Free Employee Handbook Template - DOC

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					   Employee
   Handbook
      
A How-to-do-it TEMPLATE
   For Public Libraries

           Created September, 2002

      Assembled and edited by the former
  Southwest Library System (SLS)
About This Manual
This manual has been assembled using information from many sources. I t’s aimed at
Public Library Districts, but could apply to other entities.

It’s intended that you use it as a guide, not verbatim, as each of you will have different
considerations in forming your policies. However, if a sample suits you as it is, feel free
to use it. Each sample includes its source so that you can judge its credibility. Because
laws differ from state to state, we strongly recommend that you have your lawyer
review any changes that you make to your policies.

Some sections include more than one sample and some sections include suggestions [ in
bold italics ] that you should remove when customizing the sample for your own use.

For an overview of the theory behind Employee Handbooks, read Business - Creating an
Effective Employee Handbook at:
http://www.sbaonline.sba.gov/gopher/Business-Development/Success-
Series/Vol10/handbook.txt

To see an example of a complete Employee Handbook, look at the sample at
HrVillage.com (http://www.hrvillage.com/PandP/all.htm)

In general:
     Use friendly, conversational language as opposed to language that sounds
       contractual.
     Keep it brief and only cover key issues that concern the majority of employees.
     Date the handbook and keep it up-to-date.
     Have employees sign an acknowledgment that they have read the handbook.
     Seek legal advice and revie w.
     Don’t include policies that you cannot state clearly and without ambiguities.
     Don’t include policies unless you plan to follow them rigorously.
     Don’t include details that are likely to change.
     Don’t include procedures for supervisors, especially hiring, probationary,
       discipline, evaluation, promotion, or firing procedures.




                                       
9/28/2010   SWRLSS - TEMPLATE - Employee Handbook                                             2
                    “Your Name”
                Public Library District




                   Employee
                   Handbook

                “Insert Month and Year”




9/28/2010   SWRLSS - TEMPLATE - Employee Handbook   3
Source: LRI Management Services, Inc.
http://www.lrims.com/sampledisclaimer.html



AT-WILL EMPLOYMENT SAMPLE DISLCAIMER
The following is a sample disclaimer from an employee handbook. It is important to
remember that laws and regulations vary from state to state, so this and any other
language (whether included in a handbook, policy manual, application or other
document) should be carefully reviewed by competent labor counsel prior to being
used.




        This handbook does not constitute a contract for employment for any
period of time but merely sets forth policies and procedures in effect on the
date it was issued. This handbook may be amended from time to time
without prior notice to employees. Additional policies and procedures
specific to particular job classifications may be added as needed. Both the
Company and an employee have the right to terminate the employment
relationship at anytime, with or without cause or notice. Please understand
that no supervisor, manager, or representative of the Company other than the
President, has the authority to enter into any agreement with you for
employment for any specified period of time or to make any promises or
commitments contrary to the foregoing. Further, any employment agreement
entered into by the President will not be enforceable unless it is in writing.




9/28/2010   SWRLSS - TEMPLATE - Employee Handbook                                    4
Source: Employee Handbook Introduction (for Wachusett Regional School District)

http://www.wrsd.net/employeehandbookintroduction.htm



INTRODUCTION

               A Message From The Superintendent

On behalf of the Wachusett Regional School Committee, the members of the
Administrative Team and your fellow employees, I am pleased to welcome you to the
District and to wish you success with your employment here. I hope that you will enjoy
all the satisfaction that comes from a career in public education.

This handbook was developed to describe some of the expectations the District has for its
employees, and to outline the policies, programs, and benefits that are available to
eligible employees. You should familiarize yourself with the contents of the Employee
Handbook as soon as possible, for it will answer most questions you may have about
employment with the District.

We believe that an employee contributes directly to the District's ability to provide the
best education possible to the children we serve. We hope that you will take pride in
being a member of our team and that your experience with the District will be
challenging, enjoyable, and rewarding.

Again, welcome!



Very truly yours,

Alfred D. Tutela, Ph.D.
Superintendent of Schools

.




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TABLE OF CONTENTS

Disclaimer
Introduction / Welcome

SECTION 1 – EMPLOYMENT PRACTICES
Equal Employment Opportunity
Sexual and Other Harassment
Employee Categories
Termination of Employment
Safety/Reporting of Injury/Workers Compensation
Weather/Emergency Closings

SECTION 2 – BENEFITS
Group Insurance
Retirement Plan
Short-term Disability

SECTION 3 – TIME OFF
Holidays
Vacation
Sick Days
Leave of Absence
Funeral Leave
Military Leave
Jury Duty
Voting
SECTION 4 - PAY PRACTICES
Hours of Work
Time Reporting / Attendance
Dates of Paydays
Travel & Business Expenses

SECTION 5 - CONDUCT
Grievance / Problem Solving
Smoking
Dress Code
Confidential Information
E-Mail
Anti-Violence
Drugs and Alcohol

ACKNOWLEDGMENT OF RECEIPT




[ underlined items are necessary components of an Employee Handbook ]




9/28/2010    SWRLSS - TEMPLATE - Employee Handbook                      6
Source: Montgomery Work-Life Alliance
http://www.worklifemontgomery.org/fairemp4.html#policy

EQUAL EMPLOYMENT OPPORTUNITY POLICY STATEMENT

{Your Company} provides equal employment opportunities (EEO) to all employees and
applicants for employment without regard to race, color, religion, gender, sexual orientation,
national origin, age, disability, marital status, amnesty, or status as a Vietnam-era or special
disabled veteran in accordance with applicable federal, state and local laws. {Your Company}
complies with applicable state and local laws governing non-discrimination in employment in
every location in which the company has facilities. This policy applies to all terms and conditions
of employment, including, but not limited to, hiring, placement, promotion, termination, layoff,
recall, transfer, leaves of absence, compensation, and training.

{Your Company} expressly prohibits any form of unlawful employee harassment based on race,
color, religion, gender, sexual orientation, national origin, age, disability, or veteran status.
Improper interference with the ability to {your Company's} employees to perform their expected
job duties is absolutely not tolerated.

COMPLAINT PROCEDURE

Each member of management is responsible for creating an atmosphere free of discrimination.
Further, employees are responsible for respecting the rights of their coworkers.

If you experience any job-related discrimination or harassment based on your race, color,
religion, gender, sexual orientation, national origin, age, disability, marital status, amnesty, or
status as a Vietnam-era or special disabled veteran, or if you believe you have been treated in a
unlawful, discriminatory manner or have been unlawfully harassed, promptly report the incident
to your supervisor. If you believe it would be inappropriate to discuss the matter with your
supervisor, report it directly to the head of your Department or the head of the Office of Human
Resources. Once made aware of your complaint, {your Company} is committed to commence an
immediate, thorough investigation of the allegations. Your complaint will be kept confidential to
the maximum extent possible.

If, at the completion of the investigation, {your Company} determines that an employee is guilty
of discriminatory or harassing behavior, appropriate disciplinary action will be taken against the
offending employee.

{Your Company} prohibits any form of retaliation against any employee for filing a bona fide
complaint under this policy or for assisting in the complaint investigation. However, if, after
investigating any complaint of unlawful discrimination, {your Company} determines that an
employee intentionally provided false information regarding the complaint, disciplinary action
may be taken against the one who gave the false information.




9/28/2010    SWRLSS - TEMPLATE - Employee Handbook                                                7
Source: Employment Law Information Center
http://www.elinfonet.com/pickedpol/144.html


SEXUAL AND OTHER HARASSMENT

[COMPANY] prohibits sexual harassment of its employees and applicants for
employment by any [COMPANY] employee or applicant. Such conduct may result in
disciplinary action up to and including discharge. This policy covers all employees. The
[COMPANY] will not tolerate, condone or allow sexual harassment, whether e ngaged in
by fellow employees, supervisors, associates, clients or other non-employees who
conduct business with the [COMPANY].

Sexual harassment is any behavior that includes unwelcome sexual advances and other
verbal or physical conduct of a sexual nature when:

• submission to, or rejection of, such conduct is used as the basis for promotions or other
employment decisions;

• the conduct unreasonably interferes with an individual's job performance or creates an
intimidating, hostile or offensive work environment.

[COMPANY] employees are entitled to work in an environment free from sexual
harassment and a hostile or offensive working environment. [COMPANY] recognizes
sexual harassment as unlawful discrimination, just as conduct that belittles or demeans
any individual on the basis of race, religion, national origin, sexual preference, age,
disability, or other similar characteristics or circumstances.

No manager or supervisor shall threaten or imply that an employee's refusal to submit to
sexual advances will adversely affect that person's employment, compensation,
advancement, assigned duties, or any other term or condition of employment or career
development. Sexual joking, lewd pictures and any conduct that tends to make employees
of one gender "sex objects" are prohibited.

Employees who have complaints of sexual harassment should (and are encouraged to)
report such complaints to their supervisor. If this person is the cause of the offending
conduct, the employee may report this matter directly to [specify various officials, (e.g.,
Director of Human Resources, designated Vice Presidents, President, etc.]. Your
complaint will be promptly and thoroughly investigated. Confidentiality of reports and
investigations of sexual harassment will be maintained to the greatest extent possible.
Any manager, supervisor, or employee who, after appropriate investigation, is found to
have engaged in sexual harassment of another employee or tutor will be subject to
disciplinary action, up to and including discharge.

If any party directly involved in a sexual harassment investigation is dissatisfied with the
outcome or resolution, that individual has the right to appeal the decision. The



9/28/2010   SWRLSS - TEMPLATE - Employee Handbook                                              8
dissatisfied party should submit his or her written comments to [specify official (e.g.,
Director of Human Resources)].

[COMPANY] will not in any way retaliate against any individual who makes a report of
sexual harassment nor permit any employee to do so. Retaliation is a serious violation of
this sexual harassment policy and should be reported immediately. Any person found to
have retaliated against another individual for reporting sexual harassment will be subject
to appropriate disciplinary action, up to and including termination.




Source: Employment Law Information Center
http://www.elinfonet.com/policies/eecateg2_pol.php

EMPLOYEE CATEGORIES

The company categorizes employees in the following categories:

Regular Full-Time Employees: An employee who is regularly scheduled to work
[specify minimum number of hours that employee has to work during work week (e.g.,
35 hours)] per week. Full time employees are considered eligible for all employee
benefits.

Regular Part-Time Employees: An employee who is regularly scheduled to work
[specify minimum number of hours that employee has to work during work week (e.g.,
20 hours)] per week. Unless otherwise specified or as required by law, regular part-time
employees are not eligible for employee benefits.

Temporary Employees: An employee who is hired for a temporary period, generally
less than six (6) months. Temporary employees should have no expectation of continued
or regular employment and cannot become a regular employee unless such an offer of
regular employment has been made to the employee. Unless otherwise specified or as
required by law, temporary employees are not eligible for employee benefits.

Non-Exe mpt and Exempt Employees: The federal Fair Labor Standards Act classifies
employees as either non-exempt or exempt for the purpose of minimum wage and
overtime requirements. Under federal law, non-exempt employees are entitled to
minimum wage and, if they work more than 40 hours in a work week, overtime. Your job
duties determine whether you are exempt or non-exempt. Generally, hourly employees
are non-exempt employees and salaried employees, such as administrators, executives
and professionals, are exempt.




9/28/2010   SWRLSS - TEMPLATE - Employee Handbook                                            9
Source: HrVillage.com
http://www.hrvillage.com/PandP/all.htm

TERMINATION

Employees who voluntarily resign from the Company are asked to provide at least two
weeks advance notice of their resignation. This notice should be in writing and should
briefly state the reason for leaving and the anticipated last day of work.

If a terminating employee is eligible for any incentive compensation, bonus, and/or
awards, they must be actively employed on the date the compensation, bonus or awards
are presented or paid, in order to receive the compensation, bonus or award.

______________________________________________________________________



Source: SBA Online Women’s Business Center
http://www.onlinewbc.gov/docs/manage/hrpol_wkc.html


WORKER'S COMPENSATION

Employees who are injured on the job at XYG are covered by Worker's Compensation
Insurance. It is your responsibility to immediately notify your immediate supervisor - or
in the absence of your supervisor, the next available supervisor - of any injuries you
sustain while on the job at XYG.

This supervisor will notify your personnel representative. We encourage injured
employees to seek immediate medical attention. All medical expenses related to the
treatment of an injury, sustained on the job, are paid in full direct to the medical
providers. After a specified waiting period, you are also eligible for disability payments
set forth by state law, where necessary.

The Worker's Compensation plan is administered by a separate insurance company who
will be notified by your personnel representative. You will be contacted by a
representative of the administering company. Information on the current company
administering this plan will be provided to you by your personnel representative and is
available on posters displayed in your work area. Additional information on Worker's
Compensation Insurance is available through the Personnel office.

[ Employers may require immediate reporting of an injury on the job, but in Colorado
in order to qualify for Workers Compensation benefits, employees are only required to
notify their employer in writing within four days of the injury. ]




9/28/2010   SWRLSS - TEMPLATE - Employee Handbook                                            10
Source: Montgomery Work-Life Alliance (Family Oriented Personnel Policies section)
http://www.worklifemontgomery.org/fopp8a.html

WEATHER / EMERGENCY CLOSINGS

Supervisors are encouraged to remember that many employees have dependents in school
or other dependent care arrangements, where inclement weather (snow) closing policies
may not be congruent with (the employer's). Supervisors are asked to be sensitive to this
situation as it can result in employees feeling pressured to leave those who need their care
and supervision unattended. Whenever possible, requests for leave to attend to
dependents during school "snow days" (closings, late openings, and early dismissals)
should be favorably considered. The amount of leave granted should be commensurate
with the school schedule. For example, if schools are opening two hours late, the
employee may need two and a half hours of leave to include travel time after the child or
dependent leaves the house; if the schools are closing at noon, the employee may need to
leave before noon in order to be home by the time the child arrives. If, under these
circumstances, employees offer to "flex" their work schedules, or to work at home to
make up the time and work lost, supervisors are encouraged to consider this option.



Source: Employment Law Information Network
http://www.elinfonet.com/policies/emergclosing_pol.php


CLOSINGS DUE TO EMERGENCIES

Emergency conditions, such as sever weather and power outages, may cause the company
to close temporarily. We will notify you as soon as practicable when such a closing will
occur. Employees will not be paid for time that is not actually worked due to an
emergency closing.



[ Under the Fair Labor Standards Act, employers who deduct pay from exempt
employees who are ready to work when work is not available jeopardize the employees’
exempt status. ]




9/28/2010   SWRLSS - TEMPLATE - Employee Handbook                                        11
Source: SBA Online Women’s Business Center
http://www.onlinewbc.gov/docs/manage/hrpol_ins.html


GROUP INSURANCE

XYZ Corporation (The Company) makes health insurance, life insurance and accidental
death coverage (group benefits) available to eligible employees (see definitions) and their
eligible family members. The Company pays the majority of the premiums for the group
benefits, with the employee sharing the balance of the cost. Single and family plans are
set at different contribution rates. Long term disability benefits are also offered at no cost
to employees.

The low cost of these benefits is an important part of each eligible employee's
compensation package. Eligible employees may also purchase optional life insurance for
spouses and dependents.

Eligible employees are all full- time employees who have completed ninety (90) calendar
days of employment; and part-time employees who work at least twenty- five (25) regular
hours a week and have completed ninety (90) calendar days of employment.

Specific details on coverage and benefits are outlined in XYG’s Health Benefit
Handbook. It is provided to you during employee orientation. You will also receive
authorization forms for all benefits at orientation. Please see your personnel
representative if you have not been scheduled for orientation or have not received the
Benefit Handbook.



[ In general, for all benefits, language in an employee handbook should be carefully
reviewed to ensure that it does not promise eligibility which conflicts with the plan
requirements. It is best not to spell out the details of each plan, but be sure to indicate
where they can receive further information. ]




9/28/2010    SWRLSS - TEMPLATE - Employee Handbook                                          12
Source: SBA Online Women’s Business Center
http://www.onlinewbc.gov/docs/manage/hrpol_ret.html


RETIREMENT PLAN

XYG employees have the opportunity to participate in a retireme nt plan which allows
employees to save a portion of their compensation for retirement. After one year of
service, employees are eligible to participate in the plan. Contributions to this plan are
pre-tax dollars, which means the amount specified by the emp loyee is taken from his/her
salary before federal income is taken out. The employee is then taxed on the remaining
salary, resulting in additional savings. It should be noted that any distribution from the
401(k) plan will be subject to tax, whether that be early or qualified distribution. Early
distribution may also carry a monetary penalty. See your personnel representative for
more details and a copy of the XYG Employee Savings Plan.

Contributions by the company are based on the amount contributed by the employee,
with XYG matching 30% of the employee's contribution. As with employee
contributions, taxes on company contributions and their related earnings, are deferred
until distribution from the plan. Company contributions are not fully vested to the
employee until after a five year period; employee contributions are fully vested from the
time of contribution.

Employees are urged to seek advice from a financial expert prior to any distribution from
the 401(k) plan. XYG also contributes to the 401(k) for employees participating in this
plan.




9/28/2010   SWRLSS - TEMPLATE - Employee Handbook                                       13
Source: SBA Online Women’s Business Center
http://www.onlinewbc.gov/docs/manage/hrpol_std.html


SHORT TERM DISABILITY
Short-term disability benefits are designed to provide a paycheck to employees during
periods of serious illness resulting in total disability. Many companies offer optional
long-term disability insurance (often paid by the employee), and short-term disability
insurance covers the employee during the "gap" between the two insurance policies.

Short term disability (STD) benefits provide income continuation during periods of serious illness
resulting in total disability. You are "totally disabled" if you are unable to perform your job due to
major illness or accidental bodily injury. XYG employees bear no cost for this plan benefit which
provides up to 180 days of short term disability benefits within a twelve-month period.

The employee's total disability period must exceed ten (10) consecutive working days to qualify
for STD benefits; and all Sick Leave benefits must be exhausted before an employee can request
STD benefits. Once the initial ten (10) day waiting period is met, STD benefits will be retroactive
to the first unpaid day of absence (if sick leave benefits are exhausted).

Regular full-time and regular part-time employees of XYG are eligible for this benefit once they
have completed ninety (90) calendar days of service and work at least thirty (30) days per week
on a regular basis.

Under STD benefits, eligible employees are paid 80% of their normal base salary. This means the
employee will be paid based upon your regular rate of pay excluding overtime, bonus, vacation,
and any other accrued paid leave or additional compensation. STD benefits may not exceed 80%
of your base salary, unless augmented by available accrued vacation. If additional payments from
worker's compensation or state disability, while you are on STD benefits, increase your overall
benefits to exceed 80%, your STD benefits will be reduced accordingly.

Group health benefits will continue on the same basis as prior to the onset of STD benefits. STD
benefits will be subject to all payroll withholding elections of the employee which were in effect
prior to the short term disability.

It is important that an employee provide their supervisor with the treating doctor's statement as
soon as you know an illness or injury will result in an absence greater than ten (10) days. The
doctor's statement must identify the nature of your disability and the date you are expected to be
able to return to work. XYG may require a second medical opinion, at its own expense, and
periodic re-certifications. If there are discrepancies in the first and second opinions, we may
require a third doctor to render a medical opinion. This third doctor will be selected jointly by
XYG and the employee, and the third opinion will be binding both on us and the employee.

Upon returning to work, you must provide a release, or return to work form, from the doctor
treating your illness or injury.




9/28/2010     SWRLSS - TEMPLATE - Employee Handbook                                                14
Source: SBA Online Women’s Business Center
http://www.onlinewbc.gov/docs/manage/hrpol_hol.html


HOLIDAYS

XYG RECOGNIZES THE FOLLOWING HOLIDAYS: NEW YEARS DAY, GOOD
FRIDAY, MEMORIAL DAY, INDEPENDENCE DAY, LABOR DAY,
THANKSGIVING, CHRISTMAS AND TWO FLOATING HOLIDAYS.

When a holiday falls on a weekend, XYG will designate the Friday preceding or Monday
following as the observed holiday at the discretion of The Company. Regular full-time
employees are paid eight (8) hours for each holiday, regular part-time employees are paid
for holidays based upon the number of hours they are normally scheduled. Temporary
employees are not paid for holidays, unless they are specifically requested to work on the
designated holiday (see Overtime).

The two (2) floating holidays are available to all full-time employees beginning the first
of January following the employees first anniversary. Once eligible, the floating holiday
are available annually. Floating holidays must be scheduled with, and approved, by your
supervisor at least three (3) weeks in advance of the requested date, and may not be taken
consecutively. Floating holidays may not be carried forward to be used in the following
year.




9/28/2010   SWRLSS - TEMPLATE - Employee Handbook                                       15
Source: Employment Law Information Network
http://www.elinfonet.com/policies/vacation_pol.php

VACATION

Full- time and part-time employees with benefits are entitled to vacation days in
accordance with the table below:

 Calendar Year of Continuous Employment                 Vacation Days
Until first June 1 following date of employment        1/2 day per month
After first June 1 following date of employment
                                                       10 days per year
through 4 calendar years of employment
Over 5 years of employment                             15 days per year

Regular part-time employees with benefits earn vacation on a pro-rata basis. Vacation
pay is at your regular rate of pay. Vacation days are accrued but cannot be used during
the first six months of employment. Vacation time must be taken in half-day or larger
units.

In order to encourage you to take your full vacation each calendar year, you will not be
able to carry any vacation days over into the following year. We will not pay you for any
unused vacation time, either while employed or at the time of termination (see section on
Resignations and Terminations for exception). Should a paid holiday fall within your
vacation, you will be entitled to an additional day off with pay or the day may be added
to your vacation. This decision will be reached by mutual agreement between you and
your supervisor.

Vacation pay is based on your regular rate of pay.

All vacation requests must be made one (1) month in advance by submitting a vacation
request form and are subject to approval to assure adequate coverage during your
vacation. In determining vacation schedules, three important factors are considered: your
preferences, your seniority (in case of conflicting requests) and the needs o f
(COMPANY).


[ Some policies include a “use it or lose it” clause. In Colorado that may not be legal.
Vacation earned is considered wages earned and you should not take it away once it
has been earned. One way to write a policy is to put a “cap” on the amount of vacation
time an employee may earn. The policy could read: “Employees are not eligible to
earn any additional vacation once they have reached their “cap,” until they use all or a
portion of their earned vacation.” Also remember that vacation earned is considered
wages earned, and all wages are due and payable to an employee upon termination.]




9/28/2010   SWRLSS - TEMPLATE - Employee Handbook                                         16
Source: Employment Law Information Network
http://www.elinfonet.com/policies/sick_pol.php

SICK DAYS

[COMPANY] provides paid sick time. Sick leave may be taken only when an employee
is unable to be present for work due to illness. [COMPANY] may request that the
employee furnish a doctor's certificate or other reasonable proof when absent for three (3)
days or when circumstance warrant, such as situations where questions arise concerning
the legitimacy of the absence.

Full- time staff employees earn sick time at a rate of 8 hours per month of continuous
employment during the calendar year. Part-time staff employees with benefits will earn
sick-time on a pro-rata basis, with a maximum accrual rate of one (1) day per month. No
sick time will be paid during the first six (6) months of employment, but sick time will
accrue during this period. You may not accumulate or carry over more than 60 days of
sick leave. Employees are not paid for unused sick time, including upon resignation or
termination. Time off for sickness taken in less than a full day will be deducted in units of
one (1) rounded up to the nearest hour.


Source: HrVillage.com
http://www.elifonet.com/policies/sick_po1.php

SICK DAYS

Sick days are provided for illness of the employee, their spouse or children. Employees
should use their personal days or vacation days non- illness related time off. All full-time
employees will receive sick days according to the following schedule:

Employees will be eligible for paid sick days after 6 months of employment. After 6
months of employment, employees will be eligible for one sick day for every two months
worked from date of hire, with a maximum of 5 days in their first year of employment.

Every succeeding calendar year, employees will be eligible for 5 sick days.

Sick days may be accumulated and carried over from year to year to a maximum of 10
days. All other unused sick days by the end of the year is forfeited.




9/28/2010    SWRLSS - TEMPLATE - Employee Handbook                                         17
Source: Employment Law Information Center
http://www.elinfonet.com/policies/loa_pol.php

LEAVES OF ABSENCE (Non FMLA)

If you are ill, pregnant, or have a disability which extends beyond your accumulated sick
leave and have worked for at least one continuous year, you may request a leave of
absence without pay of up to ninety (90) days. The leave may be extended beyond ninety
(90) days in intervals not exceeding thirty (30) days for up to six (6) months provided you
request extensions prior to the expiration of the authorized leave. Leave requests and
requests for extensions of leave must be accompanied by a doctor's certificate. To the
extent practicable, [COMPANY] will hold your job for you for a maximum of sixty (60)
days, after which [COMPANY] will make every effort to offer you the first available
similar position. Following any medical leave of absence you must bring in a doctor's
report showing you are able to resume your job duties without restriction. If you do not
return from a medical leave when scheduled without the agreement of [COMPANY] it
will be assumed that you decided not to return to work and have resigned. [COMPANY]
reserves the right to grant a personal leave of absence for a compelling reason.

During the period of leave, the employee will retain his/her previously-earned seniority,
vacation and sick time, but no additional benefits shall accrue.


Source: HrVillage.com
http://www.hrvillage.com/PandP/all.htm

LEAVE OF ABSENCE

Employees are eligible to apply for an unpaid leave of absence if they have been a regular
employee of the Company for at least one year and scheduled to work 20 hours or more a
week. The employee’s manager will make a decision on the leave request. The request
for leave will be reviewed based on the reason for the request, p revious attendance
record, previous leave requests and the impact the absence will have on the Company.

Authorized leaves for illness or disability begin after employees have exhausted accrued
sick leave, vacation and personal holiday time. A personal lea ve of absence, if granted,
begins after vacation and personal holiday time have been used.

Human Resources can provide employees with which benefits, in addition to retained
seniority, can be continued during the leave. If an employee wishes to continue benefits,
it must arranged for directly with Human Resources.

If the request for leave of absence for personal reasons, the employee’s manager, with the
advice of Human Resources, will decide whether the current position will be held open,
or if a position will be made available upon the employees return from leave.




9/28/2010   SWRLSS - TEMPLATE - Employee Handbook                                       18
Source: SBA Online Women’s Business Center
http://www.onlinewbc.gov/docs/manage/hrpol_fnl.html

FUNERAL LEAVE

XYG allows three (3) days off, with pay, for a death in your immediate family.
Immediate family includes parents, spouse, children, brothers, sisters, mother-in- law,
father- in- law, grandparents, or grandchildren.

You may request up to an additional two (2) days, which must be approved by your
immediate supervisor and the department head. If accrued vacation is available, this
benefit will be used for the additional two days; otherwise, the additional two days will
be unpaid.

Funeral leave for death of other than immediate family must be approved by your
immediate supervisory and the department head. Absence for such a death is limited to
two (2) days and will be unpaid.

_____________________________________________________________________


Source: Employment Law Information Center
http://www.elinfonet.com/policies/military_pol.php

MILITARY LEAVE

Military leaves are governed by federal and state law, and will be treated in accordance
with applicable regulations. Generally, such leaves include National Guard and Reserve
duty, and must be granted. Where reasonably possible, employees must give advance
notice that he/she will be taking a military leave of absence.

[ Military Leave legal requirements are different for public and private employers. ]




9/28/2010   SWRLSS - TEMPLATE - Employee Handbook                                           19
Source: SBA Online Women’s Business Center
http://www.onlinewbc.gov/docs/manage/hrpol_jury.html


JURY DUTY

We, at XYG, support employees called to fulfill their civic duty to serve jury duty when
called. You must provide your immediate supervisor with a copy of your jury summons
as immediately, as possible, upon receiving the summons. Your regular salary will
continue as before jury duty for each day served, up to 40 hours per week, for a
maximum of four (4) weeks.

Adequate proof of service must be provided in order to receive your regular salary during
your absence for jury duty. When you return to work, you should provide your immediate
supervisor with verification from the court of the number of days you served on the jury,
and the amount that you were paid per day.

If the amount you are compensated by the court, per day, exceeds twenty ($20) dollars
per day, your regular pay will be offset by the excess amount. Extenuating circumstances,
which would cause this deduction to become a penalty, must be discussed with and
approved by your immediate supervisor. If you are released from jury duty with at least
four (4) hours remaining in your work day, you should return to work for the remainder
of the day.

Should extraordinary circumstances exist, at the time of your call to jury duty, which
would make your absence severely detrimental to the operation of our company, we
reserve the right to contact the court to request that your service be postponed.




9/28/2010   SWRLSS - TEMPLATE - Employee Handbook                                        20
Source: Illinois Institute of Technology
http://www.iit.edu/policies/personnel/c8.htm

VOTING

It is the policy of the university to encourage every employee to exercise his/her civic
responsibilities. The following provisions comply with state law regarding election days.

In Illinois, the polls are open from 6:00 a.m. to 7:00 p.m. which should allow sufficient
time for almost all employees to vote prior to arriving at work or after work.

Unusual circumstances may arise, however, where employees will not have adequate
time to vote before or after work. In these cases, the following guidelines shall apply to
non-union employees:

      Non-exempt (hourly) employees wishing to take additional time off from work
       without pay must provide their supervisor with at least 24 hours advance notice of
       their intention to do so. Exempt (salaried) employees must likewise give
       notification, but must be paid for the release time.

      Supervisors must allow the employee up to a maximum of two (2) hours, either at
       the start or end of the employee's scheduled workday. The supervisor has the right
       to specify which part of the workday is authorized in order to provide adequate
       coverage.

Union employees are governed by the applicable provisions of the appropriate labor
agreement.




9/28/2010   SWRLSS - TEMPLATE - Employee Handbook                                            21
Source: HrVillage.com
http://www.hrvillage.com/PandP/all.htm

HOURS OF WORK

The office is normally open from 8:30 am until 5:00 pm Central time. Certain employees
may be assigned to different work schedules and/or shifts outside of normal office hours.
If an employee must be outside of the office for non-business related reasons during their
normal work schedule, they should inform their manager.
_______________________________________________________________________

Source: Human Resources - Illinois Institute of Technology
http://www.iit.edu/policies/personnel/d2.htm

TIME AND ATTENDANCE REPORTING
To comply with federal and state laws and regulations, staff members are required to
maintain and submit accurate records of hours and days worked and records of absence.
The university provides staff with a Time Report or timecard to complete on a semi-
monthly or bi-weekly basis. These must be signed by the employee and by the supervisor
and returned to Payroll immediately upon the close of the payroll period.

      Record of Hours Worked - Exempt Employees
       Executive, administrative and professional employees are identified as "exempt"
       within the federal Fair Labor Standards Act. These salaried personnel are not
       required to log the daily number of hours worked on the Time Report. As required
       by federal law, time worked or not worked will be computed for pay purposes
       only in full days (7: hour increments). Time Report entries are made only for
       whole days of absence when a pre-designated code is selected to record the reason
       for the day of absence and the paid or unpaid time off category to which it should
       be charged.

      Record of Hours Worked - Non-Exempt Employees
       All other staff are referred to as "non-exempt" or hourly employees. These
       personnel must record daily on the Time Report, or by timeclock, the number of
       hours worked. Time worked or not worked will be computed for pay purposes in
       15 minute intervals. For the full-time non- union employee, this is typically a 7:
       hour day. Union employees are governed by the terms of their respective
       collective bargaining agreements.

Time missed from a full day of work must be coded in quarter- hour increments as above
on the Time Report or timecard to record the reason for absence. Alternatively, with
advance supervisory approval, non-union employees may "make up" this missed time
during the same calendar week in order to complete the 38: hour workweek. In all cases,
the actual number of hours worked each day must be recorded. Falsification of time
recording will lead to disciplinary action up to and including discharge.




9/28/2010   SWRLSS - TEMPLATE - Employee Handbook                                       22
Source: SBA Online Women’s Business Center
http://www.onlinewbc.gov/docs/manage/hrpol_at.html

ATTENDANCE

Employees are expected to arrive at work before they are scheduled to start and be at
their work station productively engaged in XYZ business by the scheduled start time. All
time off must be requested in advance and submitted in writing, as outlined in the
appropriate categories; except sick leave. See Sick Leave and other categories for specific
details.

XYZ views attendance as one of the most important facets of your job performance
review. All unapproved absences will be noted in the employee's personnel file.
Excessive absences, including for Sick Leave, will result in disciplinary action, up to and
including termination

_______________________________________________________________________

Source: Employment Law Information Network
http://www.elinfonet.com/policies/payroll_pol.php

PAYROLL PERIOD and PAYDAY

The workweek begins on Monday morning at 9:00 a.m. and ends the following Saturday
at 1:00 p.m. You will be paid by check on the 1st and the 15th of each month. If a regular
payday falls on a holiday every effort will be made to have paychecks ready for
distribution on the day before.

______________________________________________________________________

Source: Employment Law Information Network

http://www.elinfonet.com/pickedpol/103.html

OVERTIME

Non-exempt employees under the Fair Labor Standards Act are eligible for overtime for
all hours worked in excess of 40 in any work week. We hope you will comply with any
requests to work overtime. All overtime must be approved in advance by [specify official
(e.g., your Area Manager)]. Overtime is paid at the rate of one-and-one-half times (1-½x)
your regular hourly rate of pay. No lunch, sick, holiday or vacation time is included in
calculating overtime.




9/28/2010   SWRLSS - TEMPLATE - Employee Handbook                                        23
Source: Bessemer Research Group – Work Related Guidelines
http://www.bessemersearch.com/hr/policies.html#ExpeReim

EXPENSE REIMBURSEMENT

You must have your manager's written authorization prior to incurring an expense on
behalf of **COMPANY**. To be reimbursed for all authorized expenses, you must
submit an expense report/voucher accompanied by receipts and approved by your
manager. Please submit your expense report/voucher each week, as you incur authorized
reimbursable expenses.

If you are asked to conduct company business using your personal vehicle, you will be
reimbursed at the rate 32¢ per mile. Please submit this expense on your weekly expense
report/voucher. [ avoid exact amount per mile, instead say “at the COMPANY’S
current rate per mile ]




9/28/2010   SWRLSS - TEMPLATE - Employee Handbook                                        24
Source: Employment Law Information Network
http://www.elinfonet.com/policies/grieve_pol.php


GRIEVANCE PROCEDURE [ PROBLEM SOLVING ]

Work related problems can arise in any place of employment. We hope individuals will
try to reconcile differences on an individual basis. Should this not be possible, to resolve
a problem quickly and fairly, [COMPANY] has developed a grievance procedure using
the following steps:

1. If you have a problem, notify your supervisor immediately. Most difficulties can be
settled promptly at this point. The supervisor shall respond in writing within five (5) days
of meeting with you.

2. If the problem is not resolved to your satisfaction you (and a co-worker of your choice,
if you wish) may go to [specify official] and verbally explain the problem to him/her; or
you may instead submit the problem to him/her in writing. This step should be taken
within five (5) working days after your supervisor has given his/her decision or after the
incident giving rise to your grievance, whichever is later. If the circumstances require it,
the [previously identified official] will conduct an investigation. Following his/her
investigation, the [previously identified official] will respond in writing to your
grievance. The decision of the [previously identified official] shall be [COMPANY]'s
final decision.

_____________________________________________________________________



Source: SBA Online Women’s Business Center
http://www.onlinewbc.gov/docs/manage/hrpol_smk.html

SMOKING

XYG endeavors to provide a healthy environment, therefore prohibits any form of
tobacco consumed in company buildings. Additionally, no smoking is allowed within ten
(10) feet of exterior entranceways.




9/28/2010    SWRLSS - TEMPLATE - Employee Handbook                                         25
Source: HrVillage.com
http://www.hrvillage.com/PandP/all.htm

DRESS CODE

The Company maintains a business casual working environment. All employees should
use discretion in wearing attire that is appropriate for the office and customer interaction.

[add – employees are expected to dress neatly and practice good grooming and hygiene.
Appropriate attire is determined by your immediate supervisor.]

_______________________________________________________________________


Source: Southwest Library Services’ Draft Employee Handbook

CONFIDENTIAL INFORMATION

As an employee of Southwest Library Services, you will have access to confidential
information. This means any information that is not generally known to or accessible by
the public. We are subject to Colorado Statute 24-90-119 of the Colorado Library Law:
Privacy of user records which is fully explained on the Colorado State Library’s web site
currently found at http://www.cde.state.co.us/cdelib/liblaw_part1.htm#24-90-119.
.




9/28/2010    SWRLSS - TEMPLATE - Employee Handbook                                         26
Source: Orrickemerging.com
http://www.orrickemerging.com/articles/consulting/102.asp


SAMPLE E-MAIL POLICY

This document sets forth the policy of _____________________ (the "Company") with
respect to e-mail. All employees who use the Company’s e-mail system are required to
comply with this policy statement.

   1. Business Use. The e-mail system is to be used solely for business purposes of the
       Company and not for personal purposes of the employees.
   2. Ownership. All information and messages that are created, sent, received or
       stored on the Company’s e-mail system is the sole property of the Company.
   3. E-mail Review. All e-mail is subject to the right of the Company to monitor,
       access, read, disclose and use such e-mail without prior notice to the originators
       and recipients of such e-mail. E-mail may be monitored and read by authorized
       personnel for the Company for any violations of law, breaches of Company
       policies, communications harmful to the Company, or for any other reason.
   4. Prohibited Content. E-mails may not contain statements or content that are
       libelous, offensive, harassing, illegal, derogatory, or discriminatory. Foul,
       inappropriate or offensive messages such as racial, sexual, or religious slurs or
       jokes are prohibited. Sexually explicit messages or images, cartoons or jokes are
       prohibited.
   5. Security. The e-mail system is only to be used by authorized persons, and an
       employee must have been issued and e-mail password in order to use the system.
       Employees shall not disclose their codes or passwords to others and may not use
       someone else’s code or password without express written authorization from the
       Company.
   6. No Presumption of Privacy. E-mail communications should not be assumed to be
       private and security cannot be guaranteed. Highly confidential or sensitive
       information should not be sent through e-mail.
   7. Certain Prohibited Activities. Employees may not, without the Company’s
       express written authorization transmit trade secrets or other confidential, private
       or proprietary information or materials through e-mail.
   8. Message Retention and Creation. Employees should be careful in creating e-mail.
       Even when a message has been deleted, it may still exist in printed version, be
       recreated from a back-up system, or may have been forwarded to someone else.
       Please note that appropriate electronic messages may need to be saved. And, the
       Company may be required to produce e-mail in litigation.
   9. Viruses. Any files downloaded from e-mail received from non-Company sources
       must be scanned with the Company’s virus detection software. Any viruses,
       tampering or system problems should be immediately reported to [computer
       systems administrator].
   10. Consequences of Violations. Violations of this policy or other company policies
       may result in discipline, suspension and even termination of employment.




9/28/2010    SWRLSS - TEMPLATE - Employee Handbook                                           27
Source: CCH Business Owner’s Toolkit
http://www.toolkit.cch.com/tools/violpol.rtf

VIOLENCE IN THE WORKPLACE PREVENTION POLICY
Ze ro tolerance
This company has a policy of zero tolerance for violence. If you engage in any violence
in the workplace, or threaten violence in the workplace, your employment will be
terminated immediately for cause. No talk of violence or joking about vio lence will be
tolerated.
“Violence" includes physically harming another, shoving, pushing, harassing,
intimidating, coercing, brandishing weapons, and threatening or talking of engaging in
those activities. It is the intent of this policy to ensure that e veryone associated with this
business, including employees and customers, never feels threatened by any employee’s
actions or conduct.
_______________________________________________________________________

Source: HrVillage.com
http://www.hrvillage.com/PandP/all.htm

DRUGS & ALCOHOL

The Company realizes that the misuse of drugs and alcohol impairs employee health and
productivity. Drug and alcohol problems result in unsafe working conditions for all
employees and customers. The Company is committed to maintaining a productive, safe,
and healthy work environment, free of unauthorized drug and alcohol use.

Any employee involved in the unlawful use, sale, manufacturing, dispensing or
possession of controlled substances, illicit drugs and alcohol on Company premises or
work sites, or working under the influence of such substances, will be subject to
disciplinary action up to and including dismissal and referra l for prosecution.

In addition, the Company has developed and maintains a comprehensive Drug and
Alcohol Policy, which employees may obtain from Human Resources.




9/28/2010    SWRLSS - TEMPLATE - Employee Handbook                                            28
Source: SBA Online Women’s Business Center
http://www.onlinewbc.gov/docs/manage/hrpol_ak.html


EMPLOYEE HANDBOOK: ACKNOWLEDGEMENT FORM

 You should make sure that the employee knows that it is their responsibility to read
and understand the company handbook.. The acknowledgment statement should be
signed by the employee, within a reasonable time (i.e. two (2) weeks) and returned to
the appropriate personnel representative.

This employee handbook has been prepared for your information and understanding of
the policies, philosophies and practices and benefits of XYZ Corporation. PLEASE
READ IT CAREFULLY. Upon completion of your review of this handbook, please sign
the statement below, and return to your personnel representative by the due date. A
reproduction of this acknowledgment appears at the back of this booklet for your records.

I, ____________________, have received and read a copy of the XYZ Corporation
Company (The Company) Employee Handbook which outlines the goals. policies,
benefits and expectations of The Company, as well as my responsibilities as an
employee.

I have familiarized myself, at least generally, with the contents of this handbook. By my
signature below, I acknowledge, understand, accept and agree to comply with the
information contained in Employee Handbook provided to me by The Company. I
understand this handbook is not intended to cover every situation which may arise during
my employment, but is simply a general guide to the goals, policies, practices. benefits
and expectations of The Company.

I understand that The Company Employee Handbook is not a contract of employment
and should not be deemed as such, and that I am an employee at will.

______________________________________
(Employee signature)

Please return by: ______________________
(put date here)




9/28/2010   SWRLSS - TEMPLATE - Employee Handbook                                       29

				
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