T e l l - A - V i s i o n , L L C
9 5 1 1 R e d R u n B u s i n e s s P a r k
This manual establishes basic rules that you will use to manage your day-to-day business with this company.
These policies and procedures will help ensure that you meet your basic legal obligations, make consistent and reliable decisions, and that you have a clear understanding of expectations, rules and consequences. All staff will use this handbook in conjunction with their contract of employment and any other specific company procedures and processes.
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Tell-A-Vision LLC
Whether you have just joined our staff or have been at Tell-A-Vision for a while, we are confident that you will find our company a dynamic and rewarding place in which to work and we look forward to a productive and successful association. We consider the employees of Tell-
A-Vision to be one of its most valuable resources. This manual has been written to serve as the guide for the employer/employee relationship.
There are several things that are important to keep in mind about this handbook. First, it contains only general information and guidelines. It is not intended to be comprehensive or to address all the possible applications of, or exceptions to, the general policies and procedures described. For that reason, if you have any questions concerning eligibility for a particular benefit, or the applicability of a policy or practice to you, you should address your specific questions to the Human Resources Department. Neither this handbook nor any other Company document, confers any contractual right, either express or implied, to remain in the Company's employ. Nor does it guarantee any fixed terms and conditions of your employment. Your employment is not for any specific time and may be terminated at will, with or without cause and without prior notice, by the Company or you may resign for any reason at any time. No supervisor or other representative of the company (except the President) has the authority to enter into any agreement for employment for any specified period of time, or to make any agreement contrary to the above.
Second, the procedures, practices, policies and benefits described here may be modified or discontinued from time to time. We will try to inform you of any changes as they occur.
Third, this handbook and the information in it should be treated as secret and confidential. No portion of this handbook should be disclosed to others, except Tell-A-Vision employees and others affiliated with Tell-A-Vision whose knowledge of the information is required in the normal course of business.
Finally, some of the subjects described here are covered in detail in official policy documents.
You should refer to these documents for specific information, since this handbook only briefly summarizes those benefits. Please note that the terms of the written insurance policies are controlling.
Equal Employment Opportunity
It is the policy of Tell-A-Vision to provide equal opportunity in employment to qualified individuals regardless of race, color, religion, age, sex, marital status, national origin, ancestry, physical or mental disability, sexual orientation, genetic information, or any other legally protected class in accordance with all applicable laws. This commitment extends to all employment decisions, including, but not limited to, recruiting, hiring, promotion, training, compensation, discipline and discharge, and to all terms, benefits, privileges and conditions of employment. Discrimination in violation of this policy is prohibited and will not be tolerated.
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NON-DISCRIMINATION AND ANTI-HARASSMENT POLICY
The Tell-A-Vision Company 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 discriminatory practices, including harassment. Therefore, Tell-A-Vision expects that all relationships among persons in the workplace will be business-like and free of bias, prejudice and harassment.
Probationary Period
The probationary period is intended to give new employees the opportunity to demonstrate their ability to achieve a satisfactory level of performance and to determine whether the new position meets their expectations. The company uses this period to evaluate employee capabilities, work habits, and overall performance. Either the employee or the company may end the employment relationship at will at any time during or after probationary period, with or without notice. All new and rehired employees work on a probationary basis for the first 90 days after their date of hire. Any significant absence with automatically extend a probationary period by the length of absence.
Performance Evaluations and Compensation
Performance evaluations are conducted at the end of an employee’s probationary period, to discuss job responsibilities, standards, and performance requirements. Generally evaluated according to an ongoing 12-month cycle.
Termination
Unfortunately, termination of employment is an inevitable part of personnel activity within any company, and can occur for many reasons.
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Theft or inappropriate removal or possession of company property
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Falsification of timekeeping records
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Working under the influence of alcohol or illegal drugs
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Possession, distribution, sale, transfer or use of alcohol or illegal drugs in the workplace, while on duty or while operating employer lased or owned vehicles or equipment
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Fighting or threatening violence in the workplace or on site
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Negligence or improper conduct leading to damage of company equipment or cars
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Insubordination
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Sexual harassment
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Possession of firearms or dangerous explosive
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Unsatisfactory performance
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Excessive absenteeism
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Gambling
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Misuse of company funds/money/equipment/property
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Employee Travel and Business Expense
Reimbursement Policy
POLICY: Employees will be reimbursed for reasonable, necessary, and authorized business expenses paid by the employee. Employees are expected to report their actual travel expenses in a responsible and ethical manner in accordance with this Policy.
PROCEDURE: Employees should request reimbursement for business expenses in accordance with the following:
Corporate Credit Card
A corporate credit card may be issued to certain employees who are employed at the management level or who frequently travel on company business. The card should only be used for reasonable, necessary, and authorized business expenses.
Airline Travel
When appropriate, use of Teleconferencing, Web-Ex, or ground transportation is preferable. The following procedures should be followed when purchasing airline tickets:
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The Department Manager must approve the travel plans.
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Consideration should be given to the risk involved with several members of a department traveling on the same flight.
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Airline tickets must be booked and ticketed at least 2 weeks prior to departure date or as practically possible.
 Airline tickets will be ticketed in the lowest available fare, regardless of air carrier.
Employees should be flexible with travel times (within reason) to achieve the lowest fares available. The Department Manager must approve any other arrangements.
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Purchased airline upgrade certificates for first class airfare and fees for enrolling in a rewards program offered by the credit card company will not be reimbursed.
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The immediate Manager must approve all costs associated with ticketing changes or cancellations.
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The employee retains earned airline miles.
Meals and Entertainment
Meals and Entertainment expenses will be reimbursed only if authorized by the Department
Manager and purchased in accordance with the following:
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In-town meals:
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Breakfast and dinner- generally not reimbursed.
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Lunches- generally reimbursed only for purposes of entertaining and meeting with non-staff
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persons for business reasons. Lunches including only company employees will generally not be reimbursed. Employees must provide name(s) of person(s) at lunch and business purposes discussed at lunch.
 Out-of-town meals:
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Breakfast, lunch, and dinner- generally be reimbursed.
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Entertainment:
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Entertainment expenses are generally reimbursed only for occasions, which include non-employees, i.e., clients, prospective clients, applicants, vendors, etc.
 [Insert any per meal or per diem limits]
Lodging
The following procedures should be followed when making hotel arrangements:
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Moderate hotel chains [ insert examples of acceptable hotels ] will be booked whenever possible. A standard room category will be requested. Suites, Deluxe Rooms, special “view” rooms, etc. will not be permitted unless no other room category is available and this is the hotel you must stay in.
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Room service is discouraged and should only be used if no other accommodations are available.
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Phone calls billed to the hotel room are discouraged unless an alternative is unavailable.
Only one personal call per day will be reimbursed.
Lodging continued
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Dry cleaning will be allowed for a stay of one week or more or in an emergency situation
(spills, becoming snow-bound, etc.)
 The company does not reimburse in-room movies, spas, and mini-bar charges.
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Detailed room charges are required. A summary of charges will not be accepted.
Ground Transportation
Rental Car and personal automobile expenses will be reimbursed only if authorized by the
Department Manager and purchased in accordance with the following:
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Rental cars will be utilized only when it is the most appropriate or economical method of transportation.
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Rental cars will be booked in a class no higher than “mid size”. We have business accounts set up with [insert Vendors] and they will be the company’s preferred rental car vendors.
 Rental cars should be returned with a full tank of gas as required by the agency. Gas is less expensive if purchased at a gas station, as opposed to having the car filled up by the rental car agency.
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Coverage for passengers that may be riding in the rental vehicle with you must be purchased with the rental car company. The company will reimburse the cost of this additional coverage.
 Mileage costs for use of the employee’s personal automobile will be reimbursed at 48.5 cents
(for 2007) per mile. This will not include transportation from the employee’s residence and the company worksite.
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Use of a car service is permitted for groups of 3 or more traveling together or for safety issues (traveling alone late at night).
Miscellaneous Expenses
Other business expenses will be reimbursed to the employee only if such expenses are reasonable, necessary and authorized by the Department Manager.
Travel Advances
The following procedure should be followed to request for advance cash for travel:
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A Travel Advance Form should be completed and submitted to the Accounting Department at least 2 business days prior to the travel.
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All items and signatures on the Travel Advance Form must be completed.
Expense Reports
Requests for reimbursement of authorized employee business expenses should be made by completing an Expense Report. The following procedures should be followed when preparing an
Expense Report:
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Attach an original receipt for each expense. However, charges for amounts less than $25.00 will not require a receipt (beverages, cab tips, etc.).
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Expense Reports should be submitted within 30 days of travel expense being incurred.
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List each expense on a separate line. If expenses are combined on a statement, i.e., multinight hotel statement, list each daily charge on a separate line.
 Entertainment expenses require the following information: attendees’ names, attendees’ company, attendees’ titles, name and location where entertainment occurred, expense date, expense amount, and explanation of business matter discussed.
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Provide a detailed description of each expense, including as much detail as the following:
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Out-of-town meals- “Out-of-town breakfast”
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In-town lunch- “Lunch with Jane Staff and John Client, XYZ project implementation.”
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In-town dinner- “Department working dinner, customer issue management.”
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Lodging- “Hotel, Carrier presentation.”
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Mileage- “Mileage, 60 x .485 = 29.10. Roundtrip office to Client XYZ.
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If any expense is associated with a conference or convention, include name of conference or convention in the description.
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Other- Tip for cab, airport to hotel.
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Outstanding travel advances should be included on the Expense Report to be netted out of reimbursement due.
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The Department Manager must sign the Expense Report prior to turning it in to the
Accounting Department. Missing signatures will be returned to employee, which may delay reimbursement.
Expense Reports continued
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Please allow at least 3 business days for reimbursement once the completed Expense Report has been turned in.
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Adhere to all other instructions included on the Expense Report.
Dress Code/Personal Appearance Policy
Employees are expected to be suitably attired and groomed during working hours or when representing the company. Employees should appear neat and professional at all times with clothing appropriate for any unscheduled meeting with clients, vendors, or other professionals.
Business casual clothing is acceptable for our work environment. However, when conducting a customer meeting or attending another business function, wear traditional business clothing unless business casual is otherwise agreed upon.
Listed below is a general overview of acceptable business casual attire as well as a listing of some of the more common items that are not appropriate for our work environment. Neither listing is intended to be all inclusive. Rather, these items should help set the general parameters for proper business casual attire wear and allow you to make intelligent judgments about items that are not specifically addressed.
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Acceptable- Polo shirts, golf shirts, sweaters, knit tops, and casual pants or slacks
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Unacceptable- Shorts, t-shirts, athletic shoes, sweat pants, sweat shirts, tops with spaghetti straps, cargo pants, tank tops, and flip flops
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Denim is acceptable attire only on Casual Fridays.
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Perfume, cologne, and aftershave lotion should be used in moderation, as some individuals may be sensitive to strong fragrances.
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Any clothing, jewelry, or tattoo that conveys a negative statement toward a race, gender, sexual orientation, age, religion, disability, or is otherwise considered harassing or offensive is forbidden.
An employee should take into consideration any job specific safety concerns when determining what attire is appropriate. For example, employees who regularly work with machinery or lifting heavy material should wear slip resistant closed- toe shoes.
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Your supervisor or department manager is responsible for adherence to this policy. If your supervisor feels your personal appearance is inappropriate, you may be asked to leave the workplace and return properly dressed or groomed. Under such circumstance, you will not be compensated for the time away from work.
Disregarding or failing to comply with this standard of dress code could lead to disciplinary action, up to and including termination of employment. Consult your supervisor or Human
Resources if you have questions as to what constitutes appropriate appearance.
Where possible, reasonable accommodation may be made to a person with a disability or to accommodate a person’s religious beliefs.
Use and Return of Company Equipment
Employees are trusted to behave responsibly and use good judgment to conserve company resources. Company resources, including time, material, equipment, and information should be utilized for company use only. Occasional personal use is permissible as long as it does not affect job performance, cause a disruption to the workplace, or result in an expense to the company.
In order to protect the interests of the company and its employees, Tell-A-Vision reserves the right to monitor or review all data and information contained on an employee’s company-issued computer, contained on an electronic device, the use of the Internet, the use of the company’s intranet; with or without employee notice. The use of company resources to create, access, store, print, solicit, or send any materials that are harassing, threatening, abusive, sexually explicit or otherwise offensive or inappropriate will be grounds for discipline up to and including termination.
During employment, employees may be issued company property including a computer, laptop, cell phone, printer, pager, or hand held mobile device. Employees are expected to take proper precautions to care for company equipment. Upon termination, employees are expected to return all company equipment in proper working order. Failure to return equipment may be considered to be theft and may lead to criminal prosecution.
Questions about the proper use of company resources should be directed to your manager.
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Proprietary Information and Confidentiality Policy
In the course of employment, employees will be exposed to company confidential information.
Confidential information is defined as confidential and proprietary information of the company to which the general public does not have access. This will include customer lists and accounts, systems, procedures, policies, strategies, research, business plans, financial data, strategies, price lists, formulas, techniques, technology, confidential reports, computer software, telephone lists, contract forms, files and all other information, knowledge, or data of any kind or nature relating to the products, services, or business of the company. Confidential and proprietary information also includes any work product of the employee during his or her employment with the company including emails, reports, memorandums, research, and other similar documentation.
Employees are prohibited from disclosing or duplicating such confidential information to nonemployees except when there is a business need to do so. Upon termination of employment, the employee shall return all confidential information in the employee’s possession.
Employees are also prohibited from accessing files, databases, and other company resources which they do not have authorization to access.
Those in violation of this policy will be subject to disciplinary action, up to and including termination. Violations may also result in legal action.
Moonlighting
Second jobs or other outside employment, such as freelance employment, consulting, or sales
(such as outside media production) is not prohibited by the company.
Outside employment must not be engaged in during the employee’s regularly scheduled working hours. The use of the company’s supplies, equipment, telephone, materials, and personnel is prohibited. Outside employment must not cause a conflict of interest or deterioration in satisfactory performance while in our employ.
Supervisors must communicate the policy and ensure adequate job performance by taking the appropriate action, which could involve terminating or disciplining an employee.
Employees are responsible for their performance, and if it is adversely affected by their second job, they must decide whether it is necessary to terminate, or cut back the hours of, the second job.
Open Door Policy
We all recognize that the accumulation of unspoken, unanswered problems, complaints and questions can result in dissatisfaction and can impact the working relationship. It is to everyone’s advantage to bring these matters out in the open. If you have a problem or complaint, please review it with your supervisor as soon as possible.
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We are not implying that we will agree with your position. However, we will listen to you, and hope that in most instances, we will be able to resolve the matter or reach a compromise acceptable to the people concerned.
Substance Abuse
All employees are expected to come to work in a condition fit to perform their duties.
The unlawful manufacture, possession, distribution, transfer, purchase, sale, use, or being under the influence of alcoholic beverages or illegal drugs during working hours, while on company property, while attending business-related activities, while on duty, or while in possession of, or operating a vehicle, or machine leased or owned by the company is strictly prohibited.
You may use physician-prescribed medications provided that the use of such medications does not adversely affect job performance, your safety or the safety of others.
Any employee who violates this policy and/or whose work performance or behavior is adversely affected by the use of drugs or alcohol will be subject to disciplinary action, up to and including termination of employment.
Tell-A-Vision reserves the right to request employees to undergo drug or alcohol testing in accordance with all applicable laws.
Workplace Threats and Violence
Nothing is more important to Tell-A-Vision than the safety and security of its employees.
Threats, threatening behavior, or acts of violence against employees, clients, visitors, guests, or other individuals by anyone on company property will not be tolerated. Violations of this policy will lead to disciplinary, including dismissal, and may also result in arrest and prosecution.
Any person who makes threats, exhibits threatening behavior, or engages in violent acts on company property shall be removed from the premises as quickly as safety permits, and shall remain off company premises pending the outcome of an investigation. Upon completion of the investigation, Tell-A-Vision will initiate an appropriate response. This response may include, but is not limited to, suspension and/or termination of any business relationship, reassignment of job duties, suspension or termination of employment, and/or criminal prosecution of the person or persons involved.
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