Policies

Hybrid Work Policy

Effective Date: 2023

Purpose: The purpose of this Hybrid Work Policy is to outline the guidelines and expectations for employees at Yazgac Engineering Services and Training Centre (YESTC) who work both remotely and on-site. This policy aims to promote flexibility while ensuring continued productivity, collaboration, and alignment with organizational goals.

Scope: This policy applies to all full-time and part-time employees, contractors, and temporary staff who are eligible for remote work, depending on the nature of their role.

1. Hybrid Work Model Overview

YESTC adopts a Hybrid Work Model where employees can work from both the office and remotely, based on business requirements, team dynamics, and individual roles. Employees are expected to balance in-office and remote work days, maintaining productivity and meeting work expectations.

In-Office Days: Employees are required to be physically present in the office for collaborative work, team meetings, training sessions, and other activities as determined by management.
Remote Work Days: Employees may work remotely when tasks can be performed outside the office, and there is no need for in-person interaction. Managers will approve remote work schedules in alignment with the employee’s role and departmental needs.

2. Eligibility and Role Requirements

Not all roles are suitable for remote work. Eligibility for the hybrid work model will be determined based on job responsibilities, performance, and department-specific needs. Some roles may require a full-time office presence due to the nature of the work, while others may be more flexible.

Eligible Roles for Hybrid Work: Examples include administrative roles, certain engineering positions, project management, and IT support.
Roles Requiring In-Office Presence: Some positions, such as on-site engineers, technical trainers, and laboratory personnel, may require full-time office attendance due to the need for hands-on work and client interaction.

3. Work Schedule and Expectations

Employees are expected to adhere to their agreed-upon work schedules. Managers and team leaders will coordinate to ensure that remote work schedules align with team objectives, deadlines, and client needs.

Core Hours: Employees are expected to be available for core working hours, typically between 7am and 7pm, regardless of their location (office or remote).
In-Office Attendance: Employees will be required to attend the office on designated in-office days, which may vary based on team needs or special projects.
Remote Work Days: Employees must request approval from their manager for remote work days. Remote work may be approved up to [insert number] days per week, unless a different arrangement is made for specific roles.

4. Communication and Collaboration

Effective communication is essential for maintaining productivity and collaboration in a hybrid work environment. Employees are expected to use appropriate communication tools and maintain regular check-ins with their teams.

Meetings: Team meetings, training sessions, and one-on-one meetings should be conducted via video conferencing tools when remote work is in place. Employees are expected to actively participate in virtual meetings and maintain professional conduct.
Availability: Employees should be reachable via email, phone, or messaging platforms during working hours. If there are any changes to availability, employees must inform their managers in advance.

5. Technology and Equipment

YESTC will provide the necessary tools and equipment to enable employees to work efficiently in both office and remote settings.

Office Equipment: Employees are responsible for maintaining office equipment (e.g., computers, software, etc.) when working from home.
Remote Work Setup: Employees working remotely are expected to have a quiet, professional work environment that allows them to perform their tasks without interruption. This may include access to high-speed internet, a suitable workspace, and necessary software tools.
IT Support: IT support will be available for remote employees, with troubleshooting provided remotely or in-person, as necessary.

6. Health and Safety

Employees working remotely are expected to create a safe and ergonomic workspace that promotes their well-being. YESTC will provide guidelines for creating a healthy remote work environment, including advice on ergonomics and workstation setups.

Office Safety: Employees must comply with all health and safety regulations while in the office, including those related to COVID-19 or other relevant health protocols.
Remote Work Safety: Employees are responsible for ensuring their home workspace is safe, including proper lighting, seating, and workstation organization.

7. Performance and Accountability

Employees working in a hybrid arrangement are expected to maintain the same level of performance and accountability as when working in the office. Regular performance reviews will continue to ensure that productivity standards are met.

Goals and Deliverables: Managers and employees should set clear goals and deliverables for both remote and in-office workdays. Regular check-ins will be held to monitor progress.
Time Tracking: Employees may be required to log work hours, especially if they are involved in project-based tasks or have billable hours. The company may use time-tracking software to ensure accountability.

8. Compensation and Benefits

There will be no changes to compensation or benefits based on whether an employee works remotely or in the office. Employees working remotely are entitled to the same pay and benefits as their in-office counterparts.

Remote Work Stipend: Employees may be eligible for a stipend or reimbursement to cover remote work expenses, such as internet costs or office supplies. This will be outlined in the employee's remote work agreement.
Leave Policies: Employees on hybrid schedules are entitled to the same leave benefits (vacation, sick leave, etc.) as other employees.

9. Policy Modifications

YESTC reserves the right to modify this Hybrid Work Policy as business needs evolve, including adjustments to remote work arrangements and eligibility. Employees will be informed of any significant changes to the policy.

10. Acknowledgment

By participating in the Hybrid Work Program, employees acknowledge that they have read, understood, and agree to comply with this policy. Any questions or clarifications should be directed to HR or the employee’s direct manager.

Conclusion:

YESTC is committed to providing employees with flexible work options while ensuring that operational effectiveness and company culture are maintained. The Hybrid Work Policy is designed to foster a productive, collaborative, and balanced work environment for all employees.

Payment Policy

Effective Date: 2023

Purpose: The purpose of this Payment Policy is to establish clear guidelines for payment terms and conditions for services provided by Yazgac Engineering Services and Training Centre (YESTC). This policy aims to ensure fair, transparent, and efficient financial transactions between YESTC and its clients.

Scope: This Payment Policy applies to all services and training programs provided by YESTC, including engineering consulting, project work, technical training, and any other paid services.

1. Payment Terms

YESTC requires that clients adhere to the following payment terms when engaging in any service, project, or training program:

Advance Payment Requirement: A minimum of 70% of the total service fee or project cost must be paid before work can commence. This advance payment secures the scheduling and initiation of the project or service.
Remaining Balance: The remaining 30% of the total cost is due upon the completion of the project, delivery of services, or completion of training, unless otherwise agreed upon in writing.

2. Invoice Issuance

Initial Invoice: An invoice for the 70% advance payment will be issued upon agreement of the terms, and work will not begin until payment is received.
Final Invoice: A final invoice will be issued for the remaining balance once the project or service is completed. Payment of the remaining balance is required before the final deliverables are handed over or the training is considered complete.

3. Payment Methods

YESTC accepts the following methods of payment:

Bank transfer
Credit card
Online payment platforms
Checks

Payment details will be provided on the invoice.

4. Late Payments

Late Fees: If the remaining balance is not paid within 14 working days after the final invoice is issued, a late fee of 15 of the outstanding amount per month will be applied.
Project Delays: Failure to pay the balance on time may result in a delay in project completion or training delivery, and YESTC reserves the right to pause or suspend services until the outstanding amount is settled.

5. Refund Policy

Non-Refundable Advance: The 50% advance payment is non-refundable once work has commenced, as it secures resources and scheduling for the project or training.
Refund for Cancellations: If a project or service is canceled before work begins, the advance payment may be refunded at the discretion of YESTC, less any administrative costs incurred.

6. Disputed Payments

In the event of a payment dispute, clients are encouraged to contact YESTC’s finance department as soon as possible to resolve the issue. Disputes should be addressed in writing, and both parties will work toward a timely and fair resolution.

7. Terms of Agreement

By entering into a service or training agreement with YESTC, clients acknowledge and agree to these payment terms. No work or services will begin until the advance payment has been received, and the terms of the payment schedule have been agreed upon.