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Official HR record of changes to an employee's job details — promotions, pay rate adjustments, location transfers, and bonus plan changes. Proper documentation ensures accountability, legal compliance, and a clear record of all employment changes.
Employer information
Employee information
Location transfer
Job position change
Base pay rate
Flag rate bonus
Flag Bonus Categories — select the categories that apply, then enter the current and new rates for each.
Body flag
Refinish flag
Frame flag
Aluminum flag
Mechanical flag
Team/Helper terms (per the employee's signed flag plan): the flag bonus is calculated on a net basis — the helper's base hourly wages for hours assisting (base rate only, excluding benefit pay, overtime premiums, and paid leave) are deducted from the flag earnings pool before the bonus is determined; the deduction is a bonus-formula element only, never reduces base wages or overtime, never takes the bonus below zero, and the helper's own pay is unaffected. Either party may end the arrangement prospectively with notice. The employee's signature on this form records agreement to this arrangement with the named helper.
Performance bonus
Enter a new value only for the items you're changing. Blank items keep the current value on record.
Guarantee
The guarantee is an earnings floor: wages (including overtime at lawful rates) are calculated first, and the company pays the difference when they fall below the guarantee. It never reduces wages owed under law.
Productivity bonus
Custom bonus
Medical enrollment
The employee completes elections and dependent details, and signs. Qualifying-event changes must be made within the plan's enrollment window.
Dental enrollment
The employee completes elections and dependent details, and signs. Qualifying-event changes must be made within the plan's enrollment window.
Employee personal information
Check only the items being changed. Each shows the current value on file beside the new one. The employee signs the printed form; HR updates their record from the signed copy.
Reimbursement
Mileage Reimbursement — Terms
Cell Phone Reimbursement — Terms
Tools Reimbursement — Terms
Uniform Reimbursement — Terms
Direct deposit
The employee completes and signs the direct deposit authorization, and attaches a voided check or bank letter. Do not record account numbers on this form.
DE-4 — California withholding
Withholding elections are the employee's own; the manager does not complete them. Attach the signed DE-4 with the packet.
W-4 — Federal withholding
Withholding elections are the employee's own; the manager does not complete them. Attach the signed W-4 with the packet.
Meal period waivers — optional elections
These elections are entirely voluntary and are not a condition of employment. Generate the prefilled form for the employee to review and sign; declining has no consequence. File the signed original in the employee's file.
System accounts
Tick only the systems you're changing — untouched systems are left as-is on the Master.
⚠ Passwords entered here are stored with the submission. Leave the password blank to change only the account name.
Tangible assets
Company property issued to, returned by, or updated for this employee. Issue adds it; Return marks it returned (kept on record for the separation checklist); Update changes the note on an item already on record.
Performance assessment
A new base pay rate is being set — every category must be rated before this form can be submitted.
Notice & acknowledgement
The terms below apply to the plan(s) modified on this form. The employee’s signature acknowledges receipt of and agreement to these terms, which supersede prior versions of the same plan’s terms prospectively from the effective date. All other terms of employment are unchanged.
Each bonus or incentive plan in effect for an employee is recorded at hire (Form HR-02) or modification (Form HR-03), including the plan type and structure.
When earned. Except where a plan document states otherwise, a bonus is earned when the measurement period for that bonus is completed and the plan's conditions have been met. Bonuses are not conditioned on being employed on the payment date.
When paid. Earned bonuses are paid no later than the first regular payday after the amount can reasonably be determined for the measurement period.
Separation mid-period. An employee who separates before the end of a measurement period is paid a pro-rata share of the bonus attributable to work actually performed, calculated on the plan's metrics through the last day worked, and paid with final wages or, where the amount cannot yet be determined, no later than the first payday after it can be determined. Guarantee-program amounts are reconciled through the last day worked. This applies regardless of the reason for separation.
Team / Helper arrangement — terms and agreement. When the employee elects to work with an assigned helper under a team arrangement, the flag bonus is calculated on a net basis: the helper's base hourly wages for hours worked assisting the employee (base hourly rate only — excluding benefit pay, overtime premiums, paid leave, and employer benefit costs) are deducted from the flag earnings pool before the employee's flag bonus is determined. The helper hourly rate in effect at the time of the work applies and is shown in this agreement.
This deduction is part of the bonus calculation formula only. It does not reduce the employee's base hourly wages, overtime pay, or any other earned wages, and it never reduces the flag bonus below zero. The helper's own wages, overtime, and benefits are paid by the company in full and are not affected by this arrangement.
By signing this form, the employee acknowledges and agrees to the team/helper flag bonus calculation described above, including the deduction of the named helper's base hourly wages from the flag earnings pool. Either the employee or the company may end the team arrangement prospectively with notice; ending the arrangement changes the bonus calculation from that point forward only.
Under this plan, the technician is paid base hourly wages for all hours worked, and earns a supplemental flag bonus whenever flag hour earnings (flag hours completed × the established flag rate) exceed base hour earnings for the same pay period. The bonus equals the positive difference between the two. When flag earnings do not exceed base earnings, no bonus is paid for that period — base hourly wages are always paid in full either way.
Compensation is based on the number of repair hours completed ("flag hours") compared against the standard base hours worked. Flag hours measure productivity and efficiency — not clock hours worked.
A bonus is earned only when flag hour earnings exceed base hour earnings.
Under this plan, the technician's earnings combine two independent components: base hourly wages for all hours worked, plus flag earnings for every flag hour completed at the established flag rate. The two are added together — flag earnings are paid in addition to base wages and never offset, reduce, or substitute for them.
The technician receives credit for all scheduled base hours worked at the established base hourly rate, ensuring a guaranteed earnings floor.
In addition to base hour earnings, the technician receives credit for all flag hours completed at the established flag rate.
The plan is measured over the technician's scheduled hours in the pay period (normally 80). If the technician works less than the full period — including because of separation, protected leave (such as paid sick leave, family/medical leave, or jury duty), or manager-approved absence — the bonus is calculated pro-rata on the flag and base earnings actually generated through the hours worked; protected absences never disqualify the technician or forfeit a bonus otherwise earned. The company may modify or discontinue this plan prospectively only, in writing (Form HR-03), with reasonable notice; changes to flag rates or plan terms never apply retroactively to work already performed. Bonus calculations are shared with the technician; requests for review or correction should be raised with the manager within seven (7) working days after the start of the new pay period so they can be resolved promptly — this administrative window does not limit any right the technician may have under applicable law regarding earned wages.
Base wages for all hours. The technician is paid base hourly wages for all hours worked — including nonproductive time, training, meetings, shop cleanup, waiting time, vehicle movement, rework, and paid rest breaks — regardless of flag hours produced. Base hourly wages are earned when worked; they are not an advance against, offset by, or recoverable from flag earnings or any bonus. The flag calculation is a supplemental bonus formula on top of base wages, and total compensation will always equal or exceed the applicable minimum wage and overtime requirements for all hours worked.
No unlawful deductions. No deduction is made from earned wages or from an earned bonus for comebacks, warranty or redo work, damaged parts or vehicles, cash shortages, breakage, or the cost of tools, equipment, or materials. Time spent on redo or warranty work is compensated at the base hourly rate like any other working time, whether or not it generates flag credit.
No negative carryover. A pay period in which flag earnings do not exceed base earnings produces no bonus for that period only; no deficit or shortfall is carried forward against, or deducted from, any future period's wages or bonus.
Production reports (CCC ONE paysheet). The technician receives a CCC ONE paysheet each pay period as a production tracking report. That report is not a wage statement, paycheck, or statement of amounts owed. Labels on the report such as "Pay $", "Pay Hours", or "Total Pay" refer to flag credit — flag hours valued at the flag rate — which is only the input to the bonus formula described in this plan. Actual wages are determined by hours recorded in the timekeeping system (uAttend) at the technician's base hourly rate, plus any bonus produced by this plan's formula, and are stated on the itemized wage statement (paystub) issued with each paycheck. Where the report shows assigned hours that differ from flag-credited hours (for example, work split with another technician or a helper, or estimate adjustments), the difference reflects flag-credit allocation only and never reduces base hourly wages for time actually worked. Flag credit is measured from CCC ONE as of the pay-period close; adjustments posting after the close (such as supplements or reallocations) are credited in the pay period in which they post rather than reopening a closed period, so no earned credit is lost. The technician should raise any question about flag credit shown on the report with the manager within the review window above.
Written plan. This document is the written description of the technician's flag bonus plan, including the method of calculation. The technician receives a copy of this signed agreement, and acknowledges receipt by signing this form.
The flag rate considered bonus is calculated at the end of each pay period and paid out together with base pay on the regular payday for that pay period.
The Monthly Sales-Considered Performance Bonus rewards measured performance across four categories: Sales, Capture, CSI, and Cycle Time. Rather than a single pass/fail target, each measure pays at a rate set by the performance band your trailing three-month average falls into. A higher band earns a higher rate; performance below a measure's qualifying floor earns no bonus for that measure that month.
Gross sales. Your gross sales set the gross sales bonus rate, rewarding the sales volume that drives company revenue.
Profit. The profit measure sets the profit bonus rate, rewarding work completed at a healthy margin. For estimator and advisor roles (Service Advisor, Service Junior Advisor, CSR), the measure is gross profit; for Operations Manager and Production Manager roles, the measure is the location's net profit.
Non-DRP capture. Your average capture rate for assignments outside a Direct Repair Program sets the non-DRP bonus rate, reflecting client relationships and service quality.
DRP capture. Your average capture rate for DRP assignments sets the DRP bonus rate, maintaining contractual standards with insurance partners.
Survey capture. The share of customers who complete the satisfaction survey sets the survey capture bonus rate.
Survey rating. Your average customer satisfaction score sets the survey rating bonus rate.
Key-to-key. Your average key-to-key time — measured from vehicle intake to customer return — sets the cycle time bonus rate. A lower average earns a higher rate, promoting efficient shop operations.
Band-based rates. For every measure, your trailing three-month average is matched to a band in the rate tables, and that band's listed rate applies. Bands step only upward, so a stronger average is never penalized.
Qualifying floor. Each measure has a "not qualified" band. An average below that floor earns no bonus for that measure for the month.
Category qualification. The custom Bonus % pays only when all of a category's measures meet target: the Sales bonus requires both gross sales and the applicable profit measure (gross profit for estimator/advisor roles; net profit for manager roles); the Capture bonus requires both Non-DRP and DRP capture; the CSI bonus requires both survey capture and survey rating; and the Cycle Time bonus requires key-to-key. If any required measure falls below target, no custom Bonus % is earned for that category that month.
Bonus %. When set on a percentage basis, the custom rate is applied to the location's net profit for the month. Example: 1% × $100,000 net profit = $1,000 bonus.
Bonus $. When set on a dollar basis, the custom rate is a fixed dollar amount per hour worked in the pay period. Example: $2/hr × 160 hrs = $320 bonus.
Partial periods and protected absences. The plan is measured over the employee's scheduled hours (normally 80 per bi-weekly period). If the employee works less than the full measurement period — including because of separation, protected leave (such as paid sick leave, family/medical leave, or jury duty), or manager-approved absence — the bonus is calculated pro-rata on the metrics attributable to the period actually worked. Protected absences never disqualify the employee or forfeit a bonus otherwise earned.
New employees. Until three full months of history exist, the trailing average is computed over the full month(s) actually available; the employee's first partial calendar month is excluded from averages. Band qualification applies to that shorter average the same way.
Measurement and records. All measures are taken from the company's systems of record (including CCC ONE, insurer DRP scorecards, and the survey provider), applied consistently for all employees on this plan, as a snapshot on the calculation date for the month being measured. Data revisions that post after the snapshot (such as supplements, reassignments, or late entries) do not reopen or recompute a closed month — they are reflected in the metrics of the month in which they post, so nothing earned is lost and closed periods stay closed. Calculation errors — mistakes in applying this plan's formula to the snapshot — are different: those found before payment are corrected in that calculation, and those found after payment are corrected in the next month's calculation, never collected back by deduction from wages or from an already-paid bonus.
When earned; separation. A month's bonus is earned when that month's measurement is complete and its conditions are met; it is not conditioned on being employed on the payment date. An employee who separates mid-month is paid pro-rata under the Bonus plans — earning, payment, and separation section of this agreement.
Payment timing. Bonuses are calculated at the end of each month and paid in the first pay period of the following month. Nondiscretionary bonus earnings under this plan are included in the regular rate of pay for overtime purposes as described in the Overtime section.
Review of calculations. Bonus calculations are shared with the employee; requests for review or correction should be raised with the manager within seven (7) working days after the start of the new month so they can be resolved promptly. This administrative window does not limit any right the employee may have under applicable law regarding earned wages.
Plan changes. The company may modify or discontinue this plan prospectively only, in writing (Form HR-03), with reasonable notice; changes never apply retroactively to periods already worked or to bonuses already earned.
Written plan. This document is the written agreement describing the employee's sales bonus plan, including the method by which each bonus is computed and paid. The employee receives a copy of this signed agreement and acknowledges receipt by signing this form.
The Guarantee Considered Bonus plan ensures that an employee's earnings reach a defined threshold within each bi-weekly pay period. The guarantee amount acts as a compensation floor, with the bonus making up any shortfall. Two plan types are available depending on how earnings are compared.
Guarantee calculation. Each pay period, wages are first calculated under applicable law — straight-time hours worked, overtime at the applicable premium rates (including nondiscretionary incentives in the regular rate of pay), and incentive earnings. If the total lawful wages so calculated are less than the guarantee amount, the company pays the difference as a guarantee adjustment. All earnings, including overtime premiums, count toward meeting the guarantee. The guarantee is a minimum only: it never reduces, offsets, or substitutes for wages owed under law, and overtime premiums are always itemized and paid on actual hours worked.
Under this plan, the guarantee bonus is determined by comparing the guaranteed bonus amount against the employee's base earnings for the pay period — straight-time earnings plus any overtime premium pay actually earned. If those earnings fall below the guarantee amount, the difference is paid as a guarantee adjustment. Overtime premiums are always itemized and paid on actual hours worked; they count toward meeting the guarantee but are never reduced by it.
Bonus calculation — If base earnings (straight time + overtime premium pay) are less than the guaranteed amount, the bonus equals the difference. If they equal or exceed the guaranteed amount, no bonus is paid.
Flag hour bonus exclusion — Employees enrolled in the Base Hour vs Guarantee plan are not eligible for the flag hour considered bonus in the same pay period. The guarantee plan replaces flag hour bonus eligibility for the duration of enrollment.
Under this plan, the employee's flag hour earnings and the guaranteed bonus amount are compared. Whichever is greater becomes the earnings benchmark. If base hour earnings are equal to or greater than the benchmark, no bonus is issued. If base hour earnings are less than the benchmark, the difference is paid as a bonus.
Compare flag hour earnings and the guaranteed bonus amount. The higher of the two becomes the benchmark.
Compare the benchmark against base earnings — straight-time earnings plus any overtime premium pay actually earned. If base earnings are less, the difference is paid as a bonus. If base earnings are equal or greater, no bonus is issued. Overtime premiums are always itemized and paid on actual hours worked; they count toward meeting the benchmark but are never reduced by it.
Minimum hours — To be eligible for the full guarantee bonus, you must work at least 80 hours bi-weekly as scheduled.
Working hours basis — If you work fewer than 80 hours bi-weekly, the guarantee amount is prorated based on actual hours worked.
Fairness in distribution — The adjustment ensures bonuses are proportional to hours worked.
Guarantee bonus end date — The guarantee bonus is granted for a specified period and will automatically expire on the designated end date. Once expired, compensation reverts to standard base pay. Any extension must be approved in writing prior to the end date.
The guarantee considered bonus is calculated at the end of each pay period and paid out together with base pay on the regular payday for that pay period. Guarantee adjustments are nondiscretionary earnings and are included in the regular rate of pay for overtime purposes as described in the Overtime section.
Partial periods and protected absences. If the employee works less than the full pay period — including because of separation, protected leave (such as paid sick leave, family/medical leave, or jury duty), or manager-approved absence — the guarantee amount is prorated by the share of scheduled hours actually worked, and the guarantee comparison is made against earnings for the hours worked. Protected absences never disqualify the employee from the guarantee for the hours actually worked. On separation, the guarantee is reconciled through the last day worked and paid per the Bonus plans — earning, payment, and separation section of this agreement.
Records and corrections. Guarantee calculations are made from the company's payroll and timekeeping records. Errors found before payment are corrected in that calculation; errors found after payment are corrected in the next period's calculation and are never collected back by deduction from wages or from an already-paid amount.
Plan changes. The company may modify or discontinue the guarantee program prospectively only, in writing (Form HR-03), with reasonable notice; changes never apply retroactively to periods already worked. A reduction or end of the guarantee never affects wages already earned.
Written plan. This document is the written description of the employee's guarantee program, including the guarantee amount and the method of calculation. The employee receives a copy of this signed agreement and acknowledges receipt by signing this form.
The Technician Productivity Bonus rewards eligible technicians for productive output during each measurement period, under the structure and categories selected in Section 02 of this agreement.
Base Hour vs Productivity. The technician is paid base hourly wages for all hours worked, and earns a supplemental bonus when productivity earnings — the Bonus % applied to the technician's services sales for the period — exceed base hour earnings for the same period. The bonus equals the positive difference; base hourly wages are always paid in full either way.
Base Hour + Productivity. The technician's earnings combine two independent components: base hourly wages for all hours worked, plus the productivity bonus earned under this plan. The two are added together — the bonus is paid in addition to base wages and never offsets, reduces, or substitutes for them.
The productivity bonus for a measurement period is the Bonus % stated in Section 02 applied to the technician's services sales for that period, and is earned when the period's qualification targets stated in Section 02 are met: the Services Sales target (the technician's services sales for the period) and the Net Profit target (the location's net profit percentage for the period). If a stated target is not met, no productivity bonus is earned for that period; base wages are unaffected.
Quality adjustments. Services sales are measured on completed work. Where a repair or calibration is redone under warranty, the associated services sales are counted once (net of the redo) in the period measurement, applied consistently for all technicians on this plan. Time spent on redo or warranty work is working time compensated at the base hourly rate like any other hours; no deduction is ever made from wages or from an already-paid bonus for comebacks or rework.
Partial periods and protected absences. If the technician works less than the full measurement period — including because of separation, protected leave (such as paid sick leave, family/medical leave, or jury duty), or manager-approved absence — the bonus is calculated on the services sales actually generated through the hours worked, with the Services Sales target prorated by the share of scheduled hours worked. Protected absences never disqualify the technician or forfeit a bonus otherwise earned. A mid-period separation is paid per the Bonus plans — earning, payment, and separation section of this agreement.
Measurement and records. Services sales and net profit are measured from the company's systems of record as a snapshot on the calculation date, applied consistently; revisions posting after the snapshot are reflected in the period in which they post and do not reopen closed periods. Calculation errors found after payment are corrected in the next period's calculation and are never collected back by deduction from wages or from an already-paid bonus.
Plan changes. The company may modify or discontinue this plan prospectively only, in writing (Form HR-03), with reasonable notice; changes never apply retroactively to work already performed.
Written plan. This document is the written description of the technician's productivity bonus plan, including the method of calculation. The technician receives a copy of this signed agreement and acknowledges receipt by signing this form.
The productivity bonus is calculated at the end of each measurement period and paid together with base pay on the regular payday for that period. Nondiscretionary earnings under this plan are included in the regular rate of pay for overtime purposes as described in the Overtime section.
The employee is enrolled in a custom bonus arrangement, described in the Custom bonus details recorded in Section 02 of this agreement. That description — the conditions for earning, the amount or rate, and the payment schedule — is the written plan for this bonus, and this document constitutes the written agreement stating how it is computed and paid. The employee receives a copy of this signed agreement and acknowledges receipt by signing this form.
Standard terms. Unless the custom bonus description expressly states otherwise: the bonus is earned when its stated conditions are met for the measurement period; it is not conditioned on being employed on the payment date; it is paid no later than the first regular payday after the amount can reasonably be determined; a mid-period separation pays pro-rata under the Bonus plans — earning, payment, and separation section; and if the bonus is nondiscretionary, it is included in the regular rate of pay for overtime purposes as described in the Overtime section.
Protections. The custom bonus never reduces, offsets, or substitutes for base wages, overtime, or any other earned wages; amounts already paid are never collected back by deduction from wages; and the company may modify or discontinue the arrangement prospectively only, in writing (Form HR-03), with reasonable notice — never retroactively to work already performed.
The reimbursements selected in Section 02 are payments for necessary business expenses under California Labor Code § 2802. They are expense reimbursements, not wages or compensation: to the extent they reasonably approximate actual expenses they are not taxable earnings and are excluded from the regular rate of pay.
Adequacy. Fixed amounts (such as a monthly phone allowance) are intended to reasonably cover the work-related portion of the expense. If the employee believes an amount does not cover the necessary business expenses actually incurred, the employee should promptly notify the manager so the amount can be reviewed and adjusted — reimbursement of necessary business expenses is a legal obligation and is not capped by this agreement.
Substantiation and payment. Mileage is reimbursed at the per-mile rate stated in this agreement based on a mileage log or equivalent record. "Other" reimbursements require reasonable documentation (such as receipts). Reimbursements are paid with the regular payroll cycle at the stated frequency. On separation, business expenses properly incurred through the last day worked are reimbursed.
Changes. Reimbursement amounts and rates may be adjusted prospectively in writing (Form HR-03) to reflect actual expense levels; changes never apply retroactively, and no change reduces the company's § 2802 obligation to reimburse necessary business expenses actually incurred.
Terms & conditions
This notice summarizes rights under the referenced laws; it is not legal advice, and the full policies and statutes govern. Statute citations current as of 2026.
Signatures are collected by hand. Submit first — a signature copy is produced automatically or emailed after HR review — then have the employee sign and upload the scan on the Documents tab.
I confirm the changes recorded above are accurate, complete, and were reviewed with the employee before signing.
I have received and reviewed this notice, including the changes shown above and, where applicable, a copy of the bonus or commission plan. My signature acknowledges receipt — it is not a waiver of any right, and I may attach a written statement if I disagree.
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