Frequently Asked Questions
Quick answers to common questions.
Time Off, Pay & Expenses
What can I use my sick leave for?
You can use sick leave when you're absent because of your own illness or injury, and for appointments with a licensed doctor, dentist or recognized practitioner. When appropriate, you can take a partial sick day instead of a full day.
How do I let the company know I'm off sick, and will I need a doctor's note?
Notify the company as early as possible on the first day of your absence, and in advance whenever the need for leave is foreseeable. You record the time on the company's leave request form: in advance for foreseeable leave, otherwise as soon as possible after you return. At the company's discretion, you may be asked for a physician's certificate confirming you were unable to work and are fit to return.
I got sick while on vacation. Can I change those days to sick leave?
Yes, you can ask for your vacation to be temporarily ended and the time changed to sick leave. You'll need to back up the request with a doctor's statement when you return to work.
What happens to my unused sick leave?
There's no maximum on how much sick leave you can accumulate, but it can only be used for its intended purpose. If you retire or leave BIMeta, all unused sick leave is forfeited. You also can't give or lend your sick leave to another employee.
What if I've used up all my sick leave and still need time off?
You won't be paid for the additional sick days. Any extra time is treated as leave without pay, unless you have vacation or comp time left and ask to use it.
Which work expenses can I get reimbursed for?
If you can provide adequate proof of spending within 30 days, you may be eligible for partial or full reimbursement of work-related expenses such as:
- Business travel and accommodation
- Local transportation
- Relocation costs
- Conferences, education and training
- Office supplies
- Approved work-related outings, meals or entertainment
Outings, meals and entertainment must be approved before you buy. If you're unsure, ask your direct supervisor or HR.
What expenses won't be reimbursed?
The policy excludes, among other things:
- Personal purchases that aren't work-related
- Lost personal property
- Unauthorized upgrades on flights, accommodation or other services
- Expenses incurred by spouses or other non-employees
- Meals or entertainment during unauthorized business meetings
- Fines incurred while driving a company vehicle
The list isn't exhaustive, so check with your direct supervisor or HR if in doubt.
How do I submit an expense claim?
- Keep all original receipts.
- Upload a clear copy of each receipt to Zoho Invoice / Receipt Software within 30 days.
- Select the correct tax percentage.
- Check that the expense date is accurate.
- Choose the right category (all meals go under entertainment).
- Add any notes or details about the expense.
Missing any of these steps may delay your reimbursement. Read the full policy
Working From Home & Remote Work
Do I have a right to work from home?
No. There's no automatic right to home working, and availability depends on things like how suitable the job and person are, the post involved, the needs of the service and the proposed workplace. Home working is also voluntary: you can't be made to work from home.
Can I work from home now and then, on an ad hoc basis?
Occasional home working can be appropriate, but your line manager must give permission after you confirm that:
- your working conditions are safe
- the data you're working on is safe and secure
- any work-provided equipment is PAT tested
- bringing new electrical equipment into your home won't put anyone else there at risk
Your manager records this confirmation and you sign it. Read the full policy
Is there a trial period or minimum commitment for home working?
Under the Work from Home Policy, an approved arrangement has a three-month trial period, which can sometimes be extended. You also commit to continuing the arrangement for at least one year (subject to the trial period). If you end it early you may have to repay a pro-rata share of any initial set-up costs, but you pay nothing if the company ends it early.
What if working from home is affecting my health?
You're responsible for your own health and safety at home. If you feel home working is or may be affecting your health (for example headaches or backache), you must tell your manager, who will then withdraw permission. You should also report any risks to your manager.
How do I qualify for remote work?
You need a written recommendation from your direct supervisor. Qualification depends on your job duties and position, not every employee will qualify, and Human Resources makes the final decision on eligibility.
What's expected of me when I work remotely?
- Follow all the company rules and practices in the Employee Handbook. Your benefits and pay guidelines stay the same.
- Be available by phone and email during core company hours and attend all mandatory staff meetings.
- Hold client meetings at a client or company site, unless your supervisor allows an exception.
- Keep documents and sensitive business data confidential and secure at home.
There's also a 30-day review period, during which your supervisor may ask for weekly status updates. Read the full policy
Will BIMeta provide equipment for remote work?
Yes. Equipment, hardware and software needed for the job can be loaned on request. Only you may use it, and only for company projects. It must be listed in your Remote Work Guidelines and returned to the office on request. The company insures only the items it loans you; your own equipment is covered by your homeowner's insurance.
Which remote working costs are reimbursed?
The company pays work-related voice and data communication charges. It doesn't reimburse furnishings for your workspace or office supplies that aren't stocked, and other costs are decided case by case. For any reimbursement, you need your supervisor's prior approval and an expense report.
Can a remote work arrangement be ended?
Yes. Under the Employee Remote Work Policy, either you or the company can end the arrangement at any time with written or verbal notice. Not following the terms and conditions may lead to disciplinary action and/or the agreement being ended.
Conduct & Workplace
What does BIMeta's zero-tolerance policy cover?
BIMeta has zero tolerance for discrimination and all forms of unlawful harassment, including sexual harassment. This covers conduct toward any employee, client, contractor or anyone else in the workplace. Anyone who breaks the policy faces discipline, up to and including immediate dismissal for a first offense.
How do I report harassment?
Report it to your supervisor right away. If you're uncomfortable doing that for any reason, including because your supervisor is involved, report it to the next level of management above them. Every report is investigated promptly and impartially, with every effort made to keep it confidential.
Could I face retaliation for reporting harassment?
No. No employee will be retaliated against for reporting harassment in good faith, even if the complaint turns out to be unfounded. No manager or supervisor is allowed to take any adverse action against you for reporting or for opposing discrimination.
What counts as workplace violence, and how do I report it?
Examples of prohibited conduct include causing physical injury, making threatening remarks, aggressive or hostile behavior that makes people fear injury, deliberately damaging property, and having a weapon on company property or company business. Report any potentially dangerous situation immediately to your supervisor, the Incident Response Coordinator/Team, or Human Resources. You can report anonymously.
Is BIMeta a drug-free workplace?
Yes. Using non-prescribed drugs or alcohol during work hours is prohibited, and coming to work under the influence can lead to discipline up to and including dismissal. All current and prospective employees are subject to the drug testing policy. You'll get written notice before any test, the company covers the testing costs, and if a result is positive you can explain it and have the same sample retested at a lab of your choice.
Where am I allowed to smoke?
Only in the designated smoking area directly outside the main employee entrance, and only during lunch and breaks. Smoking anywhere else on company property can lead to disciplinary action. Smokers must keep the area free of litter. If you'd like to quit, contact HR or your own physician for a list of smoking cessation programs.
What's the dress code, and what happens if I get it wrong?
The policy defines Business Attire and Smart Casual Attire. It lists unacceptable items such as tank or tube tops, beachwear and workout clothes, pajamas, biker shorts and shirts with ambiguous messages. If your attire is questionable, your supervisor or manager will talk with you privately. For an obvious violation you may be asked to go home and change. Repeated violations can lead to disciplinary action.
Who do I talk to about an ethical concern?
The Code of Conduct asks you to raise any ethical concern with your immediate supervisor/manager or another senior colleague, even if the issue isn't explicitly covered in the Code. If you're unsure what's acceptable, ask your supervisor/manager, your Head of Department or another senior colleague. The Code also lets you report in confidence under the Whistle Blower Policy.
Gifts, Conflicts & Confidentiality
Can I accept a gift from someone I deal with through work?
The Gift Policy generally prohibits accepting gifts, and it treats payments for travel, entertainment and food as gifts. The exceptions are:
- edible gifts of nominal value shared with a wide range of colleagues
- items that can be displayed in public areas of the building, such as flowers
- handmade items by and from children under 16
If you're offered a prohibited gift, tell the giver about the policy and graciously decline or return it. Read the full policy
What should I do with an anonymous gift?
The Gift Policy says to deliver it to the chief executive officer, who will pass it on to a charitable organization.
What do I need to disclose under the conflict of interest policy?
Promptly disclose any relationship, ownership or business interest that you or an immediate family member has in a business that competes with BIMeta, or that buys or sells (or wants to buy or sell) goods or services to or from BIMeta. Non-controlling investments in publicly traded companies are excluded. After you disclose, the company may take protective steps, such as keeping you out of related decisions or dealings.
Can I have a side job or outside business?
You must first tell the company about the nature and extent of the outside work and get written approval. Approval will only be withheld if the company reasonably decides it could conflict or compete with the company's interests, or could hurt your job performance or attendance.
How should I handle confidential information?
Do:
- Lock or secure confidential information at all times
- Shred confidential documents when no longer needed
- View it only on secure devices
- Share it with other employees only when necessary and authorized
Don't use it for personal benefit, disclose it outside the company, or copy it to insecure devices. When you leave BIMeta, you must return any confidential files and delete them from your personal devices. The policy stays binding after your employment ends. Read the full policy
What should I do if I suspect fraud?
Contact the Human Resources Unit immediately. You can remain anonymous. Don't investigate or interview anyone yourself, and don't contact the person you suspect. Information is treated confidentially.
Data, Devices & Privacy
When and how do I report a personal data breach?
Report any suspected, alleged or actual personal data breach to BIMeta's Data Protection Manager at [email protected]. That includes situations where you're unsure whether a breach happened. Common examples include lost or stolen devices or files, data emailed or posted to the wrong person, unauthorized access, hacking and human error. The DPM will acknowledge your report and give you a reference number.
What are the rules for using cell phones at work?
- Never use a cell phone while driving or operating equipment.
- Don't browse the internet or play games during work hours.
- Don't use phones during meetings, or to record confidential information.
- Avoid using work phones for personal tasks, and personal phones for work tasks.
Improper use may lead to disciplinary action or losing cell phone privileges. Read the full policy
Can I use my own phone or laptop for work?
Only if you and management have authorized it in writing, in advance. Personal device use is limited to certain employees and can depend on technology compatibility, so contact HR for details. Authorized devices need anti-virus and mobile device management (MDM) software, installed by IT before you use the device for work. Authorized employees receive an agreed-on monthly stipend, but the company won't cover the cost of a plan that exceeds it.
What should I keep in mind when posting about BIMeta on social media?
- Don't post anything confidential or not public. If you're unsure, check with HR and/or your supervisor.
- Refer press or media inquiries to authorized BIMeta spokespersons.
- If a conversation turns antagonistic, politely disengage and ask a supervisor for advice.
- Get permission before referring to or posting images of current or former employees, members, vendors or suppliers.
Pets, Careers & Our Principles
Can I bring my pet to the office?
Yes, employees can bring pets to work, but first consult HR to confirm your pet is adequately trained, show current pet insurance, provide proof that your pet is clean, vaccinated and free of parasites, make sure it won't cause allergies or other medical problems for coworkers, and sign a waiver. You're responsible for your pet's behavior, cleaning up after it and knowing where it is at all times. Sick pets should stay at home.
Which pets are allowed, and where can't they go?
Office pets are usually dogs and cats, but any well-trained pet that isn't dangerous or unpleasant is allowed. Young animals aren't allowed until they're trained, and snakes, spiders and bunnies are prohibited. Pets are not allowed in:
- labs, basements and attics
- offices of employees with allergies
- places with sensitive equipment or material
- kitchens or cafeterias
- meeting rooms during meetings with clients or external parties
A coworker's pet is causing me problems. What should I do?
- Talk to the pet's owner.
- If that doesn't work, explain the issue to your supervisor.
- If you don't get a satisfactory response, consult HR.
- File an official complaint.
If it's a medical or personal issue, such as an allergy or phobia, you can go straight to HR or the department responsible for Health & Safety. Read the full policy
How do I apply for an internal job opening?
Vacancies are posted on the company website under Company News and Announcements, and HR can give you more details on request. If you've completed the introductory period in your current position, fill out a Requisition Form (available on the website) and submit it to Human Resources. Every employee who meets the requirements and submits a form is interviewed by the hiring manager. If you're not selected, HR will notify you in writing.
What support is available for employees with disabilities?
BIMeta's Equal Employment Opportunity Policy commits to a work environment free of discrimination against people with disabilities. That includes appropriate facilities, an accessible environment, assistive devices as needed, and a grievance mechanism. Employees who believe they're covered by the policy should contact the Human Resources Representative at their location. Any information you provide is voluntary and kept confidential.