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Personal Use

Phone The Company wishes to ensure telephone and mail facilities are available to customers/clients and business associates during working hours. For this reason, the Company must place the following restraints on personal use. Employees who violate the following policies may be liable for disciplinary action to be determined at the discretion of Management on a case-by-case basis.

Telephones are for business use. Personal calls should be limited to local calls; to only those absolutely necessary; and kept as brief as possible. This applies to use of the internal office-to-office phone system as well.

Incoming personal calls should be discouraged.

Long-distance personal calls shall be charged to an employee calling card or home telephone account, or placed collect. In no case should personal long-distance calls appear on the Company telephone bill.

Faxes All incoming faxes will be collected by the receptionist and delivered to the addressee on a timely basis.

Mail Employees may use the Company mailing address for receipt of business publications and literature relating to performance of employee duties. The Company discourages use of our business address for the conducting of personal business. Please keep such use to a minimum.

Company Letterhead Company stationery shall be used for business correspondence only. This is not only out of cost considerations, but because correspondence on Company letterhead may be legally construed as an official Company communication. Please refrain from using Company stationery for personal letters.

Postage Employees shall not put company postage and mailing materials (envelopes, seals, etc.) to personal use. However, employees may send out personal mail (addressed, sealed and stamped) via the daily mail system.

Incoming Mail All mail will be received and sorted by the receptionist. General publications will be circulated to the owner. Such publications will be made available to general staff through the Production Manager. Publications directed to specific personnel will be delivered to them with any other mail for those people.

All vendor invoices go to the Production Manager. All client checks go unopened to the bookkeeper. All bank information and statements go unopened to the bookkeeper. Media kits and miscellaneous media information goes to the Account Manager.

Deliveries The receptionist will receive deliveries (or any person assigned to cover the receptionist's desk). For all items requiring a signature for receipt:

Deliveries from vendors for jobs in progress should be sent promptly to the office(s) of the Production Manager. ONLY the Production Manager or Traffic Manager may sign for such jobs (i.e., printing proofs, completed printing jobs, photography, freelancers' work, illustration work, etc.).

The Production Manager must approve all courier packages. Please consider whether overnight service is necessary before utilizing any of these services.

For FedEx or other courier pick-ups:

Any package to be picked up or taken to FedEx/courier requires a purchase order and must be identified by job number so charges can be billed. Please fill out a "shipping instructions" form for every outgoing package.

Overnight Express Service The Company allows employees to take advantage of its special business rates for overnight and parcel delivery services. To send a personal package, fill out a "shipping instructions" form, noting to charge it to you personally. You may either pay for personal mailings at the time you send them, or ask Bookkeeping to invoice you.

Email Email should not be regarded as confidential. All files (electronic and paper) belong to the Company. Personal emails are discouraged.

 

 

Last Updated: 04.20.07