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EMPLOYEE BENEFITS PROGRAM
Union employees refer to your Collective Bargaining Agreement.
All full-time employees are eligible to participate in the Company’s Employee Benefits Program with the following package of benefits:
1.Simply Blue BCBS of Michigan HSA PPO Health Plan
2.Simply Blue BCBS of Michigan HSA PPO LG Prescription Drug Coverage
3.Blue Dental PPO Plus
4.Blue Vision with VSP Choice Network
If an employee does not wish to participate in the Employee Benefits Program, signed documentation shall be required.
When Coverage Begins
New employees will be eligible to enroll in the Employee Benefits Program the first day of the month following the completion of a 60-day waiting period. Ask your General Foreman/Supervisor/Manager or the Human Resource Manager for a copy of the enrollment form.
Existing employees that are eligible to participate in the Employee Benefits Program and would like to enroll or modify their enrollment will need to ask their General Foreman/Supervisor/Manager or the Human Resource Manager for a copy of the enrollment form. Enrollment forms for existing employees will need to be turned in to their General Foreman/Supervisor/Manager by November first of each calendar year, the open enrollment period, to receive benefits starting December first of the same year.
Dependents (as defined by the policy) are eligible to be covered on the date the employee becomes covered. A new dependent (due to marriage, birth, adoption, etc.) is eligible for coverage as of the date they become a dependent. All new dependents must be enrolled within 30 days of eligibility or must wait until the next open enrollment period. It is the sole responsibility of the employee to notify the Human Resources Department of a new dependent and obtain and return the completed enrollment form.
Cost of Coverage
Each employee interested in participating in companies Employee Benefits Program will he asked to complete and sign the Health Insurance Deduction Authorization Form, which will describe the cost of coverage.
Please note: Employees electing to participate in the Employee Benefits Program must thoroughly read and understand their benefits. This is a brief overview of the Employee Benefits Program. If not covered by this overview, or, there is any conflict between this overview and the Employee Benefits Program, the Employee Benefits Program (the “Plan”) will always prevail.
Should an employee become ineligible for the company provided medical benefits, an employee may be entitled to purchase continuation of coverage without interruption of your medical benefits, at a cost close to the company group rate. If the need arises, the employee will be provided with information and forms to choose or reject this coverage. Further information is available through the Human Resources Department.
ANTITRUST & COMPETITION
Antitrust and competition laws protect the free enterprise system and encourage vigorous, but fair, competition. All enterprise employees are expected to comply with applicable antitrust and competition laws.
For example, engaging in, conspiring to, or agreeing to do any of the following actions is prohibited:
Agreeing or consulting with competitor(s) regarding prices, terms, or conditions of sale, output, or production (Price Fixing).
Agreeing with competitor(s) regarding bids to be submitted during auction (Bid Rigging).
Agreeing with competitor(s) not to deal with vendors or distributors, other competitors, or customers (Group Boycott).
Agreeing with competitor(s) to split territories or customers (Territory or Customer Allocation).
“Agreeing” includes stated or implied, formal, or informal, oral, or written understandings, whether created directly with another party or indirectly through a third party.
As an Energy Group, Inc. employee, you may find yourself in a situation where you could benefit personally - and unethically - from the things you see, hear, use, or know. For this reason, employees are prohibited from:
Taking personal advantage of opportunities that are discovered using corporate property, information, or position.
Using corporate property, information, or position for personal gain.
Competing with Energy Group, Inc.
CONFLICTS OF INTEREST
A “conflict of interest” occurs when an employee places, or gives the appearance of placing, personal, commercial, or other interests ahead of, or at the expense of, the interests of Energy Group, Inc. while doing Company business. Personal interests can cloud our judgment and make it difficult to make good business decisions. Conflicts of interest also arise when an employee, or a member of his/her family, receives improper personal benefit as a result of her/his connection to the Company. Loans or guarantees of obligations are examples of potentially improper personal benefits that must be avoided.
Some examples of possible conflicts of interest are listed below. This list does not include all possible types of conflicts of interest.
Using Energy Group, Inc. time and/or resources and or influence to promote personal interests or the interests of third parties.
Holding a second job with, or consulting for a competitor, vendor, or supplier with whom the Company conducts business.
Conducting Company business with related parties or dealing with businesses in which you or related parties have significant interest.
Speculating or dealing, for personal use, in materials, supplies, equipment, or product which the Company buys or uses.
Serving as a consultant with Company business partners or competitors, unless at the request of Energy Group, Inc.
Making or holding an investment in competitors.
Forming social relationships that lead to a weakness, or the appearance of weakness, in the Company’s system of internal controls, such as financial, fraud, or theft.
Employees are required to disclose or avoid any activity or interest that may be regarded as a possible conflict with Energy Group, Inc.’s interest. Energy Group, Inc.’s Conflict of Interest policy also extends to your family members and close personal relationships, including members of your economic household (sometimes referred to as “related parties”). These include a spouse, significant other, civil partner, son, daughter, parent, sibling, in-laws, step-relations, or any similarly close relation.
INVOLVEMENT IN POLITICAL ACTIVITIES
Energy Group, Inc. respects and supports everyone’s right to participate in political activities. Contributing your time, your own money, or resources to any political activity is entirely personal and voluntary. Employees are prohibited from implying that they represent Energy Group, Inc. in their various personal political activities. Employees may not perform any campaign activities on company time and are prohibited from using company property or resources for such activities.
Energy Group, Inc. may engage in grassroots lobbying activities by communicating with employees or a segment of the public for purposes of influencing legislation or a rulemaking. As such, the company may request that employees consider contacting lawmakers regarding an issue of critical importance to the business. Participation in such activity is voluntary and is never required as a condition of employment.
RELEASE PAYCHECK, LOST PAYCHECK & GARNISHMENT
Authorization to Release Paycheck
Written authorization is required for The Energy Group, Inc. to release an employee’s paycheck to someone other than the employee. A signed and dated document that specifically identifies the individual authorized to receive the paycheck is required. The Company reserves the right to request identification to verify the recipient’s identity.
If an employee loses a paycheck, they should contact the Payroll Department immediately. A stop payment will be placed on the check. The employee will pay any bank charges incurred for a stop payment. A new check will not be issued until the bank can verify that the original check was not cashed. In the event the employee locates the check after notifying the Payroll Department of its loss, the employee is not to cash the check: It must be returned to the Payroll Department.
Garnishment of Wages
The Energy Group, Inc. will deduct a specified amount from an employee’s paycheck if ordered by law or if authorized to do so by the employee.
PERFORMANCE APPRAISALS AND MERIT PAY INCREASE
Union employees refer to your specific bargaining agreement.
It is the policy of The Energy Group, Inc. that the job performance of each “non-field”, non-represented employee be reviewed on an annual basis by the employee’s supervisor. The performance appraisal shall be an integral part of merit increases and will be the only time an increase will occur.
The performance appraisal consists of a written review of the employee’s job performance and the supervisor’s comments and recommendations. Information derived from the performance appraisal will be used to determine the employee’s eligibility for merit increases, promotion, and transfer and to inform the employee of areas needing improvement.
Performance review will begin in the month of the employee’s anniversary date of hire and will be completed within 30 days. Any merit increase will be effective the first full pay period following signed performance review.
Nothing contained in this policy should be construed to prohibit or discourage supervisors from discussing and reviewing an employee’s job performance on a formal and/or informal basis whenever the need to do so arises.
Nothing in this policy should be construed as requiring or guaranteeing a merit increase regardless of the outcome of the employee’s performance appraisal.
Most “Field Operations” employees, due to the nature of the jobs and varying methods of compensation for the work performed, will not participate in the performance review process. Please consult your supervisor to determine if you will participate in this process.
It is important that employees of The Energy Group, Inc. and their immediate supervisor maintain open, honest, and continuous communication.
Employees are encouraged to discuss problems and concerns with their immediate supervisor or other members of senior management if necessary.
It is the policy of the Company that Sensitive Information must be held in confidence by all employees entrusted with such information unless an employee’s job duties warrant disclosure.
Sensitive Information includes information which could be harmful to the Company or an employee if disclosed to other employees or an outside party, including:
Data such as customer rates, routes, and Company financial information.
Personal information regarding a current or former employee.
Employees of The Energy Group, Inc. are expected to maintain the utmost level of respect and professionalism while interacting with customers and co-workers. Employees are expected to present themselves in a professional manner with the understanding that they represent The Energy Group, Inc. to the public.
PERSONAL PROPERTY AND PARKING
The Energy Group, Inc. is not responsible for employees’ personal property which may be lost or stolen.
Employees of The Energy Group, Inc. are provided a secured parking area for their personal vehicles. Upon hire, they will be instructed by their supervisor regarding the area in which to park their vehicle. The gates to the entrance of this secured parking area should be closed after entrance and upon exit. Any mechanical difficulties relating to the parking area gates or security in general should be reported to management immediately.
It is expected that there will be no unnecessary employee loitering in the parking area after scheduled shifts have ended.
PERSONNEL RECORDS AND DISCLOSURE
The Energy Group, Inc. strives to balance its need to obtain, use and retain employment information with everyone’s right to privacy. The Company attempts to restrict the personnel information maintained to which is required by federal, state, or local law.
Employees have a responsibility to make sure their personnel records are up to date and should notify the Human Resources Department in writing of any changes in their personal information. These changes include, but are not limited to:
Name, address, and telephone number changes
Marital status or family status change (See Employee Benefits Program documentation for notification of change requirements)
Tax status changes
All changes to personal records are to be signed and dated by the employee in the form of an address change form, Status App Form, or W-4 document.
Employees may inspect their own personnel records and may copy, but not remove, documents in the file on their own time and during regular business hours, in the presence of the Human Resources Manager. Such an inspection must be requested in writing to the Human Resources Department and will be scheduled at a mutually convenient time. A reasonable charge will be made for any copies of records made by the employee.
External request for employee information must be directed to the Human Resources Department. The employee’s written consent and release will be obtained before disclosing written information to outside parties unless required by law or court order. Telephone inquiries will only be answered to verify basic information, such as dates of employment, status, or title.
Energy Group, Inc. Company Issued Property
Use of Equipment
All Energy Group, Inc. Property – including desks, storage areas, work areas, lockers, file cabinets, credenzas, computer systems, office telephones, cellular telephones, modems, facsimile machines, duplicating machines, copying machines, tablets, tuff books and vehicles – must be used properly and maintained in good working order. Employees who lose, steal, or misuse Energy Group, Inc. Property may be personally liable for replacing or repairing the item.
Energy Group, Inc. reserves the right, at all times and without further notice, to inspect and search all Energy Group, Inc. Property for the purpose of determining whether this policy or any other policy of Energy Group, Inc. has been violated, or when an inspection and investigation is necessary for purposes of promoting safety in the workplace or compliance with state and federal laws. These inspections may be conducted during or outside of business hours and in the presence or absence of the affected employee.
Whether information is entered or sent during or outside of working time, employees have no right of privacy as to any information or file maintained in or on Energy Group, Inc. Property or transmitted or stored through Company computer systems, voice mail, e-mail, or other technical resources. If, during the course of your employment, you perform or transmit work on Company computer systems or other technical resources, your work may be subject to the investigation, search, and review of others in accordance with this policy. In addition, any electronically stored communications that you either send to or receive from others may be retrieved and reviewed when doing so serves the legitimate business interests and obligations of Energy Group, Inc.
Employees should use the computer systems only for business purposes. Using e-mail or the Internet for personal, non-business, purposes is prohibited during working time.
Employees may access only electronic files or programs that they have permission to enter. Unauthorized copying or use of computer software exposes both Energy Group, Inc., and the individual employee to substantial fines and/or imprisonment. Therefore, employees may not load personal software onto Energy Group, Inc.’s computer system, and may not copy software from Energy Group, Inc. for personal use. All employees must contact the (insert title of appropriate Company representative) to install any software on Energy Group, Inc.’s computer system.
Unauthorized review, duplication, dissemination, removal, installation, damage or alteration of files, passwords, computer systems or programs, or other property of Energy Group, Inc., or improper use of information obtained by unauthorized means, will not be tolerated.
Messages stored and/or transmitted by voice mail or e-mail must not contain content that may reasonably be considered offensive or disruptive to any employee. Offensive content would include, but not be limited to, sexual comments or images, racial slurs, gender-specific comments or any comments or images that would offend someone on the basis of his or her age, sexual orientation, religious or political beliefs, national origin, or disability.
Unacceptable Use of the Internet
In addition to the requirements stated above, use of the Internet must not disrupt the operation of Energy Group, Inc. network or the networks of other users, and must not interfere with the productivity of any employee. Copyrighted materials belonging to entities other than this Company may not be transmitted by employees on the Internet. One copy of copyrighted material may be downloaded for an employee’s personal use in research if pre-approved by the employee’s manager. Employees are not permitted to copy, transfer, rename, add, or delete information or programs belonging to other users unless given express permission to do so by the owner of such information or programs.
Employees should be aware that harassment of any kind is prohibited. No messages with derogatory or inflammatory remarks about an individual or group’s age, disability, gender, race, religion, national origin, physical attributes, sexual preference or any other classification protected by federal, state, or local law will be transmitted.
Employees will be given an electronic mail password when granted access to the Internet or Energy Group, Inc.’s electronic mail system. Employees may change these passwords from time to time; however, all passwords must be made known to Energy Group, Inc. Because your system may need to be accessed by Energy Group, Inc. when you are absent, the Computer Department will be able to access all Company computer equipment, electronic mail, and Internet accounts.
Each employee is responsible for the content of all text, audio, or images that they place or send over the Internet. All messages communicated on the Internet should have your name attached. No messages will be transmitted under an assumed name. Employees or other users may not attempt to obscure the origin of any message. Employees who wish to express personal opinions on the Internet are encouraged to obtain their own usernames on other Internet systems.
Computer and System Security
All computers and the data stored on them are and remain at all times the property of the Company. As such, all messages created, sent, or retrieved over the Internet or Energy Group, Inc.’s electronic mail system are the property of Energy Group, Inc., and should be considered public information. Energy Group, Inc. reserves the right to retrieve and read any message composed, sent or received on Energy Group, Inc.’s computer equipment and electronic mail system. Employees should be aware that, even when a message is deleted or erased, it is still possible to recreate the message; therefore, ultimate privacy of a message cannot be ensured to anyone. Accordingly, Internet and electronic mail messages are public communication and are not private. Furthermore, all communications, including text and images, can be disclosed to law enforcement or other third parties without prior consent of, or notice to, the sender or the receiver.
Violations of any guidelines listed above may result in disciplinary action up to and including termination. In addition, Energy Group, Inc. may advise appropriate legal officials of any illegal violations. This policy is in no way intended to modify the at-will nature of employment with Energy Group, Inc.
PERSONAL TELEPHONE CALLS
Employees are expected to limit the number and length of personal phone calls made and received during business hours, including overtime hours. Observance of phone call abuse may result in disciplinary action.
USE OF EQUIPMENT AND TOOLS
The use and maintenance of the Company’s property is the responsibility of the employees at The Energy Group, Inc. Office equipment and tools should be properly maintained and used only for its intended purpose. Employees are expected to report all damaged, lost, or stolen equipment and tools to their immediate supervisor. All equipment, tooling, supplies, etc. are Company assets, therefore, employees found to have damaged Company property due to negligence, carelessness, or intentional acts, or whose acts result in the theft of Company property, may be subject to disciplinary action.
BUSINESS USE OF CELL PHONES AND TWO-WAY RADIOS
Company Cellular telephones are to be used for Company business only. No incoming or outgoing personal phone calls are allowed unless for emergency purposes. Employees are responsible for the safe keeping and usage of cellular phones.
It is expected that employees of The Energy Group, Inc. use office supplies for business purposes only.
TECHNOLOGY AND IT NETWORKS
The following policies will address the use of Energy Group, Inc. technology and Information Technology (IT) networks including all forms of technology such as computers, laptops, monitors, copiers, scanners, fax machines, tablets, smart phones/cell phones, office phones, software applications, internet and Company secure file networks.
Acceptable Use of Technology
The only acceptable use of Energy Group, Inc. technology is for business purposes. Personal usage may result in corrective action based on the severity of the offense. The following use of Energy Group, Inc. technology is prohibited and will subject the individual involved to disciplinary action, at the sole discretion of the Company, up to and including termination:
Sending of sexually explicit, foul language, harassing or intimidating email or text messages to another employee or anyone outside of the Company.
Internet access to pornographic websites.
Download or sending of pornographic or sexually explicit images.
Download of large files such as videos, movies or books that are not related to work activities.
Remember: protect the Company, protect yourself.
Identification codes (ID) and passwords must be used to maintain protection and security from outside access to any Energy Group, Inc. technology that contains access to sensitive Company information (see Confidentiality section for more details.) ID and Passwords are to be kept by the employee and by the Company’s third-party IT administrator as a backup. Software that is not managed by the Company’s third-party IT administrator will be the responsibility of a designated administrator within the Company regarding IDs and Password administration or other activities such as backup of data. Network access is controlled and is provided to only those that need administrative access to the Company’s network folders and software systems. The company requires the use of virus protection software for all computers and laptops. The virus software should only be installed on by the Company’s third-party IT administrator. The Energy Group, Inc. has all rights to the data contained within any of its technology.
The Company’s third-party IT administrator is responsible for managing or recommending a back-up and disaster recovery plan for the Company’s network and software systems.
The Energy Group, Inc. endeavors to maintain its technology to the latest most reasonable level. This applies to computers, laptops, tablets, smartphones, and software applications, where the Company has control of the ability to upgrade the technology to keep it reasonably current.
Network Set up and Documentation
Network access is strictly controlled for those employees that need access for administrative purposes only. Network access users will be monitored for any transfer or unusual movement of files that is not normal business.
If an employee has a problem with Energy Group, Inc. technology, please let your supervisor know about the problem. The Company’s third-party administrator has responsibility supporting IT service for all computers, laptops, tablets, network and for software. Cell phones and smartphones are supported by a cell phone third-party vendor with a customer contact phone number. Other operating software such as QuickBooks, ADP and other software that is managed by outside companies that run software as a service. Each software has its own customer service contacts.
SOCIAL MEDIA POLICY
Guidelines for functioning in an electronic world are the same as the values, ethics and confidentiality policies employees are expected to live every day, whether you are Tweeting, talking with customers, or chatting over the neighbor’s fence. Remember, your responsibility to Energy Group, Inc. does not end when you are off the clock. For that reason, this policy applies to both company sponsored social media and personal use as it relates to Energy Group, Inc.
What You Should Do:
Disclose your Affiliation: If you talk about work related matters that are within your area of job responsibility you must disclose your affiliation with Energy Group, Inc.
State That It is YOUR Opinion: When commenting on the business. Unless authorized to speak on behalf of Energy Group, Inc., you must state that the views expressed are your own. Hourly employees should not speak on behalf of Energy Group, Inc. when they are off the clock.
Protect Yourself: Be careful about what personal information you share online.
Act responsibly and ethically: When participating in online communities, do not misrepresent yourself. If you are not a vice president, do not say you are.
Honor Our Differences: Live the values. Energy Group, Inc. will not tolerate discrimination (including age, sex, race, color, creed, religion, ethnicity, sexual orientation, national origin, citizenship, disability, or marital status or any other legally recognized protected basis under federal, state, or local laws, regulations or ordinances).
What You Should Never Disclose:
The Numbers: Non-public financial or operational information. This includes strategies, forecasts and most anything with a dollar-figure attached to it. If it is not already public information, it is not your job to make it so.
Personal Information: Never share personal information about our employees or customers.
Legal Information: Anything to do with a legal issue, legal case, or attorneys.
Confidential Information: Do not publish, post, or release information that is considered confidential or top secret.
CREDIT CARD POLICIES AND PROCEDURES
Energy Group, Inc. credit cards will be issued to employees, only with approval of Management.
Credit cards will only be used for business purposes. Personal purchases of any type are not allowed.
The following purchases are not allowed:
Alcoholic beverages/tobacco products
Tools, Office Supplies, Equipment Repairs, unless prior authorization has been granted
Any other items deemed inconsistent with regular Energy Group, Inc. business
Cash advances on credit cards are not allowed.
Cardholders will be required to sign an agreement indicating they accept these terms. Individuals who do not adhere to these policies and procedures risk revocation of their credit card privileges and/or disciplinary action that may result in termination of employment.
Prior Authorization must be obtained for purchases exceeding $250.00
Detailed receipts must be retained and submitted to the main office within 7 Days of the date of purchase. In the case of meals and entertainment, each receipt must include the names of all persons involved in the purchase, and a brief description of the business purpose of the purchase, in accordance with Internal Revenue Service regulations.
TRAVEL AND EXPENSE POLICY
It is the policy of the Energy Group, Inc. to reimburse employees for reasonable and necessary expenses incurred in connection with preapproved travel or preapproved business expense. Equipment and operating supplies must follow the Energy Group, Inc. Purchase Order process prior to purchase and cannot utilize the Travel and Expense Policy for purchase of equipment or operating supplies. Employees seeking reimbursement for travel or business expenses should get the lowest reasonable price for the expense and exercise care to avoid impropriety or the appearance of impropriety by following this policy in detail. Reimbursement is allowed only when reimbursement has not been, and will not be, received from other sources. If a procurement or expense circumstance arises that is not specifically covered in this travel and expense policy, then your supervisor must request and gain approval from the President for the unusual item prior to incurring the expense. Any business expense over $250 per expense report total must be approved by the President prior to incurring the expense.
Authorization and responsibility
All travel and business expense must be preapproved. Employees should verify that planned travel is eligible for reimbursement prior to making travel arrangements and prior to incurring expense. Within 30 days of completion of approved travel, the employee must submit an Energy Group, Inc. Expense Report Microsoft Excel file Form (“Expense Report”) and supporting documentation such as all receipts to obtain reimbursement of expenses. Ask your supervisor or the Human Resource manager for a copy of a blank Company Expense Report.
An employee may not approve his or her own Expense Report. Expense over $250 in total must be approved by the President prior to the expense being incurred. Expense under $250 in total must be approved by the employee’s direct supervisor prior to the expense being incurred. A printed Expense Report Form must be signed by the employee that is submitting the Expense Report and the President, or, by the employee and their direct supervisor (for travel or business expense per Expense Report in total under $250).
All travel and business expense reimbursement for members of the management team including the Safety Director, VP of Operations, Area Manager(s), etc. must be preapproved by the President, who has financial controls responsibility, prior to incurring the expense. All expenses must be submitted on the Energy Group, Inc. Expense Reimbursement Form, printed, and signed by the manager incurring the preapproved expense and the President, to gain reimbursement.
Employees should review reimbursement guidelines in this policy requiring preapproval before spending personal funds for business travel or for other business expense to determine if such expenses are reimbursable. The Energy Group, Inc. reserves the right to deny reimbursement of travel-related or other business-related expense for failure to comply with this Travel and Expense Policy.
Employees who use personal funds to facilitate travel arrangements will not be reimbursed until after the trip occurs and proper expense report documentation is submitted.
Occasionally it may be necessary for employees to request exceptions to this travel and business expense policy. Requests for exceptions to the policy must be made in writing or email format and preapproved by the President prior to incurring the expense.
Travel and Expense Procedures
Authorized business travel for employees that includes any reimbursement for airfare, fuel, or rental car must be pre-approved by the President.
Reimbursement of parking, personal vehicle mileage, gasoline in lieu of mileage and ferry or bus passes do not require pre-approval, however the trip and business purpose must be pre-approved.
The Energy Group, Inc. requires an employee to complete an Expense Report any time a Company Credit Card, gas card or preapproved expense is submitted for reimbursement. Signed Expense Reports are to be submitted to the main office on the authorized Energy Group, Inc. Expense Reimbursement Form. The Expense Report must be accompanied by supporting documentation and receipts.
All reimbursement forms must be submitted to the main office within two weeks after the trip or expense is completed.
Requests for reimbursement of all expenses are to be submitted with a receipt attached to the Energy Group, Inc. Expense Reimbursement Form.
Permissible prepaid travel expenses
Travelers are expected to obtain the lowest available airfare that reasonably meets business travel needs. Airfare may be purchased by the Energy Group, Inc. office account to take advantage of price discounts.
Employees who need to travel are encouraged to gain preapproval and book flights at least 2 weeks in advance to avoid premium airfare pricing.
First-class and business class tickets are not reimbursable by the Energy Group, Inc.
Coach class or economy tickets must be purchased for domestic (defined as flight time totaling less than five consecutive hours excluding layovers). A higher-priced coach ticket cannot be purchased for a subsequent upgrade in seating. No international flights are allowed unless preapproved by the owners.
The Energy Group, Inc. will pay for approved business use of a rental vehicle for an economy size vehicle only in association with business travel. Upgrades to full-size vehicles or other vehicles must be pre-approved by the President.
Conference registration fees
Conference registration fees must be preapproved by the President. Business-related banquets or meals that are over $250 must be preapproved by the President prior to the event.
Cash advances are not allowed at the Energy Group, Inc. Employees are to be reimbursed after completion of the trip.
Expense Reports associated with the travel and business expense must be reconciled to be complete with all receipts and submitted to the main office within two weeks of the return date for reimbursement.
Travel and business expense reimbursement scenarios:
Airfare. If the airfare was not purchased by the main office, an original itemized airline receipt, an e-ticket receipt/statement or an Internet receipt/statement is required indicating the total cost of the airfare. The receipt must show the purchaser name, method of payment, the payment date and indicate that payment was confirmed or completed.
Travelers are expected to obtain the lowest available airfare that reasonably meets business travel needs and is required to be an economy class ticket. Travelers are encouraged to book flights at least two weeks in advance to avoid premium pricing.
First-class or business class tickets are not reimbursable.
Automobile (personally owned travel)
A valid driver’s license issued within the United States and personal automobile insurance are required for expenses to be reimbursed when an employee drives their personal vehicle to a business destination. Drivers should be aware of the extent of coverage (if any) provided by his or her automobile insurance company for travel that is business or not personal in nature.
Reimbursement for use of a personal automobile is based on the Energy Group, Inc.’s personal vehicle auto mileage reimbursement rate that is based on the Internal Revenue Service (IRS) published rate.
The Energy Group, Inc. Expense Reimbursement Form is required to be submitted with receipts for reimbursement for all vehicle-related expenses, including gasoline, or the personal auto mileage reimbursement rate. Employees will only be reimbursed for fuel or the auto mileage reimbursement rate, not both. Employees may opt to request reimbursement for gasoline in lieu of the auto mileage rate. In these instances, original, itemized, and legible receipts are required for all gas receipts.
Reimbursement for a rental vehicle must be preapproved in conjunction with a planned business trip and the vehicle rental must be picked up and returned to the same location. Rental cars that are picked up and dropped off at a different location must be preapproved by the President prior to rental of the car as the additional cost of rental car drop-off fees apply. In certain circumstances, vehicles other than economy size rental cars may be rented, with preapproval from the President. The rental agreement must clearly show the date and the location of departure/arrival, as well as the total cost. Drivers must adhere to the rental requirements, and restrictions must be followed. Original receipts are required to be submitted with the Energy Group, Inc. Expense Reimbursement Form.
When vehicle rentals are necessary, the Energy Group, Inc. requires employees to purchase collision damage waiver (CDW) and loss damage waiver (LDW) coverage. The Energy Group, Inc. will reimburse the cost of CDW and LDW insurance coverage; all other insurance reimbursements will be denied. (Discuss if appropriate, for Energy Group, Inc. Insurance coverage).
Drivers should be aware of the extent of a coverage (if any) provided by their automobile insurance company for travel that is business or not personal in nature.
Parking fees, tolls and other incidental costs associated with the vehicle use are not covered by the rental agreement and must be submitted as separate expense. Receipts are required for all parking and tolls to be submitted for reimbursement.
Employees are required to fill the gas tank before returning the vehicle to the rental agency to avoid additional fuel charges and service fees.
Conference registration fees
If the conference fee was not prepaid, the Energy Group, Inc. will reimburse these fees, including business-related banquets or meals that are part of the conference registration as long as the conference event was preapproved prior to travel by the President. Original receipts to support the payment are required. If the conference does not provide a receipt, then a cancelled check, credit card slip/statement or documentation that the amount was paid is required for reimbursement.
Registration fees paid directly by an employee will not be reimbursed until the conference is completed.
The cost of overnight lodging (room rate and tax only) will be reimbursed to the employee if the travel is preapproved.
Business meals as a group
Travelers are required to follow the Energy Group, Inc. expenditure policies when requesting reimbursement for business meals in a group of more than four employees. Business meals as a group must be approved by the President prior to organizing the business meal as a group. Original itemized receipts are required to be submitted with the Energy Group, Inc. Expense Reimbursement form.
Travel business expenses
Business expenses, including faxes, photocopies, Internet charges, data ports and business telephone calls incurred while on travel, can be reimbursed. Original itemized receipts are required to be submitted with the Energy Expense Reimbursement Form.
Original receipts are required for parking fees (including airport parking) totaling $10 or more. The lodging bill can be used as a receipt when charges are included as part of the hotel overnight stay.
The costs of personal telephone calls are the responsibility of the individual. An employee’s cell phone should be used to make business calls instead of hotel phones when possible. If there is cost incurred by the employee to make business calls, then this expense is reimbursable as long as the expense is clearly defined as being caused by the business call.
Original receipts are required for tolls totaling $10 or more submitted with the Energy Group, Inc. Expense Reimbursement form.
Original receipts are required for taxi, bus, subway, metro, ferry, Uber or Lyft fees and other modes of transportation if costs are $10 or more for each occurrence.
The following items that may be associated with business, but will not be reimbursed by the Energy Group, Inc.:
Airline club memberships.
Business or first class for flights.
Childcare, babysitting, house-sitting, or pet-sitting/kennel charges.
Commuting between home and the primary work location.
Costs incurred by traveler’s failure to cancel travel or hotel reservations in a timely fashion.
Entertainment events with customers unless preapproved by the President
Evening or formal wear expenses.
Haircuts and personal grooming.
Laundry and dry cleaning.
Personal entertainment expenses, including in-flight movies, headsets, health club facilities, hotel pay-per-view movies, in-theater movies, social activities, and related incidental costs.
Travel accident insurance premiums or purchase of additional travel insurance.
Other expenses not directly related to the business travel.
The Company reserves the right to examine all communications, inquiries, or information stored using electronic or other media. No Company work documents or files are to be taken home unless, authorized by senior management.
The health and safety of associates is of utmost concern to The Energy Group, Inc. It is therefore imperative for the Company to know of any communicable conditions that an employee may have so precautionary measures may be taken if deemed necessary. An employee is required to report any such condition to senior management. The employee may work with or without reasonable accommodation, as long as they do not pose a health risk to others. Confidentiality is important to maintain throughout this process.
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