of any current, past, does exist, as well as the determination of how to address any such
or prospective employee. issue.

ACCOMMODATION OF RELIGION EMPLOYEE STANDARDS, CONDUCT AND ETHICS

SoBran respects and acknowledges religious diversity among its
Employees are required to comply with SoBran’s workplace and ethical
employees. Every reasonable effort will be made to accommodate an
rules, policies, procedures and performance standards. Failure to meet
employee’s religious observances, practices and beliefs. However,
performance standards or comply with SoBran’s workplace or ethical
SoBran reserves the right to refuse an employee’s request for a religious
rules, policies, procedures and/or with applicable regulations and local,
accommodation or to rescind a previously approved religious
state and federal laws can lead to disciplinary action, up to and including
accommodation if the Company reasonably determines in its sole
separation of employment.
discretion that the accommodation does or will impose an undue
hardship on SoBran, e.g., significant financial expense, disruption of
workplace, negative impact on other employees or upon contract WORKPLACE STANDARDS
performance, etc. Employees are required to adhere to rules, policies and performance
standards. Rules and regulations have been established for employees’
safety and welfare. SoBran seeks each employee’s help in identifying
IMMIGRATION
problems and improving performance. Failure to meet performance
SoBran may need scientific or technical skills on occasion that are not
standards or observe rules, regulations and local, state and federal laws
possessed by available U.S. citizens who are current SoBran employees
can lead to disciplinary action, up to and including separation of
or qualified job applicants. When SoBran obtains the required skills
employment.
through employment of a non-citizen, the Company may choose to
provide, at its sole discretion, assistance to the non-citizen applicant or SoBran expects employees to maintain a working environment that
employee in obtaining residency, work permits or other encourages mutual respect, promotes civil and congenial relationships
documentation/approvals as required by the U.S. Government or by a among employees and is free from all forms of harassment and violence.
SoBran customer. Employees are expected to conduct themselves in an appropriate
manner as judged by a reasonable person. All employees have the right
NEPOTISM to conduct their work without disorderly or undue interference from other
employees. SoBran prohibits employees from violating this right of co-
While SoBran will consider members of the same family for employment,
workers.
no person should be hired or transferred into a division, department or
operating unit which establishes a supervisory/employee relationship SoBran encourages a congenial work environment of respect and
between two individuals who are related as follows: parent, grandparent, professionalism. Therefore, SoBran prohibits employees from
6 7
intentionally and/or recklessly harming or threatening to harm other • Bringing a weapon, or threatening to bring a weapon to the
employees, customers, vendors, visitors or property belonging to any of worksite.
these parties.
• Any act that constitutes retaliation against any SoBran employee
All statements made regarding any of the above actions will be treated or any other individual, in response to exercising any right, duty,
as threats of harassment, regardless of the intent of the person making or obligation set forth in this Reference Book or any act or claim of
the statement. Therefore, employees are advised not to make any such harassment or discrimination in any form.
statements, even in a joking manner.
• Committing any act, whether on or off SoBran’s premises, that
threatens or is potentially threatening or embarrassing to the
STANDARDS OF CONDUCT reputation of SoBran, or of any of its employees, customers or
SoBran expects all employees to maintain certain standards of conduct. vendors.
SoBran expects all of its employees to act in a professional, courteous,
competent, and diligent manner in the performance of their job and in • A violation of law.
their representation of SoBran as their employer.
• Disorderly conduct such as fighting, verbal altercations,
Violation of the standards of conduct will subject the employee to horseplay, gambling or carrying weapons on the Company or
disciplinary action, up to and including separation of employment. customer premises.

NOTE: In the context of this Reference Book, premises includes • Unprofessional, inappropriate or belligerent behavior toward other
all locations, buildings, parking areas, grounds and other facilities employees, customers, management or third parties.
leased, owned, operated, controlled or otherwise in the custodial
care of SoBran, its employees or any person acting as SoBran’s • Falsifying official SoBran or customer records such as
agent, plus all worksites or other locations to which employees are employment applications, timecards, job records, and reports.
assigned or sent to in the course of the performance of their duties
• Failure to report to the appropriate manager any significant errors,
for SoBran; a manager is any individual assigned or authorized by
mistakes, damage or actions that could negatively affect the
the Company to direct the workplace activities of a SoBran
employee’s work assignment or SoBran’s business.
employee, or who otherwise holds a supervisory, management, or a
superior position within the company.
• Failure, interference with or refusal to follow a manager’s
The following is a non-exhaustive list of examples of improper conduct instructions, to perform assigned work or other insubordinate
relating to job performance and status as an employee that will subject behavior.
an employee to discipline, up to and including separation of employment:
• Failure to report knowledge of a crime to proper authorities.
• All forms of harassment or discrimination, whether in or out of the Misuse, destruction, damage or theft of SoBran property or the
workplace or on or off of the Company’s premises, against a property of others including, but not limited to: computer
SoBran employee or other individual. hardware, software, equipment and telephone communications.

• Intentional and/or reckless acts including causing physical harm • Failure to notify the Human Resources representative of a felony
to others, verbally abusing, shouting or using foul language conviction or, if driving is an essential job duty, loss of legal
toward others, using intimidation tactics or making threats. driving privileges.

8 9
• Failure to properly keep or use timecards, or otherwise properly • Any other similar serious conduct by any employee, as
account for an employee’s workplace time. determined at the sole discretion of the Company.
SoBran further specifically reserves the right to take disciplinary
• Possessing, selling, buying, using or being under the influence of action, up to and including separation of employment, against any
alcohol or controlled substances while on SoBran or customer employee for any act, statement, or omission that may, in the
premises. Company’s sole discretion, cause embarrassment, loss of
opportunity, or that is otherwise detrimental or prejudicial to
• Off-the-job illegal drug activity or alcohol abuse that could have an
SoBran, its business, or its relationships with the public, SoBran’s
adverse effect on an employee’s job performance or that could
existing or potential customers, or any other relevant individual or
jeopardize the safety of other employees, the public, SoBran’s
entity.
equipment or SoBran’s relations with the public.

• Failure to perform work assignments according to acceptable CONDUCT WHEN REPRESENTING SOBRAN
levels of performance. At times, employees may represent SoBran before existing or potential
customers or contracting parties, or other individuals or entities. In such
• Failure to use appropriate and/or required workplace clothing or
cases, SoBran employees must represent themselves and the Company,
equipment designed for the safety of the employee.
in a professional, courteous, competent, and diligent manner at all times.
• Unauthorized absences, frequent tardiness, or repeated failure to In addition, the same conduct is expected of each SoBran employee
meet schedules. while attending any SoBran sponsored or participating events, as well as
SoBran business-related or other activities where an employee’s conduct
• Engaging in unauthorized employment with another entity while will reflect upon the Company.
on paid benefits relating to illness, disability, or workplace injury or
while on any form of unpaid leave from SoBran.
CONFLICT OF INTEREST
• Failure at any time to successfully maintain the pre-employment At the sole discretion of SoBran, no employee may enter into or be in an
security investigation and/or government security clearance while actual or an apparent conflict of interest while employed with the
employed by SoBran. Company. An employee shall be considered to have an actual or
apparent conflict of interest in circumstances such as: (a) the employee
• Failure to follow established security procedures. has an existing or potential financial or other interest which impairs or
appears to impair the ability to exercise independent and unbiased
• Inhumane, abusive or inappropriate treatment of animals. judgment in the discharge of job performance and/or responsibilities and
duties to SoBran; or (b) such employee is aware that a family member, or
• Unauthorized removal of animals from work areas. any organization in which such employee (or family member) is an
officer, director, employee, member, partner, trustee or controlling
• Sleeping on the job or abandoning any scheduled work shift.
stockholder, has an existing or potential financial or other interest which
• Unauthorized release of information regarding employees or impairs or appears to impair the employee’s ability to exercise
former employees. independent judgment in the discharge of job performance and/or
responsibilities and duties to the Company; or (c) the employee may
• Improper or illegal release of SoBran or customer confidential or receive a financial or other material benefit through inappropriate use of
proprietary information. knowledge or information that is confidential or proprietary, whether or
not so marked, to SoBran or its customers. There may be other
10 11
circumstances that will give rise to an actual or apparent conflict of and/or client needs or requirements, and leads and referrals to
interest that may require action on the part of SoBran. prospective customers and/or clients; (d) the identity of employees,
independent contractors, or consultants of the Company, their salaries,
Employees who are uncertain whether a conflict of interest exists or qualifications, and abilities, as well as the identity of the manufacturer for
appears to exist must request a determination from their manager. If the SoBran and/or dealer contacts and representatives; (e) past, present, or
manager determines that there is a reasonable possibility that a conflict future business and/or marketing processes, plans, strategies, or
of interest exists, the appropriate director or Corporate Human information regarding SoBran customers and/or clients or of the
Resources must be informed. In some cases, it may be necessary for Company; and (f) any information regarding any SoBran Trade Secret,
SoBran to seek other counsel for a final determination. SoBran will copyright, patent, trademark, proprietary or confidential item or data, or
advise the employee whether or not a conflict of interest exists. If such a other intellectual property right.
conflict of interest is determined to exist, the Company will take action
that it determines, in its sole discretion, to be appropriate under the The term “Trade Secret” as used in this reference book shall mean any
circumstances, which may include disciplinary action, up to and including scientific or technical data, information, design, process, procedure,
separation of employment. formula or improvement that is commercially valuable to the Company
and not generally known in the industry. The non-disclosure policy set
forth in this Reference Book shall apply whether or not the information in
NON-DISCLOSURE OF SOBRAN BUSINESS & FINANCIAL question is marked or identified (either in writing or orally) as
INFORMATION “Proprietary”, “Confidential”, “Trade Secret” or any other similar notation
The removal, use, copy, reproduction, distribution, release, copying or restriction. The content and nature of the information in question will
and/or dissemination of SoBran, customer, or third party business and determine whether the information is “business and financial” information
financial information to the media or any third party is controlled by covered by this non-disclosure policy. However, to the extent there is a
customer requirement and SoBran policy. No employee is permitted to reasonable issue or question as to whether information in question is
remove, use, copy, reproduce, distribute, release or otherwise subject to this non-disclosure policy, all such issues and/or questions
disseminate SoBran business or financial information, or that of a shall be resolved in favor of SoBran and against the use, release,
customer, or third party in the possession of SoBran, without prior distribution, copying, reproduction and/or dissemination of such
SoBran approval. information.

The term “business and financial information” shall include, but not be If contacted for such information, employees must refer the inquiring
limited to; (a) information relating to costs, pricing, profits, sales, markets, party to the SoBran corporate office in Fairfax, Virginia. This prohibition
mailing lists, strategies, and plans for future business, new business applies both during and after employment with the Company.
development, manufacturer and dealer agreements and terms, and
SoBran proposals, projects, contracts, work in progress, products
developed (or under development), or services provided by the PERSONNEL RECORDS
Company; (b) methods, strategies, procedures, processes, devices, It is important that personnel records are up-to-date, complete and
programs, computer models, software programs, research projects, and accurate. It is each employee’s responsibility to notify the Human
other means used by SoBran in the conduct of its business; (c) the Resource department immediately and/or to complete proper forms
identity of past, present, future, or prospective customers of the regarding any personal changes that may affect the employee’s payroll
Company and/or clients, their names and addresses, the names of records, benefits, mailings and notifications, or other personnel-related
representatives of such customers and/or clients responsible for matters. Changes may include, but are not limited to: birth of a child,
awarding, executing, and/or entering contracts with SoBran, the amounts marriage, and new address or phone number. All employee records will
paid by such customers and/or clients to SoBran, specific customer be maintained in SoBran’s corporate office.

12 13
ELECTRONIC RESOURCES Internet Usage
SoBran provides access to certain electronic resources in order to assist Internet access may be provided to assist employees in obtaining work-
employees in the performance of their job duties and responsibilities. related data and technology or to perform their jobs. While Internet
Electronic resources include all computer-related equipment, computer usage is intended for job-related activities, incidental and occasional brief
systems, software/network applications, interconnecting networks, personal use is permitted within reasonable limits.
facsimile machines, e-mail, voice mail and other telecommunications
All Internet access, data or communications that are composed,
facilities owned, managed, utilized or operated by a customer, the
transmitted, accessed or received via SoBran (or customer or relevant
Company or other third party. All electronic resources are the property of
third party) computers, communications systems or other electronic
SoBran, or are used pursuant to a license granted to the Company, and
resources are considered to be part of the official records of the
are to be used by the employee only in connection with any employee’s
Company. As such, SoBran can monitor such communications at its
duties as an employee of SoBran and in accordance with this policy.
discretion, without notice to the employee(s) and may disclose such
The Company has the right to monitor, restrict and/or terminate an
communications to law enforcement or other third parties.
employee’s access to and use of such electronic resources at any time
Consequently, employees should always ensure that the business
for any reason.
information contained in Internet e-mail messages and other
Individuals are strictly prohibited from using SoBran or customer transmissions is accurate, appropriate, ethical and lawful, as well as
electronic resources to: compliant with SoBran’s policies set forth in this Reference Book.

• Damage, impair, disrupt or in any way cause purposeful or Further, all such Internet access, data or communications that are
reckless damage to networks or computers or external networks composed, transmitted, accessed or received via SoBran (or customer or
or computers. relevant third party) computers, communications systems or other
electronic resources must not contain content that could be considered
• Gain unauthorized access to and/or to reproduce or use the discriminatory, offensive, obscene, embarrassing, threatening,
resources or information of SoBran, customer, or other third harassing, intimidating or disruptive to any employee or other person in
party. the workplace. Examples of unacceptable content may include, but are
not limited to, sexual comments or images, racial slurs, gender-specific
• Interfere with or cause impairment to the activities of other comments or any other comments or images that may reasonably offend
individuals, SoBran, customer, or other third party. someone on the basis of race, age, sex, religious or political beliefs,
national origin, disability, sexual orientation or any other characteristic
• Harass or make threats to specific individuals, or a class of protected by law.
individuals, SoBran, customer or other third party.
A violation of the Company’s electronic resources policy will be reviewed
• Pursue unauthorized or impermissible commercial or other on a case-by-case basis and may result in disciplinary action, up to and
activity. including separation of employment. The following behaviors are
examples of actions and activities that are prohibited and may result in
• Violate city, state, federal or international laws, rules, regulations,
disciplinary action:
rulings or orders or to otherwise violate any rules or policies of
the Company. • Sending or posting discriminatory, harassing or threatening
messages or images.

14 15
 • Using time and resources of SoBran for personal gain or Employees shall not: (a) have any right, title or interest (including any
motives, financial or otherwise. copyright, trademark, trade secret, patent, or other legal, possessor or
property right) to such Works; (b) use such Works for their own benefit or
• Excessive personal and non-business use of Internet. allow to be used by a third party; or (c) copy, reproduce, release,
provide, disseminate, or otherwise distribute such Works to a third party,
• Stealing, using or disclosing someone else’s code or password without the express written consent of the Company.
without authorization.
Employees must promptly and fully disclose to their manager any such
• Sending or posting messages that could damage the image or Works. All applications or requests for patents, trademarks, copyrights
reputation of SoBran. or other legal protection for such Works shall be made in SoBran’s name
only, unless otherwise agreed in writing.
• Participating in the viewing or exchange of pornography or
obscene material. Employees shall assist in executing all documents and actions
necessary to obtain patents or other legal protection on all Works
• Sending or posting messages that defame or slander other
deemed patentable or subject to trademark, copyright or other such
individuals.
protection.
• Sending or posting chain letters, solicitations or advertisements
not related to the Company’s business purposes or activities. PROCUREMENT INTEGRITY
The Federal Procurement Policy Act prohibits the certain activities by
• Using the Internet for political causes or activities, religious
federal government procurement officials and contractor employees,
activities or gambling.
such as:
• Sending anonymous e-mail messages.
• Soliciting or discussing post-government employment.
• Engaging in any illegal activities.
• Offering or accepting a bribe or gratuity.

WORK FOR HIRE/INTELLECTUAL PROPERTY • Soliciting or disclosing proprietary or source selection

information.
Any product, process, idea, discovery, invention, improvement, design,
technology, data, device, computer model, software program, research,
• Solicitation of information related to procurements and other
list, strategy, plan, or any other item or information that has monetary or
contractor information protected under 18 U.S.C. 1905.
business value to the Company (collectively referred to as “Works”) that
is authored, created, developed, or conceived, in whole or in part, by an • Use of nonpublic information to further an employee’s private
employee of SoBran while: (a) working on a contract, project, research interest or that of a third party and engaging in a financial
and development activity, or other work for or on behalf of the Company; transaction using nonpublic information.
(b) using SoBran owned, leased, controlled or operated property,
electronic resources, equipment or facilities; (c) on SoBran time; or (d) on These restrictions apply to all procurements, pre-contract procurement
or at the Company offices, property or premises or customer worksites, activities, awarded contracts and contract modifications. The proposal
shall be solely owned by SoBran, unless otherwise agreed in writing by manager or designee is required to certify compliance with the above
SoBran and the employee. restrictions. It is the policy of SoBran to maintain integrity in all aspects
of contracting including the procedures for proposing services and

16 17
materials to the Federal government and in purchasing services and Employees who fail to obtain a Trustworthy Investigation required for
materials from subcontractors. All SoBran employees involved in their job position will be terminated from employment with SoBran.
proposal, contracting and/or purchasing activities, as well as managers Further, some job positions may require that a prospective employee to
of these activities, must comply with the applicable Federal Procurement satisfy or obtain a Trustworthy Investigation, which will be a condition of
Policy as summarized above, or as otherwise applicable. obtaining new employment with the Company.

SoBran’s Contracts department will monitor employee activities to ensure Employees who are required to undergo a Trustworthy Investigation are
compliance with Federal Procurement Policy. required to:

• Provide and submit any personal information, including financial

SAFEGUARDING CLASSIFIED INFORMATION data, to the government in a timely manner.
SoBran employees each have a responsibility to safeguard all U.S.
government and all other related classified documents. • Protect or safeguard sensitive unclassified information as
governed by applicable regulations and laws.
Employees must abide by the regulations governing the safeguarding of
classified information. The SoBran security officer is available to assist • Comply with any restrictions or regulations regarding access to
employees with any security matters or questions associated with a government installations or network systems.
specific classified effort. Employees must notify the SoBran security
officer of any classified visit/meeting requests at least three business • Undergo training sessions as required by the government.
days prior to the date of the visit/meeting.

The regulations governing the safeguarding are provided from the SECURITY CLEARANCES
government and contained in the National Industrial Security Program Employees supporting classified contracts are required to obtain and
Operating Manual (NISPOM). maintain a Government Security Clearance. The Government, not
SoBran, will complete the background investigation, which includes
In the event that a SoBran employee who has a security clearance is checking personal and financial information. In addition to obtaining and
resigns or separates employment with SoBran, the individual must maintaining a government clearance, some positions may require an
contact the SoBran security officer for a separation of employment agency background investigation which must be satisfied or otherwise
debriefing, which shall take place prior to such employment separation obtained as a condition of either new or continued employment with the
date. All employees are responsible for all classified documents under Company. Employees who fail to obtain or maintain a security clearance
their control, whether electronic or hard copy. These documents must be required for their job position will be separated from employment with
accounted for during the exit debriefing. SoBran.

Once an employee is granted a security clearance, that employee is

TRUSTWORTHY INVESTIGATIONS required to:
Employees supporting federal government contracts may be required to
undergo a Trustworthy Investigation. The government, not SoBran, will • Protect or safeguard classified information as governed by
complete the investigation. A Trustworthy Investigation is needed to applicable regulations and laws.
access government facilities/installations or agency computer network
• Protect or safeguard sensitive unclassified information as
systems.
governed by applicable regulations and laws.

18 19
 • Comply with reporting requirements, including self-reporting.

• Undergo and complete all training sessions (initial and annual).

EMPLOYMENT
• Continue to meet federal government or agency requirements
relating to such security clearance. BACKGROUND CHECKS
Prior to separation of employment from SoBran, each cleared employee
is required to contact the SoBran security officer to complete their PRE-EMPLOYMENT BACKGROUND CHECKS
debriefing. The security officer is available to assist with any security SoBran conducts background checks on job candidates who are
matters or questions associated with a specific classified contract. considered for employment, including any individual who seeks to be
rehired by SoBran. Additionally, if a current SoBran employee applies
for, or seeks to be transferred into another job position with the
ETHICSPOINT REPORTING SYSTEM Company, SoBran reserves the right to conduct any background checks
EthicsPoint is a comprehensive reporting tool to assist management it deems necessary for the employee seeking the new position.
and employees to work together to address fraud, abuse, and
SoBran may also use a third party to conduct such background checks.
misconduct in the workplace. The SoBran ethics reporting program uses
The type of information that can be collected includes, but is not limited
a telephone and internet-based reporting system which is managed by
to: a criminal background check, education, employment history, credit,
EthicsPoint. Employees at all level levels of the organization can report
and professional and personal references. This process is conducted to
situations, events or actions by individuals or groups that they believe
verify the accuracy of the information provided by the candidate and to
have a negative impact on SoBran or are detrimental to morale,
determine their suitability for employment. A background check is
productivity or personal safety. Reports are confidential
required for any individual who seeks to be rehired by SoBran.
To communicate an ethics or business conduct concern, use one of the
SoBran will ensure that all background checks are held in compliance
following methods:
with applicable federal and state statutes, such as the Fair Credit
• Log on to EthicsPoint website at www.ethicspoint.com Reporting Act.

Also, information from criminal background screens will not be used as a

• Log on to SoBran website at www.sobran-inc.com , choose the
basis for denying employment unless the information is determined to be
‘Ethics and Business Conduct Program in the News &
job-related.
Publication section for a link to EthicsPoint
SoBran reserves the right to make any determination or take any action
• Call 1-888-247-3193, available 24/7 for operator assistance for
in the interests of the Company regarding the relevance, importance, and
reporting.
use of any information arising out of the background check in any
Once a report has been submitted, the employee can return to the employment decision.
EthicsPoint system after seven business days for follow-up questions
SoBran may require third parties, including independent contractors or
and/or review resolutions or responses to their claim. All new employees
subcontractors, who perform work at SoBran facilities, offices, or
receive EthicsPoint information as part of their new hire processing. All
worksites, or that do so on behalf or at the direction of the Company to
questions regarding SoBran’s Ethics Program or the EthicsPoint
be in compliance with this policy.
reporting process should be directed to Corporate Human Resources.

20 21
DRUG SCREEN require the employee to provide written verification in support of the
leave request. (See Time Away from Work, page 45.) Employees should
SoBran conducts a pre-employment drug screen (negative results in all contact SoBran’s Human Resource Department if they have any
categories) on job candidates who are considered for employment, questions.
including any individual who seeks to be rehired by SoBran. In addition
to pre-employment drug screen testing, specific contracts require random Failure to follow the proper notification and Leave of Absence Request
drug screens be performed on current employees. Employees may also procedure or absenteeism other than as set forth in this Reference Book
be required to submit to a drug screen if involved in a work related (e.g., vacation, sick, or other approved leave) will subject the employee
accident or injury. Employees are required to pass all drug screens with to disciplinary action, up to and including separation of employment
negative results. An employee who receives a “negative dilute” result will
be given 24 hours to re-test. Any employee receiving a positive result or
TARDINESS
a second negative dilute will be separated from employment; however,
Tardiness is defined as reporting or returning to work at a time that is
SoBran reserves the right to take alternative action based upon
later than the time scheduled, requested or expected by SoBran.
appropriate extenuating circumstances.
Tardiness is not permitted. An employee will be subject to disciplinary
action for tardiness, up to and including separation of employment for
ATTENDANCE/ABSENTEEISM repeated instances of tardiness.

ATTENDANCE AND WORK HOURS LEAVING WORK EARLY

Scheduled work hours are determined by each employee’s manager and Employees must have permission from their manager to leave work
are based on the needs of the Company and the specific work to be before the end of their scheduled work hours. While SoBran may grant
performed by the employee. All employees are expected to maintain an exception, at its sole discretion, for a reasonable extenuating
regular attendance and arrive at work on time, unless otherwise properly circumstance, leaving work early without permission will be cause for
excused in accordance with policies set forth in this Reference Book. disciplinary action, up to and including separation of employment.

ABSENCE FROM WORK NOTIFICATION BREAKS

When unable to report to work as scheduled (or reporting late), If breaks are provided, promptness in returning from breaks/meals is
employees must notify their manager or another designated person as expected. While SoBran may grant an exception, at its sole discretion
soon as possible, which should be prior to the start of the workday if at for a reasonable extenuating circumstance, an employee’s failure to
all possible under the circumstances. For each subsequent day of return to the work area or take an unscheduled break without notifying
absence (or reporting late) to work, the same notification procedure must their manager will subject the employee to disciplinary action, up to and
be followed unless the manager or other designated person expressly including separation of employment.
waives this requirement (which the employee should confirm in writing).

For scheduled and/or unscheduled time off from work (i.e. three COMMUNICATION
consecutive working days or longer) other than approved
Employees with questions or concerns regarding policies and
vacation/comprehensive or other paid leave, employees must complete
procedures, benefits, etc., should contact SoBran’s
and submit an Employee Leave of Absence Request Form to their
Human Resource Department at 937-4246-0696 or
manager for consideration. SoBran has sole discretion to approve or
humanresources@sobran-inc.com.
disapprove any such leave of absence request. The Company may
22 23
COMPLAINT / CONFLICT RESOLUTION EMPLOYEE PERFORMANCE
SoBran is committed to providing a safe and healthy workplace for all All SoBran employees are expected to do their best in order to fulfill the
employees and in enforcing the rights and responsibilities of its requirements of their job. Managers will assist employees in
employees. SoBran’s policy is to provide a quick, effective, fair and accomplishing the requirements of their job.
consistent method for employees seeking resolution to a concern or
problem. Retaliation against anyone filing a complaint in good faith is a Most SoBran employees will receive a performance appraisal on an
violation of SoBran policy, as is the bad faith filing of a complaint, either annual basis. However, the evaluation of job performance is a
of which will subject an employee to disciplinary action, up to and continuous process. Managers should attempt, as reasonably possible
including separation of employment. under given circumstances, to communicate any deficiencies in job
performance to the employee on an ongoing basis, in order to provide
Misunderstanding, conflicts or disputes sometimes arise in the direction and aid in the development of expectations.
workplace. If appropriate, discussing the matter with the individual(s)
involved may resolve the problem. Such matters should always be
resolved as soon as possible before more serious problems develop. PROMOTIONS AND TRANSFERS
Should a situation persist or one in which an employee believes is
SoBran strives to create opportunities for advancement within the
detrimental to themselves or the Company or believes certain terms or
Company. Employees should discuss individual goals and opportunities
work conditions or other treatment are unjust, inequitable, a hindrance to
with their manager as a means of seeking advancement.
effective operation, unsafe or creates a problem, the employees should;
In accordance with SoBran’s Equal Employment Opportunity policy,
1. Promptly discuss the condition or treatment in private with their
SoBran job openings are posted on the Company website. Openings will
immediate supervisor. If the employee believes that it would be
be filled by candidates who offer the best advantages to the Company in
inappropriate to discuss the matter with their immediate
terms of individual qualifications for the available position. The employee
supervisor, the employee should proceed directly to step 2.
bears the responsibility to identify and pursue any such posted
2. If the problem is not resolved after discussion with the supervisor opportunities for job advancement with the Company.
or if the employee believes a discussion with the supervisor is
inappropriate, the employee should request a meeting with the
next level of supervision, e.g., department director, or with the
DISCIPLINE
Human Resource manager or Human Resource director. The primary purpose of discipline is to achieve corrective action of an
unsatisfactory condition rather than to serve as a punishment. If
If necessary, an investigation by the respective manager and/or the employees fail to follow rules, policies or regulations governing SoBran’s
Human Resource manager or director will follow, reviewing and projects and work, their job performance or other matters relating to their
considering the facts of the complaint. At the conclusion of the employment, disciplinary action may occur. Discipline is typically, but not
investigation, the department manager or representative of Human always, administered in progressively greater degrees of severity for
Resources will respond to the complainant with the findings, offenses or violations of work rules, safety rules, work standards,
determinations and/or corrective actions SoBran deems necessary. If a attendance, tardiness, codes of conduct, SoBran’s policies set forth in
violation of policy or procedure by an employee has occurred, corrective this Reference Book, etc. until corrective action is achieved. If the
and/or disciplinary action will be taken accordingly. necessary corrective action is not achieved, an employee may be
terminated from employment. Separation of employment is the final step
in a progressive disciplinary process.
24 25
However, SoBran reserves the right to terminate employment without a employee is involved in a project or activity that would be substantially
sequence of progressive disciplinary steps if determined to be jeopardized or delayed due to the unexpected end of employment
appropriate and/or necessary under the relevant circumstances. Some through a voluntary resignation.
examples of such incidents include, but are not limited to: theft or willful
destruction of SoBran, employee, or customer property, falsification of a
job application or other personnel records, or violations of SoBran’s INVOLUNTARY SEPARATION OF EMPLOYMENT
Standards of Conduct. The Company reserves the right to advance the SoBran sincerely wishes to avoid the necessity of an involuntary
disciplinary process at any time based on the seriousness of the offense separation of employment, either with or without cause. However,
and retains the sole discretion to discipline or terminate any employee if SoBran expressly reserves the right to take such action if it is determined
SoBran determines such action is in the best interest of the Company. to be in the best interest of the Company.

SEPARATION OF EMPLOYMENT REDUCTION IN WORKFORCE

If it becomes necessary or SoBran determines at any time that it should
cease operations of a specific contract, work function, or business unit,
EMPLOYMENT AT WILL segment or department, it may be necessary to terminate employees or
As stated in the Preface of this Reference Book, employment with to eliminate positions. The Company reserves the right to reassign
SoBran is employment at-will, and can be terminated by the Company or duties or to reassign an affected employee to a different position with an
the employee at any time, with or without cause, for any or no reason, appropriate adjustment in compensation, at the discretion of SoBran in
and with or without prior notice, unless otherwise agreed by SoBran and lieu of employment termination.
the employee in a separate, written employment agreement. The
Company does not guarantee or promise employment for any specified SoBran will consider job performance, job level and seniority when
length of time, unless otherwise agreed by SoBran and the employee in determining the order in which a reduction in the workforce is
a separate, written employment agreement. accomplished. The Company reserves the right to retain those
employees with the best job performance record rather than those with
An employee may be terminated either on an individual basis or as part the most seniority.
of a reduction in force as determined by SoBran management. In the
case of elimination of a position due to loss of a contract or reduction in
contract staff, employment may be terminated due to lack of work or for EMPLOYMENT SEPARATION PROCEDURES
other reasons. Where possible, in the case of a reduction in force, a loss On an employee’s last day of employment, the employee must report to
of contract, or reduction in contract staffing, that is based upon or contact the Human Resource department for out-processing. A
notification or action by a customer, the Company will generally provide review of the conditions related to the employment separation,
the employee with two weeks advanced, written notice of employment information about benefits continuation rights, any update of contact data
separation, or two weeks separation of employment pay, at the sole (address/telephone) and the return of SoBran-assigned materials and/or
discretion of the Company. equipment will be included in this process.

NOTE: In the event a SoBran employee working under a security

VOLUNTARY RESIGNATION OF EMPLOYMENT clearance is terminated or resigns employment with SoBran, the
Employees are requested to provide at least two weeks written notice to individual must contact the security officer of SoBran for an exit
their manager, with a copy to SoBran’s Human Resource department, for debriefing. Each employee is responsible for all classified
a voluntary resignation. More advanced notice is expected if the documents under their control, whether electronic or hard copy.
These documents must be accounted for during the exit debriefing.
26 27
The last regularly scheduled work day an employee actually performs ANIMAL CARE EMPLOYEES ONLY - INCLEMENT
work for SoBran is considered the last day of employment. Vacation,
accrued leave or holidays may not be taken for the purpose of extending WEATHER
the term of employment. Upon the effective date of any separation of These policies supplement, but do not replace, any other policy set forth
employment, any remaining accrued vacation/comprehensive leave will in this Reference Book relating to employees reporting to work or
be added to the final payroll check. If employment separation occurs in providing notice regarding absence from or late arrival at work.
the middle of a pay period, the employee must still complete a final time
card in order to receive the final payroll check. The term “inclement weather” includes snow, hurricanes, tornadoes or
any other type of weather-related concern that could result in federal
Employees are required to turn in any and all company or customer government, school or local business closures or travel delays in the
property at their final out-processing. To ensure processing of the final area of an applicable SoBran work site.
payroll check in a timely manner, the employee must complete this out-
processing with the Human Resource department. The final payroll
check will be directly deposited to the employee’s account at the end of REPORT TO WORK – “ESSENTIAL” EMPLOYEES
the payroll period, or otherwise provided in the manner the employee Some personnel working for SoBran are designated as “essential,” with
regularly receives the payroll check. respect to reporting to work during inclement weather. Any SoBran
employee who is considered “essential” will be so notified. All essential
personnel are expected to be at work as normal during inclement
JOB ABANDONMENT weather. The Company has sole discretion as to which employees will
Employees who fail to report to work or fail to return to work at the be deemed “essential” for this purpose.
conclusion of a permitted period away from work (e.g., vacation, sick
leave, excused absence, leave of absence, etc.) and fail to notify and
obtain approval from their supervisor for the absence from work in REPORT TO WORK - “NON-ESSENTIAL” EMPLOYEES
accordance with SoBran policy will be considered to have abandoned Unless specifically designated as an “essential” employee, all other
their job. In such case, the employee will be separated from employment SoBran employees are designated as “non-essential,” with respect to
with SoBran. The separation date of employment will be the last day the reporting to work during inclement weather
employee actually performed work for SoBran

FAILURE TO ARRIVE AT WORK

EMPLOYMENT REINSTATEMENT As a key member of the animal care team, it is expected that each
employee make every attempt to arrive at work. If extreme
Any person who has terminated service from SoBran and then returns to circumstances prevent an employee from reporting to work or delay
full-time work within two calendar years of the original separation date arrival, the employee must contact their supervisor as soon as possible
will be considered a reinstated employee. The reinstated employee will prior to the start of the workday. Employees must speak directly to their
receive credit for prior years of service in determining eligibility for certain manager or designee and not just leave a message or voice mail
service time based benefits. recording.
SoBran has contracts that require specific reinstatement criteria. Comprehensive leave for those employees not reporting for work, either
Contact Human Resources regarding reinstatement eligibility. by choice or circumstance, will be used to cover the absence.

28 29
GOVERNMENT CLOSURE If a Code Red Alert is declared after work hours or when an employee is
Federal government or school closings do not determine reporting not at the work site, RAC employees should report to work if during work
requirements of “essential” employees. Even if the federal government hours, or, if after work hours, arrive at work by 7:00 AM the next working
closes, “essential” employees are expected to arrive at work as day. RAC employees must contact a manager when arriving to inform
scheduled and on time. If the federal government is closed, “non- them that they are at their designated work site.
essential” employees are not required to report to work. If the federal
During a Code Red Alert, RAC employees should expect to stay at the
government is on a ”liberal leave” policy, then “non-essential” employees
worksite for up to 72 hours continuously. SoBran will attempt to relieve
may choose not to report to work, but must use eight hours of
RAC employees every 24 hours.
comprehensive leave.

GETTING ONTO THE WORKSITE

ANIMAL CARE EMPLOYEES ONLY - CODE RED ALERT During a Red Alert the work site will be closed. Therefore, only those
These policies supplement, but do not replace, any other policy set forth employees with a Red Alert Critical Employee ID card will be allowed
in this Reference Book relating to employees reporting to work or onto the work site or at any other designated facility. RAC employees
providing notice regarding absence from or late arrival at work. must show the following four forms of identification to gain access to the
work site: (a) the Red Alert Critical ID Card; (b) regular employee ID
If the Department of Homeland Security orders a Code Red Alert, this badge; (c) driver’s license; and (d) Red Alert Critical Letter.
indicates that there is a severe risk of terrorist attacks or that an incident
has occurred. Transportation will be limited, so employees should try to carpool if
possible.
SoBran could be placed under the Code Red Alert to comply with the
federal government orders for the country or if there is a specific threat to
the Company. If SoBran is placed under a Code Red Alert, then only STAYING ON THE WORKSITE
Red Alert Critical employees will be allowed onto the work site. RAC employees should expect to stay on the worksite for at least 24
hours. Team B may be called in within that 24 hours to relieve Team A.
The following policies may be altered, either by SoBran or the federal After 72 hours, this plan will be re-evaluated.
government, given the circumstances of and needs during a Code Red
Alert.
ANIMAL CARE DURING RED ALERT
During a Red Alert, basic work duties will be performed, including food,
RED ALERT CRITICAL (RAC) EMPLOYEES water and bedding checks, spot cage changing (e.g., flooded cages,
All employees that have been designated as Red Alert Critical (RAC) etc.) and keeping the environment as clean as possible. Animal health
must report to work. All SoBran employees not designated as RAC are concerns will be determined and addressed as appropriate.
considered “non-essential” for the purposes of reporting to work during a
Code Red alert.
FAILURE TO ARRIVE AT WORK
If a Code Red Alert occurs during work hours, then all “non-essential” It is expected that RAC employees make every attempt to arrive at work.
employees will evacuate to other areas. If extreme circumstances prevent an employee from reporting to work or
delay arrival, RAC employees must contact their manager (see
If a Code Red Alert is declared after work hours or when any employee Absenteeism and Notification, page 22). Employees must speak directly
is not at work, “non-essential” employees should not report to work. to their manager or designee and not just leave a voice mail message.
30 31
 COMPENSATION
EMPLOYMENT CLASSIFICATIONS AND THE FAIR LABOR
STANDARDS ACT (FLSA)
In accordance with the Fair Labor Standards Act (FLSA) established by
the Wage and Hour division of the Department of Labor, all SoBran
positions are designated as exempt or non-exempt as determined by the
Human Resource department. Regulations covered by the FLSA include
minimum wages, overtime pay and record keeping for covered
employment.

EXEMPT
Job positions performed by SoBran employees in job positions that are
designated as executive, professional or administrative are exempt from
the provisions of the Fair Labor Standards Act. These job positions are
classified as exempt. Such exempt job positions are not regulated by a
40 hour work week. In general, work performed by SoBran employees in
these exempt job positions that exceed 40 hours in a work week is not
additionally compensated.

NON-EXEMPT
All job positions not meeting the specific criteria for designation as
executive, professional or administrative are considered non-exempt and
are covered by the FLSA. These job positions are not exempt from the
minimum wage and overtime regulations. Under the provisions of the
FLSA, employees in non-exempt job positions who work in excess of 40
hours in a scheduled work week will be paid an overtime premium for all
time worked over 40 hours.

OVERTIME
Occasionally, work demands require a work week (i.e., Monday through
Friday) in excess of 40 hours. Non-exempt employees will be
compensated at time and a half of their regular hourly rate for the excess

32 33
hours worked (i.e., the overtime hourly rate shall be 1.5 times the employee to disciplinary action, up to and including separation of
employee’s normal hourly rate). The employee’s manager must approve employment.
all overtime in advance of being incurred or performed by the employee.
The “Project Number” is a three digit number assigned to indicate the
In determining the number of hours worked in any given work week, only project or division overhead number. The “Task Number” is a three-digit
SoBran paid holidays will count as hours worked for overtime purposes number assigned for a detailed breakdown of project or overhead
(e.g., vacation/comprehensive leave taken during a work week will not charges.
count towards a determination of whether overtime compensation is
applicable).
TIMECARD INSTRUCTIONS
• Timecards must be signed and received by the accounting
HOLIDAY AND WEEKEND PREMIUM PAY department at the end of a pay period but no later than 10:00
a.m. on the next working day.
Non-exempt employees who are required to work on a SoBran paid
holiday will be compensated at time and a half of their regular hourly rate • Blue or black ink must be used in filling out a timecard.
for those hours worked (i.e., the hourly rate shall be 1.5 times the
employee’s normal hourly rate), in addition to receiving their normal pay • Absolutely no whiteout or erasures are to appear on timecards.
for the SoBran paid holiday. Due to some contract requirements (e.g., a If a mistake is made, corrections must be made by: (a) neatly
contract requiring 24 hours a day, 365 days per year coverage), crossing out the entire line of the timecard, (b) initialing the
weekend work is periodically required. Non-exempt employees who are change, (c) writing the correct information on a new line, and (d)
required to work on a weekend will be compensated at time and a half of noting a brief explanation on the reverse side of the time card as
their regular hourly rate for those hours worked (i.e., the hourly rate shall necessary.
be 1.5 times the employee’s normal hourly rate) . However, employee
must have charged 40 regular hours of worked time in that work week in • An employee’s assigned cost center, site, and labor category
order to receive the premium rate. In some cases, employees may elect codes are entered on the preprinted label on the timecard.
to use the hours worked on the weekend as regular hours worked with When recording timecard entries, employees must write in the
prior approval of their manager. division, site, or labor category if it is different from the assigned
preprinted code.

TIMECARDS AND PAYROLL • The accounting department requires timecard approval by the
employee’s manager. However, it is possible that project
Timecards represent an invoice of time worked and are the only means managers may still require approval for projects from their
for recording labor charges. The time charging system is how SoBran director. It is the project manager’s responsibility to monitor the
ensures that labor costs are properly recorded and the customer is billed timecard.
correctly. All employees are responsible for correctly completing their
timecard each day affirming that it is an accurate allocation and record of • If a timecard is returned to the employee for correction, it must
time charges. At the end of each payroll period, employees must sign be immediately corrected accordingly and re-submitted to the
and submit the completed timecard to their manager for approval. accounting department. A delay in submitting a timecard can
result in a delay in receiving direct-deposit payroll.
Failure to properly and accurately allocate, record, complete, and/or turn
in time worked in accordance with SoBran policy will subject the

34 35
 Electronic Time Sheet Users direct deposit their net pay into two separate accounts. An employee
• For employees who are using the electronic time card system, can designate a fixed amount to be deposited into a secondary account.
the same basic rules apply. Electronic time sheet users must log The balance of net pay will be deposited into the primary direct deposit
in each day and record their time. Electronic time also must be account. Travel advances, expense reimbursements, and other checks
checked for accuracy and submitted to their supervisor for are not subject to direct deposit
approval by 10:00 am on the workday following the end of the
pay period.
BUSINESS EXPENSES
• The electronic time card system will require employees to
properly document any changes made to their electronic time
TRAVEL
sheet.
No business travel plans will be made without prior authorization. A
Request for Travel form must be completed and approved by the
PAY PERIODS/PAY DATES program manager or division director prior to departure.
There are two pay periods per month:

• The first pay period includes the first day of the month through Travel Cash Advances
the 15th day of the month. The pay date for hours worked In order to protect employees’ safety, advances of cash are discouraged
during this period is the 25th day of the month. and, if approved, will be limited to 80% of the estimated trip expense.
The program manager or division director must approve cash advances.
• The second pay period includes the 16th day of the month
through the last day of the month. The pay date for hours
Travel Expense Vouchers
worked during this period is the 10th day of the following month.
Upon completion of a trip, employees must complete a Travel Expense
If the pay date (10th or 25th) falls on a Saturday, Sunday or SoBran paid Report, have it approved by program management, and submit it to the
holiday, the pay date will be moved to the last workday preceding the accounting department. Employees will be reimbursed for the actual
normal pay date. Example: If the 25th of the month falls on a Sunday, cost of necessary and reasonable business expenses. All original
direct deposit of payroll net pay would be dated Friday, the 23rd of that receipts must accompany the travel voucher.
month.

NOTE: Please report any problems with paystubs, e.g., rate, Local Mileage
vacation, or deductions, to the immediate supervisor, Human Local mileage by personal vehicle use on SoBran business (excluding
Resources, or Accounting department. travel between residence and workplace) will be reimbursed on a rate
per mile basis. The current rate can be obtained from the accounting
department. To claim mileage reimbursement, employees must submit a
DIRECT DEPOSIT REQUIREMENTS
signed Mileage Record Form, approved by their program manager, to
SoBran requires direct deposit of all employee payroll payments. Payroll
the accounting department. Local mileage that is charged directly to a
stubs are distributed/mailed on payday. The direct deposit program
contract should be submitted on a separate Project/Task Mileage Record
allows the Company to deposit an employee’s net payroll amount into
almost any bank, savings and loan, or credit union in which the Form for each project.
employee has an account. The entire net pay must be deposited to
either a checking and/or savings account. SoBran allows employees to
36 37
  

OTHER BUSINESS EXPENSES

Occasionally, employees may need to spend their personal resources for
SoBran business expenses. When this occurs, miscellaneous materials, ON THE JOB
supplies, entertainment and other SoBran business expenses may be
reimbursed at cost, at the Company’s discretion. Invoices and/or
receipts should be submitted to the manager accompanied by a written EMPLOYEE SAFETY
explanation of the expense and approved by the program manager.
All SoBran premises and worksites will be maintained and free of
  hazardous conditions to the extent possible given contract or work
requirements. When necessary, the Company will provide personal
  protective equipment to the employee. Some examples of such
equipment are safety eyewear, safety shoes, lab coats or other
protective garments. All employees are required to properly utilize the
provided protective safety equipment as per facility/program SOP
(standard operating procedures). Failure to wear personal protective
equipment will result in disciplinary action, up to and including separation
of employment.

HAZARDOUS SPILLS
Employees must immediately report all spills and accidents involving
hazardous or reactive material, or any other accident or safety concern
that may affect SoBran’s premises or worksites, to the program manager
and appropriate safety officer.

WORK RELATED ACCIDENT/ILLNESS

In the event that an employee experiences a work related accident or
illness, the following steps must be followed:

• Perform or call for emergency medical assistance as

necessary.

• Inform the worksite area manager/supervisor of the injury

and all details immediately.

• The worksite area manager/supervisor or fellow employee

may also assist with first aid.

38 39
 • Employees may be required to see an occupational health work in a safe and productive manner as a result of such controlled
physician even if they do not feel any further medical substances; (b) being in a physical or mental condition as a result of
attention is necessary. such controlled substances that creates a risk to the safety and well-
being of the individual, co-workers, the public or property; or (c) having a
• An accident report must be filed with the program detectable level of drugs/alcohol in the body.
management team.
Consistent with the commitment to provide a drug/alcohol-free work
• A completed Workers’ Compensation Employee’s Report of environment, SoBran requires job applicants to submit to a pre-
Injury form, including Supervisor’s Accident Investigation employment drug/alcohol test. As a condition of new or continued
form and Accident Witness Statement form(s) must be employment with the Company, all employees are subject to a “cause for
completed and submitted to Corporate Human Resources testing” policy (i.e., medical or physical examinations or tests, including
within 24 hours of the accident or injury. drug screen) at the determination of SoBran’s management, providing:
(a) the employee’s manager or SoBran management has reasonable
• If the employee will miss three or more days from work they suspicion, belief or basis to conclude that the employee is in violation of
must complete an Employee Leave of Absence Request and this policy; or (b) if the employee’s job performance is deficient in a
submit to Corporate Human Resources. (See Time Off, manner which creates reasonable suspicion, belief, or basis to conclude
page 45) that an employee is in violation of this policy. In such cases, the
employee will be referred to a health unit designated by the Company for
Employees who experience a work related accident or illness and require
observation or possible assessment through medical exams or testing.
time away from work, are subject to SoBran policies regarding leave
limitations, certifications and return to work requirements (see Leave of For all purposes under this policy, “reasonable suspicion, belief or basis
Absence, page 45 and Work Related Accident/Illness-Time Away from to conclude” shall be defined as based on the observation of specific,
Work, page 49) objective facts where the rational inference to be drawn under the
circumstances is that the person is under the influence of drugs or
NOTE: Employee’s involved in a work-related accident or injury
alcohol. An unexplained accident or incident may be considered to
may be required to take a drug and alcohol test at the Company’s
provide such a reasonable suspicion, belief or basis to conclude that the
discretion.
employee is in violation of this policy.

If an employee tests positive for a controlled substance by the health unit

DRUG/ALCOHOL USE and is determined to be in violation of this policy, disciplinary action will
SoBran prohibits the unlawful manufacture, distribution, dispensing, be taken, up to and including separation of employment. An employee
possession or use of controlled substances (i.e., drugs and/or alcohol) who refuses to submit to drug or alcohol testing as provided for in this
on the Company premises or worksites, either by its employees, the policy will be directed to leave SoBran’s or the customer’s premises or
employees of a customer, contractor, or vendor and/or any other worksite and the employee will be disciplined, up to and including
individual. Being under the influence of such controlled substances while separation of employment.
performing or working on a job for SoBran, while on the Company
premises or worksites (including SoBran vehicles, or private vehicles
CONTRACTUAL REQUIREMENTS
parked on the Company premises or worksites) or while representing
Employees transferred to or working on or in support of a project or
SoBran is prohibited and will subject the employee to disciplinary action,
contract that has contractual terms requiring drug/alcohol testing of
up to and including separation of employment. Under the influence as a
SoBran employees must comply with any and all requirements for
result of controlled substances is defined as: (a) being unable to perform
40 41
drug/alcohol testing. Refusal to comply will be grounds for disciplinary Employees with drug or alcohol-related problems are encouraged seek
action, up to and including separation of employment. Compliance with assistance. SoBran provides an Employee Assistance Program (EAP,
this drug/alcohol policy is a condition of obtaining and continuing see page 60) for full-time employees with problems affecting work or
employment with the Company. personal life. Employees who require medical attention or leave from
work should refer to SoBran’s policies on Leave of Absence, Family
Medical Leave (FMLA) and Americans with Disabilities (ADA).
DRUG/ALCOHOL CONVICTIONS Employees who voluntarily seek drug or alcohol-related assistance must
If convicted of or sentenced for a criminal drug/alcohol-related offense, do so before the employee is determined to have engaged in conduct
employees must notify their manager or Human Resources of the prohibited by this reference book. Employees may not request
conviction within five calendar days of the conviction date. SoBran must assistance to avoid being disciplined for having engaged in prohibited
notify the government agency within ten calendar days following conduct.
notification of any employee’s conviction for a drug/alcohol offense.

Within 30 calendar days after the appropriate government agency SMOKE-FREE ENVIRONMENT
receives notice of a conviction: (a) SoBran will take appropriate
disciplinary action against the employee, up to and including separation SoBran prohibits smoking in all SoBran premises and worksites, except
of employment; or (b) require the employee to satisfactorily complete a those specifically designated as smoking areas. This policy applies to
drug/alcohol abuse assistance or rehabilitation program approved for visitors, vendors and other third parties, as well as employees.
such purposes by a federal, state or local health or other appropriate
agency. An employee will receive a warning for the first violation of this policy.
Subsequent violations will subject the employee to disciplinary action, up
to and including separation of employment. Visitors, vendors and other
DISCIPLINARY ACTION third parties should be courteously advised of the Company’s no-
SoBran will investigate each reported or suspected drug/alcohol-related smoking policy and asked to refrain from smoking within SoBran’s
incident involving the Company’s drug/alcohol use policy as set forth in premises or worksite.
this Reference Book. A violation of SoBran’s drug/alcohol use policy will
subject the employee to disciplinary action at the Company’s sole
discretion, up to and including separation of employment. FIREARMS AND DANGEROUS WEAPONS
In order to ensure a safe environment for employees and customers,
PRESCRIPTION OR OVER THE COUNTER MEDICATION AFFECTING SoBran prohibits the wearing, transporting, storage, or presence of
firearms or other dangerous weapons on the Company premises, as well
JOB PERFORMANCE
as the Company and customer worksites. The possession of a firearm or
If employees must, or decides to use a prescription or over the counter
other weapon while on premises or while otherwise fulfilling job
drug that causes adverse side effects (i.e. dizziness, drowsiness, etc.,)
responsibilities will be subject to disciplinary action, up to and including
employees must inform their manager of such prescribed medication,
separation of employment. Appropriate action will be taken accordingly if
medication schedule, possible side effects and duration of the
a customer visitor or other third party is in possession of a firearm or
medication’s effects prior to commencement of job duties. If employee
dangerous weapon on SoBran’s premises or worksites. The possession
safety is impacted, drug side effect documentation must be supplied to
by an employee of a valid permit to carry a firearm or weapon is not an
SoBran upon request. Disclosure of all employee medical information
exemption under this policy, except as may be specifically approved by
will be kept in the strictest confidence in compliance with all HIPAA
SoBran’s Human Resource Director, in writing, in response to specific
standards.

42 43
  

factual circumstances. Any such approval must be obtained prior to any

activity that would otherwise violate this policy.

TIME OFF
EXEMPTIONS
This policy does not apply to: ACCRUED LEAVE (VACATION/COMPREHENSIVE)
• Any law enforcement personnel engaged in official duties. All full-time and part-time employees are eligible for accrued
vacation/comprehensive leave. Please refer to the Benefits Summary for
• Any security personnel engaged in official duties. the current annual leave schedule.

• Any person engaged in military activities sponsored by the An employee’s manager should be notified as far in advance as possible
federal or state government, while engaged in official duties. regarding vacation plans. Earned vacation/comprehensive time may be
taken as the employee chooses, but must be approved by the
employee’s manager. Every effort will be made to accommodate an
PERSONAL PROPERTY employee’s vacation/comprehensive request. However, the Company
While respecting employees’ privacy concerning their personal property reserves the right to deny a vacation/comprehensive leave request if the
and effects, SoBran reserves the right to access, inspect, take requested vacation/comprehensive leave time would jeopardize the
possession of and take appropriate action with respect to all SoBran progress and success of a project.
owned or controlled premises, property, facilities, and furnishings
A maximum of 160 hours accrued vacation/comprehensive leave may be
(including desks, lockers, file drawers, etc.), equipment, records
carried over at the end of the calendar year. If an employee’s accrued
(including e-mail, computer programs, files, etc.) and supplies for
vacation/comprehensive leave is in excess of 160 hours, the excess
administrative, safety and regulatory purposes. Such purposes may
hours will be deducted to a balance of 160 total hours. An employee will
include, but are not limited to facility inspection and repair, general
not be compensated for the deducted hours. All employees are
cleaning and maintenance, safety and law enforcement, disciplinary
responsible for monitoring their vacation/comprehensive accrual as
and/or emergency purposes.
reported on their payroll stub and to make arrangements to use
Reasonable care should be given to maintain SoBran and customer vacation/comprehensive leave before any such leave expires.
property and equipment in a safe working condition. Personal property
Upon the end of employment with SoBran, all unused
brought to a SoBran premises or a worksite is the sole responsibility of
vacation/comprehensive leave time credited to an employee and will be
the employee. The Company does not insure an employee’s personal
part of the separation pay.
property against loss or damage resulting from any cause, including fire,
theft, water, etc. It is each employee’s responsibility to obtain insurance
for their personal property brought to any SoBran premises or worksite. LEAVE OF ABSENCE
An employee who is away from work for reasons other than accrued
vacation/comprehensive must request a leave of absence which will only
be considered for appropriate and pre-approved leave reasons listed
below:

• Sick leave (three or more days)

44 45
 • Work-related accident or injury period, their employment with the Company will be separated. Certain
federal/state regulations regarding job protection rights may apply.
• Family Medical Leave Act (FMLA)
Employees who are not at work and who do not receive written leave
• Military leave approval from Corporate Human Resources are subject to immediate
employment separation.
• Bereavement leave
LEAVE OF ABSENCE BENEFITS
• Jury duty
In most cases, SoBran benefits will continue during an approved leave of
An employee who for reasons other than approved vacation or other paid absence provided that the employee pays normal premiums as
leave (i.e. bereavement leave, jury duty), is, or expects to be, absent appropriate and complies with SoBran policies applicable to such leave
from work for three consecutive working days or more or on a reduced (e.g., periodic notification requirements). Employees must contact the
schedule of leave of three consecutive working days or more must Human Resource department prior to the start of a leave of absence to
complete and submit an Employee Leave of Absence Request form to ensure continued benefit coverage (e.g., health care insurance) and to
Corporate Human Resources in sufficient time prior to the date of leave make arrangements for premium payments as necessary. Failure to
requested so that appropriate consideration can be given to the request. make required premium payments can result in the termination of
This form can be obtained from the employee’s supervisor or Human benefits. Certain benefits, however, such as accrued leave, paid
Resources. holidays, and retirement contributions will not continue during an
approved unpaid leave of absence. Employees should contact the
In addition, an employee requesting a medical leave, including work- Human Resource department for more information on benefits available
related accident or injury and, if applicable, Family Medical Leave during an approved unpaid leave of absence and any requirements
(FMLA), must submit appropriate medical certification prior to requesting applicable to such leave.
leave or within 15 calendar days from the date of requesting leave or
from first day of missed work. All leaves are granted based on
applicable federal and state laws and SoBran policy. Submission of a
RETURN FROM LEAVE
leave request does not imply leave approval. Employees will be notified Upon the expiration of an approved leave of absence, SoBran will
of approval/denial of leave requests within five business days of attempt, but cannot guarantee, to return employees to their former
submission of appropriate documentation. SoBran will require ongoing position or a similar position, with similar pay, benefits and other terms
reporting and re-certification by an employee for the duration of any such and conditions of employment, in accordance with Company policy and
leave. Any such requirements will be explained in writing by SoBran’s applicable law.
Human Resource department.
Employees who return from leave involving their own medical disability
SoBran policy provides for 12 weeks of leave, in a 12 month period for will be required to provide a physicians’ release to return to full-time work
specific, approved leaves of absence (approved work-related injury, without limitation, a fitness for duty statement (if appropriate) and any
disability and/or family medical leave). Employees who follow the leave necessary certifications prior to their first day back to work.
request process, meet eligibility criteria, receive written leave approval
from Corporate Human Resources and follow leave of absence
FAMILY AND MEDICAL LEAVE ACT (FMLA)
requirements may be eligible for up to 12 weeks of leave in a 12 month
period. All accrued leave, other paid leave and all time away from work The Family and Medical Leave Act (FMLA) is a federal law that helps
apply toward this 12 week limit. If an employee on an approved leave of employees balance their work responsibilities with their family and
absence exhausts their 12 weeks of job protected leave in a 12 month medical needs. Eligible employees may take unpaid leave from their
46 47
jobs for a temporary period to address certain family responsibilities or However, an employee may choose to use accrued vacation for all or
their own serious health conditions. Accrued vacation/comprehensive part of any otherwise unpaid FMLA leave as long as SoBran leave
leave balances must be used before the unpaid time begins. An eligible policies so provide. Paid leave will run at the same time as FMLA leave.
employee can take up to 12 work weeks of unpaid leave during any 12 Holiday, bereavement and jury duty leave will not be paid while on an
month period for one or more of the following reasons: (a) the birth of a approved FMLA leave.
child, and to care for the newborn child; (b) the placement of a child for
foster care or adoption; (c) to care for a spouse, child or parent with a
serious health condition; or (d) the serious health condition of the REINSTATEMENT/RETURN TO WORK
employee which makes the employee unable to perform one or more Upon return from FMLA leave, an employee will be returned to the same
essential functions of his/her job, (e) additional FMLA leave benefits position or an equivalent position with equivalent benefits, pay, and other
apply in regard to a spouse, child, parent or next-of-kin who are service terms and conditions of employment, unless the employee would have
members on Active Duty in the Armed Services. (See Human experienced a separation of employment in the absence of any leave
Resources for details.) (due to layoff, downsizing, termination of a temporary job).

FMLA ELIGIBILITY INTERMITTENT AND REDUCED SCHEDULE LEAVE UNDER FMLA

To be eligible for FMLA leave, an employee must be employed by FMLA leave may be taken intermittently or on a reduced leave schedule
SoBran for at least 12 months (1,250 hours minimum) in the 12 month when approved by Human Resources. All FMLA and leave of absence
period immediately preceding the commencement of the FMLA leave rules apply. Leave limitations will be calculated based on 480 hours of
and be employed at a worksite where the Company employs 50 or more FMLA leave (12 weeks). Employees on an intermittent FMLA leave must
people within 75 miles to be eligible for FMLA leave. coordinate their work schedule with their immediate supervisor. SoBran
reserves the right to require medical re-certifications on a monthly,
quarterly, or semi-annual basis.
FMLA LEAVE CALCULATION FORMULA
SoBran will calculate available FMLA leave by determining the amount of NOTE: Since the FMLA imposes a number of eligibility conditions,
leave used by an employee during the 12 months prior to the date the each case must be reviewed in detail with the Human Resource
leave is requested and subtracting the number from the 12 work week department. Employment in another job while on Family Medical
maximum. The remaining balance is the amount of FMLA leave that the Leave or any other authorized leave of absence will subject the
employee is entitled to take at that time. When requesting FMLA leave, employee to immediate termination of employment. Further,
the employee must review the remaining leave balance with their SoBran will require ongoing reporting and re-certification by an
supervisor. employee for the duration of any FMLA leave. Any such
requirements will be explained in writing by SoBran’s Human
Resource department.
PAID AND UNPAID LEAVE UNDER FMLA
FMLA leave is unpaid leave but often runs concurrently with other paid
leaves (e.g. medical disability, accrued sick leave, etc.) Under FMLA, WORK RELATED ACCIDENT/ILLNESS-TIME AWAY FROM
eligible employees are entitled to up to 12 work weeks of leave for FMLA WORK
qualifying reasons per 12 month period. For employees with accrued
sick leave benefits, SoBran requires the employee to use accrued sick An employee who is, or expects to be, absent from work for three
leave prior to using unpaid leave. consecutive working days or more or on a reduced schedule of leave of
three consecutive working days or more due to a work related

48 49
accident/illness must complete and submit an Employee Leave of fitness for duty determinations and funeral honors duty. This policy does
Absence Request form to Corporate Human Resources in sufficient time not cover weekend duty.
prior to the date of leave requested so that appropriate consideration can
be given to the request. This form can be obtained from the employee’s Protection under USERRA is lost if the service member separates from
supervisor or the Human Resource department. For information on filing uniformed services due to; (a) dishonorable or bad conduct, (b) under
a work related accident or illness, see Work Related Accident/Illness, “other than honorable” conditions, (c) dismissed due to court martial or
page 39. by order of the President in time of war, (d) because of absence without
authority (including court martial or imprisonment in civilian court) or, (e)
Employees on an approved work related leave of absence, due to a work provides notice of not returning to work at SoBran
related accident/illness, will be paid income protection benefits from
SoBran’s workers compensation insurance carrier based on the state
board of workers compensation regulations for that state. All leave of NOTIFICATION OF REQUIRED SERVICE
absence policies apply to work related accident/illness including twelve In order to receive protection under USERRA, the employee being called
week limitations, benefit continuation while on leave and return from to active service must provide verbal or written notification prior to the
leave requirements. employee leaving work unless notice is precluded by military necessity.
Regardless of the ability to provide notice prior to leaving work,
NOTE: Since workers compensation claims impose a number of employees must provide copies of their written order as soon as possible
eligibility conditions, each case must be reviewed in detail with the to their supervisor but no later than 30 days after the leave begins.
Human Resource department. Employment in another job while on
workers compensation leave or any other authorized leave of
absence will subject the employee to immediate termination of
REINSTATEMENT OF EMPLOYMENT- RELEASE FROM ACTIVE DUTY
employment. If employees have been on active duty for 30 days or less, the
employees must report for work at the beginning of the next scheduled
work period on the first full day after release plus travel time and an
MILITARY LEAVE FOR ACTIVE DUTY PERSONNEL eight-hour rest period.

A full-time or part-time employee who enlists or is inducted into the U.S. If employees have been on active duty for more than 30 but less than
Armed Services and required to perform military duty (not annual 180 days, employees must notify the Company of their intent to return to
training, see Annual Military Obligations, page 54) will be granted a employment within 14 days after release from service.
military leave of absence and will be entitled to reinstatement of
employment and benefits in accordance with the Uniformed Services If employees have been on active duty for more than 180 days, the
Employment and Reemployment Rights Act of 1994 (USERRA). U.S. employee must notify SoBran of their intent to return to employment
Armed Services are defined by the Act as Army, Navy, Air Force, within 90 days after release from service. If the employee is recovering
Marines, Coast Guard, reserve units, National Guard and Commissioned from a service-related injury, the time period for application for
Corps of Public Health Service. Protection under the Act is not extended reemployment may be extended for up to two years.
to “state” military duty or governor call-ups of National Guard.
NOTE: SoBran Human Resource department may request official
USERRA provides rights and benefits while on military leave, protection military discharge documentation that establishes the length and
from discharge, reemployment rights and protection from discrimination character of the employee’s military service obligation for approval
and retaliation due to military service. The Act covers voluntary or of reinstatement.
involuntary duty, active duty, full-time National Guard duty, time off for

50 51
MAXIMUM TIME PROTECTED UNDER USERRA family is defined as the employee’s spouse, spouse’s parents, mother,
There is a five year cumulative service limit on voluntary military leave stepmother, father, stepfather, brother, stepbrother half brother, sister
where the employee may be protected under USERRA and retain stepsister, half sister, child, stepchild, as well as any other relative living
reemployment rights. Once an employee’s voluntary military leave in the employee’s household.
reaches the five-year cumulative maximum, it will be the option of
SoBran may require proof of such death and relationship to the
SoBran to reemploy the employee based on availability of an appropriate
deceased as a condition of payment of this leave.
position.

RIGHTS FOR REINSTATEMENT TO POSITION HOLIDAY

Upon release from military service, employees who have met SoBran observes the following ten paid federal government holidays.
requirements for notification of intent to return listed above will be
reinstated to the seniority and level of pay that they would have achieved New Years Day Labor Day
had they kept the position continuously during the military service.
Martin Luther King Day Columbus Day
If employees have been gone for qualified military service for less than
91 days them just be returned to the job they would have held had President’s Day Veteran’s Day
employment not been interrupted or, if not qualified for the job listed
Memorial Day Thanksgiving Day
above, the employee must be reinstated to the job that they held prior to
the leave, or if not qualified for either job above, the employee must be Independence Day Christmas Day
reinstated to the job that most nearly approximated the jobs above.
Paid holiday hours are considered hours worked when computing
If employees have been gone for qualified military service for more than overtime. Part-time employees receive holiday pay on a pro-rated basis.
90 days they receive the same options listed above except that the
Company may substitute a “position of like seniority, status and pay.”
JURY DUTY
SoBran is not required to offer reemployment if circumstances have
changed so much that reemployment is “impossible or unreasonable”, SoBran will pay the difference between an employee’s regular salary and
e.g. a reduction in force that would have included the returning any payment from the actual jury duty, up to a maximum of 80 hours per
employee’s previous position, or it would impose an undue hardship, year. A copy of the jury duty summons must be given to the employee’s
e.g., accommodating an employee with service-connected disabilities or manager along with a leave request form before jury duty pay will be
if the returning individual was a temporary employee or independent approved.
contractor.
If jury duty is only required for one half day, employees are expected to
NOTE: USERRA imposes a number of eligibility conditions, contact report to work for the remainder of the day. A special jury duty code will
Human Resources for a complete list of rights and responsibilities. be used on timecards when necessary.

BEREAVEMENT LEAVE
Bereavement leave of up to three consecutive days is granted to an
employee on the death of an immediate family member. Immediate
52 53
ANNUAL MILITARY OBLIGATION FOR ACTIVE accrued vacation/comprehensive leave is available, the Company will
make an effort to allow the employee to make up the time within the
RESERVE/GUARD DUTY PERSONNEL same pay period. In such a case, employees should contact their
An employee who has a military obligation (active reserve/guard duty) manager and Human Resources regarding time off from work resulting
during a time when the employee would normally be scheduled to work from a subpoena.
will be permitted to charge the time as follows with appropriate pay
provisions:
LEAVE WITHOUT PAY (PERSONAL LEAVE)
• SoBran will pay the difference between an employee’s regular All SoBran full-time and part-time employees accrue paid time off from
salary and military pay received for up to two weeks per year. work and are encouraged to use their time appropriately. SoBran policy
Documentation from the appropriate military branch must be strictly prohibits full-time employees from taking leave without pay from
submitted to management to ensure these days are charged work except for pre-approved leave reasons listed above. Employees
appropriately. This policy applies to all full-time and part-time who do not have adequate accrued leave to cover their time away from
employees with 90 days of continuous service. work and are not on an approved leave of absence are subject to
disciplinary action, up to and including separation of employment.
• If the employee is on an assignment that permits the accrual of
leave, the employee may charge the absence for active reserve Customer required shutdowns are not considered personal leave.
duty to accrued vacation and be paid in accordance with
established policy for accrued leave days and retain the full
military pay.

• If an employee is called to active duty for training as a member

of a Reserve Component of the Armed Forces or National
Guard, the employee will be compensated by recording the
hours under “0434 Other Leave”. Once proof of base pay is
received by SoBran, accounting will deduct the appropriate
amount from the next payroll.

Military service does not entitle service members to benefits that would
not be available to those employees if they remained continuously
employed by the Company.

Employees on military leave that qualifies under USERRA will receive

credit toward all benefits for which they were entitled prior to the start of
the military leave (see Military Leave, page 50).

SUBPOENAED APPEARANCE FOR LEGAL MATTER

If an employee is subpoenaed to participate in a legal case or matter
involving circumstances unrelated to SoBran business, any time off from
work will be charged to accrued vacation/comprehensive leave. If
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EMPLOYEE BENEFITS
ELIGIBILITY FOR BENEFITS
There are two general classifications of benefits available to employees.
Some benefits, including Social Security, Unemployment Compensation
and Workers’ Compensation are required by law, and are administered in
accordance with a specific law. Other benefits are made available by the
Company and are administered in accordance with SoBran policies and
the Employee Retirement Income Security Act (ERISA). The Company
will, from time to time, specify the nature of these benefits and
requirements for eligibility. For current benefits eligibility requirements,
please refer to the Benefits Summary provided by SoBran with this
Reference Book. Employees should contact the Human Resource
department with any questions or for additional information regarding
benefits.

WAGE DETERMINATION UNDER THE SERVICE CONTRACT

ACT
Certain SoBran contracts are Wage Determination under the Service
Contract Act which requires specific compensation and benefits. In
addition to FICA, FUTA, SUTA and workers compensation benefits,
SoBran is required to provide a minimum number of paid holidays and
vacation. SoBran is also required to contribute an additional fringe
benefit amount to be used on behalf of the employee for health and
welfare benefits. SoBran employees who perform work under this
contract will be briefed during orientation regarding this benefit.

HEALTH, WELFARE AND FRINGE BENEFITS

SoBran has established a number of employee benefit programs for
eligible employees. Below are brief summaries of some benefits offered
by the Company. There are additional terms, conditions, and limitations
regarding program eligibility and benefit entitlement that exist for each
benefit program. Employees should consult official plan documents for
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further information regarding each benefit program. In the case of an LONG-TERM DISABILITY
actual or apparent conflict between this Reference Book, the Benefits SoBran provides full-time employees the opportunity to obtain long term
Summary and the terms of the official plan documents, the provision of disability income replacement coverage. For additional information
the official plan documents, as interpreted in the sole and absolute please refer to the Benefits Summary for details.
discretion of the plan administrator, shall control.

In addition, while it is SoBran’s present intention to continue these RETIREMENT / 401(K) MATCHING PROGRAM
benefits, the Company reserves the right, whether in an individual case
or more generally, to modify, adjust, limit, reduce or eliminate any SoBran believes that planning for retirement is important for all
benefit, in whole or in part, either with or without notice. Finally, neither employees, therefore SoBran provides an employer matching 401k plan.
the benefits programs nor their descriptions are intended to create any After meeting plan eligibility, employees can contribute pre-tax dollars to
guarantees regarding employment or continued employment. a 401(k) retirement account and SoBran will make an employer match
based on contribution percentages. The SoBran 401(k) plan has many
provisions and restrictions, including contribution maximums, vesting
MEDICAL/DENTAL/PRESCRIPTION AND VISION schedule, eligibility, etc. For additional information please refer to the
SoBran provides full-time employees the opportunity to purchase Benefits Summary for details.
medical, dental, prescription and vision coverage. For additional
information please refer to the Benefits Summary for details.
EMPLOYEE REFERRAL PROGRAM
FLEXIBLE SPENDING ACCOUNTS At SoBran, we recognize building the ‘Best Team’ requires hiring the
SoBran provides full-time employees the ability to participate in both best. We are always looking for qualified prospects and appreciate any
Healthcare and Dependent care flexible spending account programs referrals made by our employees. To qualify for the Employee Referral
annually. For additional information please refer to the Benefits Program, the applicant must list the employee as the referral source on
Summary for details. the application and obtain an Employee Referral Form and submit it to
Human Resources. If the candidate is hired, the employee will receive a
bonus, as specified on the Employee Referral Form.
GROUP LIFE INSURANCE / ACCIDENTAL DEATH AND
DISMEMBERMENT
SoBran provides full-time employees the opportunity to obtain life TUITION REIMBURSEMENT PROGRAM
insurance and accidental death and dismemberment coverage. For
After completion of one calendar year of continuous employment, full-
additional information please refer to the Benefits Summary for details.
time employees working for SoBran are eligible for reimbursement of
tuition fees for approved courses and continuing education credits in an
SHORT-TERM DISABILITY amount(s) up to $3000.00 per calendar year, from an accredited college
SoBran provides full-time employees the opportunity to obtain short-term or university. “Approved courses” are those directly related to an
disability coverage for income replacement while on a qualified medical employee’s work, or courses eventually leading to an undergraduate or
leave of absence. For additional information please refer to the Benefits graduate degree, when the degree is in a field directly related to the
Summary for details. employee’s present position or a future position within the Company as
determined by the Company at its sole discretion.

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Employees will be reimbursed for tuition only, (not lab fees, books or COMPUTER LOAN PROGRAM
miscellaneous fees) after the grade report from the respective institution
or school is submitted by the employee to Human Resources. The grade SoBran’s computer loan program offers employees one interest-free loan
report must indicate successful completion of the course(s) in the form of for the purchase of a computer. The loan duration is one year, and is for
a “C” or better letter or numerical grade, or a passing mark in a “pass-fail” a maximum of $1,500.00. Computer loans are to be paid in 24 equal
course. payments deducted from each semi-monthly paycheck received by the
employee. SoBran will make such loans at its discretion based upon
In order to receive tuition reimbursement, eligible employees must: available funding. All full-time employees are eligible for this benefit after
one calendar year of continuous service. Request forms are available
• Obtain an Employee Tuition Reimbursement form from Human from the Human Resource department.
Resources.
An employee who is terminated or voluntarily resigns employment with
• Complete and submit the Tuition Reimbursement to Human SoBran prior to paying back the full amount of a computer loan will still
Resources for approval/signature before enrolling in the course. be required to pay back to the Company all loaned monies. This could
result in a reduction in any final payroll check or other action by SoBran
• After completing the course, submit a copy of the itemized paid
seeking repayment.
tuition receipt, and grade report to Human Resources.

To be eligible for this benefit, employees must be actively employed (not

on leave of absence status) at each of the following times: 1) when the
LEGALLY REQUIRED BENEFITS
course work begins; 2) when grades are received; and 3) at the time of
reimbursement by SoBran. WORKERS’ COMPENSATION INSURANCE
All disabilities resulting from a work-related injury or illness are covered
An employee who voluntarily resigns employment with SoBran will be
by Workers’ Compensation, as determined by the state in which the
required to pay back to the Company all monies received for tuition
employee is employed.
reimbursement within the calendar year prior to employment separation
date, which could result in a reduction in any final payroll check or other Employees are covered for occupational accident or illness by law, which
action by SoBran seeking repayment. requires SoBran to provide adequate funding which satisfies specific
state workers’ compensation standards. Workers' Compensation insures
payment for all work related medical expenses, payment for time lost by
EMPLOYEE ASSISTANCE PROGRAM (EAP) an on-the-job accident resulting in either temporary or permanent
SoBran‘s Employee Assistance Program (EAP) is available to all full-time disability or a death benefit. If injured on the job, employees must
employees and their immediate family members and any other relative immediately contact their manager and Human Resources for
living in the same household. The EAP program provides professional, instructions in completing the forms to apply for benefits.
confidential counseling for most personal problems. Information
Every employee who files a claim for a work-related accident/injury must
regarding the EAP is provided to employees as part of the benefits
submit a Workers’ Compensation accident report to Corporate Human
package during their new hire orientation. Questions regarding the EAP
Resources within 24 hours of the accident or injury (see Work Related
program should be directed to SoBran’s Human Resource department.
Accident/Illness, page 39, and Work Related Accident/Illness-Time Away
from Work, page 49). Eligibility for and receipt of Worker’s
Compensation benefits is a determination made by the benefit provider,
not by SoBran.
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UNEMPLOYMENT COMPENSATION INSURANCE
SoBran contributes to a fund that provides, upon determination of
eligibility, continued income in the event an employee is terminated from
employment due to lack of work.

SOCIAL SECURITY / MEDICARE INSURANCE

Federal law requires SoBran to make a FICA (Federal Insurance
Contributions Act) contribution equal to that deducted from the
employee’s payroll, which provides retirement income, Medicare,
permanent disability income, survivor's benefits and death benefits.
Employees can obtain a personal statement of Social Security earnings
and benefits from their local Social Security office.

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