Professional Documents
Culture Documents
Your Employee
Handbook
Common-Sense, Plain-Language Policies
For Effective Human Resources Management
» Hiring Policies
» Employment Policies
» Workplace Standards
» Workplace Safety
» Employee Relations
» Employee Benefits
A Complete Employee
Management System You
Can Easily Administer
Includes:
n Editable Microsoft Word template for the
handbook and forms.
n Comprehensive State Supplement customized
for your state.
n Companion Forms Package to establish and
maintain employment records.
n Employer’s Poster Kit with all the required state
and federal posters.
n Supervisor’s Guide with information about
managing employees and administering your
human resource program.
n Simple and effective Basic Safety Program with
745-item Facilities Safety Checklist
More than 135 Policies This Handbook is a tool to help acquaint you with
your new employer, and to provide information about
your position, benefits, and some of the affecting
Industry One of our objectives is to provide a safe and positive work environment that
encourages both personal and professional growth. This Handbook describes many of the
expectations and responsibilities for your position. It also describes the programs and
procedures provided by the Company to benefit you.
This Handbook is a living document. As the Company grows, the Handbook will be
reviewed periodically and adapted to the changing needs of the Company and its employees.
n Microsoft Word file you can edit for All changes must be authorized and approved by the president. You will be notified of
changes in the policies or programs described in this handbook.
your own needs. No Handbook can anticipate every circumstance and every question about policy. After
reading this Handbook, consult with your supervisor about any unanswered questions you
may have.
revisions and updates. These provisions supercede all existing policies and practices and may not be amended
or added to without the express written approval of the Company president [or other
officer].
From Hiring to Firing This section describes the Company's general hiring
policies and practices.
— There’s a Policy to Use all policies in this section for best practices.
Criminal Convictions
The Company reserves the right not to hire or retain anyone who has been convicted of
a criminal offense. Conviction of a crime that involves dishonesty may result in an
automatic withdrawal of an offer of employment or termination of current employment.
However, before any termination decision is made, the nature of the crime and
circumstances surrounding the conviction will be considered.
Use all policies in this section for best practices. Optional policies are marked.
The goal of workplace standards is to create a pleasant, safe and secure working
environment to enhance performance and enjoyment of your duties. Compliance is
mandatory. Failure to comply will result in disciplinary action.
Bulletin Board
n Extensive research into the needs of An employee bulletin board is located in the [insert location]. Announcements of
upcoming events, educational opportunities, special groups visiting or other information of
professional, para-professionals and interest are posted regularly on the bulletin board. This is official means of communication
and your way to stay informed. All employees are responsible for the information on this
clericla workers. board. Make it a habit to read it daily. If you want to post any materials on the bulletin
board, you must have it pre-approved by the manager.
Company Vehicle
Company vehicles may be provided in some cases for the purpose of jobsite travel. It is
your responsibility to travel to and from the jobsite.
Company vehicles may also be provided to salaried employees. The Company-supplied
vehicles are supplied for Company business, however, it is understood that the vehicle may
be needed for personal use. This personal use may be for uses such as running to the store or
to visit someone, although, it is not to be used for extra-curricular activities; for example:
going to the local tavern, camping or pulling personal recreation vehicles. The Company
will be responsible for all fuel charges, oil changes, tires and washes.
Have No Confusion
rules. You should ask your supervisor for any
additional standards not presented in this Handbook.
The goal of workplace standards is to create a pleasant, safe and secure working
environment to enhance performance and enjoyment of your duties. Compliance is
mandatory. Failure to comply will result in disciplinary action.
Company Vehicle
Company vehicles may be provided in some cases for the purpose of jobsite travel. It is
your responsibility to travel to and from the jobsite.
Company vehicles may also be provided to salaried employees. The Company-supplied
vehicles are supplied for Company business, however, it is understood that the vehicle may
be needed for personal use. This personal use may be for uses such as running to the store or
to visit someone, although, it is not to be used for extra-curricular activities; for example:
going to the local tavern, camping or pulling personal recreation vehicles. The Company
Policies to Handle
pickup items, such as a tool box, CB or other radio and phone equipment.
Vehicles may not to be used for any illegal purpose or an activity that could result in a
citation. Vehicles are not for personal use or family use (other than outlined for salaried
Ease and Dignity You are not reimbursed for travel expenses between your residence and the office or
jobsite. Transportation to a jobsite in a Company-furnished vehicle is sometimes available,
but is not always provided.
If you use your personal vehicle for Company business after reporting to your work
location, you will be reimbursed for your mileage, based on the annual rate allowed by the
Internal Revenue Service.
[OPTIONAL: If you are a salaried (exempt) employee, you may be eligible for a limited
vehicle-use allowances if you are required to travel to and from a jobsite assignment beyond
a 25-mile radius from your residence. Check with [insert name of person responsible to
n Sensitive subjects are covered tactfully travel reimbursements.]]
Conflict of Interest
You have an obligation to conduct business within guidelines that prohibit actual or
potential conflicts of interest with the Company. A conflict of interest is defined as follows:
An employee in a position of influence causes a decision to be made which will result in
personal gain for that employee, relative or spouse. This decision is not in the best interest
of the Company for reasons of cost, performance or other benefits.
The mere existence of a relationship does not constitute a conflict of interest. If you are
or become involved in purchases, leases or contracts which have the potential for a conflict
of interest, you should make this known to your supervisor or the Company president as
soon as possible. Safeguards will be established to protect all parties.
You will not accept any kickback, bribe, substantial gift or special consideration as a
result of any transaction or business dealings involving the Company.
Communicate with
workers. It is our goal that every employee enjoy his
work and is comfortable his surroundings.
Employees More
Use all policies in this section for best practices.
Effectively
Adherence to Policy
In resolving conflicts within the Company, strict adherence to policy is required.
Conflicts, when properly resolved, can strengthen the Company. When conflicts are not
handled according to policy, resentment occurs. The following rules have been established
to guide you in the resolution of any conflict.
them. All discussions regarding job performance, work habits or attitude will be
conducted in private.
Supervisors will offer opinions only on the performance of their own
employees. Supervisors having difficulties with an employee in another
department must follow the procedure as outlined in this section.
Use all policies in this section for best practices, however you may remove policies or parts
of policies that don’t fit your company’s practices.
Questions by Detailing
prescribed by law, such as social security and
unemployment, cover all employees. Benefit
eligibility is based on employee classification and
length of employment.
Employee Benefits Use all policies in this section for best practices. Optional recommendations are marked.
If you have any questions about benefits after reading this Handbook, please consult
with your supervisor. Benefits are subject to change at any time, but can only be changed by
the Company president. You will be given 30 days notice of any changes to benefits.
Full-time employees who have successfully completed the evaluation period are eligible
for the Company benefits. Part-time employees working less than 35 hours per week are not
Vital Part of Keeping Use all policies in this section for best practices (other than those indicated as “Optional”).
n Provides your company with an OSHA- Optional (Boom-Supported Elevated Work Platform)
Communicate
VERBAL ■ WRITTEN ■ 1ST ■ 2ND ■ 3RD
Verbal Warning
n Adobe PDF Format — Print these forms Action Taken: ■ EMPLOYEE WAS REMINDED OF POLICY ■ EMPLOYEE WAS ADVISED TO CORRECT BEHAVIOR
■ EMPLOYEE WAS REMINDED OF JOB DUTIES ■ EMPLOYEE WAS WARNED OF POSSIBLE DISCIPLINARY ACTION
Written Warning
This employee ■ HAS ■ HAS NOT been placed on a 90 day probationary period.
PDF I have read this form and understand what is expected of me.
Type of Warning: ■
Department:
Occurrence:
Communicate
VERBAL ■ WRITTEN ■ 1ST ■ 2ND ■ 3RD
Verbal Warning
Description of Problem:
n Adobe PDF Format — Print these forms Action Taken: ■ EMPLOYEE WAS REMINDED OF POLICY ■ EMPLOYEE WAS ADVISED TO CORRECT BEHAVIOR
■ EMPLOYEE WAS REMINDED OF JOB DUTIES ■ EMPLOYEE WAS WARNED OF POSSIBLE DISCIPLINARY ACTION
Description of Problem:
in on your computer and print out to
your own laser or inkjet printer.
Required Solution:
This employee ■ HAS ■ HAS NOT been placed on a 90 day probationary period.
PDF I have read this form and understand what is expected of me.
Adobe © 2003 YOUR EMPLOYEE HANDBOOK DISCIPLINARY ACTION FORM_W REV. 0803
Copied to: ■ Employee ■ File ■ Company President
Need to Manage and Type of Warning: Verbal Written Occurrence: 1st 2nd 3rd
Written Warning
on any printer.
Employee will demonstrate improvement by: Date _____
If improvement is not made, employee may: Choose one: Days:_____
This employee HAS HAS NOT been placed on a 90-day probationary period.
n Adobe PDF Fill-in Format — Fill them
in on your computer and print out to Acknowledgements
Signed and Agreed: Date:
your own laser or inkjet printer. Employee(s):
Every Federal Poster help simplify the task of complying with the Department of Labor’s DOL workplace poster
requirements, this publication lists the DOL required posters. Depending on your business,
You’re Required to other posters may be required. See each page for requirements for posting by different types of
businesses.
Display Posters should be displayed so that they are easily visible to the intended audience. These
posters are the official PDF versions distributed by the various Federal agencies, and are
licensed for printing on your equipment and display.
Please note that the Department of Labor may have notice requirements for specialized
workplace areas or for certain occupations, apart from the poster requirements in this
n Provides a complete description of each document. For assistance with these notice requirements, please contact the Office of Small
federal posters. Business Programs.
For more information about poster requirements or other compliance assistance matters, you
may contact the U.S. Department of Labor by telephone or visit the DOL poster page at
n Includes guidelines for use and active http://www.dol.gov/osbp/sbrefa/poster/matrix.htm or call 1-866-4USA-DOL (1-866-487-2365).
links to download FREE from official U.S. EQUAL EMPLOYMENT OPPORTUNITY IS THE LAW VIEW POSTER
websites. Employment Standards Administration, Office of Federal Contract Compliance Programs. Executive Order 11246, as amended;
Section 503 of the Rehabilitation Act of 1973, as amended; 38 U.S.C. 4212 of the Vietnam Era Veterans’ Readjustment Assistance
Act of 1974, as amended; 41 CFR Chapter 60-l .42; 41 C.F.R 60-250.4k); 4 1 C.F.R. 60-74 1.5a)4.
Who must post: Entities holding federal contracts or subcontracts or federally-assisted construction contracts of $10,000 or
more; financial institutions which are issuing and paying agents for U.S. savings bonds and savings notes;
depositories of federal funds or entities having government bills of lading.
Citations/penalties: Appropriate contract sanctions may be imposed for uncorrected violations.
Other information: Post copies of the poster in conspicuous places available to employees, applicants for employment, and
representatives of labor organizations with which there is a collective bargaining agreement. Also, non-
construction contractors or subcontractors with 50 or more employees and a contract of $50,000 or more
[otherwise required by 41 CFR 60-2.1 a)] should develop an equal opportunity policy as part of an affirmative
action plan and post the policy on company bulletin boards. 41 CFR 60-2.2 1 a)(9).
NOTE: The Office of Federal Contract Compliance Programs OFCCP-recognizes that there are differences
between this poster and the poster provided by the U.S. Equal Employment Opportunity Commission EEOC).
Despite these differences, both posters are accepted as valid by OFCCP and EEOC.
Federal Web site: http://www.dol.gov/esa/regs/compliance/posters/eeo.htm
Direct links to posters: English — http://www.dol.gov/esa/regs/compliance/posters/pdf/eeopost.pdf
Spanish — http://www.dol.gov/esa/regs/compliance/posters/eeospan.htm
Contact: EEOC Office of Communication,1801 L St., N.W., Washington, D.C. 20507; 1-800-669-3362 or
1-800-435-7232.
Details and Provides Each state also has its own regulations with regard to postings. Following are state posting
requirements and contact information as of April 2009. Wherever possible, we’ve provided
a Link to Every State Web links to free, downloadable state posters. If a link is not listed, it is not available online,
and you must contact the appropriate state agency, also listed. Information and Web links are
Poster You’re subject to change without notice. Source: Individual state web sites.
Required to Display
FEdERALPOSTERS (* REqUIRED)
Employee PolygraphNotice *
Equal Employment Opportunity
Family and Medical Leave Act
Federal Minimum Wage *
Federal OSHA “It’s the Law” *
n Lists each poster required by all INSDiscrimination Dept. of Justice)
IRSWithholding Notice
50 states. IRSEarned Income Credit Notice
Payday Notice
n Includes active links to download Recommended; required for all employers who employ minors under 18.
Direct links to posters:
Hours http://www.alalabor.state.al.us/PDFs/AlabamaChildLaborPoster.pdf
FREE copies of each poster. Hours, Spanish
Construction
http://www.alalabor.state.al.us/posters/spanishChild%20Labor.pdf
http://www.alalabor.state.al.us/images/CHILD_LABOR_POSTERS/poster.construction01.pdf
General http://www.alalabor.state.al.us/images/CHILD_LABOR_POSTERS/Youth%20Rules%20Poster.pdf
Contact: Alabama Dept. of Labor, Child Labor Office, 100 N.Union St., Montgomery, AL 36130; 334-242-3460;
n The official PDF files are also included Notice to Employees Injury
http://www.alalabor.state.al.us/CHILD_LABOR.htm
OFCCP).
employ and advance in employment failing to reasonably
In addition to the protection of Title VII of the Civil
qualified individuals with disabilities accommodate an employee’s
Rights Act of 1964, as amended, Title VI of the Civil
who, with reasonable accommodation, religious practices where the
Rights Act prohibits discrimination on the basis of
can perform the essential functions accommodation does not impose
race, color or national origin in programs or activities
of a job. undue hardship.
use, plus handy links to the poster page. of employment, please follow these
4212, prohibits job discrimination and requires promotion, discharge, pay, job sex in educational programs or activities which
affirmative action to employ and advance in training, fringe benefits, receive Federal assistance.
employment qualified Vietnam era veterans, qualified classification, referral, and other
special disabled veterans, recently separated aspects of employment on the INDIVIDUALS WITH DISABILITIES
veterans, and other protected veterans. A recently basis of disability.
instructions:
separated veteran is any veteran during the three- Section, 504 of the Rehabilitation Act of 1973, as
year period beginning on the date of such veteran's The law also requires that amended, prohibits employment discrimination on
discharge or release from active duty in the U.S. covered entities provide qualified the basis of disability in any program or activity which
military, ground, naval or air service. applicants and employees with receives Federal financial assistance in the federal
disabilities with reasonable government, public or private agency.
accommodations, unless such Discrimination is prohibited in all aspects of
accommodations would impose employment against persons with disabilities who,
RETALIATION
an undue hardship on the with or without reasonable accommodation, can
Retaliation is prohibited against a person who files a employer. perform the essential functions of a job.
Acrobat Reader. Your printer must have a office listed in most telephone directories under U.S.
Government, Department of Labor. For individuals
with hearing impairment, OFCCP’s TTY number is
(202) 693-1337.
In addition to sex discrimination
prohibited by Title VII of the Civil
Rights Act of 1964, as amended,
the Equal Pay Act of 1963, as
amended, prohibits sex
this poster.
Order today at www.YourEmployeeHandbook.com 60 © 2009 Your Employee Handbook Employer’s Poster Kit
EXECUTIVE ORDER 13201: NOTICE OF EMPLOYEE
RIGHTS CONCERNING PAYMENT OF UNION DUES
Includes the Official PDF BECK-POSTER
NOTICE TO EMPLOYEES
Required Posters U
nder Federal law, employees cannot be required to join a union or maintain
membership in a union to retain their membership in a union in order to retain their jobs. Under certain conditions,
jobs. Employees who are subject to a the law permits a union and an employer to enter into a union-security agreement
requiring employees to pay uniform periodic dues and initiation fees. However,
union security clause and choose not to be employees who are not union members can object to the use of their payments for
certain purposes and can only be required to pay their share of union costs relating
union members may object to the use of to collective bargaining, contract administration, and grievance adjustment.
union expenditures that are not related to are entitled to an appropriate reduction in your payment. If you believe that you
have been required to pay dues or fees used in part to support activities not related
representational activities, such as collective to collective bargaining, contract administration, or grievance adjustment, you may be
n Includes a PDF version of the office U.S. bargaining, contract administration and
entitled to a refund and to an appropriate reduction in future payments.
Supplement Covers the The policies in the Handbook file will cover these restrictions. See the reference chart in
the Supervisors Guide for further information.
Discrimination
The policies in the Handbook will cover any restrictions on discrimination.
Drug Testing
n General guide to all 50 states tells you Drug testing is discussed in the Supervisor's Guide. Follow the guidelines for appropriate
administration of an anti-drug workplace.
which policies may need to be revised to
Family Medical Leave Act
suit your state employment laws. The policies in the Handbook cover any requirements for the FMLA.
Jury Duty
n Microsoft Word format — just copy and The policies in the handbook cover Jury Duty.
paste into the standard Your Employee
Sexual Harassment
Handbook text. The policies and procedures in the handbook cover sexual and other forms of harassment
and how to handle problems.
Tip Credit
Employers can take a maximum tip credit of $3.02 against minimum wage.
More Comprehensive
Testing” policy:
The Company may request a credit information report as part of the process
Specifically Edited for of considering applicants for employment or current and new employees for
promotion. We will provide such applicants and employees with written notice of
our intent to obtain credit information and provide a copy of the report upon
Your State
request. In the event that information in the credit report causes us to make an
adverse employment decision with regard to an applicant for employment or
consideration for promotion, we will provide the applicant or employee with the
name of the credit reporting agency that prepared the report.
available now; more released each POLICY REVISION > If your company has more than 50 employees, add the
following text after the “Personal Leave” policy:
quarter.
Crime Victim Leave
Use the Basic Safety they endanger their co-workers as well. The Company considers safety to be such
an important part of your job, this Safety Program has been written and included
as part of your employee handbook. The Company requires that all employees
Program follow the safety procedures outlined in this program at all times without
exception.
Employees frequently complain about the inconvenience of safety protocol,
claiming protective wear and safety procedures interfere with productivity. These
policies are designed for your protection and the protection of your co-workers.
The most non-productive employee is the one missing work because of an injury.
n Include this basic, but complete, safety Accidents and injuries are expensive for the Company in terms of lost time,
project delays, medical and insurance costs, lost workers and damage to
program for your employees. equipment. But injuries are even more costly to employees. Work place illness
and injury caused by not following safety protocol can result in physical
discomfort for many years. A serious injury can end your career and freeze your
income for the rest of your life. There are no raises or overtime earnings on
n You receive a version writtten for disability payments.
We require you to be safe in your work for your sake as well as the good of
employees, and a separate version for the Company and the well being of your co-workers. We believe an accident-free
job site is an achievable goal if we all remain safety conscious.
supervisors. Our Safety Program includes three parts: Protection, Inspection and
Introspection.
Protection refers to the use of protective clothing, safety gear and safe
equipment handling.
Inspection refers to the use of safety checks and reports to insure the
program is being used.
Introspection is the process of reviewing documents and reports to
determine ways of making our work site safer.
This manual is divided into three parts covering these areas of the safety
program.
for Problems with 1. Are pot holders, gloves and mitts required when moving hot pots or
containers?
Checklist
make sure the handles don’t protrude over the edge of the range?
4. Are workers trained to adjust burner flames to cover only the
bottom of the pan?
5. Are workers trained to place sealed cooling pouches in boiling
water carefully to avoid spashing?
Employee Handbook
will give you insight into the personal priorities of the applicant.
Keep the interview to about 45 minute for entry-level positions, and 90 minutes
for supervisory and management candidates.
Have the applicant talk to the department supervisor and give him a brief tour of
the work area where he will be assigned.
For management positions, have two other managers meet with the applicant for
a short time (15 minutes) to discuss how the two departments interact.
handle common employee problems. The Reference Verification Form in the Companion Forms Package is designed
to help make this task easier.
Letters of Hire
Every new employee should be given a letter of hire on his first day of work.
Managers should have the letter sent to them two week prior to their start date. This
letter should read something like this:
Implement the All businesses are required to keep employee records for varying amounts of time
depending on the type of record being stored. The following chart lists
recommendations for retaining records:
Human Resources
Accident Reports and Injury Claims (Workers Compensation) 11 years
Age Work Certification Records (for minors) 3 years after termination
Applications (non-hires) 1 year
n No-questions-asked Guarantee
n Free Technical and Policy Support
n Free Updates for Life
n Free Downloads from a Private Membership Area
n Free Source Files Mailed to You on CD-ROM
n Continuously Published and Improved Since 1998
n Also Available with a Spanish Version
n Three packages: Handbook Only, Complete System,
or English/Spanish Bundle
n Purchase, Download and Customize TODAY!
www.YourEmployeeHandbook.com