Category: human resources

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Getting Approval to Work Overtime or Extra Hours

At times there are circumstances when staff works additional or overtime hours in order to accomplish work at their properties; for example, clean up required due to a snow storm, fire/flooding in a unit or frozen pipes after hours OR getting property ready before an owner visit or for an audit. There could be more reasons why a property staff might work more than their schedule.

  • Whenever you or your staff member is anticipating working more hours than scheduled, please send an email or call your Supervisor.
  •  Any hours to be worked beyond your regular work schedule or any expected overtime hours REQUIRE prior approval by your Supervisor. The only exception is, when you are responding to an after-hours call or an emergency.Please send a note to your supervisor at the first opportunity following the emergency.
  •  All hours worked should be reported on your time sheet or entered in the online time keeping system.
For further questions or clarifications, please contact Human Resources, Jasmine Kwatra or your supervisor.
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Reporting Employee Injuries

DID YOUR EMPLOYEE GET HURT ON THE JOB?

If an employee gets hurt while on the job please report (email or fax) the injury using the “On the job injury” form to Human Resources within 24 hours. This form can be found as C364 on MultiFamilyForms.
The injury still needs to be reported to Human Resources even if your employee did not seek medical attention for his/her injury. It is critical that all employee injuries are reported timely.
Email: jkwatra@cambridgeres.com
Fax: 503-546-7588

Here are few numbers to look at –
For 2013, total employee injuries reported -15
No. of claims reported related to Management staff – 4
No. of claims reported related to Maintenance staff – 10
Others – 1

Top 3 injuries –
1. Strains from lifting incorrectly
Best ways to prevent strains –
• Get help with heavy loads. Don’t try to move or lift an object you can’t handle. Ask for help.
• Lift correctly by bending at the knees, lifting with leg strength, not the back.
• Carry loads close to the body. Injuries can occur when workers try to pull or lift a heavy or awkward object without help or attempt to lift an object while twisting from the waist.
• When carrying a load, avoid lifting upward unnecessarily. Keep as much of the load as possible at waist level.
• Stretch during the day to increase flexibility.

2. Lacerations (cuts)
Best ways to prevent lacerations –
• Wear proper personal protective equipment, including eye protection, gloves and long sleeves.
• Use the proper tool for the job at hand.
• Keep the work area clear.
• Use a sharp blade; a dull blade means a worker has to exert more force when cutting, increasing the risk of an injury.
• Replace dull blades when necessary.
• Never leave an exposed blade unattended.

3. Falling or Tripping and Breathing chemical fumes
Best ways to prevent falling and tripping at work –
• Taking your time and paying attention to where you are going.
• Keeping walking areas clear from clutter or obstructions.
• Always using installed light sources that provide sufficient light for your tasks .
• Using a flashlight if you enter a dark room where there is no light.
• Ensuring that things you are carrying or pushing do not prevent you from seeing any obstructions, spills, etc.

Best ways to prevent breathing harmful chemical fumes –
• Keep the work area well ventilated.
• Wear gloves, masks, or other protective devices to reduce contact with the chemicals.
• Make sure you wash your hands with soap and water after using chemicals.

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PTO Payout – Deadline Nov. 1st

To all eligible employees-

This year we are giving PTO payout a little earlier than last year.

• Our PTO Payout this year will be on May 15th and November 15th paycheck.
• Deadline for submitting your November payout form is Friday, November 1st .
• Please read the policy guidelines below before filling out the form.
• Please fill out the form  below if you would like payout on your accrued PTO.
• Please share this information with your staff.

PTO Payout Guidelines
PTO Payout Request Form

Fax completed forms by November 1st to 503-546-7588.
Call Jasmine Kwatra if you have any questions.
503.445.2793

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Wellness Challenge Winners Announced!

We are pleased to announce the 3 prize winners of the Cambridge Wellness Challenge, but first, a huge THANK YOU to all the employees that participated. Our thoughts behind this wellness program were to provide an incentive to boost employee’s healthy habits. We hope you enjoyed the challenge, and continue with your positive life style choices.

And now to the exciting stuff…

The Winners are:

Top Prize- Ipod Touch
ZAYIN GILES – Fawnbook (Twin Falls, ID)

2nd Prize – Nike Fuel Band
MELODY BURDETTE – King Plaza (Milwaukie, OR)

3rd Prize – $75 Nike Gift Card
NAPUA BURCH – Fawnbrook (Twin Falls, ID).

Prizes will be mailed to employee’s sites in next Friday’s mail.

Congratulations to these three winners and thank you to all the employees that participated!!!
Abel Briceno
Amanda Harris
Breana Thomas
Crystal Garcia
Deb Good
Jackie Herrera
James Clarke
Justin Nelson
Kirsten Beijer
Laura Mather
Melissa Bertrand
Melody Burdette
Misty Stuker
Napua Burch
Natalie Acevedo
Sheri Engelgau
Vanessa Heisler
Zayin Giles

We look forward to the next Wellness Challenge and would love to hear any feedback you have about this challenge.

Sincerely,

The Wellness Committee

Jasmine Kwatra jkwatra@cambridgeres.com
Kelsey Schneider kschneider@cambridgeres.com
Misty Stuker mstuker@cambridgeres.com

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New Health Insurance Marketplace Coverage Options

Taking effect in 2014, the health coverage experience will be changing. A new creation called The Marketplace can be used to find health insurance that meets your individual needs and wants. Open enrollment for health insurance coverage through the Marketplace begins in October 2013. You will be receiving this insert in your paychex mailing this coming pay day. Please contact Jasmine Kwatra with questions or concerns.

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Reminder on Cell Phone Use, Time Keeping, and After-hours Calls

1. COMPLETE YOUR TIME SHEET DAILY. Cambridge strongly encourages that employees fill in their time on a daily basis to reflect your accurate hours worked.
2. Fill out the actual hours you work, Cambridge pays for all hours worked. Any work performed to benefit Cambridge should go on your time sheet.
3. OVERTIME SHOULD BE PRE-APPROVED BY YOUR MANAGER UNLESS IT IS AN EMERGENCY SITUATION; THEN IT MAY BE APPROVED AFTERWARDS.
4. An after-hours call is when employees leaves work for the day and is called back to take care of an emergency issue; or is called in on their day off.
5. TWO HOURS MINIMUM AT OVERTIME RATE IS PAID FOR AFTER-HOURS CALLS (emergency calls) only.
6. NOTE YOUR AFTER-HOURS CALL CLEARLY ON YOUR TIME SHEET, not documenting your after-hours call will not pay you correctly.
7. Follow state specific Lunch and rest breaks-

California At least 30 minutes lunch break for working 5 hours or more. 15 minutes paid break for every 4 hours worked.
Idaho At least 30 minutes lunch break for working 6 hours or more. 15 minutes paid break for every 4 hours worked.
Oregon At least 30 minutes lunch break for working 6 hours or more. 15 minutes paid break for every 4 hours worked.
Washington At least 30 minutes lunch break for working 6 hours or more. 15 minutes paid break for every 4 hours worked.

8. Do not use your personal cell phone for work use unless pre-authorized by your supervisor.
9. Please do not contact any employee with work related issue after their shift has ended for the day unless it is an emergency.
10. Does not text/call employee’s personal cell phone after hours to discuss work, if it is not urgent then it can wait until tomorrow.
11. Managers, please do not discuss work related matters via text messages with other managers or your supervisor. Please use company email to communicate. Remember, text messages serve as a poor record for business purposes, and most phone services delete texts after a certain period of time.

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Introducing the 2013 Cambridge Wellness Challenge!

Want to win an iPod Touch or maybe a Nike Fuel Band?…then in the next two months go out and make healthy choices daily, record on the calendar provided and submit at the end of each month to enter to win a raffle!

About the challenge–

Duration of Challenge – July 15th, 2013 through Sept 15th, 2013
Who can participate– All employees can participate.
What you have to do–
• Participate in the listed activities to gain points. Different activities are worth different points. (See attachment for details).
• Write your activity on the calendar provided.
• Submit your completed calendar at the end of each month via fax.
• Participants will be entered into a raffle based on their average points per month for the entire 2 months.
• Drawings will take place at the end of September and winners will be announced via the online eExchange.

Raffle Prizes
$75 Nike Gift Card – for an average of 0-15 points per month
Nike Fuel band – for an average of 16-29 points per month
iPod Touch – for an average of 30+ points per month

Challenge starts Monday….so get up and get healthy!!!!!!

 

For questions call the Wellness Committee at 503-450-0230 and/or email us at –
Jasmine Kwatra – jkwatra@cambridgeres.com
Kelsey Schneider- kschneider@cambridgeres.com
Misty Stuker- mstuker@cambridgeres.com

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July 4th Holiday and Holiday Pay

Thursday, July 4th is a Holiday! Except for a few special circumstances all offices, sites and support office will be closed in observance of the holiday.

As a reminder, if an employee’s regularly scheduled day off is Thursday, another day during the pay period should be taken as the holiday. Whether the holiday is taken on Thursday the 4th or another day, the holiday should be listed with the appropriate number of hours in the holiday column on the time record with no in or out time.

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 Pay Due” 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.

Holiday Pay:
• Employees who work 20 or more hours per week are eligible for holiday pay after their first 30 days of employment.
• To receive holiday pay employee must work both the scheduled day prior and after a holiday; except if was pre-approved time off by the manager.
• If an employee was scheduled to work the day before or after and cannot work (except in an emergency situation) they will not receive holiday pay.

If you have any questions please email or call Jasmine Kwatra.

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Long Sleeve Uniforms and Dress Code Reminder

With summer almost here and as we start enjoying the sun more, here is a quick reminder on Cambridge’s dress code policy:

Dress Policy

During business hours, employees are expected to present a clean and a neat appearance and to dress according to the requirements of their position. We maintain a business casual environment. All maintenance staff are required to wear company issued uniforms while on duty.

Body Art and Jewelry

Facial jewelry, such as eyebrow rings, nose rings, lip rings, large earlobe earrings and tongue studs are not professionally appropriate and must not be worn during business hours. Please limit earrings to no more than two in each ear.

Visible tattoos and similar body art MUST be covered during business hours and company sponsored events. Company sponsored events include any company paid work travel, social events, meetings and trainings. Exceptions regarding visible tattoos and body art may be made at company functions held at water-theme parks so long as published park guidelines are respected.

In response to requests for long-sleeve maintenance uniform shirts, we now have available oatmeal-colored, long-sleeve shirts at this time.  Please e-mail Kelsey Schneider at kschneider@cambridgeres.com  if you would like to order any for your staff(include employee name and size). The shirts are $14/ea. and will be re-billed to your property. The shirt order needs to be in by June 19th.

long sleeve uniform

Have any questions? Contact Kelsey Schneider!
kschneider@cambridgeres.com
503.445.2794
Thank you!