docs.rockarch.org
Rockefeller Archive Center Documentation

Employee Handbook - Employment Practices

Business Attire 

Employees are expected to dress in business casual attire.  Employees should use common sense when dressing for work and wear attire that is professional and appropriate. A professional appearance must be always maintained.

Food and Beverage Policy 

The RAC is committed to preserving our collections, protecting our facilities from pests and harmful molds, and ensuring a clean, safe working environment.  Food and beverages are to be consumed only in designated areas and under the conditions set forth in this policy.

Areas where food and/or beverages are not allowed: 

  • All vaults, including the vaults at Greenrock and Armonk
  • Accessioning areas  
  • Processing areas 
  • The Reading Rooms 
  • The Libraries  

Areas where food and/or beverages are allowed: 

  • Staff and researcher lounge  
  • Conference, dining room, and quiet room
  • Sun porch and patio  
  • Offices and workstations with certain exceptions  
  • Junior’s Office with certain exceptions

Consumption of food and beverages near original archival documents/materials is absolutely prohibited.  Any food and beverages consumed in permitted areas where archival material may also be located, such as workspaces, must be consumed at least three (3) feet removed from the archival material.  Employees must wash their hands after eating food and prior to handling any archival documents/materials.    

Food and beverages must contain covers to avoid spillage or leaks, especially when being transported.  Employees should avoid storing food and beverages in workstations; however, if done, all food and beverages should be stored in a sealed container.    

Employees must dispose of all empty food and beverage containers in the appropriate places and should not accumulate empty containers in work areas.   

All employees are responsible for cleaning up after themselves.  This includes cleaning up after using kitchen appliances, such as the microwave, toaster oven, or stove.  It also includes washing and putting away dishes and utensils.  Spills should be cleaned immediately, and assistance requested from operations staff if needed.

The RAC expects all employees to follow the guidelines set forth in this policy.  Failure to comply constitutes a violation of this policy and a violation of the Code of Conduct.

Stationery Usage Policy 

Official RAC stationery should not be used for personal correspondence.  The stationery is to be used only for professional matters.  Employees are responsible for complying with this policy and all other rules and procedures the RAC establishes from time to time for use of its stationery.

Internal Hiring Policy

Purpose

The RAC is committed to fostering a workplace environment that encourages professional growth and development of its employees. We recognize that providing opportunities for career advancement and role transitions within our organization not only benefits our employees but also strengthens our organizational capacity and effectiveness in serving our mission. This policy outlines the process for internal candidates seeking new positions within the RAC.

Eligibility

To ensure fair consideration and appropriate timing of internal moves while supporting employee development, the following eligibility requirements apply to all internal candidates seeking new positions within the RAC. These eligibility requirements serve as general guidelines and may be reviewed on a case-by-case basis in consultation with Human Resources.

  • Employees must have been in their current position for a minimum of 12 months
  • Employees must be meeting or exceeding performance expectations in their current role
  • No active disciplinary actions or performance improvement plans

Process

Before applying for an open position, interested employees must inform their immediate supervisor of their intention to apply. This communication ensures transparency and allows for proper workforce planning. Supervisors should notify the program’s Director and Human Resources of the employee’s intention to apply.

The discussion with the supervisor should include:

  • The employee’s interest in the position
  • How the position aligns with their career goals
  • Any potential timing considerations for transition if selected

Equal Consideration

Internal candidates will receive the same objective evaluation of their qualifications, skills, and experience as external candidates. This includes participating in the standard interview process and reviewing relevant experience and qualifications.

Confidentiality

The RAC maintains confidentiality throughout the internal application process. Information regarding applications will only be shared with those directly involved, ensuring professional discretion for all candidates.

Communication and Follow-up

All internal candidates will receive formal communication regarding hiring decisions via email, regardless of the outcome. This ensures clear and consistent communication throughout the process.

Career Development Support

If an internal candidate is not selected for a position, they will be offered the opportunity to schedule a meeting with the hiring manager for the position and the Director of HR & Operations to discuss their career interests and goals.

Transition Guidelines

When an internal candidate is selected for a new position, a transition period of 2-4 weeks is standard. The specific timing will be coordinated between departments based on business needs and complexity of the role. Both the current and new managers must agree on the transition schedule. A written transition plan will be developed to ensure appropriate knowledge transfer and minimal disruption to operations.

Onboarding and Offboarding

New Employee Orientation 

All newly hired employees will be scheduled to complete a new employee orientation.  The orientation is designed to be a collaborative process to welcome new employees and to begin the process of familiarizing them with RAC policies and procedures, the work of each team and program area, as well as the duties and expectations of their positions.

Human Resources will cover human resources and facilities-related policies and procedures, leave benefits, insurance benefits (as applicable), retirement benefits, completion of HR onboarding and payroll, and employment verification.

The IT team will ensure that the new employee is provided with all requested IT-related equipment, including telephone access, keycard access, and printer access. IT will ensure that all requested software is installed on the equipment and will provide a brief overview of the installed software. Detailed training on the specific use of the software should be coordinated by the new employee’s supervisor.

The new employee’s supervisor will explain the duties and responsibilities of the position and expectations for the team. Specific team or program area goals, responsibilities, procedures, etc. should be explained by the supervisor. The supervisor will also coordinate meetings with other teams and programs areas that may be necessary.

Termination of Employment

Employment can end for a variety of reasons. In instances where the employee is resigning, it is customary and requested that employees provide at least a two-week notice. Additional notice is appreciated in order to provide a careful handover of work responsibilities.

Transition & Final Check

Terminating employees will have the opportunity to meet with Human Resources to ensure appropriate understanding of their benefits upon termination. Additionally, since all employees are entrusted with RAC property (keycard, P-card, laptop or other equipment, etc.), proper procedures for returning the property must be followed before a final payroll check is processed. Additional information can be found in Resources for Departing Employees, which is used to ensure a successful transition.

Employees who leave the RAC will receive their final paycheck, including any accrued unused vacation time on the payday following their departure.

RAC trustees, officers, and employees should aim to maximize the resources available by incurring only reasonable expenses while traveling on RAC business.  Employees should consult with their supervisor for further guidance.      

The RAC will pay directly or reimburse all expenses for transportation, hotel, meals, tips, taxis, and miscellaneous expenses incurred by an employee while conducting RAC business.  Employees must obtain approval from their supervisor before incurring a work-related expense.  This includes obtaining approval for any work-related training or conferences.    

Employees must keep and submit all receipts or other proof of payment for every work-related expense incurred.  While conducting RAC business, employees are responsible for maintaining accurate records regarding all expenditures. 

Reimbursement Methods 

Expense Reimbursement Request Form  

If employees are unable to use their corporate purchase card, they can request reimbursement for work-related expenses via RAC’s travel expense reimbursement request form which is located on the HR SharePoint Site. All expenses should be itemized on a daily basis and receipts attached.  Employees should consult with their supervisor for further guidance.  Categories of reimbursable business-related expenses include:

  • Transportation:  RAC employees are permitted to incur transportation expenses while conducting RAC business.  This includes transportation such as air travel, rail travel, bus travel, or other form of public transportation.  Employees must provide date of departure and date of return for each trip.  
  • Accommodations:  Reasonable use of hotels while conducting RAC business out of town is permitted.  Employees should provide the dates of the hotel stay.  All personal expenses (e.g., movies) should be excluded from the bill.   
  • Meals:  RAC employees are permitted to incur the expense of business meals in the course of travel away from home.  Employees should exercise reasonableness when expending RAC funds for business meals.  Documentation should include the name, title and affiliation of any of your guests.  For meetings, this information should include the business purpose of the meeting and/or meal.  
  • Registration Fees:  RAC will reimburse employees for membership/registration fees or dues associated with work-related business.    
  • Car Rental:  Rentals for RAC business should be charged to the employee’s RAC corporate purchase card.  The RAC’s business insurance covers the car rental and passengers so employees must decline additional coverage when renting the vehicle.  Employees should indicate that the rental is for Rockefeller Archive Center business use.   
  • Taxi and Car Services:  Car services or taxis may be used for approved business-related travel.  Employees are encouraged to share rides, when appropriate, to reduce costs.  
  • Personal Automobile Travel:  Employees using a personal auto for business purposes must submit a brief explanation of their travels, including departure point and destination, and mileage.  Employees are required to show total mileage, and reimbursements will be made using standard IRS mileage rates, plus tolls and parking fees.  Actual car expenses such as gasoline, oil, and repairs are not reimbursable.  

Other Expenses:  In order to be reimbursed or charged to the corporate purchase card, incidental expenditures must be business related and be reasonable in amount. 

  • Tips and Gratuities:  Tips incurred in connection with taxi fares or meals should be added to the expenses with which they are related.  Cash gratuities without receipts to service personnel, such as bellhops, cab drivers, or room attendants should be reflected in the appropriate section of the travel expense reimbursement form.  
  • Valet Service:  Valet services while on an extended RAC-related business trip, if reasonable and necessary, are reimbursable. 
  • Business Expenses for Family Member:  Generally, any expense incurred by a spouse or other family members will not be reimbursed by the RAC. 
  • Childcare Reimbursement:  The RAC will not reimburse its employees for any childcare expenses incurred.  

Petty Cash Reimbursements  

Petty cash funds are to be used for small, incidental business-related purchases.  Requests for reimbursement can be made to the Executive Assistant/Employee Engagement Assistant.

Petty cash reimbursements have a maximum limit of $100.00.  Petty cash can be used for reimbursement requests for expenses related to business meals, miscellaneous supplies, and mileage reimbursement when using an employee’s personal auto for business purposes.  Postage meter and copy reimbursement funds from employees and researchers must go to the Finance department and cannot be reimbursed through petty cash.

The RAC will reimburse employee work-related travel to and from the Tarrytown Train Station.  Employees may use their corporate purchase card to cover this expense.  Employees who don’t have a corporate card will be reimbursed through petty cash.

RAC Corporate Purchase Card Program 

Overview  

The purchase card program is designed as an alternative to a variety of processes including petty cash and expense reimbursement request forms.   Record keeping is essential to ensure the success of this program.    

Employees who are authorized to receive a RAC corporate purchase card may use the card to pay for work-related expenses. Supervisory approval is required for all expenses incurred by their employees. All receipts must be retained and forwarded within two (2) days of making a purchase to the Finance department.   

Employees are committing RAC funds each time they use the purchase card, and this is a responsibility that should not be taken lightly.  The purchase card is not to be used for personal purchases.  In the event an employee accidentally uses the card for personal use, they will be responsible for reimbursing the RAC for the personal expenditure.  Intentional misuse or fraudulent abuse may result in revocation of card privileges and other disciplinary action, up to and including dismissal.    

The card will have no impact on an employee’s personal credit.  Although the card lists the individual’s name, the card is actually issued to the RAC and is only to be used for purchases as defined in this policy.    

Lost or Stolen Cards  

Lost or stolen cards should immediately be reported to the Associate Director for Finance.   

Refusal of Card or Account  

If an employee’s purchase card is declined at the point of sale for any reason, please contact the Associate Director for Finance.  Every effort will be made to determine why the transaction was declined.