Leaving Kotn
We value your contribution to Kotn and strive for a mutually fulfilling and enduring professional relationship. However, we acknowledge that circumstances may arise that lead to the decision to resign from your position. In such cases, we have established the following guidelines:
Resignation Notice:
- When resigning or retiring from your role, it is expected that you provide a written notice to the company.
-Your resignation note should include your intended last full day of work.
-If your employment contract specifies a notice period, it is binding, and we request that you adhere to it.
We understand that there may be various factors influencing your decision, and we encourage open communication throughout this process. Our goal is to ensure a smooth transition and maintain positive working relationships. Should you have any questions or require clarification regarding the resignation process, please reach out to the Human Resources department.
At Kotn, we value your contributions and appreciate your commitment to the team. We strive to make your departure as seamless as possible while respecting the terms outlined in your employment agreement.
Resignation Notice:
-Employees are required to provide written notice of their intention to leave the company, in accordance with their employment contract or local labor laws.
-The notice period should be specified in the employment contract or agreed upon with the employee's supervisor and the Human Resources department which is one month.Exit Interviews:
- Departing employees may be requested to participate in an exit interview, which provides an opportunity to discuss their reasons for leaving, gather feedback, and address any outstanding matters.
The information shared during exit interviews will be treated confidentially and used for improvement purposes.
Return of Company Property:
-Prior to leaving, employees must return all company property, including identification badges, keys, laptops, mobile devices, documents, and any other assets issued by Kotn.
-Failure to return company property may result in appropriate action, including deductions from the employee's final settlement or legal measures.Transfer of Responsibilities:
-Departing employees should ensure a smooth transition of their responsibilities by providing adequate notice and working closely with their supervisors and colleagues.
-Knowledge transfer, documentation, and training, if necessary, should be arranged to ensure minimal disruption to ongoing projects and operations.Confidentiality and Intellectual Property: a
-Departing employees must respect and uphold confidentiality obligations even after leaving the company, including protecting sensitive information, trade secrets, and proprietary data.
-Any intellectual property developed during the course of employment remains the property of Kotn.Benefits and Final Settlement:
-Employees will receive their final settlement, including any outstanding salaries, benefits, and applicable statutory entitlements, as per local labor laws and company policies.
-Details regarding the final settlement will be provided to the departing employee, and any related inquiries should be directed to the Human Resources department.Access to Company Systems:
-Upon separation, access to company systems, networks, email accounts, and other electronic resources will be revoked to protect data security and prevent unauthorized use.
-Any access required for transitional purposes will be granted at the discretion of management and subject to specific terms and conditions.Post-Employment Relationships:
-Departing employees are expected to maintain professionalism and uphold the reputation of Kotn even after leaving the organization.
-Engaging in activities that may harm the interests or reputation of the company, including disparaging remarks or soliciting current employees, is strictly prohibited.
REHIRING
Rehiring Process:
- If you decide to reapply for a position at Kotn after leaving, regardless of the duration of your previous service or the length of time you were away, you will be required to participate in at least one formal interview.
-The interview will be conducted by the direct report of the role you are applying to, as part of our standard hiring process.
Length of Service:
In the event that you are rehired, your length of service with Kotn will restart from your rehire date.
his means that your previous period of employment with Kotn will not be credited towards your new tenure. Your length of service will be determined based on your rehire date.
At Kotn, we value your interest in returning to our organization. We believe that conducting a formal interview and starting fresh with your rehire date allows us to assess your suitability for the role and ensures a fair and consistent approach to all applicants.
If you have any further inquiries or require additional information regarding the rehiring process, please feel free to reach out to the Human Resources department. We are here to support you throughout your career journey at Kotn.
Business Conduct and Ethics
Kotn is committed to conducting its business with the highest standards of ethics, integrity, and professionalism. This Business Conduct and Ethics Policy establishes guidelines and expectations for all employees, contractors, and representatives to ensure ethical behavior, compliance with laws and regulations, and the protection of our organization's reputation.
Compliance with Laws and Regulations:
-All employees must comply with applicable laws, regulations, and standards in all aspects of their work.
-It is the responsibility of each employee to be aware of and adhere to legal requirements relevant to their roles.
Ethical Conduct:
-Employees are expected to act with honesty, integrity, and fairness in all business interactions, both internal and external.
-Confidentiality of sensitive information, including customer data, trade secrets, and proprietary information, must be maintained at all times.
Respectful Workplace:
-Kotn is committed to maintaining a respectful and inclusive work environment, free from discrimination, harassment, or any form of inappropriate behavior.
-Employees should treat one another with respect, regardless of differences in race, sex, gender, religion, age, disability, national origin, or any other protected characteristic.
CONFLICTS OF INTEREST
When you are in a situation in which competing loyalties could cause you to pursue a personal benefit for you, your friends or your family at the expense of Kotn, you may be faced with a conflict of interest.
Areas where conflicts of interest often arise:
Personal investments
Outside employment, advisory roles, board seats, and starting your own business
Business opportunities found through work
Inventions
Friends and relatives; co-worker relationships
Accepting gifts, entertainment and other business courtesies
Conflicts of interest are not always clear cut. To help determine whether you are faced with a potential conflict of interest, you must consult your supervisor and/or ask yourself:
Could this activity create an incentive for me, or be perceived by others to create an incentive for me, to benefit myself, my friends or my family, or an associated business at the expense of Kotn?
Could this activity negatively impact my ability to do my job at Kotn, or potentially harm Kotn or its reputation?
Could this activity negatively impact Kotn if it showed up on the front page of a newspaper or a blog?
If the answer to any of these questions is “yes,” the relationship or situation is likely to create a conflict of interest, and you must avoid it.
In each of these situations, the rule is the same. If you are considering entering into a situation that creates a conflict of interest, don’t. If you are in a situation that may create a conflict of interest, or the appearance of a conflict of interest, review the situation with management immediately. Finally, it’s important to understand that as circumstances change, a situation that previously didn’t present a conflict of interest may in time present one.
Reporting Violations:
- Employees should promptly report any suspected violations of this policy to the designated ethics officer, management, or through the designated reporting channels provided by the company.
-Reports will be handled confidentially, and there will be no retaliation against individuals who report violations in good faith.
Consequences for Violations:
-Violations of this Business Conduct and Ethics Policy may result in disciplinary action, up to and including termination of employment, in accordance with applicable laws and regulations.
-Employees found to have engaged in illegal activities may be subject to legal proceedings and appropriate measures.
GRATUITY AND ENTERTAINMENT
Offering or receiving any gratuity or entertainment that might be perceived to unfairly influence a business relationship should be avoided.
Workplace Substance Policy
Team members under the influence of impairment-causing substances on the job can pose serious safety and health risks to themselves, their co-workers and the general public. Therefore, employees are prohibited from working while impaired by any substance.
Substance Use Prohibition:
-Kotn strictly prohibits the unauthorized and inappropriate use, possession, sale, distribution, or being under the influence of illegal drugs or controlled substances on company premises, during work hours, or while conducting company business.
-The misuse or abuse of prescription drugs or over-the-counter medications that may impair job performance or pose a safety risk is also strictly prohibited.
Alcohol Use Policy:
-Consumption of alcoholic beverages is prohibited during work hours, on company premises, or while performing company-related duties, unless expressly permitted for specific company-sanctioned events.
-Employees must refrain from reporting to work or operating company vehicles or equipment while under the influence of alcohol or exhibiting impairment due to alcohol consumption.Drug and Alcohol Testing:
-Refusal to undergo drug and alcohol testing, as well as testing positive for prohibited substances, may result in disciplinary action, up to and including termination, in accordance with applicable laws and regulations.Prescription Medications:
-Employees who are prescribed medications that may impact their job performance or safety must inform their immediate supervisor or the designated Human Resources representative.
-Kotn will handle such information with confidentiality and make reasonable accommodations when appropriate.Reporting Violations:
-Employees are encouraged to report any violations of this policy to their supervisor, the Human Resources department, or through the designated reporting channels provided by the company.
-Reports will be treated with strict confidentiality, and there will be no retaliation against individuals who report suspected violations in good faith.Consequences:
-Violations of this Workplace Substance Policy may result in disciplinary action, up to and including termination of employment, in accordance with applicable laws and regulations.
-In cases where permitted by law, employees found in violation may be referred to counseling, rehabilitation, or treatment programs as part of a disciplinary or corrective action plan.
Health and Safety Policy
Kotn is committed to providing a safe and healthy work environment for all employees, contractors, visitors, and anyone affected by our operations. We prioritize the well-being and safety of individuals, aiming to prevent accidents, injuries, and occupational health hazards. This policy outlines our commitment to maintaining high standards of health and safety in all our activities.
Responsibilities:
- Management: The management team is responsible for establishing and maintaining effective health and safety practices, providing necessary resources, and promoting a culture of safety throughout the organization.
-Employees: Every employee is accountable for their safety and the safety of others. It is their responsibility to follow safety procedures, report hazards, and actively participate in health and safety programs.
It is in the best interest of all parties to consider health and safety in every activity. Commitment to health and safety must form an integral part of this organization, regardless of role.
Violence and Harassment Policy
Kotn is committed to providing a safe and respectful work environment for all employees in Egypt. We strictly prohibit any form of violence, harassment, or intimidation in the workplace. This policy outlines our commitment to preventing and addressing incidents of violence and harassment, ensuring the well-being and dignity of our employees.
-Violence: Any act or threat of physical aggression, assault, or property damage that causes harm or creates a reasonable fear of harm to employees or the workplace.
-Harassment: Any unwanted conduct, whether verbal, physical, or visual, based on race, sex, gender, religion, age, disability, national origin, or any other protected characteristic, that creates an intimidating, hostile, or offensive work environment.
OBJECTIVES
Provide a work environment that is free of all forms of harassment, discrimination, and/or workplace violence;
Raise awareness and provide information to its personnel to prevent all forms of harassment, discrimination, and/or workplace violence;
Promote respect among individuals;
Protect the dignity and the physical and psychological integrity of its personnel;
Provide necessary support to its personnel who believe they are subjected to harassment, discrimination, and/or workplace violence through an established procedure for assistance and recourse.
APPLICATION
This policy applies to all its personnel, including managers and senior executives, of Kotn. The policy also applies to third parties, including but not limited to, visitors, clients, suppliers and subcontractors.
This policy applies to all incidents related to work, occurring in or out of the workplace, during or outside regular work hours, to the extent that such incidents affect the work environment of Kotn. The policy also applies to the use of social media and to social activities (celebrations, team activities, and so on).
This policy does not deprive its personnel of their resources, within the prescribed time limit, as set out in the current legislation or their employment agreement.
DEFINITIONS
Harassment:
Workplace harassment is an offensive conduct in the form of behaviours, comments or gestures that meet these four criteria:
It is repeated;
It is hostile or unwanted;
It is adversely affecting the dignity and psychological or physical integrity of a member of the personnel;
It is resulting in a harmful work environment.
A single serious incident of such misconduct may also constitute workplace harassment whenever it has the same lasting harmful effect on the complainant.
Workplace harassment also encompasses sexual harassment and discriminatory harassment.
Sexual harassment:
Any unwelcome conduct, comment, gesture or contact of sexual nature in reference to sexual orientation, sexual identity or the expression of sexual identity that is likely to cause offence or humiliation to any person or that may, on reasonable grounds, be perceived by that person as placing a condition of a sexual nature on employment or on any opportunity for training or promotion.
Discriminatory harassment:
This policy also covers all discriminatory harassment based on one or several of the following grounds: race, national or ethnic origin, colour, pregnancy, religion, age, gender, sexual orientation or identity, marital status, familial status, disability or a conviction for which a pardon has been granted.
Workplace violence:
Workplace violence refers to any behaviour, conduct, threat or gesture by one person against another, in the workplace or in a work-related setting that may cause physical harm, injury or illness.
The following situations do not qualify, as such, as harassment, discrimination, and/or workplace violence:
Actions by managers set out in their job descriptions, even if such actions may at times have unpleasant consequences;
Performance review and work performance management;
Justified corrective or disciplinary measures;
Disagreements or dissensions among colleagues or with a manager;
Accidental and unintentional gestures, for example, a client who stumbles and bumps into a member of personnel.
GUIDING PRINCIPLES
Kotn is committed to:
Not tolerate any form of harassment, discrimination, and/or workplace violence and use reasonable means to stop any form of harassment, discrimination and/or workplace violence should it occur and of which it has been advised in accordance with this policy;
Ensure the consistent application and distribution of the present policy to all employees;
Handle all complaints diligently and impartially;
Use reasonable means to ensure that complainants, witnesses, and other concerned persons do not suffer any prejudice and are not subjected to reprisals;
Handle all complaint-related information with confidentiality, unless such information is required as part of an investigation or disciplinary process or otherwise as required under any legal or regulatory requirement;
Raise personnel awareness of the shared responsibility of ensuring a work environment free of harassment, discrimination, and/or workplace violence;
Team members must commit to:
Behave in a manner free of any form of harassment, discrimination, and/or workplace violence.
PROCEDURE FOR HANDLING COMPLAINTS
STEP ONE - REPORTING:
A member of the personnel who believes they are being subjected to harassment, discrimination, and/or workplace violence may speak to their direct manager, if their manager is doing the alleged harassment, they should speak to the Director of People Operations.
A manager who learns (whether by observing it, hearing it second hand, or hearing it first hand) that a member of personnel believes they are being subjected to harassment, discrimination, and/or workplace violence is responsible to notify the Director of People Operations, who will investigate the alleged incident and escalate the case as may be required.
A report of workplace violence or harassment must include details about the alleged incident(s), including the date(s), time(s) and location(s), what happened, who was involved and the names of any witnesses. If an emergency exists and the situation is one of immediate danger, then it should be reported to the police by dialling “9-1-1” as soon as it is safe to do so. A person in a situation of immediate danger must at the same time take whatever steps are necessary to ensure their own safety and to protect themselves from harm or injury. Once an employee is safe, he or she can then report the matter to management.
Employees must notify the Director of People Operations, if a restraining order is in effect, or if a potentially violent non-work-related situation, such as domestic violence, exists and could result in violence in the workplace
Duties of Management and Supervisors
Managers and supervisors must act immediately if they observe or are presented with allegations of a potentially dangerous situation, including domestic violence. Managers and supervisors are responsible for addressing potential problems immediately and before they become serious. At all times, managers and supervisors should ensure that they are operating within the guidelines of KOTN policy and should consult with the Director of People Operations prior to taking definitive actions.
Kotn reserves the right to intervene at any time, whether a complaint has been made or not or whether it has been withdrawn or whenever there are reasons to believe that harassment, discrimination, and/or a workplace violence situation may exist.
STEP TWO - INVESTIGATION:
Upon receipt of a complaint(s) or allegation(s) of workplace violence or harassment, the Director of People Operations shall conduct a prompt, thorough and confidential investigation into the allegation(s) or complaint(s).
An investigation will also be conducted if the Director indirectly becomes aware of an incident of workplace violence or harassment that is not formally reported, such as when an employee, supervisor or manager witnesses an incident of workplace violence or harassment or learns about it from a third party.
Kotn may, at its discretion, or where required by law (e.g., in the case of a conflict of interest), utilize the services of a third-party investigator. Kotn may also, at its discretion, or where required by law, utilize the services of outside legal counsel, or such other external expertise as may be deemed necessary in the circumstances. Ultimately, it is the aim of Management to conduct investigations that are appropriate in the circumstances.
A complaint or allegation of workplace violence or harassment cannot be investigated by the individual who is the alleged harasser, or by the individual who is alleged to have engaged in violent or harassing conduct.
Furthermore, under no circumstances will a complaint or allegation of workplace violence or harassment be investigated by an individual who is under the direct control of the alleged harasser. The Director of People Operations will take all reasonable steps to ensure that conflicts of interest are avoided.
The investigation procedure is as follows:
Analyze the complaint;
Interview the complainant, as well as any other respondents, witnesses or other individuals required to objectively and fairly assess the situation;
Document and maintain detailed notes of all interviews with employees and witnesses, as well as all other information relevant to the investigations;
Determine results of the investigation and communicate to Management
Communicate recommendations on the outcome of the case, to the complainant and other parties involved
STEP THREE - ACTION:
Upon completion of an investigation, the results will be communicated in writing to the employee(s) who reported the alleged violence or harassment. It is important to note that the outcome of an investigation and any resulting reports are not reports for the purposes of section 25 of the OHSA. Rather, the affected parties will be provided with a summary of the outcome and of any corrective or disciplinary action(s).
If the investigation corroborates the complaint(s), to the satisfaction of Kotn Management, then it will, among other things, take appropriate disciplinary action against the offending individual(s) and take any other actions or measures it deems necessary to properly address the incident(s) and prevent future incidents of workplace violence or harassment from occurring. The nature and extent of any disciplinary or remedial action shall be determined by Kotn Management in its sole discretion and may include the immediate dismissal of the offending employee(s) for cause.
Where an investigation results in disciplinary action, the complainant(s) and the respondent(s) will be informed in writing. If the investigation does not corroborate the complaint(s), then the complainant(s) and the respondent(s) will be also advised in writing and the matter will be closed.
The amount of information provided about the corrective action will depend on the circumstances but must, at a minimum, indicate what steps Management has taken, or will take, to prevent a similar incident of workplace violence or harassment if workplace violence or harassment is found to have occurred.
EMPLOYEE COOPERATION
If it is necessary for the purposes of completing, carrying out or protecting the integrity of an investigation, or if it is necessary to maintain a work environment that is safe and free of violence and harassment, Kotn may require an employee to remain out of the workplace (with pay) while an investigation is being conducted.
The participation and cooperation of all employees is critical to the development and implementation of this policy. The refusal or failure of any employee to cooperate with an investigation is a serious form of misconduct for which an employee may be disciplined up to and including immediate dismissal for cause.
CONFIDENTIALITY
Kotn recognizes the difficulty of coming forward with a complaint of workplace violence or harassment and a complainant’s interest in keeping the matter confidential. To protect the interests of a complainant, a respondent, or any other person who may be involved in incidents of workplace violence or harassment, including witnesses, and to protect the integrity of the investigation process, confidentiality will be maintained throughout any investigation. Information relating to the complaint will be disclosed only to the extent necessary to carry out this policy, or where disclosure is required by law.
All individuals involved in a workplace investigation are expected to keep the substance of the investigation strictly confidential. Unless otherwise set out in this policy, all records of complaints, including records of meetings, interviews, results of investigations and other relevant material, will be maintained in a confidential file and will be disclosed only to the extent necessary to carry out these procedures or where disclosure is required by law.
All such records will be retained in accordance with any privacy policies and procedures that are in effect, and as required by law.
This policy shall be monitored and reviewed on an ongoing basis and shall be amended and modified as management deems necessary, or as required by law.
RECORD-KEEPING
No information is recorded in the employee file of the persons involved in the complaint process. Only the information regarding administrative and/or disciplinary measures may be kept in the employee file of the person to whom such measures are applied, with reference to the complaint record.
Sanctions for non-compliance
Kotn shall take appropriate measures of an administrative and/or disciplinary nature (up to and including dismissal if the perpetrator is a member of Kotn’s personnel), against any person who engages in harassment, discrimination, and/or workplace violence.
Any person in breach of the present policy is guilty of a serious infraction and is subject to administrative and/or disciplinary measures, up to and including dismissal.
Reprisal
No reprisal shall be tolerated against any person who discloses, in good faith, a situation they believe to be harassment, discrimination and/or workplace violence or who provides information regarding a complaint or an incident of this nature.
A member of the personnel who engages in reprisal of whatever nature or threatens reprisal shall be subject to administrative and/or disciplinary measures, up to and including dismissal.
Dishonest or bad faith complaints and false statements
A member of personnel who knowingly makes an unjustified complaint, false statements as part of an investigation or an abusive use of the present policy may be subject to administrative and/or disciplinary measures, up to and including dismissal.
Laws, regulations and policy
In the event of incompatibility between the content of the present policy and any government laws or regulations, the latter shall prevail.
EFFECTIVE DATE
The present policy replaces and abrogates all previous policies and practices and comes into effect on September, 2021.
Travel Expense Policy (Copy)
PURPOSE
The purpose of this travel expense policy is to outline the process for Kotn-related business travel, explain what expenses will be reimbursed and how, as well as provide information on how employees can report and claim expenses following actual spend.
This policy is designed to rely on the goodwill and discretion of every Kotn employee.
SCOPE
This policy applies to all Kotn Head Office employees that need to personally incur expenses while traveling for approved business activities. In general, travel expenses may fall under two categories:
(A) expenses that are paid directly by Kotn on behalf of employees.
(B) expenses that are paid by the employee and are reimbursable.
This policy applies to travel expenses that fall under category B, but does not apply to travel expenses that fall under category A.
This policy does not apply to other forms of reimbursable expenses that may be incurred on behalf of Kotn, outside of travel, such as the purchase of supplies on behalf of the company.
This policy does not apply to the travel activities of the Egypt-based team, for example for a visit to a manufacturing facility.
DEFINITIONS
Necessary:
Minimum purchase or service required to achieve a particular business objective.
Proper documentation:
Invoice or receipt outlining the details and total cost of the expense, the date the transaction took place, the company the payment was made to, and the HST number.
Reasonable:
An ordinary expense that reflects a practical decision to incur the cost on behalf of Kotn. What is “reasonable” will depend on the type of expense and where it is being incurred, but a general rule of thumb is the ‘bulletin board test’ – if the expense were to be posted on a company bulletin board, would your colleagues and peers agree that indeed, that cost is fair and appropriate. “Reasonable” may refer to a standard meal (i.e. a main and a small appetizer or dessert) at a regular (non-luxury) dining establishment.
Travel Expenses:
Expenses incurred by the Employee on behalf of Kotn while travelling for work. Examples of travel expenses which are eligible for reimbursement include but are not necessarily limited to: accommodation (e.g. hotels or short-term rentals); travel transportation costs such as flights, taxis, car share services, rental cars, trains, buses, tolls, and parking; individual meals including gratuity; telecommunication charges (e.g. the cost to purchase a local SIM card, or a roaming package, or reasonable long-distance expenses); meals and entertainment cost incurred for business development; flight cancellation insurance; seat reservation charges; mileage; laundry services (reasonable costs where the trip is in excess of 5 business days), dependent care (reimbursement of this expense is determined on a case-by-case basis). If you are not sure that an expense is acceptable, please ask your direct Supervisor/Manager.
POLICY ELEMENTS
The guiding principle of this policy is that employees should neither gain nor lose personal funds because of Kotn-related travel.
Kotn will reimburse out-of-pocket business travel and related expenses that are legitimate, reasonable, appropriate, and approved for the business activity undertaken. All travelers are expected to exercise sound business judgement when incurring or approving reimbursable expenses and will not profit financially from these expenses. Travelers are in positions of trust and, as such, all expenses should be reasonable.
Before the employee engages in any Kotn-related travel, tentative travel costs should be discussed between the manager and the employee. This ensures a clear understanding between the traveler and management of what is reasonable and allowable for their travel. Approval should be by email or in written form by your manager. Kotn is not obliged to reimburse expenses for travel which have not received approval.
Original receipts, as well as proof of payment or usage must support all expense reimbursement claim items. Where original receipts are not available, for example due to shared funding arrangements, loss of receipt, or where a receipt has not been provided by the vendor, a clear explanation of the exact or approximate costs, as well as a description of the expense should accompany the request for reimbursement.
All expense claims should be submitted for reimbursement on a timely basis, preferably within one week of the expense having been incurred.
The expense being requested for reimbursement must have been personally incurred by the employee. In other words, one employee is not allowed to request reimbursement for an expense that was paid by another employee.
Air & Rail Travel
Travel should be planned in advance to take advantage of early booking savings and employees are encouraged to request the lowest available fare at time of booking. It is important to note that the lowest available fare may have restrictions such as being non-transferable or non-refundable.
The cost of train travel will be reimbursed if it is the most economical and direct route possible, and the cost does not exceed that of the lowest available airfare. Reimbursement can only be claimed for out-of-pocket expenses and not for tickets purchased with frequent flyer points. For domestic and international travel, the standard class of service is the least expensive economy class fare. All other business class and premium economy travel may be permitted (e.g., flights or train travel more than 6 hours, or for medical reasons) if pre-authorized by the country manager.
Accommodation
The standard for accommodation is a single room with a private bath in a business class hotel. Use of luxury accommodation is not reimbursable.
It is the responsibility of the Kotn employee to pay for any hotel cleaning charges that are a result of violating hotel policies.
Transportation
Employees are advised to use the most practical form of transportation. Public transportation, taxis, and ride share services are considered to be the most reasonable. Rental cars should be limited to cases only when necessary or when multiple trips within a location are required. Where a rental car is used, the standard is a mid-size car and the lowest available rate at the time of booking, however an upgrade to full size is available should circumstances warrant (e.g. more than 4 passengers, transporting equipment, etc.). The circumstances must be documented on the expense claim, and pre-approved where possible. Rental insurance should be purchased. For group travel where a vehicle rental is the most economical means of travel, one vehicle should be rented for four travelers. Charges for bridge, ferry, highway tolls and parking costs can also be expensed with receipts. If work is extended past the hour of 8:00 pm in the traveler’s location, a rideshare app such as Uber or Lyft should be used. Traffic violations (speeding tickets, parking tickets, etc.) are the sole responsibility of the individual and will not be reimbursed by Kotn.
If an employee would prefer to use a personal automobile while on a Kotn business trip. The following circumstances are reimbursable:
Trips from home to business meetings may be claimed if the claimant has typically no business reason to drive to work, the claimant attends multiple off site business meetings in one day, or the distance materially exceeds the claimant's everyday commute.
Normal trips to and from the office are not reimbursable.
All traffic and parking violations are the employee's responsibility.
Meals & Entertainment
Meals:
Individual meal costs, including gratuity, may be claimed for reimbursement on a Kotn-business related trip. While on official business travel, employees are entitled to 3 standard meals a day at a regular, non-luxury dining establishment.
Employees will be reimbursed for business-related meals when dining with other employees on a business trip. In such cases, the most senior employee attending should pay for the meal. The names of the individuals or the group in attendance must be indicated on the claim. Detailed receipts for the meals are required in addition to a credit card slip.
NON-REIMBURSABLE ITEMS
The following items are not currently permitted for reimbursement: transportation fines (parking tickets, speeding or others); partner travel expenses; service or late payment or any other charges on personal credit cards; personal entertainment expenses (including movies, books, sightseeing trips, etc.); travel stopovers for personal purposes; items stolen or lost in transit; club membership fees for personal recreation or socializing.
ADVANCES
Employees are permitted to receive, upon their request, an advance for their upcoming business travel. The employee is required to submit a travel plan and budget to their manager for review and must receive approval in writing. Upon approval, the employee is required to submit a request for travel advance using the AP Form (see appendix) including the support for the approved amount and their manager’s sign-off. The employee will receive the advance via electronic funds transfer before they commence travel. The employee must retain all receipts as per usual when traveling and must submit those receipts to the AP Form as per the usual travel policy at their earliest convenience. These submissions will be offset against the funds already released. Any funds issued in advance that are not supported by receipts within 30 days of the employee having completed their travel will be asked to be repaid to Kotn by the employee. Any balance the employee has paid over and above the advance will be reimbursed to the employee.
CLAIMING EXPENSES
Expense reimbursement claims are to be submitted to the Accounts Payable Submission Form (see appendix), preferably within one week of the travel expense having been incurred or the travel concluding, whichever is earliest. Timely reporting is very important to ensure that charges are accounted for, and that financial reporting is accurate. Also, the sooner the employee submits their reimbursement request, the sooner they will be repaid.
Electronic copies (e.g., photos, scans, PDFs) of original receipts issued by service providers must support requests for reimbursement. For online purchases using a personal credit card, the supporting documents should include the confirmation of purchase provided by the website after payment.
If paid through a method other than a personal credit card, for example with cash, expenses should be submitted in the currency they were paid. If an expense in a currency other than CAD has been incurred on an employee’s personal credit card, the expense should be submitted along with proof of the visa settlement balance to support the amount to be repaid to the employee (CAD) versus the original receipt (in non-CAD currency). The AP submission form will assist in this process.
Once the claim has been completed by the employee, it is submitted through the AP Submission Form to the employee’s direct supervisor/ manager. Prior to approving the expense, supervisors are required to review employee expense reports for compliance with these policies and guidelines, obtain assurance that expenses claimed are eligible and that receipts / proof of payment comply with requirements set out above.
Following approval by the employee’s manager, and a review of the claim by the Finance team, the employee will receive payment via electronic funds payment at the earliest available payment processing date. Note that this may take several days. If funds reimbursement is required on an urgent or expedited basis, the employee is asked to mark their expense submission as “Urgent” on the submission form, and may also contact AP@kotn.com to communicate this requirement.
Employment of Relatives & Related Persons Policy (Copy)
PURPOSE
The purpose of this policy is to provide guidance to employees of Kotn in balancing their professional and personal interests in the execution of their duties. This is to avoid creating or continuing an employment situation where there is the potential for favouritism and/or conflict of interest.
SCOPE
This policy applies to all Kotn Inc employees including Kotn Supply, Kotn Consumer and any other Kotn Inc. divisions.
This policy also applies to employment for all categories of employee: full-time, part-time, casual or temporary, volunteers, contractors, interns and co-op placements.
DEFINITIONS
Related Person:
Any individual with whom an employee or Kotn team member has a prior personal relationship e.g. friend, partner.
Relative:
A spouse, any person to whom the person is married or with whom the person is living in a conjugal relationship outside marriage; parent, including step-parent and legal guardian; child, including step-child; sibling and children of siblings; father/mother-in-law, brother/sister-in-law, son/daughter-in-law; any family member who lives with the employee on a permanent basis.
POLICY ELEMENTS
Kotn supports hiring on the basis of merit, and does not discourage, nor prohibit referrals from employees or the employment of more than one member of a family. However, due to the potential for conflicts of interest, the appointment of a relative or related person of a current employee to the same team is discouraged.
Kotn will not knowingly employ relatives or related persons in a direct supervisory relationship in which one has direct influence over another’s employment through decisions, recommendations or judgements related to such matters as appointment, assessment of performance, salary or other financial compensation, career growth and discipline.
Due to the potential for perceived or actual conflicts of interest, the following restrictions apply:
No employee shall participate in or influence the outcome of the appointment, hiring, promotion, supervision, discipline or evaluation of a relative or related person.
No person shall be hired, transferred or promoted to a position under any supervisory responsibility of a relative or related person.
As the intent of this policy is to protect both Kotn and the individual employee, each employee has a responsibility to inform the Director, People Operations, and his/her supervisor, of any actual or perceived conflict of interest.
Employees who fail to disclose a conflict of interest may be subject to appropriate disciplinary action.
Confidentiality and Security of Employee Data
Employee data includes personal information, contact details, employment records, performance evaluations, compensation data, medical information, and any other information related to an individual's employment.
This policy applies to all employees, contractors, and third-party vendors who have access to employee data, including personal, sensitive, and confidential information.
The purpose of this policy is to ensure the confidentiality and security of all employee data held by Kotn. This policy establishes guidelines for the responsible handling, protection, and privacy of employee data to maintain trust, compliance with data protection laws, and safeguard employee privacy.
We prioritize the security of employee data to prevent unauthorized access, use, or disclosure. This includes secure storage, strong passwords, two-factor authentication, and appropriate access controls. Sensitive data should be encrypted when transmitted or stored.
We understand that employee data is sensitive and must be handled responsibly. This includes personal information, employment records, performance evaluations, compensation data, and medical information. Employee data should only be used for legitimate business purposes related to employment.
Employee data must only be accessed by authorized personnel with a valid business need.