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Approved and Adopted by the MultiFamily NW Board

(Insert DATE)


Equal Opportunity Employment 6
Anti-Harassment & Non-Discrimination Policy 6
Whistle Blowing 7
Anti-Retaliation Policy .. 7
Complaint Procedures 7
Reasonable Accommodations ... 7 - 8
Violence in the Workplace ... 10
Safety ... 10
Employee Termination and Resignation .. 12
Final Paychecks ... 13
References 13
Personal Appearance 14
Attendance and Punctuality . 14
Outside Employment ... 14
Conflicts of Interest .. 14 - 15
Ethics, Solicitation, & Political Activities ... 15
Holiday and Workspace Decorations ... 15
Drug and Alcohol Policy . 17
Policy Handbook (Revised 1/1/2016)

Mandatory Testing 17 - 18
Rehabilitation and Return to Work .. 18
Progressive Discipline Policy .. 19
List of Infractions . 19 - 20
Pay Procedures . 21
Summary of Benefits ... 21
Deferred Compensation 21 - 22
Termination and Change of Coverage . 22
Summary Plan Booklet 22
Travel Expenses and Meal Reimbursement . 22
Credit Card Policy 22 - 23
Professional Development ... 23
Working Hours . 24
Flexible Scheduling .. 24 - 25
Paid Time Off .. 26
Paid Holidays 26 - 27
Breaks .. 27
FMLA/OFLA Leave 27
Bereavement Leave .. 27 - 28
Jury and Witness Duty . 28
Workers Compensation Leave . 28
Use of Telephones 30
Computers and Electronic Equipment . 30
Policy Handbook (Revised 1/1/2016)

Social Media Policy . 31


Welcome to Multifamily NW (hereinafter MFNW). We are excited that you have chosen to
work for the association, and hope that your time here will be rewarding, productive, and an allaround positive experience.

Policy Handbook (Revised 1/1/2016)

In order to help you better adjust to and understand our organization, we have developed an
Employee Handbook. The purpose of this handbook is to provide answers and guidance
regarding common questions and issues that may arise during your time here. The policies and
guidelines outlined in this handbook will apply to all employees at all levels of the organization.
You should understand that this handbook does not serve as a contract for employment or
benefits between you and MFNW. Rather, this handbook is a summary of our current policies
and practices. Further, MFNW reserves the right to change or discontinue any benefit plan,
policy, or practice at any time as determined appropriate to the operation of the organization.
Changes to this handbook can only be made upon written approval by the Executive Director.
Nothing in this handbook is to be construed as a guarantee of continued employment; rather,
employment with MFNW will be on an at-will basis. This means that the employment
relationship may be terminated by you or MFNW for any reason not prohibited by law.
This employee handbook becomes effective January 1, 2016 and supersedes all previous
personnel policies and practices. If you have any questions regarding policies outlined in this
manual, please contact the Human Resources.


Policy Handbook (Revised 1/1/2016)

MFNW recognizes that the strength and growth of the association is through its people.
Therefore, it is MFNWs policy to ensure equal employment opportunity without discrimination
or harassment on the basis of race, color, religion, sex, sexual orientation, gender identity or
expression, age, disability, marital status, citizenship, genetic information, or any other
characteristic protected by State or Federal law. All employment decisions will be based on
objective evaluation of an individuals qualifications, ability, and contribution to the success of
Harassment on the basis of any protected characteristic listed above, or characteristic protected
by State or Federal law, is strictly prohibited. In this policy, harassment is verbal, written, or
physical conduct that is hostile in nature or shows aversion toward an individual because of their
race, color, religion, sex, sexual orientation, gender identity or expression, national origin, age,
disability, marital status, citizenship, genetic information, or any other characteristic protected by
State or Federal law that creates a hostile or offensive work environment, unreasonably interferes
with an employees ability to complete work, or negatively affects an individuals employment.
Harassing conduct includes sexual, racial, ethnic, age, religious, or disability-related jokes,
statements, or stories, intimidating acts directed at other employees, or any offensive and
harassing materials placed on MFNW walls, bulletin boards, or other public areas. Any emails,
phone (including voice messages), text messages, social network messages, instant messages, or
electronic-based communications of a harassing nature are not allowed.
Within the realm of harassing conduct, MFNW strictly forbids any harassment of a sexual nature.
MFNW follows the Equal Employment Opportunity Commission Guidelines in regards to
defining this conduct as: unwelcome sexual advances, requests for sexual favors and other
verbal or physical conduct of a sexual nature when submission to such conduct is made either
explicitly or implicitly a term of employment, submission to or rejection of conduct is used as
the basis for employment decisions, or such conduct creates an intimidating, hostile, or offensive
working environment. Additionally, Title VII of the Civil Rights Act of 1964 recognizes two
types of sexual harassment: quid pro quo and hostile work environment. Any conduct creating
such an environment will not be tolerated, and should be reported immediately.
All harassing conduct of either a general or sexual nature should be reported to the employees
immediate supervisor, human resources generalist, or Executive Director.

MFNW encourages employees to raise reasonable, good-faith concerns regarding unlawful or
unethical conduct within the association without fear of retaliation.
Policy Handbook (Revised 1/1/2016)

It is the employees responsibility to report any conduct that violates state or federal law, rule or
regulation, or any association rule or regulation. Additionally, employees are encouraged to
report any conduct that may interfere with the associations goals and mission. Examples of
reportable conduct may include: misappropriation of funds or materials, abuse of authority, or
gross waste of MFNW funds.
Any employee wishing to report any unlawful or unethical conduct may do so by contacting their
immediate supervisor, human resources generalist, or Executive Director.
For purposes of this manual, retaliation refers to any adverse action against an employee for
opposing harassment or discrimination. It includes any conduct, both on-or off-duty that
discourages an employee from making a complaint of discrimination or harassment or
participating in an investigation process.
MFNW encourages employees to report all perceived incidents of discrimination, harassment, or
retaliation, regardless of the offenders identity or position within the organization. Any such
report may be done without fear of retaliation against the employee. MFNW does not allow
supervisors, managers, or employees to retaliate against employees who report or oppose
harassment or discrimination, or who participate in investigations related to reports of
harassment or discrimination.
If you believe that you have been subjected to any form of discrimination, harassment, or
retaliation for reporting discrimination or harassment, you should promptly report your concerns
to your supervisor, human resource generalist, or Executive Director.
Any reported allegation will be investigated immediately. Investigations will be kept
confidential, and violators will be subject to disciplinary or other corrective action.
Conversely, any false or malicious complaints of harassment, discrimination, or retaliation (as
opposed to erroneous complaints made in good faith) will be subject to disciplinary action as
Multifamily NW is committed to fully complying with state and federal disability and
discrimination laws. This commitment extends from hiring to reports of discrimination, all the
way to accommodating reasonable accommodations. If an employee requires a workplace
modification or other assistance in accommodating a disability, it is that employees
responsibility to contact the human resources generalist or immediate supervisor to make sure
MFNW is aware of not only the disability, but also needs related to that disability. Please note
that not every physical or mental limitation qualifies as a disability. Also, accommodations will
not generally be made unless those accommodations are necessary to enable a disabled employee

Policy Handbook (Revised 1/1/2016)

to perform his or her job duties or as a temporary step to assist an employee who has a pending
workers compensation claim to return to productive employment.
If an employee advises MFNW of a condition requiring an accommodation, MFNW shall
analyze the employees medical condition to first determine if it constitutes a disability. Next,
MFNW will begin an interactive discussion with the employee to determine what, if any,
accommodations can be made to enable the employee to perform their job duties in a safe,
satisfactory manner. It is MFNWs expectation that all employees cooperate with requests for
medical confirmation of employees claimed disability, as well as medical confirmation of
current, precise limitations on ability to perform job duties stemming from that disability.
If, after required reasonable accommodations are put into place, the employee is still unable to
perform essential job duties, MFNW is receptive to exploring opportunities to place disabled
employees in other available positions that are, with or without reasonable accommodation,
suited to their skills and limitations.
It is also MFNWs policy to provide reasonable accommodation for religious observances or
practices of employees, according to applicable state and federal laws.


In order to ensure a safe, secure environment to its employees and clients, MFNW requires all
full-time, part-time, and temporary employees to successfully complete a criminal history and
general background check once a conditional offer of employment has been extended to a
While disqualification is possible, please know that a previous conviction does not automatically
disqualify an applicant from consideration for employment. Conversely, if an applicant attempts
to withhold information, falsifies information, or otherwise misrepresents him or herself, the
employee will be disqualified from further consideration for employment with MFNW.
Typically, it is MFNWs policy not to allow an employee to begin work until successfully
passing a criminal history and background check. Additional checks such as driving record or
credit report may be made on applicants for particular job categories if appropriate and jobrelated.


MFNW recognizes and maintains its employees right to privacy and confidentiality in the
handling of personnel files and other identifying information. All employee files are maintained
by Human Resources, and are considered confidential. Managers and supervisors may only have
Policy Handbook (Revised 1/1/2016)

access to employee personnel file information on a need-to-know basis. In addition, the

following practices guide MFNWs goal of ensuring its employees right to privacy:

Collection of employee information is limited to information needed for business and

legal purposes.
Information in employee personnel files will only be disclosed as permitted or required
by law, or as authorized by the employee.
Employees may review their personnel file, and may correct inaccurate information or
submit written comments in disagreement of any information contained in their personnel
All employees are responsible for maintaining confidentiality, and may not disclose,
either accidentally or purposely, any information of a personal, confidential nature. Any
disclosure is subject to disciplinary action.
Verifications of employment dates, job title, and wages may be provided without an
employees written approval.
While access to files is generally limited to Human Resources, supervisors, and
managers, an employee may give written permission for an otherwise unauthorized
individual to view their file.

All employees are expected, and required, to follow these guiding principles. Any violation may
result in disciplinary action up to, and including, termination.

MFNW is committed to providing a workplace environment free from violence. Conduct that
threatens, intimidates, or coerces another employee, customer, vendor or business associate will
Policy Handbook (Revised 1/1/2016)

not be tolerated; this may include direct or indirect threats of violence and incidents of actual
violence. Any conduct that is violent in nature should be reported to the employees supervisor
or Human Resources. Violations of this policy will result in disciplinary action, including
immediate termination, and violators may be subject to other civil suits or criminal liability.
In addition, MFNW practices a zero-tolerance policy in regards to violence in the workplace.
This policy encompasses, and strictly prohibits:

Directly or indirectly threatening the safety or well-being of another employee.

Vandalizing MFNW property, or property of other employees, MFNW members or
business partners.
Provoking, encouraging, or participating in fights or other physical altercations.
Intimidating or coercing another employee.
Screaming, cursing, or engaging in outbursts of temper, particularly those directed at
other employees.
Engaging in any other conduct MFNW deems to be menacing, threatening, or violent in

MFNW also takes a zero-tolerance policy in regards to workplace bullying. For terms of this
handbook, bullying includes repeated verbal or non-verbal conduct that is malicious, vindictive,
cruel, or deliberately hurtful. Bullying is conduct that also has the effect of threatening,
embarrassing, humiliating, intimidating, insulting, offending, or sabotaging/undermining another
employee, or interfering with their ability to complete work tasks.
Any incidents of workplace violence, or incidents that violate MFNWs zero-tolerance policy
should immediately be reported to the employees supervisor, HR, or Executive Director. All
incidents will be investigated in a timely manner, and violators found to be in violation of the
policy will be subject to disciplinary action. Further, retaliation against those who report
incidents or provide information related to an investigation will not be tolerated. Employees
who engage in retaliation will be subject to immediate discharge.


Policy Handbook (Revised 1/1/2016)


All newly hired employees will be considered probationary employees for the first 90 days of
their employment with MFNW. Upon completion of this 90-day period, employees will
participate in a trial-service review with their manager(s).
The overall purpose of the trial-service period is to ensure that the employee and employer both
see the position as a fit. During this period, MFNW will observe and evaluate the employees
attitudes, work habits, and overall aptitude to ensure that the employee will be a continued fit
with the organization.
Employees demonstrating insufficient or unsatisfactory work performance may have their trial
service period extended, or may be dismissed by the organization pursuant to this policy as well
as the provisions of an at-will employment relationship. Employees should also note that
MFNW has no obligation to retain employees for the duration of the trial service period should it
be determined that performance or other business considerations would warrant termination of
Should an employee have their trial service period extended, any employer-provided monetary
benefit will become retroactive to an employees 90-day trial service date upon successful
completion of the extended trial-service period. Extension of trial service period will be
determined by the Executive Director, in consultation with Human Resources, on a case-by-case


Policy Handbook (Revised 1/1/2016)


Employment with MFNW is considered at-will, meaning that the employee or employer may
terminate the employment relationship at any time, with or without notice. While the
organizations goal is to attract and retain top talent, we understand that a degree of turnover is to
be expected. Separation of employment can occur for many reasons, including:

Involuntary Termination: Examples of reasons for involuntary termination may

include, but are not limited to: unsatisfactory work performance; unsatisfactory
attendance; dishonesty including false reports made under any provision of this
Handbook; failure to comply with legal verbal or written work instructions or directions;
failure to cooperate and demonstrate teamwork qualities; violating any MFNW policy
presently in effect or subsequently issued that MFNW feels is serious enough to justify
termination; misconduct or any other action that is, in the view of MFNW, sufficient to
justify termination. Please note that this is not a complete list, and that MFNW may
terminate employment of an employee for any reason determined sufficient at-will,
with or without notice. Additionally, an employees overall work record may be
considered when determining discipline decisions.
Retirement: Employees who will be retiring are asked to provide one months notice to
their supervisor prior their planned retirement date, as opposed to a traditional 10-day
notice. This additional notice is requested in order for the organization to plan and carryout its retirement recognition initiative. MFNW provides all retiring employees who
have served a minimum of 15 years with the agency a gift of $100 per year, based on the
employees uninterrupted full-time service to the organization. Employees must provide
required notice and be in good disciplinary standing upon leaving the organization in
order to receive the gift.
Resignation: MFNW asks that employees provide a minimum of at least 2 weeks (10
working days) advanced written notice of their intent to leave the organization. Copies
of written resignation notices should be sent to both the employees immediate
supervisor, and Human Resources, and should include the effective date of termination of
employment. Employees who provide the requested notice will be considered to have
resigned in good standing.
Job Abandonment: Any employee that fails to report to work or contact their supervisor
for three consecutive workdays will be considered to have abandoned their job without
notice, effective at the end of their normal shift on the third day. The employees
supervisor will notify HR, who will begin processing paperwork for termination of the
employee. Employees who are separated due to job abandonment will not be eligible for

If you are discharged by MFNW, your final paycheck will be provided to you at the time of
Policy Handbook (Revised 1/1/2016)


If you resign and fail to provide adequate notice, your final paycheck will be made available to
you no more than one week following your final work day.
Your final paycheck will include payment for earned and unused vacation leave benefits;
however, employees who fail to provide at least 10 working days notice of termination will
forfeit any earned and unused annual vacation leave benefits.
Employees must return all company property, including computers, cell phones, keys, PCs,
identification cards, credit cards, and other company property in order to receive their final
Any employee who has established a PTO debt will have the number of indebted PTO hours
deducted from their final check.
Employees leaving MFNW will have the option to authorize MFNW to release information
regarding work performance, interpersonal relations, etc., or information limited to their length
of employment, position and pay rate. As a general practice, if an employee does not authorize
release of information, MFNW will only release information regarding an employees length of
employment, position, and pay rate. All reference requests should be directed to Human
While MFNW attempts to ensure a safe working environment for its employees, it is also the
responsibility of each employee to conduct all tasks in a safe and efficient manner that complies
with all local, state, and federal safety and health regulations, and program standards. It is also
the employees responsibility to familiarize themselves with the emergency plan in their work
area. Details of MFNWs emergency evacuation plan can be found in the kitchen, as well as
electronically in the shared G: Drive.
It is the responsibility of the employee to complete an Accident and Incident Report for each
safety and health infraction that occurs by an employee or that an employee witnesses. Failure to
report an infraction may result in disciplinary action. Reports of accidents or incidents should be
reported either to Human Resources or your direct supervisor.


Policy Handbook (Revised 1/1/2016)


Because of the nature of MFNWs work, it is necessary for all employees to appropriately
represent themselves to our members. Therefore, it is expected that employees report to work
neatly groomed and wearing clothing that is clean and appropriate for their position. Typical
clothing worn should reflect a business casual dress standard. Additionally, your supervisor
will advise you of any specific dress code requirements for your position.
Regular attendance and punctuality are vital to the effective operation of MFNW. It is required
that employees practice regular attendance, and that any absences be communicated promptly to
your immediate supervisor. Communication of absences should occur no later than one hour
prior to the beginning of your shift, and should be in the form of a phone call to your direct
supervisors main office telephone line. E-mail and text may be used as an additional
communication; however a call to your supervisors direct line must always be completed.
Any employee who does not call-in an absence will be subject to MFNWs progressive discipline
policy, beginning at the written warning level. Employees who miss three consecutive days
without calling in will be considered to have walked off the job, and will have their employment
automatically terminated.
Employees are encouraged to consult with HR should they have an absence in excess of 3
consecutive work days for a non-vacation/PTO-related absence. HR will advise on any
documentation or return-to-work releases that may be required in order for the employee to
return to work.
In general, MFNW does not have an issue with employees holding other jobs or being selfemployed. Employees will be required to continue meeting all performance, overtime, and other
requirements of their position with MFNW. Additionally, employees will be required to discuss
their outside employment with their supervisor if their outside employment involves MFNW
members, board members, or fellow employees. MFNW may ask the employee to terminate
their outside employment if the outside work results in performance issues, frequent absences or
tardiness, or any other major disruptions to employee job tasks.
Proper MFNW operations require that employees be independent, impartial, and responsible to
those we serve. Therefore, it is vital that employees avoid any relationship or activity that may
impair, or appear to impair, their ability to make objective decisions when performing job duties.
Additionally, company property, information, or business opportunities may not be used for
personal gain.
Additional examples of conflicts of interest include, but are not limited to:

Being employed by, or consulting for, a competitor or potential competitor of MFNW.

Hiring or supervising a family member or closely related person.
Policy Handbook (Revised 1/1/2016)


Owning or having an interest in a competitor, contractor, or supplier.

Accepting gifts, favors, discounts, or other services from a customer or potential
customer, competitor, or supplier; an exception to this is if the gift, discount, or favor is
equally available to all MFNW employees.

Employees who may have a conflict of interest situation are encouraged to seek advice from
their supervisor, HR, or Executive Director prior to engaging in any behavior that may constitute
a conflict of interest.
MFNW believes in treating its members, consumers, and fellow employees with respect and
integrity, and to adhering to fair and ethical business practices. It is therefore expected that
employees will avoid situations that may cause a conflict between personal interests and interests
of MFNW.
Employees are likewise prohibited from soliciting money, influence, service or other objects of
value from fellow employees during working hours. Employees are likewise prohibited from
aiding or promoting any political committee, political nomination/election, or distributing
materials of this nature during work hours. The sole exception to this policy is community or
charitable activities that MFNW supports, or events/promotions held by MFNW.
Please note that nothing in this subsection is intended to restrict the right of the employee to
express their personal political views. Any violations of this policy, or questions clarifying
expectations around this policy, should be directed to Human Resources.
MFNW provides its employees the opportunity to create a comfortable, yet professional, work
environment at all times. However, it is expected that employees are sensitive and respectful of
co-workers, members, and the general public at all times. Therefore, any religious symbol or
other symbol that could be interpreted as being religious in nature may not be displayed in a
public or common area at any time.
Employees may decorate their personal workspace according to their own beliefs, so long as they
maintain a safe, professional environment that is respectful of their co-workers. Employees
working in a receptionist capacity may likewise decorate their workspace; however, these
employees are encouraged to use extra care in choosing decorations, as these workspaces are in
view of the public.
Any disagreements regarding organizational decorations will be settled by the Executive
Director. HR may also be consulted regarding legal implications of organizational decorating.
Any questions or concerns around workspace decorations should be directed to HR.


Policy Handbook (Revised 1/1/2016)


Regular, constructive feedback is vital to the sustained success and professional development of
MFNW employees. MFNW practices regular performance reviews with its employees to
encourage professional growth and to set goals for future performance. Performance reviews
will take place in the following sequence:

Introductory employees will receive a performance review upon completion of 90 days

employment with MFNW.
After completion of the introductory period, employees will receive annual performance
reviews based on their introductory period review. HR will notify managers of pending
performance reviews, and managers will schedule a date to complete the annual
performance review. Annual performance reviews generally must take place within 30
days of an employees anniversary date of employment.

All performance reviews will become part of an employees personnel file. Employees will also
receive a copy of their performance review. If an employee disagrees with their performance
review, they may submit a written statement, which will be included with the performance
Managers are also encouraged to provide informal feedback to employees on a regular basis.


Policy Handbook (Revised 1/1/2016)



MFNW recognizes the dangers and potential safety risks associated with alcohol and drug abuse.
Therefore, MFNW is committed to providing a safe work environment that is free from drug and
alcohol use in the workplace. The following conducts are considered violations of MFNWs
drug and alcohol policy, and violations may result in disciplinary action up-to-and-including
termination of employment:

Working, reporting to work, or returning to work following meal or rest breaks with any
amount of drugs or alcohol in your system, and/or testing positive under this policy is
prohibited. For purposes of this policy, testing positive means a confirmed test result
of 0.02% or higher blood alcohol content.
Consuming, manufacturing, buying, selling, distributing, or possessing drugs or alcohol
on MFNW premises, or while off-site conducting job duties for MFNW, or while
operating a motor vehicle on behalf of MFNW. MFNW property includes all property
rented, leased, owned, or controlled by MFNW, including parking lots and adjacent areas,
as well as MFNW equipment or vehicles on or off its property.
Failure to fully cooperate with any aspect of MFNWs enforcement of this policy may
result in termination. Uncooperative actions include, but are not limited to, refusing to
promptly submit to required testing; giving false, diluted, or altered urine samples; and
failure to comply with any rehabilitation conditions imposed by MFNW or rehabilitation
counselors as part of written documentation of this policy.

MFNW also recognizes that alcohol and drug use may be a sign of chemical dependency and that
employees with these conditions can be successfully treated and re-integrated into the workplace.
Therefore, MFNW is willing to help and support any employee who seeks treatment for these
issues prior to their becoming a subject of discipline and/or termination under this or other
policies. Human Resources has more information regarding resources for those seeking
assistance, as well as programs that may be available through MFNWs insurance provider(s).
It is MFNWs policy to conduct a pre-employment background check prior to an employee being
offered employment with MFNW. The Executive Director may amend this policy as business
needs dictate. In such cases, an employee may be allowed to begin work prior to the successful
completion of a pre-employment background check; however, the employee will be terminated
should they not successfully complete the background check.
If MFNW has reasonable suspicion that an employee is under the impairment of drugs or
alcohol, MFNW may require that that employee immediately submit to alcohol and/or drug
testing. Reasonable suspicion will be based on specific, identifiable criteria, including observed
behavior, witness statements, or employee admissions. With the exception of an employee
admission, any such behavior must be verified by at least 2 individuals prior to requiring
mandatory testing.

Policy Handbook (Revised 1/1/2016)


Employees who are required to submit to reasonable suspicion testing are prohibited from
transporting themselves to the collection site. A management employee will provide
transportation, and will arrange for the employee to be taken home after testing.
Employees who undergo treatment for substance abuse will not be permitted to return to work
until such time as a qualified medical professional verifies that the employee is fit for duty. The
employee will also be required to comply with any additional requirements imposed on the
employee or MFNW by law. Time off for evaluation and treatment will generally be unpaid,
unless the employee has accrued paid time off or sick leave available for use.
Please know that employee confidentiality will be maintained throughout the entire incidence
process, from notification of substance abuse all the way through rehabilitation and return to
work, and beyond.

Policy Handbook (Revised 1/1/2016)


It is MFNWs policy to create a work environment in which serious or repeated violations of
MFNWs standards and policies is not permitted. MFNW also recognizes that employees may
make genuine mistakes, or have other, non-work-related problems that cause a negative effect on
work performance. With these two concepts in mind, MFNW has developed the following
progressive discipline policy for addressing and dealing with repeated and serious policy
An employees manager will conduct a verbal conversation with the employee outlining the
behavior, as well as any areas of concern. A written record of the discussion will be provided to
HR and placed in the employees personnel file.
Written warnings will be issued for any behaviors a supervisor considers serious in nature, or in
situations when a verbal warning has not helped to change unacceptable behaviors. Written
warnings will be placed in an employees personnel file.
PIPs may be issued if an employee has been involved in a major disciplinary situation, or if
prior issues have not been resolved either through verbal or written warnings. The PIP is
considered a final warning for employees. The PIP will last for a pre-determined amount of
time not to exceed 90 days. Within this time frame, employees must demonstrate an ability and
willingness to meet and maintain conduct and work requirements specified by the supervisor and
organization. At the end of the PIP period, the PIP may either be closed, or an employee may be
dismissed from the organization should established goals not be met. Further, any additional
violations or repeated behaviors identified in the PIP that are exhibited during the PIP period may
be grounds for immediate dismissal of the employee.
To assist employees in recognizing behaviors constituting inappropriate conduct, MFNW has
developed the following list of infractions considered to be inappropriate. These infractions
include, but are not limited to, the following:

Consistent failure to notify supervisors of absences.

Careless, inaccurate, unreliable, or unsatisfactory work performance.
Performing non-MFNW-related work during business hours.
Failure to follow safe working practices.
Using MFNW property for personal use without advance approval.
Discriminatory or harassing behavior of any kind.
Policy Handbook (Revised 1/1/2016)


Possession of weapons, firearms, or explosives on MFNW property.
Deliberately delaying or limiting work tasks, or inciting others to do so.
Falsifying any reports or records.
Violation of the Drug and Alcohol Policy.
Engaging in bullying behavior.
Gambling of any kind during working hours.
Inappropriate use of computer or other MFNW-provided electronic equipment.
Marking, defacing, or intentionally damaging any MFNW property.
Violation of any policy within this handbook.
Any other conduct which is, in the view of MFNW, serious enough to justify
discharge or suspension.

Policy Handbook (Revised 1/1/2016)



MFNW will pay employees 2 times each month. Payment will occur on the 15th, and final day of
each month, unless either day falls on a weekend or observed holiday, in which case payment
will occur on the preceding day. MFNW encourages employees to enroll in direct deposit but, in
the event the employee elects not to enroll in direct deposit, a paycheck will be mailed to the
employees current address. MFNW will mail checks the day that payroll is run, (typically two
days prior to payday).
Non-exempt employees will enter their hours worked into an electronic timesheet. This
timesheet must be updated with hours worked in the pay period no later than 10:00 a.m. on days
in which payroll is run in order to ensure proper, accurate payment. Failure to properly update
your timesheet may result in delayed payment of hours not updated on your timesheet. Exempt
employees will receive a set payment each payday.
Should an employee lose their paycheck, HR and Accounting must be notified in writing as soon
as possible before a replacement check can be issued. Employees will be responsible for
remitting payment to MFNW should the paycheck be recovered by the employee.
If an employees marital status or number of exemptions previously claimed changes, a new
Form W-4 must be submitted to HR.
MFNW offers a comprehensive, competitive health insurance policy to all eligible full-time
employees. This insurance includes, but is not limited to: medical, dental, and vision, as well as
life, long-term disability and long-term care insurance. Employees must meet the following
criteria to be eligible for coverage:
1. Work a minimum of 30 hours per week on a regular basis;
2. Be employed as a Regular full-time employee with MFNW; and
3. Sign and submit any necessary enrollment forms.
Employees who meet these requirements are eligible for employee-only coverage beginning the
first day of the month following 60 days of employment. Dependents may be added to an
employees plan, however the employee will be responsible for any costs to add the dependent.
While MFNW will make every effort to explain and clarify any benefit offered, it is the
responsibility of the employee to complete all relevant forms and to verify the health and welfare
benefits offered by MFNW.
MFNW offers employees deferred compensation in the form of Flex Spending Account (FSA)
and Deferred Compensation into a Simple IRA account. Employees may contribute up to
$2550/year into an FSA, per IRS guidelines. Additionally, employees contributing to a Simple
Policy Handbook (Revised 1/1/2016)


IRA account may contribute up to $12,500/year, plus a $3,000 catch-up for employees over the
age of 50.
As an additional benefit to its employees, MFNW will match up to 3% of an employees salary
for contributions made to a Simple IRA during a calendar year. Employees enrolling in these
benefits should submit a Deferred Compensation/Employee Change Form to Human Resources.
Only full-time employees working more than 30 hours per week will be eligible for a Simple
IRA through MFNW.
Any covered employee will continue to be eligible for benefits so long as they continue to work
at least 30 hours per week with MFNW. MFNW coverage contributions will end on the last day
of the month in which an employee does not have enough hours, resigns, is terminated, laid off,
or otherwise stops receiving compensation through MFNW.
It may become necessary for MFNW to change insurance carriers or plans at any time.
Employees will be notified of any potential change prior to that change occurring. MFNW makes
no guarantee regarding the provisions of benefits or the mix of benefits offered other than the
fact that any benefits offered will meet the requirements set forth in the Affordable Care Act
(ACA). Any dispute concerning coverage is governed by the terms of the insurance policy and is
between the employee and the insurance company.
All eligible employees will be provided a certificate and summary plan description that describes
the benefits of our insurance program. Eligible employees will receive copies of these
descriptions when they become eligible to participate in the program. If you lose your copy and
desire another, please contact Human Resources. Additionally, these benefit summaries are
published on MFNWs shared G: Drive.
Employees who travel on pre-approved business trips on behalf of MFNW shall be reimbursed
for reasonable expenses incurred in connection with their approved travel. MFNW expects all
employees to exercise sound judgment in determining reasonable expenses; information on
reasonable per diem expenses can be found through the U.S. General Services Administration at:
Employees using their personal vehicle for authorized travel will be reimbursed for mileage at
the current IRS rates.
With approval of the Executive Director, employees may be eligible to receive a company credit
card. To be eligible for a corporate credit card, an employee must travel frequently in the course
of their duties, purchase significant volumes of goods and services for use by the employer, or
Policy Handbook (Revised 1/1/2016)


incur other regular frequent business expenses of a kind appropriately paid by credit card.
Employees requesting a company credit card must submit an Application for Company Credit
Card, found on the shared G: Drive. The following, additional criteria apply to all employees
who are granted a company credit card:

The company credit card cannot be used to obtain cash advances, bank checks, traveler's
checks, or electronic cash transfers for expenses other than those incurred by the assigned
employee named on the card, or for personal expenses. Misuses of the card will result in
cancellation of the card and withdrawal of corporate credit card privileges. If the card is
used for an employee's personal expenses, the employer reserves the right to recover
these monies from the employee cardholder. Cardholders will be required to sign a
declaration authorizing the company to recover, from their salary, any amount incorrectly

Each card will be limited to a maximum of $1,000. Increases to the established maximum
may be made on a case-by-case basis by the Executive Director.

Company credit card expenditures must be reconciled and submitted with original
receipts to the Accounting/Finance Department within 10 business days of the statement
date. Cardholders who have not reconciled and submitted their monthly expenditure
within this period will be asked to reconcile and submit their monthly expenditure
immediately. Continued or repeated non-conformance to this policy will result in
cancellation of the card and such other actions as appropriate. If the card expenditures are
not reconciled and submitted within a month of the statement date or a plausible
explanation has not been received by Accounting/Finance Department, the employee's
corporate credit card will be cancelled.

Lost or stolen cards must be reported immediately to the Executive Director. Any intentional or
repeated misuse of company credit cards will result in disciplinary action up to, and including
termination of employment.
MFNW recognizes that the strength of the organization lies in providing employees the correct
tools to succeed in their jobs. A large part of this is encouraging and allowing for professional
development within the organization. MFNW encourages employees to pursue professional
development opportunities, and may pay for all or part of the cost of professional development
courses, trainings, or professional association memberships.
Employees interested in continuing their vocational education should work with their supervisor
and HR to develop a professional and career development plan.

Policy Handbook (Revised 1/1/2016)



Multifamily NW has established the following as business hours in which the association will be
open to the public:

Monday Thursday: 8:30 a.m. 5:00 p.m.

Friday: 7:30 a.m. 3:00 p.m.

Unless otherwise approved, employees will be expected to work within the hours listed above.
In recognition of its employees need to maintain a positive work/life balance, MFNW may allow
employees to work a flexible schedule. Employees must complete a Flexible Work Schedule
request listing the hours that they will work during the workweek. This form will be submitted
whenever an employee is seeking to permanently change their schedule, or is seeking a
temporary change to reflect a prior engagement (i.e. doctor appointment) that will take them
away from the office for more than a 3-hour period. Additionally, the following criteria must
still apply:

Employees (both exempt and non-exempt) must still work their normal number of hours
per day.
Employees must work a shift that falls within the hours of 7:00 a.m 6:00 p.m., Monday
Friday, unless expressly told to work other hours by their direct supervisor.
Employees seeking a permanent change of schedule must meet with their supervisor to
discuss how they will still meet the needs of the public and association members while
working their alternative schedule.

Additionally, Multifamily NW offers the following flexible scheduling options to its employees
in promotion of a positive work/life balance:
1. Summer Hours
a. Employees may be able to work a compressed work week during the summer
b. Summer hours will run June 1st through August 31st
c. Program operates on a two-week cycle:
i. First week you work four 9-hour days and take a half-day on Friday
ii. Second week you take Monday morning off, then work four 9-hour days
d. Participation is voluntary
2. Make Up Time (hourly staff)
a. With supervisor approval, non-exempt staff may make up, up to 3 hours in any
work week by coming in early, working late or shortening their lunch hour to 30
minutes. This should be used for appointments or other one-time events.
3. Telecommuting (exempt staff only)
Policy Handbook (Revised 1/1/2016)


a. Approved staff may work from home up to two days per month.
i. Work from home days should be decided at the beginning of the month
and approved by supervisor.
b. Occasionally a special project will require additional work from home days which
may be granted at the supervisors discretion
4. Occasional Discretionary Leave for Exempt Employees
If you are an exempt employee, you may have up to 4 hours out of the office without
charging PTO if the benefit is used only on rare occasions and supervisor has given prior
approval (by submittal of Flexible Work Schedule form) and it is not combined with any
other leave time that would make time out of the office exceed 4 hours.
Approval for any of Multifamily NWs flex time benefits will be granted on a case-bycase basis. There is no guarantee these benefits will be available to all staff at all times.
Benefits may be withdrawn at the discretion of the Executive Director at any time for any
reason. Accurate timekeeping is an essential requirement for staff choosing to use a
flexible work schedule. Repeated tardiness may result in the withdrawal of flex time
benefit options.
All MultiFamily NW employees working more than 20 hours per week will receive PTO. PTO
may be used for employee vacations, sick leave, or any other time off as approved by their direct
Service Period
PTO Accrual
0 start of 6 Years:
1.25 days (10 hours) per Month
6 15 Years:
1.66 days (13.33 hours) per Month
15+ Years
2.08 days (16.66 hours) per month
Full time employees working 40 hours per week will accrue PTO on the following schedule:

For purposes of this policy, the PTO year will run from January 1 December 31.
Part-time employees working 20 36 hours per week will receive PTO on a pro-rated
Employees may submit a request to use PTO prior to its actual accrual, but must have
earned the PTO amount at the time PTO is taken; otherwise the leave will be considered
Requests for PTO must be submitted to the employees supervisor at least 1 week in
advance for single days off, and 4 weeks in advance for PTO totaling one week or more.
Employees using PTO for sick leave must submit a PTO request no more than 1 week
after taking the sick day. Employees who are sick for more than 3 consecutive work days
may be required to provide medical documentation verifying their inability to work, or
releasing them to come back to work.

Policy Handbook (Revised 1/1/2016)


PTO may be used for sick leave as required by Oregon law. Part-time employees
working less than 20 hours per week are eligible to receive 40 hours of uncompensated,
protected sick leave.
New employees will accrue PTO from their first day on the job; however will be unable
to utilize PTO until after successful completion of their 90-day trial service period.
Any conflict in scheduling PTO will be resolved by the Executive Director; however as a
general rule, the employee with greater seniority will generally be granted PTO time
when conflicts arise.
Any perceived discrepancies in PTO accrual should be discussed with the employees
direct supervisor, executive director, or HR department.
Upon termination, employees will receive payment for any unused PTO accrued at the
time of resignation, provided the employee provides 10 working days notice of
resignation. Additionally, any PTO debt will be deducted from the employees final
The manager and/or Executive Director will be responsible for determining workload
distribution in the absence of an employee.
Employees may be allowed to go into PTO debt upon approval by the Executive Director.
Any such cases will be determined and approved on a case-by-case basis.
Employees may carry 2 days PTO over to the following year. Up to 5 days may be
carried over upon approval by the Executive Director.

MultiFamily NW observes the following holiday schedule
New Years Day


Friday Before Easter (Office Closes at 2 p.m.)

Day After Thanksgiving

Memorial Day

Christmas Eve

Independence Day

Christmas Day

Labor Day

New Years Eve

The Executive Director may determine additional paid holidays based on organizational need,
staffing budgets, and scheduled events. Such events will be communicated to employees at least
60 days in advance of the office closure. The additional guidelines will also apply to paid

Full-time employees will receive their full salary or hourly wage for the day. Part-time
employees will receive holiday pay only if the holiday falls on a day they are normally
scheduled to work, and only for normally scheduled work hours.

Policy Handbook (Revised 1/1/2016)


To receive holiday pay, an eligible employee must be at work or taking an approved

absence on the work days immediately preceding and immediately following the day on
which the holiday is observed. For purposes of this policy, an approved absence is a day
of paid PTO or paid short-term absence.
If a holiday occurs during an employees PTO period, the employee will be given an
additional paid day off, which may be used as a floating holiday. All floating
holidays must be approved by the employees direct supervisor.

MFNW recognizes that some employees may wish to observe, as periods of worship or
commemoration, certain days not included in MFNWs regular holiday schedule. Employees
may request and receive approval to take these days off so long as it will not unduly disrupt
MFNWs business and if the employee receives approval from their supervisor/Executive
Director. Employees may use accumulated floating holidays, PTO, or unpaid absence.
Employees working six or more hours per shift are required to take an unpaid lunch break of no
less than 30-minutes, and no more than one hour in length. During this time, employees are not
allowed to conduct work-related activities. Additionally, employees are required to take a 15minute rest break during each 4-hour segment of work. This rest period is in addition to lunch
break requirements. Please note that lunch breaks may not be combined with rest breaks, and
that rest or lunch breaks may not be used to end an employees shift early or to account for an
employees late arrival.
MFNW provides reasonable accommodation for employees needing to express breast milk.
While employees needing to utilize this function are generally expected to do so during their
regularly scheduled breaks, MFNW will work with employees to arrange for additional unpaid
break time during the day to express breast milk.
Due to its small size, MFNW employees are not eligible for leaves of absence under the Oregon
Family Leave Act (OFLA) or the Federal Medical Leave Act (FMLA). One exception allowed,
however, is that MFNW will honor requests from eligible employees to take a leave of absence
under the Oregon Military Family Leave Act. Employees with a spouse or registered domestic
partner who is a member of the Armed Forces, National Guard or military reserve forces, and
who has been notified of an impending call or order to active duty, is entitled to a total of 14 days
of unpaid leave per deployment after the employees spouse learns of impending deployment.
Employees must work an average of 20 hours per week prior to beginning the requested leave in
order to be eligible.
Bereavement leave will be granted to full-time employees in the event of a death of a family
member. In the event of the death of an employees spouse, child, parent, or sibling, the
employee will be granted five days off work with pay. In the event of the death of an employees
Policy Handbook (Revised 1/1/2016)


grandparent, father- or mother-in-law, or son- daughter-in-law, the employee will be granted 3

days off work with pay. Request for bereavement leave should be made with HR or the
employees immediate supervisor and, when possible, should be made prior to beginning leave.
Employees may also use any accrued sick or vacation time, and may be granted additional
unpaid leave as well.
MFNW recognizes the duty of employees to serve as jurors and witnesses. Any employee
selected to serve as a member of a jury or as a subpoenaed witness should notify their supervisor
as soon as possible after receiving notice. All employees selected to serve as jurors or
subpoenaed as a witness will, upon proper verification, be granted a paid leave of absence.
Upon proper verification, employees will receive their regular rate of pay for the hours they
would have been scheduled to work during jury or witness duty minus any amounts received for
the jury or witness service.
An employee called for jury duty or as a witness will be required to return to work if they are
excused from witness or jury duty during their regular workday.
MFNW grants employees leaves of absence in the event of on-the-job injury. If you are injured
on the job, please contact HR immediately for a workers compensation form. Employees are
expected to report any on-the-job injuries within 24 hours of the incident occurring. Employees
who are absent from work due to work-related illnesses or injuries are eligible to receive workers
compensation benefits.
Employees on workers compensation leave of absence are required to report to their immediate
supervisor on their status, progress, and anticipated date of return to work at least once a week,
unless you have received written approval to be absent until a specific date or report less
frequently. Reporting to a coworker or another person will not be sufficient to comply with this
reporting requirement.
Employees who are released to return to work from on-the-job injuries or illnesses must request
return to work as soon as possible but no later than seven (7) days after receipt of notice by
certified mail from our workers compensation insurer that you have been released to return to
work by your doctor. MFNW will comply with applicable reinstatement and reemployment laws
for employees who are absent due to work related illnesses or injury.

Policy Handbook (Revised 1/1/2016)



In our effort to be conscientious of employee safety during inclement weather while also
providing continuous, positive service to our consumers, the following procedure will be
followed in regards to inclement weather days:
1. The Executive Director will make the decision regarding office closure or delayed
opening by 6:30 a.m. each severe weather day, or day in which driving or working would
be dangerous.
2. The Executive Director will then notify the Operations and Events Coordinator by phone
of the closure, and will send an email to all MFNW staff of the office closure.
3. The Operations and Events Coordinator will contact all staff members by phone to notify
them of the office closure.
If the office is closed, staff are expected to change their voicemail greeting to reflect the closure.
Any questions or concerns regarding closures should be directed to the employees immediate
In the event of an office closure, employees will be compensated their normal working hours for
that day. Conversely, if the Executive Director makes the decision to close the office early due to
inclement weather, employees will be compensated for the remaining hours of that work day.
If the office is open and an employee feels they cannot report to the office, they will need to use
their personal paid leave, or take leave without pay in the absence of leave. They must call their
supervisor to inform them that they will not be reporting to work. Upon approval, the
employees supervisor may approve the employee to work from home for the day, or may
approve flex-time to minimize the amount of leave an employee must take.


MFNW asks that office phone calls be used for business purposes only. We do, however,
recognize that there may be times when personal phone calls or messages must be made or
received during business hours. We ask that employees keep these calls to a minimum, and that
such phone calls be made during breaks and/or lunch periods. No personal long distance calls
are to be made that result in a cost to MFNW; rather, personal long-distance calls should be made
using a toll-free number or your personal cell phone.
All electronic equipment provided to employees is intended for MFNW business purposes only
and not for personal matters, communications, or entertainment. Personal use should be kept to a
minimum, and be in-line with MFNWs telephone policy, as listed above.
The following activities are strictly prohibited by MFNW, and any violations will be subject to
disciplinary action:

Using MFNW computers or MFNW-provided computer for personal financial gain,

including working on behalf of organizations without any professional or business
affiliation with MFNW.
Purchasing, acquiring, or installing hardware or software without previous authorization
from MFNWs IT Consultant or the employees immediate supervisor.
Displaying or storing any sexually explicit images or documents, or any images,
documents, or communications that would violate MFNWs no-harassment, nodiscrimination, or bullying policies.
Engaging in activities that violate the rights of another person or company protected by
copyright, trade secrets, patent, or other intellectual property.
Engaging in any activity that would introduce malicious software purposefully into a
workstation or network.
Downloading or viewing streaming videos for personal use. Streaming audio is allowed,
provided it does not contain explicit material, adversely affect network speed, or interfere
with others ability to work.
Engaging in piracy, cracking, extortion, blackmail, copyright infringement, or other
unauthorized accessing of any computers or company-provided equipment.

It is important to remember that all company-supplied technology and company-related work

records belong to the company, not the employee. MFNW routinely monitors use of company-

supplied technology. Inappropriate or illegal use or communications may be subject to

disciplinary action up to and including termination of employment.

MFNW recognizes that social media can be used as a strategic tool to enhance communication
and, by extension, the ability to provide positive service to our consumers. However, MFNW
also recognizes the issues and problems that may arise in using social media in the workplace.
For purposes of this policy, MFNW defines social media to include all means of communicating
or posting information or content on any sort on the Internet, including your own or someone
elses blog, personal web site, social networking site, web bulletin board or chat room, or any
other form of electronic communication. Below are guidelines for social media use:

Employees may not post obscenities, slurs, or personal attacks that can damage the
reputation of the company, clients, employees, or applicants.
Employees may not create or post any content that violates MFNWs no-harassment and
no-discrimination policies and that include discriminatory remarks, harassment, or threats
of violence or similar inappropriate or unlawful conduct.
Employees may not create a link from their own personal blog, website, or other social
networking site to a MFNW-owned or -maintained website without identifying
themselves as a MFNW employee.
If an employee is posting job-related matters on social media sites, the employee must
use the following disclaimer: The opinions expressed on this site are my own and do not
necessarily represent the views of MultiFamily NW.

MFNW will never make use of a personal social media site for business purposes a condition of
employment. Additionally, MFNW will never ask employees to disclose login information to
social media websites as a condition of employment, pursuant to Oregon law. However, should
the need arise, MFNW may request that an employee provide content from social media sites if it
becomes relevant to internal investigation (i.e. an investigation into harassment or
discrimination, or an investigation into misuse of MFNW computer equipment).


I acknowledge that I have received and read MFNWs Employee Handbook, which is effective
1/1/2016. I also understand that a copy of this Handbook is available to me at any time to review
in the Human Resources Office, or by access through MFNWs shared G Drive.
I understand that MultiFamily NW reserves all rights necessary to the efficient and orderly
management of its services. This Handbook is intended to be a guideline to employee and
Association practices, not a contract. It may become necessary for MultiFamily NW to change
this Handbook, or to change or discontinue any benefit plan, policy, or practice at any time as it
deems necessary for the management of its services.
I have carefully read, understood, and agree to abide by the policies and rules outlined in this
Handbook. I understand that either MultiFamily NW or I may terminate my employment
relationship at any time, for any or no reason, with or without cause, and with or without advance
notice. I acknowledge that no promises have been made to me that are inconsistent with this at
will statement.
Further, I understand that no one other than the Executive Director has the authority to enter into
any agreement for employment for any specified period of time, or assure me of any future
position, benefits, or terms or conditions of employment, including my right to resign and
MFNWs right to terminate me, or to make any promises contrary or in addition to this
Employee Handbook.
I understand and acknowledge that this Handbook supersedes all prior Handbooks, policies,
verbal statements and understandings. Likewise, any future promises contrary to or in any way
different from this Handbook must be in writing, signed, and dated by the Executive Director to
be valid.
My signature below confirms that I have read and understood this Handbook, and agree to
comply with the policies contained within this Handbook.
Employee's Signature
Employee's Name (Print)