Working hours,PTO vacation etc.- Trainual- (English) Part 1

Working Hours & Overtime Policy

At Simonian Rugs, we value your time and are committed to fair, consistent, and legal scheduling and compensation practices. This policy explains our standard working hours, overtime expectations, and how we ensure everyone is compensated correctly.

Standard Working Hours

• Weekdays: 8:00 a.m. to 4:30 p.m.
• Saturdays: 9:00 a.m. to 1:00 p.m.

Some departments—such as customer support and pick-up & delivery—may require after-hours or shift work. If you work in these departments, you’ll follow a shift schedule as needed, which will be communicated in advance.

Overtime Policy

Definitions

• Standard working hours: Your regularly scheduled work time, as outlined above or in your employment contract.
• Overtime: Any hours worked beyond your standard schedule that qualify for extra compensation under state or federal law.

General Rules

• Employees are classified as exempt or non-exempt based on overtime laws.
• Non-exempt employees who work beyond standard hours are entitled to overtime pay, regardless of where work is performed, as long as it is for company business.
• Overtime will always be compensated according to legal requirements, and never less.

Overtime Limits & Best Practices

• Overtime may be necessary for emergencies or peak workloads, but we strive to minimize it for health, safety, and productivity reasons.
• Daily/Weekly Cap: Overtime is generally capped at 2 hours per day and 8 hours per week. Any overtime above this will be compensated according to law, but employees are advised to respect this limit.
• Excessive overtime will be monitored, and we’ll take steps to reduce it if we see declines in work quality or employee well-being.
• We will never require employees to work more than the maximum hours permitted by law.

Shift-Based System

• Employees working night shifts will not be required to work more than 2 hours of overtime (except in emergencies).
• Employees on 12-hour shifts may not work more than 2 additional overtime hours.
• Employees working 8–10 hour shifts will not be encouraged to work more than 4 hours of overtime.
• Double shifts are not permitted for employees already working more than 8 hours.

Exempt Employees

• Some employees may be legally exempt from overtime compensation. Overtime for these employees is at company discretion, but all provisions regarding excessive overtime apply.

Preventing Overtime Abuse

• Managers should not ask or encourage unnecessary overtime.
• Employees should not work overtime solely to increase pay at the expense of quality.
• Accurate record-keeping is essential—use our timekeeping system for all hours worked.

Overtime Procedure

1. Agreement: Team members and managers must agree on overtime hours needed. Overtime should not exceed legal or company limits.
2. Classification: Managers must know which employees are non-exempt or exempt and ensure team members are informed.
3. Record-Keeping: All overtime must be recorded accurately and promptly in our timekeeping system.
4. Payroll: HR/Finance will calculate overtime at the correct legal pay rates.
5. Payment: Overtime compensation will be included in the next scheduled pay period.

Questions?

If you have any questions about your working hours, overtime eligibility, or this policy, please contact HR. We’re here to help!

Overtime Policy

\At Simonian Rugs, we comply with all federal, California state, and local laws regarding overtime pay. This policy explains who is eligible for overtime, how overtime is calculated, and what you can expect as an employee.

Who is Eligible for Overtime?

• All non-exempt (hourly) employees are eligible for overtime pay.
• Exempt (salaried) employees, as defined by federal and state law, are not eligible for overtime.

How is Overtime Calculated?

In California, overtime is paid as follows:

• Time-and-a-half (1.5x your regular rate):
  • For all hours worked over 8 in a single workday.
  • For all hours worked over 40 in a single workweek.
  • For the first 8 hours worked on the seventh consecutive day of work in a workweek.
• Double time (2x your regular rate):
  • For all hours worked over 12 in a single workday.
  • For all hours worked over 8 on the seventh consecutive day of work in a workweek.

Important Notes

• Overtime must be approved in advance by your supervisor whenever possible.
• All overtime hours must be accurately recorded using our time tracking system (uAttend or approved timesheet).
• Overtime pay is calculated based on your regular rate, which includes most bonuses and commissions.
• Overtime is paid according to the same schedule as regular wages.
• There is no “comp time” (paid time off in lieu of overtime pay) allowed under California law for non-exempt employees.

Why This Matters

Paying overtime correctly is part of our commitment to fairness and legal compliance. If you have any questions about your eligibility, how overtime is calculated, or your pay, please reach out to HR.

Breaks & Meal Periods Policy

At Simonian Rugs, we believe regular breaks are essential for your well-being, productivity, and creating a positive workplace. This policy outlines when and how you should take breaks during your workday. We comply with all applicable local, state, and federal laws regarding breaks and meal periods.

Types of Breaks

Meal Breaks

• If you work more than 6 hours in a day, you are entitled to a 30-minute unpaid meal break.
• Your meal break should be taken within the first 2 to 5 hours of your shift.
• If you work more than 10 hours in a day, you are entitled to a second 30-minute meal break.
• Meal breaks are generally unpaid for non-exempt employees unless you are required to remain on-site or perform work duties during your break—in which case, you will be paid.

Rest Breaks

• For every 4 hours worked (or major fraction thereof), you are entitled to a paid 10-minute rest break.
• For example, if you work 8 hours, you may take two paid rest breaks.
• Rest breaks should be scheduled in the middle of each work period whenever possible.

Restroom Breaks

• You may take reasonable restroom breaks as needed throughout your workday. These are paid and do not count against your rest or meal breaks.

Breastfeeding/Lactation Breaks

• Employees who need to express milk may use our lactation room in accordance with our breastfeeding policy.
• Lactation breaks are generally unpaid and typically last up to 15 minutes, but we will accommodate your needs as required by law.

How Breaks Affect Working Hours

• Meal and lactation breaks do not count toward your standard working hours or overtime calculations.
• Rest and restroom breaks are included in your paid working hours.

Scheduling Breaks

• Please schedule meal and lactation breaks in advance when possible, so your team can plan coverage.
• In certain roles (e.g., customer support), we may assign break times to ensure business needs are met and customer requests are always covered.

Mandatory Breaks

• California law requires meal breaks—please take your break as scheduled.
• If you haven’t taken a break within five hours, your manager may remind or require you to take one to safeguard your health and productivity.

Working During Breaks

• You are not expected to work during your breaks. If you are required to work (for example, answering calls or remaining on-site for business reasons), you will be paid for that time.

Unforeseen Breaks

• If you feel unwell or need an unscheduled break, please notify your manager as soon as possible.
• If you need more than 30 minutes away, you may request sick leave or partial PTO.

Breaks for Minors

• If you are under 18, special rules apply to your breaks and meal periods. We will always follow the law to ensure you receive adequate rest.

If you have questions about your breaks or need accommodations, please reach out to HR or your manager. Your well-being matters to us!

Attendance Policy

At Simonian Rugs, we believe punctuality and reliable attendance are key to a positive, productive workplace. This policy sets clear expectations for all non-exempt employees, regardless of position or type of employment.

Expectations

• Be Punctual: Arrive and leave according to the schedule you and your manager have agreed upon.
• Collaborate: Since most roles require teamwork, consistent attendance helps everyone do their best work.
• Notify Your Manager: If you’re going to be absent or late, let your manager know as soon as possible, and use PTO or sick leave to cover your absence.

Definitions

• Absenteeism: Frequent or excessive absence from scheduled work, including repeated unexcused absences or excessive sick leave without proper documentation.
• Tardiness: Arriving late, taking longer breaks than allowed, or leaving early without a valid reason.
• Presenteeism: Being at work outside your scheduled hours without a business need, which can lead to overwork and reduced job satisfaction.

Using the Timekeeping System

You are responsible for accurately recording your working hours using our timekeeping system. This ensures you are paid correctly and helps us maintain accurate records.

Unforeseen Absences

• Notification: If you can’t come to work, notify your manager as soon as possible.
• Documentation: For serious illness or emergencies, we may request a doctor’s note or other verification to excuse your absence.
• Job Abandonment: Unexcused or unreported absences for more than three consecutive days may be considered job abandonment.
• Leaving Early: If you need to leave early, inform your manager before doing so.

Examples of Unexcused Absence

Absences not considered excused include, but are not limited to:

• Waking up late
• Personal errands on the way to work
• Routine traffic or transit delays (excluding major road closures)
• Ordinary bad weather (except extreme conditions)
• Unapproved holidays

Good Attendance Rewards

Employees with fewer than three incidents of absenteeism or tardiness in a calendar year will earn an extra paid day off for the following year. Good attendance means:

• Consistently reporting to work on time
• Staying for your full scheduled shift (unless overtime or approved leave applies)
• Taking only allotted breaks
• Notifying your manager about any absences or lateness, and only being absent or late for legitimate reasons

Manager Responsibilities

Managers are expected to:

• Monitor their team’s attendance
• Meet privately with employees who are frequently late or absent to understand and address any issues
• Encourage solutions such as flexible scheduling, remote work, or time management support when appropriate
• Refer employees to HR or our mental health resources if personal challenges are affecting attendance
• Start the progressive discipline process if abuse of sick leave or willful tardiness is suspected

Disciplinary Process

• After 2 unexcused absences, corrective counseling will begin.
• If another unexcused absence occurs after counseling, a final written warning will be issued.
• On the 4th unexcused absence after the final warning, termination may result unless other arrangements are made.
• Unexcused and unreported absences are not compensated.

If corrective counseling does not resolve the issue, or if attendance problems impact your work, further disciplinary action may be taken, up to and including termination.

Annual Review

This policy will be reviewed annually and updated as needed.

If you have questions about this policy or your attendance record, please reach out to HR or your manager. We’re here to support your success!

Severe Weather & Emergency Conditions Policy

At Simonian Rugs, the safety of our team is always our top priority. We recognize that severe weather and emergencies can impact both our ability to operate and your ability to safely get to work. While we can’t anticipate every possible scenario, this policy covers the most common situations and provides guidance for everyone.

Company Closure

If a severe weather event or emergency (such as a power outage, lack of heat, flooding, or a government-declared emergency) makes it unsafe or impractical to open, Simonian Rugs will close for business. We will reopen as soon as it is safe and feasible.

Examples of company closure triggers:

• Widespread power outage
• No heat during winter
• Flooding affecting transportation
• Official government emergency orders to stay off the roads

Pay During Company Closure

• If the closure extends beyond one workday, employees may use their available Paid Time Off (PTO) to cover additional days and maintain pay.
• No overtime will be paid during closure periods.
• If you have questions about your pay during a closure, please contact HR.

Benefits Coverage

• All standard health, life, and disability insurance benefits will continue for up to 30 days during a company closure, unless otherwise dictated by insurance regulations or federal/state law.

Notification Procedures

• In the event of a closure, managers will notify employees by phone using departmental call trees.
• Announcements will be made via email, posted on our website, and, when possible, shared through local radio and TV stations.
• Employees are encouraged to have a battery-powered radio or alternate means of receiving updates if power or internet is down.
• If communication is not possible, employees should use their best judgment regarding safety and travel.

Remember:
You should never risk your safety to come to work. If you cannot confirm whether the company is open, prioritize your well-being and use common sense based on local conditions.

Returning to Work / Extended Leave

• If you are unable to return to work when the company reopens (due to personal circumstances, home repairs, or transportation issues), contact your manager as soon as possible to arrange additional time off.
• If you have exhausted your PTO, you may request an extended unpaid leave of absence.
• Each situation will be assessed individually, keeping your safety and job requirements in mind.

Part-Day Closure

• If an emergency arises mid-day, the executive team may close the company early. Employees should leave immediately to avoid worsening conditions.
• Exempt employees working that day (onsite or remote, with prior approval) will be paid their normal salary.
• Nonexempt employees and interns will be paid for scheduled hours worked; no overtime will be paid for closure time.

Company Open, Employee Can’t Get to Work

• If the company is open but you cannot safely travel, communicate with your manager as soon as possible.
• Standard pay, leave, and attendance policies will apply.

Special Circumstances

• If you need time off to handle home repairs, family emergencies, or loss due to severe weather, please speak with your manager. Our bereavement and extended leave policies may apply, depending on the situation.

Your safety comes first. If you have any questions or need special accommodations during or after an emergency, reach out to your manager or HR. We’re here to support you every step of the way.

Paid Holidays Policy

At Simonian Rugs, we value the importance of rest, family time, and celebrating together. Our paid holidays policy ensures that our team enjoys time off for key national holidays, with added flexibility for personal and religious observances.

Company-Paid Holidays

The following days are recognized as paid holidays each year:

• New Year’s Day
• President’s Day
• Memorial Day
• Independence Day
• Labor Day
• Veterans Day
• Thanksgiving Day (Thursday and Friday)
• Christmas Day
  • Note: Simonian Rugs provides a minimum of one week off between Christmas and New Year’s Day. The exact dates are announced the day before Thanksgiving each year and may be subject to change.

If a holiday falls on a non-operational day (e.g., Sunday), we will observe the holiday on the closest business day.

Religious Holidays

If you wish to observe a religious holiday not listed above, you may request unpaid time off or use your available PTO. Please provide advance notice to your manager or HR so we can accommodate your request whenever possible.

Holiday Pay

• Exempt Employees:
  Receive their regular salary during paid holidays—no deductions.
• Permanent Non-Exempt Employees:
  Are eligible for holiday pay after completing at least 528 hours of service (approx. 3 months or 66 full workdays).
• Temporary or Seasonal Employees:
  Are not eligible for paid holidays unless otherwise specified in your employment agreement.

Working on a Holiday

• These holidays are considered “off-days” for most employees.
• If you are required to work on a holiday, you will be notified at least three days in advance.
• Non-Exempt Employees:
  Will receive their standard hourly wage plus a holiday premium for hours worked on a holiday.
• Exempt Employees:
  Will receive an additional day of PTO for each holiday worked, to be taken within 12 months following the holiday.
• Overtime:
  Hours worked on a holiday will be counted toward overtime eligibility in accordance with state and federal law.

Additional Notes

• Holiday schedules may change based on business needs. Any updates will be communicated as early as possible.
• If you have questions about your eligibility or need to request time off for a religious or cultural observance, please contact HR.

Thank you for being part of the Simonian Rugs family. We hope you enjoy your well-deserved holidays!