CAMBRIDGE REAL ESTATE SERVICES
HR TIP
Whenever possible, please enter your hours worked into Kronos on a daily basis. This is important for the following reasons:
Kronos can be accessed from any device with internet access, it is recommended that you use a computer or laptop, rather than a smart phone.
HR Reminer
When maintenance employees are called into work for an after-hours emergency the following steps need to be taken to make sure they are paid correctly:
and then click the flag next to ‘After Hours’.Contact Lindsey Winkle with any questions: lwinkle@cambridgeres.com
HR Tip of the Week – Meal Breaks and Rest Periods
OREGON:
In general, an employee whose work period is 8 hours is entitled to one 30 minute unpaid meal period and two 10 minute rest breaks. If the work period is between 6-7 hours long, the meal period is to be taken between the 2nd – 5th hour worked. If the work period is more than 7 hours, the meal period is to be taken between the 3rd – 6th hour worked. Below is a general guideline:
Exceptions can be made if an employee is working alone, please contact HR for specifics. More info here: http://www.oregon.gov/boli/TA/pages/t_faq_meal_and_rest_period_rules.aspx
WASHINGTON:
If more than 5 hours are worked, workers are allowed one 30 minute unpaid meal period. Workers must be at least 2 hours into their shift before the meal period can start. The meal period should not start more than 5 hours after the shift began. Workers must be allowed a paid rest break of at least 10 minutes for each 4 hours worked. The rest break must be allowed no later than the end of the 3rd hour of the shift. More info here: http://www.lni.wa.gov/WorkplaceRights/Wages/HoursBreaks/Breaks/default.asp
CALIFORNIA:
If more than 5 hours are worked, workers must be allowed at least one 30 minute unpaid meal period, however, if the employee is scheduled to work 6 hours, the employer and employee can mutually agree (in writing) to waive the meal period for that shift. Rest periods of 10 minutes should be given for every 4 hours worked. More info here: http://www.dir.ca.gov/dlse/FAQ_MealPeriods.htm
IDAHO:
No laws are currently in place regarding meal or break periods in Idaho. Whenever possible, it is recommended to use your best judgement or follow the general guidelines for Washington. More information can be found here: http://labor.idaho.gov/dnn/Default.aspx?tabid=693
IMPORTANT REMINDER REGARDING AFTER-HOUR SHIFTS:
Reminder to use the after-hours code on your time sheet and record your actual hours worked. By using the proper code, you will still be paid the minimum 2 hours per company policy. Please only enter the actual hours worked for an after-hours shift and use the after-hours code.
Questions? Please refer to your employee handbook or contact your supervisor or the HR department.
Please print and distribute the following as noted below:
– FOR DISTRIBUTION FOR ALL ELIGIBLE 401K PARTICIPANTS –
(Eligible employees have regularly scheduled hours per Employment Understanding
on file equal to or greater than 20 hours per week)
Eligible 401K Participants,
As a reminder and as provided in the Cambridge 401K Summary Plan Description, if you are eligible and not a current or active participant, you may begin contributing to the 401K Plan. If you are an active participant and would like to change your contribution percentage, you may do so at this time.
The 401K Plan provides an opportunity to save money for your future and earn additional compensation via matching contributions from Cambridge. Below are some great features of the Cambridge 401k plan:
Brett Fisher @ 503-221-4671
Matthew Floberg @ 503-221-4610
800-937-0750 (for participants out the Portland metro area)
As always, once starting, you may stop your contributions at any time, but may not resume until the next open enrollment period (January 1st 2017). In the event you stop, the employer match stops as well.
If you don’t wish to make any changes, no action is required. If you would like to begin participation or change the amount you are currently contributing, please complete and mail the attached form to my attention at the Central Office. Deferrals must be designated in percentages only, our plan does not support fixed amount deferrals. If you are interested in beginning participation for the first time and would like to receive an enrollment booklet, please contact me and one will be mailed to your home. Forms must be mailed or faxed so that they are received at Cambridge no later than July 1, 2016.
To see additional details on plan and program rules and guidelines, please consult the summary plan description, available on the e-Exchange.
Monday May 30th is Memorial Day Holiday! Except for a few special circumstances all offices, sites and corporate will be closed in observance of the holiday.
As a reminder, if an employee’s regularly scheduled day off is Monday, another day during the pay period should be taken as the holiday.
How to record your time in Kronos-
Holiday Pay: Who is eligible?
For those few sites that will be open on the holiday and therefore have staff working, please make sure to show the total of the hours worked and the holiday hours in the “Total Hours” column to receive holiday pay in addition to hours worked. Otherwise payroll will assume that the holiday was taken and not noted on the time record.
Contact your property supervisor if you are unsure as to whether your office will be closed.
Part of our employment requirement/ongoing training includes online classes through Grace Hill. Those classes are “Sexual Harassment” and “Fair Housing I & II” These three must be completed annually. If you or your staff have not completed these training’s within the last year, please do so. The attached packet includes instructions on where and how to take the training’s. For continuing training, everyone at the site must take an additional 5 courses throughout the year (2 courses per quarter). You can choose from the entire course list for those additional 5.
We will need each site staff to complete the minimum required classes AND one additional by June 15th, 2016. If you have completed these within the last calendar year, you will not need to take them again.
Note: There are different courses if you are a manager/assistant manager or if you are maintenance and other site staff as well as if you are in CA or not.
Summed up:
If you have additional questions, please let either Brian (bharrison@cambridgeres.com) or Jasmine (jkwatra@cambridgeres.com) know.
Cambridge will pay a referral bonus to any employee who refers an applicant to our company who is ultimately hired by the company. The bonus is payable upon completion of the newly hired employee’s introductory period of 90 days. The referring employee must still be employed with the company at the time the bonus is to be given.
We currently have many open positions in the Portland area (both east and west side), so this is a great opportunity for both you and Cambridge!
Please note property managers are not eligible for a referral bonus for positions at their own properties. They will be eligible in the event that they refer an applicant for a position at another Cambridge property.
If you have any questions, please let either Jasmine (jkwatra@cambridgeres.com ) or Brian (bharrison@cambridgeres.com) know.
Dress Policy
During business hours, employees are expected to present a clean and neat appearance and to dress according to the requirements of their positions. Part of the impression you make on others depends on your choice of dress, personal hygiene and courteous behavior. A daily regimen of good grooming and hygiene is expected of everyone. While at work, you are required to wear clean, appropriate clothing and shoes. Consult your supervisor or Human Resources if you have questions.
Our clients’ and residents’ satisfaction represents the most important and challenging aspect of our business. Whether or not your job responsibilities place you in direct owner and resident contact, you represent the company with your appearance as well as your actions. The properly-attired individual helps to create a favorable image for the company, to the public and fellow employees.
The company maintains a business casual environment. All maintenance staff are required to wear company issued uniforms while on duty.
If you have any questions, please let either Jasmine or Brian know. (jkwatra@cambridgeres.com) (bharrison@cambridgeres.com)
How to fill out an I9:
Step 1: Make sure the new hire brings their ID(s) according to Page 9 of the I9 on their first day of employment. Most frequently used IDs: Driver’s License (List B) and SS Card (List C) or Passport (List A)
Step 2: Have the employee fill out only section 1 on page 7 and sign. If a translator is preparing the I9 for an employee, have them fill out the bottom section on page 7 as well.
Step 2 must be completed on the employee’s first day of employment.
Step 3: As the manager, you need to fill out section 2 on page 8 with the IDs provided. Fill out the information completely. Copy the IDs and keep with the I9.
Step 4: As the manager, you need to fill out the certification section on page 8 along with the employee’s first day of employment.
Step 3 and 4 must be completed no later than 3 business days after the employee’s first day of employment.
Step 5: Fax or email a copy (along with the IDs and W4) to Diane (drunyan@cambridgeres.com) so she can set the employee up in payroll. Send the originals with all other new hire paperwork to SERC.
Contact bharrison@cambridgeres.com (503.450.0230) with any questions.