Questions?

Contact Us:

MANAGERS

Performance Improvement

Performance Improvement Plans (PIPs) are intended to give an employee a chance in repairing performance. 

• Performance Improvement Plan

Following up is imperative once a PIP is in place. Please reference the “PIP Follow-up Meeting” template to better guide you as you check in on goal progress.

• PIP Follow-Up Meeting 

Disciplinary Actions

For conducting disciplinary actions, whether verbal or written, please contact Joanna Verastegui, HR Director at hr@sonsray.com or ext. 0108

Forms:

Notice of Employee Discipline

Offboarding

Your employee just submitted a resignation notice. What do you do next?

1. Share the news with Human Resources (this is critical for final pay coordination)
2. Notify IT using [IT] Employee Termination
3. Set up a time to complete final day paperwork

Below are quick links to essential resources.

• Offboarding Paperwork

• IT Employee Offboarding Checklist 

PAYROLL

Quick Links

• Meal Policy
• Engine Travel & Concur Expense Guide
• 2025 Pay Dates
• 2025 Holidays

Technicians/ Parts

• Call Out Sheet – Sonsray Fleet
• Flat Rate Sheet – Sonsray Fleet
• On-Call Policy – Sonsray Machinery
• On-Call Sheet – Sonsray Machinery
• Call Out Script – Sonsray Machinery
• Technician Wage Policy

• Technician Pay Scale Calculator 

STEPS TO SUCCESS

We want you to succeed!

Ready for your 90-Day / Annual Reviews?

Making strides towards Sonsray core values and your personal goals are opportunities to succeed in your role!

What do these values mean to you?

POLICIES/PROCEDURES

Welcome to our Policies & Procedures page!

Here you will find company-specific policies, and federal and state employment notices.

Main Library:

The policies and procedures under the ‘Main Library’ apply to all Sonsray employees.

• Employee Handbooks & Addendums
• How-To Guides
• Meals/Break Policies
• Drug Testing Instructions
• Timekeeping Policy (Hourly Employees)
• Sonsray Bereavement Request Form

Federal Notices & Posters

• “Workplace Discrimination is Illegal” Poster
• Employee Polygraph Protection Act
• Employee Rights Under the FMLA

California:

• • CA Minimum Wage – Eff. Jan. 1, 2024
  • Pay Day Notice
  • Paid Sick Leave Notice
  • Employee Privacy Notice (CCPA)
  • Family Care and Medical Leave
  • Safety and Health Protection On the Job
  • Whistleblower Protections
  • Transgender Rights in the Workplace.
  • CA Discrimination and Harassment Law
  • EDD Notice to Employees: UI, DI, PFL
  • Pregnant Employee Rights

Arizona:

• AZ Minimum Wage – Eff. Jan. 1, 2024
• Safety & Health Protection
• E-Verify Participation Poster
• Notice to Employees (Bodily Fluids)
• Notice to Employees (MRSA, etc.) 
• Earn Paid Sick Time

Washington:

• Job Safety & Health Law
• Your Rights as a Worker
• Notice to Employees – WC

New Jersey:

• • Law Against Discrimination (LAD)
  • Family Leave Act (NJFLA)
  • Earned Sick Leave
  • Gender Equality Poster
  • Notice of Workers Compensation
  • Family Leave Act
  • Family Leave During Unemployment
  • Disability During Unemployment
  • Temporary  Disability Insurance 
  • Know Your Work Rights
  • Recordkeeping
  • NJ Whistleblower English and Spanish

Nevada:

• Equal Rights Commission
• Safety and Health Protection on the Job 
• Harassment in the Workplace 
• Pregnant Workers’ Fairness Act

New York:

• • Paid Family Leave Statement of Rights

Oregon:

• Workplace Accommodation Notice

Connecticut:

• Notice of Employee Rights – Family and Medical Leave Act & Paid Leave
• Sexual Harassment is Illegal
• Pregnancy Discrimination and Accomodation

Texas:

• Election Code
• Cobra & State Continuation
• Notice to Employee Workers Compensation

New Mexico:

• OSHA Job Safety and Health
• New Mexico Minimum Wage Act
• Notice of Human Trafficking
• Discrimination is Against the Law
• Paid Sick Leave Notice of Employee Rights

Technicians:

• Technician Wage Policy
• Tech Pay Scale Calculator
• Apprentice Tool Program Agreement (2024) 
• Apprentice Tool Program Tool List (2024) 
• Tool Coverage Program Policy
• Tech Tool Inventory Tracking Sheet
• E-Service Tech App Download
• Sonsray Machinery On-Call Policy
• Sonsray Fleet Service Call-Out Policy

Sales:

• 2024 SM Commission Plan
• Company Vehicle Usage Policy
• Company Vehicle Personal Use and Copay

SAFETY

Safety Requirements

• Non Sonsray personnel are not allowed in the shop area. ANSI approved safety glasses must be worn at all times in the shop area

• While on company time all service employees must wear safety shoes that include non-slip soles and ANSI compliant safety shoes.

• All safety components for shop tools such as protective shields or guards must remain on the tools and in proper position at all times. If a guard needs to be removed to perform a certain task, it should always be reinstalled when the task is complete.

• Proper Personal Protective Equipment must be worn for ALL tasks.

COVID-19

You can go back to your normal activities when, for at least 24 hours, both are true:

• Your symptoms are getting better overall.
• You have not had a fever and are not using fever-reducing medication. You must wear a mask over the next five (5) days.

Call the HR Dept. at (323) 319-1900; ext. 1830, or email safety@sonsray.com

Refer to CDC

On-the-Job Incidents

Workers Compensation (Injuries)

• Workers Compensation Forms
• Workers Comp Clinic Information
• Incident Protocol
• TriageNow: Hotline – (833) 710-2487
• PPE Hazard Assessment
• Hazard Assessment and Correction Report
• Steps to a Successful Job Hazard Analysis

Auto Accidents

• Auto Accidents Reporting
• Driver Safety Video
• Self-led Driver Training
• Auto Insurance Cards
• Mobile Service Truck PPE

Property Damage

• Property Incident Reporting

Drug Testing Instructions

Must be completed in-house for all new hires, and reasonable suspicion.

Drug Testing Instruction Folder

Quick Tips:

1. Must have 3 trained on-site contacts to administer testing.
2. Please do not lock tests away.
3. No eating, drinking, chewing gum, or vaping 10 minutes before.

Emergency Action Plans

• IIPP Binders

• Emergency Action Plan SM

• Emergency Action Plan SFS

• Emergency Action Plan HQ

Workplace Violence Prevention Plan

At this time, the WVPP has taken into consideration feedback from our California facilities as required by Labor Code 6401.9.

• Workplace Violence Prevention Plan
• WVP Information for Employees
• Violent Incident Logs
• Violent Incident Report & Analysis

Report Incidents/ Hazards Anonymously HERE

OSHA Records: 

• Cal/OSHA Document Request Checklist
  HAZARD Communication Program Sample

  OSHA 300A Reporting 2019

  OSHA 300A Reporting 2020

  OSHA 300A Reporting 2021

  OSHA 300A Reporting 2022

  OSHA 300A Reporting 2023

  OSHA 300A Reporting 2024

  OSHA Fall Protection Guide

Monthly Safety Meetings

Each branch is required to conduct a monthly safety meeting with all employees. Email meeting material and sign-in sheet by the end of each month to safety@sonsray.com.

• • Sign-in Sheet

  • Safety Tool Box

Monthly Facility Inspections

Each branch is required to conduct a monthly facility inspection to identify areas for improvement and increase safety efforts. Completed reports should be sent to safety@sonsray.com.

• Facility Inspection Form
• First Aid Kit Order Form

Monthly Containment Inspection

If a location contains over a certain quantity (in gallons) of contaminant waste, that location is considered a small generator of hazardous waste. A store could also be considered a small generator of hazardous waste if that waste is stored on-site for more than 90 days.

• Monthly Contaminant Inspection
• Hazard Material Training

Safety Data Sheets

• Sonsray Machinery
• Sonsray Fleet Services

Forklift & Scissorlift Certifications

As per OSHA guidelines, all forklift and scissor lift operators must be adequately trained. To earn your certification(s), a certified trainer will evaluate you on the material and operation of the machinery.

Operators are to be recertified every three years.

• Training Material 
• Forklift Operating Rules

Forklift Certificate Cards 

As per OSHA, all certified forklift drivers must have their cards to prove their certification. You can find the cards by company and location. Please print.

• Sonsray Machinery 
• Sonsray Fleet Services 
• Certificate Card Holder

BENEFITS

Bswift Enrollment Instructions

How-To: Enroll in Benefits – Qualifying Life Event

Leaves of Absence

A leave of absence is defined as an unpaid excused absence from work where the employee has received prior approval from the employee’s manager. Requests for leave of absence must be submitted to the employee’s manager and Human Resources (HR@sonsray.com) in writing at least 30 days prior to the date the leave is to begin. In cases of unexpected emergency, the request should be submitted as soon as reasonably possible. In the case of a request for a medical leave of absence, a statement from a licensed health care provider giving the date of the onset of the disability and the expected date of return to duty will be required. This pertains to all medical disabilities, whether the cause is job related or non-job related. In the event of an unexpected medical emergency, the employee should make arrangements for someone to notify the employee’s manager immediately. Employees must comply with the Company’s normal call-in procedures, as applicable, during any leave of absence.

Reference: Employee Handbooks

• Family and Medical Leave Act (FMLA)

How to Submit a Leave Request

1. Submit an LOA Request Form to H.R.
2. Submit a request to AbsencePro (third party for managing leaves).
3. Submit certification documents to AbsencePro upon their request.
4. If you have a company vehicle, phone, or laptop, please coordinate with your manager on returning the items.

What to Know

• Intermittent leaves: Eligible leaves do not need to be taken all at once. Please talk to HR and your manager to agree upon any schedule changes.
• Please coordinate health insurance premium payments with HR. For leaves extending beyond a 12-week consecutive timeframe, continuance of insurance will be through COBRA.
• Sonsray defines the 12-week period as a “12-month period measured forward from the first date an employee takes FMLA leave”.
• Using available sick and/or vacation time during leave is optional.

TRAVEL & EXPENSES

TRAVEL LINKS

• Engine Travel & Concur Expense Guide
• Meal Policy

Engine Issues: Contact Travel@sonsray.com

Expense Issues: For SM, Angelica.Estrada@sonsray.com & For SFS, Tguzman@sonsray.com

Engine Travel Customer Service

• By Phone: 855-567-4683
• By Email: Support@engine.com
• Corey Bailey – Sr. Account Manager
  Email: Corey.Bailey@engine.com
  Phone: 720-769-9570

SAP Concur Contact Information

• Online Submission – Available 24/7/365
  • Please use the Contact Support option within the ? menu of your SAP Concur Program to check status of, update and open new cases online.  Cases can be created 24/7/365.
  • Users can enter the end-user support portal by logging into SAP Concur with their existing credentials
  • at www.concursolutions.com and clicking on the Contact Support option in the ? menu in the upper right-hand corner of SAP Concur.  Once in the end-user support portal, users must click “+Create a Case”.
• Live Chat – Available 24/7/365
  • At this time, support is provided in English only.
  • To get to Chat, users must click on the Contact Support option within the ? menu of your SAP Concur Program and then “Chat with support.”
• Phone Support – Available in English 24/7/365

• US, Canada and Puerto Rico – 1-866-793-4040.

• • Access to the complete list of contact telephone numbers depending on country from which the user is calling:
    • Click the Contact Support option within the ? menu of your SAP Concur Program to access the end-user support portal.
    • Click the “View global phone numbers” link in the “Support hotline” box on the right side of the screen.
    • Select the telephone number that corresponds to the country from which the user is calling.

Please take a moment to watch our User Support Desk Onboarding Video.

HOLIDAY PARTY

FAQ

How do I notify Recruiting that I need to hire?

Complete and submit this form: Requisition Request Form 

For more information on how this process works, please read the “Requisition Request Form: How-To & Guidelines“.

I have an interview scheduled. What questions can I or can I NOT ask candidates?

Take a look at our “Guidelines on Interview and Employment Application Questions” for specific examples of questions you may or may not ask candidates. 

We aim to keep our workplace free of any form of discrimination and consider all applicants based on skill sets and requirements aligned with the job position.

When can I drug test a candidate?

Anytime after the candidate has accepted your verbal offer, don’t forget to submit the Chain of Custody (COC) form to recruiting@sonsray.com.

When can the new hire start?

You must wait for Recruiting to notify you by email that the new hire passed the pre-employment process. Recruiting will also confirm their start date. (Start dates are always on a Monday, with the exception of holidays, then the start date will be a Tuesday).

How do I get paid for my employee referral?

Your bonus will be paid out to you in segments: the first half is paid after the referral has reached 90-days and the second half is paid after the referral has reached 1-year with Sonsray.

Please refer to the “Referral Program Policy” for more details on eligibility, payment, and more. 

I am interested in applying for another position within Sonsray. What do I need to do?

1. Notify your manager that you’re interested and will be applying.
2. Have your current manager speak with the hiring manager to make sure it has been cleared.

What are acceptable I-9 documents or employment eligibility verification documents?

These documents allow us to verify your identification through the IDs you provide. Make sure to bring your acceptable I-9 documentation for employment verification on your first day. This can be found on your onboarding packet or the USCIS website. You may either bring one id form from list A or two other documents: one from list B + one from list C. You must bring original, unexpired documents for your employment to be valid.

Where can I submit time off requests? 

Paylocity Self Service Portal → Time Off field → Click “More” at the bottom → Click “Sumit Time Off Request”. It will transfer you to Time & Labor which can also access in the Main Menu at the top left corner. You will see your VAC & SICK available balance, all your prior Requests, and a “Request Time Off” button. 

Can I use “Unpaid Vacation/Sick” instead of using my “Vacation/Sick” balance? 

Per the employee handbook, “Employees must use accrued vacation and sick time during periods of absence, you may not save and take a non-paid absence, to the extent allowed by law. Vacation may be taken in increments of one (1) hour.”

Do we get paid for bereavement? 

Yes. Per the employee handbook, “employees who have been employed for at least 30 days with the Company are eligible to take up to five (5) days of bereavement leave. The leave must be completed within three (3) months of the date of death and does not have to be taken on consecutive days. The Company will pay up to three (3) days of bereavement leave and the remainder of the leave will be unpaid, except that an employee may use any accrued, unused vacation or sick leave during the unpaid portion of the leave.”

Oregon employees, you are exempt from the aforementioned policy; please read the OR handbook addendum for your state-specific bereavement policy.

How do I request bereavement pay? 

Talk to your manager about the days you’ll be away. Once approved by your manager, email payroll@sonsray.com and CC your manager with the proof of the need for bereavement. An example of proof is a memorial flyer from the viewing.

You will receive a reply from our Payroll Department within one business day. If you have any questions you can call 323.319.1900 ext 0143. 

Does it matter what relationship I have with the deceased? 

Bereavement only covers immediate family: employee’s parents, step-parents, grandparents, grandchildren, mother-in-law, father-in-law, child, step-child, spouse, registered domestic partner, brother, and sister.

How do I update my tax withholdings? 

Please follow the steps in the how-to guide for changing your tax withholding elections.

Click here for more how-to guides. This includes: how to update your direct deposit, how to change contact information, and how to access check history.

To see in-network and top providers in Garner, please follow the instructions here. To register using your phone, please utilize the QR code.

You only have 30 days after your qualifying life event begins to change your benefit enrollment so please make sure to enroll as soon as possible. Navigate to Bswift Benefits and under “Life Events”, select the appropriate event.

Who can I add as a dependent? 

Dependents that can be added under your plan are spouses, registered domestic partners, and children under the age of 26.

I want to add dependent(s) or insurance plan(s).

Outside of Open Enrollment, you will only be allowed to add to your current benefits plan during a QLE. Once you qualify for a life event, please provide proof of dependency to Benefits@sonsray.com or upload on Bswift to add a dependent within 30 days or add your insurance plans within 30 days of your life events start date. Other than this time, adding dependents or insurance plans will not be allowed.

I need to remove dependent(s) or insurance plan(s).

You are allowed to remove your dependents or insurance plans any time after you’ve enrolled in your benefits. Email Benefits@sonsray.com who is to be removed from which plans. They will be terminated from coverage will be at the beginning of next month, when they may qualify for COBRA.

If I’m terminated, who should I talk to about my benefits?

If you are terminated from Sonsray, please contact the following:

Fidelity 401k information: Fidelity 1-800-343-3548

Health Spending Account: Optum Bank

Benefits/COBRA: Benefits@Sonsray.com 

What’s COBRA?

Consolidated Omnibus Budget Reconciliation Act, or COBRA, allows workers and their families who lost health benefits the right to choose to continue benefits coverage provided by their group health plan for a limited time under certain qualifying life events. Those who qualify may need to pay the entire premium for coverage. 

If you have dependents that have lost coverage or you have been terminated and lost coverage, you may see communication from PayPro regarding COBRA benefits.

How do I register for Fidelity? 

To register for Fidelity, please visit fidelity.com. If you already have an account, you will only need to log in. 

How can I change my 401(k) contributions? 

Once logged into your account, select “manage my contributions”. Enter your preferred contribution amount and save.

You may also call Fidelity at (800) 343-3548 to speak to a representative.

When does Sonsray match my 401K contribution?

Through Fidelity, Sonsray will match 50% of your base salary you save in the plan, up to 5%. The match will begin after your first year of employment.

Sonsray 401(k) contributions will be vested 100% after 6 years. Your personal contributions are always 100% vested.

What types of 401K plans are available?

Traditional 401(k) Plan: Contributions will be deducted from your paycheck before taxes are taken out to fund this account option. You will not have to pay taxes on this money or on your account’s investment earnings until you withdraw your funds at 59½.

Roth 401(k) Plan: Contributions will be deducted from your paycheck after taxes are taken out to fund this account option. Your contributions will be taxed upon initial investment. Your original contribution and investment earnings accumulated over the years will be tax-free upon withdrawal at age 59½.

What’s a 401K loan?

You are able to withdraw or take out a loan from your 401K through Fidelity’s NetBenefits page. Please note that withdrawing funds from your 401K prior to the age of 59½ will result in a 10% early withdrawal penalty from the IRS. This penalty fee applies to defaulting on your 401K loan.

I’ve been injured on the job. What do I do? 

Contact your supervisor immediately. For life or limb-threatening emergencies, please call 911. For other injuries, please call TriageNow at (833) 710- 2487 and a nurse will direct you on next steps. Next steps can include first aid treatment, clinic visit, or emergency room referral. 

Management: If your employee is injured on the job, please follow the reporting protocol: 

1. Complete applicable WC forms 
2. Report to HR immediately 

My PPE (Personal Protective Equipment) needs to be replaced. 

If your PPE needs replacement, please let your supervisor know immediately. PPE must be ordered through Imperial Supplies, through Sonsray’s corporate account.  

Our First Aid inventory is low and/or needs to be replaced. 

Similar to PPE, supervisors have access to Imperial Supplies, where first aid items can be ordered. We have provided an easy order form with item numbers for quick ordering. 

I’ve been in an auto accident in a company vehicle and/or doing company business. 

Auto accidents must be reported to HR within 24 hours from the time the incident occurred. If you are injured as a result of an auto accident, please follow the steps for on-the-job injuries. The following should be submitted to HR: 

1. Auto Accident Report (a blank brochure must be kept in the glove box at all times)