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Table of Contents

Joining Our Business
Hours of Work, Overtime, Holidays & Vacation
Leaves of Absence
Attendance Policy and Scheduling
Employment Review Policy
Discipline Policy
Anti-Discrimination and Anti-Harassment Policy
Accommodation Policy
Confidentiality
Drug and Alcohol Policy
Internet and Email Policy
Smoke-free Workplace Policy
Social Media Policy
Personal Electronic Device Use Policy
Company Equipment Policy
Termination of Employment
Travel Policy
Alternative Transportation
Expense Reimbursement

Introduction

WELCOME TO OUR TEAM


Impact Climbing Inc. (“we” or the “Business”) would like to wish you every success during your  employment whether you recently joined us, or you are an existing employee. We hope that your experience here will be positive and rewarding.
This Employee Handbook (“Handbook”) contains a summary of our workplace policies and procedures. Please review this Handbook in its entirety and ensure that you are familiar with its contents. Having a working knowledge of this document will greatly assist you in carrying out your day-to-day duties and responsibilities. Should you have any questions about the information contained in this Handbook, please do not hesitate to contact our management team.
Over time, and as the needs of our business change, our policies and procedures will have to be updated and revised. While we reserve the right to make changes to this Handbook without notice to you, we will try to communicate any such amendments as soon as possible. Also, it may be necessary
for us to modify this Handbook from time to time because of changes in law.
This Handbook shall be interpreted and applied in accordance with the Ontario Employment Standards Act, 2000, and the regulations as amended from time to time (collectively referred to as
the “ESA” or the “Act”).
For further clarity, should any provision of this Handbook conflict with the provisions of the ESA, or any other applicable legislation, then the provisions of the ESA or other applicable legislation shall prevail.
Similarly, should the ESA, or any other applicable legislation, impose any requirement not included in this policy, or if the ESA, or any other applicable legislation, is amended so as to provide greater or lesser benefits, or impose greater or lesser obligations, than those set out in this Policy, then the
provisions of the ESA, and all other applicable legislation shall prevail.
After you have read this Handbook in its entirety and have familiarized yourself with its contents, please sign the Employee Acknowledgement Form found at Schedule “A” of this document and submit it to
management.

Joining Our Business

OUR PHILOSOPHY


The Business strives to maintain a workplace that fosters personal and professional growth for all
employees. We also aim to ensure that all staff members are treated fairly and with dignity. Thus, it is
the responsibility of the Business and its employees to:


1. Cooperate and communicate;
2. Encourage and consider opinions of other employees and invite their participation in decisions that
affect their careers;
3. Encourage the growth and development of fellow workers by helping them achieve both personal
and professional goals;
4. Strive to avoid workplace conflict, and if it occurs, resolve it quickly and fairly;
5. Administer all policies and procedures equitably and fairly; and,
6. Recognize that each employee has the right to be treated fairly and with dignity.


CODE OF CONDUCT


The Business strives to provide a welcoming and professional environment for its employees, clients and
visitors. This policy sets out the employee responsibilities for ensuring that all employees and clients have
a high-quality experience.


• Employees should treat clients with respect and professionalism.
• Employees should avoid the use of vulgar or profane language, as well as excessive loudness.
• Respect clients regardless of age, gender, race, national origin, sexual orientation, religion,
socioeconomic status, body type, political affiliation, state of health or personal habits.
• Employees should not spread gossip, rumors or engage in behavior that creates friction and
threatens the well-being of other employees or clients.


AN EQUAL OPPORTUNITY EMPLOYER


We are an equal opportunity employer and employ personnel without regard to race, colour, gender
identity, gender expression, physical disability, mental disability, age, ancestry, place of origin, ethnic
origin, citizenship, creed, sex, record of offences, marital status, family status or sexual orientation.
It is our policy to select the best qualified person for each position within our organization based on
demonstrated ability, experience, training and potential. This policy applies to all our employment and
personnel practices, including decisions regarding hiring, transfer, promotion, demotion and dismissal.
In addition, the Business pays compensation based on comparable value and does not discriminate in
employment based on gender.

BACKGROUND CHECKS


The Business reserves the right to require applicants and existing employees to consent to background
checks to ensure staff members possess the requisite skills.
Background checks may include, but are not limited to:


• Criminal background and police checks
• Academic and professional reference checks
• Any other inquiries required and/or permitted by law
Existing employees may be asked to consent to background checks in the event of changes to their
employment, such as transfers, promotions or modifications to their duties.


It is important that the information that is provided to us is complete and accurate. Any misrepresentation,
falsification or material omission of information provided to us may result in the rescission of a conditional
offer of employment or discipline up to and including dismissal.


DRESS CODE POLICY


Overview


We recognize the diversity of our employees and will make reasonable efforts to accommodate requests
for an exception to this policy, while having regard for our business needs.
This policy is not exhaustive in defining acceptable and unacceptable standards of dress and appearance.
Staff should use common sense in adhering to the overall intention of this policy, as explained above.
Application


This policy applies to all employees as well as temporary agency workers, volunteers, students, trainees,
and apprentices (if applicable). Failure to adhere to our standards of dress and appearance may result in
discipline. The management team is responsible for ensuring that this policy is followed.


Dress Code


The Business has established a casual dress code to allow employees to work comfortably and efficiently.
Employees are required to wear company branded t-shirts when working out of the office and / or
business attire that reflects the professional image of the company.
Employees are also required to wear personal protective equipment as required based on the jobsite
and work that is being completed. They will be supplied with safety glasses and gloves (when
applicable). Employees must bring their own safety boots and hard hats.

Hours of Work, Overtime, Holidays & Vacation

HOURS OF WORK


Regular hours for Office staff at 40 hours / week - all office staff are required to report to the office
or shop 5 days a week for the hours listed below.
Our regular in-office business hours are typically as follows (except for holidays):
Monday to Friday
Office
Shop

9:00 AM – 5:00 PM
7:00 AM – 3:30 PM

Our regular hours may be subject to change to adhere to the needs of the business.
All office employees are expected to work in office eight (8) hours per day, including an unpaid 30-minute
lunch break. Employees may also be expected to work other hours as may be requested or required from
time to time in order to meet the needs and objectives of the Business.
The Business reserves the right to alter the regular work week and regular work hours at any time,
although we will provide as much advance notice as possible.


Where applicable under the ESA, the employee is required to take a 30-minute unpaid rest period after five
(5) consecutive hours of work. The precise scheduling of rest periods will be determined by management
and are subject to the needs of the Business.


Shop hours:


Shop hours are set by the shop manager and include up to 40 hours per week. Shop staff are required
to take two 15 minute breaks paid and one 30 minute break unpaid after 5 hours of work for lunch.
All staff are intitled to take a 1 hour break at lunch as opposed to 2 -15minute breaks and 1⁄2 hour lunch
break.


Installation hours:


Installation hours are set by the construction manager and include up to 44 hours of work. Installation staff
are required to take two paid 15 minute breaks and one 30 minute break unpaid after 5 hours of work for
lunch.


All staff are intitled to take a 1 hour break at lunch as opposed to 2 -15minute breaks and 1⁄2 hour lunch
break.

OVERTIME


General


Unless ineligible under the ESA, hourly employees may be entitled to overtime pay for working a certain
number of hours in a week, as set out in the ESA. Furthermore, unless an employee’s contract of
employment states otherwise, overtime pay will be paid at one and a half (1.5) times an employee’s
regular rate of pay.


Employees must always receive prior written approval from their manager before working overtime.

Employees who work overtime without the approval of management will be subject to discipline.
Abuse of the overtime policy is considered serious misconduct and will result in discipline up to and
including dismissal.


Managers & Supervisors


Managers and supervisors do not qualify for overtime. Even if they perform other kinds of tasks that are
not managerial or supervisory, they do not get overtime pay if these tasks are performed only on an
irregular or exceptional basis.

Travel to and from work


Travelling to and from work does not qualify as work time.


“Banking” Overtime


If both an employee and the Business agree in writing, an employee may receive paid time off instead
of overtime pay. This is called “banked” time or “time off in lieu”.
Time off in lieu is earned at the rate of one and a half (1.5) hours of paid time off work for each hour of
overtime worked.


Paid time off must be taken within three (3) months of the end of the work week in which it was earned
or, with the employee’s agreement, within twelve (12) months of that work week. However, any banked
time must be taken on a date mutually agreed upon in advance by the Business and the employee.


PUBLIC HOLIDAYS


The Business adheres to the public holiday provisions of the ESA, as amended from time to time, and will
administer this policy in accordance with the requirements of the Act. Eligible employees are entitled to the
following 9 public holidays stated in the ESA with pay:


• New Year’s Day
• Family Day
• Good Friday
• Victoria Day
• Canada Day

• Labour Day
• Thanksgiving Day
• Christmas Day
• Boxing Day

In addition, employees will be given the Civic holiday in August as a paid holiday. The business reserves the right to close its office from Christmas Day to New Year’s Day. This policy will be reviewed annually and will depend on operational requirements.


These non-statutory days off will have no impact on an employee’s vacation or lieu time. Holiday Pay Employees who qualify for public holiday pay under the ESA will receive holiday pay calculated
in accordance with the Act.

If an employee agrees to work on a holiday in accordance with the Act, they shall be compensated in
accordance with the Act.
In any event, this policy shall always be applied in accordance with the ESA and under no circumstances
will an employee receive less than their full entitlement under the ESA, as amended from time to time.

VACATION


Vacation Time
All employees are required to take their vacation time in the calendar year in which the vacation time is
earned. Each employee’s vacation entitlement, and the method for determining that entitlement, will be
specifically set out in the employee’s contract of employment. If not, it will be determined in accordance
with the ESA.

You will not be permitted to carry vacation time over to a subsequent year unless you obtain approval in
writing from management. However, at no time will you receive less than your vacation entitlements under
the ESA.

Scheduling Vacations


All vacation requests must be made by submitting to management a completed Form A (Vacation
Request Form), which can be found in the Appendix hereto. All requests for vacation must be submitted
for approval at least 30 days before the start of the proposed vacation period.
All vacations must be approved by management in advance. While the Business will make every effort
to accommodate employee vacation requests, the timing of an employee’s vacation is ultimately subject
to management’s discretion and the needs of the business.
Furthermore, the Business reserves the right to withdraw approval for a vacation should business
circumstances require it. However, should that occur, we will make reasonable efforts to minimize
any inconvenience or hardship to the employee.

Leaves of Absence

STATUTORY LEAVES OF ABSENCE
The ESA sets out several different statutory leaves of absence that can be taken by employees. For a
complete list and details regarding each leave, please consult the ESA under Part 14.
When an employee takes a statutory leave of absence, the employee must make management aware by
submitting a Form B (Statutory Leave Notice Form), notifying the manager in writing, or both.
Below are the available statutory leaves prescribed by the ESA that require employees to submit a Form B
and notify management in writing prior to commencing the leave:


• Bereavement Leave
• Family Responsibility Leave
• Sick Leave
• Pregnancy and Parental Leave
• Reservist Leave
• Organ Donor Leave


Employees must notify their manager in writing as soon as is reasonable before taking the above statutory
leaves by submitting a completed Form B, which can be found in the Appendix hereto. However, if, due to
their circumstances, they must commence the leave before notifying management, they must submit the
completed Form B as soon as possible.
Also, we may require that the employee provides evidence reasonable in the circumstances that they were
entitled to the leave.
Below are the available statutory leaves prescribed by the ESA that require employees to notify
management in writing prior to commencing the leave:


• Domestic or Sexual Violence Leave
• Family Medical Leave
• Critical Illness Leave
• Child Death Leave
• Crime-Related Child Disappearance Leave
• Family Caregiver Leave
• Emergency Leave


Employees must notify their manager in writing as soon as is reasonable before taking the above statutory
leaves of absence. However, if, due to their circumstances, they must commence the leave before notifying
management, they must do so as soon as possible.

PAID SICK DAYS
In addition to the statutory leaves prescribed by the ESA, employees will be eligible for 3 paid days for Sick
Leave. These days cannot be carried into the following year and cannot be used to extend vacation time.

EFFECT OF A LEAVE
The purposes of the foregoing leaves, their length, and eligibility criteria vary. An employee may be entitled
to more than one leave for the same event. Each leave is separate and the right to each leave is
independent of any right an employee may have to the other leave(s).
Please read the ESA for a detailed explanation of your leave entitlements.
Unless otherwise required by law, while an employee is on a leave, their terms of employment will remain
the same and the Business will continue to pay its share of the premiums required to maintain benefits, if
any, which were available to the employee prior to the leave. However, if an employee on leave elects in
writing not to continue participating in any applicable benefit plans while on a leave of absence, the
Business will not continue to make its employer’s contributions to the benefit plans while the employee
remains on leave.

OTHER LEAVES OF ABSENCE
The Business recognizes that there may be times when employees need to take a leave of absence from
work for reasons other than those identified above. While it is impossible to define all the circumstances in
which an employee will require time away from work, this policy is intended to provide some general
guidelines.
The Business will consider, among other things, the following factors when it receives requests for a leave
of absence not otherwise legislated:


• Previous requests for a leave of absence;
• The availability of suitable replacement staff;
• The time of year at which the request is made; and,
• The purposes of the leave.


All requests for a leave of absence will be considered on an unpaid basis and without a continuation of
benefits, unless otherwise stated and expressly indicated in writing by the Business or required by law.
If an employee wishes to request an additional leave of absence, they must provide at least 30 days’ notice
to their manager by submitting a completed Form C (Non-Statutory Leave Notice Form), which can be
found in the Appendix hereto. However, if, due to their circumstances, the employee must commence a
leave before notifying management, then they must submit the completed Form C as soon as possible.

Attendance Policy and Scheduling

Employees are required to report to work in accordance with their approved schedules. This includes
maintaining regular attendance and arriving to work for their scheduled start time.


CALL IN PROCEDURES


In the event of an absence, employees are required to call in/text/email/submit to the chat to report the
absence to their manager at least 1 hour before their scheduled start time. If an absence can be scheduled
in advance, an employee is required to do so in writing to their manager.

Where it is impossible for an employee to report an absence because of hospitalization or for other
emergency related reasons, the employee may have a family member or friend report the absence at
the first available opportunity.
In the event of a late arrival, employees are required to call in/text/email to report their late arrival to their
manager as soon as possible.
If an employee must leave work early, they must notify their manager as soon as possible. Office staff must
let the office team know if they are leaving the office before 4:30 via the Google chat.
If late arrivals or early departures can be scheduled in advance, an employee is required to do so in writing
to their supervisor.


MEDICAL DOCUMENTATION


Employees are required to provide medical documentation (at the employee’s expense) after the 3rd
consecutive sick day taken after they have exhausted their annual Sick Leave entitlement under the ESA.


CULPABLE ABSENTEEISM


An employee may be disciplined up to and including dismissal for culpable absenteeism. Culpable
absenteeism refers to absences that are “blameworthy” in the sense that they involve the unjustified
withdrawal of services by an employee – for example, failing to show up for work on time, failing to report
for the entirety of their working hours or failing to request and/or report an absence in accordance with this
policy.


ABSENCES FOR APPOINTMENTS


All appointments (e.g. doctor/dentist appointment, etc.) should be scheduled outside of normal working
time. Time off for appointments that can only be scheduled during working hours must be approved by the
employee’s manager.

Employment Review Policy

Purpose:


This policy ensures all employees receive structured feedback, an opportunity to discuss their performance, and
set goals for growth. Reviews will occur at regular intervals, independent of salary adjustments.


1. Scope
This policy applies to all employees, regardless of position or employment status.


2. Frequency of Reviews
• Mandatory Reviews:
o All employees will have a formal performance review at least once every two years.
o Additional reviews may be conducted as needed (e.g., after significant projects, role changes, or
at the request of the employee or manager).

3. Review Process
1. Scheduling:

o Reviews will be scheduled in advance to ensure adequate preparation time for both the employee
and the manager.


2. Discussion Topics:
o Assessment of the employee’s performance over the past two years.
o Feedback on strengths and areas for improvement.
o Setting goals for the upcoming period.
o Addressing employee concerns or suggestions.


3. Outcome Documentation:
o A summary of the review, including goals and agreed-upon action items, will be recorded and
shared with the employee.

4. Salary and Compensation
• Performance Reviews Are Not Linked to Salary Adjustments:
A performance review does not guarantee or imply a salary increase. Compensation decisions are made
separately and are based on company policy, budget, and role-specific criteria.


5. Confidentiality
All reviews and documentation are confidential and accessible only to the employee, their manager, and
authorized HR personnel.


6. Roles and Responsibilities
• Managers: Conduct reviews on schedule and provide honest, constructive feedback.
• Employees: Actively participate in the review process and work on identified goals.
• Upper Management: Ensure reviews are conducted as scheduled and provide necessary support.


7. Policy Review
This policy will be reviewed periodically to ensure it remains relevant and supports employee development.
For questions or clarification, contact your manager.

Discipline Policy

The Business is committed to fair and constructive treatment of unacceptable work performance. The following
progressive discipline process will, where appropriate, be carried out with the intent of improving employee
behavior and/or performance.


IDENTIFICATION OF PERFORMANCE ISSUES


The employee’s manager is responsible for promptly identifying and responding to any unsatisfactory
conduct or performance by the employee. Before initiating our progressive discipline process, the manager
shall first communicate our expectations to the employee both verbally and in writing so that the employee
is fully aware of the standards expected of him or her and that failure to comply with those standards will
result in discipline.

PROGRESSIVE DISCIPLINE


If the employee’s performance continues to fall short of acceptable standards or if the employee commits
a serious initial act of misconduct, such as violating the rules set out in this policy, the employee’s supervisor
shall initiate the progressive discipline policy, which involves a verbal warning, a written warning, and a
dismissal if management deems appropriate.


Step One: Verbal Warning

The employee’s manager shall meet privately with the employee to discuss their performance issues and
warn the employee that failure to correct their conduct could lead to further discipline up to and including
immediate dismissal for cause. The manager shall discuss with the employee ways to bring about
improvements in the employee’s performance and schedule a follow-up interview date.
If the Business determines that it is appropriate, the employee will be placed on a performance improvement
plan with the aim of helping the employee correct their behaviour and improve their work performance.


Step Two: Written Warning
If an employee’s performance does not improve following Step 1, then the employee shall receive a written
warning that their continued misconduct could lead to further disciplinary action up to and including
dismissal for cause. The employee’s manager will again discuss with the employee ways to bring about
improvements in the employee’s performance and schedule a follow-up interview date.
If the Business determines that it is appropriate, the employee will be placed on a new or updated performance
improvement plan with the aim of helping the employee correct their behaviour and improve their work
performance.


Step Three: Dismissal
If the employee’s misconduct continues after Step 2, then the employee will be dismissed.


EXCEPTION FOR SERIOUS MISCONDUCT
The Business reserves the right to dismiss an employee prior to carrying out any or all of the steps set out
above where, in its sole discretion, we determine that the employee has engaged in serious misconduct –
for example, theft, breach of confidentiality, workplace violence, discrimination and/or harassment.

Anti-Discrimination and
Anti-Harassment Policy

ORGANIZATIONAL COMMITMENT


The Business is committed to providing an environment free of discrimination and harassment, in which all
individuals are treated with respect, dignity and have equal opportunities.
Under the Ontario Human Rights Code, every person has the right to freedom from harassment and
discrimination in employment.
Harassment and discrimination will not be tolerated, condoned, or ignored. If a claim of harassment or
discrimination is proven, disciplinary measures will be applied against the offending employee(s), up to and
including dismissal.


OBJECTIVES


The objectives of this policy are to:
• Ensure that all staff and clients are aware that harassment and discrimination are unacceptable
practices and are incompatible with our standards, as well as being a violation of the law;
• Set out the types of behaviour that may be considered offensive and are prohibited by this policy;
and,
• Promote appropriate standards of conduct at all times.


APPLICATION

The right to freedom from discrimination and harassment extends to all employees, including full-time, part-
time, temporary and contract staff, as well as volunteers, co-op students, interns and apprentices.

It is also unacceptable for members of staff or contractors working on our behalf to engage in harassment or
discrimination when dealing with clients, or with others with whom they have professional dealings, such as
suppliers, service providers and potential clients.


This policy applies to every level of our organization and to every aspect of the workplace environment and
employment relationship, including recruitment, selection, promotion, transfers, training, salaries, benefits
and termination.


It also covers rates of pay, overtime, hours of work, holidays, discipline and performance evaluations.
Furthermore, this policy applies to events that occur outside of the physical workplace, such as during
business trips and company parties.

PROTECTED GROUNDS


This policy prohibits discrimination or harassment based on the protected grounds listed in the Ontario
Human Rights Code, and any combination of such grounds.

DEFINITIONS OF PROHITITED BEHAVIOUR


For the purposes of this policy:


• “Discrimination” means any form of unequal treatment based on a protected ground, whether
imposing extra burdens or denying benefits. It may be intentional or unintentional. It may involve
direct actions that are discriminatory on their face, or it may involve rules, practices or
procedures that appear neutral, but have the effect of disadvantaging certain groups of people.
• “Harassment” means a course of vexatious comments or actions that are known, or ought to
reasonably to be known, to be unwelcome. It can involve words or actions that are known or
should be known to be offensive, embarrassing, humiliating, demeaning, or unwelcome.
Prohibited harassment is not necessarily based on any prohibited grounds.
• “Sexual Harassment” means: 
o engaging in a course of vexatious comment or conduct against a worker in a workplace
because of sex, sexual orientation, gender identity or gender expression, where the course
of comment or conduct is known or ought reasonably to be known to be unwelcome; and/or


o making a sexual solicitation or advance where the person making the solicitation or advance
is in a position to confer, grant or deny a benefit or advancement to the worker and the person
knows or ought reasonably to know that the solicitation or advance is unwelcome.

Examples of Prohibited Behavior
Examples of the type of behavior prohibited by this policy include but are not limited to:


• Any form of sexual harassment, including touching, petting, pinching, kissing, unwelcome sexual
flirtations, advances, requests, or invitations, leering or other suggestive gestures;
• The display of visual sexual material that is offensive, or which one ought to know, is offensive;
• Bullying;
• Demeaning and/or belittling comments;
• Nicknames, remarks, jokes or innuendos related to a protected ground;
• Obscene remarks or gestures;
• Display or circulation of offensive pictures, graffiti or materials, whether in print form or via e-mail
or other electronic means;
• Singling out an individual for humiliating or demeaning teasing or jokes because they are a
member of a protected group;
• Comments ridiculing an individual because of characteristics that are related to a protected
ground; and,
• Creating a poisoned work environment through comments or conduct. The comments or conduct
may not be directed at a specific individual, and may be from any individual, regardless of position
or status. A single comment or action, if sufficiently serious may create a poisoned environment.

What isn’t Workplace Harassment or Discrimination?


Reasonable action or conduct by a manager or employee that is part of his/her normal work function will
not normally be considered harassing or discriminatory. This is the case even if there are sometimes
unpleasant consequences for an employee. Examples include:


• Changes in work assignments;
• Scheduling;
• Job assessment and evaluation;
• Workplace inspections;
• Implementation and enforcement of dress codes; and,
• Counselling/disciplinary action.
Differences of opinion or minor disagreements between co-workers will also generally not be considered
workplace harassment.


ROLES AND RESPONSIBILITIES


All employees are expected to uphold and abide by this policy, by refraining from any form of harassment
or discrimination, and by cooperating fully in any investigation of a harassment or discrimination complaint.
Managers have the additional responsibility to act immediately on observations or allegations of harassment

or discrimination. Managers are responsible for creating and maintaining a harassment and discrimination-
free organization and should address potential problems before they become serious.

Any employee who believes they have been subjected to workplace discrimination or harassment should
report the matter to their manager for investigation in accordance with the procedures set out below. If an
employee’s manager is alleged to have engaged in workplace discrimination or harassment, the employee
may report such matters to the next level of management.


COMPLAINTS PROCEDURE


Step One: Reporting
A report should include details about the alleged incident(s), including the date(s), time(s) and location(s),
what happened, who was involved and the names of any witnesses.
If an emergency exists and the situation is one of immediate danger, then it should be immediately reported
to the police by dialing “9-1-1” as soon as it is safe to do so. A person in a situation of immediate danger
must at the same time take whatever steps are necessary to ensure their own safety and to protect
themselves against harm or injury. Once an employee is safe, then he or she can then report the matter to
management.


A manager in receipt of any report or complaint by an employee of workplace discrimination or harassment,
or who otherwise becomes aware of any allegation of workplace discrimination or harassment, shall
immediately notify the complaints officer.

Step Two: Workplace Investigation
The investigator, upon receipt of a complaint or allegation of workplace discrimination or harassment, shall
conduct a prompt, thorough and confidential investigation into the allegation or complaint.
The Business will also conduct an investigation if it indirectly becomes aware of an incident of workplace
harassment or discriminatory conduct, such as where an employee witnesses an incident of workplace
harassment or discrimination or learns about it from a third party.


The Business may, at its discretion or where required, utilize the services of a third-party investigator, outside
legal counsel, or such other external expertise as necessary in the circumstances.
Under no circumstances will a complaint or allegation be investigated by the individual who is the alleged
harasser or by the individual who is alleged to have engaged in discriminatory conduct. Furthermore, under
no circumstances will a complaint be investigated by an individual who is under the direct control of the
alleged harasser or by an individual who is alleged to have engaged in discriminatory conduct.


The investigation procedure is as follows:

1. Interview with the complainant: The investigator will interview the complainant concerning the facts
underlying their allegation(s).
2. Interview with the respondent: The investigator will interview the employee accused of committing
the workplace discrimination or harassment. The employee will be asked for their response to the
allegation(s) being made and for their side of the story.
3. Interviews with witnesses and other individuals: The investigator will then interview any other
employees or individuals who may have witnessed the incidents of alleged workplace discrimination
or harassment, or who may otherwise be able to provide information relevant to the investigation.
4. Records: The investigation will be documented, and the record will consist of, among other things,
detailed notes of all interviews with employees and witnesses and all other information relevant to the
investigation.
5. Report: The results of the investigation will be reported, in writing, to management. The results will
include an assessment of the validity of the complaint.

Step Three: Action


The results of an investigation must be communicated in writing to the worker(s) who has/have claimed the
alleged harassment or discrimination and to the alleged harasser, if he or she is a worker of the employer.
Where an investigation results in disciplinary action, the complainant(s) and the respondent(s) will be
informed in writing. If the investigation does not corroborate the complaint(s), then the complainant(s) and
the respondent(s) will be advised in writing and the matter will be closed. It is important to note that the
results of the investigation are not the same as the investigation report. The results of the investigation are
a summary of the findings of the investigation.


If the investigation corroborates the complaint(s) to the satisfaction of the Business, then the Business will,
among other things, take appropriate disciplinary action against the offending employee(s), and any other
measures it deems necessary to properly address the incident and prevent future incidences of workplace
discrimination and harassment. The nature and extent of any disciplinary or remedial action will be
determined by the Business in its sole discretion and may include dismissal of the offending employee(s)
for cause. The Business may require that a worker participate in an anger management program or other
form of counselling, either voluntarily or as a condition of continued employment.


PROTECTION FROM RETALIATION


No retaliation or reprisals will be undertaken or tolerated against any employee who, in good faith,
complains of, reports or participates in the investigation of any allegations of workplace discrimination or
harassment.

EMPLOYEE COOPERATION


If it is necessary for the purposes of completing, carrying out or protecting the integrity of an investigation, or
if it is necessary to maintain a work environment that is safe and free of harassment and discrimination, the
Business may require an employee to remain out of the workplace while an investigation is being conducted.
The participation and cooperation of all employees is critical to the development and implementation of this
policy. The refusal or failure of any employee to cooperate with the Business is a serious form of misconduct
for which an employee may be disciplined up to and including dismissal.


CONFIDENTIALITY


The Business recognizes the difficulty of coming forward with a complaint of workplace discrimination or
harassment and a complainant’s interest in keeping the matter confidential. To protect the interests of the
complainant, the respondent, persons who may report incidents of workplace harassment and the integrity
of the process, confidentiality will be maintained throughout the process and information relating to the
complaint will be disclosed only to the extent necessary for the purposes of investigating or taking corrective
action with respect to the incident or complaint or is otherwise required by law.
All individuals involved in a workplace investigation are expected to keep the substance of the investigation
strictly confidential. Unless otherwise set out in this policy, all records of complaints, including records of
meetings, interviews, results of investigations and other relevant material, will be maintained in a
confidential file and will be disclosed only to the extent necessary to carry out these procedures and where

disclosure is required by law. All such records will be retained in accordance with our privacy policy and
procedures.

POLICY REVIEW


This policy shall be monitored on an ongoing basis and shall be reviewed annually.

Accommodation Policy

The Business is committed to its duty to accommodate an employee and to actively engage in the
accommodation process with employees, their physicians, and, where applicable, their representatives.
This policy covers all employees of the Business requiring short or long-term accommodation because of any
injuries, disabilities, or illness originating on or off the job, or any other protected need or rights under
applicable human rights legislation.


The process described in this policy applies when accommodation is requested and documented by an
employee, by a qualified medical care provider or physician on behalf of an employee, or objectively
determined and documented by management.


ACCOMMODATION PROCESS


The accommodation process involves a systematic and in-depth review of the job requirements and the
limitations or performance problems the accommodation needs creates.
The purpose of this review is to identify changes or modifications that may allow the employee to perform
the essential job duties free from workplace obstacles.
Accommodation is a shared responsibility between employees requesting accommodation and the
Business.


A review to determine the feasibility, type and duration of accommodation involves an interactive process
and dialogue that should involve at a minimum the employee requesting the accommodation and local
management. Depending on the circumstances, the Business may also mandate a third party to help with
the assessment of the available positions and determining the possible accommodations.
Each request for accommodation will be assessed on a case by case basis, considering, among other
things, the employee’s particular situation and the potential impact of the requested accommodation on the
Business. This process may take several discussions to determine the feasibility, type and duration of
accommodation. Other factors, including the employee’s ability to perform the essential functions of his or
her role with the accommodation and the reasonableness of the accommodation, will be considered.


If the Business determines that it cannot reasonably accommodate the employee’s request, the employee’s
continued employment with the Business will be assessed based on applicable employment laws and
regulations and the Business’s policies and procedures. During continued employment, the Business will
continue the interactive process towards identifying accommodation(s) that meets the needs of the
employee and does not create an undue hardship on the Business.


The Business may require an employee to provide medical documentation supporting the requested
accommodation. Acceptable documentation will clearly include the employee’s specific functional
limitations, the prognosis for recovery and the anticipated length of time the accommodation will be required.
Vague or generic statements in documents are not acceptable. Examples of unacceptable statement
include: “light duty”, “cannot work full time”, or “can only be assigned to [particular piece of equipment or
task]”.

If an employee refuses to provide this supporting documentation, the employee may not be entitled to
reasonable accommodation.

The Business has the right to retain and use a medical professional of its choice to review and advise it on
accommodation matters and to review relevant documentation and the employee has the obligation to
cooperate with this process.


OUR RESPONSIBILITIES


The Business is responsible for:
• providing information to employees about accommodation and return-to-work assistance;
• identifying and eliminating barriers that may prevent an employee from performing his or her job;
• managing employee requests for accommodation in a timely, confidential and sensitive
manner;
• ensuring that appropriate individuals are involved in the accommodation process;
• informing individuals as to what information and documentation they need to provide to
facilitate the accommodation process; and,
• initiating discussions about accommodations with employees where appropriate.


EMPLOYEE RESPONSIBILITIES


Employees are responsible for:
• making their accommodation needs known to management;
• helping to identify potential accommodation options;
• providing information and documentation in support of their request for accommodation;
• accepting the accommodation solution that meets their needs, even if it is not their preferred
accommodation option; and,
• informing the Business of any changes to their needs to allow it to properly assess and revise
any accommodation, if required.

Confidentiality

CONFIDENTIAL INFORMATION


In the course of your employment, you may receive confidential information about the Business and its
clients (including client names and contact information) and employees (collectively, “confidential
information”). Disclosure of any confidential information would be highly detrimental to the Business’ best
interests. As such, all employees, volunteers and other agents shall:


• Take precautions to protect and maintain all confidential information;
• Only release confidential information to those authorized to receive it;
• Not disclose, publish or distribute (including by way of social media) confidential information to
any unauthorized persons, including the media, at any time;
• Not remove confidential information from its premises or your workplace without its express
permission;
• Not make improper use of confidential information, either directly or indirectly; and,
• Safeguard against unintentionally disclosing confidential information – that is, by not discussing
confidential information in public and by not working with confidential information on a laptop in
public or transmitting such information by unsecured means.

When your employment ends, you must immediately return all materials or property belonging to the
Business. You agree not to retain, reproduce or use any confidential or proprietary information or property
belonging to the Business, including lists of its clients and/or employees.


HANDLING CONFIDENTIAL INFORMATION


The following rules govern how all employees, independent contractors, volunteers, and other agents
shall handle and store confidential information:
1. Confidential information shall be circulated in sealed envelopes.
2. Address and mark confidential envelopes with the words “PERSONAL AND CONFIDENTIAL”. These
envelopes are to be opened only by the persons to whom they are addressed or by persons designated
by management as being responsible for handling confidential material.
3. If applicable, handle confidential information with care and, where appropriate, place documents in the
shredding receptacles located in the office.
4. At the end of the working day, individuals must lock doors, desks, filing cabinets and any other storage
cabinets containing confidential information. Such cabinets and storage facilities must always be
closed and secure.

PROTECTION OF ELECTRONIC DATA


If applicable, the following rules govern the handling of electronic data:

1. Individuals must log off their computer at the end of every shift or workday or when they are to be away
from their desks for an extended period of time.
2. Computer passwords are to be changed semi-annually.
3. Individuals must safeguard and must not disclose their computer access codes or any other access
mechanisms they have. In that regard, each person is responsible for all activity that occurs while
using their access codes or other mechanisms, except where this information was obtained by
fraudulent means and the individual in question could not have prevented such unauthorized use
through diligent precautionary measures.
4. Where possible, computer monitors should be positioned so that they cannot be seen easily by anyone
outside of the office.

BREACHES OF CONFIDENTIALITY


Anyone who becomes aware of a breach of confidentiality, or who suspects that a breach has occurred,
must report the incident to their manager or to another member of management immediately. An
investigation will then be conducted as expeditiously as possible to determine how the breach occurred
and, if possible, who was responsible for the breach.
Anyone who becomes aware of an unauthorized or fraudulent use of their access codes or access
mechanisms must immediately notify their manager or another member of management.


USE OF PERSONAL DATA


The Personal Information Protection and Electronic Documents Act (“PIPEDA”) regulates our use of
your personal data, in addition to any other privacy legislation that is applicable. As an employer, it is our
responsibility to ensure that the personal data we process in relation to you is done so in accordance with
the required principles. Any data held will be processed fairly and lawfully and in accordance with the rights
of our employees.


We will process data in line with the applicable legislation in relation to both job applicants and employees.
You have certain rights in relation to your data. More information about these rights is available in our
Privacy Policy. We are committed to ensuring that your rights are respected in accordance with the law
and have appropriate mechanisms for doing so.


We may ask for your consent for processing certain types of personal data. This includes use of software
for tracking human resources and login data. In these circumstances, you will be fully informed as to the
personal data we wish to process and the reason for the processing.

You may choose to provide or withhold your consent within the software itself. Once consent is provided,
you can withdraw consent at any time. You are required to comply with all Company policies and procedures in relation to processing data. Failure to do so may result in disciplinary action up to and including dismissal.


Drug and Alcohol Policy


GENERAL


Employees are strictly prohibited from reporting to work and engaging in work while impaired by drugs,
alcohol or other substances (including cannabis) which may cause impairment.
The use, possession, transfer, or sale of any illegal substance on our premises or in any parking lot or work
site is strictly prohibited.
However, if any employee requires accommodation due to a disability (such as substance abuse issues)
or as a result of being prescribed medically required drugs (including cannabis), the worker should
immediately report his or her condition to management in confidence.


DEFINITIONS


“Impairment” or “being impaired” means that an employee’s normal physical or mental abilities, or faculties,
while at work have been detrimentally affected by the use of substances (legal or illegal, including cannabis)
as determined by the Business in its sole discretion.
Without limiting the generality of the foregoing, “impairment” includes the inability to perform work duties
safely, competently, or efficiently.


APPLICATION


Any employee who reports for work impaired will not be allowed to work and any worker who is found to be
impaired while working will not be allowed to continue working. If, in the opinion of management, the
employee is considered impaired, the employee shall be sent home by taxi or another safe means of
transportation. An impaired employee shall not be allowed to drive under any circumstances.
Subject to any overriding obligations at law (such as a duty to accommodate a disability), any employee who violates this policy by either reporting to work impaired, becoming impaired at work or working while impaired is guilty of serious workplace misconduct and can be subject to severe disciplinary action including
immediate dismissal for cause. 
The Business recognizes that an addiction to drugs, alcohol, or other illegal substances can qualify as a
“disability” for purposes of human rights legislation and will accommodate any disability up to the point of
undue hardship.

Internet and Email Policy

GENERAL
The Business owns and controls all workplace technology and information technology resources and systems.
If applicable, each employee has a responsibility to use workplace information technology resources and
systems in a manner that is consistent with the objectives of their employment.
Employees should have no expectation of privacy regarding any information or data that is received, stored,
or transmitted via workplace technology and information technology resources and systems. In addition,
employees have no ownership or proprietary interest in any information or data that is received by, stored on,
or transmitted with any workplace technology or information technology resources and systems.
Information technology resources and systems refer to the following non-exhaustive list:


• Personal computers and workstations;
• Internal office instant messenger;
• Laptop computers;
• Data storage devices;
• Computer hardware;
• Peripheral equipment, such as printers, modems, fax machines and copiers;
• Computer software applications and associated files and data, including software that grants
access to external services such as the Internet;
• Electronic mail (email);
• Personal digital assistants and smartphones; and,
• Voicemail systems.


Except as provided in this policy, the use of information technology resources and systems is strictly limited to
work-related purposes. Non-business personal use is strictly prohibited.
Any attempt to degrade the performance of a computer system or network or to deprive authorized personnel
of resources or access to any of our computer or network is prohibited and will result in discipline up to and
including dismissal.

INAPPROPRIATE USE OF I.T. RESOURCES AND SYSTEMS


Inappropriate use of information technology resources and systems includes but is not limited to the
following:


• Illegal activity, including breach of copyright laws;
• Accessing inappropriate websites, including but not limited to sites containing pornographic and
hate literature;
• Online gambling or other game playing;
• Using technology to harass, discriminate or make defamatory, slanderous or libellous
statements (e.g. sexually explicit or racial messages and/or jokes);
• Online shopping or bidding on online auctions;

• Accessing chat rooms and instant messaging;
• Flooding or spamming;
• Downloading, installing or using unlicensed software;
• Signing guest books, newsgroups or bulletin boards; and,
• Conducting personal business, such as online banking.


EMAIL USE


The use of email is reserved primarily for business use. Limited personal use of email is permissible if such
use is reasonable and not in contravention of this policy with respect to inappropriate use of information
technology resources and systems. Even when used for limited personal use, the content of any email
communication sent, received or stored remains the property of the Business at all times.

Smoke-free Workplace Policy

GENERAL

The Business is committed to creating a safe, healthy, and comfortable workplace for all its
employees and visitors. The Smoke-Free Workplace Policy (the “Policy”) sets out the Business’
prohibition on smoking in the workplace and assists the Business in complying with the Smoke-Free
Ontario Act, 2017.


SCOPE

This Policy applies to all employees of the Business.


DEFINITIONS
For the purposes of this policy,
o “Smoking” means:
o Inhaling and exhaling or holding lighted tobacco or cannabis (medical or recreational);
and
o Inhaling and exhaling the vapor produced by an electronic cigarette or similar device,
whether or not the vapor contains nicotine.
• “Workplace” includes but is not limited to:
o All company-controlled premises, including but not limited to offices, meeting rooms,
waiting rooms, washrooms, lounges, dining rooms, and immediate surrounding
areas; company vehicles, lodging.
o All non-company-controlled premises where an employee is performing work for, and
on behalf of, the business.

POLICY STATEMENT
Smoking in the workplace is strictly prohibited. All employees and visitors must comply with and
support the Policy.


CONTRAVENTIONS OF THE POLICY
Repeated contraventions of the Policy may lead to disciplinary action up to and including dismissal.

Social Media Policy

GENERAL
The Business recognizes that social media use is widespread and that employees use social media to
communicate and interact with others. The Social Media Policy (the “Policy”) is intended to safeguard our brand’s reputation and encourage employees to use social media responsibly by setting out expectations around proper online conduct.


SCOPE
This Policy applies to all employees of the Business.


DEFINITIONS
For the purposes of this policy,
• “Social Media” means forms of electronic communication (such as websites for social
networking and microblogging) through which users create online communities to share
information, ideas, personal messages, and other content; includes but is not limited to LinkedIn,
Twitter, Facebook, Instagram, YouTube, Tik Tok and any other similar means of communication.
• “Use” Includes posting content or viewing the posts of others, sending/reading messages,
watching videos, and any other similar use by means of computer, mobile phone, or any other
device.
• “Sensitive, Private, or Confidential Business Information” means Information, knowledge, or data
of any nature and in any form relating to the past, current, or prospective business or operations
of the Business that, at the time(s) concerned, is non-public information.

POLICY STATEMENT
Employees are prohibited from using social media during working hours and may only do so during their approved breaks or unless otherwise authorized by their manager.
When using social media (whether during approved breaks or outside of work), employees must conduct themselves in accordance with the following rules and expectations:


• Be aware that others will associate you with your employer when you identify yourself as such.
• Do not post or share comments about a co-worker, client, or contractor/vendor that could be
perceived as offensive, harassing, threatening, retaliatory, or discriminatory.
• Do not post or share sensitive, private, or confidential Business information.
• Do not express opinions which claim to be the opinion of the Business. Any personal blogs should
contain a disclaimer that the views expressed on it are personal views of the author only.
• Do not post or share comments representing your own views about the Business.
• Do not upload photographs to social networking sites of yourself or any other employee taken in
a work situation or in a work uniform.

• Respect client privacy. Never give out personal client information.
• Ensure that you are always complying with your employment contract, Employee Handbook, and
all other policies of the Business.
• Even if you act with the best intentions, remember that anything you put on social media can
potentially harm the Business.
• Always respect others. Do not use ethnic slurs, personal insults, obscenity, or engage in any
conduct that would not be acceptable in our workplace. Show proper consideration for the privacy
of others and for topics that may be considered objectionable or inflammatory (like religion or
politics).
• You may be legally responsible for the content you post, so respect brands, trademarks, and
copyrights. Remember that social media sites and applications have access to and control over
everything you have disclosed to or on that site or application. Any information might be turned
over to law enforcement without your consent or knowledge.
• Use strict privacy settings on all social network profiles.
• Always exercise caution and common sense. If you are unsure whether a post is appropriate,
speak to your manager.
• If you accidentally put the Business’s reputation at risk, or if you fall prey to an online attack,
inform your manager immediately.

MONITORING INTERNET USAGE
The Business may monitor your internet usage regularly and may undertake more in-depth monitoring where considered necessary. This includes monitoring the websites you visit, and any other matters referred to in this Policy.


CONTRAVENTIONS OF THE POLICY
Contraventions of the Policy may lead to disciplinary action up to and including dismissal.

Personal Electronic Device Use Policy

GENERAL
The Business recognizes that employees may need their personal electronic device to communicate with family or friends or to obtain information on non-company matters while at work. Use of these devices in the workplace during working hours can interfere with employee productivity and be a distraction in the workplace. The Personal Electronic Device Use Policy (the “Policy”) sets out expectations around the use of personal electronic devices by any employee during working hours.


SCOPE
This Policy applies to all employees of the Business.


DEFINITIONS
For the purposes of this policy,
• “Emergency” means a serious situation that requires immediate attention.
• “Personal electronic device” means any device that makes or receives telephone calls or emails,
leaves voice messages, sends text messages, selects music, checks social media, or surfs the
internet; includes cell phones, tablets, laptops, computers, or any similar electronic device.
• “Use” includes checking/sending personal texts or emails, answering/making personal phone
calls, checking social media, surfing the internet, playing games, listening to music, or any other
use.

POLICY STATEMENT
Employees are permitted to use their personal electronic devices during working hours. However, personal use must be kept to a minimum and must not become a distraction from the employee’s duties and responsibilities.
Employees are encouraged to ensure that their family and friends are aware of this Policy.


CONTRAVENTIONS OF THE POLICY
Repeated contraventions of the Policy may lead to disciplinary action up to and including dismissal.

Company Equipment Policy

PURPOSE
The Business provides employees with company equipment required to perform their job. The Company
Equipment Policy (the “Policy”) ensures proper care and accountability in handling company equipment.


SCOPE
This Policy applies to all employees of the Business who have been provided with company equipment.


OWNERSHIP OF EQUIPMENT
All equipment issued to employees remains the property of the Business.


EMPLOYEE RESPONSIBILITIES
Employees who are issued equipment by the Business are responsible for the following:
• Safekeeping and properly caring for the equipment;
• Limiting use of the equipment to themselves;
• Limiting their use to work-related purposes for which the equipment was assigned, except when
otherwise directed by management;
• Promptly reporting to their manager any loss of, damage to, or unserviceable condition of
any equipment;
• Not attempting to repair any damaged or malfunctioning equipment without prior approval of a
manager (unless it is part of their job);
• Not discarding or selling damaged or malfunctioning equipment without management
written approval; and,
• Securing equipment during transit.


LOSS/THEFT OF EQUIPMENT
Lost or stolen equipment must be immediately reported to management. If the equipment is stolen outside the Business’s premises, the employee must also report it to the police.


INTENTIONAL DAMAGE TO EQUIPMENT
Intentionally damaging company equipment (including the hardware or software) in any way may result in the loss of privileges and/or other discipline up to and including dismissal.
The Business reserves the right to recover expenditures associated with intentional damage to equipment,
in accordance with applicable laws.
An employee may voluntarily reimburse the Business for damaged equipment, which may be considered a
mitigating factor in determining the extent of disciplinary action.

CONTRAVENTIONS OF THE POLICY
Contraventions of the Policy may lead to disciplinary action up to and including dismissal.
Termination of Employment


GENERAL
Terminations are to be treated in a confidential, professional manner by all involved. Upon termination,
employees are entitled to receive all earned pay and/or commissions and vacation pay.


MANNERS OF DISMISSAL
Reference to just cause includes:
• A material breach of the employee’s employment agreement or the Business’s employment
policies;
• Unacceptable performance;
• Theft, dishonesty or falsifying records, including providing false information as part of an
application for employment;
• Intentional destruction, improper use or abuse of our property;
• Violence in the workplace;
• Obscene conduct at our premises or during company-related functions elsewhere;
• Harassment of co-workers, supervisors, managers, clients, suppliers or other individuals
associated with the Business;
• Insubordination or willful refusal to take directions;
• Intoxication or impairment in the workplace;
• Repeated, unwarranted, and willful lateness, absenteeism or failure to report to work;
consistent early departure from work.
• Personal conduct that prejudices the Business’s reputation, services, or morale.
Upon termination for cause, the employee shall be provided with a written summary of the reasons(s) for
dismissal.

EMPLOYER PROPERTY


Upon the end of employment for any reason, an employee shall return all items of any kind created or used pursuant to the employee’s service or furnished by us, including but not limited to computers, mobile
devices, reports, files, manuals, literature, confidential information, or other materials, which shall remain
and be considered the exclusive property of the Business.

Employee Travel Pay Policy

Purpose:
This policy outlines the compensation structure for employees who are required to travel for work-related
purposes. It specifies how travel time is paid, including handling delays caused by transportation issues
outside the employer’s control.

General Principles
• Employees will be paid for time spent traveling for work, subject to the terms outlined in this policy.
• The policy aims to ensure fair compensation while considering unforeseen transportation delays
outside the employer's control.

Travel Time Compensation
• Travel During Regular Working Hours:
Travel time occurring within an employee’s regular working hours (e.g., 9 a.m. to 5 p.m.) is fully
compensable, regardless of delays.
• Travel Outside Regular Working Hours:
Employees will be compensated for travel time outside regular working hours at their standard hourly
rate, minus time lost due to transportation delays that are beyond the employer’s control (e.g.,
flight delays, traffic jams, or public transit disruptions).

Exceptions for Transportation Delays
• Compensation does not apply to time lost due to:
o Flight delays or cancellations.
o Traffic delays or road closures.
o Public transit interruptions.


Exceptions:
o Delays occurring during regular working hours are fully paid.
o Employees required to perform work during the delay (e.g., responding to emails, attending
virtual meetings) will be paid for that time.

Overtime and Weekly Hours
• If the combined work and travel hours exceed 44 hours in a week, the employee will be eligible
for overtime pay at 1.5 times their regular hourly rate; however, overtime hours must be
preapproved.


Meal and Rest Breaks
Time taken for meal or rest breaks during travel is unpaid unless:
The break coincides with required work duties.
The employee is required to remain on call.

Expense Reimbursement
Employees are eligible for reimbursement of reasonable travel-related expenses (e.g., meals,
accommodations) as per the company’s Expense Reimbursement Policy.
Receipts must be submitted for approval.

Reporting and Documentation
Employees must document travel time and any delays in their weekly timesheets.
Delays should be reported to the manager as soon as reasonably possible.


Applicability
This policy applies to all employees required to travel for work-related purposes, including but not
limited to client visits, installations, and training sessions.


Dispute Resolution
If there are discrepancies or disputes regarding travel time or delay compensation, employees are
encouraged to review the employee handbook and consult with their manager.


Summary
Employees are compensated for all travel time except for delays outside the employer’s control. However,
delays occurring during regular working hours or when work is performed are fully compensable. This policy
ensures fair treatment while maintaining accountability for time management during travel.

Choosing Alternative
Transportation

General Principles
Compensation will reflect what the employee would have been paid if they took the employer- provided flight.
The employer is not obligated to cover any additional time or costs incurred due to the employee’s decision to drive.

Compensation


Travel Time Pay:
travel time is capped at the flight duration (plus reasonable time for pre-flight check-in, security, and ground
transportation).
Example: If the flight would take 3 hours, and driving takes 8 hours, the employee is compensated for only 3 hours of travel time, unless the additional driving time is approved in advance.

Expense Reimbursement:
The employee will be reimbursed for mileage at the company’s standard rate of $0.58/km for the direct driving distance to the site. Additional costs (e.g., overnight accommodations or meals) are not covered unless the employee provides a business justification and receives prior approval.

Overtime Considerations:
If the total travel and work hours exceed the 44-hour workweek threshold (or other provincial overtime limits), overtime rules apply based on the hours the employee would have worked or traveled using the employer-provided option.

Conditions for choosing to drive
To ensure fairness:
• Employees must inform their manager in advance of their intent to drive and receive written approval.
• Any additional time spent driving is unpaid unless explicitly agreed upon.
• Mileage reimbursement is limited to the most direct route between the departure and destination points.
• Employees assume personal responsibility for delays or added costs due to their decision to drive.


Summary
If an employee opts to drive to a work site instead of taking a flight provided by the employer, they will be compensated for travel time equivalent to the duration of the flight plus reasonable pre- and post-flight time (e.g., airport check-in, security clearance, and ground transport). Mileage will be reimbursed at the company’s standard rate for the most direct route. Any additional costs or time resulting from the decision to drive are the responsibility of the employee unless approved in writing by their manager.

Expense Reimbursement Policy

Purpose:
This policy outlines the guidelines for employees to claim reimbursement for work-related expenses. It ensures that employees are fairly compensated for necessary expenses incurred in the course of their duties while maintaining transparency and accountability.


Scope
This policy applies to all employees who incur authorized business expenses while performing their duties,
including travel, meals, accommodations, and other work-related costs.

General Guidelines
• Pre-Approval:
All expenses must be pre-approved by the employee's manager or relevant department head unless
explicitly stated otherwise in this policy.
• Receipts Required:
Employees must provide itemized receipts for all reimbursable expenses. In the absence of receipts,
employees may submit a written explanation, subject to managerial approval.

• Submission Deadline:
Expense claims must be submitted within 30 days of incurring the expense using the company’s
designated reimbursement form.


Reimbursable Expenses
Travel Expenses
• Transportation:
• Airfare: Will be booked by the head office
• Mileage: Reimbursed at $0.58 per kilometer (based on CRA guidelines).
• Ground transportation: Costs for taxis, rideshares, public transit, or rental cars are
reimbursable when supported by receipts.

• Lodging:
• Accommodations must be reasonable and within the company’s approved rate. Upgrades are
at the employee's personal expense unless pre-approved.

Meal Allowance
• Employees receive per diem at a rate of $50.00 CAD / per day for Canadian jobs and $60.00
CAD / day for US jobs, no additional meal expenses will be reimbursed.

Work-Related Supplies
Supplies purchased for business purposes (e.g., office materials, tools) are reimbursable with prior
approval and submission of receipts.

Non-Reimbursable Expenses
The following expenses are not reimbursable unless explicitly approved:
• Personal items or services (e.g., laundry, personal entertainment, or spa treatments).
• Alcoholic beverages.
• Fines, penalties, or parking tickets.
• Expenses incurred without prior approval where required by this policy.

Reimbursement Process
1. Submission:
Employees must complete the company’s Expense Reimbursement Form and attach all relevant
receipts.
2. Approval:
Claims must be reviewed and approved by the employee’s manager or department head.
3. Payment:
Approved reimbursements will be processed and paid via direct deposit or payroll within 15 business
days.

Policy Violations
Employees found falsifying expense claims or submitting unauthorized expenses may face disciplinary action,
up to and including termination.


Review and Updates
This policy will be reviewed annually and updated as needed to comply with legal requirements and company
objectives.


For questions or clarification, employees should contact their manager.

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