Employee Handbook for a Beverage Company Such as Coca-Cola - Case Study Example

19 PERSONAL FILES AND EMPLOYEE REFERENCE 19.1 Upon employment, the employees are provided with a personal file that contains their information that includes job Application forms, curriculum vitae and academic transcripts, work descriptions, records relating to job offers, promotion, demotion, transfer, layoff, terms of conditions and training records. Also included in the personal file are reference/background file, drug test results, workers compensation claims and litigation documents. .19.2 The information provided by the employees should be accurate and up-to-date. They are required changes in their personal information to the Human Resource department within three days for it to be updated. Employees should report changes in their address, telephone number, marital status, bank name and account number, name, contacts of a family member or close person to call in a case of emergency and educational achievement. EMPLOYEE REFERENCE 19.3 The Organization will provide reference for workers who have worked for it for at least a year or those who have rendered their services to the company. The reference will include: • An employee’s ability to perform his or her job • Official employment date • Job position • Salary and achievements • The diligence, skill, or reliability with which a worker carries out his or her responsibilities. • Any illegal or wrongful act a worker committed concerning his or her job duties. 19.4 Employee requesting for additional information should notify the organisation. 20 TRAVEL POLICIES 20.1 Employees have the right to claim the expenses incurred in travelling while performing their responsibilities. The employees should use discretion when using the Company funds and must ensure that the expenditures are necessary and appropriate for meeting business needs. The employees are also expected to: • Follow the policies and procedures of seeking reimbursements. • Avail receipts for all expenses. • Avail all travel expenses before 25th of each month. • Return any excess reimbursement or allowance within a reasonable period. 20.2. The employees should submit travel expenses that include hotel accommodation, airline travel electronically via the Company accounts payable portal. Additionally, they are requested to use an Invoice Payment Form to request for travel advances. 21. USE OF INTERNET TECHNOLOGY 21.2. The employees are allowed to use computers and Internet facilities to assist them in performing their tasks. The computer and Internet services provided should only be used to serve customers and conduct the company’s business. For this reason, employees are prevented from using the same to perform personal work. Also, employees who have access to company’s computers are expected to act responsibly and ethically. They are only allowed to access websites that are appropriate and relevant to their work. The use of the Company’s networks systems and computer hardware is an opportunity that is granted by the administration and may be withdrawn for bad behaviour carried out on such systems but not restricted to: • Forwarding a string of letters or engaging in any way in the transmission of unsolicited spam that are outside the Company’s objectives. • Producing unofficial copies of Company files or data • Destroying, erasing, erasing or hiding Company files or data • Participating in unlawful and malicious activities • Use of abusive, sexist, profane language in both private and public messages. • Accessing pornographic materials • Leaving computers or systems unattended Moreover, the use of the Company’s internet must not interfere it its operation or disrupt employee productivity. Employees that do not follow the rules may get punished by being relieved of their duties. 22. SOCIAL MEDIA POLICY 22.1. The company does not prevent employees from owning social media accounts or from being active users of the same. They are allowed to associate themselves with the Company but must clearly state that their posts are personal and do not reflect the Company’s position. Employees should use the following guidelines: • When employees comment on any aspect of the Company’s business, they must clearly identify themselves as a worker for the organisation and include a disclaimer. • Online publishing should not include the Company logos or trademarks unless consent is asked for and given. • All web updates must consider copyright, privacy, appropriate use, financial divulgence and other applicable laws • Employees should require approval when posting on the Company’s Facebook page, Twitter account, etc. 22.2. The Company holds power to demand that certain topics be avoided, remove certain posts, and remove inappropriate remarks. Failure to follow the existing rules will result in disciplinary action that may lead to contract termination. 23. HEALTH, SAFETY, AND SECURITY AT WORK 23.1. Employees are expected to ensure that they are safe at work by acting according to the Workplace and Safety law applicable to their state and the Organization’s policies and procedures. 23.2. All employees are required to be fit may performing their duties. If an employee is considered unfit due to health reasons or the effects drugs and alcohol, they will be prevented from carrying out their responsibilities. Also, the will be required to undertake a medical examination and obtain a fitness clearance before being allowed to continue with their work. Moreover, employees who fail medical and fitness tests would be forced to resign from work. However, they would be compensated as required by law. 23.3. Employees are required to be vigilant in their workplaces by reporting on potential hazards to the management. They are also expected to participate in all drills or activities that are geared towards equipping them with skills on how to go about an emergency. 24. ANTI-HARASSMENT POLICY 24.1. The Company is dedicated to creating and sustaining an environment that is free of harassment where all employees are handled with honour and dignity. It, therefore, discourages all forms of harassment among its employees that may make them feel offended, humiliated, and intimidated at work. Some behaviour that may border harassment includes insults, intimidation, gossiping, and victimisation. 24.2. Employees are encouraged not to tolerate any form of harassment in the workplace. If any worker feels offended or a is a victim of any harassment, he or she is free to report to the HR department. On the other hand, employees who are found culpable of harassing others will be relieved of their duties. 24.3. The right to freedom from harassment covers all workers including full-time, part-time, interim, probationary, casual, contract workers, interns, and trainees. It also applies to events that occur outside the real workplace such as during field trips or company functions. Read More