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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.
Return to Contents
Last Updated: July 23, 1998
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Code of Ethics