Precautions being implemented in response to Coronavirus
Our goal is to sustain business operations during these challenging circumstances while keeping the health and safety of our employees and customers in mind. We understand this is a difficult and uncertain time for our employees, their families, our customers, suppliers, dealers and vendors. We continue to work with Alamo Group leadership in all locations across the seven countries where we operate as the situation unfolds. We want to share with you the following updated decisions and precautions we ask be taken as we continue to monitor the latest developments
regarding COVID-19. Alamo Group is making informed decisions based on substantiated evidence from the World Health Organization, the Center for Disease Control (CDC) in the U.S., and local health departments, and does not rely solely on the media or unsubstantiated reports to determine how the outbreak will impact the workplace. Leadership, Managers and Employees are asked to cooperate with the following directives so that we can all get through the pandemic with minimal disruption. These directives were distributed March 12th and updated March 18th. They are based on
currently available information, and will be updated again as necessary by the leadership team.
Business Travel by Air – all Alamo Group employees must continue to report the destination(s) of any future business travel to their supervisor immediately and until further notice. The supervisor must report the destination(s) to the Unit Company President and the HR representative, so that a pre-planned quarantine may be imposed if it is deemed necessary based on travel alerts.
The following travel directives are immediately effective through April 17, subject to change:
• International Travel – All business travel by air between continents should already have been cancelled or postponed until further notice.
• In-Country / In-Continent Travel – before proceeding with planned business travel by air, discuss with the Unit Company President or the Officer for your Corporate function. Business travel by air should have been banned or restricted unless deemed essential by the Unit Company President or a Corporate Executive Officer.
Personal Travel – Employees are strongly encouraged to weigh their own health, as well as the health of their family, friends, and co-workers before proceeding with travel even on personal time.
• If any employee and/or a member of their household travels outside of their home country, the employee may be required to self-quarantine for 14 full calendars days after their return before reporting to work. The Unit Company President and HR Manager will jointly make this decision
based on facts of each unique situation on a case-by-case basis, and in consideration of any recent travel health notices by the World Health Organization and the U.S. Center for Disease Control.
If an Employee is in Quarantine – If the employee is not working they must utilize their available sick pay and/or vacation pay during the absence, or the time away from work will be without pay. If eligible, the employee may also be placed on FMLA leave for their own illness or to care for a sick family member.
Restricted access to building(s) / plant(s) – if your job responsibilities can be handled from home. This may occur if you need to be self-quarantined, or to limit the number of employees in the building:
• Only with approval of the Unit Company President or Corporate Officer may employees make arrangements to work remotely during the pandemic. Their position must be deemed suitable to remote work during this period, and the necessary technology must be available or arranged.
• If an employee must self-quarantine, whether at the request of their Unit Company President or at their own request, and their position is eligible for remote work, they will be paid as though they are at the work site. If their job is not eligible for remote work, see #3 above regarding pay.
• A limited number of Hourly office employees’ job responsibilities may be eligible for remote work arrangements, but the majority of our hourly jobs on the shop floor will not be eligible due to the equipment used to accomplish the work.
• Your HR representative can provide you the rules regarding remote work and the handout “Technology Support for Remote Work Assignments” if your Unit Company President deems the above bullet points apply to your position.
• Your Manager will coordinate with the Unit Company President and communicate the Work Schedule, Performance Expectations, Equipment and Safety rules to you. All policies and rules must be adhered to during the remote work period.
Meetings and Group Events should be virtual or cancelled (reschedule in the future) – Utilize technology (phone/conference calls and email) to hold “virtual” instead of in-person events for discussions, planning and presentations such as:
• All Training – do not meet in groups; replace with virtual training.
• Group discussions – call your co-worker instead of meeting in person; organizers should provide a dial in so that group discussions can be held from each person at their desk whenever possible instead of gathering in offices and meeting rooms.
• Meals – Break rooms may be closed during this period and employees may be asked to eat in their work area. Co-workers should refrain from group meals and riding in cars together to go eat out.
Restricted access to building(s) / plant(s) –
• Interviewing candidates – Phone interviews and technology such as Skype should be utilized as much as possible to limit candidates from coming to the building until the final interview. When scheduling the final interview, inform each candidate regarding visitor protocols (ex: reschedule if
they have symptoms of cold or flu, wash hands upon arrival, no shaking hands, etc.). Avoid panel interviews so that if the first interviewer observes any symptoms they can excuse the candidate and reschedule the remaining for a later date.
• Visitors and suppliers – All planned visits with suppliers and vendors involving travel should have been cancelled last week and should not be rescheduled until further notice; however these business discussions can be replaced by electronic communications (phone/conference calls and
Note: If approved in advance, an exception to the travel directives or visitor restrictions above might be a customer who insists a salesperson visit them to work through a problem and the sale person is volunteering to go see the customer in person. Exceptions should be rare and you are encouraged to
discuss them with your manager (Group VP, EVP, or Corporate Officer) before approving. There are no exceptions to requests for international travel between continents.
Our policies are not changing at this time – Current paid time policies such as sick and vacation pay remain unchanged; however if an employee must self-quarantine the Manager can waive the requirement for twenty-four hours’ notice to take vacation. Your local Human Resources representative can provide information regarding call-in or attendance procedures established by your unit company.
Employee Preparedness Tips – Communications were provided March 9th and 12th. See your HR representative if you need additional details. PLEASE CONTINUE TO FOLLOW THESE GUIDELINES:
• Know where to get tested if you decide it is necessary. If you are on the Alamo Group U.S. medical plan the COVID-19 test co-pay is waived.
• Know where to find information on COVID-19. Check your local health department for information in your surrounding area.
• Know the signs and symptoms of COVID-19 and how the virus is transmitted.
• AVOID PERSONAL CONTACT WHENEVER POSSIBLE: Do not shake hands; wave and smile instead.
• STAY AT LEAST 6 (SIX) FEET APART – Social Distance yourself to protect yourself, your family and co-workers. Call a co-worker instead of going to
speak with them. Do not participate in any group activities at work or away from work (ex: no group lunches or gatherings to catch up on what happened over the weekend)
• Continue to practice personal protective measures such as using a tissue when opening/closing doors, avoid touching eyes, nose or mouth, eat healthy, exercise, get enough sleep, etc.
• Clean and disinfect frequently touched surfaces daily at work, home, and in your vehicle.
• Employees and family members on the Alamo Group U.S. health plan can use MDLive to seek early medical care (see the flyer and instructions to register); please note that over the past week, waiting time to speak with an MDLive representative has increased due to the volume of calls but it is safer and available at no cost to our U.S. employees.
• Create a back-up plan now in case you have young children and the local schools and/or child care facilities in the area close. If possible, plan for a family member or friend to take care of children who cannot stay home without an adult. If schools and/or child care facilities are closed by the local government and employees who are the primary care giver do not have necessary back-up, the employee may take a leave of absence (FMLA or Personal), and if eligible for sick pay and/or vacation must use those benefits. If not eligible the time will be unpaid.
• Check your state website if you need to file a claim for unemployment benefits due to a loss of work hours related to the pandemic.
• Utilize the Employee Assistance Program (U.S. EAP is Alliance Work Partners) for support with the changes at home and work to manage through these challenging times. See the flyer provided with this update.
Alamo Group will continue to monitor and update our employees on COVID-19 developments as needed. If you have questions, please use the Open Door policy to discuss them with your supervisor, your HR representative or your Unit Company President. We hope your efforts to follow these directives will assist you, your family, friends and co-workers to stay healthy.