The Ins and Outs of Employee Handbooks From Essentials to Best Practices

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The Ins and Outs of Employee Handbooks From
Essentials to Best Practices

• Brenda M. Dare and Kimberly A. Ross

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WHAT IS A HANDBOOK?
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• Do you have a handbook?
• Is it all together in one place?
• Is it up to date?
• Do you have a Receipt and Acknowledgement form?

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Communication Tool

• Defines expectations of company and employee
• Received and read by employees
• Summarizes relationship
• Conveys company policies
• Sells company and helps retain employees

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Resource

• Answers routine questions
• Should answer at least 75 of routine questions
  that end up on human resource managers desk
• Reference guide - when in doubt, read the
  handbook

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Tool for Management

• Sets standard for consistent treatment of all
  employees
• Gives credibility and teeth to disciplinary
  actions or decisions
• Guides management in carrying out
  responsibilities

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WHY HAVE A HANDBOOK?
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• Ensures consistent and fair administration of
  policies
• Can be a shield in employment disputes

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Questions

• What does your handbook say?
• Have you had a situation like this before? If
  so, how did you handle it?

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WHY UPDATE YOUR HANDBOOK?
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• Changes in law
• New policies warranted by changes in work
  environment or technology
• Growth in size spurs compliance with various laws

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WHY NOT PURCHASE ONE OUT OF THE BOX?
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• Does not cover all of the policies that may be
  needed for your specific organization
• Different state statutes
• Preparation process offers opportunity to rethink
  policies
• Amount of information
• Company culture is unique

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DO UNIONIZED COMPANIES NEED A HANDBOOK?
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• Handbook sets parameters not covered by union
  contract
• Supports companys philosophy
• Where union contract and employee handbook
  differ, union contract overrides handbook

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ESSENTIAL POLICIES
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SAMPLE CONTENTS OF EMPLOYEE HANDBOOK

• Welcome statement
• Employment classifications (define)
• General policies
• Benefits and eligibility

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• Time off
• Wage and salary
• Performance and compensation
• Other employment policies
• Employee receipt and acknowledgement

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ESSENTIAL FOR LEGAL COMPLIANCE
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One Employee

• I-9 Form
• Document right to work in U.S.
• 2 pieces of acceptable identification

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• New Hire Reporting Form
• Similar forms used by every state
• Tracks a persons employment in the event he or
  she is behind in child support or alimony payments

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15 Employees

• Americans with Disabilities Act (ADA)
• Can a person perform essential functions of job
  with or without a reasonable accommodation

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20 Employees

• Consolidated Omnibus Benefits Reconciliation Act
  (COBRA)
• Continuation of group benefits after leaving
  employment

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50 Employees

• Family and Medical Leave Act (FMLA)
• Provides up to 12 weeks of unpaid leave

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• Birth of child
• Adoption of child
• Care for spouse, child or parent
• Own serious health condition

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(No Transcript)
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ESSENTIAL FOR ORGANIZATION
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At-Will Employment Statement

• Continued employment is not a contract or
  guarantee
• Employee or organization may terminate
  relationship at any time for any reason

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Harassment Policy

• Describe what constitutes harassment (its not
  just about sex)
• Provide more than one contact (male and female)
  for reporting complaint
• Stress that every complaint must be investigated
  - no off the record
• Require training for managers/ supervisors and
  employees

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E-Mail

• Property of the organization and may be accessed
  or monitored
• All transmissions are attached to the
  organizations name, not just the employees name
• Unacceptable e-mail

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Internet Use

• May be monitored
• Reasonable use vs. no personal use
• Sites that should not be accessed
• Downloading software or materials

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Software Licensing

• Organization does not own the software, only
  licenses the right to use it
• Should not duplicate software that is licensed to
  the organization
• Should not load personal software on the
  organizations equipment

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Cell Phone Use

• Distraction or effective business tool
• States are passing laws requiring hands-free
  operation
• Protect the organization
• Protect the employee

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Receipt and Acknowledgement

• Signed by the employee
• Includes statement that employee has read
  handbook
• Signed receipt may be essential in employers
  legal defense if litigation occurs

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GROUP EXERCISE
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BEST PRACTICES TO CONSIDER
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NEW EMPLOYEE ORIENTATION

• Its more than just the forms
• Advanced preparation
• Buddy system

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PAID TIME OFF (PTO)

• Replace vacation/sick/ personal time
• Employees have flexibility according to their
  needs
• Employees also have responsibility

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ALTERNATE/FLEXIBLE WORK ARRANGEMENTS

• Flex time or staggered hours
• Four-day workweek
• Teacher time

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TELECOMMUTING

• Consider business needs
• Consider job responsibilities
• Consider suitability of individuals
• Define arrangement in writing

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EMPLOYEE INPUT

• Help in developing policies, i.e., business
  casual
• Measure employee satisfaction
• Written surveys or focus groups with outside
  facilitator

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CUTTING EDGE WAYS TO ATTRACT AND RETAIN EMPLOYEES

• Daycare
• Housecleaning service
• Lawn service
• Laundry service
• Dry cleaning pick-up and delivery

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QUESTIONS ANSWERS