EMPLOYEE HANDBOOK
Last Updated: July 17, 2025
Mission: The Griffiss Institute aims to develop the next generation of STEM talent and defense technologies that will strengthen U.S. national security and create economic opportunity for our region, state and nation.
We Elevate Talent. We Empower Innovation. We Enable Experience.
Purpose of This Handbook
This Employee Handbook is intended to serve as a guide for understanding the policies, procedures, and benefits that apply to all employees at Griffiss Institute. It outlines our values, culture, and the framework we use to ensure a safe, inclusive, and high-performing workplace.
Please read it thoroughly and refer back to it as questions arise. While it provides helpful guidance, it is not an employment contract and is subject to change.
Our Core Values
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1. Policy & Procedure Index
This handbook summarizes and applies Griffiss Institute (GI) policies and procedures. You can access the current version on the GI Policy Portal. Employee candidates and new hires without intranet access can ask HR about any particular policy and sign the handbook acknowledgement upon onboarding and receiving system access. The following table provides a quick reference of current Policies and Procedures at the time of publication for illustrative purposes; the formal and final list is in the GI Policy Portal.
Policy/Procedure Summary
Code of Conduct Policy
Procedures Addressing Prohibited Content
Examples of Prohibited Conduct
Professional and ethical behavior expectations.
Reporting and investigation of harassment/bullying.
Illustrative list of behaviors that violate GI policy.
EEOC Know Your Rights Poster Federal notice on anti-discrimination protections.
Whistleblower Policy
Conflict of Interest and Nepotism Policy
Building Access Policy
Timesheet Compliance Policy
Telework Policy
Mobile Device Stipend Policy
Workplace Monitoring Policy
Intellectual Property Policy
Travel Policy
Tax-Exempt Expenses Procedure
Parental Leave Income Policy
Procurement Policy
Records Retention & Destruction Policy
Policy on Establishing Policies & Procedures
Non-Substantive Policy Change Procedure
Contribution, Revenue & Investment Policy
Delegation of Authority Policy
Protection for employees who report concerns in good faith.
Disclosure and mitigation of personal conflicts, including no favoritism toward relatives in an employment decision.
Badge controls and visitor procedures.
Accurate, timely timesheet submission requirements.
Eligibility, approval, and expectations for remote work.
Monthly stipend for approved business use of personal devices.
How GI monitors electronic activity to protect assets.
Ownership and commercialization of GI-created IP.
Rules for travel approvals, per diems, and reimbursements
Using sales-tax exemption to reduce costs.
Up to 12 weeks income replacement for birth or adoption.
Purchasing processes under federal grant.
Retention periods and secure disposal standards.
Standards for creating and revising policies.
Streamlined minor edits to policies.
Guidelines on accepting contributions and investing.
Signature and spending authorities across GI roles.
2. Introductory Statements
Welcome Message
Welcome to Griffiss Institute, Inc.! We are delighted that you have chosen to join our organization and hope you will enjoy a long and successful career with us. As you become familiar with our culture, mission, and core values, we encourage you to take advantage of opportunities to enhance your career and contribute to GI’s goals. You are joining an organization renowned for outstanding leadership, innovation, and expertise. Our employees use their creativity and talent to invent new solutions, meet new demands, and deliver the most effective services in the industry. With your active involvement, creativity, and support, GI will continue to achieve its mission. We sincerely hope you take pride in being an integral part of our success. Please review this handbook carefully and contact your supervisor or Human Resources (HR) with any questions.
About Griffiss Institute
As the premier STEM Talent and Technology Accelerator for the United States Department of Defense, Griffiss Institute (GI) comprises an elite international network of academic, government, and industry partners. Together with our expert professionals, we bridge these sectors at the Innovare Advancement Center (IAC) in Rome, NY. GI is a New York not-for-profit corporation focusing on defense-related research, technology transfer, and STEM education. While headquartered in New York, GI employs staff across multiple states and complies with applicable federal, state, and local laws. Where another jurisdiction’s law is more protective than New York’s, that law will prevail. GI supports the Air Force Research Laboratory Information Directorate (AFRL/RI) through a Partnership Intermediary Agreement (PIA), facilitating cooperative activities with small businesses, higher education institutions, and industry. Since our founding in 2002, GI has maintained an unwavering commitment to fostering innovation, collaboration, and excellence in defense technology for national security and economic development.
At-Will Empolyment
Employment at GI is on an “at-will” basis, meaning either you or the organization may end the employment relationship at any time and for any lawful reason, with or without notice. Nothing in this handbook constitutes a contract of employment or guarantees specific terms or conditions of employment. This at-will relationship may not be modified except by a written agreement signed by the President/CEO of Griffiss Institute. This handbook is not a contract, and policies herein may be modified, amended, or terminated by GI at its discretion. Employees covered by this handbook include all full-time, part-time, temporary, and intern employees, but exclude independent contractors.
Right to Amend
GI reserves the right to change, modify, amend, or terminate any policies, procedures, or benefits described in this handbook, in whole or in part, at any time and without notice, except for the at-will employment policy, which requires a written agreement signed by the President/CEO to modify.
State-Specific Addenda
As GI grows to employ staff across multiple states, we are committed to complying with all applicable federal, state, and local legal requirements. State-specific addenda to this handbook will be developed and provided as needed to address jurisdiction-specific laws. Employees may contact HR for information on applicable state-specific policies.
3. Recruiting and Hiring
Equal Employment Opportunity
GI is committed to providing equal employment opportunities to all individuals without regard to race, color, religion, sex (including pregnancy, childbirth, sexual orientation, or gender identity), national origin, age, disability, genetic information, veteran status, or any other characteristic protected by federal, state, or local law. Discrimination or harassment of any kind will not be tolerated. Employees who experience or witness discrimination, harassment, or retaliation are encouraged to report to HR or use the anonymous hotline (see details below). All complaints will be investigated promptly and handled confidentially to the extent possible. GI complies with the U.S. Equal Employment Opportunity Commission (EEOC) and, as a federal contractor, adheres to applicable Executive Orders and other nondiscrimination obligations enforced by government entities.
Pay Equity
GI benchmarks compensation to ensure fair pay for equal work across all roles, consistent with applicable laws, including pay transparency requirements for federal contractors. Pay benchmarks and related data will be shared periodically with employees as part of performance reviews.
ADA and Reasonable Accommodations
GI complies with the Americans with Disabilities Act (ADA) and provides reasonable accommodations to individuals with disabilities, pregnant workers, and those with sincerely held religious beliefs or observances, as required by law. Service animals, defined under the ADA as dogs (or, in rare cases, miniature horses) trained to perform specific tasks for individuals with disabilities, are permitted in all workplace areas where employees are normally allowed. Emotional support animals (ESAs) are not considered service animals under the ADA and are generally prohibited in GI workplaces to protect colleagues with allergies and maintain safety. Employees seeking to bring an ESA must submit a reasonable accommodation request to HR with supporting documentation from a qualified healthcare provider. Approval is at GI’s discretion, considering undue hardship and workplace safety. Contact your supervisor or HR to request accommodation.
Conflicts of Interest, Ethical Conduct, and Nepotism
GI maintains a comprehensive conflicts of interest policy that requires the highest standards of ethical conduct. This prohibits favoritism in employment decisions involving relatives or close personal relations. Employees must not participate in any decisions in which they have a personal or financial interest outside of their employment. This includes influencing hiring, termination, or supervision of family members or related parties, defined as
Hiring and Employment Practices
GI maintains a competitive recruiting and selection process to hire the most qualified candidates. Job postings are managed internally, and opportunities for promotions, transfers, or reassignments are communicated through HR. Former employees may be eligible for rehire, subject to HR review and approval. GI may conduct pre-employment drug and alcohol screening and background checks, consistent with applicable laws, to ensure workplace safety and compliance. Falsification of information, including on I-9 forms, will result in termination.
4. Training and Orientation
Introductory Period to Complete New Hire Requirements
New employees will complete a new hire checklist to help familiarize them with GI processes. There is no probationary period as all employees are in an at-will employment status.
Employment Classifications
• Exempt: Salaried employees are not eligible for overtime pay, subject to safe harbor provisions for deductions.
• Nonexempt: Hourly employees are eligible for overtime pay for hours worked over 40 per week.
• Full-Time: Employees working 37.5 hours/week (1,950 hours/year) with continuous status, eligible for full benefits.
• Part-Time: Employees working less than the Full-Time requirements.
• Part-Time Plus: Employees working up to 25 to 40 hours per week. Could become eligible for additional employee benefits once service requirements are met.
• Temporary: Employees with a defined employment period, potentially eligible as long-term, part-time if collective periods meet eligibility requirements. For example, this includes individuals in programs, such as interns and fellows.
5. Compensation, Meal Periods, and Rest Periods
Wages and Salaries
GI pays semi-monthly via direct deposit, with statutory and authorized deductions itemized on pay statements. Exact pay dates vary, with the goal of ACH disbursement within five business days from pay period close out. Compensation is benchmarked to ensure market competitiveness and pay equity. Employees may contact HR with questions about pay practices. parents, spouses, children, siblings, grandparents, grandchildren, aunts, uncles, nieces, nephews, first cousins, or household members. Family members or related parties may be employed if they are the best qualified, subject to an approved conflict of interest mitigation plan to avoid actual or perceived conflicts. Contact HR for guidance on disclosures or mitigation plans.
Paydays and Pay Period
Paydays occur within five business days of the closeout of each pay period. Pay periods are generally semi-monthly but do not necessarily align with calendar weeks. A pay date schedule is published each year and listed on our Corporate Dashboard for reference.
Workweek and Work Schedules
The standard workweek is 37.5 hours, from Saturday 12:00 a.m. to Friday 11:59 p.m., with business offices generally open between 8:30 a.m. to 5:00 p.m, Monday through Friday. Core working hours are 9:00 a.m. to 3:00 p.m. Eastern to facilitate collaboration. Supervisors may approve flexible schedules outside core hours, provided employees complete 37.5 hours weekly and remain responsive during core hours. GI reserves the right to alter schedules based on business needs.
Overtime and Flex Time
Nonexempt employees are eligible for overtime pay at 1.5 times their regular rate for hours worked over 40 per week, with prior written approval from their supervisor. Exempt employees must notify supervisors of significantly irregular hours. Supervisors may approve flex time within the same pay period to manage workloads, provided total hours meet job requirements. All hours, including overtime, must be accurately recorded in the GI’s timetracking system.
Meal Periods and Rest Breaks
GI follows all federal and state requirements for providing unpaid meal breaks, typically 30 minutes, and reasonable health and comfort breaks, but recognizes personal preference for working lunches and flexibility. Please coordinate with supervisors and HR if you have questions.
6. Timekeeping
Timekeeping Practices
Employees must record actual time worked daily in GI’s approved time-tracking system, rounding to the nearest quarter-hour for tasks. Time records are GI property, and unauthorized destruction, use, or removal is prohibited. Inaccurate or falsified records violate the Timesheet Compliance Policy and may result in discipline, up to termination. Employees performing direct billable work on government or customer contracts must accurately report time by contract and task. At the end of each pay period, employees and supervisors must sign timesheets to attest to their accuracy.
7. Benefits
Introduction to Benefits
This section provides a general overview of benefits for eligible employees. In case of any conflict between this handbook and official benefit plan documents, the plan documents govern. Contact HR for detailed plan information or to request plan documents.
Paid Time Off (PTO)
PTO is calculated based on the employee’s start date.
• 0 – 11 months of service: 4.375 hours per pay period
• 12 – 35 months of service: 5.938 hours per pay period
• 36 – 119 months of service: 7.5 hours per period
• 120 + months of service: 9.062 hours per pay period
Employees may carry over up to 37.5 hours into the employee’s next year of service. PTO requests must be approved in advance by supervisors, and employees must be in active employment status to use PTO.
Supplemental Insurance
Full-time employees are eligible for supplemental insurance. This insurance is designed to supplement income to the employee when absent from work due to non-occupational illness, injury, or pregnancy-related disability.
This insurance is a benefit paid by the GI. Contact HR for more details.
Holidays
GI observes the following holidays subject to annual review: New Year’s Day, Martin Luther King Jr. Day, Presidents’ Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Veterans Day, Thanksgiving Day, Day after Thanksgiving, and Christmas Day.
GI offices will be closed in observance of these holidays.
Full-time employees are eligible upon hire to receive 7.5 hours of pay for each holiday.
Insurance Benefits
Eligible full-time employees may access health, dental, life, and disability insurance, subject to plan terms. COBRA continuation coverage is available upon qualifying events. Contact HR for enrollment details and plan documents.
Any eligible full-time employee who does not elect to participate, through a waiver, in the company offered medical, dental, and vision plans shall receive an additional cash benefit of $1,000 per year.
Retirement Benefits
GI offers a 401(k) or similar retirement plan. Eligible full-time employees may participate in the retirement plan and benefits after thirty days of employment. Employees who are longterm, part-time plus employees are eligible to contribute after meeting service requirements.
Employees who have worked at least 500 hours each year for two consecutive years are eligible to contribute to employer retirement plans under New York law (applied to all parttime plus employees regardless of location).
Parental Leave Income Policy
Eligible full-time employees (after 30 days of service) and part-time plus employees (after 1 year of service) receive up to 12 weeks of income replacement for the birth or adoption of a child, supplementing state benefits like New York’s Paid Family Leave (PFL). GI compensates up to 100% of normal pay, less applicable state benefits, subject to withholdings. A 30-day notice is required where possible. Foster care is not covered by this policy but may qualify for other state or federal programs.
Mobile Device Stipend
Eligible employees receive a $40 monthly stipend for using personal mobile devices for GI business, if approved by the division director. Eligibility includes executive leadership, on-call employees, those with safety-related needs, or employees working over 50% outside the office or on travel. The stipend is non-taxable, paid semi-monthly, and reviewed annually. GI is not liable for additional device costs, and IT support is limited to connecting devices to GI services.
Education Assistance
GI may offer education assistance for job-related courses or certifications, subject to budget availability and supervisor approval. Contact HR for eligibility and application details.
Employee Assistance Program (EAP)
GI provides an EAP for employees facing personal challenges, including drug, alcohol, or mental health issues. Contact HR for confidential access to EAP services.
8. Leaves of Absence/Other Time Off
Leave of Absence Policy
GI offers various paid and unpaid leaves in compliance with federal and state laws, including the Family and Medical Leave Act (FMLA), ADA, and New York Paid Family Leave (PFL). Employees must request leave in advance when foreseeable, providing required documentation to HR. Leaves may affect benefit accrual or require employee contributions to maintain coverage. Contact HR to discuss eligibility, documentation, and return-to-work requirements.
Family and Medical Leave Act (FMLA)
Eligible employees may take up to 12 weeks of unpaid, job-protected FMLA leave for qualifying reasons, such as personal or family illness, childbirth, adoption, or militaryrelated needs. FMLA leave runs concurrently with PTO and state leave programs. Employees must exhaust available PTO before taking unpaid leave, except where prohibited by law. HR coordinates medical certifications and leave tracking. FMLA leave runs concurrently with GI’s unpaid leave and any accrued PTO.
Parental Leave
In addition to FMLA and PFL, GI’s Parental Leave Income Policy provides income replacement for eligible employees, as described in the Benefits section and policy.
GI Medical Leave
All full-time employees are enrolled upon hire to accrue GI Medical Leave. This is a GI provided program designed for when the employee is absent from work for more than three calendar days due to a non-occupational illness, injury, or pregnancy-related disability. This benefit is directly for the benefit of the employee, not for the employee to care for others.
This leave is accrued at a rate of 7.5 hours a month, up to a maximum of 75 hours (ten days). The employee must provide written notice, including a doctor’s certification stating the nature of the disability and the expected date of return to work.
Other Leaves
GI offers the following leaves, subject to applicable laws and policies:
• Bereavement: Up to 3 days for the death of an immediate family member (Spouse, children, parents, grandparents), with additional time at the supervisor’s discretion. Immediate family includes spouses, domestic partners, parents, parents of domestic partners, parents-in-law, brothers, sisters, sibling-in-laws, children, children of domestic partners, grandchildren, and grandparents.
Full-Time employees are eligible immediately upon hire for one paid day to attend the funeral of aunts, uncles, nieces, and nephews.
• Jury Duty: Paid leave up to four days for required jury service, with documentation.
• Voting: Reasonable unpaid time to vote, per state law.
• Military Leave: Unpaid leave under USERRA for military service, with benefits continuation options.
• Crime Victim/Domestic Violence: Leave for victims of domestic violence or serious crimes, per state law.
• Volunteer Emergency Responder: Leave for volunteer firefighters or EMS personnel, per state law.
• Lactation Leave: Reasonable break time and private space for nursing mothers, per federal and state law.
Unapproved Absences
Employees absent without supervisor approval for more than one scheduled workday may be placed in Leave Without Pay (LWOP) status, and GI may initiate a health-and-safety welfare check via local first responders. Employees anticipating extended absences must request leave through their supervisor and HR.
9. Anti-Harassment Policy
GI maintains a workplace that is safe and empowering for people to accomplish the work for which they were hired to perform. All individuals in GI controlled areas are expected to act professionally and treat others with dignity and respect.
Harassment is Prohibited
GI prohibits harassment based on race, color, religion, sex, pregnancy, sexual orientation, national origin, age, disability, genetic information, gender identity, or any other protected characteristic under federal, state, or local law. This includes sexual harassment, defined as offensive sexual remarks, advances, requests for sexual favors, or physical conduct, regardless of gender. Harassment also includes offensive remarks, images, or communications via text, email, social media, or other means.
Reporting Procedure
Employees experiencing or witnessing harassment, including sexual harassment, should report to HR, a supervisor, or the anonymous hotline (see details below). For immediate threats to health or safety, contact local law enforcement. GI encourages prompt reporting, as EEOC filing deadlines are 180 or 300 days, depending on jurisdiction.
Investigation and No Retaliation
GI investigates all complaints promptly, fairly, and confidentially to the extent possible, following the Procedures Addressing Prohibited Conduct. Retaliation against individuals for reporting harassment or participating in investigations is strictly prohibited. Absolute confidentiality cannot be guaranteed due to investigation needs.
Anonymous Hotline
Employees and people affiliated with a GI program may report any concerns regarding violations of law or policy by using client code “Griffiss” and simply do one of the following:
• Visit www.RedFlagReporting.com and click on “File a Report”
• Call 1-877-647-3335
• Text RFR to 234-231-9005
Depending on the status of the parties involved, GI may provide information about additional reporting avenues to the person bringing forward the complaint.
Training
All employees must complete annual Sexual Harassment Prevention Training, as required by New York Labor Law Section 201-g. New hires must complete training as soon as possible after hire. Training covers definitions, examples, statutory provisions, remedies, and employee rights.
10. Standards of Performance Performance Expectations
Part of employee performance is acting consistently with professionalism and adhering to GI’s code of conduct and anti-harassment policies. Additionally, employees are expected to report to work on time, remain engaged, and maintain productivity. Notify your supervisor promptly if unable to report or delayed.
Unacceptable Conduct
The following are illustrative examples of unacceptable conduct (not exhaustive):
• Violating GI policies or the Code of Conduct.
• Engaging in harassment, discrimination, or retaliation.
• Falsifying time records or other documents.
• Unauthorized use of GI resources, including disclosure of confidential information
• Workplace violence, including threats or possession of unauthorized weapons.
Progressive Discipline
Discipline may include verbal warnings, written warnings, suspension, or termination, at GI’s discretion. GI reserves the right to bypass or repeat progressive discipline steps and maintains at-will employment.
Dress and Appearance
Employees must maintain a professional appearance and good personal hygiene at all times. Unless otherwise specified, employees are expected to wear business casual or business attire, as appropriate for their role and responsibilities. Job-specific safety attire may be required.
Solicitation and Distribution
To help maintain a productive and distraction-free work environment, solicitation and distribution of materials unrelated to job responsibilities are not permitted during working hours, within GI-controlled facilities, or through GI resources, unless connected to GIsponsored initiatives or causes approved by the CEO. We understand that many personal causes are important to members of our team. However, due to the volume of such requests, posting non-GI materials on bulletin boards or in break areas requires prior approval from HR and is generally discouraged. If you have questions or would like to discuss a specific situation, please reach out to your supervisor.
Outside Employment
Employees may hold outside employment if it does not interfere with GI duties or create a conflict of interest. Contact your supervisor or legal with questions about potential conflicts.
Conflicts of Interest applied to Confidential Information
Employees must avoid conflicts of interest and disclose potential conflicts to HR, per the Conflict of Interest Policy. Confidential and proprietary information must be protected, and violations may result in discipline or legal action.
Visitors
Visitors must sign in, wear a visitor badge, and be escorted by an employee. Friends and family may visit if employees follow visitor processes.
Intellectual Property
Intellectual property (IP) created by GI personnel may be subject to a right of ownership by GI. Employees, interns, contractors, and affiliates who conceive and/or reduce to practice inventions that relate to GI’s business, developments, anticipated research, or otherwise result from work performed for GI, whether or not GI’s time, resources, facilities, or information were used, shall be required to assign such inventions to GI. Additionally, all copyrightable works of authorship shall be deemed “works for hire” in which title to such works shall vest in GI at creation. GI protects its IP – such as copyrights, patents, trademarks, and trade secrets – through legal measures. Violations of this policy may lead to discipline, termination, or legal action. All IP must be promptly reported to GI’s General Counsel through the employee’s supervisor.
11. Use of Premises, Business Equipment, and Electronics
Telephone and Cell Phone Use
Employees may use GI telephones for business purposes, with occasional personal use permitted if it does not disrupt work. Eligible employees may receive a mobile device stipend, as described in the Benefits section.
Business Equipment
GI tools, equipment, and supplies are for business use only. Unauthorized use or removal is prohibited.
Workplace, Computer, Email, and Internet Use Monitoring
Employees have no expectation of privacy when using GI information systems. GI monitors network and computer activity to ensure compliance with the Acceptable Use Policy (AUP) and protect IT assets. Personal use of GI systems is permitted occasionally but subject to monitoring. All activities must comply with GI policies.
GI uses video surveillance, computer monitoring, and telephone monitoring to ensure safety and policy compliance. Video surveillance is not used in private areas like bathrooms. Computer monitoring captures data such as internet usage, application activity, and file operations. Telephone monitoring applies to GI-provided phones or apps. Prohibited surveillance includes keylogging or covert monitoring unless legally required. Data is stored securely, retained only as needed, and accessed by authorized personnel on a need-toknow basis, per the Workplace Monitoring Policy.
12. Dispute Resolution
Open Door Policy
GI maintains an open-door policy to address workplace concerns. Employees are encouraged to discuss issues with their supervisor or HR to seek resolution with those directly involved. If the issue involves the supervisor, employees may contact HR or a higher-level supervisor. GI strives to resolve disputes informally and promptly.
Grievance Process
For unresolved concerns, employees may submit a written grievance to HR, outlining the issue and desired resolution. HR will investigate and respond within a reasonable timeframe, maintaining confidentiality to the extent possible. Retaliation for filing a grievance is prohibited.
13. Termination Procedures
Resignation
Resignations must be submitted in writing (e-mail is acceptable), state an intended last day of work, and be signed (digitally is acceptable) by the employee. Employees remain “active” (and eligible for PTO accrual and benefits) through their final date of employment. Supervisors may request an exit interview through HR. Employees must be in an employment status in order to use any form of leave. This means employees are ineligible to use any form of leave after the effective date of resignation. Employees will receive their final paycheck per state law, including accrued but unused PTO where required. GI Medical Leave is not eligible for payout upon employee separation.
Involuntary Termination
GI may terminate employment at its discretion, consistent with at-will employment. Employees will receive their final paycheck per state law, including accrued but unused PTO where required.
Exit Procedures
Upon termination, employees must return all GI property, including badges, equipment, and confidential materials. HR will provide benefits coverage information as applicable to each employee at the time of termination. GI does not provide letters of recommendation but may provide a letter of fact stating employment details upon request. Employees are free to provide letters of recommendation in their individual capacity.
14. Safety Issues
Commitment to Safety
GI is committed to maintaining a safe and secure workplace. Employees must report accidents, unsafe conditions, or injuries promptly to their supervisor or HR. GI complies with OSHA and state safety regulations.
Workplace Violence Prevention
GI strictly prohibits workplace violence, including threats or possession of unauthorized weapons. Report concerns immediately to HR or local law enforcement if there is an imminent threat.
Emergency Procedures
Employees must follow fire prevention, disaster preparedness, and equipment safety protocols. Secure premises by locking doors and safeguarding assets to the extent you are able.
Severe Weather
Severe weather is to be expected on occasion, regardless of your location. Use caution and notify your supervisor if it interrupts your scheduled hours or changes your work location.
If extreme weather conditions require the closing of the building, you will be notified by the Safety and Security Operations Manager or the Chief Operating Officer.
15. Personnel Records
Contents and Updates
Personnel files contain employment-related documents, such as applications, performance reviews, and disciplinary records. Employees must notify HR of changes to personal information (e.g., name, address, dependents) promptly. Medical records are kept confidential and separate from personnel files.
Access and Inspection
Employees may inspect their personnel files and request copies, subject to state law. Contact HR to schedule an inspection. Payroll records may also be inspected per applicable regulations.
Confidentiality
Personnel records are GI property and confidential. Unauthorized access or disclosure is prohibited.
16. Drug and Alcohol Policies
GI prohibits the use, possession, distribution, or sale of illegal drugs. Employees may be subject to drug and alcohol testing where permitted by law, including pre-employment screening.
Employees may not report to work or perform duties while impaired by alcohol, illegal drugs, or unauthorized controlled substances, nor use, possess, transfer, distribute, sell, or manufacture illegal drugs or alcohol on GI premises, in GI vehicles, or during work hours—except that alcohol consumption is permitted, responsibly and within legal limits, at approved GI-sponsored events or social gatherings. Anyone who appears unable to safely perform their duties must be reported confidentially if desired to HR or a supervisor.
17. Employee Communications
Media and Public Communications
Employees must not speak to the press or media in an official capacity on GI’s behalf without approval from the CEO or designated representative. Employees must direct media inquiries to their supervisor.
Protected Communications
GI does not restrict lawful communications constituting whistleblower activity, including fraud, waste, and abuse, collective bargaining, or any other lawfully protected communication or activity. Employees may engage in all lawful sharing of information, including wages, performance appraisals, or discipline, as protected by the National Labor Relations Act (NLRA).
Social Media and Information Sharing
Employees acting in their official capacity or implicating their GI position must coordinate GI-related social media statements with their supervisor. Liking, sharing, and reposting GI content is encouraged. Employees must be mindful not to disclose confidential or proprietary GI information or violate GI’s code of conduct.
18. Employee Acknowledgment
The acknowledgment page at the front of this handbook confirms receipt, understanding, and agreement to abide by its provisions. Employees are responsible for adhering to the handbook and all policies and procedures, understanding that GI may modify policies unilaterally and provide notice to employees.
19. State-Specific or Municipality-Specific Policies
GI complies with all applicable federal, state, and local laws for employees across multiple states. State-specific addenda will be provided as needed to address jurisdiction-specific requirements. Employees may contact HR for information on applicable state or local policies.