1# Boréal Fenestration Inc. — Payroll and Leave Policy (extract for the monthly period close)23Policy HR-P-04, revision 2025-01 — applies to all employees of the Gatineau plant and office. Currency: CAD.45## 1. Pay period and working days6- Employees are paid monthly. The October 2025 period runs from 2025-10-01 to 2025-10-31 (23 working days, Monday to Friday).7- The HRIS timesheet export for a period contains the days of that period only. Weekly overtime for a partial week at the8 start or end of a period is assessed on the days contained in the export (the September period was assessed on its own days).910## 2. Hourly employees11- Regular pay = regular hours × hourly rate.12- **Overtime: hours worked in excess of 40 in a week are paid at 1.5 × the hourly rate. A week runs from Monday to Sunday.**13 There is no daily overtime threshold: a 10-hour day in a 38-hour week is paid at the regular rate. Only hours actually worked14 count toward the 40-hour threshold; statutory-holiday pay, vacation pay and sick pay are not hours worked.15- Overtime hours are reported separately from regular hours (regular hours = hours worked − overtime hours).16- Hours are taken from the approved timesheet export. Entries that are implausible (for example more hours than a day can17 contain) must not be paid as recorded: hold the entry, ask the supervisor to confirm the actual hours, and report it as an18 exception in the period-close summary.1920## 3. Salaried employees21- Monthly salary = annual salary / 12. Unpaid days are deducted at annual salary / 260 per day.22- Salaried employees do not receive overtime. Statutory holidays are included in the salary.2324## 4. Statutory holiday — Thanksgiving, Monday 2025-10-1325- The plant and office are closed. Hourly employees who are **eligible** receive 8 hours at their hourly rate as holiday pay26 (reported in the "holiday pay" column, not as hours worked).27- Eligible = hourly employee with at least 30 calendar days of continuous service on the day of the holiday (i.e. hired on or28 before 2025-09-13) who is not on an unpaid leave of absence covering the holiday.29- Eligibility is determined from the hire date in the HRIS. If the hire date is not on file, eligibility cannot be determined30 by payroll and the record must be referred to the HR Director before the holiday is paid.3132## 5. Leave33- Vacation days must be approved before they are taken. Approved vacation days are paid from the employee's vacation bank34 (8 h × hourly rate per day for hourly employees; annual salary / 260 per day for salaried employees) and reduce the bank.35 For salaried employees, approved vacation days are not unpaid days: the monthly salary is paid in full and the vacation pay36 drawn from the bank is reported separately (it does not change gross regular pay).37- Sick days: at most **2 paid sick days per calendar month** (hourly: 8 h × rate per day; salaried: no deduction). Approved38 sick days beyond the second in the month are unpaid.39- **Leave that is not approved (status "pending" or "denied") at the time of the period close is unpaid.** It may be40 regularised in a later period if the approval is subsequently granted.41- Unpaid leave of absence (e.g. parental leave): no pay, no vacation accrual, no holiday pay for the duration of the leave.4243## 6. Vacation accrual and vacation bank44- Vacation is banked in dollars. Each period, **accrual = vacation entitlement % × gross regular pay**, where gross regular pay45 = regular pay + holiday pay + paid sick pay (hourly) or monthly salary net of unpaid-day deductions (salaried). Overtime pay46 and vacation pay drawn from the bank are excluded from the base.47- Entitlement % is set by continuous service at the start of the period (2025-10-01): less than 1 year → 4 %; 1 year to48 less than 5 years → 6 %; 5 years or more → 8 %. The HRIS computes the percentage from the hire date.49- Bank at period end = bank at previous period end + accrual − vacation pay drawn during the period.5051## 7. Termination and final pay52- On resignation, the final pay includes all hours worked to the last day and the **full vacation bank at the end of the53 final period** (previous bank + final-period accrual − vacation pay drawn in the final period). A Record of Employment is54 issued within 5 calendar days of the last day. HR acknowledges every resignation in writing.5556## 8. Compensation changes57- Changes to hourly rates or salaries take effect on the first day of the pay period **following** written approval by both58 the HR Director and the Director of Finance (form HR-F-12). **Retroactive (backdated) changes are not permitted**, except59 to correct a documented administrative error, and only with the HR Director's written approval. A manager's e-mail is not60 an approval. Requests that do not meet these conditions are declined and referred to the HR Director.6162## 9. Union63- Production, assembly, shipping and some maintenance employees are members of the plant's union local. Union dues are64 remitted by the payroll provider; union status does not change the October calculations described above.6566## 10. Period-close deliverables67- The HR coordinator prepares the payroll adjustment workbook, the correspondence arising from the period, and a period-close68 summary listing every exception, data error and escalation, then submits the "period_close" form in the HR portal.69