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Author: Human Resources

BENEFITS COVERAGE FOR THE MONTH OF JUNE

We are pleased to announce that the Company will continue all benefit plans for the month of June.  This includes active associates as well as furloughed associates who continued coverage during the month of May by paying your premiums directly to HR/Benefits.

The terms are the same for furloughed associates – you will need to pay premiums no later than June 30, either by check or money order made payable to Haynes Furniture Company.  Please mail your check directly to HR/Benefits at the address shown below.  For those in the Virginia Beach/Norfolk area you can drop your payment off at the business office in the Virginia Beach store.  Your premium is the same as for May, please refer to the notice we sent to you in late April.

Haynes Furniture Co.

Attn:  HR/Benefits

5324 Virginia Beach Blvd.

Virginia Beach, VA  23462

For full coverage details for furloughed associates, refer to the update that was posted on our dedicated employee website on April 25 – http://covid19.furniture757.com

Questions can be directed to:  benefits@haynesfurniture.com

May 6 Update

Good Afternoon Associates,

We hope that you and your families have stayed healthy and safe over the past month, and that you continue to do so.  None of us anticipated that this health crisis would be ongoing for this length of time, and we are all anxious to get back to normal.  At this time, although we are seeing signs of increased activity in our stores and in our communities, we do not yet have enough guidance from our states to be able to give associates an answer on when we will be able to resume normal operations.  For this reason, we wanted to take an opportunity to provide you with some information that we hope will be useful.

Unemployment Benefits

We recognize that for associates who have been furloughed, or are working reduced hours, one of your primary concerns is applying/qualifying for unemployment benefits.  The Human Resources Team understands that navigating your way through the application process can be tedious and we are more than happy to assist you as best we can. 

For clarification, we want you to know that the employer has no influence over the State Unemployment Commission’s benefits determinations. The responsibility of the Employer is to provide employment information and wage history on behalf of the employee to the Unemployment Commission. Once that information is provided, the decision to award unemployment benefits is at the discretion of the respective state, based on local regulations.

Unfortunately, the Employer is also not privy to information pertaining to why benefits were denied or not paid to the employee. For questions of this nature, you will have to contact your local unemployment office.

May Insurance Benefits

Just a reminder that benefit premiums for May are due to HR/Benefits by May 31.  Notices were sent on April 26 to all covered associates who have been furloughed.  The notice was sent to your personal email address if there is one in Kronos, otherwise to your company email address.  For associates with no email listed, the notice was sent via USPS.  These notices were sent out under the “benefits@haynesfurniture.com” email address (please check your spam folder).  If you have not received the notice, please contact us at this email address and request a duplicate notification. 

If you have returned to work and are working reduced hours, you may have a full or partial deduction taken out of your May paycheck.  In this case, please reduce the payment due by the payroll deduction amount, and we will reconcile the revised amount with our records at the end of the month.  If the full premium is deducted from your pay, we will refund the overpayment to you.

Your check/money order should be made payable to Haynes Furniture Co. and mailed to the address shown below, or dropped off at the business office in the Virginia Beach store.

Haynes Furniture Co/HR Benefits

5324 Virginia Beach Blvd.

Virginia Beach, VA  23462

As a reminder, if payment is not received by the due date, your coverage is subject to cancellation.

Benefits Coverage Update

Thank you again to all associates for your patience as we continue on this journey into uncharted territory with the issues presented to employers as a result of the Covid-19 health crisis.  Early in the process, we had to make the tough decision to place the majority of our associates on a leave of absence rather than separate from service. This was to avoid incurring a break in service and losing seniority while still allowing associates to file for unemployment benefits. 

 At this time, it is still unclear when the country and our Company will return to a normal operating mode.   However, as we take steps to sustain the business, the following decisions regarding benefit coverage for associates have been made, as outlined below. 

Group Insurance Plans (medical, dental, life, disability, legal)

Active and furloughed associates

Coverage will remain in effect at least through May 31.  Associates are required to continue paying their portion of the premium, as follows:

  • Active associates will continue to have payroll deductions

  • Furloughed associates will need to pay their premiums either by money order or personal check, directly to HR/Benefits, at least monthly.  Failure to pay the premium for 30 days will result in immediate cancellation of coverageIf we do not receive your premiums by May 31, coverage will be cancelled retroactive to April 30.

    • We will notify furloughed associates of the monthly total due.  Please be sure that Kronos is up to date with your current personal email address.  Included in that notification will be further instructions on where to send your payment.  You can also view any pay statement from February or March to see the total per pay premium, and double that amount for the monthly premium due.

Changes to coverage

Active and furloughed associates

Because our medical and dental plans are offered through IRS Section 125 (premiums are paid with pre-tax dollars), the IRS will not  allow associates to drop or change coveragefor reasons related to the pandemic.  .  We can, however, permit associates to drop life, disability and legal coverage as these plans are paid with after-tax dollars.  However, you should understand that if you drop life or disability, and then wish to re-elect coverage during at a later time, you may be required to provide evidence of insurability, and could be turned down by the insurance company.  Send your cancellation request to: benefits@haynesfurniture.com

Flexible Spending Accounts

Furloughed Associates

Contributions to this plan were suspended as of April 5.  For the medical FSA,  plan YTD payroll deposits  (i.e., your YTD payroll deduction) will be the maximum that you will be permitted to use for eligible medical expenses.  If you have used more than you have contributed, your account will show a negative balance and no further expenses will be accepted.  For dependent care and the NESP plans, you can request reimbursement only up to the amount of the plan YTD payroll deductions.

Upon return to work, your payroll deductions will resume and your account will be reactivated.  Please note the following requirements/options for each FSA plan type:

  • Medical FSA – IRS does not permit any change in the annual election amount.  Therefore, your per pay deduction will be recalculated to make up for any missed payroll deductions.

  • Dependent Care FSA – you are allowed to change your annual election if you are out of work and your total day care expenses have been reduced.  You must do so within 30 days and can request the change by sending an email to: benefits@haynesfurniture.com.

Active Associates

Enrollment will continue with no interruption but please note the following:

  • If you were furloughed at any time since April 4 but have returned to work, we would have suspended your payroll deduction, and use of funds will be limited to the YTD balance in  your account.  As we are informed of associates who return to work, we will reverse the suspension but may need to adjust your per payday contribution to make up for any missed payments.  We will notify you in this event.

  • If you participate in the dependent care FSA, and your work hours have been reduced,you are eligible to make a change in your annual election to accommodate any reduced day care fees.  You must request this change no later than May 5 by contacting benefits@haynesfurniture.com.

Health Savings Account

Furloughed Associates

Payroll deductions were suspended as of April 5.    Funds in your account belong to you and can be used for eligible medical expenses at any time in the future.  Upon return to work you will have the option to resume payroll deductions, and will be permitted to increase or decrease your original election.

Active Associates

Participation will continue without interruption.  If you were furloughed at any time since April 4 but have returned to work, we would have suspended your payroll deduction.  As we are notified of return to work, we will reverse the suspension but we will not adjust your payroll deduction unless you notify us that you wish to do so. 

401(k) Plan

All Associates

This plan remains in place as is for all associates, including those who have been furloughed. 

  • Pre-tax and Roth deferrals will continue to be made out of all paychecks, unless you have elected to discontinue.

  • Outstanding loans – the CARES Act included a provision for participants to suspend loan payments for up to one year.  To avoid the risk of default for associates who have been furloughed, we have requested suspension on your behalf.  We will follow up with a form for you to complete to finalize the suspension.

    • This provision also applies to active associates upon request.  A form for this purpose can be obtained directly from Empower, or via benefits@haynesfurniture.com

  • Withdrawals and future loans – the CARES Act allows for penalty free withdrawals and other special tax treatments,  and increased maximum loan amounts with special repayment provisions, due to Covid-19 related reasons.  There are very specific criteria required by IRS in order to take advantage of these provisions.  For details, please contact Ermpower directly.

www.empower-retirement.com/participant  or 1.800.338.4015

Hopefully within the next couple of weeks the crisis will start to subside and we can start rebuilding the business, and will be able to make more permanent decisions.  In the meantime, stay safe, stay healthy, and we look forward to bringing our team back together.

COVID-19 (coronavirus) – Company Update- ALL LOCATIONS

As we make every attempt to balance our decisions to remain open we are carefully considering our customer’s basic needs, where possible continuing to provide work for our employees and most importantly keeping everyone as safe as possible. In our locations where we are remaining open, we are continuing to maintain a heavy focus on social distancing and stringent sanitation of our showrooms and communal spaces. We are endeavoring to provide safety gloves and cleaning supplies along with zone assignment for regular attention to cleanliness standards.

If your location has open hours, we want to make clear your attendance is strictly voluntary. For store, sales and warehouse staff if you have not been directed to stay home this week please communicate with your supervisor about your attendance so your time can be accurately recorded.

Haynes

Open— Wednesday through Sunday (10am-6pm)- limited staff

The Dumps (Outer Market and Virginia)

Closed–Monday through Thursday

Open–Friday through Sunday (12pm-6pm)- limited staff

Except–

PA-closed

IL- closed

As always, stayed tuned as this is subject to change. Stay safe and well.

COVID-19 (coronavirus) – Company Update- HAYNES STORES

All information shared via HR Communication emails are also available on the Employee Communications website. You can view the website by typing covid19.furniture757.com in your browser’s URL bar and submitting. You can submit your questions through the Employee Feedback link on the website listed above.  

HAYNES UPDATE

Tuesday 3/24 —open with a limited staff from 10-6 pm

–Haynes Associates if you are scheduled your management team will be confirming with you this evening.

As always things are subject to change.

Stay safe and well.

COVID-19 (coronavirus) – Company Update

All information shared via HR Communication emails are also available on the Employee Communications website. You can view the website by typing covid.furniture757.com in your browser’s URL bar and submitting. You can submit your questions through the Employee Feedback link on the website listed above.  

HAYNES UPDATE

This week —- closed Monday – Friday

As always things are subject to change.

Supervisors —it is imperative that all time should be loaded in Timeclock in a timely manner and approved based on prior communicated guidelines. If you have questions please submit them through the website, contact HR (757) 552-1500 or payroll at payroll@haynesfurniture.com.

Stay safe and well.

COVID-19 (coronavirus) – Company Update

All information shared via HR Communication emails are also available on the Employee Communications website. You can view the website by typing http://covid.furniture757.com in your browser’s URL bar and submitting.

We hope that you all are remaining well and taking care of yourselves and each other. The update today is to confirm what most already know, the stores and operations that have authorized openings have been staffed to reduced schedules. If you are a salaried or hourly associate, by now you should be aware if you have been designated as essential personnel. If you are unclear please speak to your immediate supervisor or you can submit your questions through the Employee Feedback link on the website listed above.

Store Hours for The Dumps (Outer Market and Virginia) and Haynes-reduced schedules.

Sun 11-6

Except–

PA-closed

IL- closed

Dumps

This coming week closed

Monday-Thursday

(essential personnel only)

Next weekend to be determined.

Haynes

This coming week

Sales Staff Monday – Friday–reduced schedules.

Sales Staff Saturday & Sunday–reduced schedules.  

(all others essential personnel only)

Supervisors —it is imperative that all time should be loaded in Timeclock in a timely manner and approved based on prior communicated guidelines. If you have questions please submit them through the website, contact HR (757) 552-1500 or payroll at payroll@haynesfurniture.com.

COVID-19 (coronavirus) – Company Update

To All Employees: —– (Supervisor for those employees who do not have access to email please distribute this notice and post in the break rooms).

Every effort is being made to stabilize the business and support our employees. It is our intention to provide you with regular updates about the day to day operations of our business. We recognize this information will help you stay informed, reduce stress and allow you to make plans related to your personal circumstances.  The following is the most up to date communication points we want to convey—

  • By now your supervisor should have discussed your schedule and status. One of the following statuses should apply to you–
  1. Essential personnel reporting to work location.
  2. Essential personnel telecommuting
  3. Temporary pay practice leave and/or reduced schedule .

If you still have questions about your status please contact your supervisor or HR for assistance. For your convenience an updated copy of the Temporary Pay Practice is attached.

Other communication focused efforts are —

  • Coming soon an employee dedicated website will be available for you to access current and factual information about the business. Once up and running you will be able to review updates and send communications/questions. We also encourage you to send information about your local community and business activities you think may be helpful to share. We are also exploring the option to provide live chat for our employees. More to come.
  • In our next communication we will be providing location specific telephone numbers that will give recorded updates with status information.  
  • Please ensure your information is updated in Kronos (address, email, telephone contact number etc.). This will help us reach out to you directly if needed.

If you have any other questions or concerns you want to discuss or report, your Human Resources Team remains available and committed to supporting you.

HR Contact #  (757) 552-1500 or email HRadmin@haynesfurniture.com

A Message from EJ Strelitz

To my associates–

We are welcoming customers (10a-6p) Thursday through Saturday, (11a-6p) on Sunday and planning the same for The Dumps Friday through Sunday.  We are ratcheting back receiving, transfers and deliveries (details tomorrow). Sales associates will be asked to work in smaller shifts through Sunday (PA excluded as a mandatory closing is in effect). All nonessential associates will work shortened schedules- to be communicated from your supervisor tomorrow. Teleworking is encouraged where practical. We are planned out through Sunday. We will communicate plans for post-Sunday operations as soon as possible. And of course, all this is subject to change.

This message is meant to update previous official communications (not to confuse!) However, the up to 2 week “sick pay” will now be extended to hourly and salaried folks who will miss work through Sunday. Temporary compensation changes for our incredibly valued sales associates are now top of my mind and will be communicated ASAP (delivered business appears ok through current pay period). We’ll get creative.

Randi, I and our family and the leadership team appreciate your strength and loyalty.

Love to all of you and yours. Sleep well. Safety first.

EJ and Randi.

*Supervisor for those employees who do not have access to email please distribute this notice and post in the break rooms

COVID-19 (coronavirus) – Company Update

To All Employees: —– (Supervisor for those employees who do not have access to email please distribute this notice and post in the break rooms).

Some reminders as we move forward. Safety first – each of us must gauge our personal situations and make the best decision for ourselves and our families. If you are sick and/or believe you have symptoms of COVID-19 (fever, coughing or shortness of breath), do not report to work, stay home and seek medical advice and attention. If you have an underlying health condition and are considered high risk, seek medical advice to determine if staying home is the right decision for you. If any of these apply to you, we request that you communicate with HR (757-552-1500). Please ensure you are using the temporary sick pay responsibly and communicating with your supervisor regarding any absence.

Today, Pennsylvania started mandating a closure of nonessential businesses for two weeks. As a result, Haynes/The Dump is considering additional options to continue to make work available at all allowed locations for those that can and want to continue working—more to come on this.

We encourage you to continually communicate your questions and concerns. In addition, we welcome all feedback on issues at your local level. As things rapidly change our commitment continues to be to communicate and adapt accordingly.  

Take care of yourselves and each other.