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Policies & Procedures
Policies and Procedures
1. Attendance
1.1 Office Hours
1.1.1 Tardiness
1.1.2 Absenteeism
1.1.3 Lunch
1.2 Holidays
1.3 Leave Time/Vacation Time
1.4 Compensation Time
1.5 Office Closures/Delayed
Openings
2. Wages/Classification
2.1 Payroll Schedule
2.2 Time Sheets
2.3 Adjustment
Time Sheets
2.4 Overtime Rate
3. Conduct
3.1 Dress Code
3.2 Behavior
3.3 Alcohol and Other Controlled
Substances
3.3.1 Usage During
Working Hours
3.3.2 Screening
3.3.2.1 Requests
for Screening
3.3.2.2 Refusing
Request
3.3.2.3 Positive Results
3.3.2.4 Condition Reoccurrence
3.3.2.5 Privacy
4. Benefits
4.1 Health Insurance
4.1.1 Coverage and
Cost
4.2 Dental Insurance
4.2.1 Coverage and
Cost
4.3 Life Insurance/Accidental
Death and Dismemberment
4.3.1 Coverage and
Cost
4.4 Disability Insurance
(Long Term)
4.4.1 Coverage and
Cost
4.5 Direct Deposit and
Premium Only Plan
4.5.1 Direct Deposit
4.5.2 Premium Only Plan
4.6 401K Plan
4.7 Clone Yourself Program
4.8 Bonds
4.9 Credit Union
5. Travel
5.1 Process
5.1.1 Local Travel
5.2 Travel Agency
5.3 Allowable Expenses
5.4 Cell Phone Usage
6. Procurement
6.1 Process
6.2 Petty Cash
6.3 Purchase
Requisitions/Orders/Receiving and Property
6.3.1 The Purchase
Request Form
6.3.2 Receiving and Property
6.3.3 Software
7. Employee Review
8. Miscellaneous
8.1 Conference Room
8.2 Electricity
8.3 Personal Calls
8.4 Books
8.5 Badges
8.6 Postage/UPS and
Federal Express
8.7 Recycling
8.8 Employee Sign-out
Book
8.9 Smoking Policy
8.10 Supply Room
8.11 Building
Maintenance
8.12 Social Events
8.13 Quality
of Life Committee
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1. Attendance
1.1 Office Hours
Official working hours are Monday through Friday,
8:15 a.m. to 5:15 p.m., with one (1) hour for lunch.
1.1.1 Tardiness
In the event an employee is late in the morning or
upon return from lunch, it is expected that his/her time will be made up. If it
is noted that an employee is excessively late, further action may be necessary,
i.e., reprimands and warnings.
1.1.2. Absenteeism
See Leave Time/Vacation Time Section1.3.
1.1.3 Lunch
Lunch is one (1) hour. All employees are encouraged
to use the cafeteria located in the building. There are vending machines located
in the cafeteria. A lunch truck arrives daily at about 11:30a.m. for your convenience.
Anytime over one hour should be made up or deducted from the day's hours worked.
If on specific occasions you need more than one hour for lunch, please notify
your Supervisor of when you will return.
1.2 Holidays
B2B offers six (6) paid holidays per year, plus two
(2) floating holidays (FH). The two FHs are Presidents' Day and the day after
Thanksgiving.
An employee has the option of foregoing a particular
holiday and coming to work; he/she may use that holiday at another time. In essence,
the employee will be given an eight-hour time credit.
Employees will receive one FH (Presidents' Day)
on January 1st to be used anytime throughout the year through December 31st with
Supervisor's approval. Employees will receive the second FH (Day after Thanksgiving)
on July 1st and must be used by December 31st with Supervisor's approval.
The six standard holidays are listed below:
New Years Day
Memorial Day
Independence Day
Labor Day
Thanksgiving Day
Christmas Day.
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1.3 Leave Time/Vacation Time
Leave time may be used as sick and personal
time. Every employee will receive 120 hours paid time-off upon joining B2B. Management
positions will receive 40 additional hours of paid time-off. This time may be
used in an increment of one hour or less if necessary.
Vacation time is earned as follows:
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Service Time
1 years - 6 years
7 years - 20 years
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Vacation Earned
15 days* (120 hours)
20 days** (160 hours)
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Technical staff may carry eighty hours (10 days)
of leave time to the following year; managers may carry 120 hours (15 days) of
leave time to the following year. This is based on the calendar year. Please note
B2B Technologies reserves the right to withhold any and/or all accumulated paid
time-off upon voluntary and involuntary termination if the following conditions
are not meet:
- Two working weeks notice is given to the company
upon voluntary termination decision,
- All borrowed equipment is returned to the company,
- All keys and badges are returned to the company.
1.4 Compensation Time
Compensation Time is at Superviors/Project Leaders
discretion.
1.5 Office Closures/Delayed Openings
The office may occasionally be closed or may delay
opening due to inclement weather, natural disasters, etc. If there is a questionable
event, please call into the office in the morning and listen for an announcement
on the recorded message. This message will be recorded no later than 8:00 a.m.
If the employee is working at another location (other than the main office or
subsidiary offices) and that location is closed, the employee is expected to attend
work at the main office or the subsidiary office, providing B2B is open on the
same business day.
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2. Wages/Classification
2.1 Payroll Schedule
Payroll is disbursed as follows:
Payroll is processed on a semi-monthly basis. The pay periods are from the 1st
though the 15th of the month and the 16th through the 30th/31st of the month.
Pay dates are the 8th and the 23rd of the month. If the pay dates falls on a Saturday,
employees are paid on the last Friday before the pay date. If the pay date falls
on a Sunday employees are paid on the Monday immediately following the pay date.
Payroll schedules are included in your Employee Introduction Package and are distributed
the last week of the year for the following year's schedule.
2.2 Time Sheets
Time sheets are to be turned in by 10:00 am.
the day after the pay period has ended, unless otherwise noted on the pay schedule
(refer to the pay schedule for the exact dates), to the employee's immediate supervisor/project
leader. The supervisor/project leader will review the time sheets for accuracy
and proper charges. He/She will then sign and submit the time sheets to the payroll
personnel by close of business the same day for processing. The employee will
receive a new time sheet for the next pay period in their pay envelope. New hires
will receive two (2) time sheets, one (1) for the current pay period and one (1)
for the following pay period. This will bring them up to date within the time
sheet cycle. Time sheets are to be filled out daily in black ink. If hours are
reported incorrectly, a single slash line is to be put through the error and then
initialed by the employee. Time sheets are to
be left in full view for auditing and collection purposes in the event the employee
is absent from the office on the day the time sheets are turned in. Deliberate
recording of incorrect hours will lead to serious consequences. Salaried employees
should record the actual hours they have worked on a project regardless of whether
the hours are less or more than 8 hours per day.
2.3 Adjustment Time Sheets
If original time sheets are submitted incorrectly,
please submit a Time Sheet Adjustment form (found in the supply room or on the
Intranet under "Forms") to be processed by the following payroll.
2.4 Overtime Rate
Overtime is paid at one (1) time the employee's
hourly base salary for any hours worked in excess of eight (8) hours per day,
providing arrangements for compensation time have not been made. All overtime
must be approved by your supervisor and, in certain instances, pre-approval must
be obtained by the Government Contracting Office Representative (COR) and Point
Of Contact (POC) using the Overtime Approval form. If unauthorized overtime is
reported on the time sheets, the hours will not be paid for this time.
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3. Conduct
3.1 Dress Code
All employees are expected to maintain a level
of professional appearance during normal business hours, i.e., button down shirt
and tie, slacks, skirts, suits, or dresses. Employees may use their discretion
regarding attire during inclement weather conditions. Casual attire is acceptable
during off hours and on "Dress Down Friday". "Dress Down Friday" is every Friday.
Clothes may be casual, but are expected to be neat and clean. Personal discretion
is to be used if meetings are scheduled.
3.2 Behavior
All employees are expected to behave in a professional
manner.
3.3 Alcohol and Other Controlled Substances
3.3.1 Usage During Working Hours
Any employee who is caught using alcohol or
other illegal substances during working hours is subject to immediate dismissal.
3.3.2 Screening
There is no drug/alcohol screening prior to
employment at B2B. B2B reserves the right to request employees suspected of using
illegal substances to submit to a drug screening.
3.3.2.1 Requests for Screening
All requests must be submitted in writing on
the form "Request For Screening" to the President of the company by the manager
of the area for which the employee is working. The request must state behavior
pattern and specific detailed occurrences including dates. The employee must have
at least three (3) occurrences unless the employee's actions are considered to
be a danger to others or himself/herself. The President must approve and sign
the request. The manager must privately discuss the situation with the employee
and the request must be signed by both employee and manager.
3.3.2.2 Refusing Request
If an employee refuses to submit to drug screening,
which he/she has the right to do, he/she will be immediately terminated.
3.3.2.3 Positive Results
If the results of the drug screening are positive,
B2B will administer the following procedure: The employee will be suspended for
30 days without pay while he/she attends drug/alcohol rehabilitation. After completion
of the rehabilitation, the employee may return to work at the level which he/she
was employed before suspension, on a conditional basis for 60 days. After 60 days,
the employee must submit to another screening. If the results are negative, the
employee may return to his/her job on an unconditional basis. If the results are
again positive, the employee will be terminated.
3.3.2.4 Condition Reoccurrence
If the situation reoccurs for the same employee
at any time during his/her employment with B2B and the results of the first drug
screening (after the reoccurrence) is positive, the employee will be immediately
terminated.
3.3.2.5 Privacy
All actions and results will be kept private.
Only four (4) people within the company will be privy to the information: the
employee, the manager, the president, and the personnel manager. Until all results
and actions are finalized, the information will be locked in an area inaccessible
to other employees. After all results are finalized, the information will be sealed
in the employee's file. Anyone who is caught tampering with an employee's file
or discussing the matter with anyone other than the four people stated above,
will be terminated. The issue will never be brought to the surface unless there
is a second occurrence.
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4. Benefits
4.1 Health Insurance
4.1.1 Coverage and Cost
All employees and their dependents are offered medical/health
insurance through the Company. Employee contribution is proportional to
the package they choose (individual, family, parent/child, employee/spouse coverage
at 30 percent of company cost). All employees as of October 2000 will be
covered from the start of their full time employment. B2B offers a choice
of two insurance plans, a Managed Choice and an HMO. The employee will have
the option of changing insurance plans only one time per year, in February.
See the Employee Introduction Package for further details, or contact the Human
Resources Department.
4.2 Dental Insurance
4.2.1 Coverage and Cost
All employees and their dependents are offered
Dental insurance through the company. Employee contribution is proportional
to the package they choose (individual, family, parent/child, employee/spouse
coverage at 30 percent of company cost). All employees as of October 2000
will be covered from the start of their full time employment. B2B offers
a choice of two insurance plans, a Managed Dental Choice (DMO) and an Traditional
Plan. The employee will have the option of changing insurance plans only
one time per year, in March. See the Employee Introduction Package for further
details, or contact the Human Resources Department. See the Employee
Introduction Package for further details, or contact the Human Resources Department.
4.3 Life Insurance/Accident Death and Dismemberment
4.3.1 Cost and Coverage
All employees are offered Life/Accidental
Death and Dismemberment insurance. Employee contribution is 30 percent of cost.
There is no waiting period before insurance becomes effective. See the Employee
Introduction Package for further details, or contact the Human Resources Department.
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4.4 Disability Insurance (Long Term)
4.4.1 Cost and Coverage
All employees are offered Long-Term Disability
Insurance. All employees as of October 2000 will be covered from the start
of their full time employment for Individual Long-Term Disability Insurance Policy.
Employee contribution is 30 percent of cost. See the Employee Introduction
Package for further details, or contact the Human Resources Department.
4.5 Direct Deposit and Premium Only Plan
4.5.1 Direct Deposit
All employees are offered the opportunity
to have their check electronically deposited in their checking and/or savings
account(s), or other accounts totalling up to three accounts. See the Employee
Introduction Package for further details, or contact the Payroll Department.
4.5.2 Premium Only Plan
All employees are offered the opportunity
to have their medical and dental premiums deducted from their monthly payroll,
before taxes are applied to their gross monthly income. See the Employee Introduction
Package for further details, or contact the Human Resources Department.
4.6 401K Plan
A 401(K) Plan is offered by B2B to its employees.
The employee may contribute up to 15 percent of their salary or a flat amount.
The ceiling for this amount varies by the year. Please contact the Human Resources
department for this total. B2B contributes to this plan on a percentage basis.
The contribution is made at the end of the year. All contributing employees will
receive a percentage of their contribution from the company. The percentage varies
each year based on the company's profit. The company's contribution is driven
by a vesting schedule. The employee is fully vested after six years, with zero
vesting for the first year and 20 percent vesting each year following until the
6th year. Please contact the Human Resources Department for further details.
4.7 Clone Yourself Program
Under this program, as an existing B2B employee,
you are eligible to receive a $2,500.00 bonus for each technical person you refer
to us that we hire, as part of either our internal Project Development Team or
as part of our Consulting Division (non-B2B employees working as contractors for
the company are eligible to receive $1,000). Only people that you can personally
vouch for count. General candidates retrieved from our normal staffing sources
(including the Internet) do not count. The $2,500.00 bonus will be paid over one
year in five installments. If either the clonee or the cloner cease to work for
B2B Technologies, all payments will cease. You will be sent a 1099 form to file
with your taxes. See the Chief Financial Officer (CFO) for further details.
4.8 Bonds
Bonds are purchased for any employee on a
monthly basis. This is an employee contribution only. Contact the Human Resources
Department for an application and for further information.
4.9 Credit Union
B2B Technologies is a member of the United
Teletech Federal Credit Union. Any employee wishing to join the Credit Union may
do so at any time during his/her employment. Contact the Human Resources Department
for an application and for further information.
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5. Travel
5.1 Process
Pre-travel: Form
Required - "Travel Request Form"
- Fill out the Travel Request Form with as much
detail as possible. See Attachment A-1 for sample data.
- Submit the form to the Travel Coordinator (Receptionist).
- If advance check is required, the information
will be submitted to the Accounts Payable Department by the Travel Coordinator.
- The Travel Coordinator will make all required
arrangements. If any arrangement varies greatly from the original request, the
Travel Coordinator will notify the traveler so that they may request alternate
arrangement if necessary.
- A copy of the itinerary, the travel request form,
and the advance check (if requested) will be in the traveler's mailbox by close
of business the day it was submitted.
Return from travel:
Form Required - None
Requirements/Procedure:
- Please submit all travel expense information within
three days after the trip's end date.
- All receipts should be taped on an 8.5" x 11"
piece of paper (Government travel does NOT require
meal receipts).
- Write any additional information in the section
of the request form titled "Comments." Include your name and the travel authorization
number on each sheet of receipts.
- Submit a copy of the Travel Request Form to the
Accounts Payable representative (if a personal
car is used and you are requesting reimbursement of mileage, write the number
of miles in the section on the request form titled "Comments").
- The Accounts Payable representative will submit
the completed travel reimbursement voucher to the traveler for review via the
traveler's mailbox.
- The traveler needs to review the reimbursement
form, sign and return it to the Accounts Payable representative.
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Travel Reports: All government travel requires that
a travel report be submitted within three days of your return. See
the Travel Coordinator for the proper format.
5.1.1 Local Travel
When traveling off site to visit a client,
B2B will reimburse the employee $.30 per mile for mileage (outside a 20-mile radius)
as well as all necessary tolls. All other expenses are the responsibility of the
employee. This does not apply to employees who are stationed at clients' sites.
5.2 Travel Agency
Monmouth World Travel - Shrewsbury, NJ - (732)
842-5500
Auriga Limousine - Eatontown, NJ - (732) 389-6060
Please note this is for information purposes only.
Do not contact the travel agency or limousine service directly unless it is an
emergency.
5.3 Allowable Expenses
| Hotel: |
Government: Refer
to the Joint
Travel Regulations |
| Commercial: |
Executive Rates |
| Indirect: |
Best Rates |
| Automobile Rental: |
Compact, unlimited
mileage (accept the
insurance offered by the agency) |
| Air Fare: |
Best Rate without
the non-refundable clause
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| Train Fare: |
Best Rate without the non-refundable clause
|
| Per Diem: |
Refer to the Joint
Travel Regulations |
| Commercial: |
Actual expense
reimbursement |
| Mileage: |
$0.30 per mile |
| Telephone: |
One personal safe
arrival call per trip,
necessary business-related calls |
5.4 Cell Phone Usage
It is B2B policy that all employees having a company cell phone do not drive
while using the phone. If you must make or receive a call while driving, please
pull to the side of the road to avoid any unnecessary accidents.
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6. Procurement
6.1 Process
There are two ways to acquire items, through
petty cash and through a Purchase Order.
6.2 Petty Cash
An employee may purchase items for $150.00
and under without a purchase request/purchase order, providing the employee obtains
verbal approval from his/her Supervisor. The employee must submit a petty cash
voucher with an approval signature from his/her Supervisor for reimbursement.
All receipts must be attached and the approval signature must be obtained before
submission. Funds will not be advanced.
6.3 Purchase Requisitions/Orders/Receiving
6.3.1 The Purchase Request Form
Any item over $150.00 requires a submission
of a Purchase Requisition. The requisition must be filled out completely and approved
by the Project Leader/Supervisor. The requisitioner must provide three vendors
for competitive price bids, unless the item is the sole source. The Purchase Requisition
form is submitted to the Buyer. The Buyer competes the prices, prepares the purchase
order, and orders the item(s) requested.
6.3.2 Receiving and Property
All items that have been purchased will be
delivered to the Receptionist. The Receptionist will open the packaging, remove
the packing slip, and record any serial number on the items. He/She will notify
the requisitioner that their order has arrived and forward the packing slip to
the Property Administrator. The Property Administrator will record the item(s)
in the property database, which will include the "owning" employee's name and
room number.
6.3.3 Software
Software will be stored in the software storage
room and may not be removed from this room without signing a checkout sheet. All
software will be recorded in the software database. All information in regards
to the software should be forwarded to the Property Administrator, i.e., serial,
registration number, and version.
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7. Employee Review
Employee are reviewed annually on or about on their one-year
anniversary. The one-year review recaps the employee's progress and includes the
employee's yearly salary/rate increase. All increases are retro-active to the
employees anniversary date.
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8. Miscellaneous
8.1 Conference Rooms
Use of any conference room must be scheduled
at the Reception Area. Please check the schedule before setting up a meeting.
8.2 Electricity
B2B is a supporter of energy conservation.
Please shut off all office lights, personal computers, X terminals, monitors,
and printers before leaving at night.
8.3 Personal Calls
It is not the policy of B2B to charge an employee
for personal telephone calls made from the office, but the employees are expected
to limit these calls whenever possible. Excessive use of personal calls may lead
to employee's termination.
8.4 Books
Staff may purchase books relating to their
work upon approval of their Supervisor. Submit receipts to our Accounts Payable
representative for reimbursement, submit a copy of the receipt and the front cover
of the book to Human Resources to be held in your personnel file. All books MUST
be inventoried and stamped with the B2B Property stamp. Books are to be returned
to B2B upon termination of employment or the employee will be charged for the
book in their final pay.
8.5 Badges
All employees are required to wear their B2B
badge upon entering the building and to remove the badge when leaving the facility.
8.6 Postage/UPS & Federal Express
Postage:
The postage meter is located in the Administration
Office. All outgoing mail dropped off at that office before 11:30 a.m. in order
for the mail to be stamped to be placed out for pick up by the mailman. All mail
dropped off after 11:30 a.m. will be stamped for the following day. Please do
not use the postage machine for personal postage. For your convenience, stamps
are sold in books at cost. Contact the Receptionist for this purchase.
UPS & Federal Express:
The preferred choice for air-express delivery
is Federal Express. All forms and packaging are kept in the Reception Area. When
you fill out the air bill, a project number is to be place in the "reference"
space provided. The sender's copy of the air bill is to be given to the Receptionist
for delivery tracking.
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8.7 Recycling
B2B is very concerned with the environment.
Recycling is important and is REQUIRED by law. Recycle all white paper, news print,
aluminum cans, and glass bottles in the designated receptacles located throughout
the building. We are also recycling batteries. Receptacles are located with the
receptionist as well as in the supply room.
8.8 Employee Sign-out Book
All employees leaving the building for an
extended period of time are required to sign out in the sign-out book located
at the reception desk. They are also required to notify the Receptionist of their
return so the employee is no longer considered out.
8.9 Smoking Policy
B2B Technologies is a smoke free environment.
Smoking is permitted only outside the building. An ashtray is provided for your
convenience.
8.10 Supply Room
The storage room is open to all employees.
You are free to take the necessary supplies to enable you to perform your tasks.
Certain items are monitored and are in a locked cabinet; please see the Receptionist
to obtain access to these items. If you do not see an item, please fill out a
Supplies Request form located on the supply cabinet door.
8.11 Building Maintenance
Please report all questions, concerns, and
comments to the receptionist with regards to the following:
- Any building repairs or maintenance, i.e., light
bulbs,
leaky roof
- Kitchen supplies
- Vending Machines
- Copy Machine Maintenance
8.12 Social Events
All social events will be coordinated by the
Social Director. Any questions, comments, or suggestions are welcomed.
8.13 Quality of Life Committee
The QOL Committee has been formed to enhance
the quality of life at B2B. Check with your HR representative to obtain a list
of representatives.
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Last Updated: July 23, 1998
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