Category: human resources

To All Site Management personnel: Please read this carefully and let us know if you have any questions.

The 4th of July Holiday falls on a Tuesday this year. Offices will be closed Tuesday, July 4th in observance of the holiday.

If an employee’s regularly scheduled day off is Tuesday, another day during the same pay period should be taken as the holiday.

 Reminder, the timely depositing of rents during the July 4th weekend is of critical importance.  Managers should schedule office hours and vacations with that in mind.   Please also note that with the holiday occurring on a Tuesday, every effort should be made to minimize the closing of properties for three consecutive days.

If your property assesses late fees for any payment not received by the close of business on the 4th day of the month, we recommend that an early arrival to your office on July 5th to gather rent payments from the drop slot is a “best practice”.  Any rent payment you do not gather upon opening the office is to be considered delinquent and subject to a late fee.   Please make banking a priority on June 30^th, July 3^rd, AND on the morning of July 5th.

How to record your time in Kronos-

• Your holiday hours are already recorded in your online time sheet. Unless you work on July 4th, you do NOT need to put in any hours for that day.
• Record your alternate day off during the pay period as your holiday on your time sheet and email Diane (drunyan@cambridgeres.com) noting the day you took your holiday.

Who is eligible for holiday pay?

• Employees who work 20 or more hours per week are eligible for holiday pay.
• To receive holiday pay an employee must work both the scheduled day prior and after a holiday unless you have pre-approved paid time off (PTO) by your Manager/Supervisor.

If you have any questions, please let us know.

 

Please print and hang the below flyer by your employment law posters. Let Daisha (dsorensen@cambridgeres.com) know if you have any questions.

Thank you!

OSHA 300A

Site managers, please share this email with all employees who work at your property.  This policy applies to every employee that works for Cambridge.

I cannot express enough the importance of recording all of your time worked, and recording it accurately.  Per company policy, all hours worked must be recorded and paid.

Withholding hours puts your property at risk, the company at risk, and anyone involved in withholding hours could be subject to disciplinary action.

Exceptions will not be made in regards to this policy, we appreciate your cooperation.

RECORDING HOURS WORKED – IMPORTANT POLICY REMINDERS

• Even if you work hours that are not approved, these hours still need to be recorded on your time sheet and must be paid to you.
• Every moment that is spent performing work related to Cambridge must be recorded on your time sheet accurately, please no exceptions.
• A minimum of 15 minutes will be paid for any work-related duties that take less than 15 minutes, please record your time accordingly.
• For maintenance employees, after-hours calls will be paid at a minimum of 2 hours for each event, drive time and mileage are included for this type of situation.  Only record the actual hours worked, you will receive pay for 2 hours minimum.
• No employee and/or manager should be using anyone else’s Kronos login and/or password information.  These logins are for the owner of the time sheet only.
• Employees cannot “volunteer” or allow anyone else to volunteer to work additional hours to perform their duties, all hours must be paid.  (Volunteers are only allowed at non-profit organizations.)
• Read your time sheet acknowledgement and make sure you agree before submitting your time sheet for approval.
• Examples of duties that need to be recorded on your time sheet are (this does not include every possible situation):
  • Opening, closing, or locking up common areas, pool areas, laundry rooms, or any other on-site areas that may only take a few minutes each time.
  • Having a resident approach you off-site (such as grocery store) and asking you a resident-related question.
  • Checking your email on your day off or during hours you are not scheduled to work.
  • Stopping by the office to collect rent checks on a sick day.
  • Texting or receiving a work-related text from a co-worker at any time, including your day off.  Please avoid using your personal cell phone for company use.
  • A resident knocks on your door or calls you at home and you engage in a work-related conversation with them when you are not scheduled to be working.  We encourage managers to stick to their posted office hours to avoid this type of interaction when possible.
• Communicate – if you find yourself consistently working more or less hours than your EU, contact your Portfolio Supervisor to discuss other arrangements.   All hours worked over your EU amount will be paid when recorded accurately.

Any known violations of this policy should be reported to Human Resources without delay.

Thank you again for your cooperation!  Let’s all do our part to stay in compliance with federal and state labor laws, go team!

It’s that time of year again, tax season!  W4s and 1040s will be mailed to your home address on or before 1/31/17.

If you do not receive your tax form(s) by 2/6/17, please let Lindsay know. 

If you need to update your mailing address, please let Lindsay know.

What is a W4?  This is your income tax reporting form, you will use this to file your taxes.

What is a 1040?  This is a newer form required by the Affordable Care Act and is proof that you carried medical coverage during 2016.  Not everyone will receive a 1040, only those that have been enrolled in our medical insurance during 2016.

Please send all your questions or concerns to Lindsay Winkle (lwinkle@cambridgeres.com)

Did you know that all of our employees (and members of their household) have access to financial help through smartdollar?

Smartdollar is a free website that can help with:

• Financial planning
• Retirement planning
• Improving your credit score
• Eliminating debt
• Steps to buying your first home

Sign up today @ https://www.smartdollar.com/enroll/cambridgerealestate8815

Managers, please share this with your employees who do not have access to company email.

smart-dollar-enrollment-info

Did you know?

Did  you know that Cambridge offers an Employee Assistance Program (EAP) that is available to all employees and anyone that lives in their household?

An EAP can provide professional resources, help, or guidance with the following:

• Stress
• Personal goals
• Work life balance
• Conflict resolution
• Finding childcare and eldercare services
• Financial issues
• Depression & grief

Assistance is available 24 hours per day, every day of the year, and all inquiries are confidential.

Access this benefit here:

1-800-854-1446

Lifebalance.net

LifeWorks mobile app

Please see the flier below for more information or contact your HR department. (Lindsay Winkle- lwinkle@cambridgeres.com)

Flyer- EAP Work-life balance

 

This email is for all employees who are eligible for our health benefits (medical, dental, vision, life):

Open enrollment packets were mailed to your home address on 11/16.  Included in the envelope is an open enrollment memo that I encourage you to read so that you understand your options and responsibilities during open enrollment.

In general, open enrollment is the time to do the following:

• Add or drop a dependent
• Drop your coverage
• Enroll in our coverage

IF YOU ARE NOT CHANGING YOUR MEDICAL, DENTAL, OR VISION, THEN YOU DO NOT NEED TO DO ANYTHING.

If you plan to make changes to your coverage, those changes need to be submitted to Diane via fax or email no later than 12/16/16.  Once you make any changes you are “locked in” until our next open enrollment period which will likely be December 2017, unless you have a qualifying event before then.  Attached is a list of the most common qualifying events.

Common Qualifying Events

All changes will be effective Jan 1, 2017.  Watch for this packet in the mail and please contact Lindsay Winkle lwinkle@cambridgeres.com with any questions.

 

IMPORTANT UPDATE

Below please find our updated employment applications along with some helpful interviewing tips.

• Please save these to your computer and discard / discontinue using the old applications as of today.
• Attached you will find 2 versions of our management and maintenance application, each one has a version with the background screening and one without.  It is important to give out the proper application when recruiting for an open position; do not give out an application with background info or discuss criminal history until you are ready to offer employment.
• The cover memo on the applications is for your information only and should be removed before giving it to the applicant.

Please also take a look at the interviewing tips below, this will be helpful when you are recruiting for an open position.

management/leasing application with background

management/leasing application without background

maintenance application with background

maintenance application without background

interviewing

If you have any questions, please contact Lindsay Winkle: lwinkle@cambridgeres.com

This HR tip is for benefit eligible employees who are enrolled in our Health Savings Account (HSA):

Did you know that you can manage your HSA online? 

Go to www.myhealthequity.com to register your account.  Features include:

• Submitting claims and uploading receipts
• Viewing your balance and transaction history
• Paying health professionals directly
• Using the prescription pricing tool to compare pharmacy pricing
• Ability to start a medical journal to keep track of your medical history in your own words
• Setting up direct deposit for claims reimbursement
• Making an extra contribution to your account if you are not at the max allowed for the current year

Make sure to take advantage of your Health Savings Account and contact your HR department with any questions!