EMPLOYEE HANDBOOK

1 July 2021
Message from the CEO
It is a pleasure to welcome all new employees to our company. At Westland Insurance, we
have a high standard of excellence and we are committed to making your job challenging and
rewarding. Our commitment to excellence has been the driver of our success.
Your energy, intelligence, and enthusiasm will make us a better and stronger company.
This Handbook is provided for your personal use and reference and as a summary of the
company's current policies, work rules and benefits.
Please take some time to read the entire Handbook so you will have a complete understanding
of the material covered.
If you have any questions relating to the material presented please ask your Manager.
Sincerely,
Jason Wubs
Jason Wubs, B.A, M.B.A
Chief Executive Officer

2 July 2021
Table of Contents
Acknowledgment of Receipt of Employee Handbook .................................................................. 6
SECTION 1 ................................................................................................................................... 7
INTRODUCTION ........................................................................................................................ 7
1.1 Changes in Policy.............................................................................................................. 7
SECTION 2 ................................................................................................................................... 8
ABOUT WESTLAND .................................................................................................................. 8
2.1 Westland Insurance Vision ............................................................................................... 8
2.2 Westland Insurance Mission ............................................................................................. 8
2.3 The Westland Brand.......................................................................................................... 8
2.4 Westland Objectives and Philosophy ................................................................................ 8
2.5 Errors and Omissions ........................................................................................................ 8
SECTION 3 ................................................................................................................................... 9
WORKING AT WESTLAND ...................................................................................................... 9
3.1 Employment Applications ................................................................................................. 9
3.2 Recruitment and Selection ................................................................................................ 9
3.3 Employee Referral Program ............................................................................................ 10
3.4 Making a Difference Program ......................................................................................... 12
3.5 Equal Opportunity Employer .......................................................................................... 13
3.6 Relationships in the Workplace ...................................................................................... 13
3.7 Non-Solicitation / Confidentiality ................................................................................... 14
3.8 Probationary Period for New Employees ........................................................................ 15
3.9 Job Duties / Title ............................................................................................................. 15
3.10 Employee Files ................................................................................................................ 15
3.11 Personal Data Changes .................................................................................................... 16
3.12 Privacy Policy ................................................................................................................. 16
3.13 Authorization to Work in Canada ................................................................................... 16
3.14 Employee Performance Review ...................................................................................... 17
3.15 Tenure of Employment ................................................................................................... 17
3.16 Employee References ...................................................................................................... 18
3.17 Workers’ Compensation Insurance ................................................................................. 18

3 July 2021
 Leave related to a Workplace Injury: ...................................................................................... 18
3.18 Safety .............................................................................................................................. 19
3.19 Smoking .......................................................................................................................... 19
3.20 Expense Reimbursement ................................................................................................. 19
3.21 Managing Unsatisfactory Performance ........................................................................... 20
SECTION 4 ................................................................................................................................. 21
WESTLAND CONDUCT .......................................................................................................... 21
4.1 Standards of Conduct ...................................................................................................... 21
4.2 Social Media Policy ........................................................................................................ 22
4.3 Media Relations .............................................................................................................. 23
4.4 Gifts and Entertainment .................................................................................................. 24
4.5 Conflict of Interest .......................................................................................................... 26
4.6 Anti-bribery ..................................................................................................................... 28
4.7 Anti-Bullying, Harassment, and Workplace Violence Policy......................................... 30
4.8 Personal Appearance ....................................................................................................... 34
4.9 Attendance /Punctuality .................................................................................................. 34
Sick / Care Days ...................................................................................................................... 35
4.10 Electronic Equipment ...................................................................................................... 36
4.11 Substance Abuse ............................................................................................................. 37
4.12 Personal Property at Work .............................................................................................. 38
4.13 Security ........................................................................................................................... 38
4.14 Company Functions ........................................................................................................ 38
SECTION 5 ................................................................................................................................. 38
GETTING PAID AT WESTLAND ............................................................................................ 38
5.1 Timekeeping and Overtime ............................................................................................. 38
5.2 Paydays ........................................................................................................................... 39
5.3 Payroll Deductions .......................................................................................................... 39
5.4 Work Hours ..................................................................................................................... 39
5.5 Meal Break ...................................................................................................................... 40
5.6 Vacation .......................................................................................................................... 40
5.7 Statutory Holidays........................................................................................................... 42

4 July 2021
5.8 Bereavement Leave ......................................................................................................... 43
5.9 Maternity and Parental Leave ......................................................................................... 44
5.10 Compassionate Care Leave ............................................................................................. 45
5.11 Jury Leave ....................................................................................................................... 45
5.12 Witness Leave ................................................................................................................. 45
5.13 Voting Leave ................................................................................................................... 46
5.14 Unpaid Personal Leave of Absence ................................................................................ 46
SECTION 6 ................................................................................................................................. 47
BENEFITS OF WORKING AT WESTLAND .......................................................................... 47
6.1 Group Employee Benefits ............................................................................................... 47
6.2 Short-Term Disability Program....................................................................................... 47
6.3 Long Term Disability Plan .............................................................................................. 48
6.4 Benefits while on Leave .................................................................................................. 48
6.5 Group Registered Retirement Plan.................................................................................. 49
6.6 Learning and Development ............................................................................................. 51
6.7 Personal Habitation Insurance Discount ......................................................................... 52
6.8 HP Computer Discount ................................................................................................... 52
6.9 TELUS Friends and Family Discount ............................................................................. 52
6.11 Long Service Program..................................................................................................... 52
6.12 Scholarship Program ....................................................................................................... 53

5 July 2021
Acknowledgment of Receipt of Employee Handbook

The Employee Handbook describes important information about Westland Insurance and I
understand that I should consult my manager regarding any questions not answered in the
Employee Handbook.
Since the information, policies, and benefits described here are subject to change, I
acknowledge that revisions to the Employee Handbook may occur. All such changes will be
communicated through official notices. I understand that revised information may supersede,
modify, or eliminate existing policies.
I acknowledge that this Employee Handbook is not a contract of employment, nor is it a legal
agreement. The Employee Handbook does not provide me with any special rights or
guarantees of continued employment. Further, I acknowledge that the purpose of this
Employee Handbook is to assist in describing the policies and expectations of my relationship
with Westland Insurance; it is not to be read inconsistently, nor override or supersede any
agreement or contract I have entered into with Westland Insurance or any of its affiliates.
I have received the Employee Handbook and I agree that I have read and am familiar with its
contents and that I am required to comply with those policies. Further, I agree that I will read
and become familiar with any amendments, or revisions, made to the Employee Handbook.

Employee’s Name (printed):_________________________________

Employee’s Signature: __________________ Date: ___________

Note: Please make a copy of this page for your manager for filing in your personnel file.

6 July 2021
SECTION 1
INTRODUCTION
This Handbook is designed to acquaint employees with Westland Insurance and provide
information about working conditions, benefits, and policies affecting employment.
This Employee Handbook contains employment policies and practices of Westland Insurance
(the “Company”) in effect at the time of publication. The purpose of this Handbook is to help
you find answers to some of the basic questions regarding your employment. These policies
are meant to:

• Develop a common understanding of the policies, procedures and benefits

• Ensure consistent treatment of employees

• Establish and maintain a harmonious working environment

• Assist employees to interact effectively, encouraging collaboration on activities that

promote Westland’s business objectives
• Identify Westland’s purpose and directive in a positive way.
You are responsible for reading, understanding, and complying with the provisions of this
Handbook. Our objective is to provide you with a work environment that is constructive to
both personal and professional growth. Should you require assistance in understanding any
parts of the handbook, please speak to your manager.
1.1 Changes in Policy
Westland Insurance employment policies are subject to change so they may remain aligned
with all applicable laws and regulations. The most current version of the Employee Handbook
or amendments to the Employee Handbook will supersede all previous inconsistent versions
and amendments of the Employee Handbook that may have been issued from time to time
and will be kept on Westland Web, our Company intranet.
Our business and our organization is subject to change, therefore we reserve the right to
interpret, change, suspend, cancel, or dispute, with or without notice, all or any part of our
policies, procedures, and benefits at any time. It is our responsibility to ensure that all
employees are notified of these changes. Westland Insurance will provide the employee with
notice of the effective date of the changes.
If you are uncertain about any policy or procedure, speak with your direct manager who will
provide you with the current policies and procedures.

7 July 2021
SECTION 2
ABOUT WESTLAND
2.1 Westland Insurance Vision
To be the broker of choice in every community we serve.

2.2 Westland Insurance Mission

We will have the major market share in every community we serve by exceeding customer
expectations and providing best value.
Our staff will be known as the most courteous and knowledgeable in the industry. As we
succeed, we will continue to expand to serve new markets and communities.

2.3 The Westland Brand

The foundation of Westland’s sustainable competitive advantage is our people, our knowledge
network, and our ability to leverage information technology.
Our People: their knowledge and professionalism, and their ability to ‘change’.
Our Knowledge Network: the knowledge of our employees and their ability to transfer it
throughout the organization.
Leveraging Information Technology: our ability to leverage information technology to better
serve our customers, communicate with each other and realize operating efficiencies.

2.4 Westland Objectives and Philosophy

Westland, naturally enough, seeks to earn a profit. The company aims for continued growth
and profitability and achieves these goals through the excellence of its service to clients.
Quality of service depends largely on the attitudes and performance of individual employees.
It is the Company's responsibility to encourage employees to meet the highest standards of
performance. Management seeks to do this by providing opportunities for careers that are
both personally and financially rewarding; by recognizing above-average performance and
providing a good working environment.
We must all remember our obligations to our clients. We will keep their confidence only if we
put their interest first and only if we continue to enjoy the respect and trust of the many
insurance companies and other financial institutions with whom we deal.

2.5 Errors and Omissions

Insurance is a complex and fast-changing business. Our clients, whether corporations,
organizations, or individuals, come to us because they lack the knowledge, experience, and
resources to solve their insurance problems by themselves. They rely on us in the same way
that we, as individuals, rely on our doctor, dentists, and lawyer. If we fail to give them good

8 July 2021
advice, or if we fail to take prompt and correct action to protect them, we may be held liable
for any losses they suffer.
Westland has established procedures to prevent errors and omissions. Every employee must
be familiar with the procedures that apply to his or her work. They must be followed to the
letter at all times.

SECTION 3
WORKING AT WESTLAND
3.1 Employment Applications
We rely upon the accuracy of information presented throughout the hiring process and
employment. Any misrepresentations, falsifications, or material omissions in any of this
information or data may result in exclusion of the individual from further consideration for
employment or, if the person has been hired, the employee may be subject to disciplinary
action.
Where deemed necessary and appropriate, Westland Insurance may conduct background
checks on new employees. These checks may include, but are not limited to, Criminal, Credit
and Reference checks. Any checks will be done in line with current Privacy legislation and with
the consent of the individual.

3.2 Recruitment and Selection

Westland Insurance is committed to hiring the most qualified people in terms of attitude, skills
and ability to meet our needs in a fair, equitable and consistent manner.
Job Advertising: External Job ads may be placed on employment websites and on other
agencies and publications that are deemed appropriate for the position.

Internal Recruitment:
To apply for a posted internal career opportunity:

• Speak with your manager in advance of submitting your application and indicate that
you are interested in exploring a new career opportunity.
• To be eligible to apply, you must have completed your probationary period and be in
good standing. It is recommended that you work at your current branch or in your
current position for a minimum of 12 months; however, exceptions may be
considered.
• Prepare a resume that outlines your experience.
• A cover letter is optional; however this can be a tool that allows you to highlight to the
hiring manager the key reasons that you are interested in the opportunity and the
contribution you would make if selected.
• Apply directly with your resume on the internal careers site.

9 July 2021
 • Applicants whose qualifications match the minimum requirements of the position will
be interviewed by the appropriate Manager. Additional Managers or interviews may
be involved in the recruitment for certain positions.

3.3 Employee Referral Program

Why does Westland need an Employee Referral Program?
As Westland moves forward with growth and a renewed focus on what is imperative to our
business, there will be more opportunities to join our team. An employee referral program is
an efficient way to find and hire the best talent from our employees’ network, while at the
same time, reward our employees.
We value your contribution in making Westland a great place to work and encourage our
employees to refer former colleagues, friends, family and acquaintances that have the
required experience and skills, will make a positive impact and are aligned with the culture of
our organization.
What is the referral bonus payout and who is eligible to participate?
Bonus Amount Role
$500 Entry level up to and including Assistant Manager
$1000 Manager and Director
$1500 VP level and above
For successfully referring someone to a part time (minimum 21 hours per week) position the bonus
would be half of the amount stated above.

When do I receive the reward payout?

A referral bonus will be paid on the first payroll cycle after the successful candidate has
successfully passed their probationary period with Westland and the referring employee must
be actively employed at the time of the referral bonus payment.
Note: Any employee that is eligible for a referral bonus who is currently on a leave of absence
will receive the referral payout upon their return to work.
Eligibility to participate:
An employee may be eligible to receive the referral bonus if she/he refers an eligible applicant
for a full time or part time position; excluding casual and contract positions
All applicants are eligible except for those that are:

• Former employees that have been out of the company’s employ for less than 12
months
• Current employee, contractor or consultant engaged directly or through a third party
• An applicant that has applied directly or through a third party within the last 12
months
• An applicant that has been identified through company recruiting activities such as job
fairs, campus recruiting, etc.

10 July 2021
Who is ineligible to participate?
• Any employee working within People & Performance
• Consultants
• The hiring manager for the position
• Any manager that has a span of control for the position being filled
• Executives (e.g., CEO, CFO, SVP’s, VP’s)
How do I participate?
To be eligible for referral payouts, employees are required to submit the resume to:
[email protected]
• Provide the full name of the applicant you are referring
• A detailed explanation of the candidate’s suitability for the position
• Attach the applicant’s resume and cover letter if applicable
• Clearly identify the position and the branch/office location for which you are referring
the applicant
• If there is no current vacancy that is suitable for the applicant, please specify in the
email that this is a “general referral for future opportunities”
Is the referral bonus subject to payroll deductions?
Referral bonuses are subject to all statutory deductions.
Guidelines
• Referrals are effective for a period of 12 months

• Referrals cannot be made retroactively

• In the event that more than one (1) employee refers the same individual, the earlier
referral will be deemed eligible for the bonus. At the discretion of the employee that
made the earlier referral the bonus can be split with the other employee(s) that
referred the same individual
• In order to maintain the spirit and integrity of the Employee Referral Program the
referral should be someone you know professionally/personally and that you are
willing to “sponsor”. Pulling names from an association directory or gathering business
cards randomly at an event is not accepted. Employees must be able to provide a
resume for the individual being referred and have consent of the individual to refer
them
• All referrals should meet minimum qualifications
• Employees must clearly identify the applicant they are referring prior to the individual
being interviewed

11 July 2021
3.4 Making a Difference Program
Program Objective
To provide recognition to employees who deliver outstanding performance, service, ideas or
foster collaboration levels that exceed expectations.
Eligibility
All employees (except Directors and above, and Contract Employees) are eligible to be
nominated.
Criteria for Nomination
The following are examples of achievements that are eligible for consideration:
• Client Service: An employee provided outstanding client service that resulted in a
client sending a letter or email to describe their positive experience.

• Innovation: An employee demonstrated innovative thinking by suggesting a new idea

or process resulting in a positive impact through improved efficiency, etc.
• Initiative: An employee managed a difficult situation to achieve an impressive result.
• Collaboration: Expectations were exceeded through high levels of individual effort or
fostering fun ideas for collaborative teamwork.
Nomination Process
The nominator completes this form and sends the form via email to:
[email protected]
Please provide specific examples and outline the positive impact(s) of the contributions
described in the examples. Nominations should include how the contribution exceeded the
normal expectations of the
individual’s role. Nominations that do not provide enough information will be sent back to the
nominator to provide additional context and re-submit.
Selection Process
A team of managers will serve as the selection committee with representation from various
departments. This team will evaluate the nominations on a monthly basis and select recipients
for each award tier based on the content of the nomination. Nominations will be evaluated
based on a number of factors, including the level of impact of the contribution.
The award tiers are:
Gold (up to 5 winners per month): $150 Guusto
Gift Card Silver: $50 Guusto Gift Card
Bronze: $25 Guusto Gift Card
12 July 2021
We appreciate all nominations that we received. However, should a nomination not be chosen
for an award, the selection committee will ask the nominator to reach out to their manager for
guidance on future nominations.
Nominators of individuals who are selected to receive an award will be notified via email,
along with the employee’s direct manager and/or leaders of that department. The nominee’s
Manager and/or Executive Leader will be asked to reach out to the winner to share the great
news. The winners will then receive an email with access to their online gift card.
Communication
We will select up to 5 Gold level winners on a monthly basis. Gold level winners will be
announced in a monthly email communication highlighting their contributions. Winners will be
acknowledged through various channels – intranet, email, social media and receive a gift card
in the value of $150 through Guusto. Guusto is an online website that allows you to redeem
your digital gift card at any of their partner merchants. We will announce the winners from the
month of June at the beginning of July.
Thank you to everyone for your continued efforts in supporting each other, our clients and the
organization. Let’s Make a Difference!

3.5 Equal Opportunity Employer

In order to provide equal employment and advancement opportunities to all individuals,
employment decisions at Westland Insurance will be based on merit, qualifications, and
abilities. Westland Insurance will not provide employment opportunities or make decisions
based on the individual’s race, colour, ancestry, political belief, sex, sexual orientation, gender
identity or expression, place of origin, religion, citizenship, creed, age, marital or family status,
physical or mental disability, criminal or summary conviction offence unrelated to a person’s
employment or intended employment.
As Westland Insurance is an equal opportunity employer, it prides itself on making reasonable
accommodations for qualified individuals with known disabilities unless to do so would result
in an undue hardship. This policy governs all aspects of employment, including job selection,
job assignment, compensation, discipline, and access to benefits and training
Employees who may have questions or concerns about discrimination in the workplace are
encouraged to bring these issues to the attention of their manager. Westland Insurance
ensures that employees are able to raise concerns and make reports without fear of reprisal.
Anyone found to be engaging in unlawful discrimination will be subject to disciplinary action.

3.6 Relationships in the Workplace

Westland Insurance takes pride in being a family-based organization. As we continue to grow
and add new employees, and promote internal employees to new positions, we appreciate the
value family brings to our business. We also respect that relationships between employees
may be perceived to present a conflict of interest and not in the best interest of Westland

13 July 2021
Insurance. In order to maintain objectivity and positive work relationships, changes to job
duties or reporting structures may be required. An employee cannot be directly supervised by
a relative.
For the purposes of this policy, the definition of “relatives” includes:

• personal relationships - married couples or couples in a dating relationship or

common-law couples (including same-sex couples).

• all members of the immediate family including: mother, father, brother, sister, child,
grand-child, step-children, step-mother, step-father, step-brother, step-sister, mother-
in-law, father-in-law, brother-in-law, sister-in-law, son-in-law, daughter-in-law, also
includes any relative permanently residing in the employee’s household or with whom
the employee resides.

Employees are expected to advise their manager of relatives and personal relationships within
the Company, to allow for an open discussion regarding expectations and challenges. Any
discussions regarding employment conditions or performance will be held in confidence, with
employees directly.

3.7 Non-Solicitation / Confidentiality

The protection of confidential business information and trade secrets is vital to the interests
and success of Westland Insurance as well as the clients/customers of Westland Insurance.
Such confidential information includes, but is not limited to, the following examples:
• Financial information,

• Proprietary information,
• Personnel/Payroll records, and
• Information about our clients and / or their business.
As part of the Employment Agreement when hired, employees commit to adhering to
Confidentiality terms and conditions.
Non-Solicitation
During your employment with Westland and termination of your employment with the
Company, directly or indirectly, you will not:
(a) solicit general insurance business from any of the Company’s customers or clientele
with whom you had material business contact in the twelve (12) month period prior to the
termination of your employment to transfer their business with the Company to any other
person or entity; or
(b) entice or induce any employee who reported to or worked with you within the twelve
(12) month period prior to the termination of your employment to leave the Company's

14 July 2021
employment and accept employment with or provide services to any person or entity that is
engaged in a similar business to that of the Company.

3.8 Probationary Period for New Employees

The probationary period for all employees will last for 3 months from date of hire, unless
otherwise provided in writing. During this time, employees have the opportunity to evaluate
our Company as a place to work and the Company has its first opportunity to evaluate the
employee. During this probationary period, both the employee and the Company have the
right to end the employment relationship without providing notice.
During the probationary period, if Westland Insurance, in its sole discretion, determines that
for any reason you are unsuitable for the position for which you were hired it may decide to
terminate your employment. If your employment is terminated during the probationary
period, the Company will have no further obligation to you with respect to the termination of
your employment, including without limitation the payment of severance pay or damages.

3.9 Job Duties / Title

Your manager will explain your job responsibilities and the performance standards expected of
you. Due to the changing needs of our clients and business, please be aware that your job
responsibilities and requirements may change and be updated from time to time during your
employment. At any time, you may be asked to work on special projects or to assist with other
work necessary or important to the operation of your department or the Company.
As Westland grows and the needs of the business change, there may be a need to adjust and
change Job titles. Westland will provide advance notice and as appropriate, seek input from
employees with regards to these changes.

3.10 Employee Files

The Personal Information Protection Act regulates the way private sector organizations within
Canada collect, use, keep, secure and disclose personal information. “Personal Information”
means all information about an identifiable individual. Westland Insurance recognizes the
importance of privacy and recognizes the sensitivity of personal information received by us in
the course of our business and has made arrangements to secure against the unauthorized
access, collection, use disclosure, copying, modification, and disposal of personal information.
Personnel files are the property of Westland Insurance, and access to the information is
restricted. Management personnel of Westland Insurance who have a legitimate reason to
review the file are allowed to do so.
Employees who wish to review their own file may review his/her personnel file in Westland’s
office and in the presence of their manager.

15 July 2021
3.11 Personal Data Changes
It is the responsibility of each employee to promptly update in Dayforce any changes in
personal data such as:

• Mailing address,
• Telephone numbers (home and mobile),
• Individuals to be contacted in the event of an emergency, and
• Family status changes.
An employee’s personal data should be accurate and current at all times.
Insurance License: It is the employee’s responsibility to update or renew their insurance
license annually. Westland will send a reminder each year but expects that employees will
submit all necessary documents subject to council deadlines.

3.12 Privacy Policy

Westland Insurance is committed to the protection of personal information. As such,
Westland collects personal information by reasonable, lawfully permitted means and we limit
the collection, use and disclosure of personal information to that which is reasonably
necessary. We will not use or disclose personal information for any purpose other than those
for which it was collected. Where an additional use or disclosure is necessary, Westland will
notify the employee unless such notice is not required or permitted by law. We retain
personal information as reasonably necessary to fulfill the purpose for which it was collected
or as required by law.
Westland will take appropriate security measures to protect your personal information against
theft, loss, unauthorized access or disclosure, improper use, alteration, or destruction.
Questions or concerns regarding privacy procedures or Westland’s compliance may be
directed to the Privacy Officer as follows:
Veronica Mustoe, Director, Privacy and Security
Unit 200 – 2121 160th St.
Surrey, B.C. V3S 9N6
Telephone: (778) 554-4685
Email: [email protected]
More details can be found here.

3.13 Authorization to Work in Canada

All employees or potential employees of Westland Insurance must be legally entitled to work
in Canada. Employees may be required to provide documentation that outlines the details of
their employment status.

16 July 2021
3.14 Employee Performance Review
Westland Insurance may conduct performance reviews and planning sessions with all
employees. Managers may conduct informal performance reviews and planning sessions as
often as is deemed necessary.
The Performance Review program helps you to achieve two objectives. It provides direction in
your work while it supports your attainment of developmental goals. The two main
components of the program are the formal review and the periodic informal discussions.
Periodically, you and your Manager will have a formal meeting to discuss your performance.
You will focus on three subjects:
1) Expectations of your performance
2) Actual performance
3) Developmental needs, including an action plan for the coming year
During the review, you and your Manager will use an appraisal form to document your
performance and specify expectations. While the form provides an agenda for the interview, it
does not substitute for an in-depth discussion of the many matters relevant to your career.
Performance evaluations may include, but are not limited to, factors such as the quality and
quantity of work performed, knowledge of the job, initiative, work attitude and attitude
toward others. The performance evaluation should help employees become aware of their
progress, areas for improvement and objectives or goals for future work performance. Positive
performance evaluations do not guarantee increases in salary or promotions. Salary increases
and promotions are solely within the discretion of the Company and depend upon many
factors in addition to performance. After any performance review, employees may be required
to sign the evaluation report simply to acknowledge that it has been presented and discussed
with the manager, and the employee is aware of its contents.
RELATED FORM: Performance Review form
Check-in Review form

3.15 Tenure of Employment

Westland Insurance does not guarantee any tenure of employment. Its policies reflect the fair
and equitable treatment of all employees during their service of employment. Westland
recognizes that neither the employee nor the Company is obligated to undertake a specific
term of employment; however, the Company hopes that all of its employees will find their
work professionally and personally rewarding.
You enter into employment voluntarily, and you are free to resign at any time for any reason
or no reason. In order to maintain good standing with Westland Insurance and continued
positive relationship, an employee who wishes to voluntarily terminate his or her employment
with Westland Insurance must provide their manager with written notice of their intentions at

17 July 2021
least two (2) weeks prior to their proposed last day of work. An employee resigning from a
more senior position is to give advanced written notice in accordance with their job
responsibilities and employment agreement.
The Company may choose to terminate an employee who has completed their probationary
period for a reason other than just cause by providing that employee with written notice of
termination - which may include working notice, payment in lieu of notice, or a combination of
written notice of termination and payment in lieu of such notice in accordance with provincial
Employment Standards and their employment agreement.
An employee’s employment with the Company may be terminated without notice for just
cause or for reasons which constitute just cause under the laws of the province of their
employment. An employee who is dismissed for just cause will not receive notice of
termination or compensation on termination.
All Company owned property (credit cards, keys, phones, etc.) must be returned immediately
upon termination or resignation of employment.

3.16 Employee References

Westland’s policy as to references for employees who have left the Company is to disclose the
dates of employment and the title of the last position held.

3.17 Workers’ Compensation Insurance

It is the responsibility of every employee to ensure they take reasonable care to protect
themselves and the health and safety of others who may be affected by their acts or omissions
at work. Employees are expected to familiarize themselves and comply with company Safety
policies, as well as the provincial workers compensation acts and regulations, or any applicable
orders set forth by their provincial health and safety authorities (where applicable).
Workers' Compensation Insurance is provided and paid for by the Company. The purpose of
this coverage is to assure every employee who becomes injured while performing their job will
have their medical expenses paid, and that they will continue to receive a portion of their
salary until they are able to return to work.
Leave related to a Workplace Injury:
Should an employee require leave due to a workplace injury, Westland Insurance will
accommodate the leave, and associated rehabilitation efforts. While on Leave, employees will
continue to accrue length of service with the Company for benefits associated with their
length of service. It is important to keep in contact with your manager regularly during your
leave, and to give prompt notice if there is any change in your return date. Employees on an
extended leave (more than 2 weeks) due to a workplace injury are required to contact their
Manager by phone on a weekly basis. If your leave expires and you have not contacted your
manager, it may be assumed that you do not plan to return and that you have terminated your
employment.

18 July 2021
3.18 Safety
Each employee is required to obey safety rules and exercise caution and common sense in all
work activities and at all work locations. All employees are expected to consistently
demonstrate safe behavior that is in accordance with provincial regulations and standards.
Any employee who is injured while performing his/ her job or on the Company premises, no
matter how slight, must immediately notify their Manager, a First Aid Attendant, a member
of the OH&S Committee or any other Management employee if their Manager is
unavailable.
In accordance with Provincial Occupational Health and Safety Regulations, all employees have
the right to refuse unsafe work. They must immediately report any unsafe conditions, whether
they relate to themselves or coworkers, to their Manager or any other Westland Insurance
Manager. Employees who violate safety standards, cause hazardous or dangerous situations,
or fail to report, or where appropriate, remedy such situations, may be subject to disciplinary
action. Every employee has the authority and responsibility to stop and report any unsafe acts
they may see.
In the case of a customer incident that results in injury / damage, regardless of how
insignificant the injury may appear, employees should notify their Manager.
Related Forms and Policies: Occupational Health and Safety Program

3.19 Smoking
Smoking is not permitted in the workplace and is limited to the designated area onsite in
accordance with local by-laws, Provincial WCB or Occupational Health and Safety Regulations.
It is against our policy to smoke, or use any other tobacco product including chewing tobacco,
vapour cigarettes, etc.:
• Inside any building;

• Within 3 meters of an entrance or exit to a building;

• In areas where fire is a risk; or
• Within view of customers.

3.20 Expense Reimbursement

Expenses incurred by an employee must have prior approval by a manager. The
reimbursement request will be processed and submitted through the SAP Concur Expense
System.
Expense Accounts are intended to accomplish Westland’s objectives and are not to be
considered as an income supplement. All expenses must have a legitimate business purpose
to be eligible for reimbursement. Employees must use their best judgement to choose cost-
effective options for business expenses.
Meals are not to be expensed unless at least one of the following is applicable:
19 July 2021
 a) Travelling outside your base location;
b) During an association luncheon or dinner;
c) Hosting a legitimate client, defined as someone who purchases or specifies or
regulates the use of our product;
d) Approved by manager.
Travel: in choice of driving or flying, employees are encouraged to balance good use of time
with cost of travel. If possible, book lower cost, advanced fares. Westland does not pay for
business or first-class travel, or for spousal travel.
Where a Westland Insurance employee is required to use their personal vehicle to conduct
Westland Insurance business, the Company may agree to reimburse the employee on a basis
of a mileage charge as outlined by the CRA ($0.59/km for the first 5,000km driven in a year,
and $0.53/km thereafter). Any traffic / parking violation tickets are the responsibility of the
employee.
Expenses are to be completed by the employee and submitted online through the SAP Concur
Expense System with relevant dates, amounts, customers, etc. All expenses submitted must
be supported by a receipt except for cash items such as parking meters. GST numbers must be
indicated on vendor receipts and credit card receipts are generally not acceptable in lieu of the
vendor receipt. Personal and business mileage must be indicated for tax purposes and mileage
logs attached to the expense report.
When claiming for meal reimbursement, both the credit card and detailed restaurant receipts
must be included. Reports must be filed monthly, before the 10th of each month.

3.21 Managing Unsatisfactory Performance

Westland Insurance recognizes that fair and constructive disciplinary guidelines need to be in
place in order to encourage and support appropriate behaviour and performance in the
workplace. It is the responsibility of both employees and their managers to ensure
appropriate performance occurs. Every effort must be made to ensure performance
procedures are in place, are followed, and training/coaching is available to improve
performance problems.
The consequences of inadequate performance must be clear to both employee and manager.
If lack of performance will result in termination, this is to be made clear, just as what
constitutes inadequate performance should be made clear. All warnings given to the employee
must be properly documented in writing (including verbal warnings) and copied to the
employee’s personnel file.

20 July 2021
SECTION 4
WESTLAND CONDUCT
4.1 Standards of Conduct
Westland Insurance is committed to operating in accordance with the highest standards of
business ethics and to meeting the requirements of all laws and regulations pertaining to its
activities.
Every employee acting on behalf of and representing Westland Insurance is expected to act
responsibly and in a positive manner which will reflect Westland Insurance's dedication to
honesty, integrity and reliability, and enhance Westland Insurance's reputation for faithful
performance of its obligations.
While not intended to list all the forms of behavior that are considered unacceptable in the
workplace, the following are examples of rule infractions or misconduct that may result in
disciplinary action, up to and including termination.
• Failure to maintain a satisfactory attendance record.

• Unauthorized absence, tardiness, or leaving work without permission.

• Using threatening or abusive language, intimidating, coercing, or interfering with
fellow employees at their work.
• Insubordination or refusal to perform assigned duties.
• Performing your job in a careless, incompetent, negligent or unsatisfactory manner.
• Any act of theft, pilferage, fraud, forgery, or other dishonesty.
• Falsification of any company records including, but not limited to, your timecard, claim
for insurance benefits, application for employment, or other misconduct.
• Sleeping, loafing, fighting, or gambling on company premises.
• Managers must use discretion and be responsible for controlling games for
recreational purposes (i.e. sports pools)

• Possession or use of alcoholic beverages, psychoactive drugs or illegal drugs on

company property or appearing for work under the influence of alcohol or drugs.
• Release of confidential information as specified in Westland’s Employee Handbook.
• Making disparaging comments about the company or an employee on public social
media platforms.
• Theft or unauthorized removal of property from the company, fellow employees,
customers, or anyone on company property.
• Visitors to the office are discouraged.

21 July 2021
 • Personal telephone calls should be kept brief and placing personal long distance calls
on company property is not permitted.
• Personal cell phones are not to be used while working on behalf of Westland. They
are intended for emergency use only while working.

4.2 Social Media Policy

As an active member of the business community, Westland Insurance Group Ltd. (‘Westland’
or ‘the Company’) realizes the value and importance of social media for business promotion
and practices. We also recognize the growing influence of social media and its widening scope.
Westland has implemented this social media policy to help our employees understand and
adhere to standard responsible social media practices, put in place to protect the employees,
their jobs, and Westland Insurance Group Ltd. as a whole.
Policies are not restricted to use from work computers but apply to the use of social media on
employee time also.
USAGE
• Any time you participate in social media, you are posting on your own behalf
unless expressly requested by the company to post on the company’s behalf (i.e.,
social media, marketing employees). Any posts on social media or other online
publishing should be made under your own name.
• When posting anything that may be associated with you professionally, it is vital
that you post a disclaimer such as: “the opinion expressed here is entirely my own
and does not necessarily represent the views or opinions of Westland Insurance
Group Inc.”
• If you identify yourself as an employee of the company via social media, your
opinions and viewpoint must reflect the responsibilities of your position.
• Personal social media accounts are not an approved or appropriate medium for
business related communication. Such communication must be referred to a
business email or phone number.
• Company systems may not be used for illegal activity such as copyright/plagiarism
and downloading pirated software.
• Do not, under any circumstances, disclose any personal information about the
company or its employees through social media.
• Through social media, do not disclose confidential information about the
company, its practices, or any information meant to be shared only with fellow
employees.

• Any rumors, slander, or confidential information shared via social media may have
a significant negative impact on the company and its reputation. Legal action may
22 July 2021
 be brought against the individual responsible for the publication of this
information.
• As an employee, you are an ambassador for the company, and your manner in all
situations, including online, should reflect that in a positive way.

• Anyone found to be engaging in unlawful discrimination as per Westland policies

will be subject to disciplinary action.
BEST PRACTICES
• Always respect your audience. In every situation, use social media as a respectful tool
to share ideas and information. Be especially mindful when dealing with sensitive
subjects.
• Share content intelligently. If you publish an item professionally, you may help to
strengthen the community of the company. Ensure what you publish is helpful,
valuable, and promotes the principles and values of the company.
• Protect your privacy. Always think twice before posting and remember that what you
share may remain in the public domain for a long time afterwards. Make sure you are
protecting your own privacy and that of the company’s.
• Employees are responsible for ensuring that their online activities do not interfere
with their ability to perform their job, or to fulfill commitments to their managers, co-
workers or clients.
APPLICABILITY OF OTHER POLICIES
This document refers to Acceptable Use Policy - Westland IT Security Policies that are part
of the company's cohesive set of security policies. These should be presented and read in
conjunction with this guideline.
ENFORCEMENT
As with all Westland policies, anyone found to be engaging in activities contravening this
policy will be subject to disciplinary, and potentially, legal action. If you have any questions
or are unsure if you are following the social media policy, please speak to your Manager.
Related documents: IT Systems Policies
Employee Handbook – Policies: 3.7 Non-Solicitation /
Confidentiality; 3.12 Privacy Policy; 4.1 Standards of Conduct; 4.5
Harassment Free Workplace; 4.8 Electronic Equipment

4.3 Media Relations

Recognizing the need for external communications relating to all aspects of Westland
Insurance Group Ltd., this policy provides guidelines and general direction, ensuring that
communications are correct, timely and appropriate.

23 July 2021
Due to the extent and complexity of Westland’s business, no single individual is expected to
have sufficient knowledge to speak on all subjects. Thus, a limited number of employees may
communicate publicly on behalf of Westland.
The authority and responsibility to act as spokesperson on behalf of Westland Insurance Group
is limited and media relations training is required.
Guidelines for communicating to the media:
Employees communicating to the media on behalf of Westland should keep the following
points in mind:
• Marketing will determine the appropriate spokesperson to speak to an issue. All
media inquiries should be referred to Marketing, and then forwarded to your Vice-
President or Regional Manager.
• Westland’s Policy on the Disclosure of Confidential Information (3.7 Non-Solicitation /
Confidentiality) should also be considered. Information regarding insurance partners,
as well as financial and personnel information is considered confidential.
• Media inquiries should be responded to in a timely manner.
• Statements should be limited to fact and interpretation of Westland policy; personal
opinions are to be avoided.
News/Press Releases:
A news release (or press release) is written information issued on Westland letterhead. Only
authorized employees are allowed to issue press releases on behalf of Westland.
Westland employees who violate the Media Relations policy will be subject to disciplinary
action up to and including termination of employment with Westland.

4.4 Gifts and Entertainment

Business gifts and entertainment are intended to build understanding and goodwill in business
relationships. In the right circumstances, a modest gift may be a thoughtful “thank you,” or a
meal may be an appropriate setting for a business discussion that strengthens a client
relationship. When not used with care, however, gifts and entertainment may create the
appearance of improper influence, violate client standards, and may even be violations of the
law.
The issue that arises in these situations is that it can affect, or be perceived by others to affect,
our ability to be completely objective in our actions.
GUIDELINES

• Employees must not accept or give gifts or benefits where these would, or might appear
to, improperly influence them in the performance of their duties or a business decision.

24 July 2021
• Gift giving/receiving must not contravene the law and must be made in accordance with
generally accepted ethical practices and standards.

• Gifts must not be accepted from nor given to companies/contractors/individuals who are
bidding for work with Westland or vice versa.

• Do not give, offer or promise anything of value to a client or prospective client, unless it is
legal, reasonable, and free of any intent or understanding or appearance that it will or
could influence a business decision.

• Avoid third parties or agents who are deemed valuable for their personal ties rather than
for their services or who request compensation out of proportion to the value of their
services.

• Decline requests to engage third parties or agents without a written contract or without
completing the documentation required by the Company’s due diligence process.

• Decline or report client requests for favours, such as job interviews for family members.

• Gifts must not be in a form such as cash or of sufficient value to be construed as being a
bribe or improper payment.

• If subsequently they become a matter of public attention, the gifts/entertainment would

not in any way reflect unfavourably on Westland, our employees, or the recipients.

Improper influence may take many forms. Cash, gifts, meals, travel, entertainment, loans,
charitable contributions, political contributions, or offers of employment may all be used
inappropriately in attempts to influence business decisions. Regardless of the form, we do not
bribe, accept bribes, or use any other means to improperly influence business decisions, or the
decisions of clients, or potential clients.
Acceptable Practice:
Employees whose duties require them to do so may accept/provide modest
entertainment/gifts as a part of normal business practice provided that it would be
considered:
• the normal exchange of gifts between friends

• the normal exchange of hospitality between persons doing business together- e.g.
meals, receptions

• tokens exchanged as part of protocol

• the normal presentation of gifts to persons participating in public functions

• of a nominal value (no more than $100)

25 July 2021
Employees should seek guidance from management if they are in doubt concerning any aspect
of the Gifts and Entertainment Policy or not sure whether a gift or entertainment is legal or
reasonable.

4.5 Conflict of Interest

Westland Insurance will conduct business consistent with the highest ethical and professional
standards and will not tolerate behaviour that deviates from those standards. At all times, we
will act with integrity, honesty, and mutual respect. This requires that employees take special
care to avoid situations where their personal interests conflict with the interests of Westland.
We recognize that some employees may wish to pursue other business, or other outside
interests while employed at Westland. When these interests conflict or interfere with
Westland’s business, they will be viewed as a conflict of interest.
Westland employees must use their best judgment in meeting the requirements for
impartiality. Employees must exercise caution not only to avoid actual conflicts of interest, but
also to avoid situations where there could be the appearance or perception of conflict, to our
customers, suppliers and staff, and others with whom we do business.
Employee Responsibilities

• It is the employee’s responsibility to advise their manager, in writing, of all existing or

contemplated business, commercial and financial interests and activities that might
create an actual, perceived or potential conflict with the duties of his or her
employment. If in doubt about whether a conflict of interest exists, the employee
must advise his or her manager of the facts.
• Avoid any favour from a client or potential client, or supplier or potential supplier,
which might create the appearance of personal benefit to you from the choice of client
or supplier.
• Follow our due diligence processes when engaging agents who represent us or third
parties who introduce clients to us and oversee their activity for the duration of any
agreement.
• Raise a concern whenever you learn of any sign or “red flag” that a colleague, third
party or other agent of the Company may be engaged in any attempt to improperly
influence a decision of a client or potential client. Employees who witness or become
aware of a possible conflict involving a co-worker, are required to report the perceived
conflict to management immediately.
• Report any relationship between the Company and a supplier/client, or between a
colleague and a supplier/client, that could be perceived as a conflict of interest. If any
such relationship exists, discuss it with a manager.
• Decline any outside work or employment, leadership or directorship positions that
could harm the Company, such as:
• work for a competitor;
• outside work that would interfere with your work for the Company; or

26 July 2021
 • outside work that could reflect negatively on the Company and its reputation.
• Do not pursue business opportunities for yourself that may be appropriate
opportunities for the Company.
• Avoid any investments that are material to you (or greater than 1% of such company’s
publicly traded securities) in any company that competes or that does business with
Westland without prior written approval of your manager.

Westland Responsibilities
• Choose suppliers and contractors based on the quality of their products and services,
and the competitiveness of their prices and other terms and conditions.
• Choose suppliers / clients who are well qualified and financially responsible and avoid
suppliers / clients who have engaged in unlawful or unethical conduct, or who could
damage our reputation.

Common conflicts of interest may be:

• Proposing a close friend or relative as a supplier or contractor, without disclosing the

relationship;
• Proposing a company in which you have a financial interest as a supplier or contractor,
without disclosing the relationship;
• Any activity which directly or indirectly opposes, competes or is related to any
business venture pursued by Westland (or any subsidiaries/affiliates), including
ownership or participation in such a venture;
• Any activity which prejudices or which could potentially prejudice the good name,
image and philosophy of Westland and its programs;
• Any activity that associates Westland or its properties - intellectual or physical, with
the employee’s outside business or personal interests;
• Acceptance of personal gain or benefit, including gifts, discounts, loans, benefits or
services from a person or corporation that has dealings with Westland;
• Awarding of business for any reason other than a competitive basis with price, quality
and service as the principal considerations, and/or awarding of business to relatives or
close friends where impartiality would be compromised or where personal interest is
present;
• Any activity which interferes with the employee’s judgment or ability to perform his or
her duties in Westland’s best interests;
• Doing work for a supplier or client.

Any employee who is determined to be in a real or perceived conflict of interest by the

responsible Senior Manager must either:
• change the activity so as to eliminate the conflict of interest;
• cease the activity immediately; or
• resign his or her employment with Westland.
27 July 2021
Employees who fail to comply with this policy will be subject to discipline, up to and including
termination for just cause.

4.6 Anti-bribery
Westland Insurance will conduct business consistent with the highest ethical and professional
standards and will not tolerate behaviour that deviates from those standards. We take a zero-
tolerance approach to bribery and corruption. At all times, we will act with integrity, honesty,
and mutual respect in all our business dealings and relationships wherever we operate. As
Westland employees you must not engage in any form of bribery, either directly or through
any third party (such as a customer, agent, supplier, broker, adjuster or others with whom we
do business), including foreign public officials.
Failure to comply with this policy, whether or not intentional, may lead to disciplinary action
(up to and including dismissal), and criminal liability for the individual involved (up to and
including imprisonment). It is the responsibility of each employee to act with integrity and to
ensure that they understand and comply with the policy.
Bribery involves the following:
When a financial or other advantage is offered, given or promised to another person with the
intention to induce or reward them or another person to perform their responsibilities or
duties improperly (it does not have to be the person to whom the bribe is offered that acts
improperly); or
When a financial or other advantage is requested, agreed to be received or accepted by
another person with the intention of inducing or rewarding them or another person to
perform their responsibilities or duties inappropriately (it does not have to be the person who
received the bribe that acts improperly).
It does not matter whether the bribe is:
• Given or received directly or through a third party (such as someone acting on
Westland’s behalf, for example an agent, supplier, broker, adjustor, or other
intermediary); or

• For the benefit of the recipient or some other person.

Bribes can take many forms, for example:
• Money (or cash equivalents such as shares);
• Unreasonable gifts, entertainment or hospitality
• Kickbacks;

• Unwarranted rebates or excessive commissions (e.g. to sales agents or marketing

agents);

28 July 2021
 • Unwarranted allowances or expenses;
• “Facilitation” payments/payments made to perform their normal job more quickly
and/or prioritize a particular customer/supplier;

• Political/charitable contributions;
• Uncompensated use of company services or facilities; or

• Anything else of value.

A bribe does not actually have to take place. A promise to give or agree to receive a bribe is
prohibited.
This policy applies to both the public and private sectors. Dealing with public officials poses a
particular high risk in relation to bribery and corruption and specific guidance when dealing
with public officials is set out below.
Policies and procedures
Gifts and entertainment and expenses
Giving or receiving gifts or entertainment is often an important part of maintaining and
developing business relationships. However, all gifts and entertainment should be for a
genuine purpose, reasonable, given in the ordinary course of business and should comply with
Westland’s Gifts and Entertainment Policy and local laws.
Facilitation payments
Facilitation payments are any payments, no matter how small, given to an official to increase
the speed at which they do their job. For example, this could include claims payments.
All facilitation payments are generally prohibited. Any request for a facilitation payment
should be reported Finance.
Agent, suppliers, brokers, adjusters and joint venture partners
Westland could be liable for the actions of people acting on our behalf. This includes agents,
suppliers, brokers, adjusters and joint venture partners (together referred to as “third
parties”). As such we are committed to promoting compliance with effective anti-bribery and
corruption policies by all third parties acting on behalf of Westland.
All arrangements with third parties should be subject to clear contractual terms including
specific provisions requiring them to comply with minimum standards and procedures in
relation to bribery and corruption.
You must not engage any third party who you know or reasonably suspect of engaging in
bribery.
Appropriate due diligence should be undertaken before any third parties are engaged. The
appropriate level of due diligence will vary depending on the circumstances and you should
use your judgement on a case by case basis.
29 July 2021
Questions you should ask yourself include:

• Who are they – have I seen documents evidencing that they are who they say they
are?
• Who else have they worked with – do they have references?
• Are they well established with a good reputation or are they more obscure so that I
need to do more to find out about them?

• Do they operate in a territory where bribery is prevalent? Are they happy to sign a
contract agreeing to comply with anti-bribery procedures? Do they have their own
anti-bribery programme?

• Have I done basic searches such a Google searches, business directory searches, etc.?
• Are there inconsistencies between the provider of the services and the person I am
paying?
• Are commissions/payments in line with generally accepted market practice?
Dealing with public officials
Although this policy applies to both public and private sectors, dealing with public officials
poses a particularly high risk in relation to bribery due to the strict rules and regulations in
many countries.
Public officials include those in government departments, but also employees of government
owned or controlled commercial enterprises, international organizations, political parties and
political candidates.
The provision of money or anything else of value, no matter how small, to any public official
for the purpose of influencing them in their official capacity is prohibited.

4.7 Anti-Bullying, Harassment, and Workplace Violence Policy

Westland Insurance is committed to providing a work environment that is characterized by
professionalism, collegiality, and cooperation and free from bullying, harassment, and
workplace violence. Bullying and harassment, whether or not based on a prohibited ground
under the Human Rights Code, will not be tolerated in any interactions connected to work with
Westland and where such harassment is found to have occurred, it may take remedial action.
This Policy is not intended to constrain normal social interactions.
This Policy applies to all permanent and temporary employees, as well as contractors of
Westland; it is applicable to all situations where activities are connected to work with
Westland. This includes:
• Activities on Westland premises

• Work assignments outside of Westland premises

30 July 2021
 • Work-related conferences, training sessions, or seminars

• Work-related travel

• Work-related social functions that Westland sponsors or organizes whether or not the
conduct in question occurs during or outside of our business hours.

Every employee, including every manager, has a responsibility to adhere to this policy. This
policy will be applied without regard to status or seniority.
Harassment means any inappropriate and unwelcome conduct (including comments, displays,
actions, or gestures) by a person towards another person that the conductor knew or
reasonably ought to have known would cause the recipient(s) of the conduct to be humiliated
or intimidated. The intent is irrelevant – how the recipient receives the message is key.
Bullying is defined in the Policy as including "any inappropriate conduct or comment by a
person towards a worker that the person knew or reasonably ought to have known would
cause that worker to be humiliated or intimidated, but excludes any reasonable action taken
by an employer or supervisor relating to the management and direction of workers or the
place of employment.
Bullying and harassment includes:
• Verbal aggression or insults; calling someone derogatory names
• Vandalizing a worker's belongings, workspace, or work equipment
• Sabotaging a person's work
• Spreading malicious gossip or rumors about a person
• Engaging in harmful or offensive initiation practices
• Physical assault or threats (this would also constitute "violence" or "improper activity
or behavior")
• Making personal attacks based on someone's private life and/or personal traits
• Making aggressive or threatening gestures
Bullying and Harassment does not include:
• Expressing differences of opinion

• Offering constructive feedback, guidance, or advice about work‑related behavior

• Reasonable action taken by an employer or supervisor relating to the management

and direction of workers or the place of employment (e.g., managing a worker’s
performance, taking reasonable disciplinary actions, assigning work)

Discriminatory Bullying or Discriminatory Harassment means bullying or harassment that is

related to a prohibited ground of discrimination under the Human Rights Code as set out
above.
31 July 2021
Sexual harassment is harassment that is based on the prohibited ground of sex.
All employees, including managers, must:
• not engage in bullying or harassment in breach of this policy;

• proactively maintain a workplace free from harassment and bullying;

• promptly report breaches or potential breaches of this policy, whether experienced or

observed, and whether involving persons who perform work at Westland Insurance or
who attend our office or any work-related setting outside of our office;

• fully cooperate with the Westland Insurance’s investigations into potential bullying or
harassment; and

• comply with this policy and any other policy implemented by Westland Insurance that
is related to preventing and addressing bullying and harassment in the workplace.

Workplace violence is the exercise of physical force by a person against a worker, in a

workplace, that causes or could cause physical injury to the worker, an attempt to exercise
physical force against a worker, in a workplace, that could cause physical injury to the worker,
or a statement or behaviour that it is reasonable for a worker to interpret as a threat to
exercise physical force against the worker, in a workplace, that could cause physical injury to
the worker.
Examples of workplace violence include:
• Physical acts (e.g., hitting, shoving, pushing, kicking, sexual assault, throwing an object
at a worker).
• Any threat, behaviour or action which is interpreted to carry the potential to harm or
endanger the safety of others, result in an act of aggression, or destroy or damage
property.
• Verbal abuse or hostile behavior (e.g. swearing, insults, condescending language,
degrading or ridiculing another person or group.)
Note that workplace violence may be initiated by a stranger, manager, co-worker, customer
(prospective customer), someone in a personal relationship with the worker as well as other
types of relationships.
Domestic Violence: a person who has a personal relationship with a worker, such as a spouse
or former spouse, current or former intimate partner or a family member, may physically
harm, or attempt or threaten to physically harm, that worker at work. In these situations,
domestic violence is considered workplace violence.
Workers must:

• Not engage in the bullying, harassment, or engage in workplace violence with other
workers
• Report if bullying, harassment, and/or workplace violence is observed or experienced
• Apply and comply with the employer’s policies and procedures on bullying,
harassment, and workplace violence

32 July 2021
What is the Complaint Procedure?
The following complaint procedure applies to all employees, including managers, at Westland
Insurance who bring or who respond to a complaint under this policy. This is the procedure
that will be followed in MOST cases. There may be situations that require deviation from this
procedure, as outlined in the full policy.
Step 1. When a person experiences conduct in breach of this policy, the person should, if
comfortable doing so safely, make it known to the person engaged in the conduct that the
conduct is unwelcome and is in breach of this policy.
Step 2. If the conduct persists, if the person is not comfortable expressing objection directly, or
if there is uncertainty with respect to whether the conduct in question is in breach of this
policy, then the person must promptly report the conduct to their manager or to People and
Performance. If the complaint involves their manager or People and Performance, then the
complainant should refer the matter to a manager or to a member of People and Performance
who is not the subject of the complaint.
Step 3. If informal resolution is not acceptable to the alleged victim of the harassment /
bullying, is not achieved, or is determined to be inappropriate by Westland Insurance, then the
complainant must promptly prepare a formal written complaint to provide to Westland
Insurance (their manager or People and Performance).
Step 4. If there is a sufficient basis in the written complaint or if Westland Insurance otherwise
deems it necessary to do so, Westland Insurance, or a person designated by Westland
Insurance, will carry out a formal investigation into the conduct complained of in a prompt, fair
and impartial manner. The investigation will be confidential to the extent possible and
information gathered during the investigation will be disclosed to persons only as necessary to
carry out a full and fair investigation and to address the findings from the investigation. All
complaint statements, response statements, witness statements, interview notes and other
documentation gathered as part of an investigation will be securely stored in a confidential
investigation file. In most circumstances, it will not be possible to investigate or resolve a
complaint without disclosure of the complainant's identity to the alleged harasser or bully. In
addition, those persons involved in the investigation or resolution of a complaint will be aware
of the matter.
Step 5. Once an investigation is complete, Westland Insurance, or the person designated by
Westland Insurance, will determine whether the conduct complained of is in breach of this
policy and may do one or more of the following:
• attempt to resolve the problem in an informal manner;

• take whatever action necessary to attempt to remedy the harm caused or prevent
further harm, including disciplinary action;

33 July 2021
 • dismiss the complaint if the conduct complained of is found not to be in breach of
this policy

The alleged victim of the harassment / bullying and the alleged harasser / bully will be advised
of the results of the investigation.
Consequences of Breaching this Policy
Anyone who is found to have engaged in conduct in breach of this policy will be subject to
discipline up to and including termination of employment. Anyone who makes false or reckless
allegations of harassment or bullying or who makes such allegations for improper purposes
will be subject to discipline up to and including termination of employment. Anyone who
retaliates against a person for bringing a complaint under this policy or for participating in a
complaint investigation will be subject to discipline up to and including termination of
employment. Corrective action will also be taken against persons who are not employed or
engaged by Westland Insurance, including revoking access to Westland Insurance workplaces
if deemed appropriate.

4.8 Personal Appearance

Every employee is a representative of Westland Insurance and it is important that we clearly
communicate the expectations of dress while in the office to ensure employees present
themselves and Westland professionally.
At Westland Insurance, we have adopted Business Casual for work attire. Business Casual
encourages employees to project a professional, business-like image while enjoying the
advantage of more casual and relaxed clothing. However, Casual clothing that works well for
the beach, night clubs, or exercising is not appropriate for a professional appearance at work.
All clothing should be appropriate for an office or professional work environment and should
be clean, pressed and of appropriate fit. Clothing that has words, terms or pictures that may
be offensive is unacceptable.
Guide to Business Casual Jeans Friday:
Everything mentioned earlier continues to apply on Fridays except that you may include jeans
that are clean and of appropriate fit. Golf shirts may also be worn on casual Friday. Distressed
jeans, jeans with holes in them or those covered in paint splatter are unacceptable.
This dress code is not intended to be all-inclusive and is subject to changes as required.
Employees are expected to exert a certain amount of good judgment and common sense –
please speak with your manager when uncertain.

4.9 Attendance /Punctuality

The Company expects that every employee will be regular and punctual in attendance. This
means being at your work location, ready to work, at your starting time each day. Absenteeism
and tardiness place a burden on other employees and does not represent the service that
Westland is committed to.
34 July 2021
If employees are unable to report for work for any reason, they must notify their manager as
soon as possible prior to their shift. Employees are responsible for speaking directly with their
manager about their absence. In the case of leaving a voicemail, text or email message,
follow-up contact must be made later that day.
In all cases of absence or tardiness, employees must provide their manager with an honest
reason or explanation as far in advance as possible. Employees also must inform their manager
of the expected duration of any absence. A doctor’s note may be required for an illness related
absence that exceeds two days.
If employees fail to report for work without any notification to their manager and their absence
continues for a period of three consecutive days (shifts), the Company will consider that they
have abandoned their employment and have voluntarily resigned and will be removed from
payroll.
Sick / Care Days:
Sick / Care Days are the period of time that an employee is absent from work by virtue of
being sick or disabled; caring for a family member who is sick or disabled; or due to medical
appointments.
Full-time employees are eligible for sick/care days at a full time equivalent of 10 days per year.
Sick/care days are allocated as a lump sum at the beginning of each calendar year and
approved sick time can be used at 0.5 day increments.
Part-time employees will have their sick time pro-rated based on the weekly scheduled hours.
Sick/care days are allocated as a lump sum at the beginning of each calendar year and
approved sick time can be used in hour increments
Casual employees are not eligible for sick/care days
New hires will have sick/care days pro-rated based on their hire date within their first calendar
year. Eligible days are calculated at a full-time equivalent rate of 0.83 days per month i.e full
time employees starting in July will be eligible for 5 sick/care days for that year.
Sick/care days are reset each year and there is no carryover of unused time from year to year.
Unused sick time will not be made payable to employees upon leaving Westland, regardless of
the reason for the departure.
In the event of a medical appointment, employees must request approval from their
Supervisor in advance and Supervisors may request proof of visit. Every effort should be made
to schedule medical and dental appointments during non-work hours. Care days may also be
used in the event of hazardous weather conditions that prevent safe travel to work, subject to
your Manager’s approval.
Doctor’s certificates are routinely required on the 3rd consecutive missed day; however,
employees should be prepared to provide a doctor’s certificate if requested by the manager at
any time during a medical leave.

35 July 2021
4.10 Electronic Equipment
Westland Insurance telephones and computers are intended for the use of serving our
customers and in conducting the Company’s business.
CELL PHONES - In cases where employees of Westland Insurance have been issued a Company
cell phone:

• Proper care, maintenance and security are to be adhered to at all times.

• Personal use is permitted. The staff member will be responsible for costs in excess of
reasonable use, as well as any out-of-country usage while on personal time.

• All personal telephone calls should be kept brief.

• If cell phones are used while driving, a hands-free device must be utilized, and calls
kept to a minimum. Pull over if the driving situation or the phone call becomes
complex.
• Employees must adhere to all provincial and local legislation regarding the use of any
device that receives or transmits information all times.
COMPUTERS - All work completed on computers owned by Westland Insurance is and shall
remain the intellectual property of Westland Insurance
• Proper care and maintenance is to be adhered to at all times.

• No software may be requested to be installed on any computer without prior approval

from a VP or higher.
• Personal computers / laptops / tablets are not to be used for Westland Insurance
business unless approved by IT.

• Accounts are specific to individuals. Account sharing and group accounts are not
permitted.
In cases where staff members of Westland Insurance are provided with the use of laptop
computers:

• Personal use of laptop computers is permissible, during non-work time.

• Computers are and remain the property of Westland Insurance and are to be made
available for inspection and maintenance upon request.
• Employees may be responsible for covering costs for damaged or lost computers and
related equipment due to negligence.
ELECTRONIC MAIL (E-mail) is a highly effective means of communicating both within and
outside the company. Access to E-mail is provided to employees to assist them in performing
their work in the most efficient way possible.

36 July 2021
 • The Westland Insurance E-mail system is provided for official business use. Occasional
personal use is permitted but personal messages will be treated no differently under
this policy from business messages.

• Neither the E-mail nor the Internet system may be used for a) illegal, unethical or
immoral uses; b) sending, receiving or accessing offensive, objectionable, abusive,
pornographic (including nudity), obscene, sexist, racist, harassing or provocative
messages, images or other materials, including adult–oriented web sites or news
groups; c) defamatory, or derogatory or false messages; d) political activities; e) other
commercial or business uses other than in pursuit of Westland Insurance business; f)
unauthorized access to other user’s e-mail, data, or communications; g) uses that
infringe on copyright or other intellectual property rights; h) unsecured disclosure of
confidential or privileged information; i) uses that may compromise system integrity
or degrade system performance; j) deliberately propagating viruses.

• Westland Insurance reserves the right to access, monitor and control all employee
usage of the Internet and any message sent or received over the Company E-mail
system at any time and with or without notice. No personal email sent from or
received on company computers can be considered private by any employee.
If an employee is found to be deviating from this policy, he/she will be subject to disciplinary
action.
Related documents: IT Systems Policies

4.11 Substance Abuse

Westland Insurance is committed to providing a safe and productive workplace for its
employees. In keeping with this commitment, the following rules regarding alcohol, drugs or
substances of abuse have been established for all staff members, regardless of rank or
position, including both regular and temporary employees. The rules apply during working
hours to all employees of the Company while they are on Company premises or elsewhere on
Westland business. (NOTE: Company Premise is all real property or worksites which is owned
or leased by Westland Insurance and used during the course of its day- to-day business.).
• The manufacture, distribution, possession, sale, or purchase of controlled
substances on Company Premise is prohibited.
• Being under the influence of drugs, alcohol, or substances of abuse on Company
Premise is prohibited.

• Working while under the influence of prescription drugs that impair performance
is prohibited.
• Using, selling, purchasing, transferring, manufacturing, or storing an controlled
drug or drug paraphernalia, or attempting to or assisting another to do so, while
in the course of employment.

37 July 2021
 • Working or reporting to work, conducting Company business or being on
Company property while under the influence of drugs or alcohol, or in an
impaired condition.

4.12 Personal Property at Work

Westland Insurance will not be liable for any damage to or theft of personal equipment or
property brought to or stored on Westland Insurance premises / work sites. While Westland
Insurance does take reasonable measures to protect our premises, employees are encouraged
to only bring items that are absolutely necessary to work, and to store all personal property in
a secure fashion.

4.13 Security
Westland Insurance is committed to providing safe and secure work environments as well as
to the protection and control of access to our facilities and assets. Employees are responsible
for the security of any keys, assets or access cards in their possession, and must safeguard
Westland Insurance assets, access cards, credit cards and/or keys and immediately report any
missing keys or cards to their manager.

4.14 Company Functions

There are a number of social events that take place in each of our offices during the year and
we expect all employees to exercise common sense and good judgment during these events.
Although these events are social in nature and may take place outside of Company business
and business hours, all employees are expected to maintain appropriate behavior and are
subject to all Company policies.
Employees are reminded that, if they drink alcohol at a Company event or at a Company-
sponsored event, they are to drink responsibly and under no circumstance should they drink
and drive. We encourage employees to plan ahead and designate drivers or make suitable
transportation arrangements. However, in the event that an employee consumes alcohol, and
has not made transportation arrangements, the company will reimburse them for reasonable
alternative transportation costs. The recreational use and possession of Cannabis is not
permitted at Company functions. All employees are expected to moderate their intake of
alcohol and cooperate with the Company’s efforts to ensure their safety and the safety of
others.

SECTION 5
GETTING PAID AT WESTLAND
5.1 Timekeeping and Overtime
Salaried employees are paid for the general value of services provided, not based on hours
worked. You receive a fixed salary (and/or commissions) for hours worked.
All hourly paid employees are required to confirm hours worked through Dayforce for payroll

38 July 2021
purposes. Unauthorized altering or falsification of any timesheet will not be tolerated and will
be grounds for disciplinary action up to and including termination.
Employees will be paid overtime according to applicable federal and provincial laws. You may
not work overtime without advance authorization from your Manager, nor may you take
compensatory time off in lieu of overtime pay unless agreed upon with your Manager prior to
the overtime being worked.
As an incentive to work Sundays, employees scheduled to work in a branch on Sundays will
receive a shift premium of time and a half for hours worked.
Employees paid on a salary basis receive consistent remuneration based on a defined number
of hours worked per week. Branches may observe reduced hours on Sundays and holidays.
Salaried employees who work on a Sunday or a statutory holiday will work adjusted hours
during the remaining working days that week to ensure they work the number of hours on
which their salary is based. Salaried employees will continue to be eligible for the Sunday shift
premium based on actual hours worked on a Sunday.
Salaried employees whose daily hours are adjusted during a Sunday/holiday shift week should
be scheduled in a manner that does not result in overtime being worked on any given day.
For Saturday Sunday Monday Tuesday Wednesday Thursday Friday Total
Example:
Regular Off Off 7 hours 7 hours 7 hours 7 hours 7 35
Schedule hours hours
Sunday Off 5 7.5 7.5 7.5 hours 7.5 Off 35
Shift hours hours hours hours hours

5.2 Paydays
All employees are paid bi-weekly, every second Friday. The cut off day is the preceding
Monday. Timesheets must be filled in completely or pay will not be processed correctly. If
hours are missed on the timesheet, the amount may be corrected in the following pay period.
Pay periods run from Sunday to Saturday and include actual hours worked for the two weeks
prior to pay day.

5.3 Payroll Deductions

Provincial, Federal, and local payroll taxes and assessments will be withheld from pay cheques
in accordance with the law. The Company will cooperate with the regulatory agencies
regarding the garnishment or wage assignment of employees' wages. Other deductions
include insurance premiums for elected benefits.

5.4 Work Hours

For Full Time employees, the standard workweek is 30-40 hours of work, depending on
39 July 2021
business requirements. In the computation of various employee benefits, the employee
workweek is considered to begin on Sunday (starting at 12:01 a.m.) through Saturday (ending
at 12:00 a.m.), unless a manager makes other arrangements with the employee.
Part time employees work between 21-30 hours per week. Schedules for Casual employees
will vary based on business needs and employee availability and are generally less than 21
hours per week. Casual and Part time employees will be scheduled in accordance with the
requirements of the business.
5.5 Meal Break
Employees are entitled to a 60 minute unpaid meal break when their shift is greater than five
consecutive hours long. A meal break is a continuous period of at least one-half hour during
which the employee is allowed to eat. An employee who is required to work or be available for
work during a meal break must be paid. Lunch breaks generally are taken approximately
halfway through the workday and working through a break to reduce the length of the shift
will not be permitted. The timing of the break will be determined and approved by the
manager and may change regularly due to business need.
Except in pre-approved, exceptional circumstances, employees are not permitted to work
through a scheduled meal break so as to leave the office before their scheduled end time.

5.6 Vacation
All employees need regular vacations from work. Our vacation allowance meets or exceeds the
minimum standards required by Provincial legislation. The vacation year is from January 1st to
December 31st and you may take your vacation at any time in that period. Vacation scheduling
is subject to your Manager's approval to ensure there is no interruption in our service to
clients.
The amount of vacation pay an employee is entitled to each year is directly related to their
amount of paid work time over the course of the year. As vacation pay is a percentage of
wages earned, an employee on an unpaid leave will not accrue vacation pay during that period
but will be entitled to vacation time. Therefore, any unpaid time away from work will result in
a lower amount of vacation pay accumulated in the employee’s vacation bank.
The annual vacation schedule is determined for employees based on their respective
employment status; as defined in their employment contract; or by the Provincial Statute.
Working for extra pay in lieu of taking the time is not permitted.
Vacation Pay Entitlement
Unless otherwise specified in your employment agreement or the provincial employment
standard is higher than Westland’s standard, our vacation policy is as follows:

• 2 weeks’ vacation in the first two years of service

• 3 weeks’ vacation following two years of service
• 4 weeks’ vacation following five years of service
40 July 2021
 • 5 weeks’ vacation following fifteen years of service
Vacation pay for salaried employees is accrued based on hours worked, to be paid out during
vacation time. In certain circumstances, vacation may be carried forward to the following year
with prior management approval.
A maximum of 5 vacation days can be carried over to the next calendar year, with no vacation
carry over beyond March 31st. Unused vacation time in excess of any statutory amounts
carried over from the previous year will be paid out on the pay period following March 31st.
For hourly and casual employees, vacation pay owing will be paid out on each pay period. No
vacation pay or other earnings are received when vacation time is taken.
Choice of Vacations
The choice of vacation time is to be mutually agreed upon between the employee and the
manager and will be based primarily upon business needs. However, only one vacation period
(the length of which shall be determined at the manager's discretion) may be selected by each
employee in the branch / department until all employees have had the opportunity to select
their first choice of vacation period.
Vacation Schedules
A schedule for the vacation year will be circulated by the Manager no later than February each
year. The schedule should be completed by March 31st to enable the Manager to approve as
many requests as possible and still meet staffing needs.
Vacation accrual while absent from work:
(a) paid hours and seniority
An employee continues to accrue seniority for vacation time, and paid hours of vacation time
as though they are still working, while on the following types of leaves:
• Bereavement Leave and Short-Term Disability
(b) seniority only
Employees will not continue to accrue paid vacation hours but will continue to accrue vacation
time and seniority for accrual rates while on the following types of leaves:
• Long Term Disability, Maternity Leave, Parental Leave, Jury Duty Leave, any Unpaid
Leave of Absence (under 1 year), and Compassionate Care Leave
Key Guidelines:
• Employees are required to take vacation time off each employment year. If the
minimum statutory vacation time has not been taken in a given calendar year, the
company may assign vacation dates. Employees must receive approval from their
manager prior to taking vacation, and vacation time will be recorded on your pay
advice notice.

41 July 2021
 • Employees are not to take vacation within their probationary period unless the
vacation was pre-planned and agreed upon as a condition of hire. The vacation time
within a probationary period would be unpaid.

• Employees on long-term leave will have any accrued and unused vacation pay paid out
prior to the commencement of their leave.
• Upon termination of your employment, any unused vacation will be paid out and any
negative balances will be recovered from the final pay. You may not schedule your last
paid workday as a vacation day.

• Best efforts will be made to accommodate vacation requests; however vacation may
be scheduled at Management’s discretion to ensure statutory vacation entitlements
are used and continuity of business is maintained.

• Vacation pay will be earned on hours worked only. Vacation pay does not accumulate
during any unpaid leaves; however, unpaid vacation time will continue to accrue.
• Vacation pay that is advanced and in arrears at the time of termination, will be
deducted from any final payments.

5.7 Statutory Holidays

Eligible employees will be paid statutory holiday pay according to the guidelines provided by
the provincial Employment Standards Act.
A holiday that falls on a Saturday or Sunday will generally be observed on the following
Monday. Holiday closing time that deviates from this schedule will always be announced well
in advance to accommodate work scheduling and employee planning.
The following statutory holidays are recognized by Westland:
Statutory Holidays
New Year’s Day January 1
Family Day (BC, AB, SK, ON); Louis Riel 3rd Monday in February
Day (MB); Heritage Day (NS)
Good Friday The Friday before Easter Sunday
Easter Monday Discretionary The Monday after Easter Sunday
Victoria Day The Monday preceding May 25th
St. Jean-Baptiste Day (QC only) June 24
Canada Day July 1st
Civic Holiday (all except Quebec) The first Monday in August
Labour Day The first Monday in September

42 July 2021
 Thanksgiving Day The second Monday in October
Remembrance Day (all except Ontario and November 11
Quebec)
Christmas Day December 25
Boxing Day Discretionary December 26

Discretionary – Westland offers these days in addition to legislated statutory holidays. The
days are paid at straight time if worked, with another day off in lieu.
Statutory Holidays during Vacation - if a statutory holiday falls within a vacation period, an
extra day is granted at a time agreed upon with the immediate Manager.
Eligibility for statutory holidays is determined based on provincial standards. According to
provincial standards, employees in Alberta and Saskatchewan are eligible upon hire. In order
to be eligible for a statutory holiday pay in BC, you must meet two criteria:
1) Be hired thirty days prior to the statutory holiday, and
2) Have worked fifteen out of thirty days prior to the statutory holiday, no matter how many
hours.

5.8 Bereavement Leave

Westland Insurance recognizes that staff will require time to grieve, arrange and/or attend a
funeral, and take care of issues relating to the death of an immediate or extended family
member.
In the event of a death of a member of an employee’s family, the amount of bereavement
leave is up to five (5) paid days for immediate family, or up to three (3) unpaid days for
extended family.
Immediate family: For the purpose of this policy, immediate family is defined as the
employee’s spouse, parents, grandparents, brothers, sisters, children, grandchildren and
immediate family of the employee’s spouse.
Extended family: For the purpose of this policy, extended family is defined as the employee’s
current or former foster children, current or former wards, step-parents, current or former
guardians, current or former foster parents, half-siblings, step-siblings, step-grandchildren,
step-grandparents, aunts, uncles, step-aunts, step-uncles, nieces, nephews, a person the
employee isn’t related to but considers to be like a close relative, and any person who lives
with an employee as a member of the employee’s family.
Spouse is defined as one of two people who are either married or have been cohabitating in a
conjugal relationship for at least one (1) year and are publicly represented as partners.

43 July 2021
 All employees who have completed the probationary period are eligible for Bereavement
Leave.
If the bereavement period occurs during vacation, bereavement leave may be claimed, and
vacation days restored for future use. Vacation accrual does not continue while on leave.
Westland Insurance has the right to request and receive appropriate documentation
supporting the employee’s request for leave.

5.9 Maternity and Parental Leave

Maternity Leave
Unpaid leave of up to 19 weeks is available for maternity leave, depending on your province of
employment. This leave may begin up to 13 weeks prior to the estimated due date. Requests
for maternity leave must be in writing and be accompanied by a certificate from a medical
practitioner estimating the probable due date.
All benefits normally paid for by Westland will continue during maternity leave, should
employees wish to continue them. Employees are required to arrange payment (post-dated
cheques) for any premiums or contributions that they normally make for benefits through
payroll deduction.
Any accrued vacation must be taken before maternity leave begins. Vacation seniority will
remain as if employment is continuous for Maternity Leave.
Written notice to confirm the employee's return to work is required two weeks in advance of
the return date. Every effort will be made to reinstate an employee in the former position
upon return to work; however, this may not always be possible. In this situation, the employee
will be reinstated in a comparable position within the organization.
Impact of Maternity Leave on Salary
Salaried Staff: if annual review is missed due to maternity leave, the employee will be eligible
for their annual review and associated opportunity for salary increase upon their return from
maternity leave.
Parental Leave
Unpaid leave, as per provincial legislation, is available to:

• Birth parents (mother and father)

• Adoptive parents (mother and father)
Requests for parental leave must be given in writing with four weeks’ notice, and include
either:
• Proof of the child's birth (birth certificate)

• An adoption placement certificate

44 July 2021
For birth mothers, this leave provision must be taken immediately following the maternity
leave. For birth fathers or adoptive parents, this leave is available when the child comes into
the employee’s care or becomes available for adoption and up to 78 weeks (18 months) after
the child's birth or adoption.
All benefits normally paid for by Westland will continue during parental leave, should
employees wish to continue them. Employees are required to arrange payment (post-dated
cheques) for any premiums or contributions that they normally make for benefits through
payroll deduction.
Any accrued vacation must be taken before the parental leave begins. Vacation seniority will
remain as if employment is continuous.
Every effort will be made to reinstate any employee in the former position upon return to
work; however, this may not always be possible. In this situation, the employee will be
reinstated in a comparable position with the organization.

5.10 Compassionate Care Leave

Eligible employees are entitled to take unpaid compassionate care leave (depending on
provincial standard) to provide care and support to a gravely ill family member. For the
purpose of compassionate leave, family is defined as: the employee's spouse (husband, wife,
or common-law spouse), parent, stepparent, parents-in-law, child, stepchild, sister, brother,
grandchild, and grandparents. Compassionate care leave is a provincially legislated leave;
therefore, eligibility varies by province and may include extended family members in the
definition. The immediate manager may grant additional compassionate leave if circumstances
are warranted.
The employee must obtain a certificate from a medical practitioner stating that the family
member has a serious medical condition with a significant risk of death within 26 weeks.
Vacation seniority will remain as if employment is continuous.
Westland Insurance requires that the employee to make the request in writing and give as
much advance notice as possible. Eligibility begins in accordance with provincial employment
standards.

5.11 Jury Leave

Westland Insurance is committed to supporting employees in participating in their civic duty
when called upon to participate in a legal trial. In the event that an employee is selected for
Jury Duty, Westland Insurance will pay the difference between the amount paid to them for
jury service and the amount they would have received had they worked that day, up to a
maximum of 5 working days. Employees are required to notify their manager as soon as they
receive a summons to appear in court.

5.12 Witness Leave

Full-time employees and regular part-time employees subpoenaed as a necessary witness
45 July 2021
before a Court of Law or an Administrative Tribunal are paid at their regular rate for the time
they are away from work for that purpose, to a maximum of one day's wages. Proof of
attendance at the court or administrative tribunal is required.

5.13 Voting Leave

Westland Insurance encourages staff to vote in municipal, provincial and federal elections. If
required, Westland Insurance will provide time away from work for eligible staff to vote in
municipal, provincial and federal elections.
In order to accommodate the time-to-vote rule in federal and provincial legislation, Westland
Insurance managers can specify when employees are allowed to take the leave in order to
accommodate the normal workday. If hours of work do not allow for the prescribed time, the
employee must be granted enough time off, if requested, to make up the consecutive hours.
For example, one hour at the beginning or end of a shift will often be sufficient to allow for
required hours of open poll time.
Time off - Federal Elections
The Canada Elections Act provides that employees, who qualify as electors in a federal
election, are entitled to 3 consecutive hours, while the polls are open, during which to vote.
Time off – Provincial, Municipal Elections
Employees, who qualify as electors in a provincial election, are entitled to 4 consecutive hours,
while the polls are open (between 8a.m. and 8p.m.), during which to vote.

5.14 Unpaid Personal Leave of Absence

Employees may request an extended unpaid personal leave of absence from work to cover
compelling personal circumstances not covered by legislation. The request must not exceed 4
months in duration and is subject to approval by Senior Management in consultation with
People and Performance. Employee requests must be submitted to their Manager as soon as
the need to personal leave is known.
To apply for an extended leave of absence, employees must complete their probationary
period and have exhausted all available vacation entitlement. Approval for the leave will
depend on the purpose and duration of the leave, the employee’s length of service and
operational needs.
Upon return to work, employees will return to their original position if the job is still available
and the employee is able to perform the job. If the employee does not return to work at the
end of the approved leave, employment will be terminated.
Employees on an approved leave of absence may continue extended health and dental, AD&D,
basic and optional life, and optional critical illness benefits for up to 4 months if they continue
to pay their portion of the premiums. Short and Long Term (LTD) disability benefit coverage
will cease on the last day worked. Employees that wish to opt out of benefits during their
leave will have their benefits reinstated upon their return to work.

46 July 2021
SECTION 6
BENEFITS OF WORKING AT WESTLAND
6.1 Group Employee Benefits
Manulife
Westland Insurance offers a group insurance plan for benefits through Manulife. Each year,
the insurance program is reviewed in terms of coverage and costs. Full‐time and regular part‐
time permanent employees (working 21 hours or more per week) are eligible to participate in
the Group Benefits Program from their first day of employment. Enrollment in the Westland
group insurance plan is mandatory for all eligible employees; however, employees may opt out
of extended health and dental coverage if they have coverage elsewhere. Proof of coverage
will be required.
The current insurance or other employee benefits are described in summary plan descriptions
that are provided to you and are available on Westland/Guardian web (intranet). The plan
documents take precedence over any inconsistent statements or descriptions, written or oral.
It is important to understand the programs and to file claims properly so that prompt payment
of benefits can be made.
There are core benefits that all eligible employees participate in (unless there is an age
restriction); which include: basic life insurance, basic accidental death and dismemberment
(AD&D) & long-term disability (LTD). The core benefits are 100% employee paid. In addition to
these benefits, employees may select the appropriate level of coverage for health & dental.
Westland shares the cost of the health & dental program. Optional Insurance coverages are
available to eligible employees that wish to purchase additional coverage for themselves and
their families. Benefit booklets are available through Westland/Guardian Web (intranet) for
active employees.
Westland Insurance does not promise that any particular kind or level of benefits will continue
in the future. The Company does not guarantee payment of plan benefits by the insurance
company. Westland Insurance reserves the right at any time, and from time to time, to modify,
amend, or terminate in whole or in part any or all of the provisions of these plans.

6.2 Short-Term Disability Program

Purpose
Westland Insurance Group Ltd offers a Short-Term Disability Plan to provide eligible
employees with income protection in the event they are unable to work due to non-work-
related illness or injury, and to support a safe and early return-to-work.
Eligibility
All permanent full-time and part-time employees working 21 hours per week or more are
eligible to receive salary continuance benefits.

47 July 2021
Cost of Coverage
The cost to provide this program to employees is fully paid by Westland and is an integral part
of the employee’s benefits plan offered by the company. Although an employer-funded
benefit, STD income benefits are subject to review and approval by Westland’s Third-Party
Disability Management Administrator.
Other Benefits
For the purpose of vacation accrual, employment will be deemed continuous during the short-
term disability period.
For more details about the Short-Term Disability Policy, please refer to the full policy here.

6.3 Long Term Disability Plan

Purpose
Through Manulife, Westland offers a Long-Term Disability program to provide eligible
employees with income protection in the event they are unable to work due to non-work-
related illness or injury, and to support a safe and early return-to-work.
Eligibility
All permanent full-time and part-time employees working 21 hours per week or more are
eligible to apply for long-term disability benefits following the completion of the 17 week
qualifying period.
For the purpose of seniority-based benefits, employment will be deemed continuous during
the long-term disability period. Vacation entitlement will not increase during a long-term
disability leave.
For more details on the Long-term Disability program, please refer to the Manulife Benefits
Booklet.

6.4 Benefits while on Leave

This policy confirms the conditions under which Westland’s basic life insurance, accidental
death and dismemberment (AD&D), short term disability (STD), long term disability (LTD),
optional life and disability, medical and dental coverage continues under the Plan while you
are on an approved leave of absence.
For leaves eligible for benefit continuation, employees must choose whether they wish to
continue benefits and make the appropriate premium contribution in advance of the leave.
Premium payment may be made with postdated cheques or by credit card. All premiums will
be paid for complete months. Failure to provide payment for the employee portion of the
premiums within 30 days of starting the leave, will result in benefit termination for the
duration of the approved leave.

48 July 2021
Statutory Leaves
Westland’s basic life, basic AD&D, short term disability (STD), long term disability (LTD),
optional life and disability, medical and dental coverage will continue for the duration of the
statutory leave (maternity, parental, compassionate care, etc.) for the duration as defined by
the minimum requirements of the applicable provincial employment standards legislation
based on the current cost sharing arrangements (i.e. employer/employee premium sharing).
Westland Insurance Group Ltd. will continue to make premium payments to any such plans for
the duration of the statutory leave unless the employee chooses not to pay his or her share of
the cost of the plans.
Non-Statutory Illness or Injury Leaves
Employees supported under Westland’s short-term disability plan will maintain benefit
coverage through payroll deductions as if they were actively working.
If an employee is approved for coverage under Westland’s long term disability plan or by the
provincial workers compensation board (WCB) and it results in them being absent from work,
the employee is eligible to maintain participation in Westland’s basic life, basic AD&D, optional
Life and disability, health and dental plan during their leave of absence for up to a 24 month
period from the commencement of the LTD/WCB leave. The employee will be responsible for
paying the employee portion of the benefit premiums and Westland will continue to pay the
employer portion of the benefit premium. Westland will not provide or make benefits
available beyond 24 months from the date that the leave commenced, unless otherwise
required by law.
If an employee applies for and is denied LTD or WCB benefits and appeals the denial of the
coverage, benefits may continue for 120 days, commencing on the first date of the
illness/injury as long as the employee continues to pay the employee portion of the benefit
premium. If after 120 days the employee is still not approved or in receipt of LTD or WCB
benefits, the employee will not be eligible to continue in Westland’s benefit plan.
All Other Non-Statutory Leaves
Westland reserves the discretion to continue to pay premiums for benefits for employees on
approved discretionary leaves of absence (i.e. education, personal, etc.). For approved leaves,
other than statutory leaves, Westland’s basic life, basic AD&D, optional life and disability
coverages, medical and dental coverage may continue for a maximum of 120 days based on
the current cost sharing arrangements (i.e. employer/employee premium sharing). Employees
on approved non-statutory leaves will not be covered under Westland’s STD and LTD benefit
plans during the leave of absence.

6.5 Group Registered Retirement Plan

Regular Full Time and Part Time permanent employees working 21 hours per week or more
are eligible to join the Westland Insurance Group Ltd. (Company) Group RRSP from their first
day of employment.
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Westland will begin matching contributions up to the plan maximum provided the eligible
employee has enrolled in the plan and has completed at least 24 months of continuous service
with Westland Insurance Group Ltd.
An employee can elect to participate by authorizing the Company to deduct from the
employee's salary a contribution into the Group RRSP by completing the RRSP enrollment in
Dayforce.
“Salary” means the amount paid to an employee as their regular base salary.

• Following 2 years of service, the Company shall contribute an amount equal to the
contribution of the employee to a maximum of 3% of the employee's salary.

• After 10 years of service - the Company will match the employee contribution up to
4% of their salary
• After 15 years of service – the Company will match the employee contribution up to
5% of their salary
• Maximum annual Westland contribution - $10,000
The Company shall deduct the employee’s contribution from each bi-weekly payment of salary
and shall pay such amounts together with the Company's contributions to the trustee of the
Group RRSP. The trustee will invest the contributions at the close of business on each bi-
weekly pay date in accordance with the group plan.
The employee shall not be entitled to withdraw or transfer all or part of the assets held in the
Group RRSP until the employee retires or leaves the employ of the Company. With
authorization from the Westland Benefits Specialist, withdrawals can be made for the Home
Buyer’s Plan and Lifelong Learning program.
If an unauthorized withdrawal is made, the Company will cease contributions to the
employee's group RRSP for a period of one year. Should a second unauthorized withdrawal
occur, the Company will cease contributions indefinitely. Hardship cases will be determined on
the merits of each individual case.
From time to time, employees may contribute additional contributions to the Group RRSP up
to the maximum annual amounts permitted by the Income Tax Act (Canada). It shall be the
employee’s sole responsibility to determine what additional contributions, if any, they are
permitted by law to make to the Group RRSP. In order to make a lump sum contribution the
employee completes the Lump Sum Contribution Form, attach a cheque and forward directly
to Manulife.
The Company may waive any of the above requirements in such cases as it may decide in its
sole discretion from time to time.
Employees can contribute whatever percentage they want subject to their overall RRSP limit
(set by Revenue Canada).

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6.6 Learning and Development
Westland supports ongoing learning and development and encourages employees to seek
further education and training. Financial assistance is available for approved courses leading to
certification, as well as programs that offer professional development, including seminars and
conferences. Employees must apply to their immediate Manager for financial assistance
before beginning a course.
Eligibility
Permanent employees who wish to undertake acceptable job-related courses may apply for
financial assistance any time after successfully completing the probationary period.
Eligible Courses
Eligible courses should relate directly to the employee's duties and responsibilities, and/or
generally be part of an insurance program and taken at or through an accredited institution.
Continuing education / eligible courses to be at the discretion of the Manager, who may reach
out to People & Performance if they have any questions.
Learning on Work Time
Arrangements and authorization of scheduled learning on work time to be at the discretion of
the Manager.
Employees will not be paid wages to attend training outside of normal business hours. Upon
prior authorization of the Manager, an employee may be paid for any travel and meal costs
associated with the training.
Upon prior authorization of their immediate Manager, an employee will be allowed one day
off per course to prepare for an exam, without loss of salary. This day will not be banked or
paid out. If there is no exam required for the course, one day off to complete a final project or
assignment will be allowed.
Reimbursement
Westland will assist employees in paying for tuition, registration, examination costs and
textbooks for approved courses as follows:

• Mandatory licensing courses and exams are paid up front by the Company. Westland
will pay for one re-write of the licensing exam if required.
• The Company will pay 100% of the cost up front for all approved seminars and
conferences.

• Employees who wish to seek a designation (not required by their Manager / as part of
their current job) will pay for all the costs up front and will be reimbursed upon
successful completion of the course. Upon successful completion of the course, the
employee is reimbursed by submitting a reimbursement request through the SAP
Concur Expense System. With prior authorization from their immediate Manager, an
51 July 2021
 employee may submit a reimbursement request via Concur for half the tuition up
front, and the remaining half upon successful completion of the course.
Employees are responsible for repaying tuition / training costs if they:
• Terminate their employment prior to the completion of the course
• Do not complete the course
• Terminate their employment within 6 months of the completion of the course
Substantial Education
Employees who wish to apply for financial assistance for education programs that carry
substantial time and financial commitments must discuss the request with their direct
Manager and People & Performance. Examples of substantial education may include MBA,
Business Degree/Diploma, certification programs that expand longer than a year, etc.
Employees must hold full-time permanent employment status in order to apply.
6.7 Personal Habitation Insurance Discount
Every employee purchasing their personal habitation insurance through the company is
entitled to have the premium discounted by the amount of commission payable on the policy.
This benefit is limited to one Residential policy (principal location) - Homeowners, Tenants, or
Condo Policy – the policy must be in the name of the employee and/or spouse. Policies in the
name of the employee’s family do not qualify nor does adding the employee as an Additional
Named Insured to a family members’ policy.
The Staff Write-off & PMP Request form on Westland Web must be completed. The premium
less the commission may be financed by completing and submitting the Staff Write-off & PMP
Request form or employees may pay in full at the time of coverage.
The Insurance discount is available to all regular full-time and part-time employees (working
21 or more hours a week and who qualify for benefits) upon completion of their 3 month
probation. The discount may not be backdated or pro-rated and may be clawed back should
the employee cancel the policy or terminate their employment with Westland.

6.8 HP Computer Discount

Through Westland’s strategic partnership with HP, employees are eligible for discounts on HP
products and purchases. More information is found on Westland Web.

6.9 TELUS Friends and Family Discount

Through Westland’s partnership with TELUS Mobility, employees are eligible for special rates
and plans on the TELUS network. More information is found on Westland Web.

6.11 Long Service Program

Westland will recognise employees with long service at the following anniversary milestones:
5, 10, 15, 20, 25, 30, 35 and 40 years of continuous service.
The awards will be in the following denominations:
52 July 2021
5 years - $750 25 Years - $3,000
10 years - $1,500 30 Years - $3,500
15 years - $2,000 35 Years - $4,000
20 years - $2,500 40 Years - $4,500
Length of service is deemed continuous while an employee is on an approved absence from
work; however, employees must be actively working in order to receive their award.
Employees absent at the time of their milestone anniversary will be issued their award upon
their return to work.

6.12 Scholarship Program

Westland is pleased to offer a Student Scholarship award to an entrant of a post-secondary
education program such as University, College, Technology Institute or Trade Program.
Westland Insurance offers entrance scholarships to children of Westland employees that are
entering into a full time post-secondary program, following graduation from Grade 12.
The entry scholarships are awarded on the basis of a combination of factors, including
academic standing, extracurricular activities, financial need and a student statement.
The $1,000.00 scholarships are not renewable.
Scholarships are awarded in August.
Applications are due in June and can be found on the Westland Web.
This benefit is open to all eligible children of Westland employees whose parents/legal
guardian are employed by Westland at the time the scholarships are awarded, are permanent
employees that are working 21 hours per week or more and hold a position up to and
including a Director level role.

53 July 2021