Time Off

Texas businesses are not required to provide paid time off, however Keith Kristofer Salon does provide Paid Time Off for eligible employees.

Employees become eligible for Paid Time Off after 60 days of continuous employment if:

  • They work at least 48 “service hours” per payroll period (see below for definition of “Service Hour”)

  • The salon is currently offering the above mentioned benefits. (Benefits availability can change with financial changes)

Paid Time Off (PTO)

Eligibility

Minimum Hours of Service - Employees must work 48 “hours of service” per payroll period to be eligible for the PTO Benefit. The salon cannot afford to provide benefits to employees that do not work a certain number of billable hours.

“Service Hour” Defined by the IRS is an hour paid, or entitled to be paid, Earned PTO hours count as hours of service.

  • For commissioned stylists, an hour of service is an hour working in the salon on a paying client, or PTO hours used.

  • For hourly employees, an hour of service is an hour working in the salon on any task, or PTO hours used.

  • Hours on-call, unpaid hours on the schedule and blocked hours on the schedule do not count as hours of service.

Temporary Drop in Hours of Service - If an eligible employee averages less than 48 hours of service during a single payroll period, they will not accrue PTO for that period.

Waiting Period - Employees are eligible for PTO after 60 days of continuous employment if other eligibility requirements are met

Calculation of PTO Hourly Pay Rate

Hourly Staff - PTO pay rate is the same as the employee’s hourly rate.

Commissioned Staff - For stylists, commission pay is converted to an hourly figure. Six months of commission pay (services + retail) is divided by 1,040 hours. This number of hours is equilent to 40 hrs/week for 6 months.

Example 1: For a stylist that made $48,000 in commission pay during the 6 month “lookback period” ; $48,000 in commission pay / 1,040 hours = $46.15 per hour is their vacation pay rate.

Example 2: A stylist that made $20,000 in commission pay during the 6 month “lookback period” ; $20,000 in commission pay / 1,040 hours = $19.23 per hour.

For employees that are paid both hourly and commission, total pay (hourly + commission) is used.

The PTO pay rate for stylists is recalculated every 6 months.

Accrual of PTO

PTO accrual rate is 1.54 hours per payroll, or 40 hours per year if the service hours eligibility requirement is met every payroll period.

PTO is added to the employee's PTO bank each payroll period. PTO used is subtracted from the employee's accrued time bank when payroll is run.  PTO hours used and remaining show on your paycheck stub.

PTO Usage

PTO can be used to cover days that the employee was absent from regularly scheduled work for the following:

  • Vacation

  • Sick day for personal or family illness

  • Doctor appointment or other medical

  • Unpaid company Holiday that the salon was closed

  • Personal Day(s)

  • Bereavement time off or funeral

  • Required jury duty

  • Military service

PTO cannot be used to cover time that the employee was at work. PTO cannot be used to supplement a check if the time off was not taken.

The minimum amount of PTO that can be used is 4 consecutive hours. PTO cannot be used in smaller chunks to cover cover lunches, short errands, etc.

If the company at some point falls under the Family and Medical Leave Act (FMLA) policy, all accrued PTO time is taken before the start of the unpaid FMLA time. An employee who has used all of his or her FMLA and Short Term Disability benefits, and is still unable to return to work will have his or her employment terminated.

PTO Cap

Employees cannot accrue more then 40 PTO hours. Once an employee accrues 40 hours, no more PTO will accrue until some is used. Once the employee’s PTO bank is reduced below the 40 hr max, accrual will begin again and then stop again when the PTO cap is reached again.

PTO and Work Separation

In accordance with Texas law, the company does not pay employees for unused PTO time when they leave the company. This applies to those who voluntarily separate from the company and those who are discharged involuntarily.

Unpaid Time Off

Scheduling Unpaid Time Off

Employees are required to fill out a Time Off Request Form and submit it to a manager for approval when taking one or more full days off. The form must be submitted for approval five working days in advance of the requested time off. This allows the salon to adjust schedules and notify clients.

Every attempt will be made to grant time off requests. The situation we want to avoid is having a stylist take time off with short notice when they are booked. This results in the salon having to cancel appointments, which results in unhappy clients.

If an employee needs to leave the salon when they are scheduled as available, the employee must notify a manager so they can be “blocked” as unavailable on the schedule. If you fail to notify the salon you are leaving, the appointment slot will show as available and you may be booked during the time you’re gone.

Notice of Absence

Employees must notify a manager or owner of the salon when they will miss scheduled work so we can contact and reschedule clients.  If you are going to be out sick, contact a manager on slack, text or by phone. Email is not sufficient notification. You are responsible for making sure a manager or owner gets your notice. Leaving a message the night before and assuming the salon got it is not sufficient. If you haven’t heard back by someone at the salon by 8 a.m. the following day, contact Madison directly to make sure the salon knows you’re going to miss work.

Any employee who misses scheduled work or a scheduled appointment without notice to a manager or owner will be considered to have abandoned their job unless there are emergency extenuating circumstances during which the employee was not able to communicate by any means.