Accommodating Employees With Disabilities

Accommodating Employees with Disabilities

The Company makes reasonable accommodations for qualified prospective and current employees with physical or mental disabilities to allow them to perform the essential functions of a job. In certain circumstances, reasonable accommodations may include, but are not limited to, making existing facilities readily accessible to and usable by individuals with disabilities, restructuring job activities, allowing part-time or modified work schedules, reassigning an employee to a vacant position, acquiring or modifying equipment or devices, adjusting or modifying training materials, and similar activities.

Undue Hardship

An accommodation is not reasonable if it would create an undue hardship for the Company. Undue hardship means an action requiring significant difficulty or expense. Some of the factors considered by the Company in determining whether undue hardship would exist may include: (1) the nature and cost of the accommodation; (2) the overall financial resources of the facility at which the accommodation is to be made; (3) the number of persons employed at that facility; (4) the effect on expenses and resources or other impact upon that facility; (5) the overall financial resources of the Company; (6) the overall number of employees and facilities; (7) the operations of the particular facility as well as the entire Company; and (8) the relationship of the particular facility to the Company.

Requests for Accommodation

Forward all requests for accommodations by employees under this policy to the Corporate Human Resources Department, which is responsible for its administration. Upon receipt of an accommodation request, a member of the Corporate Human Resources Department will meet with the requesting employee to (a) ascertain whether he or she is a qualified individual with a disability, (b) discuss and identify the precise limitations resulting from the disability, and (c) discuss and identify the potential accommodation that Sodexo Live! might make to help overcome those limitations.

Request for Accommodation Form

Request for Religious Accommodation Form 

Evaluation of Requested Accommodation

Appropriate management representatives identified as having a need to know will work with the Corporate Human Resources Department to determine the feasibility of the requested accommodation, considering various factors, including, but not limited to, the nature and cost of the accommodation, the availability of tax credits and deductions, outside funding, the facility’s overall financial resources and organization, and the accommodation’s impact on the operation of the facility, including its impact on the ability of other employees to perform their duties and on the facility’s ability to conduct business. The Corporate Human Resources Department will inform the employee of Sodexo Live!’s decision regarding the accommodation request.

Workplace Violence

Sodexo Live! is dedicated to providing a safe workplace for all employees and does not tolerate any form of workplace violence committed by or against employees.

Employees are prohibited from making threats or engaging in violent activities while on Company or client property. Violent Activities include, but are not limited to:

• causing physical injury to another person;
• making threatening or profane remarks;
• exhibiting aggressive or hostile behavior that creates a reasonable fear of injury to another person or subjects another individual to emotional distress;
• intentionally damaging property or property of another employee; or
• carrying or possessing a weapon while on client or Company property or while on Company business.

Reporting Dangerous Situations

Any potentially dangerous situation must be reported immediately to the General Manager, the Senior Vice President, the Corporate Human Resources Department, security (if present at your location), or law enforcement. Individuals wishing to remain anonymous may report incidents using the Network Hotline, which is 800-241-5689. The hotline is available 24 hours per day, 7 days per week.

Management Response

The Company will make every effort to respond appropriately to a known hostile or violent situation. Managers should be alert and should take all appropriate action to ensure the safety of the workplace and our employees. To that end: (a) If an employee or individual is injured, get medical care immediately. (b) Follow measures set forth in the Security Manual and/or Safety Guide; contact Security if present in your location. (c) The incident must be reported to the General Manager. (d) Contact the Corporate Risk Management and Corporate Human Resources Departments immediately. (e) Prepare an incident report or document in writing. Consult with the Corporate Human Resources Department regarding investigation of the incident.

Evacuation

Please refer to the Company’s Security Manual for procedures in the event of a mandated evacuation from your facility. All reported incidents will be investigated. Information will be disclosed to others only on a need-to-know basis; however, anonymity cannot be guaranteed.

Drug Free Workplace

In the interest of the health, safety, and welfare of Sodexo Live!’s employees, customers, and the community, and in order to maintain the quality and integrity of its services, Sodexo Live! strictly enforces its Drug and Alcohol Abuse Policy.  All employees must be fully able to perform their job responsibilities satisfactorily during their working hours, whether on Sodexo Live! property or while conducting Sodexo Live! business at other locations.

Employee Testing

Sodexo Live! reserves the right to use drug and/or alcohol tests (including urinalysis or blood tests) under certain circumstances.  In every case, the Corporate Human Resources Department must approve and oversee testing. However, managers should be generally aware of the basic guidelines governing drug and alcohol testing, as outlined below.

Pre-employment Testing

The Corporate Human Resources Department shall determine whether pre-employment testing is appropriate.  Testing for alcohol abuse may be conducted only after a conditional offer of employment has been extended.  Pre­employment testing for controlled substances (other than alcohol) may be required for prospective employees whose jobs include driving a Company vehicle across state lines and who are subject to the Federal Highway Administration’s Drug Testing Regulations, or whose jobs include driving a Company vehicle within states that have adopted statewide Department of Transportation regulations on drug screening, or whose jobs include working at a facility where Sodexo Live!’s client is required by law to test such individuals for controlled substances.

The term “controlled substances” means (i) illegal drugs which are not authorized for sale, possession, or distribution under either federal or state law, and (ii) legal substances, either prescribed or over-the-counter, when taken in a dosage or combination which results in mental/physical impairment, or when taken without proper authorization, supervision or prescription by a licensed healthcare professional.  Controlled substances include, but are not limited to, marijuana, cocaine (including “crack” and other cocaine derivatives), morphine, heroin, amphetamines, and barbiturates. Although controlled substances the unauthorized or inappropriate use of a legal substance prescribed by a physician, the above policy does not refer to the legitimate use of any authorized substance which does not adversely affect job safety or performance.

A prospective employee who screens positive on a pre-employment drug screen is ineligible for employment at that time. He or she may reapply after at least six months.

Employee Testing Guidelines

Testing of current employees for controlled substances and/or alcohol use may be appropriate under certain circumstances.

Reasonable Suspicion or Probable Cause Testing

All current employees of Sodexo Live! may be asked to submit to a drug or alcohol test if there is probable cause to indicate that their ability to perform work might be impaired.  Factors that could establish “probable cause” include, but are not limited to:

• Sudden changes in work performance;
• Repeated failure to follow instructions or operating procedures;
• Violation of company safety policies;
• Involvement in an accident or near-accident;
• Discovery or presence of illegal or suspicious substances or materials in an employee’s possession or near the employee’s workplace;
• Odor of alcohol and/or residual odor peculiar to some chemical or controlled substances;
• Unexplained and/or frequent absenteeism;
• Personality changes or disorientation; or
• Arrest or conviction for violation of a criminal drug statute.

Refusing to submit to a test when requested, or screening positive to such a test, may subject an employee to discipline up to and including termination.

As managers, you should focus on the relationship of the observed behavior to the safe performance of the employee’s job and conformance with Sodexo Live!’s policies. Regardless of the reason for the behavior, supervisors can remove employees from their duties when the behavior threatens the safety of the employee or others or violates Sodexo Live!’s policies.

If you have probable cause to believe that an employee under your supervision has impaired judgment or performance, you should send the employee to the location’s approved testing center or to such other facility as directed by the Corporate Human Resources Department for testing. Use the Behavior/Incident Documentation form to document the event. This form is provided to you to help you document objective factors that establish probable cause.

All current employees of Sodexo Live! may be asked to submit to a post-accident test.

Sodexo Live! reserves the right to engage in random testing or regularly scheduled testing as permitted by law.

Follow-up tests may be utilized by Sodexo Live! as it deems necessary and in compliance with applicable law.

Reporting of Convictions and Participation in Assistance Programs

As a condition of working at our facility, every employee will abide by the terms of this statement and of the related policy, and will notify Sodexo Live! of any conviction of or plea of guilty or nolo contendere to any violation of applicable state, federal or local controlled substance law, including Florida Statute 893, for a violation occurring in the workplace no later than 5 days after such conviction.  Sodexo Live! will require satisfactory participation in a public or community drug assistance or rehabilitation program if such is available in the employee’s community, by any employee who is so convicted.  Such treatment will be at the employee’s expense.  Violations of this policy will result in discipline up to termination in the Company’s discretion.

Always consult your State Addenda for applicable local laws, policies and procedures.

Confidentiality of Results

Drug and alcohol testing results are confidential and are maintained in the employee’s separate medical file.

Unannounced Searches 

The Company may conduct unannounced searches for controlled substances and alcohol on the Company’s property, facilities and vehicles, including desks, lockers, work areas, vehicles, containers, and clothing. An employee’s desk, work area, automobile, locker, personal belongings and containers may be the subject of a search.

Notice to Outside Contractors and Vendors

Outside contractors and vendors will be advised of the Company’s policy and instructed to ensure their employees’ compliance while on Company property or in the conduct of business on Sodexo Live!’s behalf as a condition of continued business dealings with Sodexo Live!.

Safety and Security

Sodexo Live! has published separate Safety Guides and a Safety and Insurance Claim Reporting Manual to assist managers in providing and maintaining a safe work environment. The safety of our employees is important, and Sodexo Live! is committed to providing a safe and healthy workplace.

It is every employee’s basic responsibility to make safety an ongoing concern. It is essential to have the full cooperation of all employees in following established safety policies and procedures and using safety equipment. We should strive to continually heighten the awareness and education of safety practices, policies and behaviors. Our common goal is to reduce accidents through the detection and correction of unsafe conditions and practices.

It is the duty of each manager to monitor and enforce the safety policies and procedures at Sodexo Live!. This includes providing a copy of the Safety Guide to independent contractors, monitoring those contractors for compliance, and advising supervisors of those contractors who are in violation of the Safety Guides or the Occupational Safety and Health Act of such violations, so that the contractor’s manager can take prompt remedial action.

Security Incident Reporting Procedures

Written reports should be prepared by General Managers (or appropriate personnel) and submitted to the Corporate Risk Management immediately after a security-related incident has occurred or been discovered. If time is a critical factor, a report can be made first over the telephone, cell phone, pager, e-mail, or text messaging, and later confirmed in writing.

The following types of incidents must be reported:

• Bomb threats via telephone, e-mail, mail, etc., or actual bomb incidents.
• Suspicious letters or packages that may contain biological agents or explosives.
• Actual or suspected espionage or subversive activity.
• Natural or man-made disasters.
• Any acts of violence or threats of violence.
• Theft or misappropriation of company assets.
• Shortages of stored materials, especially hazardous materials, etc.
• Loss, theft, or suspected theft of proprietary information. Also, any inadvertent or unauthorized disclosure of proprietary data.
• Any breach of the Company’s drug and alcohol policy.
• Criminal acts on Company property, including gambling, and the possession or use of controlled substances.
• Damage to Company property or an employee’s personal property while on Company premises involving actual or suspected mischief, vandalism, or criminal negligence.
• Attempts by persons to misrepresent themselves as employees or agents.
• Any illegal action proposed by a purchasing agent or contractor representative.
• Any breach of computer security.
• Any employee’s intoxication or use of controlled substances at work or on Company property.

Security Procedures

You are responsible for training your employees regarding security matters such as evacuations, securing doors, and turning on alarm systems.

You must test alarm systems in accordance with their security checklist.

You are responsible for securing your areas at closing. Each item on the security list is to be checked off.

The Company reserves the right to use any lawful means to investigate a breach of security or its policies.

All employees are expected to cooperate with any investigation. Employees who fail or refuse to cooperate may be disciplined, up to and including termination of employment.

Any employee who provides false information or omits information during an investigation is subject to discipline, including termination of employment.

Security Manual

Please refer to the Company’s Security Manual for various additional security procedures and reporting requirements. Your specific location may also have its own Security Manual which should be adhered to at all times. Anyone who violates security rules is subject to discipline, up to and including discharge.

Worker’s Compensation

As a condition of employment with Sodexo Live!, employees are required to comply with and participate in the Company’s Workers’ Compensation and Safety Programs. Prompt notification of all workplace injuries or accidents is required. Employees participating in the workers compensation program are expected to work in a transitional duty job until the earliest of: (1) 90 calendar days from the date of injury; (2) receipt of a medical release for regular work; (3) the availability of a transitional duty job ends; or (4) a physician statement that the employee cannot return to his or her regular job. Refusal to accept a transitional duty assignment for any reason other than a medical one may be grounds for termination. Employees are expected to review and comply with the Claims and Transitional (“CAT”) Duty Program.

Supervisors First Report Form

Managers Guide to Worker’s Compensation

Worker’s Compensation Flowchart 

Drug and Alcohol Policy

Sodexo Live! is committed to the health, safety, and welfare of employees, customers, and the community, as well as to maintaining the quality and integrity of its services. The Drug and Alcohol Abuse Policy is part of this commitment.  This policy applies to every Sodexo Live! employee. Outside contractors and vendors will be advised of the Company’s policy and instructed to ensure their employees’ compliance while on Company property or in the conduct of business on Sodexo Live!’s behalf as a condition of continued business dealings with Sodexo Live!. Possessing, using, manufacturing, distributing, dispensing, purchasing, selling, or having controlled substances in your system (without medical authorization or in improper dosages) during the workday, on Sodexo Live!’s property, or while conducting Sodexo Live! business, including while using Company vehicles, is prohibited. Possession, use, distribution, sale or consumption of alcohol is similarly prohibited. As used in this policy, the term “controlled substance” includes illegal drugs which are not authorized for sale, possession, or distribution under either federal or state law, or legal substances, either prescribed or over-the-counter, taken in a dosage or combination which results in mental/physical impairment, or taken without proper authorization, supervision or prescription by a healthcare professional licensed to do so. An employee with a substance abuse problem is encouraged to seek a medically-supervised rehabilitation program. It is the responsibility of the employee to seek assistance before substance abuse leads to problems at work. Sodexo Live! reserves the right to require employees to take and to pass regularly-scheduled and/or random urinalysis and/or blood tests for controlled substances and/or alcohol. Sodexo Live! may test employees who perform safety sensitive jobs or when an employee is involved in an injury/accident on Sodexo Live!’s property or while on Sodexo Live! business. Sodexo Live! also may require employees to take and pass such tests (1) when there is reasonable suspicion of controlled substances and/or alcohol abuse; (2) after an accident; and (3) where required by law. Failure to take a test when requested may result in disciplinary action up to and including termination. Sodexo Live! may require follow-up testing if an employee is found to have violated this policy but has been permitted to remain employed, or as otherwise deemed necessary. All employees must be fully able to perform their job responsibilities satisfactorily during working hours, whether on Sodexo Live! property or while conducting Sodexo Live! business at other locations. SEARCHES Subject to local and state law, management may conduct unannounced searches of Company facilities to enforce its Drug and Alcohol Abuse and/or other policies. Facilities include: all buildings and structures, desks and storage cabinets, locker rooms and lockers, vehicles parked on Company property, and personal property of Sodexo Live! employees, visitors, or contractors while on Company property. When there is cause to believe an employee is violating criminal statutes, appropriate law enforcement agencies will be notified. 

Safety Committees

Sodexo Live! strives to provide a safe working environment for employees. Sodexo Live! is committed to safe operating practices and procedures that protect the health and safety of employees, customers and the community. Safety is every employee’s responsibility. Each employee is expected to do everything reasonable to keep Sodexo Live! a safe place in which to work. Each employee is encouraged to discuss any questions or ideas to improve safety with his or her supervisor.