DRUG AND ALCOHOL POLICY
We will not tolerate the use of illegal drugs or other mind-altering substances by any employee. For purposes of this policy, “illegal drugs,” as defined by the Federal Government, includes street drugs such as marijuana (this includes medical marijuana and/or marijuana obtained legally under state law), cocaine, methamphetamines as well as prescription drugs used by a person who does not have a valid current prescription for such drug. We also do not tolerate any employee reporting to work, consuming alcohol while at work or working with alcohol in his or her system. In order to ensure compliance with this policy, employees are subject to drug and alcohol testing through blood tests, urinalysis, breathalyzer or other testing procedure prior to initial employment and under any of the following circumstances:
When a manager has reason to believe that the employee is working or has reported to work with alcohol or illegal substances in his or her system or is otherwise in violation of this policy; or
Upon return from a leave of absence, or
Under any other circumstance permitted by law.
The presence of any illegal drug or measurable amount of alcohol in the employee’s system is a violation of this policy. Refusal of an employee to undergo testing, failing to cooperate fully when asked to submit to a test, and tampering with or providing a diluted specimen are also violations of our policy and grounds for immediate termination.
Our employees are strictly prohibited from possessing, using or participating in any transaction involving alcohol, illegal drugs or other mind-altering substances on Dealership property, in Dealership vehicles or while on Dealership business. We do not permit the use of alcohol during the workday, including at meals.
Off-premises possession, use, sale or purchase of illegal drugs or mind-altering substances outside of working hours may reflect unfavorably on our reputation as a Company and is also prohibited.
This policy does not prohibit the proper use of medication including prescription drugs by an employee under the direction of a physician. However, the misuse or abuse of a prescription drug, including sharing your prescription drug with another person and the use of a prescription drug prescribed for another person are violations of this policy. Employees who are taking prescription or non-prescription drugs that could affect their ability to perform their job safely must discuss this with their physician before reporting to work. Any impairment on the job from the use of prescription drugs can result in discipline.
In order to protect the safety and property of all employees and to effectively enforce this policy, we reserve the right to inspect employees’ lockers, tool boxes, desks and cabinets as well as motor vehicles and any other personal belongings brought onto Dealership property. Failure to cooperate with such inspections is a violation of this policy.
Violation of any aspect of our drug and alcohol policy will result in discipline up to and including immediate termination.
ELECTRONIC EQUIPMENT AND COMMUNICATIONS
Dealership computers, telephones and internet are intended to be used for company business during working hours. They may never be used for gambling, day trading, playing games, shopping, etc. All information on these systems is the sole and exclusive property of this Dealership. Any employee who violates any aspect of this policy will be subject to discipline up to and including termination. If the violation causes damage our systems, infects them with a virus or interferes with our business operations, the employee will also be held responsible for all damages. Nothing contained herein shall preclude an employee from engaging in conduct that is protected by Section 7 of the National Labor Relations Act.
Our computers contain a wide range of confidential information concerning sensitive financial aspects of our business and our relationships with our manufacturers and vendors. Our computers also contain lists of current, former and prospective customers which we consider to be a valuable company asset. In addition, our computers contain confidential non-public information concerning our customers. Because of the confidential nature of this information and because we are required by federal law to carefully safeguard our customers’ information, employees are not permitted to bring personal computers onto our premises or to load any customer information onto a PDA, flash drive, “memory stick” or other electronic device.
ANYONE WHO REMOVES SUCH CONFIDENTIAL COMPANY OR CUSTOMER INFORMATION FROM OUR PREMISES EITHER IN PAPER OR ELECTRONIC FORM OR BY E-MAILING IT TO A THIRD PARTY SITE OR WHO USES SUCH INFORMATION TO BENEFITS ANY PERSON OR ENTITY OTHER THAN OUR DEALERSHIP IS GUILTY OF THEFT AND A VIOLATION OF THE FEDERAL COMPUTER FRAUD AND ABUSE ACT.
We reserve the right to access all information stored on Dealership computers, even in files where personal passwords have been assigned. We also reserve the right to access data on any computer or portable drive that an employee uses while at work. Therefore, employees should not put personal data or other information on these computers.
In order to prevent the introduction of viruses into our computer systems, employees are prohibited from:
1. Installing any kind software on our computers
2. Using disks they have brought from home on a company computer
3. Downloading any files not directly related to our business
4. Accessing any of our systems through a personal, non-company computer, except where approved by the Department Manager or the IT Department.
You will be assigned one or more personal passwords for use in accessing our systems and programs. Proper use of these passwords is critical to ensuring that our systems are accessed only by those employees who are authorized to do so. If a system or program is accessed using your personal password, we will assume that you were the individual who accessed it and you will be held accountable if there is a problem. Therefore, we expect you to keep your personal password confidential. Never share your password with another employee under any circumstances. If you think that someone else may know your password, contact Human Resources or IT and have your password changed immediately.
Our telephone system is intended to allow us to quickly and effectively communicate with our customers and others. Therefore, we expect that personal calls will be kept short and kept to a minimum. While we do not routinely monitor incoming or outgoing calls, we do reserve the right to monitor and record such calls for customer relations and other lawful, business-related purposes. We also reserve the right to access any message left on our voice mail system, including employee’s voice mailboxes, even though personal passwords have been assigned.
Employees are permitted to use personal cell phones for calls or texting while at work provided their use does not interfere with our service to our customers or adversely affect the employee’s productivity. Whenever you are working with a customer, your cell phone should be turned off or set to vibrate so that you can give your full attention to the customer.
Studies show that a using a cell phone or texting while driving or operating equipment is extremely distracting and the operator can be as dangerous as a drunken driver. Therefore, our employees are prohibited from using hand-held cell phones and similar devices while driving any vehicle. If you need to use your cell phone or if you need to send a text message, you are required to pull over to a safe location and stop. Hands free devices may be used while driving provided you can do so safely. Employees are also prohibited from performing any mechanical service work while talking on a cell phone. We and our customers expect that you will devote your full attention to the work you are performing.
Possessing a cell phone or other device containing offensive pictures or video on our premises can be a violation of our no harassment policy and grounds for discipline.
If we provide you with a cell phone, we reserve the right to monitor its use and to review calls made and received as well as voice and text messages and other functions available on the phone. If your Dealership-provided phone has GPS tracking capability, we reserve the right to access this function.
We reserve the right to access all incoming and outgoing e-mails, even where personal passwords have been assigned. Again, employees may not use the Dealership’s e-mail system to send or receive personal messages or to access their personal e-mail account or other non-business accounts or sites during working hours. Placing inappropriate, offensive, off-color or sexual or racial messages on our systems or forwarding such messages to coworkers or others is a violation of our no harassment policy and can result in termination. E-mailing Dealership or customer information to a non-Dealership site is a violation of this policy.
In order to avoid misunderstandings, employees are not permitted to “personalize” their dealership e-mails with any message that is not business-related.
All e-mail and test communications with prospective, current and former customers must be made via the Dealership’s systems only. Personal e-mail accounts may not be used for these communications nor may personal e-mail accounts be used to conduct Dealership business at any time.
Video and Audio Recordings
The Dealership routinely handles confidential and proprietary information and customer data. In order to protect this information and data and maintain the security and confidentiality of our premises and systems, the Dealership prohibits unauthorized photography or audio and video recording by an employee or a third party that may capture this confidential and/or proprietary information and data. Do not use a cell phone or any other device to make any type of unauthorized photograph or audio or video recording. Authorization for any type of recording requires the advance written approval of Jim Seavitt. Violation of this policy may result in discipline, up to and including immediate termination of employment. Nothing contained herein shall preclude an employee from engaging in conduct that is protected by Section 7 of the National Labor Relations Act.
Employees who have access to the Internet at our Dealership may use the Internet for business purposes during working hours. In order to ensure compliance with this policy, we reserve the right to monitor the web sites that our employees visit via our computers. The use of Dealership computers to trade securities, gamble, shop, view or download sexually explicit materials or for any other improper purpose while at work or on Dealership premises is grounds for termination. Nothing contained herein shall preclude an employee from engaging in conduct that is protected by Section 7 of the National Labor Relations Act.
From time to time, we feature photos of our employees on our website, in newsletters, in print advertising or on our bulletin boards. These may be individual or group shots and may be accompanied by your name, position and company contact information. These images may continue to be used after you leave the company.
If, for personal or other reasons, you do not wish to have your likeness used by the Dealership on our website or elsewhere, please notify Allyn Campbell by written memo or by e-mail and we will do our best to ensure that your photo is not used. Otherwise, we will assume that you have no objection to our use of your photo for our legitimate business purposes during and after your employment.
FRAUD AND FALSE STATEMENTS
Falsification of any application, medical history record, invoice, work order, emissions inspection, warranty claim, purchase order, time record or any other document is strictly prohibited. Taking a test for another employee is considered fraud on the part of both employees. No employee may ever sign the name of a customer to any document. Sales and finance personnel are required to make full disclosure of all costs and charges associated with all sales or leases.
If you observe a violation of any of these rules or become aware of any other conduct of a questionable nature, it is your responsibility as an employee of this Dealership to report it directly to the Human Resource Manager or the Dealer immediately.
HAZARDOUS AND TOXIC MATERIALS
If your job requires that you use hazardous or toxic materials, you are expected to comply with all federal, state and local laws and regulations concerning their safe handling and disposal. Please be sure to familiarize yourself with proper handling and safety procedures. Also be sure to review the SDSs for chemicals used in your department. If you have any questions, please discuss them with your Department Manager.
It is everyone’s responsibility to help keep our facilities looking their best. Please keep your work areas as clean as your work permits. Eating is prohibited in the showroom, the customer lounge and at your desk. Please use the break room and be sure to clean up after yourself.
IRS CASH REPORTING REQUIREMENTS
In order to prevent those involved in illegal activities from laundering their money through legitimate transactions, Federal law requires that any time we accept $10,000 or more in cash from a customer in connection with the sale or lease of any vehicle, we must file a report with the Internal Revenue Service. The law also covers transactions involving a series of payments that are each less than $10,000 in cash but which in the aggregate exceed $10,000.
Failure to comply with these reporting requirements can result in criminal and civil penalties of up to $100,000. In addition, it is a felony to aid in structuring a transaction to avoid these reporting requirements.
Therefore, you are not to discuss this cash reporting rule with any customer or potential customer. If a customer asks about the reporting requirement or asks about structuring the transaction to avoid the $10,000 cash transaction amount, you are required to notify the Sales Manager or the General Sales Manager immediately. In addition, if you have any reason to believe that the transaction may involve "drug money" or money from other illegal activities, you are also required to notify the General Sales Manager. Finally, if you have any questions at all as to what the law requires or what we expect of you, please discuss them with your manager.
It is the policy of this Dealership to comply with the letter as well as the intent of this law. Any employee who violates this policy is subject to immediate termination and possible criminal prosecution.
Dealerships are covered by many different federal, state and local laws. We expect all employees to comply strictly with each of these laws. The following is a brief list of laws and regulations that we feel merit special attention.
> Contract Disclosure/Consumer Protection. All contracts must be signed in the Dealership. Anyone signing a contract must show proof of identity. Also, the truth-in-lending and the truth-in-leasing laws require that certain disclosures be made. Failure to make these disclosures can result in voiding of the deal and damages. If you observe what you think might be a violation of these laws or regulations, report it to the General Sales Manager or Dealer immediately.
> Credit Bureau Reports. No employee may pull a credit report on any customer without a signed authorization from that customer. This policy also applies to cosigners. Employees who violate this law are subject to being sued personally for compensatory and punitive damages.
> Customer Information. In order to protect our customers from identity theft, Federal law and our Dealership policies require that all customer information be safeguarded at all times. We require strict adherence to these rules.
> Damage Disclosure. All damage whether occurring in transit, on the lot, or in a collision must be reported to your manager immediately. The damage must also be disclosed to the customer in writing to the extent required by law.
> Environmental Compliance. Employees working with chemicals, paints, waste oil, CFC and emissions testing equipment are required to be familiar with and comply with the applicable laws and regulations. If you observe something which you feel may be in violation of a law or regulation, report it to Allyn Campbell or Jim Seavitt immediately.
> Odometer Disclosure. The odometer disclosure form must be signed for all customer trade-ins and for any Dealership vehicle sold.
> Tax Withholding. We are required to make certain deductions from your wages for taxes. Every employee is required to provide us with all documentation necessary to comply with state and federal tax withholding laws and to cooperate fully with this process. We will comply with all of these laws unless the IRS notifies us that you are exempt.
> Time Records. Federal law requires that all employees, unless exempt, must keep an accurate record of their hours worked each day and each week and your hours must be properly recorded. Employees are required to clock out for meals and any other time they leave the Dealership on personal business.
> Window stickers and FTC stickers. These stickers must be intact on all new, demo, or used cars at time of presentation and delivery. These stickers should not be removed except at the customer’s request after sale.
MAINTENANCE OF VALID DRIVER’S LICENSE
If your job with us requires that you drive either customer or Dealership vehicles, you must have a valid driver’s license appropriate to the vehicles that you drive. Maintaining a valid driver’s license and a driving record acceptable to our insurance company are conditions of your continued employment. If, for any reason, you lose your license or if our insurance carrier declines to insure you because of your driving record, you are subject to immediate termination.
Any employee whose duties involve the operation of motor vehicles, or who may be called upon to operate a vehicle in the course of their duties or who is assigned a demonstrator, who receives a citation for a moving violation or DUI/DWI, whether on or off the job, must report that fact in writing to their supervisor immediately. Similarly, any employee whose license is suspended or revoked for any reason must also report this in writing to their supervisor immediately.
We will then review the employee’s driving record with our insurance company and make a determination as to whether or not we can continue to employ the individual in his or her current position. If we cannot, we will consider moving the employee to another position that does not require driving if one is available. However, if an employee fails to disclose a citation, revocation or suspension and we later learn about it, the employee will be subject to immediate termination and will not be considered for another position.
ON THE JOB INJURIES
If you are injured while at work or while on Dealership business, you may be eligible for workers compensation benefits. In order to qualify for these benefits, you must report your injury to your Department Manager or Allyn Campbell immediately and make a written report of the injury. Failure to promptly report an injury can result in your being denied benefits. Therefore, we require employees to promptly report all accidents and injuries, no matter how minor they may be.
A list of authorized treating physician is available in the Human Resource Manger’s Office. If you are injured, you must first see one of the doctors on the list. Failure to visit an authorized doctor can result in your claim being denied.
If you have any questions about Workers Compensation, please contact Allyn Campbell.
OPERATION OF CUSTOMER AND DEALERSHIP VEHICLES
> BUSINESS PURPOSES ONLY: No employee may operate a customer or Dealership vehicle unless authorized to do so as a part of his or her job. Vehicles may be used only for legitimate business purposes. The use of such vehicles for personal errands, even in conjunction with an actual demo ride or service test drive, is strictly prohibited. All demo rides and test drives must be limited to the approved routes unless a deviation is approved by the appropriate Department Manager in advance.
> GOLF CARTS: Golf carts are considered to be Dealership vehicles. Therefore, their operation is subject to these rules.
> SAFE OPERATION: Employees are required to wear seat belts and comply with all traffic regulations any time they are operating a customer or Dealership vehicle on the public roads. Employees under the age of 18 may not, under any circumstances, drive a vehicle on the public roads.
> ACCIDENTS: Any employee who is involved in an accident while operating a customer or Dealership vehicle which results in personal injury or property damage of any kind, must notify the police and his or her supervisor or manager immediately. If an employee fails to report such injury or damage, the employee is subject to termination.
> DRIVER'S LIABILITY: If the Company determines that the accident is the fault of the employee, the employee will be responsible for paying the deductible amount toward repair as well as for any damage to a third party’s property. Any employee who receives a traffic citation or parking fine while operating a customer or Dealership vehicle will be responsible for paying any penalty or fine.
> CELL PHONE USE: Employees are not permitted to make or receive cell phone calls while they are operating a vehicle. If you need to make or receive a cell phone call, pull over in a safe location and stop.
> GPS TRACKING: Technology now permits the Dealership to monitor the location of our vehicles. This equipment may be installed either temporarily or permanently on any Dealership vehicle.
> DEMO USE: Employees who have demonstrators are required to comply with the demonstrator policy. Failure to do so will result in the loss of that privilege.
There have been times when many of us have had the opportunity or the need to have two jobs at one time. If you do choose to work two jobs, it is important that other employment and outside interests do not interfere in any way with your job at this Dealership. If you do hold a second job, we expect that you will be careful that extra hours of work do not affect your performance here. We also expect that no outside business will be conducted while you are here at work.
If your second job could create a potential conflict of interest, for example, working for a competitor, or buying, selling or repairing vehicles, we expect you to discuss the matter with your Department Manager and make a full disclosure.
It is important that we have sufficient convenient parking for our customers. Therefore, we require all employees to park their vehicles in the area designated for employee parking, if you have any questions as to where you should park, please ask your manager. Repeated violations of this policy will result in the employee losing the privilege of parking on our premises.
We cannot be responsible for theft from personal vehicles. Therefore, please be sure to remove any valuables and lock your vehicles when they are parked on our lot.
PERSONAL APPEARANCE AND GROOMING
We strive to present a positive image to our customers and to the general public. Therefore, we require our employees to exercise good judgment in their dress and grooming. All employees are expected to present a well-groomed, business-like appearance at all times while on dealership premises. Of course, this will vary from department to department, depending on your duties. Generally, from Memorial Day to Labor Day, employees may wear corporate polo shirts.
The following clothing items are never acceptable at work: jeans, stretch pants, shorts and t-shirts, tube tops, worn or torn clothing and tight or revealing clothing. If you wear a Dealership uniform, please be sure that it is kept as clean and neat as possible, properly buttoned with shirt tails tucked in.
Employees whose job require interaction with customers are not permitted to have visible body piercings while at work with the exception of female employees who may wear earrings. In most cases, visible tattoos are not permitted and must be covered while at work.
Employees are also expected to pay close attention to their personal grooming.
Any employee who fails to meet our standards will be sent home to correct the problem and may be subject to further discipline. Therefore, if you have any questions as to what is expected of you in terms of dress or appearance, please discuss them with your Department Manager.
Our customers often send money, titles and other business documents to employees of this Dealership. Therefore, all mail addressed to anyone at the Dealership is presumed to be related to our business. Mail addressed to an employee will be opened by the Business Office and if it is personal in nature, either routed to the employee’s department or forwarded to the employee’s home address. If you do not wish to have your correspondence handled in this manner, please have it delivered directly to your home.
Employees may not use Dealership stationery for personal mail.
Personal relationships between non-supervisory co-workers are permitted provided they are consensual and do not adversely affect the work performance of the parties involved or their co-workers. Because of concerns about favoritism and harassment, supervisors and managers are strictly prohibited from dating or engaging in any kind of personal relationship with any employee of this Dealership.
Employment of family members and relatives will be considered on a case-by-case basis.
Employees are prohibited from engaging in any kind of personal relationship with a customer or from using any information obtained in the course of business to further a personal or social relationship.
PERSONAL TELEPHONE CALLS AND VISITS
Personal telephone calls during business hours are disruptive and directly impact our service to our customers. Therefore, we ask our employees to refrain from making or receiving personal calls during their work hours, except of course in emergencies. Personal calls should be made or returned when you are on a break or at lunch or dinner. This also applies to personal cell phones.
Employees may not make personal long distance calls charged to the Dealership without the permission of his or her Manager. Permission will normally be given only in emergency situations. The employee making the call will be expected to reimburse the Dealership for the call.
Visits by friends or relatives can be disruptive to our operations and may pose a safety hazard. Therefore, we strongly discourage such visits during work hours. Visitors may never enter the service areas of the Dealership.
It is our policy to promote safety on the job. The health and well-being of our employees is foremost among our concerns. For this reason, we expect all of our employees to learn the safety rules for their departments and to follow common sense safety practices. Employees are also responsible for reporting any unsafe condition, defective tool, or equipment to their manager, and for helping us to maintain a safe and healthy workplace. Horseplay and practical jokes can cause accidents and injuries and therefore are not permitted.
Safety is a state of mind and requires constant vigilance and common sense. Safety is everyone’s responsibility. Remember: SAFETY FIRST. SECURITY
Every employee is responsible for helping us to protect the property of their coworkers, our customers and this Dealership. Be sure that all vehicles, equipment, desks and gates are locked when not in use and especially at the end of the day. All tools and keys must be properly secured and accounted for at all times. If you see something or someone who looks suspicious, check into it or notify your Department Manager immediately.
Technicians are responsible for ensuring the security of their own tools and equipment. Be sure to keep your tool boxes locked when you are not present. The Dealership’s insurance will not cover lost or stolen tools.
In order to protect you, your coworkers, our customers and the Dealership, we reserve the right to inspect all lockers, desks, tool boxes, purses, briefcases, computers, cell phones, vehicles and any other personal property which is brought onto Dealership property.
Severe weather conditions can disrupt our operations and interfere with work schedules, as well as endanger employees’ well-being. If extreme weather conditions require closing the Dealership, you will be notified by your supervisor. If weather or traveling conditions delay or prevent you from reporting to work, you should notify your supervisor as soon as possible. If you are delayed or unable to report for work at all due to severe weather conditions, and the Dealership is officially open, you will be expected to use personal leave, vacation, or leave without pay.
Because smoking and the use of tobacco products is considered to be a health hazard in the workplace, we prohibit the use of all tobacco and related products, including e-cigarettes, in all of our buildings and facilities. Employees who wish to smoke or use these products may do so in designated areas outside the buildings and away from all public entrances. We do not have “smoke breaks” and employees must not let smoking or their use of tobacco and related products interfere with their work. Smoking and the use of tobacco and related products never permitted in Dealership or customer vehicles.
Know and follow the rules
Carefully read these guidelines, as well as our policies concerning harassment, confidentiality and proper business conduct, and ensure your postings are consistent with these policies. Inappropriate postings that may include discriminatory remarks, harassment, and threats of violence or similar inappropriate or unlawful conduct or will not be tolerated and will subject you to disciplinary action up to and including termination.
Always be fair and courteous to your coworkers, our customers and our vendors. Also keep in mind that you are more likely to resolve work-related complaints by speaking directly with your co-workers or by utilizing our Open Door Policy than by posting complaints to a social media outlet. Nevertheless, if you decide to post complaints or criticism, avoid using statements, photographs, video or audio that reasonably could be viewed as malicious, obscene, threatening or intimidating, that disparage customers, manufacturers or vendors, or that might constitute harassment or bullying. Examples of such conduct might include offensive posts meant to intentionally harm someone’s personal or business reputation or posts that could contribute to a hostile work environment on the basis of race, sex, disability, religion or any other status protected by law.
Be honest and accurate
Make sure you are always honest and accurate when posting information or news, and if you make a mistake, correct it quickly. Be open about any previous posts you have altered. Remember that the Internet archives almost everything; therefore, even deleted postings can be searched.
Post only appropriate and respectful content
• Maintain the confidentiality of the Dealership’s trade secrets and private or confidential information. Trade secrets may include all personal and financial information regarding our customers and information concerning confidential financial aspects of our business. Do not post internal reports, policies, procedures or other internal business-related confidential communications.
• Do not create a link from your blog, website or other social networking site to a Dealership website without identifying yourself as an employee of this Dealership.
• Express your personal opinions. Never represent yourself as a spokesperson for the Dealership. If this Dealership is subject to the content you are creating, be clear and open about the fact that you’re an employee and make it clear that your views do not represent those of the Dealership, your coworkers or our customers. If you do publish a blog or post online related to the work you do or subjects associated with this Dealership, make it clear that you are not speaking on behalf of the Dealership. It is best to include a disclaimer such as “The postings on this site are my own and do not necessarily reflect the views of my employer.”
We prohibit taking negative action against any employee for reporting a possible deviation from this policy or for cooperating in an investigation. Any employee who retaliates against another employee for reporting a possible deviation from this policy or for cooperating in an investigation will be subject to disciplinary action, up to and including termination.
The Dealership strives to deliver appropriate and timely responses to any media inquiry. To best serve this objective, the Dealership will respond to any media inquiry in a timely and professional manner only through the designated spokespersons. Employees should not speak to the media on the Dealership’s behalf without contacting Jim Seavitt.
For more information
If you have questions or need further guidance, please contact Allyn Campbell.
SOLICITATION AND DISTRIBUTION
Solicitation and distribution during working hours can be distracting and can affect our service to our customers. Therefore, solicitation by an employee of another employee during the working time of either employee for any reason is strictly prohibited. Distribution of advertising materials, handbills or other literature is prohibited in all working areas at all times. Solicitation and distribution by non-employees is prohibited on Dealership premises at all times. By way of example, non-working time would include time taken during lunch or a break and a non-working area would include the break room.
THEFT AND DISHONESTY
We do not tolerate theft or dishonesty in any form. Failing to install all parts charged out on a repair order is considered theft. Taking a coworkers property without their knowledge and permission is considered theft. Reporting that you have performed service or other work which you have not performed is considered theft. Vehicles that we have taken in trade are the property of this Dealership, even if they are going to be wholesaled. Therefore, removing parts or equipment from any such vehicle is considered theft of Dealership property. Failing to return all customer lists when you leave the Dealership is considered theft. Employees involved in any form of theft are subject to termination, as well as criminal prosecution.
Unless otherwise notified, all Dealership employees are required to keep an accurate record of his or her hours worked through the use of a time card, an electronic timekeeping system, or a handwritten record. All employees are expected to follow the established procedures in keeping an accurate record of your hours worked, including recording all time worked for the Dealership. Accurately recording all your time is required in order to ensure that you are paid for all hours worked as required by wage and hour laws. Time must be recorded as follows:
> Immediately before starting work in the morning
> Immediately after finishing work before lunch.
> Immediately before resuming work after lunch
> Immediately after finishing work in the evening
> Immediately before and after any other time away from work
You are also required to punch or log out and back in any time you leave the Dealership for any personal reason. Of course, if you have to leave the Dealership during the day for reasons other than lunch or dinner, you are expected to notify your Manager.
If you forget to log or punch in or out, or if your entry is incorrect, notify your Manager immediately so that the entry can be corrected. Any changes or corrections to your time card or time record must be initialed by you and your supervisor. Under no circumstances may any employee punch or log in or out for another employee or ask another employee to record his or her time. Recording another employee’s time or asking another non-management employee to record your time may result in discipline, up to and including immediate termination.
Your obligation to accurately record all hours worked does not relieve you of your obligation to obtain advance approval from your supervisor before working overtime hours or hours beyond your regular work schedule.
If you perform any work outside your normal work hours, you are required to notify your immediate supervisor and Allyn Campbell by e-mail the following business day, reporting the amount of time you worked and the work you performed. Such time will be counted as “hours worked.”
Please understand that no Dealership manager or supervisor is authorized to instruct you to work “off the clock.” You should immediately report any manager’s or supervisor’s instruction to do so to Allyn Campbell.
The Dealership may periodically schedule mandatory overtime or weekend work in order to meet business or customer needs. We will attempt to give employees advance notice, if possible. We expect that all employees who are scheduled to work overtime will be at work, unless excused by their Manager. Failure to report for scheduled overtime work may result in discipline, up to and including immediate termination.
All hours worked in excess of forty (40) hours in a workweek are overtime hours. For purposes of calculating overtime hours, only actual hours worked will be counted. Paid time off (e.g. vacation pay, holiday pay and sick pay) is not counted as hours worked for purposes of calculating overtime hours. If a state or other law requires overtime hours to be calculated in a different manner, we comply with the applicable law.
Overtime compensation varies depending on the employee’s pay plan, job duties, and other regulatory factors. For example, our exempt employees paid on a salary basis normally do not receive extra pay for overtime hours. These employees’ salaries are intended to compensate all of their hours worked in a workweek – not just forty (40) hours, or their scheduled or normal hours, or any other particular number of hours. Likewise, certain other employees not paid on a salary basis are exempt from overtime premium pay, so we pay those employees straight-time pay for overtime hours. Our non-exempt employees paid on an hourly basis receive straight-time pay plus half-time pay (the time-and-one-half their regular rate) for overtime hours. In any event, all overtime work will be paid properly and in compliance with applicable state and federal law.
Some non-exempt employees are paid on a commission-basis. Those employees’ performance is evaluated over a representative period of one year to determine their exemption status. Employees paid commissions may be exempt from receiving overtime premiums if they receive more than one-half of their earnings during a representative period from commissions.
All employees (other than exempt employees paid on a salary basis) must receive approval from their Department Manager prior to performing overtime work or they may be subject to disciplinary action up to and including immediate termination.
When the Dealership requires or authorizes training, salaried and hourly employees receive their daily pay while being trained. For commission employees how their training is computed is described in more detail in their pay plans.
USE OF DEALERSHIP EQUIPMENT AND PROPERTY
We have made a tremendous investment in our facilities and equipment in order to better serve our customers and to make your job easier. Deliberate or careless damage to our property will not be tolerated.
Employees are not permitted to use any Dealership facilities to work on personal vehicles without the prior permission of the Service Manager. All personal vehicles in our shops must have an open repair order and all parts must be properly charged to the ticket. For safety reasons, working on vehicles after normal work hours is prohibited.
Dealership property and tools may not be removed from our premises without the prior written permission of your manager. All used parts that are not returned to the customer are the property of this Dealership. No employee may remove any used part – including scrap – from the Dealership without the prior written permission of the Service Manager.
WEAPONS AND VIOLENCE
Employees are prohibited from bringing weapons of any kind onto our premises or into our vehicles. This includes our parking lots.
We have a “zero tolerance” for violence and threats of violence. If you are threatened by a coworker, a vendor or a customer notify your Department Manager immediately.
WORK SCHEDULE AND OVERTIME
Your work schedule will vary, depending upon your department and duties. Please contact your manager if you have any questions about your schedule.
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