Employee Handbook - onesource.cbps.canon.com

1 Employee Handbook Effective: May 26, 2022 About this Handbook and Your Employment Status People are the key to our success at Canon Business Process Services. ( CBPS or the Company ). Whether you have just joined our staff or have been at CBPS for a while, we are confident that you will find our company a dynamic and rewarding place in which to work and we look forward to a productive and successful relationship. This Employee Handbook ( Handbook ) has been written to serve as the guide for the employer/ Employee relationship. It is a summary of current CBPS policies, practices, and benefits, and is not intended to be exhaustive or to address every possible application of, or exception to, the general policies and procedures described. For that reason, if you have any questions concerning your eligibility for a particular benefit, or the applicability of a policy or practice to you, you should address your specific questions to your Human Resources Representative.

2 The contents of this Handbook are guidelines only and supersede any prior Handbook . CBPS has the right, with or without notice, in an individual case or generally, to change and/or modify its interpretation of any of its guidelines, policies, practices, working conditions or benefits at any time. We will try to inform you of any changes as they occur. Nothing in this Handbook should be construed as a promise of specific treatment in any specific situation upon which any Employee should rely. Additionally, some of the subjects described in this Handbook , such as Employee benefits, are covered in greater detail in official policy documents, and such official documents are always controlling over any statement made in this Handbook or by any supervisor or manager. Neither this Handbook nor any other Company guideline, policy or practice, creates an employment contract, bargain or agreement, express or implied or confers any contractual rights whatsoever guaranteeing employment for any specific duration, or regarding the terms and conditions of your employment.

3 Employment with the Company is at-will and may be terminated at any time by either the Employee or the Company, with or without cause or reason, and with or without notice. The at-will nature of your employment cannot be altered or modified except in writing signed by the Company s President or Chief Human Resources Officer. In addition, no representative of the Company is authorized to provide any Employee , individually or on a collective basis, with an employment contract or special arrangement concerning any other term or condition of employment unless the contract or agreement is in writing and signed by the Company s President or Chief Human Resources Officer. IT IS EACH Employee S RESPONSIBILITY TO READ THIS Handbook , BE FAMILIAR WITH ITS CONTENTS AND ADHERE TO ALL OF CBPS POLICIES, PROCEDURES AND GUIDELINES WHETHER SET FORTH IN THIS Handbook OR ELSEWHERE. Nothing in this Handbook shall be construed to prohibit behavior otherwise permitted under applicable federal, state or local law.

4 This Handbook is not intended to preclude or dissuade employees from engaging in legally protected activities or activities protected by state or federal law, such as discussing wages, benefits, or other terms and conditions of employment, joining together to improve wages or other working conditions, bargaining collectively through representatives of their choosing, raising complaints about working conditions for their and their fellow employees' mutual aid or protection or legally required activities. Employees should not construe anything in this Handbook to prohibit legally protected activities. This Handbook is intended to comply with the law as of its effective date. In the event that applicable law changes such that one or more of this Handbook s provisions is overbroad or otherwise interferes with employees protected rights, CBPS will enforce this policy in accordance with any changes in the law.

5 The above applies to all employees regardless of date of hire. Welcome Message from the President and CEO Welcome to the team! On behalf of the Executive Leadership Team, management team and staff, I would like to welcome you to Canon Business Process Services (CBPS). You are now a member of a dynamic organization dedicated to delivering professional excellence and consistent value to our clients in the form of solutions spanning business process outsourcing, document management, imaging, warehouse and distribution and managed workforce services. At CBPS, we treat our employees like we treat our customers and recognize you as an integral part of our growth and success. We are guided in our behavior and decision-making by our Core Values: Customer First, Results Driven, Quality Driven, Entrepreneurial, Innovative, Ethical and Human Value. We measure ourselves against these values and aspire to live by them every day. It is the performance, teamwork, achievement, competence and professionalism of our employees that has given CBPS the outstanding reputation that our Company enjoys.

6 Recognizing this, we continue to reward our employees for top performance and provide an enriching work environment that allows them to develop and prosper. I am pleased to provide you with this Employee Handbook , which details what is expected of you and what you can expect from CBPS. Please familiarize yourself with it, review it in its entirety and refer to it as needed. I hope that your experience here at CBPS will be challenging, enjoyable and rewarding. Thank you for your hard work and I wish you success in your career at CBPS. Best regards, Joseph R. Marciano President & CEO Canon Business Process Services INTRODUCTION .. 1 CBPS: WHO WE ARE AND WHAT WE DO .. 1 OUR Employee PHILOSOPHY .. 2 DIVERSITY AND INCLUSION AT CBPS .. 3 DIVERSITY AND INCLUSION COMMITTEE .. 3 OUR CUSTOMER SERVICE PHILOSOPHY .. 3 KYOSEI: OUR CORPORATE PHILOSOPHY .. 4 SAN-JI SPIRIT .. 4 YOU AND YOUR SUPERVISOR .. 5 HUMAN RESOURCES DEPARTMENT.

7 5 EMPLOYMENT AND INCOME VERIFICATION .. 6 EMPLOYMENT POLICIES .. 8 EQUAL EMPLOYMENT OPPORTUNITY .. 8 DISABILITY ACCOMMODATION .. 9 MUTUAL AGREEMENT TO ARBITRATE .. 9 BACKGROUND CHECKS .. 12 Employee INSURANCE COVERAGE .. 13 EMPLOYMENT OF RELATIVES .. 13 EMPLOYMENT AT 13 EMPLOYMENT OF MINORS .. 13 IMMIGRATION LAW APPLICABLE TO ALL EMPLOYEES .. 13 NON-DISCRIMINATION AND ANTI-HARASSMENT .. 14 ROMANTIC OR SEXUAL RELATIONSHIPS .. 18 SUBSTANCE ABUSE AND DRUG TESTING .. 19 MEDICAL AND RECREATIONAL MARIJUANA POLICY .. 20 VIOLENCE IN THE 20 Table of Contents | PROHIBITION ON WEAPONS .. 20 WORKPLACE BULLYING POLICY .. 22 CBPS COMMITMENT TO COMPLIANCE PROGRAM .. 23 WORKING AT THE COMPANY .. 24 CLASSIFICATIONS OF EMPLOYMENT .. 24 INTRODUCTORY PERIOD .. 24 PERFORMANCE APPRAISAL AND SALARY ADMINISTRATION .. 25 CAREER DEVELOPMENT .. 29 Employee TRAINING .. 29 FLEX-WORK PROGRAM POLICY FOR CORPORATE REGIONAL EMPLOYEES .. 30 PROMOTIONS.

8 40 Employee REFERRAL AWARD PROGRAM .. 40 REWARD AND RECOGNITION PROGRAMS .. 40 VOLUNTARY RESIGNATION .. 41 PERSONNEL FILES .. 42 Employee DISCOUNTS .. 42 BENEFITS AND COMPENSATION .. 43 WORK HOURS .. 43 LACTATION ACCOMMODATION .. 43 OVERTIME .. 44 RECORDING HOURS WORKED .. 44 TIME CLOCK GUIDELINES .. 44 PAYDAY .. 46 WAGE EQUALITY .. 46 INCLEMENT WEATHER EVENTS .. 46 EXEMPT Employee PAYROLL DEDUCTIONS .. 47 BENEFITS OVERVIEW .. 47 HEALTH CARE REFORM .. 48 HEALTH INSURANCE .. 49 CHANGE IN COVERAGE .. 50 LIFE INSURANCE .. 50 ACCIDENTAL DEATH & DISMEMBERMENT (AD&D) .. 50 SHORT TERM DISABILITY .. 51 LONG TERM DISABILITY .. 51 WORKERS COMPENSATION .. 51 SALARY CONTINUATION .. 51 Employee ASSISTANCE PROGRAM .. 51 RETIREMENT PLANNING 401(k) .. 52 OTHER BENEFIT PROGRAMS .. 52 CONTINUING YOUR HEALTH CARE COVERAGE .. 52 TIME-OFF BENEFITS .. 54 HOLIDAYS .. 54 PERSONAL LEAVE OF ABSENCE POLICY (PLOA) .. 54 PAID TIME OFF .. 55 JURY DUTY LEAVE.

9 59 BEREAVEMENT LEAVE .. 59 MILITARY LEAVE .. 60 FAMILY MEDICAL LEAVE .. 61 PAID FAMILY LEAVE .. 65 ABSENCE COMPLIANCE TRACKING (ACT).. 66 ADDITIONAL POLICY RULES FOR NEW YORK EMPLOYEES .. 66 ADDITIONAL POLICY RULES FOR CALIFORNIA EMPLOYEES .. 69 ADDITIONAL POLICY RULES FOR WASHINGTON EMPLOYEES .. 75 COMPANY STANDARDS .. 78 Employee CONDUCT AND WORK 78 ATTENDANCE, PUNCTUALITY AND DEPENDABILITY .. 79 DRESS GUIDELINES .. 81 SMOKE-FREE WORKPLACE .. 82 KEYS, ACCESS CARDS, AND OTHER RESTRICTED 82 OFFICE SECURITY .. 82 COMMITMENT TO SAFETY .. 83 SAFETY COMMITTEE .. 85 SAFETY/OSHA/ACCIDENT REPORTING .. 86 EMERGENCY EVACUATIONS AND FIRE DRILLS .. 87 PANDEMIC EVENTS .. 87 USE OF TELEPHONES AND OTHER COMPANY PROPERTY .. 87 COMPUTER HARDWARE, SOFTWARE & PERIPHERALS .. 88 E-MAIL AND INTERNET POLICY .. 89 SOCIAL MEDIA POLICY .. 93 MEDIA COMMUNICATIONS POLICY .. 95 PRIVACY STATEMENT FOR CBPS EMPLOYEES .. 96 DATA PROTECTION 105 BIOMETRIC INFORMATION SECURITY POLICY.

10 109 TAPE RECORDING 110 SOLICITATIONS AND DISTRIBUTIONS .. 110 CODE OF ETHICS AND BUSINESS CONDUCT .. 111 BUSINESS ETHICS .. 111 Notice of Confidentiality Copyright 2022, Canon Business Process Services, Inc. All rights reserved. THE INFORMATION CONTAINED IN THIS DOCUMENT AND THE SOLUTION PROPOSED BY CANON BUSINESS PROCESS SERVICES, INC. (CANON) IS PROPRIETARY AND CONFIDENTIAL TO CANON. THESE MATERIALS CAN BE USED SOLELY FOR THE PURPOSE OF EVALUATING A POSSIBLE TRANSACTION BETWEEN CANON AND ITS PROSPECTIVE CUSTOMER. NO RECIPIENT OF THESE MATERIALS MAY USE THEM FOR ITS OWN COMMERCIAL ADVANTAGE. THE RECIPIENT OF THESE MATERIALS MUST HOLD THEM IN CONFIDENCE AND SHALL NOT DISTRIBUTE THEM, IN WHOLE OR IN PART, TO ANY OTHER INDIVIDUAL OR ENTITY IN ANY FORM WITHOUT THE PRIOR WRITTEN CONSENT OF CANON. This page must accompany all copies of this document. INTRODUCTION P a g e | 1 INTR ODUCTI ON CBPS: WHO WE ARE AND WHAT WE DO Canon Business Process Services helps clients enable business agility, digital transformation and lead an increasingly evolving workforce.