Team Member Handbook

Policies & Procedures

Company Benefits


Retirement Savings Assistance: Sackcloth and Ashes matches what you put into your Guideline savings plan, up to 3% of your salary. You’re eligible for this benefit after you’ve been employed at Sackcloth and Ashes for 3 months.


Investment in Mental Health: Every month, Sackcloth and Ashes will reimburse your monthly therapy or personal mental health betterment.  You pay for your therapy, then present a receipt to HR and you will be reimbursed (up to $80 per month) via PayPal within 5 business days. All therapy appointments must fall in hours when you are not scheduled to be at work.

 

Child Care Stipend: Every month, Sackcloth and Ashes will reimburse you for up to $200 worth of childcare charges. (see Child Care Stipend Procedure for more details on this reimbursement)

 

Investment in Physical Health: Sackcloth and Ashes will reimburse you for your gym membership (up to $80 per month). If you would prefer to invest in your physical health in ways that do not include going to a gym, you may be reimbursed for home equipment, online classes, etc…

If you are wanting to be reimbursed for something other than a gym membership, you must get approval from HR prior to the purchase.

 

Monthly Blankets: Each month you get to pick out 2 blankets to have for yourself or to give as gifts. After you choose what you’d like, send an email to Jacob (Jacob@sackclothandashes.com) letting him know what you took.

If you do not live locally, just send an email to Jacob telling him what blankets you’d like, and where you’d like them sent.

 

Company Health Benefits: Sackcloth and Ashes offers a company Health Insurance plan. You are eligible to enroll upon hire, or during yearly open enrollment. For detailed information, reach out to Evie at Evie@sackclothandashes.co

 

Sackcloth and Ashes Giving Match: Sackcloth and Ashes will match your charitable donations up for 3% of your monthly pay. If you would like to make charitable donations and have them be matched, the donations will come directly out of your paycheck and be taken care of by Gusto.

These are pre-tax donations. If you would like to take this opportunity, reach out to Evie at Evie@sackclothandashes.com for more details.

 

Child Care Stipend

 

The purpose of the Sackcloth and Ashes Child Care Stipend is to ease the stress of requiring child care in order for a Team Member to come to work.

All full-time Team Members are eligible for the Child Care Stipend Benefit.

The maximum Child Care Stipend benefit is $200 per month.

 

Here are the steps that must be followed in order to receive the stipend.


Child Care must take place during work hours. 8:30am – 3:30pm.


You must provide a receipt showing that the child care has already been paid for by you. Sackcloth and Ashes does not pay your child care bill. This is a reimbursement. Receipts can be submitted in person, by handing a receipt to HR. They can also be submitted via email to HR at Evie@sackclothandashes.com


Child Care Stipend will be paid in one lump sum. If you pay your child care in installments, please submit receipts that add up to $200 to be paid all at once.


If all these steps are completed, reimbursements will be made within 5 business days via PayPal

 

Again, the purpose here is to make life easier on Team Members, not to confuse them. So, if you have any questions or confusion, please reach out and ask.

 

Children in the Workplace


Sackcloth and Ashes works hard to put an emphasis on the value of families. In another effort to preserve that value, Children under the age of 15 will no longer be permitted inside Sackcloth and Ashes Headquarters.

 

This is solely for the purpose of keeping our children safe. HQ is simply no longer a safe environment for children. In addition, if something were to happen to a child in our workplace, our insurance company would not cover the incident leaving Sackcloth and Ashes liable.

 

If kids are seen in the building, we will ask their guardian to escort them out immediately.

 

The only exception to this rule will be if there is a previously scheduled tour or school group coming through. This way we can prepare and make sure ahead of time that the environment will be safe while they are here.

 

As with all policies and procedures, if you have any questions at all, please reach out to HR.

 

Lunch and Rest Breaks


Our Team Member breaks policy describes how Team Members should take breaks during their workday. We want our Team Members to be able to rest, eat, smoke and relax for some time during their workday to foster a pleasant workplace.

 

This policy applies to all Team Members.

 

Team Members can take the following breaks at work:

 

Meal breaks:

We provide all Team Members who work more than six hours on a given day with a 60 minute meal break. They should take it within two to five hours from the beginning of their workday. If you work longer than ten hours in one day, you can take a second meal break. These breaks are a paid time off to rest, eat, relax.

Because this is a paid break, there may be times when this time is interrupted with a quick question or conversation.

 

Rest Breaks:
You are welcome to take a 15 minute after 2 hours of work, but before your lunch break. But if you choose to do so, you’ll need to subtract that time from your lunch break, making your lunch break 45 minutes rather than 60 minutes.

 

Restroom breaks:
Team Members can take reasonable restroom breaks, whenever they need to, as part of their workday.

 

Sackcloth and Ashes takes great strides to set itself apart from the average workplace and sees this as a great opportunity to do so. Please always feel free to reach out to HR with any questions or concerns about this or any policy.

 

Paid Holidays

 

The Following are Holidays that Sackcloth and Ashes has chosen to give you as paid days off.

If your regularly scheduled workday falls on the day of the holiday, you may take that day off as a paid Holiday.

 

  • Memorial Day
  • Juneteenth 
  • Independence Day
  • Labor Day
  • Veterans Day
  • Wednesday - Friday during the week of Thanksgiving
  • Christmas - December 24th  and 25th
  • New Years – December 31st and January 1st.

 

If taking the holiday off will prevent a project from being finished on time, you may be asked to work on the holiday.

If you are an hourly employee and you are required to work on a paid holiday, you will get paid time and a half that day.

If you have any questions, please reach out to Human Resources

 

Paid Time Off 
Paid Vacation and Sick Time Policy

 

What it is:

 

Sackcloth and Ashes takes pride in the incredible work ethic of our Team Members and want to reward that dedication with generous Paid Vacation Time and Paid Sick Time policies.  Like traditional vacation and sick policies, you accrue paid time off as your work. See the accrual table below to see how much time you earn and when. You will see your balance reported monthly on your paystubs.


VACATION TIME

Earned Monthly

Hours per Year

= Weeks per year

Base

5.834

70

2

1st Anniversary

7

84

2.4

2nd Anniversary

8.166

98

2.8

3rd Anniversary

9.333

112

3.2

4th Anniversary

10.5

126

3.6

5th Anniversary

11.666

140

4


SICK TIME

Earned Monthly

Hours Per Year

=Weeks per Year

Standard Rate

5.835

70

2

PAID VACATION TIME


What Vacation Time can be used for:


Vacation Time may be used for planned vacations, household emergencies, inclement weather when not able to work from home, or other personal matters requiring you to take time off from work. 


How to use Vacation Time:


Vacation scheduling is subject to approval by HR, who has discretion to approve or deny requests under this policy. Sackcloth and Ashes encourages you to schedule for times that won’t cause significant disruption to team operations. Certain restrictions apply including, but not limited to:


You may be limited to one week of Vacation Time at a time, this will be decided on a case by case basis.

No recurring Vacation Time; for instance, you cannot take every Wednesday off.


In order to take Vacation Time, a team member must complete the following:


1.Send an email to HR (evie@sackclothandashes.com) outlining the dates/times/purpose of the time you are requesting off.


2. Report Time Off 

When you return to work after your Vacation Time, please send an email to HR listing what days you were gone and used Vacation Time.


3. During your time off 

We expect that you will take care of your responsibilities and clients before you leave and upon your return. 

We also expect that you will inform your team ahead of time of tasks that need completing in your absence.

If possible, be available by phone or email to answer questions that may arise in your absence.


Minimum Time Off


In an effort to reduce the risk of burn out, each Team Member is required to take a minimum of two weeks of Paid Vacation Time each calendar year.


Jury Duty 


Sackcloth and Ashes recognizes jury duty as a civic responsibility of everyone. When summoned for jury duty, you should notify HR immediately and you are granted leave to perform your duty as a juror. You will receive whatever regular pay is required by law during your jury service. 


PAID SICK TIME


What can Paid Sick Time be used for:


Paid Sick Time can be used for illness, family illness, household medical emergencies, doctor appointments for yourself or a family member, or parental leave.


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


PARENTAL LEAVE OF ABSENCE


Parental Leave during the year following the birth of a child or adoption or foster placement of a child under 18, or a child 18 or older if incapable of self-care because of a mental or physical disability. Parental leave includes leave to effectuate the legal process required for foster placement or adoption.


In these scenarios, you are legally allowed to take up to 12 weeks of Family leave each year.

You may use your Sick and Vacation time to be paid for this time. You may take up to 12 weeks of family leave whether you have paid time saved up or not. 

To see a full and complete breakdown of Family Leave rights and rules, please follow this link 

https://www.oregon.gov/boli/TA/docs/OFLA-Poster.pdf


How To Request Time Off (Vacation or Sick Time)


Planned absence: 

Tell HR in advance via email of any planned absence and the day(s) you are requesting off.  Emails to HR should be sent to evie@sackclothandashes.com.

If you are requesting a full one (1) week of Vacation Time, you should make the request at least two weeks in advance if possible. The more advance time you plan, the better.

HR will consult team leaders to determine if s/he thinks your work can be appropriately

covered by others at that time. According to business needs, your Manager will make all

reasonable efforts to approve your request. Vacation Time will be granted on a first-come,

first-served basis. 

Requests should be made by email. 

Unplanned absence: 

You must inform your team leader as soon as possible in cases of an unexpected absence. 

In all cases of unexpected absence, Team Members must provide a reason or explanation

satisfactory to Sackcloth and Ashes 

Team Members must inform HR of the expected duration of unscheduled absences. 

A Team Member who is absent from work for a full day without notifying his or

her supervisor or obtaining permission for such absence will be considered a voluntary

termination. 


If a Team Member is unable to meet these expectations, Sackcloth and Ashes reserves the right to revoke the PTO. 

If gross abuse of the PTO guidelines is observed, disciplinary action may be taken, and this may include termination of employment. 


What Happens if I leave the company or am terminated, and I have unused Paid Vacation/Sick Time?

Any Unused Paid Time Off will not be paid out at the end of a Team Member’s employment at Sackcloth and Ashes.


This Policy supersedes time off policies as documented in other written or electronic versions referencing Paid Time Off that you may have previously received. 


All emails to HR should be sent to Evie@sackclothandashes.com


This policy is subject to change without notice.


Phone Use in the Workplace


Sackcloth and Ashes cell phone policy offers general guidelines for using personal and company phones during work hours. 

The purpose of this policy is to help us all get the most out of the advantages phones offer our company while minimizing distractions, accidents, and frustrations improper phone use can cause. 

This policy applies to all Sackcloth and Ashes Team Members.


Cell Phone Use Guidelines:

The following are Sackcloth and Ashes basic guidelines for proper Team Member cell phone use during work hours. In general, cell phones should not be used when they could pose a security or safety risk, or when they distract from work tasks.  

  • Never use a phone while operating equipment. 
  • Do not use cell phones for surfing the internet or gaming during work hours.
  • Avoid using work phones for personal tasks.
  • Do not use cell phones during meetings. 
  • Keep personal phone calls under 5 minutes
  • Do not use speakerphone when you are in a shared space

We realize that cell phones can be great tools for our Team Members. We encourage Team Members to use cell phones if they prefer:

  • For making or receiving work calls in the appropriate place and situation to do so.
  • For other work-related communication, such as text messaging or emailing, in appropriate places and situations. 
  • To schedule and keep track of appointments.
  • To carry out work-related research.
  • To keep track of work tasks.
  • To keep track of work contacts.

Disciplinary Action:

Improper use of cell phones may result in disciplinary action. Continued use of cell phones at inappropriate times or in ways that distract from work may lead to having cell phone privileges revoked. 

Cell phone usage for illegal or dangerous activity, for purposes of harassment, or in ways that violate the company confidentiality policy may result in employee termination.


Alcohol at Work and Work Events


Sackcloth and Ashes puts an emphasis on team building and bonding. There are several occasions throughout the year when we as a team get together for a party, meeting, or activity where the purpose is to celebrate and have fun. Often times, Alcohol will be readily available to those who are legally allowed to consume it.  All Sackcloth Team Members who are of legal drinking age may consume alcohol if they choose to. However, the Team Member will be responsible for paying for their own alcoholic beverages.


At work and work functions there will be a two drink limit. If you start to feel intoxicated before you finish your second drink, then you should stop drinking when you start to feel intoxicated.


All Team Members should promote responsible drinking. While not all employees

choose to drink alcohol, if you choose to drink, you must:


  • Drink alcohol responsibly as part of a well-balanced lifestyle
  • Ensure alcohol never affects your judgement and performance at work
  • Seek medical advice or counselling if you are concerned about your

alcohol consumption

  • Obey all alcohol-related legislation and laws
  • Not condone underage drinking


If you feel like you have a problem with controlling your alcohol consumption, Sackcloth highly recommends you utilize your monthly therapy reimbursement to get the help you need. Your Team Leaders are always here for you in a time of need, so please reach out!


If you have any questions about this policy, please reach out to Human Resources.


Samples/Blankets in the Design Space


Sackcloth and Ashes has an amazing design team that works tirelessly to create and develop

new blanket designs and colors. Samples are created for: pitches to secure new business, the creation of content for marketing use, and to work out details for full production. Each sample costs ten times more than the cost of the full production blankets we receive and are extremely limited in quantity, typically 1-4 of each.


With those facts in mind, the sample blankets, or any blankets that live in the design space, are

strictly off limits for any use without Jordan’s explicit permission. Jordan is, in a sense, the librarian or curator of them. It is his responsibility to make sure they are all accounted for and safe when they are needed for a major pitch, photo shoot, etc.


As with all policies and procedures, feel free to reach out to HR if you have any questions or concerns.


At-Will Employment Policy


AN OREGON and CALIFORNIA RIGHT
For employers and employees

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, and the request of Chief Executive Officer, Bob Dalton, has authority to alter the policies, and all such changes must be in writing.


How to Appropriately Notify HR When You Have a Problem at Work


Sackcloth and Ashes places great stock in ensuring a positive culture for it’s Team Members. We truly desire for Team Members to feel safe and welcome at work. For this reason, Sackcloth and Ashes provides a grievance procedure to promote prompt and responsible resolution of issues raised by all Team Members. This procedure may be used freely without fear of retaliation. Human Resources is available to assist throughout the procedure. The process outlined below should be used if an individual disagrees with a Team Leader’s action including any disciplinary action, If the Team Member feels they’ve been discriminated against, has been sexually harassed, or policies and procedures have not been followed. 


Discuss Complaint with Immediate Supervisor.

Sackcloth and Ashes encourages informal resolution of complaints. Team Members should first discuss the complaint with their Team Leader within three business days of the situation whenever possible. If the complaint is not resolved as a result of this discussion, or such a discussion is not appropriate under the circumstances, proceed to the next step. 


Prepare and Submit Complaint Form to Human Resources for Review.

If the Team Member feels the complaint was not resolved in discussions with his/her Team Leader, they may prepare and submit a formal written complaint for review by Human Resources. To do so, the Team Member should prepare a Resolution Form and submit it to Human Resources within seven business days of the Step One discussion with the Team Leader. HR will then review the form and take appropriate next steps. Resolution form examples are provided when employed. Please let HR know if you need the form again.


During the review process you may be asked to provide more information and/or have a meeting with HR and/or COO or CEO. After all information has been assessed, a decision will be made and appropriate action will be taken. 


Please reach out to HR if you have any questions or concerns about this procedure.


Other Questions: 


If you have any questions, all emails to HR should be sent to Evie@sackclothandashes.com


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