Employee Portal

6x9_Welcome Packet_2025.pdf

Each year every department establishes a goal for the year and presents the goal during the yearly company goal meeting. 

Goals are tracked throughout the year and reported back to management at the end of the year.  

2025 Service Committee’s

Quarter 1: PM’s/Accounting/Warranty

Quarter 3: Pre-Con/Architecture

Quarter 4: Field

Employees can request time off through Eddy by navigating to the time-off request section on the platform. They can select the type of leave, specify the dates, and provide any necessary details or reasons for their request. Once submitted, the request is sent electronically to their department head for approval. The employee is then notified of the approval or denial through Eddy.

Mint Holiday Schedule 2025–

January 1st- New Year’s Day

May 26th, Monday- Memorial Day

July 4th, Friday- Independence Day

July 24th, Thursday- Pioneer Day

September 1st, Monday- Labor Day

November 27th & 28th, Thursday & Friday- Thanksgiving

December 24th & 25th, Wednesday & Thursday- Christmas Eve and Christmas Day

What is Nectar?

Nectar HR is a dynamic platform designed to foster employee recognition and engagement. Each month, employees are allocated 60 points that they can distribute to highlight and appreciate their colleagues’ contributions and achievements. Additionally, Nectar HR awards points for special occasions such as work anniversaries and birthdays, completed challenges, and project milestones. Employees can redeem their accumulated points for a variety of prizes, ranging from gift cards to unique experiences.

When a project team is issued a Certificate of Occupancy for a project the Project Manager will send a list of the project team to the Senior Project Manager.   

PROJECT NAME 

Estimator:  

Superintendent:  

PM:  

PE:  

Cost Accountant:  

Laborer (if significant time): 

The Senior Project Manager will issue Rewards within Nectar as a thank you from management for all of their hard work. 

INFORMATION

INFORMATION

STATE CONSTRUCTION REGISTRY (SCR) 

Cost Accountant for the project will file a preliminary notice (SCR) for Mint Construction/Mint Living on all parcels related to the project.   

Parcel information will be provided to the cost accountant by the preconstruction and construction teams at the Pre-Con meeting held at the start of the project.  If there are multiple parcels all parcels must be accounted for.  Each county assessor has a parcel map where we can find parcel numbers by address.  Search the county assessor’s maps for the correct parcel information. 

Cost Accountant to notify the project team of the completed filing and provide the SCR #. 

The Project Manager, Project Engineer and Cost Accountant are responsible for tracking the SCR (aka Preliminary Notice Entry #) once filed.  See instructions below for Tracking an SCR.  Tracking the SCR means you will be notified by email each time a subcontractor or supplier files on any of the parcels tied to the SCR. 

Tracking a Parcel 

1. Collect the SCR # from the Cost Accountant.   

2. Sign into your account on the SCR.  If you have not signed up for a free account, sign up. 

https://secure.utah.gov/scr

3. On the main screen there is an “Entry Number Search” directly under “Dashboard”.  Enter the SCR # and select “GO TO ENTRY NUMBER”. 

4. Once the filing loads there is a “Track” button at the top left of the filing.  Select “Track”. 

5. On the next page enter your email address and select “Track” on the bottom right. 

PROJECT SET UP – PROCORE 

Projects are set up in Procore by Preconstruction using the project template.  After the PRE-CON meeting is held the project will move into the construction phase.  Projects without job numbers are preconstruction projects.  Once a project is turned over the project team will make the necessary adjustments including the addition of the job number and the import of the budget from Sage. 

When the project is handed over to the project team the current set of drawings will already be uploaded into the project.  Review the drawings for the project prior to exporting the drawing lot for use as Exhibit A.  

OWNER AGREEMENTS 

The owner agreements will be written by the preconstruction manager for each project.  Project Managers may be asked to review owner contracts to make sure the agreements are clear and accurate. 

PRIME CONTRACTS – PROCORE 

Prime contracts are added to Procore at the start of the project. 

All contracts in Procore are Private by default.  In order for an owner to see the Prime Contract the individuals need to be added to the “Contract Privacy” section.  In the “Access for non-admin users” use the drop down and select the owner and Mint employees that should be permitted to see the prime contract.  You can also check the SOV box if you want them to see the Prime Contract Budget (this is NOT the internal budget, just a copy of the original budget). 

TAX-EXEMPT PROJECTS

When working on a tax-exempt project the owner will provide us with a completed T-721 form from the Utah State Tax Commission.  This form is used as a pass through from the project client to Mint.  In turn, Mint will fill out the same form, checking the box, “Construction Materials Purchased for Religious and Charitable Organizations”, add the “Name of religious or charitable organization:” and “Name of Project:”.  This form will then be provided to subcontractors purchasing that will be incorporated into the actual project.  Note that different types of projects may require different forms.

The completed Mint tax-exempt form should be provided to the subcontractors and may be included in Exhibit B of the subcontractor work orders.

On the form we “…certify the construction materials are purchased on behalf of a religious or charitable organization and that they will be installed or converted into

real property owned by the religious or charitable organization.”

For example, this would exclude:

1. Concrete blankets
2. Trailer supplies
3. Temporary fire extinguishers
4. Fence rental
5. Trailer & equipment rentals

STATE CONSTRUCTION REGISTRY 

Email Notifications from the SCR 

When we receive an email form the SCR, the Cost Accountant will print the email to pdf and save it in the project folder “08. GOVERNMENT AGENCIES” inside the “04. SCR” subfolder.  Use the following naming convention, “Mint Subcontractors name” – “Tier subcontractor/supplier name” – “Type of filing (PN=Preliminary Notice)” followed by “Date of filing”.   

Naming Convention Example:   

1. Iron Horse Concrete – Brundage Bone – PN 2024.08.24 

2. Iron Horse Concrete – PN 2024.08.01 

Update the Subcontractor’s Compliance Sheet 

Anyone that files on the state construction registry should be listed on a subcontractor’s (subcontracts and purchase orders) Supplier Affidavit and included on the compliance sheets.   

Project Engineers are responsible for setting up the original compliance sheets for both ALL commitments, both subcontracts and purchase orders.   

When a preliminary notice is emailed to the team the cost accountant will verify whether the supplier is listed on the compliance sheet.  If it is a new supplier, the cost accountant will update the subcontractor’s compliance sheet by adding the supplier and filing information.   

P

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PAY APPLICATIONS 

ADD POLICY AND PROCEDURES 

Project Managers should be checking with on-site superintendents to confirm % complete reported by subcontractors. 

SET TO PAY 

When an owner payment is received the cost accountant will be notified and a Set to Pay will be issued to the Project Manager and Project Engineer for review.  The PM and PE will note any missing items due from the subcontractors on the Set to Pay.  This includes items from the compliance sheets, executed change orders and up-to-date daily reports/JSA’s. 

All items listed on the Set to Pay must be complete before releasing the payment.  

JOINT CHECK AGREEMENTS 

Joint check agreements that are sent over from suppliers are to be submitted to the cost accountant for review and completion.   

1. Accounting to review any payment terms. 

2. Accounting to complete the required form. 

3. Accounting to implement their joint check procedures. 

CHECK REQUESTS 

A check request form is available to request a check outside of a subcontract agreement.  Such instances include deposits on a hydrant meter or paying for permits.   

See “DEPOSITS | PRE-PAYMENTS” for additional information.   

Fill out the check request form and submit to the project cost accountant for processing.   

Backup needs to be provided showing the reason for the request and amount required.  

Due dates for checks should be based on the standard check runs of Tuesdays or Thursdays.  PM to coordinate with cost accountant. 

The check request forms can be found at the following document path: 

04 PROJECT MANAGEMENT – OneDrive (sharepoint.com) 

DEPOSITS | PRE-PAYMENTS 

There are instances when a payment is required outside of the typical monthly draw requests.  This should be avoided as much as possible by pre-planning for the deposit.  Where possible submit the pay application the month prior to the due date of the deposit.   

If payment is needed sooner, the Project Manager will fill out a check request form with a completed Procore pay application under the following month’s billing period as backup.   

1. Amount of the pay application “Current Amount Due” shall match the amount of the required deposit.  Adjust as necessary where retention is involved. 

2. The description on the check request form shall be completed with the reason for the check request such as “Required Deposit”.   

3. Check Request Form will be saved with the pay application backup in the “Sub. Invoices” folder under the month that the subcontractor invoice will be submitted to the owner.   

4. Deposits that are over 50% of the contract amount must be reviewed by the PM and controller to determine whether or not payment should be made through a joint check. 

See “CHECK REQUESTS” for additional information. 

AGING REPORTS 

Accounting will provide monthly aging reports showing the outstanding pay applications submitted to owners.  Project Managers are responsible for following up on payments with owners.  This can be done during the weekly OAC meetings. 

SAFETY INSPECTIONS 

Safety inspections are completed by the on-site superintendent once a week and recorded in Procore.  Project Managers should be checking Procore to verify that the inspections are being completed and recorded for the project.  When these are not completed the PM should remind the Superintendent during the weekly team meeting. 

Wasatch Safety is a third-party safety consultant hired by Mint as a resource for all safety questions and concerns.    

Third -party Safety Inspections are conducted under the direction of the General Superintendent.  When an inspection is completed a copy of the inspection will be sent to Nick Hankes, the General Superintendent and the Project Superintendent that walked with the inspector.   

A copy of the inspection will be forwarded to the Project Manager.  Any safety issues that are brought up in the report need to be followed up with an official notice to the subcontractor.  Superintendents will send out a notice to the Subcontractor’s foreman and project manager.  A record of the communication needs to be on file for the project. 

NOTICE OF DELAY 

Project delays are to be tracked on the weekly OAC meeting overview.  The following information is provided and should be updated and discussed weekly.  All dates are to be tracked in calendar days. 

Notice of Commencement | Start Date: 
Project Duration: 
Proposed Substantial Completion Date: 
Total Delays to Date: 

• Total Delay Days to Schedule:   

• Construction Delay Days: 

• Owner CO’s Delay Days: 

• Architect Delay Days: 

• Weather Delay Days*: 

*Weather delay disclaimer:  per the contract we have allotted for ENTER QUANTITY adverse weather days. We will keep track of them via a log in the meeting minutes, once we run out of the days allotted, we will extend our turnover date along with associated general conditions via owner change order. 

Projected or Adjusted Completion Date: 

WRITTEN NOTICE OF DELAY 

In addition, a formal written notice of delay is required per the owner agreement.  A template has been provided for completing the written notice via email.  The template is intended to be copied and pasted into an email, edited with backup attached. 

SUBJECT LINE  

Official Notice of Delay – ​(Project Name)​ 

EMAIL BODY 

​​(Insert name of Owner’s Representative)​, 

Per the contractual agreement, this email serves as the official written notice of delay.  ​(Insert reason for delay with explanation.  Some examples may include weather conditions, manufacturer delay, unforeseen conditions, design, or owner material.)​ 

Based on our original schedule, we were set to start ​(insert scope of work)​ on ​(insert date)​.  With the delay this scope of work will not be able to start until ​(insert date)​.  The delay has added ​(insert number)​ calendar days to the project.  The original substantial completion date of ​(insert original substantial completion date)​ has been revised to ​(insert new substantial completion date)​.   

The original general conditions were based on a daily rate of $​(insert daily rate from original budget)​/calendar day.  With the addition of ​(insert number of delay days)​ calendar days, the delay will carry an additional cost for general conditions in the amount of $​(insert general conditions cost)​.  The additional time and general conditions, plus the agreed upon markups, will be formally submitted for signature through an owner change order. 

ADD POLICY AND PROCEDURES 

ADD POLICY AND PROCEDURES 

STATE CONSTRUCTION REGISTRY 

Closing out a parcel 

When billing for retention, log onto the state website and print the SCR for the project.  (Note:  If there were incorrect filings at the start of the project these should also be pulled.) The SCR will list all subcontractors and suppliers that have a preliminary notices filed on the project.   

1. On the main screen use the Entry Number Search to look up the SCR. 

2. Select Print from your browser. 

3. Save the printed report in the “04. SCR” subfolder within the project folders.  Use the following naming “Date of report” – “Parcel #_____” Report. 

4. Example:  2024.08.16 – Parcel #33043260230000 Report 

Cost Accountants will request final unconditional waivers from all suppliers and vendors on the list.  All unconditional final waivers must be received prior to the subcontractor receiving their retention payment.   

Upon receiving the retention check a final unconditional waiver will be required from the subcontractor. 

Copies of all unconditional waivers associated with the state registry need to be saved for records along with the printed report.  Waivers are saved in the Owner Billing folders.  

PROJECT CLOSEOUT MEETINGS 

A closeout meeting is required for all projects and need to be completed within 30 days of billing for retention.  The purpose of the meeting is to provide feedback as a team on all aspects of the project.  A template for the closeout meeting is kept in OneNote in the Mint PM-Field Notebook.  A list of attendees is included in the template.  All attendees plus conference@buildwithmint need to be invited to the closeout meeting. 

The project team is responsible for filling out the template prior to the meeting. 

A closeout meeting is required for all Thrive projects and will also need to be completed within 30 days of billing for retention.  The purpose of the meeting is to provide feedback between Thrive Development, Mint Construction/Mint Living and where applicable Mint Architecture.  A template for the closeout meeting is kept in OneNote in the Mint PM-Field Notebook.  A list of attendees is included in the template.  All attendees plus conference@buildwithmint.com need to be invited to the closeout meeting. 

The project team is responsible for filling out the template prior to the meeting.  

THRIVE CLOSEOUT MEETINGS 

A closeout meeting is required for all Thrive projects and will also need to be completed within 30 days of billing for retention.  The purpose of the meeting is to provide feedback between Thrive Development, Mint Construction/Mint Living and where applicable Mint Architecture.  A template for the closeout meeting is kept in OneNote in the Mint PM-Field Notebook.  A list of attendees is included in the template.  All attendees plus conference@buildwithmint.com need to be invited to the closeout meeting. 

The project team is responsible for filling out the template prior to the meeting. 

INFORMATION

INFORMATION