GUAM PRESERVATION TRUST EMPLOYEE HANDBOOK

1.0 PURPOSE & USE OF THE HANDBOOK

This Handbook has been prepared to inform personnel of the Guam Preservation Trust (GPT) about their  responsibilities to GPT, as well as GPT’s responsibilities and obligations to its employees. The Employee Handbook is the repository of all information that each employee may require of their daily activities and designed to inform everyone, of GPT policies in general.

2.0 THE HISTORY OF THE GUAM PRESERVATION TRUST

The Guam Preservation Trust was created as a non-profit public corporation in 1990 by Public Law 20-151. Its mandated purposes are:

• To seek outside grants and donations
• To acquire title in feel simple, in leasehold, or be easement, through donation, transfer, dedication, purchase, or eminent domain, of threatened Guam properties for the preservation of their historical value
• To support other activities directly related to increasing the public appreciation of and benefit from historical places

3.0 EMPLOYMENT PRACTICES

3.1. Equal Employment Opportunity

GPT is an Equal Opportunity Employer. It is the policy of the Trust to provide equal opportunity at all times without regard to race, color, religion, sex, age, national origin, ancestry, marital status, sexual orientation, citizenship,  veteran status, disabilities, or other grounds protected under the state and federal laws.

3.2. Employment Status

The following employment classifications are effective as of January 1, 2006:

Full Time Employee: A full time employee is one who has been hired for a period of 26 consecutive weeks or more, for a minimum of 40 hours a week. A full time employee is eligible for full benefits.

Part Time Employee: A part time employee is one who is hired for a period of 26 consecutive weeks or more, for less than 40 hours a week. Benefits are limited to statutory benefits.

Short Term Employee: A short-term employee is one who has been hired to fill a temporary need. Benefits are limited to statutory benefits.

3.3. Probation Period

The first 90 days of employment is an orientation period designed to introduce employees to GPT, its policies, procedures and staff. During this phase the employee has an opportunity to become familiar with his or her job duties. The Chief Program Officer will be assessed by the Board of Directors. All other employees will be evaluated by the Chief Program Officer. A copy of the employee evaluation form is attached.

Employees who successfully complete the probationary period will be recommended for continued employment and may result in a change in pay rate based on the review and approved by the Board of Directors. Regardless of whether or not employment continues after the 90-day probationary period, the employee retains the right to terminate employment with GPT, without prior notice or cause, and GPT retains the right to terminate the employee at any time, with or without cause.

3.4. Work Schedule and Attendance

3.4.A. GPT Office Hours

GPT office hours are from 8:00 a.m. to 5:00 p.m., Monday through Friday, except on the days observed as holidays.

3.4.B. Absence and Tardiness

It is the responsibility of the employee to report to work on time in accordance to their employment status. Excessive absences without a valid excuse will be grounds for warning and/or termination.

3.4.C. Lunch Hour

Lunch hour is generally between 12:00 p.m. – 1:00 p.m. In the event that the office must be manned during the lunch hours, the Chief Program Officer may schedule employee lunches on a rotation basis in order to accommodate the public needs.

3.4.D. Rest/Break Periods

Two rest/break periods of not more than 15 minutes each are permitted, one during the morning and the other during the afternoon. Rest/Break periods should not be taken at a time when it would be disruptive to work flow.

3.5. Grievance Procedures

Employees who have a work related concern or feel that they have been treated unfairly are encouraged to discuss the matter with the Chief Program Officer. If the employee is not satisfied with the results of the discussion, the next step would be to notify the Board Chair in writing for solution to grievance.

3.6. Resignation / Termination

3.6.A. Notice.

An employee leaving GPT voluntarily is expected to give at least two (2) week notice in writing so that a replacement may be found. Violations of the policies set forth in this Employee Handbook or failure to perform the duties and responsibilities of the job for which they were hired can result in the discipline or termination of an employee with no prior notice. If GPT is required to reduce costs of personnel due to lack of administrative or operational funding, or funding of projects or grants, employees affected will be given thirty (30) days notification.

3.6.B. Separation Process.

Upon separation from GPT, all keys, credit cards, and other GPT property must be returned prior to the last day of employment. GPT will issue any earned wages, accrued vacation, or sick leave, within 2 weeks of separation.

Compensation

4.1. Payday

Employees are paid on a bi-weekly basis on the established pay period schedule.

4.2. Payroll Deductions

GPT is required by law to withhold certain federal and state taxes from wages paid to employees. These deductions include Federal Income Tax (FIT), Social Security (FICA), and Medicare withholdings.

4.3. Salary Advance for Employee on Leave

The Trust has a procedure which will enable an employee to obtain an advance on the salary which would be due during his/her vacation leave. The procedure requires the employee to notify the Chief Program Officer three (3) weeks prior to the intended vacation period. This will allow sufficient time for the payroll processor to verify, prepare fund transfers for check issuance.

4.4. Overtime Work

Overtime work must be approved by the Chief Program Officer and justified as work to be conducted after normal business hours. Compensation for overtime will be rated at time and a half of the employee’s normal pay rate or unless otherwise negotiated as compensation time.

5.0 Employee Benefits

5.1. Eligibility for Benefits

An employee may be eligible to receive the benefits listed below depending on his or her employment classification. Regular full-time employees are eligible for enrollment thirty (30) days upon hire. Short-term employees may qualify for certain benefits upon meeting the eligibility requirement for the benefit(s).

5.2. Holidays

Regular full-time employees receive 12 paid holidays a year. The following holidays are observed:

To receive holiday pay, employees must work the scheduled workday before and the workday after the holiday. However, if the last day of employment falls on a holiday, the employee will be paid for the holiday. If the holiday falls on the weekend, observance will be on the workday before or after the actual holiday date.

5.3. Annual Leave

Annual Leave is accumulated incrementally each pay period and may be taken as it is accumulated and pre-approved by the Chief Program Officer. Annual leave should be requested far enough in advance and scheduled at times when the least possible disruption of workload and staffing will occur. As a general rule, if an employee becomes ill during a pre-approved annual leave, he or she may not charge the time to sick leave.

Annual leave shall be granted to employees occupying permanent positions, in accordance with the following schedules:

1. One half day (4 hours) for each full biweekly pay period in the case of employees with one (1) to five (5) years of service;
2. Three-fourths day (6 hours) for each biweekly pay period except that for accrual for the last full biweekly pay period in the year shall be one and one-fourth day (10 hours) in the case of employees with six (6) to ten (10)
   years of service.
3. One day (8 hours) for each full biweekly pay period in the case of employees with eleven (11) years or more of service.

Employees entitled to annual leave here under may accumulate up to four hundred eighty (480) hours thereof. Any annual leave earned by eligible employees in excess of four hundred eighty (480) hours shall be automatically credited to such employee’s accumulated sick leave, provided, that not more than one hundred twenty (120) hours shall be credited to said sick leave.

Employees entitled to annual leave may, prior to his or her taking of any such leave, receive a lump sum payment in cash equivalent to the amount of leave authorized to be taken.

5.4. Sick Leave

5.4A Defined

Employees occupying permanent positions shall accrue sick leave at the rate of one half day (4 hours) for each biweekly pay period in which they are in pay status for the entire ten (10) days; otherwise, there shall be no accrual for such period.

5.4B Accumulation

Unused sick leave may be accumulated and carried over to succeeding leave years without limitation.

5.4C When Allowed

Sick leave with pay shall be allowed whenever the employee is compelled to be absent from duty on account of illness, injury, medical condition, or because of quarantine due to his own or another’s illness.

5.4D Certification

If an employee is absent because of illness, injury, medical condition or quarantine in excess of three (3) consecutive days, he or she may be required to furnish a certification as to the incapacity from a regularly licensed physician or other evidence administratively acceptable.

5.4E Administration

If the certification required by Subsection (D) is not furnished, all absence which would have been covered by such certification shall be indicated on the payroll as leave of absence without pay.

5.4F Lump Sum Payment Prohibited

No employee of GPT shall receive cash payment for sick leave accrued at the time he or she is terminated or resigns.

5.4G Family and Medical Leave

Eligible Employees may take leave in accordance with the Family and Medical Leave Act of 1993 (FMLA) for any birth of the employee’s child, the placement of a child with the employee for adoption or foster care, when the employee is needed to care of child, spouse, or parent who has a serious health condition, or when the employee is unable to perform the functions of his or her job because of a serious health condition. Eligible employees are allowed to take up to 12 weeks of FMLA leave during a 12 month period.

5.5. Emergency Leave

Employees may be eligible for up to 5 days paid emergency leave per calendar year should a death or unanticipated crisis occur in the employees immediate family. Requests for emergency leave must be approved by the Chief Program Officer. In certain circumstances the Board may approve emergency leave.

5.6. Jury Duty Leave

Employees called to serve on a jury, or subpoenaed to appear in court, will continue to receive their full salaries and fringe benefits upon presentation of the court notification.

5.7. Maternity Leave.

Maternity leave shall be granted to a female employee occupying a permanent position who is absent from work as a result of childbirth. Such maternity leave shall not exceed twenty (20 days) encompassing the date of childbirth. Any additional leave taken for such childbirth purpose may be charged against accumulated sick leave or may be unpaid leave at the option of the employee. Total leave, whether maternity, sick or unpaid leave, shall not exceed six (6) months without the approval of the Chief Program Officer or Board of Directors.

5.8. Paternity Leave

Paternity leave shall be granted to an employee occupying a permanent position upon the birth of their respective child or children. Such paternity leave shall not exceed twenty (20) days of paid leave and must encompass the date of childbirth. Any additional leave taken for such purpose may be charged against accumulated sick leave,
or may be unpaid leave at the option of the employee. Total leave, whether paternity, sick or unpaid leave shall not exceed two months without approval of the Chief Program Officer or Board of Directors.

5.10 Health Incentive Leave

GPT offers employees  three (3) hours a week for activity in wellness and fitness to promote good health without assessing any leave.

5.11. Administrative Leave

GPT offers administrative leave if the employee engages in activity in representing Guam or servicing the community in cultural or preservation aspects without assessing any annual leave. Employees will be required to submit a proof or request of service for the activity or event.

5.12. Military Leave of Absence

Employees and applicants will not experience any type of discrimination based on their application to enlist, membership, or performance of duties in the uniformed services. GPT grants military leave of absence to employees who enlist for up to five (5) years of active duty in the US military or reserve or National Guard training, or call to active duty.

Employees must notify the Chief Program Officer in advance whenever possible. Military leave is unpaid, unless an employee elects to use available annual leave to receive pay for the duration of their military leave; however compensation will cease if amount of annual leave is exhausted.

Employees on military leave do not accrue vacation or sick leave, however, the time off counts toward an employee’s length of service in determining rate at which the employee can accrue vacation, pay, and other benefits after returning from military leave. Employees returning from military leave must report to work at the start of the next pay period.

6.0 Health Insurance

6.1 Medical Insurance

Medical Insurance Coverage is offered to full-time regular employees of GPT. The insurance will cover the employee and their immediate family members or legal dependents.

6.2. Dental Insurance

Dental Insurance Coverage is offered to full-time regular employees of GPT. The insurance will cover the employee and their immediate family members or legal dependents.

6.3. SIRA

Simple IRA plan is offered to full-time regular employees of GPT. GPT will cover no more than 3% of the employee’s gross wage per fiscal year. Employees have the option to participate and/or contribute to the program by payroll deduction.

6.4. Term Life

Term Life Insurance is offered to full-time regular employees of GPT. The insurance will cover the employee.

6.5 Keyman Insurance

Key man life insurance may be offered to the Chief Program Officer of GPT. The GPT pays the premiums and is the beneficiary of the life insurance policy. Insurance benefit would be paid out to the GPT in case of death, sickness, or injury of the insured

6.6. Consolidated Omnibus Budget Reconciliation Act (COBRA)

If an employee is provided Health and/or Dental benefits (6.1 & 6.2), and is released from employment by GPT due to circumstances such as voluntary or involuntary job loss, reduction in the hours worked, transition between jobs, death, divorce, and other life events, GPT offers the employee continuance of Health Coverage for a limited period. The qualified individual will be required to pay the entire premium for the coverage up to 102 percent of the cost to the plan.

6.7. Worker’s Compensation Insurance

Work related injuries are covered by Worker’s Compensation Insurance. The amount of benefits payable and the duration of payment depend on the nature of your injury.

If injured on the job, you must immediately report such injury to the Chief Program Officer. An employee’s failure to report may jeopardize the employee’s right to benefits in connection with the injury.

6.8. Beneficiary Assignment

A consent form to assign a receiver of any outstanding compensation or benefits is attached in the event of absence or demise when employed by GPT.

7.0 COMPANY POLICIES

7.1. Individuals With Disabilities

GPT recognizes that employees with disabilities, including life-threatening illnesses such as cancer, heart disease, HIV, and AIDS, may wish to continue to work and to engage in normal activities to the extent that their condition allows. These employees may work as long as they are able to meet acceptable job-performance standards with or without reasonable accommodation, and as medical evidence indicates that their condition is not a direct threat to the health and safety of themselves or others.

Employees with disabilities, including life-threatening illnesses, are entitled to confidentiality concerning their medical status and records.

GPT prohibits discrimination by supervisors or co-workers towards qualified individuals with disabilities, including those with life threatening illnesses. Discrimination includes not only conduct affecting employment decisions but also workplace harassment and intimidation.

Any employee who believes that he or she has been subjected to discrimination on the basis of a disability or life-threatening illness should immediately raise the issue with the Chief Program Officer or the Board of the Directors. Retaliation against any employee for raising such a good-faith complaint is strictly prohibited.

7.2. Drug Free Workplace

GPT has a responsibility to its employees, to those who use its services, and to the general public to ensure a safe and efficient work environment. As a condition of employment, all employees are expected to:

• Submit to an initial illegal drug screen at the time of employment.
• Refrain from the unlawful manufacture, distribution, dispensation, possession, or use of an illegal controlled substance or the unauthorized use of alcoholic beverages while on the job or on GPT premises.
• Report for work alcohol and drug free (i.e., not smelling of alcohol and with no detectable level of alcohol or illegal drugs in their system)
• Notify the Chief Program Officer when using any prescription medication that may adversely affect their fitness for duty or job performance.
• Notify the Chief Program Officer no later than 5 days after conviction of any criminal drug violation occurring in the workplace.

Any employee who is believed to be impaired by or in possession of alcohol or illegal drugs at the workplace may be subject to search and substance screening, and/or inspection of his or her workplace, as determined by the Chief Program Officer. Any violation of GPT’s drug-free workplace policy may result in disciplinary action, up to and including immediate termination.

Employees are subject to medical or physical examinations or tests, including urine drug screen, at the  determination of the Chief Program Officer, if there is reasonable cause to suspect that the employee is in violation of this policy.

7.3. Non-Smoking Workplace

GPT is committed to maintaining a comfortable and healthy work environment that accommodates the needs of smoking and non- smoking employees. Smoking is not permitted within GPT’s office.

7.4. Harassment

Harassment of an individual on the basis of race, ancestry, national origin, or any other class protected by law is strictly prohibited. An employee who feels that he or she has been harassed by another employee should report the incident immediately to the Chief Program Officer or the Board of Directors. Retaliation by other employees for filing a complaint is prohibited and investigations will be kept confidential to the extent possible.

7.5. Sexual Harassment

Sexual harassment includes unwelcome sexual advances, requests for sexual favors, and other verbal, visual, or physical conduct of a sexual nature that substantially interferes with an employee’s work performance or creates an intimidating, hostile, offensive, or abusive work environment. An employee who believes that he or she has been subjected to sexual harassment at work should immediately report the incident to the Chief Program Officer or Board of Directors. Every effort will be made to promptly investigate all allegations in as confidential a manner as possible. The nature of the complaint shall be provided to those on a need-to know basis only. An employee who is determined to have acted in violation of GPT’s sexual-harassment policy will be subject to appropriate disciplinary action, up to and including immediate termination.

Retaliation by other employees for filing a complaint, being a witness, or cooperating in an investigation of sexual harassment is prohibited.

7.6. Safe and Secure Work Environment

GPT will make every effort to ensure a safe and secure work environment, and will not allow verbal or physical intimidation or threats of violence toward any employee. Any employee who believes that the actions or words of a co-worker, visitor, or third party constitute intimidation or a threat of violence should report to the Chief Program Officer or Board of Directors. All complaints will be taken seriously and investigated promptly in as confidential a manner as possible. Any employee found to have engaged in an intimidating or threatening behavior toward another individual will be subject to appropriate disciplinary action, up to and including termination.

Employees are expected to exercise normal care and caution in the performance of their job and to report all unsafe conditions immediately to the Chief Program Officer or Board of Directors.

In the event of a tidal wave, earthquake, or other emergency, employees are directed to stay tuned to the local news for instructions. The Chief Program Officer will contact staff in case of an emergency situation requires that employees not report to work.

During typhoon conditions, employees should observe standard civil defense procedures. If a “watch” is issued, a typhoon is expected within 36 hours – individuals should take precautions and report to work as usual. If a “warning” is issued, a typhoon is expected within 24 hours; take immediate action and do not report to work.

Employees who travel to areas where typhoon conditions are present should heed the warning issued by the local safety officials.

Adopted April 2006
Amended: Resolution 0806-30
*Revisions: Resolution 0806-31; Benefits: SIRA
*Revisions: Resolution 0407-22; Benefits: Term Life
*Revisions: Resolution 0308-18; Benefits: COBRA
*Revisions: Board Motion 07/9/15; Probation, Resignation/Termination, Holidays, Health Incentive, Administrative Leave, Military Leave, Keyman Insurance, Worker’s Compensation; Beneficiary Assignment, Drug Free Workplace, Forms (Employee Evaluation, Beneficiary Assignment, Receipt & Acknowledgement of GPT Employee Handbook & Policies)
Amended: SIRA revert to 3%

Downloads

Click here to download Employee Evaluation form

Click here to download Beneficiary Assignment form

Click here to download Receipt and Acknowledgment Form – Employee Handbook form