Sample Employee Manual

Bereavement Leave- A full-time employee of the Company may request a leave of absence with pay for a maximum of three (3) consecutive working days upon the death of a member of his or her immediate family. Members of the immediate family are defined as: father, mother, spouse, child, sister, brother, grandmother, grandfather, father-­in-law, or mother-in-law. Proof of death may be required.

 

Jury Duty Leave- If you are summoned to report for jury duty, you will be granted a leave of absence without pay when you notify and submit a copy of the original summons for jury duty to your supervisor. The Company reserves the right to request that you seek to be excused from or request postponement of jury service if the absence from work would create a hardship to the Company.

 

Any fees received for jury duty, including travel fees, are to be retained by you. You are to report to work on any day, or portion thereof that is not actually spent in the performance of jury service. For each week of jury duty, a certificate of jury service shall be certified by the Court and filed with the Company no later than Wednesday of the following week.

 

Maternity Leave- Six weeks of non-paid maternity leave are the required minimum leave in the case of pregnancy or adoption. Additional time may be requested through Management.

 

Military Leave- If you are on an extended military leave of absence, you are entitled to be restored to your previously held position or similar position, if available, without loss of any rights, privileges or benefits provided you meet the requirements specified in the Uniformed Services Employment and Reemployment Act (USERA).

 

An employee who is a member of the reserve corps of the armed forces of the

United States or of the National Guard or the Naval Militia will be granted temporary leave of absence without pay while engaged in military duty as required by state employment law.  A letter from your commanding officer is required to establish the dates of duty.

 

Witness Duty Leave- If you are requested to serve as a witness on behalf of the Company, you will be granted a witness leave at regular pay for such time as it is necessary to comply with the request. Paid witness leave shall not be granted to an employee subpoenaed as an expert witness, as a party in a case, or as a lay witness other than as delineated above.

  

Classifications of Employment

The following employee classifications are used for wage administration and eligibility for overtime payments and benefits.

 

Full time regular employees are those hired to work in the Salon and/or Lifestyle Store for a thirty-hour (30) minimum workweek on a regular basis. Employees may be classified as "exempt" or "non-exempt" as defined below. However, this does not alter the "employment-at-will" relationship.

 

Part-time regular employees are those hired to work less than thirty hours (30) per week on a regular basis. Such employees may be classified as "exempt" or "non-exempt" as defined below.  However, these employees are not eligible for paid vacation. Part-time regular employee status does not alter the "employment-at-will" relationship.

 

Non-exempt employees (most hourly personnel) are required to be paid overtime at the rate of time and one half their regular rate of pay for all hours worked in excess of forty (40) hours in a work week, in accordance with applicable federal wage and hour laws.

 

Exempt employees are not required to be paid overtime, in accordance with applicable federal wage and hour laws, for work performed beyond forty hours in a work week. Executives, commissioned employees and certain employees in administrative positions are typically "exempt" from overtime pay.

 

Please direct any questions regarding your employment classification or exemption status to your supervisor or HR Coordinator.

 

Compensation

All employees are paid on Wednesday. All compensations are calculated on a weekly basis. The pay period starts at 12:01 am Sunday morning and ends Midnight on Saturday. All pay is awarded every Wednesday. All employees will be paid from their first day of employment to the end of that pay period. Paychecks will be distributed in employee’s boxes by 2pm on Wednesday.

 

If an employee is not working on a payday, arrangements can be made with their supervisor to have their check mailed or picked up. However, no checks will be given to anyone other than the employee to whom they are issued without authorization from the employee.

 

If the scheduled payday falls on a Salon-observed holiday, you will normally be paid on the day before the holiday.

 

Required deductions will be withheld automatically from your paycheck. These include:

• 
  Federal Social Security  Tax
  
• 
  Federal Income Withholding Tax
  
• 
  State Income Withholding Tax
  
• 
  Local Income Withholding T ax
  
• 
  Court Ordered Garnishment
  

 

Authorized voluntary deductions for programs offered through the Salon may include:

         Insurance Premiums

• 
  401(k) contributions
  

 

Hourly and Salaried Employees

All hourly employees are required to clock in and out for their scheduled shifts.  If you forget to clock in/out please fill out a Time Clock Change Request form.  Falsification of documents and/or hours worked can lead to immediate termination.

 

Tip Reporting

The Internal Revenue Service (IRS) Tax Bill requires that 811 tipped employees must report their TOTAL tip income to their employers. If the total reported tips are more than 8% of the gross sales, the employer will be required to report to the IRS the names of the employees, wages and total reported tips.

 

Tip reporting procedures are as follows:

1.   All credit card and check tips will now be run through the registers.

2.  Any cash tips not run through the registers will be the responsibility of the service provider to report in the same manner as the previous policy. 

3.  With this new procedure, all tips run through the registers will incur a 10% "pass-through" fee.

4.  Your tips received through the register will now be included in your weekly paycheck.  You will be able to identify your tip income separately from your commission or other forms of income.

 

Overtime

If you are classified as a non-exempt employee (see the Classifications Of  Employment policy for the definition of non-exempt employee), you will receive compensation for approved overtime work as follows:

• 
  You will be paid at straight time, your regular hourly rate of  pay, for all hours worked up to forty (  40) hours per workweek.
  
• 
  You will be paid one and one-half(1-1/2) times your regular hourly rate of pay for all hours worked in excess of forty (  40) hours in a given workweek.
  

 

Time off on personal leave, vacation leave, or any leave of absence will not be considered hours worked for purposes of calculating overtime pay.

 

Your supervisor will attempt to provide you with reasonable notice when the need for overtime work arises. Please remember, however, that advance notice is not always possible. Mandatory overtime may be required. If so, it will be held to a minimum. Your supervisor must approve overtime work before it is performed.

 

Pay Discrepancies and Adjustments

In the event you feel an error was made in your paycheck and a discrepancy exists, contact your Manager immediately. It is your responsibility to provide documentation disputing the accuracy of your pay. If a discrepancy is discovered, an adjustment will be made on the following paycheck.

 

Loss of Paycheck

After a payroll check is in the possession of an employee it is their responsibility.  If an employee loses a check and requires a replacement, a stop payment on the original check has to be made.  The cost (current bank fee) will be the responsibility of the employee and payment must be made prior to replacing the check.

 

Social Security & Medicare

A certain portion of your salary and wages is withheld and paid into your Social Security account with the Federal Government. The Salon also contributes an equal amount to your Social Security account.  Briefly, Social Security benefits include: retirement income, disability payments to your family if you die, and Medicare, a retirement health insurance.

  

Cleaning and Sanitation

We hold our products and staff to such a high standard; our cleanliness and sanitation policies are extremely uncompromising.

 

General

All workstations should be clean and free of debris and dirt.  All equipment and tools should be washed and disinfected after each use and a new set of unused equipment (combs, brushes, files, sheets, towels, smocks, etc.) should be used on each client. We strongly emphasize that the Georgia State Board of Cosmetology Rules and Regulations be followed to safeguard the public against transmission of disease, including skin tuberculosis. Cleanliness, both for footbath units and for work areas generally, is very much on the mind of guests and the general public. 

 

Between Each Guest

All tools should be washed and disinfected after each use in accordance with the disinfection requirements of the Georgia State Board of Cosmetology. Hands should be thoroughly washed before next guest’s treatment.

When applicable:

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  Drain water and remove all debris from the foot spa.
  
• 
  Clean the surfaces and walls of the foot spa with soap or detergent and rinse with clean, clear water.
  
• 
  Disinfect with an EPA-registered disinfectant with demonstrated bactericidal, fungicidal, and virucidal activity used according to manufacturer's instructions.
  
• 
  All products should be kept in manufacturer' labeled containers, along their Material Safety Data (M.S.D.) Sheets which have instructions for safe use and handling. Disinfecting products must state on the label or hang tag the efficacy telling what organisms the product is effective against. 
  
• 
  New towels and sheets should be used for each client.
  
• 
  Hands should be thoroughly washed before a massage treatment.
  
• 
  All interior of stations should remain clear of dirt and debris.  Please make sure that items inside are organized and clean because this is visible to every guest.
  

 

Stations

Each station should only have these items left on top at the end of every day:

• 
  Keep your station free of personal items and clutter (i.e. pictures)
  
• 
  Barbacide, dryer, flat iron, & clippers.  No foil rolls, business cards, products, etc. should remain on top of a station, otherwise you will be charged a dirty station fee.
  
• 
  Maintain a clean environment in and around your station (which includes mirrors, drawers and styling chair).  i.e., sweep hair, keep products and tools organized, place dirty towels in bin, etc.
  
• 
  Finish opened products before opening new ones
  

 

Licenses

All stylists must be currently licensed by the Georgia Board of Cosmetology. Licenses must be current and in your station at all times.  Any fines imposed by the Cosmetology Board for failure to have a current license shall be paid by the employee.