This handbook is designed to acquaint you with Aaron Consulting Company and provide you with information about working conditions, employee benefits, and some of the policies affecting your employment. You should read, understand, and comply with all provisions of the handbook. It describes many of your responsibilities as an employee and outlines the programs developed by Aaron Consulting to benefit employees.
No employee handbook can anticipate every circumstance or question about policy. Aaron Consulting reserves the right to revise, supplement, or rescind any policies or portion of the handbook from time to time as it deems appropriate. Employees will, of course, be notified of such changes to the handbook as they occur.
ABOUT THE COMPANY
What is Aaron Consulting?
Aaron Consulting Company is a limited liability company founded in 1997 to provide management and technical services to nonprofit organizations. It owns and operates ibidmobile.net, a fully-staffed charity auction service and the textgiving.com mobile giving platform.
At Aaron Consulting we believe that nonprofit organizations should take advantage of modern management techniques and the latest information technology. We help our customers raise more money.
Who runs Aaron Consulting?
Aaron Consulting Company LLC is wholly owned and operated by Todd Wiener.
Who are Aaron Consulting’s Clients?
Aaron Consulting’s clients are typically nonprofit organizations.
Office Hours and Work Day
Aaron Consulting has one office, which is open weekdays from 10:00 a.m. to 6:00 p.m. All regular full time staff are required to work 40 hours per week at the office, company events, or at outside meetings. All employees must keep to a regular schedule that is approved in advance by their supervisor.
Aaron Consulting requires its employees report to work on time. Our punctuality policy is simple: show up for work at time you are expected. Persistent late arrivals may result in an involuntary change to your work schedule, a permanent pay reduction, or termination.
Employment at Will
This handbook provides employees with general information about our personnel policies. It is not an employment contract and is not intended to create contractual obligations of any kind. As provided by New York State law, neither the employee nor Aaron Consulting is bound to continue the employment relationship if either chooses, at will, to end the relationship at any time.
Aaron Consulting is dedicated to providing a friendly, fair, and safe work environment. If employees have concerns about work conditions or compensation, they are strongly encouraged to voice these concerns openly and directly to their supervisor.
Equal Employment Opportunity
In order to provide equal employment and advancement opportunities to all individuals, employment decisions at Aaron Consulting will be based on merit, qualifications, and abilities. Aaron Consulting does not discriminate in employment opportunities or practices on the basis of race, color, religion, gender, sexual orientation, national origin, age, or any other characteristic protected by law.
Employees with questions or concerns about any type of discrimination in the workplace are encouraged to bring these issues to the attention of their immediate supervisor. Employees may raise concerns and make reports without fear of reprisal. Anyone found to be engaging in any type of unlawful discrimination will be subject to disciplinary action, up to and including termination of employment.
Immigration Law Compliance
In compliance with the Immigration Reform and Control Act of 1986, each new employee, as a condition of employment, must complete the Employment Eligibility Verification Form I-9 and present documentation establishing identity and employment eligibility. Former employees who are rehired must also complete the form if they have not completed an I-9 with Aaron Consulting within the past three years, or if their previous I-9 is no longer retained or valid.
Employees with questions or seeking more information on immigration law issues are encouraged to contact the Immigration and Naturalization Service. Employees may raise questions or complaints about Aaron Consulting’s immigration law compliance without fear of reprisal.
Conflicts Of Interest
Employees have an obligation to conduct business free from actual or potential conflicts of interest. An actual or potential conflict of interest occurs when an employee is in a position to influence a decision that may result in a personal gain for that employee as a result of Aaron Consulting’s business dealings.
No “presumption of guilt” is created by the mere existence of a relationship with outside firms. However, if employees have any influence on transactions involving purchases, contracts, or leases, it is imperative that they disclose to an officer of Aaron Consulting as soon as possible the existence of any actual or potential conflict of interest so that safeguards can be established to protect all parties.
Employees may hold jobs other organizations as long as they satisfactorily performs his or her job responsibilities with Aaron Consulting, and the work does not directly compete or conflict with Aaron Consulting’s business. All employees are subject to Aaron Consulting’s scheduling demands, regardless of any existing outside work obligations. Paid time off may not be used when performing other compensated work.
Outside employment will present a conflict of interest if it has an adverse impact on Aaron Consulting. Aaron Consulting may also determine that an employee’s outside work interferes with performance or the ability to meet the requirements of Aaron Consulting as they are modified from time to time. In either case, the employee may be asked to terminate the outside employment if he or she wishes to remain with Aaron Consulting.
Additional Compensation from Clients
Employees may neither solicit nor keep gifts, tips, gratuities, wages, or any other compensation from Aaron Consulting clients without the express permission of senior management. Businesses expenses may not be reimbursed directly from clients to Aaron Consulting employees.
Aaron Consulting requires employees to keep certain information about its work confidential. This information includes information about itself and its clients that is not in the public domain, contact lists of any kind, and financial information except when its disclosure is required by law. Employees may not disclose trade secrets, such as the design or features of Aaron Consulting’s database software or any other information that may damage it’s work. If you have any doubts of the confidentiality of any information, you should ask your supervisor.
Handling of Financial Instruments and Donor Correspondence
Aaron Consulting often receives checks, credit card numbers, and other financial instruments on behalf of our clients. All of these documents are considered confidential and may not be removed from Aaron Consulting’s office without the written consent of your supervisor. However, copies of these instruments may be transmitted upon request by an authorized representative of the client or donor. Original checks may be sent to whomever is designated by the client. Our policy is to keep a accurate books and records of all such financial instruments. We are required by the laws of New York State to keep these records for a period of at least three years. We also keep copies of any related correspondence from donors for a period of 30 days after the termination date of a contract. In some cases, contracts may call for additional archiving or retention of documents. Copies of signed pledge forms are always sent to the client upon termination of the contract, regardless of the specifications of a contract. Consult with your supervisor before destroying any documents.
Aaron Consulting is committed to complying fully with the Americans with Disabilities Act (ADA) and ensuring equal opportunity in employment for qualified persons with disabilities. All employment practices and activities are conducted on a non-discriminatory basis.
In general, notices of all regular, full-time job openings are posted, although Aaron Consulting reserves its discretionary right to not post a particular opening. Each job posting notice will include the dates of the posting period, job title, department, location, job summary, essential duties, required skills and abilities.
To apply for an open position, employees should submit a resume and cover letter to your supervisor. Aaron Consulting also encourages employees to identify friends or acquaintances who are interested in employment opportunities and ask them to submit a resume and cover letter to Aaron Consulting.
EMPLOYMENT STATUS & RECORDS
All new and rehired employees work for an introductory period of 90 days after their date of hire. Employees who are promoted or transferred within Aaron Consulting must complete a secondary introductory period of the same length with each reassignment to a new position.
The introductory period is intended to give new employees the opportunity to demonstrate their ability to achieve a satisfactory level of performance and to determine whether the new position meets their professional expectations.
In cases of promotions or transfers within Aaron Consulting, employees who are not successful in the new position can be removed from that position at any time during the secondary introductory period. If their previous position is unfilled, they may be allowed to return to it or a comparable position at their previous compensation level.
The following categories are used to determine eligibility for benefits programs and do not guarantee employment for any specified period of time. Accordingly, the right to terminate the employment relationship at will at any time is retained by both the employee and Aaron Consulting.
Regular Full-Time employees are those who are not in a temporary or introductory status and who are scheduled to work at least 40 hours per week. Generally, they are eligible for Aaron Consulting’s benefit package, subject to the terms, conditions, and limitations of each benefit program.
Regular Part-Time employees are those who are not in a temporary or introductory status and who are scheduled to work at least 30 hours per week. Generally, they are eligible for Aaron Consulting’s benefit package, subject to the terms, conditions, and limitations of each benefit program.
Part-Time employees are those who are not assigned to a temporary or introductory status and who are regularly scheduled to work less than 30 hours per week. While they do receive all legally mandated benefits (such as Social Security and workers’ compensation insurance), they are ineligible for all of Aaron Consulting’s other benefit programs.
Temporary employees are those who are hired as interim replacements, to temporarily supplement the work force, or to assist in the completion of a specific project. Employment assignments in this category are of a limited duration. Employment beyond any initially stated period does not in any way imply a change in employment status. Temporary employees retain that status unless and until notified of a change. While temporary employees receive all legally mandated benefits (such as workers’ compensation insurance and Social Security), they are ineligible for all of Aaron Consulting’s other benefit programs.
Access To Personnel Files
Aaron Consulting maintains a confidential personnel file for each employee. The personnel file includes such information as the employee’s resume, records of training, documentation of performance appraisals and salary, and other employment records. Personnel files are the property of Aaron Consulting.
Personnel Data Changes
It is the responsibility of each employee to promptly notify Aaron Consulting of any changes in personnel data. Personal mailing addresses, telephone numbers, number and names of dependents, individuals to be contacted in the event of an emergency, educational accomplishments, and other such status reports should be accurate and current at all times. If any personnel data has changed notify your supervisor.
EMPLOYEE BENEFIT PROGRAMS
All employees at Aaron Consulting receive certain benefits, such as employer contributions to social security, medicare, workers’ compensation, state disability and unemployment insurance, in the manner prescribed by law.
Eligible employees at Aaron Consulting receive a wide range of benefits. For questions unanswered by this handbook or the supplementary benefits information provided, see your supervisor.
Aaron Consulting provides medical insurance for eligible regular employees and their dependents. The coverage is provide through HealthPass. Employees can choose any plan. Aaron Consulting currently pays 87.5% of the premium or $518.45 toward any plan for full time employees. Employees must cover any additional premium for spouse or dependents, or a pro-rated portion of their premium if they are not working full time. Coverage begins at the beginning of the first month after your date of hire. Details of coverage are outlined in the policy certificate booklet. Please read it carefully.
Private Disability Insurance
Aaron Consulting provides private disability insurance, which covers regular employees in the event of a long-term disability. A statuatory pre-tax deduction is deducted from each paycheck to cover part of this cost. Eligibility begins one month after your date of hire. Details of coverage are outlined in the policy certificate booklet. Please read it carefully.
Benefits Continuation (COBRA)
The federal Consolidated Omnibus Budget Reconciliation Act (COBRA) gives employees and their qualified beneficiaries the opportunity to continue health insurance coverage through Aaron Consulting when a “qualifying event” would normally result in the loss of eligibility. Some common qualifying events are resignation, termination of employment, or death of an employee; a reduction in an employee’s hours or a leave of absence; an employee’s divorce or legal separation; and a dependent child no longer meeting eligibility requirements.
Under COBRA, the employee or beneficiary pays the full cost of coverage at Aaron Consulting’s group rates plus an administration fee. Aaron Consulting provides each eligible employee with a written notice describing rights granted under COBRA when the employee becomes eligible for coverage under Aaron Consulting’s health insurance plan. The notice contains important information about the employee’s rights and obligations.
Aaron Consulting matches full-time employee contributions to a SIMPLE IRA, with a maximum of 3% of their annual salary.
Workers Compensation Insurance
All employees are covered by a workers’ compensation policy that is paid for by Aaron Consulting. If a work-related illness or accident occurs at the workplace, inform your immediately.
Aaron Consulting participates in the New York State Unemployment Insurance Program. You may be entitled to compensation if you are fired or laid off. Please contact your supervisor if you need further information.
The office is closed for the following ten holidays: New Year’s Day, Martin Luther King, Jr.’s Birthday, President’s Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Thanksgiving Day, the Friday after Thanksgiving and Christmas Day. Regular employees are not expected to report to work on these days.
Open Paid Time Off
- Aaron Consulting places no cap on the total amount of paid time off (PTO) permitted.
- Take the time you need to operate at peak performance.
- Employees may create schedules to match their work style, but are still required to adhere to a regular 40 hour per week schedule.
- PTO is only available to full-time, exempt (salaried) Aaron Consulting employees.
- You do not “accrue” paid time off. No compensation is provided for “unused” PTO upon termination.
- You may not use PTO while performing other compensated work, including traveling to or interviewing or auditioning for jobs.
- PTO (except for sick days) is granted at the discretion of Aaron Consulting.
- PTO is not offered during the 90 day trial period for new employees
- PTO (except for sick days) may not be used during the last month of your employment
- PTO may not be used for extended leaves of more than two weeks, except for parental leave, where it covers up to 12 weeks.
- PTO is subject to office coverage guidelines. During event season, 1 March - 15 June, and Labor Day - 30 November, extended PTO is not permitted. A maximum of 25% of staff may use PTO concurrently during these times. At other times, a maximum of 50% may use PTO concurrently.
- Keep your coworkers informed. Let your colleagues know at least 2 weeks ahead of schedule when you’ll be on vacation, and report in on days you need to be out unexpectedly.
- Be available when you’re needed. Customer calls, staff meetings and other time sensitive responsibilities must be covered regardless of your personal work schedule. If you have planned time off, make sure to coordinate with your coworkers to have coverage for any of your responsibilities during that time off.
- Be productive. You are employed by Aaron Consulting as a full-time employee, and are expected to contribute as such. Abuse of PTO is grounds for disciplinary action, up to and including termination.
Whenever you plan to be out off the office, whether working offsite or for PTO, make a request in our database. There is no need for prior approval, as long as you follow the coverage guidelines and other PTO policies. All database requests are published to the Aaron Out calendar.
Regular exempt employees are not paid overtime except for event bonuses for working early morning, evening or weekend events—those that are are scheduled to be open to the public entirely outside office hours, weekdays, 10:00 a.m. to 5:00 p.m. (All times refer to the scheduled event time, not the required work time.) For these events, an equivalent of nine hours pay is added. Additional pay may be granted at the discretion of Aaron Consulting. Regular exempt employees are guaranteed at least 30 event bonuses per year. Non-exempt employees are paid 1.5 times their hourly wage for hours worked over 40 hours per week.
Regular employees may take up to 12 weeks of PTO after the birth or adoption of a child, provided they return to work immediately following their leave. The rate of pay is pro-rated to the work schedule for the 12 weeks before and after the leave, less any government subsidies provided directly or through the company. Like all PTO, you will not be paid for time used for other compensated work.
PTO may be used for voting or jury duty.
Regular employees are compensated with incentive pay and commissions when sales result from qualified leads they have identified or cultivated. Sales work may be conducted during business hours as long as it does not interfere with the employee's other job responsibilities.
$100 finder fee (introduction to connection or generated lead)
$250 finder fee (full service event)
Excludes repeat projects, but includes new projects for repeat clients.
To qualify for commissions, sales must result from leads that are generated, developed, and closed by the employee, or for inbound leads assigned by the sales manager.
10% of contracted fee for new client, excluding travel fees or expense reimbursements
5% of renewed or new projects, excluding travel fees or expense reimbursements
10% of event up-sells (SmartTags, Photo Booth, textgiving, kiosks), excluding additional staff or equipment.
Your work schedule and work time is recorded automatically in the Fundraising Genius database for labor law compliance and scheduling.
All regular employees are paid twice monthly for all work performed during the period since their last payday, with adjustments to reconcile past pay with time worked. These payments are scheduled on or around the 15th and last day of each calendar month. Any advance payments for work not performed due to termination of employment or resignation, or to comply with Aaron Consulting, will be reimbursed to Aaron Consulting by the employee within 30 days.
Aaron Consulting encourages supervisors and employees to discuss job performance and goals on an ongoing basis. New employees will be reviewed by their supervisor prior to at the end of the 90-day introductory period. Annual performance and compensation reviews are conducted on or around the anniversary of the employee’s date of hire. Interim performance evaluations are generally conducted six months after the anual performace review. Brief written summaries of all performance reviews and the employees optional written response are placed in the employees confidential personnel file.
Since employment with Aaron Consulting is based on mutual consent, both the employee and Aaron Consulting have the right to terminate employment at will, with or without cause, at any time. However, employees planning to leave Aaron Consulting are requested to as much notice as possible. Employees will not be penalized or dismissed solely because they announce their intention to resign. Neverthless, Aaron Consulting reserves the right to terminate employment at will. Employees will receive their final pay in accordance with applicable state law.
To ensure orderly operations and provide the best possible work environment, Aaron Consulting expects employees to follow rules of conduct that will protect the interests and safety of all employees and the organization. Violations of any Aaron Consulting policy may lead to disciplinary action, up to and including immediate termination of employment.
In addition to other examples listed elsewhere in this manual, the following conduct is unacceptable: theft, fighting or threatening violence in the workplace, boisterous or disruptive activity in the workplace, negligence or improper conduct leading to damage or loss of Aaron Consulting-owned property, insubordination or other disrespectful conduct, excessive absenteeism or any absence without notice, and unsatisfactory performance.
Employment with Aaron Consulting is at the mutual consent of Aaron Consulting and the employee, and either party may terminate that relationship at any time, with or without cause, and with or without advance notice.
Sexual harassment of any kind is unacceptable at Aaron Consulting. It can take the form of unwelcome verbal remarks of a sexual nature; unwelcome sexual flirtations, propositions, or requests for sexual favors; physical conduct of a sexual nature; the open display or unsolicited showing of sexually suggestive objects or pictures.
Sexual harassment occurs when submission to such conduct, either implicitly or explicitly, is made a condition of continued employment; submission to or rejection of such conduct is used to make employment decisions about an individual; or such conduct has the purpose or effect of unreasonably interfering with an individual’s performance, or creating a hostile or intimidating work environment.
Sexual harassment at Aaron Consulting by any employee will result in disciplinary action up to and including dismissal. Any person who believes that she or he has been sexually harassed should report such behavior to her or his supervisor, or the CEO All complaints will be investigated promptly and impartially, and corrective action will be taken where allegations are substantiated. No employee will be subjected to retaliation or intimidation as a result of making such a complaint.
In keeping with Aaron Consulting’s intent to provide a safe and healthful work environment, smoking is prohibited throughout the workplace. This policy applies all employees and visitors.
Aaron Consulting strives to ensure fair and honest treatment of all employees. All employees are expected to treat each other with mutual respect. Employees are encouraged to offer positive and constructive criticism.
If employees disagree with established rules of conduct, policies, or practices, they may express their concern to their supervisor, who is responsible for resolving the problem. No employee will be penalized, formally or informally, for voicing a complaint with Aaron Consulting in a reasonable, professional manner, or for using the problem resolution procedure.
Use of Equipment and Services
All services and equipment paid for or owned by Aaron Consulting Company may only be used by employees to conduct its business, except as otherwise specified in this handbook. Employees are reminded that all materials, including email and printed documents created by employees with Aaron Consulting’s equipment or on its premises are Aaron Consulting’s property, not the private property of its employees.
Privacy of Communications
Aaron Consulting respects the privacy of its employees, who as proscribed elsewhere in this handbook, may conduct personal communications while on Aaron Consulting premises, while performing work outside on its behalf, or while using its equipment. However, subject to applicable laws, these communications may be monitored by Aaron Consulting. To ensure complete privacy, employees may wish to conduct their personal business while off premises, when not working, and without using Aaron Consulting’s communications equipment or services.
BUSINESS TRAVEL GUIDELINES
All business travel, meals, and entertainment are paid for by Aaron Consulting within certain limits. All business travel must be pre-approved by your supervisor.
Within New York City
Business Meetings and Events
You will be reimbursed for transportation to and from business meetings or events.
Working Late at the Office
If you’re asked by a supervisor to work past 9:00 p.m. at the office, Aaron Consulting will pay for your transportation home up to $30 and a meal while you are working.
Working Late at an Event
When you are managing or required to work an event that ends after 9:00 p.m, you will be transported back to the office and then to your home up to a maximum of $30. If you work at an event where you are not managing or are not required to return to the office, you are responsible for your own transportation after the event.
Public Transportation vs. Taxis
Aaron Consulting encourages the use of the subway and Citi Bike, whenever practical. Taxis should be used when you need to carry heavy packages, your destination is difficult to get to on public transportation, or late at night.
You will be reimbursed for business meals for yourself and business visitors up to the following limits. If the business meal takes place during a trip for which you are receiving a per diem, any amount spent will be deducted from your per diem. If you are unsure whether a meal should be considered a business meal, ask your supervisor.
- Breakfast $20
- Lunch $25
- Dinner $45
If you are asked by a supervisor to attend an Aaron Consulting hosted meeting or event where food is being served, you are entitled to partake. If no food is available, you will be reimbursed for any food you purchase for the meeting or event according to the above limits.
Reimbursement Reimbursement for direct expenses not covered by per diem may be obtained from petty cash for expenditures of $25 or less. If the amount is more than $25, you must submit an expense report to your supervisor.
Outside New York City
Research travel and hotel accommodations and book early to insure availability and to obtain lowest prices. Use only your corporate-issued American Express card (not a coworker's) or your personal credit card. You will be reimbursed in full for expenses subject to the limitations described below.
Inter-City Travel We cover the coach fare plus local transportation to and from the airport. (If you drive to the airport, you may be reimbursed for up to $50 per day for parking.) You may retain your frequent flier miles for your own use. Round trip airfare over $300 requires prior approval from your supervisor.
The maximum reimbursable rate without prior approval from your supervisor is $125/night within the United States. (Lower is better.) Use the State Department guide for international hotel limits. (See your supervisor for details.)
You will be reimburse the standard mileage rate for use of your vehicle. You may rent cars or other vehicles as required by the trip. When renting, always choose economy rates and vehicle sizes and make sure you are properly insured. The corporate Amex card carries full insurance.
Per Diem Expenses
Per diem expenses are covered only for travel requiring an overnight stay. You will be reimbursed $65 per night to cover meals, entertainment, local transportation unrelated to work, and other personal expenses. Receipts are not required. You will receive this reimbursement with your payroll. Do not charge per diem expenses to your American Express card.
Aaron Consulting uses an internal voicemail system which sends messages to individual employees or to the Flow task management system.
Employees are required to maintain archives of materials, including email or printed documents that are related to current work or that will be reused in the future. Materials that are extraneous or no longer needed should be discarded. If the documents contain confidential information that may be compromised, they should be destroyed. If you have any questions about what information to archive, you should ask your supervisor.
Postage is generally charged to our clients using a meter. Do not use the meter for sending private mail.
Aaron Consulting encourages you to use the U.S. Postal Service whenever possible. If express delivery is absolutely necessary, please use either Federal Express Standard Overnight service or United Parcel Service and include a client billing reference. In some cases, the shipping is billed directly to the client.
Aaron Consulting encourages you to use the U.S. Postal Service whenever possible. If same-day delivery within Manhattan is absolutely necessary, please use Thunderball (tel. 212-675-1700). Thunderball requires that you give them a Aaron Consulting client code. For courier service to and from Brooklyn, use Active Transport (tel. +1 (718) 965-1300).
Aaron Consulting avoids consuming paper. Use the digital sender when you need to send documents..
All cash purchase require receipts and itemized accounting of the business purpose. You will be reimbursed by direct deposit.
American Express Card
Your Aaron Consulting American Express card may be used for business purposes only. Keep the receipts. You will be required to document the business purpose of each expense. Any expense without a stated business purpose or supporting documentation will be considered a personal expense and deducted from your pay.
Aaron Consulting recycles white paper, newspaper, corrugated cardboard, mixed paper, bottles and cans.
Visitors in the Workplace
For security, no visitors are permitted to be left alone in the office at any time..
Closing the Office
The last person to leave the office must do the following:
• Take outgoing mail to a USPS mailbox.
• Lock the office door
END OF EMPLOYEE HANDBOOK
EMPLOYEE HANDBOOK ACKNOWLEDGEMENT
All employees are required to acknowledge by email that they have read the handbook.Click to Acknowledge
I acknowledge reviewing a copy of the Aaron Consulting Company Handbook. I understand that I am responsible for familiarizing myself with the information contained in this guide. I further understand that matters discussed in these guidelines are subject to change and that revisions may occur. I understand that revised information may supersede, modify or eliminate existing policies.The employee handbook describes important information about Aaron Consulting, and I understand that I should consult my supervisor regarding any questions not answered in the handbook. I have entered into my employment relationship with Aaron Consulting voluntarily and acknowledge that there is no specified length of employment. Accordingly, either I or Aaron Consulting may terminate the relationship at will, with or without cause, at any time, so long as there is no violation of applicable federal or state law.Furthermore, I acknowledge that this handbook is neither a contract of employment nor a legal document. I have received the handbook, and I understand that it is my responsibility to read and comply with the policies contained in this handbook and any revisions made to it.