Employee handbook 2018

Arrington Watkins Architects, LLC

5240 N. 16th Street, Suite 101 Phoenix, Arizona 85016 602.279.4373

foster a promote open be passionate
collaborative & honest & dedicated
environment communication to your work

UPDATED 1/2018 provide a
WOW service
experience

embrace &
drive change

treat people
fairly & with
respect

be creative,
innovative
& pursue
new ideas

pursue &
share
knowledge

be
accountable

EMPLOYEE HANDBOOK

TABLE OF CONTENTS

1 Introduction..................................................1 6 Health & Safety............................................15

1.1 Welcome…............................................................. 1 6.1 OSHA......................................................................15
1.2 Vision Statement................................................... 1 6.2 Workers Compensation.....................................15
1.3 Core Values............................................................. 2 6.3 Substance Abuse.................................................15

Employee Receipt and Acknowledgement.......3 7 Equal Opportunity Employer........................17

Notice to Employees......................................4 7.1 Unlawful Harassment.........................................17

2 Hiring............................................................5 8 Terminations...............................................19

2.1 Employee Classifications..................................... 5 8.1 Termination by Firm...........................................19
2.2 Orientation............................................................. 5 8.2 Termination by Employee.................................19
8.3 COBRA....................................................................20
3 Personnel Practices........................................6 8.4 Final Paycheck.....................................................20

3.1 Personnel Files....................................................... 6 9 Professional Conduct...................................21
3.2 Privacy Policy......................................................... 6
3.3 Performance Improvement Process................. 7 9.1 Firm Image............................................................21
3.4 Change in Policy.................................................... 7 9.2 Professional Appearance...................................21
9.3 Client Communications.....................................21
4 Wages and Hours...........................................8 9.4 Attendance...........................................................21
9.5 Confidential Information...................................21
4.1 The Fair Labor Standards Act............................. 8 9.6 Moonlighting........................................................22
4.2 Pay............................................................................ 8 9.7 Communication..................................................22
4.3 Time Records......................................................... 8 9.8 Use of Company Name......................................22
4.4 Payroll Withholding.............................................. 9
4.5 Hours....................................................................... 9 10 Expenses....................................................23

5 Employee Benefits.......................................10 10.1 Guidelines for American Express
Credit Card Use ...................................................23
5.1 Medical/Dental Insurance.................................10 10.2 Travel Policy.........................................................23
5.2 Voluntary Benefits...............................................10 10.3 Petty Cash.............................................................23
5.3 Wellness Allowance............................................10
5.4 Paid Time Off........................................................11
5.5 Profit Sharing Plan..............................................12
5.6 Educational Allowance......................................12
5.7 ARE Exam Expenses............................................12
5.8 Licensure Expense Reimbursement....................12
5.9 Bonuses..................................................................... 13
5.10 Referral Compensation Policy..........................13

1 INTRODUCTION
1.1 Welcome…
Arrington Watkins Architects (AWA) welcomes you to our firm. The firm was founded by David Watkins and Lynn
Arrington in 1994. In 2017, Arrington Watkins Architects went through an ownership transition. They invited 7
employees to become the new owners of the company. The 7 employees have worked together for several years. A few
of which have been with the company since its inception. The group of 7 have contributed to the success of the firm
and have played significant roles in shaping the culture of the company. It only made sense to David and Lynn to keep
the business in the family.
Our mission is to remain small enough that we can give personal attention to a select group of repeat clients; yet large
enough to handle our largest and most demanding projects. Each of the principals are intimately involved in each
project that the firm undertakes. Working closely with a talented group of architects, architects-in-training and support
staff, equipped with the latest technology available.
We have provided architectural services to government clients, corporations and design/build firms throughout the
United States on projects ranging in size up to $200 million construction cost. Our firm’s expertise is in the design and
management of projects that are technically complex in their systems, function or processes. These projects have
included prisons, jails, police facilities, medical installations, high-tech office/assembly, manufacturing and warehouse
buildings and retail fuel installations. Much of our experience is in managing complex projects involving multiple
consultants, approving agencies, owners and user groups.
As a firm, our goal is to develop and service clients, not projects. We understand that you share that philosophy and
look forward to having you as a part of our team. As an employee of Arrington Watkins Architects, you are entitled to
share the firm offered benefits. Outlined in this manual are firm benefits, polices, and procedures.

1.2 Vision Statement

Arrington Watkins Architects was founded with the vision of creating a firm that was based on several sound business
principles.

• Our primary focus is client service.
• We will maintain the leadership and talent to give personal attention to our clients and be flexible enough to

react to their changing and emerging needs.
• We focus on building and maintaining relationships with our clients, our partners, and our employees.
• We strive to utilize technology to its maximum to provide innovative designs and solutions that will meet the

needs of our clients.
• Our passion and expertise is in collaborating to solve technically complex design issues and manage complex

systems and processes.
• Following our Core Values, we will foster a culture of respect and partnership in pursuing shared efforts, career

development goals and personal satisfaction.

Arrington Watkins Architects Employee Handbook 1

1 INTRODUCTION
1.3 Core Values

We think it is important for us to define the core values from which springs our culture and our business strategies.
In 2011, Lynn and David led the entire team on a journey to identify our core values. Every single employee took an
active role on this journey and as a group, came up with the following 12 core values.

• Be creative, innovative and pursue new ideas • Build lasting relationships

• Pursue and share knowledge • Promote open and honest communication
• Be passionate and dedicated to your work • Embrace and drive change

• Support a balanced life • Provide a WOW service experience

• Have fun! • Foster a collaborative environment

• Be accountable • Treat people fairly and with respect

12Our core values embody the Arrington Watkins culture.

They are a reflection of what is important to us as a company and guide us as we
continue to grow and evolve.

have foster a build lasting relationships
fun collaborative be accountable
environment

support a embrace & provide a WOW
balanced life drive change
service experience

be passionate & treat people
dedicated to your work fairly & with respect

be creative, promote open pursue
innovative & honest & share
& pursue communication knowledge
new ideas
Arrington Watkins Architects
2 Employee Handbook

1 INTRODUCTION
Employee Receipt and Acknowledgement

By my signature below, I certify and acknowledge the following:
• I have received and will read the Arrington Watkins Architects Employee Handbook. I understand that the
policies, rules and benefits described in it are subject to change or may be varied from by the Firm, depending
on the particular circumstances of a given situation.
• I understand that by signing this acknowledgment that I am responsible for reading, understanding and
complying with the contents of the handbook.
• It is expressly understood that the contents of this manual do not constitute the terms of a contract of
employment, and that my employment with Arrington Watkins Architects is on an at-will basis, which means
that the employment relationship may be terminated at any time by either the employee or the Firm or any
affiliated organization with or without cause and with or without notice.
• My at-will employment relationship with the Firm or any affiliated organization cannot be changed to a
contract for a particular term, or otherwise modified, except by written contract signed by myself and a
principal of Arrington Watkins Architects.

______________________________________
Employee’s Printed Name

______________________________________ _________________

Employee’s Signature Date

Arrington Watkins Architects Employee Handbook 3

1 INTRODUCTION
Notice to Employees

In writing this Employee Handbook, we have avoided the use of specific gender pronouns wherever possible.
However, where such avoidance would have led to very awkward sentences, we have used the masculine pronoun.
This use should be considered to refer to both genders.
The contents of this employee handbook summarize present Firm programs and policies and are intended as
guidelines only. The employee should be aware that these policies and programs may be amended at any time,
and that depending on the particular circumstances of a given situation, the Firm’s action may vary from written
policy. As such, the contents of this handbook DO NOT CONSTITUTE THE TERMS OF A CONTRACT OF EMPLOYMENT.
Nothing in this handbook should be construed as a guarantee of continued employment, but rather, employment
with the Firm is on an “at-will” basis. This means that either the employee or the Firm for any reason not expressly
prohibited by law may terminate the employment relationship at any time. Any written or oral statement to the
contrary by a supervisor, corporate officer or other agent of the Firm is invalid and should not be relied up on by
any prospective or existing employee.
This Employee Handbook supersedes all previous firm handbooks and policies. In addition, this handbook
supersedes all prior management memos to the extent that such memo contradicts a subject or policy covered
therein.

4 Employee Handbook Arrington Watkins Architects

2 HIRING

2.1 Employee Classifications

For the purposes of firm management and for the application of benefits, each employee is classified as one of the
following:
1. Principals: Owners of the firm
2. Associate: Registered Architects who are responsible for managing projects, and manage relationships with clients

and consultants.
3. Management: Individuals responsible for managing projects or other elements of the business.
4. Technical / Administrative: BIM modelers, project coordinators, project architects, and administrative personnel.
In addition, employees are considered full-time or part time, permanent or temporary. Part time employees are
scheduled to work 29 hours or less per week and are not eligible for employee benefits. Temporary employees are
ineligible for benefits.

2.2 Orientation

Each new employee will participate in an orientation on their first day of employment, intended to cover the basic
information contained in this manual, as well as the individual’s job responsibilities. It is not feasible, however, to cover
every conceivable issue in this manual or in the orientation. The actual orientation period will likely extend for days, if
not weeks. Employees are encouraged to ask an Associate, Business Manager or Principal any questions that they may
have, to assist in their orientation to the firm.

Arrington Watkins Architects Employee Handbook 5

3 PERSONNEL PRACTICES

3.1 Personnel Files

Arrington Watkins Architects maintains a personnel file on each employee. Active employees may review their
personnel file upon request and in the presence of authorized personnel. To ensure that your personnel file is up-to-
date at all times, notify the office manager of any changes in your name, telephone number, home address, marital
status, number of dependents, beneficiary designations, scholastic achievements, the individuals to notify in case of
an emergency, and so forth.

3.2 Privacy Policy

In the course of our business practice and, in some cases, as required by law, we collect, use, and maintain personal
and confidential information about each employee. This information is used for many purposes, including:

• Compliance with federal, state, or local laws
• Determination of eligibility of employment
• Determination of eligibility for employee benefits
• Communication with employees regarding the firm
We respect the privacy of our employees and the confidentiality of personal information. At no time will confidential
information be knowingly shared or disseminated to unauthorized parties. To attain this standard, Arrington Watkins
Architects has committed significant resources to ensuring the safety and confidentiality of our employee’s personal
information.
As part of our commitment to your privacy, certain policies have been established to protect your information when
it is shared inside and outside the firm. Employees that are authorized to have access to employee information have
received specific instruction in issues of information confidentiality.
It is also necessary for information to be shared with outside organizations such as health-plan providers, governmental
agencies, and other third party vendors. In cases where confidential information might be shared, specific written
agreements regarding confidentiality are enacted and monitored with any outside organization.
In all other cases in which information might be shared with individuals or organizations that may not have specific
policies or agreements in place, we will obtain permission from any affected employee prior to releasing the
information, unless the law prescribes otherwise.
Employment information for the purposes of credit references and/or mortgage letters will not be disclosed unless an
authorization is presented with the employee’s signature.

6 Employee Handbook Arrington Watkins Architects

3 PERSONNEL PRACTICES
3.3 Performance Improvement Process
For the first year of employment, we will conduct a quarterly review. The quarterly reviews are intended to check-in
with the employee to discuss expectations, provide the employee with feedback on their performance and also to
solicit feedback from the employee on our performance as an employer.
After the first year, the employee is asked to drive their review process. The review process consists of two parts;
the project or periodic review and the annual review. The project review is designed to set up expectations and role
responsibilities at the beginning of a project assignment with the project manager and is followed up with one or more
reviews (depending on the size of the project). The follow up reviews are a two way discussion on the performance on
the project and whether expectations were met on both the project manager’s and the employee’s part.
Periodic reviews are similar to the project reviews with the exception that they are not tied to a particular project.
These reviews are designed for those who either work on multiple projects on an inconsistent basis and for those who
do not work on projects. These reviews are expected to occur every 3-4 months with the employee’s direct supervisor
or the operations manager.
Annual reviews are expected to occur on or around the employee’s anniversary. The purpose of this review is to
discuss the employee’s periodic or project reviews from the previous year, establish or confirm that an employee is on
track with their career goals, discuss opportunities that employee’s need or may take advantage of in order to further
develop in their careers and anything else that the employee wishes to discuss. These reviews are attended by the
operations manager, the talent development director and anyone else that the employee wishes to invite. Typically a
project manager or supervisor that an employee has worked with.
There are a number of forms and tools that are available to the employee to help through this process.

3.4 Change in Policy

The policies in this handbook are subject to change at the sole discretion of the firm. We will notify you of any changes
by appropriate means. However, changes in firm policy may be made at any time without notice. Changes will be
effective on dates determined by the firm and you may not rely on policies that have been superseded.
If you are uncertain about any policy or procedure, please check with management.

Arrington Watkins Architects Employee Handbook 7

4 WAGES AND HOURS
4.1 The Fair Labor Standards Act
It is the intent of Arrington Watkins to adhere to the Fair Labor Standards Act, which requires employers to pay non-
exempt employees at least $10.00 per hour and overtime pay at a rate of 1.5 (one and one half) times their regular rate
for any hours worked over 40 hours in one work week. Each staff member will be classified as either non-exempt or
exempt and will be paid as follows.

4.2 Pay

Non-exempt employees will be paid at a set rate for each hour of work. Any overtime (over 40 hours in a work week)
by an hourly person will be paid at their hourly rate times 1.5 (one and one half). Overtime must be approved by a
Principal or Project Manager before the time is worked.
Exempt employees are paid a set salary for each pay period, regardless of how many hours they work. The expected
minimum number of work hours for a salaried employee is 2288 (2080 hours plus 10%) hours in a year.
Pay periods end on the 15th and the last day of each month. Paydays are typically 2 business days following the end
of the pay period. There will be variations based on which day of the week the pay period ends. For pay periods that
end on a Friday or the weekend, the pay date will be that following Tuesday. If you resign, final settlement of services
or wages will be made no earlier than the next regular pay cycle, or in accordance with state law, whichever is sooner.
If you are terminated, you will be paid within three of the employee’s working days or the next payday, whichever is
sooner.

4.3 Time Records

Each employee is required to submit a time sheet every pay period. Hours recorded on time sheets are broken down by
project. In some cases, comments may be required to describe the work performed for that particular project.
In general, hours recorded while traveling are to match billable hours. Do not record hours that are spent eating,
drinking, sleeping, watching T.V., etc. All hours spent on day trips are compensable, including hours spent traveling.
On trips involving an overnight stay, hours during normal working hours and other hours spent working, are
compensable. Travel and free time outside of normal working hours are not compensable.
Time spent in meetings with outside organizations is compensable for non-exempt employees under the following:

• The involvement with the outside organization is encouraged and supported by Arrington Watkins Architects.
• Employees have received approval from Principals before attending the meeting.
Employees may be asked to adjust their schedule so that the total number of hours worked do not exceed 40 hours in
one work week.
Time records are kept by the firm for a minimum of three (3) years and open for inspection by the Department of Labor.

8 Employee Handbook Arrington Watkins Architects

4 WAGES AND HOURS

4.4 Payroll Withholding

In order to comply with State and Federal laws, Arrington Watkins is required to withhold payroll taxes from each
paycheck. Payroll tax withholdings may include Social Security, Medicare, and State and Federal taxes. The rates at
which the taxes are withheld are determined based on the information provided by employees on State and Federal
tax withholding forms and at the standard rate for Social Security and Medicare.
Other payroll withholdings may include but are not limited to court-ordered garnishments, medical/dental premiums,
pre-paid legal, Section 125 employee-determined deductions, employee loans, or other deductions authorized by the
employee.

4.5 Hours

Arrington Watkins offers flexible schedules that are chosen by the employees based off the time frames listed on the
Adjusted Schedule form. It is your responsibility to work during the core hours of 9:00 am to 4:00 pm and to work no
less than 8 hours a day and no less the 40 hours a week. Arrive at work location (in the office, offsite meetings, or site)
at least 5 minutes prior to established starting time, in order to start work at the scheduled time. In the event that the
schedule you have chosen is not working for you and changes need to be made, please see Michelle.

Arrington Watkins Architects Employee Handbook 9

5 EMPLOYEE BENEFITS

5.1 Medical/Dental Insurance

Full-time employees are entitled to participate in the firm’s major medical group insurance and dental insurance one
month after date of hire. Arrington Watkins Architects offers employees a monthly allowance in which employees can
apply to the insurance premiums. The monthly allowance is determined annually at benefit renewal. Benefit renewal
occurs in May of each year.
Please see Human Resource for current benefits structure

5.2 Voluntary Benefits

Arrington Watkins Architects offers various voluntary benefits which include:
• Aflac (Short term disability, sickness indemnity, long term disability, many more)
• United Pet Care (pet care discount program)
• Legal Shield
• Identity Theft Shield

A complete description of these benefits will be provided during orientation.

5.3 Wellness Allowance

In an effort to promote healthy choices for our employees, the company offers a monthly wellness allowance of up to
$30 per month. The allowance may be used to reimburse a number of expenses that contribute to a healthy lifestyle.
The terms of this benefit are below:

• Employees are eligible for this allowance after 30 days of employment.
• Employees may not roll over the benefit from month to month.
• Employees have until the last day of the following month to submit a claim
• This is an employee-only benefit. Employees may not submit claims for their dependents.
A complete description of the program will be provided during orientation.

10 Employee Handbook Arrington Watkins Architects

5EMPLOYEE BENEFITS
5.4 Paid Time Off

HOLIDAYS

Each year, Arrington Watkins closes its offices on the following holidays:

• New Year’s Day • Labor Day

• Memorial Day • Thanksgiving Day

• Independence Day • Christmas Day

Non-exempt employees who wish to be paid for a day the office is closed may use accrued PTO. Salaried exempt
employees receive their regular salary for any week in which a holiday occurs, without using PTO for the holiday.

PAID TIME OFF

Arrington Watkins combines all types of paid leave into one policy, known as Paid Time Off, or PTO, which is available
to all regular, full-time employees. Those employees may use accrued PTO for any reason they see fit, such as relaxing,
traveling, illness, and caring for others. This includes any paid sick leave to which employees may be entitled the
Arizona Fair Wages and Healthy Families Act, as described in more detail in the Company’s Paid Sick Leave policy.

Eligible employees accrue specified hours of leave each pay period, except when on unpaid leave. Accrual of PTO hours
will cease once the Cap is reached. Hours accrue and are capped according to the following schedules:

Salaried Exempt Employees
Years of Service
Hours Accrued Hours Accrued Day Accrued PTO Cap
per Pay Period per Year per Year (in hours)

0 through 5 5.00 120 15 240
6 and up 6.67 160 20 320

Non-Exempt Hourly Employees PTO Cap
Years of Service (in hours)
Hours Accrued Hours Accrued Day Accrued 336
0 through 5 per Pay Period per Year per Year 416
6 and up
7.00 168 21

8.67 208 26

LEAVE USE

Employees accrue leave beginning with their first day of employment. However, employees hired after July 1, 2017
are not eligible to use paid leave until after 90 days from their start date. Leave taken prior to the date an employee is
eligible to use paid leave will be without pay.

PTO may be taken in less than full-day increments. When leave taken exceeds the paid leave available, the leave is
without pay. Habitually taking leave in excess of accrued paid leave is not acceptable. At the Company’s discretion,
employees may be permitted to have a small “negative” leave balance upon approval by the Company.

When salaried exempt employees work less than 4 hours on a scheduled work day, their PTO bank will be charged,
unless the employee has worked a least 44 hours in that work week.

Arrington Watkins Architects Employee Handbook 11

5 EMPLOYEE BENEFITS
LEAVE NOTIFICATION

Although employees may have accrued leave, they do not have an automatic right to take it at any time. Leaves
that can be anticipated must be requested in advance. The longer the requested leave, the longer the Company will
require to arrange for proper coverage. The minimum considered acceptable for an anticipated leave is one week. If
appropriate, the supervisor will either approve the leave or suggest a more convenient time.

Leaves that cannot be anticipated (such as a sudden illness) must be communicated to the Company as soon as
possible so that proper coverage may be arranged (usually before the employee’s shift begins). All leave requests must
be communicated to Human Resources and/or the appropriate Project Manager.

UNUSED LEAVE

Regular, full-time employees leaving the Company will be paid for unused PTO accrued through the last day worked, up
to a maximum of 80 hours. PTO cannot be used to extend the date of termination. Should employment end during the
first three months of employment, no payment will be made to the employee for accrued unused PTO. Part-time and/or
seasonal employees will not receive any payment for accrued unused paid sick leave upon termination of employment,
as stated in the Paid Sick Leave policy.

Everyone needs time away from the office and should use their paid time off.

PAID SICK LEAVE

In compliance with the Arizona Fair Wages and Healthy Families Act, part-time and seasonal employees will accrue
paid sick time at a rate of 1 hour per 30 hours worked with a cap of 40 hours of paid sick time per year. This Paid Sick
Leave policy is separate from the Company’s Paid Time Off (PTO) policy, which is only available to regular, full-time
employees and not to part-time and/or seasonal employees. Regular, full-time employees will accrue paid time off,
including paid time off for sick leave as required by the Fair Wages and Healthy Families Act, based on the PTO policy
above.
Part-time and seasonal employees covered by this policy may roll over up to 40 hours of unused accrued paid sick time
to the following year. Use of accrued paid sick leave under this policy is limited to 40 hours per year. The Company will
not compensate unused paid sick leave at separation, whether voluntary or involuntary.
Employees may use earned paid sick time for themselves or for family members (see Arizona Revised Statutes § 23-373
to see who qualifies as a family member) in the following circumstances:

• Medical care or mental or physical illness, injury, or health condition;
• A public health emergency (see Arizona Revised Statutes § 23-373 for more information about what qualifies as

a public health emergency); and
• Absence due to domestic violence, sexual violence, abuse, or stalking.
See Arizona Revised Statutes § 23-373 for further detail concerning authorized uses for earned paid sick time and
definitions of family members.
Retaliation and/or discrimination against any employee who requests or uses paid sick time or otherwise asserts any
right under the Fair Wages and Healthy Families Act, or who assists any other person in doing so, is prohibited by the
Company and by Arizona law.
Any employee has the right to file a complaint with the Arizona Industrial Commission’s Labor Department if he or
she is improperly denied the use of paid sick time as required by law or is subjected to retaliation or discrimination
for properly requesting or taking paid sick time. Contact information for the Arizona Industrial Commission is: 800 W.
Washington Street, Phoenix, AZ 85007; (602) 542-4515; www.azica.gov.

12 Employee Handbook Arrington Watkins Architects

5 EMPLOYEE BENEFITS
5.5 Profit Sharing Plan
Full-time permanent employees are entitled to participate in the firm’s profit sharing plan. In order to be eligible for
this benefit, the employee must have completed one (1) year of service and be at least 21 years of age. If at the end of
the first twelve (12) consecutive months of employment and completion of a minimum of 1000 hours of service, the
employee will have completed 1 year of service.
Employee will become a participant on a specified day of the Plan Year. This day is called the Effective Date of
Participation.
Employee will become a participant on the earlier of January 1 or July 1 following one year of service.
This profit sharing plan is a discretionary plan.

5.6 Educational Allowance

Arrington Watkins encourages and supports the furthering of each employee’s education and career. Full-time employees
who have completed one year of employment are eligible to submit educational expenses for reimbursement of up to
$300 per calendar year. Examples of educational opportunities that are eligible for educational assistance are: courses
in pursuit of an accredited course of study leading to a degree, courses, seminars, workshops or other expenses leading
to licensure (not including exam fees) or seminars and workshops to further knowledge or skills related to their job or
possible future position at Arrington Watkins.

5.7 ARE Exam Expenses

Employees who pass their ARE exams will receive compensation in the form of a bonus in an amount that will cover the
cost of all the exams. In addition to this, employees whose exams are scheduled during their normal work hours will be
paid for the time required to take the each exam, including travel time. This will not be counted against the employee’s
PTO hours. In order to be eligible for these benefits employees will have worked for the company for a minimum of 12
months and may be required to submit official documentation.

5.8 Licensure Expense Reimbursement

Activation fees and renewal fees incurred by an employee to maintain an architectural license or other license or
certification that the firm requires you utilize as a condition of your employment at Arrington Watkins Architects, will
be reimbursed by the firm. The firm must require that an Architect seal and sign drawings in order for the employee to
qualify for this reimbursement for an architectural license. Continuing education expenses as a prerequisite to license
renewal are covered under educational assistance.

5.9 Bonuses

In general, non-exempt people are paid for all hours that they work and therefore will participate to a much lesser
extent in any discretionary bonuses paid by the firm. Because exempt employees may work well over 40 hours per
week with no guarantee of additional compensation, they ordinarily will be the primary recipients of any discretionary
bonuses given by the firm.

Arrington Watkins Architects Employee Handbook 13

5 EMPLOYEE BENEFITS
5.10 Referral Compensation Policy
Our people are a huge part of what makes us successful. In order to continue to distinguish ourselves from the
competition, we have to continue to attract quality people; people that have our same values and will be successful
in our company and culture. It is with this in mind that we are implementing an employee referral bonus program.
Employees will be eligible for a cash bonus, the size of which depends on the position, if any candidate referred by
them is hired by Arrington Watkins.

BONUS AMOUNTS

Administrative............................................................$1,000
Drafters / Job Captains..............................................$2,000
Registered Architects / Project Managers.................$3,000

PAYMENT

The award will be paid in two installments. The first half will be paid on the date of hire. The second half will be paid
90 days after the date of hire, provided both employees are still with the firm.

ELIGIBILITY

All employees who are not Principals are eligible to participate, provided they are still employed with the firm at the
time the awards will be made and have been with the firm for a minimum of six months prior to referring the candidate.
There must be an established personal relationship between the employee and the candidate. Employees may not
cold call or search job banks to identify candidates. The referred employee cannot be a former employee of Arrington
Watkins.
If the referred candidate is not hired initially, the referring employee may refer this candidate again to fill another
position.

PROCESS

To refer a candidate, please contact Michelle. The firm will attempt to keep all employees apprised of any available
opportunities at the firm. The program will be reviewed on an annual basis and may be cancelled at the company’s
discretion.

TAXES

All bonus awards for referrals are taxable income. Bonus awards will be noted on the employee’s W-4 and cumulative
check stubs record as “bonus” but will be made as a separate stand-alone payment.

14 Employee Handbook Arrington Watkins Architects

6 HEALTH & SAFETY
6.1 OSHA
It is the intention of the firm to comply with the OSH Act. The OSH Act requires employers to comply with safety and
health standards issued by OSHA, as well as with other regulations issued by OSHA. In addition, the Act includes a
“general duty clause,” which applies to hazards not addressed by any specific OSHA standard. The general duty clause
requires employers to provide their employees with a workplace that is free from recognized hazards that are causing
or likely to cause death or serious physical harm.

6.2 Workers Compensation

It is the intention of the firm to comply with laws and regulations regarding Worker’s Compensation. Workers’
compensation is a “no fault” system in which injured workers receive medical and compensation benefits no matter
who causes the job-related accident. If an illness or injury is job-related, the injured worker (also known as a claimant
or applicant) receives medical benefits and may receive temporary compensation, if eligibility requirements are met. 
In some cases, a claimant may also receive permanent compensation benefits and “job retraining.” If an employee
becomes injured while on the job, the injury must be reported to either a manager or supervisor immediately. All
necessary steps will be taken by the firm to ensure compliance with Worker’s Compensation regulations.

6.3 Substance Abuse

Arrington Watkins Architects is committed to providing a drug free environment. Since our employees are our most
valuable resources, and the safety of our employees and the public is important to us, we have developed and
published this substance abuse policy to help us contribute to the solution of this very difficult health and social
problem. Our policy is intended to accurately detect and deter the use and abuse of drugs in our workplace, while
respecting the dignity and privacy of all of our employees.
Although this Firm is not required to comply with the Drug Free Workplace Act of 1988, or the drug testing guidelines
published by the U.S. Department of Health and Human Services and/or the U.S. Department of Transportation,
our policy takes into account those requirements. Those provisions establish reasonable bases to ensure that the
legitimate needs of the employees are balanced properly against the Firm’s concerns of protecting the workplace and
our employees.
Therefore, it is the policy of the Firm that the possession, sale or use of illegal drugs is not consistent with the Firm’s
needs to operate in a safe and efficient fashion. For that reason, no employee of the firm may use or possess unlawful
drugs. This policy also prohibits employees from such use that impairs their performance of work on the job, as well as
prohibiting use while on Firm business at any time, whether on the property or off.
Employees are also prohibited from bringing prescription drugs on Firm property, unless a licensed physician has
prescribed them and employees use such prescriptions in the manner, combination and quantity prescribed. In
instances where any employee holds a position, which this Firm considers to be safety sensitive, the employee must
notify management if prescribed drugs may cause impairment creating a safety risk or impacting fitness for duty.

Arrington Watkins Architects Employee Handbook 15

6 HEALTH & SAFETY 7

Any employee who is convicted of a crime involving the violation of any Federal or non-federal statute prohibiting the
manufacture, sale, distribution, possession or use of any controlled substance in the work place must notify the Firm
within five (5) days after such conviction.
Violation of any portion of this policy will subject the employee to appropriate disciplinary measures, up to and
including termination.
The Firm will provide information on appropriate assistance programs and “wellness” clinics to any employee who
feels he or she may have a problem with chemical dependency or the use of alcohol. The firm encourages its employees
to participate in such assistance programs, treatment facilities, or other similar programs, and notes that participation
in an appropriate assistance program may be covered, in part, under the Firm existing health/disability benefits.
The elements of this Substance Abuse Policy are intended to achieve the overall goal of fostering a drug-free workplace
and a healthy, safe environment for our employees. Although this policy has been carefully written to address all of
the concerns in this sensitive area, the Firm reserves the right to modify or amend it. Employees will be notified if any
changes are made.
A copy of this Substance Abuse Policy will be provided to every person hired by the Firm, to any person offered
conditional employment, and upon request, to any job applicant. An employee who has questions or concerns about
this policy should contact the following individual, who is serving as the Firm’s liaison for this Purpose: Michelle Diaz

16 Employee Handbook Arrington Watkins Architects

7 EQUAL OPPORTUNITY EMPLOYER
It is the policy of Arrington Watkins Architects to recruit, hire, develop and promote employees based on the individual’s
ability and job performance.
Every job applicant and employee should know that our policy of nondiscrimination on the basis of race, sex, religion,
national origin, color, age, disability and veteran status extends to all conditions and all areas of the workplace. Hiring
decisions, promotions, training, pay, benefits, layoffs, terminations, in fact, all personnel actions are covered by this
policy. In addition, it continues to be our policy to maintain a working environment that is free of unlawful harassment.
All of us have a responsibility to support this policy and to ensure that it is fully implemented within our organization. To
this end, employees are expected and encouraged to bring Equal Employment Opportunity problems to our attention
so that the issues can be investigated and the appropriate action taken. This is the right of each and every employee.
Managers and supervisors will ensure that there is no coercion, intimidation, or harassment of any employee who calls
attention to such problems, who files a complaint alleging discrimination, or who participates in an investigation,
compliance review or hearing related to these issues.
We believe that Equal Employment Opportunity can be achieved by implementing an effective Affirmative Action
Program. Our program outlines specific affirmative action responsibilities for managers and supervisors and contains
sections dealing with our efforts on behalf of workers and disabilities and veterans of the Vietnam Era.
Michelle Diaz is our corporate Equal Employment Opportunity officer, and should be contacted if you have any
questions concerning our Affirmative Action Program. The Plan Summary is included in this handbook (section 7.2).
The Plan will be reviewed and updated each year.

7.1 Unlawful Harassment

Arrington Watkins Architects is committed to maintaining a work environment that is free of discrimination. In keeping
with this commitment, we will not tolerate unlawful harassment of our employees by anyone, including any supervisor,
co-worker, or third party. Harassment consists of unwelcome conduct, whether verbal, physical or visual, that is based
on a person’s race, color, national origin, religion, age, sex gender or disability. Harassment that affects job benefits,
interferes with an individual’s work performance, or creates an intimidating; hostile or offensive work environment will
not be tolerated.
Harassment may include derogatory remarks, epithets, offensive jokes, the display or circulation of offensive printed
or visual material, or offensive physical actions. Sexual harassment deserves special mention. Unwelcome sexual
advances, requests for sexual favors, or other physical, verbal or visual conduct based on sex constitutes harassment
when (1) submission to the conduct is required as a term or condition of employment or is the basis for employment
action, or (2) the conduct unreasonably interferes with an individual’s work performance or creates an intimidating,
hostile or offensive workplace. Sexual harassment may include sexual propositions, innuendo, suggestive comments,
sexually oriented jokes or teasing, or unwelcome physical contact such as patting, pinching or brushing against
another.
All firm employees are responsible for helping to enforce this policy against harassment. Any employee who has been
the victim of prohibited harassment or who has witnessed such harassment must immediately notify their supervisor
so the situation can be promptly investigated and remedied. If it is the supervisor who is responsible for the harassment
or reporting the situation to the supervisor fails to remedy the situation, complaints of harassment must immediately
be reported to the owners. It is the firm’s policy to investigate all harassment complaints thoroughly and promptly. To
the fullest extent practicable, the firm will maintain the confidentiality of those involved. If an investigation confirms
that harassment has occurred, the firm will take corrective action, which may include discipline up to and including
immediate termination of employment. The firm also forbids retaliation against anyone who has reported harassment
or who has cooperated in the investigation of harassment complaints.

Arrington Watkins Architects Employee Handbook 17

7 EQUAL OPPORTUNITY EMPLOYER
Any employee who believes that he or she has been the subject of sexual harassment should report the alleged charge
immediately in accordance with the following procedure. All information disclosed pursuant to this procedure will be
held in strictest confidence, and will only be disclosed on a need-to-know basis in order to investigate and resolve the
matter.
1. Any employee who has a concern, grievance or complaint about harassment in the workplace should report it
directly to any of the managing principals or Michelle Diaz.
2. The Firm will promptly initiate a thorough administrative investigation of the complaint. The employee reporting
the matter will be requested to give a statement about what was said; what was done; where it occurred, and
what behavior the employee believes to have been inappropriate. The alleged harasser will similarly be requested
to give a statement. Also, the Firm will request the complainant to give the names of any other individuals who
the employee believes, may have knowledge concerning the incident or similar incidents. If the Firm believes
that these potential witnesses will be helpful in resolving the matter, the Firm will conduct interviews of those
individual for corroboration of the matters described by the complainant. Any employee with knowledge of the
allegations will be encouraged to participate fully and truthfully in the administrative investigation.
The investigation of the complaint will not be handled solely by one person, but will be conducted by at least
two individuals at all times. It is important that the complaint be investigated by top management, or it’s outside
independent representatives, and that all information be kept confidential. The investigation will be handled in a
professional manner that protects the identity of both the person bringing the charge, potential witnesses, and the
person accused of improper behavior.
If it is determined after the investigation that sexual harassment has in fact taken place, appropriate corrective action
will be taken against the person or persons responsible. Depending on the findings of the investigation, the corrective
action could range from counseling of the employee to disciplinary actions, up to and including termination. If the
investigation reveals that someone outside of the Firm’s employee has engaged in sexual harassment of a Firm
employee, the Firm will take appropriate actions against such individuals or companies employing such individuals.

18 Employee Handbook Arrington Watkins Architects

8 TERMINATIONS
8.1 Termination by Firm
Arrington Watkins Architects considers the following as inappropriate behavior and conduct:
 Violating any of the firm’s enforced policies.
 Excessive absenteeism or tardiness
 Excessive, unnecessary, or unauthorized use of Firm property and supplies, particularly for personal use
 Fighting or using obscene, abusive, or threatening language or gestures
 Theft of property from co-workers, customers, or the Firm
 Insubordination
 Failing to maintain confidentiality of firm, customer or client information.
Should an employee’s performance, work habits, overall attitude, conduct or demeanor become unsatisfactory based
on violations either of the above or of any other firm policies, rules or regulations, you will be subject to disciplinary
action, up to and including termination.
Before or during imposition of any discipline, employees may be given an opportunity to relate their version of the
incident or problem and provide any explanation or justification they consider relevant.
It is Arrington Watkins Architects’ policy to openly communicate its standards of conduct as a means of avoiding the
occurrence of undesired conduct. Such policies and procedures are necessary for the orderly operation of our business,
and for the protection and proper treatment of all employees. Employees are therefore urged to use reasonable
judgment at all times and to seek supervisory advice in any doubtful situation.
The firm does not follow a ‘progressive discipline’ system where a less severe type of discipline must be imposed before
more serious disciplinary procedures are used. Instead, employment with the firm is at-will and can be terminated
at any time with or without cause and with or without notice. Any types of discipline, including verbal and written
warnings, probation, suspension, or termination of employment may be imposed in any order, at firm discretion, based
on the facts and circumstances existing in each case. Supervisors should strive for consistency in disciplinary matters
and when a new, uncertain or unusual situation occurs, the owners should be consulted.
The illustrations of unacceptable conduct cited throughout this handbook are to provide specific and exemplary
reasons for initiating disciplinary action and to alert employees to the more common types of employment conduct
violations. However, because human conduct is unpredictable, no attempt has been made to establish a complete and
comprehensive list of such conduct violations. Should there arise any instances of unacceptable conduct, the firm may
likewise find it necessary and appropriate to initiate disciplinary action.

8.2 Termination by Employee

When employees choose to leave Arrington Watkins Architects, the firm prefers that the employee give a two-week
notice in writing stating the reason why the employee is leaving the firm and the date of the last day of work. Upon
termination, the employee must surrender any and all firm property including, but not limited to cell phones and firm
issued credit cards or computer equipment.

Arrington Watkins Architects Employee Handbook 19

8 TERMINATIONS 9
8.3 COBRA

If you leave your job, or are fired from your position, you are entitled, under federal law, to continue receiving your
health benefits. Under the Consolidated Omnibus Budget Reconciliation Act (COBRA), employers with 20 or more
employees must give departing employees the option of continuing their health coverage at the worker’s own expense
(plus an administrative fee) for up to 18 months – including family coverage. Appropriate paperwork will be given to
the employee upon notice of termination.
Upon termination appropriate paperwork will be given to the employee with in depth information. Arrington Watkins
Architects uses a third party administrator to administer this plan. All information provided in this manual is subject to
change as ordered by Congress.

8.4 Final Paycheck

Employees who terminate their employment voluntarily will receive their last paycheck on the next regularly scheduled
payday. Employees who are terminated by the firm will receive their final paycheck within three working days following
termination. (Arizona Revised Statute §23-353) If it is not possible to pick up paychecks in person, arrangements can be
made for the final paycheck to be mailed.

20 Employee Handbook Arrington Watkins Architects

9 PROFESSIONAL CONDUCT
9.1 Firm Image
As an employee of Arrington Watkins Architects, you are considered a representative of our firm. It is expected that you
behave in a professional manner when in the presence of clients and consultants. This should also carry over into the
work that you perform. The reputation and the image of our firm is represented in our work and the people whom we
employee.

9.2 Professional Appearance

It is expected that employees will dress appropriately. Full-time regular employees are entitled to a clothing allowance.
Employees may submit an expense report for expenses related to maintaining a professional appearance. Employees
are eligible for this benefit after the first 90 days of employment.
The annual allowance limits are as follows:

Principal..................................................... $500
Associate/Manager.................................... $300
Technical/Administrative........................... $200

9.3 Client Communications

It is expected that all communications with the clients of Arrington Watkins Architects will be in the utmost professional,
courteous, and respectful manner, whether verbal or written. Part of our competitive advantage is that we provide
superior service, approach our projects in a professional manner, and are pleasant and easy to work with.
Discuss any issues of concern, contracts, or fees with a Principal or Associate. Do not air Arrington Watkins’ internal
concerns, difficulties, or confidential information with clients or consultants.

9.4 Attendance

It is very important that employees have good attendance and show up on time. Habitual tardiness and absences are
not acceptable. Not only does it affect your work but it also affects the office morale. We work in a team environment
and your co-workers need to be able to depend on you to be here and to be on time.

9.5 Confidential Information

Arrington Watkins Architects uses and maintains confidential and proprietary information in the course of its
business operations. The use of any of this information for other than the conduct of Arrington Watkins’ business is
strictly prohibited. Examples of the firm’s confidential/proprietary information include designs, drawings, sketches,
specifications, customer and/or contact lists, pricing or other financial information, computer software, data gathering
and retrieval systems, research data, and internal firm reports. In addition, our clients, consultants, and vendors
may entrust us with important and sensitive information regarding their business. All employees must protect this
confidential and proprietary information and refrain from any unauthorized use or disclosure. In addition, if any
employee learns or suspects that confidential information belonging to the firm, its clients or consultants is being
improperly used, copied or otherwise disclosed, this must be reported immediately. In the event of termination of
employment, the employee must return to the firm all confidential and proprietary information in the employee’s
possession or control, whether in written, printed or electronic format.

Arrington Watkins Architects Employee Handbook 21

9 PROFESSIONAL CONDUCT
9.6 Moonlighting
No employee shall engage in any activity, business, or employment, either during or after working hours, which would
conflict with Arrington Watkins Architect’s interests or diminish the ability of the employee to effectively fulfill their
responsibilities to Arrington Watkins Architects. In no case shall employees ever be permitted to engage his or her time
or talents with a firm that competes with Arrington Watkins Architects. Nor shall they ever be permitted to use Arrington
Watkins’ office or of any of Arrington Watkins’ resources, including but not limited to computers, fax machines, e-mail
or telephones, to perform moonlight work.

9.7 Communication

Employees are expected to keep the handling of personal issues on company time to a minimum.
Employees must save pertinent project-related correspondence with clients and consultants. This includes
correspondence in paper or electronic format. Correspondence will be stored electronically on the server.

9.8 Use of Company Name

In general, the company shall be referred to by its full name, Arrington Watkins Architects, LLC. in all correspondence
and documents including:  letters, emails, faxes, fee proposals, and contracts.  Abbreviations may be used in meeting
minutes, field reports and other documents where the name appears repeatedly.  The first reference to the company
shall be as follows: Arrington Watkins Architects, LLC. (AW).  Thereafter the company may be referred to as AW.

22 Employee Handbook Arrington Watkins Architects

10 EXPENSES

10.1 Guidelines for American Express Credit Card Use

• Your American Express card is to be used for business purposes only.
• All travel expenses are to be charged on your American Express card where American Express is accepted. Where

American Express is not accepted, use cash or your personal credit card and you will be reimbursed when you
turn in your expense report.
• A receipt must be turned in for all travel charges. On each receipt please indicate the project number and purpose
of the expense. If it is a meal receipt, write the names of all of the people, purpose of expense and what business
was discussed. This information can be written on the back of the receipt.
• Any American Express incentives belong to Arrington Watkins. Other incentives, such as an Airline’s frequent flyer
miles, belong to employees.
• American Express will cover car rental insurance. Please decline extra coverage from car rental agency.

10.2 Travel Policy

The firm may require that certain employees’ travel out of town for business purposes. Expenses in connection with
this travel will be reimbursed or paid for by the firm.
Employees are expected to spend company money as if it were theirs. Employees will be frugal when making travel
plans. Best efforts will be made to ensure that travel costs will be kept to a minimum and within our clients’ guidelines
for travel cost reimbursement. These guidelines will be made available to the employee prior to traveling.

10.3 Petty Cash

The firm keeps a limited amount of petty cash in the office for small expenses. Employees must provide a receipt with
an explanation of the expense in order to receive reimbursements for expenses through petty cash.

Arrington Watkins Architects Employee Handbook 23

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