Employee Handbook / Employee Manual Kit

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This Employee Handbook Kit sets out a company's policies, rules and regulations. It is important that every company, small or large, have a well-written Employee Handbook. This form is available for immediate download.

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This Employee Handbook Kit will set out a company’s rules and regulations for its employees. This handbook contains important provisions regarding conduct, salary and description of any and all benefits. If there are any changes in policy, this handbook can be easily updated.

It is imperative that every company, large or small, have a written Employee Handbook. By providing a uniform and carefully considered statement of your company’s policies and rules, you will ensure that they are easily understood by your employees. Having a well-written Employee Handbook will also be helpful should a claim be brought by or against you regarding your employment practices.

This Employee Handbook Kit contains the following provisions:
  • Name of Company/Acknowledgment: Name of the company and acknowledgment that this manual sets out the company’s rules and policies;
  • Introduction: Brief company history, employment and discrimination information and the company’s organizational chart;
  • Conduct: Detailed rules and practices regarding an employee’s conduct including workplace attire, drug and alcohol use, smoking, attendance, harassment and reasons disciplinary action can be taken;
  • Wages and Salaries: Information regarding how hourly and salaried employees are paid, direct deposit information and how to set up payroll deductions;
  • Company Property: Policies regarding use of company phones, email, Internet and company vehicles (if applicable);
  • Leave: Detailed information regarding vacation, sick leave, holidays, jury duty and military and bereavement leaves;
  • Benefits: Information regarding company benefits including eligibility requirements, medical, dental and life insurance, flex spending accounts and retirement plans;
  • Employee Acknowledgement: Employee must sign and date the handbook which acknowledges his/her understanding of company policies.

Protect Yourself, Your Rights and Your Business by using our attorney prepared up-to-date forms.

This attorney-prepared packet contains:
  1. General Instructions
  2. General Information
  3. Step-by-Step Instructions
  4. Employee Handbook Kit
State Law Compliance: This form complies with the laws of all states
Number of Pages20
DimensionsDesigned for Letter Size (8.5" x 11")
EditableYes (.doc, .wpd and .rtf)
UsageUnlimited number of prints
Product number#28074
This is the content of the form and is provided for your convenience. It is not necessarily what the actual form looks like and does not include the information, instructions and other materials that come with the form you would purchase. An actual sample can also be viewed by clicking on the "Sample Form" near the top left of this page.
 
 
Employee Handbook  Kit

 

 
for
 
       (Name of Company)      
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
Revised as of    (latest revision date)   
 
 
Acknowledgment
 
The following employee handbook represents the policies, rules, practices, benefits and guidelines of COMPANY, as of the handbooks latest revision date.  COMPANY reserves the right to alter, amend, delete, add or otherwise change any policy, rule, practice, benefit, or other element of this handbook with or without notice.
 
Nothing in this handbook shall not be construed to create or imply any employment contract between COMPANY and any of COMPANYS employees, nor shall it create or imply any promise of employment for any definite period of time.  COMPANY reserves the right to terminate the employment of any employee for any cause, or for no cause at all.
 
At the end of this handbook is a duplicate of this acknowledgment, along with a signature box.  Please sign that page, detach it from the book, and return it to Human Resources as evidence that you have received this handbook and understand its purpose and contents.
Introduction
 
Company
(Draft a short section introducing the Company to your employees, including a brief synopsis of the Companys history, its mission statement, and any other pertinent information you may wish new employees to know about the Company.)
Equal Opportunity Employer
COMPANY is committed to providing an open and accepting environment for all of its employees.  COMPANY prohibits any discrimination on the basis of gender, race, religion, sexual orientation, national origin, age, disability, or veteran status.  COMPANY will take affirmative steps to correct any past action or practice inconsistent with these values, in accordance with local, state and federal law.
 
No Discrimination
COMPANYS employees shall enjoy a working environment free from harassment on the basis of gender, race, religion, sexual orientation, national origin, age, disability or veteran status.  Any harassment based on the above is strictly prohibited, and constitutes grounds for disciplinary action.
 
If any employee feels as though they have been the victim of any of these types of harassment, he or she should report any and all incidents of such harassment to Human Resources immediately.  COMPANYS policy is to treat any such report as a serious matter, and no employee should fear any sort of reprisal or further harassment as a result of filing such a report.
 
Organizational Chart
(You may wish to include an organizational chart, explaining the hierarchy and structure of your company.  If necessary, add an additional sheet of paper).
 
Conduct
 
This section covers the general rules and practices that COMPANY employees are expected to follow.
 
Personal Information
In order to be able to maintain accurate records, and to be able to contact you should the need arise, it is important that COMPANY have accurate and up-to-date personal information for each employee, including current phone number, address,      (include any other personal information you will require of your employees, including completion of any federal forms, i.e., I-9, W-2, etc.)                                          .
 
If any of your personal information changes or requires an update, we ask that you contact Human Resources as soon as possible to submit your new information.
 
Workplace Attire
 (Describe any restrictions or requirements on employee dress while they are on duty with your company.  If business suits are required, state that.  If different attire is expected during client interaction than during regular office hours, that may also be stated here.  Remember to address any issues of attire affecting employee safety, i.e., safety glasses, hard hats, etc.)                                                                                                          . 
 
Drug and Alcohol Use
COMPANY prohibits the distribution, manufacture, use, or possession of any illegal drug by its employees while performing any duties for COMPANY, while on COMPANY property, while participating in any COMPANY activity, or while representing COMPANY in any way.  Employees are forbidden from reporting for work or being present on COMPANY property while under the influence of alcohol or of any other controlled substance.  Any violation of these policies will be considered grounds for disciplinary action, including immediate termination of employment.
 
(mark the appropriate box)
?    COMPANY prohibits the consumption or possession of any alcoholic beverages while performing any duties for COMPANY, while on COMPANY property, while participating in any COMPANY activity, or while representing COMPANY in any way.  Any violation of this policy will be considered grounds for disciplinary action, including immediate termination of employment.
 
?    Employees who are 21 years of age or older may consume alcoholic beverages while attending COMPANY sanctioned events at which alcoholic beverages are being served by COMPANY or by a representative of COMPANY.  Aside from COMPANY sanctioned events at which alcoholic beverages are being served, COMPANY prohibits the consumption or possession of any alcoholic beverages while performing any duties for COMPANY, while on COMPANY property, while participating in any COMPANY activity, or while representing COMPANY in any way.
 
Smoking
 (Describe your companys smoking policy.  Is your workplace an entirely smoke-free environment?  Are there designated smoking areas?  Some jurisdictions may have workplace smoking regulations that affect your company, so you should check your local laws to make sure your smoking policy is in compliance with those regulations.)                                                              .
 
Attendance and Lateness
In order for COMPANY to operate and serve its customers efficiently, it is important that its employees are at work punctually and consistently.  You are expected to be present at work promptly as scheduled, and to remain at work (aside from approved breaks) until the end of your scheduled workday.  If you will be late arriving to work, you must notify your immediate supervisor of such lateness promptly, no later than one hour after the start of the workday, unless circumstances exist that would make it unreasonably difficult to provide such notice within that time frame.  Repeated or excessive tardiness or unauthorized absences from work are grounds for disciplinary action, including termination of employment.
 
Harassment
As noted above, COMPANY is firmly committed to providing its employees with a working environment free of harassment based on gender, race, religion, sexual orientation, national origin, age, disability, or veteran status.
 
COMPANYS harassment policy includes a strong commitment to keeping the workplace free of sexual harassment of all sorts.  Sexual harassment is defined as any unwelcome sexual advances, requests for sexual favors, and other verbal or physical conduct of a sexual nature when this conduct explicitly or implicitly affects an individual's employment, unreasonably interferes with an individual's work performance, or creates an intimidating, hostile, or offensive work environment.  COMPANY neither condones nor permits any type of sexual harassment within the workplace or among its employees.
 
Any behavior that violates COMPANYS harassment policy is grounds for disciplinary action, including immediate termination.
 
If you believe that you have experienced any sort of harassment, sexual or otherwise, you are asked to report the situation to    (Designate an officer or other person to handle harassment complaints.  You should also designate one or more alternates in case it is impossible for an employee to report to your first designee.)                                .  COMPANY policy strictly prohibits any retaliatory action against those filing a report of harassment, and all such reports will be dealt with promptly and seriously.
 
Performance Reviews
Once every (year/quarter/other), COMPANY will conduct a performance evaluation and review for each employee.  Employees will be evaluated based on their fulfillment of their job description, attitude, and dependability.  Each employee will then meet with their supervisor to discuss and review this evaluation.  Wage increases and changes to employees job description (including advancement) will be discussed at this review.
 
Ethical Standards
 (Describe any ethical standards to which your employees will be held, i.e., honesty, reporting of conflicts of interest, etc.)                                                                                                                    .
 
Disciplinary Action
As an employee of COMPANY, you will be expected to abide by the rules set forth in this handbook.  However, any action or behavior that reflects poorly upon COMPANY, or that has (may have had, or may have in the future) an adverse effect on COMPANYS workplace or upon the performance of COMPANYS business, may be grounds for disciplinary action against the individual(s) responsible for such actions.  For example, the following types of behavior may lead to disciplinary action by COMPANY:
 
   Theft
   Fighting
   Repeated performance problems
   Repeated lateness/absence
   Insubordination
   Dishonesty
   Vandalism
 
Again, please note that the list above are only examples, and COMPANY may take disciplinary action for any behavior that is harmful to COMPANYS business, image, or workplace.
 
Disciplinary action by COMPANY may take the form of any one or more of the following measures: oral warning; written warning; written reprimand (filed in employees personnel record); suspension; termination from employment.  While these options, as well as any other measures COMPANY may deem necessary or appropriate, are available to COMPANY for use as corrective or disciplinary measures, COMPANY is not bound to any formal progression of disciplinary action.  Certain behavior may provoke immediate and severe disciplinary response, including suspension or termination, without being preceded by a warning or other alternative disciplinary measure.
 
Safety
(Depending upon the nature of your business, you should set forth the general safety precautions, practices, and safeguards you expect of your employees, i.e., safe operation of machinery, protective gear, etc.  Include a contact person to whom employees should report safety hazards, as well as notice that no employee will be penalized or harassed for reporting any safety hazard..)                                                                                           .
 
Wages and Salaries
 
Hourly Employees
Employees paid an hourly wage are expected to work 8 hour days, with a total work-week of 40 hours.  Employees that work in excess of an 8 hour day will be paid overtime in the amount of one and a half times their regular hourly rate.  However, all overtime hours must be authorized by the employees supervisor.  Employees are expected to work overtime hours when requested to do so by their supervisor.
 
Hourly employees will be paid (weekly/monthly/biweekly/other).
 
Time Cards (Hourly Employees)
Each employee is responsible for keeping accurate records of his or her time worked for each day.    (If employees will need to punch a time clock, describe here the procedure for doing so, including any rules or restriction, i.e., a prohibition on punching another employees card.).    All time cards must be approved prior to submission by employees supervisor.
 
Holiday/Weekend Pay
(Describe pay rates for holidays or weekends worked, i.e., time and a half, double time, etc.)                                                  .  
 
Salaried Employees
Salaried employees are will be paid every (weekly/monthly/biweekly/other).  These employees are not eligible for overtime.  However, they are expected to work such hours as needed or as requested by COMPANY or by the employees supervisor.
 
Time Cards (Salaried Employees)
(If you want salaried employees to keep timesheets for to record vacation time or other time off, you should describe the procedure and requirements for salaried employees timesheets).
 
Direct Deposit
All employees have the option of receiving their wage or salary compensation in the form of either a paper check or through direct deposit.  In order to enroll in COMPANYS direct deposit program, you should (describe procedure for enrollment, including the proper contact person in Payroll or Human Resources that can process a direct deposit application)                                                        .
If direct deposit is elected, it will take effect one pay period after the employees application is submitted and accepted by COMPANY.
 
Payroll Deductions
In accordance with federal, state and local law, COMPANY will withhold from employees paycheck all pertinent income taxes, including Federal Social Security, Federal Income Tax, (any further taxes applicable in your jurisdiction, i.e., state income tax, local wage tax, etc.)         .   Insurance premiums will also be deducted once the employee is enrolled under COMPANYS insurance plan.
Company Property
 
COMPANY will provide employee with all of the necessary tools, equipment and resources to perform his or her job.  (If there is any equipment that you expect your employees to provide, you should describe that here.)  You are not permitted to remove any company equipment from the COMPANY workplace unless you have prior authorization from your supervisor to do so.
 
Telephone Policy
It is important that COMPANYS telephones be available for business use.  Therefore, you are asked to minimize your use of COMPANYS telephone for personal use.  Outgoing long distance calls are prohibited unless they are work-related.
 
Email Policy
Employees that are provided with a COMPANY email address are advised that all such email addresses are intended for business related activities only, and not for personal use.  COMPANY reserves the right to access and review any emails or attachments sent or received from a COMPANY email address, with or without notice to the employee to whom the address is assigned.
 
Obscene, harassing, or fraudulent use of a COMPANY email account is strictly prohibited, and is grounds for disciplinary action, including termination of employment.  
 
Internet Policy
Access to the Internet is provided to employees solely for use in the course of performing job related functions.  Employees are prohibited from using the Internet for personal use through COMPANY computers.
 
Obscene, pornographic, or other inappropriate use of the Internet is strictly prohibited, and is grounds for disciplinary action, including termination.
 
Company Letterhead
COMPANY letterhead is provided to employees solely for business use.  Employees are prohibited from using the letterhead for any personal use, or for any obscene, harassing or fraudulent purpose.  Misuse of COMPANY letterhead is grounds for disciplinary action.
 
Company Computers
Computer access is provided to employees solely for performing work related activities.  Any use of a COMPANY computer for any obscene, harassing, fraudulent, or other inappropriate behavior is strictly prohibited.
 
Computers and computer-related equipment are the property of COMPANY, and may not be removed from the workplace.    (If you will equip certain employees with portable computers, or otherwise wish to authorize your employees to take computers or computer equipment out of the office, describe that policy here.)                                                                         .
All copyrighted software loaded onto COMPANY computers will be loaded by COMPANY, and will be properly licensed and registered.  Employees are prohibited from loading any copyrighted software or files onto any COMPANY computer, unless authorized by (Insert officer or manager who can authorize this action.)            .
 
Company Vehicles (if applicable)
(If you will be providing any of your employees with a company car or other vehicle, you should set forth the conditions of use of that vehicle here.  Who will be responsible for maintenance costs?  May the car be used for personal use?  To whom should accidents be reported?  Describe to employees who will be allowed use of a company car what kind of conduct is expected of them.                                                                                       .
 
Leave
 
Vacation Days
 
1.   Full time employees accrue vacation time based on the amount of time of employment with COMPANY.
 
(Insert a table here setting forth the amount of vacation days earned based upon length of employment, i.e., X number of days earned for every month ).
 
   Part time employees are not eligible to accrue vacation time.
 
2.   Vacation time must be approved by the employees supervisor prior to its use.
 
3.    (Mark the desired provision)
?   Vacation days that are not used as of the end of the calendar year during which they are accrued may be rolled into the following year.  However, no more than     vacation days may be rolled over in any calendar year, and no more than            vacation days may be used in any calendar year.
 
?    Vacation time must be used during the year in which it is accrued.  Any vacation days that are not used at the end of that calendar year will be lost.
 
4.   When an employee resigns or is terminated without cause, that employee shall be compensated for any vacation days that he/she has accrued but have not used.  However, there shall be a maximum limit of     days that can be compensated in this manner.  Employees that are terminated for cause will not be compensated for unused vacation time. (Please note that some states require that unused vacation time be compensated in all circumstances.)
 
Sick Leave
 
Paid Leave
(Mark the desired provision)
 
?    Employees shall accrue paid sick leave according to the amount of time served with COMPANY.
 
(Insert a table here setting forth the amount of vacation days earned based upon length of employment, i.e., X number of days earned for every month ).
 
?   Employees shall be entitled to ______ days of paid sick leave per year.
 
 
 
 
(Mark the desired provision)
 
?   Sick days that are not used as of the end of the calendar year during which they are accrued will be lost.  In the event that employee resigns or is terminated, employee will not be compensated for accrued but unused sick days.
 
?   Sick days that are not used as of the end of the calendar year during which they are accrued may be rolled into the following year, up to a maximum of        days of paid sick leave that may be held by any employee at any given time.  In the event that an employee resigns or is terminated without cause, that employee will be compensated for the number of accrued but unused paid sick days.  Employees that are terminated for cause will not be compensated for unused sick days.
 
Employees that wish to take sick leave must notify their supervisor as soon as possible of their condition and of their inability to work.  In order to take more than 3 days of paid sick leave, the employee must provide COMPANY with a signed doctors note explaining the nature of the employees condition.
 
Unpaid Leave
(You may wish to offer employees unpaid sick time in addition to their accrued paid sick leave.      Please note that if your company is covered by the Family Medical Leave Act of 1993, you may be subject to certain additional requirements regarding the provision of unpaid sick leave to your employees.  See the information section above for more information about the requirements of the FMLA.)
 
Holidays
Full time employees will be given a paid day off on each of the following holidays (include additional holidays if applicable):
   New Years Day
   Martin Luther King Day  
   Memorial Day
   Independence Day
   Labor Day
   Thanksgiving Day (including the Friday after Thanksgiving)
   Christmas Day (including the day before Christmas)
 
Part time employees are not paid for holidays as a rule.  However, if any employee is asked or required to work on a holiday, arrangement for their compensation will be agreed upon before the fact.
 
Jury Duty
Employees are eligible to be paid for time served on jury duty for up to 3 weeks at a time.  Employees intending to serve on a jury should submit to COMPANY a copy of their jury summons as soon as possible.  Additionally, upon completion of jury service, the employee must submit to COMPANY a copy of the courts proof of service documenting the total number of days actually served on the jury.
 
Military Leave
Employees in the military reserve are afforded     days of paid leave for military service per year.  Only full time employees are eligible for paid military leave.  Employees must be employed by COMPANY for at least     months in order to be eligible for paid military leave.  Employees that are either not eligible for military leave, or who have exhausted their paid leave for that calendar year, will be afforded unpaid leave without loss of benefits for the duration of their military service.
 
Employees anticipating military service should submit copies of their report orders to their COMPANY supervisor as soon as is possible.
 
Bereavement Leave
Employees are eligible for up to 5 days of paid bereavement leave upon the death of an immediate family member.  An immediate family member is a parent, stepparent, brother, stepbrother, sister, stepsister, child, stepchild, grandparent, grandchild, and spouse or domestic partner.  Employees that wish to take more than 5 days bereavement leave may request such time from their supervisor, but any time off in excess of 5 days will be unpaid leave.  Employees that wish to take bereavement leave after the death of someone who is not an immediate family member may request such leave from their immediate supervisor, and should identify the circumstances of their situation.  Any bereavement leave taken for someone who is not an immediate family member will be unpaid, and shall not exceed 2 days.
 
Benefits
 
(The benefits package offered to employees for each company will obviously vary greatly depending upon your provider, your chosen group plans and benefits, etc.  All that needs to be addressed in the Employee Handbook is an overview of the plans and benefits offered to your employees, not a detailed statement of fees, program costs, etc.  Your employees should be given a Benefit Handbook in addition to their Employee Handbook that details the specifics of your companys benefits package.
 
Below is a basic outline of possible benefits you may wish to offer your employees.  Fill in this section with a general overview of the actual plans your company will offer its employees.  Be sure to be clear as to which employees are eligible for benefits, i.e., full-time only, part-time working regular weekly hours, etc.)
 
The information in this section is intended to be a general overview of the benefits offered by COMPANY to its employees.  For more detailed more information regarding the specific terms and conditions of COMPANYS benefits plans, please see COMPANYS Benefits Handbook, or contact Human Resources.
 
Eligibility
Full-time employees that have been employed with COMPANY for at least        (days/months) are eligible for the benefits described in this section.  Part-time employees that have performed regular work for COMPANY for at least        weeks, on average of at least     hours per week, are also eligible for benefits.
 
Health Insurance
(Identify your companys health insurance provider, briefly describe plan options, who will pay for premiums, etc.)
 
Dental Coverage
(Describe any options employees will have for dental coverage)
 
Life Insurance
(Describe any life insurance plans offered to your employees)
 
Accidental Death & Dismemberment
(If your provider offers AD&D coverage, set forth the basic terms here)
 
Flexible Spending Accounts
(Many employers offer their employees flexible spending account options, which allow them to deposit money for use towards health/medical related expenses that would otherwise be paid out of the employees pocket.  If your company offers such accounts, describe them here.)
 
Disability Insurance
(Many employers offer both long-term and short-term disability insurance to their employees, covering them against injuries or illness that prevents them from being able to perform their job-related duties.  PLEASE NOTE:  If your company is covered by the Americans with Disabilities Act, there may be certain obligations and restrictions regarding the treatment of disabled employees.  If you are covered by the ADA, you should consult with a competent employment law attorney regarding the treatment of any disabled employees.)
 
COBRA
(Under the Consolidated Omnibus Budget Reconciliation Act (COBRA), employees that lose their employer provided health benefits are given the right to continue temporarily their coverage under that group plan.  Generally, it is the employees responsibility to pay for premiums during this extended coverage period.  COBRA laws apply to employers with 20 or more employees in the previous year.
 
For more information about COBRA rules and regulations, see the U.S. Department of Labors website, or consult a competent employment law attorney.  If applicable, you should then briefly describe your companys COBRA policies in this section.)
 
Retirement Savings Plans
(There are a wide variety of retirement savings plans you may wish to offer your employees.  401K plans, IRAs, or company supported pension plans are among the more common of these retirement plans.  If you choose to offer retirement savings plans to your employees, summarize those plans in this section.)
 
Profit Sharing/Stock Purchase Plans
(If your company has a incentive stock option plan or other equity or profit sharing plan, briefly describe that plan or plans here.)
Employee Acknowledgment
 
The following employee handbook represents the policies, rules, practices, benefits and guidelines of COMPANY, as of the handbooks latest revision date.  COMPANY reserves the right to alter, amend, delete, add or otherwise change any policy, rule, practice, benefit, or other element of this handbook with or without notice.
 
Nothing in this handbook shall not be construed to create or imply any employment contract between COMPANY and any of Companys employees, nor shall it create or imply any promise of employment for any definite period of time.  COMPANY reserves the right to terminate the employment of any employee for any cause, or for no cause at all.
 
Please sign below, detach this page from the book, and return it to Human Resources as evidence that you have received this handbook and understand its purpose and contents.
 
 
 
 
 
 
 
 
                  
Employees Signature
 
                  
Employees Printed Name
 
                  
Date
 

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