BENEFITS
Welcome to Time Inc. Table of Contents
Employment at Time Inc.
Expectations for Our Work Environment
Pay Practices
Time Off From Work
Performance and Career Development
Other Important Policies
Benefits at Time Inc.
Making Work Life Easier
Directory of Human Resources Services
IT'S ABOUT TIME
The policies and practices described below should be viewed as general guidelines. They are not set in stone, and they are not intended to be (nor do they represent) a contract of employment, and do not confer legal rights. They are subject to change by Time Inc. management at any time, with or without notice at the Company's sole discretion. Employment at Time Inc. is "at will" which means that you or the Company may end your employment or change the terms of your employment at any time without notice.
Although your manager and division head are ultimately responsible for applying HR policies and practices on a day-to-day basis, you should feel free to contact Human Resources at any time with questions or problems concerning the items covered in "It's About Time," or to discuss any aspect of your employment here.
WELCOME TO TIME INC.
One of the most remarkable qualities of Time Inc. is the stimulating atmosphere found in all Time Inc. locations across the country, and indeed around the world. This environment is created by the people who work here.
People here share an eagerness to perform at the very highest levels, to create new and better ways of getting things done, and to exchange ideas and information. This excitement is contagious. It doesn't seem to wear off, even after you've been working at Time Inc. a long time.
Another thing you'll notice is a strong sense of individualism and independence. You won't find any "rule books" here, no rigid list of "do's" and "don'ts." We share a common respect for the integrity and judgment each person brings to the job.
As you may have already guessed, we expect you to bring a questioning attitude. A hearty and wholesome irreverence is welcome here.
Time Inc. is constantly changing. We need people to expect change and roll with it. Whatever has been done in the past can be done still better in the future. That striving makes us strong. It makes us who we are as an organization.
Our human resources policies and practices reflect this environment. You won't find an iron-clad set of rules that everyone follows in exactly the same way. Our objective is to temper consistency with flexibility to address human resources matters intelligently and fairly within the context of business needs.
WHO TO TURN TO
The primary responsibility for the day-to-day implementation of human resources policy rests with division and department heads as well as individual managers. They:
- Set and maintain job performance standards.
- Provide direction, guidance and evaluation needed
to meet and exceed these standards.- Work with staff members to get the job done even
better.- Respond to staff objectives, concerns and problems.
- Comply with all applicable legal requirements in the workplace.
The Human Resources Division has special responsibilities. Human Resources staff provide advice and counsel to both managers and employees in all aspects of the Company's human resource policies and practices.
Talk to anyone in Human Resources at any time if you can't find an answer to a question, if you feel that a policy has not been properly applied in your situation, or if you believe the answer you're getting is just plain wrong. Human Resources is there to try to resolve the problem.
EMPLOYMENT AT TIME INC.
There are four types of employment status at Time Inc. Each is based on the period of time and nature of work for which an individual's services are needed. Each employment status has its own distinctive requirements and benefit eligibility. All four categories may be filled with either full-time or part-time staff. Full-time employees are scheduled to work at least 35 hours every week, sometimes in fewer than five days. Part-time employees are hired for a specific number of hours a week (but fewer than 35.) Part-timers may work at two jobs in the Company.
Depending on the nature of the job, an employee may or may not be eligible for overtime pay for hours worked beyond a normal full-time work schedule. Employees in jobs that are not eligible for overtime pay are referred to as exempt (i.e., exempt from laws and Company rules requiring overtime pay), and those in jobs that are eligible for overtime pay are referred to as non-exempt.
The four types of employment are:
Regular employees are hired into roles for which there is a continuing need. If you are a regular employee hired before May 25, 1995, you are eligible for all Company benefits whether you are full-time or part-time, including medical and tuition reimbursement benefits. If you are a regular employee hired on or after May 25, 1995, you are eligible for all Company benefits other than medical and tuition reimbursement benefits whether you are full-time or part-time, and you are eligible for medical and tuition reimbursement benefits as well if you work an average of at least 17.5 hours per week.
Project employees are hired to work on special projects, generally a minimum of six months, with a predictable end date. A project can last more than a year. Project employees usually are not transferred from one project to another. If a new job assignment is made, creating a service period of more than a year, the project employee's status generally will be changed to regular employment. Project employees are eligible for the same benefits as regular employees, except Parental and Discretionary leaves.
Supplementary employees are hired for periods of more than six months and up to a year to replace employees temporarily away, or to staff-up during peak work loads. Supplementary employees are eligible for the same benefits as regular employees, except Parental and Discretionary leaves.
Temporary employees are hired for short-term needs of generally less than six consecutive months. Temporary employees are not eligible for paid holidays, leaves of absence, or any other benefits, except that temporary employees meeting minimum eligibility requirements may participate in the Time Warner Employees' Pension Plan and the Time Warner Employees' Savings Plan.
Other individuals are needed from time to time to perform services for the Company, such as independent contractors (including freelancers and stringers) or agency-provided temporary help. Agency-provided temps generally include secretaries and other clerical, administrative, and pro-fessional support who are hired by the hour or day or other short assignment. Agency-provided temps are not Time Inc. employees and are not eligible for Time Inc. benefits.
Independent contractors (including freelancers and stringers) are specialists contracted on an individual basis. They are not Time Inc. employees and are not eligible for benefits. These individuals exercise control over their own work and time, generally perform their work away from Time Inc. offices, and are generally paid according to the terms of the job rather than the amount of time spent on it.
PROBATIONARY PERIOD
All new regular employees are hired on a trial, or probationary, basis. Typically the probation period is three months for a non-exempt employee and six months for an exempt employee, although this may vary from division to division. This period allows both you and the Company to review the "fit" between you and the position you've been hired for. If you are unable to meet performance standards or expectations during the probation period, you may be dismissed without notice and severance pay. In some cases, the probation period may be extended. If so, you should generally be notified in writing.
Once you have completed the probationary period, your employment remains "at will," which means that either you or the company can end your employment at any time, with or without notice.
WORK HOURS AND SCHEDULES
The demands of our business require that work schedules be flexible. Work schedules vary from department to department. Smooth functioning requires a clear understanding of work-hour requirements based on the job, the department and the schedules of colleagues.
The work week for a full-time employee is typically at least 35 hours, Monday through Friday. The usual work day is seven hours, plus one unpaid hour for lunch. Some employees work 35 hours or more in three or four days. For others, working Saturday or Sunday is normal. Meal schedules and starting and quitting times also vary. In some areas, a written schedule of start times, meal hours and quitting times may be posted.
Department heads try to plan work schedules far enough ahead so that you may plan your time accordingly. But since unexpected events have no respect for established routine, you may be required to work overtime unexpectedly. If overtime is routine, your manager will let you know.
LATENESS AND ABSENCE
In Time Inc.'s professional work environment, you're expected to avoid lateness or unexpected absence. If you are going to be late or absent, call your manager as soon as possible so that appropriate coverage, if any is needed, can be arranged.
Occasional lateness and absence are generally not reasons for docking pay or reducing overtime for other days in the week. However, if you are a non-exempt employee, your manager can dock your pay or ask you to make up the time if you're late or absent too often. If you are required to work overtime to make up for the time off, you will be paid at the appropriate overtime rate. If unplanned and unexcused lateness or absenteeism continues to be a problem and impacts your performance, a warning notice or other disciplinary measure may be warranted, up to and including termination of employment.
EXPECTATIONS FOR OUR WORK ENVIRONMENT
Time Inc. expects all business relationships to be handled with honesty and integrity. You are expected to show professional judgment and respect for others at all times. In particular, Time Inc. strictly prohibits discrimination in the workplace based on race, color, sex, age, religion, national origin, marital status, sexual orientation, disability, or other protected characteristics. Everyone who works for the Company has the right to expect to perform his or her job free of any kind of bias.
Harassment is a specific type of discrimination. Sexual, racial, ethnic or other improper harassment in any form verbal, physical or visual is illegal and strictly against Company policy, and may result in disciplinary action up to and including termination of employment.
Staff members are encouraged to report any incidents of sexual harassment or unwelcome sexual advances, whether by innuendo, physical contact, verbal suggestiveness of a sexual nature, or even via E-Mail communications. Harassing or other discriminatory comments or behavior based on race, color, sex, age, religion, national origin, marital status, sexual orientation, disability, or other protected characteristics are equally unacceptable. You should feel free to raise complaints about any type of harassment to your manager, another management representative, your department head, your Division's Human Resources Director or other Human Resources representative, and/or one of the Company's Equal Employment Officers. Of course, complaints must be made in good faith.
Human Resources is responsible for thoroughly investigating complaints of this nature, and taking prompt action as appropriate to respond to instances of harassment and prevent future harassing conduct. In handling harassment complaints, Human Resources will maintain confidentiality to the extent possible within the context of the Company's obligation to prevent harassment on the job.
You may not be retaliated against for raising good-faith concerns about sexual or other types of harassment. In fact, retaliation against employees raising these types of concerns is itself a clear violation of Time Inc. policy, and may result in disciplinary action up to and including the termination of employment of any individual(s) responsible for such retaliation.
A complete statement of Time Inc.'s anti-discrimination and anti-harassment policies appears in the Time Inc. human resources policy manual, and reminders about these policies are circulated periodically to management and staff.
EQUAL OPPORTUNITY AND AFFIRMATIVE ACTION
Time Inc. has a strong commitment to Equal Employment Opportunity and an Affirmative Action Program to ensure that this commitment is met. Human Resources is available for consultation with department heads and staff members on any subject related to equal opportunity.
Equal employment opportunity is not only an important social concern, it is also an important business objective. To have all segments of the population reflected in our work force will help provide the diversity and creativity needed to solve the challenges facing our business today and in the future.
In selecting staff, we use the yardsticks of skills, knowledge, ability, intelligence, originality, and other job-related qualifications. All applicants for employment and all employees are hired and promoted without regard to race, color, sex, age, religion, national origin, marital status, sexual orientation, disability, status as a veteran of the Vietnam Era, or other protected characteristics. All human resource practices are administered in accordance with applicable equal employment and fair employment practices laws.
In accordance with federal and applicable state and local laws, the Company invites all employees and applicants for employment to self-identify as a qualified individual with a disability, for purposes of allowing the Company to provide a reasonable accomodation, where possible, to enable him/her to perform the essential functions of the job.
SAFE AND PRODUCTIVE WORK PLACE
Smoking
Time Inc. follows all applicable laws restricting smoking in the workplace. In New York City, Time Inc. policy provides the following for all offices, in compliance with New York City law:
Smoking is prohibited in:
- Private offices when more than three people are present.
- Conference rooms, employee cafeterias, rest rooms, libraries, file and storage rooms, mailrooms, and elevators.
- Open work areas, common areas used for photocopying and other office equipment, hallways, corridors, reception areas, and anywhere a "No Smoking" sign is posted.
- Company vehicles occupied by more than one person unless all the occupants of the vehicle agree that smoking may be permitted.
Smoking is permitted only in the following areas:
- A private, enclosed office occupied by no more than three individuals including the usual occupant of the office, and all present consent to the smoking. The door of the office must be completely closed while smoking is occurring and must remain closed for a reasonable time thereafter.
- The outdoor terrace on the 8th floor of the Time & Life Building (when the auditorium complex is not in use), and any other outdoor area.
Dispute Resolution- Any disputes arising under this policy should be brought to your department head, who will be responsible for enforcing these regulations through appropriate channels. If and when disputes arise about smoking, the law requires that the rights of non-smokers take priority. The law requires the assurance that no retaliatory action will be taken against any employee exercising his or her rights under this policy.
Penalties Violations of the law can result in financial penalties against an individual as well as the Company.
Smoking Cessation Programs- Time Inc.'s Medical Department provides a variety of smoking cessation strategies and programs to assist employees requesting assistance. For further information, contact the Medical Department at 212-522-2576. If you have questions about any aspect of this policy, please contact Administrative Services at 212-522-1449 or your Human Resources Director.
Time Inc. offices outside New York City also comply with any applicable laws regulating smoking in the workplace.
Alcohol and Drug Abuse
Drug and alcohol abuse are medical problems with identifiable symptoms and treatments. Seeking treatment for a drug or alcohol dependency will not jeopardize job security or future employment opportunities. Whether you seek help from the Medical Department on your own or are referred by a manager, your confidentiality and privacy is maintained in the same way it would be with any other illness.
The Company does have a legitimate concern and responsibility when alcohol consumption or drug use affects job performance. If performance is affected by drug or alcohol use, it should be managed consistent with any other performance problem situation, in consultation with Human Resources.
Drugs and Alcohol on Company Premises
The use, sale, or possession of any controlled substance on Company premises is strictly forbidden. Likewise, use of alcohol or drugs on the job is prohibited, except for reasonable consumption of alcohol at Company-sponsored events. Human Resources should be advised immediately if a problem situation arises relating to drug or alcohol use. Violation of the Company's drug and alcohol policy is defined as gross misconduct and may result in immediate dismissal without notice or severance pay.
Safety
In General While Time Inc. is responsible for providing a safe working environment for all staff, you need to take an active part in promoting workplace safety as well. Make sure your equipment and work area are maintained properly. Report any unsafe working conditions to your manager so that potential hazards or injury can be corrected or avoided. If you are injured on the job, you should be referred to the Medical Department immediately for evaluation, treatment, and documentation of the injury.
Work Space- Many employees at Time Inc. use computers extensively to perform their jobs. It's important that you use them safely to avoid injury. Time Inc. will reimburse up to $75 for an eye exam for employees who work with computers to the extent not already covered by your medical insurance. Call the Medical Department for further information, including advice on creating an ergonomically sound work station.
Violence or Threats in the Workplace- As a fundamental part of workplace safety, the Company strictly forbids violence in the workplace or otherwise directed at Company employees or other individuals with whom we do business. This includes acts of violence toward people or property, as well as threats of violence or intimidation that make others feel that their personal security is at risk. Obviously, no weapons of any kind are allowed in the workplace at any time. Violation of this policy is defined as gross misconduct and may result in immediate dismissal without notice or severance pay. Security and Human Resources should be advised immediately if potentially violent or threatening situations arise, so that appropriate steps can be taken to ensure the safety of all.
Confidentiality
Under no circumstance can you profit financially or assist another to profit from using confidential or privileged information you obtain concerning Time Inc. or other companies that is not known to the general public. More broadly, we expect you to treat all information you obtain in connection with your work at Time Inc. as Company-confidential. The Company's policy on Securities Transactions, which describes the general confidentiality obligation of all Time Inc. employees, appears in the Time Inc. human resources policy manual, available from your manager or Human Resources.
Conflicts of Interest
In general, the Company allows freelance work, provided there is no conflict of interest and it does not interfere with your job performance here. Examples of a conflict of interest are freelance work for a direct competitor or using Company material, information, or property for outside work. Clear all outside work, including outside magazine, book, video or film projects, with your manager before you accept it to avoid a conflict of interest. This is particularly important if you need to obtain required rights of approval.
Other examples of a possible conflict of interest include (but are not limited to):
- When you or an immediate family member holds a significant interest in a competitor's, supplier's or customer's business.
- When you or an immediate family member accepts gifts of a substantial value, loans or services, entertainment or travel from a person or company that might benefit from a connection with Time Inc. or where such a gift might give the appearance of impropriety.
- If you are publicly identified with a major state or national political candidate, or use Company supplies or facilities for political activity, whether or not on business hours.
- All of these activities should be avoided. If you think you may have a potential conflict of interest, discuss it with your department head, as violations of the Company's Conflict of Interest policy may lead to disciplinary action up to and including termination of employment. The Company's complete policy on Conflicts of Interest is available from your manager or Human Resources.
Pay Practices
Time Inc. is a "pay-for-performance" company. That means that while jobs of similar responsibility have similar earning potential, we also distinguish among levels of performance in administering our compensation programs. The explanation provided here describes the general approach to compensation at Time Inc., but you should note that specific practices may vary from division to division.
Department heads determine what we refer to as job worth, or the rate of pay for each position. Job worth is based on both internal and external considerations for example, experience, skills and performance of individuals in the position and the external job market for similar jobs. The people primarily responsible for judging your rate of pay and your performance are your manager or department head, along with Human Resources.
A raise which you earn because of your performance is a merit increase. Merit increases are recommended by managers who have first-hand knowledge of your work. How much of an increase you receive depends not only on your performance but also on the merit budget guidelines established by the Company for a given year.
The Company generally reviews salaries once a year (or, for highly paid positions, every 15-18 months) to determine eligibility for merit increases. Whether you will receive an increase (and the amount of any increase) will depend on your performance, job worth, and how much you earn relative to others in similar jobs. The timing of your salary review may also be affected by whether you have been on leave or sabbatical, by your hire date, and/or by the timing of your division's salary review process.
A raise which you earn when a job has changed or your responsibilities have significantly increased is a promotion increase. You may receive a promotion when you transfer from one department to another with greater job responsibilities, or when you assume additional responsibilities within the same department. Promotional increases generally occur at the time of your promotion. The amount of a promotion increase may take into account whether you are eligible for bonus pay of some kind, whether or not you are moving from a non-exempt to an exempt job, and the pay level of other staff in the same job you're being promoted to.
There are special circumstances when a salary adjustment is made that is neither a merit nor a promotion increase for example, a transfer into a job with reduced requirements or responsibility, or a substantial gap between current pay for the job versus the outside marketplace. In cases like this, which could involve a salary decrease, your manager or Human Resources should discuss the adjustment with you.
How increases are communicated varies by department. Typically, either your manager or department head will tell you before you receive a salary increase in your check and explain how the increase percentage was determined. This may follow a discussion about your performance.
Incentives and Rewards
The Company offers bonus plans which provide an opportunity for eligible employees who meet certain performance or financial targets. Compensation for these participants is viewed on a "total cash" basis that is, both base salary and the bonus incentive are considered elements of their pay. Your manager or department head will let you know if you are eligible to participate in an incentive plan.
Spot bonuses are special awards that may be granted, at the Company's discretion, for completion of a project or task that is beyond the scope of your regular job. A spot bonus is not the same as a salary increase it is a one-time payment. The amount of any spot bonus is determined at the discretion of your manager or department head, to recognize performance "above and beyond" the call of duty.
Overtime
Your manager is responsible for planning work schedules in a way that minimizes unnecessary or excessive overtime. All overtime must be authorized in advance by your manager. The number of hours worked and the number of hours scheduled must be reported weekly on time cards and sent to the Payroll Department in order for overtime to be paid.
The federal Fair Labor Standards Act and applicable state laws outline the legal requirements concerning jobs which are by their nature and content eligible for overtime. Non-exempt employees are eligible for overtime. If you are exempt , you are not eligible for overtime. Exempt jobs are generally those in executive, managerial, professional or sales job categories. The Company's overtime practices are only applicable to you if you are a non-exempt employee.
Non-exempt employees (whether full- or part-time) at Time Inc. are eligible for overtime pay at time-and-a-half the regular rate of pay for hours worked beyond the regular full-time work schedule in the division (at least 35 hours per week).
Detailed overtime rules may apply in circumstances where you work on a Company holiday, on a scheduled day off, outside the office, in another department, or on an "on call" basis. Your manager or Business Office should be able to answer any questions you may have about overtime. In addition, more details about overtime practices appear in the Time Inc. human resources policy manual.
Your Bi-Weekly Check and the Direct Deposit Option
Payday is every other Thursday. For most staff members, the salary check covers the current week and the week before the one in which payment is made.
Direct deposit of your paycheck into your checking or savings account is available for you to access the funds through your bank account on payday. Use of direct deposit is enthusiastically encouraged as the safest, fastest, and most convenient way to receive your paycheck. If you elect to use this service, obtain a direct deposit authorization form from the Payroll Department.
Salary Deductions
Every salary check is subject to certain deductions, all of which are listed separately on your paycheck stub. Some deductions are required by law for example, withholding for federal, state and city income taxes, and for Social Security (FICA). If you have any questions about these withholdings or would like to have more or less than the normal amount deducted, call the Payroll Department or send an E-Mail to PAYROLL_HELP.
Other deductions may relate to your contributions to participate in Time Inc./Time Warner benefit plans or the portion of your salary you have authorized to be deducted toward the Time Warner Employees' Savings Plan or to your Flexible Spending Account for health or dependent care (see Benefits at Time Inc., page 18).
You may also authorize deductions from your paycheck for certain personal expenditures such as United States Savings Bonds or United Way of Tri-State contributions. Authorized deductions may also include union dues if you are in a job covered by Time Inc.'s agreement with the Newspaper Guild and you have elected to pay membership dues to the Guild. These deductions will appear in a separate listing on your pay stub.
TIME OFF FROM WORK
- Vacations
All Time Inc. employees (other than temporary employees) who have been on staff for at least six months are eligible for a vacation with pay. The amount of vacation depends on your length of service, which also includes periods of prior employ- ment with Time Inc. with breaks in service of less than one year.
If you are a non-exempt employee, you are eligible for three weeks of vacation per year during the first five full years of employment, four weeks per year during the sixth through fifteenth years of employment, and five weeks per year thereafter. If you are an exempt employee, you are eligible for four weeks per year through the fifteenth year of employment, and five weeks per year thereafter.
If you work part-time, you are eligible for the same number of weeks specified above, but pro-rated based on your average weekly hours worked during the prior year.
During your first year with Time Inc., the amount of vacation you are eligible for is pro-rated. Schedules for pro-rating vacations are available from your Business Office or Human Resources, and are also included in the Time Inc. human resources policy manual.
The time you schedule your vacation is decided by you and your manager or department head. Subject to business needs, you may generally take two weeks of vacation consecutively. Vacation time should be taken every year and generally may not be carried over for the following year. Pay is not granted in lieu of vacation time.
Holidays and Personal Days
Time Inc. provides non-temporary staff ten paid holidays a year plus two personal days off.
In the Fall of each year, the ten scheduled holidays for the following year are announced to staff. The Company tries to provide long weekends whenever possible and at the same time recognize different closing schedules of our publications.
If a holiday falls on your day off, you are eligible for another day off in its place. If you must work on a holiday and are a non-exempt employee, you will be compensated at time-and-a-half, in addition to your regular holiday pay for that day. If you are an exempt employee, you will generally be given a compensatory day off if you are required to work on a holiday.
You may schedule two personal days at the mutual convenience of you and your department head. These days must be taken during the calendar year. They may not be carried forward from one year to the next. If you began work on July 1 or later, you will be eligible for one personal day to be used in the balance of the year.
If you work part-time, holidays are pro-rated based on the average weekly hours worked during the prior year. Non-exempt part-timers who are required to work on holidays are paid at overtime rates.
Other Time Off
Personal days or vacation days should be used in order to observe a religious holiday or day of personal conscience. If the work schedule does not allow for accommodation, you or your manager should consult Human Resources.
Routine medical and dental appointments should be arranged so as not to conflict with work hours. If this is impossible, time off may be granted with supervisory approval. If a full day is needed, it should be taken as a vacation day or personal day.
You are entitled to reasonable time off to vote in accordance with local laws. In New York State, if there are fewer than four consecutive hours between the time the polls open and the time you must report to work (or, between the time of leaving work and the time the polls close), you may take up to two hours off to vote. If you expect to need the time, you should let your manager know in advance that you will need the time off. If you are outside New York State, check with your manager or Human Resources for local voting leave requirements.
If you receive a notice for jury duty, you should inform your manager or department head immediately. Time off with full pay will be granted if you are required to serve on a jury during your regularly scheduled work days and are not a temporary employee. Part-timers are paid based on the average hours worked. If you are released from jury duty at a reasonably early hour, you are expected to report to work.
Leaves of Absence
Time Inc. employees who meet eligibility requirements may be eligible for time off for Short-Term Disability Leave (also referred to as Sick Leave), Parental Leave, Family and Medical Leave, Military Leave and Emergency Leave. Conditional and unconditional unpaid leaves are also granted at management's discretion. All questions related to leaves should be directed to your manager or Human Resources.
Short-Term Disability Leave (Sick Leave)
An illness- or disability-related absence of more than seven days is covered by Time Inc.'s Short-Term Disability (STD) Leave Policy. Eligible employees may qualify for STD leave at full or partial pay on the recommendation of the employee's physician and approval by the Company.
You or your manager must notify the Medical Department or the Company's STD insurance carrier when you expect to be out for more than seven days or if you are hospitalized for any length of time, so that you can apply for STD benefits. Information about diagnosis and treatment is of course handled confidentially. When you return from STD leave, you are required to obtain medical approval before returning to work. More details about the Company's STD Leave policy are available from Human Resources or the Medical Department.
Paid Maternity Disability Leave
Female employees who are physically unable to work because of pregnancy and/or childbirth are eligible to receive Short-Term Disability benefits during the disability period. Maternity-related disability is subject to the same limits as other disabilities under the Company's STD Leave policy, and must be approved by the Company. If you work part-time, your pay is computed on the basis of your regularly scheduled hours.
Parental Leave
Up to six months of parental leave may be granted following the birth or adoption of a child. This leave enables parents the opportunity to care for their new child and arrange for child care. Both men and women who have been working for Time Inc. at least six months before starting the leave are eligible for parental leave.
One week of parental leave is paid. Paid leave must be taken within six months of the birth or adoption. For childbearers, this paid week would normally be added to any portion of paid disability leave. The remainder of the parental leave is unpaid.
At the beginning of a parental leave, you will receive prorated vacation pay for any time due. Additional vacation days are prorated from the date of your return from the leave to the end of the calendar year.
Parental leave must be arranged in advance with your department head. You should discuss the anticipated departure date and the length of the leave you expect to take so that coverage can be arranged. You will need to advise the Medical Department (in cases of pregnancy) and your Business Office when planning a leave. For further details, including guidelines about returning to work and information about company benefits during parental leave, contact Human Resources or the Medical Department.
Leaves Under the Federal Family and
Medical Leave Act of 1993
The federal Family and Medical Leave Act ("FMLA") provides up to 12 weeks of unpaid leave per year to eligible employees for the birth or adoption (and subsequent care) of a child, for the employee's own serious health condition, or for the employee to care for a child, spouse or parent with a serious health condition.
In most cases, Time Inc.'s Parental Leave and/or Short-Term Disability Leave policies provide benefits far more generous than what staff are entitled to under the FMLA. In many cases, employees may be eligible for leave under both FMLA and Company policy, in which case the leaves run concurrently. However, in circumstances where other Company-provided leaves would not otherwise meet the requirements of the FMLA (primarily, cases involving a staffer's need for leave to care for a child, spouse or parent with a serious health condition), you will be eligible for FMLA leave as appropriate.
The Company will ask you to provide certification of any leave that qualifies under the FMLA, and will notify you of any leave that has been approved for FMLA coverage. Complete details about your eligibility, rights and benefits under the FMLA are available from the Medical Department or Human Resources, and are also provided in the Time Inc. human resources policy manual.
Other Leaves
- Emergency Leave
- In the unfortunate event of death, critical illness or other serious emergencies in your immediate family, your department head may grant an emergency leave with pay for a period of up to one week. An extension must be referred to Human Resources. When granted, it is typically unpaid or taken as vacation time. "Immediate family" is usually defined as your or your spouse's (or domestic partner's) immediate family, including children, parents, siblings, grandparents or a live-in relative.
Military Leave- If you are a Reservist in any branch of the Armed Forces, or a member of the National Guard, you will be granted time off for military training (normally 14 days plus travel time) in addition to your vacation. Please advise your department head of your training schedule as far ahead as possible. Military leaves are granted with full salary when you submit an authorized statement signed by your commanding officer.
Discretionary Leaves- Conditional and unconditional leaves of absence without pay are granted at management's discretion. Human Resources must be notified of all requests for a discretionary leave.
- An unconditional discretionary leave entitles you to return to the same job or a comparable one. If your old job has been discontinued and a comparable job is not available, you will be terminated due to a job elimination, with eligibility for appropriate notice and severance.
- A conditional discretionary leave does not guarantee you a job on return from leave. If your old job is no longer available and a suitable job cannot be found, you will be terminated as a result of a resignation, which does not warrant notice or severance.
Performance and Development
- Training and Development
Improving one's knowledge and skills is essential for everyone in the workforce today. The rapid pace of change and introduction of new technologies and work processes means you have to work hard just to stay current, let alone ready for the future.
Work with your manager or department head to get the training you need to do your job well. Sometimes, it can be as simple as getting the right coaching or advice when you need it. "On-the-job training," which can come from your manager or other staff members, is often the most valuable.
More formal kinds of training, including seminars or college courses and other resources, can also be helpful. Your department head and Human Resources can help steer you in the right direction. They can also let you know how Time Inc.'s Tuition Reimbursement Program applies to you.
The commitment to learning starts with you. Look for ways you can build it into your job every day, not as a one-time event or "magic bullet."
Performance Feedback and Annual Reviews
There are generally at least four things you need to know in order to get your job done:
- How your job is defined.
- What your manager or department head expects for the job to be done well.
- How your work compares with that expectation.
- What you need to keep on doing, do differently, or stop doing.
- When you and your manager talk about these four things and/or other items related to your performance, you are getting performance feedback. Regular communication helps you identify both successes and problems. It also gives you an opportunity to ask for help and decreases the likelihood of unpleasant surprises during a formal performance evaluation.
Your manager is generally responsible for ensuring that you know what is expected of you and for providing you with performance feedback as appropriate. But it is a responsibility you share. Ask for information from your manager to help you be clear about your performance goals, how well they are being achieved, and what you can do to do even better.
Performance Planning and Review (PPR)
Each division generally has its own program for planning and reviewing performance, which is commonly referred to as Performance Planning and Review, or PPR. Each division has an approach to PPR that reflects its own management and work style. As such, you will find that the timing and frequency of a PPR discussion will vary, as will the format used to capture goals or summarize discussions. Typically, you and your manager should have a "formal" PPR discussion at least annually. You may have a separate conversation that addresses the impact of your performance on salary. But whatever your division's approach, managers should generally provide their staff with a complete review of performance at least once a year. If for any reason you're not getting an annual review, ask for it.
Elements of the PPR you most likely will find are:
- Goal Setting. You and your manager should assess your accomplishments in meeting the job's priorities, your demonstrated strengths, and your development areas, to reach a common understanding about what is expected of you in the coming review period.
- Performance Evaluation. You and your manager should discuss the results achieved toward both established goals and unplanned events, your demonstrated strengths and needs for development or improvement, as well as priorities for the coming period.
- To get the most out of any performance discussion, prepare for the meeting. Have specific points you can make and questions to ask. Seek input and feedback, then listen. Check for understanding and emphasis to make sure you're in sync. And follow through on commitments you make when you get back to the job.
Promotions
When it comes to promotions, there is one common denominator: promotion to a new job depends on doing a good job in the one you have and demonstrating the potential to succeed in a job with more responsibility. Promotions are not rewards for years of service.
Hard work and a "track record" of accomplishments are both factors that can lead to promotion. Other frequently overlooked but important factors are how you demonstrate flexibility, adaptability, commitment to learning, and receptivity to new ideas and ways of working. Look for ways to show these skills in your current job so that you can point to them as examples of what you can do in another assignment.
Job Growth Within the Department
The most logical job growth for many people is within their own department. Your department head and others around you can help you attain new skills and duties, adding new dimensions and worth to your job. You may be able to reach out for additional duties and responsibilities as you sense what is needed and what you can do. While this may not add worth to the job, it may provide a unique opportunity for you to enhance your skills in your current job.
When jobs of greater responsibility become available within your department, your knowledge of the operation can help give you an advantage. Your department head will assess the skills needed for the job. He or she may determine that the job will be redefined, or seek to fill the job in a different way than it may have been filled in the past. Let your department head know of your interest in other jobs, both in your department and in other areas of the company. From time to time, Human Resources will ask your department head to suggest candidates to fill openings elsewhere.
Transfers
Anyone in Human Resources is available to talk to you about your career interests, your job, or one you may aspire to. Human Resources can advise you on how to prepare yourself for other jobs and offer a realistic assessment of the chances of moving to other types of work.
Knowing your interests and aspirations, Human Resources is better equipped to refer you to openings that occur in other parts of the Company. You may request that career discussions with Human Resources be kept confidential. However, you should advise your department head before interviewing with another department. In general, you are expected to remain in your current job for at least a year before seeking a transfer elsewhere within the Company.
Job Postings
When positions become available, qualified internal candidates are considered whenever reasonably practicable. Each Monday a list of current job openings in New York (JOB LIST) is posted on on-line bulletin boards accessible through CC:Mail. It is also available in hard copy in the reception area of Human Resources in the Time & Life Building in New York.
Jobs are generally posted for at least two weeks before any candidate is hired, although both internal and external candidates may be interviewed at any time. Typically, positions outside of New York City are not posted on JOB LIST, but may be posted locally. Staff members interested in any open job are urged to get more information and apply.
Employee Referrals
If you refer an outside candidate to a position posted on JOB LIST who is hired and successfully completes the probationary period, you will receive $1500 (less withholdings). Contact Human Resources when you make the referral to be sure it is properly recorded and tracked.
In referring candidates, keep in mind that it is against Company policy to have two employees who are related to one another in a supervisory relationship. This includes a parent, grandparent, child, spouse, sibling or domestic partner.
Performance Management and Warning Process
As part of the Performance Planning and Review (PPR) process, you and your manager generally will have reviewed your performance goals, what is expected of you in performing your job, and how well you are doing in achieving these goals and expectations.
In situations where you have completed the probationary period, yet you are not meeting your performance goals or your manager's expectations for the job, you may receive a warning. The purpose of this warning process is for your manager to help you understand the seriousness of the situation, what the performance problems are, and his or her expectations for improvement. Specific, two-way com-munication is key for you to get back on track.
Typically, when the warning process is followed, it may involve several distinct steps. These steps are merely guidelines for managing performance, and do not provide a guarantee that an employee will receive a warning or go through a particular step in the warning process. Any and all of these steps may be accelerated or bypassed at the Company's discretion when circumstances warrant:
- Concern Conversations. When a performance problem arises, the manager explains what the problem is and what needs to be done to maintain performance at an acceptable level.
- Oral Warning. If, after at least one conversation in which the manager discusses the performance problem and its remedies, performance has not improved, the employee should be warned that his or her job may be in jeopardy unless performance standards are met.
- Final (Written) Warning.If performance still has not reached acceptable performance standards after the warning, the employee is provided with a written perfor- mance warning and given a final chance to correct the situation within a specified time frame.
- Termination. When performance has failed to improve on a sustained and satisfactory basis, termination of employment may be warranted. See Dismissal for Poor Performance below.
Performance warning steps are not appropriate for temporary, project or supplementary employees.
The length of a warning or final warning may vary according to the type and severity of the problem, the complexity of the job and the employee's work history and length of service. If you participate in a warning discussion, you may request a written description of the problems, the specific performance changes asked for, and the time frame in which you are asked to accomplish them.
If you have recently been issued a warning for poor performance, you should generally not expect a merit increase.
OTHER IMPORTANT POLICIES
Resignations
If you decide to leave the Company, you should give your department head at least two weeks' advance notice.
Dismissal and Poor Performance
Dismissal for poor performance is a last resort for persistent performance problems. In general, for non-supervisory employees, the Company attempts to provide oral and written warnings, in consultation with Human Resources, before a dismissal for poor performance. There are some exceptions to this approach, including but not limited to:
- Employees with significant managerial or supervisory responsibility.
- Employees with access to confidential or systems information.
- Employees guilty of gross misconduct (such as, but not limited to, theft, sale of drugs or use of drugs or alcohol on the premises, violence in the workplace, destruction of machinery or other equipment, gross dereliction of duties, violation of the Company's Conflict of Interest policy, purposeful deterioration of performance, or harassing or discriminatory conduct).
- Employees whose continued employment during the warning process could be detrimental to the functioning of the operation as determined by management.
Notice and Severance Pay For Poor Perfomance Based Terminations
Employees who are dismissed for poor performance with or without warning or who resign while on final warning may be eligible for notice and severance pay, according to the company's notice and severance policy, with the exception of employees terminated for gross misconduct. They are not eligible to receive notice or severance.
Part-time staff terminated for performance reasons are eligible for notice and severance in accordance with the same policy as full-time employees, but based on average weekly pay during the past year.
Job Elimination
Job eliminations can occur for a number of reasons, including but not limited to any of the following situations:
- A division, department or function is eliminated.
- Job functions are merged and fewer people are needed.
- A job function changes so markedly that the person doing it is no longer sufficiently qualified.
- The total number of people in a department is reduced.
- Determinations about job eliminations are generally made at the divisional level. Typically, criteria such as job function, skills, ability and performance are the factors considered in selecting employees for job elimination. Seniority is usually not a factor.
Help With a Job Search
Human Resources is available to help displaced employees find another job within the Company. If your job is eliminated, you may interview for any open position within Time Inc. for which you are qualified.
If your job is eliminated, you are generally guaranteed another job or a comparable one in the same division if such a job becomes available within a specified period of time after the elimination and you did not opt to resign or take notice and severance in a lump sum. If more than one job was eliminated, the hiring manager has the prerogative to decide which, if any, of the several job eliminated employees should be offered the job.
If you are terminated due to a job elimination, upon request Human Resources will send you the weekly list of Company job openings for a year following your last day on the payroll.
If you are rehired more than a year after the last day on the job, your prior length of service is not counted in determining eligibility for policies where length of service is a factor, other than for calculating vacation. If you are rehired anywhere within the Time Warner family, you forfeit any remaining severance payments (or, if you elected a lump sum payout of severance, you will be required to return the unused pro-vata share of severance before beginning your new job).
Retraining
If your job is eliminated, you will be eligible for retraining reimbursement up to a maximum of 15% of your notice and severance up to $5,000 to help you learn new skills in order to qualify for your next job. Check with your manager or Human Resources on what expenses are covered under this program. Employees who receive Executive Outplacement are not eligible.
Mutual Trials
If your job is eliminated and you accept a significantly different job elsewhere in the Company, you will generally be considered to be on a mutual trial for the first three months. During this time, you may choose to resign and still collect notice and severance pay. Or, your new manager may terminate you without notice and you will be eligible for notice and severance pay based on the original job elimination.
Sale of the Company
For jobs in a division or department that is sold, notice and severance are not provided if the individual continues to work for the purchaser, unless the dismissal is within a time limit determined at the time of sale.
Notice and Severance for Job Eliminations
Notice and severance pay is provided to employees terminated due to job elimination, according to the Company's notice and severance policy.
Part-time staff are eligible for notice and severance pay in accordance with the same policy as full-time employees, but based on average weekly pay during the past year.
Return of Company Property
When you resign or are terminated, your department head or manager will request your identification card, security pass card, office keys, corporate charge cards and other Company property you may have. In addition, you will be required to return any Company computer or other equipment you may have in your possession, and your access to Company computer and information systems will end.
BENEFITS AT TIME INC.
A number of generous and competitive benefit programs are offered to eligible Time Inc. employees. The summaries below provide a quick overview of the Company's main benefit plans. But for more details or for complete descriptions of the plans, contact Benefits Services.
These highlights do not contain details which are found in the various plan documents and insurance contracts which set forth the actual terms of the relevant benefit plans. The specific language of these plans prevails in the event of any inconsistency between their terms and the brief summary provided here. Time Inc., Time Warner Inc. and the designated benefits administrative committee(s) reserve the right to change, amend or terminate a plan at any time for any reason, and to interpret the terms of the plans in their sole discretion.
Medical and Dental Plans
Participation in the Time Warner Group Health Plan protects you against much of the costs of an illness or injury, and provides coverage for preventive health care, mental health/substance abuse and prescription drugs. Dental coverage is offered through the Time Warner Dental Program. You contribute to help pay for these benefits. How much you pay depends on the level of insurance coverage you elect, whether or not you use the services of physicians in or out of network, and how many people you elect to cover. You may change your coverage elections once a year during Time Inc.'s open enrollment period in November, or when you have a change in life status, such as marriage or a new dependent. More details about these plans can be obtained by calling Benefits Services.
Time Warner Employees' Savings Plan
Eligible employees with more than a year of service may participate in the Time Warner Employees' Savings Plan. You may elect to contribute 2% to 6% of eligible compensation to your Savings Plan account, up to an annual IRS limit. These contributions are deducted from your pay before federal (and in most cases, state and local taxes) are withheld, thus reducing your current taxable income. For every $3 you contribute, the company contributes a $2 match on a pre-tax basis, up to a maximum annual match of $2,000. This match vests over time. A number of investment options are available to you in the Savings Plan.
As a component of the Savings Plan, the Company provides a profit-sharing program which is based on annual performance goals. Profit sharing payouts up to 8% of earned salary of which 50% is contributed directly to your investment account and 50% is paid in cash.
Flexible Spending Account
Flexible Spending Accounts enable you to reduce the impact of health and dependent day care costs by allowing you to use before-tax dollars to pay for them. You may elect to allocate up to $5,000 of covered expenses in either a health care or dependent day care account, or both. The Internal Revenue Service Code requires that any unused amounts in your year-end account must be forfeited. Changes in your contributions are allowed only if you experience a change in life status. That's why it's very important that you plan your expenses accurately and understand what expenses are eligible for reimbursement.
Long Term Disability
Long Term Disability (LTD) insurance protects your income should you become disabled for a period of more than 26 weeks and are unable to work. All LTD eligibility determinations are made by Time Inc.'s insurance carrier. You may pay for some portion of the premium for LTD insurance, based on your pay and the level of coverage you elect.
Life Insurance
The company offers a variety of life insurance coverage options to you, including basic life, optional life, accidental death and dismemberment and business travel accident benefits.
Tuition and Reimbursement
You are encouraged to further your education through the Tuition Reimbursement Program. If you take a course which your department head approves as being related to your current job, you will be reimbursed upon completion for 100% of the tuition and registration costs.
For any other course you complete in an accredited degree-granted institution, the company will reimburse you for 75% of your tuition and registration costs, up to a maximum of $2,300 per calendar year. For health club membership fees, reimbursement is 50% up to a maximum of $750 in a calendar year.
Related costs (for example, for books, supplies or transportation) are not reimbursable. You should note that health club reimbursement and some education reimbursements are considered "wages" under IRS rules, and are treated as taxable income to you. However, these rules are subject to change at any time by the IRS. Further information about these programs and their tax status can be obtained from Benefits Services.
Employee Assistance Program(EAP)
The EAP offers Time Inc. employees, their families and their significant others a confidential place to go to get quality professional help with personal problems like emotional stress, financial difficulties, family tensions, personal legal concerns or problems related to drugs or alcohol. The EAP also administers dependent care resource and referral services to assist with childcare and eldercare issues.
The EAP handles "everyday" problems, not just "life and death" situations. It's always best to seek help before a problem seems too big to handle.
Corporate Counseling Associates, an external organization, provides these services. They have offices in New York City and affiliates wherever there are Time Inc. locations. The EAP phone number is 1-800-833-8707. More information about the EAP can be obtained through the Medical Department or Human Resources.
The EAP service is free to employees, families and significant others. Costs for additional services that the EAP may recommend may be covered by our medical plan.
Matching Grants Program
Time Inc. supports two grant programs Education and Arts & Culture by matching employee contributions to eligible organizations within certain dollar limits. You need not have attended the institution to which you make the contribution. For current information and an application, call Corporate Contributions at 212-484-6565, or pick up a Matching Grant Form from Human Resources or Benefits Services.
MAKING WORK LIFE EASIER
Medical Department
The Medical Department, located in room 40-13 in the Time & Life Building in New York, is open Monday through Friday from 9:00 am to 5:00 pm to all employees. It is staffed by a part time physician (available by appointment), a nurse practitioner, a registered nurse and a secretary.
Clinical services of the Medical Department include emergency first aid, care of acute medical problems such as respiratory infections, stomach problems, skin rashes, injuries, etc., as well as travel and allergy injections, laboratory testing and flu shots. Consultations are available on a variety of health-related issues such as answers to medical questions, ergonomic issues, Employee Assistance Program (EAP) referrals, reporting of on-the-job-injuries and referrals to outside health care practitioners. All consultations are confidential.
The department's Health Promotion Program provides ongoing programs, health screenings and informal lectures on selected subjects of current interest. Ongoing programs include Weight Watchers, smoking cessation, cardiopulmonary resuscitation (CPR) classes, exercise classes, Heart Health, onsite mammography and the semiannual blood drive.
Cafeteria Services
You may eat in the conveniently-located Time Inc. cafeteria -on the 2nd floor in the Time & Life Building. A variety of items is available to eat there or take out.
Time Inc. Bookstore
Many books and compact discs published by Time Inc. and Time Warner are sold (along with related products) at special employee rates at the company bookstore on the 2nd floor in the Time & Life Building. Anything you buy may be paid for with cash, by check or by credit card. You will be asked for your ID card when you make a purchase.
f.y.i.
f.y.i. ("for your information") is a biweekly publication which keeps the staff abreast of what's going on in the Company. The Public Notices column, for the exclusive use of staff members, provides a marketplace for anything from apartments to Zen manuals. The f.y.i. staff would also like to hear from you with any questions or story ideas. If you have a notice you'd like to include, send it to the f.y.i. office.
Complimentary Magazines, Gift Subscriptions
You may order complimentary copies of the Time Inc. magazines of your choice, using an order form available from Distribution Services. In addition, personal gift subscriptions to Time Inc. magazines may be obtained at employee rates. You can get an order form for discount gift subscriptions from the Human Resources reception area in the Time & Life Building in New York.
Research Center
The Research Center in the Time & Life Building is Time Inc.'s reference service containing information on almost any conceivable subject. Services of the Research Center are available to all staff members for Time Inc. projects. Research Center materials may not be taken from the building or used for personal work. The indexing capability of the Research Center provides access to all editorial material appearing in each Time Inc. magazine.
E-Mail Systems
E-Mail communication has become so common that most Time Inc. staffers access at least one of several Time Inc. E-Mail systems as a fundamental part of their jobs. Some systems may include access to the Internet and other outside on-line services. All E-Mail systems, and the communications they carry, are the property of Time Inc. and are to be used for business purposes only. E-Mail users cannot expect that their E-Mail communications will remain private, and the Company reserves the right to monitor E-Mail communications to ensure compliance with Company policies and legal requirements.
The Company expects employees to use E-Mail in a professional manner, and improper use of E-Mail may subject the user to disciplinary action up to and including termination of employment. For questions about your E-Mail access, contact your manager, department head or Information Technology. A complete statement of Time Inc.'s policy on E-Mail and communications technology is available from Information Technology or Human Resources.
Photo Lab
The Photo Lab in the Time & Life Building may be called upon to develop and print black and white or color photographs for work assignments.
Travel Department
Arrangements for business trips, both domestic and foreign, are handled by the Travel Department. Personal vacation travel arrangements may also be made through the department.
Legal Problems
If you have a business problem that needs the attention of a lawyer, Time Inc.'s Legal Department should be consulted. For assistance with personal legal matters, you should feel free to contact the Employee Assistance Program at 1-800-833-8707.
Staff Services Line 212-522-2507 BENEFIT / SERVICE
Contact/Location
Academic awards/scholarships for TW employees' children 212-484-6527 Benefits Help Desk 1-888-287-1907 Adoption Reimbursement up to $5,000 (taxable) for legal and associated costs of adoption. Contact your Human Resources Team Chase Bank At Work Program Contact any Chase branch. Corporate Mortgage Program - Michele Barkin/Citibank 212-986-9687 Citicorp Corporate Mortgage Team 1-800-925-5319 Prudential 1-800-382-3384 Employee Assistance Program (EAP) 1-800-833-8707 Employee Referral Reward Program Staffing Services Business Travel x1295 Personal Travel x1933 Long-term Disability Benefits Services Tara Fortune Employees' Magazine Subscriptions Russ Figueroa Gift Subscriptions Matching Grant Program Corporate Contributions 212-484-6565 Medical Department Located on 40th floor x2576 Miscellaneous Employee Discounts Warner Bros. stores Six Flags Amusement Parks Rockefeller Center Tenant Privilege card x1445 Estee Lauder stores Elizabeth Arden stores The Company Store 2nd Floor On-premises services Located on 2nd floor Located on 22nd floor Paid time off Passport to Culture
Pension Plan x1113 Pre-Retirement Counseling x1113 Retraining allowance Savings Plan (401k) 1-800-354-3435 Short-Term Disability Medical leave x2576 Maternity leave x2576 Workers compensation Medical Dept x2576 Staff Services Line 212-522-2507 Stock Ownership Plan x1113 Time Life Photo Center services Time Warner Work & Family Program 212-484-7518 Referral service for child and elder care 1-800-833-8707 In-home emergency child care service 1-800-225-1200 x7 TW Children's Center x6500 Tuition Loan Program Terri Czeczotka x4686 Tuition Reimbursement & Health Club Terri Czeczotka x4686 Unpaid leaves of absence Video Display Terminal (VDT) eye exam reimbursement Getting Help and Information on Specific Benefits Hospital Medical Programs 1-800-290-0640 1-800-831-2252 1-800-842-0231 Dental Program 1-800-831-2252 Mental Health and Substance Abuse 1-800-888-2998 Flexible Spending Account (FSA) 1-800-253-6591 Employee Assistance Program 1-800-833-8707 Mail Order Prescription Drug Program 1-800-999-8655 1-800-247-1003 1-800-247-1003 Savings Plan 1-800-354-3435 Staff Services Line 1-212-522-2507 Benefits Help Desk 1-888-287-1907