Team Member Handbook

Policies & Procedures

Scope & Interpretation

The policies in this Handbook are intended to comply with all applicable local, state and federal laws. It is possible that a provision or policy may inadvertently be inconsistent with applicable legal requirements. In that situation, the provisions of applicable law will prevail. If you have any questions about legal requirements or possible policy inconsistencies, please reach out to Human Resources (“HR”) (jordan@sackclothandashes.com).

 

This Handbook contains only general information and guidelines. It is not intended to comprehensively address every possible scenario that may arise. If you have any questions about interpretation, application, or possible exceptions to the policies, please reach out to HR (jordan@sackclothandashes.com). 

 

Throughout this Handbook, we use the terms “Team Member(s),” “you,” or “employee(s)” to refer to employees of Sackcloth and Ashes. We use the term “company” or “we” to refer to Sackcloth and Ashes.

 

The procedures, practices, policies and benefits described in this Handbook are subject to change without notice.

 

If you have any questions or concerns about something mentioned in this handbook, please let HR (jordan@sackclothandashes.com) know. 


Company Benefits

Retirement Contribution

Sackcloth & Ashes currently offers a 401(k) plan through Guideline and will match your monthly investment at a rate of up to 3% of your monthly income. Team Members will receive an email from Guideline on the 4th month of hire and will be prompted to specify investment choice or decline benefit. Employees will be automatically enrolled in a 3% investment per month if no response is made through email sent from Guideline. 

 

Eligibility for this benefit is available after 3 months of employment for full and part time employees. 


Therapy Benefit

Personal therapy provided by a Licensed Counselor, Therapist, or Psychologist (not covered by your health insurance) is available for reimbursement every month up to $80 per month. 

 

Receipt(s) must be received by HR by the end of the month directly following your date of service. Please send your monthly receipt(s) to HR (jordan@sackclothandashes.com) and you will be reimbursed via PayPal within 5 business days. 

 

Eligibility for this benefit is available upon employment for full time employees. 


Questions regarding this benefit can be directed to the Benefits Coordinator (ciara@sackclothandashes.com).


Childcare Stipend

Childcare for employee’s children (ages 12 and under) that occurs during an employee’s work hours are available for reimbursement up to $200 per month. This benefit is per household in the case that both parents are employed by the company. 

 

Submitted receipt(s) must be organized by month and received by HR by the end of the month directly following your childcare dates eligible for reimbursement. Please send your monthly receipt(s) to HR (jordan@sackclothandashes.com) and you will be reimbursed via PayPal in one lump sum within 5 business days. 

 

Eligibility for this benefit is available upon employment for full time employees. 


Questions regarding this benefit can be directed to the Benefits Coordinator (ciara@sackclothandashes.com).


Physical Health Benefit 

Gym memberships or fitness subscriptions or applications are available for reimbursement every month up to $80 per month. 

 

Receipt(s) must be received by HR by the end of the month directly following your requested reimbursement dates. Please send your monthly receipt(s) to HR (jordan@sackclothandashes.com) and you will be reimbursed via PayPal within 5 business days. 

 

Eligibility for this benefit is available upon employment for full time employees.


Questions regarding this benefit can be directed to the Benefits Coordinator (ciara@sackclothandashes.com).

 

Blanket Benefit 

All employees are eligible to receive 1 Sackcloth & Ashes blanket to either personally keep or gift per month. This benefit is not based on an accrual system, meaning, Team Members do not become eligible for the receival of 2 blankets in August if they decided not to receive or send a blanket in July. Blanket choices are dependent on available stock. 

 

To receive your blanket benefit please contact Jacob Balint in person or via email (jacob@sackclothandashes.com) with your blanket request. Upon his approval of your selection, he will make sure that you either receive it personally or that it is sent to the address you gave him. 

 

Eligibility for this benefit is available upon employment for all employees.  


Health Benefits 

Sackcloth and Ashes has 3 Medical Benefit Plans (2 silver, 1 bronze) through Providence Health and 1 Dental Benefit through The Standard for employees to select from when eligible. 


Sackcloth and Ashes covers 75% of the employee only premium toward their selected benefit coverage.  

 

Health and Dental Benefits are available to full time employees on the first of the month that follows 60 days of employment, during open enrollment, or upon a qualifying life event. Employees have 30 days after their eligibility date to enroll.

 

If you wish to receive health insurance information or have questions regarding coverage, please contact the Benefits Coordinator (ciara@sackclothandashes.com).

 

Phone Stipend

In the event that a Team Leader qualifies you for reimbursement under this policy, please submit your phone bill to HR within 30 days of receival. Eligibility for reimbursement for employee’s phone bill is at the discretion of employee’s Team Leader and covers phone bills up to $90 per month. 

This policy does not cover payments towards physical cellular devices, insurance, or anything additional other than the usage of your personal cellular device.  


Travel Expenses and Reimbursement

Work-related travel expenses will be reimbursed by Sackcloth and Ashes via PayPal within 5 days of HR receiving employee’s receipts. Travel related expenses must be deemed integral by HR and will be reimbursed accordingly. HR reserves the right to deny reimbursement for expenses that do not seem essential or to ask for further clarification of receipts.

 

Receipts are to be sent from employee via email to HR (jordan@sackclothandashes.com) and must be submitted the same month that the last day of the trip occurred for reimbursement. 

 

Please send *receipts as attachments in email to HR including an itemized list with the following details: date, item, reason for purchase, dollar amount of item, total of all receipts in email. Expenses that are not accompanied by a receipt will not be eligible for reimbursement.

 

*Examples of qualifying items considered “receipts”: screenshot or picture of receipt, emails verifying purchase, screenshots of bank deduction with employee notations when deducting company is not clear.


Sackcloth & Ashes Property 

Employees are required to have verbal approval from a Team Leader before taking business owned items off of Sackcloth and Ashes property. During an employee's request for use of the item, the employee must specify the time the item will be returned and verify with the Team Leader that the time frame will not affect daily business workflow.  

 

Team Leaders reserve the right to refuse personal use of business owned items to employees. 

 

Under no circumstances should sample products leave the Sackcloth and Ashes facility without the direct verbal approval of Jordan Tardie. 


Phone and Internet Use in the Workplace

Utilizing cell phones in a way that requires looking at the phone or typing of any kind while operating equipment is not allowed. 


Personal or business calls may be taken when an employee utilizes their personal headphones and if the call does not distract from the employee’s work or the work being done around them.


Improper use of cell phones and or the internet during work hours may result in corrective action which could lead to a write up or reassessment of their job position with the company. Cell phone and/or internet usage for illegal or dangerous activity, for purposes of harassment, or in ways that violate the company confidentiality policy may result in employee termination.


Driving Company Vehicles 

Only Team Members who are on the company’s insurance policy have permission to drive the company vehicle(s). 

 

Before departing, Team Members must obtain verbal authorization from a Team Leader prior to using the vehicle. 

 

Sackcloth and Ashes complies with all federal and state laws regarding general driving rules, laws, and regulations.


Children in the Workplace

Sackcloth & Ashes Salem, Oregon Headquarters is frequently an unsafe and unfit environment for adolescents to occupy due to large machines, sharp objects, and musical listening choices made by employees, etc.

 

Please be advised that you as the employee must accompany any visiting adolescents that you bring to the workplace at all times. 

 

When possible, we also ask that you notify your Team Leader of any known future visits where adolescents will be coming to the Salem Headquarters. This will give your Team Leader the opportunity to alert you of any unsafe work and/or procedures that may be happening during that time.


Large Equipment Policy

Team members are only authorized to use Sackcloth and Ashes equipment when given direct training from their team leader and/or fellow team member. Upon completion of training and once deemed ready by team leader the employee will then have permission to move forward in utilizing Sackcloth and Ashes equipment. 


Alcohol at Work and Work Events

Sackcloth and Ashes complies with all federal and state laws regarding alcohol. 

 

When an employee chooses to partake in alcohol that is available at work related events or meetings (whether during work hours or not) Sackcloth and Ashes expects all employees to comply with federal and state laws regarding alcohol while also representing the company well. 

 

In accordance with federal and state laws company machinery and vehicles are not to be operated by employees after alcohol consumption. 

 

Any employee found not abiding by federal and state laws or this policy will face disciplinary action that may include but is not limited to corrective action, expulsion, or legal action. 


Meal and Rest Breaks

Meal Breaks

All Team Members who work 5 or more hours on a given day are eligible for a (unpaid) 30-minute meal break. Team Members that are hourly are required to clock in and out for their meal break. 

 

A meal break is available to be taken after working at least 2 hours and must be taken around the middle of your workday. 

Team Members are eligible for a second (unpaid) 30-minute meal break on the occasion that they work longer than 10 hours in one day. 

Rest Breaks 


All Team Members are eligible for a 15-minute break for every 4-hour segment worked (or major portion thereof). These should be taken after 2 hours of work before or after the meal break.


Breaks to Express Breast Milk

Team Members may take reasonable breaks as needed to express milk for their children (age 18 months or younger). 

 

We provide eligible Team Members with a lactation break each time the employee needs to express milk. Where a private location to express milk has not previously been established or arranged with a Team Member, we will make reasonable efforts to provide a location, other than a public restroom or toilet stall, in close proximity to the employee’s work area for them to be able to take lactation breaks in private.

 

When feasible, Team Members should take lactation breaks during their paid rest period or scheduled meal period. Lactation breaks that do not coincide with the Team Member’s paid rest break are unpaid. With prior Team Leader permission, Team Members may be allowed to work additional time before or after the Team Member’s scheduled shift to offset any unpaid lactation breaks taken that day. 

 

When feasible, we ask that Team Members provide reasonable notice to HR if they intend to take lactation breaks when returning to work after a child’s birth so that the appropriate arrangements can be made to make them the most comfortable.


Paid Holidays

· New Year’s Day

· Martin Luther King Jr. Day

· President’s Day

· Memorial Day

· Juneteenth

· Independence Day

· Labor Day

· Indigenous Peoples’ Day (Columbus)

· Veteran’s Day

· Thanksgiving Day

· Christmas Eve

· Christmas Day

 

If taking a holiday off will prevent a project from being finished on time, Team Members will be notified by their Team Leader that they are required to work. On this occasion, hourly employees will be paid time and a half for any time worked. If only a portion of the day is worked at time and a half, then the additional hours not worked will still be paid as holiday pay. 

Paid holidays that fall on Saturday will be observed the previous Friday and paid holidays that fall on Sunday will be observed the following Monday.


Paid Time Off
Team Members accrue PTO according to the following schedule. You will see your balance reported monthly on your paystubs.

Paid Vacation Time

Vacation Time may be used for planned vacations, household emergencies, inclement weather (when not able to work from home), personal matters, and for other reasons permitted by applicable law.

Paid Vacation Time is subject to approval by HR and Team Leader, who have discretion to approve or deny requests. Please make your best efforts to give your Team Leader and HR at least 2 weeks advance notice so that they can make all reasonable efforts to approve your request. Paid vacation requests will be granted by HR on a first come, first-served basis and you will be notified via email of approval or denial. 

When possible, employees are required to take care of all work-related responsibilities before vacation and to delegate responsibilities to other Team Members when necessary to be completed in their absence.

Requests to use accrued Vacation Time are to be submitted through Isolved’s Employee Self Service. 


Upon the separation of employment at Sackcloth and Ashes for any reason, unused Paid Vacation/Sick Time will be forfeited unless prohibited by applicable law. 


Unplanned Absences

In the case of an unplanned absence, notify your Team Leader as soon as possible by phone call or text. 

Please provide your Team Leader with a brief explanation regarding the reason for your unplanned absence including the expected duration of the absence. 

To use Sick or Vacation Time you have accrued instead of having an unpaid absence, you can go into your Isolved Employee Self Service and make the request. Requesting absences be delegated as paid time off instead of unpaid is the employee’s responsibility.   

· Absence from work for 1 full day without notifying your Team Leader will subject you to reevaluation of your position within Sackcloth & Ashes

· If you have questions regarding a time off request, please reach out to your Team Leader or HR.   


Paid Sick Time

Paid Sick Time may be used for sick leave as defined by your state law, but generally includes illness, family illness, household medical emergencies, doctor appointments for yourself or a family member, or parental leave.


If you use 3 or more consecutive days of Sick Time, you may be asked to provide a note from your physician.


Sick time accrual will be capped at 48 hours and any unused sick time at the end of the year will be rolled over to the next calendar year. Unused sick time will not be paid out upon conclusion of employment with Sackcloth & Ashes.



Family Leave 

Sackcloth and Ashes complies with the Family Medical Leave Act and applicable state family medical leave acts. In general, this means you are legally allowed to take up to 12 weeks of Family Leave each year for the following reasons: 

· Birth or Adoption of a Child

· Serious Health Condition

· Military Family Leave

This leave may be paid or unpaid as required by law. You may also use your available Sick and Vacation Time to be paid for this leave. 

To see a full and complete breakdown of Family Leave rights and rules, including eligibility, please follow the applicable link for your state: 


Federal Family and Medical Leave Act: https://www.dol.gov/agencies/whd/fmla 

California: https://edd.ca.gov/disability/paid-family-leave/ 

Oregon: https://www.oregon.gov/boli/employers/Documents/BOLI_OFLA.pdf

Washington: https://paidleave.wa.gov/


Jury Duty

Sackcloth and Ashes recognizes jury duty as a civic responsibility of everyone. When summoned for jury duty, please notify HR and your Team Leader immediately via email. You will receive whatever regular pay is required by law, if any, during your jury service.

 

Military Service Leave

Sackcloth and Ashes will not discriminate or retaliate against any Team Member who takes unpaid leave to participate in uniformed military service. If you intend to perform duties in uniformed military service, you must provide HR with as much advance notice of the impending service as possible. Failure to provide sufficient notice may result in loss of the Team Member’s rights under this policy.


Domestic Violence, Sexual Assault, or Stalking Leave

Sackcloth and Ashes strives to ensure that Team Members feel safe at work. If you are the victim of domestic violence, sexual assault, or stalking, and feel that certain accommodations are necessary to make the workplace safer, you must notify HR immediately. We will endeavor to provide a reasonable accommodation that will make the workplace safer so long as it does not create an undue hardship on the operation of the business.

 

Provided it does not cause an undue hardship, if you are a victim of domestic violence, sexual assault, or stalking, or are the parent or guardian of a minor child who is such a victim, we will grant reasonable unpaid leave of absence for the following reasons: 


· To seek legal or law enforcement assistance or remedies to ensure the health and safety of the Team Member or the Team Member’s child

· To seek medical treatment for or to recover from injuries caused by domestic violence, sexual assault, or stalking

· To obtain counseling related to an experience of domestic violence, sexual assault, or stalking

· To obtain services from a victim services provider

· To relocate or take steps to secure an existing home to ensure the health and safety of the Team Member or the Team Member’s child

 

If you require such leave, you must notify HR with as much advance notice as possible. You may use your available Sick and Vacation Time to be paid for this leave. You may be required to provide certification that you or your child is a victim of domestic violence or that you are taking leave for one of the approved purposes listed above. Any records obtained as part of this certification shall be treated as confidential and shall not be released to any party without your express permission, unless otherwise required by law.

 

Crime Victim

Sackcloth and Ashes will not retaliate against any Team Member who requests or takes leave due to financial, social, psychological, or physical harm as a result of a crime against the Team Member or the Team Member’s immediate family member. If you require such leave, you must notify HR with as much advance notice as possible. 

Provided it does not create an undue hardship, any Team Member who is a crime victim will be granted unpaid leave to attend a criminal proceeding.


Accommodations for Pregnancy, Childbirth or Related Conditions

Under state and federal law, Team Members have the right to be free from discrimination because of pregnancy, childbirth and related medical conditions and the right to certain reasonable accommodations. 

 

Sackcloth and Ashes will provide Team Members with a reasonable accommodation for known limitations due to pregnancy, childbirth, or related medical conditions, so long as the accommodation will not impose an undue hardship on the operation of its business. Reasonable accommodations that may be available to Team Members under this policy include but are not limited to: 


· Acquisition or modification of equipment or devices

· More frequent or longer break periods or periodic rest

· Assistance with manual labor

· Modification of work schedules or job assignments

 

Accommodations under this policy are available to any Team Member who is pregnant, has recently given birth, or has related medical conditions. Eligible Team Members who need accommodation to satisfactorily perform their jobs are encouraged to promptly inform HR. Upon request, Sackcloth and Ashes and the Team Member will engage in an interactive process to discuss potential effective reasonable accommodations that may be offered. 

 

The type of accommodation offered will necessarily vary depending on the Team Member’s limitations and the nature of the Team Member’s job. If more than one accommodation would be reasonable, we reserve the right to select the particular accommodation that we will provide. If the accommodation we provide is not effective in helping you satisfactorily perform your job, please notify HR immediately. We will work with you to determine if there are other reasonable accommodations that may be effective. 

 

Sackcloth and Ashes prohibits any form of retaliation against a Team Member for inquiring about, requesting, or using a reasonable accommodation provided under this policy. If you ever feel that you have been retaliated against in any way related to this policy, please report your concerns to HR.


Corrective Action 

Sackcloth and Ashes prohibits any form of retaliation against a Team Member for inquiring about, requesting, or using a reasonable accommodation provided under this policy. If you ever feel that you have been retaliated against in any way related to this policy, please report your concerns to HR.


This corrective action policy and the following procedures are designed to provide a structured process to improve and prevent a recurrence of undesirable Team Member behavior or performance issues. We reserve the right to combine or skip steps depending on the facts of each situation and the nature of the offense.


Nothing in this corrective action policy provides any contractual rights regarding Team Member discipline or corrective action procedures. Nothing in this policy should be read or construed as modifying the employment at will relationship between Sackcloth and Ashes and its Team Members.


Procedure:

1) Verbal Warning

2) Verbal Discussion with Team Leader about Corrective Actions

3) Formal Written Reprimand

4) Formal Disciplinary Meeting with Team Leader

5) Final Written Warning

6) Indefinite Suspension or Termination


During this corrective action process, your Team Leader will communicate to you the performance, conduct, or attendance issue and the company’s expectations. You and your Team Leader will discuss the steps you must take to improve your performance or resolve the issue and how we can help you resolve the issue.


At-Will Employment Policy

Sackcloth and Ashes reserves the right to employ at will. This means that employment can be terminated, with or without cause, and with or without notice, at any time, at the option of the company or at the option of the employee.

The policies in this handbook are not to be construed as a contract of employment. Sackcloth and Ashes expressly reserves the right to change, add to, or delete policies at any time. Changes will be effective on dates determined by the company, and you may not rely on policies that have been superseded. No one, other than the Human Resources Manager, at the request of Chief Executive Officer, Bob Dalton, has authority to alter the policies, and all such changes must be in writing.



Equal Employment Opportunities/Non-Discrimination

Prohibition on Discrimination, Harassment & Sexual Assault
In accordance with applicable law, Sackcloth and Ashes expressly prohibits any form of discrimination, harassment, or sexual assault in violation of this Equal Employment Opportunity policy. You are expected to treat others, including other Team Members, supervisors, and clients, with tolerance and respect. This policy covers the conduct of everyone in the workplace, including management, every employee, outside vendors or salespeople, clients, and customers. 
 
Sackcloth and Ashes encourages reporting of all perceived incidents of discrimination, harassment, sexual assault, or retaliation, regardless of the offender’s identity or position. 

Equal Employment Opportunities
Sackcloth and Ashes provides equal employment opportunities to all employees and applicants for employment without regard to race, color, religion, sex, marital status, pregnancy, national origin, age, sexual orientation, gender identity, disability, veteran status, uniformed military service, genetic information, or any other classification protected by local, state or federal law. This policy applies to all terms and conditions of employment, including but not limited to hiring, placement, promotion, termination, layoff, recall, transfer, leave of absence, compensation, and training. If you have any questions about this policy, please reach out to HR.
 
Nondiscrimination Generally
Sackcloth and Ashes prohibits discrimination against any applicant or employee on the basis of any status or characteristic protected by law and this Equal Opportunity policy. “Discrimination” under this policy includes but is not limited to: unlawfully refusing to hire or employ or baring or discharging an individual from employment; discriminating against an individual in compensation or in terms, conditions or privileges of employment; advertising any prospective employment that directly or indirectly expresses any limitation, specification or discrimination as to any status or classification protected by law or this policy; discharging, expelling, or otherwise discriminating against a person who has opposed any unlawful practice or because a person has filed a complaint, testified, or assisted in any proceeding related to unlawful discrimination; aiding, abetting, inciting or compelling, or coercing any of the acts forbidden by law or this policy. 
 
Nondiscrimination on Basis of Disability
Sackcloth and Ashes prohibits discrimination against any person with a disability by refusing to hire, employ or promote, bar or discharge from employment, or to discriminate in compensation or in terms, conditions, or privileges of employment on the basis of disability. “Discrimination” for this purpose includes but is not limited to: limiting, segregating, or classifying a job applicant or employee in a way that adversely affects the opportunities or status of the applicant or employee because the applicant or employee has a disability; utilizing standards, criteria, or methods of administration that have the effect of discrimination on the basis of disability; denying equal jobs or benefits to a qualified individual because the individual is known to have a relationship or association with an individual with a 
disability; failing to make a reasonable accommodation to the known physical or mental limitations of a qualified individual with a disability who is a job applicant or employee, unless the employer can demonstrate that the accommodation would impose an undue hardship on the operation of the business of the employer; denying employment opportunities to a job applicant or employee who is a qualified individual with a disability, if the denial is based on the need of the employer to make reasonable accommodation to the physical or mental impairments of the employee or applicant; or using qualification standards, employment tests, or other selection criteria, including those based on an individual’s uncorrected vision or unaided hearing, that screen out or tend to screen out an individual with a disability or a class of individuals with disabilities unless the standard, test, or other selection criterion, as used by the employer, is shown to be job-related for the position in question and is consistent with business necessity. 
 
Prohibition on Harassment & Sexual Assault
As these terms are defined below, Sackcloth and Ashes strictly prohibits harassment and sexual assault.  
“Harassment” is broadly defined as verbal or physical conduct that demeans or shows hostility toward an individual because of race, color, religion, gender, national origin, age, sexual orientation, disability, or any other status protected by law. 
For the purposes of this policy, “sexual assault” includes any unwanted conduct of a sexual nature that is inflicted upon any employee or compelled through the use of physical force, manipulation, threat, or intimidation.
 
Team Members and employers are advised to document any incidents of discrimination, harassment, or sexual assault. 
 
An employer may not require or coerce an employee to enter into an agreement with an employee or prospective employee, as a condition of employment, continued employment, promotion, compensation or for the receipt of benefits, that contains a nondisclosure provision, a non-disparagement provision or any other provision that has the purpose or effect of preventing the employee from disclosing or discussing conduct that constitutes discrimination, harassment or sexual assault that occurred between employees or between an employer and an employee in the workplace or at a work-related event that is off the employment premises and coordinated by or through the employer, or that occurred between an employer and an employee off the employment premises. 
 
In Oregon, the statute of limitations period applicable to an employee’s right of action for alleging unlawful discrimination, harassment or sexual assault must be commenced by filing a complaint or commencing a legal proceeding not later than 5 years after the occurrence of the alleged violation. Other applicable laws may have a shorter time limitation on filing.
 
An employee who believes he or she is the victim of discrimination, harassment or sexual assault may voluntarily request to enter into a settlement, separation or severance agreement containing, among other terms, no-rehire provisions and restrictions preventing the disclosure of factual information relating to a claim or potential claim of discrimination, harassment or sexual assault. However, the employee will be given not less than 7 days to reconsider and revoke the agreement after signing. 

Last Updated August 9th, 2021

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