Effective August 1, 2012 for U.S.

employees
PERSONNEL
POLICIES
SUMMARY
The Values That Dene Us
And Drive Us
Our brands are the most valuable things we own

Personal honesty and integrity are the

foundation of our success

Customer service is our way of life

Our company is a fun and friendly place

where teamwork rules

We work hard and we reward hard work

Great things happen when we listen

to our customers and to each other

We strengthen our communities,

one neighborhood at a time

Our doors are open

Table Of
Contents
Personnel Policies Summary
Acknowledgment ................................ 6
Alternative Work Arrangements .......... 6
Attendance And Punctuality ................. 7
Condential Nature Of
Company Information .................... 7
Driving Policy ...................................... 7
Drug And Alcohol Use ........................ 12
Educational Assistance Program ....... 12
Electronic Communication................. 12
Emergency Notication System (ENS) . 14
Employee Classications ................... 15
Employee Consumer Reports ............ 15
Employee Referral Policy ................... 15
Employee Reviews ............................ 16
Employee Safety ............................... 16
Enterprise Holdings Foundation ......... 16
Equal Opportunity Employer .............. 17
Group To Group Transfers .................. 17
Housekeeping And
Vehicle Appearance ..................... 18
Language Education Assistance
Program ...................................... 18
Legality Clause ................................. 18
Mandatory Retirement ...................... 18
Open Door Policy ............................... 18
Personal Appearance ........................ 18
Personal Relationships ...................... 19
Pro-Employee Philosophy .................. 20
Salary Information ............................. 20
Self-Disclosure ................................. 21
Service Award Program ..................... 21
Sexual Harassment ........................... 21
Social Security And Medicare ............ 21
Solicitation And Distribution .............. 21
Suggestions ...................................... 22
Termination ....................................... 22
Unemployment Compensation ........... 22
Workers Compensation .................... 22
Adoption Assistance......................... 24
Discounts ......................................... 26
Time Off ........................................... 29

Index................................................. 41

Tear-Out Sheet
Acknowledgment Of
Terms And Conditions
Personnel
Policies
Summary
Groups throughout the United States realize the importance of providing their employees with appropriate
personnel policies. Trough group eorts, including input from ongoing employee opinion surveys, certain
policies are addressed on a coordinated basis. Te Personnel Policies Summary describes these coordinated
policies. At their own discretion, each group may elect to implement its own personnel policies unique to its
operations and employees.
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Acknowledgment
Subject to the terms and obligations of any
applicable collective bargaining agreement, at the
option of either the employee or the company,
employment and compensation with the company
can be terminated with or without cause, and with
or without notice, at any time. Unless specically
employed by and assigned to the Corporate
headquarters, the employee is an employee only of the
subsidiary or aliate where hired or regularly assigned
and is not an employee of the corporate parent or
any other subsidiary or aliate. No employee of the
company, other than a subsidiary general manager or
corporate ocer, has any authority to enter into any
agreement for employment for any specied period
of time or to make any agreement contrary to the
foregoing.
Any eective binding agreement must be in writing
and signed by both a subsidiary general manager or
corporate ocer and the individual employee involved.
All Level III and IV employees are required to execute
employment contracts as a condition of employment.
Neither the policies contained herein nor policy
statements, comments, or statements of managers, nor
the various applications for employment utilized by
the company, are intended to constitute employment
contracts, either express or implied, nor shall they
serve as an independent basis for a contract of
employment.
Furthermore, none of the policies contained herein
are intended by reason of their publication to confer
any rights or privileges upon employees or to entitle
employees to remain employed by the company.
Employees understand that this policy summary is
presented for informational purposes only.
Tis policy summary describes, in abbreviated form,
many programs governed by and fully described in
other plans, descriptions, and booklets. Nothing in this
summary should be considered a modication of these
programs or a restriction on the companys right to
change or terminate them at any time.
For those individuals whose employment is
governed by the terms of a collective bargaining
agreement, to the extent a provision of this Personnel
Policies Summary is inconsistent with the collective
bargaining agreement, the collective bargaining
agreement shall apply.
Acceptance of, or continuation of, employment
on or after the eective date of this policy summary
constitutes the employees agreement to these
terms and acceptance of the companys policies and
requirements as stated herein.
Te employee voluntarily agrees and understands
that the company has the absolute discretionary right
to modify the aforementioned policies from time
to time and that the company will determine the
most practical and ecient means to announce such
changes to employees.
Alternative Work Arrangements
As a general guideline, the company will
consider reasonable requests for alternative working
arrangements (AWAs). AWAs are a change in schedule
due to a life changing circumstance, i.e. care of sick/
elderly relative, childcare, etc. that requires a reduction
of hours of 10% or more. AWAs must include a written
request from the employee that includes a 10% or more
reduction of hours, with an appropriate compensation
adjustment. Te agreement should include ocer
approval and a minimum review period that cannot
exceed every six months. Typically, the company
only considers AWAs for employees who are in good
standing and have worked a minimum of one year of
service. Te company reserves the unconditional right
to end the arrangement at any time.
Because employees know their personal situations
best, the company encourages employees to initiate
conversations about possible AWAs with their
supervisor, HR department or another member of
management. Outside of an AWA, there are other
exible working options including Flextime and
Flexible work arrangements, dened as follows:
Flextime: A program developed by both employee
and supervisor, requiring the approval of the manager,
where hours remain the same but there exist possible
options in how those hours are structured. Keeping in
mind that our main function is to service customers
and operate or support the business during its hours
of operation, groups may consider oering ex time to
their employees.
Flexible Work Arrangements: An agreement between
employee and direct supervisor where the hours
worked remain the same but there is an arrangement
that consistently diers from their branch, department
Personnel Policies
Summary
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or oce standard hours or work location. Te work
arrangement allows the employee to provide high
quality service or support while enjoying additional
freedom to balance his or her personal needs.
Attendance And Punctuality
Regular and punctual attendance is expected of all
employees. Attendance is one of the factors considered
when evaluating performance, as it is an essential
function of each position.
An absence is dened as a failure to report to
work for a scheduled work shift. An employee who is
absent for any reason is required to notify his or her
manager before his or her scheduled start time. In
situations where it is impossible to call prior to the
start of the day, the employee should call as soon as
possible thereafter. If an employee must leave work
early, he or she needs to get prior approval from his
or her immediate supervisor. If their supervisor is not
available, they should ask to speak to another member
of management.
Typically, the company requires an employee
to provide a doctors note for any sick time needed
that is due to an illness or injury when lasting for
three or more consecutive days. In these situations,
management may also require a doctors release before
allowing the employee to return to work. Additionally,
absences other than illness or injury may require
sucient verication of the need for the absence.
Habitual absence or tardiness is cause for
disciplinary action, up to and including termination.
An unexcused absence of three or more consecutively
scheduled working days will be considered a voluntary
resignation.
Condential Nature Of
Company Information
Highly condential and condential information,
including but not limited to methods of operation,
customer lists, customers personal information,
employees personal information, referral sources
and trade secrets must be protected with appropriate
safeguards. Current and former employees may not
use customer lists to contact or solicit customers for
any reason. Furthermore, the retention and use of
proprietary information by a terminated employee
may be detrimental and injurious to the company.
Terefore, upon termination, all employees must
promptly return such information.
Computer-related access codes and passwords are
condential and should not be shared with others.
Employees must take appropriate precautions to secure
their computers and portable and mobile devices when
not in use by either locking the computer terminals
or logging o. Te company prohibits unauthorized
access to its technology systems and facilities;
unauthorized use of cameras, camera phones, image,
sound, and video recorders and any other monitoring
devices; or computer hacking of any kind.
Te company is committed to protecting the
privacy of customers and employees personal
information, including but not limited to their credit
card numbers, drivers license numbers, Social Security
numbers, national identication numbers, personal
account numbers and contact information. All
employees whose job responsibilities include accessing,
receiving or using customers personal information
are expected to protect the condentiality of such
information. Customers or employees personal
information should only be disclosed as necessary
to perform ones job responsibilities. Employees who
fail to protect the condentiality of customers or
employees personal information will face disciplinary
action, up to and including termination.
Furthermore, the company maintains the privacy of
its employees and their dependents protected health
information. All employees whose job responsibilities
include accessing, receiving or using protected
health information are expected to protect the
condentiality of that information. Such information
should only be disclosed as necessary to perform ones
job responsibilities. Employees who fail to protect
the condentiality of protected health information
will face disciplinary action, up to and including
termination.
Failure to comply with this policy will result in the
appropriate disciplinary and legal action, as deemed
suitable by the company.
Driving Policy
Drivers Licenses And Safety
Te following individuals will be required to
maintain a current valid drivers license and a
satisfactory driving record:
All employees in a position deemed to be a driving
position;
All employees who drive or are assigned a
company vehicle; and
All spouses and same-sex or opposite-sex domestic
partners eligible to drive company vehicles.
Te company reserves the right to determine what
constitutes a satisfactory driving record. Driving
records will typically be checked upon employment in
a driving position and/or commencement of driving
privileges, and at regular intervals thereafter.
All employees and/or eligible spouses and same-
sex or opposite-sex domestic partners are required
to operate vehicles in a safe and lawful manner at all
times.
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Reporting Obligations
Employees in driving positions or any employee
who drives or is assigned a company vehicle are
required to immediately report any of the following to
their supervisor:
All accidents or incidents that occur in a company
vehicle; and/or
All moving violations and/or convictions that
occur on company time while in either a company
or personal vehicle; and/or
Any incident involving driving or operating a
vehicle under the inuence of drugs or alcohol,
regardless of whether such event occurs on or
o company time or in a company or personal
vehicle; and /or
Any suspension, revocation, expiration or
invalidation of their license.
Employees whose spouses or domestic partners
are eligible to drive a company vehicle are required
to immediately report any of the following to their
supervisor:
Any accidents or incidents that occur in a
company vehicle;
Any alcohol or other drug-related driving incident
(e.g., DUI, DWI) involving their spouse or partner
while operating a company vehicle; and/or
Any suspension, revocation, expiration or
invalidation of such spouses or partners license.
Disciplinary Action/Defensive Driving Course
A failure to report any violation, conviction,
accident or incident, or any suspension, revocation,
expiration or invalidation of licensure, as stated above,
will subject the employee to disciplinary action, up to
and including termination.
Should an employees driving record become
unsatisfactory, the employee may be subject to
discipline, up to and including termination. Employees
with marginal driving records, as determined by
management, may be required to take a defensive
driving course outside of normal working hours. Te
employee will be required to pay the cost of the course,
unless prohibited by state laws. Typically, such a course
will be required after an employees second chargeable
accident in a three-year period.
Should the driving record of a spouse or domestic
partner eligible to drive a company vehicle be deemed
unsatisfactory, driving privileges may be revoked or
otherwise restricted.
Any employee with a clear determination or
acknowledgment of guilt (e.g. admission, conviction
or plea of nolo contendere) of a DUI or DWI will lose
personal use of a company vehicle for one year, will
be ineligible for promotion for one year, and will be
subject to disciplinary action, up to and including
termination.
Safety
All employees shall wear seat belts when traveling
in company vehicles or personal vehicles being used
for company business. Obviously, the company
encourages all employees to wear seat belts when
driving on personal time as well.
Driver Distractions
Safety must be an employees primary concern
when operating a company vehicle. Driver distractions
can contribute to hazardous driving. Depending on
the situation, distractions can include eating, drinking,
talking to a passenger, changing the radio station or
talking on a cellular phone. Because it is impossible
to anticipate what might create a distraction when
operating a vehicle, employees should use common
sense to minimize potentially distracting activities.
Some states have passed laws that specically
address using a cellular phone or other handheld
device when operating a vehicle. All employees are
required to adhere to the laws enforced in their
respective states. In addition, the following should be
put into practice:
Avoid unnecessary calls.
Avoid calls when driving in heavy trac or
hazardous weather conditions.
Become familiar with your cellular phone and its
features such as voice commands, speed dial and
redial before operating a vehicle.
When available, use a hands-free device such as
ear buds, wireless Bluetooth technology, speaker
phones or hard-mounted kits.
Position the wireless phone within easy reach.
Keep calls as brief as possible.
Preprogram common phone numbers to avoid
having to look up phone numbers.
Whenever possible, place calls when not moving
or before pulling into trac.
Avoid stressful or emotional conversations.
Do not check e-mails, text messages or take notes
while driving.
Using radar detectors in company vehicles is strictly
prohibited.
It is critical that we lead by example in the areas
of automobile safety. Not only is safety important
in controlling premium costs and losses, but most
importantly, safety protects our most valuable assets,
our employees.
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Employee Minimum Age
In order to operate a company vehicle, employees
must be at a minimum of 18 years of age and have an
acceptable driving record in accordance with company
policy, unless prohibited by state law.
Employee Accident Loss Policy
Denitions
Business use Te use of a company- or
personally-owned vehicle for company business.
Employees using their personal vehicles for
company business must obtain management
approval in advance.
Commute use Te use of a company-owned
vehicle for the purpose of driving to and from
work.
Personal use Te use of a company-owned
vehicle for personal use other than commuting,
whether through the personal use option or if
provided in the course of employment according
to policy.
Comprehensive loss Any loss other than
collision.
Chargeable collision Any collision for which the
company is unable to determine conclusively that
another party was at fault.
Unauthorized use Any use of a company-owned
vehicle, except as dened in business, commute or
personal use.
Substantial negligence Any use of a vehicle
which, as determined by management, could be
reasonably expected to result in a loss.
Employee Responsibility
For all losses (excluding the rst comprehensive
loss) while on commute or personal use, the employee
is responsible for the rst $500 of all unrecovered
costs (unless prohibited by state law), and is subject to
disciplinary action, up to and including termination.
In circumstances involving unauthorized use
or substantial negligence while on commute or
personal use, the employee may be responsible for all
unrecovered costs (unless prohibited by state law), and
is subject to disciplinary action up to and including
termination.
Unassigned Vehicle Policy
Commute-use only No monthly deduction or
taxable fringe benet.
Certain employees may drive rental units, factory cars,
service loaners, used cars, etc., if available, to and from
work upon completing and submitting a commute-use
option request form. Management approval must be
obtained.
Vehicles driven as part of the commute-use only
policy may not be driven for other personal use. Any
employee who uses these vehicles for personal use will
be subject to disciplinary action up to and including
termination. Te company reserves the right to
discontinue an employees commute use due to a poor
driving record or other reasons deemed necessary by
the company. In these situations, the employee will not
be entitled to any monetary compensation for the loss
of the company vehicle or any other benet employed
therewith.
An employee who is assigned to a location that
oers on-site fuel should always obtain fuel from
that location. In these circumstances, personal fuel
purchased will not be reimbursed.
Employees who support the Enterprise brand
should randomly select vehicles from the eet of
available vehicles at the location nearest to their
oce. If an employee is consistently driving the same
vehicle for an extended period, the employee should
be considered a participant under the assigned-vehicle
policy.
Employees who support the National and Alamo
brands may select vehicles from the eet of available
vehicles at their location. Tese employees should
open and close a non-rev (SMM-station movement)
or inventory under employee movement for vehicles
driven by eligible positions in eld operations. A non-
rev document or employee movement must not exceed
a seven-day period.
Selection of vehicle car classes will be determined
by management.
Optional personal use Monthly deduction of $200
for scal 2012/2013, with no taxable fringe benet.
Te personal use option is available to certain
employees with commute use privileges who
submit a personal use option request form and
obtain appropriate management approval. A charge,
determined at the beginning of each scal year and
based on an amount that the company determines to
be the fair cost to provide personal use, is made as a
biweekly payroll deduction.
Employees interested in the optional personal use
policy must sign up for a minimum of six months.
Spouses and eligible same-sex or opposite-sex
domestic partners, provided they are at least 21 years
of age, meet the driver requirements, and comply with
the requirements of Section I of this policy, may use
vehicles during non-working hours. Children or other
drivers are not permitted to operate these vehicles.
Te company reserves the right to discontinue an
employees personal use because of excess personal
miles, a poor driving record, or other reasons deemed
necessary by the company. In these situations, the
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employee will not be entitled to any monetary
compensation for the loss of the company vehicle or
any other benet employed therewith. Motor vehicle
reports (MVRs) will be conducted on employees,
spouses and eligible same-sex or opposite-sex domestic
partners and must be approved by the groups general
manager before personal use may commence.
At the employees request and with the approval of
the general manager, an employee may keep a car, if
needed, during vacation, ChoiceTime days, or during
an extended leave of absence. If an employee travels
under these circumstances or uses a company car
for any personal use out of their home territory, the
employee should personally pay for fuel. Personal
payments for fuel should reduce the amount taxed,
which is based on miles driven. Report personal use
fuel purchased on the monthly company car report.
Unless approved in advance by the group general
manager, employees with optional personal use are
not authorized to use their company car to tow other
vehicles or trailers.
Employees with optional personal use should
randomly select vehicles from the eet of available
vehicles at the location nearest their oce. If an
employee is consistently driving the same vehicle
for an extended period, the employee should be
considered as a participant under the assigned vehicle
policy.
Employees who support the National and
Alamo brands with optional personal use may select
vehicles from the eet of available vehicles at their
location. Tese employees should open and close a
non-rev (SMM-station movement) or inventory under
employee movement for vehicles driven by eligible
positions in eld operations. A non-rev document
or employee movement must not exceed a seven-day
period.
Selection of vehicle car classes will be determined
by management.
Assigned Vehicle Policy
Employees given the option to drive an assigned
vehicle for commute or personal use, including factory
cars, must sign up for a minimum of six months. Te
company determines the type of vehicle, options,
equipment, and cycling for all assigned vehicles. Tese
vehicles are available for any general company use,
and other than factory vehicles, will be used as rentals
during occasional shortages.
An annual calculation will be required to determine
the value of the benet that has been received by the
employee. Te benet varies based on the percentage
of personal versus business use and the fair market
value of the automobile. If audited by the IRS, it is
the responsibility of the employee to substantiate the
percentage of business use.
An employee assigned to a location that oers on-
site fuel should always obtain fuel from that location.
In these circumstances, personal fuel purchased will
not be reimbursed.
Te estimated monthly benet in excess of the
amount payroll-deducted for an employee will be
included as additional compensation each month.
Te annual benet calculation will be reduced by
the monthly amounts that are payroll-deducted and
the estimated monthly benet amounts included
in compensation, to determine the year-end
compensation true-up.
Te money collected under this plan will be
credited against the expense account of the assigned
car.
Commute use only Calculated taxable fringe
benet that is imputed monthly.
Vehicles driven as a part of the commute-use
only policy may not be driven for other personal use.
Employees who use these vehicles for other personal
use will be subject to disciplinary action up to and
including termination. Te company reserves the right
to discontinue an employees commute use because
of a poor driving record or other reasons deemed
appropriate by the company. If a decision is made to
not provide the employee with a company vehicle, or to
revoke or not reassign a company vehicle, the employee
will not be entitled to any monetary compensation or
any other benet employed therewith.
Optional personal use Calculated taxable fringe
benet that is imputed monthly, less $200 per month
deduction for scal 2012/2013.
Employees must sign up for a minimum of six
months. Spouses and eligible same-sex or opposite-sex
domestic partners provided they are at least 21 years
of age, meet the driver requirements, and comply with
the requirements described under drivers licenses
and safety may use vehicles during non-working
hours. Children or other drivers are not permitted
to operate these vehicles. Te company reserves the
right to discontinue an employees personal use due
to an excess in personal miles, poor driving record
or other reasons deemed necessary by the company.
Te employee will not be entitled to any monetary
compensation for the loss of the company vehicle or
any other benet employed therewith. Motor vehicle
reports (MVRs) will be conducted on employees,
spouses and eligible same-sex and opposite-sex
domestic partners, and must be approved by the
groups general manager before personal use may
commence.
At the employees request and with the approval
of the general manager, an employee may keep the
car, if needed, during vacation, ChoiceTime days, or
during an extended leave of absence. If an employee
travels under these circumstances or uses a company
car for any personal use out of their home territory,
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the employee should personally pay for fuel. Personal
payments for fuel should reduce the amount taxed,
which is based on miles driven. Report personal use
fuel purchased on the monthly company car report.
Unless approved in advance by the group general
manager, employees with optional personal use are
not authorized to use their assigned car to tow other
vehicles or trailers.
Use Of Employee-Owned Or Employee-Leased
Vehicles For Company Business
Such use is reimbursed at the IRS-published
standard mileage rate.
Occasionally, an employee is asked or oers
to use his or her personal vehicle for company
business. Because this should only occur occasionally,
management must approve each trip. If an employee is
driving a non-owned or personal vehicle for business
use, the company will be responsible for automobile
liability and physical damage. Tis responsibility
ceases the moment the business use is completed; i.e.,
the customer is dropped o and the employee heads
home. Te employee will be compensated on a per-
mile basis for any business use of his or her personal
car. Te per-mile reimbursement includes fuel
expenses. Expenses must be submitted within 30 days
following the month in which they occurred.
Liability Protection
Automobile liability protection will be aorded
through a company automobile protection program
to employees who are involved in an accident. Te
amount of such protection is dependent on the use
(business or personal) of a vehicle. A deductible to the
employee will apply as mentioned in the Employee
Responsibility paragraph on page 9. Liability
protection does not apply to any unauthorized driver
or unauthorized use of a company-owned vehicle.
Business use Use of a company-owned or
personally-owned vehicle for company business.
If an employee drives a company-owned vehicle
(including rental, assigned and factory), a non-owned
vehicle or personal vehicle and the use is for company
business, the company automobile protection program
will respond to third party automobile liability claims
regardless of the amount of the claim. Subject to
applicable state laws, employees who are injured in
an accident will be covered by the companys workers
compensation policy. Uninsured motorists (UM) and
underinsured motorists (UIM) will be provided up to
$50,000 per person / $100,000 per accident unless such
protection is provided by any other policy. Personal
injury protection (PIP) or no-fault coverage will be
provided in accordance with applicable state laws at
the state minimum limits unless such protection is
provided by any other policy.
Personal use Operating a company-owned
vehicle to and from work (including commute use),
and other authorized personal use whether through
the personal use option or if provided in the course of
employment.
1. If an employee, spouse or eligible same-sex
or opposite-sex domestic partner who is
authorized for optional personal use drives
a company-owned vehicle or a temporary
substitute, the automobile protection program
will respond up to $500,000 combined single
limit for third-party bodily injury and property
damage claims. Uninsured motorists (UM)
and underinsured motorists (UIM) will be
provided up to $50,000 per person / $100,000
per accident unless such protection is provided
by any other policy. Personal injury protection
(PIP) or no-fault coverage will be provided in
accordance with the applicable state laws at the
state minimum limits unless such protection is
provided by any other policy.
2. If an employee is authorized for optional
personal use and does not have another owned
or leased vehicle in his or her household,
then the automobile protection program will
respond as described in the preceding step for a
non-owned vehicle driven by the employee, but
only in excess to any other liability insurance
coverage associated with the non-owned
vehicle. If the non-owned vehicle is a rental,
then the employee is strongly encouraged
to purchase the liability protection package
oered at the time of the rental.
3. If a company-owned vehicle is driven for
personal use without authorization or is used
in violation of company policy, the employee
is subject to disciplinary action up to and
including termination. Any liability costs
incurred by the company are to be reimbursed
by the employee.
4. Authorization for optional personal use
requires a completed and approved personal
use option request form.
5. It is recommended that you evaluate whether
the protection oered through this policy
is adequate for your personal needs. If not,
inquire with your insurance company or agent
to determine what additional coverage (i.e.,
personal umbrella policy) is needed. Te cost
for any additional insurance obtained will be at
the employees expense.
A temporary substitute vehicle is one used in place
of a company-owned vehicle because the company-
owned vehicle has been withdrawn from normal use
due to breakdown, repair, servicing, loss or destruction.
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A non-owned vehicle is dened as a vehicle not
owned by or furnished for the regular use of either
the company or employee, other than a temporary
substitute automobile.
Drug And Alcohol Use
To provide employees with a safe workplace and
ensure the safety and trust of the public, the company
has adopted a policy that neither condones nor
tolerates behaviors of employees that are inappropriate
for the workplace. Behaviors that might result in
discipline, up to and including termination, include:
Using illegal drugs or the improper use of
prescription drugs.
Abusing legal drugs or alcohol. Tis includes
behaving irresponsibly at company social
functions and operating a company vehicle while
under the inuence of drugs or alcohol.
Possessing open containers of alcoholic beverages
in a company vehicle.
Selling, purchasing, transferring, accepting, or
possessing illegal drugs or illegally obtained
prescription drugs.
Reporting to work under the inuence of alcohol
or drugs.
For the purpose of this policy, marijuana, even if
prescribed for medicinal purposes, is considered
an illegal drug.
Drinking alcoholic beverages during ones lunch
period or break is expressly forbidden. Drinking
alcoholic beverages on company premises is
strictly prohibited and is limited to select business
events and activities that have been approved by a
corporate ocer or group general manager.
Te company reserves the right to require
applicants for Level II, III and IV positions, and certain
safety-sensitive positions, to undergo a drug screening
prior to employment. A satisfactory or negative drug
test is also a precondition for promotion to all Level
II positions and above. Additionally, an employee may
be required to submit to a test following an accident,
if the company has reasonable suspicion that he or
she may be under the inuence of drugs or alcohol,
randomly or pursuant of federal regulation or contract,
subject to applicable law. Test results will be treated
condentially within the connes of this policy.
Any employee who uses legal drugs before or during
work and who has reason to expect that such use may
aect his or her job performance must report such use
to management. A determination will then be made
as to whether the employee is able to perform the
essential functions of his or her job safely and properly.
Any employee who is convicted of a criminal drug
violation occurring in the workplace is required to
notify management of such a conviction within ve
calendar days.
Any violation of this policy will subject the
employee to appropriate discipline, up to and including
termination, or other actions as solely determined by
the company.
Educational Assistance Program
Te company regularly considers a variety of
educational assistance programs for the continuing
development and training of its full-time employees in
areas directly related to their job responsibilities. Te
company also provides in-house training programs
designed to enhance the skills of full-time employees.
While the company does not provide tuition
reimbursement toward bachelors, masters or
other advanced degrees, it may, at managements
discretion, subsidize the cost of a particular course
within a degree program up to $3,000 per year for
full-time employees, if the course directly relates to
an employees job responsibilities. Any employee who
receives reimbursement must remain employed with
the company for one year following the reimbursement.
To qualify for educational assistance, an employee
must have completed at least one year of service and,
under normal circumstances, must be able to attend
the class after normal working hours. All requests for
educational assistance must be submitted in writing
and approved by a regional vice president, general
manager or corporate ocer.
Electronic Communication
Our company provides its employees with a variety
of electronic communication systems for business
purposes and activities. Tese include, but are not
limited to, e-mail, instant messaging, blogs, shared
drives, fax, Internet and intranet access, voice mail,
telephone, personal digital assistants (PDA) and
similar devices, wireless handheld devices such as
Blackberries, and computers (computer les, hardware
and software). While electronic communication
systems are intended for business use, limited personal
communication in a professional manner that is not
disruptive to work is permitted. Excessive personal use
of any of these systems, as determined by management,
is strictly prohibited.
Electronic communications can provide an
informal mode of messaging; however, it should
be treated the same as any professional written
communication. Like written communications,
electronic communications can be read by others.
Employees should consider the statements they are
making before sending any electronic communications.
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Electronic communications provide a convenient
mechanism for transferring information. With this
convenience comes the risk of revealing sensitive
information. Information that is classied highly
condential, condential or internal must not be
transferred externally to others without appropriate
management approvals or secure transmission and
without having previously executed appropriate
contractual obligations for non-disclosure and security.
Hourly employees who wish to share information
with each other pertaining to the terms and conditions
of their employment are free to do so.
Te company requires appropriate management
approval prior to an employee using a PDA or wireless
handheld device congured to operate in conjunction
with the companys equipment. Only PDAs that
support company security policy will be allowed to
connect. Employees must protect all devices and their
contents from damage or loss.
Do not save condential or highly condential data
to desktop hard drives, laptop hard drives, portable
drives, PDAs or wireless handheld devices. In the
event that such devices are lost or stolen, the employee
should immediately report the incident to his or her
general manager, group privacy director and corporate
security director.
Users are prohibited from creating, saving, sending
or forwarding any communications via the companys
systems that are junk mail, chain mail or mail
regarding non-company sanctioned contests.
Access Codes And Passwords
Employees are prohibited from using other
individuals access codes and passwords to gain
entry to those individuals electronic communication
systems without express authorization from
an appropriately qualied level of management.
Information Technology (IT) can provide employees
with means of accessing other individuals
communications systems without sharing passwords.
Employees who have a business need to access another
individuals communication system should contact IT
for guidance.
Harassment
Our company strives to maintain a workplace free
of harassment and sensitive to the diversity of our
employees. Any form of harassment or conduct that
has the potential of creating a hostile or discriminatory
working environment is strictly prohibited. Terefore,
the company prohibits employees from using,
accessing, storing or transmitting voice or electronic
information over its electronic communication
systems in ways that could be found to be harassing.
For example, the display of or transmission of sexually
explicit, racial, sexual or violent images, messages
or cartoons is strictly prohibited. Other examples
of misuse include, but are not limited to, receiving
or sending messages with ethnic or religious slurs,
racial comments, o-color jokes or anything that
my be construed as harassment, obscene, vulgar, or
discriminatory. In summary, employees should not put
anything in an electronic communication that they
would not want released to the public.
Any employee who receives inappropriate
information information that may create a
hostile environment or that could be considered of
a questionable or suggestive nature from others
(internal or external to the company) should advise
the sender in a professional and direct manner that
he or she does not wish to receive such information.
Employees who receive such information should delete
it from the system so it is not inadvertently viewed
by others. If the sender is from within the company,
the employee should rst seek help from his or her
immediate supervisor. If the issue is not resolved at
that level, Human Resources should be contacted.
Intellectual Property
Intellectual property inventions, processes,
writings, drawings or trademarks created by an
employee during the course of employment or created
using the companys equipment is the property of the
company. Employees are responsible for protecting the
companys intellectual property and should report any
misuse or improper allocation to their manager, the
corporate security director or corporate counsel. Te
company prohibits the unauthorized use of cameras,
camera phones, image, sound and video recorders as
well as any other monitoring devices on its premises.
Additionally, the company prohibits unauthorized use,
reproduction, alteration, distribution, performance
or display of any materials or works that are patented,
copyrighted or considered the intellectual property of
another. All forms of intellectual property in use or
installed for use at the company must be either owned
or appropriately licensed by the company.
Monitoring
Te company reserves the right to inspect
any information in its systems and the content of
materials within or on company-owned or company-
operated equipment. While it is not the companys
intention of unnecessarily monitoring such systems,
employees should not have any expectation of privacy
or condentiality with regard to e-mail, messaging
systems, voice mail, Internet usage, or any information
on computer systems owned or controlled by the
company.
Te company may, from time to time, monitor
and record telephone conversations on its equipment
for authorized business purposes, such as training,
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quality control and other business reasons. Use of the
companys telephone equipment constitutes consent to
have telephone conversations recorded and monitored
for authorized business purposes. Te company
expressly prohibits unauthorized recording and
monitoring of any conversation.
Outside Ventures
Employees should not use the companys
electronic communication systems to solicit others for
commercial ventures outside of the company. Tese
systems should not be used to solicit for religious or
political causes.
Social Media
All stated policies in the Electronic
Communications section above apply to the
Enterprise Holdings social media policies that follow.
We realize that employees may engage in social
media as individuals. When using social media as
an individual, you are still an employee of Enterprise
Holdings and what you say and how you say
it reects not only on you, but also on Enterprise
Holdings, just as it would face-to-face. Please follow
the guidelines below when using social media channels.
Social media includes but is not limited to social
networking sites (i.e. Facebook, MySpace, Twitter,
LinkedIn), blogs, content-sharing sites (i.e. YouTube),
podcasts, wikis (i.e. Wikipedia), message boards/
forums (i.e. FlyerTalk), and news websites.
Enterprise Holdings Social Media Presence
Enterprise Holdings may choose to create and
maintain its own social media presence (i.e. branded
page on Facebook) for one or more of its brands. Te
intent of Enterprise Holdings social media assets and
platforms is for designated employees to interact with
consumers for the purpose of fostering a stronger
relationship with our brands. Te channels are not
intended as an outlet for all employees to engage with
consumers and each other at this time.
Using Social Media To Build Relationships
Social media channels provide additional
opportunities for our company to connect with our
customers, business partners and communities and
share information with them that they enjoy receiving.
If you are a front-line employee, this can be another
valuable tool for youbut it shouldnt take away from
the critical person-to-person contacts that you will
continue to make each day.
As you engage in social media, treat past and
current co-workers, other personnel, customers,
consumers, suppliers, partners, competitors,
Enterprise Holdings and yourself with respect. Avoid
posting comments or materials that may be seen as
discriminatory, harassing, demeaning, threatening
or abusive. Acknowledge dierences of opinion.
Respectfully withdraw from discussions that become
profane.
Customer Service Comments
Enterprise Holdings has a full-time team handling
all online customer issues. If you see a customer
issue online that has not already been addressed
within a reasonable length of time, please forward the
information to the appropriate brand email address:
care@enterprise.com, care@alamo.com or care@
nationalcar.com. Otherwise, we ask that you refrain
from engaging customers online in response to any
issues they post. Our customer service team has been
trained to respond to all comments and inquiries.
Media Inquiries
Please keep in mind that anything you post online
could be searchable by members of the media and
others. If a member of the media contacts you via
social media, as always, please refer them to the
Corporate Communications at:
reporterinquiries@ehi.com.
Emergency Notication System (ENS)
Te Emergency Notication System (ENS) tool
allows us to get critical information to employees via
mobile phone (voice or text) or email during a wide
variety of emergencies. Examples of these emergencies
are such things as natural disasters, environmental
hazards, security breaches and other instances that
could put employees personal safety as risk. In the
event of an emergency in our local area, your group
management may activate the Emergency Notication
System to provide employees with information about
the incident and any specic instructions. Examples of
this would be such things as: Building Closed, Delayed
Start Time, Building Evacuation, or Call Your Manager.
Any messages sent through the Emergency
Notication System will appear on caller ID on
landlines as EH Urgent and on mobile devices as 615-
312-8171. We suggest saving this number in your cell
phone address book so you will quickly recognize
it in the event of an emergency. Please read any
communication you receive from these accounts in
their entirety.
Employees should ensure that HR has your most
current personal information (such as phone numbers
and email) in PeopleSoft HR.
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Employee Classications
Te table below is for illustrative purposes only and
does not include all positions.
Level IV Chairman, President, Corporate Ofcers,
President/General Managers, Vice President/
General Managers, Regional Vice Presidents,
department Vice Presidents, Assistant Vice
Presidents and Vice Presidents of Airport.
Level III Group Managers, Area Managers, City
Rental Managers, Group/Area Sales
Managers, Corporate Department Managers,
Group Business Managers/Controllers, and
Airport Market Managers.
Level II Branch Rental Managers, Airport Managers,
Fleet Management Account Executives,
Maintenance Supervisors, certain Car
Sales Specialists and certain supervisory
personnel.
Level I All other employees, including Management
Assistants, Management Trainees,
Rental Agents, Sr. Customer Service
Representatives, Bus Drivers, Drivers,
Service Agents, and administrative
employees.
Te following table provides examples of the
various employment statuses of the companys
employees:
Status Denition
Full-Time
Employee
An individual who is hired for an indenite
period of time and scheduled (on a
continuous basis) to work a minimum of 40
hours per week.
Part-Time
Employee
An individual who is hired for an indenite
period of time and averages less than 40
hours per week.
Temporary
Employee
An individual who is hired as either full-time
or part-time for a period of up to 120 days.
However, employment may terminate prior
to 120 days depending on need. Temporary
employees are not eligible for any company
benets or paid time off.
Introductory
Employee
A new or rehired employee who serves a
prescribed period of close supervision and
evaluation in order to assess his or her ability
and adaptation. Level I employees will serve
a 90-day introductory period.
Active
Employee
An individual who is currently working
according to his or her schedule or
not scheduled to work due to holidays,
ChoiceTime, vacation or approved leaves of
absence, paid or unpaid.
Inactive
Employee
An individual who has exceeded 90 days
of leave, including intermittent leave
and reduced leave schedules, within a
rolling 12-month period of time, measured
backward from the date which the employee
last used any FMLA or non-FMLA leave.
Inactive employees are no longer entitled
to receive company perquisites and will no
longer accrue ChoiceTime, vacation or leaves
of absence, paid or unpaid, unless otherwise
required by applicable law.
Employee Consumer Reports
In compliance with the Fair Credit Reporting
Act (FCRA), the company may obtain a consumer
report(s) in connection with employment. Such
information would be used to evaluate qualications
for hire and promotion and to ensure continued
eligibility and suitability for employment, among
other activities. Consumer reports include, but are
not limited to, credit reports, criminal background
checks, Department of Motor Vehicle records, and
investigative consumer reports.
Employee Referral Policy
All employees are encouraged to help ll the
companys job vacancies by referring qualied
applicants. An employee who makes a referral that
results in the hiring of a full-time or part-time
employee* is rewarded with cash or other bonuses.
Periodically, individual groups and regions conduct
special contests and incentive programs to further
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promote employee referrals. Employees should
check with their local talent acquisition personnel for
information related to their group or regions specic
program for full-time and part-time hires.
If an employee makes a referral that results in a
full-time hire in another group or region, he or she
will receive a $500 bonus from that hiring group if the
referred employee completes 90 days of service. If an
employee makes a referral that results in a part-time
hire* in another group or region, he or she will receive
a $100 bonus from that hiring group if that referred
employee completes 90 days of service.
Te referring group will pay the employee his or
her bonus and deduct appropriate payroll taxes. When
appropriate, the referring group will bill the hiring
group for the referral fee.
To participate in the referral program, an employee
should send an e-mail to the group or regions recruiter
prior to the start of the application process. Consistent
with our equal employment opportunity (EEO) policy,
all employee referrals shall be made without regard
to the applicants race, age, sex, sexual orientation,
ethnicity, religion or other lawfully protected
classication.
* Seasonal or temporary positions do not qualify for
the employee referral bonus.
Employee Reviews
Employee reviews provide employees and managers
with the opportunity to discuss job performance,
progress and expectations. Generally, reviews are
conducted on an annual basis, although the review
period may vary from time to time.
During each review, the employee will be asked
to comment on the review itself and suggest areas of
improvement. Te completed review becomes part
of the employees personnel le and may be used,
in appropriate circumstances, to determine salary
increases, transfers, retention and promotion.
Employee Safety
Emergency Evacuations
Employees should be familiar with re and
disaster plans that detail exit routes near their
specic locations. In addition, employees should
immediately report any blocked passageways or
doors to management. Any questions concerning the
emergency evacuation plans should be referred to
management
Safety Procedures
Te company is committed to providing a safe
and hazard free place for employees to work. If an
employee is in doubt about any act or condition that
might be considered unsafe or hazardous, immediately
report it to management. Employees must properly
store any liquid, gels and ammable materials per the
requirements of the products data safety sheet.
Customer Pickups And Vehicle Deliveries
Te safe performance of all work assignments is the
companys primary concern. Certain positions may
require employees to pick up and return customers
and deliver vehicles. Terefore, employees making
pickups or deliveries under unsafe conditions should
contact their managers and make arrangements to
ensure their personal safety.
Employees are expected to exercise proper
judgment when completing pickups and deliveries.
In deciding on a course of action, employees should
always err on the side of caution whenever their
personal safety may be at risk. Employees with
questions about this policy should contact their
manager for clarication.
Fitness For Duty
Additionally, employees may be required to
submit to a physical examination or provide other
appropriate medical certication to ensure safety and
tness for duty or to aid in the assessment of potential
accommodations.
Enterprise Holdings Foundation
Te Enterprise Holdings Foundation is located
at the Corporate headquarters in St. Louis. Funded
by contributions from the prots of the operating
groups, the Foundation provides monetary grants
to recognized 501(c)(3) organizations supported by
employees and major customers.
Te Foundation is administered by a board of
directors made up of corporate ocers, group general
managers, and others. Te board meets three times per
year to consider requests from employees, customers
and charitable organizations.
Any employee who personally and actively supports
a charitable 501(c)(3) organization may request a
contribution from the Foundation.
To request a donation, employees should:
Complete the grant application form (located
on the company intranet in the Enterprise
Holdings Foundation folder) and attach a copy
of the organizations 501(c)(3) tax-exempt ruling
letter from the IRS that includes the nine-digit
Employer Identication Number.
Send the completed grant application form and
501(c)(3) letter to the appropriate general manager
or corporate ocer for review. Te ocer will
then send the request to the Foundation, c/o Jo
Ann Taylor Kindle, for consideration.
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Please note, neither the company or its aliates
donate rentals or vehicles.
Our company fully endorses the United Way and
encourages employees to support that organization in a
generous manner. Employees may contribute by means
of convenient payroll deductions.
Employees who elect to support the United Way
through payroll deductions must recognize that
pledges are paid by the company. In eect, these
deductions provide an interest-free loan from the
company. Terefore, at termination of employment,
any balance due will be deducted from the employees
nal paycheck in accordance with applicable federal
and state law.
Te Foundation also provides a 50 percent match to
money pledged annually by employees (full- and part-
time) to the United Way organization in the United
States and Canada and to Give As You Earn in the
United Kingdom. Te Foundations match goes to the
United Way and Give As You general operating funds
and not to the employees designated charity. Requests
for United Way and Give As You Earn matching funds
at the group level must be submitted to the Foundation
by the group general manager. Te matching funds
request form is located on the company intranet in
the United Way folder under Enterprise Holdings
Foundation.
Additional information on the Enterprise Holdings
Foundation, such as meeting dates and submission
deadlines, can be found on the company intranet or
at enterpriseholdings.com under About Us/Corporate
Citizenship/Our Companys Foundation.
Equal Opportunity Employer
Te company is an equal opportunity employer
and does not discriminate on the basis of race, color,
religion, sex, national origin, disability, age, sexual
orientation, veteran status, or any other basis protected
by applicable federal, state and local laws. Te
company maintains its nondiscriminatory policies
in compliance with not only the letter but the spirit
of these laws. Upon hire, each employee will sign
the acknowledgment page of this Personnel Policies
Summary to acknowledge all such policies including,
without limitation, the foregoing policy concerning
equal opportunity rights.
All employees are expected and required to
accomplish their work in a businesslike manner
with concern for the well-being of their co-workers.
Any harassment of employees or retaliation against
employees complaining of harassment is prohibited,
regardless of the working relationship at hand.
Similarly, harassment of employees by customers,
vendors or referral sources will not be tolerated.
Harassment of a sexual, racial, ethnic, age, sexual
orientation or religious nature, or any other factor
prohibited by applicable law, is specically forbidden.
Any employee who feels that he or she is a
victim of discrimination or harassment by any
manager, management ocial, employee, customer,
or client should bring the matter to the immediate
attention of his or her manager. An employee who is
uncomfortable for any reason with this process, or
who is not satised that doing so will resolve or has
resolved the matter, should report it to the next level
of management, the group/region Human Resources
department, or Corporate Human Resources. Any
questions about this policy, potential discrimination or
harassment should also be brought to the attention of
the same persons.
Anyone found to be engaging in any type of
unlawful discrimination or harassment will be subject
to appropriate disciplinary action, up to and including
termination. In addition, the company expressly
prohibits any form of retaliation against an individual
for ling a bona de complaint under this policy or for
assisting with a complaint investigation.
Group To Group Transfers
Transfers and promotions from one group/region
to another require the written approval of the general
manager, regional vice president or corporate ocer
(or his or her designee) of the group from which the
employee is transferring. An employee requesting a
transfer must notify his or her manager in writing.
To be eligible for a rental transfer, the group or
region must be hiring externally and the employee
must:
Meet all requirements of the position.
Have been in Daily Rental for a minimum of six
months.
Have earned at least a meets requirements
evaluation on his or her most recent review.
Have no signicant disciplinary actions on le for
the past 12 months.
Candidates seeking a Rental transfer may
be required to take a step down, typically to a
management assistant or management trainee position,
in order to be accommodated in the new group.
To be eligible for all other department transfers, the
employee must:
Meet all requirements of the position.
Have been in their position for 90 days.
Have earned at least a meets requirements
evaluation on his or her most recent review.
Have no signicant disciplinary actions on le for
the past 12 months.
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Te nal approval for a transfer to a department
other than Rental, including the terms and conditions
of employment, rests exclusively with the group to
which the employee is transferring.
Some transfers may be subject to certain
governmental regulations with regard to work Visas
and other proper authorizations to work in the location
specied. As a result, such transfers within or outside
of the United States are conditioned upon compliance
with any governmental restrictions, limitations or
prohibitions that may apply.
Housekeeping And Vehicle Appearance
Te appearance of each oce is extremely
important and must be maintained by all employees
on a daily basis. Similarly, employees are required
to maintain the companys standards of vehicle
appearance and cleanliness including refraining from
smoking in company vehicles. Employees who fail to
maintain such standards will be subject to disciplinary
action.
Language Education Assistance Program
Te company may oer reimbursement for language
classes to employees who are Level I-IV. Te intent
of the program is to prepare employees interested in
transferring to a new country with the appropriate
language skills. Participants must discuss this program
with their Level IV manager, obtain approval for the
class prior to enrollment and receive a certication of
completion to be eligible for reimbursement.
To qualify, employees must:
Have at least one year of service.
Have received an overall rating of meets
requirements on their last employee review.
Have an application for educational
reimbursement signed by their general manager.
Reimbursement includes the costs of tuition,
required textbooks and fees associated with the course
work only, up to a $500.00 maximum per calendar year.
Costs such as parking and mileage are excluded.
Languages included in the program are subject to
change with our expansion.
*Employees covered by a collective bargaining
agreement are not eligible to participate unless their
bargaining agreement specically provides for such
participation.
Legality Clause
Te policies contained herein are intended to serve
only as general guidelines and are not intended to
conict with or contradict the laws of any state in
which we conduct business. We are rmly committed
to obeying all state and local laws and will therefore
interpret its personnel policies accordingly.
Mandatory Retirement
Tere is no mandatory retirement age established
by the companys Retirement Savings Plan. However,
in accordance with the companys policy, Level IV
employees who satisfy the bona de executive test, as
referenced by the Age Discrimination in Employment
Act of 1967, are required to retire as of the date upon
which they become eligible for full Social Security
retirement benets.
Open Door Policy
Any employee wishing to discuss concerns,
problems or complaints relating to working conditions
should approach his or her manager to resolve such
matters.
If the matter is not settled, the employee may ask
for a review by the next level of management.
If the matter is not resolved at this level, the
employee may appeal to the group general manager
or to the group general managers designated
representative.
If the matter cannot be resolved at any level,
employees should contact their Human Resources
department.
Employees governed by a collective bargaining
agreement should utilize that policy.
Personal Appearance
An employees dress and grooming should be
appropriate to the job performed. However, radical
departures from conventional dress, personal
grooming or hygiene standards are not permitted,
regardless of the nature of the employees job
responsibilities.
While current styles and individualism are not
discouraged, extremes of any kind should be avoided
because they reect unfavorably on both the individual
and the conservative image of the company. Personal
appearance is expected to be professional and should
not be an object of attention.
If an employee reports to work improperly dressed
or groomed, a manager may ask him or her to return
home to change clothes, or may take other appropriate
corrective actions. Employees will not be paid for such
time away from work, and repeated violations will be
cause for disciplinary action.
Although some groups and regions may dier
slightly, the following general guidelines pertain to
employees who work in an oce, or who are in a
customer or business partner facing position.
Male And Female
Clothing must be clean and pressed.
Shoes should be professional, polished and well
maintained.
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Boots are acceptable only during inclement
weather.
Hair should be clean, combed and neatly trimmed
or arranged.
Fingernails must be clean and well trimmed.
Undergarments should be worn.
Sunglasses should be worn outside the oce only.
Shirts and blouses should be freshly laundered
and tucked into pants or skirts.
Suits, blazers, dresses and slacks should be stylish,
conservative and neatly pressed.
Fragrances, makeup, jewelry and accessory items
should be worn in moderation.
Te following items are not permitted:
Hats or headwear
Unkempt hair, regardless of length
Jeans, denim fabric or casual slacks
Shorts
Leather or suede garments
Sandals
Males
Dress shirts and coordinating ties must be worn
in the oce.
Coats and ties must be worn on all business calls.
Hair length should be kept above the collar.
Sideburns and mustaches should be neatly
trimmed.
Long-sleeve dress shirts are recommended.
Dress socks must be worn.
Dress slacks must be worn.
Te following are not permitted:
Beards, goatees or eccentric styles of facial hair
Earrings
Visible body piercings and tattoos
Females
Dresses, skirt and blouse combinations, or suits
must be worn.
Dress pants should have a crease.
Conservative scarves and headbands are
permissible.
Sleeveless blouses and dresses must be worn with
a jacket at all times.
Skirts and dresses must be no shorter than two
inches above the knee.
Fingernails should be a professional color and
length.
Earrings are limited to two pairs per lower lobe
only.
Te following are not permitted:
Jumpsuits, sundresses, T-shirts, tank tops, halters
and midri tops
Backless, sheer or revealing blouses
Extremely revealing or tight-tting clothing
Spandex, tights or stirrup pants
Low-cut blouses, sweaters or dresses
Visible body piercings (except earrings) and
tattoos
In addition, it is essential for employees to
project an image that is consistent with the unique
dress and attire standards associated with each
distinct brand. Such brand-specic standards may
supplement or supersede the general guidelines listed
above. All employees are required to adhere to these
brand-specic standards. Employees with questions
concerning the personal appearance policy should
direct them to their manager or to Human Resources.
Personal Relationships
Fraternization
Supervisors and management employees at all levels
must refrain from developing personal relationships
with employees who either directly or indirectly
report to them. In the event that such a relationship
does develop, it must be immediately reported by
the supervisor or manager to his or her next level of
management.
Failure to report such a relationship is cause
for demotion, transfer, resignation or termination.
If the relationship is reported in a timely manner,
appropriate action will be taken by the company, and at
minimum, the supervisory relationship will cease.
Employment Of Relatives
While the company encourages employee referrals,
the selection of all applicants will be based on their
qualications for the job. A relative of an employee
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will receive the same consideration and will be subject
to the same application procedures as will any other
candidate.
Te company allows the employment of relatives
except in situations where one relative is employed
in a position which might inuence the hiring, work
assignment or performance review of the other
relative. In addition, the company will not permit the
employment of relatives if circumstances exist that
might lead to a conict of interest either between the
parties or between one or both of the employees and
the company.
Relationships among relatives must be disclosed to
and discussed with the next level of management so
that steps may be taken, as necessary, to address any
conict.
Pro-Employee Philosophy
As guided by our Mission Statement and Founding
Values, we embrace a pro-employee philosophy.
We are committed to listening to our employees
and, as such, prefer to deal with employee concerns,
suggestions and ideas directly and eciently, rather
than through third parties. Where a union has been
certied as the exclusive bargaining representative
for employees, we will deal with it respectfully and
appropriately.
Salary Information
A salary administration program has been
developed to ensure that all employees receive fair and
appropriate compensation for the many types of work
performed.
Paychecks are typically distributed each pay
period to all employees, every other Friday, subject to
legal requirements. If the regular payday occurs on a
company-recognized holiday, employees will be paid
on the last working day immediately preceding the
regular payday.
For both convenience and security, direct deposit
of paychecks is encouraged. Please see your Payroll
department for details.
Accuracy Of Pay
Every eort is made to pay employees correctly. On
occasion, however, mistakes may occur. Employees
should review each pay stub to ensure it is correct. Any
employee who believes errors have been made or who
has questions about pay should follow the reporting
guidelines below. Any necessary corrections will be
made.
Hourly Employees
Nonexempt employees must record all hours
worked each day as appropriate to ensure proper
payment, including overtime hours. Any absences
from work, late arrivals, early departures and meal or
rest breaks (if applicable) should be reected. When
reviewing a pay stub, an employee should verify that
the number of hours worked and the amount of pay is
accurate.
Unless authorized by a manager, hourly employees
should not begin work early, work during a meal period
or perform any other extra or overtime work. Any
such time must be recorded as hours worked. Any
employee who fails to record or inaccurately records
any hours worked will be subject to disciplinary action.
Additionally, any employee or supervisor who instructs
another employee to incorrectly or falsely record hours
worked or who alters time records to over- or under-
record hours will be subject to disciplinary action. If
any person instructs an employee to falsely record his
or her hours worked or to alter anothers time record
to falsely report hours worked, the employee should
immediately report it to the groups or regions Human
Resources department.
Exempt Employees
Exempt employees receive salary intended as
compensation for all hours worked. Under federal
and state law, this salary may be subject to certain
deductions, such as full-day absences for personal
reasons, sickness and disability, or for violating
company policy. In addition, this salary may be
reduced for deductions of the employees portion of
insurance premiums, state, federal and local taxes,
Social Security, exible spending accounts, voluntary
contributions to a retirement plan, or other voluntary
deductions as authorized by the employee.
Questions Or Concerns
Any questions about a paycheck or deductions from
an employees pay should be directed to the group/
region Human Resources or Payroll department. Any
employee who believes that improper deductions
have occurred or that the pay does not accurately
reect the hours worked should bring the matter to
the immediate attention of his or her manager. If an
employee is uncomfortable doing so, or is not satised
with the response, may report the matter to the group/
region Human Resources department, the Payroll
manager or any other manager with whom he or she
feels comfortable. An employee may also contact the
group/region business manager or report the matter
via ethicspoint.com or the Business Ethics hotline.
Reports will be investigated, and corrective
remedial action will be taken as and where appropriate.
Any form of retaliation against any individual for
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reporting a bona de complaint under this policy or for
assisting in an investigation is expressly prohibited and
will result in disciplinary action, up to and including
termination.
Rhode Island and upstate New York employees
only
Paychecks are typically distributed weekly to all
employees, every Friday. If the regular payday occurs
on a company-recognized holiday, employees will be
paid on the last working day immediately preceding
the regular payday.
Self-Disclosure
Unless prohibited by state law, you must disclose
any felony conviction to the group/region Human
Resources department and your direct supervisor
within ve (5) calendar days of conviction. Actions
that do not involve a felony conviction do not need
to be reported unless it results in the suspension or
revocation of a drivers license for those employees
whose job responsibilities require driving a company
vehicle or are assigned a company vehicle. A felony
conviction is not an automatic bar from further
employment. Upon notication of a felony conviction,
the company will consider several factors in
determining whether discipline will be taken and the
level of that discipline.
Employees that fail to disclose felony convictions
or fail to provide accurate details will be subject to
disciplinary action up to and including termination.
For the purposes of this self-disclosure policy, the
meaning of the word conviction includes a nding of
guilty by a judge, jury or administrative tribunal and,
also, a plea of guilty or of no contest, whether or not
a sentence has been imposed or is pending or has been
deferred or suspended.
Service Award Program
Te company recognizes employees who reach
certain milestone years of service with the company.
Employees who achieve such milestones will receive
special recognition for their contributions to the
company.
Sexual Harassment
Any form of sexual harassment of employees,
applicants, customers or vendors is unacceptable
conduct and will not be tolerated. Sexual harassment
includes unwelcome sexual advances; requests for
sexual favors; and other verbal, visual or physical
conduct that is sexual in nature. It can involve
unwelcome conduct that is quid pro quo behavior
on the part of a supervisor. It also can be vulgar,
suggestive or sexually provocative dress, speech or
foul language on the part of a co-worker. Such conduct
can create a hostile environment and is expressly
prohibited.
No manager or employee shall engage in sexual
harassment or tolerate such conduct from vendors,
customers or referral sources. In addition, no manager
or employee shall state or imply that refusal to submit
to such conduct will adversely aect ones employment
or career development. Similarly, no employee shall
promise, imply or grant preferential treatment to
another employee or applicant based on that person
engaging in sexual conduct.
Any employee who feels that he or she has suered
from sexual harassment by any manager, management
ocial, employee, customer or client should bring
the matter to the immediate attention of his or her
manager. If an employee feels uncomfortable for any
reason with this reporting process or believes
that doing so will not resolve or has not resolved the
matter the employee should report the matter to
the next level of management, the group or region
Human Resources department, or Corporate Human
Resources by phone or letter. Any questions about
this policy or potential sexual harassment should be
brought to the attention of the same persons.
Te company will promptly investigate all
allegations of sexual harassment in as condential
a manner as possible. Te company will further
take appropriate corrective action that may include
counseling, training, job transfer, suspension with
counseling or termination of employment, as deemed
necessary.
Te company expressly prohibits any form of
retaliation against an individual for ling a bona de
complaint under this policy or for assisting with a
complaint investigation.
Social Security And Medicare
Social Security and Medicare taxes pay for benets
that employees and their families receive through
the Federal Insurance Contributions Act (FICA).
Social Security provides reduced monthly retirement
benets to qualied individuals beginning at age 62. It
also provides monthly benets in case of permanent
disability, as well as survivors benets to spouses
and minor dependents in case of death. Medicare is
a health insurance program for individuals 65 and
older and those younger than 65 who are permanently
disabled. Te amount deducted from each employees
paycheck is matched by the company.
Solicitation And Distribution
To ensure and promote a productive and
cooperative working environment, employees are
not permitted to solicit nancial contributions or
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support for any cause during working time, with the
exception of the annual company-sponsored United
Way campaign. Furthermore, employees are prohibited
from distributing literature or printed material during
working time and are prohibited, at all times, from
distributing such literature or materials in work areas.
Nonemployees are prohibited from distributing
material or soliciting employees on company property
at any time without consent from an authorized
company representative.
Suggestions
Employees are encouraged to make practical
recommendations for improving the companys
business operations. Employees may also provide
suggestions and feedback through condential
companywide employee opinion surveys.
Termination
Without any limitation by any section of this policy
summary, the company reserves the right, at its sole
discretion, to make and implement decisions regarding
an employees position, compensation, and other terms
and conditions of employment, including retention.
As a condition of employment, the company
may conduct credit history, criminal record and
other background checks on all new employees.
Unsatisfactory results may aect the applicants
eligibility for employment.
While not inclusive, any of the following may
subject an employee to disciplinary action, up to and
including termination, with any reason for discipline
and the extent of discipline to be determined solely by
the company:
Failure to perform satisfactory work
An unsatisfactory driving record
Insubordination
Conduct that interferes with the operation of the
company, brings discredit on the company, or is
oensive to customers or employees
Refusal to cooperate in a company investigation
Refusal to follow proper instructions
Violation of the companys regulations
Improper personal conduct, including o-the-job
conduct that reects unfavorably on the company
Violent, threatening or intimidating behavior
Possession of weapons on company property or in
company vehicles
Violations of the drug and alcohol policy
Dishonesty or theft
Any act or failure to act considered detrimental to
the companys business interests
Improper discussion, disclosure or release of
condential information
Falsication of company documents or records
Unexcused, habitual or excessive absence or
tardiness
In the event of lost or stolen company property, a
manager who fails to secure keys, checks, cash, oce
equipment or other property, or who fails to properly
delegate this responsibility may be held responsible for
the loss. Disciplinary action may include measures up
to and including termination.
Since the relationship between the company and
its employees is one of employment-at-will, it is subject
to termination by either the company or the employee
at any time with or without cause and with or without
notice. However, failure on the part of the employee to
provide written notice will be a primary factor in the
employees eligibility for re-employment. Once notice
has been given, the company reserves the right to
select the date of departure. All employees leaving the
company are to return all company property at once.
In accordance with the Consolidated Omnibus
Budget Reconciliation Act (COBRA) of 1985, an
employee leaving the company may be entitled to elect
to continue health coverage. Te insurance provider
will furnish the terminated employee with COBRA
information.
Unemployment Compensation
In accordance with law, each group pays a tax that
provides weekly compensation to certain qualied,
unemployed individuals who are willing and able to
work but have not been able to secure employment.
Workers Compensation
As required by law, the company pays the premium
for workers compensation insurance. Tis provides
partial compensation of lost wages and reimbursement
of eligible medical expenses in case of work-related
illness or injury.
Should an accident or illness occur during working
hours, employees must report it to their managers at
once. Managers should arrange for prompt medical
attention. Eligible medical treatment will be covered by
workers compensation (not by the employees health
coverage).
In the event of a workers compensation injury,
the injured employee is paid for the remainder of the
workday. However, any follow-up visits to a medical
provider should be arranged on the individuals own
time.
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Adoption Assistance
For Full-Time Employees
Adoption Leave/Phase Back
Te company provides assistance to eligible full-
time employees who are planning to expand their
family through adoption. Details of the adoption leave
and phase-back return to work program appear in the
Time O section, beginning on page 29.
Adoption Reimbursement Benet
Te adoption benets policy includes a maximum
reimbursement of $4,000 for qualied adoption
expenses incurred per adoption for all Level I, II and III
employees with two years of cumulative service with
the company. Reimbursement funds are limited to two
qualied adoptions per lifetime. In situations where the
employee and his or her spouse or eligible same-sex
or opposite-sex domestic partner are both employed
by the company, only one employee will receive the
benets provided by the adoption policy for any
particular adoption. To receive the adoption benets,
employees must meet the eligibility requirements when
the expenses are incurred. Only qualied adoption
expenses are eligible for reimbursement. Tese
expenses include and are limited to:
Adoption agency fees paid to appropriately
licensed agencies.
Court costs.
Legal fees.
Travel expenses (including meals, lodging and
travel costs).
Qualied adoption expenses do not include those
that are:
Incurred in violation of law.
Incurred in carrying out any surrogate-parenting
arrangement.
Incurred in connection with adoption of a child
of the employees spouse or eligible same-sex or
opposite-sex domestic partner.
Tat are not directly related to adoption of an
eligible child.
Tat are otherwise reimbursable from another
source.
Incurred before April 1, 1999.
Incurred, even though the adoption does not take
place.
Incurred following last day of full-time
employment with the company.
Incurred before an employee becomes eligible for
the adoption benet.
Filing A Claim
To apply for the adoption reimbursement benet,
employees must complete and submit the following
items:
Adoption assistance reimbursement request form.
Adoption assistance armation*.
Itemized receipts on the issuing companys
letterhead.
Court documentation that conrms the adoption
as nal.
All items must be submitted on or before the last
day of the calendar year following the year in which the
adoption was successfully completed and all qualied
adoption expenses were incurred.
*Employees can nd the adoption assistance
reimbursement request forms and adoption assistance
armation online at YouDrive.EnterpriseHoldings.com or
from their group/region Human Resources department.
Persons covered by a collective bargaining agreement are not eligible to participate in the benets and
perquisites outlined in this Adoption Assistance section, pages 24-25, unless such agreement, by specic
reference, provides for same.
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All claims for adoption reimbursement must be
led by the employee and sent directly to:
Privacy Ofcer
Enterprise Holdings
600 Corporate Park Drive
St. Louis, MO 63105
Fax: 314-512-5824
Deadline To Submit Claims
Reimbursement requests may be submitted
any time on or before the last day of the calendar
year following the year in which the adoption was
successfully completed and the qualied adoption
expenses were incurred. Any claims led after the
close of the calendar year following the year in which
the qualied expenses are incurred will not be paid. In
addition, any claims led with improper or incomplete
information will not be paid.
If A Claim Is Denied
In the event that a reimbursement request is denied,
the employee will be notied in writing. If any claim
for benets or eligibility is partially or entirely denied,
the company will provide an explanation for the denial.
If a claimant disagrees with the denial, he or she may
le a written appeal within 180 days after the issuance
of the denial. Tis appeal should be led with:
Privacy Ofcer
Enterprise Holdings
600 Corporate Park Drive
St. Louis, MO 63105
Fax: 314-512-5824
Te company will provide a written response within
a timely manner following receipt of the appeal. Te
companys decision is nal and binding. Tis claim and
appeal procedure is the exclusive means for obtaining
and contesting benets or eligibility denials under the
plan. Failure to exhaust this process will prohibit any
claimant from obtaining further benets or further
contesting the decision made by the administrator.
Health Care Coverage For Adopted
Children
Enrolling your adopted child in the companys
health care insurance plan allows him or her to
receive medical, dental and prescription drug benets.
Complete the following steps to ensure benets
coverage:
Contact your group or regional Human Resources
department in writing by e-mail, letter or fax
within 31 days of the adoption to complete the
notication process. Notication must include
the date of the adoption. Once Human Resources
receives and documents your notication, a
benets enrollment form will be sent to your
home address.
Complete the benets enrollment form, sign
and return it to your group or regional Human
Resources department by the due date printed on
the form. Your newly adopted child can be added
to the plan in which you are currently enrolled
(EPO, PPO300 or PPO600).
Submit the proper documentation that conrms
the adoption with your benets enrollment form.
Keep a copy of all forms and documentation for
your records.
Coverage for your new child takes eect on the day
the child is placed for adoption. Changes to premium
deductions begin with the rst full paycheck following
the date the child is placed for adoption. Te employee
is responsible for paying premiums retroactive to the
date the child is placed for adoption.
If you do not add your adopted child to your plan
within the allotted timeframe as described above, you
will not be able to add him or her until the next Open
Enrollment period. As a result, the child would not
be covered until Jan. 1 following Open Enrollment. In
these situations, any health care claims relating to the
newly adopted child that occur during the period of
ineligibility, will not be covered.
Tax Advantages
Adoption Assistance Programs
For 2013, individuals with an adjusted gross
income (AGI) of $194,580 or less may claim a credit
for adoption benets and/or an exclusion for employer
provided adoption assistance up to $12,970. Te credit
and exclusion are phased out for individuals whose
AGI is between $194,580 and $234,580. Consult with
your tax advisor for more information.
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Discounts
For Full-Time & Part-Time Employees
Active employees (full-time and part-time) are
entitled to discounts on the following services provided
by the company (usual customer qualications will
apply). Some discounts may require a company email
address. Employees without a company email address
are not eligible for these discount oers.
Please note:
Te Car and Truck discount programs do not
apply to any licensee employees or locations, and
can only be used at corporate-owned locations.
Employee and family discount rentals will not
be eligible to earn points, coupons or upgrades
through the Emerald Club program.
Upon hire, each employee will sign the
acknowledgment page of this Personnel Policies
Summary to acknowledge all such policies,
including, without limitation, the policy
concerning employee and family discount rates on
rental vehicles.
Employee-Family Car Rental Discounts
Daily Rental discounts are available to full-time
and part-time active employees and their family
members beginning on the date of hire. Te discount
program includes a choice between two rate plans: the
Percentage-O Retail Plan or the Flat Rate Plan; both
include a at-rate for collision damage waiver. (where
available). Te most advantageous rate plan for the
renter will be presented at the time of reservation.
Tis program is not designed to provide long-term
transportation needs for employees or their families.
While group/region policies may vary, long-term is
generally dened as greater than 14 days.
Employee Discount Rate
Te employee discount rate is available to all
employees, as well as their spouses, eligible same-sex
and opposite-sex domestic partners, children and
parents.
Drivers must be 21 years of age or older to
qualify for employee rental rates. Te total cost of an
employee rental (excluding taxes and other mandatory
surcharges or fees) will be discounted at the time of
reservation and must be paid in full at the end of the
rental period.
Employees renting vehicles for themselves or family
members are required to have someone other than
themselves (e.g., their manager or assistant manager)
open and close their rental tickets. Violation of this
procedure will be cause for disciplinary action, up
to and including termination. Employees must meet
normal age, credit and payment requirements for
rental purposes and are permitted one rental under
their name at any given time.
Supplemental liability protection, personal accident
insurance and personal eects coverage (where
available) are not required to qualify for the discount
and are not subject to the discount.
Family Discount Rate
Te family discount rate is available to employees
siblings, grandparents, aunts/uncles, nieces/nephews
and rst cousins; as well as parents and siblings of
spouses and same-sex or opposite-sex domestic
partners. All drivers must be 21 years of age or older.
Te total cost of a family rental (excluding taxes and
other mandatory surcharges or fees) will be discounted
at the time of reservation and must be paid in full at
the end of the rental period. Supplemental liability
protection, personal accident insurance and personal
eects coverage (where available) are not required
to qualify for the discount and are not subject to the
discount.
Collision Damage Waiver (CDW)
Purchase of collision damage waiver (CDW) is
required to qualify for the discount and will be sold
at $7.50 per day. Additional discounts will not be
applicable to CDW. An employee or family member
may decline damage waiver, at which point the rental
discount would not apply and the standard leisure rate
would be used.
Mileage And Additional Charges
Both employee and family discounts include
unlimited mileage for all rentals staying within the
renting state and any bordering states, and 250 free
miles per day for all rentals leaving that area; excess
mileage is charged on a cents-per-mile rate for the
car class rented, based on the applicable mileage plan
associated with the rental. Additional driver fees will
not be charged on employee or family rentals.
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Reservations
Rentals should be booked in advance to obtain
the most advantageous rates and should be booked
via the Cliqbook application (www.mycliqbook.
com). Te Cliqbook application allows employees to
compare rates for all three brands in order to select
the most favorable rate plan for the renter. For more
information about the Cliqbook application please refer
to Employee and Family Rental Discount Program in
the You Drive section of our intranet. Tis will provide
the most current details including FAQs and Booking
Guides.
Friends Rental Discount Program
Daily Rental discounts are available to friends of all
active part-time and full-time employees. Discounted
friend rentals must be booked via Cliqbook (via
mycliqbook.com). Friends will receive a unique link
to Cliqbook from the eligible employee that will allow
them access to the Cliqbook system for 48 hours.
Employees can also make reservations on behalf
of their friends using the guest booking feature in
Cliqbook. Cliqbook will track all friend reservations
and only ve active reservations are allowed per
employee per month. Certain restrictions apply to
friend reservations. For further details about booking
friend reservations and the restrictions that apply,
please see the Friends Discount Rental Program on You
Drive.
Employee-Family Truck Rental Discounts
Truck rental discounts are available to full-time and
part-time active employees and their family members
beginning on the date of hire.
To be eligible for the discount:
Employees must be 21 years of age or older.
Family members must be 25 years of age or older.
Employees and family members must meet credit
and payment requirements for rental purposes
and are permitted one rental under their name at
any given time.
Tese discounts apply to vehicles rented from
participating company truck locations. Tese vehicles
include cargo vans, heavy duty pick-up trucks, moving
cutaway vans, 16-foot box trucks and 24-26 foot box
trucks.
Rentals are for short-term use and one-way rentals
are not available at this time. Tis program is not
designed to provide long-term transportation needs
for employees or their families. While group/region
policies may vary, long term is generally dened as
greater than 14 days. All rental charges must be paid in
full at the end of the rental period.
Employee Discount Rate
Te employee discount rate is available to all
employees as well as their spouses, eligible same-sex
and opposite-sex domestic partners, children and
parents.
Te employee discount rate is 50 percent o the
posted daily retail truck rates at time of reservation.
Discount is applied to daily time and mileage at the
time of reservations.
Employees renting vehicles for themselves or family
members are required to have someone other than
themselves (e.g., their manager or assistant manager)
open and close their rental tickets. Violation of this
procedure will be cause for disciplinary action, up to
and including termination.
Family Discount Rate
Te family discount rate is available to employees
siblings, grandparents, aunts/uncles, nieces/nephews
and rst cousins; as well as parents and siblings of
spouses and same-sex or opposite-sex domestic
partners.
Family discount rate is 45 percent o the posted
daily retail truck rates at time of reservation. Discount
is applied to daily time and mileage at the time of
reservations.
Collision Damage Waiver (CDW)
Purchase of collision damage waiver (CDW) is
required to qualify for the discount. CDW will be sold
as follows:
$7.50 per day for cargo vans and pick-up trucks.
$19.50 per day for all other vehicles (moving
cutaway vans and box trucks).
Additional discounts will not be applied to the
CDW rate. An employee or family member may
decline damage waiver at which point the discount
would not apply.
Note: CDW will cover overhead damage to the cab
and container of moving cutaway vans and box trucks
but will not cover improper fueling of vehicles.
Mileage And Additional Fees
Mileage charges are based on the vehicle type
rented: For Cargo Vans and Pick-up Trucks
unlimited mileage for all rentals staying within the
renting state and any bordering states, and 250 free
miles per day for all rentals leaving that area; excess
mileage is charged on a cents-per-mile rate for the
car class rented, based on the applicable mileage plan
associated with the rental.
For Moving Cutaway Vans and Box Trucks
mileage is charged at the retail cents per mile rate for
each mile driven which is customary in the industry.
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Te discount does apply to all mileage charges under
the Employee/Family Discount Program.
Additional driver fees will not be charged on
employee or family rentals. Towing is not allowed.
Ancillary products such as supplemental liability
protection, personal accident insurance and all other
ancillary products, moving pads, etc. where available,
are not subject to the discount.
Reservations
Reservations must be booked by calling the rental
branch directly and are subject to availability. Call
1-800-Rent-A-Truck to be connected to the nearest
branch location or refer to www.enterprisetrucks.com
for branch locations and phone numbers.
Vehicle Purchase Plan
A vehicle purchase plan is available to full-time and
part-time active employees and their family members
beginning on the date of hire.
All vehicles will be company-certied prior to sale,
and units will be sold with the 12-month/12,000-mile
limited powertrain warranty, as well as 12 months
unlimited mileage roadside assistance. Each sale
will also include a seven-day/1,000-mile repurchase
agreement. See www.enterprisecarsales.com for more
details.
Employee Purchase Plan
Te employee purchase plan is available to all
employees as well as their spouses, same-sex and
opposite-sex domestic partners, children and parents.
Te sale price will be $1,000 less than the posted
sale price for inventoried vehicles.
Family Purchase Plan
Te family purchase plan is available to
grandparents, in-laws, siblings or any other relative.
Te sale price will be $700 less than the posted sale
price for inventoried vehicles.
Vehicle Leasing
After six months of service, employees in groups
that have a local Enterprise Fleet Management
presence may lease vehicles from the company at
special monthly rates (some restrictions apply). All
employee leases require general manager approval,
are subject to normal credit guidelines and can be
ended at the option of the group, upon termination of
employment. Some restrictions apply.
Open-end leases are available to these employees
and their spouses, eligible same-sex or opposite-sex
domestic partners, children, parents, grandparents and
siblings. If an employee leaves the company during the
lease agreement, the employee and/or eligible family
member must pay all money due in accordance with
applicable federal and state laws.
An employee leasing a vehicle from Enterprise
Fleet Management is required to remit payment upon
receipt of invoice unless, in advance, management
approves in writing special arrangements such as
payroll deductions.
Other Discounts
Te companys Corporate sta works with a variety
of product and service providers to establish savings
programs for employees and their families. Te list
below represents some of the areas in which employee
discount programs are in place.
Automotive
Company family of businesses
Child care
Clothing
Computer hardware and software
Department stores
Electronics
Gifts and owers
Home improvement
Health and Fitness
Sports and Entertainment
Telecommunications
Travel
All discount programs are subject to change
without notice and may not be available in all markets.
For highlights of all employee discount programs,
visit hub.ehi.com or contact your group/branch
Human Resources department.
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Holidays
All company oces recognize six holidays: New
Years Day, Memorial Day, Independence Day, Labor
Day, Tanksgiving Day and Christmas Day. For those
locations that are open on the holiday, full-time
employees who are scheduled to work must work
their scheduled shift in order to receive holiday pay,
unless the absence occurs for reasons approved by
management. For those locations that are closed,
non-temporary, full-time employees receive holiday
pay as long as they work the day preceding and the
day following the holiday, unless the absence occurs
for reasons approved by management. Holiday pay is
based on a regular workdays rate of pay.
If a holiday falls on a Saturday or Sunday, it likely
will be observed the preceding Friday or the following
Monday. If a holiday occurs during an employees week
of paid vacation, the employee will be paid for one
holiday and four vacation days.
In some situations, the company may schedule
work on a paid holiday if deemed necessary. Hourly
employees required to work on a holiday receive
holiday pay in addition to their normal pay for hours
worked. Exempt employees required to work on a
holiday receive their normal rate of pay, but are entitled
to a full-day o to be used at another time, generally
within the next 30 days.
Car Sales Locations
Several recognized holidays New Years Day,
Tanksgiving Day and Christmas Day warrant
business closures for Referral Car Sales locations.
Tese locations will remain open on all other holidays,
as we often oer special promotions and discounts in
conjunction with these occasions. Employees required
to work on a holiday receive their normal rate of pay,
but are entitled to a full-day o to be used at another
time, generally within the next 30 days.
Floating Holiday
In addition to the six designated holidays outlined
above, non-temporary, full-time employees eligible
for holiday pay also will receive one oating holiday
each year, granted on the date of their anniversary.
Employees can use the oating holiday for a federal,
state, religious or regional holiday not listed above. In
the event a group recognizes additional holidays based
on regional considerations, the group may designate
Time Off
the oating holiday for this purpose. Employees must
request a oating holiday in writing at least ve days
in advance of the absence and must receive approval
from their manager. New employees earn one oating
holiday immediately upon hire and on subsequent
anniversary dates. Floating holidays may not be carried
forward to the next year nor paid out upon termination
of employment.
Vacation Full-time employees
An employees cumulative years of service with
the company will determine the number of vacation
days earned. Vacation is granted each year on the
employees anniversary and is paid based on the
average workday. All employees, including those on a
contingent compensation plan, will receive their base
rate for vacation pay unless otherwise required by state
law. Employees must request vacation days in writing
at least ve days in advance of their use and must
receive approval from their manager. Employees can
take vacation in half-day or full-day increments.
With the exception of certain states where the
laws require the payment of accrued vacation,
employees who terminate their employment
before completing one year of service will not
receive any vacation pay upon termination.
Employees who terminate their employment after
one year of service will be paid for all unused and
earned (and in some states, accrued) vacation.
Employees will receive base pay for any vacation
due at termination, unless otherwise required by
state law.
Active employees may carry forward any
combination of vacation and ChoiceTime days,
up to a maximum of ve days, for use during
the following year. Employees wishing to do
this should make a written request prior to their
anniversary date and receive their managers
approval. Unless otherwise requested in writing,
ChoiceTime days will carry over before any
remaining vacation days.
Active employees will not receive a payout for any
unused vacation time that remains after they have
carried over the maximum numbers of days for
use the following year.
If an employees need for time o exceeds his
or her earned vacation and ChoiceTime days, an
Time off for employees covered by a collective bargaining agreement shall be dictated by the terms of the collective bargaining
agreement and applicable laws. For illustrative purposes, time off as described below is based upon a 5-day work week.
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unpaid leave may be granted with the approval of
a corporate ocer or group general manager, as
appropriate.
ChoiceTime
Employees may use ChoiceTime for a variety of
circumstances, including religious observances, an
illness, the need to care for a sick family member or
personal business. Except in the case of illness or
emergency, employees should request ChoiceTime
days in writing at least ve days prior to the absence
and must receive approval from their manager.
Employees can take ChoiceTime in half-day or full-
day increments, or in partial-increments depending
on their groups policy. Except in certain states where
required by law, employees will not receive payment for
unused ChoiceTime upon termination of employment.
If an employees job status changes to part-time, any
unused ChoiceTime may be used or paid out at the
groups discretion.
ChoiceTime Full-time employees
All eligible, full-time employees receive ChoiceTime
in addition to holidays and vacation. In the event
of a paid leave of absence, the employee must use
ChoiceTime for the rst ve working days of the
absence.
During their rst year of employment with the
company and following the completion of their rst
month, new employees earn one ChoiceTime day
each month, up to a maximum of seven days. On
their rst anniversary, and all subsequent anniversary
dates, employees receive seven ChoiceTime days in
addition to the appropriate number of vacation days
as determined by their years of service. Refer to the
chart below to determine your eligible vacation and
ChoiceTime days.
ChoiceTime Part-time employees
Eligible part-time employees who have completed
one year of cumulative service receive ChoiceTime
(PT).
Earning ChoiceTime Part-time employees
After one year of cumulative employment, eligible
part-time employees earn one, eight-hour ChoiceTime
(PT) day for every 320 hours worked during the
payroll calendar year (Jan. 1 through Dec. 31), up
to a maximum of four days per year. If at the end of
the year an employee has accumulated an ending
balance greater than 162.5 hours but less than 320
hours, the employee will automatically earn an
additional half-day o, unless he or she already has
earned the maximum four days allowed. On Jan. 1, all
prior accruals are eliminated and eligible part-time
employees begin earning ChoiceTime (PT) days for
hours worked during the applicable year.
Using ChoiceTime Part-time employees
Employees should make every eort to use
ChoiceTime (PT) days during the year in which they
earn them. However, in the event employees have
days remaining at the end of the year, they must use
them before Mar. 1. Any days earned, but unused will
be forfeited. ChoiceTime days are not reimbursable
and employees may not borrow days prior to earning
them. Except in certain states where required by
law, employees will not receive payment for earned
but unused ChoiceTime days upon termination of
employment.
PTO For Car Sales Department
(Sales Personnel)
For purposes of this policy, PTO includes vacation,
ChoiceTime, bereavement, holiday, jury duty and short
term disability. PTO for Car Sales - sales personnel
will be calculated based on actual prior earnings, so
that their pay when PTO is taken approximates their
normal earnings. One week of PTO pay (representing
salary and commissions) will be equal to 1/52nd of
their most recent 12 months, with the net income
gure used in the calculation to include only salary,
commissions, spis, and the value of contest prizes. If
Non-Temporary, Full-Time Employees
Anniversary
Vacation
(Received on
anniversary date)
ChoiceTime
Total Paid Days Off
Each Year
Date of hire up to 1st anniversary 0
7 (1 day earned per month up to a
maximum of 7 days)
7
1st4th anniversary 10 7 (on anniversary date) 17
5th9th anniversary 15 7 (on anniversary date) 22
10th19th anniversary 20 7 (on anniversary date) 27
20th anniversary and beyond 25 7 (on anniversary date) 32
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more or less than 5 full days of PTO is taken, PTO pay
should be prorated from the above-calculated value.
Car Sales sales personnel who have been with the
Company for less than 12 months as of their last W-2
are subject to special calculations. In these cases,
a manual calculation of pay, ending with the last
completed month and beginning as far back as possible
(up to 12 months total, including departments other
than Car Sales) should be used to determine total pay
which would then be annualized for use in the PTO
pay calculation.
Upon termination, Car Sales sales personnel will
receive only their base rate of pay for any vacation due.
PTO For Remarketing AM/SAM/RSM
(Sales Personnel)
For purposes of this policy, PTO includes vacation,
ChoiceTime, bereavement, jury duty and short term
disability. PTO pay for Remarketing sales personnel
will be calculated at the beginning of each scal
year and is based on annual base salary, projected
sales volume bonuses and projected vacation and
ChoiceTime days for the coming scal year. Te
calculated daily rate for vacation and ChoiceTime
will apply when using any PTO days so that their pay
approximates their anticipated base and volume bonus
earnings.
Remarketing publishes a Fiscal Year Remarketing
Production Based Compensation Plan Model
worksheet, which can be used to build the scal
year pay plans for Remarketing sales personnel. Te
worksheet also calculates the vacation and choice time
volume bonus rate on a per day and an annualized
basis. One week of PTO pay (representing salary
and volume bonuses) will be equal to 1/52 of his or
her current base salary plus 1/52 of the calculated
annual vacation and choice time bonus rate whereby
the net income gure only includes salary and sales
volume bonuses. If more or less than 5 full days of
PTO is taken, pay should be prorated from the above-
calculated value.
Tere should be no pay adjustment for holidays.
Upon termination, Remarketing sales personnel will
receive only their base rate of pay for any vacation due.
Leaves Of Absence
Te company will, at its discretion, make
provisions for leaves of absence, both paid and
unpaid, recognizing the personal situations that may
make a leave necessary. Requests for leave should be
presented in writing to ones manager and should
state the reason for and the probable duration of the
leave. Te company may require physician verication
before granting short-term disability or other leaves of
absences.
Approval for a leave will require the written
authorization of an ocer or group general manager,
as appropriate. Te company will make every eort
to reinstate employees to their former or similar jobs
and compensation levels upon return from a leave.
However, the company cannot guarantee an employee
will return to a former position and compensation level
unless required by federal or state law.
In certain situations, the employee will be required
to present certication from his or her physician
verifying his or her ability to return to work. Until such
certication is presented, the employee will not be
allowed to return. Te company also reserves the right
to require a medical examination.
How A Leave Of Absence Affects Your Benets
For all approved leaves of absence, an employees
medical, dental, prescription drug, vision, optional life
insurance, and dependent (spouse/domestic partner/
child) life insurance benets will automatically extend
through the end of the 90th day of leave, unless
otherwise required by applicable law. Tis 90-day
period includes intermittent leaves or reduced leave
schedules that accumulate to a total of 90 days per
rolling year (In the case of FMLA leave, FMLA leave
is measured backward from the date an employee
last used any FMLA or non-FMLA leave, except
in circumstances involving Military Caregiver
Leave, where leave entitlement is based upon a xed,
12-month period please refer to the FMLA Policy on
page 34).
Employees on any unpaid leave will be required
to continue to pay their portion of premiums, if any,
as if they had not taken leave. For unpaid leaves, the
employee has several options to pay premiums for
medical, dental, prescription drug, vision and optional
and dependent life insurance. For DCSA and HCSA
contributions, special rules apply as described below.
Pay-as-you-go: With this method, the employee
must deliver to the company the full monthly
cost of his or her premium share on or before
the last day of each month prior to the month
for which coverage is desired for medical,
dental, prescription drug, vision, and optional
and dependent life insurance. One written
reminder will be provided. If the full portion of
the premium has not been received by the date
specied in the written reminder, the coverage
will end. For unpaid leaves, these contributions
must be made after tax.
Prepay: Employees may prepay their monthly
premiums for medical, dental, prescription drug,
vision, optional and dependent life insurance.
Employees choosing to do so must make
arrangements with their local Payroll department
prior to taking the leave of absence. Tese
contributions may be made pretax if arranged
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in advance and you have sucient earnings to
handle the pretax deductions.
Catch up: (Applies only to DCSA and HCSA
accounts) Employees returning from an unpaid
FMLA leave of absence may elect to catch up on
the contributions that were missed by increasing
their remaining DCSA or HCSA deductions for
the calendar year. Employees may also elect to
forgo missed contributions. Note: Contributions
from an unpaid non-FMLA leave of absence
cannot be made using the catch-up option.
Employees are not required to continue their
benets while on leave. At the end of the 90th day
of leave, or when coverage otherwise terminates,
employees and their covered dependents are oered
the opportunity to elect or waive COBRA continuation
of coverage.
DCSA and HCSA Accounts
While on an unpaid leave of absence, employees
will not be able to make contributions to their
health care and dependent care spending accounts
on a pretax basis. Your ability to make continued
contributions will depend upon whether you are on an
FMLA approved leave or not.
Employees on an unpaid FMLA leave of absence
may elect to prepay contributions, forgo contributions
that were missed while on leave, or upon returning
from an unpaid FMLA leave of absence, may elect to
catch up on the missed contributions by increasing
their remaining HCSA or DCSA deductions for the
calendar year.
Employees on an unpaid non-FMLA leave of
absence may only elect to make DCSA or HCSA
contributions by prepaying those contributions.
Employees on leave of absence, while still employed,
may make claims against his or her HCSA or DCSA
accounts as follows. Claims incurred prior to and
during the leave of absence may be submitted against
the HCSA to the extent of the unpaid annual election
amount. With respect to the DCSA, claims incurred
prior to the leave may be submitted but only up to the
amount of the employees undisbursed DCSA balance.
Except as otherwise required by law, as noted above,
after the 90th day of leave, the employees medical,
prescription drug, dental, vision, exible spending
accounts, basic, optional and dependent life insurance,
accidental death and dismemberment, long-term
disability and EAP/LifeManagement benets will
terminate. Employees may elect COBRA coverage
at their own expense to continue medical, dental,
prescription drug, vision and EAP/LifeManagement
benets coverage. Employees are eligible to convert
a portion of their optional life and dependent life
insurance to an individual policy at their own expense.
COBRA continuation of coverage is available in
limited situations for the HCSA until the end of the
current plan year, but is not available for the DCSA.
Contact Benets Central for more information on the
impact an unpaid leave of absence will have on your
exible spending accounts.
Benets Reinstatement When Returning To Work
From A Leave Of Absence (Other Than Military
Leave)
All benets, including any benet elections that
were in place prior to the leave, will be reinstated on
the rst day the employee returns from an approved
leave of absence. Benet premiums by payroll
deduction will begin with the rst full paycheck after
benets have been reinstated.
A. Unpaid Leaves
Employees may be granted unpaid medical or
personal leaves of absence. Te employee is responsible
for furnishing information or documentation
necessary to support any leaves. Unpaid leaves begin,
are extended, and end only with the approval of an
ocer or the group general manager, as appropriate.
As a general rule, unpaid leave will extend no longer
than 90 calendar days.
Employees on approved unpaid leaves of absence
will be paid for any holiday that occurs within the
unpaid leave period that is recognized by the company
oces throughout the country.
For unpaid leaves, the employee has several options
to pay premiums for medical, dental, prescription drug,
vision and optional and dependent life insurance.
Please refer to How A Leave Of Absence Aects Your
Benets on page 31 for details on payment options.
Military Leave
Military leave follows the leave of absence policy
and is granted, in accordance with applicable law*, to
both full-time and part-time employees. Employees
are required to provide written or verbal notice to their
manager or their groups or regions Human Resources
department for all military duty. Employees who must
attend a two-week camp or additional training as part of
their military obligation may use vacation or ChoiceTime
days, or may request this time o as an unpaid leave.
Employees involuntarily called to active duty or a
campaign (not training) may also be provided a pay
dierential to compensate for the dierence between
military pay and their company earnings. Contact your
groups or regions Human Resources department for
more details.
*Uniformed Services Employment and Reemployment
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Rights Act of 1994 (USERRA) is a federal law enacted
to provide military service members with certain
employment and reemployment rights.
Medical, Dental, Prescription Drug And Vision
If an employee has met his or her 90-day
introductory period and currently has coverage in
eect for medical, dental, prescription drug and
vision, coverage will continue for a maximum of three
months. After three months, if applicable, employees
may elect to purchase COBRA continuation of medical,
dental, prescription drug and vision coverage for up
to 24 months. An introductory employee who has not
met their 90-day introductory period requirement
may have his or her benets eligibility delayed. Please
consult with your Human Resources department if you
have questions.
Supplemental Life Insurance (Optional And
Dependent)
For employees currently purchasing optional
and dependent (spouse/child) life insurance through
payroll deductions, coverage will continue, based on
earnings received from the company and subject to
continued employee-paid premiums, for a maximum of
three months. At the end of three months, employees
may elect to port or convert existing coverage, subject
to the rules of the plan. Specically, the employee
must port in order for the dependent to be eligible to
port. If the employee dies, spouse and dependent have
portability rights.
Long-Term Disability (LTD) Pre-Existing Condition
Clause
Te employee will be credited with time previously
served against any pre-existing condition period. A
new pre-existing condition will apply for any condition
that arose while the employee was not covered under
the policy.
Flexible Spending Accounts
For employees participating in exible spending
accounts, an unpaid leave of absence may qualify as
a life-changing event, which allows participants the
opportunity to change or revoke their elections. Te
change in election must be consistent with the event.
Employees may choose to continue to make pretax
contributions to their health care or dependent care
spending accounts out of the pay they receive from the
company for a maximum of three months. After three
months, employees may elect to continue participating
in the HCSA through COBRA, if applicable, by making
after-tax contributions to their account until the end
of the plan year. COBRA continuation is not available
for the DCSA.
Retirement Plan
If an employee is currently making salary deferrals,
these deferrals will continue to be deducted from any
company paycheck the employee receives. Upon return
to active employment, salary deferrals and matching
contributions will resume automatically. Te employee
will also have the opportunity to make up missed
salary deferrals if he or she chooses to do so.
An employees eligibility for participation and
vesting in prot-sharing contributions is not adversely
aected by a leave of absence due to qualied military
service. Upon reemployment with the company,
participation in the companys Retirement Savings Plan
is reinstated as if the employee never left, as long as
he or she provided notice to the company on a timely
basis with proper documentation. A participant in
the plan is eligible to receive retroactive prot-sharing
contributions (excluding forfeitures) toward his or her
account for the period of the military leave as long as it
does not exceed ve years.
Returning To Work From A Military Leave
Employees returning from military leave are
entitled to reemployment rights and benets on the
rst day they return to active employment. Application
for reinstatement should be requested through the
group or regional Human Resources department as
follows:
If the absence is less than 31 days, the employee
must report to work no later than the next
regularly scheduled workday following eight hours
allowed for travel.
If the absence is more than 30 days but less than
181 days, the employee must submit an application
for reemployment within 14 days after completion
of military service.
If the absence is more than 180 days (up to a
maximum of ve years), the employee must
submit an application for reemployment within 90
days after completion of military service.
A person who fails to report or apply for
reemployment within the specic period is subject
to the companys rules, policies and practices for
absences from scheduled work that pertains to all
employees.
Exceptions to these time limits are provided
for illness, injury and other circumstances. Te
period of recovery from illness, injury or other
circumstances generally will not exceed two years.
Entitlement to reemployment terminates if
the employee separates from service with a
dishonorable or bad conduct discharge, separates
from service under other than honorable
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on the rst day an eligible employee takes military
caregiver leave and ends 12 months after that date.
Te military caregiver leave applies on a per-
covered service member, per-injury basis. However, no
more than 26 workweeks of leave may be taken within
a single 12-month period by any covered employee.
Even in circumstances where an employee takes other
leave under the Basic FMLA and Active Duty Leave
section above, the combined leave shall not exceed 26
workweeks during that 12-month period.
Denitions
A serious health condition refers to an illness, injury,
impairment, or physical or mental condition that
involves an overnight stay in a medical care facility,
or continuing treatment by a health care provider for
a condition that either prevents the employee from
performing the functions of his or her job, or prevents
the qualied family member from participating in
school or other daily activities.
Subject to certain conditions, the continuing
treatment requirement may be met by one of the
following circumstances:
A period of incapacity of more than three
consecutive calendar days combined with at least
two visits to a health care provider, or one visit
and a regimen of continuing treatment.
Incapacity due to pregnancy.
Incapacity due to a chronic condition.
Other conditions may also meet the denition of
continuing treatment.
A qualifying exigency refers to the following
circumstances that may arise out of active duty or call
to active duty:
Short-notice deployment: To address issues
arising when the notication of a call or order to
active duty is seven days or less.
Military events and related activities: To attend
ocial military events or family assistance
programs or briengs.
Childcare and school activities: For qualifying
childcare and school-related reasons for a child,
legal ward or stepchild of a covered military
member.
Financial and legal arrangements: To make or
update nancial or legal aairs that address the
absence of a covered military member.
Counseling: To attend counseling provided by
someone other than a health care provider for
oneself, the covered military member, or child,
legal ward or stepchild of the covered military
member.
conditions, is dismissed as a commissioned ocer
as permitted under military law or dropped as a
commissioned ocer from the rolls as permitted
under military law.
B. Family And Medical Leave Act (FMLA)
Policy
Basic FMLA And Active Duty Leave
Provided certain requirements are met, employees
with at least one year of service and who have worked
at least 1,250 hours during the previous 12-month
period may be entitled to up to 12 workweeks of leave
(ordinarily unpaid). Leave is available during a rolling
12-month period and is measured backward from
the date the leave rst begins, under the following
circumstances:
1. For birth of a child and to care for such child, or
placement, or adoption, or foster care of a child.
2. To care for a spouse, a same-sex or opposite-sex
domestic partner, a child younger than age 18, a
child 18 and older if incapable of self-care, or a
parent with a serious health condition.
3. Because of a serious health condition which
renders the employee unable to work.
4. Any qualifying exigency arising out of the
fact that a spouse, same-sex or opposite-sex
domestic partner, child or parent, dened as
a covered military member, is on active duty
(or has been notied of an impending call or
order to active duty) in the National Guard or
Reserves. Tis includes retired members of the
armed forces or reserves that have been notied
of an impending call or order to active duty in
support of a contingency operation.
Military Caregiver Leave
An employee may take military caregiver leave to
care for a spouse, same-sex or opposite-sex domestic
partner, child, parent or next of kin who is a current
member of the armed forces, including the National
Guard and Reserves, who is undergoing medical
treatment, recuperation or therapy; is in outpatient
status, or is on the temporary disability retired list
due to a serious injury or illness. A serious illness or
injury means an injury or illness incurred by a covered
service member in the line of duty on active duty that
may render him or her medically unt to perform the
duties of his or her oce, grade, rank, or rating.
Eligible employees are entitled to a total of 26
workweeks of unpaid military caregiver leave during a
single 12-month period. Tis 12-month period begins
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reason to doubt the validity of the medical certication,
a second opinion regarding the health condition may
be required at the expense of the company. If the
original certication and the second opinion dier, a
third opinion, at the expense of the company, may be
required. Te opinion of the third healthcare provider,
which the company and the employee jointly select,
will be the nal and binding decision.
A request for active duty leave must be supported
by the Certication of Qualifying Exigency for
Military Family Leave Form as well as appropriate
documentation, including the covered military
members active duty orders. A request for
military caregiver leave must be supported by the
Certication for Serious Injury or Illness of a Covered
Servicemember Form as well as any necessary
supporting documentation.
Intermittent FMLA leave
Intermittent leave may be available depending
upon the serious health condition of an employee or
an employees immediate family member. Military
caregiver leave may be taken intermittently or on a
reduced-leave schedule when medically necessary.
Employees taking intermittent leave must follow the
companys standard call-in procedures unless unusual
circumstances exist. Te employee must, however,
make a reasonable eort to schedule medical treatment
so as not to disrupt unduly business operations.
Further, if the need for leave is foreseeable based on
planned medical treatment, the company reserves the
right to transfer the aected employee temporarily to
an alternate position with equivalent pay and benets
for which the employee is qualied, if the transfer
better accommodates the requested leave.
Recertication
Under certain circumstances as provided by
law, including but not limited to situations in which
the need or nature of the approved leave changes,
the company may, in its sole discretion, require
recertication of the serious health condition. Te
company may also request recertication for each
year in which FMLA leave is taken for any serious
health condition that lasts longer than one year. In
these situations, an employee will have 15 calendar
days to provide, at their own expense, a completed
recertication form.
Substitution Of Paid Leave
Employees are required to substitute and exhaust
accrued paid leave (e.g., vacation, ChoiceTime
and STD) as part of the FMLA entitlement. Such
substituted paid time will run concurrently with, and
be applied against, the 12 workweek maximum. After
paid leave is exhausted, the remainder of the leave will
be unpaid.
Rest and recuperation: To spend up to ve days
for each period in which a covered military
member is on a short-term rest leave during a
period of deployment.
Post-deployment activities: To attend ocial
military-sponsored ceremonies or programs up to
90 days after a covered military members active
duty terminates or to address issues arising from
the death of a covered military member while on
active duty.
Additional activities: For other events where the
company and the employee agree on the time and
duration of the leave.
Notice Of Need For FMLA Leave
All employees are required to comply with the
companys usual and customary requirements for
requesting leave, unless unusual circumstances exist.
If the leave is foreseeable (e.g., birth or placement,
planned medical care, leave due to active duty
of an immediate family member), the employee
must provide at least 30 days of advance notice. If
circumstances prevent the employee from providing
30 days of notice, then he or she should provide as
much notice as possible (ordinarily the same or next
business day). If an employee fails to give the required
notice for foreseeable leave without a reasonable
excuse, the employee may be denied the leave until
an adequate notice of the need for leave is given.
Employees should make every reasonable eort to
schedule medical treatments so as not to disrupt the
ongoing business operations.
Employees must provide sucient information,
including the anticipated timing and duration of the
leave, for the company to determine if it qualies
for FMLA protection. Generally, calling in sick is
not sucient notice. Employees also must inform
the company if the requested leave is for a reason for
which FMLA was previously taken or certied.
Documentation Supporting FMLA Leave
Employees must provide a completed FMLA
Certication of Health Care Provider Form that
supports their need for leave. A request for reasonable
documentation of family relationship verifying the
legitimacy of FMLA leave may also be required. Te
employee will have 15 calendar days to return a
completed certication form following the request
for such certication. If the employee fails to provide
timely certication, he or she may be denied taking
the leave under FMLA. If the certication form is
incomplete or insucient, an employee will be given
written notication of the information needed and will
have seven calendar days upon receipt of such written
notice to provide the necessary information. If there is
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Benets During FMLA Leave
During the FMLA leave period, coverage through
the group health insurance plan, if any, will be
maintained at the level and by the conditions covered
as if the leave had not been taken. Employees will
be required to continue to pay their portion of any
applicable premiums as if they had not taken leave.
Failure to do so may result in loss of coverage, pursuant
to law. If an employee fails to return to work for at
least 30 days after expiration of the leave, the company
reserves the right to recover premiums paid, if any, to
maintain employee coverage during the leave period
under circumstances provided by law.
Interaction With State Military Leave Laws
Certain states require employers to provide greater
or dierent job-protected leave to family members of
persons in the military. When applicable, the company
complies with all such military family leave laws.
When leave provided by one of these laws is covered
by the federal FMLA, it also shall count toward the
employees federal FMLA entitlement and leave. Tese
military-related family-leave laws vary by state, and
employees should contact Human Resources with any
questions.
Return To Work
As a condition of returning to work from a leave
for the employees own serious health condition, the
employee must timely present a certication from his
or her health care provider that states the employee
is able to perform the essential functions of his or
her position. Restoration will be denied until the
certication is presented. An employee returning
from FMLA leave, who has complied with its terms,
generally will be restored to the same or an equivalent
position to what he or she held prior to the leave. A
returning employee does not, however, have a greater
right to restoration or other benets than if the
employee had been continuously employed during
the leave period. Employees are to notify Human
Resources of their intent to return to work at least two
weeks prior to the anticipated date of return.
Acknowledgment
Te foregoing Family and Medical Leave Act Policy
has been drafted to comply with the Family and
Medical Leave Act of 1993, as amended, and its Nov.
17, 2008 Rules and Regulations (eective Jan. 16, 2009)
published by the Department of Labor. Tis law, and
its rules and regulations, consist of more than 100
pages. Hence, it is not possible to address all possible
issues that might arise in this policy. Suce it to state
that the company will, in its discretion, apply and
interpret this policy consistently with the law, its rules,
and persuasive case law. As with all other policies, the
company reserves the right to revise and change this
policy, at any time, in its sole discretion.
C. Paid Leaves
Short-Term Disability
Short-term disability is available to full-time
employees with two or more years of cumulative
service who have a catastrophic illness or extended
disability. Short-term disability (STD) is available
each year in addition to the previously described
ChoiceTime. Employees cannot use paid STD to care
for a sick family member. STD benets begin after
the employee has been disabled for ve working days.
Tese rst ve days of disability will be paid from
available ChoiceTime days. If no ChoiceTime days
are available, an employee can either take these ve
days unpaid or use available paid vacation days (unless
prohibited by state law). If the STD also qualies
for FMLA leave, the employee will be required to
substitute and exhaust ChoiceTime and vacation
per the FMLA policy. STD pays 100 percent of an
employees salary, up to 60 working days or 480 hours,
whichever occurs rst, if the employee becomes
temporarily disabled and is not able to work. In order
to receive paid STD, the employee must provide the
appropriate health care providers certication or a
doctors note. STD will run concurrently with any
applicable or available FMLA leave.
Unused STD cannot be carried forward to the
following year. Employees are not paid out for unused
STD and will not be paid for such at termination,
resignation or retirement.
Employees on STD will be expected to make
applications on a timely basis for any state or federal
disability benets available to them. It is not the intent
of the STD program to provide multiple recoveries
for illness or injury. If an employee suers an injury or
illness for which another person may be responsible
or may have a nancial or insurance obligation, the
company will be reimbursed for the amount of sick
pay provided to the employee from any economic
recovery he or she may obtain. Te provisions
described in Recovery of Settlements, Reimbursement,
and Subrogation, in the Situations Aecting Your
Benets section of the Benets Summary Plan
Description also will apply to amounts paid under the
STD policy.
If you are disabled, return to work, and become
disabled again due to the same or a related cause
within 90 calendar days of your initial return to work,
the second disability will be considered a continuation
of the rst disability.
If your second disability is unrelated to the rst,
or if you have returned, are actively at work and
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working the minimum required number of hours to be
considered full-time for more than 90 calendar days,
the second period of disability will be considered a
separate event. Tis means that no disability benets
will become payable until a new ve working day
period has lapsed from the date of disability.
Te table on page 39 illustrates the availability
of STD each year to qualied employees. Eligible
employees are entitled to STD on a rolling-year basis
measured backward from the date the STD rst begins.
STD pay for employees receiving a prot-based
bonus, calculated on the collective eort of their
assigned area, such as assistant managers, branch
managers, area managers and airport market
management, will be calculated as if they were not
on leave. However, if the company decides it must
replace the absent employee, STD pay will be based
on an average of earnings for the 12 calendar months
prior to the employees replacement. STD pay for all
other commissioned or prot-based bonus employees,
such as talent acquisition professionals and car sales
account executives, will be calculated on an average of
the employees total earnings for the 12 full calendar
months prior to the leave.
If a paid holiday occurs during an employees STD,
it will be paid as a holiday and will not count toward
the employees maximum STD entitlement. In states
where nancial benets are provided to employees
for STD under disability insurance or other programs,
to avoid duplication of benets, employees may be
required to endorse to the company their check from
the state during periods of paid leave or to otherwise
account for the receipt of duplicate funds.
Maternity Leave
Certain employees who take time o after
delivering a child may be entitled to be paid for a
portion of their leave based upon length of service
and employment status. Employees with less than two
cumulative years of service should refer to unpaid
leaves of absence.
Maternity leave will run concurrently with any
FMLA leave to which an employee may be entitled,
and cannot be combined with any benets aorded
under the paternity leave or adoption leave policy.
Maternity Leave (Full-Time Employees)
Full-time employees with two or more years of
cumulative service are eligible to receive up to 40
working days at 100 percent of their pay following a
ve-working-day waiting period after the birth of the
child.
To be eligible for the maximum maternity leave
of 40 days at 100 percent pay, an employee must have
at least 40 days remaining in their STD bank. If the
employee has utilized STD in the 12 months prior
to the birth of the child, the number of paid days
available for maternity leave may be reduced.
If a paid holiday occurs during an employees
maternity leave, it will be paid as a holiday and will
not count toward her maximum maternity leave
entitlement. In states where nancial benets are
provided to employees for maternity leave under
disability insurance or other programs, to avoid
duplication of benets, employees may be required to
endorse their check from the state to the company for
any payments received during periods of paid leave or
otherwise account for the receipt of duplicate funds.
Maternity leave benets begin after the ve day
waiting period. Tis waiting period can be paid from
available ChoiceTime days. If no ChoiceTime days
remain, an employee can either take these ve days
unpaid or use available paid vacation days (unless
prohibited by state law). If the maternity leave also
qualies for FMLA leave, the employee will be
required to substitute and exhaust ChoiceTime and
vacation for these ve days per the FMLA policy.
If an employee requires additional time o due
to a serious health condition, she may be required
to provide medical certication per the FMLA.
Tis additional time may be available with pay as
determined by the STD policy. Please contact your
Human Resources department if you have any
questions.
Maternity Leave (Part-Time Employees)
Part-time employees with two or more years of
cumulative service will receive one paid week o
after the birth of a child. Payment is determined by
calculating the employees average hours worked per
week based on the 12 weeks prior to commencement
of the leave.
Eligible part-time employees are entitled to one
paid week of leave in a rolling 12-month period
measured backward from the date the leave rst
begins.
Adoption Leave
Paid adoption leave is available for employees with
two or more years of cumulative service who will
be the primary caregiver. If a husband and wife are
both company employees, only one can receive the
benets of this policy for each adoption. Adoption
leave will run concurrently with any applicable or
available FMLA leave and cannot be combined with
any benets aorded under the paternity or maternity
leave policies.
Employees who take time o to adopt a child may
be entitled to be paid for a portion of their leave based
upon their length of service and employment status.
Employees with less than two cumulative years of
service should refer to unpaid leaves of absence.
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Adoption Leave
(Full-Time Employees)
Eligible full-time employees have up to 20 working
days of adoption leave per rolling year at 100 percent
pay following a ve-working-day waiting period. If a
paid holiday occurs during an employees adoption
leave, it will be paid as a holiday and will not count
toward their maximum adoption leave entitlement.
Te rst ve days of the leave will be paid from
available ChoiceTime days. If no ChoiceTime days
are available, an employee can either take these
ve days unpaid or use available paid vacation days
(unless prohibited by state law). If the adoption leave
also qualies for FMLA leave, the employee will be
required to substitute and exhaust ChoiceTime and
vacation for these ve days per the FMLA policy. For
more information on the adoption policy, please refer
to page 24.
Adoption Leave
(Part-Time Employees)
Part-time employees with two or more years of
cumulative service will receive one paid week o for
the adoption of a child. Payment is determined by
calculating the employees average hours worked per
week based on the 12 weeks prior to commencement
of the leave.
Eligible part-time employees are entitled to one
paid week of leave in a rolling 12-month period
measured backward from the date the leave rst
begins.
Phase-Back Period
Maternity and adoption leaves also include a phase-
back period permitting a gradual return to work. All
full-time employees, regardless of length of service,
who are returning from maternity or adoption leave
and are primary caregivers, are eligible for the phase-
back period. Employees who are not eligible for paid
maternity or adoption leave are eligible for phase-
back as long as he or she is the primary caregiver.
Employees receive 100 percent pay during the phase-
back period. Te advantage of the phase-back period
is that employees are provided full pay upon return
from maternity or adoption leave without having to
work a full week. Te phase-back provides an employee
returning from maternity or adoption leave with a full
weeks pay (i.e., 40 hours of pay or more depending on
the employees normal schedule) for working a reduced
schedule during weeks one through four, with a
return to regular hours, as appropriate for the position,
during week ve. Tese enhanced benets apply unless
federal or local laws require otherwise. Examples that
demonstrate the benets of the phase-back period
appear below.
Phase-Back Period Tables
Example 1
Employee working
49 hours per week
Week One 50% of average hours = 24.5 hours
Week Two 70% of average hours = 34.3 hours
Week Three 80% of average hours = 39.2 hours
Week Four 90% of average hours = 44.1 hours
Week Five+ Back to average hours = 49 hours
Example 2
Employee working
40 hours per week
Week One 50% of average hours = 20 hours
Week Two 70% of average hours = 28 hours
Week Three 80% of average hours = 32 hours
Week Four 90% of average hours = 36 hours
Week Five+ Back to average hours = 40 hours
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STD/Maternity/Adoption Leave (Applicable To Full-
Time Employees Only)
Cumulative Years Of
Service
Paid Days Of STD Paid Days Of Maternity Leave Paid Days Of Adoption Leave
Two or more years After a ve-working-day
waiting period, 60 working
days are paid at 100 percent.
After a ve-working-day waiting
period, 40 working days are paid at 100
percent, depending upon the number of
unused days in the STD bank*.
After a ve-working-day
waiting period, 20 working
days are paid at 100 percent.
* PAID MATERNITY LEAVE SIMULTANEOUSLY EXHAUSTS ANY
AVAILABLE STD. If the employee has utilized STD in the 12
months prior to the birth of the child, the number of paid
days available under maternity leave may be reduced.
Paternity Leave
Te paternity leave program grants up to ve days
of paid leave for all eligible full-time employees. A pro-
rated equivalent is available to all part-time employees,
based on the average hours worked per week. Paternity
leave will run concurrently with any FMLA leave
to which an employee may be entitled, and cannot
be combined with any benets aorded under the
maternity or adoption leave policies.
To be eligible for paternity leave, an employee must:
Have completed two years of cumulative
service, whether part-time or full-time, by either
the expected or actual date of birth or date of
adoption;
Be either the biological or adoptive father of the
child, or the same-sex partner of the primary
caregiver of the child; and
Be expected to bear responsibility for the childs
upbringing.
Eligible full-time employees are entitled to a
maximum of ve working days of paid leave in a rolling
12-month period measured backward from the date
the leave rst begins. Eligible part-time employees are
entitled to paid leave in the same rolling 12-month
period based on hours worked during an average
work week. An average work week is determined
by calculating the employees average hours worked
per week during the 12-week period prior to the
commencement of the leave.
Leave may be taken on the date of birth or adoption
or within the 30-day period following the date of birth
or adoption. Leave may be taken on separate days or on
a consecutive basis.
Employees wishing to take leave are requested to
inform their manager as soon as possible of the likely
dates of their absence. Employees must provide 30 days
written notice of the leave request to their manager
and the Human Resources department, or as much
notice as practicable if the leave is not foreseeable, to
ensure timely completion of the necessary forms.
Upon notication to management and Human
Resources, an employee requesting leave must
complete a request for paternity leave form. In addition,
the employee shall provide Human Resources written
documentation conrming the expected date of
childbirth or adoption. Such documentation shall be
issued by a registered practitioner or adoption agency
and must include conrmation of the expected date of
delivery or placement.
D. Other Paid Leaves
(For full-time and part-time employees)
Death In The Family
All full-time and part-time employees are entitled
to bereavement leave for a death in the employees
immediate family. Employees may be granted up to
three consecutive calendar days o. An additional two
consecutive calendar days may be granted when long
distance travel is required. Employees scheduled to
work during the leave period will receive pay for such
scheduled time.
An employees immediate family is dened as his or
her spouse, eligible same-sex or opposite-sex domestic
partner, child, father, mother, brother, sister, father-in-
law, mother-in-law, parents of same-sex or opposite-
sex domestic partner, grandparents, grandchildren,
stepmother, stepfather and stepchildren.
Bereavement leave is intended to compensate
employees who must be absent in order to arrange or
attend the funeral of an immediate family member.
In the event a miscarriage occurs during pregnancy,
bereavement leave is available to employees who need
time o following the loss of their child. Need for an
extended period of time, or leave for any relation other
than the immediate family members mentioned above,
should be directed to the employees manager for
consideration.
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Jury Or Witness Duty
Full-time and part-time employees summoned
for jury or witness duty should notify their managers
immediately. Employees scheduled to work during the
leave period will receive pay for such scheduled time.
Employees are not required to endorse the check they
received for jury or witness duty over to the company.
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41
Index
A
Access Codes And Passwords 13
Accuracy Of Pay 20
Active Duty Leave 34
Active Employee 15
Adoption Assistance 24
Adoption Leave 37
Alternative Work Arrangements 6
Anniversary 30
Attendance And Punctuality 7
B
Business use 9, 11
C
Caregiver Leave 34
Car Rental Discounts 26
Chargeable collision 9
ChoiceTime 30
Claims
Adoption 25
Collision Damage Waiver 26, 27
Commute use 9
Commute use only 10
Commute-use only 9
Company Information 7
Comprehensive loss 9
Customer Pickups 16
D
Death In The Family 39
Discounts 26
Driver Distractions 8
Driving Policy 7
Drug And Alcohol Use 12
I
Inactive Employee 15
Intellectual Property 13
Introductory Employee 15
J
Jury Duty 40
L
Language Education Assistance
Program 17
Leaves Of Absence 24, 31
Legality Clause 18
Liability Protection 11
M
Mandatory Retirement 18
Maternity Leave 37
Medicare 21
Military Leave 32
Monitoring 13
O
Open Door Policy 18
Optional personal use 9, 10
Outside Ventures 14
P
Paid Leaves 36, 39
Part-Time Employee 15
Paternity Leave 39
Personal Appearance 18
Personal Relationships 19
Personal use 9, 11
Personnel Policies Summary 6
Phase Back 24
Phase-Back Period 38
Pro-Employee Philosophy 19
R
Reservations 28
E
Educational Assistance Program 12
Electronic Communication 12
Emergency Evacuations 16
Emergency Notication System
(ENS) 14
Employee Accident Loss Policy 9
Employee Classications 15
Employee Consumer Reports 15
Employee Discount Rate 26, 27
Employee Minimum Age 9
Employee Referral Policy 15
Employee Responsibility 9
Employee Reviews 16
Employee Safety 16
Employment Of Relatives 19
Enterprise Holdings Foundation 16
Equal Opportunity Employer 17
F
Family And Medical Leave Act 34
Family Discount Rate 26, 27
Family Purchase Plan 28
Fitness For Duty 16
Floating Holiday 29
Fmla 35
FMLA 34, 35
Fraternization 19
Full-Time Employee 15
G
Group To Group Transfers 17
H
Harassment 13, 21
Health Care Coverage For Adopted
Children 25
Holidays 29
Hourly Employees 20
Housekeeping 17
S
Safety Procedures 16
Salary Information 20
Self-Disclosure 20
Service Award Program 21
Sexual Harassment 21
Short-Term Disability 36
Social Media 14
Social Security And Medicare 21
Solicitation 21
Substantial negligence 9
Suggestions 21
T
Temporary Employee 15
Termination 21
Time Off 29
Truck Rental Discounts 27
U
Unassigned Vehicle Policy 9
Unauthorized use 9
Unemployment Compensation 22
Unpaid Leaves 32
V
Vacation 29
Vehicle Appearance 17
Vehicle Deliveries 16
Vehicle Leasing 28
Vehicle Purchase Plan 28
W
Witness Duty 40
Workers Compensation 22
The Emergency Notication System (ENS) tool allows us
to get critical information to employees via mobile phone
(voice or text) or email during a wide variety of emergencies.
Examples of these emergencies are such things as natural
disasters, environmental hazards, security breaches and other
instances that could put employees personal safety as risk.
In the event of an emergency in our local area, your group
management may activate the Emergency Notication System
to provide employees with information about the incident
and any specic instructions. Examples of this would be
such things as: Building Closed, Delayed Start Time, Building
Evacuation, or Call Your Manager.
Any messages sent through the Emergency Notication
System will appear on caller ID on landlines as EH Urgent and
on mobile devices as 615-312-8171. We suggest saving this
number in your cell phone address book so you will quickly
recognize it in the event of an emergency. Please read any
communication you receive from these accounts in their
entirety.
Employees should ensure that HR has your most current
personal information (such as phone numbers and email) in
PeopleSoft HR.
EMERGENCY
NOTIFICATION SYSTEM (ENS)
The success of our company relies on maintaining a positive
reputation among its customers, potential customers, vendors,
business partners and employees. The companys business
ethics program supports such positive external relationships
and provides employees with a safe and healthy working
environment.
If you have any questions, concerns or want to discuss a
potential unethical issue, please contact your manager, your
managers manager, or any member of the business ethics
committee by mail, phone or e-mail.
If you are not comfortable reaching out to an internal member
of your team, you may use one of the following reporting
options:
WEB SITE: ETHICSPOINT.COM
BUSINESS ETHICS HOTLINE: 888-238-1483
The site and hotline are hosted 24 hours a day, 365 days
a year by third-party provider Ethics Point Inc., and offer
anonymous reporting.
BUSINESS ETHICS PROGRAM
Item No. 1983 8/1/12
Rev050213
Acknowledgment Of Terms And Conditions
By signing below, I acknowledge that I have read and understand the practices, policies and benets
addressed in the Business Ethics Guide, eective January 1, 2011, as well as the Personnel Policies Summary
eective August 1, 2012, including the Acknowledgment section, and agree to the stated terms and
conditions.
I additionally acknowledge that unless specically employed and assigned to the corporate headquarters,
I am employed only by the subsidiary or aliate where hired or assigned and not employed by the corporate
parent or any other related or aliated company.
I further acknowledge that if I am a member of a union and bound by the terms of a collective bargaining
agreement, to the extent a provision of the Business Ethics Guide or Personnel Policies Summary is
inconsistent with the collective bargaining agreement, the collective bargaining agreement shall apply.
Lastly, I acknowledge that my employment is at-will, and that I or my employer may end the relationship
at any time, with or without cause and with or without notice (subject to, if applicable, any obligations set
forth in a collective bargaining agreement).
Printed Name
Signature
Employee Number
Group/Branch
Date
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