Katie Clean HANDBOOK
TABLE OF CONTENTS
1. Policy Administration
1.1 Notice Regarding Team Member Manual
1.2 Purpose of Team Member Hand
1.3 Mission Statement
1.4 Katie Clean Culture & Values
2. Terms of Employment
2.1 At-Will Employment
3. Hiring Guidelines
3.1 Probationary Period
3.2 Equal Opportunity
3.3 Criminal Background Check
4. Hiring Procedures
4.1 Immigration Law Compliance
4.2 New Team Member Orientation
5. Team Member Classifications
5.1 Full Time
5.2 Field Lead
5.3 Part Time
5.4 Day Labor
5.5 Field Manager
6. Human Resources
6.1 Anniversary Date
6.2 Open Door Policy
6.3 Personnel Files
6.4 Performance Reviews
6.5 Complaints and Grievance Procedures
6.6 Problem Resolution
7. Team Member Privacy Issues
7.1 Confidential Information
7.2 Medical Records
7.3 Team Member Data and Confidentiality
7.4 Team Member Privacy in the Workplace
8. Work Schedule
8.1 Business Hours
8.2 Flexible Scheduling
8.3 Meals and Rest Breaks
8.4 Tardiness
8.5 Inclement Weather
8.6 Time Clocks
8.7 Travel Time
8.8 Carpooling
9. Payroll Mechanics
9.1 Garnishments
9.2 Mandatory Payroll Deductions
9.3 Payroll Schedule
9.4 Pay by Check
10. Compensation
10.1 Overtime
10.2 Tip Credit
11. Government-Required Insurance Coverage
11.1 Social Security
11.2 Unemployment Insurance
11.3 Workers Compensation
11.4 State Disability Insurance
12. Time Off- Unpaid
12.1 Unpaid Leave of Absence
12.2 Documentation for Medical Leave 12.3 Reinstatement After Medical Leave
13. Company Property
13.1 Company Property
13.2 Return of Company Property
13.3 Company Phones
13.4 Software Use
13.5 Deposits
14. Reimbursements
14.1 Expense Reimbursement
14.2 Mileage Reimbursement
15. Appearance Standards
15.1 Dress Code
15.2 Grooming Standards
16. Behavior Standards
16.1 Friendships within the Katie Clean Team 16.2 Blogs and Social Media
16.3 Compliance
16.4 Attendance
16.5 Customer Service
17. Restrictions on Conduct
17.1 Conflicts of Interest
17.2 Gratuities
17.3 Nepotism
17.4 Contacting Clients
18. Workplace Safety
18.1 Accidents
19. Potentially Disruptive Behavior
19.1 Inappropriate Language
19.2 Camera and Recording Devices
19.3 Music Devices
20. Substance Control
20.1 Substance Abuse
20.2 Smoking
21. Unlawful Behavior
21.1 Harassment
22. Termination Process
22.1 Final Paycheck
22.2 Resignations
22.3 Terminations
23. Receipt and Acknowledgement
23.1 Agreements
1. Policy Administration
1.1. Notice Regarding Team Member Manual
The policies in this manual are to be considered guidelines. No provision of this manual or any other organization's Human Resources Policy Manual is an employment contract or any other type of contract guaranteeing continued employment for any Team Member. Katie Clean maintains flexibility in administering policies and procedures and reserves the right to change or revise policies and procedures without notice when such action is deemed necessary. Any such action shall apply to existing as well as future Team Members with continued employment being the consideration between the employer and Team Member. Team Members may not accrue eligibility for monetary benefits they have not earned through actual time spent at work. Team Members shall not accrue eligibility for any benefits, rights, or privileges beyond the last day worked. No one other than the CEO of Katie Clean may alter or modify any of the policies in this manual. No statement or promise by a supervisor, manager, or department head may be interpreted as a change in policy nor will it constitute an agreement with a Team Member. Should any provision in the Team Member Manual be found to be unenforceable and invalid, such finding does not invalidate the entire Team Member Manual, but only the subject provision.
1.2. Purpose of Team Member Handbook
This manual has been prepared to inform you about Katie Clean employment practices, and policies, as well as the benefits provided to you as a valued Team Member and the conduct expected from you. We expect you to understand all of the items covered in this handbook and apply your knowledge to the tasks that you perform in the course of your employment.
No Team Member manual can answer every question, nor do we want to restrict the normal question-and-answer interchange among us. It is through our person-to-person conversations that we can better know each other, express our views, and facilitate working together in a harmonious relationship.
The section of this Handbook that follow will set specific expectations for all of our Team Members. While we try to be clear and provide adequate detail on each policy, we understand that the sections often only summarize Company practices. You should not hesitate to look to your supervisor for additional explanation.
It is important for every Team Member to understand that NOTHING IN THIS HANDBOOK IS A CONTRACT OR PROMISE. The policies can change at any time, for any reason, without notice, at the sole discretion of Katie Clean. If and when provisions are changed, you will be given replacement pages for those that have become outdated.
We ask that you read this manual carefully, and refer to it whenever questions arise. We hope this manual will help you feel comfortable with Katie Clean and our company policies. We depend on you -- your success is our success. Please don't hesitate to ask questions. Your manager will gladly answer them. We believe you will enjoy the Katie Clean work environment, your job, and your fellow Team Members. We also believe you will find Katie Clean an excellent place to work.
1.3. Katie Clean’s Mission Statement
Katie Clean was founded with a simple mission, to provide a service that allows others to genuinely enjoy their lives more. We do this by easing the monotonous burdens in their life which creates more free time for our clients. It is incredibly fulfilling for us to serve others in this way. Today, we are pleased that Katie Clean continues to grow beyond our expectations. We credit this growth to a few key attributes that help us rise above our competitors. Some examples include a proven track record with our long-standing clientele, flexible plans to work with any budget, high standards in our hiring and training process, a dedication to quality control, and a commitment to always put people above profit for not only our clients, but our staff as well. This can all be summed up into one word: INTEGRITY. Integrity is at the core of who we are and what we do. We look forward to an opportunity to serve you.
1.4. Katie Clean’s Culture & Core Values
Katie Clean values and respects all team members and their personal beliefs. We place a high value on morals and integrity. Meaning we believe in a people-first approach. We believe in bringing our best to serve others, one another, and to be a blessing to our clients and team members. We strive to do that in every decision, big and small throughout the day. It is important to use that you feel valued as a vital part of our team. We encourage open dialogue from our team members on ways we can do that.
2. Terms of Employment
2.1. At-Will Employment
All employment and compensation with Katie Clean is "at will"; which means that you are able to resign from your position at any time, and for any reason or no reason, without any further requirements or recrimination. It also means that the company is free to terminate employment at any time and for any reason or no reason, without any notices—with or without cause, except as otherwise provided by law.
Notwithstanding the above, Washington has a “public policy” exception. That is, it is illegal for an employer to terminate a Team Member for refusing to break the law on behalf of the employer.
State courts have recognized the concept of an “implied contract” exception to the at-will employment concept; that is, courts have found contractual obligations in an employer’s expressed written assurances that Team Members would only be discharged for cause, such as written representations of guidelines and policies found in Team Member handbooks.
No part of this Team Member Handbook constitutes, in any way, a contract or promise, or guarantee of continued employment. It is not possible for any Company manager to authorize a change in a Team Member’s “at-will” status or to contract with any Team Member for terms of employment in violation of this “at-will” policy without specific written consent and approval of the hiring contract by Katie Clean CEO.
Having stated the above "at-will" employment policy, it is requested, but not required, that you commit to a 30-day notice if you intend to leave your employment with Katie Clean. Training and re-assignment of the Team Member routes is a complex responsibility and we are unable to cover your staff position in less than 15-30 days.
3. Hiring Guidelines
3.1. Probationary Period
All newly hired regular Office/Service Team Members are placed in a three-month probationary status. During this time, supervisors will work closely with Team Members, evaluating their performance and suitability for the position. All Team Members are formally evaluated at the end of this period to determine their proficiency in their position and acceptability as a permanent Team Member. After satisfactory completion of the probationary period, they will automatically become a regular Team Member of Katie Clean. Should Team Members fail to successfully complete the probationary period, they may be terminated or the probationary period may be extended for up to an additional six months. No more than one extension may be granted.
All new Managerial/Professional Team Members may serve a probationary period at the discretion of the hiring supervisor.
Employment continues to be "at will" and successful completion of the probationary period does not guarantee continued employment.
Successful completion of the probationary period does not guarantee a pay increase.
3.2. Equal Opportunity
Katie Clean will recruit, hire, promote, transfer, train, and make all other employment decisions without regard to race, color, religion, sex, age, national origin, ancestry, pregnancy, disability, veteran status, or any other protected status. We do not and will not permit Team Members to engage in unlawful discriminatory practices, sexual harassment, or harassment based on race, color, religion gender, national origin, ancestry, pregnancy, age or disability. Team Members and their work environments should be free from all forms of unlawful harassment and intimidation. Harassment based on an individual's race, color, religion, gender, national origin, ancestry, age, or disability is strictly prohibited. We will promptly investigate any allegation of harassment and, if it is determined that harassment has occurred, will take appropriate disciplinary action, up to and including discharge of the offending Team Member(s).
Harassment is verbal or physical conduct that denigrates or shows hostility toward an individual because of his/her race, color, religion, gender, national origin, ancestry, age, or disability, and that creates an intimidating, hostile, or offensive working environment. Harassment may include, but is not necessarily limited to: epithets, slurs, jokes, or other verbal or physical conduct relating to an individual's race, color, religion, gender, national origin, age, or disability. Sexual harassment consists of unwelcome sexual advances, requests for sexual favors, and other verbal or physical conduct of a sexual nature that creates an offensive or hostile work atmosphere.
Behavior of this nature is unprofessional and can distract Team Members from performing their job functions. Therefore, any form of unlawful harassment, including unwelcome sexual advances, requests for sexual favors, or verbal or physical conduct that has sexual connotations will not be tolerated. (Such behavior by vendors and other non-Team Members who have reasons to be on work premises or who otherwise have dealings with our Team Members also will not be tolerated).
Any Team Member who believes that he or she is being sexually harassed or harassed on the basis of race, color, religion, gender, national origin, ancestry, pregnancy, age, or disability should promptly take the following step:
Go to your immediate supervisor and, orally or in writing, state the specific details of the harassing behavior. If you so desire, you may report the behavior directly to Human Resources or to any other manager.
Our policy is to listen to all reasonable complaints, investigate with due regard for confidentiality, and quickly take appropriate action to end any harassing behavior.
3.3. Criminal Background Check
Katie Clean reserves the right to conduct a criminal check on all Team Members, whether full-time or part-time. Criminal convictions can be grounds for disqualification from a job, but does not automatically disqualify a candidate from consideration. Depending on the nature of the position, the violation, and the age of the candidate when the crime occurred, the candidate can still be considered for a job. Conversely if the candidate tries to hide any information pertaining to the conviction or falsified their application then they will be disqualified from any position within the company.
New employees are not required to fill out an application previous to employment, but one may be asked or required as the nature of their position or job deems it necessary.
4. Hiring Procedures
4.1. Immigration Law Compliance
In compliance with the Immigration Reform and Control Act of 1986, you were asked, as a condition of employment, to complete the Employment Eligibility Verification "Form I-9" and present documentation establishing your identity and employment eligibility. Katie Clean will hire only those individuals who are authorized to work in the United States. You will not be allowed to continue work at Katie Clean unless this form and related documentation are delivered to Human Resources within three days of your first paycheck.
If you are working on a temporary work permit, it is your responsibility to renew that permit or your employment will end on the last day you are legally able to work in the United States. If, however, you are unable to obtain the assistance that you need to complete this permit renewal, contact your immediate supervisor or Human Resources.
4.2. New Team Member Orientation
All Team Members will be scheduled for a general orientation session, but because we conduct "working interviews" to decide the eligibility of the applicant, the orientation may occur at any time within the probationary period with the company. This meeting will be conducted by a representative of our company who will provide information and guidance with respect to our policies and procedures. You will also be asked to complete paperwork and forms relating to your employment, such as tax withholding forms, emergency contact forms, and benefits paperwork. This will likely be required after the first working interview. Your first complete check will reflect your first working interview time previous to employment. This will be reflected on your first full pay period check.
During your informal meeting/session, you are encouraged to ask questions. It is important to your success that you understand company procedure, so ask about any aspects that may be unclear. If questions arise after the orientation session, you can bring them up with your immediate supervisor or with the company representative conducting the orientation.
5. Team Member Classifications
It should be understood that although it is our goal and intent upon hire to provide the requested amount of hours to our Team Members, there are factors in scheduling that are beyond our control. There may be cancellations and movement within the schedule that may reduce or increase your hours on any given day.
Employment Classification are as follows:
5.1. Full-Time Team Member
“Full-Time” Team Members are generally assigned NO MORE than 30-35 hours per week due to the laborious nature of our work. We find that working more than 30 hours a week on a regular basis leads to quicker “burnout” and Team Member turnaround. If you are expecting 40 hours a week, this may not be the appropriate fit for you.
5.2. Field Lead
A Field Lead is a full-time Team Member who has shown superior commitment to the company and has proven the ability to clean consistently and on time. These Team Members may be asked to become Field Leads and after 6 months, be granted a raise in pay. Lead Team Members can be asked to conduct training and work with new Team Members. They also are responsible for reviewing the checklist and making sure every job is completed according to company standards when working with a partner of any type. Lead Team Members may be asked to perform small management tasks from time to time. When working in teams, lead Team Members are generally required to provide transportation for the team and to arrange carpool pick-up times and locations for the traveling team on their own time. These are the responsibilities that warrant a higher pay grade.
5.3. Part-Time Team Member
“Part-Time” Team Members are generally assigned 5-15 hours a week.
5.4. Day Laborer
Day Laborers are “on-call” Team Members and may refuse or deny work as it is offered. Day Laborers are also called “Partners'' and are called upon when the workload is too much for our regularly scheduled Team Members to perform.
5.5. Field Manager
A field manager is an individual hired to perform HR procedures and to closely watch over the daily performance of our Team Members as they are cleaning at various job sites. A Field Manager (also called a supervisor) carries the authority of the company owner and can perform all tasks as delegated by the company owner. Tasks may include, but are not limited to, hiring, training, reviews, firing, Team Member conflicts, company communications, payroll preparation, scheduling, advertising, etc. Field managers are often required to work more than thirty-five hours a week.
6. Human Resources Management
6.1. Anniversary Date
The first day you report to work is your "official" anniversary date. Your anniversary date is used to compute various conditions and benefits described in this manual.
6.2. Open-Door Policy
Katie Clean has an open-door policy. Each Team Member deserves the right to communicate any suggestions, concerns, or questions and each item deserves fair and honest consideration. Take your work-related concerns to your immediate supervisor. If you are not comfortable taking a specific issue to your supervisor, you can bring your concern up the management ladder. We strongly discourage bringing concerns or complaints to fellow Team Members or team members, as this can lead to disciplinary action.
6.3. Personnel Files
Keeping your personnel file up-to-date can be important to you with regard to pay, deductions, benefits, and other matters. If you have a change in any of the following items, please be sure to notify Human Resources as soon as possible:
Legal name, Home address, Telephone number, Emergency Contact, Marital status, Immigration status, State and federal withholding forms
6.4. Performance Reviews
It shall be the policy of the Company to monitor performance standards for all Team Members, to implement corrective action when non-compliance with these standards occurs, and to identify opportunities for further growth or development. The purpose is to evaluate the Team Member as well as provide feedback and to establish each Team Member's career potential. Performance reviews include both periodic reviews and reviews that result from special circumstances. Special circumstance reviews may be limited to specific elements of a Team Member’s performance.
Each Team Member shall be reviewed at least once every 12 months on or around their anniversary date. The Human Resources department will maintain a calendar for all Team
Member reviews. During the annual review, the Team Member will receive a copy of the written review report and have the opportunity to discuss the review.
A review may or may not include a salary adjustment. If a salary adjustment is awarded, it will take effect at the beginning of the next payroll period.
6.5. Complaints and Grievance Procedures
Katie Clean encourages its Team Members to report any instance of inappropriate conduct in the workplace, including but not limited to workplace violence, illegal discrimination, or sexual harassment. Katie Clean also encourages the reporting of health and safety concerns as well as concerns about the company's internal accounting controls.
Our grievance procedure is for Team Members to make initial complaints to their immediate supervisors. If for any reason you are uncomfortable talking with your supervisor or manager, you may bring your concern up the management ladder. Complaints about seriously negative behavior will trigger a complete investigation. Investigations will be conducted in an impartial and confidential manner. When warranted by the results of an investigation, corrective action will be taken.
You can raise a concern, make a report, or pursue a claim of harassment without fear of reprisal.
6.6. Problem Resolution
Whenever a group of people work together for an extended period, problems and misunderstandings can occur. Team Members should ordinarily attempt to resolve any problem with co-workers informally by communicating their concerns directly to the individual. In most circumstances, problems among Team Members can be resolved between the individuals through open communication and consideration.
In cases where direct communication has not resolved the problem or a Team Member is uncomfortable dealing with the issue directly, Team Members may follow the procedure listed below.
Your supervisor is the first person with whom you should discuss any questions or problems that arise in your work. However, if you feel you cannot discuss your particular problem with your supervisor, you may seek the assistance of any member of management. Your supervisor or a member of management selected to assist in resolving the problem will consult with management and attempt to reach an equitable solution for all parties.
7. Team Member Privacy Issues
7.1. Confidential Information
From time to time, you may have access to confidential information related either to our clients or Katie Clean. If you use confidential information in an unauthorized manner, you will be subject to disciplinary action up to and including termination. If in doubt as to whether information should be divulged, err in favor of not divulging information and discuss the situation with your supervisor.
For purposes of this policy, confidential information includes, but is not limited to: All trade secrets, proprietary information, and technical know-how, customers, customer lists, business systems, future plans, pricing, marketing plans or financial information, corporate documents, reports, policies, payroll or salary information. Confidential information may not be removed from your work location without express authorization.
Confidential information obtained during or through employment with Katie Clean may not be used by any Team Member for the purpose of furthering current or future outside employment or activities or for the pursuit of any personal gain or profit. Katie Clean reserves the right to avail itself of all legal or equitable remedies to prevent the impermissible use of confidential information or to recover damages incurred as a result of the impermissible use of confidential information. Upon employment, termination, or a condition of continued employment, you may be asked to sign a Confidentiality Statement that you will not use confidential information in an unauthorized manner, whether or not you created the material.
7.2. Medical Records
Katie Clean may come into possession of Team Member medical records, particularly in relation to accidents or illnesses that affect the workplace. The company recognizes the need to keep Team Member medical information both confidential and secure. Those records are not kept in the general personnel file so that access is more strictly limited.
7.3. Team Member Data and Confidentiality
There is information in your personnel file and in other company databases that is personal in nature. There is also information in company files that could cause financial harm if it were accessed by persons with the intent to cause such harm. The company keeps such information in a secure location and permits access only to those with a legitimate need to know. Unless court-ordered, or employee requested, we will not provide any employment information to anyone for any reason.
7.4. Team Member Privacy in the Workplace
Katie Clean does not grant its Team Members a right to privacy within the workplace. Company officials reserve the right to search the workplace at any time to ensure safety and compliance with company policy. Because we are a “mobile” business, conducting our work in various job sites, such search may include, but is not limited to, purses, bags, vehicles, desks, workspaces, etc. Any desk or locker that is locked must be accessible to company officials, meaning that company officials must be provided with copies of keys or combinations used in conjunction with locks.
8. Work Schedule
8.1. Business Hours
Our regular operating hours are not defined as Sunday through Saturday. Phones are generally answered during the day. You may be contacted by supervisors outside of your working hours to follow up on specific information needed for upcoming jobs or to pass on necessary information pertaining to your workload.
Janitorial jobs, move-outs, and new construction jobs tend to keep nighttime hours.
Some positions require work to be conducted after business hours and will only be assigned to those Team Members who are in agreement with these hours. Please let a manager know as soon as possible if you have a conflict.
While we do not have outlined normal work hours, it should be understood that our hours must be flexible to accommodate variations in the volume of work or special events. Therefore, we occasionally may require nighttime hours and additional work on Saturdays, Sundays, or holidays.
8.2. Flexible Scheduling
Flextime scheduling is available year-round, allowing Team Members to slightly alter their work schedules. We pride ourselves in providing a flexible job environment for college students, parenting priorities, second jobs, etc. We are happy to work with any schedule as long as it is consistent enough for us to maintain job coverage and commitment to our clients.
If you have a pre-arranged obligation during your regular scheduled jobs and tasks and are unavailable to be scheduled, please let the operations know via email or in writing and block out the date and time TWO WEEKS AHEAD OF THE NEW MONTH. If you have questions on how to do this, please contact a supervisor.
Please notify your supervisor of any issues that arise unexpectedly as soon as possible.
8.3. Meals and Rest Breaks
Team Members are entitled to a rest period of not less than 10 minutes for every 4 hours of working time that should be scheduled at or near the midpoint of the work period. No Team Member shall be required to work more than 4 hours without a rest period. Where the nature of the work allows Team Members to take intermittent rest periods equivalent to 10 minutes for every 4 hours worked, scheduled rest periods are not required. It is the responsibility of each employee to take this break. You will not be reminded or required to clock out.
Team Members are also entitled to a 30-minute break for meals. Meal breaks shall be on the Team Member's time. No Team Member shall be required to work more than 5 consecutive hours without a meal period. Katie Clean Pays full-time and part-time Team Members for travel time between jobs booked back to back. This should be considered break time. Team Members may not stay on the clock for travel time and then take an additional 10-minute break unless they choose to clock out.
8.4. Tardiness
“Tardiness” and “leaving early” are defined as time lost during the actual workday due to late arrival or departure before the end of the shift. Tardiness is defined as being late more than one minute past the start of a Team Member’s shift.
Should the incidence of either tardiness or leaving early become excessive, the offender will be subject to discipline, including verbal or written warnings, possibly leading to termination of employment.
It is expected that each Team Member be at job sites at the scheduled time. If any Team Member is sick or will be running late, it is the Team Member's responsibility to notify their manager to inform them of the situation. If you become ill or find it necessary to leave the job site, please notify the Field Manager immediately as we will need to inform the homeowner and schedule the work to be completed. Repeated instances cause us to lose the trust of our clients and misrepresents Katie Clean work ethic which will not be taken lightly.
At times, the nature of our work may keep us at a job site longer than scheduled. When this is the case, it is the responsibility of Team Members to communicate with management and, at times, with the waiting client in order to avoid any inconvenience to our clients.
8.5. Inclement Weather
Sometimes it may be necessary to cancel jobs due to inclement weather. Please check with your manager before coming to work to be informed of the latest operating decisions or delayed operations. Katie Clean will not compensate for missed hours due to inclement weather. Where there is no official office closing, but if a Team Member is unable to report to work because of severe weather conditions, the Team Member may be permitted to make up the work within the work week. It is always our intention to reschedule missed appointments and we assume the missed work will be scheduled with the same Team Member in a near future open time slot.
A Team Member unable to report to work as scheduled should notify his/her manager not later than one hour before the regular reporting time.
8.6. Time Clocks
Katie Clean requires all team members to keep track of their hours. We use the Clockshark application. You are required to record hours daily. All hours must be submitted by 5pm on the 15th and last day of every month. Any hours not submitted by the deadline, with no exceptions, must be reported on the following payroll and will be paid then.
8.7. Travel Time
Katie Clean covers your travel time BETWEEN locations only. Any travel time from home or to home is not included in travel time pay.
8.8. Carpooling
Carpooling is a relatively easy and cost-effective way to reduce air pollution, reduce energy consumption, and save money. Katie Clean recognizes the benefits to Team Members and the environment through carpooling.
Lead Team Members may be encouraged to provide carpooling to other Team Members working at the same job site. Gas compensation will be provided for all Team Members at a rate of .59 cents per mile. Any Team Member may reserve the right to deny carpooling to other Team Members.
Members of a carpool group should have backup plans and an established means of communicating with one another in the event that there is a problem with the carpool. Poor planning in a carpooling group will not be an acceptable excuse for a Team Member who violates company rules regarding attendance or tardiness.
9. Payroll Mechanics
9.1. Garnishments
A garnishment against your wages is an order from a court or other government authority instructing that we withhold funds from your pay and remit those funds to the person or agency named in the order. Garnishments can result from amounts owed to the government or from judgments in a civil proceeding.
If the company receives an instruction to garnish your wages, you will be notified. We are required by law to comply with office orders for garnishment. If you disagree with the order, your only recourse is back to the court or agency that issued the order.
According to the Federal Wage Garnishment Act, the company cannot terminate your employment because of a garnishment for a single debt, but is not prohibited from taking such action in the event of garnishment for more than one debt.
9.2. Mandatory Payroll Deductions
Katie Clean is required by law to make certain deductions from your paycheck each time a paycheck is prepared. Among these are your federal and state income taxes, your contribution to the Federal Social Security and Medicare programs as required by law, and contributions to state insurance funds that are required in some states. These deductions will be itemized on your check stub.
The amount of the deductions may depend on your earnings and the information you furnish on your Federal W-4 and corresponding state forms regarding the number of dependents/exemptions you claim. Any change in name, address, telephone number, marital status, or number of exemptions must be reported to Human Resources immediately, to ensure proper credit for tax purposes. The W-2 form you receive after the close of each year reports the exact amounts deducted from you and to the various government agencies.
9.3. Payroll Schedule
Payroll is issued bi-monthly (twice a month). Team Members shall keep accurate and correct records of their time worked, and mileage reimbursement requests are to be submitted to management for approval on the last day of the pay period by 11pm.
Team Members will be required to fill out Katie Clean employee information in Gusto prior to their first paycheck as part of our onboarding.
9.4. Pay by Direct Deposit
Katie Clean requests all Team Members to participate in direct deposit. This can be set up or changed in your Gusto app. Please let your payroll manager if you have any questions.
10. Compensation
10.1. Overtime
Katie Clean does not work Team Members more than 40 hours a week. If you are approaching 40 hours please communicate this to your supervisor as we do not provide overtime approvals.
10.2. Tip Credit
At times, clients choose to leave tips at the job site. When more than one Team Member is working at the job site, the tip must be turned in and reported to payroll. It will be issued as an equal split between all Team Members working the job site.
When only one Team Member is present, the Team Member must turn in tips along with client payments and report to payroll for proper taxation.
Please mark cash tips with a note including the client’s name, job date, and amount of tip. If the owner or payroll receives tips, they will be allocated for you and will be included on your next check.
11. Government-Required Insurance Coverage
11.1. Social Security
The United States Government operates a system of contributory insurance known as Social Security. As a wage earner, you are required by law to contribute a set amount of your weekly wages to the trust fund from which benefits are paid. As your employer, Katie Clean is required to deduct this amount from each paycheck you receive. The amount paid to you upon retirement from Social Security is also determined by the Social Security Act.
11.2. Unemployment Insurance
Katie Clean pays a percentage of its payroll to the Unemployment Compensation Fund according to its employment history. If you become unemployed, you may be eligible for unemployment compensation, under certain conditions, for a limited period of time. Unemployment compensation provides temporary income for workers who have lost their jobs. To be eligible you must have earned a certain amount and be willing and able to work. You should apply for benefits through your local State Unemployment Office as soon as possible. Katie Clean pays the entire cost of this insurance.
11.3. Workers’ Compensation
The state Workers' Compensation Law was designed to provide you with benefits for any injury which you may suffer in connection with your employment. Under the provisions of the law, if you are injured while at work, you are eligible to apply for Workers' Compensation. The cost of this coverage is paid totally by the company. This law Coverage begins the first minute you're on the job and continues anytime you're working for the company.
All injuries, no matter how slight, must be reported immediately to your manager to assure consideration under Workers' Compensation Insurance, should complications develop later. This ensures that you will receive immediate medical care and that you are qualified for coverage as quickly as possible. You must use one of the panel physicians or your claim will be denied. This requirement, as well as other state mandates, is printed on a Workers’ Compensation poster.
Each time you visit your doctor, you must take a new “Medical Reporting Form” for your doctor to complete. Please return the form to your supervisor. If you have any questions regarding how to file a claim, please contact Human Resources.
Workers’ compensation benefits may not be paid for injuries that occur during participation in any off-duty recreational, social, or athletic activity sponsored by our company. If you are using illegal drugs at the time of an accident your claim will be denied.
11.4. State Disability Insurance
Some states maintain disability insurance plans for Team Members working in their state. If your employment is in a state with such a plan, your plan may provide you with a percentage of your salary while you are unable to work. All Team Members working in a covered state are eligible for this coverage and pay for it through deductions from their paychecks.
12. Time Off - Unpaid
12.1. Unpaid Leave of Absence
Occasionally, for medical, personal, or other reasons, you may need to be temporarily released from the duties of your job with Katie Clean, but may not wish to submit your resignation. Under certain circumstances, you may be eligible for an unpaid leave of absence.
Requests for a leave of absence must be submitted in writing to Human Resources no less than two (2) weeks before the leave of absence is to begin. Only after written approval from the CEO may the Team Member be considered authorized to take leave.
In general, a leave of absence is an official authorization to be absent from work without pay for a specified period of time.
Leaves are only granted in very special circumstances. To be eligible a Team Member must have 6 months of service as a full-time Team Member. Leaves are granted in increments of 30 days and cannot exceed 90 days.
12.2. Documentation for Medical Leave
When Team Members are granted leave as a result of illness or other serious health conditions, involving either themselves or a family member, the company reserves the right to request a certification from the attending physician with regard to the illness. The company also retains the right, at its expense, to request the opinion of a second physician. The company, in its sole discretion, may require that a Team Member provide documentation from the Team Member’s doctor that the Team Member is fit for duty before being allowed to return to work.
12.3. Reinstatement after Medical Leave
Team Members who return to work after an approved medical leave will generally have the right to return to their old position. However, that right to return is not absolute. For example, if the position is eliminated for reasons not related to the leave, then there is no right to reinstatement.
13. Company Property
13.1. Company Property
The company provides its Team Members with the equipment and supplies necessary to accomplish their jobs. Use of company equipment and supplies is restricted to company business. Use of company equipment for personal matters or misuse of company equipment causes premature depreciation and will not be tolerated.
Any defective equipment, especially equipment that might cause a safety hazard or equipment that is causing impaired productivity should be reported immediately to management. Specifically, our cleaning kits are valued at $300-$400. If equipment is lost, or damaged while being misused, and can be proven as such, Katie Clean reserves the right to withhold the amount necessary to replace the item.
For specific cost breakdowns, please see management.
13.2. Return of Company Property
Any company property issued to you, such as:
Computers
Phones or tablets
Vehicles
Cleaning Products
Tools
Vacuum
Cleaning Cloths
Linens
Keys
Work-related Documents
Uniforms
All of the above must be returned to a company official at the time of your separation. We reserve the right to withhold from your check or final paycheck the cost of any items that have not been returned when required, up to and not exceeding minimum wage requirements. We may also take whatever action is deemed appropriate to recover or protect our property.
13.3. Software Use
Katie Clean Requests regularly scheduled Team Members to use our scheduling software to obtain key information to conduct work in clients' homes.
Please see management for the website, app, and login information.
13.4. Deposits
After each work week, Managers may choose to make a bank deposit at Chase Bank. Money should not be kept in person for longer than a Monday-Friday span, unless directed by the owner. Please deposit on the last day of your work week. If carrying cash, please label the provided paper and clip it to the money. Include the name of the client and the date on the slip. When making a deposit, take a picture of the entire deposit, including the check number, amount, and name on the check as this information is needed for reconciliations.
14. Reimbursements
14.1. Expense Reimbursement
Team Members should generally not incur expenses on behalf of the company. The company will contract directly with the vendors who supply its materials or services. There will occasionally be an emergency that requires direct procurement of goods or services by a Team Member. Team Members must make a bona fide attempt to reach a company officer for approval before making the expenditure.
Team Members MUST submit a receipt in order to receive reimbursement for purchases. Most appropriately this will be for cleaning supply reimbursement.
14.2. Mileage Reimbursement
Team Members who must use their personal vehicles for company business will be reimbursed for such use at a set rate per mile. The company’s official reimbursement rate is 59 cents per
mile. We are not legally obliged to pay mileage but understand and appreciate the use of personal vehicles is necessary to get to the job sites. We deduct personal commute miles because we feel that everyone has to drive to a job. We do not feel we should cover all miles for the day. If our profit margins are allowed, we would be happy to do more. However, after trial and error, this seems to be the best of what we can offer at this time.
⦁ Mileage is paid once getting to the first office or first task or place of business. If your first appointment or job is in another county, you hereby agree to work in the agreed-upon county. You are responsible for all time and travel to get to the first office or job site. This is voluntary.
⦁ Time will be paid from when you get to your first office or clean to retrieve supplies. This may be out of town or out of the county. Please consider this when taking work voluntarily in the outer county. Time and mileage reimbursement will end when you leave your last job for the day. Time and travel mileage between jobs are covered and paid time.
⦁ Parking fees (Not to include tickets)
Mileage is calculated by team members. Your mileage sheet must be accurate and fully filled out to be considered for reimbursement. The payroll department will select at random a day to calculate to check for accuracy. Mileage may be denied if there is a concern about inaccuracies or padding of miles.
Mileage must be submitted to accounting@katieclean.com by the 16th and the 1st of each month to be accepted. No reminders will be sent. Back mileage reimbursement requests will not be paid.
15. Appearance Standards
15.1. Dress Code and Appearance
It is expected that each Team Member uses good judgment and wears appropriate attire for their work environment. Appropriate dress may vary on days that a Team Member has direct contact with customers, vendors, or the general public.
Any Team Member determined to be dressed inappropriately, at management's discretion, may be sent home without pay, to change.
Examples of appropriate clothing include:
⦁ tennis shoes
⦁ flip flops (no flip flops on construction sites are permitted)
⦁ capris pants
⦁ black athletic pants
⦁ plain colored t-shirts with no holes, stains, or words (no tank tops are permitted)
⦁ athletic hats with no words
Highly recommend yoga-type pants, a t-shirt, and tennis shoes.
15.2. Grooming Standards
Your personal hygiene is an important factor in the successful execution of your job assignments. Team Members are expected to be neatly groomed, with hair pulled back and tied to ensure we are not leaving hair at job sites. Appropriate hygiene includes regular bathing and regular use of deodorants. Your hands and fingernails make an impression on customers and must be clean at all times. No open sores should be visible.
16. Behavior Standards
16.1. Friendships within the Katie Clean Team
Team Members should exercise caution in interactions with personal friends in the workplace. The potential for embarrassing situations exists and requires maturity and good judgment to keep that potential under control. Your interactions with friends in the workplace should be first governed by the principle that your friends should not distract you from the performance of your duties. Team Members should not receive unnecessary calls while on the job and no one who is not a Team Member of the company is permitted inside the client's homes.
16.2. Personal Blogs and Social Media
Some Team Members choose to express themselves through written articles, either in traditional publications or using a personal web blog. Should you choose to express yourself in this manner, you should be cautious about any reference to our company or use of the blog to violate the rights of the company or any of its Team Members. Should your blog make reference to your status as a company Team Member, the article should make it clear that any opinions expressed are yours and not attributed to the company.
If a Team Member blog makes defamatory comments about the company or reveals company trade secrets, the company will take appropriate legal action against the Team Member. If a Team Member blog makes threatening or offensive statements, the company will view those statements as grounds for termination.
DO NOT ever take pictures of any home or office of any client and post them anywhere on social media. Do not take selfies with personal client information in the background or anything identifiable. No pictures with the client’s pets are allowed. Any breaking of this rule will be grounds for immediate termination.
16.3. Compliance
All Team Members are expected to carry out the duties that they are assigned. Following instructions is an important part of your job. Should you not completely understand the instructions provided by your supervisor, it is important that you ask for clarification. You should approach your job with a positive attitude, leaving any personal problems outside the workplace. If you have personal problems that are hurting your job performance, you should discuss them with your supervisor.
16.4. Attendance
Regular and prompt attendance is expected, because it is essential to your success and to the success of the organization. Absences disrupt business and put an added burden on co-workers.
If you are unable to report for work as scheduled for any reason, you must personally notify your supervisor or manager as far in advance as possible before your reporting time. If you are absent because of illness, you must advise your supervisor or manager daily of your status and your expected date of return to work. If you are absent, you must call in within one-half hour from the opening of your shift. When calling in, you must talk directly with your supervisor. Should you expect to be absent more than one day and are unable to reach your supervisor directly, you must leave a number where your supervisor may contact you. You are expected to report your absence each day unless excused from doing so by your supervisor. Failure to call in will result in disciplinary action. If you are out three consecutive days without calling in, it will be understood that you have voluntarily quit your job and therefore, have resigned.
A Team Member who needs time off during the workday to attend to personal matters should make arrangements with his/her supervisor. Depending upon the workload and scheduling needs, time off may be granted if the Team Member agrees to make up the time during that work week.
You may be asked to provide medical or other documentation substantiating your need to be out of work.
16.5. Customer Service
Our Team Members are expected to understand that without our customers, we have no business. We expect every Team Member to be friendly and considerate in their interaction with customers and to be attentive to the needs of customers. You must take genuine pride in providing the customer with consistently high-quality products and services. Please do not discuss personal problems with the clients, and keep personal details to a minimum in order to just be personable but not inappropriate. Do not share past history or family and personal troubles. We are in the homes to bring order and balance, not to disrupt the spirit in their home with our concerns. People have enough to think about and do not need to know about your worries.
17. Restrictions on Conduct
17.1. Conflicts of Interest
The following constitutes a conflict of interest with your employment at Katie Clean: Simultaneous employment with another firm or company which is considered to be a competitor.
⦁ Accepting excessive gifts, entertainment or services from customers or suppliers.
⦁ Freelance work with a competitor.
⦁ Employment with a competitor.
⦁ Otherwise using Katie Clean resources for personal gain.
⦁ Conducting business for Katie Clean clients outside of scheduled hours
⦁ Conducting cleaning jobs for personal gain outside of working for Katie Clean (Please discuss opportunities with management, as some instances may be approved.)
If your financial situation requires you to hold a second job, part-time or full-time, we fully support that. We would just like to know the nature of the work and your required hours so we can work with your situation.
17.2. Gratuities
Team Members of Katie Clean may not offer to give, or accept a gift, cash, or other items of value including personal service from an existing or prospective customer, supplier, or representative either in pursuance of business or in conjunction with negotiating business on behalf of this company.
At times, household items are offered to Team Members as gifts. Team Members must report the receiving of gifts to management to avoid any possible accusations or misunderstandings. Please see details regarding the receiving of tips from clients.
17.3. Nepotism
Relatives may be employed if they meet the company’s regular employment standards. However, staff members may not participate in or otherwise influence company decisions that involve members of their own families. This includes hiring, promotion, retention, leaves, pay changes, etc.
Implementation of this policy means that no person shall be employed in a position in which they will be supervised by a relative. If a Team Member is being promoted into a position in which they would supervise a relative, the person who would be thus supervised will have to transfer to another position or sign a familial agreement within 30 days. If two Team Members become related while employed at the company and one of them supervises the other, one of the Team Members will have to transfer to another position or sign an agreement.
17.4. Contact with Clients
Contact with clients should be limited and approved by management. If a situation arises where the client needs to be notified, please immediately call management to discuss the best way to handle the situation. Examples may be: late arrival, insufficient time for job completion, pet questions, or questions regarding the home or client preferences.
18. Workplace Safety
18.1. Accidents
Federal law ("OSHA") requires that we keep records of all illnesses and accidents which occur during the workday. Should an accident occur – involving either a Team Member or a visitor, the supervisor in the area of the accident should prepare an Accident / Injury Report using the standard form available from Human Resources. There is a separate form to report Team Member illnesses so that Human Resources can monitor the potential for the spread of the illness.
If you hurt yourself or become ill, please contact your manager for assistance. If you fail to report an injury, you may jeopardize your right to collect workers' compensation payments as well as health benefits. OSHA also provides for your right to know about any health hazards which might be present on the job. Should you have any questions or concerns, contact Human Resources for more information.
19. Potentially Disruptive Behavior
19.1. Inappropriate Language
The use of inappropriate language by Team Members will not be tolerated. This prohibition applies while Team Members are on company property or while they are otherwise conducting company business. Inappropriate language includes, but is not limited to:
⦁ Vulgarity
⦁ Threatening language
⦁ Abusive language
⦁ Discriminatory language
We are invited into people's homes and need to be respectful of the spirit of their home by not introducing any offensive attitudes and language.
19.2. Cameras and Recording Devices
The Company prohibits its Team Members from bringing recording devices into the workplace. Recording images of company property or company Team Members while on the job will only be permitted under the strict supervision of company officials. This rule applies to the use of cameras, video cameras, and audio recording equipment.
Cell phones that are common among Team Members often have such recording capabilities in addition to their primary function as a telephone device. The company does not prohibit bringing these cell phones into the workplace, but it does prohibit the use of their recording capabilities while in the workplace.
Our clients often use “nanny cams”. Please be respectful of the homes we are in and do not do anything you would not want the clients to see or hear.
19.3. Music Devices
The Company requests that no music be played aloud on music devices/smartphones unless the client is not home or planning on being home. In this instance, the music being played must be PG rated. It is not about your preference of music but rather the client’s potential preferences. We do not want to disrespect the home or the values of the clients.
Should you choose to wear earbuds, please keep one in the ear and one out. We want you to be vigilant of your environment and aware of who is home and around you at all times. It is important that you can hear more than just your music.
20. Substance Control
20.1. Substance Abuse
Katie Clean is committed to providing its Team Members with a drug-free workplace. Violating this policy may result in termination.
We will not tolerate and will consider a dischargeable offense a Team Member’s use, sale, transfer, possession, purchase, distribution, offer to sell or buy, trafficking, transportation, or the presence in the body, of the following on company property, or while performing company business:
⦁ unauthorized alcoholic beverages
⦁ illegal drugs or controlled substances
⦁ equipment related to illegal drugs or controlled substances
⦁ hallucinogens
We reserve the right to conduct a drug test of a Team Member upon reasonable suspicion, after an on-the-job injury or accident involving damage to company property, and after the Team Member returns to work from a medical leave of absence.
We also reserve the right to Drug or Alcohol test any Employee within their first 90 Days as a Pre Employment Screening. There will be multiple tests at that time being administered through Lower Columbia Occupational at 804 Allen St #1, Kelso WA 98626. Once contacted by an owner or supervisor, the Employee has to submit to the Lower Columbia Occupational office the same business day. 8am-5pm. If this time is refused, or the employee refuses (This is the employee’s right to refuse) Katie Clean has the right to terminate or rescind employment offers. Team Members shall not use controlled substances and are encouraged to seek drug counseling and rehabilitation to discontinue or prevent the use of such substances.
20.2. Smoking
It is our intent to provide a safe and healthful work environment for our Team Members AND TO NOT BE OFFENSIVE TO OUR CLIENTS AND THEIR HOMES.
Smoking is not allowed on the premise of the homes we clean.
We ask, but do not require, that you do not smoke cigarettes directly before entering a home. It is commonly requested by our clients that we send non-smoking cleaners. Cigarette smoke is offensive and an allergen to many of our clients. An option is Vapor Pens or Nicotine chewing gum. If a smoking break is needed, it must follow the guidelines of our “time clock” and break procedures. You must leave the premises of the home to smoke.
21. Unlawful Behavior
21.1. Harassment
Any and all sexual, racial, or other forms of harassment are prohibited by Katie Clean as well as by state and federal law. Harassment is defined as any conduct that has the purpose or effect of interfering with an individual's work performance or creating an intimidating, hostile, or offensive work environment.
We are committed to providing a workplace that is free of discrimination of any kind. Any person making unwelcome sexual advances, unwelcome sexual flirtations, graphic sexual comments about another, requests for sexual favors, unnecessary touching of an individual, and other such verbal or physical conduct creating an intimidating, hostile, or offensive working environment by such conduct may be terminated immediately.
Should any Team Member believe that he or she is being, or has been, subjected to a form of harassment prohibited by this policy, they should notify their supervisor immediately. The privacy of the Team Member filing the report and the Team Member under investigation shall be respected at all times. Sexual harassment is considered to be a major violation of company policy and will be dealt with accordingly by corrective counseling, suspension, or termination, depending upon the severity of the violation.
22. Termination and Post Termination
22.1. Final Paycheck
Final paychecks will include all compensation earned but not paid through the date of termination. Team Members who resign will receive their final paycheck on the next regularly scheduled payroll date. Team Members who are terminated by the company will receive their final paycheck earlier if, and only if, required by state law.
22.2. Resignation
While we hope both you and Katie Clean will mutually benefit from your continued employment, we realize that it may become necessary for you to leave your job with Katie Clean. We ask that you give a 15-30 day resignation notice. The purpose of this policy is to provide Team
Members and managers with guidelines for effecting separations, to provide for payment of final monies owed, and to ensure timely return of Company property.
Managers shall accept, in writing, resignations from Team Members.
When presented with an oral resignation, managers will ascertain if the resignation is serious. If the Team Member refuses to put a serious resignation in writing, the supervisor will acknowledge it, indicate acceptance in writing to the Team Member, and provide a copy for the Team Member file.
Katie Clean reserves the right to offset any monies owed to it against funds owed to the Team Member.
22.3. Terminations
Terminations may occur for a variety of reasons, the most common being:
⦁ Substandard Performance - a Team Member may be discharged if his or her performance is unacceptable. Ordinarily, the field manager shall have counseled the Team Member concerning performance deficiencies, provided direction for improvement, and warned the Team Member of possible termination if performance did not improve within a defined period of time. Documentation will be prepared by the manager and shall include reason for separation, performance history, corrective efforts taken, alternatives explored, and any additional pertinent information.
⦁ Misconduct - a Team Member found to be engaged in activities such as, but not limited to, theft of company property, insubordination, conflict of interest, or any other activities showing willful disregard of company interests or policies, may be terminated at the discretion of the acting manager.
⦁ Unauthorized absence - if a Team Member has three consecutive work days of unauthorized absence, either because leave was disapproved or because the Team Member was absent without properly requesting leave, managers will terminate for voluntary resignation due to job abandonment.
⦁ Elimination of position – either due to a reduction in the scope of business operations or to a restructuring of duties to improve efficiencies, a Team Member’s position may be eliminated.
⦁ Change in requirements of the position – a job function may change over time such that the requirements of the job call for a different set of Team Member skills. The job may have been upgraded and the Team Member found no longer qualified, or downgraded and the Team Member found overqualified or simply changed so that different skills are needed. Katie Clean reserves the right to offset any monies owed to it against funds owed to the Team Member.
Receipt and Acknowledgement
Handbook Acknowledgment Form
By signing this form, I acknowledge that I have received a copy of the Katie Clean Team Member Handbook. I understand that it contains important information about the Company's policies, that I am expected to read the Handbook and familiarize myself with its contents, and that the policies in the Handbook apply to me. I understand that nothing in the Handbook constitutes a contract or promise of continued employment and that the Company may change the policies in the Handbook at any time.
By signing this form, I acknowledge that my employment is at will. I understand that I have the right to end the employment relationship at any time and for any reason, with or without notice, with or without cause, and that Katie Clean has the same right. I acknowledge that neither Katie Clean nor I have entered into an employment agreement for a specified period of time, that only Katie Clean CEO may make any agreement contrary to the at-will policy, and that any such agreement must be in writing, signed by Katie Clean management or CEO.
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Team Member's Signature Date
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Team Member Name (Print)
The signed original copy of this agreement should be given to Human Resources -- it will be filed in your personnel file.
Please Initial if you agree:
______I agree to not disclose information about Katie Clean Clients’ homes, businesses, property, or personal information to anyone outside of the company, while I work for Katie Clean and after I leave employment.
______I agree not to use client information for personal use or gains (ie. Phone numbers, emails, addresses)
______I agree to not share confidential information including, but not limited to: All trade secrets, proprietary information, technical know-how, customers, customer lists, business systems, future plans, pricing, marketing plans, or financial information, corporate documents, reports, policies, payroll or salary information.
______I agree to never privately contract a client from the Katie Clean current or past client list.
______I agree to never use Katie Clean equipment or products for personal use
______I agree to clean my vacuum filter, canister, and brush head weekly and to maintain them to the best of my ability.
______Katie Clean Management has the right to recall equipment for inspection at any time without warning
______I agree to compensate Katie Clean COST, as defined by the supplier for lost equipment and supplies from my inventory. This amount may be taken directly from my paycheck after being discussed by management.
______I agree to give a 15-30 advance notice of resignation should that time come.
______I agree to only take phone calls or text on breaks/lunch/between job sites with the exception of calls from management. Exceptions will be made for childcare and family emergencies.
______I agree to not access social media in any way while on the clock.
______I agree to not engage in illegal activity or any drug while on the clock, or any mind or mood-altering substance within an hour of being on the clock. To include marijuana if over the age of 21.
______I agree to discuss ahead of time if I have transportation conflicts and am not able to drive myself to job sites.
______I agree to notify management if I anticipate a late arrival at a client’s home so they may inform the client.
______I agree to make a bank deposit if necessary and according to policy.
______I agree with the employee handbook and manual and all verbiage herein and ALL points represented in 1-22.
______I agree to not share or talk about my employment status or pay rate with other employees.
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Employee’s Signature Date
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Employee’s Name (Print)
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Owner/Manager’s Signature Date
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Owner/Manager’s Name (Print)