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As President and CEO of CARE, I want to thank you for your involvement in our work to empower millions of people in poor communities around the world.

The people at CARE are a diverse, talented, professional and extremely dedicated group. Our staff’s commitment has kept us at the forefront of international relief and development for 70 years and helped us develop into a global force and a partner of choice. We know the importance of tackling the underlying causes of poverty so that our work will have lasting impact. We work together as a team to build a world of hope, tolerance, and social justice, where poverty has been overcome and everyone lives in dignity and security. Every position at CARE contributes to realizing our overall vision and mission.

This handbook serves as a guide to CARE’s organizational policies. It conveys CARE’s standards and expectations of you as well as your rights and benefits. I urge you to spend some time becoming familiar with this information and use it as a tool to help you better succeed in your job. I hope you will pay particular attention and keep CARE’s values of transformation, integrity, diversity, excellence and equality in mind as you review. These principles define our work and our character as an organization and should influence every task and interaction.

If you are like me, there is nothing more rewarding than a career that helps people in poor communities expand opportunities for themselves and their children. I hope that you find your work challenging and satisfying. Thank you for being a part of our team!

Michelle Nunn

President and CEO

CARE Principles

1 Gender Equity & Diversity

CARE’s approach to gender equity and diversity (GED) embodies CARE’s commitment to the organizational imperative of valuing, respecting and fully benefiting from each individual’s unique qualities and abilities in order to fulfill and strengthen our vision and mission. CARE’s success in advancing quality programming depends on our ability to harness and apply the skills and abilities of our staff within an environment of respect, trust, and value for the contribution of all. Understanding and appreciating GED is a process to create these conditions.

CARE values and believes in gender equity and diversity because:

In order to enhance and advance our humanitarian work, we need a variety of perspectives to inform relevant and responsible choices about how programs are designed and how projects are managed and implemented.

To increase capacity within the communities in which CARE works, we need to build collaborative relationships and partnerships amongst people with a multiplicity of similarities and differences.

CARE’s mission calls for affirming the dignity and worth of all people. This includes, but is not limited to, combating discrimination in all its forms.

CARE’s success depends on our ability to learn and innovate. Our differences in knowledge, approach, and perspective are the source and spring of innovation and learning.

CARE promotes diversity because we believe it is the right thing to do. It allows us to lead internally with our staff and externally in our work with program participants by upholding CARE’s core values.

Gender Equity

Gender equity is a critical component of CARE’s commitment to diversity. All people, by virtue of their shared humanity, inherently deserve equal dignity and rights. CARE affirms and upholds the equal rights and opportunities of men and women. In addition, each person, by virtue of her or his particular character and context, has a unique identity and combination of aspirations and abilities. Therefore, CARE must strive to understand how the particular conditions of each individual or social group shape their ability to excel and create tailored opportunities for each to thrive. Realizing our vision and upholding our mission and core values requires staff to apply standards to our organizational behavior that support and reaffirm the equal dignity and rights of all.

CARE approaches gender equity in both our programming and within the organization. To enhance program quality and to affirm our commitment to uphold the dignity and rights of all, CARE promotes gender equity through programming systems and structures by systematically analyzing gender relations to design and implement programs that maximize impact on gender equity, targeting project activities towards appropriate participants, balancing consideration of gender roles and responsibilities with a commitment to also advancing long-term strategic gender interests, and monitoring and evaluating all programs, measuring the relative impact on women and men, and on the relations between them.

Within the organization, CARE strives to create and maintain a gender sensitive environment built on systems, policies, practices and structures where an equitable gender balance exists at all levels (based on available talent), women and men are represented in senior management positions and decision-making processes, and CARE’s benefits policies are equitable and responsive to the need to balance work, family/civic life, and the different gender roles of staff (e.g. responsibilities of pregnancy, child rearing and family care). CARE fosters an environment of trust where non-discriminatory working relationships and respect for diversity in work and management styles is encouraged.

Diversity

CARE operates in approximately seventy countries worldwide, each with its unique culture, perspectives, and socioeconomic environment. It is CARE’s diversity found in our global presence that provides the resource and strength to fulfill our vision to overcome poverty and promote social justice. Continued success in the future is determined by our ability to harness the full potential of diversity within CARE. This requires us to fully apply the talents of our staff within an environment rich with innovation, creativity, mutual respect, and value for the contribution of all. Understanding and appreciating diversity is a process to create these conditions; a way to engender respect for differences, talents, and perspectives; and a vital process to identify untapped potential to maintain CARE’s excellence in addressing complex development issues.

CARE conceptualizes diversity in the broadest sense, going beyond regular classifications of gender, race, nationality, ethnicity, religion, sexual orientation, age, disability, among others, to also include diversity of perspectives that uphold CARE’s core values, and to emphasize the value of creating and maintaining a work environment that promotes diversity.

CARE’s Commitment: A Framework for Action

Realizing our vision and upholding our mission and core values will require staff to apply GED standards to our organizational behavior that support and reaffirm the equal dignity and rights of all.

CARE supports the process of advancing gender equity and diversity through a multi-faceted framework, which is composed of four fundamental leverage areas for change. This framework is the foundation for the organization’s goals and actions related to gender equity and diversity.

Representation: CARE seeks to attract and retain qualified and committed staff representing different backgrounds, genders, ethnicities, age groups, experiences, perspective, and opinions in order to collectively foster relationships that contribute to our effectiveness. Advancing representation implies not only a focus on demographic patterns, but also on the assurance that all staff have an opportunity to contribute to a variety of ideas for effective decision-making and innovation.

Trust: In order for gender equity and diversity to contribute to effective decision-making and innovation, relationships built upon trust must exist, and systems and structures that support trust building must be available.

Learning: CARE seeks to provide space for CARE staff to learn from each other, to respect, value, and fully capitalize on diverse people, perspectives and new knowledge and innovation.

Accountability: In order for progress to be made in advancing representation, trust, and learning, CARE holds staff at all levels accountable for progress. Leadership support and accountability at all levels is integral to this process.

2 Open Door Environment

CARE USA strives to provide a supportive, harmonious working environment for employees and to treat employees honestly, with dignity and respect. CARE USA management believes that ideas can only flourish in an atmosphere of free and open communication, where employees can discuss problems or suggestions with their managers without fear of reprisal.

If you find that you have an issue or concern with another colleague, you are strongly encouraged to have an open discussion with that person. Having an open discussion is usually the best method to resolve conflict, and the earlier the discussion takes place the better. Sometimes a minor problem can be resolved before becoming a major issue. Discussions should take place in person wherever possible and not over email, as this tends to exacerbate the problem.

If you cannot resolve the issue directly, then you should seek advice from the next level of management.

Of course, any concerns relating to possible violations of the organization’s policies prohibiting discrimination, harassment, and retaliation must be reported in accordance with the reporting procedures stated below.

3 Core Values Commitment

CARE USA Core Values Commitment describes who we are, what we do, and how we do it. It reflects our Core Values of TRANSFORMATION, INTEGRITY, DIVERSITY, EQUALITY, and EXCELLENCE, which serve as a foundation for all that we do. The Core Values Commitment articulates our shared expectations of each other, including our board, staff, volunteers, interns, partners and contractors globally.

For more information on the Core Values Commitment, click here.

4 Work Conduct

CARE USA is committed to maintaining a productive and safe work environment that assures compliance with applicable laws and organizational policies and procedures, and protects the rights and well-being of all employees consistent with our core values. CARE will take disciplinary action up to and including termination against Staff who do not perform consistent with these standards and requirements.

Staff are expected to perform their job duties and responsibilities in a manner that reflects the highest ethical and professional standards of conduct and performance.

Engaging in the following actions or violating other CARE USA policies during the performance of their duties or while on CARE property will subject employees to corrective action, up to and including termination of employment:

Violation of CARE USA’s Core Values Commitment;
Failure to comply with any CARE policy or practice;
A manager’s failure to appropriately report the knowledge of wrongful conduct or violation of CARE policy whether received as a complaint or otherwise known by the manager;
Failure or unwillingness to satisfactorily perform one’s job duties as determined by CARE in its sole discretion;
Interference with the performance of other employees;
Insubordination, including, but not limited to, repeated refusal to follow work-related instructions;
Unexcused absence(s) or excessive tardiness (excluding legally-protected tardiness and absences);
Disclosure of confidential information to any unauthorized persons;
Any act of dishonesty;
Fraud, undisclosed conflicts of interest, or theft;
Falsification of application, timekeeping records, or other CARE USA-related documents;
Damage to or unauthorized use of CARE USA property or equipment;
Bringing disrespect to or otherwise damaging the good name of CARE, including verbally, orally, in writing, or via social or other online media;
Violation or disregard of safety, health, fire, security or employment regulations;
Disruption to the workplace, fighting, violent or threatening behavior, or attempting bodily injury to another or any violation of CARE USA’s Staff Safety Policy;
Possession of unauthorized weapons on CARE property;
Using or possessing illegal drugs or inhalants, or misusing prescription medication;
Drinking alcohol while working; provided, however, reasonable consumption of alcoholic beverages on CARE premises is permitted at CARE-sponsored events where alcohol is served;
Felony conviction for the illegal use, sale or possession of drugs or other serious crime;
Discrimination, harassment, or mistreatment in violation of CARE USA’s Policy Against Discrimination and Policy Against Harassment, including bullying, abuse of authority, verbal or emotional abuse, unwelcome physical contact or abuse, or sexual harassment.
Harassment or mistreatment of CARE beneficiaries, including without limitation conduct that is prohibited by the CARE International Policy on Protection from Sexual Exploitation and Abuse and Child Protection;
Retaliation of Staff who report wrongful conduct or participate in CARE-initiated investigations; or
Discourteous or unprofessional behavior to donors, beneficiaries, partners, or other employees.

By providing these examples, CARE USA is not restricting in any way its discretion to discipline employees or terminate the employment relationship at-will for any other reason. Employees needing clarification of a specific issue related to these standards should seek clarification from People & Culture or their manager.

Please read the full policy here.

5 Reporting Wrongful Conduct

CARE is committed to ensuring that Staff feel free to report any wrongful conduct he or she personally experiences, observes, or hears about and that all organization-initiated investigations are conducted in a fair, impartial, thorough, and thoughtful manner and in compliance with applicable laws.

CARE Line

Any Staff who believes he or she has been subjected to wrongful conducted prohibited by CARE policy or applicable law, or has witnessed or heard about such conduct, should report the matter. Reports of alleged wrongful conduct may be made to:

Your manager or senior management (i.e., Director or Vice President)
People & Culture, including the HR Service Center;
Any member of the Office of General Counsel; or
The CARE Line, which may be accessed from any computer in the world via
http://www.care.ethicspoint.com. Alternatively, Staff in the U.S. may call toll-free +1 855-227-3563. Additional international numbers may be found on the website. The CARE Line has interpreters available in 150 languages.

Reports may be verbal or in writing, and should provide details of what happened, including date, location, names of individuals involved, the names of any witnesses, and may include any relevant documents. Employees who report are not required to identify themselves, and take all reasonable steps to ensure anonymity, though anonymity cannot be guaranteed during the course of any comprehensive investigation.

Managers who receive, observe, or learn of a complaint of wrongful conduct are required to promptly forward that complaint to People & Culture or some other destination may be expressly set forth in CARE policy (e.g. fraud), and anyone failing to timely report such information will be subject to discipline up to and including termination of employment.
General grievances against supervisors or peers, unless a specific grievance is wrongful conduct as addressed in an existing CARE policy or applicable law, are not covered by this Policy and will be handled through normal processes managed by People & Culture.

CARE will keep all complaints confidential on a need-to-know basis while still fulfilling the obligation to investigate and end any conduct that violates this Policy. While all reasonable steps will be taken, anonymity cannot be guaranteed during the course of any comprehensive investigation.

All Staff (employees (full-time, part-time, and temporary), interns, and volunteers) of every CARE USA office (Country Offices, Regional Offices, Field and Sub-Offices, and Headquarters) are responsible for following and upholding this Policy.

Please read the full policy here.

Policies and Guidance

1 At-Will Employment

All employees’ employment relationships with CARE USA are at-will, meaning that employment with CARE USA is voluntarily entered into, and the employee is free to resign at any time. This policy also means that CARE USA may terminate employment at will at any time, with or without notice or cause.

Please read the full policy here.

2 Anti-Discrimination, Harassment & Exploitation

CARE expressly prohibits and will not tolerate any form of harassment, exploitation, sexual harassment and sexual favoritism, as defined within this policy, of any individual, employee, or program participant, regardless of their work relationship. CARE employees are obliged to create and maintain an environment that prevents exploitation, abuse and retaliation. This includes compliance with all federal, State and local equal employment opportunity laws.

Please read the full Policy Against Discrimination here.

Please read the full Policy Against Harassment here.

3 HIV/AIDS Status Policy

CARE will not discriminate against a qualified individual with regard to job applications, hiring, advancement, discharge, compensation, training, or other terms, conditions or privileges of employment based on their HIV status. CARE does not and will not require HIV screening as part of pre-employment or general workplace physical examinations and our employment practices will comply with local laws and regulations.

Please read the full policy here.

4 Conflict of Interest

CARE staff must scrupulously avoid any conflict between their personal or other professional interests and the interests of CARE. In addition to avoiding actual conflicts of interest, CARE staff must avoid giving the appearance of a conflict of interest to all people inside and outside of CARE. In the event an actual or perceived conflict of interest arises or may reasonably be foreseen, the employee must disclose such interest or relationship to his/her immediate supervisor and follow the policy as outlined in this document.

Actual conflicts of interest or serious or repeated perceived conflicts of interests may result in appropriate disciplinary action up to and including termination.

Refer to the full policy for information regarding Conflict of Interest definitions, restrictions related to fundraising, advocacy and procurement, gift giving, outside employment, employment of relatives, and non-platonic relationships between colleagues.

Please read the full policy here.

5 Fraud Awareness, Reporting & Response

CARE does not tolerate fraud or corruption by staff or related third parties, including any of CARE’s agents, consultants, vendors or partners. CARE staff are required to be watchful for fraud and corruption, and report it or any suspicious behavior. Country Offices may have and maintain their own country-specific fraud policy and reporting mechanism, so long as it is consistent with this policy and related procedures. All reported fraud and corruption will be reported to a centralized location, and appropriately investigated, disclosed to the donor, monitored, remediated, and closed out.

Please read the full policy here.

6 Outside Activities

While conducting CARE business and other relationships outside CARE, you are expected to:

Comply with all laws;
Be fair with respect to the rights, interests, and responsibilities of others;
Protect CARE USA’s reputation at all times through responsible conduct; and
Appropriately address perceived, actual, or potential conflicts of interest.

7 Dress Code

Regular business attire is appropriate when a CARE USA employee is meeting with a donor or any third party. At other times, business casual dress is acceptable.

8 Recruitment & Staff Movement

8.1 Internal Recruitment

CARE USA believes that our employees are the best resource when filling openings within the organization. We encourage you to apply for positions at your location or in other countries. In general, you must have worked in your current job for at least six months and have an acceptable job performance in order to be considered for an open position within the organization. Your manager has the discretion to approve a move within your unit at any time. It is not mandatory to inform your manager of your intent to apply for a position. However, by the time you reach the interview stage of the hiring process, you are required to inform your manager of your candidacy. Expect the hiring manager to contact your current manager as a reference.

8.2 Organizational Staffing Needs/Opportunities

CARE USA offers a variety of on-the-job opportunities to staff around the globe. We believe it is in the best interest of the organization and our employees to ensure continual growth through a combination of on-the-job experiences and varied assignments. Below are examples of opportunities to obtain experience outside of your current job.

8.3 Temporary Acting Positions

Temporary acting positions are normally a result of turnover, medical or personal leave, or an extended absence from a department for business reasons, including temporary assignment or service on a task force. In such situations, your manager, with the approval of his/her Country/Region/Division Head, may appoint you to fill a vacancy temporarily. This temporary vacancy typically will take place within your current unit or department. These positions often provide you with a developmental opportunity through on-the-job training. Acting positions generally are not for periods greater than nine months. In some situations, you may be required to assume the responsibilities of the acting position in addition to your current duties; a matter that should be discussed with your manager.

8.4 Temporary Duty Assignments (TDY)

Temporary duty assignments are periods of short-term work outside of your current duties lasting between 1 and 9 months in duration. While on a TDY, staff will normally cease their current duties and perform new responsibilities during the specified TDY period. Staff are expected to return to their original responsibilities at the end of the TDY, therefore no TDY will be granted for staff whose regular position has been or will be eliminated. TDYs cannot exceed 9 months, either initially or via extensions. Any TDY that is extended for more than 9 months shall be considered a transfer, and staff will be released from their original position.

TDYs may be created due to an emergency, special project, or prolonged absence of a current employee. TDY opportunities shall be posted. To be considered for a TDY assignment, you must have been in your position for a minimum of 90 days and performing satisfactorily, meet the qualifications for the TDY, and obtain approval from your manager who must also approve the duration the TDY.

Job postings: Every position at CARE will be posted on the CARE website. This includes TDYs and Acting positions. In cases where a position is designated as “internal applicants only,” it will be posted for a minimum of 3 days; if open to external candidates, the position will be posted for a minimum of 5 days.

9 Immigration and Travel

9.1 Travel Visas

Staff traveling on behalf of CARE USA must obtain the appropriate visas based on an accurate representation of the travel purposes in compliance with the law in the relevant country. These visas will be paid by CARE.

Non-immigrant employees working in US offices must obtain the proper visas for the US and travel outside the US. CARE USA may apply for the appropriate US visas, but cannot guarantee their issuance. After obtaining the appropriate visa, CARE USA must be kept informed of work visa expiration dates or any changes to an employee’s immigrant status. Adequate time to renew visas or address any immigration problem is required.

Non-immigrant employees may come to the US on a visitor’s visa only for purposes of business meetings or short-term formal classroom training opportunities. They may not use these visas to perform work in the United States. If you have questions, please contact the Office of General Counsel.

9.2 Work Authorization

For all positions physically based in the United States, CARE USA employs only US citizens and non-US citizens who are legally authorized to work in the United States. International staff posted to country offices may be required to obtain a visa or work permit before beginning their assignment.

As a condition of employment in the United States, each new or re-hired employee must complete the employment eligibility verification Form I-9 on or before the first day of employment and provide required documentation within three working days of beginning work as required by US law. Rehired employees must complete the I-9 form if their previous I-9 is no longer valid or available. CARE participates in E-Verify. The Form I-9 and E-Verify process cannot legally be completed until after the offer has been extended, but should be completed before the first day of hire whenever possible. If you have any questions after reviewing the full policy, contact the HR Service Center.

9.3 Sponsorship for Permanent Residence – (US-based employees only)

CARE USA may sponsor staff based within the United States for permanent residence if the criteria outlined in CARE’s policy are met. The decision to sponsor staff for permanent residence is made solely by CARE USA at its discretion, and only an immigration law firm that CARE has selected will be utilized for these services.

CARE will also cover the associated costs as outlined in the policy. There is no assurance that an application for permanent residence will be approved. CARE USA makes no representation or warranty regarding sponsorship, the performance of immigration counsel, the amount of time it may take, or the employee’s likelihood of success in obtaining permanent residency.

9.4 Travel Policy

In order of importance, these three guiding principles must inform all travel decisions:

Safety – decisions must be made to maximize the safety and security of the traveler
Cost – decisions must be made to minimize the cost of travel. Business class travel is not allowed
Time – reasonable decisions may be made that minimize the amount of time a traveler is required to spend in transit

We trust all travelers to act responsibly given the particular facts and circumstances of each trip with their manager’s approval. Travelers must act as if their travel related decisions will be scrutinized by our donors and the partners with whom we work.

All travel arrangements for U.S.-based staff must be booked through CARE’s designated travel management company, ADTRAV, for direct bill options for air, rail, car and some hotels; being part of the traveler monitoring system; and to contribute to travel data to help inform decisions.

Staff traveling internationally must complete a Record of Emergency Data (RED) form and submit it to the destination office prior to arrival.

CARE USA will provide per diems for lodging, meals and incidentals as outlined in this policy. Per Diem rates are updated February 1. These rates are unique to CARE and can be found on the Travel site.

Travel advances are available for CARE staff through Accounts Payable.

Travel Expense Reports must be submitted within 30 days of the traveler’s return in order to receive reimbursement. Please see Procedures section V of the Travel Policy for more information.

All CARE Consultants are required to abide by the CARE Travel Policy. Please see section IV.VI of the Travel Policy for more information.

Please read the full policy here.

10 Employee Classifications & Pay Periods

10.1 Classifications

CARE USA has established employment categories to assist in determining eligibility for various benefits:

Regular Employees – Headquarters, US-based field office and international positions are either full-time or part-time, and are approved in the budget and headcount. Regular employees scheduled to work 20 hours per week or more receive benefits which are subject to tax withholding. Headcount authorizations for regular employees are determined during the annual budgeting process.

Temporary Employees – Staff working in positions for a limited duration arising out of special projects, abnormal workloads, or emergencies. Temporary staff members may work full or part time, but are not eligible for CARE-sponsored benefits. The duration for CARE-paid temporary positions is nine months. Within the US, it is highly recommended that staff agencies be utilized when possible to fill temporary positions. CARE currently has master contracts with nationwide agencies – please contact the HR Service Center for details.

Full-Time Status – 40 or more hours per week. Regular full-time staff may be eligible for all CARE-sponsored benefits.

Part-Time Status – Specific schedule of less than 40 hours per week. Part-time staff may be eligible for CARE-sponsored benefits if they work a minimum of 20 hours per week in a regular (not temporary) position.

10.2 Pay Periods & Paychecks

Staff paid by CARE USA and based in the United States are paid biweekly. Staff paid by CARE USA and based outside the US are paid on the last day of each month, unless otherwise notified.

CARE strongly encourages you to take advantage of direct deposit, rather than receiving a paper check. In the event you misplace your paycheck, notify the HR Service Center immediately. You may be required to provide information or fill out forms before a replacement check can be issued. CARE USA will likely place a stop payment order on the lost check, so the sooner the notification the better. This process may take a few days, so be prepared.

If you are accidentally overpaid any compensation (salary, commission, bonus, etc.), CARE USA may recover the amount of the overpayment, consistent with the requirements of applicable law.

All final paychecks will be processed according to federal and state requirements.

11 Attendance Policy

CARE USA’s defined workweek for all US-based work locations begins each Saturday and ends the following Friday. The standard work hours at the Atlanta office are Monday through Friday, 8:30 am to 5:00 pm with a half hour break for lunch. Managers may adjust these work hours for their direct reports if the adjustment fulfills a business need. Exempt employees are expected to work the hours necessary to fulfill the obligations of their jobs. Nonexempt (hourly) employees are paid for all time worked.

Normally, CARE’s US-based offices remain open during inclement weather conditions. If an office is officially closed due to severe weather or any other conditions, the day will be designated an official holiday for that location. For those working from home or working remotely in a location where there is no CARE office, the staff’s manager can approve to suspend work if the conditions do not allow the staff to work for that day.

For additional information on paid and unpaid leave (sick days, paid time off, Family Medical Leave Act, etc.), please visit the Benefits section of the Employee Handbook. CARE also provides Guidelines for US-Based Flexible Work Schedules and further guidance for managers in the Policy Library.

Please read the full policy here.

12 Overtime Policy

CARE USA treats non-exempt staff members as being subject to the overtime pay provisions of state and federal wage and hour laws and compensates them consistently with the relevant law’s overtime requirements for all time worked in a workweek, including all overtime hours worked on and off work premises. This currently means that overtime is paid at the rate of 1.5 times the employee’s hourly rate of pay.

It is the responsibility of manager to plan and schedule work so it can be performed within the regularly scheduled hours. Therefore, non-exempt staff may not be permitted to perform overtime work except when the manager concludes that this is absolutely necessary.

If overtime is required, staff are expected to perform the overtime assignments, but must receive prior authorization from their supervisor/manager in order to work any overtime. Nonexempt employees may not work more than their regularly scheduled daily or weekly hours without prior authorization from their manager.

Please read the full policy here.

13 Telework and Alternative Work Schedules

13.1 Telework Policy

Approval of teleworking arrangements is solely and exclusively CARE’s decision. CARE’s managers must consider all relevant factors, which may include the employee’s position, job duties, reporting structure, performance record, whether the employee has demonstrated responsibility and a capability for self-motivation and management, the need for in-person communication with co-workers, impact on others, costs, and whether the arrangement will enhance the quality of work, productivity, and timeliness of performance. At all times, the arrangement must be consistent with the best interests of the organization.

In order to be considered for a telework arrangement, staff must, as outlined in this policy, meet eligibility criteria, maintain a safe work location, adhere to the equipment and communication standards, and carry out only CARE business during set work hours. Further, the employee and manager must set anticipated work hours, define and clarify roles and expectations, and evaluate the work arrangement as part of annual and semi-annual appraisals, including establishing a method of measuring output and results. Non-exempt teleworking employees shall continue to accurately record and submit all time worked in the same manner as for work performed in a CARE office. All employees must adhere to local laws that may be applicable to teleworking. Prior to any full-time telework arrangement, staff must also sign CARE’s standard Full-time Teleworking Agreement.

CARE will cover only associated costs that are outlined in this policy. CARE will either provide the employee, and/or reimburse the employee for reasonable, pre-approved expenses incurred for equipment or supplies necessary for the employee to perform his/her job. Please refer to the full policy for details.

Telework is not to replace vacation days, sick days, leave or to be used as a substitute for dependent care (care of a child, elder, other). Adequate childcare and dependent care arrangements must be made when teleworking.

Teleworking arrangements do not change the terms of conditions of employment or required compliance with policies and rules. CARE retains the right to end or modify this policy and any teleworking arrangement at any time and for any reason in its sole and exclusive discretion. Failure to follow this policy and other terms and conditions of employment may result in disciplinary action.

Please read the full policy here.

13.2 Guidelines for US-based Flexible Work Schedules

Flexible work schedules are a privilege, not a benefit or right, and are subject to performance and manager discretion. Managers may consider requests for flexible or alternative work schedules for their direct reports when they are reasonable, enhance the quality of work, productivity, and timeliness of performance, and are consistent with the best interests of the organization.

Please read the guidelines in their entirety here.

Additional Resources:

Effectively Managing Flexible Work Schedules & Teleworkers

14 Performance Management

14.1 Performance Management Approach

Helping employees reach their full potential and furthering CARE’s mission is at the basis of our approach to Performance Management. CARE strongly encourage every employee to have meaningful conversations about performance with their manager and peers throughout the year. These conversations should occur regularly and include progress on goals, individual contribution to team and cross functional efforts, development, and commitment to core values.

Continuous Conversations: CARE expects check-ins with your manager to happen on a regular basis. These check-ins create space for meaningful conversations about recent achievements, potential challenges, stretch opportunities or feedback provided by colleagues and stakeholders. They also ensure that development and recognition are an integral part of your work experience. Practically, this approach requires managers and employees to commit to having regular check-ins at least every 2 weeks. These types of conversations are organic to the work you do, and the collaboration required at all levels to achieve CARE’s mission.

Goals: CARE recommends goals to be set at the beginning of the fiscal year or at the start of a new role and align them to your department/function/regional canvas. Goals should build on your strengths, but also challenge you to develop necessary skills. Teams are expected to leverage the strength of their members to become high-performing teams. Goals are not submitted to HR, as the document you save them and should become a “living” document that is routinely updated with progress notes and/or changes. CARE recommends managers and employees to review and discuss goals at least every quarter to focus on progress and impact, not just the end result or completion. You and your manager should also assess whether goals are still relevant and adjust as needed.

Feedback: Feedback should be given and received throughout the year in real-time. Staff are encouraged to actively ask for and give feedback from and to your manager and peers. Feedback should always be given to help someone grow and develop. CARE encourages staff to have open and authentic feedback conversations with your manager and peers and therefore are offering both anonymous and non-anonymous ways to provide feedback.

Documentation: You and your manager are encouraged to document periodical goal reviews, feedback on performance, and career development conversations. Documentation is intended to help you capture the agreements made, summarize conversations, and note your progress. To ensure performance documentation is saved in the employee file, email them to HR Service Center at <HRServiceCenter@care.org>

Responsibility: Both managers and employees are responsible for managing performance. Employees should regularly be reviewing their goals, articulating their progress, asking for help and offer improvement suggestions. Managers should be engaging with their employees on a regular basis, know what they are working on and provide ongoing support. Managers should also provide real-time feedback and have difficult conversations when an issue needs to be addressed.

Performance Improvement Plans (PIP): A Performance Improvement Plan (or PIP) is written commitment and plan intended to help managers and employees address and resolve performance issues. A PIP is agreed upon by the manager and employee after a manager has held prior discussions and communicated expectations of change. If you are placed on PIP and have difficulty reaching your goals or are unclear about the expectations, talk to your manager or reach out to your HR Business Partner (HRBP).

14.2 Service Awards and Recognition

CARE USA strongly believes in recognizing and honoring our staff’s contributions and years of service to the organization. Service is defined as the cumulative time spent working for CARE. Service pins, certificates and letters of appreciation are presented to mark the anniversary and appreciation at each five-year increment, beginning with the completed fifth year of service.

CARE USA also encourages you to acknowledge the day-to-day efforts of your colleagues. It is important, however, to note that any gift of cash or item that is convertible to cash (such as a gift certificate) is subject to taxation and must be reported. Non-cash gifts may also be subject to taxation. Please read the Conflict of Interest Policy, and contact the HR Service Center for guidance prior to giving a gift of any kind to an employee.

15 Staff Care and Safety

Please read the full policy here.

Violence in the Workplace

CARE USA prohibits actual or threatened violence by Staff against co-workers or other persons. Violence, intimidation, physical altercations, and destruction of property by or against employees will not be tolerated. CARE USA also strictly prohibits the use or possession of any unauthorized weapon on CARE property or on CARE business.

Substance Abuse in the Workplace

The unlawful manufacture, distribution, dispensing, possession, or use of a controlled substance is also prohibited on CARE USA premises or workplace locations both in the United States and internationally. Furthermore, staff are prohibited from working while intoxicated or under the influence of illegal drugs.

Smoking

In attempts to provide a healthy and comfortable working environment for all employees, CARE USA offices based in the United States prohibit smoking by employees and visitors throughout their buildings. CARE encourages Country Offices to adopt similar policies, as in accordance with their local laws.

Reporting Workplace Injuries/Accidents

CARE USA is covered under workers’ compensation. Should you sustain a work-related injury or become involved in a work-related accident, you must immediately notify your manager and the HR Service Center.

Reporting Involvement in a Crime

All Staff who are convicted of, plead guilty to, or are sentenced for a crime, excluding minor traffic offenses, are required to report the situation to their manager within five (5) days. Failure to comply may result in disciplinary action, up to and including termination of employment. Cooperation in complying may result in suspension without pay to allow management to review the nature of the charges and the employee’s past record with CARE.

16 Visitors in the Workplace

From time to time, you may receive personal visitors at the office. If so, you are responsible for the conduct of your visitor while he or she is on CARE USA premises. Please ensure that your visitor does not disturb the work of others. Under some circumstances, CARE USA may decide that certain persons are not permitted on CARE USA premises.

CARE USA also recognizes that you may occasionally need to bring your children to the office. Out of respect for your colleagues, please keep this to a minimum. Children should be in the presence of their guardian or alternate care provider at all times, who should ensure that they remain safe and do not disturb others or disrupt the workplace.

17 CARE USA Equipment & Property Overview

CARE USA’s electronic media, computer equipment and communication systems, including, but not limited to, computers, computer networks, electronic mail (email), Internet access and systems, telephone systems and equipment, smartphones and other CARE–provided devices, voice mail, fax equipment, hardware, software, user identifications, passwords, postage meters and equipment, and all data, files and other applications (“CARE USA equipment and systems”), are the property of CARE USA. All materials and information created, transmitted or stored on or through these systems are the property of CARE USA and may be accessed or monitored by authorized personnel at any time. CARE USA has the right to enter or access any and all CARE USA equipment or systems at any time without notice in order to inspect or review any and all data, consistent with the requirements of applicable law.

Employees should not have any expectation of privacy with respect to CARE USA equipment, materials, systems or information transmitted and/or stored thereon. CARE may monitor electronic media. CARE may also maintain a log of employees’ Internet access, sites visited, and network activities. All Internet use, including social networking, conducted on CARE-provided equipment or systems is subject to CARE’s review without notice. An employee’s participation in social networking is not private or personal to any individual employee.

CARE USA’s equipment and systems are to be used primarily for CARE USA business, and personal use should be kept to a reasonable minimum. Personal telephone usage should occur during breaks and meal periods away from other employees’ work stations to the extent possible. Employees are not permitted to make long distance telephone calls at CARE USA’s expense. Personal use of CARE USA’s postage and overnight shipping is not permitted. All data, including Internet data, which is composed, transmitted or received via CARE USA’s equipment and systems may be subject to disclosure to law enforcement or other third parties. Consequently, employees should always ensure that the business information contained in Internet email messages and other transmissions is accurate, appropriate, ethical, and lawful. CARE USA has access to all e‑mail communications, including all Internet sites visited by each employee, and may review email messages in connection with internal audits or investigations or for other business purposes, consistent with the requirements of applicable law.

Unauthorized access or use of CARE USA computer, electronic or communication systems is strictly prohibited. When using CARE USA equipment and systems, employees are expected to exercise care, perform required maintenance, and follow operating and safety instructions and guidelines. The unauthorized use, installation, copying, or distribution of copyrighted, trademarked, or patented material on the Internet is expressly prohibited.

Employees may not use CARE USA equipment or systems in any way that may be disruptive, embarrassing or offensive to others, including, but not limited to, the transmission of materials that violate CARE USA’s Equal Employment, Anti-Harassment and/or Retaliation policies.

All CARE USA equipment and systems must be returned to CARE USA at the termination of employment.

All other CARE USA-provided property on CARE USA premises remains the property of the organization at all times. Employees should have no expectation of privacy with respect to any CARE USA property with which they are provided for use in the course of their employment.

Please read all IT related policies here.

18 CARE USA Intellectual Property

Please read the full policy here.

CARE Name, Logo & Trademark

The CARE name, logo, and trademark may only be used in activities and circumstances sanctioned by CARE and in the appropriate form.

Work Prepared by Employees

All work prepared by employees within the scope of their jobs—including, without limitation, reports, data, photographs, videos, brochures, software—belongs to CARE and constitutes “work-for-hire.” CARE owns all rights to this work. The organization may also have the opportunity to nominate CARE work for awards and/or other recognitions. Any resulting awards or commendations are the property of CARE as well.

Employee Likeness or Words

In the scope of their work, employees may have their image or words recorded by CARE through photograph, audio, or videotape or otherwise. By permitting such recordings, expressly or tacitly, employees agree to permit CARE’s use of their likeness or words in any manner that CARE may deem appropriate.

Confidential Information

Additionally, CARE USA maintains records and information that are confidential, and employees must treat such materials accordingly.

19 Personal Property

During an investigation, it may be necessary for CARE USA or law enforcement officials to search CARE USA property and, unless otherwise prohibited by law, any other property brought into the workplace. To the extent permitted by applicable law, such inspections may include a search of (1) the contents of all packages, bundles, tote bags, knapsacks, suitcases, briefcases, and other containers or personal property taken into or out of CARE USA’s premises; (2) all desks and workstations; and (3) all motor vehicles on CARE USA property. Employees have no reasonable expectation of privacy in, and may not withhold permission for CARE USA to search, any such property. A refusal to permit a search requested by management may result in disciplinary action, up to and including termination of employment.

Because an inspection might result in the discovery of an employee’s personal possessions, all employees are encouraged to avoid bringing into the workplace any personal property that they do not wish others to see. In addition, for security reasons, employees should not leave personal belongings of value in the workplace.

20 Communication Regarding CARE

Communication with Media/Press

All press and media inquiries should be forwarded to CARE USA’s Communications and Media team or the appropriate Country Director – whether the media interest is local, national, or international. Unless explicitly designated to do so, staff should not field any questions or supply any information to the media, either verbal or written. The Communications and Media team is available to work with and help prepare those staff designated to communicate with the news media.

Communication with Lawyers

Staff should refrain from communicating with a lawyer not representing CARE, when the communication involves CARE business. If a staff member receives any unsolicited telephone call from a lawyer not representing CARE (whether a lawyer in private practice or even a government lawyer), they should immediately and politely refer the lawyer to the Office of the General Counsel (OGC). In this way, the OGC can confirm the propriety of the call in light of the rules governing when such a lawyer can communicate with CARE and our employees.

21 Use of Social Media Policy

Each individual is personally and legally responsible for his or her own participation in social networking. Regardless of your privacy settings, information placed on any electronic medium and data sent via electronic methods may become public. Other employees, potential employees, donors, clients and vendors of CARE and third parties may use electronic media to obtain information about CARE and its activities.

Employees are expected to act responsibly, exercise good judgment and the highest degree of professionalism, and follow all requirements outlined in this policy when communicating any information that concerns or identifies CARE or any of its employees, donors, partners or other stakeholders.

All staff are responsible for protecting CARE’s reputation. If you see content on social media sites that disparages or reflects poorly on CARE or its stakeholders, you should contact your manager or communications staff.

Please read the full policy here.

22 Personnel Records

22.1 Personnel File

CARE USA keeps a personnel file on each employee. Personnel files are confidential and are maintained by Human Resources. Please contact HR Service Center if you would like to review your file. The original file must be reviewed in the presence of an HR representative. Additionally, employees may have copies of any documents in their personnel file.

If the employee disagrees with information contained in the personnel file, removal or correction of the information may be made by mutual agreement by CARE USA and the employee. If an agreement cannot be reached, the employee may submit a written statement explaining his or her position which shall become a part of his or her personnel file.

22.2 Personal Data

It is very important that you keep all personal data up to date. Examples of data that should be updated include: information on changes in household, address, post and education achievements. US-based staff may make these changes through Employee Self Service (ESS), a tool that enables you to review and update various personnel, benefits, and payroll information. All changes must be made within 30 days of occurrence through ESS (if possible) or by notifying the HR Service Center. Failure to update your records in a timely manner may jeopardize your benefits eligibility.

22.3 References and Requests for Employee Information

CARE USA does not provide professional job references on current or former employees or contractors. In response to requests from third parties, CARE USA will provide dates of employment and last position held for current and former employees. Except as described below or as required by law, no other employment data will be released without the appropriate written authorization from the individual who is the subject of the inquiry. Under no circumstance should anyone other than the designated HR staff members provide CARE USA employment information about current or former employees or contractors. This includes via social networking sites such as LinkedIn© or Facebook©. All requests for information about a current or former CARE USA employee must be referred to the HR Service Center. If any CARE employee chooses to provide to a third party a personal professional reference for a current or former employee or contractor, any such reference shall be done in the employee’s personal capacity only (not on CARE letterhead or using the CARE job title, etc.).

CARE participates in the Misconduct Disclosure Scheme (the “Scheme”), which facilitates sharing of misconduct relating to sexual harassment, exploitation and abuse (SHEA) between employers. The Scheme consists of two main commitments: (1) a commitment to systematically check with previous employers about any SHEA issues relating to potential new hires, and (2) a commitment to respond systematically to such checks from others. As such, if an employee was found to have violated CARE’s Safeguarding Policy, CARE USA may disclose the violation to another member of the Scheme upon their inquiry. For further information about the Scheme please visit the Misconduct Disclosure Scheme website.

[1] See the Policy Framework for CI’s Relations with Military Forces contained in the CARE International Code, Section 12 for more information on CARE’s stance on weapons.

Compensation

1 General Information

CARE USA compensates employees for work according to our total pay philosophy, which includes both the salary and benefits that employees receive. CARE USA’s compensation and benefit policies are designed to attract, reward, and retain talented and capable people worldwide, as well as to reflect the organization’s core values, vision and mission. To ensure that CARE USA’s total pay program remains competitive with other organizations, we use external benchmarks to determine salary ranges and benefit packages for all employees.

CARE USA reserves the right to adapt, modify, and/or change any of its compensation programs, at any time to ensure the organization’s competitive standing and compliance with any financial constraints.

2 Compensation Changes

2.1 Lateral Transfers

A lateral transfer occurs if you move to a position within the same grade as your previous position and may or may not include a department change. Lateral transfers are often excellent career development opportunities that allow you to broaden your skill base and knowledge. Lateral transfers generally do not involve salary adjustments; however, your manager and HR Business Partner may determine that a salary adjustment should be made as a result of the transfer and change in duties.

2.2 Reclassification to a Lower Grade

As with lateral transfers, you may want to accept a position at a lower grade in order to broaden your skill and knowledge base in preparation for a career move within the organization. If you accept a position in a lower grade, or if your current position is reevaluated to a lower salary grade, you are considered reclassified. At other times, the reclassification may be due to reorganization or a demotion, and may or may not involve a transfer. Generally, employees who take a position one grade lower will not experience a reduction in salary, although those who move down two or more grades will usually have their salaries adjusted. Your manager and HR Business Partner will determine if your salary should be adjusted.

2.3 Acting Roles

Salary adjustments for “acting pay” may occur when it is anticipated that you will be in a higher grade/level for more than 30 days. Any salary adjustment will consider qualifications relative to the duties of the position. When the vacancy is filled or the assignment is completed, you will return to your original position and salary level, adjusted for any salary increases to which you would have been entitled. The level of acting pay is determined by your HR Business Partner and your manager.

2.4 Temporary Duty Assignments (TDY)

It is the responsibility of the requesting office to provide a Terms of Reference (TOR) and benefits as well as pay any salary, per diems, housing, travel, and other related costs associated with the TDY.

TDY Assignments Requiring Relocation – All Staff on TDY assignment outside their home location will receive per diem for the first thirty days according to the rate published by headquarters. Staff outside their home location may also have to consider and elect different benefit options (for staff on TDY/Acting assignment relocating from INTL to US). It is the responsibility of the receiving office or unit to pay travel and visa costs, and to provide housing for assignments outside of the United States.

CARE does not maintain guest houses in our US locations. However, we are committed to providing opportunities for Staff to temporarily relocate to the US in a way that does not overly burden either the employee or the hiring unit from a financial perspective. Where possible, we will make every effort to provide housing as stated above; however, please note that there may be cases where doing so would make the TDY financially unfeasible. In those cases, HR and the relevant hiring managers will work together to arrive at a mutually agreeable solution.

For additional information on assignments requiring relocation or any additional considerations paid for TDY Assignments, contact the HR Service Center.

If you would like to know about the available TDY positions, please visit this link.

3 Compensation for US-Based Employees

Deductions

Federal & State Income Taxes (FIT & SIT)

CARE USA is required to withhold or report US Federal and State (if applicable) income taxes from all employees working in the US.

Social Security – FICA and FHI

Federal Insurance Contributions Act (FICA – Social Security) and Federal Health Insurance (FHI – Medicare) taxes are levied on all employees working in the USA. CARE USA withholds and deposits your part of these taxes and pays a matching amount into your Social Security and Medicare accounts with the federal government.

4 Compensation for International (Non-US-Based) Employees

CARE USA uses the balance sheet approach in its overseas compensation package for international employees. This approach anchors international staff salaries to CARE USA headquarters in Atlanta for the purpose of base pay. The balance sheet approach also maintains equity in total pay through allowances and deductions to base pay. This process allows CARE USA to attempt to achieve global compensation equity for staff in locations with varying costs by setting pay elements similar to what you would experience living in Atlanta.

There are three fundamental components of the balance sheet approach:

Consistent salary administration regardless of geographical location. For US-Based positions, CARE has implemented market-specific salary ranges based on the cost of labor in higher market US field offices. This means positions based in markets with higher labor costs than Atlanta will receive a base salary determined on the cost of labor in that location. Salaries for CARE USA international staff are set according to a global scale for “non-profit” as well as “all employers” (both for- and non-profit organizations).
Equalization components to offset differences between US and overseas cost and the difference in Social Security benefits for US citizens and permanent residents and non-US citizens.
Incentives to live and work in hardship locations.

4.1 Allowances

CARE USA has established the following allowances for international employees living outside of the US. These allowances are applicable for regular full-time and regular part-time employees only, and may be dependent upon actual living location.

Dependents at post are eligible dependents that reside with an employee on assignment. This includes spouse or domestic partner and/or child up to age of 19 or graduation of secondary school whichever comes first. Dependent child may be a natural born, adopted, foster, step-child, or child for whom the employee has been court-appointed as legal guardian or legal custodian.

It is the employee’s responsibility to notify your HR Business Partner any time a dependent leaves or arrives at post. Failure to do so may result in improper calculations and payment of allowances.

Additional information on international employee allowances may be available through your Human Resources Business Partner.

4.1.1 Cost of Goods & Services Allowance (COGSA)

The Cost of Goods & Services Allowance (COGSA, previously referred to as “COLA”) is designed to protect an expatriate against any additional costs incurred while purchasing goods and services in a foreign location. The market basket of goods and services included in a COGSA includes items from the following categories: food consumed at home; household supplies; personal care; clothing; medical care; telephone; household furnishings; transportation; recreation and entertainment; and food away from home.

Eligibility

International regular and part time staff are eligible to receive COGSA. This allowance is not available to:

Short-term staff
Staff working in their country of citizenship.
Staff on US to INTL TDY/Acting assignment; INTL to US TDY/Acting assignment; and INTL TDY/Acting assignment who were originally not receiving the allowance prior to TDY/Acting assignment.

How COGSA is Calculated

COGSA is calculated based upon the employee’s living location, number of dependents at the post of assignment and CARE’s spendable income tables (not gross annual wages). If eligible, COGSA is earned and paid on your monthly payroll and is not calculated as part of your base salary. This allowance is included as a separate line item in your monthly pay and is considered additional income for the purpose of calculating applicable taxes. Updates to COGSA will be reviewed annually and changes will be made at CARE’s discretion.

CARE partners with a reputable vendor that obtains cost of living data by conducting pricing surveys worldwide. Click here for more information.

The COGSA will typically increase when the following conditions are present:

There is higher inflation at post of assignment than in Atlanta, GA (meaning that the cost of goods and services at the foreign location increases more rapidly than in Atlanta GA ), and/or
There has been a devaluation of currency in Atlanta, GA (meaning that a larger amount of currency at post of assignment is needed to purchase the same amount of foreign currency).

The COGSA will typically decrease when the following conditions are present:

There is higher inflation at headquarters (Atlanta, GA) than at the post of assignment (meaning that the cost of goods and services in Atlanta, GA increases more rapidly than at the foreign location), and/or
There has been a devaluation of foreign currency (meaning that a smaller amount of currency in Atlanta, GA is needed to purchase the same amount of foreign currency).

If you and your spouse or domestic partner are both employed by CARE and living in the same location, the total of your gross base salaries will be used to determine the Cost of Goods & Services Allowance (COGSA).

4.1.2 Education Allowance

CARE’s education allowance is provided to help mitigate the cost of educational services normally free of charge in U.S. public schools. The employee has the freedom of choice to send his/her children to any school, subject to the conditions of this policy. The employee will be responsible for any costs in excess of the education allowance.

Eligibility

International regular and part time staff are eligible to receive Education allowance for their eligible dependents. Staff and dependents listed below are not eligible for this allowance.

Short-term staff
Staff on US to INTL TDY/Acting assignment; INTL to US TDY/Acting assignment; and INTL TDY/Acting assignment who were originally not receiving the allowance prior to TDY/Acting assignment.
Staff assigned to unaccompanied posts.
Staff working in their country of citizenship
Dependents who remain in the staff member’s home of record

Allowance Detail

CARE USA contributes to the cost of tuition and books for eligible dependents from kindergarten through Grade 12 for eligible employees (except for a special needs child). Kindergarten means children aged 4 or older in the school-year program immediately preceding primary/elementary schooling (or equivalent) and does not include day care or nursery level schooling. School year typically refers to a year beginning in August or September through May or June.

An assignment location may or may not have adequate schools at post. To meet the criteria for “adequate” a school must have an internationally recognized accreditation. The Country Director, in consultation with the Regional Director and the Security Department, has sole responsibility and authority for designating adequate schools in the respective location to and/or from school.

For locations with adequate schooling: CARE USA will pay eighty percent (80%) of the cost of tuition and books for each eligible dependent(s), and the employee is responsible for the remaining twenty percent (20%). If an employee chooses to send a dependent to a school not at post despite the availability of adequate schools at post, CARE will neither pay nor be responsible for any cost of schooling.

For locations without adequate schooling: When the Country Director determines that schools in the location of assignment are deemed inadequate, the Country Director will designate an alternative institution(s) within the region. In this situation, CARE will share the cost of tuition, books and boarding up to eighty percent (80%). The employee is responsible for the remaining twenty percent (20%). If an employee chooses to send an Eligible Dependent to a school other than the designated alternative institution(s), CARE will neither pay nor be responsible for any cost of schooling.

Home Schooling: If an employee decides to home school eligible dependents at post, CARE will pay up to eighty percent (80%) and employee twenty percent (20%)of the cost of the following:

Books related to level of education
Eligible teaching tools and supplies (click here for a sample list)
Tutors (excludes parents)

Change of Accompanied Status: If a post of assignment changes from accompanied to unaccompanied, an employee will be required to relocate his/her dependent(s) that are at post. In these situations, CARE will continue to help mitigate the cost of education for up to 1 year after effective date of the change to unaccompanied. CARE will share the cost of tuition, books and boarding up to eighty percent (80%) at an institution within the region that the Country Director has designated as an adequate alternative. The employee is responsible for the remaining twenty percent (20%). If an employee chooses to send an Eligible Dependent to a school other than the designated alternative institution(s), CARE will neither pay nor be responsible for any cost of schooling.

Excludable Costs

CARE USA will not reimburse the following expenses:

Dependent pre-school, day care, nursery school fees, post secondary preparatory, college or university.
Extracurricular activities such as riding, dancing lessons, music lessons, tutors, school trips and sports activities, etc.
Computers, printers and electronic equipment
Meals, snacks, and boarding costs (with the exception of stipulations given above)
Miscellaneous costs like insurance, uniforms, and spending money, etc
Transportation to and/or from school

Process

Employee will provide copy of school issued invoice to Country Office (CO) representative
CO Representative will issue payment in the amount of 80% of eligible cost(s) directly to the school/institution.
Employee will be responsible for issuing the remainder of the cost to the school/institution directly (no salary advances available)
CO Representative will record payment issued on behalf of the employee and report it on the quarterly IIR report

4.1.3 Education Travel Subsidy and Shipping Allowance

CARE USA provides a travel subsidy and a shipping allowance for child dependents attending college or an approved vocational or technical school outside your country of assignment.

Travel Subsidy

You are eligible for a maximum of three round-trip air tickets per dependent during the course of approved schooling. Not more than one trip may be taken in a twelve month period. Employee is responsible for a $400 deductible for each round trip fare. Additional cost will be reimbursed by your country office and are considered taxable income for US citizens and permanent residents.

Dependent children currently covered under the Travel for Dependents not at Post policy are not eligible for this policy.

Shipping Allowance

When a school-bound dependent leaves your country of assignment to take up residence in a different location, the student is entitled to a one-time personal effects surface shipment allowance up to 500 lbs./227 kgs.

The shipment will be made from your country assignment to either the school or other address designated by you. The shipment cannot be divided and sent to more than one location. The dependent may take advantage of this allowance only one time unless:

You are transferred, resulting in a change of primary or secondary schools for the dependent, in which case a second allowance is granted.
You are terminated and consequently relocated.
The dependent graduates from a primary or secondary school.

If any of these situations occur, a second allowance is permitted. If the full weight allotment is not used for any single shipment, it is forfeited.

This policy does not apply to a student moving from one university to another – only from a primary school to a secondary school or from secondary school to college.

4.1.4 Hardship Allowance

CARE USA provides a hardship allowance to employees working in areas where they may confront a variety of difficulties, such as a lack of security, no educational facilities, food shortages, etc. The Hardship Allowance aims to compensate staff for difficult living conditions at post of assignment. Although each location has a hardship rating, not all locations will receive Hardship Allowance.

Eligibility

International regular and part time staff on assignment in a post in categories C, D or E are eligible to receive Hardship Allowance. This allowance is not available to:

Short-term staff
Staff on US to INTL TDY/Acting assignment; INTL to US TDY/Acting assignment; and INTL TDY/Acting assignment who were originally not receiving the allowance prior to TDY/Acting assignment.
Staff working in their country of citizenship

Hardship Ratings

Hardship ratings or categories asses the overall quality of life at a post of assignment. In determining the degree of hardship, consideration is given to local conditions of safety and security, health care, education, housing, climate, isolation and the availability of the basic amenities of life that result in a less than acceptable standard of living for staff and their families. Assignment locations are categorized on a scale of difficulty from A to E with A being the least difficult and E the most difficult. Unaccompanied posts are normally assigned a rating of E.

Hardship allowance is reviewed on an annual basis but may also change on an ad-hoc basis due to extenuating circumstances. Updates to ratings are made at CARE’s discretion.

Designated Hardship Ratings & Allowances

There are 5 hardship ratings A-E. All locations are assigned into one of these five ratings. Based on the hardship rating, the allowance can be in the form of (a) leave days or (b) leave days and cash allowance as listed below:

Category	Annual Hardship Leave	Annual Hardship Allowance
A	0 days	$0
B	0 days	$0
C	5 days	$0
D	10 days	$8,000
E	10 days	$15,000

Hardship leave days are given to locations assigned a rating of C, D or E. This is in addition to bank of days and may not be carried over from one year to the next. Hardship days are allotted on a calendar year basis and are accrued on a quarterly basis and an employee must be actively employed for at least fifteen (15) business days in a quarter to receive credit for that quarter. Hardship leave days will not be paid out upon separation and unused days will be forfeited at the end of the year (cannot be carried over from one calendar year to the next).
Hardship monetary allowance is only available in locations with a rating of D or E. If eligible, Hardship Allowance is earned and paid on your monthly payroll. This allowance is included as a separate line item in your monthly pay and is considered additional income for the purpose of calculating applicable taxes.
Locations assigned a rating of A or B do not receive any Hardship Allowance.

If eligible, Hardship allowance is earned and paid monthly and is not calculated as part of your base salary. This allowance is included as a separate line item in your monthly pay and is considered additional income for the purpose of calculating applicable taxes. It is the sole responsibility of the Country Office to track hardship leave balances and to accrue the expense at the end of each quarter for leave accrued but not taken.

4.1.5 Housing and Quarters Allowance

Housing Allowances are intended to subsidize the cost of housing rent and utilities while in the country of assignment. CARE partners with a third party vendor that obtains the housing rental allowance data by conducting surveys worldwide and providing market housing rental cost by location. The information/tables used to determine the rental housing caps is reviewed to ensure the rental housing cap limits reflects the current market cost of rental of housing. The rental housing allowance tables are used to determine the maximum amount of rental housing costs CARE will pay on behalf of the employee. CARE will pay up to the standards provided by the vendor.

The allowance will be effective when the employee starts incurring the housing charges, not in advance. Monthly rent and utilities are paid directly by your country office, and housing contracts should be made in the name of CARE. Payments will be administered by the Country Office up to the rental housing cap set for the location and reasonable cost of utilities. Employees may choose to live in an accommodation that is more expensive than the approved allowance but must consider that they will be personally responsible for any cost in excess of the allowance. The allowance is non-cash earning and is considered income for the purpose of calculating applicable taxes. It is the sole responsibility of the Country Office to track all cost paid on employee’s behalf and to report it to the HQ Finance Department on the Income Information Report (IIR). While you are on approved travel (conferences, temporary assignments, annual leave, etc), CARE USA will continue to pay the full housing allowance in the country of assignment as long as the residence is maintained.

Eligibility

International regular and part time staff are eligible to receive Housing/Quarters Allowance. This allowance is not available to:

Staff staying in shared housing
Short term contracts
Staff on US to INTL TDY/Acting assignment; INTL to US TDY/Acting assignment; and INTL TDY/Acting assignment who were originally not receiving the allowance prior to TDY/Acting assignment.
Staff working in their country of citizenship (and/or whose spouse or partner owns a house at post of assignment)

Excludable Costs

The following are excluded from the policy and CARE will not pay for the cost of:

Domestic help – maids, cooks, gardeners, etc…
Repairs and maintenance
Furniture (unless already provided)

4.1.6      International Allowance

For Staffs outside the US: The international allowance permits you, when working outside your country of origin, to visit your home country on an annual basis.  This allowance is a cash allowance paid monthly to cover the cost of an annual round-trip airplane ticket for you and your approved dependents living with you, from the most accessible international airport in-country to the airport closest to your home of record.

4.1.7     Settling-In Allowance

A settling in allowance of $1,500 with no dependents or $3,000 with dependents will be paid to you upon arrival in the country of assignment. This amount will be paid through payroll and is considered taxable income for US citizens and permanent residents.

4.1.8 Travel Allowance for Dependents Not at Post

If you have approved dependents who do not accompany you to post, you may be eligible for additional tickets for your dependents to visit you, or for you to visit them. This allowance is available for employees posted to locations that are considered “unaccompanied” due to the in-country situation and for employees who choose to leave their approved dependents at their home of record for whatever reason.

CARE will provide, annually, two additional round trip tickets for you to your home of record, to be utilized either by you or your dependents not at post. This also will provide for visits at the point of your choosing, provided the cost does not exceed the post-to-home of record cost. CARE will reimburse expenses based upon the cost of a round-trip economy ticket from post to the employee’s home of record. Unused visits will not be paid out at year-end or when you separate from CARE.

Dependents covered by the policy include individuals currently covered under your CARE-sponsored insurance benefits and individuals for whom you can demonstrate dependent status, through, for example, tax statements or a court order showing that you have a legal financial obligation to the dependent. (Financial dependency does not include alimony). Dependent children currently covered under the Educational and Travel Subsidy policy are not covered by this policy.

Reimbursements will be made directly to the employee upon submission of a Travel Expense Report (TER) to the country/regional office or unit, and are considered taxable income.

4.2 Deductions

4.2.1 Federal Income Taxes and Social Security (US Citizens/Permanent Residents Only)

CARE USA is required to withhold, report or levy federal income taxes and social security deductions all US citizens and permanent residents working in CARE USA’s country offices. International employees (US citizens including dual citizens, and permanent residents) may be exempted from all or a portion of US Federal income taxes for services performed outside of the US. US citizens and permanent residents are encouraged to consult with a tax advisor and to review IRS Publication 54 for details on taxation. Non-US citizens/permanent residents are responsible for understanding the laws in their home countries.

Federal Insurance Contributions Act (FICA – Social Security) and Federal Health Insurance (FHI – Medicare) are levied on employees who are US citizens or permanent residents working overseas. CARE USA withholds and deposits your part of these taxes and pays a matching amount into your Social Security and Medicare accounts with the federal government. Each of these taxes is reported separately on your pay statements.

Wages subject to FICA and FHI taxes include, but are not limited to: earnings; cost of goods & services allowance (COGSA, previously referred to as “COLA”); international allowances; moving expenses; annual leave payments; and imputed income on CARE USA-paid life insurance.

4.2.2 Vehicle Deduction

It is CARE’s policy not to provide staff with CARE vehicles unless approved by Regional Director in accordance with the Safety & Security standards and operating environment.

In Country Offices where CARE vehicles are approved for personal usage, CARE will comply with United States (US) tax laws that require employees to report personal use of company vehicles as additional income on tax returns and covers the personal use of all vehicles owned/leased by CARE and or/donor funding. CARE’s vehicle policy only applies to CARE vehicles – cars and motorcycles. Public transportation – buses or taxis, and/or individually owned cars are not considered under this policy.

If use of a CARE vehicle is approved in a respective Country Office for personal use:

Monthly usage fee

CARE will deduct a sum of $65.00 USD from the monthly paycheck of each CARE USA employee who drives a CARE vehicle for personal use and $35.00 USD for CARE USA employees who drive a motorcycle for personal use. This is to offset gas and maintenance expenses.

Imputed Income

For US Citizens/permanent residents, CARE USA is also required to show one of the following amounts of imputed income per month.

$135.00 of imputed income per month for use of a CARE vehicle (car or truck).
$35.00 of imputed income per month for use of a CARE motorcycle.

Please note that this policy does not give any overseas employee an implied right to access of a CARE vehicle for personal usage; local country office polices will identify who has such rights.

Excess Personal Usage

All CARE USA employees will be required to track any personal usage that exceeds “their total daily commutes to and from their place of residence plus an additional 161 kilometers (100 miles) per month” and pay the following per kilometer rate for this excess usage (gas and maintenance are included in this charge).

For cars and trucks – US $0.35 per kilometer.
For motorcycles – US $0.17 per kilometer.

Waiving Vehicle Usage

Any overseas employee in a location that approves the use of vehicles and who does not require or wish to have access to a CARE vehicle will be required to sign a Vehicle Waiver Form to waive charges mentioned. Failure to sign this form will result in the overseas employee being charged for access to a CARE USA vehicle. Unless informed otherwise, it will be assumed that CARE vehicle was offered as the means of transportation.

4.2.3 Home Country Payroll Tax

Staff members on assignment in their home country may be subject to payroll tax withholding. CARE USA will comply with all requirements for employers in a country in which we operate.

COGSA (previously referred to as "COLA" or Cost of Living Allowance): International New Hires working in their country of citizenship, hired effective November 5, 2021 are not eligible for COGSA.
COGSA: Refers to Cost of Goods & Services Allowance

Benefits

CARE USA provides a large portfolio of benefits designed to protect and promote your health, welfare, and quality of life. CARE USA reserves the right to modify, discontinue or otherwise alter, with or without notice, at the organization’s discretion, any benefits available to our employees. Moreover, the officer or administrator charged with the administration of each plan has the authority and discretion to interpret the terms of each plan. This chapter provides general descriptions of each benefit for eligible employees on CARE USA’s payroll. Because benefits are subject to special rules and exceptions, for complete details you should refer to the summary plan description (SPD) for each benefit and other additional benefit documentation provided at the time of hire. Employees may find information on Employee/Manager Self Service or under the Benefits Center on the CARE Shares.

CARE USA reserves the right to adapt, modify, and/or change any of its compensation and benefits programs, at any time to ensure the organization’s competitive standing and compliance with any financial constraints.

Currently CARE USA offers benefits for regular employees who are regularly scheduled to work 20 hours or more per week as well as their dependents. CARE’s dependents are defined as follows:

Spouse: An employee and their spouse must be legally married to be eligible for coverage.

Child(ren): Dependent child may be a natural born, adopted, foster, or stepchild; or a child for whom the employee has been court-appointed as legal guardian or legal custodian. Eligible child(ren) may be covered up to the end of the calendar month in which the child reaches age 26 or a child of any age who becomes disabled according to Social Security Administration guidelines. Medical, dental and vision insurance coverage terminates at the end of the month of dependent’s 26th birthday. For dependent life & AD&D insurances, a dependent child refers to unmarried dependent children up to age 19, or up to age 25 if a full-time student.

Domestic Partner: Domestic partner is defined as a person of at least 18 years of age who, jointly with the CARE employee of either sex, meets all of the following criteria:

Both individuals have declared their intentions to remain each other’s sole spousal-equivalent or life partner.
Both have resided together for at least 12 consecutive months and intend to continue to reside together in a mutually exclusive commitment similar to that of marriage.
Both have declared their intention to be mutually responsible for each other’s well being and debts to third parties; that is, they have entered into a contractual commitment for financial responsibility or have joint ownership of significant assets such as a home, car, and bank accounts, and have joint liability for debts such as mortgages and credit cards.
Neither partner is married to anyone else nor has another domestic partner.
Both are unrelated by blood to a degree of closeness that prohibits marriage.
Please click here for the statement of domestic partnership form or contact the HR Service Center.

1 Automatic Benefits — No Enrollment Necessary

·         Accidental death and dismemberment insurance⁵
·         Business traveler accident insurance⁵
·         Employee Assistance Program (EAP)⁵
·         Basic life insurance⁵
·         Health Advocate –personal healthcare advocacy and support

·         Basic long-term disability insurance⁵
·         Short-term disability insurance⁵
·         War-risk insurance⁵
·         Workers’ compensation⁶

2 Elective Benefits — Enrollment Required

·         Medical Insurance(See HIPAA Notice)⁵
·         Dental insurance⁵
·         Vision and supplemental vision insurance⁵
·         Flexible spending accounts (US-Based Staff Only) ⁵

· Dependent and supplemental life insurance⁵
· Supplemental long-term disability insurance⁵

Unless otherwise specified, you will have the opportunity to enroll or update the above benefits at the following times:

Upon hire or transfer from international to US-based or vice versa. Benefit elections must be submitted within thirty-one (31) days of first day of employment/transfer
Upon hire or transfer within the U.S. Benefit elections must be submitted within fourteen (14) days of first day of employment/transfer
When a life-change event (such as marriage, birth/adoption of a child, etc.) occurs. Changes in Benefit elections must be requested within thirty-one (31) days of qualifying event
During the annual benefits open enrollment period each fall

Human Resources will provide information each year on the open enrollment period and process.

For complete information regarding eligibility and/or enrollment, please contact the HR Service Center.

3 Additional Benefits

3.1 CARE USA Retirement Savings Plan⁵

The CARE USA Retirement Savings Plan (CRSP) is a defined contribution plan. You have the flexibility (and responsibility) to choose among the options provided under the plan in a way that best meets your objectives.

Eligibility — Employee Contributions

All current regular employees on CARE USA’s payroll are eligible to make voluntary contributions to the CRSP without having to meet age or service requirements. You may join the CRSP on your hire date or any date after. Once activated, voluntary contributions may be stopped, increased, decreased, and/or reactivated at anytime.

Eligibility — Employer Contributions

Starting the first quarter after one year and 1,000 hours of service, CARE USA will contribute a designated percentage of your eligible compensation per month to the plan. All contributions, both employer and employee, are subject to any limits imposed by federal tax laws or the CRSP. CARE USA’s contribution may be changed at its discretion. If you are transferring from another CI member or CARE country office with at least one year and 1,000 hours of service, this benefit will be available on the first day of the first quarter following your start date with CARE USA.

For further information, please contact Transamerica Retirement Solutions.

3.2 Tuition Reimbursement Program

The tuition reimbursement program provides you with up to $3,000 per calendar year in tuition reimbursement assistance for traditional coursework towards a degree by an accredited institution for higher learning. The year the semester/course ended will be the reference date as to which calendar year your reimbursement will count towards.

You must be a regular employee who is scheduled to work 20 hours or more per week with at least twelve months of service to qualify for tuition reimbursement. Your study must commence after you met the eligibility criteria to be reimbursed under this policy and you can file for reimbursement after the end of each semester. All coursework must be job-related and will require your manager’s approval prior to the start of the course.

The following rules apply to CARE’s tuition reimbursement program:

The course(s) must be related to your current job or future career plans.
Costs covered include 75 percent (75%) of total expenses to a maximum of $3,000 per calendar year.
The course must be graded (pass/fail, a letter grade or percentage), and you must pass the course with a minimum grade of C or an equivalent passing level.
The cost of certification programs and job-related seminars are not covered by this program. If interested in certifications or seminars, please see your manager as they may be covered under your unit’s budget.
The cost of language courses not offered as traditional coursework by an accredited institution for higher learning will not be covered by this program.

You may apply for tuition reimbursements after successful course completion, and you must submit proof of satisfactory grades. Reimbursement requests and supporting documentation must be submitted to the HR Service Center within 60 days after each semester. Please click here for forms.

You must complete at least one year of service after course reimbursement has been made, otherwise, you will be required to refund CARE a prorated portion of the reimbursement received. The prorated balance will be due and payable immediately and will be deducted from your final paycheck. After your prorated balance is deducted from your final paycheck, if you still owe CARE money, you will be required to pay the remaining balance no later than thirty (30) days after the date of separation. For example, if you rendered 3 months after the reimbursement, CARE will deduct 3/12 (three months over twelve months in a year) of your total tuition fee reimbursement.

3.3 Physical Fitness Reimbursement (US-Based Staff Only)

CARE is dedicated to staff well-being and we are committed to advancing the physical, psychological, and social health of our employees. In line with this commitment, we offer a health club or physical fitness reimbursement program that allows all US-based regular employees scheduled to work 20 hours or more per week to receive reimbursements for health club memberships and/or physical fitness fees.

To qualify for the program, you must be a member of a health club or participate in other physical fitness activities, or online fitness services — whether on an annual or monthly fee basis.

In order to initiate your reimbursements you must complete and submit a Physical Fitness Reimbursement Request Form to the HR Service Center. You are eligible for reimbursement up to a maximum of $20.00 per month (state and federal income taxes apply). Eligible fees are limited to those paid under a health club contract or as a separate physical fitness fee on an invoice or receipt. All-inclusive fees (e.g. homeowner’s association dues or rent for an apartment) are not eligible unless the physical fitness activity fee is clearly listed as a separate fee on your invoice or bill.

The Physical fitness reimbursement will be effective the date the form is submitted to HR Service Center and will be included in the next administratively feasible payroll. Thereafter, you will be reimbursed continuously.

In case of change, termination, or cancellation of your membership, you must provide a written notice to the HR Service Center.

3.4 Paid and Unpaid Leave

CARE USA provides paid and unpaid leave benefits to benefits eligible employees who are scheduled to work 20 hours or more per week. Eligible part-time employees are awarded the same benefits on a pro-rated basis. CARE USA makes every effort to accommodate reasonable leave requests; however, scheduling is at the discretion of your manager according to the needs of your department. In the event of extended leave time beyond that accorded below, the decision as to whether CARE USA will be able to hold your job open will be discussed and made in accordance with current business needs of the organization.

CARE USA provides you with the following time away from work, subject to the conditions set forth below:

Category	What is Included
Paid Time Off (Paid)	Vacation and personal time off.
CARE Holidays (Paid)	National holidays recognized by CARE and other days deemed by CARE as holidays, such as additional days close to national holidays and closures due to inclement weather.
Floating Holiday (Paid)	A floating holiday that may be used at any time during the calendar year.
Sick Leave (Paid)	Sick days for your own illness or when needed to care for a family member.
Parental Leave (Paid)	Time for you to spend with your newborn or newly-adopted child.
Emergency/Compassionate Leave (Paid)	Death or unexpected serious illness of a close family member.
Family Medical Leave (Unpaid)	Unpaid time during which your job is protected if you need time off for the following: sick days, short term disability, time to care for your parent, child or spouse with a serious health condition, or need for time to prepare for your parent, child or spouse to go on active military duty. This unpaid time may be supplemented by other time paid by CARE (i.e. Paid Time Off, short term disability, parental leave).
Jury Duty/Voting time (Paid) (US-based staff only)	Time to participate in a jury and up to 2 hours to vote in local and national elections

3.4.1 Paid Time Off

CARE USA staff shall receive 25 days of Paid Time Off per fiscal year for vacation and personal days that shall accrue according to the schedule below. As of January 1, 2019 any current employee who previously earned 30 days of Paid Time Off will continue to have 30 days of Paid Time Off during their continuous employment by CARE USA. Any such employee who leaves CARE USA for any period of time and is rehired by CARE USA shall be entitled to 25 days of Paid Time Off when rehired.

In order to ensure that PTO hours are accurate, employees must follow the guidance below when completing their PAR.

Hourly non-exempt employees must record the actual hours of PTO used when completing their PAR. Time will not be rounded. Salaried exempt employees must record their time used in four (4) hour increments. Time used that is less than four (4) hours should not be recorded as PTO on the PAR but should be reported as regular hours worked.

Example for salaried employees, if an employee used three (3) hours of PTO, then s/he will file this as regular working hours. If an employee used six (6) hours of PTO for the day, then s/he will file it as four (4) hours PTO. While for non-exempt employees, if an employee used three (3) hours PTO or six (6) hours PTO for the day, s/he will file it in PAR as is.

Paid Time Off leave days accrue each month. Approximate accrual rate per month is as follows:

Annual PTO eligibility	*Monthly Rate*
25 days per year	2.083 days / 16.67 hours
30 days per year	2.5 days / 20 hours

Employees who were not able to work the full month like for example new hires, separating employees and employees who go on unpaid leave, will accrue leave credits on a pro-rata basis proportional to the number of calendar days they worked for that month following the daily accrual rate below:

Annual PTO eligibility	*Pro-rated Daily Rate*
25 days per year	0.06849
30 days per year	0.08219

Likewise, benefits eligible employees who work less than 80 hours biweekly (US Based Staff) or less than 173.33 hours monthly (International Based Staff) will accrue leave credits on a pro-rata basis proportional to the number of hours they worked for the month. If the employee changed work hours within the month, the work schedule they are in majority for that month will be used as basis in calculating their pro-rated Paid Time Off.Employees who transition from PTO ineligible to eligible status (e.g. Intern/ Short Term to Active Full Time) will start accruing from the effective date of status change.

Paid Time Off leave requests shall be approved at the discretion of managers in accordance with department needs, provided however, consideration shall be given to staff requesting leave for recognized religious, national, or ethnic observances not recognized as CARE holidays. Such leave may be taken as Paid Time Off or a Floating Holiday (US-based) and should not be denied to staff.

*See appendix for CA state laws on paid time off.

3.4.1.1 Carry Forward of Paid Time Off

Effective June 30, 2019, accrued but unused Paid Time Off may not be carried over from one fiscal year to the next (unless laws in your state provide otherwise). Any accrued but unused Paid Time Off will be forfeited at the end of each fiscal year.

3.4.1.2 Credit for Previous CARE Service

If you have transferred to CARE USA from another CARE International member or a CARE country office, your years of service earned from the CARE entity will not be counted in determining length of service for the purpose of calculating your Paid Time Off. If you have left CARE (CARE USA or any other CARE entity) for any period of time your bank of days will restart at 25 days per fiscal year.

3.4.1.3 Temporary Staff, Unpaid Interns/Volunteers, and Consultants

Temporary staff paid through agencies, unpaid interns/volunteers, and consultants are excluded from this policy. Any non-working time shall be governed by the applicable agreement (in the case of temporary staff and consultants) or as agreed-upon with People & Culture or the manager (in the case of unpaid interns/volunteers).

3.4.1.4 Paid Time Off Records

Paid Time Off (PTO) records are maintained by you in partnership with your immediate manager or department administrator. You, your manager, and department administrator share the responsibility of ensuring that your Paid Time Off balances are kept up to date, the balances on transfer or terminating checklists are accurate, and that accurate information is communicated promptly to the HR Service Center if you leave CARE.

You may use these forms in tracking your PTO usage and balance:

PTO Tracking Form

PTO Tracking Form for CA-based Employees

3.4.1.5 Payment of Unused Paid Time Off at Termination or Resignation

The leave accrual method will be used to determine amounts due to or from you. If you have any unused accrued Paid Time Off (a positive balance), CARE USA will pay you the monetary value of the Paid Time Off leave with your final paycheck, after the settlement of any outstanding obligations, in accordance with applicable federal and state law. If you have taken more Paid Time Off leave than you have accrued (a negative balance), CARE USA will deduct the monetary value of the used but unaccrued Paid Time Off leave with your final paycheck, in accordance with and if permitted by applicable federal and state law.

3.4.2 Holidays

3.4.2.1 US-Based Staff

CARE Holidays

Normally, CARE USA’s US-based offices are closed to observe the following official US holidays each year.

For employees who work a standard Monday through Friday workweek, and who will not be scheduled when a holiday falls on a weekend, holidays that fall on Saturday are usually observed on the preceding Friday and holidays that fall on Sunday are typically observed on the following Monday.

· New Year’s day	· Independence day
· Martin Luther King’s birthday	· Labor day
· Thanksgiving day and the following Friday	· Memorial day
· Christmas day	· Juneteenth day

CARE USA may declare other holidays at its discretion. When a CARE Holiday falls during your Paid Time Off leave, the CARE Holiday is not counted against your Paid Time Off, and you will receive holiday pay. If you need to travel or work on CARE business during a CARE Holiday, you may take a compensatory day in the future at a time agreed upon with your manager. This compensatory day must be taken within 15 business days of the CARE Holiday. For the purposes of Personnel Activity Reporting (PAR), this is considered “PTO Holiday.” Unused CARE Holidays cannot be carried over to the next calendar year.

Floating Holiday

All US-based, full-time staff receive one Floating Holiday that can be used at any time during the calendar year. All US-based, part-time staff working twenty(20) or more hours per week receive a partial floating holiday on a pro-rated basis. An unused Floating Holiday cannot be carried over to the next calendar year. Floating Holiday requests shall be approved at the discretion of managers in accordance with department needs; provided however, consideration shall be given to staff requesting leave for recognized religious, national, or ethnic observances not recognized as CARE holidays, as set forth above.

An employee whose employment ends for any reason will not receive payment for unused CARE Holidays or the Floating Holiday.

3.4.2.2 International Staff

Each country office is responsible for issuing a holiday schedule that is competitive with similar organizations in the same geographic area. Typically, such schedules do not exceed 15 days per year. International employees are not entitled to US-based holidays unless they are also observed at the local location.

CARE USA may declare other holidays at its discretion. When observed holidays fall during your leave, the holiday is not counted against Paid Time Off and you will receive holiday pay. If you need to travel or work on CARE business during a CARE USA-recognized holiday, you may take a compensatory day in the future at a time agreed upon with your manager, but within 15 business days of the holiday. For the purposes of Personal Activity Reporting (PAR), this is considered “PTO Holiday.”

3.4.3 Family and Medical Leave

FMLA is a federally mandated requirement for US-based staff. CARE offers the same benefit to all international staff who meet the eligibility requirements.

3.4.3.1 Eligibility Requirements/Leave Year

You are eligible for up to 12 work weeks of unpaid leave under the Family and Medical Leave Act (FMLA) during a rolling 12-month period under this policy if you have been employed by CARE USA for at least 12 months and you have worked at least 1,250 hours during the 12-month period prior to the commencement of the leave. CARE USA uses a rolling 12-month period measured backward from the date you use any FMLA leave. If you meet the eligibility requirements, you are also eligible for up to 26 weeks of leave to care for an injured service member, as set forth in the following section.

3.4.3.2 Reasons For Leave

An FMLA leave may be requested for any of the following reasons:

Birth/Placement — to care for a child(ren) born to or placed for adoption or foster care with you;
Family Medical — to care for your parent, child or spouse with a serious health condition;
Employee Medical — because of your own serious health condition, which renders you unable to perform the functions of your position;
Qualifying Exigency – because of any qualifying exigency as determined by the Secretary of Labor in final regulations arising out of the fact that your parent, child or spouse is on active military duty or has been notified of any impending call or order to active duty in the Armed Forces in support of a contingency operation; or
Injured Service Member – to care for an injured service member who is your parent, child, spouse, or for whom you are next of kin. Such leave may be taken for up to 26 weeks in a single 12-month period, which period begins on the first day you take leave for this purpose and ends 12 months after that date.

3.4.3.3 Substitution of Accrued Paid Leave

FMLA leave is unpaid leave. If you request FMLA leave, any accrued Paid Time Off pay and/or, if applicable, parental leave pay, must first be substituted and used for otherwise unpaid FMLA leave, provided that use complies with CARE USA’s Paid Time Off and/or parental leave policy requirements. Such accrued paid leave will run concurrently with any FMLA leave. If you request FMLA leave for your own medical condition, CARE USA’s short-term and/or long-term disability and any leave for workers’ compensation may apply as part of the 12-week leave period in addition to the above. The substitution of paid leave time for unpaid leave time does not extend the 12 week (or where applicable, the 26 week) leave period.

3.4.3.4 Notice of Leave

If your need for FMLA leave for the birth/placement of a child or for your own or your own or a family member’s medical condition is foreseeable, you must give CARE USA at least 30 days prior notice. Failure to provide such notice may be grounds for delay or denial of leave. When the need for leave is not foreseeable, you are expected to notify CARE USA as soon as practicable, generally the same day or the next business day you learned of your need for leave. If you are taking leave for a qualifying exigency or to care for an injured service member, you should provide such notice as is reasonable and practicable. Please contact the HR Service Center for the appropriate FMLA leave forms.

3.4.3.5 Medical Certification/Second Third Opinions

If you are requesting leave for your own or a family member’s medical condition or to care for an injured service member (as defined in Section 3.3.6.3.2), you must provide a medical certification from a health care provider. You may obtain medical certifications forms from the HR Service Center. If leave is foreseeable, the medical certification should be provided when the leave is requested. If the leave is not foreseeable, the certification must be provided within 15 days after it is requested. Failure to provide requested medical certification in a timely manner may result in delay or denial of leave. In its discretion and at its own expense, CARE USA may require a second medical opinion, and if the first and second opinions differ, may request a third medical opinion. If a third opinion is requested, it will be provided by a health care provider approved jointly by the employee and CARE USA and will be binding. CARE USA may also require recertification periodically during a leave and may ask for authentication and/or clarification of any medical certification submitted. All forms must be filled out completely and legibly.

3.4.3.6 Maintaining Medical & Other Benefits During Leave

During the leave, CARE USA will maintain your group health benefits on the same conditions as if you had continued working your regular schedule. If paid leave is substituted for unpaid FMLA leave, CARE USA will deduct your portion of the health plan premium as a regular payroll deduction. If your leave is unpaid, you must make arrangements with Human Resources to pay your portion of the premium. Your group health care coverage will cease if your premium payment is more than 30 days late, but you will be notified at least 15 days before your coverage lapses. Additionally, if you fail to return from leave, CARE USA may require repayment of any premium that was paid for maintaining the health coverage for you.

3.4.3.7 Returning From Leave

If you take an FMLA leave, you are generally entitled to return to your position or to an equivalent position with equal benefits, pay and other terms and conditions of employment, subject to any applicable exceptions. In addition, you have no greater rights to reinstatement or to other benefits and conditions of employment than if you had not taken FMLA leave. If your leave is for your own medical reasons, you will be required to provide medical certification that you are fit to resume work and are able to perform all essential job functions. Employees failing to provide fitness for duty certification will not be permitted to resume work until it is provided.

3.4.3.8 Intermittent or Reduced Work Schedule Leave

Leave taken for your or a family member’s medical condition or to care for an injured service member may be taken intermittently (in separate blocks of time due to a single covered health condition) or on a reduced work schedule (reducing the usual number of hours you work per workweek or workday) if medically necessary. Leave for a qualifying exigency may also be taken intermittently or on a reduced work schedule basis. If leave is unpaid, CARE USA will reduce your salary based on the amount of time actually worked. In addition, while you are on an intermittent or reduced schedule leave for planned medical treatment, CARE USA may temporarily transfer you to an available alternative position that better accommodates your recurring leave and which has equivalent pay and benefits. If you are certified to take FMLA leave on an intermittent or reduced leave schedule basis, you must advise Human Resources at the time the absence is taken if you intend for any such absence to be FMLA qualifying.

3.4.3.9 Modifications

The application of this policy, and the procedures and definitions set forth herein, may be modified in accordance with changes in applicable law and regulations.

3.4.3.10 State Law

State law may provide additional rights. Contact the HR Service Center for details.

3.4.4 Parental Leave

CARE USA provides employees with six weeks of paid parental leave to make the initial adjustments accompanying the arrival of a new child(ren) through birth, adoption or legal guardianship of a child up to 12 years of age. To be eligible, you must have been employed on CARE USA payroll for at least 12 months consecutively.

This leave provision is granted per child or per event in the case of multiple births or the adoption of more than one child; additionally, it will be based on the date of delivery, adoption or legal guardianship. Parental leave can either be taken consecutively or intermittently (with your manager’s approval) over the course of one year. This benefit must be used within one year of the event and will not be paid out if unused.

Parental leave is provided without regard to gender and will not be deducted from your Paid Time Off leave. Spouses or domestic partners who are both employed by CARE USA are each entitled to take parental leave.

You must obtain approval from your manager prior to the leave, and documentation of the birth, adoption or legal guardianship must be provided. Please contact the HR Service Center for additional information.

Parental leave will run concurrently with any leave granted pursuant to the Family and Medical Leave Act or any other leave granted in accordance with applicable State law.

3.4.5 Personal Unpaid Leave of Absence

A personal leave of absence may be granted under certain circumstances to accommodate your request for time away from CARE USA. A personal leave of absence may also be granted if you do not qualify for FMLA.

Personal leave is typically used for unpaid absences two weeks in length or greater. However, if you are requesting time off without pay to handle a personal situation that is not covered by FMLA, it is within your manager’s discretion to support the request.

Request for personal leave must be made to your immediate manager as soon as possible before the intended time off. The decision as to whether or not CARE USA will be able to hold your job open will be made in accordance with current business needs of the organization and applicable federal and State law. If you are on an unpaid personal leave of absence for a period greater than 90 days, you are deemed as separated from CARE USA.

All unused accrued Paid Time Off are to be utilized prior to the start of the leave. In addition, all CARE property must be returned to prior to the start of any leave granted. You must repay all salary advances, travel advances, computer loans, and any other funds due to CARE USA in full before an unpaid personal leave of absence begins. All outstanding items will be deducted from your paycheck in accordance with applicable federal and State law.

3.4.6 Sick Leave

CARE USA’s sick leave policy is intended give you sufficient time off when you are ill and unable to work or need to care for an immediate family member who is ill. To be eligible for sick leave, you must be a full time or part time employee. Interns and temporary staff are not eligible for sick leave. Sick leave is not accrued and may not be carried over from one year to the next or paid out at the end of employment. CARE USA expects you to utilize this time with discretion, in line with CARE’s core values. Abuse of this policy may result in disciplinary action, up to and including termination of employment.

Personal Sick Leave: Eligible staff can take paid sick leave due to a personal illness or injury. CARE USA does not limit the total number of sick days an employee may take during a calendar year; however, sick leave is subject to the following conditions:

You are expected to notify your manager as soon as possible when you want to use your sick leave. You should inform your manager for how long you will be absent (if possible) or notify your manager on each day that you will not be reporting to work. Employees are required to meet all established performance expectations despite absences.
Should you be absent from work for more than five consecutive working days due to an illness or injury, you must apply for income replacement benefits under CARE’s short-term disability benefits.
If you need to take an extended leave or to take ongoing intermittent leave for a serious health condition, you must apply for leave under the Family Medical Leave Act (FMLA) rather than taking paid sick leave.
If an employee is unable to meet the expectations outlined above, CARE reserves the right to temporarily revoke the employee’s unlimited leave.

For more information, please contact the HR Service Center.

Sick leave to care for a family member: Employees are entitled a maximum of 5 days of paid sick leave to care for an immediate family member per calendar year. An immediate family member is a child, grandchild, spouse, parent, grandparent, or any dependent listed in the employee’s most recent tax return.

Paid state sick leave: If you are eligible for paid state sick leave for yourself or to take care of a family member, it is your responsibility to apply for any applicable leave and notify CARE if you receive any supplemental income while on CARE paid sick leave, as this may affect the rate of sick pay that you receive from CARE. For state specific regulations regarding sick leave, please visit additional information.

3.4.7 Leave Days Granted for Hardship Postings (International Staff Only)

To help compensate for the difficult environment that some of our staff live and work in, CARE provides hardship leave. Hardship leave is granted in addition to your Paid Time Off, but may not be carried over from one year to the next, nor may it be paid out at the end of employment, as its purpose is to provide you with a break from trying conditions. The following chart illustrates the hardship leave provided by CARE. Hardship leave accrues on a quarterly basis — you must be actively employed at least 15 business days during any quarter to receive credit for that quarter. Hardship is updated on an annual basis, but may also change on an ad hoc basis due to extenuating circumstances.

*Category*	*Annual Hardship Leave*	*Annual Hardship Allowance*
C	5 days	0
D	10 days	$8,000
E	10 days	$15,000

3.4.8 Emergency and Compassionate Leave

In the event of the death or unexpected serious illness with imminent likelihood of death, of a spouse/domestic partner, child/stepchild, daughter- or son-in-law, parent/parent-in-law/stepparent, sibling/ stepsibling, grandparent or grandchild, you are eligible for up to 10 consecutive days of emergency/compassionate leave per incident as follows, not to be deducted from your Paid Time Off.

In instances where your relative is in another country, CARE will reimburse you or your spouse/domestic partner for the cost of one round-trip air ticket to the relative’s place of residence:

International staff working outside your home country.
Based in the US but not a permanent resident or in the application process for permanent residency.

The ticket is available to you or your spouse/domestic partner only and will be granted to the person who is the immediate relative of ill or deceased family member. The ticket must be the most economical available, and reimbursement will be made upon presentation of supporting documents and receipts to your country office or unit.

Emergency /Compassionate leave can be taken for miscarriages. If an employee experiences health complications that result into a miscarriage, they are entitled up to 10 consecutive days of time off under emergency/compassionate leave. In the event of failed surrogacy, adoption, or fertility treatment you may use up to five days of emergency/compassionate leave. This leave must be taken immediately after or during the miscarriage and or in the event of failed surrogacy, adoption, or fertility treatment.

If you request emergency/compassionate leave in excess of your leave allotment or wish to attend the funeral or services for someone other than one of the above-listed close relatives, time will be deducted from your Paid Time Off balance.

3.4.9 Military Leave of Absence

CARE USA provides unpaid military leave in accordance with State and federal law to employees for service in the uniformed services. Employees should request military leave as soon as possible and should present their manager and the HR Service Center with a copy of their service papers as soon as they receive them. Employees may elect to use accrued Paid Time Off during unpaid military leave. Employees on military leave will be reinstated following military leave in accordance with applicable federal and State law.

3.4.10 Jury Duty or Legal Matters

If you are called for jury duty or subpoenaed as a witness in a legal matter to which you are not a party, CARE USA will provide you with paid time off. You must inform your manager as soon as you are notified and present the summons, subpoena, or other court papers. You may be required to submit verification to the manager from either the bailiff’s or clerk’s office after jury duty. You will receive your regular salary while on jury duty or testifying.

3.4.11 Voting Time (US-Based Staff Only)

Because CARE USA has a continuing interest in encouraging responsible citizenship, you are urged to vote in local, State, and national elections either before or after your regular work hours. If you do not have sufficient time outside of working hours within which to vote, you will be allowed to take up to two hours off with pay for this purpose. Such time off should be taken at the beginning or end of your regular work schedule, whichever allows for more free time.

To receive time off for voting, notify your manager at least two days in advance to determine timing that will meet business needs and allow you to participate in this civic duty.

No action will be taken against any employee in any manner for requesting or taking any time off as provided for in this policy.

3.5 Breastfeeding in the Workplace

CARE USA provides a workplace environment and organizational culture that supports breastfeeding in order to enable the mother and child to experience the full benefits of breastfeeding.

Understanding that each country office may implement similar policies depending on their local context, CARE USA supports employees in their efforts to combine work and breastfeeding. In most cases, there are a variety of options.

3.5.1 Flexible Scheduling

Subject to the needs of your department and CARE USA’s policies concerning flexible work arrangements, your manager can work with you to develop a work schedule that eases the transition back from parental leave in order to support breastfeeding your child. Flexible or reduced working hours, telecommuting, and time off to meet infants’ health care needs are examples of adaptive scheduling.

3.5.2 Lactation Time and Space

For offices of at least 50 employees, CARE USA seeks to promote clean, comfortable, and private lactation rooms or spaces that are convenient for expressing or pumping breast milk or nursing, including access to a refrigerator, sink, and microwave. When it is not possible to provide a dedicated room, particularly in smaller offices, accommodations will be made for employees in cubicles or other non-private spaces (i.e., empty offices, conference room, etc.) that can provide privacy.

CARE USA allows and encourages breastfeeding employees to take breaks to express breast milk, recognizing that a woman who is separated from her infant needs to express her milk at least three times within an eight/nine hour work day. CARE USA considers these breaks part of the normal, paid workday and will not require employees to make up this time.

3.5.3 Infants in the Workplace

Employees may also bring their infants under six months of age to the workplace in order to breastfeed, while maintaining a conducive work environment that is not disruptive to others in the office and does not compromise other aspects of quality care for the infant. Staff with private offices may keep their children in their office. Where possible, accommodation will be made for individuals who work in cubicles to have a private space for this time period (some offices may be too small to make this accommodation).

Please click here for the full policy, process and forms, and contact the HR Service Center for more information.

3.5.4 Travel

If a breastfeeding employee chooses or is required to travel, CARE USA will not cover any charges associated with the infant, and it will be the responsibility of the employee to ensure that infant care is provided during work hours. CARE USA will also respect a breastfeeding employee’s wish to limit her travel by using creative teamwork to reduce the need for her to be separated from her baby during the breastfeeding period.

3.5.5 Mutual Responsibility

It is the responsibility of both the manager and the employee to ensure an environment that promotes breastfeeding while also meeting organizational needs. For any of the above options, an agreement must be signed ahead of time by both the employee and the manager to set mutual expectations, and will include the following:

Nature of accommodation
What and how work will get done
Length of time the agreement will be in place
Expected behaviors (example: employee will ensure that the accommodation is not disruptive to others, manager will respect and ensure privacy during breastfeeding).

3.5.6 Support

CARE’s work around the world promotes optimal breastfeeding practices to support families’ efforts to improve their food, health, and household livelihood security. As a result, there are CARE employees who are experts in lactation who are happy to support the promotion of breastfeeding among CARE’s staff. In addition, La Leche League International is an organization that strives to help mothers worldwide to breastfeed through mother-to-mother support, encouragement, information, and education, and to promote a better understanding of breastfeeding as an important element in the healthy development of the baby and mother. Resources are available in English, Spanish, French, & Arabic, and services include online as well as personal support.

CARE USA will not tolerate discrimination against or harassment of pregnant and/or breastfeeding employees. Reports of such behavior will be addressed in accordance with CARE’s policies prohibiting workplace discrimination and/or harassment.

3.6 Mail Service (Non-US-Based Staff Only)

As a convenience to overseas international staff, CARE offers a number of mail services. CARE will forward personal mail received at HQ in accordance with the following:

3.6.1 Letters

Personal mail received at headquarters for you and your family members will be forwarded to you. To ensure privacy and to ensure that your mail is delivered correctly, direct your correspondents to mark your mail “Personal and Confidential” and provide the mailroom with a list of all dependents who will accompany you overseas. This can be done through emailing mailroom@care.org or by enclosing an updated list in the pouch addressed to the international shipping representative. Personal mail will not be opened by mailroom staff unless necessary to identify for whom the letter is intended.

3.6.2 Personal Packages

Personal items such as clothing, food, books, and household items should not be sent through the mailroom at CARE. These are to be sent directly by the sender to your country office. Inclusion of personal items in the weekly pouch can cause the package to be subject to customs inspection and create delays in delivery of official mail destined for your country office.

3.6.3 Checks and Credit Cards

CARE attempts to ensure that checks and credit cards received at Headquarters are forwarded to you promptly and securely. However, CARE is not responsible for losses or thefts that may occur.

3.6.4 Forwarding Mail

Personal mail that needs to be forwarded to you must have adequate postage; any mail without proper postage will be returned. Urgent, confidential and time-sensitive materials should be handled directly by a reputable courier service to ensure receipt because the mailroom has no means of tracing letters. CARE is not responsible for losses, costs, claims or damage to your property or otherwise relating to any of the services listed above.

3.7 Evacuation

3.7.1 Medical Evacuation

On rare occasions, a medical evacuation may be necessary for you or one of your dependents at post. Medical evacuations may be planned or unplanned for one-time events and will not be used for medical conditions that require travel for ongoing treatment. Each evacuation requires medical documentation.

3.7.1.1 Emergency Medical Evacuation

You or your dependents at post may be eligible for an emergency evacuation in the cases of an emergency illness that requires immediate medical attention and there is no available or adequate medical facility in the area, or emergency security situation. If you are in a situation that requires emergency evacuation, contact your designated country office representative.

3.7.1.2 Planned Medical Evacuation

Planned evacuations pertain to serious medical conditions that require medical attention, but do not necessitate immediate evacuation. These are conditions for which local medical assistance, emergency care, or hospital care is either unavailable or inadequate; or when the reasonable expectation is that failure to obtain immediate care soon places your life or long-term physical well-being in jeopardy. Such situations may qualify you for a planned medical evacuation.

Eligibility

International regular and part time staff and their approved dependents at post are eligible for Planned Evacuations. This allowance is not available to:

Short-term staff
Staff on TDY assignments
Staff working in their country of citizenship
Dependents not at post

Planned Evacuation Benefit

If you, or one of your dependents at post, are unable to obtain the needed medical assistance in the country where you are working, you may qualify for a Planned Medical Evacuation. A medical condition that is not an urgent or potentially deadly, and chronic or recurring conditions are not covered by this insurance. Also, if there are adequate medical facilities in the area, a medical evacuation may not be covered by this insurance.

CARE partners with International SOS in determining whether a medical condition qualifies as a planned evacuation. International SOS (ISOS) is the world’s leading medical and travel security services company and CARE’s evacuation provider. With both the medical expertise and the thorough knowledge of medical facilities worldwide, ISOS is the best partner to administer this benefit. In addition, International SOS partners with CIGNA Global, CARE’s medical insurance benefit provider and can help in coordinating medical related costs.

An ISOS medical representative, in conjunction with your physician, will review and make a determination on you or your dependent(s) medical case. A recommendation will be made to determine eligibility for planned evacuation, and also to refer you to the closest medical facility that is able to adequately treat the patient. Once a recommendation has been made by ISOS, CARE will reimburse for some of the costs associated with the logistics of the evacuation (shown below). If you decide to go against ISOS recommendation and seek medical attention elsewhere, you will no longer be eligible for the benefit and CARE will not reimburse you for any of the associated costs.

Plan Reimbursements

Planned Evacuation benefit provides reimbursements for costs related to the evacuation as follows:

The round-trip airfare for the afflicted employee or their afflicted dependent as provided in the HRIS or dependents at post.
One-way of the round-trip airfare for one adult family member or employee to accompany the afflicted person, if necessary.
Airfare back to the afflicted person’s home of record if continued convalescence is needed.
Airfare must be in line with travel policy.
Ground transportation to and from the airport.
Travel-related expenses such as airport taxes and visa fees.
Lodging for the afflicted person only when considered an outpatient up to 30 days.
Lodging for an accompanying medical attendant, if necessary, up to 30 days.
One week of lodging for an accompanying adult family member if required by the attending physician instead of a medical attendant.

Reimbursement requests related to the evacuation must include all receipts and/or airfare tickets in line with the policy. Travel arrangements should be compliant with CARE’s Travel Policy. Business class travel is not allowed. In exceptional cases the afflicted employee/dependent needs to travel on a higher fare class, International SOS shall make the determination if necessary in consideration of the doctor’s assessment or recommendation.

International SOS Contact Information

ISOS offers support 24 hours a day, seven days a week with language assistance when needed. For service, please call the closest service center using the number below. The plan number is: 22AGDA979697IT.

Service Call Centers:

London, England: +44.20.8762.8008
Singapore: +65.338.7800
Sydney, Australia: +61.2.9372.2468
Philadelphia PA, USA: +1.215.942.8226 or +1.215.245.4707, 1.800.523.6586 (in the US)

Process

The patient should contact International SOS when a planned evacuation is needed.
International SOS will review the case details, in conjunction with the physician, and make a determination on the necessity of a planned evacuation.

· If the evacuation is approved, ISOS will evaluate the diagnosis and recommend the closest facility that will be able to provide adequate services. In some situations, ISOS may also help with referrals and some of the logistic planning and help coordinate services through CIGNA Global for medical claims.

· If the evacuation is not approved, ISOS will inform the employee and CARE of the determination and the reason.

After the evacuation is complete, the employee will be responsible for completing and submitting the Planned Evacuation Reimbursement Request Form with all receipts and/or airfare tickets to the HR Service Center.
HR will process and pay approved costs with the next possible monthly payroll.

Please contact the HR Service Center for more information or assistance.

3.7.2 Emergency Evacuation

All country offices are expected to have an up-to-date emergency evacuation plan, in writing, which has been shared with senior staff and the relevant Regional Management Unit (RMU), and registered with the Safety and Security Unit. This plan should be inclusive of both international and national staff, and be budgeted at the CO level. Country offices and RMUs should have a pre-established communication plan (phone tree) in the event of emergencies. All international staff and their dependents must keep their passports ready and updated at all times. All staff are expected to maintain up to date emergency contact details and upload duly filled Record of Emergency Data (RED) form in CARE HRIS. In the event of emergency, CARE will rely on the details provided on RED form to communicate with the employee appointed point of contact. If civil insurrection seems imminent then the country office will support international staff and their dependents in obtaining other required visas/travel documents.

In the event of an evacuation, international staff and their dependents generally will be evacuated to their home of record, unless the length of the evacuation is short-term (less than one month). The Country Director (CD) will use his/her judgment in this matter. If the decision is to evacuate to a location other than the employee’s home of record then it will be to the closest safe country. When possible, employees may be reassigned to another short-term assignment or be asked to take vacation at this time. If an evacuation is necessary, CARE will provide transportation, related travel expenses, and per diem for up to 30 days at the rate provided in clause 3.2.4 on Relocation. This may be to the home of record or to the nearest safe location. During this time, the employee’s salary will remain in effect along with any applicable deductions or additions.

If an employee’s dependents must be evacuated while the employee remains, the family will receive the same benefits as above.

If the evacuees are not able to return to the country of assignment and the RMU, CO and HR are unable to find a suitable alternative post, then HR will work with the CD on separating the employee from CARE. The employee may be eligible for severance.

If agreed among the employee, CD and RD, the affected employee(s) could take an unpaid leave of absence (for up to three months) to see if the situation improves so they can then return to their assigned country.

3.7.2.1 Unplanned Evacuation During Emergencies

CARE will provide Emergency Evacuation Allowance (EEA) to staff member evacuated to temporary duty station that is not the staff’s home of record. EEA is a subsistence allowance to help cover the costs of acquiring personal effects and local transport at the safe location.

EEA is an one time lump sum allowance taxable payment payable on the monthly base salary at the rate below:

Employee 50%
Employee + Spouse/domestic partner 75%
Employee, spouse/domestic partner and approved dependents 100%

The allowance will be processed with the first administratively feasible paycheck after arrival in temporary location.

Eligibility:

Evacuee must be in a temporary duty station.
Payable in the event of emergency unplanned evacuation.

Upon payment, employee will stop receiving per diem.
Spouse/domestic partner and/or approved dependents in accompanied location.

3.7.3 Loss and damage to personal effects During Uninsured Civil Conflicts and Natural Calamities (Non-US-Based Staff Only)

CARE recognizes that in most instances it is not possible for you to obtain insurance coverage for items lost or damaged during civil conflict. CARE will reimburse you up to 80 percent of the value of personal effects lost or damaged during uninsurable civil conflicts and natural calamities.

Staff members are reminded of their responsibility to submit to the Country Director and HR copying hrservicecenter@care.org, a list of their valued and itemized personal effects (including estimated value) upon deployment and on need basis, which will be used to determine compensation in the event of loss or damage to personal effects.

How to claim:

Affected employee should fill in Requisition Payment Form and provide a schedule of lost items and report recommended by the manager to HR Service Center.

Reimbursement conditions and exclusion

Collectibles, including coins, stamps, ancient books, manuscripts, artifacts, portraits, murals etc., are not reimbursable.
Cash is not reimbursable.
Employees entitled to Emergency Evacuation Allowance (EEA) occasioned by emergency evacuation are not allowed to claim.
Jewelry will be reimbursed up to a maximum of $500.00.
The total reimbursable claim shall be limited to a maximum of USD10,000.

3.8 Pregnancy Travel Accommodation (Non-US-Based Staff Only)

3.8.1 Pre-Delivery / Pregnancy

In recognition of commercial airline restrictions on women traveling after seven months of pregnancy, CARE offers regular international female employees the opportunity to leave a country of assignment prior to delivery in the event of insufficient or inadequate medical facilities for delivery locally and to work remotely until such time they are deemed unable to work by their doctors (see short-term disability).

For approval of this arrangement, a certification from a qualified health care provider attesting to the inadequacy of local facilities and recommending the use of alternative facilities must be submitted at the earliest opportunity to your manager and the HR Service Center.

3.8.2 Pregnancy Travel Allowance

To assist in meeting the transportation costs when a pregnant employee or pregnant dependent at post spouse/domestic partner anticipate leaving the country of assignment for the delivery of a child, CARE will provide a pregnancy travel allowance. This allowance will reimburse the employee for the cost of the airline ticket associated with transporting the pregnant employee or the pregnant dependent at post spouse/domestic partner to a location mutually agreed-upon with the employee’s manager.

The airline ticket should represent the most economical, round-trip economy flight to the designated location. A request should be made at least three months prior to the expected delivery date. Transportation expenses to the designated location will be paid by CARE; other travel and living expenses are the employee’s responsibility.

3.9 Tax Advice and Assistance Allowance

In order to ease the burden of tax questions and filings when employees move overseas from the United States or vice versa, CARE USA will provide financial assistance for using a tax advisor. Listed below are the various categories of CARE USA employees who qualify for this tax advice and assistance allowance.

International assignees and permanent residents for which the previous calendar year was their first year overseas with CARE;
International assignees and permanent residents for which the previous calendar year was their last year overseas with CARE.

CARE will reimburse employees who fall into one of the above categories up to $550. If you should qualify for this allowance please contact the HR Service Center for information on how to file for reimbursement.

3.10 Passports and Visas

CARE USA will pay all fees* associated with passport renewals and/or acquisition, and will also pay for any fees associated with obtaining visas required for travel on CARE business. CARE will also pay all visa fees for eligible dependents travelling with you to an accompanied** post of assignment (dependents will need to be within the age limit as determined by the government of the country of assignment). Fees associated with dependent passport fees are not covered by CARE.

Requestor:	Item:	CARE pays:
Employee	Passport	Acquisition or renewal fees if related to travel for CARE business only
Employee	Visa	Fees associated with obtaining/renewing work related visa related to CARE’s assignment.
Dependent	Passport	Not eligible
Dependent	Visa	Fees associated with obtaining/renewing visa relevant to being a dependent at post only. CARE will not assume responsibility or cost of obtaining work, school or other types of visas.

* Fees are in reference to direct costs of obtaining and renewing eligible documents. Supplementary fees like those related to travel or obtaining other documents like birth certificates, supporting documentation are not included.

** For list of Accompanied locations, please visit the People & Culture site on CARE Shares.

3.11 Preventative Medicines

CARE USA insures and pays for essential immunizations and malaria prophylaxis for all employees traveling overseas on CARE USA business. It is your responsibility to determine the required immunizations and get approval from your supervisor prior to obtaining preventative medical care. You will be responsible for paying the medical charges and will be reimbursed for the cost through Accounts Payable.

[5] Summary plan description or other information available on Employee Self Service or via the HR Service Center. 
[6] Contact the HR Service Center for information.

Relocation

CARE USA staff live and work throughout the US and in countries in Africa, Asia, Eastern Europe, Latin America, and the Middle East. In order to ensure a supportive work environment and facilitate staff transfers from one office to another, CARE provides relocation benefits to eligible employees who accept a position with CARE USA, or transfer from one CARE office to another, in the US or overseas. This chapter presents information on benefit eligibility, and detailed descriptions of the types of relocation benefits available. For more information, contact the HR Service Center.

PLEASE NOTE: It is the hiring manager’s responsibility to ensure that all adequate immigration paperwork/visas have been approved and processed before commencing with the relocation process. CARE reserves the right to deny or delay relocation benefits until necessary paperwork is obtained.

1 Relocation Agreement

For all eligible employees, relocation benefits are contingent upon at least one year of service to CARE USA. If you resign within twelve (12) months of your effective date in your new location, you will be required to reimburse CARE a prorated amount of the gross relocation benefit your received. The prorated amount will be based on your months of service in your new location as outlined below.

If there is a leave of absence during the 12 month period, the 12 month service requirement will be extended by the duration of the leave. In the event that you are involuntarily terminated by CARE USA within that period, you will not be required to reimburse the organization.

It is your responsibility to contact the HR Service Center to obtain the exact amount due to CARE USA and to make payment arrangements prior to your last day of work. Any amount owed under this agreement may be deducted from your final pay if a repayment schedule has not been determined upon your resignation.

A Relocation Agreement must be signed and returned to Human Resources prior to relocation being approved and initiated.

2 Relocations within the United States

The following information is for regular CARE USA employees or new hires who relocate within the US — from one US location to another.

If you are a newly hired or transferred US-based employee in grades A through J, you may be eligible to receive a relocation cash allowance. This relocation amount will be based on your classification according to the following table:

*Classification*	*Relocation Allowance*
Executive Staff	Determined on individual basis
Grades A – D	$12,000
Grades E-H	$8,000
Grade I and J	$4,000

Relocation allowance for US relocations

The relocation cash allowance is intended to provide a lump sum payment to coordinate necessary aspects of you move including but not limited to:

– Storage costs

– Shipment of household goods

– In-transit insurance

– Travel to assignment

– Temporary housing

– Per diem

– Car rental and/or mileage

– Settling in allowance

Please note that your relocation allowance is a lump sum payment that is taxable and will be processed and included in the first administratively feasible paycheck after you transfer in your work location.

You have the autonomy to decide how to best utilize your relocation allowance. CARE will not be responsible for any issues that arise from your relocation, including additional costs or liabilities.

3 International Relocation

Regular employees or new hires in grades A – I, who are relocating to another country (including international relocation to a US-based office or vice versa), may be eligible to receive either:

– A relocation package for yourself and your family that provides you with resources like household shipment, in transit insurance and temporary housing to coordinate your move, or

– A relocation lump sum cash allowance. More information included below.

3.1 Relocation Cash Allowance

Effective Jul 1, 2018, the cash allowance lump sum table should be used to advise new hires and or transferees of their allowed relocation cash allowance amounts. The cash allowance criteria will remain the same. The amounts are non-negotiable and will be reviewed on annual basis.

You may be eligible to receive a lump sum relocation allowance in lieu of the relocation package. If you qualify for a cash allowance, the amount will be determined on a case by case basis. The relocation allowance is intended to provide a lump sum payment to coordinate all necessary aspects of your move including but not limited to:

Storage costs
Shipment of household goods
In-transit insurance
Travel to assignment
Temporary housing
Per diem
Car rental and/or mileage
Settling in allowance

Please note that your relocation allowance is a lump sum payment that is taxable and will be processed with the first administratively feasible paycheck after you transfer in your work location.

CARE will not be responsible for any issues that arise, including additional costs or liabilities.

Once a decision is made to take the relocation cash allowance or the relocation services, the employee will not be able to change this decision.

3.2 Relocation Package

CARE USA has contracted a relocation company to provide assistance to you and your family. This service can assist in arranging personal effects packing and door-to-door or door-to-port freight forwarding, and air ticketing for relocation in most cases. For more information about their services, please contact the HR Service Center.

Relocation package is based on your classification in accordance with the following table:

Household goods shipping weight allowance table – Net packed weight.

If you choose the relocation package, you have up to 90 days from date of hire or transfer to complete your relocation, Any exception to this must be approved by the hiring manager. You are responsible for costs over and above the equivalent cash value of the permissible freight allowance. This includes both excess weight and choosing a more expensive means of shipping for a portion, or all, of household goods. Your relocation allotment will not be paid out in cash, and certain components may be taxable. If you choose to use an alternative relocation company for your move, then the only option available to you is the Relocation cash allowance and you will then have to assume sole responsibility for all facets of the move. CARE will not be responsible for any issues that arise, including additional costs or liabilities.

3.2.1 Moving of Household Goods

Household goods are shipped by the most economical means. Ocean and surface shipping rates usually serve as the basis for approved shipping costs unless air shipments are more economical. In exceptionally troublesome areas where safety and security are an issue, household goods may be shipped by air in which case the weight allowance may be limited. Under certain circumstances containers may be used when there is evidence that shipping by container is less expensive, or when security conditions warrant. In such circumstances, the amount that can be placed in the container is permitted to exceed the approved weight allowance, but not the overall cost of shipment. Exceptions to the most economical or practical shipment method must be approved by budget holder, the country director, regional director, or EMT member (as applicable). CARE does not pay to move certain items such as boats, firearms, pianos, or animals. CARE will not be responsible for transporting vehicles.

Split Shipments

The combined cost of goods that need to be shipped from more than one location to or from your destination can not exceed the most economical quote for one shipment of the allowable weight limit from your current living location to your new assignment.

In-Transit Storage of Household Goods

CARE pays storage costs up to 30 days when in-transit storage of household goods is required. Exceptions due to delays are to be approved by the budget holder, country director, regional director, or Executive Management Team member (as applicable).

Transit Insurance

CARE will cover transit insurance premiums for your household goods up to the amounts indicated in the table below.

You are responsible for premiums in excess of the above allowances. Transit Insurance coverage is supplied automatically through AIREs.

3.2.2 Settling-in Cash Allowance

For employees who receive the relocation package, you are entitled to the following one-time settling-in cash allowance to help with miscellaneous moving and relocation expenses. Settling in allowance for eligible staff is:

US $1,500 for employees without dependents
US $3,000 for employees with approved dependents

This is a cash allowance is payable in a lump sum and will be processed with the first administratively feasible paycheck after you transfer in your work location. Staff moving to a country or regional office can receive the allowance in local currency through the local office or in US dollars through their paycheck.

3.2.3 Travel to Assignment

CARE will provide you and your eligible dependents with the most economical and direct air transportation from your current location to your new assignment. Expenses related to personal trips or vacations taken en-route are not covered under this policy.

You may also receive reimbursement for travel time to include hotel accommodations and per diem (meals and incidentals) if a stopover is necessary. Reimbursement is up to CARE USA’s maximum allowable per diem rate. You are eligible for 100% of the per diem for yourself, 50% for your spouse/domestic partner, and 25% for each of your approved dependents.

3.2.4 Temporary Living Accommodations and Allowance

CARE provides temporary living accommodations for you and your dependents while you look for permanent housing. Temporary living accommodations are limited to a maximum of 30 calendar days or until permanent housing is found, whichever comes first, and must be approved by CARE.

CARE may also provide a living allowance at the allowable per diem rate to pay for meals and incidentals for up to 30 days, or until permanent housing is found, whichever comes first. Per diem will not be paid in advance. You may also receive 50% for your spouse/domestic partner, and 25% for each of your approved dependents for reimbursement for allowable per diem rate to pay for meals and incidentals.

Please note that you can take advantage of the benefit no more than two weeks before effective or transfer date with a total maximum benefit of 30 calendar days. Funds not disbursed for temporary housing will not be paid out.

3.2.5 Housing Allowance for International Transfers to the US

A one-time taxable housing allowance of US $10,000 is payable to current employees relocating from any CARE USA location to the US. This allowance is payable in a lump sum and is taxable. This allowance will not be disbursed before the date of arrival at your new assignment. US Citizens, US Permanent Residents and Consultants are not eligible for this allowance.

If you voluntarily separate from CARE before completing 24 months of service at your US assignment, you may be required to reimburse CARE a pro-rated portion of the allowance. This amount must be paid before you leave CARE in accordance with applicable State law. Housing allowances will not be provided for assignments expected to last less than two years. If such an assignment is extended beyond the two-year mark or you move to another position, you may be provided the housing allowance at that time.

3.2.6 Storage of Household Goods in Lieu of Shipment

CARE pays 100% of the cost of the storage and insurance of household goods stored rather than shipped to an assignment location based on the allowable weight limits for the duration of the assignment. The shipment/storage company must be selected or approved by CARE. This benefit offers storage in lieu of shipment and once elected, stored or other goods are not eligible for subsequent shipment to the current assignment location.

4 Relocation for Short Term Assignments

If you are hired on a short-term assignment of six months to one year, you are eligible for the following benefits:

Moving of household goods equal to or less than 750 lbs.
Transit insurance allowance

Short term contracts are not eligible for settling in allowance.

5 Relocation for Unaccompanied

Regular full time or part time staff posted to an unaccompanied post as designated by CARE, you are eligible for the following benefits:

Reimbursement for excess baggage up to a cap of 750 lbs (based on airline checked baggage policy specifications).
Settling in allowance

Separation

CARE USA has established procedures and policies to facilitate your separation from the organization when and if the time comes. This chapter details the steps involved in terminating employment with CARE USA, as well as the options and benefits available during this transition.

1 Resignation Letter

The first step in the process of separation is to provide your manager and the HR Service Center with a resignation letter as soon as you have made your decision to separate from the organization. We request that you provide this letter at least ten business days before your intended date of separation.

2 Final Pay Period

You will be paid any earned wages and applicable allowances through the last day worked, less any of your outstanding financial obligations to CARE USA, in accordance with applicable federal and State law. This amount, along with any accrued, unused paid time off, will be paid to you in accordance with applicable federal and State law.

3 Unused Paid Time Off

You are not allowed to use Paid Time Off or R&R to extend the effective date of your separation. Your last day at work is your official separation date. Your accrued but unused Paid Time Off will be paid in accordance to the PTO Policy.

Refer to 3.4.1.5 Payment of Unused Paid Time Off at Termination or Resignation of Benefits section.

4 Returning CARE USA Property

All CARE USA property must be returned to your manager when requested or at least by the last day worked. This property includes: computers, computer software, data and any other electronic equipment, files, office supplies, confidential and proprietary material, letters, documents, and any other items issued or produced during employment at CARE USA. Bear in mind all work prepared by you within the scope of your job—including, without limitation, reports, data, photographs, videos, brochures, software—belongs to CARE USA and constitutes “work-for-hire” and is the property of CARE.

5 Severance

5.1 Eligibility

Full-time and part-time permanent employees who separate from CARE USA involuntarily due to position elimination or reduction-in-force (a “Qualifying Event”) shall be eligible to receive severance benefits in exchange for a signed release of all claims (to be provided at the time of separation). CARE does not maintain a formal severance policy for employees who separate for any other reason, such as due to performance reasons. Consequently, you should not expect severance benefits if you are separated for any reason other than due to a Qualifying Event.

The following employees are ineligible for severance benefits under this Policy:

Interns/Fellows;
Staff on Temporary Duty (TDY) and Acting assignment;
Staff employed with a stated anticipated end date (Employee with End Date); or
Staff who voluntarily resign.

5.2 Calculation of Severance Pay

At the time of the Qualifying Event, CARE, at its sole discretion, will determine the conditions for the payment of severance, as well as potential benefits available to affected employee(s) and the method of calculating the severance pay amount.

Severance pay shall be based on the number of years of unbroken service as a CARE USA US-based or International employee (paid on C\USA payroll out of Atlanta). Credit will not be given for service with a CARE International Member or a CARE USA regional or country office. Credit will also not be given for employment for which you previously received a severance payment. If you left CARE USA for any period of time prior to the Qualifying Event, your severance payment calculation will be based on the date you began the unbroken period of work in your current position.

5.3 Transfers and Rehires

Staff affected by a Qualifying Severance Event will not be eligible for a TDY. Staff who accepts a new position after receiving notice of a Qualifying Event; but before their last day of work, shall be deemed to have transferred to a new position. Under this circumstance employment has not been terminated, therefore any offer of severance benefits shall be automatically revoked, and the employee will not receive severance benefits.

CARE may rehire staff within their severance period; however, such offers of employment shall be contingent on rehired staff repaying the remaining severance via one lump sum.

For example, if an affected Staff member received the equivalent of 10 weeks’ severance pay but was rehired and started work 5 weeks after termination, he/she would be required to repay CARE the equivalent of 5 weeks’ severance pay (the remainder).

5.4 Retention of Rights

CARE retains the right to change or eliminate this severance policy at any time.

6 Repatriation

CARE USA provides repatriation assistance to employees on international assignments who separate from CARE USA under a variety of circumstances. Employees who separate from CARE USA involuntarily will be eligible for full repatriation assistance according to the schedule.

Employees who separate from CARE USA voluntarily will be eligible for repatriation assistance as follows (years of service in this policy is based on your most recent hire date on CARE USA payroll):

Employees (including eligible dependents) with less than two years of service will only be eligible for air travel to their home of record. Additional two extra baggage up to $500 USD for employee and each dependent at post can also be availed.

Employees (including eligible dependents) with more than 2 years but less than 4 years of service will be eligible for air travel to their home of record and 50% of the current repatriation schedule and 50% of eligible transit insurance schedule.

Employees with 4 years of service or more will be eligible for full repatriation assistance according to the schedule.

US-based staff who are not US citizens/permanent residents may be eligible for repatriation if they do not have an application for permanent residency in process with the USCIS.

If you decide to continue living at the post of assignment, you have up to 90 days to decide if you need CARE USA to repatriate your personal effects.

Non-US-based employees separating from CARE will secure the applicable transit insurance coverage automatically if they utilize the relocation services available through the HQ-contracted relocation vendor.

CARE strongly recommends that you use the HQ-contracted relocation company. If you choose to use another relocation company, CARE will reimburse moving expenses based on the relocation table, but will not reimburse transit insurance. In addition, CARE is not responsible for any damages or other issues with the non-HQ contracted relocation company.

Regular employees who leave CARE’s employment prior to completing 12 months of service will pay a pro-rated amount based on the gross relocation expenses paid by CARE. Short-term international employees who leave CARE’s employment prior to completing their assignment will pay a pro-rated amount based on the gross relocation expenses paid by CARE.

Repatriation assistance is a service that is provided for expatriate staff to return to their home of record. The repatriation assistance’s benefit is not paid out in cash.

6.1 Repatriation of Deceased Personnel

In the event of your death and/or the death of your dependent(s), CARE will pay for all costs associated with repatriation of the remains to your home of record.

7 Exit Interviews

CARE USA values staff feedback on their work experience at CARE USA. The feedback is shared with executive and senior management staff to enable the organization to focus on appropriately improving the work environment and work experience for CARE USA employees. Thus, after receiving a notice of termination, the HR Service Center may ask you to participate in an exit interview. Your participation in this process is voluntary and appreciated.

8 Mail

After separation from CARE USA, it will be important for you to inform the HR Service Center of any address changes through January 31st of the following year so that you will receive important tax forms.

Additional Information

Appendix A: Additional Information for Specific States

This section contains additional information specific to certain US States, each within its own sub-section.

A.1 California

This Addendum contains additions and changes to the CARE USA Employee Handbook that applies to all CARE USA employees in California. Except as noted below, nothing in this Addendum changes or modifies any of the policies or procedures set forth in the CARE USA Employee Handbook.

A.1.1 Policies & Guidance(Refer to Policies & Guidance)

A.1.1.1 Wage, Attendance and Schedule Policies (Refer to Policies and Guidance Section Article 11)

A.1.1.1.1 Work Schedules (Refer to Policies and Guidance Section Section 1.11.6)

Meal Periods

California employees who are scheduled to work more than five (5) hours on any given shift are provided with a thirty (30)-minute off-duty, unpaid meal period. If you do not work more than six (6) hours in a day, you may waive your meal period by mutual consent of you and CARE USA.

When an employee is scheduled to work more than ten (10) hours on any given shift, the employee will be provided with an additional thirty (30)-minute off-duty, unpaid meal period. If the employee does not work longer than twelve (12) hours, the employee may elect to waive the second meal period.

You must not work through your meal period so that you can either come in late or leave early. If you are not provided with a meal period as required by this policy, you must contact the HR Service Center immediately.

Rest Periods

CARE USA authorizes and permits nonexempt California employees to take one paid 10-minute rest period for every 4 hours worked or major portion thereof. Rest periods should be taken as close to the middle of each 4-hour work period as practicable. Rest periods are counted as hours worked for which there is no deduction from wages.

Nonexempt employees who work between 3.5 and 6 hours are authorized and permitted to take one paid 10-minute rest period each day. Nonexempt employees working more than 6 hours per day are authorized and permitted to take two paid 10-minute rest periods. Nonexempt employees working more than 10 hours will be authorized and permitted to take an additional 10-minute rest period. Employees working less than 3.5 hours in a day are not entitled to a paid rest period.

You may not add your breaks to your meal period so that you can take a longer meal period. You also cannot work through your breaks so that you can either come in late or leave early.

If your manager, contrary to CARE USA policy, directs or encourages you to skip your rest period, you must contact the HR Service Center immediately.

Non-Retaliation

CARE does not tolerate retaliation of or taking any adverse action against any Staff who exercises his/her right to meal and rest periods in accordance with CARE policy. Prohibited retaliation is grounds for discipline, up to and including termination of employment, in accordance with CARE USA’s Policy on Work Conduct. Staff are therefore encouraged to come forward with their concerns without fear of retaliation.

A.1.2 Benefits (Refer to Benefits Section)

A.1.2.1 Paid and Unpaid Leave (Refer to Benefits Section Article 3.4)

A.1.2.1.1 Paid Time Off (Refer to Benefits Section Article 3.4.1)

A.1.2.1.1.1 Carry forward of Paid Time Off

Your balance of accrued Paid Time Off may not exceed 25 days (“Maximum Accrual”) at any point in time. If you reach your Maximum Accrual, you will stop accruing additional Paid Time Off until some of your balance is used, causing your total accrual to drop below the Maximum Accrual. Once your Paid Time Off balance drops below the Maximum Accrual, you will begin to accrue Paid Time Off with the next and each following pay period until the Maximum Accrual is reached. For California-based employees, accrued, unused Paid Time Off days: (a) are carried forward from one year to the next, up to the Maximum Accrual and (b) will be paid out upon termination of employment.

A.1.2.1.2 Sick Leave (Refer to Benefits Section Article 3.4.6)

Employees may use accrued Paid Time Off days in lieu of unpaid sick leave, in accordance with CARE’s PTO and Sick Leave Policies set forth in Section 3.4 of the Handbook. Temporary staff and paid Interns working for CARE at least 30 days within the previous 12 months are entitled to up to 24 hours, or three days, of sick leave each calendar year. For Temporary Staff and paid Interns, unused paid sick leave cannot be carried over to the following year or paid out at the end of employment.

A.1.2.1.3 Sick Leave (San Francisco Only) (Refer to Benefits Section Article 3.4.6)

San Francisco-based employees may use accrued sick leave to care for a child, parent, legal guardian or ward, sibling, grandparent, grandchild, spouse, domestic partner, or other “designated person.” These relationships may be biological or through adoption, step-relationships. and foster care.

If an employee has no spouse or domestic partner, the employee may designate one person for whom he or she may use paid sick leave to provide care.

A.1.2.1.3 Additional Paid and Unpaid Leave for California Employees

Pregnancy-Related Disability Leave and Accommodation

Under California law, an employee disabled due to pregnancy, childbirth, or a related medical condition is eligible for an unpaid leave of absence of up to four months for the period of such disability. When medically advisable, a Pregnancy Disability Leave may be taken intermittently or on a reduced work schedule. Multiple disability leaves for the same pregnancy will be combined for purposes of calculating the four months. Additional leave may be available to eligible employees under the Family/Medical Leave Policy.

A pregnant employee may be entitled to transfer to a less strenuous or hazardous position for the duration of her pregnancy upon request, where such transfer can be reasonably accommodated. An employee also may be entitled to reasonable accommodation for conditions related to pregnancy, childbirth or related medical conditions upon request, where such reasonable accommodation would not cause an undue hardship to CARE USA. A request for reasonable accommodation or transfer must be supported by the written certification of the employee’s health care provider that such an accommodation or transfer is medically advisable.

Pregnancy Disability Leaves generally are unpaid. Employees will be required to use ten days sick leave, followed by short term disability, parental leave and any accrued bank time prior to taking unpaid time off during a Pregnancy Disability Leave. In addition, an employee may be eligible for State disability benefits during the leave, although she may not receive more than an amount equal to 100% of her salary from a combination of paid time and State disability benefits. The substitution of paid time for unpaid leave time and/or the receipt of disability benefits does not extend the maximum four-month Pregnancy Disability Leave period.

During an approved Pregnancy Disability Leave, CARE USA will maintain an employee’s group health benefits as under the same conditions as if she had continued to be actively employed for a maximum of four months. During unpaid leave, she will need to make arrangements to pay her premium. Contact the HR Service Center for details.

If possible, an employee must provide at least thirty days notice of her intention to take leave, or as much notice as is practicable under the circumstances. A request for leave must be supported by a medical certification from the employee’s health care provider.

Generally, upon return from an approved Pregnancy Disability Leave that does not exceed the maximum available leave, an employee will be reinstated to the same position or a comparable position, subject to any applicable exceptions. However, an employee has no greater rights to reinstatement or to other benefits and conditions of employment than if she had not taken the Pregnancy Disability Leave. In addition, any right to reinstatement terminates if an employee fails to return to work at the end of an approved leave, in accordance with applicable laws. As a condition of returning from a Pregnancy Disability Leave, an employee must provide CARE USA with a certification from her health care provider that she is able to resume work.

Suspended Child Leave

If an employee who is the parent or guardian of a child who has been suspended from school receives a notice from the child’s school requesting that the employee appear at the child’s school, then the employee may take unpaid time to appear at the school. Prior to the absence, the employee must give reasonable notice to his or her manager that the employee has been requested to appear at the child’s school.

Paid Family Leave Insurance

California employees may be eligible for up to 6 weeks of Paid Family Leave (“PFL”) benefits during a leave taken to care for a parent, spouse, or child with a serious health condition or to bond with a child following birth, adoption, or foster care placement. PFL benefits also may be available to employees who take time off to care for a domestic partner with a serious health condition. Leave for this reason, however, is not covered by CARE USA’s Family/Medical Leave policy unless otherwise required by law. If an employee is eligible for PFL benefits, then he or she will be required to use up to two weeks of accrued vacation before he or she will be entitled to receive PFL benefits.

PFL is wage replacement provided by the State – it is not a leave law and does not provide any legally-protected right to time off work. PFL benefits are paid to an employee by the State and are administered by the Employment Development Department.

A.1.3 Separation from CARE (Refer to Separation Section)

A.1.3.1 Final Pay Period (Refer to Separation Section Article 5.2)

California employees who are discharged from their position will be paid all earned, unpaid wages, including accrued but unused vacation immediately upon termination.

A.2 District of Columbia

This Addendum contains additions and changes to the CARE USA Employee Handbook that applies to all CARE USA employees in the District of Columbia. Except as noted below, nothing in this Addendum changes or modifies any of the policies or procedures set forth in the CARE USA Employee Handbook.

A.2.1 Benefits (Refer to Benefits Section)

A.2.1.1 Paid and Unpaid Leave (Refer to Benefits Section Article 3.4)

A.2.1.1.1 Additional Paid and Unpaid Leave for District of Columbia Employees

DC Accrued Safe and Sick Leave Act

Certain employees in Washington DC are eligible for up to five paid leave days for physical or mental illness, preventive medical care, family care, and certain absences associated with domestic violence or sexual abuse. To qualify for this leave, you must have been employed by CARE for at least one year and have worked at least 1000 hours during the 12-month period immediately preceding the request for leave.

If a qualifying event for paid leave is foreseeable, you must provide your manager with a written request at least ten days in advance of the proposed leave date or as early as possible. If the need for paid leave is unforeseeable, you must provide an oral request for leave prior to the start of your workday. After three consecutive days of paid leave under the DC Accrued Safe and Sick Leave Act, you will be required to provide a certification in support of the leave.

Parental Leave — School

Eligible employees may take up to 24 hours of leave during any 12-month period for the purpose of attending or participating in school-related events for their children. Eligible employees include: (1) the natural father or mother of the child; (2) a person with legal custody of the child; (3) a person who acts as a guardian of the child regardless of legal custody; (4) an aunt, uncle or grandparent of the child; (5) a person who is married to a person listed in 1–4 (above).

School-related events are activities sponsored by either a school or an associated organization such as a parent-teacher association. School-related events are activities that involve the child directly as a participant or subject (as opposed to a spectator), and include, but are not limited to, a student performance such as a concert, play or rehearsal; a sporting game or practice of a school team; or a meeting with a teacher or counselor.

Employees wishing to take parental leave must notify their managers at least 10 calendar days in advance unless the need to attend the school-related event was not foreseeable. CARE USA may deny the leave if it will disrupt operations to an unusually difficult extent. Employees may elect to take parental leave either on an unpaid basis or to utilize any available vacation or personal leave.

A.3 Illinois

This Addendum contains additions and changes to the CARE USA Employee Handbook that applies to all CARE USA employees in Illinois. Except as noted below, nothing in this Addendum changes or modifies any of the policies or procedures set forth in the CARE USA Employee Handbook.

A.3.1 Benefits(Refer to Benefits Section)

A.3.1.1 Paid and Unpaid Leave (Refer to Benefits Section Article 3.4)

A.3.1.1.1 Additional Paid and Unpaid Leave for Illinois Employees

Blood Donation Leave

Full-time employees who have worked for CARE USA for at least six months may take up to one hour of paid leave to donate blood every 56 days.

Leave Due to Domestic or Sexual Violence

Full-time and part-time employees may be eligible for up to 12 weeks of unpaid leave if they are victims of domestic or sexual violence or have a family or household member who is a victim of domestic or sexual violence.

An employee must provide his or her manager or someone in Human Resources with at least 48 hours notice of his or her intention to take leave under this policy unless providing such notice is not practicable. CARE USA may also require employees to provide certification of the need for leave. Leave taken under this policy will run concurrently with leave taken under the Family Medical Leave Act, if applicable. Such leave may be taken intermittently or on a reduced work schedule.

A.4 Massachusetts

This Addendum contains additions and changes to the CARE USA Employee Handbook that applies to all CARE USA employees in Massachusetts. Except as noted below, nothing in this Addendum changes or modifies any of the policies or procedures set forth in the CARE USA Employee Handbook.

A.4.1 Benefits(Refer to Benefits Section)

A.4.1.1 Paid and Unpaid Leave (Refer to Benefits Section Article 3.4)

A.4.1.1.1 Family and Medical Leave (Refer Benefits Section Article 3.4.3)

CARE USA will comply with Massachusetts Maternity Leave Law.

A.4.1.1.2 Additional Paid and Unpaid Leave for Massachusetts Employees

Small Necessities Leave

Employees who are eligible for leave under the Family and Medical Leave Act are entitled to a total of twenty-four (24) hours of leave during any twelve (12) month period to: (1) participate in school activities directly related to the educational advancement of the employee’s child, such as parent-teacher conferences or interviewing for a new school; (2) accompany the employee’s child to routine medical or dental appointments, such as check-ups or vaccinations; and (3) accompany an elderly relative of the employee to routine medical or dental appointments or appointments for other professional services related to the elder’s care, such as interviewing at nursing or group homes.

If the employee’s need for leave is foreseeable, the employee must provide his or her manager at least seven days advance notice before the leave can begin, or as much notice as is practicable under the circumstances. Such notice should include the employee’s reason for requesting leave as well as its anticipated timing and duration.

If the employee’s need for leave, or its approximate timing, is not foreseeable, the employee is expected to give his or her manager notice as soon as possible under the circumstances. Ordinarily, such notice should be provided within one to two working days after the employee learns of the need for the leave.

A.4.2 Separation from CARE (Refer to Separation Section)

A.4.2.1 Final Pay Period (Refer to Separation Section Article 5.2)

Massachusetts employees who voluntarily resign or are discharged from their position will be paid as follows:

An employee who voluntarily resigns will be paid by the next regularly scheduled pay period.
A discharged employee will be paid all earned, unpaid wages immediately upon termination; however, if the employee is in Boston, wages will be paid after CARE USA has complied with all laws requiring payrolls, bills, and accounts to be certified.

A.5 New York

This Addendum contains additions and changes to the CAREUSA Employee Handbook that applies to all CARE USA employees in New York. Except as noted below, nothing in this Addendum changes or modifies any of the policies or procedures set forth in the CARE USA Employee Handbook.

A.5.1 Benefits(Refer to Benefits Section)

A.5.1.1 Paid and Unpaid Leave (Refer to Benefits Section Article 3.4)

A.5.1.1.1 Additional Paid and Unpaid Leave for Massachusetts Employees

Blood Donation Leave

Employees may take up to three (3) hours of leave in any twelve-month period to donate blood.

Leave for Military Spouses

An employee who is the spouse of a member of the armed forces of the United States, the United States National Guard, or Reserves who has been deployed during a period of military conflict, to a combat theater, or combat zone of operations may take up to ten days of unpaid leave when the spouse is on leave during this deployment.

A.6 Pennsylvania

This Addendum contains additions and changes to the CARE USA Employee Handbook that applies to all CARE USA employees in Pennsylvania. Except as noted below, nothing in this Addendum changes or modifies any of the policies or procedures set forth in the CARE USA Employee Handbook.

A.6.1 Separation from CARE (Refer to Separation Section)

A.6.1.1 Final Pay Period (Refer to Separation Section Article 5.2)

Pennsylvania employees who voluntarily resign or are discharged from their position will be paid as follows:

An employee who voluntarily resigns will be paid by the next regularly scheduled pay period.
A discharged employee will be paid all earned, unpaid wages immediately upon termination.

A.7 Washington State

This Addendum contains additions and changes to the CARE USA Employee Handbook that applies to all CARE USA employees in Washington. Except as noted below, nothing in this Addendum changes or modifies any of the policies or procedures set forth in the CARE USA Employee Handbook.

A.7.1 Employment (Refer to Policies and Guidance Section)

A.7.1.1 Wage, Attendance and Schedule Policies (Refer to Policies and Guidance Section Article 11)

A.7.1.1.1 Work Schedules (Refer to Policies and Guidance Section Section 1.11.6)

Meal and Rest Breaks for Washington State Employees

Each workday all nonexempt employees are required to take a 10-minute rest period for every four hours of work. To the extent possible, rest periods will be provided in the middle of each four-hour work period. Because this time is counted and paid as time worked, employees must not be absent from their workstations beyond the allotted rest period.

All nonexempt employees who are scheduled to work over five hours in a workday are allowed to take a 30-minute unpaid meal period each workday. Managers will schedule meal periods to accommodate operating requirements and to allow continuation of customer service.

During meal and rest periods, employees will be relieved of all active responsibilities. Employees may choose to use a break room if provided. For meal periods, employees are allowed to leave their office.

To provide CARE USA with the opportunity to ensure that all employees are allowed to take appropriate rest and meal periods, associates should contact the HR Service Center immediately if they are denied the right to take a rest or meal period.

A.7.2 Benefits (Refer to Benefits Section)

A.7.2.1 Paid and Unpaid Leave (Refer to Benefits Section Article 3.4)

A.7.2.1.1 Family and Medical Leave (Refer to Benefits Section Article 3.4.3)

CARE USA will comply with Washington’s Family Leave Law.

A.7.2.1.2 Jury Duty (Refer to Benefits Section Article 3.4.10)

CARE USA will comply with Washington’s Jury Duty Leave Law.

A.7.2.1.3 Additional Paid and Unpaid Leave for Washington State Employees

Sick Leave to Care for Family Members

Employees may use their accrued sick leave to care for: (a) the child of the employee with a health condition that requires treatment or supervision; or (b) a spouse, parent, parent-in-law, or grandparent of the employee who has a serious health condition or an emergency condition. This leave will be congruent with Family and Medical Leave.

Domestic Violence Leave

Washington State employees may be eligible to take reasonable unpaid leave from work, intermittent leave or leave on a reduced leave schedule for any of the following reasons in accordance with FMLA guidelines:

Seek legal or law enforcement assistance or remedies to ensure the health and safety of the employee or employee’s family members including, but not limited to, preparing for, or participating in, any civil or criminal legal proceedings related to or derived from domestic violence, sexual assault, or stalking;
Seek treatment by a health care provider for physical or mental injuries caused by domestic violence, sexual assault, or stalking or to attend health care treatment for a victim who is the employee’s family member;
Obtain, or assist a family member in obtaining, services from a domestic violence shelter, rape crisis center, or other social services program for relief from domestic violence, sexual assault, or stalking;
Obtain, or assist a family member in obtaining mental health counseling related to an incident of domestic violence, sexual assault, or stalking, in which the employee or the employee’s family member was a victim of domestic violence, sexual assault, or stalking; or
Participate in safety planning, temporarily or permanently relocate, or take other actions to increase the safety of the employee or employee’s family members from future domestic violence, sexual assault, or stalking.

Employee Notice Requirements

If an employee’s need for domestic violence leave is foreseeable, the employee must provide his or her manager with at least three days advance notice before the leave begins or as much notice is practicable under the circumstances. Such notice should include the employee’s reason for requesting leave as well as its anticipated timing and duration.

If advance notice of the employee’s need for domestic violence leave cannot be given because of an emergency or unforeseen circumstance due to domestic violence, sexual assault, or stalking, the employee or his or her designee must give notice to the employee’s manager no later than the end of the first day that the employee takes domestic violence leave.

Verification Requirements

CARE’s first concern is for the safety of our employees. When requesting domestic violence leave, the employee or his/her designee must contact the employee’s manager as soon as possible to allay concerns.

Within three days, the employee or his or her designee must provide the employee’s manager or the HR Service Center with one or more of the following:

A police report indicating that the employee or employee’s family member was a victim of domestic violence, sexual assault, or stalking;
A court order protecting or separating the employee or employee’s family member from the perpetrator of the act of domestic violence, sexual assault, or stalking, or other evidence from the court or the prosecuting attorney that the employee or the employee’s family member appeared, or is scheduled to appear, in court in connection with an incident of domestic violence, sexual assault, or stalking;
Documentation that the employee or the employee’s family member is a victim of domestic violence, sexual assault, or stalking, from any of the following persons from whom the employee or employee’s family member sought assistance in addressing the domestic violence, sexual assault or stalking: (i) an advocate for victims of domestic violence, sexual assault, or stalking; (ii) an attorney; (iii) a member of the clergy; or (iv) a medical or other professional.
An employee’s written statement that the employee or the employee’s family member is a victim of domestic violence, sexual assault, or stalking and that the leave taken was for one of the purposes provided for in this policy.

If the victim of domestic violence, sexual assault, or stalking is the employee’s family member, verification of the familial relationship between the employee and the victim may include, but is not limited to, a statement from the employee, a birth certificate, a court document, or other similar documentation.

Use of Paid Leave

Employees may elect to substitute any accrued paid leave to substitute for all or part of any otherwise unpaid domestic violence leave.

Military Family Leave Act

Employees who work for an average of twenty or more hours per week and who are the spouse of a member of the United States armed forces, National Guard or reserves who has been notified of an impending call or order to active duty or has been deployed, may be eligible for military family leave. During a period of military conflict, an eligible employee may receive up to a total of fifteen days of unpaid leave per deployment after the military spouse has been notified of an impending call or order to active duty and before deployment or when the military spouse is on leave from deployment.

Employees must provide their manager with notice, within five business days of receiving official notice of an impending call or order to active duty or of a leave from deployment, of the employee’s intention to take military family leave. Employees may elect to substitute any accrued paid leave for all or part of any otherwise unpaid military family leave. CARE USA will make every effort to restore all employees on leave to their original or equivalent positions with equivalent pay, benefits and other employment terms.

A.7.3 Separation from CARE (Refer to Separation Section)

A.7.3.1 Final Pay Period (Refer to Separation Section Article 5.2)

Washington employees who voluntarily resign or are discharged from their position will be paid as follows:

An employee who voluntarily resigns will be paid by the next regularly scheduled pay period.

A discharged employee will be paid all earned, unpaid wages immediately upon termination; however, if the employee is in Boston, wages will be paid after CARE USA has complied with all laws requiring payrolls, bills, and accounts to be certified.

Links

La Leche League International

Massachusetts Maternity Leave Law

Washington’s Family Leave Law

Washington’s Jury Duty Leave Law

Health Advocate

Employee Assistance Plan (EAP)

Transamerica Retirement Solutions