Company Policy Manual — 2025 Edition

Table of Contents

1.0 About Sudar Group & Scope

Sudar Group operates in real estate brokerage, property management, and residential building. This manual applies to employees, affiliated licensees/agents, and contractors while acting on behalf of Sudar Group (“Team Members”). Where laws, your independent contractor agreement (ICA), or brokerage agreements differ, those govern. 

2.0 Code of Conduct & Ethics

• Act legally, ethically, and in our clients’ best interests. Follow federal/state laws, Fair Housing, license laws, and MLS/Board rules.
• Zero tolerance for discrimination, harassment, retaliation, or dishonesty.
• Handle funds and information with integrity; report conflicts of interest promptly.
• Protect company reputation online and offline. Keep communication clear, accurate, and professional.

3.0 Equal Employment, Anti‑Harassment & Reporting

We prohibit discrimination or harassment based on protected classes under applicable laws. Report concerns immediately to your Manager, HR/Operations, or the Designated Broker. If the concern involves one of these individuals, escalate to another listed contact.

4.0 Workplace Safety & Security

• Follow office safety rules, emergency procedures, and access controls. Visitors must sign in.
• For field showings, use the buddy system when appropriate; share itineraries for safety. Trust your instincts.
• ID theft or data exposure (lost device, mis‑sent email, phishing): notify Operations immediately and follow the Incident Response Checklist in Appendix A.

5.0 IT, Data Security & Acceptable Tech Use (incl. AI)

• Use strong, unique passwords and MFA on company systems (email, CRM, MLS, banking, e‑signature).
• Store client data in approved systems only. Do not email full SSNs or bank details; use secure portals.
• Phishing: never click suspicious links; report to IT/Operations.
• AI Tools: Do not paste sensitive client data into AI tools unless the tool is approved for confidential data. You remain responsible for accuracy; review outputs, cite sources when required, and comply with Fair Housing and advertising rules.

6.0 Brand, Marketing, Social & Public Communications

• Use approved logos, templates, disclaimers, and license numbers. Advertising must meet state law, broker, MLS, and Fair Housing standards.
• Social posts should be professional; avoid promises or financial claims without disclosures and approvals.
• Press/media inquiries go to Leadership or the Designated Broker.

7.0 Real Estate Operations & Compliance

7.1 Licensing & MLS

• Maintain active license and required continuing education. Keep your contact details current with the Board/MLS and the Company Directory.
• Lockbox/showing etiquette: protect keys, confirm appointments, secure property upon exit.

7.2 Transaction Intake (Required)

7.3 Earnest Money, Escrow & Funds

• Follow broker escrow procedures. Never commingle funds. Deliver earnest money according to contract and company timelines.
• Wire fraud: provide only approved wiring instructions; verify by phone using known numbers.

7.4 Referrals & Check Handling

• All referral checks should be payable to Sudar Group, LLC and sent to the official remit address. If a check is misaddressed or a stop‑payment is issued, notify Operations immediately.  When in doubt, use P.O. Box 244, Tontitown, AR.  72770
• Record inbound/outbound referrals in a CRM and attach the referral agreement.
• Request W9 to be sent to Sudar Group from referring Brokerage

7.5 Advertising & Fair Housing

• All advertising must clearly identify the brokerage, comply with state law, and include any required disclosures.
• Absolute compliance with Fair Housing—no discriminatory language, targeting, or steering.

8.0 Builder/Construction Operations

8.1 Jobsite Safety

• Follow OSHA‑aligned safety practices; use PPE where required; keep sites clean and secured.
• Incident or near‑miss: notify the Site Lead and complete an Incident Report (Appendix B) within 24 hours.

8.2 Subcontractors & Lien Waivers

• Collect W‑9s, COIs, and signed agreements before work begins. No exceptions.
• Progress payments require lien waivers aligned with pay applications.

8.3 Change Orders & Budget Control

• All scope changes require written change orders and updated budgets before execution.

9.0 Work Hours, Remote Work & Time Off

• Core office hours published in the Company Directory; flexible schedules by manager approval.
• Remote work: maintain availability, secure data, and professional environment for calls.
• Time off: request via the HR system in advance when possible; emergencies as soon as practicable.

10.0 Expenses, Travel & Reimbursement

• Use the expense app or form; submit within 30 days with itemized receipts.
• Pre‑approve travel; use reasonable fares and lodging; rent cars only when necessary.

11.0 Performance, Coaching & Discipline

• We coach first. When issues persist or are severe: Verbal → Written → Final → Separation, at management discretion and subject to applicable law/agreements.
• Serious violations (e.g., fraud, harassment, safety endangerment) may lead to immediate action.

12.0 Receipt & Acknowledgment

All Team Members must sign the acknowledgment confirming they have read, understand, and agree to follow this Manual and any updates.

13.0 Revision History