COMPANY POLICY
NOVEMBER 1, 2019
All Managers
6.ORGANIZATIONAL BASICS
Banking
The company treasury books, bank accounts, etc. are to be kept current, accurate and up to date at all times. Anyone disbursing company money is responsible to ensure that the funds are available and accurate when disbursed. Payroll is not to be created or paid unless appropriate payroll tax funds are paid or reserved as needed.
Course Room and Production
As outlined in your contract, we offer various WISE issued and approved training courses to upstat staff members. These courses increase efficiency and provide vital technology to improve the condition of your post, area and the company. Any staff member who wishes to take a course may submit a request to the Director of Personnel Enhancement to do so. The Director of Personnel Enhancement must receive clearance from FP and the Director of I&R before starting a new trainee.
Customer Service - Always Staffed
Our customers are our company! We answer customer service calls live during our business hours. The Director of Technical Services will coordinate with other managers as needed to ensure an adequate number of staff are on post at all times. When the daily customer service call volume is too high for the number of technical service staff on post, expeditors, Division 4 staff, Section Officers, Directors, Managers and Executives will be pulled into the area, in that order, to help as call volume dictates.
Do Not Call Guidelines
The company has established and implemented reasonable practices to effectively prevent telephone solicitations to those who request not to be called. In compliance with state and federal regulations, the company has incorporated the federal Do Not Call List as well as applicable state Do Not Call Lists, into the company’s Do Not Call List database. Persons marketing the company products over the telephone to others must clearly state the company name, their name and a contact telephone number.
Anyone receiving a request to be put on the company Do-Not-Call list must register the request in the company’s Do-Not-Call database immediately. See associated Directives as needed.
Employee Files
All personnel and ethics files are maintained and kept secure by Division 1 and are not to be discarded until a minimum of 90 days has passed since the last day of employment. Corporate Affairs will coordinate with Division 1 to determine if a file may be required longer.
Files
All company work is to be maintained in organized, well kept and easily found computer and or paper files. Files are to be kept up to date daily; useless or no longer current data is shredded, purged or tossed.
Legal Responsibilities
From time-to-time the company may market and deliver technically specific products to a specific industry. When this occurs, all staff involved in such an area must learn, know, understand and follow all applicable laws of the land.
Media and Regulatory Representatives
Callers or visitors from government, newspaper, television or other media officials are to be politely instructed to submit written requests via fax or in writing to Department 20 – Corporate Affairs. Staff members are NOT authorized to discuss, answer questions or provide material about company business practices, procedures, situations or any other information, violation of this may lead to disciplinary or legal action.
New Staff Hiring Forms
Any individual that is hired or contracted for work must complete or sign the following documents at the time of hire: Employee Contract Agreement, 1099, State of Indiana Tax Form, W4 Federal Tax Form, I9 Form, Equal Employment Opportunity Policy, Emergency Contact and Medical Information Form. Every individual must also provide a copy of his/her Driver’s License or State Identification Card and Social Security Card. No employee will be allowed to start work without compliance of all the above.
Org Board Changes
All organizational structure and post modifications must first have written approval by the Board of Directors or the Executive Director. Name changes can be done once Division 1 approves postings.
Policies and Directives
Originals are kept up to date and stored within Corporate Affairs. At any time, you can receive or read copies of policies by dispatching your senior or the Policy and Directives Officer located within the Department of Communications in Division 1. Updated Policy and Directive Packs are kept for staff review in the Library / Course room.
Posting Orders & Org Board
A Posting Order is necessary before a person is put on a new post in the company, seniors may request them for their areas. Posting Orders for a Division Manager or above require approval from the Executive Council and the Ethics Officer. Copies are routed to personnel files and the employee; the Org Board is updated weekly.
Sales Commissions
The company contracts Independent Contractors and Companies to market its products and services. These entities are very important for the survival of the group and must be paid accurately as quickly as agreed upon terms allow.
Security
The building and individual offices are to be locked during off hours. Seniors are to have access to junior areas. Management is responsible to ensure that the company’s assets are secured.
Supplies
Each staff member is responsible for taking care of the equipment and supplies in the office, in particular, those directly issued to them. The Supplies In-Charge (IC) keeps a basic “in house” inventory of pens, pencils, staplers, paper clips, paper, etc. Division Managers are to route weekly supply requests (totals) for their area; the Supplies IC will dispense supplies and any approved FP items once per week. All other items like computers, phones, desks, etc. require an FP approved purchase order.
Taxes, Fees, and Regulatory Filings
All federal, state and local regulatory taxes, fees and filings are to be filed and paid on time. Money for these items is to be reserved within the company accounts so that it is available at the time of filings.
Temperature
Due to temperature extremes in the summer and winter, we will attempt to keep the office temperature between 70-75 degrees; dress accordingly. The Estates Manager is responsible for monitoring the office temperature and ensuring that during non-office hours the heat/air conditioning is off or left on and run as little as possible (i.e. during winter).
VFP & GDS’s
Each of the company’s Divisions and Departments are designed to produce a Valuable Final Product (VFP), which is a specific something needed by the company to produce its overall success. All managerial staff members are to monitor and graph their respective Gross Divisional Statistic (GDS), which is the main production statistic for their area. VFP’s & GDS’s may be updated from time-to-time as needed with an approved CSW from the Executive Council. The Org Board, OIC and statistics are to be well-organized, accessible, modified and kept up to date at all times. The Reports Section within Division 1 is responsible for this.
Welcome Letters
When a customer orders our services, it is very important to ensure the customer understands the product they have ordered, our pricing, and how to communicate with the company. Authorized welcome letters or emails are to be sent from the Department of Communications within 2 weeks of the customers order.
Written for and approved by EC and Board of Directors.