Working hours,PTO vacation etc.- Trainual- (English) Part 2

Paid Time Off (PTO) Policy effective 1/1/2026

At Simonian Rugs, we believe time away from work is essential for your well-being and our team’s continued success. Our PTO policy is designed to provide flexibility while ensuring we can serve our customers and support each other.

Current PTO Policy (through 2025):
All employees who have been with Simonian for 1 year receive 40 hours of PTO per year. After 2 years, this increases to 80 hours per year. PTO renews at the start of each year.

At the end of 2025, we’ll compare the PTO you’ve earned since the start of employment with the PTO you’ve used, and any differences will be handled individually. Starting in 2026, we’ll transition to our new PTO system.

PTO Overview

• Vacation time is now known as PTO (Paid Time Off).
• PTO is earned based on hours worked and can be carried over to the next year.
• PTO is not cashed out at the end of the year but will continue to roll over, up to a maximum balance.
• The maximum PTO balance is 12 days (96 hours). Once you reach this cap, you must use some PTO before accruing more.

Accrual & Eligibility

• PTO accrual begins on your first day of employment.
• You earn 1 day (8 hours) of PTO for every 176 hours worked (approximately 1 day per month for full-time employees).
• You may begin using your PTO after completing 528 hours (about 66 full working days, or roughly 3 months).
• PTO is separate from sick leave (see our Sick Leave Policy for details).

Requesting PTO

• Communication & Planning:
  We encourage all team members to plan ahead and communicate PTO needs as early as possible so we can ensure smooth operations and excellent customer service.
• Requests for 3 or More Days:
  Submit your request at least 30 days in advance to your manager. Approval is required from your manager or HR.
• No Reason Needed:
  You are not required to provide a reason for PTO requests.
• PTO Approval Limits:
  To ensure adequate coverage, a maximum of 2 employees may be approved for PTO at the same time. Submit requests early to secure your preferred dates.

Blackout Dates (No Vacations)

Due to the seasonality of our business, PTO is not permitted during the following blackout periods, except in emergencies (speak with your manager if you have an urgent need):

• The entire month of January
• Two weeks before and up to Thanksgiving
• Two weeks before and up to Christmas

Additional Guidelines

• Transferring PTO:
  Unused PTO can roll over into the next year, up to the 12-day/96-hour cap.
• Performance Reviews:
  Your accrued PTO and usage will be reviewed during your annual performance review. For up-to-date balances, contact your manager.
• Leaving the Company:
  Accrued PTO may be paid out with your final paycheck according to local law. If not required by law, we will pay out accrued PTO to employees who leave voluntarily or are not terminated for cause.

Quick Reference

• PTO is earned for every 176 hours worked (8 hours/1 day).
• Maximum PTO balance: 12 days (96 hours).
• PTO accrual starts on your first day; usage allowed after 528 hours worked.
• PTO requests for 36 hours (3 days) or more require 30 days’ notice.
• Only 2 employees may be on PTO at the same time.
• PTO rolls over year-to-year, up to the cap.
• PTO is not paid out at year’s end, but may be paid out upon separation as required by law.
• Blackout periods: January, 2 weeks before and up to Thanksgiving and Christmas.

Policy Changes

This policy may be updated at any time. If changes are made, you will receive written notice.

If you have questions about PTO or need help planning your time off, please reach out to your manager or HR. We encourage you to use your time off and recharge!

Sick Leave Policy

At Simonian Rugs, we care about your health and want you to feel supported if you’re unwell. Our sick leave policy is designed to help you recover from illness or injury without worrying about your job or your paycheck.

What is Sick Leave?

Sick leave is paid time off you can use if you’re unable to work due to:

• Short-term illness (e.g., flu, cold, COVID, etc.)
• Injury or medical recovery
• Mental health needs
• Caring for a sick family member
• Attending medical or legal appointments related to health, domestic violence, or other qualifying issues under California law

Sick leave is different from PTO (Paid Time Off). Sick leave is specifically for health-related needs and is protected by law, while PTO is a flexible benefit you can use for vacation, personal time, or other non-medical reasons.

Sick Leave Entitlement

• All employees receive 5 days (40 hours) of paid sick leave per year, in line with California law. If you work in a location with a higher legal requirement, we will follow that law.
• Sick leave is granted at the start of each calendar year on January 1.
• Sick leave does not roll over into the next year—unused hours expire on December 31.
• Sick leave is not paid out at the end of the year or upon separation from the company, as per California law.

How to Use Sick Leave

• If you are sick, notify your manager as soon as possible and submit a sick leave request.
• You may use sick leave for a full day, partial day, or (if approved) work from home, but we encourage you to rest and recover.
• If you need time off for routine doctor or dental appointments, please use PTO or arrange a flexible schedule.
• If you are out for more than 5 consecutive days, we may request a doctor’s note or medical certification for insurance and compliance reasons.

Key Points & Summary

• Annual Allowance: 5 days/40 hours sick leave per year (or more if required by law)
• Resets: Sick leave resets every January 1—no rollover
• No Payout: Unused sick leave is not paid out at year-end or upon leaving the company
• Notification: Let your manager know as soon as possible if you’re going to be out
• Absence Verification: Physician’s note may be required for absences longer than 5 days

Additional Resources

• California Paid Sick Leave FAQ
• Differences Between PTO and Sick Leave

If you have questions about your sick leave or how to request it, please reach out to HR or your manager. Your health and well-being are our priority!

Bereavement Leave Policy

At Simonian Rugs, we understand that losing a loved one is an incredibly difficult time. We are committed to supporting our team members with time to grieve, attend services, and take care of personal matters.

Eligibility & Duration

• All employees who have worked at Simonian Rugs for at least 90 days are eligible for bereavement leave.
• Under California law, employees may take up to 5 days of bereavement leave following the death of a qualifying family member (including spouse, child, parent, sibling, grandparent, grandchild, domestic partner, or parent-in-law).
• Bereavement leave may be taken on consecutive or non-consecutive days within three months (90 days) of the date of death.

Pay

• California law does not require bereavement leave to be paid. However, Simonian Rugs offers three (3) days of paid bereavement leave. The remaining two days (if needed) may be unpaid, or you may use PTO or other accrued leave to cover them.

How to Use Bereavement Leave

Bereavement leave may be used to:

• Arrange or attend a funeral or memorial service
• Settle matters of inheritance
• Fulfill other family obligations
• Mourn and take personal time

If you are experiencing additional hardship, please contact your manager so we can support you during this time.

Requesting Bereavement Leave

• Notify your manager as soon as possible when you need to take bereavement leave.
• Documentation (such as a funeral program or obituary) may be requested for verification, but we aim to keep this process as simple and compassionate as possible.
• If you need more time off beyond the five days, please discuss options with your manager or HR.

Additional Protections

• Simonian Rugs will not retaliate or discriminate against any employee for using bereavement leave.
• All requests and related information will be handled confidentially and with sensitivity.

If you have questions about this policy or need support, please reach out to your manager or HR. We are here for you.

Maternity & Paternity Leave Policy

At Simonian Rugs, we celebrate and support our team members as they grow their families. We are committed to providing time off and resources for new parents—whether through childbirth, adoption, or foster care placement—while ensuring job protection and a smooth transition back to work.

Eligibility

• Paid Leave:
  Employees who have completed at least 12 months of service (2,112 hours) are eligible for up to 4 weeks of paid maternity or paternity leave.
• Unpaid Leave (CFRA):
  Employees who have worked at least 12 months and 1,250 hours in the past year are eligible for up to 12 weeks of unpaid, job-protected leave under the California Family Rights Act (CFRA).
• Pregnancy Disability Leave (PDL):
  Pregnant employees may also be eligible for up to 4 months of unpaid leave for pregnancy-related disability (in addition to CFRA bonding leave), as required by California law.

Leave Details

• Paid Leave:
  • 4 weeks of paid leave is available to eligible mothers and fathers (birth, adoption, or foster placement).
  • PTO and sick time may be used to extend paid leave, if available.
• Unpaid Leave:
  • After completing 1,250 hours of service, you may request up to 12 weeks of unpaid, job-protected leave for bonding or to care for a family member with a serious health condition, as per CFRA.
  • If local or national law provides longer leave, Simonian Rugs will comply with those requirements.
• Pregnancy Disability:
  • Pregnant employees may take part of their leave before childbirth if medically necessary.
  • If complications arise during childbirth, or if additional recovery time is needed, you may request an unpaid leave extension of up to two months. Contact HR promptly to arrange this.

Requesting Leave

• Please notify HR at least three months before your expected leave start date, whenever possible, to help us plan and support your transition.
• HR will provide guidance on eligibility, required documentation, and how to coordinate paid and unpaid leave.

Flexible Work & Childcare Support

After your leave, Simonian Rugs is committed to helping you transition back to work. We will work with you to:

• Explore flexible work options (such as adjusted schedules or remote work, where possible)
• Discuss available childcare resources or support, as needed
• Ensure you feel welcomed and supported as you return to your role

Returning to Work

• Your position (or a comparable one) will be held for you during your protected leave, as required by law.
• We encourage open communication to make your return as smooth as possible.

Additional Protections

• Simonian Rugs will not discriminate or retaliate against any employee for taking maternity, paternity, or family leave.
• If you need accommodations for pregnancy or parenting, please contact HR confidentially.

Questions or Ready to Plan Your Leave?
Contact HR as soon as possible to discuss your options and arrange your leave. We’re here to support you and your family every step of the way.

Jury Duty

• Exempt Employees:
  If you are called for jury duty, you may take one day off with no deduction from your salary. If local, state, or federal law provides for more paid jury duty leave, we will follow the law.
• Hourly (Non-Exempt) Employees:
  You may take one unpaid day off for jury duty. If local or national law requires paid jury duty leave for hourly employees, we will comply.
• Documentation:
  Please provide a copy of your jury duty summons and proof of service to HR for our records.
• Extended Service:
  If your jury duty extends beyond the paid leave period, you may use PTO or request unpaid leave for additional days.

Voting Leave

• On Election Day:
  All employees may take up to two hours off with pay to vote.
  • If you need to travel a short distance to vote, you may take a paid half-day off.
  • If your voting trip will require more than a half-day, please use PTO for the additional time.
• Scheduling:
  Please notify your manager in advance if you need time off to vote, so we can plan for coverage.

Legal Compliance

If local, state, or federal law provides greater benefits or protections for jury duty or voting leave, Simonian Rugs will follow the law.

Summary

• Exempt employees: 1 paid day for jury duty; additional days per law.
• Hourly employees: 1 unpaid day for jury duty; additional days per law.
• All employees: Up to 2 paid hours or a paid half-day to vote; use PTO for longer absences.
• Submit documentation for jury duty service to HR.
• Notify your manager in advance for voting leave.

If you have questions about this policy or your eligibility, please contact HR. We’re here to support you in fulfilling your civic duties!

Military Leave Policy

At Simonian Rugs, we recognize and honor the service of employees who are members of the National Guard or Reserves. We are committed to supporting you in fulfilling your military obligations while protecting your employment rights.

Eligibility

All full-time and permanent part-time employees are eligible for military leave for certain types of active or inactive duty in the National Guard or as a Reserve of the Armed Forces.

Military Leave Entitlement

• Full-Time Employees:
  • Accrue up to 120 hours (15 days x 8 hours) of military leave per fiscal year (equivalent to three 40-hour workweeks).
• Permanent Part-Time Employees:
  • Military leave is prorated based on your regular scheduled hours.
• Carryover:
  • You may carry over up to 15 days of unused military leave into the next fiscal year.
• Inactive Duty Training:
  • Military leave covers regularly scheduled unit training periods, additional training, and equivalent training. You will only be charged military leave for the hours you would otherwise have worked.
• Active Duty & Training:
  • Eligible employees may use up to 15 calendar days per year for Active Duty, Active Duty Training, and Inactive Duty Training.
• Emergency Duty:
  • Up to 22 workdays of military leave may be granted per calendar year for emergency duty as ordered by the President or a State governor (for law enforcement or protection of life and property).
• Overseas Duty:
  • Reserve and National Guard Technicians may be entitled to 44 workdays of military leave for certain overseas duties.

Leave Charging & Pay

• Military leave is credited on the basis of an 8-hour workday for full-time employees.
• The minimum charge to leave is one hour.
• Military leave is unpaid, but you may use accrued PTO if you wish.
• You will only be charged for the amount of military leave necessary to cover the period of training and any required travel.

Requesting Military Leave

• Notify your manager or HR as soon as possible if you are called to military duty or training.
• Submit a formal request for military leave and provide copies of your official military orders.
• Early notification helps us plan for your absence and ensure a smooth transition.

Job Protection & Benefits

• Your job will be protected in accordance with the Uniformed Services Employment and Reemployment Rights Act (USERRA) and applicable state laws.
• Benefits will be maintained according to law during your period of military leave.
• Upon your return, you will be reinstated to your position or an equivalent one, as required by law.

Additional Notes

• If you have any military involvement or anticipate upcoming service, please let us know so we can support you and coordinate planning as needed.
• If you have questions about your rights, benefits, or the process, contact HR for guidance.

Thank you for your service. Simonian Rugs is proud to support you and your family.