Personnel Manual Defining the Rights and Responsibilities of Employees
(Name of Employer) Personnel Policy Handbook
Welcome to our Company.
Our Company is a leading producer of (type of product). We owe our success to the
skill, diligence, and efficiency of our employees, and we seek to hire and retain the
finest employees in our industry and provide a work environment in which each
employee can reach his or her full potential. We appreciate your willingness to join our
Company and look forward to a mutually satisfactory work relationship. However, you
should be aware that all of the Company’s employees are employed at will, which
means the Company or employee may terminate the employment relationship at
any time with or without cause.
This Handbook summarizes some of our Company’s employment policies and practices
and provides an overview of the benefits to which you are entitled as an employee. Our
employment policies and your benefits are more accurately described in our policy and
benefit manuals, which are reviewed and modified as the need arises. If the provisions
of this Handbook vary from the terms of a policy or benefit manual, the manual will
1. Payment Checks
A. Our workweek for payroll purposes runs from Monday to Sunday of each
week, and you will be paid on the first Friday following each workweek. Your
check will be for the amount of salary due for work performed during the prior
workweek, less payroll deductions.
B. Deductions will be made from your paycheck for federal and state
withholding and employment taxes that must be paid by an employee but
collected by an employer. Any garnishments or any other deductions required by
law will also be deducted from your paycheck, and deductions will be made for
contributions you have requested to retirement and other employee benefit plans
maintained by the Company.
C. Deductions will be described and the amount of each indicated on a
statement accompanying your paycheck. You should review the statement
carefully and contact the Company’s accounting staff promptly if you have
questions about the nature or amount of any deduction.
2. Employment Benefit Plans.
A. The Company provides the following employee benefit plans for eligible
Group health insurance;
401(k) retirement savings plan;
Accidental death and dismemberment insurance;
Life insurance; and
Long-term disability income protection;
B. The eligibility requirements for the plans vary, and new employees are not
eligible for any of them until they have been employed for at least ninety (90)
days. Eligible employees will be contacted at the appropriate time regarding
enrollment in these plans, and a summary plan description providing an
overview of the plan and its benefits will be provided at that time. Benefit
booklets for all plans can be obtained from the accounting staff if you wish to
C. The Company reserves the right to amend, modify, alter, or terminate any
of its employee benefit plans. The Company may exercise this right at any time in
its sole discretion.
3. Time Off.
A. Holidays. Each regular full-time employee is entitled to the following
holidays listed below. Each regular part-time employee working a minimum of 20
hours per workweek who has been continuously employed for 12 months is also
entitled to these holidays.
New Year's Day
Martin Luther King's Birthday Celebration
Fourth of July
Thanksgiving Day and the day after Thanksgiving
B. Employees eligible for holidays will be paid for the hours they were
regularly scheduled to work on the holiday. Employees who are on layoff,
disability leave, family and medical leave, or any other leave on the date of the
holiday occur are not entitled to holiday pay.
C. Vacations. Regular full-time employees who have been continuously
employed by the Company for at least one year are eligible for a paid vacation,
the length of which depends on the length of the employee's employment on the
anniversary date of his or her hire as follows:
Length of Employment Vacation
One year (number of weeks)
Five years (number of weeks)
Ten years (number of weeks)
D. Regular part-time employees who work a minimum of 20 hours in a
workweek are eligible for one-half the paid vacation of regular full-time
employees. You must schedule your vacation with the approval of your
supervisor to insure adequate coverage for the work to be done. However,
employee vacation scheduling preferences will be honored to the extent possible.
In order to avoid staffing problems, the Company may, at its sole discretion,
require employees to take vacations in increments of one full week.
E. Employees eligible for vacation will be paid the compensation they would
otherwise receive for regularly-scheduled work during the vacation. Vacation pay
of full-time employees will be based on the salary they are receiving at the start
of their vacation. Part-time employees will be paid based on the average weekly
wage they received during the 12 workweeks before the start of their vacation.
Vacation pay will be paid to employees on the last work day prior to their
F. If a holiday occurs during an employee's vacation, it will not be considered
part of the vacation, and the employee will be entitled to any pay to which he or
she would otherwise receive for the holiday.
G. All vacations must be taken in the 12-month period following the date in
which they are earned. There is no carryover of unused vacation from one year
to the next. If you do not use your vacation for the year, you will lose it.
4. Personal Days. Regular full-time employees who have completed one year of
employment are entitled to (number of days) paid personal days each calendar year.
Personal days may be used, at your discretion, for religious observance or any other
purpose. Personal days must be scheduled with the advance approval of your
supervisor, but employee scheduling preferences will be honored to the extent possible.
Employees must use their personal days in the year earned. You may not accumulate
personal days. Instead, the Company will pay you for unused personal days at the end
of each year.
A. Regular full-time employees are eligible for up to (number of days) paid
sick leave days during each calendar year after completion of one year of
continuous employment. Those who have not completed one year of
employment accrue one-half a day of paid sick leave for each calendar month of
continuous employment completed after the expiration of 90 days from the date
they were hired.
B. An employee is not entitled to be paid for unused paid sick leave days.
Unused sick leave days may be carried over into succeeding calendar years,
provided that an employee may not accrue more than [number of days] days of
sick leave at any time, and days of sick leave that exceed this limit will expire.
Employees missing work due to illness must call their supervisor on the first day
of their absence and report the type of sickness from which they are suffering
and the date they expect to return to work. The Company may request a doctor's
note at any time during or at the conclusion of an employee's sick leave.
6. Bereavement Leave. The Company provides up to (number of
days) consecutive days of bereavement leave after a death of an immediate family
member of an employee. The leave may begin on the date of death and continue
through the day following the funeral or similar service or celebration. The employee will
be paid for all days he or she was scheduled to work during that period of the leave.
Immediate family includes current spouse, parent, stepparent, parent-in-law, step
parent-in-law, grandparent, child, stepchild, grandchild, sibling, and stepsibling. An
employee may be required to submit proof of the death and the date of the funeral,
service, or celebration. If a death in the family occurs, you must notify your supervisor of
the dates of your anticipated absence.
7. Jury Duty. Regular full-time employees are entitled to pay for all days served on
jury duty. Employees serving on jury duty will have Saturdays and Sundays as days off
during the term of such service, regardless of their normally scheduled workweek. To
receive jury duty pay, an employee must provide the Company with a copy of the
document issued by a court summoning the employee for jury service as well as a proof
of actual days served. If you are required to be available for jury duty on a given day,
but are not required to be in court, you must report to work. You should notify your
supervisor promptly if called for jury service.
8. Family and Medical Leave of Absence Policy.
A. Employees who have worked for the Company for at least 12 months and
at least 1,250 hours during the prior 12 months may take up to 12 weeks of
unpaid leave under the Company’s Family and Medical Leave of Absence Policy.
FMLA leave is available for the following reasons:
1. Birth and/or care of a child of the employee;
2. Placement of a child into the employee's family by adoption or by a
foster care arrangement;
3. Care of the employee's spouse, child, or parent who has a serious
health condition; and
4. Inability of the employee to perform the functions of the
employee's position due to a serious health condition.
B. The amount of FMLA leave available to an employee is based on a period
of 12 consecutive months ending on the day the leave commences. An employee
is limited to 12 weeks of leave during any such period.
C. A copy of Company’s Family and Medical Leave of Absence Policy,
which further defines the circumstance in which FMLA leave is available and the
procedure to apply for it, can be obtained from the accounting staff.
9. Military Leave.
A. Employees who are members of the National Guard or Armed Forces
Reserves are entitled to an unpaid leave of absence for military training duty so
long as they present their orders in advance to their supervisor. Employees
eligible for vacation may use their vacation for their military leave. An unpaid
leave will also be granted to an employee who enters active military service in
the Armed Forces or is ordered for an initial period of active duty for training in
the National Guard or Armed Forces Reserves.
B. Employees granted a military leave will be paid for any unused vacation
for which they are eligible. The payment will be made on a pro rata basis for the
year the leave begins. Employees who return to work after a leave for military
service are eligible for reinstatement in accordance with applicable law. They
must, however, seek reinstatement within the required time limits and be
qualified to work. Questions about the rights of employees to military leave
should be directed to the accounting staff.
10. Personal Leave. Regular full-time employees may apply to their supervisor for
unpaid personal leave if they need time off to attend to personal situations not covered
by the Company’s other time-off policies. The application must be in writing, and the
leave may not exceed (number) consecutive days. Requested personal leave and any
requested extensions may be granted or refused by the Company in its sole discretion,
and the Company may impose such restrictions or terms as it sees fit. Employees
granted a personal leave are eligible to return to their jobs with the Company at the end
of the leave if it does not exceed (number) consecutive days. Employees on personal
leave who are away from work for (number) consecutive days or less continue to accrue
credit for vacation during their absence.
11. Overtime. The Company’s business operations sometimes require employees to
work overtime, and we expect you to cooperate if asked to do so. Certain employees
will receive pay at the rate of 1.5 times their regular rate for all hours worked in excess
of 40 hours in any workweek, excluding meal periods, unless otherwise required by law.
If you are entitled to overtime pay at 1.5 times your regular rate, you will be notified by
12. Performance Reviews. Your supervisor will meet with you at least once a year
to evaluate your work. The evaluation will include a formal review of your job
performance and work record with the Company. If your supervisor deems it
appropriate, your salary may be increased to reflect additional duties or responsibilities
and promotions. Salary increases, however, are not automatically granted at each
13. Personnel Records.
A. Each employee is responsible for insuring that the Company’s records
relating to the employee are current. If there is a change in address, telephone
number, marital status, emergency contact, or number and names of
dependents, such changes must be communicated to the Company in a written
form prescribed by the Company.
B. Employees are also responsible for keeping their tax information current.
You are responsible for the accuracy of the Form W-4 on file with the Company
and must complete a new form if the information changes.
C. All personnel records maintained by the Company are its property.
Employees may review their personnel files under the supervision of a Company
representative. No material may be removed from the file or duplicated by an
D. Personnel material is shared within the Company only on a need-to-know
basis. The Company provides employee information to outside agencies only
with the written consent of the employee or as required by law. The Company
does not provide letters of recommendation but does