9. Establishes and maintains a positive rapport with passenger/rider.
Comments:
10. Clearly and politely communicates rules/procedures/expectations to passengers/riders.
Comments:
11. Uses preventative measures to avoid misbehavior, and enforces rules. Addresses and ignores behaviors with good judgment. Addresses individual or group with good judgment. De-escalates situations by “picking battles” appropriately, speaking firmly/calmly, referring misbehaviors back to rules/procedures, and using an appropriate level of response.
Comments:
12. Assigns seats in accordance with local policy/procedure/supervisor suggestions.
Comments:
13. Maintains an acceptable attendance record in accordance to supervisor standards. Gives appropriate notice of requested leave and sub driver. Follows the regular route schedule as rigidly as conditions permit.
Comments:
14. Participates in evacuation drills (minimum of 2 a year).
Comments:
15. Meets deadlines for paperwork (timesheets, route sheets, bus rolls, etc.) Willingly and actively participates in meetings and trainings.
Comments:
16. Maintains bus cleanliness in accordance to local policy/procedure. This includes ensuring the dash, aisle, floor, steps, emergency exit pathways, windows, and mirrors are clean and clear.
Comments:
17. Conducts and documents pre/post-trip assessments as required by law and local policy/procedure. Submits bus maintenance work orders appropriately in a timely manner.
Maintains proper mirror positioning.
Comments:
18. Appropriately uses 2-way radio (or other form of communication) in accordance with local policy/procedure to communicate with schools, dispatch, and other drivers. All communication should meet the standard for professionalism and customer service.
Comments:
19. Documents passenger/rider, or student misbehavior and incidents appropriately, and follows through with bus incident report forms when necessary.
Comments:
20. Ensures all necessary emergency policy, accident/incident forms, , bus work order forms, and emergency supplies (fire extinguisher, first aid kit, biohazard/liquids kit, safety reflectors) are kept up to date and on the bus per laws and local policy/procedure.
Comments:
ADDITIONAL COMMENTS
PROGRESS TOWARDS LAST YEAR’S GOALS (IF APPLICABLE)
Check Current Level of Performance:
☐ Exceeds Expectations ☐ Meets Expectations ☐ Still Needs Improvement List Previous Goal(s) and Evidence/Observations of Progress:
GOAL(S) FOR UPCOMING YEAR (IF NECESSARY):
List Goal(s) for upcoming year:
By signing this form, you confirm that you have discussed this review in detail with your supervisor. Signing this form does not necessarily indicate that you agree with this evaluation.
Employee Signature Date
Supervisor Signature Date
Evaluation
Verification of Review
MV Transportation
Drug and Alcohol Policy
Table of Contents
1. Purpose of Policy.................................................................................................................................4
2. Covered Employees.............................................................................................................................4
3. Prohibited Behavior ............................................................................................................................5
4. Consequences for Violations...............................................................................................................5
5. Circumstances for Testing...................................................................................................................6
6. Testing Procedures..............................................................................................................................9
7. Test Refusals........................................................................................................................................9
8. Voluntary Self-Referral......................................................................................................................10
9. Prescription Drug Use .......................................................................................................................10
10. Contact Person..................................................................................................................................11
11. Local Authority ..................................................................................................................................11
12. Revisions to the Policy and Program.................................................................................................11
13. Substance Abuse Professional (SAP).................................................................................................11
14. Training and Education .....................................................................................................................12
15. Employee Assistance Community Service Hot-Line..........................................................................12
16. Records, Confidentiality ....................................................................................................................12 Attachment A: Covered Positions...............................................................................................................13 Acknowledgment of Drug & Alcohol Policy……………………..…………………………………………………………………….14
Drug and Alcohol Testing Core Values
Drug and alcohol abuse are the two most preventable behavioral disorders facing our society today. Drug abuse costs hundreds of billions of dollars alone in lost productivity, increased healthcare costs, accidents, and theft.
It is estimated that drug and alcohol abuse costs over a trillion dollars worldwide and growing.
MV Transportation, Inc. and its Subsidiaries are dedicated to providing safe, dependable, and economical service to its clients. MV Transportation’s employees are our most valuable resource. It is our policy (1) to take appropriate action to assure that employees are not impaired in their ability to perform assigned duties in a safe, productive, and healthy manner; (2) to foster and maintain a drug and alcohol - free environment for all employees and patrons; (3) to prohibit the unlawful manufacture, distribution, dispensing, possession, or use of controlled substances; and (4) to encourage employees to voluntarily seek professional assistance whenever personal problems, including alcohol or drug use, may adversely affect their ability to perform their assigned duties.
Drug testing not only saves businesses money, but it also saves lives. This is the backdrop that MV Transportation’s Drug and Alcohol Compliance Department works in to promote a safe and ethical drug testing program that will be the standard of the industry. MV Transportation’s Compliance Department is always looking for ways to improve the everyday challenges by using state of the art software and easy to follow testing instructions and forms, and a comprehensive collection site inspection tutorial for supervisors.
MV’s purpose is to assure worker fitness for duty and to protect our employees, passengers, and the public from the risks posed using alcohol and prohibited drugs. MV is surrounded by an extraordinary Board of Directors, Executive Committee and professional staff who support and promote a safe and drug-free environment in which we all live and work.
MVT is dedicated to assuring fair and equitable application of this “Zero Tolerance” substance abuse policy.
Therefore, supervisors and managers are required to use and apply all aspects of this policy in an unbiased and impartial manner.
Approved Date: July, 2024
Jarrett Andrews, CHRO
MV Transportation, Inc., and its Subsidiaries
1. Purpose of Policy
This policy complies with 49 CFR Part 655, as amended and 49 CFR Part 40, as amended. Copies of Parts 655 and 40 are available in the drug and alcohol program manager’s office and can be found on the internet at the Federal Transit Administration (FTA) Drug and Alcohol Program website http://transit-safety.fta.dot.gov/DrugAndAlcohol/.
All covered employees are required to submit to drug and alcohol tests as a condition of employment in accordance with 49 CFR Part 655 (for FTA Covered employees) and/or 49 CFR Parts 300-399. (for FMCSA-covered employees)
Portions of this policy are not FTA-mandated, but reflect MV Transportation, Inc’s policy. These additional provisions are identified by bold text.
In addition, DOT has published 49 CFR Part 32, implementing the Drug-Free Workplace Act of 1988, which requires the establishment of drug-free workplace policies and the reporting of certain drugrelated offenses to the FTA.
All MV Transportation, Inc employees are subject to the provisions of the Drug-Free Workplace Act of 1988.
The unlawful manufacture, distribution, dispensation, possession or use of a controlled substance is prohibited in the covered workplace. An employee who is convicted of any criminal drug statute for a violation occurring in the workplace shall notify your General Manager no later than five days after such conviction.
2. Covered Employees
This policy applies to every person, including an applicant or transferee, who performs or will perform a “safety-sensitive function” as defined in Part 655, section 655.4 and the FMCSA regulations Part 382 You are an FTA-covered employee if you perform any of the following:
• Operating a revenue service vehicle, in or out of revenue service • Operating a non-revenue vehicle requiring a commercial driver’s license • Controlling movement or dispatch of a revenue service vehicle • Maintaining (including repairs, overhaul and rebuilding) of a revenue service vehicle or equipment used in revenue service
• Carrying a firearm for security purposes
See Attachment A for a list of covered positions by job title.
2.1 Non-Safety Sensitive Positions
All applicants applying for non-safety-sensitive positions will have to take and pass a preemployment NON-DOT drug test prior to being hired.
All MVT employees are subject to the provisions of the Drug-Free Workplace Act of 1998. Visitors, vendors, and contracted employees on MVT premises will not be permitted to conduct transportation business if found to be in violation of this policy
3. Prohibited Behavior
Use of illegal drugs is prohibited at all times. Prohibited drugs include:
• marijuana
• cocaine
• phencyclidine (PCP)
• opioids
• amphetamines
All covered employees are prohibited from performing or continuing to perform safety-sensitive functions while having an alcohol concentration of 0.04 or greater.
All covered employees are prohibited from consuming alcohol while performing safety-sensitive job functions or while on-call to perform safety-sensitive job functions. If an on-call employee has consumed alcohol, they must acknowledge the use of alcohol at the time that they are called to report for duty. If the on-call employee claims the ability to perform his or her safety-sensitive function, he or she must take an alcohol test with a result of less than 0.02 prior to performance.
All covered employees are prohibited from consuming alcohol within four (4) hours prior to the performance of safety-sensitive job functions.
All covered employees required to take a post-accident test are prohibited from consuming alcohol for eight (8) hours following involvement in an accident or until he or she submits to the post-accident drug and alcohol test, whichever occurs first.
4. Consequences for Violations
Following a positive drug or alcohol (BAC at or above 0.04) test result or test refusal, the employee will be immediately removed from safety-sensitive duty and provided with contact information for Substance Abuse Professionals (SAPs).
Following a BAC of 0.02 or greater, but less than 0.04, the employee will be immediately removed from safety-sensitive duties until the start of their next regularly scheduled duty period (but for not less than eight hours) unless a retest results in the employee’s alcohol concentration being less than 0.02.
Zero Tolerance
Per MV Transportation, Inc policy, any employee who tests positive for drugs or alcohol (BAC at or above 0.04) or refuses to test will be terminated from employment.
5. Circumstances for Testing
Pre-Employment Testing
A negative pre-employment drug test result is required before an employee can first perform safetysensitive functions. If a pre-employment test is cancelled, the individual will be required to undergo another test and successfully pass with a verified negative result before performing safety-sensitive functions.
If a covered employee has not performed a safety-sensitive function for 90 or more consecutive calendar days, and has not been in the random testing pool during that time, the employee must take and pass a pre-employment test before he or she can return to a safety-sensitive function.
A covered employee or applicant who has previously failed or refused a DOT drug and/or alcohol test must provide proof of having successfully completed a referral, evaluation, and treatment plan meeting DOT requirements.
Return to Work after 30 Days (DOT-FMCSA Policy)
MVT has some contracts that are subject to the Federal Motor Carrier Safety Regulations and NOT FTA regulations. Therefore, if the employee has a commercial license and has been out for 30 days or more AND the employee has been taken out of the random testing pool, the covered employee will be required to take and receive a verified negative result on a DOT preemployment drug test before he/she can perform his/her safety-sensitive position.
Return to Work after 30 Days for Non-Regulated employees not subject to federal guidelines but perform driving duties that is considered sensitive work (MVT Policy) It is MVT’s policy that all non-covered drivers who drive an MV vehicle and has not performed his/her driving functions for 30 or more consecutive days (regardless of reason) the non-covered employee will be required to take and pass another Non-DOT Pre-Employment drug test before he/she can return to his/her driving position. **For confirmation of regulation authority contact Drug & Alcohol Compliance Department**
Pre- Employment Breath Alcohol Testing
Although it is not MV Transportation’s policy to test for alcohol on a pre-employment test, MVT does have contracts that require a breath alcohol test be conducted in addition to the required drug test.
Divisions that are subject to this requirement will have to take a pre-employment breath alcohol test.
Breath alcohol testing will be in accordance with DOT Part 40 and 655.42. (a) The employer must conduct a pre-employment alcohol test before the first performance of safetysensitive functions by every covered employee (whether a new employee or someone who has transferred to a position involving the performance of safety-sensitive functions). (b) The employer must treat all covered employees performing safety-sensitive functions the same for the purpose of pre-employment alcohol testing (i.e., you must not test some covered employees and not others).
(c) The employer must conduct the pre-employment tests after making a contingent offer of employment or transfer, subject to the employee passing the pre-employment alcohol test. (d) The employer must conduct all pre-employment alcohol tests using the alcohol testing procedures set forth in 49 CFR Part 40.
(e) The employer must not allow a covered employee to begin performing safety-sensitive functions unless the result of the employee's test indicates an alcohol concentration of less than 0.02.
Reasonable Suspicion Testing
All covered employees shall be subject to a drug and/or alcohol test when MV Transportation, Inc has reasonable suspicion to believe that the covered employee has used a prohibited drug and/or engaged in alcohol misuse. A reasonable suspicion referral for testing will be made by a trained supervisor or other trained company official on the basis of specific, contemporaneous, articulable observations concerning the appearance, behavior, speech, or body odors of the covered employee.
Covered employees may be subject to reasonable suspicion drug testing any time while on duty.
Covered employees may be subject to reasonable suspicion alcohol testing while the employee is performing safety-sensitive functions, just before the employee is to perform safety-sensitive functions, or just after the employee has ceased performing such functions.
Any employee who is required to take a Reasonable Suspicion test will remain off duty until a negative alcohol and/or drug test is received.
Post-Accident Testing
Covered employees shall be subject to post-accident drug and alcohol testing under the following circumstances:
Fatal Accidents
As soon as practicable following an accident involving the loss of a human life, drug and alcohol tests will be conducted on each surviving covered employee operating the public transportation vehicle at the time of the accident. In addition, any other covered employee whose performance could have contributed to the accident, as determined by MV Transportation, Inc using the best information available at the time of the decision, will be tested.
Non-fatal Accidents
As soon as practicable following an accident not involving the loss of a human life, drug and alcohol tests will be conducted on each covered employee operating the public transportation vehicle at the time of the accident if at least one of the following conditions is met:
(1) The accident results in injuries requiring immediate medical treatment away from the scene, unless the covered employee can be completely discounted as a contributing factor to the accident
(2) One or more vehicles incurs disabling damage and must be towed away from the scene, unless the covered employee can be completely discounted as a contributing factor to the accident
In addition, any other covered employee whose performance could have contributed to the accident, as determined by MV Transportation, Inc using the best information available at the time of the decision, will be tested.
A covered employee subject to post-accident testing must remain readily available, or it is considered a refusal to test. Nothing in this section shall be construed to require the delay of necessary medical attention for the injured following an accident or to prohibit a covered employee from leaving the scene of an accident for the period necessary to obtain assistance in responding to the accident or to obtain necessary emergency medical care.
MV Policy: When to conduct a NON-DOT Post accident/incident test If the accident does not meet the FTA/FMCSA testing criteria, MVT will reserve the right to test any safety-sensitive employee after any accident/incident regardless of the severity of the accident/incident. Additionally, MVT will test any other safety-sensitive employee whose performance MVT determines could have contributed to the accident.
Under these circumstances it must be explained to the employee that the drug and alcohol tests will be done under M.V. Transportation authority and should be done on NON-DOT drug and alcohol chain of custody forms.
Any employee who takes a post-accident test will remain off duty until a negative drug test and alcohol test result is received.
Random Testing
Random drug and alcohol tests are unannounced and unpredictable, and the dates for administering random tests are spread reasonably throughout the calendar year. Random testing will be conducted at all times of the day when safety-sensitive functions are performed.
Testing rates will meet or exceed the minimum annual percentage rate set each year by the FTA/FMCSA administrator. The current year testing rates can be viewed online at www.transportation.gov/odapc/random-testing-rates.
The selection of employees for random drug and alcohol testing will be made by a scientifically valid method, such as a random number table or a computer-based random number generator. Under the selection process used, each covered employee will have an equal chance of being tested each time selections are made.
A covered employee may only be randomly tested for alcohol misuse while the employee is performing safety-sensitive functions, just before the employee is to perform safety-sensitive functions, or just after the employee has ceased performing such functions. A covered employee may be randomly tested for prohibited drug use anytime while on duty.
Each covered employee who is notified of selection for random drug or random alcohol testing must immediately proceed to the designated testing site.
6. Testing Procedures
All FTA drug and alcohol testing will be conducted in accordance with 49 CFR Part 40, as amended.
Dilute Urine Specimen
If there is a negative dilute test result, MV Transportation, Inc will conduct one additional retest. The result of the second test will be the test of record.
Dilute negative results with a creatinine level greater than or equal to 2 mg/dL but less than or equal to 5 mg/dL require an immediate recollection under direct observation (see 49 CFR Part 40, section 40.67).
Split Specimen Test
In the event of a verified positive test result, or a verified adulterated or substituted result, the employee can request that the split specimen be tested at a second laboratory. MV Transportation, Inc guarantees that the split specimen test will be conducted in a timely fashion.
7. Test Refusals
As a covered employee, you have refused to test if you:
(1) Fail to appear for any test (except a pre-employment test) within a reasonable time, as determined by MV Transportation, Inc.
(2) Fail to remain at the testing site until the testing process is complete. An employee who leaves the testing site before the testing process commences for a pre-employment test has not refused to test.
(3) Fail to provide a specimen for a drug or alcohol test. An employee who does not provide a specimen because he or she has left the testing site before the testing process commenced for a pre-employment test has not refused to test.
(4) In the case of a directly-observed or monitored urine drug collection, fail to permit monitoring or observation of your provision of a specimen.
(5) Fail to provide a sufficient specimen for a drug or alcohol test without a valid medical explanation. (6) Fail or decline to take a second drug test as directed by the collector or MV Transportation, Inc. (7) Fail to undergo a medical evaluation as required by the MRO or MV Transportation, Inc’s Designated Employer Representative (DER).
(8) Fail to cooperate with any part of the testing process. (9) Fail to follow an observer’s instructions to raise and lower clothing and turn around during a directly-observed urine drug test.
(10) Possess or wear a prosthetic or other device used to tamper with the collection process. (11) Admit to the adulteration or substitution of a specimen to the collector or MRO. (12) Refuse to sign the certification at Step 2 of the Alcohol Testing Form (ATF). (13) Fail to remain readily available following an accident.
As a covered employee, if the MRO reports that you have a verified adulterated or substituted test result, you have refused to take a drug test.
As a covered employee, if you refuse to take a drug and/or alcohol test, you incur the same consequences as testing positive and will be immediately removed from performing safety-sensitive functions, and provided with contact information for SAPs.
8. Voluntary Self-Referral
Any employee who has a drug and/or alcohol abuse problem and has not been notified of the requirement to submit to reasonable suspicion, random or post-accident testing or has not refused a drug or alcohol test may voluntarily refer her or himself to their Safety or General Manager who will refer the individual to a substance abuse counselor for evaluation and treatment.
The substance abuse counselor will evaluate the employee and make a specific recommendation regarding the appropriate treatment. Employees are encouraged to voluntarily seek professional substance abuse assistance before any substance use or dependence affects job performance.
Any safety-sensitive employee who admits to a drug and/or alcohol problem will immediately be removed from his/her safety-sensitive function and will not be allowed to perform such function until successful completion of a prescribed rehabilitation program.
All associated costs for treatment are the sole responsibility of the employee All employees who successfully complete the prescribed treatment and can return to work will be subject to unannounced non-DOT follow-up testing as prescribed by doctor/counselor
9. Prescription Drug Use
The appropriate use of legally prescribed drugs and non-prescription medications is not prohibited. However, the use of any substance which carries a warning label that indicates that mental functioning, motor skills, or judgment may be adversely affected MUST be reported to supervisory personnel. Medical advice should be sought, as appropriate, while taking such medication and before performing safety-sensitive duties.
Any time an employee comes forward about a medication that he/she is taking the information must be forwarded to the Director of the Compliance Department for clarification and review. The Compliance department will then consult with the Medical Review Officer (MRO) to determine if the medication is appropriate to take while performing a safety-sensitive function.
A legally prescribed drug means that the employee has a prescription or other written approval (in his/her name) from a physician for the use of a drug during medical treatment. The misuse of legal drugs while performing a safety-sensitive function is prohibited at all times.
If the MRO determines that the medication being taken is not appropriate to take while performing a safety-sensitive function the employee will remain off duty until the issue is cleared by the MRO.
To continue performing a safety-sensitive function the employee taking the medication will be required to provide the following:
A written letter from the prescribing physician stating the patient’s name, the name of the substance, the period of authorization and a statement that the medication will not adversely affect the employee’s performance to drive or perform his/her safety sensitive function and that the employee may continue to perform his/her safety-sensitive function while taking such medication. The letter must be signed and dated by the physician and the letter will be provided to the MRO for final approval.
10. Contact Person
For questions about MV Transportation, Inc’s anti-drug and alcohol misuse program, contact Jacob Lackore, HR Mgr & DAPM | 2711 N Haskell Ave, 1500, Dallas, TX 75204 | 972.391.4635
11. Local Authority
Local Division General Managers and Safety Managers are the Designated Employer Representatives (DERs) and are authorized to receive test information from the MRO as well as confirmation test results from the qualified B.A.T.
12. Revisions to the Policy and Program
This policy and program are subject to revision in accordance with the Department of Transportation regulations, as amended.
13. Substance Abuse Professional (SAP)
An SAP must meet all the credential, basic knowledge, qualification training, continuing education, and documentation requirements of 49 CFR Part 40, Subpart O, §40.281 (a-e). The SAP will evaluate the employee to determine what assistance the employee needs in resolving problems associated with prohibited substance abuse or alcohol misuse. The SAP will also determine whether an employee has successfully completed a program of rehabilitation.
MV Transportation uses:
American Substance Abuse Professionals, Inc. (ASAP) Nationwide Network www.go2asap.com 10151 York Road, Suite 120, Cockeysville, MD 21030 Contact: Nicole Hanratty, CEAP, SAP, C-DERT 888-792- 2727 x200 Mention MV Transportation
This firm is a national company that contains a large network of qualified SAPs throughout the United States. Employees simply call the toll-free number and provide the SAP with their city and zip code and the SAP will find them the qualified SAPs closest to their area.
14. Training and Education
All employees shall participate in a minimum one-hour training session designed to meet FTA requirements by learning about the effects and consequences of drug use on personal health, safety, and the work environment. For those supervisors participating in reasonable suspicion determination testing, there will be at least two hours of training to explain the criteria for reasonable cause testing, including at least an hour on the physical, behavioral and performance indicators of probable drug use and another hour on the physical, behavioral, speech and performance indicators of probable alcohol misuse. Initial training sessions will be re-reinforced with educational materials and meetings. Further, employees shall be provided with a community hot-line telephone number.
15. Employee Assistance Community Service Hot-Line
The Center for Substance Abuse Treatment maintains a toll-free Referral Helpline 800-662-HELP National Mental Health Association
800-969-NMHA (6642)
National Domestic Violence Hotline
800-799-SAFE
National Suicide Hotline
800-SUICIDE (784-2433)
National Child Abuse Hotline
800-422-4453
16. Records, Confidentiality
A safety-sensitive employee is entitled, upon written request, to review and obtain copies of any records relating to the employee’s drug and alcohol testing. MVT must maintain records of its substance abuse program in a secure location with controlled access.
Attachment A: Covered Positions
The following is a general list of safety-sensitive functions and the job categories of employees who are subject to the provisions of 49 CFR Part 655 and/or 382 at MV Transportation:
NOTE: This list is subject to change and revision.
49 Maintenance 340 Lead Dispatcher 416 Safety Manager 550 Mechanic Training Manager 345 Dispatcher 420 BTW Trainer 561 Mechanic A (specify Union Class)
87 Safety Assistant
Floating Class A 346 Window Dispatcher 425 BTW Instructor 562 Mechanic B (specify Union
Class)
112 Mechanic
349
Scheduling
450 Classroom Instructor 563
Mechanic C (specify Union
113 Body Repairman Manager Class)
300 General Manager 350 Scheduler 451 Classroom Trainer 564 Technician A Mechanic 301 General Manager 1 352 Scheduling 470 Parts Manager 565 B Mechanic Coordinator 302 General Manager 2 353 VA Coordinator 471 Assistant Parts 566 Technician C Mechanic Manager 303 General Manager 3 354 Operations 475 Parts Clerk 567 Technician Apprentice Supervisor 304 General Manager 4 355 Road Supervisor 500 Maintenance 568 Technician Manager Where's My Ride
Assistant
310 Division Manager 357 510 Maintenance 569 Mechanic Helper Supervisor Manager
315 Assistant Division 359 Lead Supervisor 512 Maintenance 570 Cleaners Manager Technician
Operations
Lead
Bus Stop 320 379 Schedule/Dispatcher 514 571 Mechanic Helper Manager Maintenance 321 Shift Supervisor 399 Call Center 515 Maintenance Clerk 572 Body Shop Technician Manager Assistant
Safety and Training Maintenance 322 Operations 400 516 575 Service Worker Manager Supervisor Manager 323 Operations 405 Training Manager 517 Service Employee 580 Utility Crew supervisor 330 Dispatch Manager 406 Training Supervisor 518 Advanced Service 584 Employee Station Supervisor
332 Reservations 410 Safety Trainer 519 Entry Level 590 Bus Aide Manager Mechanic 335 Dispatch 411 Safety Training 520 Shop Foreman 600 Driver Trainer Supervisor Supervisor
336 Drive Cam 415 Assistant Safety 530 Lead Mechanic 610 Driver Supervisor Manager
ACKNOWLEDGEMENT
OF
EMPLOYER’S DRUG AND ALCOHOL TESTING POLICY
I, _____________________________________________, the undersigned, hereby Print Full Name
acknowledge that I have received a copy of the anti-drug and alcohol misuse program policy mandated by the U.S. Department of Transportation, Federal Transit Administration for all covered employees who perform a safety-sensitive function. I understand this policy is required by 49 CFR Part 655, as amended, and has been duly adopted by the governing board of the employer. Any provisions contained herein which are not required by 49 CFR Part 655, as amended, that have been imposed solely on the authority of the employer are designated as such in the policy document.
I further understand that receipt of this policy constitutes a legal notification of the contents, and that it is my responsibility to become familiar with and adhere to all provisions contained therein. I will seek and get clarification for any compliance with all provisions contained in the policy. I also understand that compliance with all provisions contained in the policy is a condition of employment.
I further understand that the information contained in the approved policy dated July 12th, 2024, is subject to change, and that any such changes, or addendum, shall be disseminated in a manner consistent with the provision of 49 CFR Part 655, as amended.
I hereby acknowledge that I have participated in and completed the required minimum 60 minutes of training on the effects and consequences of prohibited drug use on personal health, safety, and the work environment, and on the signs and symptoms that may indicate prohibited drug use in accordance with Part 655.14(b)(1) and in addition, to the training, this policy and handbook was reviewed.
I further acknowledge that I have been advised of the consequences for safety sensitive employees who violate the testing requirements.
__________________________________
Signature of Employee
______________
Date
MV Transportation
Employee Handbook
Issue Date
January 1, 2018
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WELCOME TO MV TRANSPORTATION................................................................................ 1 Mission Statement and Values................................................................................................ 2 Mission Statement............................................................................................................. 2 Our Values ........................................................................................................................ 2 Purpose of Employee Handbook............................................................................................. 2 Nature of Our Business........................................................................................................... 3 At-Will Employment................................................................................................................. 3 Equal Employment Opportunity............................................................................................... 3 Accommodations for Disabilities, Work Restrictions and Religion ........................................... 4 Disabled, Recently Separated, Other Protected, & Armed Forces Service Medal Veterans .... 5 Anti-Harassment/Anti-Discrimination Policy ............................................................................ 5 Immigration Law Compliance.................................................................................................. 7 Open Door Policy.................................................................................................................... 8 Introductory Period.................................................................................................................. 8 Employment Categories.......................................................................................................... 8 Full-time ............................................................................................................................ 8 Part-time ........................................................................................................................... 9 Temporary......................................................................................................................... 9 Safety Sensitive Functions...................................................................................................... 9 Compensation and Payroll Practices..................................................................................... 10 Wages and Benefits ........................................................................................................ 10 Payroll Status.................................................................................................................. 10 Hourly employees......................................................................................................10 Salaried employees...................................................................................................10 Payroll Period & Pay Dates ............................................................................................. 10 Time Recording............................................................................................................... 10 Overtime ......................................................................................................................... 11 Reporting Errors.............................................................................................................. 11 Pay Adjustments ............................................................................................................. 12 Operator Payroll Procedures ........................................................................................... 12 Payroll Deductions .......................................................................................................... 12 Compensation for Meetings/Training/Drug Testing.......................................................... 12 Travel Time ..................................................................................................................... 13 Length of Service ............................................................................................................ 13 What to Do If You Have Questions about Compensation and Payroll Practices .............. 13 Hours of Work....................................................................................................................... 13 Work Schedules .............................................................................................................. 13 Rest and Meal Periods .................................................................................................... 13 Attendance and Punctuality................................................................................................... 13 Salaried employees......................................................................................................... 14 Hourly Employees ........................................................................................................... 14 Excused Absence ........................................................................................................... 14 Unexcused Absence ....................................................................................................... 15 Tardiness ........................................................................................................................ 15 Disciplinary Guidelines for Attendance ............................................................................ 15 Clean Slate ..................................................................................................................... 16 Company Meeting Attendance ........................................................................................ 16 Attendance Policy for Non-Exempt Introductory Employees............................................ 16 Attendance Policy for Exempt Employees ....................................................................... 16
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Job Abandonment ........................................................................................................... 16 Emergency Closings and Seasonal Work........................................................................ 16 Employee Benefits ................................................................................................................ 17 Health, Dental and Vision Insurance ............................................................................... 17 401(k).............................................................................................................................. 17 Paid Time Off .................................................................................................................. 17 Vacation Cash-Out Policy ............................................................................................... 17 Paid Holidays .................................................................................................................. 18 Leave Policies....................................................................................................................... 18 Workers’ Compensation .................................................................................................. 19 Reporting Employee Injuries or Illnesses......................................................................... 20 Family and Medical Leave............................................................................................... 20 Eligibility for Family and Medical Leave. ....................................................................20 Types of Family and Medical Leave Available. ..........................................................20 How and When to Request Leave. ............................................................................21 Medical Certification Requirement. ............................................................................21 Amount of Leave Available........................................................................................22 How the Amount of Leave is Calculated. ...................................................................22 Benefit Continuation. .................................................................................................23 Reinstatement. ..........................................................................................................23 Pay Status.................................................................................................................23 Fitness for Duty. ........................................................................................................23 Status Update............................................................................................................24 Fraudulent Use of Leave. ..........................................................................................24 Bereavement................................................................................................................... 24 Jury Duty......................................................................................................................... 24 Administrative Leave....................................................................................................... 25 Employee Performance and Conduct Policies....................................................................... 25 Performance Appraisals .................................................................................................. 25 Conflicts of Interest ......................................................................................................... 25 Reference Checks........................................................................................................... 25 Outside Employment....................................................................................................... 25 Hiring of Relatives ........................................................................................................... 26 Anti-Fraternization Policy ................................................................................................ 26 Confidentiality and Proprietary Information...................................................................... 26 Electronic Data Systems Policy....................................................................................... 27 Software Code of Ethics.................................................................................................. 28 Social Media Policy ......................................................................................................... 28 Workplace Violence......................................................................................................... 31 Weapons Policy .............................................................................................................. 31 Discipline .............................................................................................................................. 32 Minor Violations.........................................................................................................33 Major Violations.........................................................................................................33 Vehicle Citations ............................................................................................................. 35 Personal Appearance...................................................................................................... 35 Smoking.......................................................................................................................... 35 Solicitation....................................................................................................................... 36 Confidentiality of Information ........................................................................................... 36 Security Inspections ........................................................................................................ 36 Employee Personnel Files............................................................................................... 36
iii
Safety and Incident Policies .................................................................................................. 37 Safety Hotline.................................................................................................................. 37 Incident ........................................................................................................................... 37 Incident Reporting ........................................................................................................... 37 Major Safety Incidents..................................................................................................... 38 Minor Safety Incidents..................................................................................................... 38 Subrogation of Incident or Injury Claims .......................................................................... 39 Safety Investigation Leave .............................................................................................. 39 Electronic Systems.......................................................................................................... 39 Safety Point System........................................................................................................ 39 Preventability of Incidents and Injuries ............................................................................ 40 Disciplinary Action........................................................................................................... 40 Accruing Safety Points .................................................................................................... 40 Maximum Allowable Safety Points................................................................................... 41 Safety Point Hearing ....................................................................................................... 42 Retraining........................................................................................................................ 42 MVR Records.................................................................................................................. 42 Statements at the Scene of an Incident........................................................................... 43 Leaving the Scene of an Incident or Injury....................................................................... 43 Safety Inspections........................................................................................................... 43 Wheelchair Lift Deployment............................................................................................. 44 Safety Meetings .............................................................................................................. 44 Return of Property........................................................................................................... 44 Use of Personal Cell Phones and other Electronic Devices............................................. 44 Preparedness for Work and Alertness Management ....................................................... 44 APPENDIX 1......................................................................................................................... 45 APPENDIX 2......................................................................................................................... 47
1 WELCOME TO MV TRANSPORTATION
As you begin your employment with MV Transportation, we welcome you to our organization and invite you to read and become familiar with the contents of this handbook. We believe you will find it full of helpful and valuable information about our policies and procedures. This handbook is designed to guide and assist you in performing to the best of your abilities, as well as developing and realizing your potential as one of our valued employees.
For over four decades, MV Transportation has been a leading provider of reliable and safe transportation. With your help, we are looking forward to continuing growth and prosperity as we find new and better ways to serve our customers' needs.
Please read this handbook carefully and retain it for future use. Familiarize yourself with its contents as soon as possible because it should answer many of your initial and ongoing questions about your employment. This handbook has been developed by MV Transportation to promote understanding, cooperation, and good communication. You are responsible for being familiar with the information included in the handbook. If you have any questions about any of the information, please ask your supervisor or Human Resources for explanation or clarification.
THIS HANDBOOK GENERALLY DESCRIBES SOME OF MV
TRANSPORTATION’S CURRENT POLICIES AND PROCEDURES. THIS
HANDBOOK DOES NOT CONSTITUTE A CONTRACT OF EMPLOYMENT.
NOTHING IN THIS HANDBOOK SHALL BE CONSTRUED TO CONSTITUTE A
CONTRACT, AND THE COMPANY HAS THE RIGHT, AT ITS DISCRETION, TO
MODIFY THIS HANDBOOK AT ANY TIME, UNLESS OTHERWISE PROVIDED
UNDER THE TERMS OF AN APPLICABLE COLLECTIVE BARGAINING
AGREEMENT, ARBITRATION AGREEMENT, OR OTHER VALID CONTRACT.
THIS HANDBOOK SUPERSEDES AND REPLACES ALL PRIOR HANDBOOKS.
HOWEVER, IF YOU ARE COVERED BY A COLLECTIVE BARGAINING
AGREEMENT (“CBA”), TO THE EXTENT THERE ARE ANY DISCREPANCIES BETWEEN THIS HANDBOOK AND THE CBA, THE CBA WILL CONTROL.
Once again, we welcome you to our family and wish you success as we turn to face the numerous challenges, opportunities, and potential rewards ahead.
Kevin Jones
Chief Executive Officer
2 Mission Statement and Values
Mission Statement
We deliver innovative transportation solutions that provide freedom of movement, safety and a customer experience that is second to none.
Our Values
We are a people business and the word “RESPECT” best describes our commitment to service. To our passengers, YOU are the Company. As a MV employee, it is your responsibility to always protect our values. You have joined a very special Company that provides a very important service to our clients and customers. We stand for:
Respect Let courtesy, warmth, empathy and kindness
drive your behaviors
Ethics Simply put, do the right thing
Safety Nothing is more important than safety
Profitable Growth Positive financial performance of our Company
Excellence Quality and integrity are our backbone
Celebration & Collaboration It is all about teamwork and recognizing each other and our accomplishments
Talent & Innovation We are the best at what we do and the service we provide
Purpose of Employee Handbook
This employee handbook has been drafted as a guideline for our employees. It describes the Company’s general philosophy and some of its current policies and procedures, but it is not intended to be all-inclusive. Unless otherwise provided under the terms of an applicable Collective Bargaining Agreement, arbitration agreement, or other valid contract, the Company reserves the right to amend, withdraw, supplement, or modify any terms or conditions of employment, at any time and for any reason, without prior notice, whether stated in the handbook or established through employment practices or other employment policies, except for the Company policy regarding at-will employment which may only be modified as described below.
While the Company will generally follow the guidelines stated in this handbook, you should understand that it does not constitute a contract between you and the Company. The Company may deviate from these guidelines where federal, state
3 or local law has specific requirements which the Company must adhere to or follow. This Handbook contains some of the authorized employment policies of the Company and supersedes any other versions. Please see your manager for a copy of this policy which is also available on Portal or Sharepoint.
Nature of Our Business
MV is a private contractor operating passenger transportation services for public and private agencies nationwide. We operate in a very competitive business environment; hence, we must operate safely, control our costs and provide outstanding customer and client service. We welcome your suggestions on how we can make improvements at our Company. Every MV employee plays a critical role in our success.
At-Will Employment
MV is an at-will employer. That means that employment may be terminated at any time by either the employee or the Company, with our without notice, for any lawful reason. This also means your terms and conditions of employment, including but not limited to termination, demotion, promotion, transfer, compensation, benefits, duties, hours, and location of work may be changed with or without cause or notice at the Company’s sole discretion. The at-will employment relationship cannot be changed, and no employee of the Company is employed for any specific time period, unless he or she has or is covered by a written agreement signed by the CEO, CHRO or if otherwise required by law. No person other than the CEO or CHRO is authorized to enter into any employment agreement for a specified term with any employee.
Some of our employees are covered by a collective bargaining agreement. If you are covered by a collective bargaining agreement, your employment relationship, including the terms and conditions of your employment, is governed by that Agreement.
Equal Employment Opportunity
As a government contractor, MV’s employment policy is to provide equal opportunity to all persons and to require affirmative action to ensure equality of opportunity in all aspects of employment. In furtherance of this policy, employment decisions shall be based on merit, qualifications, and competence.
Except where required or permitted by law, employment practices shall not be influenced or affected by virtue of an applicant’s or employee’s race, color, creed, religion, sex, national origin, age, pregnancy, disability, veteran status, marital status, sexual orientation, gender identification, or any other characteristic protected by law. This policy statement governs all aspects of employment including but not limited to recruitment, selection, promotions, terminations, transfers, layoffs, compensation, training, benefits, and other terms and conditions of employment.
4 MV prohibits retaliation against applicants or employees who file discrimination charges with federal, state or local fair employment practice agencies, participate in investigations of such charges or an OFCCP proceeding, oppose unlawful employment practices, or assert any other rights protected by law.
MV’s Equal Opportunity Policy is an essential part of the Company’s overall commitment to attract, hire and develop a strong, talented and diverse work force.
Accommodations for Disabilities, Work Restrictions and Religion MV takes affirmative steps to employ and advance qualified individuals with disabilities at all levels of employment. MV Transportation will make a reasonable accommodation for the known physical or mental limitations of otherwise qualified individuals with a disability and/or who are otherwise physically restricted in the job duties they can perform, unless the accommodation would impose an undue hardship and/or a direct threat to the health and/or safety of the individual or others would result. Reasonable accommodation means any change or adjustment to a job or work environment that permits an otherwise qualified applicant or employee with a disability or work-related restrictions to participate in the job application process or to perform the essential functions of a job. Individuals seeking accommodations must make the request to their supervisor and to the Human Resources Department.
Supervisors or managers who are notified of a request for accommodation must immediately forward the request to the Human Resources Department.
MV Transportation will also attempt to make reasonable accommodations for employee observance of sincerely held religious beliefs. All requests for a religious accommodation should also be directed to the supervisor and the Human Resources Department. Supervisors or managers who are notified of a request for an accommodation must forward all requests for a religious accommodation to the Human Resources Department.
Once a request for an accommodation is received, the request will be analyzed in order to aid in the determination of a reasonable accommodation. This interactive process may require additional documentation and/or communications with or between the employee, management, and/or the Human Resources Department, including obtaining more information regarding the requested accommodation and/or the reason for the accommodation and an assessment of any and all restrictions, in order to evaluate possible accommodations and the feasibility of proposed accommodations. All requests for accommodations will be considered and resolved on a case by case basis in accordance with applicable law.
5 Disabled, Recently Separated, Other Protected, & Armed Forces Service Medal Veterans
MV’s employment policy prohibits job discrimination and requires affirmative action to employ and advance disabled veterans, recently separated veterans (within three years of discharge or release from active duty), other protected veterans (veterans who served during a war or in a campaign or expedition for which a campaign badge has been authorized) and Armed Forces service medal veterans (veterans who, while on active duty, participated in a U.S. military operation for which an Armed Forces service medal was awarded).
Anti-Harassment/Anti-Discrimination Policy
All Company employees have a right to work in an environment free from all forms of unlawful discrimination and harassment. Consistent with the Company’s respect for the rights and dignity of each employee, discrimination and harassment based on race, color, creed, religion, sex, national origin, age, pregnancy, disability, veteran status, marital status, sexual orientation, gender identification, or any other characteristic protected by applicable law, will not be tolerated. This includes harassment and discrimination by any MV employee, or a contractor, agent or third parties with whom MV employees interact during the course of their employment. All employees should be aware of the following:
1. Sexual harassment is strictly prohibited. Sexual harassment includes unwelcome sexual advances, requests for sexual favors, and other verbal or physical conduct of a sexual nature when: (a) submission to such conduct is made as either an explicit or implicit term or condition of employment; (b) submission to or rejection of such conduct is used as a basis for an employment decision affecting the harassed employee; or (c) such conduct has the purpose or effect of interfering with an employee's work performance or creates an intimidating, hostile, or offensive work environment pursuant to applicable law. Sexual harassment can specifically include but is not limited to: unwelcome sexual flirtations, advances, or propositions; requests for sexual favors; verbal abuse of a sexual nature, obscene language, off-color jokes, verbal commentary about an individual's body, sexual innuendo, and gossip about sexual relations; the display of derogatory or sexually suggestive pictures, posters, cartoons, drawings, or objects, or suggestive notes or letters; visual conduct such as leering or making gestures; sexually suggestive comments about an individual's body or body parts, or sexual degrading words to describe an individual; unwelcome touching of a sexual nature such as patting, pinching or brushing against another's body; any other physical or verbal conduct of a sexual nature by supervisors, fellow coworkers, or others in the workplace; sending offensive e-mails to coworkers with sexually suggestive comments or sexually degrading words; and viewing inappropriate materials such as pornography in the workplace or during work hours.
6 2. Harassment on the basis of any protected characteristic is strictly prohibited. In general, statements or physical conduct relating to a person's race, color, creed, religion, sex, national origin, age, pregnancy, disability, veteran status, marital status, sexual orientation, gender identification, or any other status which is protected by applicable law constitutes harassment when it:
a. has the purpose or effect of creating an intimidating, hostile, or offensive work environment;
b. has the purpose or effect of unreasonably interfering with an individual’s work performance; or
c. otherwise adversely affects an individual’s employment pursuant to applicable law.
3. Harassing conduct includes, but is not limited to: epithets, slurs, or negative stereotyping; threatening, intimidating, or hostile acts; and written or graphic material that denigrates or shows hostility or aversion toward an individual or group and that is placed on walls or elsewhere on the employer’s premises or circulated in the workplace.
4. All supervisors are responsible for assuring that no employee is unlawfully discriminated against or subjected to conduct that constitutes sexual or any other form of harassment.
5. An individual found to have engaged in inappropriate conduct, including discrimination, sexual harassment, or any other form of unlawful harassment, will be disciplined as appropriate, up to and including discharge.
6. Any employee who believes that he or she has been the subject of inappropriate conduct, including discrimination, sexual harassment, or any other form of harassment, or who has observed any such conduct should, and is strongly encouraged, to immediately bring the matter to the attention of any supervisor, any executive or any human resources employee. Alternatively, you may contact the Open Door Hotline, 877- 687-2338.
7. Any complaint of harassment or discrimination should include details of the incident(s) or conduct, names of individuals involved, and the names of any witnesses. Supervisors and managers should immediately refer all harassment complaints to Human Resources.
8. If at any time an employee feels their report of discrimination and/or harassment is not being properly addressed, they are free, and strongly encouraged, to make an additional report to any of the individuals or the Open Door Hotline identified above.
7 9. A prompt and thorough investigation of the alleged discrimination and/or harassment will be conducted, and appropriate corrective and/or disciplinary action will be taken, if warranted. Complaints will be treated as confidential to the extent possible.
10. Refusal to cooperate in an investigation of harassment or discrimination or initiating a complaint in bad faith is also prohibited and may result in disciplinary action, including termination.
11. The Company will not in any way retaliate against an employee, applicant, or former employee who, in good faith, makes a complaint or report of discrimination or harassment, or participates in the investigation of such a complaint or report. Retaliation against any individual for reporting a claim of harassment or cooperating in the investigation of same will not be tolerated. Retaliation includes any adverse employment action because the employee complained about or resisted harassment, discrimination, or retaliation, or has cooperated in an investigation.
12. Any employee who believes that he or she has been retaliated against should immediately report it using the reporting procedure described above. Any report of retaliation by the one accused of discrimination or harassment, or by any other employee, including supervisors or managers, will also be promptly and thoroughly investigated in accordance with the procedures outlined above. If a complaint of retaliation is substantiated, appropriate corrective and/or disciplinary action will be taken.
The contact information for the federal and state agencies that enforce the laws against unlawful discrimination and harassment in the states of California, Maine, Massachusetts, Rhode Island, and Vermont and for government contractors are listed in Appendix 1 to this Handbook. Please understand utilizing the Company’s reporting procedures set forth above does not prevent you from filing a complaint with a federal or state agency.
Immigration Law Compliance
MV complies with the applicable immigration laws where it does business, including with the Immigration Reform and Control Act of 1986. MV is committed to employing only United States citizens and aliens who are authorized to work in the United States.
As a condition of employment, each new employee must properly complete, date, and sign the first section of the United States Citizenship and Immigration Services Form I-9. Newly rehired employees must also complete the form if they have not previously filed an I-9 with this organization, if their previous I-9 is more than three years old, or if their previous I-9 is no longer valid.
8 Open Door Policy
As a MV employee, you’ve joined an organization that places high value on customer service. That same high value is placed on employees. You will find your supervisor values you as an employee and is there to help guide and assist you in performing your role.
We challenge ourselves to take the initiative and be part of the solution. Anytime you have a suggestion or idea to make things better or a concern or complaint about the way things are done, discuss it with your supervisor or any member of management. Your input is a valuable part of our success.
We are committed to addressing workplace concerns and issues important to you. If a situation arises with your job, another employee, or customer that makes you uncomfortable, MV asks that you immediately bring it to our attention.
If, for any reason, you do not want to discuss the situation with your supervisor or if you feel issues remain unresolved, you can contact another member of management or you can call our Open Door Hotline at 877-687-2338 or email us at [email protected]. You can also write to us at MV Transportation, 2711 N. Haskell Avenue, Ste 1500, LB-2, Dallas, TX 75204.
Address your letter to the Chief Human Resources Officer.
You can be assured that such complaints will be investigated and that you will not be subject to any adverse action as a result of making a good faith complaint.
Introductory Period
The first ninety (90) days of employment are an introductory period. The period is an essential part of the training and evaluation process and is used to ensure that each employee’s performance meets the required standards. An introductory period may be extended at the discretion of the supervisor.
However, because employment at MV Transportation is “at-will”, both during and after the Introductory Period, the Company has no obligation to retain you either during or after you have completed your introductory period unless otherwise required by applicable bargaining agreement or by law.
Employment Categories
Full-time
Full-time employees are those who are regularly scheduled to work at least 30 hours or more per week. Generally, regular, full-time employees may be eligible for some or all of the Company's benefit plans, subject to the terms, conditions, and limitations of each benefit plan/program. For purposes of determining benefits eligibility, the definition or standard for full-time may be different.
9 Part-time
Part-time employees are those who are regularly scheduled to work less than 30 hours per week. This generally includes casual, occasional and on-call drivers and other staff. While part-time employees receive all legally mandated benefits (such as workers' compensation and Social Security benefits), they are generally ineligible for many of the Company's other benefit plans/programs.
Temporary
Temporary employees are those who are hired as interim replacements, to temporarily supplement the work force or to assist in the completion of a specific project. Employment assignments in this category are of a limited duration.
Employment beyond any initially stated period does not imply a change in employment status. Temporary employees retain such status unless and until notified of a change. The temporary employment relationship is an “at-will” relationship, regardless of whether an estimated duration of assignment exists.
While temporary employees receive all legally mandated benefits (such as workers' compensation insurance and Social Security) they are generally ineligible for the Company's other benefit plans/programs.
Safety Sensitive Functions
While all employees are responsible for strictly adhering to all rules and policies affecting the safety of the workplace, our customers and employees, the following functions are considered to be “safety sensitive”:
Operating a revenue service vehicle, including when not in revenue service;
Operating a non-revenue service vehicle, when required to be operated by a holder of a Commercial Driver’s License;
Controlling dispatch or movement of a revenue service vehicle; Maintaining (including repairs, overhaul and rebuilding) a revenue service vehicle or equipment used in revenue service
Thus, the following positions are “safety sensitive”:
Driver
Mechanic and other maintenance personnel
Reservationist (if performing safety sensitive functions) Dispatcher
Road Supervisor
Assistant, Maintenance, Operations, Safety or General Manager
10 Compensation and Payroll Practices
Wages and Benefits
Each location of the Company has a wage and benefit structure, which is subject to change. A printed summary is posted at each location setting forth the current wage and benefit information for your location and will be made available to you upon request. If you are covered by a collective bargaining agreement, it will describe the wages and benefits for members of the bargaining unit. Contact your General Manager or the Human Resources Department if you have any specific questions about your wages or benefits.
Payroll Status
Hourly employees
A hourly employee (whether full or part time) is paid for actual hours worked and is entitled to overtime pay in accordance with applicable state and federal laws.
Salaried employees
Salaried employees are generally not eligible for overtime pay and receive a weekly salary, regardless of the amount of hours they work that is paid every pay period.
Payroll Period & Pay Dates
For payroll purposes, the workday is defined as 12:01 a.m. to midnight and the workweek is defined as 12:01 a.m. Saturday to midnight the following Friday.
Any type of paid time off is not counted as time worked for computing overtime.
Generally, payday is every other Friday unless otherwise required by bargaining agreement or state law. The specific pay dates for each division or location are posted on the employee bulletin board at that division or location. If a payday falls on a holiday, you will receive your payment on the preceding Thursday or the last business day before the holiday. Each payment covers work performed during the 14-day period ending the Saturday before payday. Direct deposit is available to all employees.
Time Recording
If you are an hourly employee, you must record the time you start work, the times you leave for and return from meal breaks, and the time you leave at the end of your working day. All employees are required to record time-off.
Hourly employees must accurately record all time worked and should not work any time that is not authorized by their supervisors. Do not start work early, finish work late, work during a meal break, or perform any other extra or overtime work unless you are directed to do so. If you have any questions about when or how many hours you are expected to work, contact your supervisor.
11 It is a violation of our policy for anyone to instruct or encourage another employee to work “off the clock,” to incorrectly report hours worked, or to alter another employee’s time records. If anyone directs or encourages you to work “off the clock,” incorrectly report your hours, or to alter another employee’s time records, you should report the incident immediately to your supervisor, any member of management, the Human Resources Department, or the Open Door Hotline at 877-687-2338.
When your employment begins, you will receive instructions on how to record your time. Your immediate supervisor or manager must authorize your time record.
Overtime
Hourly employees will be paid overtime pay (generally, time and one-half their regular rate of pay) for all hours worked in excess of 40 hours in one workweek and as otherwise required by applicable state, federal, or local law (including without limitation daily overtime and double time as required by state or local law). Hours for which you are paid pursuant to the Company’s PTO, Vacation, Holiday Pay, or other applicable policies will not be used for purposes of calculating overtime. The Company prohibits “comp time” as a replacement for overtime pay for hourly employees. All overtime work must be authorized in advance. Although employees will be paid for all hours worked, including any overtime, working overtime without prior authorization may result in disciplinary action.
Salaried employees are expected to work as much of each workday as is necessary to complete their job responsibilities. No overtime is provided to salaried employees, unless required by applicable law.
Reporting Errors
MV Transportation takes all reasonable steps to ensure that employees are properly classified, paid for all hours worked, receive the correct amount of pay in each pay check, and paid promptly. If a mistake does occur and is called to the Company's attention, corrections will be made promptly. The Company has an internal complaint procedure for any employee who believes they have not been properly compensated. Employees who believe they have been erroneously compensated must immediately notify the Payroll or the Human Resources Department or utilize any other reporting procedure set forth in this handbook.
The Human Resources department will share the results of its investigation with the employee and immediately take any necessary corrective action. Employees are free to utilize this reporting procedure without fear of reprisal or retaliation.
An employee who believes they have been retaliated against for reporting a compensation error should immediately report such a belief to the Human Resources department or the Open Door Hotline at 877-687-2338.
12 Pay Adjustments
Operators and other division-based hourly jobs typically are considered for pay adjustments tied to an anniversary date or other due date and are effective on the first day of the pay period following the anniversary date and/or due date.
Operator Payroll Procedures
MV has adopted procedures that govern compensation for operators including rate of pay, hours of work, training time, non-revenue and revenue work. Please refer to the policy posted at your division for additional information.
Payroll Deductions
The law requires that the Company make certain deductions from every employee's compensation. Among these are applicable federal, state, and local income taxes. It is your responsibility to complete your W-4 form properly to ensure the proper amount of taxes are withheld.
The Company offers programs and benefits beyond those required by law.
Eligible employees may voluntarily authorize deductions from their pay to cover the costs of participation in these plans/programs, such as health insurance or 401(k). Payroll deductions may also occur in other circumstances, such as court ordered garnishments, pre-authorized deductions for uniforms or voluntary written authorization.
Salaried employees’ pay will not be “docked,” or subject to deductions, in violation of salary pay rules issued by the United States Department of Labor and state government, as applicable; however, the Company may make deductions from employees’ salaries in a way that is permitted under federal and state wage and hour rules. Employees will be reimbursed in full for any isolated, inadvertent, or improper deductions, as defined by law.
If concerns about any salary pay deductions arise, employees should discuss and resolve them with their supervisor or the Payroll Department or utilize any other reporting procedure set forth in this handbook.
Compensation for Meetings/Training/Drug Testing
Hourly employees will be paid their regular hourly rate for meetings, training and/or drug testing during regular work hours and a training rate for attendance occurring outside regular work hours. If an employee’s job classification does not have a specified training rate, the training rate is the applicable minimum wage.
13 Travel Time
Unless applicable law provides otherwise, hourly employees are paid their regular hourly rate for travel that occurs during their regular work hours. For travel outside regular work hours, travel time is paid at the applicable minimum wage. The Company will follow all applicable state or federal laws in determining whether travel time is treated as hours worked.
Length of Service
An employee’s start date, the date on which an employee began to receive wages, is considered their “date of hire”. MV will bridge an employee’s length of service if they voluntarily resigned, were in good standing when they resigned and return to the Company within 90 days of their resignation date.
What to Do If You Have Questions about Compensation and Payroll Practices
If you have any questions, concerns, comments, or complaints related to your compensation or the Company’s payroll practices, please direct those comments to your supervisor, any executive, the Payroll department, or the Human Resources department. You may also contact the Open Door Hotline at 877- 687-2338.
Hours of Work
Work Schedules
Work schedules for employees vary throughout the Company. Supervisors will advise employees of their individual work schedules. Staffing needs, operation demands, and client service requirements may require variations in the total hours that may be scheduled each day and week. The Company does not guarantee hours of work or schedules.
Rest and Meal Periods
The Company complies with federal and state legal requirements concerning meal and rest periods, and you will be provided with meal and rest periods in accordance with applicable law. If you have any questions concerning the meal and rest break requirements for the location at which you work, please contact the Human Resources Department.
Attendance and Punctuality
To maintain a productive work environment, the Company expects employees to be reliable and punctual in reporting for scheduled work. Absenteeism and tardiness place a burden on other employees and on the Company. All MV employees are required to report to work on time every day they are scheduled to work.
14 Salaried employees
If an employee is unable to report to work or will be reporting after a scheduled starting time for any reason, absent extenuating circumstances, the employee should personally call their supervisor. If their supervisor is unavailable a member of management or the Human Resources Department should be contacted. Messages should not be left with other employees. Absent extenuating circumstances, you must call in on any day you are scheduled to work and will not report to work.
Excessive absenteeism or tardiness may result in disciplinary action up to and including termination of employment. Each situation of absenteeism or tardiness will be evaluated on a case-by-case basis. Even one unexcused absence or tardiness may be considered excessive, depending upon the circumstances.
Absent extenuating circumstances, an employee who fails to personally call their supervisor for two or more days to report absence will be considered to have abandoned and voluntarily terminated their employment.
Hourly Employees
The following applies to all non-introductory period employees and is based on a rolling twelve (12) month time period:
The policies outlined in this section do not limit the employee’s and the Company’s right to end the employment relationship at any time, for any reason not prohibited by law, with or without cause, and with or without notice unless otherwise required by the applicable bargaining agreement.
Excused Absence
Excused absences are approved requests for family medical leave (FMLA), kin care (if required by state law), personal leave, jury and/or witness duty, military, bereavement, pre-arranged vacation days or any other leave protected by law.
Attendance points are not issued for excused absences.
Pre-arranged vacation days will be excused if:
1 - A MV "Request for Time Off" form is completed and approved by the Operations Manager, General Manager or Regional Vice President. 2 - These steps are completed per the division’s advance notice policy.
15 Unexcused Absence
Absenteeism is measured in points. Employees are required to call in for each day of work missed. All employees who will be absent or tardy are required to notify their supervisor or dispatch at least one (1) hour prior to the start of their shift. Notwithstanding the situations described below, if an absence occurs, or an employee fails to call within the appropriate time, because of a FMLA qualified serious medical condition, the employee’s absence will not count as a point. An unexcused absence, where the employee calls in at least one (1) hour prior to the start of his/her shift, is counted as one (1) point. Unexcused absences up to three (3) consecutive days are counted as one (1) point, provided proper notice is given. After day three (3), each day of absence is counted as one (1) point unless the employee provides a doctor’s note excusing the absence for up to a total of ten (10) days. After ten (10) days, each day absent will be counted as one (1) point. Absences exceeding ten (10) days may be considered for a leave of absence. Calling in less than one (1) hour in advance of your start time to report an absence or tardy is counted as one and one-half (1 ½) points. Failure to call more than one (1) hour after the start of a scheduled shift for a scheduled shift (No Call/No Show) is counted as four (4) points. A failure to complete the entire shift is counted as one (1) point. Missing a required meeting is counted as one (1) point.
Tardiness
Arriving to work up to 15 minutes after your scheduled reporting time either for shift start or returning from rest or meal breaks is one-half (1/2) point.
Reporting to work more than 15 minutes after a scheduled reporting time either for shift start or returning from rest or meal breaks will be counted as one (1) point.
If an employee is tardy for their shift, the shift may be re-assigned and the employee sent home.
Disciplinary Guidelines for Attendance
All non-exempt employees will be issued an Employee Attendance Report documenting each occurrence.
Violations of more than one component of the attendance policy, will receive a single point assessment of the highest value.
16 Employees are allowed a maximum of seven (7) points within a rolling 12-month period before a written warning is issued. Points are removed from the employee’s record 12 months after they are issued. If an employee reaches ten (10) points within a rolling 12-month period, he/she will be terminated.
Clean Slate
If an employee goes “point free” for a consecutive six (6) month period, his/her attendance record will be wiped clean and any prior points will not be considered as a basis for disciplinary action.
Company Meeting Attendance
We require that all employees attend Company operations meetings, which include the monthly safety meetings. Failure to attend a mandatory Company meeting will result in one attendance point.
Attendance Policy for Non-Exempt Introductory Employees MV expects new employees to demonstrate excellent attendance during their introductory period. Introductory period employees are permitted no more than one (1) point using the guidelines set above.
Attendance Policy for Exempt Employees
Due to the nature of exempt or salaried work, exempt employees are not subject to the Attendance/Tardiness Policy. Exempt employees are expected to maintain good attendance and complete all work assignments and meet the requirements of the position.
Job Abandonment
Unless otherwise prohibited by applicable law, an employee who does not report for three consecutive days’ scheduled shifts and does not contact the Company during this time period will be considered to have voluntarily resigned his or her position.
Emergency Closings and Seasonal Work
Emergency conditions, such as severe weather, fire, flood, or earthquake, can disrupt Company operations and interfere with work schedules, as well as endanger employees' well-being. These extreme circumstances may require the closing down of operations partially, or business altogether. Time off due to emergency closings is generally unpaid.
Due to seasonal or holiday fluctuations of business, it is sometimes necessary to reduce hours below the normal level of hours worked. When this is necessary, such reductions will be based on certain factors, including but not limited to agency and client schedules, as well as driver seniority. Drivers should expect such slowdowns to include, but not be limited to, summers and seasonal holidays such as Thanksgiving or Christmas.
17 Employee Benefits
Health, Dental and Vision Insurance
Eligible, full-time employees are currently offered health, dental and vision insurance benefits as required by federal law and in accordance with the requirements of the plans. The details of those benefits, including eligibility requirements, are set forth in the plan documents themselves, and coverage and rates are subject to change periodically.
401(k)
Eligible, full-time employees may currently participate in the Company’s 401(k) plan. The plan documents govern the terms of the plan. If you would like information concerning the Company’s 401(k) plan, please contact the Human Resources Department.
Paid Time Off
Full-time employees are eligible to accrue Vacation or paid time off (“PTO”), subject to the applicable waiting period. Each location has its own accrual program for vacation or PTO. Please check with your manager or the division wage and benefit sheet for your vacation or PTO accrual rate and more specific information regarding the terms and conditions associated with the vacation or PTO program for your location. Vacation or PTO accrual is capped at 120 hours for hourly employees and 160 hours for salaried employees, unless otherwise regulated by state or other law. Unless prohibited by applicable law, vacation or PTO accrual will be suspended once the cap is reached, and accrual will begin again once vacation or PTO is used and the balance drops below the cap.
Generally, employees should notify the division of the request to use vacation or PTO in accordance with the division’s advance notice policy. In the absence of an advance notice policy, employees should provide as much notice as possible for planned absences and no less than one week’s notice. In the event of unforeseeable circumstances, a shorter notice period may be acceptable. If a request for vacation or PTO is not approved and the employee is absent from work during that period, the employee is subject to discipline and may not be paid for that time off.
At the time of separation of employment, an employee will be paid all accrued and unused vacation or PTO, only if state or other applicable law requires that the Company pay the employee for accrued and unused vacation or PTO.
Vacation Cash-Out Policy
Drivers may cash out vacation pursuant to their division’s cash out policy.
18 Paid Holidays
Full-time employees are eligible for paid holidays, subject to the applicable waiting period. The list of paid holidays and any applicable waiting period are posted at each facility. Holiday pay will only be paid to a non-exempt employee if the employee has worked his/her scheduled work day preceding the holiday and has worked his/her scheduled workday following the holiday.
If a paid holiday falls on an employee’s day off or an employee is required to work on a holiday, the employee may receive an alternative day off or holiday pay, depending on the location’s policy.
If a holiday falls during any unpaid time off (leave or vacation for example), the employee will not receive holiday pay.
Leave Policies
The Company provides all leaves required by applicable federal, state, or other applicable law, including the following types of employee leaves listed below.
Any unpaid leave of absence in excess of 30 days may impact vacation accrual, healthcare benefits and length of service for seniority or bidding purposes.
Please see your manager for a copy of this policy which is also available on Portal or Sharepoint.
In addition to the leaves listed below, many states have created other protected leaves. Please see your state addendum for information regarding additional leaves available under state law.
All applicable leaves run concurrently. For example, if an employee takes time off for a serious health condition that resulted from a work-related injury, the workers’ compensation leave, state and federal family medical leave, if applicable, begin on the first day of absence.
Additional leaves of absence, other than those identified below, may be requested and will be considered on a case-by-case basis.
To the extent that any provision of this Leave Policy conflicts with any federal, state, or local law, the Company will follow all applicable laws irrespective of this policy and employees will be granted leave in accordance with all applicable laws. Where greater benefits than those described herein are required under applicable law, employees will receive those benefits.
IF YOU BELIEVE THAT YOU REQUIRE A LEAVE OF ABSENCE, PLEASE SEE
YOUR STATE ADDENDUM AND CONTACT THE HUMAN RESOURCES
DEPARTMENT AS SOON AS POSSIBLE FOR SPECIFIC INFORMATION REGARDING THE LEAVE POLICIES WHERE YOU ARE LOCATED. IF YOU
BELIEVE YOU HAVE BEEN UNLAWFULLY DENIED LEAVE THAT YOU ARE
ENTITLED TO UNDER APPLICABLE LAW, YOU MUST CONTACT THE
19 HUMAN RESOURCES DEPARTMENT OR UTILIZE ANY REPORTING
PROCEDURE SET FORTH IN THIS HANDBOOK.
Workers’ Compensation
MV purchases Workers’ Compensation Insurance for employees who incur a work-related injury or illness. Any illness or injury to an employee, regardless of severity, that occurs while on the job must be reported. Any employee who has suffered a work related injury or illness has the right to make a workers' compensation claim. The employee may then be sent to a Company approved medical facility for treatment or examination, which may determine whether follow-up care is necessary. While on Workers’ Compensation leave or while on a Temporary Modified Work assignment, employees shall conform to all applicable rules, policies and procedures. Employees will not be discriminated or retaliated against for presenting a Workers’ Compensation claim, hiring a lawyer to represent the employee in the claim, commencing a proceeding before a worker’s compensation board or commission, or testifying in such a proceeding.
Employees are required to fully cooperate with MV and MV’s Workers’ Compensation adjuster/administrator in the management of their claim. Failure to attend scheduled medical appointments without a reasonable basis may result in employee being sent home without pay pending an updated work status.
All employees who are involved in a workplace accident or incident resulting in property damage or any person being required to obtain medical attention will be subject to a drug and alcohol test (if allowable by state or other applicable law) and may be placed on unpaid “safety leave” until the results of the test are known.
Temporary modified work may be offered to those employees who have sustained a compensable workers’ compensation injury and who have been released by an authorized health care provider to return to work with medical and/or physical restrictions. Temporary modified work may be assigned for up to 26 weeks per claim.
The Company may establish the temporary modified work day and work week based on the restrictions set forth by the authorized health care provider.
Temporary modified work days shall not exceed 8 hours per day or 40 hours per week to ensure temporary modified duty employees do not work overtime.
Prior to acceptance of temporary modified work, the employee shall be furnished a written temporary modified work offer indicating the temporary modified work duties. Employees accepting this work shall receive their normal regular hourly rate of pay for the temporary modified work they perform. Please see your manager for a copy of this policy which is also available on Portal or Sharepoint.
20 Prior to returning to full-duty work, employees may, depending on circumstances or the nature of the injury, be subject to a return-to-work medical examination by a Company-approved doctor.
Reporting Employee Injuries or Illnesses
Employees are required to immediately report, as soon as possible, unless in the circumstances it would not be reasonable to do so, all on-the-job injuries and illnesses to their General Manager, Safety Manager, Dispatcher or immediate supervisor. Failure to timely report any incident, regardless of whether or not it results in injury or property damage, may result in disciplinary action up to and including termination. Please see our Safety Policy for more information on Incidents and Incident Reporting.
Family and Medical Leave
Employees have rights to family and medical leave under the Federal Family and Medical Leave Act of 1993. The Company provides Family and Medical Leave in accordance with both federal and any state or other applicable law.
Eligibility for Family and Medical Leave.
Employees who have worked at the Company for at least 12 months, who have worked at least 1,250 hours during the previous 12 months, and who work at a location where at least 50 employees are employed by the Company within 75 miles are eligible for Family and Medical Leave. Where the Company has assumed an existing contract, the time an employee has worked for a previous contractor is considered in this calculation.
Types of Family and Medical Leave Available.
State and federal laws allow Family and Medical Leave for various reasons.
Because an employee’s rights and obligations may vary depending upon the reason of the Family and Medical Leave, it is important to identify the reason for the leave. Family and Medical Leave is available for the following reasons:
The birth, adoption, or foster care of an employee’s child within 12 months following the birth or placement of the child (“Bonding Leave”). To care for an immediate family member (spouse, registered domestic partner, child or domestic partner’s child, or parent with a serious health condition) (“Family Care Leave”).
An employee’s inability to work because of a serious health condition (“Serious Health Condition Leave”), as defined by law.
A “qualifying exigency,” as defined under the FMLA, for military operations arising out of a spouse’s, child’s or parent’s Armed Forces (including the National Guard and Reserves) active duty or call to active duty in support of a “contingency operation” declared by the U.S. Secretary of Defense, President, or Congress, as required by law. (“Military Exigency Leave”).
21 To care for a spouse, child, parent, or next of kin (nearest blood relative) who is (a) an Armed Forces member (including the National Guard and Reserves) undergoing medical treatment, recuperation, or therapy, is otherwise in an outpatient status, or is otherwise on the temporary disability retired list with a serious injury or illness incurred or aggravated in the line of duty while on active duty that may render the individual medically unfit to perform his or her military duties, or (b) a person who, during the five (5) years prior to the treatment necessitating the leave, served in the active military, Naval, or Air Service, and who was discharged or released therefrom under conditions other than dishonorable (a "veteran" as defined by the Department of Veteran Affairs) and who has a serious injury or illness incurred or aggravated in the line of duty while on active duty that manifested itself before or after the member became a veteran (“Service Member Family Leave”.)
How and When to Request Leave.
If you need Family and Medical Leave, you must provide the Company notice of the need for leave. To request foreseeable leave (such as following the birth of a child or for planned surgery), you should fill out an Application for Leave of Absence form, which is available from Human Resources at least 30 days in advance and submit the form to your Division Manager. When the need for leave is not foreseeable, you must give notice as soon as possible and, if possible, the notice should be in writing. Any request for leave should provide the Company with enough information to determine whether the leave qualifies as Family and Medical Leave.
Medical Certification Requirement.
If your leave is due to a serious health condition, either your own or a family member’s, you will be required to furnish Medical Certification from a health care provider. Medical Certification forms are available from Human Resources.
Failure to provide the required certification may result in the delay, denial, or cancellation of leave. If the certification shows that your absence does not qualify under the FMLA, the FMLA designation will be revoked retroactive to the first day of your leave and you may be subject to MV’s attendance policy. The Company may require recertification during your leave.
At the Company's expense, the Company may also require a second or third medical opinion regarding your own serious health condition. Employees are expected to cooperate with the Company in obtaining additional medical opinions that the Company may require.
When leave is for planned medical treatment, you must try to schedule treatment so as not to unduly disrupt the Company's operation. Please contact the Human Resources department prior to scheduling planned medical treatment.
22 For Military Exigency Leave, employees are required to provide: (a) as much advance notice as is reasonable and practicable under the circumstances; (b) a copy of the covered military member's active duty orders when the employee requests leave; and (c) a completed Certification of Qualifying Exigency form within 15 calendar days, unless unusual circumstances exist to justify providing the form at a later date. Certification forms are available from the Human Resources department.
Absent unusual circumstances, failure to comply with these notice and certification requirements may result in a delay or denial of the leave. If you fail to return to work at your leave's expiration and have not obtained an extension of the leave, the Company may presume you do not plan to return to work and voluntarily terminate your employment.
Amount of Leave Available.
The maximum amount of FMLA Leave will be twelve (12) workweeks in any 12- month period when the leave is taken for: 1) Bonding Leave; 2) Family Care Leave; 3) Serious Health Condition Leave; and/or 4) Military Exigency Leave.
However, if both spouses work for the Company and are eligible for leave under this policy, their leave may be limited to a combined total of 12 weeks if the leave is taken for Bonding Leave or Family Care Leave, under certain circumstances.
A 12-month period begins on the date of your first use of FMLA Leave.
The maximum amount of Family and Medical Leave for an employee wishing to take Service Member Family Leave will be a combined leave total of twenty-six (26) workweeks in a 12-month period.
EXAMPLE: You take 12 workweeks off to bond with a newly adopted child.
Later, in that same 12-month period, you wish to take time off from work to care for a spouse, child, parent or next of kin under the Service Member Family Leave provision of this policy. Because the law allows extra time off for Service Member Family Leave, you will be allowed to take this time off, so long and the total amount of leave does not exceed 26 workweeks.
If both spouses work for the Company and are eligible for leave under this policy, the spouses may be limited to a total of 26 workweeks off between the two when the leave is for Service Member Family Leave only or is for a combination of Service Member Family Leave, Bonding Leave and/or Family Care Leave.
Under some circumstances, you may take Family and Medical Leave intermittently – which means taking leave in blocks of time, or by reducing your normal weekly or daily work schedule.
How the Amount of Leave is Calculated.
The Company will calculate Family and Medical Leave on a "rolling 12-month basis." This means that the 12-month period is measured backwards from the date an employee uses any Family and Medical Leave. Each time an employee
23 takes Family and Medical leave, the remaining leave entitlement would be any balance of the 12-week annual entitlement (or 26 weeks, if applicable) that had not been used during the immediately preceding 12 months.
Benefit Continuation.
During Family and Medical Leave, your group health insurance will be maintained under the same conditions as if you were working. If you are on paid leave, your share of the premium, if any, will be deducted from your pay. If you are on unpaid leave, you must make the premium payments yourself on a monthly basis. If employee premium payments are more than 30 days late, insurance coverage may be terminated. You will be required to reimburse the Company for any premium payments you missed that the Company pays on your behalf.
You will not continue to accrue vacation or PTO while on unpaid Family and Medical Leave.
Reinstatement.
Under most circumstances, you will be reinstated to the same position held at the time of the leave or to an equivalent position with equivalent pay, benefits, and other employment terms and conditions. However, because the maximum entitlement under the FMLA is 12 weeks (or 26 weeks for Service Member Family Leave), this right to reinstatement will not apply to leaves that continue after the amount of leave you are entitled to is exhausted. Additionally, an employee has no greater right to reinstatement than if the employee had been continuously employed rather than on leave.
"Key employees," as defined by law, may be subject to reinstatement limitations in some circumstances. If you are a "key employee”, you will be notified of the possible limitations on reinstatement at the time you request a leave.
Pay Status.
Family and Medical leave is generally unpaid leave. However, if you have any accrued PTO, you may be required to use that accrued time. Under these circumstances both the paid and unpaid leave count as Family and Medical Leave.
You may be eligible to receive benefits through State-sponsored, Companysponsored, or some other wage-replacement benefit programs.
Fitness for Duty.
If you are taking medical leave due to your own serious health condition, you must provide a return to work release from your health care provider before you return to work. The return to work statement should be submitted to the Leaves Manager in the Benefits Department. Employees returning to work after 30 days or more break in service will be required to undergo a background check, returnPage 446 of 1001 24 to-work physical and drug test, as permitted or required by applicable federal or state law which includes but is not limited to regulations and requirements set forth by the DOT, FTA, FMCA, OSHA and ADA.
Status Update.
While you are on leave, the Company may require you to periodically confirm your status and your intention to return to work. Any employee who decides while on leave that he or she will not be returning to work at the end of the leave should immediately inform the Company.
Fraudulent Use of Leave.
If the Company determines that an employee has obtained leave or continued to take leave under the state or federal family and medical leave laws based on fraudulent, dishonest or misleading conduct of any kind, the employee will be subject to immediate termination.
A Notice to Employees of Rights Under FMLA is attached to this policy, as Appendix 2.
Bereavement
If an employee wishes to take time off due to the death of an immediate family member, the employee should notify his or her supervisor immediately.
Immediate family member is defined as spouse, domestic partner, child, domestic partner’s child, sibling, parent (or person who raised you), grandparent or grandchild. Hourly employees may be granted unpaid time off of up to one week for bereavement leave. See your division or location for specific policies regarding bereavement leave. Salaried employees may take paid time off of up to three days (five days if air travel is required) for bereavement leave.
Jury Duty
A leave of absence will be granted if an employee is required to appear for jury duty. An employee must notify their supervisor immediately upon receipt of your selection notice. Exempt employees are entitled to full pay for each day of jury duty or service as a witness if they work anytime during the week of jury duty. If no work was performed during the week, the employee will not be compensated.
Unless applicable law provides otherwise, non-exempt employees will not be compensated; however, the absence will be considered excused and the employee will continue to accrue other benefits, such as vacation or PTO.
Employees may use any accrued vacation or PTO for the period of the jury duty leave. Employees are expected to report to work whenever the court schedule permits.
25 Administrative Leave
Unless prohibited by law, employees are required to report any life event that could potentially disqualify them from employment based on our Qualification standards. The employee may be placed on unpaid administrative leave until a final disposition has been provided by the appropriate authoritative agency.
Employee Performance and Conduct Policies
Performance Appraisals
Exempt employees and non-exempt staff employees will ordinarily be reviewed annually during a common review date of January 1. The appraisal will be discussed in a meeting between the employee and the supervisor. The supervisor and employee will review the job requirements, performance objectives, or other performance criteria. A performance rating will be assigned and an annual pay review may be provided.
Conflicts of Interest
Employees have an obligation to conduct business within guidelines that prohibit actual or potential conflicts of interest. Our Code of Conduct outlines our policies regarding conflicts of interest.
Reference Checks
No employee may provide a reference check, letter of reference, verification of employment or disclose any performance or employee information to any outside party at any time on either a current or past employee. All requests for reference checks or verifications of employment must be forwarded to Human Resources at the Support Center. The Company only provides confirmation of employment, dates of employment and position held. No performance or termination information may be disclosed.
Outside Employment
An employee may hold a job with another organization as long as he or she satisfactorily performs his or her job responsibilities with the Company.
Employees should consider the impact that outside employment, whether paid or voluntary, may have on their health and physical endurance. All employees will be judged by the same performance standards and will be subjected to the scheduled needs of our clients, regardless of any existing outside work requirements. In some divisions, operators are required to report hours worked as a driver for another employer on a daily basis. Under certain circumstances a log may be required. Your General Manager has more information.
26 Hiring of Relatives
MV Transportation is a family oriented company and encourages family and friends of employees to consider making MV their company too. However, relatives in the same area of the company may not supervise each other or direct each other’s work. Exceptions to this policy must be approved by the Chief Human Resources Officer.
Anti-Fraternization Policy
In order to promote the efficient operation of the Company’s business and to avoid misunderstanding, complaints of favoritism, other problems of supervision, security, and morale, and possible claims of sexual harassment, members of management and supervisors are forbidden to date or pursue romantic or sexual relationships with employees whom they supervise, directly or indirectly.
Employees who violate this guideline will be subject to discipline, up to and including termination of employment.
Confidentiality and Proprietary Information
During the course of employment, employees may receive and have access to confidential information. All employees are expected to respect and maintain the confidentiality of employee and customer records, business records, data and other information not otherwise available to the public. Upon separation of employment, an employee must return all documents, records, or any property that belongs to the Company or is related to Company business. Any programs, writings, or other material developed by an employee as part of his or her work at the Company is property of the Company.
The protection of confidential business information during and after your employment is important to the interests and the success of this Company. Such confidential information includes, but is not limited to the following examples:
Technological Data
Operations Data: customer lists, trip sheets, financial & billing information, schedules, dispatch logs, policy or program manuals
Marketing plans and strategies, or project plans or proposals Personnel or labor information such as names, titles, employee phone numbers, medical and benefit information, training materials or labor relations strategies
Nothing in this policy, however, should be construed to prohibit employees from discussing their terms and conditions of employment amongst themselves.
27 Electronic Data Systems Policy
The Company maintains a computer system, a voice-mail system and an e-mail system to assist employees in conducting Company business. These systems, including the equipment and data stored in the systems, are the exclusive property of the Company. As such, all messages created, sent, received or stored in these systems are and remain the property of the Company.
The Company’s e-mail and computer systems and resources are not to be used for any non-business purposes, entertainment, personal communications and other personal use or any illegal, harassing, inappropriate, pornographic, libelous or obscene purpose during or outside work hours. The only exception is for limited personal uses, subject to the limitations and guidelines set forth in this Handbook and of the Internet, Newsgroup and Electronic Mail Policy. This policy allows for reasonable personal use of the internet during an employee’s own time (non-working time), for example at the beginning of the day, during the lunch break and again at the end of the working day, and so long as it does not interfere with your work and/or the work of other employees. The Company’s electronic data systems may not be used to solicit or proselytize for commercial ventures, religious or political causes, outside organizations, or other non-jobrelated solicitation.
Because the computer systems and resources remain Company property, employees should have no expectation of privacy with regard to these systems and resources. All computers and Company equipment are subject to search at any time. Additionally, MV reserves the right to discontinue an employee’s access to any computer systems and resources at any time.
The Company reserves the right to access, read, review, and monitor all messages, images, programs, files, and content on the Company's email, voicemail, computer and internet systems, and employees should have no expectation of privacy in this regard. You are advised that any incidences of inappropriate use may result in disciplinary action up to and including termination of employment.
Examples of ‘inappropriate usage’ would be:
visiting sites with sexual or offensive context
transmitting, receiving, viewing, or storing words or images of a discriminatory or harassing nature or that are obscene, vulgar, derogatory, or inflammatory
excessive personal use of the internet during working hours any usage, including, streaming radio, music and video, with legal implications such as copyright and performing rights
any use that would violate any Company policy or rule or any federal, state, or local law
28 The above are illustrative examples, and are not intended to be exhaustive.
Employees are prohibited from downloading or uploading “executable” files, music, videos, or any software without advance written approval by the Director of Information Technology. Additionally, employees are prohibited from copying software without advance written approval by the Director of Information Technology.
Please see the Internet, Newsgroup and Electronic Mail Policy for more detail.
Software Code of Ethics
Unauthorized duplication of copyrighted computer software violates the law and is contrary to our organization’s standards of conduct. The Company prohibits all copying or pirating of software, and the use, duplication, or dissemination of copyrighted materials in violation of copyright laws is prohibited. The Company recognizes the following principles as a basis for preventing its occurrences:
Employees are prohibited from making or using unauthorized software copies under any circumstances.
Employees must comply with all license or purchase terms regulating the use of any software we acquire or use.
Employees must comply with, and enforce, MV’s internal controls to prevent the making or using of unauthorized software copies, including effective measures to verify compliance with these standards and appropriate disciplinary measures for violation of these standards.
Social Media Policy
The Company respects the legal rights of its employees and understands that employees' time outside of work is their own. However, employees should be mindful that their social media activity, even if done off premises and while offduty, could affect the Company's legitimate business interests. For example, the information posted could be the Company's confidential business information. In addition, some readers may mistakenly view you as a spokesperson for the Company. Consequently, social media activity is a legitimate and proper focus of Company policy.
This Social Media Policy (the "Policy") provides guidance on responsible social media activity by employees. This Policy does not and cannot cover every possible social media activity. If you are unsure how this Policy may apply to your social media activity, the Human Resources Department is here to help you.
For purposes of this Policy, "social media activity" includes all types of posts and other communications on the Internet, including but not limited to, posts on social networking or affinity sites (such as Facebook, LinkedIn, and Tumblr); blogs and other on-line journals and diaries; bulletin boards and chat rooms; microblogging, such as Twitter; and posts of video or audio on media-sharing sites, such as
29 YouTube or Flickr. "Social media activity" also includes permitting, or failing to remove, posts by others where the employee can control the content of posts, such as on a personal page or blog.
Application:
This Policy applies to social media activity that relates in any way to the Company's business, employees, customers, vendors, or competitors or that identifies an employee's affiliation with the Company (other than as an incidental mention of place of employment in personal social media activity unrelated to the Company). This Policy applies to social media activity when on or off duty, while using the Company's or personal electronic resources, and whether or not the employee posts anonymously or using a pseudonym.
Guidelines:
The Company values its established brand reputation and good will relationships.
These are important corporate assets. When you engage in social media activity that identifies you as a Company employee, or in any way relates to the Company, you should bear that in mind. Unless you have received prior authorization in writing from an authorized Company representative, you should not represent or suggest in any social media content that you are authorized to speak on the Company's behalf, or that the Company has reviewed or approved your content.
You may use the Company's electronic resources to engage in social media activity for non-business purposes during your own time (non-working time), so long as it does not interfere with your or your co-workers' job responsibilities, and complies fully with all Company policies. You may not maintain an open connection to, or stream, any social media site. Such non-business use is a privilege that may be withdrawn if abused.
Your social media activity is subject to all pertinent Company's policies, including, but not limited to the Code of Conduct, Equal Employment Opportunity, Confidentiality, Anti-Discrimination/Anti-Harassment Policy, and Electronic Data Systems Policy.
The Federal Trade Commission requires that endorsements be truthful and not deceptive. If your social media activity endorses the Company's products or services, i.e., expresses opinions, beliefs, findings or experiences concerning the Company's products or services, you must disclose your name and position with the Company.
You should not post content about the Company, management, co-workers, vendors, or customers that is vulgar, obscene, physically threatening, intimidating, defamatory, harassing, or a violation of the Company's policies against discrimination or harassment. You should not unlawfully disparage the
30 Company's products or services, or the products or services of its customers, vendors or competitors.
You should not use the Company's logo, trademark or proprietary graphics (collectively, "IP") for any commercial purpose, such as selling or advertising any product or service, without the Company's prior written consent. You should not use the Company's IP in a way which suggests that you are representing the Company or while engaging in conduct that violates Company policy.
You should not disclose, or post images or video of, any of the Company's trade secrets or confidential business information or of any confidential business processes.
You should not post images or video of the Company's employees, customers, vendors or competitors without their prior permission.
To reduce the risk of identity theft, stalking, and similar criminal conduct, you should not disclose personally identifying information (such as personal telephone numbers, Social Security numbers, the date of birth, credit or debit card numbers or financial account numbers) of the Company's employees, customers, vendors or competitors.
Consistent with applicable law, members of management should not gain unauthorized access to the restricted social media page of a subordinate. Any employee may reject, without fear of retaliation, any request from any other employee that, if accepted, would permit access to a restricted social media page - such as a friend or connection request.
Employees may not use their Company e-mail address to register for any social media account or site, or as an identifier needed to participate in any social media activity, except to engage in social media activity authorized by the Company and for the Company's business purposes. Employees may reference the Company as their employer and include contact information on social and professional networking sites only, such as LinkedIn and Facebook.
If you need clarification of any aspect of this policy, contact the Human Resources Department. You should report all violations of this policy to the Human Resources Department or utilize any reporting mechanism set forth in this handbook.
The Company will, in its discretion, review social media activity to the fullest extent permitted by applicable law.
Employees are solely responsible for their social media activity and will be held accountable for violating this Policy. Failure to comply with this Policy may lead to discipline, up to and including termination of employment, and if appropriate, the Company will pursue all available legal remedies. The Company also may report suspected unlawful conduct to appropriate law enforcement authorities.
31 The Company will not construe or apply this Policy in a manner that improperly interferes with or limits employees' rights under the National Labor Relations Act.
Workplace Violence
MV Transportation is firmly committed to providing a workplace free from acts of violence or threats of violence. In keeping with this commitment, the Company has established a policy strictly prohibiting any employee from threatening or committing an act of violence in the workplace, while on duty, while on company related business, or while operating any vehicle or equipment owned or leased by the Company.
Assistance is needed from all employees to achieve a workplace secure and free from violence. MV is committed to a “zero tolerance” policy and compliance with this policy in respect to workplace violence is every employee’s responsibility.
Any and all incidents involving an act or threat of violence must be reported immediately to the employee’s supervisor or the Human Resources department.
Any employee may do so without fear of retaliation of any kind. After the incident is reported to a supervisor, he/she will report the matter to the Human Resources department, who will conduct an investigation and take appropriate action.
Any employee who engages in or contributes to violent or threatening behavior may be subject to disciplinary action, up to and including termination.
Weapons Policy
The Company is committed to ensuring the safety of our employees, customers, clients, contractors, and visitors. In furtherance of this commitment, the Company maintains a weapons-free workplace (except as otherwise provided by law) and strictly enforces the prohibition of the use, carrying, or possession of deadly weapons or destructive devices while on the Company’s property and/or while performing related work or duties for the Company. Employees are also prohibited from keeping or storing weapons or destructive devices in their vehicles in parking areas, unless state law requires that employees be allowed to store or transport certain types of firearms in their own locked vehicles in Company parking areas.
Examples of deadly weapons or destructive devices: firearms, including but not limited to, handguns, rifles, pellet guns, and similar devices; knives with the exception of pocket knives; instruments capable of inflicting a heavy blow, including, but not limited to, nightsticks, clubs and similar devices; explosive devices, including but not limited to bombs, grenades, and similar devices and other devices whose primary purpose is the infliction of bodily harm.
Although some states license individuals to carry concealed firearms, the Company prohibits them on Company property or while participating in workrelated duties for the Company. A violation of this policy is considered gross misconduct and will result in immediate discipline and/or termination.
32 Customers, clients, contractors, or other visitors who violate this policy will be asked to immediately leave the Company’s premises and may be subject to arrest and prosecution by law enforcement officials for any criminal acts.
Discipline
Any violation of MV Transportation policies or any inappropriate or improper behavior or conduct may warrant disciplinary action. Although the employment relationship may be terminated at will by the employee or the Company, without following any formal system of discipline or warnings, the Company may, in its discretion use progressive discipline. The progressive discipline system is intended to give the employee advance notice, whenever possible, of problems with their conduct or performance to provide the employee with an opportunity to correct their actions. Normally, progressive discipline involves verbal counseling and one or more written warnings, before an employee is terminated. However, deviations from progressive discipline may occur when serious offenses occur or circumstances warrant alternative measures in the Company’s sole discretion. If your employment is governed by a valid collective bargaining agreement, discipline will be governed by that agreement.
Work rules are needed to ensure the safety and well-being of all employees. The purpose of Work Rules is not to punish employees; instead, it is intended to inform employees regarding expectations and provide a framework for coaching and counseling. The Company reserves the right to skip steps in the disciplinary process whenever it determines circumstances warrant. Work Rules are divided into two groups of offenses:
1. Minor Violations will usually be addressed in a four-step process (although the Company need not follow this sequence):
First violation – Counseling session/verbal warning
Second violation- written warning
Third violation – Final warning and/or unpaid suspension Fourth violation – Termination
2. Major Violations will warrant disciplinary action up to a final warning and/or unpaid suspension, or termination.
33 Minor Violations
The Company need not follow any particular sequence of discipline and may impose immediate suspension or discharge where circumstances warrant.
Violations may be personally observed or reported, or observed via DriveCam and Other Video Systems or Electronic Systems, including GPS and mobile data terminals. Examples of minor violations include, but are not limited to, the following types of workplace behavior.
1. Failure to follow work policies, procedures or duties
2. Failure to follow personal appearance standards
3. Use of abusive or profane language
4. Use of personal radios while operating a Company vehicle.
5. Eating or drinking while operating a Company vehicle.
6. Violation of the Internet, Newsgroup and Electronic Mail Policy, not considered to be a major violation
Major Violations
Major violations will result in termination or other serious discipline. Violations may be personally observed or reported, or observed via DriveCam and Other Video Systems or Electronic Systems, including GPS and mobile data terminals.
Examples of major violations include, but are not limited to, the following types of workplace behavior:
1. Reporting to work or working under the influence, possessing alcohol or illegal drugs in the workplace, or any violation of MV’s Drug and Alcohol Policy
2. Deliberately damaging or abusing property
3. Carelessness or horseplay resulting in property damage in excess of $5,000 or personal injury
4. Insubordination, including the refusal and/or failure to follow a directive, to perform assigned work, or to encourage others to do either
5. Violation of confidentiality and proprietary information policy
6. Harassment prohibited by Company policies
34 7. Violations of State, Federal, County or Municipal laws, regulations or requirements that would disqualify you from employment under MV’s hiring criteria, with the exception of moving violations while driving which are governed by the MV Safety Point System. Employees are required to report such arrests and/or convictions within 24 hours.
8. Additional violations of the MV Safety Policy, Attendance Policy, Substance Abuse Policy Violations, or misuse of Company vehicles and/or equipment, including but not limited to:
Operating without a valid license appropriate for that vehicle, equipment or service.
Driving on a suspended license
Driving a commercial vehicle without a valid medical card Transporting school children without proper school bus certification as required by applicable law
Un-insurability as a vehicle operator
Negligent use of a Company owned or provided vehicle or equipment
Unauthorized use of a Company owned or provided vehicle or equipment including transporting unauthorized passengers Use of a personal cell phone while operating a Company vehicle
9. Falsification of any records, such as medical forms, time records or employment applications, or making false statements
10. Unprofessional or disorderly verbal or physical conduct directed towards coworkers, passengers, clients or any third party while acting as a representative of the Company.
11. Engaging in a romantic or sexual relationship with a passenger who is unable to provide meaningful consent.
12. Entering a passenger’s home while in service or in Company uniform without a legitimate business purpose
13. Possession of weapons or explosives on Company premises
14. Conviction of driving under the influence, reckless driving or hit-and-run driving whether on or off the job, in a Company or private vehicle, for employees performing safety sensitive functions
35 15. Use of Company property or Company garages for personal vehicle repair
16. Failing to pass initial, ongoing or changed qualification standards
17. Dishonesty, theft, or improper handling of company assets or cash
18. Gross negligence
Vehicle Citations
In addition to any potential safety point assessments, vehicle citations are the responsibility of the employee. MV will not pay for parking tickets or citations issued to Company vehicles or employees on Company time unless required by law. It is the responsibility of the employee to obey all traffic laws and to operate a vehicle in a safe and legal manner.
Personal Appearance
When at work, employees are expected to present a professional appearance and to dress according to the requirements of their position.
Every employee is expected to practice daily hygiene and good grooming.
Scents – whether artificial or natural – should not be distracting to other employees or our passengers.
Where required, employees must come to work in a clean, pressed uniform.
Those who report for work inappropriately dressed will be sent home unpaid and directed to return to work in proper attire. For safety reasons, the following appearance standards also apply for all operators and safety sensitive positions:
Leather, rubber soled shoes must be worn
Long hair extending past the shoulders must be tied back Fingernails cannot exceed 1/2” past the tip of the fingers Dangling jewelry, including earrings, is not permitted If the employee’s shift needs to be covered by another employee, the employee may forfeit his/her entire days shift at the manager’s or supervisor’s discretion. If sent home, the employee will be issued an attendance occurrence noted as an absence.
Smoking
Smoking (both cigarette and e-cigarette) is expressly forbidden in or near Company vehicles at all times. This rule applies to everyone - employees, passengers, clients and the general public. It is also prohibited for any employee to smoke in any MV facility or garage. Employees wishing to smoke must do so on their own time and a minimum of 20 feet from a facility or bus.
36 Solicitation
MV prohibits:
Solicitation and distribution of goods, services, or literature by nonemployees on Company premises Solicitation by employees on Company premises when the person soliciting or the person being solicited is on working time (Working time is the time employees are expected to be working and does not include your scheduled meal or other authorized breaks.)
Distribution of goods and/or literature by employees on Company premises in non-working areas during working time, as defined above Distribution of goods and/or literature by employees on Company premises in working areas
Note: A “working area” is an area, usually inside production areas or offices, where work is performed. It includes halls and aisles used in the course of employees’ work. It also may include outside areas like the yard. “Working area” generally does not include break rooms, cafeterias, employee parking lots and Company grounds or recreation areas.
Confidentiality of Information
MV treats employee information as confidential. MV will only release employee information upon 1) written authorization, 2) court order, 3) as necessary in accordance with business needs and to administer benefits, or 4) to meet other contractual or legal requirements.
Security Inspections
Employees should not have an expectation of privacy in Company equipment such as desks, lockers, and computers. Desks, lockers, computer and communications systems are the property of the Company and therefore can be inspected by any agent or representative of the Company at any time, either with or without prior notice. The Company has the right to inspect packages and persons on, entering and/or leaving Company property. Any employee who wishes to avoid inspection of any articles or materials should not bring such items onto the Company's premises.
Employee Personnel Files
MV Transportation retains the right not to provide an employee with any duplications or copies of any paperwork within his/her personnel file, unless otherwise provided by applicable law. Access to and documents from an employee’s personnel file will be provided to employees as required by applicable law. Employees who are interested in reviewing the contents of their personnel file should complete the Personnel File Review Form and submit it to their Manager of Human Resources to schedule a mutually convenient time for an appointment.
37 To ensure that MV's personnel files are up-to-date and contain accurate, complete information, employees are asked to notify their supervisor or Human Resources of any changes that need to be made in any of the following categories:
Name
Telephone number
Home address
Individual to notify in case of an emergency
Safety and Incident Policies
Safety Hotline
Since the safety, health and welfare of our employees, passengers and public is our number one priority at MV, we have established an Employee Safety Hotline to report any safety problems or concerns. Our safety hotline number is 1 - 877 – MVSAFE - T (687-2338). Concerns including vehicle maintenance issues, unreported incidents, failure to secure wheelchairs, office safety issues, etc. should be reported to the Employee Safety Hotline. You are also expected to report any instances to your supervisor so your concerns can be immediately addressed.
Incident
Any occurrence, event or action (regardless of how minor) which does not follow Company procedures or presents a threat or problem to MV, its passengers, public or its employees is considered an incident. Any occurrence involving a passenger while under the care, custody and control of MV and its employees is considered an incident. Any contact between your vehicle and another person, vehicle or object is considered an incident whether or not there was damage or injury.
Incident Reporting
All incidents, regardless of how minor, must be immediately reported per MV’s ‘Incident Reporting’ procedure. Failure to timely report any incident, regardless of whether or not it results in injury or property damage, may result in disciplinary action up to and including termination. For workplace injuries, please refer to our ‘Workers’ Compensation’ policy.
38 Major Safety Incidents
For incident reporting purposes, a major incident is one involving a transit vehicle or occurring on MV property. This includes, but is not limited to:
Fatality
Pedestrian or cyclist incident/injury
Passenger incident or injury involving a lift
Passenger incident or injury while entering or exiting a vehicle Passenger incident or injury involving improperly securing a passenger Preventable roll-away incident
MV Operator is cited for a major/serious moving violation (reckless driving, DUI)
Any injury (including to the MV Operator) requiring immediate medical attention away from the scene
Property damage of at least $5,000
Environmental spills
Vehicle roll-over/lay-over
Vehicle fire
Incidents with Operator allegation of equipment or maintenance failure Events with potential for negative public relations and/or news media coverage
Incidents where Operator drug and/or alcohol use may be involved Incidents where fault is in question
Any use of a cellular telephone or electronic device while operating a company vehicle
Minor Safety Incidents
All other incidents that do not meet the definition of a “major” incident.
39 Subrogation of Incident or Injury Claims
Every employee is expected to protect MV’s rights to subrogate for reimbursement of vehicle damages, Workers’ Compensation payments and related costs, Medical and Dental Insurance payments and related costs, and other payments/costs which result from the negligence of third-parties.
Employees must obtain concurrence from MV (Risk Management for Workers’ Compensation claims or Human Resources for Medical/Dental claims) prior to signing any “release of liability” from any responsible third-party or third-party insurer.
Safety Investigation Leave
Any employee involved in a major incident will be placed on administrative leave while the incident is being investigated to determine root causes and preventability. Administrative leave is unpaid unless the incident is determined to be non-preventable. Employees may perform other non-safety sensitive functions if available and/or appropriate until final determination is made.
Electronic Systems
The company employs numerous technologies, including DriveCam, video systems, GPS and mobile data terminals in order to help ensure the safety of the driver and passengers, compliance with Federal, State and Local driving laws as well as regulations for both the driver and the motoring or pedestrian public. Any recording resulting from these technologies may be used as evidence in the investigation and may result in the issuing of appropriate disciplinary action.
Safety Point System
MV safety results are directly related to the actions and behaviors of our employees. At-risk behaviors lead to incidents and injuries. Therefore all MV safety sensitive employees are subject to a Safety Point Program rating which assesses cumulative points for at risk safety behaviors or actions.
Any work related incident, which involves an employee at MV will be investigated and may result in Safety Points being assigned.
If the incident is determined to have been "preventable" by the MV employee, then it will be considered a preventable incident. While an incident may not be legally considered your "fault", it will be treated as preventable, regardless of the cost to MV. Even minor damage incidents cost the Company money in terms of repairs, lost vehicle or driver time, staff time, etc. Any damage to a Company vehicle will automatically be assessed to the most recent employee who drove that vehicle and who failed to report it on a daily vehicle inspection sheet.
40 Preventability of Incidents and Injuries
The determination as to whether an incident could have been "preventable” will be made by the Division Safety Manager and General Manager. It is subject to review by the Area Safety Director and/or the Region Vice President. If there is a disagreement it will be given to the Vice President of Safety. The Chief Safety Officer has the final determination of preventability on all incidents.
Disciplinary Action
Any employee who has a preventable incident will be subject to re-training and/or discipline up to and including termination based on the safety point system.
Although most situations will be addressed by issuing safety points, MV reserves the right to impose discipline, up to and including termination, for any unsafe act, failure to follow safe work practices and/or procedures, or negligent operation of a Company vehicle regardless of the point assessment under the Safety Point System. Unsafe behaviors are also subject to disciplinary action regardless of whether they lead to injury. Such discipline must be approved by the Chief Safety Officer or a Company President.
Accruing Safety Points
DriveCam and Other Video Systems events/incidents will be assessed safety points based on the current version of the DriveCam and Other Video Systems Points Policy. DriveCam and Other Video Systems Points may result from both coached and auto-resolved events/incidents. DriveCam and Other Video Systems Points are included and considered when applying the following Maximum Allowable Safety Points section. The good-faith filing of a workers’ compensation claim shall not accrue safety points or discipline All preventable incidents will be assigned points in the following manner:
Failure to cycle wheelchair lift ....................................................... One (1) point Failure to do a proper vehicle inspection (DVI) ............................ One (1) point Driver unbelted or improperly belted when legally required .......... One (1) point Failure to stop at a Railroad Crossing........................................... One (1) point Unsafe maneuver(s) or act(s) ....................................................... Two (2) points Conviction of a minor traffic violation ............................................ Two (2) points Backing incident or collision.......................................................... Three (3) points Rear-end collision ......................................................................... Three (3) points Failure to provide door-to-door service, to include failure to properly load/unload a passenger via the lift................................. Three (3) points
41 Preventable incident and/or collision up to $15,000 in injuries or property damage .......................................................... Four (4) points Preventable incident or collision up to $20,000 in
injuries and/or property damage ................................................... Five (5) points Preventable incident or collision in excess of $20,000 in injuries and/or property damage ................................................... Six (6) points Any preventable roll-away incident or collision regardless of damage amount........................................................................ Six (6) points Failure to properly secure/transport a mobility device................... Six (6) points Failure to properly secure/transport a paratransit passenger........ Six (6) points Failure to immediately report a citation or incident in a Vehicle while in Company service................................................. Six (6) points Tampering with, disabling, obstructing, abusing,
disconnecting, or otherwise interfering with Drive Cam or other monitoring equipment .......................................................... Six (6) points Any use of a cellular telephone or electronic device while operating a vehicle in Company Service....................................... Six (6) points Conviction of a major traffic violation * ......................................... Six (6) points (*) A major traffic violation is any citation, in either a personal or company vehicle, that involves any item listed under Major Safety Incidents and/or: (1) Driving while intoxicated or under the influence of alcohol or drugs; (2) Failure to stop and immediately report an incident in which you are involved; (3) Homicide, manslaughter, or assault arising out of the operation of a motor vehicle; (4) Driving while your license is suspended or revoked; (5) Reckless driving; (6) Possession of open container or alcoholic beverages; and/or (7) Speed contests, drag racing, or attempts to flee from an officer of the law, (8) leaving the scene of an accident.
To be clear, and notwithstanding any other language in the Safety and Incidents Policy, an employee will not receive safety points or be otherwise disciplined simply because an incident results in an injury or a worker’s compensation claim.
Maximum Allowable Safety Points
For introductory employees:
The occurrence of a preventable incident during the introductory period will result in termination. Receipt of four (4) or more points during the introductory period, outside of preventable incidents, will result in termination. In addition, receipt of two (2) separate safety point assessments during the introductory period will result in termination, regardless of the employee’s total point count.
42 For non-introductory period employees:
In any rolling 18 month period of employment, receipt of six (6) or more points will result in termination. Any infraction which occurred more than eighteen months prior would no longer be included in the safety point count. In addition, receipt of three (3) separate safety point assessments in any rolling one year period will result in termination, regardless of the employee’s total point count.
Safety Point Hearing
If an employee feels that he/she has been issued safety points improperly, a point count hearing may be requested. Point count hearing requests must be made within five (5) business days of the point assessment to your supervisor.
The supervisor will contact the Area Safety Director to conduct the hearing within ten (10) business days of the request.
The hearing panel will consist of three of the following people: Vice President of Safety, Area Safety Director, General Manager, Assistant General Manager and/or Safety and Training Manager. The hearing will be chaired by the Vice President of Safety or the Area Safety Director. Decisions by the panel must be signed-off and approved by the Regional Vice President and the Chief Safety Officer to be binding.
Retraining
MV reserves the right to require an employee to attend retraining in addition to any discipline imposed. Failure to attend mandated re-training courses may result in disciplinary action up to and including termination.
All customer service related incidents which do not result in termination are subject to retraining from the MV customer service program (Ergometrics START program) or other approved Customer Service Training Module using the applicable section of the training that will apply to the incident. This must be accomplished within one week of the incident date.
All vehicle-related incidents which do not result in termination are subject to retraining using the approved Defensive Driving Training Programs. This must be accomplished within one week of the incident date.
Retraining may also be required based on an unacceptable onboard or field inspection.
MVR Records
All employees in safety sensitive positions who will operate a vehicle in Company service (either on a regular or occasional basis) must provide a copy of their Motor Vehicle Record (MVR). MVR’s may also be checked during employment.
Such employees must report to their supervisor a citation received in either a vehicle in Company service or personal vehicle within 24 hours. Failure to report a citation will result in immediate termination.
43 MV retains the right to access your MVR during employment. If an operations employee in a position requiring a driver’s license has his/her license suspended, restricted or revoked, as a result of a vehicle citation, his/her employment may be terminated at the sole discretion of the company.
Statements at the Scene of an Incident
Under no circumstances is a MV Operator to discuss the circumstances of a vehicular incident occurring while in the course of his/her duties for MV or make any statement about the incident with anyone other than with police, MV division/safety personnel, MV Risk Management personnel, MV attorneys, and/or MV Third Party Claims Administrator personnel. Drivers are to give their names, addresses, telephone numbers, vehicle insurance, and driver's license information. Any further information can be obtained by contacting the General Manager or the Area Safety Director.
Leaving the Scene of an Incident or Injury
Under no circumstances is a MV Operator to leave the scene of an incident without first doing each of the following:
1. Immediately reporting the incident to the division.
2. Providing any and all claimants or other parties in the incident the personal and Company information required by law and needed to make a claim.
3. Obtaining all information regarding other vehicles and parties involved.
4. Obtaining authorization from the dispatcher to leave the incident scene.
5. Taking pictures of the vehicles involved and the incident scene as well as sketching out the scene of the incident on the incident diagram form.
Safety Inspections
All employees are subject to inspections to ensure safe, quality service for our passengers. Inspections will be done at random as well as scheduled times.
Types of inspections include field inspections, on-board evaluations, vehicle inspection audits and facility inspections.
44 Wheelchair Lift Deployment
Under no circumstances is a MV employee to leave a wheelchair lift partially or completely in the down position outside of the vehicle while not physically there and able to alert any pedestrians to the potential danger. Under no circumstances is the vehicle to be driven unless the wheelchair lift is safely and properly stowed in its secure folded position.
Safety Meetings
Safety meetings are a critical component of our safety program and assist MV in managing contractual and refresher training requirements. All operations employees are required to attend a minimum of one safety meeting per month.
Return of Property
Employees must return all Company property at the time of termination, resignation or layoff, or immediately upon request. Where permitted by law, the Company may withhold from the employee's pay or final pay the cost of any items that are not returned. The Company may also take all action deemed appropriate to recover or protect its property.
Use of Personal Cell Phones and other Electronic Devices The use of cell phones for personal calls during your working hours is discouraged and should be limited to break or meal periods. Where a client contract prohibits drivers from carrying personal cell phones, the use of personal cells phones is prohibited. Any use of a personal cell phone or other non company-issued electronic device, hands-free or not, during the operation of a company vehicle is prohibited.
Preparedness for Work and Alertness Management
It is the Operator’s responsibility to report for duty well rested, with proper equipment and uniform and in sufficient time as required to perform his/her duties.
Professional operators must get adequate rest – ideally a minimum of eight hours – before coming to work. Every operator is responsible for coming to work well rested, as there is a significant risk of fatigue-related incidents. If an operator is not properly rested or is fatigued, they must report their condition to a supervisor or manager immediately.
45 APPENDIX 1
Federal and State Agencies
Local, state and federal employment discrimination agencies that enforce the laws against sexual harassment and discrimination in California, Maine, Massachusetts, Rhode Island, and Vermont and for government contractors can be contacted at the phone numbers and addresses listed below.
Federal
The Office of Federal Contract Compliance Programs (OFCCP) U.S. Department of Labor
200 Constitution Avenue, N.W.
Washington, D.C. 20210
Phone (800) 397-6251
TTY (202) 6936-1337
[email protected]
California
Department of Fair Employment and Housing
Sacramento District Office
2000 O Street, Suite 120
Sacramento, CA 95814
Phone (800) 884-1684
Fax (916) 323-6092
Equal Employment Opportunity Commission
901 Market Street, Suite 500
San Francisco, CA 94103
Phone (415) 356-5100
Maine
Main Human Rights Commission
51 State House Station
Augusta, ME 04333
Phone (207) 624-6050
Fax (207) 624-6063
TTY/TTD (888) 577-6690
Equal Employment Opportunity Commission, Area Office
John F. Kennedy Federal Building
Government Center, Room 475
Boston, MA 02203
Phone (617) 565-3200
46 Massachusetts
Massachusetts Commission Against Discrimination
1 Ashburton Place, Room 601 436 Dwight Street
Boston, MA 02108 Springfield, MA 01103
Phone (617) 994-6000 Phone (413) 739-2145
Equal Employment Opportunity Commission, Area Office
John F. Kennedy Federal Building
Government Center, Room 475
Boston, MA 02203
Phone (617) 565-3200
Rhode Island
Rhode Island Commission for Human Rights
180 Westminster Street
Providence, RI 02903
Phone (401) 222-2661
Equal Employment Opportunity Commission, Area Office
John F. Kennedy Federal Building
Government Center, Room 475
Boston, MA 02203
Phone (617) 565-3200
Vermont
Vermont Attorney General's Office
Civil Rights Unit
109 State Street
Montpelier, VT 05602
Phone (802) 828-3171
Equal Employment Opportunity Commission, Area Office
John F. Kennedy Federal Building
Government Center, Room 475
Boston, MA 02203
Phone (617) 565-3200
47 APPENDIX 2
EMPLOYEE RIGHTS AND RESPONSIBILITIES
UNDER THE FAMILY AND MEDICAL LEAVE ACT EMPLOYEE RIGHTS AND RESPONSIBILITIES
UNDER THE FAMILY AND MEDICAL LEAVE ACT
For additional information:
1-866-4US-WAGE (1-866-487-9243) TTY: 1-877-889-5627
WWW.WAGEHOUR.DOL.GOV
Basic Leave Entitlement
FMLA requires covered employers to provide up to 12 weeks of unpaid, jobprotected leave to eligible employees for the following reasons:
For incapacity due to pregnancy, prenatal medical care or child birth; To care for the employee's child after birth, or placement for adoption or foster care;
To care for the employee's spouse, son or daughter, or parent, who has a serious health condition; or
For a serious health condition that makes the employee unable to perform the employee's job.
Military Family Leave Entitlements
Eligible employees with a spouse, son, daughter, or parent on active duty or call to active duty status in the National Guard or Reserves in support of a contingency operation may use their 12-week leave entitlement to address certain qualifying exigencies. Qualifying exigencies may include attending certain military events, arranging for alternative childcare, addressing certain financial and legal arrangements, attending certain counseling sessions, and attending post-deployment reintegration briefings.
FMLA also includes a special leave entitlement that permits eligible employees to take up to 26 weeks of leave to care for a covered servicemember during a single 12-month period. A covered servicemember is a current member of the Armed Forces, including a member of the National Guard or Reserves, who has a serious injury or illness incurred in the line of duty on active duty that may render the servicemember medically unfit to perform his or her duties for which the servicemember is undergoing medical treatment, recuperation, or therapy; or is in outpatient status; or is on the temporary disability retired list.
Benefits and Protections
During FMLA leave, the employer must maintain the employee's health coverage under any "group health plan" on the same terms as if the employee had continued to work. Upon return from FMLA leave, most employees must be restored to their original or equivalent positions with equivalent pay, benefits, and other employment terms.
Use of FMLA leave cannot result in the loss of any employment benefit that accrued prior to the start of an employee's leave.
Eligibility Requirements
Employees are eligible if they have worked for a covered employer for at least one year, for 1,250 hours over the previous 12 months, and if at least 50 employees are employed by the employer within 75 miles.
Definition of Serious Health Condition
A serious health condition is an illness, injury, impairment, or physical or mental condition that involves either an overnight stay in a medical care facility, or continuing treatment by a health care provider for a condition that either prevents the employee from performing the functions of the employee's job, or prevents the qualified family member from participating in school or other daily activities.
Subject to certain conditions, the continuing treatment requirement may be met by a period of incapacity of more than 3 consecutive calendar days combined with at least two visits to a health care provider or one visit and a regimen of continuing treatment, or incapacity due to pregnancy, or incapacity due to a chronic condition. Other conditions may meet the definition of continuing treatment.
Use of Leave
An employee does not need to use this leave entitlement in one block. Leave can be taken intermittently or on a reduced leave schedule when medically necessary. Employees must make reasonable efforts to schedule leave for planned medical treatment so as not to unduly disrupt the employer's operations. Leave due to qualifying exigencies may also be taken on an intermittent basis.
Substitution of Paid Leave for Unpaid Leave
Employees may choose or employers may require use of accrued paid leave while taking FMLA leave. In order to use paid leave for FMLA leave, employees must comply with the employer's normal paid leave policies.
Employee Responsibilities
Employees must provide 30 days advance notice of the need to take FMLA leave when the need is foreseeable. When 30 days notice is not possible, the employee must provide notice as soon as practicable and generally must comply with an employer's normal call-in procedures.
Employees must provide sufficient information for the employer to determine if the leave may qualify for FMLA protection and the anticipated timing and duration of the leave. Sufficient information may include that the employee is unable to perform job functions, the family member is unable to perform daily activities, the need for hospitalization or continuing treatment by a health care provider, or circumstances supporting the need for military family leave.
Employees also must inform the employer if the requested leave is for a reason for which FMLA leave was previously taken or certified. Employees also may be required to provide a certification and periodic recertification supporting the need for leave.
Employer Responsibilities
Covered employers must inform employees requesting leave whether they are eligible under FMLA. If they are, the notice must specify any additional information required as well as the employees' rights and responsibilities. If they are not eligible, the employer must provide a reason for the ineligibility.
Covered employers must inform employees if leave will be designated as FMLA-protected and the amount of leave counted against the employee's leave entitlement. If the employer determines that the leave is not FMLAprotected, the employer must notify the employee.
Unlawful Acts by Employers
FMLA makes it unlawful for any employer to:
Interfere with, restrain, or deny the exercise of any right provided under FMLA;
Discharge or discriminate against any person for opposing any practice made unlawful by FMLA or for involvement in any proceeding under or relating to FMLA.
Enforcement
An employee may file a complaint with the U.S. Department of Labor or may bring a private lawsuit against an employer.
FMLA does not affect any Federal or State law prohibiting discrimination, or supersede any State or local law or collective bargaining agreement which provides greater family or medical leave rights.
FMLA section 109 (29 U.S.C. § 2619) requires FMLA covered employers to post the text of this notice. Regulations 29 C.F.R. § 825.300(a) may require additional disclosure
48 RECEIPT AND ACKNOWLEDGEMENT
EMPLOYEE HANDBOOK ACKNOWLEDGEMENT FORM
I have received a copy of the September 2016 MV Employee Handbook, and I have reviewed and understand its provisions. If at any time I do not understand a policy in this Handbook or any other Company policy, I will seek clarification from my supervisor or the Human Resources Department. Unless otherwise provided under the terms of an applicable Collective Bargaining Agreement or other valid contract, I understand the Company is an ‘at will’ employer and, as such, employment with the company is not for a fixed term or definite period and may be terminated at the will of either party, with or without cause and without prior notice.
I understand that the Handbook states certain of the Company’s policies and practices in effect on the date of publication. I UNDERSTAND THIS HANDBOOK DOES NOT CONSTITUTE A CONTRACT OF EMPLOYMENT. I
UNDERSTAND THAT NOTHING CONTAINED IN THIS HANDBOOK MAY BE
CONSTRUED AS CREATING A PROMISE OF FUTURE BENEFITS OR A
BINDING CONTRACT WITH THE COMPANY FOR BENEFITS OR FOR ANY OTHER PURPOSE. Unless otherwise provided under the terms of an applicable Collective Bargaining Agreement, arbitration agreement, or other valid contract, I also understand that the Company’s policies and procedures may be amended, supplemented, modified or terminated at any time, with or without notice.
Employee Signature Date
Employee Name (please print)
Policy Statement Foreword
The management of MV Transportation, Inc. recognizes that the health and safety of our employees is of paramount importance to the successful operation of our business.
Employees have a right to expect a safe and healthy working environment and safe job methods and practices. For that reason, MV holds safety and health as our highest value.
MV managers and supervisors are responsible for maintaining healthy and safe working conditions and for the implementation of MV’s Injury and Illness Prevention Program (IIPP) in their respective departments.
Employees are expected to follow safe work practices and procedures and adhere to all safety rules. All employees must take an active role in protecting themselves and fellow workers. Employees are expected to detect and report unsafe conditions, practices, and behaviors in the workplace.
Every effort will be made to provide adequate training to MV personnel. However, if there is ever any doubt about how to do a job or task safely, it is the responsibility of the employee to ask a knowledgeable, qualified person for assistance before resuming work.
MV personnel are expected to assist management in accident prevention activities. Any potentially unsafe conditions and all on-the-job injuries must be reported promptly to the injured employee’s manager or supervisor.
Note: The references herein to “MV” or “MV Transportation” describe MV Transportation, Inc., to include all its subsidiaries, joint ventures, partnerships, and affiliates.
Table of Contents
1.1. Objectives ..................................................................................................................................... 3
1.2. Safety Policy.................................................................................................................................. 3
1.3. Work Conditions ............................................................................................................................ 4
2. Safety Roles and Responsibilities ....................................................................................................... 5
2.1. Safety Director ............................................................................................................................... 5
2.2. Safety Manager ............................................................................................................................. 5
2.3. Supervisory/Lead Personnel ......................................................................................................... 5
3. Participation and Compliance .............................................................................................................. 6
3.1. Employee Agreement to Participate .............................................................................................. 6
3.2. Compliance ................................................................................................................................... 7
3.3. Consequence of Non-Participation ................................................................................................ 7
4. Safety Training and Communication ................................................................................................... 8
4.1. Overview ....................................................................................................................................... 8
4.2. Training ......................................................................................................................................... 8
4.3. Communication ............................................................................................................................. 9
4.4. Workplace Inspections .................................................................................................................. 9
4.5. Abatement of Unsafe Conditions ................................................................................................. 10
5. Incident Investigation ......................................................................................................................... 11
5.1. Incident Investigation .................................................................................................................. 11
5.2. Reporting an Injury Incident......................................................................................................... 11
5.3. Procedure .................................................................................................................................... 11
6. Record Keeping ................................................................................................................................... 13
6.1. Scheduled Inspections ................................................................................................................ 13
6.2. Safety and Health Training .......................................................................................................... 13
6.3. Injury or Illness Report ................................................................................................................ 13
7. COVID-19 Health and Safety Preparedness Plan ............................................................................. 14
7.1. Maintain Safe Behavioral Practices ............................................................................................. 15
7.2. Sanitary Measures in the Workplace ........................................................................................... 16
7.3. Hygiene and Infection Control ..................................................................................................... 19
7.4. Use and Availability of PPE ......................................................................................................... 21
7.5. Culture of Mental Health Safety ................................................................................................... 25
7.6. Acknowledgement Forms ............................................................................................................ 27
Overview
1.1. Objectives
The objective of the safety policy/program and administrative procedure is to prevent accidents, reduce personal injury and occupational illness, and comply with all safety and health standards. Through employee training, education and participation in this program, MV hopes to develop and maintain employee awareness, health, and safety.
Program Objectives:
To provide employees with a safe environment in which to work through the identification and elimination of hazards;
To ensure that supervisors accept their basic responsibilities for the safety of employees and guarantee the consistent enforcement of safety requirements by all levels of management at all locations
To make a concerted effort to instill safety awareness in every employee To provide employees with the knowledge of safe and effective method of performing their job through ongoing instruction and training To adhere to all local, state and federal safety codes, recognizing that these are considered only minimal safety requirements in many instances To make certain each employee understands and accepts that individual safety responsibility is a condition of employment.
1.2. Safety Policy
Local, state and federal laws, as well as company policy, make the health and safety of MV personnel the first consideration of our business. To be successful in this endeavor, all employees on every level shall adopt positive attitudes towards injury and illness prevention. We must also cooperate in all safety and health matters, not only between management and employees, but also between each employee and his or her respective coworker. Only through such efforts can our safety program be successful. Our ultimate goal is zero accidents.
1.3. Work Conditions
It is the responsibility of all personnel to be watchful of conditions in all work areas that can produce or lead to injuries. MV employees will never be required to do a job that is known to be unsafe, or harmful to one’s health or safety. Cooperation in detecting potential hazards, reporting dangerous conditions and limiting workplace risks is the duty of every employee. Employees must inform their supervisor immediately of any situation that is beyond their ability or authority to correct. MV employees will not be disciplined or suffer any retaliation for reporting, in good faith, a safety violation or potential hazard.
2. Safety Roles and Responsibilities
2.1. Safety Director
Under the authority of MV’s Board of Directors and the chief operating officer (COO), the general manager is responsible for overall management and administration of the IIPP.
All levels of management are expected to fully support the safety director and ensure that all safety practices and procedures are uniformly and fairly enforced.
2.2. Safety Manager
The Safety Manager or General Manager has the authority and responsibility to develop and implement the IIPP at his/her division.
2.3. Supervisory/Lead Personnel
Each Supervisor is responsible for implementing the IIPP in his/her work area, and for answering employee questions about the IIPP. Supervisors must keep a current copy of the IIPP available to employees upon request.
In addition, supervisors have full responsibility in providing employees with an understanding of the safe and effective methods of performing their job through continuing instruction and training as well as ensuring they adhere to all local, state and federal safety codes. A supervisor’s failure to provide employees under their direction with the proper training will result in disciplinary action and may be grounds for dismissal.
3. Participation and Compliance
3.1. Employee Agreement to Participate
A safe and healthy workplace is among MV’s highest priorities. All personnel are expected to use safe work practices at all times. While MV cannot anticipate every workplace hazard, the following general principals should serve as a guide for MV personnel:
Always be safety conscious.
Know the safety procedures and responsibilities related to your job. Discuss safety situations with your supervisor and/or the safety manager. Attend all required safety training and safety meetings. Read all posters and warnings.
Listen to instructions carefully.
Use safe workplace practices.
Participate in accident investigations as requested.
Accept responsibility for the safety of yourself and others. Maintain all required documentation.
As a condition of employment with MV, employees must read and understand this IIPP and know where to find an updated copy. It is the employee’s responsibility to ask a supervisor or the safety manager for assistance and further explanation should any provisions of the IIPP be unclear.
Employees who follow safe and healthy work practices will have this fact recognized and documented on their performance reviews. Employees who are unaware of correct safety and health procedures will be trained or retrained as described in Section 4.0.
Willful violation of safe work practices may result in disciplinary action in accordance with company policies.
3.2. Compliance
Managers and supervisors are obligated to ensure all safety and health policies are clearly communicated and understood by MV personnel.
To ensure compliance, MV shall:
Conduct safety orientations for new employees.
Recognize employees that perform above and beyond MV safety policies. Promptly distribution or post updates and notices, via written or electronic means (e.g. bulletin boards, newsletter, etc.).
Conduct periodic safety meetings (once a month)
Provide formal and informal training.
Encourage employee reporting of unsafe conditions.
Discipline personnel for failure to comply with safety policies.
3.3. Consequence of Non-Participation
Personnel who purposefully or willfully fail to comply with the established policies and procedures outlined in this IIPP, will be subject to disciplinary action, up to and including termination.
4. Safety Training and Communication
4.1. Overview
In order to maintain a safe and healthy work environment as well as complying with local, state, and federal safety codes, MV requires all personnel receive general and job specific safety training and emergency information. Directors and managers are responsible for ensuring supervisors are fully trained and knowledgeable with safety and health hazards to which employees under their immediate direction and control may be exposed.
4.2. Training
Supervisors are responsible for ensuring all personnel under their direction receive training on general workplace safety as well as safety issues specific to their job. This includes safety orientation for new employees and any additional training needed for job specific hazards. Employees must complete this training before they can work unsupervised.
Training and educational information will be provided when:
There have been significant revisions to the IIPP.
Employees are initially hired.
Employees are given a new job assignment where training has not been received. New substances, processes, procedures or equipment are introduced to the workplace and represent a new hazard.
An employee is found in violation of MV policies and procedures. A new hazard has been discovered.
As needed, for any reason deemed necessary.
Training topics may include, but are not limited to, the following subjects:
Contents of the IIPP.
Names of MV safety and health personnel and site safety responsibilities. Safe work practices for job specific assignments.
Fire prevention and protection measures and location of portable fire extinguishers, sprinkler systems, and smoke and/or fire alarms.
Chemical and physical hazard identification in specific work areas.
Emergency procedures and locations of first aid supplies and other emergency equipment.
Disaster preparedness and response, including building evacuation procedures. Back care, body mechanics, and proper lifting techniques. Hazard communication, including training on safety data sheets (SDS), chemicals hazards, and container labeling.
Proper housekeeping.
Chemical spill reporting procedures.
The Safety Manager, Supervisor, and/or his/her designee shall conduct monthly safety meetings on topics of interest which are relevant to their employee’s work activities.
Employees will be given an opportunity to ask questions and to raise any safety concerns. These meeting will also provide an opportunity to review the specific causes and corrective actions for any occupational injury, illness, or near misses that have occurred in the prior months.
4.3. Communication
MV values open communication between management and personnel on all matters pertaining to safety and health. The system of communication consists of:
Workplace safety and health training.
Posted, or distributed safety-related informational material. A system for employees to anonymously inform management about workplace hazards.
When necessary, provide translation to effectively communicate safety and health concerns.
Hazard identification and abatement.
4.4. Workplace Inspections
Supervisors will review work operations daily for compliance with safe work practices and standard operating procedures. At least monthly, each supervisor or his/her designee will conduct more in-depth inspections to identify workplace hazards and unsafe conditions or work practices.
Additional inspections will take place when:
The IIPP is initially established.
When occupational injuries or illness has occurred.
Workplace conditions warrant an inspection.
Whenever a supervisor is made aware of a new or previously unrecognized hazard.
A record of the inspection and discrepancies found shall be maintained by the safety manager and a follow-up action plan shall be established to ensure that corrective measures are taken. The safety manager will also conduct periodic walkthroughs at his/her division.
4.5. Abatement of Unsafe Conditions
Whenever an unsafe or unhealthy condition, practice, or procedure is observed, discovered, or reported, the safety manager or his/her designee will take appropriate corrective measures in a timely manner based upon the severity of the hazard.
Inspection findings will be prepared in writing and maintained by the Safety Manager.
Employees will be informed of the hazard and interim protective measures taken until the hazard is corrected. If the hazard cannot be immediately abated, all personnel shall be removed from the affected area. Access to the area will be controlled until the safety of personnel can be assured.
5. Incident Investigation
5.1. Incident Investigation
The first response, by a supervisor to an incident, is to begin an incident investigation immediately and submit a preliminary report to the general manager within 24 hours.
The focus must be to place priority on learning as much as possible about what happened and to identify means to prevent similar occurrences in the future.
The incident investigation shall detail such things as:
The reported injury/illness.
Close Calls----- these are safety related incidents which could have resulted in an injury/illness (e.g. chemical spills, fires, equipment left running, water leaks around electrical equipment, slip/trip/fall hazards not marked). Underlying causes of the incident.
5.2. Reporting an Injury Incident
Every work-related injury requiring more than a band-aid, no matter how minor, must be reported to the supervisor and the safety manager.
Employees are responsible for reporting all illnesses, injuries, exposures incidents, property damage, near misses, and hazardous situations immediately or before the end of their shift.
Participating in the incident investigation.
Completing the appropriate forms and contact information.
5.3. Procedure
The following procedure for documenting the illness and injury investigation is as follows:
Use an unbiased approach to finding the cause of the injury. Develop an analysis of what happened, how it happened, and how it could have been prevented.
Visit the scene of the incident as soon as possible (when it is safe to do so) to obtain important details from witnesses while those detail are fresh in their minds. If possible, interview the injured worker at the scene. All interviews should be conducted as privately as possible. Interview witnesses one at a time. Talk with anyone who has knowledge of the injury/illness even if they did not actually witness it.
Consider taking statements in cases where facts are unclear or there is disagreement about the facts.
Document details graphically. Use sketches, diagrams and photos as needed and take measurements when appropriate.
If a third party or defective product contributed to the injury, save any evidence. It could be critical to the recovery of claims costs.
Serious injuries, illnesses, or death of an employee must be reported to the regional vice president within 8 hours. Serious injury or illness means an injury or illness which requires; inpatient hospitalization for more than 24 hours for other than observation, a loss of any member of the body, or any serious degree of permanent disfigurement.
6. Record Keeping
6.1. Scheduled Inspections
The Safety Manager will maintain records of formal inspections for at least three years.
These records will include at least the work location, date of inspection, inspector’s name, and description of any hazards or unsafe condition identified and corrective actions implemented.
6.2. Safety and Health Training
Documentation of safety meetings and training is the responsibility of the safety manager and/or his/her designee. Training must be documented using written sign-up sheets that show at least the date of training, the names of personnel in attendance, topics discussed, and the instructor’s signature. Copies of any written training materials will be retained to document specific training content. This documentation will be retained for at least three years.
6.3. Injury or Illness Report
The purpose of the safety program is to limit the incidence of error and carelessness through awareness. Record keeping and review of accident/injury records is one way to maintain awareness and avoid a recurrence of a similar event.
Basic records that shall be maintained:
Employers Report of Occupational Injury or Illness.
Annual Log and Summary Report of Occupational Injuries and Illness.
The responsibility of completing these records shall be that of the safety manager or his/her designee. All reports must be maintained for no less than 5 years.
7. COVID-19 Health and Safety Preparedness Plan
MV Transportation is committed to providing a safe and healthy workplace for all employees, customers, clients, and business partners. To ensure we have a safe and healthy workplace, MV Transportation has developed the following COVID-19 Health and Safety Preparedness Plan in response to the COVID-19 pandemic. All employees are responsible for implementing this plan. Our goal is to mitigate the potential for transmission of COVID-19 in our workplaces and communities, and that requires full cooperation among our workforce.
Only through this cooperative effort can we establish and maintain the safety and health of all persons in our workplaces.
MV’s COVID-19 Health and Safety Preparedness Plan follows the guidance published by the Centers for Disease Control and Prevention (CDC), Occupational Safety and Health Administration (OSHA), as well as industry guidance applicable to our business from the Federal Transit Administration (FTA) and American Public Transportation Association (APTA).
This plan addresses:
Everyday preventative safety precautions;
Ensuring sick employees stay home and prompt identification and isolation of sick persons;
Physical distancing – Employees must be at least six-feet apart; Worker hygiene and source controls;
Workplace cleaning and disinfection protocol; and
Communications and training practices and protocol.
This plan provides guidance for personal hygiene skills and habits that should be followed at home and in the workplace. Remember, safety is everyone’s job!
7.1. Maintain Safe Behavioral Practices
It is imperative that we all take self-responsibility during this pandemic. Everyone has a role in making sure our communities are as safe as possible – at work and at home.
1. Stay home if you are sick. Inform your supervisor if you have a sick family member at home with COVID-19.
2. Practice 6 feet physical distancing in every situation possible.
3. Avoid social gatherings outside of work where more than 10 people are gathered, including postponing travel plans.
4. Facial coverings or face masks are required. Follow protocols on proper way to wear and dispose of masks.
a. Facial coverings and masks should properly cover your nose and mouth. b. Stay informed from the CDC on the importance of your facial coverings and masks.
5. When possible, use phone, email or Microsoft Teams instead of face-to-face interactions.
6. Do not shake hands – consider the use of other noncontact methods of greeting.
7. Regularly wash your hands with soap and water for 20 seconds or apply hand sanitizer containing at least 60% alcohol immediately after coming into contact with another person.
8. If wearing gloves, wash your hands immediately after taking them off. Follow protocols on proper way to wear and dispose of gloves.
9. Avoid touching your nose, mouth and eyes.
Cover coughs and sneezes with a tissue or elbow, and immediately wash hands or apply hand sanitizer.
Cough etiquette is a series of actions to take if you are coughing or sneezing, which are designed to reduce the spread of respiratory illness to others. Sneeze blow your nose, or cough into a disposable tissue, and discard the tissue immediately into a bin.
Practice routine cleaning and disinfection of frequently touched surfaces, following the directions on the cleaning product’s label.
Limit the use of shared tools and schedule regular decontamination should sharing occur (i.e. tools in the shop, pens at check-in, etc.). Avoid using other employees’ phones, desks, offices, or other work tools and equipment, when possible. If necessary, clean and disinfect them before and after use.
Report any safety concerns or hazards to your supervisor or manager.
Please review the following sections for a more in-depth overview of precautions to take to maintain a safe and healthy workplace.
7.2. Sanitary Measures in the Workplace
Performing Cleaning and Disinfection
The virus that causes COVID-19 can be killed if you use the right products. EPA has compiled a list of disinfectant products that can be used against COVID-19, including ready-to-use sprays, concentrates, and wipes. Each product has been shown to be effective against viruses that are harder to kill than viruses like the one that causes COVID-19.
MV Transportation has procured Zep Spirit II, Triton, Lemonex III, and D-7 for cleaning and disinfecting. These are an EPA approved product against COVID-19. The current cleaning protocols have been enhanced to include deep cleaning on a more regular basis using the EPA approved products.
Additionally, Lysol Disinfecting Wipes are included as an effective disinfecting measure in between the deeper cleans.
According to the CDC, “Cleaning refers to the removal of germs, dirt, and impurities from surfaces. It does not kill germs, but by removing them, it lowers their numbers and the risk of spreading infection. Disinfecting refers to using chemicals, for example, EPAregistered disinfectants, to kill germs on surfaces. This process does not necessarily clean dirty surfaces or remove germs, but by killing germs on a surface after cleaning, it can further lower the risk of spreading infection. If surfaces are dirty, they should be cleaned using a detergent or soap and water prior to disinfection.” Consider the type of surface; is it a hard surface or a soft surface? Ensure the product instructions are followed and all surfaces are receiving cleaning / disinfecting. Prioritize disinfecting frequently touched surfaces. Wear disposable gloves to clean and disinfect. Additional PPE may be needed based on setting and product. Please read the product instructions and/or Safety Data Sheet (SDS) prior to using.
First, perform routine cleaning with soap and water to remove germs and dirt from surfaces.
If surfaces are visibly dirty, they should be cleaned using a detergent or soap and water prior to disinfection.
Then, disinfect using an EPA-approved disinfectant. Disinfectants will kill germs on surfaces.
Contact time with the surface or object should not be brief. Follow the instructions on the label, which will recommend keeping surface wet for a period of time to ensure sufficient time to kill the virus (i.e. at least 30 seconds prior to wiping dry). Frequently touched surfaces in the workplace will be disinfected using an EPAapproved product against COVID-19. When possible, avoid using other workers’ phones, desks, offices, or other work tools and equipment. If necessary, clean and disinfect them before and after use. Store and use disinfectants in a responsible and appropriate manner according to the label. Do not mix bleach or other cleaning and disinfection products together. Gloves and other disposable PPE used during cleaning and disinfecting should be removed and thrown away.
After removing gloves, wash hands with soap and water for at least 20 seconds, or use a hand sanitizer with at least 60% alcohol if soap and water are unavailable.
The CDC guidelines on cleaning and disinfecting are summarized above. More in-depth detail can be found on their website: https://www.cdc.gov/coronavirus/2019- ncov/community/disinfecting-building- facility.html
All locations will receive the enhanced cleaning protocol and will ensure accountability by recording cleaning on a schedule and log. Additionally, all employees should clean their area routinely throughout their shift, using sanitizing wipes.
Finally, MV Transportation has developed a set of protocols to decontaminate the workplace if an employee becomes ill with COVID-19, consistent with the CDC standards.
Using Sanitizing Wipes
Wipes will allow you to keep your workspaces clean in-between deeper cleanings. Read and follow the instructions on the label.
Keep the following tips in mind:
Do not reuse wipes to wipe down multiple surfaces. This can transfer germs from the used wipe to other surfaces. To prevent this, use one wipe for each surface and then throw it out.
These wipes should not, under any circumstances, be thought of as a substitute for other hygienic practices like proper hand-washing. Sanitize your hands after wiping down a surface.
Store sanitizing wipes at room temperature and securely close covers so they do not dry out.
Frequently Touched Surfaces
There are several high-touch areas in the facility or office that need to be frequently wiped down and cleaned.
Prioritize disinfecting these frequently touched surfaces. Examples of frequently touched surfaces and objects that will need routine disinfection include, but are not limited to:
Tables Countertops Phones Faucets and Sinks
Doorknobs Handles /
Handrails
Keyboards Electronics
Light switches Desks Restroom
Surfaces
Elevator Buttons
Steering
wheels
Before and after a staff member changes shifts, wipe down the entire workstation, including the PC, keyboard, phone, desk, etc.
Any shared tool or object should be wiped down before and after using it. Operators are encouraged to avoid touching surfaces often touched by passengers, but to disinfect before and after when needed, and then sanitize their hands.
Operators will have access to disposable sanitizing wipes to use on any surface with which they have regular contact. Surfaces should be wiped regularly, after each stop if possible.
Clean your frequently touched surfaces routinely throughout your day.
Everyone needs to take personal responsibility for helping disinfect and clean their work areas throughout the day.
Clean Desk Policy
In an effort to maintain optimal workplace cleanliness, all employees are to follow a clean desk policy.
To avoid cross contamination, please limit the amount of personal items brought into the workplace to the essential items needed to be productive for the workday. No bringing in pastries or other community food items. Limit the outside items brought into the workplace.
Upon entering the workplace, disinfect your surface area and frequently touched objects.
Plan first thing in the morning and keep just the things you need for your workday on your desk.
Maintain a supply of PPE at your desk for personal use, including tissues, hand sanitizer, sanitizing wipes, and a facial covering. All sensitive and confidential paperwork must be removed from the desk and locked in a drawer or filing cabinet.
Pick up at the end of the day and disinfect your workspace at the end of your shift.
7.3. Hygiene and Infection Control
Feeling Sick or Symptomatic
Employees are to be informed of and encouraged to self-monitor for signs and symptoms of COVID-19. Employees who feel ill or are exhibiting symptoms of COVID-19 should not report to work. Symptoms of COVID-19 can be found on CDC at https://www.cdc.gov/coronavirus/2019-ncov/symptoms- testing/symptoms.html If an employee begins feeling ill while in the workplace, they are to isolate from others, send a notification to their supervisor, and immediately leave the workplace. The employee is encouraged to immediately seek medical care. The employee will be contacted by their supervisor with further instructions.
MV Transportation has developed a set of protocols that includes contact tracing guidelines to communicate with others that may have been potentially exposed if they were in close contact with the sick employee, according to CDC guidelines.
If any employee has tested positive for COVID-19 or been diagnosed as COVID-19 positive by a healthcare provider within the last 14 days, they will not be permitted to enter the workplace and will be asked to isolate at home.
If an employee has been in close contact with anyone who has been diagnosed as infected with, or is being screened or monitored for, COVID-19, or who has been advised by a health care professional to quarantine within the last 14 days, they will not be permitted to enter the workplace and will be asked to self-quarantine.
MV Transportation will maintain confidentiality of screening information, which are designed only for COVID-19 related purposes while it remains a direct threat and/or we continue to be in a state of emergency. This is in an effort to maintain a safe environment as we focus on the health and well-being of our employees and the community.
Hand Hygiene
Proper hand hygiene is an important infection control measure. MV Transportation will ensure that handwashing and/or hand sanitizing stations are readily available and stocked.
Employees are to wash hands regularly with soap and water for at least 20 seconds. If soap and water are not readily available, use an alcohol-based hand sanitizer containing at least 60% alcohol.
Wash hands with soap and water or use hand sanitizer before and after wearing gloves.
And whether you wear gloves or not, avoid touching your eyes, nose and mouth to limit possible exposure to germs.
Employees are instructed to wash their hands for at least 20 seconds with soap and water frequently throughout the day, but especially at the beginning and end of their shift, prior to any mealtimes, and after using the restroom. All employees and non-employees are required to wash or sanitize their hands prior to or immediately upon entering the workplace.
Key times to clean / disinfect hands in general include:
Before, during, and after preparing food
Before eating food
After using the toilet
After blowing your nose, coughing, or sneezing
Additional times to clean / disinfect hands on the job include:
Before and after work shifts
Before and after work breaks
After touching frequently touched surfaces
Before and after wearing gloves
Before and after providing care for another person who needs assistance After putting on, touching, or removing cloth face coverings Avoid touching your eyes, nose, or mouth.
Practice good personal health hygiene, including washing your clothes and your safety vest. Signs and posters are posted in the following areas to reinforce these safety precautions:
At the office entrance
In the bathrooms
Near sinks or faucets
In the breakrooms
Hand Sanitizer
There are important differences between washing hands with soap and water and using hand sanitizer. Soap and water work to remove all types of germs from hands, while sanitizer acts by killing certain germs on the skin.
DO NOT use hand sanitizer if your hands are visibly dirty or greasy. If a handwashing station is available, wash your hands with soap and water instead. When using hand sanitizer, use an alcohol-based hand sanitizer that contains at least 60% alcohol.
Put enough sanitizer on your hands to cover all surfaces. Rub your hands together until they feel dry (this should take around 20 seconds). Do NOT rinse or wipe off the hand sanitizer before it’s dry; it may not work well against germs.
“Electronic Hygiene”
For electronics such as cell phones, tablets, MDTs, touch screens, remote controls, and keyboards, employees are to practice safety precautions and to wipe these down frequently to disinfect and sanitize.
Instructions:
Follow the manufacturer’s instructions for all cleaning and disinfection products. If no manufacturer guidance is available, consider the use of alcohol-based wipes or sprays containing at least 70% alcohol to disinfect touch screens. Wipe the surfaces prior to use and when you are done using them at the end of the shift.
Wipe the surfaces down after anyone else touches them. Dry the surfaces thoroughly to avoid pooling of liquids. Clean your hands as frequently as possible and sanitize your hands before and after touching new surfaces.
If you have a timeclock, please reference the Coronavirus Response website for guideline on cleaning your timeclocks.
This includes the following:
Your PC or laptop
Your phone
The printer
Any other electronics
7.4. Use and Availability of PPE
Availability of PPE in the Workplace
MV Transportation will provide employees the recommended protective supplies and ensure the availability of hand sanitizer and approved cleaning products. Face masks, gloves, hand sanitizer, and sanitizing wipes will be available to employees and are to be used during employee shift
Hand Sanitizer is strategically placed throughout facility and “Sanitary Stations” are available at high-touch areas
Routine cleaning of frequently touched surfaces is to be practiced by all employees If an employee is running low on PPE, they are to contact their supervisor.
Proper Use and Disposal of Gloves and Masks
If you are using gloves and masks for additional protection, please be sure to follow the proper usage and disposal of gloves and masks. Employees are to follow universal precautions, like what is taught through Bloodborne Pathogen training.
Gloves
Wash and/or sanitize hands before and after using gloves Ensure glove removal does not cause additional contamination of hands. Gloves can be removed using more than one technique (i.e. glove-in-glove or bird beak).
Change gloves throughout the day to avoid cross-contamination. After removing PPE, wash your hands with soap and water for at least 20 seconds or use hand-sanitizer (with at least 60% alcohol).
Masks
Facial coverings are to be worn in all areas of the business. Wash and/or sanitize hands before and after using a facial covering. Do not touch the front of the respirator, facemask or facial covering.
Facial coverings should cover your nose and mouth and be snug against your face. Carefully untie (or unhook from the ears) and pull away from face without touching the front.
For disposable masks, dispose of it in a safe and secure manner. Cloth masks and gloves should be washed and dried as frequently as possible, with detergent and the warmest water possible, in accordance with CDC guidelines for cleaning and disinfecting soft (porous) surfaces. After removing PPE, wash your hands with soap and water for at least 20 seconds or use hand-sanitizer (with at least 60% alcohol).
Work uniforms worn during cleaning and disinfecting should be laundered afterwards. Clean your hands after handling laundry by washing your hands with soap and water or using an alcohol-based hand sanitizer with at least 60% alcohol if soap and water are not available.
Reference the Coronavirus Response website for more in-depth safety procedures for both gloves and masks.
7.5 Physical Considerations and Office Layout
Physical distancing of at least six feet is to now be implemented and maintained throughout the workplace through both engineering and administrative controls. Per CDC recommendations, no congregating should occur. Therefore, there are practices that MV Transportation has adopted to promote a safe physical environment for employees.
The following actions have been implemented:
Workspace seating adheres to 6 feet separation, including spacing out staff members into every other cubicle and installing barriers or partitions where possible or necessary
Workspaces have been reconfigured that takes physical distancing into account, including all common areas
Visual cues and signage are placed throughout the workplace to encourage proper physical distancing
Tape markings showing acceptable physical distancing placed where lines might form Traffic patterns have been evaluated for physical distancing bottlenecks a. Entrance and exit doors identified
b. Directional signage “one-way” floor markings implemented where possible while maintaining compliance with safety code
c. Capacity limits established or rooms / spaces closed when necessary d. Small conference rooms have been closed or a capacity limit has been established
e. Desks, tables, and chairs in congregation-prone areas have been removed (including in the breakroom)
Breakrooms / Lounges
As previously stated, we need to limit the use of shared objects and avoid congregating. This includes
the breakroom.
Employees are encouraged to bring their own lunchbox with an icepack. Seats and/or tables are removed in the breakroom to help avoid congregating and to provide additional personal space to achieve 6 feet distance. Employees are to stagger their meal and rest breaks to avoid congregating. Limit surface contact by removing or shutting down (where possible) the following:
o Microwaves, Coffee Pots, Popcorn Machines, Water Cooler, Refrigerators, Ice Machines, Sinks
o Drinking fountains are closed until further notice; employees are encouraged to use bottle filling stations, sinks, or employees bringing water from home.
A “sanitary station” is set up within the breakroom and employees are to clean / disinfect the frequently touched surfaces before and after use. Exceptions for the refrigerator use includes medical purposes and split shifts. No food is to be stored in the fridge overnight.
Signage is posted on the refrigerator instructing on the sanitary protocol. If the breakroom needs to be accessed, capacity limits are established at no more than 1 or 2 people in breakroom at any given time (depending on square footage of space).
Restrooms
Our workplaces follow our Facility Cleaning policy for thorough cleaning in areas where we perform the cleaning.
Restrooms are receiving a more frequent cleaning protocol. Restrooms are checked regularly to ensure they are stocked with hand soap and paper towels.
Capacity limits are established at no more than 1 or 2 people in restroom at any given time to allow for 6 feet physical distancing.
A hand hygiene awareness poster is visible in the restrooms near the sinks. Employees are to wash their hands and re-sanitize prior to returning to their desk.
No Visitor Policy
Until further notice, employees are not to have visitors or business partners visit us at our workplace. The use of phone, email or Microsoft Teams should be leveraged instead of face-to-face interactions.
How can I achieve physical distancing in meetings, training, or conversations? There are certain things that will still need to occur in our daily operations. To the extent possible, the use of phone, email or Microsoft Teams should be leveraged instead of face-toface interactions.
However, these are ways to achieve Physical Distancing during a mandatory interaction:
Post a sign on the door to ask employees to knock and wait for directions rather than just walking into the office
Find a larger space where you can talk and keep distance. Everyone is to wear a facial covering and have recently washed their hands.
Stagger seating in conference and training rooms to maintain a 6 feet distance. Have individual writing utensils rather than using shared items.
7.5. Culture of Mental Health Safety
While it is not the responsibility of an employer or supervisor to diagnose mental health conditions, MV Transportation is committed to promoting a culture of mental health safety as we continue to navigate through this pandemic. Leadership, supervisors and other managers have an essential role in promoting a culture of wellness.
Assess Internal Resources
MV Transportation is committed to communicate the “how” of navigating healthcare benefits and Employee Assistance Program (EAP) services – for employees in distress or employees who have not used these benefits before, not knowing how to navigate resources is a barrier to accessing them.
Employees are encouraged to take advantage of our EAP, LifeWorks. LifeWorks is a total wellbeing solution offering support for your mental, physical, social and financial well-being. The invitation code is MVT-Employee ID, for example MVT-222333.
Employees are encouraged to contact their Human Resources representative if they have any questions about this program.
Connecting Employees to Mental Health Resources
An educated workforce can better protect themselves from the impacts of mental health and stress related to COVID-19. MV Transportation is committed to providing resources from the National Safety Council that includes tips on managing stress and taking care of mental health during a pandemic.
Here are a few tips to help promote positive mental health:
Take care of your mental health and be aware of signs of stress. Take deep breaths, stretch, or meditate. Try to eat healthy, well-balanced meals, exercise regularly and get plenty of
o sleep. Even 1 minute of practicing mindfulness will help you calm your mind. Utilize resources at your disposal. Take advantage of the EAP, LifeWorks. Be aware of signs of stress in your family members. Not all children and teens respond to stress in the same way. Talk to your child to reassure them, try to keep up with regular routines, and be a role model to them. The CDC has put together other recommendations to help children cope.
Kindness and patience go a long way. We are all adjusting to this new normal and each person adjusts differently. Make time to talk and be supportive of your teammates, friends, and family current needs and concerns.
It is important to recognize how mental health can affect worker safety. Even if no actual illness is diagnosed, it’s easy to imagine how a worker’s mental state might affect his or her ability to make good
decisions and recognize potential hazards.
7.6. Acknowledgement Forms
RECEIPT AND ACKNOWLEDGEMENT OF POLICY AND TRAINING
INJURY AND ILLNESS PREVENTION PROGRAM
I _________________________________ confirm that I have received a copy of the document titled: “Injury and Illness Prevention Program” and understand its provisions.
I further confirm that I have received training pursuant to this Program.
Signed: ___________________________________________________ Title: _____________________________________________________ Date: _____________________________________________________
MV Transportation, Inc.
E M P L O Y E E A C C I D E N T / I N J U R Y R E P O R T ( C O M P L E T E A L L B L A N K S )
Date of Accident/Injury: / / Time of Accident/ Injury: AM/PM Name of Employee:
Home Address: City: State: Zip:
Home Phone: ( ) -
Date of Birth: / / Date of Hire: / / Sex: Male Female Occupation/Position:
Accident/Injury Reported to: Date Accident/Injury Reported: / Location name where incident occurred:
Address where incident occurred:
Describe how the incident happened (how, why, where, what):
Type of Injury (cut, sprain, bruise, fracture, etc.):
Which part of body injured (be specific):
Are there any safety issues that contributed to this accident/injury? If so, please detail:
List all witnesses to this Accident/Injury:
List all prior Accident/ injuries sustained at work and outside of work in the last 10 years (list dates):
I, employee, the undersigned, certify that the above is a true and correct statement of fact and that I made such statements of my own free will. I understand that any payments to me or anyone else for expenses in connection with my accident and resulting injury is not an admission of liability on the part of employer.
Employee Signature Date Signed Translated by (if necessary)
Supervisor Signature Date Signed
VIDEO EVIDENCE CHAIN OF CUSTODY POLICY
Video Chain of Custody Policy
The procedure for establishing chain of custody which start with the accident/incident investigation process.
Which Is defined by the process of maintaining and documenting the handling of the video cartridges once it is removed from City of Corona Transportation Service (CCTS) vehicle for reviewing.
Date Time
Vehicle
Number
Video Serial
Number Reason for Video Removal Accident / Incident Claim # Signature
City of Corona Transit Service, Safety Hazard, Accident, Incident Reporting Form Reporter’s name (leave blank if anonymous):
Phone Number (leave blank if anonymous):
REPORTABLE SAFTEY HAZARD, ACCIDENT, or INCIDENT (Check all that apply)
1. Accident / Incident / Passenger 4. Bus Stop Issue
2. Safety Hazard 5. ADA / Accessible Equipment
3. Route Issue 6. Other:
IF AVAILABLE PROVIDE FOLLOWING INFORMATION APPLICABLE TO THE ABOVE ISSUE INCIDENT DATE: INCIDENT TIME: AM ☐ PM ☐
LOCATION: ROUTE / SERVICE:
Blue Line ☐, Red Line ☐, Dial-A-Ride ☐
VEHICLE # OTHER INFO:
DID VEHICLE EQUIPMENT FAIL TO OPERATE PROPERLY? YES NO
(IF YES, EXPLAIN BELOW IN COMMENTS/DESCRIPTION)
DOES THIS INCIDENT INVOLVE OTHER INDIVIDUALS? YES NO
(IF YES, EXPLAIN BELOW IN COMMENTS/DESCRIPTION)
ENTER COMMENTS/DESCRIPTION BELOW (if needed attach separate sheet):
TO BE REVIEWED/COMPLETED BY CITY OF CORONA STAFF AFTER RECEIPT OF THE CITY OF CORONA
SAFETY, HAZARD, ACCIDENT, INCIDENT FORM
City Staff Name: Date:
Title: Phone #
Reviewed with Contractor: Yes No Date:
Contractor Staff Name:
Title: Phone #:
If regarding an accident, follow up on following information:
Was accident preventable)? Yes No
(IF YES, EXPLAIN ACTION TAKEN UNDER FINDINGS)
Were necessary Drug & Alcohol tests performed? Yes No
Was the Agency vehicle totaled? Yes No
Estimated Cost of Bus Damage: $ Bus Funding Source:
# of parties involved: # of persons transported for medical treatment:
Follow-up with individual reporting if contact information provided on form? Yes No FINDINGS:
Corona Safety Committee
Members
Team members in creating and maintaining a safe
work environment for fellow employees and helping
with system safety and security at the division
Please sign up below: February 2025
Class of Member Member Alternate
Management Catherine Wynne Britney Pimentel
Dispatcher Melina Mory Cynthia Wilkerson
Road Supervisor Veronica Ramirez Keturah Nick
Dial A Ride Operator David Espinoza Brenda Heppner
Corona Cruiser Operator Glenda Dubriel Nicholas Donato
Maintenance Dept. Alex Sierra Adolfo Avila
Regional Safety Director Jorge Flores Quarterly Safety Meeting Thank you, Management
1 The City of Corona
COVID-19 Prevention
Program (CPP)
1 CITY OF CORONA
COVID-19 PREVENTION PROGRAM (CPP)
I. PURPOSE:
The City of Corona is committed to provide employees a healthy and safe workplace as required under the California Occupational Safety and Health Act (Labor Code §§ 6300, et seq.). As an employer, the City of Corona is required to establish and implement an effective written COVID-19 Prevention Program (CPP) pursuant to the Emergency Temporary Standards in place for COVID-19 (California Code of Regulations (CCR), Title 8, section 3205(c).
Nothing in this CPP precludes the City from complying with federal, state, or local laws or guidance that recommends or requires measures that are more prescriptive and/or restrictive than are provided herein.
II. SCOPE
This CPP applies to all City employees, volunteers, and subcontracted employees reporting to work at a City facility and is designed to control employees’ exposures to the SARS-CoV-2 virus (COVID-19) that may occur in our workplace. This CPP does not apply to employees who are teleworking.
III. AUTHORITY AND RESPONSIBILITY
The City of Corona Occupational Health and Safety Manager has overall authority and responsibility for implementing the provisions of this CPP in our workplace. In addition, all Department managers and supervisors are responsible for implementing and maintaining the CPP in their assigned work areas and for ensuring employees receive answers to questions about the program in a language they understand.
All employees are responsible for using safe work practices, following all directives, policies and procedures, and assisting in maintaining a safe work environment.
IV. DEFINITIONS:
x “COVID-19” means coronavirus disease, an infectious disease caused by the severe acute respiratory syndrome coronavirus 2 (SARS-CoV-2). 1 2
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Removing hyperlink, no longer available.
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Need to specify “paid and/or unpaid”?
2 x “COVID-19 case” means a person who either: (1) Has a positive “COVID19 test” as defined in this section; (2) Is subject to COVID-19-related order to isolate issued by a local or state health official; or (3) Has died due to COVID-19, in the determination of a local health department or per inclusion in the COVID-19 statistics of a county. A person is no longer a “COVID-19 case” when a licensed health care professional determines that the person does not have COVID-19, in accordance with recommendations made by the California Department of Public Health (CDPH) or the local health department pursuant to authority granted under the Health and Safety Code or title 17, California Code of Regulations to CDPH or the local health department.
“Close contact COVID-19 exposure” means being within six (6) feet of a COVID19 case for a cumulative total of 15 minutes or greater in any 24-hour period within or overlapping with the “high-risk exposure period” as defined here. This definition applies regardless of the person’s vaccination status. “COVID-19 hazard” means exposure to potentially infectious material that may contain SARS-CoV-2, the virus that causes COVID-19. Potentially infectious materials include airborne droplets, small particle aerosols, and airborne droplet nuclei, which most commonly result from a person or persons exhaling, talking or vocalizing, coughing, sneezing, or procedures performed on persons which may aerosolize saliva or respiratory tract fluids, among other things. This also includes objects or surfaces that may be contaminated with SARS-CoV-2. “COVID-19 symptoms” means one of the following: (1) fever of 100.4 degrees Fahrenheit or higher or chills; (2) cough; (3) shortness of breath or difficulty breathing; (4) fatigue; (5) muscle or body aches; (6) headache; (7) new loss of taste or smell; (8) sore throat; (9) congestion or runny nose; (10) nausea or vomiting; or (11) diarrhea, unless a licensed health care professional determines the person’s symptoms were caused by a known condition other than COVID-19. “COVID-19 test” means a viral test for SARS-CoV-2 that is both: (1) Approved by the United States Food and Drug Administration (FDA) or has an Emergency Use Authorization from the FDA to diagnose current infection with the SARSCoV-2 virus; and (2) Administered in accordance with the FDA approval or the FDA Emergency Use Authorization as applicable.
“Exposed workplace” means any work location, working area, or common area at work used or accessed by a COVID-19 case during the high-risk period, including bathrooms, walkways, hallways, aisles, break or eating areas, and waiting areas.
The exposed workplace does not include buildings or facilities not entered by a COVID-19 case. Effective January 1, 2021, the “exposed workplace” also
3 includes but is not limited to the “worksite” of the COVID-19 case as defined by Labor Code section 6409.6(d)(5).
“Face covering” means a tightly woven fabric or non-woven material with no visible holes or openings, which covers the nose and mouth. “High-risk exposure period” means the following time period: (1) For persons who develop COVID-19 symptoms: from two (2) days before they first develop symptoms until ten (10) days after symptoms first appeared, and 24 hours have passed with no fever, without the use of fever-reducing medications, and symptoms have improved; or (2) For persons who test positive who never develop COVID-19 symptoms: from two (2) days before until ten (10) days after the specimen for their first positive test for COVID-19 was collected.
V. PROGRAM
A. SYSTEM FOR COMMUNICATING WITH EMPLOYEES
1. Reporting COVID-19 Symptoms, Possible COVID-19 Close Contact Exposures, and Possible COVID-19 Hazards at
Worksites and Facilities
The City policy requires that employees immediately report to their manager or supervisor or to the Department of Human Resources any of the following: (1) the employee’s presentation of COVID-19 symptoms; (2) the employee’s possible COVID19 close contact exposures; (3) possible COVID-19 hazards at the City’s worksites or facilities. The employee shall be asked to fill out the “COVID-19 Employee Exposure Questionnaire” located on the City Intranet.
The City will not discriminate or retaliate against any employee who makes such a report.
2. Accommodations Process for Employees with Medical or Other Conditions that put them at Increased Risk of Severe COVID-19 Illness
The City policy provides for an accommodation process for employees who have a medical or other condition identified by the Centers for Disease Control and Prevention (“CDC”) or the employees’ health care provider as placing or potentially placing the employees at increased risk of severe COVID-19 illness.
The CDC identifies the following medical conditions and other conditions as placing or potentially placing individuals at an increased risk of severe COVID-19 illness.
The CDC guidance provides that adults of any age with the following conditions are at increased risk of severe illness from the virus that causes COVID-19:
1. Cancer
4 2. Chronic kidney disease
3. COPD (chronic obstructive pulmonary disease)
4. Heart conditions, such as heart failure, coronary artery disease, or cardiomyopathies
5. Immunocompromised state (weakened immune system) from solid organ transplant
6. Obesity (body mass index [BMI] of 30 kg/m2 or higher but < 40 kg/m2)
7. 6HYHUH2EHVLW\
%0,NJP
8. Pregnancy
9. Sickle cell disease
10. Smoking
11. Type 2 diabetes mellitus
The CDC guidance also provides that adults of any age with the following conditions might be at an increased risk for severe illness from the virus that causes COVID-19:
1. Asthma (moderate-to-severe)
2. Cerebrovascular disease (affects blood vessels and blood supply to the brain)
3. Cystic fibrosis
4. Hypertension or high blood pressure
5. Immunocompromised state (weakened immune system) from blood or bone marrow transplant, immune deficiencies, HIV, use of corticosteroids, or use of other immune weakening medicines
6. Neurologic conditions, such as dementia
7. Liver disease
8. Overweight (BMI > 25 kg/m2, but < 30 kg/m2)
9. Pulmonary fibrosis (having damaged or scarred lung tissues)
10. Thalassemia (a type of blood disorder)
11. Type 1 diabetes mellitus
The City will periodically review the following web address in order to account for any additional medical conditions and other conditions that the CDC has identified as
5 placing or potentially placing individuals at an increased risk of severe COVID-19:
https://www.cdc.gov/coronavirus/2019-ncov/need-extra-precautions/people-withmedical-conditions.html City employees are encouraged to review the list of medical conditions and other condition provided above in order to determine whether they have such a condition or seek advise from their health care provider.
To request an accommodation under the City policy, employees may make a request with their manager or supervisor or the Department of Human Resources.
3. COVID-19 Testing
The City possesses authority to require that employees who report to work at City worksites or facilities be tested for COVID-19.
Where the City requires that employees be tested, the City will inform employees why the reason that testing is required.
The City will also inform employees of the possible consequences of a positive COVID19 test, which may include, but is not limited to, a requirement that employees not report to a City worksite or facility during the high-risk exposure period and satisfying the minimum criteria to return to work.
Where the City requires testing, the City has adopted policies and procedures that ensure the confidentiality of employees and comply with the Confidentiality of Medical Information Act (“CMIA”). Specifically, the City will keep confidential all personal identifying information of COVID-19 cases or persons with COVID-19 symptoms unless expressly authorized by the employee to disclose such information or as other permitted or required under the law.
4. COVID-19 Hazards
The City will notify employees and subcontracted employees of any potential COVID-19 exposure at a worksite or facility where a COVID-19 case and employees were present on the same day. The City will notify employees of such potential exposures within one (1) business day, in a way that does not reveal any personal identifying information of the COVID-19 case.
The City will also notify employees of cleaning and disinfecting measures being undertaken in order to ensure the health and safety of the City worksite or facility where the potential exposure occurred.
B. IDENTIFICATION AND EVALUATION OF COVID-19 HAZARDS AT
CITY WORKSITES AND FACILITIES
1. Screening City Employees for COVID-19 Symptoms
6 The City possesses authority to require that employees self-screen for COVID-19 symptoms.
City policy provides that employees will self-screen for COVID-19 symptoms prior to starting normal work duties at a worksite or facility.
2. Responding to City Employees with COVID-19 Symptoms
Should an employee display COVID-19 symptom during a self-screen, the City will instruct the employee to return to their home or place of residence and not report to work until such time as the employee satisfies the minimum criteria to return to work.
The employee will be advised of any leaves to which they may be entitled during this self-quarantine period.
Further, the City has adopted policies and procedures that ensure the confidentiality of employees and comply with the CMIA and will not disclose to other employees the fact that the employees presented COVID-19 symptoms.
3. The City’s Response to COVID-19 Cases
In the event that City employees test positive for COVID-19 or are diagnosed with COVID-19 by a health care provider, the City will instruct the employees to return to their home or place of residence and not report to work until such time as they satisfy the minimum criteria to return to work.
The City will advise employees of any leaves to which they may be entitled during this self-isolation period.
The City will comply with all reporting and recording obligations as required under the law, including, but not limited to, reporting the COVID-19 case to the following individuals and institutions as required based on the individual circumstances: (1) the local health department; (2) Cal/OSHA; (3) employees who were present at a City worksite or facility when the COVID-19 case was present; (4) the employee organizations that represent employees at the City worksite or facility; (4) the employers of subcontracted employees who were present at the City worksite or facility; and (5) the City workers’ compensation plan administrator.
If possible, the City will interview the COVID-19 cases to ascertain the nature and circumstances of any contact that the employees may have had with other employees during the high-risk exposure period. If the City determines that there were any close contact COVID-19 exposures, the City will instruct those employees to return or remain at their home or place of residence and not report to work until such time as the employees satisfy the minimum criteria to return to work.
The City has adopted policies and procedures that ensure the confidentiality of employees and comply with the CMIA. Specifically, the City will not disclose to other
7 employees, except for those who need to know, the fact that the employees tested positive for or were diagnosed with COVID-19. Further, the City will keep confidential all personal identifying information of COVID-19 cases or persons unless expressly authorized by the employees to disclose such information or as other permitted or required under the law.
4. Workplace-Specific Identification of COVID-19 Hazards The City conducted a workplace-specific assessment of interactions, areas, activities, processes, equipment, and materials that could potentially expose employees to COVID-19 hazards. The City continues to conduct workplace-specific assessments to identify and address the ongoing changing elements to interactions, areas, activities, processes, equipment, and materials that could potentially expose employees to COVID-19 hazards.
As part of this process, the City identified places and times when employees and individuals congregate or come in contact with one another, regardless of whether employees are performing an assigned work task or not, including, for example, during meetings or trainings, in and around entrances, bathrooms, hallways, aisles, walkways, elevators, break or eating areas, cool-down areas, and waiting areas.
As part of this process, the City identified potential workplace exposure to all persons at City worksites and facilities, including employees, employees of other entities, members of the public, customers or clients, and independent contractors. The City considered how employees and other persons enter, leave, and travel through City worksites and facilities, in addition to addressing employees’ fixed workspaces or workstations.
As part of this process, the City treats all persons, regardless of symptoms or negative COVID-19 test results, as potentially infectious.
5. Maximization of Outdoor Air and Air Filtration
The City will Identify and evaluate how to maximize ventilation with outdoor air; the highest level of filtration efficiency compatible with the existing ventilation system; and whether the use of portable or mounted HEPA filtration units, or other air cleaning systems, would reduce the risk of COVID-19 transmission. Review applicable orders and guidance from the State of California and local health departments related to COVID-19 hazards and prevention, including the “Cal/OSHA-CDPH Interim Guidance for Ventilation, Filtrations, and Air Quality in Indoor Environments” and information specific to your industry, location, and operations. We maximize the quantity of outside air provided to the extent feasible, except when the United States Environmental Protection Agency (EPA) Air Quality Index is greater than 100 for any pollutant or if
8 opening windows or maximizing outdoor air by other means would cause a hazard to employees, for instance from excessive heat or cold.
6. Compliance with Applicable State and Local Health Orders The City monitors applicable orders and guidance from the State of California and the local health department related to COVID-19 hazards and prevention, including information of general application and information specific to the City location and operations.
The City fully and faithfully complies with all applicable orders and guidance from the State of California and the local health department.
7. Evaluation of Existing COVID-19 Prevention Controls and Adoption of Additional Controls
Periodically, the City will evaluate existing COVID-19 prevention controls at the workplace and assess whether there is a need for different and/or additional controls.
This includes evaluation of controls related to the correction of COVID-19 hazards, physical distancing, face coverings, engineering controls, administrative controls and personal protective equipment (PPE).
8. Periodic Inspections
The City will conduct periodic inspections of worksites and facilities as needed to identify unhealthy conditions, work practices, and work procedures related to COVID-19 and to ensure compliance with the City COVID-19 policies and procedures.
C. INVESTIGATING AND RESPONDING TO COVID-19 CASES IN CITY
WORKSITES AND FACILITIES
1. Procedure to Investigate COVID-19 Cases
The City has a procedure for investigating COVID-19 cases in the workplace. As provided below, the procedure provides for the following: (1) the verification of COVID19 case status; (2) receiving information regarding COVID-19 test results; (3) receiving information regarding the presentation of COVID-19 symptoms; and (4) identifying and recording all COVID-19 cases.
2. Response to COVID-19 Cases
As provided above at Section IV.B.3., in the event that employees test positive for COVID-19 or are diagnosed with COVID-19 by a health care provider, the City will instruct the employees to remain at or return to their home or place of residence and not
9 report to work until such time as the employees satisfy the minimum criteria to return to work.
a. Contact Tracing
If possible, the City will interview the COVID-19 cases in order to ascertain the following information: (1) the date on which the employees tested positive, if asymptomatic, or the date on which the employees first presented COVID-19 symptoms, if symptomatic; (2) the COVID-19 cases recent work history, including the day and time they were last present at a worksite or facility; and (3) the nature and circumstances of the COVID-19 cases’ contact with other employees during the high-risk exposure period, including whether there were any close contact COVID-19 exposure. Contact the Safety Division at 951-279-3645 with Contact Tracing questions you may have.
If the City determines that there were any close contact COVID-19 exposures, they will instruct those employees to remain at their home or place of residence and not report to work until such time as the employees satisfy the minimum criteria to return to work. b. Reporting the Potential Exposure to Other Employees
The City will comply with all reporting and recording obligations as required under the law, including, but not limited to, reporting the COVID-19 case to the following individuals and institutions as required based on the individual circumstances: (1) employees or volunteers who were present at a worksite or facility when the COVID-19 case was present; and (2) subcontracted employees who were present at the worksite or facility.
c. Free COVID-19 Testing for Close Contact Exposures
The City will provide COVID-19 testing at no cost to employees during their working hours to all employees who had potential close contact COVID-19 exposure at a worksite or facility.
d. Leave and Compensation Benefits for Close Contact
Exposures
The City will provide these employees with information regarding COVID-19-related benefits to which the employees may be entitled under applicable federal, state, or local laws. This includes any benefits available under workers’ compensation law, the federal Families First Coronavirus Response Act (FFCRA), Labor Code sections 248.1 and 248.5, Labor Code sections 3212.86 through 3212.88, local governmental requirements, the City’s own leave policies, and leave guaranteed by contract.
The City will continue to provide and will maintain these employees’ earnings, seniority, and all other employee rights and benefits, including the employees’ right to their former job status, as if the employees had not been removed from their jobs.
10 The City may require that these employees use employer-provided employee sick leave benefits for this purpose and consider benefit payments from public sources in determining how to maintain earnings, rights, and benefits, where permitted by law and when not covered by workers’ compensation.
e. Investigation to Determine Whether Workplace
Conditions Contributed to COVID-19 Exposure
The City will conduct an investigation in order to determine whether any workplace conditions could have contributed to the risk of COVID-19 exposure and what could be done to reduce exposure to COVID-19 hazards.
3. Confidential Medical Information
The City will protect the confidentiality of the COVID-19 cases and will not disclose to other employees the fact that the employees tested positive for or were diagnosed with COVID-19.
The City will keep confidential all personal identifying information of COVID-19 cases unless expressly authorized by the employees to disclose such information or as other permitted or required under the law.
D. CORRECTION OF COVID-19 HAZARDS AT CITY WORKSITES AND
FACILITIES
The City will implement effective policies and/or procedures for correcting unsafe or unhealthy conditions, work practices, policies and procedures in a timely manner based on the severity of the hazard.
This includes, but is not limited to, implementing controls and/or policies and procedures in response to the evaluations conducted related to the identification and evaluation of COVID-19 hazards and investigating and responding to COVID-19 cases in the workplace. This also includes implementing controls related to physical distancing, face coverings, engineering controls, administrative controls, and personal protective equipment (PPE).
E. TRAINING AND INSTRUCTION OF CITY OF CORONA EMPLOYEES
1. COVID-19 Symptoms
The City provided employees training and instruction on the COVID-19 symptoms, including advising employees of COVID-19 symptoms, which include the following: (1) fever of 100.4 degrees Fahrenheit or higher or chills; (2) cough; (3) shortness of breath or difficulty breathing; (4) fatigue; (5) muscle or body aches; (6) headache; (7) new loss of taste or smell; (8) sore throat; (9) congestion or runny nose; (10) nausea or vomiting; or (11) diarrhea, unless a licensed health care professional determines the person’s symptoms were caused by a known condition other than COVID-19.
11 The City monitors and adheres to guidance by the CDC concerning COVID-19 symptoms, including guidance provided at the following web address:
https://www.cdc.gov/coronavirus/2019-ncov/symptoms-testing/symptoms.html The City will advise employees in the event that the CDC makes any changes to its guidance concerning such symptoms.
The City provided employees instruction on the importance of not coming to work and obtaining a COVID-19 test if the employees have COVID-19 symptoms.
2. City COVID-19 Policies and Procedures
The City provides regular updates to employees on the City’s policies and procedures to prevent COVID-19 hazards at City worksites and facilities and to protect City employees.
3. COVID-19 Related Benefits
The City advised employees of the leaves to which the employees may be entitled under applicable federal, state, or local laws. This includes any benefits available under workers’ compensation law, the FFCRA, Labor Code sections 248.1 and 248.5, Labor Code sections 3212.86 through 3212.88, the City’s own leave policies, and leave guaranteed by contract.
Further, when employees require leave or are directed not to report to work the City will advise the employees of the leaves to which the employees may be entitled for that specific reason.
4. Spread and Transmission of the Virus that Causes COVID-19 The City advised employees that COVID-19 is an infectious disease that can be spread through the air when an infectious person talks or vocalizes, sneezes, coughs, or exhales; that COVID-19 may be transmitted when a person touches a contaminated object and then touches their eyes, nose, or mouth, although that is less common; and that an infectious person may have no symptoms.
The City further advised employees of the fact that particles containing the virus can travel more than six (6) feet, especially indoors, so physical distancing must be combined with other controls, including face coverings and hand hygiene, including hand washing, in order to be effective.
5. Methods and Importance of Physical Distancing, Face
Coverings, and Hand Hygiene
12 The City advised employees of the methods and importance of physical distancing, face coverings, and hand hygiene, including hand washing.
Specifically, the City trained and instructed employees on the importance of frequent hand washing with soap and water for at least 20 seconds and using hand sanitizer when employees do not have immediate access to a sink or hand washing facility, and that hand sanitizer does not work if the hands are soiled.
Further, the City has provided training and instructions to employees on the proper use of face coverings and the fact that face coverings are not respiratory protective equipment. Here is the link to the CDC site for proper selection and use of a face cover. https://www.cdc.gov/coronavirus/2019-ncov/prevent-getting-sick/about-facecoverings.html F. PHYSICAL DISTANCING
The City requires that all employees be separated from other persons by at least six (6) feet, except where the City can demonstrate that six (6) feet of separation is not possible and where there is momentary exposure while persons are in movement.
The City has adopted several methods by which it increases physical distancing including, but not limited to, the following: (1) providing employees the opportunity to temporarily telework or engage in other temporary remote work arrangements; (2) reducing the number of persons in an area at one time, including visitors; (3) posting visual cues such as signs and floor markings to indicate where employees and others should be located or their direction and path of travel; (4) adopting staggered arrival, departure, work, and break times; and (5) adjusting work processes or procedures, such as reducing production speed, to allow greater distance between employees.
When it is not possible for employees to maintain a distance of at least six (6) feet, the City requires individuals to be as far apart as possible.
G. FACE COVERINGS
1. Face Covering Requirement
The City provides face coverings to employees and requires that such face coverings are worn by employees and individuals at City worksites and facilities.
City policy adheres to orders and guidance provided by the CDPH and the local health department, including as provided at the following web address:
https://www.cdph.ca.gov/Programs/CID/DCDC/Pages/COVID-19/guidance-for-facecoverings.aspx The City’s Covid-19 Prevention Plan on the use of face coverings ensures that they are worn over the nose and mouth when indoors, when outdoors and less than six (6) feet
13 away from another person, and where required by orders from the CDPH or local health department.
The City’s policy requires that face coverings be clean and undamaged. The City’s policy allows for face shields to be used to supplement, and not supplant face coverings.
The City’s policy provides for the following exceptions to the face coverings requirement:
1. When an employee is alone in a room.
2. While eating and drinking at the workplace, provided employees are at least six (6) feet apart and outside air supply to the area, if indoors, has been maximized to the extent possible.
3. Employees wearing respiratory protection in accordance with section 5144 or other title 8 safety orders (8 C.C.R. 5144 is available at the following web address: https://www.dir.ca.gov/title8/5144.html).
4. Employees who cannot wear face coverings due to a medical or mental health condition or disability, or who are hearing-impaired or communicating with a hearing-impaired person.
5. Specific tasks which cannot feasibly be performed with a face covering.
This exception is limited to the time period in which such tasks are actually being performed, and the unmasked employee shall be at least six (6) feet away from all other persons unless unmasked employees are tested at least twice weekly for COVID-19.
2. Required Use of Effective Non-Restrictive Alternative for Employees Exempted from Face Covering Requirement
The City’s policy requires that employees who exempted from wearing face coverings due to a medical condition, mental health condition, or disability wear an effective nonrestrictive alternative, such as a face shield with a drape on the bottom, if their condition or disability permits it.
3. Physical Distancing Required If Employee Is Not Wearing Face Covering or Non-Restrictive Alternative
1
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Where is the adopted policy that states these requirements? Is this a safety policy?
14 The City’s policy requires that any employees not wearing a face covering, face shield with a drape or other effective alternative, or respiratory protection, for any reason, shall be at least six (6) feet apart from all other persons unless the unmasked employees are tested at least twice (2x) weekly for COVID-19.
However, the City does not use COVID-19 testing as an alternative to face coverings when face coverings are otherwise required by this section.
4. Prohibition on Preventing Employees from Wearing Face Covering
The City does not prevent any employee from wearing a face covering when wearing a face covering is not required by this section, unless not wearing a face covering would create a safety hazard, such as interfering with the safe operation of equipment.
5. Communication to Non-Employees Regarding Face Covering Requirement
The City posts signage to inform non-employees that the City requires the use of face coverings at City worksites and facilities.
6. Policies to Reduce COVID-19 Hazards Originating from Persons Not Wearing Face Coverings
The City has developed COVID-19 policies and procedures to minimize employees’ exposure to COVID-19 hazards originating from any person not wearing a face covering, including a member of the public.
These policies include requiring that employees and non-employees wear face coverings at City worksites and facilities, that employees wear face coverings at other times, maintain physical distance from person not wearing a face covering, and observe proper hand hygiene.
H. OTHER ENGINEERING CONTROLS, ADMINISTRATIVE CONTROLS
AND PERSONAL PROTECTIVE EQUIPMENT (PPE)
1. Installation of Solid Partitions Between Workstations Where Physical Distancing is Not Possible
At fixed work locations where it is not possible to maintain the physical distancing requirement at all times, the employer shall install cleanable solid partitions that effectively reduce aerosol transmission between the employees and other persons.
2. Maximization of Outdoor Air
As provided above at Section IV.B.5., for indoor worksites and facilities, the City evaluates how to maximize the quantity of outdoor air.
15 Further, for City worksites and facilities with mechanical or natural ventilation, or both, the City has maximized the quantity of outside air provided to the extent feasible, except when the United States Environmental Protection Agency (“EPA”) Air Quality Index is greater than 100 for any pollutant or if opening windows or letting in outdoor air by other means would cause a hazard to employees, for instance from excessive heat or cold.
3. Cleaning and Disinfecting Procedures
The City’s cleaning and disinfecting policy requires the following:
1. Identifying and regularly cleaning and disinfecting frequently touched surfaces and objects, such as doorknobs, elevator buttons, equipment, tools, handrails, handles, controls, bathroom surfaces, and steering wheels. The City will inform employees and authorized employee representatives of cleaning and disinfection protocols, including the planned frequency and scope of regular cleaning and disinfection.
2. Prohibiting the sharing of personal protective equipment and to the extent feasible, items that employees come in regular physical contact with such as phones, headsets, desks, keyboards, writing materials, instruments, and tools. When it is not feasible to prevent sharing, sharing will be minimized, and such items and equipment shall be disinfected between uses by different people. Sharing of vehicles will be minimized to the extent feasible, and high touch points (steering wheel, door handles, seatbelt buckles, armrests, shifter, etc.) shall be disinfected between users.
3. Cleaning and disinfection of areas, material, and equipment used by a COVID-19 case during the high-risk exposure period.
Further, the City requires that cleaning and disinfecting must be done in a manner that does not create a hazard to employees or subcontracted employees.
4. Evaluation of Handwashing Facilities
To protect employees, the City evaluated its handwashing facilities in order to determine the need for additional facilities, encourage and allow time for employee handwashing, and provide employees with an effective hand sanitizer.
The City encourages employees to wash their hands for at least 20 seconds each time.
16 The City provides hand sanitizers approved by the CDC.
5. Personal Protective Equipment (PPE)
City policy provides for PPE.
The City evaluates the need for PPE, such as gloves, goggles, and face shields, to prevent exposure to COVID-19 hazards and provide such PPE as needed.
In accordance with applicable law, the City evaluates the need for respiratory protection when the physical distancing requirements, as provided herein, are not feasible or are not maintained.
In accordance with applicable law, the City will provide and ensure use of respirators in accordance when deemed necessary by Cal/OSHA through the Issuance of Order to Take Special Action.
17 I. IN ACCORDANCE WITH APPLICABLE LAW, THE CITY WILL
PROVIDE AND ENSURE USE OF EYE PROTECTION AND
RESPIRATORY PROTECTION WHEN EMPLOYEES ARE EXPOSED
TO PROCEDURES THAT MAY AEROSOLIZE POTENTIALLY
INFECTIOUS MATERIAL SUCH AS SALIVA OR RESPIRATORY
TRACT FLUIDS.REPORTING, RECORDKEEPING AND ACCESS
1. Reporting COVID-19 Cases to the Local Health Department In accordance with applicable law, the City will report information about COVID-19 cases at the workplace to the local health department.
Further, the City will provide any related information requested by the local health department.
2. Reporting Serious COVID-19 Illnesses and Deaths to Cal/OSHA In accordance with applicable law, the City will immediately report to Cal/OSHA any serious COVID-19-related illnesses or deaths of employees occurring at a City worksite or facility or in connection with any employment.
Further, in accordance with applicable law, the City will record any serious work-related COVID-19-related illnesses or deaths.
3. Maintenance of Records Related to the Adoption of the CPP In accordance with applicable law, the City will maintain records of the steps taken to implement this CPP.
4. Availability of the CPP for Inspection
The City will make this written CPP available to employees and employee organizations at City worksites or facilities.
Further, the City will make this written CPP available to Cal/OSHA representatives immediately upon request.
5. Records Related to COVID-19 Cases
The City DICO will keep record of and track all COVID-19 cases with the following information: (1) employee’s name; (2) contact information; (3) occupation; (4) location where the employee worked: (5) the date of the last day at the workplace; and (6) the date of a positive COVID-19 test.
18 In accordance with the Confidentiality of Medical Information Act (CMIA) and applicable law, the City will keep the employees’ medical information confidential.
In accordance with the CMIA and applicable law, the City will make this information available to employees and employee organizations with personal identifying information removed. The City will also make this information available as otherwise required by law.
J. EXCLUSION OF COVID-19 CASES
1. Exclusion of COVID-19 Cases from City Worksites and
Facilities
The City will ensure that COVID-19 cases are excluded from the workplace until the individual satisfies the minimum return to work criteria provided for in Section IV.K.
2. Exclusion of Employees with Close Contact COVID-19
Exposures from City Worksites and Facilities
The City will exclude employees with close contact COVID-19 exposure from the workplace for 14 days after the last known close contact COVID-19 exposure.
3. Provision of Benefits to City Employees Excluded from Work as a Result of a Positive COVID-19 Test or Diagnosis or a Close Contact COVID-19 Exposure
a. Employees Who Are Able to Temporarily Telework
During Isolation or Quarantine Period
The City will allow employees who are able to temporarily telework, and are able and available to work, to telework during the isolation or quarantine period. The City will provide these employees their normal compensation for the work that they perform for the City during the isolation or quarantine period.
b. Employees Who Are Unable to Temporarily Telework
During Isolation or Quarantine Period
The provision of benefits described below does not apply to either: (1) employees who the City can demonstrate that the close contact COVID-19 exposure was not workrelated; and (2) employees who are unable to work for reasons other than protecting employees and non-employees at City worksites and facilities from possible COVID-19 transmission. Such employees may still use paid annual leave for the purpose of receiving compensation during the isolation or quarantine period if they elect to do so.
19 For other employees, the City will require that employees who are unable to telework temporarily but are otherwise able and available to work use paid annual leave to receive compensation during the isolation or quarantine period. Employees retain their entitlement to elect not to use other earned or accrued paid leave during this time. The City may provide such employees who are unable to telework, but who do not have any annual leave available, paid administrative leave in order to receive compensation during the isolation or quarantine period.
For all employees who are subject to an isolation or quarantine because of a COVID-19 case or a close contact COVID-19 exposure, the City will maintain the employees’ seniority and all other employee rights and benefits, including the employees’ right to their former job status, during the isolation or quarantine period.
The City may consider benefit payments from public sources, including under the FFCRA and Labor Code section 248.1 (until December 31, 2020 or longer if FFCRA leave and/or Labor Code section 248.1 leave is extended), in determining how to maintain earnings, rights and benefits, where permitted by law and when not covered by workers’ compensation.
4. Adherence with Laws, Policies, and/or Agreements Providing Excluded Employees Greater Protections
The obligations set forth in this section do not limit any other applicable law, City policy, or collective bargaining agreement that provides employees with greater protections or benefits.
5. Provision of Information Concerning Benefits to Excluded Employees
At the time of exclusion, the City will provide the excluded employees the information on benefits to which the employees may be entitled under applicable federal, state, or local laws.
This includes any benefits available under workers’ compensation law, the FFCRA, Labor Code sections 248.1 and 248.5, Labor Code sections 3212.86 through 3212.88, [any applicable local governmental requirements], the City’s own leave policies, and leave guaranteed by contract.
K. RETURN TO WORK CRITERIA
1. Minimum Criteria to Return to Work for Symptomatic COVID-19 Cases
City policy requires that COVID-19 cases with COVID-19 symptoms remain at their home or place of residence and not report to any worksite or facility until they satisfy each of the following conditions:
20 1. At least 24 hours have passed since a fever of 100.4 or higher has resolved without the use of fever-reducing medications.
2. COVID-19 symptoms have improved; and
3. At least 10 days have passed since COVID-19 symptoms first appeared.
2. Minimum Criteria to Return to Work for Asymptomatic COVID19 Cases City policy requires that COVID-19 cases who tested positive but never developed COVID-19 symptoms not report to any City worksite or facility until a minimum of 10 days have passed since the date of specimen collection of their first positive COVID-19 test.
3. COVID-19 Testing Not Required in Order to Return to Work In accordance with CDC guidance concerning symptom-based strategies for the discontinuation of isolation, the City does not require employees submit to a COVID-19 test, or produce a negative COVID-19 test result, in order to return to work.
4. Minimum Criteria to Return to Work for Employees Directed to Self-Quarantine or Isolate by a State or Local Health Official If employees are subject to an isolation or quarantine order issued by a state or local health official, City policy requires that the employees not report to any City worksite or facility until the period of isolation or quarantine is completed or the order is lifted.
If the order did not specify a definite isolation or quarantine period, then the period shall be 10 days from the time the order to isolate was effective, or 14 days from the time the order to quarantine was effective.
5. Allowance by Cal/OSHA for an Employee to Return to Work If there are no violations of state or local health officer orders for isolation or quarantine, Cal/OSHA may, upon request, allow employees to return to work on the basis that the removal of employees would create undue risk to a community’s health and safety.
In such cases, the City will develop, implement, and maintain effective control measures to prevent transmission in the workplace including providing isolation for the employees at the City worksite or facility and, if isolation is not possible, the use of respiratory protection in the workplace.
DATE: 10/01/2025
TO: Honorable Mayor and City Council Members
Honorable President and Board Members
FROM: Utilities Department
2025-382
REQUEST FOR CITY COUNCIL AND
CORONA UTILITY AUTHORITY ACTION
SUBJECT:
PURCHASE OF A COMPACT TRACK LOADER
EXECUTIVE SUMMARY:
This staff report asks the City Council to authorize the issuance of a purchase order for a Bobcat T770 T4 Compact Track Loader from Doosan Bobcat North America, Inc. in the amount of $110,881 using Sourcewell National Cooperative Contract# 020223-CEC. The Utilities Department Belowground Maintenance Division will use the compact track loader and attachments to improve efficiency in water main break repairs.
RECOMMENDED ACTION:
That the City Council:
a. Authorize the City Manager, or his designee, to issue a purchase order to Doosan Bobcat North America, Inc., in the amount of $110,880.26 for the purchase of a Bobcat T770 T4 Compact Track Loader.
b. Make a determination under Corona Municipal Code Section 3.08.140(C), that competitive bidding has been satisfied based upon reasons provided in the “Basis for determination of competitive bidding” section of this report.
c. Authorize the City Manager, or his designee, to approve and execute any documents necessary to implement change orders up to the amount authorized by Corona Municipal Code Section 3.08.080(I) which is equivalent to 10% or $11,088.
That the Corona Utility Authority review, ratify, and to the extent necessary, direct that the City Council take the above actions.
BACKGROUND & HISTORY:
During the preparation of the Fiscal Year 2026 budget, the Utilities Department Maintenance Division identified the need for a compact, highly maneuverable loader to assist in a range of routine maintenance and emergency response operations, including debris removal, minor excavation, grading, debris loading, and excavation area sweeping.
Staff included the purchase of a compact track loader in the adopted Fiscal Year 2026 budget.
ANALYSIS:
The addition of the Bobcat T770 T4 Compact Track Loader will improve operational efficiency within the division by allowing staff to respond more quickly and effectively to a wide range of tasks including water main breaks, service line leaks, and sanitary sewer overflows. Its compact size enables it to access areas that larger loaders cannot reach for asphalt grinding, debris removal and loading, and sweeping. Currently, such tasks are performed manually or with rental equipment.
This equipment will reduce reliance on rental equipment, reduce the strain of manual labor on staff, and lower overall maintenance costs. Additionally, the unit is fuel efficient and Tier 4 compliant to meet California Air Resource Board (CARB) emission standard.
In comparison with similar models reviewed, the Bobcat T770 T4 offered superior value based on lifecycle cost, serviceability, and warranty terms. Staff concluded that this model represents the best balance of functionality, durability, and cost-effectiveness for the City’s needs.
BASIS FOR DETERMINATION OF COMPETITIVE BIDDING:
Staff believe that Competitive Bidding has been accomplished for this purchase pursuant to Corona Municipal Code Section 3.08.140(C), which states as follows:
(C) Competitive bidding already completed. When the purchasing agent and the authorized contracting party, with the approval of the City Manager, determines that:
(1) A competitive bid procedure has been conducted by another public agency including, but not limited to, another local agency, the state through the California Multiple Award Schedule (CMAS), the federal government through the General Services Administration (GSA), the U.S. Communities Government Purchasing Alliance, or the Western States Contracting Alliance (WSCA); and
(2) The price to the city is equal to or better than the price to that public agency.
(1) Competitive Bid Procedure Already Conducted by Another Agency:
On December 6, 2022, Sourcewell (formerly known as the National Joint Powers Alliance, NJPA) issued Request for Proposal (RFP) No. 020223 for the purchase of Medium Duty and Compact Construction Equipment with Related Attachments. The solicitation was conducted on behalf of Sourcewell and its current and potential member agencies, including governmental entities, higher education institutions, K–12 schools, nonprofit organizations, tribal governments, and other public agencies across the United States, Canada, and internationally.
A total of 20 bidders submitted proposals by the February 2, 2023, deadline, demonstrating a competitive and open process that allowed for multiple vendors given the scale and scope of the procurement. Following evaluation, Sourcewell’s Proposal Evaluation Committee recommended award of Contract No. 020223-CEC to Clark Equipment Company, doing business as Bobcat Company, for the contract term of April 20, 2023, through April 17, 2027. On August 15, 2023, Clark Equipment Company formally changed its legal entity name to Doosan Bobcat North America, Inc. (2) Pricing to the City is Equal or Better:
The pricing offered to the City is more favorable than the pricing available under the Sourcewell contract. Specifically, while the City received the same 24% discount as Sourcewell pricing on Loader Attachments, the Compact Track Loader was offered at a 33% discount, compared to the 26% discount provided under Sourcewell. This additional 7% discount results in $7,093.66 in cost savings to the City, above the savings already achieved through the Sourcewell contract.
FINANCIAL IMPACT:
Total funding in the amount of $166,572 for the recommended action is available in the FY 2026 Vehicle Procurement Operating and Maintenance Project No. 6834 within the Water Utility Fund 570, Sewer Utility Fund 572 and Reclaimed Water Utility Fund 567.
The total cost of the Bobcat T770 T4 Compact Track Loader, including taxes, delivery, and applicable fees, is $110,880.26.
ENVIRONMENTAL ANALYSIS:
This action is exempt pursuant to Section 15061(b)(3) of the Guidelines for the California Environmental Quality Action (CEQA), which states that a project is exempt from CEQA if the activity is covered by the common sense exemption that CEQA applies only to projects that have the potential for causing a significant effect on the environment. Where it can be seen with certainty that there is no possibility that the activity in question may have a significant effect on the environment, the activity is not subject to CEQA. This action approves the purchase of equipment, and there is no possibility this action will have a significant effect on the environment. Therefore, no environmental analysis is required.
PREPARED BY: DAVID ORTIZ, UTILITIES MAINTENANCE SUPERINTENDENT
REVIEWED BY: TOM MOODY, UTILITIES DIRECTOR
ATTACHMENTS:
1. Exhibit 1 – Quote
2. Exhibit 2 – Sourcewell 020223-CEC Contract and Pricing
Product Quotation
Quotation Number: BM1340696
Quote Sent Date: Aug 06, 2025
Expiration Date: Sep 05, 2025
Your Bobcat Contact
Brady Murdoff
Phone:
Email: [email protected]
Your Customer Contact
Alex Chou
Email: [email protected]
__________________________________________________________________________________________________________ Deliver to
CITY OF CORONA
760 PUBLIC SAFETY WAY
CORONA, CA, 92878-4002
Bobcat Dealer
Inland Bobcat, Riverside, CA
5494 VIA RICARDO
RIVERSIDE, CA, 92509
Bill to
CITY OF CORONA
760 PUBLIC SAFETY WAY
CORONA, CA, 92878-4002
Item Name Item Number Quantity Price Each Total
T770 T4 Bobcat Compact Track Loader
44 M0285 1 59,431.01 59,431.01
Standard Equipment:
92 HP Turbo Tier 4 Diesel Engine
Air Intake Heater (Automatically Activated)
Auxiliary Hydraulics: Variable Flow
Backup Alarm
Bob-Tach
Bobcat Interlock Control System (BICS)
Controls: Hand and Foot (Manual)
Cylinder Cushioning - Lift, Tilt
Engine/Hydraulic Systems Shutdown
Glow Plugs (Automatically Activated)
Horn
Instrumentation: Engine Temp and Fuel Gauges, Hourmeter, RPM and Warning Indicators
Lift Arm Support
Lift Path: Vertical
Lights, Front & Rear
Operator Cab
Includes: Adjustable Suspension Seat, Top & Rear Windows, Seat Bar, Seat Belt
Roll Over Protective Structure (ROPS) meets SAE-J1040 & ISO 3471
Falling Object Protective Structure (FOPS) meets SAE-J1043 & ISO 3449, Level I; (Level II is available through Bobcat Parts) Parking Brake: Spring Applied, Pressure Released (SAPR) Solid Mounted Carriage with 5 Rollers
Tracks: Rubber, 17.7" Wide C-Pattern
Warranty: 2 years, or 2000 hours whichever occurs first Comfort Package
Included: Comfort Package Includes:
Enclosed HVAC Cab, Adjustable Vinyl
Suspension Seat, Power Bob-Tach, Keyless
Ignition, Deluxe Display, Standard Lights,
7-Pin Attachment Control, Single Direction
Bucket Positioning, Two-Speed Travel,
Telematics - Machine IQ - 2yr Standard
Telematics Subscription,
M0285-P11-C07 1 5,965.01 5,965.01
High Flow Hydraulics M0285-R03-C03 1 1,851.21 1,851.21
Selectable Joystick Controls (SJC) M0285-R01-C04 1 649.23 649.23 80" Severe Duty Bucket 7326129 1 2,037.56 2,037.56
Bolt-On Cutting Edge, 80" 6718008 1 332.11 332.11
Planer - High Flow - 24" 7478393 1 18,759.84 18,759.84
Sweeper Bucket 84" 7418178 1 6,144.24 6,144.24
Self Contained Water Kit 7405183 1 2,174.19 2,174.19
Total for T770 T4 Bobcat Compact Track Loader 44 97,344.40 Quote Total - USD 97,344.40
Dealer P.D.I. 450.00
Tariff Surcharge 1,663.31
Freight Charges 1,350.00
Destination Charges 848.00
Dealer Assembly Charges 480.00
Sales total before Taxes 102,135.71
Taxes 8.75% 8,744.55
Quote Total - USD 110,880.26
Comment:
*Plus applicable taxes. IF Tax Exempt, please include Tax Exempt Certificate with the order. *Prices per the Sourcewell Contract #020223-CEC
*Sourcewell Member Number (if applicable): ____________ *All orders should include 1) Accounts Payable Contact and email address, 2) W9 with correct legal entity name, and 3) Bill to Address.
*Orders may be placed with the contract holder or authorized dealer as allowed by the terms and conditions of the contract. *A Copy of all orders must be provided to [email protected]. *Contact Holder Information: Doosan Bobcat North America, Inc. Govt Sales, 250 E Beaton Drive, West Fargo, ND 58078. TID# 38- 0425350.
*Payment Terms: Net 60 Days. Credit cards accepted.
*Remittance address: Doosan Bobcat North America, Inc. P. O. Box 74007382, Chicago, IL 60674-7382 Doosan Bobcat North America, Inc. products may be subject up to 26% import/export tariffs. Should this occur, Doosan Bobcat North America, Inc. will pass on the tariff charge on all models, which includes base model, machine options, and consumables/spare parts.
The tariff charge percentage range is from 1% to 26% and will be removed should the tariffs be lifted. The exact tariff will be determined by Doosan Bobcat North America, Inc.at the time of order and will not apply to freight or destination charges, sales tax, pre-delivery inspection, setup charges, document fees, transfer costs, finance fees, freight forwarding costs, insurance costs, environmental disposal costs, fuel charges, training, service plans/contracts, warranty escrow, or extended warranty coverage. Doosan Bobcat North America, Inc. reserves the right to apply a tariff charge greater than 26% if the government implementing the tariff imposes tariff rates that exceed 26%.
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