Employee Handbook Outline

An employee handbook is a valuable way to communicate with your employees. It should include all policies and procedures that are relevant to your business. This is a sample outline that you can adapt to your business, updating with your policies and procedures, compliant with relevant laws of your country/state/local area.

The first sections are general and are likely applicable to many businesses. The last sections will need to be adapted for your needs. This is not an exhaustive list but can provide a good starting point.

Consider printing your critical procedures and having them in an employee area. Also consider having an online version of the full text for reference as well.

1.0 Nature of Employment

Employment with <YOUR BUSINESS> is voluntarily entered into, and the employee is free to resign at will at any time, with or without cause. Similarly, <YOUR BUSINESS> may terminate the employment relationship at will at any time, with or without notice or cause, so long as there is no violation of applicable federal or state law.

Policies set forth in this handbook are not intended to create a contract, nor are they to be construed to constitute contractual obligations of any kind or a contract of employment between <YOUR BUSINESS> and any of its employees. The provisions of the handbook have been developed at the discretion of management and, except for its policy of employment-at-will, may be amended or canceled at any time, at <YOUR BUSINESS> sole discretion.

These provisions supersede all existing policies and practices and may not be amended or added to without the express written approval of the owner of <YOUR BUSINESS>.

1.1 Equal Employment Opportunity

<YOUR BUSINESS>is an Equal Employment Opportunity employer. It is against <YOUR BUSINESS> policy for any employee to discriminate against an applicant for employment or another employee on the basis of race, color, and religious creed, sex (including pregnancy), age, marital status, sexual orientation, national origin, or any other classification protected by applicable discrimination laws.

Furthermore, no employee of <YOUR BUSINESS> is to discriminate against any applicant or fellow employee on the basis of a disability or status as a disabled veteran or veteran of the Vietnam era. <YOUR BUSINESS>will make reasonable accommodations, including modification of <YOUR BUSINESS> policies and procedures in appropriate cases for qualified individuals with disabilities, if it can do so without undue hardship.

Procedure:
This policy applies to all employment practices as they pertain to any position for which an applicant or an employee is qualified.
All other personnel actions-including (and without limitation to) transfers, promotions, compensation, benefits, education, training, recreation, and social programs will be administered in with the objectives of this policy of non-discrimination.

1.2 Non-Disclosure

The protection of confidential business information and trade secrets is vital to the interests and the success of <YOUR BUSINESS> , its business partners and licensees. Such confidential information includes, but is not limited to, the following examples:

<ADD EXAMPLES>

All employees are required to sign the Employee Confidentiality Agreement as a condition of employment <MODIFY IF/AS RELEVANT>. Employees who improperly use or disclose trade secrets or confidential business information are subject to disciplinary action, up to and including termination of employment and legal action, even if they do not actually benefit from the disclosed information.

1.3 Non-Compete

Read more about non-compete agreements here and add this clause as relevant.

1.4 Disability Accommodation

<YOUR BUSINESS>is committed to complying fully with the Americans with Disabilities Act (ADA) and to ensuring equal opportunity in employment for qualified persons with disabilities. All employment practices and activities are conducted on a non-discriminatory basis.

Hiring procedures have been reviewed and provide persons with disabilities meaningful employment opportunities. Pre-employment inquiries are made only regarding an applicant’s ability to perform the duties of the position.

Reasonable accommodation is available to all disabled employees, where their disability affects the performance of job functions. All employment decisions are based on the merits of the situation in accordance with defined criteria, not the disability of the individual.

Qualified individuals with disabilities are entitled to equal pay and other forms of compensation (or changes in compensation) as well as equal consideration for job assignments, classifications, organizational structures, position descriptions, lines of progression, and seniority lists. Leave of all types will be available to all employees on an equal basis.

<YOUR BUSINESS> is committed not to discriminate against any qualified employees or applicants because they are related to or associated with a person with a disability. <YOUR BUSINESS> follows any state or local law that provides individuals with disabilities greater protection than the ADA.

1.5 Immigration Law Compliance

<YOUR BUSINESS> is committed to employing only United States citizens and aliens who are authorized to work in the United States and does not unlawfully discriminate on the basis of citizenship or national origin.

In compliance with the Immigration Reform and Control Act of 1986, each new employee, as a condition of employment, must complete the Employment Eligibility Verification Form I-9 and present documentation establishing identity and employment eligibility. Former employees who are rehired also must complete the form if they have not completed an I-9 with <YOUR BUSINESS> within the past three years, or if their previous I-9 is no longer retained or valid.

Employees with questions or seeking more information on immigration law issues are encouraged to contact Human Resources. Employees may raise questions or complaints about immigration law compliance without fear of reprisal.

1.6 Conflicts of Interest

Employees have an obligation to conduct business within guidelines that prohibit actual or potential conflicts of interest. This policy establishes only the framework within which <YOUR BUSINESS>wishes the business to operate. These guidelines provide general direction so that employees can seek further clarification on issues related to the subject of acceptable standards of operation. Contact Human Resources for more information or questions about conflicts of interest.

Transactions with outside firms must be conducted within a framework established and controlled by <YOUR BUSINESS> Management. Business dealings with outside firms should not result in unusual gains for those firms. Unusual gain refers to bribes, product bonuses, special fringe benefits, unusual price breaks, and other windfalls designed ultimately to benefit either the employer, the employee, or both. Promotional plans that could be interpreted to involve unusual gain require specific executive-level approval.

An actual or potential conflict of interest occurs when an employee is in a position to influence a decision that may result in a personal gain for that employee or for a relative as a result of <YOUR BUSINESS> business dealings. For the purposes of this policy, a relative is any person who is related by blood or marriage, or whose relationship with the employee is similar to that of persons who are related by blood or marriage.

No “presumption of guilt” is created by the mere existence of a relationship with outside firms. However, if employees have any influence on transactions involving purchases, contracts, or leases, it is imperative that they disclose to an officer of <YOUR BUSINESS> as soon as possible the existence of any actual or potential conflict of interest so that safeguards can be established to protect all parties.

Personal gain may result not only in cases where an employee or relative has a significant ownership in a firm with which <YOUR BUSINESS> does business, but also when an employee or relative receives any kickback, bribe, substantial gift, or special consideration as a result of any transaction or business dealings involving <YOUR BUSINESS>.

1.7 Organizational Chart

<Populate with information relevant to your business including roles, responsibilities and lines of communication>

1.8 Employment Categories

It is the intent of <YOUR BUSINESS> to clarify the definitions of employment classifications so that employees understand their employment status and benefit eligibility. These classifications do not guarantee employment for any specified period of time. Accordingly, the right to terminate the employment relationship at will at any time is retained both by the employee and by <YOUR BUSINESS> .

REGULAR FULL-TIME employees are those who are regularly scheduled to work <YOUR BUSINESS> full-time schedule. Generally, they are eligible for <YOUR BUSINESS> benefit package, subject to the terms, conditions, and limitations of each benefit program.

INDEPENDENT CONTRACTORS are those who are hired as interim replacements, to supplement the work force temporarily, or to assist in the completion of a specific project. Assignments in this category are limited in duration. Contracts extended beyond any initially stated period does not in any way imply a change in employment status. Independent Contractors retain that status unless and until notified of a change.

1.9 Access to Personnel File

<YOUR BUSINESS> maintains a personnel file on each employee. The personnel file includes such information as the employee’s job application, resume, records of training, documentation of performance appraisals and salary increases, and other employment records.

Personnel files are the property of <YOUR BUSINESS> and access to the information they contain is restricted. Generally, only <YOUR BUSINESS> Management who have a legitimate reason to review information in a file are allowed to do so.

Employees who wish to review their own files should contact Human Resources. With reasonable advance notice, employees may review their own personnel files in <YOUR BUSINESS>offices and in the presence of an individual appointed by <YOUR BUSINESS>to maintain the files.

1.10 Employment Reference Checks

To ensure that individuals who join <YOUR BUSINESS> are qualified and have a strong potential to be productive and successful, it is the policy of <YOUR BUSINESS> to verify the employment and educational references of all applicants.

Other employers may contact <YOUR BUSINESS> to check references for a previous employee. Human Resources will respond in writing only to those reference check inquiries that are submitted in writing. Responses to such inquiries confirm only dates of employment, salary, and position(s) held. No employment data is released without a written authorization and release signed by the individual who is the subject of the inquiry.

1.11 Personnel Data Changes

Employees are required to originate, if none already exists, and maintain their personal record in the <RELEVANT TOOL>

It is the responsibility of each employee to promptly notify, in writing (preferably via email) <YOUR BUSINESS> of any changes in personnel data. Personal mailing addresses, telephone numbers, number and names of dependents, individuals to be contacted in the event of an emergency and appropriate phone numbers, educational accomplishments, and other such status reports should be accurate and current at all times. If any personnel data has changed, notify Human Resources.

1.12 Notification of New/Revised Policies

It is <YOUR BUSINESS>intent to keep learning and growing as an organization and no doubt we will need to revise our current policies or introduce new policies from time to time. When a policy is planned, an announcement will be sent from Human Resources to the group notification list tool.

If appropriate, Human Resources will invite comment on the policy to make it as clear and effective as possible. All approved changes to the draft will be incorporated and the new policy will be added to the employee handbook within 30 days of the initial draft announcement.

When the policy is officially added to the Employee Handbook, an email to the group notification list will go out from Human Resources announcing the policy is now active. From that point forward all employees are expected to observe/abide by the new policy. New policy introduction will also be highlighted in the company newsletter when applicable.

2.0 New Employee Paperwork

Each new employee must complete a series of forms upon joining <YOUR BUSINESS>. These may include but are not limited to the following:

<update for your business>

• Acceptance of Offer Letter
• Payroll forms
• Employee Confidentiality (Non-Disclosure) Agreement
• Immigration I-9 Form
• IRS withholding Form W-4
• State withholding form
• Health Insurance Forms
• Other forms as required

2.1 Performance Evaluations

All employees of <YOUR BUSINESS> will be evaluated on a <TIME PERIOD> basis. The following is a criteria for those evaluations:

<insert criteria such as: Customer/student reviews, Timeliness, review of material taught, review of duties>

2.2 Employee Benefits

Eligible employees at <YOUR BUSINESS> are provided a wide range of benefits. A number of the programs (such as Social Security, workers’ compensation, state disability, and unemployment insurance) cover all employees in the manner prescribed by law.

Benefits eligibility is dependent upon a variety of factors, including employee classification. Your supervisor can identify the programs for which you are eligible. Details of many of these programs can be found elsewhere in the employee handbook.

The following benefit programs are available to eligible employees:

<insert benefits>

<For each benefit, consider linking to additional information. If you offer health insurance, you need to provide details on that. If you offer paid leave or sick leave, you need to provide detail on that. If you offer instructor discounts on merchandise or access to your space, explicitly outline all benefits and how they can be accessed. If you offer access to your internet, you may need a policy governing that access. Think critically about what you offering.>

2.3 Employee Pay

Employees are paid <INSERT TIME PERIOD>. Each paycheck includes earnings for all work performed through the end of the previous payroll period.

<add details about about how employees are paid, check, direct deposit, etc.>

Exempt employees pay is calculated by dividing the annual rate by 26 equal pay periods. Hourly, non-exempt employees are paid for the number of hours worked during the pay period.

In the event that a regularly scheduled payday falls on a day off such as a weekend or holiday, employees are paid on the first day of work following the regularly scheduled payday.

2.4 Employment Termination

Termination of employment is an inevitable part of personnel activity within any organization, and many of the reasons for termination are routine. Below are examples of some of the most common circumstances under which employment is terminated:

• Resignation – voluntary employment termination initiated by an employee.
• Discharge – involuntary employment termination initiated by the organization.
• Layoff – involuntary employment termination initiated by the organization for nondisciplinary reasons.
• Retirement – voluntary employment termination initiated by the employee meeting age, length of service, and any other criteria for retirement from the organization.

<YOUR BUSINESS> schedules an exit interview at the time of employment termination and completes Departing Employee Paperwork. The exit interview affords an opportunity to discuss such issues. Suggestions, complaints, and questions also can be voiced.

Since employment with <YOUR BUSINESS> is based on mutual consent, both the employee and <YOUR BUSINESS> have the right to terminate employment at will, with or without cause, at any time. Employees receive their final pay in accordance with applicable state law.

Employee benefits are affected by employment termination in the following manner. All accrued, vested benefits that are due and payable at termination are paid. Health care benefits may be continued at the employee’s expense if the employee so chooses for a period of 18 months in accordance with state law under the COBRA statute (if <YOUR BUSINESS> is of a size that is covered under COBRA).

3.0 Policies and Procedures Specific to <YOUR BUSINESS>

3.1 Timekeeping

Accurately recording time worked is the responsibility of every employee. Federal and state laws require <YOUR BUSINESS>to keep an accurate record of time worked in order to calculate employee pay and benefits. Time worked is all the time actually spent on the job performing assigned duties.

Altering, falsifying, tampering with time records, or recording time on another employee’s time record may result in disciplinary action, up to and including termination of employment.

<insert specifics on how employees/contractors keep time>

3.2 Break and Meal Policy

<Insert your policy on breaks and meals>

3.3 Emergency Closings

At times, emergencies such as severe weather, fires, power failures, or earthquakes, can disrupt company operations. In extreme cases, these circumstances may require closing <YOUR BUSINESS>.

<add details about pay if relevant and process for closing>

3.4 Crisis Management

If an emergency occurs, find out as much as you can about the nature of the emergency before acting.  In the absence of good information, think about staying where you are if at all possible until advised by the authorities otherwise. Follow standard safety procedures for evacuation if necessary.  Finally, remember we’re a team here, LOOK OUT FOR EACH OTHER. We are all in this together.

3.5 Drug and Alcohol Use

It is <YOUR BUSINESS>desire to provide a healthful and safe workplace. To promote this goal, employees are required to report to work in appropriate mental and physical condition to perform their jobs in a satisfactory manner.

While on <YOUR BUSINESS> premises and while conducting business-related activities off <YOUR BUSINESS> premises, no employee may use, possess, distribute, sell, or be under the influence of alcohol or illegal drugs. The legal use of prescribed drugs is permitted on the job only if it does not impair an employee’s ability to perform the essential functions of the job effectively and in a safe manner that does not endanger other individuals in the workplace.

Violations of this policy may lead to disciplinary action, up to and including immediate termination of employment, and/or required participation in a substance abuse rehabilitation or treatment program. Such violations also may have legal consequences.

3.6 Sexual and Other Unlawful Harassment

<YOUR BUSINESS> is committed to providing a work environment that is free of discrimination and unlawful harassment. Actions, words, jokes, or comments based on an individual’s sex, race, ethnicity, age, religion, or any other legally protected characteristic are not tolerated. As an example, sexual harassment (both overt and subtle) is a form of employee misconduct that is demeaning to another person, undermines the integrity of the employment relationship, and is strictly prohibited.

Any employee who wants to report an incident of sexual or other unlawful harassment should promptly report the matter to his or her supervisor. If the supervisor is unavailable or the employee believes it would be inappropriate to contact that person, the employee should immediately contact Human Resources or any other member of management. Employees can raise concerns and make reports without fear of reprisal.

Any supervisor or manager who becomes aware of possible sexual or other unlawful harassment must promptly advise Human Resources or any member of management who will handle the matter in a timely and confidential manner.

Anyone engaging in sexual or other unlawful harassment is subject to disciplinary action, up to and including termination of employment.

3.7 Return of Property

Employees are responsible for all <YOUR BUSINESS>property, materials, or written information issued to them or in their possession or control. Employees are also responsible for any property, materials, or written information issued to them or in their possession or control that belongs to outside organizations that have signed agreements with <YOUR BUSINESS>. Employees must return all such property immediately upon request or upon termination of employment. <YOUR BUSINESS> also may take all action deemed appropriate to recover or protect its property.

4.0 Procedures Relevant to <YOUR BUSINESS>

These may include things such as:

• Class/business schedule
• Class/business/product descriptions
• Class/business/product costs
• How to use basic systems and tools such as payment systems, how to add contacts to a database, etc,
• How to access important tools such as links and passwords
• Equipment usage and maintenance
• How to open and close the business (consider a checklist)
• How to make a deposit
• How to clean the business
• Health and safety specific procedures
• Teaching procedures
• Spotting procedures
• List of holidays/business closures
• How to use the music system