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Employee Handbook

This document provides recommendations for sections to include in an employee handbook, including general employment policies, employment status, recruiting and hiring, compensation, workplace policies, benefits, leave, organizational property, performance, and separation. It recommends including policies on non-discrimination, harassment, confidentiality, conflicts of interest, and at-will employment. The summary also notes that clearly written policies can help avoid claims that they constitute an employment contract.

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Sumaira Amir Baig
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21 views6 pages

Employee Handbook

This document provides recommendations for sections to include in an employee handbook, including general employment policies, employment status, recruiting and hiring, compensation, workplace policies, benefits, leave, organizational property, performance, and separation. It recommends including policies on non-discrimination, harassment, confidentiality, conflicts of interest, and at-will employment. The summary also notes that clearly written policies can help avoid claims that they constitute an employment contract.

Uploaded by

Sumaira Amir Baig
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as DOCX, PDF, TXT or read online on Scribd
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Below is a recommended list of employee handbook topics:

Section One: General Employment Policies

This is where you define the basic policies that explain how, when and where your employees are
expected to work. You may want to include the following information in this section:

 Purpose of Handbook
 Vision and Mission
 At-Will Nature of Employment
 This Handbook is not a Contract Statement
 Reservation of Rights Statement
 Statement of Non-Discrimination
 Sexual and Other Unlawful Harassment Policy
 Disability Accommodation Policy
 Business Ethics and Conduct Expectations
 Ownership of Work Materials Policy
 Conflict of Interest Policy
 Whistle Blower Policy
 Access to Personnel Files Policy
 Non-Disclosure (Confidentiality) Policy
All of these elements are important in their own way. Without a non-disclosure agreement, your
employee could breach confidentiality and have no idea that they were not supposed to discuss a
topic outside of work. Without a conflict of interest policy, you might have an employee seek a
business relationship with another organization that puts your operation at risk, yet have no recourse
as your policy was not spelled out. Therefore, it is important to include most, if not all, of the sections
above in your employee handbook.

Section Two: Employment Status

This is another category that is important in your employee handbook. You may want to include the
following two sections:

 Introductory Period: if you wish to have a “trial” period for new employees, define what that
period will look like and how long it will last.
 Employment Categories: what does it mean for someone to be defined as temporary, part-time,
full-time, exempt, non-exempt, etc.?
Section Three: Recruiting and Hiring

Your employee handbook should lay out the ins and outs of your employees’ legal obligations during
their employment at your organization as well as your process for recruiting and onboarding. At a
minimum, you need to cover your policy on eligibility to work in the U.S. The following categories are
also recommended, but not required:

 Job Posting and Employee Referrals Process


 Employment Applications Process
 Employment Reference Checks Policy
 Policy on Employment of Relatives
 Relocation Expense Policy
 Process for Reemployment of Former Staff Members
 Employment Offer Policy
 Position Descriptions
 Promotion Policy
 Transfer Policy
Section Four: Compensation and Salary Administration

Include the following items in this section:

 Timesheet Policy
 Overtime Policy
 Pay Periods
These items are also recommended:

 Compensation Philosophy
 Pay Deductions and Setoffs Policy
 Direct Deposit Process
 Personnel Data Changes Process
 Administrative Pay Corrections Policy
 Compensatory Time Off Policy
 Pay Advance Policy
Section Five: General Workplace Policies

What time should I show up for work? What is the dress code? How many breaks can I take? Spell
this out. In order to ensure the best work ethic and safe work environment, you may want to include
the following sections in your employee handbook:

 Working Hours
 Attendance and Punctuality Expectations
 Safety Protocols
 Workplace Violence Prevention
 Smoking in the Workplace
 Drugs in the Workplace
 Security Inspection Policy
 Acceptance of Gifts, Gratuities, and Services Policy
 Authorization to Sign Contracts & Agreements
 Communication with the Press
These items can also be helpful:

 Work Breaks Policy


 Lactation Breaks Policy
 Emergency Closings Policy
 Flexible Work Arrangements
 Personal Appearance/Dress Code
 Open Door Policy
 Housekeeping Policy
 Visitors in the Workplace
 Children in the Workplace
 Staff Travel Recommendations
 Corporate Credit Card Policy
 Political Activity Policy
 Solicitation Policy
 Confidentiality Policy
Section Six: Employee Benefit Programs

You may want to include some or all of the following items in this section, depending on your specific
benefits package:

 Benefits Overview
 Medical/Dental/Vision Benefits
 Flexible Spending Accounts
 Transit/Commuting Benefits
 Life Insurance/Disability Benefits
 EAP
 Retirement Savings Plan
 Statutory Benefits (Workers Compensation, Social Security, Unemployment)
 Education Assistance
 Benefits Continuation
Section Seven: Leave

By creating guidelines of when it is appropriate to paid time off (PTO), vacation, or sick days, your
employees will be better able to manage their leave time. Include the following sections in your
employee handbook:

 Holidays
 Vacation Policy
 Sick Leave Policy
 FMLA/State FMLA
 Military Leave Policy
 Jury Duty
The following items can also be helpful:

 Personal Leave Policy


 Bereavement Leave Policy
 Parental Leave Policy
 Medical Leave Policy
 Pregnancy-Related Absences
 Unpaid Leaves of Absence
 Court Leave
 Other State-defined Mandated Leaves
 Severe Weather and Emergency Situations
 Overtime
Section Eight: Organizational Property and Technology

Every organization is different as to whether they allow their employees to use their phone or
computer at work, and whether they supply their employees with these tools. Include the following
policies in this section:

 Document Retention Policy


 Phone and Mail Systems Policy
 Computer and Email Usage Policy
 Social Media Policy
 Smart Phone Issuance and Use While Driving
The following items can also be helpful in this section:

 Personal Property
 General Use of Equipment
 Internet Usage Policy
 Use of Cell Phones Policy
 Business Expense Reimbursement
 Company Vehicles
Section Nine: Employee Performance and Workplace Conduct

How do you expect your employees to behave while at work? What qualifies as misconduct? What
kind of performance is considered grounds for termination? How will employee performance be
evaluated? Include these policies:

 Personal Relationships Within the Workplace


 Employee Conduct and Work Rules
 Progressive Discipline Process
 Problem Resolution Process
You may also consider adding the following items in this section:

 Outside Employment Policy


 Performance Evaluation Process
 Employee Relations
 Complaint Procedure
 Suggestion Program
Section Ten: Separation from Employment

Include the following items in this section:

 Employment Separation
 Return of Property
 Non-Compete and Conflict of Interest Policy
You may also consider including an item on references for current and former employees.

Section Eleven: Employee Acknowledgment Form

Employers often worry that their employee handbooks will be used against them in litigation. In
particular, you could be concerned that employees will claim that your policies are contracts that
must be followed exactly. However, the simple act of putting your policies in writing should not create
a binding contract, if the policies are written as guidelines that explain "generally" or "typically" what
your requirements are and how employees "normally" will be treated.

Label your “introductory period” policy carefully. Do not use the traditional phrase "probationary
period" with its union security clause connotations. Instead, use you might want to use the term,
“introductory period”, meaning that the new employee is being introduced to the organization and
that both the employee and the company have the opportunity to evaluate fit.

Include a clear at-will statement in the policy. An example of an effective statement is: "Your
employment with the Company is considered to be at-will, and the employment relationship may be
terminated at any time by either party." Make sure other policies also include appropriate at-will
disclaimers. It is not enough to include the at-will statement just in the introductory period policy. You
also should have a separate at-will policy and discuss the issue in other policies, such as those
addressing hiring, termination, discipline, performance evaluation, and complaint resolution.

No matter the size of your organization, a well-written, up-to-date, legally compliant employee
handbook is a best practice that will benefit you and your employees.

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