Company Policies and Expectations
Company Policies and Expectations
Purpose:
This policy outlines the eligibility and guidelines for utilizing hotel accommodations arranged or supplied by Nomad Mobile Technologies.
Policy Statement:
Hotel accommodations provided, arranged, or paid for by Nomad Mobile Technologies are strictly reserved for active employees and contractors engaged in official company business. These accommodations are intended to support work-related travel, assignments, and temporary relocation as authorized by management.
Scope:
This policy applies to:
● Full-time and part-time employees
● Independent contractors with a current contract and valid assignment from Nomad Mobile Technologies
Restrictions:
● Guests, family members, or individuals not employed or contracted by Nomad Mobile Technologies are not permitted to stay in hotel rooms supplied by the company.
● Unauthorized individuals occupying such accommodations may result in disciplinary action for the responsible employee or contractor and may incur reimbursement obligations.
Pet Policy:
● Employees and contractors are responsible for ensuring that pets are permitted at any hotel arranged or booked through Nomad Mobile Technologies.
● Nomad Mobile Technologies is not responsible for any damages caused by pets during a stay in company-provided accommodations.
● Nomad Mobile Technologies will not cover pet deposits, fees, or cleaning charges associated with pets under any circumstances.
● All pet-related agreements, costs, and liabilities are solely the responsibility of the employee or contractor.
Reservation Guidelines:
● Same-day accommodation requests made after 11:59 PM will not be processed. Employees or contractors who fail to adhere to this timeframe will be personally responsible for securing their own lodging.
● Reservation requests must be submitted a minimum of 90 minutes prior to the anticipated arrival time to allow adequate time for processing.
● If a reservation falls outside of the hotel's cancellation or refund period and the individual fails to check in by the designated time, they may be held accountable for the associated costs, within reasonable limits.
Enforcement:
Violations of this policy may lead to disciplinary action, up to and including termination of employment or contract, and reimbursement for unauthorized expenses.
Exceptions:
Any exceptions to this policy must be approved in writing by the appropriate department head or executive leadership.
Equal Employment Opportunity
We are committed to providing equal employment opportunities to all employees and contractors without discrimination based on race, color, religion, gender, national origin, age, disability, or any other legally protected characteristic.
Behavior Standards: Employees must act with professionalism, demonstrating courtesy, respect, and accountability in all interactions, both on and off the job.
Integrity and Ethics: Honesty and ethical decision-making are essential. Employees must avoid any actions that could harm the company’s reputation or compromise its standards.
Representation: Remember that your actions and words represent the company, particularly when interacting with clients or working at job sites. Always strive to leave a positive and professional impression.
Clean and Presentable Attire: Employees are required to maintain a clean, neat, and professional appearance at all times while on duty. Clothing should be appropriate for the job and align with safety requirements, including the use of designated PPE when applicable.
Grooming Standards: Personal hygiene must be maintained, ensuring a polished and professional image.
General Safety Protocols
Reflective Safety Vest: Must be worn at all times on-site to ensure high visibility.
Steel or Composite Toe Boots: Essential for foot protection.
No Headphones: Stay alert and avoid distractions.
Speed Limit: Do not exceed five (5) miles per hour on customer property.
Parking: Always park out of traffic flow.
Use of Flashers: Use flashers when parked on-site or moving at low speeds.
Limit Loud Noises: Limit loud noises such as music.
Site Traffic and Procedures: Be mindful of site traffic and procedures.
Local Safety Instructions: Follow any posted safety instructions.
Night Work: Wear a headlamp or have a flash on your person.
Personal Protective Equipment (PPE) Requirements
Technicians are mandated to wear the appropriate Personal Protective Equipment (PPE) at all times while on the job site to ensure their safety and compliance with industry standards. The following guidelines outline the PPE requirements for technicians while on location:
Reflective Vests:
Technicians must wear reflective vests at all times while on site. These vests are essential for visibility, especially in areas with moving vehicles, heavy machinery, or low-light conditions.
Site-Specific and Circumstantial PPE:
Depending on the specific requirements of the job site or the nature of the work being performed, additional PPE must be utilized. This may include:
Hard Hats: To protect against head injuries in areas where there is a risk of falling objects or where head protection is mandated.
Safety Glasses: To shield eyes from debris, dust, and other hazardous materials.
Gloves: To protect hands from cuts, abrasions, chemicals, or other harmful substances.
Additional Safety Gear: Any other protective equipment required by the site or dictated by the work circumstances, such as ear protection, high-visibility clothing, or safety harnesses, must be worn.
Compliance and Responsibility:
It is the technician’s responsibility to:
Understand and follow any additional PPE guidelines specific to the job site.
Report any damaged or defective safety equipment to a supervisor immediately for replacement or repair.
Vehicle Safety
Vehicles on-site must be equipped with reflective decals and portable warning lights for low-visibility conditions.
Emergency Procedures
Onsite Emergency: For life threatening situations, 911 should always be contacted first. After the situation is under control, contact scheduling, daytime or nighttime coordinator, and Nomad management. Copy relevant individuals in an email.
Offsite Emergency: Report delays to the daytime coordinator and Nomad management, copying relevant individuals in an email.
Weather Delays:
Employees must document delays by emailing live photos of the current weather conditions.
Approval Process: Delays will be judged on a case-by-case basis, factoring in the severity of the weather and any contractual obligations.
Onboarding Checklist
All employees must complete the following during onboarding:
Enrollment in ADP.
Receipt and acknowledgment of the Employee Handbook.
Signing a Non-Disclosure Agreement (NDA).
Signing a Vehicle Agreement (if applicable).
Submission of a valid copy of ID.
Training
New hires undergo 1-2 weeks of training at a designated location to equip them with necessary skills. May be required to participate in online courses relevant to their current knowledge.
Performance Monitoring
New hires may have their performance monitored remotely during the first few weeks. If unfamiliar with any technology or procedure, request additional training.
Documentation and Reporting Requirements
Clear and consistent documentation is critical for maintaining the integrity and accountability of our operations. All employees are expected to follow the guidelines below for submitting reports and documenting work.
Image Documentation:
Most procedures require visual documentation of completed work. Technicians must take clear, high-quality images that demonstrate the work performed, ensuring that all required aspects are captured. These images must be included in the corresponding reports.
Daily Submission:
End of Day (EOD) reports are required every day, even if no work was completed. These reports provide essential updates and must include a summary of the work performed or a note indicating no activity for the day.
Submission Deadline:
All EOD reports must be submitted no later than 6:00 AM EST the following morning for the prior day’s activity. This ensures timely processing and tracking of operations.
Submission Process:
Email all EOD reports to reports@nomadtechinstalls.com. Include all relevant documentation, such as images or job-related notes, in your submission.
Reporting Delays:
If delays occur, promptly document them by taking a screenshot of the related email thread or other communication detailing the delay.
Drive Time:
Any drive time affecting job schedules must also be reported. Email these screenshots or related details to reports@nomadtechinstalls.com.
Career Development Opportunities
Career Development: Employees may advance into roles such as Site Lead, Senior Technician, or Management. Advancement depends on consistent performance, leadership skills, and adherence to company standards.
Performance Reviews: Evaluations are based on:
The number of installations completed.
The quality of work performed, including client feedback and adherence to company protocols.
Installation Procedures
Adhere strictly to the company’s Standard Operating Procedures (SOP) for all installation tasks. This includes following industry best practices for wiring techniques and ensuring the highest safety standards on every job site. Compliance with these procedures guarantees not only quality installations but also a safe working environment for you, your colleagues, and our clients.
Reporting and Documentation
Complete all required paperwork as work is completed and submit the report before leaving the job site. End-of-Day (EOD) reports and other documentation must be sent to reports@nomadtechinstalls.com. Timely submission of documents is critical for maintaining accurate records, effective project tracking and receiving payment for piece rate work. Please note that failure to comply with these reporting requirements will result in disciplinary measures, which may include a formal reprimand, a documented write-up, and additional corrective actions as deemed appropriate by management.
Handling Client Relations
Maintain a professional and respectful demeanor in all interactions with clients. Your behavior reflects directly on our company’s reputation. Should any issues or complaints arise during or after an installation, report them to the company immediately. Prompt communication enables swift resolution and ensures client satisfaction while providing valuable feedback to continuously improve our service quality.
Company-funded Accomodations
Flexibility: We understand that certain circumstances may require flexibility. While we may be willing to accommodate special requests or exceptions, we expect everyone to respect the area in which they reside while working with us.
Pets: If you choose to travel with pets, please ensure you clean up after them and adhere to any applicable pet fees. Most hotels allow a maximum of 2 pets per room. While we respect your preferences when it comes to pet-friendly options, we are not responsible for your pets, and any additional fees associated with them are your responsibility.
Age Requirement: All individuals utilizing company-funded accommodations must be above the age of 18 and have a valid legal identification. Failure to meet these requirements may result in termination.
Personal Responsibility: Nomad Mobile Technologies is not responsible for your actions or decisions during your stay in company-funded accommodations. Please be sure to abide by any hotel policies that are relevant. While we trust you to act responsibly, we want to remind you to be mindful of your behavior and adhere to the highest ethical standards.
Time-Off Accrual and Leave Policies
PTO Policy: Employees receive two weeks of Paid Time Off (PTO) at the start of each calendar year.
No rollovers: Unused PTO does not carry over into the following year.
Holiday Work: The company operates on most holidays, but these may be optional based on operational needs. Employees should confirm holiday schedules with management.
Extended Absences: All extended absences will be monitored and documented. Misuse or repeated absences may result in verbal or written warnings.
Pay and Banking Information
Weekly Pay Schedule:
Employees are paid on a weekly basis.
Banking Updates and Pay Stubs:
Banking information can be updated through the ADP app.
Pay stubs are also accessible via the app.
Employees who lack access to ADP should contact management to resolve this issue.
Pay Structure
Training/Drive/Day Fees:
Training Day: $125
Drive Day: $125
Tech Day: $175
Per Diem: $25
Piece Rate: Varies based on SOW.
Reimbursement Policy
Expenses for travel and activities may be reimbursed with receipts for personal vehicle use:
Oil Changes: Every 3,000 to 12,000 miles, based on vehicle model.
Brakes/Brake Pads: After 30,000 miles with the company.
Gas: For travel to and from job sites.
Tolls: For travel to and from job sites.
Carpooling Encouragement: Recommended for higher emissions areas and long-distance travel.
Travel Reimbursements: Flights and extra baggage may be covered with CEO or COO approval.
Accommodation Reimbursement
Accommodations are provided; self-booked stays are reimbursed up to $80 per night with receipts and approval.
Invoices and Payments
To ensure prompt processing and reimbursement, technicians must adhere to the following invoicing and payment submission procedures:
Submission Deadline:
All invoices must be submitted to payments@nomadtechinstalls.com no later than Sunday at 11:59 PM EST of the relevant week. Timely submission of invoices facilitates efficient accounting and ensures that reimbursements are processed without undue delay.
Required Documentation:
In addition to the invoice, technicians must include completed timesheets and all relevant receipts. These documents are necessary for verifying expenses and hours worked, and they support the accuracy of your invoice.
Consequences of Incomplete Submissions:
Failure to submit complete timesheets with corresponding receipts by the specified deadline will result in a delay of reimbursement. In such cases, reimbursement will be deferred until the following pay period. This policy underscores the importance of timely and accurate documentation to avoid disruptions in payment schedules.
By following these guidelines, technicians help maintain a smooth invoicing process, ensuring that payments are processed efficiently and accurately.
Time Off and Leave Policies
To maintain smooth operations and adequate staffing, employees are required to adhere to the following guidelines when requesting time off:
6/2 Rule:
Within 20 Hours of Home: If the work location is within a 20-hour drive from your home address, a rotation of 6 weeks of work followed by 2 weeks off is mandatory.
More than 20 Hours Away: For locations farther than a 20-hour drive, returning home is optional. However, an extended break is required after an extended work period to ensure health and safety.
Advance Notice for Planned Absences:
Employees must provide a minimum of two weeks’ notice for any planned time off. This notice period allows management to adjust schedules, arrange coverage, and ensure that business needs are met without interruption.
Extended Vacations (Over One Week):
For vacations or extended periods of absence lasting longer than one week, employees should give as much advance notice as possible. Early notification facilitates comprehensive planning, workload redistribution, and minimizes the impact on team productivity. While a formal minimum notice period remains two weeks, the expectation is to communicate potential long absences well in advance to allow for optimal scheduling adjustments.
Procedure for Requesting Time Off:
Submit a Formal Request:
Use the designated leave request system or submit a written request to your direct supervisor, clearly stating the dates and duration of your planned time off.
Confirmation and Approval:
Await confirmation from your supervisor or HR department. Your request will be reviewed based on staffing needs, current workload, and company policies before approval.
Planning for Coverage:
Once approved, work with your supervisor and team to ensure that all responsibilities and tasks are appropriately handed over or rescheduled during your absence. This collaboration helps maintain continuity of operations.
Additional Considerations:
Flexibility and Communication:
While the two-week notice is standard, unforeseen circumstances may arise. In such cases, communicate with your supervisor as soon as possible to discuss alternative arrangements. Open and timely communication is essential for accommodating unexpected changes.
Documentation and Record-Keeping:
All approved time-off requests will be documented and recorded according to company policy. This practice ensures transparency and assists with future planning and resource management.
Non-Compliance with Safety Measures
Maintaining a safe work environment is a top priority. All employees are required to strictly follow established safety protocols and procedures. Failure to comply with these safety measures will be treated as a serious violation of company policy. Depending on the severity and frequency of the infraction, disciplinary actions may include verbal or written warnings, suspension, or even immediate termination. These measures are enforced to protect the well-being of all employees, clients, and the integrity of our operations.
Substance Abuse Policy
The use or possession of alcohol, illegal drugs, or any substances that impair judgment and job performance while on duty or on company premises is strictly prohibited. Employees found violating this policy will face immediate disciplinary action, up to and including termination of employment. This policy is non-negotiable and is in place to ensure a safe, productive, and professional work environment for everyone.
Reporting Procedures for Misconduct
We are committed to maintaining a workplace where all employees feel respected and safe. To uphold this commitment, any misconduct, harassment, discrimination, or unethical behavior must be reported as soon as possible.
How to Report:
Notify your immediate supervisor or manager about the incident.
Confidentiality:
All reports of misconduct will be treated with the utmost confidentiality to protect the privacy of those involved.
Investigation and Non-Retaliation:
The company will promptly investigate all reports. Retaliation against anyone who reports misconduct in good faith is strictly prohibited and will result in disciplinary action.
By adhering to these policies, employees contribute to a safe, respectful, and ethical workplace. Failure to follow these guidelines not only endangers individuals but also undermines the company’s core values and may lead to significant disciplinary measures.
Protecting confidential information and ensuring data security are fundamental responsibilities for all employees. The following guidelines outline our policies regarding confidentiality, non-disclosure, and the handling of personal and sensitive information.
Dispute Resolution
Employees are encouraged to report disputes directly to management. Management will work to resolve or address concerns promptly and fairly.
Technology Use
Company-Issued Devices:
Devices must be handled with care.
Contact management for repair or replacement.
Data must be backed up to Google Drive and an SD card.
Personal Devices:
Employees may use personal devices for work.
Media Backup: Documents and photos must be uploaded to Google Drive and shared with management per project.
Communication Tools: Follow the Customer Interaction Policy for phone calls, texts, and WhatsApp use.
Confidential Information
All information related to Nomad, its clients, and its operations is strictly confidential. Employees must not disclose any proprietary or sensitive details to unauthorized individuals or use this information for personal gain. This includes business strategies, client data, technical specifications, and any internal processes.
Non-Disclosure Agreements (NDAs)
To safeguard proprietary information, technicians and other relevant staff may be required to sign Non-Disclosure Agreements. These legal agreements obligate you to maintain the confidentiality of sensitive information both during and after your employment with Nomad.
Handling Personal Information
Personal data, whether pertaining to clients, colleagues, or other stakeholders, must be handled in accordance with our Technology and Electronic Privacy Policy. Employees must ensure that personal information is collected, stored, and processed securely and only for authorized purposes. Unauthorized sharing or mishandling of personal data is prohibited and may result in disciplinary action.
Website Terms and Conditions
All employees and users are expected to comply with the terms and conditions outlined on the Nomad Mobile Technologies website. Familiarity with these terms ensures that interactions with clients and the public meet legal and company standards.
Privacy Policy Overview
Data Collection and Usage:
Data collected during business operations is used to improve services and client experiences. Employees must handle this information responsibly and in line with stated purposes.
Data Security:
All sensitive data is protected by encryption and stored on secure servers. Employees must follow best practices for data security, including the use of strong passwords and secure transmission methods.
Non-Solicitation Clause, Site Behavior, Customer Interaction, and Email Etiquette
Employees must not directly or indirectly solicit contractors, clients, or end-users for personal gain or competition for six (6) months following the termination of employment.
All company-related files, documents, and intellectual property must remain with the company.
Employees are prohibited from offering competing services to clients they interacted with during employment unless directed by the company.
While on-site, employees are representatives of Nomad Mobile Technologies. Professionalism, punctuality, and adherence to safety protocols are essential.
Punctuality: Arrive at the job site at least 30 minutes before the scheduled start of active work ("wrenches turning") to allow time for preparation, safety checks, and addressing any unforeseen issues.
Professionalism: Conduct yourself with professionalism and respect for the client, their property, and any individuals on-site. Upon arrival, introduce yourself by name and clearly state that you are there to complete a work order on behalf of Nomad Mobile Technologies. This ensures a polite and professional first impression.
Property Respect: Take care not to damage property or equipment, and leave the work area clean and organized upon completion.
Safety Protocols: Follow all safety guidelines, including wearing required PPE, to ensure a safe working environment for yourself and others.
Positive client interactions are a cornerstone of our business. Employees are expected to maintain a high level of courtesy and professionalism at all times.
Courteous Tone: Always address clients with respect and a polite demeanor, regardless of the situation.
Prompt Responses: Respond to client questions and concerns as quickly as possible, ensuring clarity and accuracy in your communication.
Handling Complaints: Address complaints professionally, seeking a resolution that aligns with company policies. If necessary, escalate unresolved issues to a supervisor for further assistance.
Effective email communication is crucial for maintaining professionalism and streamlining operations. Follow these guidelines for proper email etiquette:
Professional Tone: Use formal language and avoid slang, emojis, or overly casual expressions. Emails should reflect the professionalism of Nomad Mobile Technologies.
Clarity: Be clear, concise, and to the point. Provide all relevant information in an organized manner to minimize confusion or follow-up questions.
Response Time: Aim to respond to emails within 24 hours whenever possible to maintain efficiency and responsiveness.
Copying Management: For emergencies, delays, or vacation-related communications, ensure Nomad management is CC’d to keep them informed.
Reporting: Send all End of Day (EOD), Start of Day (SOD), and inventory updates to reports@nomadtechinstalls.com. This ensures proper tracking and accountability.
Termination of Employment
Employment with Nomad Mobile Technologies may be terminated for a variety of reasons, including but not limited to:
Non-Compliance: Failure to adhere to company policies, procedures, or safety protocols.
Misconduct: Actions that violate the company’s code of conduct, including unprofessional behavior, harassment, discrimination, or dishonesty.
Policy Violations: Breaches of confidentiality, substance abuse, or other infractions outlined in this handbook.
Performance Issues: Consistent failure to meet performance standards or job expectations.
The company reserves the right to terminate employment or contractual agreements immediately for serious violations or with appropriate notice for other circumstances.
Notice of Termination: Employees or contractors will be provided with written notice of termination, including the reason for the decision, when applicable. In cases of gross misconduct or severe violations, immediate termination may occur without prior notice.
Return of Company Property: All company-issued property, including tools, devices, uniforms, PPE, and access credentials, must be returned prior to the final day of employment. Employees will be held accountable for any lost or damaged property.
Final Pay and Reimbursement: Any outstanding payments or reimbursements will be processed in accordance with legal requirements and company policy. Employees are encouraged to ensure all invoices, receipts, and time sheets are submitted prior to their departure.
Transition Support: Employees may be asked to assist with the transition process, such as providing documentation, training a replacement, or ensuring project continuity. Cooperation during this period is expected and appreciated.
Termination is a formal process, and Nomad Mobile Technologies is committed to handling it professionally and respectfully. For questions or clarification regarding the termination process, employees may contact Human Resources.