Hours of Operation
Normal operating hours for Classic City Consulting are from 9:00 am to 5:00 pm ET, Monday through Friday. As a remote team, we don’t require or expect you to be at your desk for these hours, but we do ask for you to communicate your availability during those hours.
Pay Practices
We run bi-weekly payroll for 26 pay cycles annually. When you are set-up on payroll, we will collect you direct deposit information. Checks are deposited on Wednesdays unless there is a holiday disruption. If you are not set-up on direct deposit, paper checks are issued from our payroll company, Corporate Payroll Services and mailed directly to your home.
Tracking Time
Directly in Harvest
If you have a Harvest account, you are required to enter in all your hours directly into Harvest. Harvest also has a Google Chrome Browser Extension → that can be added to track time. Adding this extension also creates an widget in Asana where you can add time directly to an assigned task.
The Task Title will appear in the description making it easy to see what task you worked on. This also allows for us to answer client’s questions about hours easier. If you use Asana in your web browser, we strongly encourage you to also use the Harvest extension.
Questions
What if I can’t find the project? Ask Dawn Audano. Do not log your hours under any other project than what you have been told.
How do flat-price projects work? If you are working on a flat-price project, your project manager should tell you at the beginning of that project: [a] how many hours you have for full completion of the work and [b] when you can invoice your hours.
When do I need to log my hours by? Every day! Before you mark a task Complete add your time to Harvest. Most payrolls are run on Monday mornings, so you must have your hours finalized before then or else risk not getting paid for those hours until the following pay cycle. There are times where this cadence is changed. Dawn Audano will let you know via Slack in the #general channel when that will occur.
What do I put in the description? You should be told in Asana which task to log your hours under. If there isn’t one prescribed, please pick a generic bucket (one that starts with a ‘number’) based on the type of work you did. The description that you write is important as a number of our clients receive itemized invoices. Please write one to two sentences describing the work you performed when you log a task. These notes need to be acceptable if sent directly to a client as-is.
Invoice
If you are submitting invoices to get paid out, you must include:
- A line item for each task, quantity of hours, and the hourly rate from your contract
- A Grand Total line at the bottom
Error in Pay
Classic City Consulting makes every effort to ensure that you receive the correct amount of pay in each paycheck and that you are paid on the scheduled payday.
You should review your paycheck when received and, if you believe an error has been made, contact your supervisor immediately. All necessary steps will be taken to research the problem and to assure that any necessary correction is promptly made.
Business Expense and Travel
Classic City Consulting will reimburse all actual and reasonable business-related expenses incurred by employees in performing their job duties according to the following guidelines:
Documentation Requirements
You are required to upload expense receipts to the Expenses section of Harvest. Please include the amount, the category, and the applicable client. If this is for internal Classic City, then Classic City is the client.
Lodging
When traveling, Classic City will cover your lodging at approved hotels and inns. Please work with the administrator and your supervisor to make sure that your lodging is covered. When a guaranteed reservation must be changed, every reasonable effort should be made to cancel the reservation on a timely basis to avoid additional fees.
Transportation
Every effort should be made to use the lowest priced transportation available. Reimbursement will be made for the following modes of transportation:
- Commercial airline travel will only be reimbursed for economy class unless approved by management.
- When renting a vehicle for business travel, employees should prioritize fuel efficiency first and foremost. Negotiated discount rates for auto rental may be available. You should utilize these arrangements where possible. Additional insurance should not be purchased.
Meals
Reimbursement will be made for the actual cost of meals up to per day, including reasonable gratuities when away from home on company business or for approved business meetings.
Parking and Highway Tolls
All parking expenses and highway tolls related to business travel will be reimbursed.
Miscellaneous Expenses
Miscellaneous business expenses not described above (such as telephone, postage, service gratuities, small supplies on an emergency basis, etc.) will be reimbursed. Laundry and valet expenses are allowed when an employee is requested to extend scheduled trips or when away from home from more than five days.
While away on business, a reasonable expense for personal telephone calls will be allowed. Purchases of miscellaneous supplies, software or computer hardware should be purchased through the appropriate department and obtained under circumstances on an expense report.
Business Entertainment
Reimbursement is allowed for ordinary and necessary business meal and entertainment expenses for employees who have an influence on Classic City Consulting business. Expenses must be directly related to the business and obtained under circumstances related to a business discussion.
When reporting expenditures for entertainment, provide the following:
● Date;
● Name and address or location of restaurant or other facility;
● Name, title and company of the person(s) involved;
● Business reason; and
● Amount of each separate expense.
Business Gifts
Gifts in excess of to any individual are not reimbursable unless approved in advance by management. Employees are to supply all required information to the accounting department related to all gifts.
Professional or Technical Organizations Dues
Dues paid for approved memberships in professional or technical organizations are reimbursable with the proper documentation.
Training, Conferences and Seminars
Registration fees or similar expenses for approved training courses, conferences, seminars and conventions are reimbursable if approved by your manager.
Donations or Contributions
Donations or contributions are not reimbursable expense items.
Expense Advances
Classic City Consulting does not provide cash advances for employee travel. Employees traveling regularly on business are encouraged to personally obtain a widely accepted debit or credit card. Any interest charges incurred are considered personal expenses and will not be reimbursed.