POLICIES
Business Expense Policy Each dealership is responsible for supplying the following items at no cost to the Team Member: • Business Cards – if needed. • Name Tags. • Service Team Members - laundry of uniforms supplied by outside vendor. Team Members are responsible for the following costs:* • Dealer/Manufacturer Shirts – The cost of logo shirts required by the dealership will be cost shared 50% -50% up to 4 shirts; Team Members may purchase additional shirts at Company cost. • Lost license plates - $100. Cost of uniforms supplied by outside vendor if not returned upon termination of employment. *in accordance with local state laws Cash Handling Policy Strict cash handling rules must be always followed. Many thieves are tempted by opportunity and encouraged by lax cash handling practices. • All cash payments must be counted in front of the Guest and a receipt given to the Guest. • Variable Operations: • Provide the Guest with a receipt from the DMS (CDK, UCS or Tekion). A buyer’s order is not an adequate receipt. • Immediately deposit cash into the Loomis safe. Do not keep cash in your office. • The Loomis receipt and DMS receipt must be scanned into the deal jacket. • Parts and Service: cash received shall be deposited into a Loomis safe in total each night. • Do not transport cash outside of the dealership. • Never remove cash from the dealership. • Do not accept off-site payments. Guests making offsite payments must be directed to make the payment through an approved application (PayPal, Clicklane, Invite2Pay, wire or ACH transfer.) • If Loomis safe is not working, two Team Members must witness the cash deposit into the drop safe portion of the Loomis safe and each of these individuals will sign and date the envelope placed into the safe. When the deposit is removed by the accounting office, it must be removed and counted by two Team Members. Whenever there is an issue or question on how to properly handle cash, inquire with your GM, Market Controller or Accounting Manager. Correct cash handling practices are critical not only to prevent loss, but also to protect the safety of our Team Members. Internal Revenue Service (IRS) Cash Reporting All Team Members must comply with all cash reporting laws and regulations established by the IRS. The Company’s Policy prohibits Team Members from discussing cash reporting laws with Guests, although if a Guest asks you whether the Company will file an 8300 you may answer “yes”, if you know the Company will, and “our accounting department makes the final decision” otherwise. Do not make promises to a Guest about how and whether the Company will report cash. All other Guest questions concerning this subject should be referred to the GM. Whenever you receive large amounts of cash or other untraceable funds, ask the Guest for his/her social security or FEIN. Note the Guest can decline to provide this information on a cash deal, but you must still ask.
18 No policy should be construed to confer any express or implied contractual relationship or rights to any Team Member. The Company reserves the right to modify any policy as necessary, in its sole discretion, to the extent permitted by law. Violation of any Company policies or procedures can result in disciplinary action up to and including termination of employment. If you have any questions about this handbook or Company policies, please feel free to discuss with your Manager or HR.
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