Employee Handbook

WELCOME to REVENUE MATTERS!

revised October 2021

We welcome you to the Revenue Matters team on behalf of your colleagues and wish you every success here.

We believe that each employee contributes directly to Revenue Matters’ growth and success, and we hope you will take pride in being a member of our team.

This handbook was developed to describe some of our employees’ expectations and outline the policies, programs, and benefits available to eligible employees. Employees should familiarize themselves with the contents of the employee handbook as soon as possible, for it will answer many questions about employment with Revenue Matters.

ORGANIZATION DESCRIPTION

Revenue Matters distinguishes itself by providing industry-recognized Revenue Generation Services for the hospitality and tourism verticals. We adopt a holistic approach to optimizing total property performance through our impactful methodologies. To achieve this high result-driven watermark, we research and provide directional guidance and/or full-service hands-on support during each step of the revenue optimization cycle, from an Initial Property Review, Revenue Management Process Creation and Execution to Pricing, Distribution, Social Media Management, Marketing, and Executive Education.
With its culmination of experience, personalization, partnerships, and responsiveness, Revenue Matters is the ideal revenue generation partner to have in these ever-changing economic times. We focus on proactively generating revenue in all we do.

INTRODUCTORY STATEMENT

This handbook is designed to acquaint you with Revenue Matters and provide information about working conditions, employee benefits, and some of the policies affecting your employment. You should read, understand, and comply with all handbook provisions. It describes many of your responsibilities as an employee and outlines the programs developed by Revenue Matters to benefit employees. One of our objectives is to provide a work environment conducive to personal and professional growth.

No employee handbook can anticipate every circumstance or question about policy. As Revenue Matters continues to grow, the need may arise, and Revenue Matters reserves the right to revise, supplement, or rescind any policies or portion of the handbook from time to time as it deems appropriate, in its sole and absolute discretion. The only exception to any changes is our employment-at-will policy permitting you or Revenue Matters to end our relationship for any reason at any time. Employees will, of course, be notified of such changes to the handbook as they occur.

CUSTOMER RELATIONS

Customers are among our organization’s most valuable assets. Every employee represents Revenue Matters to our customers and the public. The way we do our jobs presents an image of our entire organization. Customers judge all of us by how we are treated with each employee contact. Therefore, one of our first business priorities is to assist any customer or potential customer. Nothing is more important than being courteous, friendly, helpful, and prompt in the attention you give to customers.

Customers who wish to lodge specific comments or complaints should be directed to the immediate supervisor for appropriate action. Our personal contact with the public, our manners on the telephone, and the communications we send to customers reflect not only ourselves but also the professionalism of Revenue Matters. Positive customer relations not only enhance the public’s perception or image of Revenue Matters but also pay off in greater customer loyalty and increased sales and profit.

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EMPLOYEE HANDBOOK

SECTION 01

101 Nature of Employment

This handbook is intended to provide employees with a general understanding of our personnel policies. Employees are encouraged to familiarize themselves with the contents of this handbook, for it will answer many common questions concerning employment with Revenue Matters.

However, this handbook cannot anticipate every situation or answer every employment question. It is not an employment contract and is not intended to create contractual obligations of any kind. Neither the employee nor Revenue Matters are bound to continue the employment relationship if either chooses, at its will, to end the relationship at any time.

To retain the necessary flexibility in the administration of policies and procedures, Revenue Matters reserves the right to change, revise, or eliminate any of the policies and/or benefits described in this handbook, except for its employment-at-will policy. The only recognized deviations from the stated policies are those authorized and signed by the chief executive officer of Revenue Matters.

102 Employee Relations

Revenue Matters believes that the work conditions, wages, and benefits it offers to its employees are competitive with those offered by other employers in this industry. If employees have concerns about work conditions or compensation, they are strongly encouraged to voice these concerns openly and directly to their supervisors.

Our experience has shown that when employees deal openly and directly with supervisors, the work environment can be excellent, communications can be clear, and attitudes can be positive. We believe that Revenue Matters amply demonstrates its commitment to employees by responding effectively to employee concerns. We will always keep an open-door communication policy.

Our employment policies, requirements, standards and responsibilities will be in effect regardless of the “work location”. As some of our staff work from home, all requirements in this employment manual are in effect, regardless of the work location. Employees who work out of their homes will be expected to keep their workspaces neat & safe.

103 Equal Employment Opportunity

In order to provide equal employment and advancement opportunities to all individuals, employment decisions at Revenue Matters will be based on merit, qualifications, and abilities. Revenue Matters does not discriminate in employment opportunities or practices on the basis of race, color, religion, sex, national origin, age, disability, or any other characteristic protected by law.

Revenue Matters will make reasonable accommodations for qualified individuals with known disabilities unless doing so would result in an undue hardship. This policy governs all aspects of employment, including selection, job assignment, compensation, discipline, termination, and access to benefits and training.

Any employees with questions or concerns about any type of discrimination in the workplace are encouraged to bring these issues to the attention of their immediate supervisor. Employees can raise concerns and make reports without fear of reprisal. Anyone found to be engaging in any type of unlawful discrimination will be subject to disciplinary action, up to and including termination of employment.

104 Business Ethics and Conduct

The successful business operation and reputation of Revenue Matters is built upon the principles of fair dealing and ethical conduct of our employees. 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.

Revenue Matters is a Colorado-based company.

The continued success of Revenue Matters is dependent upon our customers’ trust and we are dedicated to preserving that trust. Employees owe a duty to Revenue Matters, its customers, and shareholders to act in a way that will merit the continued trust and confidence of the public.

Revenue Matters will comply with all applicable laws and regulations and expects its directors, officers, and employees to conduct business in accordance with the letter, spirit, and intent of all relevant laws and to refrain from any illegal, dishonest, or unethical conduct.

In general, the use of good judgment, based on high ethical principles, will guide you with respect to lines of acceptable 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 and, if necessary, with advice and consultation.

Compliance with this policy of business ethics and conduct is the responsibility of every Revenue Matters employee. Disregarding or failing to comply with this standard of business ethics and conduct could lead to disciplinary action, up to and including possible termination of employment.

105 Immigration Law Compliance

Revenue Matters 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.

In compliance with the Immigration Reform and Control Act of 1986, each new employee, as a condition of employment, must complete the Employment Eligibility Verification Form I-9 and present documentation establishing identity and employment eligibility. Former employees who are rehired must also complete the form if they have not completed an I-9 with Revenue Matters within the past three years, or if their previous I-9 is no longer retained or valid.

Employees with questions or seeking more information on immigration law issues are encouraged to contact the immediate supervisor. Employees may raise questions or complaints about immigration law compliance without fear of reprisal.

106 Conflicts of Interest

Employees have an obligation to conduct business within guidelines that prohibit actual or potential conflicts of interest. This policy establishes only the framework within which Revenue Matters wishes the business to operate. The purpose of these guidelines is to provide general direction so that employees can seek further clarification on issues related to the subject of acceptable standards of operation. Contact the immediate supervisor for more information or questions about conflicts of interest.

Transactions with outside firms must be conducted within a framework established and controlled by the executive level of Revenue Matters. Business dealings with outside firms should not result in unusual gains for those firms. Unusual gain refers to bribes, product bonuses, special fringe benefits, unusual price breaks, and other windfalls designed to ultimately benefit either the employer, the employee, or both. Promotional plans that could be interpreted to involve unusual gain require specific executive-level approval.

An actual or potential conflict of interest occurs when an employee is in a position to influence a decision that may result in a personal gain for that employee or for a relative as a result of Revenue Matters’ business dealings. For the purposes of this policy, a relative is any person who is related by blood or marriage, or whose relationship with the employee is similar to that of persons who are related by blood or marriage.

No “presumption of guilt” is created by the mere existence of a relationship with outside firms. However, if employees have any influence on transactions involving purchases, contracts, or leases, it is imperative that they disclose to an officer of Revenue Matters as soon as possible the existence of any actual or potential conflict of interest so that safeguards can be established to protect all parties.

Personal gain may result not only in cases where an employee or relative has a significant ownership in a firm with which Revenue Matters does business, but also when an employee or relative receives any kickback, bribe, substantial gift, or special consideration as a result of any transaction or business dealings involving Revenue Matters.

107 Outside Employment

Full-Time employees are expected to devote their full-time attention and energy to their positions at our Company. Employees may hold outside jobs as long as they meet the performance standards of their job with Revenue Matters. All employees will be judged by the same performance standards and will be subject to Revenue Matters’ scheduling demands, regardless of any existing outside work requirements.

No outside employment or consultation is permitted which would impact job performance or productivity, encroach on working time, interfere with regular duties, utilize Revenue Matters company resources, or involve or appear to involve a conflict of interest. A conflict of interest is considered any employment within the same field or touching the same field. Revenue Matters employees are prohibited for working directly or indirectly for a competitor. If Revenue Matters determines that an employee’s outside work interferes with performance or the ability to meet the requirements of Revenue Matters as they are modified from time to time, the employee may be asked to terminate the outside employment if he or she wishes to remain with Revenue Matters. Outside employment that constitutes a conflict of interest is prohibited.

108 Non-Disclosure

The protection of confidential business information and trade secrets is vital to the interests and the success of Revenue Matters. Such confidential information includes, but is not limited to, the following examples:

  • Production Reports
  • PACE Reports
  • MAX
  • Strategy Boards
  • Customer lists
  • Financial information
  • Marketing strategies
  • Pending projects and proposals
  • Other revenue management tools
  • Proprietary production processes
  • Marketing tools, designs, and practices

Employees who improperly use or disclose trade secrets or confidential business information will be subject to disciplinary action, up to and including termination of employment and legal action, even if they do not actually benefit from the disclosed information. Former employees are prohibited from sharing trade secrets or confidential business information as well as continuing the use of proprietary business tools (without a signed contract and paid purchase).

109 Disability Accommodation

Revenue Matters is committed to complying fully with the Americans with Disabilities Act (ADA) and ensuring equal opportunity in employment for qualified persons with disabilities. All employment practices and activities are conducted on a non-discriminatory basis.

Hiring procedures have been reviewed and provide persons with disabilities meaningful employment opportunities. Pre-employment inquiries are made only regarding an applicant’s ability to perform the duties of the position.

A reasonable accommodation is available to all disabled employees, where their disability affects the performance of job functions. All employment decisions are based on the merits of the situation in accordance with defined criteria, not the disability of the individual.

Qualified individuals with disabilities are entitled to equal pay and other forms of compensation (or changes in compensation) as well as in job assignments, classifications, organizational structures, position descriptions, lines of progression, and seniority lists. Leave of all types will be available to all employees on an equal basis.

Revenue Matters is also committed to not discriminating against any qualified employees or applicants because they are related to or associated with a person with a disability. Revenue Matters will follow any state or local law that provides individuals with disabilities greater protection than the ADA.

This policy is neither exhaustive nor exclusive. Revenue Matters is committed to taking all other actions necessary to ensure equal employment opportunity for persons with disabilities in accordance with the ADA and all other applicable federal, state, and local laws.

SECTION 02

201 Employment Categories

It is the intent of Revenue Matters to clarify the definitions of employment classifications so that employees understand their employment status and benefits eligibility. These classifications do not guarantee employment for any specified period of time. Accordingly, the right to terminate the employment relationship at will at any time is retained by both the employee and Revenue Matters.

Each employee is designated as either NONEXEMPT or EXEMPT from federal and state wage and hour laws. NONEXEMPT employees are entitled to overtime pay under the specific provisions of federal and state laws. EXEMPT employees are excluded from specific provisions of federal and state wage and hour laws. An employee’s EXEMPT or NONEXEMPT classification may be changed only upon written notification by Revenue Matters management.

In addition to the above categories, each employee will belong to one other employment category:

REGULAR FULL-TIME employees are those who are not in temporary or introductory status and who are regularly scheduled to work Revenue Matters’ full-time schedule. Generally, they are eligible for Revenue Matters’ benefits package, subject to each benefit program’s terms, conditions, and limitations.

PART-TIME employees are those who are not assigned to a temporary or introductory status and who are regularly scheduled to work less than 30 hours per week. While they receive all legally mandated benefits (such as Social Security and workers’ compensation insurance), they are ineligible for most of Revenue Matters’ other benefit programs.

INTRODUCTORY employees are those whose performance is being evaluated to determine whether further employment in a specific position or with Revenue Matters is appropriate. Employees who satisfactorily complete the introductory period will be notified of their new employment classification.

TEMPORARY employees are those who are hired as interim replacements to supplement the workforce temporarily or to assist in the completion of a specific project. Employment assignments in this category are of limited duration. Employment beyond any initially stated period does not in any way imply a change in employment status. Temporary employees retain that status unless and until notified of a change. While temporary employees receive all legally mandated benefits (such as workers’ compensation insurance and Social Security), they are ineligible for all of Revenue Matters’ other benefit programs.

202 Pre-employment

Reference Checks
To ensure that individuals who join Revenue Matters are well qualified and have a strong potential to be productive and successful, it is the policy of Revenue Matters to check the employment references of all applicants.

Standard pre-employment screening, provided by Quality Background Screening https://qualitybackgroundscreening.com/

Intermediate Excel Proficiency tests provided by Employ Test https://www.employtest.com/

203 Personnel Data Changes

It is the responsibility of each employee to promptly notify Revenue Matters of any changes in personnel data. Personal mailing addresses, telephone numbers, number and names of dependents, individuals to be contacted in the event of an emergency, educational accomplishments, and other such status reports should be accurate and current at all times. If any personnel data has changed, notify the immediate supervisor.

204 Introductory Period

The introductory 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. Revenue Matters uses this period to evaluate employee capabilities, work habits, and overall performance. Either the employee or Revenue Matters may end the employment relationship at will at any time during or after the introductory period, with or without cause or advance notice.

All new and rehired employees work on an introductory basis for the first 90 calendar days after their date of hire. Any significant absence will automatically extend an introductory period by the length of the absence. If Revenue Matters determines that the designated introductory period does not allow sufficient time to thoroughly evaluate the employee’s performance, the introductory period may be extended for a specified period.

Upon satisfactory completion of the introductory period, employees enter the “regular” employment classification.

During the introductory period, new employees are eligible for those benefits that are required by law, such as workers’ compensation insurance and Social Security. They may also be eligible for other Revenue Matters-provided benefits, subject to the terms and conditions of each benefits program. Employees should read the information for each specific benefits program for the details on eligibility requirements.

205 Employment Applications

Revenue Matters relies upon the accuracy of information contained in the employment application, as well as the accuracy of other data presented throughout the hiring process and employment. Any misrepresentations, falsifications, or material omissions in any of this information or data may result in the exclusion of the individual from further consideration for employment or, if the person has been hired, termination of employment.

206 Performance Evaluation

Supervisors and employees are strongly encouraged to discuss job performance and goals on an informal, day-to-day basis. An in-formal written performance evaluation will be conducted at the end of an employee’s initial period of hire, known as the introductory period. Additional formal performance evaluations are conducted to provide both supervisors and employees the opportunity to discuss job tasks, identify and correct weaknesses, encourage and recognize strengths, and discuss positive, purposeful approaches for meeting goals.

Performance evaluations are scheduled after 6-months from the date of hire and thereafter approximately every twelve months, coinciding generally with the anniversary of the employee’s original date of hire.

Merit-based pay adjustments are awarded by Revenue Matters in an effort to recognize truly superior employee performance. The decision to award such an adjustment is dependent upon numerous factors, including the information documented by this formal performance evaluation process.

207 Salary Administration

The salary administration program at Revenue Matters was created to achieve consistent pay practices, comply with federal and state laws, mirror our commitment to Equal Employment Opportunity, and offer competitive salaries within our labor market. Because recruiting and retaining talented employees is critical to our success, Revenue Matters is committed to paying its employees equitable wages that reflect the requirements and responsibilities of their positions and are comparable to the pay received by similarly situated employees in other organizations.

Compensation for every position is determined by several factors, including job analysis and evaluation, the essential duties and responsibilities of the job, and salary survey data on pay practices of other employers. Revenue Matters periodically reviews its salary administration program and restructures it as necessary. Merit-based pay adjustments may be awarded in conjunction with superior employee performance documented by the performance evaluation process.

Employees should bring their pay-related questions or concerns to the attention of their immediate supervisors, who are responsible for the fair administration of departmental pay practices. They are also available to answer specific questions about the salary administration program.

208 Social security number policy

To protect employees’ personal information, Revenue Matters prohibits the use of employees’ Social Security numbers for identification purposes, except as allowed by law. Revenue Matters will not:

  • Publicly post or publicly display in any manner an employee’s Social Security number. “Publicly post” or “publicly display” means to intentionally communicate or otherwise make available to the general public.
  • Print an employee’s Social Security number on any card required for the employee to access products or services provided by Revenue Matters.
  • Require an employee to transmit his or her Social Security number over the Internet unless the connection is secure or the Social Security number is encrypted.
  • Require an employee to use his or her Social Security number to access an Internet website unless a password or unique personal identification number or other authentication device is also required to access the Internet website.
  • Print an employee’s Social Security number on any materials that are mailed to the employee, unless state or federal law requires the Social Security number to be on the document to be mailed.

However, Social Security numbers may be included in applications and forms sent by mail, including documents sent as part of an application or enrollment process; or to establish, amend, or terminate an account, contract, or policy; or to confirm the accuracy of the Social Security number.

In instances where Revenue Matters previously used an employee’s Social Security number in a manner inconsistent with this policy, it will continue using that employee’s Social Security number in that manner, if all of the following conditions are met:

  • The use of the Social Security number is continuous. If the use is stopped for any reason, the conditions listed above will apply.
  • The employee is provided an annual disclosure that informs the employee that he or she has the right to stop the use of his or her Social Security number in a manner prohibited by those conditions listed above.

A written request by an employee to stop the use of his or her Social Security number in a prohibited manner will be implemented within 30 days of the receipt of the request. There will be no fee or charge for implementing the request.

Revenue Matters will not deny services to an employee because the employee makes a written request to stop the use of his or her Social Security number.

Revenue Matters will continue to collect, use, or release Social Security numbers as required by state or federal law, and may use Social Security numbers for internal verification or administrative purposes.

Employees who have questions about this policy or who feel that their Social Security number has been used inappropriately by Revenue Matters should contact the immediate supervisor.

SECTION 03 (a)

301 Employee Benefits

Eligible employees at Revenue Matters are provided a wide range of benefits. A number of the programs (such as Social Security, workers’ compensation, state disability, and unemployment insurance) cover all employees in the manner prescribed by law.

Benefits eligibility is dependent upon a variety of factors, including employee classification. Your supervisor can identify the programs for which you are eligible. Details of many of these programs can be found elsewhere in the employee handbook.

The following benefit programs are available to eligible employees:

  • Holiday Pay
  • PTO
  • Time off to Vote
  • Bereavement Leave
  • Jury Duty
  • Witness Duty
  • Medical Leave
  • Family/Maternity Leave
  • Military Leave
  • Pregnancy-Related Absences
  • Health/Vision/Dental Insurance
  • Complimentary $50,000 life Insurance
  • Workers Comp
  • COBRA
  • 401k
  • Profit Share
  • Silver Coin Anniversary Program
  • Charity
  • Career Enrichment
  • Bonusly
  • LifeWorks

Some benefit programs require contributions from the employee, but most are fully paid by Revenue Matters.

302 Holidays

Revenue Matters grants holiday time off to all employees on the holidays listed below. Regular full-time employees receive full pay and part-time employees will receive 4 hours of pay per day listed below.

  • New Year’s Day (January 1)
  • Martin Luther King Day (3rd Monday in January)
  • President’s Day (3rd Monday in February)
  • Memorial Day (Last Monday in May)
  • Independence Day (July 4)
  • Labor Day (first Monday in September)
  • Thanksgiving and the day after (fourth Thursday & Friday in November)
  • Christmas (December 25)

Revenue Matters will grant paid holiday time off to all eligible employees who have completed 30 calendar days of service in an eligible employment classification. Holiday pay will be calculated based on the employee’s straight-time pay rate (as of the date of the holiday) times the number of hours the employee would otherwise have worked on that day. Eligible employee classification(s): Regular full-time employees and part-time employees.

A recognized holiday that falls on a Saturday will be observed on the preceding Friday. A recognized holiday that falls on a Sunday will be observed on the following Monday.

If a recognized holiday falls during an eligible employee’s paid absence (such as vacation or sick leave), holiday pay will be provided instead of the paid time off benefit that would otherwise have applied.

Paid time off for holidays will not be counted as hours worked for the purposes of determining overtime.

303 PTO Benefits

PTO is available to eligible employees to provide opportunities for rest, relaxation, and personal pursuits. Employees in the following employment classification(s) are eligible to use PTO as described in this policy:

  • Regular full-time employees
  • Upon initial eligibility, the employee may use up to 10 PTO days each year.
  • Each year thereafter employees will have one additional PTO day added on their anniversary date.
  • The amount of PTO employees may use each year increases with the length of their employment as shown in the following schedule:
Years Days
1 10
2 11
3 12
4 13
5 14
6 15
7 16
8 17
9 18
10 19
11 20
12 21
13 22
14 23
15 24
16 25
17 26
18 27
19 28
20 29

 

  • Additional silver coin days are available only for the anniversary year, they do not carry over or accumulate.

The length of eligible service is calculated on the basis of a “benefit year.” This is the 12-month period that begins when the employee can start to use vacation time. An employee’s benefit year may be extended for any significant leave of absence except military leave of absence. Military leave has no effect on this calculation. (See individual leave of absence policies for more information).

Once employees enter an eligible employment classification, they can begin to use PTO. However, before PTO can be used, a waiting period of 180 calendar days must be completed. After that time, employees can request the use of PTO.

PTO can be used in minimum increments of one day. To take PTO, employees should request advance approval from their supervisors. Requests will be reviewed based on a number of factors, including business needs and staffing requirements.

PTO is paid at the employee’s base pay rate at the time of vacation. It does not include overtime or any special forms of compensation such as incentives, commissions, bonuses, or shift differentials.

As stated above, employees are encouraged to use available PTO time for rest, relaxation, and personal pursuits. In the event that available PTO is not used by the end of the benefit year, (employment anniversary), employees will forfeit the unused time.

As PTO is not earned, upon the termination of employment, employees will not be paid for unused PTO.

304 Sick Leave PTO

Revenue Matters provides PTO to all eligible employees for periods of temporary absence due to illnesses or injuries. Eligible employee classification(s):

  • Regular full-time employees

Eligible employees may use up to three additional PTO days due to illness or injury.

Employees can request the use of paid sick leave after completing a waiting period of 180 calendar days from the date they become eligible. PTO can be used in minimum increments of half days. An eligible employee may use PTO for an absence due to his or her own illness or injury, or that of a child, parent, or spouse for which the employee is caring. In addition, PTO may be used for regularly scheduled doctor appointments for his or her own illness or injury, or that of a child, parent, or spouse for which the employee is caring.

Employees who are unable to report to work due to illness or injury should notify the immediate supervisor before the scheduled start of their workday if possible.

PTO will be calculated based on the employee’s base pay rate at the time of absence and will not include any special forms of compensation, such as incentives, commissions, bonuses, or shift differentials.

Employees are only eligible to use 3 sick days per year, based on their anniversary date. Any unused time will be forfeited.

Sick leave PTO is intended solely to provide income protection in the event of illness or injury, and may not be used for any other absence. Unused sick leave PTO will not be paid upon termination of employment. Sick leave PTO will not be paid if used consecutively during holiday periods or other PTO.

305 Time Off to Vote

Revenue Matters encourages employees to fulfill their civic responsibilities by participating in elections. Generally, employees are able to find time to vote either before or after their regular work schedule. If employees are unable to vote in an election during their nonworking hours, Revenue Matters will grant up to 1 hour of paid time off to vote.

Employees should request time off to vote from their supervisor at least two working days prior to the election day. Advance notice is required so that the necessary time off can be scheduled at the beginning or end of the work shift, whichever provides the least disruption to the normal work schedule.

Employees must submit a voter’s receipt on the first working day following the election to qualify for paid time off.

306 Bereavement Leave

Employees who wish to take time off due to the death of an immediate family member should notify their supervisor immediately.

Up to 3 days of paid bereavement leave will be provided to eligible employees in the following classification(s):

  • Regular full-time employees

Bereavement pay is calculated based on the base pay rate at the time of absence and will not include any special forms of compensation, such as incentives, commissions, bonuses, or shift differentials.

Bereavement leave will normally be granted unless there are unusual business needs or staffing requirements. Employees may, with their supervisors’ approval, use any available vacation days for additional time off as necessary.

Revenue Matters defines “immediate family” as the employee’s spouse, parent, child, or sibling, mother and father-in-law, or grandparent.

307 Jury Duty

Revenue Matters encourages employees to fulfill their civic responsibilities by serving jury duty when required. Employees who have completed a minimum of 180 calendar days of service in an eligible classification may request up to 2 weeks of paid jury duty leave over any 1-year period.

Jury duty pay will be calculated on the employee’s base pay rate times the number of hours the employee would otherwise have worked on the day of absence. Employee classifications that qualify for paid jury duty leave are:

  • Regular full-time employees

If employees are required to serve jury duty beyond the period of paid jury duty leave, they may use any available vacation pay or may request an unpaid jury duty leave of absence.

Employees must show the jury duty summons to their supervisor as soon as possible so that the supervisor may make arrangements to accommodate their absence. Of course, employees are expected to report for work whenever the court schedule permits.

Either Revenue Matters or the employee may request an excuse from jury duty if, in Revenue Matters’ judgment, the employee’s absence would create serious operational difficulties.

Revenue Matters will continue to provide health insurance benefits for a maximum period of thirty calendar days after the unpaid jury duty leave begins. At that time, employees will become responsible for the full costs of these benefits if they wish coverage to continue. When the employee returns from jury duty, benefits will again be provided by Revenue Matters according to the applicable plans.

Benefit accruals such as vacation, sick leave, or holiday benefits will be suspended during unpaid jury duty leave and will resume upon return to active employment.

308 Witness Duty

Revenue Matters encourages employees to appear in court for witness duty when subpoenaed to do so.

If employees have been subpoenaed or otherwise requested to testify as witnesses by Revenue Matters, they will receive paid time off for the entire period of witness duty.

Employees will be granted unpaid time off to appear in court as a witness when requested by a party other than Revenue Matters. Employees are free to use any available paid leave benefit (such as vacation leave) to receive compensation for the period of this absence.

The subpoena should be shown to the employee’s supervisor immediately after it is received so that operating requirements can be adjusted, where necessary, to accommodate the employee’s absence. The employee is expected to report for work whenever the court schedule permits.

309 Medical Leave

Revenue Matters is not responsible for complying with the legal requirements of FMLA, due to the fact that they do not employ over 50 employees. However, Revenue Matters provides medical leaves of absence without pay to eligible employees who are temporarily unable to work due to a serious health condition or disability. For purposes of this policy, serious health conditions or disabilities include inpatient care in a hospital, hospice, or residential medical care facility; continuing treatment by a health care provider; and temporary disabilities associated with pregnancy, childbirth, and related medical conditions.

Employees in the following employment classifications are eligible to request medical leave as described in this policy:

* Regular full-time employees

Eligible employees may request medical leave only after having completed 180 calendar days of service. Exceptions to the service requirement will be considered to accommodate disabilities. Eligible employees should make requests for medical leave to their supervisors at least 30 days in advance of foreseeable events and as soon as possible for unforeseeable events.

A health care provider’s statement must be submitted verifying the need for medical leave and its beginning and expected ending dates. Any changes in this information should be promptly reported to Revenue Matters. Employees returning from medical leave must submit a health care provider’s verification of their fitness to return to work. Failure to provide requested leave documentation may result in denial of leave or termination of employment.

Eligible employees are normally granted leave for the period of the disability, up to a maximum of 12 weeks within any 12-month period. Any combination of medical leave and family leave may not exceed this maximum limit.

Employees who sustain work-related injuries are eligible for a medical leave of absence for the period of disability in accordance with all applicable laws covering occupational disabilities.

Subject to the terms, conditions, and limitations of the applicable plans, Revenue Matters will continue to provide health insurance benefits for the full period of the approved medical leave.

Benefit accruals, such as vacation, sick leave, or holiday benefits, will be suspended during the leave and will resume upon return to active employment.

So that an employee’s return to work can be properly scheduled, an employee on medical leave is requested to provide Revenue Matters with at least two weeks advance notice of the date the employee intends to return to work. When a medical leave ends, the employee will be reinstated to the same position, if it is available, or to an equivalent position for which the employee is qualified.

If an employee fails to return to work on the agreed upon return date, Revenue Matters will assume that the employee has resigned.

310 Family / Maternity Leave

Revenue Matters provides family leaves of absence without pay to eligible employees who wish to take time off from work duties to fulfill family obligations relating directly to childbirth, adoption, or placement of a foster child; or to care for a child, spouse, or parent with a serious health condition. A serious health condition means an illness, injury, impairment, or physical or mental condition that involves inpatient care in a hospital, hospice, or residential medical care facility; or continuing treatment by a health care provider.

Employees in the following employment classifications are eligible to request family leave as described in this policy:

* Regular full-time employees

Eligible employees may request family leave only after having completed 180 calendar days of service. Eligible employees should make requests for family leave to their supervisors at least 30 days in advance of foreseeable events and as soon as possible for unforeseeable events.

Eligible employees may request up to a maximum of 12 weeks of family leave within any 12- month period. Any combination of family leave and medical leave may not exceed this maximum limit.

Subject to the terms, conditions, and limitations of the applicable plans, Revenue Matters will continue to provide health insurance benefits for the full period of the approved family leave. The employee will be charged for their regular cost of health insurance.

Benefit accruals, such as vacation, sick leave, or holiday benefits, will be suspended during the leave and will resume upon return to active employment.

So that an employee’s return to work can be properly scheduled, an employee on family leave is requested to provide Revenue Matters with at least two weeks advance notice of the date the employee intends to return to work. When a family leave ends, the employee will be reinstated to the same position, if it is available, or to an equivalent position for which the employee is qualified.

If an employee fails to return to work on the agreed upon return date, Revenue Matters will assume that the employee has resigned.

311 Military Leave

A military leave of absence will be granted to employees who are absent from work because of service in the U.S. uniformed services in accordance with the Uniformed Services Employment and Reemployment Rights Act (USERRA). The Company fully complies with all federal and state laws granting leave and employment rights to employees serving in any branch of the military or other uniformed services of the United States. Advance notice of military service is required unless military necessity prevents such notice or it is otherwise impossible or unreasonable. Full and part-time employees are eligible for military leave. Temporary employees are generally excluded.

The leave will be unpaid. However, employees may use any available paid time off for the absence.

Continuation of health insurance benefits is available as required by USERRA based on the length of the leave and subject to the terms, conditions, and limitations of the applicable plans for which the employee is otherwise eligible.

Benefit accruals, such as vacation, sick leave, or holiday benefits, will be suspended during the leave and will resume upon the employee’s return to active employment.

Employees on military leave for up to 30 days are required to return to work for the first regularly scheduled shift after the end of service, allowing reasonable travel time. Employees on longer military leave must apply for reinstatement in accordance with USERRA and all applicable state laws.

Employees returning from military service possess reinstatement, seniority, compensation, benefits, and other rights as are required by the federal Uniformed Services Employment & Reemployment Rights Act (USERRA) and other applicable laws. Applicants and employees will not be discriminated against in any area of employment because of past, current or prospective military service. Employees returning from military leave will be placed in the position they would have attained had they remained continuously employed or a comparable one depending on the length of military service in accordance with USERRA. They will be treated as though they were continuously employed for purposes of determining benefits based on length of service.

If an employee, on return from military service, is physically unable to perform the duties of the job to which he/she is entitled upon return, the Company will make reasonable efforts as required by law to accommodate and place the employee.

Contact the immediate supervisor for more information or questions about military leave.

SECTION 03 (b)

312 Pregnancy-Related Absences

Revenue Matters will not discriminate against any employee who requests an excused absence for medical disabilities associated with pregnancy. Such leave requests will be evaluated according to the medical leave policy provisions outlined in this handbook and all applicable federal and state laws.

Requests for time off associated with pregnancy and/or childbirth, such as bonding and child care, not related to medical disabilities for those conditions will be considered in the same manner as other requests for unpaid family or personal leave.

Revenue Matters will not discriminate against any employee who requests an excused absence for medical disabilities associated with pregnancy. Such leave requests will be evaluated according to the medical leave policy provisions outlined in this handbook and all applicable federal and state laws.

Requests for time off associated with pregnancy and/or childbirth, such as bonding and child care, not related to medical disabilities for those conditions will be considered in the same manner as other requests for unpaid family or personal leave.

313 Health Insurance/Life Insurance

Revenue Matters’ health insurance plan provides employees and their dependents access to medical insurance benefits. Employees in the following employment classifications are eligible to participate in the health insurance plan:

* Regular full-time employees, after 30 days of employment

Eligible employees may participate in the health insurance plan subject to all terms and conditions of the agreement between Revenue Matters and the insurance carrier.

Revenue Matters’ Health Insurance is currently provided by United Health Care. Revenue Matters pays 50% of the insurance cost for the employee only, spouse and children are 100% at a cost to the employee and are optional.

Vision and Dental are offered as additional insurance and are optional if you wish to enroll. Should any changes need to be made to the employee’s health insurance plan, they must be done during open enrollment which is on December 1 of each year. The only exceptions to this would be an employee’s marriage/divorce or the birth or death of a spouse/dependent.

Details of the health insurance plan are described in the Summary Plan Description (SPD). An SPD and information on the cost of coverage will be provided in advance of enrollment to eligible employees. Contact the immediate supervisor for more information about health insurance benefits.

Life Insurance
Life insurance in the amount of $50,000 is provided for each employee at no cost to them. You do not need to participate in Health Insurance to receive this benefit.

314 Workers' Compensation Insurance

Revenue Matters provides a comprehensive workers’ compensation insurance program at no cost to employees. This program covers any injury or illness sustained in the course of employment that requires medical, surgical, or hospital treatment. Subject to applicable legal requirements, workers’ compensation insurance provides benefits after a short waiting period or, if the employee is hospitalized, immediately.

Employees who sustain work-related injuries or illnesses should inform their supervisor immediately. No matter how minor an on-the-job injury may appear, it is important that it be reported immediately. This will enable an eligible employee to qualify for coverage as quickly as possible.

315 Benefits Continuation (COBRA)

Effective Date: 04/27/2013
Revision Date:

The federal Consolidated Omnibus Budget Reconciliation Act (COBRA) gives employees and their qualified beneficiaries the opportunity to continue health insurance coverage under Revenue Matters’ health plan when a “qualifying event” would normally result in the loss of eligibility. Some common qualifying events are resignation, termination of employment, or death of an employee; a reduction in an employee’s hours or a leave of absence; an employee’s divorce or legal separation; and a dependent child no longer meeting eligibility requirements.

Under COBRA, the employee or beneficiary pays the full cost of coverage at Revenue Matters’ group rates plus an administration fee. Revenue Matters provides each eligible employee with a written notice describing rights granted under COBRA when the employee becomes eligible for coverage under Revenue Matters’ health insurance plan. The notice contains important information about the employee’s rights and obligations.

316 401k

Revenue Matters has enlisted the services of ADP 401k to help you save for your retirement!

Your 401(k) is a very important part of retirement planning, whether you expect to retire in 3 years or 30. ADP can help you understand the simple power of consistent investing, and help you create a portfolio strategy that you can stick with.

The ADP portal will explain how your new 401(k) plan works, how to enroll, and how to focus on getting the best results over time. We want to make 401(k) investing a part of your working life, with every paycheck so that you are better prepared for retirement, therefore we have chosen a Safe Harbor plan and we will match your contribution dollar for dollar, up to the first 5% of your contribution. The initial waiting period to participate in the 401k is 6-months. Once this time period has been reached, you will receive the necessary enrollment kit.

317 Profit Sharing

Amount of Profit-Sharing Contributions – Discretionary in an amount as determined by the Company. Profit-Sharing allocation formula. The Company’s Profit Sharing Contribution shall be allocated to eligible participants who have met the requirements (see below). Pro-rata – In the ratio that each Participant’s Compensation bears to the Compensation of all eligible Participants. Allocation of Profit-Sharing Contributions at end of the year.

The minimum contribution is the 4% Safe Harbor Match, however, this could increase at the owner’s discretion.

Contributions are made not later than October 15th of the year following the end of the fiscal year. For example, the contribution for 2014 will be made not later than October 2015. At this time, each employee will receive a Summary Annual Report for Revenue Matters 401(k) P/S Plan.

You do not have to be part of the 401k to take part of the profit share, however, you do have to meet these guidelines:

  • Worked at least 6 months
  • Employed at the end of the plan year
  • Worked at least 1000 hours

Vesting schedule:
After Year one 0%
After Year two 20%
After Year three 40%
After Year four 60%
After Year five 80%
After Year six + 100%

318 Silver Coin Anniversary Program

Revenue Matters believes in rewarding employees for longevity and dedication and thinks that everyone should have the opportunity to take time off and travel! Therefore, on the anniversary of each year of service, each employee will be presented with a 1 oz, silver dollar coin.

Once an employee has accumulated 5 coins, they can opt to exchange the coins in for the benefits below:

Part-time employees – accumulate 5 coins and exchange them for two paid days of vacation, plus up to $1000 to spend on approved travel expenses.
Full-time employees – accumulate 5 coins and exchange them for an extra week’s paid vacation, plus up to $5000 to spend on approved travel expenses or an additional $1500 added to their paycheck.

*Paid time off expires within one year of the anniversary date of the fifth year of service. Employees must be active and in good standing at the time of redemption. See HR for an approved list of travel expenses. For part-time employees, the number of hours for paid time off will be calculated by taking the average number of hours worked during the three months prior to the fifth anniversary, and dividing them into a normal workweek. Should your employment fluctuate during the five years between full and part-time, special circumstances may apply and Human Resources will discuss redemption options with you individually.

319 Charity

Revenue Matters believes in giving back. Each year at the annual company retreat, we will decide as a group which charity to support for the following year. In addition to raising money for this charity, we will also choose a “Charity Day”, where all employees will take a 1/2 day to support the local affiliation of that charity, in person. For locations where there are multiple employees, this will be done as a group.

In addition to the designated yearly charity, any donations made by employees to other causes will be matched up to $500 per employee, per year. To be eligible, donations must be made to a verified 501c charity. Employees should submit receipts for donations to HR.

320 Career Enrichment

We encourage all team members to elevate and enrich their careers. Revenue Matters will cover the cost of all individuals who wish to join HSMAI or their local or state Hospitality/Lodging Association. The costs to take the exam for CRME and CDM are covered as well. Please contact your immediate supervisor for details and restrictions.

321 Bonusly

This is an online peer-to-peer recognition system where each employee is given 100 coins per month to give out to their co-workers as a thank you along with a shout-out on the social feed. Coins are collected by employeed and are redeemed for various gift cards.

322 LifeWorks

323 Grammarly

All employees receive a subscription to Grammarly premium. It is required that you install this on your computer, phone, and any other device you use to communicate for Revenue Matters. Grammarly’s writing app makes sure everything you type is not only correct but also clear and easy to read. Grammarly’s algorithms flag potential issues in the text and make context-specific suggestions to help with grammar, spelling and usage, wordiness, style, punctuation, and even plagiarism. It is a highly beneficial communication tool.

SECTION 04

401 Timekeeping

Accurately recording time worked is the responsibility of every nonexempt employee. Federal and state laws require Revenue Matters to keep an accurate record of time worked in order to calculate employee pay and benefits. Time worked is all the time actually spent on the job performing assigned duties.

Nonexempt employees should accurately record the time they begin and end their work and the beginning and ending time of each meal period.

Altering, falsifying, tampering with time records, or recording time on another employee’s time record may result in disciplinary action, up to and including termination of employment.

For hourly employees, it is the employees’ responsibility to submit their hours worked to their immediate supervisor for review no later than the end of the 24th of the month.

402 Administrative Pay Corrections

Revenue Matters takes all reasonable steps to ensure that employees receive the correct amount of pay in each paycheck and that employees are paid promptly on the scheduled payday.

In the unlikely event that there is an error in the amount of pay, the employee should promptly bring the discrepancy to the attention of the immediate supervisor so that corrections can be made as quickly as possible.

403 Pay Deductions and Setoffs

The law requires that Revenue Matters make certain deductions from every employee’s compensation. Among these are applicable federal, state, and local income taxes. Revenue Matters also must deduct Social Security taxes on each employee’s earnings up to a specified limit that is called the Social Security “wage base.” Revenue Matters matches the amount of Social Security taxes paid by each employee.

Revenue Matters offers programs and benefits beyond those required by law. Eligible employees may voluntarily authorize deductions from their paychecks to cover the costs of participation in these programs.

Pay setoffs are pay deductions taken by Revenue Matters, usually to help pay off a debt or obligation to Revenue Matters or others.

If you have questions concerning why deductions were made from your paycheck or how they were calculated, your supervisor can assist in having your questions answered.

404 Payday

All employees are paid monthly on the 1st day of the month. Each paycheck will include earnings for all work performed through the end of the previous payroll period.

In the event that a regularly scheduled payday falls on a day off such as a weekend or holiday, employees will receive payment on the last day of work before the regularly scheduled payday.

Employees may have pay directly deposited into their bank accounts if they provide advance written authorization to Revenue Matters. Employees may view their paystubs via the ADP portal.

405 Employment Termination

Termination of employment is an inevitable part of personnel activity within any organization, and many of the reasons for termination are routine. Below are examples of some of the most common circumstances under which employment is terminated:

  • Resignation – voluntary employment termination initiated by an employee.
  • Discharge – involuntary employment termination initiated by the organization.
  • Layoff – involuntary employment termination initiated by the organization for non-disciplinary reasons.

Revenue Matters will generally schedule exit interviews at the time of employment termination. The exit interview will afford an opportunity to discuss such issues as employee benefits, repayment of outstanding debts to Revenue Matters, or return of Revenue Matters-owned property. Suggestions, complaints, and questions can also be voiced. Any outstanding employee debt will be deducted from the employee’s final check.

Former employees are prohibited from sharing trade secrets or confidential business information as well as continuing use of proprietary business tools (without a signed contract and paid purchase) such as Production Reports, MAX, PACE Reports, Strategy Boards, Customer lists, Financial information, Marketing strategies, Marketing tools, designs, and practices, Pending projects and proposals, Other revenue management tools and Proprietary production processes, as stated section 108-Non Disclosure.

Since employment with Revenue Matters is based on mutual consent, both the employee and Revenue Matters have the right to terminate employment at will, with or without cause, at any time. Employees will receive their final pay in accordance with applicable state law.

SECTION 05

501 Safety

To provide a safe and healthful work environment for employees, customers, and visitors, Revenue Matters has established a workplace safety program. This program is a top priority for Revenue Matters. The immediate supervisor has responsibility for implementing, administering, monitoring, and evaluating the safety program. However, its success depends on the alertness and commitment of all.

Revenue Matters provides information to employees about workplace safety and health issues through regular internal communication channels such as supervisor-employee meetings, bulletin board postings, emails, memos, or other written communications.

Some of the best safety improvement ideas come from employees. Those with ideas, concerns, or suggestions for improved safety in the workplace are encouraged to raise them with their supervisor, or with another supervisor or manager, or bring them to the attention of the immediate supervisor. Reports and concerns about workplace safety issues may be made anonymously if the employee wishes. All reports can be made without fear of reprisal.

Each employee is expected to obey safety rules and exercise caution in all work activities. Employees must immediately report any unsafe condition to the appropriate supervisor. Employees who violate safety standards, who cause hazardous situations, or who fail to report or, where applicable, remedy such situations may be subject to disciplinary action, up to and including termination of employment.

In the case of accidents that result in injury, employees should immediately notify the appropriate supervisor regardless of how insignificant the injury may appear. Such reports are necessary to comply with laws and initiate insurance and workers’ compensation benefits procedures.

For employees that work from their homes, a safe environment still needs to be in place. Anytime and anywhere a staff member works, Revenue Matters has a worker’s compensation liability responsibility. Therefore, Revenue Matters provides the following information so that these staff members can help reduce the opportunity for worker’s compensation liability while they are working.

Staff members who work from home should:

  • A clearly defined workspace that is kept clean
  • Ensure that the work area and space is well lit
  • Exits are free of obstructions
  • The area is well ventilated and heated
  • Storage is organized to minimize the risk of fire and spontaneous combustion
  • All extension cords have grounding conductors
  • Exposed and frayed wiring and cords are repaired or replaced immediately
  • Surge protectors are used for computers, fax machines, and printers
  • Heavy items are securely placed on a sturdy stand close to walls
  • Computer components are kept out of direct sunlight and away from heaters
  • Emergency phone numbers (hospital, fire & police departments) are posted at your homework site
  • A first aid kit is easily accessible and replenished as needed
  • Desk, chair, computer, and other equipment are of appropriate design & arranged to eliminate strain on all parts of the body, in conformance of OSHA ergonomic guidelines.

By signing the handbook acknowledgment, staff member agrees to:

  • maintain a safe and secure work environment
  • report work-related injuries at the earliest reasonable opportunity
  • hold Revenue Matters harmless for injury to others at the alternate worksite
  • use Revenue Matters-owned equipment, records, and materials for purposes of Revenue Matters business only, and to protect them against unauthorized or accidental access, use, modification, destruction, or disclosure

502 Work Schedules

Work schedules for employees vary throughout our organization. Immediate supervisors will advise employees of their individual work schedules. Staffing needs and operational demands may necessitate variations in starting and ending times, as well as variations in the total hours that may be scheduled each day and week.

503 Rest and Meal Periods

Each workday, full-time nonexempt employees are provided with 2 rest periods of 10 minutes in length. To the extent possible, rest periods will be provided in the middle of work periods. Since this time is counted and paid as time worked, employees must not be absent from their workstations beyond the allotted rest period time.

All full-time and part-time employees are provided with one meal period of 30 minutes in length each workday. Employees will be relieved of all active responsibilities and restrictions during meal periods and will not be compensated for that time.

504 Overtime

When operating requirements or other needs cannot be met during regular working hours, employees will be given the opportunity to volunteer for overtime work assignments. All overtime work must receive the supervisor’s prior authorization. Overtime assignments will be distributed as equitably as practical to all employees qualified to perform the required work.

Overtime compensation is paid to all non-exempt employees in accordance with federal and state wage and hour restrictions and will be paid at 1 1/2 the regular rate of pay. Overtime pay is based on actual hours worked. Time off on sick leave, vacation leave, or any leave of absence will not be considered hours worked for purposes of performing overtime calculations.

Failure to work scheduled overtime or overtime worked without prior authorization from the supervisor may result in disciplinary action, up to and including possible termination of employment.

505 Use of Equipment

Equipment essential in accomplishing job duties is often expensive and may be difficult to replace. When using company property, employees are expected to exercise care, perform required maintenance, and follow all operating instructions, safety standards, and guidelines.

Please notify the supervisor if any company-owned equipment, machines, or tools appear to be damaged, defective, or in need of repair. Prompt reporting or replacing of damages, defects, and the need for repairs could prevent deterioration of equipment and possible injury to employees or others. The supervisor can answer any questions about an employee’s responsibility for maintenance and care of equipment used on the job.

The improper, careless, negligent, destructive, or unsafe use or operation of equipment can result in disciplinary action, up to and including termination of employment.

506 Emergency Closings

It is unlikely that the offices of Revenue Matters would be closed to all employees due to an emergency situation, due to the geographical element of the various home-based offices.

However, emergencies such as severe weather, blizzards, fires, power failures, or earthquakes, can disrupt individual company operations. In extreme cases, these circumstances may require the business to close.

When operations are officially closed due to emergency conditions, the time off from scheduled work will be unpaid. However, with immediate supervisor approval, employees may use available paid leave time, such as unused vacation benefits.

In cases where an emergency closing is not authorized, employees who fail to report for work will not be paid for the time off. Employees may request available paid leave time such as unused vacation benefits.

Employees in essential operations may be asked to work on a day when operations are officially closed. In these circumstances, employees who work will receive regular pay.

507 Business Expense Reimbursement

Employees will be reimbursed for supplies purchased for business use. The employee must have managerial approval to incur expenses of this nature BEFORE any expenses are incurred. Original receipts should be attached for all purchases of this nature.

Cell Phones
Eligible employees will be provided with a Company issued cell phone if their position requires it or on an exception basis. If a person is eligible for a company-issued cell phone but prefers to utilize their personal cellular plan, there will be no reimbursement for these amounts.

Home Phone Service
Home phone service is not reimbursable.

Internet
Home Internet service is not reimbursable.

Fax
Fax line service is not reimbursable.

Supplies
Expense reports for supplies should be submitted no later than one week after the last day of the month. See Home-Based Office Section for further details on expenses covered.

Business Travel
Expense reports for travel should be submitted no later than one week after returning to the office after the said trip. See the Business Travel Expense section for further details on expenses covered.

508 Business Travel Expenses

Prior to travel or incurring expenses, employees must read and acknowledge receipt of the Travel and Expense Program (“T & E Program”) which includes Revenue Matters Travel Ethics standards. The Travel & Expense Program provides detailed guidance for issues related to business travel and reimbursement of expenses.

Revenue Matters will reimburse employees for reasonable business travel expenses incurred while on assignments away from the normal work location. All business travel must be approved in advance by your supervisor.

Employees whose travel plans have been approved are responsible for making their own travel arrangements.

When approved, the actual costs of travel, meals, lodging, and other expenses directly related to accomplishing business travel objectives will be reimbursed by Revenue Matters. Employees are expected to limit expenses to reasonable amounts and exercise good judgment.

Expenses that generally will be reimbursed include the following:

  • Airfare or train fare for travel in economy or economy plus class or the lowest available fare. When possible our preferred airlines are Southwest, American, and Delta.
  • Car rental fees, only for compact or mid-sized cars. Do not use the non-refundable paid in advance option. Insurance is provided via your corporate AMEX, do not purchase additional insurance.
  • Fares for shuttle or airport bus service, where available; costs of public transportation for other ground travel.
  • Taxi, Uber, or Lyft fares.
  • Mileage costs for use of personal cars, only when less expensive transportation is not available.
  • Cost of standard accommodations.
  • Cost of meals, no more lavish than would be eaten at the employee’s own expense. Meal expenses should reflect the good judgment and should be in keeping with the location and type of business travel. The amount of $60 is the maximum daily meal allowance. However, this is not viewed as a per diem. Gratuities and refreshments are to be included in the daily maximum. No daily allowance is authorized for travel companions unless otherwise specified.
  • Tips are not to exceed 20% of the pre-tax total.

When travel is completed, employees should submit completed travel expense reports within one week. Reports should be accompanied by receipts for all individual expenses.

Employees should contact their supervisor for guidance and assistance on procedures related to travel arrangements, expense reports, reimbursement for specific expenses, or any other business travel issues.

Abuse of this business travel expenses policy, including falsifying expense reports to reflect costs not incurred by the employee, can be grounds for disciplinary action, up to and including termination of employment.

Business Rewards for Air Travel

When booking flights, please be sure to always enter the Revenue Matters business rewards account for these airlines and their partners. The easiest way to do this is to enter these numbers in your profile that is connected to your individual frequent flyer miles. In addition to earning your individual frequent flier awards, we also earn as a company.

American (or one of the One World partners), Business Extra account # 911714

Delta, (or one of the Sky Team partners), Sky Bonus #US0076272

When flying Southwest, it is required that you book the airfare on a separate site, https://www.swabiz.com/ using account #99205536.

509 Computer and Email Usage

Computers, computer files, the email system, and software furnished to employees are Revenue Matters property intended for business use. Employees should not use a password, access a file, or retrieve any stored communication without authorization. To ensure compliance with this policy, computer and email usage may be monitored.

Revenue Matters strives to maintain a workplace free of harassment and sensitive to the diversity of its employees. Therefore, Revenue Matters prohibits the use of computers and the email system in ways that are disruptive, offensive to others, or harmful to morale. Use of the email for improper or unlawful purposes, or to create disruptive or offensive materials or messages, including but not limited to copyright infringement, obscenity, libel, slander, fraud, defamation, plagiarism, harassment, intimidation, forgery, impersonation, soliciting for illegal pyramid schemes, sending or receiving sexually explicit material, and computer tampering will not be tolerated.

For example, the display or transmission of sexually explicit images, pornography, and cartoons is not allowed. Other such misuse includes, but is not limited to, ethnic slurs, racial comments, off-color jokes, gender-specific comments, or anything that may be construed as harassment or showing disrespect for others. Email may not be used to solicit others for commercial ventures, religious or political causes, outside organizations, or other nonbusiness matters.

Revenue Matters purchases and licenses the use of various computer software for business purposes and does not own the copyright to this software or its related documentation. Unless authorized by the software developer, Revenue Matters does not have the right to reproduce such software for use on more than one computer.

Employees may only use the software on local area networks or on multiple machines according to the software license agreement. Revenue Matters prohibits the illegal duplication of software and its related documentation.

Employees should notify the Owner upon learning of violations of this policy. Employees who violate this policy will be subject to disciplinary action, up to and including termination of employment

510 Internet Usage

The following guidelines have been established to help ensure responsible and productive Internet usage on company computers and during working hours. The employee is responsible for all costs associated with installing and monthly fees for high-speed Internet in their home. We suggest a plan that has a minimum of 100Mbps download/30Mbps upload speeds. There is no reimbursement for fees incurred for the Internet.

To stay secure while online, all employees should have a VPN activated on their computers at all times, a subscription to NordVPN is provided. This cutting-edge technology shields your internet activity from hackers and malware, protects you on public Wi-Fi networks, and even block annoying ads.

All Internet data that is composed, transmitted, or received via our computer communications systems is considered to be part of the official records of Revenue Matters and, as such, is subject to disclosure to law enforcement or other third parties. Consequently, employees should always ensure that the business information contained in Internet email messages and other transmissions is accurate, appropriate, ethical, and lawful.

The equipment to access the Internet remains at all times the property of Revenue Matters. As such, Revenue Matters reserves the right to monitor Internet traffic, and retrieve and read any data composed, sent, or received through our online connections and stored in our computer systems.

Data that is composed, transmitted, accessed, or received via the Internet must not contain content that could be considered discriminatory, offensive, obscene, threatening, harassing, intimidating, or disruptive to any employee or other person. Examples of unacceptable content may include but are not limited to, sexual comments or images, racial slurs, gender-specific comments, or any other comments or images that could reasonably offend someone on the basis of race, age, sex, religious or political beliefs, national origin, disability, sexual orientation, or any other characteristic protected by law.

The unauthorized use, installation, copying, or distribution of copyrighted, trademarked, or patented material on the Internet is expressly prohibited. As a general rule, if an employee did not create material, does not own the rights to it, or has not gotten authorization for its use, it should not be put on the Internet. Employees are also responsible for ensuring that the person sending any material over the Internet has the appropriate distribution rights.

Internet users should take the necessary anti-virus precautions before downloading or copying any file from the Internet. All downloaded files are to be checked for viruses; all compressed files are to be checked before and after decompression.

Abuse of Internet access while representing Revenue Matters in violation of law or Revenue Matters policies will result in disciplinary action, up to and including termination of employment. Employees may also be held personally liable for any violations of this policy. The following behaviors are examples of previously stated or additional actions and activities that are prohibited and can result in disciplinary action:

  • Sending or posting discriminatory, harassing, or threatening messages or images
  • Using the organization’s time and resources for personal gain
  • Copying, pirating or downloading software and electronic files without permission
  • Sending or posting confidential material, trade secrets, or proprietary information outside of the organization
  • Violating copyright law
  • Sending or posting messages or material that could damage the organization’s image or reputation
  • Participating in the viewing or exchange of pornography or obscene materials
  • Attempting to break into the computer system of another organization or person
  • Using the Internet for political causes or activities, religious activities, or any sort of gambling
  • Sending or posting messages that disparage another organization’s products or services
  • Passing off personal views as representing those of the organization

511 Workplace Monitoring

512 Home Based Office

Currently, all employees of Revenue Matters work from home, as it benefits both the organization and the employee.

Working from home is not a substitute for dependent care. Employees are required to arrange for primary care for dependents during normal working hours, so as not to disrupt their work schedule or productivity.
It is expected that the employee has a dedicated area within their home that is free from distractions and noise. While using the telephone for business, the workspace should be kept quiet with no background noise from pets, children, family members, television, or music. Any distracting noise that is heard from the other end of the phone will not be tolerated.

Setting up a telecommuting office requires some advance planning to ensure the employee has an adequate workspace and the necessary equipment and supplies. Important considerations to keep in mind when planning the telecommuting workspace are:

  • The work area must be quiet and free of distractions.
  • Lighting must be adequate and without glare. (Revenue Matters will not pay for the reconstruction of the employee’s home to develop a home office.)
  • Distracting noise should be kept to a minimum.
  • The employee’s desk must be adequate, designed to safely accommodate the equipment the employee must use (computer keyboard, etc.).
  • Comfortable chair with adequate back support (Revenue Matters will not provide furniture for the employee’s home office).
  • Equipment–Computer, fax accessibility, modem, printer, etc. are required but may not be supplied by Revenue Matters.
  • The employee will be responsible for the costs of installation, modem, and any communications software.
  • The employee is responsible for all costs associated with installing and monthly fees for high-speed Internet in their home. We suggest a plan that has a minimum of 100Mbps download/30Mbps upload speeds. There is no reimbursement for fees incurred for the Internet.
  • Revenue Matters is not responsible for ensuring equipment in home offices. If the employee’s personal equipment “breaks” Revenue Matters is not responsible for replacement or repair.
    During working hours, the employee’s at-home workspace will be considered an extension of Revenue Matters’ workspace. Therefore, workers’ compensation benefits may be available for job-related accidents that occur in the employee’s at-home workspace during working hours. All job-related accidents will be investigated immediately.

Revenue Matters assumes no responsibility for injuries occurring in the employee’s at-home workspace outside the agreed-upon work hours. The employee agrees to maintain safe conditions in the at-home workspace and to practice the same safety habits as those followed on Revenue Matters’ premises.

In the case of an injury, while working at home, the employee will immediately report the injury to the immediate supervisor to get instructions for obtaining medical treatment.

513 Cell Phone Usage

Revenue Matters may provide cell phones to some employees as a business tool. They are provided to assist employees in communicating with management and other employees, their clients, associates, and others with whom they may conduct business. Cell phone use is primarily intended for business-related calls. However, personal usage is allowed provided that the employees do not go over the allotted minutes, data, or text available in their plan. It does not include any costs for additional applications or services. Cell phone invoices are regularly monitored.

Employees may have access to a cell phone while in their cars and should remember that their primary responsibility is driving safely and obeying the rules of the road. Employees are prohibited from using cell phones to conduct business while driving and should safely pull off the road and come to a complete stop before dialing or talking on the phone.

As a representative of Revenue Matters, cell phone users are reminded that the regular business etiquette employed when speaking from office phones or in meetings applies to conversations conducted over a cell phone.

SECTION 06

601 Employee Conduct and Work Rules

To ensure orderly operations and provide the best possible work environment, Revenue Matters expects employees to follow rules of conduct that will protect the interests and safety of all employees and the organization.

It is impossible to list all the forms of behavior considered unacceptable in the workplace. The following are examples of infractions of rules of conduct that may result in disciplinary action, up to and including termination of employment:

  • Theft or inappropriate removal or possession of the property
  • Falsification of timekeeping records
  • Working under the influence of alcohol or illegal drugs
  • Possession, distribution, sale, transfer, or use of alcohol or illegal drugs in the workplace, while on duty, or while operating employer-owned vehicles or equipment
  • Fighting or threatening violence in the workplace
  • Negligence or improper conduct leading to damage of employer-owned or customer-owned property
  • Insubordination or other disrespectful conduct
  • Sexual or other unlawful or unwelcome harassment
  • Excessive absenteeism or any absence without notice
  • Unauthorized use of telephones, mail systems, or other employer-owned equipment
  • Unauthorized disclosure of business “secrets” or confidential information
  • Violation of personnel policies
  • Unsatisfactory performance or conduct

Employment with Revenue Matters is at the mutual consent of Revenue Matters and the employee. Either party may terminate that relationship at any time, with or without cause and with or without advance notice.

602 Drug and Alcohol Use

It is Revenue Matters’ desire to provide a drug-free, healthful, and safe workplace. To promote this goal, employees are required to report to work in appropriate mental and physical conditions to perform their jobs in a satisfactory manner, including employees who work from home.

While on Revenue Matters premises, working from home, and while conducting business-related activities off Revenue Matters premises, no employee may use, possess, distribute, sell, or be under the influence of alcohol or illegal drugs. The legal use of prescribed drugs is permitted on the job only if it does not impair an employee’s ability to perform the essential functions of the job effectively and in a safe manner that does not endanger other individuals.

Violations of this policy may lead to disciplinary action, up to and including immediate termination of employment, and/or required participation in a substance abuse rehabilitation or treatment program. Such violations may also have legal consequences.

To inform employees about important provisions of this policy, Revenue Matters has established a drug-free awareness program. The program provides information on the dangers and effects of substance abuse in the workplace, resources available to employees, and consequences for violations of this policy.

Under the Drug-Free Workplace Act, an employee who performs work for a government contract or grant must notify Revenue Matters of a criminal conviction for drug-related activity occurring in the workplace. The report must be made within five days of the conviction.

Employees with questions on this policy or issues related to drug or alcohol use in the workplace should raise their concerns with their supervisor or the immediate supervisor without fear of reprisal.

603 Sexual and Other Unlawful Harassment

Revenue Matters is committed to providing a work environment that is free from all forms of discrimination and conduct that can be considered harassing, coercive, or disruptive, including sexual harassment. Actions, words, jokes, or comments based on an individual’s sex, race, color, national origin, age, religion, disability, sexual orientation, or any other legally protected characteristic will not be tolerated.

Sexual harassment is defined as unwanted sexual advances or visual, verbal, or physical conduct of a sexual nature. This definition includes many forms of offensive behavior and includes gender-based harassment of a person of the same sex as the harasser. The following is a partial list of sexual harassment examples:

  • Unwanted sexual advances.
  • Offering employment benefits in exchange for sexual favors.
  • Making or threatening reprisals after a negative response to sexual advances.
  • Visual conduct includes leering, making sexual gestures, or displaying sexually suggestive objects or pictures, cartoons, or posters.
  • Verbal conduct includes making or using derogatory comments, epithets, slurs, or jokes.
  • Verbal sexual advances or propositions.
  • Verbal abuse of a sexual nature, graphic verbal commentaries about an individual’s body, sexually degrading words used to describe an individual, or suggestive or obscene letters, notes, or invitations.
  • Physical conduct includes touching, assaulting, or impeding or blocking movements.

Unwelcome sexual advances (either verbal or physical), requests for sexual favors, and other verbal or physical conduct of a sexual nature constitute sexual harassment when: (1) submission to such conduct is made either explicitly or implicitly a term or condition of employment; (2) submission or rejection of the conduct is used as a basis for making employment decisions; or, (3) the conduct has the purpose or effect of interfering with work performance or creating an intimidating, hostile, or offensive work environment.

If you experience or witness sexual or other unlawful harassment in the workplace, report it immediately to your supervisor. If the supervisor is unavailable or you believe it would be inappropriate to contact that person, you should immediately contact the immediate supervisor or any other member of management. You can raise concerns and make reports without fear of reprisal or retaliation.

All allegations of sexual harassment will be quickly and discreetly investigated. To the extent possible, your confidentiality and that of any witnesses and the alleged harasser will be protected against unnecessary disclosure. When the investigation is completed, you will be informed of the outcome of the investigation.

Any supervisor or manager who becomes aware of possible sexual or other unlawful harassment must immediately advise the immediate supervisor or any member of management so it can be investigated in a timely and confidential manner. Anyone engaging in sexual or other unlawful harassment will be subject to disciplinary action, up to and including termination of employment.

604 Attendance and Punctuality

To maintain a safe and productive work environment, Revenue Matters expects employees to be reliable and to be punctual in reporting for scheduled work. Absenteeism and tardiness place a burden on other employees and on Revenue Matters. In the rare instances when employees cannot avoid being late to work or are unable to work as scheduled, they should notify their supervisor as soon as possible in advance of the anticipated tardiness or absence.

Poor attendance and excessive tardiness are disruptive. Either may lead to disciplinary action, up to and including termination of employment.

605 Personal Appearance

Dress, grooming, and personal cleanliness standards contribute to the morale of all employees and affect the business image Revenue Matters presents to customers and visitors. The dress code is casual, except when traveling or meeting clients, where the requirement is business attire and you are expected to present a clean, neat, and tasteful appearance. You should dress and groom yourself according to the requirements of your position and accepted social standards.

606 Return of Property

Employees are responsible for all Revenue Matters property, materials, or written information issued to them or in their possession or control.

Employees must return all Revenue Matters property immediately upon request or upon the termination of employment. Where permitted by applicable laws, Revenue Matters may withhold from the employee’s check or final paycheck the cost of any items that are not returned when required. Revenue Matters may also take all action deemed appropriate to recover or protect its property.

607 Resignation

A resignation is a voluntary act initiated by the employee to terminate employment with Revenue Matters. Although advance notice is not required, Revenue Matters requests at least 2 weeks’ written resignation notice from all employees.

Prior to an employee’s departure, an exit interview will be scheduled to discuss the reasons for resignation and the effect of the resignation on benefits.

If an employee does not provide advance notice as requested, the employee will be considered ineligible for rehire.

608 Drug Testing

Revenue Matters is committed to providing a safe, efficient, drug-free, healthy and productive work environment for all employees. Consistent with the spirit and interest of this commitment, we have established this policy regarding substance abuse. Using or being under the influence of drugs on the job may pose serious safety and health risks. To help ensure a safe and healthful working environment, employees may be asked to provide body substance samples (such as urine and/or blood) to determine the illicit or illegal use of drugs. Refusal to submit to drug testing may result in disciplinary action, up to and including termination of employment.

Copies of the drug testing policy will be provided to all employees. Employees will be asked to sign an acknowledgment form indicating that they have received a copy of the drug testing policy. Questions concerning this policy or its administration should be directed to the immediate supervisor.

The following acts are strictly prohibited during working hours, while on Company property, or worksites, and while conducting Company business off-premises:

  • Buying, selling, transportation, possession, distribution, consumption, or use of illegal drugs, controlled substances not required by a physician’s prescription
  • Consumption or use of alcohol or controlled substances not required by a physician’s prescription off Company’s premises or during non-working hours
  • Improper use of prescription drugs
  • Off-the-job use, possession, sale, etc. of alcohol, illegal drugs, or controlled substances may subject an employee to disciplinary action if such actions impact
    job performance, workplace safety, or Company interests

609 Progressive Discipline

The purpose of this policy is to state Revenue Matters’ position on administering equitable and consistent discipline for unsatisfactory conduct in the workplace. The best disciplinary measure is the one that does not have to be enforced and comes from good leadership and fair supervision at all employment levels.

Revenue Matters’ own best interest lies in ensuring fair treatment of all employees and in making certain that disciplinary actions are prompt uniform, and impartial. The major purpose of any disciplinary action is to correct the problem, prevent a recurrence, and prepare the employee for satisfactory service in the future.

Although employment with Revenue Matters is based on mutual consent and both the employee and Revenue Matters have the right to terminate employment at will, with or without cause or advance notice, Revenue Matters may use progressive discipline at its discretion.

Disciplinary action may call for any of four steps — verbal warning, written warning, suspension with or without pay, or termination of employment — depending on the severity of the problem and the number of occurrences. There may be circumstances when one or more steps are bypassed.

Progressive discipline means that, with respect to most disciplinary problems, these steps will normally be followed: a first offense may call for a verbal warning; a next offense may be followed by a written warning; another offense may lead to a suspension; and, still another offense may then lead to termination of employment.

Revenue Matters recognizes that there are certain types of employee problems that are serious enough to justify either a suspension or, in extreme situations, termination of employment, without going through the usual progressive discipline steps.

While it is impossible to list every type of behavior that may be deemed a serious offense, the Employee Conduct and Work Rules policy includes examples of problems that may result in immediate suspension or termination of employment. However, the problems listed are not all necessarily serious offenses but may be examples of unsatisfactory conduct that will trigger progressive discipline.

By using progressive discipline, we hope that most employee problems can be corrected at an early stage, benefiting both the employee and Revenue Matters.

610 Problem Resolution

Revenue Matters is committed to providing the best possible working conditions for its employees. Part of this commitment is encouraging an open and frank atmosphere in which any problem, complaint, suggestion, or question receives a timely response from Revenue Matters supervisors and management.

Revenue Matters strives to ensure fair and honest treatment of all employees. Supervisors, managers, and employees are expected to treat each other with mutual respect. Employees are encouraged to offer positive and constructive criticism.

If employees disagree with established rules of conduct, policies, or practices, they can express their concern through the problem resolution procedure. No employee will be penalized, formally or informally, for voicing a complaint with Revenue Matters in a reasonable, business-like manner, or for using the problem resolution procedure.

If a situation occurs when employees believe that a condition of employment or a decision affecting them is unjust or inequitable, they are encouraged to make use of the following steps. The employee may discontinue the procedure at any step.

  1. Employee presents a problem to immediate supervisor after an incident occurs. If the supervisor is unavailable or the employee believes it would be inappropriate to contact that person, the employee may present a problem to the immediate supervisor or any other member of management.
  2. Supervisor responds to problems during discussion or after consulting with appropriate management, when necessary. Supervisor documents discussion.
  3. Employee presents a problem to immediate supervisor if the problem is unresolved.
  4. Immediate supervisor counsels and advises employee, assists in putting the problem in writing, visits with employee’s manager(s), if necessary, and directs the employee to immediate supervisor for review of the problem.
  5. Employee presents a problem to immediate supervisor in writing.
  6. Immediate supervisor reviews and considers the problem. The immediate supervisor informs the employee of the decision and forwards a copy of the written response to the immediate supervisor for the employee’s file. The immediate supervisor has full authority to make any adjustment deemed appropriate to resolve the problem.

Not every problem can be resolved to everyone’s total satisfaction, but only through understanding and discussion of mutual problems can employees and management develop confidence in each other. This confidence is important to the operation of an efficient and harmonious work environment and helps to ensure everyone’s job security.

611 Workplace Etiquette

SECTION 07

701 Suggestion Program

As employees of Revenue Matters, you have the opportunity to contribute to our future success and growth by submitting suggestions for practical work improvement or cost-savings ideas.

All regular employees are eligible to participate in the suggestion program. However, exempt employees are only eligible to submit suggestions that are beyond the scope of their assigned duties and areas of responsibility.

A suggestion is an idea that will benefit Revenue Matters by solving a problem, reducing costs, improving operations or procedures, enhancing customer service, eliminating waste or spoilage, or making Revenue Matters a better or safer place to work. Statements of problems without accompanying solutions or recommendations concerning co-workers and management are not appropriate suggestions.

All suggestions should contain a description of the problem or condition to be improved, a detailed explanation of the solution or improvement, and the reasons why it should be implemented. If you have questions or need advice about your idea, contact your supervisor for help.

Submit suggestions to the immediate supervisor and, after review, they will be forwarded to the Suggestion Committee. You will be notified of the adoption or rejection of your suggestion as soon as possible.

Special recognition will be given to employees who submit a suggestion that is implemented.

EMPLOYEE ACKNOWLEDGMENT FORM

The employee handbook describes important information regarding policies, philosophies and practices, and benefits of Revenue Matters. I understand this handbook is not intended to cover every situation that may arise during my employment but is simply a general guide to Revenue Matters’ goals, policies, practices, benefits, and expectations. I should consult my supervisor regarding any questions not answered in the handbook.

I have entered into my employment relationship with Revenue Matters voluntarily and acknowledge that there is no specified length of employment. Accordingly, Revenue Matters or I can terminate the relationship at will, with or without cause, at any time, so long as there is not a violation of applicable federal or state law.

I understand and agree that other than the President of Revenue Matters or designated representative of the company, no manager, supervisor, or representative of Revenue Matters has any authority to enter into an agreement for employment other than at-will. Only the President of the company has the authority to make any such agreement and only in writing signed by the President of Revenue Matters.

This manual and the policies and procedures contained herein supersede any and all prior practices, oral or written representations, or statements regarding the terms and conditions of your employment with Revenue Matters. By distributing this handbook, the company expressly revokes any and all previous policies and procedures inconsistent with those contained herein.

I understand that, except for employment-at-will status, any and all policies and practices may be changed at any time by Revenue Matters, and the company reserves the right to change my hours, wages, and working conditions at any time. All such changes will be communicated through official notices, and I understand that revised information may supersede, modify, or eliminate existing policies. Only the President of Revenue Matters has the ability to adopt any revisions to the policies in this handbook.

I understand and agree that nothing in the Employee Handbook creates, or is intended to create, a promise or representation of continued employment. Employment at Revenue Matters is employment-at-will, which may be terminated at the will of either Revenue Matters or myself. Furthermore, I acknowledge that this handbook is neither a contract of employment nor a legal document. I understand and agree that employment and compensation may be terminated with or without cause and with or without notice at any time by Revenue Matters or myself.

I have received access to the electronic handbook, and I understand that it is my responsibility to read and comply with the policies contained in this handbook and any revisions made to it.

By clicking here – I authorize my electronic signature to acknowledge that I have received and read the employee handbook.

REVENUE MATTERS TRAVEL AND EXPENSE PROGRAM
INTRODUCTION

Welcome Team Member to the Travel and Expense Program.

We believe each Team Member’s time is valuable. The T&E Program is a guide to assist you in making cost-effective and time-efficient travel arrangements.

This manual is designed to acquaint you with the T&E Program’s policies and procedures. You should read, understand and comply with all provisions of the manual. It describes many of your responsibilities as a Team Member and outlines the processes and procedures to facilitate secure, timely, and accurate travel transactions. Our objective is to empower our employees to meet their business travel needs on behalf of the Company as part of the process to deliver quality products and services to our customers while providing the necessary financial controls to safeguard our Company’s assets.

No T&E Manual can anticipate every circumstance or question. Therefore, as the Company grows, we may revise, supplement, or rescind any policies or portion of the manual as the Company deems appropriate.

The Travel Ethics for the Company’s Travel and Expense Program is designed to provide the participant the philosophy and a set of guidelines to follow regarding travel, meals, and entertainment on official Company business.

INTRODUCTION

1.1 Overview
This manual applies to all employees, independent contractors, consultants, and other stakeholders who travel and entertain on behalf of the Company. Each constituent of the Company has a responsibility to follow the guidelines of this manual. The T&E program is designed to assist the Company with ensuring travel and other expenses are incurred in a valid, cost-effective, time-efficient, and consistent manner.

1.2 Traveler
The person traveling on behalf of the Company for official business must read and acknowledge their understanding of the T&E Manual by signing the Acknowledgement Form. All policies and procedures must be followed, including the documentary evidence of the travel or entertainment event. The funds expended for travel should be done prudently. An individual traveling on business for the Company should neither lose money nor profit from the reimbursement.

In addition, the participant is required to read the Travel Ethics for the program and adhere to the principles in the policy.

1.3 Travel Expense Approval
All expenses require the approval of the immediate supervisor of the employee who is traveling. Approved expenses must be within guidelines. An expense report is required when documenting the travel and entertainment expenses incurred. Receipts are required for all charges.

1.4 Responsibility
The Company and its management team are responsible for ensuring the program meets the IRS “accountable plan” guidelines.

TRAVEL ETHICS

2.1 Travel
Travel must be authorized prior to making arrangements and will be reimbursed for official company business only. Each traveler is expected to find the most cost-effective and reasonable means of travel.

2.2 Entertainment
Entertainment is allowed only for official company business on a pre-approved basis.

2.3 Meals
Meals are reimbursed only when traveling on official company business. Personal meals are not reimbursed.

2.4 Travel Charge Disputes
If a disagreement occurs with a hotel, transportation agency, or restaurant, the employee should make every effort to reach a reasonable settlement to the dispute and inform their manager.

2.5 Company Policies
Adhere to company policy as it relates to the Travel and Expense program.

2.6 Documentation
All transactions when traveling on official company business must be properly documented for business purposes. Any altered or forged documentation is strictly prohibited.

2.7 Business Practices
In all supplier relationships and purchasing, promote and cooperate with trade and professional associations and with state, federal, local, and private agencies on encouraging fair, ethical, and legal business practices.

AIR, RAIL AND BUS TRANSPORTATION

3.1 Overview
Company employees or non-employees traveling on official business may travel domestically or internationally. In either case, the travel should be booked at the lowest possible cost and with as much advance notice as possible. The mode of transportation best suited to getting the traveler to the destination and back cost-effectively and time-efficiently should be selected.

3.2 Class Fare
All travel, whether air, rail, or bus must be booked in Coach Class.

3.3 Upgrades & Frequent Traveler Programs
The Company does not reimburse for the additional cost of any seating upgrades. If the traveler receives a free upgrade, they should document it as part of the expense report process. Tickets purchased with frequent traveler program points are not reimbursed.

3.4 Travel Club Memberships
The Company does not reimburse travel club memberships. These memberships are considered personal perks. Any reimbursement would be subject to the IRS guidelines for reporting as taxable wages or income to an employee or independent contractor, respectively.

3.5 Baggage
The Company will reimburse for one checked bag per trip, provided the trip is greater than two nights. In a case where The Company requires an employee to transport materials extra baggage charges will be reimbursed.

Baggage is the responsibility of the traveler and the transportation service provider. Therefore, if baggage is lost, it is not the responsibility of the Company to replace or reimburse it. The cost of one checked bag will be reimbursed. However, if the traveler is charged an excess baggage fee due to the size or weight of an item being transported at the request of the Company, then the traveler will be reimbursed for the additional costs.

3.6 Cancellations, Voided, Unused, or Stolen Tickets

  • 3.6.1  At times travel may be canceled due to weather or scheduling changes by the transportation provider. In the event of trip cancellation, the traveler must inquire with the transportation service provider about how to obtain a refund or use the ticket for a future travel date.
  • 3.6.2  Unused tickets should be saved and returned to the Accounts Payable, which can hold the tickets for use with future travel.
  • 3.6.3  All tickets available for a refund must be processed in a timely manner.

3.7 International Travel
International travel follows the same guidelines as domestic travel outlined in sections 2.2 through 2.7 with the following exceptions.

  • 3.7.1  Passports and Visas must be obtained prior to scheduling an international trip. If required for international travel, the cost of visas and immunizations will be reimbursed or prepaid by the company. The Company will not reimburse expedited processing of Passports or Visas.
  • 3.7.2  Foreign currency charges should be put on a credit card when possible (and charged in the local currency) and expensed when the statement is received. At the time of charge, always request to pay in local currency.

LODGING

4.1 Overview
Typically when traveling to visit clients the rooms are comped. If the traveler is on a trip where accommodations are not provided, to keep in the best interest of the company, employees should always look to stay in moderate but adequate accommodations with the best combination of location and price.

4.2 Lodging Arrangements

  • 4.2.1  Hotel rooms should be reserved at a standard room rate.
  • 4.2.2  Hotel reservations related to a conference or seminar should be done using conference /seminar discounts to obtain the best group rates.
  • 4.2.3  Any upgrade in a room should be pre-approved by the traveler’s immediate supervisor.
  • 4.2.4  If it is necessary to cancel a reservation, the traveler must adhere to the hotel’s deadline. Any expense incurred due to a “no show” will not be reimbursed unless approved by the traveler’s management-level supervisor.
  • 4.2.5  Frequent stay programs point redemption for hotel charges are not reimbursed, nor are their related membership fees.

4.3 Lodging – Other

  • 4.3.1  All charges on the bill must be itemized.
  • 4.3.2  Laundry and dry cleaning are authorized for reimbursement only for stays of 6 days or longer. Reimbursement does not include normal laundering upon return home.
  • 4.3.3  Movies, magazines, newspapers, mini-bar, and other ancillary charges are not reimbursable.

AUTOMOBILE AND OTHER GROUND TRANSPORTATION

5.1 Overview
When traveling on Company business and transportation is required, the traveler should rent a vehicle or engage other ground transportation utilizing the least expensive available option. Car rentals are reimbursable only when other less costly forms of transportation are unavailable or if the distance to be traveled is greater than one hour from the airport. Car rentals are approved up to a maximum category of the size of mid-size cars. Unless the gas is pre-purchased, returning a car that requires fuel will not be reimbursed.

The Company considers other modes of ground transportation to include taxis, Lyft, Uber, shuttle, and personal automobiles. Each form of ground transportation is reimbursed through expense reporting that must include documentation of date, amount, business purpose, and receipt. Gratuities exceeding 15% will not be reimbursed.

Fines and or traffic violations (including parking) are not reimbursable.

5.2 Rental Car Reservations
Travelers may rent a “Midsize” vehicle unless the circumstances necessitate a larger vehicle.

The traveler is responsible for the costs of operating the vehicle and will be reimbursed through the expense reporting process. The Company will reimburse the traveler for:

  • Daily rental
  • Gas – original receipts required
  • Tolls – original receipts required
  • Parking – original receipts required, including airport parking.

5.3 Upgrades
All rental vehicle upgrades must be pre-approved. No rentals should exceed a mid-size vehicle. If a traveler rents in excess of this class, they will be responsible for paying the difference in the rate.

5.4 Insurance
Generally, the insurance coverage offered by the rental car company can be declined since the Company’s AMEX card provides adequate coverage for employee drivers.

Only employees with a valid driver’s license are covered under the Company’s business insurance plan for rental vehicles. The rental agreement must specify the drivers of the vehicle. Drivers other than a Company employee must either be covered under their own insurance or purchase insurance from the rental agency.

The Company provides the following insurance for employees traveling on business.

  • Collision damage
  • Personal accident
  • Excess liability Insurance coverage does not extend to non-employee travelers. Consultants and independent contractors are not covered under the Company’s policy and would need to be covered under the rental company’s insurance program, if not covered under their own insurance. Insurance coverage does not extend beyond the normal period of time required for business purposes. If you extend the rental period you will be required to obtain your own insurance on the rental vehicle. Company insurance coverage does not extend to personal cars.

5.5 Accidents
If a traveler is involved in a rental vehicle accident they should report it immediately to their supervisor.

5.6 Rental Returns and Club Memberships
The Company does not reimburse travelers for club membership fees offered by the rental company.

When returning a rented vehicle, the traveler should allow enough time to ensure that they can accomplish the following.

  • Return the vehicle with a full tank of gas.
  • Return the vehicle to the originating city.

5.7 International Vehicle Rentals
When traveling internationally the traveler should contact their supervisor to get an understanding of what insurance coverage should be purchased. Generally, the Company’s business vehicle insurance policy covers employees on domestic U.S. travel and not internationally.

5.8 Other Ground Transportation
The Company considers other modes of ground transportation to include taxis, shuttle, Lyft, Uber, and personal automobiles. Each form of transportation is reimbursed through expense reporting. Each expense report must be accompanied by receipts, dates, amounts, and purposes.

  • 5.8.1  Taxis are acceptable modes of transportation to and from the airport and within metropolitan city areas. Taxi fees for anything other than trips to/from the airport, conference or to meet the client are not reimbursable. Taxis should only be considered if their pricing is more affordable than Lyft or Uber.
  • 5.8.2  Shuttle services are an acceptable mode of transportation to and from the airport and when offered at a cost-effective amount from hotels to the business destination. Shuttle services for anything other than trips to/from the airport, conference or to meet the client are not reimbursable.
  • 5.8.3  Limousine services are not considered an acceptable mode of transportation unless it is specifically approved in writing by the traveler’s supervisor.
  • 5.8.4  Rail service is an acceptable mode of transportation to and from or between two cities where the cost is lower than the comparable airfare.

5.9 Personal Automobile Use
Where it is considered appropriate an employee may use their personal automobile for business travel. It is appropriate when it is less expensive than the other modes of transportation and it can save the traveler time.

  • 5.9.1 Insurance. It is the responsibility of the immediate supervisor of the car to make sure they have adequate insurance. The individual should check with their supervisor in order to verify what coverage applies from the Company’s business vehicle insurance policy.
  • 5.9.2 Reimbursement. The traveler will be reimbursed for the business use of their vehicle based on the federal IRS mileage rate. This per diem mileage rate covers the normal “wear and tear” of the vehicle and gasoline. The traveler covered under the car allowance policy will receive reimbursement at half the federal IRS mileage rate.

MEALS AND ENTERTAINMENT

6.1 Overview
Meals and entertainment are subject to reimbursement to the traveler who is traveling or entertaining on official business for the Company. The costs are reimbursed for reasonable costs, which are outlined below.

Meal expenses should reflect the good judgment and should be in keeping with the location and type of business travel. The amount of $60 is the maximum daily meal allowance for employees (this can be allocated however the traveler sees fit – as a guide – $10 breakfast, $15 lunch, and $35 for dinner). On travel days, the maximum daily allowance is $30. However, this is not viewed as a per diem. Gratuities and refreshments are to be included in the daily maximum. No daily allowance is authorized for companions.

6.2 Business Meals
Reimbursable business meals must be accompanied by a receipt and documentation attached to an expense report. The documentation on the receipt or the expense report must include the attendees, date, amount, and business purpose. Personal meals will be reimbursed when traveling for the Company. Meals taken with other employees are reimbursable only as it corresponds to out-of-town travel for the Company. It is customary to tip for meals. Gratuities exceeding 20% of the pre-tax total will not be reimbursed.

6.3 Entertainment
Reasonable expenditures for entertaining persons outside the company who have an influence on company sales or other company activities are allowable. Names of all guests entertained, their title, company affiliation, and the purpose of entertainment should be shown. Employees will be reimbursed for entertainment expenses pre-authorized by their supervisor.

Employees will not entertain other employees. Associates traveling and dining together should classify this as a business meal.

6.4 Receipt Requirements
An original receipt must accompany an expense report for all charges. Failure to comply with this regulation can result in the expense not being reimbursed until such documentation is received.

6.6 Telephone
Employees should use their cell phones while away on business. The use of hotel room phones and airplane phones is not reimbursable.

6.7 Internet & Wireless Hot Spots
When required for business use, the Company does reimburse for wireless connections in locations designated as hot spots – such as hotels or airports. The charges should be itemized on a hotel bill or receipt and be reasonable and customary. When possible, use the hot spot on your cell phone instead. When using open networks, ensure your VPN is on.

6.8 Spouse/Friend Travel
Employees will not be reimbursed for a spouse or friend’s travel expenses unless there is a business-related purpose for such travel. Employees seeking reimbursement for their companion’s expenses must receive advance authorization. The employee may be accompanied by a spouse or friend only if his/her presence does not interfere with the business objectives of the trip.

6.9 Personal Travel
Generally, employees are also permitted to combine personal travel with business travel as long as time away from work is approved. Additional expenses arising from such non-business travel are the employee’s responsibility.

6.10 Compensation of Nonexempt Employees for Travel Time
Nonexempt employees will be compensated for travel time in accordance with applicable law.

ACKNOWLEDGMENT FORM

The T&E Manual describes important information about the Company’s travel and expense program controls and processes required to manage the day-to-day travel needs of the Company’s employees and independent contractors. The manual is intended to inform travelers about the formal policy guidelines, processes, and responsibilities of the various participants. These policies ensure that travel is consistent with the Company’s fiscal and internal control goals.

Since the information, policies, and procedures described in the manual are subject to change, I acknowledge that revisions to the T&E Manual may occur. All policy changes require the appropriate authorized approvals before they are implemented. I understand that revised information may supersede, modify, or eliminate existing policies.

I acknowledge that I have received the T&E Manual, and I understand that it is my responsibility to read and comply with the policies and the Travel Ethics contained in the manual and any revisions and updates made to it.

Please click here to submit the electronic employee acknowledgment that you have received and read the Travel & Expense Program.

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