employee procedure manual
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employee procedure manualShe has written for The Balance on U.S. business law and taxes since 2008. What is an employee handbook. It's a three-part document (or three different documents) that help you as the business owner in several ways: Explain how employees can become eligible for benefits and whether all employees qualify.Explain which benefits are taxable to employees. Include benefits required by law, like worker's compensation and unemployment insurance. You must pay for these, so you might as well get credit for them.Evaluations shouldn't be tied directly to raises, although they often are hard to separate.So, if you do give time off, get some credit for it. Explain what days are given for holidays and how vacation eligibility is determined.Explain circumstances that might cause an employee to lose time off; for example, if an employee doesn't work the day before and after a holiday, no pay is given for a holiday.Most important, explain policies for attendance and the consequences of excessive absenteeism and tardiness. See this complete list of office policies.Discuss the discipline process for violations of policies.Include information on what offenses are so severe they are cause for immediate termination (drug use, stealing, harassment, etc.), and explain what happens to employee pay in the event of a termination.But you don't have to give notice to employees who are being terminated unless you want to.What happens first thing in the morning. What do we do in case of a fire. Having the top issues covered in the handbook makes training of new hires easier and gives staff a place to look when something comes up.You need to be able to terminate an employee at any time. Shape By Inc. staff Employee manuals, policy and procedure manuals, employee handbooks -- whatever you want to call them -- are often considered a necessary evil by both employees and employers.http://www.phleb.ru/userfiles/dewalt-pressure-washer-manuals.xml
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They typically generate consternation from employees, especially if they are not clear, well-written, and specific to the business and if they focus mostly on negativity -- in other words list, only what not to do. There is, however, a better way. Experts say that small and mid-sized businesses can craft employee manuals that both protect them from litigation and put staff members at ease by spelling out in positive terms the company's policies. But the devil is in the details, as they say. The success of an employee handbook hinges on what you include and how you word policies. The first rule for writing a winning playbook is that it must be written in a clear, understandable manner, and reflect the culture of the business. Certain policies need to be in the handbook by law. This means that you should take the time to learn about local and state requirements, as well as federal requirements, Cooper says. Editor's Note: Looking for HR Outsourcing for your company. If you would like information to help you choose the one that's right for you, use the questionnaire below to have our partner, BuyerZone, provide you with information for free: The following guide will outline what you must include by law, clauses that legal experts say every employee handbook should include, and then other optional provisions you may want to include in an employee handbook to make it work for you and your employees. What to Include In an Employee Handbook: Handbook Provisions Required by Law Before getting down to writing an employee handbook, business leaders need to understand what they need to include by law. That may also determine how you decide to set up the employee handbook.http://phantasos.org/userfiles/dewalt-power-planer-manual.xml For example, if you have different business units, such as a manufacturing facility and a sales and research facility, you may want to have the core handbook be the same for each group of employees but you may want to include specific policies for specific business units, such as if one business unit has a union or hourly-paid employees, Cooper says. After determining how you will approach the employee handbook, you need to determine which policies you need to include by law. Some companies offer software or templates that can be a good start to step you through the process. But policies may vary from state to state. If you are unsure which policies are required by law, you should check with human resources organizations or your employment attorney. Many state labor departments also have listings on their websites for employers about laws they must abide by when doing business in the state and these can be helpful in determining what to include in an employee handbook. The policies you need to include in an employee handbook by law may include the following: The federal government's Family Medical Leave Act requires that employers of certain size must provide employees with up to 12 weeks unpaid leave during any 12-month period for the birth or care of a child, to care for an immediate family member with a serious health condition, or if the employee has a serious health condition. Many states have their own policies regarding unpaid family leave, as well. Many states require that employees be informed of worker's compensation policies in writing. Dig Deeper: How to Assemble an Employee Handbook What to Include In an Employee Handbook: Clauses Every Employee Handbook Should Include There are a few general disclaimers that every employee handbook should have. The handbook should make clear that it is the ultimate word on company policies.It's important to leave a little wiggle room because times change, new issues come up, and you may need to make revisions.http://www.jfvtransports.com/home/content/boss-manual-me-25In order to protect your business, and verify that your employees are aware that your company abides by these laws, it is important to include an acknowledgment page that the employee signs and returns.Do you care about how your employees appear when they are at work. Do you want them to refrain from text messaging while on the job. Do you care if they blog about the company. If you write a policy, be prepared to enforce the policy -- whether it is a policy setting limits or a policy supporting goals. Here is a guideline for what sections you may want to include in an employee handbook: 1. Company History. While not required, a brief section discussing the company's history and its mission can help set the tone for an employee handbook. This section spells out the company's vacation policy, such as how vacation time is earned, and how to schedule time off. It should also spell out which holidays the company observes, including which holidays the company closes for and, if the company is a restaurant or other business that stays open on holidays, how employees will be compensated for working the holiday. You may also want to address sick leave, family medical leave, and other types of leave, such as military spousal leave. 3. Employee Behavior. Under this heading, you can discuss the attendance policy, meal breaks and rest periods, and general expectations of employee conduct. This can include stating a policy against employee harassment discrimination, bans on smoking, a substance abuse policy, how employees may use the Internet or e-mail, and a dress code -- if you have the latter. You may want to address how employees should handle conflict resolution. Spell out your methods of payment and let employees know whether they will be paid every week or every two weeks or whatever. Do talk about who is eligible, whether only full-time employees or if part-time employees are offered a pro-rated benefits package, address that, as well.https://www.hobbypcb.com/images/a-first-course-in-complex-analysis-with-applications-solution-manual-zill.pdf List the criteria for eligibility, when you can enroll in benefits, and what the critical life events are during which you can change benefits -- such as a marriage or birth of a child. After all the information is assembled into an employee handbook, make sure to vet the document before distributing it to employees. Dig Deeper: Do You Need a Social Media Policy. What to Include In an Employee Handbook: Recommended Links The Society for Human Resource Management SHRM is the world's largest association devoted to human resource management, representing more than 250,000 members in more than 140 countries. The U.S. Department of Labor Guides to federal labor laws on the department of labor website can help you make sure you're covering the basics in your employee handbook. Small Business Handbook The Department of Labor's Occupational Safety and Health Administration's handbook for small businesses can help employers provide a safe and healthful workplace for their employees. Free Model Handbook Smallbusinessnotes.com offers a free model handbook. Updated Feb 6, 2020 Sponsored Business Content Privacy policy Notice of collection do not sell my data Ad vendor policy terms of use Advertise help Center sitemap COPYRIGHT 2020 MANSUETO VENTURES. Please enable scripts and reload this page. Please note that all such forms and policies should be reviewed by your legal counsel for compliance with applicable law, and should be modified to suit your organization’s culture, industry, and practices. Neither members nor non-members may reproduce such samples in any other way (e.g., to republish in a book or use for a commercial purpose) without SHRM’s permission. To request permission for specific items, click on the “reuse permissions” button on the page where you find the item. It provides guidance and information related to the organization's history, mission, values, policies, procedures and benefits in a written format. It is also viewed as a means of protecting the employer against discrimination or unfair treatment claims. It is an easily accessible guide to the company's policies and practices as well as an overview of the expectations of management. In contrast, a policy is a written statement that reflects the employer's standards and objectives relating to various employee activities and employment-related matters. Employers should require every employee to provide a written acknowledgment of having received the handbook. The acknowledgment should be saved in an employee's personnel file as a way for the organization to establish that the employee was made aware of the policies. By no means should the handbook be construed as an employment agreement, which may affect the employment-at-will status. It is imperative to have the handbook reviewed by legal counsel. Step 1: Review and Make Required Revisions to the Current Company Policies Company policies and procedures are used as the source for writing the handbook. See How to Develop and Implement a New Company Policy for steps on creating company policies. Employers should scan the work environment for common practices that are currently in place; if there are no policies, they should be developed. Once the employer has updated the policies and formalized the common practices, legal counsel should review them, and HR should use these final policies for developing the employee handbook. Employers should also consider the National Labor Relations Board (NLRB) rulings and guidance. On March 18, 2015, the NLRB's General Counsel provided guidance pertaining to employee handbooks. Employers should be mindful of avoiding overbroad confidentiality rules in handbooks that would prevent employees from discussing wages and other terms and conditions of employment (i.e., protected concerted activities). Step 2: Create an Outline of What to Include in the Employee Handbook The topics included in the employee handbook should cover the employer's mission statement, equal employment opportunity statement, contractual disclaimer and at-will employment statement, purpose of the employee handbook, and background information on the company. The decision to include additional topics is left to the employer. Important factors to consider are legal mandates for federal and state laws that affect employees, such as the Family and Medical Leave Act (FMLA), COBRA, Equal Employment Opportunity Commission (EEOC) anti-discrimination laws, the Americans with Disabilities Act (ADA), and the Fair Labor Standards Act (FLSA). If an employer fails to communicate these in the employee handbook, there may be confusion and noncompliance with the laws. A sample table of contents can be found at the end of this guide. Step 3: Create Summarized Versions of Each Policy and Procedure The employee handbook should include a statement that summarizes each policy and procedure. The statements should be easy to read and contain no legal verbiage—in other words, they should speak to the employee audience and be formulated accordingly. Step 4: Add Each Summary Statement in the Appropriate Sections According to the Outline Once HR has completed the employee handbook outline, the next step is to write the organization's position, rules or policies under each of the outline topics. Step 5: Review the Entire Handbook The review process ensures that the information is accurate and easy to comprehend. The handbook may be reviewed by HR, a project team or both. Step 6: Provide Finalized Version to Legal Counsel for Review By reviewing the final version, legal counsel will ensure that it contains no statements that may create contractual agreements. Step 7: Select a Means of Publication The next step is to locate a vendor to produce the finished employee handbook. Organizations can seek a request for proposals from a few select vendors. Once the vendor is selected, the employer should work with the vendor through each step in the publishing process, including formatting the handbook to a specific size and style. Once the formatting is complete, a final review and approval should take place before sending the handbook to print. Step 8: Distribute Handbooks Once the vendor returns finished copies of the handbooks, the organization must establish a method for distribution, such as during new-hire orientation or as a manual distribution to employees. Some employers use their intranet or internal e-mail to post the handbook electronically; however, physical copies need to be made available to employees without access to the Internet or on request of an employee. Posting the employee handbook on the company intranet or via e-mail is also useful when changes to policies are made and need to be communicated to employees. Step 9: Update as Necessary Employers should establish a point person to be in charge of updating the employee handbook as necessary when employment laws or internal policies change. It is also important to conduct a full handbook review periodically, such as every one to two years, to ensure that no laws or policy changes have been overlooked and that all policies are still relevant and upheld consistently within the organization. Examples Below is a sample outline, or Table of Contents, for items that are typically included in an employee handbook. Examples of an Acknowledgment: Handbook Receipt and a sample employee handbook can also be found on the SHRM website.Please note that all such forms and policies should be reviewed by your legal counsel for compliance with applicable law, and should be modified to suit your organization’s culture, industry, and practices. To request permission for specific items, click on the “reuse permissions” button on the page where you find the item. Please log in as a SHRM member. It does not offer legal advice, and cannot guarantee the accuracy or suitability of its content for a particular purpose. Disclaimer. That’s why we’re breaking down the process for you and offering you six employee handbook examples. An employee handbook can be incredibly useful in building a positive workplace culture and employee loyalty, but it’s not an easy feat to write one. Whether you’re attempting to address an office culture issue or interested in building one as a foundational element, crafting an employee handbook requires preparation and thoughtfulness. And before starting your own from scratch, it’s useful to get tips from other businesses by looking at employee handbook examples. They are designed to cover everything a new hire needs to know to get started at their job. You might even get them started before their first day, and include a copy in a new hire welcome email. They can also be longer-form documents that are used as references throughout an employee’s time at a company. Passing out employee handbooks can not only make a new hire feel more equipped to handle his or her day-to-day work, but it can increase that new hire’s efficiency right off the bat. A step-by-step guide. Most employee handbooks include information on: The exact point is different for each company, but if you think your small business is reaching a size where conflicts might start to crop up, it’s probably a good idea to whip up a handbook. Learning about a company’s stories, missions, and core values can increase employee engagement and loyalty. It’s also a useful resource for employees to check dress codes, PTO policies, parking recommendations, etc.So, it’s beneficial to write one as soon as you have a mission statement, core values, and other details about your company you’d like to share. This is where examples come in. It’s a lot easier to think about what your company’s handbook will look like if you can work from some sample employee handbooks. Here are six great employee handbook examples worth reviewing: Start with one simple rule and you can always fill in the rest later. It went viral a while back because of how well it’s executed—touching on everything from company philosophy to walking new hires through their first day of work. By sharing it on SlideShare, they practice the transparency they preach in the process. It delineates the company’s culture and values, and makes them actionable. Talk about walking the walk. This online handbook is a one-page scrolling site that delivers clever, creative, and communicative information to new hires and employees alike. Start with the foundation and values of your company and download our employee handbook guide and use our customizable templates to design your own today! Her first job was at a buffet in Mandan, North Dakota which was just as lowbrow as it sounds. Read more about her at www.cinnamon-janzer.com. We're doing our part to make that a little easier. Probably because you don't use ZenefitsGet expert guidance, checklists, and CEO advice for this hard topic. Millennials in the Workplace Small businesses power the economy. Workest is here to empower small business with news, information, trends, and community. Join our growing community of business leaders and get new posts sent directly to your inbox. Think again. Your employee handbook should provide guidance to reinforce your policies. Outline the policies that affect your employees. It’s a roadmap of how they should act, and it speaks to your company culture. Set expectations and establish the consequences for not meeting those expectations. Or, if male employees are expected to wear suits and ties, but a rogue employee insists on foregoing the tie, how willing are you to relax some rules? Whatever you decide, you’ll set you and your staff up for success by including this information in your employee handbook. Do you really know how those devices are being used. How often are your employees using company equipment to surf the net, make personal phone calls, store photos, text friends or post on social media ? Employees should have a clear understanding that when they use company equipment, they’re acting as a representative of your company. Tell them, for example, that sending bullying texts to someone on company equipment can get them fired. You want employees to know that your organization will not tolerate discrimination or harassment in any way, shape or form. These include but are not limited to: Even good managers can slip and unintentionally discriminate among employees. Are employees complaining about the perfect, five-star rating one employee received on his review when no one else did. Maybe they believe it’s because he and his supervisor are lunch buddies. Regardless, this is a huge area for potential liability, and a strong handbook can be a good defense if charges are filed against your company. Make yours aware of your policies and provide supervisory and leadership training on nondiscrimination. You can use your employee handbook to remind them about employee benefits, including general information and vacation time. There are no absolutes in business, and a change in circumstances, benefits or policies will mean you need to update your employee handbook. You don’t want to outline the specifics of yearly merit increases and then find you can’t provide them because of business demands. Be careful about the details you include. Do you provide relocation assistance for employees who transfer to another office within the company. If employees are terminated by you, are they paid for vacation time (if not required by state law)? Is your employee handbook available online. Can the online version of the handbook be printed? A good handbook will: Likewise, if you have employees who travel for business, address the issues surrounding that, e.g., per diems, expense reimbursement, etc. Be sure you include key state and federal policies, and realize that new laws and regulations mean revisions to your handbook to remain compliant. Try to keep your handbook to a maximum of 30 to 40 pages, if possible. If it’s too long, it may not get the attention it deserves. Thank you for your feedback. Glad you found this article helpful! Some are essential to make our site work; others help us improve the user experience. By using the site, you consent to the placement of these cookies. Read our privacy policy to learn more. Add a few personal touches and you’re good to go. Get clear, concise, up-to-date advice with our practical, step-by-step guides. Get clear explanations of the most common HR terms. What’s in, what’s out, and what’s around the corner—they’ve got the HR world covered. Learn more about the features available and how they make each recruiting task easier. Ask questions, find answers, get tips, and dig deeper into our product. Employers give this to employees to clarify their rights and responsibilities while they’re employed with the company. Download the full Employee Handbook template in.doc and pdf format by clicking on the links at the bottom of this page. Also, feel free to modify this template’s language to match your company’s culture. The full template includes these sections plus an introduction so you can welcome new employees to your company. Neither the author nor Workable will assume any legal liability that may arise from the use of these templates. Please ask your attorney to review your finalized policy documents or Handbook. It’ll give your employees an idea of what the terms of their contract and job classification are. They can use this section as a resource to fall back on whenever they have basic questions. You could also explain your recruitment process to prepare future hiring managers in your company. Define full-time and part-time employees, and also interns, apprentices and other workers you employ. This is a necessary statement, not only for legal purposes, but also to promote a culture of meritocracy and respect in your workplace. Here, outline the usual steps in your hiring process. Also, if you often conduct pre-employment checks, define the stage hiring managers can order these checks and even how to handle them. Likewise, if you have a permanent referral program or if you issue referral rewards often, this is a good place to outline the procedure and related guidelines. It’s about the conditions your employees work in. Include policies such as anti-harassment and health and safety in your employee handbook to build a lawful and pleasant workplace where your employees can thrive. Here are the policies included with tips on how to customize them to your own workplace: Our template lays out basic rules about protection of information, but you need to modify it to account for any specific laws that apply to your company. Mention these laws and how you ensure you adhere to them, as well as what you expect employees to do. Respect to and from coworkers is an important part of a harmonious worklife. In this section, you can firmly state your commitment to eliminating harassment and violence in the workplace. You’ll also define what counts as harassment, as well as outline possible repercussions. This section will present guidelines employees must follow to ensure a healthy and safe workplace. You can add actions your company has taken to comply with occupational health and safety laws, as well as protect employees in hazardous jobs or from emergencies. Our template specifically includes sections about preventative action, emergency management, smoking and a drug-free workplace. You could also add a mental health policy if your company has relevant provisions. You’ll outline how you expect employees to treat others, whether they’re colleagues, partners, customers or external stakeholders.Employees should know what they can or can’t wear.Address internet usage, company cell phones, corporate email and social media use (both corporate and personal). Lay out guidelines without being overly restrictive toward employees; most people expect to have a certain freedom in these matters as long as they follow security and data protection guidelines. Here you can describe what constitutes conflict of interest, what employees can do when faced with one, and what the consequences are for wittingly breaking relevant laws or company rules. While many companies are flexible when it comes to employees becoming friends or dating, some rules are necessary to avoid gossip or unprofessional scenes. This section is important to avoid accusations of nepotism and favoritism. Give specific guidelines about working relationships allowed between relatives in your company. This is a matter of safety as well as protecting data and company property. Outline the process of bringing visitors on company premises to make sure employees are always alert and responsible. In this section, you can refer to attempts by outsiders or employees to solicit or distribute flyers, products or services and how employees can handle these cases. Through these policies, you show you value employees and motivate them to keep working with you. This part is mainly important for the U.S. which has laws on exempt and non-exempt employees. You can explain the legal framework and clarify overtime rules. You can also mention on which days employees receive their salary or wages. This section helps employees understand how their performance will be evaluated, and also prepares managers for managerial duties. You can mention the objectives of performance reviews and how you expect managers to lead their team. This is your chance to highlight a big part of your retention strategy — making sure employees improve personally and professionally. You can mention training opportunities and education budgets, if any. It’s likely: often, employees aren’t aware of the full extent of benefits and perks your company offers. This section helps you keep employees well-informed in this matter. Also, insert explanations of relevant laws like the FMLA and COBRA. Outline the process employees should follow if injured at work and which benefits you’ll offer. Modify our template based on applicable laws in your area. State how employees can ask for remote working and what rules they should follow (for example, cyber security at home). Also, outline rules for permanently remote workers. If you have a limited number of parking spaces to give out, outline the criteria you use to allocate these spaces. If you give equipment to employees (like phones, laptops etc.), inform them how they should take care of it. Also, mention what happens when that equipment is stolen or damaged. When joining your company, they want to learn how they can divide their time between work and leisure or out-of-work responsibilities. Mention your companywide working hours and any exceptions. Then, state the number of paid days off you provide employees and explain the process to request PTO. You could include both the definitions of short-term and long-term illness. Describe the law regarding leave for these civic duties and what documents employees might need to bring. You could also include benefits regarding parental allowances, like a few hours off to attend school meetings. Especially if there’s a disciplinary process involved. Here’s an outline of the contents: Go over the steps of your progressive discipline process and how you expect managers to handle it. This is also a good opportunity to address issues like tuition or relocation reimbursement and to expressly prohibit forced resignation. Mention the conditions of providing severance pay and how you’ll compensate remaining vacation and sick leave.