TABLE OF CONTENTS
To our Employees
Employment at Will
General Disclaimer and Management Rights
Equal Employment Opportunity Policy
Americans with Disabilities Act Policy
Immigration Law Compliance
Open Door Policy
About Your Appearance
Supplies and Equipment Meeting Rooms
Introductory Probationary Period Confidentiality Policy
Freelance Work Policy
Anti Harassment Policy
Drug and Alcohol Policy Discipline
Zero Tolerance - Gossip
If We Part Company
Time Is Money
Peaks and Valleys
Deductions from Earnings
Extended Leave of Absence
Here is a link to the physical version of the employee handbook
| To Our Employees
Welcome to Grayscale Marketing! This is a unique company, and we're happy you've joined our team. Our mission is to provide our clients the best possible service with creative thinking and unparalleled action. We rely on our employees to help us do that, and we want to be clear about our expectations.
Our rules are as few as good business practice will permit. We encourage a friendly and cooperative work environment, one in which we hope you will feel both comfortable and challenged to do your best. This manual addresses the employment practices adopted by Grayscale Marketing (GSM) to govern employee relations and benefits. This handbook was prepared to inform you about your responsibilities and the conduct we expect from you.
Please read and familiarize yourself with these policies and expectations. No handbook can cover every issue, nor would we want to restrict the normal question and answer exchange. We work together in a harmonious relationship only through one on one conversations. If you need further information or clarification, please contact a senior manager.
II. WORKPLACE POLICIES
| Employment At Will
This employee handbook is not a contract, and nothing contained in this handbook, or any other documents provided to you, is intended to be a contract of employment, either expressed or implied, including, without limitation, any contract of employment for a definite duration.
Employment with Grayscale Marketing is at will. Written or oral statements made to an employee cannot alter this at will relationship. No one except the CEO or COO of GSM has the authority to authorize, enter into or sign any agreement for employment for any specified period of time, or to make any binding agreement contrary to the above. Any compensation figures provided to an employee in annual or monthly terms are stated for the sake of convenience or to facilitate comparisons and are not intended and do not create an employment contract for any specific period of time.
| General Disclaimer and Management Rights
The policies in this handbook are guidelines for management action. GSM may change, delete, supplement, suspend or discontinue any part or parts of the policies in this handbook at any time for any reason without prior notice. Any such changes apply to existing and future employees. This handbook may only be modified in writing by the CEO or COO of the company. No oral statement or promise by any company representative may be interpreted as a change in this handbook nor will it constitute an agreement with an employee.
| Equal Employment Opportunity Policy
It is the policy of Grayscale Marketing to ensure equal employment opportunity without discrimination or harassment on the basis of race, creed, color, religion, national origin, sex, age, disability, or any other characteristic protected by federal, state, or local law, regulation, or ordinance.
GSM’s policy of Equal Employment Opportunity applies to all policies relating to hiring, placement, promotions, transfer, demotion, layoff, termination, disciplinary action, rates of pay and other forms of compensation, as well as access to training and benefits.
GSM is firmly committed to selecting, employing and promoting the best and most qualified person for a position without discrimination of any kind and has the overall responsibility for the implementation and monitoring of this policy. Any questions or concerns should be referred to the CEO or COO of Grayscale Marketing without fear of reprisal. The complaint will be reviewed and investigated, if needed, to determine if such treatment has occurred. Anyone found engaging in any type of unlawful discrimination, harassment, or retaliation will be subject to disciplinary action, up to and including termination of employment.
| Americans with Disabilities Act Policy
GSM makes every effort to reasonably accommodate individuals with a disability in order to provide employment opportunities for them. The job related skills and experience of all applicants and employees will be evaluated without regard to disability or any reasonable accommodations that may be necessary.
If you are a disabled employee, as defined by the ADA, you should discuss with the CEO or COO any reasonable accommodations necessary to perform the essential functions of your job.
| Immigration Law Compliance
GSM is committed to employing only United States citizens and aliens who are authorized to work in the United States and does not unlawfully discriminate on the basis of citizenship or national origin.
| Open Door Policy
GSM strives to ensure fair and honest treatment of all employees. You are expected to treat each other with mutual respect. The company encourages you to offer positive and constructive criticism and supports an open and frank atmosphere in which problems, complaints, suggestions or questions receive a timely response from management. During the introductory period of three months, and throughout your employment with GSM, you are encouraged to ask questions and to seek guidance on any procedures, subjects or issues affecting your job or the employment relationship.
III. GENERAL INFORMATION
Consistent attendance and punctuality are considered imperative ingredients in Grayscale Marketing’s business operations and an integral part of each employee’s performance standards. Poor, uncertain or irregular attendance produces disruptive results for Grayscale Marketing’s operations, lowers overall productivity and continuity of work, and often is burdensome to other employees.
Employees are expected to report to work on time at 9 a.m. Tardiness, unexcused absence or failure to report as required will result in disciplinary action. In the event an employee cannot report to work as scheduled, the employee should notify his or her supervisors as far ahead of time as possible to ensure work is covered adequately.
If constant last minute absences occur they will be addressed in the employees evaluation and appropriate action will be taken.
| Office Hours
Work at Grayscale Marketing officially begins at 9 a.m. and ends at 6 p.m., Monday-Friday. Oftentimes, as our work may fall outside of the parameters of a regular workday, it will be necessary to put in extra hours during the weekday and/or on weekends. For salaried employees, this extra time and effort is part of the job. For non salaried or contract employees, this extra time is billable; just keep careful track of your total time spent working.
Lunch is a one hour break time for rest and sustenance and should be taken during the middle of the workday. When you leave for lunch, let your co-workers know how you can be reached in case of an emergency. Please request permission from your supervisor on the occasion that you need to take your lunch at the beginning or end of the day to accommodate your schedule. Your lunch hour is not billable to GSM or to GSM clients unless specifically stated by the project manager. The project manager can authorize if billable back to client.
Whenever you will be absent, it is your responsibility to notify your co-workers of where you are going and when you will return. You will also need to make arrangements for someone to cover your calls and provide information on if/how you can be reached during that time.
You are expected to work a full day. If you need to be out of the office for a personal matter for less than four hours on any given day, you may make up that time during the week. If you need to be out of the office for more than four hours on any given day, you should consider that 1/2 vacation day or 1/2 sick day.
In short, we trust you to do your job and to work the requisite hours as determined by your position. If you respect the regular work day, we will respect your need for occasional changes to that schedule.
Anytime you need to be out of the office, it must be submitted to your supervisor in advance. Advance notice allows us to honor your request without putting undue strain on the rest of the staff.
| Time Tracking
You are responsible for recording your hours and for submitting your time every Friday, using the company time tracking system. Tracking your time is how we manage your workload and assess your compensation. It is also how we manage client relationships; therefore, it is imperative that your timesheets are accurate and truthful. [See Section V, Time Accounting, for more information].
| Expense Reimbursement
GSM reimburses reasonable expenses to provide for the safety and comfort of employees during the course of doing business. Our policy helps us be consistent and equitable and comply with IRS regulations and keep accurate records for our clients.
GSM will reimburse employees for all reasonable expenses incurred on behalf of the company and should be approved in advance. GSM does not reimburse for personal expenses.
| About Your Appearance
Come to the office dressed in such a way that you could meet a client, go to a client meeting or invite a client to the office at any time during the day. If your work planned for the day indicates more casual attire, it is a good idea to have meeting appropriate attire in your office in the event of an unexpected meeting or client visit arises.
Although we are considered a casual office in a casual industry, there are limits. Please no holey or ragged jeans. No shorts, sweatpants or rubber flip flops. No ragged T-shirts. The bottom line is use your common sense...how would you want your marketing representative to look? That being said, we are in entertainment and a certain amount of casual is accepted.
GSM retains the right to send you home if you are not properly dressed to represent the company and its clients.
| Supplies and Equipment
Requests for routine supplies should be directed to the Director of Operations. In order to maintain stock and control supply expenses, please do not order supplies on your own.
If you have basic furniture or office needs, notify your supervisor. Do not take it upon yourself to move or relocate furniture or computer equipment, etc. from other offices.
| Meeting Rooms
Those who use the conference room are expected to leave them ready for the next use, returning chairs to position and removing coffee cups, waste paper, equipment and materials and cleaning the table.
| Office Neatness
Please help us keep the office neat by picking up any paper, trash, rubber bands, etc. that may be laying on the floors and reception areas. It is your responsibility to keep your own workspace orderly and clean as well as all shared spaces.
It is understood that daily recurring chores (such as dishes, taking out the recycling, etc..) will be split up amongst the staff and everyone will participate to insure a pleasant work environment.
| Office Security
If you are the last person to leave the office at night or on weekends, please make sure all lights in the office are turned off, blinds closed, air set to standard temp (see office manager) and all doors are secured and locked (alarm on). Irreparable damage can be done to our records and equipment if, through carelessness, the premises are not secured.
Personal items, anything not owned by Grayscale Marketing, including clocks, calculators, cameras, and jewelry, are not covered by Grayscale Marketing's insurance, whether in the office or in the parking lot.
You are responsible for personal items such as candles, space heaters, etc. Please unplug/ extinguish, etc before leaving the office.
Experience has taught us that most petty thievery in office buildings is the result of an oversight on the part of the employees. To protect your possessions, we suggest you follow these precautions:
When there is no one in the office, do not leave any office entrance doors unlocked, even for a short time.
For your safety and ours, we ask that you keep the doors locked when you are working after hours.
Never work alone in the office.
Notify your supervisor if loiterers, peddlers or canvassers visit the office. They are prohibited from doing business near the building.
In the event your office keys are lost or stolen, please contact the COO or the CEO immediately!!
Report ANYTHING suspicious to COO and CEO!
| Personal Safety
Although we do our best to make sure our employees have a safe environment in which to work, we cannot monitor everything. Please use common sense and caution when arriving at the office early or leaving late. We recommend that if you are leaving the office after dark, you ask another member of the staff to accompany you to your car.
| Care and return of Company Property
It is your responsibility to take proper care of all company equipment that you are entrusted with. Further, it is your responsibility that, upon termination, you will return all property of Grayscale Marketing and that the property will be returned in proper working order within 24 hours of termination. You must understand that you may be held financially responsible for damaged or stolen property. If it is deemed, after reasonable consideration, that you are responsible for damage to any piece of GSM Equipment you will be held financially responsible to repair or replace the equipment.
This agreement includes, but is not limited to, the following: (laptops, cell phones, blackberries, other equipment provided by the company). Understand that failure to return equipment will be considered theft and may lead to criminal prosecution by Grayscale Marketing.
IV. PERSONNEL POLICIES
| Introductory Period
The first three months of employment are considered an introductory period. This time helps you become familiar with GSM and its policies, as well as your job responsibilities and performance standards. Please use this time to determine if you like your work and are satisfied with your new surroundings. Equally, GSM will use this time to ensure that it is a good fit.
GSM also reserves the right to extend this period if we feel additional time is needed to adequately evaluate your performance.
| Confidentiality Policy
Clients trust us with a great deal of confidential information that is essential to our work for them. They require that we respect their confidence and share information with outsiders only when they have given their specific consent.
Discretion is critical both inside and outside the office. You must always be mindful that our clients and their competitors could be listening. Furthermore, we expect you to protect our clients' interests, which are inseparable from our own, by confining “shop talk” to people inside GSM. Conversations dealing with client campaigns, budgets, and/or proposed products are prohibited. In the office, please exercise discretion with letters, memos, and reports by not placing them where your visitors could see them. In the event of a particularly sensitive client project, you may be asked to sign a confidentiality agreement.
As an employee of Grayscale, you have agreed to protect not only our clients' interests but our own. Therefore, this level of confidentiality is also expected with regard to internal personnel, new business, policies and procedures. Your employment with GSM assumes an obligation to maintain and protect from release, misuse, or personal gain all confidential and proprietary information, even after you leave the company. You will be asked to sign a GSM confidentiality agreement. Breaking this agreement could result in termination and legal action.
Furthermore, contact lists, media lists and all other assets are the property of Grayscale Marketing and are not to be used for other purposes or shared with anyone outside of Grayscale without prior approval from your supervisor. Do not divulge sensitive or proprietary client information via your own social media accounts. Our responsibility to our clients extends to social media, and you should use great care and discretion when posting anything about our clients on your personal pages.
In brief: Make good choices.
| Freelance Work Policy
We do not allow our employees to work on freelance projects on the premises. What you do at home on your own time is your business so long as it does not present a conflict with Grayscale Marketing or any of our clients or cause your work performance to suffer.
You may not use Grayscale Marketing’s assets or the Grayscale Marketing name without specific written approval.
Occasionally, your church, family members, or organizations you value may need a “favor." Please check with your supervisor before undertaking any projects that would require the use of Grayscale Marketing equipment, contacts, supplies or facilities. Unless the project is adopted as a Grayscale Marketing pro bono job, you will be expected to work on it after hours and to reimburse Grayscale Marketing for any supplies used.
We expect you to bring business to Grayscale Marketing. If you are asked to do freelance work, we expect you to consider carefully if this is a job that could fall under Grayscale Marketing. If so, you should make every effort to do so. No moonlighting. Please notify your supervisor if you would like approval to work on a project outside the office.
| Anti Harassment Policy
Grayscale Marketing believes that all employees should be able to enjoy a work environment free from all forms of discrimination and harassment. It is the policy of GSM that harassment of employees, applicants, clients, vendors, or other third parties on the basis of race, color, creed, religion, national origin, disability, age, sex, including sexual harassment, or any other protected status covered by applicable federal and state laws, is unacceptable and will not be tolerated.
Harassment refers to behavior that is not welcome, that is personally offensive, and that interferes with our work effectiveness. Sexual harassment includes any unwelcome and unwanted sexual advances, requests for sexual favors, and other verbal or physical conduct of a sexual nature, where tolerance of such actions is made a condition of employment (quid pro quo or this for that), and the behavior interferes with an employee’s work performance or creates an intimidating, hostile or offensive work environment.
Sexual harassment does not refer to occasional compliments of a socially acceptable nature. Normal, courteous, mutually respectful, non-coercive interactions between employees that are acceptable and welcomed by both parties are not considered to be harassment.
The types of behaviors that constitute sexual harassment may include, but are not limited to:
Unwelcome physical contact including patting, pinching, stroking, kissing, hugging,
fondling, or inappropriate touching
Physical violence, including sexual assault
Physical contact, e.g. touching, pinching
The use of job-related threats or rewards to solicit sexual favours
Comments on a worker’s appearance, age, private life, etc.
Sexual comments, stories and jokes
Repeated and unwanted social invitations for dates or physical intimacy
Insults based on the sex of the worker
Condescending or paternalistic remarks
Sending sexually explicit messages (by phone or by email)
Display of sexually explicit or suggestive material
Anyone who is subject to sexual harassment should, if possible, inform the alleged harasser that the conduct is unwanted and unwelcome. Grayscale Marketing recognises that sexual harassment may occur in unequal relationships (i.e. between a supervisor and his/her employee) and that it may not be possible for the victim to inform the alleged harasser.
If a victim cannot directly approach an alleged harasser, he/she can approach one of the designated staff members responsible for receiving complaints of sexual harassment. This person could be another supervisor, a member of the human resources department, etc.
When a designated person receives a complaint of sexual harassment, he/she will:
Immediately record the dates, times and facts of the incident(s)
Ascertain the views of the victim as to what outcome he/she wants
Ensure that the victim understands the company’s procedures for dealing with the complaint.
Discuss and agree upon the next steps: either informal or formal complaint, on the understanding that choosing to resolve the matter informally does not preclude the victim from pursuing a formal complaint if he/she is not satisfied with the outcome
Keep a confidential record of all discussions
Ensure that the victim knows that they can lodge the complaint outside of the company through the relevant country/legal framework
Any employee who has a harassment or sexual harassment complaint against a supervisor, coworker, client or visitor must bring the problem to the attention of the COO and the CEO of GSM. The complaint will be quickly and thoroughly investigated in a professional manner ensuring confidentiality to the extent possible. GSM does not tolerate retaliation against any individual who files a good faith harassment or sexual harassment complaint or against anyone who participates in the investigation of a harassment complaint. If the investigation substantiates the complaint, appropriate corrective and/or disciplinary action, up to and including discharge, will be swiftly pursued.
Informal complaints mechanism
If the victim wishes to deal with the matter informally, the designated person will:
give an opportunity to the alleged harasser to respond to the complaint
ensure that the alleged harasser understands the complaints mechanism
facilitate discussion between both parties to achieve an informal resolution which is
acceptable to the complainant, or refer the matter to a designated mediator within the
company to resolve the matter
ensure that a confidential record is kept of what happens
follow up after the outcome of the complaints mechanism to ensure that the behaviour has
ensure that the above is done speedily and within 2 days of the complaint being made
Formal complaints mechanism
If the victim wants to make a formal complaint or if the informal complaint mechanism has not led to a satisfactory outcome for the victim, the formal complaint mechanism should be used to resolve the matter.
The designated person who initially received the complaint will refer the matter to a senior human resources manager to instigate a formal investigation. The senior human resources manager may deal with the matter him/herself, refer the matter to an internal or external investigator or refer it to a committee of three others in accordance with this policy [Choose what options are most appropriate for the company].
The person carrying out the investigation will:
Interview the victim and the alleged harasser separately.
Interview other relevant third parties separately.
Decide whether or not the incident(s) of sexual harassment took place.
Produce a report detailing the investigations, findings and any recommendations
If the harassment took place, decide what the appropriate remedy for the victim is, in consultation with the victim (i.e.- an apology, a change to working arrangements, a promotion If the victim was demoted as a result of the harassment, training for the harasser, discipline, suspension, dismissal)
Follow up to ensure that the recommendations are implemented, that the behaviour has stopped and that the victim is satisfied with the outcome.
If it cannot determine that the harassment took place, he/she may still make recommendations to ensure proper functioning of the workplace.
Keep a record of all actions taken.
Ensure that the all records concerning the matter are kept confidential.
Ensure that the process is done as quickly as possible and in any event within 2 days of the complaint being made.
Sanctions and disciplinary measures
Anyone who has been found to have sexually harassed another person under the terms of this policy is liable to any of the following sanctions:
verbal or written warning
adverse performance evaluation
reduction in wages
The nature of the sanctions will depend on the gravity and extent of the harassment. Suitable
deterrent sanctions will be applied to ensure that incidents of sexual harassment are not treated as trivial. Certain serious cases, including physical violence, will result in the immediate dismissal of the harasser.
| Drug and Alcohol Policy
GSM has a vital interest in maintaining a safe, healthy and efficient working environment for its employees. This means that we expect the work environment to be free from the use of illegal and nonprescription drugs, alcohol and the unauthorized use of prescription drugs. Being under the influence of drugs or alcohol on the job poses serious safety and health risks, not only to the user but also to all who come in contact with the user.
You should come to work prepared to do your best: well rested and alert. What you do on your own time is your business, but when you are at work, we expect you to be functioning at peak performance. This includes events. No drinking on the job. Period.
While discipline is normally progressive in nature, Grayscale Marketing reserves the right to terminate any employee at any time without prior warning as the situation warrants. Moreover, it is stressed that all disciplinary situations must be evaluated in light of their individual circumstances, including the employee's overall record of performance.
| Zero Tolerance - Gossip
GSM has a Zero Tolerance Policy when it comes to gossip. Everyone’s lives are complex and there is no reason to add the weight of workplace gossip to it.
To be clear. If you have a problem, beef, challenge, complaint, worry, gripe, protest, objection, grievance, criticism, judgement, disapproval, feel that anything is unfair, or feel that you have been insulted, harmed, or injured in anyway, physically, mentally, or emotionally it is your duty and responsibility to bring it up with your direct supervisor. Your co-workers can not solve these problems. If your direct supervisor can not help or is the subject of your complaint or challenge then the next step will be to take it to HR or the CEO directly.
| If We Part Company
An employee who intends to resign is requested to give a minimum of three weeks' notice. Knowing that your departure probably will create workload problems for others and, as a matter of courtesy and thoughtful consideration, we ask that you notify the COO and CEO as far in advance as possible that you intend to leave the company paid.
If you are terminated, you will be required to turn in your keys, computer and all other Grayscale Marketing property immediately.
We trust that you will respect the clients you worked for and maintain the privacy they entrusted to you. We also trust that you will respect the work we have put into securing and maintaining clients and that you will not attempt to secure business from Grayscale upon your departure.
Further, in the event we do part ways, Grayscale Marketing and Employee mutually agree to forbear from making, causing to be made, publishing, ratifying or endorsing any and all disparaging remarks, derogatory statements or comments made to any party with respect to either of them. Further, the parties hereto agree to forbear from making any public or non-confidential statement with respect to the any claim or complaint against either party without the mutual consent of each of them, to be given in advance of any such statement.
V. TIME ACCOUNTING
| Time is Money
Please track your hours accurately as you work each day, as this is the only way to be fair to Grayscale and its clients. All time must be entered into the time tracking system by end of day Friday and on all other end of month deadlines. As previously noted, tracking your time is how we manage your workload and report to our clients. They should always be an accurate and truthful representation of your work.
| Peaks and Valleys
The service character of the agency business makes both peaks and valleys in individual and total workload inevitable. In addition to gentle curves, there are frequent instances of work to be done under urgent and sometimes true emergency conditions. Your full and unselfish cooperation is expected when service to our clients must be delivered under any circumstances.
Conversely, when you see a valley approaching, please let us know as far in advance as possible. Accept supplementary work if it is assigned, whether it meets your job description or not. If a specific assignment cannot be transferred effectively to you, please use the time to:
● Offer assistance to others in the office.
● Improve yourself by study, reading or making useful field trips.
● Improve your work situation by pruning your files, general housekeeping, helping
with central files, common areas, etc.
● Consider and develop improvements to the GSM operations, procedures.
The basic principle is that we share both peaks and valleys on an agency wide basis. The day will be rare, indeed, when there isn’t valuable work to be done or someone who needs help.
VI. PAYCHECK INFORMATION
| Paycheck Basics
You will be paid every week*. Your paycheck contains confidential information. Only those persons in management who need to know are privileged to details about your compensation. We recommend that you do not discuss your salary with anyone in the office. If you have any questions about your paycheck, please discuss with COO.
| Deductions from Earnings
In accordance with the requirements of federal and state laws, deductions will be made automatically from your paycheck for federal withholding and Federal Insurance Contribution Act (FICA).
GSM complies with all state and federal laws concerning garnisheeing of wages, bankruptcy payments, court order wage assignments and IRS wage levies, if necessary. Following notification from the court, deductions will begin on the next paycheck.
An itemized statement of your current and year to date earnings and payroll deductions will be given to you per our bookkeeper at the same time checks are distributed through direct deposit. These are intended for your reference and should be retained for that purpose.
| Workers' Compensation
You are covered by workers’ compensation insurance, which provides for your medical, rehabilitation and wage replacement benefits if you sustain a work related injury or illness. If you have a work related injury or illness, you should notify the COO and CEO immediately, regardless of its severity. We encourage injured employees to seek prompt medical attention if necessary.
Our workers’ compensation insurance carrier pays all medical expenses for the treatment of a work related injury or illness in full. You cannot use your group health plan coverage for work related injuries or illnesses covered under the Workers’ Compensation Act. In addition, you cannot use any paid leave to supplement your wage replacement benefits under workers’ compensation.
If a work related injury or illness renders you unable to return to work, you must provide GSM a doctor's note to this effect within two (2) working days of the date of the injury or disabling condition. The doctor's note should indicate when you will be able to return to work.
VII. EMPLOYEE COMPENSATION, REVIEWS & BONUS
There are many factors management considers in determining your total compensation package: our assessment of the market value of your job, your skill, experience, educational background, the difficulty of your job, your responsibilities, the quality of your performance, your attitude, cooperativeness, the enthusiasm with which you tackle assignments, the effort you apply, your attendance and punctuality, and your years of service, as well the state of our business and the economy.
At GSM, there are no automatic raises. We operate on a merit system that is based on performance appraisals as well as company revenue. Pay raises or bonuses will be granted on the basis of opportunity and/or merit and bonus structure requirements being met. If you want to make more money, identify new business contacts and opportunities, provide quality customer service and look for meaningful ways to grow and renew our existing clients.
Your salary is compensation for the work you do. While each person has their own dreams and plans, they should look to grow as individuals, but do not forget to build the company that is helping you on your path. One cannot exist without the other and the relationship must remain symbiotic in spirit.
Reviews: At the end of year one, employees will be evaluated on productivity, attitude, efficiency and professional growth and given an opportunity to resolve any conflict, offer suggestions or air any grievances.
Paid time off policies apply to full time, salaried employees only.
All permanent, full time, salaried employees are eligible for paid vacation. New employees must complete the introductory period and a total of three months before taking vacation time. Special exceptions will be made to employees starting around the holidays. You may not borrow against vacation eligibility you expect to obtain in a future vacation year.
| Vacation Time
It’s great and encouraged to take a break from work. It is also great for the company to have you return refreshed and ready to go. Vacation time is also part of the way we show our appreciation for your loyalty and continued service. For this reason, we ask that you take your earned vacation days each year. You are not permitted to carry over vacation time from one year to another or to waive it for financial compensation.
It is our hope that while on vacation, you can truly "check out" from work, but the nature of our business and the size of our company may require some level of check in. Please work with your supervisor and teammates on the front end to notify clients and distribute your work among the staff to ensure that you can relax and our clients' needs are covered. If you are the head of a department, you are responsible to get your work covered.
| Vacation Year
The vacation year mirrors your anniversary date. Vacations may be taken any time during the year subject to the advance approval of management.
As we are in the marketing business, vacation requests may not be honored in cases where Grayscale has to work a client event.
Employees should request time off with as much advance notice as possible. Additional earned time off will be approved on a case by case basis. Once your vacation request is approved, it is you responsibility to ensure that your client activities are covered and that your coworkers are capable of filling in the gaps during your absence.
Earned Paid Vacation Days for full time, salaried employees:
Year one: 5 vacation days
Year two: 10 vacation days
Year three: 15 vacation days
*No vacation leave may exceed more than 1 week unless authorized in advance by management. Unusual circumstances will be evaluated on an individual basis.
*More days may be assigned on an individual basis and is completely at the discretion of management.
| General Provisions
Vacations are not cumulative. They must be taken during the current anniversary year, or the time will be forfeited.
No one may waive vacation and receive salary in lieu of vacation time.
Vacation days must be taken in increments of full or 1/2 days.
If a leave of absence is granted or sick days are in excess of policy, vacation days may be forfeited.
If you leave the company, you will not be paid for any earned or unused vacation time.
Hourly employees may take the same vacation days outlined above but they are not paid.
Vacation requests must be submitted to your supervisor in writing.
Vacations must be approved in advance by CEO or COO
No vacation will be approved if the workload of vacationing employee(s)
cannot be distributed effectively within the company.
To avoid as many problems as possible, please request vacation as far in advance as possible. Before approving your request, management will consider the workload with regard to the proposed dates to ensure no work will be in jeopardy.
The official Grayscale Marketing holidays are granted unless there is a client event that requires staffing. These days are paid for salaried employees and unpaid for hourly employees. If employee has earned compensated time, this can be used as well.
Friday after Thanksgiving
Christmas Eve, Dec 24 - January 1 (all staff are required to be on call during this period)
Any holidays for specific religious observances will be evaluated on a case by case basis.
Closing our office for holiday observance will depend on the closing practices of key clients and the day of the week on which the holiday falls. We will issue special memos in advance of such holidays to clarify details.
| Sick Time
If you are sick, please do not come into the office and take the time you need to get better.
Please notify your supervisor as soon as possible. Each year, salaried employees are allotted five paid sick days. They are not to be taken in conjunction with holidays or vacation days. Sick days must be taken in increments of full or half days. Sick leave does not carry forward from year to year and employees are not paid for unused sick time. Hourly employees are not paid for sick days. Any employee that requires additional sick leave, can utilize their eligible vacation leave. Employees that are out sick for 5 or more consecutive days need to provide a doctor’s note to management. Sick time is not to be used as vacation.
| Comp Time
As a service provider, we are expected to be available to our clients during nights and weekends. It is simply part of your job to work when clients need you. However, we also recognize that especially lengthy projects or events can affect your productivity.
Comp days may also be rewarded to salaried employees by management for extra time worked during a regular work week. It is awarded on a case by case basis and should not requested. This is at management's discretion .
If awarded, comp days should be arranged with management immediately following their accrual. They will be scheduled within two weeks of the extra work or they will be forfeited.
| Bereavement Time
If comp time is not available to the employee, regular full time employees may be granted up to three days for the death of an immediate family member. For our purposes, immediate family means spouse or partner, parent, sibling, grandparent, child or stepchild, grandchild, step parent, parent in law, siblings in law.
| Jury Duty
If you receive a summons to jury duty, please notify your supervisor immediately.
| Witness Duty
If you receive a summons to witness duty, please notify your supervisor immediately.
| Extended Leave of Absence
On occasion, it may be necessary for you to be absent from work for a longer period of time due to personal or health related matters. Because GSM is a small business, it is difficult to accommodate such needs, especially if it involves leaving a job position open. We will work with you to attempt to come up with a solution, if possible. You are required to first use accrued sick time or vacation before taking unpaid leave. Benefit accruals, such as vacation, sick/personal, and holiday benefits, will not continue during an approved unpaid leave period.
An employee’s job performance, absenteeism, and departmental requirements will all be taken into consideration before a request is approved. Requests for unpaid leaves of absence may be denied or granted by the company for any reason or no reason, and are within the sole discretion of the company.