By: Bill Vogel, PHR
Date: 8/20/2018 VirtualHRPros.com If you have an employee handbook or considering a handbook for your employees, now is the time to audit and update workplace policies. Many state, federal, and municipal laws go into effect the beginning and middle of each year. There are many supported reasons for having an employee handbook, but most importantly a handbook informs and instructs employees on their expected behavior and responsibilities at work. Equally important, an employee handbook is a tool used by managers and supervisors to hold employees accountable. In this article, I will provide the primary steps and considerations for developing an employee handbook. This is no small task and in-depth knowledge of the company's rules and practices is needed to ensure that your employee handbook fits the culture and mission. For example, off-the-shelf or online cookie-cutter versions of employee handbooks from reputable sources may provide guidance, but review them carefully and ask yourself, “Does this make sense for our company?” In addition, all leaders from each department should participate in the review and development of the employee handbook. To begin the process of creating an employee handbook, use these section headers to create an outline:
Policy Inventory – The policy inventory step is a survey conducted with everyone in a leadership position to discover any rogue policies written and enforced, but not included in the existing employee handbook. Rogue policies should be considered as part of the new employee handbook or discarded if they contradict new requirements or employment related laws. Disclaimer – The disclaimer includes important messages such as an at-will employment confirmation, elimination of any policies or handbooks written prior to the new handbook, and the company has the right to change or eliminate policies at any time. This section should also contain the company’s Equal Employment Opportunity statement, a statement example is found on the US Equal Employment Opportunity Commission’s website. History & Mission - Include a brief history of the company such as how and when the company got started and who are the founders. In addition, add the mission statement with a short welcome message from the president or owner with his or her signature. Conditions of employment– This is the fundamental part of the employee handbook and contains a long list of sub paragraphs containing policies and instructions such as: policies against harassment and discrimination and how to report such incidents, open door policy, fraternization, employment status, conflict of interest, confidentiality, promotions and job openings, attendance, types of legally protected leave of absences and how to apply for a leave, time off to vote, performance evaluation or biannual appraisals, dress code, asset protection rules, arbitration, and personnel file retention. Compensation & Benefits – This section of the handbook gives a summary of benefits such a medical, dental, vision, employee assistance programs, retirement plans, life insurance, short and long-term disability insurance, paid time off, paid sick time accrual. This section also informs employees on requirements for pay such as wages, tips, overtime approval, breaks and meal periods, definition of a pay week and the pay day, payroll deductions, garnishments, direct deposit, safe harbor policy for exempt employees, paid holidays, serving on a jury, and reporting pay errors. Health & Safety – The importance of health and safety cannot be overstated, but a few important topics for this section are: reporting an injury or accident, injury illness and prevention program, safety violation consequences, and the company’s commitment to safety. Standards of Conduct – This policy is the heart of any employee handbook and the first section managers and supervisors refer to when dealing with employee misconduct. Standards of conduct include a long list of do’s and don'ts such as theft, sleeping or loitering, gossiping, bullying, substance abuse, social media, use of the company’s internet and email, weapons, suitable seating, customer service, discipline, gambling, gifts, insubordination, clocking in and out and prohibiting off the clock work, visitors, pets, falsifying information or lack of integrity, and profane or abusive language. General Policies – These policies are specific to company practices and might include topics such as expense reimbursement, use of company vehicles, working from home, donning and doffing, petty cash, company credit card (P-Card), and speaking to news media representatives. After completing the outline, create a draft of the employee handbook and distribute it to leadership for their final review and agreement. Lastly, have an employment law attorney review the handbook to ensure that the content is lawful or add policies needed to help managers and employees comply with state, federal, and municipal employment statutes. An employee handbook provides little protection for the company unless it is widely distributed and acknowledged. Managers must ensure that all existing and newly hired employees receive and sign for their copy of the employee handbook. The signed acknowledgement is then placed in the employee's personnel file. As always, get help from a qualified HR Professional if you think your business is at risk, or needs help developing policies, procedures, and training courses for help with workplace improvement and compliance requirements.
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