Team Member Conduct

Woodborn expects its Team members to follow rules of conduct that will protect the interests and safety of all Team members and Woodborn. Be respectful, polite and always ask yourself, “Is this the right thing to do?”

Out of Office – To help ensure availability of personnel for urgent business matters, Team members are required to leave an itinerary with alternate contacts and phone numbers. For Team members who have been furnished with cell phones, they are required to have them operational whenever they are out of the building and whenever required to have them operational under terms directed by their manager.

Political Activities - Woodborn name may not be used in any political activity without written authority from the CEO.

It is not possible to list all forms of behavior that are considered unacceptable in the workplace. The following are examples of infractions of rules of conduct that will result in disciplinary action, up to and including termination of employment:

■ Vulgar or abusive language or behavior directed at anyone (See Anti-Harassment/Bullying Policy)

■ Sexual or unlawful harassment (See Anti-Harassment/Bullying Policy)

■ Insubordination or other disrespectful conduct (See Anti-Harassment/Bullying Policy)

■ Possession, distribution, sale, transfer, or use of alcohol, marijuana, or illegal drugs in the workplace, while on duty, or while operating employer-owned vehicles or equipment (see Drugs & Alcohol policy)

■ Possession of dangerous or unauthorized materials, such as explosives or firearms

■ Attempting to bodily harm anyone

■ Negligence or improper conduct resulting in damage to employer or customer property

■ Violation of Safety and/or health rules (See Workplace Safety Policy)

■ Falsification of application of employment or on any Woodborn reports, records, or statements

■ Excessive absenteeism or any absence without notice or cause (See Time-off Policies)

■ Unauthorized use of telephones, mail system, or other Woodborn equipment or possessions

■ Unauthorized disclosure of sensitive information (See Confidentiality Policy)

■ Theft or inappropriate removal or possession or property

■ Entering the office outside normal working hours unless required by business. No unauthorized persons are allowed at any time outside business hours in the office or any of the job sites or company premises.

■ Smoking throughout company premises or work sites as well as in other locations or buildings where smoking is prohibited by city or state ordinance.

Anti-Harassment/Bullying Policy and Investigation Review

It is illegal and against Woodborn  policies for any Team member or independent contractor to harass anyone on the basis of race, color, religion, gender, sexual orientation, gender identity, national origin, age, disability, genetic information, marital status, amnesty, status as a covered veteran, or any other basis protected by state, federal or other applicable law. Woodborn is committed to a work environment in which all individuals are treated with respect and dignity. Each individual has the right to work in a professional atmosphere that promotes equal employment opportunities and prohibits unlawful discriminatory practices, including harassment and/or bullying of any kind. Therefore, Woodborn expects that all relationships among Team members will be business-like and free of bias, prejudice, harassment and violence. Team members in violation of the anti-harassment/bullying policy will be subject to disciplinary action, up to and including termination.

Sexual Harassment: Woodborn is committed to provide Team members with a work environment free from unsolicited and unwelcome remarks and acts of sexual harassment. Forms of sexual harassment include, but are not limited to:

■ Making unwelcome sexual advances, either physical or verbal

■ Making the submission to or rejection of such unwelcomed conduct, either explicitly or implicitly, the basis for employment decisions or tangible job benefits affecting a Team member (quid pro quo)

■ Any type of unwarranted physical touching

■ Displaying posters, photographs, or any other material that could be construed as sexual in nature in workstations or common areas

■ Making sexual jokes or commenting on an individual’s body

■ Any other behavior that would be construed as inappropriate or of a sexual nature

Intimidation/Violence: In addition, Woodborn is committed to provide Team members with a work environment free from any conduct that has the purpose and/or effect of substantially interfering with their work performance, creating an intimidating, hostile, or offensive work environment, or otherwise adversely affecting an individual’s employment opportunities. Other unacceptable types of harassment include, but are not limited to:

■ Verbal, written, or physical conduct that denigrates or shows hostility or aversion toward an individual because of his or her race, color, religion, creed, gender identity, sexual orientation, sexual expression, marital or parental status, height, weight, national origin, citizenship status, age, arrest record, genetic information, military or veteran status, disability, or any other characteristic protected by law.

■ Slurs, stereotypes, threatening or intimidating acts, denigrating jokes, or hostile graphic material displayed to other Team members

Bullying: Woodborn intends that all Team members will be treated with dignity and respect and therefore has a zero-tolerance policy for bullying behavior between Team members. Workplace bullying is defined as “repeated inappropriate behavior, either direct or indirect, whether verbal, physical or otherwise, conducted by one or more persons against another or others, at the place of work and/or in the course of employment.” Types of unacceptable bullying behavior include, but are not limited to:

■ Verbal bullying: Slandering, ridiculing or maligning a person or his/her family; persistent name calling that is hurtful, insulting or humiliating; using a person as the butt of jokes; abusive and offensive remarks.

■ Physical bullying: Pushing, shoving, kicking, poking, tripping, assault or threat of physical assault; damage to a person’s work area or property.

■ Intentional or unintentional attitudes, remarks, or physical altercations. However, it must be noted that where an allegation of bullying is made, the intention of the alleged bully is irrelevant and will not be given consideration when determining discipline.

This anti-harassment/bullying policy applies to all Team member interaction done in person as well as over the phone, email, or social networking sites.

Woodborn expects prompt reporting of all perceived incidents of discrimination, harassment, and retaliation, regardless of the offender’s identity or position.

Investigation Review Procedure

Individuals who believe they have been the victims of conduct prohibited by this policy or who believe they have witnessed such conduct should immediately discuss their concerns with their immediate manager or the CEO or designate.  While no fixed reporting period has been established, early reporting and intervention have proven to be the most effective method of resolving incidents of harassment.

Confidentiality will be maintained throughout the investigatory process to the extent consistent with adequate investigation and appropriate corrective action.

Any reported allegations of harassment, discrimination, bullying or retaliation will be investigated promptly. The investigation may include individual interviews with the parties involved and, where necessary, with individuals who may have observed the alleged conduct or may have other relevant knowledge.

Acts of retaliation should be reported immediately and will be promptly investigated and addressed. Retaliation against an individual for reporting harassment or discrimination or for participating in an investigation of a claim of harassment or discrimination is a serious violation of this policy and, like harassment or discrimination itself, will be subject to disciplinary action.  If an individual believes he or she has been retaliated against for exercising his or her rights under this policy, he or she may file a complaint using the procedure described in this policy.

Conduct determined to constitute harassment, discrimination, bullying or retaliation will be dealt with appropriately and will warrant disciplinary action up to and including termination of employment. False and malicious complaints of harassment, discrimination or retaliation will not be tolerated and will also be subject to disciplinary action.

Any Team member who has questions or concerns about these policies are encouraged to speak with the CEO or designate.

Confidentiality and Non-Disclosure

Woodborn prides itself on our commitment to client relations, and therefore considers the protection of confidential information paramount to the interests and success of Woodborn. All information available to Team members regarding Woodborn, their respective Team members, affiliates and clients is considered confidential and will be handled in a business-like and professional fashion. Such information includes, but is not limited to the following items, as examples:

■ Computer programs and codes

■ Client lists

■ Client project data and information, including, but not limited to pricing

■ Compensation data

■ Financial information and records

■ Marketing Strategies

■ Pending projects and proposals

■ Profit or margin information, billing information and related records

■ Proprietary processes

■ Renderings

■ Research and development strategies

■ Trade secrets

■ Any information deemed confidential or proprietary in nature by the any Woodborn Company

Unless a “need to know” situation emerges, Woodborn will consider all information confidential to any external parties and unaffected Team members. Team members are prohibited from sharing this data, paper or electronic, with persons outside Woodborn, or to remove this information from company premises without approval from the CEO.

This policy is intended to alert Team members to the need for discretion at all times but is not intended to inhibit normal business communications. If a Team member is unsure as to whether information is confidential, they are encouraged to speak to their manager or CEO. When in doubt, do not share.   All inquiries from the media must be referred to the CEO of Woodborn.

Team members may be required to sign a non-disclosure agreement as a condition of employment, provided, however, the terms of this policy apply notwithstanding the execution of such agreement. Any improper use or disclosure or attempt to improperly use or disclose confidential information by a Team member is grounds for disciplinary actions, up to and including termination of employment and legal action, even if he or she does not actually benefit from such disclosure, improper use, or attempted disclosure or improper use. When a Team member leaves Woodborn, whether by termination or resignation, they will be required to return any confidential information disclosed or provided to them during their employment and the obligations of such Team member under this policy survive the termination or resignation. This information, regardless of form, is the exclusive property of Woodborn.

Conflicts of Interest

Woodborn expects all Team members will conduct business within guidelines that prohibit actual or potential conflicts of interest by prohibiting any relationships or activity that might impair, or even appear to impair, their ability to make objective decisions when performing their jobs. In the case when Woodborn business actions conflict with a Team members personal interest, Team members are expected to follow the acceptable standards of operation explained in this policy.

Below are some, but not all, circumstances in which conflicts of interest may arise:

■ Being employed by or acting as a consultant to a competitor or potential competitor, supplier or contractor, regardless of the nature of the Employment.

■ Hiring or supervising family members or closely related persons.

■ Serving as a board member for a competitor without Woodborn approval.

■ Owning or having a substantial financial interest in a competitor, supplier or contractor.

■ Accepting gifts, discounts, favors, kickbacks or services from a customer/potential customer, or competitor or supplier, unless equally available to all company Team members. All offers must be reported to the CEO immediately

■ Performing any “on the side” job for a customer, client, or supplier that has not been authorized by the CEO.

■ Being in a position to influence a Woodborn business decision that may result in a personal gain for the Team member or a relative.

At no time may a Team member offer or provide to a customer, client, or supplier any gift, favor, or service, either personally or on behalf of Woodborn, that such customer, client, or supplier is not otherwise entitled to receive as part of its business with Woodborn. Expense items, such as courtesy meals that require a reimbursement, must be pre-authorized. 

No “presumption of guilt” is created by the mere existence of a relationship with any customer, client, or supplier. However, if Team members have any influence on transactions involving purchases, contracts, or leases, it is imperative that they disclose to their manager or CEO as soon as possible the existence of any potential conflict of interest so that safeguards can be established to protect all parties. Any Team member found to be hiding a conflict of interest or breaking any rule outlined in this policy will be subject to disciplinary action up to and including termination. Team members with a conflict-of-interest question should speak with CEO or designate or their manager for further clarification.

Outside Employment

Team members are permitted to hold outside jobs during their employment with Woodborn with one caveat: we come first. In addition, Team members are required to disclose the outside job to their manager.

Team members should carefully consider the demands that additional work activity will create before accepting outside employment. Team members are prohibited from performing any services for customers on nonworking time that are normally performed by Woodborn. This prohibition also extends to the unauthorized use of any Woodborn equipment, property, or confidential information.

All Team members are judged by the same performance standards and are subject to Woodborn scheduling demands, regardless of outside employment. If it is determined that the outside job conflicts, competes with or compromises the interests of Woodborn or adversely affects the Team members ability to meet requirements or deadlines of Woodborn, the Team member may be asked to terminate the outside job if he or she wishes to remain with Woodborn. Outside employment will not be considered an excuse for poor job performance, absenteeism, tardiness, leaving early, or refusal to perform assigned duties or work overtime.

The use of any Woodborn Paid-Time off (including vacation, sick time, etc.) for the purpose of fulfilling outside job duties is strictly prohibited. Fraudulent or unauthorized use of paid time off will result in disciplinary action up to and including termination. Any questions or concerns regarding outside employment should be discussed between the Team member and the CEO.

Personal Relationships

Woodborn maintains a professional business-like atmosphere and is committed to providing all Team members with a work environment free from Team member bias, favoritism, and other conflicts of interest that may negatively affect Team member morale. To ensure Team members remain impartial, Woodborn expects all Team members involved in a dating relationship with a fellow Team member to remain respectful, mature, and compliant with Woodborn Personal Relationship policy.

Relatives of Team members may not occupy a position that will be working directly for or supervising their relative. Individuals involved in a dating relationship with a Team member may also not occupy a position that will be working directly for or supervising the Team member with whom they are involved. For clarity, a relative is any person who is related by blood or marriage, or whose relationship with the Team member is similar to that of persons who are related by blood or marriage. A dating relationship is defined as a relationship that is romantic or sexual or a relationship that may be reasonably expected to lead to the formation of a consensual “romantic” or sexual relationship. This policy extends to all Team members, clients, vendors, and subcontractors. Woodborn reserves the right to review the situations where there is a conflict or the potential for a conflict because of the relationship between Team member, even if there is no direct-reporting relationship or authority involved. 

If a situation described above does occur, it is the responsibility and obligation of the Team members to disclose the existence of the relationship to CEO or designate immediately. The CEO will work to promptly remedy the situation, if deemed necessary. Even if there is no line of authority involved, in situations where conflicts of interests may arise, Woodborn reserves the right to separate the involved Team members through transfer or termination.

Team members who are in a close personal relationship should refrain from public displays of affection and excessive personal conversation and, as always, maintain professionalism. In addition, personal conflicts that occur outside of the workplace should never be carried over into working relationships or affect the work performance of a Team member.

Attendance and Punctuality

To maintain a safe, productive, and professional work environment, Woodborn expects its Team members to be reliable, punctual, and professional when reporting for scheduled work. In the rare instances when a Team member cannot avoid being late to work or is unable to work as scheduled, he or she is required to notify his or her manager as soon as possible in advance of the anticipated tardiness or absence.

PTO (when possible) must be scheduled and approved by the Team member’s manager prior to the absence. Poor attendance and excessive tardiness are disruptive to Woodborn and will lead to disciplinary action, up to and including termination of employment.

Any Team member who fails to report or call for two consecutive scheduled workdays will be subject to termination of employment. Woodborn will consider any unauthorized absence of three consecutive workdays or more “job abandonment” and will deem the Team members absence a voluntary resignation of employment.

Out of Office Availability

In addition to remaining professional and respectful when using Woodborn technology services, Team members are expected to be available, responsive, and welcoming to all Woodborn related emails and calls during normal business hours. If for some reason a Team member will be out of the office and will not have constant access to their computer and/or phone (due to vacation, medical leave, etc.), they are required to institute both a standard Out of Office email response as well as a Voice Mail.

Out of Office Email Template

Team members are expected to go above and beyond to accommodate anyone’s needs, even when they themselves are not currently working. To avoid lost emails and untimely responses, Team members are required to set an automatic reply for the time that they will be unavailable. This “Out of Office” reply should include the dates of absence, an emergency-only number/email they can be reached at, and additional names with contact information of fellow Team members who can immediately assist with specific needs. 

The following “out of office” template email message should be followed:

I am currently out of the office and will be returning on Date.

I have limited access to emails and phone calls while I’m out. I will respond to your email upon my return.

If you need immediate assistance, please contact:

For all xxx needs: Name @ phone number or email.

For all xxx needs: Name @ phone number or email.

Have a great day!

Standard Voice Mail

Team members are expected to maintain and regularly check their phone voicemails when regularly working and on leave. Voice mail recordings should provide the Team members full name and an alternate form of communication. If on extended leave, the voice recording should provide additional names with contact information of fellow Team members who can immediately assist with specific needs. See standard:

“Hello. I hope you are doing well! I am currently out of the office and will not be returning until Date. While I am out, I have limited access to emails and phone calls, but if you leave me a message, I will respond as soon as I return. If you need immediate assistance, please contact the following Team members. For all needs related to XXX, please call Name at phone number or send them an email at email.  For all needs related to XXX, please call Name at phone number or send them an email at email. Thanks, and have a great day!”

All automated responses should be brief and informative, yet still polite and accommodating. Team members are expected to respond to all inquiries in a timely manner. If out on leave, the Team member is solely responsible for directing all correspondences to appropriate Team members to ensure all business needs are handled efficiently and appropriately. Team members who require assistance administering an out of office automatic reply and/or voicemail should speak to their direct manager or the IT department.

Attire and Grooming

Dress, grooming, and personal cleanliness standards contribute to the morale of all Team members and affect the business image and reputation of Woodborn. Although Woodborn is confident that Team members will use their best judgment regarding attire and appearance, disciplinary action will be taken when actions begin to infringe on Woodborn operations. 

During business hours and when representing Woodborn, Team members are expected to present a clean, neat, and tasteful appearance.

 If a manager decides that the Team member’s personal appearance is inappropriate, the Team member may be asked to leave the workplace until they are properly dressed and/or groomed. The Team member will not be compensated for the time away from work. Continued disregard of this policy may be cause for disciplinary action, up to and including termination. If a Team member has questions regarding his or her specific attire, he or she should consult his or her manager or the CEO or designate.

Computer, Internet, Voice Mail and Email Usage

Team members are responsible for all Woodborn property (physical and intellectual), equipment, materials, or written and electronic information issued to them or in their possession or control. Woodborn expects all Team members to always use the internet and all Woodborn issued equipment in an appropriate, ethical and professional manner and comply with Woodborn policies to eliminate network threats.

Computer, Internet and Voice Mail: Computers, internet, voice mail systems and other Woodborn issued equipment are Intended for business use only. Hardware and software should not be installed without prior approval. The internet is intended for business use only and visiting inappropriate websites (gambling, pornography, etc.) is strictly forbidden.  Before downloading anything, Team members should take all necessary precautions to ensure they do not download virus or spam ware.

Email Use: Team members should use caution when opening email attachments and only open those that are expected or pertaining to a specific project or are from a trusted source. Team members should not forward, reply, or click on any spam messages. It is the responsibility of the Team member to maintain an organized inbox and be aware of applicable storage requirements. 

The following behaviors are strictly forbidden when it comes to using internet and any company provided equipment:

■ Transmitting, retrieving or storing any communications of a defamatory, discriminatory, harassing or pornographic nature

■ Using disparaging, abusive, profane or offensive language

■ Creating, viewing, or displaying materials that might negatively reflect upon Woodborn or be contrary to Woodborn best interests

■ Engaging in any illegal activities, including piracy, cracking, hacking, extortion, blackmail, copyright infringement

■ Copying, retrieving, modifying or forwarding copyrighted materials, except with previous permission

■ Using the system in a way that disrupts its use by others

■ Sending or receiving files that are not related to work

All Woodborn supplied equipment and Woodborn related work records belong to Woodborn and not to the Team members. Therefore, no Team member should have any expectation of privacy with respect to the use of Woodborn equipment, email, or other property. Woodborn routinely monitors use of company-supplied technology. Any discovered inappropriate or illegal use of Woodborn equipment, email server, or internet will be subject to disciplinary action up to and including termination.

Upon request or termination, Team members must return all Woodborn property immediately. All Apple devices must be signed out of all iCloud accounts, and all pins and passcodes must be removed or provided. Where permitted by applicable laws, Woodborn may withhold from the Team member’s check or final paycheck the cost of any items that are not returned when required. Woodborn may also take all action deemed appropriate, including legal, to recover or protect its property.

If a Team member has any questions or concerns regarding network security or are having software or hardware issues with equipment, they should immediately consult the CEO or designee.

Social Media — Acceptable Use

Woodborn encourages all Team members to join us in our commitment to growth by sharing our accomplishments through social media, but at the same time maintain high levels of professionalism and discretion. Team members are prohibited from posting financial, confidential, sensitive or proprietary information regarding Woodborn, and Woodborn company, clients, partners, Team members or applicants.

Even if done so on a personal site or a private platform, Team members are expected to adhere to the same professional conduct as laid out in this Guidebook. Furthermore, Woodborn has a zero-tolerance policy for posting obscenities, slurs, or personal attacks on the internet in any form in regard to clients, partners, Team members or applicants. These actions not only violate our business model, but they can have unforeseen negative repercussions on Woodborn and all related parties.

Woodborn reserves the right to monitor content posted by Team members across all social media platforms and the internet, generally. Social Media policy violations will result in discipline up to and including termination of employment.

Solicitations, Distributions and Posting of Materials

In an effort to provide a productive and harmonious work environment, Woodborn prohibits the solicitation, distribution and posting of materials on Woodborn property by any Team member or Non-Team member. The sole exceptions to this policy are charitable and community activities supported by Woodborn and company-sponsored programs related to Woodborn products and services. All posting of material (electronic or hard copy) must be approved by the CEO or designee prior to distribution.

Examples of Team member solicitation that is prohibited by Woodborn includes, but is not limited to the following:

■ Non-Team members soliciting Team members or distributing literature of any kind on Woodborn premises at any time

■ Team members soliciting other Team members during work times, except in connection with a company-approved or sponsored event

■ Team members distributing literature of any kind during work times or in any work area at any time, except in connection with a company-sponsored event

Additionally, Team members may only admit non-Team members to work areas. These visits should not disrupt workflow and a Team member must always accompany the non-Team member. Former Team members are not permitted onto Woodborn property except for official Woodborn business or approved visits by the CEO.

Violations, questions, and concerns regarding this policy should be handled by reaching out to the CEO or designee. Anyone engaging in unapproved solicitations, distributions and posting of material will be subject to disciplinary action, up to and including termination.

Personnel Files and Data Changes

Woodborn maintains a personnel file as well as a separate private medical file on each Team member.

The personnel file includes such information as the Team member’s application, resume, records of training, performance appraisals and accolades, and other general records. These files are the property of Woodborn and the information they contain is restricted. Generally, only managers and management personnel of Woodborn who have a legitimate reason to review information in a personnel file are allowed to do so. Even upon request, access to certain confidential information kept in the personnel files, such as background checks, litigation, and direct deposit information, is restricted to only that Team member and CEO or designee; Managers and supervisors are not granted access.

The private medical file contains any information reported to CEO or designee regarding the health of the Team member, as well as benefit elections and insurance information. Access to these private medical files is restricted to only the Team member and the CEO or designee.

If a Team member would like to view their own personnel file, they simply need to contact the CEO or designee.

Team members are also asked to keep CEO or designee and their managers apprised of any change in personnel data. Changed addresses, phone numbers, and names of dependents, educational accomplishments, emergency contact information, etc. as this should be accurate and current at all times.

Team Member Privacy

In an effort to “do the right thing” as well as comply with legal obligations, all Team members are expected to understand and comply with Woodborn policy of not sharing any Medical or Personal information regarding any Team member at any time. This is especially true regarding the disclosure of private health/medical information and protected leave, in accordance with Woodborn values as well as federal law.

The Health Insurance Portability Act of 1996 (HIPAA) established a variety of legally binding national privacy rules and standards for protecting individual medical records and health information. Compliance of HIPAA’s Security Rule, requiring “appropriate administrative safeguards to ensure confidentiality, integrity, and security of private health information”, is the responsibility of all Team members, especially Managers and Managers.

Discussing an individual’s private medical information with any other Team members, even if done so by accident, is a direct violation of HIPAA.

Private medical/personal information and leave requests are to be discussed between the Team member, CEO or designee and the Team members direct manager. CEO or designee will work with the manager on who can receive what information. After the individual initially discloses the information, any other incident of a Team member discussing that person’s private medical information, even in an informal and private setting, can result in corporate and  legal consequences, putting the entire Woodborn in jeopardy. Obeying HIPAA is corporate policy not only due to its federal legality, but because of the inclusive workplace it creates. As Woodborn, we want to build a safe and motivational space for everyone. Sharing personal

information without consent, jeopardizes the trust of the entire team.

Performance Evaluations

As stated previously, Woodborn prides itself on open and honest dialogue, especially between managers and their reporting Team members. Team members and their managers are strongly encouraged to discuss job performance and goals on an informal, day-to-day basis. In order to ensure routine check-ins, formal performance reviews are conducted to provide both managers and Team members the opportunity to discuss job tasks, identify and correct weakness, encourage and recognize strengths, and discuss positive, purposeful approaches for meeting goals.

Once the performance evaluation has been completed by the manager, it will be discussed and both the manager and Team member will sign the form to ensure all strengths, weaknesses, and plans for improvement have been communicated and fully understood by both parties.

Salary Reviews

Merit increases for Team members are based on performance of Woodborn Company for which the Team members provide services as well as personal performance and are therefore not guaranteed. Although the Team member’s overall performance and salary level relative to his/her position responsibilities are evaluated to determine if a salary increase is warranted, even a positive performance review does not always result in an automatic salary increase.

Budget allocations for merit increases are planned for and allocated before the start of each calendar year. The annual salary increase program is designed to assist management in planning and allocating merit and promotional increases that reward individual performance, but still take Woodborn financial position into account. This program ensures Woodborn stays competitive in the market and remains internally equitable.

Occasionally, in response to exceptional work performance, salary adjustments are requested or warranted at times other than the Team member’s scheduled annual salary review. Out-of-cycle salary increases must be preapproved by the CEO or designee. The CEO or designee will review all salary increase/adjustment requests to ensure internal equity and compliance with company policies and guidelines.

If a Team member has any questions or concerns regarding a current or future salary increase, they should speak with their manager, CEO or designee.

Work Schedules

The workweek begins at 12:00 a.m. on Sunday morning and ends at 11:59 p.m. on Saturday night. The normal work week for office-based Team members is 8:00 a.m. – 5:00 p.m., Monday through Friday. Non-office-based Team members may be assigned different hours or days to satisfy business needs. All office Team members are expected to be in the office ready to work during their scheduled work time. Flex time is also available to those Team members who receive prior permission from their manager.

In the event that a Team member is unable to work his or her normal hours, he or she should reach out to his or her managers as soon as possible to discuss potential alternatives. Any Team member who fails to report to work for his or her specified hours without the approval of his or her manager will be subject to disciplinary measures up to and including termination.

Timekeeping and Payday

Accurately recording time worked is the responsibility of every Team member. Federal and state laws require Woodborn to keep an accurate record of time worked by Team members to calculate pay and benefits. “Time worked” refers to time actually spent on the job performing assigned duties.  The work week runs from Sunday through Saturday, and each reporting period will be made up of two weeks.

To ensure accurate time reporting, Team members must enter daily records of time worked, accurately recording the time they begin and end their work, as well as the beginning and ending time of each meal or break period and the beginning and ending time of any split shift or departure from work for personal reasons. Each Team member is responsible for signing or submitting his or her time record to certify the accuracy of all time recorded.  Such Team member’s manager will review and approve the time recorded before submitting it for payroll processing.  If corrections or modifications are to be made to the time record, both the Team member and the manager must verify the accuracy of the changes by initialing the time record.  Altering, falsifying, tampering with time records, or recording time on another Team member’s time record may result in disciplinary action, up to and including termination of employment.

Team members should report to work no more than fifteen (15) minutes prior to their scheduled starting time and stay no more than fifteen (15) minutes after their scheduled stop time without express, prior authorization from their manager. 

All Team members are paid on a biweekly basis, contact CEO or designee the current pay dates.

Below outlines the payroll policy of Woodborn.

■ Timecards are to be submitted by 11:59pm on the Saturday at the end of the pay period. To ensure prompt time reporting, Team members are encouraged to submit their time worked at the end of the pay period (i.e., the Friday evening when they finish work). If, for some reason, a Team member fails to submit their time worked by the deadline, Woodborn cannot guarantee they will be paid on the scheduled pay date.

■ Managers must approve all time for their Team members by 8:30 AM on Monday Morning, following the end of the pay period

■ Direct Deposit: Team members may have pay directly deposited into their bank accounts if they provide written authorization.

Team members can access an itemized statement of wages through ADP. Woodborn encourages Team members to take advantage of the Direct Deposit option to ensure smooth and timely payroll transactions.

■ Paper Check Delivery: Team members who are unable to participate in direct deposit, may request paper check delivery. All checks will be mailed to the Team member’s permanent address. Woodborn is not responsible for any delay in delivery. If a check is lost or stolen, please contact CEO or designee as soon as possible.

■ The payment practice of Woodborn may be modified at any time.

If a Team member has any questions or concerns regarding time reporting or payday, he or she is encouraged to reach out to his or her manager or the CEO or designee.

Overtime Pay

Applies to Non-Exempt Team members: When operating requirements or other business needs cannot be met during regular working hours, Team members may be given the opportunity to volunteer for overtime. Further, during busy periods, Team members may be required to work extended hours and will be paid overtime accordingly. Additionally, Team members who anticipate the need for overtime to complete the week’s work must notify the manager in advance and obtain approval before working hours that extend beyond their normal schedule.

Woodborn recognizes and adheres to all current U.S. Department of Labor rules dictating salary thresholds for Non-Exempt Team members. All Team members that fall below the salary threshold currently mandated by the U.S. Department of Labor, and are therefore considered Non-Exempt Team members, will be compensated for over-time accordingly.

All overtime work must receive a manager’s prior authorization. Woodborn reserves the right to alter salaries, reduce or eliminate overtime hours, and restructure job duties for all Team members who qualify as Non-Exempt, pending discussion and written agreement.

Overtime compensation is paid to all Non-exempt Team members in accordance with federal and state wage and hour restrictions. Overtime pay is based on actual hours worked. Nonexempt Team members who exceed 40 hours of work time in a workweek will be paid time and one half. Paid leave, such as holiday, sick or vacation pay, does not apply toward work time.

Team members who work overtime without receiving prior authorization from the manager may be subject to disciplinary action, up to and including termination of employment.

Pay Deductions

The law requires that Woodborn make certain deductions from every Team member’s compensation. Among these are applicable federal, state and local income taxes. Woodborn also must deduct social security taxes on each Team member’s earnings up to a specified limit that is called the social security wage base.

Woodborn may offer programs and benefits beyond those required by law. Eligible Team members may voluntarily authorize (in writing) deductions from their paychecks to cover the costs of participation in these programs.

If a Team member has questions concerning why deductions were made from the Team member’s paycheck or how they were calculated, the Team member should ask the CEO or designee.

Garnishment/Court Orders

Whenever Woodborn is served with a writ of garnishment or attachment, a notice of levy by the Internal Revenue Service or other taxing authority, or any other similar order requiring payment of a Team member’s compensation to someone other than the Team member, management will immediately refer the matter to the CEO or designee for appropriate action.

In the event that garnishment or similar proceedings are instituted against a Team member, Woodborn will deduct the required amount from the Team member’s paycheck.

No Team member will be disciplined or terminated by reason of the fact that his/her earnings have been subject to garnishment.

Team members should contact the CEO or designee if they are in danger of having their wages garnished by court action. Once Woodborn receives a wage garnishment order, the CEO or designee will arrange for the appropriate withholdings.

Business Travel Expenses

Woodborn will reimburse Team members for reasonable business travel expenses incurred while on assignments away from the normal work location pending the sole approval of the CEO. Depending on the circumstances, Woodborn maintains the right to deny payment for travel based on management discretion. All business travel must be approved in advance by the Team member’s manager.

When approved, provided the Team member has submitted verifiable receipts, the actual costs of travel, meals, lodging, and other expenses directly related to accomplishing business travel objectives will be reimbursed by Woodborn in bi-weekly periods, alternating from the normal pay dates. Team members seeking travel reimbursement should incur the lowest reasonable travel expenses and exercise care when booking travel reservations, in order to avoid the appearance of impropriety. If unforeseen complications arise when traveling on Woodborn related business, Team members are expected to take the most conservative alternative course of action.

When travel is completed, Team members should submit complete travel expenses through their specific company reimbursement procedure, accompanied by receipts for all individual expenses, within five days of returning to work. Exempt Team members will be paid their regular salary for the weeks in which they travel. Non-Exempt Team members will be compensated for travel time in accordance with federal and state wage payment laws.

Team members should contact their manager for guidance and assistance on procedures related to travel arrangements, expense reports, reimbursements for specific expenses, or any other business travel policies designated by their respective company. Abuse of this policy, including falsifying expense reports or including receipts to reflect costs not incurred by the Team member on designated Woodborn business, will be grounds for disciplinary action, up to and including termination of employment.

Miscellaneous Expenses

If a Team member is required to purchase something that is needed for work using their personal resources, Woodborn will reimburse them in full, subject to compliance with this policy. In order to receive proper reimbursement, an accurate expense report must be completed and submitted to accounting, which must include the attached relevant receipts. All items purchased for the use of and reimbursed by Woodborn are the property of Woodborn and must be turned in upon completion of the job or use of said items.

Woodborn reserves the right to deny reimbursement for items it deems improper, inappropriate, and/or unacceptable uses of Woodborn resources. Airing on the side of caution, Team members who believe they need to purchase items using their personal resources are encourages to receive consent from their manager before the transaction is enacted.

Team members should contact the CEO or designee for guidance and assistance on procedures related to miscellaneous expense reports and reimbursements.