Our company sick leave policy outlines our company’s provisions for employees who become sick and need to be absent from work. The following sample policy specifies how sick leave will be accrued and how it may be used.
Scope
This company sick leave policy applies to all our employees who have been with our company for at least [six months.]
Policy elements
Our employees may be unable to perform their duties if they get sick. Our company follows legal guidelines that may apply to sick pay. We’ll also offer 10 days of paid sick leave. This leave is separate from other types of leave like maternity leave and Paid Time Off (PTO).
How do sick days work?
Our employees can take sick leave when they want to:
Recover from sudden illness
Recover from accidents/injuries
Receive mental/psychological care or counseling when necessary
Employees who want to attend to routine healthcare (e.g. doctor’s/dentist’s appointments) should use their PTO.
Unused sick leave policy
Employees will receive [1] additional day/s every [1 year] of working for our company. Depending on the law, employees can accumulate unused sick leave until it reaches a certain number of days. Unused sick time may be calculated for an employee’s annuity when they retire.
Keep in mind that, employees who become sick should either use their sick days or work from home to avoid spreading illnesses.
Procedure
When employees want to use their sick time, they should notify their supervisor as soon as possible either through email or an automated Human Resources Information System (HRIS.) They should also inform the supervisor for how long they’ll be absent (if possible) or report daily for every day of sick leave.
Under certain circumstances, employees might need to submit a physician’s note or other medical certification and/or complete a sick leave form. Those circumstances include but are not limited to:
Being absent for more than [three days] on sick leave.
Cases when a pattern arises (e.g. employees plead sick at a specific time each week.)
We will handle all sick time requests with discretion.
Simple Intranet believe we work to live, not the other way around. Therefore we respect our employees and encourage the following:
A belief, or lack thereof, in God or an affiliation with a religious/spiritual institution
A belief in being a good steward of resources and in exercising frugality
A belief that family is of fundamental importance
A belief that honesty is always the best policy and that trust has to be earned
A belief in maintaining a healthy work/life balance
Many of us are also parents – so we also try to instill these types of positive core values in children in an effort to give them guiding principles for living a good life.
Corporate Core Values
We believe:
A commitment to sustainability and to acting in an environmentally friendly way. Companies like Patagonia and Ben & Jerry’s have environmental sustainability as a core value.
A commitment to innovation and excellence. Apple Computer is perhaps best known for having a commitment to innovation as a core value. This is embodied by their “Think Different” motto.
A commitment to doing good for the whole. Google, for example, believes in making a great search engine and building a great company without being evil.
A commitment to helping those less fortunate. TOMS shoe company gives away a pair of shoes to a needy person for every pair it sells in an effort to alleviate poverty and make life better for others.
A commitment to building strong communities. Shell oil company donates millions of dollars to the University of Texas to improve student education and to match employee charitable donations.
Create groundbreaking sports innovations, make our products sustainably, build a creative and diverse global team, and make a positive impact in communities where we live and work.
Vision statement:
Bring inspiration and innovation to every athlete in the world: If you have a body, you are an athlete.
Nike’s mission statement might sound run-of-the-mill, but it effectively sums up what they aim to do and how they aim to do it.
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.
Scope
This policy applies to all our employees that need to spend money for work-related activities.
Policy elements
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
Legal document expenses (e.g. Visa)
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)
Medical care fees after travel-related accidents may be covered by workers compensation insurance. If not, we may reimburse you for your medical expenses, if appropriate.
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) about reimbursable expenses before you go on a business trip.
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 $100 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) about reimbursable expenses before you submit a claim.
Procedure
When you plan to go on work-related trips, Office managers or personal assistants will typically arrange for most of your accommodation and transportation costs and document these expenses. You need to:
Document any expenses that our 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 via Simple Intranet or submit an expense report with all necessary documentation. Please submit your claim/report within two 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 direct deposit.
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.
We’ll investigate any excessive expenses. In cases of consistent falsified or exaggerated claims, we may take disciplinary action.
Simple Intranet strives to create and maintain a work environment in which people are treated with dignity, decency and respect. The environment of the company should be characterized by mutual trust and the absence of intimidation, oppression and exploitation. Simple Intranet will not tolerate unlawful discrimination or harassment of any kind. Through enforcement of this policy and by education of employees, Simple Intranet will seek to prevent, correct and discipline behavior that violates this policy.
All employees, regardless of their positions, are covered by and are expected to comply with this policy and to take appropriate measures to ensure that prohibited conduct does not occur. Appropriate disciplinary action will be taken against any employee who violates this policy. Based on the seriousness of the offense, disciplinary action may include verbal or written reprimand, suspension, or termination of employment.
Managers and supervisors who knowingly allow or tolerate discrimination, harassment or retaliation, including the failure to immediately report such misconduct to human resources (HR), are in violation of this policy and subject to discipline.
Prohibited Conduct Under This Policy
Simple Intranet, in compliance with all applicable federal, state and local anti-discrimination and harassment laws and regulations, enforces this policy in accordance with the following definitions and guidelines:
Discrimination
It is a violation of Simple Intranet’s policy to discriminate in the provision of employment opportunities, benefits or privileges; to create discriminatory work conditions; or to use discriminatory evaluative standards in employment if the basis of that discriminatory treatment is, in whole or in part, the person’s race, color, national origin, age, religion, disability status, gender, sexual orientation, gender identity, genetic information or marital status.
Discrimination of this kind may also be strictly prohibited by a variety of federal, state and local laws, including Title VII of the Civil Rights Act of 1964, the Age Discrimination Act of 1967 and the Americans with Disabilities Act of 1990. This policy is intended to comply with the prohibitions stated in these anti-discrimination laws.
Discrimination in violation of this policy will be subject to disciplinary measures up to and including termination.
Harassment
Simple Intranet prohibits harassment of any kind, including sexual harassment, and will take appropriate and immediate action in response to complaints or knowledge of violations of this policy. For purposes of this policy, harassment is any verbal or physical conduct designed to threaten, intimidate or coerce an employee, co-worker, or any person working for or on behalf of Simple Intranet.
The following examples of harassment are intended to be guidelines and are not exclusive when determining whether there has been a violation of this policy:
Verbal harassment includes comments that are offensive or unwelcome regarding a person’s national origin, race, color, religion, gender, sexual orientation, age, body, disability or appearance, including epithets, slurs and negative stereotyping.
Nonverbal harassment includes distribution, display or discussion of any written or graphic material that ridicules, denigrates, insults, belittles or shows hostility, aversion or disrespect toward an individual or group because of national origin, race, color, religion, age, gender, sexual orientation, pregnancy, appearance, disability, sexual identity, marital status or other protected status.
Sexual harassment
Sexual harassment is a form of unlawful employment discrimination under Title VII of the Civil Rights Act of 1964 and is prohibited under Simple Intranet’s anti-harassment policy. According to the Equal Employment Opportunity Commission (EEOC), sexual harassment is defined as “unwelcome sexual advances, requests for sexual favors, and other verbal or physical conduct of a sexual nature … when … submission to or rejection of such conduct is used as the basis for employment decisions … or such conduct has the purpose or effect of … creating an intimidating, hostile or offensive working environment.”
Sexual harassment occurs when unsolicited and unwelcome sexual advances, requests for sexual favors, or other verbal or physical conduct of a sexual nature:
Is made explicitly or implicitly a term or condition of employment.
Is used as a basis for an employment decision.
Unreasonably interferes with an employee’s work performance or creates an intimidating, hostile or otherwise offensive environment.
Sexual harassment may take different forms. The following examples of sexual harassment are intended to be guidelines and are not exclusive when determining whether there has been a violation of this policy:
Verbal sexual harassment includes innuendoes, suggestive comments, jokes of a sexual nature, sexual propositions, lewd remarks and threats; requests for any type of sexual favor (this includes repeated, unwelcome requests for dates); and verbal abuse or “kidding” that is oriented toward a prohibitive form of harassment, including that which is sexual in nature and unwelcome.
Nonverbal sexual harassment includes the distribution, display or discussion of any written or graphic material, including calendars, posters and cartoons that are sexually suggestive or show hostility toward an individual or group because of sex; suggestive or insulting sounds; leering; staring; whistling; obscene gestures; content in letters, notes, facsimiles, e-mails, photos, text messages, tweets and Internet postings; or other forms of communication that are sexual in nature and offensive.
Physical sexual harassment includes unwelcome, unwanted physical contact, including touching, tickling, pinching, patting, brushing up against, hugging, cornering, kissing, fondling, and forced sexual intercourse or assault.
Courteous, mutually respectful, pleasant, noncoercive interactions between employees that are appropriate in the workplace and acceptable to and welcomed by both parties are not considered to be harassment, including sexual harassment.
Consensual Romantic or Sexual Relationships
Simple Intranet strongly discourages romantic or sexual relationships between a manager or other supervisory employee and his or her staff (an employee who reports directly or indirectly to that person) because such relationships tend to create compromising conflicts of interest or the appearance of such conflicts. In addition, such a relationship may give rise to the perception by others that there is favoritism or bias in employment decisions affecting the staff employee. Moreover, given the uneven balance of power within such relationships, consent by the staff member is suspect and may be viewed by others, or at a later date by the staff member, as having been given as the result of coercion or intimidation. The atmosphere created by such appearances of bias, favoritism, intimidation, coercion or exploitation undermines the spirit of trust and mutual respect that is essential to a healthy work environment. If there is such a relationship, the parties need to be aware that one or both may be moved to a different department or other actions may be taken.
If any employee of Simple Intranet enters into a consensual relationship that is romantic or sexual in nature with a member of his or her staff (an employee who reports directly or indirectly to him or her), or if one of the parties is in a supervisory capacity in the same department in which the other party works, the parties must notify the HR director or other appropriate corporate officer. Because of potential issues regarding quid pro quo harassment, Simple Intranet has made reporting mandatory. This requirement does not apply to employees who do not work in the same department or to parties where neither one supervises or otherwise manages responsibilities over the other.
Once the relationship is made known to Simple Intranet, the company will review the situation with human resources in light of all the facts (reporting relationship between the parties, effect on co-workers, job titles of the parties, etc.) and will determine whether one or both parties need to be moved to another job or department. If it is determined that one party must be moved, and there are jobs in other departments available for both, the parties may decide who will be the one to apply for a new position. If the parties cannot amicably come to a decision, or the party is not chosen for the position to which he or she applied, the HR director and senior management will decide which party will be moved. That decision will be based on which move will be least disruptive to the organization as a whole. If no other jobs are available for either party, the parties will be given the option of terminating their relationship or resigning.
Retaliation
No hardship, loss, benefit or penalty may be imposed on an employee in response to:
Filing or responding to a bona fide complaint of discrimination or harassment.
Appearing as a witness in the investigation of a complaint.
Serving as an investigator of a complaint.
Lodging a bona fide complaint will in no way be used against the employee or have an adverse impact on the individual’s employment status. However, filing groundless or malicious complaints is an abuse of this policy and will be treated as a violation.
Any person who is found to have violated this aspect of the policy will be subject to discipline up to and including termination of employment.
Confidentiality
All complaints and investigations are treated confidentially to the extent possible, and information is disclosed strictly on a need-to-know basis. The identity of the complainant is usually revealed to the parties involved during the investigation, and the HR director will take adequate steps to ensure that the complainant is protected from retaliation during and after the investigation. All information pertaining to a complaint or investigation under this policy will be maintained in secure files within the HR department.
Complaint procedure
Simple Intranet has established the following procedure for lodging a complaint of harassment, discrimination or retaliation. The company will treat all aspects of the procedure confidentially to the extent reasonably possible.
Complaints should be submitted as soon as possible after an incident has occurred, preferably in writing. The HR director may assist the complainant in completing a written statement or, in the event an employee refuses to provide information in writing, the HR director will dictate the verbal complaint.
Upon receiving a complaint or being advised by a supervisor or manager that violation of this policy may be occurring, the HR director will notify senior management and review the complaint with the company’s legal counsel.
The HR director will initiate an investigation to determine whether there is a reasonable basis for believing that the alleged violation of this policy occurred.
If necessary, the complainant and the respondent will be separated during the course of the investigation, either through internal transfer or administrative leave.
During the investigation, the HR director, together with legal counsel or other management employees, will interview the complainant, the respondent and any witnesses to determine whether the alleged conduct occurred.
Upon conclusion of an investigation, the HR director or other person conducting the investigation will submit a written report of his or her findings to the company. If it is determined that a violation of this policy has occurred, the HR director will recommend appropriate disciplinary action. The appropriate action will depend on the following factors:
a) the severity, frequency and pervasiveness of the conduct;
b) prior complaints made by the complainant;
c) prior complaints made against the respondent; and
d) the quality of the evidence (e.g., firsthand knowledge, credible corroboration).
If the investigation is inconclusive or if it is determined that there has been no violation of policy but potentially problematic conduct may have occurred, the HR director may recommend appropriate preventive action.
Senior management will review the investigative report and any statements submitted by the complainant or respondent, discuss results of the investigation with the HR director and other management staff as appropriate, and decide what action, if any, will be taken.
Once a final decision is made by senior management, the HR director will meet with the complainant and the respondent separately and notify them of the findings of the investigation. If disciplinary action is to be taken, the respondent will be informed of the nature of the discipline and how it will be executed.
Alternative legal remedies
Nothing in this policy may prevent the complainant or the respondent from pursuing formal legal remedies or resolution through local, state or federal agencies or the courts.
The success of our business is dependent on the trust and confidence we earn from our employees, customers and shareholders. We gain credibility by adhering to our commitments, displaying honesty and integrity and reaching company goals solely through honorable conduct. It is easy to say what we must do, but the proof is in our actions. Ultimately, we will be judged on what we do.
When considering any action, it is wise to ask: Will this build trust and credibility for Simple Intranet? Will it help create a working environment in which Simple Intranet can succeed over the long term? Is the commitment I am making one I can follow through with? The only way we will maximize trust and credibility is by answering “yes” to those questions and by working every day to build our trust and credibility.
Respect for the Individual
We all deserve to work in an environment where we are treated with dignity and respect. Simple Intranet is committed to creating such an environment because it brings out the full potential in each of us, which, in turn, contributes directly to our business success. We cannot afford to let anyone’s talents go to waste.
Simple Intranet is an equal employment/affirmative action employer and is committed to providing a workplace that is free of discrimination of all types and from abusive, offensive or harassing behavior. Any employee who feels harassed or discriminated against should report the incident to his or her manager or to human resources.
Create a Culture of Open and Honest Communication
At Simple Intranet everyone should feel comfortable to speak his or her mind, particularly with respect to ethics concerns. Managers have a responsibility to create an open and supportive environment where employees feel comfortable raising such questions. We all benefit tremendously when employees exercise their power to prevent mistakes or wrongdoing by asking the right questions at the right times.
Simple Intranet will investigate all reported instances of questionable or unethical behavior. In every instance where improper behavior is found to have occurred, the company will take appropriate action. We will not tolerate retaliation against employees who raise genuine ethics concerns in good faith.
For your information, Simple Intranet’s whistleblower policy is as follows:
Employees are encouraged, in the first instance, to address such issues with their managers or the HR manager, as most problems can be resolved swiftly. If for any reason that is not possible or if an employee is not comfortable raising the issue with his or her manager or HR, Simple Intranet’s CEO operates with an open-door policy.
Set Tone at the Top
Management has the added responsibility for demonstrating, through their actions, the importance of this Code. In any business, ethical behavior does not simply happen; it is the product of clear and direct communication of behavioral expectations, modeled from the top and demonstrated by example. Again, ultimately, our actions are what matters.
To make our Code work, managers must be responsible for promptly addressing ethical questions or concerns raised by employees and for taking the appropriate steps to deal with such issues. Managers should not consider employees’ ethics concerns as threats or challenges to their authority, but rather as another encouraged form of business communication. At Simple Intranet, we want the ethics dialogue to become a natural part of daily work.
Uphold the Law
Simple Intranet’s commitment to integrity begins with complying with laws, rules and regulations where we do business. Further, each of us must have an understanding of the company policies, laws, rules and regulations that apply to our specific roles. If we are unsure of whether a contemplated action is permitted by law or Simple Intranet policy, we should seek the advice from the resource expert. We are responsible for preventing violations of law and for speaking up if we see possible violations.
Because of the nature of our business, some legal requirements warrant specific mention here.
Competition
We are dedicated to ethical, fair and vigorous competition. We will sell Simple Intranet products and services based on their merit, superior quality, functionality and competitive pricing. We will make independent pricing and marketing decisions and will not improperly cooperate or coordinate our activities with our competitors. We will not offer or solicit improper payments or gratuities in connection with the purchase of goods or services for Simple Intranet or the sales of its products or services, nor will we engage or assist in unlawful boycotts of particular customers.
Proprietary Information
It is important that we respect the property rights of others. We will not acquire or seek to acquire improper means of a competitor’s trade secrets or other proprietary or confidential information. We will not engage in unauthorized use, copying, distribution or alteration of software or other intellectual property.
Selective Disclosure
We will not selectively disclose (whether in one-on-one or small discussions, meetings, presentations, proposals or otherwise) any material nonpublic information with respect to Simple Intranet, its securities, business operations, plans, financial condition, results of operations or any development plan. We should be particularly vigilant when making presentations or proposals to customers to ensure that our presentations do not contain material nonpublic information.
Health and Safety
Simple Intranet is dedicated to maintaining a healthy environment. A safety manual has been designed to educate you on safety in the workplace. If you do not have a copy of this manual, please see the HR department.
Avoid Conflicts of Interest
Conflicts of Interest
We must avoid any relationship or activity that might impair, or even appear to impair, our ability to make objective and fair decisions when performing our jobs. At times, we may be faced with situations where the business actions we take on behalf of Simple Intranet may conflict with our own personal or family interests. We owe a duty to Simple Intranet to advance its legitimate interests when the opportunity to do so arises. We must never use Simple Intranet property or information for personal gain or personally take for ourselves any opportunity that is discovered through our position with Simple Intranet.
Here are some other ways in which conflicts of interest could arise:
Being employed (you or a close family member) by, or acting as a consultant to, a competitor or potential competitor, supplier or contractor, regardless of the nature of the employment, while you are employed with Simple Intranet.
Hiring or supervising family members or closely related persons.
Serving as a board member for an outside commercial company or organization.
Owning or having a substantial interest in a competitor, supplier or contractor.
Having a personal interest, financial interest or potential gain in any Simple Intranet transaction.
Placing company business with a firm owned or controlled by a Simple Intranet employee or his or her family.
Accepting gifts, discounts, favors or services from a customer/potential customer, competitor or supplier, unless equally available to all Simple Intranet employees.
Determining whether a conflict of interest exists is not always easy to do. Employees with a conflict of interest question should seek advice from management. Before engaging in any activity, transaction or relationship that might give rise to a conflict of interest, employees must seek review from their managers or the HR department.
Gifts, Gratuities and Business Courtesies
Simple Intranet is committed to competing solely on the merit of our products and services. We should avoid any actions that create a perception that favorable treatment of outside entities by Simple Intranet was sought, received or given in exchange for personal business courtesies. Business courtesies include gifts, gratuities, meals, refreshments, entertainment or other benefits from persons or companies with whom Simple Intranet does or may do business. We will neither give nor accept business courtesies that constitute, or could reasonably be perceived as constituting, unfair business inducements that would violate law, regulation or policies of Simple Intranet or customers, or would cause embarrassment or reflect negatively on Simple Intranet’s reputation.
Accepting Business Courtesies
Most business courtesies offered to us in the course of our employment are offered because of our positions at Simple Intranet. We should not feel any entitlement to accept and keep a business courtesy. Although we may not use our position at Simple Intranet to obtain business courtesies, and we must never ask for them, we may accept unsolicited business courtesies that promote successful working relationships and good will with the firms that Simple Intranet maintains or may establish a business relationship with.
Employees who award contracts or who can influence the allocation of business, who create specifications that result in the placement of business or who participate in negotiation of contracts must be particularly careful to avoid actions that create the appearance of favoritism or that may adversely affect the company’s reputation for impartiality and fair dealing. The prudent course is to refuse a courtesy from a supplier when Simple Intranet is involved in choosing or reconfirming a supplier or under circumstances that would create an impression that offering courtesies is the way to obtain Simple Intranet business.
Meals, Refreshments and Entertainment
We may accept occasional meals, refreshments, entertainment and similar business courtesies that are shared with the person who has offered to pay for the meal or entertainment, provided that:
They are not inappropriately lavish or excessive.
The courtesies are not frequent and do not reflect a pattern of frequent acceptance of courtesies from the same person or entity.
The courtesy does not create the appearance of an attempt to influence business decisions, such as accepting courtesies or entertainment from a supplier whose contract is expiring in the near future.
The employee accepting the business courtesy would not feel uncomfortable discussing the courtesy with his or her manager or co-worker or having the courtesies known by the public.
Gifts
Employees may accept unsolicited gifts, other than money, that conform to the reasonable ethical practices of the marketplace, including:
Flowers, fruit baskets and other modest presents that commemorate a special occasion.
Gifts of nominal value, such as calendars, pens, mugs, caps and t-shirts (or other novelty, advertising or promotional items).
Generally, employees may not accept compensation, honoraria or money of any amount from entities with whom Simple Intranet does or may do business. Tangible gifts (including tickets to a sporting or entertainment event) that have a market value greater than $100 may not be accepted unless approval is obtained from management.
Employees with questions about accepting business courtesies should talk to their managers or the HR department.
Offering Business Courtesies
Any employee who offers a business courtesy must assure that it cannot reasonably be interpreted as an attempt to gain an unfair business advantage or otherwise reflect negatively upon Simple Intranet. An employee may never use personal funds or resources to do something that cannot be done with Simple Intranet resources. Accounting for business courtesies must be done in accordance with approved company procedures.
Other than to our government customers, for whom special rules apply, we may provide nonmonetary gifts (i.e., company logo apparel or similar promotional items) to our customers. Further, management may approve other courtesies, including meals, refreshments or entertainment of reasonable value, provided that:
The practice does not violate any law or regulation or the standards of conduct of the recipient’s organization.
The business courtesy is consistent with industry practice, is infrequent in nature and is not lavish.
The business courtesy is properly reflected on the books and records of Simple Intranet.
Set Metrics and Report Results Accurately
Accurate Public Disclosures
We will make certain that all disclosures made in financial reports and public documents are full, fair, accurate, timely and understandable. This obligation applies to all employees, including all financial executives, with any responsibility for the preparation for such reports, including drafting, reviewing and signing or certifying the information contained therein. No business goal of any kind is ever an excuse for misrepresenting facts or falsifying records.
Employees should inform Executive Management and the HR department if they learn that information in any filing or public communication was untrue or misleading at the time it was made or if subsequent information would affect a similar future filing or public communication.
Corporate Recordkeeping
We create, retain and dispose of our company records as part of our normal course of business in compliance with all Simple Intranet policies and guidelines, as well as all regulatory and legal requirements.
All corporate records must be true, accurate and complete, and company data must be promptly and accurately entered in our books in accordance with Simple Intranet’s and other applicable accounting principles.
We must not improperly influence, manipulate or mislead any unauthorized audit, nor interfere with any auditor engaged to perform an internal independent audit of Simple Intranet books, records, processes or internal controls.
Promote Substance Over Form
At times, we are all faced with decisions we would rather not have to make and issues we would prefer to avoid. Sometimes, we hope that if we avoid confronting a problem, it will simply go away.
At Simple Intranet, we must have the courage to tackle the tough decisions and make difficult choices, secure in the knowledge that Simple Intranet is committed to doing the right thing. At times this will mean doing more than simply what the law requires. Merely because we can pursue a course of action does not mean we should do so.
Although Simple Intranet’s guiding principles cannot address every issue or provide answers to every dilemma, they can define the spirit in which we intend to do business and should guide us in our daily conduct.
Accountability
Each of us is responsible for knowing and adhering to the values and standards set forth in this Code and for raising questions if we are uncertain about company policy. If we are concerned whether the standards are being met or are aware of violations of the Code, we must contact the HR department.
Simple Intranet takes seriously the standards set forth in the Code, and violations are cause for disciplinary action up to and including termination of employment.
Be Loyal
Confidential and Proprietary Information
Integral to Simple Intranet’s business success is our protection of confidential company information, as well as nonpublic information entrusted to us by employees, customers and other business partners. Confidential and proprietary information includes such things as pricing and financial data, customer names/addresses or nonpublic information about other companies, including current or potential supplier and vendors. We will not disclose confidential and nonpublic information without a valid business purpose and proper authorization.
Use of Company Resources
Company resources, including time, material, equipment and information, are provided for company business use. Nonetheless, occasional personal use is permissible as long as it does not affect job performance or cause a disruption to the workplace.
Employees and those who represent Simple Intranet are trusted to behave responsibly and use good judgment to conserve company resources. Managers are responsible for the resources assigned to their departments and are empowered to resolve issues concerning their proper use.
Generally, we will not use company equipment such as computers, copiers and fax machines in the conduct of an outside business or in support of any religious, political or other outside daily activity, except for company-requested support to nonprofit organizations. We will not solicit contributions nor distribute non-work related materials during work hours.
In order to protect the interests of the Simple Intranet network and our fellow employees, Simple Intranet reserves the right to monitor or review all data and information contained on an employee’s company-issued computer or electronic device, the use of the Internet or Simple Intranet’s intranet. We will not tolerate the use of company resources to create, access, store, print, solicit or send any materials that are harassing, threatening, abusive, sexually explicit or otherwise offensive or inappropriate.
Questions about the proper use of company resources should be directed to your manager.
Media Inquiries
Simple Intranet is a high-profile company in our community, and from time to time, employees may be approached by reporters and other members of the media. In order to ensure that we speak with one voice and provide accurate information about the company, we should direct all media inquiries to the Public Relations. No one may issue a press release without first consulting with the Public Relations Department.
Do the Right Thing
Several key questions can help identify situations that may be unethical, inappropriate or illegal. Ask yourself:
Does what I am doing comply with the Simple Intranet guiding principles, Code of Conduct and company policies?
Have I been asked to misrepresent information or deviate from normal procedure?
Would I feel comfortable describing my decision at a staff meeting?
How would it look if it made the headlines?
Am I being loyal to my family, my company and myself?
Work from Home & Telecommuting Policy and Procedure
Objective
Telecommuting allows employees to work at home, on the road or in a satellite location for all or part of their workweek. Simple Intranet considers telecommuting to be a viable, flexible work option when both the employee and the job are suited to such an arrangement. Telecommuting may be appropriate for some employees and jobs but not for others. Telecommuting is not an entitlement, it is not a companywide benefit, and it in no way changes the terms and conditions of employment with Simple Intranet.
Procedures
Telecommuting can be informal, such as working from home for a short-term project or on the road during business travel, or a formal, set schedule of working away from the office as described below. Either an employee or a supervisor can suggest telecommuting as a possible work arrangement.
Any telecommuting arrangement made will be on a trial basis for the first three months and may be discontinued at will and at any time at the request of either the telecommuter or the organization. Every effort will be made to provide 30 days’ notice of such change to accommodate commuting, child care and other issues that may arise from the termination of a telecommuting arrangement. There may be instances, however, when no notice is possible.
Eligibility
Individuals requesting formal telecommuting arrangements must be employed with [Company Name] for a minimum of 12 months of continuous, regular employment and must have a satisfactory performance record.
Before entering into any telecommuting agreement, the employee and manager, with the assistance of the human resource department, will evaluate the suitability of such an arrangement, reviewing the following areas:
Employee suitability. The employee and manager will assess the needs and work habits of the employee, compared to traits customarily recognized as appropriate for successful telecommuters.
Job responsibilities. The employee and manager will discuss the job responsibilities and determine if the job is appropriate for a telecommuting arrangement.
Equipment needs, workspace design considerations and scheduling issues. The employee and manager will review the physical workspace needs and the appropriate location for the telework.
Tax and other legal implications. The employee must determine any tax or legal implications under IRS, state and local government laws, and/or restrictions of working out of a home-based office. Responsibility for fulfilling all obligations in this area rests solely with the employee.
If the employee and manager agree, and the human resource department concurs, a draft telecommuting agreement will be prepared and signed by all parties, and a three-month trial period will commence.
Evaluation of telecommuter performance during the trial period will include regular interaction by phone and e-mail between the employee and the manager, and weekly face-to-face meetings to discuss work progress and problems. At the end of the trial period, the employee and manager will each complete an evaluation of the arrangement and make recommendations for continuance or modifications. Evaluation of telecommuter performance beyond the trial period will be consistent with that received by employees working at the office in both content and frequency but will focus on work output and completion of objectives rather than on time-based performance.
An appropriate level of communication between the telecommuter and supervisor will be agreed to as part of the discussion process and will be more formal during the trial period. After conclusion of the trial period, the manager and telecommuter will communicate at a level consistent with employees working at the office or in a manner and frequency that is appropriate for the job and the individuals involved.
Equipment
On a case-by-case basis, Simple Intranet will determine, with information supplied by the employee and the supervisor, the appropriate equipment needs (including hardware, software, modems, phone and data lines and other office equipment) for each telecommuting arrangement. The human resource and information system departments will serve as resources in this matter. Equipment supplied by the organization will be maintained by the organization. Equipment supplied by the employee, if deemed appropriate by the organization, will be maintained by the employee. [Company Name] accepts no responsibility for damage or repairs to employee-owned equipment. [Company Name] reserves the right to make determinations as to appropriate equipment, subject to change at any time. Equipment supplied by the organization is to be used for business purposes only. The telecommuter must sign an inventory of all Simple Intranet’s property received and agree to take appropriate action to protect the items from damage or theft. Upon termination of employment, all company property will be returned to the company, unless other arrangements have been made.
Simple Intranet will supply the employee with appropriate office supplies (pens, paper, etc.) as deemed necessary. Simple Intranet will also reimburse the employee for business-related expenses, such as phone calls and shipping costs, that are reasonably incurred in carrying out the employee’s job.
The employee will establish an appropriate work environment within his or her home for work purposes. Simple Intranet will not be responsible for costs associated with the setup of the employee’s home office, such as remodeling, furniture or lighting, nor for repairs or modifications to the home office space.
Security
Consistent with the organization’s expectations of information security for employees working at the office, telecommuting employees will be expected to ensure the protection of proprietary company and customer information accessible from their home office. Steps include the use of locked file cabinets and desks, regular password maintenance, and any other measures appropriate for the job and the environment.
Safety
Employees are expected to maintain their home workspace in a safe manner, free from safety hazards. Simple Intranet will provide each telecommuter with a safety checklist that must be completed at least twice per year. Injuries sustained by the employee in a home office location and in conjunction with his or her regular work duties are normally covered by the company’s workers’ compensation policy. Telecommuting employees are responsible for notifying the employer of such injuries as soon as practicable. The employee is liable for any injuries sustained by visitors to his or her home worksite.
Telecommuting is not designed to be a replacement for appropriate child care. Although an individual employee’s schedule may be modified to accommodate child care needs, the focus of the arrangement must remain on job performance and meeting business demands. Prospective telecommuters are encouraged to discuss expectations of telecommuting with family members prior to entering a trial period.
Time Worked
Telecommuting employees who are not exempt from the overtime requirements of the Fair Labor Standards Act will be required to accurately record all hours worked using Simple Intranet’s time-keeping system. Hours worked in excess of those scheduled per day and per workweek require the advance approval of the telecommuter’s supervisor. Failure to comply with this requirement may result in the immediate termination of the telecommuting agreement.
Ad Hoc Arrangements
Temporary telecommuting arrangements may be approved for circumstances such as inclement weather, special projects or business travel. These arrangements are approved on an as-needed basis only, with no expectation of ongoing continuance.
Other informal, short-term arrangements may be made for employees on family or medical leave to the extent practical for the employee and the organization and with the consent of the employee’s health care provider, if appropriate.
All informal telecommuting arrangements are made on a case-by-case basis, focusing first on the business needs of the organization.
Objective
We need to increase sales 10% vs last year.
Strategies
1) Hire 2 more sales reps for the West Coast.
2) Leverage online conferencing for demos.
3) Use our email list for following up to customers who contacted us.
Tactics 1) Follow up on leads older than 90 days.
2) Increase sales commission structure.
