POLICY HANDBOOK

Jefferson Electric, LLC

Revised August 7th, 2017


I. Mission Statement.

To promote innovation by integrity throughout central Indiana and beyond.

 

II. At Will Employment.

All persons employed at Jefferson Electric are employed at their complete discretion. An employee, or an employer, may choose to end the employee’s employment at Jefferson Electric at any time pursuant to the guidelines presented within this Policy Handbook. 

III. Administrative Structure.

     3.1 - Chief Executive Officer. The Chief Executive Officer shall be the head of all company administrative structures and personnel, and shall have the absolute authority to instruct, manage, and discipline any persons employed at Jefferson Electric. The Chief Executive Officer shall also have the sole authority to authorize compensation rate changes and to hire and terminate employees.  

     3.2 - Operations Department. The Operations Department shall oversee all field-based project development, management, and invoicing. The Operations Department shall employ four roles:

             A. - Operations Manager. The Operations Manager shall be the head of the Operations Department, and shall have the authority to manage and discipline all employees operating under the Operations Department. The Operations Manager shall be responsible for project oversight, permitting and scheduling, the improvement of department efficiency, and unless otherwise appropriate shall act as the client’s account manager.

            B.  - Electrician. The Electrician shall be responsible for providing professional electrical services in compliance with federal, state, and local ordinances; this includes servicing machines, reading blueprints, operating both heavy and technical instruments, and assessing safety risks. The Electrician shall be the direct supervisor to all other field employees and shall have the authority to manage them as appropriate unless otherwise instructed by the Operations Manager.

             C.  - Electrical Apprentice. The Electrical Apprentice shall assist the Electrician by providing professional electrical services in compliance with federal, state, and local ordinances and shall be enrolled in an electrical trade school.

            D. - Helper. The Helper shall assist the Electrician and the Electrical Apprentice in any way deemed appropriate by the lead Electrician or the Operations Manager.

     3.3 - Warehousing Department. The Warehousing Department shall oversee the processing, acquisition, organization, and transport of all necessary project materials and tools; and shall furthermore be responsible for maintaining all company owned vehicles and facilities. The Warehousing Department shall employ two roles:

             A. - Warehouse Manager. The Warehouse Manager shall be the head of the Warehousing Department, and shall have the authority to manage and discipline all employees operating under the Warehousing Department. The Warehouse Manager shall be responsible for the identification, purchasing, organization, and delivery of all pertinent job materials or equipment; shall schedule vehicle and facility maintenance and repairs.

             B. - Warehouse Assistant. The Warehouse Assistant shall aid the Warehouse Manager by receiving, shipping, and organizing project materials, maintaining a cleanly warehousing environment, and by completing any other supporting tasks deemed appropriate by the Warehouse Manager.

    3.4 - Sales Department. The Sales Department shall be responsible for selling Jefferson Electric’s products and services; shall increasing revenue; and shall maximizing profit through strategic growth plans. The Sales Department shall employ two roles:

            A. - Senior Account Manager. The Senior account manager shall be given responsibility to manage sales in a specific consumer market, and may augment their title to reflect their market specialization. The Senior Account Manager shall be the co-head of the Sales Department alongside other Senior Account Managers, and shall have the authority to manage and discipline all employees operating under the Senior Account Manager’s assigned market. The Senior Account Manager shall be responsible for project lead generation, qualification, engineering, presentation, sale, and off-site management. The Senior Account Manager shall have the sole responsibility to develop Jefferson Electric’s market presence in their assigned areas of specialization.

             B. - Account Manager. The Account Manager shall be given responsibility to pursue the generation, qualification, engineering, presentation, sale, and off-site management of projects in their assigned consumer markets. The Account Manger may augment their title to reflect their market specialization.


    3.5 - Human Relations Department. The Human Relations Department shall be responsible for maintaining company compliance with federal, state, and local labor ordinances; for managing employee compensation schedules and benefits; for administering formal hiring and disciplinary procedures; for encouraging a positive employment experience; and for providing customer service assistance to appropriate departments. The head of the Human Relations Department shall be the Human Relations Director.

    3.6 - Accounting Department. The Accounting Department shall oversee all financial management, security, and data collection; shall project company profits and assess stability; shall process payments from clients; shall make payments to vendors as appropriate; and shall manage all other financial matters associated with Jefferson Electric. The head of the Accounting Department shall be the Chief Financial Officer.


*Administrative Structure Flow Diagram

 

 

 

 

 

 

 

 


 

 

 

                     

 

 

IV. Benefits and Compensation

     4.1 - Progressive Compensation Plan. An employee’s benefits and compensation rates shall be expressly written and authorized by the Chief Executive Officer in a Progressive Compensation Plan (CF-2). This plan shall be filed with the Human Relations Department, and a copy provided to the employee.

     4.2 - Notice of Adjustment. Any actual adjustment of any kind to an employee’s benefits or compensation shall compel a formal notice to the employee.

     4.3 - Trade School Benefits. An employee may be enrolled in a trade school at the discretion of the employee's manager. In the circumstances wherein Jefferson Electric pays for any or all of the employees tuition to the trade school it is expected that the employee passes the prescribed classes assigned during the trade school curriculum. If an employee fails to pass an assigned trade school class the cost of that course may be assessed to the employee at the discretion of the employee's manager. 

  

V. Operational Policies

    5.1 - Credit and Debit Cards.

              A. - Card issuance. An employee may be issued a company debit or credit card. This card, although in an employee’s name, is the property of Jefferson Electric and is only intended to be used to purchase appropriate project equipment and materials as prescribed by an employee’s supervisor. Employee debit and credit cards shall have spending limits as prescribed by the Chief Financial Officer. At no time, except by the explicit authorization of the Chief Financial Officer should any employee at any time use his or her company debit to credit card to withdraw cash.

            B. - Receipts. Receipts are absolutely necessary for all purchases. Once an employee has made a purchase they shall submit the purchase receipt to the Accounting Department via the Receipt Bank application. Receipts are to be processed through Receipt Bank the day the purchase is made. All returned merchandise receipts shall be given to the Accounting Department directly, and shall not be processed through Receipt Bank.

    5.2 - Time Tracking. Except in the event of a salaried employee, all time at work is to be logged in the Tsheets application.

     5.3 - Time Off. Unless otherwise indicated in an employee’s Progressive Compensation Plan all time away from work will be unpaid. Requests for time off shall be made to an employee’s manager no fewer than two weeks in advance of the day(s) the employee wishes to be absent from work. Time off requests for unforeseen circumstances such as illness or jury duty only require reasonable advance notice to an employee’s manager.

     5.4 - Training. Unless expressly authorized in writing by an employee’s manager all training shall be unpaid.



VI. Behavior

     6.1 - Substance Abuse. No Employee shall engage in the abuse of any substance that impacts the employee’s attendance or ability to perform his or her duties; or any substance which violates federal, state, or local law.

     6.2 - Harm, Threat, or Endangerment. Any conduct that results, or could reasonably result in the physical, cognitive, or emotional harm of any persons is expressly forbidden. This includes harassment, intimidation, hazing, stalking, or any other action that restricts the freedoms of another person. A violation of this clause may be grounds for immediate termination.

     6.3 - Sexual Misconduct. Any misconduct or attempted misconduct of a sexual nature as outline by the State of Indiana, including but not limited to inappropriate communication or solicitation of another employee at Jefferson Electric. A violation of this clause may be grounds for immediate termination.

     6.4 - Dishonesty. Editing, forging, misleading, or providing false or incomplete information to any employee of Jefferson Electric is prohibited.

     6.5 - Unintended Use. It is forbidden to use company owned tools, equipment, or technology in any way other than their intended use.

     6.6 - Obstruction and Embedding. Conduct that in any way disrupts or attempts to disrupt the ability of any employee of Jefferson Electric to execute their duties, or which encourages the violation of any provision outlined in this Policy Handbook is forbidden.

     6.7 - Violation of the Law. No employee shall violate or attempt to violate any federal, state, or local law. A violation of this clause may be grounds for immediate termination.

     6.8 - Inappropriate Language or Clothing. The use of any language or clothing that contains or promotes content that could be construed as profane, offensive, pornographic, or inappropriate in nature is prohibited.

     6.9 - Theft and Tampering. Any conduct or attempted conduct which intends to engage in the theft, unauthorized alteration, or use of property not owned by the employee is prohibited and shall be grounds for immediate termination.

     6.10 - Non-Compliance. The refusal to comply with any reasonable direction given by a direct supervisor or manager, or conduct that prohibits one’s ability to efficiently complete his or her duties is prohibited.

     6.11 - Incompetence. Employees are solely responsible for completing their assigned tasks in a competent way. An inability to display competency in an employee's role may compel disciplinary proceedings.

 


VII. Disciplinary Proceedings

     7.1 - Written Warning. Should an employee violate any clause within this Policy Handbook the employee’s manager may choose to issue a written warning to the employee. In this event the employee’s manager shall file a Disciplinary Action Form (CF-5) with the Human Relations Department. In response the Human Relations Department shall produce a formal Written Warning which shall be delivered to the employee, in person, no more than three (3) calendar days after the Disciplinary Action Form is filed. The Written Warning may also compel temporary disciplinary actions such as suspension or loss of certain privileges.

     7.2 - Conference. If a second policy violation occurs, and after a formal Written Warning has been issued, a manager may file a second Disciplinary Action Form (CF-5) with the Human Relations Department indicating a need for a disciplinary conference with the employee. The Human Relations Department shall schedule the conference; at which the employee, the employee’s manager, a Human Relations representative, and the Chief Executive Officer must be present. Following this conference the Chief Executive Officer may choose to issue a written letter to the employee, in person, outlining specific terms and conditions for behavior correction, discipline, and termination. A copy of this letter shall be filed with the Human Relations Department.

     7.3 - Termination. If a third policy violation occurs, and after a formal Written Warning and Letter have been issued as outlined in 7.1 and 7.2 of this Policy Handbook, the Chief Executive Officer may choose to terminate the employee. A formal Written Notice, Conference, or Letter is not required for termination in the event of a policy violation that explicitly warrants immediate termination. The Chief Executive Officer shall file a Disciplinary Action Form (CF-5) with the Human Relations Department indicating the termination of the employee. The Human Relations Department shall thereafter issue a formal written notice of termination to the employee.

 

VIII. Rights of Appeal

    8.1 - Grievable Actions. An employee shall have the right to appeal suspension, losses of privileges, or termination. An employee shall not have the right to appeal the issuance of any Written Warning, Conference, or Letter.

     8.2 - Appeal Procedures. An employee wishing to appeal a grievable disciplinary action shall send a written letter to the Chief Executive Officer outlining specific reasons previous disciplinary actions were unwarranted, or why their continued employment at Jefferson Electric would prove desirable. The Chief Executive Officer shall review the letter and issue a formal written reply to the employee indicating their decision to accept or deny their appeal within ten (10) calendar days.