fbpx

eloomi staff handbook

Copenhagen 🇩🇰

TABLE OF CONTENTS


1.   INTRODUCTION 

2.   HOLIDAY POLICY

3.   SICKNESS POLICY 

4.   DISCIPLINARY PROCEDURE 

5.   SAFETY & HEALTH 

6.   GRIEVANCE PROCEDURE  

7.    IT EQUIPMENT 

8.   REFERRAL PROGRAM 

9.   MATERNITY & PATERNITY 

10. HEALTH INSURANCE & PENSION 

11. NATIONAL DAYS OFF 

12. ZENEGY – our payroll system to register sickness & vacation 

13. RESPECT EACH OTHER  

14. TIME OFF 

15. WORKING FROM HOME 

16. CELEBRATING SPECIAL OCCASIONS 

17. ALCOHOL & DRUGS 

18. STAY COMPLIANT 

19. EXPENSES  

20. REGULATIONS 

21. VISITORS & GUESTS 

22. EXTERNAL COMMITMENTS 

23. NON-SMOKING 

24. IF YOU ARE LATE, ILL OR ABSENT 

25. PRESS 

26. WELL-BEING 

27. CODE OF CONDUCT 

1. INTRODUCTION

 

Welcome to the Company – we hope that you have a very enjoyable and successful career with us. 

 

This Staff Handbook sets out eloomi (the “Company”) policies, procedures, and rules so that you (the “Employee”) are aware of what to expect from us and what is expected from you. It is designed to act as a point of reference for you during your employment. Please familiarise yourself with these policies, procedures, and rules together with your contract of employment (Statutory Particulars of Employment).  

 

We reserve the right to alter, amend or discontinue any scheme, policy, procedure, or rule referred to in this Staff Handbook. This Staff Handbook will be amended accordingly, and updated pages issued to you. If terms and conditions offer to you individually differ to those contained within this Staff Handbook, your contract of employment will prevail. 

 

eloomi always align to default Danish laws! 

 

We are committed to carrying out its business fairly, openly and in good faith and with a zero-tolerance policy towards unethical and illegal business practices. We are looking forward to you contributing to our high standard of business ethics and our positive company culture.  


If you have any questions about any of the contents of this Handbook, please do discuss with your manager.
 

2. HOLIDAY POLICY 

Our aim is to ensure that all employees enjoy their full holiday leave as and when they choose to do so.   

During this time, it is important to us that our customer experience is not compromised. We ask that you follow the correct procedures for applying for and taking holidays in order that this can be achieved.  

Holiday Year 

Our holiday year runs from 1 September – 31 August. 

The new holiday law introduced a principle called Concurrency Holidays.

The basic principle is that you earn and take holidays at the same time. You earn 2.08 days of vacation per month, which can be taken immediately – and no later than within 16 months. Thus, the vesting period will be 12 months – and the holiday year will be 16 months. 

When should holidays be held? The holiday will be held in the same year as it is earned, so there will be the possibility of continuously taking holidays. However, the holiday can be saved for 16 months, i.e., the holiday is earned from the 1st of September to the 31st of August and can be held from the 1st of September to the 31st of December of the same year.

The notice is 3 months for the main holiday and at least 1 month for the second holiday.

The Holiday Act covers the 5 weeks guaranteed by the Danish Holiday Act. The same applies to the 1% holiday allowance and a 12.5% holiday allowance.

The Holiday Act provides for the possibility of taking holidays in advance. If approved by your manager, you have the opportunity to take a holiday before you have earned it. In eloomi, you can borrow up to 5 days in advance. If you stop at eloomi before the holiday reaches the end of the holiday, eloomi will have the opportunity to offset the value of the holiday paid against the salary paid.

The holiday allowance will be paid twice a year. This means that for the period from the 1st of September to the 31st of May, the holiday allowance (50%) will be paid together with the salary for the month of May, while the holiday allowance (50%) for the remainder of the holiday year will have to be paid together with the salary for the month of August. 

Employees are entitled to five (5) flexible days a year. The days a valid from July 1st to 30th June the following calendar year. If the days are not used within the specified time period, they are forfeited. The five (5) flexible days cannot be paid out if not used. Furthermore, the mandatory five (5) weeks of vacation need to be used before the employee can utilize the five (5) flexible days.

 

3. SICKNESS POLICY 

 

Sickness is taken seriously in our organization, and we would like to support you when you are unwell. We encourage you to take care of your health, especially when you are facing a serious or long-term health problem.   

 

Please stay at home when you are not feeling well. This will allow you to make a full recovery and minimizes the spread of infection amongst your team members 

 

If you are unable to work due to a long-term health problem, we will require a medical certificate. 

 

We are here to support you throughout periods of sickness; however, periods of frequent short-term sickness will be questioned by your manager.   

 

Absence and notification   

 

If you are unable to work, please call your manager or another senior staff member no later than 8.30 am on each working day of your absence. Emails are generally accepted if you have successfully notified the company of your absence. Please enter your sick leave in Zenegy. 

4. DISCIPLINARY PROCEDURE 

To maximise your potential and perform at your best, we understand that an exciting workload, like-minded and supportive colleagues, and a comfortable, healthy working atmosphere is important. We expect employees to work as a team with respect and consideration for their fellow team members.

There may be times that for various reasons you are unable to perform at your best or you are unable to meet the demands of your role. During these times we encourage discussion with your manager to obtain the support you need to fulfil your responsibilities. 

If for any reason your performance deteriorates, or your behaviour becomes anti-social or disturbing towards colleagues and this cannot be resolved through informal discussion the company will take the following disciplinary action: 

  1. verbal warning 
  2. written warning 
  3. dismissal 

The company can also decide to make a performance plan as an alternative.   

Misconduct 

We consider the following behaviour as misconduct that justifies disciplinary action including dismissal, with or without notice.   

  • bad timekeeping 
  • unauthorised absence   
  • undertaking private or non-company work without permission 
  • making excessive use of company resources, e-mail and/or computer networks for private purposes 
  • adding content to or commenting on blogs or social networking sites such as Instagram, Facebook, and Twitter, which may damage the company’s reputation, its employees, or its customers. 

The above list is not exhaustive.  

5. GRIEVANCE PROCEDURE  

 
If you have a grievance relating to your employment, you must discuss the matter informally with your manager as soon as possible.  

If the grievance cannot be resolved informally or your manager is the subject of your grievance, you must pursue the grievance as soon as possible as follows: 

Raising a grievance 

Please set out the nature of your grievance in writing together with all relevant evidence that explains or forms the basis of your grievance (including any suggestions on how it could or should be resolved). Send your grievance letter to your manager.  If this person is the subject of the grievance, then please send it to CEO/People. 

Invitation to a meeting 

As soon as possible, after your grievance has been considered and investigated, you will be invited to a meeting to discuss the grievance. 

Holding a meeting 

Your grievance will be discussed during the meeting. Following the meeting, we will inform you of any decision made or actions we intend to take.     

Right of appeal  

If you would like to appeal against our decision, you should write to your manager within five working days of being notified of our decision, stating the grounds of your appeal. 

If you choose to appeal, we will invite you to an appeal meeting as soon as possible.  Where possible, this meeting will be attended by a more senior manager than attended your initial grievance meeting.  You must take all reasonable steps to attend the appeal meeting.   

After the meeting, we will inform you in writing of any decisions made and actions we intend to take.  These decisions will be final. 

Right to be accompanied 

You have the right to be accompanied by a trade union representative, an official employed by a trade union or a fellow worker.  You must make a reasonable request to be accompanied.  You and your companion must take all reasonable steps to attend the meeting.  We may refuse your choice of companion if we feel their presence is likely to cause a conflict of interest or prejudice the appeal hearing in any way.  

You must notify us of your chosen companion in writing and in good time before your meeting. 

The role of the companion is to address the hearing, sum up the case and/or respond to the views expressed at the hearing.  The companion has no right to answer questions on your behalf, address the hearing if not required or prevent us from explaining the case. 

6. SAFETY & HEALTH 

At eloomi, employee’s health and safety are essential, both physically and mentally. To ensure that, we follow every recommendation from the official authorities.  

 

Therefore, we have strict rules regarding testing and sanitizing when coming to the office. We ensure that the office has the correct amount of people to meet all the requirements and recommendations while keeping a safe distance. We also have a clean desk policy, that further supports his initiative.  

 

We know that connecting with your colleagues is essential for our mental health. We aim to be flexible and ensure that colleagues who prefer to work from the office can do so. We have incorporated various efforts to ensure we are connected during this time of being apart, like virtual lunches and the Friday Pitch, to name a few.  

 

Rest assured, you will be part of a family and a strong team when joining eloomi – even when working remote. 

7. IT EQUIPMENT 

 

As a company, we provide each employee with a laptop. This is based on a fixed framework and is handled by IT Support.  

 

However, since many often have special wishes for special mobile phones and want regular replacements, the company does not provide a mobile phone and employees are required to use their own. We provide internet-based video and IP call tools for those in roles that need access to a mobile phone.  

8. REFERRAL PROGRAM 

 

eloomi wants to reward employees, who referred a job candidate who became a successful hire in eloomi. All employees are invited to make referrals and are entitled to reward. 

 

A reward is triggered when a referred hire is successful, meaning been employed for 4 full months continuously. Reward will be paid before taxes as part of your salary, as a one-time salary bonus per hire. 

 

Use your eloomi credentials to log in to our recruitment platform, Teamtailor. You can now refer your candidates. If in doubt, you can find instructions here. Please note that you must present the candidate with the opportunity, and he/she must be positive to discuss before you refer. No rewards available for team leads, managers, heads and up. 

9. MATERNITY & PATERNITY  

 

You probably have many questions about maternity leave and how you plan your leave to suit your family’s needs. eloomi gives you an overview here, so you are well prepared to plan your maternity leave with maternity pay & (Government pay).  

 

The first thing you need to know about maternity leave with maternity pay is that it is divided into four different types of leave: pregnancy leave, maternity leave, paternity leave and parental leave. You have different options for taking these types of leave depending on whether you are a mother, father, or co-mother. Please note that you must meet certain conditions to receive maternity benefits.   

 

Before birth – pregnancy leave  

Pregnancy leave is the first leave to which all future mothers are entitled. You can go on pregnancy leave 4 weeks before your expected date of birth. This is the date which your doctor sets and writes into your journal. If you need a scheduled caesarean section, you can go on leave 4 weeks before the date of the caesarean section. If you go over your term for birth, your pregnancy leave will automatically be extended until you have given birth. Conversely, it also means that if you give birth before your due date, then your pregnancy leave will be shorter than 4 weeks, as childbirth is a natural end to pregnancy leave.  

 

After childbirth – maternity leave  

After you have given birth, you, as a mother, automatically transition to the next type of leave, called maternity leave. As a mother, it entitles you to 14 weeks’ leave starting the day after you give birth. The first 2 weeks after birth, you are obliged to take time off. If you want, you can start working again after the first two weeks, but most people choose to take full maternity leave for the 14 weeks; as by rule, you cannot share this part of the leave with a father. 

After your maternity leave, parental leave starts, which you can share with a father.  

 

After childbirth – paternity leave  

The first leave you can take as a father or co-mother can start when your child has been born. You have the right to take 2 weeks of paternity leave after birth. You are free to plan when and how you want to take the 2 weeks of paternity leave within the first 14 weeks after the child’s birth. Just remember to inform your manager. Please note that the mother cannot take over your two weeks of paternity leave. You can start on joint parental leave when your paternity leave is over, even if the mother is still on maternity leave.  

 

Joint leave – parental leave  

Parental leave is the part of maternity leave that you can share between you. As a father, you can already start parental leave after your 2 weeks of paternity leave has passed. As a mother, you can start parental leave after your 14 weeks of maternity leave. Mother and father are entitled to 32 weeks of parental leave together with maternity pay, which you can share between you. Therefore, parental leave is quite flexible, so here you have the opportunity to plan the leave to suit you. For example, you can take a break to follow each other or for a period together. You can also distribute your maternity benefit over a longer period of time. 

 

Maternity leave to-do list 

 

BEFORE BIRTH  

As a mother, you must inform eloomi (People and your immediate manager) when you expect to give birth and when you will go on leave. You must do so no later than 3 months before your due date. As a father, you must inform eloomi (People and your immediate manager) when you expect to go on Paternity. You must do this no later than 4 weeks before you go on leave.  

 

AFTER BIRTH  

eloomi will report your maternity leave to Udbetaling Danmark. You will then receive a letter with Digital Post about how to apply for maternity benefits. Remember to apply no later than 8 weeks after birth. Tell eloomi (People and your immediate manager) when you’ll be back at work. You must do this no later than 8 weeks after birth. If you want to share the 32 weeks of parental leave between you and your partner, you must tell Udbetaling Danmark on borger.dk in the self-service solution ‘My Maternity.’ Arrange with your manager 8 weeks before you want to take out leave. If you want to postpone or extend your leave, you can do so in borger.dk in the self-service solution ‘My Motherhood.’ Remember to tell eloomi (People and your immediate manager) if you extend or postpone the leave. 

 

PAY 

As the woman going on pregnancy leave and maternity leave, you are entitled to 50% of your salary 4 weeks before birth and 14 weeks after birth according to Act on Salaried Employees (Funktionærloven) 

10. HEALTH INSURANCE & PENSION  

eloomi has a collaboration with Dansk Sundhedssikring. Additional information:  Dansk Sundhedssikring (ds-sundhed.dk) 

As a part of the health Insurance offering, you get advantages such as ex. Physio, chiropractor, scan, psychologist. The health insurance shall be considered as a supplement to any private arrangement the employee may have.

In eloomi we have chosen to apply the following guidelines to your employment terms: 

If the Employee wants to join a pension scheme this will be paid by the Employee and the Employee’s contribution of the monthly base salary is according to the agreed pension scheme of your choice.  Contact People for arrangement.

At all times, eloomi do not maintain a description of coverage of pension of own choice. Additional information will be available directly via the pension scheme supplier of your choice

11. NATIONAL DAYS OFF  

 

Public Holidays in Denmark (2022)

  • New Year’s Day (1 January)
  • Maundy Thursday (14 April)
  • Good Friday (15 April)
  • Easter Sunday (17 April)
  • Easter Monday (18 April)
  • St. Day of Prayer (13 May)
  • Christ’s ascension (26 May)
  • Whit Monday / Pentecost (6 May)
  • 2nd Christmas Day (25 December)

 

12. ZENEGY – our payroll system to register sickness and holiday  

 

Our payroll provider in Denmark is Zenegy. It can be used as web and app (we recommend that you use the app when you are up and running). Download the app to register all other information regarding vacation, registration of sick days, etc. You should have received an invite to Zenegy to your eloomi mail – please activate this. If you have any further questions, please ask People. Please remember to check and if needed edit your profile data (address, phone number, bank account etc.) – you can always change these data. 

13. RESPECT EACH OTHER  

We have liberal social conventions, and we enjoy an informal work atmosphere. We want to keep it this way, but freedom comes with responsibility. To have a good working environment for all, always ensure good behaviour and communication that will make it easy to navigate.  

Behaviour or communication that was meant to be harmless may not always be perceived that way. As individuals, we may have different boundaries for what we find acceptable. What you may believe is an innocent comment can be perceived by others as offensive or racist. 

In some cases, behaviour, or communication, e.g., containing elements of a sexual nature, may offend your colleagues or be perceived as sexually harassing.

This is never okay, and as a company, we do not accept this. To ensure clarity and to avoid a potential misunderstanding, an act or expression perceived as offending and has either sexual content or is related to a sexual context is considered sexual harassment. This means that we, as individuals, must pay attention to what we do, write, and speak.  

We are required to ensure that our behaviour and communication are not offensive, acceptable by others, and in line with the context.  

14. TIME OFF 

Vacation must be approved in Zenegy by your manager and with respect to your work, colleagues, and planning. You should place your main holiday of up to 3 weeks between July to mid-August – if in doubt please see 2. Holiday policy. 

 

Other vacation time should be coordinated with public holidays, if possible. Holidays not held cannot be transferred to the new vacation year. 

 

If you cannot be contacted on vacation, please ensure that there is a substitute from your team that can handle inquiries and cases. Ensure that you turn on your Out of Office reply, so that people contacting you are informed about your absence and guided to an alternative contact.  

15. WORKING FROM HOME 

Our eloomi culture promotes innovation and flexibility, and yes, we do have a flexible work from home guideline.   

We value hard work, collaboration, and teamwork, so we’d also love to see you in the local office you are connected to. However, we also understand that time-to-time, you prefer to work from home for different reasons. Talk to you manager, plan with your team so most of your team are present at the office and not away at the same time.   

Home for the holiday? You might want to spend some additional days at home and work from there. Arrange with your manager if you want to work for a couple of days following the holiday.  

Please use discretion when scheduling your remote days so that you are not away for important in-office meetings and events.  

All work from home events must be approved by your manager in advance so we can plan accordingly. Managers have the discretion to approve/deny any work from home requests. 

 

16. CELEBRATING SPECIAL OCCASION 

We love celebrating and often do so. On special occasions where one gets married, becomes a parent, or has a round birthday (20, 30, 40 etc.), it’s up to the individual team to arrange a separate celebration for the team with self-payment. eloomi supports with up to DKK 500 and following the guidelines for expense approval. In general, we choose to limit gifts to the above, since we support, e.g., the Red Cross instead of, e.g., buying Christmas gifts. There is always a case to help where eloomi can make a small difference. 

17. ALCOHOL & DRUGS  

 

Consuming alcohol or drugs in any form or being under the influence is not acceptable when we work. Limited consumption of alcohol on office premises after work hours is allowed. Any impact of drugs is forbidden at any time. If you work intoxicated, it will result in immediate expulsion and is considered a severe breach of employment. 

 

18. STAY COMPLIANT 

In eloomi, we have several areas in which ongoing compliance is needed, like IT Policy, Security, GDPR and similar. As a company, we are very passionate about delivering excellence, and that’s why we always need to be compliant.  

19. EXPENSES   

Our basic belief is that we work from the local office and use online tools for communication. There is no need for reimbursement for either driving or outlay. For unique business-critical external activities that require expenses, it must always be coordinated and approved beforehand, and then the company will reimburse all reasonable business expenses.

20. REGULATIONS 

We try to ensure we have the fewest possible rules; that is why all legal aspects of employment are constantly controlled and regulated by the applicable laws. This way, we always ensure we are in sync with the law for employment, vacation, maternity leave etc. and thereby, you are never in doubt about your legal position. Outside of Denmark, staff are regulated by the employee contract and applicable local laws as well. eloomi doesn’t participate in unions and collective agreements to keep everything simple to understand.  

21. VISITORS & GUESTS  

Please inform the internal facility channel in Teams about any expected guests or visitors in the office, so your colleagues know who they may meet in the office on that day. There may be restrictions for guests, so reach out to People if in doubt. 

22. EXTERNAL COMMITMENTS  

When you communicate with business contacts, including prospects, customers, or other counterparts, never over-promise or give room for other reasons for interpretation. 

Be very concrete and stay within our business area, procedures, and legal documents. If you are in doubt in a situation, you should seek support from your manager or Operations. Keep in mind that you should not comment if “you think so” and instead seek support. If it something “you know but are in doubt”, then seek support as well. In eloomi, we do not assume anything; we relate to facts. This is self-help so that you do not conflict with your obligations in your employment contract or come into unethical and disloyal issue. 

23. NON-SMOKING 

Our non-smoking policy aims to ensure that our employees are not exposed to passive smoking. Smoking can only take place outside the office area with respect for the building areas. 

24. IF YOU ARE LATE, ILL OR ABSENT 

If you are delayed beyond regular local working hours, please inform your manager, and communicate to any counterparts that may be affected by this, e.g., meeting participants, colleagues, your team and so on. 

 

An employee must report any illness to their manager no later than 8:30 and in Zenegy. Inform any counterparts that may be affected by this or agree with your manager to do so. In case of absence for more than 3 days, eloomi can request further information about the duration of your illness. Absence due to a sick child is not paid by eloomi and is considered days off. This also applies if you are on holiday.  

25. PRESS 

Any communication with the press, media, bloggers, and others who publish stories or information to their audiences must be approved or authorised by the CEO. 

26. WELL-BEING 

Managers at eloomi have a special responsibility to ensure that our employees thrive. Managers has a responsibility to be aware of the employees’ general well-being (mood, activity, and motivation level). If the manager receives an indication that an employee is unhappy, it is the manager’s responsibility to talk to the employee to find out the situation. 

People is a support function in any well-being issues. When People is involved, they can help start a possible utility program 

27. CODE OF CONDUCT 

The Code of Conduct describes the eloomi way of working and guides us in our business relationships. It helps us in our efforts to always act responsibly and ethically to build long lasting relationships with customers and other stakeholders. This is also our policy on other ethical matters. As an eloomi employee you are responsible for adhering to the content of this document and asking for guidance when necessary. The Code of Conduct covers all employees of eloomi in all markets where eloomi operates. It also includes members of the Board, independent contractors, and consultants. To learn more about Code of Conduct: Code of Conduct 2021.pdf (sharepoint.com) 

London 🇬🇧

TABLE OF CONTENTS  

  1. INTRODUCTION 
  2. HOLIDAY POLICY  
  3. SICKNESS POLICY
  4. DISCIPLINARY PROCEDURE
  5. GRIEVANCE PROCEDURE
  6. SAFETY & HEALTH
  7. IT EQUIPMENT 
  8. REFERRAL PROGRAM 
  9. MATERNITY & PATERNITY
  10. HEALTH INSURANCE & PENSION
  11. NATIONAL DAYS OFF
  12. ZENEGY – our payroll system to register sickness & vacation
  13. RESPECT EACH OTHER 
  14. TIME OFF
  15. WORKING FROM HOME
  16. CELEBRATING SPECIAL OCCASION
  17. ALCOHOL & DRUGS
  18. STAY COMPLIANT
  19. EXPENSES 
  20. REGULATIONS
  21. VISITORS & GUESTS
  22. EXTERNAL COMMITMENTS
  23. NON-SMOKING
  24. IF YOU ARE LATE, ILL OR ABSENT
  25. PRESS
  26. WELL-BEING
  27. CODE OF CONDUCT

 

ANNEX 1 SELF-CERTIFICATION FORM  

ANNEX 2 RETURN TO WORK INTERVIEW 

1. INTRODUCTION

Welcome to the Company – we hope that you have a very enjoyable and successful career with us. 

This Staff Handbook sets out eloomi (the “Company”) policies, procedures, and rules so that you (the “Employee”) are aware of what to expect from us and what is expected from you. It is designed to act as a point of reference for you during your employment. Please familiarise yourself with these policies, procedures, and rules together with your contract of employment (Statutory Particulars of Employment).  

We reserve the right to alter, amend or discontinue any scheme, policy, procedure, or rule referred to in this Staff Handbook. This Staff Handbook will be amended accordingly, and updated pages issued to you. If terms and conditions offer to you individually differ to those contained within this Staff Handbook, your contract of employment will prevail. 

eloomi always align to UK Legislation.  

We are committed to carrying out its business fairly, openly and in good faith and with a zero-tolerance policy towards unethical and illegal business practises. We are looking forward to you contributing to our high standard of business ethics and our positive company culture.    

If you have any questions about any of the contents of this Handbook, please do discuss with your manager. 

2. HOLIDAY POLICY 

Our aim is to ensure that all employees enjoy their full holiday leave as and when they choose to do so.   

During this time, it is important to us that our customer experience is not compromised. We ask that you follow the correct procedures for applying for and taking holidays to achieve this.  

Holiday Year 

Our holiday year runs from 1 September – 31 August. 

Your holiday entitlements are outlined in your contract of employment. It is calculated based on complete days of service and rounded up to the nearest half day.  

If you are required to work during a bank holiday, you will be entitled to take time off in lieu.  This time off must be pre-arranged with your manager to ensure you still receive your full holiday entitlement.  

Holiday Application 

Please make your holiday request to your manager via our online tool Zenegy and register with Goodwille for payroll. You will receive login details and training on how to use this system during your onboarding. 

No more than two consecutive weeks of holidays may be taken at any one time.  Please discuss with your manager should more time be required.  

Holiday applications are dealt with on a ‘first come, first served’ basis.  It is advisable to give as much notice as possible when requesting a holiday to maximise the chance of it being approved.  Two weeks’ notice should be considered a minimum. 

Your manager will respond promptly and fairly to your holiday request considering the needs of the business. We generally do not refuse holiday applications.  We will only refuse your application if we have pressing business needs.  

Sickness during Holiday 

If you are sick during holiday leave, please follow the sickness reporting procedure outlined in the Sickness Policy.  This will ensure that your holiday entitlement will be refunded and can be taken later. 

Holidays continue to accrue while you are off sick. 

Sickness which falls on a weekend or bank holiday is not considered sick for company purposes.  

Part-time employees 

Holiday entitlement for part-time employees will be calculated in hours on a pro-rata basis and includes bank holidays.  Any pro-rata calculation of the holiday entitlement will be rounded up to the nearest half number.  

When a bank holiday falls on a day when a part-time employee would normally work but is not required to work, the hours will be deducted from the total holiday entitlement (which includes bank holidays). 

Change of working hours 

Should you change your working hours, your holiday entitlement will be recalculated from the first complete month following the effective date of the change. 

Leaving the company 

On termination of your employment, any remaining holiday entitlement will be calculated based on total days’ service during the leave year. 

We may request that you take any remaining holiday entitlement during your notice period. Following your notice period, any remaining holiday entitlement will be paid at your basic salary rate.  

If you have taken more than your pro-rata holiday entitlement, at the end of your employment, we will deduct those days from your final salary payment. We will do this on the basis that each day of paid holiday is equal to 1/260th of your basic salary. 

3. SICKNESS POLICY 

Sickness is taken seriously in our organization, and we would like to support you when you are unwell. We encourage you to take care of your health, especially when facing a serious or long-term health problem.   

Please stay at home when you are not feeling well. This will allow you to make a full recovery and minimizes the spread of infection amongst your colleagues.  

If you are unable to work due to a long-term health problem, we will require a medical certificate or ‘Fit Note’ as outlined below. 

We are here to support you throughout periods of sickness; however, periods of frequent short-term sickness will be questioned by your manager.   

Absence and notification   

Call in sick 

If you are unable to work, please call your manager or another senior staff member by 09:00 on each working day of your absence. An email is generally accepted if you have successfully notified the Company of your absence. 

Self-Certification 

When you return to work, please complete a Self-Certification Form (Annex 1) confirming the dates that you were absent (including details of sickness on non-working days) and the reason for your absence. These forms will be retained in your personnel file. 

Fit Note 

If you are absent from work for more than seven days (including weekends), please provide us with a medical certificate (Fit Note) by the eighth day of your sickness or the first working  
day after that. If your sickness should continue, we will require a Fit Note for each subsequent week. 

Medical examination 

We reserve the right to require you to undergo an independent medical and/or psychological examination by medical professionals of the Company’s choice and will cover the cost of any examination.   

You agree to undergo such an examination and permit unconditional disclosure of the results of such medical examination to us pursuant to the Access to Medical Reports Act 1988. 

Confidentiality 

We will always protect the confidentiality of medical documents.  Information within these documents will be used solely for the purposes of obtaining or maintaining insurance or as required by law. 

Breach of policy 

If you do not follow the notification requirements set out above, you will not be entitled to Company Sick Pay (see below). 

You may be at risk of disciplinary action if you refuse to undertake a medical examination or a psychological when required by the Company. 

Company Sick Pay 

We do not pay Company sick pay; however, you may be entitled to Statutory Sick Pay (SSP). 

Other conditions  

We understand that there may be times where extra support is needed. To support you in exceptional circumstances, the Company may use their discretion to make enhanced payment for sickness.  

Please inform the Company of any additional payments made to you during sick leave.  These payments may be made due to social security legislation, insurance, or any legal settlement. 

Any sick pay, including SSP, made to you is subject to the Company receiving valid medical evidence, a Self-Certificate, a Fit Note, or an additional medical examination. 

We reserve the right to cease payment of Sick Pay if we have reason to believe that this benefit has been abused or that you have not complied with the rules of this policy.   

Short term sickness 

Following a period of sickness, we would like to ensure your return to work is as easy as possible and to support you. Your line manager will arrange a Return-to-Work interview (see Annex 2).  This is an opportunity to discuss any adjustments that should be made, and any support you need to maintain good health in the workplace. 

Abuse of the Sickness Policy and Company Sick Pay will not be tolerated, and you may be at risk of disciplinary action should we believe that your absence from work is not genuine. 

Circumstances that may give rise to this belief include, but are not limited to: 

  • persistent short absences 
  • repeated absences around bank holidays, weekends, or annual leave 
  • absences which are taken in a set pattern 
  • any pattern of absence that indicates a potential avoidance of your obligation to produce a Fit Note or which maximises your entitlement to Company Sick Pay 

Long term sickness  

During periods of long-term sickness (i.e., periods of sickness longer than 10 working days), we will stay in regular contact.  This will enable your return to work to be a smooth transition and ensure that your role is sufficiently covered during your absence.  

The following options may assist your return to work and should be discussed with your manager when the time comes: 

  • a phased return to work 
  • altered working hours 
  • amended duties 
  • workplace adaptations 

A phased return to work and/or amending your duties to suit your abilities may enable you to return to work sooner than you had thought (see also Return to Work Interview – Annex 2). 

4. DISCIPLINARY PROCEDURE 

To maximise your potential and perform at your best, we understand that an exciting workload, like-minded and supportive colleagues, and a comfortable, healthy working atmosphere is important.  We expect employees to work as a team with respect and consideration for their fellow team members.  

There may be times that, for various reasons, you are unable to perform at your best, or you are unable to meet the demands of your role.  We encourage discussion with your manager to obtain the support you need to fulfil your responsibilities during these times. 

If for any reason your performance deteriorates, or your behaviour becomes anti-social or disturbing towards colleagues, and this cannot be resolved through informal discussions, the Company will take the following disciplinary action: 

  1. verbal warning 
  2. written warning 
  3. final written warning 
  4. dismissal 

Alternatively, we may consider other sanctions such as loss of seniority, pay or salary decrease.  A transfer may also be actioned. 

Misconduct 

We consider the following behaviour as misconduct that justifies disciplinary action, including dismissal, with or without notice.   

  • bad timekeeping 
  • unauthorised absence   
  • undertaking private or non-company work without permission 
  • making excessive use of company telephones, email and/or computer networks for private purposes 
  • failure to supply a Fit Note for an absence of more than seven days 
  • adding content to or commenting on blogs or social networking sites such as LinkedIn, Instagram, Facebook, and Twitter, which may damage the reputation of the Company, its employees, or its customers. 

The above list is not exhaustive. Such offences could also constitute gross misconduct. 

Gross misconduct 

Gross misconduct normally warrants dismissal even for a first offence.  Such a dismissal will lead to an immediate termination of your employment without notice or payment in lieu of notice.  It also leads to an immediate loss of benefits.  We view the following acts as gross misconduct: 

  • wilful dishonesty, fraud or theft against us, our customers, or our employees, including falsifying documents 
  • Any form of violent behaviour in or connected to the workplace noncompliance of a serious nature 
  • damage to the Company’s’ or other employees’ property 
  • breaching a statutory health and safety duty 
  • being under the influence of alcohol and/or drugs at work 
  • breaching confidentiality 
  • acts of gross negligence, including gross disregard of duties 
  • breach of the company Bribery Policy 
  • dishonestly claiming Company Sick Pay 
  • failure to achieve set sales targets in a 3-month period periods 
  • downloading, displaying, or transmitting any pornographic, sexually explicit, or seriously offensive material  
  • failure to comply with the policies & procedures set out within this handbook 
  • being convicted of a criminal offence for which you are sentenced to a term of imprisonment, whether immediate or suspended  
  • bringing the Company into serious disrepute 
  • any serious act of discrimination or harassment on the grounds of gender, race, disability, religion or belief, sexual orientation, age or otherwise 
  • bullying your colleagues 

 
Dealing with an issue informally   

Dealing with an issue informally will always be our first course of action, particularly in the case of minor infractions. 

Investigation  


Investigating cases
 

The nature and extent of disciplinary investigations will depend on the seriousness of the matter.  Whatever the matter, we will ensure that, should you be investigated, you are treated in a fair and reasonable manner. 


Investigatory meeting
 

If necessary, we will hold an investigatory meeting to establish the facts and to determine whether disciplinary proceedings should commence.   

Under normal circumstances, you do not have the right to be accompanied to this meeting.  However, in extenuating circumstances, this may be permitted by the Company. It may be appropriate to provide copies of any written evidence, including witness statements. 

Should a hearing arise from any such investigation, we will endeavour to ensure that a different chairperson than the person who held the investigatory meeting.  


Suspension
 

In serious circumstances, it may be inappropriate for you attend work during the investigation.  If this is the case, you will be suspended (with pay), pending the investigation outcome. 

Outcome  

You will be informed in writing of the outcome of the investigation. We will provide information relating to the matter and to possible consequences for you to prepare a response.  

If the result of the investigation is such that we contemplate taking disciplinary action against you or dismissing you, the following procedure shall apply: 

Disciplinary meeting 

Invitation  

You will be informed in writing of the date, time and place for the disciplinary meeting to be held.  You will also be informed of who will be conducting the meeting.  The invitation will detail in full the reason for which disciplinary action or dismissal is being pursued.  The purpose of the meeting will be to discuss the matter.   

Advance notice should be given if any witnesses are due to be called either by the company or yourself.  You and any witnesses due to accompany you must make all reasonable effort to attend the meeting.  

Holding the meeting  

We will hold a meeting without unreasonable delay but will also allow you sufficient time to prepare.  In the meeting, we will discuss the matter with you, explain the complaint and go through the evidence. You will be allowed time to respond and ask questions, present evidence, call witnesses, raise any points about information provided by witnesses, and put your case across. 

If necessary, the meeting will be adjourned to allow us to make further enquiries or investigations.  

Decision 

Following the meeting, we will inform you in writing of our decision and any disciplinary action we intend to take.  If you are not satisfied with the decision, you will have the right to appeal.  If you would like to appeal against our decision, you must write to your manager within five working days of being notified of our decision, clearly setting out the basis for your appeal. 

Right of appeal  

If you would like to appeal against our decision, you should write to your manager within five working days of being notified of our decision, stating the grounds of your appeal. 

If you choose to appeal, you will be invited to an appeal meeting, which, if reasonably practicable, will be attended by a more senior manager than participated at the initial meeting and who was not involved in the initial meeting.  You and any companion must make every effort to attend the meeting.  

After the meeting, we will inform you of our decision in writing. This decision will be final, and there will be no further right to appeal. 

Right to be accompanied 

You have the right to be accompanied to any formal disciplinary meeting and any appeal meeting. Your companion should be a trade union representative, an official employed by a trade union or a fellow worker.  However, we may refuse your choice of companion if we feel their presence is likely to cause a conflict of interest or prejudice the hearing in any way.  

You must notify us of your chosen companion in writing and in good time before your meeting. 

The role of the companion is to address the hearing, sum up the case and/or respond to views expressed at the hearing. The companion has no right to answer questions on your behalf, address the hearing if not required or prevent us from explaining the case.  


What else you need to know 
 

Any warning recorded in writing shall remain on your file for a period of up to one year (unless exceptional circumstances warrant a longer period).  Any warning will, where appropriate, provide an action plan and time frame for improvement. 

If you consider that any disciplinary action taken is discriminatory, then you should follow our grievance procedure. 

We will always endeavour to comply with the procedure set out above.  However, we reserve the right to vary or omit any stages of the above procedure at our absolute discretion.  

5. GRIEVANCE PROCEDURE  

 If you have a grievance relating to your employment, you must discuss the matter informally with your manager as soon as possible.  

If the grievance cannot be resolved informally or your manager is the subject of your grievance, you must pursue the grievance as soon as possible as follows: 

Raising a grievance 

Please set out the nature of your grievance in writing together with all relevant evidence that explains or forms the basis of your grievance (including any suggestions on how it could or should be resolved). Send your grievance letter to your manager.  If this person is the subject of the grievance, then please send it to CEO/People. 

Invitation to a meeting 

As soon as possible, after your grievance has been considered and investigated, you will be invited to a meeting to discuss the grievance. 

Holding a meeting 

Your grievance will be discussed during the meeting. Following the meeting, we will inform you of any decision made or actions we intend to take.     

Right of appeal  

If you would like to appeal against our decision, you should write to your manager within five working days of being notified of our decision, stating the grounds of your appeal. 

If you choose to appeal, we will invite you to an appeal meeting as soon as possible.  Where possible, this meeting will be attended by a more senior manager than attended your initial grievance meeting.  You must take all reasonable steps to attend the appeal meeting.   

After the meeting, we will inform you in writing of any decisions made and actions we intend to take.  These decisions will be final. 

Right to be accompanied 

You have the right to be accompanied by a trade union representative, an official employed by a trade union or a fellow worker.  You must make a reasonable request to be accompanied.  You and your companion must take all reasonable steps to attend the meeting.  We may refuse your choice of companion if we feel their presence is likely to cause a conflict of interest or prejudice the appeal hearing in any way.  

You must notify us of your chosen companion in writing and in good time before your meeting. 

The role of the companion is to address the hearing, sum up the case and/or respond to the views expressed at the hearing.  The companion has no right to answer questions on your behalf, address the hearing if not required or prevent us from explaining the case. 

6. SAFETY & HEALTH 

At eloomi, employee’s health and safety are essential, both physically and mentally. To ensure that, we follow every recommendation from the official authorities.  

Therefore, we have strict rules regarding testing and sanitizing when coming to the office. We ensure that the office has the correct amount of people to meet all the requirements and recommendations while keeping a safe distance. We also have a clean desk policy, that further supports this initiative.  

 

We know that connecting with your colleagues is essential for our mental health. We aim to be flexible and ensure that colleagues who prefer to work from the office can do so. We have incorporated various efforts to ensure we are connected during this time of being apart, like virtual lunches and the Friday Pitch, to name a few.  

Rest assured, you will be part of a family and a strong team when joining eloomi – even when working remote. 

7. IT EQUIPMENT 

 

As a company, we provide each employee with a laptop. This is based on a fixed framework and is handled by IT Support.  

 

However, since many often have special wishes for special mobile phones and want regular replacements, the company does not provide a mobile phone and employees are required to use their own. We provide internet-based video and IP call tools for those in roles that need access to a mobile phone.  

8. REFERRAL PROGRAM 

 

eloomi wants to reward employees, who referred a job candidate who became a successful hire in eloomi. All employees are invited to make referrals and are entitled to reward. 

A reward is triggered when a referred hire is successful, meaning been employed for 3 full months continuously. Reward will be paid before taxes as part of your salary, as a one-time salary bonus per hire. 

Use your eloomi credentials to log in to our recruitment platform, Teamtailor. You can now refer your candidates. If in doubt, you can find instructions here. Please note that you must present the candidate with the opportunity, and he/she must be positive to discuss before you refer. No rewards available for team leads, managers, heads and up. 

9. MATERNITY & PATERNITY  

 

You probably have many questions about maternity leave and how you plan your leave to suit your family’s needs. You have different options for taking different types of leave depending on whether you are a mother, father, or co-mother. 

 

Statutory Maternity Leave is 52 weeks. It’s made up of: 

  • Ordinary Maternity Leave – first 26 weeks 
  • Additional Maternity Leave – last 26 weeks 

 

You do not have to take 52 weeks, but you must take 2 weeks’ leave after your baby is born. 

 

Usually, the earliest you can start your leave is 11 weeks before the expected week of childbirth. Leave will also start: 

 

  • the day after the birth if the baby is early 
  • automatically if you’re off work for a pregnancy-related illness in the 4 weeks before the week (Sunday to Saturday) that your baby is due 

 

You must give notice to your manager and People at least 8 weeks’ notice if you want to change your return-to-work date. 

 

Further details of the maternity provisions for UK employees for planning your leave are available here: https://www.gov.uk/maternity-pay-leave  

 

10. HEALTH INSURANCE & PENSION   

eloomi employees are eligible to be enrolled on to the NEST pension scheme in accordance with the Pensions Act 2014 via Goodwille our UK payroll provider. Private medical is not offered in eloomi. All medical care is offered by National Health Service (NHS). 

11. NATIONAL DAYS OFF  

 

Public Holidays in the United Kingdom (2022)

  • New Year’s Day (1 January)
  • Good Friday (15 April)
  • Easter Monday  (18 April)
  • Spring Bank Holiday (2 May)
  • Platinum Jubliee /Summer Bank Holiday (2-5 June)
  • Christmas Day (25 December)
  • Boxing Day (26 December)

12. ZENEGY – our payroll system to register sickness & vacation  

 

Our payroll provider in Denmark is Zenegy.  It can be used as web and app (we recommend that you use the app when you are up and running). 

  

Your payroll will not be done from this system but supported by Goodwille in the UK. However, you still need to download the app to register all other information regarding vacation, registration of sick days, etc. 

  

You should have received an invite to Zenegy to your eloomi mail – please activate this. 

  

If you have any further questions, please ask People.  

 

Please remember to check your profile data (address, phone number, bank account etc.) – you can always change these data. 

13. RESPECT EACH OTHER  

 

We have liberal social conventions, and we enjoy an informal work atmosphere. We want to keep it this way, but freedom comes with responsibility. To have a good working environment for all, always ensure good behaviour and communication that will make it easy to navigate.  

Behaviour or communication that was meant to be harmless may not always be perceived that way. As individuals, we may have different boundaries for what we find acceptable. What you may believe is an innocent comment can be perceived by others as offensive or racist.  

In some cases, behaviour, or communication, e.g., containing elements of a sexual nature, may offend your colleagues or be perceived as sexually harassing. 

This is never okay, and as a company, we do not accept this. To ensure clarity and to avoid a potential misunderstanding, an act or expression perceived as offending and has either sexual content or is related to a sexual context is considered sexual harassment. This means that we, as individuals, must pay attention to what we do, write and speak.  

We are required to ensure that our behaviour and communication are not offensive, acceptable by others, and in line with the context.  

14. TIME OFF 

Vacation must be approved in Zenegy by your manager and with respect to your work, colleagues, and planning. You should place your main holiday of up to 3 weeks between July to mid-August – if in doubt check out 2. Holiday policy. Other vacation time should be coordinated with public holidays, if possible. Holidays not held cannot be transferred to the new vacation year. If you cannot be contacted on vacation, please ensure that there is a substitute from your team that can handle inquiries and cases. Ensure that you turn on your Out of Office reply, so that people contacting you are informed about your absence and guided to an alternative contact.  

15. WORKING FROM HOME 

Our eloomi culture promotes innovation and flexibility, and yes, we do have a flexible work from home guideline.   

We value hard work, collaboration, and teamwork, so we’d also love to see you in the local office you are connected to. However, we also understand that time-to-time, you prefer to work from home for different reasons. Talk to you manager, plan with your team so most of your team are present at the office and not away at the same time.   

Home for the holiday? You might want to spend some additional days at home and work from there. Arrange with your manager if you want to work for a couple of days following the holiday.  

Please use discretion when scheduling your remote days so that you are not away for important in-office meetings and events.   

All work from home events must be approved by your manager in advance so we can plan accordingly. Managers have the discretion to approve/deny any work from home requests. 

16. CELEBRATING SPECIAL OCCASION 

We love celebrating and often do so. On special occasions where one gets married, becomes a parent, or has a round birthday (20, 30, 40 etc.), it’s up to the individual team to arrange a separate celebration for the team with self-payment. eloomi supports with up to DKK 500 and following the guidelines for expense approval. In general, we choose to limit gifts to the above, since we support, e.g., the Red Cross instead of, e.g., buying Christmas gifts. There is always a case to help where eloomi can make a small difference.

17. ALCOHOL & DRUGS  

Consuming alcohol or drugs in any form or being under the influence is not acceptable when we work. Limited consumption of alcohol on office premises after work hours is allowed. Any impact of drugs is forbidden at any time. If you come to work intoxicated, it will result in immediate expulsion and is considered a severe breach of employment. 

16. EXPENSES   

 

Our basic belief is that we work from the office and use online tools for communication. There is no need for reimbursement for either driving or outlay. For unique business-critical external activities that require expenses, it must always be coordinated and approved beforehand, and then we will reimburse all reasonable business expenses. 

18. STAY COMPLIANT 

 

In eloomi, we have several areas in which ongoing compliance is needed, like IT Policy, Security, GDPR and similar. As a company, we are very passionate about delivering excellence, and that’s why we always need to be compliant.  

20. REGULATIONS 

We try to ensure we have the fewest possible rules; that is why all legal aspects of employment are constantly controlled and regulated by the applicable laws. This way, we always ensure we are in sync with the law for employment, vacation, maternity leave etc. and thereby, you are never in doubt about your legal position. Outside of Denmark, staff are regulated by the employee contract and applicable local laws as well. eloomi doesn’t participate in unions and collective agreements to keep everything simple to understand.  

21. VISITORS & GUESTS  

Please inform the internal facility channel in Teams about any expected guests or visitors in the office, so your colleagues know who they may meet in the office on that day. There may be restrictions for guests, so reach out to People if in doubt. 

22. EXTERNAL COMMITMENTS  

When you communicate with business contacts, including prospects, customers, or other counterparts, never over-promise or give room for other reasons for interpretation. 

Be very concrete and stay within our business area, procedures, and legal documents. If you are in doubt in a situation, you should seek support from your manager or Operations. Keep in mind that you should not comment if “you think so” and instead seek support. If it something “you know but are in doubt”, then seek support as well. In eloomi, we do not assume anything; we relate to facts. This is self-help so that you do not conflict with your obligations in your employment contract or come into unethical and disloyal issue. 

23. NON-SMOKING 

Our non-smoking policy aims to ensure that our employees are not exposed to passive smoking. Smoking can only take place outside the office area with respect for the building areas. 

24. IF YOU ARE LATE, ILL OR ABSENT 

If you are delayed beyond regular local working hours, please coordinate with your manager, and communicate to any counterparts that may be affected by this, e.g., meeting participants, colleagues, your team and so on.  

An employee must report any illness to their manager before 9:00 am and in the Zenegy. Inform any counterparts that may be affected by this or agree with your manager to do so. Absence due to a sick child is not paid by eloomi and is considered days off. This also applies if you are on holiday.  

25. PRESS 

Any communication with the press, media, bloggers, and others who publish stories or information to their audiences must be approved or authorised by the CEO. 

26. WELL-BEING 

Managers at eloomi have a special responsibility to ensure that our employees thrive. Managers has a responsibility to be aware of the employees’ general well-being (mood, activity, and motivation level). If the manager receives an indication that an employee is unhappy, it is the manager’s responsibility to talk to the employee to find out the situation. 

People is a support function in any well-being issues. When People is involved, they can help start a possible utility program. 

27. CODE OF CONDUCT 

The Code of Conduct describes the eloomi way of working and guides us in our business relationships. It helps us in our efforts to always act responsibly and ethically to build long lasting relationships with customers and other stakeholders. This is also our policy on other ethical matters. As an eloomi employee you are responsible for adhering to the content of this document and asking for guidance when necessary. The Code of Conduct covers all employees of eloomi in all markets where eloomi operates. It also includes members of the Board, independent contractors, and consultants. To learn more about Code of Conduct: Code of Conduct 2021.pdf (sharepoint.com) 

Orlando 🇺🇸

TABLE OF CONTENTS 

 

ABOUT THIS HANDBOOK/DISCLAIMER 

We prepared this handbook to help employees find the answers to many questions that they may have regarding their employment with eloomi Inc. Please take the necessary time to read it.  

We do not expect this handbook to answer all questions. Managers and People Team also serve as a major source of information.  

Neither this handbook nor any other verbal or written communication by a management representative is, nor should it be considered, to be, an agreement, contract of employment, expressor implied, or a promise of treatment in any particular manner in any given situation, nor does it confer any contractual rights whatsoever. eloomi Inc adheres to the policy of employment at will, which permits the Company or the employee to end the employment relationship at any time, for any reason, with or without cause or notice.  

No Company representative other than the CEO may modify at-will status and/or provide any special arrangement concerning terms or conditions of employment in an individual case or generally and any such modification must be signed and in writing.  

Many matters covered by this handbook, such as benefit plan descriptions, are also described in separate Company documents. These Company documents are always controlling any statement made in this handbook or by any member of management.  

This handbook states only general Company guidelines. The Company may, at any time, in its sole discretion, modify or vary from anything stated in this handbook, with or without notice, except for the rights of the parties to end employment at will, which may only be modified by an express written agreement signed by the employee and the CEO.  

This handbook supersedes all prior handbooks. 

Section 1 - Governing Principles of Employment

1-1. Introduction 

Welcome to eloomi Inc (“eloomi Inc” or “the Company”) we hope that you have a very enjoyable and successful career with us. 

This Staff Handbook sets out eloomi (the “Company”) policies, procedures, and rules so that you (the “Employee”) are aware of what to expect from us and what is expected from you. It is designed to act as a point of reference for you during your employment. Please familiarise yourself with these policies, procedures, and rules together with your contract of employment (Statutory Particulars of Employment).  

We reserve the right to alter, amend or discontinue any scheme, policy, procedure, or rule referred to in this Staff Handbook. This Staff Handbook will be amended accordingly, and updated pages issued to you. If terms and conditions offered to you individually differ from those contained within this Staff Handbook, your contract of employment will prevail. 

We are committed to carrying out its business fairly, openly, and in good faith and with a zero-tolerance policy towards unethical and illegal business practices. We are looking forward to you contributing to our high standard of business ethics and our positive company culture.    

If you have any questions about any of the contents of this Handbook, please do discuss with your manager. 

1-2. Equal Employment Opportunity 

eloomi Inc is an Equal Opportunity Employer that does not discriminate on the basis of actual or perceived race, color, creed, religion, national origin, ancestry, citizenship status, age, sex or gender(including pregnancy, childbirth and pregnancy-related conditions), gender identity or expression(including transgender status), sexual orientation, marital status, military service and veteran status, physical or mental disability, genetic information, or any other characteristic protected by applicable federal, state or local laws and ordinances. eloomi Inc’s management team is dedicated to this policy with respect to recruitment, hiring, placement, promotion, transfer, training, compensation, benefits, employee activities, access to facilities and programs and general treatment during employment. 

The Company will endeavor to make a reasonable accommodation of an otherwise qualified applicant or employee related to an individual’s: physical or mental disability; sincerely held religious beliefs and practices; and/or any other reason required by applicable law, unless doing so would impose an undue hardship upon the Company’s business operations.  

Any applicant or employee who needs an accommodation in order to perform the essential functions of the job should contact the CEO to request such an accommodation. The individual should specify what accommodation is needed to perform the job and submit supporting documentation explaining the basis for the requested accommodation, to the extent permitted and in accordance with applicable law. The Company then will review and analyze the request, including engaging in an interactive process with the employee or applicant, to identify if such accommodation can be made.  

Any employees with questions or concerns about equal employment opportunities in the workplace are encouraged to bring these issues to the attention of the CEO. The Company will not allow any form of retaliation against individuals who raise issues of equal employment opportunity. If employees feel they have been subjected to any such retaliation, they should contact the CEO. To ensure our workplace is free of artificial barriers, violation of this policy including any improper retaliatory conduct will lead to discipline, up to and including discharge. All employees must cooperate with all investigations conducted pursuant to this policy. 

1-3. Non-Harassment 

It is eloomi Inc’s policy to prohibit intentional and unintentional harassment of or against job applicants, contractors, interns, volunteers or employees by another employee, supervisor, vendor, customer or any third party on the basis of actual or perceived race, color, creed, religion, national origin, ancestry, citizenship status, age, sex or gender (including pregnancy, childbirth and pregnancy-related conditions), gender identity or expression (including transgender status), sexual orientation, marital status, military service and veteran status, physical or mental disability, genetic information or any other characteristic protected by applicable federal, state or local laws (referred toas “protected characteristics”). Such conduct will not be tolerated by eloomi Inc. 

The purpose of this policy is not to regulate our employees’ personal morality, but to ensure that no one harasses another individual in the workplace, including while on Company premises, while on Company business (whether or not on Company premises) or while representing the Company. In addition to being a violation of this policy, harassment or retaliation based on any protected characteristic as defined by applicable federal, state, or local laws also is unlawful. For example, sexual harassment and retaliation against an individual because the individual filed a complaint of sexual harassment or because an individual aided, assisted or testified in an investigation or proceeding involving a complaint of sexual harassment as defined by applicable federal, state, or local laws are unlawful.  

 

Harassment Defined 

Harassment generally is defined in this policy as unwelcome verbal, visual or physical conduct that denigrates or shows hostility or aversion towards an individual because of any actual or perceived protected characteristic or has the purpose or effect of unreasonably interfering with an individual’s work performance or creating an intimidating, hostile or offensive working environment. 

Harassment can be verbal (including slurs, jokes, insults, epithets, gestures or teasing), visual (including offensive posters, symbols, cartoons, drawings, computer displays, text messages, social media posts or e-mails) or physical conduct (including physically threatening another, blocking someone’s way, etc.). Such conduct violates this policy, even if it does not rise to the level of a violation of applicable federal, state or local laws. Because it is difficult to define unlawful harassment, employees are expected to behave at all times in a manner consistent with the intended purpose of this policy. 

 

Sexual Harassment Defined 

Sexual harassment can include all of the above actions, as well as other unwelcome conduct, such as unwelcome or unsolicited sexual advances, requests for sexual favors, conversations regarding sexual activities and other verbal, visual or physical conduct of a sexual nature when: 

  • submission to that conduct or those advances, or requests is made either explicitly or implicitly a term or condition of an individual’s employment; or 
  • submission to or rejection of the conduct or advances or requests by an individual is used as the basis for employment decisions affecting the individual.  

Or the conduct or advances or requests have the purpose or effect of unreasonably interfering with an individual’s work performance or creating an intimidating, hostile or offensive working environment. 

Examples of conduct that violate this policy include: 

  • unwelcome flirtations, leering, whistling, touching, pinching, assault, blocking normal movement: 
  • requests for sexual favors or demands for sexual favors in exchange for favorable treatment. 
  • obscene or vulgar gestures, posters or comments. 
  • sexual jokes or comments about a person’s body, sexual prowess or sexual deficiencies. 
  • propositions or suggestive or insulting comments of a sexual nature. 
  • derogatory cartoons, posters and drawings. 
  • sexually explicit e-mails, text messages or voicemails. 
  • uninvited touching of a sexual nature. 
  • unwelcome sexually related comments. 
  • conversation about one’s own or someone else’s sex life. 
  • conduct or comments consistently targeted at only one gender, even if the content is not 
  • sexual; and teasing or other conduct directed toward a person because of the person’s gender. 

 

Reporting Procedures 

If the employee has been subjected to or witnessed conduct which violates this policy, the employee should immediately report the matter to the CEO. If the employee is unable for any reason to contact this person, or if the employee has not received an initial response within five (5) business days after reporting any incident of what the employee perceives to be harassment, the employee should contact the Head of People & Work Experience. If the person toward whom the complaint is directed is one of the individuals indicated above, the employee should contact any higher-level manager in the reporting hierarchy. 

 

Investigation Procedures 

Every report of perceived harassment will be fully investigated, and corrective action will be taken where appropriate. All complaints will be kept confidential to the extent possible, but confidentiality cannot be guaranteed. All employees must cooperate with all investigations conducted pursuant to this policy. 

 

Retaliation Prohibited 

In addition, the Company will not allow any form of retaliation against individuals who report unwelcome conduct to management or who cooperate in the investigations of such reports in accordance with this policy. If the employee has been subjected to any such retaliation, the employee should report it in the same manner in which the employee would report a claim of perceived harassment under this policy. 

Violation of this policy including any improper retaliatory conduct will result in disciplinary action, up to and including termination. 

1-4. Drug-Free and Alcohol-Free Workplace 

To help ensure a safe, healthy and productive work environment for our employees and others, to protect Company property, and to ensure efficient operations, eloomi Inc has adopted a policy of maintaining a workplace free of drugs and alcohol. This policy applies to all employees and other individuals who perform work for the Company. 

The unlawful or unauthorized use, abuse, solicitation, theft, possession, transfer, purchase, sale or distribution of controlled substances (including medical marijuana), drug paraphernalia or alcohol by an individual anywhere on Company premises, while on Company business (whether or not on Company premises) or while representing the Company, is strictly prohibited. Employees and other individuals who work for the Company also are prohibited from reporting to work or working while they are using or under the influence of alcohol or any controlled substances, which may impact the employee’s ability to perform their job or otherwise pose safety concerns, except when the use is pursuant to a licensed medical practitioner’s instructions and the licensed medical practitioner authorized the employee or individual to report to work. However, this exception does not extend any right to report to work under the influence of medical marijuana or to use medical marijuana as a defense to a positive drug test, to the extent the employee is subject to any drug testing requirement, except as permitted by and in accordance with applicable law. 

Violation of this policy will result in disciplinary action, up to and including discharge. 

The Company maintains a policy of non-discrimination and will endeavor to make reasonable accommodations to assist individuals recovering from substance and alcohol dependencies, and those who have a medical history which reflects treatment for substance abuse conditions. However, employees may not request an accommodation to avoid discipline for a policy violation. We encourage employees to seek assistance before their substance abuse or alcohol misuse renders them unable to perform the essential functions of their jobs or jeopardizes the health and safety of any Company employee, including themselves. 

Alcohol can be enjoyed in the office after working hours – Never while working. 

1-5. Workplace Violence 

eloomi Inc is strongly committed to providing a safe workplace. The purpose of this policy is to minimize the risk of personal injury to employees and damage to Company and personal property. 

eloomi Inc does not expect employees to become experts in psychology or to physically subdue a threatening or violent individual. Indeed, eloomi Inc specifically discourages employees from engaging in any physical confrontation with a violent or potentially violent individual. However, eloomi Inc does expect and encourage employees to exercise reasonable judgment in identifying potentially dangerous situations. 

Experts in the mental health profession state that prior to engaging in acts of violence, troubled individuals often exhibit one or more of the following behaviours or signs: over-resentment, anger and hostility; extreme agitation; making ominous threats such as bad things will happen to a particular person, or a catastrophic event will occur; sudden and significant decline in work performance; irresponsible, irrational, intimidating, aggressive or otherwise inappropriate behaviour; reacting to questions with an antagonistic or overtly negative attitude; discussing weapons and their use, and/or brandishing weapons in the workplace; overreacting or reacting harshly to changes in Company policies and procedures; personality conflicts with co-workers; obsession or preoccupation with a co-worker or supervisor; attempts to sabotage the work or equipment of a co-worker; blaming others for mistakes and circumstances; or demonstrating a propensity to behave and react irrationally. 

 

Prohibited Conduct 

Threats, threatening language or any other acts of aggression or violence made toward or by any Company employee WILL NOT BE TOLERATED. For purposes of this policy, a threat includes any verbal or physical harassment or abuse, any attempt at intimidating or instilling fear in others, menacing gestures, flashing of weapons, stalking or any other hostile, aggressive, injurious, or destructive action undertaken for the purpose of domination or intimidation. To the extent permitted by law, employees and visitors are prohibited from carrying weapons onto Company premises. 

 

Procedures for Reporting a Threat 

All potentially dangerous situations, including threats by co-workers, should be reported immediately to any member of management or People team with whom the employee feels comfortable. Reports of threats maybe maintained confidential to the extent maintaining confidentiality does not impede eloomi Inc’s ability to investigate and respond to the complaints. All threats will be promptly investigated. All employees must cooperate with all investigations. No employee will be subjected to retaliation, intimidation, or disciplinary action as a result of reporting a threat in good faith under this policy. 

If the Company determines, after an appropriate good faith investigation, that someone has violated this policy, the Company will take swift and appropriate corrective action. 

 If the employee is the recipient of a threat made by an outside party, that employee should follow the steps detailed in this section. It is important for the Company to be aware of any potential danger in its offices. Indeed, the Company wants to take effective measures to protect everyone from the threat of a violent act by employees or by anyone else 

Section 2 - Operational Policies

2-1. Employee Classifications 

For purposes of this handbook, all eloomi Inc employees fall within one of the classifications below. 

Full-Time Employees – Employees who regularly work at least 40 hours per week who were not hired on a short-term basis. 

Part-Time Employees – Employees who regularly work fewer than 40 hours per week who were not hired on a short-term basis. 

Short-Term Employees – Employees who were hired for a specific short-term project, or on a short-term freelance, per diem or temporary basis. Short-Term employees generally are not eligible for Company benefits but are eligible to receive statutory benefits. 

In addition to the above classifications, employees are categorized as either “exempt” or “non-exempt” for purposes of federal and state wage and hour laws. Employees classified as exempt do not receive overtime pay; they generally receive the same weekly salary regardless of hours worked. Such salary may be paid less frequently than weekly. The employee will be informed of these classifications upon hire and informed of any subsequent changes to the classifications. 

2-2. Your Employment Records 

To obtain their position, employees have provided personal information, such as address and telephone number. This information is contained in their personnel file. 

Employees should keep their personnel file up to date by informing the Head of People & Work Experience of any changes. Employees also should inform the Head of People & Work Experience of any specialized training or skills they acquire, as well as any changes to any required visas. Unreported changes of address, marital status, etc. can affect withholding tax and benefit coverage. Further, an “out of date” emergency contact or an inability to reach employees in a crisis could cause a severe health or safety risk or other significant problem. 

2-3. Working Hours and Schedule 

eloomi Inc normally is open for business from 08:00 to 17:00, Monday through Friday. 

Employees will be assigned a work schedule and will be expected to begin and end work according to the schedule. To accommodate the needs of the business, at some point eloomi Inc may need to change individual work schedules on either a short-term or long-term basis. 

Employees will be provided meal and rest periods as required by law. A manager will provide further details. 

2-4. Remote Work/Telecommuting 

eloomi Inc may allow employees to work remotely if their job duties and work performance are determined to be eligible for remote work. Eligibility will be decided on a case-by-case basis by the Company. Employees also may be required to work remotely during periods of public health emergencies if government orders and mandates recommend such work. 

This policy provides general information regarding remote work/telecommuting. Employees who are approved to work remotely should consult their individual agreement for specific details of their remote work/telecommuting arrangement, such as expected work hours, equipment provided, and other important information. 

Any remote work/telecommuting arrangement may be discontinued by the Company at any time and at the discretion of the Company. Employees also may discontinue the arrangement but may not be guaranteed office space at the Company’s location. 

At-Will Employment 

This policy and any individual agreement addressing this work arrangement do not create a contract of employment and are not intended to be considered or construed as a promise of continued employment. Employment is at will and may be discontinued at any time by the Company or employee without notice, cause, or liability. 

Hours of Work 

Employees will work full time from home. Scheduled hours of work will be set by the employees’ manager or supervisor. Employees should maintain regular contact with their supervisors and managers. 

Nonexempt employees must accurately record all hours worked pursuant to the Company’s timekeeping system and take rest and meal breaks as if in the Company’s workplace and as required by law. Nonexempt employees may not work beyond scheduled working hours (including working more than 40 hours in a workweek) without prior, written authorization from their manager or supervisor. 

Location 

Employees will provide, at their expense, a secure, dedicated work area. Employees are responsible for maintaining the work area in a safe, secure, and nonhazardous condition at all times. Employees will maintain security devices and procedures necessary to prevent use by unauthorized persons, including by preventing the connection of any Company-furnished computer system, network, or database to any computer, network, or database other than a computer, network, or database to which connections are provided or authorized by the Company.

Duties 

Employees are expected to follow all existing Company policies and procedures. The duties, obligations, responsibilities, and conditions of employment with the Company remain unchanged. Employees must stay engaged with work throughout the workday and be fully available during normal business hours. If employees do not successfully perform their job duties remotely, this arrangement will be revoked. Employees are expected to follow existing Company policies with respect to scheduled and unscheduled time off, including the obligation to speak with their manager or supervisor before the scheduled start time in the event of an unscheduled absence, tardy, or early departure. 

Accidents and Injuries 

Employees agree to maintain safe conditions in the remote workspace and to practice the same safety habits and rules applied on Company premises. If employees incur an injury arising out of the course and scope of the assigned job duties while working in the remote workspace, the workers’ compensation provisions in place for the state in which the employees are working will apply. Employees must notify their supervisor or manager immediately and complete all necessary and/or requested documents regarding the reported injury. The Company assumes no responsibility for injuries occurring in the remote workspace outside normal working hours or for injuries that occur as a result of a reasonably recognizable unsafe remote workspace. 

Equipment 

Employees agree to use electronic equipment that has been encrypted and meets all the Company’s security requirements. If the Company provides equipment for home use, employees agree to provide a secure location for Company-owned equipment and will not use, or allow others to use, such equipment for purposes other than Company business. Employees have no expectation of ownership in such equipment, linkages, property, or other items installed or provided by the Company. The Company will bear the expense of removal of any such equipment, linkages, and installations provided by the Company upon the termination of the remote work/telecommuting arrangement but not modification of or repairs to the work location. Employees hereby release the Company from any damage or liability incurred in the installing or removal of the equipment provided by the Company. 

Return of Company Property 

All equipment, records, and materials provided by the Company will remain Company property. Employees agree to return Company equipment, records, and materials upon request. All Company equipment will be returned by employees for inspection, repair, or replacement as needed or requested or immediately upon termination of the remote work/telecommuting arrangement. All equipment must be returned within five (5) business days of written notice to the employees. 

Expenses 

Upon presentment of receipts and in accordance with the Business Expense Reimbursement policy, the Company will reimburse employees for certain preapproved expenses. 

Regular household utility charges, such as electricity, water, phone, Internet service, auto, homeowners’ insurance, etc., are not reimbursable unless state law requires reimbursement. 

Confidentiality 

Employees agree that they are subject to the Company’s policies prohibiting the nonbusiness use or dissemination of the Company’s confidential business information. Employees will take all appropriate steps to safeguard the Company’s confidential business information, including segregating it from personal papers and documents, not allowing nonemployees to access such information, and keeping such information in locked drawers or file cabinets when not in use. Employees will maintain confidential information, including, but not limited to, information regarding the Company’s products or services, processing, marketing and sales, client lists, client e-mail addresses and mailing addresses, client data, orders, memoranda, notes, records, technical data, sketches, designs, plans, drawings, trade secrets, research and development data, experimental work, proposals, new product and/or service developments, project reports, sources of supply and material, operating and cost data, and corporate financial information. 

 Contact 

If employees have any questions concerning this policy or would like to apply to work remotely, they should contact People & Work Experience and/or People Business Manager. 

2-7. Safe Harbor Policy for Exempt Employees 

It is eloomi Inc’s policy and practice to accurately compensate employees and to do so incompliance with all applicable state and federal laws. To ensure proper payment and that no improper deductions are made, employees must review pay stubs promptly to identify and report all errors. 

Those classified as exempt salaried employees will receive a salary which is intended to compensate them for all hours, they may work for eloomi Inc. This salary will be established at the time of hire or classification as an exempt employee. While it may be subject to review and modification from time to time, such as during salary review times, the salary will be a predetermined amount that will not be subject to deductions for variations in the quantity or quality of the work performed. 

Under federal and state law, salary is subject to certain deductions. For example, unless state law requires otherwise, salary can be reduced for the following reasons: 

full-day absences for personal reasons: 

  • full-day absences for sickness or disability if the deduction is made in accordance with a bona fide plan, policy, or practice of providing wage replacement benefits for such absences (deductions also may be made for the exempt employee’s full-day absences due to sickness or disability before the employee has qualified for the plan, policy or practice or after the employee has exhausted the leave allowance under the plan). 
  • full-day disciplinary suspensions for infractions of our written policies and procedures. 
  • Family and Medical Leave Act absences (either full- or partial-day absences); to offset amounts received as payment from the court for jury and witness fees or from the military as military pay. 
  • the first or last week of employment in the event the employee works less than a full week. 
  • and any full work week in which the employee does not perform any work. 

Salary may also be reduced for certain types of deductions such as a portion of health, dental or life insurance premiums; state, federal or local taxes; social security; or voluntary contributions to a401(k) or pension plan. 

In any work week in which the employee performed any work, salary will not be reduced for any of the following reasons:  

  • partial day absences for personal reasons, sickness or disability. 
  • an absence because the Company has decided to close a facility on a scheduled workday. 
  • absences for jury duty, attendance as a witness, or military leave in any week in which the employee performed any work (subject to any offsets as set forth above);  
  • and any other deductions prohibited by state or federal law. 

However, unless state law provides otherwise, deductions may be made to accrued leave for full- or partial-day absences for personal reasons, sickness or disability. 

If employees believe they have been subject to any improper deductions, they should immediately report the matter to a supervisor. If the supervisor is unavailable or if the employee believes it would be inappropriate to contact that person (or if the employee has not received a prompt and fully acceptable reply), they should immediately contact the Head of People & Work Experience or any other supervisor in eloomi Inc with whom the employee feels comfortable. 

2-8. Your Paycheck 

Employees will be paid semi-monthly for all the time worked during the past pay period. 

Payroll stubs itemize deductions made from gross earnings. By law, eloomi Inc is required to make deductions for Social Security, federal income tax and any other appropriate taxes. These required deductions also may include any court-ordered garnishments. Payroll stubs also will differentiate between regular pay received and overtime pay received. 

If there is an error in any employee’s pay, the employee should bring the matter to the attention of People & Work Experience immediately so the Company can resolve the matter quickly and amicably.  

Pay checks will be given only to the employee, unless the employee requests that they be mailed or authorizes in writing that another person may accept the check. 

2-9. Direct Deposit 

eloomi Inc strongly encourages employees to use direct deposit is set up via ADP payroll platform. 

2-10. Salary Advances 

eloomi Inc does not permit advances on pay checks or against accrued paid time off. Advance pay for vacation must be requested in writing at least two weeks prior to the vacation period. 

2-11. Performance Review 

Depending on the employee’s position and classification, eloomi Inc endeavours to review performance ad hoc. However, a positive performance evaluation does not guarantee an increase in salary, a promotion or continued employment. Compensation increases and the terms and conditions of employment, including job assignments, transfers, promotions, and demotions, are determined by and at the discretion of management. 

In addition to these formal performance evaluations, the Company encourages employees and supervisors to discuss job performance on a frequent and ongoing basis. 

2-12. Job Postings

eloomi Inc is dedicated to assisting employees in managing their careers and reaching their professional goals through promotion and transfer opportunities. This policy outlines the on-line job posting program which is in place for all employees. To be eligible to apply for an open position, employees must meet the following requirements:

  • be a current, regular, full-time, or part-time employee.
  • have been in current position for at least six (6) months.
  • maintain a performance rating of satisfactory or above.
  • not be on conduct/performance-related probation or warning.
  • meet the job qualifications listed on the job posting; and
  • provide their current manager with notice prior to applying for the position.

If employees find a position of interest on the job posting website and they meet the eligibility requirements, an on-line job posting application must be completed to be considered for the position. Not all positions are guaranteed to be posted. The Company reserves the right to seek applicants solely from outside sources or to post positions internally and externally simultaneously.

For more specific information about the program, please contact the People Team.

Section 3 – Benefits

3-1. Benefits Overview 

In addition to good working conditions and competitive pay, it is eloomi Inc’s policy to provide a combination of supplemental benefits to all eligible employees. In keeping with this goal, each benefit program has been carefully devised. These benefits include time-off benefits, such as vacations and holidays, and insurance and other plan benefits. We are constantly studying and evaluating our benefits programs and policies to better meet present and future requirements. These policies have been developed over the years and continue to be refined to keep up with changing times and needs. 

The next few pages contain a brief outline of the benefits programs eloomi Inc provides employees and their families. Of course, the information presented here is intended to serve only as guidelines. 

The descriptions of the insurance and other plan benefits merely highlight certain aspects of the applicable plans for general information only. The details of those plans are spelled out in the official plan documents, which are available for review upon request from People & Work Experience and/or and People Business Manager. Additionally, the provisions of the plans, including eligibility and benefits provisions, are summarized in the summary plan descriptions (“SPDs”) for the plans (which may be revised from time to time). In the determination of benefits and all other matters under each plan, the terms of the official plan documents shall govern over the language of any descriptions of the plans, including the SPDs and this handbook. 

Further, eloomi Inc (including the officers and administrators who are responsible for administering the plans) retains full discretionary authority to interpret the terms of the plans, as well as full discretionary authority regarding administrative matters arising in connection with the plans and all issues concerning benefit terms, eligibility, and entitlement. 

While the Company intends to maintain these employee benefits, it reserves the absolute right to modify, amend or terminate these benefits at any time and for any reason. 

If employees have any questions regarding benefits, they should contact People & Work Experience and/or People Business Manager. 

3-2. Paid Holidays 

All employees will be paid for the following holidays: 

  • New Year’s Day 
  • Independence Day 
  • Labor Day 
  • Thanksgiving Day 
  • Christmas Eve 
  • Christmas Day 
  • New Year’s Eve 

 When holidays fall or are celebrated on a regular workday, eligible employees will receive one (1) day’s pay at their regular straight-time rate. Eligible employees who are called in to work on a holiday will receive one (1) day’s pay at their regular straight-time rate, and an additional payment of straight-time for the actual time they work that day. 

 If a holiday falls within an eligible employee’s approved vacation period, the eligible employee will be paid for the holiday (at the regular straight-time rate) in addition to the vacation day, or the eligible employee will receive an additional vacation day at the option of the Company. 

If a holiday falls within a jury duty or bereavement leave, the eligible employee will be paid for the holiday (at the regular straight-time rate) in addition to the leave day, or the eligible employee will receive an additional day off at the option of the Company. 

3-3. Paid Vacations 

eloomi Inc appreciates how hard employees work and recognizes the importance of providing time for rest and relaxation. eloomi Inc fully encourages employees to get this rest by taking vacation time. Full-time employees accrue paid vacation time as follows: 

During the first partial calendar year of employment and the first five (5) full calendar years of employment, full-time employees accrue up to ten (10) (15 days as pr. 1st June 2022) days of vacation per year.  

Vacation is accrued on a pro-rata basis throughout the year. (80-hour pr. year, 3,08 hours bi-weekly) 

Thereafter, full-time employees accrue up to fifteen (15) days of vacation per year. Vacation is accrued on a pro-rata basis throughout the year.  

The maximum vacation entitlement for part-time employees is pro-rated based on hours worked. 

Vacations should be taken during the year accrued, unless otherwise required by law.  

Accrued, unused vacation time up to 40 hours, can be carried over to the following calendar year only if approved by People & Work Experience and People Business Manager. 

Every effort will be made to grant employees’ vacation preference, consistent with operating schedules. However, if too many people request the same period off, the Company reserves the right to choose who may take vacation during that period. Employees with the longest length of service generally will be given preference. Vacation requests must be submitted to managers at least two (2) weeks in advance of the requested vacation dates. 

Vacation may be used only in full-day increments. 

Accrued, unused vacation is paid out upon separation. 

Advanced but unaccrued vacation will be deducted from final pay checks to the extent permitted by law. 

3-4. Paid Personal Days 

Full-time employees are not eligible for paid personal days.  

3-5. Sick Days 

Full-time employees are eligible to receive up to six (6) paid sick days each year. If the employees will be out of work due to illness, they must call in and notify their supervisor as early as possible, butat least by the start of the workday. If the employees call in sick for three (3) or more consecutive days, they may be required to provide their supervisor with a doctor’s note on the day they return to work. 

Sick days must be taken during the year they are received. 

ALL Employee Time Off must be approved by employee’s manager and logged in ADP TotalSource.

Access ADP TotalSource at https://ADPTotalSource.ADP.com.

Log in using your username and password. Download the ADP Mobile Solutions App ADP has created an innovative mobile application for you to access HR and payroll-related data anytime, anywhere. The time off portion of the application allows employees who are using one of ADP’s applicable time and attendance solutions to view time off balances, view time off requests, and submit time off requests. Download the app by going to your phone’s App Store or going to www.ADP.com/MobileSolutions.

Sick days must be used in at least half-day increments. 

While sick days are intended to cover only the employee’s own illnesses, if required by applicable state or local law, sick days may be used to care for a family member’s (including civil union partners’) illness or for any other reason required by applicable state or local law. 

Advanced but unaccrued sick days will be deducted from the final pay check to the extent permitted by state law. 

3-6. Lactation Breaks 

eloomi Inc will provide a reasonable amount of break time to accommodate employees desiring to express breast milk for their infant child, in accordance with and to the extent required by applicable law. The break time, if possible, must run concurrently with rest and meal periods already provided. If the break time cannot run concurrently with rest and meal periods already provided, the break time will be unpaid, subject to applicable law.  

The Company will make reasonable efforts to provide employees with the use of a room or location other than a toilet stall to express milk in private. This location may be the employee’s private office, if applicable. The Company may not be able to provide additional break time if doing so would seriously disrupt the Company’s operations, subject to applicable law. Please consult People & Work Experience and/or People Business Manager with questions regarding this policy. 

Employees should advise management if they need break time and an area for this purpose. Employees will not be discriminated against or retaliated against for exercising their rights under this policy. 

3-7. Workers’ Compensation 

On-the-job injuries are covered by eloomi Inc’s Workers’ Compensation Insurance Policy, which is provided at no cost. If employees are injured on the job, no matter how slightly, they should report the incident immediately to their supervisor. Failure to follow Company procedures may affect the ability of employees to receive Workers Compensation benefits. 

This is solely a monetary benefit and not a leave of absence entitlement. Employees who need to miss work due to a workplace injury must also request a formal leave of absence. See the Leave of Absence sections of this handbook for more information. 

3-8. Jury Duty 

eloomi Inc realizes that it is the obligation of all U.S. citizens to serve on a jury when summoned to do so. All employees will be allowed time off to perform such civic service as required by law. Employees are expected, however, to provide proper notice of a request to perform jury duty and verification of their service. 

Employees also are expected to keep management informed of the expected length of jury duty service and to report to work for the major portion of the day if excused by the court. If the required absence presents a serious conflict for management, employees may be asked to try to postpone jury duty. 

Employees on jury duty leave will be paid for their jury duty service in accordance with state law; however, exempt employees will be paid their full salary for any week in which time is missed due to jury duty if work is performed for the Company during such week. 

3-9. Bereavement Leave 

The death of a family member is a time when employees wish to be with their families. If the employee is Non-exempt and loses a close relative, the employee will be allowed paid time off of up to zero (0) days to assist in attending to obligations and commitments.

For the purposes of this policy, a close relative includes a spouse, domestic/civil union partner, child, parent, sibling, or any other relation required by applicable law. Paid leave days only may be taken on regularly scheduled, consecutive workdays following the day of death.

Employees must inform their supervisor prior to commencing bereavement leave. In administering this policy, eloomi Inc may require verification of death. 

3-10. Voting Leave 

In the event employees do not have sufficient time outside of working hours to vote in a statewide election, if required by state law, the employee may take off enough working time to vote. Such time will be paid if required by state law. This time should be taken at the beginning or end of the regular work schedule. Where possible, supervisors should be notified at least two (2) days prior to the voting day. 

3-11. Insurance Programs 

Full-time employees may participate in eloomi Inc’s insurance programs. Under these plans, eligible employees will receive comprehensive health and other insurance coverage for themselves and their families, as well as other benefits. 

Upon becoming eligible to participate in these plans, employees will receive summary plan descriptions (SPDs) describing the benefits in greater detail. Please refer to the SPDs for detailed plan information. Of course, feel free to contact People & Work Experience and/or People Business Manager with any further questions. 

3-12. Long-Term Disability Benefits 

Full-time employees are eligible to participate in the Long-Term Disability plan, subject to all terms and conditions of the agreement between eloomi Inc and the insurance carrier. 

This is solely a monetary benefit and not a leave of absence. Employees who will be out of work must also request a formal leave of absence. See the Leave of Absence sections of this handbook for more information. 

3-13. Salary Continuation 

eloomi Inc provides enhanced monetary short-term disability benefits to full-time employees. These enhanced monetary benefits are inclusive of any monetary workers’ compensation or statutory short-term disability benefits.  

This is not a leave of absence provision. Employees who will be out of work must request a leave of absence. See the Leave of Absence sections of this handbook for more information. Employees will be required to submit medical certification as requested by eloomi Inc. Required medical certification under this policy may differ from the medical certification required for any leave of absence requested. 

3-14. Employee Assistance Program 

eloomi Inc provides the Employee Assistance Program, which offers qualified counsellors to help employees cope with personal problems they may be facing. Further details can be obtained through the People Team. 

3-15. Transportation Reimbursement Program 

eloomi Inc provides a Transportation Reimbursement Program which allows all employees to pay for eligible transportation expenses with pre-tax income. Employees may participate on the first of the month after one (1) month of employment. The program works similarly to a Flexible Benefits Program, in which employees elect to have a portion of pre-tax income transferred to an account for future reimbursement for transportation expenses. The amount of contributions is subject to IRS limits which generally change every year.  

Upon becoming eligible to participate in this plan, employees will receive a Summary Plan Document (SPD) describing the benefit in greater detail. Employees should refer to the SPD for detailed plan information. Of course, employees also should feel free to speak to People & Work Experience and/or People Business Manager if they have any further questions. 

3-16. Employee Referral Awards 

eloomi Inc encourages all employees to refer qualified job applicants for available job openings. Other than managers in the line of authority and all People Team, all employees are eligible to receive employee referral awards. When making referrals, instruct the applicant to list the employee’s name on their employment application as the referral source. If the referral is hired and completes 3 months of service and the employee is still the employee of the Company, the employee is eligible to receive a monetary award. The reward is currently a gross amount of $1,165 for regular part-time hires and $1,165 for regular full-time hires. 

3-17. Retirement Plan 

Eligible employees can participate in eloomi Inc’s retirement plan (401k). Plan participants may make pre-tax contributions to a retirement account. Upon becoming eligible to participate in this plan, employees will receive an SPD describing the plan in greater detail. Please refer to the SPD for detailed plan information. Of course, feel free to speak People Business Manager if there are any further questions. 

Section 4 - Leaves of Absence

4-1. Personal Leave 

If employees are ineligible for any other Company leave of absence, eloomi Inc, under certain circumstances, may grant a personal leave of absence without pay. A written request for a personal leave should be presented to management at least two (2) weeks before the anticipated start of the leave. If the leave is requested for medical reasons and employees are not eligible for leave under the federal Family and Medical Leave Act (FMLA) or any state leave law, medical certification also must be submitted. The request will be considered based on staffing requirements and the reasons for the requested leave, as well as performance and attendance records. Normally, a leave of absence will be granted for a period of up to eight (8) weeks. However, a personal leave may be extended if, prior to the end of leave, employees submit a written request for an extension to management and the request is granted. During the leave, employees will not earn vacation, personal days, or sick days. We will continue health insurance coverage during the leave if employees submit their share of the monthly premium payments to Company in a timely manner, subject to the terms of the plan documents. 

When the employee anticipates returning to work, he or she should notify management of the expected return date. This notification should be made at least one week before the end of the leave. 

Upon completion of the personal leave of absence, Company will attempt to return employees to their original job or a similar position, subject to prevailing business considerations. Reinstatement, however, is not guaranteed. 

Failure to advise management of availability to return to work, failure to return to work when notified or a continued absence from work beyond the time approved by Company will be considered a voluntary resignation of employment. 

Personal leave runs concurrently with any Company-provided Short-Term Disability Leave of Absence. 

4-2. Military Leave 

If employees are called into active military service or enlist in the uniformed services, they will be eligible to receive an unpaid military leave of absence. To be eligible for military leave, employees must provide management with advance notice of service obligations unless they are prevented from providing such notice by military necessity or it is otherwise impossible or unreasonable to provide such notice. Provided the absence does not exceed applicable statutory limitations, employees will retain reemployment rights and accrue seniority and benefits in accordance with applicable federal and state laws. Employees should ask management for further information about eligibility for Military Leave. 

If employees are required to attend yearly Reserves or National Guard duty, they can apply for an unpaid temporary military leave of absence not to exceed the number of days allowed by law (including travel). They should give management as much advance notice of their need for military leave as possible so that eloomi Inc can maintain proper coverage while employees are away. 

4-3. Medical Leave and Family Care (MLFC)

Eligibility

The Company provides leaves of absence without pay to eligible employees for any of the following reasons:

  • the birth of a son or daughter and to care for such son or daughter.
  • the placement of a son or daughter with you for adoption or foster care and to care for the
  • newly placed son or daughter; to care for a spouse, son, daughter or parent (“covered family member”) with a serious health condition.
  • because of your own serious health condition which renders you unable to perform an4.essential function of your position; or,
  • Because of any qualifying exigency (as defined under the Federal Family Medical Leave Act5.arising out of the fact that an employee’s spouse, son, daughter or parent is a covered military member on covered active duty or called to covered active-duty status (or has been notified of an impending call or order to covered active duty) in the Reserves component of the Armed Forces in support of contingency operations or Regular Armed Forces for deployment to a foreign country. This leave also is available for family members of active duty servicemembers.

Leave because of reasons (1) or (2) must be completed within the 12-month period beginning on the date of birth or placement.

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. In the event that state or federal law provides for greater rights than provided by this policy, it is the Company’s policy to govern its actions in accordance with those laws. For example, state law may extend MLFC leave entitlements to civil union and domestic partners.

Qualifying exigencies may include attending certain military events, arranging for alternative childcare, addressing certain financial and legal arrangements, attending certain counselling sessions, caring for the parents of the military member on covered active duty and attending post deployment reintegration briefings.

Amount of Leave Available

Eligible employees are normally granted leave up to a maximum of 12 weeks within a 12-monthrolling period measured backward from the date of any leave usage.

Where permitted by law, MLFC leave exhausts while using leave under federal, state or local family and medical leave laws. Unless otherwise provided by law, for purposes of this policy, leave usage includes leave provided pursuant to this policy or leave previously granted under state or federal leave laws (i.e., Emergency Family and Medical Leave Expansion Act under the Families First Coronavirus Response Act “FFCRA”).

MLFC leave must be used in one-week increments unless it is exhausting concurrently on an intermittent basis with a state or federal law (i.e., FFCRA), or another applicable employer exception applies. Exceptions to this minimum increment requirement will be considered to accommodate protected disabilities and as otherwise required by law. Employees will also be required to exhaust any accrued paid leave time while taking unpaid leave.

If the initial period of approved absence proves insufficient, consideration will be given to a request for an extension. Extensions will be provided based on operational requirements and business needs. However, benefits will only be provided for the initial maximum of 12 weeks after which time the employee may apply for benefits continuation under COBRA.

Additional Military Family Leave Entitlement (Injured Servicemember Leave)

In addition to the basic MLFC leave entitlement discussed above, an eligible employee who is the spouse, son, daughter, parent or next of kin of a covered servicemember is entitled to take up 26 weeks of leave during a single 12-month period to care for the servicemember with a serious injury or illness. Leave to care for a servicemember shall only be available during a single –12-month period and, when combined with other MLFC-qualifying leave, may not exceed 26 weeks during the single12-month period. The single 12-month period begins on the first day an eligible employee takes leave to care for the injured servicemember.

A “covered servicemember” is a current member of the Armed Forces, including a member of the National Guard or Reserves, who is undergoing medical treatment, recuperation, or therapy, is otherwise in outpatient status or is on the temporary retired list for a serious injury or illness. These individuals are referred to in this policy as “current members of the Armed Forces.”

Covered servicemembers also include a veteran who is discharged or released from military services under condition other than dishonourable at any time during the five years preceding the date the eligible employee takes MLFC leave to care for the covered veteran, and who is undergoing medical treatment, recuperation or therapy for a serious injury or illness. These individuals are referred to in this policy as “covered veterans.”

This policy adopts the definition of a “serious injury or illness” under the federal FMLA for current members of the Armed Forces and covered veterans. This definition is distinct from the definition of “serious health condition” applicable to MLFC leave to care for a covered family member (discussed above).

How to Request Leave

Employees may request leave only after having been employed for one year. Exceptions to the service requirement will be considered to accommodate protected disabilities. Eligible employees should make requests for leave to their supervisors at least 30 days in advance of foreseeable events and as soon as possible for unforeseeable events.

Certification Requirements

Employees may be required to provide written documentation from their health care provider supporting the need for leave including a detailed explanation of the medical reason why the employee requires a leave of absence, any accommodations that might enable the employee to return to work, and the health care provider’s opinion (supported by medical reasoning) as to the likely date the employee will return to work, if known.

In the case of leave to care for a covered family member, employees may be required to provide documentation substantiating the need for leave. This would include, for example, a statement from the family member’s healthcare provider indicating that the family member is unable to care for his or her own basic medical, hygienic, or nutritional needs or safety.

Upon request, the first time employees seek leave due to qualifying exigencies arising out of the active duty or call to active duty status of a covered military member, the Company may require employees to provide: 1) a copy of the covered military member’s active duty orders or other documentation issued by the military indicating the covered military member is on active duty or call to active duty status and the dates of the covered military member’s active duty service; and 2) a certification from the employee setting forth information concerning the nature of the qualifying exigency for which leave is requested. Employees shall provide a copy of new active-duty orders or other documentation issued by the military for leaves arising out of qualifying exigencies arising out of a different active duty or call to active-duty status of the same or a different covered military member.

When leave is taken to care for a covered servicemember with a serious injury or illness, the Company may require employees to obtain certifications completed by an authorized health care provider of the covered servicemember. In addition, the Company may request that the certification submitted by employees set forth additional information provided by the employee and/or the covered servicemember confirming entitlement to such leave. Any changes in this information should be promptly reported to Company.

Company Communications with Medical Professionals

We seek to work cooperatively with medical professionals to make informed individualized assessments about our employees’ ability to work and/or be at work. To accomplish this goal, from time to time, and as permissible by law, we may need to obtain additional medical information from your treating physician or other medical professionals we might retain to offer an opinion on your ability to work or be at work. While we expect you to comply with these requests, if you have any concerns about providing such information, you should contact your supervisor or appropriate Company representative so we can attempt to address them. While we will assist you, it is your responsibility to see that your treating physician provides the information we request.

Continuation of Health Insurance Benefits while on Leave

Health insurance benefits will be provided by Company for a maximum of 12 weeks (or 26 weeks for injured servicemember leave) under the same terms that would have applied had the employee not taken leave. Employees remain responsible for payment of the employee contribution while on leave. Payment must be received by the [date] of each month. Failure to make timely payments may result in a termination of health insurance benefits.

Employees who exceed the 12 (or 26 for injured servicemember leave) week maximum period of leave will become responsible for the full costs of these benefits and may apply for benefits continuation under COBRA. When the employee returns from leave, benefits will again be reinstated on the first of the month following the employee’s return to work.

Returning from Leave / Job Restoration

An employee on leave is requested to provide the Company with at least two weeks advance notice of the date the employee intends to return to work so that an employee’s return to work can be properly scheduled.

Employees returning from leave for the employee’s own serious health condition may be required to submit a health care provider’s verification of their fitness to return to work.

Job restoration is not guaranteed. However, when a leave ends, the Company will make reasonable efforts to reinstate the employee to the same position previously held by the employee if it is available. If it is not available, the Company will make reasonable efforts to reinstate the employee to an equivalent position for which the employee is qualified and if an equivalent position is not available, then to a lower-level position.

If an employee fails to return to work on the agreed upon return date, the Company may assume that the employee has resigned.

Contact Information

Any questions regarding this policy should be directed to the ADP TotalSource Leaves Administration Team at 866-400-6011 or by email TotalSource.FMLA@adp.com. Please contact the ADP TotalSource Leaves Administration Team at 866-400-6011 or by emailTotalSource.FMLA@adp.com and your payroll partners if you believe this policy was inadvertently concurrently applied with the Emergency Paid Sick Leave Act of the FFCRA.

Section 5 - General Standards of Conduct

5-1. Workplace Conduct 

eloomi Inc endeavors to maintain a positive work environment. Each employee plays a role in fostering this environment. Accordingly, we all must abide by certain rules of conduct, based on honesty, common sense and fair play. 

Because everyone may not have the same idea about proper workplace conduct, it is helpful to adopt and enforce rules all can follow. Unacceptable conduct may subject the offender to disciplinary action, up to and including discharge, in the Company’s sole discretion. The following are examples of some, but not all, conduct which can be considered unacceptable: 

  1. Obtaining employment based on false or misleading information. 
  2. Stealing, removing, or defacing eloomi Inc property or a co-worker’s property, and/or disclosure of confidential information. 
  3. Completing another employee’s time records. 
  4. Violation of safety rules and policies. 
  5. Violation of eloomi Inc’s Drug and Alcohol-Free Workplace Policy. 
  6. Fighting, threatening, or disrupting the work of others or other violations of eloomi Inc’s Workplace Violence Policy. 
  7. Failure to follow lawful instructions of a supervisor. 
  8. Failure to perform assigned job duties. 
  9. Violation of the Punctuality and Attendance Policy, including but not limited to irregular attendance, habitual lateness, or unexcused absences. 
  10. Gambling on Company property. 
  11. Wilful or careless destruction or damage to Company assets or to the equipment or possessions of another employee. 
  12. Wasting work materials. 
  13. Performing work of a personal nature during working time. 
  14. Violation of the Solicitation and Distribution Policy. 
  15. Violation of eloomi Inc’s Harassment or Equal Employment Opportunity Policies. 
  16. Violation of the Communication and Computer Systems Policy. 
  17. Unsatisfactory job performance. 
  18. Any other violation of eloomi Inc policy. 

Obviously, not every type of misconduct can be listed. Note that all employees are employed at-will, and eloomi Inc reserves the right to impose whatever discipline it chooses, or none at all, in a particular instance. The Company will deal with each situation individually and nothing in this handbook should be construed as a promise of specific treatment in each situation. However, eloomi Inc will endeavor to utilize progressive discipline but reserves the right in its sole discretion to terminate the employee at any time for any reason. 

The observance of these rules will help to ensure that our workplace remains a safe and desirable place to work. 

5-2. Punctuality and Attendance 

Employees are hired to perform important functions at eloomi Inc. As with any group effort, operating effectively takes cooperation and commitment from everyone. Therefore, attendance and punctuality are very important. Unnecessary absences and lateness are expensive, disruptive and place an unfair burden on fellow employees and Supervisors. We expect excellent attendance from all employees. Excessive absenteeism or tardiness will result in disciplinary action up to and including discharge. 

We do recognize, however, there are times when absences and tardiness cannot be avoided. In such cases, employees are expected to notify Supervisors as early as possible, but no later than the start of the workday. Asking another employee, friend or relative to give this notice is improper and constitutes grounds for disciplinary action. Employees should call, stating the nature of the illness and its expected duration, for every day of absenteeism. 

Unreported absences of three (3) consecutive workdays generally will be considered a voluntary resignation of employment with the Company. 

5-3. Use of Communications and Computer Systems 

eloomi Inc’s communication and computer systems are intended primarily for business purposes; however limited personal usage is permitted if it does not hinder performance of job duties or violate any other Company policy. This includes the voice mail, e-mail and Internet systems. Users have no legitimate expectation of privacy regarding their use of the eloomi Inc systems. 

eloomi Inc may access the voice mail and e-mail systems and obtain the communications within the systems, including past voice mail and e-mail messages, without notice to users of the system, in the ordinary course of business when the Company deems it appropriate to do so. The reasons for which the Company may obtain such access include but are not limited to maintaining the system; preventing or investigating allegations of system abuse or misuse; assuring compliance with software copyright laws; complying with legal and regulatory requests for information; and ensuring that Company operations continue appropriately during the employee’s absence. 

Further, eloomi Inc may review Internet usage to ensure that such use with Company property, or communications sent via the Internet with Company property, are appropriate. The reasons for which the Company may review employees’ use of the Internet with Company property include but are not limited to maintaining the system; preventing or investigating allegations of system abuse or misuse; assuring compliance with software copyright laws; complying with legal and regulatory requests for information; and ensuring that Company operations continue appropriately during the employee’s absence. 

The Company may store electronic communications for a period after the communication is created. From time to time, copies of communications may be deleted. The Company’s policies prohibiting harassment, in their entirety, apply to the use of Company’s communication and computer systems. No one may use any communication or computer system in a manner that may be construed by others as harassing or offensive based on race, national origin, sex, sexual orientation, age, disability, religious beliefs or any other characteristic protected by federal, state or local law. 

Further, since the Company’s communication and computer systems are intended for business use, all employees, upon request, must inform management of any private access codes or passwords. 

 

Unauthorized duplication of copyrighted computer software violates the law and is strictly prohibited. 

No employee may access, or attempt to obtain access to, another employee’s computer systems without appropriate authorization. 

Violators of this policy may be subject to disciplinary action, up to and including discharge. 

5-4. Use of social media 

eloomi Inc respects the right of any employee to maintain a blog or web page or to participate in a social network, Twitter or similar site, including but not limited to Facebook and LinkedIn. However, to protect Company interests and ensure employees focus on their job duties, employees must adhere to the following rules: 

All rules regarding confidential and proprietary business information apply in full to blogs, web pages and social networking platforms, such as Twitter, Facebook, LinkedIn or similar sites. Any information that cannot be disclosed through a conversation, a note or an e-mail also cannot be disclosed in a blog, web page or social networking site. 

Whether an employee is posting something on his or her own blog, web page, social networking, Twitter or similar site or on someone else’s, if the employee mentions Company and also expresses either a political opinion or an opinion regarding Company’s actions that could pose an actual or potential conflict of interest with Company, the poster must include a disclaimer. The poster should specifically state that the opinion expressed is his/her personal opinion and not Company’s position. This is necessary to preserve Company’s good will in the marketplace. 

Any conduct that is impermissible under the law if expressed in any other form or forum is impermissible if expressed through a blog, web page, social networking, Twitter or similar site. For example, posted material that is discriminatory, obscene, defamatory, libellous or violent is forbidden. Company policies apply equally to employee social media usage. 

eloomi Inc encourages all employees to keep in mind the speed and way information posted on a blog, web page, and/or social networking site is received and often misunderstood by readers. Employees must use their best judgment. Employees with any questions should review the guidelines above and/or consult with their manager. Failure to follow these guidelines may result indiscipline, up to and including discharge. 

5-5. Personal and Company-Provided Portable Communication Devices 

eloomi Inc-provided portable communication devices (PCDs), including cell phones and personal digital assistants, should be used primarily for business purposes. Employees have no reasonable expectation of privacy in regard to the use of such devices, and all use is subject to monitoring, to the maximum extent permitted by applicable law. This includes, as permitted, the right to monitor personal communications as necessary. 

Some employees may be authorized to use their own PCD for business purposes. These employees should work with the IT department to configure their PCD for business use. Communications sent via a personal PCD also may subject to monitoring if sent through the Company’s networks and the PCD must be provided for inspection and review upon request. 

All conversations, text messages and e-mails must be professional. When sending a text message or using a PCD for business purposes, whether it is a Company-provided or personal device, employees must comply with applicable Company guidelines, including policies on sexual harassment, discrimination, conduct, confidentiality, equipment use and operation of vehicles. Using a Company-issued PCD to send or receive personal text messages is prohibited at all times and personal use during working hours should be limited to emergency situations. 

If employees who use a personal PCD for business resign or are discharged, they will be required to submit the device to the IT department for resetting on or before their last day of work. At that time, the IT department will reset and remove all information from the device, including but not limited to, Company information and personal data (such as contacts, e-mails and photographs). The IT department will make efforts to provide employees with the personal data in another form (e.g., on a disk) to the extent practicable; however, the employee may lose some or all personal data saved on the device. 

Employees may not use their personal PCD for business unless they agree to submit the device to the IT department on or before their last day of work for resetting and removal of Company information. This is the only way currently possible to ensure that all Company information is removed from the device at the time of termination. The removal of Company information is crucial to ensure compliance with the Company’s confidentiality and proprietary information policies and objectives. Please note that whether employees use their personal PCD or a Company-issued device, the Company’s electronic communications policies, including but not limited to, proper use of communications and computer systems, remain in effect. 

Portable Communication Device Use While Driving 

Employees who drive on Company business must abide by all state or local laws prohibiting or limiting PCD (cell phone or personal digital assistant) use while driving. Further, even if usage is permitted, employees may choose to refrain from using any PCD while driving. “Use” includes, but is not limited to, talking or listening to another person or sending an electronic or text message via the PCD. 

Regardless of the circumstances, including slow or stopped traffic, if any use is permitted while driving, employees should proceed to a safe location off the road and safely stop the vehicle before placing or accepting a call. If acceptance of a call is necessary while driving, and permitted by law, employees must use a hands-free option and advise the caller that they are unable to speak at that time and will return the call shortly. 

Under no circumstances should employees feel that they need to place themselves at risk to fulfil business needs. 

Since this policy does not require any employee to use a cell phone while driving, employees who are charged with traffic violations resulting from the use of their PCDs while driving will be solely responsible for all liabilities that result from such actions. 

Texting and e-mailing while driving are prohibited in all circumstances. 

5-6. Inspections 

eloomi Inc reserves the right to require employees while on Company property, or on client property, to agree to the inspection of their persons, personal possessions and property, personal vehicles parked on Company or client property, and work areas. This includes lockers, vehicles, desks, cabinets, workstations, packages, handbags, briefcases and other personal possessions or places of concealment, as well as personal mail sent to the Company or to its clients. Employees are expected to cooperate in the conduct of any search or inspection. 

5-7. Smoking 

Smoking, including the use of e-cigarettes, is prohibited on Company premises and in all Company vehicles. 

5-8. Personal Visits and Telephone Calls 

Disruptions during work time can lead to errors and delays. Therefore, personal telephone calls must be kept to a minimum, and only be made or received after working time, or during lunch or breaktime. 

For safety and security reasons, employees are prohibited from having personal guests visit or accompanying them anywhere in eloomi Inc facilities other than the reception areas. 

5-9. Solicitation and Distribution 

To avoid distractions, solicitation by the employee of another employee is prohibited while either employee is on work time. “Work time” is defined as the time the employee is engaged, or should be engaged, in performing his/her work tasks for eloomi Inc. Solicitation of any kind by non-employees on Company premises is always prohibited. 

Distribution of advertising material, handbills, printed or written literature of any kind in working areas of the Company is always prohibited. Distribution of literature by non-employees on Company premises is always prohibited. 

5-10. Bulletin Boards 

Important notices and items of general interest are continually posted on eloomi Inc bulletin boards. Employees should make it a practice to review bulletin boards frequently. This will assist employees in keeping up with what is current at eloomi Inc. To avoid confusion, employees should not post or remove any material from the bulletin board. 

5-11. Confidential Company Information 

During work, employees may become aware of confidential information about eloomi Inc’s business, including but not limited to information regarding Company finances, pricing, products and new product development, software and computer programs, marketing strategies, suppliers and customers and potential customers. Employees also may become aware of similar confidential information belonging to the Company’s clients. It is extremely important that all such information remain confidential, and particularly not be disclosed to eloomi Inc’s competitors. Any employee who improperly copies, removes (whether physically or electronically), uses or discloses confidential information to anyone outside of the Company may be subject to disciplinary action up to and including termination. Employees may be required to sign an agreement reiterating these obligations. 

5-12. Conflict of Interest and Business Ethics 

It is eloomi Inc’s policy that all employees avoid any conflict between their personal interests and those of the Company. The purpose of this policy is to ensure that the Company’s honesty and integrity, and therefore its reputation, are not compromised. The fundamental principle guiding this policy is that no employee should have, or appear to have, personal interests or relationships that actually or potentially conflict with the best interests of the Company. 

It is not possible to give an exhaustive list of situations that might involve violations of this policy. However, the situations that would constitute a conflict in most cases include but are not limited to: 

  1. holding an interest in or accepting free or discounted goods from any organization that does, or is seeking to do, business with the Company, by any employee who is able to directly or indirectly influence either the Company’s decision to do business, or the terms upon which business would be done with such organization. 
  2. holding any interest in an organization that competes with the Company. 
  3. being employed by (including as a consultant) or serving on the board of any organization which does, or is seeking to do, business with the Company or which competes with the Company; and/or 
  4. profiting personally, e.g., through commissions, loans, expense reimbursements or other payments, from any organization seeking to do business with the Company. 

A conflict of interest would also exist when a member of the employee’s immediate family is involved in situations such as those above. This policy is not intended to prohibit the acceptance of modest courtesies, openly given and accepted as part of the usual business amenities, for example, occasional business-related meals or promotional items of nominal or minor value. It is the employee’s responsibility to report any actual or potential conflict that may exist between the employee (and the employee’s immediate family) and the Company. 

5-13. Use of Facilities, Equipment and Property, Including Intellectual Property 

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

Employees should notify their supervisor if any equipment, machines, or tools appear to be damaged, defective or in need of repair. Prompt reporting of loss, damages, defects and the need for repairs could prevent deterioration of equipment and possible injury to employees or others. Supervisors can answer any questions about the employees’ responsibility for maintenance and care of equipment used on the job. 

Employees also are prohibited from any unauthorized use of the Company’s intellectual property, such as audio and video tapes, print materials and software. 

Improper, careless, negligent, destructive, or unsafe use or operation of equipment can result indiscipline, up to and including discharge. 

Further, the Company is not responsible for any damage to employees’ personal belongings unless the employee’s supervisor provided advance approval for the employee to bring the personal property to work. 

5-14. Health and Safety 

The health and safety of employees and others on Company property are of critical concern to eloomi Inc. The Company intends to comply with all health and safety laws applicable to our business. To this end, we must rely upon employees to ensure that work areas are kept safe and free of hazardous conditions. Employees are required to be conscientious about workplace safety, including proper operating methods, and recognize dangerous conditions or hazards. Any unsafe conditions or potential hazards should be reported to management immediately, even if the problem appears to be corrected. Any suspicion of a concealed danger present on the Company’s premises, or in a product, facility, piece of equipment, process or business practice for which the Company is responsible should be brought to the attention of management immediately. 

Periodically, the Company may issue rules and guidelines governing workplace safety and health. The Company may also issue rules and guidelines regarding the handling and disposal of hazardous substances and waste. All employees should familiarize themselves with these rules and guidelines, as strict compliance will be expected. 

Any workplace injury, accident, or illness must be reported to the employee’s supervisor as soon as possible, regardless of the severity of the injury or accident. 

5-15. Hiring Relatives/Employee Relationships 

A familial relationship among employees can create an actual or at least a potential conflict of interest in the employment setting, especially where one relative supervises another relative. To avoid this problem, eloomi Inc may refuse to hire or place a relative in a position where the potential for favouritism or conflict exists. 

In other cases, such as personal relationships where a conflict or the potential for conflict arises, even if there is no supervisory relationship involved, the parties may be separated by reassignment or discharged from employment, at the discretion of the Company. Accordingly, all parties to any type of intimate personal relationship must inform management. 

If two employees marry, become related, or enter into an intimate relationship, they may not remain in a reporting relationship or in positions where one individual may affect the compensation or other terms or conditions of employment of the other individual. The Company generally will attempt to identify other available positions, but if no alternate position is available, the Company retains the right to decide which employee will remain with the Company. 

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. 

5-16. Employee Dress and Personal Appearance 

Employees are expected to report to work well groomed, clean, and dressed according to the requirements of their position. Some employees may be required to wear uniforms or safety equipment/clothing. Employees should contact their supervisor for specific information regarding acceptable attire for their position. If employees report to work dressed or groomed inappropriately, they may be prevented from working until they return to work well-groomed and wearing the proper attire. 

5-17. Publicity/Statements to the Media 

All media inquiries regarding the position of the Company as to any issues must be referred to the CEO. Only the CEO is authorized to make or approve public statements on behalf of the Company. No employees, unless specifically designated by the CEO, are authorized to make those statements on behalf of Company. Any employee wishing to write and/or publish an article, paper, or other publication on behalf of the Company must first obtain approval from the CEO. 

5-18. Operation of Vehicles 

All employees authorized to drive Company-owned or leased vehicles or personal vehicles in conducting Company business must possess a current, valid driver’s license and an acceptable driving record. Any change in license status or driving record must be reported to management immediately. 

Employees must have a valid driver’s license in their possession while operating a vehicle off or on Company property. It is the responsibility of every employee to drive safely and obey all traffic, vehicle safety, and parking laws or regulations. Drivers must demonstrate safe driving habits at all times. 

Company-owned or leased vehicles may be used only as authorized by management. 

Portable Communication Device Use While Driving 

Employees who drive on Company business must abide by all state or local laws prohibiting or limiting portable communication device (PCD) use, including cell phones or personal digital assistants, while driving. Further, even if use is permitted, employees may choose to refrain from using any PCD while driving. “Use” includes, but is not limited to, talking or listening to another person or sending an electronic or text message via the PCD. 

Regardless of the circumstances, including slow or stopped traffic, if any use is permitted while driving, employees should proceed to a safe location off the road and safely stop the vehicle before placing or accepting a call. If acceptance of a call is absolutely necessary while the employees are driving, and permitted by law, they must use a hands-free option and advise the caller that they are unable to speak at that time and will return the call shortly. 

Under no circumstances should employees feel that they need to place themselves at risk to fulfill business needs. 

Since this policy does not require any employee to use a PCD while driving, employees who are charged with traffic violations resulting from the use of their PCDs while driving will be solely responsible for all liabilities that result from such actions. 

Texting and e-mailing while driving is prohibited in all circumstances. 

5-19. Business Expense Reimbursement 

Employees will be reimbursed for reasonable pre-approved expenses incurred during business. These expenses must be approved by the employee’s Supervisor, and may include air travel, hotels, motels, meals, cab fare, rental vehicles, or gas and car mileage for personal vehicles. All expenses incurred should be submitted to the Manager along with the receipts in a timely manner. 

Employees are expected to exercise restraint and good judgment when incurring expenses. Employees should contact their Supervisor in advance if they have any questions about whether an expense will be reimbursed. 

5-20. References 

eloomi Inc will respond to reference requests through the People Department. The Company will provide general information concerning the employee such as date of hire, date of discharge, and positions held. Requests for reference information must be in writing, and responses will be inwriting. Please refer all requests for references to the People Department. 

Only the People Department may provide references. 

5-21. If You Must Leave Us 

Should the employees decide to leave the Company, we ask that they provide a Supervisor with at least two (2) weeks advance notice of departure. Thoughtfulness will be appreciated. All Company, property including, but not limited to, keys, security cards, parking passes, laptop computers, fax machines, uniforms, etc., must be returned at separation. Employees also must return all of the Company’s Confidential Information upon separation. To the extent permitted by law, employees will be required to repay the Company (through payroll deduction, if lawful) for any lost or damaged Company property. As noted previously, all employees are employed at-will and nothing in this handbook changes that status. 

5-22. Exit Interviews 

Employees who resign are requested to participate in an exit interview with the People. 

6 – Additional Information

6-1. Wellbeing 

Managers at eloomi have a special responsibility to ensure that our employees thrive. Managers has a responsibility to be aware of the employees’ general well-being (mood, activity, and motivation level). If the manager receives an indication that an employee is unhappy, it is the manager’s responsibility to talk to the employee to find out the situation. 

People is a support function in any well-being issues. When People is involved, they can help start a possible utility program 

6-2. eloomi Code of Conduct 

The Code of Conduct describes the eloomi way of working and guides us in our business relationships. It helps us in our efforts to always act responsibly and ethically to build long lasting relationships with customers and other stakeholders. This is also our policy on other ethical matters. As an eloomi employee you are responsible for adhering to the content of this document and asking for guidance when necessary. The Code of Conduct covers all employees of eloomi in all markets where eloomi operates. It also includes members of the Board, independent contractors, and consultants.  

6-3. Visitors and Guest   

Please inform the internal facility channel in Teams about any expected guests or visitors in the office, so your colleagues know who they may meet in the office on that day. There may be restrictions for guests, so reach out to People if in doubt. 

6-4. Celebrating Special Occasion 

We love celebrating and often do so. On special occasions where one gets married, becomes a parent, or has a round birthday (20, 30, 40 etc.), it’s up to the individual team to arrange a separate celebration for the team with self-payment. eloomi supports with up to USD 80 and following the guidelines for expense approval. In general, we choose to limit gifts to the above, since we support, e.g., the Red Cross instead of, e.g., buying Christmas gifts. There is always a case to help where eloomi can make a small difference.  

6-5. A Few Closing Words 

This handbook is intended to give employees a broad summary of things they should know about eloomi Inc. The information in this handbook is general in nature and, should questions arise, any member of management should be consulted for complete details. While we intend to continue the policies, rules and benefits described in this handbook, eloomi Inc, in its sole discretion, may always amend, add to, delete from or modify the provisions of this handbook and/or change its interpretation of any provision set forth in this handbook. Employees should not hesitate to speak to management if they have any questions about the Company or its personnel policies and practices 

Dusseldorf 🇩🇪 - DRAFT

TABLE OF CONTENTS 

  1. INTRODUCTION 
  2. HOLIDAY POLICY  
  3. SICKNESS POLICY
  4. DISCIPLINARY PROCEDURE
  5. SAFETY & HEALTH
  6. GRIEVANCE PROCEDURE 
  7. IT EQUIPMENT 
  8. REFERRAL PROGRAM
  9. MATERNITY & PATERNITY
  10. HEALTH INSURANCE & PENSION
  11. NATIONAL DAYS OFF
  12. ZENEGY – our payroll system to register sickness & vacation
  13. RESPECT EACH OTHER 
  14. TIME OFF
  15. WORKING FROM HOME
  16. CELEBRATING SPECIAL OCCASIONS
  17. ALCOHOL & DRUGS
  18. STAY COMPLIANT
  19. EXPENSES 
  20. REGULATIONS
  21. VISITORS & GUESTS
  22. EXTERNAL COMMITMENTS
  23. NON-SMOKING
  24. IF YOU ARE LATE, ILL OR ABSENT
  25. PRESS
  26. WELL-BEING
  27. CODE OF CONDUCT
  1. INTRODUCTION  

Welcome to the Company – we hope that you have a very enjoyable and successful career with us. 

This Staff Handbook sets out eloomi (the “Company”) policies, procedures, and rules so that you (the “Employee”) are aware of what to expect from us and what is expected from you. It is designed to act as a point of reference for you during your employment. Please familiarise yourself with these policies, procedures, and rules together with your contract of employment (Statutory Particulars of Employment).  

We reserve the right to alter, amend or discontinue any scheme, policy, procedure, or rule referred to in this Staff Handbook. This Staff Handbook will be amended accordingly, and updated pages issued to you. If terms and conditions offer to you individually differ to those contained within this Staff Handbook, your contract of employment will prevail. 

eloomi always align to default German laws! 

We are committed to carrying out its business fairly, openly and in good faith and with a zero-tolerance policy towards unethical and illegal business practises. We are looking forward to you contributing to our high standard of business ethics and our positive company culture.    

If you have any questions about any of the contents of this Handbook, please do discuss with your manager. 

2. HOLIDAY POLICY 

Our aim is to ensure that all employees enjoy their full holiday leave as and when they choose to do so.   

During this time, it is important to us that our customer experience is not compromised. We ask that you follow the correct procedures for applying for and taking holidays in order that this can be achieved.  

Holiday Year 

Our holiday year runs from 1 September – 31 August. 

The new holiday law introduced a principle called Concurrency Holidays. 

The basic principle is that you earn and take holidays at the same time. You earn 2.08 days of vacation per month, which can be taken immediately – and no later than within 16 months. Thus, the vesting period will be 12 months – and the holiday year will be 16 months.  

When should holidays be held? The holiday will be held in the same year as it is earned, so there will be the possibility of continuously taking holidays. However, the holiday can be saved for 16 months, i.e., the holiday is earned from the 1st of September to the 31st of August and can be held from the 1st of September to the 31st of December of the same year. 

The notice is 3 months for the main holiday and at least 1 month for the second holiday.  

The Holiday Act covers the 5 weeks guaranteed by the German Holiday Act. The same applies to the 1% holiday allowance and a 12.5% holiday allowance.   

The Holiday Act provides for the possibility of taking holidays in advance. If approved by your manager, you have the opportunity to take a holiday before you have earned it. In eloomi, you can borrow up to 5 days in advance. If you stop at eloomi before the holiday reaches the end of the holiday, eloomi will have the opportunity to offset the value of the holiday paid against the salary paid. 

The holiday allowance will be paid twice a year. This means that for the period from the 1st of September to the 31st of May, the holiday allowance (50%) will be paid together with the salary for the month of May, while the holiday allowance (50%) for the remainder of the holiday year will have to be paid together with the salary for the month of August. 

3. SICKNESS POLICY 

Sickness is taken seriously in our organization, and we would like to support you when you are unwell. We encourage you to take care of your health, especially when you are facing a serious or long-term health problem.   

Please stay at home when you are not feeling well. This will allow you to make a full recovery and minimizes the spread of infection amongst your team members.  

If you are unable to work due to a long-term health problem, we will require a medical certificate. 

We are here to support you throughout periods of sickness; however, periods of frequent short-term sickness will be questioned by your manager.    

Absence and notification   

If you are unable to work, please call your manager or another senior staff member no later than 8.30 am on each working day of your absence. Emails are generally accepted if you have successfully notified the company of your absence. Please enter your sick leave in Zenegy. 

4. DISCIPLINARY PROCEDURE 

To maximise your potential and perform at your best, we understand that an exciting workload, like-minded and supportive colleagues, and a comfortable, healthy working atmosphere is important. We expect employees to work as a team with respect and consideration for their fellow team members.  

There may be times that for various reasons you are unable to perform at your best or you are unable to meet the demands of your role. During these times we encourage discussion with your manager to obtain the support you need to fulfil your responsibilities. 

If for any reason your performance deteriorates, or your behaviour becomes anti-social or disturbing towards colleagues and this cannot be resolved through informal discussion the company will take the following disciplinary action: 

  1. verbal warning 
  2. written warning 
  3. dismissal 

The company can also decide to make a performance plan as an alternative.   

Misconduct 

We consider the following behaviour as misconduct that justifies disciplinary action including dismissal, with or without notice.   

  • bad time keeping 
  • unauthorised absence   
  • undertaking private or non-company work without permission 
  • making excessive use of company resources, e-mail and/or computer network for private purposes 
  • adding content to or commenting on blogs or social networking sites such as Instagram, Facebook, and Twitter, which may damage the company reputation, its employees, or its customers.  

The above list is not exhaustive.  

5. GRIEVANCE PROCEDURE  

If you have a grievance relating to your employment, you must discuss the matter informally with your manager as soon as possible.  

If the grievance cannot be resolved informally or your manager is the subject of your grievance, you must pursue the grievance as soon as possible as follows: 

Raising a grievance 

Please set out the nature of your grievance in writing together with all relevant evidence that explains or forms the basis of your grievance (including any suggestions on how it could or should be resolved). Send your grievance letter to your manager.  If this person is the subject of the grievance, then please send it to CEO/People. 

Invitation to a meeting 

As soon as possible, after your grievance has been considered and investigated, you will be invited to a meeting to discuss the grievance. 

Holding a meeting 

Your grievance will be discussed during the meeting. Following the meeting, we will inform you of any decision made or actions we intend to take.     

Right of appeal  

If you would like to appeal against our decision, you should write to your manager within five working days of being notified of our decision, stating the grounds of your appeal. 

If you choose to appeal, we will invite you to an appeal meeting as soon as possible.  Where possible, this meeting will be attended by a more senior manager than attended your initial grievance meeting.  You must take all reasonable steps to attend the appeal meeting.   

After the meeting, we will inform you in writing of any decisions made and actions we intend to take.  These decisions will be final. 

Right to be accompanied 

You have the right to be accompanied by a trade union representative, an official employed by a trade union or a fellow worker.  You must make a reasonable request to be accompanied.  You and your companion must take all reasonable steps to attend the meeting.  We may refuse your choice of companion if we feel their presence is likely to cause a conflict of interest or prejudice the appeal hearing in any way.  

You must notify us of your chosen companion in writing and in good time before your meeting. 

The role of the companion is to address the hearing, sum up the case and/or respond to the views expressed at the hearing.  The companion has no right to answer questions on your behalf, address the hearing if not required or prevent us from explaining the case. 

6. SAFETY & HEALTH 

At eloomi, employee’s health and safety are essential, both physically and mentally. To ensure that, we follow every recommendation from the official authorities.  

Therefore, we have strict rules regarding testing and sanitizing when coming to the office. We ensure that the office has the correct amount of people to meet all the requirements and recommendations while keeping a safe distance. We also have a clean desk policy, that further supports his initiative.  

We know that connecting with your colleagues is essential for our mental health. We aim to be flexible and ensure that colleagues who prefer to work from the office can do so. We have incorporated various efforts to ensure we are connected during this time of being apart, like virtual lunches and the Friday Pitch, to name a few.  

Rest assured, you will be part of a family and a strong team when joining eloomi – even when working remote. 

7. IT EQUIPMENT 

As a company, we provide each employee with a laptop. This is based on a fixed framework and is handled by IT Support.  

However, since many often have special wishes for special mobile phones and want regular replacements, the company does not provide a mobile phone and employees are required to use their own. We provide internet-based video and IP call tools for those in roles that need access to a mobile phone.

8. REFERRAL PROGRAM 

eloomi wants to reward employees, who referred a job candidate who became a successful hire in eloomi. All employees are invited to make referrals and are entitled to reward. 

A reward is triggered when a referred hire is successful, meaning been employed for 4 full months continuously. Reward will be paid before taxes as part of your salary, as a one-time salary bonus per hire. 

Use your eloomi credentials to log in to our recruitment platform, Teamtailor. You can now refer your candidates. If in doubt, you can find instructions here. Please note that you must present the candidate with the opportunity, and he/she must be positive to discuss before you refer. No rewards available for team leads, managers, heads and up. 

9. MATERNITY & PATERNITY  

You probably have many questions about maternity leave and how you plan your leave to suit your family’s needs. eloomi gives you an overview here, so you are well prepared to plan your maternity leave with maternity pay & (Government pay).  

The first thing you need to know about maternity leave with maternity pay is that it is divided into four different types of leave: pregnancy leave, maternity leave, paternity leave and parental leave. You have different options for taking these types of leave depending on whether you are a mother, father, or co-mother. Please note that you must meet certain conditions to receive maternity benefits.   

 

Before birth – pregnancy leave  

Pregnancy leave is the first leave to which all future mothers are entitled. You can go on pregnancy leave 4 weeks before your expected date of birth. This is the date which your doctor sets and writes into your journal. If you need a scheduled caesarean section, you can go on leave 4 weeks before the date of the caesarean section. If you go over your term for birth, your pregnancy leave will automatically be extended until you have given birth. Conversely, it also means that if you give birth before your due date, then your pregnancy leave will be shorter than 4 weeks, as childbirth is a natural end to pregnancy leave.  

 

After childbirth – maternity leave  

After you have given birth, you, as a mother, automatically transition to the next type of leave, called maternity leave. As a mother, it entitles you to 14 weeks’ leave starting the day after you give birth. The first 2 weeks after birth, you are obliged to take time off. If you want, you can start working again after the first two weeks, but most people choose to take full maternity leave for the 14 weeks; as by rule, you cannot share this part of the leave with a father. 

After your maternity leave, parental leave starts, which you can share with a father.  

 

After childbirth – paternity leave  

The first leave you can take as a father or co-mother can start when your child has been born. You have the right to take 2 weeks of paternity leave after birth. You are free to plan when and how you want to take the 2 weeks of paternity leave within the first 14 weeks after the child’s birth. Just remember to inform your manager. Please note that the mother cannot take over your two weeks of paternity leave. You can start on joint parental leave when your paternity leave is over, even if the mother is still on maternity leave.  

 

Joint leave – parental leave  

Parental leave is the part of maternity leave that you can share between you. As a father, you can already start parental leave after your 2 weeks of paternity leave has passed. As a mother, you can start parental leave after your 14 weeks of maternity leave. Mother and father are entitled to 32 weeks of parental leave together with maternity pay, which you can share between you. Therefore, parental leave is quite flexible, so here you have the opportunity to plan the leave to suit you. For example, you can take a break to follow each other or for a period together. You can also distribute your maternity benefit over a longer period of time. 

 

Maternity leave to-do list 

BEFORE BIRTH  

As a mother, you must inform eloomi (People and your immediate manager) when you expect to give birth and when you will go on leave. You must do so no later than 3 months before your due date. As a father, you must inform eloomi (People and your immediate manager) when you expect to go on Paternity. You must do this no later than 4 weeks before you go on leave.  

 

AFTER BIRTH  

eloomi will report your maternity leave to Udbetaling Danmark. You will then receive a letter with Digital Post about how to apply for maternity benefits. Remember to apply no later than 8 weeks after birth. Tell eloomi (People and your immediate manager) when you’ll be back at work. You must do this no later than 8 weeks after birth. If you want to share the 32 weeks of parental leave between you and your partner, you must tell Udbetaling Danmark on borger.dk in the self-service solution ‘My Maternity.’ Arrange with your manager 8 weeks before you want to take out leave. If you want to postpone or extend your leave, you can do so in borger.dk in the self-service solution ‘My Motherhood.’ Remember to tell eloomi (People and your immediate manager) if you extend or postpone the leave. 

PAY 

As the woman going on pregnancy leave and maternity leave, you are entitled to 50% of your salary 4 weeks before birth and 14 weeks after birth according to Act on Salaried Employees (Funktionærloven) 

10. HEALTH INSURANCE & PENSION  

 eloomi has a collaboration with the Pension company Velliv. Additional information:   Velliv, Pension & Livsforsikring A/S – Dit Pensionsselskab  

As a part of the Pension & Insurance offering, you get advantages such as savings to your Pension, Health Insurance to use for many different things (ex. Physio, chiropractor, scan, psychologist), plus a good insurance in case something should happen to you (illness/critical illness). 

In eloomi we have chosen to apply following guidelines to your employment terms: 

The eloomi pension scheme is available for all eloomi Employees. For employees, who have joined the Employer before July 1, 2020, it is voluntary to join the eloomi pension scheme. The Employee can choose to enter the eloomi pension scheme at any time of the employment. For employees, who have joined the Employer after July 1, 2020, the Employee enters the mandatory eloomi pension scheme automatically after 3 months of employment.   

The eloomi pension scheme is paid by the Employee and the Employee’s contribution of the monthly base salary is according to the agreed pension scheme in the Company which may change from time to time. The eloomi pension scheme consists of pension savings, health insurance and insurance covering loss of ability to work and critical illness. 

At all times, eloomi maintains a description of coverage which is available and communicated internally, and additional information is available directly via the pension scheme supplier. The pension scheme supplier is always available for additional personal counselling and guidance.  

Should you have any questions to above, please do not hesitate to contact People. We are here to help and guide you. 

11. NATIONAL DAYS OFF  

 Public Holidays in Germany 2022

  • New Year’s Day (1 January)
  • Good Friday (15 April)
  • Easter Sunday (17 April)
  • Easter Monday (18 April)
  • Christ’s ascension (26 May)
  • Pentecost (6 June)
  • German Unity Day (3 October)
  • Christmas Day (25 December)
  • 2nd Day of Christmas (26 December)

12. ZENEGY – our payroll system to register sickness and holiday  

Our payroll provider in Denmark is Zenegy. It can be used as web and app (we recommend that you use the app when you are up and running). Download the app to register all other information regarding vacation, registration of sick days, etc. You should have received an invite to Zenegy to your eloomi mail – please activate this. If you have any further questions, please ask People. Please remember to check and if needed edit your profile data (address, phone number, bank account etc.) – you can always change these data. 

13. RESPECT EACH OTHER  

We have liberal social conventions, and we enjoy an informal work atmosphere. We want to keep it this way, but freedom comes with responsibility. To have a good working environment for all, always ensure good behaviour and communication that will make it easy to navigate.  

Behaviour or communication that was meant to be harmless may not always be perceived that way. As individuals, we may have different boundaries for what we find acceptable. What you may believe is an innocent comment can be perceived by others as offensive or racist.  

In some cases, behaviour, or communication, e.g., containing elements of a sexual nature, may offend your colleagues or be perceived as sexually harassing. 

This is never okay, and as a company, we do not accept this. To ensure clarity and to avoid a potential misunderstanding, an act or expression perceived as offending and has either sexual content or is related to a sexual context is considered sexual harassment. This means that we, as individuals, must pay attention to what we do, write, and speak.  

We are required to ensure that our behaviour and communication are not offensive, acceptable by others, and in line with the context.  

14. TIME OFF 

Vacation must be approved in Zenegy by your manager and with respect to your work, colleagues, and planning. You should place your main holiday of up to 3 weeks between July to mid-August – if in doubt please see 2. Holiday policy. Other vacation time should be coordinated with public holidays, if possible. Holidays not held cannot be transferred to the new vacation year. If you cannot be contacted on vacation, please ensure that there is a substitute from your team that can handle inquiries and cases. Ensure that you turn on your Out of Office reply, so that people contacting you are informed about your absence and guided to an alternative contact.  

15. WORKING FROM HOME 

Our eloomi culture promotes innovation and flexibility, and yes, we do have a flexible work from home guideline.   

We value hard work, collaboration, and teamwork, so we’d also love to see you in the local office you are connected to. However, we also understand that time-to-time, you prefer to work from home for different reasons. Talk to you manager, plan with your team so most of your team are present at the office and not away at the same time.   

Home for the holiday? You might want to spend some additional days at home and work from there. Arrange with your manager if you want to work for a couple of days following the holiday.  

Please use discretion when scheduling your remote days so that you are not away for important in-office meetings and events.   

All work from home events must be approved by your manager in advance so we can plan accordingly. Managers have the discretion to approve/deny any work from home requests. 

16. CELEBRATING SPECIAL OCCASION 

We love celebrating and often do so. On special occasions where one gets married, becomes a parent, or has a round birthday (20, 30, 40 etc.), it’s up to the individual team to arrange a separate celebration for the team with self-payment. eloomi supports with up to DKK 500 and following the guidelines for expense approval. In general, we choose to limit gifts to the above, since we support, e.g., the Red Cross instead of, e.g., buying Christmas gifts. There is always a case to help where eloomi can make a small difference.  

 17. ALCOHOL & DRUGS  

Consuming alcohol or drugs in any form or being under the influence is not acceptable when we work. Limited consumption of alcohol on office premises after work hours is allowed. Any impact of drugs is forbidden at any time. If you work intoxicated, it will result in immediate expulsion and is considered a severe breach of employment. 

18. STAY COMPLIANT 

In eloomi, we have several areas in which ongoing compliance is needed, like IT Policy, Security, GDPR and similar. As a company, we are very passionate about delivering excellence, and that’s why we always need to be compliant.  

19. EXPENSES   

Our basic belief is that we work from the local office and use online tools for communication. There is no need for reimbursement for either driving or outlay. For unique business-critical external activities that require expenses, it must always be coordinated and approved beforehand, and then the company will reimburse all reasonable business expenses. 

20. REGULATIONS 

We try to ensure we have the fewest possible rules; that is why all legal aspects of employment are constantly controlled and regulated by the applicable laws. This way, we always ensure we are in sync with the law for employment, vacation, maternity leave etc. and thereby, you are never in doubt about your legal position. Outside of Denmark, staff are regulated by the employee contract and applicable local laws as well. eloomi doesn’t participate in unions and collective agreements to keep everything simple to understand.  

21. VISITORS & GUESTS  

Please inform the internal facility channel in Teams about any expected guests or visitors in the office, so your colleagues know who they may meet in the office on that day. There may be restrictions for guests, so reach out to People if in doubt. 

22. EXTERNAL COMMITMENTS  

When you communicate with business contacts, including prospects, customers, or other counterparts, never over-promise or give room for other reasons for interpretation. 

Be very concrete and stay within our business area, procedures, and legal documents. If you are in doubt in a situation, you should seek support from your manager or Operations. Keep in mind that you should not comment if “you think so” and instead seek support. If it something “you know but are in doubt”, then seek support as well. In eloomi, we do not assume anything; we relate to facts. This is self-help so that you do not conflict with your obligations in your employment contract or come into unethical and disloyal issue. 

23. NON-SMOKING 

Our non-smoking policy aims to ensure that our employees are not exposed to passive smoking. Smoking can only take place outside the office area with respect for the building areas. 

24. IF YOU ARE LATE, ILL OR ABSENT 

If you are delayed beyond regular local working hours, please inform your manager, and communicate to any counterparts that may be affected by this, e.g., meeting participants, colleagues, your team and so on.  

An employee must report any illness to their manager no later than 8:30 am and in Zenegy. Inform any counterparts that may be affected by this or agree with your manager to do so. In case of absence for more than 3 days, eloomi can request further information about the duration of your illness. Absence due to a sick child is not paid by eloomi and is considered days off. This also applies if you are on holiday.  

25. PRESS 

Any communication with the press, media, bloggers, and others who publish stories or information to their audiences must be approved or authorised by the CEO. 

26. WELL-BEING 

Managers at eloomi have a special responsibility to ensure that our employees thrive. Managers has a responsibility to be aware of the employees’ general well-being (mood, activity, and motivation level). If the manager receives an indication that an employee is unhappy, it is the manager’s responsibility to talk to the employee to find out the situation. 

People is a support function in any well-being issues. When People is involved, they can help start a possible utility program 

27. CODE OF CONDUCT 

The Code of Conduct describes the eloomi way of working and guides us in our business relationships. It helps us in our efforts to always act responsibly and ethically to build long lasting relationships with customers and other stakeholders. This is also our policy on other ethical matters. As an eloomi employee you are responsible for adhering to the content of this document and asking for guidance when necessary. The Code of Conduct covers all employees of eloomi in all markets where eloomi operates. It also includes members of the Board, independent contractors, and consultants. To learn more about Code of Conduct: Code of Conduct 2021.pdf (sharepoint.com)