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Luxe Salon & Spa Employment Manual

We welcome you as a member of our Luxe Salon & Spa team! We want to
get to know you and introduce you to our organization via our
Employment Manual. We are providing it in electronic format so that it is
readily available to you on your smart phone or by computer. If you have
technical difficulties with printing or reading the manual, please let us
know immediately and a hard copy will be provided to you at no charge. In
addition, a hard copy will always be available for your use at the salon at
the front desk or in the office.
Please take time to read this cover-to-cover, print and return the signed
Acknowledgement on the last page within 48 hours of receiving this.
We fully understand and appreciate that our employees are vital to Luxe
Salon & Spa and our success depends on you. We want our employees to
function as a team in a friendly atmosphere and take pride in working with
us. Your ideas and suggestions are encouraged. Our goal is to make Luxe
as pleasant a place to work for you as possible. In return, we ask for your
dedicated and conscientious effort to contribute to Luxe Salon & Spas
success.
Luxe is committed to providing excellent service to our clients and to
achieving positive employee relations. We recognize that we are a service
organization and that the key to our success is a dedicated and
motivated team of employees. If every one of our employees makes the
best use of their skills and abilities, together we can assure Luxe will be an
exciting salon and spa to work for and THE place in Chandler to come for
professional beauty services.
Dan & Darlene Arias, Owners
Kristen Arias, Manager
Danielle Arias Jones, Owner/Manager
Michelle Mckee, Manager
Tammy Rosenberg, Manager
Melissa B. Torres, Manager
Effective 01/01/2012
Luxe Salon and Spa Manual.docx
Last printed 3/31/2012 10:07:00 AM

Employment Manual

TABLE OF CONTENTS
1 INTRODUCTION.......................................................................................................................6
1.1

Welcome.......................................................................................................... 6

1.2

History............................................................................................................. 6

1.3

Changes in Policy............................................................................................. 6

2 EMPLOYEE DEFINITION AND STATUS.................................................................................7


2.1

Employment Classification............................................................................... 8

2.2

Probationary Periods for New & Promoted Employees.................................... 9

3 EMPLOYMENT POLICIES .......................................................................................................9


3.1

Equal Employment Opportunity....................................................................... 9

3.2

Anniversary Date............................................................................................. 9

3.3

New Employee Orientation .............................................................................. 9

3.4

Personnel Records and Administration ............................................................ 9

3.5

Change of Personal Data ............................................................................... 10

3.6

Safety............................................................................................................ 10

3.7

Building Security............................................................................................ 10

3.8

Personal Property .......................................................................................... 11

3.9

Health-related Issues ..................................................................................... 11

3.10

Employee Requiring Medical Attention .......................................................... 11

3.11

Weather-related and Emergency-related Closings ........................................ 11

4 STANDARDS OF CONDUCT.................................................................................................11
4.1

General Guidelines ......................................................................................... 11

4.2

Attendance and Punctuality .......................................................................... 11

4.3

Work Schedule............................................................................................... 12

4.4

Absence and Lateness .................................................................................. 12

4.5

Unscheduled Absence ................................................................................... 12

4.6

Meal and Break Periods.................................................................................. 12

Effective 01/01/2012 Luxe Salon & Spa at its option, may change, delete, suspend or
discontinue parts or the policy in its entirety, at any time without
Version 1.2

prior notice. In the event of a policy change, employees will be


notified. Any such action shall apply to existing as well as to future
employees.

Page 2

Employment Manual

4.7

Harassment Policy ......................................................................................... 12

4.8

Sexual Harassment Policy .............................................................................. 12

4.9

Violence in the Workplace ............................................................................. 13

4.10

Confidential Information and Nondisclosure .................................................. 13

4.11

Ethical Standards........................................................................................... 13

4.12

Dress Code .................................................................................................... 13

4.13

Use of Equipment .......................................................................................... 13

4.14

Use of Computer, Phone, and Mail ................................................................ 14

4.15

Use of Internet .............................................................................................. 14

4.16

Use of Computer Software............................................................................ 14

4.17

Smoking Policy .............................................................................................. 14

4.18

Alcohol and Substance Abuse ....................................................................... 14

4.19

Gifts............................................................................................................... 15

4.20

Complaint Procedure ..................................................................................... 15

4.21

Corrective Procedure .................................................................................... 15

4.22

Crisis Suspension........................................................................................... 15

4.23

Transfer Policy .............................................................................................. 15

4.24

Outside Employment ..................................................................................... 15

4.25

Employment Termination/Resignation .......................................................... 16

4.26

Exit Interview................................................................................................. 17

4.27

Return of Company Property ........................................................................ 17

5 COMPENSATION POLICIES .................................................................................................17


5.1

Base Compensation ....................................................................................... 17

5.2

Performance Bonuses.................................................................................... 17

5.3

Timekeeping Procedures ............................................................................... 17

5.4

Overtime Pay................................................................................................. 18

5.5

Payroll and Paydays....................................................................................... 18

Effective 01/01/2012 Luxe Salon & Spa at its option, may change, delete, suspend or
discontinue parts or the policy in its entirety, at any time without
Version 1.2

prior notice. In the event of a policy change, employees will be


notified. Any such action shall apply to existing as well as to future
employees.

Page 3

Employment Manual

5.6

Performance and Salary Reviews................................................................... 18

5.7

Opportunities for AdvancementProgression and Promotion...................... 18

6 GROUP HEALTH AND RELATED BENEFITS ......................................................................19


6.1

Benefits Summaries and Eligibility ................................................................. 19

6.2

Workers Compensation ................................................................................ 19

6.3

Unemployment Compensation....................................................................... 19

6.4

Social Security............................................................................................... 19

6.5

Educational Assistance.................................................................................. 19

6.6

Training and Professional Development ........................................................ 20

7 TIME-OFF BENEFITS ............................................................................................................21


7.1

Holiday Policy ................................................................................................ 21

7.2

Vacation Time ............................................................................................... 21

7.3

Sick Leave ..................................................................................................... 21

7.4

Bereavement Leave....................................................................................... 21

7.5

Jury Duty....................................................................................................... 21

7.6

Military Reserves or National Guard Leaves of Absence................................ 22

7.7

Family/Medical Leaves of Absence ............................................................... 22

7.8

Extended Disability Leaves............................................................................ 22

7.9

Uniformed Services Employment and Reemployment ................................... 22

7.10

Personal Leaves of Absence.......................................................................... 22

8 EXPENSES .............................................................................................................................23
8.1

Introduction................................................................................................... 23

8.2

Company Supplies, Other Expenditures......................................................... 23

8.3

Expense Reimbursement ............................................................................... 23

9 EMPLOYEE COMMUNICATIONS .........................................................................................24


9.1

Open Communication .................................................................................... 24

9.2

Staff Meetings ............................................................................................... 24

Effective 01/01/2012 Luxe Salon & Spa at its option, may change, delete, suspend or
discontinue parts or the policy in its entirety, at any time without
Version 1.2

prior notice. In the event of a policy change, employees will be


notified. Any such action shall apply to existing as well as to future
employees.

Page 4

Employment Manual

9.3

Bulletin Boards .............................................................................................. 24

9.4

Suggestions................................................................................................... 24

9.5

Closing Statement......................................................................................... 25

10 ACKNOWLEDGMENT...........................................................................................................26

Effective 01/01/2012 Luxe Salon & Spa at its option, may change, delete, suspend or
discontinue parts or the policy in its entirety, at any time without
Version 1.2

prior notice. In the event of a policy change, employees will be


notified. Any such action shall apply to existing as well as to future
employees.

Page 5

Employment Manual

INTRODUCTION
This document has been developed by the Management Department in order to
familiarize employees with Luxe Salon & Spa and provide information about
working conditions, key policies, procedures, and benefits affecting employment
at Luxe Salon & Spa.

1.1

Welcome
Welcome to Luxe Salon & Spa! We are happy to have you as a new member of
our family!
The Mission of Luxe Salon & Spa is to provide creative, cutting edge,
skilled beauty services to our clientele in an upscale, friendly and
cooperative atmosphere.
W e furnish resources so that our employees stay active in advanced
education.
W e work together as a team while demonstrating our commitment and
passion to our craft.
W e provide an atmosphere of respect for each other and ask that it be
shared with everyone we work with, including clients.
W e strive to provide all clients with a memorable and enjoyable
experience.

1.2

History
The Arias Family founded Luxe Salon & Spa in October 2009. Darlene Arias has
been in the beauty business since 1973. She made the decision to follow her
dream to open a full-service, upscale family owned salon and spa. Her hope for
all employees is that the staff has the same experience and joys that she has
shared with so many of her clients. A more detailed account of our history can be
found at www.luxesalonandspaaz.com.

1.3

Changes in Policy
This manual supersedes all previous employee manuals and memos. While every
effort is made to keep the contents of this document current, Luxe Salon & Spa
reserves the right to modify, suspend, or terminate any of the policies,
procedures, and/or benefits described in the manual with or without prior notice
to employees.

Effective 01/01/2012 Luxe Salon & Spa at its option, may change, delete, suspend or
discontinue parts or the policy in its entirety, at any time without
Version 1.2

prior notice. In the event of a policy change, employees will be


notified. Any such action shall apply to existing as well as to future
employees.

Page 6

Employment Manual

EMPLOYEE DEFINITION AND STATUS


An employee of Luxe Salon & Spa is a person who regularly works for Luxe
Salon & Spa on a wage or commission basis. The following are general job
descriptions and responsibilities. Additional responsibilities may be added by
management as need arises:
Hairstylists/Nail Technicians/Estheticians
Responsible for keeping stations neat and clean daily and products displayed as
required.
Must supply own hard tools.
Must be licensed at all times and follow AZ State Board regulations. Stylists who
are identified during station checks without proper documentation will be sent
home.
Must wear proper attire.
Must be responsible for knowing own work schedule.
Must use promotional tools of salon, including Luxe Buxe, Loyalty Cards, Promos,
and so forth.
Is required to complete Client Tickets prior to client check out or will be held
financially responsible if charges are input incorrectly.
Cell phones should not be used in front of clients except to post pictures on the
companys social media sites in a professional and thoughtful manner.
Should be a team player, respectful of others and give good customer service.
Massage Therapists
Must keep treatment room(s) clean and orderly and help notify management if
products need to be ordered or equipment needs repair or replacement.
Must be licensed at all times and follow AZ State Board regulations.
Is required to complete Client Tickets prior to client check out or will be held
financially responsible if charges are input incorrectly.
Must wear proper attire.
Must be responsible for knowing own work schedule.
Must use promotional tools of salon, including Luxe Buxe, Loyalty Cards, Promos,
and so forth.
Cell phones should not be used in front of clients except to post pictures on the
companys social media sites in a professional and thoughtful manner.
Should be a team player, respectful of others and give good customer service.
Front Desk Staff
Must keep retail, display, waiting room and desk areas clean and equipment in
working order.
Is required to make sure there is a complete Client Ticket prior to client check
out and will be held financially responsible if charges are input incorrectly.
Must wear proper attire.

Effective 01/01/2012 Luxe Salon & Spa at its option, may change, delete, suspend or
discontinue parts or the policy in its entirety, at any time without
Version 1.2

prior notice. In the event of a policy change, employees will be


notified. Any such action shall apply to existing as well as to future
employees.

Page 7

Employment Manual

Must be responsible for knowing own work schedule.


Must use promotional tools of salon, including Luxe Buxe, Loyalty Cards, Promos,
and so forth.
Responsible for managing appointments and checking clients in/out, making
notes in clients files. Should check voicemail messages on the hour and at
opening each day.
Make retail product suggestions when asked by clients.
Assist with bookkeeping/filing/recordkeeping/inventory tasks as needed.
Cell phones may never be used at the front desk.
Should be a team player, respectful of others and provide good customer service.

2.1

Employment Classification
Employees of Luxe Salon & Spa are classified as either exempt or nonexempt. This is necessary because, by law, employees in certain types of jobs
are entitled to overtime pay for hours worked in excess of forty (40) hours per
workweek.
In addition to the above overtime classifications, every employee is assigned an
employment status classification: regular full-time, regular part-time, temporary
(full-time or part-time), regular hourly, contingent hourly, etc.

Non-exempt Employee: An employee who is typically paid on an hourly

basis and included in the minimum wage, overtime and time card provisions of
the wage and hour laws. Non-exempt employees are eligible for overtime pay for
all overtime hours actually worked in accordance with applicable state law.

Exempt Employee: An employee who is paid a fixed salary or commission on

a weekly, monthly, or annual basis, rather than an hourly wage, and who meets
the criteria for exclusion from the wage and hour laws. An exempt employee does
not receive overtime pay.
In addition, you may be classified in one or more of the following categories:

Introductory Employee: An employee who is still within a 90-day period of


job performance evaluation, either as a new employee or as an existing
employee who has assumed a new set of job responsibilities. New
employees who are within their first 90 days are not eligible for benefits,
if offered.

Regular Employee: An employee who has successfully completed his or


her introductory period.

Full-Time Employee: An employee who is regularly scheduled to work 25


hours or more per week. Gets five (5) clients on her comp list

Part-Time Employee: An employee who is regularly scheduled to work less


than 25 hours per week.

Temporary Employee: An employee who is hired from a temporary agency


or a registry or another source with the expectation that he or she will be
needed for a specified period of time of not more than 6 months.

Effective 01/01/2012 Luxe Salon & Spa at its option, may change, delete, suspend or
discontinue parts or the policy in its entirety, at any time without
Version 1.2

prior notice. In the event of a policy change, employees will be


notified. Any such action shall apply to existing as well as to future
employees.

Page 8

Employment Manual

2.2

Probationary Periods for New & Promoted Employees


Luxe Salon & Spa monitors and evaluates every new employees performance for
three (3) months/ ninety (90) days to determine whether further employment in
a specific position or with Luxe Salon & Spa is appropriate. A new employees
first ninety (90) days of employment or an existing employees first ninety (90)
days after assuming a new set of job responsibilities is considered an
introductory period. During this time, your manager/supervisor will be observing
your performance and ability to meet job requirements. At the end of the
introductory period, your performance will be evaluated and a decision made
concerning regular employment. If your performance is considered unsatisfactory
or borderline, at any time within the ninety (90) days, we may decide to end your
employment, or we may extend your introductory period for up to another ninety
(90) days to further evaluate your performance and suitability for the job. Front
desk employees will not be paid if the training process is not completed.

EMPLOYMENT POLICIES

3.1

Equal Employment Opportunity


Luxe Salon & Spa is an equal employment opportunity employer. Employment
decisions are based on merit and business needs, and not on race, color,
citizenship status, national origin, ancestry, gender, sexual orientation, age,
weight, religion, creed, physical or mental disability, marital status, veteran
status, political affiliation, or any other factor protected by law.

3.2

Anniversary Date
The first day an employee reports to work is his or her official anniversary date.
This anniversary date is used to compute review dates and any benefits, should
the company decide to offer them.

3.3

New Employee Orientation


The formal welcoming process, or employee orientation, is conducted by a
mentor, and includes an overview of the company, tour of the facilities and a
review of expected duties and responsibilities.

3.4

Personnel Records and Administration


The task of handling personnel records and related administration functions at
Luxe Salon & Spa has been assigned to the Management Department. Personnel
files will be kept confidential at all times and include some or all of the following
documents:

New hire forms.

Effective 01/01/2012 Luxe Salon & Spa at its option, may change, delete, suspend or
discontinue parts or the policy in its entirety, at any time without
Version 1.2

prior notice. In the event of a policy change, employees will be


notified. Any such action shall apply to existing as well as to future
employees.

Page 9

Employment Manual

3.5

Tax documents.

Change of Personal Data


Any change in an employees name, address, telephone number, marital status,
dependents, or insurance beneficiaries, or a change in the number of tax
withholding exemptions, needs to be reported in writing without delay to the
Management Department.

3.6

Safety
The safety and health of employees and clients is a priority. Luxe Salon & Spa
makes every effort to comply with all federal and state workplace safety
requirements. Luxe Salon & Spas workplace safety rules are posted in the
employee break room. Each employee is expected to obey safety rules and
exercise caution and common sense in all work activities. (See below.) Ina ddition,
When doing higher risk color services or working with client with chemically
compromised hair, Client Chemical Release Forms must be introduced to the
client and signed by the client before the service begins.

3.7

Building Security
Each and every employee must follow the building safety and security rules and
regulations listed here:

Curling irons, blow dryers, wax pots and other employee-provided tools must
be UV-listed and in good working condition.

Power strips, phones, computers and other Luxe-provided equipment must be


used according to the users manual and with common sense. Additional
training will be provided upon request.

All employees will follow safe practices, use personal protective equipment as
required, render every possible aid towards promoting safe operations, and
report
all
unsafe
conditions
or
practices
to
their
immediate
manager/supervisor, when noted.

No one shall be permitted to work under the influence of alcohol, illegal drugs,
or prescription drugs that have been illegally obtained or have not been taken
in accordance with the prescribed dosage.

Keep your individual work area or station clean and orderly at all times; help
with the overall neatness of the salon, laundry and other duties as required by
managers or owners so that it is a safe and tidy environment for all.

Do not allow unauthorized persons to operate equipment or to have access


to restricted areas.

Store all materials and equipment in their proper places.

Learn Luxes posted locations of fire extinguishers and evacuation routes. Be


aware of your duties during a fire or disaster.

Employees are not allowed on Luxe Salon & Spa property after hours without
prior authorization from their supervisor.

Effective 01/01/2012 Luxe Salon & Spa at its option, may change, delete, suspend or
discontinue parts or the policy in its entirety, at any time without
Version 1.2

prior notice. In the event of a policy change, employees will be


notified. Any such action shall apply to existing as well as to future
employees.

Page 10

Employment Manual

3.8

Personal Property
Luxe Salon & Spa assumes no risk for any loss or damage to personal property
and recommends that all employees have personal insurance policies covering the
loss of personal property left at the salon.

3.9

Health-related Issues
Employees who become aware of any health-related issue should notify their
manager of health status as soon as possible.

3.10

Employee Requiring Medical Attention


Employees should report all work-related injuries and accidents immediately to
their supervisor, and then follow these steps:
1. Notify Management Team of your injury.
2. Appointment with the appropriate Physician immediately following the
incident.
3. Provide any and all Physician documents to the Management Team.

3.11

Weather-related and Emergency-related Closings


At times, emergencies such as severe weather, fires, or power failures can
disrupt company operations. In such instances, management will decide on the
closure and will provide official notification to employees.

STANDARDS OF CONDUCT

4.1

General Guidelines
All employees are urged to become familiar with Luxe Salon & Spa rules and
standards of conduct and are expected to follow these rules and standards
faithfully in doing their own jobs and conducting the companys business.

4.2

Attendance and Punctuality


Luxe Salon & Spa expects employees to be ready to work at the beginning of
assigned daily work hours to the end of assigned work hours. They are expected
to clock in and out, if required, according to their training.

Effective 01/01/2012 Luxe Salon & Spa at its option, may change, delete, suspend or
discontinue parts or the policy in its entirety, at any time without
Version 1.2

prior notice. In the event of a policy change, employees will be


notified. Any such action shall apply to existing as well as to future
employees.

Page 11

Employment Manual

4.3

Work Schedule
Unless otherwise specified, regular full-time employees are expected to work at
least twenty-five (25) hours per forty (40) hour workweek.

4.4

Absence and Lateness


From time to time, it may be necessary for an employee to be late or absent
from work. Luxe Salon & Spa is aware that emergencies, illnesses, or pressing
personal business that cannot be scheduled outside work hours may arise. It is
the responsibility of all employees to contact all affected parties if they will be
absent or late. Employees may be asked to provide documentation for reasons of
absence.

4.5

Unscheduled Absence
Absence from work for two (2) consecutive days without notifying management
will be considered voluntary resignation and may lead to immediate separation
from the company.

4.6

Meal and Break Periods


Arizona does not have any laws requiring an employer to provide a meal period or
breaks
to employees, thus the federal law applies. The federal law does not require an
employer to provide either a meal (lunch) period or breaks, but Luxe Salon & Spa
allows an unpaid twenty (20) minute lunch break if employees work six (6) or
more hours. Luxe also encourages employees to take a rest period.

4.7

Harassment Policy
Luxe Salon & Spa does not tolerate any workplace harassment. Workplace
harassment can take many forms. It may be, but is not limited to, words, signs,
offensive jokes, cartoons, pictures, posters, e-mail jokes or statements, pranks,
intimidation, physical assaults or contact, or violence. No employee will be
penalized or subjected to retaliation for making a good faith complaint of any
kind of harassment.

4.8

Sexual Harassment Policy


Luxe Salon & Spa does not tolerate sexual harassment. Sexual harassment may
include unwelcome sexual advances, requests for sexual favors, or other
unwelcome verbal or physical contact of a sexual nature when such conduct
creates an offensive, hostile, and intimidating working environment and prevents
an individual from effectively performing the duties of their position. No
employee will be penalized or subjected to retaliation for making a good faith
complaint of any kind of harassment.

Effective 01/01/2012 Luxe Salon & Spa at its option, may change, delete, suspend or
discontinue parts or the policy in its entirety, at any time without
Version 1.2

prior notice. In the event of a policy change, employees will be


notified. Any such action shall apply to existing as well as to future
employees.

Page 12

Employment Manual

4.9

Violence in the Workplace


Luxe Salon & Spa has adopted a policy prohibiting workplace violence. Consistent
with this policy, acts or threats of physical violence, including intimidation,
harassment, and/or coercion, which involve or affect Luxe Salon & Spa or which
occur on the salons or clients property, will not be tolerated.

4.10

Confidential Information and Nondisclosure


By continuing employment with Luxe Salon & Spa, employees agree that they will
not disclose or use any of Luxe Salon & Spas confidential information, either
during or after their employment. Luxe Salon & Spa sincerely hopes that its
relationship with its employees will be long-term and mutually rewarding.
However, employment with Luxe Salon & Spa assumes an obligation to maintain
confidentiality, even after an employee leaves the companys employ. Luxe Salon
& Spa also expects all employees to maintain the privacy and confidentiality of all
clients who share personal information with them.

4.11

Ethical Standards
Luxe Salon & Spa insists on the highest ethical standards in conducting its
business. Doing the right thing and acting with integrity are the two driving
forces behind Luxe Salon & Spas great success story. When faced with ethical
issues, employees are expected to make the right professional decision
consistent with Luxe Salon & Spas principles and standards.

4.12

Dress Code
Employees of Luxe Salon & Spa are expected to present a clean and professional
appearance while conducting business, in or outside of the office. Dressing in a
fashion that is clearly unprofessional, that is deemed unsafe, or that negatively
affects Luxe Salon & Spas reputation or image is not acceptable. Management
reserves the right to send an employee home if it deems clothing choices
inappropriate for the salon or spa floor.

4.13

Use of Equipment
Luxe Salon & Spa will provide employees with the some of the equipment needed
to do their job. None of this equipment should be used for personal use, nor
removed from the physical confines of Luxe Salon & Spa unless it is approved
for a job that specifically requires use of company equipment outside the
physical facility (i.e. Off site bridal appointment, trade show, or promotional or
charitable event).

Effective 01/01/2012 Luxe Salon & Spa at its option, may change, delete, suspend or
discontinue parts or the policy in its entirety, at any time without
Version 1.2

prior notice. In the event of a policy change, employees will be


notified. Any such action shall apply to existing as well as to future
employees.

Page 13

Employment Manual

4.14

Use of Computer, Phone, and Mail


Luxe Salon & Spa property, including computers, phones, electronic mail, and
voice mail, should be used only for conducting company business. Incidental and
occasional personal use of company computers, phones, or electronic mail and
voice mail systems is permitted following certain rules (i.e. no cell phones are
ever allowed for use at the front desk, etc.), but information and messages
stored in these systems will be treated no differently from other business-related
information and messages.

4.15

Use of Internet
Employees are responsible for using the Internet in a manner that is ethical and
lawful and reflects positively on Luxe. Use of the Internet at the salon must solely
be for business purposes and must not interfere with employee productivity.
Luxe Salon & Spa has a public persona on Facebook, Twitter, Yelp and other
Social Media sites. We encourage our employees to regularly contribute to
marketing the salon, its services, and its personnel by using these resources in a
regular, professional and positive manner. If you have questions, please see a
manager for more guidelines.

4.16

Use of Computer Software


Luxe Salon & Spa does not condone the illegal duplication of software. The
copyright law is clear. The copyright holder is given certain exclusive rights,
including the right to make and distribute copies. Title 17 of the U.S. Code states
that it is illegal to make or distribute copies of copyrighted material without
authorization (Section 106). The only exception is the users right to make a
backup copy for archival purposes (Section 117).

4.17

Smoking Policy
No smoking of any kind is permitted inside Luxe Salon & Spa. Smoking may take
place only in designated smoking areas outside Luxe Salon & Spa facilities.

4.18

Alcohol and Substance Abuse


It is the policy of Luxe Salon & Spa that the workplace be free of illicit drugs and
alcoholic beverages, and free of their use. In addition to damage to respiratory
and immune systems, malnutrition, seizures, loss of brain function, liver damage,
and kidney damage, the abuse of drugs and alcohol has been proven to impair
the coordination, reaction time, emotional stability, and judgment of the user.
This could have tragic consequences where demanding or stressful work
situations call for quick and sound decisions to be made.

Effective 01/01/2012 Luxe Salon & Spa at its option, may change, delete, suspend or
discontinue parts or the policy in its entirety, at any time without
Version 1.2

prior notice. In the event of a policy change, employees will be


notified. Any such action shall apply to existing as well as to future
employees.

Page 14

Employment Manual

4.19

Gifts
Employees my receive gifts from clients.

4.20

Complaint Procedure
Employees who have a job-related issue, question, or complaint should first
discuss it with their immediate supervisor. Employees who observe, learn of, or,
in good faith, suspect a violation of the Standards of Conduct of Luxe Salon &
Spa should immediately report the violation in accordance with the following
procedures:
1. Inform manager of the issue in writing by completing an Employee Concern
form and returning to manager mail box.
2. Verbally inform their manager of the issue.
NOTE: Management will take action to investigate the complaint, but the
employee who reported the incident may not be involved in the solution or told
what steps were taken to solve the problem. All good faith attempts will be made
to solve problem or complaints that arise with everyones best interests in mind.
Generally, situations will be resolved in two weeks or less depending on the
severity of the complaint.

4.21

Corrective Procedure
Unacceptable behavior that does not lead to immediate dismissal may be dealt
with in any of the following manners: (a) Oral Reminder, (b) Written Warning, (c)
Probation Period (d) Termination.

4.22

Crisis Suspension
An employee who commits any serious violation of Luxe Salon & Spa policies at
minimum will be suspended without pay pending an investigation of the situation.
Following the investigation, the employee may be terminated without any
previous disciplinary action having been taken.

4.23

Transfer Policy
Luxe Salon & Spa recognizes that a desire for career growth and other needs may
lead an employee to request a transfer to another position. An employee with
proper qualifications will be eligible for consideration for transfer to another
department.

4.24

Outside Employment
Employees may not take an outside job, either for pay or as a donation of their
personal time, with a competitor of Luxe Salon & Spa; nor may employees do

Effective 01/01/2012 Luxe Salon & Spa at its option, may change, delete, suspend or
discontinue parts or the policy in its entirety, at any time without
Version 1.2

prior notice. In the event of a policy change, employees will be


notified. Any such action shall apply to existing as well as to future
employees.

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Employment Manual

work on their own if it competes or interferes in any way with the sales of
products or services that Luxe Salon & Spa provides to its clients.

4.25

Employment Termination/Resignation
After the application of disciplinary steps, if it is determined by management that
an employees performance does not improve, or if the employee is again in
violation of Luxe Salon & Spa practices, rules, or standards of conduct, following
a Decision-Making Leave, employment with Luxe Salon & Spa will be terminated.
The following conduct is prohibited and will not be tolerated by Luxe Salon & Spa.
Prohibited conduct may result in discipline, up to and including discharge. This list
of prohibited conduct is illustrative only; other types of conduct that threaten
security, personal safety, employee welfare and company operations also may be
prohibited.

Failure or refusal to perform job duties and management requests.

Unauthorized release of confidential information about our clients, employees,


owners or our business operations.

Falsification of any work, personnel, timecards, or other organizational


records or other documents.

Unauthorized taking or removal of employer


unauthorized charges to one of our accounts.

Dishonesty or theft.

Illegal discrimination against or illegal harassment of coworkers.

Possession, consumption, or being under the influence of alcohol or a


controlled substance during working hours, on Luxe Salon & Spa premises or
at any time an employee is on Luxe business.

Possession of a firearm, weapon or other hazardous or dangerous device or


substance during working hours, on Luxe premises or at any time an
employee is on Luxe business.

Deliberate damage to our property or other employees or clients.

Pleading guilty to or being convicted of any crime other than a minor traffic
violation.

Excessive absenteeism, tardiness, or failure to report in when absent or late


for work.

Failure to provide a doctors certificate when requested to do so.

Inappropriate selling of merchandise or solicitation.

Unauthorized disclosure or use of information regarding THIPA business


matters, product information, operational procedures, or any other kind of
confidential information.

Mistreatment of a client, fellow employee, either verbal or physical

Violation of any other Luxe policy.

funds

or

property,

or

Although these are examples, other conduct that adversely affects performance
or the reputation of our salon and spa may also be grounds for disciplinary
action, up to and including discharge.

Effective 01/01/2012 Luxe Salon & Spa at its option, may change, delete, suspend or
discontinue parts or the policy in its entirety, at any time without
Version 1.2

prior notice. In the event of a policy change, employees will be


notified. Any such action shall apply to existing as well as to future
employees.

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Employment Manual

4.26

Exit Interview
In a voluntary separation situation, Luxe Salon & Spa management would like to
conduct an exit interview to discuss the employees reasons for leaving and any
other impressions that the employee may have about Luxe Salon & Spa.

4.27

Return of Company Property


Any Luxe Salon & Spa property issued to employees, such as computer
equipment, keys, parking passes or company credit card, must be returned to
Luxe Salon & Spa at the time of termination. Employees will be responsible for
any lost or damaged items and must provide a forwarding address. Federal Law
says that Luxe Salon & Spa must provide employees with a final paycheck on the
last day of work if we have at least seventy-two (72) hours notice or if the
termination is involuntary. If an employee leaves without notice, his/her paycheck
will be available within seventy-two (72) hours at our office. Final paychecks will
include all wages for hours worked through the last day of employment.

5 COMPENSATION POLICIES
5.1

Base Compensation
It is Luxe Salon & Spas desire to pay all employees wages or salaries that are
competitive with other employers in the marketplace and in a way that will be
motivational, fair, and equitable. Compensation may vary based on roles and
responsibilities, individual, and company performance, and in compliance with all
applicable laws. NOTE: Employees are required to check on and confirm by the
Tuesday of the week they are being paid that there are NO payroll mistakes. If
there are mistakes please complete a payroll change form (available in the office)
complete with date and signature. Please place the form in Kristen Arias Folder
at the front desk for processing.

5.2

Performance Bonuses
Performance bonuses may be given to Luxe Salon & Spa employees at the
discretion of management. There are two factors that typically determine bonus
availability and amounts: (a) Company PerformanceProfits, (b) Personal
Performance.

5.3

Timekeeping Procedures
By law, Luxe Salon & Spa is obligated to keep accurate records of the time
worked by employees. Each hourly employee must fill out the appropriate
electronic Luxe Salon & Spa Time Record each week, and time records must be
completed in accordance with the Luxe Salon & Spa time-reporting guidelines
explained during orientation.

Effective 01/01/2012 Luxe Salon & Spa at its option, may change, delete, suspend or
discontinue parts or the policy in its entirety, at any time without
Version 1.2

prior notice. In the event of a policy change, employees will be


notified. Any such action shall apply to existing as well as to future
employees.

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Employment Manual

5.4

Overtime Pay
Overtime compensation is paid to non-exempt employees in accordance with
federal and state wage and hour restrictions. All overtime work performed must
receive a managers prior authorization.

5.5

Payroll and Paydays


The frequency of Luxe Salon & Spa Payroll distribution is dependent upon an
employees employment status. Regular hourly non-exempt employees and
contingent hourly non-exempt employees are paid bi-weekly on or by the Friday
following the end of the pay week.

5.6

Performance and Salary Reviews


Luxe Salon & Spa wants to help employees to succeed in their jobs and to grow.
In an effort to support this growth and success, Luxe Salon & Spa has an annual
review process for providing formal performance feedback. Depending on the
employees anniversary date, the performance review is held during either the
March or the September review cycle.
Salary/wage reviews typically occur in conjunction with the annual performance
review process. The calculation and implementation of changes in base
salary/wage depend on both company and personal performance and will typically
occur in either April or October; whichever most closely follows the employees
review cycle.

5.7

Opportunities for AdvancementProgression and Promotion


Luxe Salon & Spa would like to provide employees with every opportunity for
advancing to other positions or opportunities within the company. Approval of
progression moves or promotions depends largely upon training, experience, work
record, and business need. However, Luxe Salon & Spa reserves the right to look
outside the company for potential employees as well.

Effective 01/01/2012 Luxe Salon & Spa at its option, may change, delete, suspend or
discontinue parts or the policy in its entirety, at any time without
Version 1.2

prior notice. In the event of a policy change, employees will be


notified. Any such action shall apply to existing as well as to future
employees.

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GROUP HEALTH AND RELATED BENEFITS

6.1

Benefits Summaries and Eligibility


At this time, Luxe Salon & Spa does not sponsor a comprehensive program that
includes health or retirement benefits. However, we are proud of the many
benefits we do offer that are contained in this section, including discounted
access to our professional services. Please speak with your manager for more
details.

6.2

Workers Compensation
All employees are entitled to Workers Compensation benefits paid by Luxe Salon
& Spa. This coverage is automatic and immediate and protects employees from
work-related injury or illness. If an employee cannot work due to a work-related
injury or illness, Workers Compensation insurance pays his or her medical bills
and provides a portion of his or her income until he or she can return to work.

6.3

Unemployment Compensation
Unemployment compensation is designed to provide a temporary income for
those who are out of work through no fault of their own. Depending upon the
circumstances, employees may be eligible for Unemployment Compensation upon
termination of employment with Luxe Salon & Spa. The Division of Unemployment
Insurance of each States Department of Labor determines eligibility for
Unemployment Compensation. Luxe Salon & Spa pays the entire cost of this
insurance program.

6.4

Social Security
The United States Government operates a system of mandated insurance known
as Social Security. As a wage earner, employees are required by law to contribute
a set amount of weekly wages to the trust fund from which benefits are paid. As
employer, Luxe Salon & Spa is required to deduct this amount from each
paycheck an employee receives. In addition, Luxe Salon & Spa matches employee
contributions dollar for dollar, thereby paying one-half of the cost of our
employees Social Security benefits.

6.5

Educational Assistance
Luxe Salon & Spas believes that education leads to self-improvement and
recognizes that the skills and knowledge of its employees are critical to the
success of the organization. In that vein, Luxe Salon & Spa encourages continuing
education and is willing to consider paying for some or all expenses for courses
which are directly related to an employees present job or which will help an
employee prepare for more responsibilities or promotions within the organization.
Please see a manager for more information.

Effective 01/01/2012 Luxe Salon & Spa at its option, may change, delete, suspend or
discontinue parts or the policy in its entirety, at any time without
Version 1.2

prior notice. In the event of a policy change, employees will be


notified. Any such action shall apply to existing as well as to future
employees.

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Employment Manual

6.6

Training and Professional Development


A specific schedule of basic training and orientation has been established for job
and employment classifications. Our Coaching/Mentoring System provides
guidance in professional development and Luxe Salon & Spa encourages all
interested employees to take advantage of the salons Continuing Education
Initiative and seek out further job-specific training. All courses must be approved
by a manager and owner and may be paid for in part or in whole.

Effective 01/01/2012 Luxe Salon & Spa at its option, may change, delete, suspend or
discontinue parts or the policy in its entirety, at any time without
Version 1.2

prior notice. In the event of a policy change, employees will be


notified. Any such action shall apply to existing as well as to future
employees.

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Employment Manual

TIME-OFF BENEFITS

7.1

Holiday Policy
Luxe Salon & Spa does not offer holiday pay, but recognizes the following
holidays and is closed for business: New Years Day, Memorial Day, Easter, Fourth
of July, Thanksgiving, Christmas Eve and Christmas Day.

7.2

Employees are allowed one day before or after a holiday to be taken as a


vacation day each year.

Additional requests for time off require appointment coverage and must be
approved by management.

Vacation Time
Employees working fifty (50) hours in a two (2) week pay period are eligible for
fifteen (15) days of unpaid vacation every year. Time requested off after fifteen
(15) days will require appointment coverage or be denied.
Employees working less than fifty (50) hours in a two (2) week pay period are
eligible for seven (7) days unpaid vacation every year. Time requested off after
seven (7) days will require appointment coverage or be denied.
All vacation requests are considered pending until employee finds appointment
coverage (if needed) and the coverage and schedule changes are approved by
management.

7.3

Sick Leave
Sick leave may be used during an employees own illness or for an illness in the
employees immediate family. Upon missing two (2) or more days, employee
must provide Luxe Salon & Spa with a letter written from a doctors office.

7.4

Bereavement Leave
Generally, a full-time or part-time employee shall be entitled to unpaid
Bereavement Leave upon the death of a family member.

7.5

Jury Duty
Luxe Salon & Spa is committed to supporting the community in which our
company operates, including supporting employees in fulfilling their
responsibilities to serve as jurors whenever it is possible. When an employee
receives notification regarding upcoming jury duty, it is their responsibility to
notify their direct manager within one (1) business day of receiving the notice.
Although Luxe Salon & Spa does not pay for time used toward Jury Duty,
employees can elect to use paid time off if coverage can be found.

Effective 01/01/2012 Luxe Salon & Spa at its option, may change, delete, suspend or
discontinue parts or the policy in its entirety, at any time without
Version 1.2

prior notice. In the event of a policy change, employees will be


notified. Any such action shall apply to existing as well as to future
employees.

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7.6

Military Reserves or National Guard Leaves of Absence


Employees who serve in U.S. military organizations or state militia groups such as
the National Guard may take the necessary time off to fulfill this obligation and
will retain all of their legal rights for continued employment under existing laws.

7.7

Family/Medical Leaves of Absence


Occasionally, for medical, personal, or other reasons, employees may need to be
temporarily released from the duties of their job with Luxe Salon & Spa. It is the
policy of Luxe Salon & Spa to allow its employees to apply for and be considered
for certain specific leaves of absence, including maternity leave, for up to 12
weeks. All requests for leaves of absence should be submitted in writing to
management.

7.8

Extended Disability Leaves


If a period of disability continues beyond the 12 weeks provided for within the
Family/Medical Leaves of Absence section, an employee may apply in writing for
an extended disability leave.

7.9

Uniformed Services Employment and Reemployment


As an Equal Opportunity Employer, Luxe Salon & Spa is committed to providing
the basic employment and reemployment services and support as set forth in the
Uniformed Services Employment and Reemployment Rights Act of 1994
(USERRA).

7.10

Personal Leaves of Absence


In special circumstances, Luxe Salon & Spa may grant a leave for a personal
reason, but never for taking employment elsewhere or becoming self-employed.
Personal leaves of absence must be requested in writing and are subject to the
discretion of management.

Effective 01/01/2012 Luxe Salon & Spa at its option, may change, delete, suspend or
discontinue parts or the policy in its entirety, at any time without
Version 1.2

prior notice. In the event of a policy change, employees will be


notified. Any such action shall apply to existing as well as to future
employees.

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EXPENSES

8.1

Introduction
The following is a comprehensive guide to the Luxe Salon & Spa Expense Policy
and procedures for the reporting and reimbursement of expenses. Any manager
who approves expense reports should be familiar with this policyauthorizing an
expense report indicates to Luxe Salon & Spa that the expenses reported are
legitimate, reasonable, and comply with this policy.

8.2

Company Supplies, Other Expenditures


Only authorized persons may purchase supplies in the name of Luxe Salon & Spa.
No employee whose regular duties do not include purchasing may incur any
expense on behalf of Luxe Salon & Spa. Without a properly approved purchase
order, Luxe Salon & Spa is not obligated for any purchase.

8.3

Expense Reimbursement
Under ordinary circumstances, persons traveling on Luxe Salon & Spa business
may be entitled to transportation, hotel accommodation, meals, and limited
incidentals (for example, taxis and telephone calls) that meet reasonable and
adequate standards for convenience, safety, and comfort. Such circumstances
must be arranged ahead of time with management and approved before being
incurred.

Effective 01/01/2012 Luxe Salon & Spa at its option, may change, delete, suspend or
discontinue parts or the policy in its entirety, at any time without
Version 1.2

prior notice. In the event of a policy change, employees will be


notified. Any such action shall apply to existing as well as to future
employees.

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EMPLOYEE COMMUNICATIONS

9.1

Open Communication
Luxe Salon & Spa has an open door policy with employees. Communication is
essential to our success, so employees are encouraged to talk with management
any time they have a concern, idea, or problem in their relationship with another
employee.
Luxe Salon & Spa encourages employees to discuss any issues they may have
with a co-worker directly with that person in a discreet, professional manner. If a
resolution is not reached, both employees should complete an Employee Concern
Form and arrange a meeting with the manager responsible for handling employee
concerns. Any information discussed in an Open Communication meeting is
considered confidential, to the extent possible while still allowing management to
respond to the problem. Retaliation against any employee for appropriate usage
of Open Communication channels is unacceptable.

9.2

Staff Meetings
In order to keep the communication channels open, Luxe Salon & Spa implements
a quarterly company-wide staff meeting. All employees are required to attend,
including those who are paid hourly. Information given during staff meetings is
vital to the growth and function of Luxe Salon & Spa. Appropriate notice will
always be given.

9.3

Bulletin Boards
Luxe Salon & Spa has posted bulletin boards in the employee lounge where
employees can find organizational announcements, news/events, company
policy/pricing updates and discussions about specific topics. The employee is
responsible for reading necessary information posted on the bulletin boards. No
personal postings are allowed on bulletin boards.
Newsletters will be provided for employees quarterly. Employees can find
organizational announcements, news/events, company policy/pricing updates
and discussions about specific topics.

9.4

Suggestions
Luxe Salon & Spa encourages all employees to bring forward their suggestions
and good ideas about making Luxe Salon & Spa a better place to work and
enhancing service to Luxe Salon & Spa customers. Any employee who sees an
opportunity for improvement is encouraged to talk it over with management.
Management can help bring ideas to the attention of the people in the
organization that will be responsible for possibly implementing them. All
suggestions are valued.

Effective 01/01/2012 Luxe Salon & Spa at its option, may change, delete, suspend or
discontinue parts or the policy in its entirety, at any time without
Version 1.2

prior notice. In the event of a policy change, employees will be


notified. Any such action shall apply to existing as well as to future
employees.

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Employment Manual

9.5

Closing Statement
Successful working conditions and relationships depend upon successful
communication. It is important that employees stay aware of changes in
procedures, policies, and general information. It is also important to communicate
ideas, suggestions, personal goals, or problems as they affect work at Luxe Salon
& Spa. We look forward to watching our staff grow with us as a company.

Effective 01/01/2012 Luxe Salon & Spa at its option, may change, delete, suspend or
discontinue parts or the policy in its entirety, at any time without
Version 1.2

prior notice. In the event of a policy change, employees will be


notified. Any such action shall apply to existing as well as to future
employees.

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10

ACKNOWLEDGMENT
I acknowledge that I have received a copy of the Luxe Salon & Spa Employment
Policies, and I do commit to read and follow these policies.
I am aware that if, at any time, I have questions regarding Luxe Salon & Spa
Company Policies I should direct them to my manager.
I know that Luxe Salon & Spa company policies and other related documents do
not form a contract of employment and are not a guarantee by Luxe Salon & Spa
of the conditions and benefits that are described within them. Nevertheless, the
provisions of such Luxe Salon & Spa company policies are incorporated into the
acknowledgment, and I agree that I shall abide by its provisions.
I also am aware that Luxe Salon & Spa, at any time, may on reasonable notice,
change, add to, or delete from the provisions of the company policies.

________________________________
___________________________
Employees Printed Name
Position

________________________________
___________________________
Employees Signature
Date

Effective 01/01/2012 Luxe Salon & Spa at its option, may change, delete, suspend or
discontinue parts or the policy in its entirety, at any time without
Version 1.2

prior notice. In the event of a policy change, employees will be


notified. Any such action shall apply to existing as well as to future
employees.

Page 26

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