Handy-Dandy Employee Handbook

Purpose of this Handbook

Although we will try to answer most of your questions, this handbook cannot anticipate everysituation or answer every question about employment. It is not an employment contract. Neither this handbook, nor any other communication by any management representative, whether oral or written, made at the time of hire during the course of employment, is intended in any way to create an employment contract. Employment remains at-will, which means you retain the right to terminate your employment with CPG at any time for any reason and CPG retains the corresponding right to end the employment relationship at any time for any reason.

In order to retain necessary flexibility in the administration of policies and procedures, CPG reserves the right to change or reverse policies, procedures and benefits described in this handbook, whenever we determine that such action is needed.

What’s in this Handbook?

  • Standard Policies

  • Employee Classification

  • How do I get Paid?

  • Vacation & Time Off

  • Benefit Basics

  • Training Your Body

  • Other Policies

What’s NOT in this handbook?

This handbook is designed as a reference for all the intricate logistics related to your CPG employment. It does not include any references to swingers, ninjas, juice bars, or anything else that describes the true heart and soul of your CPG journey. Our goal of this handbook is to outline all the ways CPG has committed to taking care of you. Read it carefully and ask lots of questions. We know CPG thrives as a community when you are living your best life -- take vacations, swing heavy bells, save for retirement, and keep learning!

- Sean & Grant

Standard Policies

Equal Employment Opportunity Policy

We are an equal opportunity employer. It is our policy to provide equal employment opportunities to all qualified individuals regardless of race, creed, color, religion, sex, sexual orientation, gender identity or expression, national origin, age, disability, genetic predisposition or carrier status, marital status, domestic abuse status, veteran’s status, military status, or any other basis prohibited by federal, state or local law. We will provide reasonable accommodation to employees or applicants with a known protected disability or for an employee’s religious beliefs, provided such accommodation does not cause undue hardship to CPG. 


If you have any questions or concerns about any type of discrimination in the workplace, we encourage you to bring these issues to the immediate attention of your supervisor or to Sean and Grant. You can raise concerns and make reports without fear of reprisal. Your concerns will be investigated, and anyone found to be engaging in any type of unlawful discrimination or harassment will be subject to disciplinary action, up to and including termination of employment.

Policy Against Harassment

CPG is committed to providing a work environment free of unlawful discrimination or harassment and maintains a strict policy prohibiting its employees from engaging in unlawful discriminatory or harassing conduct based on race, creed, color, religion, sex, sexual orientation, gender identity or expression, national origin, age, disability, genetic predisposition or carrier status, marital status, domestic abuse status, veteran’s status, military status, or any other basis prohibited by federal, state or local law.  Any such discrimination or harassment will not be tolerated and can be a basisfor termination or other appropriate disciplinary action.

Unlawful harassment may include actions, words, pictures, or jokes based on an individual’s sex, sexual orientation, gender identity or expression, race, color, religion, national origin, disability, age, veteran status, or other protected characteristic, which is uninvited and unwelcome, and which creates a hostile or offensive work environment which unreasonably interferes with the recipient’s ability to perform his/her job.  Unlike other forms of harassment, sexual harassment may also involve unwelcome sexual advances, requests for sexual favors, or other conduct of asexual nature that is explicitly or implicitly made a condition of employment or which is used as a basis for an employment decision.

Procedure

All employees have the right to set the situation right when they have been the victim of unlawful discrimination or harassment. In order to invoke this right, a complaint must be provided by the employee to any one of the following:

  • Your immediate supervisor

  • Grant Anderson

The complaint must be filed as soon as possible after the occurrence of any incident the employee believes is prohibited. The complaint should include the details of the incident(s), thename(s) of the individual(s) involved, and the name(s) of any witness(es).

Once a complaint is received, CPG will undertake an objective investigation of the allegations.The complaint will be kept as confidential as practical, disclosing it only to the extent necessary to investigate it properly and work out a resolution. This investigation will be completed and a determination regarding the appropriate action to be taken will be made and communicated to the employees involved as soon as possible.  

If CPG determines that unlawful discrimination or harassment has occurred, it will take effective remedial action commensurate with the severity of the offense. Remedial action may include counseling, oral or written warnings, suspension or termination of employment. Appropriate action will also be taken to deter any future discrimination, harassment or retaliation against the complaining employee.

No Retaliation

CPG will not retaliate against any employee for filing a good faith complaint or for cooperating in the investigation of a complaint and will not permit retaliation by anyone employed by CPG against a complaining or cooperating employee.  Any employee found to have committed retaliation will be subject to disciplinary action, up to and including termination.  CPG encourages all employees to report any incident of discrimination or harassment forbidden by this policy immediately so that complaints can be quickly and fairly resolved.

Scope

This Policy applies to all employees, and no employee is exempt from compliance.  It is the responsibility of every employee to maintain fair employment practices at all times and to refrain from unlawful discrimination or harassment.

Other Important Rights & Policies

 Employee Classifications

REGULAR FULL-TIME EMPLOYEES

A full-time employee is, for a calendar month, an employee employed on average at least 30 hours of service per week, or 130 hours of service per month.  

PART-TIME EMPLOYEES

Part-time employees are regularly scheduled to work less than 30 hours per week.

NONEXEMPT EMPLOYEES

Employees who are subject to all provisions of the Fair Labor Standards Act (FLSA) as amended. These employees are paid by the hour and receive overtime pay for hours worked beyond 40 hours in any work week at one and a half times their regular hourly rate.

EXEMPT EMPLOYEES

Salaried executive, professional, administrative, outside sales and some computer professional employees who are excluded from the overtime provisions of the Fair Labor Standards Act (FLSA) as amended.  Exempt employees do not receive overtime pay for hours worked beyond 40 hours in any work week.

 How do I get Paid?

FOR EVERYONE

  • Payroll is processed on the 25th each month and paychecks are direct deposited the following day. Should the 25th fall on a weekend, payroll will be processed on the Friday before the 25th.

  • Applicable federal, state, and local taxes are withheld from employee paychecks directly through Paychex. You can see withholdings by logging into your Paychex account.

  • Direct deposit is set up through our payroll provider, Paychex. A voided check, along with your routing and bank account numbers are needed to establish direct deposit.

  • If you prefer a check instead of direct deposit, checks will be mailed out on the 25th after payroll is processed and sent directly to Chicago Primal Gym, where you can pick up from Sean once it’s in (typically 3-5 business days).

FOR HOURLY EMPLOYEES

  • Hourly employees are paid on the 25th of each month with either a check or a Chase Quickpay. Hourly employees are responsible for tracking their hours each pay period.

BIG TAKEAWAY

Sean is responsible for running profit first allocations every 10th & 25th of every month. Payday occurs right after the allocation on the 25th.

CPG Bonus Plan

GGOB Bonus Plan

All Salaried employees are eligible to participate in the CPG Bonus Plan. New hires during the year are eligible for pro-rated bonus based on the performance of the bonus plan. Here’s how the bonus plan works:

  1. We add up the total base salaries for all bonus-eligible employees

  2. We determine the MAX cumulative bonus payout in the full year (e.g. max bonus is 15% of salary)

  3. We determine what percentage of profit will be bonus-eligible (e.g. half of all profit is bonus eligible)

  4. We stair-step the bonus from 1% of total salaries up to the bonus max % to determine the level of profitability we need to hit at each bonus level

    • See 2019 Bonus Plan here.

  5. Payouts are quarterly and cumulative, 10% in Q1, 20% in Q2 (30% cumulative), 30% in Q3 (60% cumulative), 40% in Q4 (100% cumulative)

    • Payout each quarter equals the cumulative bonus earned less any payments made in previous quarters, that way the team has the opportunity to earn 100% of the cumulative bonus all the way up until the end of the year. In the same way, the team has the opportunity to earn bonus every quarter throughout the year based on year-to-date performance.

Bonus Timing

  • Bonus Plan results are reported on the 10th and 25th after Profit First allocations are made.

  • Bonus Payouts for a given quarter happen by the 10th day of the first month of the following quarter (e.g. Q1 payout happens by April 10th).

Employees Who Join Mid-Year

Full-Time Employees who join mid-year are eligible to participate in CPG’s profit-sharing bonus plan immediately upon their start date, but are not eligible to share in any profit made prior to their start date. Bonuses will be calculated using a pro-rated base annual salary amount, with the following cumulative payout schedule:

  • Join in Q2 - 30% in Q2, 30% in Q3 (60% cumulative), 40% in Q4 (100% cumulative)

  • Join in Q3 - 40% in Q3, 60% in Q4 (100% cumulative)

  • Join in Q4 - 100% in Q4

Vacation & Time Off 

HOW MUCH TIME OFF DO I GET?

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All time off is accrued by calendar year. Employee start year PAST YEAR 1 is determined by rounding to the nearest January.

Days Closed (9): New Years Day, Memorial Day, July 4th, Labor Day, Columbus Day, Thanksgiving, POSSIBLE CPG Retreat, Christmas Day

DEFINITIONS

 Paid Vacation - a request for paid days off beyond your regular 1-2 days off each week. 

Sick Time - time away from the gym to focus on recovering from being SICK!

HOW TO REQUEST TIME OFF

  1. Print & fill out the primal vacation request form

  2. Personally hand your manager the vacation request form.

  3. One your request has been reviewed, you will be notified by email if your dates have been approved and entered on the vacation calendar.

HOW TO HANDLE BEING SICK

  1. Reference your location-specific Coaching Tree to find another Coach to cover your shift(s).

  2. Confirm that coach will cover all hours you are missing.

  3. Call your manager as soon as possible to let them know how much time you’ll miss and who is covering your coaching.

  4. Stay home. Get some rest. Figure out what to get the coach who covered your shift to say thank you :)

VACATION AND TIME OFF GUIDELINES

  • Vacation requests must be at least 2 weeks in advance.

  • Your vacation allotment must be used in the calendar year January 1 - December 31st.

  • If you should use more vacation days than specified throughout the year, those days will be deducted from your last paycheck. 

  • Switching Shifts: You may switch shifts throughout the week (Monday-Friday) But any switch must be a “1 for 1” switch (“I’ll take your Friday morning If you take my Monday morning”). You may also switch any of your Saturday shifts for another coaches Saturday shift.

  • Any missed hours during the week Monday-Friday (not covered by switching shifts) must be covered via vacation days or sick time.

    • ALL switches must be verbally approved with your manager

  • Use it or lose it: Vacation days will not roll over to the next year. You will not be paid for unused vacation days unless you have submitted three or more requests that have been denied. 

  • Work From Home: We understand that occasionally working from home may be advantageous for some positions. Any team member, with a Member Facing position, who wishes to work remotely must get approval from their manager for each instance. Please make your request more than 24 hours in advance. You must have specific approval for each instance. Note, in most cases, working from home should not be an alternative to being at the gym if you are ill. Take a sick day, and get better. Working from home is to be used for specific projects that you can more effectively complete, alone and focused.

Benefit Basics

The following is a summary only, and is subject to change as benefit plans or laws change. At all times, the terms of the official plan documents shall apply.

Medical and Dental Insurance

CPG provides access to Medical and Dental Insurance through United Healthcare. You can see the Summary of Benefits and Coverage here.

  • All full-time employees are immediately eligible to enroll in CPG’s Health Insurance plans.

  • CPG covers 50% of all eligible Employees medical/dental insurance monthly premium.

  • Current cost varies depending on gender, age, health-risk factors, etc.

  • Spouses may be covered in employee’s plan, but CPG does not pay for any portion of spouses insurance cost.

  • Email sean@chicagoprimal.com to get set up with login information for United Healthcare in order to get your coverage established.

Retirement - 401(k) (Voluntary)

CPG provides access to 401k savings plan through Paychex so that you can save pre-tax dollars for retirement.

  • All full-time employees are immediately eligible to enroll in CPG’s retirement plan.

  • Set up your account here.

  • Summary Plan Description here.

  • CPG matches 100% of your contributions for the first 3% of your salary, then 50% of your contributions for the next 2% of your salary, for a total match of 4% of your salary.

  • There is a 6-year vesting period. In the case of departure from CPG, any unvested amounts will be forfeited.

    • Less than 1 year = 0% vested

    • Less than 2 years = 20% vested

    • Less than 3 years = 40% vested

    • Less than 4 years = 60% vested

    • Less than 5 years = 80% vested

    • Less than 6 years = 100% vested

Important

All benefits taken directly from paycheck are pre-tax dollars and reduce overall tax liability.

Partner Benefits

  • CPG partner benefits for CPG services are granted to full-time employees and their partners once the couple is married, engaged or living together for 1 year or more. 

  • Full-time CPG staff and their partners will also be required to sign an agreement stating that they are life partners (not friends, roommates, etc).

  • Partners will receive a free unlimited classes per month membership and will be required to pay full price for all other services and products.

Other important Illinois Employer benefits

Illinois State Paid Family & Medical Leave Benefits

Chicago Primal Gym follows the Illinois Federal FMLA rights. Employees who’re eligible may take up to 12 weeks of leave for serious health conditions, bonding with a new child, or preparation for a family member’s military service; more leave is available for employees who need to care for a family member who was seriously injured on active military duty.

How do I know if I’m covered? Employees are eligible for FMLA leave if:

  • they have worked for the company for at least a year

  • they worked at least 1,250 hours during the previous year, and

  • they work at a location with at least 50 employees within a 75-mile radius

Reasons for Leave

FMLA leave is available if an employee needs time off to:

  • recuperate from a  serious health condition

  • care for a family member with a serious health condition

  • bond with a new child

  • handle qualifying exigencies arising out of a family member’s military service, or

  • care for a family member who suffered a serious injury during active duty in the military. 

How much leave is available?

Illinois employees may take up to 12 weeks of leave in a 12-month period for a serious health condition, bonding with a new child, or qualifying exigencies. This leave is available every 12 months.

Employees may take up to 26 weeks of leave in a single 12-month period for military caregiver leave. However, this is a per-injury, per-service member entitlement. Unless the same family member is injured again, or another family member suffers an injury while on active duty, an employee may not take additional leave for this purpose.

Leave and Reinstatement Rights

Employees are entitled to continue their health insurance while on leave, at the same cost they must pay while working. FMLA leave is unpaid, but CPG employees are allowed to use their accrued paid leave during FMLA leave.

When an employee’s FMLA leave ends, the employee is entitled to be reinstated to the same or an equivalent position.

Illinois Military Family Leave

CPG allows eligible employees to take up to 15 days of unpaid leave to spend time with a spouse or child while that person’s federal or state deployment orders are in effect.

Illinois Domestic Violence Leave

CPG allows eligible employees who are victims of domestic or sexual violence, or who have a family or household member who is a victim of domestic or sexual violence, to take up to 12 weeks of unpaid leave in a 12-month period to:

  • seek medical treatment

  • obtain services from a victim services organization

  • get counseling

  • engage in safety planning, relocate, or otherwise take steps to increase the victim’s safety, or

  • seek legal assistance or remedies

All information on Illinois FMLA rights are outlined in this legal article.

Employee Confidentiality, Noncompete, and Non-solicitation Agreements

TRAINING YOUR BODY 

WHEN CAN I WORKOUT AT CPG?

  • Weekly staff training time at CPG’s happens from 12:15-1:30

  • You may also train during a class hour that is outside of your daily shift

*Training at CPG is only appropriate as long as employees are consistently fulfilling their work responsibilities

*Training Your Body Benefits are at the discretion of CPG and availability

Social Media and Online Personal Communication 

The use of social media, including but not limited to, blogs, Facebook, Twitter, Instagram, SnapChat, and LinkedIn, has become a common activity for everyone. CPG takes no position on your decision to participate on a social media website.


While we respect the rights and interests of employees to utilize the internet in their personal time, employees’ must not use social media to:

  • Harass or otherwise discriminate against employees or customers

  • Make defamatory statements about CPG or its services, products, employees or customers

  • Disclose proprietary, privileged or confidential information, including sensitive financial information

  • Disparage CPG’s customers, products or services

You also may not represent your views or opinions as those of CPG when engaging in social media or online personal communications. 

If you are found to have violated the CPG’s social media and online personal communication policy, you may be subject to discipline up to and including termination.  Postings subject to this policy shall not be restricted to written postings but include all content, including but not limited to, photographs or videos that may be placed on the internet.  


Nothing within this policy shall be construed to improperly restrict the right to engage in lawful recreational activities away from work, the right to discuss wages, hours, and/or other working conditions, or other rights protected by law.