Sample Employee Handbook Template
(Federally-Compliant)
TABLE of CONTENTS
1.0 WELCOME 5
1.1 WELCOME 5
1.2 AT-WILL EMPLOYMENT 5
2.0 INTRODUCTORY LANGUAGE AND POLICIES 6
2.1 ABOUT THE COMPANY 6
2.2 ETHICS CODE 6
2.3 MISSION STATEMENT 6
2.4 ORGANIZATION 7
2.5 COMPANY FACILITIES 7
2.6 REVISIONS TO HANDBOOK 7
3.0 HIRING AND ORIENTATION POLICIES 8
3.1 EEO STATEMENT AND NON-HARASSMENT POLICY 8
3.2 AFFIRMATIVE ACTION POLICY FOR GOVERNMENT CONTRACTORS 9
3.3 DISABILITY ACCOMMODATION 9
3.4 RELIGIOUS ACCOMMODATION 10
3.5 POSTING OF OPENINGS 10
3.6 CONFLICTS OF INTEREST 10
3.7 EMPLOYMENT OF RELATIVES AND FRIENDS 10
3.8 JOB DESCRIPTIONS 11
3.9 NEW EMPLOYEES AND INTRODUCTORY PERIODS 11
3.10 TRAINING PROGRAM 11
3.11 PROOF OF CITIZENSHIP 11
4.0 WAGE AND HOUR POLICIES 12
4.1 INTRODUCTION 12
4.2 PAY PERIOD 12
4.3 PAYCHECK DEDUCTIONS 12
4.4 DIRECT DEPOSIT 12
4.5 POSTING OF WORK SCHEDULES 12
4.6 RECORDING TIME 13
4.7 TRAVEL TIME PAY 13
4.8 OVERTIME AUTHORIZATION FOR NONEXEMPT EMPLOYEES 13
4.9 ATTENDANCE POLICY 14
4.10 JOB ABANDONMENT 14
4.11 TRAVEL EXPENSES 14
4.12 BUSINESS EXPENSES 15
4.13 USE OF COMPANY CREDIT CARDS 16
4.14 REST AND MEAL PERIODS 17
5.0 PERFORMANCE, DISCIPLINE, LAYOFF, AND TERMINATION 18
5.1 PERFORMANCE IMPROVEMENT 18
5.2 PROMOTIONS 18
5.3 PAY RAISES 18
5.4 TRANSFER 18
5.5 WORKFORCE REDUCTIONS (LAYOFFS) 18
5.6 STANDARDS OF CONDUCT 18
5.7 CRIMINAL ACTIVITY/ARRESTS 20
5.8 DRUG AND ALCOHOL POLICY 20
5.9 DISCIPLINARY PROCESS 22
5.10 PROBLEM-SOLVING PROCEDURE 22
5.11 OUTSIDE EMPLOYMENT 23
5.12 EXIT INTERVIEW 23
5.13 POST-EMPLOYMENT REFERENCE POLICY 23
6.0 GENERAL POLICIES 24
6.1 DRIVING RECORD 24
6.2 TELECOMMUTING POLICY 24
6.3 USE OF COMPANY VEHICLES 24
6.4 AUTHORIZATION FOR USE OF PERSONAL VEHICLE 25
6.5 NOTICE OF GPS MONITORING POLICY OF COMPANY VEHICLES 25
6.5 PERSONNEL AND MEDICAL RECORDS 25
6.7 EMPLOYEE PRIVACY AND RIGHT TO INSPECT 25
6.8 VOICEMAIL, EMAIL, AND INTERNET POLICY 26
6.9 SOCIAL MEDIA POLICY 26
6.10 EMPLOYEE SUGGESTIONS/OPEN DOOR POLICY 28
6.11 COMPANY BULLETIN BOARDS 28
6.12 NONSOLICITATION/NONDISTRIBUTION POLICY 28
6.13 PERSONAL APPEARANCE 29
6.14 COMPANY SOCIAL EVENTS 29
6.15 PAYROLL ADVANCES AND LOANS 29
6.16 TELEPHONE USE 30
6.17 COMPANY-PROVIDED CELL PHONE/MOBILE DEVICE POLICY 30
6.18 PERSONAL CELL PHONE/MOBILE DEVICE USE 31
6.19 MAIL USE 31
6.20 OFF-DUTY USE OF COMPANY PROPERTY OR PREMISES 31
6.21 SECURITY 31
6.22 COMPUTER SECURITY AND COPYING OF SOFTWARE 32
6.23 THIRD PARTY DISCLOSURES 32
6.24 EMPLOYEE INCENTIVE PROGRAMS 32
6.25 PERSONAL DATA CHANGES 32
7.0 BENEFITS 33
7.1 REGULAR FULL-TIME EMPLOYEES 33
7.2 REGULAR PART-TIME EMPLOYEES 33
7.3 TEMPORARY EMPLOYEES 33
7.4 EXEMPT EMPLOYEES 33
7.5 HEALTH INSURANCE 33
7.6 DISABILITY INSURANCE 34
7.7 LIFE INSURANCE 34
7.8 DENTAL INSURANCE 34
7.9 VISION CARE INSURANCE 34
7.10 PENSION AND PROFIT-SHARING PLAN 34
7.11 401K PLAN 34
7.12 STOCK OPTION PLAN 35
7.13 CONTINUING EDUCATION POLICY AND TUITION ASSISTANCE 35
7.14 HOLIDAY PAY 35
7.15 PAID TIME OFF (PTO) 36
7.16 VACATION POLICY 37
7.17 SICK PAY 38
7.18 LEAVES OF ABSENCE 38
7.19 FAMILY AND MEDICAL LEAVE OF ABSENCE POLICY 39
7.20 MILITARY LEAVE [USERRA] 43
7.21 JURY DUTY AND WITNESS LEAVE 43
7.22 VOTING LEAVE 44
7.23 BEREAVEMENT LEAVE 44
7.24 WORKERS’ COMPENSATION INSURANCE 44
7.25 UNEMPLOYMENT COMPENSATION INSURANCE 44
7.26 COBRA 44
7.27 SEVERANCE PAY 45
8.0 SAFETY AND LOSS PREVENTION 46
8.1 GENERAL SAFETY POLICY 46
8.2 NONSMOKING POLICY 46
8.3 POLICY AGAINST VIOLENCE 46
9.0 TRADE SECRETS AND INVENTIONS 47
9.2 EMPLOYEE INVENTIONS 47
9.3 CONFIDENTIALITY AND NONDISCLOSURE OF TRADE SECRETS 47
10.0 CUSTOMER RELATIONS 48
10.1 PRODUCTS AND SERVICES KNOWLEDGE 48
10.2 CUSTOMER, CLIENT, AND VISITOR RELATIONS 48
11.0 CLOSING STATEMENT 49
11.1 CLOSING STATEMENT 49
12.0 ACKNOWLEDGMENT OF RECEIPT AND REVIEW 50
12.1 ACKNOWLEDGMENT OF RECEIPT AND REVIEW 50
1.0 WELCOME
1.1 WELCOME
Welcome! You have just joined a dedicated team of employees and managers. We hope that your employment with the Company will be rewarding and challenging. We take pride in our employees as well as the products and services we provide. We consider ourselves leaders in the field of [industry].
Please take the time now to read this employee handbook carefully. Sign the acknowledgment at the end to show that you have read, understood, and agree to the contents of this handbook, which sets out the basic rules and guidelines concerning your employment. This handbook supersedes any previously issued handbooks or policy statements dealing with the subjects discussed herein. The Company reserves the right to interpret, modify, or supplement the provisions of this handbook at any time.
Please understand that no employee handbook can address every situation in the work place. If you ever have questions about your employment, you are encouraged to ask them. If you have any difficulty reading or understanding any of the provisions of this handbook, please contact [Human Resources]. Likewise, if you have any suggestions related to Company policies or procedures, please let us know.
We wish you success in your employment here at [Company]!
All the best,
[Welcomer’s name] [Company]
1.2 AT-WILL EMPLOYMENT
Your employment with the Company is on an “at-will” basis. This means your employment may be terminated at any time, with or without notice and with or without cause. Likewise, we respect your right to leave the company at any time, with or without notice and with or without cause.
Nothing in the employee handbook or any other Company document should be understood as creating guaranteed or continued employment, a right to termination only “for cause,” or of any other guarantee of continued benefits or employment. Only the [name or title of hiring authority] has the authority to make promises or negotiate with regard to guaranteed or continued employment, and any such promises are only effective if placed in writing and signed by the [name or title of hiring authority].
2.0 INTRODUCTORY LANGUAGE AND POLICIES
2.1 ABOUT THE COMPANY
[Add language regarding your individual company after the model Handbook has been generated and downloaded.]
2.2 ETHICS CODE
[Company] will conduct its business honestly and ethically wherever operations are maintained. We strive to improve the quality of our services, products, and operations and will maintain a reputation for honesty, fairness, respect, responsibility, integrity, trust, and sound business judgment. Our managers and employees are expected to adhere to high standards of business and personal integrity as a representation of our business practices.
We expect that officers, directors, and employees will not knowingly misrepresent the Company and will not speak on behalf of the Company unless specifically authorized. The confidentiality of trade secrets, proprietary information, and similar confidential commercially-sensitive information (i.e. financial or sales records/reports, marketing or business strategies/plans, product development, customer lists, patents, trademarks, etc.) about our Company or operations, or that of our customers or partners, is to be treated with discretion and only be disseminated on a need-to-know basis (see policies relating to privacy).
Violation of the Code of Ethics can result in discipline, up to and including termination of employment. The degree of discipline imposed may be influenced by the existence of voluntary disclosure of any ethical violation and whether or not the violator cooperated in any subsequent investigation.
[Insert for publicly traded companies: Any misuse of material inside information in connection with trading in the Company’s securities can expose an individual to civil liability and penalties under the Securities Exchange Act. Under this act, officers, managers, and employees in possession of material information not available to the public are considered “insiders.” Spouses, friends, suppliers, brokers, and others outside the Company who may have acquired such information directly or indirectly from an officer, manager, or employee are also “insiders.” The act prohibits insiders from trading in, or recommending the sale or purchase of, the Company’s securities, while such inside information is regarded as “material,” or if it is important enough to influence you or any other person in the purchase or sale of securities of any company with which we do business, which could be affected by the inside information. The following guidelines should be followed in dealing with inside information:
· Until material information has been publicly released by the Company, an employee must not disclose it to anyone except those within the Company whose positions require use of that information.
· Officers, managers, and employees must not buy or sell the Company’s securities when they have knowledge of material information concerning the Company until it has been disclosed to the public and the public has had sufficient time to absorb the information.
· Officers, managers, and employees shall not buy or sell securities of another corporation, the value of which is likely to be affected by an action by the Company of which the employee is aware and which has not been publicly disclosed.]
2.3 MISSION STATEMENT
The mission of our company is: [insert your Company mission statement]
2.4 ORGANIZATION
[Add your company organization chart after the model Handbook has been generated and downloaded.]
2.5 COMPANY FACILITIES
[Add language regarding your company facilities after the model Handbook has been generated and downloaded.]
2.6 REVISIONS TO HANDBOOK
This employee handbook is our attempt to keep you informed of the terms and conditions of your employment, including Company policies and procedures. The handbook is not a contract. The Company reserves the right to revise, add, or delete from this handbook as it determines to be in its best interest. When changes are made to the policies and guidelines contained herein, we will endeavor to communicate them in a timely fashion, typically in a written supplement to the handbook or in a posting on company bulletin boards.
3.0 HIRING AND ORIENTATION POLICIES
3.1 EEO STATEMENT AND NON-HARASSMENT POLICY
Equal Opportunity Statement
Our Company is committed to the principles of equal employment. We are committed to complying with all federal, state, and local laws providing Equal Employment Opportunities, and all other employment laws and regulations. It is our intent to maintain a work environment which is free of harassment, discrimination, or retaliation because of sex, gender, race, religion, color, national origin, physical or mental disability, genetic information, marital status, age, sexual orientation, gender identity, military service, veteran status, or any other status protected by federal, state or local laws. The Company is dedicated to the fulfillment of this policy in regard to all aspects of employment, including but not limited to recruiting, hiring, placement, transfer, training, promotion, rates of pay, and other compensation, termination and all other terms conditions and privileges of employment.
The Company will conduct a prompt and thorough investigation of all allegations of discrimination, harassment, or retaliation, or any violation of the Company’s Equal Employment Opportunity Policy in a confidential manner. The Company will take appropriate corrective action, if and where warranted. The Company prohibits retaliation against any employee who provides information about, complains, or assists in the investigation of any complaint of discrimination or violation of the Company’s Equal Employment Opportunity Policy.
We are all responsible for upholding the Company’s Equal Employment Opportunity policy and any claimed violations of that policy should be brought to the attention of your manager and/or human resource personnel.
Policy Against Workplace Harassment
[Company] has a strict policy against all types of workplace harassment, including sexual harassment and other forms of workplace harassment based upon an individual’s sex, gender, race, religion, color, national origin, physical or mental disability, marital status, age, sexual orientation, gender identity or any other status protected by federal, state or local laws. All forms of harassment of, or by, employees, vendors, visitors, customers, and clients are strictly prohibited and will not be tolerated.
A. Sexual Harassment
Sexual harassment is defined as unwelcome sexual advances, requests for sexual favors, and other verbal or physical conduct of a sexual nature when (1) submission to such conduct is made either explicitly or implicitly as a term or condition of an individual’s employment (2) submission to, or rejection of such conduct by an individual is used as the basis for employment decisions affecting such individual or (3) such conduct has the purpose or effect of unreasonably interfering with an individual’s work performance or creating an intimidating, hostile or offensive work environment.
While it is not possible to identify each and every act that constitutes or may constitute sexual harassment, the following are some examples of sexual harassment are provided below: (a) unwelcome requests for sexual favors; (b) lewd or derogatory comments or jokes; (c) comments regarding sexual behavior or the body of another employee; (d) sexual innuendo and other vocal activity such as catcalls or whistles; (e) obscene letters, notes, emails, invitations, photographs, cartoons, articles, or other written or pictorial materials of a sexual natures; (f) repeated requests for dates after being informed that interest is unwelcome; (g) retaliating against an employee for refusing a sexual advance or reporting an incident of possible sexual harassment to [Company] or any government agency; (h) offering or providing favors or employment benefits such as promotions, favorable evaluations, favorable assigned duties or shifts, etc., in exchange for sexual favors; and (i) any unwanted physical touching or assaults, or blocking or impeding movements.
B. Other Harassment
Other workplace harassment is often verbal or physical conduct that insults or shows hostility or aversion towards an individual because of the individual’s sex, gender, race, religion, color, national origin, physical or mental disability, marital status, age, sexual orientation or any other status protected by federal, state or local laws.
Again, while it is not possible to list all the circumstances that may constitute other forms of workplace harassment, the following are some examples of conduct that may constitute workplace harassment: (a) the use of disparaging or abusive words or phrases, slurs, negative stereotyping, or threatening, intimidating or hostile acts that relate to the above protected categories; (b) written or graphic material that insults, stereotypes or shows aversion or hostility towards an individual or group because of one of the above protected categories and that is placed on walls, bulletin boards, email, voicemail, or elsewhere on the Company’s premises, or circulated in the workplace; and (c) a display of symbols, slogans, or items that are associated with hate or intolerance towards any select group.
Reporting Discrimination and Harassment
Any employee who feels that he or she has witnessed, or been subject to, any form of discrimination or harassment is required to immediately notify their supervisor, Human Resources manager, or other manager at the Company.
[Company] prohibits retaliation against any employee who provides information about, complains, or assists in the investigation of any complaint of harassment or discrimination.
We will promptly and thoroughly investigate any claim and take appropriate action where we find a claim has merit. Discipline for violation of this policy may include, but is not limited to reprimand, suspension, demotion, transfer, and discharge. If the Company determines that harassment or discrimination occurred, corrective action will be taken to effectively end the harassment. As necessary, the Company may monitor any incident of harassment or discrimination to assure the inappropriate behavior has stopped. In all cases, the Company will follow up as necessary to ensure no retaliation for making a complaint or cooperating with an investigation.