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Section 4: On the Job

Access to Personnel Files

Upon written request, you may inspect your own personnel file.  Inspections will be held on NHF premises in the presence of NHF official.  Contact Human Resources to arrange a time to view these records.  You will be permitted to review records related to your qualification for employment, compensation and disciplinary action.  You are not permitted access to any letter of reference maintained by NHF.  If you disagree with the accuracy of any statement in the records and no correction can be agreed upon, you may submit an explanatory statement, which will be attached to the records.

For more information, contact Human Resources. For state specific protections & procedures, please click on the state listed below.

 

AZ | CA | CO | IL | MI | NV | OH | OR | PA | WI

 

Arizona Access to Personnel Files

 

Upon request, you, or your designee, may inspect your own payroll records.  Inspections will be held on NHF premises in the presence of NHF official.  Contact Human Resources to arrange a time to view these records.  You, or your designee, will be permitted to review and copy these records.

 

For more information, contact Human Resources.

 

California Access to Personnel Files

Upon request, current and former employees may inspect their own personnel files at a mutually agreeable time, on NHF premises in the presence of NHF official.  You will be permitted to see any records regarding your qualification for employment, promotion, wage increases, earnings and deductions, or discipline.  NHF will make the records available within 30 days after receipt of a written or oral request for review.  Exceptions include records regarding criminal investigation and any letters of reference maintained by NHF.  You will be allowed to have a copy of any document that relates to your performance or any grievance that concerns you.  NHF complies with state law record retention requirements for current and former employees.

For more information, contact Human Resources.

 

Colorado Access to Personnel Files

Upon request, current employees may inspect their own personnel records annually at a mutually agreeable time, on NHF premises and in the presence of NHF official.  Employees will be permitted to inspect and obtain a copy of their personnel records.  Inspection includes documents or records regarding the employee's qualification for employment, promotion, additional compensation, termination, or other disciplinary actions. Inspection does not include documents or records: (1) required to be placed or maintained in a separate file from the regular personnel file by federal or state law; (2) pertaining to confidential reports from previous employers; (3) an active criminal investigation or disciplinary investigation by NHF; (4) an active investigation by a regulatory agency; or (5) identifying any person who, in the sole discretion of NHF, made a confidential accusation against the employee. 

 

Similarly, upon request, former employees may make one inspection of their personnel file following termination of employment unless otherwise required by law.

 

For more information, contact Human Resources.

 

Illinois Access to Personnel Files

Employees may inspect their personnel records, up to two times each year.  Requests should be submitted in writing and generally will be granted within seven working days.  Personnel records include any personnel documents that are or have been intended to be used in determining your qualification for employment, promotion, transfer, wage increases, discharge or other disciplinary action.  Certain records may be excluded in accordance with state law, such as letters of reference, testing documents, pending claims, and investigations.  Employees who wish to obtain a copy of their records may do so and NHF may charge a reasonable fee for the duplication cost.  If you disagree with any information in the personnel record, you can submit a written statement explaining your position, attached to the disputed part of the personnel record.  The inclusion of such a statement does not mean that NHF agrees.

For more information, contact Human Resources.

 

Michigan Access to Personnel Files

Upon written request, employees will be allowed to review their personnel records up to two times each year or as otherwise permitted by law, during normal business hours.  If a review during normal business hours would require employees to take time off from work, NHF must provide some other reasonable time for a review.  The record may be copied and a reasonable fee may be charged for duplicating the personnel record.  If there is a disagreement as to the information in the record, employees may ask to have it corrected or removed and may submit a statement explaining their position.  Such statement becomes part of the file.

For more information, contact Human Resources.

 

Nevada Access to Personnel Files

Upon request, employees have the opportunity to inspect their own personnel files during usual hours of business.  Records available include information used to determine qualification and any disciplinary action taken against the employee.  Records not available include confidential reports from previous employers or investigative agencies or other confidential information concerning investigation, arrest or conviction of the employee for a violation of the law.  Only employees who have been employed for more than 60 days are entitled to a copy of these records and they may be charged the actual cost of providing access to and copying them.  Employees may submit a written explanation in direct response to any written entry in the records.  Such written explanation must be reasonable in length and in a format prescribed by NHF and maintained by NHF in the employment records.  If an employee disagrees with any information contained in the file he or she may have it changed if NHF agrees.

For more information, contact Human Resources.

 

Ohio Access to Personnel Files

Upon written request, you may inspect or receive a copy of your compensation records.  For purposes of this policy, “compensation records” includes your name, address, occupation, pay rate, hours worked for each day (non-exempt employees only), and each amount paid.  We will provide these records to you without charge.  Likewise, we will provide your records to a person acting on your behalf if you provide us with a signed, written statement authorizing us to release specific information to the designated person. NHF will provide the requested information within thirty business days after NHF receives the request, unless NHF and the employee or person acting on behalf of the employee agree to some alternative time period for providing the information or the 30-day period would cause a hardship on NHF under the circumstances, in which case NHF will provide the requested information as soon as practicable. 

In addition, employees may request a copy of their medical records maintained by NHF upon payment of reasonable copy costs.

For more information, contact Human Resources.

 

Oregon Access to Personnel Files

Employees will be allowed a reasonable opportunity to inspect their personnel records at NHF or place of work assignment. Inspection includes records used to determine an employee's qualifications for employment, promotion, wage increases or records used to discipline or terminate the employee, and also includes an employee's time and pay records. Inspection does not include criminal conviction records, records of criminal arrests, records of investigation into criminal conduct or confidential information provided by a previous employer. Employees may request a certified copy of their record and NHF may charge a reasonable service charge.  A request to inspect a certified copy of the employee's records will be granted within 45 days of the request unless the employee's personal records or time and pay records are not readily available, in which case, NHF and the employee may agree to extend the time within which NHF will provide the records for inspection and/or furnish a certified copy.

For more information, contact Human Resources.

 

Pennsylvania Access to Personnel Files

Employees or an agent designated by the employee can inspect parts of the employee's own personnel files once a year, in the presence of NHF official.  Parts subject to inspection include the employee's job application, wage or salary information, notices of commendations, warnings or other discipline, authorization for a deduction or withholding of pay, fringe benefit information, leave records and employment history with NHF.  The records may be inspected at reasonable times during regular business hours and in the office where the records are kept.  Employees or their designated agent may take notes regarding the contents of the file.  Employees or their designated agent may place a statement in the file if they find an error in the file.

Employees shall provide a signed authorization designating a specific individual who is authorized to inspect their personnel file.  The signed authorization shall be for a specific date and shall indicate either the purpose for which the inspection is authorized or the particular parts of the employee's personnel file that the designated agent is authorized to inspect.

For more information, contact Human Resources.

 

Wisconsin Access to Personnel Files

Upon written request, employees may inspect their own personnel files up to two times a year.  Requests will be granted within seven working days of the request.  Inspections will be held during working hours and reasonably near the employee's place of employment.  If employees disagree with any data in the records and no correction can be agreed upon, employees may submit an explanatory statement that will be attached to the records.  The right to inspect does not apply to certain information as allowed by state law, such as records of investigation of criminal offenses and reference letters.  Employees have the right to receive a copy of the records and NHF may charge a reasonable fee for copies.

For more information, contact Human Resources.

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Attendance and Punctuality

Attendance and punctuality are important factors for your success with NHF.  We work as a team and this requires that each person be in the right place at the right time.

If you have not scheduled time off in advance and are going to be late for work or absent, notify your supervisor as far in advance as is feasible under the circumstances, but no later than one hour before the start of your workday.  Excessive unexcused absenteeism may have a negative effect on your performance appraisals, promotions, and continued employment with NHF.

Personal issues requiring time away from your work, such as doctor’s appointments or other matters, should be scheduled during your nonworking hours if possible.

If you are absent for three days without notifying NHF, it is assumed that you have voluntarily abandoned your position with the Foundation, and you will be removed from the payroll.

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Care of Equipment

You are expected to demonstrate proper care when using NHF's property and equipment.  No property may be removed from the premises without the proper authorization of management.  If you lose, break or damage any property, report it to Human Resources or the IT Department at once.

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Changes in Personal Data

To aid you and/or your family in matters of personal emergency, we need to maintain up‑to‑date information.

Changes in name, address, telephone number, marital status, number of dependents or changes in next of kin and/or beneficiaries should be given to Human Resources promptly. You can also change your personnel information by accessing your employee portal.

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Consumer and Public Relations

NHF reputation is built on excellent service and quality work.  To maintain this reputation requires the active participation of every employee.

The opinions and attitudes that consumers have toward our Foundation may be determined for a long period of time by the actions of one employee.  It is sometimes easy to take a consumer for granted, but if we do we run the risk of losing not only that consumer, but his or her associates, friends or family who may also be consumers or prospective consumers.

Each employee must be sensitive to the importance of providing courteous treatment in all working relationships.

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Contact with the Media

All media inquiries regarding the Foundation and its operations must be referred to the VP of Advancement.  Only the VP for Marketing & Communications or the CEO is authorized to make or approve public statements on behalf of the Foundation.  No employees, unless specifically designated by the VP for Marketing & Communications, are authorized to make statements on behalf of or as a representative of the Foundation.

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Distribution

Distribution by employees of any type (materials, goods, paper) is prohibited in work areas at any time, whether or not the employees are on working time.  Electronic distribution is subject to NHF's Acceptable Use of Electronic Communications policy, and may not occur during the employee's working time. Non-employees are prohibited from distributing materials to employees on NHF premises at any time.  Literature that violates NHF's EEO and No Harassment policies, includes threats of violence, or is knowingly and recklessly false is never permitted. Nothing in this policy is intended to restrict an employee's statutory rights, including discussing terms and conditions of employment.

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Dress Policy

Employees are expected to maintain the highest standards of personal cleanliness and present a neat, professional appearance at all times.

Whether or not your job responsibilities place you in direct consumer contact, you represent NHF with your appearance as well as your actions.  The properly-attired individual helps to create a favorable image for the Foundation, to the public and fellow employees.

NHF maintains a business casual environment.  All employees should use discretion in wearing attire that is appropriate for the office and consumer interaction.  Please speak with your Supervisor if accommodations need to be made for religious purposes.

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Electronic Devices

Employees in certain positions may be issued NHF cellular telephones, laptop computer, iPad, iPhone, smart phone, tablet or similar device in order to conduct NHF business.

Each employee provided with a laptop computer, iPad, iPhone, smart phone, tablet or similar device is responsible for the physical security of that device.  All devices acquired for or on behalf of NHF are company property.  The device must be locked up and stored in a secure location when it is not in the immediate possession of the authorized user.  In addition, the user must return the device immediately upon request of NHF.  You must notify Human Resources immediately if the device is lost, stolen, misplaced, or damaged.  All work created or performed on the device is company property.  The device is subject to inspection by NHF at any time without further advance notice.  The device must be used in a manner that complies with all company policies including the Equal Employment Opportunity, No Harassment, and Protecting NHF Information.

Employees are encouraged to take appropriate safety precautions when using NHF Electronic Devices.  The use of handheld cellular telephones or any other electronic device  while driving is prohibited.  Employees are expected to comply with applicable state laws regarding the use of cellular telephones or any other electronic device.

NHF cellular telephones are for business purposes.  Employees must reimburse the NHF in accordance with applicable state and federal wage and hour laws for any charges incurred for personal telephone calls made or received on an NHF cellular telephone.

The use of cellular telephones or electronic devices  is not a work requirement for most employees.  Employees who are not issued an NHF cellular telephone or any other electronic device will not be reimbursed for the use of their personal device and are expected to conduct work and business calls from the office.

A violation of this policy may result in disciplinary action up to an including discharge.

 

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Employment of Relatives (Except California and Colorado Employees)

A supervisor may not hire or supervise an individual if that individual and the supervisor have an on-going romantic relationship, including but not limited to, marriage, or if that individual is a member of the supervisor’s immediate family.  The term "immediate family" refers to parents, children, sisters, brothers, nieces, nephews or other family members residing in the same household.

In the case of marriage of persons within the same department, an effort will be made to assign comparable job duties so as to minimize problems of supervision, safety, security and morale.

 

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If You Must Leave Us

Should you decide to leave your employment with us, we ask that supervisors provide at least four weeks' advance written notice to NHF.  All other employees are asked to provide at least two weeks' advance written notice.  Your thoughtfulness is appreciated and will be noted favorably should you ever wish to reapply for employment with NHF.

NHF does not provide a "letter of reference" to former employees.  Generally, we will confirm upon request our employees' dates of employment  and job title.

All employees who separate from employment are encouraged to participate in an exit interview with Human Resources.  Topics discussed at the exit interview include benefits continuation or termination, feedback on the employment relationship and other issues associated with the transition.  We ask that all NHF property be returned upon discharge.  Otherwise, NHF may take action to recoup any replacement costs and/or seek the return of NHF property through appropriate legal recourse.

You should notify NHF if your address changes during the calendar year in which discharge occurs so that your tax information will be sent to the proper address.

 

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Information and Technology

NHF’s Information and Technology Policy (I.T. Policy) is set in place  to outline the acceptable use of Electronic Communications created sent, received, used, transmitted or stored using NHF’s systems or equipment and employee provided systems or equipment used either in the workplace, during working time or to accomplish work tasks. This policy applies to the use of NHF’s Systems to conduct NHF business or interact with internal or external networks and business systems, whether owned or leased by NHF, the employee, or a third party. All employees, contractors, consultants, temporary, and other workers at NHF and its chapters are responsible for exercising good judgment regarding appropriate use of NHF’s Systems in accordance with NHF policies and standards, and local laws and regulation.

Electronic Communications  includes, but not limited to, images, emails, instant messages, text messages, voice mail, or faxes. I.T. Resources includes, but is not limited to computers, mobile devices (including, but not limited to, smart phones, smart watches, tablets, laptops, or similar devices), network server storage, cloud storage, external storage devices (including, but not limited to, memory card, flash or jump drive, and any other type of internal or external removable storage drives), Intranet, and Internet. All content contained, stored, or transmitted is collectively called “Data.”  The Electronic Communications, I.T. Resources, and Data will be collectively called “Systems.”

In order to protect NHF, employees, and any non-employee with access to NHF systems, NHF reserves the right to access and conduct periodic unannounced inspections. For security and network maintenance purposes, authorized individuals may monitor systems at any time. You may access, use or share NHF Systems only to the extent it is authorized and necessary to fulfill your assigned job duties. Employees must always respect intellectual property rights such as copyrights and trademarks. Employees must not copy, use, or transfer trade secrets or proprietary materials of NHF or others without appropriate authorization.

 

Although incidental and occasional personal use of our systems that does not interfere or conflict with productivity or NHF business or violate any policy is permitted, personal communications on our Systems are treated the same as all other Electronic Communications and will be used, accessed, recorded, monitored, and disclosed by NHF at any time without further notice. Employees are responsible for exercising good judgment regarding the reasonable use of Systems for personal use. Since all Electronic Communications and Systems can be accessed without advance notice, employees should not use NHF systems for communication or information that employees would not want revealed to third parties.

Employees may not use NHF systems in a manner that violates any NHF policies, or federal, state or local laws .

Employees also must comply with applicable laws and should recognize that an employee could be personally liable and/or subject to fine and imprisonment for violation of applicable laws.

NHF has adopted procedures that outline processes all employees must follow with regards to Acceptable & Unacceptable Use of Electronic Systems, Passwords, & Mobile Devices. You are required to click here and review and adhere to these Procedures.

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Lactation Breaks

NHF will provide a reasonable amount of break time to accommodate a female employee's need to express breast milk for the employee's infant child up to one year of age; unless additional time is required by state law.  The break time should, if possible, be taken concurrently with other break periods already provided.  Non-exempt employees should clock out for any time taken that does not run concurrently with normally scheduled rest periods, and such time generally will be unpaid in accordance with state law.  NHF will also make a reasonable effort to provide the employee with the use of a room or other location in close proximity to the employee's work area, for the employee to express milk in private.

 

Notify Human Resources to request time to express breast milk under this policy.

 

Federal law allows for lactation breaks to be accommodated for up to 1 year following the birth of a child. Below are states that provide greater protection. No provision of this policy applies or is enforced if it conflicts with or is superseded by any requirement or prohibition contained in a federal, state or local law, or regulation.  If you have knowledge of such a conflict or a potential conflict you should contact Human Resources.

CA| CO | NY | TX

In the following states, lactation breaks will be provided for the following length of time after the birth of the child:

           

California and Texas

As long as the employee is nursing

 

Colorado Employees

Up to two years after the child’s birth.

                       

New York Employees

Up to three years following the child’s birth.

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Natural Disasters

Natural disasters, including earthquakes, hurricanes, mudslides, floods and fires are to be expected from time to time.  Although driving may be difficult in some areas due to damaged freeways and streets, when caution is exercised the roads are normally passable or alternate routes are available.  Except in severe cases, we are all expected to work our regular hours.  Time taken off due to natural disasters while the business remains open is unpaid. Employees can use either Vacation or Personal time to cover these absences.

If extreme weather conditions require closing of the building, you will be notified by via the Hemophilia.org website, through email and/or a recorded message on NHF's main number (212-328-3700) by 7:00 a.m. on the day of the emergency. Time taken off due to poor weather conditions while the business remains closed is paid.

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Personal Telephone Calls

It is important to keep our telephone lines free for consumer calls.  Although the occasional use of the NHF's telephones for a personal emergency may be necessary, routine personal calls should be kept to a minimum.

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Non-Solicitation

NHF believes employees should have a work environment free from interruptions of a non-work related nature, as work time is for work.  When you are to be working you should focus on your duties and not engage in activities that would interfere with your own work or the work of others.  For the purpose of this policy, solicitation includes, but is not limited to, for collection of any debt or obligation, for raffles of any kind or chance taking, or for the sale of merchandise or business services, the attempt to sell any product or service (e.g. selling or collecting for Tupperware®, Avon® products, churches, schools, Girl Scout cookies, etc.).  Such interruptions can be both detrimental to the quality of work and efficiency, and may not be respectful of others job responsibilities and right not to be interrupted.

Employees may not engage in solicitation for any purpose during his/her work time, which includes the working time of the employee who seeks to solicit and the employee who is being solicited.  Although solicitation is not encouraged, it is permitted as long as it is limited to the employee's break and lunch time and kept out of active working areas.  Nothing in this policy is intended to restrict an employee's statutory rights, including discussing terms and conditions of employment.

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Office Supplies

Each department maintains a stock of basic office supplies such as pens, paper clips, staples, note pads, etc. used on a day-to-day basis by employees.

If you need additional items not regularly stocked, please speak to the Office Coordinator to place a special order.

All office supplies are for business use only and should not be removed from the office for non-business use.  Violations of this policy may result in disciplinary action up to and including discharge.

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Outside Employment

We hope that you will not find it necessary to seek additional outside employment.  However, if you are planning to accept an outside position, you must notify Human Resources in writing.

Outside employment must not conflict in any way with your responsibilities within NHF.  You may not work for competitors nor may you take an ownership position with a competitor.

Employees may not conduct outside work or use NHF property, equipment or facilities in connection with outside work while on NHF time.

Any employee working in a fundraising capacity for the benefit of NHF may not work in a paid capacity for any other company or organization in such activities.

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Personal Hygiene

Maintaining a professional, business-like appearance is very important to the success of our Foundation.  Part of the impression you make on others depends on your choice of dress, personal hygiene and courteous behavior.  A daily regimen of good grooming and hygiene is expected of everyone.  Please ensure that you maintain good personal hygiene habits.  While at work, you are required to be clean, dressed appropriately and well groomed.

Recognizing that employees and visitors to our office may have sensitivity and/or allergic reactions to various fragrant products, we ask that employees be respectful to others their immediate workspace when applying scented sprays, lotions, etc.

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Personal Property

NHF is not responsible for loss or damage to personal property.  Valuable personal items, such as purses and all other valuables should not be left in areas where theft might occur.

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Protecting NHF Information

Protecting NHF's information is the responsibility of every employee, and we all share a common interest in making sure information is not improperly or accidentally disclosed.  Do not discuss NHF’s confidential business or proprietary business matters, or share confidential, personal employee information with anyone who does not work for us such as friends, family members, members of the media, or other business entities.  You may be required to sign a non-compete and/or a nondisclosure agreement as a condition of your employment, in accordance with state and federal law.

All telephone calls regarding a current or former employee's position/compensation with NHF must be forwarded to Human Resources.

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Reference Checks

NHF will not honor any oral requests for references.  All requests must be in writing and on company letterhead.  Generally, we will only confirm our employees' dates of employment and job title.

Under no circumstances should an employee provide another individual with information regarding current or former employees of NHF.  If you receive a request for reference information, please forward it to Human Resources.

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Regular Telecommuting

Telecommuting is a work arrangement, requiring the department’s Vice President approval, in which some or all of the work assigned to an eligible employee is conducted at a non-NHF Office worksite (i.e., work from employee’s home 1 to 3 days per week as a formal arrangement).  Occasional work off-site, including work while traveling on NHF business, does not constitute telecommuting and does not require the formal arrangement described in this procedure.  Work and telecommunication equipment will be owned and maintained by NHF.

 

Please review Regular Telecommuting Procedure should you wish to request this arrangement.

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Remote Worker Policy

Remote Work is the concept of working from home or another location on a full- or part-time basis.  Working remotely is not a formal, universal employee benefit.  Rather, it is an alternative method of meeting the needs of the company. 

NHF permits remote work for certain positions and certain employees. For employees who are permitted to work remotely, should review the Remote Worker Procedures for guidelines, eligibility, and expectations.

 

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Severe Weather

Severe weather is to be expected during certain months of the year.  Although driving may at times be difficult, when caution is exercised the roads are normally passable.  Except in cases of severe storms, we are all expected to work our regular hours.  Time taken off due to poor weather conditions while the business remains open is unpaid. Employees can use either Vacation or Personal time to cover these absences.

If extreme weather conditions require closing of the building, you will be notified by via the Hemophilia.org website, through email and/or a recorded message on NHF's main number (212-328-3700) by 7:00 a.m. on the day of the emergency. Time taken off due to poor weather conditions while the business remains closed is paid.

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Social Media

In the rapidly expanding world of electronic communication, social media can mean many things. Social media includes all means of communicating or posting information or content of any sort on the Internet, including to your own or someone else’s web log or blog, journal or diary, personal web site, social networking or affinity web site, web bulletin board or a chat room, whether or not associated or affiliated with NHF, as well as any other form of electronic communication.

NHF has in place policies that govern use of its own electronic communication systems, equipment, and resources which employees must follow in accordance with applicable federal, state, and local laws.  We encourage you to use good judgment when communicating via blogs, online chat rooms, networking internet sites, social internet sites, and other electronic and non-electronic forums (collectively “social media”). 

Ultimately, you are solely responsible for what you post online. NHF does not desire interfere with any employee’s private life, but publicly observable communications, actions or words are not private. All NHF staff must use good judgment and discretion. If you want your use of technology to be private, do not allow it to be seen in the online public forum. If you or your words are public, make sure they are not contradicting with your role at NHF and they are reflective of the mission and values of our foundation.

Please read the Social Media Procedure for additional information and guidance to follow.

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Social Security Number Privacy and Protection of Personal Information

To ensure to the extent practicable the confidentiality of our employees' and applicants’ Social Security Numbers (SSNs) and confidential personal information, no employee may acquire, disclose, transfer, or unlawfully use the SSN or personal information of any employee except in accordance with NHF policy.  The release of employee SSNs, driver’s license numbers, or financial account numbers to external parties is prohibited except where required by law. Internal access to employee SSNs, driver’s license numbers, or financial account numbers is restricted to employees with a legitimate business need for the information.

Employee SSNs and personal information may be collected in the ordinary course of business for the purpose of identity verification or to administer benefits and in accordance with state and federal laws.  Records that include Social Security numbers and personal information will be maintained in accordance with federal and state laws.

Any documents that include employee SSNs or personal information which are to be discarded must be destroyed by shredding paper documents and running a data scrubbing program before disposing of electronic storage media.

Any violation of this policy will result in disciplinary action up to and including discharge.

Where NHF policy and operating procedures may conflict with state law, the state law shall supersede this policy.

This policy will not be enforced to prevent employees from discussing their wages or other terms of employment with each other or third parties.

For more information about this policy and NHF's operating procedures, please contact Human Resources.

Click below on State Specific Laws covering this Policy:

 

MI | NY

 

Michigan Social Security Number Privacy and Protection of Personal Information

To ensure to the extent practicable the confidentiality of our employees' Social Security Numbers (SSNs), no employee may acquire, disclose, transfer or unlawfully use the SSN of any employee except in accordance with this policy.  The release of employee SSNs to external parties is prohibited except where required by law.  Internal access to employee SSNs is restricted to employees with a legitimate business need for the information.

Except where permitted by state or federal law, we will not: 1) publicly display all or more than four sequential digits of an employee's SSN; 2) use all or more than four sequential digits of an employee's SSN as the primary account number for an individual; 3) visibly print all or more than four sequential digits of an employee's SSN on any identification badge or card; 4) require an individual to use or transmit all or more than four sequential digits of their SSN to gain access to an Internet web site or computer system or network unless the connection is secure, the transmission is encrypted, or a password or unique PIN is also required to gain access; 5) include all or more than four sequential digits of an employee's SSN in or on any document or information mailed or otherwise sent to an individual if it is visible on or without manipulation from outside the envelope or  packaging; or 6) include all or more than four sequential digits of an employee's SSN in any document or information mailed to a person.

Employee SSNs may be collected in the ordinary course of business for the purpose of identity verification or to administer benefits and in accordance with state and federal laws.

Any documents, that include employee SSNs and are discarded, must be shredded.

Any violation of this policy will result in disciplinary action up to and including discharge.

This policy will not be enforced to prevent employees from discussing their wages or other terms of employment with each other or third parties.

For more information about this policy, please contact Human Resources.

 

New York Employees Social Security Number Privacy and Protection of Personal Information

To ensure to the extent practicable the confidentiality of our employees' and applicants’ personal identifying information, no employee may acquire, disclose, transfer or unlawfully use the SSN, home address or telephone number, personal electronic mail address, internet identification name or password, parent’s surname prior to marriage or driver’s license number of any employee except in accordance with NHF policy.  The release of employee personal identifying information to external parties is prohibited except where required by law.  Internal access to employee SSNs is restricted to employees with a legitimate business need for the information.  Employee SSNs will not be publicly posted, displayed, or visibly printed on any identification badge or time card.

Employee SSNs may be collected in the ordinary course of business for the purpose of identity verification or to administer benefits and in accordance with state and federal laws.  Records that include Social Security numbers will be maintained in accordance with federal and state laws.

Any documents that include employee SSNs and are to be discarded must be destroyed by shredding paper documents and running a data scrubbing program before disposing of electronic storage media.

Any violation of this policy will result in disciplinary action up to and including discharge.

Where this NHF policy and operating procedures may conflict with state law, the state law shall supersede this policy.

For more information about this policy and NHF's operating procedures, please contact Human Resources.

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Standards of Behavior/ Code of Conduct

Each employee has an obligation to observe and follow NHF’s policies and to maintain proper standards of conduct at all times.  If an individual's behavior interferes with the orderly and efficient operation of a department, corrective disciplinary measures will be taken.

NHF Employees are encouraged to review our Standards of Behaviors documents that list key behaviors that we expect all employee to model.

Disciplinary action may include a verbal warning, written warning, suspension with or without pay, and/or discharge.  The appropriate disciplinary action imposed will be determined by NHF.  NHF does not guarantee that one form of action will necessarily precede another.

Nothing in this policy is designed to modify our employment-at-will policy.

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Travel/Expense Accounts

NHF will reimburse employees for reasonable expenses incurred through pre-approved business travel or entertainment.  All cash advances must be accounted for and expense receipts are required.

The following business expenses will be reimbursed:

  • Travel Expense
  • Automobile/Mileage
  • Lodging
  • Tips
  • Business Meals (in accordance with our per diem rates; room service excluded)

This list is not all-inclusive.  See Human Resources regarding additional reimbursable business expenses. You can also review NHF's Travel and Related Reimbursements Procedures.

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Wage Disclosure Protection

CA | CO | IL | OR | MI | NV | NY

California Wage Disclosure Protection

NHF, consistent with California law, does not prohibit an employee from inquiring about, disclosing, comparing or otherwise discussing the employee's wages or the wages of another employee.

NHF will not take an adverse employment action or retaliate against an employee for discussing his or her wages. NHF will not prohibit an employee from lodging a complaint or testifying, assisting or participating in an investigation or proceeding related to a violation of this policy.

Nothing in this policy shall be construed to permit an employee with regular access to wage information in the course of the employee's work from disclosing wage information, unless the person is under a legal obligation to furnish the information. Additionally, nothing in this policy requires an employer or an employee to disclose wages in response to an inquiry by another employee.

 

Colorado Wage Disclosure Protection

NHF, consistent with Colorado law, does not prohibit an employee from inquiring about, disclosing, comparing or otherwise discussing his or her wages. Further, NHF does not require nondisclosure of an employee's wages as a condition of employment, and will not require an employee to sign any waiver or document contrary to this policy.

Nothing in this policy shall be construed to permit an employee with regular access to wage information in the course of the employee's work from disclosing wage information, unless the person is under a legal obligation to furnish the information. Additionally, nothing in this policy requires an employer or an employee to disclose wages in response to an inquiry by another employee.

 

Illinois Wage Disclosure Protection

NHF, consistent with Illinois law, will not take adverse employment action against an employee for: inquiring about, discussing, comparing or disclosing wages of the employee or the wages of another employee which the employee disclosed voluntarily; or aiding or encouraging another employee's exercise of his or her rights.  

NHF will not prohibit an employee from lodging a complaint or testifying, assisting or participating in an investigation or proceeding related to a violation of this policy. Nothing in this policy will be construed to permit an employee with regular access to wage information in the course of the employee's work, from disclosing wage information, unless the person is under a legal obligation to do so. Additionally, nothing in this policy requires an employer or an employee to disclose wages in response to an inquiry by another employee.

 

Oregon Wage Disclosure Protection

NHF, consistent with Oregon law, will not take an adverse employment action or retaliate against an employee for inquiring about, discussing or disclosing in any manner the employee's wages or the wages of another employee.

NHF will not take an adverse employment action or retaliate against an employee for making a charge, filing a complaint or instituting an investigation, proceeding, hearing or action based on the disclosure of wage information by the employee.

This policy does not apply to an employee who has access to wage information of employees as part of the employee's job and who discloses the wages of employees to individuals not authorized to have access to the information, unless the disclosure is in response to a charge or complaint or is in furtherance of an investigation, proceeding, hearing or action.

 

Michigan Wage Disclosure Protection

NHF, consistent with Michigan law, does not prohibit an employee from disclosing the employee's own wages or discussing another employee's wages which have been disclosed voluntarily. Further, NHF does not require nondisclosure of an employee's wages as a condition of employment, and will not require an employee to sign any document to the contrary. Employees are, however, under no obligation to disclose their wages. 

 

Nevada Wage Disclosure Protection

NHF, consistent with Nevada law, will not discriminate against an employee for inquiring about, discussing, or voluntarily disclosing his or her wages or the wages of another employee. Employees are, however, under no obligation to disclose their wages.

Nothing in this policy shall be construed to permit an employee with regular access to wage information in the course of the employee's work from disclosing wage information, unless the person is under a legal obligation to furnish the information.

 

New York Wage Disclosure Protection

NHF, consistent with New York law, will not take adverse employment action or retaliate against an employee for inquiring about, discussing or disclosing (i) the employee's wages or (ii) the wages of another employee where prior permission has been obtained from the employee.

Nothing in this policy shall require an employee to disclose his or her wages in response to any inquiry.  Further, nothing in this policy shall be construed to permit an employee who has access to the wage information of other employees as part of such employee's essential job functions, to disclose the wages of such other employees to individuals who do not otherwise have access to such information, unless such disclosure is in response to a complaint or charge, or in furtherance of an investigation, proceeding, hearing or action under New York law, including an investigation conducted by NHF.

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