Issuing Company Email Addresses

Purpose To ensure company email addresses are issued only to employees with a demonstrated business need, reducing unnecessary costs and administrative overhead from unused accounts. Every e-mail address comes with a monthly cost, so I want to make sure you're using it! Scope Applies to all employees, contractors, and team members requesting a company email address (@sushitomodachi.co). ✅ Eligibility Criteria An employee must meet ALL of the following to qualify: Criterion Description Required Documentation Business Justification Must handle customer-facing communication OR internal tasks requiring email regularly Written statement detailing specific tasks and expected email volume Minimum Tenure 60 days employed (or equivalent for contractors) HR/payroll records Performance Threshold Meets or exceeds performance expectations Manager approval + performance review Active Role Currently scheduled for 8+ hours/week Current schedule/timesheet ❌ INVALID justifications: "Just in case", "I might need it later", personal use ✅ VALID justifications: Customer service, vendor coordination, invoicing, project management 🔄 Approval Process Employee Request → Owner Final Approval → Email Provisioning 📋 4-Step Process Employee Submits Request - Complete Email Request Form Owner Final Approval (24 hrs) - Reviews against criteria Provisioning - Account created immediately 📝 How to Request an Email Copy the following template into an e-mail and send it to z@sushitomodachi.co, and ping in discord to let me know to keep an eye out for it. Employee Name: ________________________ Role: _________________________________ Date: _________________________________ 1. SPECIFIC BUSINESS NEED (required): ____________________________________________________________ ____________________________________________________________ 2. EXPECTED WEEKLY EMAIL VOLUME: _____ emails sent/received 3. PRIMARY RESPONSIBILITIES REQUIRING EMAIL: ☐ Customer service ☐ Vendor coordination ☐ Invoicing ☐ Project management ☐ Other: _______________________________ Owner Approval: _______________________ Date: __________ 📊 Ongoing Requirements & Monitoring Requirement Frequency Responsible Party Usage Review Monthly Owner Activity Threshold Min 5 emails/week Automated report Annual Justification Every 12 months Manager + Employee 🚨 Termination Triggers <5 emails/month for 2 consecutive months Employee departure Role change eliminating email need Performance-related termination 💰 Cost Recovery Policy Employee contributes $5/month toward email cost if usage <10 emails-or-tasks/month

Issuing Company Email Addresses

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