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    general company policy manual

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    general company policy manual

    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. Possibly not. Important? Definitely. When a company’s growing, the guidance it needs to provide employees grows too. Deliver rich, well-researched company policies fast, with minimal fuss, using our library of model templates.

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    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.

    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.

    Or talk to us about your hiring plans and discover how Workable can help you find and hire great people. 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.

    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. For example, if an employee was terminated for cause, you have the right to refuse to provide them with references. Here’s our template to do that. Reiterate how happy you are that an employee is now working with you and welcome them on your team. Look at employee handbook examples for inspiration, but make sure you write in your own company’s tone and voice. Workable is all-in-one recruiting software.

    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.

    Use this as a starting point when creating your employment policies. A “company car” is any type of vehicle our company assigns to employees to support their transportation needs for their jobs. Company cars belong to our company and we want to make sure our employees use them properly. This means they mustn’t have been held at fault for a car accident, or arrested on charges of violating vehicle and traffic laws (e.g.driving under the influence of drugs or alcohol). We’re also willing to make reasonable accommodations to facilitate their company vehicle use. Employees who take medications that severely affect their sense of orientation, vision or reflexes may not be permitted to drive a company car. They should: Employees shouldn’t accept responsibility or guarantee payment to another party in an accident without company authorization. For these reasons, we’ll: We will retire any car that’s deemed too old or too high in mileage. We’ll try to provide employees with eco-friendly cars when possible. We also expect our employees to use their assigned company cars sensibly, considering environmental impacts. Examples of instances when using company cars isn’t necessary: That can include leasing out a company car for personal financial gain, or causing an accident while driving intoxicated. It may not take into account all relevant local, state or federal laws and is not a legal document. 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. We want our employees to be able to rest, eat, smoke and relax for some time during their workday to foster a pleasant workplace.

    We will comply with these guidelines at all times. These breaks are generally unpaid for non-exempt employees, unless local law states otherwise. So, if you work ten hours you may normally take two rest breaks. If possible, schedule these breaks in advance so your team will know when you will be unavailable. For certain positions, we may schedule lunch breaks to avoid any negative impact on our operations. For example, if you work in customer support, we may schedule lunch time so someone will always be available to answer customer requests. If this is the case, please take time to have a meal as expected. If you need to perform any kind of work (e.g. answering calls on your phone), we will pay your normal compensation for that time. Also, you will be paid as normal when you are obliged to remain on company premises during your meal break for a work-related reason (e.g. waiting for a delivery.) If you become indisposed or experience another issue, ask your manager for an impromptu break.We will follow the law and ensure our underage employees rest adequately during their workdays. It may not take into account all relevant local, state or federal laws and is not a legal document. 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. 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.

    Source and evaluate candidates, track applicants and collaborate with your hiring teams. Get started Or talk to us about your hiring plans and discover how Workable can help you find and hire great people. 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. We’ll explain which expenses we’ll reimburse and how. We’ll also give instructions to our employees to track their expenses correctly when traveling. We’re also counting any car, train or bus trip that lasts longer than an hour. We reimburse commute expenses based on each employee’s contract or agreement with our company. This includes trips to: The same applies to medical expenses, like medical insurance for travelers, vaccinations or examinations. We’ll pay all these costs directly, you won’t need to do anything. If not, we may partially or fully reimburse you for your medical expenses. We’ll reimburse two-way tickets, meals (as included in the ticket price) and one luggage, plus a carry-on in case of a plane trip. You should cover additional expenses, like extra luggage or purchase of duty-free items, on your own. They must ask your manager for written approval first. Then, they’ll collaborate with you on booking the appropriate transportation at convenient times depending on the purpose of your trip. You’ll need their approval for the fares you’ve chosen, ensuring they’re not unnecessarily expensive.Always ask for receipts and we’ll reimburse fares for traveling: We might have negotiated a contract with a hotel to achieve a discount.

    If you plan to stay longer for personal reasons, you’ll need to pay for the additional stay yourself, but you may be able to take advantage of the discount.We may make an exception if you need to upgrade your room for reasons outside of your control (for example, a malfunction that makes your room unsuitable and there’s no room of equal cost available).For example, if we’ve already booked a room for you that has enough space, you can host your partner, friend or family member. Keep in mind that you’ll be financially responsible for any expenses or damages this person incurs. The only exception is taxi fares which don’t depend on the number of people on the ride. We’ll reimburse only your own portion of the bill if you’re traveling with a non-employee, so make sure to separate your bills or ask for separate receipts. The most senior employee participating in the meeting should pay the bill and submit the expenses for reimbursement. We count on you to place reasonable orders.Don’t go overboard with spending on food and drinks. Always ask for receipts and keep them organized. If you had a reason not to submit expenses within that period, talk to your manager. They’ll be the ones to approve your expenses for reimbursement. You’ll receive the money with your next paycheck after your manager approves. It may not take into account all relevant local, state or federal laws and is not a legal document. Neither the author nor Workable will assume any legal liability that may arise from the use of this policy. Workable is all-in-one recruiting software. 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.

    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. 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.In 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. 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.

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