Critical Policies and Procedures

CIFAC is a 501 (c) 6 organization formed to support the public works construction industry in their effort to retain and create job opportunities through competitive bidding. As an extension of our members, CIFAC provides an administrative function for our members who have a collective need to preserve and enhance job opportunities.

At-Will Employment Status
CIFAC personnel are employed on an at-will basis. Employment at-will may be terminated with or without cause and with or without advance notice at any time by the employee or the Company.

Equal Employment Opportunity
CIFAC is an equal opportunity employer and makes employment decisions on the basis of merit. Company policy prohibits unlawful discrimination and harassment. All applicants are required to submit a resume & cover letter and all interviewees are required to submit an application.

New hires are required to, pass a pre-employment drug and alcohol screening test, complete a federal W-4, DE 4 and I-9 Form, show a current driver’s license and insurance and proof of a good driving record (required for Field Representative Position). New hires must live within the region serviced, be able to lift a minimum of 35 lbs., stoop, crawl, bend, push, pull and walk on uneven terrain/slippery conditions under varying weather conditions and/or at remote locations.

Any applicant or employee who requires an accommodation in order to perform the essential functions of the job should specify what accommodation he or she needs to perform the job.

New Hires
CIFAC reserves the right, at any time, with or without notice, to alter or change job responsibilities, reassign or assign additional job responsibilities.

Job Classifications
Exempt employees are required to keep their own hourly logs but are not required to check in or check out when commencing or ceasing work. Exempt employees shall report their time bi-weekly and quarterly for statistical and reporting purposes. Bi-weekly timesheets are due twice a month on the 5th and 20th; Quarterly time logs reporting the average hourly workweek are due by the 15th of the month following the quarter.

Timekeeping Requirements
CIFAC’s operating hours are Monday – Friday, 9:00am – 5:00pm. CIFAC Regional Compliance Managers are exempt employees who set their own schedules. However, due to the nature of CIFAC’s mission, they are requested to be available by phone, email, or fax during CIFAC’s operating hours.

Employer Property
Employees are provided a Company cell phone. It may be used for personal reasons only in the case of an emergency. Other personal use is prohibited.

CIFAC makes available to eligible employees a company credit card for job-related expenses. Employees are not allowed to use the company credit card for any personal charges. The employee is solely responsible for all charges made to the card and consequently may decline access to a CIFAC credit card. Employees who receive a company credit card will be required to sign a “CIFAC Cardholder Agreement.” Employees must turn in receipts and explanations for every valid CIFAC charge on the company credit card in order for CIFAC to be responsible for payment. Employees who decline a credit card will have to submit expenses under the reimbursement policy.

For security reasons, employees who are assigned CIFAC property must agree to return all items by their final day of employment or upon request by the CIFAC pursuant to the signed Property Return Agreement.

Home Office

All home office locations must reside within a designated region; these specifics are determined by the job description. The use of a home office does not alter the employees’ At-Will status. CIFAC Regional Compliance Managers currently work out of their home office. A home office is a location where work is performed outside of CIFAC headquarters. Those who work in a home office must be productive, responsible, highly self-motivated, and skilled in their job. Home office setup must at least include a usable computer with current operating system, printer and fax machine. CIFAC will be responsible for the reasonable cost of office supplies and services needed to conduct CIFAC business…

Business Conduct
No employee may accept a gift or gratuity from any public or private sector official, vendor, or other person doing business with CIFAC because doing so may give the appearance of influencing business decisions or services. Please discuss expenses paid by such persons for business meals or trips with the Executive Director in advance.

Expense Accounts
CIFAC reimburses employees monthly for business expenses that are pre-approved and incurred while working on assignment or in the field. All requests for reimbursement are to be submitted in writing, on CIFAC’s expense reimbursement form. Receipts for all purchases, marked according to CIFAC’s accounting requirements, must be attached. Employees who have incurred business expenses must submit (1) expense report with receipts and (2) a monthly recap and phone log by the 5th of the month or payment will be held until the following month.

Meals may be reimbursed if the employee is having a meeting related to CIFAC business or when on overnight travel. Otherwise, employees are expected to be responsible for their own meals.

Mileage is reimbursed at the standard IRS rate. Receipts, including toll and parking, should be kept for all purchases and submitted with expense reimbursement request forms. If you have any questions about the Company’s expense reimbursement policy, contact the accounting department.

Employees Who Are Requested to Drive
Employees are required to drive their own vehicles on Company business. They are required to show proof of a current valid driving license and current effective insurance coverage before the first day of employment. Employees are required to maintain a current driver’s license and insurance during their employment with CIFAC and will be required to provide proof annually.

Reporting Requirements
Monthly reports include a Telephone Log and a Recap Report due by the 5th of the month. The recap is a standardized report of activity for the month covering new investigations, networking and updates on on-going investigations. The telephone log is a standardized report of calls made during the month.

(Updated September 2017)