[COMPANY NAME]
Employee Handbook
Last Updated: [Date]
Employee Handbook, Page 2
Equal Employment Opportunity Policy 2
Policy Prohibiting Harassment 2
Sexual Harassment Policy 2
Policy on Other Forms of Harassment 2
Substance Abuse Policy 2
Employee Relations Philosophy 2
Dispute Resolution 2
Hours of Work 2
Work Schedules 2
Overtime Pay 2
Non-Exempt Employees (Full-Time/Part-Time) 2
Exempt Employees 2
Additional Compensation – Exempt Employees 2
Lunch Periods 2
Holidays 2
Floating Holiday 2
Personal Days 2
Vacation 2
Part-Time Employees 2
Earning Vacation 2
Postponed Vacation 2
Commissioned Employees 2
Rehired Employees 2
Vacation – Changes in Status 2
Holidays 2
Vacation – Family & Medical Leave 2
Vacation – Short-Term Disability 2
Vacation – Long-Term Disability 2
Vacation – Unpaid Personal Leave (Except Family and Medical Leave) 2
Restrictions 2
Sick Days 2
Limitations 2
Disability 2
Work-Related Disability 2
Federal Family and Medical Leave 2
Leave is Unpaid 2
Notice of Leave 2
Medical Certification 2
Consecutive, Intermittent and Reduced Leave Schedules 2
Medical and Other Benefits 2
No Work While On Leave 2
Reporting While On Leave 2
Military Leave 2
Transfer Procedures 2
Health and Safety 2
Workers’ Compensation 2
Smoking Policy 2
Business Conduct 2
Outside Employment 2
Employment/Conflicts of Interest 2
Outside Speaking and Writing Activities 2
Speaking to the Press 2
Professional Conduct 2
Solicitation and Distribution 2
Dress and Personal Appearance 2
About Your Paycheck 2
Travel and Business Expenses 2
Your Records 2
If You Leave 2
Equal Employment Opportunity Policy
[COMPANY NAME] (also referred to herein as the “Company” or “Firm”) is an Equal Employment Opportunity employer. We are completely devoted to providing equal opportunity in all areas of employment including hiring, promoting, counseling, training, transferring, benefits, compensating, demoting, and terminating. We believe that the key to overall success in the firm is finding and employing people whose individual talents will help advance our business. In order to perform at the best level, it is important that:
All employment policies and procedures are conducted in a non-discriminatory manner, and
No applicant of reemployment or employee is discriminated against due to race, color, creed, religion, sex, national origin, citizenship, age, disability, medical condition (cancer-related or otherwise), marital status, sexual orientation, affectional preference, ancestry, veteran status, socioeconomic status, or any other protected category.
It is the responsibility of all managers to create a non-discriminatory work environment. It is also their responsibility to take immediate corrective action in the even that an act of discrimination occurs. It is the responsibility of all employees to conduct themselves in a non-discriminatory manner while engaging in Firm business. If you have any reason to believe you are working in a discriminatory environment, please discuss your concerns with your.
Furthermore, it is the responsibility of the [Director of Human Resources] to ensure the administration of the Firm’s Equal Employment Opportunity Policy. It is the responsibility of each manager to oversee that this policy is followed consistently in an impartial manner. It is the responsibility of every employee to fulfill the Firm’s Equal Employment Opportunity policy. Achievement of this objective will only occur in the event that each employee fully cooperates with this policy.
Policy Prohibiting Harassment
Harassment comes in many forms, both sexual and non-sexual. The firm is dedicated to creating a healthy work environment and is determined to prevent all harassment. The firm will take corrective action if our non-discrimination policy is breached.
[COMPANY NAME] is strongly dedicated to creating and preserving a collegial work environment in which all individuals are equally treated with respect and dignity. Each individual deserves to work in a professional atmosphere, free of harassment and intimidation. Therefore, the Firm expects that all employees maintain professional relationships among one another so that the office may maintain a business environment, free of bias, prejudice, and harassment.
Sexual Harassment Policy
Sexual Harassment is discrimination, and it is illegal under federal, state and local laws. Sexual harassment is defined as unwelcome sexual advances, requests for sexual favors, and any other physical or verbal conduct of a sexual nature where:
Submission to such conduct is either an explicit or implicit condition or term of employment;
Submission to and/or rejection of such conduct impacts upon or is used as a basis for employment decisions affecting the individual in question;
Such conduct unreasonably interferes with an individual’s work performance; or
Such conduct has the effect of creating an intimidating, hostile or offensive work environment.
Examples of sexual harassment include but are not limited to derogatory comments or unwanted sexual advances; display of sexually suggestive literature or cartoons; physical conduct or gestures; threats or demands for sexual favors; or repeated requests for dates and the like.
Sexual harassment at [COMPANY NAME] is unacceptable and will not be condoned. The Company expects that all employees, business vendors, and other visitors comply with our policy. The workplace, any work-related setting outside the workplace, and business-related social events are all places where this behavior will not be tolerated.
The Firm requests that any individual who feels that he or she is being mistreated in the form of sexual harassment present the issue to a manager, regardless of the alleged offender’s identity or position. All cases will be carefully investigated to ensure that the Firm’s sexual harassment policy is adhered to.
In many cases, a polite request to the offender that he cease his unwelcome behavior will resolve the problem. However, in the event that the employee feels uncomfortable directly confronting the offender or feels that employment consequences may result, the employee should address the concern with a manager. It is not the responsibility of the employee to confront the offender, especially if it makes them uneasy.
Furthermore, if the employee has confronted the offender and the inappropriate behavior continues or the conversation was poorly received, the employee should inform the department or division manager of the events. If the employee is more comfortable directly contacting his or her legal counsel he may do so. Once the incident(s) has been brought to management’s attention, a prompt investigation of the sexual harassment claims will begin. If sexual harassment is found, the appropriate actions will take place in a timely and effective manner.
The following procedures have been established by [COMPANY NAME] to ensure prompt investigation and resolution of sexual harassment claims.
1. All claims and investigations will be handled with sensitivity. In order to protect the individuals involved, confidentiality will be maintained to the greatest extent possible.
2. If an employee’s actions are discovered to be in violation of this policy, the proper corrective actions up to and including termination of employment will be taken.
3. As is the policy concerning any other employee complaints, all employees seeking assistance from the management are protected from adverse consequences.
4. It is the responsibility of all managers and employees to ensure that sexual harassment is not an issue. In addition, it is the responsibility of all supervisors and managers to immediately take the appropriate action if they learn of sexual harassment occurring in the work environment.
[COMPANY NAME] would like to ensure that each employee can enjoy a professional work environment, reflective of our continuing effort to create a professional community full of integrity, collaboration and excellence.
Policy on Other Forms of Harassment
The Firm is dedicated to creating and preserving an overall positive workplace. This being said, any and all forms of misconduct, which will hurt the professional community we are working to uphold, are contrary to firm policy. Specifically, any misconduct negatively directed at a coworker because of his or her race, sex disability, veteran status, marital status, religion, age, national origin, citizenship, sexual orientation, affectional preference, ancestry or socioeconomic status is specifically prohibited.
If you believe that you have witnessed an action in violation of this policy, you should follow the procedures outlined under the Sexual Harassment Policy.
Substance Abuse Policy
Illegal drugs and/ or controlled substances will not be tolerated in the workplace. They are a threat to employee performance, safety and morale. In addition, they are a threat to our business operations, client responsibilities, and reputation in this industry. That being said, [COMPANY NAME] has adopted a comprehensive policy on drug and alcohol use. Employees, in all facilities and locations, are responsible to the following policy.
Any employee possessing, using, purchasing, distributing, selling, manufacturing, or under the influence of any illegal drug (controlled dangerous substance) or alcohol or abusing other controlled substances on [COMPANY NAME] premises or while conducting Firm business is subject to appropriate disciplinary action up to and including termination of employment.
During an investigation, an employee may be suspended if he is reasonably believed to have violated the policy. When necessary, this Company may also submit findings concerning illegal drug use, distribution, possession, manufacture, purchase, or sale to law enforcement agencies. [COMPANY NAME] will cooperate in any investigation by such law enforcement agencies to the extent required or directed by law.
Reasonable consumption of alcohol on or off premises in connection with Company sponsored and/or authorized functions is acceptable where appropriate in a social, mature manner.
[COMPANY NAME] reserves the right to request that an employee submit a drug test if, in our opinion, there is proof suggesting that either an employee’s job performance, on-the-job conduct, behavior, or attendance is poor due to the use of illegal drugs or abuse of controlled substances. Further, the Company has the right at any time to implement a lawful drug-testing program of employees.
The Employee Assistance Program (EAP) is offered by [COMPANY NAME] to their employees and their dependents seeking to overcome a drug or alcohol abuse problem. If an employee is diagnosed as having a drug or alcohol related problem, they may be required by the Company to complete a rehabilitation program before returning to work. If you need confidential help through our EAP program, please call:
[ENTER TELEPHONE NUMBER]
For more information, please see the section titled “Employee Assistance.”
Employee Relations Philosophy
[COMPANY NAME] is devoted to creating and preserving an environment in which employee relations can reach maximum potential in terms of personal development and achievement. Therefore, the Company is devoted to fairly treating our employees with honesty and respect, identifying each employee as an individual.
It is our belief that an open and honest relationship among employees and managers is the most productive an efficient manner in which to handle professional relations. Therefore, this Company encourages its employees to employ an “open door” policy where they will be free to discuss any internal concerns with management and/or a human resources representative.
We also pride ourselves in continuing to employ a professional atmosphere in which we are responsive of our employees need and concerns. Therefore, we can maintain professional relationships involving trust, understanding, and respect.
Dispute Resolution
[COMPANY NAME] understands that miscommunication and conflicts can occur in any environment and any relationship. Therefore, it is pertinent that these issues are immediately dealt with in a responsible manner. Our management is committed to handle these manners in an effective and beneficial manner. We have therefore established a dispute resolution guidelines in order to assist its employees in confronting and handling any problems. When discussing the concern with management, please also express any concern you may have about the effect this may have on your job. In the past, most problems have been easily solved by a quick discussion.
If you would feel more comfortable discussing your concern with your Employee Relations Specialist, please feel free to do so. Your Employee Relations Specialist is trained to assist you in how to handle the situation in an objective manner. They may offer suggestions to help you resolve the issue, or they may direct you to the correct person to help you solve the problem. Any employee who contacts Human Resources will not be affected by adverse consequences. Human Resources will investigate and assess the situation. Then, they will guide you towards resolution.
All complaints will be held confidential to the greatest extent. There will be no adverse consequences served to an employee for the sole action of inquiring about a concern. To report any concerns, please call [TEL NUMBER] or write to: [Enter contact name and address, e.g., Outside Legal Counsel, tsbom.com, etc] _______________________________________________.
Hours of Work
Punctual, regular attendance at work is not only expected, but required. This means that you must be present in your work area, ready to begin, at your designated starting time. If at any time you anticipate a delay, it is your responsibility to contact your supervisor or manager immediately, well in advance of your scheduled arrival time. Unexcused or unexplained tardies or absences may lead to severe disciplinary action, up to and including termination of employment.
If you are an exempt employee, attendance records will be kept by your own department.
If you are a non-exempt employee, attendance records will be kept by your own department and on time sheets. Payroll maintains timesheets.
This Company and your co-workers depend on you. It is your responsibility to carry out your responsibilities on a regular and reliable basis. Excessive absences or tardiness take away from your overall job performance and usually increase the workload of other employees. Therefore, the Firm will be forced to evaluate your situation and take corrective action if your absence or tardiness becomes habitual or excessive. In these instances, you may be subject to disciplinary action up to and including termination of employment. However, the firm does and will abide by and state or federal mandated leaves, so disciplinary action and termination will not occur under these circumstances.
NOTE: The terms “exempt” and “non-exempt” apply to the Federal Fair Labor Standards Act, which describes whether or not an employee is eligible for overtime compensation. The Corporate Compensation Department has the sole authority to define jobs as non-exempt or exempt. All questions and concerns should be directed to your Human Resources Relationship Manager who will coordinate classification inquiries with the Corporate Compensation Department.
Work Schedules
Your manager determines your work schedule. Your regular work hours may vary by location and employee depending on the nature of your work, the hours the market is open, and other factors such as workload. As an effort to ensure maximum efficiency, some departments may operate on a shift basis. Shift hours and workdays vary from one department to another. Daily, weekly and/or shift schedules may be adjusted at any time at the discretion of [COMPANY NAME] to meet business needs.
Overtime Pay
As an employee of [COMPANY NAME] under certain conditions, you may be required to work overtime.