Policies and Procedures

Transcription

1 Policies and Procedures Employee Travel Comment [DV1]: = Business Expense Policy Our Employee Expense company policy outlines how we ll reimburse employees for work related expenses. We ll define work-related expenses and set a procedure to authorize expenditure. Employee expenses fall under two categories: Expenses that are paid directly by our company on behalf of employees Expenses that are paid by our employees and are reimbursable We ll reimburse all reasonable business expenses, after they are approved, in part or in full as the case may be. Travel Expenses Travel expenses include any kind of transportation and accommodation expenses that you incur when going on a business trip. Expenses related to this category that may be fully or partly reimbursable include: Accommodation Air, train, ship or other transportation fares Necessary medical expenses (e.g. vaccinations) Local transportation during trips (taxi fares, rental cars etc.) Other minor or per diem expenses that have been approved by an employee s manager (e.g. meals, business material) Minimizing expenses We want to avoid overspending or unnecessary costs. We may contract with hotels and agencies to get the best possible prices. We ll also aim for the cheapest option when we can. For example, we prefer booking plane tickets in economy class, unless there is reason for upgraded travel Non-reimbursable expenses We won t reimburse the following: Expenses incurred by spouses or other non-employees who accompany our employees on their travels Un-authorized service upgrade (e.g. business class or hotel rooms) Personal services (massages, beauty treatments etc.) Personal purchases (gifts, clothes etc.) Lost personal property (e.g. luggage) This list is not exhaustive. Please ask Human Resources (HR)/ Compensations manager about reimbursable expenses before you go on a business trip.

2 What are work-related expenses? This category includes expenses that are related to an employee either in the form of a benefit (e.g. business phone) or entertainment expenses that may occur in a business setting (e.g. professional dinners with clients or colleagues.) These expenses may be capped and [HR/ employee s manager] should approve them. If you spend more than the approved amount, you must cover the extra cost yourself. We won t reimburse the following work expenses: Unauthorized or unscheduled business meetings with clients, partners or job candidates Fines incurred while driving a company vehicle Non-business subscriptions/ training Personal trips This list is not exhaustive. Please ask Human Resources (HR)/ Compensations manager about reimbursable expenses before you submit a claim. Procedure When you plan to go on work-related trips, Office managers/ personal assistants/ HR will typically arrange most of your accommodation and transportation. You need to: Document any expenses that the company hasn t directly arranged for (e.g. taxi fares.) Please ask for bills and receipts whenever you can. You might also receive a per diem sum to cover other necessary travel expenses. Submit your reimbursement claim with all necessary documentation to HR. Please submit your claim/report within three months after your trip. Your manager or HR are responsible for approving reimbursement claims. If your manager approves your expenses, you will receive your reimbursement within two pay periods by check. When you incur work-related expenses, you should: Ask for your manager s approval. Submit a reimbursement claim. Please submit receipts and bills for business dinners and transportation within one month.

3 Work from home policy Are employees allowed to work from home? Employees are allowed to work from home only if their job duties permit it. For example, people who are obliged to come in direct physical contact with customers are not eligible to telecommute under this policy. But, employees who carry out most of their work on a computer can occasionally work off-site. Employees work from home or telecommute when they complete their work at a place located outside of our company s premises. They may work from home: Full-time On certain days Everyday, dividing their schedule between being present at the office and working from a remote location. Work from home arrangements can be occasional, temporary or permanent. Reasons that could demand telecommuting include but are not limited to: Parenting Bad weather Emergencies Medical reasons Work-life balance Overlong commute Other reasons for working from home depend on employees and managers judgement. We advise both employees and managers to consider these elements before asking/approving work from home: Is the employee eligible by nature of their job? Are there any cybersecurity and data privacy concerns? Will collaboration with the employee s team become difficult? Do employees have the necessary equipment or software installed at home? What are the conditions of employees home or alternative place of work (noise, internet connection etc.) Work from Home Procedure When employees plan to work from home, this procedure must be followed: Employees file a request through to Human Resources at least two days in advance Their managers must approve their request considering all elements mentioned above

4 If the work from home arrangement spans for more than a week, managers and team members should meet to discuss details and set specific goals, schedules and deadlines Employees who need to work from home for unforeseen reasons (e.g. illness or temporary difficult commute) should file their request as soon as possible, so managers can consider and approve it. Time Zone difference Sometimes, managers and their team members are in a different time zone. When employees need to work from home for unforeseen reasons, they may not be able to get their request approved in time. In this case, they may stay to work from home and notify the HR department. We advise employees to check in with their managers as soon as their manager clocks in. Compensation and benefits Usually, work from home arrangements don t affect employees employment terms. If working from home has any effect on compensation and benefits, then HR is responsible to create a new contract.

5 Laptop policy This policy applies to all those employees who have been issued a Laptop to ensure proper management, usage and security of the laptops issued to Employees. Eligibility Laptops will be allocated to users based upon job responsibilities, demonstrated need and solely by the Management s discretion. Criteria for selection Employees who travel very frequently as a part of their job (Ex: Sales) Employees who heavily use computer during their business meetings, presentations and after office hours. Employees who need to use computers on a support call to install, test or for Demo purposes. Approval process All requests for employee Laptops must go through an approval process that will involve approval from the employees direct Manager and finally the CEO. After acquiring approval, orders for laptops must be processed through Systems Administrator. The Laptop must be a configuration; model and brand approved by the company and must meet or exceed standard specifications. The process for turning in and receiving Laptop is documented through the completion and signing the appropriate Form by the employee as well as the SA*. Forms are available from the SA* by downloading from here (xxxxxx) Following are the terms and conditions that apply to employees who are issued a Laptop: Ownership of the Laptop will reside with the company and the same shall be returned to the company upon resignation\termination of the employee. It is the employee s responsibility to take appropriate precautions to prevent damage to or loss/theft of the Laptop. The Laptop will be configured with a standard suite of programs that are appropriate for the type of computer that the employee receives based upon company software standards. It is also possible that other applications will be provided to the employee by the company based on their professional needs or the requirements of the Laptop. The laptop would be submitted to the employees direct supervisor during any long-term absences (1 months or more), unless the employee gets an approval from the CEO.

6 The Employee may not download games, entertainment software, sexist, obscene materials or personal finance software on the company owned laptop. The Employee is responsible for maintaining monthly backup files of their Laptop as an added precaution against data loss. To ensure that virus protection and other security patches are current, users must take responsibility that security updates are done on the Laptops on regular basis. Employee is responsible for the loss of the laptop if they lose it outside of the building and hence the cost of the instrument may be recovered from the Employee. If the laptop is lost or stolen it must be reported to the SA immediately, it should also be reported to local police. The police report should include the serial number for the lost computer. A copy of the police report must be sent to the SA within 48 hours of the discovery of the loss. In the case of any damage to the laptop due to employee s negligence/ misuse, the cost of the damage would be recovered from the employee. If the damage is irreparable then the cost of the Laptop would be recovered. The company reserves the sole right to cancel the eligibility to have an company Laptop at any time without giving any prior notice While returning the Laptop the employee will power on in front of the SA* or supervisor, in order to ensure that the Laptop is in working order with all applications working properly. NOTE: The IT department is responsible for determining market value and/or damages, and for the collection of money, if necessary. SA* - System Administrator

7 Paid Time Off Policy The company has adopted a policy for a time off procedure providing 160 hrs per year to be used for any approved absence from work. It is referred to as Personal Time Off (PTO) and is designed to cover all types of absences including vacation time off, personal time off, sick time off, and other incidental time away from work. Employees accrue paid time off at the rate of hrs per each full month of service. Employees who do not have sufficient earned time off hours may borrow hours, in advance, with prior approval from their manager. How to request PTO To be paid for time off, an employee must complete a Request For Time Off form which can be found on the intranet at XXXXXXX. The completed form must be signed by the employee and the employee s manager and forwarded to payroll. Please note the following: All time-off should be schedules in advance with your manager, if time taken off is due to sick time, a Request for Time Off form must be completed within three (3) days of return. PTO accrued will reach a top off maximum of 160 hours, once PTO hours are below 160, you will again accrue to the 160 hour maximum. An employee will take time-off only against the PTO accrued. Any time-off in excess will be considered and treated as absence without pay. If an employee is terminated from the Company for any reason, the unused PTO will be paid off with the final paycheck. Holiday Schedule Memorial Day Independence Day Labor Day Thanksgiving Day Day after Thanksgiving Day Christmas Day

8 Purchase Orders Procedures All non-recurring purchases will require an approved purchase order before the commitment is made. If it's not the rent, utilities, a phone bill or our internet service provider, you will need to get a purchase order form and fill it out or complete the process on line at XXXXXXXXX For example, a purchase order would be required for any equipment or software purchase, hiring a consultant or consulting firm, travel, purchases of supplies, etc. If a commitment is made without a purchase order, the bill will not be paid, especially if it's a non-recurring item placed on an expense report without a properly approved purchase order. Be sure to explain on the form why you need to make the purchase. After you have filled out a purchase order request, your department head should sign it and route it to the Finance Department, who will assign a purchase order number and you a confirmation. The purchase order request becomes a properly approved purchase order only after a purchase order number has been assigned to it. Finance will maintain a sequential file of the purchase orders. Before paying a bill, it will be match to the purchase order. Once you have received the purchase order number from Finance, you are then authorized to make the purchase. These purchase order procedures also apply to company credit card purchases.

9 How to reserve a conference room Step 1. You can schedule meetings and reserve rooms in either of the following two ways: Click on "New Items" and then select Meeting from the drop down list. In the Calendar, double-click the time of day you want the Meeting to start. Step 2. The Meeting Request window will open. You can write the subject and body of your here. Record more information with each reservation: person reserving; purpose (class name, group meeting name), etc. Then, click on the Scheduling Assistant tab.

10 Step 3. There are two sections of the left of screen, "Add Attendees" and "Add Rooms", and the right hand side shows you busy or available time.

11 Step 4. Invite Attendees Enter the names of the attendees, if needed. Once all names have resolved against the Global Address List (they'll all become links you can click), you will see bars appear to the right indicating existing appointments/meetings. Finding a suggested time On the right side of the window, the "Suggested Times" area displays when participants and resources are free. Reserving a room Click on "Add Rooms". This will bring you to a screen that will list all rooms. Double-click to select any rooms you wish. Enter multiple rooms to view their availability; Click OK.

12 You will now return to the "Scheduling Assistant" screen. You can also edit the subject area of the Meeting request. Step 5. Finally, this is how it should look like after you have added rooms and people. Step 6. When you are finished, be sure to "Send" the reservation.

13 AlbertSynonyms Hi, Hello, Ciao, Hola, How are you, Anybody there Personal Time Off, PTO Purchase Order, PO, P.O. AlbertPersonality Hi Hello, how may I help you? Who created you? Veronica Smeethe did. Where are you today? This is for me to know and for you to find out.