Handbook

TABLE OF CONTENTS
 
Section 1 Employment

 

  • Nature of Employment

  • Equal Employment Opportunity Immigration Law

  • Compliance Privacy Policy

  • Disability Accommodation

 

Section 2 Employment Definitions and File Maintenance

 

  • Employment Categories

  • Introductory Period

  • Personnel Files

  • Personnel Data Changes

  • Employment Applications

  • Hiring Statements

  • Performance Reviews

 

Section 3 Employee Benefit Program

 

  • Medical Insurance for Employees / Family Benefits Continuation COBRA

  • Workers’ Compensation Insurance/ Vacation Time

  • Sick Time

  • Paid Holidays – Calendar, Bereavement Time, Jury Duty

  • Family Medical Leave Act / Maternity Leave

 

Section 4 Payroll Periods

 

  • Methods of Payroll Disbursement

  • Timekeeping

  • Change of Status

  • Employment Termination

  • Pay Deductions

 

Section 5 Work Conditions and Hours

 

  • Office Hours

  • Phone System

  • Per Diem / Living Expenses

  • Handling expenses incurred while traveling or working in the field Company Credit Cards / Work Related Travel

  • Use of Company-Owned equipment,  Vehicles  Personal  Use of Company Vehicles, Personal Vehicles for Company Use, Motor Vehicle Records.

 

 

Section 6 Employee Conduct

 

  • Employee Conduct & Work Rules

  • Drug & Alcohol Use

  • Sexual & Other Unlawful Harassment

  • Appropriate Dress

  • Resignation

SECTION 1
EMPLOYMENT
 
 

 

Nature of Employment

 

This handbook is intended to provide employees with a general outline of the Company’s policies. Employees are required to familiarize themselves with the contents of this handbook, for it will answer many common questions concerning employment with Southern Building Group; however, this handbook cannot anticipate every situation or answer every question about employment. It is not an employment contract and is not intended to create contractual obligations of any kind. Neither the employee nor Southern Building Group is bound to continue the employment relationship if either chooses, at its will, to end the relationship at any time.

 

 

Equal Employment Opportunity

 

In order to provide equal employment and advancement opportunities to all individuals, employment decisions at Southern Building Group will be based on merit, qualifications, experience, and abilities. Southern Building Group does not discriminate in employment opportunities or practices on the basis of race, color, religion, sex, national origin, age, disability, or any other characteristic protected by law.

 

Southern Building Group will make reasonable accommodations for qualified individuals with known disabilities unless doing so would result in an undue hardship. This policy governs all aspects of employment, including selection, job assignment, compensation, discipline, termination, and access to benefits and training.

 

Any employee with questions or concerns about any type of discrimination in the workplace are encouraged to bring these issues to the attention of the Partners of Southern Building Group. Employees can raise concerns and make reports without fear of reprisal. Anyone found to be engaging in any type of unlawful discrimination will be subject to disciplinary action, up to and including termination of employment.

 

 

Immigration Law Compliance

 

Southern Building Group is committed to employing only United States citizens and aliens who are authorized to work in United States and does not unlawfully discriminate on the basis of citizenship or national origin. In compliance with the Immigration Reform and Control Act of 1986, each new employee, as a condition of employment, must complete the Employment Eligibility Verification Form I-9 and present documentation establishing identity and employment eligibility. Former employees who are rehired must also complete the form if they have not completed and 1-9 with Southern Building Group within the past three years, or if their previous 1-9 is no longer retained or valid.

 

Employees with questions or seeking more information on immigration law issues are encouraged to contact Char Smith, SBG’s HR Manager. Employees may raise questions or complaints about immigration law compliance without fear of reprisal.

 

 

Privacy Policy

 

Due to the competitive nature of our business. Southern Building Group strictly prohibits the sharing of confidential business information. Such information might include but is not limited to client lists, potential projects, or compensation data. Company methods and techniques, job specific information, project specific information, and financial information. Discretion should be used when discussing company information with anyone outside of the management of Southern Building Group. All

 

employees may be required to sign a statement of the Privacy Policy, which includes protection of the privacy of employees. Employees who improperly use or disclose information about the Company, without the consent of the Partners, will be subject to disciplinary action, up to and including termination of employment.

 

 

Disability Accommodation

 

Southern Building Group is committed to full compliance with the Americans with Disabilities Act (ADA) and ensuring equal opportunity employment for qualified persons with disabilities. All employment practices and activities are conducted on a non-discriminatory basis.

 

Reasonable accommodation is available to all disabled employees, where their disability affects the performance of job functions. All employment decisions are based on the merits of the situation in accordance with defined criteria, not the disability of the individual. Qualified individuals with disabilities are entitled to equal pay and other forms of compensation (or changes in compensation) as well as in job assignments, classifications, organizational structures, and position descriptions. Leave of all types will be available to all employees on an equal basis.

 

Southern Building Group is also committed to not discriminating against any qualified employees or applicants because they are related to or associated with a person with a disability. Southern Building Group will follow any state or local law that provides individuals with disabilities greater protection than the ADA.

 

This policy is neither exhaustive nor exclusive. Southern Building Group is committed to taking all other actions necessary to ensure equal employment opportunity for persons with disabilities in accordance with the ADA and all other applicable federal, state, and local laws.

SECTION 2
EMPLOYMENT DEFINITIONS & FILE MAINTENANCE

 

 

 

Employment Categories

Due to the nature of our business, variations exist in the working conditions, terms, and policies of our employees. In order to properly define what policies and benefits apply to any particular employee, it is necessary to define employment categories. The following employment categories will be referred to throughout this manual and should be used as a guide in determining which policies apply to any employee.

 

Field/ Hourly Employee - an employee whose primary work environment is the Project site. This employee is paid based on the number of hours worked each week. The hourly rate is determined by Southern Building Group Management.

 

Field, Salaried Employee - an employee whose primary work environment is the Project site. This employee is paid based on a set rate determined by Southern Building Group Management and agreed upon by Southern Building Group Management and the employee. A salaried employee is one, who in agreement with Southern Building Group Partners, is conducting a managerial role, not directly supervised by others. In the event that the condition of employment changes, the employee is responsible for notifying the Human Resources Department for immediate status change.

 

Office/ Hourly Employee - an employee whose primary work environment is the Southern Building Group Administrative office located in Murfreesboro, Tennessee. This employee is paid based on the number of hours worked each week. The hourly rate is determined by Southern Building Group Management.

 

Office/ Salaried Employee - an employee whose primary work environment is the Southern Building Group administrative office located in Murfreesboro, Tennessee. This employee is paid based on a set rate determined by Southern Building Group Management and agreed upon by Southern Building Group Management and the employee. A salaried employee is one, who in agreement with Southern Building Group Partners, is conducting a managerial role. In the event that the condition of employment changes, the employee is responsible for notifying the Human Resources Department for immediate status change.

 

Temporary Employee – an employee whose work is for a temporary period of time with varying hours each week. This employee’s primary work environment may be either at the Project site or at the Southern Building Group Administrative office located in Murfreesboro, Tennessee. Temporary employees are not offered standard employee benefits (i.e. holidays, sick time, vacation time).

 

Note: none of the above classifications include or apply to any employee who is working for Southern Building Group through a temporary labor service. The terms and benefits defined in this manual should not apply to any employee of a temporary labor service at any Southern Building Group location.

 

 

Introductory Period

All Southern Building Group employees, in each of the above-listed categories, are subject to a 90 (ninety) day introductory period. This introductory period is intended to allow Southern Building Group to evaluate whether further employment in a specific position, or with Southern Building Group, is appropriate. Unless otherwise notified, an employee may assume that they will be awarded the benefits of an employee, in a designated classification, as defined in the benefits section of this manual.

 

 

Personnel Files

Southern Building Group maintains a personnel file on each employee. The personnel file includes such information as the employee’s job application, resume, hiring agreements, and vacation requests for the calendar year, change of status forms, notes of progress/regress, reprimand and disciplinary action forms and various federally required employee-related forms.

 

Southern Building Group relies on the accuracy of information contained in the employment application, as well as the accuracy of other data presented throughout the hiring process and employment. Any misrepresentations, falsifications, or material omissions of any of this information or data may result in Southern Building Group’s exclusion of the individual from further consideration of employment or, if the person has been hired, termination of employment.

 

 

Hiring Statements

In order to clarify the initial Personnel files are maintained and stored by the Human Resources Department in the Administrative office of Southern Building Group. These files are restricted and the information they contain is confidential. Generally, only supervisors and management personnel of Southern Building Group who have a legitimate reason to review information in the file are allowed to do so. Employees who wish to review their own file may do so by contacting the Human Resources Department in the Administrative office.

 

Information about an employee is shared with outside individuals or agencies as follows:

 

“Length of Service” - this information is given without written consent. Generally, this information is required as a part of verification of employment.

 

“Title” - this information is given without written consent. Generally, this information is required as a part of verification of employment.

 

"Salary” - this information is given only with written consent from the employee, unless it pertains to Insurance or Owner requests or Government agency. The consent may be obtained by the agency or individual requesting the information; however, a copy of the signed consent is kept in the employee’s personnel file.

 

Generally, creditors from which an employee is seeking financing are the agencies requesting the above referenced information. If you choose to have all information, including the items listed above, withheld from any agency or individual, please submit a letter to the Human Resources Department indicating your

 

request for confidentiality. No explanation of your choice is necessary.

 

 

Personnel Data Changes

** Employees may not share their Pay Rate with others**

Each employee is responsible for notifying the Human Resources Department of any changes in personal information. Personal mailing addresses, telephone numbers, number and names of dependents, marital status, individuals to be contacted in case of emergency, payroll direct deposit information and other such personal information should be accurate and current at all times.

 

 

Employment Applications

Agreement between Southern Building Group and a new employee, the employee may be asked to sign a hiring statement. The statement will be prepared by Southern Building Group and will include information such as: starting salary, start date, per diem rate, living expenses, equipment to be supplied by Southern Building Group, etc. This document absolutely does not serve as a contract between Southern Building Group and the employee. The employee and Southern Building Group retain the right to terminate the relationship at any point. The hiring statement is for clarification purposes only and it intended to give new employees information about their benefits. A “sample” hiring statement is included as “Exhibit A”

 

 

Performance Reviews

Each employee may be reviewed by their supervisor on the day of their employment anniversary each year (or the closest day possible), at the discretion of SBG’s principals.

 

Any specific questions or comments regarding personnel policies should be addressed to a supervisor or management of Southern Building Group.

SECTION 3
EMPLOYEE BENEFIT PROGRAMS

 

 

 

Medical Insurance for Employees and their Families

The following employee classifications are eligible for group medical insurance:

 

Field, Salaried Employees

Office, Salaried Employees

 

 

(A 90-day introductory waiting period is mandatory for all qualified employees)

 

Medical insurance benefits are currently provided to Salaried personnel. All eligible employees are provided a copy of the policy which includes a list of participating medical facilities and providers.

 

Eligible employees in the categories listed above are eligible for medical coverage, paid for by Southern Building Group, after a 90-day waiting period, starting from the date of hire. Family coverage is offered for employees in the categories listed above, at the expense of the employee. The rate for family coverage changes from year to year. Southern Building Group is committed to providing you with an attractive benefit package, but realizing modification of plans and contributions is imminent in the future. Southern Building Group will notify all employees of changes to the health insurance plan before they are implemented.

 

Please be aware that a “qualifying event” is required by the insurance to add Family coverage to the plan. Southern Building Group paying for the coverage is not considered a qualifying event by the Insurance Company. Therefore, if your family is not covered in the group plan prior to the date that Southern Building Group will pay for coverage, you will have to wait until the next open enrollment period to add Family coverage. Currently, open enrollment is in November, but this date is subject to change. Events such as birth, marriage, divorce, and loss of prior coverage are “qualifying events” which allow an employee to add Family coverage at times other than the open enrollment period. A “qualifying event” form is included as "Exhibit B".

 

Please direct any questions on medical insurance coverage to the Human Resources department.

 

 

COBRA

 The federal Consolidated Omnibus Budget Reconciliation Act (COBRA) gives employees and their qualified beneficiaries the opportunity to continue health insurance coverage under the employer’s health plan when a “qualifying event” would normally result in the loss of eligibility. Some common qualifying events are resignation, termination of employment, employee’s divorce or legal separation, etc. Under COBRA, an employee or beneficiary pays the full cost of coverage at the employer’s group rates plus an administration fee.

 

The employer provides each eligible employee with a written notice describing rights granted under COBRA when the employee becomes eligible for coverage under the employer’s health insurance plan. The notice contains important information about the employee’s right and obligations.

 

 

Worker Compensation Insurance

 Southern Building Group provides a comprehensive workers’ compensation insurance program at no cost to employees. This program covers any injury or illness sustained in the course of employment that requires medical, surgical, or hospital treatment. Subject to applicable legal requirements, workers’ compensation insurance provides benefits after a short waiting period or, if the employee is hospitalized, immediately.

 

Employees who sustain work-related injuries or illnesses should inform their supervisor immediately. No matter how minor an on-the -job injury may appear, it is important that it be reported immediately.

 

 

Vacation time off with pay is provided for full-time Salary employees.

 The amount of paid vacation time an employee receives each year is dependent upon the length of their continuous employment as follows (starting with the date of hire):

 

Associate Classification - Salaried           

Years of Service - 0-5 Years

 Maximum Accrual Per Pay Period - 2.32 hours per  pay period

Annualized Paid Vacation Time - 15 Days per year / 120 Hours maximum per year   

 

Vacation time off is paid at the employee’s base rate of pay at the time of vacation. Vacation time should be requested on a Vacation Request Form (Exhibit C). The completed form should be given to Human Resources for processing no less than (30) thirty business days. There are to be no more than five consecutive days taken at a time allowed (including grouping with a holiday). After a Partner has approved, the form will be forwarded to the Human Resources department. For scheduling purposes, the Human Resources department will record approved vacations days for Office Employees on the Company calendar when the approved Vacation Request Forms are forwarded by the signing Partner.

 

Unused Vacation time cannot be carried over to the next calendar year, unless approved by a Partner.

 

 

Sick Time

Southern Building Group provides paid sick time to all full-time employees.

 

Southern Building Group will provide Five (5) sick days per calendar year, regardless of length of employment.

 

Sick time off is paid at the employee’s base rate of pay at the time of absence. This time is to be used for temporary periods of absence due to illness or injuries. Sick time may also be used for regularly scheduled office visits or the illness, injury or hospitalization of any immediate family member.

Employees who are unable to report to work for any reason should report to their supervisor as soon as is reasonably possible. The supervisor should also be notified on each additional days of absence.

 

Unused sick time cannot be carried over to the next calendar year. If you anticipate the need for an

 

extended sick leave, please discuss this with the Human Resources Department.

 

 

Paid Holidays

Each year FULL TIME employees will have the following days as paid holidays:

   New Year’s Day                                         Thanksgiving Day

   Good Friday                                               Day after Thanksgiving

   Memorial Day                                            Christmas Eve Day

   Independence Day                                   Christmas Day

   Labor Day                                                  New Year’s Eve / Floater

 

A Company calendar will be provided to clarify which days are given.

 

Paid Holidays are not available to an employee in any category until the ninety-day (90) introductory period has passed.

 

There are instances when employees will be required to work on paid holidays by their supervisors. Employees who have to work on paid holidays are eligible for Comp Time to be scheduled with their supervisor.

 

 

Bereavement Time

Southern Building Group does not feel justified in telling any employee how much time they have to mourn the death of a loved one. If you need time off to deal with the death of a loved one, please discuss this circumstance with the Partners of Southern Building Group.

 

 

Jury Duty

Southern Building Group encourages employees to fulfill their civic responsibilities by serving jury duty when required. Employees must show the jury duty summons to their supervisor and a copy should be forwarded to Human Resources and retained in the employee’s personnel file. Any compensation received as a result of jury duty may be retained by the employee; however, the employee is expected to report to work whenever the court schedule permits. Southern Building Group will compensate the difference of the earnings the employee receives for Jury duty and their regular pay, based on an 8 hour day.

 

 

Family Medical Leave Act

 Southern Building Group recognizes leaves of absence for medical purposes and will handle each situation according to the applicable law.

 

 

 

Maternity Leave

A female office employee who has been employed by Southern Building Group for at least twelve (12) consecutive months as a full-time employee is entitled to four months maternity leave under the Tennessee Maternity Leave Act. In order to be eligible for this leave, a female employee must give Southern Building Group at least three months advance notice of her anticipated date of departure for maternity leave, the length of the maternity leave, and her intention to return to full-time employment after the maternity leave has ended. If you qualify for maternity leave and give the required notice, you will be entitled to receive your prior job or a similar one upon returning to work. If you are prevented from giving the three months advance notice because of a medical emergency which requires that the maternity leave begin earlier than originally anticipated, you will not forfeit your rights under the Tennessee Maternity Leave Act solely because of your failure to give the three months advance notice. Due to the temporary nature of field positions, this policy will apply only to office staff, not employees in the field.

 

Note- Maternity leave, as well as other leaves that meet the eligibility requirements will run concurrent with Family Medical Leave Act leave time.

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SECTION 4
PAYROLL PERIODS

 

All Southern Building Group employees, regardless of employment category, are paid bi-weekly. The payroll week begins Sunday and ends on Saturday, with Payroll disbursements being made on the following Thursday. In the event that a regularly scheduled payday falls on a holiday (Bank, National, or Southern Building Group-observed holiday), payroll will be disbursed on the next work day. If a regular payday falls during an employee’s vacation, the employee’s pay will still be available on the scheduled day.

 

Southern Building Group takes all reasonable steps to ensure that employees receive the correct amount of pay for each payroll period and that employees are paid promptly and on the scheduled day. In the unlikely event that there is an error in the amount of pay, the employee should promptly bring the discrepancy to the attention of their immediate supervisor so that corrections can be made as quickly as possible.

 

 

Method of Payroll Disbursement

Southern Building Group utilizes direct deposit for distributing payroll to employees. Direct Deposit is distributed into employees’ preferred bank account(s) on Thursday.

 

Direct Deposit - pay will be deposited directly into a bank account and/or finance institution as specified by the employee. Listed as “Exhibit D” is an example of the form that is completed by each employee compensated by Direct Deposit (see "Authorization Agreement for Direct Deposits”). This form authorizes Southern Building Group to deposit payroll into as many accounts as the employee chooses in specific weekly amounts. The percentage of pay to be deposited into each account should be specified by the employee. The Human Resources Department requests that changes be kept to a minimum, to make the process run smoothly.

 

 

Timekeeping

Accurately recording time worked is the responsibility of each Southern Building Group employee. ALL EMPLOYEES ARE RESPONSIBLE FOR ENTERING THEIR TIME INTO PROCORE. If you

are not clear on the Procore software, see you immediate Supervisor for instruction. Federal and State laws require Southern Building Group to keep an accurate record of time worked in order to calculate employee pay and benefits. Time worked is all the time actually spent on the job performing assigned duties. Overtime work for Field, hourly and Office, hourly employees must always be approved by an employee’s immediate supervisor before it is performed. Project Managers shall approve time after Superintendent’s approval to confirm all cost-coding is accurate.

 

Field, hourly and Field, salary employees will submit their time on a “Weekly Payroll Field Report” completed by the Field Clerk or Superintendent, reviewed and signed by the Superintendent on the specific project. The “Weekly Payroll Field Report" will be submitted to Human Resources on Monday prior to that payroll processing date.

 

Office, hourly and Office, salary employees will submit their time on a “Weekly Time Sheet” to be completed and signed by the employee. Time sheets must be submitted to Human Resources no later than Monday prior to that payroll processing date.

 

It is the employees’ responsibility to submit their time and to certify the accuracy of all time recorded. Altering, falsifying, and/or tampering with time records may result in disciplinary action, up to and

 

including termination of employment. All employee time records will be submitted on a timely basis.

 

Travel pay for hourly employees will be reimbursed for one way only.

 

 

Change of Status

Any change to an employee’s status, employment category, rate of salary or hourly pay, or employee termination requires a Change of Status form to be completed by an employee’s immediate supervisor and signed by a Member of Southern Building Group. This form should be submitted to the Human Resources Department in a timely manner so that changes may be initiated for the appropriate payroll period. The completed change of status form is kept in the employee’s personnel file. Please see the example provided of the “change of status" form listed as “Exhibit E" in this handbook.

 

 

Employment Termination

Termination of employment is an inevitable part of personnel activity within any organization, and many of the reasons for termination are routine. Below are examples of some of the most common circumstances under which employment is terminated:

 

RESIGNATION is the voluntary employment termination initiated by an employee. Resignation is a voluntary act initiated by the employee to terminate the employment relationship. Although the employee may end this relationship without notice, Southern Building Group requests that employees allow at least two weeks’ notice prior to departure.

 

DISCHARGE is the involuntary employment termination initiated by the organization.

 

LAYOFF is the involuntary employment termination initiated by the organization for non-disciplinary reasons.

 

RETIREMENT is the voluntary employment termination initiated by the employee meeting age, length of service, and any other criteria for retirement from the organization.

 

Conditions of vested benefits upon employment termination will be determined by the Partners of Southern Building Group on a case by case basis. Please see the “Benefits" section of this handbook to learn about the possible continuation of some benefits at the employee’s expense.

 

 

Pay Deduction

The law requires that Southern Building Group make certain deductions from every employee’s compensation. Among these are applicable federal, state, and local income taxes. The nature of our business requires that some of our employees tolerate deductions based upon the laws of states other than the State of Tennessee. Please talk to Human Resources if you have questions about what deductions apply to the state you will be working and/or residing in. Southern Building Group also must deduct Social Security taxes on each employee’s earnings up to a specified limit, called a Social Security “wage base". Southern Building Group offers benefits beyond those required by law. Eligible employees may voluntarily authorize deductions from their pay checks to cover the costs of participation in these programs.

 

If you have questions concerning why deductions were made from your pay check or how they were calculated, please feel free to contact the Human Resources Department at the Administrative Office in Murfreesboro, Tennessee.

 

 

 

 

 

SECTION 5
WORK CONDITIONS AND HOURS

 

Office Hours

The normal work schedule for Southern Building Group home office employees is eight (8) hours per day, five (5) days per week. Specific times to report to work may vary, according to the agreement between the employee and their supervisor. Since the nature of our business does not allow all Southern Building Group operations to be conducted within the same time zone, some flexibility in Office employees’ schedules may be required. Please discuss any work hour issues you may have with your supervisor.

 

The times worked by employees in the field is at the discretion of the supervisor. Schedules, deadlines, and the weather directly impact the operational hours of field employees and offices.

 

 

Jobsite Hours

These hours are job specific depending on the project’s scope of work and/or the condition of the job and/or current schedule relative to the Owner’s needs and contractual obligations. In short, overtime shall be expected.

 

 

Per Diem / Living Expense

The nature of our business requires some of our employees to spend extended amounts of time away from home. For these employees, a per diem / living expense may be provided by Southern Building Group.

The Partners of the company will establish the rate of per diem / living expense based on the economic requirements of the area of the project per diem / living expense will be included in the employee’s weekly payroll.

 

Per diem is paid as if an employee is working ten (10) out of fourteen (14) days. The rotation of weekends off should be coordinated with the Project Manager or Superintendent. Field staff representatives may be required to be onsite seven days per week. Scheduling of field staff to meet this requirement is at the discretion of the Project Manager.

 

 

Handling expense incurred while traveling or working in the Field

All expense reports for which an employee requests to be reimbursed should be completed by the employee with all related receipts attached. Please complete Name, Date, Job #, Description, and Amount. All expense reports should be signed at the bottom by the employee. No expenses will be reimbursed without a completed expense report and all related receipts attached. A sample expense report is listed as “Exhibit F”.

 

All credit card receipts should be submitted weekly, on the form currently used to reimburse cash expenses. A new form should be completed each week. It will include the cardholders Name, Week

 

Ending Date, Date on receipt. Job #, Cost Code, Description of Charge, and amount of Charge. A blank expense form is attached for copying. Credit card charges will be reviewed on a weekly basis. The envelope should arrive in the weekly package where it will be directed to the Accounting Dept. If a cardholder fails to send in an expense form one week, the cardholder will receive a notice. The second time a cardholder fails to submit a weekly expense report, the card will be revoked and must be returned to Southern Building Group. Company - issued credit cards are the property of Southern Building Group and must be returned to Southern Building Group upon the Partners request or if the relationship between the employee and Southern Building Group is terminated.

 

Please do not submit receipts to be reimbursed and receipts that will appear on your credit card on the same expense report.

 

 

Credit Card should be used as follows

The Southern Building Group credit cards may be used for business meals only where a client or subcontractor is a member of the dining party. All members of the dining party should be listed on the receipt before it is sent into the office. Lunches, dinners, etc. where only Southern Building Group employees and their families are members of the dining party will not be accepted on company credit cards or as reimbursable. No alcoholic beverages shall be charged to the company credit cards or accepted as reimbursable without prior consent from one of the Partners.

 

Purchases for material used in the contraction of a Project shall not be charged to company Credit Cards* These items are to be purchased with a Purchase Order to be obtained through the Southern Building Group office and with the consent of one of the Partners.

 

Please be aware that those employees receiving per diems are doing so in order to allow them to pay for expenses such as lodging, meals, and incidental expenses that they may incur while in the Field. Do not put these charges on a Southern Building Group credit card or expect to turn these items in on an expense report.

 

Fuel purchases charged to the company on Southern Building Group credit cards or turned in as reimbursable should be for fuel used while traveling for the company. Fuel purchased for personal use shall not be charged to or reimbursed by the company. Southern Building Group will depend upon the honesty of employees until the point where it becomes necessary to revoke charging privileges and enforce a “mileage only’’ policy.

 

When signing receipts / agreements where your Southern Building Group card will be charged, please review the paperwork you are signing and verify amounts being charged. Southern Building Group cannot argue the validity of a charge such as a hotel room, car rental, etc. when the agreement containing the amount has been signed by the cardholder. If the card is lost or stolen, it is the responsibility of the cardholder to report it to the credit card company and to Human Resources at Southern Building Group immediately.

 

Any unauthorized purchases made on a company credit card is a felony offense and is grounds for termination.

 

All airline travel should be booked by Sarah Davenport. Fares are cheaper when purchased in advance. Please contact Sarah as soon as possible, twenty-one days or more before travel is preferred. When leaving a message for Sarah, please leave an email address where your itinerary may be sent.

 

 

Work-related Travel

Most employees’ hiring agreements will define the terms of work-related travel; however, some basic guidelines not specific to area are provided:

 

If the distance is up to five (5) hours and forty-five (45) minutes drive time, the employee will be expected to drive (Airport delays make this the only reasonable option for the employee). Travel pay for hourly employees will be reimbursed for “one way” of travel.

 

If the distance is six (6) hours or more drive time, the employee will be expected to fly.

 

This is only a guideline and the drive or fly decision will include many factors such as time to nearest airport, need for vehicle, equipment to transport, and preference of traveling employee. Individual circumstances should be discussed with your supervisor.

 

 

Use of Company-owned equipment / vehicles

Some company-owned equipment such as cell phones, laptop computers, etc. will be issued to the employee for work-related use. When an item is issued to an employee, the employee will be asked to sign a Company-Owned Equipment Assignment form. An example of the form is included as “Exhibit G’’. Employee is responsible for the care and safe keeping of said equipment. In the event this equipment is lost, destroyed, etc. Southern Building Group shall have authority to recover the replacement cost through payroll deductions. All company-owned equipment is the property of Southern Building Group and must be returned to Southern Building Group upon the Partners request or if the relationship between the employee and Southern Building Group is terminated. All equipment must be serviced per the manufacturer’s recommendation. An equipment service log must be entered weekly in Procore and submitted the first of each month to the main office.

 

 

Personal Use of Company Vehicles

Southern Building Group insists that any employee driving a company-owned vehicle adhere strictly to all traffic laws. In the event that a company-owned vehicle is involved in an accident, the employee is responsible for immediately reporting the accident to their supervisor. Since any use of company owned or leased vehicles exposes the company to losses incurred from vehicle accidents. Southern Building Group will place restrictions on the use of company vehicles for personal use. Please clarify, with your supervisor, the expectations and approved uses of the company vehicles for personal use.

 

 

Personal Vehicles for Company Use

Any person who drives anywhere on company business, using their personal vehicle, must provide the company with a copy of their driver’s license and insurance coverage. Insurance coverage does not have to name Southern Building Group as additional insured for your personal vehicle. Any time an employee is driving on Southern Building Group business, full compliance with all traffic laws is required. Obey speed laws, seatbelt laws, and all laws enforceable in the area you are traveling in. Driving under the influence of drugs or alcohol is strictly prohibited.

 

Motor Vehicle Record

To identify persons with poor driving records in your company. Motor Vehicle Records (MVRs) covering the last five years will be obtained annually and prior to employment for all new driving applicants.

 

Southern Building Group will carefully examine these records and not permit persons with poor driving records to drive company vehicles or personal vehicles on company business. The record will be kept in the employee’s personnel file. If at any time an employee has its driving privileges suspended or revoked, it is the employee’s responsibility to notify SBG immediately and is no longer authorized to drive an SBG vehicle.

SECTION 6
EMPLOYEE CONDUCT

 

Employee Conduct at Work Rule

 

As Southern Building Group grows, the company will have job sites across the country. Each Southern Building Group employee is the best representative of the Company and the values we are building on. Employees should make every effort to represent Southern Building Group positively through actions and accountability. To provide the safest, most productive working environment, employees are expected to follow rules of conduct that will protect the interests of co-workers and the organization.

 

Although it is not possible to list every behavior that is considered unacceptable in the workplace, the following are examples of infractions of rules of conduct that may result in disciplinary action, up to and including termination of employment.

 

  1. Criminal acts from traffic violations to murder.

  2. Unethical behavior

  3. Theft of inappropriate removal or possession of property

  4. Falsification of timekeeping records

  5. Working under the influence of alcohol or illegal drugs

  6. Negligence or improper conduct leading to damage or employer-owned property

  7. Insubordination or other disrespectful conduct

  8. Sexual, racial or other unlawful or unwelcome harassment or discrimination

  9. Possess of dangerous or unauthorized materials, such as explosives or firearms in the workplace

  10. Excessive absenteeism or other unsatisfactory performance or conduct

  11. Unauthorized disclosure of confidential information

  12. Violation of personnel policies, as outlined in this handbook

  13. Repeated failure to adhere to safety guidelines as directed by OSHA and/or SBG Safety manual.

 

Drug & Alcohol Use

While on Southern Building Group property or while conducting business-related activities off Southern Building Group property, no employee may use, possess, distribute, sell, or be under the influence of alcohol or illegal drugs. The legal use of prescribed drugs is permitted on the job only if it does not impair an employee’s ability to perform the essential functions of the job effectively and safely.

 

Violations of this policy may lead to disciplinary action, up to and including immediate termination of employment, and/or required participation in a substance abuse rehabilitation or treatment program.  Such

 

violations may also have legal consequences.

 

Southern Building Group employs a drug testing policy that may come into effect under any of the following circumstances:

 

  1. After any work-related accident resulting in a lost time injury and/or requires medical treatment

  2. Whenever a supervisor has reasonable suspicion that an employee may be in violation of Southern Building  Group Drug and Alcohol Use policy.

  3. As part of a random testing program

 

A copy of the Drug and Alcohol Screening Notification to Consent Medical Authorization Release is included following this section.

 

If you have any question regarding the Drug and Alcohol Use policy, please see your supervisor.

 

Sexual and Other Unlawful Harassment

Southern Building Group is committed to providing a work environment that is free of discrimination and harassment. Actions, words, or comments pertaining to an individual’s sex, race, ethnicity, age, religion, or any other legally protected characteristic will not be tolerated. Any employee who wants to report any incident of sexual or other harassment should promptly report the matter to one or both of the Partners of Southern Building Group. Employees can express their concern and report incidents without fear of reprisal.

 

Anyone engaging in sexual or other harassment will be subject to disciplinary action, up to and including termination of employment.

 

 

Appropriate Dress

Employees are expected to maintain a professional appearance any time they are to be representing Southern Building Group. In the office, employees are to dress casually, but professionally. No shorts are permitted in the office or at the jobsite. Employee dress in the office and at the jobsite should be compliant with OSHA requirements and the governing OSHA (Federal and State) laws in the area.

Resignation

Resignation is a voluntary act initiated by the employee to terminate the employment relationship. Although the employee may end this relationship without notice. Southern Building Group requests that employees allow at least two weeks’ notice prior to departure.

 

Phone Usage

SBG Employees are to use phones for business purposes only during work hours.

Concealed Carry Firearms

Only employees approved by SBG principals in writing are allowed to carry concealed weapons and must provide a copy of their concealed weapon carry permit, applicable to the state in which they are working.

 

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Southern Building Group has developed, constructed, and managed premier multi-family, commercial, student housing, and senior living communities, throughout the country. Southern Building Group's experience ranges from traditional garden-style apartments to multi-level urban infill projects. 

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2942 Elam Road

Murfreesboro, TN 37127

© 2019 SOUTHERN BUILDING GROUP, INC.