La Quinta Inn & Suites Employee Handbook

WELCOME TO La Quinta Inn & Suites

INFORMATION REQUIRED

DISCLAIMER

OPEN DOOR POLICY

CODE OF CONDUCT

EMPLOYMENT

AT-WILL-EMPLOYMENT

EQUAL OPPORTUNITY EMPLOYMENT

ELIGIBILITY FOR EMPLOYMENT

HIPAA NOTICE AND PRIVACY PRACTICES

PART-TIME EMPLOYMENT

MINIMUM WAGE

CRIMINAL CONVICTIONS

VIOLENCE

WEAPONS

ALCOHOL, MARIJUANA, DRUGS & ILLEGAL SUBSTANCE ABUSE

SEXUAL AND OTHER UNLAWFUL HARASSMENT

DOMESTIC VIOLENCE STATEMENT

PERSONNEL FILE

POLICIES & PROCEDURES

ATTENDANCE

PARKING

WORK SCHEDULE REQUIREMENTS

TIME CARDS

LUNCH BREAK

BREAKS

WORKPLACE DRESS CODE

MEDICAL ATTENTION

OVERTIME PAY

PAYCHECKS

PAYROLL DEDUCTIONS FOR FEDERAL TAX, STATE TAX, FICA AND MEDICARE

PERFORMANCE & EVALUATION REVIEWS

REPORTING PERSONAL INFORMATION CHANGES

PERSONAL PROPERTY

PERSONAL CELL PHONES, TABLETS AND SMARTPHONES

TEXT MESSAGING

PERSONAL SAFETY

FOOD & BEVERAGE

SMOKING

SOLICITATION

MOONLIGHTING

COMPANY PROPERTY

CONFIDENTIAL INFORMATION SECURITY

COMPANY EQUIPMENT

PHONE SYSTEMS, VOICE MAIL AND PERSONAL CALLS

COMPUTER RELATED

COMPUTERS AND RELATED EQUIPMENT

INTERNET

EMAIL & ELECTRONIC COMMUNICATION

POLICIES FOR LEAVE OF ABSENCE

PERSONAL LEAVE OF ABSENCE

TACOMA’S PAID SICK LEAVE

UNPAID FAMILY & MEDICAL LEAVE

BEREAVEMENT LEAVE

JURY DUTY

MILITARY DUTY

DISCIPLINE POLICIES

PROBLEM RESOLUTION

VIOLATION OF COMPANY POLICY

TERMINATION OF EMPLOYMENT

TERMINATION

It is our objective to provide a work environment free from elements that would deter employees from performing their best work. All concerns may be expressed through our open door policy. Management at La Quinta Inn & Suites maintains this open door policy to discuss any issues you may have. Feel free to express yourself about work related or personal matters. We welcome your input.

If you feel you have been discriminated against in any way you are encouraged to express concern through this open door policy.

Code of Conduct

Employees of La Quinta Inn & Suites are to conduct themselves in a responsible, professional and ethical manner. Report any unethical or dishonest behavior to your immediate supervisor.

Reported activities will be investigated by appropriate La Quinta Inn & Suites management team members. The management team will determine appropriate means for resolution. Employees found to be conducting themselves in an unethical manner may be subject to appropriate disciplinary action, up to and including termination.

At-Will-Employment

Unless otherwise defined in an employment contract, all employees at La Quinta Inn & Suites are “At Will Employees”. This employment status allows the employee or La Quinta Inn & Suites to immediately terminate the employment relationship at any time with or without advance warning, and with no subsequent liability. Termination of employment may happen for good cause, bad cause, or no cause at all.

Equal Opportunity Employment

Employees are hired based solely on La Quinta Inn & Suites personnel requirements and the qualifications of each individual candidate.

We will not tolerate nor condone discrimination due to age, race, color, religion, sex, national origin or disability. We will comply with the spirit and letter of all local, state and federal laws pertaining to employment. Furthermore, we will not discriminate due to age, race, color, religion, sex, national origin or disability when making decisions regarding termination of employees.

Any questions or concerns regarding any aspect of this policy should be directed to the General Manager.

Eligibility for Employment

Federal law requires both new employees and re-hires to provide documentation of eligibility to work in the United States plus proper identity. A properly submitted form I-9 may be required for employment.

La Quinta Inn & Suites does allow family members and relatives of employees to be considered for employment, provided they are qualified for the position and no other conflict of interest exists. Hiring decisions will be the exclusive responsibility of the General Manager.

HIPAA Notice and Privacy Practices

The Health Insurance Portability and Accountability Act (HIPAA) includes components to ensure that your personal health information is protected so that individuals are not afraid to seek health care or to disclose sensitive information to health professionals. It is designed to ensure that protected health information is protected during its collection, use, disclosure and destruction of records at La Quinta Inn & Suites. Breach of this policy should be reported to the General Manager.

Part-Time Employment

La Quinta Inn & Suites does offer part-time employment positions. Employees who work 39 hours or less per week will be considered part time. Direct all questions regarding benefits for part-time workers to the General Manager.

Employment of Minors

La Quinta Inn & Suites does not offer employment to minors.

Minimum Wage

La Quinta Inn & Suites adheres strictly to minimum wage standards as outlined by the United States Government, per the Department Of Labor, as outlined in the Fair Labor Standards Act, Part 541 "Overtime" Final Rule. Guidelines are set forth at: https://www.dol.gov/agencies/whd/fact-sheets/17h-overtime-highly-compensated.

Criminal Convictions

Criminal convictions are taken seriously at La Quinta Inn & Suites. We reserve the right to disqualify any applicant for employment that has been convicted of a criminal offense.

Furthermore, conviction of a crime during employment may result in an automatic termination. La Quinta Inn & Suites will make every effort to evaluate the nature and circumstances of the conviction. With the safety and well being of co-workers at stake, convicted employees may be subject to appropriate disciplinary action, up to and including termination.

Violence

Threats of violence or acts of violence are strictly prohibited. Employees threatening or committing acts of violence will be subject to appropriate disciplinary action, up to and including termination. Report any such activity to your immediate supervisor or the General Manager.

Weapons

Weapons are generally defined as guns, knives and other objects universally considered a weapon by the vast majority of society. A “weapon” can also be any object which would do harm to another when used as such. La Quinta Inn & Suites shall deem any such object a “weapon” for the purpose of enforcing this policy. 

Possession of weapons is prohibited on company property and while on duty performing company business at any location. Any employee on duty or on company premises in possession of a weapon will be subject to appropriate disciplinary action, up to and including termination. Report any weapon possession to your immediate supervisor or the General Manager.

Alcohol, Marijuana, Drugs & Illegal Substance Abuse

Possession of alcohol, marijuana, illegal drugs or other illegal substances is not permitted on company property, or while on duty in the employment of La Quinta Inn & Suites. Furthermore, employees are not permitted to report for duty while under the influence of alcohol, marijuana, illegal drugs or other substances. Employees failing to adhere strictly to this policy will be subject to disciplinary action, up to and including termination. Report any suspicious activity to your immediate supervisor or the General Manager.

Sexual and Other Unlawful Harassment

It is the objective of La Quinta Inn & Suites to provide a working environment free from discrimination and conduct commonly referred to as sexual harassment.

The E.E.O.C. (Equal Employment Opportunity Commission) has provided a broad definition of sexual harassment. It is general in nature and may not always be clear when evaluating everyday situations.

“Unwelcome sexual advances, requests for sexual favors, and other verbal or physical conduct of a sexual nature constitute sexual harassment when

1. submission to such conduct is made either explicitly or implicitly a term or condition of an individual’s employment,
2. submission to or rejection of such conduct by an individual is used as a basis for employment decisions affecting such individual, or
3. such conduct has the purpose or effect of unreasonably interfering with an individual’s work performance or creating an intimidating, hostile, or offensive working environment.”

Sexual harassment refers to behavior inappropriate in the workplace because it is offensive, unwelcome behavior which would not occur but for the sex of the offended person. Both sexual harassment, and accusations of sexual harassment, are disrupting to the work environment. 

If you or a co-worker experiences what you believe to be sexual harassment or accusations of sexual harassment, report it promptly to your immediate supervisor or the General Manager. La Quinta Inn & Suites will investigate any employee, regardless of job position when such allegations are made. Based on available information, La Quinta Inn & Suites will take appropriate action and communicate on a need-to-know basis.

Appropriate disciplinary action, up to and including termination will be taken against any individual for sexual harassment charges determined to be valid.

Domestic Violence Statement

La Quinta Inn & Suites recognizes that domestic violence can have an adverse impact on employee job performance, and may also impact co-workers.

La Quinta Inn & Suites will assist employees affected by domestic violence, both the victim and the abuser within reasonable guidelines. Information will remain confidential as long as the safety of others is not at risk.

Personnel File

La Quinta Inn & Suites maintains a confidential personnel file for each employee. Files are controlled by the General Manager. Employees must acquire permission to view his or her personnel file from the General Manager. These files are the property of La Quinta Inn & Suites. No documents may be altered or removed by the employee. Every reasonable effort is made to keep the information confidential and access is limited to staff members who require access to perform their job functions. Copies will not be distributed to any third party unless mandated to do so by a court of law.

Parking

La Quinta Inn & Suites employees are required to park in the employee parking area. All other parking is reserved for customers and visitors. 

Work Schedule Requirements

With variations in workload based on demand from our customers, it is our responsibility to meet critical deadlines, sometimes with little notice. As a result, you may be required to work overtime be it pre-planned or spontaneous. Overtime is considered mandatory in these instances; it is a condition of employment. See "Overtime Pay" below.

Time Cards

All employees are required to turn in daily time cards reflecting hours worked unless authorized to be exempt, as with supervisory and management personnel.

Lunch Break

Regardless of shift worked, all employees are required to take a lunch break. Lunch breaks are for 30 minutes. Schedules may vary from employee to employee, based on work schedule and from one department to another. It is the responsibility of your immediate supervisor to establish your lunch break schedule.

Breaks

It is in the best interest of our employees and La Quinta Inn & Suites to provide a break from work several times throughout the work day. Typically you will receive two refreshment breaks, one before and one after the meal break. Schedules may vary from employee to employee based on work schedule and from one department to another. It is the responsibility of your immediate supervisor to establish your break schedule.

Workplace Dress Code

La Quinta Inn & Suites encourages employees to dress comfortably, with consideration given to maintaining a professional appearance. Appropriate attire should be worn at all times in keeping with commonly recognized standards. If you interface with clients or are scheduled to meet with clients on an occasional basis, be prepared and dress appropriately. Be considerate of the company’s image as well as your image with customers and your co-workers.

Medical Attention

La Quinta Inn & Suites requires employees to notify a supervisor when medical attention is required for any reason, accident or illness.

Overtime Pay

As of December 1, 2016 all La Quinta Inn & Suites employees are entitled to extra pay for authorized overtime hours, per the Department Of Labor, as outlined in the Fair Labor Standards Act, Part 541 "Overtime" Final Rule. Guidelines are set forth at: https://www.dol.gov/agencies/whd/fact-sheets/17h-overtime-highly-compensated.. Overtime pay for qualifying employees, working authorized overtime, is paid at a rate of one and one-half times the regular rate of pay.

Paychecks

Payroll checks shall be distributed on payday as established in the Payroll Schedule section of this handbook. Federal, state and any other required taxes will be withheld from wages as will any voluntary deductions. 

Payroll Deductions for Federal Tax, State Tax, FICA and Medicare

As required by law, La Quinta Inn & Suites withholds taxes from employee earnings, as well as social security (FICA) and Medicare.

Performance & Evaluation Reviews

Annual performance and evaluation reviews will outline the competencies you need to perform your job functions successfully. Your contributions to your department and La Quinta Inn & Suites are also reviewed and documented. Your supervisor will discuss job requirements for your duties and identify your specific skills. Together you will establish plans for your growth and development. All performance reviews will become a permanent part of your personnel file.

Reporting Personal Information Changes

Employees must notify the General Manager whenever there is a change in their personal information on file with La Quinta Inn & Suites. This includes address, phone number, income tax withholding information, emergency contacts and if applicable, any information which may impact your insurance coverage.

Personal Property

La Quinta Inn & Suites is not responsible for personal property of employees within facilities, vehicles or parking areas. Any personal items brought on premises deemed inappropriate by La Quinta Inn & Suites, will be removed without notice. As always, be considerate of the company’s image as well as your image with customers and co-workers.

Personal Cell Phones, Tablets And Smartphones

Use of personal cell phones, mobile phones, smartphones or personal digital assistants is prohibited during standard working hours. Personal calls and communication via social media must be handled on personal time. If you have an emergency situation, contact your immediate supervisor.

Text Messaging

Use of personal cell phones, mobile phones or personal digital assistants for text messaging is prohibited during standard working hours. Personal text messaging must be handled on personal time. If you have an emergency situation, contact your immediate supervisor.

Personal Safety

At La Quinta Inn & Suites the safety of our employees is a top priority. We will make every reasonable effort to ensure the safest working environment possible. If you have suggestions or concerns, discuss them with your immediate supervisor or the General Manager. If you feel you are in danger performing your job duties, stop working and report the hazard to your immediate supervisor. Failure to comply with all health, safety and environmental policies and procedures may result in disciplinary action, up to and including termination.

Food & Beverage

Without exception, food and beverage is strictly prohibited within immediate proximity of any computers, servers, related hardware, application storage areas or production equipment. In all other areas, employees should be mindful of potential business visitors within the work area. Meals should be eaten in the specified lunch area.

Smoking

Smoking is not allowed in La Quinta Inn & Suites facilities. Smoking is allowed only in designated areas outdoors. While smoking, please be considerate of others. All smoking materials must be extinguished properly and disposed of in appropriate receptacles.

Solicitation

As a courtesy to other employees La Quinta Inn & Suites does not allow solicitation of political information, religious information or items for sale. Solicitation for sale of items involving fundraisers for school projects and the like may be considered. See your immediate supervisor for approval.

Moonlighting

Due to conflict of interest, La Quinta Inn & Suites does not allow employees to “moonlight” - offering any services provided by La Quinta Inn & Suites. Failure to comply with this policy may result in disciplinary action or termination of employment.

Confidential Information Security

As a matter of course employees of La Quinta Inn & Suites will have access to confidential and proprietary information. This information includes, but is not limited to, personnel information, pricing, client lists, contractual agreements, intellectual property and marketing/sales strategies. It is a condition of employment that you not disclose this information to third parties during or after employment. Disclosure of La Quinta Inn & Suites confidential information without express written approval is prohibited. Failure to comply with this policy may result in disciplinary action, termination of employment, and/or legal action.

Company Equipment

Company property, such as laser printers, copiers, computers and all production tools, are to be used for La Quinta Inn & Suites business purposes only. Use of unauthorized equipment may result in appropriate disciplinary action, up to and including termination. 

Your designated work area, desks and cabinets are not to be locked with personal locks. If you need assistance securing company property see your immediate supervisor.

Phone Systems, Voice Mail and Personal Calls

Telephone systems, equipment and operators are in place to provide business services of the company. Employees are to limit the personal use of these items. Lengthy calls should be made during breaks.

Long distance calls for personal use are prohibited.

Computers and Related Equipment

La Quinta Inn & Suites provides employees access to computers, printers and other equipment on an as-needed basis, to perform their job requirements. This equipment is to be used exclusively for the business activities of La Quinta Inn & Suites. Employees found to be using company computer equipment for personal use may be subject to appropriate disciplinary action, up to and including termination. 

Employees are required to maintain their computers and related equipment in good working order. If any of your equipment needs service, repair or maintenance, notify your immediate supervisor.

Employees shall not use company systems to knowingly violate any city state or federal laws. 

Computer games and personal software may not be installed on company equipment.

Company equipment shall not be used to create or store personal information or projects.

Company equipment shall not be used to store or display images depicting violence, sexually explicit material or racially offensive material.

Software installed on company computers must be properly licensed and installed at the direction of the computer systems supervisor.

Employees are not permitted to download any software (free or otherwise) without express permission from the computer systems supervisor.

Internet

Company computer systems, connected to the internet, are connected for business purposes only. Accessing the internet for personal use is prohibited. Employees are expressly prohibited from allowing any third party to use company provided computers or internet services.

Conducting company business on the internet must be done following all guidelines and policies for conducting business in conventional settings.

Do not expect privacy on company computers. Our software and systems may have the capability of tracking each visit, each email, each chat and each file transfer, by every computer on the system.

La Quinta Inn & Suites maintains the right to limit internet access. 

La Quinta Inn & Suites will comply with any reasonable requests from law enforcement to review internet activities of any employee.

While accessing the internet, employees should be fully aware of the global reach of the media. Employees are required to maintain a high level of dignity and be mindful that they represent La Quinta Inn & Suites to the world at large while online.

For protection of the company network and proprietary information, security measures have been installed on the systems. No employee shall, under any circumstances, attempt to disable or circumvent these security measures.

Email & Electronic Communication

Company provided email is provided for business purposes only. Personal use should be kept to an absolute minimum.

All emails, sent or received, are company records and as such, are accessible to appropriate staff members.

No anonymous emails can be sent from company systems. All employees are required to identify themselves by name and email address.

Chat room participation is prohibited except for business related forums which require approval from your immediate supervisor.

Personal Leave of Absence

La Quinta Inn & Suites will make every reasonable effort to consider personal leave of absence. Apply for unpaid personal leave of absence authorization from the General Manager. Many factors are considered when determining eligibility for personal leave of absence and is granted or denied solely at the discretion of La Quinta Inn & Suites.

Tacoma's Paid Sick Leave

An amended paid sick leave law took effect on January 1, 2018. At that time, the City's paid sick leave will be in closer alignment with the new standards set by State law, including: 

• Workers will be eligible to use paid sick leave 90 days after hire.
• Workers will earn one hour of paid sick leave for every forty hours worked with no annual cap on accrual.
• Workers will be able to carry over up to 40 hours of unused paid sick leave to the following year. 
• Workers will be able to use all accrued hours for authorized purposes, with no other limits on use.
• For absences exceeding three days, employers may require documentation, such as a doctor's note, that shows that the leave was used for an authorized purpose.
• Overtime-exempt employees remain covered in Tacoma.

Unpaid Family & Medical Leave

La Quinta Inn & Suites employees are eligible to take unpaid leave as per the terms of The Family and Medical Leave Act of 1993. Consult the General Manager for details and notify your immediate supervisor if you choose to take this unpaid leave of absence.

bereavement Leave

La Quinta Inn & Suites will provide reasonable time off for employees to attend funerals of friends and loved ones. In the event of a death in the immediate family of the employee, up to three days unpaid time off may be granted to attend to family matters and funeral arrangements. Additional unpaid time off may also be granted. Contact the General Manager concerning your specific needs.

Jury Duty

Notify your immediate supervisor if you are summoned for jury duty. Time off from work will be granted as necessary in compliance with applicable law.

Military Duty

An employee whose spouse has received an impending call to active duty during a period of military conflict may take up to 15 days of job-protected leave from work. Their spouse must be a member of the armed forces or National Guard, to be eligible. This leave also applies to reservists who have been called to active duty.

To qualify:

• Employees must work an average of 20 or more hours per week.
• Leave must be taken prior to or during deployment.
• Employees can use any combination of accrued paid time off, or unpaid leave.
• Employees must notify their employer within five business days of receiving notice of deployment.

See Chapter 49.77 RCW for full details.

Worker's Compensation

State and federal law governs eligibility requirements. Claims are paid directly to employees. All employees are expected to return to work immediately upon release by their physician.

Employees are required to report job-related injuries immediately. Failure to comply could result in difficulty with the employee’s claim.

Report to your immediate supervisor all accidents or injuries.

Problem Resolution

The solution to most problems is often found through communication. We will make every reasonable effort to assist in solving problems or disputes amongst employees. 

We recommend the following:

For disputes between employees, first discuss the problem between the two employees and make every attempt to resolve it. If no resolution is reached, both employees together should approach a supervisor and allow the supervisor to participate in the resolution. If a resolution is not reached, it should be turned over to the General Manager. The General Manager will gather and review all information and provide a solution with the best interest of all parties.

If a supervisor is involved as a party in the initial dispute, it must be turned over to the General Manager at the outset. 

Decisions of the General Manager will be final.

Violation of Company Policy

Employees found to be in violation of company policy will be given official notice of the infraction. All reasonable attempts to resolve the problem will be made to constructively resolve the situation. Appropriate disciplinary action, up to and including termination, may be taken if the violation continues.

Termination

Employees of La Quinta Inn & Suites are not given tenure. Any employee of La Quinta Inn & Suites may choose to terminate employment at any time. 

Employees choosing to terminate their employment with La Quinta Inn & Suites are required to return all company property to their immediate supervisor before leaving the premises on their final day of employment.

La Quinta Inn & Suites may terminate employment at any time for any reason. If an employee is terminated for a severe violation of policy they will be escorted from the premises immediately. Any personal property, plus their final paycheck, will be given to the employee upon receipt of all company owned property.

La Quinta Inn & Suites considers personnel files confidential. Any request for employment confirmation will be provided only with employment dates and positions held.