Employee & Contractor Workplace Policy Guide
No Boundaries Marketing Group was founded on the basis to simplify the marketing and advertising game for small to medium sized businesses. Our goals are simple, produce transparent measurable results for our clients, provide world class in-house customer service, and help our clients reach their goals by providing full suite of marketing and advertising solutions.
The No Boundaries Marketing Group Employee Policy Guide is provided to employees and contractors for informational purposes only. This policy guide is not intended to and cannot be construed as implying any contractual commitment to employees, contractors, for employment or for employee benefits. All employees are employed ‘at will,’ which permits you or No Boundaries Marketing Group to terminate the employment relationship at any time and for any reason, with or without cause. All contracted employees are subject to the terms and conditions outlined in their “Independent Contractor Agreement”.
No Boundaries Marketing Group is a dynamic. Industry leading marketing and advertising business operating in a competitive and changing business environment. Because of this, our policies and benefits are under constant review and may be changed or eliminated at any time with or without notice, based on the needs of the business. In the event policies or benefits do change, No Boundaries Marketing Group leadership team will make every effort to keep all parties informed. This policy guide supersedes all prior versions and policies.
DIVERSITY & INCLUSION
No Boundaries Marketing Group, LLC is an Equal Opportunity Employer (EEO) and prohibits discrimination and harassment of any kind. Our owners, leadership, management, and staff are 100% committed to the belief all employees deserve an equal employment opportunity and to a work environment free of discrimination and harassment. All employment decisions at No Boundaries Marketing Group, LLC are based on business needs, job requirements and individual qualifications, without attention to race, color, religion, sex, sexual orientation, gender identity, family or parental status, national origin, veteran status, disability status, or any other status protected by the laws or regulations in the locations where we operate. No Boundaries Marketing Group complies with applicable federal, state and local laws governing non-discrimination in employment. This policy applies to all terms and conditions of employment, including hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.
ANTI- HARRASSMENT POLICY
No Boundaries Marketing Group is committed to a work environment in which all individuals are treated with respect and dignity. Each individual has the right to work in a professional atmosphere that promotes equal employment opportunities and prohibits unlawful discriminatory practices, including harassment. Therefore, it is expected that all relationships among persons in the office will be business-likeand free of bias, prejudice and harassment.
DEFINITIONS OF HARRASSMENT
Sexual harassment constitutes discrimination and is illegal under federal, state and local laws. For the purposes of this policy, sexual harassment is defined, as in the Equal Employment Opportunity Commission Guidelines, as unwelcome sexual advances, requests for sexual favors and other verbal or physical conduct of a sexual nature when, for example
- submission to such conduct is made either explicitly or implicitly a term or condition of an individual’s employment.
- submission to or rejection of such conduct by an individual is used as the basis for employment decisions affecting such individual; or
- such conduct has the purpose or effect of unreasonably interfering with an individual’s work performance or creating an intimidating, hostile or offensive working environment.
Sexual harassment may include a range of subtle and not-so-subtle behaviors and may involve individuals of the same or different gender. Depending on the circumstances, these behaviors may include unwanted sexual advances or requests for sexual favors; sexual jokes and innuendo; verbal abuse of a sexual nature; commentary about an individual’s body, sexual prowess or sexual deficiencies; leering, whistling or touching; insulting or obscene comments or gestures; display in the workplace of sexually suggestive objects or pictures; and other physical, verbal or visual conduct of a sexual nature.
Harassment on the basis of any other protected characteristic is also strictly prohibited. Under this policy, harassment is verbal, written or physical conduct that denigrates or shows hostility or aversion toward an individual because of his/her race, color, religion, gender, sexual orientation, national origin, age, disability, marital status, citizenship, genetic information or any other characteristic protected by law or that of his/her relatives, friends or associates, and that a) has the purpose or effect of creating an intimidating, hostile or offensive work environment; b) has the purpose or effect of unreasonably interfering with an individual’s work performance; or c) otherwise adversely affects an individual’s employment opportunities.
Harassing conduct includes epithets, slurs or negative stereotyping; threatening, intimidating or hostile acts; denigrating jokes; and written or graphic material that denigrates or shows hostility or aversion toward an individual or group and that is placed on walls or elsewhere on the employer’s premises or circulated in the workplace, on company time or using company equipment via e-mail, phone (including voice messages), text messages, tweets, blogs, social networking sites or other means.
No Boundaries Marketing Group defines bullying as “repeated inappropriate behavior, either direct or indirect, whether verbal, physical or otherwise, conducted by one or more persons against another or others, at the place of work and/or in the course of employment.” Such behavior violates the Company’s Business Ethics and Conduct policy, which states that all employees will be treated with dignity and respect.
The purpose of this policy is to communicate to all employees, supervisors, executives, and board directors that the Company will not tolerate bullying behavior.
Bullying may be intentional or unintentional. However, it must be noted that where an allegation of bullying is made, the intention of the alleged bully is irrelevant and will not be given consideration when meting out discipline. As in sexual harassment, it is the effect of the behavior upon the individual that is important. No Boundaries Marketing Group considers the following types of behavior examples of bullying:
Verbal Bullying: Slandering, ridiculing or maligning a person or his/her family; persistent name calling that is hurtful, insulting or humiliating; using a person as the butt of jokes; abusive and offensive remarks.
Physical Bullying: Pushing, shoving, kicking, poking, tripping, assault or threat of physical assault; damage to a person’s work area or property.
Gesture Bullying: Nonverbal threatening gestures or glances that convey threatening messages.
Exclusion: Socially or physically excluding or disregarding a person in work-related activities.
Individuals who believe they have been the victims of workplace bullying conduct should contact their immediate supervisor or member of the management team at their earliest opportunity.
INDIVIDUALS AND CONDUCT COVERED
These policies apply to all applicants and employees, whether related to conduct engaged in by fellow employees or someone not directly connected to the No Boundaries Marketing Group (e.g., an outside vendor, consultant or client). Conduct prohibited by these policies is unacceptable in the workplace and in any work-related setting outside the workplace, such as during business trips, business meetings and business-related social events.
HARRASSMENT REPORTING POLICY
Individuals who believe they have been the victims of conduct prohibited by this policy statement or who believe they have witnessed such conduct should discuss their concerns with their immediate supervisor or member of the management team.
When possible, the Company encourages individuals who believe they are being subjected to such conduct to promptly advise the offender that his or her behavior is unwelcome and request that it be discontinued. Often this action alone will resolve the problem. The Company recognizes, however, that an individual may prefer to pursue the matter through a formal complaint procedure.
The Company encourages prompt reporting of complaints or concerns so that rapid and constructive action can be taken before relationships become irreparably strained. Therefore, although no fixed reporting period has been established, early reporting and intervention have proven to be the most effective method of resolving actual or perceived incidents of harassment.
Any reported allegations of harassment, discrimination or retaliation will be investigated promptly. The investigation may include individual interviews with the parties involved and, where necessary, with individuals who may have observed the alleged conduct or may have other relevant knowledge. Confidentiality will be maintained throughout the investigatory process to the extent consistent with adequate investigation and appropriate corrective action.
Retaliation against an individual for reporting harassment or discrimination or for participating in an investigation of a claim of harassment or discrimination is a serious violation of this policy and, like harassment or discrimination itself, will be subject to disciplinary action. Acts of retaliation should be reported immediately and will be promptly investigated and addressed. Misconduct constituting harassment, discrimination or retaliation will be dealt with appropriately.
If a party to a complaint does not agree with its resolution, that party may appeal to the CEO directly or another member of the management team.
False and malicious complaints of harassment, discrimination or retaliation may be the subject of appropriate disciplinary action.
AMERICANS WITH DISABILITIES ACT (ADA)
The Americans with Disabilities Act (ADA) and the Americans with Disabilities Amendments Act, known as the ADAAA, are federal laws that prohibit employers with 15 or more employees from discriminating against applicants and individuals with disabilities and that, when needed, provide reasonable accommodations to applicants and employees who are qualified for a job so that they may perform the essential job duties of the position. It is the policy of No Boundaries Marketing Group to comply with all federal, state and local laws concerning the employment of persons with disabilities and to act in accordance with regulations and guidance issued by the Equal Employment Opportunity Commission (EEOC). Furthermore, it is our policy not to discriminate against qualified individuals with disabilities in regard to application procedures, hiring, advancement, discharge, compensation, training or other terms, conditions and privileges of employment. Contact a member of the management team with any questions or requests for accommodation
No Boundaries Marketing Group is firmly committed to protecting the rights of expectant and new mothers and complying with Title VII of the 1964 Civil Rights Act as amended by the Pregnancy Discrimination Act of 1978. The Company’s policy is to treat women affected by pregnancy, childbirth or related medical conditions in the same manner as other employees unable to work because of their physical condition in all employment aspects, including recruitment, hiring, training, promotion and benefits.
Further, the Company fully recognizes eligible employees’ rights and responsibilities under the Americans with Disabilities Act. Pregnant employees may continue to work until they are certified as unable to work by their physician. When the employee returns to work, the Company’s Lactation Policy will provide reasonable break times and when possible, a designated private break room for the expression of breast milk for an employee’s baby. Additional details are mentioned in the ‘Time Off/Leaves of Absence’ section of this Guide.
Employee Classification Categories
Non-exempt employees are employees whose work is covered by the Fair Labor Standards Act (FLSA). They are NOT exempt from the law’s requirements concerning minimum wage and overtime.
Exempt employees are generally immediate supervisors or professional, administrative, or technical staff who ARE exempt from the minimum wage and overtime provisions of the FLSA. Exempt employees hold jobs that meet the standards and criteria established under the FLSA by the U.S. Department of Labor.
No Boundaries Marketing Group has established the following categories for both non-exempt and exempt employees:
Regular, full time: Employees who are not in a temporary status and who are regularly scheduled to work the company’s full-time schedule of forty (40) hours per week.
Regular, part time: Employees who are not in a temporary status and who are regularly scheduled to work less than the full-time schedule but at least 20 hours each week. Regular, part-time employees are eligible for some of the benefits offered by the company subject to the terms, conditions and limitations of each benefits program.
Temporary, full time: Employees who are hired as interim replacements to temporarily supplement the workforce or to assist in the completion of a specific project and who are temporarily scheduled to work the company’s full-time schedule for a limited duration.Employment beyond any initially stated period does not in any way imply a change in employment status.
Temporary, part time: Employees who are hired as interim replacements to temporarily supplement the workforce or to assist in the completion of a specific project and who are temporarily scheduled to workless than the company’s full-time schedule for a limited duration. Employment beyond any initially stated period does not in any way imply a change in employment status.
Temporary workers are not eligible for company benefits unless specifically stated otherwise in company policy or are deemed eligible according to plan documents.
Contractor: An independent contractor is a natural person that provides goods or services to the Company under terms specified in a contract or within a verbal agreement. The Company shall not be responsible for withholding taxes with respect to compensation. The Company will provide compensation for products or services provided based on the terms and conditions outlined in their Independent Contractor Agreement. Contractors may be eligible to receive benefits including vacation pay, sick leave, retirement benefits, and/or other employee benefits. Contractors are not eligible to receive social security, worker’s compensation, or unemployment insurance benefits.
NEPOTISM, EMPLOYMENT OF RELATIVES AND PERSONAL RELATIONSHIPS
No Boundaries Marketing Group wants to ensure that corporate practices do not create situations such as conflict of interest orfavoritism. This extends to practices that involve employee or contractor hiring, promotion, and transfer. Close relatives,partners, those in a dating relationship, or members of the same household are not permitted to be inpositions that have a reporting responsibility to each other. Close relatives are defined as husband, wife, domestic partner, father, mother, father-in-law, mother-in law, grandfather, grandmother, son, son-in-law, daughter, daughter-in law, uncle, aunt, nephew, niece, brother, sister, brother-in-law, sister-in-law, steprelatives, cousins, and domestic partner relatives.
If employees begin a dating relationship or become relatives, partners or members of the same householdand if one party is in an immediate supervisory position, that person is required to inform their immediatesupervisor of the relationship.
The Company reserves the right to apply this policy to situations where there is a conflict or thepotentialfor conflict because of the relationship between employees or contractors, even if there is no direct-reporting relationshipor authority involved.
No Boundaries Marketing Group encourages employees to use creativity and job knowledge to discover ways to save time, simplify work procedures, reduce waste, improve quality, and eliminate accidents or hazards. Please submit ideas for improving departmental procedures to your immediate supervisor. Suggestions regarding overall Company policies and procedures may be submitted to any member of the Executive Leadership Team.
CONDUCT AND CORRECTIVE ACTION
Every employee and contractorhas the duty and the responsibility to be aware of and abide by existing rules and policies. Employees and contractors also have the responsibility to perform his/her duties to the best of his/her ability and to the standards as set forth in his/her job description or as otherwise established.
The Company reserves the right to determine the appropriate level of discipline for any inappropriate conduct, including oral and written warnings, suspension with or without pay, demotion, and discharge. Discipline is not required to be progressive.
OTHER RULES OF CONDUCT
- Taking any controlled substance or appearing at work impaired by the use of alcohol or drugs in violationof the Company’s Drug and Alcohol Policy
- Infringing on the rights of fellow employees by displaying objects, giving messages, or wearing clothing that is provocative, insulting, or harassing to any particular group or individual
- Threatening or cursing a fellow employee
- Physically assaulting a fellow employee
- Purposely giving incorrect information when reporting hours worked or tasks completed –falsifying any document
- Stealing or removing money or equipment from the premises without approval
- Protecting others or cooperating with those who break these and other policies or commit illegalacts
- Committing a fraudulent act or a breach of trust under any circumstance
- Failure to notify your immediate supervisor if you are unable to complete your assigned orexpected tasks within the defined timeframe
- Soliciting or accepting gratuities from clients or vendors
- Falsifying employment or other Company records
- Failure to complete time reporting system entries within the defined timeline
Misuse of Company email or the Company’s internet connection
SEPARATION OF EMPLOYMENT
Separation of employment within an organization can occur for several different reasons.
Resignation: Although we hope your employment with us will be a mutually rewarding experience, we understand that varying circumstances cause employees to voluntarily resign employment. Resigning employees are encouraged to provide two weeks’ notice, in writing, to facilitate a smooth transition out of the organization. An immediate supervisor reserves the right to provide an employee with two weeks’ paying lieu of notice in situations where job or business needs warrant such action. If an employee provides less notice than requested, the Company may deem the individual to be ineligible for rehire depending on the circumstances regarding the notice given.
Job abandonment: Employees who fail to report to work or contact their immediate supervisor for two (2) consecutive workdays shall be considered to have abandoned the job without notice, effective at the endof their normal shift on the second day. The employee’s immediate supervisor shall notify a member of the Chief Operations Officer at theexpiration of the second workday and initiate the paperwork to terminate the employee. Employees who areseparated due to job abandonment are ineligible to receive accrued benefits and are ineligible for rehire.
Termination: Employeesand Contractors of the Company are employed on an at-will basis, and the company retains theright to terminate an employee or contractor at any time, for any reason.
The separating employee and contractors shall contact their immediate supervisor or member of the management team as soon as notice is given to schedule an exitinterview. The interview will be on the employee’s last day of work or another day, as mutually agreed on.
PTO benefits cannot be used during the notice period unless your immediate supervisor approved anexception. Accrued and unused paid time off will be dispersed in the last paycheck unless the employeeresigned and did not give and work a full two weeks’ notice.
If the employeewas receiving benefits, health insurance benefits terminate the last day of the month of employment; supplemental benefits such aslife/AD&D and disability end on the last day of employment. Information for Consolidated OmnibusBudget Reconciliation (COBRA) continued health coverage will be provided.
If your employment is terminated, you will receive your final paycheck within seven working days or yournext scheduled payday, whichever is sooner. In the event that you resign or retire, you will receive yourfinal paycheck on the next scheduled payday after your separation from the Company.
RETURN OF COMPANY PROPERTY
The separating employee or contractor must return all company property at the time of separation, including keys,laptops, phones, and workstation equipment. Failure to return items may result in deductions from the finalpaycheck.
Former employees or contractors who left the Company in good standing and were classified as eligible for rehire may beconsidered for reemployment. An application must be submitted to the President and CEO, and theapplicant must meet all minimum qualifications and requirements of the position.
Rehired employees begin benefits just as any other new employee. Previous tenure will not be consideredin calculating longevity, leave accruals or any other benefits unless approved as an exception. An applicant or employee who is terminatedfor violating policy or who resigned in lieu of termination from employment due to a policy violation willbe ineligible for rehire.
No Boundaries Marketing Group may allow select employees or contractors the option to telecommute or work from home as a benefit of employment. Telecommuting allows employees and contractors to work at home, on the road or in a satellite location for all or part of their workweek. No Boundaries Marketing Groupconsiders telecommuting to be a viable, flexible work option when both the employee/contractor and the job are suited to such an arrangement. Telecommuting may be appropriate for some employees/contractors 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 or employment policies with No Boundaries Marketing Group.
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/contractor or a supervisor can suggest telecommuting as a possible work arrangement.
Any telecommuting arrangement made will be on a trial basis for the 30 days and may be discontinued at will and at any time at the request of either the employee/contractor, supervisor, or member of the management team. Every effort will be made to provide 15 days’ notice of such change to accommodate commuting, childcare and other issues that may arise from the termination of a telecommuting arrangement. There may be instances, however, when no notice is possible.
Before entering into any telecommuting agreement, the employee/contractor and supervisor will evaluate the suitability of such an arrangement, reviewing the following areas:
- The employee/contractor and supervisor 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 supervisor 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/contractor and supervisor will review the physical workspace needs and the appropriate location for the telework.
- Tax and other legal implications. The employee/contractor 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 or contractor.
Evaluation of telecommuter performance during the trial period will include regular interaction by phone, e-mail, or virtual conference between the employee/contractor and the supervisor, and weekly face-to-face meetings to discuss work progress and problems. At the end of the trial period, the employee/contractor and supervisor 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/contractors 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 supervisor 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.
On a case-by-case basis, No Boundaries Marketing Groupwill determine, with information supplied by the employee/contractor and the supervisor, the appropriate equipment needs (including hardware, software, modems, phone and data lines and other office equipment) for each telecommuting arrangement. Equipment supplied by the Company will be maintained by the organization. Equipment supplied by the employee/contractor, if deemed appropriate by the Company, will be maintained by the employee/contractor. No Boundaries Marketing Group accepts no responsibility for damage or repairs to employee/contractor-owned equipment. No Boundaries Marketing Groupreserves the right to make determinations as to appropriate equipment, subject to change at any time. Equipment supplied by the Company is to be used for business purposes only. The telecommuter must sign an inventory of all No Boundaries Marketing Groupproperty 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.
No Boundaries Marketing Group will supply the employee/contractor with appropriate office supplies (pens, paper, etc.) as deemed necessary. No Boundaries Marketing Groupwill also reimburse the employee for business-related expenses that are reasonably incurred in carrying out the employee’s job. All expenses should be pre-approved in advance when possible. Employees must authorize purchases over $150 in advance.
The employee will establish an appropriate work environment within his or her home for work purposes. No Boundaries Marketing Groupwill 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.
Consistent with the Company’s expectations of information security for employees and contractors working at the office, telecommuting employees and contractors 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.
Employees and contractors are expected to maintain their home workspace in a safe manner, free from safety hazards. Injuries sustained by an employee in a home office location and in conjunction with his or her regular work duties may be 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. Contractors are not eligible for workers’ compensation insurance.
Telecommuting is not designed to be a replacement for appropriate childcare or adult daycare. Although an individual employee’s schedule may be modified to accommodate childcare or adult daycare 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 and on a regular basis should the Company extend the agreement.
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 No Boundaries Marketing Group’s time-keeping system. Hours worked in excess of those scheduled per day and per workweek require the advance approval of the employee’s or contractor’s supervisor. Failure to comply with this requirement may result in the immediate termination of the telecommuting agreement. Contractors are not eligible for overtime pay.
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.
No Boundaries Marketing Group has a longstanding commitment to provide a safe and productive work environment. Alcohol and drug abuse pose a threat to the health and safety of employees, contractors, clients, and to the security of our equipment and facilities. For these reasons, the Company is committed to the elimination of drug and/or alcohol use andabuse in the workplace.
This outlines the practice and procedure designed to correct instances of identified alcohol and/or drug use in the workplace. This policy applies to all employees, contractors, and all applicants for employment of No Boundaries Marketing Group.
- Whenever employees or contractors are working, are operating any company vehicle, are present on company premises, or are conducting related work off-site, they are prohibited from:
- Using, possessing, buying, selling, manufacturing or dispensing an illegal drug (to include possession of drug paraphernalia).
- Being under the influence of alcohol or an illegal drug as defined in this policy.
- The Company will not allow any employee or contractors to perform their duties while taking prescribed drugs that are adversely affecting the employee’s ability to safely and effectively perform their job duties.Employeesor contractors taking a prescribed medication must carry it in the container labeled by a licensed pharmacist or be prepared to produce it if asked.
- Any illegal drugs or drug paraphernalia will be turned over to an appropriate law enforcement agency and may result in criminal prosecution.
VIOLENCE IN THE WORKPLACE
Examples of conduct, which may be considered threatening or potentially violent, include, but are not limited to the following:
- Threatening physical or aggressive contact directed toward another individual, including blockingpassage
- Threatening an individual or his/her family, friends, employees or property with physical harm
- The destruction or threat of destruction of Company property or the property of an employee or other person affiliated with the Company
- Harassing or threatening phone calls
- Surveillance or stalking
- Repeated unexplained and unwelcomed visits to the home of an employee or other persons related to the Company
- Insinuating physical harm or like intimidation
- Possession of firearms or weapons, or bringing firearms or weapons on Company premises or in a Company vehicle without permission
- Possession of explosive material
Conduct that threatens, intimidates or coerces another employee, contractor, client, vendor, or business associate will not be tolerated. Company resources may not be used to threaten, stalk or harass anyone at the workplace or outside the workplace. The Company treats threats coming from an abusive persona relationship as it does other forms of violence.
Indirect or direct threats of violence, incidents of actual violence and suspicious individuals or activities should be reported as soon as possible to your immediate supervisor or member of the management team. When reporting a threat or incident of violence, the employee should be as specific and detailed as possible. Employees and contractors should not place themselves in peril, nor should they attempt to intercede during an incident.
Employees and contractors should promptly inform their immediate supervisor or member of the management of any protective or restraining order that they have obtained that lists the workplace as a protected area. Employees and contractors are encouraged to report safety concerns with regard to intimate partner violence. The Companywill not retaliate against employees or contractors making good faith reports.
The Company will promptly and thoroughly investigate all reports of threats of violence or incidents of actual violence and of suspicious individuals or activities. The identity of the individual making a report will be protected as much as possible. The Company will not retaliate against employees or contractors making good faith reports of violence, threats or suspicious individuals or activities. In order to maintain workplace safety and the integrity of its investigation, the Company may suspend employees or contractors suspected of workplace violence or threats of violence, either with or without pay, pending investigation.
The Company will make the sole decision of whether, and to what extent, they will act upon threats or acts of violence. The Company will make a judgment as to what action is appropriate, including corrective or disciplinary action, up to and including termination of employment.
It is the responsibility of each employeeand contractor to conduct all tasks in a safe and efficient manner complying withall local, state and federal safety and health regulations and program standards, and with any special safetyconcerns for use in a particular area or with a client.
Although most safety regulations are consistent throughout each department and program, each employee and contractorhas the responsibility to identify and familiarize her/himself with the emergency plan for his/her workingarea.
It is the responsibility of the employeeand contractor to complete an Accident and Incident Report for eachsafety andhealth infraction that occurs by an employee or that the employee witnesses.
- All vehicles must be operated in a safe and prudent manner at all times. Employees and contractors must obey all traffic regulations as well as local, state and federal transportation laws.
- Seat belts must be worn at all times.
- The use of drugs or alcohol is strictly prohibited while operating a vehicle.
- Any change in driver’s license status such as revocation or suspension should be reported to the appropriate immediate supervisor immediately.
Employees and contractors who are required to drive their personal motor vehicle or a rented vehicle to conduct Company business must have and maintain a valid driver’s license and have a driving record that is acceptable to the Executive Leadership Team. Those who drive their personal motor vehicle to conduct Company business must carry and maintain personal motor vehicle insurance at coverage levels required by state law.
Cell phone usage while conducting business and driving a motor vehicle is prohibited. Employees and contractors should pull off the road into a safe environment to conduct any Company-related cell phone business.
BUSINESS ETHICS AND CONDUCT
The successful business operation and reputation of the Company is built upon the principles of fair dealing and ethical conduct by our employees and contractors. Our reputation for integrity and excellence requires careful observance of the spirit and letter of all applicable laws and regulations, as well as a scrupulous regard for the highest standards of conduct and personal integrity.
In general, the use of good judgment, based on high ethical and moral principles, will guide employees and contractors to acceptable and professional conduct. If a situation arises where it is difficult to determine the proper course of action, the matter should be discussed openly with your immediate supervisor or a member of the Executive Leadership Team.
No Boundaries Marketing Group uses and maintains confidential and proprietary information in the course of its business operations. Our clients and other parties with whom we do business entrust the Company with important information relating to their businesses. Examples of the Company’s confidential/proprietary information include, but are in no way limited to, employee and contractor salary or pay, customer and/or contact lists, sponsorship contracts, computer software, data gathering and retrieval systems, data bases, websites, research data and designs, and internal Company reports.
All employees and contractors must protect this confidential and proprietary information and refrain from any unauthorized use or disclosure. If any employee or contractor learns or suspects that confidential information belonging to the Company, its clients, vendors, or suppliers is being improperly used, copied or otherwise disclosed, this must be reported immediately to their immediate supervisor or member of the management team. In the event of termination of employment, the employee must return to the Company all confidential and proprietary information in the employee’spossession or control, whether in written, printed, or electronic format.
This policy is intended to alert employees and contractors to the need for discretion at all times and is not intended to inhibit normal business communications.
CONFLICTS OF INTEREST
Employees and contractors must avoid any relationship or activity that might impair, or even appear to impair, their ability to make objective and fair decisions when performing their jobs. At times, an employee or contractors may be faced with situations in which business actions taken on behalf of the Company may conflict with the employee’sor contractor’s own personal interests. Company property, information or business opportunities may not be used for personal gain.
Conflicts of interest could arise in the following circumstances:
- Being employed by, or acting as a consultant to, a Company client or potential client, supplier or contractor, regardless of the nature of the employment, while employed with the Company.
- Hiring or supervising family members or closely related persons.
- Allowing or encouraging the acceptance of a kickback, bribe, substantial gift, or special consideration for the employee, family member or closely related persons.
- Owning or having a substantial interest in a Company client, vendor, supplier, or contractor.
- Accepting gifts, discounts, favors or services from a client or potential client, vendor, competitor or supplier, unless equally available to all company employees.
When circumstances or conditions exist which may create a potential conflict of interest or the appearance of a conflict of interest, the employee or contractor must report those circumstances to their immediate supervisor so that action may be taken to protect the interests of the Company.
Employees and contractors are permitted to engage in outside work or to hold other jobs, subject to certain restrictions as outlined below. Activities and conduct away from the Company must not compete with, conflict with or compromise the company interests or adversely affect job performance and the ability to fulfill all job responsibilities. Employees and contractors are prohibited from performing any services for clients on non-working time that are normally performed by the Company. This prohibition also extends to the unauthorized use of any company tools or equipment and the unauthorized use or application of any confidential information. In addition, employees and contractors are not to solicit or conduct any outside business during paid working time.
Outside employment will not be considered an excuse for poor job performance, absenteeism, tardiness, leaving early, refusal to travel, or refusal to work overtime or different hours. If the Company determines that an employee’s or contractor’soutside work interferes with performance, the employee or contractor may be asked to terminate the outside employment or may result in disciplinary action up to and including termination.
OFFICE HOURS AND ATTENDANCE
Normal office hours are Monday through Friday, 8am to 5pm (Arizona). Hours of operation may change based on Company needs. Vacation/Time off must be scheduled with an employee’s or contractor’simmediate supervisor in advance and requested in writing or via electronic message (email). For employees, paid time off may be used in the case of emergency or sudden illness without prior scheduling. Patterns of absenteeism or tardiness may result in discipline even if the employee has not yet exhausted available paid time off.
Not reporting to work and not calling to report the absence is a serious matter and will result in disciplinary action. Any repeated no call/no show will result in termination of employment with no additional disciplinary steps. A no call/no show lasting two days will be considered job abandonment and may be deemed an employee’s or contractor’s voluntary resignation of employment.
See Attendance Policy for more information.
ATTIRE AND GROOMING
It is important for all employeesand contractors to project a professional image while at work by being appropriately attired. Company employees and contractors are expected to be neat, clean, and well-groomed while on the job. Clothing must be consistent with the contemporary standards for a business environment and must be appropriate to the type of work being performed.
Business attire is expected for working in the office as well as events and related occasions where clients or potential clients are present. T-shirts, tank tops, workout wear, and sweatpants are not acceptable attire.
Natural and artificial scents may become a distraction from a well-functioning workplace and are also subject to this policy. The Company is confident that employees and contractors will use their best judgment regarding attire and appearance. The Executive Leadership Team reserves the right to determine appropriateness. Any employee or contractor who is improperly dressed will be counseled or in severe cases may be sent home to change clothes. Continued disregard of this policy may be cause for disciplinary action and/or termination of employment.
PERSONAL USE OF FACILITIES AND EQUIPMENT
Personal calls and should be made on the employee’s or contractor’scell phone and should be kept to a minimum during the workday. The Company’s postage may not be used for personal mail. Office supplies, along with use of the copy machine, are not for personal use
ELECTRONIC COMMUNICATION AND INTERNET USE
- Internet, company-provided equipment (e.g., laptops, computers) and services may not be used for transmitting, retrieving or storing any communications of a defamatory, discriminatory, harassing, or pornographic nature.
- The following actions are forbidden: using disparaging, abusive, profane or offensive language; creating, viewing or displaying materials that might adversely or negatively reflect upon the Company or be contrary to the Company’s best interests; and engaging in any illegal activities, including piracy, extortion, blackmail, copyright infringement, and unauthorized access of any computers and company-provided equipment.
- Employees and contractors may not copy, retrieve, modify or forward copyrighted materials, except with permission or as a single copy to reference only.
- Employees and contractorsmust not use the system in a way that disrupts its use by others. Employeesand contractors must not send or receive large files that could be saved/transferred via thumb drives. Employees and contractorsare prohibited from sending or receiving files that are not related to work.
- Employees and contractors should not open suspicious e-mails, pop-ups, or downloads. The unauthorized downloading of software is strictly prohibited. Only software registered through the Company or approved by the Executive Leadership Team may be downloaded. Any violation of this policy may subject the employees and contractorsto compensate the Company for damages incurred in the removal of the software, malware, or unauthorized file(s).
Internal and external e-mails are considered business records and may be subject to discovery in the event of litigation. Be aware of this possibility when sending email within and outside the company.
SOCIAL MEDIA—ACCEPTABLE USE
Employees and contractorsmay not post financial, confidential, sensitive, or proprietary information about the Company, clients, employees or applicants.
When posting on social media sites, employees must use the following disclaimer when discussing jobrelated matters, “The opinions expressed on this message are my own and do not necessarily represent the views of the No Boundaries Marketing Group.”
No Boundaries Marketing Groupreserves the right to monitor content out on the Internet, including employee’s social media profiles. Policy violations will result in discipline up to and including termination of employment
SOLICITATIONS, DISTRIBUTIONS AND POSTING OF MATERIALS
No Boundaries Marketing Group prohibits the solicitation, distribution, and posting of materials on or at company property by any employee or non-employee, contractor, or vendor except as may be permitted by this policy. The sole exceptions to this policy are charitable and community activities supported by the Company and company-sponsored programs related to the Company’s products and services
- Non-employees may not solicit employees or distribute literature of any kind on company premises at any time.
- Employees and contractors may only admit non-employees to work areas with the approval of their immediate supervisor or member of the management team. These visits should not disrupt workflow. An employee or contractor must accompany the non-employee at all times. Former employees or contractors are not permitted onto company property unless approved by a member of the management team.
- Employees and contractors may not solicit other employees, contractors, vendors, or clients during work times, except in connection with a company-approved or sponsored event.
- Employees and contractors may not distribute literature of any kind during work times or in any work area at any time, except in connection with a company-sponsored event
- The posting of materials or electronic announcements are permitted with approval from member of the management team.
Violations of this policy should be reported to a member of the management team.
EMPLOYEE & CONTRACTOR PERSONNEL FILES
Employee and contractorfiles are maintained by the management team and are considered confidential. Immediate supervisors, employees, and contractors may only have access to personnel file information on a need-toknow basis.
INCENTIVES & BONUS COMPENSATION
Employees and contractorsmay be eligible to receive incentive bonus during their course of employment, payable based on Company discretion, less applicable payroll deductions and withholdings. The Company will determine whether an employee or contractor has earned the bonus based on the Company’s attainment of specific corporate objectives, and on the employee’s or contractor’s attainment of personal objectives mutually determined between employee or contractor and the Company. If employee or contractor is not employed at the time any bonus is to be paid due to his voluntary separation from the Company or involuntary termination (with or without cause), the employee or contractor will not have earned the bonus and no partial or pro-rata bonus will be paid. Except as otherwise set forth herein, the Company shall have the sole discretion to change or eliminate any incentive or bonus program at any time, to determine whether the corporate and personal objectives have been achieved, and to determine the amount of the bonus earned by employee or contractor, if any.
All hours worked must be approved in advance. Payment made to employees or contractors will be made through electronic funds transfer based on the published payroll schedule.
Performance appraisals are conducted on a semi-annual cycle, as time and resources permits. Employees and contractorswill receive a performance review on the established date each twice per year. The performance appraisal will be discussed, and both the employee and immediate supervisor will sign the form to ensure that all strengths, areas for improvement and job goals for the next review period have been clearly communicated. Performance evaluation forms will be retainedin the employee’s or contractor’s personnel file.
OVERTIME PAY (NON-EXEMPT EMPLOYEES)
Non-exempt employees who work hours in excess of 40 hours of work in a single workweek will be paid time and one half (1-1/2) times their regular rate of pay.Paid leave, such as holiday, sick or vacation pay, does not apply toward work time. Employees who anticipate the need for overtime must approve the overtime in advance. Employees should confirm the approval before working the overtime hours.Contractors are not eligible for overtime pay.
EMPLOYEE & CONTRACTOR TRAVEL AND REIMBURSEMENT
Employees and contractors will be reimbursed for reasonable expenses incurred in connection with approved travel on behalf of the company. Travelers seeking reimbursement should incur the lowest reasonable travel expenses and exercise care to avoid the appearance of impropriety. If a circumstance arises that is not specifically covered in the travel policies, the most conservative course of action should be adopted.
Travel for employees and contractors must be authorized in advance. Travelers should verify that planned travel is eligible for reimbursement before making travel arrangements. Upon completion of the trip, the traveler must submit supporting documentation to obtain reimbursement of expenses.
Employees or contractors who are involved in an accident while traveling on business must promptly report the incident to their immediate supervisor.
TIME OFF/LEAVES OF ABSENCE
- New Year’s Day
- Civil Rights Day
- Presidents Day
- Memorial Day
- Independence Day
- Labor Day
- Veteran’s Day
- Thanksgiving Day and the day after
- Christmas Eve, Christmas Day, and the day after (if a weekday)
- New Year’s Eve
The above list is a paid holiday for exempt, full-time employees.Should a holiday fall on a weekend, the holiday will be observed on the workday closest to the holiday. Ifa holiday falls during an eligible employee’s paid absence, holiday pay will be provided instead of the paidtime off benefit that would otherwise have applied.Contractors may be eligible for holiday pay per the terms and conditions of their Independent Contractors Agreement.
PAID TIME OFF (PTO)
Months of Continuous Service Paid Time Off:
- Year 1 through year 5 = 10 days per year
- Year 6 through year 10 = 15 days per year
- Year 11 through year 15 = 20 days per year
- Year 16+ = 25 days per year
At the end of the calendar year (December 31), an employee is allowed to carry forward up to three (3) days of standard accrued PTO per A.R.S. §§ 23-371 to -375. Any excess will be forfeited.
Contractors may also be eligible to receive PTO. Contractors must refer to their Independent Contractors Agreement for details.
At termination, a maximum of one full year of standard accrued PTO may be paid to the departing employee. To qualify for payout of accrued PTO, an employee must complete a full schedule of work on each of the 10 business days preceding his/her departure date. Contractors are not eligible for payout.
An employee and contractors are eligible to request approval to take accrued PTO for no less than four (4) hour absences.Requests for planned PTO must be made in advance, approved by the employee’s or contractor’s immediate supervisor,and entered in the Company’s PTO calendar. It is the Company’s policy that there are no advances of unaccrued PTO.
PERSONAL LEAVE OF ABSENCE
Requests for Personal Leave will be evaluated based on need, length of employment, and workload andmust be approved by your immediate supervisor. During a personal leave period, employeesmust use theiraccrued Paid Time Off (PTO) (if eligible). If PTO is not available or the employee is not eligible for Paid Time Off (PTO), your personal leave period will be unpaid. Contractors are not eligible for a Personal Leave of Absence.
Employees that are eligible for benefits, which may include but not limited to Health, dental, and/or other supplemental benefits will continue while on an approved leave. The employee is required to pay/reimburse the Company for their portion ofthe premium(s) by the first of the month in which the premium is due. Failure to make such a payment willresult in the cancellation of your insurance and a possible debt owed to the Company.The employeemust return to work on the scheduled return date or be considered to have voluntarilyresigned from his or her employment. Extensions of leave will only be considered on a case-by-case basis.
An employee or contractor who wishes to take time off due to the death of an immediate family member should notifyhis or her immediate supervisor immediately.Bereavement leave is limited to the death of a mother, father, sister, brother, spouse, child, stepchild,grandchild, mother-in-law, father-in-law, stepparent, grandparent, or domestic partner. Requests for timeoff must be submitted via electronic message (email) to your immediate supervisor for approval, indicating thenumber of days requested and your relationship to the deceased. Up to five (5) days for bereavement isallowed per calendar year. If bereavement leave is exhausted, any available PTO hours may be used in itsplace.
Time off will be granted for jury duty as required by state and federal law. The Company will compensateregular, full-time and part-time employees for up to five (5) calendar days to serve on a jury.If you are requested to serve, the summons should be presented to the immediate supervisor within three(3) working days of receipt.
In accordance with Arizona law, employees and contractors who are entitled to vote at a primary or general election will begranted paid time off to vote if the polls are open fewer than three hours prior to their work starting time orclose fewer than three hours after the end of their work time. The length of time granted depends upon thedifference between work starting or quitting times and the times when the polls open or close, with amaximum time of three hours. Employees and contractors must make a request to be absent to vote prior to the day of theelection.
MILITARY LEAVE OF ABSENCE
No Boundaries Marketing Group is committed to protecting the job rights of employees absent on military leave. Inaccordance with federal and state law, it is the Company’s policy that no employee or prospective employeewill be subjected to any form of discrimination on the basis of that person’s membership in or obligation toperform service for any of the Uniformed Services of the United States. Specifically, no person will bedenied employment, reemployment, promotion or other benefit of employment on the basis of suchmembership. Furthermore, no person will be subjected to retaliation or adverse employment action becausesuch person has exercised his or her rights under applicable law or company policy. If any employeebelieves that he or she has been subjected to discrimination in violation of company policy, the employeeshould immediately contact the President and CEO.
Employees taking part in a variety of military duties are eligible for benefits under this policy. Suchmilitary duties include leaves of absence taken by members of the uniformed services, including Reservistsand National Guard members, for training, periods of active military service and funeral honors duty, aswell as time spent being examined to determine fitness to perform such service. Subject to certainexceptions under the applicable laws, these benefits are generally limited to five years of leave of absence.If an employee leaves to perform service in the uniformed services, the employee has the right to elect tocontinue existing employer-based health plan coverage for the employee and dependents for up to twenty-four (24) months. If the employee does not elect to continue coverage during the military service, theemployee has the right to be reinstated in the Company’s health plan when reemployed, generally withoutany waiting periods or exclusions.
Employees requesting leave for military duty should contact their immediate supervisor to requestleave as soon as they are aware of the need for leave.
WORKERS COMPENSATION INSURANCE
Eligible employees of No Boundaries Marketing Group are covered by a workers’ compensation insurance program at no cost. This policy provides benefits in the form of compensation and medical payments to employees for injuries, disability from occupational injury, or disease arising out of and in the course of employment. Contractors are not eligible for workers compensation insurance.
EMPLOYEE & CONTRACTOR ILLNESS REPORTING
- All employees and contractors will be required to frequently wash hands with soap and warm water.
- All employees and contractors shall follow proper cough and sneeze etiquette.
No Boundaries Marketing Group is not responsible for explaining to all employees and contractors how to hand wash; however, the Company has put together the following recommendation(s) per CDC recommendations. Wash hands with soap and water for at least 20 seconds as frequently as possible or use hand sanitizer.
Employees and contractorsare encouraged to wash their hands:
- At the beginning of each shift
- Between every client when possible
- Before interacting with other employees
- After using the restroom
- Before and after breaks
- After sneezing, coughing, or blowing nose
- When hands are visibly soiled
- Prior to leaving work
COUCH & SNEEZE ETIQUETTE
To help stop the spread of germ employees and contractors should:
- Cover mouth and nose with a tissue when coughing or sneezing
- Throw used tissues in the trash
- If don’t have a tissue, cough or sneeze into elbow, not hand
EMPLOYEE& CONTRACTOR HEALTH REPORTING
Employees and Contractors must report to their immediate supervisor if they are experiencing the following symptoms:
- Diarrhea and/or Vomiting
- Excessive Coughing
- Sore Throat with Fever
- Sores on Hands, Wrist, or Uncovered Parts of the Arm
Employees and Contractors must report if they are diagnosed or exposed to:
- Hepatitis A
- E. Coli
This policy does not apply to absences covered by the Family and Medical Leave Act (FMLA) or leave provided as a reasonable accommodation under the Americans with Disabilities Act (ADA). These exceptions are described in separate policies.
“Absence” is defined as the failure of an employee or contractor to report for work when he or she is scheduled to work. The two types of absences are defined below:
- Excused absence occurs when all the following conditions are met:
- The employee or contractor provides to his or her supervisor sufficient notice at least 48 hours in advance of the absence.
- The absence request is approved in advance by the employee’s or contractor’s supervisor.
- The employee or contractor has sufficient accrued paid time off (PTO) to cover the absence.
- Unexcused absence occurs when any of the above conditions are not met. If it is necessary for an employee or contractor to be absent or late for work because of an illness or an emergency, the employee or contractor must notify his or her supervisor no later than the employee’s or contractor’s scheduled starting time on that same day. If the employee or contractor is unable to call, he or she must have someone make the call. SMS messages and emails are not acceptable forms of communication unless otherwise approved.
An unexcused absence counts as one occurrence for the purposes of discipline under this policy.
- Employees or contractors with three or more consecutive days of excused absences because of illness or injury must provide proof of physician’s care and a fitness for duty release prior to returning to work.
- Employees or contractors must take earned PTO for every absence unless otherwise allowed by company policy (e.g., leave of absence, bereavement, jury duty). In some cases, you may be able to make up the time missed, however this must be approved by your immediate supervisor.
TARDINESS & EARLY DEPARTURES
Employees and contractors are expected to report to work and return from scheduled breaks on time. If employees or contractors cannot report to work as scheduled, they must notify their supervisor no later than their regular starting time. This notification does not excuse the tardiness but simply notifies the supervisor that a schedule change may be necessary.Employees and contractors who must leave work before the end of their scheduled shift must notify a supervisor immediately.Tardiness and early departures are each one-half an occurrence for the purpose of discipline under this policy.
Excessive absenteeism and tardiness is defined as two or more occurrences in a 90-day period and will result in disciplinary action and is considered grounds for termination.
SPECIFIC POLICIES FOR CONTRACTORS
For specific terms and conditions related to a contractor’s employment with No Boundaries Marketing Group, please refer to your Independent Contractor Agreement.