FREQUENTLY ASKED QUESTIONS
V. OFFICE SERVICES/FACILITIES FREQUENTLY ASKED QUESTIONS I. OFFICE MANAGEMENT Q. Where can I locate the Firm’s polices, processes and procedures? A. Most Firm policies and procedures are included in the employee and associate handbooks, an electronic version which is posted on the Hub under Resources, “For Employees”. If you have not received a copy, please check with Chicago’s Office and Benefits Administrator Debbie Gostkiewicz (ext. 1443) or California’s Office Administrator Waffa Salfiti (ext. 3778). The Hub also includes information regarding most processes and procedures. Q. Who are the firm’s administrators FOR DAY-TO-DAY OPERATIONS? A. Q. Who maintains the calendar? A. In California, notify Louise Jimenez (ext. 1254). Louise will updated the calendar on a weekly basis and distribute. Louise also updates the business development calendar. In Chicago, each legal assistant maintains his/her assigned attorney’s calendar. II. HUMAN RESOURCES Q. What are the firm’s holidays and where can I easily find out? A. The holiday calendar is located on the Hub, under Resources. Q. Where can I find more information regarding the benefits provided by the firm? A. Debbie Gostkiewicz is the Firm’s Office and Benefits Administrator (ext. 1443). She will answer all questions regarding benefits offered by the Firm. She will also assist with identifying the resources available. Q. How do I request PTO? A. PTO stands for Paid Time Off. Requests are made and approved via Paylocity, the firm’s payroll software program. PTO requests must be made in advance. Chicago staff is to submit their requests to Debbie Gostkiewicz (ext. 1443); California will submit to Waffa Salfiti (ext. 3778.) PTO may be used for time off relating to vacation, medical appointments and sick days. The PTO hours used will be deducted from your accrued balance. See the Employee Handbook for more information regarding accrual. Q How do I determine my PTO balance? A. Your paystub will reflect your PTO balance of hours. Your paystub is available through Paylocity. A hard copy is also distributed to you on every payday. Q. What if I have a question about my paycheck? A. Questions regarding your paycheck may initially be directed to your Office Administrator. All other questions about payroll, including amount and timing, should be directed to Kylie Cichocki, Controller (ext. 1453). Q. How often do I get paid? A. Employees are paid twice a month (the 15th day and the last day of the month). More information regarding your pay and your paycheck is provided on your Paylocity account. III. FINANCE/ACCOUNTING Q. Who handles finance and accounting related matters for the Firm? A. Q. Where can I find our client’s billing guidelines? A. The billing guidelines for each client are located on the Hub under the Resources tab and in DM under the “General” file for the particular client. Q. How do I get reimbursed for amounts spent on PRE-APPROVED firm-related business or purchases? A. For reimbursement, submit the original receipt with an explanation of the charge to your legal assistant. Original receipts are required. If the receipt is in email form from the vendor, please forward the email to the person preparing your reimbursement. The Firm’s policy regarding Business Development & Travel Expense Reimbursement is located on the Hub under “Resources”. Q. I didn’t receive my reimbursement check. Who should I contact? A. Checks are issued every Monday and distributed to the employees by the next day[NFMS1] . California will receive their checks on Wednesdays. Contact Shannon Kelley (ext. 1409) if you have any questions. Q. How are invoices submitted to be paid? A. Invoices are submitted to Shannon Kelly for processing. The invoice must be approved by Debbie in Chicago and Waffa in California. Client-related invoices must include a litigation and expenses code. A list of codes is on the Hub under Resources. Also, the invoice should indicate how the invoice is paid and by whom. Before submission, invoices must be scanned and saved on DM. A log is kept for all invoice submissions and should be updated respectively. Q. Where can I find our firm’s billing and task codes? A. The firm’s billing and task codes are located on the Hub under the Resources tab[NFMS2] . IV. NETWORK/COMPUTERS/PHONES Q. Where do I go if I want more training on our computers and programs? A. Discuss with Debbie in Chicago or Waffa in California. Q. Who should I contact if I am having trouble with my computer? Is there someone I can contact during off-ours and weekends? A. Submit a ticket with Onward. On your home screen you will see a white square with a red oval inside it. Click on that symbol then select ‘Create Service Tickets’ and submit your issue. You can also email the Help Desk at help@onwardtek.com. Please contact Debbie or Waffa for follow-up computer issues. Q. Who do I contact if I am having trouble with my phone – calls not coming in, reception, and other problems? A. Submit a ticket to Onward’s Help Desk. Please copy Debbie (CHI) or Waffa (CA) on all your service requests to Onward. Q. What if our copy machine runs out of toner? A. Our Firm has partnered with COTG to service our printers and copiers. A label containing COTG’s contact information is affixed on all copiers and printers. COTG will assist with printer/copier troubleshooting and will provide the toner/ink. Please do not contact Onward with regards to printers/copiers or purchases of ink/toner. If your printer runs out of toner, please send an email to our Chicago based office services assistant, Eboni Harmon eharmon@nicolaidesllp.com. In California, email Michele Reyes mreyes@nicolaidesllp.com in San Francisco and Louise Jimenez ljimenez@nicolaidesllp.com in Los Angeles or San Diego. Q. How can I get more training on using TABS3 for time entry? A. Contact Shannon Kelly (ext. 1409), Chris Delgado (ext. 1448) or Candace Petraski (ext. 1462) for assistance. Q. What is the hub? A. The Hub is an intranet-based database intended and designed for employees of the firm. The Hub is your gateway to all firm information. It includes HR, Finance and IT information, documents, forms and firm-related events and news. The “Resources” section includes helpful information regarding firm processes, protocols, billing guidelines, helpful hints and a variety of important lists and contacts. Q. Who maintains the Hub? A. Waffa Salfiti maintains the Hub. If you would like to submit information to be added to the Hub, email Waffa. Waffa will take steps to approve your content before it is uploaded to the Hub. Q. I want to update my bio on the website. How do I do that? A. Submit your changes to Donna Baker, the firm’s marketing coordinator. Donna can be reached at x1434. V. OFFICE SERVICES/FACILITIES Q. Who do I ask if the office runs out of office supplies? A. Please contact Eboni Harmon eharmon@nicolaidesllp.com. In California, email Sophia Yu syu@nicolaidesllp.com in San Francisco and Louise Jimenez ljimenez@nicolaidesllp.com in Los Angeles or San Diego. Q. I have a question or concern about facilities, who can I ask for help? A. You can ask Debbie (ext. 1443) in Chicago or Waffa (ext. 3778) in CA. Q. Who do i contact for office maintenance, housekeeping and repair? You can ask Debbie (ext. 1443) in Chicago or Waffa (ext. 3778) in CA.