Holidays

Annual Leave, Bank Holidays & Absence Procedure

Details of your annual leave entitlement can be found in your contract of employment. Annual leave must be agreed with your manager as early as possible and before you make any plans. The Company will, where possible, try to accommodate individual preferences for annual leave dates but the needs of the business may have to take precedence, particularly where short or inadequate notice is given.

• The annual leave year runs from 1st April - 31st March.
• Employees are entitled to request to book annual leave once 3 months of continuous employment has been completed. At the discretion of the Company, some periods of annual leave not exceeding 2 working days may be approved prior to this.
• All annual leave requests should be sent to your line manager for approval.
• A minimum of 20 days’ notice should be given when requesting annual leave, but you should give as much notice as possible.
• The Company will aim to provide a response to all annual leave requests within 5 working days of the point at which the manager receives the request. If an employee does not receive a response within that timeframe they should speak to their manager.
• Employees are advised not to make any plans/holiday bookings until the annual leave request has been approved.
• No more than 10 consecutive annual leave days may be booked without the express approval of the CEO.
  
  

Each employee is responsible for ensuring they use all their annual leave entitlement for their holiday year, employees are not permitted to carry over any unused annual leave entitlement to the next holiday year. The Company does not make payments in lieu of any unused holiday entitlement.

Please refer to the Annual Leave policy for further information.

Sales staff procedure on scheduling orders when covering for a colleague

1) Any order received from an existing customer or lead assigned to a colleague who is on holiday, has to be entered under the name of the coverer. Orders entered in the name of anyone other than the coverer will be marked ex-commission.

2) The sales person entering the order will assume responsibility to resolve any resultant Aftersales issue should a case develop.

3) A proper handover must be provided to the coverer in email. For this use Cover text parts and copy in your line manager prior to the absence commencing.

All orders placed while covering will result in commission being split and there will be no exceptions to this rule. Use the period when you are off web leads in advance of your planned absence wisely to follow-up and close as many orders as possible.

Procedure for leavers

When leaving Flashbay, please ensure smooth transition for customers and colleagues by filling out Leaver procedure document.
Please send the completed document to your line manager.

Procedure for UK Bank Holidays (UK and Exeter Teams only)

Some UK Bank holidays do not apply to Scotland and/or Ireland. This means we require UK/Exeter staff to cover these days. An employee from either of these teams who works on a UK bank holiday will be given a day in lieu which must be used within that holiday year. Your line manager will inform you in advance which bank holidays need to be covered.

1) Minimum two members of staff to cover UK accounts.

2) All leads from flashbay.ie rerouted to the people covering.

3) Covering person to schedule any orders that have sent order confirmation between Friday after 6pm to Monday 6pm. To be scheduled as 50/50.

4) Auto responder for all sales people, but no divert set up, to read:

Dear Customer,

Please note our offices are closed for the UK bank holiday. We do though have cover for urgent requests and also all Irish customers.

If you have an urgent request please email coveringperson@flashbay.com

Kind regards

Person away

5) All emails to cc relevant Sales Account Manager.

Lead Information

Prior to a sales person being absent for holiday or other reason known in advance the following process will apply:

For absence of N working days in duration (rounded up to the nearest complete working day) the sales person will be turned off web leads N working days (to maximum of N = 5) before the absence commences to give sufficient time for the current pipeline to be followed up, outstanding payments chased, handover to coverer to be prepared and other important sales work to be completed.

Examples:

• Sales person scheduled to be absent for <=1 full working day will be turned off web leads for the whole working day before the absence.
  

• Sales person scheduled to be absent for 3 working days will be turned off web leads for 3 whole working days prior to the absence.
  

• Sales person scheduled to be absent for 7 working days will be turned off web leads for 5 whole working days prior to the absence.
  

Upon return from absence the sales person will remain off web leads for at least the first day back, extended as necessary, to allow for catch-up on communication and events which occurred during their absence.

For all UK sales staff

All employees follow the public holidays of their respective sales territory.

If there are UK public holidays that are not public holidays in your sales territory you are required to be on duty and at work unless you have been approved for holiday on that day through our normal holiday application procedure. Flashbay's UK holiday year runs from 1st April to 31st March.

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