Policy on Confidentiality


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Employee Policy Manual

Revised March 2014
Table of Contents

Page

  1. Welcome Letter from Bill Billiter and Scott Naz 1

  2. Policy on Confidentiality 2

  3. Confidentiality of Employee Personal Records 3

  4. Employment at Will Policy 5

  5. Equal Employment Policy Statement 6

  6. Anti-Harassment Policy and Complaint Procedure 7

  7. On-Boarding: Hiring Policy and Procedure 15

  8. Introductory Period of Employment 17

  9. Performance Management Policy 18

  10. Normal Workweek and Timesheet Policy 20

  11. Exempt Salaried Employee Definition and

Complaint Procedure 21


  1. Absence Policy 22

  2. Personal Leave 25

  3. Military Leave of Absence 26

  4. Jury Duty Leave Policy 30

  5. Bereavement Policy 31

  6. Travel and Meal Policy 32

  7. Policy on Use of Company Communication Systems and Tools 38

  8. Policy and Procedure on Progressive Discipline 40

  9. Vacation Leave 41

  10. Holiday Policy 43

  11. Maternity / Paternity Leave 44

  12. Health and Welfare Benefits Policy 45

  13. Termination Policy 46

  14. Company Vehicle Policy 49

  15. Acknowledgement: Policy Manual Receipt 52


Welcome to MetroGistics

As a new employee of MetroGistics you have been offered the opportunity to use your talent and energies to assist us in taking our dream to reality, as such you are also in a position to fulfill your own dreams.

Our philosophy with regard to our employees is simple and incorporates the age old “Golden Rule”:

Treat others as you would be treated”

At MetroGistics we encourage innovation, we also encourage taking care of our customers as you would want to be treated if you were a client. Your commitment to MetroGistics will aid in our growth resulting in profitability for the organization and for you as one of our “team members”.

It is with great pleasure that I welcome you to our Company and encourage you to become involved with the “dream”. My door is open as is the door of all of our executive staff to your questions or concerns as well as your ideas and suggestions for improvement.

I look forward to a fulfilling professional experience for us all.

Bill Billiter and Scott Naz

Managing Members



Policy on Confidentiality


Our clients and other parties with whom we do business entrust MetroGistics with important information relating to their businesses. It is our Policy that all information considered confidential will not be disclosed to external parties or to employees without a “need to know.” If there is a question of whether certain information is considered confidential, the employee should first check with his/her immediate supervisor.

This Policy is intended to alert employees to the need for discretion at all times and is not intended to inhibit normal business communications.

All inquiries from the media must be referred to the Executive Administrative Manager.

Confidentiality of Employee Personal Records

The Compay’s philosophy is to safeguard personal employee information in its possession to ensure the confidentiality of the information. Additionally, the Company will only collect personal information that is required to pursue its business operations and to comply with government reporting and disclosure requirements. Personal information collected by the Company includes employee names, addresses, telephone numbers, e-mail addresses, emergency contact information, EEO data, social security numbers, date of birth, employment eligibility data, benefits plan enrollments information, which may include dependent personal information, and school/college or certification credentials. All pre-employment inquiry information and reference checking records conducted on employees and former employee files are maintained in locked, segregated areas and are not used by the Company in the course of its business operations.

Personal employee information will be considered confidential and as such will be shared only as required and with those who have a need to have access to such informaiton. All hard copy records will be maintained in locked, secure areas with access limited to those who have a need for such access. Personal employee information used in business system applications will be safeguarded under Company proprietary electronic transmission and intranet polcies and security sytems. Participants in Company benefit plans should be aware that personal information will be shared with plan providers as required for their claims handling or record keeping needs.

The Company assigned information, which may include organizational charts, department titles and staff charts, job titles, department budgets, Company coding and recording systems, telephone directories, e-mail lists, Company facility or location information and addresses, is considered by the Company to be proprietary Company information to be used for internal purposes only. The Company maintains the right to communicate and distribute such Company informaiton as it deems necessary to conduct business operations.

If an employee becomes aware of a material breach in maintaining the confidentiality of his or her personal informaiton, the employee should report the incident to a representative of the Office of Executive Administrative Manager. The Office of Executive Administrative Manager has the responsibility to investigate the incident and take corrective action. Please be aware that a standard of reasonableness will apply in these circumstances. Examples of the release of personal employee information that will not be considered a breach include the following:

  • Release of partial employee birth dates, i.e., day and month is not considered confidential and will be shared with department heads who elect to recognize employees on such dates.

  • Personal telephone numbers or e-mail addresses may be distributed to department heads in order to facilitate Company work schedules or business operations.

  • Employee identifier information used in salary or budget planning, review processes and for timekeeping purposes will be shared with department heads.

  • Employee’s Company anniversary or service recognition information will be distributed to appropriate department heads periodically.

  • Employee and dependent information may be distributed in accordance with open enrollment processes for periodic benefit plan changes or periodic benefits statement updates.


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